2023-06-26_Agenda Packet--Dossier de l'ordre du jour�B
City of Saint John
Common Council Meeting
AGENDA
Monday, June 26, 2023
6:00 pm
2nd Floor Common Council Chamber, City Hall
An Electronic means of communication will be used at this meeting. The public may attend the meeting in
person in the Council Chamber or view the meeting on the City's Website (wwwsaintjohn.ca) or on Rogers
TV.
Pages
1. Call to Order
1.1 Land Acknowledgement
1.2 National Anthem
2. Approval of Minutes
2.1 Minutes of June 12, 2023
5 - 13
3. Approval of Agenda
4. Disclosures of Conflict of Interest
5. Consent Agenda
5.1 Bid to Host 2025-2026 Federation of Canadian Municipalities Board of
14 - 16
Director's Meeting (Recommendation in Report)
5.2 Fleet Replacement Procurement — June 2023 (Recommendation in Report)
17 - 19
5.3 2023 Project Contribution from LPP Trust Fund (Recommendation in Report)
20 - 34
6. Members Comments
7. Proclamation
7.1 Indigenous Survivors Day - June 30, 2023
35 - 35
8. Delegations / Presentations
8.1 Kidney Cancer Canada: Living with Kidney Cancer (Verbal Presentation)
8.2 Canada Games Aquatic Centre
9. Public Hearings - 6:30 p.m.
10. Consideration of By-laws
10.1 Delegation of Authority to Award or Approve Contracts By -Law (3rd Reading)
10.2 Zoning By -Law Amendment with Section 59 Conditions - 33 Birch Grove
Terrace (3rd Reading)
11. Submissions by Council Members
12. Business Matters - Municipal Officers
12.1 2023 Workplan Initiatives Status Update
13. Committee Reports
13.1 Growth Committee: Community Enhancement Project Resource Proposal
13.2 Growth Committee: Beautification Grant Program
13.3 Growth Committee: Ethnocultural Small Grant Program
14. Consideration of Issues Separated from Consent Agenda
15. General Correspondence
16. Supplemental Agenda
17. Committee of the Whole
17.1 Recommended Appointments to Committees
18. Adjournment
36 - 43
44 - 48
49-51
52-60
61 - 80
81 - 101
102 - 129
130 - 130
P►
City of Saint John
Common Council Meeting
Monday, June 26, 2023
Committee of the Whole
1. Call to Order
Si vous avez besoin des services en frangais pour une reunion de Conseil communal, veuillez contacter le
bureau du greffier communal au 658-2862.
Each of the following items, either in whole or in part, is able to be discussed in private pursuant to the
provisions of subsection 68(1) of the Local Governance Act and Council / Committee will make a
decision(s) in that respect in Open Session:
4:00 p.m., 2nd Floor Boardroom, City Hall
1.1 Creation of a Community Fund for Council Members (Councillor Lowe)
1.2 Approval of Minutes 68(1)
1.3 Financial Matter 68(1)(c)
1.4 Financial Matter 68(1)(c)
1.5 Personal Matter 68(1)(b)
1.6 Financial Matter 68(1)(c,d)
1.7 Legal Matter 68(1)(f)
Ville de Saint John
Reunion ordinaire du Conseil municipal
Lundi 26 juin 2023, 18 h
Salle du Conseil, 2e etage de I'H6tel de Ville
Un moyen de communication electronique sera utilise lors de cette reunion. Le public
peut assister a la reunion en personne, clans la salle du Conseil, ou par le biais du site
Web de la Ville (www.saintiohn.ca) ou de Rogers TV
Comite plenier
1. Ouverture de la seance
Si vous souhaitez obtenir des services en frangais pour une seance du Conseil municipal,
veuillez communiquer avec le bureau du greffier municipal, au 658-2862.
Chacun des points suivants, en totalite ou en partie, peut faire I'objet d'une discussion en
prive en vertu des dispositions du paragraphe 68(1) de la Loi sur la gouvernance locale. Le
Conseil/Comite prendra une ou des decisions a cet egard au cours de la seance publique :
16 h — Seance a huis clos du comite plenier — Salle du Conseil, 2e etage
1.1
Creation d'un fonds communautaire pour les membres du Conseil (conseiller Lowe)
1.2
Approbation du proces-verbal
— paragraphe 68(1)
1.3
Question de nature financiere
— alinea 68(1)c)
1.4
Question de nature financiere
— alinea 68(1)c)
1.5
Renseignements personnels —
alinea 68(1)b)
1.6
Question de nature financiere
— alineas 68(1)c) et d)
1.7
Question de nature juridique —
alinea 68(1)f)
Reunion ordinaire
1. Ouverture de la seance
1.1 Reconnaissance des territoires
1.2 Hymne national
2. Approbation du proces-verbal
2.1 Proces-verbal de la reunion du 12 juin 2023
3. Adoption de I'ordre du jour 2
4. Divulgations des conflits d'interets
5. Resolutions en bloc
5.1 Candidature pour accueillir la reunion du conseil d'administration de la
Federation canadienne des municipalites pour 2025-2026
(Recommendation contenue clans le rapport)
5.2 Approvisionnement en vue du remplacement de la flotte—juin 2023
(Recommendation contenue clans le rapport)
5.3 Contribution au projet du fonds fiduciaire pour les terrains d'utilite
publique pour 2023 (Recommendation contenue clans le rapport)
6. Commentaires des membres
7. Proclamation
7.1 Journee des survivants autochtones — 30 juin 2023
8. Delegations et presentations
8.1 Cancer du rein Canada : Vivre avec un cancer du rein (Presentation orale)
8.2 Centre aquatique des Jeux du Canada
9. Seance publique
10. Examen d'arretes municipaux
10.1 Arrete LG-21 relatif a la delegation de I'autorite d'octroyer ou
d'approuver des contrats (troisieme lecture)
10.2 Arrete modifiant I'Arrete de zonage et Ies conditions de I'article 59 en ce
qui concerne la propriete situee aux 33 Birch Grove Terrace (troisieme
lecture)
11. Soumissions des membres du Conseil
12. Questions de gestion interne — Agents municipaux
12.1 Le point sur Ies initiatives du plan de travail 2023
13. Rapports des comites
13.1 Comite sur la croissance : Proposition de ressources pour le projet de
renforcement de la communaute
13.2 Comite sur la croissance : Prosramme d'aide a 1'embellissement
13.3 Comite sur la croissance : Programme de petites subventions pour le
programme de soutien ethnoculturel
14. Examen de questions non visees par les resolutions en bloc
15. Correspondance generale
16. Ordre du jour supplementaire
17. Comite plenier
17.1 Nominations recommandees aux comites
18. levee de la seance
CI
COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
The City of Saint job n
MINUTES — REGULAR MEETING
COMMON COUNCIL OF THE CITY OF SAINT JOHN
JUNE 12, 2023 AT 6:15 PM
2ND FLOOR COMMON COUNCIL CHAMBER, CITY HALL
An Electronic means of communication will be used at this meeting. The public may
attend the meeting in person in the Council Chamber or view the meeting on the City's
Website (www.saintjohn.ca) or on Rogers TV.
Present: Mayor Donna Noade Reardon
Deputy Mayor John MacKenzie
Councillor -at -Large Gary Sullivan
Councillor -at -Large Brent Harris
Councillor Ward 1 Greg Norton
Councillor Ward 1 Joanna Killen
Councillor Ward 2 Barry Ogden
Councillor Ward 3 Gerry Lowe
Councillor Ward 3 David Hickey
Councillor Ward 4 Greg Stewart
Councillor Ward 4 Paula Radwan
Also Present:
Chief Administrative Officer (CAO) B. McGovern
Chief Financial Officer Commissioner K. Fudge
General Counsel M. Tompkins
Commissioner Human Resources S. Hossack
Fire Chief K. Clifford
Commissioner Utilities & Infrastructure Services I. Fogan
Commissioner Growth & Community Services J Hamilton
Director Communications L. Caissie
Commissioner Public Works & Transportation M. Hugenholtz
Director Legislative Services / City Clerk J. Taylor
Deputy Clerk P. Anglin
Administrative Officer R. Evans
Administrative Assistant A. MacLean
Call to Order
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COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
1.1 Land Acknowledgement
Councillor Harris read aloud the Land Acknowledgement and called for a moment of
reflection.
"The City of Saint John/Menaquesk is situated is the traditional territory of the
Wolastoqiyik/Maliseet.The Wolastoqiyik/Maliseet along with their Indigenous Neighbours,
the Mi'Kmaq/Mi'kmaw and Passamaquoddy/Peskotomuhkati signed Peace and
Friendship Treaties with the British Crown in the 1700s that protected their rights to lands
and resources."
1.2 National Anthem
The Saint John High School Orchestra performed O Canada by video.
2. Approval of Minutes
2.1 Minutes of May 23, 2023
Moved by Councillor Harris, seconded by Deputy Mayor MacKenzie:
RESOLVED that the minutes of May 23, 2023 be approved.
MOTION CARRIED.
3. Approval of Agenda
Moved by Councillor Hickey, seconded by Deputy Mayor MacKenzie:
RESOLVED that the agenda of June 12, 2023 be approved with the addition of Item 17.1
Terms of Settlement with G.E. Barbours Inc.
MOTION CARRIED.
4. Disclosures of Conflict of Interest
Councillors Radwan and Stewart declared a conflict of interest with item 9.4 Public
Hearing for Stop -up and Closure for Portions of Retail Drive (1st and 2nd Reading).
5. Consent Agenda
5.1 RESOLVED that as recommended in the submitted report M&C 2023-142:
Rockwood Park Golf Course Lift Station Upgrade, Project No. 2023-02 for the Rockwood
Park Golf Course Lift Station Upgrade be awarded to Fairville Construction Ltd., the lowest
bidder, at their tendered price of $293,250.00 (including HST) based on estimated
quantities; and furthermore, that the Mayor and City Clerk be authorized to execute the
necessary contract documents.
5.2 RESOLVED that as recommended in the submitted report M&C 2023-153: Menzies
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COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
Lake Dam and Access Road Drainage Upgrades, Contract 2023-03: Menzies Lake Dam
and Access Road Drainage Upgrades be awarded to the low tenderer, Keel Construction
Ltd., at the tendered price of $1,172,739.10 (including HST) as calculated based upon
estimated quantities, and further that the Mayor and City Clerk be authorized to execute
the necessary contract documents.
5.3 RESOLVED that as recommended in the submitted report M&C 2023-145: Saint
John Transit Building Lighting Retrofit, the tender submitted by Security Electrical LTD.,
for the Saint John Transit Building Lighting Retrofit Project in the amount of $268,500 plus
HST be accepted, and that the Mayor and Common Clerk be authorized to execute the
necessary contract documents in that regard.
5.4 RESOLVED that as recommended in the submitted report M&C 2023-158: Fleet
Replacement Procurement — June 2023 Common Council award the purchase of one (1)
Sanitation Packer — 14 Cubic Yard at a total cost of $233,268.61 plus HST to NEXGEN
Municipal Inc.
5.5 RESOLVED that as recommended in the submitted report M&C 2023-159:
Proposed Local Government Services Easements — Shamrock Court Common Council
assent to the submitted subdivision plan entitled "Subdivision Plan — 733940 NB Inc.
Subdivision", located at 3,4,8 and 9 Shamrock Court (PI Ds 00375568 and 00376152), with
respect to the vesting of the proposed Local Government Services Easements subject to
the following modification:
a. Increasing the width of the westernmost Local Government Services
Easement (located on Lot 1 and Lot 2) from 6 metres to 7 metres.
5.6 RESOLVED that as recommended in the submitted report M&C 2023-124: 2023
Unidirectional Water System Flushing, notwithstanding the City's Procurement Policy for
Engagement of Professional Services, Common Council authorize staff to extend the
agreement with Aqua Data Atlantic for an additional year (2023) at the rates presented in
their 2020 contract.
5.7 RESOLVED that as recommended in the submitted report M&C 2023-154:
Proposed Public Hearing Date: 11 Blue Rock Court Common Council schedule the public
hearing for the Zoning Bylaw Section 59 application submitted by Somerset Suites Ltd. for
11 Blue Rock Court (PID: 00367144), for Monday, August 21, 2023 at 6:30 p.m. at the
Council Chamber, City Hall 2nd floor, 15 Market Square, Saint John, NB.
5.8 RESOLVED that as recommended in the submitted report M&C 2023-148: Contract
No. 2021-18: Candlewood Lane — Sewer Separation, Contract No. 2021-18: Candlewood
Lane — Sewer Separation be awarded to the low Tenderer, M I DI Construction Ltd., at their
tendered price of $474,587.17 (including HST) as calculated based upon estimated
quantities, and further that the Mayor and City Clerk be authorized to execute the
necessary contract documents.
Moved by Deputy Mayor MacKenzie, seconded by Councillor Killen:
RESOLVED that the recommendation set out in each consent agenda item respectively
be adopted.
MOTION CARRIED UNANIMOUSLY
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COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
6. Members Comments
No Member Comments were made.
7. Proclamation
7.1 The Mayor declared June 15, 2023 as World Kidney Cancer Day in The City of
Saint John.
8. Delegations/Presentations
9. Public Hearings - 6:30pm
9.1 Repeal of previous section 39/59 Conditions — 26 Foley Court
Commissioner Hamilton presented an overview of the application to repeal the previous
section 39/59 conditions on the property located at 26 Foley Court. Advertising has been
completed and the Planning Advisory Committee and staff recommendation are aligned.
Mayor Noade Reardon called the Public Hearing to Order.
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 no one presenting.
Mayor Noade Reardon closed the Public Hearing.
Moved by Deputy Mayor MacKenzie, seconded by Councillor Hickey:
RESOLVED that Common Council, pursuant to the provisions of Section 59 of the
Community Planning Act, rescind the conditions imposed on the October 27, 2004,
rezoning, for the parcel of land having an area of approximately 960.77 square metres,
located at 26 Foley Court, also identified as PID Number 00314922.
MOTION CARRIED.
9.2 Repeal of Drevious section 39/59 Conditions — 693 Manawaaonish Road
Commissioner Hamilton presented an overview of the application to repeal the previous
section 39/59 conditions on the property located at 693 Manawagonish Road. Advertising
has been completed and the Planning Advisory Committee and staff recommendation are
aligned.
Mayor Noade Reardon called the Public Hearing to Order.
The Mayor called for members of the public to speak against the proposed amendment
with no one presenting.
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COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
The Mayor called for members of the public to speak in favour of the proposed amendment
with no one presenting.
Mayor Noade Reardon closed the Public Hearing.
Moved by Councillor Killen, seconded by Councillor Ogden:
RESOLVED that Common Council, pursuant to the provisions of Section 59 of the
Community Planning Act, rescind the conditions imposed on the August 17, 2009,
rezoning, for the parcel of land having an area of approximately 486.50 square metres,
located at 693 Manawagonish Road, also identified as PID Number 55037683.
MOTION CARRIED
9.3 Proposed Zoning By -Law Amendment — 33 Birch Grove Terrace (1st and 2nd
Reading)
Commissioner Hamilton presented an overview of the rezoning application to legalize a
third unit in the existing building. Advertising has been completed and the Planning
Advisory Committee recommend that the application be denied, however staff are in
favour of the application.
Mayor Noade Reardon called the Public Hearing to Order.
The Mayor called for members of the public to speak against the proposed amendment
with the following presenting;
• Kathy Eastwood resident stating that the multi units on 33 Birch Grove Terrace are not
a part of the City's affordable housing plan.
• Eric Eastwood resident stating that the required parking for the extra units creates
traffic, parking and plowing concerns on a cul-de-sac and is not good for land use
planning on a small street.
The Mayor called for members of the public to speak in favour of the proposed amendment
with HaiPeng Luo the applicant presenting with the assistance of an interpreter.
Mayor Noade Reardon closed the Public Hearing.
Moved by Councillor Harris, seconded by Councillor Killen:
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 1039 square metres, located at 33 Birch
Grove Terrace, also identified as PID 55230767, from One -Unit Residential (R1) to Low -
Rise Residential (RL), be read a first time.
MOTION TIED with Councillor Sullivan voting nay because of the zoning amendment
potential for permitting approximately 36 parking units on a small cul-de-sac. Deputy
Mayor MacKenzie and Councillors Norton and Lowe voting nay because the Applicant
had two prior developments and should be aware of the requirements for an application/
building permit and follow the approved process. Councillor Ogden voting nay because of
the increased parking and traffic the extra housing units on the location will cause in an
older, existing neighbourhood.
COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
The Mayor cast the deciding vote in favour of the application
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 Councillor Harris, seconded by Councillor Radwan:
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 1039 square metres, located at 33 Birch
Grove Terrace, also identified as PID 55230767, from One -Unit Residential (R1) to Low -
Rise Residential (RL), be read a second time.
MOTION CARRIED with Deputy Mayor MacKenzie and Councillors Norton, Lowe,
Sullivan, and Ogden voting nay.
Read a second time by title, the by-law entitled, "A Law to Amend the Zoning By -Law of
The City of Saint John."
Having declared a conflict Councillors Stewart and Radwan withdrew from the meeting.
9.4 Public Hearing for Stop -up and Closure for Portions of Retail Drive (1st and 2nd
Reading)
Commissioner Hugenholtz presented an overview of the application to stop -up and close
portions of Retail Drive. Advertising has been completed and staff is recommending that
Common Council give 1st and 2nd Reading to an amendment to the Street Closing By-
law, which closes two portions of Retail Drive, being Part "A" having an area of 3,165
square metres and Part "B" having an area of 116 square metres.
Mayor Noade Reardon called the Public Hearing to Order.
The Mayor called for members of the public to speak against the proposed amendment
with Dan Gormley owner Snooze -Ease Sleep Centre presenting, stating he requires
access to the property for delivery trucks from Retail Drive. Rene Downing of Transport
Marny, Snooze-Ease's delivery service provider presenting, stating he uses Retail Drive
for safety turning into the Snooze -Ease parking lot.
The Mayor called for members of the public to speak in favour of the proposed amendment
with John Wheatley representing East Point Shopping presenting, stating the intersection
has a documented high rate of traffic accidents due to engineering deficiencies; and Mark
Gunter a traffic engineer with EXP Engineering presenting options for access to Snooze -
Ease.
Mayor Noade Reardon closed the Public Hearing.
Moved by Councillor Ogden, seconded by Councillor Norton:
RESOLVED that the by-law entitled "By -Law Number L.G. 4.1 A By -Law respecting the
Closing of Roads, Streets or Highways in The City of Saint John," regarding portions of
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COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
Retail Drive by adding thereto section 9 immediately after section 8 thereof, be read a first
time.
MOTION CARRIED with Councillor Lowe voting nay stating that the City has 2-3 years to
correct the problem. A way to address the concerns of the stakeholders (John Wheatley
representing East Point Shopping and Dan Gormley, owner of Snooze Ease Ltd.) could
be achieved.
Read a first time by title, the by-law entitled "By -Law Number L.G. 4.1 A By -Law respecting
the Closing of Roads, Streets or Highways in The City of Saint John."
Moved by Councillor Sullivan, seconded by Councillor Ogden:
RESOLVED that the by-law entitled "By -Law Number L.G. 4.1 A By -Law respecting the
Closing of Roads, Streets or Highways in The City of Saint John," regarding portions of
Retail Drive by adding thereto section 9 immediately after section 8 thereof, be read a
second time.
MOTION CARRIED with Councillor Lowe voting nay.
Read a second time by title, the by-law entitled "By -Law Number L.G. 4.1 A By -Law
respecting the Closing of Roads, Streets or Highways in The City of Saint John."
The Mayor stated that third reading may be 22-24 months out.
Councillors Radwan and Stewart re-entered the meeting.
Moved by Councillor Hickey, seconded by Deputy Mayor MacKenzie:
RESOLVED that the meeting be recessed for five minutes.
MOTION CARRIED.
The meeting recessed and reconvened at 8:40 p.m.
10. Consideration of By-laws
11. Submissions by Council Members
12. Business Matters — Municipal Officers
12.1 Chief Administrative Officer Update on Select Catalytic Projects and Advocacy
Verbal
The CAO provided an update of the City's four catalytic infrastructure projects and four
advocacy projects.
Moved by Councillor Hickey, seconded by Deputy Mayor MacKenzie:
RESOLVED that the Chief Administrative Officer verbal update on Select Catalytic
Projects and Advocacy, be received for information.
MOTION CARRIED
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COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
12.2 10 Market Sauare Reimaaination
Monica Adair and Stephen Koop ACRE Architects provided an overview of the evolution
of the current Barbours Store site.
Moved by Councillor Killen, seconded by Councillor Hickey:
RESOLVED that as recommended in the submitted report M&C 2023-144: 10 Market
Square Reimagination, Common Council:
1. Authorize staff to engage of ACRE Architects for up to $360,000 from the approved
2023 and 2024 Capital Budgets, notwithstanding the City's procurement policy, to design
the new gateway pavilion building on the site which would serve as a welcome centre and
transit hub, while supporting inclusive arts, culture and heritage programing; and
2. Authorize staff to proceed with installation and planting associated with the interim
landscaping design for the site by Brackish Design Studio.
MOTION CARRIED
13. Committee Reports
13.1 Growth Committee: Review of Provisions Governing the Procedure and Operation
of the Saint John Substandard Properties Appeal Committee
Moved by Councillor Killen, seconded by Councillor Hickey:
RESOLVED that as recommended by the Growth Committee, Common Council approve
the Provisions Governing the Procedure and Operation of the Saint John Substandard
Properties Appeal Committee in the form attached to this report.
MOTION CARRIED
14. Consideration of Issues Separate from Consent Agenda
15. General Correspondence
15.1 Circular Materials Atlantic: Paper and Packaging Stewardship Plan
Implementation — Request to Present (Recommendation: Refer to Clerk to
schedule presentation)
Moved by Councillor Hickey, seconded by Deputy Mayor MacKenzie:
RESOLVED that the request to present from Circular Materials Atlantic: Paper and
Packaging Stewardship Plan Implementation be referred to the Clerk to schedule the
presentation.
MOTION CARRIED
15.2 Zero Waste Initiatives — Education — Request to Present (Recommendation: Refer
to Chief Administrative Officer for follow-up)
Moved by Deputy Mayor MacKenzie, seconded by Councillor Harris
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COMMON COUNCIL / CONSEIL COMMUNAL
June 12, 2023 / le 12 juin 2023
RESOLVED that the request to present from Zero Waste Initiatives be referred to the Chief
Administrative Officer for follow-up.
MOTION CARRIED.
16. Supplemental Agenda
17. Committee of the Whole
17.1 Terms of Settlement with G.E. Barbours Inc.
Moved by Councillor Lowe, seconded by Deputy Mayor MacKenzie:
RESOLVED that the City accept the terms of settlement with G.E. Barbours Inc. as
presented to Committee of the Whole at its meeting held June 12, 2023, and that the
Mayor and Clerk be authorized to execute any documents necessary in order to effect the
said settlement.
MOTION CARRIED with Councillor Ogden, Radwan, and Sullivan voting nay.
18. Adjournment
Moved by Councillor Lowe, seconded by Councillor Killen:
RESOLVED that the meeting of Common Council held on June 12, 2023, be adjourned.
MOTION CARRIED.
The Mayor declared the meeting adjourned at 9:25 p.m.
City Clerk
13
COMMON COUNCIL REPORT
M&C No.
2023-166
Report Date
June 20, 2023
Meeting Date
June 26, 2023
Service Area
Strategic Services
Her Worship Mayor Donna Noade Reardon and Members of Common Council
SUBJECT. Bid to host 2025-2026 Federation of Canadian Municipalities Board
of Director's Meeting
AUTHORIZATION
Primary Author
Commissioner/Dept. Head
Chief Administrative Officer
Lisa Caissie
Brent McGovern
J. Brent McGovern
RECOMMENDATION
Recommend that Common Council endorse the bid for the City of Saint John to
host a 2025 or 2026 Federation of Canadian Municipalities Board of Directors
Meeting.
EXECUTIVE SUMMARY
The Federation of Canadian Municipalities is the national voice of local
government, advocating for municipalities to be sure citizens' needs are reflected
in federal policies and programs.
FCM holds four meetings of the Board of Directors each year in September,
November, March and May. Meetings in September and March are hosted by
selected member municipalities across Canada. The City of Saint John has been a
longstanding member of the FCM.
In response to FCM's request for proposals, the City of Saint John, in partnership
with Envision Saint John, is seeking Common Council's endorsement to submit a
bid to host an FCM Board of Directors meeting in either September of 2025 or
2026.
PREVIOUS RESOLUTION
N/A
REPORT
The Federation of Canadian Municipalities (FCM) is the national voice of local
government, advocating for municipalities to be sure citizens' needs are reflected
in federal policies and programs.
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Founded in 1901, the FCM has grown to include a membership of over 2,000
municipalities that represents 90 per cent of all Canadians.
Municipal leaders from across Canada gather each year to set the FCM policy on
key issues and share best practices as it relates to programming and tools to tackle
local challenges.
The City of Saint John has been a long-standing member of the FCM and is
represented by members of Common Council.
FCM holds four meetings of its Board of Directors each year in September,
November, March, and May. The November meeting is held in Ottawa, while the
one in May is held virtually. Meetings in September and March are hosted by
selected member municipalities across Canada.
The approximate number of delegates and staff expected to attend the meeting
is 150, not including representatives and guests of the host and neighbouring
municipalities. Total costs for the host municipality are estimated to be $40,000.
The region can expect significant economic and social benefits from the event and,
as such, the City and Envision Saint John will seek opportunities to partner and
cost share among all participating regional municipalities.
Envision Saint John will also remain an integral partner throughout the RFP
submission process and, if the city is successful in the selection, the regional
growth agency will support the planning and promotion of a successful event.
The deadline for submissions to FCM for one of the 2025/2026 meetings is June
30, 2023 and all eligible bid packages must include, among other things, a certified
copy of the resolution of Council to host the event. All proposals will be evaluated
in August 2023, and a final decision by the Board is expected to be made on
September 15, 2023.
STRATEGIC ALIGNMENT
The requested resolution aligns with Common Council's priorities of PERFORM
and GROW.
SERVICEAND FINANCIAL OUTCOMES
Regions selected to host FCM Board of Directors meetings are asked to cover the
cost of a welcome reception, computer equipment, studytours (optional), and any
other service it agrees to provide. Costs for the host municipality are estimated to
be $40,000 and the City will seek opportunities to cost share with Envision Saint
John and participating regional municipalities.
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INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
This recommendation is supported by the acting co -CEOs of Envision Saint John —
the Regional Growth Agency and City of Saint John CAC).
ATTACHMENTS
N/A
COUNCIL REPORT
M&C No.
2023-167
Report Date
June 20, 2023
Meeting Date
June 26, 2023
Service Area
Public Works and
Transportation Services
Her Worship Mayor Donna Noade Reardon and Members of Common Council
SUBJECT. Fleet Replacement Procurement —June 2023
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Common Council.
AUTHORIZATION
Primary Author(s)
Commissioner/Dept. Head
Chief Administrative Officer
Kevin Loughery/
Chris Roberts
Michael Hugenholtz/
Ian MacKinnon
J. Brent McGovern
RECOMMENDATION
It is recommended that Common Council award the purchase of two (2) backhoe
loaders—18,000 Lb. c/w extended boom at a total cost of $329,500.00 plus HST
to Maritime Case Ltd.
EXECUTIVE SUMMARY
The City manages a fleet of approximately 285 vehicles/pieces of heavy
equipment and each year, the City's Fleet Services Division works with various
City departments to identify and replace vehicles/pieces of heavy equipment
which have reached the end of their useful service lives. The purpose of this
report is to make a recommendation to award the latest tendered
vehicles/pieces of heavy equipment which require Common Council approval.
The City currently has over 67 vehicles/pieces of heavy equipment past their
optimal replacement point (ORP, a calculation based on the age of a
vehicle/equipment, the odometer reading, overall condition and maintenance
cost) and this year, 39 vehicles/pieces of heavy equipment (some of which are
the least reliable and most expensive to maintain) will be replaced through the
City's procurement processes.
The backhoe loaders in this recommendation are to replace units 762 and 766.
Unit 762 is a 2007 Caterpillar backhoe loader which is quickly approaching the
end of its useful life with an ORP over 30. Unit 766 is a 2008 John Deere backhoe
loader which is also quickly approaching the end of its useful life with an ORP
over 26.
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PREVIOUS RESOLUTION
Not applicable.
REPORT
The City's Fleet Services Division manages a fleet of seven (7) backhoe loaders;
five (5) utilized by Public Works and Transportation Services and two (2) utilized
by Utilities and Infrastructure Services.
Backhoe loaders are a large versatile piece of heavy equipment that comprises a
tractor -like unit with attachments on both ends. A backhoe machine on the rear,
consisting of a digging bucket on the end of a two-part articulated arm and a
shovel/bucket in the style of a loader on the front. It is a combination of a loader
and excavators and can tackle both flat surfaces and inclines.
This versatile machine is primarily used for excavations and material moving and
handling, however, also assists in a vast variety of tasks including small
demolitions, landscaping, breaking asphalt, water cuts, catch basin cleaning,
ditching and culvert and sidewalk replacement.
The first backhoe loader in this report is to replace unit 762, a 2007 Caterpillar
backhoe loader, which was purchased on March 29, 2007, and entered service
on September 13, 2007. Unit 762, has a current meter reading of 6,270 hours, is
quickly approaching the end of its useful life, currently has an ORP of over 30 and
has incurred $258,105.37 in lifetime maintenance cost with $20,453.73 occurring
in the last 15 months.
The second backhoe loader in this report is to replace unit 766, a 2008 John
Deere backhoe loader, which was purchased on April 22, 2008, and entered
service on June 6, 2008. Unit 766, has a current meter reading of 7,511 hours, is
quickly approaching the end of its useful life, currently has an ORP of over 26 and
has incurred $188,122.16 in lifetime maintenance cost with $26,285.51 occurring
in the last 15 months.
The escalating lifetime maintenance cost for both these units are expected to
continue and have surpassed the initial purchase prices of these units. These
pieces of equipment were both considered toolboxes via the Continuous
Improvement Fleet Utilization projects and deemed necessary for service
delivery.
The new backhoe loaders in this recommendation are like for like replacements.
PREVIOUS RESOLUTION
Not applicable.
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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.
SERVICEAND FINANCIAL OUTCOMES
This purchase is a planned replacement of existing fleet equipment, approved in
the 2023 capital budget. The funds specifically are provided for in the General
Fund Fleet Reserve, funded from the operating budget.
The specifications allow for vendors to submit proposals of new and/or used
equipment to be evaluated using common criteria.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS — PUBLIC WORKS
AND TRANSPORTATION SERVICES AND SUPPLY CHAIN MANAGEMENT
Tender no. 2023-230501T for the supply and delivery of two (2) or more Backhoe
Loader(s) — 18,000 Lb. c/w Extended Boom was issued on May 18, 2023, and
closed on June 6, 2023, with four (4) companies submitting a bid as follows
(excluding HST):
COMPANY NAME
TENDERED PRICE
ALPA Equipment
$177,905.00 / Each
Brandt Tractor Ltd.
$186,000.00 / Each
Toromont CAT
$167,038.00 / Each
Maritime Case Ltd.
$164,750.00 / Each
Staff of Supply Chain Management and Public Works and Transportation have
reviewed the tender and have found it to be complete and formal in every
regard. Staff believe that the tenderer has the necessary resources and expertise
to supply the equipment and recommend acceptance of their tender.
The above processes are in accordance with the City's Procurement Policy and
Supply Chain Management support the recommendations being put forth.
ATTACHMENTS
None
D '� r r I l
jl
COMMON COUNCIL REPORT
M&C No.
MC 2023-150
Report Date
June 20, 2023
Meeting Date
June 26, 2023
Service Area
Growth and Community
Services
Her Worship Mayor Donna Noade Reardon and Members of Common Council
SUBJECT: 2023 Project Contributions From LPP Trust Fund
AUTHORIZATION
Primary Author
Commissioner/Dept. Head
Chief Administrative Officer
Lori Lambert
Jacqueline Hamilton
Brent McGovern
RECOMMENDATION
Your Chief Administrative Officer recommends Common Council:
1. Amend the LPP Grant Policy approved by resolution of Common Council
on April 19, 2022 (M&C 2022-133) to accurately reflect the increases
recommended in the Growth Committee report, dated April 15, 2022.
(Appendix A- Update to Land for Public Purpose Policy).
2. Authorize a total of $20,000 from the Land for Public Purpose Trust Fund
be awarded to the Saint Rose School Home and School Committee for
completion of Phase 1 of the Saint Rose Playground Revitalization.
PREVIOUS RESOLUTION
At its meeting held on April 19, 2022, Council resolved to adopt the following
policy statement:
"The City of Saint John's Land for Public Purposed 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."
REPORT
A Land for Public Purpose (LPP) Trust Fund was established by the City of Saint
John to balance the development of land for habitation with the demand for
land for recreational enjoyment of the neighborhood, community, and the city.
The Community Planning Act recognizes this need and requires that a portion of
K91
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land or money -in -lieu of land be contributed to an LPP Trust Fund, to be drawn
upon for future and ongoing community projects on public land.
A call for applications was issued by the City of Saint John on March 30, 2023,
and closed on April 30, 2023. The Evaluation Committee reviewed four
applications for LPP totaling $145,000 in funding requests.
Evaluations are based on the City of Saint John's Land for Public Purposes Policy,
which provides criteria for successful projects to support recreation, park space,
and wellness in Saint John. Several key changes to the policy were recently
adopted by council in April 2022, including increases to maximum funding,
clarifying grant suitability for privately -owned land, and the allowance for a
community group to partner more easily with the Parks Service, where staff
would lead a project with community support.
The Evaluation Committee is pleased to recommend funding for the following
applicant for the 2023 iteration of LPP funding:
The Saint Rose School Home and School Committee requests $20,000, the
maximum amount allowable for a community playground, for completion of
Phase 1 of the Saint Rose Playground Revitalization. The requested amount
represents 32% of the total budget for this phase. The project aligns with the LPP
Grant Policy for awarded funds not to exceed 50% of the total project costs, as
well as with preference given to playgrounds developed at public schools.
Finally, not only will it provide barrier -free access, but the playground will also
become a more inclusive space to stimulate children of all physical, cognitive,
emotional and sensory needs.
The following applicants are not recommended to receive funding at this time:
• Sphere Adventure Programs
• Saint John Trojans, R.F. C. Inc.
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• YMCA of Greater Saint John
These submissions did not align with the Land for Public Purpose guidelines.
Staff will continue to work with these applicants to strengthen their applications
to be better positioned for future funding opportunities.
The City of Saint John will issue a second call for applications fall 2023. Offering
bi- annual application submissions provide the opportunity for community to
submit their application to the Land for Public Purpose Fund, as well as previous
applicants to resubmit.
Amendment to LPP Grant Policy
During evaluations, staff discovered that while the Council report, application
forms and the website were updated with the approved amounts, the following
increases recommended by the Growth Committee for Council approval were
not updated in the submitted LPP Grant Policy document:
"An increase in maximum funds from $5,000 to $7,500 for neighbourhood -based
projects, from $10,000 to $20,000 for community -based projects, and a
remainder of a maximum of $50,000 available for City-wide projects."
Staff have submitted a revised version of the policy (Appendix B) with this
amendment.
STRATEGIC ALIGNMENT
The project recommended for LPP funding aligns with Council's "Belong "priority,
specifically to foster a vibrant city through the improvement of recreation
programming, facilities and infrastructure.
SERVICEAND FINANCIAL OUTCOMES
The balance of the LPP trust fund as of June 5, 2023, was $207,317.20
Staff recommends a total of $20,000 be awarded to the Saint Rose School Home
and School Association for the completion of Phase 1 of the Saint Rose
Playground Revitalization.
WA
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INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
Input was received from City Staff in Planning, Community Services, and
Financial Services.
ATTACHMENTS
Appendix A- Update to Land for Public Purpose Policy
Appendix B- Land for Public Purpose Policy
W
1"T JO-HI J
M&C No.
2022-133
Report Date
April 13, 2022
Meeting Date
April 19, 2022
Service Area
Growth and Community
Services
His Worship Mayor Donna Noade-Reardon and Members of Common Council
SUBJECT: Updates to Land for Public Purpose Policy
AUTHORIZATION
Primary Author
Commissioner/Dept. Head
City Manager
Chair of Growth
Committee
Emilie Murphy
Jacqueline Hamilton
Kevin Fudge
Councilor Killen
RECOMMENDATION
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."
EXECUTIVE SUMMARY
The City of Saint John's Land For Public Purposes Policy provides a framework for
utilizing available development land and/or money in lieu of land to support
recreation, park space and wellness in Saint John.
Staff have made recommendations for updates to the land for Public Purpose
(LPP) policy, most notably to the section of the policy that relates to the allocation
of the money -in -lieu -of -land grant program.
The policy updates include clarifying definitions, adding in a reporting
requirement, and ensuring the policy is in line with other municipal plans and
grants. Noteworthy changes to the policy 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 access to
LPP funding.
The purpose of these proposed amendments is to reduce staff and public
interpretation of the grant policy, and to strengthen support for community
organizations.
427
0&1
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By clarifying definitions and ensuring compatibility with other municipal and
provincial bylaws, the intention of these policy changes is to clarify and decrease
barriers for community groups. Staff will continue to work with community
groups to ensure that projects are in keeping with current municipal plans and
are suitable for the greater needs and desires of the citizens of Saint John.
Furthermore, these policy changes will provide flexibility for Council and staff to
partner with community groups to leverage LPP funds when a need for has been
identified through public consultation or municipal planning.
In the event Council approves the recommendation, staff will proceed
immediately with a 2022 call for proposals for groups interested in accessing LPP
funding.
STRATEGIC ALIGNMENT
Updates to the LPP Policy will directly support the following Council Priorities
2021-2026: Grow, Belong, Green, Perform and Move.
SERVICE AND FINANCIAL OUTCOMES
There are no changes to current service levels, or financial implications,
associated with these policy changes. There is currently $241,876.50 in the LPP
reserve fund within the City of Saint John.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
This report was supported by the City Manager's Office, General Counsel's
Office, Public Works and Transportation, and the Growth and Community
Services team.
ATTACHMENTS
Land for Public Purposes Policy, Updated 2022
429
OR
APPENDIX A
SAINT JOHN
Title: Policies For The Acceptance Of Land For Public Purposes And Use of LPP Funds
Subject: Land for Public Purpose
Category: Growth and Community Services
Policy No.:
M&C Report No.:
Effective Date: 19 April, 2022
Next Review Date:
Area(s) this policy applies to: Cross Corporate
Office Responsible for review of this Policy:
Growth and Community Services
Related Instruments:
Policy Sponsors:
Document Pages:
This document consists of 8 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
a bove.
Common Clerk Date
Date Created:
Common Council Approval Date:
Contact:
23.03.2022
Growth and Community Services
41-1
TABLE OF CONTENTS
1. POLICY STATEMENT
2. INTRODUCTION
3. DEFINITIONS
2
2
2
4. ENABLING LEGISLATION AND REGULATION OF LAND FOR PUBLIC PURPOSE.......... 3
5. ACCEPTANCE OF LAND FOR PUBLIC PURPOSE
6. MONEY IN-LIEW OF PUBLIC LAND
0
`1
7. GUIDELINES FOR THE EVALUATION OF REQUESTS FOR MONEY FROM THE LPP
FUND.............................................................................................................................................. 5
8. GENERAL TERMS AND CONDITI
II
WA
City of Saint John
Policies For the Acceptance of Land for Public
Purposes and Use of LPP Funds SAINT 101-EN
1. 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.
2. INTRODUCTION
The development of vacant land for the purposes of human habitation results in a further
demand for land for recreational enjoyment of the neighbourhood, community, and the
city. The Community Planning Act recognizes this need and requires that land which is part
of a subdivision be set aside for public purposes, or that money in lieu of land is received by
the municipality.
3. DEFINITIONS
"Grant" refers to financial or in -kind assistance provided by the City to an eligible grantee.
Discounts, reimbursements, relief on existing contracts, leases and user fees when service has
already been provided are forms of financial assistance and is considered a city grant.
"In -Kind Grant" refers to a grant for the provision of municipal property/facilities, materials, or
resources to an eligible grantee. Cash funds are not provided however it is recognized that
such grants will involve either an expense or foregone revenue for the donor. In -kind grants
are estimated at fair value.
"Barrier free" general public access refers to a property that does not charge for admission nor
has fencing excluding access for a portion of its operating time.
"Act" refers to the Community Planning Act of New Brunswick.
"Land for public purposes" means land other than streets, for the recreational orother use
or enjoyment of the general public, such as:
an access to a lake, river, stream, sea or other body of water,
la:3
City of Saint John
Policies For the Acceptance of Land for Public
Purposes and Use of LPP Funds
4.
b. a beach of scenic area along the shore of a lake, river, stream, sea orother
body of water,
C. a conservation area,
d. land adjoining a school, forjoint recreational purposes,
e. land fo a community hall, public library, recreational use or othersimilar
community facility,
f. open space, to provide air and light, to afford a view to or from a development or
to a lake, river, stream, sea or other body of water,or for other purposes,
g. a park, green belt or buffer area dividing developments, parts of ahighway or
a development and a highway,
h. a pedestrian way to a school, shopping centre, recreational area or otherfacility,
a protection area for a water course, stream, marsh, water supplylake or
other body of water,
a public park, playground or other recreational use,
k. a visual feature, or
I. a wooded area, slope area or a site giving view to a scenic area toprovide
diver ity.
ENABLING LEGISLATION AND REGULATION OF LAND FOR PUBLIC PURPOSE
The Community Planning Act provides the City with the authority to enact a Subdivision By-law
that includes the following options:
a. the requirement that the developer of a subdivision set aside Land For Public
Purposes in an amount not exceeding 10% of the area of the subdivision; and
b. that at the discretion of council, instead of setting aside land, that the sums indicated
in the Subdivision By-law, not exceeding 8% of the market value of the land in the
subdivision at the time of submission for approval of the subdivision plan be paid to
the local government.
29
3
City of Saint John
Policies For the Acceptance of Land for Public
Purposes and Use of LPP Funds SAINT 101-1N
II. The City enacted a Subdivision By -Law, C.P. 112, which requires that as a condition of approval
of a Subdivision Plan:
a. land representing 10%of the area of the proposed subdivision, exclusive of the land
to be vested as public streets, is to be dedicated to The City of Saint John at such
location as assented to by Council as Land For Public Purposes; or
b. a sum of money representing 8% of the market value of the land of the proposed
Subdivision, exclusive of land to be vested as public streets, is to be provided to The
City of Saint John as accepted by Council as a money in -lieu dedication; or
C. a combination of Land For Public Purposes or money in -lieu be provided of up to 8%
of the value of the land in the proposed subdivision, less the value of the Land For
Public Purposes, being provided as money in -lieu.
The requirement for Land For Public Purposes or money in -lieu does not apply where the land
has already been subdivided and Land For Public Purposes or money in -lieu (or a combination
thereof) has already been provided on the same land, or the land is being subdivided for the
sole purpose of:
a. correcting or rearranging lot boundaries;
b. being assembled with or added to adjoining land; or
C. being assembled for a future proposed subdivision.
5. ACCEPTANCE OF LAND FOR PUBLIC PURPOSE
The Subdivision By-law provides that the only time Land For Public Purposes shall be accepted if it
is a Pedestrian Walkway and meets the specific conditions outlined at s. 16(2) of the Subdivision
By-law.
Land For Public Purposes shall only be accepted if the specific provisions within the Subdivision
By -Law are met.
30
4
City of Saint John
Policies For the Acceptance of Land for Public
Purposes and Use of LPP Funds SAINT 101IN
II. Unless the specific provisions of s. 16(2) of the Subdivision By-law are met for the vesting of Land
for Public Purposes to The City of Saint John, a sum of money representing 8% of the market
value of the land of the proposed Subdivision, exclusive of land to be vested as public streets, is
to be provided to The City of Saint John as a money in -lieu dedication.
6. MONEY IN-LIEW OF PUBLIC LAND
In accordance with s. 17(2) of the Subdivision By-law, the determination of market value of the
land shall be made by The City of Saint John, but where a Developer does not accept such
determination, at the cost of the Developer, an appraiser acceptable to both the Developer and
The City of Saint John shall determine such value.
7. GUIDELINES FOR THE EVALUATION OF REQUESTS FOR MONEY FROM THE LPP FUND
In accordance with s. 76(2) of the Community Planning Act, all money received in -lieu of Land For
Public Purposes shall be paid into a special account and the money in that account is to be
expended by the council for acquiring or developing Land For Purpose Purposes and no other
purpose.
Applications from Community Groups. For funds from the LPP Fund will be accepted
annually on January 1st dependent on the availability of funds.
II. The maximum eligible funding from the LPP Fund for projects will be based on the following
classification:
a. Local Level: A grant of 50% of the cost to a maximum of $7,500.00 for projects that
serve specific neighbourhoods or local interest groups.
b. Community Level: A grant of 50% of the cost up to a maximum of $20,000.00 per year
available for projects that serve larger community interests and activities.
C. City -Wide Level: A grant of 50% of the cost to a maximum of $50,000.00 per year to
support large projects that serve the entire city and surrounding area residences, as
well as potential tourist attractions.
31
5
City of Saint John
Policies For the Acceptance of Land for Public
Purposes and Use of LPP Funds SAINT 101-EN
III. No more than $50,000.00 from the LPP Fund shall be paid for one site or project. Where
additional funds are needed to facilitate development of LPP, it must be a project which
serves a community wide interest and, in those circumstances, the maximum available
amount shall be $75,000.00.
IV. From time -to -time specific projects are identified by City Staff, through public consultation,
as a priority. In this instance, an applicant could partner with the City and the 50% fund
matching threshold may be reduced.
V. Preference will be given to playgrounds developed at public schools and community
centres.
VI. No monies from the LPP fund shall be considered if the applicant or project has already
received funding though another municipal grant.
VII. Preference will be given to projects located on municipal land, followed by provincially or
federally owned land, and finally on privately owned land.
VIII. If the Applicant seeks LPP Funds for a project that is not located on municipal, provincial, or
federally owned land, the Applicant shall be responsible to present a plan for the long-term
maintenance of public access, use, and enjoyment of the project. The City would have the
right to insist on any contractual obligation to protect the long-term interests of the public
that it sees fit and the funding will only be granted if that interest can be protected.
IX. Projects must provide barrier -free access to a portion of the facility.
X. Staff evaluating applications for LPP Fund retain discretion to ensure the
following:
a. Projects are in alignment with any current municipal master plans.
b. Flexibility to address special community needs or new recreational service offerings.
C. LPP funds received from commercial developments should prioritize and consider
applications which are geographically close when possible.
32
6
City of Saint John
Policies For the Acceptance of Land for Public
Purposes and Use of LPP Funds SAINT 101-EN
d. Location of past LPP approvals, and maximum use for the most residents. Staff would
assess that there is interest/need for such new or expanded offerings in the
community.
e. Common Council at its sole discretion may choose to provide LPP funding to a project,
as it deems appropriate.
f. The Applicant has demonstrated that the remainder of the funding is
current held in a bank account, approved as a grant, or that in -kind
contributions have been confirmed prior to the City releasing any money
from the LPP Fund
8. GENERAL TERMS AND CONDITIONS
No funding will be given to for -profit or private individuals. If a group is not an
incorporated non-profit, they must partner with the city of Saint John or a non-profit
organization to be eligible for funding.
II. All Projects must be completed within 1 year of the approval date.
III. Extensions may be approved upon request. Grants cannot be awarded Retroactively.
IV. A different phase of the same project will not necessarily be supported in any
succeeding year. Grants are to be used only for the intended purpose.
V. Any recipient who uses the funds improperly, ceases operation, or knowingly provides
false information must promptly repay the grant.
VI. No grant (or any part of it) may be transferred or assigned to another party without
the prior written consent from the Land for Public Purpose grant review board.
VII. The recipient must keep and maintain all records, and upon completion of the project,
fill out and submit a Land for Public Purpose Reporting Form.
33
City of Saint John
Policies For the Acceptance of land for Public
Purposes and Use of LPP Funds SAINT 101-EN
VIII. The recipient will acknowledge the support of the City of Saint John in all publicity and
programs relating to the project either by social media or signage, as appropriate.
IX. The City of Saint John is not liable for any damages, injury, and/or loss of revenue as a
result of any grant awarded project being undertaken, and makes no commitments to
maintain or provide services above and beyond current levels unless agreed upon by
the Service Provider (City of Saint John Parks, Sanitation, etc.).
34
8
PROCLAMATION
WHEREAS: Common Council recognizes the historical injustices endured by
Indigenous peoples due to colonization, forced assimilation, and
systemic injustices_
WHEREAS: Indigenous Survivors Day on June 30 provides an opportunity to
acknowledge the resilience, strength, and cultural heritage of
Indigenous communities who have persevered through historical
traumas.
WHEREAS: Designating June 30 as Indigenous Survivors Day creates a platform
for healing, education, and dialogue, raising awareness about the
unique struggles faced by Indigenous peoples.
WHEREAS: This observance serves as a solemn reminder of the ongoing
challenges faced by Indigenous communities and highlights the
importance of supporting their cultural heritage and promoting
understanding.
WHEREAS: Indigenous Survivors Day fosters inclusivity, unity, and a sense of
solidarity among community members, promoting reconciliation
and justice.
WHEREAS: By implementing Indigenous Survivors Day on June 30, Common
Council demonstrates its commitment to honouring Indigenous
survivors, promoting healing, and building a more equitable and
inclusive city.
NOW THEREFORE: I, Mayorponna Noade Reardon, of Saint John do hereby proclaim
June 30, 2023 as Indigenous Survivors Day in the City of Saint John.
In witness whereof I have set my hand and affixed the official seal of the Mayor of the
City of Saint John.
35
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CITY OF SAINT JOHN
NEW BRUNSWICK
A By-law Respecting the
Delegation of Authority to
Award or Approve Contracts
By-law Number LG-21
An uncertified copy of this by-law
is available online
Arrete relatif a la delegation
de 1' autorite d' octroyer ou
d'approuver des contrats
Arrete numero LG-21
Une copie non certifiee de 1' arrete
est disponible en ligne
-2-
TABLE OF CONTENTS
TABLE DES MATIERES
Section
Description
Page
Article
Designation
Page
Recitals
3
Preambule
3
1
Title
3
1
Titre
3
2
Definitions
3
2
Definitions
3
3
Interpretation
4
3
Interpretation
4
4
Contract Award or Approval
5
4
Octroi et approbation de
contrats
5
5
Contract Execution
5
5
Execution des contrats
5
:111
-3-
RECITALS
PREAMBULE
WHEREAS, The City of Saint John deems it
ATTENDU QUE, The City of Saint John juge
advisable to make this by-law to delegate its
opportun de prendre le present arrete destine d
authority to award or approve contracts;
deleguer 1' autorite d' octroyer ou d' approuver des
contrats; et
AND WHEREAS, subsection 9(1) of the Local
ATTENDU QUE, le paragraphe 9(1) de la Loi
Governance Act, S.N.B. 2017, c. 18, provides that
sur la gouvernance locale, L.N.-B. 2017, ch. 18,
a council may, by by-law, delegate any of its
prevoit que sauf disposition contraire de la
powers, duties or functions under this Act, any
presente loi, de toute autre loi ou d'un arrete, le
other Act or a by-law to a committee of the
conseil peut deleguer par voie d'arrete l'un des
council, an officer of the local government or a
pouvoirs, des devoirs et des fonctions que lui
corporation referred to in subsection 8(1) unless
attribue la presente loi, toute autre loi ou un arrete
this Act or any other Act or by-law provides
d l'un de ses comites, d des fonctionnaires du
otherwise;
gouvernement local ou d une personne morale
visee au paragraphe 8(1); et
AND WHEREAS, subsection 9(2) of the Local
ATTENDU QUE, le paragraphe 9(2) de la Loi
Governance Act, S.N.B. 2017, c. 18, provides that
sur la gouvernance locale, L.N.-B. 2017, ch. 18,
in a delegation under subsection 9(1), the council
prevoit que daps la delegation que prevoit le
may impose on the delegate the terms and
paragraphe 9(1), le conseil peut imposer au
conditions it considers appropriate;
delegue les modalites et les conditions qu'il juge
appropriees; et
AND WHEREAS, notice of this by-law, and of
ATTENDU QUE, avis du present arrete et de la
the Common Council meeting at which this by-
reunion du conseil communal d laquelle it a ete
law was discussed, was provided in accordance
debattu a ete donne conformement d la Loi sur la
with the provisions of the Local Governance Act.
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
Titre
1 This By-law may be cited as the
1 Le present arrete peut etre cite sous le
Delegation of Authority to Award or Approve
titre Arrete concernant la delegation de Vautorite
Contracts By -Law (hereinafter the `By-law").
d'octroyer on d'approuver des contrats (ci-apres
1' arrete » ).
Definitions
Definitions
2 The words defined in subsection 2.1 of
2 Lorsqu'ils sont utilises dans cet arrete, les
the Strategic Procurement Policy adopted by the
termes definis au paragraphe 2.1 de la politique
City, when used in this By-law, shall have the
strategique sur Papprovisionnement adoptee par la
same meaning as the said Policy.
ville, ont le sens qui leur est donne daps cette
politique.
Interpretation
Interpretation
3 Rules for interpretation of the language
3 Les regles d'interpretation suivantes
used in this By-law are contained in the lettered
s'appliquent au present arrete comme suit:
paragraphs as follows:
(a) The captions, article and section
a) Les titres, intertitres et numeros des
names and numbers appearing in this By-
dispositions ne servent qu'd faciliter la
law are for convenience of reference only
consultation de 1'arrete et ne doivent pas
and have no effect on its interpretation.
servir d son interpretation.
(b) This By-law is to be read with all
b) Le genre ou le nombre
changes of gender or number required by
grammaticaux doivent &re adaptes au
the context.
contexte.
(c) Each reference to legislation in this
c) Les renvois legislatifs paraissent en
By-law is printed in Italic font. The
italique. Le renvoi d une loi vise
reference is intended to include all
egalement les modifications qui s'y
applicable amendments to the legislation,
appliquent, y compris toute legislation de
including successor legislation. Where
remplacement. Les renvois d d'autres
this By-law references other by-laws of
arretes de la municipalite visent
the City, the term is intended to include
egalement les modifications qui s'y
all applicable amendments to those by-
appliquent, y compris tout arrete de
laws, including successor by-laws.
remplacement.
(d) The requirements of this By-law
d) Les obligations qu'il cree
are in addition to any requirements
s' aj outent d celles decoulant d' autres
contained in any other applicable by-laws
arretes applicables de la municipalite ou
of the City or applicable provincial or
des lois et reglements applicables des
federal statutes or regulations.
gouvernements federal ou provinciaux.
(e) If any section, subsection, part or
e) Si une disposition quelconque est
parts or provision of this By-law, is for
declaree invalide par un tribunal
any reason declared by a court or tribunal
competent pour quelque motif que ce soit,
of competent jurisdiction to be invalid, the
la decision n'entache en rien la validite de
ruling shall not affect the validity of the
1'arrete daps son ensemble ni de toute
By-law as a whole, nor any other part of
autre disposition.
it.
F__
!Vl
-5-
Contract Award or Approval
4 Common Council hereby delegates its
authority to award or approve Contracts to the
CAO, Commissioners and Directors of the City
within their respective spending limits authorized
under the Strategic Procurement Policy if the
award or approval has been done in compliance
with the provisions of said Policy.
Contract Execution
5 The Mayor and City Clerk are authorized
to execute any Contract awarded or approved by
the CAO, Commissioners or Directors of the City
within their respective spending limits authorized
under the Strategic Procurement Policy if the
award or approval of the said contracts has been
done in compliance with the provisions of said
Policy.
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. 2023 and signed by:
First Reading - June 19, 2023
Second Reading - June 19, 2023
Third Reading -
L'octroi et 1'approbation de contrats
4 Le conseil communal par les presentes
delegue son autorite d' octroyer ou d' approuver
des contrats au Directeur General, aux
Commissaires et aux directeurs de la ville, dans
leur limite de depenses respective autorisee en
vertu de la politique strategique
d'approvisionnement, a condition que Foctroi et
1'approbation des contrats ait ete faite en
conformite avec ladite politique.
L'execution des contrats
5 La/le Maire et le greffier de la ville sont
par les presentes autorises a apposer leur signature
aux contrats qui ont ete octroyes ou approuves par
le Directeur General, un Commissaires ou un
directeur de la ville, dans leur limite de depenses
respective autorisee en vertu de la politique
strategique d'approvisionnement, a condition que
Foctroi et 1'approbation des contrats en question
ait ete faite en conformite avec ladite bolitiaue.
EN FOI DE QUOI, The City of Saint John a fait
apposer son sceau municipal sur le present arrete
le 2023, avec les signatures
suivantes :
Mayor / Maire
City Clerk / Greffier de la municipalite
Premiere lecture
Deuxieme lecture
Troisieme lecture
- le 19 juin 2023
- le 19 juin 2023
!E:3
Staff Recommendation for Council Resolution
Property: 33 Birch Grove Terrace
Public Hearing, 1" Reading and 2nd Reading: June 12, 2023
3d Reading: scheduled for June 26, 2023
Item:
Required:
Recommendation
(Y/N)
Municipal Plan
No
Amendment
Zoning By -Law
Yes
That Common Council give 3rd reading to an Amendment to
Amendment
the Zoning By-law which rezones a parcel of land having an
area of approximately 1,036 square metres, located at 33
Birch Grove Terrace, also identified as PID Number 55230767,
from One -Unit Residential (Rl) to Low -Rise Residential
(RL).
Recission of
No
Previous s. 39/s.
59 Conditions
Section 59
Yes
That Common Council, pursuant to the provisions of Section
Conditions
59 of the Community Planning Act, impose the following
conditions on the parcel of land having an area of
approximately 1,036 square metres, located at 33 Birch Grove
Terrace, also identified as PID Number 55230767
a. The use of the site is limited to a maximum of 4 units.
Section 59
No
Agreement
Section 131
No
Agreement
Other
No
BY-LAW NUMBER C.P. 111-151
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 1039 square
metres, located at 33 Birch Grove Terrace, also
identified as PID 55230767, from One -Unit
Residential (111) to Low -Rise Residential (RL)
pursuant to a resolution adopted by Common
Council under Section 59 of the Community
Planning Act.
ARRETE NO C.P. 111-151
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 :
Uarrete sur le zonage de The
City of Saint John, decrete le quinze (15)
decembre 2014, est modifie par:
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 1039
metres carres, situe au 33 terrasse Birch
Grove, egalement identifie comme le NID
55230767, de Zone residentielle
unifamiliale (R1) a Zone residentielle —
Immeubles d'habitation bas (RL)
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.
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
June, A.D. 2023 and signed by:
EN FOI DE QUOI, The City of Saint John a
fait apposer son sceau communal sur le
present arrete le X juin 2023, avec les
signatures suivantes:
Mayor/Maire
City Clerk/Greffier communal
First Reading - June 12, 2023 Premiere lecture - le 12 juin 2023
Second Reading - June 12, 2023 Deuxieme lecture - le 12 juin 2023
Third Reading - Troisieme lecture -
50
GROWTH & COMMUNITY DEVELOPMENT SERVICES
SERVICE DE LA CROISSANCE ET DU DEVELOPPEMENT COMMUNAUTAIRE
REZONING / REZONAGE
Amending Schedule "A" of the Zoning By -Law of The City of Saint John
Modifiant Annexe «A» de I'Arrete de zonage de The City of Saint John
-Ile,��.
Je
oo
10,14* 0Gr /
FROM / DE
One -Unit Residential
Zone residentielle R1 ® RL
unifamiliale
TO / A
Low -Rise Residential
Zone residentielle —
Immeubles
d'habitation bas
Pursuant to a Resolution under Section 59 of the Community Planning Act
Conformement a une resolution adoptee par le conseil municipal en vertu
de I'article 59 de la Loi sur I'urbanisme
Applicant: HaiPeng Luo
Location: 33 Birch Grove Terrace
PID(s)/NIP(s): 55230767
Considered by P.A.C./Considers par le C.C.U.: May 16 mai, 2023
Enacted by Council/Approuve par le Conseil:
Filed in Registry Office/Enregistre le:
By -Law #/Arrete #:
Drawn by/Creee par: Andrew Pollock Date drawn/Carte creee: June 15 juin, 2023
51
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COMMON COUNCIL REPORT
M&C No.
2023-165
Report Date
June 22, 2023
Meeting Date
June 26, 2023
Service Area
Growth and Community
Services
Her Worship Mayor Donna Noade Reardon and Members of Common Council
SUBJECT. Community Enhancement Project Resource Proposal
AUTHORIZATION
Primary Author
Commissioner/Dept.
Chief
Chair of
Head
Administrative
Growth
Officer
Committee
Benn Purinton
J Hamilton/A Poffenroth
J. Brent
Councillor
McGovern
Joanna Killen
RECOMMENDATION
Growth Committee recommends that Common Council approve an expenditure
of $215,000 from the Community Services Reserve for resources associated with
a 15-month Community Enhancement Pilot program as outlined in this report.
EXECUTIVE SUMMARY
At the direction of Common Council, the Community Enhancement Project began
in 2022 and was a holistic one-year review of City programs with a focus on
Property By-law Compliance. The project aimed to enhance the City's Property By-
law Compliance programs by identifying opportunities and developing
improvements to better execute Council's priorities and align with the City's long
term strategic goals.
This report provides an update on two initiatives from the project that were
approved by Common Council, the new Unsightly Repair Program and the
advocacy efforts regarding vacant buildings. Also included is information on a
$215,000 resource proposal from the Community Services Reserve. The funds
would be used to increase Property By-law Compliance resources through
additional staff to capitalize on areas of opportunities identified by the project.
These opportunities include enhancing the City's Minimum Property Standards
Program and increasing the capacity of the Dangerous and Vacant Building
Program, including efforts under the new Unsightly Repair Program.
PREVIOUS RESOLUTION
Growth Committee recommends that Common Council:
AI
-2-
1. Receive and file the attached report and presentation slides on the
Community Enhancement Project.
2. Aggressively pursue with the Province of New Brunswick the following
improvements outlined by the Community Enhancement Project:
a. The ability to implement a Vacant Building Tax and/or a Vacant
Building Registry linked to the property tax system.
b. An improved Tax Sale process that better addresses abandonment.
A letter from the Mayor on behalf of Common Council to the appropriate
Provincial Ministers will be required to begin the pursuit of these changes.
3. Direct staff to amend the Beautification Grant Policy to migrate the
Beautification Grant Program to the North End for 2023.
REPORT
Overview
This report will provide updates on two Community Enhancement Project
initiatives, the new Unsightly Repair Program and the Community Enhancement
Advocacy efforts. Following those updates, the report will provide detailed
information on a $215,000 resource proposal for a Community Enhancement
Pilot. The pilot would allocate additional resources to the City's Property By-law
Compliance programs that positively impact citizen quality of life, address public
safety concerns and foster vibrant neighborhoods. This aligns with Common
Council's Grow and Belong priorities and achieves objectives outlined in the City's
10-year Strategic Plan and Affordable Housing Action Plan. These outcomes satisfy
the evaluation criteria outlined in the Community Services Reserve Policy and
therefore funding the pilot through the Community Services Reserve is
recommended.
Unsightly Repair Program
The Unsightly Repair Program allows City staff to take enforcement measures
against vacant buildings with unsightly dilapidated conditions such as peeling
paint, broken windows and missing siding. When these conditions exist, a Notice
to Comply may be issued, providing the owner with time to correct them. If the
notice expires with no action from the owner, the City can take measures to repair
the unsightly dilapidated conditions and bill the costs to the owner. This program
was piloted at the start of 2023 after being developed under the Community
Enhancement Project. The goal of the pilot is to see at minimum three unsightly
vacant buildings repaired within the South and North End focus areas. In
preparation to achieve that target, Notices to Comply for repair have been issued
for the three South and North End. Each Notice to Comply is set to expire in
August, which will allow City repair to take place in late August or early September
if approved by Common Council.
I'
-3-
The Unsightly Repair Program is on pace to successfully meet 2023 targets, seeing
the completion of three repairs this year. Proactive measures are being taken to
ensure its continued success in 2024 with higher targets and increased capacity.
While there is additional progress to be made, the program has demonstrated
potential to drive compliance in vacant building cases and is anticipated to be a
key piece of the Dangerous and Vacant Building program moving forward.
Community Enhancement Advocacy
As part of the Community Enhancement Project, two areas of opportunity were
identified that require change at the Provincial level. Those opportunities are:
• The ability to implement a Vacant Building Tax or Registry tied to tax; and
• An Accelerated Property Tax Sale Process
In January 2023, Common Council approved undertaking provincial advocacy on
those two items. Since that time, staff has undertaken various engagements at the
provincial level and with other municipalities to progress these issues. Notable
progress has been made in advocating for these two important changes and both
items are in a promising state moving forward.
Resource Proposal — Community Enhancement Pilot
The Community Enhancement Project identified two opportunities to achieve
better outcomes within the City's Property By-law Compliance programs through
increased resources on a pilot basis. Those opportunities include enhancing the
City's Minimum Property Standards Program and dedicating additional capacity to
the Dangerous and Vacant Building Program with a focus on Unsightly Repair.
To enhance the Minimum Property Standards program, staff recommend using
additional resources to transition from a complaint -based program to a proactive
one that actively seeks out new cases in focus areas. Dedicating additional
capacity to new Dangerous and Vacant Building Program initiatives will resolve
more cases, primarily through repairs.
Enhanced Minimum Property Standards
The City of Saint John's Minimum Property Standards Program enforces
maintenance and safety standards on residential rental buildings in Saint John.
These standards help to ensure the safety, health, and well-being of those who
live in and use the properties. To enhance the Minimum Property Standards
Program, staff recommend increasing resources within the program to transition
from the current complaint -based approach to a proactive approach. This will
allow the program to provide benefits to a significantly larger section of the
population.
W
-4-
The Minimum Property Standards program benefits the community by addressing
tenant safety issues, thereby improving quality of life. This has become especially
important in today's economic climate where tenants are faced with limited rental
options due to low vacancy rates. The program also enforces property
maintenance standards, maintaining the City's older housing stock. This has
positive effects on housing affordability as noted by the City's Affordable Housing
Action Plan. The Plan states that "maintaining existing stock is the best
opportunity to help meet housing needs over time." The Minimum Property
Standards Program provides the first opportunity for staff to intervene in
deterioration. Doing so can prevent vacancy, abandonment and demolition which
maintains the housing supply.
Enhancing the program will allow a significant number of buildings to be impacted
that currently go unaddressed under the complaint -based approach. To highlight
this, focus areas in the South -Central Peninsula, the North End and the Lower West
Side were analyzed. The analysis determined that of the 900 multi -unit buildings
between 3 and 12 units in those areas, only 315 (35%) had been inspected by the
Minimum Property Standards Program. There are about 585 buildings with 3 or
more units that have not been inspected since 2010, if at all. A vast majority of
these buildings are older stock built prior to 1970 and as a result require increased
maintenance. If increased resources were dedicated for an enhanced Minimum
Property Standards Program, these 585 buildings would be the primary targets.
Under the existing complaint -based approach, it could take 15-20 years to inspect
and resolve cases on all 585 of these buildings. Transitioning to a proactive
approach through additional resources would allow all 585 to be addressed within
6-7 years. This is still a significant length of time, but an improvement of over 100%
compared to the pace staff is currently able to work at. Furthermore, increasing
capacity within the program will drive voluntary compliance, as building owners
will take notice of increased efforts regarding Minimum Standards issues.
To summarize, the Minimum Property Standards Program works to ensure tenant
safety and maintain the City's existing housing stock. By accomplishing this, the
program provides positive impacts on citizen quality of life and on housing
affordability. Dedicating additional resources to the program to transition to a
proactive approach will allow the program to achieve higher results. It is expected
that the program could target up to 80 resolved cases per year after a successful
pilot. This is an increase of approximately 80% from the current target of 45. By
achieving this transition, the program will provide positive impacts on a
significantly larger scale, capitalizing on its full potential.
A*I
-5-
Dangerous and Vacant Building Program Initiatives
Increasing capacity within the Dangerous and Vacant Building Program will allow
for increased focus on new initiatives developed under the Community
Enhancement Project, like the Unsightly Repair Program. If resources were added,
10 properties would be targeted for repair in 2024, up from the 2023 target of 3.
Furthermore, additional capacity would be placed on other early intervention
initiatives like the Developer Notification List, seeking out opportunities for
redevelopments by new owners. As a result of these increased efforts, it is
expected that 65 total resolved cases could be targeted after a successful pilot, up
from the current target of 50. This would benefit the City as a whole, allowing for
more growth, creating safe, livable neighbourhoods, and cultivating community
pride.
Resource Proposal Summary
To achieve enhanced outcomes on a pilot basis, additional staff members are
recommended. These staff members would be added for a 15-month term as part
of a Community Enhancement Pilot. If the pilot is successful, a recommendation
to sustain these resources long-term will be brought forward for consideration for
the 2025 budget. The cost of the 15-month pilot is $215,000 which is proposed to
be funded through the City's Community Services Reserve. The cost to maintain
the resources long term is estimated to be $170,000 per year.
This pilot would enhance the Minimum Property Standards Program and increase
capacity within the Dangerous and Vacant Building Program. By transitioning the
Minimum Property Standards Program to a proactive approach through additional
resources, the City can achieve significant improvements in tenant safety, housing
quality, and affordability. Additionally, increasing the capacity of the Dangerous
and Vacant Building Program through these resources will result in more resolved
cases, leading to safer and more vibrant neighborhoods. By investing in these
community enhancement efforts, a lasting positive impact can be made on the
well-being and pride of Saint John's citizens.
STRATEGIC ALIGNMENT
The Grow priority focuses on both population and economic growth with the goal
of growing both the City's population at 2% annually and the City's tax base at 3%
annually. The City's Property By-law Compliance Programs work to achieve that
goal by facilitating investment into residential buildings. This not only has a direct
impact on tax base growth, but it also allows for population growth by ensuring a
supply of safe housing.
AW
-6-
The Belong priority focuses on enhancing quality of life, ensuring community
safety and cultivating community pride by providing our citizens with safe, clean
and affordable neighbourhoods. The City's Property By-law compliance programs
directly address those needs by addressing hazardous building conditions,
ensuring neighbourhood cleanliness and enforcing general community standards.
SERVICEAND FINANCIAL OUTCOMES
The proposed Community Enhancement Pilot would require additional staff to
enhance the City's Minimum Property Standards Program. The pilot will also
increase capacity within the City's Dangerous and Vacant Building Program. By
increasing the level of service provided bythese programs, the City will experience
safer, more vibrant neighborhoods and will see positive implications with respect
to housing affordability.
The 15-month pilot would cost $215,000, which is proposed to be funded through
the City's Community Services Reserve.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
Communications has assisted in the ongoing Community Enhancement Advocacy
efforts.
ATTACHMENTS
Presentation - Community Enhancement Project Update & Resource Proposal
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COMMON COUNCIL REPORT
M&C No.
2023-169
Report Date
June 21, 2023
Meeting Date
June 26, 2023
Service Area
Strategic Services
Her Worship Mayor Donna Noade Reardon and Members of Common Council
SUBJECT. Beautification Grant Program
AUTHORIZATION
Primary
Commissioner/Dept.
Chief
Chair of Growth
Author
Head
Administrative
Committee
Officer
Yeva Mattson
Jacqueline Hamilton
J. Brent McGovern
Councilor Joanna Killen
RECOMMENDATION
1. That Common Council receive and file the Urban Beautification Program
report.
That Common Council adopt the amended Urban Beautification Policy as
presented to the Growth Committee on June 22nd, 2023.
EXECUTIVE SUMMARY
Since the Beautification Grant program was implemented in 2016, it has
stimulated reinvestment in the Central Peninsula by providing financial
assistance to property owners looking to improve the overall aesthetic of their
property. As a result of Common Council continuously funding the program, the
grant has been able to facilitate $551,636 of investment into beautifying the
Central Peninsula. This reinvestment has resulted in improvements in the overall
streetscape, cultivating community pride in alignment with Council's Belong
priority.
As the creation of a Neighbourhood Plan for the North End begins and new
Community Enhancement efforts have commenced, it is recommended that the
program be extended to incorporate the Old North End and Douglas Avenue as a
new neighbourhood of focus. As part of the Old North End Pilot Program,
incentives will remain available in the Central Peninsula for a one-year transition
period during 2023. After the transition period, the program will leave the
Central Peninsula and fully transition into the North End. The Boundary Map for
the Beautification Grant Program will be updated to align with the final
boundary established for the North End Neighbourhood Plan.
This report describes the proposed next steps for the Beautification Grant
Program.
E:1iI
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PREVIOUS RESOLUTION
In late 2014, Council directed staff to pursue the development of an incentive
program that offered grants to increase reinvestment in the fagades and front
yards of properties, that would result in a more desirable streetscape. The pilot
program occurred in the South End, Uptown, and Waterloo Village
neighbourhoods of the City, which implemented aspects of the goals and
objectives of the Municipal Plan and the Central Peninsula Secondary Plan.
In 2019, Council adopted amendments to the Beautification Grant Policy which
included eligibility of exterior painting for side yard fagades where there is a gap
in the urban fabric, a simplified scoring system for projects, and included the City
Road area to greater align the eligibility boundary with the Central Peninsula
Secondary Plan.
On January 9, 2023 as part of consideration of the Community Enhancement
project, Common Council directed staff to amend the Beautification Grant Policy
to migrate the Beautification Grant Program to the North End for 2023.
Growth Committee Resolution June 22, 2023:
1. That Common Council receive and file the Urban Beautification Program
report.
That Common Council adopt the amended Urban Beautification Policy as
presented to the Growth Committee on June 22nd, 2023.
REPORT
CONTEXT
The Central Peninsula was selected as the pilot area for the Beautification Grant
Program. It was recognized that reinvestment in the fagades of homes and small
businesses, or the landscaping of front yards would quickly improve the
appearance of properties, increasing the attractiveness of streets. This direction
was anticipated through the adoption of the Municipal Plan, when Common
Council directed the uptown area be given consideration for a package of
incentives.
Since the launch of the Central Peninsula neighbourhood planning process in
2016, the focus has remained on the city's urban core, but as attention moves to
neighbourhoods outside the City Centre, the transition of the Beautification
Grant Program will support the undertaking of new neighbourhood planning
efforts. The shift of the program to the Old North End and Douglas Avenue will
help create a smooth transition of focus to a new area of the City, while
providing a transition period that will enable Central Peninsula property owners
to access the program before it fully shifts to the new geography. The proposal
being presented represents a transition plan which will allow for an initial
expansion into the North End while establishing a transition away from the
E:3►
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Central Peninsula, which is scheduled to occur at the end of the 2023 calendar
year. The new proposed boundaries for the program are the Old North End and
Douglas Avenue, with the intention that the Beautification Grant boundary will
be updated to align with the final boundary established for the North End
Neighbourhood Plan.
BACKGROUND
The Beautification Grant Program was adopted as policy on March 21, 2016 and
continues to be in effect. The program primarily incentivized property owners
living on the peninsula to improve the fagades and landscaping of their front
yards to create an enhanced public realm. A staff Committee met monthly to
award grants based on design criteria of materials and appearance. An approved
grant provided 35% of the cost of eligible work up to a maximum of $4,000, and
up to $6,000 for a corner lot. This program component was financed entirely
through an annual operating budget of $50,000.
ANALYSIS
The beautification program is intended primarily for homeowners and landlords
to create positive change in their neighbourhoods by improvements to fagades
and the front yards of their properties. Overall, the program stimulated
improvements to 41 properties, leveraging $551,636 in investment, which
represented $95,781.59 in grant funding. Improvements were varied and
included exterior painting, replacement of windows and doors, repairs to
entryways, repointing of brick, and landscaping front yards. In conjunction with
the extension of the program boundary to the Old North End and Douglas
Avenue, staff are also proposing to expand the qualifying work and to update the
scoring system to align with the goals outlined by the Community Enhancement
Project.
By expanding the qualifying work and updating the scoring system, the
Beautification Grant will now prioritize funding for remediation of unsightly and
dilapidated conditions. As identified by the Community Enhancement Project,
financial benefits provided by incentives and grants can encourage owners to
bring their property into compliance with the City's By-laws. By prioritizing
unsightly and dilapidated conditions, the grant will ensure Property By-law
Compliance staff are equipped with additional tools to achieve voluntary
compliance in their cases, leading to more positive outcomes for the community.
The Beautification Grant Program continues to have merit and has proven to
work well in the Central Peninsula. In 2023, Growth and Community
Development staff will endeavor to seamlessly expand the program into the Old
North End and Douglas Avenue while still allowing for applications from the
Central Peninsula to create a smooth transition rather than an abrupt shift. With
the high proportion of older homes on the Central Peninsula, the Old North End,
and Douglas Avenue falling outside of the Heritage Conservation Areas and not
having access to Heritage Grants, the Beautification Program is an important
E:ic3
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means to support aesthetic improvements to the existing housing stock. Any
properties inside a Heritage Conservation Area are exempt and have been
removed from the boundaries of the Beautification Grant Program.
The new boundary of the Old North End and Douglas Avenue was chosen for the
transition period as it aligned with the Community Enhancement Project focus.
The number of properties in these two neighbourhoods, especially the Old North
End, that have Unsightly Premises cases, Dangerous & Vacant Buildings cases,
and Minimum Property Standards cases is much higher than other communities
in the North End making it a strong focus for Beautification efforts.
The stock of housing in these neighbourhoods is also amongst the oldest housing
stock in the North End of the City. The choice to initially focus on these two areas
of the North End, will allow for a directed focus that will support the Community
Enhancement Project and will allow for a more concentrated use of the limited
budget for the Beautification program. As 2023 serves as a transition year for the
program, the existing funding envelope will also be utilized in the Central
Peninsula. This transition plan will allow for a soft introduction of the program
into the North End while respecting the existing funding available.
It is also critical to note that PlanSJ identified Douglas Avenue and Main Street as
Character Corridors within the City. Character Corridors are noted for their
strong social and cultural value and often connect broader portions of the
community to the City's waterfronts. Character Corridors are places identified
for investment in quality streetscaping, the public realm and urban design.
Incremental improvements to the existing building stock will help act as a
catalyst for high quality investment into not only these areas, but into the
surrounding neighbourhoods. By focusing on the neighbourhoods which are
anchored by these two Character Corridors, it allows the Grant Program to be
transitioned into the North End through alignment with the City's Municipal
Plan, in advance of the establishment of the North End Neighbourhood Plan
boundary.
IMPROVEMENTS TO THE PROGRAM
Amendments to the Beautification Policy have been attached to this report and
comprise the following:
1. Including maintenance projects and having explanatory language around
the term "improvement."
2. Allowing for certain forms of vinyl siding without point reduction, subject
to Zoning By-law requirements.
3. Including flankage fagades adjacent to a vacant lot as eligible work.
4. Including language that would remove certain ineligibility criteria
provided the project has potential to catalyse other improvements
beyond the subject site, as deemed by the Application Evaluation
Committee.
5. Permit labour as an eligible cost.
E:i!
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CONCLUSION
Since the creation of the Urban Beautification Grant Program, the City has
developed new policies and programs focused on the enhancement of our
community. At the Municipal level, the City undertook the creation of the
Central Peninsula Secondary Plan, which was adopted in 2019, and is now
preparing for the development of a Neighbourhood Plan for the North End. The
principles of the Urban Beautification Grant Program focusing on reinvestment
in the streetscape to enhance the public realm continues to remain a critical
component in creating vibrant urban spaces. The program will continue to
achieve those principles while adding a new focus on facilitating compliance with
City By-laws.
As we look at the future of the Grant Program, the expansion of it into the Old
North End and Douglas Avenue will create new opportunities in an older, but
significant part of the City much as it did the for the Central Peninsula. With the
expansion and transition of the program, it will allow for the residents of the
Central Peninsula to access the incentives for a final year while also giving staff a
chance to assess the boundaries of the program moving forward. Continuing to
encourage reinvestment in the streetscape and public realm will complement
the development of the North End Neighbourhood Plan and will be a component
of the revitalization of one of the city's notable neighbourhoods.
STRATEGIC ALIGNMENT
Common Council adopted a set of Priorities for 2021-2026. Under the "Grow"
and "Belong" goals, priorities include promoting population growth and
community vibrancy through beautification.
SERVICEAND FINANCIAL OUTCOMES
The Beautification Grant Program is an existing grant stream administered by
staff. The increase of the Beautification Grant allocation from $50,000 to
$60,000 (within the existing grant envelope) will help support the transition of
the program into the Old North End and Douglas Avenue. $30,000 will be
dedicated solely for projects in the Old North End and Douglas Avenue, with the
remaining funding being flexible for use in either the Central Peninsula or the
Old North End.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
The Urban Beautification Policy update was done in conjunction with the
Community Enhancement Project, to ensure that the grant program will support
the work being done associated with community compliance to City By-laws.
Consultation with Communications was undertaken to create an effective roll-
out strategy. The intention is, dependent on Common Council's adoption of the
updated policy, is to launch the new Grant Program effective July 1St. The roll -out
strategy will include use of the City's website including updated information on
E:16'7
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the Grant Program and a Public Service Announcement, social media posts, and
a poster to be placed in prominent community spaces within the Old North End.
Staff will work with our community stakeholders to help ensure the program is
promoted within the community. In addition, an important part of the roll -out
will be the creation of an informational handout that would be paired with the
grant application for use by the bylaw enforcement team and other key city
staff, which can be provided to tenants and landlords in the North End.
ATTACHMENTS
Attachment 1— Urban Beautification Policy
E:11.1
Urban Beautification Policy
p 40q
Urban Beautification Policy
Policy Category: Policy
Policy No.: 16-77.2
Implementation Procedure No.:
Approved or Last Reviewed Date: June 2023
Next Review Date: April 2025
Area(s) this policy applies to: Financial incentives
Owner Service:
supporting development in the Old North End
Growth and Community Services
Related Policy(ies):
Urban Development Incentives Policy
Revision History
December 2017
March 2019
June 2023
Date Created:
Senior Leadership
Council Approval Date:
Contact:
March 15, 2016
Review Date:
Commissionerof
Growth and Community
Services
E:Yl
Urban Beautification Policy
Urban Beautification Program - Old North End Pilot
Overview
The purpose of the Urban Beautification Program Old North End Pilot is to provide incentives for
people living in the Old North End to invest in the beautification of the facades of their homes
and small businesses, or the landscaping of their front yards. Increased reinvestment in the
facades and front yards of properties coordinated with community enhancement and
enforcement will result in a more desirable streetscape. The Program prioritizes transformative
projects which seek to restore original character elements or use high quality materials and well
accepted design practice to revitalize facades. As part of the Old North End Pilot Program,
incentives will remain available in the Central Peninsula for a transition period.
A. Qualifying Criteria:
i. The project is located within the boundaries outlined in Schedule 1 or Schedule 2;
ii. Individual apartment -style condominium units will not be eligible for a grant;
iii. All work proposed as part of an Urban Beautification Program application must be
conducted on the first four storeys of the dwelling;
iv. Where required, all work must have an approved building permit in order to receive funding.
B. Eligible Work:
The following work will be eligible for a grant:
i. The front or flankage fapade of a building;
ii. Exterior painting, including any entranceways, siding, trim, moldings, porches, decks or
other features of the exterior of the main building;
iii. Siding repair, or the replacement of any siding with new siding material;
iv. The repointing of existing brick on the exterior of the main building;
V. The repair and/or replacement of any architectural elements of the building that are
original to the design of the building, or are similar to the architectural style of the
building;
vi. The replacement or installing of any exterior windows or doors;
vii. The replacement, renovation or installation of exterior front steps, handrails or walkways;
viii. The installation of any landscaping details including, but not limited to, sod, shrubs, trees
and plant beds; and
ix. Notwithstanding section B(i), exterior paintingto a side yard fapade of a property may be
eligible where: (i) the adjacent lot is a vacant or surface parking lot and has a frontage
of at least 11 metres, or, (ii) the side yard is occupied by surface parking with a width of
least 11 metres.
X. Any additional work not identified below as ineligible work, which incorporates
decorative elements and contributes to the beautification of the property.
C. Ineligible Work:
The following work conducted to the subject property will not be eligible for a grant:
i. The renovation of any interior spaces;
Page 1 2
E:1:3
Urban Beautification Policy
ii. Work that has been started prior to the submission of an application;
iii. The replacement or repair of the roof, with the exception of a roof that forms a significant part of
the front wall of the building and has significantly deteriorated (e.g. damaged mansard roof);
iv. Any work done to a driveway or any other parking area;
v. Any work done to a property located within a Heritage Conservation Area;
vi. Any work that consists of regular maintenance over restoration and does not have a
transformative effect that meets with the Goals of the Program as deemed by the Application
Evaluation Committee;
vii. Any work done to an existing or proposed detached garage;
viii. Any exterior improvements done to backyards, or areas not visible from the street front; and,
ix. Projects receiving any funding through the Urban Development Incentives Program are
not eligible.
D. Eligible Costs:
The following costs associated with the project will be eligible towards evaluation of
gra nt:
i. Official quotes from a contractor service
ii. Receipts from a licensed business
a. Must include proper description of the item, costs, taxes, location of business,
and date
E. Program Guidelines
i. Structure:
a. An approved grant will provide 35% of the cost of the eligible work completed, including
HST, to a
i. maximum of $4,000;
ii. Where a grant application is for both a front and flankage building
fagade, an approved grant will provide 35% of the cost of eligible work
completed, including HST, to a maximum of $6,000.
b. Beautification Grants will be awarded to the applicants with the highest
scores, as determined by the Application Evaluation Committee, until the
funds have been exhausted.
i. Where a grant application is deducted points by the Application Evaluation
Committee, the overall value of the grant shall be reduced from 35% of the
cost of eligible work according to the following formula:
ii. Reduced Grant =
Cost of Eligible Work * 35% * (1 — Total Points Deducted
Total Points Awarded
iii. Any work undertaken on the exterior of the building or property within the
same year will be included as part of the application for the purposes of
determining the project score.
Any application that receives a score of zero or lower will not be eligible for a
i. Beautification Grant.
Distribution of Funds:
a. The distribution of funds for an approved project will occur after a final
site inspection has been conducted and it has been determined by staff
that the approved work has been completed.
b. No project will receive more than the 35% of the submitted proposal.
c. The applicant must submit all accompanying receipts necessary to provide
Page 1 3
E-lue
Urban Beautification Policy
proof of eligible expenses prior to November 30t".
d. Where an applicant performs the required work for a Beautification Grant
themselves, only the material costs will be eligible for reimbursement.
e. Where work is performed by a company owned by the applicant, the City of
Saint John may request formal documentation outlining both detailed material
and labour costs for the project.
iii. Undertaking painting and/or landscaping without a contractor/professional
a. Notwithstanding subsection D(ii)(d), an applicant may be reimbursed for
undertaking painting or landscaping work themselves, as described in subsections
B(ii) and B(viii).
b. The total reimbursement of material costs shall result in an adjustment to the
reimbursement of total material costs from 35% up to 100%, but no more than the
maximum grant amount ($4000 for interior lot, $6000 for corner lot).
c. Receipts submitted for reimbursement must adhere to subsection D.
a. Schedule:
i. The effective date of the program is January 30, 2023.
ii. The Application Evaluation Committee will meet three times during a year, if
required, for the purpose of reviewing and approving applications.
iii. The Application Evaluation Committee shall determine meeting dates,
application deadlines, and any other necessary deadlines for the Program,
subject to the approval of the Commissioner of Growth and Community
Planning.
iv. Conditionally approved grants shall be incomplete and the applicant will not be
eligible for any funding if work has not commenced within one month of the
approval date.
e. All work approved by the Committee for a Beautification Grant must be completed by
November 30 in the same year as the application. If the proposed work approved by the
Committee for a Beautification Grant is not completed by November 30, the project will be
deemed incomplete, and the applicant will not be eligible to receive any funding.
Page 1 4
0I91
Urban Beautification Policy
V.
b. Application Evaluation Committee:
i. The role of the Application Evaluation Committee is to provide a technical evaluation
of applications in the context of the Beautification Grant Score Card (Schedule 3).
ii. The Application Evaluation Committee will consist of five technical staff members
from one or more of the following City of Saint John Departments: Growth and
Community Services, Finance and Administrative Services, and
Communications.
iii. The members of the Application Evaluation Committee will be determined bythe
Commissioner of Growth and Community Services.
iv. The members of the Application Evaluation Committee may step down from their
role on the Committee, or be replaced, subject to the approval of the
Commissioner of Growth and Community Services.
Page 1 5
021
Schedule 1 Beautification Grant Program Boundaries -
Central Peninsula
Beautification Grant Program Boundary
Pa ge 1 6
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_fir17j ,Fj 1
COMMON COUNCIL REPORT
M&C No.
2023-168
Report Date
May 30, 2023
Meeting Date
June 26, 2023
Service Area
Growth and Community
Services
Her Worship Mayor Donna Noade Reardon and Members of Common Council
SUBJECT: Ethnocultural Small Grant Program
CLOSED SESSION DISCUSSION REASON
This matter is to be discussed in Open Session
OPEN SESSION RESOLUTION REQUIRED?
Yes, resolution and full report to be added to open session
AUTHORIZATION
Primary Author
Commissioner
Chief
Growth
Department Head
Administrative
Committee
Officer
Chair
Jennifer
Jacqueline
Brent
Councillor
Waldschutz
Hamilton
McGovern
Killen
RECOMMENDATION
That Common Council approve the Ethnocultural Small Grant Program Policy as
presented to the Growth Committee on June 22, 2023, and direct staff to
implement the program.
EXECUTIVE SUMMARY
The City of Saint John is committed to fostering a welcoming, inclusive, and
opportunity -filled community. The 2022-2032 Succeed & Stay Immigration
Strategy set a goal of increasing the attraction, settlement, and retention of new
and existing immigrant populations, while enhancing the overall newcomer
experience in the region. In order to become a destination of choice for
newcomers in New Brunswick, and to achieve the targets set out in the strategy,
the city must continue to support and champion its local ethnocultural
associations.
The Ethnocultural Small Grant Program was established as a pilot program in
2022 to support new and existing ethnocultural groups with incorporation,
growing their membership, and enhancing service delivery within the City of
KIN
Saint John. The program saw significant uptake in 2022, with the successful
distribution of 13 grants. In alignment with the Immigration Strategy, it is
recommended that the program transition from a pilot to a permanent offering.
The budget envelope in 2023 for the Ethnocultural Small Grant Program is
$20,000 and is already accounted for in the 2023 operating budget.
PREVIOUS RESOLUTION
Common Council Resolution, October 18, 2021
That Common Council approve the policy statement for the Ethnocultural Grant
Pilot Program.
Growth Committee Resolution, June 22, 2023
That Common Council approve the Ethnocultural Small Grant Program Policy as
presented to the Growth Committee on June 22, 2023, and direct staff to
implement the program
STRATEGIC ALIGNMENT
GROW
Enable population and business growth by focusing on key infrastructure
investments, strategic communications, service delivery, and partnerships to
achieve growth initiatives.
BELONG
Enhance the quality of life and social well-being in a safe place to live; offering
recreation, arts, and cultural opportunities that align with related plans.
The Ethnocultural Small Grant Program Policy also aligns with the 2022-2032
Succeed and Stay Immigration Strategy.
REPORT
The Ethnocultural Small Grant Program is designed to assist new and existing
ethnocultural groups in obtaining incorporation, and when incorporation has
been successfully attained, to support select initiatives that will further
strengthen member recruitment and newcomer retention. The program
provides financial assistance in the form of small grants for the establishment of
new ethnocultural groups, or further development of existing groups to increase
service delivery.
Well -established ethnocultural groups significantly increase the City's value
proposition when appealing to new immigrants, and equally, have proven to be
`DIV
monumental in settling those that already call Saint John home. Having a diverse
variety of ethnocultural groups will provide broader support to meet the varying
needs of different demographics, while fostering an inclusive community that
encourages, promotes, and celebrates multiculturalism.
In 2021, the City of Saint John allocated $20,000 in alignment with the
immigration strategy, Succeed and Stay, to support the incorporation and
development of ethnocultural groups in Saint John. This resulted in the creation
of an Ethnocultural Small Grant Pilot Program that would see 13 grants
distributed from November 2021 to March 2022. The pilot program was well -
received by the greater community and the city has since been applauded by
neighbouring municipalities for leading the charge in Atlantic Canada.
The Ethnocultural Small Grant Program will act to further improve quality of life,
cultivate community pride, foster diversity and inclusion, grow and support the
newcomer population, and reinforce a welcoming brand for Saint John.
Given past success, the attraction and retention targets set out in the
Immigration Strategy, and a growing need for added newcomer services, staff
would like to suggest the program transitions from a pilot project to a
permanent offering.
SERVICEAND FINANCIAL OUTCOMES
The cost for the Ethnocultural Grant Program in 2023 is $20,000 as is accounted
for in the operating budget; it is recommended that this be a new and annual
permanent grant program of the City of Saint John.
Staff have also drafted the policy so there is no duplication with existing grant
programs offered by the City such as the Community Grant program, or the
Community Arts Funding Program.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
Staff engaged the Finance & Administrative Services in the creation of this Policy
and it is aligned with the City's Grant Policy. Staff also consulted with the Saint
John Local Immigration Partnership, the newcomer community, and 48 existing
Ethnocultural Groups in Saint John.
ATTACHMENTS
Ethnocultural Small Grant Policy_2023 FINAL
Ethnocultural Small Grant Program PowerPoint — 2023
` tell, I
SAINT ►HHN
Title: Ethnocultural Small Grant Program Policy
Subject: Ethnocultural Small Grant Program Policy I Category: Growth and Community Services
Policy No.: TBD
Effective Date: June 26, 2023
Area(s) this policy applies to:
Ethnocultural Groups, Growth and Community
Services
Related Instruments:
Succeed and Stay Immigration Strategy
Revision History:
M&C Report No.: 2023-168
Next Review Date: 5 years
Office Responsible for review of this Policy:
Growth and Community Services
Policy Sponsor:
Commissioner of Growth and Community
Services
Document
Pages:
This document consists of nine pages
Common Clerk's Annotation for Official Record
Date of Passage of Current Framework:
I certify that this Policy (Statement) was adopted by Common Council as
indicated above.
Common Clerk Date
Date Created: Common Council Approval Date:
01 May 2023 1 June 26, 2023
Contact:
Growth and Community Services
`Wei
City of Saint John
Ethnocultural Grant Policy
TABLE OF CONTENTS
1. POLICY STATEMENT.......................................................................................................................... 2
2. PURPOSE AND CONTEXT................................................................................................................... 2
3. OBJECTIVE......................................................................................................................................... 2
4. DEFINITIONS...................................................................................................................................... 2
5. GRANT APPLICATION......................................................................................................................... 3
6. ELIGIBILITY AND INELIGIBILITY CRITERIA............................................................................................ 4
7. EVALUATION....................................................................................................................................... 6
8. ADMINISTRATION............................................................................................................................... 7
9. REPORTING......................................................................................................................................... 7
10. ROLES AND RESPONSIBILITIES........................................................................................................... 7
1
`[9Z-1
City of Saint John
Ethnocultural Grant Policy
POLICY STATEMENT
The Ethnocultural Small Grant Program will support the successful settlement and retention of
newcomer populations in the City of Saint John by enabling ethnocultural groups to enhance or
establish critical service delivery. Ethnocultural groups create a sense of belonging, familiarity,
and comfort for new residents that are necessary to ensure a high quality of life, while
providing essential wrap -around services required for long-term success.
The purpose of this policy is to govern the appropriate dissemination of funds through the
Ethnocultural Small Grant Program in support of local ethnocultural groups.
2. PURPOSE AND CONTEXT
The Ethnocultural Small Grant Program is designed to assist new and existing ethnocultural
groups in obtaining incorporation, and when incorporation has been successfully attained, to
support select initiatives that will further strengthen member recruitment and newcomer
retention. Well -established ethnocultural groups significantly increase the city's value
proposition to new and existing immigrants. These recognizable and comforting groups aid in
the recruitment and long-term retention of immigrants, international students, and extended
family members.
The City of Saint John is committed to fostering a welcoming, inclusive, and opportunity -filled
community. The 2022-2032 Succeed & Stay Immigration Strategy set a goal of increasing the
attraction, settlement, and retention of new and existing immigrant populations, while
enhancing the overall newcomer experience in the region. In order to become a destination of
choice for newcomers in New Brunswick, and to achieve the targets set out in the strategy, the
city must continue to support its local ethnocultural associations.
The Ethnocultural Small Grant Program will act to further improve quality of life, cultivate
community pride, foster diversity and inclusion, grow and support the newcomer population,
and reinforce a welcoming brand for Saint John.
3. OBJECTIVE
The objective of the Ethnocultural Small Grant Program is to support new and existing
ethnocultural groups with incorporation, growing their membership, and increasing service
delivery within the City of Saint John, resulting in increased settlement and retention rates of
newcomers.
4. DEFINITIONS
"Ethnocultural Community Group" is defined by a shared country of origin or ancestry among
members of the group;
`[9tl
City of Saint John
Ethnocultural Grant Policy
"Succeed and Stay" refers to the Saint John Immigration Strategy which includes Ethnocultural
support work;
"Grant" refers to financial assistance provided for either;
• incorporation of an Ethnocultural Group or;
• marketing or promotional support.
"Ethnocultural Grant Jury" refers to five (5) City of Saint John employees from different
departments selected by the Commissioner of Growth and Community Services to serve as a
voting member of the Jury to assess the merit of Ethnocultural Small Grant Program
applications.
5. GRANT APPLICATION
Applicants may complete the online application form in English or French, located on the City of
Saint John website under the Community section found at www.saintiohn.ca/en/community or
www.saintiohn.ca/fr/community
Incomplete applications will not be considered. Groups are not eligible to receive more than
one community grant from the City of Saint John within the same fiscal year as per the City of
Saint John Grant Policy. Applicants are expected to work with city staff to identify the most
appropriate avenue for funding. Applicants that are eligible for funding through a separate
community grant program may be rendered ineligible and redirected accordingly. The city
reserves the right to end the program at any time.
5.1 Grant Types
5.1.1 Ethnocultural Establishment Grant
Funding of up to $1000 or in -kind equivalent
This grant is geared towards new groups that wish to become formally
established and incorporated as a not -for -profit.
5.1.2 Ethnocultural Awareness Grant
Funding of up to $2500 or in -kind equivalent
This grant is applicable to groups that are formally established as a not -for -profit
and wish to promote their association or to attract new members.
Note: The City of Saint John will not transfer funds directly to the organization for the
purpose of incorporation under the Ethnocultural Establishment Grant. Proponents
submitting an application for the Ethnocultural Establishment Grant will be required to
work with a certified incorporation provider, upon approval of their grant submission.
`DU]
City of Saint John
Ethnocultural Grant Policy
The applicant must work with city staff to establish direct billing with the incorporation
provider. Please review Section 6 'Eligibility and Ineligibility Criteria'.
6. ELIGIBILITY AND INELIGIBILITY CRITERIA
The organization must exist or intend to operate most of its activities within the City of Saint
John. Associations must support a single ethnic group or group of ethnicities that share a
common geography. The applicant must be in good standing and have no outstanding arrears
with the city or outstanding outcome reports from previous grant awards.
6.1 Application Requirements
The application must be completed accurately and in full through the online application
form or by in -person submission at City Hall. Grant applications do not automatically
transfer into future years. Successful applicants must complete and send to the city an
outcome report by December 31 in the year the grant is received.
The organization must have a defined governance structure that holds specific
individuals accountable for the use of the grant and for the intended outcomes. If
requesting financial support, the applicant must include a simple budget to accompany
their proposal and indicate any additional sources of funding received or solicited for
their project. Applicants must:
• demonstrate how the group intends to use the funds requested;
• identify other funding solicited or received related to the request;
• describe how the group will recognize support provided by the city;
• not be affiliated with any political party or religious denomination; and
• be a registered non-profit or intend to become a registered non-profit holding its
principal activities within the City of Saint John.
The Ethnocultural Small Grant Program Jury reserves the right to request additional
information not captured within the funding application, including but not limited to,
financial statements, board member contacts, proof of insurance, annual reports, and a
Terms of Reference should one exist.
6.2 Eligible Expenditures
The following are examples of projects and activities that could be considered
eligible for funding or the equivalent of in -kind support. Other projects and activities
may be considered upon request at the discretion of the Grant Program Jury.
6.2.1 Ethnocultural Establishment Grant
• guidance or payment of incorporation fees;
• assistance in creating a Terms of Reference;
• payment of name search;
4
`tole.]
City of Saint John
Ethnocultural Grant Policy
• guidance on setting up a bank account;
• room rentals for initial meetings;
• purchasing cheques and necessary office materials;
• guidance on establishing a board of directors.
6.2.2 Ethnocultural Awareness Grant
• room or equipment rentals for select events or ceremonies;
• group transportation to city events;
• creation of a group website and web hosting fees;
• support in creating social media platforms;
• creation of a logo to represent the group;
• branding and marketing assistance;
• welcome or arrival signage;
• purchase of country flag for flag raisings.
6.3 Ineligible Expenditures
Expenditures made prior to the grant award are ineligible. The City of Saint John can
only consider expenditures that are in accordance with Section 6 'Eligibility and
Ineligibility Criteria'. Where the city will not transfer funds directly to the applicant for
incorporation fees under the Ethnocultural Establishment Grant, the applicant will be
expected to work with city staff to establish direct billing with a certified incorporation
provider. The City of Saint John, through its Chief Financial Officer, will only issue
monetary payment to applicants under the Ethnocultural Awareness Grant, referred to
in Section 5 (5.1.2), on the direction of the Grant Program Jury. Other ineligible
expenditures include:
• costs related to fundraising events;
• payment of alcohol or meals;
• funding of deficits or debts;
• free or discounted tickets to an event;
• lobbying of municipal, provincial or federal government;
• fellowships, scholarships or bursaries; and
• conferences or professional development.
Grants are non -transferable and must be used for the purposes outlined in the submitted
application and for which the grant was approved. Any financial support that is approved by
the city will be conveyed in writing. Unused grant funds shall be returned to the city unless
an approved extension is received and communicated in writing to the applicant from the
Grant Program Jury.
5
`sK
City of Saint John
Ethnocultural Grant Policy
7. EVALUATION
The Ethnocultural Small Grant Program will be monitored throughout each grant cycle for
opportunities of fund dispersion. A Grant Program Jury will be established to review grant
applications. Staff will recommend five (5) jury officers from a variety of city departments to the
Commissioner of Growth and Community Services.
7.1 Project Eligibility Selection Matrix
Jury selection of successful applicants will follow a rating number percentage system by
each member based on the authenticity of the applicant group, level of community
support, level of financial support requested, and expected outcomes. During the
evaluation of applications, preference will be given to organizations that are based in
the City of Saint John and:
• are directly requested from an ethno-specific community group;
• display diversity and inclusion specific to their ethnocultural group;
• impact the group's ability to obtain incorporation status;
• display specific outcomes to be achieved;
• demonstrate a plan to accomplish stated outcomes;
• support Common Council priorities;
• result in positive long-term benefits or impact;
• demonstrate a level of community support and engagement;
• generate cooperation between citizens and other organizations;
• exhibit an ability to acquire other sources of funding or in -kind support;
• identify an ethno-cultural group or community need or priority;
• do not duplicate efforts that already exist in Saint John;
• impact a broader number of residents or newcomers;
• demonstrate the need for financial or in -kind support; and
• include a budget with sources and a plan for use of funds or in -kind support.
7.2 Grant Program Jury
The Ethnocultural Small Grant Program Jury will consist of up to five (5) staff members
of a variety of City of Saint John Departments. The Jury will be selected by the
Commissioner of Growth and Community Services. Their tenure will follow the
application and selection process. Jury members may be asked again in the future, or a
new membership of Jurors may be selected each year.
7.3 Guiding Principles for Grant Program Juror(s)
Grant Jury members may not participate in the jury process if they have a conflict of
interest with any application being reviewed. If a Juror or member of their immediate
family is or appears to be a candidate on any of the applications being assessed, or if a
Jury member would benefit financially if a grant were awarded, the Juror cannot sit on
the committee and a substitute member shall be appointed.
111
City of Saint John
Ethnocultural Grant Policy
If for any reason a Jury member or staff member feels that there could be an
appearance of conflict with an application, even without financial gain, the Jury member
must declare the possible conflict during the grant committee meeting. The Jury
member may participate in the discussion if other members agree but may not vote on
the application.
Grant Committee meetings are confidential. The list of Jury members, applicant files,
discussions, ratings, and member comments are not to be divulged. A summary of
member feedback for each application will be recorded by staff during the Grant Program
Jury meeting. This summary may be discussed by phone with the applicant upon request.
8. ADMINISTRATION
Applications will open on January 1 and remain open until September 31 of the year of
application, or until funds are exhausted. Expenditures that occurred prior to the application or
while waiting for a final decision on the award of the grant will not be considered.
8.1 Grant Award Cycles
Grant Cycle (1) will be awarded between April 1 and June 31
Grant Cycle (2) will be awarded between July 1 and September 31
9. REPORTING
The Grant Program Jury shall conduct a grant close-out review of all outcome reports annually
by February 15 for the following purposes:
• to determine compliance with this policy;
• to determine if the organization is eligible to apply for future grant funding;
to determine if any funds should be returned to the city.
The Department of Growth and Community Services will report to the City of Saint John Growth
Committee at the end of the year on fund dispersion and grant outcomes. Outcome reports
shall be made available to the public on the City of Saint John website.
10. ROLES AND RESPONSIBILITIES
The dedicated staff member assigned to the Ethnocultural Small Grant Program will screen all
applications to ensure that they meet the eligibility criteria of the program in question. The
staff member will coordinate the Grant Program Jury process and chair the meeting
accordingly. The staff member will not take part in any discussion or evaluation of the
applicants' files but can answer questions regarding the program. The Jury shall review each
7
City of Saint John
Ethnocultural Grant Policy
outcome report and the staff member assigned to chair the Grant Program Jury meetings shall
sign off on each report to signify close-out. It should be understood that:
• the Ethnocultural Grant Jury decisions are final;
• applications and grant dispersion are subject to fund availability;
• the city may choose to end the program at any time;
• the Chief Financial Officer will issue grants to applicants on the direction of the Grant
Program Jury; and
• funds must be spent by December 31 of the year in which the application is submitted.
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Recommended ADDointments to Committees
RESOLVED that as recommended by the Committee of the Whole, having met on June 26, 2023,
Common Council approve the following appointments:
Heritage Development Board: to re -appointment Jason Haggerty for a three-year term from
September 28, 2023 to September 28, 2026; appoint Greg Fekner for a three-year term from
September 28, 2023 to September 28, 2026; and appoint Jon Taylor for a three-year term from
June 26, 2023 to June 26, 2026.
Saint John Community Arts Board: to re -appoint Dahlia Das for a three-year term from July 6,
2023 to July 6, 2026; and to appoint Emmanuelle Proud -Thomson for a three-year term from July
6, 2023 to July 6, 2026.
Lord Beaverbrook Rink: to re -appoint Jeff Bower for a three-year term from September 28, 2023
to September 28, 2026.
Saint John Board of Police Commissioners: to re -appoint Katelin Dean and Tamara Kelly each
for a three-year term from August 4, 2023 to August 4, 2026.
Saint John Free Public Library: to appoint Noha Rabie for a three-year term from June 26, 2023
to June 26, 2026.
Saint John Substandard Properties Appeal Committee: to appoint Laura Boyd, Ashlee Scott
and Bill Watts each for a three-year term from June 26, 2023, to June 26, 2026.
Saint John Port Authority: to appoint Ralph Landers for a three-year term from August 20, 2023
to August 20, 2026.
Nominating Committee: to appoint Councillor Lowe and Councillor Hickey for a one-year term
from June 28, 2023 to June 28, 2024.
`Bill