2024-02-28 Finance Committee Agenda Packet - Open Session�B
City of Saint John
Finance Committee - Open Session
AGENDA
Wednesday, February 28, 2024
5:30 pm
Meeting Conducted by Electronic Participation
1. Call to Order
2. Approval of Minutes
2.1 Minutes of November 29, 2023
3. Approval of Agenda
4. Disclosures of Conflict of Interest
5. Consent Agenda
6. Business Matters
6.1 Saint John Transit - Additional Paratransit Bus
6.2 Market Place West - Storm Sewer Project
6.3 Lancaster Lagoon - Sludge Removal
6.4 Canada Games Aquatic Centre - Capital Request
6.5 Market Slip - Capital Request
6.6 Emst & Young Operational Audit Update
6.7 Council Community Fund
7. Adjournment
Pages
1-2
3-5
6-8
9-11
12-25
26 - 28
29-46
47 - 74
Finance Committee Meeting
Open Session
November 29, 2023
MINUTES— OPEN SESSION FINANCE COMMITTEE MEETING
NOVEMBER 29, 2023 AT 5:00 PM
MEETING CONDUCTED BY ELECTRONIC PARTICIPATION
Present: Mayor D. Noade Reardon
Councillor G. Sullivan
Councillor G. Norton
Councillor D. Hickey
Councillor P. Radwan
Also
Present: Chief Administrative Office B. McGovern
Commissioner of Finance and Treasurer K. Fudge
Fire Chief K. Clifford
Commissioner Public Works & Transportation M. Hugenholtz
Commissioner Utilities & Infrastructure I. Fogan
Senior Manager Human Resources K. Shannon
Director Financial Services J. Forgie
Senior Financial Manager Police F. Szalai
Director Financial Services C. Lavigne
Intermediate Accountant V. Parikh
Director Corporate Performance S. Rackley-Roach
Director Growth & Community Services D. Dobbelsteyn
Administrative Assistant A. MacLean
Administrative Assistant K. Tibbits
1. Meeting Called to Order
Councillor Sullivan called the Finance Committee open session meeting to order.
2. Approval of Minutes
2.1 Minutes of November 22, 2023
Moved by Mayor Noade Reardon, seconded by Councillor Radwan:
RESOLVED that the minutes of November 22, 2023 be approved.
MOTION CARRIED.
3. Approval of Agenda
Moved by Mayor Noade Reardon, seconded by Councillor Hickey:
RESOLVED that the agenda of November 29, 2023 be approved.
MOTION CARRIED.
4. Disclosures of Conflict of Interest
No disclosures.
5. Consent Agenda
Finance Committee Meeting
Open Session
November 29, 2023
6. Business Matters
6.1 October 2023 Financial Report and Year End Protections
Referring to the submitted presentation, Mr. Lavigne provided an overview of the estimated year-end
financial forecasts for the General Fund and Utility Fund operating budgets. Commissioners of the various
departments discussed specific impacts to their budgets and anticipated year-end results.
Moved by Mayor Noade Reardon, seconded by Councillor Radwan:
RESOLVED that the Finance Committee endorse the staff recommendation to transfer $2,275,000 to the
General Fund Capital Reserve and $750,000 to the Utility Fund Potable Capital Reserve; and that the
Finance Committee receive and file this presentation and direct any questions to staff.
MOTION CARRIED.
6.2 2023 Operating and Capital Reserves
Mr. Lavigne reviewed the submitted report "2023 Operating and Capital Reserves". The Reserve Policy is
intended to address longer term funding strategies to minimize debt servicing costs, address the
infrastructure deficit, and mitigate the effects of unanticipated events. The City must also comply with the
Provincial Reserve Fund Regulation which states that the establishment, funding, and withdrawal of
reserve funds can only be done through resolutions of Council before the end of each calendar year. To
comply with Provincial Legislation, Staff recommend approval of the recommendation in the report for
contribution to and withdrawal from the Reserves.
Moved by Councillor Hickey, seconded by Mayor Noade Reardon:
RESOLVED that members of the Finance Committee approve the transfers to and from the following
reserves and forward a copy of the report to Common Council for approval:
General Operating Reserves
• $422,289 from the General Operating Fund to the General Operating Reserve
• $161,700 from the General Operating Reserve to the General Operating Fund
General Capital Reserves
• $10,495,154 from the General Operating Fund to General Capital Reserve
• $5,495,152 from the General Capital Reserve to the General Capital Fund Utility Operating
Reserves
• $895,516 from the Utility Operating Fund to the Utility Operating Reserve (Industrial Rate
Stabilization)
• $1,000,000 from the Utility Operating Reserve to the Utility Capital Reserve
Utility Capital Reserves
• $3,326,113 from the Utility Operating Fund to the Utility Fund Capital Reserve
• $303,018 from the Utility Capital Reserve (Fleet) to the Utility Capital Fund
• $1,000,000 from the Utility Operating Reserve to Utility Capital Reserve
MOTION CARRIED.
7. Adtournment
Moved by Councillor Hickey, seconded by Mayor Noade Reardon:
RESOLVED that the Finance Committee meeting be adjourned.
MOTION CARRIED.
The Finance Committee open session meeting held on November 29, 2023, was adjourned at 6:10 pm.
FINANCE COMMITTEE REPORT
Report Date
February 21, 2024
Meeting Date
February 28, 2024
Service Area
Public Works and
Transportation Services
Chairman Sullivan and Members of Finance Committee
SUBJECT. Transit Fleet Replacement — February 2024
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Finance Committee.
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 the Finance Committee approve the use of surplus capital
funds approved in 2023 toward the purchase of an additional Saint John Transit
paratransit bus.
EXECUTIVE SUMMARY
In 2023, Common Council approved the transfer of $175,000 to the General
Fund Capital Reserve for the purchase one (1) paratransit bus to replace a unit
which was deemed non -operational by the City's insurer, therefore requiring
replacement.
Staff facilitated a Request for Proposal (RFP) process for this replacement and
during this process received acknowledgement of higher -than -expected
insurance proceeds in the amount of $109,631 for the non -operational unit. The
conclusion of the RFP process resulted in a price of $154,293.83 for (1)
paratransit bus.
Through the RFP process, the Transit Commission has the opportunity to
purchase two (2) paratransit buses at the proposed price of $154,293.83 for each
paratransit bus.
Staff are recommending that the Finance Committee approve the use of the
entire reserved amount of $175,000 toward the purchase of two (2) paratransit
buses. The total cost of the two (2) paratransit buses is $308,587.66, with the
balance of the funding coming from insurance proceeds ($109,631) and Transit
Reserves ($23,956.66).
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PREVIOUS RESOLUTION
None.
REPORT
Saint John Transit's Maintenance Department manages a fleet of fifty-seven (57)
buses/vehicles of which seven (7) are utilized for paratransit services and back-
up for on demand services. Typically, these buses are smaller in nature and are
equipped with wheelchair lifts or ramps to facilitate access.
Paratransit is the term used in North America, for transportation services that
supplement fixed -route mass transit by providing individualized rides without
fixed routes or timetables. Paratransit systems offer on -demand call-up door-to-
door service from any origin to any destination in a service area.
The first bus in this report is to replace unit 2011, a 2011 Chevrolet Handi Bus,
which was purchased from Crestline Coach Ltd., and entered service on
November 4, 2011. Unit 2011 currently has approximately 309,618 Kilometers,
approximately $65,754 in lifetime maintenance costs, and is quickly approaching
the end of its useful life.
The second bus in this report is to replace unit 2014, a 2014 Chevrolet Handi Bus
purchased on May 5, 2015, from Crestline Coach Ltd. Unit 2014, was in an
accident on November 2, 2023, and deemed non -operational by the City's
insurer, therefore requiring replacement.
The escalating lifetime maintenance cost for the first unit is expected to continue
and both these buses are deemed necessary for service delivery.
The new buses in this recommendation are like for like replacements.
PREVIOUS RESOLUTION
Not applicable.
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
These purchases are unplanned replacements of existing transit fleet and the
cost of purchasing the two (2) paratransit buses is $308,587.66. Funding for the
buses will come from the approved $175,000 capital, $109,631 from insurance
proceeds with the balance of $23,956.66 to come from Transit reserve funds.
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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
Supply Chain Management facilitated the RFP process to solicit proposals for the
paratransit vehicles.
As such a Request for Proposal (RFP) closed on Wednesday, January 31, 2024,
with three (3) proponents choosing to submit proposals as follows:
• Crestline Coach Ltd. Saskatoon, SK
• Western Canada Bus Sherwood Park, AB
• Overland Custom Coach (2007) Inc. Thorndale, ON
A review committee, consisting of staff from Supply Chain Management, Fleet
Administration and Saint John Transit reviewed the submissions for
completeness and compliance with the RFP requirements and selection criteria
consisting of the following:
1. Quality and Completeness
2. Specifications
3. Delivery
4. Service Response Time
5. Cost
Also, in accordance with the City's standard procedures, the committee members
evaluated and ranked each proposal based on the proposals' technical merits.
Following this, the financial proposals were opened and evaluated, and
corresponding scores were added to the technical scores.
Crestline Coach Ltd.'s proposal was selected as the best proposal based on an
overall rating of the evaluation criteria offering a strong overall solution for the
City at the lowest cost.
The above processes are in accordance with the City's Strategic Procurement
Policy and Supply Chain Management support the recommendation to acquire
the additional unit.
ATTACHMENTS
61
Jr!D. I
FINANCE COMMITTEE REPORT
Report Date February 21, 2024
Meeting Date February 28, 2024
Chairman Sullivan and Members of Finance Committee
SUBJECT. Market Place West Ballfield Storm Sewer Separation Project
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of Finance Committee.
AUTHORIZATION
Primary Author
Commissioner/Dept. Head
Chief Administrative
Officer
Michael Baker
Ian Fagan
J. Brent McGovern
RECOMMENDATION
It is recommended that members of the Finance Committee:
• Endorse the reallocation of $250,000 within the approved 2024 General Fund
Capital Program from the Stormwater Strategy Project to a new capital project
titled Market Place West Ballfield Storm Sewer Separation Project.
It is further recommended that Finance Committee recommend approval of the
above noted budget adjustment at the next meeting of Council.
EXECUTIVE SUMMARY
During the review of the Market Place West Ballfield drawings, it was determined
that the City should separate storm and sanitary sewers in the area of the project
or an opportunity would be lost. As a result, it is proposed that a new project be
added to the 2024 General Fund Capital Program which is titled Market Place West
Ballfield Storm Sewer Separation Project and the required $250,000 of funding be
taken from the Stormwater Strategy Project. The Stormwater Strategy Project will
continue to move forward within its revised budget and future funding for this
project will be added to the 2025 General Fund Capital Program.
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PREVIOUS RESOLUTIONS
October 17, 2022: M&C 2022-317 — 2023 and 2024 General and Utility Fund
Capital Budget, approved.
October 30, 2024: M&C 2023-238; Revised 2024 General and Utility Fund Capital
Programs, approved
STRATEGIC ALIGNMENT
This report aligns with Council's Priorities for GREEN as the new Market Place
West Ballfield Storm Sewer Separation Project is proposed to be completed to
separate storm and sanitary sewer flows that are currently within the limits of the
Market Place West Ballfield upgrade project.
REPORT
The approved 2023 General Fund Capital Program includes City Share funding
($275,000) to upgrade the existing Market Place West ballfield. Currently,
included in the project scope are ballfield upgrades (i.e. fencing, dugout upgrades,
etc.) as well as upgrades to the existing parking lot beside the ballpark. During the
drawing review process, it was determined that prior to the reconstruction of the
ball field parking lot it would be advantageous for the City to separate the storm
and sanitary sewers around the intersection of Market Place West and Tower
Street. A new storm sewer would then run under the ball field parking lot. It is
proposed that a new project be approved within the 2024 General Fund Capital
Program called Market Place West Ballfield Storm Sewer Separation Project. If
approved by the Finance Committee and Common Council, it is anticipated that
both projects would be combined and tendered as one package with the designs
being completed by the same engineering consultant.
Budgetary estimates were completed regarding the projected costs to install a
new storm sewer, which indicated the cost would be $250,000. The estimated cost
would include design and construction to complete the storm sewer separation
upgrade.
SERVICE AND FINANCIAL OUTCOMES
It is proposed that $250,000 be relocated from the approved Stormwater Strategy
Project within the 2024 General Fund Capital Program and be allocated to a new
storm sewer separation project titled Marketplace West Ballfield Storm Sewer
Separation Project. The overall 2024 General Fund Capital City Share budget
would remain unchanged.
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Phase I of the Stormwater Strategy project will continue to move forward with a
request for proposal with a total 2024 capital budget of $250,000. Additional
funding will be added to the 2025 General Fund Capital budget to make the project
whole again. The Stormwater Strategy project was chosen to utilize as an offset as
it is not expected the full original $500,000 would be spent within 2024.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
The Parks and Recreation & Finance Departments have reviewed the report and
provided input.
ATTACHMENTS
E:3
FINANCE COMMITTEE REPORT
Report Date February 21, 2024
Meeting Date February 28, 2024
Chairman Sullivan and Members of Finance Committee
SUBJECT. Capital Reserves Required For Dredging at the Lancaster Lagoon
OPEN OR CLOSED SESSION
This matter is to be discussed in open session of the Finance Committee.
AUTHORIZATION
Primary Author
Commissioner/Dept. Head
Chief Administrative
Officer
Susan Steven
Ian Fagan / Michael Baker
J. Brent McGovern
RECOMMENDATIONS
It is recommended that members of the Finance Committee:
• Recommend an adjustment to the 2023 Utility Fund Capital Budget of $1,720,000
for dredging required at the Lancaster Lagoon (to be completed as part of the
Lancaster Lagoon Aeration System Renewal Project), and
• Recommend the project be funded by the approval of the withdrawal from the
Utility Fund Potable Capital Budget Reserve of $1,720,000, and
• It is further recommended that Finance Committee recommend approval of the
above noted item at the next meeting of Council.
EXECUTIVE SUMMARY
The existing 2021 and 2023 Utility Fund Capital Programs include line items for a
renewed aeration system at the Lancaster Lagoon. The overall budget for the aeration
renewal project is estimated to be $3,908,205. This renewal project includes
$2,823,205 to be provided through the Integrated Bilateral Funding program with the
remainder being paid by the Utility.
In order to install the new aeration system at the Lancaster Lagoon, extensive dredging
must be completed at an additional estimated cost to the Utility of $2,470,000. The
Utility currently has $750,000 budgeted toward completing dredging at the Lancaster
Lagoon facility. The additional funds (Utility Share - ($1,720,000) to complete the
required dredging at the Lancaster Lagoon are available in Utility's Potable Capital
Reserves and staff are recommending the reserve funding be allocated to this project.
PREVIOUS RESOLUTION
M&C 2023-171 (July 10, 2023) — Canada -New Brunswick Integrated Bilateral
Agreement for the Investing in Canada Infrastructure Program Contribution
Agreement, approved.
STRATEGIC ALIGNMENT
Renewing the aeration system at the Lancaster Lagoon aligns with Council's priorities
of GREEN, GROW and PERFORM as outlined in Council Report M&C 2023-171.
Extensive dredging at the Lancaster Lagoon is required for proper installation of the
new aeration system. It is an ideal time for the Utility to fully clean out the four lagoon
cells as the new aeration system will allow less build up of sludge than the current
aeration system at the lagoon therefore the Utility will have a good benchmark to
start from for monitoring sludge removal in the future. By tendering the dredging with
the new aeration system project, the Utility should benefit with competitive pricing
from Contractors due to economies of scale (PERFORM) as well as get the best value
of the previously secured Integrated Bilateral funding which is specifically for the
aeration renewal design and construction work.
REPORT
The 2021 and 2023 Utility Fund Capital Programs included the Lancaster Lagoon —
Aeration Piping Renewal project (initial project funding and supplemental funding).
The overall budget for this project is $3,908,205, which includes $2,823,205 to be
provided by the Federal and Provincial governments through the Integrated Bilateral
Funding program.
In order to install the new aeration system at the Lancaster Lagoon, extensive dredging
must be completed. The dredging required for this Capital project is more involved
than the typical dredging required for regular lagoon sludge maintenance. The Utility's
consultant completed investigations and testing in an effort to estimate the amount
of sludge that would need to be removed. Based on the investigations and testing
completed the estimated cost for the dredging and site storage, required in order to
complete the Aeration System Renewal project, is $2,470,000.
The estimated cost noted above includes collecting the sludge from the lagoon cells
and its disposal in geo-bags on a prepared laydown area beside the Lancaster Lagoon
facility. Once the removed sludge goes through several freeze thaw cycles, in an effort
to dewater the sludge, the geo-bag along with the sludge can be removed to a certified
facility in Fredericton or Miramichi. Costs for trucking and disposal of the sludge are
not included in the above estimate and will need to be managed and accounted for
within the Utility's 2025 and /or 2026 Operations budgets.
The new aeration system is needed at the Lancaster Lagoon to replace an outdated
system that is beginning to require substantial repairs. The Integrated Bilateral
funding that the City has obtained for the aeration system renewal project has specific
deadlines for completion of construction. In order to efficiently and effectively install
the new aeration system, the cells at the Lancaster Lagoon must be significantly
dredged. By completing the above -mentioned dredging, the City will also be left with
permanent infrastructure to allow for ease of future maintenance dredging (i.e.
laydown area). 10
SERVICEAND FINANCIAL OUTCOMES
The Utility currently has $750,000 budgeted toward completing dredging at the
Lancaster Lagoon facility.
The Utility share within the 2023 Utility Fund Capital Program for the Aeration System
Renewal project is proposed to increase by $1,720,000 ($2,470,000 - $750,000)
compared to what was previously approved by Council to cover the estimated cost for
dredging at the Lancaster Lagoon. Based on discussions with the City's consultant
prices for this type of work are very volatile. The City will only know actual pricing once
the project is tendered in the market place however staff along with the consultant
have attempted to estimate expected costs for sludge removal. The additional
$1,720,000 is proposed to be obtained from the Utility's Potable Capital Reserves.
It should be noted that the dredging of the lagoon was not included in the original
capital project scope because the Utility only recently determined the quantities of
sludge that is in each cell of the lagoon as well as the technology proposed for aeration
was unknown until a consultant was hired to investigate and propose options available
to the Utility.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
The Finance department and Operations group have provided input on this report.
ATTACHMENTS
N/A
11
FINANCE COMMITTEE REPORT
Report Date
February 22, 2024
Meeting Date
February 28, 2024
Service Area
Strategic Services
Chairman Sullivan and Members of Finance Committee
SUBJECT. Capital Budget Recommendation —Starting Blocks at CGAC
OPEN OR CLOSED SESSION
This matter is to be discussed in Finance Committee Open Session.
AUTHORIZATION
Primary Author
Commissioner/Dept. Head
Chief Administrative Officer
Ian Fagan
Kevin Fudge/Ian Fagan
J. Brent McGovern
RECOMMENDATION
It is recommended that Finance Committee support a referral to the Fundy
Regional Services Commission to add a Capital Project for 2024 to replace the
starting blocks at the Canada Games Aquatic Centre.
EXECUTIVE SUMMARY
This project will support the purchase of eight (8) swim blocks for the Canada
Games Aquatic Centre (CGAC) that are in line with current competition standards
and will attract more events to the region. These blocks will also ensure local
athletes are well equipped to achieve the qualifying times necessary to compete
in national and international competitions.
PREVIOUS RESOLUTION
N/A
STRATEGIC ALIGNMENT
This project aligns with the Council priority of BELONG by improving recreation
programming, facilities and infrastructure to enhance the quality of life and social
well-being in a safe place to live.
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REPORT
The starting blocks are beyond their useful life in terms of depreciation and do not
meet the necessary standard for hosting competitions. The Aquatic Centre has
been receiving feedback that they risk losing competitions and training for
competitive teams if training infrastructure is not kept up to date.
The business case from the Aquatic Centre is attached to this report for
Committee's consideration.
SERVICEAND FINANCIAL OUTCOMES
The total project cost to procure and install starting blocks is estimated at
$72,600. Swimming New Brunswick is contributing $5,000 towards the
replacement and the Fundy Regional Services Commission (FRSC) could add this
project to the list of regional projects for support to be sought from the Regional
Development Corporation (RDC). RDC support in the past has been at 40% of
overall project cost.
If successful with the funding from RDC, the cost to the Fundy Regional Service
Commission partners would be $38,560. RDC funding received in 2023 created a
surplus for the FRSC capital budget and a successful 2024 application would create
additional surplus giving extra capacity to complete more projects.
The replacement of the starting blocks would also be a necessary component of a
Canada Games Hosting Requirement and replacing them now does not create a
duplication of future funding requirements.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
N/A
ATTACHMENTS
1. SJACC Endorsement
2. Business Case as prepared by the Aquatic Centre
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Canada Games Centre Aquatique
Aquatic Centre t Jeux du Canada
February 20, 2024
To whom it may concern:
The purpose of this communication is to provide confirmation that the Saint John Aquatic Center
Commission recognizes the overall financial benefit to the community, as well as the contribution to
youth sport, that would result from the purchase of new swim blocks for the competition pool at the
Canada Games Aquatic Centre. This endorsement is based on the attached business case.
The estimated cost is $72,605.80. Swimming New Brunswick has provided a grant of $5,000.00;
therefore, $67,605.80 in capital funding is required to proceed with this project.
In February of 2024, the members of the Saint John Aquatic Center Commission approved the following
resolution:
Be It Resolved That, the Saint John Aquatic Center Commission endorse a capital request for
the purchase of eight (8) swim blocks for the Canada Games Aquatic Centre.
Moved by Shalene Losier / Seconded by Amy Shanks — Motion Carried
Respectfully,
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R �
Amy Shanks, Chair
Saint John Aquatic Center Commission
Attachment: CGAC Swim Blocks Business Case
Saint John Aquatic Center Commission
50 Union Street, Saint Jo r4New Brunswick E2L 1A1
www.aquatics.nb.ca
CGAC SWIM BLOCKS— BUSINESS CASE
Purpose:
The purpose of this project is to work toward building a more robust base for competitive
swimming in New Brunswick.
This funding will support the purchase of eight (8) swim blocks for the Canada Games Aquatic
Centre (CGAC) that are in line with current competition standards and will attract more events
to the region. These blocks will also ensure local athletes are well equipped to achieve the
qualifying times necessary to compete in national and international competitions.
Project Cost:
- Swim Blocks — eight (8) Omega OSB11 Swim Blocks (track -style, FINA approved) with
OBL2 Pro Backstroke ledges; quote: $66,285.80 (HST included); see Appendix for image.
- Installation of Blocks; quote: $6,320.00 (HST included)
- Total Project Cost: $72,605.80* (HST included)
*Swimming New Brunswick has already contributed $5,000 to this project; therefore,
$67,605.80 in funding is required.
Project Justification:
The CGAC is the only 50-metre pool in New Brunswick and the only aquatic facility that provides
access to warm-up lanes in the Maritime provinces. Due to the CGAC's pool space, the facility
has the highest potential to host large, high -caliber events in the region.
The CGAC is, however, falling behind on keeping up-to-date equipment that is essential for
providing swimmers with the resources needed to achieve their peak performance. One key
component that is vital to swimmers achieving best times is the start and, since 2008, the most
important part to a start is the track -style block which has been found to take up to 0.1s off the
start time for swimmers, which is extremely significant when races often come down to the
hundredths of a second (for example at the Atlantic Cup hosted at the CGAC in July 2023 the
first place finisher in the men's 50m freestyle went 24.97 and the second place finisher was
24.98).
The track -style starting blocks with backstroke ledges will help provide beneficial outcomes in
many areas including: 1) attracting more out -of -province swimmers to New Brunswick for swim
meets or training camps, bringing more money into the local economy, 2) producing high -
caliber swimmers in New Brunswick, 3) promoting swimming in youth.
Many swimmers attend meets trying to get personal best times and/or qualify for larger
national or international meets. Swimmers who are a few hundredths of a second off from a
personal best or a qualifying time will look for fast meets that provide the best opportunity for
them to achieve their goals. New blocks with the track start and backstroke ledges will allow
swimmers the resources they need to achieve those times.
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Swimmers in New Brunswick are currently leaving the province to attend meets in Quebec and
Ontario to give them the opportunity to use the track -style starting blocks with backstroke
ledges. The Saint John Fundy TIDE swim club, whose home pool is the CGAC, chose to build
there training cycle to peak at a meet in Quebec instead of trying to peak at a local meet
because they had a better chance at achieving their goal times at a facility with the track -style
starting blocks with backstroke ledges in Quebec.
If the CGAC becomes equipped with track -style starting blocks with backstroke ledges, the
facility will be able to keep New Brunswick swimmers racing in New Brunswick and also draw
more swimmers from PEI, Nova Scotia, Newfoundland and Labrador, Quebec, and Ontario.
Atlantic Canada is rarely considered for large meets because of their limited resources, but
whenever the opportunity arises to athletes from outside of the Atlantic Provinces to compete
out east, they often jump at the opportunity to race in a part of the country they have not yet
raced in. By attracting athletes from outside of the region, the east coast swimmers are exposed
to new swimmers and are given the opportunity to race with some of the top swimmers from
Canada. Swimmers are often able to push themselves more when there is stronger competition
so by providing the track -style starting blocks with backstroke ledges, the CGAC will be able to
attract more fast swimmers which provides better competition for New Brunswick swimmers.
By attracting more out -of -province swimmers to the CGAC, Saint John will experience a positive
economic impact as a result of the increased number of visitors resulting from an increase in
sports tourism. Championship -style meets are often 3-5 days, which will result in all out-of-town
swimmers, their families, coaches, officials, and event volunteers requiring overnight
accommodations, meals throughout the day, and activities to do between sessions (see Table 1).
Table 1: Economic Impact for swim meets between January and July of 2023 (calculated in consultation with
Envision Saint John: The Regional Growth Agency).
Event
Economic Impact for Saint John
TIDE- Invitational Swim Meet
$81,000
(Feb 2023)
FAST- Invitational Swim Meet
$79,000
(Mar 2023)
Long Course Championships
$162,000
(Apr 2023)
Atlantic Cup
$151,000
(July 2023)
Total Economic Impact January 2023-July 2023
$473,000
In addition to age -group swim meets and events, the CGAC is able to host university meets due
to its association with the University of New Brunswick. The CGAC hosted the Atlantic University
Swim (AUS) meet in January of 2024, and is scheduled to host the AUS championships in 2025;
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however, if the CGAC does not have the proper equipment (track -style blocks and backstroke
ledges) the championship meets will elect not to use the facility, as the swimmers attending the
AUS meet are looking to achieve the time standards required to attend the USports
Championships.
These university meets and high-level swim competitions are great for exposing young, up-and-
coming swimmers to the sport. Children viewing high performance swimming can be inspired to
follow suit, which encourages the healthy lifestyle that comes along with swimming regularly in
either a competitive or recreational setting. This can help produce a sustainable flow of new
swimmers, which encourages safety around the water and regular physical activity that can
reduce health risks associated with more sedentary activities.
Swimming, as with sports in general, provide children through to adults the opportunity to learn
how to problem solve, develop a strong work ethic, gain internal motivation, and overcome
adversity. Swimmers are forced to overcome obstacles constantly, whether it is to fix stroke
technique, get faster, or learn a new turn; despite these swim specific skills not being directly
related to situations outside of the pool, the personal skills that are developed, such as
overcoming these obstacles, setting goals and accomplishing them, translate to other areas of
life. Investing in promoting swimming and growing swimming among youth is also investing in
developing hard working and motivated youth.
The primary goal of updating to track -style starting blocks with backstroke ledges is not
necessarily to increase the amount of swim meets that the CGAC hosts, but to increase the
quality of the swim meets and swimming programming that can be offered at the CGAC. The
track -style starting blocks with backstroke ledges have become such a fundamental part of the
sport that the CGAC cannot properly coach in accordance to the Long-term Athlete
Development (LTAD) model; swimmers from the learn -to -train level all the way to train -to -win
are missing out due to lack of appropriate equipment. The outcome of updating the blocks will
be to attract the top swimmers from across the region and for the CGAC to be a sought-after
location for training camps for competitive swim teams across Canada, while not interfering
with day-to-day activities offered at the facility for the community.
Financial Justification:
During the 2022-2023 season, the CGAC hosted one short -course premier meet, two long -
course invitational meets, and two championship meets. The CGAC also hosted two training
camps for Swimming New Brunswick (Swim NB) and 14 training sessions for Swim NB. There
was feedback from those attending the championship meets and the Swim NB training camps
commenting on the quality of the starting blocks and lack of backstroke starting ledges,
expressing concern that New Brunswick athletes are electing to leave the province for races and
training camps because of the out-of-date equipment at the only long -course facility in the
province.
3
17
In terms of impacts to regular operations, the premier meet affected only one public swim, the
long -course invitational meets required rescheduling of two days of swimming lessons and
impacted one public swim, and the championship meets affected two public swims and
required minor programming adjustments. The Swim NB training camps and sessions did not
interfere with any regular programming at the facility.
Table 2 shows the total income for the CGAC from competitive swimming related activities as
well as the potential loss in revenue as a result of programming adjustment.
Table 2: Financial estimates from current competitive swimming events/activities, with comments on impact of
track -style starting blocks with backstroke ledges on each event.
Event/Activity
Income per
Revenue Loss
Net Revenue
Comment
Event/Activity
due to
Event/Activity
TIDE Swim
For Full Season:
$0
$66,389
CGAC can expect
team annual
$66,389
increase registration
lanes usage
with new blocks and
backstroke ledges,
which leads to
increased lanes
required. TIDE is still
recovering from
pandemic impact on
registration.
Swim NB
$200/average
$0
$200/session
Swim NB has already
Training
session
($3,500/season)
expressed they will
Sessions
(approx. $3,500
not be needing as
for 2022-2023
many sessions next
season)
season due to the
swimmers not
having access to
relevant starting
blocks for their
athletes to justify
traveling to Saint
John.
Swim NB
$200-350 per
$0
$200-350
New blocks and
Training Camp
camp/day
($500/season)
backstroke ledges
will make CGAC an
attractive location
for out -of -province
teams to train, in
turn providing
economic benefits to
4
18
Saint John. Teams
from Quebec and
Ontario have
inquired about the
facility; however,
given that starts are
integral to
performance, the
teams were not
willing to come to
the CGAC for
training purposes.
Premier Meet
$1,300/meet
$515/meet
$785/meet
Blocks will have a
($785/season)
limited impact;
however, they will
provide "new to
racing" swimmers
the opportunity to
learn how to
properly set up a
backstroke ledge
and track start.
Championship
$10,000-
$1,142.75/meet
$8,857.25-
CGAC received
Style Meet
15,000/meet
$13,857.25
complaints from
($22,715/season)
meet managers from
both championship
meets. The CGAC
may lose one meet
(Atlantic Cup) to
Halifax. Many
swimmers from the
province have also
chosen to go to
Halifax for the David
Fry Meet on the
same weekend as
the New Brunswick
LC Championships
because of the more
competitive
swimmers and
starting blocks.
These meets have
the largest impact
on the facility's
regular
programming;
however, happen
extremely
infrequently and
have the largest
positive impacts on
the swimming
culture of New
Brunswick and the
local economy.
University
$6,500/meet
$668/meet
$5,832/meet
2024 will be the first
Meet
($5,832/season)
time a University
meet was held at the
CGAC since 2017.
University athletes
have already
expressed concerns
with the swim
blocks. CGAC will not
be considered for
the AUS
championship meet
(which CGAC is
expected to host in
February 2025) with
the current blocks.
The AUS meet is a
championship style
meet and has the
expected revenue of
that caliber of event.
Long Course
$6,500/meet
$668/meet
$5,832/ Meet
Blocks will have
Invitational
($11,664/season)
minimal impact on
the meets occurring;
however, the blocks
will have an impact
on the number of
swimmers who
attend. The long
course invitationals
have the potential to
bring in swimmers
K91
from the Atlantic
provinces, Quebec,
and Ontario, as
swimmers are
aiming to achieve
qualification times in
the early part of the
long -course season
(January -July).
TOTAL NET REVENUE:
$111,385/year
The quote for the track -style starting blocks with backstroke ledges is $66,285.80 (HST
included), plus $6,320.00 (HST included) for installation. The blocks require minimal
maintenance and can be expected to last over 25 years. The total expected loss revenue due to
not having the blocks in one year can be one championship meet, 50% of the Swim NB long -
course training, and 50% of the Swim NB training camps, which is a total of approx. $12,000.
The total expected increase in revenue is broken down in Table 3.
Table 3: Expected new revenue for the CGAC with track -style starting blocks with backstroke ledges
Event/Activity
New
Revenue to
CGAC
(Economic
Impact)
Impact on Facility
Programming
Comment
5% increase in TIDE
$3,320
Limited impact on
The blocks will provide
lane rentals due to
facility programming.
increased legitimacy to
increase registration
TIDE and other teams
competitive swimming in
work around facility
Saint John, attracting top
programming.
swimmers from the region
to the facility which can
inspire future swimmers.
Additional Day to
$5,000
One additional
The 2023 Atlantic Cup was
Championship meet
weekday of regular
forced to shorten their
($11,000)
drop -in
meet to 3 days in the pool
swimmers/members
due to a decrease in
and lessons.
attendees. Swimmers were
either finishing their
season early because they
did not expect to achieve
best times at the Atlantic
Cup due to the blocks or
attended an out-of-
7
21
province meet to have the
best opportunity to
achieve fast times.
Atlantic University
$3,333
Additional three-day
The AUS championship
Sport (AUS)
meet that will impact
meet is the last conference
Championship every 3
($50,333)
one weekday and one
meet of the season where
years
full weekend; normal
athletes are not only
timeframe once every
looking to win the race but
three years.
also qualify for Usports. If
the CGAC does not have
the track -style blocks and
backstroke ledges, then
Saint John will not be
included in the 3-year
rotation for hosting AUS.
This meet is a great
opportunity for showing
New Brunswick swimmers
high-level university
swimming and encouraging
those athletes to stay in
New Brunswick for their
university swimming
careers.
Annual AUS meet
$6,500
This is an additional
AUS seasonal meets are
three -session meet
used to give university
($80,000)
that will impact
swimmers an opportunity
programming on
to see where they stand
Saturday and the
with regard to their
morning of a Sunday.
training and some athletes
use it as an opportunity to
qualify for the Usports
meet.
Out-of-town team
$2,800
Minimal impact on
Out-of-town teams enjoy
training camp
(5-day
day-to-day
using swimming as an
training
operations. Training
excuse to see new places.
camp)
session will be
Since the east coast of
scheduled when there
Canada does not have
($14,625)
is the most lane
many pools that meet the
availability.
standards for national
meets, many swimmers do
not have the chance to
train in this region. There
has been interest from
WA
teams from Ontario and
Quebec to go to the CGAC
for training camps but the
teams backed out due to
the lack of blocks and
backstroke wedges.
After -Hours Time Trials
$1,872
No impact on facility
Teams in New Brunswick
programming.
have expressed interest in
($4,275)
more frequent after-hours
time trials to give
swimmers an opportunity
to hit a qualification time
in a time trial instead of a
full weekend swim meet.
Swim NB will not offer the
time trials if swimmers do
not have the blocks and
backstroke ledges needed
to have the best start
possible. These time trials
can provide the
opportunity to help more
New Brunswick swimmers
qualify for national events.
Swim NB Training
$1,120
Minimal impact on
Swim NB hosted shorter
Camps
day-to-day
training sessions and
($3,210)
programming.
training camps in 2023
Training session will
because they did not have
be scheduled when
the required equipment
there is the most lane
that would provide
availability.
swimmers the appropriate
training for meets at
locations with track -style
starting blocks and
backstroke ledges. With
proper starting blocks the
Swim NB training camps
can be more productive for
the New Brunswick
athletes and help them
succeed at local meets and
represent New Brunswick
at national meets.
W
Out of town
$0
No additional impact
Track -style blocks and
participants to
on day-to-day
backstroke ledges will
Invitation and
($17,550)
programming.
attract more out-of-town
Championship meets
and out -of -province
swimmers to the swim
meets in Saint John
because they will give
swimmers all the tools
they need to improve. The
additional out-of-town
swimmers will not have a
direct impact on the
CGAC's revenue; however,
it will provide New
Brunswick swimmers with
more high-level
competition and bring out -
of -province money into
New Brunswick.
Total Potential New
$23,945
Revenue
Economic Impact
$180,993
Conclusion
Updated track -style starting blocks with backstroke ledges provide the possibility to increase the
quality of competitive swimming in New Brunswick, encourage young children to pursue the
sport of swimming, increase the amount of high -profile swim meets in New Brunswick while
drawing in out -of -province athletes, and provide a large positive economic impact for the region
and the province as a whole.
The track -style starting blocks with backstroke ledges have the potential to increase the annual
revenue from competitive swimming events for the Canada Games Aquatic Centre by $23,945
(21.5% increase) and to provide an estimated annual contribution of $180,993.00 to the local
economy. The cost -recovery timeframe on the total investment would be approximately three
years when considering only the additional revenue for the Canada Games Aquatic Centre, and
less than a year when taking into account the economic impact.
(February 2024)
10
24
/e1»a►111KI
(Current Blocks — Canada Games Aquatic Centre; Feb 2024)
(Quoted Blocks — Omega OSB11; with backstroke ledge)
11
25
Jr!D. I
FINANCE COMMITTEE REPORT
Report Date
February 20, 2024
Meeting Date
February 29, 2024
Service Area
Utilities & Infrastructure Services
SUBJECT. Market Slip Floating Docks Capital Project
OPEN OR CLOSED SESSION
This matter is to be discussed in Finance Committee Open Session.
AUTHORIZATION
Primary Author
Commissioner/Dept. Head
Chief Administrator
Officer
Samir Yammine
Ian Fagan
J. Brent McGovern
RECOMMENDATION
It is recommended the Finance Committee;
• Adjust the 2024 Capital budget to include $210,000 for the installation of
the floating docks system on the Fundy Quay side of the market slip, and
• Approve the transfer of $210,000 from the $500,000 transferred into 2023
Capital Reserves for additional Recreation Asset Investments, and,
• Recommend the approval of the above noted at the next meeting of
Council
EXECUTIVE SUMMARY
The purpose of this report is to include $210,000 in the 2024 General Fund
Capital Budget toward the installation of the floating docks system on the Fundy
Quay side of the market slip.
PREVIOUS RESOLUTION
NA.
MCI
-2-
REPORT
The proposed capital project will significantly increase the dock system capacity
to allow additional recreation boats.
The scope of work consists of the following:
➢ Conduct the required surveys to determine the modifications required to
the existing docks.
➢ Provide stamped engineered drawings for the new guide pile to be
mounted to the Fundy Quay side of the slip.
➢ Mobilize to Market Slip and Long Wharf.
➢ Make alterations to the existing docks to facilitate installation in the
narrower slip.
➢ Make test connections at Long Wharf to ensure width matches the slip.
➢ Install new guide pile on the Fundy Quay side of the slip.
➢ Install the floating docks within the slip.
➢ Commissioning.
STRATEGIC ALIGNMENT
The proposed capital project aligns with City Council Priorities (2021-2026)
Belong: "We enhance the quality of life and social well-being in a safe place to
live; offering recreation, arts, and cultural opportunities that align with PlanSJ,
PlaySJ and other related plans."
SERVICE AND FINANCIAL OUTCOMES
The proposed capital cost including HST rebate is as follows:
Design and Construction Management : $23,000
Construction $167,000
Contingency $20,000
Total : $210,000
The floating docks system project was not included in the 2024 General Fund
Capital. The construction work will take approximately four months to be
completed.
Where the Docks are part of the Market Slip area, if there is surplus in the budget
for the overall Market Slip/Fundy Quay project, then surplus funds will be used
first to fund the Docks project. The complete financial reconciliation of the Market
Slip project will not be complete for some time as the project nears completion,
but the timing requires allocation of budget to complete the Dock project. If there
is a surplus in the Market Slip project, then the allocation of funds of the Dock
project from Parks Asset Renewal Project will be used for other park asset
renewals.
WA
-3-
Additionally, the city will be seeking funding from the Regional Development
Corporation (RDC) under the Province of New Brunswick Community
Development Fund toward this project.
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FINANCE COMMITTEE REPORT
Report Date
February 14, 2024
Meeting Date
February 28, 2024
Service Area
Legislative Services
Chairman Sullivan and Members of Finance Committee
SUBJECT. Council Members Discretionary Community Fund
OPEN OR CLOSED SESSION
This matter is to be discussed in Finance Committee Open Session.
AUTHORIZATION
Primary Author
Commissioner/Dept. Head
Chief Administrative Officer
Patricia
Kevin Fudge/Melanie
J. Brent McGovern
Anglin/Jonathan
Tompkins,K.C.
Taylor
RECOMMENDATION
It is recommended that the Finance Committee endorse the draft Council
Community Fund Policy and refer the matter to Common Council for consideration.
EXECUTIVE SUMMARY
The purpose of the Council Community Fund Policy is to provide a framework
which enables Council Members to provide financial support to Community -Based
Organizations and to facilitate minor City asset improvements. The Policy ensures
the application process is open, transparent, and accountable to the public. The
Policy provides Council Members with an annual budget allocation of $1500.00 for
use towards eligible projects and initiatives.
PREVIOUS RESOLUTION
Committee of the Whole June 26, 2023 (Councillor Lowe):
That this motion be referred to the CAO to investigate and report back to Council
on the idea of creating a discretionary Community Fund for Council members that
would allocate an annual amount of $1500 per Council Member to use towards
community initiatives and the purchase of goods for the betterment of public
spaces.
STRATEGIC ALIGNMENT
-2-
Council priority of Belong as it would help strengthen community -based
organizations and help to create a more vibrant city.
REPORT
Research illustrates that municipalities have adopted various approaches to
allocate discretionary funding for Members of Council.
In Canada, the Regional Municipality of Halifax, the City of Burlington, the City of
Edmonton, and the City of Victoria each have discretionary community funding
policies for Council Members. Although these programs have common features,
the funding amounts, and the procedures for distributing the funds, vary in each
jurisdiction.
Per the direction of the Committee of the Whole, City of Saint John staff from the
Finance Department and the City Clerk's Office reviewed relevant policies and
financial/accounting standards to draft a Council Community Fund Policy for
Council's consideration.
The Council Community Fund Policy (the Policy) establishes a framework for
Council Members to provide financial support to Community -Based Organizations,
and to facilitate minor City asset improvements. The Policy ensures the application
process is open, transparent, and accountable to the public. The Fund
supplements Council's existing Community Grants program by providing a timely
and flexible approach to requests for smaller initiatives within the City that align
with Council priorities and the City's Strategic Plan.
The Policy allocates $1500.00 annually to each Member of Council to use towards
eligible projects and initiatives in the following two categories:
1) Community -Based Organizations (CBOs). This can include funding for
projects, events with a community purpose, and for a minor asset
improvement relating to the project or event.
2) Minor City asset improvements. This may include such items as
commemorative plaques, picnic tables, benches, tree planting, etc.
Eligibility
The eligibility criteria for Fund applications are follows:
• The Council Member application limit is $1500.00 yearly.
• The minimum amount of financial support is $500 per application.
• The funds must be used for projects or events, or minor capital
expenditures for such projects or events. The funds cannot be used to
support the operations of an existing entity or CBO.
• The projects or events for which an application is submitted shall comply
with Human Rights legislation and provide equal access and opportunity
for all persons.
!E:3
-3-
• A CBO for which a funding application is made under this policy shall:
o be in good standing with the City of Saint John;
o not be involved in any dispute or litigation of any kind with the City,
o have no outstanding arrears with the City; and
o have no outstanding outcome reports from previous City grant
awards.
• A CBO who receives funding under this policy shall publicly acknowledge
the support of the City of Saint John for the event or project for which
funding is granted.
• A project or event for which funding is sought under this policy shall align
with Council priorities and the City's 10-year strategic plan.
• The CBO for which funding is sought under this policy shall identify a
representative who shall be accountable to the City with respect to the
funding.
• A CBO for which funding is sought under this policy shall demonstrate a
financial need for the funding.
• The project, event or minor capital investment for which funding is sought
must benefit, and be accessible to, the residents of the City of Saint John.
Application Procedures
Council Members must complete the application form to access funding. Form A
is used for CBO funding requests and Form B is used for minor city asset
improvements.
Form A - Council Member Applications for Community Based Organization (CBO)
funding.
• The Council Member completes `Form A' jointly with the CBO.
• Council Member submits completed form to the Office of the City Clerk at
least 4 weeks prior to the intended Council meeting.
• City Clerk places completed Form on consent agenda for Council approval.
• If approved by Council, funding is issued by City directly to CBO.
• CBO recipients submit completed Outcome Report.
Form B - Council Member Applications for Minor City Asset Improvements
• The Council Member completes `Form B'.
• The application must be endorsed by the supporting Commissioner
responsible for the infrastructure.
• Council Member submits application to the Office of the City Clerk at least
4 weeks prior to the intended Council meeting.
• City Clerk places completed Form on consent agenda for Council approval.
• If approved by Council, the minor City asset is purchased by the City.
It is recommended that the Finance Committee endorse the draft Council
Community Fund Policy and refer the matter to Common Council for consideration.
!Loll
-4-
SERVICEAND FINANCIAL OUTCOMES
Funding in the amount of $16,500.00 ($1500.00 per Council Member) has been
allocated to Council's 2024 General Operating Budget to support this program.
INPUT FROM OTHER SERVICE AREAS AND STAKEHOLDERS
City Clerk Office scanned the policies and discussed the practice with various
municipalities. No City in New Brunswick has a similar fund however there are
some municipalities in other Provinces that do have a policy. Finance and GCO
reviewed the Policy.
ATTACHMENTS
Council Members Discretionary Community Fund Policy, Application forms,
Outcome Form, and PowerPoint presentation.
67i]
SAINT IDHN
Council Community Fund Policy
Subject: Council Community Fund Policy
Category: Policy
Policy No.:
M&C Report No.
Effective Date:
Next Review Date:
Area(s) this policy applies to: Council Members
Office Responsible for review of this Policy:
City Clerk and Finance
Related Instruments:
Policy Sponsor: CAO
FAS-023 Grant Policy
Document Pages: This document consists of 6
pages.
Revision History:
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:
Contact:
51
TABLE OF CONTENTS
1. POLICY STATEMENT.............................................................................................................................................2
1.1 PURPOSE OF FUND.................................................................................................................................2
2. SCOPE.....................................................................................................................................................................2
2.1 ELIGIBILITY CRITERIA FOR FUND APPLICATIONS.................................................................................2
2.2 MANDATORY REQUIREMENTS FOR FUND APPLICATIONS................................................................3
2.3 ELIGIBLE EXPENDITURES FOR FUND APPLICATION..........................................................................3
2.4 INELIGIBLE EXPENDITURES FOR FUND APPLICATION.......................................................................3
3. APPLICATION PROCEDURES................................................................................................................................4
3.1.1 PART A COUNCIL MEMBER APPLICATIONS THAT ENDORSE CBO'S...............................................4
3.1.2 PART B COUNCIL MEMBER APPLICATIONS FOR CITY ASSET IMPROVEMENTS ............................4
3.2 APPLICATIONS RECEIVED BY THE CITY CLERK......................................................................................4
4. ROLES AND RESPONSIBILITIES.............................................................................................................................4
4.1 COMMON COUNCIL......................................................................................................................4
4.2 COUNCIL MEMBERS AS APPICANTS.......................................................................................................5
4.3 CHIEF FINANCIAL OFFICER......................................................................................................................5
4.4 CITY CLERK................................................................................................................................................5
4.5 COMMISSIONERS.....................................................................................................................................5
5. GLOSSARY..............................................................................................................................................................6
6. APPENDICIES.......................................................................................................................................................6
6.1 APPLICATION FORM A
6.2 APPLICATION FORM B
6.3 OUTCOME REPORT
1
61
1. Policy Statement
Through the Council Community Fund Policy ("the Fund"), Council Members may apply to fund
projects or events that enhance the vibrancy and wellbeing of the residents of the City, or minor
capital expenditures to improve City infrastructure. The Fund supplements Council's existing
Community Grants program, allowing a timely and flexible approach to requests for smaller
initiatives that align with Council priorities that would not otherwise coincide with the timing of the
Community Grants Program.
Each Member of Council will be allocated a maximum budget of $1500 annually to be used
towards eligible expenditures under this policy.
1.1 Purpose of the Fund
The purpose of the Fund is to provide a framework which enables Council Members to
provide financial support to Community -Based Organizations and to facilitate minor City
asset improvements. The policy ensures the application process is open, transparent, and
accountable to the public.
2. Scope
This Policy applies to all requests for the allocation of Council Community Funds. There are
two categories of Council Member applications subject to the Fund:
Form A - Council Member Applications for Community -Based Organizations (CBOs), for projects,
events and minor capital expenditures relating to the project or event, and
Form B - Council Member Applications for minor City asset improvements.
2.1 Eligibility Criteria for Fund applications:
• The Council Member application limit is $1500.00 yearly.
• The minimum amount of financial support is $500 per application.
• The funds must be used for projects or events, or minor capital expenditures for such
projects or events. The funds cannot be used to support the operations of an existing
entity or CBO.
• The projects or events for which an application is submitted shall comply with Human
Rights legislation and provide equal access and opportunity for all persons.
• A CBO for which a funding application is made under this policy shall:
o be in good standing with the City of Saint John;
o not be involved in any dispute or litigation of any kind with the City,
o have no outstanding arrears with the City; and
o have no outstanding outcome reports from previous City grant awards.
N
6V
• A CBO who receives funding under this policy shall publicly acknowledge the support of
the City of Saint John for the event or project for which funding is granted.
• A project or event for which funding is sought under this policy shall align with Council
priorities and the City's 10-year strategic plan.
• The CBO for which funding is sought under this policy shall identify a representative who
shall be accountable to the City with respect to the funding.
• A CBO for which funding is sought under this policy shall demonstrate a financial need for
the funding.
• The project, event or minor capital investment for which funding is sought must benefit,
and be accessible to, the residents of the City of Saint John.
2.2 Mandatory Requirements for Funding Applications
FORM A — Council Member Application for a CBO project or event or minor capital investments
• Name of the supporting Council Member.
• Name, address and contact information of the CBO.
• Proof of status of CBO (registered non-profit number, registered charitable organization
number).
• Description of the project / event / minor capital investment.
• The dollar amount of funding requested.
• Description of the Outcome and Alignment with Council Priorities/Strategic Plan
• CBO recipients are only eligible to receive funding once per calendar year.
FORM B — Council Member Application for a minor City asset improvement
• Name of the supporting Member of Council.
• Description of the minor City asset improvement.
• The dollar amount of funding requested.
• Description of the Outcome and Alignment with Council Priorities/Strategic Plan
2.3 Application Criteria and Other Requirements
• A Council Member may apply for funding to support a CBO for a project or event with a
community purpose and for a minor capital asset related to the project or event.
• A Council Member may apply for minor City asset improvements to benefit the community.
• The project or event must occur within the boundaries of the City of Saint John and support
or advance the Council's strategic priorities.
• During an election year, outgoing Council Members will be allocated $750 (January —May)
and incoming Council Members will be allocated $750 (June -December).
• Community -Based Organization recipients shall submit a completed Outcome Report,
including all revenues and expenditures of the project or event within 45 days of the project
being completed or the event having taken place.
• Recipients shall promptly return any unspent funds to the City.
3
6�1
2.4 Exclusions
The following are not eligible for funding under this policy:
• Funding for the benefit of individuals, other levels of government and private clubs.
• Funding for organizations with political or religious affiliations.
• Any expenditure incurred prior to the date of approval of the application.
• Funding of day-to-day operations, deficits, or debts.
• Fundraising events, conferences, or professional development.
• Meals, entertainment, travel expenses, cash prizes or gifts.
• Projects or events for a profit -making purpose.
• Tickets, gifts, prizes.
• Sponsorships and/or donations.
• Project or event that previously received funding under this policy in a given year.
3. Application Procedures
3.1.1 Form A - Council Member Applications that endorse CBOs.
• The Council Member shall complete the Application Form.
• The Application shall be jointly executed by both the CBO and the Council Member.
• The Council Member shall forward the completed application forms to the Office of the
City Clerk.
• The application must be submitted to the City Clerk 4 weeks prior to the date at which
Council is expected to consider the funding application. If the application is approved by
Common Council, the funding will be issued through the office of the Chief Financial
Officer.
3.1.2 Part B Form —Council Member Applications for Minor City Asset Improvements
• The Council Member shall complete and sign the Application Form.
• The application shall provide evidence of pricing for the minor City asset improvement.
• The application shall be endorsed by the supporting Commissioner responsible for the
infrastructure.
• Council Members shall forward completed application forms to the Office of the City Clerk.
• The application shall be submitted to the City Clerk 4 weeks prior to the date at which
Council is expected to consider the funding application.
• If the application is approved by Common Council, the minor City asset will be purchased
by the City.
3.2 Applications received by the City Clerk
4
6191
• The Office of the City Clerk will receive and review all applications for eligibility and
completeness.
• Ineligible or incomplete forms will be returned to the Council Member sponsoring the
application.
• Application forms for City asset improvements shall be sent by the City Clerk to the
appropriate Commissioner for evaluation.
• The Commissioner shall determine whether the capital expenditure is eligible or ineligible
under this policy and so advise the City Clerk in writing.
• The City Clerk will communicate to the sponsoring Council Member the Commissioner's
decision.
4. Roles and Responsibilities
4.1 Common Council shall:
• Approve the Council Community Fund Policy, and any amendments to the Policy.
• Approve each application for funding under this policy in Open Session of Common
Council.
4.2 Council Members as Applicants shall:
• Recommend to Common Council the approval of applications that meet the Policy at a
minimum of $500 per application.
• Obtain the unanimous approval of Common Council for joint contributions sponsored by
more than one Council member.
• Declare any actual, perceived, potential conflicts of interest on the application form.
• Be responsible for communicating Council decisions to the CBOs.
• Complete the Application FORM A or FORM B.
• Submit the Outcome Report for FORM A to the City Clerk's Office.
4.2 The Chief Financial Officer shall:
• Include as part of the annual operating budget an amount of $1500 per Member of Council
for a total amount of $16,500 ($1500 x 11) to be allocated under this policy.
• Ensure unused budget amounts are not carried forward to the next calendar year.
• Process Fund payments.
• Include transactions of the Fund annually as part of the City's Annual Report.
4.4 The City Clerk shall:
• Be responsible for receiving and managing the application process.
• Review Applications for compliance with the Policy.
5
67�
• Return non -compliant applications to the Council Member and advise why the application
is non -compliant.
• Should an application for capital works be rejected by a Commissioner, so advise the
Council Member.
• Track the use of the funds under this policy for each member of Council, ensure Council
Members do not exceed the maximum of $1,500 yearly within the policy and notify Council
Members of their balance upon request.
• Submit applications to a Council Agenda for consideration in Open Session appearing
under item 5. Consent Agenda.
• Manage the daily routine administration of the Fund, such as monitoring and advising the
individual Council Members of the balance in the Member's allotment and collecting the
completed Outcome Reports.
• Submit summary of the fund transactions by each Council Member annually to the
Finance Controller to be included in the Annual Report.
• Retain for recordkeeping purposes the project/event/capital expenditure documentation
as required by the City's records management policy.
4.5 Commissioners shall:
• Review Applications for infrastructure works and determine whether the capital
expenditure is eligible under the Policy and advise the Clerk in writing.
5. Glossary
• Community Based Organizations (CBOs) shall be either a Registered Non -Profit
organization or a Registered Charitable Organization holding principal activities within the
geographical boundaries of the City of Saint John.
• "Registered non-profit organization" means a non-profit organization registered as such
with the federal or provincial government. The following registered non-profit organizations
are ineligible: churches, political organizations, labour unions, and governmental
agencies.
• "Registered Charitable Organization" means a charity registered as such in accordance
with the provisions of the Income Tax Act of Canada, as amended from time to time.
• "Minor asset improvements" for both City asset improvements and CBO asset
improvements may include, but are not limited to, such items as commemorative plaques,
picnic tables, benches and tree planting, etc.
6. Appendices
6.1 Application Form A — CBO requests
6'tl
6.2 Application Form B — City Asset requests
6.3 Outcome Report
611:3
Council Community Fund Application Form A — EXTERNAL FORM
2024 Council Community Fund Application FORM A
The Information you provide on this form will be used to assess eligibility and consideration for
the award of funds at a Common Council meeting.
Program Description
Through the Council Community Fund Policy (the Fund) Council Members may apply for funding
for projects or events that enhance the vibrancy and wellbeing of the residents of the City or minor
capital expenditures to improve infrastructure. The Fund supplements Council's existing
Community Grants program, allowing a timely and flexible approach to requests for smaller
initiatives that align with Council priorities that would not otherwise coincide with the timing of the
Community Grants Program.
Successful projects will advance one of Council's five priority areas Grow, Green, Belong,
Move and Perform. For more information on Council Priorities see:
(insert hyperlink)
Application and Eligibility for Community -Based Organizations
Applications must comply with the City of Saint John Council Community Fund Policy. For a
complete description of application and eligibility criteria please review the Council Community
Fund Policy. <hyperlink>
Applications are always open for submissions during the calendar year.
Community -Based Organizations (CBOs) must be a registered non-profit or registered
charitable organization holding its principal activities within the City of Saint John.
Application must also demonstrate that your proposal:
• is based in the City of Saint John
• will spend the funding within the financial year in which it is awarded.
The minimum amount of financial support is $500. Applications have a funding limit of $1500 per
Council Member.
FORM A.
Name of the Council Member submitting this application:
611%]
Council Community Fund Application Form A — EXTERNAL FORM
Name of Community -Based Organization:
Non-profit status: (registered non-profit number, registered charitable organization number)
Name and Title of CBO individual responsible for the management of the Funds
Phone Number:
Email Address:
Address:
Tell us a bit about your group (what does your group do?)
Tell us about what you want to do (describe the project / event / and any small capital asset
request to support the project/event)
Where is the location of your project / event?
Council Community Fund Application Form A — EXTERNAL FORM
What do you think the benefits will be to people living in the city?
Describe the expected outcome from receiving the grant?
How does your project / event contribute to addressing the priorities of Common Council?
What is the estimated cost of your project or event?
Breakdown of costs Amount
TOTAL:
Please confirm the amount of funds you are requesting:
Estimated completion date:
Will you be able to complete the project / event
Yes / No
and obtain any small capital assets within the
financial year in which it is requested?
Estimated completion date:
To Be Acknowledged by the individual responsible for managing the Funds for the
Community -Based Organization named above.
Accountability:
I acknowledge that if funds are provided by the City of Saint John, I will accept
responsibility that the funds will be used for the stated purpose and within the timeline
stated above.
I acknowledge that I will be responsible for keeping all receipts and/or invoices relating
to the project or event above and completing an Outcome Report within 45 days of the
project or event completion date.
AI
Council Community Fund Application Form A — EXTERNAL FORM
Liability Waiver for Community Based Organization Fund Recipients
By submitting this application, I hereby acknowledge and agree that neither the City, its council,
nor any of its members, agencies, officers, employees, or agents shall be held liable or
responsible for any injury, including death to any person or for any claims, damages, liabilities,
losses, costs, or expenses, including legal fees, arising out of or in connection with the use,
allocation, distribution, or expenditure of the Council Members Discretionary Community Fund.
I, as an authorized signatory or representative who has legal authority to bind the Community -
Based Organization, agree to indemnify and hold harmless the aforementioned entities from all
claims, damages, liabilities and losses incurred in relation to or resulting from the use of the
allocated funds.
Printed name of authorized signatory
Signature of authorized signatory
Date
Your privacy. -
We will use the information you provide on this form for the award of funds. The award of funds
is reported publicly. All information held by us is liable to disclosure under the Right to
Information and Protection of Privacy Act unless it is exempt.
City Clerk acknowledgement: (To be completed by City Clerk or their designate)
I acknowledge that the proposal described above meets the eligibility requirements of
the Council Community Fund Policy (CCFP) and may proceed to the next public meeting
of Common Council.
I'
Council Community Fund Application Form B — INTERNAL FORM
2024 Council Community Fund Application B — Minor City Assets
The Information you provide on this form will be used to assess eligibility and consideration for
the award of funds at a Common Council meeting.
Successful projects will advance one of Council's five priority areas Grow, Green, Belong,
Move and Perform. For more information on Council Priorities see:
(insert hyperlink)
The minimum amount of financial support is $500. Applications have a funding limit of $1500 per
Council Member.
Successful applications will be purchased and managed by the City of Saint John.
FORM B — COUNCIL MEMBER APPLICATIONS FOR MINOR CITY INFRASTRUCTURE
Name of Council Member(s) submitting the application:
Tell us about what you want to do (describe the capital asset)
Where is the proposed location of your capital asset??
What do you think the benefits will be to people living in the city?
W
Council Community Fund Application Form B — INTERNAL FORM
How does your capital asset address the priorities of Common Council?
How much will your proposal cost? Please provide evidence of pricing.
Breakdown of costs Amount
TOTAL:
Please confirm the amount of funds you are requesting:
Estimated Completion date:
Will you be able to complete the project / event Yes / No
within the financial year in which it is requested?
Estimated completion date:
Accountability:
I acknowledge that I will be responsible for keeping all receipts and/or invoices relating to the
capital asset described above.
11 I acknowledge that I have no pecuniary or other conflict -of -interest in this proposal.
Your privacy:
We will use the information you provide on this form for the award of funds. The award of funds is
reported publicly. All information held by us is liable to disclosure under the Right to Information and
Protection of Privacy Act unless it is exempt.
Commissioner (responsible for the infrastructure requested) review:
I acknowledge that this proposal for the capital asset described above does not impact any
existing City funding opportunity.
AE,I
Council Community Fund Application Form B — INTERNAL FORM
City Clerk review:
I acknowledge that this proposal for the capital asset described meets the eligibility
requirements of the Council Community Fund Policy and may proceed to the next meeting of
Common Council.
Date
AW
Council Community Fund Outcome Report
Name Council Member:
Name of Community -Based
Organization:
Contact:
Address:
Telephone:
Email:
Identify which grant type you received by typing an X next to one of the three below.
Community Project I F-Community Event I I Small capital asset
I nstructions:
S4 Please provide a financial summary of the expenditure with proof of expenditure.
Nf Please attach a photo of the minor capital work, project, or event as evidence of the
project completion. Funding cannot be reimbursed without evidence of the project being
completed.
S4 Please provide evidence of how the support of the City of Saint John was acknowledged
for this project. Funding cannot be reimbursed with this acknowledgement.
S4 Please provide a description of the completed outcomes to demonstrate success.
Complete the following revenues and expenses related to your project, event, or small
capital asset. A separate attachment may be submitted. Attach proof of expenditure /
receipts.
REVENUES
EXPENSES
Source
Amount
Source
Amount
City of Saint John Council
Community Fund
b
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Total Revenues Total Expenses
Balance
Recipients will promptly return any unspent portion of the funds to the City.
Describe how the City of Saint John was acknowledged for the Council Community
Funds?
Council Priorities: GROW, GREEN, BELONG, MOVE, PERFORM.
Describe the key outcomes and results achieved from the funding. How do they support
council priorities?
Provide the approximate number of residents, participants who benefited from your
project, event, or small capital asset. Include any other relevant statistics.
I have reviewed these expenses and I believe they are true and accurate.
Signature of the CBO's authorized signing authority:
PRINT Name: Date:
Approved by Council Member signature:
W V 101111 a 01 MI"M
Date:
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