3. Community Services & Events/ Lead – Councillor Jamie Korab · 2019. 1. 23. · 5 . Community Representative . 1. Devonne Ryan – December 2017 – November 2019 CARRIED UNANIMOUSLY

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3. Community Services & Events/ Lead – Councillor Jamie Korab Consent Agenda Items for Discussion

4. Housing/Lead – Councillor Hope Jamieson Consent Agenda Items for Discussion

5. Economic Development, Tourism & Culture/Lead – Deputy Mayor Sheilagh

O’Leary Consent Agenda Items for Discussion

6. Governance & Strategic Priorities/Lead – Mayor Danny Breen Consent Agenda

a. Decision Note dated January 10, 2018 re: Youth Representation - Council Items for Discussion

7. Planning & Development/Lead – Councillor Maggie Burton Consent Agenda

b. Decision Note dated January 9, 2018 re: 23 King’s Bridge Road Heritage Designation and Proposed Heritage Use (Office)

Items for Discussion

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2. PUBLIC WORKS & SUSTAINABILITY – COUNCILLOR FROUDE


a. Regional Wastewater Committee Report – November 30, 2017

Councillor Froude presented the above noted report and outlined the following recommendation.

Item 1 - Regional Wastewater 2018 budget and 2017 Financial Update

Recommendation

Moved – Councillor Froude; Seconded – Councillor Hickman

That the Committee adopt the Regional Wastewater 2018 budget as

presented.

CARRIED UNANIMOUSLY

b. Regional Water Committee Report – November 30, 2017

Councillor Froude presented the above noted report and outlined the following recommendation.

Item 1 - Regional Water 2018 budget and 2017 Financial Update

Recommendation

Moved – Councillor Froude; Seconded – Councillor Hickman

That the Committee adopt the Regional Water 2018 budget as presented.

CARRIED UNANIMOUSLY

3. COMMUNITY SERVICES & EVENTS – COUNCILLOR KORAB


a. Childcare for Council and Public Meetings – December 7, 2017

The above noted was brought forward to the Committee for Information by the Deputy City Manager of Community Services. After discussion ensued the City Manager asked Council for clear direction noting that research and reports take time and resources. He further illustrated that if this is something that Council is going to pursue, than staff need a directive from Council to move forward.

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Recommendation

Moved – Councillor Burton; Seconded – Deputy Mayor O’Leary

That the Committee direct staff to do more research on best practices to

identify where the gaps exist in our services for childminding during public

engagement sessions and move forward with the program.

MOTION LOST WITH

MAYOR BREEN, AND COUNCILLORS COLLINS,

KORAB, HANLON, STAPLETON AND

HICKMAN DESSENTING It was noted that with the satisfaction survey going out to the residents that a question should be added to this survey on the topic of how we can better involve families in engagement.

b. Vacancies and New Applicants for Seniors Advisory Committee - November

24, 2017 Councillor Korab presented the above noted to the Committee.

Recommendation

Moved – Councillor Korab; Seconded – Councillor Froude

That Subsequent to the appointment of Seniors Advisory Committee

Members by Council on February 21, 2016 and in order to maximize

participation at the Seniors Advisory Committee, based on recent

resignations, the following people be appointed/reaffirmed to the Seniors

Advisory Committee in accordance with Section 3.1.1 of the Terms of

Reference.

Citizen Reps (up to 5)

1. Sam Wells (Chair) – extend until February 21, 2019

2. Patsy Yetman – extend until February 21, 2019

3. Glenda Reid – December 2017 – November 2019

4. Richard Murphy – December 2017 – November 2019

5. Ruby Constantine – December 2017 – November 2019

Organization Reps (up to 5)

1. Lorraine Lowe – Seniors Resource Centre – extend until February 21, 2019

2. Neil Hamilton – CARP – extend until February 21, 2019

3. Sharron Callahan – CARP – extend until February 21, 2019

4. Neil Moores – NLPSPA – December 2017 – November 2019

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Community Representative

1. Devonne Ryan – December 2017 – November 2019

CARRIED UNANIMOUSLY

c. Kenmount Terrance- Skate Park Memorial Plaque - December 5, 2017 Councillor Korab presented the above noted decision note to the Committee.

Recommendation

Moved – Councillor Korab; Seconded – Councillor Froude

That a memorial plaque in honor of Justin Tobin be placed at the Kenmount

Terrace Skate Park.

CARRIED UNANIMOUSLY

4. PLANNING & DEVELOPMENT – COUNCILLOR BURTON


a. Built Heritage Report – November 28, 2017

Councillor Burton presented the above noted report and outlined the following three recommendations:

Item 1 – 33 Victoria Street, Decision note dated November 20, 2017

Recommendation


That the Committee approve the proposed change in roof line form a

mansard roof to a flat roof at 33 Victoria Street.

CARRIED UNANIMOUSLY

Item 2 – 17 Balson Street – Decision note dated November 20, 2017

Recommendation


That the Committee have the applicant revise the application to not have

the Trasom windows included. It could then be approved in line with

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Heritage Regulations without going back to the Built Heritage Experts

Panel.

CARRIED UNANIMOUSLY

Item 3 – 83 Empire Avenue – Decision note dated November 17, 2017

Recommendation

Moved – Councillor Burton; Seconded – Councillor Hickman

That the Committee approve the application as per the staff

recommendation despite the rejection recommended by the Built Heritage

Experts Panel.

CARRIED UNANIMOUSLY

b. Built Heritage Report – December 6, 2017

Councillor Burton presented the above note report and outlined the following two recommendations.

Item 1 – 354 Water Street – Decision note dated November 17, 2017

Recommendation

Moved – Councillor Burton; Seconded – Councillor Stapleton

That the Committee approve the exterior façade renovations at 354

Water Street subject to existing cladding remaining the same and

suggesting that black iron railing be installed as opposed to glass.

CARRIED UNANIMOUSLY

Item 2 – 180 -184 Signal Hill Road – Decision note dated November 22,

2017

Recommendation

Moved – Councillor Burton; Seconded – Councillor Froude

That the Committee reject the recommendation that the application, as

currently designed, be rejected.

CARRIED UNANIMOUSLY

City of St John’s PO Box 908 St John’s, NL Canada A1C 5M2 www stjohns ca

Title: Text Amendment to the Rural (R) Zone for development of a Pipe Storage

Yard REZ1700021 650 Fowlers Road Applicant: 75579 Newfoundland and Labrador Inc.

Date Prepared: January 9, 2018 Report To: Committee of the Whole Councillor & Role: Councillor Maggie Burton, Planning and Development Lead Ward: 5 Decision/Direction Required: To consider a proposed text amendment to the St. John’s Development Regulations to add Pipe Storage Yard as a Discretionary Use to the Rural (R) Zone. An amendment to the St. John’s Municipal Plan would be required. Discussion – Background and Current Status: The City received an application to allow a Pipe Storage Yard at 650 Fowlers Road. The proposed area is currently undeveloped, vacant land, with frontage on Fowler’s Road just south of the Fowler’s Road overpass. The 40 acre (161,878 m2) property is a combination of privately owned land and Crown Land. Two existing dwellings are located to the southwest of the property, and other Commercial Industrial Zoned land is located to the north. The Teen Challenge development at 729 Fowler’s Road (the former Circle Square Ranch) is south-east of the proposed development. In September 2017, a rezoning application was made for development of a 34-lot Industrial Park, approximately 150 acres in size. Council requested the developer to complete a Land Use Assessment Report and a Traffic Study for the proposal. Modelling of the regional water supply was required to determine if sufficient water supply was available. The report is not yet finalized by the City, but modelling shows insufficient capacity within the water transmission main, from the Southlands reservoirs to the Fowler's Road reservoir, to support the original development application. Based on current conditions, serviced development within the City of St. John's, which is supplied from this water main, is not recommend. The original rezoning application was put on hold until the water report is complete. The developer has since submitted a revised proposal for the development of 40 acres with a less intensive use, supported by onsite services (well and septic). The pipe storage yard is a management and inventory control facility for the local oil and gas industry. The site deals with pipe inspection/management and pipe repair. Pipe is shipped to the yard where it is inspected to determine if there are any defects or wear. After the initial inspection, if additional inspection or repair is required, the process occurs onsite, and the pipe is then stored on outdoor racks to await shipment at the customer’s request. On average, 3 or 4 trucks could visit the site daily. This location is adjacent to the CBS Bypass Highway, providing key transportation access for the movement of pipe for the offshore oil industry.

DECISION/DIRECTION NOTE

Decision/Direction Note Page 2 650 Fowlers Road

Due to the use of electrical and electronic equipment, two buildings are required on site; one will hold an inventory of pipe awaiting inspection and/or repair inspection (Building A – site plan), while the second will be used for inspection and thread repair (Building B – site plan). Noise levels on the site are expected to be low. To provide additional noise separation, the developer was asked to locate Building B further away from Fowlers Road than originally proposed (approximate distance of 217m), in addition, a 20m wide tree/vegetation buffer is provided along Fowlers Road. A 10m wide tree buffer is also maintained between the adjacent property (415 Fowlers Road). A security fence o surrounds the perimeter of the property.

The developer has been working with Teen Challenge to upgrade Fowlers Road. However, the developer was advised that upgrades to Fowlers Road did not guarantee approval of any rezoning or development applications or any form or reimbursement, should the rezoning application not be approved.

The proposed area for development is designated Rural under the St. John’s Municipal Plan. The Rural District is applied to lands not intended for urban development within the 10-year planning period and contemplates development on lands that have not been provided with full municipal services (water and sewer). The proposed use is for the storage of pipe, which requires a large outdoor area, while the buildings are accessory to the main use and are not overly intensive or disruptive. The proposed use fits with the intent of the Rural District as: it clearly demonstrates that a rural location is necessary to carry out the proposed use; no municipal water or sewage services are needed or can be provided; adequate open space is provided around the use for buffering; and, the use has frontage on a public road. Therefore, it is recommended that a text amendment be made to the Rural District, allowing the outdoor storage of pipe and related facilities. The property is zoned Rural (R) under the St. John’s Development Regulations. To allow the proposed development, a text amendment to add Pipe Storage Yard be added as a Discretionary Use in the Rural Zone would be required. Final lot area of the proposal is subject to Provincial Crown Lands Division approving the sale of the Crown Land following the amendment process. There are no engineering or development concerns with the proposed amendment. Stormwater detention is required. Prior to final development approval, detailed plans would need to be submitted for review and approval. Key Considerations/Implications:

1. Budget/Financial Implications: Not Applicable.

2. Partners or Other Stakeholders: Neighbouring residents and property owners.

3. Alignment with Strategic Directions/Adopted Plans:

City’s Strategic Plan 2015-18: A City for All Seasons – Support year-round tourism and industry activities.

4. Legal or Policy Implications: Not Applicable.

5. Engagement and Communications Considerations: Recommended to be advertised for a Public Meeting chaired by a member of Council. As an amendment to the Municipal Plan is required, a Commissioner’s Hearing would also be required at a later date.

Decision/Direction Note Page 3 650 Fowlers Road

6. Human Resource Implications: Not Applicable.

7. Procurement Implications: Not Applicable.

8. Information Technology Implications: Not Applicable.

9. Other Implications: Not Applicable.

Recommendation: It is recommended that Council consider a proposed text amendment to the Rural (R) Zone, adding Pipe Storage Yard as a Discretionary Use. It is also recommended that Council consider the Discretionary Use of a Pipe Storage Yard at 650 Fowlers Road. Staff recommend that the application be referred to a Public Meeting chaired by a member of Council. Following the public meeting, the application would be referred to a regular meeting of Council for consideration. At a later date, a Public Hearing chaired by an independent commissioner would be required. Prepared by/Signature: Lindsay Lyghtle Brushett, MCIP – Planner III Signature: Approved by/Date/Signature: Ken O’Brien, MCIP – Chief Municipal Planner Signature: LLB/dlm Attachments: Zoning Map Site Plan

G:\Planning and Development\Planning\2018\COTW\COTW - 650 Fowlers Road Jan 9 2018(llb) docx

City of St. John’s

Electronic Surveillance Policy Policy #

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Contents Policy Statement ................................................................................................................. 2

1.1 Purpose ............................................................................................................................ 2

1.1.1 Use of Electronic Surveillance Information ..................................................................... 2

1.1.2 Installation, Retention and Control ................................................................................. 2

Application .......................................................................................................................... 4

Responsibilities ................................................................................................................... 4

3.1 City Council ...................................................................................................................... 4

3.2 Employees and Elected Officials ...................................................................................... 4

3.3 City Manager .................................................................................................................... 4

3.4 City Clerk .......................................................................................................................... 4

3.5 Head of Department or Designate .................................................................................... 5

3.6 Director, Corporate Information Services .......................................................................... 5

3.7 Corporate Security Manager ............................................................................................. 5

3.8 Division Head of Parking Services or Designate ............................................................... 5

3.9 Electronic Surveillance Operators/Monitors ...................................................................... 6

3.10 Designated Authorized Personnel................................................................................... 6

3.11 Project Managers ........................................................................................................... 6

3.12 Associated Corporations and Regional Departments ...................................................... 6

Definitions ........................................................................................................................... 7

References ......................................................................................................................... 8

Approval ............................................................................................................................. 8

Monitoring and Contravention ............................................................................................. 8

Review Date ....................................................................................................................... 9

Policy Appendices .....................................................................................................................10

Appendix A ........................................................................................................................11

Appendix B ........................................................................................................................12

Appendix C ........................................................................................................................14

Appendix D ........................................................................................................................17

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CITY OF ST. JOHN’S CORPORATE AND OPERATIONAL POLICY MANUAL

Policy Title: Electronic Surveillance Policy Policy #:

Last Revision Date: 06 June 2012 Policy Section: 05-01-15

Policy Sponsor: Manager Emergency Preparedness and Business Continuity

POLICY STATEMENT

1.1 PURPOSE

To provide a balanced approach between the protection of privacy and the need for a safe and secure environment through the provision of guidelines for the use of Electronic Surveillance on City of St. John’s owned or occupied facilities or properties, and in compliance with the Privacy Act, Access to Information and Protection of Privacy Act, 2015, and other applicable legislation. This policy governs the installation and operation of equipment, the collection and use of personal information and the custody, control, retention, dissemination and disposal of information obtained through electronic surveillance. In any instance where this policy contradicts approved legislation, the legislation shall take precedence.

1.1.1 USE OF ELECTRONIC SURVEILLANCE INFORMATION

The information collected through Electronic Surveillance shall be used:

a) To assess the effectiveness of safety and security measures. b) To investigate an incident involving the safety and security of people, facilities or assets. c) To provide evidence in a legal matter.

1.1.2 INSTALLATION, RETENTION AND CONTROL

a) All electronic surveillance installations shall be approved by the City Manager. Signs will be posted where electronic surveillance is in place. The signage shall state that the surveillance is being conducted by City of St. John’s and direct enquiries to 311.

b) Usage of a mobile device to capture images, video or audio. Refer to Policy: 02-01-14, Use of Mobile Devices in the Workplace Sec 4.3 (f)

c) Covert electronic surveillance will not be installed in City facilities unless it is associated with an investigation which may result in legal action.

d) Only personnel who are authorized by Council shall have access to the electronic surveillance monitors or to the data obtained through electronic surveillance.

e) Personal information shall not be disclosed except in accordance with applicable legislation. f) The City of St. John’s as well as agencies, boards and commissions over which the City has

authority shall maintain a record detailing who has accessed electronic surveillance data; if that

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data has been disclosed; the authority under which data has been disclosed; and to whom the data has been disclosed. (Appendix “A”)

g) All breaches or perceived breaches must be reported to the Office of the City Clerk so that it can be reported to the Office of the Information and Privacy Commissioner as required under the Access to Information and Protection of Privacy Act, 2015.

h) All electronic surveillance data containing “Personal Information” may have a retention period of up to Ninety (90) days from the date of recording except as outlined in this policy.

i) Data obtained through electronic surveillance that has been used or is being used by the City in relation to an ongoing investigation or legal proceeding by the City or law enforcement officials shall be retained for a period not exceeding Seven (7) years or until the legal proceedings are concluded.

j) The following employees will have access to live viewing, playback, copying and disclosing recorded data.

• City Manager • City Clerk • Designated Deputy City Manager responsible for Corporate Security • Manager of Emergency Preparedness and Business Continuity • Manager of Corporate Security

k) Designated managers specifically for; • Installation of covert cameras for the purpose of investigating unlawful dumping of

refuse. • Regional Waste and Recycling (Robin Hood Bay) • Electronic Surveillance Equipment used by Parking Services. • Water and waste water operations

l) The following persons shall have access to live viewing and playback of recorded data. • Mayor and Councillors • Deputy City Managers • Managers and Department Heads • Employees of Contracted Security Service • Employees identified by Department Managers and supported by line Deputy City

Manager, who require access to perform job function, for example, Community Services.

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APPLICATION

This policy applies to:

a) All electronic surveillance cameras, monitors and camera recording devices and hardware, including city owned devices (i.e.: Cellular Phones, IPads etc.) at City of St. John’s owned or leased facilities, properties, vehicles and events, or assigned city business.

b) Mayor and Councillors of the City of St. John’s c) All employees of the City of St. John’s d) Agencies, boards, commissions, foundations and corporations over which the City of St. John’s

has authority, as well as their employees. e) Contractors and visitors of the City of St. John’s

RESPONSIBILITIES

3.1 CITY COUNCIL

• Approve access to Electronic Surveillance Data as outlined within policy.

3.2 EMPLOYEES AND ELECTED OFFICIALS

• Complying with all aspects of this policy and requesting clarification from their supervisor(s) or Corporate Security, as required.

• Reporting any concerns regarding use or maintenance of Electronic Surveillance to the Manager of Corporate Security.

• Review related city policy on Mobile Devices

3.3 CITY MANAGER

• Approve installation of all Electronic Surveillance Cameras except as provided for in Paragraph 3.C.ii.

• Approval authority for the installation of covert cameras used for the detection of unlawful disposal of refuse may be delegated to the unit manager in charge of this function.

• Return all approved and non-approved requests for Video Surveillance to Manager of Corporate Security, who will record status and return request to originator.

• Initiate Investigations of alleged privacy breaches.

3.4 CITY CLERK

• Process all applications with respect to “Access to Information Requests” for stored recorded digital data with the following exception;

• Refer requests by Law Enforcement Agencies for stored digital data to the Manager of Corporate Security.

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3.5 HEAD OF DEPARTMENT OR DESIGNATE

• Ensure compliance with all aspects of this policy with respect to monitoring, storage, retention, disclosure and destruction.

• Endorse support for Electronic Surveillance Equipment and give financial approval for associated costs.

• Consult with Manager of Corporate Security when considering deployment of Electronic Surveillance Equipment.

• Complete Risk Assessment prior to requesting Electronic Surveillance. Appendix “B & C” • Prepare request for Electronic Surveillance equipment purchase and installation. Appendix

“D” • Obtain support and financial approval from applicable Deputy City Manager and forward to

the Manager of Corporate Security. • Maintain records of activities for audit purposes.

3.6 DIRECTOR, CORPORATE INFORMATION SERVICES

• Review all requests for Electronic Surveillance. • i) Provide feedback on Electronic Surveillance request.

ii) Provide IP addresses for networked Electronic Surveillance Equipment. iii) Provide IT standards for Electronic Surveillance Equipment networking components.

3.7 CORPORATE SECURITY MANAGER

• Maintain a list of all Electronic Surveillance cameras in use at City facilities. • Identify members of contracted security for monitoring and viewing of Electronic

Surveillance monitors. • Ensure data is removed from the Central Storage system as per policy. • Forward request for Video Surveillance to Manager of Information Technology for review

and support. • Ensure Video Surveillance request from Manager of Information Technology is forwarded to

City Manager with recommendations. • Forward both approved and non-approved requests to originating Department Head. • Provide advice regarding the potential impact of the installation of Electronic Surveillance at

a location on personal privacy. • Advise on appropriate training for City Employees who have designated responsibility under

this policy • Investigate any reports of breach of policy or legislation and document findings. • Conduct audits on the documentation, usage and management associated to Electronic

Surveillance. • Process requests for Electronic Surveillance Data from Law Enforcement agencies.

3.8 DIVISION HEAD OF PARKING SERVICES OR DESIGNATE

• Ensure all Traffic or Park Patrol vehicles equipped with Vehicle Mounted Electronic Surveillance equipment have appropriate signage attached.

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• Ensure compliance with all aspects of this policy with respect to monitoring, storage, retention, disclosure and destruction.

• Ensure adequate documentation is in place to identify when the cameras are in use and the operator(s) are identified and maintain records for audit purposes.

3.9 ELECTRONIC SURVEILLANCE OPERATORS/MONITORS

• Monitor Electronic Surveillance systems. • Secure Electronic Surveillance monitors, in order to prevent viewing of the monitors by

unauthorized persons. • Ensure that all aspects of the Electronic Surveillance system are functioning properly. • Ensuring that no Personal Information is disclosed without the approval of Corporate

Security, by taking all reasonable steps to prevent the copying of data/ images in any format (hardcopy, electronic copy etc.) from the monitors without the approval of Corporate Security.

• Document all information regarding the use, maintenance, and storage of records, including all instances of access to, and / or use of, recorded material to enable a proper audit trail.

3.10 DESIGNATED AUTHORIZED PERSONNEL

• Complying with all aspects of this Policy • Ensuring that no personal information or digital recording is disclosed without the approval

of persons authorized to provide disclosure. • Documenting all information regarding the use, maintenance and storage of records,

including all instances of access to, and / or use of, recorded material to enable a proper audit trail.

• Complying with all aspects of this policy and requesting clarification from their supervisor(s) or Corporate Security, as required.

• Reporting any concerns regarding use or maintenance of Electronic Surveillance to the Manager of Corporate Security.

3.11 PROJECT MANAGERS

• Ensuring Contractors who are designated as Authorized Personnel comply with City of St. John’s Electronic Surveillance Policy.

• Working with Corporate Security during facility design, construction and/or renovation, in order to ensure Electronic Surveillance standards are met.

3.12 ASSOCIATED CORPORATIONS AND REGIONAL DEPARTMENTS

All arm’s length corporations or entities that operate separate from the City but fall under City of St. John’s Infrastructure shall designate a manager to be responsible for the Electronic Security management. The designated manager shall develop local protocols that are in compliance with applicable legislation and this policy. A copy of the protocols as well as the name and contact numbers for the designated manager will be provided to the Manager of Corporate Security for the City of St. John’s.

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a. This would include but is not limited to: • St. John’s Sports and Entertainment (Mile One and Convention Centre) • Metro Bus Transit • Railway Coastal Museum Foundation

b. The following Regional Departments shall fall under this policy and follow the City policy

as outlined: • Regional Water and Wastewater • Regional Waste Management (Robin Hood Bay) • St. John’s Regional Fire Dept.

DEFINITIONS

• “Authorized Personnel” means an Employee or Contractor who has been granted access to Electronic Surveillance Equipment for one or more of the following purposes: to retrieve, download and / or view a Digital Recording to perform maintenance / repairs. The list and responsibilities of Authorized Personnel will be determined by Corporate Security, in consultation with the relevant Business Unit Director.

• “ATIPPA, 2015” means Access to Information and Protection of Privacy Act, 2015. • “City” means the City of St. John’s. • “City of St. John’s property” includes City facilities, buildings, infrastructure, assets, vehicles and

events, including the facilities of Metro Bus Transit and St. John’s Sports and Entertainment Ltd, Railway Coastal Museum.

• “Contractor” means a company or individual hired by the City of St. John’s for a term of service that requires access to a City facility or property.

• “Department Head” is any position which would be considered the head of a department. • “Designate” Any employee who has been delegated responsibility for specific action. For the

purpose of this policy, the designate would be an employee with similar or higher authority or a committee which has been given responsibility for decisions pertaining to this policy.

• “Digital Recording(s)” means the images, data and associated records created and / or stored as a result of the use of Electronic Surveillance.

• “Electronic Surveillance” means closed circuit television (CCTV) camera(s) and associated equipment, which allow continuous or periodic remote viewing. Electronic Surveillance devices usually involve a recording ability and include the storage device(s) used to retain Digital Recordings. Electronic Surveillance may be viewed in real time or as a recording.

• “Electronic Surveillance Operators” are employees or contractors, designated by Corporate Security, in consultation with the relevant unit managers, who are responsible for the monitoring of Electronic Surveillance cameras at a given location. These may be security guards, receptionists, managers or other employees.

• “Employee” includes any person categorized as a permanent, term, part-time, casual, contract, seasonal, temporary or student worker in the employ of the City of St. John’s and members of City Council.

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• “Metro Bus Transit” is a public transport system owned by the City of St. John's, and is operated by the St. John's Transportation Commission, a board consisting of six members from various areas of the region.

• “Personal Information” is any recorded information about an identifiable individual. • “Railway Coastal Museum” is a Foundation that is separate from the City of St. John’s but relies

on the City to perform administration function such as payroll etc. It has a governing board on which there are representatives from council.

• “Retention Period” refers time maximum time personal information may be held on Surveillance Data records unless otherwise retained as per policy. The length of retention may vary between departments depending on operational needs and storage capacity.

• “St. John’s Sports and Entertainment Ltd” is a separate corporation that operates Mile One Centre and the St. John’s Convention Centre on behalf of the City of St. John’s. The operations of the facilities are overseen by a Board of Directors.

• “Water and Wastewater” refers to the processes of providing potable water and to the treatment of wastewater.

• “Visitor” is a guest to a City of St. John’s property, facility, bus or and includes a passenger on a vehicle operated by Metro bus.

REFERENCES

• Access to Information and Protection of Privacy Act, 2015. • Guidelines for Video Surveillance by Public Bodies in NL • Corporate and Operational Policy Manual; Policy: 02-01-14 Use of Mobile Devices in the

Workplace. • City Hall Post Orders • Municipal Depot Post Orders

APPROVAL

• Policy Sponsor/Owner; Manager Business Continuity and Emergency Preparedness. • Policy Writer; Manager Corporate Security • Approval Date; • Corporate Policy Committee/ Senior Executive Committee • Finance and Administrative Committee • St. John’s City Council

MONITORING AND CONTRAVENTION

• All monitoring shall comply with all applicable legislation and the provisions of this policy. The City shall maintain a record detailing who has accessed electronic surveillance data; if that data has been disclosed; the authority under which that data was disclosed; and to whom the data has been disclosed.

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• Any employee breaching this policy or disclosing recorded data intentionally or otherwise unless authorized to do so may be subject to disciplinary action up to and including dismissal.

REVIEW DATE

This policy was revised and update in July 2016. Recommended review date is July 2019.

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POLICY APPENDICES

Appendix A: Request for Search and Disclosure Log Electronic Surveillance 10

Appendix B: Risk Assessment Template 11

Appendix C: Risk Factors and Mitigation Options 13

Appendix D: Request for Electronic Surveillance 16

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Appendix A

Request for Search and Disclosure Log Electronic Surveillance

Name of Requestor:

Date:

Organization: Reason for Request: ATIPP Warrant Other Police File Number:

Investigator:

Location of Occurrence: Dates and times of requested search: Results of Data Search: Description of Data provided: Authorized by:

Date:

Received by:

Date:

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c) Is the threat level acceptable? Yes No

d) Is an Action Plan required? Yes No

e) Describe Action to be taken:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Completed by:

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Appendix C

Risk Factors and Mitigation Options

Personal Security:

Risk Factors: Mitigation Options:

1) Working Alone a) Injury b) Assault c) Nuisance clients d) Awareness e) Remoteness

2) Structures a) Desk/Work Station Size and Height b) Office Configuration c) Location of Exits and Entrances

(Visibility and Access) 3) Active Intruder

a) Disgruntled Employee b) Member of Public

4) Work Place Conflict a) Unresolved conflict with co-

worker 5) Location

a) Rural b) Secluded c) Remoteness

6) Handling Cash a) Target for Theft/Robbery

1) Barriers a) Desk/Counter Height Increased b) Protective Glass Installed

2) Work Area a) Positioning desk/work station

i) Barrier ii) Facing Public Entrance iii) No backing onto public

washrooms iv) Uncluttered

3) Safe Locations/Escape a) Secure Office b) Fire Exit c) Lower level window

4) Emergency Numbers a) Police b) Ambulance c) Security d) Supervisor e) Call Center

5) Communication a) Phones b) Radios c) Code or Safe Words d) Panic buttons/Alarms e) Unit/Group Meetings f) Written bulletins, policies,

directives g) Communication skills training

6) Knowledge a) Layout of work location b) Contact persons c) Emergency Plans

7) Cameras a) Entrances and exits b) High Risk areas c) Signage to notify of video

recording

8) Identification Tags

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a) Full Time Employees b) Part time or casual employees c) Visitors to specific areas d) Contractors

9) Security Patrols a) Stationary Sites b) Foot Patrols c) Mobile/Vehicular Patrols d) CCTV Monitoring

10) Parking Lot a) Adequate lighting b) Clear/Open route c) Travel in groups d) Check in for depart and arrival e) Vehicle locked/Items stored

11) Situational Awareness a) Observe what is happening around

you. b) Make decisions based on

observations and actions

Physical Security

Risk Factors Mitigation Options

1) Access a) Uncontrolled

i) Unlocked ii) No/Inadequate video

surveillance iii) Lack of electronic access

control iv) No or limited security

personnel 2) Fire Exits

a) Not all are alarmed b) Batteries not maintained in those

battery operated c) Obstructed/Debris

3) Elevators a) Communication

i) Emergency phones not working

ii) No direction on Emergency process

iii) No lockout for restricted areas 4) Parking

a) Location b) Distance from work location

1) Locks a) Building Entrances b) Offices and Storage Rooms c) Desk and Lockers

2) Window Coverings a) Blinds or Curtains b) Locks/Barriers c) Safety Glass

3) Identification Tags b) Building Entry c) Restricted Interior Access

4) Electronic Access a) Building b) Internal working areas c) Entry and Exit tracked by computer

5) Sign in to building/facilities a) General public b) Contractors

6) Cameras a) Public Entrances b) High Risk areas

i) Interaction with Public ii) Money Transactions

7) Signs

16

c) Inadequate lighting d) Open access to general public e) Poor or no video coverage

5) Windows a) No coverings

i) Blinds ii) Bars/Screen

b) Easy Access c) Not safety glass

6) Thefts a) External b) Internal

a) Direction to Services b) Notification of CCTV recording

8) Security Patrols a) Frequency b) Thorough c) Competent d) Communication e) Decision making ability f) Documentation/Reporting

9) Lighting a) Strategic Locations b) Quality c) Hours of Operations

10) Music a) Audio Deterrence

i) Loitering ii) Vandalism

11) Awareness a) Internal Communication

i) Security conscious workplace b) Emergency Plans

12) Site Assessments a) Regular site assessment by

managers

17

Appendix D

Request for Electronic Surveillance

Requestor: Date:

Department: Phone:

Job Position:

Has City of St. John’s Electronic Surveillance Policy been reviewed:

yes No

Has Risk Assessment been Completed? yes No Copy Attached yes No

Number of Cameras requested:

Number of Monitors Requested:

Number of signs to advertise Video Surveillance

Site address and proposed location(s) of installation: Anticipated cost:

Rationale supporting Request: (attach risk assessment)

Signature of Requestor:

Name and Signature of Funding Approval Authority: Date:

Reviewed and Recommended by Line City Manager: Date:

Comments:

Reviewed and Supported by Manager Information Technology: Date:

Comments:

Reviewed and Supported by Manager of Corporate Security Date:

Comments:

Approved by City Manager/Designate: Date:

Comments:

City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca

Title: Airport Heights Community Centre Date Prepared: January 9, 2018 Report To: Committee of the Whole Councillor Lead/Theme: Councillor Ian Froude – Public Works & Sustainability Ward: 1 Issue: Airport Heights Community Centre Report Discussion – Background and Current Status: The Airport Heights Community Centre was put in place in 1997, largely driven by the Airport Heights Residents Committee. The structure consisted of two portable trailers and the intent at the time was that it be used on a temporary basis. In 2004 an addition was constructed and added to the building. The building was used primarily for birthday parties, children's programs, and scheduled committee meetings. The Committee entered into a lease agreement with the City for a number of years during which the City provided a yearly grant until such time the committee was no longer active. The Airport Heights neighborhood still wanted to have an afterschool and summer programs available to the community and the City operated programs up to August 2017. Once the Paul Reynold's Community Centre was opened the programs were relocated to the new centre with state of the art amenities. The Airport Heights Community Centre is currently not programmed but there is interest from both St. John's Minor Baseball and other organizations to use or lease the space. As a result, a building inspection of the Airport Heights Community Centre was completed by City Buildings. It was determined that overall, the condition of the combined structure is diminishing. The following is a breakdown of necessary repairs: There are roof issues in the trailer portion of the structure (B, below). The north end (A), which has a gable roof, was constructed after the trailers were put in place and is in much better condition than the roof over the remaining portion. Note that the portion of the building under the gable roof (A) contains the kitchen, with restroom facilities residing in area B.

DECISION NOTE

In addition, the main door and a portion of the exterior cladding requires replacement.

Lastly, work is required on both the floor structure and foundation of the building. The building currently does not have a proper foundation and is basically a skirted crawl space, with the floor structure supported as indicated in photos below. In 2004/2005 City Buildings, with guidance from a structural engineer, reinforced the floor supports and joists. Like the rest of the trailer, this is starting to fail once again. Settling has taken place, which is predominant along the section under the restrooms in the trailer portion of the building (B).

A straight edge was used to illustrate the difference between the two floor planes in the photo below. There is close to a ¾” gap between the planes, which is a fair indication of how much settling has taken place.

Key Considerations/Implications:

1. Budget/Financial Implications

Given the present condition of the facility, and in keeping with current National Building Codes and OHS policies and procedures, it is advised that this building is beyond repair and should be considered for removal / demolition in the near future.

2. Partners or Other Stakeholders

N/A

3. Alignment with Strategic Directions/Adopted Plans

N/A

4. Legal or Policy Implications

N/A

5. Engagement and Communications Considerations.

N/A

6. Human Resource Implications N/A

7. Procurement Implications N/A

8. Information Technology Implications

N/A

9. Other Implications

N/A

Conclusion/Next Steps:

Given its current condition, it would be unsafe to lease this building to a third party. It is recommended that this structure be removed / demolished in the near future.

Prepared by/Signature: Leslie O'Brien – P.Eng, Manager, City Buildings Approved by/Date/Signature: Lynnann Winsor – P.Eng Deputy City Manager, Public Works


Title: Youth Representation - Council

Date Prepared: January 10, 2018

Report To: Committee of the Whole

Council Lead/Theme: Mayor Danny Breen – Governance & Strategic Priorities

Ward: N/A

Decision/Direction Required: Seeking direction from Council on whether they wish to appoint a youth representative to attend Council meetings as permitted under the City of St. John’s Act

Discussion – Background and Current Status:

In 2014, the Province added section 5.01 to the City of St. John’s Act, as follows:

Youth representative

5.01 (1) The council may appoint one or more persons with the title "youth representative" to sit with the council and participate in its deliberations for a term and on conditions that the council may decide.

(2) A person appointed as a youth representative shall be less than 18 years of age at the time of appointment.

(3) A person appointed as a youth representative is not a member of council and

shall not be counted for the purpose of determining a quorum or deciding a vote of the council.

While the amendment to the legislation provides authority for the City to appoint a youth representation to sit with Council, there is no obligation to do so.

The City has a Municipal Advisory Committee on Youth (MACY) which includes public representation from ages 12 to 23. This committee provides multiple youth with the opportunity to provide information and advice to Council on policies, programs and services that affect them.

Key Considerations/Implications:

1. Budget/Financial Implications N/A

2. Partners or Other Stakeholders

Mayor and Council Youth



3. Alignment with Strategic Directions/Adopted Plans

Progressive and Responsive

4. Legal or Policy Implications City of St. John’s Act

5. Engagement and Communications Considerations

N/A

6. Human Resource Implications N/A

7. Procurement Implications

N/A

8. Information Technology Implications N/A

9. Other Implications

N/A

Recommendation:

Staff has no objection to this initiative. Direction from Council is required

Prepared by: Elaine Henley, City Clerk

Approved by: Kevin Breen, City Manager

Attachments: N/A

City of St John’s PO Box 908 St John’s, NL Canada A1C 5M2 www stjohns ca

Title: 23 King’s Bridge Road Heritage Designation and Proposed Discretionary Heritage Use (Office)

Date Prepared: January 9, 2018

Report To: Committee of the Whole

Councillor and Role: Councillor Maggie Burton, Planning and Development Lead

Ward: 2 Decision/Direction Required: To seek approval to designate 23 King’s Bridge Road, Everton House, as a Heritage Building. Discussion – Background and Current Status: On December 29, 2017, a Decision Note respecting an application to designate 23 King’s Bridge Road as a Heritage Building was emailed to members of the Built Heritage Experts Panel. The Decision Note is attached for your reference. Members of the Panel were asked to vote on the Decision Note by email. A list of the e-votes are provided below.

E‐Poll, December 31, 2017 23 King’s Bridge Road

Recommend Heritage Status

Agree Disagree

Glenn Barnes X

Garnet Kindervater Abstention

Bruce Blackwood X

Matthew Mills X

Michael Philpot X

Lydia Lewycky X

Mark Whelan Based on the above, it is recommended that Council designate 23 King’s Bridge Road as a Heritage Building. Key Considerations/Implications:

1. Budget/Financial Implications: Not applicable.

2. Partners or Other Stakeholders: Applicant, citizens, and the City.


Decision/Direction Note Page 2 23 King’s Bridge Road

3. Alignment with Strategic Directions/Adopted Plans: Neighbourhoods Build our City – Maintain and position downtown as a distinct neighbourhood.

4. Legal or Policy Implications: Legal will be asked to undertake the development of a Heritage Designation By-law for 23 King’s Bridge Road for Council’s consideration.

5. Engagement and Communications Considerations: If Council designates this building as a Heritage Building, the discretionary use will be advertised and public notices sent to all properties within a 150 metre radius of the subject property. Any public submissions will be forwarded to Council for their consideration at a future meeting. A Public Meeting will not be required.

6. Human Resource Implications: Not applicable.

7. Procurement Implications: Not applicable.

8. Information Technology Implications: Not applicable.

9. Other Implications: Not applicable. Recommendation: It is recommended that Council designate 23 King’s Bridge Road as a Heritage Building by directing Legal to undertake a Designation By-law for Council’s consideration. Prepared by/Signature: Ann-Marie Cashin, MCIP – Planner III, Urban Design and Heritage Signature: Approved by/Date/Signature: Ken O’Brien, MCIP – Chief Municipal Planner Signature: AMC/dlm Attachments: Decision Note dated December 27, 2017

G:\Planning and Development\Planning\2018\COTW\COTW - 23 King's Bridge Road Jan 9 2018 (amc) docx

Decision/Direction Note Page 2 23 King’s Bridge Road Conversion to a lawyer’s office will primarily consist of interior renovations. At this time, the only exterior renovations proposed are repairs and maintenance as recommended in the home inspection, such as repairs to the roof and some rotting clapboard. In light of the above, it is recommended that Council proceeds to designate 23 King’s Bridge Road as a Heritage Building by directing legal to undertake a Designation By-law for Council’s consideration. Key Considerations/Implications:

1. Budget/Financial Implications: Not applicable.

2. Partners or Other Stakeholders: Applicant, citizens, and The City.

3. Alignment with Strategic Directions/Adopted Plans: Neighbourhoods Build Our City – Maintain and position downtown as a distinct neighbourhood.

4. Legal or Policy Implications: Legal will be asked to undertake the development of a Heritage Designation By-law for 23 King’s Bridge Road for Council’s consideration.

5. Engagement and Communications Considerations: If Council designates this building as a Heritage Building, the discretionary use will be advertised and public notices sent to all properties within a 150 metre radius of the subject property. Any public submissions will be forwarded to Council for their consideration at a future meeting. A Public Meeting will not be required.

6. Human Resource Implications: Not applicable.

7. Procurement Implications: Not applicable.

8. Information Technology Implications: Not applicable.

9. Other Implications: Not applicable. Recommendation: It is recommended that the BHEP recommend to Council to designate 23 King’s Bridge Road as a Heritage Building. Should Council wish to proceed with heritage designation, Council may direct Legal to undertake a Designation By-law for consideration.

Decision/Direction Note Page 3 23 King’s Bridge Road Prepared by/Signature: Ann-Marie Cashin, MCIP – Planner III, Urban Design and Heritage Signature: Approved by/Date/Signature: Ken O’Brien, MCIP – Chief Municipal Planner Signature: AMC/kab Attachments: Applicant’s Submission Location Plan Designation Criteria Review Draft Statement of Significance

Statement of Significance

23 King’s Bridge Road Description of Historic Place 23 King’s Bridge Road, Everton House, is a two and a half storey wooden dwelling located along the historic area of King’s Bridge Road in St. John’s, NL. The house was built between 1891 and 1892 and is an example of a Queen Anne Revival design. The designation is confined to the footprint of the building. Heritage Value 23 King’s Bridge Road has been designated because of its historical and aesthetic values. The property was purchased from the Imperial Government by John Bemister in 1891. Bemister had entered politics in 1855, and was appointed to the Cabinet as Receiver General in 1861, and Colonial Secretary in 1865. He retired from politics in 1870 and was appointed a Sheriff of the Northern District until 1891. Following his death in 1892, his daughter Hannah and her husband the Honourable Henry J.B. Woods inherited the house. Woods was a partner in the importing company John Woods & Sons, and later was elected to represent the district of Bay de Verde. He also held the positions of Hon. Secretary to the Board of Governors of the Methodist College and superintendent of the Sunday school at Cochrane Street Church. Hon. Henry J.B. and Hannah Woods are the grandparents of Harry Mews, long-time mayor of the City of St. John’s from 1949 to 1965. Aesthetically, 23 King’s Bridge Road is a great example of a Queen Anne Revival style home in St. John’s. Features of this style include: an asymmetric façade; a multi-gable roof with front facing gable; use of texture which includes narrow clapboard and a decorative gable; double bay windows, wooden single-hung windows and eave brackets. In 1995, architect Robert Mellin designed an extension to the home which doubled its size. The extension is complementary to the

building and includes a gable roof with dormers, and multi-pane storm windows, both of which are typical of this style. Source: Designated at a regular meeting of the St. John’s Municipal Council held __________________, Council Directive #_________________________. Character Defining Elements All elements that define the building's Queen Anne Revival design including:

- asymmetrical façade; - number of storeys; - front facing gable; - detailed textures; - narrow clapboard - two storey bay window; - double hung windows; - decorative gables; - eaves brackets; and - corbelled chimney.

Location and History

Community St. John's

Municipality City of St. John's

Civic Address 23 King’s Bridge Road

Construction 1891-1892

Builder Unknown

Style Queen Anne Revival

Building Plan Rectangular

Additional Photos:

Documents

3. Community Services & Events/ Lead – Councillor Jamie Korab · 2019. 1. 23. · 5 . Community Representative . 1. Devonne Ryan – December 2017 – November 2019 CARRIED UNANIMOUSLY