Ratification of E-Polls:
Sometimes, City Council needs to make decisions quickly—before the next regular meeting. When that happens, members can vote electronically. This is called an E-Poll. At the next official council meeting, those decisions are brought forward and formally approved, or ratified, to make them part of the official public record.
Council ratified the following e-poll at the meeting:
Rose Bowl Award
Council was asked to approve the renewal and continuation of the City’s sponsorship of the Kiwanis Music Festival Senior Instrumental Rose Bowl Award through 2029.
The City has sponsored the festival’s top award since 2003, supporting an event that has contributed to St. John’s vibrant musical community since 1952. The annual sponsorship cost is $1,500.
Decision: Approved unanimously.
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Privacy Management Audit
Council was asked to approve the Privacy Management audit report and management’s associated action plans.
The audit, completed by the Office of the City Internal Auditor, reviewed the City’s Access to Information and Protection of Privacy (ATIPP) processes to ensure compliance with provincial legislation and internal policy. Overall, the audit found that the City has effective privacy practices in place, including a strong policy framework, clearly defined roles, dedicated privacy staff, and mandatory employee training.
The report also identified opportunities for improvement, including strengthening Privacy Impact Assessment processes, completing and publishing a Personal Information Inventory, and clarifying responsibility for the records safeguard plan. These actions will further support the City’s efforts to protect personal information and meet its obligations under the legislation.
Decision: Approved unanimously.
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St. John’s Heritage Strategic Plan 2026-2036
Council was asked to approve the St. John’s Heritage Strategic Plan 2026–2036.
Public consultation on the draft plan took place in June 2025 and feedback was generally positive, with suggestions related to built heritage inventories, demolition notification, adaptive reuse, heritage tourism, collaboration with agencies such as Parks Canada and Heritage NL, and additional funding for heritage grants.
Based on the feedback, several updates were incorporated into the plan, including clarifying alignment with the City’s Strategic Plan, adding references to natural heritage, strengthening conservation language, and identifying new actions. New initiatives include partnering with Heritage NL on a built heritage inventory, reviewing standards for federal districts, preparing a management plan for the St. John’s Ecclesiastical District, creating a laneway inventory, and adding provincially and federally designated sites to the City’s Neighbourhood Profile map.
Some suggestions were not included as they fall outside the City’s authority or the scope of the plan. If approved, implementation will begin in 2026, with initiatives and associated costs brought forward annually through the regular budget process.
Decision: Approved unanimously.
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2025 Municipal General Election Report and Recommendations
Council was asked to approve the recommendations in the 2025 Municipal General Election Report.
The 2025 municipal election was conducted by vote-by-mail, but the process faced significant challenges, including a national postal strike that disrupted mail delivery and created operational difficulties. Issues with the voters list (such as incorrect or duplicate information) also complicated the election process. Post-election debriefs identified areas for reform and improvement.
The report recommends creating a staff-led Election Reform Working Group to modernize and strengthen election processes based on lessons learned and stakeholder feedback. The group would review voting models, including whether to discontinue vote-by-mail or retain it with mandatory registration, and report back to Council with recommendations by June 30, 2028.
Decision: Approved unanimously.
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2026 Civic Improvement Assessment Rates
Council was asked to set the 2026 assessment rates for civic improvements, as required under the City’s Assessment Policy.
Assessment rates are calculated annually by applying an adjustment factor to established base rates to reflect changes in construction costs. The 2026 rates reflect updated construction pricing and include increases across services such as watermain, sanitary and storm sewer, water and sewer services (including commercial services), street improvements, new streets, sidewalks, and rural street upgrading.
Decision: Approved unanimously.
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Travel Authorization: 2026 MNL Municipal Symposium, Gander, NL
Council was asked to approve travel for Councillor Ryall, Councillor Hammond, and Councillor Cadigan to attend the 2026 Municipalities Newfoundland and Labrador (MNL) Municipal Symposium in Gander from May 7–9, 2026.
The symposium, held at the Quality Hotel and Suites in Gander, focuses on best practices and professional development in the municipal sector, along with updates from key partners and networking opportunities for municipal leaders.
Decision: Approved unanimously.
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Permits Issued
Council was provided with a list of Development Permits and Building Permits issued since the last council meeting for their information.
Weekly Payment Vouchers
Council approved the weekly payment vouchers for the weeks ending February 11 and February 18.
Pink Shirt Day - 
