AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, October 16, 2024

9:00 A.m. - 12:00 P.m.

SHAW AUDITORIUM, VANCOUVER ISLAND CONFERENCE CENTRE

80 COMMERCIAL STREET, NANAIMO, BC

SCHEDULED RECESS AT 10:30 A.M.

---

1.

CALL THE MEETING TO ORDER:

[Note:  This meeting will be live streamed and video recorded for the public.]

2.

INTRODUCTION OF LATE ITEMS:

3.

ADOPTION OF AGENDA:

4.

ADOPTION OF MINUTES:

a.

Minutes

Minutes of the Finance and Audit Committee Meeting held in the Shaw Auditorium, Vancouver Island Conference Centre, 80 Commercial Street, Nanaimo, BC, on Wednesday, 2024-SEP-25, at 9:00 a.m.

5.

PRESENTATIONS:

6.

DELEGATIONS:

7.

REPORTS:

a.

Nanaimo Restorative Justice Program Overview

To be introduced by Richard Harding, General Manager, Community Services/Deputy Chief Administrative Officer.

Purpose:  To present the Finance and Audit Committee with an overview and update of the Nanaimo Restorative Justice Program and to obtain Council approval for increased annual funding starting in 2025.

Presentation:

1. Andrew Ferguson, Executive Director, and Kluane Buser-Rivet and Randi Manz, Program Managers, Nanaimo's Restorative Justice Program. 

Recommendation:  That the Finance and Audit Committee recommend that Council:

1. Add increasing the annual operating grant from $50,000 to $85,000 in 2025, for the Nanaimo Restorative Justice Program, as a decision point to the 2025 budget deliberations for Council’s consideration; and,  
2. Refer the report to a future Public Safety Committee Meeting.

b.

Neighbourhood Association Grant Program

To be introduced by Jeremy Holm, Director, Planning and Development.

Purpose:  To present recommended changes to the Neighbourhood Association Grant Program, including streamlining the process and increasing the annual program budget to ensure funding aligns with anticipated needs.

Recommendation:  That the Finance and Audit Committee recommend that Council:

1. Add a decision point for Council consideration to the 2025 budget deliberations to increase the annual Neighbourhood Association Grant Program budget from $10,000 to $20,000 starting in 2025;
2. Allow annual grant totals to exceed $1,000 per neighbourhood association; and,
3. Delegate annual grant approvals to the Director of Planning and Development for recognized neighbourhood associations when grant criteria is respected.

c.

Tourism Nanaimo Funding Request

To be introduced by Laura Mercer, General Manager, Corporate Services.

Purpose:  To provide the Finance and Audit Committee with information relating to the 2024 funding of a new Tourism Nanaimo Staff position.

Recommendation:  That the Finance and Audit Committee recommend that Council provide Tourism Nanaimo with an additional $29,000 in grant funding for 2024 only to fund a new Sport Tourism Coordinator position.

d.

Quarterly Budget Transfer Report

To be introduced by Laura Mercer, General Manager, Corporate Services.

Purpose:  To advise the Finance and Audit Committee of any budget transfers requiring disclosure for the period 2024-JUL-01 to 2024-SEPT-30.

e.

Quarterly Purchasing Report (Single and Sole Source, Purchases in Excess of $250,000 and Instances of Exceptions to Trade Agreements)

To be introduced by Laura Mercer, General Manager, Corporate Services.

Purpose:  To provide information in compliance with the City’s Procurement Policy (COU-209) regarding single and sole source purchases, awards in excess of $250,000 and reporting of instances of exceptions to Trade Agreements for the period 2024-JUL-01 to 2024-SEP-30.

f.

Consideration of Other Grants - September 2024 Intake

To be introduced by Laura Mercer, General Manager, Corporate Services.

Purpose:  To present the applications received for the September 2024 intake of the Other Grants Program for consideration at the Finance and Audit Committee.

Recommendation:  That the Finance and Audit Committee recommend that Council:

1. Award an Other Grant under the Capital Projects category for $4,000 to the Nanaimo Lodge No. 1052 – Loyal Order of Moose for the replacement of the HVAC system at 1359 Cranberry Avenue.
2. Deny an Other Grant to Vancouver Island University to support the upcoming Vancouver Island Leadership Conference, but direct Staff to provide information to Vancouver Island University with regard to other potential event funding sources.

g.

Permissive Tax Exemption Cash Grant Request

To be introduced by Laura Mercer, General Manager, Corporate Services.

Purpose:  To present a request for a permissive tax exemption cash grant for 2024.

Recommendation:  That the Finance and Audit Committee recommend that Council deny a permissive tax exemption cash grant to the Connective Support Society Nanaimo for the 2024 property taxation year. 

h.

2025 Project Contingency

To be introduced by Laura Mercer, General Manager, Corporate Services.

Purpose:  To request a 2025 general fund project contingency for the 2025 – 2029 Financial Plan.

Recommendation:  That the Finance and Audit Committee recommend that Council direct staff to add a $890,000 general fund project contingency budget for 2025 to the 2025 – 2029 Provisional Financial Plan funded from 2024 surplus.

i.

Japanese Canadian Legacies Legacy Community Projects Fund

To be introduced by Laura Mercer, General Manager, Corporate Services.

Purpose:  To advise the Finance and Audit Committee that the City intends to submit a grant application requesting $500,000 in funding from the Japanese Canadian Legacies Legacy Community Project Fund. 

8.

OTHER BUSINESS:

9.

QUESTION PERIOD:

10.

ADJOURNMENT: