AGENDA
REGULAR COUNCIL MEETING

Monday, November 06, 2023

5:00 p.m. To Proceed In Camera, Reconvene Regular Council Meeting 7:00 p.m.

SHAW AUDITORIUM, VANCOUVER ISLAND CONFERENCE CENTRE

80 COMMERCIAL STREET, NANAIMO, BC

SCHEDULED RECESS AT 9:00 P.M.

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1.

CALL THE MEETING TO ORDER:

2.

PROCEDURAL MOTION:

That the meeting be closed to the public in order to deal with agenda items under the Community Charter:

Section 90(1) A part of the Council meeting may be closed to the public if the subject matter being considered relates to or is one or more of the following:

(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality;

(c) labour relations or other employee relations; 

(e) the acquisition, disposition or expropriation of land or improvements, if the Council considers that disclosure could reasonably be expected to harm the interests of the municipality;

(g) litigation or potential litigation affecting the municipality; and,

(n) the consideration of whether a Council meeting should be closed under a provision of this subsection or subsection (2).

3.

INTRODUCTION OF LATE ITEMS:

4.

APPROVAL OF THE AGENDA:

5.

ADOPTION OF THE MINUTES:

a.

Minutes

Minutes of the Regular Council Meeting held in the Shaw Auditorium, Vancouver Island Conference Centre, 80 Commercial Street, Nanaimo, BC, on Monday, 2023-OCT-16, at 4:30 p.m.

6.

MAYOR'S REPORT:

7.

RISE AND REPORT:

a.

Council Appointment to Design Advisory Panel 2024

During the 2023-OCT-16 In Camera Council Meeting, Council appointed Councillor Eastmure as the member and Councillor Perrino as the alternate to the Design Advisory Panel for a one-year term to expire on December 31, 2024.

8.

PRESENTATIONS:

a.

Public Works Association of BC 2023 Awards

Mayor Krog and Meryl Heinz, President, Public Works Association of BC, to present the Public Works Association of BC 2023 Awards.

9.

COMMITTEE MINUTES:

a.

Minutes

The minutes of the Governance and Priorities Committee Meeting held in the Shaw Auditorium, Vancouver Island Conference Center, 80 Commercial Street, Nanaimo, BC, on Monday, 2023-JUL-17 at 1:00 p.m.

b.

Minutes

The minutes of the Finance and Audit Committee Meeting held in the Shaw Auditorium, Vancouver Island Conference Center, 80 Commercial Street, Nanaimo, BC, on Wednesday, 2023-SEP-13 at 9:00 a.m.

c.

Minutes

The minutes of the Finance and Audit Committee Meeting held in the Shaw Auditorium, Vancouver Island Conference Center, 80 Commercial Street, Nanaimo, BC, on Wednesday, 2023-OCT-18 at 9:00 a.m.

d.

Minutes

The minutes of the Governance and Priorities Committee Meeting held in the Shaw Auditorium, Vancouver Island Conference Center, 80 Commercial Street, Nanaimo, BC, on Monday, 2023-OCT-23 at 1:01 p.m.

10.

CONSENT ITEMS:

a.

Finance and Audit Committee Meeting 2023-OCT-18

[Note:  A link to the 2023-OCT-18 Finance and Audit Committee agenda is attached for information.]

1.

2024 Project Contingency Allocation

That Council:

1. Direct Staff to add a $870,000 project contingency budget for 2024 to the 2024 – 2028 Provisional Financial Plan funded from 2023 surplus; and
2. Direct Staff to incorporate the new approach to project contingencies in future Financial Plans.

2.

British Columbia Social Procurement Initiative

That the Mayor, on behalf of Council, sign the British Columbia Social Procurement Initiative letter to be sent to the Province of BC in support of grant funding. 

3.

Debt Management Policy

That Council adopt the COU-234 Debt Management Policy as attached to the report titled “Debt Management Policy” dated 2023-OCT-18.

4.

Meal Program Funding Options

That Council:

1. Allocate $60,000 to extend the existing Breakfast Meal Program contract to 2023-DEC-31, funded by $52,880 from the Daytime Resource Centre project and $7,120 from the Strategic Infrastructure Reserve Fund; and,
2. Direct Staff to bring forward a report to Council in December 2023 with the outcome of the Reaching Home Designated Funding Program and the responses received from the Minister of Social Development and Poverty Reduction and the Minister of Housing.

b.

Governance and Priorities Committee Meeting 2023-OCT-23

[Note:  A link to the 2023-OCT-23 Governance and Priorities Committee agenda is attached for information.]

1.

Nanaimo 2023-24 Warming Centre Recommendations

That Council release a statement stating the City’s need and Council’s desire to advocate for funding and let service providers know of the need for warming centres.

2.

Public Safety Committee Terms of Reference

That Council adopt the Terms of Reference for a Public Safety Committee (as attached to the report dated 2023-OCT-23, titled "Public Safety Committee Terms of Reference") and direct staff to commence with advertising for membership. 

c.

Separately Addressed Consent Items

1.

Finance and Audit Committee Meeting 2023-OCT-18

1.

Growing Communities Fund Allocations

That Council allocate the Growing Communities Fund monies to:

1. Design Commercial Project $3,985,000
2. Maffeo Sutton Park Washrooms $3,000,000
3. Land Purchase – South End Community Centre $2,500,000
4. Westwood Lake Park Improvements - Phase 2 $1,180,000

[Note:  Staff are recommending that the resolution above be revised and separated into two motions as follows.]

That Council direct Staff to amend the 2023 – 2027 Financial Plan to allocate $3,985,000  from the Growing Communities Reserve Fund to increase the budget for Commercial Street Phase 1 in 2024 and accelerate Commercial Street Phase 2 - Skinner to Bastion, to 2024.

That Council direct Staff to allocate the Growing Communities Fund monies to the following projects as part of the 2024 – 2028 Financial Plan:

1. Maffeo Sutton Park Washrooms   $3,000,000
2. Land Purchase – South End Community Centre   $2,500,000
3. Westwood Lake Park Improvements - Phase 2   $1,180,000

11.

DELEGATIONS:

a.

Michael Bassili, Louis James, Caelen Middleton and Derek Menard re: Strong Towns Nanaimo

b.

Carolina Ibarra, Ian Scott, Kayla Lilledahl, Pacifica Housing re: Letter of Support from City of Nanaimo

12.

REPORTS:

a.

Nanaimo Fire and Rescue Medical Incident Cost Recovery

To be introduced by Tim Doyle, Fire Chief, Fire Rescue.

[Note:  To be distributed on the addendum]

b.

Development Variance Permit Application NO. DVP456 - 113 Pirates Lane

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

Purpose:  To present for Council’s consideration a development variance permit application to increase the maximum allowable principal building height to allow for a proposed addition to a single residential dwelling at 113 Pirates Lane.

It is requested that Council hear anyone wishing to speak with respect to Development Variance Permit Application No. DVP456 - 113 Pirates Lane.

Recommendation:  That Council issue Development Variance Permit No. DVP456 for a proposed addition to a single residential dwelling at 113 Pirates Lane with a variance as outlined in the “Proposed Variance” section of the Staff Report dated 2023-NOV-06.

c.

Development Permit Application No. DP1277 - 1588 Boundary Crescent

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

Purpose:  To present for Council’s consideration a development permit application for a mixed-use development at 1588 Boundary Crescent.

Recommendation:  That Council issue Development Permit No. DP1277 for a mixed-use development at 1588 Boundary Crescent with variances as outlined in the “Proposed Variances” section of the Staff Report dated 2023-NOV-06.

d.

Development Permit Application No. DP1300 - 3612 Island Highway North

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

Purpose:  To present for Council’s consideration a development permit application for an automobile sales and service development at 3612 Island Highway North.

Recommendation:  That Council issue Development Permit No. DP1300 for an automobile sales and service development at 3612 Island Highway North with variances as outlined in the “Proposed Variances” section of the Staff Report dated 2023-NOV-06.

e.

Development Permit Application No. DP1305 - 4745 Ledgerwood Road

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

Purpose:  To present for Council’s consideration a development permit amendment application for overheight retaining walls at 4745 Ledgerwood Road. 

Recommendation:  That Council issue Development Permit No. DP1305 for overheight retaining walls at 4745 Ledgerwood Road with variances as outlined in the “Proposed Variances” section of the Staff Report dated 2023-NOV-06.

f.

Rezoning Application No. RA483 - 2265 Ashlee Road

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

Purpose:  To present Council with an application to rezone a portion of 2265 Ashlee Road from Single Dwelling Residential (R1A) to Duplex Residential (R4) to facilitate a duplex in conjunction with a proposed subdivision.

Recommendation:  That:

1. “Zoning Amendment Bylaw 2023 No. 4500.217” (to rezone 2265 Ashlee Road from Single Dwelling Residential [R1A] to Duplex Residential [R4]) pass first reading;
2. “Zoning Amendment Bylaw 2023 No. 4500.217” pass second reading; and,
3. Council direct Staff to secure the conditions related to “Zoning Amendment Bylaw 2023 No. 4500.217” as outlined in the “Conditions of Rezoning” section of the Staff Report dated 2023-NOV-06 should Council support the bylaw at third reading.

13.

BYLAWS:

a.

"Highway Closure Dedication Removal of Melideo Road and a Portion of Old Victoria Road Bylaw 2023 No 7367"

That “Highway Closure and Dedication Removal Bylaw 2023 No. 7367” (to provide for highway closure and dedication removal of a portion of Melideo Road and portion of Old Victoria Road adjacent to 1044 and 1048 Old Victoria Road) pass third reading.

b.

"Harewood Centennial Turf Fields Reserve Fund Bylaw 2023 No. 7369"

That “Harewood Centennial Turf Fields Reserve Fund Bylaw 2023 No. 7369” (To establish a Harewood Centennial Turf Fields Reserve Fund) be adopted. 

14.

NOTICE OF MOTION:

15.

OTHER BUSINESS:

16.

QUESTION PERIOD:

17.

ADJOURNMENT: