AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, December 13, 2023

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

SHAW AUDITORIUM, VANCOUVER ISLAND CONFERENCE CENTRE

80 COMMERCIAL STREET, NANAIMO, BC

SCHEDULED RECESS FOR 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.

PROCEDURAL MOTION

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

Section 90(1) 

(l) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under Section 98 [annual municipal report]; and,

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

5.

ADOPTION OF MINUTES:

a.

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-NOV-15 at 8:59 a.m.

6.

PRESENTATIONS:

a.

KPMG Pre-Audit Presentation

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

Presentation:

1. Liette Bates-Eamer, Chartered Professional Accountant, KPMG

7.

DELEGATIONS:

8.

REPORTS:

a.

Financial Results for the Nine Months Ending 2023-SEP-30

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

Purpose:  To present the Finance and Audit Committee with a summary of the financial results for the nine months ending 2023-SEP-30.

b.

Council Expenses for the Nine Months Ending 2023-SEP-30

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

Purpose:  To present the Finance and Audit Committee with a summary of Council expenses for the nine months ending 2023-SEP-30. 

c.

Quarterly Purchasing Report (Single and Sole Source, Purchases in Excess of $250,000 and Instances of Non-Compliance Purchases)

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 policy non‑compliance for the period 2023-JUL-01 to 2023-SEP-30.

d.

Neighbourhood Association Grants 2024

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

Purpose:  To present to the Finance and Audit Committee the recommended Neighbourhood Association Grant allocations for 2024.

Recommendation:  That the Finance and Audit Committee recommend that Council approve a total of $10,000, in accordance with the 2024 Neighbourhood Association Grant Guidelines and Criteria as attached, and that the grant allocations be as follows:

Brechin Hill Community Association - $800

Chase River Community Association - $920

Departure Bay Neighbourhood Association - $920

Dover Community Association - $920

Nanaimo Old City Association - $920

Newcastle Community Association - $920

Protection Island Neighbourhood Association - $920

Rock City Neighbourhood Association - $920

Rocky Point Neighbourhood Association - $920

South End Community Association - $920

Wellington Action Committee - $920

e.

Shower Program Review

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

Purpose:  To provide the Finance and Audit Committee with a review of shower services being provided for unhoused or precariously housed individuals in Nanaimo, including City of Nanaimo funded initiatives, and to provide options to expand, maintain, or transition out of providing funds to shower services in the city.

Recommendation:  That the Finance and Audit Committee recommend that Council direct Staff to maintain shower services as follows:

1. Increase the 2024 budget by $16,450, from $81,300 to $97,750, to be funded by the Strategic Infrastructure Reserve Fund to provide one additional hour of Shower Program services daily, Monday to Friday;
2. Add a project of $25,000 to the 2024 budget to undertake building improvements to allow for further temporary use at Caledonia Park, funded from the Strategic Infrastructure Reserve Fund;
3. Encourage the First Unitarian Fellowship to promote the City’s Leisure Economic Access Pass program to eligible Shower Program users;
4. Work with community partners over the long term to ensure that shower services are provided as part of a suite of services within new and existing shelters, daytime drop-in centres, and other community support services allowing the City to return the Caledonia Park building to its originally intended use; and,
5. Return to Council in the fall 2024 to provide an update on the Shower Program and any alternative solutions to replace the program at Caledonia Park.

f.

Community Environmental Sustainability Project Grant

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

Purpose:  To present to the Finance and Audit Committee the recommended Community Environmental Sustainability Project Grant allocations for 2024.

Recommendation:  That the Finance and Audit Committee recommends that Council approve a total of $20,000, in accordance with the Community Environmental Sustainability Project Grant Guidelines and Criteria as attached, and that the grant allocations be as follows:

Alex King – SD68 Departure Bay Elementary School - $3,100

• Project:  Learning in Place – Wardropper Park Restoration Project

Amie Armet – Rocky Point Neighbourhood Association - $2,000

• Project:  Greening Rocky Point Private Yard Tree Planting and Climate Action  Workshop

Anni Thesan – Youth 20/20 Can - $2,000

• Project:  Beaufort Park Native Plant Garden

Joanne Sales – Broombusters Invasive Plant Society - $2,000

• Project:  Nanaimo Parkway Broom Removal Project 2024

Lee Sanmiya – Nanaimo Community Gardens Society - $3,500

• Project:  Community Engagement Project

Minah Lee – Art Action Earwig - $3,000

• Project:  Love Tooth Nest 

Shelley Serebin – Nanaimo Old City Neighbourhood Association - $1,400

• Project:  Shelley Serebrin’s Climate Action Plan Project

Matthew Stephens – Snuneymuxw First Nation - $3,000

• Project:  SFN Transitional Housing Community Garden

g.

Social Planning Grants 2024

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

Purpose:  To present to the Finance and Audit Committee the recommended Social Planning Grant allocations for 2024.

Recommendation:  That the Finance and Audit Committee recommend that Council approve a total of $85,000, in accordance with the Social Planning Grant Guidelines and Criteria as attached, and that the grant allocations be as follows:

a. 2024 Community Vitality Grants – Total $25,000

• Growing Opportunities Farm Community Co-op - $4,000
• Project: Seniors & Youth Growing Seedlings
• Nanaimo Community Kitchens - $6,000
• Project: Cooking out of the Box for Youth
• Spinal Cord Injury Society - $5,000
• Project: Peer Support and Outdoor Inclusion for People with spinal cord injuries in Nanaimo
• Mid Island Métis Nation - $10,000
• Project: Métis Cultural Food Share

b. 2024 Social Response Grants – Total $60,000

• Wisteria Community Association - $30,000
• Project: Food for Thought
• The Literacy Circle Society - $30,000
• Project: The Literacy Circle – Learning for Life

h.

Cultural Operating, Project and Downtown Event Revitalization Grants 2024 - Funding Recommendations

To be introduced by Richard Harding, Community Services/Deputy CAO

Purpose:  To recommend Council’s approval of the 2024 Culture & Event grant funds (Operating and Project) to support the activities of non-profit culture and heritage organizations.

Recommendation:  That the Finance & Audit Committee recommend that Council approve 2024 Cultural Grant Funding (Operating and Project) recommendations of $366,427 as follows;

2024 Culture Operating & Project Grants

Applicant Name: Crimson Coast Dance Society

• Recommended: 3 Yr Operating (Year 2 of 3) $30,732

Applicant Name: Nanaimo Conservatory of Music

• Recommended: 3 Yr Operating (Year 2 of 3) $20,000

Applicant Name: Nanaimo Festival Heritage Theatre Society (Theatre One)

• Recommended: 3 Yr Operating (Year 2 of 3) $49,000

Applicant Name: Pacific Coast Stage Company

• Recommended: 3 Yr Operating (Year 2 of 3) $16,500

Applicant Name: Vancouver Island Symphony

• Recommended: 3 Yr Operating (Year 2 of 3) $100,000

Applicant Name: Western Edge Theatre

• Recommended: 3 Yr Operating (Year 2 of 3) $20,000

Applicant Name: 8758999 Canada Society dba Artists’ Collective Theatre

• Recommended: 1 Yr Operating $4,000

Applicant Name: A Capella Plus Choral Society

• Recommended: 1 Yr Operating $2,000

Applicant Name: Island Bel Canto Singers Society

• Recommended: 1 Yr Operating $2,538

Applicant Name: L’Association des francophones de Nanaimo

• Recommended: 1 Yr Operating $9,500

Applicant Name: Loyal Nanaimo Bathtub Society

• Recommended: 1 Yr Operating $5,000

Applicant Name: Malaspina Choir Society

• Recommended: 1 Yr Operating $3,000

Applicant Name: Mid Island Community Bands Society

• Recommended: 1 Yr Operating $1,250

Applicant Name: Mid Island Metis Nation Association

• Recommended: 1 Yr Operating $9,500

Applicant Name: Nanaimo African Heritage Society

• Recommended: 1 Yr Operating $8,000

Applicant Name: Nanaimo Arts Council

• Recommended: 1 Yr Operating $15,000

Applicant Name: Nanaimo Chapter of the SPEBSQSA (Nanaimo Tidesmen)

• Recommended: 1 Yr Operating $3,000

Applicant Name: Nanaimo Concert Band Society

• Recommended: 1 Yr Operating $2,000

Applicant Name: Nanaimo Fiddle Society

• Recommended: 1 Yr Operating $7,500

Applicant Name: Nanaimo International Jazz Festival Association

• Recommended: 1 Yr Operating $8,000

Applicant Name: Vancouver Island Short Film Festival Society

• Recommended: 1Yr Operating $5,500

Applicant Name: Crimson Coast Dance Society

• Project Name: DanceABLE

Recommended: Project $4,000

• Applicant Name: Literacy Central Vancouver Island

Project Name: Local Author’s Evening Workshops

• Recommended: Project $640.66

Applicant Name: Nanaimo African Heritage Society

• Project Name: Black History Month & Children’s Event
• Recommended: Project $5,000

Applicant Name: Nanaimo Ballroom Dance Society

• Project Name: Island Fantasy Ball Showcase and Competition
• Recommended: Project $5,000

Applicant Name: Nanaimo Chamber Orchestra

• Project Name: Orchestra 2023/ 2024 Program Season
• Recommended: Project $2,300

Applicant Name: Nanaimo Conservatory of Music

• Project Name: Island Notes Chamber Music Festival
• Recommended: Project $1,800

Applicant Name: Nanaimo Festival Heritage Theatre Company

• Project Name: TheatreOne
• Recommended: Project $7,000

Applicant Name: Nanaimo Fiddle Society

• Project Name: West Coast Youth Fiddle Summit
• Recommended: Project $3,000

Applicant Name: Nanaimo Sings! Choral Festival Society

• Project Name: Singing With Your Ears
• Recommended: Project $1,500

Applicant Name: Nanaimo Ukulele Festival Society

• Project Name: Nanaimo Ukulele Festival
• Recommended: Project $1,000

Applicant Name: One in Spirit Healing Arts Society

• Project Name: Multicultural Festival
• Recommended: Project $1,864.34

Applicant Name: Pacific Coast Stage Company

• Project Name: The Flame Youth Storytelling Event
• Recommended: Project $3,000

Applicant Name: Vancouver Island Short Film Festival Society

• Project Name: Youth Showcase
• Recommended: Project $1,265

Applicant Name: Western Edge Theatre

• Project Name: New Waves Festival
• Recommended: Project $3,000

Applicant Name: Wordstorm Society of the Arts

• Project Name: Resource Development
• Recommended: Project $1,500

Applicant Name: Reconciliation Theatre

• Project Name: Writer’s Workshop
• Recommended: Project $2,537

9.

OTHER BUSINESS:

10.

QUESTION PERIOD:

11.

ADJOURNMENT: