AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, February 19, 2020 at 9:00 A.m. - 12:00 P.m.

Board Room, Service and Resource Centre,

411 Dunsmuir Street, Nanaimo, BC

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1.

CALL THE MEETING OF THE FINANCE AND AUDIT COMMITTEE TO ORDER:

2.

INTRODUCTION OF LATE ITEMS:

3.

ADOPTION OF AGENDA:

4.

ADOPTION OF MINUTES:

a.

Minutes

Minutes of the Special Finance and Audit Committee Meeting held in the Boardroom, Service and Resource Centre, 411 Dunsmuir Street, Nanaimo, BC, on Monday, 2019-DEC-09, at 3:43 p.m.

b.

Minutes

Minutes of the Finance and Audit Committee Meeting held in the Boardroom, Service and Resource Centre, 411 Dunsmuir Street, Nanaimo, BC, on Wednesday, 2019-DEC-18, at 9:00 a.m.

5.

PRESENTATIONS:

6.

DELEGATIONS:

7.

REPORTS:

a.

Emergency Preparedness Mobile App Host Community Grant

To be introduced by Shelley Legin, General Manager, Corporate Services.

Purpose:  To advise Council of the Host Community role the City of Nanaimo will play in administering an $11,000 grant from the UBC Community-University Engagement Support (CUES) Fund.

b.

Community Program Development Grant - Nanaimo Science and Sustainability Society (NS3)

To be introduced by Richard Harding, General Manager, Parks, Recreation and Culture.

Purpose:  To obtain Council approval of a request for a Community Program Development Grant.

Recommendation:  That the Finance and Audit Committee recommend that Council approve the request from the Nanaimo Science and Sustainability Society (NS3) for a Community Program Development Grant in the amount of $3,000 to assist in funding a Science in the Park summer program for children and families.

c.

Next Phase for Nanaimo Art Gallery Development and Implementation

To be introduced by Richard Harding, General Manager, Parks, Recreation and Culture. 

Purpose:  To provide Council with the history of the approved phased development of the Nanaimo Art Gallery at 150 Commercial Street and obtain direction from Council on proceeding to the next phase of implementation.

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

1. Direct Staff to work with the Nanaimo Art Gallery on moving forward with the next phase of the Nanaimo Art Gallery development process and return with options that may include an updated co-management agreement; and,
2. Direct Staff to include funding options that address the next phase of Art Gallery Development and Operations for Council’s consideration in the 2021-2025 budget deliberations.  

d.

Rotary Centennial Garden Project Update

To be introduced by Richard Harding, General Manager, Parks, Recreation and Culture.

Purpose:  To provide an update to Council regarding the Rotary Centennial Garden Project proposed at Maffeo Sutton Park and to obtain direction from Council to fund a shortfall for the overall cost of the project.

Recommendation:  That the Finance and Audit Committee recommend that Council approve adding $186,120 to the 2020 budget for the Rotary Centennial Garden Project at Maffeo Sutton Park to be funded by the Strategic Infrastructure Reserve.

e.

Beban Complex: 2019 Project Cancellation

To be introduced by Richard Harding, General Manager, Parks, Recreation and Culture.

Purpose:  To inform Council of the cancellation of a 2019 project to re-paint the metal siding at the Beban Complex, including the pool, arena and social centre buildings.

f.

Parks, Recreation and Culture Fees and Charges Policy Update for September 2020 to August 2024

To be introduced by Richard Harding, General Manager, Parks, Recreation and Cutlure.

Purpose:  To present proposed changes to update the Parks, Recreation and Culture Fees and Charges policy for the next four years as a draft and to provide time for review by the Finance & Audit Committee.  A report recommending changes will be presented at the 2020-MAR-18 Finance & Audit Committee meeting.

g.

Funding for Overdose Emergency Response Conference

To be introduced by Dale Lindsay, General Manager, Development Services.

Purpose:  To obtain Council approval to dispense the $200,000 received from the Ministry of Mental Health and Addictions in 2019 to the British Columbia Patient Safety & Quality Council for the purpose of hosting an Overdose Emergency Response Centre Conference in Nanaimo in 2020.

Recommendation:  That the Finance and Audit Committee recommend that Council direct Staff to dispense $200,000 received from the Ministry of Mental Health and Addictions to the British Columbia Patient Safety & Quality Council for the purpose of hosting a provincial Overdose Emergency Response Centre Conference in Nanaimo in 2020.

h.

British Columbia Poverty Reduction Grant Application

To be introduced by Dale Lindsay, General Manager, Development Services.

Purpose:  To provide the Finance and Audit Committee with information and request direction regarding an invitation to partner with the Regional District of Nanaimo (RDN) on a grant application to the Union of British Columbia Municipalities (UBCM) Poverty Reduction Planning and Action Program to conduct a regional Social Needs Assessment and Strategy.

Recommendation:  That the Finance and Audit Committee recommend that Council adopt the following resolution:

“That the City of Nanaimo supports the Regional District of Nanaimo as the primary applicant to the UBCM Poverty Reduction Planning and Action grant program for a Social Needs Assessment and Strategy and supports the Regional District of Nanaimo to receive and manage the grant funding on its behalf”.

i.

Sponsorship Policy and Program Development

To be introduced by Laura Mercer, Director, Finance. 

Purpose:  To provide the Finance and Audit Committee with options relating to the creation of a sponsorship policy and strategic plan.

Recommendation:  That the Finance and Audit Committee recommend that Council take a three (3) phase approach to creating a sponsorship policy and strategic plan as follows:

• Phase 1 – Issue a Request For Proposals to:

         - Conduct a feasibility study/inventory asset valuation

• Phase 2 – Issue a Request For Proposals to:

         - Develop or update sponsorship/advertising/naming policy

         - Develop sponsorship strategic plan

• Phase 3 – Implement sponsorship program

j.

CleanBC Better Homes Rebate Program

To be introduced by Dale Lindsay, General Manager, Development Services.

Purpose:  To obtain Council approval to participate in the CleanBC Better Homes Rebate Program.

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

1. Direct Staff to coordinate with the Province of BC and participate in the CleanBC Better Homes Rebate Program; and,
2. Direct Staff to add $100,000 to the 2020-2024 Financial Plan for the participation in the Province of BC CleanBC Better Homes Rebate Program with funding coming from the Emissions Reduction Reserve Fund.

k.

Closed Circuit Television Video Equipment and Camera Van

To be introduced by Bill Sims, General Manager, Engineering and Public Works.

Purpose:  To obtain Council’s approval to allocate additional funding from the Sewer Reserve to fund replacement purchase of a Closed Circuit Television Video Equipment and Camera Van.

Recommendation:  That the Finance and Audit Committee recommend that Council approve increasing the budget for the Closed Circuit Television Video Equipment and Camera Van by $214,458, funded from the Sewer Reserve.

8.

OTHER BUSINESS:

9.

QUESTION PERIOD:

10.

ADJOURNMENT: