AGENDA

FINANCE AND AUDIT COMMITTEE MEETING

Meeting #:
Date:	Wednesday, September 18, 2019 at 9:00 A.m. - 12:00 P.m.
Location:	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 Finance and Audit Committee Meeting held in the Boardroom, Service and Resource Centre, 411 Dunsmuir Street, Nanaimo, BC, on Wednesday, 2019-JUL-17, at 9:00 a.m.

5.

PRESENTATIONS:

6.

DELEGATIONS:

a.

Delegation from Chris Beaton, Executive Director, Nanaimo Aboriginal Centre and Snuneymuxw First Nations, requesting financial support for Tribal Journey 2020

7.

REPORTS:

a.

Central Island Emergency Services Communications Partnership Funding

To be introduced by Karen Fry, Fire Chief.

Purpose:  To secure the funding to upgrade critical emergency communication radio equipment.

Recommendation:  That the Finance and Audit Committee recommend that Council approve the 900Mhz link system and allocate $30,000 from the E911 Reserve.

b.

Hammond Bay Road Widening and Utility Improvements Project

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

Purpose:  To advise the Finance and Audit Committee of an increase to the budget for the Hammond Bay Road Widening and Utility Improvements project and obtain Council approval to allocate additional funding from the Development Cost Charge Road Reserve to the project.

Recommendation:  That the Finance and Audit Committee recommend that Council approve the addition of $195,107 from the Development Cost Charge (DCC) Roads Reserve for the Hammond Bay Road Widening and Utility Improvements Project.

c.

Harewood Youth Park

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

Purpose:  To obtain Finance and Audit Committee approval to move Phase 2 of the Harewood Youth Park Project from 2021 to 2020.

Recommendation:  That the Finance and Audit Committee recommend that Council direct staff to amend the 2019 – 2023 financial plan to accelerate Phase 2 of the Harewood Youth Park project to 2020 so that Phase 1 and Phase 2 can be constructed concurrently in 2020.

d.

Additional Refuse Collection Fleet

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

Purpose:  To obtain Council’s approval to proceed with the purchase of two used refuse collection vehicles and expand the number of collection routes effective December 1, 2019.

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

1. The purchase of two used refuse collection trucks for the purposes of adding one spare unit to the fleet for maintenance reasons and putting one additional collection vehicle in service in order to reduce route sizes; and,
2. Accelerating the start date of the additional Refuse Collector from January 2020 to December 1, 2019.

e.

Consideration of New Permissive Tax Exemption Applications

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To obtain Council approval regarding the new permissive tax exemption application received for a property to be exempt from 2020 property taxes.

Recommendation:  That the Finance and Audit Committee recommend that Council award a Permissive Tax Exemption for the 2020 tax year to the Canadian Mental Health Association Mid-Island for property that is being leased (lower level) at 290 Bastion Street.

f.

One Time Bonus Gas Tax Payment

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To obtain Council’s approval to use the one time bonus Gas Tax payment to fund the Metral Drive Complete Streets Phase 2 project.

Recommendation:  That the Finance and Audit Committee recommend that Council use the one-time bonus Gas Tax payment to fund the Metral Drive Complete Streets Phase 2 project.

g.

Capital Project Results for the Six Months Ending 2019-JUN-30

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present the Finance and Audit Committee with a summary of the capital project results for the six months ending 2019-JUN-30.

h.

Council Expenses For The Six Months Ending 2019-JUN-30

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present the Finance and Audit Committee with a summary of Council expenses for the six months ending 2019-JUN-30.

i.

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

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To provide information in compliance with the City’s Procurement Policy (03‑1200‑01) regarding single and sole source purchases, awards in excess of $250K and policy non‑compliance.

j.

Operating Results for the Six Months Ending 2019-JUN-30

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present the Finance and Audit Committee with a summary of the operating results for the six months ending 2019-JUN-30.

8.

OTHER BUSINESS:

9.

QUESTION PERIOD:

10.

ADJOURNMENT: