AGENDA

SPECIAL FINANCE AND AUDIT COMMITTEE MEETING

Meeting #:
Date:	Wednesday, November 13, 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 SPECIAL FINANCE AND AUDIT COMMITTEE MEETING 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-OCT-16 at 9:00 a.m.

b.

Minutes

Minutes of the Special Finance and Audit Committee Meeting held in the Shaw Auditorium, Vancouver Island Conference Centre, 80 Commercial Street, Nanaimo, BC, on Monday, 2019-OCT-21 at 4:30 p.m.

5.

PRESENTATIONS:

a.

Brent Baroots, President and CEO, Partnership Goup, Sponsorship Specialists, re:  Sponsorship

To be introduced by Jake Rudolph, Chief Administrative Officer.

b.

Dave Witty, President, Vancouver Island Symphony, and Margot Holmes, CEO, Vancouver Island Symphony, requesting funding for Vancouver Island Symphony

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

6.

REPORTS:

a.

2020 Finance and Audit Committee Key Date Calendar

To be introduced by Sheila Gurrie, Director, Legislative Services.

Purpose:  To provide for the Finance and Audit Committee’s consideration, the draft 2020 key date calendar.

Recommendation:  That the Finance and Audit Committee recommend that Council approve the 2020 Finance and Audit Committee Key Date Calendar.

b.

Nanaimo BMX Track Redevelopment Design

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

Purpose:  To provide more background information for a proposed BMX track redevelopment at the Marie Davidson BMX Park located at Beban Park and obtain Council approval to proceed with detailed design in collaboration with Nanaimo BMX Association and other community stakeholders.

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

1. consider funding of $35,000, during the 2020 - 2024 Financial Plan review, for detailed design and cost estimates for the Nanaimo BMX track redevelopment; and,
2. direct staff to work with Nanaimo BMX Association and other stakeholders on the development of detailed design and costing for the project.

c.

Emergency Medical Responder

To be introduced by Karen Fry, Fire Chief.

Purpose:  To gain Council’s support to raise the licensing level of Nanaimo fire fighters from First Responder to Emergency Medical Responder.

Presentation:

1. Karen Fry, Fire Chief

Recommendation:  That the Finance and Audit Committee recommend to Council an increase to the Nanaimo Fire Rescue training budget of $66,750 in the first year (2020) and $60,000 for the following five years (2021-2025) to raise the service level to Emergency Medical Responder (EMR).

d.

Heritage Home Grant Application - 911 Wentworth Street

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

Purpose:  To obtain Council approval for a Heritage Home Grant for the Ivers/Honey Residence located at 911 Wentworth Street.

Recommendation:  That the Finance & Audit Committee recommend that Council approve a $2,500 Heritage Home Grant for reroofing the Ivers/Honey Residence located at 911 Wentworth Street.

e.

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 $250,000 and policy non-compliance.

f.

Procurement Policy Review

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To provide Council with information with respect to the review of the City of Nanaimo Procurement Policy with proposed enhancements to the social, environmental, and ethical aspects.

Recommendation:  That the Finance and Audit Committee recommend that Council provide direction on what option they would like to undertake regarding the review of the Procurement Policy.

1. That Council direct Staff to undertake the planned review of the Procurement Policy with an increased focus on social, environmental and ethical elements for City purchases that specifically align with the desired outcomes of the Strategic Plan; or,
2. That Council direct Staff to undertake the planned review of the Procurement Policy only; or,
3. That Council direct Staff to take no action at this time other than to maintain the current inclusion of applicable elements of sustainable procurement in accordance with Article 8 - Sustainable Procurement of the current Procurement Policy.

7.

OTHER BUSINESS:

a.

Delegation from Jennifer McAskill, Nanaimo Police Based Victim Services Society Co-Chair, and Cheryl Zapotichny, RCMP Victim Services Program Manager, requesting funding for Victim Services Program 

b.

Correspondence dated 2019-OCT-24 from Nanaimo and Area Land Trust re:  increasing City of Nanaimo funding of Nanaimo and Area Land Trust

To be introduced by Mayor Krog.

8.

QUESTION PERIOD:

9.

ADJOURNMENT: