AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, May 21, 2025 at 9:00 A.m. - 12:00 P.m.

Shaw Auditorium, Vancouver Island Conference Centre

80 Commercial Street, Nanaimo, BC

SCHEDULED RECESS AT 10:30 A.M.

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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.

ADOPTION OF MINUTES:

a.

Minutes

Minutes of the Finance and Audit Committee meeting held in the Shaw Auditorium, Vancouver Island Conference Centre, 80 Commercial Street, Nanaimo, BC, on Wednesday, 2025-APR-16, at 9:00 a.m.

5.

PRESENTATIONS:

a.

2026 - 2030 Draft Project Plan

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

6.

DELEGATIONS:

7.

REPORTS:

a.

Nanaimo Aquatic Centre HVAC

To be introduced by Darcie Osborne, Director, Parks, Recreation and Culture.

Purpose:  To seek the Committee’s support for an increase to the project budget for the Nanaimo Aquatic Centre HVAC Equipment Upgrades.

Recommendation:  That the Finance and Audit Committee recommend that Council increase the 2026 budget for the Nanaimo Aquatic Centre HVAC Equipment Upgrades project by $6,740,951 funded by $1,500,000 from the Facility Development Reserve Fund and $5,240,951 from the General Asset Management Reserve Fund in the 2025 – 2029 Financial Plan.

b.

ERP Project - Budget Increase Request

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

Purpose:  To provide an update to the Finance and Audit Committee on the Enterprise Resource Platform (ERP) project and request additional funding.

Recommendation:  That the Finance and Audit Committee recommend that Council increase the budget for the ERP project by $1,900,000 funded by $200,000 in 2025 and $900,000 in 2026 from the General Asset Management Reserve Fund and $800,000 in 2025 from the IT Reserve Fund in the 2025 – 2029 Financial Plan. 

c.

Nanaimo Curling Club Assessment

To be introduced by Darcie Osborne, Director, Parks, Recreation and Culture.

Purpose:  To provide an updated assessment of the condition of the Nanaimo Curling Club.

Recommendation:  That the Finance and Audit Committee recommend that Council direct Staff to prioritize necessary funds to sustain services at the facility including a new roof and suitable surface to support ice, while investigating additional programming for the facility.

d.

Community Watershed Restoration Grants 2025

To be introduced by Darcie Osborne, Director, Parks, Recreation and Culture.

Purpose:  To allocate the funds for the Community Watershed Restoration Grants (the “Grant”) for this year.

Recommendation:  That the Finance and Audit Committee recommend that Council approve a total of $20,000 in accordance with the Community Watershed Restoration Grant Guidelines and Criteria as attached to the Staff Report titled “Community Watershed Restoration Grant 2025”, dated 2025-MAY-21, and that the grant allocations be as follows:

a) Nanaimo Area Land Trust - $4,166

    Project: Maintenance of Beaver Dam to Secure Flows

b) Wellington Action Committee - $3,800

    Project: Diver Lake Western Painted Turtle Protection

c) Pacific Garden Co-Housing - $7,034

    Project: Habitat Restoration Project-Chase River

d) Wildcoast Ecological Society - $5,000

    Project: East Wellington Park’s Ecosystem Restoration and Wildlife Education Program

e.

2025 Community Environmental Sustainability Project Grant Applications

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

Purpose:  To present to the Finance and Audit Committee the recommended Community Environmental Sustainability Project Grant allocations for the 2025 intake.

Recommendation:  That the Finance and Audit Committee recommend that Council approve a total of $17,500 in accordance with the Community Environmental Sustainability Project Grant Guidelines and Criteria as attached, and that the grant allocations be as follows:

a) Broombusters Invasive Plant Society - $2,000

    Project: Nanaimo Parkway Broom Removal 2025

b) Frank J Ney Parent Advisory Committee - $5,000

    Project: FJN Elementary Outdoor Classroom

c) Nanaimo Area Land Trust and Friends of Cottle Creek - $5,000

    Project: Monitoring Riparian Forest Health in Linley Valley

d) Nanaimo Area Cycling Coalition Society - $1,000

    Project: Cycle in Nanaimo

e) Nanaimo Science - $1,500

    Project: Science in the Park

f) Nanaimo Climate Action Hub - $3,000

   Project: Nanaimo Climate Action and Solutions Expo

f.

Quarterly Purchasing Report (Single and Sole Source, Purchases in Excess of $250,000 and Instances of Exceptions to Trade Agreements)

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 reporting of instances of exceptions to Trade Agreements for the period 2025-JAN-01 to 2025-MAR-31.

8.

OTHER BUSINESS:

9.

QUESTION PERIOD:

10.

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:

(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the Council, could reasonable be expected to harm the interests of the municipality if they were held in public; and,
(n) the consideration of whether a Council meeting should be closed under a provision of this subsection or subsection (2).

11.

ADJOURNMENT: