AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, July 16, 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-JUN-18, at 9:00 a.m.

5.

PRESENTATIONS:

6.

DELEGATIONS:

7.

REPORTS:

a.

Options to Extend the E&N Trail South of Columbia Street

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

Purpose:  To provide the Finance and Audit Committee with options to extend the E&N Trail South of Columbia Street.

Recommendation:  That the Finance and Audit Committee recommend that Council add a new project to 2025 for $148,000 to extend the E&N Trail from Columbia Street to Seventh Street funded by the Strategic Infrastructure Reserve Fund.

b.

Drop-In Hub Update

To be introduced by Dave LaBerge, Director, Public Safety.

Purpose:  To provide the Finance and Audit Committee with an evaluation of the Drop-in Hub service, including its effectiveness in meeting basic needs, connecting individuals to longer-term supports, functioning as part of the City’s extreme weather response for people experiencing homelessness, and its reported impacts on the surrounding neighbourhood.

Presentation:

1. Christy Wood, Manager, Social Planning, Erika Gagnon, Director of Shelters and Guest Services, Nanaimo Family Life Association, and Corrie Corfield, Director of People, Culture and Engagement, Island Crisis Care Society.

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

1. Allocate the $500,000 designated in the Special Initiatives Reserve for homelessness initiatives to match funds provided by the Reaching Home Community Advisory Board to continue to support the Hub daytime services in 2026; and
2. Direct Staff to work with Hub service providers and United Way BC to identify and secure a more suitable location while conducting operational improvements at the current site until relocation occurs; and
3. Direct Staff to report back to the Finance and Audit Committee in fall 2025 with an update on relocation status.

c.

Fencing and Parking Lot Improvements - City Hall and SARC 

To be introduced by Dave LaBerge, Director, Public Safety.

Purpose: To seek Council approval and funding for fencing and site security improvements at the Service and Resource Centre building and City Hall.

Recommendation:  That the Finance and Audit Committee recommend that Council direct Staff to proceed with the installation of perimeter fencing and associated site improvements at the City Hall and Service and Resource Centre (SARC) properties as outlined in the report titled “Fencing and Parking Lot Improvements – City Hall and SARC”, dated 2025-JUL-16, and allocate an additional $300,000 to the project, funded from the General Capital Reserve for a total budget of $412,000.

d.

Allocation of Pedestrian Unallocated Funds

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

Purpose:  To adjust project funding sources to ensure successful delivery of approved projects.

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

1. Fund the Townsite Road at St. Patrick Crescent raised crosswalk from Developer Contributions; and
2. Reallocate the $100,000 from the 2025 Pedestrian Unallocated budget for the Townsite Road at St. Patrick Cresent raised crosswalk to fund budget shortfalls on 2023 Pedestrian Unallocated projects. 

e.

Home Energy Retrofit Financing Program Expansion

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

Purpose:  To seek Council direction to submit an application for funding to expand the Home Energy Retrofit Financing Program by offering a third-party financing option.

Recommendation:  That the Finance and Audit Committee make recommendations to Council on the options presented for the Home Energy Retrofit Financing Program continuation.  

f.

Heritage Facade Grant - 315 Fitzwilliam Street

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

Purpose:  To present a Heritage Façade Grant application for the St. Andrew’s United Church at 315 Fitzwilliam Street.

Recommendation:  That the Finance and Audit Committee recommend that Council approve a $10,000 Heritage Façade Grant for the St. Andrew’s United Church building located at 315 Fitzwilliam Street to repair the building’s gutters.

g.

Strategic Priorities Fund Capital Infrastructure Stream

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

Purpose:  To provide Council with information on potential projects for the Strategic Priorities Fund Capital Infrastructure Stream and obtain a Council resolution supporting an application under this program stream.

Recommendation:  That the Finance and Audit Committee recommend that Council direct Staff to apply to the Strategic Priorities Fund Capital Infrastructure Stream for funding for Commercial Street Phase 3 and that Council commits to Staff providing overall grant management and support any cost overruns.

h.

2025 Other Grants Applications

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

Purpose:  To present the ‘Other Grant’ applications received for the first program intake deadline of 2025-MAY-15 for consideration by the Finance and Audit Committee.

Recommendation:  That the Finance and Audit Committee recommend that Council approve a total of $4,994 in accordance with the Security Checks and Other Grants Policy, and that the grant allocations be as follows: 

1. Nanaimo Disability Resource Centre - $1,417.66
2. Nanaimo Equestrian Association - $1,788.17
3. Together Against Poverty Society - $1,788.17

i.

Quarterly Budget Transfer Report

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

Purpose:  To advise the Finance and Audit Committee of any budget transfers requiring disclosure for the period 2025-JAN-01 to 2025-JUNE-30.

8.

OTHER BUSINESS:

9.

QUESTION PERIOD:

10.

ADJOURNMENT: