MERGED AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, November 20, 2024

9:00 a.m. To Proceed In Camera Reconvene Regular Meeting Immediately Following the In Camera Finance and Audit Committee Meeting

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.

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 Council, could reasonably 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).

3.

INTRODUCTION OF LATE ITEMS:

4.

ADOPTION OF AGENDA:

5.

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, 2024-OCT-16, at 9:00 a.m.

6.

PRESENTATIONS:

a.

Liette Bates-Eamer, Lead Audit Engagement Partner, KPMG re: KPMG Preliminary Audit Presentation

7.

DELEGATIONS:

8.

REPORTS:

a.

Rent Supplement Program Update

To be introduced by Richard Harding, General Manager, Community Services and Deputy Chief Administrative Officer.

Purpose: To provide the Finance and Audit Committee with a review of City of Nanaimo funded rent supplement programs in 2024.

Presentation:

1. Christy Wood, Manager, Social Planning, and Melissa Giles, Managing Director, BC Rent Bank.

b.

Nanaimo Region Rent Bank Update

To be introduced by Richard Harding, General Manager, Community Services and Deputy Chief Administrative Officer.

Purpose: To provide the Finance and Audit Committee a review of the Nanaimo Region Rent Bank in 2024.

c.

Online Accommodation Platform Funds

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

Purpose: To provide the Finance and Audit Committee with a recommendation for the allocation of Online Accommodation Platform revenue in 2025.

Recommendation: That the Finance and Audit Committee recommend that Council allocate the Online Accommodation Platform revenue in 2025 as follows:

1. $830,000 to acquisition of land and/or infrastructure/land improvements for affordable housing developments related to BC Housing and City of Nanaimo partnerships;
2. $150,000 for continued support to the rent supplement programs; and,
3. $150,000 for continued support to the Nanaimo Region Rent Bank program, administered by Connective Support Society Nanaimo.

d.

Loaves and Fishes Warehouse Distribution Centre - Request to Waive Fees and Servicing Requirements

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

Purpose: To provide an overview of the impact of waiving the building permit fee and the servicing requirements for Loaves and Fishes new Warehouse Distribution Centre located at 1861 East Wellington Road.

e.

Funding Request from Nanaimo Hornets Rugby Football Club

To be introduced by Richard Harding, General Manager, Community Services and Deputy Chief Administrative Officer.

Purpose: To present the Finance and Audit Committee with a funding request from the Nanaimo Hornets Rugby Football Club.

Recommendation: That the Finance and Audit Committee recommend that Council approve the Nanaimo Hornets Rugby Football Club's funding request and allocate $100,000 from the Strategic Infrastructure Reserve Fund, contingent on a successful grant application by the Club to the Province of BC's Community Gaming Capital Grants Program.

1.

Add - Delegation from Drew Cooper

f.

Japanese Canadian Legacies Society - Legacy Infrastructure Project Grant

To be introduced by Richard Harding, General Manager, Community Services and Deputy Chief Administrative Officer.

Purpose: To seek the Finance and Audit Committee's approval to proceed to work with the 7 Potatoes Cultural Society by supporting them in submitting a grant application totaling $1,000,000 to the Japanese Canadian Legacies Society’s Legacy Infrastructure Project Grant for a project that would be constructed on City owned land at Beban Park.

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

1. Direct staff to provide support to the 7 Potatoes Cultural Society for their grant application;
2. Provide a letter of support for the project;
3. Agree the City would be responsible for the project construction and ongoing maintenance, if the grant application is successful; and
4. Enter into an agreement with 7 Potatoes that guarantees the use of the land for the project, if the grant application is successful.

g.

Sustainable Procurement Update

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

Purpose: To provide information regarding Sustainable Procurement for the period 2023-JUL-01 to 2024-JUN-30.

9.

OTHER BUSINESS:

10.

QUESTION PERIOD:

11.

ADJOURNMENT: