MERGED AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, December 11, 2024

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, November 20, 2024, at 9:01 a.m.

5.

PRESENTATIONS:

6.

DELEGATIONS:

7.

REPORTS:

a.

Financial Results for the Nine Months ending 2024-SEP-30

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

Purpose: To present the Finance and Audit Committee with a summary of the financial results for the nine months ending 2024-SEP-30.

b.

Council Expenses for the Nine Months ending 2024-SEP-30

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

Purpose: To present the Finance and Audit Committee with a summary of Council expenses for the nine months ending 2024-SEP-30.

c.

Culture and Event Grants 2025 - Funding Recommendations

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

Purpose: To recommend Council approval of the 2025 Culture and Event grant funds (Operating, Project, and Downtown Event Revitalization Fund) to support the activities of non-profit culture and heritage organizations, and contribute to the success of events and initiatives planned for downtown.

Recommendation: That the Finance and Audit Committee recommend that Council approve 2025 Cultural Grant funding (Operating, Project, Downtown Event Revitalization Fund) recommendations of $631,256 as outlined in Attachment ‘D’ of the report titled “Culture and Event Grants 2025 – Funding Recommendations” dated 2024-DEC-11. 

d.

Social Planning Grants 2025

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

Purpose: To present to the Finance and Audit Committee the recommended Social Planning Grant allocations for 2025.

Recommendation: That the Finance and Audit Committee recommend that Council approve the 2025 Social Planning Grants recommendations of $85,000, and that the grant allocations be as follows:

Applicant Name: Take a Hike Foundation Recommend: $10,000
Project: Take a Hike Nanaimo Program

Applicant Name: Volunteer Nanaimo Recommend: $13,500
Project: Youth Network

Applicant Name: Island Crisis Care Society Recommend: $25,000
Project: Rising Hope Community Kitchen

Applicant Name: Nanaimo Alliance Church Recommend: $8,000
Project: Food Bank Client Café – Kitchen Upgrades

Applicant Name: Haven Society Recommend: $15,000
Project: Safe Futures for Youth – Violence is Preventable

Applicant Name: Nanaimo Community Kitchens Society Recommend: $7,000
Project: Cultivate and Cook

Applicant Name: Nanaimo Family Life Association Recommend: $6,500
Project: Kitchen Socials

e.

Park Amenity Improvement Requests Under the Partners in Parks Program

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

Purpose: To provide information on three Partners in Parks (PIP) Program requests to the Finance and Audit Committee for consideration and approval.

Recommendation: That the Finance and Audit Committee recommend that Council approve the allocation of the 2024 Partners In Parks Program funding to amenity improvements at these proposed park locations:

1. $45,000 for a hard surface sport court at Everest Drive Park;
2. $15,000 for storage and seating at Beaufort Food Forest; and
3. $40,000 for shade structure and platform at Stevie Smith Bike Park.

f.

BC Hydro Sustainable Communities Fund - Phase 2 of Manufactured Home Park Energy Conservation and Emissions Reduction Strategy

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

Purpose: To obtain the Finance and Audit Committee’s recommendation for Council approval of a matching contribution to apply for the BC Hydro Sustainable Communities Project Implementation Fund to carry out additional work needed to support homeowners in mobile home parks to reduce their dwelling’s energy consumption and greenhouse gas emissions.

Recommendation: That the Finance and Audit Committee recommend that Council add the second phase of the Manufactured Home Park Energy Conservation and Emissions Reduction Strategy, as outlined in the Staff report dated 2024-DEC-11, to the 2025 – 2029 Financial Plan.

g.

Sea Level Rise Management Plan Grant Applications

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

Purpose: To inform the Finance and Audit Committee of two separate funding applications submitted by City Staff to support the development of a Sea Level Rise Management Plan and seek Council resolutions in support of both applications.

Recommendations:

That the Finance and Audit Committee recommend that Council direct Staff to apply for a funding opportunity from the Ministry of Emergency Management and Climate Readiness for a Disaster Relief and Innovation Fund grant to support a Sea Level Rise Management Plan.

AND

That the Finance and Audit Committee recommend that Council direct Staff to apply for a funding opportunity from the Federation of Canadian Municipalities’ Local Leadership for Climate Adaptation initiative- Climate Ready Plans and Processes for a Sea Level Rise Management Plan.

h.

Provincial Capacity Funds - Allocation Update

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

Purpose: To present to the Finance and Audit Committee an update regarding the proposed allocation of the $619,936 in capacity funds provided by the Province to support local government initiatives to meet the legislative requirements and opportunities in new Provincial Housing Bills 44, 46, 47, and 16.

Recommendation: That the Finance and Audit Committee recommend that Council endorse the allocation of $619,936 in capacity funding provided by the Province, as outlined in the Staff Report dated 2024-DEC-11, to support the City of Nanaimo in meeting the legislative requirements and opportunities in Provincial Housing Bills.

i.

Security Check Grant Request from Nanaimo Science and Sustainability Society

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

Purpose: To present the 'Security Check Grant' application received from the Nanaimo Science and Sustainability Society for consideration at the Finance and Audit Committee.

Recommendation: That the Finance and Audit Committee recommend that Council award a ‘Security Check Grant’ for $50 to the Nanaimo Science and Sustainability Society to cover the cost of the security checks for new hires.  

j.

Health Canada Emergency Treatment Fund

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

Purpose: To advise the Finance and Audit Committee that the City has submitted a proposal for funding of $442,752 to the Emergency Treatment Fund.

8.

OTHER BUSINESS:

a.

Add - 2025 - 2029 Financial Plan Update

To be introduced by Wendy Fulla, Director, Finance.

9.

QUESTION PERIOD:

10.

ADJOURNMENT: