MERGED AGENDA
SPECIAL COUNCIL MEETING

Monday, July 13, 2020 at 11:00 A.m. - 5:00 P.m.

SHAW AUDITORIUM, VANCOUVER ISLAND CONFERENCE CENTRE

80 COMMERCIAL STREET, NANAIMO, BC

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1.

CALL THE MEETING TO ORDER:

2.

INTRODUCTION OF LATE ITEMS

3.

APPROVAL OF THE AGENDA:

4.

PRESENTATIONS:

a.

Serauxman Stadium

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

1.

Add PowerPoint Presentation - Serauxmen Stadium

5.

REPORTS:

a.

Governance Processes Discussion - 11:00 a.m. to 12:00 p.m.

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

• Question Period
• Correspondence
• Other

SCHEDULED RECESS 12:00 p.m. to 12:30 p.m.

6.

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:

(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality;

(b) personal information about an identifiable individual who is being considered for a municipal award or honour, or who has offered to provide a gift to the municipality on condition of anonymity;

(c) labour relations or other employee relations;

(d) the security of property of the municipality;

(e) the acquisition, disposition or expropriation of land or improvements, if the Council considers that disclosure could reasonably be expected to harm the interests of the municipality;

(f) law enforcement, if the Council considers that disclosure could reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment;

(g) litigation or potential litigation affecting the municipality;

(h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality, other than a hearing to be conducted by the Council or a delegate of Council;

(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose;

(j) information that is prohibited, or information that if it were presented in a document would be prohibited, from disclosure under Section 21 of the Freedom of Information and Protection of Privacy Act;

(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 reasonably be expected to harm the interests of the municipality if they were held in public;

(l) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under Section 98 [annual municipal report];

(m) a matter that, under another enactment, is such that the public may be excluded from the meeting;

(n) the consideration of whether a Council meeting should be closed under a provision of this subsection or subsection (2);

(o) the consideration of whether the authority under Section 91 [other persons attending closed meetings] should be exercised in relation to a Council meeting.

 Community Charter Section 90(2):

(a) a request under the Freedom of Information and Protection of Privacy Act, if the Council is designated as head of the local public body for the purposes of that Act in relation to the matter;

(b) the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party;

(c) a matter that is being investigated under the Ombudsperson Act of which the municipality has been notified under Section 14 [ombudsperson to notify authority] of that Act;

(d) a matter that, under another enactment, is such that the public must be excluded from the meeting;

(e) a review of a proposed final performance audit report for the purpose of providing comments to the auditor general on the proposed report under Section 23 (2) of the Auditor General for Local Government Act.

7.

RISE AND REPORT:

8.

REPORTS continued:

SCHEDULED RECESS

a.

Council Resolutions Update - 1:45 p.m. to 2:30 p.m.

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

Purpose:  To provide Council with an update of Council Resolutions that are completed as well as those that are still outstanding. 

b.

Re-Opening Plans and Strategies for the City of Nanaimo - 2:30 p.m. to 3:15 p.m.

1.

COVID-19 Recovery Plan

To be introduced by Jake Rudolph, Chief Administrative Officer.

Purpose:  To articulate the City’s plan to move from the Response to Recovery phase of our operations impacted by COVID-19, and obtain Council approval of the COVID-19 Recovery Plan.

Recommendation:  That Council:

1. Approve the COVID-19 Recovery Plan to support the resumption of services, programs and activities where possible and that are in alignment with recommendations, advice, and guidelines that are issued by WorkSafeBC, Island Health, the BC Centre for Disease Control, and the BC Ministry of Health;
2. Acknowledge and support that any reopening of services, programs and activities will be informed by safety plans, safe work procedures, signage, and internal and external communication to promote public safety and responsible operations; and,
3. Continue to support and remain responsive to changing conditions associated with COVID-19 such that future closures occur where required.

1.

Add - COVID-19 Recovery Plan - Planning Framework Presentation

2.

COVID-19 Recovery Plan - Council Meetings

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

Purpose:  To provide Council with an overview of the COVID-19 Council Meeting Recovery Plan.

1.

Ministerial Order M192 - Open Meetings During State of Emergency

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

Purpose:  To apprise Council of Ministerial Order M192 as it relates to the conduct of public meetings.

Recommendation:  That effective July 20, 2020, the following rules will apply for public participation in all open Council and Committee meetings;

• Delegation requests by members of the public for related or unrelated Council or Committee matters, as outlined in Council’s Procedure Bylaw, will be permitted;
• All Council and Council related Committee meetings will be livestreamed, recorded and made available on the City’s website;
• Members of the public who are not registered delegations will not be permitted to attend meetings in person (other than Public Hearings), as physical distancing requirements cannot be assured.

3.

Add Report - Re-Opening Plan for Arenas

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

Purpose:  To obtain Council approval for the re-opening plan for arenas.

Presentation:

1. Lynn Wark, Director, Recreation and Culture.

Recommendation:  That Council approve the Arenas Re-opening Plan that aligns with the City’s “COVID-19 Recovery Plan” and complies with the components of the “Planning Framework for Municipal Operations”.

c.

Roadway Reallocation Options - 3:15 p.m. to 3:45 p.m.

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

Purpose:  This report has been prepared to provide detailed options for Council consideration in response to the motion for staff to explore options to reallocate roadway space in favour of active transportation.

Recommendation:  That Council direct staff to proceed with all options funded by reallocating budgets within the current approved financial plan.

9.

OTHER BUSINESS:

10.

AGENDA PLANNING:

a.

Agenda Planning

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

Purpose:  To provide Council the opportunity to have a round table discussion in order to review and prioritize topics for Special Council Meetings, or future Governance and Priorities Committee Meeting.

11.

ADJOURNMENT: