MERGED AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, September 13, 2023 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

The minutes of the Finance and Audit Committee Meeting held in the Shaw Auditorium, Vancouver Island Conference Center, 80 Commercial Street, Nanaimo, BC, on Wednesday, 2023-JUL-19 at 9:00 a.m.

5.

PRESENTATIONS:

6.

DELEGATIONS:

7.

REPORTS:

a.

Nanaimo Youth Resilience Grants 2023

To be introduced by Dale Lindsay, General Manager, Development Services/Deputy CAO.

Purpose:  To present to the Finance and Audit Committee the recommended Nanaimo Youth Resilience Grant allocations with funds provided by Public Safety Canada’s Building Safer Communities Fund for distribution from 2023-OCT-01 to 2026-MAR-31.

Presentation:

1. Christy Wood, Social Planner

Recommendation:  That the Finance and Audit Committee recommend that Council approve a total of $1,611,149 of Public Safety Canada’s Building Safer Communities Funds to be distributed between 2023-OCT-01 and 2026-MAR-31 as follows:

a)    Big Brothers Big Sisters - $80,000
Project: Mindful Mentoring – Nurturing Resilience in Youth

b)    BGC Central Vancouver Island - $177,386
Project: Nanaimo South Youth Hub

c)    Central Vancouver Island Multicultural Society - $177,386
Project: Connections

d)    City of Nanaimo - $201,425
Project: Parks, Recreation & Culture Youth Initiatives

e)    Nanaimo Foodshare - $84,952
Project: Food for Youth

f)    Nanaimo Hornets Rugby Club - $90,000
Project: RugbyWorks

g)    School District 68 - $500,000
Project: Uy’ Sqwalawun (Good Heart & Mind)

h)    Snuneymuxw First Nation - $300,000
Project: Space for Youth Resiliency & Snawaylth

b.

Consideration of Other Grants

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To bring forward ‘Other Grant’ applications received from the Nanaimo Minor Baseball Association and the Nanaimo Foodshare Society to the Finance and Audit Committee for consideration.

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

1. Deny an “Other Grant” in the amount of $5,000 to support the hosting of the 15U AA Provincials baseball tournament held in Nanaimo.
2. Deny an in-kind facility rental “Other Grant” with an estimated value of $6,650 to the Nanaimo Foodshare Society.

c.

Consideration of New Permissive Tax Exemption Applications

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present two regular Permissive Tax Exemption applications for the 2024 taxation year to the Finance and Audit Committee for consideration.

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

1. Award a Permissive Tax Exemption commencing with the 2024 taxation year to the Canadian Mental Health Association Mid-Island Branch for the property it owns at 250 Albert Street.
2. Award a Permissive Tax Exemption commencing with the 2024 taxation year to Ballenas Housing Society for the unit it leases at 3-1200 Princess Royal Avenue.

d.

Permissive Tax Exemption Applications Related to Housing

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present four permissive tax exemption applications for the 2024 taxation year related to housing to the Finance and Audit Committee for consideration.

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

• Deny a Permissive Tax Exemption for the 2024 taxation year to the Ballenas Housing Society for the property that it owns at 6010 Hammond Bay Road.

• Deny a Permissive Tax Exemption for the 2024 taxation year to Habitat for Humanity for the property that it owns at 6-2360 Extension Road.
• Deny a Permissive Tax Exemption for the 2024 taxation year to ‘Turn the Paige Recovery House’ for the property that it operates out of at 3059 Glen Eagle Crescent.

• Deny a Permissive Tax Exemption for the 2024 taxation year to Island Urban Indigenous Wellness Society for the property that it owns at 1406 Bowen Road.

• Direct Staff to review permissive tax exemption options related to housing and bring forward recommendations to Council, which may include a proposed update to the existing ‘Grants Policy and Guidelines’ document, or other policy recommendations.   

e.

BC Active Transportation Infrastructure Grant

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To provide Council with information on potential projects for the B.C. Active Transportation Infrastructure Grant and obtain a Council resolution supporting applications for two projects.

Recommendation:  That the Finance and Audit Committee recommend that Council direct staff to submit two applications under the Active Transportation Infrastructure Grant Program as follows:

• Submit an application for the Beban Labieux Trail, and confirm electoral approval for the local share of $2,250,000 is being sought and is supported, the project is a municipal priority, and the project is "shovel ready” and intended to be complete within the required timeline.
• Submit an application for the Departure Bay Road South Sidewalk project, and confirm the local share of $182,500 is available and supported, the project is a municipal priority, and the project is “shovel ready” and intended to be complete within the required timeline.

f.

Sewer DCC Projects

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

Purpose:  To provide Council with information on the status of the City’s sanitary sewer system and how it is faring with the strong population growth.

g.

2023 Fleet Replacement Plan

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

Purpose:  To seek Council approval to increase the budget for the 2023 Fleet Replacement Plan.

Recommendation:  That the Finance and Audit Committee recommend that Council increase the 2023 Fleet Replacement Plan budget by $623,100 funded from the Equipment Depreciation Reserve Fund.

h.

Nanaimo Area Land Trust Funding

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To provide the Finance and Audit Committee with information relating to the Nanaimo Area Land Trust funding.

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

1. Deny the request for a $5,000 increase in funding for 2023;
2. Add a decision slide for Council’s consideration during the 2024-2028 Financial Plan deliberations; and
3. Effective 2024-JAN-01, apply up to a maximum of a five-year term on any operating funding agreement and require annual reporting to Council as part of the Financial Plan presentations.

1.

Add - Delegation from Paul Chapman, Nanaimo Area Land Trust 

i.

Council Expenses For The Six Months Ending 2023-JUN-30

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present the Finance and Audit Committee with a summary of Council expenses for the six months ending 2023-JUN-30.

j.

Financial Results For The Six Months ending 2023-JUN-30

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present the Finance and Audit Committee with a summary of the financial results for the six months ending 2023-JUN-30.

k.

Quarterly Purchasing Report (Single and Sole Source, Purchases in Excess of $250,000 and Instances of Non-Compliance Purchases)

To be introduced by Laura Mercer, Director, Finance.

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 policy non‑compliance for the period 2023-APR-01 to 2023-JUN-30.

l.

Quarterly Budget Transfer Report

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To advise the Finance and Audit Committee of any budget transfers requiring disclosure for the period 2023-JAN-01 to 2023-JUNE-30.

m.

Rotary Bowl Improvement Project

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

Purpose:  To obtain Council approval to add a Rotary Bowl Improvement project to 2023, to ensure that the work can be completed in time for the 2024 athletic season.

Recommendation:  That the Finance and Audit Committee recommend that Council approve adding a Rotary Bowl Improvement project for $256,900 to 2023 of the 2023 - 2027 Financial Plan funded by $169,300 in Payments in Lieu of Taxes (PILTs) and $87,600 from the General Asset Management Reserve Fund.

8.

CORRESPONDENCE

a.

Correspondence, dated 2023-JUN-28, from Nanaimo Area Land Trust re: Nanaimo & Area Land Trust Funding

9.

OTHER BUSINESS:

10.

QUESTION PERIOD:

11.

ADJOURNMENT: