MERGED AGENDA

SPECIAL COUNCIL MEETING

Meeting #:
Date:	Wednesday, December 12, 2018
Time:	9:00 A.m. - 1:00 P.m.
Location:	SHAW AUDITORIUM, VANCOUVER ISLAND CONFERENCE CENTRE 80 COMMERCIAL STREET, NANAIMO, BC

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1.

CALL TO ORDER:

2.

INTRODUCTION OF LATE ITEMS

a.

Add - Agenda Item 7(l) - Audit Planning Report for the year ended December 31, 2018 from KPMG

3.

APPROVAL OF THE AGENDA:

4.

MAYOR'S REPORT:

5.

DELEGATIONS:

a.

Delegation from Leon Davis, Manager of Nanaimo and District BC SPCA, regarding funding for Nanaimo Low Income Spay and Neuter Initiative Program

Leon Davis to provide a presentation regarding an update on the status and history of the Nanaimo Low Income Spay and Neuter Initiative Program administrated by the BC SPCA.  The program has recently run out of funds and they are looking for funding from the City to keep the program running for another 2+ years.

b.

Delegation from Mike Scott, Director of Nanaimo Pride Society, and Rick Dagg, Secretary of Nanaimo Pride Society, regarding Nanaimo Pride Society's short and long-term goals.

Mike Scott, Director of Nanaimo Pride Society, and Rick Dagg, Secretary of Nanaimo Pride Society, to speak regarding the Nanaimo Pride Society and their short and long-term goals.

6.

CONSENT ITEMS:

7.

REPORTS:

a.

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

To be introduced by Laura Mercer, Acting Director of Financial Services.

Purpose:  This report provides information in compliance with the City’s Procurement Policy (03-1200-01) regarding sole source, single submission purchases and policy compliance.

Recommendation:  That the report titled Quarterly Purchasing Report (Single and Sole Source), Instances of Non-Compliance Purchases and Purchases in Excess of $250,000 dated December 12, 2018, be received for information.

b.

Capital Project Results for the Nine Months Ending 2018-SEP-30

To be introduced by Laura Mercer, Acting Director of Financial Services.

Purpose:  To present Council with a summary of the capital project results for the nine months ending 2018-SEP-30.

Recommendation:  That the Capital Project Results for the Nine Months Ending 2018-SEP-30 report dated, 2018‑DEC-12, be received for information.

c.

Operating Results for the Nine Months Ending 2018-SEP-30

To be introduced by Laura Mercer, Acting Director of Financial Services.

Purpose: To present Council with a summary of the operating results for the nine months ending 2018-SEP-30.

Recommendation: That Council receive the “Operating Results for the Nine Months Ending 2018-SEP-30” report “dated 2018-DEC-12” be received for information.

d.

Council Expenses for the Nine Months Ending 2018-SEP-30

To be introduced by Laura Mercer, Acting Director of Financial Services.

Purpose:  To present Council with a summary of Council expenses for the nine months ending 2018-SEP-30.

Recommendation:  That Council receive the report titled “Council Expenses for the Nine Months Ending 2018-SEP-30”, dated 2018-DEC-12, for information.

e.

Social Planning Grants - 2019 Recommendations

To be introduced by Dale Lindsay, Director of Community Planning and Development.

Purpose:  To obtain Council approval of the Social Planning Grant allocations for 2019.

Recommendation:  That Council approve a total of $85,000 for the 2019 Social Planning Grant allocations as follows:

2019 Community Vitality Grants
Organization	Project	Amount
Boys & Girls Clubs of Central Vancouver Island	Youth Early Prevention Program	$2,225
Haven Society	Wellness Circle at Ravens Lelum Teen Parent Learning Centre	$3,600
Nanaimo Community Kitchens Society	Bellies to Babies and Beyond	$5,000
South End Community Association	Miner’s Heritage Picnic	$2,500
Cilaire Community Group	Cilaire Community Group Gathering	$5,000
Spinal Cord Injury of BC	Spinal Cord Injury BC Peer Support Program and Infoline	$6,675
2019 Social Response Grants
Organization	Project	Amount
Nanaimo Women’s Resources Society	Drop-In Crisis Support Services	$24,000
United Way	Nanaimo Homeless Coalition Coordination/Communication	$36,000

f.

2019 Culture & Heritage Grant Recommendations

To be introduced by Dale Lindsay, Director of Community Planning and Development.

Purpose:  To obtain Council approval of the 2019 Culture & Heritage Grant (Operating and Projects funding) recommendations to provide support to non-profit culture and heritage organizations.

Recommendation:  That Council receive the report titled "2019 Culture & Heritage Grant Recommendations," dated 2018-DEC-12, for information and defer consideration to the 2019-JAN-14 Council Meeting.

2019 Culture & Heritage Operating Grant Recommendations
Applicant Name	Rec.
A Capella Plus Choral Society	$2,550
Crimson Coast Dance Society **	$23,200
Friends of Nanaimo Jazz Society	$3,900
Heart of the Island Chorus Society	$2,400
Hub City Cinema Society	$6,500
Island Bel Canto Singers	$1,500
Island Consort Society	$1,175
L’association des Francophones de Nanaimo	$19,000
Malaspina Choir Society	$2,500
Mid Island Metis Nation	$9,900
Nanaimo African Heritage Society	$3,792
Nanaimo Arts Council	$22,000
Nanaimo Blues Society	$12,050
Nanaimo Chamber Orchestra	$4,150
Nanaimo Concert Band Society	$6,950
Nanaimo Conservatory of Music **	$18,400
Nanaimo International Jazz Festival Association	$9,950
Nanaimo Literacy Association	$3,100
Nanaimo Tidesmen	$2,350
Pacific Coast Stage Company	$7,100
Pacific Institute of Bagpiping and Celtic Music Society	$2,450
TheatreOne **	$42,450
Vancouver Island Symphony **	$89,244
Western Edge Theatre **	$13,850
Wordstorm Society of the Arts	$2,719
** Recommended for three-year funding

 

 

 

2019 Culture & Heritage Project Grant Recommendations
Applicant Name	Project Name	Rec.
Crimson Coast Dance Society	Mixed Ability Dance Jams	$2,200
Federation of BC Writers	Spring Writes 2019	$3,000
Literacy Central Vancouver Island	VI Childrens’ Book Festival	$3,000
Literacy Central Vancouver Island	Literary Cabaret	$2,800
Mid Island Youth & Community Development Cooperative	FOOD ART FUN	$2,350
Nanaimo Ballroom Dance Society	Island Fantasy Ballroom Dance Competition	$4,600
Nanaimo Blues Society	Summertime Blues Pre-Event	$2,250
Nanaimo Sings! Choral Festival Society	Say “Hello” to Spring with a Vocal Tune-Up	$1,200
Opera Nanaimo	Madama Butterfly	$2,800
Pacific Institute of Bagpiping and Celtic Music	Pacific Gael Youth Band	$2,000
St. Andrew’s United Church	Merry Andrew Players	$635

g.

2019 Downtown Event Grant Recommendations

To be introduced by Dale Lindsay, Director of Community Planning and Development.

Purpose:  To obtain Council approval for the 2019 Downtown Event Grant recommendations to support downtown Nanaimo events.

Recommendation:  That Council approve the 2019 Downtown Event Grant recommendations of $150,000 as follows:

Organization Name	Event Name	Recc.
A Capella Plus Choral Society	2019 Spring Concert	$840
B. Gallant Homes (Salvation Army)	B. Gingerbread Homes	$7,525
Crimson Coast Dance Society	Multiculturalism Day 2019	$7,000
Friends of Nanaimo Jazz Society	Jazz Affair on the Coast	$2,500
Greater Nanaimo Chamber of Commerce	Commercial St. Night Market	$21,500
Harbour City Jazz Society	JazzFest 2019	$2,000
Mid Island Metis Nation	National Indigenous Peoples Day	$6,750
Nanaimo African Heritage Society	Spring/Jazz Gospel Concert	$3,500
Nanaimo Arts Council	Banner Festival	$8,625
Nanaimo Artwalk Committee	Nanaimo Artwalk 2019	$2,621
Nanaimo Blues Society	Summertime Blues	$20,000
Nanaimo Chapter Federation of Canadian Artists	Nanaimo Fine Art Show	$2,600
Nanaimo Downtown Farmers Market Society	Nanaimo Downtown Farmer’s Market	$6,000
Nanaimo Dragon Boat Festival Society	Nanaimo Dragon Boat Festival	$9,000
Nanaimo International Jazz Festival Association	Nanaimo Jazz Festival	$15,000
Nanaimo Sings! Choral Festival Society	Sing “Hello” to Spring	$1,000
Old City Quarter Association	Easter Hunt in the OCQ	$1,750
Old City Quarter Association	Halloween in the OCQ	$2,837.50
Old City Quarter Association	Light Up a Life	$2,975
Old City Quarter Association	Summer Vibes in the OCQ	$5,250
Pacific Coast Stage Company	Nanaimo Fringe Festival	$4,000
The Island Consort Society	Déjà Vu: A Retrospective	$760
The Men’s Centre	Father’s Day in the Park	$2,500
TheatreOne	Emerging Voices	$3,365
Victoria Crescent Association	Bathtub Weekend Street Festival	$6,101.50
Victoria Crescent Association	Crescent Day	$4,000

h.

Travel Assistance Grant - Nanaimo Squash Club

To be introduced by Richard Harding, Director, Parks and Recreation.

Purpose:  To obtain Council approval of a request for a Travel Assistance Grant.

Recommendation:  That Council approve the request from the Nanaimo Squash Club for a Travel Assistance Grant in the amount of $100 for one (1) player to attend the Alberta Jesters Junior Open held from 2018-NOV-09 through NOV-11 in Calgary, AB.

i.

Travel Assistance Grant - Southside Minor Football

To be introduced by Richard Harding, Director, Parks and Recreation.

Purpose:  To obtain Council approval of a request for a Travel Assistance Grant. 

Recommendation:  That Council approve the request from the Southside Minor Football Association for a Travel Assistance Grant in the amount of $1,000 for twenty-five (25) players to attend the BCCFA Provincial Championships held on 2018-DEC-02 in Coquitlam, BC.

j.

Travel Assistance Grant - John Barsby Secondary Girls Volleyball

To be introduced by Richard Harding, Director, Parks and Recreation.

Purpose:  To obtain Council approval of a request for a Travel Assistance Grant.

Recommendation:  That Council approve the request from the John Barsby Secondary Senior Girls Volleyball team for a Travel Assistance Grant in the amount of $500 for ten (10) players to attend the AA Girls Provincial Volleyball Championships held from 2018-NOV-28 through DEC-01 in Burnaby, BC.

k.

Frank Crane Arena - Ammonia Chiller Replacement and Refrigeration Plant Upgrade

To be introduced by Richard Harding, Director of Parks and Recreation.

Purpose:  To obtain Council approval for amending the current 2018– 2022 Financial Plan required to tender replacement of the Frank Crane Arena Ammonia Refrigeration Plant.

Recommendation:  That Council approve amending year two of the current 2018 – 2022 Financial Plan to include $471,211 in additional funding from the Facility Development Reserve for a low-charge ammonia chiller system and refrigeration plant upgrades for Frank Crane Arena.

l.

Add - Audit Planning Report for the year ended December 31, 2018 from KPMG

To be introduced by Laura Mercer, Acting Director, Financial Services.

8.

QUESTION PERIOD:

9.

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:

(c) labour relations or other employee relations; and

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

10.

ADJOURNMENT: