MERGED AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, June 17, 2020 at 9:00 A.m. - 12:00 P.m.

SHAW AUDITORIUM, VANCOUVER ISLAND CONFERENCE CENTRE

80 COMMERCIAL STREET, NANAIMO, BC

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1.

CALL THE MEETING OF THE FINANCE AND AUDIT COMMITTEE TO ORDER:

[Note:  This meeting will be 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 Boardroom, Service and Resource Centre, 411 Dunsmuir Street, Nanaimo, BC, on Wednesday, 2020-FEB-19, at 9:00 a.m.

5.

REPORTS:

a.

Fire Station No. 1

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

Purpose:  To obtain Finance and Audit Committee approval to increase the budget for the Fire Station No. 1 project.

Presentation: 

1. Mark Bullen, Capex Projects Advisory

Recommendation:  That the Finance and Audit Committee recommend that Council direct Staff to:

1. Proceed with the Fire Station No. 1 project; and,
2. Amend the 2020-2024 Financial Plan to increase the budget in year three (2022) by $3M from $3,740,269 to $6,740,269 with the additional funding from the General Capital Reserve and the General Asset Management Reserve.

b.

Supporting Arts & Culture: Implementation of Nanaimo Art Gallery Phased Development Plan

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

Purpose:  To provide Council with options regarding support for Nanaimo Art Gallery’s plan for phased development at the Arts Centre at 150 Commercial Street. 

Presentation:

1. Ken Hammer, Vice-President, Nanaimo Art Gallery

Recommendation:  That the Finance and Audit Committee recommend that Council include the following items in their review process of the 2021-2025 Budget considerations:

1. Allocation of $50,000 per year in additional operating funding of the Nanaimo Art Gallery in the 2021-2025 Financial Plan;
2. Allocation of $10,000 per year in funding to the Nanaimo Art Gallery in the 2021 2025 Financial Plan for capital expenditures at the Arts Centre at 150 Commercial Street; and amend the 2014-2023 Co-Management Agreement with an execution date after the Provisional 2021-2025 Financial Plan has been adopted by Council; and
3. Allocation of $25,000 in the 2021 budget for the development of a feasibility report on the concept of an Arts Centre and Nanaimo Art Gallery’s Phase 3 facility project.

c.

Community Program Development Grants

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

Purpose:  To obtain Council approval of two requests for a Community Program Development Grant.

Recommendation:  That the Finance and Audit Committee recommend that Council approve the request from the Nanaimo Science and Sustainability Society (NS3) for a Community Program Development Grant in the amount of $1,000 to assist in funding The Great Pumpkin Toss event for children and families; and $10,000 to the Salish Storm Hockey Association for a low-barrier Intro to Hockey Program for Indigenous Children.

1.

Add - Community Program Development Grant Application from the Salish Storm Hockey Association

2.

Add - Community Program Development Grant Application from the Nanaimo Science and Sustainability Society

d.

Province of BC Local Government Infrastructure Planning Grant Program

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To have Council approve a resolution to apply for a $10,000 grant under the Province of BC Local Government Infrastructure Planning Grant Program.

Recommendation:  That Council approve submission of an application to the Local Government Infrastructure Planning Grant program for $10,000 for the Water Supply Strategic Plan project.

e.

Consideration of New Permissive Tax Exemption Application and PTE Cash Grant Funding Request - Clay Tree Society

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To obtain Council approval regarding Clay Tree Society’s application for a Permissive Tax Exemption (PTE) for 2021 and a PTE Cash Grant funding request for their 2020 Property Taxes.

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

1. Award a Permissive Tax Exemption for the 2021 tax year to Clay Tree Society at 838 Old Victoria Road; and,
2. Award a PTE Cash Grant to Clay Tree Society in the amount of $5,000 for their 2020 Property Taxes for their newly purchased property at 838 Old Victoria Road.

f.

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 (03-1200-01) regarding single and sole source purchases, awards in excess of $250,000 and policy non compliance for the quarter ending 2020-MAR-31.

g.

2019 Annual Parking Reserve Fund Report

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present Council with the 2019 Annual Parking Reserve Fund Report for information purposes.

h.

2019 Development Cost Charge Reserve Fund Report

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present Council with the 2019 Development Cost Charges Reserve Fund Report for information purposes.

6.

OTHER BUSINESS:

7.

ADJOURNMENT: