MERGED AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, April 19, 2023 at 8:30 A.m. - 1:30 P.m.

SHAW AUDITORIUM, VANCOUVER ISLAND CONFERENCE CENTRE

80 COMMERCIAL STREET, NANAIMO, BC

SCHEDULED RECESS AT 10:30 A.M. AND 12:00 P.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.

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:

(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; and,

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

3.

INTRODUCTION OF LATE ITEMS:

4.

ADOPTION OF AGENDA:

5.

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, 2023-MAR-15 at 9:00 a.m.

b.

Minutes 

Minutes of the Special Finance and Audit Committee Meeting held in the Shaw Auditorium, Vancouver Island Conference Centre, 80 Commercial Street, Nanaimo, BC, on Wednesday, 2023-MAR-29 at 9:00 a.m.

6.

PRESENTATIONS:

a.

Reorder Agenda Heading 6 Presentations to follow Agenda Heading 7 Delegations

b.

Summary of Audit Findings

Liette Bates-Eamer, Lead Audit Engagement Partner, KPMG, to provide a presentation regarding 2022 Summary of Audit Findings.

7.

DELEGATIONS:

a.

Jovonne Johnson re: Risebridge Community Centre Hours of Operation and Request for Funding

8.

REPORTS:

a.

2022 Annual Financial Statements

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present the 2022 Annual Financial Statements for acceptance by the Finance and Audit Committee.

Recommendation:  That the Finance and Audit Committee recommend that Council accept the 2022 Annual Financial Statements for the City of Nanaimo.

b.

2022 Annual Parking Reserve Fund Report

To be introduced by Laura Mercer, Director, Finance.

Purpose: To present the Finance and Audit Committee with the 2022 Annual Parking Reserve Fund Report for information purposes.

c.

2022 Annual Development Cost Charges Reserve Fund Report

To be introduced by Laura Mercer, Director, Finance.

Purpose: To present the Finance and Audit Committee with the 2022 Development Cost Charges Reserve Fund Report for information purposes.

d.

2023-2027 Financial Plan Update

To be introduced by Laura Mercer, Director, Finance.

Presentation:

1. Laura Mercer, Director, Finance. 

e.

Growing Communities Fund Allocations

To be introduced by Laura Mercer, Director, Finance.

Purpose: To provide the Finance and Audit Committee with allocation options for the Growing Communities Fund.

Recommendation: That the Finance and Audit Committee provide recommendations to Council on how to allocate the Growing Communities Fund monies.

f.

Harewood Artificial Turf Field Tender Results and Next Steps

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

Purpose: To obtain Council approval for additional funding to proceed with the two artificial turf fields in the south end of the community at Harewood Centennial Park.

Recommendation: That the Finance and Audit Committee recommend that Council increase the budget for the Harewood Artificial Turf Field project in 2023 from $4,937,100 up to $9,957,070 with the additional $5,019,970 funded from:

• $3,000,000 Growing Communities Fund (GCF) Reserve Fund
• $1,489,970 Strategic Infrastructure Reserve Fund
• $330,000 Casino Reserve
• $200,000 Private Contribution - School District 68

g.

White Street Sewer Project

To be introduced by Phil Stewart, Manager, Engineering Projects.

Purpose: To advise Council of budget transfer in excess of $100,000 for the White Street Sewer Project.

h.

Community Watershed Restoration Grant - Second Intake

To be introduced by Ting Pan, Manager, Sustainability.

Purpose: To obtain the Finance and Audit Committee’s recommendation for Council approval of the Community Watershed Restoration Grant’s second intake allocations for 2023.

Recommendation: That the Finance and Audit Committee recommend that Council approve a total of $11,907.25 for the 2023 Community Watershed Restoration Grant's allocations as follows:

• Applicant Name: Nanaimo Area Land Trust/ syuw̓én̓ct Elementary School (formerly Coal Tyee)
  • Project: Northfield Marsh Restoration
  • Recommend: $2,500.00
• Applicant Name: Walley Creek Streamkeepers/ Nanaimo Area Land Trust
  • Project: Walley Creek- Reach Two Bank Stabilization
  • Recommend: $2,000.00

• Applicant Name: Pacific Gardens Cohousing
  • Project: Pacific Gardens (Zone 3) Wildlife Habitat/Wetland Restoration Project
  • Recommend: $7,407.25

i.

580 Fitzwilliam Street Building Upgrade Project

To be introduced by Bill Corsan, Director, Corporate and Business Development.

Purpose: To seek Council direction to amend the budget for the 580 Fitzwilliam Street Building Upgrade Project from $750,000 to $1,145,000 in the 2023-2027 Financial Plan.

Recommendation: That the Finance and Audit Committee recommend that Council increase the budget for the 580 Fitzwilliam Street Building Upgrade project in 2023 from $750,000 to $1,145,000. The $395,000 difference to be funded from the RCMP Contract Reserve.

j.

Parks, Recreation & Culture Fees and Charges

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

Purpose: To update Council on the User Fees and Charges review process and to seek support for changes to the user rate classification system, pricing structure, and percentage increases.

Presentation:

1. Darcie Osborne, Director, Recreation and Culture.

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

1. Support the user rate classification system, pricing structure, and percentage increase as outlined in Attachment B to the 2023-APR-19 staff report for a four year period (September, 2023 - August, 2027); and,

 

2. direct staff to bring forward an amendment to the Fees and Charges Bylaw No. 7336 to incorporate the new classification system and price structure.

1.

Replace Attachment B titled "Updated Fee Schedule 2023 to 2027" with the attached version

2.

Remove Darcie Osborne, Director, Recreation and Culture as presenter and replace with Richard Harding, General Manager, Parks, Recreation and Culture

3.

Add delegation from Brian Cornborough

9.

OTHER BUSINESS:

10.

QUESTION PERIOD:

11.

ADJOURNMENT: