AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, May 17, 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

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-APR-19 at 8:30 a.m.

5.

PRESENTATIONS:

6.

DELEGATIONS:

7.

REPORTS:

a.

Fern Park Partners in Parks (PIP) Project Update

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

Purpose:  To inform the Finance and Audit Committee of the change in scope of the Fern Park Partners in Parks (PIP) Project. 

Presentation:

1. Charlotte Davis, Manager, Parks Operations. 

b.

Royal Oak Partners in Parks Project Cancellation

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

Purpose:  To inform the Finance and Audit Committee that the Royal Oak Park Partners In Parks Project has been cancelled.

c.

Douglas Island Garden Society (DIGS) Partners in Parks Program Proposal

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

Purpose:  To seek committee approval to award Partners In Parks funding to Douglas Island Garden Society (DIGS).

Delegation:

1. Jim Harris, Douglas Island Garden Society.

Recommendation:  That the Finance and Audit Committee recommend that Council award $25,000 from the 2023 Partners In Parks (PIP) Program Fund, to the DIGS proposed community garden improvements.

d.

Rocky Point Neighbourhood Park Improvement Request Under the Partners in Parks Program

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

Purpose:  To seek committee approval to award Partners In Parks funding to Rocky Point Neighbourhood Association.

Delegation:

1. Amie Armet and Karolien Soylu, Rocky Point Neighborhood Association. 

Recommendation:  That the Finance and Audit Committee recommend that Council award $50,000 from the 2023 Partners In Parks (PIP) Program funds, to the proposed PIP Rocky Point Park improvements – including playground installation at Harry Wipper Park.

e.

Community Program Development Grant - Nanaimo Nature Society

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

Purpose:  To obtain Council approval for a Community Program Development Grant (CPDG).

Recommendation:  That the Finance and Audit Committee recommend that Council approve the request from the Nanaimo Nature Society for a Community Program Development Grant in the amount of $1,600 to assist in funding the Buttertubs Tour Guide Program.

f.

3 Year Budget - Nanaimo Youth Resilience Strategy - Building Safer Communities Fund

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

Purpose:  To present the 3-year budget for the Nanaimo Youth Resilience Strategy - Building Safer Community Fund for Council consideration of endorsement.

Recommendation:  That the Finance and Audit Committee recommend that Council direct Staff to proceed with a 3-year contribution agreement with Public Safety Canada using the Building Safer Communities Fund for the Nanaimo Youth Resilience Strategy as outlined in the 2023-MAY-17 Staff report, 3 Year Budget - Nanaimo Youth Resilience Strategy – Building Safer Communities Fund.

g.

Council Spending and Amenities Policy Amendment

To be introduced by Jake Rudolph, Chief Administrative Officer, and Sheila Gurrie, Director, Legislative Services.

Purpose:  To apprise Council of the survey results for Council’s 2023-2026 remuneration as governed by the Council Spending & Amenities Policy and to bring forward recommended amendments to the conference, training, and development sections of the policy.

Recommendation:  That the Finance and Audit Committee recommend that Council endorse the proposed amendments to the Council Spending and Amenities Policy as outlined in Attachment 1 to the 2023-MAY-17 report titled "Council Spending and Amenities Policy Amendment" by the Deputy City Clerk.

h.

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 2022-OCT-01 to 2022-DEC-31.

i.

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-JAN-01 to 2023-MAR-31.

j.

Elimination of School Tax Credit for Industrial Properties

To be introduced by Laura Mercer, Director, Finance.

Purpose: To inform Council of Provincial changes made to the industrial property tax credit that will impact industrial properties for 2023 and onwards.

k.

2022 Statement of Financial Information

To be introduced by Laura Mercer, Director, Finance.

Purpose:  To present the 2022 Statement of Financial Information for acceptance by the Finance and Audit Committee.

Recommendation:  That the Finance and Audit Committee recommend that Council accept the 2022 Statement of Financial Information for filing with the Ministry of Municipal Affairs and Housing.

l.

Sponsorship Policy, Inventory Development and Valuation for the City of Nanaimo

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

Purpose:  To present to Council with a draft Sponsorship, Advertising and Naming Rights Policy, the Inventory Development and Valuation Report, and the proposed Advertising and Naming Rights Strategy for City of Nanaimo.

Presentation:

1. Brent Barootes, President and CEO, Partnership Group.

8.

OTHER BUSINESS:

9.

QUESTION PERIOD:

10.

ADJOURNMENT: