AGENDA
FINANCE AND AUDIT COMMITTEE MEETING

Wednesday, October 21, 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 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, 2020-SEP-16, at 9:00 a.m. 

5.

PRESENTATIONS:

6.

DELEGATIONS:

7.

REPORTS:

a.

Facilities Valuation Study

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

Purpose:  To provide Council with an opportunity to use grant funding to improve the corporate understanding of Facilities replacement values.

Recommendation:  That the Finance & Audit Committee recommend that Council approve accelerating $50,000 in grant funding for the Facilities and Park Amenities Condition Assessment Program from 2021 to 2020 for the purposes of a facilities valuation exercise.

b.

Building Envelope Project at 25 Victoria Road

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

Purpose:  To provide an update to Council regarding the Phase Two Building Envelope Restoration Project at 25 Victoria Road, also known as the Harbour City Theatre.  

c.

Community Resiliency Investment Program (FireSmart Community Funding and Supports Program)

To be introduced by Geoff Whiting, Deputy Fire Chief.

Purpose:  To gain Council’s support in applying for funding through UBCM for FireSmart activities in the City of Nanaimo for 2021.

Recommendation:  That the Finance and Audit Committee recommend that Council support the City of Nanaimo’s application to the Union of BC Municipalities for the Community Resiliency Investment Program (FireSmart Community Funding and Supports Program) and if successful the project will be added to the 2021-2025 Financial Plan.

d.

2021 Social Planning Grant Increase

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

Purpose:  To advise the Finance and Audit Committee of an additional $30,000 of available social grant funding and obtain approval to make changes to the Social Response and Community Vitality Grant applications in order to provide this additional funding for community wellness and addiction response programs.

Recommendation:  That the Finance and Audit Committee recommend that Council authorize Staff to advertise that an additional $30,000 of Social Response Grant funding is available for projects that specifically address community wellness or addictions response.

e.

Asset Management Update

To be introduced by Shelley Legin, General Manager, Corporate Services. 

Purpose:  To provide Council with interim measures for the continuation of funding for asset management due to delays caused by the COVID-19 Pandemic.

Presentation:

1. Laura Mercer, Director, Finance. 

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

1. Extending the annual 1% property tax increase contribution to the General Asset Management Reserve for five (5) years or until the next asset management update and recommendations are presented to Council and include this change in the 2021 2025 Financial Plan; and,
2. Extending the annual 2.5% water user fee increase for 2021 for contributions to the Water Asset Management Fund reserve and include this change in the 2021 2025 Financial Plan.

f.

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

To be introduced by Shelley Legin, General Manager, Corporate Services.

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 2020-JUL-01 to 2020-SEP-30.

g.

2021 Premium Cost Increases

To be introduced by Shelley Legin, General Manager, Corporate Services.

Purpose:  To provide Council with 2021 cost estimates for WorkSafeBC and liability insurance premiums.  

h.

Draft 2021 Key Date Calendar

To be introduced by Sheila Gurrie, Director, Legislative Services.

Purpose:  To present for the Finance and Audit Committee’s consideration, three options for the draft 2021 Key Date Calendar.

Recommendation:  That the Finance and Audit Committee:

1. select either the third or fourth Wednesday of the month as their reoccurring meeting date;
2. hold meetings in-person at the Shaw Auditorium; and,
3. recommend that Council approve the selected 2021 Finance and Audit Committee Key Date Calendar.

8.

OTHER BUSINESS:

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:

(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;

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

Community Charter Section 90(2):

(b) the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party.

10.

ADJOURNMENT: