AGENDA FINANCE AND AUDIT COMMITTEE MEETING · PDF fileFINANCE AND AUDIT COMMITTEE MEETING ... ADOPTION OF AGENDA: 4. ADOPTION OF MINUTES: a. ... Mayor McKay inquired about the difference

AGENDAFINANCE AND AUDIT COMMITTEE MEETING

September 14, 2017, 9:30 AM

Board Room, Service and Resource Centre,411 Dunsmuir Street, Nanaimo, BC

Pages

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

2. INTRODUCTION OF LATE ITEMS:

3. ADOPTION OF AGENDA:

4. ADOPTION OF MINUTES:

a. Minutes 4 - 7

Minutes of the Special Finance and Audit Committee Meeting held in the BoardRoom, Service and Resource Centre, 411 Dunsmuir Street, Nanaimo, BC onThursday, 2017-AUG-10, at 9:30 a.m.

b. Minutes 8 - 10

Minutes of the Special Finance and Audit Committee Meeting held in the BoardRoom, Service and Resource Centre, 411 Dunsmuir Street, Nanaimo, BC onThursday 2017-AUG-24 at 9:00 a.m.

5. PRESENTATIONS:

6. REPORTS:

a. Cliff McNabb Arena – Lighting Repair & Upgrade 11 - 12

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

Purpose: To request Council’s approval for a new 2017 project to upgrade thelighting to LED at the Cliff McNabb Arena, using funds from the SustainabilityReserve and requiring a budget bylaw amendment.

Recommendation: That the Finance and Audit Committee recommend Councilapprove upgrading of Cliff McNabb Arena Lighting to LED in 2017 for a totalcost of $24,853 using funds from the Sustainability Reserve.

b. Extreme Weather Shelter - 2017/2018 Funding Request 13 - 17

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

Purpose: To present Council with an update on the Extreme Weather Shelteroperations over the 2016/2017 season, and request $45,000 for the FirstUnitarian Fellowship of Nanaimo to operate the Extreme Weather Shelter forthe 2017/2018 season.

Delegation:

Lois Peterson, Executive Director Unitarian Shelter, and Kevan Griffith,Shelter Coordinator Unitarian Shelter, to speak regarding request forfunding for the Unitarian Shelter.

1.

Recommendation: That the Finance and Audit Committee recommend Councilapprove the request from the First Unitarian Fellowship of Nanaimo for $45,000in funding to operate the Extreme Weather Shelter over the 2017/2018 season.

c. Council Expenses for the Six Months Ending 2017-JUN-30 18 - 45

To be introduced by Deborah Duncan, Deputy Director, Financial Services.

Purpose: To present a summary of Council expenses for the six monthsending 2017-JUN-30.

Recommendation: That the Finance and Audit Committee recommend thatCouncil receive the Council Expenses for the Six Months Ending 2017-JUN-30report dated 2017-SEP-14 for information.To present a summary of Council expenses for the six months ending 2017-JUN-30.

d. Council Update on Response to Social Issues 46 - 47

To be introduced by Brad McRae, Chief Operations Officer.

Purpose: To update Council on the measures taken in response to SocialDisorder in Nanaimo.

Recommendation: That the Finance and Audit Committee recommend thatCouncil approve an additional $25,000.00 to continue with the daytime securitypatrols and a further $20,000.00 for the litter pick up program.

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e. Update on the Nanaimo Recycling Exchange and Zero Waste Recycling 48 - 58

To be introduced by Brad McRae, Director of Community Development.

Purpose: To provide Council with an update on the Nanaimo RecyclingExchange and Zero waste in Nanaimo.

Presentation: Jan Hastings, Executive Director Nanaimo Recycling Exchange,to provide a presentation regarding Nanaimo Recycling Exchange.

Recommendation: That Council indicates its preference of options upon whichto conduct further research.

7. OTHER BUSINESS:

a. Delegation 59

Bill Hicks to speak regarding a proposed community garden behind DepartureBay Community Centre.

8. QUESTION PERIOD:

9. ADJOURNMENT:

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MINUTES SPECIAL FINANCE AND AUDIT COMMITTEE MEETING BOARD ROOM, SERVICE AND RESOURCE CENTRE

411 DUNSMUIR STREET, NANAIMO, BC THURSDAY, 2017-AUG-10, AT 9:30 A.M.

PRESENT: Chair Acting Chair W. M. Yoachim Members: Mayor W. B. McKay Councillor S. D. Armstrong Councillor M.D. Brennan (entered 9:32) Councillor J. Hong Councillor J. A. Kipp (vacated 10:09 a.m.) Councillor I. W. Thorpe

Absent: Councillor W. L. Bestwick

Councillor G. W. Fuller

Staff: V. Mema, Chief Financial Officer B. McRae, Chief Operations Officer D. Lindsay, Director of Community Development P. Cooper, Director of Communication & Community Engagement (entered 9:50 a.m.) D. Duncan, Deputy Director of Financial Services L. Mercer, Manger Accounting Services (vacated 11:09 a.m.) W. Fulla, Manager, Finance – Business & Asset Planning C. Davis, Manager of Sanitation, Recycling & Public Works Administration (vacated 10:17 a.m.)

J. Horn, Social Planner (entered 10:16 a.m.) J. Vanderhoef, Steno S. Griffin, Recording Secretary

1. CALL THE SPECIAL FINANCE AND AUDIT COMMITTEE MEETING TO ORDER:

The Special Finance and Audit Committee Meeting was called to order at 9:30 a.m.

2. ADOPTION OF AGENDA:

It was moved and seconded that the Agenda, be adopted. The motion

carried unanimously.

Councillor Brennan entered the Board Room at 9:32 a.m.

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MINUTES – SPECIAL FINANCE AND AUDIT COMMITTEE 2017-AUG-10 PAGE 2 3. ADOPTION OF MINUTES:

It was moved and seconded that the Minutes of the Regular Meeting of the Finance and Audit Committee held in the Board Room Service and Resource Centre, 411 Dunsmuir Street, Nanaimo, BC, on Wednesday, 2017-JUN-14 at 9:30 a.m. be adopted as circulated. The motion carried unanimously.

4. REPORTS:

(a) Key Date Calendar Introduced by Victor Mema, Chief Financial Officer/Deputy City Manager.

It was moved and seconded that the Finance and Audit Committee approve the

amended 2017 Finance and Audit Committee Key Date Calendar. The motion carried unanimously. (b) Travel Assistance Grant – Boxing BC Association

Introduced by Victor Mema, Chief Financial Officer/Deputy City Manager. It was moved and seconded that the Finance and Audit Committee recommend that

Council approve the request from the Boxing BC Association for a Travel Assistance Grant in the amount of $200 for two (2) Nanaimo Boxing Club athletes to attend the 2017 Imperium Cup being held in Terrebonne, Quebec during the period 2017-MAY-19 through 2017-MAY-21. The motion carried unanimously.

(c) Travel Assistance Grant – Nanaimo Lawn Bowling Club


Council approve the request from the Nanaimo Lawn Bowling Club for a Travel Assistance Grant in the amount of $100 for one (1) Nanaimo Lawn Bowler to attend the National Junior & U25 Lawn Bowling Championships being held in Dartmouth, Nova Scotia, during the period 2017-JUL-13 through 2017-AUG-07. The motion carried unanimously.

P. Cooper entered the Board Room at 9:50 a.m.

(d) Automated Solid Waste Collection – Equipment Financing


Council approve the borrowing of up to $6,200,000 through the Equipment Financing Program for implementation of automated solid waste collection. The motion carried. Opposed: Councillors Hong and Kipp

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MINUTES – SPECIAL FINANCE AND AUDIT COMMITTEE 2017-AUG-10 PAGE 3

(e) Quarterly Sole Source and Single Submissions Purchases

To be introduced by Victor Mema, Chief Financial Officer/Deputy City Manager. It was moved and seconded that the Finance and Audit Committee recommend that

Council receive the Quarterly Sole Source and Single Submission Purchases report dated 2017-AUG-10 for information. The motion carried unanimously.

(f) Capital Project Results for the Six Months Ending 2017-JUN-30

Introduced by Victor Mema, Chief Financial Officer/Deputy City Manager. It was moved and seconded that the Finance and Audit Committee receive the report

titled Capital Projects Results for the Six Months Ending 2017-JUN-30 for information. The motion carried unanimously.

Councillor Kipp vacated the Board Room at 10:09 a.m.

(g) Operating Results for the Six Months Ending 2017-JUN-30

Introduced by Victor Mema, Chief Financial Officer/Deputy City Manager. It was moved and seconded that the Finance and Audit Committee receive the report

titled Operating Results for the Six Months Ending 2017-JUN-30 for information. The motion carried unanimously.

The Special Finance and Audit Committee Meeting recessed at 10:11 a.m. The Special Finance and Audit Committee Meeting reconvened at 10:15 a.m. J. Horn entered the Board Room at 10:16 a.m. C. Davis vacated the Board Room at 10:17 a.m.

(h) Development Cost Charge Bylaw

Introduced by Dale Lindsay, Director of Community Development. Acting Chair Yoachim advised that Dave Frances and Dave Hammond were in attendance and wished to address the Committee as a delegation regarding the Development Cost Charge Bylaw. It was moved and seconded that Dave Frances and Dave Hammond be permitted to

address the Committee as a late delegation regarding the Development Cost Charge Bylaw. The motion carried unanimously.

Delegation: 1. Dave Frances and Dave Hammond spoke regarding the Development Cost

Charge Bylaw and the new rates model from the perspective of the industrial and commercial developers.

It was moved and seconded that the Committee receive the delegation from Dave

Frances and Dave Hammond for information. The motion carried unanimously.

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MINUTES – SPECIAL FINANCE AND AUDIT COMMITTEE 2017-AUG-10 PAGE 4 L. Mercer vacated the Board Room at 11:09 a.m. Mayor McKay vacated the Board Room at 11:14 a.m.

It was moved and seconded that the Finance and Audit Committee recommend that Council direct Staff to:

1. prepare and introduce a draft Development Cost Charge Bylaw based on the

framework outlined in the report titled Development Cost Charge Bylaw dated 2017-AUG-10; and,

2. review and provide a report for Council’s consideration on potential expansion of the existing tax exemption programs.

The motion carried unanimously.

Mayor McKay entered the Board Room at 11:26 a.m.

(i) Social Planning Grants – 2017 Recommendations

Introduced by John Horn, Social Planner. It was moved and seconded that the Finance and Audit Committee recommend that

Council approve the 2017 Social Response and the 2017 Community Vitality grant recommendations. The motion carried unanimously.

5. QUESTION PERIOD: No one in attendance wished to ask questions.

6. ADJOURNMENT:

It was moved and seconded at 11:28 a.m. that the meeting terminate. The motion

carried unanimously. ____________________ ACTING CHAIR CERTIFIED CORRECT: ___________________________ CORPORATE OFFICER

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MINUTES SPECIAL FINANCE AND AUDIT COMMITTEE MEETING BOARD ROOM, SERVICE AND RESOURCE CENTRE

411 DUNSMUIR STREET, NANAIMO, BC THURSDAY, 2017-AUG-24, AT 9:00 A.M.

PRESENT: Councillor W. L. Bestwick, Chair

Members: Mayor W. B. McKay Councillor S. D. Armstrong Councillor M. D. Brennan Councillor G. W. Fuller (entered at 9:20 a.m.) Councillor J. Hong Councillor I. W. Thorpe

Absent: Councillor J. A. Kipp Councillor W. M. Yoachim

Staff: V. Mema, Chief Financial Officer

D. Duncan, Deputy Director of Financial Services D. Hiscock, Revenue Services Manager S. Gurrie, City Clerk J. Vanderhoef, Steno K. Gerard, Recording Secretary

1. CALL THE SPECIAL FINANCE AND AUDIT COMMITTEE MEETING TO ORDER:

The Special Finance and Audit Committee Meeting was called to order at 9:04 a.m. 2. ADOPTION OF AGENDA:

It was moved and seconded that the Agenda be adopted. The motion

carried unanimously.

3. REPORTS:

(a) Consideration of New Permissive Tax Exemption Applications Presentation: 1. Diane Hiscock, Revenue Services Manager, provided a presentation

regarding Permissive Tax Exemptions. Committee discussion took place regarding the status of the Permissive Tax Exemption at Old Nanaimo Hospital Building located at 388 Machleary Street.

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By unanimous consent The Finance and Audit committee requested that Staff report back regarding the Property Tax Exemption for the Old Nanaimo Hospital Building at 388 Machleary Street. Committee discussion took place regarding the Permissive Tax Exemption for Eden Gardens located at 1917 Northfield Road. By unanimous consent The Finance and Audit committee requested that Staff contact the BC Assessment Authority to investigate the status of this Permissive Tax Exemption. Mayor McKay inquired about the difference between non-profit and for-profit organizations with regards to Permissive Tax Exemptions and possible advantages provided to not for profit organizations.

Councillor Fuller entered the Boardroom at 9:20 a.m. Councillor Hong suggested adjusting some of the application processes so for-profit organizations may be eligible to apply.

It was moved and seconded that the Finance and Audit Committee receive the

presentation regarding Permissive Tax Exemptions, from Diane Hiscock, Revenue Services Manager, for information. The motion carried unanimously.

It was moved and seconded that the Finance and Audit Committee:

1. approve a Permissive Tax Exemption for the 2018 tax year to the Nanaimo Literacy Association (RPTE-23) for property it leases at 19 Commercial Street.

2. approve a Permissive Tax Exemption for the 2018 tax year to the Mount Benson

Senior Citizens’ Housing Society (PTE-01) for the following properties they own at: • 65 Prideaux Street • 73 Prideaux Street • 451 Selby Street

3. approve a Permissive Tax Exemption for the 2018 tax year to the Pacifica Housing

Advisory Association (PTE-02) for property it owns at 275 Nicol Street; 4. approve a Permissive Tax Exemption for the 2018 tax year to the Vancouver Island

Mental Health Society (PTE-03) for property it owns at 285 Rosehill Street; and, 5. approve a Permissive Tax Exemption for the 2018 tax year to the Loyal Order of

Moose, Nanaimo Lodge No. 1052 (PTE-04) for property it owns at 1356 Cranberry Avenue.

The motion carried unanimously.

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4. OTHER BUSINESS:

Committee discussion took place regarding advantages provided to non-profit organizations versus for-profit in relation to Permissive Tax Exemptions. The following suggestions were made and discussion took place regarding: • Adding a Permissive Tax Exemption for land owners who can prove the property, or

a portion of the property under construction will be deemed affordable housing; and, • Lobbying the Union of BC Municipalities for support with low income housing.

5. ADJOURNMENT:

It was moved and seconded at 10:00 a.m. that the meeting terminate. The motion

carried unanimously. ____________________ CHAIR CERTIFIED CORRECT: ___________________________ CORPORATE OFFICER

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Staff Report

SRV1

DATE OF MEETING September 14, 2017

AUTHORED BY Scott Pamminger, Manager, Infrastructure Planning and Energy

SUBJECT CLIFF MCNABB ARENA – LIGHTING REPAIR & UPGRADE

OVERVIEW Purpose of Report To request Council’s approval for a new 2017 project to upgrade the lighting to LED at the Cliff McNabb Arena, using funds from the Sustainability Reserve and requiring a budget bylaw amendment. Recommendation That the Finance and Audit Committee recommend Council approve upgrading of Cliff McNabb Arena Lighting to LED in 2017 for a total cost of $24,853 using funds from the Sustainability Reserve.

BACKGROUND In 2012 as part of the Cliff McNabb Arena major building upgrade, all the lighting was replaced. The lighting is reaching end-of-life with over 33% of the tubes and ballasts in need of replacement to provide proper lighting levels. This offers the opportunity to upgrade the lighting to LED technology which consumes 53% less energy and provides better lighting. OPTIONS

1. That the Finance and Audit Committee recommend Council approve upgrading of Cliff McNabb Arena Lighting to LED in 2017 for a total cost of $24,853 using funds from the Sustainability Reserve.

Implications: Based on the facilities operating hours these LED tubes should be replaced about every 6.9 years, and the ballasts every 7 years.

Concurrent replacement timing of the ballasts and lighting tubes optimizes replacement scheduling and is more fiscally efficient.

This project would be funded from the Sustainability Reserve and budget will be adjusted in a future budget bylaw amendment.

Replacing the existing 72 ballasts and all 456 tubes with longer lasting and more energy efficient 25.5 Watt LED tubes with a cost of $24,853, and a calculated simple payback of 2.25 years.

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Staff Report September 14, 2017 CLIFF MCNABB ARENA – LIGHTING REPAIR & UPGRADE

Page 2

2. That the Finance and Audit Committee recommend Council replace the existing lighting

technology: 72 failed ballasts and 160 – 54 Watt fluorescent tubes at a cost of $9,000.

Implications: Based on the facilities regular operating hours the fluorescent tubes should be replaced about every 4.3 years and the electronic ballasts every 7 years.

SUMMARY POINTS

Reduction of 53% energy consumption with new LED tube lighting.

Project calculated simple payback of 2.25 years with LED.

New LED lighting would provide better quality and more uniform lighting for skaters.

LED lighting requires less frequent maintenance.

Submitted by:

______________________ Scott Pamminger Manager, Infrastructure Planning and Energy

Concurrence by:

______________________ Richard Harding Director, Parks and Recreation

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Staff Report

SRV1


AUTHORED BY KARIN KRONSTAL, SOCIAL PLANNER

SUBJECT EMERGENCY WEATHER SHELTER - 2017/2018 FUNDING REQUEST

OVERVIEW Purpose of Report To present Council with an update on the Extreme Weather Shelter operations over the 2016/2017 season, and request $45,000 for the First Unitarian Fellowship of Nanaimo to operate the Extreme Weather Shelter for the 2017/2018 season. Recommendation That the Finance and Audit Committee recommend that Council approve the request from the First Unitarian Fellowship of Nanaimo for $45,000 in funding to operate the Extreme Weather Shelter over the 2017/2018 season.

BACKGROUND In 2006, the Province of BC announced funding to support to organizations that provide shelter for homeless people during “extreme weather events” such as snowstorms. The Province defined the operating season for extreme weather as the beginning of November until the end of March. To access the funding, participating communities developed an annual “Extreme Weather Response Plan” to determine when an extreme weather event has occurred in order to alert the relevant social service agencies of the potential risk to their clients and open the emergency shelter. In 2009, the First Unitarian Fellowship of Nanaimo (FUFON) began operating Nanaimo’s Extreme Weather Shelter (EWS) at their church, located at 595 Townsite Road. For each night that the EWS was activated by the declaration of an extreme weather status, the FUFON invoiced BC Housing and were compensated for costs incurred on that basis. The EWS initially had a capacity of 21 beds, which grew to 24 beds by November 2016; another 6 beds were added in December 2016 at the request of BC Housing. In 2011, FUFON approached the City of Nanaimo for funding to keep the shelter open on a continuous basis over the winter. Council agreed to fund those nights between November 1 and March 31, as they did not meet the criteria for “extreme weather event” and were not eligible for provincial funding. A system was set up whereby the Province was invoiced for extreme weather nights and City was invoiced for the remaining nights (referred to as “cold wet winter nights”). This system has worked effectively since 2011. In 2016/2017, the City agreed to provide up to $45,000 in funding in order for the FUFON to operate the EWS. Due to the higher than average number extreme weather nights, the FUFON returned in excess of $10,000 to the City, as more nights than anticipated were covered by BC Housing during the November to March season (103 nights were covered by BC Housing,

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Staff Report September 14, 2017 Emergency Weather Shelter – 2017/18 Funding Request

Page 2

50 nights were funded by the City). Due to the harsh weather conditions, the FUFON also privately fundraised in order to keep the EWS open for an additional 14 days in April 2017. During the 2016/2017 season, the EWS provided 4,242 bed nights with 237 unique individuals. This is an increase of 20% over the 2015/2016 season, during which the shelter provided 3,400 bed nights. Nearly all (98%) of guests were between 25 and 65 years old, with the majority in their 30s. The FUFON is requesting up to $45,000 to continue providing this service in the 2017/2018 season. The City will continue to be invoiced only for those shelter nights between November and March that are not covered by BC Housing. Staff recommends that Council approve this request and allocate the funding from the Housing Legacy Reserve, as has been done in previous years.

OPTIONS

1. That the Finance and Audit Committee recommend that Council approve the request from the First Unitarian Fellowship of Nanaimo for $45,000 in funding to operate the Extreme Weather Shelter over the 2017/2018 season.

Budget Implication: None. The requested funding can be allocated from the Housing Legacy Reserve.

Strategic Priorities Implication: Social Equity is one of Nanaimo’s five Community Values.

2. That Council not approve the funding request from the First Unitarian Fellowship of Nanaimo to operate the Extreme Weather Shelter in 2017/2018.

SUMMARY POINTS

The City of Nanaimo has provided support for the operation of the Emergency Weather Shelter since 2011.

The shelter operator, the First Unitarian Fellowship of Nanaimo, invoices the City only for those evenings not funded by BC Housing.

Staff recommend Council approve $45,000 in funding for the operation of the shelter during the 2017/2018 season.

Submitted by:

_____________________________________ Bruce Anderson Manager, Community and Cultural Planning

Concurrence by:

Dale Lindsay Director of Community Development

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Delegation Request Lois Peterson, Executive Director Unitarian Shelter and Kevan Griffith, Shelter Coordinator Unitarian Shelter, have requested an appearance before Council. The requested date is September 14, 2017. The requested meeting is: Finance and Audit Committee Presenter’s Information: City: Nanaimo Province: BC Bringing a presentation: Yes Details of Presentation: Lois Peterson, Executive Director Unitarian Shelter and Kevan Griffith, Shelter Coordinator Unitarian Shelter, to speak regarding the value of the service and how it impacts guest’s lives, the shelter’s context within the community, fundraising goals for 2017-2018, and requesting funding for $45,000.

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Outline:PresentationtotheCityofNanaimoFinanceandAuditCommitteeSept14,2017Format:Standuppresentation,withsupportingFactSheetsuppliedwithfurtherinfoandstats.

• ThanksandIntroductions–LoisPeterson(ExecutiveDirector)andKevanGriffiths(ShelterCoordinator)

• KevanGriffiths–describingthevalueoftheserviceandhowitimpactsguests’lives

• Theshelterwithincommunitycontext• Cityfundinginrelationtoothergovernment/agencyandcommunitysupport• Specificsofcurrentrequestfor$45,000• Shelter’sfundraisinggoal2017/2018–goalofgeneratingincreased

sustainablefunding=stabilityofservice• FactSheetoffurtherinformationsupplied• Invitationtoofferquestionsandcomments• ThankYou

LoisPeterson

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A Few Facts To support a request for funding Sept. 14 2017

2017/2018willbetheShelter’s9thseasoninoperationIn2016/2017theShelteraccommodated:

• 237uniqueindividuals• 4,242bednights(24.76%increaseover2015/2016)• 98%ofguests25-65yearsofage• 23%ofguestsFirstNations• 84%male,16%female

TheShelterprovided

• 167night’saccommodationOct15–April15• 24bedspernight,increasedto30Dec2016• 8,484meals• Laundryfacilities,clothes,personalhygieneitems• Referralstoothercommunitysupportsasrequired

Funding

• CityofNanaimofunded50non-extremeweathernights’accommodation(32%)• BCHousingfunded103extremeweathernights(68%)• 14nightsprovidedthroughadditionalfundingsources/fundraisinginitiatives

Staffing

• ExecutiveDirector–part-time• ShelterCoordinator• 10Shelterstaff• Volunteers–specialprojects,assignments

CommunitySupport

• 12-15Localbusinessesprovidedinkindsupport–materialsandlabour• 8Localorganizationsprovidedcash/grantscontributions• 22individualdonorscontributedcashdonations• Manyindividualsinthecongregationandcommunityprovidedin-kindmaterials

andsupplies

ufon.ca/weather-shelter/|[email protected]|250-758-1601

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Information Report

IRV1


AUTHORED BY LAURA L. MERCER, MANAGER OF ACCOUNTING SERVICES

SUBJECT COUNCIL EXPENSES FOR THE SIX MONTHS ENDING 2017-JUN-30

OVERVIEW Purpose of Report To present a summary of Council expenses for the six months ending 2017-JUN-30. Recommendation That the Finance and Audit Committee recommend that Council receive the report titled Council Expenses for the Six Months Ending 2017-JUN-30, dated 2017-SEP-14, for information.

DISCUSSION Council member expenses are incurred in accordance with the Council Spending and Amenities Policy 1-0530-05. This policy establishes governance and control parameters regarding expenditures for and by elected officials. This report summarizes Council expenses for the six month period ending 2017-JUN-30. Summary of Council expenses at 2017-JUN-30:

Name

Budget

Q1

Q2

YTD Actuals

Budget Variance

Mayor McKay

$ 13,000.00 $ 2,101.23 $ 7,974.81 $ 10,076.04 $2,923.96

Councillor Bestwick

11,500.00 4,001.26 - 4,001.26 7,498.74

Councillor Brennan

11,500.00 1,621.01 11,262.06 12,883.07 (1,383.07)

Councillor Fuller

11,500.00 1,220.66 - 1,220.66 10,279.34

Councillor Hong

11,500.00 2,448.08 1,042.86 3,490.94 8,009.06

Councillor Kipp

11,500.00 2,531.75 1,965.94 4,497.69 7,002.31

Councillor Pratt

11,500.00 1,896.13 250.00 2,146.13 9,353.87

Councillor Thorpe

11,500.00 1,843.08 2,610.41 4,453.49 7,046.51

Councillor Yoachim

11,500.00 1,769.77 926.81 2,696.58 8,803.42

Total $ 105,000.00 $ 19,432.97 $ 26,032.89 $ 45,465.86 $59,534.14

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Information Report September 14, 2017 COUNCIL EXPENSES FOR THE SIX MONTHS ENDING 2017-JUN-30

Page 2

Appendix 1 lists the total year-to-date expenses for each member of Council. This listing gives a detailed summary of the overall expenses of an individual Council member as at 2017-JUN-30 compared to the annual budget for that individual.

SUMMARY POINTS

Mayor and Council have spent $45,465.86 of the $105,000 annual budget at 2017-JUN-30.

ATTACHMENTS

Appendix 1: Detailed Council Expense Summaries.

Submitted by:

______________________ Laura L. Mercer Manager, Accounting Services

Concurrence by:

______________________ Victor Mema Chief Financial Officer

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Staff Report

SRV1

DATE OF MEETING SEPTEMBER 14, 2017

AUTHORED BY ROD DAVIDSON MANAGER OF BYLAW, REGULATION & SECURITY

SUBJECT COUNCIL UPDATE ON RESPONSE TO SOCIAL ISSUES

OVERVIEW Purpose of Report To update Council on the measures taken in response to Social Disorder in Nanaimo. Recommendation That the Finance and Audit Committee recommend that Council approve an additional $25,000.00 to continue with the daytime security patrols and a further $20,000.00 for the litter pick up program.

BACKGROUND Council made funds available on 2017-Jun-19 to reinstate the daytime security patrols downtown, Old City Quarter and Nob Hill. In addition, funds were made available for the John Howard Society to provide persons to clean up and remove litter from public and private properties in these areas as required. City Staff have conducted an engagement process with merchants and business owners in both the downtown and Old City Quarter to assess the public’s response to these measures. Approximately ten business owners were engaged in the Old City Quarter and six downtown. There is ongoing contact with a representative of the Old City Quarter and of Victoria Crescent. In reviewing the contacts City Staff has had with the downtown and Old City Quarter business community, there is strong support for the services with universal agreement that the security patrols should be maintained for the duration of 2017. Staff receive daily reports from the security provider and it is apparent that multiple contacts are made each day. The presence of an extra uniformed officer helps mitigate those behaviours that will trigger calls from the public to police or bylaw thus reducing the time spent responding. This is seen as one of the positive steps toward mitigation of negative activity in the downtown area.

OPTIONS

1 That the Finance and Audit Committee recommend that Council approve an additional $25,000.00 to continue with the daytime security patrols and a further $20,000.00 for the litter pick up program.

2 That the Finance and Audit Committee recommend that Council ends the program in its current form and instructs Staff on further options.

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Staff Report SEPTEMER 14, 2017 COUNCIL UPDATE ON RESPONSE TO SOCIAL ISSUES

Page 2

SUMMARY POINTS

Overwhelming support for the program from the public

Seen as a positive first step in mitigating the negative effects that the Opioid issue is creating

Submitted by:

Concurrence by:

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Staff Report

SRV1

DATE OF MEETING SEPTEMBER 14, 2017

AUTHORED BY CHARLOTTE DAVIS, MANAGER OF SANITATION, RECYLING AND PUBLIC WORKS ADMINISTRATION WENDY FULLA, MANAGER BUSINESS AND ASSET PLANNING.

SUBJECT UPDATE ON THE NANAIMO RECYCLING EXCHANGE AND ZERO WASTE RECYCLING

OVERVIEW Purpose of Report To provide Council with an update on the Nanaimo Recycling Exchange and Zero Waste in Nanaimo. Recommendation That Council indicates its preference of options upon which to conduct further research.

BACKGROUND Introduction

A representative of the Nanaimo Recycling Exchange (NRE) approached the City of Nanaimo to

discuss opportunities for a partnership, as their lease will expire in spring 2018. NRE also

advised that they are seeking investment to enable feasible relocation and construction of a new

facility.

An ongoing agreement to provide a depot for recycling services is currently held by NRE. This

agreement is known as the “3R’s Contract”. The 3R’s contract cost of service is $77,000

annually.

City and RDN commitment to Zero Waste

In the 2016-2019 Strategic Plan Update, Council restated its commitment to sustainability

through environmental responsibility. Council also confirmed the City’s commitment to the

environmental health of the community by naming this a Community Value within the plan. The

Regional District of Nanaimo’s (RDN) Solid Waste Management Plan (SWMP) is billed as a

“Zero Waste” plan. Further to this the SWMP committees have opted for a 95% diversion target

in the 2017-2018 draft plan. Once signed off by the Ministry of Environment the new SWMP will

direct the way in which the region (including the City of Nanaimo) must manage the waste

created in the region.

The Zero Waste challenge undertaken in Nanaimo in 2014 involved residents competing to get

as close to Zero Waste as possible. The results of the challenge showed that residents can

achieve around 85% waste diversion by using the curbside program alone. The winner of the

challenge achieved 98% diversion through using the NRE.

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Staff Report SEPTEMBER 14, 2017 UPDATE ON THE NANAIMO RECYCLING EXCHANGE AND ZERO WASTE

RECYCLING

Page 2

Overview of the Nanaimo Recycling Exchange

Location

The Nanaimo Recycling Exchange (NRE) has been operating since the 1980’s and was

incorporated as The Nanaimo Recycling Exchange Society in 1992. The NRE has been

operating in its current location at 2477 Kenworth Road since 2006.

Services

The NRE provides a “one stop” recycling service to approximately 1,500 users per day in the

summer and 800 users per day in the winter. The NRE accepts a wide variety of materials for

recycling including profit-making items, stewarded items (cost neutral) and items recycled at a

loss, or, “Zero Waste” items. The NRE works towards a goal of “Zero Waste” as defined by the

Zero Waste International Alliance (ZWIA), which means that no materials should be burned or

buried. The NRE is the only depot in the RDN to have a Zero Waste mandate, and so accepts a

variety of material not collected elsewhere, including Zero Waste items such as film plastics,

hard plastics, commercial Styrofoam and tires. Recycling these items are at a financial loss, as

there is little to no market value in the raw commodities and the NRE pays to have materials

collected and sorted on-site and shipped to a processing facility. This loss is partially offset by

the sale of profit-making items such as scrap metal and commercial cardboard. The NRE also

redeems donated beverage containers to help offset costs of recycling of Zero Waste items.

The NRE provides skills and employment training to individuals that have had challenges

integrating into the workforce, providing a positive experience, and readying them for work

elsewhere.

Education services provided by the NRE include onsite education, in school education and adult

education. The focus of the education is Zero Waste. Additionally, the NRE deliver Regional

Environmental Sustainability Education program that encompasses a variety of general

sustainability topics, funded by the RDN.

Other services provided by the NRE include a toilet rebate program (in partnership with the City

of Nanaimo), repair initiatives (for items such as bicycles, furniture and electronics), market

research, free consultancy and advice for greening organisations and businesses and the

provision of a community reuse market where items including clothing, books and magazines,

toys, small electronics and household goods are collected and sold at low prices.

A full list of materials accepted by the NRE and services that they provide in comparison to

other depots in the region is provided in Appendix A.

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Existing Agreements

The NRE has the following service contracts with the City of Nanaimo and the Regional District of Nanaimo:

1. City of Nanaimo Contract Agreement for 3R’s Programs and Services. This contract is valued at for $6,450 per month ($77,400 annually) and is paid to the NRE so that they may provide a centrally located one-stop drop-off facility, community networking and outreach, public relations, independent research and education services, and development of 3R’s programs and services in the community. The NRE reports that this contract covers approximately 8% of their operating costs.

2. The City of Nanaimo provides a permissive tax exemption to the NRE which is valued at $16,132 in 2017.

3. Regional District of Nanaimo Contract Agreement for Education Services. This contract is valued at $2,500 per month ($30,000 annually) and is paid so that the NRE may provide recycling education for the K to 12 learners. The NRE reports that it costs them $48,000 annually to provide these services.

4. RDN and NRE joint management of RDN contract to supply Yard Waste to Nanaimo

Organic Waste (NOW). The RDN pays the NOW tip fees for the Yard Waste collected and hauled to NOW by the NRE. The NRE reports that their expenses for Yard Waste are approximately $178,000 annually leaving the NRE with approximately $45,000 surplus from Yard Waste revenue to subsidize recycling of Zero Waste items.

Nanaimo Recycling Exchange Plans

Nanaimo Recycling Exchange Staff advised City Staff of their situation, along with their desired

path forward:

The property at 2477 Kenworth Road is leased by the NRE and is due to expire at the end of

March 2018. The lease will not be renewed and NRE are required to vacate the property. In

addition, the site and structures at 2477 Kenworth are old, degraded and potentially unsafe,

leaving NRE unable to function in its current state for much longer, even if the lease could be

renewed.

The NRE owns property and planned to develop it as a new recycling depot to open in 2018.

The NRE engaged an architect and construction management firm to design and construct the

new depot. Earlier this summer the new depot facility was designed and costed. The cost of

works and services for a waste management facility were such that NRE believe they are

unable to afford to develop the site.

Being unable to finance the project independently, the NRE approached the City of Nanaimo

and the Regional District of Nanaimo to discuss opportunities for a partnership. The NRE has

invited City of Nanaimo Councillors and RDN board members for tours of their current facility

and an unveiling of the plans for their new facility.

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Private Sector Comments

City Staff have been contacted by various representatives of private sector firms regarding the

potential for the City of Nanaimo to collaborate with the NRE in developing a new depot.

Feedback is varied, with some private sector representatives supporting a partnership and

some opposing it. Members of the Vancouver Island Recycling and Waste Industry Coalition

(VIRWIC), a group of for profit waste management businesses, expressed concerns relating to

a municipality funding an organisation that competes with the private sector. Conversely,

representatives of a large local waste hauler and a local bottle depot support the partnership.

They feel that competition is minimal and relates only to the collection of two materials (scrap

metal and commercial cardboard) and that the volumes of these materials collected by the NRE

are a small fraction of the total volume available in the community. These representatives

praised the work of the NRE and stated that the NRE plays a role that is of benefit to the

business community through education of their clients and developing markets that allow them

to accept more materials.

Recycling depots in BC

City Staff researched depots in British Columbia registered with Recycle BC and have found

that the about 42% of them are owned and operated by regional districts and 8% by

municipalities. See Appendix B for a complete list of Recycle BC depots. Recycle BC advise

that the Nanaimo Recycling Exchange is a high-performing depot in the top 10, in terms of

volume of material collected and recycled.

Regional District of Nanaimo Involvement

City Staff met with RDN Staff to explore potential partnership options. RDN Staff would need

direction from the Board on its desired course of action but suggest it is unlikely the RDN would

share ownership of an asset with the City. RDN Staff believe it may be more practical if the RDN

were to provide payments to such a facility for the provision of Zero Waste drop off facilities in

the region. This could help fulfil a requirement of the Region’s Draft Solid Waste Management

Plan, currently awaiting sign-off by the Ministry of Environment. This could make approximately

$300,000 available annually for the provision of Zero Waste Recycling facilities in the Region.

OPTIONS

Staff present these options for Council’s consideration. There are implications to each option.

Staff recommend that Council indicate its interest in pursuing one (or more) of the options for

further study, and report back on the full implications of that option. Options 1A and 1B would

require a budget of approximately $10,000 to cover costs of outside resources required to

complete due diligence.

In addition, Council may wish to consider engaging in a public consultation process on the topic.

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1. Full Partnership

A. Current Level of Service. The City provides land and building, leases back to NRE. NRE operates using their current business model (accepting for profit, stewarded and Zero Waste items). In this option, the City would purchase the land from NRE and build a City-owned recycling depot. The depot would be leased back to the NRE. The NRE would continue to operate using their current business model of accepting for profit recyclables and using that revenue to fund the recycling of Zero Waste items.

B. Zero Waste and Stewarded Items Only. The City provides land and building. NRE operates using a reduced service business model (accepting only Zero Waste and stewarded items). As with option 1A, this option would see the City purchase the land from NRE and build a recycling depot. The NRE would reduce their scope/level of service and only accept Zero Waste and stewarded items.

2. No Partnership. Instead of continuing the current relationship with NRE, the City could

release a Request for Interest for provision of depot services for Zero Waste items only. This option aims to continue the provision of Zero Waste drop off services in the City. The City would issue a “Request for Interest” (RFI) and any qualified bidder could apply to provide this service. It is conceivable that the service may be unmet while a new respondent started up.

3. Status Quo. The City continues to fund the 3R’s program. Under this option, the City would issue a Request for Proposal for the services covered under the 3Rs contract, which is currently expired.

See Appendix C for a SWOT analysis of the above options.

SUMMARY POINTS

The City of Nanaimo has a commitment to recycling through the 3R’s contract, and environmental stewardship through Council’s Strategic Plan.

The Nanaimo Recycling Exchange is interested in a partnership with the City to provide Zero Waste recycling services to residents.

Staff recommend that Council indicate its preference for one (or more) of the options above for further research into the feasibility of that option.

ATTACHMENTS Appendix A- Recycling services available in the Regional District of Nanaimo. Appendix B- A list of depots in BC, materials collected and ownership. Appendix C- A SWOC analysis of the four options presented by staff.

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Submitted by:

Charlotte Davis Manager of Sanitation, Recycling and Public Works Administration

53

RDN WASTE DISPOSAL OPTIONS

Progr

am

ItemNRE C

urrent

NRE Futu

re

Curbsid

e 2

Return

-to-R

etail3

Distric

t 68

Alpin

e

Wast

e Conn.s

Can. (10th

st)

Cascades

DBLEm

terr

a

GIRO

Nanaim

o Org

anic

Wast

e

Reg. R

ecycli

ng Vict

oria R

d

PCWM

Reg. La

ndfill

Reg. R

ecycli

ng- H

ayes

Schnitz

er Ste

el

Distric

t 69

CRTSPV. B

ottle

Depot

Porter W

ood

QB. Bottl

e Depot

Mat

eri

als

Acc

ep

ted

PP

P /

Rec

ycle

BC

mat

eria

ls 1

Cat 1- Printed Papers x x x x x x c x x x x Legend

Cat 2- Old Corrugated Cardboard x x x x x x x c x x x x x x x

Cat 3a- Paper Packaging Containing liquids when

sold x x x x x c x x x x x x

Cat 3b- Paper Packaging not containing liquids

when sold x x x x x c x x x x x x

Cat 4- PE film (inc grocery bags) x x x x x c x x x

Cat 5- Polystyrene Foam Packagingx x X x x x x

Cat 6- Other Plastic Packaging x x x x x x c x x x x x x C

Cat 7- Metal Packaging x x x x

Cat 8- Glass packaging x x x x c x x x

Beverage containers x x x x x x x x x

Small appliance x x x x x x

Electronics x x x x x x Notes

Paint/Solvent x x x x x

Gasoline x x x x

Pesticide x x x x

Antifreeze x x x x

Used motor oils x x

Alkaline Batteries x x x x x x

Cellphones x x x x x

Fluores. Tubes x x x x x

Lg Appliances x x x x x x x x x

Medications x

Smoke alarm x x x x

Car batteries x x x x x x x x

Auto Tires x x x

Wood Waste x x x x x C x x x x

Yard Waste x x x x C x x x x Prepared: Sept, 2017

Land Clearing x x x x

Gypsum x x x

Asphalt Shingles x x x x x

Scrap Metal x x x x x x x x x

Books x x

Non-RBC Styrofoam x x

Used motor oils 4 x x

Used Cooking Oil x x

Used Diesel x x

Watery Diesel x x

Non- RBC film plastic- 3 categories x x

Non-RBC hard plastic 2 categories x x

Toilets and ceramics x x

Thermostats x x

Fire Extinguishers x x

Propane tanks 1L x x

Propane tanks large sizes x x x

Bicycle tires and tubes x x

Commercial Styrofoam x x

Toner and Ink Jet cartridges x x

Free Egg carton collection for local farmers x x

Mattresses x

Couches and Armchairs x

Carpet x

Underlay x

Futons x

Car Seats x

Textiles for recycling x

Gar

bag

e

Garbage x x x C x x

Bu

sin

ess

to

Bu

sin

ess

Provide waste audits, education and research, and

drop off services for local businesses to achieve

Zero Waste. Distribute information about

products and markets to local for-profit recycling

organizations. Educate customers of local for

profit recyclers to decrease waste and increase

diversion.

x x

Online and f2f promotion of 3R's. Support CHLY

Radio "Changes" sustainability program. x x

Regional Environmental and Sustainability

Education x x

On-site education and promotion of 3R's x x x

In school Education SD #68 and #69 (RDN Schools) x x

Targeted Adult Education (e.g. Beacon residence

organics launch, multi-family residences) x x

Reuse Market x x x

Textiles for reuse x x

Repair iniatitives- Bicycles, Furniture and

Appliances x x

RDN wood stove rebateprogram x x

Citiy of Nanaimo Toilet rebate program x x

Res

earc

h

&

Mar

keti

ng

Market research and development for Zero Waste

products x x

Community Hours Programs: John Howard,

Restorative Justice x x

Employment skills training for programs that

support people with barriers: NYSA, Nanaimo

FoodShare, VIU, Supporting Employment

Transitions, VI Vocational Rehab.

x x

Long-term Volunteer opportunities for people

with barriers X X

Employment opportunities for people with

barriers. X X

Seco

nd

ary

Serv

ice

sM

ate

rial

s A

cce

pte

d

Re

use

Pro

gra

ms

Op

po

rtu

nit

ies

for

peo

ple

wit

h

bar

rier

s

Ste

war

de

d m

ate

rial

s (E

xte

nd

ed P

rod

uce

r R

esp

on

sib

ility

)C

& D

PP

P /

Rec

ycle

BC

mat

eria

ls 1

Co

mm

un

ity

Par

tner

s

Reb

ate

Pro

gra

ms

Pu

blic

Ed

uca

tio

n

Free service

Money back service

Fee charged for service

Residential and Commercial drop off

Commercial drop off only

MMBC Depot

3. Return to Retail systems exist for tires Neither retail outlets nor Recycling Depots receive funding for managing tires. 4. (Used motor oils. The NRE has recently lost membership in BCUOMA rebate program for used oil because of "site concerns." We now collect used oil for customer convenience and forego rebates.)

Residential Depots NRE GIRO Alpine Regional Recycling (Hayes and Victoria Rds) PV Bottle Depot QB Bottle Depot

2. Curbside collection- funded by user rates.

1. PPP items- not all depots are Recycle BC collectors

54

Recycle BC Depots

Summary

Total Privately Owned 117

Total Owned by Municipality 19

Total Owned by Regional District 91

Total Number of Recycle BC Depots 227

Depot Name Regional District Community Ownership Collector Name

Abbotsford Bottle Depot Fraser Valley Abbotsford Privately Owned Abbotsford Bottle Depot

Alberni Valley Landfill Alberni Clayoquot Port Alberni Regional District Alberni Clayoquot Regional District

Bamfield Recycling Alberni Clayoquot Bamfield Regional District Alberni Clayoquot Regional District

Port Alberni Recycling Depot Alberni Clayoquot Port Alberni Regional District Alberni Clayoquot Regional District

Aldergrove Return-It Depot Fraser Valley Aldergrove Privately Owned Aldergrove Return-It Depot

Armstrong Bottle Depot North Okanagan Armstrong Privately Owned Armstrong Bottle Depot

Augusta Recyclers Powell River Powell River Privately Owned Augusta Recyclers

Biggar Bottle Depot Metro Vancouver Port Coquitlam Privately Owned Biggar Enterprises Ltd.

Border Town Recycling Kitimat Stikine Stewart Privately Owned Border Town Recycling

Saanich Bottle Depot Capital Saanich Privately Owned Bottle Depot

Victoria Bottle Depot Capital Victoria Privately Owned Bottle Depot

Boucherie Bottle Depot Central Okanagan West Kelowna Privately Owned Boucherie Bottle Depot

Bridgeview Bottle & Return-It Depot Metro Vancouver Surrey Privately Owned Bridgeview Bottle & Return-It Depot

Bulkley Valley Bottle Depot Bulkley-Nechako Smithers Privately Owned Bulkley Valley Bottle Depot

Burns Lake Return-It Depot Bulkley-Nechako Burns Lake Privately Owned Burns Lake Return-It Depot

Island Return-It Campbell River Strathcona Campbell River Privately Owned Campbell River Bottle Depot

Galiano Island Recycling Depot Capital Galiano Island Regional District Capital Regional District

Hartland Recycling Depot Capital Saanich Regional District Capital Regional District

Mayne Island Recycling Depot Capital Mayne Island Regional District Capital Regional District

Pender Island Recycling Depot Capital Pender Island Regional District Capital Regional District

Port Renfrew Transfer Station Capital Port Renfrew Regional District Capital Regional District

Salt Spring Island Recycling Depot Capital Saltspring Island Regional District Capital Regional District

Saturna Island Recycling Depot Capital Saturna Island Regional District Capital Regional District

150 Mile House Transfer Station Cariboo 150 Mile House Regional District Cariboo Regional District

Baker Creek Transfer Station Cariboo Baker Creek Regional District Cariboo Regional District

Central Cariboo Transfer Station Cariboo Williams Lake Regional District Cariboo Regional District

Forest Grove Transfer Station Cariboo Forest Grove Regional District Cariboo Regional District

Frost Creek Transfer Station Cariboo Frost Creek Regional District Cariboo Regional District

Horsefly Transfer Station Cariboo Horsefly Regional District Cariboo Regional District

Interlakes Transfer Station Cariboo Interlakes Regional District Cariboo Regional District

Lac La Hache Transfer Station Cariboo Lac La Hache Regional District Cariboo Regional District

Lone Butte Transfer Station Cariboo Lone Butte Regional District Cariboo Regional District

Nimpo Lake Recycling Centre Cariboo Nimpo Lake Regional District Cariboo Regional District

Watch Lake Transfer Station Cariboo Watch Lake Regional District Cariboo Regional District

Wells Recycling Centre Cariboo Wells Regional District Cariboo Regional District

Wildwood Transfer Station Cariboo Wildwood Regional District Cariboo Regional District

Thorsen Creek Landfill Central Coast Bella Coola Regional District Central Coast Regional District

Chilliwack Bottle Depot Fraser Valley Chilliwack Privately Owned Chilliwack Bottle Depot

Abbotsford Mission Recycling Depot Fraser Valley Abbotsford Municipality City of Abbotsford

Burnaby Eco-Centre Metro Vancouver Burnaby Municipality City of Burnaby

City Of Richmond Recycling Depot Metro Vancouver Richmond Municipality City of Richmond

Vancouver Landfill (Delta) Metro Vancouver Delta Municipality City of Vancouver

Vancouver Transfer - West Kent Metro Vancouver Vancouver Municipality City of Vancouver

Columbia Bottle Depot - Central Central Okanagan Kelowna Privately Owned Columbia Bottle Depot - Central

Columbia Bottle Depot - Rutland Central Okanagan Kelowna Privately Owned Columbia Bottle Depot - Rutland

Columbia Bottle Depot - St. Paul Central Okanagan Kelowna Privately Owned Columbia Bottle Depot - St. Paul

Bill's Bottle Depot Columbia Shuswap Salmon Arm Privately Owned Columbia Shuswap Regional District

Falkland Transfer Station Columbia Shuswap Columbia Shuswap D Regional District Columbia Shuswap Regional District

Glenemma Transfer Station Columbia Shuswap Columbia Shuswap D Regional District Columbia Shuswap Regional District

Golden Bottle Depot Columbia Shuswap Golden Privately Owned Columbia Shuswap Regional District

Golden Landfill Columbia Shuswap Golden Regional District Columbia Shuswap Regional District

Malakwa Depot Columbia Shuswap Columbia Shuswap E Regional District Columbia Shuswap Regional District

Parson Recycling Columbia Shuswap Columbia Shuswap A Regional District Columbia Shuswap Regional District

Revelstoke Bottle Depot Columbia Shuswap Revelstoke Privately Owned Columbia Shuswap Regional District

Revelstoke Landfill Columbia Shuswap Revelstoke Regional District Columbia Shuswap Regional District

Salmon Arm Landfill Columbia Shuswap Salmon Arm Regional District Columbia Shuswap Regional District

Scotch Creek Transfer Station Columbia Shuswap Columbia Shuswap F Regional District Columbia Shuswap Regional District

Seymour Arm Transfer Station Columbia Shuswap Columbia Shuswap F Regional District Columbia Shuswap Regional District

Sicamous Downtown Depot Columbia Shuswap Sicamous Regional District Columbia Shuswap Regional District

Sicamous Landfill Columbia Shuswap Sicamous Regional District Columbia Shuswap Regional District

Skimikin Transfer Station Columbia Shuswap Columbia Shuswap C Regional District Columbia Shuswap Regional District

Sorrento Fire Hall Depot Columbia Shuswap Columbia Shuswap C Regional District Columbia Shuswap Regional District

Tappen Co-Op Depot Columbia Shuswap Columbia Shuswap C Regional District Columbia Shuswap Regional District

Trout Lake Transfer Station Columbia Shuswap Columbia Shuswap B Regional District Columbia Shuswap Regional District

Comox Return Centre Comox Valley Comox Privately Owned Comox Return Centre

Campbell River Waste Management Centre Strathcona Campbell River Regional District Comox Valley Regional District

Comox Valley Waste Management Centre Comox Valley Cumberland Regional District Comox Valley Regional District

Cortes Island Recycling Strathcona Cortes Island Regional District Comox Valley Regional District

55

Denman Island Recycling Comox Valley Denman Island Regional District Comox Valley Regional District

Gold River Transfer Station Strathcona Gold River Regional District Comox Valley Regional District

Hornby Island Recycling Depot Comox Valley Hornby Island Regional District Comox Valley Regional District

Sayward Recycling Strathcona Sayward Regional District Comox Valley Regional District

Tahsis Recycling Strathcona Tahsis Regional District Comox Valley Regional District

Zeballos Recycling Strathcona Zeballos Regional District Comox Valley Regional District

Coquitlam Return-It Depot Metro Vancouver Coquitlam Privately Owned Coquitlam Return-It Depot

Courtenay Return-It Depot Comox Valley Courtenay Privately Owned Courtenay Return-It Depot

Bings Creek Recycling Centre Cowichan Valley Duncan Regional District Cowichan Valley Regional District

Meade Creek Recycling Centre Cowichan Valley Lake Cowichan Regional District Cowichan Valley Regional District

Peerless Road Recycling Depot Cowichan Valley Ladysmith Regional District Cowichan Valley Regional District

Cranbrook Bottle Depot East Kootenay Cranbrook Privately Owned Cranbrook Bottle Depot

Maple Ridge Recycling Depot Metro Vancouver Maple Ridge Municipality District of Maple Ridge

Oak Bay Public Works Recycling Capital Oak Bay Municipality District of Oak Bay

Summerland Landfill Okanagan Similkameen Summerland Municipality District of Summerland

Dugy's Depots Ltd Nanaimo Nanaimo Privately Owned Dugys Depots Ltd

East Hastings Bottle Depot Metro Vancouver Burnaby Privately Owned East Hastings Bottle Depot

Nanaimo Alpine Disposal Nanaimo Nanaimo Privately Owned Evergreen Industries/Alpine

Carney's Waste Systems Squamish-Lillooet Squamish Privately Owned Evergreen Projects Ltd

Fraser Valley Bottle Depot Metro Vancouver Langley Privately Owned Fraser Valley Bottle Depot

General Grant's - Northshore Thompson Nicola Kamloops Privately Owned General Grant's - Northshore

General Grant's - Sahali Thompson Nicola Kamloops Privately Owned General Grant's - Sahali

Kitkatla Recycling Skeena Queen Charlotte Kikatla Municipality Gitxaala Nation

Go Green Bottle Depot Metro Vancouver Vancouver Privately Owned Go Green Bottle Depot

Gold Trail Recycling Cariboo 100 Mile House Privately Owned Gold Trail Recycling Ltd.

North Shore Recycling TS Metro Vancouver North Vancouver Municipality Greater Vancouver

Guildford Bottle Depot Metro Vancouver Surrey Privately Owned Guildford Bottle Depot

Tsulquate Recycling Depot Mount Waddington Port Hardy Municipality Gwa'sala-'Nakwaxda'xw First Nations

Haney Bottle Depot Metro Vancouver Maple Ridge Privately Owned Haney Bottle Depot

Hart Return-It Centre Fraser Fort George Prince George Privately Owned Hart Return-It Centre

Hazelton Bottle Depot Kitimat Stikine New Hazleton Privately Owned Hazelton Bottle Depot

Bella Bella Eco Depot Central Coast Bella Bella Municipality Heiltsuk Tribal Council

Interior Freight And Bottle Depot North Okanagan Vernon Privately Owned Interior Freight Bottle Depot

Ironwood Bottle Depot Metro Vancouver Richmond Privately Owned Ironwood Bottle & Return-It Depot

Island Foods Bottle Depot Mount Waddington Port McNeil Privately Owned Island Foods Bottle Depot

Duncan - Island Return-It Cowichan Valley Duncan Privately Owned Island Return-It Duncan

J & C Bottle Depot Okanagan Similkameen Penticton Privately Owned J & C Bottle Depot

Jenill Recycling Metro Vancouver Surrey Privately Owned Jenill Recycling

Junction Bottle Depot Cowichan Valley Ladysmith Privately Owned Junction Bottle Depot

Do Your Part Recycling Kitimat Stikine Terrace Privately Owned Kasey Lewis dba Do Your Part Recycling

Kensington Square Return-It Centre Metro Vancouver Burnaby Privately Owned Kensington Square Return-It Centre

Kitchener Bottle Depot Metro Vancouver Burnaby Privately Owned Kitchener Bottle Depot

Kitimat Bottle Depot Kitimat Stikine Kitimat Privately Owned Kitimat Bottle Depot

Ladner Bottle Depot Metro Vancouver Ladner Privately Owned Ladner Bottle Depot

Lee'S Bottle Depot Metro Vancouver Burnaby Privately Owned Lee'S Bottle Depot

London Drugs Depot Metro Vancouver Richmond Privately Owned London Drugs

London Drugs - Campbell River Strathcona Privately Owned London Drugs

London Drugs - Colwood Capital Privately Owned London Drugs

London Drugs - Courtenay Comox Valley Privately Owned London Drugs

London Drugs - Duncan Village Cowichan Valley Privately Owned London Drugs

London Drugs - Nanaimo North Town Nanaimo Privately Owned London Drugs

London Drugs - Broadway & Vine Nanaimo Privately Owned London Drugs

London Drugs - 41st & Victoria Metro Vancouver Privately Owned London Drugs

London Drugs - W Broadway Metro Vancouver Privately Owned London Drugs

London Drugs - Davie Street Metro Vancouver Privately Owned London Drugs

London Drugs - East Hastings Metro Vancouver Privately Owned London Drugs

London Drugs - Granville & Georgia Metro Vancouver Privately Owned London Drugs

London Drugs - Hastings & Abbott Street Metro Vancouver Privately Owned London Drugs

London Drugs - Kerrisdale Metro Vancouver Privately Owned London Drugs

London Drugs - Olympic Village Metro Vancouver Privately Owned London Drugs

London Drugs - Robson Street Metro Vancouver Privately Owned London Drugs

London Drugs - Wessex - Kingsway Metro Vancouver Privately Owned London Drugs

London Drugs - West Broadway Metro Vancouver Privately Owned London Drugs

London Drugs - Quadra Capital Privately Owned London Drugs

London Drugs - Tilicum Capital Privately Owned London Drugs

London Drugs - Yates St. Capital Privately Owned London Drugs

London Drugs - Abbotsford Fraser Valley Privately Owned London Drugs

London Drugs - Mission Fraser Valley Privately Owned London Drugs

London Drugs - Chilliwack Fraser Valley Privately Owned London Drugs

London Drugs - Abbotsford (Clearbrook) Fraser Valley Privately Owned London Drugs

Lonsdale Bottle & Return-it Depot Metro Vancouver North Vancouver Privately Owned Lonsdale Bottle & Return-it Depot

Lorne Street Bottle Bottle Depot Thompson Nicola Kamloops Privately Owned Lorne Street Bottle

Lougheed Return-It Depot Metro Vancouver Coquitlam Privately Owned Lougheed Return-It Depot

Maple Ridge Bottle Depot Metro Vancouver Maple Ridge Privately Owned Maple Ridge Bottle Depot

Metrotown Return-It Centre Metro Vancouver Burnaby Privately Owned Metrotown Return-It Centre

Mission Recycle Centre Fraser Valley Mission Privately Owned Mission Recycle Centre

56

Nak'azdli Recycling Depot Bulkley-Nechako Fort St. James Regional District Nak’azdli Whut’en

Nanaimo Recycling Exchange Nanaimo Nanaimo Privately Owned Nanaimo Recycling Exchange

New Westminster Recycling Depot Metro Vancouver New Westminster Privately Owned New Westminster

Newton Bottle Depot Metro Vancouver Surrey Privately Owned Newton Bottle Depot

North Shore Bottle Depot Metro Vancouver North Vancouver Privately Owned North Shore Bottle Depot

North Vancouver Recycling Depot Metro Vancouver North Vancouver Municipality North Vancouver Recycling Depot

Quesnel Landfill Cariboo Quesnel Municipality Northern Recycling Inc.

Edmonds Return-It Depot Metro Vancouver Burnaby Privately Owned One Stop Pop & Bottle Depot Ltd.

Osoyoos Bottle Depot Okanagan Similkameen Osoyoos Privately Owned Osoyoos Bottle Depot

P.G. Recycling And Return-It Centre Fraser Fort George Prince George Privately Owned P.G. Recycling And Return-It Centre

Panorama Village Return-It Metro Vancouver Surrey Privately Owned Panorama Village Return-It

Parksville Bottle Depot Nanaimo Parksville Privately Owned Parksville Bottle Depot

Qualicum Bottle Depot Nanaimo Qualicum Beach Privately Owned Parksville Bottle Depot

Buick Creek Transfer Station Peace River Buick Regional District Peace River Regional District

Cecil Lake Transfer Station Peace River Cecil Lake Regional District Peace River Regional District

Goodlow Transfer Station Peace River Goodlow Regional District Peace River Regional District

Kelly Lake Transfer Station Peace River Kelly Lake Regional District Peace River Regional District

Prespatou Transfer Station Peace River Prespatou Regional District Peace River Regional District

Rolla Transfer Station Peace River Rolla Regional District Peace River Regional District

Rose Prairie Transfer Station Peace River Rose Prairie Regional District Peace River Regional District

Tomslake Transfer Station Peace River Tomslake Regional District Peace River Regional District

Tumbler Ridge Transtor Peace River Tumbler Ridge Regional District Peace River Regional District

Wonowon Transfer Station Peace River Wonowon Regional District Peace River Regional District

Pemberton Recycling Centre Squamish-Lillooet Pemberton Privately Owned Pemberton Recycling Centre

Pitt Meadows Bottle Depot Metro Vancouver Pitt Meadows Privately Owned Pitt Meadows Bottle Depot

Planet Earth Recycling Ltd. Central Okanagan West Kelowna Privately Owned Planet Earth Recycling Ltd.

Port Hardy Return It Centre Mount Waddington Port Hardy Privately Owned Port Hardy Return It Centre

Gillies Bay Community Depot Powell River Texada Island Regional District Powell River Regional District

Lund Community Depot Powell River Lund Regional District Powell River Regional District

Powell River South Community Depot Powell River Black Point Regional District Powell River Regional District

Sliammon Community Depot Powell River Powell River Regional District Powell River Regional District

Town Centre Depot Powell River Powell River Regional District Powell River Regional District

Powell Street Bottle Depot Metro Vancouver Vancouver Privately Owned Powell Street Bottle Depot

Queensborough Landing Metro Vancouver New Westminster Privately Owned Queensborough Landing

R&T Recyclables & Bottle Depot Fraser Valley Abbotsford Privately Owned R&T Recyclables & Bottle Depot

Glenmore Landfill Recycling Depot Central Okanagan Kelowna Regional District RD of Central Okanagan

Northwestside Recycling Depot Central Okanagan Kelowna Regional District RD of Central Okanagan

Traders Cove Recycling Depot Central Okanagan Kelowna Regional District RD of Central Okanagan

Westside Recycling Depot Central Okanagan Kelowna Regional District RD of Central Okanagan

Christina Lake Transfer Station Kootenay Boundary Christina Lake Regional District RD of Kootenay Boundary

Grand Forks Landfill Kootenay Boundary Grand Forks Regional District RD of Kootenay Boundary

Mckelvey Creek Landfill Kootenay Boundary Trail Regional District RD of Kootenay Boundary

Rock Creek Transfer Station Kootenay Boundary Rock Creek Regional District RD of Kootenay Boundary

West Boundary Landfill Kootenay Boundary Greenwood Regional District RD of Kootenay Boundary

7 Mile Landfill And Recycling Mount Waddington Port McNeil Regional District RD of Mount Waddington

Malcolm Island Recycling Depot Mount Waddington Sointula Regional District RD of Mount Waddington

Quatsino Recycling Depot Mount Waddington Quatsino Regional District RD of Mount Waddington

Winter Harbour Recycling Depot Mount Waddington Winter Harbour Regional District RD of Mount Waddington

Woss Recycling Depot Mount Waddington Woss Regional District RD of Mount Waddington

Campbell Mountain Landfill Okanagan Similkameen Penticton Regional District RD of Okanagan-Similkameen

Keremeos Transfer Station Okanagan Similkameen Keremeos Regional District RD of Okanagan-Similkameen

Oliver Landfill Okanagan Similkameen Oliver Regional District RD of Okanagan-Similkameen

Function Junction Depot Squamish-Lillooet Whistler Municipality Resort Muncipality of Whistler

Nesters Depot Squamish-Lillooet Whistler Municipality Resort Muncipality of Whistler

Sapperton Return-It Depot Metro Vancouver New Westminster Privately Owned Sapperton Return-It Depot

Sardis Bottle Depot Fraser Valley Chilliwack Privately Owned Sardis Bottle Depot

Scott Road Bottle Depot Metro Vancouver Surrey Privately Owned Scott Road Bottle Depot

Seabird Island Eco Station Fraser Valley Fraser Valley D Municipality Seabird Island Indian Band

Semiahmoo Bottle Depot Metro Vancouver White Rock Privately Owned Semiahmoo Bottle Depot

Mainland (Regional) Recycling Depot Skeena Queen Charlotte Prince Rupert Regional District Skeena-Queen Charlotte RD

Sonbird Refuse & Recycling Alberni Clayoquot Ucluelet Privately Owned Sonbird Refuse and Recycling Ltd.

Westcoast Recycling Depot Alberni Clayoquot Tofino Privately Owned Sonbird Refuse and Recycling Ltd.

South Van Bottle Depot Metro Vancouver Vancouver Privately Owned South Van Bottle Depot

Lilloet Transfer Station Squamish-Lillooet Lillooet Regional District Squamish-Lillooet Regional District

Pemberton Bottle Depot Squamish-Lillooet Pemberton Privately Owned Squamish-Lillooet Regional District

Sun Coast Recycle Drop Off Nanaimo Parksville Privately Owned Sun Coast Waste Services Ltd

Gibsons Recycling Depot Sunshine Coast Gibsons Regional District Sunshine Coast Regional District

Pender Harbour Recycling Depot Sunshine Coast Pender Harbour Regional District Sunshine Coast Regional District

Sechelt Recycling Depot Sunshine Coast Sechelt Regional District Sunshine Coast Regional District

T2 Market Recycle Depot Okanagan Similkameen Oliver Privately Owned T2 Market Recycle Depot

Osoyoos Landfill Okanagan Similkameen Osoyoos Municipality Town of Osoyoos

Princeton Landfill Okanagan Similkameen Princeton Municipality Town of Princeton

Trail Bottle Depot Kootenay Boundary Trail Privately Owned Trail Bottle Depot

Tsawwassen Return-It Centre Metro Vancouver Tsawwassen Privately Owned Tsawwassen Return-It Centre

Vancouver Central Return-It Depot Metro Vancouver Vancouver Privately Owned Vancouver Central Return-It Depot

Venture Bottle Depot North Okanagan Lumby Privately Owned Venture Training Centre

Venture Training Centre North Okanagan Vernon Privately Owned Venture Training Centre

Cormorant Island Recycling Depot Mount Waddington Alert Bay Regional District Village of Alert Bay

Port Alice Recycling Depot Mount Waddington Port Alice Regional District Village of Port Alice

Walnut Grove Bottle & Return Centre Metro Vancouver Langley Privately Owned Walnut Grove Bottle & Return Centre

Widesky Disposals Northern Rockies Fort Nelson Privately Owned Widesky Disposals

Willowbrook Recycling Metro Vancouver Langley Privately Owned Willowbrook Recycling

Zion Trucking Central Kootenay Castlegar Privately Owned Zion Trucking Ltd.

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Appendix C- SWOT Analysis of the different options for Councils consideration

Option 1- Full partnership a. Current level of service.

The City provides land and building, leases back to NRE. NRE operates using their current business model (accepting for profit and Zero Waste items).

Option 1- Full partnership b. Zero Waste and stewarded items only

The City provides land and building, leases back to NRE. NRE operates using a reduced service business model (accepting only Zero Waste items).

Option 3- No partnership City releases a Request for Interest for provision of depot services for Zero Waste items.

Option 4- Status quo City continues to provide monthly fee for service to NRE.

Inte

rnal

Strengths

Maintains convenience for users with a “one-stop shop”

Contributes to Zero Waste initiative

Helps contribute towards regional Solid Waste Management strategy (draft goal- 95% diversion)

Allows Community outreach, Public education and Employment skills training to continue

Potentially not in competition with private sector

Contributes to Zero Waste initiative

Helps contribute towards regional Solid Waste Management strategy (draft goal- 95% diversion)

Allows Community outreach, Public education and Employment skills training to continue

Contributes to zero waste initiative

Not in competition with private sector

Open competitive process, selection based on best value for money

Contributes to zero waste initiative

Community outreach

Public education

Weaknesses

Potentially in competition with private sector

Significant capital investment

Reduced convenience for users as no “one-stop shop” in Nanaimo

Significant capital investment

Loss of convenience may increase garbage at the curbside and or contamination of curbside recycling. Illegal dumping may increase.

Loss of convenience may increase garbage at the curbside and or contamination of curbside recycling. Illegal dumping may increase.

Costs of recycling Zero Waste items may increase if contract won by for profit business.

Loss of convenience may increase garbage at the curbside and or contamination of curbside recycling.

Illegal dumping may increase.

Costs of recycling Zero Waste items may increase if contract won by for profit business.

Exte

rnal

Opportunities

Potential to expand to hard to recycle items collected (for example mattresses, furniture, textiles)

Potential to expand on hard to recycle items collected (for example mattresses, furniture, textiles)

Offers competitive process open to all qualified organisations.

Depending upon scope- Potential to expand on hard to recycle items collected.

RDN indicate potential opportunity to drive private sector led Zero Waste recycling through regulation.

Offers competitive process open to all qualified organisations.

RDN indicate potential opportunity to drive private sector led Zero Waste recycling through regulation.

Threats

Sale of materials collected is subject to market fluctuations in commodity prices.

Sale of materials collected is subject to market fluctuations in commodity prices.

Limits ability to offset costs of Zero Waste recycling.

May increase financial challenge for NRE

May reduce convenience to users if successful facility does not accept a mix of recyclable/hard to recycle items.

Hard to recycle items may be landfilled.

May increase financial challenge for NRE

May reduce convenience to users as unlikely a new zero waste depot will begin operations.

Hard to recycle items may be landfilled

Financial Impact

Significant capital investment required

Annual operating subsidy anticipated

Explore potential funding partners for annual operating subsidy

Significant capital investment required

Annual operating subsidy required

Explore potential funding partners for annual operating subsidy

No capital investment required

Annual operating cost

Explore potential funding partners for annual operating cost

No capital investment required

Continue to fund 3R Program provided by an external service provider – currently $77,400/year

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Delegation Request Bill Hicks has requested an appearance before Council. The requested date is September 14, 2017. The requested meeting is: Finance and Audit Committee Presenter’s Information: City: Nanaimo Province: BC Bringing a presentation: Yes Details of Presentation: A request to start a community garden behind the Departure Bay community centre, close to the water park. The garden will be created and maintained by Bill's Place Support services and we will be presenting who we are and some of the many far reaching benefits of having this garden.

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Documents

AGENDA FINANCE AND AUDIT COMMITTEE MEETING · PDF fileFINANCE AND AUDIT COMMITTEE MEETING ... ADOPTION OF AGENDA: 4. ADOPTION OF MINUTES: a. ... Mayor McKay inquired about the difference