ADDENDUM REGULAR COUNCIL MEETING Monday, November 20, 2017, 7:00 P.M. SHAW AUDITORIUM, 80 COMMERCIAL STREET, NANAIMO, BC Pages 8. ADMINISTRATION: b. Advisory Committee Minutes 3. Minutes of the Open Community Vitality Committee Meeting held on Wednesday, 2017-JUL-05 at 4:40 p.m. 1. Correct Agenda to show Open Community Vitality Committee Meeting commenced at 4:30 p.m. c. Committee of the Whole Meeting Location 1. Add - report titled Committee of the Whole Meeting Location 3-4 To be introduced by Sheila Gurrie, City Clerk. Purpose: To provide Council with information regarding the location of Committee of the Whole Meetings. Recommendation: That the Committee of the Whole Meeting report dated 2017-NOV-20 be received for information. 16. OTHER BUSINESS: f. Development Variance Permit No. DVP329-350 Albert Street and 434 and 450 Wesley Street 1. Add - Delegation from Morgan Nicholsfigueiredo, Property Manager, Value Property Group. 5 Morgan Nicholsfigueiredo, Property Manager, Value Property Group to speak regarding DVP329.
i. Add - Councillor Bestwick - Motion regarding Phase 1 Garbage, Recycling and Compost Bin Roll Out To be introduced by Councillor Bestwick. "That Council direct Staff to provide the following information: 1. 2. 3. The tender or Request for Proposal (RFP) process used to select the service provider to deliver Phase 1 of the Garbage, Recycling and Compost Bin roll out (from the City of Nanaimo storage location to individual homes); The total amount paid to the successful contractor for services noted in # 1 above; and, The total amount paid to other organizations, non profit groups or other parties for the provision of service of any kind or description, in the delivery program of the Phase 1 roll out." j. Add - Notice of Motion Councillor Armstrong - Motion regarding City's Travel Policies To be introduced by Councillor Armstrong. That Council direct Staff to update the City s travel policies utilizing examples from other municipalities, provincial and federal government for Council s consideration. 2
Information Report File Number: 0530-01 DATE OF MEETING NOVEMBER 20, 2017 AUTHORED BY SUBJECT SHEILA GURRIE, CORPORATE OFFICER COMMITTEE OF THE WHOLE MEETING LOCATION OVERVIEW Purpose of Report To provide Council with information regarding the location of Committee of the Whole Meetings. Recommendation That the Committee of the Whole Meeting report dated 2017-NOV-20 be received for information. DISCUSSION The Committee of the Whole Meeting (COW) is a committee comprised of all Council members that is used in different ways throughout the province including: 1. opportunity for in-depth discussion of specific topics in a less formal meeting environment; 2. opportunity for review of committee recommendations before consideration at a council meeting; and 3. less commonly, as a tool within a council meeting to provide for less formal discussion of specific agenda items. Council Procedure Bylaw 2007 No. 7060 provides that Committee of the Whole Meetings (COW) are held every other Monday opposite Council meetings at 4:30 pm. The procedure bylaw is silent on the location of COW meetings. At the December 12, 2016 Committee of the Whole Meeting staff were authorized to take steps necessary to hold Committee of the Whole meetings in the Service and Resource Centre board room. Currently, 2018 Committee of the Whole Meetings are scheduled in the Board Room, Service and Resource Centre (Board Room). Audio and visual equipment in the Board Room allows for the projection of the meeting on screens in the lobby. Once escribe is fully utilized, livestreaming of COW meetings to the City s website from the Board Room will be possible. Staff have confirmed that the Shaw Auditorium does not have any prior bookings for the 2018 COW meeting dates; however, if at the time a new decision is made regarding the location of meetings and the Shaw Auditorium is not available, the meeting(s) would be held in the Board Room. In 2015 and 2016 Committee of the Whole meetings were held in the Shaw Auditorium, VICC. The average cost per meeting in 2015 was $2,189.06 and $2,198.88 in 2016. In 2017 Committee of the Whole Meeting have been held in the Board Room, Service and Resource Centre. The average cost for those meetings is $338.77. These numbers are based on the facility rental, audio-visual requirements and food requirements. They do not include Staff time. IRV1 3
Information Report November 20, 2017 Committee of the Whole Meeting Location Page 2 Cost analysis: YEAR FACILITY AUDIO- VISUAL FOOD TOTAL AVERAGE MEETING 2015 $14,372.82 $4,344.46 $5,362.40 $24,079.69 $2,189.06 2016 $15,004.51 $5,078.57 $6,303.50 $26,386.58 $2,198.88 2017 to Sep 30 $ 1,381.59 $ 117.97 $ 871.80 $ 2,371.36 $ 338.77 SARC SHAW AUDITORIUM Seating Capacity 25 200 Food Service Ordered from downtown businesses Provided by Vancouver Island Conference Centre Audio-Visual Support City IT Staff City IT Staff and Contractor SUMMARY POINTS Council Procedure Bylaw 2007 No. 7060 does not specify a location for Committee of the Whole Meetings. Committee of the Whole Meetings are currently held in the Board Room, Service and Resource Centre. Submitted by: Sheila Gurrie, City Clerk 4
Delegation Request Morgan Nicholsfigueiredo, Property Manager, Value Property Group, has requested an appearance before Council. The requested date is November 20, 2017. The requested meeting is: Council Presenter s Information: City: Nanaimo Province: BC Bringing a presentation: No Details of Presentation: I would like to be permitted to speak to the Council on behalf of the owner of the subject properties at the November 20th Council meeting, to share my support of the Development Variance application to permit a 6 foot fence where the bylaw currently permits only a 4 foot, and introduce myself to them. 5