Administration and Finance Committee Minutes

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Council Chambers
Members Present:
  • K. Redman, 
  • D. Craig, 
  • R. Deutschmann, 
  • J. Erb, 
  • S. Foxton, 
  • M. Harris, 
  • C. Huinink, 
  • C. James, 
  • J. Liggett, 
  • D. McCabe, 
  • J. Nowak, 
  • N. Salonen, 
  • S. Shantz, 
  • B. Vrbanovic, 
  • K. Williams, 
  • and P. Wolf 

Should you require an alternative format or a copy of the official minutes please contact the Regional Clerk at Tel.: 519-575-4400, TTY: 519-575-4605, or regionalclerk@regionofwaterloo.ca

Start time is approximate. The Administration and Finance Committee will start immediately following the Sustainability, Infrastructure, and Development Committee.

1.
Call to Order
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Chair M. Harris called the meeting to order at 6:15 p.m. 

2.
Land Acknowledgement
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Chair M. Harris provided a land acknowledgment.

3.
Declarations of Pecuniary Interest under the “Municipal Conflict of Interest Act”
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None declared.

4.
Presentations
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No presentations.

5.
Delegations
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5.1
Tracy Van Kalsbeek, Executive Director and Allan Cayenne, Board President KW Oktoberfest
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Tracy Van Kalsbeek and Allan Cayenne addressed the Committee regarding changes to the Cultural Drivers of Tourism Incentive Program. T. Van Kalsbeek emphasized that this is a critical time for Oktoberfest, citing data indicating a 30-40% increase in festival costs since the pandemic, due to rising expenses in event planning, staffing, insurance, and safety measures. She noted that current sponsorship and grant funding are not keeping pace with these increased costs. A. Cayenne added that they cannot afford to conduct a study that would accurately capture the true economic impact of their contribution to tourism. Both speakers expressed concern about how funding cuts would affect their ability to continue delivering the festival.

In response to a question from the Committee, A. Cayenne explained that, in addition to sharing physical resources, they also share intellectual resources. They develop plans for their events and provide them to other organizers using the same event footprints. This collaborative effort, he said, is something they are committed to maintaining. T. Van Kalsbeek added that while they have a strong volunteer base, they cannot sustain the festival without additional support, emphasizing the need for funding rather than cuts.

When asked about the path forward and how demographic changes are being addressed, A. Cayenne acknowledged the importance of the consultant’s advice. He highlighted the need for the festival to remain accessible and barrier-free, offering free events that allow everyone to celebrate. He noted that doing so not only fosters inclusivity but also broadens people's understanding of the region's cultural roots, opening new opportunities for engagement.

In response to additional questions, T. Van Kalsbeek discussed the impact of inflation on the festival and the strategies they have used to navigate these financial challenges.

The Administration and Finance Committee recessed at 7:15 p.m. for the scheduled Regional Council meeting.

The Administration and Finance Committee reconvened from the closed session of Regional Council at 9:45 p.m.

  • Moved byS. Foxton
    Seconded byC. James

    That the Committee reconvene in open session from the closed session of Council

    In Favor (14)B. Vrbanovic, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, C. Huinink, and K. Williams
    Carried (14 to 0)

6.
Consent Agenda
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There were requests to remove items 6.2.2 and 6.2.3 from the Consent Agenda.

J. Erb left the meeting at 9:46 PM. ()
  • Moved byC. James
    Seconded byS. Foxton

    That the Consent Agenda items be received for information and approved.

    In Favor (16)B. Vrbanovic, J. Erb, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, N. Salonen, C. Huinink, and K. Williams
    Carried (16 to 0)

6.1
Strategic Priority - Equitable Services and Opportunities
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6.2
Strategic Priority - Resilient and Future Ready Organization
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6.2.1
COR-TRY-24-029, Investment Position at June 30, 2024
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This item has attachments. 
1.Investment Position at June 30, 2024 - COR-TRY-24-029.pdf
2.Appendix A General Investment Portfolio at June 30 2024.pdf
3.Appendix B Sinking Fund Investment Portfolio at June 30 2024.pdf

Received for information. 

6.2.2
PDL-CAS-24-005, Administrative Penalty Program (APP) for Camera-Based Enforcement – Program Bylaws & Update
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This item has attachments. 
1.PDL-CAS-24-005, Administrative Penalties Program Implementation Bylaws.pdf
2.Appendix A - By-Law to Implement Administrative Penalty Program for Certain Offences.pdf
3.Appendix B - By Law to Establish the Duties and Functions of the Administrative Penalty Program Hearing Officers.pdf
4.Appendix C - Appointment and Conduct of Hearing Officers Policy August 2024.pdf

Theresa Mendler, Manager, Processing Centre and Kaileigh Pfaff, Supervisor, Administrative Penalties (AP) Program spoke to the report, providing an update on the transition to a Regional AP Program in Fall 2024 to support the Municipal Speed Camera (formerly referred to as Automated Speed Enforcement) expansion. 

In response to a question from the Committee, Mathieu Goetzke, Acting Chief Administrative Officer, explained that the program was established at Council's request. He noted that discussions began in June 2023 and continued with an in-depth conversation at the end of 2023. Currently, under Council's direction, the foundational elements are being prepared for a November 2024 launch.

K. Pfaff responded to questions from the Committee with regards to the distinct differences between speeding infraction fine amounts in school zones as opposed to Community Safety Zones. She clarified that under the Highway Traffic Act, speeding fines within a school zone follow the regular set fines schedule, however speeding infractions under the AP Program include both school zones and community safety zones, and therefore are calculated under the community safety zone schedule in the Highway Traffic Act and the proposed fine schedule in Ontario regulation 355/22. She highlighted that it is important to recognize that all other municipalities in Ontario currently operate their speed enforcement programs, whether in school zones or community safety zones, using the proposed fine schedule.

In response to questions, Cheryl Braan, Acting Chief Financial Officer, explained that the Provincial Offences Act (POA) court system is not equipped to handle the volume of infractions anticipated from the municipal speed cameras. As a result, all additional revenue generated is allocated to the reserve for road safety initiatives. M. Goetzke added that the budget was developed based on the doubling of fines in community safety zones.

B. Vrbanovic introduced a motion to defer the proposed recommendation.

The Committee directed staff to examine the issue of warrants, address the identified concerns, and initiate preliminary discussions with area municipalities, with a report back to the Committee in October 2024.

N. Salonen left the meeting at 6:47 PM. ()
C. Huinink left the meeting at 6:52 PM. ()
C. Huinink joined the meeting at 6:55 PM. ()
  • Moved byC. James
    Seconded byS. Foxton

    That the Regional Municipality of Waterloo defer the motion discussed under item 6.2.2 to the October Administration and Finance Committee.

    In Favor (9)B. Vrbanovic, J. Erb, S. Shantz, S. Foxton, J. Liggett, D. Craig, P. Wolf, C. James, and K. Williams
    Opposed (6)J. Nowak, K. Redman, M. Harris, D. McCabe, R. Deutschmann, and C. Huinink
    Carried (9 to 6)

6.2.3
COR-TRY-24-030, Pre-Budget 2025 Vehicle Procurement Approval
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This item has attachments. 
1.COR-TRY-24-030, Pre-Budget 2025 Vehicle Procurement Approval.pdf
2.Appendix A - Summary – 2025 Vehicle Procurement Plan (Replacements).pdf
3.Appendix B - Summary – 2025 Vehicle Procurement Plan (Deferrals).pdf
4.Appendix C - Summary – 2025 Vehicle Procurement Plan (Deletions).pdf
N. Salonen joined the meeting at 9:47 PM. ()
  • Moved byC. James
    Seconded byS. Foxton

    That the Regional Municipality of Waterloo approve the pre-budget procurement of vehicles and equipment and ambulances scheduled for replacement and/or expansion in 2025 and 2026 as set out in report COR-TRY-24-030 dated August 13, 2024.

    In Favor (15)B. Vrbanovic, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, N. Salonen, C. Huinink, and K. Williams
    Carried (15 to 0)

7.
Regular Agenda
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7.1
Strategic Priority - Resilient and Future Ready Organization
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7.1.1
COR-CFN-24-013, 2024 Mid-Year Report
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This item has attachments. 
1.COR-CFN-24-013, 2024 Mid-Year Report.pdf
2.Appendix A - 2024 Mid Year Annual Business Plan Update.pdf
3.Appendix B - Summary of 2024 Operating Budget Year-End Estimates by Department.pdf
4.Appendix C - Summary of Capital Program Year-End Spending Estimates.pdf
5.Appendix D - Recommended 2024 Capital Budget Adjustments.pdf
6.Appendix E - 2024 In-Year Council Approvals.pdf

C. Braan provided an overview of the financial reports, noting that the operating budget is projecting a surplus for both property tax-supported budgets and user rate budgets. On the capital side, approximately 72% of the overall capital program is expected to be spent. M. Goetzke highlighted the organization's strong performance during the first half of the year. He shared key updates related to the strategic plan, including progress on addressing chronic homelessness, transit projects, truth and reconciliation initiatives, and childcare affordability efforts.

  • Moved byN. Salonen
    Seconded byS. Foxton

    That the Regional Municipality of Waterloo take the following action with respect to the 2024 Mid-Year Update as set out in report COR-CFN-24-013 dated August 13, 2024:

    1. Receive the 2024 Mid-Year Update that shows implementation and financial progress towards delivery on the Region’s Annual Business Plan, in support of achieving the vision set out by Council in the Strategic Plan 2023-2027; and
    2. Amend the 2024 Capital Budget and 2025-2035 Capital Forecast for various capital projects as set out in Appendix D

       

    In Favor (15)B. Vrbanovic, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, N. Salonen, C. Huinink, and K. Williams
    Carried (15 to 0)

7.2
Strategic Priority - Equitable Services and Opportunities
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7.2.1
PDL-CUL-24-012, Cultural Drivers of Tourism Incentive Program Funding Recommendations 
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This item has attachments. 
1.Cultural Drivers of Tourism 2024 Grant Recommendations.pdf
2.Appendix A - Cultural Drivers of Tourism Grant Program - 2024 Recommended Formula Funding Allocations .pdf

R. Regier introduced the report, discussing the program funding for the Cultural Drivers of Tourism. He explained that the program was designed to strategically allocate funds generated from the Municipal Accommodations Tax, which was established several years ago by all area municipalities in partnership with the Waterloo Region Tourism Marketing Corporation. Staff applied the criteria, approved earlier this year, to the funding envelope that had been set up.

In response to questions, R. Regier explained that staff used the allocation approved by Council for this specific component and applied a formula to distribute the funds to eligible applicants. However, not all applicants qualified for funding. He noted that there is a balance remaining in the reserve, providing flexibility to address one-off events as they arise. 

In response to questions from the Committee, Janine Toms, Public Art and Culture Specialist, explained that as part of the application process, each applicant must submit a worksheet outlining attendance numbers for all their events. The worksheet also provides a breakdown of attendees classified as tourists, defined as anyone traveling from 40 kilometers or more outside Waterloo.

  • Moved byN. Salonen
    Seconded byS. Foxton

    That the Regional Municipality of Waterloo approve the 2024 funding allocations of $213,550 under the Cultural Drivers of Tourism Incentive Program, as outlined in report PDL-CUL-24-012 dated August 13, 2024.

    And that an additional one time funding allocation of $10,600 be provided to Kw Oktoberfest to be funded from the Municipal Accommodation Tax Reserve. 

    And that an additional one time funding allocation of $1800 be provided to the Cambridge Scottish Festival to be funded from the Municipal Accommodation Tax Reserve. 

    In Favor (15)B. Vrbanovic, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, N. Salonen, C. Huinink, and K. Williams
    Carried (15 to 0)
  • Moved byB. Vrbanovic
    Seconded byC. James

    Amendment

    And that an additional one time funding allocation of $10,600 be provided to Kw Oktoberfest to be funded from the Municipal Accommodation Tax Reserve. 

    And that an additional one time funding allocation of $1800 be provided to the Cambridge Scottish Festival to be funded from the Municipal Accommodation Tax Reserve. 

    In Favor (14)B. Vrbanovic, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, N. Salonen, and K. Williams
    Opposed (1)C. Huinink
    Carried (14 to 1)

7.2.2
PDL-CUL-24-013, Key Cultural Institutions (KCI) Program Review 
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This item has attachments. 
1.Key Cultural Institutions Program Review.pdf
2.Appendix A - Birdsell Report Executive Summary September 2015.pdf

R. Regier introduced the report, noting that it is a collaborative program in which the City of Kitchener, the City of Waterloo, and the Region of Waterloo jointly participate in a funding decision process to support major cultural institutions within those cities and the region. This process was initiated at the request of Council and is part of the ongoing management of the program. A review was conducted with partner area municipalities and recipient organizations. He also highlighted that the City of Cambridge participated as an observer in this process and discussed the review's outcomes.

In response to a question from the Committee, J. Toms addressed funding for Drayton Entertainment, confirming that they are included in the program but are handled separately, as the Region is currently the sole funder for that organization.

  • Moved byB. Vrbanovic
    Seconded byS. Foxton

    That the Regional Municipality of Waterloo support the implementation of the KCI Program Review recommendations to provide equitable, stable funding for Waterloo Region’s Key Cultural Institutions, as outlined in report PDL-CUL-24-013, dated August 13, 2024.

    In Favor (15)B. Vrbanovic, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, N. Salonen, C. Huinink, and K. Williams
    Carried (15 to 0)

7.2.3
PDL-CUL-24-014, MAT Reserve Grant Request for Major Esports Event
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This item has attachments. 
1.MAT Reserve Grant Request for Major Esports Event - PDL-CUL-24-014.pdf
2.Appendix A - Region of Waterloo Municipal Accommodation Tax Investment Policy.pdf

R. Regier introduced the report, noting that a balance has been maintained in the MAT (Municipal Accommodation Tax) funding reserve. The Region's tourism marketing corporation has a sports tourism attraction program aimed at securing events that will fill hotel rooms in the area. Recently, they pursued an opportunity to bring a major Esports event to the Region. 

  • Moved byK. Redman
    Seconded byC. Huinink

    That the Regional Municipality of Waterloo support Explore Waterloo Region’s bid to host a major esports event in June 2025, if successful, with a grant of $200,000 from the Municipal Accommodation Tax (MAT) Reserve fund as outlined in report PDL-CUL-24-014, dated August 13, 2024.

    In Favor (15)B. Vrbanovic, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, N. Salonen, C. Huinink, and K. Williams
    Carried (15 to 0)

8.
Information/Correspondence
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9.
Other Business
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No other business. 

10.
Next Meeting - September 10, 2024
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The next Administration and Finance Committee meeting will be September 10, 2024.

11.
Adjourn
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  • Moved byS. Foxton
    Seconded byC. Huinink

    That the meeting adjourn at 10:35 p.m.

    In Favor (15)B. Vrbanovic, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, P. Wolf, C. James, R. Deutschmann, N. Salonen, C. Huinink, and K. Williams
    Carried (15 to 0)
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