Administration and Finance Committee Minutes

Tuesday, October 08, 2024 at 10:45 A.m. - 12:30 P.m.

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.: [phone], TTY: 519-575-4605, or

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1.

Call to Order

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Chair M. Harris called the meeting to order at 10:09 a.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

Rick Chambers, Waterloo

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R. Chambers delivered a presentation on expanding safety zones in the Waterloo Region, emphasizing the need to include older adult communities and adopt an age-friendly approach. The presentation, which is appended to the agenda, provided insights into the actions taken by neighboring cities regarding the implementation of safety measures, enforcement strategies, and public education.

Committee members commented on the range of risks faced by residents with disabilities and discussed how safety measures in the Region compare to practices in other municipalities.

In response to a question from the Committee, R. Chambers outlined strategies for improving public education, expanding safety initiatives, and reaching both drivers and pedestrians. He suggested the potential for an educational campaign that would include signage, public service announcements, and collaboration with law enforcement and taxi drivers to set an example for the community.

R. Deutschmann joined the meeting at 10:14 AM. ()

J. Liggett joined the meeting at 10:24 AM. ()

5.3

Leslie Maxwell, School Travel Planning Supervisor, and Katie Smith, Kitchener

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L. Maxwell and K. Smith presented on Community Safety Zones and children's independent mobility. A copy of the presentation is appended to the agenda. They emphasized the importance of children's right to independent mobility, noting that many parents in the Waterloo Region feel this is not feasible due to traffic dangers. The presentation included data on the number of children walking and driving to school, as well as driving behaviors in the area. They highlighted that low-income families rely more heavily on active travel to school and are disproportionately affected by risky driving. They proposed four strategies to make the city more walkable.

In response to a question from the Committee, K. Smith explained that school playgrounds are key areas that parents need to access before school hours, and there is a need for drivers to be trained to drive safely at all times. L. Maxwell added that these measures are necessary to help people feel safer and build a sense of confidence in the community. It was also noted that existing school zones do not always cover the busier routes children take to school.

5.2

Victoria Hand, Kitchener

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V. Hand addressed the Committee on the topics of active transportation and community safety zones, emphasizing that the current design of Regional streets encourages speeding. They expressed the need to redesign Regional roads to address this issue, highlighting the importance of education and enforcement in the process. V. Hand strongly urged the Committee to consider expanding safety zones beyond the existing areas to ensure children can travel safely to schools.

In response to a question from the Committee, V. Hand clarified that the recommended safety zones should include areas around schools, community centers, residential communities, and other locations where young and elderly people are present.

6.

Consent Agenda

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There were no requests to remove items from the Consent Agenda.

N. Salonen left the meeting at 10:58 AM. ()

• Moved by C. James
  Seconded by K. Redman

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

  In Favor (15)

  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, C. Huinink, and K. Williams

  Carried (15 to 0)

6.1

Strategic Priority - Equitable Services and Opportunities

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6.1.1

COR-TRY-24-035, Quarterly Summary of Tenders/Quotations and Requests for Proposals Approved by the Chief Administrative Officer

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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-24-016, Long Term Financial Sustainability Update

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Mathieu Goetzke, Acting Chief Administrative Officer, introduced the report and delivered a presentation, which is appended to the agenda. He explained that the report provides background information to support the Committee’s upcoming work on the Strategic Plan and Budget. The presentation offered a high-level overview of the structural factors influencing the Region's financial health, highlighted strengths, identified potential long-term risks, and outlined active mitigation strategies to be considered during the budget process. Key topics covered included an update on long-term financial sustainability, financial strengths, and a review of the the major sectoral risks.

In response to questions from the Committee, M. Goetzke addressed questions related to the debt-to-reserve ratio. He noted that the Region has a favorable trend in its debt-to-reserve ratio but emphasized that its reserve and reserve funds per capita are lower compared to those of other Regional counterparts.

Committee members commented on political advocacy and potential political interference. M. Goetzke noted that the Regional CAOs are actively discussing these issues and working to educate the federal government on development charges.

 

N. Salonen joined the meeting at 11:00 AM. ()

7.2

Strategic Priority - Equitable Services and Opportunities

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7.2.1

PDL-CAS-24-008, Municipal Speed Camera Program Update

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Doug Spooner, Acting Commissioner of Transportation Services, provided a presentation on the Municipal Speed Camera Program and the Administrative Penalties Program, which is appended to the agenda. The presentation included an update on the Municipal Speed Camera Program, covering recent developments, new camera locations on Regional and municipal roads, as well as short-term and long-term next steps.

Committee members commented on the importance of promoting community safety and taking stronger action to support it. They also requested clarification on the data related to the business case approved in September 2023 and the extent of dialogue with area municipalities. D. Spooner explained that the program is fully scalable, and staff are currently implementing the Council's directive to deliver 175 cameras. He added that if, at any point, Council wishes to revisit the number of cameras or seek staff's advice from the working group composed of regional and municipal staff, they may do so.

D. Spooner clarified that the road safety reserve policy framework is designed to account for the operating costs of implementing the program across the Region. He explained that it outlines how funds generated from cameras on both regional and municipal roads will be managed. Additionally, he noted that targeting hot spots and addressing associated challenges will need to be considered within the context of the financial agreement. 

 

K. Williams left the meeting at 11:32 AM. ()

8.

Reports Deferred

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8.1

PDL-CAS-24-005, Administrative Penalty Program (APP) for Camera-Based Enforcement – Program Bylaws & Update

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D. Spooner provided an overview and recap of the deferred motion, after which Committee members deliberated on the matter.

In response to questions, D. Spooner emphasized that the program is scalable on an annual basis, with a plan to add approximately 32 cameras each year, reaching a total of 175 cameras by 2028. Regarding the partnership, he noted that the 2025 camera locations are being developed by area municipal partners and will be presented to the working group by October 30, 2024. He clarified that the proposed locations within each municipality are determined by staff from that municipality and that reallocation of cameras is possible.

A member of the Committee requested to call the question; however, the motion was defeated.

Committee members continued to deliberate on the deferred motion, discussing driver behavior and the statistics on speeding near schools. They noted that the issue extends beyond speeding to include other dangerous driving behaviors. Concerns were also raised regarding the impact of fines on residents. D. Spooner addressed the topic of fine increases, explaining that fines would double if a community safety zone is applied.

R. Deutschmann left the meeting at 12:21 PM. ()

R. Deutschmann joined the meeting at 12:27 PM. ()

J. Liggett left the meeting at 12:27 PM. ()

• Moved by D. McCabe
  Seconded by J. Erb

  That the question be now called.

  In Favor (6)	J. Erb, J. Nowak, K. Redman, M. Harris, D. McCabe, and C. Huinink
  Opposed (8)	B. Vrbanovic, S. Shantz, S. Foxton, J. Liggett, D. Craig, P. Wolf, C. James, and N. Salonen

  Defeated (6 to 8)
• Moved by D. McCabe
  Seconded by C. James

  That the Regional Municipality of Waterloo take the following actions with respect to the implementation of a Region of Waterloo Administrative Penalty Program (AP Program) in report PDL-CAS-24-005 dated August 13, 2024:

  a)    enact the Administrative Penalty Program Bylaw (APP Bylaw), as set out in Appendix A; and
  b)    enact the Hearing Officer Bylaw, as set out in Appendix B; and
  c)    approve the Appointment and Conduct of Hearing Officers Policy, as set out in Appendix C.

  In Favor (12)	J. Erb, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, D. Craig, C. James, R. Deutschmann, N. Salonen, and C. Huinink
  Opposed (2)	B. Vrbanovic, and P. Wolf

  Carried (12 to 2)

8.2

TSD-TRP-24-010, Community Safety Zones

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J. Liggett joined the meeting at 12:32 PM. ()

• Moved by J. Erb
  Seconded by C. James

  That the Regional Municipality of Waterloo approve the following as outlined in Report TSD-TRP-24-010, dated August 13, 2024:

  1. Adopt the Two-Step Community Safety Zone Warrant as described in this report and direct staff to utilize the warrant process as the preferred methodology for identifying potential Community Safety Zones along regional roads throughout the Region of Waterloo;
  2. Direct staff to report back with a list of designated School Zones which should have a Community Safety Zone designation added prior to the planned Municipal Speed Camera program changes in late 2024;
  3. Adopt the strategy of utilizing a Community Safety Zone designation at all School Zones along regional roadways that are to be equipped with a Municipal Speed Camera in the future; and
  4. Direct staff to use the newly adopted Community Safety Zone warrant to identify a comprehensive list of prospective Community Safety Zones along regional roads (including those not centred around a School Zone) and report back to Council with options for implementing those Community Safety Zones, including associated impacts to the staffing and resources for the Region’s Municipal Speed Camera program.

  In Favor (13)	J. Erb, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, J. Liggett, D. Craig, C. James, R. Deutschmann, N. Salonen, and C. Huinink
  Opposed (2)	B. Vrbanovic, and P. Wolf

  Carried (13 to 2)

9.

Information/Correspondence

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9.1

Council/Committee Tracking List

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Received for Information. 

10.

Other Business

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No other business.

11.

Next Meeting - November 5, 2024

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The next Administration and Finance Committee meeting will be held on November 5, 2024.

12.

Closed Session

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• Moved by N. Salonen
  Seconded by K. Redman

  That a closed meeting of the Administration and Finance Committee be held on Tuesday, October 8, 2024 immediately following the Administration and Finance Committee in the Waterloo County Room, in accordance with Section 239 of the “Municipal Act, 2001”, for the purposes of considering the following subject matters:

  1. To provide direction to staff regarding a proposed acquisition of lands

13.

Adjourn

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C. Huinink left the meeting at 12:39 PM. ()

J. Liggett left the meeting at 12:39 PM. ()

• Moved by J. Erb
  Seconded by S. Foxton

  That the meeting adjourn at 12:39 p.m.

  In Favor (12)

  B. Vrbanovic, J. Erb, J. Nowak, K. Redman, M. Harris, S. Shantz, S. Foxton, D. McCabe, D. Craig, C. James, R. Deutschmann, and N. Salonen

  Carried (12 to 0)