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


Chair M. Harris called the meeting to order at 9:04 a.m.

Chair M. Harris provided a land acknowledgment.

J. Erb joined the meeting at 9:07 AM. ()

There were no presentations.

The delegation spoke during Other Business, Item 9

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

  • Moved byS. Foxton
    Seconded byN. Salonen

    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)
  • Moved byS. Foxton
    Seconded byN. Salonen

    That the Regional Municipality of Waterloo ratify the following appointments to the Waterloo Regional Heritage Foundation in accordance with report PDL-CAS-23-010, dated August 15, 2023:

    a)Robert Shipley for a term ending June 2026.

    Carried
  • Moved byS. Foxton
    Seconded byN. Salonen

    That the Regional Municipality of Waterloo approve the pre-budget procurement of vehicles and equipment scheduled for replacement in 2024 as set out in report COR-FFM-23-002 dated August 15, 2023.

    Carried

Connie McDonald, Chief Communications & Strategy Officer, introduced the report, followed by Craig Dyer, Commissioner of Corporate Services and Chief Financial Officer, providing an update on organizational progress towards the Region's 2019-2023 Strategic Plan objectives and the financial status for Q2 2023. This covered year-end financial projections, Federal/provincial funding, spending estimates, and proposed capital budget amendments for significant projects. C. MacDonald emphasized that there will be no risk updates in the mid-year review. 

In response to a question from the committee, Mathieu Goetzke, Commissioner, Transportation Services highlighted minimal collisions due to the 20km/hr speed cap, mentioning ongoing work on regulations. Clarity on e-bikes and scooters will adjust safety regulations.

Addressing fuel price increase, Craig Dyer noted $3.5M tax stabilization reserve funding, though fuel prices are monitored for Q3 report adjustments. Two new bylaw enforcement staff were hired for encampment policy and enforcement support, acknowledging its impact on bylaw officers' time. This adjustment aligns with budget discussions.

In response to a question from the committee, Peter Sweeney, Commissioner, Community Services, spoke to the purpose for hiring two bylaw enforcement staff related to encampment policy and enforcement, indicating that there is no specific report relating this, however it is a mid-year adjustment to support the additional work. Will Short, Director, Council & Administrative Services/Regional Clerk, further noted that the encampment duties were taking up time from the bylaw officers so the 2 new positions would support that team. Bruce Lauckner, Chief Administrative Officer, added that this will come up as a clear topic during the budget discussions.

In response to a question from the committee, Rod Regier, Commissioner, Planning, Development & Legislative Services mentioned that a master plan is being drafted as well as a community engagement process for the airport which be brought forward to council later this year.

In response to a question from the committee Craig Dyer, Commissioner, Corporate Services/Chief Financial Officer noted the particular enactment of Bill 23 since November 2022. Staff are currently working with their understanding of the Act to formulate the 2023-2024 Capital Program, considering development charges. Further timing details will be provided to the Committee. 

  • Moved byC. James
    Seconded byD. McCabe

    That the Regional Municipality of Waterloo take the following action with respect to the 2023 Mid-Year Update as set out in report COR-CFN-23-029 dated August 15, 2023:

    1. Receive the 2023 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 2019-2023; and
    2. Amend the 2023 Tax Supported Capital Budget as set out in Appendix D.
    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)

Bruce Lauckner, Chief Administrative Officer introduced the report highlighting the rapidly growing community and the organization’s vision, mission and values. Connie McDonald, Chief Communications & Strategy Officer, provided a presentation including a comprehensive plan, timeline, future foresight methodology, kep impacting trends and priorities and impacts. 

In response to questions from the Committee, C. MacDonald spoke to desegregation in the data source, equitable services, support for the aging population and employment opportunities.

The Committee emphasised the significance of precision over vagueness. They stressed that being specific is crucial to ensure clarity and effectiveness in communication and decision making processes.

C. James left the meeting at 10:46 AM. ()
C. James joined the meeting at 10:48 AM. ()
  • Moved byP. Wolf
    Seconded byC. Huinink

    That the Regional Municipality of Waterloo approve the 2023-2027 Strategic Plan as outlined in report CAO-COM-23-003, dated August 15, 2023,as amended.

    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)

Will Short, Director, Council & Administrative Services/Regional Clerk spoke to the report. 

In response to a question from the committee, W. Short noted that cost estimates would be shared in upcoming budget meetings.

Tim Brubacher, Deputy Clerk/Manager of Council & Administrative Services, elaborated that electronic upgrades aimed to enhance the electronic system's quality and reliability in Council Chambers.

The Committee directed staff to gather Council Members' feedback and revisit the report for a comprehensive discussion.

  • Moved byC. James
    Seconded byP. Wolf

    That the Regional Municipality of Waterloo approve the continuation of electronic participation for members of Council for Council/Standing Committee Meetings as set out in Procedural By-law 22-051, Section 15, as amended, as outlined in report PDL-CAS-23-009, dated August 15, 2023.

    And that the Regional Clerk be directed to provide a proposed cost estimate in the 2024 Regional Budget for Council Chamber technological upgrades to ensure the continuation of electronic participation as an option for both the Public and the Members of Council.

    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)

Craig Dyer, Commissioner of Corporate Services and Chief Financial Officer spoke to the report and provided additional information on the Tax Stabilization Reserve (TSR) and the Working Funds Reserve (WFR). 

In response to questions from the committee, C. Dyer provided clarification on funding used from the TSR with relation to ambulance costs and expansion. 

The Committee made a request to provide historical data dating back more than 5 years.

J. Nowak left the meeting at 11:18 AM. ()

Rod Regier, Commissioner of Planning, Development & Legislative Services, introduced Graham Walsh as the new Regional Solicitor/Director, Legal Services.

During the Committee session, Nate Whalen, a resident of Cambridge, voiced concerns about the financial update. He highlighted the challenges posed by the high cost of living, tax affordability, and both capital and operating expenses. N. Whalen emphasised the importance of the Committee exploring avenues to trim costs within the region. He suggested reviewing operating and capital expenses, conducting a staffing assessment, evaluating financial governance, and studying the Grand River.

In response to committee inquiries, R. Regier mentioned that carbon budgeting is an ongoing substantial endeavor at the Region. Details of this work will be communicated via email to the council, and that a report will be brought back later this year.

11.

 
  • Moved byJ. Erb
    Seconded byS. Foxton

    That the meeting adjourn at 11:31 a.m.

    In Favor (15)B. Vrbanovic, J. Erb, 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)

The next Administration and Finance meeting will be held on September 12, 2023.

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