Audit, Finance and Administration Committee

That the agenda for the April 16, 2026, Audit, Finance and Administration Committee meeting, BE APPROVED, AS AMENDED by deferring consideration of Items 8.1 AUD21004(d), Cyber Security Follow Up Audit, Phase 2: Incident Response and Insurance Review (City Wide) and 8.2 FCS26037, Request to Extend Contract for Secure Transportation of Funds Services (City Wide), until after Closed Session.

That the Minutes of the March 26, 2026 meeting of the Audit, Finance and Administration Committee, BE ADOPTED, as presented.

That the following Delegations, BE RECEIVED: 6.1 Delegations respecting 2026 Development Charges Indexing (Item 7.1) 6.1.(a) Viv Saunders 6.1.(b) Mike Collins-Williams, West End Home Builders Association

That Report FCS26032 BE

That the Correspondence from Mike Collins-Williams respecting Development Charges Indexing Report (FCS26032), BE RECEIVED.

That the following Items for Information, BE RECEIVED: 7.2 HUR23007(a) Workplace Mental Health and Wellbeing Strategy Progress Update (City Wide) and the associated presentation, and 7.3 HUR26005 Annual Employee Absence Report 2025 (City Wide)

WHEREAS, City Council approved recommendations in Procedures for Ward-Specific Funding Initiatives (FCS18014(a)) on December 17, 2018; WHEREAS, Report FCS18014(a) outlined “Scenario 2: Social Infrastructure Funding”, which permits Area Rating Special Capital Re-Investment Refer to the April 22, 2026 Council Minutes for the disposition of these matters. Audit, Finance and Administration Committee April 16, 2026 Minutes AFA 26-005 Page 4 of 25 Reserves to be used for grants to an outside agency to improve social infrastructure assets; WHEREAS, Report FCS18014(a) outlined “Scenario 3: Grants”, which permit Area Rating Special Capital Re-Investment Discretionary Fund to be used for grants to support community initiatives; WHEREAS, Report FCS18014(a) does not contain any restrictions regarding the ability to fund grants from the Cellular Tower and Ward-Specific Non- Property Tax Revenues beyond the general procedures found in Appendix “D” to that Report; WHEREAS, these funds are allocated at the discretion of the Ward Councillor in a manner that conforms to the criteria outlined in Appendix “A” and Appendix “B” to Report FCS18014(a), respecting Procedures for Ward- Specific Funding Initiatives; WHEREAS, with the exception of grants under $350 that are funded through the Area Rating Special Capital Re-Investment Discretionary Fund under “Scenario 3: Grants”, all grants require Council approval; WHEREAS, the Ward Councillor Offices are responsible for administering the payment of gr

That the Correspondence from Gabriel Nicholson, respecting Financial Accountability in the Administration of Grant Funding – REVISED, BE RECEIVED.

WHEREAS, the Golden Horseshoe Live Steamers is a non-profit volunteer operated organization that provides educational railway experiences through miniature ride-on and ride-behind locomotives out of the Hamilton Museum of Steam and Technology grounds; WHEREAS, their facility includes 366 metres of elevated dual gauge (89 and 121 millimetre) track with a transfer table and steaming bays, 914 metres of ground mounted 184 millimetre gauge track with a turntable, a loading hoist and steaming bays, as well as club riding cars for all gauges, a railway station house, car barns, storage sheds, and a pedestrian bridge crossing both tracks; WHEREAS, in 2025, the Golden Horseshoe Live Steamers celebrated their 50th anniversary and welcomed a record of 10,000 riders (double their 2024 ridership); WHEREAS, to accommodate the storage of locomotives and riding stock, the Golden Horseshoe Live Steamers purchased and installed on the site two shipping containers. These were painted to match the esthetic of the 1859 Hamilton Waterworks National Historic Site; WHEREAS, the Golden Horseshoe Live Steamers will install a roof spanning over the two shipping containers, creating an area between them that is protected from the elements, which will be used as an educational pavilion with hands-on interactive exhibits. The cost to enclose, equip, and finish the space is estimated at $35,000; Refer to the April 22, 2026 Council Minutes for the disposition of these matters. Audit, Finance and Administra

That the Correspondence from Denny Williams, Golden Horseshoe Live Steamers, respecting proposed grant for the Golden Horseshoe Live Steamer Educational Pavilion, BE RECEIVED.

WHEREAS, Inasmuch House is a shelter located in Ward 2, which serves women and children who have experienced abuse, offering comprehensive crisis support; WHEREAS, access to community playgrounds is often not safe for Inasmuch House residents due to ongoing risks related to intimate partner violence, and public spaces increase the likelihood of being located, harassed, or harmed by an abusive partner; WHEREAS, an on-site playground is the safest and most accessible outdoor play space available to children while they’re staying at Inasmuch House; WHEREAS, the playground at Inasmuch House is severely outdated and fails to meet the needs of children who rely on it for recreation, emotional relief, and socialization; and WHEREAS, replacing the current playground with a structure that meets the needs of the residents has been costed, with contingency, at $152,000. THEREFORE, BE IT RESOLVED: (a) That costs associated with replacing the play structure at Inasmuch House to Mission Services of Hamilton BE FUNDED from the Ward 2 Capital Reinvestment Reserve #108052 at an upset limit, including contingency, not to exceed $152,000; and (b) That the Mayor and City Clerk BE AUTHORIZED to execute any required agreement(s) and ancillary documents, with such terms and conditions in a form satisfactory to the City Solicitor. Result: Motion

WHEREAS, the Ward 2 Community Grants program closed for 2026 on March 6, 2026 with a total of 70 applications; WHEREAS, the 2026 Ward 2 Community Grants program will be open for one application acceptance period, rather than running quarterly application periods; WHEREAS, City staff in Financial Planning, Administration and Policy and Communication and Engagement - Grants reviewed the recommendations from the Ward 2 Community Grants program and found that the following were eligible; and WHEREAS, the following $101,400 in 53 individual grants represents the fulfillment of the 2026 Ward 2 Community Grants program. THEREFORE, BE IT RESOLVED: (a) That costs associated with contracting consultants to assist with Human Resources policy and material development to 15789800 CANADA FOUNDATION (ABRAR Trauma and Mental Health Services) BE FUNDED from the Ward 2 Capital Discretionary Account #3302309200 at an upset limit, not to exceed $3,500; (b) That interior ads about the Tenant Support Program placed on HSR buses with Ward 2 based routes to ACORN Canada (Association of Community Organizations for Reform Now) BE FUNDED from the Ward 2 Capital Discretionary Account #3302309200 at an upset limit, not to exceed $2,500; (c) That costs associated with The Choreographic Incubator, a four-week professional development program in Ward 2, to Aeris Körper Contemporary Dance BE FUNDED from the Ward 2 Capital Discretionary Account #3302309200 at an upset limit, not to exceed $1,200; (d) That cos

WHEREAS, the Ward 2 Community Grants and Capital Expenses programs closed for 2026 on March 6, 2026; WHEREAS, any Community Grants applications that request assistance with capital infrastructure needs are better suited to the Ward 2 Capital Expenses program; and Refer to the April 22, 2026 Council Minutes for the disposition of these matters. Audit, Finance and Administration Committee April 16, 2026 Minutes AFA 26-005 Page 15 of 25 WHEREAS, investment in accessibility, arts, affordable housing, and gathering spaces is necessary for a thriving community. THEREFORE, BE IT RESOLVED: (a) That costs associated with constructing an Accessibility for Ontarians with Disabilities Act compliant ramp at the building entrance to 272 Caroline St S Housing Co-operative Inc. BE FUNDED from the Ward 2 Capital Re-investment Reserve Account #108052 at an upset limit, including contingency, not to exceed $30,000; (b) That accessible door hardware and installation and accessible audience seating areas to Hamilton Theatre Inc. BE FUNDED from the Ward 2 Capital Re-investment Reserve Account #108052 at an upset limit, including contingency, not to exceed $5,000; (c) That replacement windows to improve energy efficiency to Hess Street Co-operative Inc. BE FUNDED from the Ward 2 Capital Re- investment Reserve Account #108052 at an upset limit, including contingency, not to exceed $31,000; (d) That a building feasibility study to improve accessibility in the community hall to St. Lawrence Parish BE

That the Rules of Order BE SUSPENDED to allow for the introduction of a motion respecting Empowering Tutoring Program for Sudanese Newcomer Youth. Result: Motion

WHEREAS, the Sudanese Canadian League of Hamilton (SCLOH), which is based in Ward 4, has served the Hamilton community since 1994 and has supported over 500 families in their integration and settlement journeys; WHEREAS, SCLOH identified the need for additional educational supports for school-aged Sudanese newcomers, in that they face unique challenges, including not only language barriers and financial constraints, but also academic gaps and trauma from the effects of the war in Sudan; WHEREAS, tutoring and academic support is invaluable to support integration and the Empowering Tutoring Program will provide essential culturally responsive and trauma-informed academic support in literacy and numeracy for 20 to 30 students in Grades 1 to 12 during a 12-month pilot; and WHEREAS, the program will also include workshops for parents to increase their capacity to navigate the Ontario education system and support their children’s success. THEREFORE, BE IT RESOLVED: Refer to the April 22, 2026 Council Minutes for the disposition of these matters. Audit, Finance and Administration Committee April 16, 2026 Minutes AFA 26-005 Page 17 of 25 (a) That a grant to the Sudanese Canadian League of Hamilton for the Empowering Tutoring Program pilot BE FUNDED from the Ward 4 Capital Discretionary Account #3302309400 at an upset limit, including contingency, not to exceed $15,000; (b) That any funds allocated and distributed BE EXEMPT on a one-time basis and not be counted toward any formula tha

That the Rules of Order BE SUSPENDED to allow for the introduction of a motion respecting Ward 11 Community Grants – 2026 Pilot. Result: Motion

WHEREAS, the Ward 11 Community Grants pilot program was established to support local non-profit organizations, community groups, and other eligible entities delivering one-time projects, initiatives, and programming that benefit Ward 11 residents; WHEREAS, Ward 11 receives non-property tax revenue from a cellular tower license agreement, funds from which can only be spent within the Ward at the discretion of the Ward 11 Councillor in accordance with Appendix “D” to Report FCS18014(a), Procedures for Ward Specific Funding Initiatives, under “Scenario 3: Grants”, and are subject to Council approval; WHEREAS, the Ward 11 Community Grants pilot program is a pre-defined, non-discretionary funding program administered in accordance with established eligibility criteria and does not constitute a sponsorship or donation program; WHEREAS, the total funding envelope for the 2026 pilot is $20,000 and funding is limited to one-time project or initiative support, to a maximum of $2,000 per organization or group, and excludes ongoing operating costs, salaries, retroactive expenses, and sponsorship-style funding; WHEREAS, the Community Grants program provides a structured and documented application and evaluation process to support the equitable distribution of funds and the maintenance of public trust; WHEREAS, all successful applicants are required to report on the use of funds by year-end, and such reporting will be documented by the Ward 11 Office on its website; and WHEREAS, 20 applica

That the Closed Session Minutes of the March 26, 2026 Audit, Finance and Administration Committee meeting, BE ADOPTED and REMAIN CONFIDENTIAL.

That Aron Feuer and Darren Jones of Valencia BE PERMITTED to attend Closed Session respecting Item 11.2, Confidential Appendices A, B and C to Report AUD21004(d), respecting Cyber Security Follow Up Audit, Phase 2: Incident Response and Insurance Review. Result: Motion

That Committee move into Closed Session for Items 11.2, 11.3, 11.4, pursuant to Section 9.3, Sub-sections (a), (e), and (k) of the City's Procedural By-law 21-021, as amended, and Section 239(2), Sub-sections (a), (e), and (k) of the Ontario Municipal Act, 2001, as amended, as the subject matter pertains to the security of the property of the City or a local board; litigation or potential litigation, including matters before administrative tribunals, affecting the City or a local board; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the City or a local board.

That the direction to staff provided in Closed Session, be approved.

That Report AUD26004, respecting Auditor General Reporting of Serious Matters to Council (Report #94613) (Wards 3 and 4), dated April 16, 2026, BE RECEIVED and REMAIN CONFIDENTIAL. Refer to the April 22, 2026 Council Minutes for the disposition of these matters. Audit, Finance and Administration Committee April 16, 2026 Minutes AFA 26-005 Page 23 of 25

That Report AUD21004(d), respecting Cyber Security Follow Up Audit, Phase 2: Incident Response and Insurance Review (City Wide), dated April 16, 2026, and the associated Confidential Presentation, BE RECEIVED and the following recommendations, BE APPROVED: (a) That the Confidential Audit Report, attached as Appendix “A” to Report AUD21004(d), BE RECEIVED for information and REMAIN CONFIDENTIAL; (b) That the Confidential Audit Report, attached as Appendix “B” to Report AUD21004(d), BE RECEIVED for information and REMAIN CONFIDENTIAL. (c) That the management responses in Appendix “C” to Report AUD21004(d) BE APPROVED and REMAIN CONFIDENTIAL; and (d) That the Chief Information Officer (Acting) and the General Manager of Finance and Corporate Services BE DIRECTED to implement the management responses contained in Appendix “C” to Report AUD21004(d) and report back to the Audit, Finance and Administration Committee by August 2026, on the nature and status of actions taken in response to the Audit Report. Result: Motion

That Report FCS26037, respecting Request to Extend Contract for Secure Transportation of Funds Services (City Wide), dated April 16, 2026, BE RECEIVED and the following recommendations, BE APPROVED: (a) Pursuant to Procurement Policy #11 – Non-competitive Procurements, that the extension to Contract A-01-19 for the provision of secure transportation of funds services until April 30, 2027 BE APPROVED and that the General Manager, Corporate Services Department BE AUTHORIZED and DIRECTED to negotiate, enter into and execute the extension and any ancillary documents required to give effect thereto with Brink’s Canada Limited, in a form satisfactory to the City Solicitor. (b) That staff BE DIRECTED to release publicly the negotiated awarded cost of the contract extension in the applicable quarterly status report for Emergency and Non-competitive Procurements. (c) That the contents of Appendix “A” to Report FCS26037 REMAIN CONFIDENTIAL. Result: Motion