Finance and Labour Relations Committee

Committee Decision: THAT the Addenda to the Finance and Labour Relations Committee Agenda dated January 9, 2024, be added to the agenda as printed.

Committee Decision: THAT Paul Brown be heard. Finance and Labour Relations Committee Minutes 3 January 9, 2025

Committee Decision: THAT Eileen Smith be heard.

THAT Jane Marie Mitchell be heard.

Committee Recommendation: THAT the report titled, “United Way Request to Waive Facility Fees” (FIN25-001), be received; AND THAT the facility rental fee waiver request in the amount of $875 for use of the Agriplex fieldhouse on March 15, 2025 be approved and funded from the 2024 Community Grants Reserve fund. In response to an enquiry from the Mayor, the Director of Corporate Services noted that there are enough funds in the Community Grants Reserve to fund the request. The Chair called the question on the motion.

Committee Decision: THAT the report titled, “Infrastructure Services Supporting Information for 2025 Draft Budget Deliberations” (FIN25-002), be received for information.

Committee Decision: THAT the report titled, “Building and Planning Services Backflow Prevention Additional Information” (FIN25-003), be received for information.

Committee Decision: THAT the report titled, “Hosting a Home Care Services Symposium” (FIN25-004), be received by Council.

Committee Decision: THAT staff be directed to reach out to Mr. Brown to inquire about next steps for hosting a Home Care Services Symposium.

THAT the motion be amended that the Joint Community Energy Liaison and Communications Coordinator position be hired on a two-year contract. Members of the Committee and staff held a discussion regarding the amendment as follows:  the possibility of hiring the split position for a two-year contract;  the benefits to the community of having the position filled; Finance and Labour Relations Committee Minutes 8 January 9, 2025  how the two-year contract term may affect the type of candidates applying for the job;  there being a potential for significant interest for a part-time role since there is a strong arts community in the City;  the grant covering 70% of the salary up to $70,000 however the eligible amount only being applicable to the Community Energy Liaison position and the split role not being eligible for the full funding;  the grant funding being for a one-year term; and  the benefits of hiring a full-time permanent position versus a two-year contract position. The Chair called the question on the motion.

THAT the joint Community Energy Liaison and the Communications Coordinator position be added to the 2025 Budget.

THAT the Communications Coordinator position be added to the 2025 Budget. Members of the Committee held a discussion regarding the Corporate Communications Specialist Expansion Request as follows:  there being concerns about how the position will result in an increase in taxes; and  there being more ways that the City can communicate to the community without hiring an additional position. Councillor McCabe assumed the role of Chair at 5:21 p.m. Discussion continued as follows: Finance and Labour Relations Committee Minutes 9 January 9, 2025  a proposal to review the work that is currently being done by staff to see if time spent on social media work can transition. The Chair called the question on the motion.

Committee Decision: THAT staff be directed to report back to Council with a summary of what was achieved by the extra funding. Members of the Committee and staff held a discussion regarding the amendment as follows:  the possibility of hiring student interns to assist with corporate communications similar to the arrangement undertaken by the Police Services Board;  the position not only focusing on social media but will work on various projects;  there being a need to undertake public engagement for the different upcoming projects;  the possibility of hiring the position as a co-op role;  an overview of the co-op experience of the Planning Department and how they received support from the students due to staffing shortage; and  how the hiring of a co-op role may add more work to current staff. The Chair called the question on the motion to amend the main motion.

Committee Decision: THAT $45,000.00 to be added CAO's 2025 Budget for communications services; AND THAT staff be directed to report back to Council with a summary of what was achieved by the extra funding.

Committee Decision: THAT the Backflow Prevention Officer be added to the 2025 Budget. Members of the Committee and staff held a discussion regarding the Backflow Prevention Officer Expansion Request as follows:  there being costs associated with the position in the first year but moving forward can be funded by the water and wastewater fees; and  an overview of the fees associated with the service provided by the officer. The Chair called the question on the motion.

Committee Decision: THAT the Transfer to Reserve in Budget 1256 Discovery Centre (Former Teacher's College) be reduced from $350,000 to $100,000.

THAT the Diversity, Equity, Inclusion, and Accessibility Program be eliminated. Finance and Labour Relations Committee Minutes 11 January 9, 2025 Members of the Committee and staff held a discussion regarding the Diversity, Equality, and Inclusion (DEI) Program Elimination as follows:  the possibility of reducing the service;  there being great benefits to having the DEI program;  there being a more diverse population coming to Stratford and how the program can assist the City with understanding programs it can be providing;  the value of having two full-time staff and how all programs should be reviewed regularly;  how outside resources providing the program will also cost money and how internal and customized programs could result in savings for the City;  there being legislative requirements related to accessibility which falls under this division;  the staff report providing a summary of the work being done by the division and the organizations that currently provide DEI programs;  there being a number of committees and community groups who can support similar programs; and  there being support for a review to be done instead of eliminating the program entirely. The Chair called the question on the motion.

Committee Recommendation: THAT the Diversity, Equity, Inclusion, and Accessibility Program be reviewed. Members of the Committee and staff held a discussion regarding the Diversity, Equality, and Inclusion (DEI) Program Review as follows:  there being concerns about unnecessary programs; Finance and Labour Relations Committee Minutes 12 January 9, 2025  the ongoing need for the division and the roles being reviewed and the possibility of amalgamating the roles;  the review being

THAT the meeting adjourn to an In-camera Session to discuss: 4.1 Confidential Verbal Update of the Chief Administrative Officer with respect to a Shared Services Agreement (CM-25-01) - Litigation or potential litigation, including matters before administrative tribunals affecting the municipality or local board (section 239.(2)(e)); Advice that is subject to solicitor-client privilege including communications necessary for that purpose (section 239.(2)(f)); and A position, plan, procedure, criteria or instruction to be applied to any negotiations

Committee Decision: THAT the Finance and Labour Relations Committee meeting adjourn.