Finance and Administration Committee
Agenda

Tuesday, September 10, 2024

6:00 P.m. - 9:00 P.m.

Tom Davies Square

Councillor McIntosh, Chair

 

4:30 p.m.  Closed Session, Committee Room C-12 / Electronic Participation

6:00 p.m. Open Session, Council Chamber / Electronic Participation

 

City of Greater Sudbury Council and Committee meetings are accessible and generally held in the Council Chamber at Tom Davies Square unless otherwise stated on the agenda.  Some meetings are broadcast on Eastlink at Eastlink’s discretion.  With the exception of closed meetings held in accordance with the Municipal Act, 2001, meetings are open to the public for attendance in-person.  Where possible, meetings are livestreamed and the recordings are saved for public viewing on the City’s website at:  https://www.greatersudbury.ca/agendas.

Please be advised that if you make a presentation, speak or appear at the meeting venue during a
meeting, you, your comments and/or your presentation may be recorded and broadcast.

By submitting information, including print or electronic information, for presentation to City Council or
Committee you are indicating that you have obtained the consent of persons whose personal information is included in the information to be disclosed to the public.

Your information is collected for the purpose of informed decision-making and transparency of City Council decision-making under various municipal statutes and by-laws and in accordance with the Municipal Act, 2001, Planning Act, Municipal Freedom of Information and Protection of Privacy Act and the City of Greater Sudbury’s Procedure By-law.

For more information regarding accessibility, recording your personal information or live-streaming, please contact Clerk’s Services by calling 3-1-1 or emailing

---

1.

Call to Order

2.

Roll Call

3.

Closed Session

Resolution to move to Closed Session to deal with  one Personal Matters (Identifiable Individual(s)) / Labour Relations or Employee Negotiations item regarding the 2025 Budget in accordance with the Municipal Act, 2001, par. 239(2)(b) and (d).

4.

Recess

5.

Open Session

6.

Roll Call

7.

Declarations of Pecuniary Interest and the General Nature Thereof

8.

Matters Arising from the Closed Session

At this point in the meeting, the Chair of the Closed Session, will rise and report. The Committee will then consider any resolution(s) emanating from the Closed Session.

9.

Managers' Reports

9.1

2025 Budget Status Update Report

This report provides information regarding the status of the 2025 Budget.

9.2

June 2024 Operating Budget Variance Report

This report provides a variance analysis based on the City’s second quarter results (January to June 30, 2024). The projected surplus for 2024 is approximately $8.4 million.

9.3

2025 Business Case Report

This report provides draft business cases to obtain further direction that will support the production of the 2025 Annual Budget Update Report in time for the Committee’s final review by December.

9.4

Review of Non-Union Salary Administration Policy

This report provides a recommendation regarding a review of the non-union staff salary administration policy with a focus on the current plan’s external equity goal and external comparators. It also provides a set of guiding principles using current compensation and reward management theory underlying changes that could be made to salary administration practices. The City’s compensation consultant reviewed and assessed the suitability of comparator municipalities and the principles that guide the policy’s scope, application, and alignment with Council’s strategic priorities.

10.

Members' Motions

10.1

Request for Policy for Use of Artificial Intelligence Tools

As presented by Councillors McIntosh and Cormier:

WHEREAS the City of Greater Sudbury regularly examines opportunities for improving service quality, process efficiency and cost savings as demonstrated most recently by the descriptions of progress presented in our Core Service Review and the opportunities identified by the Future Ready Development Services Subcommittee;

AND WHEREAS the rapidly evolving opportunities presented by artificial intelligence tools suggest there are new and potentially better ways to design our services and processes;

AND WHEREAS examples in the municipal sector exist, including within Greater Sudbury's administration, that illustrate the potential improvements possible from developing artificial intelligence tools as part of our service delivery systems;

THEREFORE BE IT RESOLVED that the City of Greater Sudbury directs that staff develop a policy and plan for the corporation's use of artificial intelligence tools that includes advice to Council for the objectives and general principles that would inform choices about how these tools would be used including, for example, the following expected benefits and desired outcomes:

1. Enhanced Public Services
2. Improved Decision-Making
3. Predictive Analytics
4. Efficiency and Productivity
5. Cost Savings
6. Innovation

10.2

Request for Business Case for Annual Grant for Onaping Falls Recreation Committee

As presented by Councillor Brabant:

WHEREAS the Onaping Falls Recreation Committee is an incorporated, not-for-profit group delivering recreation programming and improving leisure infrastructure in the communities of Dowling, Levack and Onaping; 

AND WHEREAS since forming in 2014 the Onaping Falls Recreation Committee has been responsible for delivering the Onaping Falls Winter Carnival, the Onaping Falls Summer Fest, power skating at the IJ Coady Arena, summer programming at the A.Y. Jackson Lookout, development of the Onaping splash pad and numerous other programs and events enhancing quality of life for residents;

AND WHEREAS the Onaping Falls Recreation Committee has made an average of 3 Grant applications per year and received an average of $5,100 annually through Healthy Community Initiative Grant funding to support programs and events since 2015;

AND WHEREAS the Onaping Falls Recreation Committee received $20,000 from the GSDC’s Tourism Development Fund in 2023 for park signage, washroom renovations, trail development, staffing and supplies for park programming at the AY Jackson Lookout, as well as in-kind support for tourism marketing, signage development and event support for events such as Cavalcade of Colours from Economic Development;

AND WHEREAS the Onaping Falls Recreation Committee has identified that a more stable source of annual funding is required to ensure that programs and services can continue as they are dealing with declining sponsorship and other sources of funding;

THEREFORE BE IT RESOLVED that the City of Greater Sudbury directs that staff prepare a business case for the 2025 budget process which identifies an annual grant and alternatives for funding sources for the Onaping Falls Recreation Committee.

11.

Correspondence for Information Only

11.1

Exit Interview Policy and Process

This report provides information regarding the Exit Interview Policy. It also provides information relating to the process and costs associated with engaging a third-party consultant to conduct exit interviews.

12.

Addendum

13.

Civic Petitions 

14.

Question Period

15.

Adjournment