AGENDA - Finance Advisory Committee - 20170125Finance
Advisory Committee
Meeting Agenda
Wednesday, January 25, 2017
5:30 p.m.
Leksand Room
Aurora Town Hall
Public Release
January 18, 2017
Town of Aurora
Finance Advisory Committee
Meeting Agenda
Date: Wednesday, January 25, 2017
Time and Location: 5:30 p.m., Leksand Room, Aurora Town Hall
1. Declaration of Pecuniary Interest and General Nature Thereof
2. Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
3. Receipt of the Minutes
Finance Advisory Committee Meeting Minutes of July 28, 2016
Recommended:
That the Finance Advisory Committee meeting minutes of July 28, 2016, be
received for information.
4. Delegations
5. Consideration of Items
Finance Advisory Committee Meeting Agenda
Wednesday, January 25, 2017 Page 2 of 3
1. 2017 Work Plan for Finance Advisory Committee
Recommended:
1. That the 2017 Work Plan for Finance Advisory Committee be approved.
2. 2017 Work Plan for Financial Planning Division
(to be distributed at meeting)
Recommended:
1. That the 2017 Work Plan for Financial Planning Division be received for
information.
3. General Discussion by Committee
Re: Use of Citizen Budget Survey Tool for 2017
Recommended:
1. That the comments and suggestions of the discussion regarding continued
use of the Citizen Budget Survey tool be referred to staff for consideration
and action as appropriate.
4. Distribution and Introduction of Detailed Financial Information
Re: Infrastructure and Environmental Services (IES)
(to be distributed at meeting)
Recommended:
1. That the detailed financial information for IES be received and referred for
discussion and detailed review at the February 22, 2017 meeting of the
Finance Advisory Committee.
Finance Advisory Committee Meeting Agenda
Wednesday, January 25, 2017 Page 3 of 3
5. General Discussion by Committee
Re: Topics of Focus for IES Review
Recommended:
1. That the comments and suggestions of the discussion regarding Topics of
Focus for IES Review be referred to staff for consideration and action as
appropriate.
6. Extracts from Council Meeting of August 9, 2016
Re: Finance Advisory Committee Meeting Minutes of July 12, 2016, and
July 28, 2016; and Item 14, CFS16-026 – Budget Allocation 2017 –
Cultural Partners
Recommended:
1. That the Extracts from Council Meeting of August 9, 2016, regarding the
Finance Advisory Committee meeting minutes of July 12, 2016, and July
28, 2016, and Item 14, CFS16-026 – Budget Allocation 2017 – Cultural
Partners, be received for information.
6. New Business
7. Adjournment
TOWN OF AURORA
FINANCE ADVISORY COMMITTEE
MEETING MINUTES
Date: Thursday, July 28, 2016
Time and Location: 5:45 p.m., Leksand Room, Aurora Town Hall
Committee Members: Councillor Michael Thompson (Chair), Councillor Harold
Kim, and Mayor Geoffrey Dawe
Member(s) Absent: None
Other Attendees: Councillor Wendy Gaertner, Councillor Tom Mrakas, Rino
Roncadin, Chair, Aurora Public Library Board, Jill Foster,
Chief Executive Officer, Aurora Public Library, Reccia
Mandelcorn, Manager of Community Collaboration, Aurora
Public Library, Craig Mather, President, Aurora Cultural
Centre Board, Bonnie Kraft, Secretary, Aurora Cultural
Centre Board, Doug Nadorozny, Chief Administrative
Officer, Dan Elliott, Director of Corporate & Financial
Services/Treasurer, Jason Gaertner, Manager, Financial
Planning, and Linda Bottos, Council/Committee Secretary
The Chair called the meeting to order at 5:45 p.m.
1. DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
2. APPROVAL OF THE AGENDA
Moved by Councillor Kim
Seconded by Mayor Dawe
Finance Advisory Committee Meeting Agenda
Wednesday, January 25, 2017
Minutes
Page 1 of 4
Finance Advisory Committee Meeting Minutes
Thursday, July 28, 2016 Page 2 of 4
THAT the agenda as circulated by Legal and Legislative Services, with the
following addition, be approved:
Delegation (a) Craig Mather, Aurora Cultural Centre
Re: Item 1 – CFS16-025 – Budget Allocation 2017 – Cultural Partners
CARRIED
3. RECEIPT OF THE MINUTES
Finance Advisory Committee Meeting Minutes of July 12, 2016
Moved by Mayor Dawe
Seconded by Councillor Kim
THAT the Finance Advisory Committee meeting minutes of July 12, 2016, be
received for information.
CARRIED
4. DELEGATIONS
(a) Delegation (a) Craig Mather, Aurora Cultural Centre
Re: Item 1 – CFS16-025 – Budget Allocation 2017 – Cultural Partners
Mr. Mather expressed support of the staff report and requested: (1) that any
operational review of the Aurora Cultural Centre be performed outside of the
budget process; (2) clarification of the 2016 base funding budget amount; and (3)
that consideration be given to applying the 2017 budgeting formula similarly in
future years for the Aurora Cultural Centre Board.
Moved by Mayor Dawe
Seconded by Councillor Kim
THAT the comments of the delegation be received and referred to Item 1.
CARRIED
5. CONSIDERATION OF ITEMS
1. CFS16-025 – Budget Allocation 2017 – Cultural Partners
Staff provided background including clarification of the budgeting formulas
and budget underfunding. The Committee expressed support of the staff
Finance Advisory Committee Meeting Agenda
Wednesday, January 25, 2017
Minutes
Page 2 of 4
Finance Advisory Committee Meeting Minutes
Thursday, July 28, 2016 Page 3 of 4
report and discussed various aspects including the importance of a defined
budgeting approach and clear direction to all organizations that receive
operating funds from the Town.
Moved by Councillor Kim
Seconded by Mayor Dawe
THAT Report No. CFS16-025 be received; and
THAT the Finance Advisory Committee recommend to Council:
THAT the following 2017 budget funding directions be approved:
(a) THAT the 2017 draft budget funding allocation for the Aurora
Historical Society Board be increased by 2.97%; and
(b) THAT the 2017 draft budget funding allocation for the Aurora
Cultural Centre Board be increased by 2.97%; and
(c) THAT the 2017 draft budget funding allocation for the Aurora
Public Library Board be increased by 2.97%.
CARRIED
Moved by Councillor Kim
Seconded by Mayor Dawe
THAT staff be directed to report back to Council regarding the 2016 base
funding budget amount for the Aurora Cultural Centre Board.
CARRIED
6. NEW BUSINESS
Mayor Dawe inquired about the opportunity for partners to formally request
Council’s consideration of additional funding, outside of the regular operating
budget, for special projects. Staff confirmed that this option has been exercised in
the past, and that it would be appropriate for any partner to bring forward a
separate, formal budget request for special projects during the budget review
process in November 2016.
Finance Advisory Committee Meeting Agenda
Wednesday, January 25, 2017
Minutes
Page 3 of 4
Finance Advisory Committee Meeting Minutes
Thursday, July 28, 2016 Page 4 of 4
7. ADJOURNMENT
Moved by Mayor Dawe
Seconded by Councillor Kim
THAT the meeting be adjourned at 6:35 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
ADOPTED BY COUNCIL AT A LATER MEETING.
Finance Advisory Committee Meeting Agenda
Wednesday, January 25, 2017
Minutes
Page 4 of 4
Finance Advisory Committee (FAC)
2017 Work Plan Outline – Proposed by Staff
January 25
• Review and approval of FAC 2017 Work Plan
• Review of 2017 Work Plan for Financial Planning Division and 2018 budget
development including public and community group consultations (to be
distributed at meeting)
• Discussion of continued use of Citizen Budget survey tool
• Receipt of Infrastructure and Environmental Services (IES) department budget
materials (review at next meeting)
February 22
• Review of IES budget materials (45 minutes)
• Review of format and disclosures of annual Council Compensation and expenses
report
March 22
• Review of IES budget (45 minutes)
• Review of Reserve Funds structure and proposed new reserve funds
April 26
• Review of IES budget (45 minutes)
• Review of most recent internal monthly 2017 budget to actual review and
forecast
• Receipt of Planning and Building Services (PBS) department budget materials
(review at next meeting)
May 24
• Review of PBS budget (45 minutes)
• 2018 budget preparation directions
June 28
• Review of PBS budget (45 minutes)
• Review of most recent internal monthly 2017 budget to actual review and
forecast
Finance Advisory Committee Meeting Agenda
Wednesday, January 25, 2017
Item 1
Page 1 of 1
9. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
13. Finance Advisory Committee Meeting Minutes of July 12, 2016, and July 28,
2016
Moved by Councillor Thompson
Seconded by Councillor Mrakas
THAT the Finance Advisory Committee meeting minutes of July 12, 2016, and July
28, 2016 be received; and
THAT the following Finance Advisory Committee recommendation to Council be
considered under Item 14 – CFS16-026 – Budget Allocation 2017 – Cultural
Partners:
Finance Advisory Committee Meeting Minutes of July 28, 2016
1. CFS16-025 – Budget Allocation 2017 – Cultural Partners
THAT the following 2017 budget funding directions be approved:
(a) THAT the 2017 draft budget funding allocation for the Aurora Historical
Society Board be increased by 2.97%; and
(b) THAT the 2017 draft budget funding allocation for the Aurora Cultural
Centre Board be increased by 2.97%; and
(c) THAT the 2017 draft budget funding allocation for the Aurora Public
Library Board be increased by 2.97%.
CARRIED
EXTRACT FROM
COUNCIL MEETING OF
TUESDAY, AUGUST 9, 2016
7. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 1, 3, 6, 7, 10, 14, and 15 were identified as items not requiring separate discussion.
Moved by Councillor Pirri
Seconded by Councillor Mrakas
THAT the following recommendations with respect to the matters listed as “Items Not
Requiring Separate Discussion” be adopted as submitted to Council and staff be
authorized to take all necessary action required to give effect to same:
14. CFS16-026 – Budget Allocation 2017 – Cultural Partners
THAT Report No. CFS16-026 be received; and
THAT the following 2017 Budget funding directions from the Finance Advisory
Committee meeting of July 28, 2016, be approved:
(a) THAT the 2017 draft budget funding allocation for the Aurora Historical Society
Board be increased by 2.97%; and
(b) THAT the 2017 draft budget funding allocation for the Aurora Cultural Centre
Board be increased by 2.97%; and
(c) THAT the 2017 draft budget funding allocation for the Aurora Public Library
Board be increased by 2.97%.
CARRIED
EXTRACT FROM
COUNCIL MEETING OF
TUESDAY, AUGUST 9, 2016