AGENDA - Finance Advisory Committee - 20160712FINANCE
ADVISORY COMMITTEE
MEETING AGENDA
TUESDAY,JULY 12,2016
5:30 P.M.
LEKSAND ROOM
AURORA TOWN HALL
PUBLIC RELEASE
July 6,2016
TOWN OF AURORA
FINANCE ADVISORY COMMITTEE
MEETING AGENDA
DATE:Tuesday,July 12,2016
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 Legal and Legislative Services be approved.
3.RECEIPT OF THE MINUTES
Finance Advisory Committee Meeting Minutes of May 24,2016 pg.1
RECOMMENDED:
THAT the Finance Advisory Committee meeting minutes of May 24,2016,be
received for information.
4.DELEGATIONS
5.CONSIDERATION OF ITEMS
1.Departmental Budget Review (Continued)–Parks and Recreation pg.5
Services (PRS);Presentation by Director of Parks &Recreation
Services,to include:
1.Aurora Museum and Archives
2.Subsidy Program
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Tuesday,July 12,2016 Page 2 of 2
RECOMMENDED:
THAT the Departmental Budget Review (Continued)–Parks and Recreation
Services (PRS)and Presentation by Director of Parks &Recreation Services be
received;and
THAT the comments of the Committee be referred to staff for consideration.
2.Memorandum from Treasurer pg.31
Re:2017 Budget Documentation Modifications
RECOMMENDED:
THAT the memorandum regarding 2017 Budget Documentation Modifications
be received;and
THAT the comments of the Committee be referred to staff for consideration.
3.Extract from Council Meeting of May 10,2016 pg.34
Re:Finance Advisory Committee Meeting Minutes of
April 19,2016
RECOMMENDED:
THAT the Extract from Council Meeting of May 10,2016,regarding the
Finance Advisory Committee Meeting Minutes of April 19,2016,be received
for information.
4.Extract from Council Meeting of June 28,2016 pg.35
Re:Finance Advisory Committee Meeting Minutes of
May 24,2016
RECOMMENDED:
THAT the Extract from Council Meeting of June 28,2016,regarding the
Finance Advisory Committee Meeting Minutes of May 24,2016,be received
for information.
6.NEW BUSINESS
7.ADJOURNMENT
TOWN OF AURORA
FINANCE ADVISORY COMMITTEE
MEETING MINUTES
Date:Tuesday,May 24,2016
Time and Location:5:30 p.m.,Leksand Room,Aurora Town Hall
Committee Members:Councillor Michael Thompson (Chair),Mayor Geoffrey Dawe
Member(s)Absent:Councillor Harold Kim
Other Attendees:Councillor Wendy Gaertner,Councillor Sandra Humfryes,
Councillor Tom Mrakas,Doug Nadorozny,Chief
Administrative Officer,Dan Elliott,Director of Corporate and
Financial Services/Treasurer,Jason Gaertner,Manager of
Financial Planning/Deputy Treasurer,and Linda Bottos,
Council/Committee Secretary
The Chair called the meeting to order at 5:36 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 Mayor Dawe
Seconded by Councillor Thompson
THAT the agenda as circulated by Legal and Legislative Services be approved.
CARRIED
3.RECEIPT OF THE MINUTES
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Tuesday,May 24,2016 Page 2 of 4
Finance Advisory Committee Meeting Minutes of April 19,2016
Moved by Mayor Dawe
Seconded by Councillor Thompson
THAT the Finance Advisory Committee meeting minutes of April 19,2016,be
received for information.
CARRIED
4.DELEGATIONS
None
5.CONSIDERATION OF ITEMS
1.CFS16-017 –2017 Budget Preparation Directions
Staff provided background to the report including a review of the key principles
for the development of the 2017 Budget,Budget concerns,Base Operating
Budget directions,the Phase-In Budget for Fire Services expansion,and the
Fiscal Strategy Budget.The Committee discussed various aspects of the report.
Staff noted that 2016 is a re-assessment year and that MPAC (Municipal
Property Assessment Corporation)would be making a presentation to Council
on June 14,2016.
Moved by Mayor Dawe
Seconded by Councillor Thompson
THAT Report No.CFS16-017 be received;and
THAT the comments and directions of Committee be incorporated into a
revised Budget Directives report for the next Finance Advisory Committee in a
form which can be referred by Committee to Council for approval.
CARRIED
2.Memorandum from Treasurer
Re:Departmental Budget Review –Corporate Accounts
Staff noted that Corporate Accounts includes accounts which cannot be easily
attributed to any particular department or are Corporation-wide in nature.The
Committee reviewed the memorandum and variances highlighted in the line-by-
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Finance Advisory Committee Meeting Minutes
Tuesday,May 24,2016 Page 3 of 4
line analysis of the core Corporate accounts and Taxation accounts.No further
input was requested and the review was deemed complete.
Moved by Mayor Dawe
Seconded by Councillor Thompson
THAT the memorandum regarding Departmental Budget Review -Corporate
Accounts be received for information.
CARRIED
3.Memorandum from Treasurer
Re:Residential/Non-residential Assessment Split –Comparators
Staff provided background to the memorandum.
Moved by Mayor Dawe
Seconded by Councillor Thompson
THAT the memorandum regarding Residential/Non-residential Assessment
Split –Comparators be received for information.
CARRIED
4.Review (Part 2)of the BMA Management Consulting Inc.Municipal Study –
2015 (Link to full report:http://www.aurora.ca/bma)
Motion to refer
Moved by Mayor Dawe
Seconded by Councillor Thompson
THAT the Review (Part 2)of the BMA Management Consulting Inc.Municipal
Study –2015 be referred to the 2017 Budget presentation.
CARRIED
5.Extract from Council Meeting of April 26,2016
Re:Finance Advisory Committee Meeting Minutes of March 22,2016
Moved by Mayor Dawe
Seconded by Councillor Thompson
THAT the Extract from Council Meeting of April 26,2016,regarding the
Finance Advisory Committee meeting minutes of March 22,2016,be received
for information.
CARRIED
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Tuesday,May 24,2016 Page 4 of 4
6.NEW BUSINESS
Staff discussed elements of the Citizen Budget Survey and noted that the
Committee had previously recommended that the Survey be enhanced.Staff
advised that the survey can be modified,but timing and resources presented a
challenge at this time.Staff provided options and it was agreed to implement a
survey similar to last year,with the addition of a deliberate intercept process at
various Town events and locations,to obtain 2017 Budget feedback from the
community,and plan for an improved Citizen Budget Survey for the 2018 Budget.
7.ADJOURNMENT
Moved by Mayor Dawe
Seconded by Councillor Thompson
THAT the meeting be adjourned at 6:45 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
ADOPTED BY COUNCIL AT A LATER MEETING.
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MEMORANDUM
DATE:July 12,2016
TO:Chair Thompson and Members of Finance Advisory Committee
FROM:Dan Elliott,Director,Corporate &Financial Services -Treasurer
RE:2017 Budget Documentation Modifications
RECOMMENDATIONS
THAT the memorandum regarding 2017 Budget Documentation Modifications be
received;and
THAT the comments of the Committee be referred to staff for consideration.
At a previous Finance Advisory Committee (FAC)meeting at which the Parks &Recreation
Services department budget was under review,there was discussion of a need to revisit the
format of the financial tables as presented within departmental business plans for additional
clarity.The proposal was to separate out line items which are highly volatile due to
development activity level changes,as well as separate out internal transfers and similar
items.The intent of the proposed change is to more clearly outline the core revenues and
expenses which are well within the influence and/or control and responsibility of department
management.In addition,the FAC expressed a desire to review key service results in
conjunction with planned and actual financial results.
Attached is a reformatted financial table presentation of the Parks &Recreation Services
department budget for review and comment by the Committee.The lower section is the new
section containing the “Development and miscellaneous items”.Accordingly,the sections
above this are the items for which the department should be held accountable,for routine
operational matters,budgets and forecasts.Staff are anticipating that such segregation of
these types of accounts will improve the accountability and clarity of the budget documents.
Also attached for review and feedback is an alternative presentation of the Parks &
Recreation Services department budget information.This format aligns budget
requirements with key departmental service lines,and integrates planned service result
information.The data and KPIs are illustrative only,and is not necessarily data currently
being tracked by the department.
ATTACHMENTS
Attachment 1 –Parks &Recreation Services 2017 Operating Budget (reformatted)
Attachment 2 –Parks &Recreation Services 2017 Operating Budget by Key Service Line
Town of Aurora
Financial Services
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7.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 1 (with the exception of sub-items 7,10,11,12,17,and 21)and 3 were identified as
items not requiring separate discussion.
Moved by Councillor Pirri
Seconded by Councillor Humfryes
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:
1.General Committee Meeting Report of May 3,2016
THAT the General Committee meeting report of May 3,2016,be received and the
following recommendations carried by the Committee be approved:
(18)Finance Advisory Committee Meeting Minutes of April 19,2016
THAT the Finance Advisory Committee meeting minutes of April 19,2016,be
received for information.
CARRIED
EXTRACT FROM
COUNCIL MEETING OF
TUESDAY,MAY 10,2016
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7.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 1 (with the exception of sub-items 3,10,and 17),and 2 were identified as items not
requiring separate discussion.
Moved by Councillor Thompson
Seconded by Councillor Gaertner
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:
1.General Committee Meeting Report of June 21,2016
THAT the General Committee meeting report of June 21,2016,be received and the
following recommendations carried by the Committee be approved:
(14)Finance Advisory Committee Meeting Minutes of May 24,2016
THAT the Finance Advisory Committee meeting minutes of May 24,2016,be
received for information.
CARRIED
EXTRACT FROM
COUNCIL MEETING OF
TUESDAY,JUNE 28,2016
Finance Advisory Committee Meeting Agenda
Tuesday,July 12,2016 Item 4 Page -1
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TOWN OF AURORA
ADDITIONAL ITEMS
FOR FINANCE ADVISORY
COMMITTEE MEETING
Tuesday,July 12,2016
5:30 p.m.
Leksand Room
Additional Information to Item 1 –Departmental Budget Review (Continued)–
Parks and Recreation Services (PRS);Presentation by Director of Parks &
Recreation Services
Re:2.Subsidy Program –Draft Aurora Assist Policy for Parks and
Recreation Financial Assistance
Additional Items for Finance Advisory Committee Meeting
Tuesday,July 12,2016 Additional Information to Item 1 Page -1
Additional Items for Finance Advisory Committee Meeting
Tuesday,July 12,2016 Additional Information to Item 1 Page -2
Additional Items for Finance Advisory Committee Meeting
Tuesday,July 12,2016 Additional Information to Item 1 Page -3
Additional Items for Finance Advisory Committee Meeting
Tuesday,July 12,2016 Additional Information to Item 1 Page -4
Additional Items for Finance Advisory Committee Meeting
Tuesday,July 12,2016 Additional Information to Item 1 Page -5
Additional Items for Finance Advisory Committee Meeting
Tuesday,July 12,2016 Additional Information to Item 1 Page -6