MINUTES - Finance Advisory Committee - 20190327
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date: Wednesday, March 27, 2019
Time and Location: 5:30 p.m., Holland Room, Aurora Town Hall
Committee Members: Councillor Michael Thompson (Chair), Councillor John Gallo,
and Mayor Tom Mrakas
Member(s) Absent: None
Other Attendees: Councillor Rachel Gilliland, Doug Nadorozny, Chief
Administrative Officer, Jason Gaertner, Acting Director of
Financial Services/Treasurer, Tracy Evans, Financial
Analyst, Budget, and Ishita Soneji, Council/Committee
Coordinator
The Chair called the meeting to order at 5:37 p.m.
1. Approval of the Agenda
Moved by Mayor Mrakas
Seconded by Councillor Gallo
That the agenda as circulated by Legislative Services be approved.
Carried
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
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Wednesday, March 27, 2019 Page 2 of 5
3. Receipt of the Minutes
Finance Advisory Committee Meeting Minutes of January 30, 2019
Moved by Councillor Gallo
Seconded by Mayor Mrakas
That the Finance Advisory Committee meeting minutes of January 30, 2019, be
received for information.
Carried
4. Delegations
None
5. Consideration of Items
1. Memorandum from Acting Director of Financial Services
Re: Summary of Finance Advisory Committee’s 2015 to 2018
Accomplishments
The committee and staff briefly discussed about the Committee’s 2015 to 2018
accomplishments.
Moved by Mayor Mrakas
Seconded by Councillor Gallo
1. That the memorandum regarding Summary of Finance Advisory
Committee’s 2015 to 2018 Accomplishments be received for information.
Carried
2. Memorandum from Acting Director of Financial Services
Re: Town’s Major Capital Projects Update
Staff provided an overview of the current major capital projects and explained
the update summary chart and the status of the ongoing capital projects.
The Committee referred to the summary chart and inquired about the
methodology behind the reporting structure, and staff provided a response
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Wednesday, March 27, 2019 Page 3 of 5
noting that the project management office is developing a standardized
reporting structure as per the project management guidelines and key pillars
such as budget, scope, schedule, and complexity of the particular project. The
Committee suggested that explanations on the identified risks, means of
tracking change orders and identified financial thresholds should be included as
part of the reporting.
Moved by Councillor Gallo
Seconded by Mayor Mrakas
1. That the memorandum regarding Town’s Major Capital Projects Update be
received for information.
Carried
3. Round Table Discussion
Re: Council Budget Principles
The Committee and staff discussed about various approaches to mitigate
inflation as per the current budget policy and staff noted that a multi-year budget
framework would be incorporated as part of the policy in the future. It was
mentioned that details on the approaches of other municipalities would be
brought forward for discussion at a future Committee meeting.
Moved by Mayor Mrakas
Seconded by Councillor Gallo
1. That the comments and suggestions regarding the Council Budget
Principles be received and referred to staff for consideration and action as
appropriate.
Carried
4. Memorandum from Acting Director of Financial Services
Re: Order for Detailed Departmental Budget Reviews
The Committee discussed about the preferred order of the departmental budget
reviews and suggested changes to the staff recommended order.
Moved by Councillor Gallo
Seconded by Mayor Mrakas
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Wednesday, March 27, 2019 Page 4 of 5
1. That the memorandum regarding Order for Detailed Departmental Budget
Reviews be received; and
2. That the detailed departmental budget reviews be carried out in the
following order:
• Aurora Public Library
• Aurora Historical Society
• Community Services
• Corporate Services
• Planning & Development Services
• Aurora Cultural Centre
• Financial Services
• Operational Services
• Council Administration & the Office of the CAO.
Carried
5. Round Table Discussion
Re: 2019 Budget Process Review – What Worked, Areas of Improvement
Staff provided an overview on areas of improvement identified by staff that
include improving threshold on level of detail required for capital project
business cases, improving the budget binder by reformatting the sections and
order of materials provided, and improving the accuracy and technicality of
information provided.
The Committee suggested that departments should provide update on
achievements of key deliverables from the previous year and noted that
thorough review of information is necessary.
Moved by Mayor Mrakas
Seconded by Councillor Gallo
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Wednesday, March 27, 2019 Page 5 of 5
1. That the comments and suggestions regarding 2019 Budget Process
Review be received and referred to staff for consideration and action as
appropriate.
Carried
6. New Business
None
7. Adjournment
Moved by Councillor Gallo
Seconded by Mayor Mrakas
That the meeting be adjourned at 6:50 p.m.
Carried