MINUTES - Finance Advisory Committee - 20190430
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date: Tuesday, April 30, 2019
Time and Location: 5:45 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, Karen Oreto, Financial
Analyst, Tracy Evans, Financial Analyst, Budget, and Ishita
Soneji, Council/Committee Coordinator
The Chair called the meeting to order at 5:47 p.m.
1. Approval of the Agenda
Moved by Councillor Gallo
Seconded by Mayor Mrakas
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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Tuesday, April 30, 2019 Page 2 of 5
3. Receipt of the Minutes
Finance Advisory Committee Meeting Minutes of March 27, 2019
Moved by Mayor Mrakas
Seconded by Councillor Gallo
That the Finance Advisory Committee meeting minutes of March 27, 2019, be
received for information.
Carried
4. Delegations
None
5. Consideration of Items
1. Memorandum from Project Management Office
Re: Town’s Major Capital Project Update
Staff provided a status update on the major capital projects and noted the next
steps. The Committee and staff discussed means of improving the standardized
major project reporting structure. It was suggested that the reporting structure
could include an overview of each project including the original scope, overall
budget and expenditures of the project, and specific components could be
explained further as necessary.
Moved by Councillor Gallo
Seconded by Mayor Mrakas
1. That the memorandum regarding Town’s Major Capital Project Update be
received for information.
Carried
2. Memorandum from Acting Director of Financial Services
Re: A Comparison of Select Municipal Multi-Year Budget Frameworks
Staff provided an overview of the comparison study of various municipalities
with multi-year budget frameworks and noted that the City of Waterloo’s multi-
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Tuesday, April 30, 2019 Page 3 of 5
year budget framework would be the best example upon which to build the
Town’s framework.
The Committee inquired about the implementation and approval process should
City of Waterloo’s budget framework be considered. Staff noted that it would
include two formal budget processes where Council would approve the budget
for the first year of its term and receive an overview of the next three years and
subsequently approve the remaining three-year budget in the second year of its
term, with the condition that each future year budget is reconfirmed prior to
each year commencing. It was suggested that further information on Waterloo’s
budget framework including its future year budget reconfirmation report, and
York Region’s budget reconfirming structure be provided to the Committee.
The Committee further inquired about the next steps, and staff noted that the
proposed multi-year budget framework would be incorporated in the Council’s
budget principles and guidelines including details on requirements to mitigate
inflation and be brought to the Committee for discussion prior to Council
approval.
Moved by Mayor Mrakas
Seconded by Councillor Gallo
1. That the memorandum regarding A Comparison of Select Municipal Multi-
Year Budget Frameworks be received; and
2. That the Finance Advisory Committee suggests that the City of Waterloo
budget framework be considered; and
3. That the multi-year budget framework be incorporated in the Council budget
principles and be brought to the Finance Advisory Committee meeting of
May 22, 2019 for discussion.
Carried
3. Round Table Discussion
Re: Draft 2020 Budget Milestones Review
Staff provided a brief overview of the 2020 budget milestones and sought the
Committee’s input on the public stakeholder consultation meeting budget
milestone. The Committee and staff discussed about means to improve public
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Tuesday, April 30, 2019 Page 4 of 5
engagement throughout the budget process. It was suggested that various
feedback means be considered focusing on key priorities of the budget as
identified by Council and that public consultation could be incorporated as part
of another budget meeting.
Moved by Councillor Gallo
Seconded by Mayor Mrakas
1. That the comments and suggestions regarding the Draft 2020 Budget
Milestones Review be received and referred to staff for consideration and
action as appropriate.
Carried
4. Review of Finance Advisory Committee Updated Draft 2019 Work Plan
Staff provided a brief overview of the updated work plan, and the Committee
noted that the review of the recreation fee structure be included into the work
plan.
Moved by Mayor Mrakas
Seconded by Councillor Gallo
1. That That the Finance Advisory Committee Updated Draft 2019 Work Plan
be received for information.
Carried
5. Distribution and Introduction of Detailed Financial Budget Information
Re: Aurora Public Library
Staff noted that Bruce Gorman, CEO, Aurora Public Library would be present at
the next meeting to review the detailed budget information for Aurora Public
Library. The Committee sought additional information, including the most recent
unaudited financial statements for the library, clarifications on the 2017 and
2018 surpluses identified, and an overview of the impacts of the recently
announced Provincial funding cuts to the library.
Moved by Councillor Gallo
Seconded by Mayor Mrakas
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Tuesday, April 30, 2019 Page 5 of 5
1. That the detailed financial budget information for Aurora Public Library be
received and deferred for discussion and detailed review at the May 22,
2019 meeting of the Finance Advisory Committee.
Carried
6. New Business
None
7. Adjournment
Moved by Mayor Mrakas
Seconded by Councillor Gallo
That the meeting be adjourned at 7:15 p.m.
Carried