AGENDA-Finance Advisory Committee-20210209Town of Aurora
Finance Advisory Committee
Meeting Agenda
Date:Tuesday, February 9, 2021
Time:5:45 p.m.
Location:Video Conference
Pages
1.Procedural Notes
This meeting will be held electronically as per Section 19. i) of the Town's
Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation.
2.Approval of the Agenda
3.Declarations of Pecuniary Interest and General Nature Thereof
4.Receipt of the Minutes
4.1.Finance Advisory Committee Meeting Minutes of January 19, 2021 1
That the Finance Advisory Committee meeting minutes of January 19,
2021, be received for information.
5.Delegations
Note: At this time, the Municipal Offices are closed. This meeting will be live
streamed at https://www.youtube.com/user/Townofaurora2012/videos.
Anyone wishing to provide comment on an agenda item is encouraged to visit
www.aurora.ca/participation for guidelines on electronic delegation.
6.Matters for Consideration
6.1.Memorandum from Manager, Financial Management; Re: Corporate
Revenues & Expenses Budget Line by Line Review
5
That the memorandum regarding the Corporate Revenues and
Expenses Budget Line by Line Review be received; and
1.
That the comments and suggestions of the review of the
detailed financial information for the Corporate Revenue and
Expenses Budget be received and referred to staff for
consideration and action as appropriate.
2.
6.2.Memorandum from Administrative Assistant to Director, Finance; Re:
Internal Audit Status Update
12
That the memorandum regarding Internal Audit Status Update be
received for information.
1.
7.New Business
8.Adjournment
1
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Tuesday, January 19, 2021
5:45 p.m.
Video Conference
Committee Members: Councillor Harold Kim (Chair)
Mayor Tom Mrakas
Councillor Michael Thompson
Other Attendees: Councillor Wendy Gaertner
Councillor John Gallo
Doug Nadorozny, Chief Administrative Officer
Rachel Wainwright-van Kessel, Director of Finance
Jason Gaertner, Manager, Financial Management
Tracy Evans, Advisor, Financial Management
Lianne Jalali, Project Management Office
Linda Bottos, Council/Committee Coordinator
_____________________________________________________________________
1. Procedural Notes
This meeting was held electronically as per Section 19. i) of the Town's
Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation.
The Council/Committee Coordinator called the meeting to order at 5:51 p.m.
Councillor Kim assumed the chair at 5:53 p.m.
2. Appointment of Committee Chair
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That Councillor Harold Kim be appointed as Chair for year 2021 of the Finance
Advisory Committee (2018-2022 term).
Carried
Page 1 of 13
2
3. Approval of the Agenda
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That the agenda as circulated by Legislative Services be approved.
Carried
4. 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.
5. Receipt of the Minutes
5.1 Finance Advisory Committee Meeting Minutes of December 8, 2020
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That the Finance Advisory Committee meeting minutes of December 8,
2020, be received for information.
Carried
6. Delegations
None.
7. Matters for Consideration
7.1 Memorandum from Manager, Financial Management; Re: Council
Administration and Office of the CAO Budget Materials
The Committee reviewed the budget materials and inquired about several
line items and variances. Staff provided clarification on items including
subscriptions/publications, cost recovery, consulting, the external
sponsorship program, mobile plan charges, full-time salaries (Office of the
CAO budget), and memberships and internal grants (Council
Administration budget). The Committee requested that a summary page,
providing context within the Corporation and similar to that supplied in the
Town's budget review binder, be included with the departmental budget
materials for future departmental line-by-line analysis by the Committee.
Page 2 of 13
3
Moved by Mayor Mrakas
Seconded by Councillor Thompson
1. That the memorandum regarding Council Administration and Office of
the CAO Budget Materials be received; and
2. That the comments and suggestions of the review of the detailed
financial information for Council Administration and the Office of the
CAO Budget Materials be received and referred to staff for
consideration and action as appropriate.
Carried
7.2 Memorandum from Project Management Office; Re: Town’s Major Capital
Projects Update
Staff provided a brief overview of the major capital projects update. The
Committee inquired about the determination of project start dates and
suggested that more context be supplied around any reference to project
delays. Staff provided clarification and agreed to deliver greater
consistency and context in future updates.
Moved by Councillor Thompson
Seconded by Mayor Mrakas
1. That the memorandum regarding Town’s Major Capital Projects
Update be received for information.
Carried
7.3 Memorandum from Manager, Financial Management; Re: 2021 Draft Work
Plan for the Finance Advisory Committee
Staff provided a brief overview of the draft 2021 Work Plan for the Finance
Advisory Committee noting key areas for review. The Committee inquired
about the possibility of including regular updates on the IT Strategic Plan
as part of the Town's Major Capital Projects Update, and staff agreed to
include the additional information in future. The Committee inquired about
the planned Fiscal Strategy for the Town, and staff provided comment
regarding the four fiscal strategy pillars of capital planning, reserve
management, debt management, and revenue management. The
Committee further inquired about the status of the One Investment
Program, and staff provided a response noting that the Program is
Page 3 of 13
4
currently on hold and will be further considered as one of the strategic
actions under the Town's new fiscal strategy revenue management pillar.
Moved by Mayor Mrakas
Seconded by Councillor Thompson
1. That the memorandum regarding 2021 Draft Work Plan for the Finance
Advisory Committee be received; and
2. That the 2021 Draft Work Plan for the Finance Advisory Committee be
approved.
Carried
7.4 Memorandum from Manager, Financial Management; Re: Corporate
Revenues and Expenses Budget Materials
Moved by Mayor Mrakas
Seconded by Councillor Thompson
1. That the memorandum regarding Corporate Revenues and Expenses
Budget Materials be received; and
2. That the detailed financial information for the Corporate Revenues and
Expenses be received and deferred for discussion and detailed review
at the next meeting of the Finance Advisory Committee.
Carried
8. New Business
None.
9. Adjournment
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That the meeting be adjourned at 6:34 p.m.
Carried
Page 4 of 13
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Finance
_______________________________________________________________________________________
Re: Corporate Revenues & Expenses Budget Line by Line Review
To: Finance Advisory Committee
From: Jason Gaertner, Manager, Financial Management
Date: January 19, 2021
_______________________________________________________________________________________
Recommendation
1. That the memorandum regarding the Corporate Revenues & Expenses Budget
Materials be received; and
2. That the comments and suggestions of the review of the detailed financial
information for the Corporate Revenue & Expenses Materials be received and referred
to staff for consideration and action as appropriate.
Background
As per its budget process document, the Finance Advisory Committee is required to
undertake a detailed review of each department and community service partner’s core
operating budgets prior to the conclusion of the Council term. These detailed reviews
allow for a more strategic review of the Town’s draft operating budgets by the Budget
Committee. During the course of these detailed reviews any arising budget concern
areas can be explored and addressed as part of a future town budget process.
Attachments
1) Corporate Revenues & Expenses Detailed Budget Materials
Page 5 of 13
2017 2018 20192020 20202020 Fcst vs 2020 Fcst vsFull Year Full Year Full YearApproved Forecast2019 Actual 2019 Actual Variance ExplanationActuals Actuals ActualsBudget to Year‐endIncrease / (Decrease) Increase / (Decrease)REVENUE: 3‐1201 OTHER‐ (100,227) (532,809)‐ (12,430)(520,379) (4,186.5%)Higher 2019 revenues attributed to one time revenues of $438,500 resulting from an HST audit and the receipt of $72,000 Cannabis grant funding in support of the Town's implementation of Cannabis legislation.3‐1332 LEASES(7,250) (3,000) (13,500)(1,000) (5,700)(7,800) (136.8%) 3‐1400 PENALTIES ON TAXES(970,839) (1,188,360) (1,444,127)(1,395,274) (1,086,174) (357,953) (33.0%)Reduction in forecasted 2020 tax penalty revenues as result of COVID‐19 relief measures.3‐1401 INVESTMENT INCOME(1,550,035) (1,600,000) (1,600,000)(1,600,000) (1,450,000) (150,000) (10.3%)Reduction in forecasted 2020 investement income as a result of reduced cash holdings as a result of COVID‐19.3‐1402 INTEREST FROM HYDRO PROCEEDS(100,000) ‐ ‐‐‐‐‐ 3‐1800 FEDERAL GRANTS‐ ‐ (1,002)‐‐(1,002) ‐ 3‐1801 PROVINCIAL GRANTS(481,917) (2,030,106) (1,171,712)(1,261,500) (2,674,783) 1,503,071 56.2%2020 forecasted revenue increase is mostly attributable to the Town's receipt of the Safe Restart grant funding.3‐1803 OTHER GRANTS(1,646,176) (1,694,566) (3,408,119)(1,694,600) (1,694,600) (1,713,519) (101.1%)Higher 2019 revenues are the result of a one‐time double payment of the Town's Gas Tax grant allocation.3‐1901 CONTRIBUTION FROM DISCRETIONARY RESERV(58,480) (343,352) (222,100)‐‐(222,100) ‐ 3‐1929 TAX RATE STABILIZATION CONTRIBUTION(84,277) (569,900) (131,900)‐‐(131,900) ‐ 3‐1932 WORKERS COMPENSATION CONTRIBUTION(106,280) (105,731) (115,129)(105,000) (127,000)11,871 9.3% 3‐1963 PARKS DEV & FAC DC CONT'N‐ ‐ (260,700)(260,700) (260,700)‐‐ 3‐1964 INDOOR REC DC CONT'N(320,543) (320,543) (320,500)(320,500) (320,500)‐‐ 3‐1965 LIBRARY DC CONT'N(289,500) (289,500) (289,500)(289,500) (289,500)‐‐ 3‐1967 ROADS & RELATED DC CONT'N‐ ‐ (375,300)(375,300) (375,300)‐‐ Total Revenue (5,615,297) (8,245,285) (9,886,398) (7,303,374) (8,296,687) (1,589,711) (19.2%) EXPENSE: 4‐2000 SALARIES ‐ F/T58,480 1,895 229,035197,381 202,050(26,985) (13.4%)Higher 2019 expenditures attributable to larger than usual accounting PSAB journal entry relating to Employee Benefit Liabilities estimate. 4‐2005 LIEU TIME‐‐‐‐‐‐‐ 4‐2105 BENEFITS ‐ DENTAL13,708 12,001 34,90117,763 23,117(11,784) (51.0%) 4‐2106 BENEFITS ‐ HEALTH23,492 20,003 49,01030,365 38,921(10,089) (25.9%) 4‐2200 WAGE RECOVERY23,190 ‐ ‐‐‐‐‐ TOTAL SALARIES & BENEFITS 118,870 33,899 312,946 245,509 264,088 (48,858) (18.5%) 4‐4028 COST REALLOCATIONS(453,800) (1,629,700) (1,815,200)(2,050,312) (2,050,312)(235,112) (11.5%)Cost reallocations relate to the Town's cost recovery of its internal support services' costs from the water, wastewater, storm water and Building Services alternatively funded operations. The forecasted 2020 increase in recoveries reflects the updated required cost recovery based upon these operations' estimated use of these services and these services planned budget increases.+/‐ $20,000 AND +/‐ 10% ChangeCorporate Revenues & ExpensesPage 6 of 13
2017 2018 20192020 20202020 Fcst vs 2020 Fcst vsFull Year Full Year Full YearApproved Forecast2019 Actual 2019 Actual Variance ExplanationActuals Actuals ActualsBudget to Year‐endIncrease / (Decrease) Increase / (Decrease)+/‐ $20,000 AND +/‐ 10% ChangeCorporate Revenues & Expenses4‐5048 AUDIT FEES63,512 77,110 (16,196)40,900 63,10079,296 125.7%The negative audit costs in 2019 is the result of the reversal of an accrual relating to a one‐time engagement of a consultant to undertake a reconcilliation of the Town's linear capital assets.This accrual is offset by an expense falling under the Department of Finance. If the acrual is removed, the actual audit cost was $25,800 in 2019.4‐5059 CONTRACTS‐ 14,035 ‐‐‐‐‐ 4‐5068 OPERATING CONTINGENCIES3,840 31,436 8,10110,000 20,20012,099 59.9% 4‐5903 WSIB CLAIMS COSTS106,280 105,731 115,129105,000 127,00011,871 9.3% 4‐6000 CAPITAL LOAN REPAYMENT318,144 636,026 728,9191,209,500 753,56724,648 3.3% 4‐6001 BANK CHARGES‐ ‐ 222,659‐ 202,933(19,726) (9.7%) 4‐8002 CONTRIBUTIONS TO CAPITAL4,837,800 5,053,400 5,263,9005,700,200 5,700,200436,300 7.7% 4‐8003 CONTRIBUTIONS TO DISCRETIONARY RESERVES625,443 2,790,797 2,882,443519,442 2,249,106(633,337) (28.2%)The forecasted 2020 allocation is mostly attributable to the transfer of the Safe Restart grant funding to the Rate Stabilization Reserve to be accessed in 2021.4‐8004 CONTRIBUTIONS TO OBLIGATORY RESERVES2,128,093 2,480,176 3,408,1192,795,700 2,795,700(612,419) (21.9%)The higher 2019 contributions are mostly attributable to contribution of the one‐time double payment of the Town's Gas Tax grant allocation to its reserve.TOTAL OTHER EXPENSES 7,629,312 9,559,011 10,797,874 8,330,430 9,861,494 (936,380) (9.5%) TOTAL EXPENSES 7,748,182 9,592,910 11,110,820 8,575,939 10,125,582 (985,238) (9.7%) NET BUDGET 2,132,885 1,347,625 1,224,422 1,272,565 1,828,895 604,473 33.1% Page 7 of 13
2017 2018 20192020 20202020 Fcst vs 2020 Fcst vsFull Year Full Year Full YearApproved Forecast2019 Actual 2019 Actual Variance ExplanationActuals Actuals ActualsBudget to Year‐endIncrease / (Decrease) Increase / (Decrease)REVENUE: 3‐1411 RESIDENTIAL TAX CLASS(35,564,546) (37,819,888) (40,610,248)(50,104,475) (43,204,457)2,594,209 6.0% 3‐1412 MULTI‐RESIDENTIAL TAX CLASS(396,468) (390,072) (390,635)‐ (403,464)12,829 3.2% 3‐1413 COMMERCIAL TAX CLASS(2,479,776) (2,468,460) (2,497,966)‐ (2,595,516)97,550 3.8% 3‐1414 COMMERCIAL EXCESS LAND TAX CLASS(30,367) (27,587) (28,291)‐ (30,726)2,435 7.9% 3‐1415 COMMERCIAL VACANT LAND TAX CLASS(130,124) (95,238) (82,681)‐ (80,425)(2,256) (2.8%) 3‐1416 SHOPPING CENTRE TAX CLASS(417,406) (515,931) (576,733)‐ (617,030)40,297 6.5% 3‐1417 SHOPPING CENTRE EXCESS LAND TAX CLASS(745) (763) (1,045)‐ (1,161)116 10.0% 3‐1419 INDUSTRIAL TAX CLASS(432,352) (442,537) (443,539)‐ (457,029)13,490 3.0% 3‐1420 INDUSTRIAL EXCESS LAND TAX CLASS(19,278) (18,513) (18,822)‐ (19,205)383 2.0% 3‐1421 INDUSTRIAL VACANT LAND TAX CLASS(207,815) (238,830) (243,785)‐ (283,810)40,025 14.1%The 2020 assessment value for this class has increased. For example, in the middle of 2019 its assessment value increased by approximately $5.1M.3‐1423 INDUSTRIAL (SHARED LIKE PIL) TAX CLASS(5,786) (5,974) (6,171)‐ (6,393)222 3.5% 3‐1424 LARGE INDUSTRIAL TAX CLASS(279,709) (285,726) (292,866)‐ (300,427)7,561 2.5% 3‐1427 PIPELINE TAX CLASS(39,716) (40,881) (40,889)‐ (40,808)(81) (0.2%) 3‐1428 FARM TAX CLASS(10,893) (11,404) (11,440)‐ (11,984)544 4.5% 3‐1429 MANAGED FORESTS TAX CLASS(730) (726) (726)‐ (707)(19) (2.7%) 3‐1430 RAIL WAY RIGHT OF WAYS TAX CLASS(15,748) (15,811) (15,892)‐ (15,808)(84) (0.5%) 3‐1431 UTILITY TRANSMISSIONS/DISTRIBUTION TAX C(86,863) (86,950) (87,362)‐ (86,599)(763) (0.9%) 3‐1435 OFFICE BUILDINGS TAX CLASS(216,953) (217,920) (219,694)‐ (223,203)3,509 1.6% 3‐1436 OFFICE BUILDINGS EXCESS LAND TAX CLASS(12,619) (13,972) (15,359)‐ (16,883)1,524 9.0% 3‐1437 INDUSTRIAL (NEW CONSTRUCTION) TAX CLASS(45,206) (45,790) (70,870)‐ (73,122)2,252 3.1% 3‐1438 INDUSTRIAL (NEW CON) EXCESS LAND TX CLS(739) (751) (765)‐ (781)16 2.0% 3‐1443 COMMERCIAL (NEW CON) TAX CLASS(629,893) (705,778) (818,753)‐ (860,805)42,052 4.9% 3‐1444 COMMERCIAL (NEW CON) EXCESS LAND TX CLS(15,533) (7,122) (17,781)‐ (8,997)(8,784) (97.6%) 3‐1446 OFFICE BLDG (NEW CON) TAX CLASS(6,314) (6,326) (6,362)‐ (6,455)93 1.4% 3‐1448 SHOPPING CTRE (NEW CON) TAX CLASS(637,683) (694,993) (724,232)‐ (731,965)7,733 1.1% 3‐1449 SHOPPING CTRE (NEW CON) EXCESS LND TX CL(3,102) (1,871) (1,611)‐ (3,116)1,505 48.3% 3‐1453 PARKING LOTS TAX CLASS(1,717) (4,445) (4,718)‐ (4,928)210 4.3% 3‐1454 COMMERCIAL C1 TAX CLASS‐ (10,880) (11,316)‐ (18,671)7,355 39.4% 3‐1455 BIA TAX LEVY‐ ‐ (40,412)(41,200) (41,200)788 1.9% Total Revenue (41,688,081) (44,175,139) (47,280,964) (50,145,675) (50,145,675) 2,864,711 5.7% EXPENSE: TOTAL SALARIES & BENEFITS ‐‐‐‐‐ ‐ ‐ 4‐9000 RESIDENTIAL TAX CLASS136,257 41,286 52,402280,000 254,183201,781 79.4% 4‐9002 COMMERCIAL TAX CLASS18,902 35,832 14,308‐‐(14,308) ‐ 4‐9003 COMMERCIAL EXCESS LAND TAX CLASS706 4,022 ‐‐‐‐‐ +/‐ $20,000 AND +/‐ 10% ChangeRegular Tax RevenuesPage 8 of 13
2017 2018 20192020 20202020 Fcst vs 2020 Fcst vsFull Year Full Year Full YearApproved Forecast2019 Actual 2019 Actual Variance ExplanationActuals Actuals ActualsBudget to Year‐endIncrease / (Decrease) Increase / (Decrease)+/‐ $20,000 AND +/‐ 10% ChangeRegular Tax Revenues4‐9004 COMMERCIAL VACANT LAND TAX CLASS174 34,645 44,826‐‐(44,826) ‐ 4‐9005 SHOPPING CENTRE TAX CLASS31,455 ‐ ‐‐‐‐‐ 4‐9006 SHOPPING CENTRE EXCESS LAND TAX CLASS7,504 ‐ ‐‐‐‐‐ 4‐9008 INDUSTRIAL TAX CLASS775 5,100 ‐‐‐‐‐ 4‐9009 INDUSTRIAL EXCESS LAND TAX CLASS‐ 850 ‐‐‐‐‐ 4‐9010 INDUSTRIAL VACANT LAND TAX CLASS(841) ‐ ‐‐‐‐‐ 4‐9013 LARGE INDUSTRIAL TAX CLASS49,859 16,681 ‐‐‐‐‐ 4‐9017 FARM TAX CLASS3‐ ‐‐‐‐‐ 4‐9021 VACANCY TAX REBATES‐COMMERCIAL1,776 73,602 ‐‐‐‐‐ 4‐9022 VACANCY REBATES‐INDUSTRIAL‐ (550) ‐‐‐‐‐ 4‐9023 CHARITY REBATES21,634 25,952 25,118‐ 25,817699 2.7% 4‐9035 COMMERCIAL (NEW CONSTRUCTION) TAX CLAS1,590 64,377 ‐‐‐‐‐ 4‐9036 COMM (NEW CON) EXCESS LAND TAX CLASS‐ (9,422) 3‐‐(3) ‐ 4‐9040 SHOP CTRE (NEW CON) TAX CLASS‐ 94,770 ‐‐‐‐‐ 4‐9041 SHOP CTRE (NEW CON) EXCESS LAND TAX‐ 300 20‐‐(20) ‐ 4‐9045 COMMERCIAL C1 TAX CLASS‐ (10,474) (21,064)‐‐21,064 ‐ TOTAL OTHER EXPENSES 269,794 376,971 115,613 280,000 280,000 164,387 58.7% TOTAL EXPENSES 269,794 376,971 115,613 280,000 280,000 164,387 58.7% NET BUDGET (41,418,287) (43,798,168) (47,165,351) (49,865,675) (49,865,675) (2,700,324) (5.4%) Page 9 of 13
2017 2018 20192020 20202020 Fcst vs 2020 Fcst vsFull Year Full Year Full YearApproved Forecast2019 Actual 2019 Actual Variance ExplanationActuals Actuals ActualsBudget to Year‐endIncrease / (Decrease) Increase / (Decrease)REVENUE: 3‐1411 RESIDENTIAL TAX CLASS(1,217) (1,299) (1,381)(348,000) (1,466)85 5.8% 3‐1413 COMMERCIAL TAX CLASS(258,352) (263,286) (311,992)‐ (317,763)5,771 1.8% 3‐1414 COMMERCIAL EXCESS LAND TAX CLASS(12,875) (13,044) (13,260)‐ (13,594)334 2.5% 3‐1421 INDUSTRIAL VACANT LAND TAX CLASS(355) (362) (369)‐ (4,637)4,268 92.0% 3‐1430 RAIL WAY RIGHT OF WAYS TAX CLASS(13,737) (13,951) (14,225)‐ (13,940)(285) (2.0%) Total Revenue (286,536) (291,942) (341,227) (348,000) (351,400) 10,1732.9% EXPENSE: TOTAL SALARIES & BENEFITS ‐‐‐‐‐ ‐ ‐ 4‐9002 COMMERCIAL TAX CLASS762 ‐ ‐‐‐‐‐ TOTAL OTHER EXPENSES 762‐‐‐‐ ‐ ‐ TOTAL EXPENSES 762‐‐‐‐ ‐ ‐ NET BUDGET (285,774) (291,942) (341,227) (348,000) (351,400) (10,173)(2.9%) +/‐ $20,000 AND +/‐ 10% ChangePayment in Lieu Tax RevenuesPage 10 of 13
2017 2018 20192020 20202020 Fcst vs 2020 Fcst vsFull Year Full Year Full YearApproved Forecast2019 Actual 2019 Actual Variance ExplanationActuals Actuals ActualsBudget to Year‐endIncrease / (Decrease) Increase / (Decrease)REVENUE: 3‐1411 RESIDENTIAL TAX CLASS(1,098,219) (2,181,277) (1,344,044)(675,000) (884,431)(459,613) (52.0%)Due to the nature of supplemental tax revenues, they are difficult for the Town to predict. As per Town best practice, it continues to reduce its reliance upon these non‐sustainable revenues.3‐1412 MULTI‐RESIDENTIAL TAX CLASS5,451 9,024 (1,326)‐‐(1,326) ‐ 3‐1413 COMMERCIAL TAX CLASS(14,051) (55,011) (14,785)‐ (208)(14,577) (7,008.2%) 3‐1414 COMMERCIAL EXCESS LAND TAX CLASS1,915 ‐ ‐‐‐‐#DIV/0! 3‐1415 COMMERCIAL VACANT LAND TAX CLASS5,698 4,455 ‐‐ (227,792)227,792 100.0%Due to the nature of supplemental tax revenues, they are difficult for the Town to predict. As per Town best practice, it continues to reduce its reliance upon these non‐sustainable revenues.3‐1416 SHOPPING CENTRE TAX CLASS(8,465) ‐ ‐‐‐‐‐ 3‐1419 INDUSTRIAL TAX CLASS‐ ‐ (627)‐‐(627) ‐ 3‐1420 INDUSTRIAL EXCESS LAND TAX CLASS2,048 ‐ ‐‐‐‐‐ 3‐1421 INDUSTRIAL VACANT LAND TAX CLASS(6,689) 19,046 (20,200)‐ 1,517(21,717) (1,431.6%)Due to the nature of supplemental tax revenues, they are difficult for the Town to predict. As per Town best practice, it continues to reduce its reliance upon these non‐sustainable revenues.3‐1427 PIPELINE TAX CLASS(3,046) (1,054) (622)‐ (425)(197) (46.4%) 3‐1428 FARM TAX CLASS‐ 493 ‐‐ (50)50 100.0% 3‐1437 INDUSTRIAL (NEW CONSTRUCTION) TAX CLASS‐ (23,117) ‐‐‐‐‐ 3‐1443 COMMERCIAL (NEW CON) TAX CLASS(58,322) (77,160) (21,391)‐ (8,111)(13,280) (163.7%) 3‐1444 COMMERCIAL (NEW CON) EXCESS LAND TX CLS7,151 (4,298) 8,462‐‐8,462 ‐ 3‐1448 SHOPPING CTRE (NEW CON) TAX CLASS(40,252) (4,698) (35,932)‐‐(35,932) ‐ 3‐1449 SHOPPING CTRE (NEW CON) EXCESS LND TX CL1,506 356 (1,828)‐‐(1,828) ‐ 3‐1453 PARKING LOTS TAX CLASS(1,388) ‐ ‐‐‐‐‐ Total Revenue (1,206,663) (2,313,241) (1,432,293) (675,000) (1,119,500) (312,793) (27.9%)Final SUPP growth is expected to be closer to its budgeted value of $675,000. EXPENSE: TOTAL SALARIES & BENEFITS ‐‐‐‐‐ ‐ ‐ 4‐8003 CONTRIBUTIONS TO DISCRETIONARY RESERVES648,063 1,963,241 1,082,293400,000 844,500 (237,793) (28.2%) TOTAL OTHER EXPENSES 648,063 1,963,241 1,082,293 400,000 844,500 (237,793) (28.2%) TOTAL EXPENSES 648,063 1,963,241 1,082,293 400,000 844,500 (237,793) (28.2%) NET BUDGET (558,600) (350,000) (350,000) (275,000) (275,000) 75,000 27.3% +/‐ $20,000 AND +/‐ 10% ChangeSupplemental Tax RevenuesPage 11 of 13
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Finance
_______________________________________________________________________________________
Re: Internal Audit Status Update
To: Finance Advisory Committee
From: Nadia Maharaj, Administrative Assistant to Director, Finance
Date: February 9, 2021
_______________________________________________________________________________________
Recommendations
1. That the memorandum regarding Internal Audit Status Update be received for
information.
Background
This memo provides and update on the Water Billing Audit performed in 2019 and the
Development Charges Audit and Procurement Audit performed in 2020.
Water Billing Audit Report
A review was conducted to assess completeness of water billings and effectiveness of
processes and procedures related to water billing. Key findings of the audit report
included improvement of process and procedures documentation, reconciliating water
billing records to ensure all properties hooked up to the water supply are being billed
and implementing a process to detect limited water billings which could be a result of
broken meters.
Staff will be using these recommendations as part of a longer-term solution which will
leverage systems such as the new financial system and the WAMCO water reading
software.
Development Charges Audit Report
The internal audit reviewed the processes around calculations and collection of
development charges (DCs) and the use of DCs in funding capital projects. The focus of
the review was to determine whether controls and processes were in place to minimize
Page 12 of 13
Internal Audit Status Update
February 9, 2021 Page 2 of 2
risks to the Town and ensure DCs were being charged and applied to capital projects in
alignment with the DC bylaw and the Development Charge Act.
The audit found the Town’s processes and procedures around calculating and
collecting DCs were generally effective. The process for allocating DC funding to capital
projects was adequate. The areas for improvement included documenting formal
procedures to clarify responsibilities, implementing a secondary review process for DC
calculations performed to limit the risk of errors, ensuring all building permit
applications are assessed for DCs when the building permit is ready to be issued and
lastly, implementing a process whereby building permits issued are reconciled with DCs
collected. Staff are updating the procedures to implement the recommendations from
the audit.
Procurement Processes Audit Report
The audit was recently completed to review procurement processes at the Town and
assess compliance with the Procurement By-Law #6076-18. Staff are working on the
management response to the audit and it will be reported on later in the year to the
Finance Advisory Committee. In the meantime, staff will be using the audit to inform the
procurement modernization project and the requirements for a new financial system.
Upcoming Audits
In early 2021 and internal audit will be performed on the IT Asset Replacement process.
Staff will provide the next update of the internal audit program in the fall and also
confirm the second internal audit for 2021 at that time.
Attachments
None
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