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MINUTES - Finance Advisory Committee - 20210308 1 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Time: Location: Monday, March 8, 2021 5:45 p.m. Video Conference Committee Members: Councillor Harold Kim (Chair) Mayor Tom Mrakas Councillor Michael Thompson Other Attendees: Doug Nadorozny, Chief Administrative Officer Rachel Wainwright-van Kessel, Director of Finance Jason Gaertner, Manager, 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 Chair called the meeting to order at 5:46 p.m. 2. Approval of the Agenda Moved by Mayor Mrakas Seconded by Councillor Thompson That the agenda as circulated by Legislative Services be approved. Carried 3. 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. 2 4. Receipt of the Minutes 4.1 Finance Advisory Committee Meeting Minutes of February 9, 2021 Moved by Councillor Thompson Seconded by Mayor Mrakas That the Finance Advisory Committee meeting minutes of February 9, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Memorandum from Manager, Financial Management; Re: 2022 Budget Process and Timelines Staff provided a brief overview of the memorandum and proposed 2022 Budget meeting schedule. Staff confirmed that the 2022 Budget Public Session would be held prior to the General Committee meeting on June 1, 2021. The Committee stressed the importance of finding ways to engage residents and promote public participation in the Town's budget process. Moved by Councillor Thompson Seconded by Mayor Mrakas 1. That the memorandum regarding the Town’s 2022 Budget Process and Timelines be received for information. Carried 6.2 Memorandum from Project Management Office; Re: Town's Major Capital Projects Update Staff provided an overview of the memorandum and five major capital projects underway, now including the Financial System and the Technology Strategic Plan - Implementation. The Committee and staff discussed various aspects including the Library Square budget update respecting Town allowances, better alignment of 3 the Fire Hall 4-5 budget update information with Joint Council Committee reporting, and Contingency reserve expectations. The Committee inquired about planned updates on the Corporate Technology Strategic Plan implementation, and staff advised that a further update would be provided to Council before the year-end. Moved by Mayor Mrakas Seconded by Councillor Thompson 1. That the memorandum regarding Town’s Major Capital Projects Update be received for information. Carried 6.3 Memorandum from Manager, Financial Management; Re: Summary of the Finance Advisory Committee’s Term Accomplishments To Date Staff provided a brief overview of the memorandum. The Committee expressed appreciation to everyone for their efforts. Moved by Mayor Mrakas Seconded by Councillor Thompson 1. That the memorandum regarding Summary of the Finance Advisory Committee’s Term Accomplishments To Date be received for information. Carried 7. New Business The Committee inquired about options for the Finance Advisory Committee to provide input to the upcoming service level review process, and staff confirmed that the Committee could be involved early in the process and meet with the consultant. The Committee inquired about the allocation of the additional COVID-19 relief funding recently received by the Town, and staff provided clarification. The Committee inquired about employee home office expenses and the target date for employees to return to Town Hall, and staff provided a response noting the potential return date of September 1, 2021. 4 The Committee requested an update on the One Investment program, and staff provided clarification noting that the program is still being considered as part of the Town's fiscal strategy and an update would likely be brought back to Council in the fall. 8. Adjournment Moved by Councillor Thompson Seconded by Mayor Mrakas That the meeting be adjourned at 6:24 p.m. Carried