AGENDA-Finance Advisory Committee-20210511Town of Aurora
Finance Advisory Committee
Meeting Agenda
Date:Tuesday, May 11, 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 April 13, 2021 1
That the Finance Advisory Committee meeting minutes of April 13, 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/c/Townofaurora/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: 2022 Budget
Engagement Strategy
4
That the memorandum regarding 2022 Budget Engagement
Strategy be received; and
1.
That the Finance Advisory Committee comments regarding the
proposed 2022 Budget Engagement Strategy be received and
referred to staff for consideration and further action as
appropriate.
2.
6.2.Memorandum from Project Management Office; Re: Town's Major
Capital Projects Update
10
That the memorandum regarding Town's Major Capital Projects
Update be received for information.
1.
6.3.Memorandum from Director, Finance; Re: Financial System Project
Update
19
That the memorandum regarding Financial System Project
Update be received; and
1.
That the Finance Advisory Committee comments regarding the
Financial System Project Update be received and referred to
staff for consideration and further action as appropriate.
2.
7.New Business
8.Adjournment
1
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Tuesday, April 13, 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
Jason Gaertner, Manager, Financial Management
Sandeep Dhillon, Senior Advisor, Financial Management
Ishita Soneji, Council/Committee Coordinator
_____________________________________________________________________
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.
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
Page 1 of 22
2
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.
4. Receipt of the Minutes
4.1 Finance Advisory Committee Meeting Minutes of March 8, 2021
Moved by Mayor Mrakas
Seconded by Councillor Thompson
That the Finance Advisory Committee meeting minutes of March 8, 2021,
be received for information.
Carried
5. Delegations
None.
6. Matters for Consideration
6.1 Memorandum from Senior Financial Management Advisor; Re: Draft Fiscal
Strategy
Rachel Wainwright-van Kessel, Director of Finance and Treasurer, provided
a presentation regarding the draft fiscal strategy highlighting the financial
sustainability and fiscal strategy framework, and the four fiscal strategic
pillars: capital planning, reserve management, debt management, and
revenue management. She further provided details on the strategic
objectives within each pillar, and the next steps regarding the
implementation including the development of a detailed supporting
strategic action plan and means of reporting and monitoring progress. It
was mentioned that the final fiscal strategy would be brought to a General
Committee meeting of June 1, 2021 for Council's consideration.
The Committee and staff discussed about various aspects of the fiscal
strategy such as means of managing growth within each strategic pillar,
the overall fiscal status of the Town, and the importance of the fiscal
strategy in analyzing the necessary factors in managing the future growth
Page 2 of 22
3
of the Town. The Committee and staff further discussed about the role of
the fiscal strategy in managing the long-term asset management plan. The
Committee inquired about the status of the Town's current and future
investment strategy and provided further feedback regarding the draft
fiscal strategy document. The Committee suggested that staff produce a
condensed version of the fiscal strategy for public information.
Moved by Councillor Thompson
Seconded by Mayor Mrakas
1. That the memorandum regarding the Draft Fiscal Strategy be received;
and
2. That the Finance Advisory Committee comments regarding the Draft
Fiscal Strategy be received and referred to staff for consideration and
further action as appropriate.
Carried
7. New Business
The Committee inquired about the efforts to improve public participation during
the upcoming budget deliberations. Staff provided a response noting that staff
are working on the 2022 budget public engagement strategy which will include
opportunities for the public to participate virtually and noted that more
information is forthcoming.
8. Adjournment
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That the meeting be adjourned at 6:35 p.m.
Carried
Page 3 of 22
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Department of Finance
Re: 2022 Budget Engagement Strategy
To: Finance Advisory Committee
From: Jason Gaertner, Manager, Financial Management
Date: May 11, 2021
Recommendation
1. That the memorandum regarding the 2022 Budget Engagement Strategy be received;
and
2. That the Finance Advisory Committee comments regarding the proposed 2022
Budget Engagement Strategy be received and referred to staff for consideration and
further action as appropriate.
Background
A key component of each year’s draft budget update and review is the Town’s
engagement with its stakeholders. In support of its annual consultation the Town
developments a strategy outlining how it will engage the public. This strategy is
regularly adjusted to maximize its effectiveness in consideration of past year successes
and technology advances.
Commencing in 2020 and continuing into 2021, the pandemic has materially impacted
the Town’s usual engagement tools necessitating that its 2021 and 2022 strategies
adopt a much greater emphasis on virtual options.
Analysis
In consideration of the current environment in which the Town finds itself, its draft 2022
budget engagement strategy continues to explore and maximize all available virtual
options. The proposed strategy also strives to take advantage of available technology
such as the Town’s social media feeds, its Bang the Table platform and Instagram. The
Budget Committee will be presented with a summary of the results of the Town’s
Page 4 of 22
2022 Budget Engagement Strategy
May 11, 2021 Page 2 of 2
consultation efforts as part of its review of the Town’s draft 2022 budget in the fall,
2021.
Attachments
Attachment #1 – 2022 Budget Engagement Strategy
Page 5 of 22
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Page 9 of 22
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Corporate Services
_______________________________________________________________________________________
Re: Town’s Major Capital Projects Update
To: Finance Advisory Committee
From: Lianne Jalali, Project Management Office, Corporate Services
Date: May 11, 2021
Recommendation
1. That the memorandum regarding Town’s Major Capital Projects Update be received
for information.
Background
The Town currently has multiple major capital projects underway in varying stages of
completion. These major projects include the following:
Library Square
Fire Hall 4-5
Joint Operations Centre Additional Work
Financial System
IT Strategic Plan – Implementation
Analysis
Library Square
The project is generally on track. Demolition and excavation works have continued
throughout the site.
Library:
The new infrastructure within the Library has begun to be installed. Demolition of the
Library entrance towers, interior spaces and mechanical roof top wells also continued
while the Library remains temporarily closed to the public. The existing roof top units
Page 10 of 22
Town’s Major Capital Projects Update
May 11, 2021 2 of 8
servicing the Library were craned off-site the first week of March, as the Library
continues to receive supplementary heat through the temporary units located on the
ground floor at the east and west elevation of the building. The floor slabs within the
Library’s main lobby and Magna room have been reinstated after the installation of the
elevator / sump pit and structural foundations was completed. The retaining wall at the
north Library laneway is in the process of being constructed. Footings and foundations
for the bridge has been poured adjacent to the east Library entrance.
Church Street School House:
At the north elevation of the existing School House, the grade has been brought down to
the approximate elevation of the future ground floor of the New Cultural Centre and
compacted with fine granular. The Bell overhead lines have been safely disconnected
and removed from site, allowing for excavation and foundation works to commence for
the New Cultural Centre. Remediation and repointing work continued at the existing
rubble foundations of the School House. The below grade mechanical pit has been
installed at the east elevation of the School House and has been backfilled. The site
continues to be stripped and cleared as further soil remediation works take place
around the School House. The crane pad was poured and backfilled in the middle of the
site in anticipation of Tower Crane installation in early May 2021.
Project Schedule:
Chandos updated draft of the project schedule on March 26, 2021. The targeted
Substantial Performance date of August 16, 2022 remains intact. Colliers is forecasting
some time within the Master Schedule for FF&E procurement and delivery, as well as
on-going deficiency clean-ups prior to full turn-over.
Milestone Baselined Completion Expected Completion
Substantial Performance August 2022 August 2022
Occupancy August 2022 August 2022
Total Completion November 2022 November 2022
Page 11 of 22
Town’s Major Capital Projects Update
May 11, 2021 3 of 8
Budget Status:
Colliers Project Leaders have baselined the project budget at $51,939,700 (including
HST). Chandos’ contract price excluding Cash Allowances is $39,394,615. The Cash
Allowance amount of $1,615,250 will be tracked separately as the various areas of
scope are implemented throughout the Construction process. Currently there are Sixty-
three (63) Contemplated Change Notices (CCNs) issued by RAW and TPP, and thirteen
(13) Request for Change Orders (RFCOs) issued by Chandos. Any potential costs for
these will be drawn from the construction contingency.
Description Total Budget Committed
Forecast
Cost at
Completion
Forecast
Variance at
Completion
Consultant
Fees $4,750,272 $4,731,577 $4,750,272 $0
Construction
Costs $41,009,865 $41,009,865 $41,009,865 $0
Town
Allowances $1,280,735 $368,221 $1,280,735 $0
Contingencies $4,000,500 $492,495 $4,000,500 $0
HST $898,328 $811,398 $898,328 $0
Total $51,939,700 $47,413,677 $51,939,700 $0
The overall status update for this project can be found under Attachment #1.
Fire Hall 4-5
Overall progress of the project is satisfactory.
Construction update: The final test of the settlement monitoring plates will be
conducted on May 3, 2021. Upon confirmation of settlement levels, Remo will
commence the pouring of the slab on grade. This work will trigger the commencement
of masonry work, interior wall construction, and servicing. The value of work completed
to date is approximately 34%, and the project remains on schedule.
Page 12 of 22
Town’s Major Capital Projects Update
May 11, 2021 4 of 8
Project Schedule
Milestone Baselined Completion Expected Completion
Occupancy February 28, 2022 February 28, 2022
Substantial Performance March 8, 2022 March 8, 2022
Total Completion May 25, 2022 May 25, 2022
Budget Status:
Description Approved Budget Committed Payment to Date
Architect $600,000 $600,000 $482,241
Tender Revised Bid $11,027,545 $11,027,545 $4,072,144
Cash Allowances $856,500 $89,150 $17,396
Contingency (10%) $1,083,682 $784,743
Public Art $36,100 $36,100 $36,100
Project Management $51,200 $51,200
Total $13,655,027 $12,588,738 $4,607,881
Note: The Non-recoverable HST (1.76%) is included in all figures
Currently there are nine (9) Change Orders have been approved. The total amount of the
approved Change Orders is $784,743.70 that has been drawn from the construction
contingency.
The overall status update for this project can be found under Attachment #1.
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Town’s Major Capital Projects Update
May 11, 2021 5 of 8
Joint Operations Centre Additional Work
The objective of this project is to complete the outstanding capital works of the JOC.
The project is divided into thirteen (13) sub-projects. The following table reflects the
status of each sub-project.
Sub-Project Status
Back Lot Paving and Full Build Out Complete
Upper Parking Lot and Rear Yard Complete
JOC Landscaping In progress – Completion in Spring 2021
Garbage Tipping Station Complete
Storage Buildings In progress – Completion in Summer 2021
Automated Gate Control Complete
South Side Exterior Finishing Complete
Furniture Complete
Entry Pylon Exterior Sign This is a part of the Exterior Pylon Sign project
for the Town’s facilities
Intercom System Cancelled
Third Floor Build Out Complete
Building Exterior Sign Complete
Soil Quality at Back of Property Complete
Budget Status:
Budget Status Cost Note
Approved Budget $2,185,200
Committed $1,443,286 66% project budget
The overall status update for this project can be found under Attachment #1.
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Town’s Major Capital Projects Update
May 11, 2021 6 of 8
Financial System
The Town's current suite of core financial system tools will be replaced with an
integrated financial system that has an integrated "procurement to payment"
functionality, integrated budget & general ledger system, contract, and project
management capabilities & highly customizable reporting. The first phase includes
development of the specifications for the new system including its RFP development.
The second phase will include the purchase and implementation of all key financial
software components which will form the new integrated financial system.
Overall Project Status:
The Town has engaged a consultant to assist it in its financial system requirement
gathering. The consultant has completed multiple consultations of the Town’s key
stakeholders and desired future state process maps in support of the development of
the Town’s financial system requirements. The Town anticipates that it will complete
Phase I on time with the issue of the new Financial System’s RFP in Q3, 2021.
Project Schedule
Milestone Baselined Completion Expected Completion
Phase I - Financial System
Requirements Development End of Q2, 2021 End of Q2, 2021
Phase II – New Financial
System Purchase and
Implementation
End of Q2, 2023 End of Q2, 2023
Budget Status:
The budget for this project includes the cost for the consulting engagement, the new
system, and the cost for two full-time equivalent staff to be assigned to the project
through-out its implementation. This will include one Finance staff that is assigned to
the project for the duration. This new position was approved in the 2021 operating
budget. The second will be used to backfill positions within Finance which will provide
the flexibility for staff to float on to the project as required.
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Town’s Major Capital Projects Update
May 11, 2021 7 of 8
Budget Status Cost Note
Approved Budget $1,500,000
Committed $135,869 9% project budget
The overall status update for this project can be found under Attachment #1.
IT Strategic Plan – Implementation
The Technology strategic plan (TSP) is a comprehensive document that has been
prepared by Perry Group Consulting Ltd. in collaboration with Town’s staff. This
document elaborates the need for transformational change for the Town to enhance the
quality of customer service, operational efficiency, and productivity. The TSP is a five-
year plan that will be implemented in three (3) phases.
Phase 1 - New IT: Revamping the technology management model and establish a more
collaborative environment.
Timeline: 2020 - 2022
Update:
The IT management team has initiated their meeting with the business units to better
understand the current and future technology needs and create a more collaborative
partnership. The ITGC has been established to guide the Corporation towards defining
and using appropriate technology effectively. The kickoff meeting is scheduled to occur
April 28th.
Phase 2 - Process Digitization and Mobilization: Streamlining and digitalizing the Town’s
core business processes (HR, Planning, Permitting, Asset and Work Management,
Finance)
Timeline: 2020 – 2024
Update:
Human Resource Information System (HRIS) project:
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Town’s Major Capital Projects Update
May 11, 2021 8 of 8
The project is 76% complete and on target to go live by the end of 2nd quarter of 2021.
The project team is currently preparing for Parallel Acceptance Testing (payroll
simulation). Corporate training is scheduled to start the second week of May in
preparation for go-live. The project has a budget of $250,000 of which $54,619 has been
spent leaving a balance of $195,381.
Access Aurora Telephony Project:
The project is in the final stage of procurement process and is estimated to be
completed in the 3rd quarter of 2021. The project has the budget of $160,000 for 2021
with incurring annual cost of $60,000 for hosting and maintenance starting in 2022.
City View EPR Project:
This project enables electronic submission of the permit applications. The e - permitting
software has been successfully launched. The project team is resolving an issue with
Bluebeam software and is estimated to be completed by the second week of May.
Phase 3 - Optimization through Data and Digital Services: Using the data from process
digitization to become a data-driven organization.
Timeline: 2022 – 2024
An IT Governance Committee is being established to provide oversight to the Town’s
strategic technology roadmap, information technology investments and monitor the
delivery of the Town’s technology portfolio. This committee kick off meeting scheduled
on April 28, 2021. The committee will provide update on TSP implementation progress
to FAC on a regular basis and an annual update to Council.
Attachments
Attachment #1 – Major Capital Projects Update Summary:
Library Square
Fire Hall 4-5
Joint Operations Centre Additional Work
Page 17 of 22
Major Capital Projects Update Summary – May 2021 Attachment #1
Project Status Legend
On Schedule: Everything is progressing as planned. No intervention from the sponsor is required
Concerned: Some risks and issues have been identified but the project team is handling and monitoring them
Delayed/Over Budget: Major problems affected the project timeline and budget. The sponsor's intervention is required in this case
$0
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
JOC - Additional Work Firehall - Construction Phase Library Square - Construction Phase
Project Budget Summary Sum of PROJECTED
Sum of COMMITTED
Sum of REMAINDER
Page 18 of 22
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Finance
Re: Financial system project update
To: Finance Advisory Committee
From: Rachel Wainwright-van Kessel, CMA, CPA, Director, Finance
Date: May 11, 2021
Recommendation
1. That the memorandum regarding the financial system project update be received;
and
2. That the Finance Advisory Committee comments regarding the financial system
project update be received and referred to staff for consideration and further action
as appropriate.
Background
The 2021 capital budget included approval of capital budget authority of $1.5 million for
project 14012 to replace the Town’s existing financial systems. This budget includes:
$105,600 for consulting work completed prior to the end of 2019
$35,000 for consulting work for the discovery phase of the project to develop the
system requirements and define process flows
$459,400 estimated for the cost of staff time dedicated to the project and
$900,000 which is the balance, a placeholder estimate, for the implementation
costs including the system, services and project management services
The new financial system is expected to replace Vadim iCity which is the Town’s main
financial system and FMW which is the Town’s budget system. It is also expected to
integrate with many of the Town’s other financial systems such as ActiveNet which is
used for recreation and the new human resource information system ADP Workforce
Now.
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Financial system project update
May 11, 2021 Page 2 of 4
Analysis
To date the project has focused on developing the system requirements and process
flows
The project is currently in the discovery phase. Staff are working with a consultant from
the Government Finance Officers Association that has experience in assisting
municipalities across Canada and the US in developing system requirements and
implementing financial systems. To date this work has included:
Meeting with stakeholders from all departments to understand their needs
Process mapping of the current and future state processes for key areas such as
capital project from inception to completion and the procurement to pay process
Issuance of a request for information (RFI) which included demonstrations of
four financial systems
Development of a plan of action for the implementation of the new system
Identifying work that needs to be complete prior to starting the systems
implementation such as the review of the chart of accounts and data mapping
Compiling a comprehensive draft list of requirements in preparation for the
request for proposal (RFP) process
In this phase of the project there is still more work to complete. Once the draft list of
requirements is complete it will need to be reviewed by the Finance team and the other
departments for the areas that impact them to ensure their needs are being met. Then
we can proceed with the development of the RFP and begin some preparatory work
prior to starting the system implementation next year.
The RFI demonstrated that not all systems have a standard tax and water module
included
The RFI process was very helpful in demonstrating what some of the systems on the
market can do. All systems were able to do the basic functions expected of a typical
financial system, however we found that not all systems included a tax and water billing
system.
The City of Mississauga has developed a tax billing system in-house that they license to
other municipalities in the GTA. Staff received a demonstration on this system from
another municipality that currently uses the system. Since this system was developed
by an Ontario municipality it was very effective for the billing of property taxes. For this
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Financial system project update
May 11, 2021 Page 3 of 4
reason, staff plan to include the tax module as a provisional item in the RFP and to
explore the Mississauga’s system as an option. This way we can ensure that the new
financial system addresses all our needs, and we are not limited to a system that can do
property taxes.
For the water billing, this will be required as part of the RFP. So, if the provider does not
have the functionality, they will need to partner with one that does. This should be more
manageable for typical financial system as water and utility billing has a larger market
whereas property tax billing rules are specific to the province as defined in the
Municipal Act.
The procurement modernization project will inform the new financial system
The Procurement Services division within Finance is currently working on a
modernization project. This project includes a review of our templates, processes,
thresholds, and contract terms resulting in the recommendation for changes to the
bylaw. This project is expected to be complete by the end of this year and the result will
help inform the procure-to-pay process for the new system. Staff expect that the new
system will eliminate manual forms and create an automated workflow and electronic
signoff resulting in a much more streamlined the process.
The next step in the project is to complete the requirements and move to the RFP
The discovery phase of the project is expected to be completed by the end of this
quarter. This next step will start the RFP process and work on the pre-implementation
projects.
Once the RFP evaluations are complete staff will have a better understanding of the
pricing for the system. We expect that the system will include a capital cost for its
implementation and an ongoing licensing / maintenance operating cost. These
operating costs will be partially offset by savings from the legacy financial systems that
will be replaced by this system. The implementation cost that has been included in the
capital budget is only a placeholder at this time. Staff have been trying to gather
estimates on pricing information however it is proving to be difficult, and the pricing
varies widely depending on the system, what the specifications are and the size of the
municipality.
The RFP process will also help staff in fully understand its internal staffing needed to
support the implementation of the system. The current budget includes an estimate for
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Financial system project update
May 11, 2021 Page 4 of 4
two staff dedicated to the project. It is critical for the success of this project that the
right resources and adequate number of resources are assigned to the project.
Additional updates on this project will come to the Finance Advisory Committee through
the project status update reports.
Attachments
None
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