MINUTES - Finance Advisory Committee - 20230509
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Tuesday, May 9, 2023
5:45 p.m.
Holland Room
Committee Members: Mayor Tom Mrakas (Chair)
Councillor Michael Thompson (Vice Chair)
Councillor Ron Weese
Other Attendees: Councillor Rachel Gilliland (joined 5:51 p.m.)
Doug Nadorozny, Chief Administrative Officer
Rachel Wainwright-van Kessel, Director, Finance
Jason Gaertner, Manager, Financial Management
Tracy Evans, Advisor, Financial Management*
Palak Mehta, Council/Committee Coordinator
Attended electronically*
_____________________________________________________________________
1. Call to Order
Mayor Mrakas called the meeting to order at 5:46 p.m.
2. Land Acknowledgement
The Committee acknowledged that the meeting took place on Anishinaabe lands,
the traditional and treaty territory of the Chippewas of Georgina Island,
recognizing the many other Nations whose presence here continues to this day,
the special relationship the Chippewas have with the lands and waters of this
territory, and that Aurora has shared responsibility for the stewardship of these
lands and waters. It was noted that Aurora is part of the treaty lands of the
Mississaugas and Chippewas, recognized through Treaty #13 and the Williams
Treaties of 1923.
Finance Advisory Committee Meeting Minutes
Tuesday, May 9, 2023 2
3. Approval of the Agenda
Moved by Ron Weese
Seconded by Councillor Thompson
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 April 11, 2023
Moved by Councillor Thompson
Seconded by Ron Weese
1. That the Finance Advisory Committee Meeting Minutes of April 11,
2023 be received for information.
Carried
6. Delegations
None.
7. Matters for Consideration
7.1 Memorandum from Financial Management Officer; Re: Compensation and
Support for Members of Council Policy Review and Update
Staff provided an overview of the Town's Compensation and Support for
Members of Council Policy ("Policy 57") and provided a review and update
of the existing policy as requested by Council, including proposed
changes.
The Committee inquired about the language or mechanism to determine
eligible expenditures and the fair share amount. Staff provided a response.
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Tuesday, May 9, 2023 3
The Committee inquired about references to comparable municipalities
regarding ward budgets. Staff provided a response.
Moved by Councillor Thompson
Seconded by Ron Weese
1. That the memorandum regarding the Compensation and Support for
Members of Council Policy review and update be received; and
2. That the Finance Advisory Committee comments regarding the
Compensation and Support for Members of Council Policy be received
and referred to staff for consideration and further action as
appropriate.
Carried
7.2 Memorandum from Director, Finance; Re: Financial System Project Update
Staff provided an overview of the Financial System Project Update
regarding the procurement which was awarded to Vigilant in 2022 to
implement Oracle Fusion as the Town's new financial system replacing
other systems. An update was provided on the functionality of the system
to go live on May 31, 2023.
The Committee inquired about other municipalities that have worked with
Vigilant to successfully implement new financial systems. Staff provided a
response.
The Committee inquired about the project timeline, project roll-out,
functionality, testing, and any further expenditures for continued support
after going live.
Moved by Councillor Thompson
Seconded by Ron Weese
1. That the memorandum regarding Financial System Project Update be
received; and
2. That the Finance Advisory Committee comments regarding Financial
System Project Update be received and referred to staff for
consideration and further action as appropriate.
Carried
Finance Advisory Committee Meeting Minutes
Tuesday, May 9, 2023 4
8. New Business
None.
9. Adjournment
Moved by Councillor Thompson
Seconded by Ron Weese
That the meeting be adjourned at 5:58 p.m.
Carried