Minutes - Finance Advisory Committee - 20240409
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Tuesday, April 9, 2024
5:45 p.m.
Holland Room, Aurora Town Hall
Committee Members: Mayor Tom Mrakas (Chair)
Councillor Michael Thompson
Councillor Ron Weese
Other Attendees: Doug Nadorozny, Chief Administrative Officer
Rachel Wainwright-van Kessel
Jason Gaertner, Manager, Financial Management
Martin Stefanczyk, Manager, Project Management Office
Rahul Varadharajulu, Consultant, Project Management Office
Emily Freitas, Council/Committee Coordinator
_____________________________________________________________________
1. Call to Order
The Chair 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.
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Tuesday, April 9, 2024 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 February 13, 2024
Moved by Councillor Thompson
Seconded by Ron Weese
1. That the Finance Advisory Committee Meeting Minutes of February 13,
2024, be received for information.
Carried
6. Delegations
None.
7. Matters for Consideration
7.1 Memorandum from Financial Management Advisor; Re: Budget Review the
Aurora Historical Society
Geoffrey Dawe, President, Dan McGeown, Director, John Green, Director,
Kathleen Vahey, Curator, from the Aurora Historical Society presented an
overview of the Aurora Historical Society's Budget Review, highlighting
financial statements and balance sheets ending in 2022, including a
detailed discussion of the building's operating expense, fundraising and
Financial Advisory Committee Meeting Minutes
Tuesday, April 9, 2024 3
volunteering challenges. The Hillary House’s approximate $1 million in
outstanding capital works was highlighted.
The Committee discussed the Aurora Historical Society’s declining
membership, explored alternative revenue and funding options, and
possible options for long-term sustainability of the Hillary House.
Moved by Councillor Thompson
Seconded by Ron Weese
1. That the memorandum regarding the Budget Review of the Aurora
Historical Society be received; and
2. That the Finance Advisory Committee comments regarding the Budget
Review of the Aurora Historical Society be received and referred to
staff for consideration and further action as appropriate.
Carried
7.2 Memorandum from Project Management Office; Re: Capital Project
Portfolio Update
Staff presented an alternative project management methodology called
earned value management along with its associated corporate portfolio
schedule and cost performance index.
The Committee and Staff discussed sample schedules and cost
variances, and how the Project Management Office is taking an active
approach on how they manage the Town’s capital project portfolio
through their collection of data that will enable Council, senior
management and project managers to monitor how current projects are
performing. It was acknowledged that the education of Council and other
users on this proposed framework would be important in ensuring its
successful implementation.
Moved by Ron Weese
Seconded by Councillor Thompson
1. That the memorandum regarding the Town’s Capital Project Portfolio
Update be received for information.
Carried
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Tuesday, April 9, 2024 4
7.3 Memorandum from Project Management Office; Re: Municipal Service
Delivery Review Update
Staff presented an update on the progress of implementing the
recommendations from the Municipal Service Delivery Review (SDR),
providing clarity on various topics including: hybrid work, the performance
and goals of the Project Management Office including corporate
performance management, corporate communications strategy, and
further plans to provide updates to the Committee.
The Committee and Staff discussed the modelling and methodology used
in the Municipal Service Delivery Review, including the tangible outcomes
to determine the progress of the service delivery.
Moved by Councillor Thompson
Seconded by Ron Weese
1. That the memorandum regarding the Town’s Municipal Service
Delivery Review be received for information.
Carried
8. New Business
None.
9. Adjournment
Moved by Councillor Thompson
Seconded by Ron Weese
That the meeting be adjourned at 6:45 p.m.
Carried