Minutes - Finance Advisory Committee - 20211012 1
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Tuesday, October 12, 2021
5:45 p.m.
Video Conference
Committee Members: Councillor Harold Kim (Chair)
Mayor Tom Mrakas
Councillor Michael Thompson
Other Attendees: Councillor Rachel Gilliland
Doug Nadorozny, Chief Administrative Officer
Rachel Wainwright-van Kessel, Director, Finance
Eliza Bennett, Acting Manager, Corporate Communications
Tracy Evans, Advisor, Financial Management
Jason Gaertner, Manager, Financial Management
MaryBeth Meszaros, Procurement Consultant
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
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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 September 27, 2021
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That the Finance Advisory Committee meeting minutes of September 27,
2021, be received for information.
Carried
5. Delegations
None.
6. Matters for Consideration
6.1 Memorandum from Senior Financial Management Advisor; Re: Fiscal
Strategy Strategic Action Plan
Staff provided an overview of the memorandum and the Committee
expressed support for the proposed Fiscal Strategy Strategic Action Plan
overall. The Committee inquired about the policy approval process and
recommended that Council be given opportunities to provide input on the
development of policies, and staff provided clarification. The Committee
referred to Appendix A of the staff report and suggested the existing
master, strategic plans and studies should be harmonized with the Town’s
Strategic Plan, along with the roles and responsibilities of staff and
Council, toward clarity on the objectives of the Corporation. Staff provided
context regarding the Strategic Plan and confirmed that the Plan was re-
endorsed during the current term and would be updated for the next term
of Council.
Moved by Councillor Thompson
Seconded by Mayor Mrakas
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1. That the memorandum regarding Fiscal Strategy Strategic Action Plan
be received; and
2. That the Finance Advisory Committee comments regarding the
strategic action plan be received and referred to staff for consideration
and further action as appropriate.
Carried
6.2 Memorandum from Manager, Financial Management; Re: Proposed 2022
Budget Introduction
Staff provided an overview of the memorandum and the Committee
expressed support for the proposed Budget process. The Committee
requested that greater detail be provided for the upcoming Budget
discussions on how staff have managed to offset the lower assessment
growth and inflationary pressures and assurance that service levels have
not been impacted. The Committee commented on the proposed water
and wastewater rate increase driven by the Region’s decisions, and further
requested that staff provide options to deal with the anticipated inflation
increases over the next three to five years and the principle for setting tax
year targets within the multi-year budget framework.
Moved by Councillor Thompson
Seconded by Mayor Mrakas
1. That the memorandum regarding Proposed 2022 Budget Introduction
be received; and
2. That the Finance Advisory Committee comments regarding the
proposed 2022 budget be received and referred to staff for
consideration and further action as appropriate.
Carried
6.3 Memorandum from Director, Finance; Re: Procurement Modernization
Project Update
Staff provided an overview of the memorandum and consultant’s report,
noting the Town’s score is comparable with the starting point of other
municipalities and a C grade (Good) is the goal. The Committee expressed
concerns with the assessment results and requested that future
discussions include additional information on the scoring and metrics
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used, comparisons to the past review process, issues not previously
identified, and comparisons with other municipalities. Staff offered a few
municipal comparisons for the Committee’s reference.
The Committee inquired about the level of bureaucracy and lack of
flexibility identified in the current process, and staff advised there would
be a recommendation to increase the delegation of authority threshold
toward streamlining the process for lower value procurements. Staff
provided clarification on the RFP process, lowest bidders, scoring criteria
and weighting, and the tools for targeting bidders.
Staff advised that the new procurement policy and protocols would be
available for Council’s review in the next two to three months and
implementation would include education across the organization through
2022. The Committee suggested that the process be enhanced sooner
where possible and expressed support for the recommendation to
establish a procurement governance committee.
Moved by Councillor Thompson
Seconded by Mayor Mrakas
1. That the memorandum regarding Procurement Modernization Project
Update be received; and
2. That the Finance Advisory Committee comments regarding the
procurement modernization project update be received and referred to
staff for consideration and further action as appropriate.
Carried
7. New Business
None.
8. Adjournment
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That the meeting be adjourned at 6:33 p.m.
Carried