APTD AGENDA - Finance Advisory Committee - 20220118Town of Aurora
Finance Advisory Committee
Meeting Agenda
Date:January 18, 2022
Time:5:45 p.m.
Location:Video Conference
Due to the COVID-19 pandemic, meetings will be available to the public via live stream only on
the Town’s YouTube Channel. To participate electronically please visit aurora.ca/participation.
Pages
1.Call to Order
2.Appointment of Committee Chair
That the Committee elect a Chair for year 2022 of the Finance Advisory
Committee (2018-2022 term).
3.Approval of the Agenda
4.Declarations of Pecuniary Interest and General Nature Thereof
5.Receipt of the Minutes
5.1.Finance Advisory Committee Meeting Minutes of December 7, 2021 1
That the Finance Advisory Committee meeting minutes of December 7,
2021, be received for information.
6.Delegations
7.Matters for Consideration
7.1.Memorandum from Senior Advisor, Financial Systems and Policy; Re:
Property Tax and Water Bill Payment Options Update
4
That the memorandum regarding Property Tax and Water Bill
Payment Options Update be received for information; and
1.
That the Finance Advisory Committee comments regarding
Property Tax and Water Bill Payment Options be received and
referred to staff for consideration and further action as
appropriate.
2.
8.New Business
9.Adjournment
1
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Tuesday, December 7, 2021
5:45 p.m.
Video Conference
Committee Members: Councillor Harold Kim (Chair)
Mayor Tom Mrakas
Councillor Michael Thompson
Other Attendees: Rachel Wainwright-van Kessel, Director of Finance
Jason Gaertner, Manager, Financial Management
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 5:47 p.m.
2. Approval of the Agenda
Moved by Councillor Thompson
Seconded by Mayor Mrakas
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.
4. Receipt of the Minutes
Page 1 of 7
2
4.1 Finance Advisory Committee Meeting Minutes of October 12, 2021
Moved by Mayor Mrakas
Seconded by Councillor Thompson
That the Finance Advisory Committee meeting minutes of October 12,
2021, be received for information.
Carried
5. Delegations
None.
6. Matters for Consideration
6.1 Memorandum from Manager, Financial Management; Re: 2022 Draft Work
Plan for the Finance Advisory Committee
Staff provided an overview of the memorandum and draft work plan for
2022. The Committee expressed support for the work plan and inquired
about whether there were other initiatives for which the Committee could
provide assistance. Staff agreed to consider any opportunities and advise.
The Committee suggested that a report outlining the 2018-2022 term
accomplishments of the Finance Advisory Committee (FAC) be provided
to Council in 2022. Staff noted that the Committee report planned for the
June 2022 FAC meeting would form a good basis for providing that
information.
The Committee inquired about whether any further financial assistance is
anticipated from the province, and staff advised they were not aware of
any available assistance at this time.
Moved by Councillor Thompson
Seconded by Mayor Mrakas
1. That the memorandum regarding 2022 Draft Work Plan for the Finance
Advisory Committee be received; and
2. That the 2022 Draft Work Plan for the Finance Advisory Committee be
approved.
Carried
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3
7. New Business
The Committee inquired about the format of the upcoming Finance Advisory
Committee meetings in 2022, and the Mayor advised that clarification would be
provided on whether the meetings will be held in person or electronically.
8. Adjournment
Moved by Councillor Thompson
Seconded by Mayor Mrakas
That the meeting be adjourned at 5:59 p.m.
Carried
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100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Finance
Re: Property Tax and Water Bill Payment Options Update
To: Finance Advisory Committee
From: Matthew Shum, Senior Advisor Financial Systems and Policy
Date: January 18, 2022
Recommendations
1. That the memorandum regarding property tax and water bill payment options update
be received for information; and
2. That the Finance Advisory Committee comments regarding the report on property tax
and water bill payment options be received and referred to staff for consideration and
further action as appropriate.
Background
The Town of Aurora collects $30 million in water billings and $145 million in taxes
annually (before remittances to the Boards of Education and York Region). There are
five ways property tax and water bills can be paid:
1. Online or telephone banking;
2. At local bank branch by teller or automatic teller machine (ATM);
3. Pre-authorized payment plans for direct debit from their bank accounts;
4. By mail; and
5. Through our after-hours drop box or in person.
Currently, cash is accepted at the local bank branches or in person at Access Aurora.
Cash is not accepted by mail or through the after-hours drop box.
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Property Tax and Water Bill Payment Options Update
January 18, 2022 Page 2 of 4
Analysis
The use of cash at Access Aurora to pay these bills is declining compared to other forms
of payment
Finance has observed a decline in cash payment transactions at Access Aurora
counters for property tax and water bill payments in recent years. In 2019, less than
$2.3 million of the gross $175 million combined water and tax revenues were collected
through cash. Payments by cheque is the most popular method of payment followed by
debit/credit cards, with cash being the least used method.
Table 1
Transactions Processed by Access Aurora at Town Hall
2015
… 2018
2019
2020*
# % … # % # % # %
Cash 3,390 14% … 2,433 13% 2,962 14% 793 6%
Debit/Credit 4,332 18% … 3,961 22% 5,029 25% 1,543 11%
Cheques 16,612 68% … 12,000 65% 12,510 61% 11,551 83%
Grand Total 24,334 100% … 18,394 100% 20,501 100% 13,887 100%
During the pandemic, the Town continued to receive property tax and water bill
payments despite the public’s limited access to Aurora’s Town Hall as alternative
payment options were available including cash payments at financial institutions by
teller or ATM.
A survey of other Ontario municipalities show support for moving away from cash
towards other payment options
The increasing trend towards digital payments has also been observed by neighbouring
municipalities. Some of these municipalities have already adopted policies to eliminate
cash transactions for some or all their services as shown in the table below:
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Property Tax and Water Bill Payment Options Update
January 18, 2022 Page 3 of 4
Table 2
Acceptance of cash payments at other municipalities
Municipality Eliminating Cash Comments
Brampton Jan 1, 2021 Property tax + Building division fees
Caledon Considering/discourage cash
Georgina No
Markham Partial - Jan 1, 2020 Property tax
Milton March 1, 2021 Property tax
Mississauga June 24, 2020 Cashiers at Civic Centre
Newmarket
Estimated 2022 with report going
to Council in 2021 Cashless during COVID
Oakville Partial - Jan 1, 2021 Town Hall only
Parry Sound No
Has seen a decrease, but will continue to
accept cash
Peterborough Considering
Currently preparing additional research on
cashless options
Pickering Considering
Richmond
Hill No
Thunder Bay No
Cashier in Civic Centre was closed
throughout 2021
Toronto No
Vaughan Yes – effective immediately
Passed at Sept 14, 2021 Committee of the
Whole
Whitby No
Believes cash transactions will naturally
lessen
Windsor No Trending towards cashless
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Property Tax and Water Bill Payment Options Update
January 18, 2022 Page 4 of 4
There are many benefits to eliminating cash transactions for property tax and water bill
payments
There are benefits to not accepting cash for payment of tax and water bills at Access
Aurora. These include:
Reduced risk of theft
Reduced risk of fraud from counterfeit bills
Reduced foot traffic at Town Hall
Reduced health and safety risks with handling cash
Reduced frequency and cost for armoured car services
Most of the cash collected at Town Hall are in the days that lead up to the due date of a
tax installment. The risks of theft and fraud from counterfeit bills will both be greatly
reduced if cash is eliminated as a payment method at Access Aurora. Bill payments for
tax and water make up for over half to three quarters of the cash transactions
processed by Access Aurora. Greatly reducing the volume of cash transactions at
Access Aurora will reduce foot traffic and the handling of cash, both of which will
improve health and safety as demonstrated during the pandemic.
Cash will continue to be an option for payment by property owners and water customers
at their financial institution. Financial institutions have better tools and expertise to
manage potential theft, fraud and counterfeit cash. In addition, they have a
responsibility to report large cash deposits to Financial Transactions and Reports
Analysis Centre of Canada (FINTRAC) where municipalities do not.
A communication plan will be developed to provide information on how to pay bills to
property owners and water customers
Finance will work closely with Communications to develop a plan to inform the public of
updated ways to pay their property tax and water bills will be rolled out along with the
elimination of cash transactions at on-site cashiers for tax and water bills but still
having the option to pay by cash at their financial institution.
Attachments
None
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