MINUTES

AUDIT COMMITTEE

-
ENGINEERING TRADITIONS COMMITTEE ROOM
PRESENT:
  • Councillor E. Spencer, Chair
  • Councillor J. Wyness, Vice-Chair
  • Councillor R. Pootmans
  • Councillor C. Walcott
  • Public Member K. Kim
  • Public Member C. McGillivray
  • Public Member J. Naicker
ALSO PRESENT:
  • A/Chief Financial Officer L. Tochor
  • General Manger C. Arthurs
  • City Auditor L. Ormsby
  • External Auditor H. Gill
  • Executive Advisor C. Smillie
  • A/City Clerk S. Lancashire
  • Legislative Advisor A. Lennox

1.
CALL TO ORDER

 

Councillor Spencer called the meeting to order at 9:30 a.m. 

ROLL CALL
Councillor Pootmans, Councillor Walcott, Public Member Kim, Public Member McGillivray, Public Member Naicker, and Councillor Spencer

Absent from Roll Call: Councillor Wyness

2.
OPENING REMARKS

 

Councillor Spencer provided opening remarks and a traditional land acknowledgement.

3.
CONFIRMATION OF AGENDA

 
  • Moved byCouncillor Pootmans

    That the Agenda for the 2024 November 14 Regular Meeting of the Audit Committee be confirmed. 

    MOTION CARRIED

4.
CONFIRMATION OF MINUTES

 

4.1
Minutes of the Regular Meeting of the Audit Committee, 2024 October 17

This item has attachments. 
1.Unconfirmed Minutes-2024-10-17-Audit Committee.pdf
  • Moved byPublic Member Kim

    That the Minutes of the 2024 October 17 Regular Meeting of the Audit Committee be confirmed.

    MOTION CARRIED

5.
CONSENT AGENDA

 

6.
POSTPONED REPORTS

 

None

7.
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

 

7.1
Event Centre Governance Audit, AC2024-1220

This item has attachments. 
1.Event Centre Governance Audit - AC2024-1220.pdf
2.Attach 1- Event Centre Governance Audit - AC2024-1220.pdf
  • Moved byCouncillor Walcott

    That with respect to Report AC2024-1220, the following be approved:

    That the Audit Committee:

    1. Receive this report for the Corporate Record; and
    2. Recommend that Council receive this report for the Corporate Record.
    For: (7)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Councillor Wyness, Public Member Kim, Public Member McGillivray, and Public Member Naicker
    MOTION CARRIED

7.2
City Auditor’s Office 2025 Audit Plan and Data Analytics Priority Areas of Focus, AC2024-1231

This item has attachments. 
1.City Auditor's Office 2025 Audit Plan and Data Analytics Priority Areas of Focus - AC2024-1231.pdf
2.Attach 1 - City Auditor's Office 2025 Audit Plan - AC2024-1231.pdf
3.Attach 2 - City Auditor's Office 2025 Data Analytics Priority Areas of Focus - AC2024-1231.pdf
  • Moved byPublic Member Naicker

    That with respect to Report AC2024-1231, the following be approved:

    That the Audit Committee:

    1. Approve the City Auditor’s Office 2025 Audit Plan and Data Analytics Priority Areas of Focus;
    2. Receive this report for the Corporate Record; and
    3. Recommend that Council receive this report for the Corporate Record.

       

    For: (7)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Councillor Wyness, Public Member Kim, Public Member McGillivray, and Public Member Naicker
    MOTION CARRIED

8.
ITEMS DIRECTLY TO COMMITTEE

 

9.
URGENT BUSINESS

 

None

10.
CONFIDENTIAL ITEMS

 
  • Moved byCouncillor Wyness

    That pursuant to Sections 16 (Disclosure harmful to business interests of a third party), 19 (Confidential evaluations), 24 (Advice from officials), and 25 (Disclosure harmful to economic and other interests of a public body) of the Freedom of Information and Protection of Privacy Act, Committee now move into Closed Meeting, at 10:25 a.m. in the Engineering Traditions Committee Room, to discuss confidential matters with respect to the following Items:

    • 10.1.1 External Auditor – Approval Request for Provision of Non-Audit Services, AC2024-1253
    • 10.1.2 External Auditor (Verbal), AC2024-1229
    • 10.1.3 Audit Committee Infrastructure Review Working Group Update (Verbal), AC2024-1235
    • 10.1.4 Audit Forum (Verbal), AC2024-1228
    • 10.1.5 City Auditor (Verbal), AC2024-1230
    • 10.1.6 2023 - 2024 Audit Committee Self-Assessment Survey, AC2024-1227

    And further, that the following be authorized to attend the Closed Meeting with respect to Items 10.1.1 and 10.1.2: Harman Gill, Sanjeev Rajani, Nicole Torgrimson, and Simona Milojevik, External Auditors (Deloitte LLP).

    And further, that Committee suspend Section 78(2)(a) of the Procedure Bylaw to forego the lunch recess to complete the Agenda.

    For: (7)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Councillor Wyness, Public Member Kim, Public Member McGillivray, and Public Member Naicker
    MOTION CARRIED

    Public Member Naicker declared a conflict of interest and abstained from voting and discussion with respect to Confidential Report AC2024-1253.

    Public Member Naicker left the meeting at 10:25 a.m. and returned at 11:37 a.m. following the discussion with respect to Confidential Report AC2024-1253.


  • Committee reconvened in public meeting at 12:26 p.m. with Councillor Spencer in the Chair.

    ROLL CALL

    Councillor Pootmans, Councillor Walcott, Councillor Wyness, Public Member Kim, Public Member McGillivray, and Councillor Spencer

    Absent from Roll Call: Public Member Naicker

    Moved byCouncillor Wyness

    That Committee rise and report.

    MOTION CARRIED

10.1
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

 

10.1.1
External Auditor – Approval Request for Provision of Non-Audit Services, AC2024-1253

 

Public Member Naicker declared a conflict of interest and abstained from voting and discussion with respect to Confidential Report AC2024-1253.

People in attendance during the Closed Meeting discussions with respect to Confidential Report AC2024-1253:

Clerks: S. Lancashire, A. de Grood, and A. Lennox. Advice: L. Tochor, A. Brown, L. Ormsby, C. Smillie, S. Brandt, M. MacDonald, and M. Perpeluk. External: H. Gill and N. Torgrimson.

A Confidential Presentation was distributed with respect to Confidential Report AC2024-1253.

  • Moved byCouncillor Walcott

    That with respect to Confidential Report AC2024-1253, the following be approved, after amendment:

    That the Audit Committee:

    2. Approve Confidential Recommendation 2 as contained in Report AC2024-1253;

     

    For: (5)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Public Member Kim, and Public Member McGillivray
    Against: (1)Councillor Wyness
    MOTION CARRIED
  • Moved byCouncillor Walcott

    That with respect to Confidential Report AC2024-1253, the following be approved, after amendment:

    That the Audit Committee:

    1. Approve the Confidential Recommendations 1, 3, 4, and 5 contained in Report AC2024-1253;

    3. Recommend that Council receive this report and confidential attachments for the Corporate Record; and

    4. Direct that this report, attachments, recommendations, presentation, and Closed Meeting discussions be held confidential pursuant to Sections 16 (Disclosure harmful to business interests of a third party), 24 (Advice from officials), and 25 (Disclosure harmful to economic and other interests of a public body) of the Freedom of Information and Protection of Privacy Act, to be reviewed by 2025 November 14.

    For: (6)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Councillor Wyness, Public Member Kim, and Public Member McGillivray
    MOTION CARRIED

10.1.2
External Auditor (Verbal), AC2024-1229

 

No report given.

10.1.3
Audit Committee Infrastructure Review Working Group Update (Verbal), AC2024-1235

 

Administration in attendance during the Closed Meeting discussions with respect to Confidential Verbal Report AC2024-1235:

Clerks: S. Lancashire, A. de Grood, and A. Lennox. Advice: L. Tochor, L. Ormsby, and C. Smillie.

  • Moved byPublic Member McGillivray

    That with respect to Confidential Verbal Report AC2024-1235, the following be approved:

    That the Audit Committee direct that this Verbal Report and Closed Meeting discussions be held confidential pursuant to Section 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act.

    For: (6)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Councillor Wyness, Public Member Kim, and Public Member McGillivray
    MOTION CARRIED

10.1.4
Audit Forum (Verbal), AC2024-1228

 

Administration in attendance during the Closed Meeting discussions with respect to Confidential Verbal Report AC2024-1228:

Clerks: S. Lancashire, A. de Grood, and A. Lennox. Advice: L. Tochor, A. Brown, L. Ormsby, and C. Smillie.

  • Moved byPublic Member Kim

    That with respect to Confidential Verbal Report AC2024-1228, the following be approved:

    That the Audit Committee direct that the Closed meeting discussions be held confidential pursuant to Section 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act.

    For: (6)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Councillor Wyness, Public Member Kim, and Public Member McGillivray
    MOTION CARRIED

10.1.5
City Auditor (Verbal), AC2024-1230

 

No report given.

10.1.6
2023 - 2024 Audit Committee Self-Assessment Survey, AC2024-1227

 

Administration in attendance during the Closed Meeting discussions with respect to Confidential Report AC2024-1227:

Clerks: S. Lancashire, A. de Grood, and A. Lennox. Advice: C. Smillie.

  • Moved byCouncillor Pootmans

    That with respect to Confidential Report AC2024-1227, the following be approved:

    That the Audit Committee:

    1. Approve the recommendations contained in Report AC2024-1227; and
    2. Direct that Report AC2024-1227, recommendations, attachment, and Closed Meeting discussions be held confidential pursuant to Sections 19 (Confidential evaluations) and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, to be reviewed by 2039 November 14.
    For: (6)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Councillor Wyness, Public Member Kim, and Public Member McGillivray
    MOTION CARRIED

10.2
URGENT BUSINESS

 

None

11.
BRIEFINGS

 

None

12.
ADJOURNMENT

 
  • Moved byCouncillor Wyness

    That this meeting adjourn at 12:29 p.m.

    MOTION CARRIED

    The following Items have been forwarded to the 2024 November 26 Regular Meeting of Council:

    CONSENT AGENDA

    • Event Centre Governance Audit, AC2024-1220
    • City Auditor’s Office 2025 Audit Plan and Data Analytics Priority Areas of Focus, AC2024-1231
    • External Auditor – Approval Request for Provision of Non-Audit Services, AC2024-1253

    The next Regular Meeting of the Audit Committee is scheduled to be held on 2024 December 12 at 9:30 a.m.

    CONFIRMED BY COMMITTEE ON


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