MINUTES

AUDIT COMMITTEE

-
ENGINEERING TRADITIONS COMMITTEE ROOM
PRESENT:
  • Councillor R. Pootmans, Chair
  • Councillor E. Spencer, Vice-Chair
  • Councillor T. Wong
  • Councillor J. Wyness
  • Public Member L. Caltagirone (Remote Participation)
  • Public Member M. Lambert (Remote Participation)
ABSENT:
  • Public Member K. Kim
ALSO PRESENT:
  • City Manager D. Duckworth
  • City Auditor L. Ormsby
  • Chief Financial Officer C. Male
  • External Auditor H. Gill
  • Executive Advisor C. Smillie
  • Legislative Advisor S. Lancashire
  • Legislative Advisor C. Doi

1.
CALL TO ORDER

 

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

ROLL CALL

Councillor Spencer, Councillor Wong, Councillor Wyness, Public Member Caltagirone, Public Member Lambert, and Councillor Pootmans. 

Absent from Roll Call: Public Member Kim

2.
OPENING REMARKS

 

Councillor Pootmans provided opening remarks and recognized 2023 March 8 as International Women's Day.

Councillor Wong provided remarks regarding International Women's Day. 

Councillor Spencer provided a traditional land acknowledgment.

3.
CONFIRMATION OF AGENDA

 
  • Moved byCouncillor Spencer

    That the Agenda for the 2023 March 8 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, 2023 February 15

This item has attachments. 
1.Unconfirmed Minutes-2023-02-15-Audit Committee.pdf
  • Moved byCouncillor Wyness

    That the Minutes of the 2023 February 15 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
Calgary Housing Company - Vendor Procurement and Management Audit, AC2023-0230

This item has attachments. 
1.Calgary Housing Company - Vendor Procurement and Management Audit - AC2023-0230.pdf
2.Attach 1 - Vendor Procurement and Management Audit - AC2023-0230.pdf
3.Attach 2 - Presentation - AC2023-0230.pdf
  • Moved byPublic Member Caltagirone

    That with respect to Report AC2023-0230, 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: (6)Public Member Lambert, Public Member Caltagirone, Councillor Spencer, Councillor Pootmans, Councillor Wyness, and Councillor Wong
    MOTION CARRIED

7.2
Review of Bylaws 30M2004 (City Auditor) and 33M2020 (Audit Committee), AC2023-0236

This item has attachments. 
1.Review of Bylaw 30M2004 (City Auditor) and Bylaw 33M2020 (Audit Committee) - AC2023-0236.pdf
2.Attach 1 - Bylaw 30M2004 - AC2023-0236 .pdf
3.Attach 2 - Bylaw 33M2020 - AC2023-0236 .pdf
4.Attach 3 - Terms of Reference - Bylaw Review Working Group - AC2023-0236 .pdf
  • Moved byPublic Member Caltagirone

    That with respect to Report AC2023-0236, the following be approved, after amendment:

    That the Audit Committee:

    1. Direct that a Bylaw Review Working Group be established to review the City Auditor’s Bylaw 30M2004 (Attachment 1) and the Audit Committee Bylaw 33M2020 (Attachment 2), and that proposed amendments be brought to Audit Committee no later than 2023 Q4;

    2. Approve the Amended Terms of Reference (Attachment 3, in the section entitled "Composition" by deleting "Up to" and inserting "A minimum of";) for this Bylaw Review Working Group;

    3. Appoint the following members of the Audit Committee to the Bylaw Review Working Group:

    • Councillor Pootmans;
    • Councillor Wong;
    • Public Member Lambert; and

    4. Request that Members of the Audit Committee provide the Bylaw Review Working Group with their comments with respect to amendments to both Bylaws for their consideration.

    For: (6)Public Member Lambert, Public Member Caltagirone, Councillor Spencer, Councillor Pootmans, Councillor Wyness, and Councillor Wong
    MOTION CARRIED

8.
ITEMS DIRECTLY TO COMMITTEE

 

9.
URGENT BUSINESS

 

None

10.
CONFIDENTIAL ITEMS

 
  • Moved byPublic Member Lambert

    That pursuant to Sections 16 (Disclosure harmful to business interests of a third party) and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, Committee now move into Closed Meeting, at 10:32 a.m. in the Engineering Traditions Committee Room, to discuss confidential matters with respect to the following Items:

    • 10.1.1 External Auditor - Progress and Fees Update on 2022 Audit (Realignment), AC2023-0249
    • 10.1.2 External Auditor (Verbal), AC2023-0242
    • 10.1.3 Confidential Progress Update on 2022 Annual Financial Report (Verbal), AC2023-0280
    • 10.1.4 Audit Forum (Verbal), AC2023-0241
    • 10.1.5 City Auditor (Verbal), AC2023-0243

    And further, that the following be authorized to attend the Closed Meeting with respect to Items: 10.1.1, 10.1.2, and 10.1.3: Harman Gill, Nicole Torgrimson, Sanjeev Rajani, and Simona Milojevik, External Auditors (Deloitte LLP).

    For: (6)Public Member Lambert, Public Member Caltagirone, Councillor Spencer, Councillor Pootmans, Councillor Wyness, and Councillor Wong
    MOTION CARRIED

    Public Member Lambert (Remote Member) left the meeting at 11:00 a.m.

    Committee reconvened in public meeting at 11:34 a.m. with Councillor Pootmans in the Chair.

    ROLL CALL

    Councillor Spencer, Councillor Wong, Councillor Wyness, Public Member Caltagirone, and Councillor Pootmans. 

    Absent from Roll Call: Public Member Kim and Public Member Lambert


  • Moved byCouncillor Spencer

    That Committee rise and report.

    MOTION CARRIED

10.1
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

 

10.1.1
External Auditor – Progress and Fees Update on 2022 Audit (Realignment), AC2023-0249

 
People in attendance during the Closed Meeting discussions with respect to Confidential Report AC2023-0249:
Clerks: S. Lancashire, C. Doi, A. Degrood, and B. Robinson. Advice: C. Male, L. Tochor, L. Ormsby, and C. Smillie. External: H. Gill, N. Torgrimson, S. Milojevik, and S. Rajani.
  • Moved byCouncillor Wong

    That with respect to Confidential Report AC2023-0249, the following be approved:

    That the Audit Committee:

    1. Approve Recommendations 1 and 2 contained in Confidential Report AC2023-0249;
    2. Recommend that Council receive this report for information and the Corporate Record; and
    3. Recommend that Council direct that the Closed Meeting discussions, report, recommendations, and attachment be held confidential pursuant to Sections 16 (Disclosure harmful to business interests of a third party) and 24 (Advice from Officials) of the Freedom of Information and Protection of Privacy Act, to be reviewed by 2023 April 30.
    MOTION CARRIED

10.1.2
External Auditor (Verbal), AC2023-0242

 
People in attendance during the Closed Meeting discussions with respect to Confidential Verbal Report AC2023-0242:
Clerks: S. Lancashire, C. Doi, A. Degrood, and B. Robinson. Advice: C. Male, L. Tochor, L. Ormsby, and C. Smillie. External: H. Gill, N. Torgrimson, S. Milojevik, and S. Rajani.
  • Moved byCouncillor Wyness

    That with respect to Confidential Verbal Report AC2023-0242, 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: (5)Public Member Caltagirone, Councillor Spencer, Councillor Pootmans, Councillor Wyness, and Councillor Wong
    MOTION CARRIED

10.1.3
Confidential Progress Update on 2022 Annual Financial Report (Verbal), AC2023-0280

 

People in attendance during the Closed Meeting discussions with respect to Confidential Verbal Report AC2023-0280:

Clerks: S. Lancashire, C. Doi, A. Degrood, and B. Robinson. Advice: C. Male, L. Tochor, L. Ormsby, C. Smillie, and G. Wiebe. External: H. Gill, N. Torgrimson, S. Milojevik, and S. Rajani.
  • Moved byCouncillor Spencer

    That with respect to Confidential Verbal Report AC2023-0280, 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: (5)Public Member Caltagirone, Councillor Spencer, Councillor Pootmans, Councillor Wyness, and Councillor Wong
    MOTION CARRIED

10.1.4
Audit Forum (Verbal), AC2023-0241

 

People in attendance during the Closed Meeting discussions with respect to Confidential Verbal Report AC2023-0241:

Clerks: S. Lancashire, C. Doi, A. Degrood, and B. Robinson. Advice: C. Male, L. Tochor, L. Ormsby, C. Smillie, and G. Wiebe.
  • Moved byCouncillor Wong

    That with respect to Confidential Verbal Report AC2023-0241, 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: (5)Public Member Caltagirone, Councillor Spencer, Councillor Pootmans, Councillor Wyness, and Councillor Wong
    MOTION CARRIED

10.1.5
City Auditor (Verbal), AC2023-0243

 

​Administration in attendance during the Closed Meeting discussions with respect to Confidential Verbal Report AC2023-0243:

Clerks: S. Lancashire, C. Doi, A. Degrood, and B. Robinson. Advice: L. Ormsby and C. Smillie.
  • Moved byPublic Member Caltagirone

    That with respect to Confidential Verbal Report AC2023-0243, 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: (5)Public Member Caltagirone, Councillor Spencer, Councillor Pootmans, Councillor Wyness, and Councillor Wong
    MOTION CARRIED

10.2
URGENT BUSINESS

 

None

11.
BRIEFINGS

 

12.
ADJOURNMENT

 
  • Moved byCouncillor Spencer

    That this meeting adjourn at 11:45 a.m.

    MOTION CARRIED

    The following items have been forwarded to the 2023 April 25 Regular Meeting of Council:

    CONSENT

    • Calgary Housing Company - Vendor Procurement and Management Audit, AC2023-0230
    • External Auditor - Progress and Fees Update on 2022 Audit (Realignment), AC2023-0249

    The next Regular Meeting of the Audit Committee is scheduled to be held on 2023 April 19 at 8:30 a.m.

    CONFIRMED BY COMMITTEE ON


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