MINUTES

AUDIT COMMITTEE

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ENGINEERING TRADITIONS COMMITTEE ROOM
PRESENT:
  • Councillor E. Spencer, Chair
  • Councillor R. Pootmans, Vice-Chair
  • Councillor C. Walcott
  • Public Member K. Kim
  • Public Member C. McGillivray
  • Public Member J. Naicker (Remote Participation)
ABSENT:
  • Councillor J. Wyness (Council Business)
ALSO PRESENT:
  • Chief Financial Officer C. Male
  • City Auditor L. Ormsby
  • A/External Auditor N. Torgrimson
  • Executive Advisor C. Smillie
  • A/City Clerk S. Lancashire
  • Legislative Advisor J. Booth

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.

Public Member Naicker provided a traditional land acknowledgement.

City Auditor Ormsby recognized the month of May as Internal Audit Awareness Month.

3.
CONFIRMATION OF AGENDA

 
  • Moved byCouncillor Pootmans

    That the Agenda for the 2024 May 23 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 April 18

This item has attachments. 
1.Unconfirmed Minutes-2024-04-18-Audit Committee.pdf
  • Moved byCouncillor Walcott

    That the Minutes of the 2024 April 18 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
Financial Reserves Audit, AC2024-0569

This item has attachments. 
1.Financial Reserves Audit - AC2024-0569.pdf
2.Attach 1 - Financial Reserves Audit Report - AC2024-0569.pdf
  • Moved byPublic Member McGillivray

    That with respect to Report AC2024-0569, 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)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Public Member Kim, Public Member McGillivray, and Public Member Naicker
    MOTION CARRIED

7.2
Streetlights Maintenance and Repair Operations Audit, AC2024-0622

This item has attachments. 
1.Streetlights Maintenance and Repair Operations Audit - AC2024-0622.pdf
2.Attach 1 - Streetlights Maintenance and Repair Operations Audit Report - AC2024-0622.pdf
3.Distrib-Presentation-AC2024-0622.pdf

A presentation entitled "Street Lighting Maintenance & Repair Operations Audit" was distributed with respect to Report AC2024-0622.

  • Moved byCouncillor Walcott

    That with respect to Report AC2024-0622, 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)Councillor Spencer, Councillor Walcott, Councillor Pootmans, 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 byPublic Member Kim

    That pursuant to Sections 17 (Disclosure harmful to personal privacy), 20 (Disclosure harmful to law enforcement), and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, Committee now move into Closed Meeting, at 10:40 a.m. in the Engineering Traditions Committee Room, to discuss confidential matters with respect to the following Items:

    • 10.1.1 Endpoint Management Continuous Auditing Project, AC2024-0630
    • 10.1.2 Audit Forum (Verbal), AC2024-0636
    • 10.1.3 External Auditor (Verbal), AC2024-0637
    • 10.1.4 City Auditor (Verbal), AC2024-0638

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

    And further, that pursuant to Section 6(1) of Procedure Bylaw 35M2017, Audit Committee suspend Section 78(2)(a) to forego the lunch recess to complete the Agenda.

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

    Committee reconvened in public meeting at 11:20 a.m. with Councillor Spencer in the Chair.

    ROLL CALL

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

    Absent from Roll Call: Councillor Wyness


  • Moved byCouncillor Pootmans

    That Committee rise and report.

    MOTION CARRIED

10.1
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

 

10.1.1
Endpoint Management Continuous Auditing Project, AC2024-0630

 

People in attendance during the Closed Meeting discussions with respect to Confidential Report AC2024-0630:

Clerks: S. Lancashire, J. Booth, and J. Phillips. Advice: C. Male, J. Bradley, L. Ormsby, R. Visscher, E. Guo, C. Smillie, and T. Andruschak. External: N. Torgrimson and S. Milojevik.
  • Moved byPublic Member Naicker

    That with respect to Confidential Report AC2024-0630, the following be approved:

    That the Audit Committee:

    1. Receive this report for the Corporate Record;
    2. Recommend that Council receive this report for the Corporate Record; and
    3. Direct that the Closed Meeting discussions, Confidential Report, and Confidential Attachment be held confidential pursuant to Section 20 (Disclosure harmful to law enforcement) of the Freedom of Information and Protection of Privacy Act, to be reviewed no later than 2039 May 23.
    For: (6)Councillor Spencer, Councillor Walcott, Councillor Pootmans, Public Member Kim, Public Member McGillivray, and Public Member Naicker
    MOTION CARRIED

10.1.2
Audit Forum (Verbal), AC2024-0636

 

No report given.

10.1.3
External Auditor (Verbal), AC2024-0637

 

No report given.

10.1.4
City Auditor (Verbal), AC2024-0638

 

Administration in attendance during the Closed Meeting discussions with respect to Confidential Verbal Report AC2024-0638:

Clerks: S. Lancashire, J. Booth, and J. Phillips. Advice: L. Ormsby and C. Smillie.
  • Moved byPublic Member Kim

    That with respect to Confidential Verbal Report AC2024-0638, the following be approved:

    That the Audit Committee direct that the Closed Meeting discussions be held confidential pursuant to Sections 17 (Disclosure harmful to personal privacy) and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act.

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

10.2
URGENT BUSINESS

 

None

11.
BRIEFINGS

 

None

12.
ADJOURNMENT

 
  • Moved byCouncillor Walcott

    That this meeting adjourn at 11:22 a.m.

    MOTION CARRIED

    The following Items have been forwarded to the 2024 June 18 Regular Meeting of Council:

    CONSENT AGENDA

    • Financial Reserves Audit, AC2024-0569
    • Streetlights Maintenance and Repair Operations Audit, AC2024-0622
    • Endpoint Management Continuous Auditing Project, AC2024-0630

    The next Regular Meeting of the Audit Committee is scheduled to be held on 2024 June 13 at 9:30 a.m.

    CONFIRMED BY COMMITTEE ON


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