MINUTES

AUDIT COMMITTEE

Meeting #:
Date:
-
Location:
IN THE COUNCIL CHAMBER
PRESENT:
  • Councillor E. Woolley, Chair
  • Councillor J. Farkas, Vice-Chair
  • Councillor D. Colley-Urquhart
  • Councillor J. Gondek
  • Citizen Representative L. Caltagirone
  • Citizen Representative M. Dalton
ABSENT:
  • Citizen Representative M. Lambert
ALSO PRESENT:
  • External Auditor H. Gill
  • Chief Financial Officer, C. Male
  • City Auditor K. Palmer
  • Executive Assistant C. Smillie
  • A/City Clerk D. Williams
  • Recorder A. de Grood

1.
CALL TO ORDER
 

Acting City Clerk Williams called the Meeting to order at 9:30 a.m.

2.
ELECTION OF CHAIR
 

Following nomination procedures, Councillor Woolley was elected Chair of the Audit Committee, by acclamation.

Councillor Woolley assumed the Chair at 9:31 a.m. and Acting City Clerk Williams returned to her seat in the Council Chamber.

3.
ELECTION OF VICE-CHAIR
 

Following nomination procedures, Councillor Farkas was elected Vice-Chair of the Audit Committee, by acclamation.

4.
OPENING REMARKS
 

Councillor Woolley provided opening remarks and welcomed Councillor Colley-Urquhart and the Citizen Representatives, Lambert and Caltagirone, back to the Audit Committee.

5.
CONFIRMATION OF AGENDA
 

  • Moved byCouncillor Gondek

    That the Agenda for the 2019 December 06 Regular Meeting of the Audit Committee be confirmed.

    MOTION CARRIED

6.
CONFIRMATION OF MINUTES
 

6.1
Minutes of the Regular Meeting of the Audit Committee, 2019 October 24
This item has attachments. 

1.Unconfirmed Minutes-2019-10-24- Audit Committee.pdf
  • Moved byCitizen Representative Caltagirone

    That the Minutes of the 2019 October 24 Regular Meeting of the Audit Committee be confirmed.

    MOTION CARRIED

7.
CONSENT AGENDA
 

  • Moved byCitizen Representative Dalton

    That the Recommendation in the following report be approved:

8.
POSTPONED REPORTS
 

None

9.
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES
 

9.1
Waste and Recycling – Blue Cart Contamination Prevention Audit, AC2019-1240
This item has attachments. 

1.AC2019-1240-Blue Cart Contamination Prevention Audit .pdf
2.AC2019-1240-Attach 1-Blue Cart Contamination Prevention Audit.pdf
  • Moved byCouncillor Colley-Urquhart

    That with respect to Report AC2019-1240, the following be approved:

    1. That the Audit Committee receive this Report for the Corporate Record; and
    2. That the Audit Committee recommend that Council receive this Report for the Corporate Record.
    MOTION CARRIED

9.2
Audit Committee 2020 Interim Work Plan, AC2019-1541
This item has attachments. 

1.AC2019-1541-Audit Committee 2020 Interim Work Plan.pdf
2.AC2019-1541-Attach 1-2020 Interim Work Plan (January).pdf
3.Distrib-Revised Attach-AC20199-1541.pdf

A Revised Attachment was distributed with respect to Report AC2019-1541.

  • Moved byCitizen Representative Caltagirone

    That with respect to Report AC2019-1541, the following be approved:

    That the Audit Committee:

    1. Approve the Audit Committee’s 2020 Interim Work Plan; and
    2. Recommend that Council receive this Report and the 2020 Interim Work Plan (Revised Attachment) for the Corporate Record in accordance with Bylaw 48M2012, Schedule A, Section 1(k).
    MOTION CARRIED

9.3
Status of Community Associations and Social Recreation Organizations on City-Owned Land, AC2019-1175
This item has attachments. 

1.Status of Community Association and Social Recreation Organizations on City-Owned Land - AC2019-1175.pdf
2.AC2019-1175 Att 1.pdf
3.AC2019-1175 Att 2.pdf
4.Distrib-Presentation-AC2019-1175.pdf

A presentation entitled "Status of Community Associations and Social Recreation Organizations on City-owned Land AC2019-1175" dated 2019 December 06 was distributed with respect to Report AC2019-1175.

Councillor Woolley left the Chair at 10:15 a.m. and Councillor Farkas assumed the Chair.

Councillor Woolley resumed the Chair at 10:17 a.m. and Councillor Farkas returned to his regular seat on Committee.

  • Moved byCitizen Representative Caltagirone

    That with respect to Report AC2019-1175, the following be approved:

    That the Audit Committee recommends that Council:

    1. Receive this Report and Presentation for the Corporate Record; and,
    2. Direct that Attachment 3 remain confidential pursuant to Sections 16 (Disclosure harmful to business interests of a third party), 23 (Local public body confidences) , and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, to be reviewed 2029 December 06.
    MOTION CARRIED

10.
ITEMS DIRECTLY TO COMMITTEE
 

11.
URGENT BUSINESS
 

None

12.
CONFIDENTIAL ITEMS
 

  • Moved byCitizen Representative Dalton

    That pursuant to Sections 16 (Disclosure harmful to business interests of a third party), 19 (Confidential evaluations), and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, the Audit Committee move into Closed Meeting in the Council Lounge, at 10:24 a.m. to discuss confidential matters, with respect to the following items:

    • 12.1.1 Audit Committee Annual Self-Assessment (2018-2019), AC2019-1213
    • 12.1.4 City Auditor (Verbal), AC2019-1483
    MOTION CARRIED

  • Committee moved into Public meeting at 10:42 a.m. with Councillor Woolley in the Chair.

    Moved byCouncillor Farkas

    That Committee rise and report

    MOTION CARRIED

12.1
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES
 

12.1.1
Audit Committee Annual Self-Assessment (2018-2019), AC2019-1213
 

People in attendance during the Closed Meeting discussions with respect to Report AC2019-1213:

Clerks: D. Williams. Advice: C. Smillie.

  • Moved byCitizen Representative Caltagirone

    That with respect to Report AC2019-1213, the following be approved:

    That the Audit Committee:

    1. Receive this Report and Attachment for the Corporate Record;

    2. Direct the Executive Assistant to bring an update on the Survey to Audit Committee in 1st Quarter 2020; and

    3. Direct that this Report and Closed Meeting discussions remain confidential pursuant to Sections 16 (Disclosure harmful to business interests of a third party) and 19 (Confidential evaluations) of the Freedom of Information and Protection of Privacy Act, to be reviewed by 2034 December 06

    MOTION CARRIED

12.1.2
Audit Forum (Verbal), AC2019-1481
 

No report was given.

12.1.3
External Auditor (Verbal), AC2019-1482
 

No report was given.

12.1.4
City Auditor (Verbal), AC2019-1483
 

People in attendance during the Closed Meeting discussions with respect to Report AC2019-1483:

Clerks: D. Williams. Advice: K. Palmer. Observer: C. Smillie.

  • Moved byCouncillor Farkas

    That with respect to Report AC2019-1483, the following be approved:

    That Audit Committee:

    1. Receive the Verbal Report AC2019-1483 for the Corporate Record; and

    2. Direct that Closed Meeting discussions remain confidential pursuant to Section 24  (Advice from officials) of the Freedom of Information and Protection of Privacy Act.

    MOTION CARRIED

12.2
URGENT BUSINESS
 

None

13.
ADJOURNMENT
 

  • Moved byCitizen Representative Dalton

    That this Meeting adjourn at 10:45 a.m.

    MOTION CARRIED

    The following items have been forwarded on to the 2019 December 16 Combined Meeting of Council:

    CONSENT:

    • Waste and Recycling - Blue Cart Contamination Prevention Audit, AC2019-1240
    • Audit Committee 2020 Interim Work Plan, AC2019-1541
    • Status of Community Associations and Social Recreation Organizations on City-owned Land, AC2019-1175

    The next Regular Meeting of the Audit Committee is scheduled to be held on 2020 January 24 at 9:30 a.m.

    CONFIRMED BY COMMITTEE ON


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