MINUTES

AUDIT COMMITTEE

Meeting #:
Date:
-
Location:
IN THE COUNCIL CHAMBER
PRESENT:
  • Councillor G. Chahal, Vice-Chair
  • Councillor J. Farkas
  • Councillor D. Farrell
  • Councillor E. Woolley, Chair
  • Citizen Representative L. Caltagirone
  • Citizen Representative M. Dalton
  • Citizen Representative M. Lambert
ALSO PRESENT:
  • Legislative Assistant L Mc Dougall, Clerk's Dept
  • Acting City Clerk D. Williams, City Clerk's Dept
  • Chief Financial Officer E. Sawyer

Acting City Clerk Williams called the Audit Committee meeting to order at 9:30 a.m.

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

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

Councillor Woolley welcomed all present and new members of the Audit Committee to the first meeting of the Audit Committee following the election of the new Council

  • Moved byCouncillor Chahal

    CONFIRM AGENDA, that the Agenda for the
    2017 December 14 Regular Meeting of the Audit Committee be confirmed.

    MOTION CARRIED
  • Moved byCouncillor Chahal

    That the Minutes of the Regular Meeting of the Audit Committee, dated 2017 September 14 be approved.

    MOTION CARRIED
  • Moved byCouncillor Farkas

    That with respect to Report AC2017-1201 the following be approved:

    1. That the Audit Committee receive this report for information; and

    2. That the Audit Committee recommends that Council receive this report for information.

    MOTION CARRIED

A clerical correction was noted to the Attachment of Report AC2017-1204, Page 7 of 8, in the Risk Assessed Priority: 2018, under column "Status", by adding the words "new addition to plan" following the words "Not started".

  • Moved byCouncillor Chahal

    That with respect to Report AC2017-1204 the following be approved, as corrected in Attachment 1, as follows:

    1.  That Audit Committee receive this report for information; and

    2.  That Audit Committee recommend that Council receive this report for    information.

    MOTION CARRIED

Distribution with respect to Report AC2017-1136:

A copy of a Revised Attachment to Report AC2017-1136.

  • Moved byCouncillor Farrell

    That with respect to Report AC2017-1136, the following be approved:

    That the Audit Committee:

    1.  Approves the Audit Committee’s Revised 2018 Work Plan; and

    2.  Recommends that Council receive this Report and the Revised 2018 Work Plan (Attachment) for Information.

    And further, that this Report be forwarded to the 2018 December 18 Regular Meeting of Council as an Item of Urgent Business.

    MOTION CARRIED
  • Moved byCouncillor Chahal

    That with respect to Report AC2017-1246, the following be approved:

    That the Audit Committee approve the provision of additional services to The City by Integration New Media, Inc., a recent acquisition of Deloitte LLP, External Auditor.

    MOTION CARRIED

Clerical Corrections were noted to Report AC2017-1149, as follows:

  • In the Report header by deleting the words "Community & Protective and by substituting the words “Community Services”; and 
  • in Attachment 1, page 2, in the footer, by deleting the words "Status of Community Associations and Social Recreation Organizations on City-Owned Land" following the Report number "AC2017-1149 and by substituting the words "Definitions of Rating Terms".  
  • Moved byCouncillor Chahal

    That with respect to Report AC2017-1149, the following be approved:

    That Audit Committee recommends that Council:

    1. Receive this report for information;

    2. Approve that the following policy be rescinded: Status of Community Organizations on City-Owned Land (CSPS015) (Attachment 7);

    3. Direct that attachments 3, 4 and 5 of this report remain confidential pursuant to sections 23(1), 24(1) and 16(1) of the FOIP Act and remain so until such time as section 16 is no longer satisfied.

    MOTION CARRIED
  • Moved byCouncillor Chahal

    That, subject to Section 197 of the Municipal Government Act, and Sections 16, 17, 19 and 24 of the Freedom of Information and Protection of Privacy Act, the Gas, Power and Telecommunications Committee move into Closed meeting at 11:10 a.m. to consider several confidential matters with respect to the following Reports:

    • Item 9.1 Audit Forum (Verbal Report), AC2017-1158
    • Item 9.2 City Auditor (Verbal Report), AC2017-1159
    • Item 9.3 External Auditor (Verbal Report), AC2017-1160
    • Item 9.4 Personnel Matter (Verbal Report) AC2017-1223.
    MOTION CARRIED

9.1
Audit Forum (Verbal Report) - AC2017-1158

9.2
City Auditor (Verbal Report) - AC2017-1159

9.3
External Auditor (Verbal Report) - AC2017-1160

9.4
Personnel Matter - AC2017-1223

9.5
Status of Community Associations and Social Recreational Organizations on City-Owned Land, AC2017-1149 Attachments 3, 4 and 5 (FOIP 16,23, and 24)

 

 

  • Moved byCouncillor Chahal

    That, subject to Section 197 of the Municipal Government Act, and Sections 16, 17, 19 and 24 of the Freedom of Information and Protection of Privacy Act, the Audit Committee move into Closed meeting at 11:10 a.m. to consider several confidential matters with respect to the following Reports:

    • Item 9.1 Audit Forum (Verbal Report), AC2017-1158
    • Item 9.2 City Auditor (Verbal Report), AC2017-1159
    • Item 9.3 External Auditor (Verbal Report), AC2017-1160
    • Item 9.4 Personnel Matter (Verbal Report) AC2017-1223.
    MOTION CARRIED


    The Audit Committee moved into public session at 11:39 a.m. with Councillor Woolley in the Chair.

  • Moved byCouncillor Farrell

    That Audit Committee Rise and Report.

    MOTION CARRIED

That, subject to Section 197 of the Municipal Government Act, the following members were in attendance, in Closed Meeting: D

Administration: D. Williams (Clerk), E. Sawyer (Advice), C. Male (Advice), C. Smillie (Advice)

City Auditor: K. Palmer (Advice)

External Auditors: H. Gill (Advice), N. Torgrimson (Advice),

  • That with respect to Report AC2017-1158, the following be adopted:

    1. Receives the Audit Forum (Verbal Report); and
    2. Directs that the Verbal Report and closed meeting discussions remain confidential under sections 16 and 24 of the Freedom of Information and Protection of Privacy Act.
    MOTION CARRIED

No Report was given for this item.

That, subject to Section 197 of the Municipal Government Act, the following members of Administration were in attendance, in Closed Meeting: D. Williams (Clerk), E. Sawyer (Advice), C. Male (Advice), H. Gill (Advice), N. Torgrimson (Advice), C. Smillie (Advice).

  • That with respect to Report AC2017-1160, the following be approved:

    That the Audit Committee:

    1.  Receives the External Auditor (Verbal Report) for information; and

    2.  Directs that the Verbal Report and closed meeting discussions remain confidential under sections 16 and 24 of the Freedom of Information and Protection of Privacy Act.

That, subject to Section 197 of the Municipal Government Act, the following members of Administration were in attendance, in Closed Meeting: D. Williams (Clerk), E. Sawyer (Advice), H. Gardner (Advice), R. Andersen (Advice).

DISTRIBUTION with respect to Report AC2017-1223

Copies of Report AC2017-1223 were distributed in the Closed Meeting.

  • Moved byCouncillor Farrell

    That with respect to Report AC2017-1223, the following be approved:

     

    That the Audit Committee:

    1. Approves the Recommendations contained in Report AC2017-1223; and

    2.         Directs that the distributed Report and closed meeting discussions remain confidential under Sections 17 and 19 of the Freedom of Information and Protection of Privacy Act, and further, that the Recommendations of this Report remain confidential until the amendments are executed and Council has made an announcement.

    MOTION CARRIED
  • Moved byCouncillor Farkas

    ADJOURN, that this meeting adjourn at 11:41 a.m.

    MOTION CARRIED