PRESENT:

Councillor R. Pootmans, Chair

Councillor E. Woolley, Vice-Chair

Councillor P. Demong

Councillor B. Pincott

Citizen Representative S. Crabtree

Citizen Representative B. Fitzsimmons

Citizen Representative, Mr. R. Ghosh

ALSO PRESENT:

Councillor W. Sutherland

Chief Financial Officer E. Sawyer

City Auditor K. Palmer

Deputy City Manager B. Stevens

Executive Assistant C. Smillie

External Auditor T. Nakka

Legislative Assistant M. Cario

1.

CONFIRMATION OF AGENDA

CONFIRM AGENDA, Moved by Councillor Woolley, that the Agenda for the

2016 February 18 Regular Meeting of the Audit Committee be confirmed.

CARRIED

2.

CONFIRMATION OF MINUTES

2.1

MINUTES OF THE REGULAR MEETING OF THE AUDIT COMMITTEE,

               2016 JANUARY 21

CONFIRM MINUTES, Moved by Councillor Pincott, that the Minutes of the Regular Meeting of the Audit Committee held on 2016 January 21, be confirmed.

CARRIED

3.

ITEMS FROM ADMINISTRATION AND COMMITTEES

3.1

CITY AUDITOR’S OFFICE 2015 ANNUAL REPORT, AC2016-0084

APPROVE, Moved by Councillor Demong, that the City Auditor’s Recommendations contained in Report AC2016-0084 be approved, as follows:

That the Audit Committee:

1.    Receives the Report and Attachment for Information;

2.    Recommends that Section 2.0 of the Attachment entitled “Effective Delivery of the Whistle-blower Program” with respect to the Whistle-Blower Program be approved; and

3.    Recommends that Council receives the Report and Attachment for information.

CARRIED

3.2

ROCKY RIDGE RECREATION FACILITY AUDIT, AC2016-0108

APPROVE, Moved by Councillor Woolley, that the City Auditor’s Recommendations contained in Report AC2016-0108 be approved, as follows:

That the Audit Committee:

1.    Receives the Report for Information; and

2.    Recommends that Council receives the Report for information.

CARRIED

3.3

AUDIT COMMITTEE 2015 ANNUAL STATUS REPORT, AC2016-0121

APPROVE, Moved by Councillor Woolley, that the Audit Resource Recommendation contained in Report AC2016-0121 be approved, as follows:

That the Audit Committee receives this Report for information.

CARRIED

3.4

AUDIT COMMITTEE 2016 MONTHLY STATUS REPORT, AC2016-0122

APPROVE, Moved by Councillor Pincott, that the Audit Resource Recommendation contained in Report AC2016-0122 be approved, as follows:

That the Audit Committee receives this Report for information.

CARRIED

4.

URGENT BUSINESS

No items of Urgent Business were added to today’s Meeting.

5.

IN CAMERA ITEMS

IN CAMERA, Moved by Councillor Pincott, that in accordance with Section 197(2) of the Municipal Government Act and Sections 24(1)(a)(b)(c) and (d), 25(1)(b) and (c) and 26(b) of the Freedom of Information and Protection of Privacy Act, the Audit Committee move in camera, at 11:11 a.m., in order to consider several confidential matters.

CARRIED

The Audit Committee moved into public session at 12:04 p.m. with Councillor Pootmans in the Chair.

RISE AND REPORT, Moved by Councillor Pincott, that the Audit Committee rise and report.

CARRIED

5.1

CIVIC ENTITIES PRESENTATION UPDATE, AC2016-0133

APPROVE, Moved by Councillor Demong, that the Audit Reserve Recommendations contained in Report AC2016-0133 be approved, as follows:

That the Audit Committee:

1.   Receives the Report and Attachments for information; and

2.   That the Report, Attachments 1, 2, 3 and 4, and the In Camera discussions remain confidential pursuant to Sections 24(1) and 25(1)(b) and (c) of the Freedom of Information and Protection of Privacy Act.

CARRIED

5.2

EXTERNAL AUDITOR 2015 SERVICE PLAN UPDATE, AC2016-0173

DISTRIBUTION

At the request of the External Auditor and with the concurrence of the Chair, the Legislative Assistant distributed a Report entitled, “External Auditor 2015 Service Plan Update”, dated 2016 February 18, with respect to Report AC2016-0173, which is to remain confidential pursuant to Sections 24(1) and 26(b) of the Freedom of Information and Protection of Privacy Act.

CLERICAL CORRECTIONS

At the request of the External Auditor, a clerical correction was noted in the Report on pages 1 and 2, Title, by replacing “AC2015-0173” with “AC2016-0173”.

APPROVE, Moved by Councillor Pincott, that the External Auditor’s Recommendations contained in Report AC2016-0173 be approved, as follows:

That the Audit Committee:

1.   Approves the External Auditor Recommendation 1 contained in Report AC2016-0173;

2.   Recommends that Council receives this Report and Attachment for information; and

3.   That the Report, Recommendations, Attachment and In Camera discussions remain confidential pursuant to Sections 24(1) and 26(b) of the Freedom of Information and Protection of Privacy Act.

CARRIED

5.3

AUDIT FORUM (VERBAL), AC2016-0116

There were no Audit Forum items to discuss.

5.4

EXTERNAL AUDITOR REPORT (VERBAL), AC2016-0117

APPROVE, Moved by Councillor Woolley, that with respect to Verbal Report

AC2016-0117, the following be approved:

That the Audit Committee:

1.   Receives the External Auditor - Verbal Report, for information; and

2.   Direct that the Verbal Report and In Camera discussions remain confidential pursuant to Sections 24(1)(a) and (d) of the Freedom of Information and Protection of Privacy Act.

CARRIED

5.5

CITY AUDITOR REPORT (VERBAL), AC2016-0118

APPROVE, Moved by Councillor Demong, that with respect to Verbal Report AC2016-0118, the following be approved:

That the Audit Committee:

1.   Receives the City Auditor - Verbal Report, for information; and

2.   Direct that the Verbal Report and In Camera discussions remain confidential pursuant to Sections 24(1)(a)(b) and (d) of the Freedom of Information and Protection of Privacy Act.

CARRIED

5.6

CHIEF FINANCIAL OFFICER REPORT (VERBAL), AC2016-0119

The Chief Financial Officer had nothing to report.

5.7

CHAIR OF AUDIT COMMITTEE REPORT (VERBAL), AC2016-0120

APPROVE, Moved by Councillor Woolley, that with respect to Verbal Report AC2016-0120, the following be approved:

That the Audit Committee:

1.   Receives the Chair of Audit Committee - Verbal Report, for information; and

2.   Direct that the Verbal Report and In Camera discussions remain confidential pursuant to Sections 24(1)(a)(b) and (c) of the Freedom of Information and Protection of Privacy Act.

CARRIED

6.

URGENT BUSINESS IN CAMERA

No items of Urgent Business In Camera were added to today’s Meeting.

7.

ADJOURNMENT

ADJOURN, Moved by Mr. Ghosh, that this meeting adjourn at 12:07 p.m.

CARRIED

CONFIRMED BY COMMITTEE ON

   CHAIR                                                                        LEGISLATIVE ASSISTANT

CONSENT:

CITY AUDITOR’S OFFICE 2015 ANNUAL REPORT, AC2016-0084

ROCKY RIDGE RECREATION FACILITY AUDIT, AC2016-0108

IN CAMERA:

EXTERNAL AUDITOR 2015 SERVICE PLAN UPDATE, AC2016-0173

The next Regular Meeting of the Audit Committee has been scheduled to be held on

2016 March 17 at 9:30 AM.