MINUTES

AUDIT COMMITTEE

-
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
  • Citizen Representative M. Lambert
ALSO PRESENT:
  • A/ Chief Financial Officer T. Nguyen
  • City Auditor K. Palmer
  • External Auditor H. Gill
  • Executive Assistant C. Smillie
  • Deputy City Clerk K. Martin
  • Legislative Coordinator S. Muscoby

Councillor Woolley called the Meeting to order at 9:35 a.m.

Councillor Woolley provided opening remarks.

  • Moved byCitizen Representative Caltagirone

    That the Agenda for the 2020 January 24 Regular Meeting of the Audit Committee be confirmed.

    MOTION CARRIED
  • Moved byCouncillor Farkas

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

    MOTION CARRIED

A presentation entitled "2019 Year-end City Manager's Risk Report" was distributed with respect to Report AC2020-0011.

Councillor Gondek introduced a group of Grade 7-9 students from St Jean Brebeuf School, along with their teachers Carla Leakos and Melissa Dingey.

  • Moved byCitizen Representative Lambert

    That with respect to Report AC2020-0011, the following be approved:

    That the Audit Committee:

    1. Receives Report AC2020-0011 and the presentation for the Corporate Record and discussion pursuant to Bylaw 48M2012, Schedule A, Section 5; and
    2. Forwards this Report to Council for the Corporate Record.

       

    MOTION CARRIED

A presentation entitled "Integrated Risk Management Council Policy Review" was distributed with respect to Report AC2020-0022.

Councillor Woolley left the Chair at 10:41 a.m. and Councillor Farkas assumed the Chair.

Councillor Woolley resumed the Chair at 10:44 a.m.and Councillor Farkas returned to his regular seat in Committee.

  • Moved byCitizen Representative Caltagirone

    That with respect to Report AC2020-0022, the following be approved:

    That the Audit Committee recommends that Council approve the revised Integrated Risk Management Council policy (CC011) in Attachment 2.

    MOTION CARRIED
  • Moved byCitizen Representative Lambert

    That with respect to Report AC2020-0065, the following be approved:

    That the Audit Committee:

    1. Receives this Report and attachments for the Corporate Record; and
    2. Recommends that Council receive this Report and attachments for the Corporate Record pursuant to Audit Committee Bylaw 48M2012, Schedule B, Section 1(f).
    MOTION CARRIED

The Report entitled "Audit Committee 2020 Work Plan" was distributed with respect to Report AC2020-0079.

  • Moved byCitizen Representative Caltagirone

    That the Audit Committee:

    1. Approve that portion of the Audit Committee’s 2020 Work Plan (Attachment 1) for meetings scheduled from 2020 February through December; and
    2. Recommends that Council receive this Report and Attachments for Information and the Corporate Record in accordance with Bylaw 48M2012, Schedule A, Section 1(k).

     

    MOTION CARRIED
  • Moved byCouncillor Colley-Urquhart

    That with respect to Report AC2020-0118, 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
  • Moved byCouncillor Colley-Urquhart

    That with respect to Report AC2020-0023, the following be approved:

    That the Audit Committee direct Administration to:

    1. Cease the current Annual Control Environment Assessment effective for the fiscal year end December 31, 2019, and develop and implement a project plan to identify, document, and test key internal controls over financial reporting at a demonstrable level as per the timelines set out in Attachment 2 for Option 2;
    2. Provide annual updates to the Audit Committee on the status of the implementation of Option 2; and
    3. Provide a report to the Audit Committee no later than Q3 2022 on the results of the testing of key internal controls over financial reporting for the 2021 year-end, with annual reporting thereafter.
    MOTION CARRIED
  • Moved byCitizen Representative Lambert

    That pursuant to Sections 24 (Advice from officials), and 25 (Disclosure harmful to economic and other interests of a public body) of the Freedom of Information and Protection of Privacy Act, the Audit Committee move into Closed Meeting in the Council Lounge, at 11:37 a.m. to discuss confidential matters, with respect to the following items:

    • 10.1.1 Audit Forum (Verbal), AC2020-0024
    • 10.1.2 External Auditor (Verbal), AC2020-0025
    • 10.1.3 City Auditor (Verbal), AC2020-0026

    And further, that Harman Gill and Ivana Cvitanusic, External Auditors (Deloitte LLP), be invited to attend the Closed Meeting.

    MOTION CARRIED

    Committee moved into Public Meeting at 11:57 a.m. with Councillor Woolley in the Chair.


  • Moved byCitizen Representative Dalton

    That Committee rise and report.

    MOTION CARRIED

People in attendance during the Closed Meeting discussions with respect to Report AC2020-0024:

City Clerks: K. Martin Advice: T. Nguyen, K. Palmer, H.Gill Observer: C. Smillie

  • Moved byCouncillor Colley-Urquhart

    That with respect to Report AC2020-0024, the following be approved:

    1. That the Audit Committee thank Administration for their presentation; and
    2. Direct that the closed meeting discussions remain confidential pursuant to Sections 24 (Advice from Officials) and 25 (Disclosure harmful to economic interests of a public body) of the Freedom of Information and Protection of Privacy Act.

     

    MOTION CARRIED

No report was given.

 

People in attendance during the Closed Meeting discussions with respect to Report AC2020-0026:

City Clerks: K. Martin Advice: K. Palmer, A.Bleau Observer: T.Nguyen, C. Smillie

  • Moved byCitizen Representative Dalton

    That with respect to Report AC2020-0026, the following be approved:

    1. That the Audit Committee thank Administration for their presentation; and
    2. Direct that the closed meeting discussions remain confidential pursuant to Sections 24 (Advice from Officials) of the Freedom of Information and Protection of Privacy Act.
    MOTION CARRIED
  • Moved byCouncillor Farkas

    That this meeting adjourn at 11:59 a.m.

    MOTION CARRIED

    The following items have been forwarded on to the 2020 February 03 Combined Meeting of Council:

    CONSENT:

    • 7.1       2019 City Manager’s Risk Report, AC2020-0011

    • 7.2       Integrated Risk Management Policy Review, AC2020-0022

    • 7.3       External Auditor 2018 Management Letter, AC2020-0065

    • 7.4       Audit Committee 2020 Work Plan, AC2020-0079

    • 7.5       City Auditor's Office 4th Quarter 2019 Report, AC2020-0118

    The next Regular Meeting of the Audit Committee is scheduled to be held on 2020 February 13 at 9:30 a.m.

     

     

     

    CONFIRMED BY COMMITTEE ON