Committee Minutes

city_logo_centred

 

 

MINUTES

 

Audit Committee

HELD 2016 October 20 AT 9:32 AM

IN THE Council Chamber

 

PRESENT:

Councillor R. Pootmans, Chair

Councillor E. Woolley, Vice-Chair

Councillor P. Demong

Citizen Representative S. Crabtree

ALSO PRESENT:

Chief Financial Officer E. Sawyer

City Auditor K. Palmer

Executive Assistant C. Smillie

External Auditor T. Nakka

Legislative Assistant M. Cario

 

 

This meeting was conducted in accordance with the Procedure Bylaw 44M2006, as amended.

 

 

RECOGNITION

 

On behalf of the Audit Committee, Councillor Pootmans acknowledged Citizen Representative Bob Fitzsimmons, for his years of service to the Audit Committee. He thanked Mr. Fitzsimmons for his extraordinary service to the Audit Committee and wished him luck in his future endeavors.

 

 

1.

CONFIRMATION OF AGENDA

 

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

2016 October 20 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 SEPTEMBER 22

 

CONFIRM MINUTES, Moved by Ms. Crabtree, that the Minutes of the Regular Meeting of the Audit Committee held on 2016 September 22, be confirmed.

 

CARRIED

 

 

3.

ITEMS FROM ADMINISTRATION AND COMMITTEES

 

3.1

ENMAX AUDIT AND FINANCE COMMITTEE 2015 ANNUAL REPORT,      AC2016-0811

 

SPEAKERS

 

1.    Charles Ruigrok, Chair, Audit Committee, ENMAX

2.    Helen Wesley, Executive Vice President & Chief Financial Officer (CFO), ENMAX

 

 

IN CAMERA, Moved by Councillor Woolley, that in accordance with Section 197 of the Municipal Government Act and Sections 24(1)(a), 25(1)(b) and 25(1)(c) of the Freedom of Information and Protection of Privacy Act, the Audit Committee move in camera, at 9:43 a.m., in order to consider several confidential matters with respect to Report AC2016-0811 and further that Charles Ruigrok, Chair, Audit Committee, ENMAX and Helen Wesley, Executive Vice President & CFO, ENMAX be invited to attend the in camera session.

 

CARRIED

 

 

DISTRIBUTION

 

At the request of Helen Wesley and with the concurrence of the Chair, the Legislative Assistant distributed copies, In Camera, of a confidential document, with respect to Report AC2016-0811, which is to remain confidential pursuant to Sections 24(1)(a), 25(1)(b) and 25(1)(c) of the Freedom of Information and Protection of Privacy Act.

 

 

The Audit Committee moved into public session at 10:10 a.m. with Councillor Pootmans in the Chair.

 

RISE WITHOUT REPORTING, Moved by Councillor Woolley, that the Audit Committee rise without reporting.

 

CARRIED

 

 

APPROVE, Moved by Councillor Demong, that the Recommendations contained in Report AC2016-0811 be approved, as follows:

 

That the Audit Committee:

 

1.    Receive this Report for information; and

 

2.    Directs that Attachments 1, 6, 7a, 7b and 8, and the In Camera discussions related to those Attachments, remain confidential pursuant to Sections 24(1)(a), 25(1)(b) and 25(1)(c) of the Freedom of Information and Protection of Privacy Act.

 

 

CARRIED

 

 

3.2

TANGIBLE CAPITAL ASSETS UPDATE, AC2016-0769

 

APPROVE, Moved by Councillor Woolley, that the Administration Recommendation contained in Report AC2016-0769 be approved, as follows:

 

That the Audit Committee receive this Report for information.

 

 

CARRIED

 

 

3.3

VENDOR MASTER FILE AUDIT (DATA ANALYTICS), AC2016-0747

 

APPROVE, Moved by Ms. Crabtree, that the Recommendations contained in Report AC2016-0747 be approved, as follows:

 

That the Audit Committee:

 

1.    Receive this Report for information; and

 

2.    Recommend that Council receive this Report for information.

 

 

CARRIED


 

3.4

CITY AUDITOR'S OFFICE 3RD QUARTER 2016 REPORT, AC2016-0804

 

APPROVE, Moved by Councillor Demong, that the Recommendations contained in Report AC2016-0804 be approved, as follows:

 

That the Audit Committee:

 

1.    Receive this Report for information; and

 

2.    Recommend that Council receive this Report for information.

 

 

CARRIED

 

 

3.5

AUDIT COMMITTEE 2016 3RD QUARTER STATUS REPORT, AC2016-0818

 

APPROVE, Moved by Ms. Crabtree, that the Recommendation contained in Report

AC2016-0818 be approved, as follows:

 

That Audit Committee receive this Report for information.

 

 

CARRIED

 

 

4.

URGENT BUSINESS

 

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

 

 

IN CAMERA, Moved by Councillor, that, in accordance with Section 197 of the Municipal Government Act and Sections 16(1), 19(1), 23(1)(b), 24(1)(a), 24(1)(b), 24(1)(c), 25(1)(b) and 25(1)(c) of the Freedom of Information and Protection of Privacy Act, the Audit Committee move in camera, at 10:50 a.m., in order to consider several confidential matters.

 

CARRIED

 

 

The Audit Committee moved into public session at 11:51 a.m. with Councillor Pootmans in the Chair.

 

 

RISE AND REPORT, Moved by Ms. Crabtree, that the Audit Committee rise and report.

 

CARRIED


 

5.

IN CAMERA ITEMS

 

5.1

STATUS OF COMMUNITY ASSOCIATIONS AND SOCIAL RECREATION ORGANIZATIONS ON CITY-OWNED LAND, AC2016-0764

 

DISTRIBUTION

 

At the request of Administration and with the concurrence of the Chair, the Legislative Assistant distributed copies, In Camera, of a PowerPoint presentation entitled “Status of Community Associations and Social Recreation Organizations on City-Owned Land”, with respect to Report AC2016-0764, which is to remain confidential pursuant to Sections 16(1), 23(1)(b), 24(1)(a) and 24(1)(b) of the Freedom of Information and Protection of Privacy Act .

 

APPROVE, Moved by Councillor Demong, that the Administration Recommendations contained in Report AC2016-0764 be approved, as follows:

 

That the Audit Committee recommends that Council:

 

1.    Receive this Report for information; and

 

2.    Direct that this Report and Attachment 1 remain confidential pursuant to Section 24(1)(b) of the Freedom of Information and Protection Act for the duration of the In Camera meeting and be made public upon Council’s rise and report; and

 

3.    Direct that Attachments 2, 3, and 4 of this Report remain confidential pursuant to Sections 16(1), 23(1)(b), 24(1)(a), and 24(1)(b) of the Freedom of Information and Protection of Privacy Act until such time as the third parties agree to release the information.

 

 

CARRIED

 

 

5.2

CITY AUDITOR’S WHISTLE BLOWER POLICY UPDATE, AC2016-0850

 

DISTRIBUTION

 

At the request of the City Auditor and with the concurrence of the Chair, the Legislative Assistant distributed copies, In Camera, of Report AC2016-0850 and Attachments, which are to remain confidential pursuant to Section 24(1)(c) of the Freedom of Information and Protection of Privacy Act .


 

APPROVE, Moved by Councillor Woolley, that the Recommendations contained in Report AC2016-0850 be approved, as follows:

 

That the Audit Committee:

 

1.      Receive the report for information; and

 

2.      Direct that the Report, Attachments 1 and 2 and the In Camera discussions remain confidential pursuant to Section 24(1)(c) of the Freedom and Information and Protection of Privacy Act.

 

 

CARRIED

 

 

5.3

AUDIT COMMITTEE ANNUAL SELF-ASSESSMENT (2015-2016), AC2016-0817

 

APPROVE, Moved by Ms. Crabtree, that with respect to Report AC2016-0817, the following be approved:

 

That the Audit Committee:

 

1.    Receive the Report for information; and

 

2.    Approve the Recommendation 2 contained in Report AC2016-0817; and

 

3.    Keep the Report, Attachments and In Camera discussions confidential pursuant to Sections 16(1) and 19(1) of the Freedom of Information and Protection of Privacy Act.

 

 

CARRIED


 

5.4

AUDIT FORUM (VERBAL REPORT), AC2016-0812

 

APPROVE, Moved by Ms. Crabtree, that with respect to Report AC2016-0812, the following be approved:

 

That Audit Committee:

 

1.      Receive the Audit Forum (Verbal Report) for information; and

 

2.      Direct that the Verbal Report and In Camera discussions remain confidential pursuant to Sections 16(1), 24(1)(a)(b) and (c) of the Freedom of Information and Protection of Privacy Act.

 

 

CARRIED

 

 

5.5

EXTERNAL AUDITOR (VERBAL REPORT), AC2016-0813

 

The External Auditor had nothing to report.

 

 

5.6

CITY AUDITOR (VERBAL REPORT), AC2016-0814

 

The City Auditor had nothing to report.

 

 

5.7

CHIEF FINANCIAL OFFICER (VERBAL REPORT), AC2016-0815

 

The Chief Financial Officer had nothing to report.

 

 

5.8

CHAIR OF AUDIT COMMITTEE (VERBAL REPORT), AC2016-0816

 

The Chair of Audit Committee had nothing to report.

 

 

6.

URGENT BUSINESS IN CAMERA

 

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

 

 

7.

ADJOURNMENT

 

ADJOURN, Moved by Councillor Woolley, that this meeting adjourn at 11:55 a.m.

 

CARRIED

 

 

 

CONFIRMED BY COMMITTEE ON

 

 

 

 

 

 

 

 

   CHAIR                                                                        LEGISLATIVE ASSISTANT

 

 

 

THE FOLLOWING ITEMS HAVE BEEN FORWARDED TO THE 2016 NOVEMBER 07 COMBINED MEETING OF COUNCIL:


CONSENT:

 

VENDOR MASTER FILE AUDIT (DATA ANALYTICS), AC2016-0747

 

CITY AUDITOR'S OFFICE 3RD QUARTER 2016 REPORT, AC2016-0804

 

 

IN CAMERA:

 

STATUS OF COMMUNITY ASSOCIATIONS AND SOCIAL RECREATION ORGANIZATIONS ON CITY-OWNED LAND , AC2016-0764

 

 

The next Regular Meeting of the Audit Committee has been scheduled to be held on 2016 November 10 at 9:30 AM.