MINUTES

AUDIT COMMITTEE

-
IN THE COUNCIL CHAMBER
PRESENT:
  • Councillor E. Woolley, Chair
  • Councillor J. Farkas, Vice-Chair
  • Councillor D. Colley-Urquhart (Remote Participation)
  • Councillor J. Gondek
  • Citizen Representative L. Caltagirone
  • Citizen Representative M. Lambert
ABSENT:
  • Citizen Representative M. Dalton
ALSO PRESENT:
  • Chief Financial Officer, C. Male
  • City Auditor K. Palmer
  • External Auditor H. Gill
  • Executive Assistant C. Smillie
  • Legislative Advisor G. Chaudhary
  • Legislative Advisor D. Williams

1.
CALL TO ORDER
 

Councillor Woolley called the Meeting to order at 9:34 a.m.

2.
OPENING REMARKS
 

Councillor Woolley provided opening remarks.

3.
CONFIRMATION OF AGENDA
 

  • Moved byCitizen Representative Caltagirone

    That the Agenda for the 2020 February 13 Regular Meeting of the Audit Committee be confirmed.

    MOTION CARRIED

4.
CONFIRMATION OF MINUTES
 

4.1
Minutes of the Regular Meeting of the Audit Committee, 2020 January 24
This item has attachments. 

1.Unconfirmed Minutes - Audit Committee_Jan24_2020 - English(1).pdf
  • Moved byCouncillor Gondek

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

    MOTION CARRIED

5.
CONSENT AGENDA
 

6.
POSTPONED REPORTS
 

None

7.
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES
 

7.1
Audit Committee Strategic Working Group Update, AC2020-0082
This item has attachments. 

1.Audit Committee Strategic Working Group Update - AC2020-0082.pdf
2.Att AC2020-0082 Summary of Findings Outcomes of the Audit Committee 2019 Strategic Review 02.01.20.pdf
3.Distrib-Presentation-AC2020-0082.pdf

Councillor Woolley left the Chair at 9:35 a.m. and Councillor Farkas assumed the Chair.

Dave Robertson, Mistri Consulting, addressed Committee with respect to Report AC2020-0082.

A presentation entitled "Audit Committee Strategic Working Group Update AC2020-0082", dated 2020 February 13 was distributed with respect to Report AC2020-0082.

  • Moved byCitizen Representative Lambert

    That with respect to Report AC2020-0082, the following be approved:

    That the Audit Committee:

    1. Receive this Report, Attachment and Presentation for the Corporate Record; and
    2. Forward this Report and Attachment to Council for the Corporate Record.
    MOTION CARRIED

    Councillor Farkas introduced former Member of Parliament, Kent Hehr.

    Councillor Woolley resumed the Chair at 10:01 a.m. and Councillor Farkas returned to his regular seat in Committee.


7.2
2017 Municipal Election Follow-up Audit, AC2020-0196
This item has attachments. 

1.2017 Municipal Election Follow-up Audit - AC2020-0196.pdf
2.2017 Municipal Election Follow-up Audit AC2020-0196 ATT.pdf
  • Moved byCouncillor Farkas

    That with respect to Report AC2020-0196, the following be approved:

    That the Audit Committee:

    1. Receive this Report for the Corporate Record; and
    2. Recommend that Council receive this Report for the Corporate Record.
    MOTION CARRIED

7.3
City Auditor's Office 2019 Annual Report, AC2020-0223
This item has attachments. 

1.City Auditor's Office 2019 Annual Report - AC2020-0223.pdf
2.City Auditor's Office 2019 Annual Report AC2020-0223 ATT.pdf
  • Moved byCitizen Representative Lambert

    That with respect to Report AC2020-0223, the following be approved:

    That the Audit Committee:

    1. Receive this Report for the Corporate Record; and
    2. Recommend that Council receives this Report for the Corporate Record.
    MOTION CARRIED

7.4
Audit Committee 2019 Year-End Annual Status Report, AC2020-0177
This item has attachments. 

1.Audit Committee 2019 Year-End Annual Status Report - AC2020-0177.pdf
2.Attachment Audit Committee 2019 Work Plan - AC2020-0177.pdf
  • Moved byCitizen Representative Caltagirone

    That with respect to Report AC2020-0177, the following be approved:

    That the Audit Committee receive this Report and Attachment for the Corporate Record.

    MOTION CARRIED

8.
ITEMS DIRECTLY TO COMMITTEE
 

9.
URGENT BUSINESS
 

None

10.
CONFIDENTIAL ITEMS
 

  • Moved byCitizen Representative Lambert

    Pursuant to Sections 17 (Disclosure to personal privacy), 19 (Confidential evaluations), 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, at 11:11 a.m., in the Council Lounge, to consider confidential matters with respect to the following items:

    • 10.1.1. Audit Forum (Verbal), AC2020-0179;
    • 10.1.2. External Auditor (Verbal), AC2020-0181;
    • 10.1.3. City Auditor (Verbal), AC2020-0182;
    • 10.1.4. Audit Committee 2018-2019 Self-Assessment Update, AC2020-0087; and
    • 10.1.5. City Auditor 2019 Performance Review (Verbal), AC2020-0178

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

    MOTION CARRIED

    Committee moved into Public Meeting at 12:05 p.m. with Councillor Woolley in the Chair. 


  • Moved byCitizen Representative Caltagirone

    That Committee rise and report.

    MOTION CARRIED

10.1
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES
 

10.1.1
Audit Forum (Verbal), AC2020-0179
 

People in attendance during the Closed Meeting discussion with respect to Report AC2020-0179:

Clerks: G. Chaudhary and D. Williams. Advice: C. Male and K. Palmer. Observer: I. Cvitanusic, H. Gill and C. Smillie.

  • Moved byCitizen Representative Caltagirone

    That the Audit Committee:

    Direct that the Closed Meeting discussions remain confidential 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.

    MOTION CARRIED

10.1.2
External Auditor (Verbal), AC2020-0181
 

People in attendance during the Closed Meeting discussion with respect to Report AC2020-0181:

Clerks: G. Chaudhary and D. Williams. Advice: H. Gill. Observer: I. Cvitanusic, C. Male, K. Palmer, and C. Smillie.

  • Moved byCitizen Representative Lambert

    That the Audit Committee:

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

    MOTION CARRIED

10.1.3
City Auditor (Verbal), AC2020-0182
 

People in attendance during the Closed Meeting discussion with respect to Report AC2020-0182:

Clerks: G. Chaudhary and D. Williams. Advice: K. Palmer. Observer: C. Male, and C. Smillie.

  • Moved byCouncillor Farkas

    That the Audit Committee:

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

    MOTION CARRIED

10.1.4
Audit Committee 2018-2019 Self-Assessment Update, AC2020-0087
 

People in attendance during the Closed Meeting discussion with respect to Report AC2020-0087:

Clerks: G. Chaudhary and D. Williams. Advice: C. Smillie. 

  • Moved byCouncillor Gondek

    That the Audit Committee directs:

    1. That Administration Recommendations 1 and 2 be approved; and
    2. That the Report, Recommendations and Closed Meeting discussions remain confidential pursuant to Sections 19 (Confidential evaluations) and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act; to be reviewed by 2035 February 13.
    MOTION CARRIED

10.1.5
City Auditor 2019 Performance Review (Verbal), AC2020-0178
 

People in attendance during the Closed Meeting discussion with respect to Report AC2020-0178:

Clerks: G. Chaudhary and D. Williams.

  • Moved byCitizen Representative Caltagirone

    That the Audit Committee:

    Directs that the Closed Meeting discussions remain confidential pursuant to Section 17 (Disclosure to personal privacy) of the Freedom of Information and Protection of Privacy Act; to be reviewed by 2035 February 13.

    MOTION CARRIED

10.2
URGENT BUSINESS
 

None

11.
ADJOURNMENT
 

  • Moved byCitizen Representative Lambert

    That this meeting adjourn at 12:07 p.m.

    MOTION CARRIED

    The following items have been forwarded on to the 2020 February 24 Combined Meeting of Council:

    CONSENT:

    • Audit Committee Strategic Working Group Update, AC2020-0082
    • 2017 Municipal Election Follow-up Audit, AC2020-0196
    • City Auditor's Office 2019 Annual Report, AC2020-0223

     

    The next Regular Meeting of the Audit Committee is scheduled to be held on 2020 March 12 at 9:30 a.m.

     

    CONFIRMED BY COMMITTEE ON


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