MINUTES

AUDIT COMMITTEE

-
IN THE COUNCIL CHAMBER
PRESENT:
  • Councillor E. Woolley, Chair
  • Councillor J. Farkas, Vice-Chair
  • Councillor J. Gondek (Remote Participation)
  • Citizen Representative L. Caltagirone (Remote Participation)
  • Citizen Representative M. Lambert (Remote Participation)
ABSENT:
  • Councillor D. Colley-Urquhart (Personal)
  • Citizen Representative M. Dalton (Personal)
ALSO PRESENT:
  • City Solicitor and General Counsel J. Floen
  • City Auditor K. Palmer
  • Chief Financial Officer C. Male
  • External Auditor H. Gill (Remote Participation)
  • External Auditor T. Nakka (Remote Participation)
  • Executive Assistant C. Smillie
  • Legislative Coordinator M. A. Cario
  • Legislative Advisor A. de Grood

1.
CALL TO ORDER
 

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

ROLL CALL

Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert

Absent from Roll Call: Citizen Representative Dalton and Councillor Colley-Urquhart.

2.
OPENING REMARKS
 

Councillor Woolley provided opening remarks related to this being the final meeting of this composition of members of the Audit Committee prior to Council's Organizational Meeting on 2020 October 26, where members will be once again be appointed by Council to the Audit Committee for the 20220-2021 term.

In addition, this will be the first time using the new electronic voting (EVote) at Audit Committee.

3.
CONFIRMATION OF AGENDA
 

  • Moved byCouncillor Farkas

    That the Agenda for the 2020 October 22 Regular Meeting of the Audit Committee be confirmed.

    For: (5)Citizen Representative Lambert, Citizen Representative Caltagirone, Councillor Farkas, Councillor Gondek, and Councillor Woolley
    MOTION CARRIED

4.
CONFIRMATION OF MINUTES
 

4.1
Minutes of the Regular Meeting of the Audit Committee, 2020 September 17
This item has attachments. 

1.Unconfirmed Minutes - Audit Committee, 2020 September 17.pdf
  • Moved byCouncillor Farkas

    That the Minutes of the 2020 September 17 Regular Meeting of the Audit Committee be confirmed.

    For: (5)Citizen Representative Lambert, Citizen Representative Caltagirone, Councillor Farkas, Councillor Gondek, and Councillor Woolley
    MOTION CARRIED

5.
CONSENT AGENDA
 

6.
POSTPONED REPORTS
 

None

7.
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES
 

7.1
2020 Law Report, AC2020-1121
This item has attachments. 

1.2020 Law Report - AC2020-1121.pdf
2.Attach 1-Previous Council Direction and Background-AC2020-1121.pdf
3.Attach 2-Legal Services Report-AC2020-1121.pdf
4.Attach 3-Insurance and Claims Services Report Final-AC2020-1121.pdf
5.Distrib-Presentation-AC2020-1121.pdf

A presentation entitled "2020 Law Report (AC2020-1121) to Audit Committee" was distributed with respect to Report AC2020-1121.

  • Moved byCitizen Representative Caltagirone

    That with respect to the Report AC2020-1121, the following be approved:

    That the Audit Committee recommend that Council receive this report for the Corporate Record.

    For: (5)Citizen Representative Lambert, Citizen Representative Caltagirone, Councillor Farkas, Councillor Gondek, and Councillor Woolley
    MOTION CARRIED

7.2
Civic Partner Audit Report, AC2020-1049
This item has attachments. 

1.Civic Partners Audit Report - AC2020-1049.pdf
2.AC2020-1049 Att 1 Previous Council Direction, Background.pdf
3.AC2020-1049 Att 2 Definition of Rating Terms.pdf
4.AC2020-1049 Att 4 Civic Partner Grant Funding 2017-2020.pdf
5.Distrib-Presentation-AC2020-1049.pdf

A presentation entitled "AC2020-1049 Civic Partner Audit Report" was distributed with respect to Report AC2020-1049.

Councillor Woolley left the Chair at 10:06 a.m. and Councillor Farkas assumed the Chair.

Councillor Woolley resumed the Chair at 10:07 a.m. and Councillor Farkas returned to his regular seat on Committee.

  • Moved byCouncillor Farkas

    That with respect to the Report AC2020-1049, the following be approved:

    That the Audit Committee recommend that Council:

    1. Receive this report for the Corporate Record; and
    2. Direct that Attachments 3, 5 and 6 and Closed Meeting discussions remain confidential pursuant to Sections 16 (Disclosure harmful to business interests of a third party), 23 (Local public body confidences) and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, to be reviewed 2026 October 22.
    For: (5)Citizen Representative Lambert, Citizen Representative Caltagirone, Councillor Farkas, Councillor Gondek, and Councillor Woolley
    MOTION CARRIED

7.3
Assessment Complaints Audit, AC2020-1170
This item has attachments. 

1.Assessment Complaints Audit - AC2020-1170.pdf
2.Assessment Complaints Audit - AC2020-1170 ATT1.pdf
3.Assessment Complaints Audit - AC2020-1170 ATT2.pdf
4.Distrib-Presentation-AC2020-1170.pdf

A slide entitled "Assessment Complaints Audit" was distributed with respect to Report AC2020-1170.

  • Moved byCouncillor Gondek

    That with respect to the Report AC2020-1170, 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.
    For: (5)Citizen Representative Lambert, Citizen Representative Caltagirone, Councillor Farkas, Councillor Gondek, and Councillor Woolley
    MOTION CARRIED

7.4
City Auditor's Office 2021-2022 Audit Plan, AC2020-1172
This item has attachments. 

1.City Auditor's Office 2021-2022 Audit Plan - AC2020-1172.pdf
2.City Auditor's Office 2021-2022 Audit Plan - AC2020-1172 ATT1.pdf
3.City Auditor's Office 2021-2022 Audit Plan - AC2020-1172 ATT2.pdf
4.Distrib-Presentation-AC2020-1172.pdf

A slide entitled "City Auditor’s Office 2021-2022 Audit Plan" was distributed with respect to Report AC2020-1172.

  • Moved byCouncillor Farkas

    That with respect to the Report AC2020-1172, the following be approved:

    That the Audit Committee:

    1. Approve the City Auditor’s Office 2021-2022 Audit Plan; and
    2. Recommend that Council receive this report for the Corporate Record.
    For: (5)Citizen Representative Lambert, Citizen Representative Caltagirone, Councillor Farkas, Councillor Gondek, and Councillor Woolley
    MOTION CARRIED

7.5
City Auditor's Office 3rd Quarter 2020 Report, AC2020-1171
This item has attachments. 

1.City Auditor's Office 3rd Quarter 2020 Report - AC2020-1171.pdf
2.Attach 1-City Auditor’s Office 3rd Quarter 2020 Report-AC2020-1171.pdf
  • Moved byCouncillor Farkas

    That with respect to the Report AC2020-1171, 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.
    For: (5)Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert
    MOTION CARRIED

8.
ITEMS DIRECTLY TO COMMITTEE
 

9.
URGENT BUSINESS
 

None

10.
CONFIDENTIAL ITEMS
 

By General Consent, pursuant to Section 6(1) of Procedure Bylaw 35M2017, Committee suspended Section 78(2)(a) of the Procedure Bylaw in order to complete the remainder of today's Agenda prior to the scheduled lunch recess.

  • Moved byCouncillor Farkas

    That pursuant to Sections 19 (Confidential evaluations), and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, Committee now move into Closed Meeting at 11:10 a.m., in the Council Boardroom, to discuss confidential matters with respect to the following Items:

    • City Auditor's Office Budget 2021 (Verbal), AC2020-1187
    • Audit Forum (Verbal), AC2020-1160
    • External Auditor (Verbal), AC2020-1161
    • City Auditor (Verbal), AC2020-1186
    • 2019 – 2020 Audit Committee Self-Assessment Survey, AC2020-1092

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

    For: (5)Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert
    MOTION CARRIED

    Committee reconvened in Public Meeting at 12:42 p.m. with Councillor Woolley in the Chair.

    ROLL CALL

    Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert


  • Moved byCouncillor Farkas

    That Committee rise and report.

    For: (5)Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert
    MOTION CARRIED

10.1
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES
 

10.1.1
City Auditor's Office Budget 2021 (Verbal), AC2020-1187
 

People in attendance during the Closed Meeting discussions with respect to Report AC2020-1187:

Clerks: MA. Cario and L. Gibb. Advice: C. Smillie and K. Palmer.

  • Moved byCouncillor Farkas

    That with respect to Verbal Report AC2020-1187, the following be approved:

    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.

    For: (5)Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert
    MOTION CARRIED

10.1.2
Audit Forum (Verbal), AC2020-1160
 

People in attendance during the Closed Meeting discussions with respect to Report AC2020-1160:
Clerks: MA. Cario and L. Gibb. Law: J. Floen. Advice: K. Palmer, L. Kerr, C. Male, and C. Smillie. External Advice: T. Nakka, E. Vervoort, I. Cvitanusic, and H. Gill.
  • Moved byCitizen Representative Lambert

    That with respect to Report AC2020-1160 the following be approved:

    That Audit Committee direct:

    1. That the City Auditor and Executive Assistant work in consultation with the Chair of Audit, to bring forward recommendations to the 2020 November 19 Audit Committee meeting, based on the discussions at today's closed meeting; and

    2. That the Closed Meeting discussions remain confidential pursuant to Section 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.

    For: (5)Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert
    MOTION CARRIED

10.1.3
External Auditor (Verbal), AC2020-1161
 

No report given. 

10.1.4
City Auditor (Verbal), AC2020-1186
 

​People in attendance during the Closed Meeting discussions with respect to Verbal Report AC2020-1186:

Clerks: MA. Cario and L. Gibb. Advice: K. Palmer, A. Bleau, and C. Smillie.
  • Moved byCitizen Representative Caltagirone

    That with respect to Verbal Report AC2020-1186, the following be approved:

    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.

    For: (5)Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert
    MOTION CARRIED

10.1.5
2019 – 2020 Audit Committee Self-Assessment Survey, AC2020-1092
 

People in attendance during the Closed Meeting discussions with respect to Confidential Report AC2020-1092:
Clerks: M.A. Cario and L. Gibb. Advice: C. Smillie.
  • Moved byCouncillor Gondek

    That with respect to Report AC2020-1092 the following be approved:

    That the Audit Committee:

    1. Direct the Executive Advisor to work with the Chair of Audit on continuous improvement of the Audit Committee as required;

    2. Forward this report and attachment to Council for information and the Corporate Record; and

    3. Direct that the Report, Attachment and the Closed Meeting discussions remain confidential pursuant to Section 19 (Confidential evaluations) and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, to be reviewed by 2035 October 22.

    For: (5)Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert
    MOTION CARRIED

10.2
URGENT BUSINESS
 

None

11.
ADJOURNMENT
 

  • Moved byCouncillor Farkas

    That this meeting adjourn at 12:49 p.m.

    For: (5)Councillor Woolley, Councillor Farkas, Councillor Gondek, Citizen Representative Caltagirone, and Citizen Representative Lambert
    MOTION CARRIED

    The following items have been forwarded on to the 2020 November 02 Combined Meeting of Council:

    CONSENT

    • 2020 Law Report, AC2020-1121
    • Civic Partner Audit Report, AC2020-1049
    • Assessment Complaints Audit, AC2020-1170
    • City Auditor's Office 2021-2022 Audit Plan, AC2020-1172
    • City Auditor's Office 3rd Quarter 2020 Report, AC2020-1171
    • 2019-2020 Audit Committee Self-Assessment Survey, AC2020-1092

    The next Regular Meeting of the Audit Committee is scheduled to be held on 2020 November 19 at 9:30 a.m.

    CONFIRMED BY COMMITTEE ON


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