Audit Committee - Minutes

Tuesday, April 29, 2025

9:30 A.m. - 5:00 P.m.

Council Chamber, 2nd floor, City Hall

Present:

• J. Wright, 
• A. Knack, 
• K. Principe, 
• E. Rutherford, 
• and M. Madamombe 

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1.

Call to Order and Related Business

1.1

Call to Order and Land Acknowledgement

Councillor J. Wright called the meeting to order at 9:31 a.m., Tuesday, April 29, 2025, and acknowledged that Audit Committee meets on the traditional land of Treaty 6 Territory and the Métis homeland. The Vice-Chair also acknowledged the diverse Indigenous peoples whose ancestors' footsteps have marked this territory for centuries such as: Cree, Dene, Saulteaux, Blackfoot, Nakota Sioux, as well as Métis and Inuit, and now settlers from around the world.

1.2

Roll Call

Councillor J. Wright conducted roll call and confirmed the attendance of Members of Audit Committee.

Mayor A. Sohi was absent as per the leave of absence authorized by City Council on March 24, 2025.

Public Member C. Burrows was absent with notice.

Councillor K. Tang; and E. Norton, G. Goodin and J. Taves, Office of the City Clerk, were also in attendance.

1.3

Adoption of Agenda

• Moved by: A. Knack

  That the April 29, 2025, Audit Committee meeting agenda be adopted with the following changes:

  Additions: 

  • 9.1 2025 - 2029 External Audit Services - Request for Proposal 938799 Technical Evaluation
    (Private pursuant to sections 16. 24 and 25 of the Freedom of Information and Protection of Privacy Act)
  • 9.2 External Auditor - Non-Audit Request
    (Private pursuant to sections 16 and 25 of the Freedom of Information and Protection of Privacy Act)

  Replacement page:

  • 7.1 Office of the City Auditor Recommendation Follow-up Dashboard Report - As at April 10, 2025
    - Page 5 of Attachment 1

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

1.4

Approval of Minutes

• Moved by: A. Knack

  That the minutes from the following meetings be approved:

  • February 18, 2025, Audit Committee
  • April 11, 2025, Audit Committee - Non-Regular

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

1.5

Protocol Items

There were no Protocol Items.

2.

Items for Discussion and Related Business

2.1

Select Items for Debate

The following items were selected for debate: 7.1, 7.2, 7.7, 9.1 and 9.2.

2.2

Vote on Reports not Selected for Debate

• Moved by: A. Knack

  That the recommendations in the following reports be approved:

  • 7.3 Affordable Housing Funding Decisions Audit 
  • 7.4 Administrative Response on Affordable Housing Funding Decisions Audit
  • 7.5 Taxation, Assessment and Collections System Governance Audit
  • 7.6 Administration Response to Taxation, Assessment and Collections System Governance Audit

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

2.3

Requests to Speak

There were no Requests to Speak. 

2.4

Requests for Specific Time on Agenda

There were no requests for items to be dealt with at a specific time on the agenda.

3.

Councillor Inquiries

There were no Councillor Inquiries.

4.

Reports to be Dealt with at a Different Meeting

There were no Reports to be Dealt with at a Different Meeting.

5.

Requests to Reschedule Reports

There were no Requests to Reschedule Reports.

6.

Unfinished Business

There was no Unfinished Business on the agenda.

7.

Public Reports

7.1

Office of the City Auditor Recommendation Follow-up Dashboard Report - As at April 10, 2025

Items 7.1 and 7.2 were dealt with and voted on together.

The following member of the delegation made a presentation and answered questions:

• J. Mryglod, City Auditor

• Moved by: M. Madamombe

  Motion on item 7.1:

  That the April 29, 2025, Office of the City Auditor report OCA03023, be received for information.

  Motion on item 7.2:

  That the April 29, 2025, Office of the City Manager report OCM03008, be received for information.

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

7.2

Administrative Update on the Auditor's Dashboard Report

Items 7.1 and 7.2 were dealt with and voted on together (see item 7.1).

7.3

Affordable Housing Funding Decisions Audit

This item was not selected for debate and was dealt with as part of item 2.2. The following motion carried: 

That the April 29, 2025, Office of the City Auditor report OCA03025, be received for information.

7.4

Administrative Response on Affordable Housing Funding Decisions Audit

This item was not selected for debate and was dealt with as part of item 2.2. The following motion carried: 

That the April 29, 2025, Community Services report CS02789, be received for information.

7.5

Taxation, Assessment and Collections System Governance Audit

This item was not selected for debate and was dealt with as part of item 2.2. The following motion carried: 

That the April 29, 2025, Office of the City Auditor report OCA03026, be received for information.

7.6

Administration Response to Taxation, Assessment and Collections System Governance Audit

This item was not selected for debate and was dealt with as part of item 2.2. The following motion carried: 

That the April 29, 2025, Financial and Corporate Services report FCS02984, be received for information.

7.7

Office of the City Auditor 2024 Annual Report

The following member of the delegation made a presentation and answered questions:

• J. Mryglod, City Auditor

The following member of Administration’s delegation answered questions:

• S. Padbury, Chief Financial Officer and Deputy City Manager, Financial and Corporate Services

• Moved by: A. Knack

  That the April 29, 2025, Office of the City Auditor report OCA03024, be received for information.

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

8.

Responses to Councillor Inquiries

There were no Responses to Councillor Inquiries on the agenda.

9.

Private Reports

• Moved by: A. Knack

  That Audit Committee meet in private pursuant to sections 16 (disclosure harmful to business interests of a third party), 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 the discussion of items 9.1 and 9.2.

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

  Audit Committee met in private at 10:01 a.m., Tuesday, April 29, 2025.

  
  
• Moved by: A. Knack

  That Audit Committee meet in public.

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

  Audit Committee met in public at 10:31 a.m., Tuesday, April 29, 2025.

  
  

9.1

2025 - 2029 External Audit Services - Request for Proposal 938799 Technical Evaluation

The following member of Administration’s delegation made a presentation and answered questions:

• K. Bjornstad, Financial and Corporate Services

The following members of Administration’s delegation answered questions:

• H. Rai, Financial and Corporate Services
• S. Padbury, Chief Financial Officer and Deputy City Manager, Financial and Corporate Services

• Moved by: M. Madamombe
  1. That the actions outlined in Attachment 1 of the April 29, 2025, Financial and Corporate Services report FCS03015, be approved.
  2. That the April 29, 2025, Financial and Corporate Services report FCS03015 remain private pursuant to sections 16 (disclosure harmful to business interests of a third party), 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.

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

9.2

External Auditor - Non-Audit Request

The following member of Administration’s delegation made a presentation and answered questions:

• K. Bjornstad, Financial and Corporate Services

The following member of Administration’s delegation answered questions:

• H. Rai, Financial and Corporate Services

• Moved by: M. Madamombe
  1. That the request from KPMG to submit a proposal for consulting services as outlined in Attachment 1 of the April 29, 2025, Financial and Corporate Services report FCS03045, be approved.
  2. That the April 29, 2025, Financial and Corporate Services report FCS03045 remain private pursuant to sections 16 (disclosure harmful to business interests of a third party) and 25 (disclosure harmful to economic and other interests of a public body) of the Freedom of Information and Protection of Privacy Act.

  In Favour (5)

  A. Knack, E. Rutherford, J. Wright, K. Principe, and M. Madamombe

  Carried (5 to 0)

10.

Motions Pending

There were no Motions Pending on the agenda.

11.

Notices of Motion and Motions without Customary Notice

11.1

Exception to Policy C618C - Councillors' Budget and Expenses (E. Rutherford)

Councillor E. Rutherford stated that at the next regular meeting of Council Services Committee, the following motion would be moved:

That Council Services Committee recommend to City Council:

That an exception to Policy C618C - Councillors’ Budget and Expenses be approved to allow the purchase of furniture for Ward Anirniq with funding from the Common Budget. 

• Notice of Motion Given: April 29, 2025, Audit Committee

12.

Adjournment

The meeting adjourned at 10:35 a.m., Tuesday, April 29, 2025.