Audit Committee - Minutes

Tuesday, February 18, 2025

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

Council Chamber, 2nd floor, City Hall

Present:

• A. Sohi, 
• J. Wright, 
• A. Knack, 
• K. Principe, 
• E. Rutherford, 
• and C. Burrows 

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1.

Call to Order and Related Business

1.1

Call to Order and Land Acknowledgement

Mayor A. Sohi called the meeting to order at 9:31 a.m., Tuesday, February 18, 2025, and acknowledged that Audit Committee meets on the traditional land of Treaty 6 Territory and the Métis homeland. The 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

Mayor A. Sohi conducted roll call and confirmed the attendance of Members of Audit Committee.

Mayor A. Sohi was absent with notice for a portion of the meeting.

Public Member M. Madamombe was absent without notice.

Councillors T. Cartmell, J. Rice, A. Salvador and K. Tang; and R. Zheng, G. Goodin and M. de Guzman, Office of the City Clerk, were also in attendance.

1.3

Adoption of Agenda

• Moved by: K. Principe

  That the February 18, 2025, Audit Committee meeting agenda be adopted with the following change:

  Addition:

  • 9.2 External Auditor - Non-audit Service Request
    (Private pursuant to sections 16 and 25 of the Freedom of Information and Protection of Privacy Act)

  In Favour (6)

  A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, and K. Principe

  Carried (6 to 0)

1.4

Approval of Minutes

• Moved by: A. Knack

  That the November 29, 2024, Audit Committee meeting minutes be approved.

  In Favour (6)

  A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, and K. Principe

  Carried (6 to 0)

1.5

Protocol Items

1.5.1

St. Mary Elementary School (A. Sohi)

Mayor A. Sohi, on behalf of Audit Committee, welcomed the Grade 3/4 classes from St. Mary Elementary School in Ward pihêsiwin and their teachers, J. Prodor and C. Barnfather.  

1.5.2

Al Mustafa Academy (J. Wright)

​C​ouncillor J. Wright, on behalf of Audit Committee, welcomed the Grade​ ​6 class from A​l Mustafa Academy in Ward ​Métis and their teacher​ F. Mubeen.

2.

Items for Discussion and Related Business

2.1

Select Items for Debate

The following items were selected for debate: 7.1, 7.2, 7.3 and 7.4.

2.2

Vote on Reports not Selected for Debate

• Moved by: A. Knack

  That the recommendations in the following reports be approved:

  • 7.5 2025 - 2029 External Audit Services
  • 9.1 New City Auditor Bylaw and Changes to the Audit Committee Bylaw
  • 9.2 External Auditor - Non-audit Service Request

  In Favour (6)

  A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, and K. Principe

  Carried (6 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 January 30, 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

The following member of the delegation answered questions:

• L. Glasbeek, Office of the City Auditor

The following members of Administration's delegation answered questions:

• R. Loga, Financial and Corporate Services 
• J. Flaman, Deputy City Manager, Community Services
• M. Kuriyama, Office of the City Manager
• H. Quan, Community Services
• M. Plouffe, Chief People Officer and City Solicitor
• R. Jevne, Community Services

• Moved by: J. Wright

  Motion on item 7.1:

  That the February 18, 2025, Office of the City Auditor report OCA02927, be received for information.

  Motion on item 7.2:

  That the February 18, 2025, Office of the City Manager report OCM02917, be received for information. 

  In Favour (5)

  A. Knack, C. Burrows, E. Rutherford, J. Wright, and K. Principe

  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

Dedicated Accessible Transit Service (DATS) Audit

Items 7.3 and 7.4 were dealt with and voted on together.

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

• J. Mryglod, City Auditor

The following members of Administration's delegation made a presentation and answered questions:

• C. McKeown, Acting Deputy City Manager, City Operations
• C. Hotton-MacDonald, City Operations

The following member of the delegation answered questions:

• J. Solowan, Office of the City Auditor

The following members of Administration’s delegation answered questions:

• P. Schmold, City Operations
• S. Feldman, City Operations

• Moved by: E. Rutherford

  Motion on item 7.3:

  That the February 18, 2025, Office of the City Auditor report OCA02928, be received for information.

  Motion on item 7.4:

  That the February 18, 2025, City Operations report CO02762, be received for information.

  In Favour (6)

  A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, and K. Principe

  Carried (6 to 0)

7.4

Administration Response: Dedicated Accessible Transit Service Audit

Items 7.3 and 7.4 were dealt with and voted on together (see item 7.3).

7.5

2025 - 2029 External Audit Services

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

1. That the selection process for the City’s external auditor for the 2025 to 2029 term, as outlined in Attachment 1 of the February 18, 2025, Financial and Corporate Services report FCS02915, be approved.
2. That the evaluation criteria for selecting the City’s external auditor, as outlined in Attachment 2 of the February 18, 2025, Financial and Corporate Services report FCS02915, be approved.
3. That Attachments 4 and 5 of the February 18, 2025, Financial and Corporate Services report FCS02915 remain private pursuant to sections 24 (advice from officials) and 25 (disclosure harmful to economic and other interest of a public body) of the Freedom of Information and Protection of Privacy Act.

8.

Responses to Councillor Inquiries

There were no Responses to Councillor Inquiries on the agenda.

9.

Private Reports

9.1

New City Auditor Bylaw and Changes to the Audit Committee Bylaw

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

1. That the City Auditor work with Administration to prepare a draft City Auditor Bylaw, and any other necessary amendments, as outlined in the February 18, 2025, Office of the City Auditor report OCA02929. 
2. That the February 18, 2025, Office of the City Auditor report OCA02929 remain private pursuant to section 23 (local public body confidences) of the Freedom of Information and Protection of Privacy Act.

9.2

External Auditor - Non-audit Service Request

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

1. That the request from KPMG to submit a proposal for consulting services as outlined in Attachment 1 of the February 18, 2025, Financial and Corporate Services report FCS2950, be approved.
2. That the February 18, 2025, Financial and Corporate Services report FCS02950 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.

10.

Motions Pending

There were no Motions Pending on the agenda.

11.

Notices of Motion and Motions without Customary Notice

Mayor A. Sohi asked whether there were any Notices of Motion. There were none.

12.

Adjournment

The meeting adjourned at 11:41 a.m., Tuesday, February 18, 2025.