Audit Committee Minutes

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River Valley Room, 1st floor, City Hall
Present:
  • A. Sohi, 
  • A. Knack, 
  • K. Principe, 
  • E. Rutherford, 
  • J. Wright, 
  • C. Burrows, 
  • and M. Madamombe 

1.
Call to Order and Related Business

 

1.1
Call to Order and Land Acknowledgement

 

Mayor A. Sohi called the meeting to order at 9:34 a.m., Friday, September 22, 2023, and acknowledged that Audit Committee meets on the traditional land of Treaty 6 Territory and Métis Homelands. 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.

Councillors T. Cartmell and J. Rice; and C. Martin, T. Orbell and J. Vizbar, Office of the City Clerk, were also in attendance.

1.3
Adoption of Agenda

 
  • Moved by:J. Wright

    That the September 22, 2023, Audit Committee meeting agenda be adopted.

    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

1.4
Approval of Minutes

This item has attachments. 
1.Post-Meeting Minutes - AC_Jun27_2023 - English.pdf
2.Post-Meeting Minutes - Special Audit Selection Committee_Jun29_2023 - English.pdf
3.Post-Meeting Minutes - SAC_Jul13_2023 - English.pdf
  • Moved by:A. Knack

    That the minutes from the following meetings be approved:

    • June 27, 2023, Audit Committee
    • June 29, 2023, Special Audit Selection Committee
    • July 13, 2023, Special Audit Committee
    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

1.5
Protocol Items

 

1.5.1
National Day for Truth and Reconciliation/Orange Shirt Day (A. Sohi)

 

Mayor A. Sohi, on behalf of Audit Committee, recognized National Day for Truth and Reconciliation and Orange Shirt Day, both taking place on Saturday, September 30 to honour the children who never returned home from residential schools and the survivors that did, as well as their families and communities. In observing this day, we acknowledge the historical and ongoing trauma that colonialism, discrimination and genocide has on Indigenous Peoples.

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, 7.4, 7.5, 7.6, 7.7, 7.8 and 9.1.

2.2
Vote on Reports not Selected for Debate

 

All items were selected for debate.

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 September 1, 2023

This item has attachments. 
1.OCA02045 - Office of the City Auditor Recommendation Follow-up Dashboard Report - As at September 1, 2023.pdf
2.Attachment 1 - 02045 - OCA Recommendation Follow Up Report as at September 1, 2023.pdf
3.7.1, 7.3, 7.5 and 7.7 - OCA presentations.pdf

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

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

  • J. Mryglod, Acting City Auditor

The following member of Administration’s delegation answered questions:

  • J. Flaman, Deputy City Manager, Community Services
  • Moved by:J. Wright
    1. That the September 22, 2023, Office of the City Auditor report OCA02045, be received for information.
    2. That the September 22, 2023, Office of the City Manager report OCM02049, be received for information.
    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

7.2
Administrative Update on the Auditor's Dashboard

This item has attachments. 
1.OCM02049 Administrative Update on the Auditor's Dashboard Council Report.pdf

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

7.3
Valley Line LRT P3 and Delivery Audit

This item has attachments. 
1.Report - OCA02048 - Valley Line LRT P3 and Delivery Audit.pdf
2.Attachment 1 - OCA02048 - Valley Line LRT P3 and Delivery Audit Report.pdf
3.7.1, 7.3, 7.5 and 7.7 - OCA presentations(1).pdf

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, Acting City Auditor

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

  • A. Laughlin, Deputy City Manager, Integrated Infrastructure Services

The following member of Administration’s delegation answered questions:

  • B. Ferguson, Integrated Infrastructure Services
  • Moved by:J. Wright
    1. That the September 22, 2023, Office of the City Auditor report OCA02048, be received for information.
    2. That the September 22, 2023, Integrated Infrastructure Services report IIS02020, be received for information.
    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

7.4
Administrative Response to Valley Line LRT Audit

This item has attachments. 
1.IIS02020 Administrative Response to Valley Line LRT Audit - Report.pdf

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

7.5
Capital Asset Management Audit

This item has attachments. 
1.OCA02046 - Capital Asset Management Audit.pdf
2.Attachment 1 - OCA02046 - Capital Asset Management Audit Report.pdf
3.7.1, 7.3, 7.5 and 7.7 - OCA presentations(2).pdf

Items 7.5 and 7.6 were dealt with and voted on together.

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

  • J. Mryglod, Acting City Auditor

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

  • C. Yong, Integrated Infrastructure Services

The following members of Administration’s delegation answered questions:

  • P. Ladouceur, Integrated Infrastructure Services
  • A. Laughlin, Deputy City Manager, Integrated Infrastructure Services
  • C. Hotton-MacDonald, City Operations
  • Moved by:K. Principe
    1. That the September 22, 2023, Office of the City Auditor report OCA02046, be received for information.
    2. That the September 22, 2023, Integrated Infrastructure Services report IIS02011, be received for information.
    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

7.6
Administrative Response to Capital Asset Management Audit

This item has attachments. 
1.Report - IIS02011 - Administrative Response to Capital Asset Management Audit.pdf
2.7.6 IIS02011 Administrative Response to Capital Asset Management Audit - Presentation.pdf

Items 7.5 and 7.6 were dealt with and voted on together (see item 7.5).

7.7
IT Asset Management Audit

This item has attachments. 
1.OCA02047 - IT Asset Management Audit.pdf
2.Attachment 1 - OCA02047 - IT Asset Management Audit Report.pdf
3.7.1, 7.3, 7.5 and 7.7 - OCA presentations(3).pdf

Items 7.7 and 7.8 were dealt with and voted on together.

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

  • J. Mryglod, Acting City Auditor

The following member of Administration’s delegation answered questions:

  • D. Croft, Financial and Corporate Services 
  • Moved by:J. Wright
    1. That the September 22, 2023, Office of the City Auditor report OCA02047, be received for information.
    2. That the September 22, 2023, Financial and Corporate Services report FCS02017, be received for information. 
    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

7.8
Administration Response to IT Asset Management Audit

This item has attachments. 
1.REPORT - FCS02017 - IT Asset Management Audit - Administration Response.pdf
2.Attachment 1 - FCS02017 - IT Asset Management Office.pdf

Items 7.7 and 7.8 were dealt with and voted on together (see item 7.7).

8.
Responses to Councillor Inquiries

 

There were no Responses to Councillor Inquiries on the agenda.

9.
Private Reports

 

9.1
External Auditors - Annual Performance and Non-Audit Services Update

 
  • Moved by:K. Principe

    That Audit Committee meet in private pursuant to sections 16 (disclosure harmful to business interests of a third party) and 24 (advice from officials) of the Freedom of Information and Protection of Privacy Act for the discussion of item 9.1.

    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

    Audit Committee met in private at 11:35 a.m., Friday, September 22, 2023.

    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:K. Principe

    That Audit Committee meet in public.

    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

    Audit Committee met in public at 12:02 p.m., Friday, September 22, 2023.


  • Moved by:A. Sohi
    1. That the September 22, 2023, Financial and Corporate Services report FCS01918, be received for information
    2. That the September 22, 2023, Financial and Corporate Services report FCS01918 remain private pursuant to sections 16 (disclosure harmful to business interests of the third party) and 24 (advice from officials) of the Freedom of Information and Protection of Privacy Act.
    In Favour (7)A. Knack, C. Burrows, A. Sohi, E. Rutherford, J. Wright, K. Principe, and M. Madamombe
    Carried (7 to 0)

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 12:04 p.m., Friday, September 22, 2023.

No Item Selected