Audit Committee Minutes

Thursday, February 11, 2021

2:00 P.m. - 5:30 P.m.

Council Chamber, 2nd floor, City Hall

Present:

• D. Iveson,
• A. Knack,
• T. Cartmell,
• B. Esslinger,
• M. Nickel,
• C. Burrows,
• and O. Edmondson

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1.

Call to Order and Related Business

1.1

Call to Order

Mayor D. Iveson called the meeting to order at 2:00 p.m., Thursday, February 11, 2021.

1.2

Roll Call

Mayor D. Iveson conducted roll call and confirmed the attendance of Members of Audit Committee.

Councillors T. Cartmell, B. Esslinger, A. Knack and Public Members C. Burrows and O. Edmondson participated electronically.

Councillors J. Dziadyk, B. Henderson, A. Paquette and M. Walters; A. Corbould, City Manager; and D. Beaudry, Deputy City Clerk, K. Kellogg, T. Orbell and R. Zheng, Office of the City Clerk, were also in attendance.

1.3

Adoption of Agenda

• Moved by: A. Knack

  That the February 11, 2021, Audit Committee meeting agenda be adopted with the following change:

  Replacement pages:

  • 6.1 Office of the City Auditor Recommendation Follow-up Dashboard Report - As at January 25, 2021
    - Council report OCA00340
    - Attachment 1

  In Favour (7)

  O. Edmondson, C. Burrows , D. Iveson, A. Knack, B. Esslinger, M. Nickel, and T. Cartmell

  Carried (7 to 0)

1.4

Approval of Minutes

• Moved by: B. Esslinger

  That the minutes from the following meetings be approved:

  • November 17, 2020, Audit Committee
  • January 7, 2021, Special Audit Committee

  In Favour (7)

  O. Edmondson, C. Burrows , D. Iveson, A. Knack, B. Esslinger, M. Nickel, and T. Cartmell

  Carried (7 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: 6.1, 6.2, 6.3, 6.4, 6.5 and 6.6.

2.2

Vote on Reports not Selected for Debate

• Moved by: M. Nickel

  That the recommendations in the following reports be approved:

  • 6.7 Cloud Computing Audit
  • 6.8 Administration Response - Cloud Computing Audit
  • 9.1 External Auditor - Non-audit Services Request

  In Favour (7)

  O. Edmondson, C. Burrows , D. Iveson, A. Knack, B. Esslinger, M. Nickel, and T. Cartmell

  Carried (7 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.

Reports

6.1

Office of the City Auditor Recommendation Follow-up Dashboard Report - As at January 25, 2021

Items 6.1 and 6.2 were dealt with together.

D. Wiun, City Auditor, answered questions.

• Moved by: A. Knack

  That the February 11, 2021, Office of the City Auditor report OCA00340, be received for information.

  In Favour (7)

  O. Edmondson, C. Burrows , D. Iveson, A. Knack, B. Esslinger, M. Nickel, and T. Cartmell

  Carried (7 to 0)

6.2

Administrative Update on the Auditor’s Dashboard

Items 6.1 and 6.2 were dealt with together.

• Moved by: A. Knack

  That the February 11, 2021, Office of the City Manager report OCM00282, be received for information.

  In Favour (7)

  D. Iveson, A. Knack, T. Cartmell, B. Esslinger, M. Nickel, C. Burrows, and O. Edmondson

  Carried (7 to 0)

6.3

Snow and Ice Control Audit

Items 6.3 and 6.4 were dealt with together.

D. Wiun, City Auditor; and G. Cebryk, Deputy City Manager, and B. Simpson, City Operations, made presentations and answered questions. A. Grant, City Operations; A. Corbould, City Manager; and C. Owen, Communications and Engagement, answered questions.

• Moved by: A. Knack

  That the February 11, 2021, Office of the City Auditor report OCA00338, be received for information.

  In Favour (7)

  O. Edmondson, C. Burrows , D. Iveson, A. Knack, B. Esslinger, M. Nickel, and T. Cartmell

  Carried (7 to 0)

6.4

Administration Response - Snow and Ice Control Program Audit

Items 6.3 and 6.4 were dealt with together.

• Moved by: A. Knack

  That the February 11, 2021, City Operations report CO00180, be received for information.

  In Favour (7)

  D. Iveson, A. Knack, T. Cartmell, B. Esslinger, M. Nickel, C. Burrows, and O. Edmondson

  Carried (7 to 0)

6.5

Part 2 City Productivity and Performance Audit: Productivity and Performance Measure Analysis

Items 6.5 and 6.6 were dealt with together.

M. Kluh, Urban Form and Corporate Strategic Development, made a presentation. D. Wiun, City Auditor; and S. McCabe, Deputy City Manager, Urban Form and Corporate Strategic Development, made presentations and answered questions. R. Smyth, Deputy City Manager, Citizen Services; and M. Persson, Chief Financial Officer and Deputy City Manager, Financial and Corporate Services, answered questions.

• Moved by: D. Iveson

  That the November 17, 2020, Office of the City Auditor report OCA00146, be received for information.

   

  In Favour (7)

  O. Edmondson, C. Burrows , D. Iveson, A. Knack, B. Esslinger, M. Nickel, and T. Cartmell

  Carried (7 to 0)

6.6

Administrative Response to the Office of the City Auditor City Productivity and Performance Audit - Productivity and Performance Measure Analysis

Items 6.5 and 6.6 were dealt with together.

• Moved by: D. Iveson

  That the November 17, 2020, Urban Form and Corporate Strategic Development report UFCSD00119, be received for information.

  In Favour (7)

  D. Iveson, A. Knack, T. Cartmell, B. Esslinger, M. Nickel, C. Burrows, and O. Edmondson

  Carried (7 to 0)

6.7

Cloud Computing Audit

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

That the February 11, 2021, Office of the City Auditor report OCA00339, be received for information.

6.8

Administration Response - Cloud Computing Audit

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

That the February 11, 2021, Financial and Corporate Services report FCS00334, be received for information.

7.

Responses to Councillor Inquiries

There were no Responses to Councillor Inquiries on the agenda.

8.

Motions Pending

There were no Motions Pending on the agenda.

9.

Private Reports

9.1

External Auditor - Non-audit Services 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 11, 2021, Financial and Corporate Services report FCS00364, be approved.

2. That the February 11, 2021, Financial and Corporate Services reportFCS00364 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.

Notices of Motion and Motions without Customary Notice

Mayor D. Iveson asked whether there were any Notices of Motion. There were none.

11.

Adjournment

The meeting adjourned at 4:14 p.m., Thursday, February 11, 2021.