THE REGIONAL MUNICIPALITY OF PEEL

AUDIT COMMITTEE

M I N U T E S    AC-2012-3 


The Audit Committee met on Thursday, May 31, 2012, at 9:35 a.m. in the Council Chamber, Regional Administrative Headquarters, 10 Peel Centre Drive, Suite A, Brampton.

Members Present:
C. Fonseca; E. Moore; R. Paterak, alternate for A. Thompson; R. Starr; R. Whitehead
Members Absent:
E. Kolb, due to other municipal business; A. Thompson, due to other municipal business
Also Present:
D. Szwarc, Chief Administrative Officer; N. Trim, Chief Financial Officer and Commissioner of Corporate Services; K. Gillespie, Commissioner of Employee and Business Services; P. Wallis, Director, Internal Audit; C. Reid, Regional Clerk; H. West, Committee Clerk

_______________________________
* See text for arrivals
¨See text for departures


Chaired by Councillor R. Whitehead



1. DECLARATIONS OF CONFLICT OF INTEREST - Nil


2. APPROVAL OF AGENDA

RECOMMENDATION AC-4-2012:

That the agenda for the May 31, 2012 Audit Committee meeting, be approved.


3. DELEGATIONS

a) Norma Trim, Chief Financial Officer and Commissioner of Corporate Services; Dave Bingham, Treasurer and Director, Corporate Finance and Monique Hynes, Manager, Accounting Services, Presenting the 2010 Government Finance Officers Association Canadian Award for Financial Reporting

Received

Norma Trim, Chief Financial Officer and Commissioner of Corporate Services announced that the Region of Peel received the Government Finance Officers Association (GFOA) Canadian Award for Excellence in Accounting and Financial Reporting for 2010, for the tenth consecutive year. She thanked staff for their efforts and contributions. Members of Internal Audit and the Audit Committee were presented with the GFOA Canadian award plaque.

b) Trevor Ferguson, Partner and Lilian Cheung, Manager, Deloitte & Touche, Presenting the 2011 Deloitte Year-End Communication Report

Received

See also Reports Item 4c

Trevor Ferguson, Senior Manager and Lilian Cheung, Manager, Deloitte & Touche, provided a high level overview of the 2011 Deloitte Year-end Communication Report, noting there were no significant departures from the audit planning and risk assessment of the audit plan, presented October 6, 2011.

Councillor Starr requested clarification as to why eight access cards were provided to one person that is not a Regional employee and inquired if access cards to the Data Centre are monitored and tracked. Steve Hall, Director, Real Property Asset Management (RPAM) responded that in the past, Heating, Ventilation and Air Conditioning (HVAC) contractors received temporary access cards on each visit which were not deactivated when the work was completed. Steve Hall confirmed that there is a tracking system for all access cards. David Szwarc, Chief Administrative Officer, also noted that there is video surveillance throughout the Region of Peel buildings.


4. REPORTS

a) 2011 Region of Peel Consolidated Financial Statements

Received

b) Peel Housing Corporation 2011 Financial Statements

Received

c) 2011 Deloitte’s Year-End Communication Report

Received

See also Delegations – Item 3b

d) Status of Management Action Plans

Received

e) Procurement Audit

Presentation by Jennifer Weinman, Manager, Internal Audit and James Macintyre, Director, Customer Service Integration


Received

A copy of the presentation is available from the Office of the Regional Clerk.

Jennifer Weinman, Manager, Internal Audit provided an overview of the Procurement Audit which included consultation with Regional purchasers, purchasing staff, senior management and external vendors to determine common themes for the development of a Procurement Strategy. James Macintyre, Director, Customer Service Integration, provided the management response to the Audit noting that an update on the planning phase of the Procurement Strategy will be provided in September 2012 and a new Procurement By-law will be presented to Regional Council for enactment in 2013.

Councillor Whitehead noted that 15 per cent of vendors were dissatisfied with the Region of Peel process and inquired if staff has reviewed the comments to determine if there are common dissatisfactions. Jennifer Weinman responded that Internal Audit has not analysed the surveys for this type of detail however the surveys are filed with the Purchasing Division and could be reviewed. Councillor Whitehead requested that staff review the surveys for common trends.

f) Financial Control By-Law Review and Process
Presentation by Stephen VanOfwegen, Director, Business Planning and Financial Support Services and Norman Lum, Manager, Business and Capital Planning

Received

A copy of the presentation is available from the Office of the Regional Clerk.

Stephen VanOfwegen, Director, Business Planning and Financial Support Services and Norman Lum, Manager, Business and Capital Planning, provided an overview of the proposed 2012 Financial Control By-law (FCBL). The FCBL will be changed from providing prescriptive controls to providing a principle based By-law to become the Financial Management By-law (FMBL). The FMBL will provide a monitored framework for all business activities related to service and program level planning, as well as, financial policies which will support the Long Term Financial Plan. The FMBL, new budget policy and long term financial plan will be presented to Regional Council during the fourth quarter of 2012.


5. COMMUNICATIONS
- Nil


6. IN CAMERA MATTERS
- Nil


7. OTHER BUSINESS
- Nil


8. NEXT MEETING

The next meeting of the Audit Committee is scheduled for September 13, 2012, at 8:30 a.m., Council Chamber, Regional Administrative Headquarters, 10 Peel Centre Drive, Suite A, Brampton.

Please forward regrets to Helena West, Committee Clerk, (905) 791-7800, extension 4697 or helena.west@peelregion.ca.


9. ADJOURNMENT

The meeting adjourned at 10:22 a.m.