Audit Committee Minutes

November 26, 2008

Members: / Present:
S. Mandel, Chair / S. Mandel
E. Gibbons, Vice-Chair / E. Gibbons
B. Anderson / B. Anderson
D. Iveson / D. Iveson
K. Leibovici

Also in Attendance:

Councillor T. Caterina

Councillor L. Sloan

A. B. Maurer, City Manager

S. Thompson, Office of the City Clerk

A.CALL TO ORDER AND RELATED BUSINESS

A.1.Call to Order

Mayor S. Mandel called the meeting to order at 9:33 a.m.

Councillor K. Leibovici was absent.

A.2.Adoption of Agenda

Moved D. Iveson:

That the November 26, 2008, Audit Committee meeting agenda be adopted.

Carried

For the Motion:S. Mandel; B. Anderson, E. Gibbons, D. Iveson.

Absent:K. Leibovici.

A.3.Adoption of Minutes

Moved B. Anderson:

That theSeptember 18, 2008, Audit Committee meeting minutes be adopted.

Carried

For the Motion:S. Mandel; B. Anderson, E. Gibbons, D. Iveson.

Absent:K. Leibovici.

A.4.Protocol Items

Visiting Audit Delegation from Vietnam (S. Mandel)

On behalf of the Audit Committee, Mayor S. Mandel welcomed the visiting audit delegation from Vietnam, C. Duong and N. Phuong.

George P. Nicholson School (S. Mandel)

On behalf of the Audit Committee, Mayor S. Mandel welcomed students from George P. Nicholson School and their teacher
Mrs. Sprague.

B.PROCEDURAL MATTERS

B.1.Items Selected for Debate and Vote on Remaining Items

The Committee selected the following items for debate: E.1., E.3., E.4. and P.1.

Moved E. Gibbons:

E.REPORTS

E.2.Update from 2007 ExternalAudit Management Letter

That the November 17, 2008, Finance and Treasury Department report 2008FTF024 be received for information. / Finance & Treas.

Carried

For the Motion:S. Mandel; B. Anderson, E. Gibbons, D. Iveson.

Absent:K. Leibovici.

E.REPORTS

E.1.Deloitte and Touche LLP -Fiscal 2008 Audit Scope Memorandum

J. Anderlicand R. Gosse, Deloitte and Touche LLP,made a presentation and answered the Committee’s questions.

C. Engelking, Finance and Treasury Department, answered the Committee’s questions

Moved D. Iveson:

That the Fiscal 2008 Audit Scope Memorandum, December 31, 2008, provided by Deloitte and Touche LLP, Attachment 1 of the November 18, 2008, Deloitte and Touche LLP report 2008COC020, be received for information. / Corporate Svcs.

Carried

For the Motion:S. Mandel; B. Anderson, E. Gibbons, D. Iveson.

Absent:K. Leibovici.

S. Thompson, Office of the City Clerk; and A. B. Maurer, City Manager,answered the Committee’s questions.

E.3.Officeof theCity AuditorActivity Report

D. Wiun, City Auditor, made a presentation and answered the Committee’s questions.

Mayor S. Mandel vacated the Chair and Councillor E. Gibbons presided. Mayor S. Mandel left the meeting.

D. Wiun, City Auditor, answered the Committee’s questions.

Mayor S. Mandel re-entered the meeting. Councillor E. Gibbons vacated the Chair and Mayor S. Mandel presided.

D. Wiun, City Auditor; A. B. Maurer, City Manager;and R. Rosychuck, Finance and Treasury Department, answered the Committee’s questions.

Moved E. Gibbons:

That the November 13, 2008, Office of the City Auditor report 2008OCA010 be received for information. / City Auditor

Carried

For the Motion:S. Mandel; B. Anderson, E. Gibbons, D. Iveson.

Absent:K. Leibovici.

E.4.Office of the City Auditor 2009 Annual Work Plan

D. Wiun, City Auditor, made a presentation and answered the Committee’s questions.

D. Wiun, City Auditor; A. B. Maurer, City Manager; R. Rosychuck, Finance and Treasury Department; and S. Thompson, Office of the City Clerk, answered the Committee’s questions.

Moved E. Gibbons:

That Audit Committee recommend to City Council:

That the Office of the City Auditor 2009 Annual Work Plan, Attachment 1 of the November 13, 2008, Office of the City Auditor report 2008OCA009, be approved

Carried

For the Motion:S. Mandel; B. Anderson, E. Gibbons, D. Iveson.

Absent:K. Leibovici.

P.PRIVATE

P.1.External Audit Contract Extension

Moved D. Iveson:

That the Committee meet in private, pursuant to sections 16 and 25 of the Freedom of Information and Protection of Privacy Act.

Carried

For the Motion:S. Mandel; E. Gibbons, D. Iveson.

Absent:B. Anderson, K. Leibovici.

The Committee met in private at 10:57 a.m.

Moved D. Iveson:

That the Committee meet in public.

Carried

For the Motion:S. Mandel; E. Gibbons, D. Iveson.

Absent:B. Anderson, K. Leibovici.

The Committee met in public at 10:59a.m.

Moved D. Iveson:

That Audit Committee recommend to City Council:

  1. That the external audit contract with Deloitte and Touche LLP be extended to cover the December 31, 2009,
    year-end audit, with the terms of extension in a form acceptable to the City Manager.
  2. That the November 12, 2008, Finance and Treasury Department report 2008FTF028 remain private pursuant to sections 16 and 25 of the Freedom of Information and Protection of Privacy Act.

Carried

For the Motion:S. Mandel; B. Anderson, E. Gibbons, D. Iveson.

Absent:K. Leibovici.

R.NOTICES OF MOTION

Mayor S. Mandel asked whether there were any Notices of Motion. There were none.

S.ADJOURNMENT

The meeting adjourned at 11:00 a.m.

______

ChairCity Clerk

Audit CommitteeMinutes | November 26, 2008, ks1 of 5

INDEX

AUDIT COMMITTEE MEETING

NOVEMBER 26, 2008

A.CALL TO ORDER AND RELATED BUSINESS

A.1.Call to Order ...... 1

A.2.Adoption of Agenda ......

A.3.Adoption of Minutes ......

A.4.Protocol Items ......

B.PROCEDURAL MATTERS

B.1.Items Selected for Debate and Vote on Remaining Items ......

E.REPORTS

E.1.Deloitte and Touche LLP - Fiscal 2008 Audit Scope
Memorandum

E.2.Update from 2007 External Audit Management Letter

E.3.Office of the City Auditor Activity Report

E.4.Office of the City Auditor 2009 Annual Work Plan

P.PRIVATE

P.1.External Audit Contract Extension

R.NOTICES OF MOTION

S.ADJOURNMENT

INDEX - Audit CommitteeMinutes | November 26, 2008, ks1 of 1