THE REGIONAL MUNICIPALITY OF PEEL

AUDIT SUBCOMMITTEE

M I N U T E S ASC-2002-4


The Audit Subcommittee met on September 19, 2002, at 8:31 a.m. in the 5th Floor Boardroom, Regional Administrative Headquarters, 10 Peel Centre Dr., Brampton.

Members Present: R. Begleyw on behalf of E. Kolb, N. Ianniccaw on behalf of P. Mullin;
G.Miles*, P. Mullin*, R. Whitehead
   
Members Absent: Nil
   
Also Present:

K. Ward, Commissioner of Housing & Property; L. Hawes, Director, Internal Audit; D. Labrecque, Director, Corporate Finance; D. Bingham, Director, Financial Services; P. Williams, Director, Operations & Maintenance, Public Works; B. Ritchie, Manager, Accounts Receivable, Finance; J. Macintyre, Purchasing Manager, Finance; L. Webb, Manager, Project Services, Housing & Property; K. Travers, KPMG; A. Appleton, Executive Assistant to the Chair and CAO; Executive Office; L. Conde, Legislative Co-ordinator

Lise Conde, Legislative Co-ordinator presided.


1. ELECTION OF CHAIR AND VICE-CHAIR

RECOMMENDATION ASC-11-2001:

That Councillor Whitehead be appointed as Chair of the Audit Subcommittee for a term ending November 30, 2003;

And further, that Councillor Miles be appointed as Vice-Chair of the Audit Subcommittee for a term ending November 30, 2003.

Councillor Whitehead assumed the Chair.


2. DECLARATIONS OF CONFLICTS OF INTEREST

3. APPROVAL OF AGENDA

RECOMMENDATION ASC-12-2002:

That the agenda for September 19, 2002, Audit Subcommittee meeting be approved.


4. DELEGATIONS/PRESENTATIONS


5. REPORTS

a) Review of Project Management Practices in Property Services

Received

Councillor Mullin arrived at 8:43 a.m.
Councillor Iannicca departed at 8:43 a.m.
Councillor Miles arrived at 8:48 a.m.

Keith Ward, Commissioner of Housing and Property provided a brief overview of the Project Management Practices in Property Services to members of the Audit Subcommittee.

He further explained that due to increase scope of activities, an organization restructure was done in July of 2001 resulting in hiring a Manager of Project Services and more contract positions in order to improve flow and consistency of project management.

He introduced Larry Webb as the department's Manager of Project Services.

Larry Hawes, Director, Internal Audit explained to members of the Audit Subcommittee that the Project Management Practices project is one phase of a larger audit of Property Services. The last phase will include a review of financial issues once the reorganization is completed.

Councillor Mullin raised concerns about the linkages between Housing and Property and Finance departments.

Keith Ward, Commissioner of Housing and Property advised that Housing and Property staff are looking into reorganizing all financial activities and determining how best to integrate Housing activities with Finance.

RECOMMENDATION ASC-13-2002:

That a report be brought forward to the Audit Subcommittee reviewing the Project Management practices in the Public Works department.

Councillor Whitehead thanked members of Internal Audit for bringing forward an excellent report.


b) Accounting for Water Supplied by Fire Hydrant Connection Permits (Oral)

Received

Councillor Begley departed at 9:10 a.m.

Larry Hawes, Director, Internal Audit updated members of the Audit Subcommittee on a request made at the last meeting regarding the supply of water through permits to use fire hydrant connections.

He advised that there are currently deposits which should have been refunded or taken into revenue. Public Works and Finance departments will review the deposit account and a report will be brought back to the committee at the next meeting on their findings.

Members of the Audit Subcommittee discussed security problems related to water supplied by fire hydrant connections.


6. SCHEDULE OF FUTURE MEETINGS

a) Internal Audits in Progress (Oral)  
    Remarks by Larry Hawes, Director, Internal Audit  

Received

Larry Hawes, Director, Internal Audit updated members of the Audit Subcommittee on the status of ongoing internal Audits. He explained to members that one of the outstanding issues, a joint development charge collection system for the Region of Peel and the three area municipalities, will be investigated by staff and a report will be brought forward at the next Audit Subcommittee on November 21, 2002 on this issue.


7. OTHER BUSINESS

a) Insurance Issues

Councillor Gael Miles advised members of the Audit Subcommittee that she has concerns that insurance may be paid twice, both by the Region of Peel and by the contractor hired by the Region of Peel, for the same project. She requested that staff look further into this issue.


8. ADJOURNMENT

The meeting adjourned at 9:28 a.m.