THE REGIONAL MUNICIPALITY OF PEEL

AUDIT SUBCOMMITTEE

M I N U T E S ASC-2003-1

The Audit Subcommittee met on January 23, 2003, at 8:40 a.m. in the 5th Floor Boardroom, Regional Administrative Headquarters, 10 Peel Centre Dr., Brampton.

Members Present: E. Kolb, G. Miles, P. Mullin, R. Whitehead
   
Members Absent: Nil
   
Also Present:

R. Maloney, Chief Administrative Officer; D. Labrecque, Treasurer and Commissioner of Finance; M. Zamojc, Commissioner of Public Works;
L. Hawes, Director, Internal Audit; I. Murray, Engagement Partner, KPMG; K. Travers, Audit Senior Manager, KPMG; L. Conde, Legislative Co-ordinator

Councillor Whitehead assumed the Chair.


1. DECLARATIONS OF CONFLICTS OF INTEREST


2
. APPROVAL OF AGENDA

RECOMMENDATION ASC-1-2003:

That the agenda for January 23, 2003 Audit Subcommittee meeting be approved.


3. DELEGATIONS/PRESENTATIONS


4. REPORTS

a) KPMG Audit Planning Report and Engagement Letter

Received

Ian Murray, Engagement Partner and Kevin Travers, Audit Senior Manager, KPMG, provided a summary of the information provided to the Committee by KPMG contained in their planning report to the Audit Subcommittee.

Chair Kolb indicated that Policing and Greater Toronto Area (GTA) Pooling should be included as part of the "Other Audits" contained in the KPMG report.

Members of the Audit Subcommittee and the KPMG representatives discussed the impact of GTA Pooling on the Region's financial statements, specifically the barriers to auditing Pooling funds as well as the level of risk to the Region associated with funding this program. Kevin Travers, Audit Senior Manager, KPMG, noted that the audit risk related to GTA Pooling has been identified in KPMG's Audit. Roger Maloney, Chief Administrative Officer suggested that this information from KPMG can be used in the Region's communications on GTA Pooling.

Ian Murray, Engagement Partner, KPMG advised that there is no separate mandate for an external audit of Police Services, only that aspect of it which is contained in what is included in the Region's audit.

Roger Maloney, Chief Administrative Officer suggested that a meeting among senior staff, KPMG and Peel Regional Police is appropriate for discussion of this issue and undertook to arrange this.

Members then discussed current events related to public perceptions of accountability in organizations both in the public and private sectors.

RECOMMENDATION ASC-2-2003:

That a report be brought forward to Council outlining the fiscal responsibility and accountability of the Region, and the role of the internal and external auditors and measures taken in self-monitoring.

Councillor Whitehead requested that the external auditors be present when this report is presented to Regional Council.


b) External Audit Management Letters Update

Received

c) Region Risk Management Assessment and Internal Audit Work Plan for 2003 to 2005

Received

d) Accounting for Water Supplied by Fire Hydrant Connection Permits (Oral)
    Remarks by Mitch Zamojc, Commissioner of Public Works

Received

Mitch Zamojc, Commissioner of Public Works provided the Members of the Audit Subcommittee with information on the status of a report titled "Accounting for Water Supplied by Fire Hydrant Connection Permits" intended for the next Audit Subcommittee meeting. He explained that the issue of the audit, which will be brought back to the Audit Subcommittee, is separate from the overall issue of the availability of safe water from hydrants, the latter of which will be brought back to General Committee at a future date.


5. SCHEDULE OF FUTURE MEETINGS

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

Received

RECOMMENDATION ASC-3-2003:

That a special joint meeting of the Audit Subcommittee and Emergency and Protective Services Committee be held to facilitate discussions of Internal Audit's review of Ambulance and Emergency Programs, and the Consultant's review of the Operators, in light of the upcoming decision to be made by Council regarding Ambulance Services Contracts.

Councillor Mullin suggested that the fire chiefs from the City of Mississauga, City of Brampton and Town of Caledon be invited to this special meeting.


6. OTHER BUSINESS


7. ADJOURNMENT

The meeting adjourned at 9:40 a.m.