THE REGIONAL MUNICIPALITY OF PEEL

AUDIT SUBCOMMITTEE

M I N U T E S       ASC-2004-5

The Audit Subcommittee met on October 7, 2004 at 8:45 a.m. in the Council Chamber, Regional Administrative Headquarters, 10 Peel Centre Dr., Brampton.

 

Members Present: N. Iannicca, E. Kolb, G. Miles, R. Paterak, N. Stewart
   
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; K. Ward, Commissioner of Housing and Property; B. Hynes, Director of Policy and Programs, Housing and Property; S. Hewitt, Director Business and Information Services, Public Works; I. Murray, Engagement Partner, KPMG; K. Travers, Audit Senior Manager, KPMG; J. Payne, Legislative Coordinator

 

Councillor G. Miles presided


1. DECLARATIONS OF CONFLICTS OF INTEREST


2. APPROVAL OF AGENDA

RECOMMENDATION ASC-10-2004:

That item 4a be brought forward to be dealt with as the first item of business;

And further, that the agenda for the October 7, 2004, Audit Subcommittee meeting be approved, as amended.

 

Item 4a was dealt with.

4. REPORTS

a) Current Status of Actions Taken by Public Works as a Result of the 2003 External Audit Management Letter

Received

Mitch Zamojc, Commissioner of Public Works, stated that the report from Internal Audit is positive and reflects the actions being taken by the Public Works department. All project managers have implemented new practices with the use of monitoring tools. Mitch Zamojc noted that there have been weekly meetings with all project managers which include updates on the status of projects and the current budget cost centres. The use of a new database for all capital projects has allowed for more effective project monitoring. Public Works developed a formal accrual policy regarding Front-End-Financing Agreements which are also being tracked; this includes monthly financial status reports which are provided to Departmental Management Teams and Directors. Mitch Zamojc advised that the accrual process has significantly improved and far fewer projects are over budget due to the record keeping issues identified in the Management letter. Financial monitoring is continual, and the new database allows for current information on the development progress and completion of all projects.

Larry Hawes, Director, Internal Audit, stated that when the external audit Management Letter was issued, the Chief Administration Officer requested regular updates on the Public Works action plan; this report is the result of those updates. Public Works has supported initiatives to improve financial reporting by providing communication and information updates to project managers. Larry Hawes noted that the Region will continue to monitor progress and an update will be given at the next Audit Subcommittee meeting.

Councillor N. Iannicca stated that the response by Management has been very well done and he was pleased with the results from Audit and Management.


3. DELEGATIONS/PRESENTATIONS

a) Kevin Travers, Senior Audit Manager, KPMG, Providing an update on the 2003 Management Letter

Received

Kevin Travers, Senior Audit Manager, KPMG, indicated that policies and procedures have been designed and implemented since the last meeting to address the concerns identified in the Management Letter. Kevin Travers advised that KPMG and Management will meet to review the findings and further updates will be presented at the next Audit Subcommittee meeting.


4. REPORTS

a) Current Status of Actions Taken by Public Works as a Result of the 2003 External Audit Management Letter

This item was dealt with earlier in the meeting

b) Review of Housing Policy and Programs Division

Received

Keith Ward, Commissioner of Housing and Property, noted that he and Bruce Hynes, Director of Policy and Programs, Housing and Property had a meeting with Councillor Mullin, Chair of Housing Committee, and as a result, have incorporated her request for additional information in a presentation regarding the new areas of responsibility for the Housing department. Keith Ward also indicated the Province conducted a post transfer assessment of Peel as the service manager and found no significant issues. Keith Ward and Bruce Hynes provided a detailed overview of the Social Housing Program.

Councillor Iannicca suggested creating a summary which would outline all of public housing's properties and assets within the Region, the market value assessment of the properties, the rents collected, and any financial encumbrances against the properties. Chair Kolb suggested having Keith Ward report back to Council addressing the issue of the value of updating the waiting list on an annual basis and the workload requirements to update and maintain the waiting lists on an annual basis for Social Housing. Keith Ward replied that he would follow through with the request.


c) Internal Audit Division Quality Assurance Process

Received


5. COMMUNICATIONS


6. SCHEDULE OF FUTURE MEETINGS

a) Summary of Internal Audits in Progress

Received


7. OTHER BUSINESS


8. ADJOURNMENT

The meeting adjourned at 9:30 a.m.