THE REGIONAL MUNICIPALITY OF PEEL

AUDIT SUBCOMMITTEE

M I N U T E S      ASC-2007-1


The Audit Subcommittee met on February 8, 2007, at 8:37 a.m. in the Council Chamber, Regional Administrative Headquarters, 10 Peel Centre Dr., Brampton.

Members Present: C. Corbasson, G. Miles, R. Paterak, R. Whitehead
     
Members Absent:   E. Kolb, due to other municipal business
     
Other Councillors Present:   F. Dale
     
Also Present:   D. Szwarc, Chief Administrative Officer; D. Labrecque, Treasurer and Commissioner of Finance; L. Nashman, Commissioner of People, Information and Technology; J. Smith, Acting Commissioner of Health; B. Wilson, Director, Internal Audit; K. Travers, Associate Partner, KPMG; J. Payne, Legislative Co-ordinator, Legislative Services

J. Payne, Committee Clerk, presided


1. ELECTION OF CHAIR AND VICE-CHAIR

RECOMMENDATION ASC-1-2007:

That Councillor Whitehead be appointed Chair of the Audit Subcommittee for the term ending November 30, 2008, or until a successor is appointed;

RECOMMENDATION ASC-2-2007:

That Councillor Corbasson be appointed Vice-Chair of the Audit Subcommittee for the term ending November 30, 2008, or until a successor is appointed.


2. DECLARATIONS OF CONFLICTS OF INTEREST


3. APPROVAL OF AGENDA

RECOMMENDATION ASC-3-2007:

That the agenda for the February 8, 2007 Audit Subcommittee meeting be approved.


4. DELEGATIONS/PRESENTATIONS

a) Audit Subcommittee Oversight Manual
Presentation by Beate Wilson, Director of Internal Audit, Region of Peel (Oral)

Received

Beate Wilson, Director of Internal Audit, reviewed the contents of Audit Oversight Manual with the members of the Subcommittee. The manual is a comprehensive resource designed to assist members as they carry out their oversight responsibilities and it includes the following key Regional documents for reference: Internal Audit Charter; Chief Administrative Officer By-law; Financial Control By-law for the Region of Peel and Peel Housing Corporation; Purchasing By-law; Region of Peel Code of Conduct; and the 2005 Annual Reports for the Region of Peel and Peel Housing Corporation. Beate Wilson undertook to ensure that updates will be distributed to all the members as documents contained within the manual are amended.

Councillor Whitehead, Chair of the Audit Subcommittee thanked Internal Audit staff for their efforts in preparing the manual. Members of the Subcommittee agreed that all Regional Councillors should be provided with a copy of the manual as was done in 2003 when the first edition of the oversight manual was prepared and circulated.


5. REPORTS

a) Review of Procurement Practices within the Information and Technology Services Division

Received

Laura Nashman, Commissioner of People, Information and Technology stated that the audit findings report demonstrated that the Region of Peel Information and Technology Services division has effective procurement practices in place. She advised that the five suggestions for process improvements that were identified in the audit findings report will be reviewed and implemented.

b) Review of Peel Regional Police (PRP) - Fleet and Equipment Management

Received

Beate Wilson explained that the review of Peel Regional Police (PRP) fleet and equipment management was the first joint audit involving the Region of Peel Internal Audit division and the Peel Regional Police Audit Bureau. During the review process, no major control weaknesses were identified. The opportunities for process improvements that were proposed in the audit findings report have been addressed with PRP fleet and equipment management staff. Three of the recommendations have been implemented.

c) Public Health Operational Review
Presentation by Janette Smith, Acting Commissioner of Health, Responding to the Audit Findings

Received

Janette Smith, Acting Commissioner of Health, provided an overview of the programs and services provided by the Peel Health department. She detailed the changes to Public Health that have occurred since the last internal audit was completed in 1998. Changes which include the following: Addition of Provincial programs for implementation such as "Healthy Babies, Healthy Children" and "Smoke Free Ontario"; infection and prevention requirements post SARS; changes to the public health structure in Ontario, including the introduction of Local Health Integration Networks (LHINs); increased provincial program funding; introduction of the "Food Check Peel" program; and the cumulative resulting increases to the staffing complement necessary to support the additional programs and services. She stated that the audit process provided an excellent opportunity to review Health programs and services to identify process improvements.

Councillor Whitehead inquired if the scope of the audit had included the impact of additional staffing and workload upon the provision of services by the Peel Health department. Janette Smith responded that the operational impact of new staff and workload was not the focus of the audit.

Beate Wilson spoke to the Public Health operational review audit findings stating that there is a strong control consciousness in place with the management team in Health and that they have an excellent understanding of the programs and services they provide.


6. COMMUNICATIONS

a) "Tone at the Top" Newsletter: August 2006

Received


7. SCHEDULE OF FUTURE MEETINGS

NEXT MEETING

April 19, 2007
8:30 a.m. - 9:30 a.m.
Regional Administrative Headquarters
Council Chamber, 5th Floor
10 Peel Centre Dr.
Brampton, Ontario


8. OTHER BUSINESS


9. ADJOURNMENT

The meeting adjourned at 9:02 a.m.