THE REGIONAL MUNICIPALITY OF PEEL

AUDIT SUBCOMMITTEE

M I N U T E S      ASC-2008-1


The Audit Subcommittee met on February 28, 2008, at 8:34 a.m. in the Council Chamber, Regional Administrative Headquarters, 10 Peel Centre Drive, Brampton.

Members Present: E. Kolb; G. Miles; R. Paterak; R. Whitehead
   
Members Absent:   C. Corbasson
   
Also Present:   D. Szwarc, Chief Administrative Officer; R.K. Gillespie, Commissioner of Corporate Services and Regional Solicitor; D. Labrecque, Chief Financial Officer; K. Ward, Commissioner of Human Services and General Manager, Peel Living; B. Wilson, Director, Internal Audit; K. Travers, Associate Partner, KPMG; J. Payne, Committee Clerk

Chaired by Councillor R. Whitehead

1. DECLARATIONS OF CONFLICTS OF INTEREST - Nil


2. APPROVAL OF AGENDA

RECOMMENDATION ASC-1-2008:

That the agenda for the February 28, 2008 Audit Subcommittee meeting be approved.


3. DELEGATIONS/PRESENTATIONS - Nil


4. REPORTS

a) 2007 Internal Audit Work Plan Budget Versus Actual Time Report

Received

Beate Wilson, Director of Internal Audit addressed the budgeted versus actual results of the Internal Audit Work Plan for 2007 and provided an explanation of the variances, as set out in the subject report, were reviewed. During 2007, Internal Audit completed nine work plan audits, one special request review report, four audit recommendation follow-up reports, as well as two semi-annual audit recommendation follow-up reports to management.

Councillor Whitehead congratulated Internal Audit staff on both the quality and quantity of the audits undertaken by such a small and committed group of staff.

b) Internal Audit Risk Based Work Plan 2008-2010

Received

Beate Wilson, Director of Internal Audit provided a high-level overview of the Internal Audit Risk Based Work Plan for 2008 to 2010. She noted that the work plan was revised to reflect the Region of Peel organizational realignment that occurred in 2007. The Internal Audit Work Plan for 2008 – 2010 projects nine to ten work plan audit reports, two to four follow-up audit reports and one to two “special request” audit reports per year.

Councillor Miles inquired what department was responsible for security and if an audit has ever been conducted to assess risk to Region of Peel facilities, staff and members of Council. David Szwarc, Chief Administrative Officer responded that facilities security is the responsibility of the Employee and Business Services department and that he was not aware of a facilities security audit having been undertaken by the Region of Peel Internal Audit division. He indicated that specific issues related to security have been addressed as they have arisen.

R. Kent Gillespie, Commissioner of Corporate Services and Regional Solicitor responded that as part of the 10 Peel Expansion Project there was a review of the entire facility security at 10 Peel Centre Drive and there will be new security procedures implemented with the opening of the new building. He added that with regard to Council and Committee meeting security, a project is currently underway and a report will be forthcoming to provide a range of options regarding the level of security for Council to consider.

David Szwarc further explained that specific security protocols are in place for a wide range of Regional programs and services. Councillor Miles requested that additional information regarding facilities security be reported to Council. David Szwarc confirmed that staff would report back once the review currently underway, specifically related to the Council Chamber, has concluded. He advised that a report on the overall approach to security for Regional facilities would follow thereafter. Subsequently, should Council request a further review, consideration could be given to referring the matter to Internal Audit, as required.

Regional Chair Kolb inquired if the Peel Regional Police audits identified on the Region of Peel Internal Audit Work Plan will be looking at issues related to absenteeism. Judy Moffat, Audit Unit, Peel Regional Police responded that an attrition study was conducted by the Peel Regional Police Audit Unit and a report did go forward to the Chief’s Management Group (CMG) at the end of 2007. Police staff undertook to determine if that report to CMG would be proceeding to the Peel Police Services Board.

c) 10 Peel Expansion Project Architect Contract Audit

Received

Beate Wilson explained that the audit described in the subject report is the third in a series of five audits looking at the 10 Peel Expansion Project. Specifically, this audit looked at the contract with the architect, to ensure the risks associated with the construction contract and all associated contracts were being properly managed and controlled. The audit findings showed that there were no major control weaknesses. The report identified five recommendations, all of which were proactively acted upon by the project management group.

d) Waste Management Audit Report Follow-Upings Report

Received

Andy Pollock, Director of Waste Management, explained the report findings which indicated that the Region of Peel had lost interest revenues as a result of delayed payments. He added that the primary area of concern regarding the vendor for recycled steel has been addressed and staff is currently in the process of finalizing a contract with a new vendor.


5. COMMUNICATIONS

a) "Tone at the Top" Newsletter: November 2007

Received

6. IN CAMERA MATTERS - Nil

7. OTHER BUSINESS - Nil

8. NEXT MEETING

Thursday, April 17, 2008
8:30 a.m. - 9:30 a.m.
Council Chamber, 5th floor
Regional Administrative Headquarters
10 Peel Centre Drive
Brampton, Ontario


9. ADJOURNMENT

The meeting adjourned at 8:56 a.m.