THE REGIONAL MUNICIPALITY OF PEEL

AUDIT COMMITTEE

M I N U T E S    AC-2011-3 


The Audit Committee met on Thursday, May 19, 2011, at 9:39 a.m. in the Council Chamber, Regional Administrative Headquarters, 10 Peel Centre Drive, Suite A, Brampton.

Members Present:   E. Moore; R. Starr; A. Thompson; R. Whitehead
   
Members Absent:   E. Adams, due to a personal matter; E. Kolb, due to other municipal business
   
Also Present:  

D. Szwarc, Chief Administrative Officer; N. Trim, Chief Financial Officer and Commissioner of Corporate Services; D. Labrecque, Commissioner of Public Works; P. Wallis, Director, Internal Audit; D. Bingham, Treasurer and Director, Corporate Finance; C. Reid, Regional Clerk; H. West, Committee Clerk

_______________________________
* See text for arrivals
¨See text for departures

Chaired by Councillor R. Whitehead

1. DECLARATIONS OF CONFLICT OF INTEREST - Nil


2. APPROVAL OF AGENDA

RECOMMENDATION AC-6-2011:

That the agenda for May 11, 2011 Audit Committee meeting be approved.


3. DELEGATIONS/PRESENTATIONS

a) Norma Trim, Chief Financial Officer and Commissioner of Corporate Services; and David Bingham, Treasurer and Director, Corporate Finance, Presenting the Government Finance Officers Association (GFOA) Award for Financial Reporting for the Region of Peel 2009 Audit Financial Report

Received

David Bingham, Treasurer and Director, Corporate Finance announced that the Region of Peel has been presented with the Government Finance Officers Association (GFOA) Canadian award for excellence in accounting and financial reporting for 2009. He noted that this is the ninth consecutive year that the Region of Peel has received the award. Norma Trim, Chief Financial Officer and Commissioner of Corporate Services, Monique Hynes, Manager of Accounting Services, Dave Bingham, and members of the Audit Committee received presentation of the GFOA Canadian award plaque

a) Steve Stewart, Associate Partner, Deloitte & Touche, Presenting the 2010 Deloitte Year-End Communication Report

Received

See also Item 4c

Trevor Ferguson, Senior Manager, Deloitte & Touche provided a high level overview of the 2010 Deloitte Year-end Communication Report, noting there were no significant departures from the audit planning and risk assessment of the audit plan.


4. REPORTS

Item 4c was dealt with

c) 2010 Deloitte's Year-End Communication Report

Received

See also Presentation – Item 3b


4. REPORTS

a) 2010 Region of Peel Consolidated Financial Statements

Received

b) Peel Housing Corporation 2010 Financial Statements

Received

c) 2010 Deloitte’s Year-End Communication Report

This item was dealt with earlier in the meeting

d) Procurement Audit
Presentation by Paul Wallis, Director, Internal Audit

Received

A copy of the presentation is available from the Office of the Regional Clerk.

Paul Wallis, Director, Internal Audit provided an overview of the proposed procurement audit and requested feedback from the Audit Committee in terms of the approach and scope of the audit.

Councillor Starr suggested that external vendors and stakeholders be surveyed regarding the Region of Peel procurement process. Paul Wallis undertook to include a survey of external vendors as part of the audit.

Councillor Moore inquired about bulk purchasing and whether this type of procurement will be addressed in the audit. Paul Wallis responded that bulk purchasing will be included in the audit in the area of risk assessment.

Councillor Moore referred to the current procurement practice for small purchases and asked if staff negotiates a price with a vendor who is used frequently. James Macintyre, Director of Purchasing responded that the Region does review frequent purchasing among various Regional departments to coordinate spending. He confirmed that the procurement audit could review the purchasing process with small vendors.

Councillor Thompson requested that project timelines and response time regarding the Region of Peel tender process be reviewed with vendors. Paul Wallis responded that the cycle time of the procurement process will be included as part of the audit.

Councillor Whitehead noted that government procurement prices can be higher than the private sector due to the documentation process required by government agencies. He requested that the process and pricing be reviewed with vendors.

e) Region of Peel - Organizational Project Management Maturity Assessment
Presentation by Steve Saric, Project Manager; and Gary Wilde, Acting Manager, Strategic Projects and Services

Received

A copy of the presentation is available from the Office of the Regional Clerk.

Steve Saric, Project Manager, Strategic Projects and Services provided an overview of the organizational project management maturity assessment, current practices and the upcoming review to provide improvements and manage associated risks with the project management process.

Councillor Starr sought clarification as to how projects are being managed and monitored. Gary Wilde, Acting Manager, Strategic Projects and Services responded that the Region has recently acquired portfolio management software for corporate projects which will be used by project managers for reporting all projects.

Councillor Starr inquired if there is a list of all projects in a central place with the status of the projects. David Szwarc, Chief Administrative Officer (CAO) responded that capital projects are listed in the capital budget; implementation of the Eclipse software will provide another resource on project management status. The CAO stated that the Region of Peel has a Corporate Project Management Methodology and the assessment will review how well the methodology is being applied to projects.

Councillor Whitehead inquired if the assessment will review best practices and the value of hiring consultants for road work project management. Dan Labrecque, Commissioner, Public Works responded that this is an area that the Public Works department is currently reviewing.

f) 2010 Disposal Report

Received

g) Peel Regional Emergency Program Audit
Presentation by Andre Luc Beauregard, Manager, Emergency Management; and Rajini Sharma, Acting Manager, Strategic Innovation

Received

A copy of the presentation is available from the Office of the Regional Clerk.

Rajini Sharma, Acting Manager, Strategic Innovation and Andre Luc Beauregard provided an overview of the Peel Regional Emergency Program Audit. Staff from the Office of Strategic Innovation and Policy, Corporate Services and Health Services will be initiating a project to develop a comprehensive emergency management response master plan to address issues raised in the audit.

Councillor Thompson congratulated staff on a job well done and for being proactive in achieving goals.


5. COMMUNICATIONS
- Nil


6. IN CAMERA MATTERS
- Nil


7. OTHER BUSINESS
- Nil


8. NEXT MEETING

To be determined.


9. ADJOURNMENT

The meeting adjourned at 10:45 a.m.