AUDIT COMMITTEE

MINUTES

June 22, 2015 – River Valley Room

PRESENT
D. Iveson, B. Esslinger, A. Knack, D. Loken, M. Nickel, R. Bhatia, M. Persson
ABSENT
None
ALSO IN ATTENDANCE
B. Anderson, B. Henderson, M. Oshry, M. Walters S. Farbrother, City Manager S. McKerry, Office of the City Clerk L. Long, Office of the City Clerk
TABLE OF CONTENTS
ITEM	PAGE	DECISION
1. CALL TO ORDER AND RELATED BUSINESS 2 1.1 Call to Order 2 1.2 Adoption of Agenda 2 1.3 Adoption of Minutes 2 1.4 Protocol Items 2 2. ITEMS FOR DISCUSSION AND RELATED BUSINESS 2 2.1 Select Items for Debate 2 2.2 Requests to Speak 2 2.3 Requests for Specific Time on Agenda 3 3. COUNCILLOR INQUIRIES 3 4. REPORTS TO BE DEALT WITH AT A FUTURE MEETING 3 5. STATUS REPORT 3 6. REPORTS 3 6.1 KPMG LLP - 2014 External Audit Management Letter 3 6.2 Traffic Shortcutting Audit 4 6.3 Administrative Update on the Traffic Shortcutting Audit 4 7. RESPONSES TO COUNCILLOR INQUIRIES 5 8. PRIVATE REPORTS 5 8.1 External Audit Services - Presentations and Evaluations 5 9. NOTICES OF MOTION AND MOTIONS WITHOUT CUSTOMARY NOTICE 6 10. ADJOURNMENT 6		Carried Carried None See minutes See minutes None None None None Carried Carried Action None Action None

DECISION SUMMARY

ITEM

DECISION

CALL TO ORDER AND RELATED BUSINESS

1.1

Call to Order

Mayor D. Iveson called the meeting to order at 9:33 a.m.

1.2

Adoption of Agenda

Moved B. Esslinger:

That the June 22, 2015, Audit Committee meeting agenda be adopted.

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, M. Nickel,
R. Bhatia, M. Persson

1.3

Adoption of Minutes

Moved A. Knack:

That the following meeting minutes be adopted:

April 15, 2015, Special Audit Committee
April 15, 2015, Audit Committee

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, M. Nickel,
R. Bhatia, M. Persson

1.4

Protocol Items

There were no protocol items.

ITEMS FOR DISCUSSION AND RELATED BUSINESS

2.1

Select Items for Debate

All items were selected for debate.

2.2

Requests to Speak

Moved B. Esslinger:

That Audit Committee hear from the following speakers, in panels when appropriate:

6.2 Traffic Shortcutting Audit

· S. Schroeter, Belgravia Community League

6.3 Administrative Update on the Traffic Shortcutting Audit

· S. Schroeter, Belgravia Community League

· D. Densmore, Crestwood Community League

· N. Jensen

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, M. Nickel,
R. Bhatia, M. Persson

2.3

Requests for Specific Time on Agenda

There were no requests for any items to be dealt with at a specific time.

COUNCILLOR INQUIRIES

There were no Councillor Inquiries.

REPORTS TO BE DEALT WITH AT A FUTURE MEETING - NONE

STATUS REPORT - NONE

REPORTS

6.1

KPMG LLP - 2014 External Audit Management Letter

J. Stelter, KPMG LLP, made a presentation. T. Burge, Chief Financial Officer and Treasurer, answered the Committee's questions.

Moved M. Persson:

That the June 22, 2015, KPMG LLP report CR_2496, be received for information.

KPMG

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, M. Nickel,
R. Bhatia, M. Persson

6.2

Traffic Shortcutting Audit

Items 6.2 and 6.3 were dealt with together.

D. Wuin, City Auditor and E. Ryl, Office of the City Auditor;
D. Wandzura, General Manager, and A. Homes, Transportation Services, made presentations.

S. Schroeter, Belgravia Community League; D. Densmore, Crestwood Community League; and N. Jensen, made presentations and answered the Committee's questions. Handouts provided by S. Schroeter and D. Densmore were distributed to Members of the Committee and copies were filed with the Office of the City Clerk.

D. Wuin, City Auditor and E. Ryl, Office of the City Auditor;
D. Wandzura, General Manager, A. Homes and A. Jones, Transportation Services and S. Farbrother, City Manager, answered the Committee's questions.

Moved A. Knack:

That the June 22, 2015, Office of the City Auditor report CR_2579, be received for information.

City Auditor

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, M. Nickel,
R. Bhatia, M. Persson

6.3

Administrative Update on the Traffic Shortcutting Audit

Items 6.3 and 6.2 were dealt with together.

Moved B. Esslinger:

That Audit Committee recommend to City Council:

1. That Administration prepare a policy on traffic shortcutting to include:

· ways to address traffic shortcutting in a proactive manner

· clarification on the single point of contact within the City for traffic shortcutting issues

· methods to address conflict between existing policies concerning traffic management

· an analysis of best practices to address traffic shortcutting, including information from other municipalities.

2. That Administration provide a report on interim actions that will be taken to address minor traffic shortcutting issues as they arise (hot spots).

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, M. Nickel,
R. Bhatia, M. Persson

RESPONSES TO COUNCILLOR INQUIRIES - NONE

PRIVATE REPORTS

8.1

External Audit Services - Presentations and Evaluations

Moved D. Loken:

That Committee meet in private pursuant to sections 16 and 25 of the Freedom of Information and Protection of Privacy Act.

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, M. Nickel,
R. Bhatia, M. Persson

Committee met in private at 11:15 a.m.

Moved A. Knack:

That Committee meet in public.

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, R. Bhatia,
M. Persson

Absent:

M. Nickel

Committee met in public at 11:56 a.m.

Moved M. Persson:

That Attachment 1 be added to the June 22, 2015, Financial Services and Utilities report CR_2267.

City Auditor

That Audit Committee recommend to City Council:

1. That the firm identified in Attachment 1 of the June 22, 2015, Financial Services and Utilities report CR_2267 be appointed as the External Auditor, subject to execution of an agreement in form and content acceptable to the City Manager.

2. That the June 22, 2015, Financial Services and Utilities report CR_2267 remain private pursuant to sections 16 and 25 of the Freedom of Information and Protection of Privacy Act until the agreement is executed.

In Favour:

Carried

D. Iveson, B. Esslinger, A. Knack, D. Loken, R. Bhatia,
M. Persson

Absent:

M. Nickel

NOTICES OF MOTION AND MOTIONS WITHOUT CUSTOMARY NOTICE

Mayor D. Iveson asked whether there were any Notices of Motion. There were none.

10.

ADJOURNMENT

The meeting adjourned at 12 p.m.

______________________ ______________________

Chair City Clerk