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HomeMy WebLinkAboutJanuary 18, 2000 V>•• P'Cd z�v 'I 9Z •• C) ' ±!!' Audit Committee Meeting Minutes Subject to Adoption Present: Councilor Maurice Brenner—Chair Mayor Wayne Arthurs Councillor Dickerson(left at 6:50 p.m.) Councillor Mark Holland (left at 6:45 p.m.) Councillor Ryan(arrived at 6:35 p.m.) Gil Paterson, Director of Finance &Treasurer Bruce Taylor, City Clerk Kristine Senior, Manager, Accounting Services Warren Hurren, Hurren, Flett, Sinclair, Chartered Accountants Neil Sinclair, Hurren, Flett, Sinclair, Chartered Accountants A meeting of the Audit Committee was held on Tuesday, January 18, 2000 at 5:40 p.m. in the Main Committee Room of the Pickering Civic Complex. The following matters were discussed: 1. Adoption of Minutes of September 27, 1999 Moved by Mayor Arthurs that the Minutes of the September 27th, 1999 Audit Committee Meeting be approved. CARRIED 2. Auditor's Report on the Millennium Account Moved by Mayor Arthurs that the letter from Warren C. Hurren, Auditor, dated January 5, 2000, be received for information. CARRIED • The Auditor gave an overview of his letter of January 5th, 2000, and noted that there have been no discrepancies in the Millennium Account and that the administration expenses of the Millennium Committee were very low. • It was noted that the resolution passed by Council on January 19, 1998 to establish the Millennium Committee provided for it to cease to exist on March 1, 2000. Mayor Arthurs and Millennium Committee Chair Dickerson agreed to discuss this matter with Council in order to seek direction on the authorization of expenditures beyond this date up to the July 1st Canada Day celebrations. Moved by Councillor Holland to receive the 1998 and 1999 list of Millennium expenditures. This motion was referred to the next meeting of the Audit Committee with direction to the Director of Corporate Services to consult with the Chair of the Millennium Committee of this matter. a I 3. Auditor's Update of Management Letter of August 30, 1999 Moved by Mayor Arthurs that the matter of the replacement of the Payroll System be reconsidered by the Executive Committee as a pre-budget approval in the Year 2000. CARRIED Moved by Mayor Arthurs that the memorandum of the Director, Corporate Services and Treasurer dated December 6, 1999 regarding a Systems Review be received. CARRIED 4. Review of Purchasing Procedures Moved by Mayor Arthurs that the issue of undertaking a full review of the Purchasing Procedures of the City of Pickering be put on the table for discussion. CARRIED • The Director, Corporate Services and Treasurer, provided the Committee with an overview of the status of his work on preparing a consolidated by- law on financial controls, including the purchasing function. • The Committee directed the Director to provide a realistic and achievable workplan for the preparation of the financial controls by-law. • Councillor Ryan asked that the Request For Proposal (RFP) process be examined by the Auditor and staff to determine how it can be improved. • Mayor Arthurs stated that the RFP process should be extracted from the preparation of the financial controls by-law and expanded upon. He asked the Director to provide a timetable for completing a report on the RFP process. Moved by Mayor Arthurs that the RFP process be considered as a specific presentation to the Audit Committee. CARRIED 5. Adjournment The meeting adjourned at 7:20 p.m.