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HomeMy WebLinkAboutSeptember 27, 1999 O�N OF p,0 _ Z )!�+► " Audit Committee Meeting Minutes Subject to Adoption Present: Councillor Maurice Brenner- Chair Councillor Mark Holland Tom J. Quinn, Chief Administrative Officer Gil Paterson, Director of Finance &Treasurer Kristine Senior,Manager, Accounting Services Debbie Kearns, Committee Co-ordinator Warren Hurren, Hurren, Flett, Sinclair, Chartered Accountants Neil Sinclair, Hurren, Flett, Sinclair, Chartered Accountants A meeting of the Audit Committee was held on September 27, 1999 at 6:30 p.m. in the Main Committee Room of the Pickering Civic Complex. The following matters were discussed: 1. Adoption of July 20th Minutes Moved by Councillor Holland that the Minutes of the July 20th Audit Committee Meeting be approved. CARRIED 2. Adoption of Report from Director of Finance & Treasurer Moved by Councillor Holland that the Report of the Director of Finance & Treasurer be approved. CARRIED 3. Presentation & Review of 1998 Consolidated Finance Statements and Audit Letter Review of 1998 Management Letter A discussion took place concerning the 1998 Consolidated Finance Statements and Audit Letter and the 1998 Management Letter. The following points were made: • The Director of Finance & Treasurer stated his concurrence with the projects needing completion as outlined in the 1998 Management Letter but clarified that his concurrence does not mean that all are completed. • The Director of Finance & Treasurer advised that the C.A.O. and himself have agreed that it is necessary to have a consultant review the Financial System, particular attention being given to Payroll. • A consultant will be meeting with the C.A.O. and the Director of Finance & Treasurer on September 29th to discuss the computer automation aspect of the Financial System. • The Auditor will be at the Town offices on September 29th to undertake a review of the flow of information. • It is anticipated that all projects will be complete by January/February. ti l n 'V - 2 - • The C.A.O. requested the Director of Finance & Treasurer to provide a time frame and work plan on suggestions of auditor - workplan to be submitted for the end of November. • The C.A.O. advised that all projects relate to the 2000 Budget. Moved by Councillor Holland that the Finance Report dated September 23, 1999 concerning 1999 Audited Financial Statements for the Town of Pickering be forwarded to the Council Meeting of October 4th for consideration. CARRIED 4. Other Business a) Councillor Brenner commented on the consolidated audit of Pickering 2000 accounts. The auditors were given direction to audit the Pickering 2000 accounts once the books are closed. This process should be part of a mid-year audit. The C.A.O. directed the auditors to speak with Councillor Dickerson directly concerning auditing the books held by Councillor Dickerson pertaining to Pickering 2000. b) Councillor Holland, Chair of the Winterfest Committee, questioned the process with respect to purchasing of items for the Winterfest event. He advised that two quotes had been received for fireworks. He questioned if R.F.P.'s should go through Supply& Services and if he should forward the two quotes already received to that Division. The C.A.O. advised that the quotes should be given to Supply & Services and an identical R.F.P. should go out from this Division for the required fireworks. The C.A.O directed the Committee Co-ordinator to set up a meeting through Councillors Assistant with Councillor Holland, the C.A.O., the Director of Finance and the Director of Culture & Recreation to discuss the mechanics of this event. 5. Adjournment The meeting adjourned at 7:00 p.m.