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Presentations
Correspondence for Information Only
Managers' Reports
Addendum
 
Civic Petitions
 
Question Period and Announcements
 
Notices of Motion
 
Resolution to Meet in Closed Session
 
Recess
 
Matters Arising from the Closed Session
 
Adjournment
 
Meeting Quick Pick

Minutes

For the Audit Committee Meeting held
Tuesday, June 20, 2017



Location: Council Chamber, Tom Davies Square
Commencement: 4:15 PM
Adjournment: 7:04 PM






 
           

Councillor McIntosh, In the Chair

           
Present

Councillors Kirwan, Jakubo, McIntosh, Cormier

 

Councillors Sizer, Lapierre, Vagnini [D 5:22 p.m.], Mayor Bigger

             
City Officials Ron Foster, Auditor General; Ed Archer, Chief Administrative Officer; Kevin Fowke, General Manager of Corporate Services; Catherine Matheson, General Manager of Community Development; Eliza Bennett, Director of Communications and Community Development; Ed Stankiewicz, Executive Director of Assets, Finance and Fleet; Trevor Bain, Chief of Fire and Paramedic Services, General Manager of Community Safety; Caroline Hallsworth, Executive Director, Legislative Services/City Clerk; Eric Labelle, Acting City Solicitor; Melissa Zanette, Chief of Staff; Lorraine Laplante, Manager of Accounting; Danielle Wicklander, Legislative Compliance Coordinator; Rachel Aadrians, Legislative Compliance Coordinator; Renée Stewart, Clerk's Services Assistant
             
           

Declarations of Pecuniary Interests and the general nature thereof

           
  None declared

Rules of Procedure

The Chair asked for concurrence of the Committee to allow all other Councillors present to address the Committee regarding all items on the agenda.
CARRIED BY TWO-THIRDS MAJORITY



Presentations

1 ..   2016 Audit Findings Report

Report dated May 25, 2017 from the General Manager of Corporate Services regarding 2016 Audit Findings Report.

Oscar Poloni from KPMG provided an electronic presentation regarding the 2016 Audit Findings report for information only.

2 ..   2016 Annual Financial Statements

Report dated May 25, 2017 from the General Manager of Corporate Services regarding 2016 Annual Financial Statements.

Lorraine Laplante, Manager of Accounting provided an electronic presentation regarding the 2016 Annual Financial Statements for decision.

The following resolution was presented:

AC2017-03 Comier/Kirwan: THAT the City of Greater Sudbury accepts the Consolidated Financial Statements for the City of Greater Sudbury and the City of Greater Sudbury Trust Funds, for the year ended December 31, 2016 as presented.

CARRIED

Correspondence for Information Only

C-1 ..   Consolidated Reserves and Reserve Funds Balances as of December 31, 2016

Report dated June 7, 2017 from the Executive Director of Finance, Assets and Fleet regarding Consolidated Reserves and Reserve Funds Balances as of December 31, 2016.

For Information Only.

C-2 ..   2016 Operating Budget Variance Report - December

Report dated May 31, 2017 from the General Manager of Corporate Services regarding 2016 Operating Budget Variance Report - December.

For Information Only.

C-3 ..   2016 Water Wastewater Variance Report

Report dated May 31, 2017 from the General Manager of Corporate Services regarding 2016 Water Wastewater Variance Report.

For Information Only.

C-4 ..   2016 Capital Projects in Progress and Completed Capital Projects

Report dated June 6, 2017 from the Executive Director of Finance, Assets and Fleet regarding 2016 Capital Projects in Progress and Completed Capital Projects.

For Information Only.

C-5 ..   Status Report on Wrongdoing Hotline

Report dated May 25, 2017 from the Auditor General regarding Status Report on Wrongdoing Hotline.

For Information Only.

C-6 ..   Status Report on Previous Audit Observations and Action Plans

Report dated June 2, 2017 from the Auditor General regarding Status Report on Previous Audit Observations and Action Plans.

For Information Only.

C-7 ..   Performance Audit of Risk Management Processes

Report dated June 2, 2017 from the Auditor General regarding Performance Audit of Risk Management Processes.

For Information Only.


Rules of Procedure

The Chair moved that the agenda be altered to add an electronic presentation regarding Items R-1 and R-2.

CARRIED BY TWO-THIRDS MAJORITY

Managers' Reports

R-1 ..   Value-For-Money Audit - Paramedic Services

Report dated June 2, 2017 from the Auditor General regarding Value-For-Money Audit - Paramedic Services.

Ron Foster, Auditor General provided an electronic presentation regarding the Value-For-Money Audit for Paramedic Services for information only.

R-2 ..   Value-For-Money Audit Report - Fire Services

Report dated June 2, 2017 from the Auditor General regarding Value-For-Money Audit Report - Fire Services.

Ron Foster, Auditor General provided an electronic presentation regarding the Value-For-Money Audit for Fire Services for information only.

Addendum

..  

No Addendum was presented.

Civic Petitions

..   No Civic Petitions were submitted.

Question Period and Announcements

..   No Questions were asked.

Notices of Motion

..  

Rules of Procedure

Councillor McIntosh presented a Notice of Motion requesting that staff be directed to prepare a business case to determine if the benefits exceed the costs for relocating Paramedic Services to the City Core and asked that notice be waived.

CARRIED BY TWO-THIRDS MAJORITY

The following resolution was presented:

AC2017-04 McIntosh/Jakubo: WHEREAS the Auditor General's Office identified significant operational efficiencies that may outweigh the costs for relocating the Paramedic Services Division to the City Core in the Value for Money Audit of the Operations of Paramedic Services,

THEREFORE BE IT RESOLVED THAT the City of Greater Sudbury directs staff to prepare a business case to determine if the benefits exceed the costs for relocating the Division to the City Core including the eligibility of these relocation costs for 50% cost sharing with MOHLTC.

Councillor Lapierre presented a friendly amendment to include "2018" before "business case". Councillor McIntosh, as mover, agreed to the amendment.

The resolution with the inclusion of the friendly amendment was presented:

AC2017-04 McIntosh/Jakubo: WHEREAS the Auditor General's Office identified significant operational efficiencies that may outweigh the costs for relocating the Paramedic Services Division to the City Core in the Value for Money Audit of the Operations of Paramedic Services,

THEREFORE BE IT RESOLVED THAT the City of Greater Sudbury directs staff to prepare a 2018 business case to determine if the benefits exceed the costs for relocating the Division to the City Core including the eligibility of these relocation costs for 50% cost sharing with MOHLTC.

CARRIED

Rules of Procedure

Councillor McIntosh presented a Notice of Motion requesting that staff be directed to prepare a business case to determine the improvements for value for money and the mitigation of significant risk in regards to the Operations for Fire Services and asked that notice be waived.

CARRIED BY TWO-THIRDS MAJORITY

The following resolution was presented:

AC2017-05 McIntosh/Jakubo: WHEREAS the Auditor General’s Office identified opportunities to improve value or money and the mitigation of significant risks within the Value for Money Audit of the Operations of Fire Services,

THEREFORE BE IT RESOLVED THAT the City of Greater Sudbury directs staff prepare 2018 business cases for:

a) a fire station location study to effectively plan for the replacement of stations that are approaching the end of their useful service lives;

b) the replacement of front-line equipment that has reached or is about to reach the end of its useful service life where budgets are insufficient to maintain existing service levels;

c) an additional Fire Prevention Office and Public Safety Officer to ensure compliance with the FPPA;

d) two additional training officers to ensure all firefighters are trained and able to participate in a meaningful way that best serves the needs and circumstances of the community.

CARRIED

Recess

At 5:38 p.m. the Audit Committee recessed.

Reconvene

At 6:15 p.m. the Audit Committee reconvened in Committee Room C-11.

Resolution to Meet in Closed Session

..  

Councillor Jakubo, In the Chair

The following resolution was presented:

AC2017-06 Kirwan/Cormier: THAT the Audit Committee move to Closed Session to deal with one (1) Personal Matter (Identifiable Individual) regarding the Auditor General Annual Performance Review, in accordance with the Municipal Act 2001, s.239(2)(b).

CARRIED

The Audit Committee moved into Closed Session at 6:16 p.m.

Recess

..  



At 7:02 p.m. the Audit Committee recessed.

Reconvene

At 7:03 p.m. the Audit Committee commenced the Open Session.

Matters Arising from the Closed Session

..  

Councillor Jakubo, as Chair of the Closed Session, reported that the Audit Committee met in Closed Session to deal with one (1) Personal Matter (Identifiable Individual) regarding the Auditor General Annual Performance Review in accordance with the Municipal Act 2001, s. 239(2)(b). No direction or recommendation emanated from the meeting.

Adjournment

..  

Kirwan/Cormier: THAT this meeting does now adjourn. Time: 7:04 p.m.

 

 

Caroline Hallsworth, Executive Director, Legislative Services/City Clerk