Audit Committee - General


Meeting Info

Date:Thursday, October 24, 2013
Start Time:1:30 PM
Location:Committee Room #3, 2nd Floor, Toronto City Hall
  • Agenda
  • Meeting Minutes

Members

  • John Parker
  • Maureen Adamson
  • Alan Heisey  

Declaration of Interest - Municipal Conflict of Interest Act

Resolution to conduct a portion of the meeting in the absence of the public (Committee of the Whole) in accordance with Section 29 of the TTC By-law to Govern Commission Proceedings and Section 190 of the City of Toronto Act
  1. Materials and Procurement Department – Administration of Rail Infrastructure – Streetcar Way Contracts (This report involves the security of property belonging to the Commission)
  2. Review of Video Surveillance – Privacy Practices (2013)(This report involves the security of property belonging to the Commission)

Education/Training (TTC Procedural By-Law Section 29(B) and City of Toronto Act Section 190 (3.1)

a.

b.

Minutes of the Previous Meeting

Business Arising Out of Minutes

Nil

Public Presentations

Requests to speak must be registered in writing by 12:00 Noon of day preceding meeting day.

Notices of Motions

Nil

Motions Without Notice

a.

b.

Items of Which Notice has Previously Been Given

Nil

Items Deferred From Last Meeting to Permit Debate/Public Presentation

Nil

 

1. Reports with Confidential Attachments

a. Materials and Procurement Department – Administration of Rail Infrastructure – Streetcar Way Contracts (For Information)

b. Review of Video Surveillance – Privacy Practices (2013)(For Information) 

 

2. Presentations

a. Presentation – TTC Audit – "Modernizing the Audit Department" (For Information) 

 

3. Other Business

 

4. New Business

 

5. Correspondence

A correspondence summary will be distributed at the meeting.

 

A meeting of the TTC Audit Committee commenced at 1:40 p.m. on Friday, October 25, 2013 in Committee Room #3, 2nd Floor, City Hall, Toronto in order to discuss business related to the Committee.

Present

J. Parker, M. Adamson and A. Heisey (TTC Audit Committee), A. Byford (Chief Executive Officer), J. Taylor (Chief of Staff), G. Shortt (Acting Chief Operating Officer), P. Savides (Project Manager – Leslie Barns), J. Kennelly (Head of Audit), D. Torralba (Audit Manager) M. Roche (Head of Finance/Treasurer), J. Griffith (Auditor General), J. Shaubel (Director – Auditor General’s Office), and D. McDonald (Co-ordinator – Secretariat Services) were present.

J. Parker was in the Chair

Declaration of Interest - Municipal Conflict of Interest Act

Nil

Committee of the Whole Resolution

Chair Parker moved that the Committee recess to meet as the Committee of the Whole to receive advice which is subject to solicitor-client privilege and to deal with issues involving the security of property belonging to the Commission. The motion by Chair Parker carried.

Reconvened
Meeting Open to the Public – 2:15 p.m.
Committee Room 3, City Hall

Minutes of the Previous Meeting

Chair Parked moved that the TTC Audit Committee approve the minutes of the meeting held on Thursday, April 25, 2013. The motion by the Chair carried.

Business Arising Out of the Minutes

Nil

Public Presentations

Nil

Notice of Motions

Nil

Motions Without Notice

Nil

Items of Which Notice Has Previously Been Given

Nil

Items Deferred From Last Meeting to Permit Debate/Public Presentations

1. Reports with Confidential Attachments (Committee Of The Whole)

(a) Materials and Procurement Department – Administration of Rail Infrastructure – Streetcar Way Contracts

It is recommended that the TTC Audit Committee receive the confidential information as set out in Confidential Attachment 1, noting that the information is to remain confidential in its entirety as it involves the security of property belonging to the Commission.

Received

(b) Review of Video Surveillance – Privacy Practices (2013)

It is recommended that the TTC Audit Committee receive the confidential information as set out in Confidential Attachment 1, noting that the information is to remain confidential in its entirety as it involves the security of property belonging to the Commission.

Received

2. Presentations

(a) Presentation – TTC Audit – “Modernizing the Audit Department”

Joe Kennelly, Head – Audit Department, provided a presentation on “Modernizing the Audit Department”.

The Audit Committee received the presentation for information.

3. Other Business

(a) Update to PricewaterhouseCoopers 2012 Audit Results Report

It is recommended that the TTC Audit Committee receive the update to PricewaterhouseCoopers (“PWC”) Audit Results report regarding the audits of the financial statements of the Toronto Transit Commission and its subsidiaries for the year ended December 31, 2012.

Approved

(b) PricewaterhouseCoopers LLP 2012 Management Letter Follow-Up Report

It is recommended that the TTC Audit Committee:

1) Receive the follow-up report on the PricewaterhouseCoopers LLP (PWC) management letter, for information, and

2) Approve forwarding the report to a regular meeting of the TTC Board for information and then to the Audit committee of the City of Toronto.

Approved

(c) Auditor General’s Report – Continuous Controls Monitoring Program – Toronto Transit Commission, Six-month Review of Employees Overtime and Related Expenses, 2013

Chair Parker moved the following motion:

That staff be requested to report back to the next Audit Committee Meeting with a response to the Auditor General’s report indicating an action plan to effectively and economically manage overtime and related employee costs.

The motion by Chair Parker carried.

J. Kennelly advised the Committee that the report would be submitted to a regular meeting of the TTC Board prior to it being forwarded to the City Audit Committee.

Chair Parker moved adoption of the report, as amended.

The motion by Chair Parker carried.

(d) TTC Audit Recommendation Performance Scorecard Report (April 2013 to September 2013)

The TTC Audit Committee received the report for information and noted that future reports should include a mechanism to track the number of revisions made to scheduled completion dates.

In addition, staff was requested to have background information on outstanding recommendations available to assist in responding to questions raised by the Committee.

(e) TTC Audit Department Charter

The Audit Committee referred this report back to staff for consideration of the items raised and requested that the report be brought forward to the next meeting of the Committee.

(f) TTC Audit Department Report – Quarterly Update for the Period July – September 2013

It is recommended that the TTC Audit Committee receive for information the TTC Audit Department Report covering the period from July – September 2013.

Received

(g) TTC Audit Department – 2013 Audit Work Plan Semi-Annual Update

Chair Parker moved that recommendation 1) to receive the information in the TTC Audit Committee report be struck out and that the Committee endorse recommendation 2) to approve the TTC Audit Department’s 2013 Audit Work Plan as updated at June 2013.

The motion by Chair Parker carried.

The report was approved as amended.

(h) Status Update of Contract Management – Special Review

The Audit Committee referred the item to staff to report back with additional information and to outline the action taken to implement improvement in controls.

(i) TTC Audit Report – Rail Infrastructure Department – Subway/SRT Track and Maintenance Engineering

It is recommended that the TTC Audit Committee receive the report for information.

Received

(j) TTC Audit Report – Rail Infrastructure Department – Streetcar Way

The Audit Committee received the report for information noting that updates will be in the in the next TTC Audit Recommendation Performance Scorecard Report.

(k) TTC Capital Audit Report – The Leslie Barns Maintenance and Storage Project – Preliminary Audit Results

It is recommended that the TTC Audit Committee receive the report for information.

Received

(l) TTC Capital Audit Report – The Union Station Second Subway Platform and Concourse Improvements Project – Preliminary Audit Results

The Audit Committee referred the item to staff to report back with additional information.

4. New Business

Nil

5. Correspondence

Nil

The meeting adjourned at 3:50 p.m.

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