Audit Committee

Minutes

Meeting #:
3
Date:
Time:
-
Location:
Champlain Room, 110 Laurier Avenue West, and by electronic participation
Present:
  • Chair: Councillor Cathy Curry, 
  • Vice-Chair: Councillor David Brown, 
  • Councillor David Hill, 
  • Councillor Theresa Kavanagh, 
  • Councillor Marty Carr, 
  • Councillor Catherine Kitts, 
  • Councillor Allan Hubley, 
  • and Councillor Wilson Lo 

1.
Notices and meeting information for meeting participants and the public

This item has attachments. 
1.Public Notices English - Hybrid Standing Committee.pdf
2.Public Notices French - Hybrid Standing Committee.pdf

Notices and meeting information are attached to the agenda and minutes, including: availability of simultaneous interpretation and accessibility accommodations; in camera meeting procedures; information items not subject to discussion; personal information disclaimer for correspondents and public speakers; notices regarding minutes; and hybrid participation details.


Accessible formats and communication supports are available, upon request.


Except where otherwise indicated, reports requiring Council consideration will be presented to Council on 27 September 2023 in Audit Committee Report 3.


The deadline to register by phone to speak, or submit written comments or visual presentations is 4 pm on Thursday, 21 September 2023, and the deadline to register to speak by email is 8:30 am on Friday, 22 September 2023.

2.
Declarations of Interest

 

No Declarations of Interest were filed.

3.
Confirmation of Minutes

 

4.
Auditor General

 

4.1
Office of the Auditor General (OAG) – Audit Charter

This item has attachments. 
1.4.1 ACS2023-OAG-BVG-0007 - Audit Charter.pdf
2.4.1 Document 1 – OAG Audit Charter – clean version_EN.pdf
3.4.1 Document 1 – OAG Audit Charter – clean version_FR.pdf
4.4.1 Document 2 – OAG Audit Charter – with tracked changes_EN.pdf
5.4.1 Document 2 – OAG Audit Charter – with tracked changes_FR.pdf

ACS2023-OAG-BVG-0007 - Citywide

Nathalie Gougeon, Auditor General provided a brief update. 

The Committee CARRIED the report recommendation as presented.

  • Report recommendation

    That the Audit Committee recommend Council approve the Office of the Auditor General’s Audit Charter.

    Carried

4.2
Office of the Auditor General (OAG) – Audit of the Prevention of Workplace Violence and Harassment

This item has attachments. 
1.Report - Audit of the Prevention of WVH.pdf
2.4.2 Document 1 – Audit of the Prevention of Workplace Violence and Harassment – Report_EN.pdf
3.4.2 Document 1 – Audit of the Prevention of Workplace Violence and Harassment – Report_FR.pdf
4.4.2 Document 2 – Audit of the Prevention of Workplace Violence and Harassment – Highlights_EN.pdf
5.4.2 Document 2 – Audit of the Prevention of Workplace Violence and Harassment – Highlights_FR .pdf

ACS2023-OAG-BVG-0008 - Citywide

Nathalie Gougeon, Auditor General, Joanne Gorenstein, Deputy Auditor General and Rhea Khanna, Senior Auditor provided a PowerPoint presentation. A copy of the presentation is held on file with the Office of the City Clerk.  

Wendy Stephanson, Interim City Manager, Caitlin Salter-Macdonald, Deputy City Clerk, Cyril Rogers, Chief Financial Officer and Will McDonald, Chief Procurement Officer were also in attendance to respond to questions. 

After discussion, the Committee CARRIED the report recommendation as presented.

  • Report recommendation

    That the Audit Committee receive the audit report and recommend that Council consider and approve the recommendations. 

    Carried

4.3
Office of the Auditor General (OAG) – Investigation of Manotick Business Improvement Area Expenses

This item has attachments. 
1.ACS2023-OAG-BVG-0009 - MBIA Investigation.pdf
2.Document 1 Investigation of Manotick BIA Expenses Report_EN.pdf
3.Document 1 Investigation of Manotick BIA Expenses Report_FR.pdf
4.Document 2 Investigation of Manotick BIA Expenses Role of the City of Ottawa Report_ EN.pdf
5.Document 2 Investigation of Manotick BIA Expenses Role of the City of Ottawa Report_ FR.pdf
6.Document 3 Investigation of Manotick BIA Expenses Highlights_EN.pdf
7.Document 3 Investigation of Manotick BIA Expenses Highlights_FR.pdf

ACS2023-OAG-BVG-0009 - Citywide

Motion No FCSC 2023-03-01 was introduced to add this item to the agenda.

Nathalie Gougeon, Auditor General provided a PowerPoint presentation. A copy of the presentation is held on file with the Office of the City Clerk.

The Committee CARRIED the motion and report recommendation.

  • Report recommendations

    1. That the Audit Committee receive the Investigation of Manotick Business Improvement Area Expenses – Role of the City of Ottawa report and recommend that Council consider and approve the recommendations.
    2. That the Audit Committee recommend Council receive the Investigation of Manotick Business Improvement Area Expenses report
    Carried
  • Motion No. AC2023-03-01
    Moved byD. Brown

    WHEREAS the Report along with the Supporting Documentation titled:
    “Office of the Auditor General (OAG) – Investigation of Manotick Business Improvement Area Expenses” was not listed on the Audit Committee agenda;  

    THEREFORE BE IT RESOLVED that the Audit Committee approve the addition of this report for consideration by the Committee at today’s meeting, pursuant to Section 89(3) of the Procedure By-law (being By-law no. 2022-410).

     

    Carried

5.
In Camera Items

 

That, in accordance with Procedure By-Law 2022-410, the Audit Committee resolve In Camera pursuant to Subsection 13(1)(a), the security of the property of the city, and based upon the rationale set out in the legal implications section of the report, the report entitled “Office of the Auditor General (OAG) – Preliminary Report on Cybersecurity” will not be reported out.

5.1
Office of the Auditor General (OAG) – Preliminary Report on Cybersecurity

This item has attachments. 
1.5.1 ACS2023-OAG-BVG-0010 - Preliminary Report on Cybersecurity.pdf

ACS2023-OAG-BVG-0010 - Citywide

Committee resolved In Camera at 10:33 am and resumed in open session at 12:02 pm.

Upon resuming in open session, Chair Curry noted that the Audit Committee just met In Camera in order to discuss the Office of the Auditor General (OAG) – Preliminary Report on Cybersecurity”.

These matters will not be reported out as they relate to Subsection 13(1)(a), the security of the property of the city. 

During the In Camera session, no votes were taken other than procedural motions and/or directions to staff. 

The Committee CARRIED the report recommendation.

  • Report recommendation

    That the Audit Committee receive the Preliminary Report on Cybersecurity and recommend that Council consider and approve the recommendations.

    Carried
  • Motion No. AC2023-03-02
    Moved byD. Brown

    THEREFORE BE IT RESOLVED THAT, in accordance with Procedure By-law 2022-410, the Audit Committee resolve In Camera pursuant to Subsection 13(1)(a), the security of the property of the city, based upon the rationale set out in the Legal Implications section of the report titled “Office of the Auditor General (OAG) – Preliminary Report on Cybersecurity” in order to receive a presentation from the Auditor General. 

    Carried

6.
Notices of Motions (For Consideration at Subsequent Meeting)

 

There were no Notices of Motion.

7.
Inquiries

 

There were no Inquiries.

8.
Other Business

 

There was no other business.

9.
Adjournment

 

Next Meeting


27 November 2023

The meeting adjourned at 12:04 pm.

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