HomeMy WebLinkAbout2012-12-03AUDIT COMMITTEE MINUTES
DECEMBER 3, 2012 CITY OF KITCHENER
The Audit Committee met this date commencing at 3:33 p.m.
Present: Mayor C. Zehr - Chair
Councillors S. Davey, Y. Fernandes, K. Galloway-Sealock, F. Etherington , B. Ioannidis,
P. Singh, Z. Janecki and D. Glenn-Graham.
Staff: J. Willmer, Chief Administrative Officer
D. Chapman, Deputy CAO/Finance & Corporate Services
M. May, Deputy CAO/Community Services
J. Witmer, Interim Deputy CAO/Infrastructure Services
B. Johnson, Director of Accounting
R. Lebrun, Manager of Accounting
S. Brisbane, Supervisor of Financial Reporting
C. Tasker, Internal Auditor
L. Johnston, Director of Corporate Communications & Marketing
S. Agnello, Supervisor of Stores
L. Korabo, Committee Administrator
FCS-12-180 - 2012 EXTERNAL AUDIT PLANNING REPORT
1.
The Committee considered Finance and Corporate Services Department report FCS-12-180,
dated November 16, 2012, attached to which is the KPMG report titled “City of Kitchener Audit
Planning Report for the year ending December 31, 2012”. Ms. S. Brisbane presented the staff
report and Mr. M. Betik, KPMG, was in attendance to present their report.
On motion by Councillor S. Davey -
it was resolved:
“That the 2012 External Audit Planning Report prepared by KPMG, attached as
Appendix 1 to report FCS-12-180 dated December 3, 2012, be approved.”
TH
QUARTER INTERNAL AUDIT STATUS REPORT
FCS-12-183 - 4
2.
The Committee considered Finance and Corporate Services Department report FCS-12-183,
dated November 5, 2012, in which staff provides the status of Internal Audits scheduled for the
th
4 quarter of 2012. Ms. C. Tasker presented this report.
Ms. Tasker advised that the annual Physical Inventory Count and User Fee Compliance Audit
have been completed and work is currently in progress on three additional audits from the
2012 work plan.
With respect to the Physical Inventory Count, Ms. Tasker advised the objective was to count
inventory on hand and compare it to what is recorded in the ledger thereby verifying that staff
counts are accurate. Minimal variances were found which indicates that the established
inventory process is working. In response to questions regarding variances to uncontrollable
aggregate inventory located at the Battler Yards, Ms. Tasker noted that plans are underway to
relocate this inventory to the Kitchener Operations Facility (KOF) where a more controlled
environment is available.
The User Fee Compliance Audit tested for compliance to Council-approved user fees and
assessed the processes by which divisions annually update their user fees. Findings noted
that 77% of fees are programed into a system versus manually applied by transaction. The
majority of fees are updated on January 1 and applicable taxes are included in the fee and / or
generated by billing systems. With regard to accuracy of rates applied, ten divisions with
revenue greater than $900K were reviewed with immaterial variances being found in only a
few instances.
Ms. Tasker was requested to provide Council with a listing of fee types reviewed for the
Operations and Planning Divisions.
AUDIT COMMITTEE MINUTES
DECEMBER 3, 2012 CITY OF KITCHENER
- 11 -
FCS-12-184 - 2013 INTERNAL AUDIT WORK PLAN AND SERVICE REVIEW
3.
PRIORITIZATION
The Committee considered Finance and Corporate Services Department report FCS-12-184,
dated November 5, 2012, respecting the Internal Audit work plan and service review
prioritization for 2013. Ms. C. Tasker presented this report.
Ms. Tasker advised that as directed by Council, staff has prepared a long-range service review
work plan based on the prioritization framework approved earlier this year. A priority listing of
95 core services was developed based on weighed data acknowledging risk, budget and date
of last review. This information was reviewed with the departmental Managers of Service Co-
ordination and Improvement and it was subsequently determined which type of review to
conduct. Services ranking highest are slated for review during 2013, except in instances
where other work needs to be completed prior to a review / audit being done. Ms. Tasker
advised that all service reviews assigned to other resources will be included in an annual
summary report while work undertaken by her will be presented to Audit Committee on a
quarterly basis.
On motion by Councillor K. Galloway-Sealock -
it was resolved:
“That the 2013 Internal Audit work plan be approved as outlined in report FCS-12-184
dated November 5, 2012.”
ADJOURNMENT
4.
This meeting adjourned at 4:45 p.m.
L. Korabo
Committee Administrator