![]() |
Minutes |
|
Audit Committee |
Meeting No. | 19 | Contact | Rosemary MacKenzie, Council Administrator | |
Meeting Date |
Monday, July 5, 2010 |
Phone | 416-392-8021 | |
Start Time |
9:30 AM |
rmacken@toronto.ca | ||
Location |
Committee Room 1, City Hall
|
Chair | Councillor Doug Holyday |
AU19.1 | ACTION |
Amended |
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Ward: All |
Agencies, Boards, Commissions and Corporations - Financial Statements for the Year Ended December 31, 2009 |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council receive for information, the 2009 Financial Statements and related documents of the following agencies, boards, commissions and corporations:
- Exhibition Place - The North York Performing Arts Centre Corporation (operating as The Toronto Centre for the Arts) - The Sony Centre for the Performing Arts - The St. Lawrence Centre for the Arts - Toronto Atmospheric Fund - Toronto Public Library - Toronto Transit Commission - Yonge-Dundas Square - Toronto Parking Authority - Heritage Toronto.
2. City Council request that when any agency, board or commission is considering a new accounting system, they be required to get approval from the City Manager. |
Decision Advice and Other Information |
The Audit Committee:
1. requested all agencies, boards and commissions to include budget figures in all future Financial Statements, and requested the Auditor General to formally communicate this direction to the ABCs;
2. requested Exhibition Place to ascertain a full accounting of the extra accounting work which was done to prepare its Financial Statements and submit this information to the Audit Committee;
3. requested the Toronto Atmospheric Fund to include in future Financial Statements:
a. information respecting investment income categorized between actual income earned and realized gains and/or losses; and
b. a note on "investments" with respect to the breakdown of account portfolio summary;
4. requested the Toronto Transit Commission to examine how the City reports its insurance liability and requested the Commission to report in a similar manner;
5. requested the Toronto Parking Authority to adjust its future Financial Statements to correct the capitalization of painting costs, which should be expensed and not capitalized; and
6. directed the Toronto Zoo to forward its 2009 Financial Statements to City Council for consideration at the August 25, 2010 meeting. |
Summary |
The following agencies, boards, commissions and corporations have submitted 2009 Financial Statements to the Audit Committee for consideration:
- Exhibition Place - The North York Performing Arts Centre Corporation (operating as The Toronto Centre for the Arts) - The Sony Centre for the Performing Arts - The St. Lawrence Centre for the Arts - Toronto Atmospheric Fund - Toronto Public Library - Toronto Transit Commission - Yonge-Dundas Square - Toronto Parking Authority - Heritage Toronto |
Speakers |
Councillor Michael Walker |
Motions |
1a - Motion to Amend Item (Additional) moved by Councillor Mike Del Grande (Carried) That the Audit Committee direct the Toronto Zoo to forward its 2009 Financial Statements to City Council for consideration at the August 25, 2010 meeting. 1b - Motion to Amend Item (Additional) moved by Councillor Mike Del Grande (Carried) That the Audit Committee request all agencies, boards and commissions to include budget figures in all future Financial Statements, and request the Auditor General to formally communicate this direction to the ABCs. 1c - Motion to Amend Item (Additional) moved by Councillor Mike Del Grande (Carried) That the Audit Committee request Exhibition Place to ascertain a full accounting of the extra accounting work which was done to prepare its Financial Statements and submit this information to the Audit Committee. 1d - Motion to Amend Item (Additional) moved by Councillor Mike Del Grande (Carried) That the Audit Committee recommend that:
1. City Council request that when any agency, board or commission is considering a new accounting system, they be required to get approval from the City Manager. 1e - Motion to Amend Item (Additional) moved by Councillor Mike Del Grande (Carried) That the Audit Committee request the Toronto Atmospheric Fund to include in future Financial Statements, a note on "investments" with respect to the breakdown of account portfolio summary. 1f - Motion to Amend Item (Additional) moved by Councillor Mike Del Grande (Carried) That the Audit Committee request the Toronto Transit Commission to examine how the City reports its insurance liability and request the Commission to report in a similar manner. 1g - Motion to Amend Item (Additional) moved by Councillor Mike Del Grande (Carried) That the Audit Committee request the Toronto Parking Authority to adjust its future Financial Statements to correct the capitalization of painting costs, which should be expensed and not capitalized. 2 - Motion to Amend Item (Additional) moved by Councillor John Parker (Carried) That the Audit Committee request the Toronto Atmospheric Fund to include in future Financial Statements, information respecting investment income categorized between actual income earned and realized gains and/or losses. Motion to Adopt Item as Amended moved by Councillor Mike Del Grande (Carried) |
1a | Exhibition Place - 2009 Financial Statements |
Summary |
Consolidated Financial Statements and Audit Results for Exhibition Place for the year ended December 31, 2009. |
Background Information |
Consolidated Financial Statements - Exhibition Place, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31535.pdf) Audit Results - Exhibition Place, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31536.pdf) Report (May 31, 2010) from the Chief Executive Officer, Exhibition Place, headed "2009 Consolidated Financial Statements for Exhibition Place" (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31537.pdf) Report (May 31, 2010) from the Chief Executive Officer, Exhibition Place, headed "Audit Results for Exhibition Place - December 31, 2009" (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31538.pdf) |
1b | The North York Performing Arts Centre Corporation - 2009 Financial Statements |
Summary |
Audited Financial Statements and Audit Results for The North York Performing Arts Centre Corporation (operating as "The Toronto Centre for the Arts") for the year ended December 31, 2009. |
Background Information |
Financial Statements - The North York Performing Arts Centre Corporation, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31478.pdf) Audit Results - The North York Performing Arts Centre Corporation, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31479.pdf) |
1c | The Sony Centre for the Performing Arts - 2009 Financial Statements |
Summary |
Audited Financial Statements and Audit Results for The Sony Centre for the Performing Arts for the year ended December 31, 2009. |
Background Information |
Financial Statements - The Sony Centre for the Performing Arts, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31499.pdf) Audit Results - The Sony Centre for the Performing Arts, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31500.pdf) |
1d | St. Lawrence Centre for the Arts - 2009 Financial Statements |
Summary |
Audited Financial Statements and Audit Results for the St. Lawrence Centre for the Arts, December 31, 2009. |
Background Information |
Financial Statements - St. Lawrence Centre for the Arts, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31497.pdf) Audit Results - St. Lawrence Centre for the Arts, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31498.pdf) |
1e | Toronto Atmospheric Fund - 2009 Financial Statements |
Summary |
Consolidated Financial Statements for the Toronto Atmospheric Fund for the year ended December 31, 2009. |
Background Information |
Consolidated Financial Statements - Toronto Atmospheric Fund, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31539.pdf) Letter (April 22, 2010) from Kirk VanBlarcom, Grant Thornton - Audit Results (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31524.pdf) Letter (March 30, 2010) Kirk VanBlarcom, Grant Thornton - Internal Control Findings (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31525.pdf) |
1f | Toronto Public Library Board - 2009 Financial Statements |
Summary |
Audited Financial Statements and Audit Results for the Year Ended December 31, 2009 of the Toronto Public Library Board. |
Background Information |
Letter (June 22, 2010) from the City Librarian, Toronto Public Library (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31496.pdf) Financial Statements - Toronto Public Library, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31704.pdf) Audit Results - Toronto Public Library, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31705.pdf) |
1g | Toronto Transit Commission - 2009 Financial Statements |
Summary |
Consolidated Financial Statements and Audit Result for the Toronto Transit Commission for the year ended December 31, 2009. |
Background Information |
Consolidated Financial Statements - Toronto Transit Commission, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31488.pdf) Audit Results - Toronto Transit Commission, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31489.pdf) Cover Report (May 6, 2010) to the Toronto Transit Commission submitting Audit Results (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31490.pdf) Letter (May 14, 2010) from the General Secretary, TTC, forwarding Financial Statements to the Audit Committee (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31491.pdf) Letter (May 14, 2010) from the General Secretary, TTC, Forwarding Audit Results to the Audit Committee (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31492.pdf) |
1h | Yonge-Dundas Square - 2009 Financial Statements |
Summary |
Audited Financial Statements for Yonge-Dundas Square for the year ended December 31, 2009. |
Background Information |
Financial Statements - Yonge-Dundas Square, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31495.pdf) |
1i | Toronto Parking Authority - 2009 Financial Statements |
Summary |
Audited Financial Statements and Audit Results for the Toronto Parking Authority for the year ended December 31, 2009. |
Background Information |
Financial Statements - Toronto Parking Authority, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31776.pdf) Audit Results - Toronto Parking Authority, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31777.pdf) |
1j | Heritage Toronto - 2009 Financial Statements |
Summary |
Audited Financial Statements for Heritage Toronto for the year ended December 31, 2009. |
Background Information |
Part 1 - Financial Statements - Heritage Toronto, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31867.pdf) Part 2 - Financial Statements - Heritage Toronto, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31868.pdf) Letter (June 7, 2010) from Kirk VanBlarcom, Grant Thornton, Audit Results (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31869.pdf) |
AU19.2 | Information |
Received |
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Ward: All |
Sinking Fund - 2009 Audited Financial Statements |
Committee Decision |
The Audit Committee received for information, the report (June 21, 2010) from the Treasurer. |
Origin |
(June 21, 2010) Report from the Treasurer |
Summary |
The purpose of this report is to present the City of Toronto's Sinking Fund Financial Statements for the year ended December 31, 2009 to the Audit Committee for information. |
Background Information |
Report (June 21, 2010) from the Treasurer - 2009 Audited Sinking Fund Financial Statements (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31532.pdf) Financial Statements - City of Toronto Sinking Funds, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31623.pdf) Audit Results - City of Toronto Sinking Funds, December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31624.pdf) |
Motions |
1 - Motion to Receive Item moved by Councillor John Parker (Carried) That the Audit Committee receive for information the report (June 21, 2010) from the Treasurer. |
AU19.3 | ACTION |
Adopted |
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Ward: All |
Trust Funds - 2009 Audited Consolidated Financial Statements |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council approve the 2009 Audited Trust Funds Consolidated Financial Statements as attached in Appendix A to the report (June 28, 2010) from the Treasurer. |
Origin |
(June 28, 2010) Report from the Treasurer |
Summary |
The purpose of this report is to present the City of Toronto’s Consolidated Trust Funds Financial Statements for the year ended December 31, 2009 to the Audit Committee and City Council for approval. |
Background Information |
Report (June 28, 2010) from the Treasurer - 2009 Audited Trust Funds Consolidated Financial Statements (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31785.pdf) Appendix A - 2009 Trust Funds Consolidated Financial Statements (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31786.pdf) Appendix B - 2009 Audit Results - Consolidated Trust Funds (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31787.pdf) Place Holder Report (June 16, 2010) from the Treasurer - 2009 Audited Trust Funds Consolidated Financial Statements (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31531.pdf) |
Motions |
1 - Motion to Adopt Item moved by Councillor Chin Lee (Carried) That the Audit Committee recommend to City Council adoption of the recommendation contained in the report (June 28, 2010) from the Treasurer. |
AU19.4 | ACTION |
Adopted |
|
Ward: All |
Arenas – 2009 Audited Financial Statements |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council receive the 2009 audited financial statements and summary management letter of Arenas attached as Appendices to the report (June 15, 2010) from the Auditor General. |
Origin |
(June 15, 2010) Report from the Auditor General |
Summary |
The purpose of this report is to provide the Audit Committee and City Council with the 2009 audited financial statements and summary management letter of Arenas.
The 2009 audited financial statements for the seven out of eight Arenas are presented to the Audit Committee after approval by their respective Boards of Management. In addition, the accounting firm of Grant Thornton, the financial auditor for each of these entities, has provided a summary management letter for Arenas outlining the results of the 2009 audits. According to Grant Thornton, individual management letters were not issued for the Arenas as there are no material control deficiencies to report.
The outstanding financial statements for the Leaside Memorial Community Gardens Arena will be tabled at the next meeting of Audit Committee. |
Motions |
1 - Motion to Adopt Item moved by Councillor John Parker (Carried) That the Audit Committee recommend to City Council adoption of the recommendation contained in the report (June 15, 2010) from the Auditor General. |
AU19.5 | ACTION |
Adopted |
|
Ward: All |
Community Centres - 2009 Audited Financial Statements |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council receive the 2009 audited financial statements of Community Centres and summary management letter attached as Appendices to the report (June 15, 2010) from the Auditor General.
2. City Council receive the 2009 audited financial statements of the Harbourfront Community Centre. |
Origin |
(June 15, 2010) Report from the Auditor General |
Summary |
The purpose of this report is to provide the Audit Committee and City Council with the 2009 audited financial statements and summary management letter of Community Centres.
The 2009 audited financial statements for nine out of the ten Community Centres are presented to Audit Committee after approval by their respective Boards of Management. In addition, the accounting firm of Grant Thornton, the financial auditor of each of these entities, has provided a summary management letter for Community Centres outlining the results of the 2009 audit results. According to Grant Thornton, individual management letters were not issued for the Community Centres as there are no material control deficiencies to report. The outstanding financial statements for Harbourfront Community Centre will be tabled at the next meeting of Audit Committee. |
Motions |
1 - Motion to Adopt Item moved by Councillor Chin Lee (Carried) That the Audit Committee recommend that:
1. City Council adopt the recommendation contained in the report (June 15, 2010) from the Auditor General.
2. City Council receive the 2009 audited financial statements of the Harbourfront Community Centre. |
AU19.6 | ACTION |
Adopted |
|
Ward: All |
Business Improvement Areas (BIAs) - 2009 Audited Financial Statements |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council approve the 2009 audited financial statements and management letters of the thirty-four (34) Business Improvements Areas (BIAs) attached as Appendices A-1 to AI-1 of the report (June 17, 2010) from the Treasurer and the Director, Business Services, Economic Development and Culture. |
Origin |
(June 17, 2010) Report from the Treasurer and the Director, Business Services, Economic Development and Culture |
Summary |
The purpose of this report is to present the 2009 audited financial statements and management letters of thirty-four (34) Business Improvement Areas (BIAs) to Audit Committee and City Council for approval. |
Motions |
1 - Motion to Adopt Item moved by Councillor Chin Lee (Carried) That the Audit Committee recommend to City Council adoption of the recommendation contained in the report (June 17, 2010) from the Treasurer and the Director, Business Services, Economic Development and Culture. |
AU19.7 | ACTION |
Adopted |
|
Ward: All |
Status of the Financial Audits of the City’s Agencies, Boards and Commissions for the Year Ended December 31, 2009 |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council receive for information, the status report (June 15, 2010) from the Auditor General, respecting the financial audits of the City’s agencies, boards and commissions for the year ended December 31, 2009. |
Origin |
(June 15, 2010) Report from the Auditor General |
Summary |
The purpose of this report is to provide the Audit Committee and City Council with the status of financial audits of the City’s Agencies, Boards and Commissions for the year ended December 31, 2009.
The majority of the audits of the City’s Agencies, Boards and Commissions have been completed and approved by their respective Boards. However, seven financial reports are outstanding and will be available for the next Audit Committee meeting. |
Background Information |
Report (June 15, 2010) from the Auditor General - Status of the Financial Audits of the City's Agencies, Boards and Commissions for the Year Ended December 31, 2009 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31516.pdf) |
Motions |
1 - Motion to Adopt Item moved by Councillor John Parker (Carried) That the Audit Committee recommend to City Council adoption of the recommendation contained in the report (June 15, 2010) from the Auditor General. |
AU19.8 | ACTION |
Amended |
|
Ward: All |
Management of Capital Project 129 Peter Street - Shelter, Support and Housing Administration, Facilities Management and Real Estate Divisions |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council request the City Manager to direct all staff to prepare reports which contain accurate and complete financial impact statements. Such reports to address all financial implications both capital and operating. Reports relating to capital acquisitions contain information on required future state of good repair budgetary requirements.
2. City Council request the City Manager to direct all staff that under no circumstances should capital lease agreements be negotiated prior to consultation with the Deputy City Manager and Chief Financial Officer. The City Manager further advise all staff that potential lease agreements only be consummated after compliance with City policy.
3. City Council request the Deputy City Manager and Chief Financial Officer to propose amendments to the Financial Control By-law requiring that final total capital project costs for all major capital projects are reported to the appropriate Standing Committee. Such reporting include a comparison of costs to budget as well as a comparison of actual completion date to projected completion date.
4. City Council request the City Manager to direct staff, when requesting Council approvals for additional financing, to include complete project costs, including management fees and direct salary costs, and budget information as well as estimated project completion dates in all reports.
5. City Council request the City Manager to direct that the Design, Construction and Asset Preservation section of the Facilities Management Division be designated as the lead project manager for all renovation projects. The role of client divisions be clearly defined.
6. City Council request the City Manager, in consultation with the Executive Director, Facilities Management, to require that project charters be prepared for all capital projects. Project charters should define the scope of work, objectives, key deliverables, and project timelines and be approved in writing by both the Design, Construction and Asset Preservation section and the client division.
7. City Council request the City Manager, in consultation with the City Clerk, to give consideration to the development of a process or a protocol which would enable Councillors, when considering Motions, to be advised of the financial implications of such Motions. If this is not possible prior to decisions being made then consideration be given to providing this information at a subsequent meeting.
8. City Council request the Executive Director, Facilities Management, in consultation with the Director, Purchasing and Materials Management, project managers and external consultants, to ensure that project design documents are complete and as accurate as possible prior to tender issue.
9. City Council request that the Executive Director, Facilities Management, be given sole authority to make decisions on the method by which accessibility requirements be incorporated in all relevant tender documents. The design of construction and renovation projects be required to comply with the City’s Accessibility Design Guidelines and any new requirements under the Accessibility for Ontarians with Disabilities Act, 2005.
10. City Council request the Director, Design, Construction and Asset Preservation, to comply with the City’s asbestos management policy that requires tender documents include a building asbestos assessment report and building asbestos record. In addition, if necessary and practical, an intrusive asbestos survey should be completed prior to commencing renovations or construction work to confirm the presence of asbestos in the building.
11. City Council request the City Manager to direct all staff involved in the design of major construction and renovation projects to ensure that all tender and design documents are complete and signed off by the Facilities Management Division and incorporate the scope of work as agreed with the client division.
12. City Council request the Executive Director, Facilities Management, on a case by case basis, to evaluate the need to conduct detailed building condition assessments prior to tendering major construction and renovation projects. The results of assessments be adequately documented and conveyed to project management staff.
13. City Council request the City Manager to direct that Design, Construction and Asset Preservation staff consult with Divisions at the design stage of all projects. Appropriate sign off of all drawings be standard practice by Design, Construction and Asset Preservation staff in consultation with Division staff. Such a process be incorporated into the Project Charter.
14. City Council request the Executive Director, Facilities Management, to ensure that contractor invoices and change orders are calculated in accordance with the terms of the relevant contract. Further, the Executive Director, Facilities Management, take action as warranted after consultation with the City Solicitor to recover any excess change order amounts paid to the 129 Peter Street contractor.
15. City Council request the City Manager to conduct a personnel review of accountability performance of the staff involved in the capital project at 129 Peter Street, and report to the Employee and Labour Relations Committee. |
Origin |
(May 31, 2010) Report from the Auditor General |
Summary |
The Auditor General’s 2009 Audit Work Plan included a review of construction contracts. This particular review relates to the renovation of 129 Peter Street Assessment and Referral Centre and Homeless Shelter.
The objective of this review was to assess the adequacy of controls in the management of the contract.
This report contains 14 recommendations. The implementation of these recommendations will improve the way the City manages its contracts and ensure that significant capital projects and requests for capital funding are accurately reported to Council. |
Background Information |
Report (May 31, 2010) from the Auditor General - Management of Capital Project 129 Peter Street - Shelter, Support and Housing Administration, Facilities Management and Real Estate Divisions (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31701.pdf) Appendix 1 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31702.pdf) Appendix 2 - Management's Response (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31703.pdf) |
Motions |
1 - Motion to Amend Item (Additional) moved by Councillor Mike Del Grande (Carried) That the Audit Committee recommend that:
1. City Council request the City Manager to conduct a personnel review of accountability performance of the staff involved in the capital project at 129 Peter Street, and report to the Employee and Labour Relations Committee. 2 - Motion to Adopt Item moved by Councillor Chin Lee (Carried) That the Audit Committee recommend to City Council adoption of the recommendations contained in the report (May 31, 2010) from the Auditor General. |
AU19.9 | ACTION |
Adopted |
|
Ward: All |
Administration of Development Funds, Parkland Levies and Education Development Charges |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council request the Chief Building Official, in consultation with the General Manager of Parks, Forestry and Recreation, to implement controls to prevent the issuance of a building permit until parkland dedication fees have been paid.
2. City Council request the Deputy City Manager and Chief Financial Officer to review the infrastructure construction price index currently used by the City of Ottawa in order to determine whether or not a similar index should be used to adjust annual development charge rates at the City of Toronto.
3. City Council request the Chief Building Official, in consultation with the City Solicitor, to review the feasibility of including in conditional permit agreements, additional fees payable when terms are not met.
4. City Council request the Director of the Affordable Housing Office, in consultation with the Chief Building Official, to review procedures to ensure that information provided in regard to exemptions from development charges for non-profit housing projects is accurate and complete.
5. City Council request the Chief Building Official and the Deputy City Manager and Chief Financial Officer to review those areas of the by-law which are the subject of staff misinterpretation and ensure that such areas are addressed either through amendments to the by-law, policies and procedures manual or through additional staff training.
6. City Council request the Chief Building Official to evaluate the current audit process to ensure development charge calculations are verified to supporting documentation. Consideration be given to an audit process prior to the issuance of a building permit.
7. City Council request the General Manager, Parks, Forestry and Recreation, in consultation with the City Solicitor, to develop a corporate policy which formalizes the parameters that should be applied when determining the parkland dedication requirement for developments covered by the Etobicoke Motel Strip Secondary Plan.
8. City Council request the General Manager, Parks, Forestry and Recreation, to ensure that in the future, where parkland dedication fees are set out in negotiated agreements that amounts calculated and collected are in accordance with such agreements and appropriate documentation is maintained for all agreements.
9. City Council request the General Manager, Parks, Forestry and Recreation, to review negotiated parkland dedication fees for projects where the developer still owns the building. This review should ensure the correct amounts were collected and assess the feasibility of recovering any uncollected funds.
10. City Council request the General Manager, Parks, Forestry and Recreation, in establishing cash payments in lieu of parkland, to set up a process to ensure that land appraisals are current and in compliance with the requirements of the applicable by-law.
11. City Council request the Deputy City Manager and Chief Financial Officer, in consultation with the Chief Building Official, to enter into discussions with the Toronto Catholic District School Board with a view to implement, where feasible, consistent definitions and policies affecting development charge calculations.
12. City Council request the City Treasurer and the Chief Building Official to ensure there is a regular reconciliation of development charges financial information in IBMS and SAP. An interface between the two systems should be considered.
13. City Council request the Deputy City Manager and Chief Financial Officer to review those development charge reserve funds which have been in existence since prior to amalgamation to determine how these funds can best be used. |
Origin |
(June 16, 2010) Report from the Auditor General |
Summary |
The Auditor General’s annual work plan included a review of the administration of development funds.
The objective of this review was to assess the adequacy of procedures implemented by management to ensure that development charges, education development charges, and parkland levies are being effectively and efficiently administered.
Our review identified a number of areas where there are opportunities for administrative improvements. The implementation of the 13 recommendations made in this report will strengthen internal controls for collecting development charges and parkland levies, achieve processing efficiencies by automating manual business processes and improve the accountability for the administration of development funds. |
Background Information |
Report (June 16, 2010) from the Auditor General - Administration of Developments Funds, Parkland Levies and Education Development Charges (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31698.pdf) Appendix 1 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31699.pdf) Appendix 2 - Management's Response (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31700.pdf) |
Motions |
1 - Motion to Adopt Item moved by Councillor Mike Del Grande (Carried) That the Audit Committee recommend to City Council adoption of the recommendations contained in the report (June 16, 2010) from the Auditor General. |
AU19.10 | ACTION |
Adopted |
|
Ward: All |
Administration of Municipal Land Transfer Tax, Revenue Services Division |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council request the Deputy City Manager and Chief Financial Officer to review:
a. with the Province, the potential of coordinating audit resources in order to conduct a joint audit of Teranet Enterprises Inc.’s systems; and
b. the Canadian Institute of Chartered Accountants Handbook Section 5970 report.
2. City Council request the Deputy City Manager and Chief Financial Officer to formalize policies and procedures designed to mitigate the risk of errors in the services rendered by Teranet Enterprises Inc.
3. City Council request the Deputy City Manager and Chief Financial Officer to request from Teranet Enterprises Inc. its Compliance Monitoring Report. The Compliance Monitoring Report be reviewed to ensure it is independent, can be relied upon and any areas of concern are adequately addressed.
4. City Council request the Deputy City Manager and Chief Financial Officer to request Teranet Enterprises Inc. to ensure that only those fees approved by City Council are charged on municipal land transfer tax transactions. Further, Revenue Services Division establish a process to ensure Teranet complies with the provisions contained in the Municipal Land Transfer Tax By-law No. 1423-2007.
5. City Council request the Deputy City Manager and Chief Financial Officer to complete a sample review of municipal land transfer tax rebates granted by Teranet Enterprises Inc. during the seven-month period ending August 31, 2008 to ensure that the City’s rebate eligibility criteria were met.
6. City Council request the Deputy City Manager and Chief Financial Officer to review the level of ongoing resources required in order to effectively audit the various documentation provided by third parties to support the payment and rebate of municipal land transfer tax. Such a process be conducted in collaboration with the Province in order to leverage the current provincial audit program.
7. City Council request the Deputy City Manager and Chief Financial Officer to consider the possibility of recovering staff costs relating to the processing of manual rebate and refund applications on electronically registered conveyances.
8. City Council request the Deputy City Manager and Chief Financial Officer to encourage prompt payment by developing policies to implement interest, financial penalties and other enforcement measures permitted by the Municipal Land Transfer Tax By-law No. 1423-2007.
9. City Council request the Deputy City Manager and Chief Financial Officer:
a. in consultation with the City Solicitor, to review the Municipal Land Transfer Tax By-law No. 1423-2007 to identify any provisions requiring clarification or amendment, and report to City Council, if necessary, on any revisions identified
b. to develop clear written guidelines to ensure consistent application of provisions in the Toronto Municipal Land Transfer Tax By-law No. 1423-2007 by staff of the Revenue Services Division. |
Origin |
(June 16, 2010) Report from the Auditor General |
Summary |
The Auditor General’s annual work plan included a review of the Revenue Services Division’s administration of the municipal land transfer tax.
Our review identified areas where opportunities exist to ensure that this new tax program is effectively managed and administered according to the intent of City Council. Accordingly, we have issued a report which contains nine recommendations. |
Background Information |
Report (June 16, 2010) from the Auditor General - Administration of Municipal Land Transfer Tax, Revenue Services Division (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31695.pdf) Appendix 1 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31696.pdf) Appendix 2 - Management's Response (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31697.pdf) |
Motions |
1 - Motion to Adopt Item moved by Councillor Mike Del Grande (Carried) That the Audit Committee recommend to City Council adoption of the recommendations contained in the report (June 16, 2010) from the Auditor General. |
AU19.11 | ACTION |
Amended |
|
Ward: All |
Review of the City SAP Competency Centre |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council request the City Manager, in consultation with the Chief Information Officer, to review the current reporting structure and relationships between divisional SAP representatives and the Competency Centre with a view to:
a. minimizing delays in the completion of SAP projects;
b. ensuring that the ownership of certain SAP modules is clarified and workable; and
c. ensuring that there is an appropriate segregation of duties between SAP divisional staff and the SAP Competency Centre.
2. City Council request the City Manager, in consultation with the Chief Information Officer, to formalize a policy to require adherence to SAP best practices for all City-wide SAP projects, and implement quality assurance measures to ensure such practices are followed.
3. City Council request the Chief Information Officer to establish a formal process for the SAP Competency Centre to develop and maintain the Integrated SAP Work Plan as part of the existing SAP governance model.
4. City Council request the City Manager, in consultation with the Chief Information Officer, to establish a formal process for ensuring those assigned accountability for overseeing SAP projects understand the City SAP environment and have sufficient knowledge and expertise in SAP best practice and methodology.
5. City Council request the Chief Information Officer to include SAP Competency Centre service level expectations in formal service level agreements currently being prepared between operating divisions and the Information and Technology Division.
6. City Council request the City Manager to establish a process for maintaining a single repository for SAP related issues and risks, and the Chief Information Officer establish a formal process for collecting, addressing and reporting on such risks.
7. City Council request the Chief Information Officer to develop SAP Competency Centre performance measures and standards. Such measures and standards should monitor ongoing performance. |
Decision Advice and Other Information |
The Audit Committee requested the City Manager to determine which agencies, boards and commissions are on the SAP financial system and, for those that are not on SAP, the City Manager to report to the Audit Committee as to why this is the case. |
Origin |
(June 15, 2010) Report from the Auditor General |
Summary |
The Auditor General’s annual work plan included a review of the Information and Technology Division’s SAP Competency Centre.
The objective of this audit was to review the adequacy and effectiveness of practices used by the SAP Competency Centre in managing the SAP Program with a view to identifying opportunities for improvement and cost savings. Our review identified areas where opportunities exist to strengthen the policies, procedures and governance related to the SAP Competency Centre and its relationship with City divisions using SAP. Accordingly, we have issued a report containing seven recommendations. |
Background Information |
Report (June 15, 2010) from the Auditor General - Review of the City SAP Competency Centre (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31661.pdf) Appendix 1 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31662.pdf) Appendix 2 - Management's Response (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31663.pdf) |
Motions |
1 - Motion to Adopt Item as Amended moved by Councillor Mike Del Grande (Carried) That the Audit Committee:
1. request the City Manager to determine which agencies, boards and commissions are on the SAP financial system and, for those that are not on SAP, the City Manager report to the Audit Committee as to why this is the case; and
2. recommend to City Council adoption of the recommendations contained in the report (June 15, 2010) from the Auditor General. |
AU19.12 | Information |
Received |
|
Ward: All |
Toronto Zoo Construction Contracts Review - Tundra Project |
Committee Decision |
The Audit Committee received for information, the letter (June 7, 2010) from the Board of Management of the Toronto Zoo, and the related attachments.
|
Origin |
(June 7, 2010) Letter from the Board of Management of the Toronto Zoo |
Summary |
The Board of Management of the Toronto Zoo on June 3, 2010, directed that the report dated March 29, 2010, from the Auditor General, headed "Toronto Zoo Construction Contracts Review – Tundra Project" and Management's Response be forwarded to the City's Audit Committee for information. |
Background Information |
Letter (June 7, 2010) from the Board of Management of the Toronto Zoo (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31442.pdf) Report (May 25, 2010) from the Chief Executive Officer, Toronto Zoo, addressed to the Toronto Zoo, Board of Management (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31443.pdf) Report (March 29, 2010) from the Auditor General - Toronto Zoo Construction Contracts Review - Tundra Project (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31444.pdf) Appendix 1 to the Auditor General's report (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31445.pdf) Appendix 2 to the Auditor General's Report - Management's Response (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31446.pdf) |
Motions |
1 - Motion to Receive Item moved by Councillor Chin Lee (Carried) That the Audit Committee receive for information, the letter (June 7, 2010) from the Board of Management of the Toronto Zoo.
|
AU19.13 | ACTION |
Adopted |
|
Ward: All |
Auditor General's Status Report on Outstanding Audit Recommendations for City Divisions |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council receive for information, the report (June 15, 2010) from the Auditor General. |
Origin |
(June 15, 2010) Report from the Auditor General |
Summary |
This report provides information regarding the implementation status of audit recommendations contained in various reports issued by the Auditor General to City divisions. The report is the fifth such annual report issued by the Auditor General related to follow-up on management efforts to implement outstanding recommendations.
Management has made significant progress on implementing outstanding audit recommendations. Further, we noted that management continues to make progress on many recommendations not yet fully implemented.
Since January 1, 1999 the Auditor General has issued various reports containing a total of 1,087 recommendations. Since that time 129 of these recommendations have been identified by the Auditor General as no longer relevant. These recommendations are no longer relevant because of changes such as re-organization, modification, reduction or termination of the service provided by the affected division. Consequently, of the 1,087 recommendations made, 958 continue to have relevance.
The results of our review indicate management has fully implemented 870 or 91 per cent of the recommendations made by the Auditor General from January 1, 1999 to June 30, 2009.
Continued efforts to implement outstanding recommendations will provide additional benefit to the City through cost savings, additional revenue and enhanced service delivery. |
Background Information |
Report (June 15, 2010) from the Auditor General - Status Report on Outstanding Audit Recommendations for City Divisions (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31541.pdf) Appendix 1 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31542.pdf) |
Motions |
1 - Motion to Adopt Item moved by Councillor Chin Lee (Carried) That the Audit Committee recommend to City Council adoption of the recommendation contained in the report (June 15, 2010) from the Auditor General. |
AU19.14 | ACTION |
Adopted |
|
Ward: All |
Auditor General's Status Report on Outstanding Audit Recommendations for City Agencies, Boards and Commissions |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council receive for information, the report (June 1, 2010) from the Auditor General. |
Origin |
(June 1, 2010) Report from the Auditor General |
Summary |
This report provides information regarding the implementation status of audit recommendations contained in various reports issued by the Auditor General to the City’s agencies, boards and commissions. The report is the fourth annual report issued by the Auditor General related to the follow-up on management efforts to implement outstanding recommendations at the City’s agencies, boards and commissions.
The results of our review indicate that on a combined basis, City agencies, boards and commissions have implemented 96 per cent of the 171 recommendations made by the Auditor General from January 1, 1999 to June 30, 2009.
Continued efforts to implement outstanding recommendations will provide additional benefit to the City through cost savings, additional revenue and enhanced service delivery. |
Background Information |
Report (June 1, 2010) from the Auditor General - Status Report on Outstanding Audit Recommendations for City Agencies, Boards and Commissions (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31555.pdf) Appendix 1 - Toronto Parking Authority (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31556.pdf) Appendix 2 - Toronto Police Services Board (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31557.pdf) Appendix 3 - Board of Health (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31558.pdf) Appendix 4 - Toronto Public Library Board (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31559.pdf) |
Motions |
1 - Motion to Adopt Item moved by Councillor John Parker (Carried) That the Audit Committee recommend to City Council adoption of the recommendation contained in the report (June 1, 2010) from the Auditor General. |
AU19.15 | ACTION |
Adopted |
|
Ward: All |
Auditor General's Office - Forensic Unit Status Report on Outstanding Recommendations |
Committee Recommendations |
The Audit Committee recommends that:
1. City Council receive for information, the report (June 11, 2010) from the Auditor General. |
Origin |
(June 11, 2010) Report from the Auditor General |
Summary |
The Auditor General implemented a process for follow-up on recommendations made in audit reports and advised City Council of this process at its meeting of July 2005.
In addition to recommendations made in audit reports, the Auditor General’s Office makes recommendations in the context of its operation of the City’s Fraud and Waste Hotline Program. In 2010, the Auditor General implemented a formal follow-up process for recommendations made as a result of investigative work conducted, special reviews, or as part of the annual report on Fraud and Waste Hotline activity.
This report provides information on the follow-up process and the implementation status of recommendations made by the Auditor General in special reviews which were publicly reported through Audit Committee, as well as those made in the annual hotline reports.
The Auditor General will follow-up directly with management on the status of implementation of recommendations made in the context of reviews which were reported directly to Senior divisional and Executive management. |
Background Information |
Report (June 11, 2010) from the Auditor General - Forensic Unit Status Report on Outstanding Recommendations (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31560.pdf) Appendix 1 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31561.pdf) |
Motions |
1 - Motion to Adopt Item moved by Councillor John Parker (Carried) That the Audit Committee recommend to City Council adoption of the recommendation contained in the report (June 11, 2010) from the Auditor General. |
AU19.16 | ACTION |
Received |
|
Ward: All |
2007 and 2008 Sole Source Activity up to $500,000 |
Committee Decision |
The Audit Committee received for information, the following:
- report (April 28, 2010) from the Treasurer; and
- letter (June 25, 2010) from the City Manager. |
Origin |
(April 28, 2010) Report from the Treasurer |
Summary |
This report provides information on the City’s sole source policies and procedures, and sole source contracts processed in 2007 and 2008 for amounts up to $500,000. |
Background Information |
Report (April 28, 2010) from the Treasurer - 2007 and 2008 Sole Source Activity up to $500,000 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31448.pdf) Attachment 1 - Sole Source Divisional Purchase Orders (DPOs) issued up to $50,000 for the Year 2007 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31447.pdf) Attachment 2 - Sole Source Purchase Orders and Blanket Contracts issued by PMMD up to $500,000 for the Year 2007 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31449.pdf) Attachment 3 - Sole Source Divisional Purchase Orders (DPOs) issued up to $50,000 for the Year 2008 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31450.pdf) Attachment 4 - Sole Source Purchase Orders and Blanket Contracts issued by PMMD up to $500,000 for the Year 2008 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31451.pdf) |
Motions |
1 - Motion to Receive Item moved by Councillor Rob Ford (Carried) That the Audit Committee receive for information, the following:
- report (April 28, 2010) from the Treasurer; and
- letter (June 25, 2010) from the City Manager. |
16a | Adjustments to Sole Source Activity Report |
Origin |
(June 25, 2010) Letter from the City Manager |
Summary |
It has recently come to our attention that certain information pertaining to 2008 sole source purchases for the Ombudsman's Office was coded incorrectly, and as such inaccurately presented in the Treasurer's report. I have consulted with the Treasurer and the errors have been adjusted.
Please find attached the following pages reflecting accurate information on sole source purchases for the Ombudsman's Office:
- a revised page 5 of the staff report; and
- a revised page 135 for Attachment 3 (page 136 has been deleted as a result of the corrections made to page 135). |
Background Information |
Letter (June 25, 2010) from the City Manager, submitting a revised Pg. 5 of the staff report, and a revised Pg. 135 of Attachment 3 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31792.pdf) |
AU19.17 | ACTION |
Without Recs |
|
Ward: All |
The Review of the Investigation of Sexual Assaults - A Decade Later, Toronto Police Service |
Committee Recommendations |
The Audit Committee submits this matter to City Council without recommendation. |
Decision Advice and Other Information |
The Audit Committee requested the Chair, Toronto Police Services Board, to forward the report, entitled "The Review of the Investigation of Sexual Assaults - A Decade Later, Toronto Police Service" to City Council for consideration at its August 25, 2010 meeting. |
Origin |
(June 11, 2010) Report from the Auditor General |
Summary |
The Auditor General has submitted a report entitled "The Review of the Investigation of Sexual Assaults – A Decade Later, Toronto Police Service" to the Toronto Police Services Board, for consideration at the Board's meeting on June 29, 2010. The Board is expected to forward the report to the Audit Committee. As this will not occur in time to be included on the Audit Committee's main Agenda, this is to advise that the matter will be available for consideration by the Audit Committee at its July 5, 2010 meeting. |
Background Information |
Report (June 11, 2010) from the Auditor General - The Review of the Investigation of Sexual Assaults - A Decade Later, Toronto Police Service (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31517.pdf) |
Motions |
1 - Motion to forward item Without Recommendations moved by Councillor Mike Del Grande (Carried) That the Audit Committee:
1. submit this matter to City Council without recommendation; and
2. request the Chair, Toronto Police Services Board, to forward the report, entitled "The Review of the Investigation of Sexual Assaults - A Decade Later, Toronto Police Service" to City Council for consideration at its August 25, 2010 meeting. |
AU19.18 | ACTION |
Without Recs |
|
Ward: All |
The Auditor General's Second Follow-up Review on the Police Investigation of Sexual Assaults |
Committee Recommendations |
The Audit Committee submits this matter to City Council without recommendation. |
Decision Advice and Other Information |
The Audit Committee requested the Chair, Toronto Police Services Board, to forward the report, entitled "The Auditor General's Second Follow-up Review on the Police Investigation of Sexual Assaults" to City Council for consideration at its August 25, 2010 meeting. |
Origin |
(June 11, 2010) Report from the Auditor General |
Summary |
The Auditor General has submitted a report entitled "The Auditor General’s Second Follow-up Review on the Police Investigation of Sexual Assaults" to the Toronto Police Services Board, for consideration at the Board's meeting on June 29, 2010. The Board is expected to forward the report to the Audit Committee. As this will not occur in time to be included on the Audit Committee's main Agenda, this is to advise that the matter will be available for consideration by the Audit Committee at its July 5, 2010 meeting. |
Background Information |
Report (June 11, 2010) from the Auditor General - The Auditor General's Second Follow-up Review on the Police Investigation of Sexual Assaults (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31521.pdf) |
Motions |
1 - Motion to forward item Without Recommendations moved by Councillor Mike Del Grande (Carried) That the Audit Committee:
1. submit this matter to City Council without recommendation; and
2. request the Chair, Toronto Police Services Board, to forward the report, entitled "The Auditor General's Second Follow-up Review on the Police Investigation of Sexual Assaults" to City Council for consideration at its August 25, 2010 meeting. |
AU19.19 | Information |
Received |
|
Ward: All |
Police Training, Opportunities for Improvement Toronto Police Service - Follow-up Review |
Committee Decision |
The Audit Committee received for information, the report (June 29, 2010) from the Chair, Toronto Police Services Board. |
Origin |
(June 29, 2010) Report from Alok Mukherjee, Chair, Toronto Police Services Board |
Summary |
The purpose of this report is to provide the Audit Committee with the Toronto Police Service Police Training, Opportunities for Improvement – Follow-Up Review. |
Background Information |
Report (June 29, 2010) from the Chair, Toronto Police Services Board, submitting an extract from the Minutes of the TPSB meeting held on June 29, 2010, and appending the Auditor General's report dated March 31, 2010 (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31860.pdf) Placeholder Report (June 14, 2010) from the Auditor General - Police Training, Opportunities for Improvement Toronto Police Service - Follow-up Review (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31519.pdf) |
Motions |
1 - Motion to Receive Item moved by Councillor Mike Del Grande (Carried) That the Audit Committee receive for information, the report (June 29, 2010) from the Chair, Toronto Police Services Board.
|
AU19.20 | Information |
Received |
|
Ward: All |
Terms of Reference - Paid Duty System Audit, Toronto Police Service |
Committee Decision |
The Audit Committee received for information, the report (June 29, 2010) from the Chair, Toronto Police Services Board. |
Origin |
(June 29, 2010) Report from Alok Mukherjee, Chair, Toronto Police Services Board |
Summary |
The purpose of this report is to provide the Audit Committee with a copy of the Terms of Reference for the Toronto Police Service - Paid Duty System Audit. |
Background Information |
Report (June 29, 2010) from the Chair, Toronto Police Services Board, submitting an extract from the Minutes of the TPSB June 29, 2010 meeting, and appending the Auditor General's Terms of Reference for the project - Paid Duty System, TPS (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31865.pdf) Placeholder Report (June 14, 2010) from the Auditor General - Terms of Reference - Paid Duty System Audit, Toronto Police Service (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31518.pdf) |
Motions |
1 - Motion to Receive Item moved by Councillor Chin Lee (Carried) That the Audit Committee receive for information, the report (June 29, 2010) from the Chair, Toronto Police Services Board.
|
AU19.21 | Information |
Received |
|
Ward: All |
Proposed Audit of Parking Tag Issuance Process - Toronto Police Service |
Committee Decision |
The Audit Committee received for information, the report (June 29, 2010) from the Chair, Toronto Police Services Board. |
Origin |
(June 29, 2010) Report from Alok Mukherjee, Chair, Toronto Police Services Board |
Summary |
The purpose of this report is to provide the Audit Committee with the Auditor General’s report entitled Proposed Audit of the Parking Tag Issuance Process. |
Background Information |
Report (June 29, 2010) from the Chair, Toronto Police Services Board, submitting an extract from the Minutes of the TPSB June 29, 2010 meeting, and appending the Auditor General's report -May 17/10 on the proposed audit - parking tag issuance process (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31866.pdf) Placeholder Report (June 11, 2010) from the Auditor General - Proposed Audit of Parking Tag Issuance Process (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31520.pdf) |
Motions |
1 - Motion to Receive Item moved by Councillor Anthony Perruzza (Carried) That the Audit Committee receive for information, the report (June 29, 2010) from the Chair, Toronto Police Services Board.
|
AU19.22 | ACTION |
Without Recs |
|
Ward: All |
Request for Review by Auditor General of the Process Followed in Response to the Unsolicited Proposal from Tuggs Incorporated |
Committee Recommendations |
The Audit Committee submits this matter to City Council without recommendation having regard that all motions lost. |
Origin |
(June 14, 2010) Letter from City Council |
Summary |
At the February 5 and 6, 2007 meeting of City Council, Council accepted, against staff recommendations, an unsolicited proposal from Tuggs Incorporated and authorized staff to enter into an agreement to finalize a twenty-year extension to the agreement Tuggs Incorporated had with the City at the time – this was to be done by July 2007. At this meeting, it was also recommended and adopted that no other unsolicited proposals were to be entertained by the City until a policy review and revised practice was prepared by the City Treasurer and adopted by City Council to deal with unsolicited proposals.
As of July 2007, the agreement with Tuggs Incorporated still had not been finalized, passing the deadline that was set by City Council. By this time, City Council adopted a new Unsolicited Quotations or Proposal Policy outlining a procedure for Division Heads to respond to unsolicited quotations or proposals in a way that ensures transparency, fairness, and best value for the City (adopted at City Council on June 19, 20 and 22, 2007). In April 2009, a revised proposal was submitted by Tuggs Incorporated, nearly two years after an agreement was to be made as per the direction of City Council. At City Council on May 11 and 12, 2010, Council voted in favour of accepting the revised proposal which will see the City receiving less money from Tuggs Incorporated for rent and guaranteed Sponsorship Revenue than was proposed by Tuggs in their original proposal.
Because the City’s Unsolicited Quotations or Proposal Policy was not followed, despite having been in effect for nearly two years once the revised proposal was eventually submitted, we cannot be sure that the best value for the City has been obtained. |
Background Information |
Letter (June 14, 2010) from City Council - Request for Review by Auditor General of the Process Followed in Response to the Unsolicited Proposal from Tuggs Incorporated (http://www.toronto.ca/legdocs/mmis/2010/au/bgrd/backgroundfile-31480.pdf) |
Speakers |
Mr. Chris Yaccato |
Motions | ||||||||||||||||||||||||
1 - Motion to Receive Item moved by Councillor Doug Holyday (Lost) That the Audit Committee receive this Item for information.
2 - Motion to Amend Item moved by Councillor Chin Lee (Lost) That the Audit Committee recommend that:
1. City Council direct the Auditor General to investigate and report back on whether the way in which the unsolicited proposal and subsequent revised proposal by Tuggs Incorporated, and the handling of the volleyball contact(s), were handled in line with City Policy and if not, recommend what action, if any, can be taken in this regard.
|
||||||||||||||||||||||||
Monday, July 5, 2010 Councillor Doug Holyday, Chair, Audit Committee |
Meeting Sessions |
Session Date | Session Type | Start Time | End Time | Public or Closed Session |
2010-07-05 | Morning | 9:37 AM | 12:30 PM | Public |
2010-07-05 | Afternoon | 1:42 PM | 4:40 PM | Public |
Attendance | ||
Members were present for some or all of the time period indicated. |
Date and Time | Quorum | Members |
2010-07-05 9:37 AM - 12:30 PM (Public Session) |
Present |
Present: Del Grande, Ford, Holyday (Chair), Lee, Parker, Perruzza |
2010-07-05 1:42 PM - 4:40 PM (Public Session) |
Present |
Present: Del Grande, Ford, Holyday (Chair), Lee, Parker, Perruzza |