Corporate Affairs and Audit Committee (CAAC) Meeting - September 23, 2014

Public Agenda

1. Approval of Public Meeting Agenda and Review of Agenda Order 

Action: Approval

Pre-read: Agenda

Presenter: Chair

2. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read

• Agenda
• Conflict of Interest Policy

Presenter: Chair

3. Confirmation of the Public Meeting Minutes of June 27, 2014

Action: Approval

Pre-read: Minutes

Presenter: Chair

4. Business Arising from the Minutes and Committee Action Items Update

Action: Discussion

Pre-read: Action Item List

Presenter: Chair

Reports from Management

5. Review of Board, CEO and Senior Management Expenses Q2 2014

CAAC Terms of Reference: Financial Compliance

Action: Information

Pre-read: CAAC:2014-35

Presenter: Expense Clerk

6. Implementation of Auditor General’s 2010 and 2011 Audit Recommendations: Status Report

CAAC Terms of Reference: Internal Audit, Accounting System & Controls

Action: Information

Pre-read: CAAC:2014-36

Presenter: Chief Financial Officer

Reports from from the Chief Internal Auditor

7. Internal Audit: 2014 Work Plan Update

CAAC Terms of Reference: Internal Audit, Accounting System & Controls

Action: Information

Pre-read: CAAC:2014-37

Presenter: Chief Internal Auditor

8. Internal Audit: Complaints Received January 1, 2014 to June 30, 2014

CAAC Terms of Reference: Internal Audit, Accounting System & Controls

Action: Information

Pre-read: CAAC:2014-38

Presenter: Chief Internal Auditor

9. Internal Audit Report: Review of TCHC 2013 Public Sector Salary Disclosure

CAAC Terms of Reference: Internal Audit, Accounting System & Controls

Action: Information

Pre-read: CAAC:2014-39

Presenter: Chief Internal Auditor

Closed Meeting Agenda

A. Approval of Agenda and Review of Agenda Order 

Action: Approval

Pre-read: Agenda

Presenter: Chair

B. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read

• Agenda
• Conflict of Interest Policy

Presenter: Chair

C. Confirmation of Closed Meeting Minutes of June 27, 2014

Action: Approval

Pre-read: Minutes

Presenter: Chair

D. Business Arising from the Minutes and Committee Action Items Update

Action: Discussion

Pre-read: Action Item List

Presenter: Chair

Reports from Management

E. Confidential item respecting matters that are or may be the subject of litigation or potential litigation, and recommendations of proposed policy or process

CAAC Terms of Reference: Financial Reporting and Financial Statements

Action: Information

Pre-read: CAAC:C2014-40

Presenter: Chief Financial Officer

F. Confidential item respecting matters that are or may be the subject of litigation or potential litigation, and recommendations of proposed policy or process

CAAC Terms of Reference: Financial Reporting and Financial Statements

Action: Information

Pre-read: CAAC:C2014-41

Presenter: Chief Financial Officer

G. Chief Financial Officer’s Update

Action: Information

Pre-read: CAAC:C2014-42

Presenter: Chief Financial Officer

H. Confidential item respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes

CAAC Terms of Reference: Information Technology

Action: Approval

Pre-read: CAAC:C2014-43

Presenter: VP ITS and Senior Director Procurement

I. Confidential item respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes

CAAC Terms of Reference: Financial Compliance

Action: Information

Pre-read: CAAC:C2014-44

Presenter: Senior Director, Procurement

J. Confidential item respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes

CAAC Terms of Reference: Internal Audit, Accounting System & Controls

Action: Information

Pre-read: CAAC:C2014-45

Presenter: Senior Director, Procurement

K. Confidential item respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes

CAAC Terms of Reference: Internal Audit, Accounting System & Controls

Action: Information

Pre-read: CAAC:C2014-46

Presenter: Senior Director, Procurement

L. Confidential item respecting matters that are not required to be disclosed under the Municipal Freedom of Information and Protection of Privacy Act, including but not limited to personal matters about identifiable individuals, a proposed or pending transaction with a third party, and recommendations of proposed policy or processes

CAAC Terms of Reference: Financial Reporting and Financial Statements

Action: Information

Pre-read: Report Not Yet Available

Presenter: Chief Financial Officer 

TERMINATION

Public Meeting Minutes

The Corporate Affairs and Audit Committee (“CAAC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on September 23, 2014, in the Main Floor Conference Room, 931 Yonge Street, Toronto, and via teleconference, commencing at 2:15 p.m.

Committee Directors Present:

Zahir Bhaidani, Chair

Brian Kwan (via teleconference)

Karen Newman

Committee Directors Absent:

Christian Buhagiar

Councillor Frances Nunziata

Other Directors in Attendance:

Norman (Bud) Purves

Also Present:

Marta Asturi, Legal Counsel and Assistant Corporate Secretary

Jason Gorel, Chief Financial Officer and Treasurer

Greg Spearn, President and Chief Executive Officer (Interim)

Pamela Spencer, General Counsel and Corporate Secretary

Michael Vear, Chief Internal Auditor

A quorum being present, the Chair called the meeting to order and Ms. Mirela Bolentiru served as recording secretary.

Item 1 - Approval of Agenda

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by 
Mr. Brian Kwan and carried, the CAAC unanimously approved the agenda as presented.  

Item 2 - Declaration of Conflict of Interest

The Chair requested members of the CAAC to indicate any agenda item in which they had a conflict of interest, together with the nature of the interest. None were declared.

Item 3 - Confirmation of Public Minutes of June 27, 2014

The Committee had before it the draft Corporate Affairs and Audit Committee minutes for the June 27, 2014 meeting.

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by 
Mr. Brian Kwan and carried, the CAAC unanimously confirmed the June 27, 2014 public minutes as presented.

Item 4 - Business Arising from the Minutes and Committee Action Items Update

The Committee had before it the above captioned report.

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by Mr. Brian Kwan and carried, the CAAC unanimously received the report for information.

Item 5 - Review of Board, President and CEO, and Senior Management Expenses Q1 2014, CAAC:2014-35

The CAAC had before it the above-captioned report (CAAC:2014-35) from the Chief Internal Auditor.  

The CAAC asked for details with respect to certain expenses noted in Attachment 3 and Management provided explanations for those amounts in question.

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by 
Mr. Norman (Bud) Purves and carried, the CAAC unanimously received the report for information. 

Item 6 - Implementation of Auditor General’s 2010 and 2011 Audit Recommendations: Status Report, CAAC:2014-36

The CAAC had before it the above-captioned report (CAAC:2014-36) from the President and Chief Executive Officer (Interim).

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by 
Mr. Norman (Bud) Purves and carried, the CAAC unanimously received the report for information.

Items 7, 8 and 9

Item 7 - Internal Audit: 2014 Work Plan Update, CAAC:2014-37

Item 8 - Internal Audit: Complaints Received January 1, 2014 to June 30, 2014, CAAC:2014-38

Item 9 - Internal Audit Report: Review of TCHC 2013 Public Sector Salary Disclosure, CAAC:2014-39

The CAAC had before it the above-captioned reports (CAAC:2014-37, CAAC:2014-38 and CAAC:2014-39) from the Chief Internal Auditor.  

The CAAC discussed jointly the Internal Audit reports, Items 7, 8 and 9. The CAAC discussed the complaint process and whether there is a follow up procedure with the complainant in place. 80% of the complaints are anonymous, and as such there is no follow up procedure with the complainants. 

Motion carried

ON MOTION DULY MADE by Ms. Karen Newman, seconded by 
Mr. Norman (Bud) Purves and carried, the CAAC unanimously received the reports for information.

TERMINATION

ON MOTION DULY MADE by Ms. Karen Newman, seconded by Mr. Norman (Bud) Purves and carried, the CAAC resolved to terminate the public meeting at 2:30 p.m.