March 2, 2016 Ad Hoc Audit Committee Meeting Minutes

Ad Hoc Audit Committee Meeting Minutes

March 2, 2016 - 2:30 – 4:00 p.m

Fergus Teaching Room 

Present: June Hofland (Chair), Doug Auld, William Baxter, George Bridge, Guy Gardhouse and Mark MacKinnon. 

Regrets: NONE

Staff: Dr. Mercer, Liz Bowden, Andrea Roberts, Rita Sethi, Shanna O’Dwyer and Sylvia Muir (Recording Secretary). 

Guests: Matthew Betik and Brendan D. Hall, KPMG (Auditors).

1.0 Call to Order

J. Hofland called the meeting to order at 2:30 p.m.

2.0 Approval of Agenda

MOTION: “To approve the Agenda for March 2, 2016 meeting, as presented.” 
Moved: G. Gardhouse
Seconded: W. Baxter
CARRIED 

3.0 Approval of Minutes

MOTION: “To approve the Minutes of the meeting of April 22, 2015.”
Moved: G. Gardhouse
Seconded: G. Bridge 
CARRIED
 
(2:34) M. MacKinnon arrived. 

4.0 Presentation(s)

KPMG Audit Planning Report (2015) for WDGPH

J. Hofland introduced M. Betik and B. Hall, Auditors, from KPMG. KPMG is our new Auditor for 2016. Auditors advised that they have some familiarity with WDGPH.  

M. Betik commenced review of the KPMG Audit Planning Report (2015) for WDGPH document which is a high-level audit plan for the year. M. Betik briefly reviewed pages 1-12 and made notes with respect to the following points:

  • Pages 4 + 5 – Audit Approach - Fraud or Misrepresentation - Auditors will be performing control tests to ensure there are no intentional misrepresentations that come from revenue recognition and from management override of controls (testing journal entries and estimates and significant and unusual transactions).

(2:42) L. Bowden arrived.

  • Page 6 – Materiality - $30,000 is the threshold used to accumulate misstatements identified during the audit. Committee asked if KPMG would review the previous Auditors Management Letter and comment. Auditors advised that they will review the Management Letter from Deloitte and provide comment if there were any comments noted. S. O’Dwyer to provide the Auditors with the Management Letter from Deloitte. 

Committee asked if KPMG would review the previous Auditors Management Letter and comment. Auditors advised that they will review the Management Letter from Deloitte and provide comment if there were any comments noted.

S. O’Dwyer to provide the Auditors with the Management Letter from Deloitte​

5.0 Terms of Reference

Ad Hoc Audit Committee Terms of Reference

Terms of Reference are required to be reviewed every 2 years, as per the By-Laws, and were last reviewed January 18, 2014.
Amendments include:
► Update the Mission Statement to reflect our new Strategic Plan Mission Statement as follows: “Wellington-Dufferin-Guelph Public Health uses an innovative approach to deliver evidence-informed programs and services to meet the distinctive needs of our communities”; and
► Change the name of the Committee from “ad hoc Audit Committee” to “Audit Committee”.

MOTION: “That the Audit Committee makes recommendation to the Board of Health to accept the name change of the “ad hoc Audit Committee” to “Audit Committee”.”
Moved: G. Bridge
Seconded: W. Baxter
CARRIED 

MOTION: “That the Audit Committee makes recommendation to the Board of Health to accept the Audit Committee Terms of Reference, as amended.”
Moved: G. Bridge
Seconded: G. Gardhouse
CARRIED

6.0 Business Arising

  • NONE

7.0 CLOSED SESSION

  • Approval of Closed Session Minutes from April 22, 2012 Audit Committee meeting.
  • Discussion between Auditor and Audit Committee, without the presence of WDGPH Management. S. Muir (Recorder) to remain for Closed Session. 
(2:56) 

MOTION: “To move into Closed Session to approve Closed Session Minutes of April 4, 2013 and for discussion with Auditors without the presence of WDGPH Management.”
Moved: G. Bridge
Seconded: G. Gardhouse
CARRIED

​Present: June Hofland (Chair), Doug Auld, William Baxter, George Bridge, Guy Gardhouse and Mark MacKinnon.

Regrets: NONE.

Staff: Sylvia Muir (Recorder) - No WDGPH Management.

Guest(s): Matthew Betik and Brendan D. Hall, KPMG (Auditors).

CLOSED SESSION MINUTES TO BE PROVIDED UNDER SEPARATE COVER

Returned to Open Session.
(3:05) WDGPH Management/Staff returned to Open Session meeting.

MOTION: “That the Audit Committee ratify all decisions made in Closed Session.”
Moved: G. Gardhouse
Seconded: W. Baxter
CARRIED 

8.0 Next Meeting

  • Wednesday April 6, 2016, from 2:30 to 3:30 p.m. Auditors to be present. 
  • A third Audit Committee meeting will be scheduled to discuss Agency Risk Management. 

9.0 Adjournment

The meeting was adjourned at 3:10 p.m. 

Moved: W. Baxter
Seconded: G. Gardhouse
CARRIED