Audit Committee - General - February 19, 2015

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Minutes from July 29, 2014

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1. Reports with Confidential Attachments
2. Presentations
• Auditor General’s Report – Review of Toronto Transit Commission Bus Maintenance and Shops Department, Phase Two: Non-Revenue Fleet and Equipment Management and Maintenance (For Action) AGs_Report__Review_o
• Auditor General’s Report – Review of Toronto Transit Commission Non-Revenue Vehicle Fuel Card Controls Need Immediate Improvement (For Action) PDF file
3. Other Business
• PricewaterhouseCoopers (PWC) Consolidated Financial Statement Audit Plan – Year Ended December 31, 2014 (For Information)
• TTC Audit Department – Organizational Independence (For Information)
• TTC Audit Department – Risk Assessment Process (for Information)
• TTC Audit Department – 2015 Audit Work Plan (For Action)
• TTC Audit Department Recommendation Performance Scorecard Report Update for the Period April to September 2014 (For Information)
• TTC Audit Department Report – Semi-Annual Update for the Period July - December 2014 (For Information) PDF file
• TTC Audit Report – Attendance Management – “At Work Program" (For Information)
• Contract Management Review of Information Technology Technical Services Assistance Contracts (For Information)
• TTC Audit Report – Disposal of Surplus Computers, Servers And Digital Photocopiers and Removal of Data from the Hard Drives (For Information)
• TTC Audit Report – Contract Administration for the Purchase Of Subway Cars
• TTC Audit Report – Station Modernization Program - Dufferin Station and Pape Station
4. New Business
5. Correspondence

A correspondence summary will be distributed at the meeting.

A. Heisey Q.C. (Chair), M. Adamson, V. Crisanti (TTC Audit Committee members), A. Byford, (Chief Executive Officer), G. Shortt (Chief Operations Officer), M. Roche (Head of Finance/Treasurer), J. Lee (TTC Head – Materials and Procurement), J. Kennelly (Head of TTC Audit), T. Coelho (Manager - TTC Audit) and D. McDonald (Co-ordinator – Secretariat Services) were present.

K. Rowe (TTC Chair’s office) was also present.

C. Russell and T. Dewan (PricewaterhouseCoopers) were present for item 3(a).

B. Romeo-Beehler (City Auditor General), A. Ash (Director – Auditor General’s Office) and J. Ying (Senior Audit Manager, Auditor General’s Office) were present for items 2(a), 2(b) and New Business Item 4(a).

R. Wong (Head - Bus Maintenance) was also present for items 2(a) and 2(b).

A. Heisey was in the Chair

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Chair Heisey moved that the TTC Audit Committee approve the minutes of the meeting held on Tuesday, July 29, 2014. The motion by the Chair Heisey carried.

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1. Reports with Confidential Attachments (Committee Of The Whole)
2. Presentations
• Auditor General’s Report – Review of Toronto Transit Commission Bus Maintenance and Shops Department, Phase Two: Non-Revenue Fleet and Equipment Management and Maintenance
• Auditor General’s Report – Review of Toronto Transit Commission Non-Revenue Vehicle Fuel Card Controls Need Immediate Improvement. Alan Ash, Director, Auditor General’s Office and Jane Ying, Senior Audit Manager, Auditor General’s Office gave a verbal presentation on reports 2(a) & 2(b) above.
After a round of questions and speaking on the items, Chair Heisey moved the following motion. That the Audit Committee:
• Receive the reports from the Auditor General and approve forwarding the reports to the TTC Board Meeting on March 26, 2015;
• Request staff report back to the May 21, 2015 Audit Committee meeting with a progress report on implementation of the recommendations in the Auditor General’s report; and
• Request staff report back to the May 21, 2015 Audit Committee meeting on how TTC will be using GPS for fleet and equipment management and maintenance and the progress for implementation.

The motion by the Chair carried.

The Audit Committee adopted the item, as amended.

During discussion of the foregoing, Chair Heisey, in accordance with Section 41(b) of the By-law to Govern Commission Proceedings, requested that New Business item #4(a) “Request the City of Toronto Auditor General to Review the TTC Board Motion Amending the Accessible Taxi Service Contract” be added to the agenda by way of a majority vote of the members present.

Those present voted unanimously to add the new business item to the agenda. See item #4(a) for minute.

3. Other Business