HomeMy WebLinkAbout11 Audit Report 1 30 Jan 2002OTTAWA - CARLETON DISTRICT SCHOOL BOARD
REPORT NO. 1, AUDIT COMMITTEE
TO: Board of Education DATE: 30 January 2002
A meeting of the Audit Committee was held this evening in the Trustees' Committee Room, 133
Greenbank Road, Ottawa, commencing at 6:20 pm with Superintendent Michael Clarke in the Chair for the
first two items of business and Trustee Lynn Scott for the remainder. The following were m attendance:
MEMBERS: Trustees Jim Libbey and David Moen
STAFF: Michael Clarke, Superintendent of Financial Services
Bruce Fraser, Committee Coordinator
KPMG: Barry Lalonde and Jennifer Eberman
1. Call to Order
Superintendent Clarke called the meeting to order at 6:20 p.m.
2. Approval of Agenda
On a motion by Trustee Libbey, the agenda was approved as circulated.
3. Election of Chair
Superintendent Clarke requested nominations or volunteers for the Chair of the Audit Committee
for the year 2002. Trustee Libbey nominated Trustee Scott. There being no further nominations, Trustee
Scott was appointed as Chair of the Audit Committee.
4. Draft Audit Committee Public Report for 2001
The Committee went in camera to discuss an item regarding the Payroll Department Study that
was undertaken during 2001.
Following the in camera session the Committee reviewed Report No. 02 -25, seeking approval of
the draft Audit Committee Public Report for 2001 which summarizes the Committee's activities for that
year.
Trustee Libbey moved THAT the Audit Committee Public Report for 2001 be approved for
submission to the Board.
The motion was carried. On a motion by Trustee Libbey therefore, your Committee recommends:
THAT THE AUDIT COMMITTEE PUBLIC REPORT FOR 2001 (ATTACHED AS
APPENDIX A) BE RECEIVED.
5. New Business
In response to a query by Trustee Libbey, Superintendent Clarke advised that the remaining
budget for the Committee is approximately $40,000, which does not include the potential cost of the salary
and benefits study by the Haye Group, as it may be charged to an alternative cost centre. He noted that the
largest percentage of expenses to date involved "year end" and ongoing school reviews with smaller
Audit Committee -1- 30 January 2002
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
amounts allocated for various projects including the Payroll Department Study, tax opinions and an audit at
McArthur High School.
Trustee Scott noted that the budget process will determine the scope of the Committee's activities
for the current year.
The meeting went in camera and subsequently adjourned at 7:25 pm.
Lynn Scott, Chair
Audit Committee
BF
Audit/02 /01/30
Audit Committee -2- 30 January 2002
January 30, 2002
Report No. 02 -25 to the Audit Committee (In- Camera) 0 9 A)
Re: Audit Committee Public Report for 2001
ORIGINATOR: Trustee Lynn Scott
Trustee David Moen
Trustee Jim Libbey
PURPOSE:
1. To seek approval to release the Audit Committee's annual report for 2001 to the public.
BACKGROUND:
2. The terms of reference for the Audit Committee under Policy P.016.Gov require that the Audit Committee prepare
an annual report on the scope of its activities.
STATUS:
3. From December, 2000 to November 2001, the Audit Committee met four times to review reports and make
recommendations related to various system controls and departmental operations within the OCDSB.
4. Specifically, the Audit Committee performed the following tasks:
— reviewed the KPMG external audit plan for school year 20002001.
— reviewed the report on School Use of Board Generated Funds, recommending that staff ensure that principals
communicate budget goals and budget results to school councils.
— obtained answers to Trustee questions concerning the applicability of Generally Accepted Accounting
Principles of "going - concem" assumption as it applies to Ontario school boards facing funding reductions.
— determined that future funding issues are not a financial statement issue and would best be addressed by a
preamble to the 2000 -2001 financial statements that explains the Board's concerns regarding inadequate
funding which jeopardizes the Board's ability to deliver an appropriate level of educational services to meet
the needs of the community.
— recommended a preamble for the 2000 -2001 financial statements to the Board.
— reviewed the report on KPMG Payroll Department Study and directed staff to implement the KPMG
recommendations.
— reviewed the mandate and responsibilities of the Audit Committee.
— continued the internal audit studies and approved a Request For Proposal for a Human Resources Department
review.
— followed status of the school generated funds school reviews.
— reviewed the Management Letter and staff response regarding the 1999 -2000 audit.
RECOMMENDATION:
That the annual public report of the Audit Committee for the year 2001 be approved.
Lynn Scott
Chair of the Audit Committee