YORK REGION DISTRICT SCHOOL BOARD AUDIT COMMITTEE PUBLIC SESSION. Meeting #3 Wednesday, November 28, 2018

Transcription

1 YORK REGION DISTRICT SCHOOL BOARD AUDIT COMMITTEE PUBLIC SESSION Meeting #3 Wednesday, November 28, 2018 Room # 200 Education Centre Aurora Immediately following Private Session AGENDA 1. Call to Order 2. Approval of Agenda 3. Declaration of Conflict of Interest 4. Approval of Thursday, September 24, 2018 Audit Committee Meeting - Special Public Session Minutes 1 5. Approval of Thursday, September 24, 2018 Audit Committee Meeting - Public Session Minutes Rise and Report 7. DISCUSSION ITEMS a) Regional Internal Audit Update (P. Hatt, V. Trivedi) INFORMATION ITEMS a) Timing of the Audit Committee s Key Activities OTHER BUSINESS 10. ADJOURNMENT Future Meetings: Tuesday, March 26, 2019 at 5:30 p.m. Education Centre Aurora, Room # 200 Tuesday, May 14, 2019 at 4:30 p.m. Education Centre Aurora, Room # 200 Committee Members: Anna DeBartolo (Trustee) Susan Geller (Trustee) Martin Van Beek (Trustee) Kelly Ohayon (Volunteer Community Non-Board Member) Chris Mak (Volunteer Community Non-Board Member)

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3 ROUTINE YORK REGION DISTRICT SCHOOL BOARD SPECIAL AUDIT COMMITTEE MINUTES, MEETING # 2 Monday, September 24, 2018 The Special Audit Committee - Public Session was postponed. The election of the 2018 Audit Committee Chair will be scheduled after the Inaugural Board meeting on December 3, 2018, so that all committee members have an opportunity to vote. 1

4 ROUTINE YORK REGION DISTRICT SCHOOL BOARD AUDIT COMMITTEE MINUTES, MEETING # 2 Monday, September 24, 2018 The Audit Committee Meeting Public Session was held in Room 200 of the Education Centre, Aurora at 4:36 p.m. on Monday, September 24, 2018 with the following members present: Trustees A. DeBartolo (Committee Chair) (via audio conference), S. Geller (via audio conference) and M. Van Beek (via audio conference), and Volunteer Community Non-Board Members K. Ohayon and C. Mak Also present: Director of Education L. Sirisko, Associate Director of Education, Schools and Operations C. LaTouche, Chief Financial Officer W. Muirhead-Toporek, Senior Managers, Finance Services K. Brady, T. Ellis and D. Reynolds, Manager, BDO Canada LLP Partner M. Sconci, BDO Canada LLP Manager Josh Trigiani, Regional Internal Audit Team Senior Manager P. Hatt, and Regional Internal Audit Team Manager V. Trivedi. CALL TO ORDER Committee Chair A. DeBartolo called the meeting to order at 5:14 p.m. APPROVAL OF AGENDA (*)1. Moved by K. Ohayon, seconded by M. Van Beek: That the agenda be approved as written. - Carried - DECLARATION OF CONFLICT OF INTEREST Committee Chair A. DeBartolo asked any member of the Audit Committee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed during the meeting to state their conflict and the nature thereof. No conflicts were declared by committee members at this time. APPROVAL OF THE MINUTES (*)2. Moved by K. Ohayon, seconded by M. Van Beek: That the minutes of the June 7, 2018 Audit Committee meeting- Public Session be approved as written. - Carried - 2

5 AUDIT COMMITTEE MINUTES PUBLIC SESSION Page 2 September 24, 2018 RISE AND REPORT The following items, considered in private session, were identified. 1) That the Audit Committee approve the Audit Service Plan. 2) That the Audit Committee receive the Regional Internal Audit Team Status Update for information. 3) That the Audit Committee receive the School Board Compliance Report for information 4) That the York Region District School Board receive the Detailed Audit Committee Annual Report for information. 5) The Audit Committee recommends the York Region District School Board approve the following recommendations. 1. That the York Region District School Board receive the Summarized Audit Committee Annual Report for information. 2. That the Summarized Audit Committee Annual Report be forwarded to the Ministry of Education. REGIONAL INTERNAL AUDIT UPDATE Regional Internal Audit Team Senior Manager P. Hatt updated the committee on the status of the Regional Internal Audit Team s Internal Audits for the school year. Regional Internal Audit Team Manager V. Trivedi informed the committee that Grant Revenue Internal Audit Report will be presented at the next Audit Committee meeting. Manager V. Trivedi highlighted that Records Management and Transportation are the next internal audits to be conducted. The Regional Internal Audit Team will also work on the development of the Multi-Year Audit Plan. TIMING OF THE AUDIT COMMITTEE S KEY ACTIVITIES Chief Financial Officer, W. Muirhead-Toporek noted there is not a June meeting as identified in the Timing of the Audit Committee key activities. ADJOURNMENT (*)3. Moved by K. Ohayon, seconded by M. Van Beek: That the Audit Committee Meeting Public Session be adjourned at 5:21 p.m. - Carried - 3

6 York Region District School Board Status Update for Audit Committee November

7 Status Update for Audit Committee November 2018 The following is the status of engagements included in the York Region District School Board s Regional Internal Audit Plan for the 2017/18 and 2018/19 years. 2017/18 # Audits Status 1 Capital Planning Complete. The results of this audit were presented at the June 2018 Audit Committee meeting. 2 Payroll Complete. The results of this audit were presented at the June 2018 Audit Committee meeting. 3 Grant Revenue Complete. The results of this audit will be presented at the November 28, 2018 Audit Committee meeting. 2018/19 # Audits Status 1 Records This outsourced audit is currently planned for early Management spring Transportation As YRDSB and YCDSB operate a joint consortium, this audit will be done concurrently with YCDSB. The engagement is currently planned for spring Three-year Risk Assessment / Internal Audit Plan The planning is underway for this engagement, with surveys being sent to process owners. Fieldwork is expected to start in January. 5

8 PR=Private PU=Public /PU Other- PU September Audit committee Meeting Call to Order Approval of Agenda Declaration of Conflict of Interest Receipt of Previous Meeting Private Session Audit Committee Minutes Rise and Report Audit Service Plan (includes Engagement letter) Private Session with Regional Internal Audit Team Senior Manager (* if required) Private Session with External Auditors (* if required) Regional Internal Audit Team Status Update Internal Audit Report (* if any) Internal Audit Followup Report (*if any) Self Assessment and Review Internal Auditor Performance School Board Compliance Report Detailed Annual Report Summarized Annual Report Timing of the Audit Committee's Key Activities November Audit Committee Meeting /PU Other- PU Call to Order Approval of Agenda Declaration of Conflict of Interest Receipt of Previous Meeting Private Session Audit Committee Minutes Rise and Report Private Session with Regional Internal Audit Team Senior Manager (* if required) Private Session with External Auditors (* if required) Regional Internal Audit Team Status Update Internal Audit Report (* if any) Internal Audit Followup Report (*if any) Auditor s Report and Financial Statements (Draft) Year end Communication Management Letter Timing of the Audit Committee's Key Activities 6

9 March Audit Committee Meeting /PU Other- PU Call to Order Approval of Agenda Declaration of Conflict of Interest Receipt of Previous Meeting Private Session Audit Committee Minutes Rise and Report Election of Chair Private Session with Regional Internal Audit Team Senior Manager (* if required) 7-Month Specified Procedure March Reporting Regional Internal Audit Team Status Update Internal Audit Report (* if any) Internal Audit Followup Report (*if any) Timing of the Audit Committee's Key Activities June Audit Committee Meeting /PU Other- PU Call to Order Approval of Agenda Declaration of Conflict of Interest Receipt of Previous Meeting Private Session Audit Committee Minutes Rise and Report Private Session with Regional Internal Audit Team Senior Manager (* if required) Regional Internal Audit Team Status Update Internal Audit Report (* if any) Internal Audit Followup Report (*if any) Timing of the Audit Committee's Key Activities 7