CITY CLERK

Clause embodied in Report No. 4 of the Audit Committee, as adopted by the Council of the City of Toronto at its meeting held on June 9, 10 and 11, 1999.

4

Standing Committee Requests - Project Update

(City Council on June 9, 10 and 11, 1999, adopted this Clause, without amendment.)

The Audit Committee recommends that it advise all Committees that, in accordance with Council policy, all requests for Audits will be forwarded to the Audit Committee for consideration, so that the Audit Committee can prioritize such requests, giving regard to the Audit Workplan approved by Council:

The Audit Committee reports, for in the information of Council and in accordance with the recommendation above, having:

(1)authorized Projects 1, 7 and 8 set out in the report (March 29, 1999) from the City Auditor;

(2)requested that the Audit Committee receive:

(a)a detailed breakdown of each individual Councillor's office expenses, including the Mayor's office and staff;

(b)a list of remuneration and expenses received by each individual Councillor for activities in their duties as a Member of a local Agency, Board or Commission;

as previously requested by the Audit Committee, at its meeting held on March 1, 1999; and;

(3)received Projects 2-6 set out in the report (March 29, 1999) from the City Auditor.

The Audit Committee submits the following report (March 29, 1999) from the City Auditor:

Recommendation:

It is recommended that this report be received for information.

Comments:

In order to ensure that the Committee is appraised of all audit projects requested by various Standing Committees, the following is provided for information purposes:

1.Project:Parking Meters

Requested by:Audit Committee

The City Auditor review, with the appropriate parties, the issue of loss of revenue because of theft from parking meters and report thereon to the Audit Committee.

2.Project:Arena Boards of Management

Requested by:Budget Committee

The City Auditor be requested to review the revenues and expenditures of those arenas with large deficits, and report back to the Budget Committee with recommendations on how those deficits may be reduced.

3.Project:Public Health

Requested by:Budget Committee

(a)The City Auditor be requested:

(i)to report back to the Budget Committee on a system of control for the eligibility of clients requesting dental services; and

(ii)review the dental services that are now in operation and report back to the Board of Health prior to the Year 2000 budget deliberations.

4.Project:Audit

Requested by:Budget Committee

City Auditor be requested to report back to the back to the Budget Committee on the following:

(a)the Department's recommendations of the suggested comments that should be made on the various Agencies, Boards and Commissions audits, and the costs, if there is one, to the Department to provide that service; and

(b)prior to the City embarking on the purchase and implementation of the new radio system, provide a review of same.

5.Project:Toronto Police Services

Requested by:Budget Committee

(a)The City Auditor and the City Solicitor be requested to report back to the Budget Committee on the possibility of the City conducting the internal audit of the Police Department.

(b)Referred the report (September 28, 1998) from the Chair, Toronto Police Services Board, regarding outstanding audit recommendations to the City Auditor for a report back to the Budget Committee in that regard.

6.Project:Parking Tag Operation Program

Requested by:Budget Committee

The City Auditor be requested to report back to the Budget Committee on the following:

(a)review of Parking Enforcement Unit operations prior to the Year 2000 budget deliberations; and

(b)whether the definition of absenteeism that the Parking Enforcement Unit is using is comparable to other Agencies, Boards and Commissions, and a comparison of the Parking Enforcement Unit's absenteeism rate to other Agencies, Boards and Commissions, specifically the Toronto Transit Commission.

7.Project:Review of Staff, Councillors' and Mayor's Office Expenses

Requested by:Audit Committee

(a) City Auditor, in consultation with the Chief Administrative Officer and the City Solicitor, report to the Audit Committee on a policy on the receipt of donations of cash, goods, services and other benefits by Members of Council.

(b) City Auditor to:

(i)report to the Audit Committee on whether the cost of design, lay-out and printing of Councillors' newsletter being done by the City Clerk is on a full cost recovery charge-back basis;

(ii)report to the Audit Committee on the establishment of a charge-back policy for those Councillors who use civic space for second offices;

(iii)clarify that senior staff cannot receive a car allowance and a full mileage allowance, and report thereon to the Audit Committee, at its meeting to be held on April 7, 1999.

8.Project:Works Best Practices Program

Requested by:Council

The City Auditor be requested to report to Council through the Audit Committee on the advisability of performing a value for money audit on the consultants for the Works Best Practices Program and the anticipated costs of performing the audit.

Conclusions:

The preparation of the above reports are in addition to the work outlined in the City Auditor's workplan approved by the Audit Committee dated March 1, 1999. This workplan was designed to accommodate a certain number of special projects. However, the Department's capability to meet these requests, as well as address its workplan, is becoming more difficult.

A report is currently being prepared in relation to the amalgamation of all City Audit activities. If a recommendation to amalgamate in this regard is made then the Department will be in a better position to address the above. If, however, resources are inadequate, a further report will be prepared for the consideration of the Audit Committee.

Contact Name and Telephone Number:

Jeffrey Griffiths, 392-8461.