MINUTES - Special Council - 20091117
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING MINUTES
AUDIT COMMITTEE
NO. 09-28
Council Chambers
Aurora Town Hall
Tuesday, November 17, 2009
ATTENDANCE
COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors Buck (arrived at
6:42 p.m.), Gaertner, Gallo, Granger, MacEachern
(arrived at 6:56 p.m.), McRoberts, and Wilson
MEMBERS ABSENT Councillor Collins-Mrakas
OTHER ATTENDEES Chief Administrative Officer, Town Solicitor/Acting
Town Clerk, Director of Corporate and Financial
Services/Treasurer, and Council/Committee Secretary
Mayor Morris called the meeting to order at 6:15 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
II APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved as presented.
CARRIED
III DELEGATIONS
a) Mr. Allister Byrne, Grant Thornton Auditors
Re: 2008 Financial Statements and 2009 Audit Plan
Mr. Allister Byrne addressed the Committee to provide a high level overview of
the 2008 Year End Audited Financial Statements, as well as the 2009 Audit Plan.
General Committee recommends:
THAT the Library Board be requested to provide to Council, annual
audited financial statements, approved by the Library Board, along with
the auditor’s report.
CARRIED
Special General Committee Meeting Minutes
Tuesday, November 17, 2009
Page 2 of 3
General Committee recommends:
THAT the comments of the delegate be received for information.
CARRIED
IV CONSIDERATION OF ITEMS
1. AC09-002 –Year End Audited Financial Statements
General Committee recommends:
THAT the 2008 Audit Report and Financial Statements for the year-ended
December 31, 2008 be received and published on the Town’s web site in
accordance with Section 295 of the Municipal Act, 2001; and
THAT, in future, the presentation of the year end audited financial
statements be presented at a Council meeting.
CARRIED
2. AC09-003 – 2009 Audit Plan
General Committee recommends:
THAT the 2009 year end Audit Plan as proposed by Grant Thornton be
endorsed.
CARRIED
General Committee recommends:
THAT Grant Thornton be engaged to complete the planned audit at a fee
not to exceed $60,300 plus disbursements and applicable taxes.
CARRIED
General Committee recommends:
THAT the Treasurer be authorized to approve additional fees up to a
further 10% for additional works and efforts required of the audit in the
event of adverse findings, or required assistance to staff or similar costs
are incurred.
CARRIED
X CLOSED SESSION
None
Special General Committee Meeting Minutes
Tuesday, November 17, 2009
Page 3 of 3
XI ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 7:29 p.m.
CARRIED
_______________________________ ________________________________
PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER
ACTING TOWN CLERK
THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING 09-28 WAS
CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY,
NOVEMBER 24, 2009, WITH THE EXCEPTION OF ITEM 1, WHICH WAS DISCUSSED
SEPARATELY AND APPROVED AS ORIGINALLY PRESENTED.