Task Forces and Special Committees

The Audit Committee is responsible for the following:

• to report directly to the Municipal Council;
• to oversee all audit matters, including evaluation of internal and external services to ensure effective, independent, yet complementary audit services are received;
• to satisfy itself as to the existence and terms of an Engagement letter from the external auditors and the outsourced internal auditors, as advised by the Administration;
• to review the arrangements for the scope of the annual audits, accounting principles (including alternatives), materiality limits incorporated in the audit, and to determine the reasonableness and adequacy of the audit fee;
• to review the auditors' report and audited financial statements and to satisfy itself that these financial statements present fairly, the financial position and results of operations, and that the external auditors have no reservations about these statements, and to make such recommendations thereon to the Municipal Council as deemed necessary;
• to satisfy itself that there are no unresolved issues between the Administration and the auditors, and that there is a good working relationship between the Administration and the auditors;
• to review the auditors' management letters, together with the implementation plans, as advised by the Chief Administrative Officer;
• to recommend the appointment of new auditors on the advice of the Administration, in the event of a vacancy;
• to annually review and approve the work plan from the outsourced internal auditor, including providing input for the risk-based audit plan;
• authorize assignments (internal and/or external) as may be determined necessary, from time-to-time;
• to receive reports of the external and internal auditors, including the interim and annual summary reports of findings from the auditors; and, 
• to receive the functional reporting of the outsourced internal auditor.

• Deputy Mayor
• Three members of the Municipal Council
• One citizen appointee (with a Chartered Accountant designation)

Concurrent with the term of the Municipal Council making the appointment.

Recommendations for appointment to the Audit Committee are made by the Strategic Priorities and Policy Committee, or the Striking Committee, as the case may be, and are considered by the City Council.

Through local newspaper advertisements, the City of London website and postings at local library branches, qualified citizens are invited to apply for appointment as the citizen appointee.

The Chair and Vice-Chair are elected by the Committee from among its voting members.

Same qualifications as for the members of the Municipal Council. The citizen appointee shall have the designation of a Chartered Accountant.

At least quarterly each year, and at such other times as shall be required and determined by the Chair.

No remuneration is paid to the Committee members.

The Committee of Management will be composed of five (5) appointed members of Municipal Council.

The term of office for the members of the Committee of Management shall coincide with the term of office of members of Municipal Council.

On the day immediately following the Inaugural Meeting of a new Municipal Council, a meeting of the Committee of the Whole shall be convened to make recommendations to the Municipal Council, at a Council meeting on the same day as the Committee of the Whole meeting, with respect to the appointment of Council Members to the Committee of Management. In advance of the Committee of the Whole meeting, the City Clerk shall provide members of the Council-Elect with a communication briefly describing the mandate of the Committee of Management to which Council Members are to be appointed, and providing a document on which each Council Member Elect is to indicate their desire to be appointed to the Committee of Management. This document shall be returned to the City Clerk, by a specific date, in order to form part of the agenda for the Committee of the Whole meeting.

In the event of a vacancy on the Committee of Management becomes available during a Council Term, after appointments have been made at the commencement of the Council Term, the City Clerk shall canvass the Council Members to determine which Council Members would be interest in filling the vacancy. The names of the Council Members who have expressed an interest in filling the vacancy shall be placed on an agenda of the Committee of the Whole, at the earliest opportunity, for a nomination to be brought forward to Municipal Council for consideration.

The Committee of Management will meet a minimum of four times a year.

The first meeting will be called by the City Clerk, or his or her designate. Subsequent meetings shall be at the call of the Chair, in consultation with the Committee Secretary. All time frames established in the Long-Term Care Homes Act, 2007 and regulations shall be adhered to.

The Chair shall cause notice of the meetings, including the agenda for the meetings, to be provided to members of the Committee a minimum of three (3) business days prior to the date of each meeting.

Quorum for meetings shall consist of a majority of the members of the Committee.

Minutes of each meeting shall outline the general deliberations and specific actions and recommendations that result.

The Committee members will select a Chair from amongst its members at its first meeting.

The Committee of Management may provide information reports to Municipal Council. The duties of the members of the Committee of Management are set out in the Long Term Care Homes Act, 2007. These duties are as follows:

a) To exercise the care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances; and

b) To take such measures as necessary to ensure that the corporation complies with all requirements of the Long Term Care Homes Act, 2007.

The members of the Committee of Management also have a duty under s. 24 to report their suspicion to the Director of: improper or incompetent treatment or care of a resident that resulted in harm or a risk of harm to the resident; abuse of a resident by anyone or neglect of a resident by the licensee or staff that resulted in harm or a risk of harm to the resident; unlawful conduct that resulted in harm or a risk of harm to a resident; misuse or misappropriation of a resident's money; misuse or misappropriation of funding provided to a licensee under the Act or the Local Health System Integration Act, 2006.

In fulfilling its duties, the Committee of Management may wish to:

• receive reports from the General Manager of Community Services with respect to administration of the Dearness Home and the fulfillment of the duties and obligations under the Long Term Care Homes Act, 2007.

The fundamental principle to be applied in the interpretation of the Act and anything required or permitted under the Act is that a long-term care home is primarily the home of its residents and is to be operated so that it is a place where they may live with dignity and in security, safety and comfort and have their physical, psychological, social, spiritual and cultural needs adequately met.

The Clerk will provide administrative support to the Committee of Management. The Clerk shall carry out any duties to implement the Committee of Management's decisions.

Members will not receive remuneration.

Meetings of the Committee shall be covered by the Council Procedure By-law, Legislation.

The City's web site will be used to communicate the meeting notices and agendas.

Meetings of the Committee will be conducted in public subject to the need to meet in closed session for purposes authorized by section 239 of the Municipal Act, 2001.

All meetings will be generally held at City Hall.

The Waste Management Working Group (WMWG) shall be comprised of a minimum of three (3) Members of Council who have indicated to the City Clerk their willingness to serve on the Working Group.

The WMWG shall dissolve when the City’s Resource Recovery Plan and Residual Waste Disposal Plan are approved by Council.

The Chair and Vice Chair shall be elected by the Working Group from among its Members.

The Working Group shall report through the Civic Works Committee.

The Working Group shall consider matters related to the City’s Resource Recovery Plan and Residual Waste Disposal Plan.  The Resource Recovery Plan involves the development and design of a plan to maximize waste reduction, reuse, recycling, resource recovery, energy recovery and/or waste conversion in an economically viable manner.  The Residual Waste Disposal Plan involves the development and design of a long-term plan to manage residual waste (waste after resource recovery) until 2050 or longer and will require the completion of an Individual Environmental Assessment. 

The Working Group shall:

1. Review and provide input to Civic Administration on reports brought forward regarding the Resource Recovery Plan and Residual Waste Disposal Plan;
2. Review and provide input to the Municipal Council, through the Civic Works Committee, with respect to the development and design of the Resource Recovery Plan and Residual Waste Disposal Plan;
3. Participate, as appropriate, in broader community engagement at key points throughout the planning/development process of the Resource Recovery Plan;
4. Participate, as appropriate, in broader community engagement at key points throughout the Environmental Assessment for the Residual Waste Disposal Plan; and
5. Provide input in evaluating issues received from the public and other stakeholders.

The meetings shall be held quarterly or on an as needed basis.

Research and general support staff resources shall be provided through the Deputy City Manager, Environment & Infrastructure.  Administrative support of the WMWG shall be provided by the City Clerk’s Office.