HomeMy WebLinkAboutAudit - 2013-09-16AUDIT COMMITTEE MINUTES
SEPTEMBER 16, 2013 CITY OF KITCHENER
The Audit Committee met this date commencing at 3:03 p.m.
Present: Mayor C. Zehr - Chair
Councillors S. Davey, F. Etherington, Y. Fernandes, J. Gazzola, B. loannidis, Z.
Janecki, P. Singh and B. Vrbanovic.
Staff: J. Willmer, Chief Administrative Officer
D. Chapman, Deputy CAO, Finance & Corporate Services
M. May, Deputy CAO, Community Services
P. Houston Deputy CAO, Infrastructure Services
H. Gross, Director, Asset Management
J. Witmer, Director, Operations
R. Thele, Manager, Service Coordination & Improvement
C. Tasker, Internal Auditor
D. Saunderson, Committee Administrator
1. FCS -13 -139 - OPERATIONS DIVISION REVIEW
The Committee considered Finance and Corporate Services Department report FCS -13 -139,
dated September 16, 2013, regarding the activities and findings of an audit conducted on the
Operations Division. In addition, the Committee was in receipt of a report entitled `City of
Kitchener Operations Division Operation Review', dated September 9, 2013, prepared by
Dillon Consulting Limited and Performance Concepts Consulting. The Committee was in
further receipt of a presentation entitled, `Operations Division Operational Review', dated
September 16, 2013. Ms. C. Tasker and Mr. R. Thele presented the audit, highlighting the
objectives; scope; structure; and, consulting partnerships within the review.
Mr. Luc Begin, Dillion Consulting Ltd. presented Dillion Consulting Ltd. report, outlining: the
approach taken to conduct the review; the overall findings; the suggested recommendations;
and, the conclusions to the Operations Division review. Mr. Scott MacDonald, Performance
Concepts Consulting, responded that one of the recommendations arising from the review is to
shift the Operations Division to a results based management cycle that is more reflective of the
service level targets in relation to the overall budget. He indicated that currently the Division is
operating on a reactive operational model, as the City is continually growing and adding new
infrastructure; however, staffing levels have not increased to reflect the growing service
demands. He further advised that a service -based budgeting system recognizes the City's
growth and would allow for the setting of more adequate service targets, which are more
reflective of available resources.
Ms. Tasker indicated that the recommendations within the staff report are being presented for
information and to obtain feedback from Council. She noted that Operations staff will review
the recommendations and develop an implementation plan and provide reports back to
Council, as required, for any recommendations that require Council approval to implement.
In response to questions, Mr. J. Witmer agreed to have staff report back on the annual
employee complement within the Operations Division.
Several members expressed support for identifying Key Performance Indicators (KPI) that
would allow management to more accurately monitor the Divisions' performance and help to
identify further efficiencies in their business processes.
2. FCS -13 -132 - 3RD QUARTER AUDIT STATUS REPORT
The Committee considered Finance and Corporate Services Department report FCS -13 -132,
dated September 6, 2013 regarding a summary of the work completed during the third quarter
of 2013 from the period of June 2013 to August 2013. Ms. C. Tasker was in attendance and
responded to questions from the Committee.
In response to questions, Ms. Tasker advised that the Committee would need to go in- camera
if specific information was required regarding any of the items outlined in the subject report.
AUDIT COMMITTEE MINUTES
SEPTEMBER 16, 2013 - 5 - CITY OF KITCHENER
FCS -13 -132 - 3RD QUARTER AUDIT STATUS REPORT (CONT'D)
On motion by Councillor Y. Fernandes -
it was resolved:
"That an in- camera meeting of the Audit Committee be held to consider a personal
matter."
ADJOURNMENT
This meeting adjourned at 5:00 p.m.
D. Saunderson
Committee Administrator
