HomeMy WebLinkAboutAudit - 2015-10-05AUDIT COMMITTEE MINUTES
OCTOBER 5, 2015
The Audit Committee met this date commencing at 1:30 p.m.
CITY OF KITCHENER
Present: Mayor B. Vrbanovic - Chair
Councillors S. Davey, F. Etherington, Y. Fernandes, K. Galloway- Sealock, B. loannidis,
P. Singh, S. Marsh, P. Singh and D. Schnider
Staff: J. Willmer, Chief Administrative Officer
D. Chapman, Deputy CAO, Finance & Corporate Services
M. May, Deputy CAO, Community Services
J. Miller, Executive Director, Office of the CAO
D. McCabe, Chief of Staff, Office of the Mayor and Council
C. Tasker, Internal Auditor
D. Livingstone, Committee Administrator
1. FCS -15 -111 — 3 d QUARTER AUDIT STATUS REPORT
The Committee considered Finance and Corporate Services Department report FCS -15 -111,
dated September 16, 2015, regarding the Internal Audit activities completed during the period
of June 2015 to September 2015.
Ms. C. Tasker presented the report which included an Organizational Review of the Office of
Mayor and Council, and a Compliance and Controls audit of Petty Cash Counts. In addition,
she explained that the Community Centres Comprehensive Audit would be completed in spring
2016.
Ms. Tasker reviewed the objective of the organizational review of the Office of Mayor and
Council and the methodology undertaken to determine the findings. She advised the review
indicates that staff provides very good or excellent service; however, there is a lack of capacity
to add new tasks or to provide additional support to councillors who may be in need. Findings
also ascertained that some councillors feel the division is overstaffed. She indicated the needs
assessment determined there is desire for additional community engagement and outreach
support. Also, data analysis of call statistics to trend constituent issues would be valuable to
Councillors. As well, the needs assessment found value in continuing with paid co -op
placements. Ms. Tasker reviewed the benchmarking datagathered from the municipalities of
Hamilton, London, Calgary, Cambridge, Barrie and Guelph and provided her recommendations
to the Committee.
The recommendations from the organizational review identified the need to create a divisional
mission and mandate in order to rationalize service and provide focus for the division.
Additional recommendations included: providing more proactive, value -added service; strategy
creation for more community engagement and outreach support; training on ACR system and
creating a process for data analysis; request for a part time constituency assistant; interim
hiring of paid interns for long -term periods of 4 -8 months; clarification of the role of Chief of
Staff to council members and the provision of status updates. The review did not recommend
the implementation of a political staffing model.
Ms. J. Miller was in attendance, and responded to questions regarding the customer
relationship management (CRM) and the implementation of the E- participation software. Ms.
Miller agreed to provide data on the use of PING Street mobile application, specifically in the
area of Trails and Events and the number of times and locations where it is used.
Councillor B. loannidis brought forward a motion directing staff to bring forward an issue paper
for consideration during 2016 budget deliberations which examines the hiring of an additional
part time constituency assistant.
On motion by Councillor B. loannidis —
it was resolved:
"That staff be directed to prepare an issue paper for consideration as part of the 2016
Budget deliberation process regarding the potential addition of a part -time constituency
assistant for the Office of the Mayor and Council."
AUDIT COMMITTEE MINUTES
OCTOBER 5, 2015 - 5 - CITY OF KITCHENER
Ms. Tasker reviewed the audit of Petty Cash Counts and findings that all variances were minor
in nature. She advised that due to the cost of the audit greatly exceeding the potential risk of
loss, the audits will be conducted on a bi- annual basis at selected locations.
4. ADJOURNMENT
This meeting adjourned at 2:50 p.m.
D. Livingstone
Committee Administrator