HomeMy WebLinkAbout2005-05-30
AUDIT COMMITTEE MINUTES
MAY 30, 2005 CITY OF KITCHENER
The Audit Committee met this date commencing at 4:25 p.m.
Present: Mayor C. Zehr and Councillors J. Smola, M. Galloway, G. Lorentz and C. Weylie.
B. Vrbanovic was in attendance for part of the meeting.
Staff: C. Ladd, Chief Administrative Officer
P. Houston, General Manager, Financial Services & City Treasurer
C. Wilson, Internal Auditor & Performance Measurement, Office of the C.A.O.
K. Dever, Organizational Change Facilitator, Human Resources
R. LeBrun, Director of Budgets & Financial Services
R. Browning, Fire Chief
M. Grummett, Director of Information Technology
G. Sosnoski, City Clerk & General Manager of Corporate Services
D. Paterson, Director of Human Resources
M. Bolger, Manager of Business Systems & Services
R. Gosse, Director of Legislated Services
INFORMATION TECHNOLOGY DIVISION REVIEW
1.
C. Ladd advised that the Information Technology (I.T.) Review is the first performance audit
conducted under the new Audit Program. Ms. Ladd explained that the following types of data
were collected and analysed for the purposes of completing the audit: Division activities; user
surveys; benchmark and data from five comparable municipalities; and, project management
specifically three capital projects where I.T. were involved or led the project. Ms. Ladd advised
that the results of the audit show that the users are generally satisfied by the services provided
by the I.T. Division and in comparison to other municipalities the Division is running efficiently.
However, there were three main areas for improvement: communications; project
management; and, the role of the Business Systems Analyst. C. Wilson advised that from the
audit, a clear and comprehensive communication plan will address many of the issues raised
providing better service to the end users.
Councillor B. Vrbanovic entered the meeting.
Mayor C. Zehr asked if any discussion has been undertaken with respect to establishing a
common software platform for the local governments which would allow for sharing information
and reducing purchasing costs. M. Grummett advised that staff from various municipalities
have met to discuss this initiative but there needs to be direction from the respective CAO's
and/or Council in order to push the initiative ahead. Councillor G. Lorentz noted that the audit
did not find any inefficiencies and yet when the program was first introduced, it was explained
that the audits would find efficiencies which in turn would reduce costs and those savings
would help offset the cost of the audit program. C. Ladd advised that this particular audit did
not find any major inefficiencies but that every division within the Corporation will be subject to
an audit at some time. R. Browning advised that efficiencies were found in the project
management component and that the use of I.T.'s business case and project management
templates for future projects will save time and money.
Councillor M. Galloway noted that the Audit Report does not contain any financial indicators
relating to the I.T. function and budgeting. C. Wilson responded that there were no financial
results included in the report as no significant issues were found that would have financial
implications. Councillor B. Vrbanovic raised a concern regarding the lack of details with
respect to the three projects used in the post project analysis. C. Ladd advised that there is
more information on this and other aspects of the report which could be made available to
Council. Councillor Vrbanovic enquired if the BSA role has been addressed. M. Grummett
advised that this issue has not been addressed pending the presentation of the Audit Report to
this Committee. Councillor Galloway reiterated the lack of financial information as part of the
Audit Report and requested that future audits include more detail on financial indicators and
financial impacts as part of the review process.
ADJOURNMENT
2.
On motion, the meeting adjourned at 5:20 p.m.
Randy Gosse
Committee Administrator