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HomeMy WebLinkAbout2005-09-19 AUDIT COMMITTEE MINUTES SEPTEMBER 19~ 2005 CITY OF KITCHENER The Audit Committee met this date commencing at 5:43 p.m. Present: Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, M. Galloway, G. Lorentz and C. Weylie. Staff : C. Ladd, Chief Administrative Officer P. Houston, General Manager, Financial Services & City Treasurer G. Sosnoski, General Manager, Corporate Services & City Clerk G. Stewart, General Manager, Development & Technical Services C. Tasker, Internal Auditor & Performance Measurement K. Dever, Organizational Change Facilitator, Human Resources R. Gosse, Director of Legislated Services & Deputy City Clerk 1 . C. Trasker provided an update on the various audits and reviews that have been undertaken over the past six months. I.T. Divisional Audit In response to the LT. Review, the LT. Division has created a general action plan in response to the review recommendations: · Recommendations grouped into four main themes: Strategic, Policies and Procedures, Business Case / BSA and Communications Plan. · Each recommendation is reference to a specific section in the Action Plan and dates assigned to each item. · Each initiative will eventually be tied to the Strategic Plan. Budaet Division Oraanization Review The objective of the review was to determine if the Director position should be filled and should there be any changes to the organizational structure. The following recommendations resulted from the review: · Maintain status quo of Director, Manager and four Analysts positions. · Clarify roles within the division. · Title change of the division to "Financial Planning and Reporting". · Communicate roles and responsibilities within the Division and with other City staff. · Create service level standards / consistency. · Improve information sharing. Licensina Section Oraanizational Review The objective of this review was to determine how best to fill the vacant Manager position and to review the current structure in staff compliment to meet the Section's goals. The following recommendations were made: · Develop a clear mandate, strategy and goals. · Choose a structure to fit the strategy and re-write PDQ's as appropriate. · Maintain a Manager role. · Develop consistent processes and procedures. · Cross train staff on all roles to allow greater flexibility. · Maintain current staff compliment until further analysis is completed. Print Shoo Section Oraanizational Review The objective of this review was to determine how best to fill the vacant Printer position and if the current staff compliment is the correct size for the volume of work. Recommendations made are as follows: · Fill the vacant position immediately. · Monitor required staff level as new equipment is introduced. · Enhance leadership role of the Print Shop Co-ordinator. · Improve customer service through liaison role and a communications plan. · Automate the costing process. · Determi ne corporate strategy on charge-backs. · Determine the long-term strategy of the Print shop. AUDIT COMMITTEE MINUTES SEPTEMBER 19~ 2005 - 8- CITY OF KITCHENER · Develop a business case for purchase of any new equipment. · Compare cost per copy for various services on an annual basis with external Print Shop. Communications Divisional Review · Review Team has been selected and the kick-off meeting took place August 31 , 2005. · Research to be completed by December 1 , 2005. · Report to be completed by December 31 , 2005 Ms. Tasker then advised that the management letter from the external auditor resulting from the 2004 Audit has been circulated along with Senior staffs' response and any questions regarding the audit and/or response should be directed to Ms. P. Houston. Ms. Tasker then provided an update on the Performance Measurement Program advising that Turf Operations and Human Resources are currently tracking metrics and the Legal Division is working on improving methods to track their metrics. Mayor C. Zehr suggested that as data is collected it should be used to compare year-over-year in order to see trends and any seasonal fluctuations. Ms. Trasker advised that she will provide this information to the Committee. Ms. Tasker also advised that the Business Enterprise Centre is tracking approximately 600/0 of their metrics showing that they should reduce and or eliminate the deficit on schedule, that new business start-ups in June was 366 compared to the target of 180 per month and that the client base was at 925 versus the target of 500 per month. Mayor Zehr enquired if the Business Enterprise Centre will in fact require the $50,000. contingency from the City if they are on track to eliminate their deficit. Ms. C. Ladd explained that while expenditures have decreased and revenues have increased it is premature to know at this time whether the Centre will require all or part of the contingency. Ms. Tasker then provided an update on the Municipal Performance Measurement Program advising that the 2004 results were submitted to the Province in May 2005 and the results and analysis will be posted on the Internet and Intranet by September 30, 2005. She further advised there are two new core service areas this year, Libraries and Parks & Recreations. Ms. Tasker pointed out that the Measurement Program has shown that the Fire Services operating costs have decreased for three years in a row, and distribution of drinking water has decreased the cost per kilometre of pipe from 2003. Councillor B. Vrbanovic advised that Wilfred Laurier University as part of their annual audit provides a report on any legislated requirements of the University and he suggested that the City include this in its Annual Report. Ms. Ladd advised that they would look into the feasibility of providing this information but cautioned that the City has many legislated requirements and reporting on all of them may not be possible or beneficial. On motion, the meeting adjourned at 6:18 p.m. Randy Gosse Committee Administrator