HomeMy WebLinkAbout2007-03-19AUDIT COMMITTEE MINUTES
MARCH 19, 2007 CITY OF KITCHENER
The Audit Committee met this date commencing at 4:15 p.m.
Present: Acting Mayor K. Galloway and Councillors J. Smola, G. Lorentz and C. Weylie.
Staff: C. Ladd, Chief Administrative Office
P. Houston, General Manager, Financial Services & City Treasurer
R. Browning, General Manager, Development & Technical Services & Fire Chief
T. Speck, General Manager, Corporate Services
A. Pappert, General Manager, Community Services
M. Grummett, Director of Information Technology
D. Murray, Manager, Client Services, Information Technology
C. Tasker, Performance Measurement & Internal Auditor
K. Dever, Organizational Change Facilitator, Human Resources
R. Gosse, Director of Legislated Services and City Clerk
1. REVIEW OF CURRENT MANDATE
Ms. C. Tasker led the Committee through a review of the current mandate to ascertain if any
changes were required and in particular the meeting frequency. The Committee was in
agreement that the current mandate was satisfactory including the meeting frequency. It was
pointed out and agreed that minor housekeeping was required such as staff titles and the term
being change from 3 years to 4 years to reflect the changes in the term of Council.
2. 2007 WORK PLAN FOR APPROVAL
Ms. Tasker reviewed the proposed 2007 work plan.
On a motion by Councillor J. Smola -
it was resolved:
"That the 2007 work plan for Performance Measurement and Internal Audits, be
approved as follows:
Performance Measurement
^ 2006 Consolidated reporting for 7 divisions plus MPMP statistics
^ 1st Half of year -Roll-out to 5 new divisions including:
^ Fleet
^ Purchasing
^ Parking
^ Fire -Communications
^ Community Centres
^ 2nd Half of year -Roll-out to 4 new divisions including:
^ Communications/Marketing
^ Economic Development
^ Fire -Mechanical
^ Legal (resume implementation)
^ Development of metrics for Compass Kitchener and Plan for a Healthy
Community
Internal Audit
^ Development of enterprise risk assessment framework
^ Organizational review of FM
^ Process review of Inventory
^ Oversight on Gaukel St review
^ Oversight on Development Process review
Additional Projects
^ Customer Service Committee
^ COK Strategic Plan Team"
AUDIT COMMITTEE MINUTES
MARCH 19, 2007 - 2 - CITY OF KITCHENER
3. UPDATE ON IMPLEMENTATION OF AUDIT RECOMMENDATIONS
Ms. Tasker provided an update on the implementation of the audit recommendations with
respect to financial planning and reporting. Ms. Tasker highlighted that the service level
assessment was conducted, and client departments were engaged to discuss desired service
levels and, proposed service levels were created. Ms. Tasker advised that an annual review of
the service levels will take place and the next step is to create performance measurements.
The Committee was in receipt of the document titled "LT. 2005 Review Action/Deployment
Plan, dated October 2006, outlining the plan to address recommendations from the 2005 I.T.
Division audit. Mr. M. Grummett advised that the action plan was broken down into 4 sections
"Strategic Planning, Policies and Procedures, Business Case/Business Systems Analysis and,
Communications." Mr. Grummett further advised that essentially the Action/Deployment Plan
has been completed and he highlighted some of the initiatives undertaken by the I.T. Division.
4. UPDATE ON PERFORMANCE MEASUREMENT
Ms. Tasker advised that currently there are 10 divisions measuring results being: Human
Resources; Turf Management; Waterloo Region Small Business Centre; Arenas; I.T., Facilities
Management; Volunteer Services; Building Permits; Aquatics, and By-law Enforcement. Ms.
Tasker further advised that the metrics used in performance measurements will be linked to
divisional strategic plans to be used as a tool in measuring progress throughout the
Corporation.
5. ADJOURNMENT
On motion, the meeting adjourned at 4:37 p.m.
Randy Gosse
Committee Administrator