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HomeMy WebLinkAbout2008-01-07 AUDIT COMMITTEE MINUTES JANUARY 7,2008 CITY OF KITCHENER The Audit Committee met this date commencing at 1 :34 p.m. Present: Mayor C. Zehr - Chair and Councillors J. Smola, B. Vrbanovic, J, Gazzola, K. Galloway, G. Lorentz and C. Weylie Staff : C. Ladd, Chief Administrative Office R. Browning, General Manager, Development & Technical Services & Fire Chief A. Pappert, General Manager, Community Services C. Tasker, Performance Measurement & Internal Auditor L. Alonzo, Performance Measurement & Internal Auditor Dan Chapman, Director of Budgets & Financial Services D. Paterson, Director of Human Resources Don Chapman, Supervisor of Special Events R. Gosse, Committee Administrator 1 . CAO-08-001 - 2008 WORK PLAN The Committee was in receipt of Chief Administrator's Office report CAO-08-001 dated December 21, 2007 regarding the proposed Performance Measurement and Internal Audit 2008 Work Plan. Ms. C. Tasker advised that the work plan attached to report CAO-08-001 outlines the issues, projects and work items that the Performance Measurement and Internal Audit team is proposing to work on during 2008. Ms. Tasker explained that the work plan has been based on three full time staff being; herself, a contract employee and an employee seconded from Human Resources. She added that the work plan is a shift in the team's focus from performance measuring to more internal auditing. Ms. Tasker then reviewed the items listed in the work plan. Mayor C. Zehr raised a concern with respect to the special events review listed in the work plan and the fact that it would appear the team will be assisting in the development of a strategic plan. Mayor Zehr suggested that the team should not be involved in the creation of the plan and its role is in reviewing any such plan. Ms. Tasker advised that the team's role will be strictly in a co-ordinating and supporting capacity providing data and information to a consultant in order for the consultant to lead in the development of a strategic plan. On motion by Councillor B. Vrbanovic- it was resolved: "That the Performance Measurement and Internal Audit 2008 Work Plan as referenced in report CAO-08-00 be approved." 2. SCOPE OF SPECIAL EVENTS REVIEW Ms. Tasker advised that Council had requested that a review of the Special Events Division take place in 2008. In this regard an outline of the scope for the special events review has been included with the agenda and staff were requesting direction from the Committee on the proposed project scope. Ms. Tasker explained that a Request For Proposal has been developed to retain a consultant who will assist in defining the role of the Special Events Division and in the creation of a strategic plan. A steering committee composed of representatives from the Arts and Culture Advisory Committee, Kitchener Downtown Business Association, Economic Development Division, Special Events Division and the Performance Management and Internal Audit Team will be established. Councillor B. Vrbanovic questioned the timing for the organizational review and the development of a strategic plan for the division suggesting that an operational review needs to be completed first. Mr. Don Chapman advised that an operational review will be conducted first and presented to Council following which the consultant will assist in the development of a strategic plan. Mr. Chapman further advised that Council has previously approved the budget for this review in the amount of $40,000. Councillor Vrbanovic suggested that the project steering committee should also have representation from one of the outside partners such as Oktoberfest or Christkindl Market as they have a direct interest in this matter. Councillor J. Gazzola questioned the need for hiring a consultant to develop the strategic plan when staff AUDIT COMMITTEE MINUTES JANUARY 7,2008 - 2 - 2. SCOPE OF SPECIAL EVENTS REVIEW (CONT'D) CITY OF KITCHENER are capable of doing so and there are no immediate problems that would require this to be done at this point in time. Mr. Chapman responded that a consultant would provide an objective review of the division and due to workload and limited resources an outside consultant would ensure the review is completed within the proposed timelines. Councillor Gazzola suggested that the Internal Audit team could provide an objective review of the Division and Strategic Plan and that the operational review of this division is not a high priority at this time. He added that while he agrees with the scope of the divisional review he does not support the need to spend $40,000. to hire a consultant. Councillor G. Lorentz suggested that the proposed project steering committee include a representative from one of the outside groups involved in a community event such as Oktoberfest, Christkindl Market and/or the Blues Brews and Barbeques. On motion by Councillor B. Vrbanovic- it was resolved: "That the scope for the Special Events Unit review be amended to include as part of the Project Steering Committee, a representative from an organization that conducts a community special event; and further, That the scope of the Special Events Unit review, as amended, be endorsed and form the basis for the operational audit review." 3. SCOPE OF HUMAN RESOURCES DIVISION AUDIT REVIEW Ms. C. Tasker advised that at the previous Audit Committee meeting staff advised that a review would be undertaken with respect to the recruitment process in Human Resources. At that time, the Committee requested that a further review take place. Ms. Tasker explained that the Performance Measurement and Internal Audit team are looking for direction with respect to the scope of that review. Councillor G. Lorentz advised that he had made the suggestion for a further review and that it should include an operational and policy review of the Human Resources Division. The Committee was in agreement that the Performance Measurement and Internal Audit team should proceed with a comprehensive review including internal policies of the Human Resources Division. 3. ADJOURNMENT On motion, the meeting adjourned at 1 :24 p.m. R. Gosse Committee Administrator