Loading...
HomeMy WebLinkAbout2009-09-21 AUDIT COMMITTEE MINUTES SEPTEMBER 21, 2009 CITY OF KITCHENER The Audit Committee met this date commencing at 4:07 p.m. Present: Mayor C. Zehr - Chair Councillors J. Smola, J. Gazzola, K. Galloway, G. Lorentz, B. Vrbanovic and C. Weylie Staff : C. Ladd, Chief Administrative Officer D. Chapman, General Manager, Financial Services P. Houston, General Manager, Community Services J. Will mer, Acting General Manager, Development & Technical Services M. Hildebrand, Director, Community Programs G. Murphy, Director, Engineering Services K. Kugler, Director of Enterprises L. Alonzo, Performance Measurement & Internal Auditor C. Goodeve, Committee Administrator 1. INTERNAL AUDITOR'S WORKPLAN & RISK MANAGEMENT UPDATES The Committee was in receipt of a presentation dated September 21, 2009 providing an overview of the internal auditor's activities during the second and third quarter of 2009 and the status of the various risk reviews that are being conducted throughout the Corporation. Ms. L. Alonzo reviewed the presentation and advised that work continues on the risk assessments for the Consolidated Maintenance Facility (CMF), DELTA project, and the King Street Reconstruction project. She added that the Kitchener Utilities' risk assessment is scheduled to begin in October 2009. 2. CAO-09-043 - COMMUNITY CENTRES AUDIT REPORT The Committee considered Chief Administrator's Office report CAO-09-043, dated September 14, 2009, regarding an administrative audit of all of the City's community centres. Ms. L. Alonzo reviewed the findings of the report and advised that the overall lack of technology has begun to impact the level and quality of service being delivered. She added that community centres will require assistance through technology and administrative systems if they are to continue to meet their mandate now and into the future. She noted that this audit does not present any opinions or recommendations on the financial viability or feasibility of operating the community centres. She stated that Community Services staff are in the process of reviewing the audit report and will respond to the recommendations in late November 2009. It is anticipated that their response will be presented to the Audit Committee in the first quarter of 2010. In response to questions, Ms. Alonzo advised that currently Neighbourhood Associations use manual registration forms and payment receipt books. She stated that implementing a point- of-sale system (POS) or CLASS program would allow the community centres to verify revenues more accurately and better determine the use of their programs. She added that at present, most community centres are only able to accept cash or cheques and implementing this recommendation would provide for electronic payment options. Further, developing an online registration process, either through CLASS, the City's website, or other means, could optimize this service to the community. Ms. Alonzo advised that the implementation of online registrations would be an additional component expanding the current registration process. Councillor K. Galloway expressed concerns that some of the people who register for these programs may not have access to the internet and suggested that this issue should be examined in greater detail prior to this matter coming back before the Committee. In response to further questions, Ms. Alonzo clarified that currently the use of computers is not within the scope of certain community centre job profiles. Accordingly, it is being recommended that all staff should be using computers to access email andtheintranet.ln addition, she advised that in most cases bank deposits are picked up by security staff for delivery to the bank, and it is recommended that this be implemented at all community centres. AUDIT COMMITTEE MINUTES SEPTEMBER 21, 2009 - 8- CITY OF KITCHENER 2. CAO-09-043 - COMMUNITY CENTRES AUDIT REPORT - (CONT'D) Councillor J. Gazzola questioned if Neighbourhood Associations provide a summary of their total revenues / expenses and it was noted that while some do, at present the City does not receive a full reporting from all of the Neighbourhood Associations. In addition, Councillor Gazzola asked whether the Neighbourhood Associations were given a chance to review the audit's findings, and was advised that they would be given an opportunity to comment on the recommendations that will be brought forward by Community Services staff. 3. ADJOURNMENT On motion, this meeting adjourned at 4:38 p.m. C. Goodeve Committee Administrator