April 23, 2025
April 23, 2025
9:30 a.m. to noon
Virtual Meeting
Members:
- Janine Sherman, External member – Chair
- André Grondines, External member
- Caroline Maynard, Information Commissioner
Secretary to the Committee:
- Michael Walsh, Financial Management Advisor
Regular attendees:
- France Labine, Deputy Commissioner, Corporate Services, Strategic Planning and Transformation Services, Chief Financial Officer (CFO) and Chief Audit Executive (CAE)
Senior Management Committee:
- Layla Michaud, Deputy Commissioner, Investigations and Governance
- Marie-Josée Montreuil, Acting Deputy Commissioner, Legal Services and Public Affairs
Guests:
- Sébastien Lafond, Director, Finance, Procurement, Administration and Security and Deputy Chief Financial Officer (DCFO)
- James Ellard, Senior Director, Public Affairs
- Catherine Lapalme, Principal, Office of the Auditor General of Canada
Meeting Summary
- Approval of Minutes and Forward Calendar for 2025
- Presentation of the OIC Corporate Risk Profile
- Presentation of the OAG's 2024-25 Audit Plan
- Update of Management Action Plans for previous evaluations
- Updates from Corporate Services, Investigations, Legal Services, and Public Affairs
- Chief Audit Executive: Annual Update on the Values and Ethics and Wrongdoing
1. Welcome and Opening Remarks
The Chair welcomed everyone to the meeting and acknowledged the reappointment of the Commissioner for another term. She congratulated the Commissioner on the accomplishments of her first term and recognized the importance of the continuity of leadership at OIC.
The Commissioner stated that OIC has worked on an update to the strategic plan, mission, vision, and values to align with her new mandate.
2. Minutes and Action Items from previous Meeting
The minutes for the September 18th, 2024 meeting, the action items from the previous meeting, and the 2025 Forward Calendar were approved.
Action item:
- The minutes would be published on the OIC website.
3. Corporate Risk Profile
Sébastien Lafond presented the new Corporate Risk Profile. He highlighted the OIC's operating environment, external/internal risk drivers, the key risks included in the risk assessment matrix, and the risk register. The AEC members asked questions about the volume of the complaints and the Government's expectations for the OIC. The Commissioner responded to these questions. Ms. Sherman highlighted the importance of funding that respects the Commissioner's independence. Mr. Grondines proposed two wording changes in the Risk Profile.
Action item:
- Minor wording changes will be made in the CRP before being finalized.
4. 2024-25 OAG Audit Plan
Catherine presented the OAG's 2024-25 Audit Plan. She stated the audit plan was very similar to last year and that the OAG team is independent from OIC. There was a discussion of new accounting standards that will impact the OIC in 2026-27. OIC will work with other Agents of parliament to alleviate the impact on the implementation of these new standards.
Action item:
- OAG will also provide a one-pager to explain these changes that will be shared with everyone.
5. Management Action Plan Updates
Michael informed the AEC that there are four evaluations with management action plans. He presented an update on two action plans related to HR/Compensation and indicated that the final actions have been taken and these action plans are completed. He presented a brief update on a cybersecurity action plan and indicated a presentation on cybersecurity will be part of the July AEC meeting. Layla gave the AEC update on the actions taken in 2024-25 for the complainant consultation and indicated several recommendations will be reevaluated once the OIC moves more IT infrastructure to the cloud.
Action item:
- None
6. Corporate Services Update (including strategic plan and budget allocation)
France presented the risks, key assumptions, and the results of the 2025-26 budget allocation. She also presented a summary of the OIC Strategic Plan for 2026 – 2028.
Action item:
- None
7. Discussion on Values & Ethics Program & Report on Wrong-Doing
France presented an update on the OIC's Values and Ethics Program for 2024-25. She also indicated that she is not made aware of any fraud or wrongdoing in 2024-25.
Action item:
- None
8. Investigations Update
Layla presented the Investigation Sector's results for 2024-25. She indicated that every year they set ambitious targets, but Investigations was able to complete more investigations than planned and reduce the size & age of the complaints inventory. She also highlighted additional information published on the OIC website and improved communication between OIC, complaints, and institutions as accomplishments for 2024-25. She also indicated the importance of collaboration between Investigations, Legal Services, and Corporate Services.
Action item:
- None
9. Legal Services Update
Marie-Josée highlighted the significant increase in the volume of litigation over the last several years and the support the Legal Services sector provides to Investigations. The Commissioner indicated the increase in volume is directly related to the order granting authority provided after amendments in the Access to Information Act.
Action item:
- None
10. Public Affairs Update
James indicated that the Team's focus has been related to the Commissioner's new mandate. He summarized the Commissioner's appearances before various stakeholders and information published on the OIC's website. He highlighted the fact the use of new Translation tools has greatly reduced the time and cost of translation at the OIC. Mr. Grondines applauded the OIC for steps it has taken the last several years to find efficiencies across the organization.
In Camera Session
An in camera session was held
Next Meeting
The next meeting is scheduled for July 9th, 2025