2017: November 2 - Record of Meeting

Office of the Information Commissioner of Canada (OIC)
Audit and Evaluation Committee (AEC) Meeting

November 2, 2017
9:00 am to 12:00 pm
Office of the Information Commissioner

Meeting Chair: Dyane Adam

Secretary to the Committee: Richard Rizok

Attendees
Members: Dyane Adam, Chair; and Suzanne Legault, Information Commissioner.      
Regular attendees: Layla Michaud, Deputy Commissioner, Investigations and Governance & Chief Financial Officer; Nancy Belanger, Deputy Commissioner, Legal Services and Public Affairs; and Richard Rizok, Chief Audit Executive.

Invitees: Karim Chebbi, Director, Office of the Auditor General; Stephen Campbell, Director, Financial Services, Security and Administration & Deputy Chief Financial Officer; Tania Ladouceur, Associated Director, Human Resources, Security and Accommodation; Nadine Gendron, Counsel.

Record of Decisions

Meeting summary

Information shared by Parliamentary Affairs, Legal, Finance, and Investigations. Chief Audit Executive (CAE) Report, Risk-based audit and evaluation plan, Internal Audit Charter, Threat Risk Assessment (TRA) Audit and Information Management (IM) and Security Audit results reviewed. 2018 Forward Calendar approved.

Welcome and opening remarks

The Chair welcomed all attendees and no additions were made to the agenda.

Minutes and action items from the August 17, 2017 meeting

The members approved the minutes from the August 17, 2017. They will be published on the OIC website.

No questions or comments with regards to pending action items.

Review the Forward Calendar

The forward calendar for 2018 was approved.

Review of Audit and Evaluation Committee Charter – Presented by R. Rizok

New Internal Audit and Audit and Evaluation Committee Charters were presented. OAG Director mentioned that these two documents are usually separate.

Action Item: CAE to present new versions of the documents highlighting the changes before the next meeting.

Risk-based Audit and Evaluation Plan (RBAEP) – Presented by R. Rizok

The Chair questioned why an audit of IM and Security was necessary in 2019–2020 if we had one in 2017–2018. The CAE and Commissioner explained that this was a major risk and needs to be audited regularly.

RBAEP was conditionally approved once the other External Member has agreed and the translated version is reviewed.

Action Item: CAE to send RBAEP to translation and seek final approvals.

CAE Annual Report – Presented by R. Rizok

CAE Annual Report presented.

Report on Investigations – Presented by L. Michaud

Deputy Commissioner, Investigations and Governance, discussed the number of complaints received thus far in 2017–2018 (1,356), number of complaints resolved (926).

Administrative complaint goals are on target, refusal complaints goals will be a challenge to achieve.

OIC has received an increased amount of positive feedback from investigations.

Finance Update – Presented by S. Campbell

Director, Financial Services, Security and Administration & Deputy Chief Financial Officer presented the mid-year review that was approved by the Senior Management Team earlier in the week.

Assurance of the accuracy of financial statements and internal controls was also confirmed.

Treat Risk Assessment (TRA) Audit – Presented by R. Rizok for E. Guertin

Presented the recommendations and remediation actions from the TRA audit. AEC will continue to monitor the progress of these recommendations and remediation activities.

Action Item: E. Guertin to add dates for all remediation actions.

IM and Security Audit – Presented by T. Ladouceur

Presented the recommendations and remediation actions from the audit. An emergency response table top exercise will have to be contracted out and executed before the end of March 2018.

Legal Update – Presented by N. Belanger

The Deputy Commissioner, Legal Services and Public Affairs gave an update on pending legal cases.

Parliamentary Activities – Presented by N. Gendron

Counsel discussed committee appearances on the amendments to the Access to Information Act (Bill C-58) as well as other bills, committee appearances and conferences.

In Camera Session

A brief In Camera discussion continued with the Commissioner, the Chair and the Director from OAG.

Next meeting

The next meeting will be held on January 19th, 2018 by teleconference.

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