2018: January 11 - Record of Meeting

Audit and Evaluation Committee (AEC) Meeting

January 11, 2018
8:30 am to 10:30 am
Teleconference

Meeting Chair: Dyane Adam
Secretary to the Committee: Richard Rizok

Attendees

Members: Dyane Adam, Chair; and Suzanne Legault, Information Commissioner; David Rattray, External Member. 

Regular attendees: Layla Michaud, Deputy Commissioner, Investigations and Governance & Chief Financial Officer; Gino Grondin, A/Deputy Commissioner, Legal Services and Public Affairs; and Richard Rizok, Chief Audit Executive.

Invitees: Riowen Abgrall, Principal, Office of the Auditor General; Stephen Campbell, Director, Financial Services, Security and Administration & Deputy Chief Financial Officer; Louisa Garib, Counsel; Jacqueline Strandberg, Counsel; Allison Knight, Senior Director, Investigations.

Record of Decisions

Meeting summary

Information shared by Parliamentary Affairs, Legal, Finance, and Investigations.

Risk-based audit and evaluation plan, Internal Audit Charter & Audit and Evaluation Committee Charter approved.

Threat Risk Assessment (TRA) Audit and Security Audit results reviewed.

OAG audit plan and Departmental Plan changes presented.

Welcome and opening remarks

The Chair welcomed and wished all attendees a happy new year.

Minutes and action items from the November 2, 2017 meeting

The members approved the minutes from the November 2, 2017 meeting. They will be published on the OIC website.

No questions or comments with regards to pending action items.

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

New Internal Audit and Audit and Evaluation Committee Charters were reviewed and approved.

Action Item: CAE to have both Charters translated and sent to Mme Adam for review. Then post them both to the OIC website.

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

RBAEP was approved.

Action Item: CAE to have RBAEP posted to the OIC website.

Audit updates – Presented by R. Rizok

IT Threat Risk Assessment recommendations and action plan reviewed. There were no additional questions.

Security Assessment recommendations and action plan reviewed. There were no additional questions.

Discussed planning of HR audit to take place in 2018-19.

Action Item: CAE to research other HR audits that have been completed and report back to the committee in May.

Departmental Plan – Presented by R. Rizok

CAE presented the changes and due dates for the Departmental Plan.

Report on Strategic/Operational Priorities – Presented by A. Knight

Senior Director of Investigations discussed the priorities tracker that is in development.

Implications from Bill C-58 are being integrated into the priorities for 2017-18.

Discussed the launch of the online complaint form and the subsequent increase in the number of complaints received.

OAG Audit Plan – Presented by R. Abgrall

The OAG Principal discussed changes in accounting standards and how that may have minor impacts on the OIC’s financial statements.

The OAG Principal also discussed risks identified by the OAG: Phoenix pay system and cybersecurity.

The OAG confirmed the independence of the OAG from the OIC

Report on Investigations – Presented by A. Knight

Senior Directors, Investigations, discussed the number of complaints received thus far in 2017-18 (1,846) and the number of complaints resolved (1,240).

If OIC is able to resolve all of the complaints it anticipates, it will be very close to reaching the target of 1,900 complaints resolved for 2017-18.

Further discussion on the launch of the online complaint form and the subsequent increase in the number of complaints received.

Discussed the challenge of hiring qualified consultants as investigators.

Finance Update – Presented by S. Campbell

Director, Financial Services, Security and Administration & Deputy Chief Financial Officer presented the financial situation as of P9.

Discussed the possibility of a surplus at the end of the year and how it should be with in the 5% carry-forward threshold.

External member asked if the 2nd floor fit-up costs were included in this forecast. Director, Financial Services, Security and Administration & Deputy Chief Financial Officer confirmed that the fit-up is included.

Legal Update – Presented by L. Garib

Counsel gave an update on pending legal cases and stated that there are six new cases in federal courts.

Parliamentary Activities – Presented by J. Strandberg

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

Discussion on the emergence of block chain and net neutrality and the impact on access to information.

In Camera Session

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

Next meeting

The next meeting will be held on May 18, 2018 at the OIC.

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