November 26, 2020
Audit and Evaluation Committee (AEC) Meeting
November 26, 2020
09:00am to 11:30pm
Microsoft Teams Meeting
Members:
Graham Fraser, External member - Chair
André Grondines, External member
Caroline Maynard, Information Commissioner
Secretary to the Committee:
Stephen Campbell, Special Advisor, Strategic Planning, Governance, and Audit & Evaluations Services
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
Gino Grondin, Deputy Commissioner, Legal Services and Public Affairs
Guests:
Riowen Abgrall, Principal, Office of the Auditor General of Canada
Sébastien Lafond, Director, Finance, Procurement, Administration and Security and Deputy Chief Financial Officer (DCFO)
James Ellard, Director, Communications and Public Affairs
Dominic St-Jean, Manager, IM/IT
Meeting Summary
Approval of Record of Decision and Action Items from the October 13, 2020 Meeting.
Approval of the 2020 and 2021 Forward Calendar.
Approval of the AEC Charter.
Presentation of the AEC Annual Committee Report.
Presentation of the CAE Annual Report.
Presentation of the IM/IT Investment Plan, Threat Risk Assessment (TRA) and Threat Vulnerability Assessment (TVA)
OAG Update
Mid-Year Budget Review Update
OIC Sector Updates
1. Welcome and Opening Remarks
The Chair, welcome the member participating virtually to the meeting and congratulate OIC (the Commissioner’s) for the very effective way to participate to public interview and for the quality of the final report that was just published.
2. Minutes and Action Items from the October 13, 2020 Meeting.
The members approved the minutes of the October 13, 2020 meeting.
The action items were reviewed and approved.
Action item: Publication of the minutes of the October 13, 2020 meeting on the OIC website.
3. 2020 and 2021 Forward Calendar – Presented by G. Fraser
The Forward Calendar was discussed and approved. The February 7th being a Saturday should be rescheduled.
Action item: A draft forward calendar with new dates will be approved at the next meeting (preferably Thursday morning).
4. AEC Charter – Presented by G. Fraser
The annual review and update of the Audit and Evaluation Committee Charter was discussed and approved. Mr. Fraser note two minor changes. In the French version the expression La présidence should be modified to reflect Le Président and the expression I succeeded her (Mrs. Adams).
Action item: Publication of the AEC Charter on the Office of the Information Commissioner's website.
5. AEC Annual Report – Presented by G. Fraser
The Audit and Evaluation Committee Annual Report was presented for information and discussion.
Action item: Publication of the AEC Annual Report on the Office of the Information Commissioner's website.
6. CAE Update and Annual Report – Presented by F. Labine
The CAE provided an update and presented her Annual Chief Audit Executive Report for information and discussion.
Action item: Publication of the CAE Annual Report on the Office of the Information Commissioner's website.
7. OAG Update – Presented by R. Abgrall
The OAG had no significant items to present for information or discussion.
Action item: No Action Required.
8. IM/IT Investment Plan, Threat Risk Assessment (TRA) and Threat Vulnerability Assessment (TVA) – Presented by D. St-Jean
The Manager, IM/IT (Mr. Dominic St-Jean) presented the highlights of the IM/IT Investment Plan and provided an update related to the TRA and TVA. The members reviewed and discussed the information presented.
Action item: No Action Required. The detailed report was also sent to AEC members for their information.
9. Financial Update: Mid-Year Review – Presented by S. Lafond
The DCFO presented the results of the 2020-2021 mid-year budget review exercise which included the impact on Corporate Services and Program Operations, the financial strategy, and decisions made. Members reviewed and discussed the information presented.
Action item: No action required.
10. Corporate Services Update – Presented by F. Labine
The Deputy Commissioner, Corporate Services presented the different files in progress at Corporate Services including progress updates on key initiatives such as workforce stabilization, office modernization projects, IM-IT investment planning, intranet content renewal, and governance related updates. Members reviewed and discussed the information presented. The clarification of common files and linkages between OPC and OIC was also discussed (same department number).
Action item: No action required.
11. Investigations Update – Presented by L. Michaud
The Deputy Commissioner provided an update on investigative activities including the 20-21 investigative team priorities and current statistics of complaints registered and closed. Members reviewed the key program activities and discussed the information presented.
Action item: No action required
12. Legal Services Update – Presented by G. Grondin
The Deputy Commissioner, Legal Services and Public Affairs provided an overview of Legal Services activities and organizational structure. The members reviewed and discussed the information provided.
Action item: No action required
13. Parliamentary Activities and Communication Update – Presented by J. Ellard
The Director provided an update on Parliamentary activities and organizational structure such as the Commissioner’s appearance at Standing Committee and her public announcements, All Staff Event, Parliamentary procedural changes, and the tabling of reports. For Communications, an update was provided related to the media activity, published reports, and the Right to Know Week.
It was stated by a member that it was appreciated having the links to the Commissioner’s interviews which were well done.
Action item: No action required
In Camera Session
A brief in camera discussion was held with the Commissioner, the Chair and the two external members.
Next Meeting
The next meeting is scheduled tentatively for February 11, 2021.