February 18, 2021
Minutes of the Audit and Evaluation Committee (AEC) Meeting
February 18, 2021
09:30am to 12:00pm
Microsoft Teams Meeting
Members:
Graham Fraser, External member - Chair
André Grondines, External member
Caroline Maynard, Information Commissioner
Secretary to the Committee:
Stephen Campbell, Associate Director, Strategic Planning, Governance, Policy, Program Evaluation and Internal Audit 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
Meeting Summary
Approval of Record of Decision and Action Items from the November 26, 2020 Meeting.
Approval of the Risk-based Audit and Evaluation Plan - Revised Schedule.
Approval of the 2021 Forward Calendar.
2020-21 OAG Audit Plan
Financial Update: Third-Quarter Review and 21-22 Budget Allocation.
OIC Sector Updates
1. Welcome and Opening Remarks
The Chair welcomed all the attendees. There was a brief discussion on the Information Commissioner’s recent appearance at the government operations committee including the current state of affairs related to government transparency and disclosure.
2. Minutes and Action Items from the November 26, 2020 Meeting.
The members approved the minutes of the November 26, 2020 meeting. The action items were reviewed and approved.
Action item: Publication of the minutes of the November 26, 2020 meeting on the OIC website.
3. Value and Ethics and Wrong Doing – Presented by F. Labine
There was no report or cases of wrong doing and the code of the value and ethics is being respected. This included violence in the workplace and conflict of interest. A new code of values and ethics (code of conduct) is underway and should be in place for April 1st.
Action item: To post the OIC code of values and conduct once approved by SMC.
4. Risk-Based Audit and Evaluation Plan – Revised Schedule– Presented by F. Labine
The timelines for the planned audit and evaluation were revised and accepted by all members.
Action item: To post the revised RBAEP on the internet and intranet.
5. 20-21 OAG Audit Plan– Presented by R. Abgrall
The OAG Principal presented the 2020-21 audit plan which provided information on the OAG audit scope and tailored approach, the significant audit areas identified and the OAG plans to address them, and other relevant matters. The plan reflects the OAG commitment to provide high-quality audit that is delivered with integrity, objectivity, and independence.
The Committee confirmed to the OAG that there were no changes in management’s fraud prevention and detection responsibilities and that there was no knowledge of any fraud.
The members reviewed and discussed the information presented.
Action item: No Action Required.
6. 2021 Forward Calendar – Presented by G. Fraser
The Committee discussed and approved the new committee meeting dates and revised audit and evaluation schedule.
Action item: To post the forward calendar on the intranet.
7. Financial Update: 2020-21 Third-Quarter Review and 2021-22 Budget Allocation– Presented by S. Lafond
The DCFO presented the results of the 2020-21 third-quarter budget review exercise and the 2021-22 Budget Allocation which included the impact on Corporate Services and Program Operations, the financial strategy, and decisions made.
Members reviewed and discussed the information presented (attrition rate and risk level).
Action item: No action required.
8. Corporate Services Update – Presented by F. Labine
The Deputy Commissioner, Corporate Services provided an overview of the main activities for the next quarter such as the production of the 21-22 Departmental Plan for tabling purposes; reporting on high risk items by submitting an updated departmental security plan; making recommendations to senior management on complaints related to conflict of interest, mental health, harassment and violence, official languages and wrongdoing; ensuring that the three-year mental health action plan is implemented and that the staff survey is completed; and implementing various diversity, inclusion and anti-racism activities.
Also updates from her various sectors related to Human Resources, IM/IT, Finance, Procurement, Security, Accommodations, Strategic Planning, Governance, Policy, and Audit & Evaluation were presented.
The members reviewed and discussed the information presented.
Action item: No action required.
9. Investigations Update – Presented by L. Michaud
The Deputy Commissioner provided an update on the team’s progress to date on the priorities for 2020–21 such as the closure of investigation files, the management of inventory, the implementation of legislative amendments, the optimization of operations, and current statistics of complaints registered and closed.
The members reviewed and discussed the information presented.
Action item: No action required
10. 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
11. Parliamentary Activities and Communication Update – Presented by J. Ellard
The Director provided an update on parliamentary activities such as the Commissioner’s appearance at Standing Committee, parliamentary proceedings, panel presentations and meetings, legislative review, and responding to stakeholder questions. For Communications, an update was provided related to the media activity and published reports, and the Right to Know Week. ATIP continue to maintain a 100% compliance rate and volume is up over 200% for request processing.
The members reviewed and discussed the information provided.
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 for June 3, 2021.