THE REGIONAL MUNICIPALITY OF PEEL

AUDIT SUBCOMMITTEE

M I N U T E S      ASC-2005-3


The Audit Subcommittee met on May 26, 2005, at 8:32 a.m. in the Council Chamber, Regional Administrative Headquarters, 10 Peel Centre Dr., Brampton.

Members Present: NN. Iannicca, E. Kolb, G. Miles, R. Paterak, N. Stewart
   
Other Councillors Present C. Corbasson, E. Moore
   
Members Absent: Nil
   
Also Present:

R. Maloney, Chief Administrative Officer; D. Labrecque, Treasurer and Commissioner of Finance; K. Ward, Commissioner of Housing and General Manager of Peel Living; D. Szwarc, Commissioner of Social Services; L. Button, Chief Administrative Officer - Policing, Peel Regional Police; F. Chorley, Victim Services of Peel; B. Wilson, Director, Internal Audit; J. Payne, Legislative Co-ordinator, Clerk's

   

Chaired by Councillor G. Miles


1. DECLARATIONS OF CONFLICTS OF INTEREST


2. APPROVAL OF AGENDA

RECOMMENDATION ASC-3-2005:

That Items Related to Delegations/Presentations - Item 3a be dealt with immediately following Reports - Item 4d;

And further, that the agenda for May 26, 2005, Audit Subcommittee meeting be approved, as amended.


3. DELEGATIONS/PRESENTATIONS

a) Internal Audit Awareness Day

Item 3a was dealt with after Reports Item 4d

4. REPORTS

a) Review of Information Technology Related Project Management Practices at Peel Police

Received

Beate Wilson, Director, Internal Audit introduced Winslow Davis, Senior Manager, Advisory Services, KPMG and Larry Button, Chief Administrative Officer - Policing, Peel Regional Police.

Winslow Davis provided a brief summary of the report on information technology related management practices at Peel Regional Police and identified the key conclusions reached as a result of the review process. He noted that the purpose of the review was to determine whether a project management methodology existed, and if it was utilized to deliver projects that included significant Information Technology (IT) components. Two active IT projects were identified at Peel Regional Police; Mobile Data Unit (MDU) and Canadian Police Information Centre (CPIC). The project management activities of these two projects were compared to KPMG Project Risk Management (PRM) methodology and KPMG experience in reviewing system implementations.

The reviews focused upon: project definition and plans; project management; project risk; technology/IT processes and resources assigned to the program. Further, the engagement validated the effectiveness of the project management controls, organizational structure and roles. Winslow Davis summarized the recommendations as follows:

He thanked staff from Peel Regional Police and the Region of Peel for their co-operation and assistance during the review process.

Larry Button, Chief Administrative Officer - Policing, Peel Regional Police, noted the successful collaborative effort between the Region of Peel Internal Audit division and the Peel Regional Police Audit unit. He noted that the projects reviewed are moving forward within the project management framework and that Peel Regional Police have joined the Region of Peel Corporate Project Management Initiative (CPMI). Larry Button indicated that he is a member of the CPMI Committee and that Peel Regional Police have actively participated in the project management focus groups. He added that in response to the recommendations contained in the report, a dedicated staff person has been assigned through the office of the CAO of Policing to oversee the implementation of the various action plans and items.

Chair Kolb acknowledged the contributions of Larry Button in supporting the project review process and in keeping the Peel Police Services Board fully informed of the report findings. Chair Kolb also thanked KPMG for their efforts and noted that the Region of Peel has always been a leader in demonstrating its commitment to improving and reviewing processes and practices. He then inquired as to how Peel Regional Police will report back on the various action items. Larry Button responded that many of the items have dates assigned to them and the status of all items will be reported back through the Chief of Police to the Peel Police Services Board on an ongoing basis.

Chair Kolb requested that the recommendations contained within the body of the for information report be supported by the Audit Subcommittee. Chair of the Audit Sub Committee, Councillor Gael Miles, sought support from the Committee with respect to the request of Chair Kolb. The Members of the Audit Subcommittee unanimously agreed to support the recommendations contained in the body of the report titled "Review of Information Technology Related Project Management Practices at Peel Police".

b) 2005 Status of Management Action Plans

Received

Beate Wilson advised that the status report is part of the annual Internal Audit division action plan to follow up on the status of management action plans for previously issued audit reports. Action plans are classified as either implemented, in progress, deferred or dropped. For items that have not been implemented, management has provided reasons for delay and provided revised target dates for completion. She reported that the current review includes eight reports issued during the period from 2001 to 2003 as well as the three reports issued in 2004. Overall results indicate that 70 per cent of management action plans have been implemented. These results represent a strong commitment by management to address the concerns identified by the Internal Audit division.

c) Financial Controls and Practices Review of Victim Services of Peel

Received

Councillor Paterak requested that an electronic copy of the report be provided. Beate Wilson confirmed that an electronic copy of the report would be provided to Councillor Paterak as requested.

d) Disposal of 2004 Surplus Assets

Received

Item 3a was dealt with.


3. DELEGATIONS/PRESENTATIONS

a) Internal Audit Awareness Day

Received

Beate Wilson, Director of Internal Audit, briefly summarized the activities organized by Internal Audit to highlight Audit Awareness week as declared by the Institute of Internal Auditors and proclaimed by the Council of the Region of Peel.

Beate Wilson advised the Members of the Committee that the Region of Peel Internal Audit division has been successful in its application for the "Recognition of Commitment Award" from the Institute of Internal Auditors. She confirmed that a formal presentation of the award will occur at a future meeting of Regional Council.


5. COMMUNICATIONS


6. SCHEDULE OF FUTURE MEETINGS


7. OTHER BUSINESS


8. ADJOURNMENT

The meeting adjourned at 9:00 a.m.