Accountability, Integrity and Transparency Audit
Updated Dec. 3, 2015
Divisional & Departmental Mandates
Establishing clear departmental mandates was a recommendation arising from the organization review of Communications and Public Affairs. Administration has since documented the mandate and functions for each division and department in the organization.
Audit Update: Feb. 4, 2016
In early 2014, Council of the Municipality concluded that there was a need to complete an Accountability, Integrity and Transparency Audit to position the Municipality for current and future success. Through an open proposal process, Council engaged KPMG to conduct this audit.
The overall objective of the Accountability, Integrity and Transparency Audit was to provide Council with a “health-check” of the Municipality’s existing practices with the intent of providing recommendations for enhancing and improving upon the current policies and procedures in place, and where possible, benchmarking the Municipality’s current environment against leading practices.
Note: These pages reproduce the overall observations and summaries of findings found in KPMG's audit report. For complete findings and recommendations, you can download the full report as a PDF document.
During KPMG’s assessment, a number of key themes emerged:
In many cases, root cause analysis over deficiencies identified inadequate design and documentation of policies and procedures, or insufficient documentation of compliance with policies and procedures.
Administration is concerned at not being able to support Council and provide Council with relevant and timely information. There is a strong belief that this is linked to a lack of clarity regarding the roles of Council and Administration and the desired reporting to be received by Council.
A number of instances were noted where no documentation could be provided to support the existence of or compliance with a existing policies and procedures.
There are multiple areas where adequate monitoring and reporting mechanisms do not exist within the Municipality for Administration to monitor what is taking place against policy and procedure, and report compliance or non-compliance to Council.
“Tone from the top” is not consistently or clearly communicated throughout the Municipality. Council, Administration, and Employees informed us that there has been no visible or consistent “Tone from the top” or messaging to encourage desired behaviors.
The Council is concerned at not being able to carry out its role of providing the quality services that they feel their constituents deserve and expect. There is a strong belief that this is linked to the operating structure of Council, reporting relationships from Administration to Council and Committees, and consistency and adequacy of information received by Council from Administration.
In some cases, policies contain too many details behind the day-to-day operational process. Conversely, some procedures contain a policy description with no documented approved Council policy. Additionally, some policies have not be renewed or updated for a long period of time (over ten years).