HomeMy WebLinkAbout21 Audit Report 4, 19 Jun 2000F7
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
REPORT NO. 4. AUDIT COMMITTEE
TO: Board of Education DATE: 19 June 2000
A meeting of the Audit Committee was held this evening in the Trustees' Committee Room, 133
Greenbank Road, Nepean, commencing at 5:30 pm with the following in attendance:
MEMBERS: Trustees Cynthia Bled, Alex Getty and Lynn Scott (Chair)
STAFF: James Grieve, Director of Education and Secretary of the Board
Michael Clarke, Superintendent of Finance
Marie - Louise Chartrand, Manager /Comptroller of Finance
Bruce Fraser, Committee Coordinator
Note: Throughout the meeting, Trustee Getty assumed the Chair when Trustee Scott wished to
contribute to the discussion.
Staff Response to Financial Services Department Audit
Your Committee had before it for consideration, staff report 00 -156 providing staff's action plan
in response to an internal audit study of the Financial Services Department undertaken by KPMG.
Superintendent Clarke introduced the report and noted that, in an effort to address the overall
issues, the recommendations have been organized into the following categories:
• a new finance software system
• enhanced staff training
• improvements in transaction processing
• changes to the organizational structure of the Financial Services Department
• changing client expectations
• enhanced financial reporting
• changing the culture of the Financial Services Department
Superintendent Clarke noted that the staff recommendations parallel the KPMG recommendations
and identify areas that will involve the cooperation and participation of other departments.
Trustee Getty moved THAT the Board approve the Financial Services Department action plans
and that a status report be provided to the Audit Committee at least on an annual basis.
Trustee Bled expressed the opinion that all inquiries should be directed through a centralized area
for direction to the appropriate department as well as for tracking and follow up. Staff explained that the
facilitator's position in the Financial Services area would be someone with a broad knowledge of the
financial systems who would be able to respond to specific questions. Director Grieve noted that public
questions are currently routed through a limited number of areas such as the Reception Area, Board
Services, Superintendencies and the Directorate.
In response to a query, staff clarified that the facilitator position referenced in the staff response is
the same position referred to as the "gatekeeper" in the KPMG report. Director's Council of
Superintendents had expressed concern that the original term could be negatively interpreted.
Staff will provide, for tracking purposes, cross - referencing information between the KPMG
recommendations and the staff response.
Audit Committee 1 1 May 2000
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The motion was carried. On a motion by Trustee Getty, therefore, your Committee recommends:
THAT THE BOARD APPROVE THE FINANCIAL SERVICES DEPARTMENT ACTION
PLANS AND THAT A STATUS REPORT BE PROVIDED TO THE AUDIT COMMITTEE AT
LEAST ON AN ANNUAL BASIS.
2. New Business
Trustee Scott advised that the Plant Audit recommendations have been directed to the appropriate
committees for consideration and action.
The :meeting adjourned at 6:40 p.m.
BF /Audit061900
Audit Committee
2
Lynn Scott, Chair
Audit Committee
1 May 2000