June 13, 2024
June 13, 2024
9:30 a.m. to noon.
Virtual Meeting
Members:
Janine Sherman, External member – Chair
André Grondines, External member
Caroline Maynard, Information Commissioner
Secretary to the Committee:
Michael Walsh, Financial Management Advisor
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:
Allison Knight for Layla Michaud, Deputy Commissioner, Investigations and Governance
Natacha Bernier, Acting Deputy Commissioner, Legal Services and Public Affairs
Guests:
James Ellard, Senior Director, Public Affairs
Catherine Lapalme, Principal, Office of the Auditor General of Canada
Sébastien Lafond, Senior Director, Finance, Procurement, Administration and Security and Deputy Chief Financial Officer (DCFO)
Dominic St-Jean, Manager, Operations and IT Infrastructure
Alain Rocan, Samson
Meeting Summary
Approval of Record of Decisions from the February 22nd, 2024 meeting
Presentation of updates to the Audit & Evaluation Committee Charter
Presentation of the 2023-24 Audit & Evaluation Committee Annual Report
Presentation of the 2023-24 Chief Audit Executive Annual Report
Presentation of Samson Cyber Security Action Plan and Management Action Plan
Updates from Corporates Services, Investigations, Legal Services, and Public Affairs
1. Welcome and Opening Remarks
Caroline welcomed everyone to the meeting, and the Chair formally opened the meeting.
2. Minutes and Action Items from previous Meeting
The Chair noted one correction to be made to the February 22nd Minutes.
Action items:
- One correction to be made to February 22nd, 2024. Minutes before being posted on the OIC website.
- The Forward Calendar meeting date will also need to be modified to reflect the change of this meeting.
3. Audit & Evaluation Committee Charter Update
Sébastien presented the updates made to the OIC Audit & Evaluation Committee Charter. The Charter now reflects that the as an Agent of Parliament, OIC is exempt from certain sections from the TSB Policy on Internal Audit but OIC makes every reasonable effort to comply with all of the requirements. There was a brief discussion to clarify the responsibilities of the Committee which is to provide recommendations and guidance to OIC.
Action item:
- Updated Charter will be posted on the OIC website.
4. Risk Based Audit Plan Update
Sébastien presented a planned change to the 2025-26 Risk Based Audit Plan. OIC was planning to hire a firm to perform a Real-Time Internal Audit of the Cyber Security Event Management Action Plan. Based on the results of Cyber Security Maturity Assessment which is discussed below, OIC is proposing instead to leverage the work already done by Samson and the OIC IT team. OIC will continue to use an IT consultant to improve documentation of cyber security procedures and will contact the Privy Council Office to conduct a cyber security table-top exercise including an after-action report which will be shared afterward that will also permit OIC to achieve the original objective.
Action item:
- RBAEP will be update with the revised approach.
5. 2023-24 Audit & Evaluation Committee Annual Report
The Chair summarized her first report Annual Report as Chair of the Committee. She stated that the report reflects the ongoing support the Committee receives from management and is a continuation of the work started by the former Chair and the current members of the Committee.
Action item:
- Report to be posted on the OIC website.
6. 2023-24 Chief Audit Executive Annual Report
France presented her CAE Annual Report. She also highlighted that the Audit and Evaluation Committee page on the OIC website is being reviewed to ensure all information is up to date. One wording change was proposed to the French version of the Report which will be made before it is posted on the OIC website.
Action item:
- Correction to be made to the French version of the report and report to be posted on the OIC website (to replace guarantee with ensure compliance).
7. Samson Cyber Maturity Self-Assessment Action Plan
Samson and Associates presented their Cyber Security Action Plan.
Action item:
- Updates on the Management Action Plan will be presented at future meetings.
8. Corporate Services Update
France informed the Committee that the presentation is focused on the 2024-25 OIC Financial Position. At the next meeting she will present the 2024-25 Corporate Services priorities. Sébastien summarized the 2024-25 Financial Position and expected shortfall due to the methodology used for funding new collective agreements. The Committee discussed the steps already taken to request additional funding and the planned course of action. Sébastien presented the CHRC 2023-24 Assessment of System of Internal Control over Financial Management. One of the external Board members had a question in regard of a key control deficiency.
Action item:
- Sébastien will follow-up with CHRC to get more information about the key control deficiency and the impact on the OIC.
9. Investigations Update
Allison presented the update for Investigations which focused on the 2023-24 accomplishments. She informed the Committee that OIC closed more files than it received in 2023-24, that the backlog is decreasing and that most of the oldest files have been closed. Investigations is also tracking the reasons why complaints are being deemed inadmissible to help complainants in the future. At the next meeting, the 2024-25 priorities for Investigations will be shared. Finally, she shared an update on the Complainants Consultation. The final report and the Management Action Plan will be presented at the next meeting but the key findings focus on improving communication between OIC and complainants.
Action item:
- No action required.
10. Legal Services Update
Natacha informed the members that there has been a 200% annual increase in litigation due to new powers granted to the Commissioner in 2019. The Legal Services team has refocused their work from supporting the Investigations program to supporting litigation.
Action item:
- No action required.
11. Public Affairs Update
James informed members that there has been an increase in the Commissioner’s appearances before Parliamentary Committees and in the media. He also highlighted that the Commissioner is advocating for an improved funding model for all Agents of Parliament.
Action item:
- No action required.
In Camera Session
The session was performed.
Next Meeting
The next meeting is scheduled for September 18th, 2024.