1 00:00:18,753 --> 00:00:20,452 Good afternoon Mustafa, can you hear us. 2 00:00:29,771 --> 00:00:33,712 Yes, I can hear you guys, thank you. Perfect confirming, 3 00:00:33,712 --> 00:00:36,310 we can see your video as well. Thank you. I 4 00:00:36,310 --> 00:00:38,626 can see the video of all of this. Thank you. 5 00:03:05,009 --> 00:03:11,338 Sound check. Good afternoon councillor for centre taking you here 6 00:03:11,378 --> 00:03:18,905 us. I can five by five. 7 00:03:21,722 --> 00:03:26,722 Did you want to test your video today. No thank 8 00:03:26,762 --> 00:03:29,084 you. Thank you. 9 00:05:49,640 --> 00:05:52,579 Good afternoon everyone. I'll call the meeting to order. This 10 00:05:52,579 --> 00:05:55,219 is our audit and RISC Committee at the region appeal 11 00:05:55,720 --> 00:05:58,939 September 3rd if you can believe it is September. So 12 00:05:58,939 --> 00:06:00,899 I'll call the meeting to order and ask if there 13 00:06:00,899 --> 00:06:05,370 are any declarations of conflict of interests. Not seeing any, 14 00:06:05,370 --> 00:06:08,140 thank you. For the approval of the agenda, we're going 15 00:06:08,140 --> 00:06:11,420 to make a couple of shuffles around here. So we 16 00:06:11,420 --> 00:06:13,500 are going to maybe go close session first because I 17 00:06:13,500 --> 00:06:19,340 know member Emmerick has an issue deal with enclosed session. 18 00:06:19,340 --> 00:06:22,540 We're also going to bump 5. 5 after 5. 2 19 00:06:22,721 --> 00:06:26,060 because it flows more naturally from our A. G. discussion. 20 00:06:26,401 --> 00:06:29,020 So with that may have an approval for the agenda, 21 00:06:29,020 --> 00:06:34,919 please. Emperor Emmerich. Our chair. Very good. So we will 22 00:06:34,959 --> 00:06:40,903 start in closed session. I will read that here. The 23 00:06:40,903 --> 00:06:46,871 agenda. The agenifer, September 3rd 2006, 2026 audit risk committee 24 00:06:46,871 --> 00:06:50,471 meeting include a closed session item regarding the committee member 25 00:06:51,132 --> 00:06:54,711 inquiry gardening information technology management, the security of the property 26 00:06:54,732 --> 00:06:57,271 of the municipality or local board to be dealt with 27 00:06:57,292 --> 00:07:01,671 under closed session item 8. 3 and two that the 28 00:07:01,671 --> 00:07:05,351 agenda for September 3rd, 2026, odd and risk committee be 29 00:07:05,351 --> 00:07:07,351 approved and amended. And we had that approval just a 30 00:07:07,351 --> 00:07:13,268 second ago. And so the closed session. Topic right here. 31 00:07:16,998 --> 00:07:25,288 Shuffling papers who shuffle agenda. Presentations. Okay. That committee proceed 32 00:07:25,288 --> 00:07:27,368 to closed session to consider the reports related to the 33 00:07:27,408 --> 00:07:35,288 following 2026 SCADA. Governance and security review, the security of 34 00:07:35,328 --> 00:07:41,061 the property of municipality board. Capital project audit management audit 35 00:07:41,242 --> 00:07:44,421 seniors health and wellness village litigation or potential litigation, including 36 00:07:44,602 --> 00:07:47,941 matters before administrative tribunals. If anything, the municipality or local 37 00:07:47,962 --> 00:07:52,261 boards. And three, the committee members inquiry regarding information technology 38 00:07:52,282 --> 00:07:54,901 management and the security of the property and municipality or 39 00:07:54,941 --> 00:07:58,806 local board. Any objections. Seeing none, I'll call that. And 40 00:07:58,806 --> 00:07:59,706 we'll move into closed session. 41 01:05:43,147 --> 01:05:45,206 Is there language wrong on that or just motion. 42 01:06:14,587 --> 01:06:19,030 Okay, and moving back into open session. So I'll ask 43 01:06:19,070 --> 01:06:22,070 for a motion to approve our three in - camera 44 01:06:22,070 --> 01:06:28,206 items, memorac, all in favor. All right. Very good. And 45 01:06:28,206 --> 01:06:32,066 with that, we are gonna jump into 5. 1 Auditor 46 01:06:32,087 --> 01:06:37,868 General Update. Welcome, welcome, Nick. Good to see ya. Happy 47 01:06:37,969 --> 01:06:43,628 to see you for us. And over to you. Good 48 01:06:43,668 --> 01:06:47,388 afternoon, everyone. Thank you for the opportunity to speak to 49 01:06:47,388 --> 01:06:49,868 the committee today. It's my pleasure to provide an update 50 01:06:50,289 --> 01:06:56,312 of my office's operations. Today, I'll be updating the committee 51 01:06:56,352 --> 01:07:00,927 on five areas. My recruitment and hiring, the initial audits 52 01:07:00,967 --> 01:07:05,087 I've selected, the progress on the new confidential fraud and 53 01:07:05,127 --> 01:07:09,197 waste hotline, the development of my office's website. And a 54 01:07:09,197 --> 01:07:12,237 quick summary of two additional reports going to committee today 55 01:07:12,258 --> 01:07:19,124 regarding my audit and procurement authority. At this point, I'm 56 01:07:19,145 --> 01:07:21,124 pleased to inform the committee that I have been able 57 01:07:21,124 --> 01:07:24,644 to quickly secure a full all - star roster of 58 01:07:24,985 --> 01:07:28,004 top talent that will enable me to hit the ground 59 01:07:28,025 --> 01:07:34,891 running as we begin our initial audits. On that note, 60 01:07:35,472 --> 01:07:40,011 upon the completion of our risk assessment across PEALS programs, 61 01:07:40,051 --> 01:07:45,421 services, and activities, we have selected three initial audits. The 62 01:07:45,682 --> 01:07:50,301 Community Investment Program, PEAL Housing Corporation State of Good Repair 63 01:07:50,341 --> 01:07:56,016 Program. And Capitol Project Oversight, ChangeOrder Management. These audits have 64 01:07:56,037 --> 01:07:59,216 been initiated and are in the planning phase where we 65 01:07:59,216 --> 01:08:02,336 will be determining the scope, objectives, and criteria for each 66 01:08:02,437 --> 01:08:06,533 audit. While these audits are being conducted, we will also 67 01:08:06,554 --> 01:08:12,367 be developing the offices 2027 AuditPlan. Informed by our RISC 68 01:08:12,367 --> 01:08:19,874 assessment. And the forthcoming confidential fraud and waste hotline. With 69 01:08:19,895 --> 01:08:23,074 respect to the confidential fraud and waste hotline, I'm happy 70 01:08:23,074 --> 01:08:25,394 to inform the committee that we have signed the contract 71 01:08:25,434 --> 01:08:28,834 with the vendor and are in the progress of its 72 01:08:28,834 --> 01:08:33,127 development. The planned launch of the hotline is targeted for 73 01:08:33,167 --> 01:08:37,333 this fall alongside with the offices new website. The hotline 74 01:08:37,373 --> 01:08:40,773 will give both the public MEAL region employees a confidential 75 01:08:40,874 --> 01:08:45,973 channel to report concerns. In information stemming from this confidential 76 01:08:45,994 --> 01:08:50,533 fraud in waste hotline, will help inform our 2027 audit 77 01:08:50,573 --> 01:08:57,303 work plan. My team has been working alongside PELES communication 78 01:08:57,343 --> 01:09:01,706 department. To prepare the launch of my office's website. We 79 01:09:01,746 --> 01:09:06,696 have made excellent programs. All website content has been drafted 80 01:09:07,037 --> 01:09:10,353 and reviewed. And the website's initial design has been completed 81 01:09:10,854 --> 01:09:14,193 and reviewed also. We are in the planning. We are 82 01:09:14,193 --> 01:09:17,633 planning to go into a live demo site later this 83 01:09:17,673 --> 01:09:21,553 month in September with a full public launch planned with 84 01:09:21,654 --> 01:09:24,913 the planned in the fall with the confidential fraud and 85 01:09:24,934 --> 01:09:30,482 waste hotline. Lastly, there are two reports going to committee 86 01:09:30,522 --> 01:09:33,682 today with respect to my offices audit and procurement authority. 87 01:09:35,839 --> 01:09:40,218 You'll hear directly from me regarding the audit authority and 88 01:09:40,258 --> 01:09:43,818 Kristin Mazurka, the senior director of procurement regarding the procurement 89 01:09:43,818 --> 01:09:50,689 authority afterwards. Before I take questions, I'd like to highlight 90 01:09:50,729 --> 01:09:52,529 to the committee, and I think it's important to highlight 91 01:09:52,550 --> 01:09:55,752 to the committee. How much has been accomplished in just 92 01:09:55,792 --> 01:10:01,463 six months. During that time, I have established the office, 93 01:10:01,463 --> 01:10:06,343 attracted and hired top talent, developed the foundational framework and 94 01:10:06,343 --> 01:10:10,721 policies. And completed an initial risk assessment of the region's 95 01:10:10,721 --> 01:10:16,629 programs and services. To identify and commence my offices'initial audits. 96 01:10:17,960 --> 01:10:20,739 I thank you for your time and attention, and I'm 97 01:10:20,779 --> 01:10:23,231 happy to answer any questions at this point. Thank you 98 01:10:23,231 --> 01:10:27,164 very much. I'll open it up to committee. Any from 99 01:10:27,185 --> 01:10:35,779 committee. Member Emmerich? Go ahead. I'm not sure if you're 100 01:10:35,819 --> 01:10:37,859 able to, but are you able to share the name 101 01:10:37,899 --> 01:10:42,088 of the vendor we'll be going with. I don't think 102 01:10:42,128 --> 01:10:47,208 that there's a concern in identifying the vendor. The vendor's 103 01:10:47,208 --> 01:10:52,566 name is Ayveda Inc. They're a IT company that has 104 01:10:52,606 --> 01:10:57,446 been significantly used by the province before. I've had experience 105 01:10:58,427 --> 01:11:01,126 in auditing and assessing their work in talent in the 106 01:11:01,126 --> 01:11:07,485 past. Thank you. Very good. And I guess what kind 107 01:11:07,485 --> 01:11:09,405 of timelines are you thinking about for your first three. 108 01:11:11,411 --> 01:11:14,270 Targets? That's a great question, and thank you for that 109 01:11:14,310 --> 01:11:20,190 question. Subjects. We're targeting early to mid 2027 on delivering 110 01:11:20,211 --> 01:11:22,830 on those reports. A lot will be dependent on the 111 01:11:23,091 --> 01:11:26,250 scope in nature and the execution of those audits. But 112 01:11:26,250 --> 01:11:29,371 that's the timeframe that we're looking at. And we're potentially 113 01:11:29,472 --> 01:11:32,411 looking at other audits commencing at the end of this 114 01:11:32,411 --> 01:11:37,590 year. Depending on resources. Okay. And broadly, how many are 115 01:11:37,590 --> 01:11:39,750 you kind of thinking into the future as three kind 116 01:11:39,750 --> 01:11:41,830 of what you'd expect in an annual or can vary 117 01:11:41,870 --> 01:11:45,270 based on the subject matter, of course? Definitely, definitely more 118 01:11:45,270 --> 01:11:47,910 than three. Um, and I think it would depend on 119 01:11:47,931 --> 01:11:52,829 the subject matter and the resources available. Okay. Appreciate that. 120 01:11:52,869 --> 01:11:56,856 Any other comments from committee. Otherwise, very well done. I'll 121 01:11:56,877 --> 01:12:00,216 ask for a mover to accept that chair unica. Very 122 01:12:00,216 --> 01:12:05,629 good. All in favor. Very good. And, uh, next up, 123 01:12:05,629 --> 01:12:08,649 5. 2 expansion of the Auto General's Authority and the 124 01:12:08,649 --> 01:12:11,389 regional appeal, board of health and long - term care 125 01:12:11,650 --> 01:12:15,321 committee of management. We were going to do it right 126 01:12:15,321 --> 01:12:20,330 after. Still on a theme here. With Nick. And Team. 127 01:12:20,591 --> 01:12:23,826 Um, Nick, over to you again, I guess. Sure. Thank 128 01:12:23,826 --> 01:12:28,386 you. Uh, through you, Chair. I'm speaking a recommendation from 129 01:12:28,487 --> 01:12:32,626 the committee to council for authority to conduct audits appeals 130 01:12:32,727 --> 01:12:36,466 public health programs and long - term care homes. Currently, 131 01:12:36,887 --> 01:12:40,066 my audit authority does not extend to peel board of 132 01:12:40,087 --> 01:12:43,426 health or peels long - term care of management. Sorry, 133 01:12:43,447 --> 01:12:45,950 long - term committee of management. And the programs that 134 01:12:46,051 --> 01:12:49,784 they oversee. For me to be able to audit these 135 01:12:49,885 --> 01:12:53,944 entities and their respective programs, they must each request or 136 01:12:53,944 --> 01:12:58,639 otherwise approve this authority. Since regional council acts as both 137 01:12:59,140 --> 01:13:01,599 peel board of health and the long - term care 138 01:13:01,700 --> 01:13:05,199 committee of management, council can request and approve that extension 139 01:13:05,220 --> 01:13:09,135 of my authority. This is the recommendation that I'm seeking 140 01:13:09,156 --> 01:13:16,819 from committee today. Okay. I think our chair is happy 141 01:13:16,819 --> 01:13:18,739 to move it. I would just comment that I feel 142 01:13:18,779 --> 01:13:21,139 that isn't keeping with what council was envisioning for your 143 01:13:21,179 --> 01:13:24,099 role. So I don't think you'll have any pushback on 144 01:13:24,099 --> 01:13:27,619 that. So our chair is saying, absolutely. So I think 145 01:13:28,040 --> 01:13:30,419 my comments are in good stead. So Chair, the board 146 01:13:30,419 --> 01:13:34,019 of health as well. There you go. So very good. 147 01:13:34,200 --> 01:13:36,419 Sounds good. And we've got a mover all in favor. 148 01:13:36,419 --> 01:13:39,664 Yes. Very good. All right. You got that one, Nick. 149 01:13:39,664 --> 01:13:45,409 And now 5. 5. The procurement bylaw amendments to incorporate 150 01:13:45,449 --> 01:13:48,209 the role of the audit general and improve vendor accountability. 151 01:14:02,148 --> 01:14:08,299 Welcome, welcome. Over to you. Good afternoon. Thank you. And 152 01:14:08,320 --> 01:14:10,619 good afternoon, chair and members of the audit and REST 153 01:14:10,659 --> 01:14:14,379 committee. Thank you for the opportunity to be here today. 154 01:14:14,379 --> 01:14:17,979 My name is Kristin Mizurka as Nick mentioned the senior 155 01:14:17,979 --> 01:14:22,779 director of Procurement. And I'm joined with Sarah Ramiteur. Remetaur, 156 01:14:22,779 --> 01:14:25,921 our procurement advisor. Um, so we're here today to present 157 01:14:26,262 --> 01:14:31,386 recommended amendments to the procurement bylaw, 45 - 2023. And 158 01:14:31,426 --> 01:14:32,886 we look forward to walking you through some of the 159 01:14:33,007 --> 01:14:35,866 proposed changes and happy to answer any questions at the 160 01:14:35,866 --> 01:14:41,171 conclusion of the presentation. So as I mentioned today, we're 161 01:14:41,211 --> 01:14:45,091 bringing forward two proposed amendments to PEAL regions procurement bylaw. 162 01:14:45,923 --> 01:14:49,342 The first supports the integration of the newly established Office 163 01:14:49,342 --> 01:14:52,942 of the Auditor General by formally recognising its rule and 164 01:14:52,982 --> 01:14:57,136 procurement authority within the bylaw. The second is focused on 165 01:14:57,237 --> 01:15:01,216 strengthening vendor accountability through the creation of Avendor suspension policy. 166 01:15:01,614 --> 01:15:07,675 To address identified risks and instances of vendor misconduct. Both 167 01:15:07,696 --> 01:15:11,115 changes are intended to strengthen good governance and support responsible 168 01:15:11,376 --> 01:15:18,909 stewardship of public funds. The Auditor General is an independent 169 01:15:18,930 --> 01:15:23,229 officer appointed by regional counsel reporting directly to council and 170 01:15:23,269 --> 01:15:28,467 operating independently from PEAL region administration. Though independent, the Auditor 171 01:15:28,507 --> 01:15:31,027 General is required to comply with the PEAL region policies 172 01:15:31,288 --> 01:15:36,290 and bylaws, including the procurement bylaw. As such, the Auditor 173 01:15:36,391 --> 01:15:39,970 General requires therefore amendments to the procurement bylaw to reflect 174 01:15:39,991 --> 01:15:44,795 the independent nature of their office. Currently, PEAL regions procurement 175 01:15:44,816 --> 01:15:47,435 bylaw does not contemplate the role of the Auditor General. 176 01:15:49,053 --> 01:15:52,712 The amendments proposed reflect distinct procurement authorities for the Auditor 177 01:15:52,752 --> 01:15:56,152 General and their office. The Auditor General will be the 178 01:15:56,253 --> 01:16:00,072 approval authority for all procurement processes carried out by their 179 01:16:00,112 --> 01:16:04,975 office. Without approval by regional administration. As would normally be 180 01:16:05,015 --> 01:16:08,015 the case for all other procurement activity across regional programs. 181 01:16:10,013 --> 01:16:12,872 The director procurement will maintain oversight and continue to approve 182 01:16:13,053 --> 01:16:15,672 all procurement processes carried out by the office of the 183 01:16:15,693 --> 01:16:18,952 Auditor General. Just to confirm compliance with the region of 184 01:16:19,053 --> 01:16:27,253 PEAE's procurement bylaw and any required policies only. This slide 185 01:16:27,293 --> 01:16:31,790 summarizes the key changes proposed through the amending bylaw. At 186 01:16:31,790 --> 01:16:34,990 a high level, the amendments formally incorporate the Auditor General 187 01:16:34,990 --> 01:16:38,190 and their office into the Procurement bylaw will recognising the 188 01:16:38,291 --> 01:16:43,534 independent nature of that role. Changes clarify that the procurement 189 01:16:43,555 --> 01:16:47,054 bylaw will apply to the auditor general procurements establish the 190 01:16:47,155 --> 01:16:50,574 Auditor General as the final approval authority for Procurement's conducted 191 01:16:50,574 --> 01:16:55,823 by their office and update schedule will be accordingly. They 192 01:16:55,863 --> 01:16:59,583 also confirm procurement's continued oversight rule in ensuring all procurement 193 01:16:59,623 --> 01:17:03,663 activities remain compliant with the bylaw policies and established procedures. 194 01:17:04,964 --> 01:17:08,223 In addition, the amendments provide the flexibility for the auditor 195 01:17:08,244 --> 01:17:12,463 general to conduct confidential procurements when required to fulfill their 196 01:17:12,564 --> 01:17:16,863 statutory responsibilities and make other related updates to the provisions. 197 01:17:17,829 --> 01:17:22,048 From a governance and accountability perspective, the reporting framework remains 198 01:17:22,229 --> 01:17:26,372 intact. The Auditor General will continue to provide annual reporting 199 01:17:26,372 --> 01:17:30,532 to council, including closed session reporting on any confidential procurement 200 01:17:30,532 --> 01:17:33,938 activity undertaken by their office. And procurement will also continue 201 01:17:33,938 --> 01:17:38,338 to provide its regular triannual procurement activity reports to council, 202 01:17:38,338 --> 01:17:41,058 which will include public procurement activities undertaken by the office 203 01:17:41,058 --> 01:17:46,022 of the Auditor General. Collectively, these amendments provide the clarity 204 01:17:46,123 --> 01:17:49,782 needed to support the Auditor General's independence while maintaining appropriate 205 01:17:50,123 --> 01:17:55,112 procurement oversight and transparency. The detail changes are reflected in 206 01:17:55,293 --> 01:18:00,968 Appendix 1 of the attached report. The second amendment focuses 207 01:18:01,008 --> 01:18:04,568 on strengthning vendor accountability and building on the strong procurement 208 01:18:04,608 --> 01:18:09,714 controls already in place at PEL. Since 2008, PEAL is 209 01:18:09,714 --> 01:18:13,314 maintained a robust vendor performance management program that is designed 210 01:18:13,335 --> 01:18:18,095 to monitor contract performance, support successful project delivery. And provide 211 01:18:18,116 --> 01:18:21,615 vendors with the opportunity to address performance concerns and improve 212 01:18:21,716 --> 01:18:26,735 outcomes. While the vendor performance management program focuses on contract 213 01:18:26,756 --> 01:18:31,775 performance, the proposed vendor suspension policy would complement that framework 214 01:18:31,796 --> 01:18:35,535 by providing a formal process to address more serious matters 215 01:18:35,716 --> 01:18:40,475 such as fraud, collusion, bid rigging, unethical bidding practices, and 216 01:18:40,596 --> 01:18:46,127 other forms of vendor misconduct. This represents an opportunity to 217 01:18:46,228 --> 01:18:49,807 further enhance PEAL's vendor accountability framework and ensure we have 218 01:18:49,807 --> 01:18:52,287 the appropriate tools to respond to a broader range of 219 01:18:52,308 --> 01:18:55,808 risks when they arise. The approach aligns with procurement best 220 01:18:55,829 --> 01:18:59,008 practices, and it reflects what many of our municipal peers 221 01:18:59,008 --> 01:19:02,288 are already doing, including the city of Toronto, York region, 222 01:19:02,328 --> 01:19:08,013 city of Brampton, and Mississauga and town of Caledon. Ultimately, 223 01:19:08,013 --> 01:19:12,333 the policy will strengthen accountability, enhance transparency, and support fair 224 01:19:12,354 --> 01:19:18,968 and ethical competition. Amendments to PEAL regions procurement bylaw are 225 01:19:19,069 --> 01:19:22,248 proposed to address the establishment of a vendor suspension policy 226 01:19:22,829 --> 01:19:26,568 consistent with PEAL regions approach into incorporating the vendor performance 227 01:19:26,589 --> 01:19:31,549 management program. Upon receiving council's approval, the amending bylaw, the 228 01:19:31,750 --> 01:19:34,369 director of procurement will develop and implement a vendor suspension 229 01:19:34,470 --> 01:19:40,305 policy in accordance with PEAL regions corporate policy framework. Under 230 01:19:40,345 --> 01:19:43,345 the vendor suspension policy, PEAE will have the ability to 231 01:19:43,446 --> 01:19:47,345 suspend vendors who have committed acts of misconduct from participating 232 01:19:47,606 --> 01:19:51,154 in PEAL procurement processes. For a prescribed duration of time 233 01:19:51,335 --> 01:19:57,221 based on severity of the actions or offences. Grounds for 234 01:19:57,221 --> 01:20:00,901 suspension may include convictions of crimes and offences, engaging in 235 01:20:00,922 --> 01:20:05,541 professional misconduct, providing false declarations, or committing other fraudulent or 236 01:20:05,562 --> 01:20:10,119 illegal activities. The duration of the suspensions may range between 237 01:20:10,700 --> 01:20:12,839 one to five - year period, depending on the severity. 238 01:20:13,940 --> 01:20:17,439 The policy may also include suspension decisions being made collaboratively 239 01:20:17,479 --> 01:20:21,857 by a joint staff committee. Comprised of the PEAL region's 240 01:20:21,878 --> 01:20:26,977 Chief Administrative Officer, legal services, including the regional solicitor, procurement, 241 01:20:26,977 --> 01:20:32,041 and the impacted program areas. Best practices and applicable law 242 01:20:32,062 --> 01:20:35,481 case, case law, excuse me, will inform the policy with 243 01:20:35,582 --> 01:20:40,601 regards to the required documentation, clear suspension, notifications, and reinstatement 244 01:20:40,641 --> 01:20:45,486 processes. The introduction of a comprehensive vendor suspension policy in 245 01:20:45,507 --> 01:20:50,303 tandem with PEALS vendor performance management program. Supports value for 246 01:20:50,303 --> 01:20:54,703 money, vendor accountability, and reflects PEAL's expectations that vendors conduct 247 01:20:54,703 --> 01:20:58,063 business with PEAL and a professional legal and ethical manner. 248 01:21:01,093 --> 01:21:03,872 In conclusion, the proposed change is to PEAL regions procurement 249 01:21:03,893 --> 01:21:07,632 bylaw are intended to support the independent nature of the 250 01:21:07,733 --> 01:21:11,232 rule of the Auditor General and incorporating procurement authority for 251 01:21:11,272 --> 01:21:14,832 the auditor general within the procurement bylaw helps to reinforce 252 01:21:15,013 --> 01:21:18,958 this independence. And if the rule, while ensuring appropriate procurement 253 01:21:18,979 --> 01:21:24,258 oversight and accountability. Implementing a comprehensive vendor suspension policy will 254 01:21:24,439 --> 01:21:29,951 strengthen PEAL's existing vendor accountability framework. By providing a structured 255 01:21:29,972 --> 01:21:34,031 approach to addressing serious matters, such as fraud, unethical bidding 256 01:21:34,031 --> 01:21:38,911 practices, illegal activities, and health and safety violations. It will 257 01:21:38,932 --> 01:21:42,651 further support the protection of the region's financial, operational, and 258 01:21:42,692 --> 01:21:47,471 reputational interests while reinforcing public confidence in our procurement processes. 259 01:21:48,109 --> 01:21:52,008 Therefore, we are seeking audit and risks committees endorsement of 260 01:21:52,008 --> 01:21:55,928 the report recommendations and of the amending procurement bylaw as 261 01:21:56,029 --> 01:21:59,302 attached in AppendixOne. So that it can be presented to 262 01:21:59,563 --> 01:22:05,791 council for enactment on September 24, 2026. Thank you for 263 01:22:05,831 --> 01:22:07,871 your time and consideration, and we would be pleased to 264 01:22:07,911 --> 01:22:11,755 respond to any questions the committee has. Thank you so 265 01:22:11,755 --> 01:22:13,435 much, and I'll open it up to committee for questions. 266 01:22:17,944 --> 01:22:20,714 All right, well, I'll ask a couple. Uh, so Juan, 267 01:22:20,714 --> 01:22:24,394 I guess I will ask our fine auditor general. Nick, 268 01:22:24,394 --> 01:22:27,354 can you give me an example of what a confidential 269 01:22:27,535 --> 01:22:31,354 procurement would possibly include in your office and kind of 270 01:22:31,375 --> 01:22:32,874 lead us down that path? I think it would probably 271 01:22:32,895 --> 01:22:36,954 be related to perhaps experts on subject matters. You need 272 01:22:37,055 --> 01:22:40,514 assistance on, but what would you envision would kind of 273 01:22:40,575 --> 01:22:47,224 need that grant authority. Uh, through you, Chair, thank you 274 01:22:47,224 --> 01:22:50,591 for the question. Um, I don't foresee needing to go 275 01:22:50,612 --> 01:22:54,251 down the path of a confidential procurement, but say, for 276 01:22:54,251 --> 01:23:02,831 example, solicitor next door to me has, some concerns regarding 277 01:23:03,092 --> 01:23:06,191 the solicitor, and I'd want to do something confidential where 278 01:23:06,191 --> 01:23:09,311 it doesn't go through the solicitor understanding that I'm procuring 279 01:23:09,351 --> 01:23:12,511 something to be assessing some of the work that's being 280 01:23:13,412 --> 01:23:17,054 under her watch, for example. That would be the confidential 281 01:23:17,075 --> 01:23:21,860 nature of any procurement in that manner. Makes sense. Subject 282 01:23:21,860 --> 01:23:23,460 matter expert. You want to - Not that I plan 283 01:23:23,561 --> 01:23:29,698 to do that. Patricia, jeez. Very good. Um, and I 284 01:23:29,698 --> 01:23:32,818 guess another question I will ask if there's none other, 285 01:23:32,818 --> 01:23:34,818 some committees, uh, and I know the answer, but it's 286 01:23:34,818 --> 01:23:38,978 a loaded question, but why five years? Why not 10? 287 01:23:38,978 --> 01:23:41,698 Why not infinity when we have somebody who's possibly conducted 288 01:23:41,738 --> 01:23:44,738 some kind of fraud or negligence as you described for 289 01:23:44,919 --> 01:23:50,872 suspension. Thank you, through the chair. Um, it is a 290 01:23:50,872 --> 01:23:53,272 good question. Uh, we do want to do still an 291 01:23:53,312 --> 01:23:57,272 environmental scan and see what are the municipalities are doing, 292 01:23:57,272 --> 01:24:00,392 um, and look at some case law. Um, just working 293 01:24:00,432 --> 01:24:05,353 with our legal services. There is some opinion that once 294 01:24:05,454 --> 01:24:09,253 a vendor has done the actions to repair, you know, 295 01:24:09,253 --> 01:24:11,353 you've done your time, so to speak. What have they 296 01:24:11,393 --> 01:24:16,233 taken? And if that satisfies the region or the organisation, 297 01:24:16,233 --> 01:24:18,793 that there is a fairness to still then continue on 298 01:24:19,054 --> 01:24:23,833 and have an end point to that banning. But we 299 01:24:23,854 --> 01:24:25,833 still have to do a bit of research to see 300 01:24:25,934 --> 01:24:28,313 if they're truly is a case that it should be 301 01:24:28,574 --> 01:24:33,338 a life ban. Um, but we are seeing preliminary. It's 302 01:24:33,338 --> 01:24:36,688 anywhere between one and five years. And a second question 303 01:24:36,869 --> 01:24:41,728 would be. So let's say, um, Acme, ink, decided to 304 01:24:41,768 --> 01:24:45,468 do something nefarious with, uh, of reach and appeal. Uh, 305 01:24:45,669 --> 01:24:48,498 and then they opened up a subcompany. Would we have 306 01:24:48,538 --> 01:24:51,458 the ability to track that and know that the two 307 01:24:51,479 --> 01:24:53,858 are linked and thereby not do business with a new 308 01:24:53,879 --> 01:24:59,135 subcompany. Yeah, the ways, um, I mean, the easiest way 309 01:24:59,236 --> 01:25:02,015 we usually contact our legal services and they do a 310 01:25:02,116 --> 01:25:06,235 business search if they're using the same GST number, um, 311 01:25:06,356 --> 01:25:08,335 then we can see the connection. If it has the 312 01:25:08,335 --> 01:25:13,215 same, maybe, uh, president, um, we do look at those 313 01:25:13,255 --> 01:25:18,735 things today. And we even without having a standard approach. 314 01:25:18,735 --> 01:25:21,455 But I suspect there's always probably ways that they can 315 01:25:21,556 --> 01:25:24,452 get away. What the difference here is that we have 316 01:25:24,713 --> 01:25:28,612 things in our terms and conditions that can terminate contracts. 317 01:25:28,612 --> 01:25:30,192 But this is really going to put out in the 318 01:25:30,192 --> 01:25:32,532 forefront that they're signing up for it so that they 319 01:25:32,532 --> 01:25:35,972 know that anytime they could be suspended and these are 320 01:25:35,972 --> 01:25:38,332 the periods of time and it'd be a committee. So 321 01:25:38,953 --> 01:25:41,172 there are always ways, I think, that people can try 322 01:25:41,193 --> 01:25:44,452 to skirt or get through, but I think this adds 323 01:25:44,492 --> 01:25:47,252 another layer of us being able to detect that sooner. 324 01:25:48,509 --> 01:25:50,728 Okay. Good to hear. And I see RAG's nodding in 325 01:25:50,728 --> 01:25:52,968 the background there. By the way, I heard Acme makes 326 01:25:52,968 --> 01:25:55,288 some really terrible products. They're very defective and the movie 327 01:25:55,309 --> 01:25:59,953 coming out of. Okay. Uh, any questions from committee? Last 328 01:25:59,953 --> 01:26:03,953 chance? No. We're seeing head shake. Okay. Memory. I'll ask 329 01:26:03,953 --> 01:26:06,513 you to put that forward. Very good. All in favor. 330 01:26:07,159 --> 01:26:11,378 All right. And I believe we got 5. 3 assistance 331 01:26:11,418 --> 01:26:19,485 payment oversight monitoring is up next. And Anila. Come on 332 01:26:19,525 --> 01:26:24,918 down. And over to you when you're ready. 333 01:26:44,322 --> 01:26:48,731 Our time is a charm. Now I have Elizabeth Stortey 334 01:26:48,992 --> 01:26:51,691 to co - present the results of the Assistance payment 335 01:26:51,952 --> 01:26:56,651 oversight and monitoring audit. Completed in collaboration with housing services. 336 01:26:57,792 --> 01:27:02,571 This audit focused on controls over housing related financial assistance 337 01:27:02,611 --> 01:27:08,469 payments. And assessed weather management, oversight was effective in ensuring 338 01:27:09,290 --> 01:27:16,010 client eligibility. Appropriate approvals and monitoring of program expenditures. Today 339 01:27:16,671 --> 01:27:20,630 we will provide an overview of the audit objectives. Scope. 340 01:27:22,379 --> 01:27:31,866 Key observations and managements planned and completed corrective actions. At 341 01:27:31,906 --> 01:27:36,506 the time of the audit, internal controls were not overall 342 01:27:36,687 --> 01:27:42,658 effective. To oversee and monitor housing related financial payments to 343 01:27:42,919 --> 01:27:50,199 clients in ensuring, compliance with internal eligibility criteria. In preventing 344 01:27:50,239 --> 01:27:55,705 the potential for funds being used for unintended purposes. There 345 01:27:55,745 --> 01:28:00,425 is a need to strengthen management oversight in areas, including 346 01:28:00,606 --> 01:28:08,074 payment approvals. Client eligibility at reassessments. Banking information handling and 347 01:28:08,074 --> 01:28:17,210 system access. Housing services is responsible for administering 348 01:28:17,871 --> 01:28:23,204 housing and homelessness programs. That provide financial assistance and housing 349 01:28:23,465 --> 01:28:29,400 support to residents across PEAL region. Due to the volume 350 01:28:29,581 --> 01:28:34,280 of financial assistance provided. And the importance of ensuring funds 351 01:28:34,381 --> 01:28:38,920 are directed to eligible clients. Housing services was selected for 352 01:28:38,941 --> 01:28:44,681 this review. This audit represent phase one of the internal 353 01:28:44,702 --> 01:28:50,121 audits review of assistance payment controls. Phase two will focus 354 01:28:50,161 --> 01:28:55,514 on income and social supports processes and controls. Thank you, 355 01:28:55,514 --> 01:28:58,694 Anila. As Anila stated at the time of the audit 356 01:28:59,115 --> 01:29:02,967 controls related to client payments were not satisfactory. The issuance 357 01:29:02,967 --> 01:29:05,287 of funds to clients is a core component of our 358 01:29:05,327 --> 01:29:09,047 service and helps us ensure that housing is both obtained 359 01:29:09,308 --> 01:29:12,487 and maintained for those most in need. The housing leadership 360 01:29:12,508 --> 01:29:15,527 team welcomes these observations and has taken action to address 361 01:29:15,628 --> 01:29:19,979 them. It has also signalled housing services to review other 362 01:29:20,000 --> 01:29:23,979 areas of financial investment to ensure monitoring and audit controls 363 01:29:24,000 --> 01:29:31,779 are effective. The objective of the audit was to determine 364 01:29:32,760 --> 01:29:37,379 whether management of housing services has implemented effective controls to 365 01:29:37,560 --> 01:29:43,536 oversee and monitor financial payments made to clients. The audit 366 01:29:43,576 --> 01:29:48,176 also evaluated with the such oversight and monitoring were effective 367 01:29:48,677 --> 01:29:53,473 in ensuring compliance with internal eligibility criteria. And preventing distribution 368 01:29:53,494 --> 01:29:59,793 of funds for unintended purposes. Specifically the audit focused on 369 01:30:00,134 --> 01:30:05,713 assessing that payment approvals and eligibility decisions were supported with 370 01:30:05,814 --> 01:30:11,934 required documentation on client files. Management oversight and review of 371 01:30:12,035 --> 01:30:18,839 financial assistance decisions to clients were effective. In identifying noncompliance 372 01:30:18,860 --> 01:30:25,305 and anomalies. Financial monitoring processes for the overall spending of 373 01:30:25,406 --> 01:30:31,171 funds were appropriately designed and followed. And finally, internal control 374 01:30:31,272 --> 01:30:37,171 procedures in place were effective in guiding assistance processes as 375 01:30:37,171 --> 01:30:46,094 well as monitoring user activity within the systems. The audit 376 01:30:46,115 --> 01:30:51,934 focus on T2 key processes, sorry, the audit focuses on 377 01:30:52,275 --> 01:30:56,659 two key housing services programs. First, needs - based subsidy. 378 01:30:57,473 --> 01:31:03,453 Which provides ongoing rent assistance. And second, housing stability fund, 379 01:31:03,453 --> 01:31:07,533 which provides one - time financial assistance to support housing 380 01:31:07,794 --> 01:31:13,344 stability. The audit scope covered the period from January 1st, 381 01:31:13,384 --> 01:31:20,073 2023, through June 30, 2025. And included detailed review of 382 01:31:20,254 --> 01:31:25,421 select client files. Payment transactions and supporting records. 383 01:31:34,810 --> 01:31:40,229 Procedures for existing processes. The first group of observations relates 384 01:31:40,229 --> 01:31:45,703 to the process documentation and governance. We noted opportunities to 385 01:31:45,964 --> 01:31:51,703 strengthen procedures involving conflict of interest and applications involving PEL 386 01:31:51,703 --> 01:31:58,741 regions employees. Documentation and security of prioritization tools used to 387 01:31:58,842 --> 01:32:04,706 identify high - need clients. Formal procedures to client ruffles 388 01:32:04,807 --> 01:32:09,903 to private landlords. And formalization of monthly that are review 389 01:32:09,924 --> 01:32:15,423 and clean up activities. Operational practices existed in some cases. 390 01:32:16,130 --> 01:32:20,669 They were not always formally documented, approved or consistently applied. 391 01:32:22,911 --> 01:32:26,703 To address these concerns, housing has completed the following. The 392 01:32:26,884 --> 01:32:30,063 PEALE region staff applications for housing supports policy has been 393 01:32:30,084 --> 01:32:34,609 developed. This policy speaks to the identification, declaration, and management 394 01:32:34,630 --> 01:32:38,529 of actual and perceived conflicts of interest. And speaks directly 395 01:32:38,550 --> 01:32:42,209 how to handle an application from appeal employee. The housing 396 01:32:42,310 --> 01:32:46,289 stability program policy clearly establishes roles and responsibilities related to 397 01:32:46,310 --> 01:32:50,769 eligibility, assessment, decision - making, and conflict of interest. The 398 01:32:51,030 --> 01:32:53,649 needs - based subsidy policy has been revised to reflect 399 01:32:53,750 --> 01:32:57,576 the previous two - mentioned policies. It details the purpose, 400 01:32:57,576 --> 01:33:01,056 objective, and criteria for the administration of subsidy based on 401 01:33:01,197 --> 01:33:05,681 need. In addition, and currently underway. The core housing knee 402 01:33:05,681 --> 01:33:10,161 policy, the methodology used to identify and prioritize those in 403 01:33:10,161 --> 01:33:13,281 greatest need is currently under review and a power BI 404 01:33:13,321 --> 01:33:17,349 report is being developed to assist in client identification. Upon 405 01:33:17,370 --> 01:33:21,749 completion, processes, procedures, and training, as well as permission regulation 406 01:33:21,770 --> 01:33:25,029 will be put in place. Procedures and training are being 407 01:33:25,050 --> 01:33:27,189 to develop to support the by - name list policy 408 01:33:27,370 --> 01:33:30,747 in its administration. This process supports housing clients who are 409 01:33:30,768 --> 01:33:34,667 experiencing homelessness, whereas the A4 mentioned policy on core housing 410 01:33:34,688 --> 01:33:38,488 need. Supports those that are precariously housed and on our 411 01:33:38,528 --> 01:33:41,448 end or on our centralized wait list. Training has been 412 01:33:41,448 --> 01:33:44,088 updated and administered to reflect the above note of policy 413 01:33:44,128 --> 01:33:49,448 changes and subsequent procedural changes as well. A reinforcement plan 414 01:33:49,469 --> 01:33:52,568 has been developed, which includes an audit component and leaders 415 01:33:52,669 --> 01:33:55,848 in housing have been trained. All of the above action 416 01:33:55,869 --> 01:34:00,008 will support the integrity of housing's data, ensuring client records, 417 01:34:00,048 --> 01:34:04,754 housing records, and subsidy payments are administered within policy. In 418 01:34:04,775 --> 01:34:08,114 addition, a monthly audit review process has been established and 419 01:34:08,154 --> 01:34:14,814 audited mated to improve consistent and oversight. The second theme 420 01:34:15,235 --> 01:34:20,734 relates to management oversight and monitoring controls. These observations were 421 01:34:20,915 --> 01:34:24,814 assessed as high risk because they involved key financial and 422 01:34:24,854 --> 01:34:30,950 eligibility controls. The most significant findings included lack of independent 423 01:34:30,990 --> 01:34:34,950 review of banking information changes for need - based subsidy 424 01:34:34,990 --> 01:34:43,847 recipients. Delayed are missing annual eligibility reassessments. In our samples 425 01:34:43,948 --> 01:34:49,785 showed no evidence of reassessment. Limited monitoring of user access 426 01:34:49,806 --> 01:34:55,856 privileges and system activity within the system. Weak supervised recontrols 427 01:34:56,277 --> 01:35:01,262 over housing stability funds payments under 5, 000. In our 428 01:35:01,302 --> 01:35:05,662 sample, about 68 percent of payments lacked sufficient supporting documents. 429 01:35:06,643 --> 01:35:13,150 These observations highlight the need for stronger supervisory review. Monitoring 430 01:35:13,331 --> 01:35:18,332 and documentation controls. To address the observations noted, regarding needs 431 01:35:18,513 --> 01:35:22,812 - based subsidy housing will implement enhanced verification and oversight 432 01:35:22,833 --> 01:35:25,932 controls for the creation of new PEs and changes to 433 01:35:26,033 --> 01:35:29,891 direct - positive information. Examples include a landlord verification process 434 01:35:30,872 --> 01:35:33,411 and a process to improve the timely actioning of returned 435 01:35:33,592 --> 01:35:37,819 mail. The eligibility assessment and reassessment controls are being strengthened 436 01:35:37,840 --> 01:35:41,419 through file audit documentation as well. Training has been updated 437 01:35:41,760 --> 01:35:45,317 and expectations have been reinforced with staff and leadership. This 438 01:35:45,418 --> 01:35:49,538 work will be completed by December of 2026. For HSF 439 01:35:49,559 --> 01:35:54,258 payments, by October, management will have strengthened oversight and monitoring 440 01:35:54,359 --> 01:35:58,818 controls. Through enhanced audit requirements, targeted risk - based reviews 441 01:35:59,399 --> 01:36:01,618 and system controls that will flag payments that do not 442 01:36:01,719 --> 01:36:06,257 meet program eligibility. A check pickup procedure and check pickup 443 01:36:06,518 --> 01:36:09,983 tracker were created in July of 2026. Staff have been 444 01:36:10,023 --> 01:36:13,503 trained and a memorand of understanding between housing and income 445 01:36:13,543 --> 01:36:16,223 and social supports has been updated to reflect this standard. 446 01:36:17,015 --> 01:36:19,954 We thank ISS for its quick response to these audit 447 01:36:19,954 --> 01:36:22,594 findings, and we will continue to work together to ensure 448 01:36:22,695 --> 01:36:27,474 compliance. Lastly, by December 2026, a formal user - assessment 449 01:36:27,495 --> 01:36:31,074 management and monitoring process for Salesforce will be developed to 450 01:36:31,095 --> 01:36:36,519 strengthen security over Kline Information. Housing inventory and payment processes. 451 01:36:36,860 --> 01:36:40,039 This will be reviewed by annually to ensure alignment with 452 01:36:40,300 --> 01:36:44,279 job responsibility changes. Salesforce audit an activity reports will also 453 01:36:44,319 --> 01:36:50,544 be reviewed to identify high - risk functions. The final 454 01:36:50,805 --> 01:36:55,504 set of observations focused on financial monitoring and reconciliation activities. 455 01:36:56,245 --> 01:37:01,904 Housing Stability Fund Expenditures exceeded budget each year reviewed, ranging 456 01:37:01,904 --> 01:37:07,264 from approximately 26 percent to 46 percent over budget. While 457 01:37:07,365 --> 01:37:13,904 management attributed this to increasing housing pressures within PEAL, internal 458 01:37:13,944 --> 01:37:18,864 audit noted, opportunities to strengthen analytical review of spending trends 459 01:37:19,045 --> 01:37:25,147 and payment activity. Or it also identified the disbursement records 460 01:37:25,187 --> 01:37:31,533 were not reconciled directly to banking rackets. An enhanced financial 461 01:37:31,554 --> 01:37:36,273 monitoring plan has been implemented. That defines steps to analyse, 462 01:37:36,273 --> 01:37:42,873 record, and report on financial payments, trends, anomalies. And overall 463 01:37:42,894 --> 01:37:46,793 budget expenditures. This information is reviewed monthly and quarterly with 464 01:37:46,833 --> 01:37:49,993 our finance business partners and documented in our financial narrative 465 01:37:50,574 --> 01:37:56,153 to inspenditures align with budget. Reconciliation between bankroids and sales 466 01:37:56,193 --> 01:37:59,753 force has been enhanced through daily and monthly reconciliation and 467 01:37:59,793 --> 01:38:04,287 monitoring. Recording within a financial narrative as well in partnership 468 01:38:04,327 --> 01:38:07,647 with our financial business partners. An example is the review 469 01:38:07,647 --> 01:38:11,047 of daily sales force reports of issue checks cross - 470 01:38:11,047 --> 01:38:19,185 reference with information oftained from RBC Express. In conclusion, at 471 01:38:19,286 --> 01:38:23,425 the time of Audit, internal controls were not overall effective 472 01:38:23,766 --> 01:38:27,345 to oversee and monitor financial payments to clients in ensuring 473 01:38:28,166 --> 01:38:32,821 compliance with internal eligibility criteria. And preventing the potential for 474 01:38:33,002 --> 01:38:36,453 funds being used for unintended purposes. There is a need 475 01:38:36,554 --> 01:38:42,377 to strengthen management oversight in areas, including payment approval. Client, 476 01:38:42,398 --> 01:38:47,694 eligibility, reassessment. Banking information handling and system access and activity. 477 01:38:49,217 --> 01:38:53,436 Management has developed or completed action plans since the conclusion 478 01:38:53,476 --> 01:38:58,456 of the audit to address the RESC's identified. This concludes 479 01:38:58,456 --> 01:39:01,416 our presentation and we are happy to take any questions. 480 01:39:02,637 --> 01:39:05,496 Okay, I'll open it up to committee members first. There's 481 01:39:05,496 --> 01:39:13,063 any questions members. I could climb down a few rabbit 482 01:39:13,063 --> 01:39:15,543 holes here, but I guess maybe I'll ask one where, 483 01:39:15,543 --> 01:39:18,663 uh, you're talking about enhancing the reconciliations between the bank 484 01:39:18,663 --> 01:39:22,183 statements and the FONSO going. Who's going to perform the 485 01:39:22,204 --> 01:39:25,143 reconciliation? Is it finance or is it the department? It 486 01:39:25,244 --> 01:39:28,103 is the program area in partnership with our finance area. 487 01:39:30,841 --> 01:39:33,220 Okay, and you said, what was the frequency again? You 488 01:39:33,220 --> 01:39:35,140 were going to do? There are daily audits that are 489 01:39:35,180 --> 01:39:36,980 done to cross - reference payments that go out on 490 01:39:36,980 --> 01:39:38,660 a daily basis and then there's also a series of 491 01:39:38,841 --> 01:39:43,062 monthly audits as well. Okay. And what will be the 492 01:39:43,102 --> 01:39:47,597 escalation method. When the differences that occur. They'll be on 493 01:39:47,597 --> 01:39:49,677 a daily method. There'll be immediately escalated to the manager 494 01:39:49,698 --> 01:39:52,797 for consideration for discussion across with our business finance partners 495 01:39:53,458 --> 01:39:55,517 and on the monthly basis LBS leaded to the director 496 01:39:55,538 --> 01:39:57,997 level as well if they, if the seriousness requires such. 497 01:39:58,178 --> 01:40:00,877 Okay, and I guess you've got financial thresholds around all 498 01:40:00,917 --> 01:40:05,277 that. Um, supervisors have financial thresholds and then anything above 499 01:40:05,317 --> 01:40:08,836 that goes forward to the manager for approval. And that's 500 01:40:08,836 --> 01:40:12,756 where we stop within the limits of the programs. Okay. 501 01:40:13,097 --> 01:40:17,396 And you also mentioned about check pickup. Do we do 502 01:40:17,417 --> 01:40:20,815 still a substantial amount of physical check. For the, um, 503 01:40:22,376 --> 01:40:26,938 we do, um, solely check pickup. Okay. We are working 504 01:40:27,199 --> 01:40:29,978 towards an automated system that is on our technology list 505 01:40:30,018 --> 01:40:32,939 of projects. Um, and we would work with ISS and 506 01:40:32,979 --> 01:40:35,579 partnership on that process because that actual process is managed 507 01:40:35,619 --> 01:40:38,747 by them. Check pickup window and human services. So is 508 01:40:38,747 --> 01:40:41,707 that our internal challenge with systems or is that also 509 01:40:42,128 --> 01:40:45,947 what the applicants are looking for because they're unbanked? It 510 01:40:45,968 --> 01:40:52,587 is a priority on our IT work plan. All right. 511 01:40:52,627 --> 01:40:58,951 And I see I've triggered member Emmerick. Go ahead. Oh, 512 01:40:59,052 --> 01:41:00,791 commissioner, did you want to hop in first or would 513 01:41:00,791 --> 01:41:06,525 you. See the chair? Just on that last point, it 514 01:41:06,525 --> 01:41:10,785 is the, uh, recipients discretion as to whether or not 515 01:41:10,785 --> 01:41:15,026 they want to participate in an automatic. Deposit or check 516 01:41:15,207 --> 01:41:19,026 pickup. As you noted, some are do not belong to 517 01:41:19,127 --> 01:41:22,027 a bank. But some do wish to pick that up. 518 01:41:22,067 --> 01:41:27,187 We always encourage individuals to take the direct deposit. We 519 01:41:27,187 --> 01:41:30,247 help them with any identification issues that they have, get 520 01:41:30,247 --> 01:41:32,727 them set up with the bank of their choice, let 521 01:41:32,727 --> 01:41:35,587 them know what their options are within the community. We 522 01:41:35,587 --> 01:41:37,867 really encourage them to do that. Otherwise, they're going to 523 01:41:38,128 --> 01:41:40,987 a third party COT check caching, which we know is 524 01:41:41,027 --> 01:41:45,627 very, very expensive. Um, to them, um, and, um, so 525 01:41:45,627 --> 01:41:48,187 we really do that. But the reason we still have 526 01:41:48,448 --> 01:41:52,507 check pickup and Czech production is because individuals have said, 527 01:41:52,507 --> 01:41:55,547 I don't want or they end up opting out for 528 01:41:55,648 --> 01:42:00,647 a variety of reasons of automatic deposits. So unfortunately, um, 529 01:42:01,088 --> 01:42:04,027 it's still going to be, hopefully a small percentage of 530 01:42:04,067 --> 01:42:06,427 the work that we do and how we issue it. 531 01:42:06,427 --> 01:42:09,387 And we really do encourage individuals to, to get onto 532 01:42:09,408 --> 01:42:12,827 that automated process for their own protection and to ensure 533 01:42:12,867 --> 01:42:15,067 that they're getting all the funds that, that are due 534 01:42:15,067 --> 01:42:17,813 to them. Thank you, Commissioner. That was some of what 535 01:42:17,813 --> 01:42:20,053 I was thinking and more than I had thought to 536 01:42:20,093 --> 01:42:23,333 myself as well. Cause yeah, that's a real challenge I 537 01:42:23,333 --> 01:42:26,581 can think. And also checks go missing. Checks get damaged. 538 01:42:26,581 --> 01:42:28,661 And then for reconciliation, you get checks that never get 539 01:42:28,701 --> 01:42:31,221 cached. And then the physical cost of producing them in 540 01:42:31,221 --> 01:42:33,688 the first place. All right. Um, memo Emmerick. Go for 541 01:42:33,789 --> 01:42:38,095 you. Thank you through you, Mr. Chair. You mentioned monitoring 542 01:42:38,276 --> 01:42:43,295 user activity. It'd be audited using Salesforce Audit tools. That 543 01:42:43,335 --> 01:42:46,175 answered part of my question. Second part is will audit 544 01:42:46,175 --> 01:42:49,595 be involved in helping to review or configure those, uh, 545 01:42:49,796 --> 01:42:56,773 audit triggers? Yes. Weekend for what. Through you chair. We 546 01:42:56,773 --> 01:42:59,773 can provide advice on the processes that they have created 547 01:43:00,994 --> 01:43:06,746 and work with them. Thank you. All right. Some good 548 01:43:06,786 --> 01:43:12,505 questions. I don't see any more. So motion two accept. 549 01:43:12,505 --> 01:43:16,184 Emmer Emmerich. Very good. All in favor. Excellent. All right. 550 01:43:16,224 --> 01:43:20,529 We have one last item. 5. 4 status of 2026 551 01:43:20,710 --> 01:43:25,270 internal audit risk based on work plan. Jennifer, over to 552 01:43:25,270 --> 01:43:35,207 you. Thank you through the chair. I 553 01:43:35,247 --> 01:43:38,487 just wanted to, uh, provide a few words, um, on 554 01:43:38,487 --> 01:43:43,287 the report before you. It's, uh, September. So we're at 555 01:43:43,388 --> 01:43:46,647 almost 75 percent of the year. And my team has 556 01:43:46,908 --> 01:43:50,407 had a successful year in terms of their progress on 557 01:43:50,508 --> 01:43:55,367 our 2026 work plan. We have or will have started 558 01:43:56,268 --> 01:44:00,007 all projects that are possible for us to start as 559 01:44:00,007 --> 01:44:03,667 indicated in the Appendix to the report. And as, uh, 560 01:44:03,788 --> 01:44:06,407 Nick has also talked about, uh, his team is going 561 01:44:06,407 --> 01:44:10,487 to be doing the community investment program audit, um, was 562 01:44:10,588 --> 01:44:13,907 on the initial work plan, uh, for internal audit. And 563 01:44:13,907 --> 01:44:17,447 then, uh, we also have a project around, uh, quality 564 01:44:17,628 --> 01:44:21,527 assurance, a limited quality assurance review work for the next 565 01:44:21,628 --> 01:44:26,007 phase of the SAP implementation. And we await when that, 566 01:44:26,047 --> 01:44:30,567 that work progresses to start to provide our quality assurance, 567 01:44:30,567 --> 01:44:32,807 uh, on that, on that project. So that has not 568 01:44:32,908 --> 01:44:35,868 commenced at this time. But otherwise, we are, uh, on 569 01:44:35,889 --> 01:44:38,588 pace to start all the remaining projects in the work 570 01:44:38,689 --> 01:44:43,064 plan. Thank you. Excellent to hear any questions. I don't 571 01:44:43,104 --> 01:44:47,144 believe so. Thank you and Chair Anicua will, uh, we'll 572 01:44:47,144 --> 01:44:49,533 move that. Very good. Well, that brings us to the 573 01:44:49,573 --> 01:44:51,933 end of our discussion. I just want to say this. 574 01:44:51,933 --> 01:44:53,513 The last meeting we're going to have in this, uh, 575 01:44:53,714 --> 01:44:56,173 you know, uh, memo Emmerick, you have a comment before 576 01:44:56,213 --> 01:45:04,072 we go. It's been four years and I still have 577 01:45:04,112 --> 01:45:07,868 trouble with the speaker. No, I just wanted to, uh, 578 01:45:07,909 --> 01:45:10,688 to thank you and the elected members of the, of 579 01:45:10,728 --> 01:45:13,648 the committee for allowing me to participate these last few 580 01:45:13,688 --> 01:45:17,008 years. It's been an interesting experience. I found it quite, 581 01:45:17,109 --> 01:45:21,248 quite, uh, challenging at times. And I feel it's been 582 01:45:21,288 --> 01:45:23,488 a good experience. Staff may not be able the same 583 01:45:23,488 --> 01:45:27,359 way. But, uh, but, but I certainly do. And, and 584 01:45:27,380 --> 01:45:30,159 one other thing, because it is, uh, an election year, 585 01:45:30,159 --> 01:45:35,119 I do want to congratulate all candidates, both incumbents and 586 01:45:35,300 --> 01:45:38,399 those hopefuls looking for a position. They've put their names 587 01:45:38,420 --> 01:45:42,139 forward. Takes a great deal of courage. Uh, shows, uh, 588 01:45:42,740 --> 01:45:46,239 willingness for public service. And you should all be congratulated, 589 01:45:46,239 --> 01:45:49,839 whether successful or not. So good luck with everything. Thank 590 01:45:49,879 --> 01:45:52,319 you very much. That's very kind of you to say. 591 01:45:52,319 --> 01:45:54,159 And with the wisdom of our public, maybe we'll be 592 01:45:54,159 --> 01:45:57,690 back, hopefully, for those who are trying. And I just 593 01:45:57,690 --> 01:46:00,250 want to thank the staff, uh, both the internal audit 594 01:46:00,290 --> 01:46:02,010 staff, uh, you know, I've worked with you the most 595 01:46:02,191 --> 01:46:04,810 over the last couple of years. You've always been fantastic. 596 01:46:04,810 --> 01:46:06,890 The senior leadership staff. Thank you for all your support 597 01:46:06,991 --> 01:46:08,970 on all the different files and all the different audits 598 01:46:09,010 --> 01:46:12,650 that have come through your departments. Greatly appreciated. And our 599 01:46:12,650 --> 01:46:14,970 new auditor general, Nick, it's been good to the short 600 01:46:14,970 --> 01:46:17,130 period of time. We've had the chance to work together. 601 01:46:17,130 --> 01:46:18,650 And, you know, in the support staff who make the 602 01:46:18,650 --> 01:46:21,762 meetings happen. And who give us nudges when we need 603 01:46:22,583 --> 01:46:24,722 chairs, appreciate that kind of thing, don't they, Mr. Chair? 604 01:46:25,063 --> 01:46:27,362 All right. And with that, I will, uh, call the 605 01:46:27,383 --> 01:46:30,562 meeting to close. And I will see you in 2027. 606 01:46:30,562 --> 01:46:32,056 Fingers crossed. Thank you. Bye - bye.