Language selection

2018–2019 AEC annual report to the Commissioner of lobbying

Table of contents


Introduction

OCL’s Audit and Evaluation Committee (AEC) continues to be an active component of the Office’s governance and stewardship regime. AEC provides objective advice and recommendations to the Commissioner on a full range of management issues as well as on the adequacy and functioning of the Office’s governance, risk management, and control frameworks and processes. AEC is accountable to the Commissioner.

Pursuant to Section 8 of its Terms of Reference, the Committee prepares an annual report to the Commissioner. The purpose of the annual report of the Audit and Evaluation Committee is to:

  • summarize the Committee's key activities undertaken and the overall results of its review;
  • provide the Committee's assessment of the Office's system of internal controls;
  • highlight significant concerns the Committee may have in relation to the risk management, controls and governance framework and processes of the Office;
  • provide the Committee's advice regarding issues related to internal audit, program evaluation and performance measurement;
  • provide, as needed, recommendations for the improvement of risk management, controls and governance framework and processes, including recommendations for the improvement of internal audit and program evaluation at the Office; and
  • provide such other information that the Committee deems important to best convey a high-level summary of its activity and results.

Purpose

The Committee is an advisory body to the Commissioner. It provides the Commissioner with independent, objective guidance, advice and assurance regarding risk management, the control framework, audit, evaluation, performance measurement and reporting practices.

The work of the Committee is informed by Treasury Board Secretariat (TBS) / Office of the Comptroller General (OCG) policies in these areas. The Committee carries out its responsibilities through the thoughtful and rigorous implementation of its Terms of Reference.

Committee

During the fiscal year 2018-19, AEC consisted of three external members and the Commissioner, as an ex-officio member. Mr. Michael J. McLaughlin, FCPA, FCMA, and Mr. Alan Winberg, Ph.D., C.E. (Committee Chair) continued to serve as external members. Mr. Michael Nelson, B.A.Sc., M.B.A., joined the Committee in January, 2019.

Qualifications of members

The collective skills, knowledge and experience of the AEC members are such that the Committee is able to competently and effectively undertake its duties. The Members of the AEC are independent and free of any real or perceived conflict of interest.

Meetings held

Pursuant to its Terms of Reference and the guidance issued by the OCG, AEC meets in regular sessions, as well as in-camera.

In the fiscal year beginning April 1, 2018 and ending March 31, 2019, the AEC met on the following dates: April 10, 2018; June 27, 2018; July 11, 2018; October 16, 2018; and, January 10, 2019.

At the meeting that was held July 11, 2018, Members met with officials of Office of the Auditor General (OAG) to review and discuss the results of their annual audit of the OCL financial statements.

Responsibilities and duties

Terms of Reference: The AEC Terms of Reference identifies the roles and responsibilities of the Committee. The AEC Terms of Reference are available on the OCL website.

Orientation to the work of the Office: In the course of attending meetings of this Committee, reviewing OCL documentation and operations, and providing advice to the Commissioner, external members have acquired a deep knowledge and understanding with respect to the issues facing OCL. In view of the ongoing meetings and deliberations of the Committee, members of AEC feel that they have a very good knowledge of the operations of the Office, the overall workplace environment, the key public policy issues related to the Lobbying Act, and the key risks and day-to-day risk mitigation strategies in place in the Office.

AEC Annual Plan: The Chair presented a set of dates for meetings planned over the next fiscal year and a planned agenda for each of those meetings, based on the agendas we have used in past years. Four meetings are expected to be held over the next twelve months, covering the areas of responsibility set out in the Terms of Reference. The Committee has the practice of confirming the dates of each of our meetings 12 months into the future. This forward planning has worked well to date.

The dates planned for our future meetings are:

  • Tuesday, April 10, 2019 (meeting was held as planned)
  • Date to be confirmed: June, 2019 (Teleconference is planned to review financial statements)
  • Wednesday July 10, 2019 (including OAG meeting)
  • Tuesday, October 15, 2019
  • Thursday, January 9, 2020
  • Thursday, April 9, 2020
  • June 2019 (Teleconference is planned to review financial statements)
  • Wednesday, July 8, 2020

AEC Self-Assessment: Pursuant to our Terms of Reference and consistent with guidelines issued by the OCG, each year we plan to undertake a self-assessment. We completed our 2018-2019 self-assessment April 10, 2019. As set out in the Committee's Terms of Reference, we have adopted the practice of reporting the results of this self-assessment in a confidential report to the Commissioner.

2018-2019 highlights

We are honoured to continue to provide advice to the Commissioner as she carries out her mandate.

Our work over the past year noted the ongoing application of measures in regard to governance, risk management, accountability and control. Over the past 12 months, we have provided advice to the Commissioner regarding these matters, including emerging initiatives and priorities.

Support and advice to the Commissioner: We provided the Commissioner with our advice with regard to internal audit, external audit by the Auditor General, program evaluation, performance measurement, risk management, implementation of the strategic plan for the Office, and departmental plans, financial, and management issues.

Reviewing and providing timely advice on corporate reports: We provided timely review of financial and corporate reports, including financial statements, Quarterly Financial Reports, Estimates reports (DP and DRR), Public Accounts, and other performance reporting.

Advice regarding financial statements and accounting issues: We provided timely independent advice to the Commissioner and the Chief Financial Officer on technical matters related to financial statements, and accounting issues.

Advice regarding resourcing challenges: We provided timely independent advice with regard to resourcing challenges faced by the Office for continued effective and efficient operations, linked to the exceptional expenditures due to the end-of-lease and the office relocation.

In-camera sessions: In addition, at in-camera sessions we reviewed documentation, met with the Chief Financial Officer and senior managers, discussed accountability reporting and organizational issues and provided advice to the Commissioner.

Key issues to be considered over the coming year

During the course of our work over the next 12 months, the Committee will continue to review these matters and the work underway to implement the priorities of the Commissioner as noted in the three-year strategic plan for the Office.

The Committee plans to provide advice to the Commissioner with regard to:

  • risks related to the planning and/or implementation of the priorities and initiatives noted in the Commissioner's strategic plan;
  • risks related to the limited amount of resources, and to securing additional budget to advance priorities and initiatives;
  • advice for the planning, implementation and reporting of internal audits, program evaluations, and other review matters;
  • advice regarding information management and information technology;
  • advice regarding the performance measures used and reported by the Office; and,
  • advice for the successful implementation of the move to the new location for the Office.

In addition to delivering on its formal mandate, in-camera meetings with the Commissioner, Chief Financial Officer, and OCL executives provide an opportunity for the AEC to serve as a sounding board for the Commissioner on issues, initiatives, and priorities where the AEC members can provide advice or a unique external perspective.

Conclusion

Our work has been made easier by the strong working relationship with you and your executive team. We would like to thank all of your executive team for their thoughtful participation in meetings, and for their support and collaboration.

The Committee wishes to note the significant work completed by the Office to establish its systems and structures and to have operations running well. We continue to be impressed by the dedication of the Office to sound management practices and to its careful and thoughtful management of its limited financial resources and people. We are of the view that OCL is managing well its limited budget.

The Office is operating with significant financial constraints and these may limit implementation of needed improvements to its programs and activities, and in particular, its plans to improve outreach and education, to document and improve its investigations procedures, and to modernize the registry and other IT systems. We will provide our best independent advice regarding these resourcing challenges and the potential to secure additional resourcing as and when appropriate.

We look forward to continuing our excellent relationship and to offering independent and objective advice, guidance and assurance to the Commissioner on the adequacy of risk management, control and accountability processes for the important work carried out by the Office.

We are proud of the role we play in supporting and strengthening stewardship in the Office and are pleased to have been able to contribute over the past year. As you continue to implement the strategic priorities, and take steps to secure the incremental resources which are required to maintain efficient and effective operations, we will be ready to respond to any requests for advice and support that you deem important.


Appendix

Biographical notes AEC members

Report a problem on this page
Please select all that apply:
Date modified: