2006 Audit Recommendations  -  Status Tracking 
  Document 3
  Audit:  Building Permits and Inspection Processes  (Lead: Nancy Schepers)        
  Audit Recommendation Management Response  Budget Implications 2008 or Beyond Related Council Motions Status Update / Comments  
             
    Audit Management Response Action Required Based on DCM Implementation Plan   Management Timelines    (Q1- Q4) ($$ if known)   (Status, risks, issues regarding implementation, etc)
1 That BSB formally review, assess, prioritize, and document its significant risks; revise the risk management strategy; and ensure staff are trained in the risk management strategy once adopted.  A risk assessment should be conducted more frequently, particularly when there is significant policy, legislative, regulatory, and/or court-decision related changes.  The risk management strategy should include revised operational policies for the enforcement of the Act in the areas of inspections and permit approvals, and be developed in consultation with legal services. Management agrees with this recommendation.

A formal review of the Risk Management Policy is scheduled for 2007 following the implementation of both the Building Code Statute Law Amendment Act, referred to as Bill 124 (January 1, 2006) and the new Building Code with the objective based code format (January 1, 2007).  The updating of the Branch’s operational policies, procedures and guidelines will follow suit as will risk management training of Branch staff.  It is anticipated that these activities will be completed in Q4 2008.		 Risk Management Policy has been updated and presented to Council.  Branch operational policies, procedures and guidelines have been updated.  An education awareness program is developed and staff are trained on the new Policy and operational policies, procedures and guidelines. Q4 2008     On 2008 workplan.
2 That BSB consider documenting its policies and procedures for key activities within the Legal Service Integration unit. Management agrees with this recommendation. 

Particular focus will be made on completing the documentation of those policies and procedures that are related to servicing building permits and the enforcement of the Building Code Act and Code.  The process mapping of Legal and Service Integration has been largely completed and policies and procedures are being documented/developed.  This is a work-in-progress as resources have been dedicated firstly to mandatory activities, that of servicing building permits and enforcing the Building Code Act and the Code.  This initiative will be completed by Q1  2009. 		Process mapping of the division's services and activities undertaken.  Results analyzed to identify improvements.  Processes revised and/or confirmed by management.  Q1 2009     In progress - currently completing the work on the enforcement unit and then will proceed to claims, street naming, sign minor variances. 
4 That management maintain a log of outstanding litigation claims that could lead to damages awarded against the City and track the likely exposure to these claims against the reserve fund balance. Management agrees with this recommendation.  

This will be pursued following the updating and adoption of the Risk Management Policy.  This initiative will be completed by Q4 2008.  		  Q4 2008     On 2008 workplan.
7 That BSB develop a Human Resources plan to deal with difficulties experienced in recruitment and retention of individuals qualified under the new Building Code Act.  In addition, the Human Resources plan should include formal succession planning initiatives for the management team, and ongoing staff training initiatives with opportunities for continuing education and cross training, including improving the technical knowledge of objective-based codes at all levels.  Management agrees with this recommendation.

Funding has been earmarked for core competency training of the Building Officials to expand their knowledge base and to ensure cover off and progression/succession.  Due to recruitment difficulties and the new legislated requirements for qualifications, a Building Official Internship Program has been developed. Specific components of the program will be submitted to the Province for review and approval.  The Branch will identify and allocate resources in 2007 for the development of a Human Resources Plan and will continue to work with Employee Services in developing a succession plan and strategies for addressing recruitment difficulties.  Completion of the Human Resources Plan, including a succession plan and strategies will be in Q2 2008.  		Allocate resources to develop HR Plan.  HR Plan completed. Q4 2007
Q2 2008		     Project start delayed.  Terms of reference to be developed in 2008 to retain consulting firm.  Completion delayed to Q2 2009.
8 That BSB consider improving its human resource and information technology skills set and experience with the recruitment of the two new positions within the Legal and Service Integration unit. Management agrees with this recommendation.

Recommended resourcing relates to above Recommendations 2 and 3.   A report on the establishment of two new operational support positions will be presented to Council Q2 2007 and recruitment will follow thereafter.  Funding from building permit revenues is available to offset such additional costs as computers, compensation and accommodation.  		  Q2 2007     New target:  Q4 2008.  Report to Council to establish new operational support FTEs.  Peak workloads shifted priorities and has delayed action.              
10 BSB should clearly identify and document the interfaces, relationships, processes, and activities that are co-ordinated between Building Services Branch, By-Law Services, and Planning and Infrastructure Approvals Branch. Management agrees with this recommendation.
 
This initiative will be completed Q4 2009.		   Q4 2009     On target.