Dear Editor
A Management Audit to investigate and identify issues related to the administration of the Resort Village of Cochin has been published for public review.
The audit, conducted by de Jong & Associates following a petition from voters, was conducted under section 140.1(b) of the Municipalities Act of Saskatchewan.
In regards to Council Operations and Governance, the audit found that the councils’ communication and perceived lack of transparency was one of the causes of the petition for this management audit.
The audit also found that council made poor decisions in regards to the volunteer fire chief, in appointing another fire chief, and in the light of not having any documented policies and procedures to handle terminations of councilors and employees.
The audit noted that a resolution for a $100,000 loan for the purchase of a fire truck was missing from the minutes, and that the loan was not set up in the records as long term debt and addition to capital assets. The procurement of equipment did not follow the processes established by the New West Partnership Agreement of July 1, 2013.
Also noted was the “highly irregular” disappearance of Mayor Brad Pattinson from the council meeting of May 20, 2015, as well as “lost wages” from 2014, the failure to advertise the administrator’s position, the hiring of personnel without motions regarding wages, wage increases, probation periods, etc. The changed numbering system of the resolutions from 2014 to 2015 was found to not provide continuity from prior years and makes it difficult to refer to a prior resolution.
Under Workplace and Employee Relations, the audit found that the Resort Village of Cochin has no documented policies and procedures in place to provide for continuity from one council to another. Additionally, the audit found that some electors felt that their attendance at public council meetings was not welcome or appreciated, which related to the lack of a Code Of Ethics which is required under Section 93.1 of the Municipalities Act. As of 2012, the Ombudsman Act gives the Ombudsman the authority to investigate and resolve public complaints about administrative decisions and actions of municipal entities and council members.
Of concern was the discovery by the auditor that various individuals, including members of council, were in possession of keys to the office area and were found to have accessed the office after hours. The audit noted that only the administrator should have access to Village records and assets, and that the current situation diminished the required security of personnel files, records, documents, and assets. Also of concern was the lack of employment agreements stating salary, commencement dates, job description (duties), benefit access, etc.
Copies of the audit are available to the public at the Resort Village of Cochin office.
K.J. Trippe De Roche
Cochin
