Item - 2015.AU1.19
Tracking Status
- City Council adopted this item on March 31, 2015 without amendments.
- This item was considered by Audit Committee on February 27, 2015 and was adopted with amendments. It will be considered by City Council on March 31, 2015.
AU1.19 - Facilities Management - Security and Safety Improvements Required
- Decision Type:
- ACTION
- Status:
- Adopted
- Wards:
- All
City Council Decision
City Council on March 31, April 1 and 2, 2015, adopted the following:
1. City Council request the Chief Corporate Officer to develop a plan to complete a review of physical security at all City facilities using a risk based approach and to address any deficiencies found during the review.
2. City Council request the Chief Corporate Officer to perform the appropriate follow up reviews to ensure identified security deficiencies are adequately addressed by the divisions.
3. City Council request the Chief Corporate Officer to update Site Information Packages after significant changes have been made to a facility and periodically for all facilities.
4. City Council request the Chief Corporate Officer to implement a process to ensure that all closed circuit television cameras not on the network are regularly checked and equipment deficiencies for all equipment are documented and repaired.
5. City Council adopt the recommendation contained in Confidential Attachment 1 to the report (February 3, 2015) from the Auditor General.
6. City Council request the Chief Corporate Officer to regularly obtain employee termination reports from Corporate Human Resources and upon review cancel user access as required.
7. City Council request the Chief Corporate Officer to run reports to clean and validate employee data, in conjunction with divisional management contacts, and to identify inactive access cards and upon review, cancel user access as required, by March 31, 2015 and periodically thereafter.
8. City Council request the Chief Corporate Officer to implement a review process for corporate sites to identify terminated access cardholders and remove access in accordance with security policies.
9. City Council request the Chief Corporate Officer ensure that all access card request forms have the necessary information, access requirements and approvals completed before processing.
10. City Council request the Chief Corporate Officer to review the current level of mobile patrolling activity to determine if it adequately meets requirements and propose options for the actions, if any, necessary to satisfy the security needs.
11. City Council request the Chief Corporate Officer to update run sheets and develop a protocol to ensure that all City facilities are patrolled over a reasonable period of time by using a combination of scheduled and random patrols.
12. City Council request the Chief Corporate Officer to ensure that supervisors periodically run a status report for open incident reports and close them in a timely manner once resolved.
13. City Council request the Chief Corporate Officer to periodically review work orders for the vendors responsible for the maintenance of security equipment that have been outstanding for longer than two weeks and to follow-up with the vendor to resolve outstanding deficiencies in a timely manner.
14. City Council request the Chief Corporate Officer to request monthly reports and supporting documentation from the vendor and to review and monitor performance. When deficiencies are identified, appropriate corrective action should be taken.
15. City Council request the Chief Corporate Officer to review all time and material invoices billed since July 1, 2014 by the vendor and initiate recovery of any overpayments.
16. City Council request the Chief Corporate Officer to ensure that payments for services are not made to vendors until all work has been completed according to the contract specifications.
17. City Council request the Chief Corporate Officer to further develop and implement performance measures that will promote performance improvement, effectiveness, efficiency, and appropriate levels of internal controls.
18. City Council request the Chief Corporate Officer to review the current requirement for use of force training and make any necessary adjustments to corporate requirements.
19. City Council request the Chief Corporate Officer to store all corporate training records for security guards in a centrally maintained database, to update training records in a timely manner and to monitor compliance with training requirements.
20. City Council request the Chief Corporate Officer to ensure that emergency plans are tested by conducting drills or exercises for important portions of the plan and that the results be reviewed and changes be made to the plan accordingly.
21. City Council request the Chief Corporate Officer to periodically update policies and procedures to reflect current operational practices, improvements to safety and security, and after any significant changes in processes or security incidents.
22. City Council not authorize the public release of the Confidential Attachment 1 to the report (February 13, 2015) from the Auditor General as it involves the security of property belonging to the City or one of its agencies and corporations.
Confidential Attachment 1 to the report (February 3, 2015) from the Auditor General remains confidential in its entirety in accordance with the provisions of the City of Toronto Act, 2006, as it relates to the security of property belonging to the City or one of its agencies and corporations.
Confidential Attachment - The security of property belonging to the City or one of its agencies and corporations
Background Information (Committee)
https://www.toronto.ca/legdocs/mmis/2015/au/bgrd/backgroundfile-76417.pdf
Attachment 1: Confidential Information - Facilities Management - Security and Safety Improvements Required
Presentation material submitted by the Auditor General
https://www.toronto.ca/legdocs/mmis/2015/au/bgrd/backgroundfile-77629.pdf
Motions (City Council)
AU1.19 - Facilities Management - Security and Safety Improvements Required
- Decision Type:
- ACTION
- Status:
- Amended
- Wards:
- All
Confidential Attachment - The security of property belonging to the City or one of its agencies and corporations
Committee Recommendations
The Audit Committee recommends that:
1. City Council request the Chief Corporate Officer to develop a plan to complete a review of physical security at all City facilities using a risk based approach and to address any deficiencies found during the review.
2. City Council request the Chief Corporate Officer to perform the appropriate follow up reviews to ensure identified security deficiencies are adequately addressed by the divisions.
3. City Council request the Chief Corporate Officer to update Site Information Packages after significant changes have been made to a facility and periodically for all facilities.
4. City Council request the Chief Corporate Officer to implement a process to ensure that all closed circuit television cameras not on the network are regularly checked and equipment deficiencies for all equipment are documented and repaired.
5. City Council adopt the recommendation contained in Confidential Attachment 1 to the report (February 3, 2015) from the Auditor General.
6. City Council request the Chief Corporate Officer to regularly obtain employee termination reports from Corporate Human Resources and upon review cancel user access as required.
7. City Council request the Chief Corporate Officer to run reports to clean and validate employee data, in conjunction with divisional management contacts, and to identify inactive access cards and upon review, cancel user access as required, by March 31, 2015 and periodically thereafter.
8. City Council request the Chief Corporate Officer to implement a review process for corporate sites to identify terminated access cardholders and remove access in accordance with security policies.
9. City Council request the Chief Corporate Officer ensure that all access card request forms have the necessary information, access requirements and approvals completed before processing.
10. City Council request the Chief Corporate Officer to review the current level of mobile patrolling activity to determine if it adequately meets requirements and propose options for the actions, if any, necessary to satisfy the security needs.
11. City Council request the Chief Corporate Officer to update run sheets and develop a protocol to ensure that all City facilities are patrolled over a reasonable period of time by using a combination of scheduled and random patrols.
12. City Council request the Chief Corporate Officer to ensure that supervisors periodically run a status report for open incident reports and close them in a timely manner once resolved.
13. City Council request the Chief Corporate Officer to periodically review work orders for the vendors responsible for the maintenance of security equipment that have been outstanding for longer than two weeks and to follow-up with the vendor to resolve outstanding deficiencies in a timely manner.
14. City Council request the Chief Corporate Officer to request monthly reports and supporting documentation from the vendor and to review and monitor performance. When deficiencies are identified, appropriate corrective action should be taken.
15. City Council request the Chief Corporate Officer to review all time and material invoices billed since July 1, 2014 by the vendor and initiate recovery of any overpayments.
16. City Council request the Chief Corporate Officer to ensure that payments for services are not made to vendors until all work has been completed according to the contract specifications.
17. City Council request the Chief Corporate Officer to further develop and implement performance measures that will promote performance improvement, effectiveness, efficiency, and appropriate levels of internal controls.
18. City Council request the Chief Corporate Officer to review the current requirement for use of force training and make any necessary adjustments to corporate requirements.
19. City Council request the Chief Corporate Officer to store all corporate training records for security guards in a centrally maintained database, to update training records in a timely manner and to monitor compliance with training requirements.
20. City Council request the Chief Corporate Officer to ensure that emergency plans are tested by conducting drills or exercises for important portions of the plan and that the results be reviewed and changes be made to the plan accordingly.
21. City Council request the Chief Corporate Officer to periodically update policies and procedures to reflect current operational practices, improvements to safety and security, and after any significant changes in processes or security incidents.
22. City Council not authorize the public release of the confidential report in Attachment 1 as this report involves the security of property belonging to the City or one of its agencies and corporations.
Decision Advice and Other Information
The Auditor General made a presentation to the Audit Committee on Facilities Management - Security and Safety Improvements Required.
Origin
Summary
The Auditor General's Audit Work Plan included a review of Facilities Management – Security and Safety. Corporate Security provides security services at over 1,300 City facilities including City Hall, Metro Hall, civic centres, Union Station and divisional facilities. The objective of this audit was to assess the adequacy and effectiveness of the physical security and safety measures at City facilities.
Our audit findings and recommendations are detailed in Appendix1 to this report.
Some of the report sections pertaining to the security of property that belongs to the City contain confidential information. These audit findings are presented separately to this report in confidential Attachment 1.
Background Information
https://www.toronto.ca/legdocs/mmis/2015/au/bgrd/backgroundfile-76417.pdf
Attachment 1: Confidential Information - Facilities Management - Security and Safety Improvements Required
Presentation material submitted by the Auditor General
https://www.toronto.ca/legdocs/mmis/2015/au/bgrd/backgroundfile-77629.pdf
Motions
That the Audit Committee amend Recommendation 7 to now read as follows:
7. City Council request the Chief Corporate Officer to run reports to clean and validate employee data, in conjuction with Divisional management contacts, and to identify inactive access cards and upon review, cancel user access as required, by March 31, 2015, and periodically thereafter.