Recommendations
| Finding Recommendation & Action Plan | |
|---|---|
| 1. Document formal agreement for restoration arrangement with CHAA | |
| Observation There is currently no formal agreement in place between CHAA and the CoW as to the restoration and stewardship elements. Both parties however appear to be operating as if the original 10 year agreement was extended. | Recommendation Management should ensure legal documentation is maintained between CoW and CHAA as to the restoration and stewardship elements. |
| Management action plan: Administration will review documentation on an annual basis triggered as the annual Lancaster year end report moves forward to Council. Executive Director of Recreation and Culture | |
| Finding Recommendation & Action Plan | |
|---|---|
| 2. Ensure contract compliance by retention of relevant documentation | |
| Observation The final extension of the lease term expired on Dec 31, 2019 for which we found no evidence of renewal or extension as per the agreement terms (due 3 months prior to the lease end date). Management was unable to locate a copy of the lessee intent to extend the lease agreement. | Recommendation Management should facilitate the systematic retention of relevant documentation to ensure compliance with the agreement. |
| Management action plan: YQG will do the following:
- Contact lessees far in advance of deadlines to establish the intention of the lessee with respect to any extensions and/or renewals.
- Request, in writing, the intention of the lessee and correspond back to the lessee, in writing, to create a document record of any extensions and/or renewals or termination. | |