Finding	Recommendation & Action Plan
2. Formalize central insight into all flexible/alternative agreements in effect
Observation In conducting tests we noted that: requires annual agreement to extend the terms of the respective working arrangement.	Recommendation The City should formalize the annual flexible and additional employment protocols tomaintain a complete, accurate and current listing and perspective on personnel in these scenarios. The City should use this listing as a control mechanism to determine that all agreements have an annual review as to past performance and future need. Original agreements, arrangements and modifications should be retained for the period over which the arrangement is in force and for a reasonable period afterwards.
	Management action plan: Currently the Code of Ethics & Conflict of Interest policy are notations in the annual Performance Appraisal forms which provides for discussion between the supervisor and the employees during their Performance Appraisals as itrelates to any conflicts, during these appraisals managers will continue to discuss anyConflicts that have arisen or may arise in the upcoming year. As well, all new staff sign off on a declaration that they have received and read the Conflict of Interest policy.For employees wishing to have a continuous flex time arrangement/schedule, the current Flex Time form needs to be completed and as per the Flex Time procedures---“approvals will be granted for specified periods not to exceed one year...” we will look to see if these approved Flex Time requests can be maintained in the Workforce Management system as opposed to manually by departments as is currently the case Responsible party: Executive Director of Human Resources Due date: March 31, 2021