Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Tuesday 13 September 2016
Time: 2.00 pm
Venue: Edinburgh Room, Municipal Chambers,
The Octagon, Dunedin
Sue Bidrose
Chief Executive Officer
Audit and Risk Subcommittee
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Susie Johnstone |
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Deputy Chairperson |
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Members |
Cr Hilary Calvert |
Janet Copeland |
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Cr Chris Staynes |
Cr Richard Thomson |
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Mayor Dave Cull (Ex-officio Member) |
Senior Officer Sandy Graham, General Manager Strategy and Governance
Governance Support Officer Wendy Collard
Wendy Collard
Governance Support Officer
Telephone: 03 477 4000
Wendy.Collard@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Audit and Risk Subcommittee 13 September 2016 |
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ITEM TABLE OF CONTENTS PAGE
1 Apologies 4
2 Confirmation of Agenda 4
3 Declaration of Interest 5
4 Confirmation of Minutes 5
4.1 Audit and Risk Subcommittee meeting - 2 August 2016 5
Part A Reports (Committee has power to decide these matters)
5 Audit and Risk Subcommittee Work Plan 2016/17 5
6 Schedule of Governance/Financial Policies 5
Resolution to Exclude the Public 5
Audit and Risk Subcommittee 13 September 2016 |
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An apology has been received from Mayor Dave Cull.
That the Committee:
Accepts the apology from Mayor Dave Cull.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
Audit and Risk Subcommittee 13 September 2016 |
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EXECUTIVE SUMMARY
Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative or independent member and any private or other external interest they might have.
Attachments
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Title |
Page |
Audit and Risk Subcommittee Member's Interest Register |
5 |
Audit and Risk Subcommittee 13 September 2016 |
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AUDIT AND RISK SUBCOMMITTEE - Interest Register CURRENT as at 13 september 2016
Name |
Responsibilities |
Members Declarations of Interests |
Council Appointments |
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Susie Johnstone
Date appointed – 24 February 2014 |
Chairperson
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Board Member REANNZ (Research Education Advanced Network New Zealand) Trustee, Community Trust of Otago Board of Proprietors, John McGlashan College Consultancy Service for Southern District Health Board – Finance; Audit and Risk Management Office of the Auditor General – Audit and Risk Committee Member Owner and Director Shand Thomson Limited Director, Shand Thomson Nominees Ltd and similar nominee companies Director, Abacus ST 01 and similar nominee companies Director, Johnstone Afforestation Limited Director, Harrison Nominees Limited
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Hilary Calvert
Date appointed – |
Councillor |
Director, South Pacific Resorts Director, Scarfie Flats Director, Reed Road Director, Opoho Holdings Director, Lee Paterson Family Trust Owner of various Dunedin residential properties Owner of farmland in Waikouaiti Owner of various Dunedin commercial properties – some as a Shareholder in property owning companies
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Council appointed representative, Age Concern Council appointed representative, Dunedin Council of Social Services |
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Janet Copeland
Date appointed – 19 May 2014 |
Independent Member |
Director, Next Investments Limited Director, Ronaki (Southland ) Limited Director, Stoney Creek Investments Ltd Director, Copeland Ashcroft Law Ltd Committee Member, Southland Branch of NZ Law Society |
|
Chris Staynes
Date
appointed –
|
Deputy Mayor |
Director, Scott Technology Chairperson, Cargill Enterprises Trustee, Open Education Resource Foundation Board Member, Otago Chamber of Commerce Trustee, 4Trades Apprentice Training Trust Committee Member, New Zealand International Science Festival Committee Member, The Dunedin Shanghai Association Co-Owner, Wine Freedom Board Member, Otago and Southland Cancer Society Board Member, OSMA Trust
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Council appointed Board Member, Otago Museum Council appointed Committee Member, Theomin Gallery |
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Richard Thomson
Date appointed – |
Councillor |
Managing Director, Thomson & Cessford Ltd Deputy Commissioner, Southern District Health Board Trustee, Healthcare Otago Charitable Trust Chairperson, Hawksbury Community Living Trust
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Dave Cull
Ex-Officio Member |
The Mayor |
Director, Popaway Limited Weller Trust |
Council appointed Member, University of Otago Council Council appointed Member, Alexander McMillan Trust Council appointed Member, Fortune Theatre Trust Council appointed Member, Local Government New Zealand – Zone 6 Council appointed Member, Otago Theatre Trust Council appointed Member, Otago Theatre Trust
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Name |
Responsibilities |
Staff Members Declarations of Interests |
Council Appointments |
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Sue Bidrose |
Chief Executive Officer |
Director, Wise Trust Management Services Director, Piece of Work Ltd Director, Poppyfields Management Ltd Property – Cliffs Road, Dunedin
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45 South elected representative, SOLGM Executive |
Sandy Graham |
General Manager Strategy and Governance
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Properties: · Patearoa · Stuart Street, Dunedin Secretary, Patearoa Golf Club |
Observer, Otago Rugby Football Union Board Board member, Otago Rural Fire Authority |
Gavin Logie |
Financial Controller |
Wife Sheryl is Group Financial Controller of Southern Hospitality Limited. Sheryl is also a minority shareholder in Southern Hospitality Limited.
This interest has been declared to Council.
Property: Upland Street, Dunedin |
None |
Andrew Slater |
Risk and Internal Audit Manager |
Property: Carnarvon Street, Dunedin |
None |
Audit and Risk Subcommittee 13 September 2016 |
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Audit and Risk Subcommittee meeting - 2 August 2016
That the Committee: Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 2 August 2016 as a correct record.
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Attachments
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Title |
Page |
Minutes of Audit and Risk Subcommittee meeting held on 2 August 2016 |
5 |
Audit and Risk Subcommittee
UNCONFIRMED MINUTES
Unconfirmed Minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Tuesday 02 August 2016, commencing at 2.00 pm
PRESENT
Chairperson |
Susie Johnstone |
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Deputy Chairperson |
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Members |
Cr Hilary Calvert |
Janet Copeland |
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Cr Chris Staynes |
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Mayor Dave Cull (Ex-Officio Member) |
IN ATTENDANCE |
Grant McKenzie (Group Chief Financial Officer), Ruth Stokes (General Manager, Infrastructure and Networks), Sandy Graham (Group Manager, Corporate Services), Gavin Logie (Financial Controller), Andrew Slater (Risk and Internal Audit Manager), Phil Sinclair (Principal – Audit and Assurance, Crowe Horwath) and Martyn Solomon (Senior Client Manager – Audit and Assurance, Crowe Horwath) |
Governance Support Officer Wendy Collard
1 Apologies An apology was received from Councillor Thomson.
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Moved (Chairperson Susie Johnstone/Cr Chris Staynes) that the Subcommittee
Accepts the apology from Councillor Richard Thomson. Motion carried |
2 Confirmation of agenda |
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Moved (Chairperson Susie Johnstone/Cr Hilary Calvert): that the Committee
Confirms the agenda without addition or alteration.
Motion carried (AR/2016/020) |
3 Declarations of interest
Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.
Councillor Staynes provided an update to his Interest Register.
There were no declarations of interest made or conflicts of interest declared.
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 28 June 2016 |
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Moved (Janet Copeland/Cr Hilary Calvert): that the Subcommittee
Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 28 June 2016 as a correct record.
Motion carried (AR/2016/021) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2016/17 |
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There was a discussion on the work plan in particular the Audit and Risk Subcommittee's terms of reference and it was agreed that a copy of the draft terms of reference would be presented to the next meeting to be held on 13 September 2016.
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Moved (Chairperson Susie Johnstone/Cr Chris Staynes): that the Subcommittee
a) Notes the Audit and Risk Subcommittee Work Plan 2016/17. Motion carried (AR/2016/022) |
6 Schedule of Governance/Financial Policies |
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Following discussion on the Schedule of Governance/Financial Policies, it was agreed that a draft Contract Management Policy would be presented to the Audit and Risk Subcommittee meeting to be held on 13 September 2016.
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Moved (Chairperson Susie Johnstone/Janet Copeland): that the Subcommittee
a) Notes the Schedule of Governance/Financial Policies Motion carried (AR/2016/023) |
7 Insurance Renewals Year Ended 30 June 2017 |
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A report from Civic provided a copy of the Insurance Renewals Year ended 30 June 2017 report that had been presented to Council at their meeting held on 1 August 2016 which had been provided for the Audit and Risk Subcommittee's information.
The Group Chief Financial Officer (Grant McKenzie) spoke to the report and commented that changes had been negotiated which included policy terms, coverage and excesses. Mr McKenzie advised that the 2016/17 premium had been impacted by an increase in the sums insured as Council continued to refine asset schedules and updated business continuity coverage.
The Financial Controller (Gavin Logie) responded to a question on the extent of the cover that had been arranged by Council for the Chairperson and Ms Copeland as the non-elected members of the Subcommittee in relation to the Health and Safety at Work Act 2015. Mr Logie advised that he would email confirmation of the cover to the Subcommittee.
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Moved (Cr Chris Staynes/Cr Hilary Calvert): that the Subcommittee
a) Notes the report on the Insurance Renewals Year ended 30 June 2017. Motion carried (AR/2016/024) |
8 Annual Report Timetable Year Ended 30 June 2016 |
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A report from Finance provided the timetable in relation to the preparation and approval of the Dunedin City Council Annual Report for the year ended 30 June 2016. It noted that following a request from the Subcommittee, a high level timetable had been prepared by staff and Audit New Zealand.
Following discussion, it was agreed that a following task be included in the timetable:
a) Review and monitoring of the "Actions Required" by the Audit and Risk Subcommittee.
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Moved (Chairperson Susie Johnstone/Janet Copeland): that the Committee
a) Notes the Annual Report Timetable Year Ended 30 June 2016. Motion carried (AR/2016/025) |
Part B Reports
9 Items for Consideration by the Chair |
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There were no items identified for consideration. |
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The Chairperson thanked the Group Chief Financial Officer (Mr McKenzie) for his excellent work and contribution to the Audit and Risk Subcommittee. She noted that Mr McKenzie's personal moral code, skills, ability and persistence had been instrumental in ensuring that Council had made such significant progress in the development of a robust internal control system. She commented that whilst the Subcommittee could lead on setting Policy and work plans that the embedding of Policy and updates to procedures within the organisation relied entirely on the commitment and tenacity of Mr McKenzie. The Chairperson commented that his skills would be missed and wished him well in his new role as Chief Executive Officer of Allied Press.
Mr McKenzie thanked the Audit and Risk Subcommittee for the important role that they had played and commented that he was a member of a larger team who had assisted in the development and improvements.
Resolution to exclude the public |
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Moved (Chairperson Susie Johnstone/Cr Hilary Calvert): that the Committee
Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:
This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.
That Phil Sinclair (Principal – Audit and Business Advisory, Crowe Horwath) and Martyn Solomon (Senior Client Manager – Audit and Assurance, Crowe Horwath) be permitted to attend the meeting, after the public has been excluded, because of their knowledge of Items C3 – C5. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant because they will be reporting on the items under consideration.
That Kyle Cameron (Partner – Deloitte) be permitted to attend the meeting, after the public has been excluded, because his knowledge of Item C16. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant because he will be reporting on the item under consideration.
Motion carried (AR/2016/026) |
The meeting moved into confidential at 2.31 pm.
..............................................
CHAIRPERSON
Audit and Risk Subcommittee 13 September 2016 |
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Audit and Risk Subcommittee Work Plan 2016/17
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the updated Audit and Risk Subcommittee Work Plan 2016/17. As this is an administrative report only, the Summary of Considerations is not required.
2 It should be noted that the items without ticks shown have not been scheduled for action in the 2016/17 year.
That the Committee: a) Notes the Audit and Risk Subcommittee Work Plan 2016/17.
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Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Kristy Rusher - Manager Civic and Legal |
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Title |
Page |
Audit and Risk Subcommiittee Work Plan |
5 |
Audit and Risk Subcommittee 13 September 2016 |
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audit and risk subcommittee Work Plan 2016/17
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Sept 2016 |
Nov 2016 |
Feb 2017 |
April 2017 |
June 2017 |
Aug 2017 |
Oct 2017 |
Dec 2017 |
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Governance |
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Terms of Reference/Delegation (Review Date – November 2016 at the start of the new Triennium) |
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ü |
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Staff Code of Conduct (Employee Values & Practices) |
ü |
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Staff Conflict of Interest Policy (Review Date – May 2017) |
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ü |
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Elected Members' Code of Conduct (Under Review) |
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ü |
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Elected Members' Conflict of Interest Policy (Under Review) |
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ü |
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A Working Relationship for Elected Members & Council Officers (Code of Conduct) |
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ü |
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Standing Orders – Review and/or adopt ((This will be considered by Council at the beginning of the new triennium) |
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ü |
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Financial Policies & Reviews |
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Delegated Authorities Policy (annually) |
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ü |
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Legal Compliance Policy (update to be provided in new triennium) |
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ü |
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Treasury Risk Management Policy (To be considered at Council at their meeting on 19 September 2016) |
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ü |
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Treasury Compliance Report (annually) |
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ü |
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Procurement (Purchasing, Contracting & Tendering) |
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Procurement Policy (Review Date – December 2017) |
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ü |
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Procurement Procedure Manual |
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ü |
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Asset Disposal and Write Off Policy (Review date- March 2017 ) |
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ü |
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Procurement (Purchasing, Contracting & Tendering) (Continued) |
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Contracts Management Performance Policy (to be developed) |
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ü |
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Purchasing Card Policy & Procedures |
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ü |
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Schedule of card holders and limits (annually) |
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ü |
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Schedule of top 100 Suppliers |
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ü |
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ü |
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One Off Projects (If Applicable) |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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Risk Management |
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Risk Management Policy (Review date August 2018) |
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Risk Register |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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Risk Committee Minutes |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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Risk Management Framework |
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Insurance Renewals (Update provided May 2016) |
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ü |
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Information Technology Security Policy |
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ü |
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Health and Safety |
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Health & Safety Policy |
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Health & Safety Annual Objective/KPI Report |
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ü |
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Implement Governance Reporting Systems/Regular Reports |
ü |
ü |
ü |
ü |
ü |
ü |
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Audit (External) |
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Annual Report Governance |
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Audit (External) (continued) |
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Annual Report Audit Arrangements and Engagements |
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Review of Outstanding Matters (ex-External Audit & LTP) |
ü |
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ü |
ü |
ü |
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Annual Plan Process Review |
ü |
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Interim Management Letter |
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Timetable in response to the Interim Management letter concerns |
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Audit (Internal) |
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Internal Audit Policy (Review Date – March 2017) |
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Approve Annual Internal Audit Work Plan |
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Internal Audit Work Plan updates |
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Data Analysis (Suspicious Transaction Analysis) |
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CHRIS Control and Client Site Review |
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Review of Outstanding Matters (ex IA work) |
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ü |
ü |
ü |
ü |
ü |
ü |
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Sensitive Expenditure |
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Sensitive Expenditure Policy (Review date – July 2017) |
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Gift and Hospitality Policy (Review date – July 2017) |
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Staff Travel Policy |
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Sensitive Expenditure (continued) |
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Review of Motor Vehicle Use |
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Fraud |
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Fraud Prevention Policy & Procedures (Review date – December 2016) |
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Fraud Reporting (Investigation Register) |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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Fraud Risk Assessment & Gap Analysis |
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Protected Disclosure Policy (Review date – April 2018) |
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Protected Disclosure Reporting |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
ü |
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Review of Outstanding Matters (ex fraud risk work) |
ü |
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Please note that the dates after September 2016 are indicative only.
13 September 2016 |
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Schedule of Governance/Financial Policies
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the updated Schedule of Governance/Financial Policies. As this is an administrative report only, the Summary of Considerations is not required.
That the Committee: a) Notes the Schedule of Governance/Financial Policies
|
Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Kristy Rusher - Manager Civic and Legal |
|
Title |
Page |
Governance/Financial Policies Schedule |
5 |
Audit and Risk Subcommittee 13 September 2016 |
|
DUNEDIN CITY COUNCIL - Schedule of Governance/Financial Policies
Policy Area |
Current Policy/Guidelines |
Current Version Date |
Cycle (Yrs) |
Review Date |
Area Responsible |
Status |
Governance |
Audit and Risk Subcommittee Terms of Reference |
May 2014 |
1 |
November 2016 |
Finance |
In development |
|
Staff Code of Conduct |
Mar 2013 |
3 |
April 2016 |
Human Resources |
In development |
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Staff Conflict of Interest Policy |
May 2016 |
1 |
May 2017 |
Human Resources |
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Elected Members' Code of Conduct |
|
3 |
October 2016 |
Corporate Governance |
To be completed in the new triennium |
|
Elected Members' Conflict of Interest |
|
3 |
October 2016 |
Corporate Governance |
To be completed in the new triennium |
|
A Working Relationship for Elected Members and Council Officers |
Jul 2009 |
3
|
October 2016 |
Corporate Governance |
To be completed in the new Triennium |
Financial |
Delegated Authorities Policy |
Sept 2014 |
1 |
November 2016 |
Corporate Governance |
In development |
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Legal Compliance Policy |
|
3 |
April 2016 |
Corporate Governance |
Update to be provided December 2016 |
|
Treasury Risk Management Policy |
Dec 2014 |
2 |
Dec 2016 |
Finance |
Review going to Council at their meeting 19 Sept 2016 |
Procurement (purchasing, contracting, disposal, tendering) |
Procurement Policy |
Dec 2015 |
2 |
Dec 2017 |
Finance |
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Procurement Procedure Manual
|
Aug 2012 |
2 |
Sept 2016 |
Finance |
|
|
Purchasing Card Policy and Procedure Manual |
Jul 2014 |
2 |
December 2016
|
Finance |
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Asset Disposal and Write Off Policy |
March 2015
|
2 |
March 2017 |
Finance |
March 2017 |
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Contracts Management Performance Policy |
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Update included in Agenda |
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Policy Area |
Current Policy/Guidelines |
Current Version Date |
Cycle (Yrs) |
Review Date |
Area Responsible |
Status |
Risk Management |
Risk Management Policy |
Jul 2016 |
2 |
July 2017 |
Finance |
July 2017 |
|
Internal Audit Policy |
March 2015 |
2 |
March 2017 |
Finance |
March 2017 |
|
Information Technology Security Policy |
|
3 |
June 2016 |
Business Information Services |
In development |
|
Health and Safety Policy |
Mar 2014 |
2 |
December 2015 |
Human Resources |
|
Sensitive Expenditure |
Staff Travel Policy |
Mar 2014 |
1 |
November 2016 |
Human Resources
|
November 2016 |
|
Sensitive Expenditure Policy
|
July 2015 |
1 |
July 2017 |
Finance |
July 2017 |
Gift and Hospitality |
Gift and Hospitality Policy |
June 2015 |
2 |
July 2017 |
Corporate Governance |
July 2017 |
Fraud |
Fraud Prevention Policy and Procedures |
Dec 2014 |
2 |
Dec 2016 |
Finance |
December 2016 |
|
Protected Disclosure "Whistle-Blower" Policy |
April 2015 |
3 |
April 2018 |
Corporate Governance |
April 2018 |
|
Financial Control Policies |
June 2010 |
3 |
Dec 2016 |
Finance |
To be considered at the first meeting of the new triennum |
Audit and Risk Subcommittee 13 September 2016 |
|
Resolution to Exclude the Public
That the Audit and Risk Subcommittee:
Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:
This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.
That Kyle Cameron (Partner – Deloitte) be permitted to attend the meeting, after the public has been excluded, because his knowledge of Item C4. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant because he will be reporting on the item under consideration.