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Audit and Risk Subcommittee
CONFIRMED MINUTES
Confirmed 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 Subcommittee
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 Subcommittee
a) Notes the Annual Report Timetable Year Ended 30 June 2016. Motion carried (AR/2016/025) |
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 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 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.
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CHAIRPERSON