Notice of Meeting:
I hereby give notice that an ordinary meeting of the Dunedin City Council will be held on:
Date: Monday 3 October 2016
Time: 1.00 pm
Venue: Council Chamber, Municipal Chambers, The Octagon, Dunedin
Sue Bidrose
Chief Executive Officer
Council
SUPPLEMENTARY AGENDA
MEMBERSHIP
Senior Officer Sue Bidrose, Chief Executive Officer
Governance Support Officer
Governance Support Officer
Telephone: 03 477 4000
Pam.Jordan@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
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ITEM TABLE OF CONTENTS PAGE 16
17 Audit and Risk Subcommittee - 13 September 2016 4
Council 3 October 2016 |
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Audit and Risk Subcommittee - 13 September 2016
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That the Council: a) Notes Part A items of the minutes of the Audit and Risk Subcommittee meeting held on 13 September 2016.
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Attachments
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Minutes of Audit and Risk Subcommittee held on 13 September 2016 |
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Audit and Risk Subcommittee
MINUTES
Minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Tuesday 13 September 2016, commencing at 2.00 pm
PRESENT
Chairperson |
Susie Johnstone |
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Members |
Hilary Calvert |
Janet Copeland |
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Chris Staynes |
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IN ATTENDANCE |
Sandy Graham (General Manager Strategy and Governance), Gavin Logie (Acting Chief Financial Officer), Andrew Slater (Risk and Internal Audit Manager) and Kyle Cameron (Partner, Deloitte) and Mark Walker (Senior Consultant, Deloitte). |
Governance Support Officer Wendy Collard
1 Apologies |
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Moved (Janet Copeland/Cr Chris Staynes): that the Subcommittee
Accepts the apologies from Cr Richard Thomson and Mayor Dave Cull (for absence) and Councillor Hilary Calvert (for lateness).
Motion carried (AR/2016/027) |
2 Confirmation of agenda |
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Moved (Chairperson Susie Johnstone/Cr Chris Staynes): that the Subcommittee
Confirms the agenda with the following addition or alteration:
1. That Item C4 Review Report be taken before Item 4 due to the availability of the staff from Deloitte.
Motion carried (AR/2016/028) |
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.
There were no declarations of interest made or conflicts of interest declared.
3A Resolution to Exclude the Public |
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Moved (Chairperson Susie Johnstone/Cr Chris Staynes): 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 Kyle Cameron (Partner – Deloitte) and Mark Walker (Senior Consultant, Deloitte) be permitted to attend the meeting, after the public has been excluded, because of their knowledge of Item C4. This knowledge, which will be of assistance in relation to the matters to be discussed, was relevant because they will be reporting on the item under consideration.
Motion carried (AR/2016/029) |
The meeting moved into confidential at 2.04 pm and resumed in public at 3.20 pm.
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 2 August 2016 |
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Moved (Chairperson Susie Johnstone/Cr Hilary Calvert): that the Subcommittee
Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 2 August 2016 as a correct record.
Motion carried (AR/2016/030) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2016/17 |
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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/2016/031) |
6 Schedule of Governance/Financial Policies |
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Following discussion, it was agreed that the Asset Management Policy be added to the list.
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Moved (Chairperson Susie Johnstone/Janet Copeland): that the Committee
a) Notes the Schedule of Governance/Financial Policies Motion carried (AR/2016/032) |
Resolution to exclude the public |
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Moved (Chairperson Susie Johnstone/Cr Chris Staynes): 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.
Motion carried (AR/2016/033) |
The meeting moved into confidential at 3.32 pm.
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CHAIRPERSON
3 October 2016 |
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Audit and Risk Subcommittee - 29 September 2016
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That the Council: a) Notes Part A items of the minutes of the Audit and Risk Subcommittee meeting b) Takes Part C items of the minutes of the Audit and Risk Subcommittee held on Thursday, 29 September 2016, in the non-public part of the meeting.
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Attachments
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Title |
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Minutes of Audit and Risk Subcommittee held on 29 September 2016 |
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Audit and Risk Subcommittee
MINUTES
Minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 29 September 2016, commencing at 10.09 am
PRESENT
Chairperson |
Susie Johnstone |
Chris Staynes |
Members |
Hilary Calvert |
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Dave Cull |
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IN ATTENDANCE |
Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager Strategy and Governance), Gavin Logie (Acting Chief Financial Officer), Scott Tobin (Audit NZ) and Amanda Nicholls (Audit NZ) |
Governance Support Officer Jennifer Lapham
1 Apologies |
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Moved (Chairperson Susie Johnstone/Cr Chris Staynes): that the Subcommittee
Accepts the apologies from Janet Copeland and Richard Thomson
Motion carried (AR/2016/040) |
2 Confirmation of agenda |
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Moved (Chairperson Susie Johnstone/Cr Chris Staynes): that the Subcommittee
Confirms the agenda without addition or alteration.
Motion carried (AR/2016/041) |
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.
Mrs Johnstone declared that she was a member of the Office Of the Auditor Generals Audit and Risk Committee.
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 13 September 2016 |
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Moved (Chairperson Susie Johnstone/Cr Chris Staynes): that the Subcommittee
Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 13 September 2016 as a correct record.
Motion carried (AR/2016/042) |
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. I also moved that Scott Tobin and Amanda Nicholls (Audit NZ) be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of item C2 – Proposed Annual Report for the year ended 30 June 2016. This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because Audit NZ carried out the Audit on the Proposed Annual Report.
Motion carried (AR/2016/043) |
The meeting went into non-public at 10.12 am