Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit
and Risk Subcommittee will be held on:
Date: Tuesday
7 February 2017
Time: 2.00
pm
Venue: Otaru
Room, Civic Centre, The Octagon, Dunedin
Sue Bidrose
Audit and Risk Subcommittee
PUBLIC AGENDA
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Chairperson
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Susie Johnstone
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Deputy Chairperson
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Members
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Janet Copeland
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Dave Cull
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Doug Hall
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Mike Lord
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Chris Staynes
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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
www.dunedin.govt.nz
Note: Reports
and recommendations contained in this agenda are not to be considered as
Council policy until adopted.
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Audit and Risk Subcommittee
7 February 2017
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ITEM TABLE OF CONTENTS PAGE
1 Apologies 4
2 Confirmation
of Agenda 4
3 Declaration
of Interest 5
Minutes
of Committees
4 Audit
and Risk Subcommittee - 14 December 2016 11
Part
A Reports (Committee has power to decide these matters)
5 Audit
and Risk Subcommittee Work Plan 2016/17 20
6 Schedule
of Governance/Financial Policies 25
7 Long
Term Plan update - January 2017 28
Resolution to Exclude the Public 34
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Audit and Risk Subcommittee
7 February 2017
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1 Apologies
Apologies have been received from Mayor
Dave Cull and Cr Janet Copeland.
That the Committee:
Accepts the apologies from Mayor
Dave Cull and Cr Janet Copeland.
2 Confirmation
of agenda
Note:
Any additions must be approved by resolution with an explanation as to why they
cannot be delayed until a future meeting.
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Audit and Risk Subcommittee
7 February 2017
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Declaration of Interest
EXECUTIVE SUMMARY
1. 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.
1.
2. Elected
and independent members are reminded to update their register
of interests as soon as practicable, including amending the register at this
meeting if necessary.
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RECOMMENDATIONS
That the Committee:
a) Notes/Amends
if necessary the Members' Interest Register attached as Attachment A; and
b) Confirms/Amends the proposed management plan for members’ interests.
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Attachments
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Title
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Page
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a
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Members' Register of
Interest
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7
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Audit and Risk Subcommittee
7 February 2017
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Audit and Risk Subcommittee
7 February 2017
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Audit and Risk Subcommittee
7 February 2017
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Audit and Risk Subcommittee
7 February 2017
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Minutes
of Committees
Audit and Risk Subcommittee - 14 December 2016
gg
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RECOMMENDATIONS
That the Committee:
a) Confirms
the public part of the minutes of the Audit and Risk Subcommittee meeting
held on 14 December 2016 as a correct record.
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Attachments
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Title
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Page
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A
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Minutes of Audit and
Risk Subcommittee held on 14 December 2016
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12
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Audit and Risk Subcommittee
MINUTES
Minutes of an ordinary
meeting of the Audit and Risk Subcommittee held in the Otaru Room, Civic
Centre, The Octagon, Dunedin on Wednesday 14 December 2016, commencing at 2.00
pm
PRESENT
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Chairperson
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Susie Johnstone
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Members
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Janet Copeland
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Doug Hall
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Mike Lord
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Chris Staynes
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IN ATTENDANCE
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Sue Bidrose (Chief Executive
Officer), Sandy Graham (General Manager Strategy and Governance), Gavin Logie
(Acting Chief Financial Officer) and Andrew Slater (Risk and Internal Audit
Manager)
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Governance Support Officer Wendy
Collard
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1 Apologies
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Moved (Susie Johnstone/Cr Chris Staynes): that the
Subcommittee
Accepts the apology from
Mayor Dave Cull.
Motion
carried (AR/2016/040)
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2 Confirmation
of agenda
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Moved (Susie Johnstone/Janet Copeland): that the
Subcommittee
Confirms the agenda
without addition or alteration
Motion carried (AR/2016/041)
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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 or independent member and any private
or other external interest they might have.
Susie Johnstone and Councillor
Doug Hall provided an update to their interest register.
Moved (Cr Chris Staynes/Janet
Copeland): that the Subcommittee
a) Notes
the updated Members' Interest Register
b) Confirms
the proposed management plan for the Members' interests.
Motion carried
Part
A Reports
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4 New
Standing Orders 2016
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A report from Civic and Legal advised that a local
authority must adopt a set of standing orders for the conduct of its meeting
and those of its committees and subcommittees (clause 27, Schedule 7, Local
Government Act 2002). It noted that Local Government New Zealand had
reviewed and revised the form of standing orders which applied to local
authority meetings and the new version of Standing Orders were adopted by
Council on 25 October 2016.
The report also noted that the new Standing Orders would
apply to the Audit and Risk Subcommittee.
The Chairperson and Ms Copeland expressed an interest in
receiving training on the new Standing Orders.
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Moved (Janet Copeland/Cr Chris Staynes): that the
Subcommittee
a) Notes that
new standing orders were adopted by Council on 25 October 2016.
Motion
carried (AR/2016/042)
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5 Dunedin
City Council Code of Conduct
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A report from Civic and Legal advised that the Local
Government Act 2002 required that Council adopt a Code of Conduct. It
noted that Council adopted a Code of Conduct at their inaugural Council
meeting held on 25 October 2016.
The report also noted that the Code updated the previous
national standard and provided a plain English version of standards of
behaviour expected of elected members in the exercise of their duties.
The Code also provided details on how breaches of the Code would be dealt
with. It advised that the Code should be read in conjunction with the
Council's Standing Orders.
The General Manager Strategy and Governance (Sandy Graham)
responded to questions which included the process that elected members should
follow when they received information that concerned the Council's ability to
give effect to its responsibilities and social media.
The Chairperson congratulated staff on the new Dunedin
City Council Code of Conduct document.
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Moved (Susie Johnstone/Cr Mike Lord): that the
Subcommittee
a) Notes the
Code of Conduct Report.
Motion
carried (AR/2016/043)
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6 Audit
and Risk Subcommittee's Terms of Reference and CEO's delegations
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A report from Civic and Legal provided a copy of the Audit
and Risk Subcommittee's terms of reference and the Chief Executive's
delegations as presented to Council for their consideration at their meeting
held on 12 December 2016.
Due to the timing of the Council meeting, and the
requirements for distribution of the agenda, a verbal update was provided
which included confirmation that Council had adopted the Committee Structure
and Delegations Manual in its entirety.
In response to questions regarding staff delegations, the
Chief Executive Officer (Sue Bidrose) advised that delegations were set by
position. Following discussion, it was agreed that the financial
section of the Staff delegations manual would be presented to the Audit and
Risk Subcommittee on completion of the revised manual.
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Moved (Cr Mike Lord/Cr Chris Staynes): that the
Subcommittee
a) Notes the
Terms of Reference and CEO's Delegations Report.
Motion
carried (AR/2016/044)
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7 Audit
and Risk Subcommittee Work Plan 2016/17
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A report from Civic and Legal provided a copy of the
updated Audit and Risk Subcommittee Work plan for 2016/17. Following
discussion, it was agreed that the that the internal audit tender process
would be included in the work plan and that there would be six meetings for
2017.
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Moved (Chairperson Susie Johnstone/Member Janet
Copeland): that the Subcommittee
a) Notes the
Audit and Risk Subcommittee Work Plan 2016/17.
Motion
carried (AR/2016/045)
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8 Schedule
of Governance/Financial Policies
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The report provided a copy of the updated Schedule of
Governance/Financial Policies.
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Moved (Susie Johnstone/Cr Chris Staynes): that the
Subcommittee
a) Notes the
Schedule of Governance/Financial Policies subject to changes as discussed.
Motion
carried (AR/2016/046)
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9 Legislative
Compliance Policy - December 2016
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The report provided the final draft of the Legislative
Compliance Policy for the Subcommittee's consideration. It noted that
Council was required to comply with an array of legislative, regulatory and
professional accreditation obligations
There was a discussion on the Legislative Compliance
procedures and it was agreed that the procedures and the policy would be
presented to the Subcommittee. Particular interest was expressed in the
reporting framework and the register of key legislation. It was agreed
that an annual review of legal compliance would be included in the Audit and
Risk Subcommittee's work plan.
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Moved (Susie Johnstone/Cr Chris Staynes): that the
Subcommittee
a) Approves that
the Dunedin City Council Legislative Compliance Policy noting that it was a
living document.
Motion
carried (AR/2016/047)
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Resolution
to exclude the public
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Moved (Susie Johnstone/Cr Doug Hall): 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:
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General
subject of the matter to be considered
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Reasons
for passing this resolution in relation to each matter
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Ground(s) under
section 48(1) for the passing of this resolution
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Reason for
Confidentiality
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C1
Audit and Risk Subcommittee Action List Report - December 2016
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S7(2)(c)(ii)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or
could be compelled to provide under the authority of any enactment, where
the making available of the information would be likely to damage the
public interest.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C2
Report to the Council on the annual audit of Dunedin City Council for the
year ended 30 June 2016
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S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where
the making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C3
Compliance with the Treasury Risk Management Policy
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S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where
the making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
S7(2)(h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C4
Update on the DCC Internal Audit Work plan
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S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where
the making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
S7(2)(c)(i)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or
could be compelled to provide under the authority of any enactment, where
the making available of the information would be likely to prejudice the
supply of similar information or information from the same source and it is
in the public interest that such information should continue to be
supplied.
S7(2)(h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C5
Annual Plan Review 2016/17
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S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where the
making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C6
Internal Audit Outcomes Report - December 2016
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S7(2)(c)(ii)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or
could be compelled to provide under the authority of any enactment, where
the making available of the information would be likely to damage the
public interest.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C7
DCC Strategic Risk Register Update - Dec 2016
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S7(2)(c)(ii)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or
could be compelled to provide under the authority of any enactment, where
the making available of the information would be likely to damage the
public interest.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C8
Risk Management Committee Minutes - 7 October 2016
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S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where
the making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
S7(2)(h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C9
Protected Disclosure Register
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S7(2)(h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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C10
Investigation Register
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S6(b)
The
making available of the information would be likely to endanger the safety
of a person.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 6.
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The matters detailed
in this report are subject to investigation and information should remain
confidential so as not to prejudice the investigation and any possible
outcomes of the investigation.
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C11
Review Update
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S7(2)(a)
The
withholding of the information is necessary to protect the privacy of
natural persons, including that of a deceased person.
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S48(1)(a)
The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7.
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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/2016/048)
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The meeting concluded at
2.54 pm.
..............................................
CHAIRPERSON
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Audit and Risk Subcommittee
7 February 2017
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Part
A Reports
Audit and Risk Subcommittee Work Plan 2016/17
Department: Civic and Legal
EXECUTIVE SUMMARY
1 This
report provides a copy of the updated Audit and Risk Subcommittee Work Plan
2015/16. 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.
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RECOMMENDATIONS
That the Committee:
a) Notes the
Audit and Risk Subcommittee Work Plan 2016/17.
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Signatories
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Author:
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Wendy Collard - Governance Support Officer
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Authoriser:
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Kristy Rusher - Manager Civic and Legal
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Attachments
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Title
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Page
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a
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Audit and Risk
Subcommittee Work Plan 2016/17
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21
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Audit and Risk Subcommittee
7 February 2017
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audit and risk subcommittee Work Plan 2016/17
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Feb 2017
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April 2017
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June 2017
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Aug 2017
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Oct 2017
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Dec 2017
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Governance
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Terms of
Reference/Delegation (Adopted by Council at
their meeting 12 December 2016)
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ü
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Elected Members' Code
of Conduct and Conflict of Interest (Reviewed
at the beginning of each triennium)
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Legal Compliance Policy
(approved at December 2016 meeting)
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ü
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Policy Framework
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Staff Code of Conduct
(Employee Values & Practices)
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ü
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Staff Conflict of
Interest Policy (Review Date – May
2018)
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Delegated Authorities
Policy (annually)
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ü
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Staff Delegations
and General Procedures
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ü
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CEO Financial
Delegations
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ü
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Sensitive Expenditure
Policy (Review date – July 2017)
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ü
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Gifts and Hospitality
Policy (Review date – July 2017)
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ü
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Staff Travel Policy
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ü
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Financial
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Treasury Risk
Management Policy (Amended by Council at
their meeting on 19 September 2016)
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ü
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Treasury Compliance
Report
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ü
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ü
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ü
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ü
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ü
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ü
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Policy Framework
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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 2018)
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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 (to include an alignment with the
Evergreen and large contracts)
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ü
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Health and
Safety
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Health & Safety
Policy (Review date – December
2018)
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Health & Safety
Annual Objective/KPI Report
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ü
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ü
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Health and Safety
Reporting
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ü
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ü
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ü
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ü
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ü
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ü
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Fraud
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Fraud Prevention Policy
& Procedures (Review date –
December 2016)
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ü
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Fraud Reporting
(Investigation Register)
|
ü
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ü
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ü
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ü
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ü
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ü
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Protected Disclosure
Policy (Review date – April 2018)
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Protected Disclosure
Reporting
|
ü
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ü
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ü
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ü
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ü
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ü
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One Off Projects (If
Applicable)
|
ü
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ü
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ü
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ü
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ü
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ü
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Risk Management
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Risk Management Policy (Review date August 2017
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ü
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Risk Management
Framework
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ü
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Risk Register
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ü
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ü
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ü
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ü
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ü
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ü
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Risk Committee Minutes
|
ü
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ü
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ü
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ü
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ü
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ü
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Insurance Matters
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ü
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Information Technology
Security Policy
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ü
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Audit (External)
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Annual Report
Governance
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ü
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ü
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ü
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Annual Report Audit
Arrangements and Engagements letter
|
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ü
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Review of Outstanding
External Audit Matters
|
ü
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ü
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ü
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ü
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ü
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ü
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Interim Management
Letter
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ü
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Audit NZ IT Review
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ü
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Annual Plan Review
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ü
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Long Term Plan Review
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ü
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ü
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ü
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ü
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ü
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ü
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Audit (Internal)
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Internal Audit Policy (Review Date – March 2017)
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ü
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Approve and Update
Annual Internal Audit Work Plan
|
ü
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ü
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ü
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ü
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ü
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ü
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|
Internal Audit Work
Plan updates
|
ü
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ü
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ü
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ü
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ü
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ü
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Review of Outstanding
Matters (ex IA work)
|
ü
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ü
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ü
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ü
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ü
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ü
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|
Audit and Risk Subcommittee
7 February 2017
|
|
Schedule of Governance/Financial Policies
Department: Civic and Legal
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.
|
RECOMMENDATIONS
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
|
Attachments
|
|
Title
|
Page
|
|
a
|
Schedule of
Governance/Financial Policies
|
26
|
|
Audit and Risk Subcommittee
7 February 2017
|
|
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
|
December 2017
|
Civic
|
Adopted by Council
at their meeting 12/12/2016
|
|
|
Staff Code of Conduct
|
Mar 2013
|
3
|
April 2017
|
Human Resources
|
In development
|
|
|
Staff Conflict of Interest Policy
|
May 2016
|
2
|
May 2018
|
Human Resources
|
|
|
|
Elected Members' Code of Conduct and Conflict of Interest
|
|
3
|
Oct 2019
|
Civic
|
|
|
|
Delegated Authorities Policy
|
Sept 2014
|
1
|
June 2017
|
Human Resources
|
In development
|
|
|
Legal Compliance Policy
|
Dec 2016
|
1
|
Dec 2017
|
Corporate Governance
|
Approved at the 14/12/2016 meeting
|
|
Financial
|
Treasury Risk Management Policy
|
Dec 2014
|
1
|
Dec 2017
|
Finance
|
|
|
Procurement (purchasing, contracting, disposal,
tendering)
|
Procurement Policy
|
Dec 2015
|
2
|
Dec 2017
|
Finance
|
|
|
|
Procurement Procedure Manual
|
Aug 2012
|
2
|
April 2017
|
Finance
|
|
|
|
Purchasing Card Policy and Procedure Manual
|
Jul 2014
|
2
|
Feb 2017
|
Finance
|
|
|
|
Asset Disposal and Write Off Policy
|
March 2015
|
3
|
March 2018
|
Finance
|
March 2018
|
|
|
Contracts Management Performance Policy
|
|
|
|
|
April 2017
|
|
Risk Management
|
Risk Management Policy
|
Aug 2016
|
1
|
Aug 2017
|
Finance
|
August 2017
|
|
|
Internal Audit Policy
|
March 2015
|
2
|
March 2017
|
Finance
|
April 2017
|
|
|
Information Technology Security Policy
|
|
3
|
June 2016
|
Business Information
Services
|
In development
|
|
|
Health and Safety Policy
|
Dec 2016
|
2
|
December
2017
|
Human Resources
|
Approved December 2016
|
|
|
|
|
|
|
|
|
|
Sensitive Expenditure
|
Staff Travel Policy
|
Mar 2014
|
1
|
August 2017
|
Human Resources
|
In development
August 2017
|
|
|
Sensitive Expenditure Policy
|
July 2015
|
1
|
July 2017
|
Finance
|
Update to be provided for June 2017 meeting
|
|
Gift and Hospitality
|
Gift and Hospitality Policy
|
June 2015
|
2
|
April 2017
|
Corporate Governance
|
Update to be provided April meeting
|
|
Fraud
|
Fraud Prevention Policy and Procedures
|
Dec 2014
|
2
|
Dec
2016
|
Finance
|
Update provided
|
|
|
Protected Disclosure "Whistle-Blower" Policy
|
May
2015
|
1
|
May 2017
|
Corporate Governance
|
June 2017
|
|
|
Financial Control Policies
|
June 2010
|
3
|
August 2017
|
Finance
|
|
|
Audit and Risk Subcommittee
7 February 2017
|
|
Long Term Plan update - January 2017
Department: Community and Planning
EXECUTIVE SUMMARY
1 This
report provides an update on the development of the Long Term Plan and includes
the high level timetable.
2 The
timetable was approved by the Executive Leadership Team on 30 January 2017.
|
RECOMMENDATIONS
That the Subcommittee
a) Notes the
Long Term Plan Update – January 2017 report.
|
BACKGROUND
LTP
Project Structure
3 The
Executive Leadership Team (ELT) sponsor the LTP and written project updates are
provided regularly. Weekly verbal updates on any issues are provided.
4 There is
an LTP Core Project Team which has developed the LTP approach; workstream
responsibilities; draft LTP timetable; Councillor engagement; and staff
engagement who also provide the reports to ELT.
LTP
Workstreams
5 The key
deliverables for the LTP Workstreams are outlined as follows:
|
Workstream
(lead)
|
Key
deliverables
|
LTP
statements and policies
|
|
Infrastructure
|
Infrastructure
strategy
Review
asset management plans
|
Variation
between LTP and water and sanitary services assessment
Variation
between LTP and WMMP
|
|
Finance
|
Financial
strategy
Capital
expenditure for groups of activities
Forecast
financial statements (10 yrs)
Funding
impact statements (group of activities and overall)
Council
controlled organisations
|
Balanced
budget
Rating
base information
Reserve
funds
Funding
and financial policies (incl. revenue and financing policy; liability
management policy; investment policy; development contributions policy;
remission of rates on Māori freehold land policy; rates remission and
postponement policy)
|
|
Community
|
Community
outcomes and performance indicators
Community
engagement plan
Community
Board plans
|
Significance
and engagement policy
Maori
capacity to contribute to decision-making
|
|
Activity
|
Groups
of activities
Community
outcome contribution and significant negative effects
Levels
of service and performance measures
Review
activity management plans
|
|
|
LTP support
|
Significant
forecasting assumptions
Document
development: Consultation document; Supporting documents; LTP proper
Audit
management
Democratic
processes
Internal
communication plan
|
CEO
/ Mayor introduction
|
6 The
workstreams are developing work programmes and considering resourcing
requirements to achieve their respective deliverables. A consolidated LTP
resource plan including identified gaps will be provided to ELT for
consideration as part of the wider LTP project plan in February.
DISCUSSION
High-level
LTP timetable
7 A
high-level LTP timetable has been developed, based on LGA requirements;
previous LTP/Annual Plan processes; discussions with LTP workstream leads; and
SOLGM good practice guidelines (refer to Attachment A).
Groups
of activities
8 Schedule
10 of the LGA requires the Council to group its activities into groups for LTP
purposes. The LTP Activity Workstream, in liaison with staff from Finance and
Corporate Policy, have developed a proposed list of groups of activities for
the LTP 2018.
9 There are
four mandatory groups of activities (water supply; sewerage and sewage
treatment/disposal; stormwater; and roads and footpaths). The criteria
used for grouping the remaining activities for were:
· Pragmatism
– aligning the LTP groups of activities to the DCC organisational
structure wherever possible.
· Contribution
to outcomes – grouping activities together that contribute to the same
community outcomes (assessment provided at Attachment B) and have a similar
rationale for service delivery.
· Transparency
– ensuring the visibility of all of the Council’s services,
functions and activities.
LTP
community engagement
10 The LTP Community
Workstream is working closely with the Annual Plan working group to develop a
comprehensive engagement process which will inform key stakeholders and the
wider community on the content of the draft 2017/18 Annual Plan budgets;
and introduce and foreshadow the LTP process.
11 Feedback received
throughout the engagement process will be considered and incorporated in the
development of the LTP as well as the Annual Plan 2017/18, where
relevant.
OPTIONS
12 There are no options
in this report.
NEXT STEPS
13 The focus of the LTP
Core Project Teams and LTP workstreams in February is on:
· Developing
detailed work plans for each of the LTP workstreams and identifying resourcing
requirements.
· Convening
the LTP 101 staff workshops and SLT/ELT ‘High-level CAPEX’
workshop.
· Refining
the LTP project plan and related documents (eg communications plan; information
management plan; risk register).
14 The next written LTP
update will be provided to ELT on 27 February 2017.
Signatories
|
Author:
|
Tami Sargeant - Senior Policy Analyst
|
|
Authoriser:
|
Maria Ioannou - Corporate Policy Manager
Nicola Pinfold - Group Manager Community and Planning
Sandy Graham - General Manager Strategy and Governance
|
Attachments
|
|
Title
|
Page
|
|
a
|
High level Timetable
for LTP
|
33
|
|
SUMMARY OF CONSIDERATIONS
|
|
Fit with purpose
of Local Government
The development of the LTP enables democratic local
decision making and action by, and on behalf of communities; and meets the
current and future needs of the Dunedin communities for good quality public
services a way that is most cost effective for households and businesses.
|
|
Fit with strategic
framework
|
|
Contributes
|
Detracts
|
Not applicable
|
|
Social Wellbeing Strategy
|
☒
|
☐
|
☐
|
|
Economic Development Strategy
|
☒
|
☐
|
☐
|
|
Environment Strategy
|
☒
|
☐
|
☐
|
|
Arts and Culture Strategy
|
☒
|
☐
|
☐
|
|
3 Waters Strategy
|
☒
|
☐
|
☐
|
|
Spatial Plan
|
☒
|
☐
|
☐
|
|
Integrated Transport Strategy
|
☒
|
☐
|
☐
|
|
Parks and Recreation Strategy
|
☒
|
☐
|
☐
|
|
Other strategic projects/policies/plans
|
☒
|
☐
|
☐
|
The LTP contributes to all of the objectives and
priorities of the strategic framework as it describes the Council’s
activities; the community outcomes; and provides a long term focus for
decision making and coordination of the Council’s resources, as well as
a basis for community accountability.
|
|
Māori Impact
Statement
The LTP provides a mechanism for Māori to contribute
to local decision-making.
|
|
Sustainability
The LTP contains content regarding the Council’s
approach to sustainability. Major issues and implications for sustainability
are discussed in the 30 year Infrastructure Strategy and financial resilience
is discussed in the Financial Strategy.
|
|
LTP/Annual Plan /
Financial Strategy /Infrastructure Strategy
This report provides an update on the development of the
LTP 2018-2028.
|
|
Financial
considerations
There are no financial implications.
|
|
Significance
This report is considered low significance in terms of the
Council’s Significance and Engagement Policy.
|
|
Engagement –
external
There will be extensive community engagement throughout
the development of the LTP 2018-2028; however there has been no external
engagement in the drafting of this report.
|
|
Engagement –
internal
Staff and managers from across the Council are involved in
the development of the LTP 2018-2028; and the LTP project team has considered
a draft version of this report.
|
|
Risks: Legal /
Health and Safety etc.
There are no known risks.
|
|
Conflict of
Interest
There are no known conflicts of interest.
|
|
Community Boards
Community Boards will be involved in the development of
the LTP 2018-2028.
|
|
Audit and Risk Subcommittee
7 February 2017
|
|
|
Audit and Risk Subcommittee
7 February 2017
|
|
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:
|
General subject of the matter to be considered
|
Reasons
for passing this resolution in relation to each matter
|
Ground(s) under
section 48(1) for the passing of this resolution
|
Reason for
Confidentiality
|
|
C1
Confirmation of the Confidential Minutes of Audit and Risk
Subcommittee - 14 December 2016 - Public Excluded
|
S7(2)(j)
The
withholding of the information is necessary to prevent the disclosure or use
of official information for improper gain or improper advantage.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C2
Audit and Risk Subcommittee Action List Report
|
S7(2)(c)(ii)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or could
be compelled to provide under the authority of any enactment, where the
making available of the information would be likely to damage the public
interest.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C3
Compliance with the Treasury Risk Management Policy
|
S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where the
making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
S7(2)(h)
The
withholding of the information is necessary to enable the local authority to
carry out, without prejudice or disadvantage, commercial activities.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C4
Health and Safety Monthly Report for November 2016
|
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of
natural persons, including that of a deceased person.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C5
Fraud Prevention Policy and Procedure
|
S7(2)(h)
The
withholding of the information is necessary to enable the local authority to
carry out, without prejudice or disadvantage, commercial activities.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C6
DCC Strategic Risk Register Update - January 2017
|
S7(2)(c)(ii)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or could
be compelled to provide under the authority of any enactment, where the
making available of the information would be likely to damage the public
interest.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C7
Internal Audit Outcomes Report - January 2017
|
S7(2)(c)(ii)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or could
be compelled to provide under the authority of any enactment, where the
making available of the information would be likely to damage the public
interest.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C8
Update on the DCC Internal Audit Workplan - January 2017
|
S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where the
making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
S7(2)(c)(i)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or could
be compelled to provide under the authority of any enactment, where the
making available of the information would be likely to prejudice the supply
of similar information or information from the same source and it is in the
public interest that such information should continue to be supplied.
S7(2)(h)
The
withholding of the information is necessary to enable the local authority to
carry out, without prejudice or disadvantage, commercial activities.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C9
Protected Disclosure Register
|
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of
natural persons, including that of a deceased person.
S7(2)(c)(i)
The
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or could
be compelled to provide under the authority of any enactment, where the
making available of the information would be likely to prejudice the supply
of similar information or information from the same source and it is in the
public interest that such information should continue to be supplied.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
|
|
C10
Investigation Register
|
S6(b)
The
making available of the information would be likely to endanger the safety
of a person.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 6.
|
The matters detailed
in this report are subject to investigation and information should remain
confidential so as not to prejudice the investigation and any possible
outcomes of the investigation..
|
|
C11
Purchase Card Report
|
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of
natural persons, including that of a deceased person.
|
S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
|
This report is
confidential because it refers and impacts Council staff positions where
those staff have not had the opportunity to respond or comment on the
report..
|
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.
