Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Thursday 8 February 2018
Time: 2.00 pm
Venue: Otaru Room, Civic Centre, The Octagon, Dunedin
Sue Bidrose
Chief Executive Officer
Audit and Risk Subcommittee
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Susie Johnstone |
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Members |
Janet Copeland |
Mayor Dave Cull |
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Cr Doug Hall |
Cr Mike Lord |
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Cr 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
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Audit and Risk Subcommittee 8 February 2018 |
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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 13
4.1 Audit and Risk Subcommittee meeting - 5 December 2017 13
Part A Reports (Committee has power to decide these matters)
5 Audit and Risk Subcommittee Work Plan 2018 24
Resolution to Exclude the Public 29
Audit and Risk Subcommittee 8 February 2018 |
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At the close of the agenda no apologies had been received.
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 8 February 2018 |
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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 or independent representative and any private or other external interest they might have.
2. Elected or independent members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
That the Committee: a) Notes/Amends if necessary the Elected or Independent Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected or Independent Members' Interests. |
Attachments
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Members' Register of Interest |
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Audit and Risk Subcommittee 8 February 2018 |
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Audit and Risk Subcommittee meeting - 5 December 2017
That the Committee: Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 5 December 2017 as a correct record.
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Attachments
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Title |
Page |
Minutes of Audit and Risk Subcommittee meeting held on 5 December 2017 |
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Audit and Risk Subcommittee
UNCONFIRMED MINUTES
Unconfirmed Minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Tuesday 05 December 2017, commencing at 2.00 pm
PRESENT
Chairperson |
Susie Johnstone |
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Members |
Mayor Dave Cull |
Cr Doug Hall |
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Cr Mike Lord |
Cr Chris Staynes |
IN ATTENDANCE |
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
1 Public Forum
There was no Public Forum.
2 Apologies An apology was received from Janet Copeland (for absence) and Mayor Dave Cull (for early departure).
Moved (Cr Mike Lord/Cr Doug Hall):
That the Subcommittee:
Accepts the apology from Janet Copeland (for absence) and Mayor Dave Cull (for early departure).
Motion carried
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3 Confirmation of agenda |
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Moved (Susie Johnstone/Cr Chris Staynes): That the Subcommittee:
Confirms the agenda with the following addition or alteration:
New Item – Update on audit and risk activity to be taken as Item C15 before item C8.
Motion carried (AR/2017/072) |
4 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 Chris Staynes requested that the register be updated to reflect that he was no longer a Director for Scott Technology Limited.
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Moved (Susie Johnstone/Cr Chris Staynes): That the Subcommittee:
a) Amends if necessary the Elected or Independent Members' Interest Register attached as Attachment A; and b) Confirms the proposed management plan for Elected or Independent Members' Interests. Motion carried (AR/2017/073) |
5 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 3 October 2017 |
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Moved (Cr Mike Lord/Cr Doug Hall): That the Subcommittee:
Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 3 October 2017 as a correct record.
Motion carried (AR/2017/074) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2017/18 |
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A report from Civic provided a copy of the updated Audit and Risk Subcommittee Work Plan 2017/18. |
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Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:
a) Notes the Audit and Risk Subcommittee Work Plan 2017/18. Motion carried (AR/2017/075) |
6 Schedule of Governance/Financial Policies |
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A report provided a copy of the updated Schedule of Governance/Financial Policies. |
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Moved (Chairperson Susie Johnstone/Cr Mike Lord): That the Subcommittee:
a) Notes the Schedule of Governance/Financial Policies Motion carried (AR/2017/076) |
7 2018 Meeting Schedule |
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A report from Civic provided a copy of the proposed schedule of meetings for 2018 for the Subcommittee's information. It was noted that an additional meeting might be required to discuss the 10 Year Plan. |
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Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:
a) Notes the schedule of meetings for 2018. Motion carried (AR/2017/077) |
8 Review of the Terms of Reference for the Audit and Risk Subcommittee |
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A report from Civic provided a copy of the Audit an Risk Subcommittee Terms of Reference for consideration by the Subcommittee. It noted that any changes would need to be presented to Council for its consideration and decision. Following discussion, it was agreed that the Audit and Risk Subcommittee's Terms of Reference would be presented annually in October for the Subcommittee's consideration. |
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Moved (Cr Mike Lord/Mayor Dave Cull): That the Subcommittee:
a) Notes the Terms of Reference for the Audit and Risk Subcommittee Motion carried (AR/2017/078) |
9 DCC Protected Disclosure / Whistleblower Policy - revised Nov 2017 |
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A report from Corporate provided a copy of the revised Protected Disclosure/ Whistleblower Policy that had been approved by ELT in November 2017. It also noted that no significant changes had been made; however the structure and some wording had been revised to align with Council's wider policy suite, and clarify the internal process for the investigation and referral of disclosures. |
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Moved (Susie Johnstone/Mayor Dave Cull): That the Subcommittee:
a) Approves the revised Protected Disclosure / Whistleblower Policy – Nov 2017. Motion carried (AR/2017/079) |
Resolution to exclude the public |
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Moved (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/2017/080) |
The meeting concluded at 2.22 pm.
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CHAIRPERSON
Audit and Risk Subcommittee 8 February 2018 |
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Audit and Risk Subcommittee Work Plan 2018
Department: Civic and Legal
EXECUTIVE SUMMARY
1 This report provides a copy of the updated Audit and Risk Subcommittee Work Plan 2018. Please note that the Governance/Financial Policies is included as an appendix to the Work Plan. As this is an administrative report only, the Summary of Considerations is not required.
That the Committee: a) Notes the Audit and Risk Subcommittee Work Plan
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Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Team Leader Civic |
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Title |
Page |
Audit and Risk Subcommittee Work Plan |
25 |
Audit and Risk Subcommittee 8 February 2018 |
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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:
That Martyn Solomon (Associate Partner, Crowe Horwath) be permitted to remain at the meeting, after the public has been excluded, because of his knowledge of Items C2 and C3. This knowledge, which would be of assistance in relation to the matters discussed, was relevant because they would be reporting on the item under consideration.
These resolutions are 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.