Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Thursday 6 December 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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CrChris Staynes |
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Senior Officer Dave Tombs, General Manager Finance and Commercial
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 6 December 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 - 23 October 2018 13
Part A Reports (Committee has power to decide these matters)
5 2019 Meeting Schedule 22
6 Audit and Risk Subcommittee Work Plan 2018/19 24
Resolution to Exclude the Public 26
Audit and Risk Subcommittee 6 December 2018 |
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Apologies have been received from Mayor Dave Cull and Councillor Mike Lord
That the Subcommittee:
Accepts the apologies from Mayor Dave Cull and Councillor Mike Lord.
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 6 December 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 and 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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Title |
Page |
⇩a |
Members' Register of Interest |
7 |
Audit and Risk Subcommittee 6 December 2018 |
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Audit and Risk Subcommittee meeting - 23 October 2018
That the Subcommittee: Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 23 October 2018 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Audit and Risk Subcommittee meeting held on 23 October 2018 |
14 |
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 Tuesday 23 October 2018, commencing at 2.04 pm
PRESENT
Chairperson |
Susie Johnstone |
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Deputy Chairperson |
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Members |
Mayor Dave Cull |
Cr Doug Hall |
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Cr Mike Lord |
Cr Chris Staynes |
IN ATTENDANCE |
Sue Bidrose (Chief Executive Officer), Dave Tombs (General Manager Finance and Commercial), Andrew Slater (Internal and Risk Manager), Julian Tan (Director, Audit New Zealand) and Trevor Makanza (Supervising Senior, Audit New Zealand) |
Governance Support Officer Wendy Collard
1 Apologies |
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Moved (Susie Johnstone/Cr Doug Hall): That the Subcommittee:
Accepts the apology from Ms Janet Copeland (for absence) and Mayor Dave Cull (for early departure)
Motion carried (AR/2018/072) |
2 Confirmation of agenda |
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Moved (Susie Johnstone/Mayor Dave Cull): That the Subcommittee:
Confirms the agenda without addition or alteration
Motion carried (AR/2018/073) |
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.
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Moved (Susie Johnstone/Cr Chris Staynes): That the Subcommittee:
a) Notes the Elected or Independent Members' Interest Register; and b) Confirms the proposed management plan for Elected or Independent Members' Interests. Motion carried (AR/2018/074) |
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 31 August 2018 |
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Moved (Cr Mike Lord/Cr Chris Staynes): That the Subcommittee:
Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 31 August 2018 as a correct record.
Motion carried (AR/2018/075) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2018 |
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A report provided a copy of the updated Audit and Risk Subcommittee Work Plan 2018.
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Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:
a) Notes the Audit and Risk Subcommittee Work Plan. Motion carried (AR/2018/076) |
Resolution to exclude the public |
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Moved (Susie Johnstone/Cr Mike Lord): 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 Julian Tan (Audit New Zealand) and Trevor Makanza (Audit New Zealand) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item 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
Motion carried (AR/2018/077) |
The meeting concluded at 2.10 pm.
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CHAIRPERSON
Audit and Risk Subcommittee 6 December 2018 |
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2019 Meeting Schedule
Department: Civic
EXECUTIVE SUMMARY
1 A proposed schedule of meetings for 2019 is appended for the Subcommittee's information (attachment A).
2 An additional meeting will be required prior to the last Council meeting of triennium on 8 October, to give consideration to the Annual Report for the year ended 30 June 2019. The date of the meeting has yet to be confirmed. As this is an administrative report, no summary of considerations is required.
That the Subcommittee: a) Notes the schedule of meetings for 2019.
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Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Team Leader Civic |
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Title |
Page |
⇩a |
2019 Meeting Schedule |
23 |
Audit and Risk Subcommittee 6 December 2018 |
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Audit and Risk Subcommittee Work Plan 2018/19
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the updated Audit and Risk Subcommittee Work Plan 2018. Please note that the Governance and Financial Policies are included as an appendix to the Work Plan. As this is an administrative report only, the Summary of Considerations is not required.
That the Subcommittee: 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 |
⇩a |
Audit and Risk Subcommittee workplan |
25 |
Audit and Risk Subcommittee 6 December 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:
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.