Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Thursday 1 August 2019
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 |
Chairperson Susie Johnstone |
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Members |
Ms 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 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 1 August 2019 |
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 - 13 June 2019 13
Part A Reports (Committee has power to decide these matters)
5 Financial Results 25
6 Audit and Risk Subcommittee Work Plan 2019 34
Resolution to Exclude the Public 39
Audit and Risk Subcommittee 1 August 2019 |
An apology has been received from Mayor Dave Cull.
That the Committee:
Accepts the apology from Mayor Dave Cull.
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 1 August 2019 |
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 |
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Audit and Risk Subcommittee 1 August 2019 |
Audit and Risk Subcommittee meeting - 13 June 2019
That the Subcommittee: Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 13 June 2019 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 13 June 2019 |
14 |
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Audit and Risk Subcommittee 1 August 2019 |
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 Thursday 13 June 2019, commencing at 2.08 pm
PRESENT
Chairperson |
Susie Johnstone |
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Members |
Janet Copeland |
Cr Doug Hall |
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Cr Mike Lord |
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IN ATTENDANCE |
Sue Bidrose (Chief Executive Officer), Dave Tombs (General Manager Finance and Commercial), Andrew Slater (Risk and Internal Audit Manager), Julian Tan (Director, Audit NZ) and Monique Kruger (Manager, Audit NZ) |
Governance Support Officer Wendy Collard
1 Apologies |
Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:
Accepts the apologies from Mayor Dave Cull and Cr Chris Staynes.
Motion carried (AR/2019/023) |
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/2019/024) |
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 and Councillor Lord provided an update to their Register of Interests.
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Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:
a) Amends the Elected or Independent Members' Interest Register; and b) Confirms the proposed management plan for Elected or Independent Members' Interests. Motion carried (AR/2019/025) |
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 18 April 2019 |
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Moved (Susie Johnstone/Cr Doug Hall): That the Subcommittee:
Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 18 April 2019 as a correct record. Motion carried (AR/2019/026) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2019 |
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A report from Civic provided a copy of the updated Audit and Risk Subcommittee Work Plan 2019 and Governance and Financial Policies. It was agreed that the three-yearly tendering for the internal audit tender would be included in the Audit and Risk Subcommittee workplan. |
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Moved (Chairperson Susie Johnstone/Cr Mike Lord): That the Committee: a) Confirms that the Legal Compliance Policy would be reviewed tri-annually. Motion carried (AR/2019/027) |
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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/2019/028) |
6 Electronic Communications (Email Quarantine) Policy |
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A report from Civic provided a copy of the Electronic Communications (Email Quarantine) Policy which was approved by Council at its meeting held on 28 May 2019. The report noted that the policy was designed to protect staff and others with a DCC email address from inappropriate emails which are abusive, offensive, vulgar or intimidatory in content. The policy applied to emails received from anyone. Under the Policy, the Chief Executive Officer will report to the Audit and Risk Subcommittee no less than quarterly on the operation of the Policy. There was a discussion on minor amendments. The Chief Executive Officer (Sue Bidrose) spoke to the report and responded to questions. |
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Moved (Susie Johnstone/Cr Doug Hall): That the Subcommittee:
a) Notes the Electronic Communications (Email Quarantine) Policy. Motion carried (AR/2019/029) |
7 Financial Results |
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A report from Civic provided copy of the Financial Results for the period ending 31 March 2019 report which was presented to the Finance and Council Controlled Organisation Committee meeting held on 21 May 2019 for the Audit and Risk Subcommittee’s information. The General Manager Finance and Commercial (Dave Tombs) spoke to the report and provided an update on the capex spending. |
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Moved (Cr Mike Lord/Susie Johnstone): That the Subcommittee:
a) Notes the Financial Results for the period ending 31 March 2019 report. Motion carried (AR/2019/030) |
8 Annual Report Timetable for Year Ended 30 June 2019 |
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A report from Finance provided an update with regards the timetable related to the preparation and approval of the Dunedin City Council Annual Report for the year ended 30 June 2019. The report also considered the new accounting standards applicable to the reporting period. |
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Moved (Susie Johnstone/Ms Janet Copeland): That the Subcommittee:
a) Notes the report as presented. Motion carried (AR/2019/031) |
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 Monique Kruger (Audit New Zealand) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C2. 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/2019/032) |
The meeting moved into non-public at 2.38 pm and concluded at 5.12 pm.
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CHAIRPERSON
Audit and Risk Subcommittee 1 August 2019 |
Financial Results
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the Financial Results for the period ending 31 May 2019 report which was presented to the Finance and Council Controlled Organisation Committee meeting held on 2 July 2019.
That the Committee: a) Notes the Financial Results for the period ending 31 May 2019 report.
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Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Team Leader Civic |
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⇩a |
Financial Result - Period ended 31 May 2019 |
28 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities.
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Fit with strategic framework
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Audit and Risk Subcommittee 1 August 2019 |
Audit and Risk Subcommittee Work Plan 2019
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the updated Audit and Risk Subcommittee Work Plan 2019. Please note that the Governance and Financial Policies are included an appendix to the Work Plan.
2 It should be noted that items without ticks shown have not been scheduled for action before the end of the triennium.
3 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 August 2019 |
35 |
Audit and Risk Subcommittee 1 August 2019 |
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.