Notice of Meeting:

I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:

 

Date:                                                    Thursday 19 December 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

Susie Johnstone

 

Deputy Chairperson

Janet Copeland

 

 

Members

Cr Christine Garey

Cr Doug Hall

 

Mayor Aaron Hawkins

Cr Mike Lord

 

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

www.dunedin.govt.nz

 

 

 

 

 

 

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

 


Audit and Risk Subcommittee

19 December 2019

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Apologies                                                                                                                                                                    4

2             Confirmation of Agenda                                                                                                                                        4

3             Declaration of Interest                                                                                                                                           5      

Part A Reports (Committee  has power to decide these matters)

4             Audit and Risk Subcommittee Work Plan 2019- 2020                                                                             11

5             Delegations for the Audit and Risk Subcommittee                                                                                   16

6             2020 Meeting Schedule                                                                                                                                      19

7             Financial Results                                                                                                                                                    21            

Resolution to Exclude the Public                                                                                                                        42

 

 


Audit and Risk Subcommittee

19 December 2019

 

 

1          Apologies

An apology has been received from Janet Copeland.

 

That the Committee:

 

Accepts the apology from 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.


Audit and Risk Subcommittee

19 December 2019

 

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 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.

 

RECOMMENDATIONS

That the Subcommittee:

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

 

Title

Page

a

Members' Register of Interest

7

  



Audit and Risk Subcommittee

19 December 2019

 

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Audit and Risk Subcommittee

19 December 2019

 

Part A Reports

 

Audit and Risk Subcommittee Work Plan 2019- 2020

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          This report provides a copy of the updated Audit and Risk Subcommittee Work Plan 2019- 2020. Please note that the Governance and Financial Policies are included in an appendix to the Work Plan.

2          As this is an administrative report only, the Summary of Considerations is not required.

 

RECOMMENDATIONS

That the Subcommittee:

a)     Notes the Audit and Risk Subcommittee Work Plan.

 

 

 

Signatories

Author:

Wendy Collard - Governance Support Officer

Authoriser:

Sharon Bodeker - Team Leader Civic

Attachments

 

Title

Page

a

Audit and Risk Subcommittee Work Plan

12

 

 


Audit and Risk Subcommittee

19 December 2019

 

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Audit and Risk Subcommittee

19 December 2019

 

 

Delegations for the Audit and Risk Subcommittee

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          This report provides a copy of the Audit and Risk Subcommittee’s delegations for the Subcommittee’s information, at Attachment A.

2          As this is an administrative report, there is no Summary of Considerations. 

RECOMMENDATIONS

That the Subcommittee:

a)     Notes the Delegations for the Audit and Risk Subcommittee.

 

DISCUSSION

3          The Council approves delegations for Committees, Subcommittees and the Chief Executive Officer to ensure that decisions are made in an efficient manner and to facilitate community participation in the democratic processes. 

NEXT STEPS

4          Delegations for all committees and subcommittees will be presented to Council for its consideration and decision in early 2020.

 

Signatories

Author:

Wendy Collard - Governance Support Officer

Authoriser:

Sharon Bodeker - Team Leader Civic

Attachments

 

Title

Page

a

Delegations to the Audit and Risk Subcommittee

17

  


Audit and Risk Subcommittee

19 December 2019

 

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Audit and Risk Subcommittee

19 December 2019

 

 

2020 Meeting Schedule

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          A schedule of meetings for 2020 is appended for the Subcommittee’s information.  As this is an administrative report, no summary of considerations is required.

 

RECOMMENDATIONS

That the Subcommittee:

a)     Notes the schedule of meetings for 2020.

 

 

 

Signatories

Author:

Wendy Collard - Governance Support Officer

Authoriser:

Sharon Bodeker - Team Leader Civic

Attachments

 

Title

Page

a

2020 Meeting Schedule

20

  


Audit and Risk Subcommittee

19 December 2019

 

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Audit and Risk Subcommittee

19 December 2019

 

 

Financial Results

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          This report provides a copy of the Financial Results for the period ending 31 October 2019 report which was presented to the Council meeting held on 10 December 2019.

 

RECOMMENDATIONS

That the Subcommittee:

a)     Notes the Financial Results for the period ending 31 October 2019 report.

 

 

Signatories

Author:

Wendy Collard - Governance Support Officer

Authoriser:

Sharon Bodeker - Team Leader Civic

Attachments

 

Title

Page

a

Financial Results as at 31 October 2019

23

 

SUMMARY OF CONSIDERATIONS

 

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities.

 

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

This report has no direct contribution to the Strategic Framework, although the financial expenditure reported in this report has contributed to all of the strategies.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

This report fulfils the internal financial reporting requirements for Council.

Financial considerations

Not applicable – reporting only.

Significance

Not applicable – reporting only.

Engagement – external

There has been no external engagement.

Engagement - internal

The report is prepared as a summary for the individual department financial reports.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no known implications for Community Boards.

 

 


Audit and Risk Subcommittee

19 December 2019

 

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Audit and Risk Subcommittee

19 December 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:

 

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  Audit and Risk Subcommittee Action List Report

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.

 

C2  Report to the Council on the audit of Dunedin City Council for the year ended 30 June 2019

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.

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  DCC Policy Update Report

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.

 

C4  DCC Corporate Risk Register - December 2019

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.

 

C5  Internal Audit Workplan Update

S7(2)(b)(i)

The withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret.

 

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.

 

C6  Update on the DCC Internal Audit Actions Register

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.

 

C7  Update on the DCC External Audit Actions Register

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.

 

C8  Health and Safety Monthly Report for October 2019

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.

 

C9  Dunedin City Holdings Ltd - Update on Audit and Risk Activity

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.

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  Treasury Risk Management Compliance Report

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.

 

C11  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.

 

C12  Investigation Register

S6(b)

The making available of the information would be likely to endanger the safety of a person.

 

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 6 and 7.

The matters detailed i this report are subject to investigation and information should remain confidential so not to prejudice the investigation and any possible outcomes of the investigation..


 

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.