Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Thursday 27 August 2020
Time: 2.00 pm
Venue: Otaru Room, Civic Centre, The Octagon, Dunedin
Sandy Graham
Acting Chief Executive Officer
Audit and Risk Subcommittee
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Susie Johnstone |
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Deputy Chairperson |
Janet Copeland
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Members |
Cr Christine Garey |
Cr Doug Hall |
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Mayor Aaron Hawkins |
Cr Mike Lord |
Senior Officer Sandy Graham, Acting Chief Executive Officer
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.
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Audit and Risk Subcommittee 27 August 2020 |
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 - 2 July 2020 13
Part A Reports (Committee has power to decide these matters)
5 Audit and Risk Subcommittee Work Plan 2020 25
Resolution to Exclude the Public 30
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Audit and Risk Subcommittee 27 August 2020 |
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.
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Audit and Risk Subcommittee 27 August 2020 |
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.
2. Elected members 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 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
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Title |
Page |
⇩a |
Members' Register of Interest |
7 |
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Audit and Risk Subcommittee 27 August 2020 |
Audit and Risk Subcommittee meeting - 2 July 2020
That the Subcommittee: Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 02 July 2020 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 2 July 2020 |
14 |
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Audit and Risk Subcommittee 27 August 2020 |
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 02 July 2020, commencing at 2.00 pm
PRESENT
Chairperson |
Susie Johnstone |
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Deputy Chairperson |
Janet Copeland
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Members |
Cr Christine Garey |
Mayor Aaron Hawkins |
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Cr Mike Lord |
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IN ATTENDANCE |
Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager City Services), 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 |
An apology was received from Mayor Aaron Hawkins (for early departure).
Moved: (Cr Christine Garey/Janet Copeland)
That the Subcommittee
Accepts the apology from Mayor Aaron Hawkins
Motion carried
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2 Confirmation of agenda |
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Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee
Confirms the agenda without addition or alteration
Motion carried (AR/2020/026) |
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.
Susie Johnstone provided an update to her register of interest and declared that she was a member of the Office Of the Auditor Generals Audit and Risk Committee.
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Moved (Mayor Aaron Hawkins/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/2020/027) |
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 20 May 2020 |
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Moved (Cr Christine Garey/Janet Copeland): That the Subcommittee:
Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 20 May 2020 as a correct record. Motion carried (AR/2020/028) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2020 |
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A report from Civic provided a copy of the updated Audit and Risk Subcommittee Work Plan 2020 and Governance and Financial Policies. There was discussion on the additional ‘risk review’ work streams that had been added to the workplan and it was agreed that an update on Business Continuity Planning would be presented to the next Audit and Risk Subcommittee meeting.
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Moved (Cr Mike Lord/Janet Copeland): That the Subcommittee:
a) Notes the Audit and Risk Subcommittee Work Plan. Motion carried (AR/2020/029) |
6 Financial Results |
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A report from Finance provided a copy of the Financial Results for the period ending 31 May 2020 report which had been presented to the Finance and Council Controlled Organisations Committee meeting held on 15 June 2020. The General Manager Finance and Commercial (Dave Tombs) spoke to the report and responded to questions. |
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Moved (Susie Johnstone/Janet Copeland): That the Subcommittee:
a) Notes the Financial Results for the period ending 31 May 2020 report. Motion carried (AR/2020/030) |
7 Annual Report Timetable for Year Ended 30 June 2020 |
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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 2020. The report also considered new accounting standards and any other matters that may impact financial reporting for the year ended 30 June 2020. The Director, Audit NZ (Julian Tan) spoke to the report and responded to questions. |
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Moved (Susie Johnstone/Mayor Aaron Hawkins): That the Subcommittee:
a) Notes the report as presented. Motion carried (AR/2020/031) |
Resolution to exclude the public |
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Moved (Susie Johnstone/Cr Christine Garey): 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/2020/032) |
The meeting went into non-public at 2.43 pm and concluded at 5.08 pm.
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CHAIRPERSON
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Audit and Risk Subcommittee 27 August 2020 |
Audit and Risk Subcommittee Work Plan 2020
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the updated Audit and Risk Subcommittee Work Plan 2020. Please note that the Governance and Financial Policies are included in an appendix to the Work Plan.
2 It should be noted that items without ticks shown have not been scheduled for action.
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: |
Clare Sullivan - Team Leader Civic |
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Title |
Page |
⇩a |
Audit and Risk Subcommittee Workplan |
26 |
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Audit and Risk Subcommittee 27 August 2020 |
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.
That Phil Sinclair (Crowe Horwath) and Martyn Solomon (Crowe Horwath) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Items C3 and C4. 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