Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Thursday 15 October 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.
Audit and Risk Subcommittee 15 October 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 - 27 August 2020 13
Part A Reports (Committee has power to decide these matters)
5 Audit and Risk Subcommittee Work Plan 2020/21 24
Resolution to Exclude the Public 29
Audit and Risk Subcommittee 15 October 2020 |
An apology has been received from Mayor Aaron Hawkins.
That the Subcommittee:
Accepts the apology from Mayor Aaron Hawkins.
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 15 October 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 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 and Staff Register of Interests |
7 |
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Audit and Risk Subcommittee 15 October 2020 |
Audit and Risk Subcommittee meeting - 27 August 2020
That the Subcommittee: Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 27 August 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 27 August 2020 |
14 |
Audit and Risk Subcommittee 15 October 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 27 August 2020, commencing at 2.00 pm
PRESENT
Chairperson |
Susie Johnstone |
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Deputy Chairperson |
Janet Copeland
|
|
Members |
Cr Christine Garey |
Cr Doug Hall |
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Mayor Aaron Hawkins |
Cr Mike Lord |
IN ATTENDANCE |
Sandy Graham (Acting Chief Executive Officer), Gavin Logie (Acting General Manager Finance), Simon Drew (General Manager Infrastructure Services), Andrew Slater (Risk and Internal Audit Manager), Phil Sinclair (Crowe Horwath) and Martyn Solomon (Crowe Horwath) |
Governance Support Officer Wendy Collard
1 Apologies |
An apology was received from Cr Doug Hall for lateness.
Moved (Cr Mike Lord/Susie Johnstone):
That the Subcommittee:
Accepts the apology from Cr Doug Hall
Motion carried |
2 Confirmation of agenda |
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Moved (Janet Copeland/Cr Christine Garey): That the Subcommittee:
Confirms the agenda with the following addition or alteration
Item C8 – COVID-19 Risk Update be taken after Item C2 – Audit and Risk Subcommittee Action List Report.
Motion carried (AR/2020/041) |
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 (Mayor Aaron Hawkins/Cr Mike Lord): 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/2020/042) |
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 2 July 2020 |
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Moved (Janet Copeland/Cr Mike Lord): 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. Motion carried (AR/2020/043) |
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. |
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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/2020/044) |
Resolution to exclude the public |
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Moved (Janet Copeland/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 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
Motion carried (AR/2020/045) |
The meeting went into non-public at 2.10pm and concluded at 5.37 pm.
..............................................
CHAIRPERSON
Audit and Risk Subcommittee Work Plan 2020/21
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the updated Audit and Risk Subcommittee Work Plan 2020/21. 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 2020/21.
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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 2020/21 |
25 |
Audit and Risk Subcommittee 15 October 2020 |
Resolution to Exclude the Public
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) and Martyn Solomon (Crowe) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item 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.