Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Wednesday 2 December 2020
Time: 2.00 pm
Venue: Otaru Room, Civic Centre, The Octagon, Dunedin
Sandy Graham
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 Gavin Logie, Acting General Manager Finance
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 2 December 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 - 15 October 2020 13
Part A Reports (Committee has power to decide these matters)
5 Audit and Risk Subcommittee Work Plan 2020/21 24
6 Delegations for the Audit and Risk Subcommittee 29
7 2021 Meeting Schedule 32
Resolution to Exclude the Public 34
Audit and Risk Subcommittee 2 December 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 2 December 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 and 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' and Staff Members' Register of Interests |
7 |
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Audit and Risk Subcommittee 2 December 2020 |
Audit and Risk Subcommittee meeting - 15 October 2020
That the Subcommittee: Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 15 October 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 15 October 2020 |
14 |
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Audit and Risk Subcommittee 2 December 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 15 October 2020, commencing at 2.00 pm
PRESENT
Chairperson |
Susie Johnstone |
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Members |
Cr Doug Hall |
Cr Mike Lord |
IN ATTENDANCE |
Sandy Graham (Chief Executive Officer), Gavin Logie (Acting General Manager, Finance), Andrew Slater (Risk and Internal Audit Manager), Phil Sinclair (Crowe Horwath) and Martyn Solomon (Crowe Horwath)
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Governance Support Officer Wendy Collard
1 Apologies |
Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:
Accepts the apologies from Janet Copeland and Mayor Aaron Hawkins (for absence) and Councillor Christine Garey (for lateness).
Motion carried (AR/2020/056) |
2 Confirmation of agenda |
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Moved (Cr Doug Hall/Cr Mike Lord): That the Subcommittee:
Confirms the agenda without addition or alteration
Motion carried (AR/2020/057) |
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 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/2020/058) |
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 27 August 2020 |
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Moved (Cr Doug Hall/Cr Mike Lord): 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. Motion carried (AR/2020/059) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2020/21 |
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A report from Civic provided the Audit and Risk Subcommittee Work Plan 2020/21. |
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Moved (Cr Mike Lord/Cr Doug Hall): That the Subcommittee:
a) Notes the Audit and Risk Subcommittee Work Plan. Motion carried (AR/2020/060) |
Resolution to exclude the public |
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Moved (Cr Mike Lord/Cr Doug Hall): 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 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.
Motion carried (AR/2020/061) |
The meeting moved into non-public at 2.10 pm and concluded at 5.12 pm.
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CHAIRPERSON
Audit and Risk Subcommittee 2 December 2020 |
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.
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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 Work Plan 2020/21 |
25 |
Audit and Risk Subcommittee 2 December 2020 |
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.
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 If the Subcommittee wishes to amend the delegation, those changes will be presented to Council for its consideration and decision.
Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Clare Sullivan - Team Leader Civic |
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Title |
Page |
⇩a |
Delegations to the Audit and Risk Subcommittee |
30 |
Audit and Risk Subcommittee 2 December 2020 |
2021 Meeting Schedule
Department: Civic
EXECUTIVE SUMMARY
1 A schedule of meetings for 2021 is appended for the Subcommittee’s information. As this is an administrative report, no summary of considerations is required.
That the Subcommittee: a) Notes the schedule of meetings for 2021.
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Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Clare Sullivan - Team Leader Civic |
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Title |
Page |
⇩a |
Meeting Schedule 2021 |
33 |
Audit and Risk Subcommittee 2 December 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.