Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Wednesday 21 April 2021
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 |
Warren Allen |
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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 21 April 2021 |
ITEM TABLE OF CONTENTS PAGE
1 Apologies 4
2 Confirmation of Agenda 4
3 Declaration of Interest 5
4 Confirmation of Minutes 11
4.1 Audit and Risk Subcommittee meeting - 18 February 2021 11
Part A Reports (Committee has power to decide these matters)
5 Financial Results for period ending 28 February 2021 23
6 Audit and Risk Subcommittee Work Plan 2021 40
Resolution to Exclude the Public 45
Audit and Risk Subcommittee 21 April 2021 |
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 21 April 2021 |
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 or 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 |
Member's Register of Interest |
7 |
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Audit and Risk Subcommittee 21 April 2021 |
Audit and Risk Subcommittee meeting - 18 February 2021
That the Subcommittee: Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 18 February 2021 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 18 February 2021 |
12 |
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Audit and Risk Subcommittee 21 April 2021 |
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 18 February 2021, 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 |
Cr Doug Hall |
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Mayor Aaron Hawkins |
Cr Mike Lord |
IN ATTENDANCE |
Sandy Graham (Chief Executive Officer), Gavin Logie (Acting General Manager, Finance), Andrew Slater (Risk and Internal Audit Manager), Julian Tan (Director, Audit NZ) and Rudie Tomlinson (Director, Audit NZ) |
Governance Support Officer Wendy Collard
1 Apologies |
There were no apologies.
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2 Confirmation of agenda |
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Moved (Cr Mike Lord/Cr Doug Hall): That the Subcommittee:
Confirms the agenda without addition or alteration:
Motion carried (AR/2021/001) |
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.
Janet Copeland and Susie Johnstone provided updates 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 attached as A and b) Confirms the proposed management plan for Elected or Independent Members' Interests. Motion carried (AR/2021/002) |
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 2 December 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 December 2020 as a correct record. Motion carried (AR/2021/003) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2021 |
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A report from Civic provided a copy of the updated Audit and Risk Subcommittee Work Plan 2021 and the Governance and Financial Policies. |
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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/2021/004) |
6 Financial Results for period ending 31 December 2020 |
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Cr Doug Hall left the meeting at 2.24 pm during discussion of the item. A report from Finance provided a copy of the Financial Results for the period ending 31 December 2020 report which was presented to the Finance and Council Controlled Organisations Committee meeting held on 9 February 2021. The Chief Executive Officer (Sandy Graham) and the Acting General Manager Finance (Gavin Logie) spoke to the report and responded to questions.
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Moved (Janet Copeland/Cr Mike Lord): That the Subcommittee:
a) Notes the Financial Results for the period ending 31 December 2020 report. Motion carried (AR/2021/005) |
7 10 year plan 2021-31 Update Report |
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A report from Corporate Policy provided an update on the development of the 10 year plan 2021-31 (10 year plan). |
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Moved (Ms Susie Johnstone/Cr Mike Lord): That the Subcommittee:
a) Notes the 10 Year Plan 2021-31 Update Report. Motion carried (AR/2021/006) |
Resolution to exclude the public |
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Moved (Cr Mike Lord/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 NZ) and Rudie Tomlinson (Audit NZ) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C3 and C17. 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/2021/007) |
The meeting moved into confidential at 2.24 pm.
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CHAIRPERSON
Audit and Risk Subcommittee 21 April 2021 |
Financial Results for period ending 28 February 2021
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the Financial Results for the period ending 28 February 2021 report which was presented to the Council meeting held on 30 March 2021.
That the Subcommittee: a) Notes the Financial Results for the period ending 28 February 2021 report. |
Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Clare Sullivan - Team Leader Civic |
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Title |
Page |
⇩a |
Financial Results for the period ending 28 February 2021 |
24 |
Audit and Risk Subcommittee 21 April 2021 |
Audit and Risk Subcommittee Work Plan 2021
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the revised Audit and Risk Subcommittee Work Plan 2021 which has been aligned with work programmes scheduling and decision-making.
2 Please note that the Governance and Financial Policies are included in an appendix to the Work Plan.
3 It should be noted that items without ticks shown have not been scheduled for action.
4 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 |
41 |
Audit and Risk Subcommittee 21 April 2021 |
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 Rudie Tomlinson (Audit NZ) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C2 and 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.