Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit and Risk Subcommittee will be held on:
Date: Thursday 2 December 2021
Time: 12.30 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, Chief Financial 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 2 December 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 - 3 November 2021 11
Part A Reports (Committee has power to decide these matters)
5 Audit and Risk Subcommittee Work Plan 2021- 2022 21
Resolution to Exclude the Public 27
Audit and Risk Subcommittee 2 December 2021 |
An apology has been received from Cr Christine Garey.
That the Subcommittee:
Accepts the apology from Cr Christine Garey.
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 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 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 2 December 2021 |
Audit and Risk Subcommittee meeting - 3 November 2021
That the Subcommittee: a) Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 03 November 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 3 November 2021 |
12 |
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Audit and Risk Subcommittee 2 December 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 Wednesday 03 November 2021, commencing at 2.03 pm
PRESENT
Chairperson |
Warren Allen |
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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 (Chief Executive Officer), Gavin Logie (Chief Financial Officer) and Andrew Slater (Risk and Internal Audit Manager). |
Governance Support Officer Wendy Collard
1 Apologies |
There were no apologies.
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2 Confirmation of agenda |
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Moved (Mr Warren Allen/Cr Christine Garey): That the Subcommittee:
Confirms the agenda with the following addition or alteration:
Item C7 – Dunedin City Holdings Ltd – Update on Audit and Risk Activity be taken before C5.
Motion carried |
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.
Warren Allen provided an update on his Register of Interest.
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Moved (Warren Allen/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/2021/034) |
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 24 June 2021 |
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Moved (Warren Allen/Cr Doug Hall): That the Subcommittee:
a) Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 24 June 2021 as a correct record. Motion carried (AR/2021/035) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2021- 2022 |
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A report provided a copy of the revised Audit and Risk Subcommittee Work Plan 2021-2022 which has been aligned with work programmes scheduling and decision-making. |
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Moved (Warren Allen/Cr Mike Lord): That the Subcommittee:
a) Notes the Audit and Risk Subcommittee Work Plan 2021-2022. Motion carried |
6 Financial Results for period ending 30 September 2021 |
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A report from Civic provided a copy of the Financial Results for the period ending 30 September 2021 report which had been presented to the Council meeting held on 27 October 2021. The Chief Financial Officer (Gavin Logie) spoke to the report and responded to questions.
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Moved (Warren Allen/Cr Doug Hall): That the Subcommittee:
a) Notes the Financial Results for the period ending 30 September 2021 report. Motion carried |
Resolution to exclude the public |
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Moved (Warren Allen/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 Rudie Tomlinson (Audit NZ) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C3, C4 and C7. 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/2021/036) |
The meeting moved into confidential at 2.10 pm and concluded at 4.46 pm.
..............................................
CHAIRPERSON
Audit and Risk Subcommittee 2 December 2021 |
Audit and Risk Subcommittee Work Plan 2021- 2022
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the revised Audit and Risk Subcommittee Work Plan 2021-2022 which has been aligned with work programmes scheduling and decision-making.
2 Please note that the Governance and Financial Policies are included as 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 2021-2022. |
Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
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Title |
Page |
⇩a |
Audit and Risk Subcommittee Work Plan |
22 |
Audit and Risk Subcommittee 2 December 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.