Audit, Risk and Finance Subcommittee Minutes - 14 November 2017
Minutes of a meeting of the Audit, Risk and Finance Subcommittee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Tuesday 14 November 2017, commencing at 9.01am
Present: Mr J Peters (Chairperson), Her Worship the Mayor R Reese, Councillor I Barker, Councillor B Dahlberg and Mr J Murray
In Attendance: Councillors G Noonan, P Matheson, S Walker, Group Manager Infrastructure (A Louverdis), Group Manager Strategy and Environment (C Barton), Group Manager Community Services (C Ward), Group Manager Corporate Services (N Harrison), Senior Strategic Adviser (N McDonald) Tracey Hughes and Governance Adviser (E Stephenson)
Apology: Her Worship the Mayor R Reese for lateness
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Resolved AUD/2017/069 That the Audit, Risk and Finance Subcommittee Receives and accepts the apology from Her Worship the Mayor for lateness. |
2. Confirmation of Order of Business
There was no change to the order of business.
Councillor Barker declared an interest in Tahunanui Beach Holiday Park.
There was no public forum.
5.1 28 September 2017
Document number M2963, agenda pages 7 - 13 refer.
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Resolved AUD/2017/070 That the Audit, Risk and Finance Subcommittee Confirms the minutes of the meeting of the Audit, Risk and Finance Subcommittee, held on 28 September 2017, as a true and correct record. |
6. Status Report - Audit Risk and Finance Subcommittee -14 November 2017
Document number R8676, agenda pages 14 - 17 refer.
Group Manager Corporate Services, Nikki Harrison answered questions on this item.
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Resolved AUD/2017/071 That the Audit, Risk and Finance Subcommittee Receives the Status Report Audit, Risk and Finance Subcommittee 14 November 2017 (R8676) and its attachment (A1753947). |
Attendance: Her Worship the Mayor entered the meeting at 9.06am.
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Chairperson's Report |
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The Chairperson provided a verbal report in which he commented on report scheduling, noting that the August month-end Corporate Report had only been received that day, which was ten weeks after the period in question. He said that this did not provide opportunity for adequate oversight and monitoring and requested that the minutes record that the Subcommittee did need more timely information, noting that the Group Manager Corporate Services would be tabling an update on September month-end during the Corporate Report item. |
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Resolved AUD/2017/072 That the Audit, Risk and Finance Subcommittee Receives the Chairperson’s verbal report. |
8. Report from 28 September Works and Infrastructure Committee (Chairperson’s Report)
Document number R8681, agenda pages 18 - 20 refer.
Chairperson of the Works and Infrastructure Committee, Councillor Walker, spoke to the report and Group Manager Infrastructure Alec Louverdis answered questions.
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Resolved AUD/2017/073 That the Audit, Risk and Finance Subcommittee Receives the (Chairperson’s) Report from 28 September Works and Infrastructure Committee (R8681) and its attachment (A1839317). |
9. Corporate Report to 31 August 2017
Document number R7001, agenda pages 21 - 34 refer.
Group Manager Corporate Services, Nikki Harrison, spoke to the report and answered questions. The September 2017 Key Indicators report was tabled.
A typographical error was pointed out in agenda page 28, Attachment 1 – Borrowing statistics - 33.6% should be 3.36%.
Councillor Barker left the table at 9.43am, during discussion on the Tahunanui Beach Holiday Park and returned to the table at 9.48am.
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Resolved AUD/2017/074 That the Audit, Risk and Finance Subcommittee Receives the report Corporate Report to 31 August 2017 (R7001) and its attachments (A1854215, A1853357 and A1852936). |
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1 A1865625 Key Indicators September 2017 |
10. Health and Safety: Quarterly Report
Document number R7022, agenda pages 35 - 48 refer.
Health and Safety Adviser Malcolm Hughes answered questions on the report.
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Resolved AUD/2017/075 That the Audit, Risk and Finance Subcommittee Receives the report Health and Safety: Quarterly Report (R7022) and its attachment (A1845583). |
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Recommendation to Council AUD/2017/076 That the Council Notes the report Health and Safety: Quarterly Report (R7022) and its attachment (A1845583); and Acknowledges the assessment of critical health and safety risks contained in the attachment (A1845583). |
Document number R7525, agenda pages 49 - 54 refer.
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Resolved AUD/2017/077 That the Audit, Risk and Finance Subcommittee Receives the report Insurance renewal 2017/18 (R7525); and Notes the decision made to exit Local Authority Protection Program (LAPP) and join the Aon South Island Collective from 1 July 2017; and Notes the decision made to purchase an additional $125 million shared limit (to a total limit of $250 million) with a Council sublimit of $160 million from 1 November 2017. |
12. Internal Audit Quarterly Report to 30 September 2017
Document number R7589, agenda pages 55 - 59 refer.
Internal Audit Analyst, Lynn Anderson updated the committee on recent audits undertaken and answered questions.
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Resolved AUD/2017/078 That the Audit, Risk and Finance Subcommittee Receives the report Internal Audit Quarterly Report to 30 September 2017 (R7589). |
13. Key Organisational Risks 2017 - 3rd Quarterly Report
Document number R7681, agenda pages 60 - 77 refer.
Risk and Procurement Analyst, Steve Vaughan, spoke to the report and answered questions.
Discussion took place on the risks to the organisation caused by staff shortages and it was agreed to add a request for the provision of a report to the Audit, Risk and Finance Subcommittee on this issue to the motion.
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Resolved AUD/2017/079 That the Audit, Risk and Finance Subcommittee Receives the report Key Organisational Risks 2017 - 3rd Quarterly Report (R7681) and its attachment (A1842185); and Requests officers report back on what is being done to mitigate the risk to the organisation and its business resulting from staff shortages. |
Her Worship the Mayor R Reese requested that the public be excluded to allow confidential discussion on a matter relating to a reputational risk to Council, as part of Item 13 - Key Organisational Risks 2017 – 3rd Quarterly Report.
Public Excluded Business
14. Exclusion of the Public
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Resolved AUD/2017/080 That the Audit, Risk and Finance Subcommittee Excludes the public from the following parts of the proceedings of this meeting. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
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The meeting went into public excluded session at 10.50am and resumed in public session at 11.19am, at which time the meeting was adjourned.
15. Re-admittance of the public
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Resolved AUD/2017/081 That the Audit, Risk and Finance Subcommittee Re-admits the public to the meeting. Her Worship the Mayor/Barker Carried |
The meeting was reconvened at 11.38am.
16. Section 17A Service Delivery Review progress report
Document number R8167, agenda pages 78 - 123 refer.
Policy Adviser, Gabrielle Thorpe, spoke to the report and answered questions.
It was noted that the correct date for the funding model change for Saxton field was July 2018, not September 2018, as stated on page 102 of the agenda (Attachment 5 of the report).
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Resolved AUD/2017/082 That the Audit, Risk and Finance Subcommittee Receives the report Section 17A Service Delivery Review progress report (R8167) and its attachments (A1824993, A1845758, A1844354, A1843923, A1837281, A1633609, A1819898, A1844359, A1853049). |
17. Tax Risk Management Strategy
Document number R8585, agenda pages 124 - 132 refer.
Senior Accountant, Tracey Hughes spoke to the report and answered questions.
Discussion took place regarding the management of council’s tax liability as a whole to maximise its efficiency. It was noted that Council would be engaging with Tasman District Council to consider this topic. It was agreed that a request for the provision of a report to the Subcommittee on efficient tax management, after that work has been completed, be added to the motion.
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Resolved AUD/2017/083 That the Audit, Risk and Finance Subcommittee Receives the report Tax Risk Management Strategy (R8585) and its attachments (A1847439 and A1847460); and Requests that a review is undertaken of the group tax strategy to ensure maximum group efficiencies.
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Recommendation to Council AUD/2017/084 That the Council Adopts the Tax Risk Management Strategy (A1847439). |
There being no further business the meeting ended at 11.55am.
Confirmed as a correct record of proceedings:
Chairperson
Date