Palmerston North City Council
Minutes of
the Audit and Risk Committee Meeting Part I Public, held in the Council
Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston
North on 28 November 2016, commencing at 9.00am.
Members
Present:
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Councillor Vaughan Dennison (in the
Chair) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle
Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson,
Karen Naylor, Bruno Petrenas and Aleisha Rutherford.
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Apologies:
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The Mayor (Grant Smith) (for lateness)
and Councillors Adrian Broad (early departure on Council Business) and Tangi
Utikere (for lateness)
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Councillor
Duncan McCann entered the meeting at 11.23am when the meeting resumed. He was
not present for clause 24.
Councillor Tangi
Utikere entered the meeting at 11.23am when the meeting resumed. He was not
present for clause 24.
The Mayor (Grant
Smith) entered the meeting at 11.23am when the meeting resumed. He was not
present for clause 24.
Councillor
Adrian Broad was not present when the meeting resumed at 11.23am. He was not
present for clauses 25 to 31 inclusive.
Councillor Lew Findlay was not
present when the meeting resumed at 11.23am. He entered the meeting at 11.43am during consideration of clause 27. He was not present for clauses 25 to 26 inclusive.
24-16
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Apologies
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Moved
Vaughan Dennison, seconded Susan Baty.
The COMMITTEE RESOLVED
1.
That the Committee receive the apologies.
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Clause 24.1 above was carried 13 votes to 0, the
voting being as follows:
For:
Councillors
Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke,
Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna
Johnson, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.
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The meeting adjourned at 9.01am
The meeting resumed at 11.23am
Note: when the meeting resumed The Mayor
(Grant Smith) and Councillors Duncan McCann and Tangi Utikere were present.
Councillors Adrian Broad and Lew Findlay were not present.
25-16
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What is Internal Audit and Risk
Management - An Overview
Presentation,
dated 16 November 2016, by Vivian Watene.
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Moved Vaughan Dennison, seconded Bruno
Petrenas.
The COMMITTEE
RESOLVED
1. That the Audit and Risk Committee receive the presentation for
information.
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Clause 25.1
above was carried 14 votes to 0, the voting being as follows:
For:
The Mayor (Grant
Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle
Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Lorna Johnson,
Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi
Utikere.
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26-16
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Public Participation at Meetings
Memorandum,
dated 9 November 2016, from the Committee Administrator, Rachel Corser.
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Moved Vaughan Dennison, seconded Aleisha
Rutherford.
The COMMITTEE
RESOLVED
1. That
the Audit and Risk Committee set aside a public
comment section of not more than 30 minutes at the commencement of each ordinary
meeting of the Committee to provide members of the community the opportunity
to comment.
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Clause 26.1
above was carried 14 votes to 0, the voting being as follows:
For:
The Mayor (Grant
Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle
Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Lorna Johnson,
Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi
Utikere.
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27-16
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Health and Safety - July - September
2016
Memorandum, dated 3 November 2016, from
the Human Resources Manager, Wayne Wilson.
Councillor Lew Findlay entered the meeting at
11.43am
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Moved Vaughan Dennison, seconded Bruno Petrenas.
The COMMITTEE
RESOLVED
1. That
the Audit and Risk Committee note the information contained within the
memorandum dated 3 November 2016 entitled ‘Health and Safety July
– September 2016.’
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Clause 27.1
above was carried 14 votes to 1, the voting being as follows:
For:
The Mayor (Grant
Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle
Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson,
Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi
Utikere.
Against:
Councillor
Leonie Hapeta.
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28-16
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Audit New Zealand Report to Council for
the year ended 30 June 2016
Memorandum,
dated 18 November 2016, from the Financial Accountant, Keith Allan.
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Moved Vaughan Dennison, seconded Bruno
Petrenas.
The COMMITTEE
RESOLVED
1. That
the Committee receive the 2016 final Audit Management
Report.
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Clause 28.1
above was carried 15 votes to 0, the voting being as follows:
For:
The Mayor (Grant
Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle
Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies,
Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha
Rutherford and Tangi Utikere.
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29-16
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Management Agreed Audit Corrective
Actions - Timeline Missed
Memorandum,
dated 28 October 2016, from the Senior Internal Auditor, Vivian Watene.
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Moved Vaughan Dennison, seconded Karen
Naylor.
The COMMITTEE
RECOMMENDS
1. That
the Committee receive the Memorandum dated 28 October
2016 entitled ‘Management Agreed Audit Corrective Actions –
Timeline Missed’ for information.
2. That
the Chief Executive be instructed to report a Business Continuity Plan Status
Report to the next Audit and Risk Committee meeting in February 2017.
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Clause 29-16
above was carried 15 votes to 0, the voting being as follows:
For:
The Mayor (Grant
Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle
Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies,
Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha
Rutherford and Tangi Utikere.
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30-16
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New Audit Review - Planning Services
Revenue Process
Memorandum, dated
1 November 2016, from the Senior Internal Auditor, Vivian Watene.
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Moved Vaughan Dennison, seconded Bruno Petrenas.
The COMMITTEE
RESOLVED
1. That
the Committee receive the Memorandum dated 1 November
2016 entitled ‘New Audit Review – Planning Services Revenue
Process’ and its Appendix.
2. That
the Committee note the audit issues and the related
management responses to the audit recommendations.
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Clauses 30.1 to
30.2 above were carried 15 votes to 0, the voting being as follows:
For:
The Mayor (Grant
Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle
Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies,
Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha
Rutherford and Tangi Utikere.
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Moved Susan Baty, seconded Vaughan
Dennison.
3.
That a report for uninvoiced items be
presented to the next Audit and Risk Committee meeting in February 2017.
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Clause 30.3
above was carried 15 votes to 0, the voting being as follows:
For:
The Mayor (Grant Smith) and Councillors
Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan
Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson,
Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi
Utikere.
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31-16
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Minutes of the Audit and Risk
Committee meeting of 16 May 2016 [Part II Confidential]
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Moved
Vaughan Dennison, seconded Bruno Petrenas.
The COMMITTEE
RESOLVED
1.
That the minutes of the meeting held on 16 May
2016 [Part II Confidential] be confirmed as a correct record, subject to the
removal of Councillor Lew Findlay from members present.
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Clause 31.1 above was carried 9 votes to 0, with 6
abstentions, the voting being as follows:
For:
The Mayor (Grant Smith) and Councillors Susan Baty,
Rachel Bowen, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Duncan McCann, Bruno
Petrenas and Aleisha Rutherford.
Abstained:
Councillors Brent Barrett, Gabrielle Bundy-Cooke,
Lew Findlay QSM, Lorna Johnson, Karen Naylor and Tangi Utikere.
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The meeting finished at 12.57pm
Confirmed 20 February
2017
Chairperson