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:

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.

Apologies:

The Mayor (Grant Smith) (for lateness) and Councillors Adrian Broad (early departure on Council Business) and Tangi Utikere (for lateness)

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

Apologies

 

Moved Vaughan Dennison, seconded Susan Baty.

The COMMITTEE RESOLVED

1.     That the Committee receive the apologies.

 

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.

 

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

What is Internal Audit and Risk Management - An Overview

Presentation, dated 16 November 2016, by Vivian Watene.

 

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1.   That the Audit and Risk Committee receive the presentation for information.

 

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.

   

 26-16

Public Participation at Meetings

Memorandum, dated 9 November 2016, from the Committee Administrator, Rachel Corser.

 

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.

 

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.

 

27-16

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

 

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.’


 

 

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.

 

28-16

Audit New Zealand Report to Council for the year ended 30 June 2016

Memorandum, dated 18 November 2016, from the Financial Accountant, Keith Allan.

 

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1.   That the Committee receive the 2016 final Audit Management Report.

 

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.

 

29-16

Management Agreed Audit Corrective Actions - Timeline Missed

Memorandum, dated 28 October 2016, from the Senior Internal Auditor, Vivian Watene.

 

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.

 

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.

 

 

 

30-16

New Audit Review - Planning Services Revenue Process

Memorandum, dated 1 November 2016, from the Senior Internal Auditor, Vivian Watene.

 

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.

 

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.

 

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.

 

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.

       

31-16

Minutes of the Audit and Risk Committee meeting of 16 May 2016 [Part II Confidential]

 

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.

 

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.

 

The meeting finished at 12.57pm

 

Confirmed 20 February 2017

 

 

 

Chairperson