Minutes of Audit and Risk Committee

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 21 May 2018, commencing at 9.00am

Members

Present:

Councillors Vaughan Dennison (in the Chair), Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Lorna Johnson and Bruno Petrenas.

Non Members:

Councillors Brent Barrett, Rachel Bowen, Duncan McCann, Karen Naylor and Aleisha Rutherford.

Apologies:

The Mayor (Grant Smith for lateness) and Councillors Rachel Bowen (lateness on Council Business), Leonie Hapeta, Jim Jefferies, Karen Naylor (early departure) and Tangi Utikere.

Councillor Rachel Bowen left the meeting during the adjournment at 9.01am. She was present for clause 9.

The Mayor (Grant Smith) entered the meeting at 10.04am during consideration of clause 11. He was not present for clauses 9 and 10.

9-18

Apologies

Moved Vaughan Dennison, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 9-18 above was carried 12 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, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, and Aleisha Rutherford.

The meeting adjourned at 9.01am

The meeting resumed at 10.01am

When the meeting resumed Councillor Rachel Bowen was not present.

10-18

Confirmation of Minutes

Moved Bruno Petrenas, seconded Lew Findlay QSM.

The COMMITTEE RESOLVED

1. That the minutes of the Audit and Risk Committee meeting of 19 February 2018 Part I Public be confirmed as a true and correct record.

Clause 10-18 above was carried 11 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, and Aleisha Rutherford.

11-18

Health and Safety Report Jan - Mar 2018

Memorandum, dated 3 May 2018 from the Human Resources Manager, Wayne Wilson.

The Mayor (Grant Smith) entered the meeting at 10.04am

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1. That the Audit and Risk Committee note the information contained within the report titled “Health and Safety Report Jan – March 2018” and dated 3 May 2018.

Clause 11-18 above was carried 12 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Duncan McCann, Bruno Petrenas, Karen Naylor and Aleisha Rutherford.

12-18

Delegations Manual - Amendment to Powers of Chief Executive

Memorandum, dated 4 May 2018 from the Business Development Executive, Fiona Dredge.

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RECOMMENDS

1. That Council approves the following changes to the Delegations Manual:

a. Addition to clause 140 with definitions for “Capital New Budget” and “Capital Renewal Budget” as set out in Appendix 1; and

b. Replacement of existing clauses 204, 207, 208 and 209 with those set out in Appendix 1.

Clause 12-18 above was carried 11 votes to 1, the voting being as follows:

For:

Against:

Councillor Karen Naylor.

13-18

Management Agreed Audit Corrective Action Quarterly Progress

Memorandum, dated 30 April 2018 from the Senior Internal Auditor, Vivian Watene.

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1. That the Committee receive this Memorandum and its Appendixes for information.

Clause 13-18 above was carried 12 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, and Aleisha Rutherford.

14-18

An Internal Audit Report - Rates Revenue Process

Memorandum, dated 30 April 2018 from the Internal Auditor, Swati Joshi and the Senior Internal Auditor, Vivian Watene.

Moved Lorna Johnson, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1. That the Committee receive the Internal Audit report on the Rates Revenue process for information.

Clause 14-18 above was carried 12 votes to 0, the voting being as follows:

For:

15-18

Committee Work Schedule

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1. That the Audit and Risk Committee receive its Work Schedule dated May 2018.

2. That the summary documents for the Council's Asset Management Plans be added to the Audit & Risk Committee Work Schedule.

Clause 15-18 above was carried 12 votes to 0, the voting being as follows:

For:

The meeting finished at 11.02am

Confirmed 20 August 2018

Chairperson