NAPIER CITY COUNCIL

Civic Building

231 Hastings Street, Napier

Phone:  (06) 835 7579

www.napier.govt.nz

 

 

 

Audit and Risk Committee

 

 

Open

Agenda

 

 

Meeting Date:

Thursday 1 December 2016

Time:

1.00pm

Venue:

Main Committee Room
3rd floor Civic Building
231 Hastings Street
Napier

 

 

Council Members

John Palairet (In the Chair), Mayor Bill Dalton, Geoff Foster, Councillor Kirsten Wise, Councillor Claire Hague

Officer Responsible

Director Corporate Services, Adele Henderson

Administrator

Team Leader Governance, Jane McLoughlin

 

 

Next Audit and Risk Committee Meeting, 2017 tbc

 

Audit and Risk Committee – 01 December 2016 – Open Agenda

ORDER OF BUSINESS

Apologies

Nil

CONFLICTS OF INTEREST

Public forum

Nil

Announcements by the Mayor

Announcements by the Chairperson

Announcements by the Management

Confirmation of Minutes

That the Minutes of the Audit and Risk Committee meeting held on Thursday, 8 September 2016 be taken as a true and accurate record of the meeting.

Notification and Justification of Matters of Extraordinary Business

(Strictly for information and/or referral purposes only).

Agenda Items

1          Audit and Risk Charter Review.................................................................................. 3

2          Audit and Risk Meeting Schedule 2016-17.............................................................. 10  

Public Excluded ........................................................................................................................ 11


Audit and Risk Committee – 01 December 2016 – Open Agenda

Agenda Items

1.      Audit and Risk Charter Review

Type of Report:

Information

Legal Reference:

N/A

Document ID:

326620

Reporting Officer/s & Unit:

Adele  Henderson, Director Corporate Services

 

1.1     Purpose of Report

To present and make recommendations on amendments to the Audit and Risk Committee Charter and Terms of Reference.

 

Officer’s Recommendation

a.       That the report titled Audit and Risk Charter Review be received.

b.       That the amendments to the Audit and Risk Committee Charter and Terms of Reference are recommended to Council for approval.

 

 

CHAIRPERSON’S RECOMMENDATION

That the Council resolve that the officer’s recommendation be adopted.

 

1.2     Background Summary

The Audit and Risk Committee Charter (Charter) details the scope of work and key areas of focus for the sub-committee along with the suggested membership. The Audit and Risk Committee Terms of Reference refers directly to the Charter.

 

The Charter states that at least once a year the Committee will review the Charter.

This review involves consultation with the Council with any substantive changes to the Charter being recommended by the Committee and formally approved by the Council.

 

Officers have undertaken a formal review of the Charter and identified a number of minor changes mainly related to formatting and lay out.

 

The updated Charter is attached for consideration and approval by the Committee.

 

 

1.3     Attachments

a       Audit and Risk Committee Charter ⇩   

Audit and Risk Committee – 01 December 2016 – Open Agenda

 

 

 

 

 

Audit and Risk Committee – 01 December 2016 – Open Agenda

2.      Audit and Risk Meeting Schedule 2016-17

Type of Report:

Operational and Procedural

Legal Reference:

N/A

Document ID:

326623

Reporting Officer/s & Unit:

Adele  Henderson, Director Corporate Services

 

2.1     Purpose of Report

To consider the proposed timetable of meetings for the Audit and Risk Committee in 2017, as detailed below.

 

Officer’s Recommendation

a.       That feedback be provided on the proposed timetable of meetings for the Audit and Risk Committee for 2017.

 

CHAIRPERSON’S RECOMMENDATION

That the Council resolve that the officer’s recommendation be adopted.

 

 

                    Proposed Audit and Risk Committee meetings Timetable 2017                  

2016

Content

2017

Content

24 March 2016

Draft Annual Plan

16 March 2017

Insurance, Draft Annual Plan

22 July 2016

General

15 June 2017

General

8 September

Draft Annual Report

14 September 2017

Draft Annual Report

1 December 2016

General

7 December 2017

General

 

 

 

2.2     Attachments

Nil      

Audit and Risk Committee – 01 December 2016 – Open Agenda

 

PUBLIC EXCLUDED ITEMS

 

 

That the public be excluded from the following parts of the proceedings of this meeting, namely:

 

AGENDA ITEMS

1.         Napier City Council Investment and Debt Report

2.         Health and Safety Report 30 September 2016

3.         Review of Payroll for Overtime and Time in Lieu

4.         Audit NZ - Management Letter 2015/16

5.         DRAFT Multi Use Sports Facility Business Case

6.         Review of Procurement at City Services (The Depot)

7.         Risk Register October 2016

8.         Napier City Council Internal Audit Status Report

 

The general subject of each matter to be considered while the public was excluded, the reasons 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 were as follows:

 

GENERAL SUBJECT OF

EACH MATTER TO BE CONSIDERED

REASON FOR PASSING THIS RESOLUTION IN RELATION TO EACH MATTER

GROUND(S) UNDER SECTION 48(1) TO THE PASSING OF THIS RESOLUTION

1.  Napier City Council Investment and Debt Report

7(2)(b)(ii) Protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

2.  Health and Safety Report 30 September 2016

7(2)(d) Avoid prejudice to measures protecting the health and safety of members of the public

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

3.  Review of Payroll for Overtime and Time in Lieu

7(2)(c)(i) Protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

4.  Audit NZ - Management Letter 2015/16

7(2)(g) Maintain legal professional privilege

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

5.  DRAFT Multi Use Sports Facility Business Case

7(2)(b)(ii) Protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

6.  Review of Procurement at City Services (The Depot)

7(2)(b)(ii) Protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

7.  Risk Register October 2016

7(2)(e) Avoid prejudice to measures that prevent or mitigate material loss to members of the public

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

8.  Napier City Council Internal Audit Status Report

7(2)(c)(i) Protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7  (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.