HASTINGS DISTRICT COUNCIL
MINUTES
OF A MEETING OF THE Risk
and Audit Subcommittee
HELD
IN THE Council Chamber,
Ground Floor, Civic Administration Building, Lyndon Road East, Hastings
ON Tuesday, 28 November 2017 AT 9.00am
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Present:
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Mr J
Nichols (Chair)
Acting
Mayor Hazlehurst (present for part of meeting)
Acting
Deputy Mayor Nixon
Councillors
Kerr and Travers
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IN ATTENDANCE:
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Chief Executive: (Mr R McLeod)
Chief
Financial Officer (Mr B Allan) (present for part of meeting)
Manager,
Strategic Finance (Mr B Chamberlain)
Group
Manager: Asset Management (Mr C Thew)
Group
Manager: Human Resources (Mrs B Bayliss)
Health
and Safety Advisor (Ms J Kuzman)
Group
Manager: Economic Growth and Organisation Improvement (Mr C Cameron)
Risk and Corporate Services Manager (Mr R Smith)
District Customer Services Manager (Mr G Brittin)
Committee
Secretary (Mrs C Hilton)
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ALSO PRESENT:
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Ms J
Noiseux - Audit Supervisor, Audit New Zealand (present for Item 8)
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1. Apologies
Acting
Mayor Hazlehurst advised that she would need to leave the meeting at
approximately 9.45am.
2. Conflicts
of Interest
There were no
declarations of conflicts of interest.
3. Confirmation
of Minutes
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Acting Mayor Hazlehurst/Councillor Kerr
That the
minutes of the Risk and Audit Subcommittee Meeting held Monday
4 September 2017 be confirmed as a true and correct record and be adopted.
CARRIED
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4.
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Health and Safety Risk Management Update
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(Document 17/1003)
Officers spoke to the agenda report and
responded to questions from the Subcommittee.
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Councillor Nixon/Councillor Travers
That the report of the Health and Safety
Advisor titled “Health and Safety Risk Management Update”
dated 28/11/2017 be received.
CARRIED
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5.
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Treasury Activity and Funding
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(Document 17/1070)
Officers spoke to the agenda report and
responded to questions from the Subcommittee. Officers were asked to check
the contract with PWC, for treasury advice, and to advise when it was last
reviewed and if it should be put out to tender again.
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Councillor
Travers/Councillor Nixon
That the report of the Manager Strategic Finance titled Treasury Activity and Funding
dated 28/11/2017 be
received.
CARRIED
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6.
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Annual Review of Treasury Management Policy and
Treasury Performance
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(Document 17/1133)
Officers spoke to the agenda report and
responded to questions from the Subcommittee. The meeting addressed the
marked up version of the Treasury Management Policy set out in Attachment 2
of the report.
Acting Mayor Hazlehurst left the
meeting at 9.45am.
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Councillor Travers/Councillor Kerr
A) That the report
of the Manager Strategic Finance titled “Annual Review of
Treasury Management Policy and Treasury Performance” dated 28/11/2017
be received.
B) That
the Risk and Audit Subcommittee recommend to Council the
changes to the Treasury Management Policy document (as shown in the marked up version PMD-02-06-03-17-33) included in Attachment 2 to the report in
“A” above, subject to discussions
between the Chair of the Risk and Audit Subcommittee, PricewaterhouseCoopers
and Officers in regard to the future minimum forward
start time for interest rate swaps/collars and other minor amendments.
CARRIED
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7.
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Strategic Risk Management Update
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(Document 17/1080)
Officers spoke to the agenda report and
responded to questions from the Subcommittee.
In 2018 the Chair would relook at each of the identified residual
risk levels with Officers to see if those risk levels could be further
reduced, with a resultant report going to Council. A facilitated
discussion with the Subcommittee would also be organised next year to address
the issue of risk appetite.
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Councillor Kerr/Councillor Travers
A) That
the report of the Quality Assurance and Business Services Manager
titled “Strategic Risk Management Update” dated 28/11/2017
be received.
B) That an update report be provided to Council that includes 1-page
strategic risk summaries for; Civil Defence Emergency (Risk #2), Health &
Safety Incident (Risk #3), Infrastructure Service Failure (Risk #4),
Ineffective Regulatory Oversight (Risk #5), Demographic change (Risk #7) and
Information Security Failure (Risk #8).
With the
reasons for this decision being that the objective of the decision will
contribute to meeting the current and future needs of communities for good
quality local infrastructure and local public services in a way that is most
cost-effective for households and business by:
i) Ensuring strategic risks to the Council are effectively managed.
CARRIED
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8.
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Audit Report for the Financial Year ended 30 June
2017
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(Document 17/1129)
Ms J Noiseux, Audit Supervisor, Audit New
Zealand spoke to the covering letter and audit opinion from Audit New Zealand
and responded to questions from the Subcommittee. She also noted apologies
from Mr S Lucy and Ms M Wassilieff, Audit New Zealand.
Council Officers spoke to the agenda
report and also responded to questions from the Subcommittee. During the next two years, the Office of the Auditor General will
focus on 3 waters (in 2017/’18) and procurement and control management
(in 2018/’19).
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Mr Nichols/Councillor Travers
That the report of the Financial
Controller titled “Audit Report for the Financial Year ended 30
June 2017” dated 28/11/2017 be received.
CARRIED
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9.
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General Update Report and Status of Actions
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(Document 17/1130)
Officers spoke to the agenda report and
responded to questions from the Subcommittee.
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Councillor Kerr/Councillor Nixon
That the report of the Manager
Strategic Finance titled “General Update Report and Status of
Actions” dated 28/11/2017 be received.
CARRIED
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10.
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Internal Audit Update
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(Document 17/1131)
Officers spoke to the agenda report and
responded to questions from the Subcommittee.
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Councillor Nixon/Mr Nichols
That the report of the Chief Financial
Officer titled “Internal Audit Update” dated 28/11/2017
be received.
CARRIED
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11.
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Water Services
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(Document 17/1250)
The Chief Executive provided an update on
the work of the Change Management Team and responded to questions from the Risk and Audit Subcommittee.
The Chief Executive advised that a
six-monthly update report on Water Services would be presented to the Council
meeting on 14 December 2017.
Acting Mayor Hazlehurst rejoined the
meeting at 11.17am.
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Councillor Kerr/Councillor Travers
That the report of the Chief
Executive titled “Water Services” dated 28/11/2017
be received.
With the
reasons for this decision being that the objective of the decision will
contribute to meeting the current and future needs of communities for good
quality local infrastructure in a way that is most cost-effective for
households and business by:
i) Providing for effective Governance oversight of the water services
change programme.
CARRIED
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12. Additional Business Items
There were no additional business items.
13. Extraordinary
Business Items
There were no extraordinary business items.
________________________
The meeting closed at 11.18am
Confirmed:
Chairman:
Date:
Hastings District Council