AGENDA AUDIT AND RISK SUB-COMMITTEE by jtw17108

VIEWS: 11 PAGES: 13

									                                                          PUBLIC COPY




AGENDA
for the meeting of the



AUDIT AND RISK SUB-COMMITTEE
to be held on
THURSDAY, 18 MARCH 2010
at 5.00pm in the Puhinui Room
MANUKAU CIVIC CENTRE
Wiri Station Road
Manukau City


                                STANDING SUB-COMMITTEE

                CHAIRMAN:                 Cr Maggie Burrill

                DEPUTY CHAIRMAN:          Cr Bob Wichman

                SUB-COMMITTEE:            His Worship the Mayor, Len Brown
                                          Cr Efu Koka
                                          Cr Daniel Newman
                                          Cr Jami-Lee Ross
                                          Cr Michael Williams




         Team Leader Committee Services – Puretu Nia: T: 262-5129 M: 027 420 1112
                         E-mail: Puretu.Nia@manukau.govt.nz
    EMERGENCY EVACUATION
   WHEN REQUESTED TO EVACUATE THIS BUILDING

    Leave the building immediately by the nearest exit, which is:


                 Exit into the Main Foyer
                   Exit at Carpark End

                       The alternative exit is:


                     Entry Foyer by Lift

                        Please assemble at:


                     Council Car Parks

STAY AT THE ASSEMBLY POINT UNTIL THE “ALL CLEAR” IS GIVEN


                              WALK
                         DO NOT RUN
                    DO NOT USE LIFTS


              The Fire Warden for this meeting is the:


                    Committee Advisor

               Please follow her instructions
              AUDIT AND RISK SUB-COMMITTEE
                         MEETING

                                      THURSDAY, 18 MARCH 2010

                                                 TABLE OF CONTENTS


Item                                                                                                                                     Page
No.                                                                                                                                       No.



1.     APOLOGIES IN ACCORDANCE WITH STANDING ORDER NUMBER 2.10 .......................... 1

2.     CONFIRMATION OF MINUTES ................................................................................................ 1

3.     PRECEDENCE OF BUSINESS IN ACCORDANCE WITH STANDING ORDER
       NUMBER 2.6.1........................................................................................................................... 2

4.     CHAIRPERSON’S ANNOUNCEMENTS ................................................................................... 2

5.     URGENT BUSINESS AUTHORISED TO BE TAKEN UNDER STANDING ORDER
       NUMBER 2.5.............................................................................................................................. 2

6.     EXTRAORDINARY BUSINESS AUTHORISED TO BE TAKEN UNDER STANDING
       ORDER NUMBER 2.5.1............................................................................................................. 3

7.     QUESTIONS IN ACCORDANCE WITH STANDING ORDER NUMBER 4.1 ............................ 3

8.     INTERIM FINANCIAL REPORT FOR THE HALF YEAR ENDED 31 DECEMBER 2009
       (see Appendix “A”) ..................................................................................................................... 4

9.     CONSIDERATION OF URGENT BUSINESS AS AUTHORISED UNDER ITEM 5................... 5

10.    STANDING ORDERS – EXCLUSION OF THE PUBLIC FROM THE MEETING...................... 6

11.    UPDATE REPORT FROM CHIEF ADVISOR RISK AND ASSURANCE - AS AT
       MARCH 2010 (see Appendix “B”) .............................................................................................. 7

12.    RESOLUTION REQUIRED TO DETERMINE WHICH, IF ANY, RESOLUTION(S)
       PASSED DURING THE EXCLUSION OF THE PUBLIC CAN BE RESTATED AFTER
       RE-ADMISSION OF THE PUBLIC TO THE MEETING............................................................. 8

13.    STANDING ORDERS – RE-ADMISSION OF THE PUBLIC TO THE MEETING...................... 8

14.    RESOLUTION(S) OF THE COMMITTEE ARISING FROM DELIBERATIONS DURING
       THAT PART OF THE MEETING FROM WHICH THE PUBLIC WAS EXCLUDED
       WHICH PURSUANT TO RESOLUTION(S) PASSED UNDER ITEM 17 CAN NOW BE
       MADE PUBLIC TO BE RESTATED........................................................................................... 9
AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010                                                 1



     COURTESY REMINDER: All those in attendance are reminded to turn off mobile phones.


                              DECISION-MAKING PRINCIPLES

         (i)     Take relevant information into account and do not take irrelevant information
                 into account. (The committee needs enough information to make a decision,
                 but should not get side-tracked onto irrelevancies.)
         (ii)    All members are to have an equal opportunity to participate.
         (iii)   The decision-making requirements in the Local Government Act 2002 must be
                 appropriately observed, particularly for significant decisions.
         (iv)    Conflicts of interest are to be declared.
         (v)     Reasons are to be given for decisions if reasons are not already contained in a
                 report.




1.       APOLOGIES IN ACCORDANCE WITH STANDING ORDER NUMBER 2.10

         Councillors are reminded to contact the Committee Advisor prior to the meeting to tender their
         apologies for absence and lateness.




2.       CONFIRMATION OF MINUTES


         RECOMMENDATION
         That the minutes of the Audit and Risk Sub-Committee meeting dated 17 September 2009
         (Minute Numbers AR/SEP/1040/09 to AR/SEP/1051/09 inclusive) be signed as a correct
         record of the proceedings at that meeting.
2               AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010




3.   PRECEDENCE OF BUSINESS IN ACCORDANCE WITH STANDING
     ORDER NUMBER 2.6.1

     Councillors are reminded of Standing Order 2.6.1 which states:

     “Notwithstanding anything to the contrary contained in these Standing Orders, and after the
     confirmation of the minutes of the previous meeting, the presiding member as a matter of
     urgency, or the Council or committee, as the case may be, on a motion duly passed without
     debate, may accord precedence to any business set down on the agenda for consideration.”


     RECOMMENDATION
     That the order of items in this agenda be confirmed.




4.   CHAIRPERSON’S ANNOUNCEMENTS

     The Chairperson will make any necessary announcements.




5.   URGENT BUSINESS AUTHORISED TO BE TAKEN UNDER STANDING
     ORDER NUMBER 2.5

     If members or officers identify any items the Chairperson should use the following
     recommendation:


     RECOMMENDATION
     That pursuant to the Local Government Official Information and Meetings Act 1987 the
     following matter/s be approved by the Audit and Risk Sub-Committee as urgent business to
     be considered later in this agenda (under item 9) for the following reasons:

     1.      Subject:

     2.      Reasons:        (a)     why any such item/s is/are not on the Agenda;

                             (b)     why discussion cannot be delayed until the next meeting of
                                     the Audit and Risk Sub-Committee.
AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010                                                  3



6.   EXTRAORDINARY BUSINESS AUTHORISED TO BE TAKEN UNDER
     STANDING ORDER NUMBER 2.5.1

     Pursuant to the Local Government Official Information and Meetings Act 1987 the following
     matter/s be approved by the Sub-Committee.

     1.      The item/s may be discussed at this meeting if:

             (a)     The item/s is/are a minor matter/s relating to the general business of the local
                     authority; and

             (b)     The Chairperson explains at the beginning of the meeting, at a time when it is
                     open to the public, that the item will be discussed at the meeting; but

     2.      No resolution, decision, or recommendation may be made in respect of the item/s
             except to refer it/them to a subsequent meeting of the local authority for further
             discussion.


     RECOMMENDATION
     That pursuant to Local Government Official Information and Meetings Act 1987 the following
     matter/s be reported to a subsequent meeting of the Committee.




7.   QUESTIONS IN ACCORDANCE WITH STANDING ORDER NUMBER 4.1

     Questions sheets are tabled for your convenience.

     Councillors are reminded of Standing Order No. 4.1.2, which states:

     “Before putting a question, a member shall, in the first instance, endeavour to obtain the relevant
     information from the appropriate Council employee or the Chairperson of the committee
     concerned. In the event of the information sought not being forthcoming, or the member not
     being satisfied with the answer, the member then has the right to raise the matter by way of a
     question at an ordinary meeting of Council, provided that the Mayor may refer a question to an
     appropriate committee.”


     RECOMMENDATION
     That the question/s be received and referred to the appropriate Committee or Sub-Committee
     for a response.
4               AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010




8.   INTERIM FINANCIAL REPORT FOR THE HALF YEAR ENDED
     31 DECEMBER 2009 (see Appendix “A”)
     Portfolio Area                   :        All
     Significance of Decision         :        Internal Procedure
     Reporting Unit                   :        Finance
     Reporting Officer                :        Dave Foster, Director Finance
     Ward                             :        Citywide


     SUMMARY
     The six monthly interim financial report for the half ended 31st December 2009 has been
     prepared in accordance with New Zealand generally accepted accounting practice
     (NZ GAAP) and the requirements under the New Zealand International Accounting Standard
     34 (NZIAS 34) for interim financial reporting, refer Appendix “A”.

     Preparation of an interim financial report is considered to be best practice in external reporting
     for large organisations. Council introduced interim financial reporting for the first time with the
     December 2008 interim financial report. This allowed the council to take advantage of
     changes to the Securities Act which allowed the council to offer bonds directly to the public
     without issuing a prospectus. By continuing to prepare an interim financial report the council
     will have the opportunity to make a further retail bond offer later in the year should this be in
     the interests of Auckland Council.

     The half year results for the Council were discussed at the Accountability and Performance
     Committee at its February 2010 meeting and the same committee will review the CCO
     performance at its April 2010 meeting.

     Although the interim financial report is unaudited the officers responsible for the preparation of
     the interim financial report are the same as those responsible for the preparation of the
     council’s annual report. Further the report has been reviewed by council’s internal audit team.

     The Chief Executive and the Director Finance have also reviewed the interim financial report
     and have represented various matters to the Chair of the Audit and Risk Sub-committee over
     the completion of the report.

     The interim financial report is currently with the design company to produce the public version.
     It is intended that the interim financial report will be published on council’s website only once
     council has adopted the report.


     RECOMMENDATION
     That the report entitled “Interim Financial Report for the half year ended 31 December 2009”
     be adopted.
AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010                             5



9.   CONSIDERATION OF URGENT BUSINESS AS AUTHORISED UNDER
     ITEM 5

     Pursuant to Standing Order 1.10.7, issues dealt with under this item will be a
     “Recommendation to Council”.
6                  AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010




                                                          PUBLIC COPY EXCLUDES PAGES 7 - 8


10.   STANDING ORDERS – EXCLUSION OF THE PUBLIC FROM THE
      MEETING


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

      Item 11          UPDATE REPORT FROM CHIEF ADVISOR RISK AND ASSURANCE - AS
                       AT MARCH 2010

      Item 12          DETERMINATION OF RESTATEMENT

      Item 13          STANDING ORDERS – RE-ADMISSION OF THE PUBLIC

      The general subject of each matter to be considered while the public is excluded, the reason
      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 are as follows:

      General subject of each matter to be               UPDATE   REPORT    FROM  CHIEF
      considered:                                        ADVISOR RISK AND ASSURANCE - AS
                                                         AT MARCH 2010
      Reason for passing this resolution in              The protection of the interests mentioned
      relation to each matter:                           below.
      Ground(s) under section 48(1) for the              Item 11 - Section 7 of the Local
      passing of this resolution:                        Government Official Information and
                                                         Meetings Act 1987.

      The particular interest or interests protected by Section 7 of the Local Government Official
      Information and Meetings Act 1987 which would be prejudiced by the holding of the whole (or
      relevant part) of the proceedings of the meeting in public are as follows:

      Item 11

      •         Section 7 (2) (c) (ii) To 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 otherwise to damage the public interest.




      After this resolution is passed the Chairperson will announce:


      “THE PUBLIC IS NOW EXCLUDED FROM THE MEETING”.


      Members of the public in attendance must then leave the meeting.
AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010               7



                                   CONFIDENTIAL – NOT FOR PUBLICATION


11.   UPDATE REPORT FROM CHIEF ADVISOR RISK AND ASSURANCE - AS
      AT MARCH 2010 (see Appendix “B”)
8            AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010




                                    CONFIDENTIAL – NOT FOR PUBLICATION

12.   RESOLUTION REQUIRED TO DETERMINE WHICH, IF ANY,
      RESOLUTION(S) PASSED DURING THE EXCLUSION OF THE PUBLIC
      CAN BE RESTATED AFTER RE-ADMISSION OF THE PUBLIC TO THE
      MEETING




13.   STANDING ORDERS – RE-ADMISSION OF THE PUBLIC TO THE
      MEETING
AUDIT AND RISK SUB-COMMITTEE MEETING – 18 MARCH 2010                       9



14.   RESOLUTION(S) OF THE COMMITTEE ARISING FROM DELIBERATIONS
      DURING THAT PART OF THE MEETING FROM WHICH THE PUBLIC WAS
      EXCLUDED WHICH PURSUANT TO RESOLUTION(S) PASSED UNDER
      ITEM 0 CAN NOW BE MADE PUBLIC TO BE RESTATED


      RECOMMENDATION
      That the resolutions only passed under Item 11 be hereby restated.

								
To top