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Item 12.4 - Attachment 1 |
Minutes of Meeting 12 May 2011 |
REPORT OF THE MEETING OF THE AUDIT COMMITTEE
HELD IN MEETING ROOMS 1 AND 2, GROUND FLOOR, COUNCIL CHAMBER BUILDING ON
THURSDAY, 12 MAY 2011 AT 6.47 PM
PRESENT
Neil Adams in the
Chair, Mike Barry, Councillor J D Finn, Councillor M McDermott and Councillor A
Wilson.
IN
ATTENDANCE
Denis Banicevic –
External Auditor,
APOLOGIES
An apology was
received and accepted for the absence of
CONFLICT
OF INTEREST DECLARATIONS
There were no
conflict of interest declarations at this meeting.
MINUTES
13/11 Audit
Committee Minutes – 31 March 2011
RESOLVED (Barry/Adams)
That the minutes of the Audit Committee Meeting held on 31
March 2011 be received and accepted as a true record of the meeting.
ITEM 5 BROUGHT FORWARD
14/11 Update on Risk Analysis for Civic Place
Mr Gregg
distributed an updated copy of the Civic Place Risk Register to all members.
Mr Gregg
noted that the Register had been updated in April and Grocon had raised no
objections to the content of the document.
An outline
of the major changes to the document was given to the Committee including
changes to items 15, 18, 33, 35 and the insertion of new item 43a.
RESOLVED (Adams/Wilson)
(a) That the Property
Development Director undertake an examination of a fall back strategy position
in respect of the Civic Place Project and report back to the Audit Committee meeting
at which he is next scheduled to attend.
(b) Further, that a copy of
the financial modelling for
Note
1. Dr
2. Mr
MATTERS ARISING FROM PREVIOUS
MEETING
Action 24 – Risk Analysis for Civic
Place
This matter
was addressed in the earlier presentation by Mr Gregg, However, a further
report has been requested and accordingly, Action
24 to remain open.
Action 38 – Best Practice Review on
Property Development
Service
Auditor Memorandum dated 3 May 2011 had previously been circulated to all
members and will be discussed later in the meeting.
Action 38 to be closed.
Action 39 – Procurement Review
Dr Lang
advised that a workshop was held on this issue for Councillors with a copy of
the relevant documentation being distributed to all Councillors who were unable
to attend the workshop. No subsequent feedback had been received.
The
Procurement Policy Review and update is listed for consideration at the Council
Meeting to be held on 23 May 2011.
Action 39 to be closed.
Action 40 – Term of Membership of
Audit Committee – Service
Auditor Memorandum dated 29 April 2011 had previously been circulated to all
members and will be discussed later in the meeting.
Action 40 to be closed.
AGENDA ITEMS
15/11 Expressions of Interest – Independent Community
Representatives for PCC Audit Committee
Service
Auditor memorandum dated 29 April 2011 had previously been circulated to all
members.
Expressions
of Interest for community representatives on the Committee had recently closed
with 10 applications having been received. The results will be reported to
Council on 27 June 2011.
16/11 Proposed Changes to Committee Charter
Service
Auditor memorandum dated 29 April 2011 had previously been circulated to all
members.
In
addition, an updated Audit Committee Charter increasing the tenure of
independent members from 2 years to 3 years (as previously resolved) was
provided to members.
It was
noted that the Charter should be amended to read “triennial” rather than
”tri-annual”. The amended Charter will be reported to Council for adoption.
17/11 Internal Audit Plan 2010-2013
A copy of
the Strategic Internal Audit Plan 2010 – 2013 had been circulated to all
members with Service Auditor Memorandum dated 3 May 2011.
RESOLVED (Adams/Wilson)
(a) That
the updated Strategic Internal Audit Plan be adopted.
(b) Further, that
a 2011/2012 Annual Audit Plan be prepared with resource allocation to be
submitted to the Committee for consideration.
18/11 Report of Internal Audit Activities
A
copy of Service Auditor Memorandum dated 5 May 2011 had previously been
circulated to all members.
|
Action 41 A detailed report of
the ACL Continuous Control Monitoring project will be provided at the next
meeting. |
19/11 Statistical Report
A
copy of Service Auditor memorandum dated 2 May 2011 had previously been
circulated to members.
An
outline was also provided on Council’s compliments and complaints register.
|
Action 42 That future
statistical reports include data on internal and external complaints
regarding staff behaviours such as bullying and harassment in the office and inappropriate
communications with the general public to enable an insight to be obtained
into the administrative health of the organisation. |
Note
Mr
GENERAL
BUSINESS
20/11 Burwood Council – ICAC Recommendations
A
general discussion was held on the ICAC findings following a recent
investigation at Burwood Council including the possible need for further
similar audits, as recommended in the findings, at Parramatta City Council.
Mr
Doria noted that Council had prepared an analysis of the recommendations
emanating from the Burwood Case including advice as to how Council complied
with each recommendation. He added that Council was well placed in response to
each recommendation.
RESOLVED (Wilson/Adams)
(a) That a copy
of the report prepared in response to the recommendations of the Burwood
Council investigation by ICAC be provided to Committee members.
(b) Further that
a copy of the report be listed on the next meeting of the Audit Committee for
consideration.
21/11 Appreciation to External Committee
Members
Councillor Wilson expressed his thanks to the independent
members of the Committee, Mr Adams and Mr Barry. He also extended his thanks to
Mr Dennis Banicevic for his participation.
Councillor Wilson particularly thanked Mr Adams for his
excellent chairmanship of the Audit Committee Meetings.
In addition, Councillor Wilson expressed thanks to staff for
their involvement with the Committee.
RESOLVED (Wilson/Finn)
That the appreciation
of Councillors and staff for the involvement of Mr Adams, Mr Barry and Mr
Banicevic in the Audit Committee be recorded and the Lord Mayor be requested to
forward a notice of thanks to each of these participants.
The meeting terminated at 8.15pm