MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Baulkham Hills on 2 June 2016
ITEM SUBJECT PAGE
ITEM-1 CONFIRMATION OF MINUTES
ITEM-2 INTERNAL AUDIT REPORT
ITEM-3 GENERAL MANAGER'S EXPENSES
MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Baulkham Hills on 2 June 2016
15 PRESENT
Clr Dr M R Byrne (Mayor, in the Chair) Clr M G Thomas
Clr A J Hay OAM Clr Dr J N Lowe Clr R M Tracey
Adjunct Professor Jim Taggart OAM Mr Trevor Bland
Mr Michael Blair
16 IN ATTENDANCE
Mr Dave Walker – General Manager Ms Kerrie Wilson – Internal Auditor
Mr Dennis Banicevic – External Auditor, PricewaterhouseCoopers
17 TIME OF COMMENCEMENT 7.17pm
18 TIME OF COMPLETION 8.00pm
19 DECLARATIONS OF INTEREST Nil.
20 ARRIVALS AND DEPARTURES Nil.
21 DISSENT FROM COUNCIL'S DECISIONS Nil.
22 ADJOURNMENT & RESUMPTION Nil.
MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Baulkham Hills on 2 June 2016
ITEM-1 CONFIRMATION OF MINUTES
A MOTION WAS MOVED BY MR TREVOR BLAND AND SECONDED BY MR MICHAEL BLAIR THAT the Minutes of the Audit Committee Meeting held on 17 March 2016 be confirmed.
THE MOTION WAS PUT AND CARRIED.
23 RESOLUTION
The Minutes of the Audit Committee Meeting held on 17 March 2016 be confirmed.
ITEM-2 INTERNAL AUDIT REPORT
A MOTION WAS MOVED BY COUNCILLOR DR LOWE AND SECONDED BY COUNCILLOR HAY OAM THAT the Recommendation contained in the report be adopted.
THE MOTION WAS PUT AND CARRIED.
24 RESOLUTION
The report be received.
ITEM-3 GENERAL MANAGER'S EXPENSES
A MOTION WAS MOVED BY COUNCILLOR DR LOWE AND SECONDED BY MR TREVOR BLAND THAT the Recommendation contained in the report be adopted.
THE MOTION WAS PUT AND CARRIED.
25 RESOLUTION
1. The report be received.
2. The expenses tabled (which outlines a total of $386.00) be noted.
QUESTIONS WITHOUT NOTICE 26 WAVES LEISURE CENTRE
Councillor Hay OAM noted that the General Manager had been in discussions recently with Management at Waves Leisure Centre and advised that the members of the community had some significant concerns about the Management of the Centre and asked if a performance review or audit of the provision on service and in particular statutory requirements that the centre has to monitor the water quality can be carried out.
Councillor Dr Lowe also advised that members of the community also contacted him in regards to this matter. Councillor Dr Lowe asked if Council could look at other areas of the Shire where we have sub-contracted or contracted out other services and make sure that Council is not exposed.
The General Manager advised he would take the matter on notice.
MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Baulkham Hills on 2 June 2016
27 TRANSITIONAL PLANS
Councillor Thomas noted that the External Auditor had mentioned some issues relating to the amalgamations and asked whether this Council identified any of those issues that the External Auditor raised as part of our amalgamation plan.
The General Manager replied as previously mentioned at Council Meeting on 24 May 2016, that the first priority is to ensure that there is transparency in continuance of services. Parramatta Council is happy for Council to continue providing services under the Transitional Services Agreement. Council has only signed a Memorandum of Understanding (MOU). The MOU has to be finalised between both Council Lawyers.
Council is still maintaining maintenance services and over a period of time will start transferring actual services, asset allocations and staff allocations. There have been no hiccups at this stage. An Interim Update will be reported to the Strategic Planning Workshop on 18 June 2016.
28 TRANSFER OF ASSETS AND LIABILITIES TO PARRAMATTA
Mr Blair raised the issue of the amalgamation and enquired if it was proposed to have a full report to Council on the transfer of assets and liabilities to Parramatta from the East Ward prior to signing over those assets. Mr Blair noted interim meetings would be conducted with Councillors to explain but would there be a full report to Council and would that be done before the sign over?
The General Manager advised that there would be a full report which would include the Transitional Service Agreements to Council but the reality was that as at 12 May 2016 Parramatta Council owned all the fixed assets below the M2 and this includes operational land, even land bought for investment purposes. Council needs to follow the proclamation put out by the Government which sets out the framework and how that should occur.
Mr Banicevic enquired whether investment properties were more like cash and not have to be handed over and could this be negotiated. Mr Banicevic noted the Minister had previously determined that investment properties were different to roads and infrastructure and other types of assets.
The General Manager advised the proclamation was pretty clear when it talked about fixed assets and there were some commercial issues that need to be resolved. The General Manager further confirmed that fixed assets and any associated rights and liabilities of the former Council that are located in the area of the new Council are transferred to the new Council.
Mr Blair believed it was important for the Audit Committee to be involved in the process and enquired if it was possible for the Audit Committee to review the final report before it goes to Council by calling an Extraordinary Audit Committee Meeting?
The General Manager said the matter would be considered.
29 SPORTING FIELDS
Adjunct Professor Jim Taggart OAM advised he was concerned about the continual demand on sporting fields and enquired if Council was looking 5-10 years ahead at population projections and noted that where sport and recreation play such an important role in people’s lives there needs to be some further attention to a limited resource.
