MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Norwest on 18 June 2020
ITEM SUBJECT PAGE
ITEM-1 CONFIRMATION OF MINUTES 3
ITEM-2 INTERNAL AUDIT REPORT 3
ITEM-3 GENERAL MANAGER’S EXPENSES 3
ITEM-4 STATUS REPORTS - AUDIT COMMITTEE MEETING - 21 NOVEMBER 2019
3
QUESTIONS WITHOUT NOTICE 4
MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Norwest on 18 June 2020
1 PRESENT
Mayor Dr M R Byrne (In the Chair) Clr M G Thomas
Clr A N Haselden Clr S P Uno
Mr Michael Blair OAM
Adjunct Professor Jim Taggart OAM Mr Johnny Teong
2 IN ATTENDANCE
Mr Michael Edgar – General Manager Ms Kerrie Wilson – Internal Auditor 3 APOLOGIES
Clr A J Hay OAM
4 TIME OF COMMENCEMENT 7.06pm
5 TIME OF COMPLETION 7.41pm
6 DECLARATIONS OF INTEREST Nil.
7 ARRIVALS AND DEPARTURES Nil.
8 DISSENT FROM COUNCIL'S DECISIONS Nil.
9 ADJOURNMENT & RESUMPTION Nil.
MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Norwest on 18 June 2020
The Mayor advised in accordance with the Code of Meeting Practice that this meeting is being recorded.
ITEM-1 CONFIRMATION OF MINUTES
A MOTION WAS MOVED BY COUNCILLOR HASELDEN AND SECONDED BY ADJUNCT PROFESSOR JIM TAGGART OAM THAT the Minutes of the Audit Committee Meeting held on 21 November 2019 be confirmed.
THE MOTION WAS PUT AND CARRIED.
10 RESOLUTION
The Minutes of the Ordinary Meeting of Council held on 21 November 2019 be confirmed.
ITEM-2 INTERNAL AUDIT REPORT
A MOTION WAS MOVED BY MR MICHAEL BLAIR OAM AND SECONDED BY MR JOHNNY TEONG THAT the Recommendation contained in the report be adopted.
THE MOTION WAS PUT AND CARRIED.
11 RESOLUTION
The report be received.
ITEM-3 GENERAL MANAGER S EXPENSES
A MOTION WAS MOVED BY MR JOHNNY TEONG AND SECONDED BY COUNCILLOR HASELDEN THAT the Recommendation contained in the report be adopted.
THE MOTION WAS PUT AND CARRIED.
12 RESOLUTION
1. The report be received.
2. The expenses tabled of $Nil be noted.
ITEM-4 STATUS REPORTS - AUDIT COMMITTEE MEETING - 21 NOVEMBER 2019
A MOTION WAS MOVED BY MR MICHAEL BLAIR OAM AND SECONDED BY COUNCILLOR HASELDEN THAT the Recommendation contained in the report be adopted.
THE MOTION WAS PUT AND CARRIED.
13 RESOLUTION
The report be received.
MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Norwest on 18 June 2020
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15
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QUESTIONS WITHOUT NOTICE IS0 31000
Professor Jim Taggart OAM noted there had been increasing talk about ISO 31000 and enquired how that is a flavour throughout our risk management framework.
The Internal Auditor advised that Council’s Risk Management framework was reviewed last year when the standard was updated and released and that the Council has modified our ERM framework to reflect the standard including the extra 2 steps incorporated into the updated standard. This has been reviewed externally and now we are looking at the reporting. Currently the Risk Coordinator is updating our operational risks and making sure everything is up to date.
Professor Jim Taggart OAM raised the implication of sick pay and holiday pay during the Covid-19 pandemic and ensured there was accuracy around that data.
The Internal Auditor advised time management systems were in place and were being reviewed by relevant managers. Also meetings were taking place through zoom etc. which are allowing communications within teams. Council staff were encouraged to take leave if they chose.
The General Manager confirmed there were areas of Council’s operation that were deeply affected by closures, such as libraries, venues, sporting fields and events and to a lesser degree childcare centres through falling enrolments. This was managed by redeploying staff to areas still operating at or near normal levels and staff taking long service leave, annual leave and in some cases leave without pay. Moving forward there is a commitment from employees to take extra leave over the next financial year. It is intended for a report to come before Council regarding Christmas shutdown which will adjust the meeting schedule to allow more staff to take time off over Christmas/New Year period.
SUPPLIERS
Councillor Haselden previously raised an issue regarding expenditure with suppliers outside our tender process and enquired if the auditors were aware of, or did they review, that particular aspect.
The General Manager confirmed they do and will randomly pick orders to follow through and check the workflow. Additionally, this is part of the Internal Auditor’s program.
AUDIT COMMITTEE STRUCTURE
Councillor Uno raised changing the structure of the Audit Committee to allow it to be held behind closed doors to enable more in depth discussion. Would this require a Notice of Motion?
The General Manager advised the Audit Committee could move into closed Council but also that the Council could amend its procedures if that is desired for Audit Committee to perform its role in confidential session. Audit Committee recommendations come to Council to be adopted in any event. The General Manager advised he could bring a report to Council to change the current practice as it relates to the operation of the Audit Committee.
MINUTES of the duly convened Audit Committee Meeting of The Hills Shire Council held in the Council Chambers Norwest on 18 June 2020
17 COMMUNITY REPRESENTATIVES
Councillor Thomas noted questions raised by our community representatives are matters dealt with by Council and queried if matters that related to the organisation should be flagged so that they are up to date on some of the issues, such as matters relating to Covid- 19.
The Internal Auditor advised all budget reports and relevant information are forwarded to the community representatives
The General Manager confirmed other reports that Council had seen recently on Covid-19 and Waves was also made available to the community representatives.
The Minutes of the above Meeting were confirmed at the Audit Committee Meeting held on 18 August 2020.
