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Activities
Performance Audit Committee
OPEN MINUTES
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Minutes of a meeting of Activities Performance Audit Committee held
in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 26 August
2015 at 1pm.
present
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Chairperson
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Lyall Bailey
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Mayor Gary Tong
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Councillors
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Stuart Baird
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Brian Dillon
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Rodney Dobson
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John Douglas
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Paul Duffy
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Bruce Ford
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Julie Keast
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Ebel Kremer
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IN ATTENDANCE
Chief Executive Steve
Ruru, Group Manager Services and Assets Ian
Marshall, Group Manager Environment and Community Bruce Halligan, Group Manager Policy and Community
Rex Capil, Chief Financial Officer Anne Robson, Chief Information Officer Damon Campbell, Manager Communications and Governance
Louise Pagan and Committee Advisor Fiona Dunlop.
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Activities Performance Audit Committee
26 August
2015
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ADJOURNMENT OF MEETING
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Moved Cr Dobson, seconded Cr Dillon and
resolved:
That the
Activties Performance Audit Committee adjourn until the conclusion of the
Council meeting.
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The meeting adjourned at 1.01pm.
The meeting reconvened at 1.34pm.
(Mayor Tong, Councillors Bailey, Baird,
Dillon, Dobson, Douglas, Duffy, Ford, Keast and Kramer were present when the
meeting reconvend.)
1 Apologies
Apologies were
received from Councillors Harpur, Macpherson and Paterson.
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Resolution
Moved Cr Douglas, seconded Cr Keast and resolved:
That the Activities Performance Audit Committee accept the
apologies.
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2 Leave
of absence
There were no requests
for leave of absence.
3 Conflict
of Interest
There were no conflicts of interest declared.
4 Public Forum
There was no public
forum.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved Cr
Dillon, seconded Cr Kremer and
resolved:
That the Activities
Performance Audit Committee confirms the minutes of the meeting held on
5 August 2015.
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Reports
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7.1
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Management Report from
Audit New Zealand for the Long Term Plan 1 July 2015 to 30 June 2025
Record No: R/15/6/11244
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Finance
Manager Sheree Marrah was in attendance for this item.
She
advised that as part of the audit process, Audit New Zealand provides
Council with a report at the end of its audit outlining the work that was
performed and any recommended areas for improvement.
Audit New Zealand has provided a management
report in relation to the audit of the 2015-25 Long Term Plan (LTP)
The Management Report from Audit
New Zealand noted that Council has 9 groups of activities and it reports its
performance against 111 performance measures. Audit New Zealand believes
there is scope to rationalise the number of measures to better reflect the
Council’s key priorities to the communities. For example, Council
includes 25 measures for community services compared to 6 measures assessing
the performance of its roading activities. Officers responded to Audit
New Zealand advising that it is Council’s intention to review its
performance framework prior to the 2018 – 2028 LTP.
Following the advice from
officers, Audit New Zealand issued an unmodified opinion on Councils 2015
-2025 Long Term Plan document on 24 June 2015. This means that
Council’s LTP “met its statutory purpose and provided an
effective basis for public participation in Council’s decisions about
the proposed content of the 2015 – 2025 LTP”. In issuing
the unmodified opinion, Audit NZ found the LTP had no “material”
misstatements.
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Resolution
Moved Cr Dobson, seconded Cr Baird
and resolved:
That the Activities
Performance Audit Committee:
a) Receives
the report titled “Management Report from Audit New Zealand for the
Long Term Plan 1 July 2015 to 30 June 2025” dated 13 August 2015.
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7.2
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Financial Report to 30
June 2015
Record No: R/15/6/9979
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Management
Accountant Susan McNamara was in attendance for this item.
She advised that the report outlined the interim financial
results to 30 June 2015 and that this report is based on the financial
information as at 10 July 2015. This was before year end processing was
undertaken. The year-end processing primarily involves balancing up business
units using either loans or appropriate reserves, calculating interest on
internal reserves and loans along with a final depreciation
calculation. The process also brings in accruals for employee benefits
and ACC and revaluations relating to infrastructure and forestry for the
year.
She also advised that this report covers Council’s
financial performance for district wide activities only. Those
activities reported to Community Boards, Community Development Areas, Rural
Water Supplies are not included. This is consistent with reporting throughout
the financial year. As part of the year end process staff have also
identified a number of projects that are either in progress or not started
that still need to occur. These projects have been identified and
included in a separate report to Council titled ‘Projects from
2014/2015 to be carried forward into 2015/2016 Financial Year’.
This report was also at a Council meeting on 26 August 2015.
The Committee was advised that the
balance sheet is at 30 June 2015 and represents the audited balance sheet of
activities for the Council. It excludes SIESA and Venture
Southland. External borrowings have still not been required by Council
with internal funds being used to meet any obligations for year-to-date.
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Resolution
Moved Cr Ford, seconded Cr Dillon
and resolved:
That the Activities
Performance Audit Committee:
a) Receives
the report titled “Financial Report to 30 June 2015” dated 19
August 2015.
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The meeting concluded at 1.56pm CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Activities Performance Audit Committee HELD ON WEDNESDAY 26
AUGUST 2015.
DATE:...................................................................
CHAIRPERSON:...................................................