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Activities Performance Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Activities Performance Audit Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 18 May 2016 at 1pm.

 

present

 

Chairperson

Lyall Bailey

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

Rodney Dobson

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Chief Executive, Steve Ruru, Group Manager Policy and Community Rex Capil, Group Manager Environment and Community Bruce Halligan, Chief Financial Officer Anne Robson, Manager Communications Louise Pagen and Committee Advisor Alyson Hamilton.

 

 

 


Activities Performance Audit Committee

18 May 2016

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1          Apologies

 

There were no apologies received.

 

2          Leave of absence

 

Cr Dobson requested leave of absence from the APAC meeting scheduled for 8 June 2016.

 

Moved Cr Harpur, seconded Cr Ford and resolved:

That leave of absence be granted to Cr Dobson for the APAC meeting dated 8 June 2016.

 

3          Conflict of Interest

 

Cr Duffy advised of a declaration of an interest in item C8.1 Curio Bay – Recommending Contract Award.

 

4          Public Forum

 

There were no members of the public seeking speaking rights in the Public Forum section of the meeting.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Macpherson, seconded Cr Dillon  and resolved:

Confirms the minutes of Activities Performance Audit Committee, held on 27 April 2016.

 

Reports

 

7.1

Financial Report for the period ended 31 March 2016

Record No:         R/16/4/6207

 

Report by Federico Alurralde, Management Accountant, regarding the financial report for the period ended 31 March 2016, was tabled.

 

Ms Robson, Chief Financial Officer, spoke to this item.

 

Ms Robson pointed out to the Committee 75% of the financial year is complete and that no significant issues have been identified that raise any concerns for Council.

 

Ms Robson then spoke on matters relating to the income, operating expenditure, capital expenditure, forestry revenue, roading and transport, chief executive’s business unit and the balance sheet.

 

Ms Robson commented that whilst the Council and Councillors business unit is $367,000 over budget this is a timing issue and is due to a quarterly accrual for Venture.

 

The Committee noted services and assets capital expenditure is under budget year to date with public convenience upgrades in Winton (Ivy Russell Reserve) and Dipton are under action with units to be delivered onsite in late May. Colac Bay toilets at Surfies Corner and Athol have been completed, with Waikaia upgrades being built as part of the museum rebuild.

 

The Committee was advised that harvesting of one of the forestry blocks is delayed due to weather issues.

 

Ms Robson informed Council has $10million invested in five term deposits ranging from three to four months maturities.

 

Cr Duffy queried interest rates in regard to Council loans to Community Boards and Community Development Area Subcommittee’s.

 

Ms Robson responded by stating it is timely the policy regarding how interest rates are set be revisited.

 

 

Resolution

Moved Cr Harpur, seconded Cr Baird  and resolved:

That the Activities Performance Audit Committee:

a)            Receives the report titled “Financial Report for the period ended 31 March 2016” dated 10 May 2016.

 

b)         Requests staff revisit the policy regarding how interest rates are set.

 

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Cr Dobson, seconded Cr Kremer  and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C8.1    Curio Bay - Recommending Contract Award

 

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 considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Curio Bay - Recommending Contract Award

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

 

That the Chief Executive, Steve Ruru, Group Manager Policy and Community Rex Capil, Group Manager Environment and Community Bruce Halligan, Chief Financial Officer Anne Robson, Manager Communications Louise Pagen and Committee Advisor Alyson Hamilton

be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item Curio Bay - Recommending Contract Award. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

 

The public were excluded at 1.07pm.

 

 

The meeting concluded at 1.15pm                The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Activities Performance Audit Committee HELD ON 18 MAY 2016.

 

 

 

DATE:...................................................................

 

 

 

CHAIRPERSON:...................................................