Report Audit and Risk Management Committee Best Practice Review 2015

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1 Brimbank City Council Ordinary Council Meeting Agenda Officer Reports 25 Report Audit and Risk Management Committee Best Practice Review 2015 Directorate: Director: Policy: Attachment(s): Corporate and Community Relations Helen Morrissey Local Government Act 1989, Audit and Risk Management Committee Charter 2014, Audit Committees A Guide to Good Practice for Local Government (State Government) 1: Comparison Table Purpose For Council to consider the recommendations from the review of the Audit and Risk Management Committee (ARMC) Charter against sector best practice and the Audit Committees A Guide to Good Practice for Local Government (the Guide). Report 1. Background Councils are required to have an Audit Committee in accordance with section 139 of the Local Government Act 1989 (the Act). The ARMC annually reviews its Charter and recommends changes to be considered by Council. The 2014 review focussed on the objectives, purpose and functioning of the ARMC, and a revised charter was adopted in November As independent member terms are drawing to a conclusion, and the review cycle for the ARMC Charter is about to commence, it is timely to consider the composition and appointment components of the Charter against best practice. 2. Consultation The review process has included benchmarking of the ARMC Charter against the charters and practices of audit committees of other councils. Members of the ARMC have been advised of the review. 3. Analysis A comparison between current practice or status, the Guide recommendations and the ARMC charter is provided at Attachment 1 to this report. The key components relating to membership composition, appointment, and member terms are included and a recommendation provided against each. The recommendations take into account the Brimbank-specific circumstances, along with the guidance material and benchmarking against 10 Victorian local government audit committee charters. Appointment and Replacement There are opportunities to include further detail in the ARMC Charter that will remove ambiguity and enshrine best practice in terms of composition and membership. While membership is included in the ARMC Charter, specific details of appointment and replacement are not included. Addition of these items would not result in a significant lengthening of the ARMC Charter. Meeting No April 2015

2 Brimbank City Council Ordinary Council Meeting Agenda Officer Reports 26 Report Audit and Risk Management Committee Best Practice Review 2015 (continued) Rotation of Members and Independence Significantly, the Guide focusses on the independence of an audit committee, noting that controlled rotation of membership enhances independence. This would suggest the ARMC would be better served by shorter maximum terms than currently provided for, along with staggered finish dates of members. The Guide also suggests that the term for Members of Council should allow for rotation between Members of Council. Annual review of individual member independence would further enhance the governance of the ARMC. This could be achieved by implementing an annual disclosure of relationships by members to provide assurance that no relationships could be viewed by other parties as impairing actual, or perceived, independence. Transitional arrangements may be required if the recommendations in relation to committee member terms are to be implemented, as the ARMC is currently comprised of a Member of Council (appointed annually) and four (4) independent members with varied terms of appointment. In February 2015, Council resolved to reappoint the Chair, and one (1) of the independent members for a second term of three (3) years each. Member Skills and Experience The Guide notes the importance of succession planning for audit committees and lists key qualities of individual members as knowledge of Council s operations, the local government context, strong communication skills and high levels of financial literacy. Experience in business, financial and legal compliance and risk management are also highlighted for inclusion. Inclusion of a skills analysis in the recruitment process for new members will assist in ensuring the appropriate skills and experience are held by the ARMC. Annual Assessment For the assurance of Council, the ARMC s annual review of its performance required by the Charter should continue to be reported to Council. The review could be further enhanced by the completion of a checklist comprising the purpose and objective components of the existing ARMC Charter. The Guide recommends a report of this nature is signed off by the Chair of an audit committee and provided to Council. The sample report provided in the Guide includes a review of operation of the committee and recommendations for improvement. Key Recommendations A number of recommendations for inclusion in the ARMC Charter, and the operation of the ARMC are made in Attachment 1 to this report. The key recommendations and the likely implications or considerations are: Key Recommendation Implications 1. Modify membership to include: - Three (3) independent members - Two (2) Members of Council Reduction of independent members from four (4) to three (3) and appointment of a second Member of Council Meeting No April 2015

3 Brimbank City Council Ordinary Council Meeting Agenda Officer Reports 27 Report Audit and Risk Management Committee Best Practice Review 2015 (continued) Key Recommendation Implications 2. Set maximum tenure of six (6) years (two terms of three years) Current independent member term due to expire in May after five years could only be renewed for one year Current member with no specified term would need to be retired as appointment was in May Stagger appointment/renewal of members Two (2) independent members have renewed terms of three years concluding on the same date (Dec 2017). One (1) term would need to be reduced (or extended) by agreement 4. Recruit for strategic risk experience/skills at next opportunity 5. Specify applicable indexation/increases in remuneration at appointment Any advertisement for a new member of the ARMC to highlight the skills required Apply the same adjustment factor approved each December by the Minister, for Members of Council. 4. Resource Implications There are no resource implications. 5. Compliance Statement This report has been prepared in accordance with the Local Government Act 1989 and the state government s Audit Committees A Guide to Good Practice for Local Government. 6. Officer Recommendation That Council: a. Endorses the recommendations of the Audit and Risk Management Committee Best Practice Review 2015, as included at Attachment 1 to this report, for inclusion in the Audit and Risk Management Committee Charter as part of the annual Audit and Risk Management Committee Charter review process. b. Writes to Mr Richard Jones advising of the decision to conclude his appointment on the Audit and Risk Management Committee, following its meeting in August 2015, in accordance with the Audit and Risk Management Committee Best Practice Review 2015, and thanking him for his service and contribution. c. Writes to Mr Homi Borjorjee advising of the decision to conclude his appointment on the Audit and Risk Management Committee, following its meeting in November 2015, in accordance with the Audit and Risk Management Committee Best Practice Review 2015, and thanking him for his service and contribution. Meeting No April 2015

4 ARMC Best Practice Review Comparison Audit Committee Good Practice Attachment 1 Matter Current status Guide Charter Recommendation Number of Members Four (4) independent members plus one (1) Member of Council The number of members should be determined by each Council having regard to ensuring that the size of the audit committee is workable and able to properly function. Up to four (4) independent members and one (1) Member of Council Implies that the Chair will be one (1) of the four (4) but does not explicitly state Three (3) independent members plus two (2) Members of Council. Head of Council may be ex officio, if not appointed by Council as one of the Member of Council representatives Quorum to be two (2) independent members plus one (1) Member of Council Length of Term Maximum Number of Terms Two (2) independent members with three (3) year appointments One (1) independent member with five (5) year term expiring in May 2015 One (1) independent member (currently served eight (8) years) with term not specified. Member of Council annually appointed Two (2) independent members have maximum number of terms specified (second three (3) year term commenced, options for one (1) further term by negotiation) Two (2) independent Terms of two (2) to three (3) years. Tenure likely to be different for Members of Council Rotation of members underpins independence Recommends setting maximum number of terms To ensure continuity, ideally no more than one (1) member should leave the audit Terms of one (1) to three (3) years (by negotiation and agreement) for independent members, with a maximum of three (3) terms (nine (9) years) Does not address appointment of Members of Council Three (3) (three (3) year) term maximum for independent members Specify three (3) year term for independent members with a maximum of two (2) terms (six (6) years) Member of Council appointments annually (Delegates and Representatives appointment process) Reduce to two (2) term maximum (total six (6) year tenure) Ensure only one (1) member to finish each year. Provision for extension (even beyond maximum) if unexpected retirement

5 ARMC Best Practice Review Comparison Audit Committee Good Practice Attachment 1 Matter Current status Guide Charter Recommendation members have no further term specified committee pursuant to rotation in any one (1) year Transitional provisions - Any further terms for existing independent members not to exceed total six (6) years Adjust term for one (1) current independent member to avoid concurrent retirement Appointment process Advertisement, selection, recommendation to Council, Council appointment Process for appointment and replacement to be included in the Charter Council might convene a committee to interview and recommend the candidate s appointment as an independent member of the audit committee Appointed by Council no process indicated Insert advertising and selection process into Charter Member skills and experience ARMC has an experienced membership Composition of the audit committee should include a balance of professional skills, knowledge and technical experience, sufficient capacity, independence and objectivity to discharge its responsibilities as defined in its charter. Members must be financially literate, and one member must have financial expertise Implement a skills matrix for use when new independent members are to be appointed. This would involve an analysis of existing skills of the ARMC membership and identification of any skills/experience gaps Independence ARMC members complete Ordinary Returns Disclosure of conflict of interest is a standing Councils should have a process for reviewing independent status of members Members and potential members of the audit Committee Annual review specified but not individual Require an annual declaration by members regarding past and current relationships/ independence Includes employment, consulting,

6 ARMC Best Practice Review Comparison Audit Committee Good Practice Attachment 1 Matter Current status Guide Charter Recommendation agenda item committee need to exercise care to ensure they disclose, any relationships that could be viewed by other parties as impairing either the individual s or the audit committee s actual or perceived independence. advisory, supplier, contractual roles or relationships (in addition to statutory obligations regarding ordinary returns) New members to complete online Fraud Awareness Training Conduct of Meetings Nil The audit committee should be conducted in accordance with sound operating principles and meeting procedures No meeting procedure Include role and responsibilities of the ARMC Chair in the Charter conduct of meetings, determination of actions to be taken, involvement in appointment of independent auditor, annual assessment Remuneration Fees set at time of appointment Amount of the fee paid to independent members is at the discretion of the LGE, but should reflect the time, commitment and responsibility involved in serving as a member of the audit committee Fee reviewed as part of Council s annual budget process Specify annual indexation to apply (if any) in future appointment letters Annual assessment Charter reviewed annually via survey Program of work monitored Councils should undertake a periodic and regular review of the performance of the audit committee, usually on an annual basis Annual review elements specified: Review Charter Meet with External and Internal Auditors (in camera) Confirm charter responsibilities have been carried out Evaluate ARMC performance Include performance measurement to be reported to Council - achievement of the charter, summary of work performed by the ARMC, overall conduct and review of the ARMC s effectiveness The ARMC report would form the basis for the Council s annual assessment

7 Comparison Audit Committee Good Practice

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