AUDIT ADVISORY COMMITTEE

Transcription

1 Audit Advisory Committee - Minutes of meeting held 9th September AUDIT ADVISORY COMMITTEE MINUTES 9 th September,

2 MINUTES OF THE MEETING OF THE AUDIT ADVISORY COMMITTEE OF THE BALLARAT CITY COUNCIL HELD IN COMMITTEE ROOM 2 TOWN HALL, STURT STREET, BALLARAT ON WEDNESDAY 9 th SEPTEMBER, AT 10:05AM Anthony Schinck Chief Executive Officer MINUTES ORDER OF BUSINESS: PRESENT Mr Michael Porter (Chairman) Mr Geoff Johnson Mr Rex Carland Mr Shane Bicknell Cr Belinda Coates IN ATTENDANCE Mr Remy Szpak (Financial Audit Manager, Auditor General s Office) Mr Adrian Downing (Internal Auditor, AFS and Associates) Mr Glenn Kallio (Chief Financial Officer) Ms Lorraine Sendall (Minutes) APOLOGY Cr Vicki Coltman Cr John Philips (Mayor) Mr Anthony Schinck (Chief Executive Officer) RESOLUTION: That the apologies be accepted. Moved Mr Rex Carland DECLARATION OF CONFLICT OF INTERESTS No declarations of conflict were declared. FRAUD CONTROL No new fraud issues were reported CONFIRMATION OF MINUTES That the minutes of the Audit Advisory Committee held on 29 th July,, as circulated, be adopted. Moved Mr Rex Carland

3 SECTION 89 MATTERS RESOLUTION: That the Committee resolves, pursuant to Section 89(2) of the Local Government Act 1989, that the meeting be closed to members of the public, whilst the Committee is dealing with the following matters, that may include matters that are Commercial in Confidence that may prejudice Council: - Moved Cr Belinda Coates

4 TABLE OF CONTENTS PAGE(S) AC /15 ANNUAL FINANCIAL ACCOUNTS (RO - Glenn Kallio)... 6 AC485 INTERNAL AUDIT REPORT - BUILDINGS, STRUCTURES AND FACILITIES ASSET MANAGEMENT PLAN (RO - Terry Demeo)... 6 AC486 INTERNAL AUDIT REPORT - ROAD MANAGEMENT PLAN (RO - Terry Demeo)... 6 AC487 STATE OF ASSETS REPORT (RO - Terry Demeo)... 7 AC488 INTERNAL AUDIT REPORT - PAYROLL (RO - Glenn Kallio)... 7 AC489 INTERNAL AUDIT REPORT - HUMAN RESOURCES MANAGEMENT AND RECRUITMENT (RO - Glenn Kallio)... 7 AC490 INTERNAL AUDIT REPORT - EMPLOYEE SCHEDULING, WAGE COST MANAGEMENT AND OVERTIME (RO - Glenn Kallio)... 7 AC491 INTERNAL AUDIT REPORT - PROJECT MANAGEMENT - FOLLOW UP (RO - Glenn Kallio)... 8 AC492 INTERNAL AUDIT REPORT - FLEET (RO - Glenn Kallio)

5 AC493 INTERNAL AUDIT PROGRAM STATUS UPDATE (RO - Glenn Kallio)... 8 AC494 INTEREST RETURNS REPORT (RO - Jason Young)... 8 AC495 APPOINTMENT OF CHAIRMAN (RO - Glenn Kallio)... 9 AC496 MATRIX OF OUTSTANDING ITEMS (RO - Glenn Kallio)

6 AC ANNUAL FINANCIAL ACCOUNTS The Audit Committee considered the 2014/15 Annual Financial Accounts. Mr Glenn Kallio, Chief Financial Officer and Mr Remy Szpak, Financial Audit Manager from Auditor General s Office both briefed the meeting on the accounts. That the Audit Advisory Committee advise Council that it recommends:- 1. That Council approve the 2014/15 Annual Financial Statements and Performance Statement in principle. 2. That Council nominate two Councillors to certify the 2014/15 Annual Financial Statements and Performance Statement on behalf of Council, once amendments or changes requested by the Auditor General have been made. Moved Mr Rex Carland AC485 INTERNAL AUDIT REPORT BUILDINGS, STRUCTURES AND FACILITIES ASSET MANAGEMENT PLAN (RO: Terry Demeo) Mr Terry Demeo, Acting General Manager City Infrastructure entered the meeting and answered questions from the Committee. Mr Adrian Downing of AFS and Associates gave a briefing of the findings of their audit. Associates completed their report Buildings, Structures and Facilities Asset Management Plan and this report was considered by the Audit Committee. Moved Mr Shane Bicknell AC486 INTERNAL AUDIT REPORT - ROAD MANAGEMENT PLAN (RO - Terry Demeo) Associates completed their report Road Management Plan and this report was considered by the Audit Committee. Seconded Mr Shane Bicknell

7 AC487 STATE OF COUNCIL ASSETS 2013/14 (RO - Terry Demeo) The Chair, Mr Michael Porter requested that this report be listed for discussion and was noted for information only. Mr Demeo was thanked for his attendance and left the meeting. AC488 INTERNAL AUDIT REPORT PAYROLL Associates completed their report on Payroll and this report was considered by the Audit Committee. Moved Cr Belinda Coates AC489 INTERNAL AUDIT REPORT HUMAN RESOURCES MANAGEMENT AND RECRUITMENT Associates completed their report on Human Resources Management and Recruitment and this report was considered by the Audit Committee. Seconded Cr Belinda Coates AC490 INTERNAL AUDIT REPORT EMPLOYEE SCHEDULING, WAGE COST MANAGEMENT AND OVERTIME Associates completed their report on Employee Scheduling, Wage Cost Management and Overtime and this report was considered by the Audit Committee. Moved Mr Rex Carland Seconded Mr Shane Bicknell

8 AC491 INTERNAL AUDIT REPORT PROJECT MANAGEMENT FOLLOW UP Associates completed their report on Project Management Follow Up and this report was considered by the Audit Committee. That the report be received and the recommendations made therein be adopted and further that a report based on PMBOK be prepared and tabled at the next Audit Meeting. Seconded Mr Shane Bicknell AC492 INTERNAL AUDIT REPORT FLEET MANAGEMENT Associates completed their report on Fleet Management and this report was considered by the Audit Committee. That the report be received and the recommendations contained therein be adopted. AC493 INTERNAL AUDIT PROGRAM STATUS UPDATE Council s Internal Audit provider, AFS and Associates prepared an update on the status of the Internal Audit Program and this report was presented to the Committee for its consideration. No changes to the report were noted. AC494 INTEREST RETURNS (RO - Jason Young) In accordance with the Local Government Act 1989 the Ordinary Returns for the period 1 July 2014 to 31 December 2014 and the Primary Return were provided to the Committee for their information. That the report be received. Moved Mr Shane Bicknell

9 AC495 APPOINTMENT OF CHAIRMAN FOR ENSUING TWELVE MONTHS (RO - Glenn Kallio) In accordance with the Audit Advisory Committee Terms of Reference it is necessary to elect a Chairman for the ensuing twelve months. That the Audit Advisory Committee recommend to Council that it appoint Mr Shane Bicknell to the position of Chairperson of the Audit Advisory Committee effective from 11 th September, till 10 th September, AC496 MATRIX OF OUTSTANDING ITEMS (RO Glenn Kallio) This report outlined for the information of the Audit Committee the status of outstanding items to date. That the report be received. Moved Cr Belinda Coates GENERAL BUSINESS No General Business was discussed RESOLUTION: That the Committee resolves to come out of Section 89 and adopt the resolutions made therein. Moved Cr Belinda Coates There being no further business, the Chairperson declared the meeting closed at 11:40am Confirmed this day of,... Chairperson