4. confirmation of minutes from previous meeting 5 ... · council’s 2012-13 annual report was...

Audit Committee - Minutes of meeting held 14 October 2013 Page

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MINUTES OF THE MEETING OF THE AUDIT COMMITTEE OF THE BAROSSA COUNCIL

held in the Committee Room, 43-51 Tanunda Road, Nuriootpa, on Wednesday 14 October 2013 commencing at 10.35am.

1. WELCOME

Mr Peter Brass welcomed everyone to the meeting, in particular, Ms Samantha Allard from Dean Newbery & Partners.

2. PRESENT

Mr Peter Brass, Mr James Heuzenroeder, Cr John Angas, Mayor Brian Hurn VISITOR Ms Samantha Allard, Dean Newbery & Partners

Invited Staff Members Mr Martin McCarthy, Chief Executive Officer Ms Jo Thomas, Director Corporate & Community Services Mr Mark Lague, Manager Financial Services Ms Vicky Rohrlach, Senior Accountant Mr Alan Jackson, Risk Manager Ms Nicole Rudd, Internal Controls Compliance Officer Ms Annette Randall, Executive Assistant

3. APOLOGY Cr Richard Miller 4. CONFIRMATION OF MINUTES FROM PREVIOUS MEETING

MOVED Mr Heuzenroeder that the Minutes of the Audit Committee Meeting held 12 June 2013, as circulated, be confirmed as a true and correct record of the proceedings of the meeting. Seconded Cr Angas CARRIED

5. BUSINESS ARISING FROM PREVIOUS MINUTES

Included within the Agenda. 6. CONSENSUS AGENDA

The meeting discussed each item. • Regarding Item 6.1.1 – Progress Report - Risk Management and Work

Health & Safety – • In discussing the WHS Improvement Plan, Mr Jackson stated that KPI

Audit Corrective Actions not yet closed out related mainly to management and training of Council’s 500+ Volunteers. A project is now in place, with an additional .6FTE resource to assist. A presentation on Council’s Risk Management Framework and policies is currently being prepared to present to a future Council Workshop.

• Regarding Item 6.1.3 – Local Government Association Mutual Liability Scheme 2013 Risk Management Review – Mr Brass queried the comparably low score for “Governance Framework” category. Mr Jackson again advised that the result was mainly due to Council’s management of Volunteers and an


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action plan is in place. Mr Brass requested a summary report on status of actions be provided to the next meeting. • Regarding Item 6.1.5 – Internal Financial Controls Compliance, Ms Rudd

provided a verbal report, advising that: o Risk Assessments from the Better Practice Model have been

completed and Low, Medium and High risks identified o Control Track is in place – targeted staff have received training o 63% of initial Risk Assessments have been completed o A report re financial risks will be presented to the next meeting.

• Regarding the 2013 Balance Date External Audit undertaken on 2 and 3 October (Item 6.2.1), Mr Brass congratulated Mr Lague and his team on their excellent work and dedication in achieving the auditing requirements, particularly considering their depleted staff resources of late.

MOVED Mr Heuzenroeder that Reports 6.1.1 to 6.1.5 be received. Seconded Mayor Hurn CARRIED

MOVED Cr Angas that Correspondence Item 6.2.1 be received. Seconded Mayor Hurn CARRIED ACTIONS: • Risk Manager to forward a précis of the LGAMLS 2013 Risk Management Review Action Plan

to Audit Committee members. • Chief Executive Officer to provide a summary report on status of actions in above Plan, to the

next meeting. 7. DEBATE AGENDA 7.1 REPORTS 7.1.1 NURIOOTPA CENTENNIAL PARK AUTHORITY – 2012-13 ANNUAL FINANCIAL

STATEMENTS Mr Lague spoke to the report and answered questions from the meeting. MOVED Mr Heuzenroeder that the 2012-13 Draft Annual Financial Statements for the Nuriootpa Centennial Park Authority be endorsed and presented to Council for adoption. Seconded Cr Angas CARRIED INTRODUCTION To provide a copy of the Nuriootpa Centennial Park Authority Annual Financial Statements for the year ended 30 June 2013. COMMENT In accordance with Section 126(4) of the Local Government Act 1999, the Committee must review the Annual Financial Statements to ensure that they present fairly the state of affairs of the Council.

The Council Auditors commenced their Balance Date Audit on 10 August 2013.

Council officers have provided information to the auditors to ensure they were able to conduct their audit and have made necessary adjustments to the report as required. LEGISLATION/POLICY/COUNCIL STRATEGIC PLAN Local Government Act 1999 – Section 126(4)


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FINANCIAL, RESOURCE AND RISK MANAGEMENT CONSIDERATIONS The financial statements have been incorporated into Council’s consolidated Financial Statements. COMMUNITY CONSULTATION No separate consultation is required under Council’s Public Consultation Policy. The Statements are public documents, accessible to the community via Council’s website. 7.1.2 2012-13 ANNUAL FINANCIAL STATEMENTS

B1096 Mr Lague spoke to the report, highlighting changes in composition of several cost categories as recorded in the Notes. The meeting noted the large increases in water and electricity costs. Mr Heuzenroeder requested further information regarding Parts, Accessories and Consumables; Ms Rohrlach will forward the information to the Committee. MOVED Cr Angas that subject to final confirmation with Council auditors, the preliminary 2012-13 Annual Financial Statements be endorsed and presented to Council for adoption. Seconded Mr Heuzenroeder CARRIED INTRODUCTION To provide a copy of the Interim Annual Financial Statements for the year ended 30 June 2013 for review. COMMENT In accordance with the Local Government Act 1999, Section 126(4) the Committee must “.review the adequacy of the financial management systems and practices of the Council…”. This is to ensure that they present fairly the state of affairs of the Council. As required in the Terms of Reference “the committee shall monitor the integrity of the financial statements of the Council, including its annual report, reviewing significant financial reporting issues and judgements they contain”. The Council Auditors conducted their Balance Day Audit on 2, 3 and 8 October 2013. Council Officers have provided information to the Auditors to ensure they were able to conduct their audit and have made necessary adjustments to the report as required. A final review is being made by the Auditors and it is expected that a final copy of the financial statements should be available in the week beginning 21 October 2013. A final copy will be presented to Council at the 19 November 2013 Council meeting. A preliminary Comprehensive Income Statement variance report from the Original Budget compared to Actual results for the 2012-13 year will be forwarded to members by separate cover. LEGISLATION/POLICY/COUNCIL STRATEGIC PLAN LEGISLATION: Section 126(4) of the Local Government Act 1999 Local Government (Financial Management) Regulations 2011 COUNCIL STRATEGIC PLAN: 4.1 – Responsibility 4.3 - Systems FINANCIAL, RESOURCE AND RISK MANAGEMENT CONSIDERATIONS All known financial and resourcing requirements as at 30 June 2013 have been included in the financials. Risk management issues are considered by Management throughout the financial year and communicated to Council as required.


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There are no resource management considerations. COMMUNITY CONSULTATION No separate consultation is required under Council’s Public Consultation Policy. The Statements are public documents, accessible to the community via Council’s website.

ACTION: • Senior Accountant to provide members with further information regarding Parts, Accessories

and Consumables. 7.1.3 DRAFT ANNUAL REPORT OF COMMITTEE’S ACTIVITIES B343 MOVED Mayor Hurn that the Audit Committee draft Annual Report be approved for inclusion in The Barossa Council 2012-13 draft Annual Report for submission to Council. Seconded Mr Heuzenroeder CARRIED INTRODUCTION A draft Annual Report of the Committee’s activities. COMMENT One of the activities of an audit committee identified in LGA Information Paper 14 ‘Model Work Program for Council Audit Committees’ is its annual reporting to Council. Subsequent Information Paper 19 ‘Audit Committee Reporting’ presents a ‘best practice’ approach for Councils to adopt. The Chairman’s draft report follows the model template set out in the Information Paper. The Chairman will present his report to the 19 November 2013 Council Meeting and a copy will be included in Council’s 2012-13 Annual Report. LEGISLATION/POLICY/COUNCIL STRATEGIC PLAN o Local Government Act – Section 126 o The Barossa Council Strategic Plan:

o 4.1 Responsibility o LGA Information Paper 19 ‘Audit Committee Reporting’ FINANCIAL, RESOURCE AND RISK MANAGEMENT CONSIDERATIONS Council’s Audit Committee has a key role in its governance framework. Good communication between the Committee and Council will ensure that financial and risk management issues raised receive appropriate consideration and attention. There are no resource management considerations. COMMUNITY CONSULTATION A copy of the Audit Committee Annual Report on activities for 2012-13 will be available to the public via The Barossa Council Annual Report for 2013. 8. OTHER 8.1 ANNUAL SELF ASSESSMENT The meeting resolved that the Audit Committee Annual Self Assessment be conducted as a group exercise at the next Committee meeting. 8.2 AUDIT COMMITTEE ACTION TRACKING Regarding item Audit Meeting 26 February 2013 (6.2.3), it was noted that matters can not be entered directly into the Deloitte internal control system. Mr Brass asked that agreed Management actions from the external audits to be included in the Audit Committee Action Tracking document.


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The meeting resolved that the Action Tracking document be received and noted.

ACTION: • Re the Deloitte internal control system, Manager Financial Services to include agreed

Management Actions from the external audits in the Audit Committee Tracking document. 9. OTHER BUSINESS 9.1 NURIOOTPA CENTENNIAL PARK AUTHORITY (NCPA) AUDIT COMMITTEE Ms Thomas advised that she had recently met with the NCPA, seeking confirmation of their intentions regarding the NCPA Audit Committee. The Authority advised that they wish to withdraw their proposal for Council’s Audit Committee to take over the functions of the NCPA Audit Committee and committed to re-establishing their Committee as soon as possible. 9.2 INFORMATION AND COMMUNICATION TECHNOLOGY STEERING

COMMITTEE (ICTSC) Mr Brass requested that the ICTSC meeting minutes be included in future Agendas for information. 10. NEXT MEETING Tuesday 10 December 2013 commencing at 10.30am. 11. CLOSURE There being no further business, Mr Brass closed the meeting at 11.40am.

Confirmed:

Chairman: ...................................... Date: .............................

The Barossa Council Audit Committee Meeting 10 December 2013

AUDIT COMMITTEE

REPORTS FOR INFORMATION

DIRECTOR CORPORATE AND COMMUNITY SERVICES

10 DECEMBER 2013 CONSENSUS AGENDA 6.1.1 ANNUAL COMMITTEE SELF ASSESSMENT

The Local Government Association ‘Audit Committee Reporting’ Information Paper 19 recommends that “in the process of preparing its annual report to Council, the audit committee should also undertake a self-assessment of its performance over the previous twelve months”. Committee members to conduct this year’s Self Assessment as a group exercise prior to the commencement of the formal meeting. The Self Assessment questionnaire is attached.

6.1.2 THE BAROSSA COUNCIL 2012-13 ANNUAL REPORT

The Annual Report is produced by Council to communicate with residents and businesses in the community, ratepayers, and prescribed bodies about Council business, its services, performance, and achievements, and to comply with legislative requirements. Council’s 2012-13 Annual Report was adopted at a Special Council Meeting held the 27 November 2013 Council Meeting. It has been posted on Council’s website (see link below) and is currently being distributed to various agencies in accordance with Section 131(4) of the Local Government Act 1999. Link to Annual Report: https://www.barossa.sa.gov.au/page.aspx?u=461

6.1.3 2012-13 ANNUAL FINANCIAL STATEMENTS

Further to the report presented to the 14 October 2013 Audit Committee meeting (7.1.2), the Annual Financial Statements for 2012/2013 were endorsed by Council at its 19 November 2013 meeting and have been posted to Council’s website: https://www.barossa.sa.gov.au/page.aspx?u=464

Council’s external audit has been carried out by Dean Newbery and Associates, returning an unqualified report and no reports to the Minister.

6.1.4 RISK MANAGEMENT and WORKPLACE HEALTH & SAFETY

A late report will be forwarded to members prior to the meeting. 6.1.5 PROGRESS REPORT – STRATEGIC PROJECTS

A copy of the Memo to all Staff from the Chief Executive Officer regarding Progress of Strategic Program Project Initiatives is attached.

https://www.barossa.sa.gov.au/page.aspx?u=461

https://www.barossa.sa.gov.au/page.aspx?u=464


6.1.6 INFORMATION & COMMUNICATION TECHNOLOGY STEERING COMMITTEE (ICTSC ) The ICTSC is an internal working party established by the Corporate Management Team to play a key ICT governance role within the Council. Refer Attachment 1 for a copy of its Terms of Reference and Attachment 2 for notes of meetings held since July 2013.

RECOMMENDATION: That Information Reports 6.1.1 to 6.1.6 be received.

The Barossa Council Audit Committee Annual Self Assessment of Committee Performance – Survey of Members To assess the effectiveness of the Audit Committee, the following questionnaire may be useful when completed by each member of the Committee. It is important to consider each point carefully in determining strengths and areas in need of improvement. Rate effectiveness 1 to 5 (1 = Very Ineffective; 2 = Ineffective; 3 = Neither Effective or Ineffective; 4 = Effective; 5 = Very Effective) The Committee performance using the above rating scale can also be considered from 1 = Poor to 5 = Excellent. Creating & Running an Effective Committee Yes / No Comments

Do you understand and agree with the functions of the Committee as detailed in its Terms of Reference? If not, why?

Does the committee collectively have sufficient skills, experience, time and resources to undertake its duties? If not, why?

Rate 1 - 5 Does the committee work constructively as a team and work well with others attending the meetings? If not, how do you suggest this is addressed?

Does the relationship between committee members strike the right balance between challenge and mutuality? If not, please provide comments.

Do the meeting arrangements enhance the Committee’s effectiveness (e.g. frequency, timing, duration, venue and format) to allow sufficient time for the discussion of agenda items?

Are the report for each meeting sufficiently comprehensive and yet understandable enough for you to make informed decisions?

Are the presentations an interesting and helpful way of informing members about various issues?

Are effective minutes prepared, distributed and followed up?

How do you rate the overall efficiency and effectiveness of the Committee? Please provide reasons for your ranking

Do staff and members conduct themselves in accordance with high standards of behaviour (eg. Code of Conduct and Corporate Values)?

How do you rate the performance of the Presiding Member in preparing for and conducting the meetings? What are the reasons for your ranking?

How do you rate the performance of the other members of the Committee in fulfilling their role on the Committee? What are the reasons for your ranking?

How do you rate your performance as a member of the Committee? What are the reasons for your ranking?

How do you rate the performance of the support staff in facilitating the Committee’s role and function? What are the reasons for your ranking?

2 Overseeing Governance, Risk Management and Asset Planning Comments

Does the Committee assure itself that the Executive take responsibility for risk identification and control, and give formal assurance through reporting that key risks are being adequately managed?

Is the Committee satisfied that there is an effective program in place to ensure that risk management becomes an integral part of the way in which Council conducts business?

Are internal audit findings and recommendations responded to in a timely and appropriate manner?

Overseeing Financial Reporting and external Audit Yes / No Comments

Does the Committee review the work of the external auditor?

Does the Committee review and discuss the external auditor’s management letter?

Is the Committee effective in managing and monitoring the relationship with the external auditor?

General Comments

Do you have any suggestions for improving any aspect of the Committee’s performance, role or functions?

DATE: 3 December 2013

TO: All Staff

FROM: Chief Executive Officer

SUBJECT: Progress of Strategic Program Project Initiatives RESPONSE Not required

File Reference 13/51384

Often we are so involved in our work that we don’t take the opportunity to look up and back to see what we have achieved.

The Strategic Projects Program is the key improvement program approved by Council and CMT which has now been operational for just short of a year, so it’s a good time to take a look at what has been achieved in that time.

There are a number of different groups that have been working on a wide array of projects during the year to improve different parts of our business and I appreciate the time being taken out of day to day work to participate. By doing this, we are aiming to create better ways of doing what we do and being inclusive to achieve the changes being aimed for.

Here is an update for all to share on the progress of the core projects and what groups have been up to:

Asset Management Working Group: This group is focussed on taking a strategic approach to how Council manages assets across the region. As an organisation we look after a lot of assets that underpin many of Council’s services. Assets like buildings, roads, footpaths, IT systems, caravan parks and the list goes on.

Some of the key work this group is undertaking:

Tender awarded and commencement of a comprehensive building audit condition and valuation report for all of our Council land and buildings. Scheduled for completion in January 2014, this will inform Council of the condition our buildings and determine work is required to maintain them into the future. The data will also help develop service levels and provide detailed input into the Zero Based Budgeting approach for 2014 / 2015.

To develop an Asset Management Strategy. This will guide Council in sustainable management our assets into the future (financially, risk and service level related).

Please contact Brendon Lyons for more information.

Information & Communications Technology (ICT) Steering Committee: We depend on our ICT systems to meet our needs in order to get our jobs done. This group is focussed on the strategic management of our ICT systems to ensure that like all critical areas of our organisation we develop them in a planned manner. A significant body of work has been (and is still being) done to further improve our systems and with the help of many staff and a full ICT team improvements are being realised.

MEMORANDUM

2 Some recent achievements and current work this group is focussed on:

The top 6 key priority projects were identified and communicated earlier in the year are practically complete. The upgrading of TRIM, recent upgrading of Pathway and addressing user identified improvement (many ongoing thanks to the Pathway Users Group), connectivity improvements for staff working remotely and new server/storage infrastructure being installed at the Nuriootpa office.

Developing an ICT Strategy to set out what our needs will be, and how we address them, into the future.

Please contact Ryan England for more information.

Redefining Community Committees Project: o This project is looking at the committee structure for committees

established under S41 of the Local Government Act (of which there are over 20), the work they currently do and how this work may be done in the future. We have a large number of committees, a lot of volunteers associated with them and they are very involved in the delivery of Council services.

o Current status is that we have done the first round of consultation (s41 committees and internal) and nearly completed the research (other councils) phase and will be continuing this work with the aim of having some potential new models for Council to consider early next year.

Please contact Leonie Boothby for more information.

Volunteer Management Project: o This project aims to deliver a strategy and framework for managing Council

volunteers. We have a significant number of volunteers which is currently being properly identified and recorded, it is expected that there are in the order of 500 volunteers assisting Council in delivering services and we need to ensure that they are doing this safely and sustainably.

o Some of the key achievements for this group to date include working towards the building of a database tool to manage our volunteer data records, working with our neighbouring regional Councils to develop a Regional Volunteer Strategy and developing a draft Volunteer Management Policy and Process and the implementation of these.

Please contact Alan Jackson for more information.

Industrial Relations and Workforce Planning Strategy: Some of the initial work of this project has been around developing a draft Workforce Plan (in progress) and negotiating a new Enterprise Bargaining Agreement for staff under the SA Municipal Salaried Officers Awards (management and administration staff).

Please contact Kimberley Rohan for more information.

Culture and Organisation Action Plan: Several actions from the plan have been initiated:

o Learning Styles Inventory (LSI) results produced for the Organisational Managers Group (3rd Level Managers).

o Introduction of the People Management Group and training held on ‘Creating a positive culture’.

o Introduction and completion of the first round of Performance Partnering across the organisation. Second round currently in progress.

o Whole of organisation breakfast staff meeting held. o

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o Sessions held with staff on how to improve staff meetings and time set aside for staff questions on notice.

o Training Needs Analysis completed and being rolled out. o Hosted a team at the LGMA Rural Team Challenge.

Please contact Vincent Marsland for more information.

Nuriootpa Centennial Park Authority (NCPA) Future Investment: o The NCPA is a subsidiary of Council that manages the Barossa Valley Tourist

Park, the Nuriootpa Sporting & Recreation Reserve and Coulthard Reserve. The NCPA Board of Management are looking at what investment (by Council) it recommends to ensure the ongoing financial and asset sustainability for the precinct.

o Council is assisting the NCPA to take a Business Case for future investment to Elected Members (likely in early 2014) for decision.

Please contact Leonie Boothby for more information.

Contracting Strategy Initial works have commenced on this strategy to look at improvement procurement and contracting which aims to look improve WHS compliance, legislative compliance, making savings in what we buy, stream lining purchasing process and therefore reducing administrative burden. Council has also registered an interest in the LGA procurement initiative. Whilst some preliminary views of our future purchasing and contracting strategies have been determined, it is expected now that ramping up of this initiative will happen early in the new year. Please contact Ben Wright for more information.

Budget Improvement Strategy Significant work on this strategy was achieved from early to mid this year with the introduction of a full zero based budget and business plan data collection. The second phase of this initiative and therefore the completion of the zero based budget and business plan data collection will coincide with the development of 2014-15 budget which will kick off early in the new year. Please contact Mark Lague for more information.

Customer Request Management (and related ICT systems improvements) This project received the highest priority and has now been running for over a year. Significant process, ICT, scoping and development activities have taken place. The project is now matured to a point that solutions are being implemented. Key pieces of work included:

1. ICT system improvements, User Acceptance Training and resulting system upgrade of Pathway, tracking and management of improvement implementation is well advanced;

2. Policy and Process improvement including service levels and CRM tracking will soon be fully implemented including the ‘turning on’ of the escalation processes in Pathway;

3. Improved customer relationship management including up-skilling, cross organisation knowledge sharing and broader development and implementation of a customer service strategy will ramp up in the new year.

Please contact Rebecca Tappert or Brendon Lyons for more information.

4 Holistic Report Framework This project aims to bring together many areas of our organisation into a reporting framework that would inform CMT and Council of our performance against business plan targets and other indicators. A high level framework has been developed at CMT level, however no further work is expected to proceed until more important priorities around ICT systems, data collection, reporting processes etc that are outlined in this update are completed. Please contact myself for more information.

Risk Management Strategy (which has primarily been focused on Workplace Health & Safety (WHS) Last but by no mean least, we remain focused on Workplace Health & Safety to ensure you get home safely each day. As you would be aware, recent staff awareness training was held across the organisation for all adopted WHS policy & process documents. We’ve also now reviewed all our WHS system documents to make sure they are compliant with the WHS Legislation changes introduced in January 2013. As you will have seen by recent emails, we continue to work through reviews with WorkCover and through feedback continue to improve our systems and minimise our risks. Please contact Alan Jackson for more information.

All in all a lot of work has been achieved, some projects have reached maturity and others are well advanced whilst other are a little behind. With 2014 looming CMT will take a look at the progress, resourcing and rescheduled projects early in the new year. Martin McCarthy Chief Executive Officer

________________________________________________________________________________________________ The Barossa Council – ICT Steering Committee – Terms of Reference 1 Approved at the Corporate Management Team meeting held on 8 May 2013 TRIM Ref: 13/51761

The Barossa Council Information & Communication Technology Steering Committee (ICTSC)

Terms of Reference An internal working party established by the Corporate Management Team (CMT) to play a key ICT governance role within the Council. 1. Purpose 1.1 Develop, implement, monitor and review a 3 year ICT Strategy and supporting Annual

ICT Action Plan that seek to meet the ICT needs (current and future) of the organization and provide systems and tools that assist in maximising workforce efficiency and on-line interactive services for Council and the community.

1.2 On an ogoing basis, identify current and future ICT needs (including efficiencies) across the organization, identify available and emerging technologies to meet those needs and action as appropriate.

1.3 Monitor achievement of milestones set in individual ICT Projects that deliver on the Annual ICT Action Plan.

1.4 Keep the CEO and CMT regularly informed as to progress of Actions per the Annual ICT Action Plan and emerging future needs and priorities.

2. Objectives The ICT Steering Committee is responsible for: 2.1 Reporting to CMT against key milestones in the Annual ICT Action Plan (including

individual Project Plans). 2.2 Ensuring that ICT strategies are aligned with Council Strategic and Corporate Plans and

in line with Council budget constraints. Prioritizing strategies and projects as High Medium and Low, and resolve competing demands for resources and funds, in consultation with CMT and responsible Business Unit Managers.

2.3 Ensuring strategies and projects are realistic and achievable during the life of the ICT Strategic Plan.

2.4 Developing the 3 year ICT Strategy and supporting Annual ICT Action Plan for approval by the CEO and CMT.

2.5 Monitor and review the Annual ICT Action Plan to ensure it is delivered within the agreed budgets and timeframes.

2.6 Considering new projects that emerge outside the ICT Strategic Planning cycle and investigate the impact of their implementation on other projects, priorities, budget, etc in the ICT Strategic Plan.

2.7 Reviewing and approving major Information Management and Information Technology policies, processes and standards for use by Council.


2.8 Monitoring and reporting on the implementation of ICT projects against approved project plans, with particular emphasis on quality, risk management, benefits realization and change management.

2.9 Ensuring that every project proposal and implementation plan meets project outcomes and goals.

2.10 Assessing the quality and value of business cases prepared for new ICT project proposals. Provide advice and recommendations to the CEO and CMT on the merits of new project proposals.

2.11 Supporting the ICT Team objectives. 2.12 Providing the CEO and CMT with regular progress reports on the implementation of

the ICT Strategic Plan initiatives and projects, as well as advising on current ICT issues and developments.

3. Membership

3.1 Committee • Director Corporate and Community

Services • Manager Information and

Communication Technology • ICT Applications Technical Specialist • Manager Strategic Projects • Manager Financial Services • Coordinator Administrative Services • Risk Manager • Manager Building and Health Services • Senior Library Coordinator • Manager Organisational Development • Manager Assets and Infrastructure

• Works Supervisor

3.2 Administration • Executive Assistant Corporate and Community Services 3.3 The Chairperson shall invite other officers, consultants or external representatives as

is necessary to undertake the purpose of the Steering Committee. 4. Chairperson

4.1 The Director Corporate and Community Services shall be appointed as the Chairperson

to the Steering Committee. 5. Meetings 5.1 As a minimum, the Steering Committee shall meet at least 6 weekly. This may be

varied to suit requirements. 5.2 The Chairperson shall be permitted to call a special meeting should a matter be urgent

given a reasonable period of notice.


5.3 The Chairperson shall issue an agenda 3 days prior to the meeting. If no matters are for consideration, the meeting shall be cancelled.

5.4 The Chairperson shall commence the meeting and conclude the meeting at the designated times.

6. Decision Making 6.1 Members of the Steering Committee shall collaborate effectively for consensus

decision and recommendation to the Corporate Management Team based on meeting outcomes.

7. Minutes 7.1 The Executive Assistant, Corporate and Community Services shall keep a record of

meeting actions and formal recommendations only on the Council intranet. 8. Communication and Reporting 8.1 The ICT Steering Committee shall report directly to the CEO and/or CMT (including

providing advice on significant ICT developments and issues) in accordance with the agreed schedule.

8.2 The Committee shall submit and present proposed ICT strategies and business cases (funding submissions) for all new ICT project proposals to the CEO and CMT.

8.3 The Committee shall report to the Organisational Management Group (OMG!) on significant ICT developments, goals, implementation plans and the like for further dissemination to all staff.

8.4 The Manager ICT shall provide a regular report to the ICT Steering Committee on the ICT application matrix, including life spans of various ICT products.

9. Review of Terms of Reference 9.1 The ICT Steering Committee Terms of Reference shall be reviewed as and when the

Committee requires but at least every four years by CMT. 10. Approval of Terms of Reference 10.1 The ICT Steering Committee Terms of Reference were approved by CMT at its meeting

held 8 May 2013.


AUDIT COMMITTEE

CORRESPONDENCE

DIRECTOR CORPORATE AND COMMUNITY SERVICES

10 DECEMBER 2013

CONSENSUS AGENDA 6.2.1 DEAN NEWBERY & PARTNERS – COMPLETION OF EXTERNAL AUDIT

Letter from Dean Newbery & Partners advising of completion of the statutory audit for The Barossa Council and advising of matters in conjunction with the work completed. A copy is attached.

RECOMMENDATION: That Correspondence item 6.2.1 be received.

to K i . . i ... o −W L ) e U F 1 I N z W u e F y o ( tUE IF 1tES

CHARTERED ACCOUNTANTS ABN30164612890

8 November 2013

Mayor Brian Hurn OAMThe Barossa CouncilP0 Box 867NURIOOTPA SA 5355

Dear Mayor Hum

1 2 Nov 20" C ' (

COMPLETION OF EXTERNAL AUDIT: PROVISION OF 2013 AUDITOR'S REPORT TO COUNCIL

SCANNED 20131112 105244

Please be advised that in accordance with the requirements under the Local Government Act 1999(the Act), we have now completed the statutory audit of the Barossa Council for the financial yearended 30 June 2013.

We have enclosed the 2013 Auditor's Report which has been signed without reference to anyqualification.

As required under Section 129 of the Act, we wish to advise of the following matters in conjunctionwith the work recently completed.

1. No report is required to the Minister

There is no matter arising from the audit of your Council for the year ended 30 June 2012 which weneed to report to the Minister, as would otherwise be required under Section 129(6) of the Act.

2. Audit Correspondence issued during the 2013 Financial Year

Various audit matters have been formally communicated through our issued Management Letters toyou from time to time during the year. We are satisfied that action has, or is in the process ofaddressing all matters previously raised.

3. Accounting Practices and Management of the Council's Financial Affairs

In reaching our audit opinion, we are satisfied as to the overall standard of Council's accountingpractices and management of Council's financial affairs.

4. Council's Audit Committee

We are satisfied that Council's Audit Committee has addressed all of its prescribed functions asoutlined in Section 126(4) of the Act.

Office:214 Melbourne StreetNorth Adelaide SA 5006

All Correspondence:P0 Box 755North Adelaide SA 5006

1: (0 8267 4777F: (08) 8239 0895

E: admindeannewberv.com.au

Liability limited by a scheme anoroved under Professional Standards Lecislation

SCANNED 20131112 105244

at

5. Auditor's Independence Declaration

Please note that our signed Auditor Independence Declaration has been previously issued to the ChiefExecutive Officer, as required by Section 16A of the Local Government (Financial Management)Regulations 2011.

6. 2013 Balance Date Audit Management Letter

Our 2013 Balance Date Management Letter will be separately issued to you shortly, with a copyforwarded to Council's Audit Committee as is our customary practice.

Please contact me on 8267 4777 or [email protected] if additional information is required.

Yours SincerelyDEAN NEWBERY & PARTNERS

WSamantPartner

C. Council's Audit Committee.

Enc:

Statutory Audit Opinion

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AUDIT COMMITTEE

MANAGER FINANCIAL SERVICES

REPORT

10 DECEMBER 2013

7.1.1 REPORT ON FINANCIAL RESULTS 2012/2013 (AS AT 30 JUNE 2013) B345 INTRODUCTION The Report on Financial Results for 2012/2013 (as at 30 June 2013) was presented to Council at its 19 November 2013 Council Meeting. A copy is attached. RECOMMENDATION That the Report on Financial Results for 2012/2013 (as at 30 June 2013) and the carried forward adjustments to 2013/14 as listed on pages 11 to 13, be noted. COMMENT The Report on Financial Results was prepared following the completion of the Financial Statements. This report provides Council with a final variance report for the actual results as compared to the adopted budget, along with carried forward adjustments to the 2013/2014 financial year. The report provides information as to the financial position of Council, containing: Executive Summary, Uniform Presentation of Finances, Key Performance Indicators, Financial Statements with Variance Reporting as compared to the original budget and compared to last year actual results. The report also provides a list of proposed Operating and Capital Budget carried forward adjustments. Many of these adjustments are for projects not completed by 30 June 2013 for various reasons and/or are attached to grant funding for programs in 2013/2014. For further analysis, reference should be made to the Annual Financial Statements 2012/2013 (Agenda item 6.1.3). The report also includes a quarterly review of the business units showing a high level financial report, new initiatives and capital expenditure review. LEGISLATION/POLICY/COUNCIL STRATEGIC PLAN • Local Government Act 1999 • Local Government (Financial Management) Regulations 2011 • Annual Budget/Business Plan Policy

FINANCIAL, RESOURCE AND RISK MANAGEMENT CONSIDERATIONS To enable Council to make effective and strategic financial decisions, a regular up to date high level financial report is provided. This report contains budget adjustments for decisions Council has made since the last review and other adjustments to meet financial changes in capital and/or operational areas. The document contains comments and implications for the Long Term Financial Plan as a result of this review. COMMUNITY CONSULTATION Community Consultation was part of the original budget adoption process in June 2012, as per legislation.


AUDIT COMMITTEE


REPORT

10 DECEMBER 2013 7.1.2 BUDGET UPDATE (AS AT 30 SEPTEMBER 2013) (B345) INTRODUCTION The Budget Update for 2013/2014 (as at 30 September 2013) was presented to Council at its 19 November 2013 Council Meeting. A copy is attached. RECOMMENDATION That the Budget Update for 2013/14 (as at 30 September 2013) and budget variations contained therein be noted. COMMENT The report provides information as to the financial position of Council, containing budget update reports which include Executive Summary, Uniform Presentation of Finances, Key Performance Indicators, Summary of Operating Budget Variance Adjustments and Summary of Capital Budget Variance Adjustments. The proposed variances between the original budget and this budget update are listed on the operating and capital budget adjustment pages. Please note for reconciliation purposes, from the Original Budget to the first Budget Update, the variances also include a summary of the carried forwards as approved by Council in the 2012/13 Report on Financial results in this agenda.

The report also includes a quarterly review of the business units showing a high level financial report, new initiatives and capital expenditure. LEGISLATION/POLICY/COUNCIL STRATEGIC PLAN LEGISLATION: • Local Government Act 1999 Sect 123 (13) • Local Government (Financial Management) Regulations 2011 Regulation 9 (1)(a) COUNCIL STRATEGIC PLAN: 4.1 – Responsibility 4.3 – Systems FINANCIAL, RESOURCE AND RISK MANAGEMENT CONSIDERATIONS There are no financial, resource or risk management considerations. COMMUNITY CONSULTATION Community Consultation was part of the original budget adoption process in June 2013, as per legislation.

Budget Update 2013-14 – as at 30 September 2013 | The Barossa Council | Page 1

Annual Budget and Business Plan

2013-14

Budget Update - Quarterly As at 30 September 2013

Annual Business Plan Report

Executive Services 8

Corporate and Community Services 9

Development and Environmental Services 12

Works and Engineering Services 13

Nuriootpa Centennial Park Authority 15

Financial Statements - Actual Report

Budget Update Report

Executive Summary

Uniform Presentation of Finances

Key Performance Indicators

Summary of Operating Budget Variance Adjustments

Summary of Capital Budget Variance Adjustments

2

3

4

5

7


Executive Summary

This report is a Budget Update as at 30 September 2013 for the 2012-13 financial year pursuant to

Regulations 7, 9 and 10 of the Local Government (Financial Management) Regulations 2011 under the Act.

Unless otherwise indicated figures shown are for the 2013-14 financial year and the variance report

comparison is actual to original budget.

The proposed Revised Budget adjustments include a number of ‘one-off’ variations shown as Favourable (F)

or Unfavourable (U). Only larger variances are highlighted for further details refer to variance adjustments,

please refer to pages 3 and 5-9 within this report for further information on the note number:

(1) Unexpected income Insurance bonus $82k (F); Additional funding for transition from State to

Commonwealth funding $18k (F); Reduction in caravan park income - Nuriootpa Centennial Park

Authority $20k (U). Net $72k (F).

(2) Staff vacancies and other adjustments along with resourcing needs $19k (U); Approved Carried

Forwards from 2012-13 $23k (U); Additional expenditure for transition from State to

Commonwealth funding $18k (U); Insurance premium higher than budget $16k (U); Increase in

caravan park expenditure - Nuriootpa Centennial Park Authority $10k (U); Talunga Park Master Plan

$5k (U). Net $119k (U).

(3) Net changeover cost for Barossa Area Fund Raisers for Cancer vehicle $12k (U); Approved Carried

Forwards from 2012-13 $95k (U). Net $107k (U).

(4) Men's shed utilities connections $20k (U); Approved Carried Forwards from 2012-13 $2,695k (U).

Net $2,723k (U).

(5) Contribution for changeover cost for Barossa Area Fund Raisers for Cancer vehicle $12k (F); HACC

funds received prior to bus lifter installation $13k (F); Carried Forwards from 2012-13 $870k (F).

Net $896k (F).

It is noted that if all operating expenditure Carried Forwards (a net adjustment of $23,400) had occurred in

2012-13 Councils Proposed full year Revised Budget operating result for 2013-14 would be a surplus of

$186k.

Long Term Financial Plan (LTFP)- Review

Since the adoption of the Budget Council has made decisions on projects that have material financial

implications not only for the 2013-14 year (these are included within the yearly budget wherever possible)

but also may effect the longer term. In some cases not all information is available for these projects and not

included in the budget review. The following list is a summary of these types of projects:

� An increase to the Contribution and annual loan payments towards the Stockwell Artificial Turf.

� Grant income and construction expenditure is included for Tanunda to Gawler bike path the net effect to

be realised when competed. This project will be assigned to both capital and an operating expenditure.

The capital portion will then be recognised as an asset with the depreciation result to be included in the

LTFP.

� The Federal Financial Assistance Grants were paid early this year two early payments from 2013-14 were

received in June 2013. It is not known when the early payments will stop, when it does occur the budget

and actual income for that year will be reduced.

� Council approved principle support for the gifting of Council owned land at Newcastle Street,

Angaston; as this land was identified as a surplus asset if approved a reduction in cash received will

result.


Uniform Presentation of Finances

Note

Original

Full year

Budget

$’000

Actuals as

at 30 Sept

$’000

Variance OB

to RB

$’000

Proposed

Full- year

Revised

Budget

$’000

Current Full-

year Revised

Forecast

$’000

OPERATING ACTIVITIES:

Operating Income 1 31,737 26,746 72 31,809 31,809

Less Operating Expenses 2 31.527 7,529 (119) 31,646 31,646

Operating Surplus (Deficit) (a) 210 19,217 (47) 163 163

Less Net Outlays on Existing Assets

Capital Expenditure on Renewal and

Replacement of existing assets 3 5,532 202 107 5,639 5,639

Less Depreciation, Amortisation and

Impairment 6,364 1,591 0 6,364 6,364

Less Proceeds from Sale of Replaced

Assets 741 59 0 741 741

Net Outlays on Existing Assets (b) (1,573) (1,448) 107 (1,466) (1,466)

Less Net Outlays on New and

Upgraded Assets

Capital Expenditure on New and

Upgraded assets 4 4,114 329 2,723 6,837 6,837

Less Amounts received specifically for

New and Upgraded Assets 5 377 247 896 1,273 1,273

Less Proceeds from Sale of Surplus

Assets 780 175 0 780 780

Net Outlays on Existing Assets (c) 2,957* (93) 1,827 4,784 4,784

Net Lending / (Borrowing) (a) - (b)-

(c)

(1,174)* 20,758 (1,981) (3,155) (3,155)

*Note: the Original Budget incorrectly reported $2,959 and ($1,176) respectively

Funding Source for the movement in Net Lending / (Borrowing)

Original Full year Budget Net Lending / (Borrowing)

$’000

(1,174)

Carried Forward Budget Adjustments – Report on Financial Results.

Funds were held for these projects in cash and investments at 30 June

2013

(1,942)

Other Budget Adjustments - September Budget Update. Funds

required for these items will decrease Councils cash and investments (39)

Proposed Full- year Revised Budget -

Net Lending / (Borrowing)

(3,155)


Key Performance Indicators (KPI)

Key Performance Indicators (KPI) Original Budget

30 June 14

Revised Budget

30 June 14

Operating Surplus / (Deficit) ($’000)

210 163

Target To achieve an operating breakeven position, or better, over any five year period

Notes Operating Surplus decreased as a result of the increase to operating costs. Carried forward items of $23k

from last year are included in this result.

Operating Surplus Ratio (0.5%) 0.9%

Target To achieve an operating surplus ratio of between -2% to 10, over a rolling 3 year period.

Notes The ratio is reduced unfavourably due to one-of adjustments made as listed within this document. Council

long term financial plan is to return to a surplus position. In order to achieve this savings will be identified

with reports and recommendations to Council to reduce expenditure and/or improve income.

Note: the 2013-14 ratio was 0.6%.

Net Financial Liabilities ($’000) 17,939 N/A

Target Council's level of net financial liabilities is no greater than its annual operating revenue and not less than

zero

Notes This KPI has not been provided for this review

Net Financial Liabilities Ratio 57% N/A%

Target Net financial liabilities ratio is greater than zero but less than 100% of total operating revenue

Notes This KPI has not been provided for this review

Interest Cover Ratio 3.4% 3.4%

Target Net interest is greater than 0% and less than 8% of operating revenue

Notes No change on this on this ratio

Asset Sustainability Ratio* 113% 121%

Target Capital outlays on renewing/replacing assets net of proceeds from sale of replaced assets is greater than

80% but less than 110% of Infrastructure Asset Management Plans (previously Depreciation) over a rolling 3

year period

Notes Expenditure on Renewal & Replacement Assets has increased as a result of projects carried forward from last

year.

*The Asset Sustainability Ratio is now using planned expenditure data from the Councils Infrastructure and

Asset Management Plans (IAMP). Council IAMPs have been revised where information on planned

expenditure has not been included depreciation for that asset portfolio has been included. For the 2013-14

year an amount of $3,959k has been used for this calculation for planned expenditure.


Business Unit Type of

Adjustment

Adjustment Title Major Reason for Adjustment Adjustment $

Favourable/

(Unfavourable)

Sub Total per

type $

Reserve $

From/(To)

Net

Operating Adjustments

Corporate and

Community Services

Addition Income for Lease Fees Missing budget for revenue line item - lease fees 2,500 2,500

Corporate and

Community Services

Reduction Reverse Grant income Reverse Grant income - should not have been budgeted in 13/14 - all money

received in 12/13

- unspent funds included as carry forward income from 12/13

(7,121) (7,121)

Corporate and

Community Services

Addition Transition Funding Additional funding for transition from State (DCSI) to Commonwealth funding.

Changes to promotional literature and branding.

18,182 18,182

Corporate and

Community Services

Addition Incentives for Work Experience Trainee approved but missed from budget - balancing item for salary costs incurred - net

cost to Council $385.20 due to award changes

4,000 4,000

Executive Services Reduction Workers Compensation Rebate Workers compensation rebate lower than budgeted. Received $134,761 budgeted

$142,627.

(7,866) (7,866)

Executive Services Addition Special Distribution - LGAIPF Unbudgeted special distribution from LGA Income Protection Fund. 9,077 9,077

Executive Services Addition Insurance Scheme Bonus Distributions Insurance Scheme Bonus Distributions from LGAWCS and LGAMLS 51,750 51,750

Executive Services Addition Insurance Scheme Bonus Distributions Insurance Scheme Bonus Distributions - LGAMLS 21,557 21,557

Nuriootpa Centennial

Park Auth

Reduction NCPA - Caravan Site Fees Total actual 2012/13 $395,877 Budget for 2013/14 set at $455,000 - budget set too

high.

(20,000) (20,000)

Note 1 72,079

Corporate and

Community Services

Addition Cost of Work Experience Trainee Approved but missed from budget - balancing item - net cost to Council $385.20 due

to award changes

(4,385) (4,385)

Corporate and

Community Services

Addition Resource requirements Temp

Accountant

Resource needed to cover unplanned leave in Finance Department (10,000) (10,000)

Corporate and

Community Services

Addition Gas at Stockwell Rec Park Gas installation not accounted for in original budget. Estimate of $1150 required. (1,150) (1,150)

Corporate and

Community Services

Addition Allocation of Reserve Funds for Tanudna

Recreation

The Tanunda Rec Park Committee approved repair work to the lights at the Tanunda

tennis courts that was completed last year. Long story short, as the rec park

committee have minuted that the Committee pay for the expense (without realising

(2,400) (2,400)

Corporate and

Community Services

Addition Works at Residence - WQVJP Unbudgeted repair work - gutters and plumbing of rainwater tank (2,562) (2,562)

Corporate and

Community Services

Addition Transition Funding Expenditure Additional funding for transition from State (DCSI) to Commonwealth funding.

Changes to promotional literature and branding.

(18,182) (18,182)

Corporate and

Community Services

Addition Increase to lease budget line (142-718) An increase is required to 142-718 as there was an mistake made by Bank SA and

the final payment didn't occur as scheduled. We were only made aware of the

mistake in early Oct.

(8,999) (8,999)

Various Addition Income Protection insurance higher rate Increase cost for ASU workers due to higher than budget insurance rate applied (5,581) (5,581)

Corporate and

Community Services

Addition vehicle insurance and breakdown cover Not originally budgeted (391) (391)

Corporate and

Community Services

Addition Keying Error - Printing Budget I mis-keyed the budget line for 463-821 and missed entering $2500 that is required

for printing of letterhead, envelopes, perfored debtor forms etc.

(2,500) (2,500)

Corporate and

Community Services

Addition Bus registration New registration for recently purchased Toyota Hiace Commuter (366) (366)

Corporate and

Community Services

Addition Heritage Grant 2012/13 Gerlinde & Paul Trappe unable to complete their painting by 30/6/13. Community

Assistance Scheme Committee approved extension to complete project by 31/12/13.

(300) (300)

Corporate and

Community Services

Addition Talunga Park Master Plan Budget to fund master plan - work not completed until Q1 2013. (5,000) (5,000)

Development and

Environmental Services

Reduction Planning consultancy staff to cover P

Mickan

To be offset by LSL provision (through salaries - LSL provision EOY calculation)

per Louis/Marie

13,443 13,443

Budget Update 2013-14 - as at 30 September 2013 | The Barossa Council | Page 5



Adjustment

Adjustment Title Major Reason for Adjustment Adjustment $

Favourable/

(Unfavourable)

Sub Total per

type $

Reserve $

From/(To)

Net

Development and

Environmental Services

Addition Planning consultancy staff to cover P

Mickan

Planning consultancy staff to cover P Mickan- to be offset by LSL provision (through

salaries - LSL provision EOY calculation)

per Louis/Marie

(13,443) (13,443)

Executive Services Addition Various salary changes Spreadsheet emailed to Mark for distribution of changes to relevant salary budgets

in directorates.

(2,927) (2,927)

Executive Services Addition Vehicle Servicing Unbudgeted tyre change. (1,500) (1,500)

Executive Services Addition Council Display Board Support cost to install Council member photo board in reception area. (2,300) (2,300)

Executive Services Addition Recruit Manager Strategic Projects Create budget to support advertising costs for recruitment of Manager, Strategic

Projects.

(1,500) (1,500)

Executive Services Addition ABP Summary Printing Create budget to support printing of annual business plan printing - missed in budget

development.

(2,276) (2,276)

Executive Services Addition Advantage SA Sponsorship Council approved sponsorship of Advantage SA awards at July 2013 meeting (1,200) (1,200)

Executive Services Reduction Adjust contractor budget Increase contractors budget for Council / Exec meeting support costs. And transfer

budget to correct natural account

(2,500) (2,500)


Park Auth

Reduction NCPA - Wages - Tourist Park Contract Assistant Managers engaged via Caretakers Australia from September to

Jan (pending ongoing employees starting in January 2014). (Fees will be paid from

Contractors Other)

40,000 40,000


Park Auth

Addition NCPA - Contractors Other Services Engagement of Contract Assistant Managers (in lieu of paying wages). Note: original

budget for Contractors was generous therefore will use some of that allowance to

cover these costs.

(20,000) (20,000)


Park Auth

Addition NCPA - Water Rates - Tourist Park Total actual 2012/13 $48,686 Budget for 2013/14 set at $23,490 - budget set too

low.

(25,000) (25,000)


Park Auth

Addition NCPA - Water Rates - Sport &

Recreation Reserve

Total actual 2012/13 $25,914 Budget for 2013/14 set at $21,530 - budget set too

low.

(5,000) (5,000)

Works and Engineering

Services

Addition Income Protection insurance higher rate Increase cost for AWU workers due to higher than budget insurance rate applied (10,076) (10,076)

Carried Fwd Approved Carried Forwards As part of the Report on Financial Results 2012-13 - Council approved Carried

Forwards at the meeting held November 2013

(23,400) (23,400)

Note 2 0 (119,495)

NET TOTAL - Operating Adjustments Note: for reconciliation purposes the report includes Approved Carried Forwards (47,416) (47,416) 0 (47,416)


Summary of Capital Budget Variance Adjustments


Adjustment

Adjustment Title Reason for Carried Forward Adjustment $

Favourable/

(Unfavourable)

Sub Total per

type $

Reserve $

From/(To)

Net

Capital Expenditure on Renewal and Replacement of

existing assets

Corporate and Community Services

Addition BAFFC Car Change Over Invoicing Barossa Area Fund Raisers for Cancer for the replacement of their vehicle (12,207) (12,207)



(94,745)

Note 3 (106,952) 0

NET TOTAL - Asset Renewal/Replacement Adjustments (106,952) 0 (12,207)Capital Expenditure on New and Upgraded assets


Addition Men's shed utilities connections Ensure that funds avaliable for untilties connection upon completion of Men's Shed build at Ash St Tanunda

(15,000) (15,000)


Reduction Men's shed Septic tank connections Septic tank required for the toilet facility at the relocated men's shed Ash st Tanunda. Reserve funds to be made available. Meanwhile a Community Benefits SA application will be lodged and if successful will cover these costs and including the $10,000 sewerage and water connections.

(5,000) (5,000)


Addition Variation costs to Stockwell Clubroom extension Extra costs in addition to budget for: additional asbestos removal, electrical works and installation of backrest to accessible toilet due to Building Code changes.

(6,078) (6,078)


Addition Variation costs Stockwell Oval Clubrooms Extra items funded by committee from reserve - gutter guards and bollards and gas regulator for gas bullet supplying hot water service to showers

(835) 835 0


Addition Cap Exp Nuri Pool - carry forward concrete works and pool cover purchase completed - but actual costs not finalised in time to purchase pool cleaner by end of financial year. Requesting carryforward

(928) (928)



(2,694,451)

Note 4 (2,722,292) 0

Amounts received specifically for New and Upgraded

AssetsCorporate and Community Services

Addition Bus lifter installation HACC funds received prior to bus lifter installation on recently purchased Toyota Hiace Commuter.

13,361 13,361


Addition BAFFC car change over Invoicing Barossa Area Fund Raisers for Cancer for the replacement of their vehicle 12,207 12,207



869,760

Note 5 895,328 0

NET TOTAL - Asset New/Upgrade Adjustments (1,826,964) 835 (1,438)

NET TOTAL - Capital Adjustments Note: for reconciliation purposes the report includes Approved Carried Forwards (1,933,916) 835 (13,645)



Annual Business Plan - Business Units

Executive Services

Responsibilities

and Services

Provided:

General Management, Media Communications, Citizenship Ceremonies, Australia Day Awards,

Economic Development, Organisational Development, Tourism, Sustainability, Governance,

Business Excellence, Human Resources, Risk Management, Work Health and Safety

Operations

Original Full

year Budget

(OB)

Actuals as at

30 Sept

Variance OB

to RB

Fav/(Unfav)

Proposed

Full- year

Revised

Budget (RB)

Current

Full- year

Revised

Forecast

$’000 $’000 $’000 $’000 $’000

Income 15 2 81 96 96

Expenditure 2,033 541 (18) 2,051 2,051

Capital Amounts (2) 0 0 (2) (2)

Net Surplus (Deficit) (2,020) (539) 63 (1,957) (1,957)

Budget and actual results now include transactions associated with the transfer of internal restructure of services implemented on the

Information system to date. Refer to Operating budget adjustments for Variances applicable to this Business Unit.

Note: Both Executive Services and Development and Environmental Services provide management, operational and

regulatory services to the community and within Council as an organisation.

New Initiatives $’000

Description

Executive Services 35

Strategic Projects Program Implementation – Salaries, Legal and Other Incidentals



Responsibilities

and Services

Provided:

Community Development, Community Transport and Home Assist, Insurance, Contracts/Leases,

Information and Communication Technology, Licenses/Permits, Community Services, Recreation

Facilities, Volunteer Resource Centre, Visitor Information Centre, Aged Care, Youth, Customer

Service, Finance, Library Services, Records Management, Leisure Options, Payroll, Audit

Operations

Original Full

year Budget

(OB)

Actuals as at

30 Sept

Variance OB

to RB

Fav/(Unfav)

Proposed

Full- year

Revised

Budget (RB)

Current

Full- year

Revised

Forecast

$’000 $’000 $’000 $’000 $’000

Income 24,015 21,797 15 24,030 24,030

Expenditure 10,117 2,028 (72) 10,189 10,189

Capital Amounts 217 151 24 241 241

Net Surplus (Deficit) 14,115 19,920 (33) 14,082 14,082



Note: Full cost attribution is not yet applied to this version.

New Initiatives

Description $’000

Ground lease & Community Lease / Licence legal support 20

S41 Community Asset Fund 25

Capital Works Program

Description Renewal & Replacement Programs

Original Budget

$’000

Actual

$’000

Variance OB to

RB Fav/(Unfav)

$,000

Proposed Full –

year Revised

Budget (RB) $’000

Community Services 96 0 0 96 Leisure Options & Community Transport Vehicles changeovers

Library 66 44 0 66 Update of Library Book Stock and new software system for Council wide book availability

Gallery organ restoration - Tanunda 20 24 0 20 Ongoing restoration works funded in full by Grants $20k

Replace of Court 2 floor (Sportshall - the Rex) 102 0 0 102 Covers are required to ensure the efficient management of the pool

Nuriootpa Pool - cleaner 0 0 (5) 5 Carried Fwd – from last year

Vehicle - Barossa Area Fund Raisers for Cancer 0 0 (12) 12 Funded by donation and trade-in Barossa Area Fund Raisers for Cancer for the replacement of their

vehicle


Description New & Upgrade Programs

Original Budget

$’000

Actual

$’000

Variance OB to

RB Fav/(Unfav)

$,000

Proposed Full –

year Revised

Budget (RB) $’000

Tanunda Bike Hub 136 0 0 136 Construction of Hub over 2 years part funded by grant, net cost shown

Stockwell Clubrooms - extension 0 31 (35) 35 Carried Fwd – from last year

Extra costs in addition to budget for: additional asbestos removal, electrical works and installation of

backrest to accessible toilet due to Building Code changes.

Men's shed utilities connections 0 0 (20) 20 Utilties connection upon completion of Men's Shed build at Ash St Tanunda


Development and Environmental Services

Responsibilities and

Services Provided: Strategic Planning, Development Control, Building Assessment, Food Inspection, Immunisation,

Natural Resources, Environmental Health, Fire Safety, Waste Management, Heritage,

Community Wastewater Management System (CWMS) Administration, Liquor Licences, Public

Health, Dog and Cat Control, Fire Prevention, Parking and Traffic Control, Café Licenses,

Limited Liquor Licenses, Dry Areas Implementation

Operations

Original Full

year Budget

(OB)

Actuals as at

30 Sept

Variance OB

to RB

Fav/(Unfav)

Proposed

Full- year

Revised

Budget (RB)

Current

Full- year

Revised

Forecast

$’000 $’000 $’000 $’000 $’000

Income 5,059 4,173 (2) 5,057 5,057

Expenditure 5,346 1,155 0 5,346 5,346


Net Surplus (Deficit) (155) 3,114 (2) (157) (157)



New Initiatives

Strategic plan no. Description

Regional Public Health Plan Development 15 Council will seek to collaborate with councils in the State Government established Barossa

Region (i.e., Gawler, Light Regional and Mallala) to prepare a Regional Public Health Plan

requested pursuant to Section 51 of the new South Australian Public Health Act 2011

Note: Both Executive Services and Development and Environmental Services provide management, operational and

regulatory services to the community and within Council as an organisation. Because of this, Capital Works projects

are uncommon.

Description New & Upgrade Programs Original Budget

$’000

Actual

$’000

Variance OB to

RB Fav/(Unfav)

$,000

Proposed Full –

year Revised

Budget (RB) ’000

Vaccine Fridge 0 0 (8) 8 Carried Fwd – from last year


Works and Engineering Services


Services Provided: Road Construction and Maintenance, Stormwater Drainage and Construction, Development

and Maintenance of Parks and Reserves, Footpath Construction and Maintenance,

Infrastructure Development, Bridge Construction and Maintenance, CWMS Maintenance and

Repairs, Roadside Vegetation Management and Control, Public Lighting Requirements,

Cemeteries, Public Toilets, Playgrounds, Road Safety Control, Management of Plant and

Machinery, Maintenance of Council Buildings

Operations

Original Full

year Budget

(OB)

Actuals as at

30 Sept

Variance OB

to RB

Fav/(Unfav)

Proposed

Full- year

Revised

Budget (RB)

Current

Full- year

Revised

Forecast

$’000 $’000 $’000 $’000 $’000

Income 1,153 482 (2) 1,151 1,151

Expenditure 12,598 3,518 (19) 12,617 12,617

Capital Amounts (271) 0 870 599 599

Net Surplus (Deficit) (11,716) (3,036) 849 (10,867) (10,867)



New Initiatives

Description

Additional contractor expenditure to reflect assets

that Council receives from land developments

67


Description Renewal & Replacement

Programs

Original Budget

$’000

Actual

$’000

Variance OB to

RB Fav/(Unfav)

$,000

Proposed Full –

year Revised

Budget (RB) ’000

Transport Assets 2,384 1 0 2,384 Renewal and replacement works include: resealing, resheeting and footpaths

Community Wastewater Management 84 0 (50) 134 Nuriootpa (2km) & Tanunda Gravity (1 Km) - Mains & Vehicle requirements

Carried Fwd – Vehicle

Equipment Assets 1,685 72 0 1,685 Bobcat; Vehicles; Truck; Includes Utilities, Admin & Inspector vehicle Net cost after trade in

Building & Recreation 73 0 (45) 118 Appendix C - Building & Recreation Asset Management Plans Version 2

Carried Fwd – $45k

Nuriootpa Office Air-conditioning renewal

program

75 0 0 75

Nuriootpa Library, Chambers and office air-conditioning

renewal program

Bridge Assets 50 0 0 50

Replacement of Bridge Armco Safety Guards



$’000

Actual

$’000

Variance OB to

RB Fav/(Unfav)

$,000

Proposed Full –

year Revised

Budget (RB) ’000

Community Wastewater Management

Systems (CWMS)

2,726 227 (501) 3,227

Mount Pleasant Gravity Mains Realignment to treatment Plant; Design reuse Mt Pleasant Golf

Course; Springton WWTP Stormwater Management; Outflow track construction; Bio-Solids

Plant /Lagoon desludging; Nuriootpa North Gravity Mains Asset Management/Repair;

Lyndoch Gravity Mains Asset Management; Open Manhole/Pump Station Safety; Operation

Emergency Drain Repairs; Nuriootpa Irrigation Lagoon Upgrade and WWTP Overflow;

Nuriootpa WWTP mech/elect Fencing upgrade; operations Pump Station Screens Repairs/

Replacement. Carried forward from 2012-13: Mount Pleasant WWTP & Mains Upgrade;

Penrice Gravity Mains Asset Management; Stockwell Reuse Line Construction to Stockwell

Ovals & Fencing; and Operations Reuse Infrastructure

Carried Forward – incomplete works $501k

Recreation Assets 100 0 0 100 Playground equipment upgrade - various sites

Stormwater Drainage 405 0 0 405 Mt Pleasant new inlet pits; Upgrade Inlet Capacity; drainage capacity upgrade; Tanunda

Murray Street; Talunga Village & Springton drainage

Equipment Assets 30 20 (20) 50 Minor plant purchases required for works operations

Carried Forward – incomplete Trailer purchase

Transport 100 0 0 100 New and upgrade works including: footpaths

Nuriootpa Floodplain Mitigation 0 48 (186) 186 Carried Forward – incomplete works $186k

Tanunda - Gawler Shared Path Project 0 0 (1,573) 1,573 Carried Forward – Completion of work commenced in 2011-12

Road drain, Penrice Road 0 0 (35) 35 Carried Forward – incomplete works

Road drain, Melrose Street, Mt Pleasant 0 0 (35) 35 Carried Forward – incomplete works

Road drain, Showgrounds Road, Mt Pleasant 0 0 (25) 25 Carried Forward – incomplete works

Road drain, Greenock Road, Nuriootpa 0 0 (39) 39 Carried Forward – incomplete works

Road drain, Hospital Road, Mt Pleasant 0 0 (33) 33 Carried Forward – incomplete works

Installation of Public Lighting, Tanunda Main 0 0 (60) 60 Carried Forward – incomplete works Nuri Cemetery Landscaping – Vine Street 0 3 (3) 3 Carried Forward – incomplete works

Road Pave, Johannes Street, Springton 0 0 (144) 144 Carried Forward – incomplete works


Associated Entities – Subsidiary

Nuriootpa Centennial Park Authority


Services Provided:

Established as a subsidiary of Council pursuant to Section 42 of the Local Government Act

1999, the Nuriootpa Centennial Park Authority manages and maintains the Nuriootpa Caravan

Park and adjacent sporting and leisure facilities on behalf of Council.

To this end, and in accordance with the Authority’s Charter, operating surpluses of the Caravan

Park activities are utilised to maintain the Nuriootpa Recreation Park facilities (including tennis

courts, 3 ovals and associated buildings and infrastructure), as well as the picturesque

Coulthard Reserve located adjacent to the Caravan Park. Operating surpluses from the Caravan

Park activities are also utilised to provide important funding for the programmed upgrade and

replacement of the facility assets managed by the Authority.

The 2 ovals, a soccer pitch and eight tennis courts are extensively used by local sporting clubs.

The four-star rated Caravan Park facilities include on-site cabins and vans, a camp kitchen, and

various other standard amenities.

The projected 2013-14 Income Statement for the Authority is included within Council’s

financial statements, contained within this document.

Operations

Original Full

year Budget

(OB)

Actuals as at

30 Sept

Variance OB

to RB

Fav/(Unfav)

Proposed

Full- year

Revised

Budget (RB)

Current

Full- year

Revised

Forecast

$’000 $’000 $’000 $’000 $’000

Income 1,495 292 (20) 1,475 1,475

Expenditure 1,433 287 (10) 1,443 1,443


Net Surplus (Deficit) 62 5 (30) 32 32



$’000

Actual

$’000

Variance OB to

RB Fav/(Unfav)

$,000

Proposed Full –

year Revised

Budget (RB)

$’000

Cabin Program 300 0 0 300 Cabin upgrade program

Cabin Removal & roadworks 170 0 0 170 Demolition of old cabins $30k. Roadworks $100k. Camp kitchen refurbishment $20k.

Replacement of power lines $20k.

Coulthard Reserve - additional outdoor furniture 12 0 0 12 Contribution to tennis court resurfacing

(subject to grant funding)

20

0 0 20

Asset replacement


AUDIT COMMITTEE


REPORT

10 DECEMBER 2013

7.1.3 BANK FACILITY (B2314) INTRODUCTION The recent review of Council’s transactional banking services has resulted in the change from BankSA to National Australia Bank (NAB). Council approved the financial arrangements on the limits for the Corporate Credit Card, Overdraft and Bank Guarantee facilities at its 19 November 2013 Council Meeting. RECOMMENDATION That the Audit Committee note the financial arrangements with the National Australia Bank: 1. Corporate Credit Card facility limit to a total of $40,000; 2. Overdraft Facility limit of $250,000; 3. Temporary facility limit of $1,500,000; and 4. Bank Guarantee limit of $50,000 COMMENT Over the past 12 months, staff have reviewed Council’s transactional banking service fees and charges provided by BankSA. Comprehensive benchmarking exercises were undertaken with the result highlighting the opportunity for significant savings across the fees and charges being applied to Council for these services. To this end, Officers have now signed an ‘Agreement for the Supply of Transactional Banking’ incorporating a Service Level Agreement with the National Australia Bank and will be transitioning from Bank SA to the National Australia Bank on the 2nd December 2013. The services have been procured under contractual arrangements agreed through Local Government Council Solutions (formerly G6) who conducted an open tender and all due diligence requirements. Council has entered into a 3 year arrangement with option to extend for 2 further terms of 2 years. Council had an existing $25,000 limit for the purchasing card facility with BankSA but Officers sought approval for this limit to be increased to $40,000 to provide for immediate to mid-term needs. A review will shortly take place to facilitate the possible expansion of the use of Corporate Credit Cards in line with Council’s Purchasing and Procurement Policy. The Policy covers the process for the issue of the cards (as well as setting the individual card limits) to Council Officers.


Regardless of the purchasing method used for procurement (eg via Purchase Order or by using a Credit Card etc), the Procurement Principles detailed in the Procurement Policy govern how purchases are made and the sub-delegations to Officers set the amounts from the budgets that each Officer is authorised to approve. The Overdraft Facility limit has not changed from the $250,000 held with BankSA. Under Council’s Treasury Management Policy, Council staff ensure adequate funds are available in the bank account for payments. In rare instances where funds have been transferred overnight from the Local Government Finance Authority but are not yet in the bank account, NAB will temporarily approve payments from the bank account above the base overdraft limit. Officers also have approval for a $50,000 Bank Guarantee facility to allow Council to access Guarantee amounts up to the $50,000 limit as and when required for infrastructure projects. LEGISLATION/POLICY/COUNCIL STRATEGIC PLAN Local Government Act 1999 Sect 134 (1) and (2) Sect 135 (1) FINANCIAL, RESOURCE AND RISK MANAGEMENT CONSIDERATIONS There are Policies and Sub-Delegations in place to control all Council purchasing and the management of Council funds. COMMUNITY CONSULTATION Not required under legislation or Council Public Consultation Policy.


AUDIT COMMITTEE

INTERNAL CONTROL COORDINATOR

REPORT

10 DECEMBER 2013

7.1.4 INTERNAL FINANCIAL CONTROLS (B343) INTRODUCTION Update on internal control work performed since last Audit Committee meeting. RECOMMENDATION That the report on Internal Financial Controls be received and noted.

COMMENT As reported at previous meetings, by the 2015-16 financial year, both Council and its auditor are required to meet the new requirements of the Local Government Act 1999 (Section 125 and 126) and the Local Government (Financial Management) Regulations 2011, 14(e) in respect to internal financial controls. To facilitate this requirement, Council is utilising the Deloitte Control Self Assessment Tool (an interactive software package) – ControlTrack - to monitor the effectiveness of the controls over identified financial risks. This tool, together with the Better Practice Model which details the risks and records inherent and residual risk ratings of those risks over the different financial functions of Council, will provide information on the position of Council’s internal financial control environment. Step 1 for assessing officers is to review and rate the current management of the core financial risks established in the Control Track system on a 1 to 5 score metric (refer table below). They describe the current control process and make recommendations for action to enhance control compliance. Step 2 provides for a review of the Step 1 assessment by escalation to the reviewing officer. The rating level is verified or adjusted and an action plan recorded with timelines for controls receiving a 1, 2 or 3 rating. The initial assessment phase in ControlTrack has now been completed with the review phase in progress. The review period will conclude on the 20th December 2013. A brief summary of the results of the initial assessments by the officers carrying out the Stage 1 process shows the following:


Summary of AssessmentsRating Occurances %0 = Unrated 2 1%1 = Ineffective 0 0%2 = Requires Significant Improvement 20 10%3 = Partially Effective 66 34%4 = Majority Effective 69 36%5 = Effective 35 18%N/A 1 1%

TOTAL 193 100% The current data is therefore only reflecting the preliminary assessment. Until the review process is completed, the information provided is purely indicative. Information from the assessment/review process, together with the action plans developed from this process, will be populated into the Better Practice Model and the final residual risk assessment will be completed. The controls will then be subject to 6 monthly review to track and report progress against agreed action plans and timelines. Further reporting will be presented to future Audit Committee meetings. LEGISLATION/POLICY/COUNCIL STRATEGIC PLAN Local Government Act 1999 – Section 125, 126 Local Government (Financial Management) Regulations 2011, 14 (e) The Barossa Council Strategic Plan FINANCIAL, RESOURCE AND RISK MANAGEMENT CONSIDERATIONS The regular monitoring and review of Council’s financial internal controls and risk assessments will significantly facilitate the on-going safeguarding of Council assets. The control and review of risks is a core officer function and responsibility, the introduction of the new system supports officers by providing a consistent framework and process. COMMUNITY CONSULTATION Not required under legislation or Council’s Public Consultation Policy.

The Barossa Council Audit Committee - Tracking of Audit Issues – 10 December 2013 AUDIT TRACKING – OUTSTANDING ACTIONS

Audit Report Follow Up Review

Review Name / Issue

Agreed Management Actions

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Audit Meeting 17/2/11 (7.1.3) Audit Meeting 26 February 2013 (8.1)

Business Continuity Plan Mr Brass requested that any future updates or amendments to the Business Continuity Plan be reported to the Committee. Responsible person: CEO / Manager Risk Chief Executive Officer to discuss Business Continuity Plan review with Risk Manager.

LGARS has completed a “health check” of the Plan. Refer Agenda item 6.1.4 10/12/13

Audit Meeting 11 October 2010 (8.1)

Director Corporate & Community Services to provide regular updates to the Committee regarding progress on recommendations from the Governance & Organisational Review of the Nuriootpa Centennial Park Authority.

Working Party met on 3 September 2012. Action Plan agreed and work ongoing. Final Draft Charter to the NCPA for approval and then to Council for endorsement. Going to the December/January meeting of NCPA. Other matters tracking via Strategic Project work and Manager Strategic Projects

Audit Meeting 4 Aug 2011 (7.1.4)

Organisational Risk Register Chief Executive Officer to present future reports regarding the OHS&W Planning Review, in particular, improvements made to the Organisational Risk Register.

Risk Manager reporting to each meeting.

Audit Meeting 4 December 2012 (6.1.3)

Chief Executive Officer to provide reports from Executives of various sections of Council (annually) on how they are managing the risks relevant to them. Manager Financial Services to consider presenting a formal

Noted for future action. Refer Agenda item 7.1.1 10/12/13 - the Report on


Review Name / Issue


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presentation on financial position at year end Financial Results. A formal presentation of this

information was provided to a Council Workshop.


Chief Executive Officer to provide a progress report to each meeting on Council’s Hazard Register. Refer Agenda item 6.1.5 – 10/12/13

Audit Meeting 4 December 2012 (6.1.4) Audit Meeting 12 June 2013 (6.1.2)

Chief Executive Officer to provide a progress report to each meeting on status of Council’s strategic projects. Chief Executive Officer to: • establish a separate dedicated Fraud & Corruption Risk

Profile as part of Strategic Project No. 8 – Risk Management Strategy

• provide 6 monthly updates on how projects are tracking in relation to milestones

Refer Agenda item 6.1.2 – 10/12/13 Next report due early 2014

Audit Meeting 12 June 2013 (6.1.3) Audit Meeting 14 October 2013 (6.1.3)

Risk Manager to include a report on the LGMLS Risk Management Review in the October meeting agenda if available Risk Manager to forward a précis of the LGAMLS 2013 Risk Management Review Action Plan to Audit Committee members. Risk Manager to provide a summary report on status of actions in above Plan to the December meeting.

Completed Distributed at meeting 10/12/13 Refer Agenda item 6.1.4 10/12/13

Audit Meeting 12 June 2013 (7.2.1)

Manager Financial Services to: • Include definition of “Attractive Asset” in the Policy • Include report on Policy and Process for treatment of

Attractive Assets to the October 2013 meeting

Completed. Not yet commenced – DCCS to progress

Audit Meeting 14 October 2013 (6.1.5)

Manager Financial Services to provide a progress report on the Control Track program incorporating a report on financial risks

Refer Agenda item 6.1.6 10/12/13


Review Name / Issue


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Audit Meeting 14 October 2013 (7.1.2)

Senior Accountant to provide members with further information regarding Parts, Accessories and Consumables in relation to the 2012-13 Annual Financial Statements

Completed


Manager Financial Services to include agreed Management actions from the external audits in the Audit Committee tracking document as matters cannot be entered directly into the Deloitte internal control system.

Noted.


Director Corporate & Community Services to provide minutes of Information & Communication Technology Steering Committee meetings in the Audit Agenda for information.

Refer Agenda item 6.1.7 10/12/13

COMPLETED ITEMS Audit Meeting 6 December 2011 (7.1.3)

Proposed Use of Audit Committee Budget Mr Brass suggested it may be useful for Internal Control Coordinator to attend a “report writing” training/information session.

Audit Meeting 6 December 2011 (9.0)

Meetings – 2012 Meetings to be held Quarterly on 2nd Tuesday of the Quarter. Executive Assistant to forward meeting invitations for 2012 meetings.

Dates to be confirmed before invitations sent – refer Agenda item 7.1.1 - 28 Feb 2012


Good Governance Assessment Action Plan Director Corporate & Community Services to organise: Demonstration of Council’s Sharepoint system for next mtg

Refer Good Governance Action Plan Update.


From Annual Committee Self Assessment More formal internal reporting to be provided by Internal Control Coordinator.

Refer Agenda item 6.1.3 – 16 May 2012

Audit Meeting 28 February 2012 (7.1.4)

Mid-Year Budget Review (as at 31 December 2011) Director Corporate & Community Services to clarify expenditure on archival quality storage boxes for storage/transfer of the Vintage Art Collection (Page 7 of the Budget Review)

Verbal report to 16 May 2012 meeting.

Audit Meeting16 May 2012 (6.2.1)

Condition Assessment and Asset Valuation Manager Financial Services to obtain Auditor’s views re the application date of the condition assessment and asset valuation of 1 July 2011.

Refer Agenda item 6.1.3 – 19 Sept 2012


Minutes of Nuriootpa Centennial Park Authority Audit Committee meeting Manager Administrative Services to contact Chair of NCPA Audit Committee seeking amendment to the March Minutes re the ‘Grand Plan’ and flag possible conflict of interest re audit of Internal Business Systems.

Completed.


Draft Annual Budget/Business Plan 2012-13 Manager Financial Services to forward a copy of the Draft AB&BP 2012-13 to Committee members once endorsed by Council for community consultation.

Copy of the final Annual Budget/Business Plan posted to Independent Members with 19 Sept meeting Agenda.


Workplace Health & Safety Update Director Corporate & Community Services to provide the results of the 2012 LGAMLS Risk Review to the Committee when available.

Report provided by Manager Administrative Services 19 September 2012 meeting.


Accounting for Trees Policy Manager Financial Services to update Accounting for Trees Policy for presentation to Council.

Policy has been reviewed. Refer Agenda Item 7.2.1 – 19 Sept 2012

Audit Meeting 19 September 2012 (8.2)

Annual Self Assessment Form Executive Assistant to update Self Assessment form and forward to members

Completed.

Audit Meeting 19 September 2012 (7.1.2)

2011-12 Annual Financial Statements Manager Financial Services to:

• Amend notes 14 & 15 of the Statements • Forward copy of Variance Report to Members

Completed


Policies for Review Manager Financial Services to make the suggested changes (as per the Minutes) to the draft Policies.

Audit Meeting 19 September 2012 (6.1.6)

New Strategic Initiatives Chief Executive Officer to provide a 6 monthly report on the New Strategic Initiatives and structures.

Same as Action 4 December 2012 meeting below.


Policies for Review Manager Financial Services to make the suggested changes (as per the Minutes) to the draft Policies.


Manager Financial Services to include the internal financial controls compliance reports program in the 2013 Workplan and redistribute to next meeting.

Refer Agenda item 6.1.3 – 12/6/13


Director Corporate & Community Services to check any obligations Council may have in relation to the two new principles in the Privacy Act 1988 which will be implemented in March 2014

Office of the Australian Information Commissioner confirmed that the Privacy Law and future amendments do not apply to State or Local Government agencies.


Manager Financial Services to: • ensure matters highlighted in the Dean Newbery & Partners’

letter be entered into the Deloitte internal control system • direct the Internal Control Coordinator prioritise and review

some of the areas

Completed


Manager Financial Services to amend the Organisational Chart on Page 7 – Move OHS, Risk Management and Insurance to portfolio of the Chief Executive Officer

Completed

Audit Meeting 12 June 2013 (9.1)

Officers to meet again with Messrs Martin and Klaebe (Nuriootpa Centennial Park Authority) to establish the most efficient format and work plan for the Council and NCPA audit meetings.

The Authority advised that they wish to withdraw their proposal for Council’s Audit Committee to take over the functions of the NCPA Audit Committee and committed to re-establishing their Committee as soon as possible.

Audit Meeting 12 June 2013 (9.2)

Director Corporate & Community Services to organise implementation of appropriate technology and any training in order for Mr Brass and Mr Heuzenroeder to receive electronic meeting agendas

Installation of software and instructions regarding downloading of agendas to be undertaken 9am on 14/10/13.

4. confirmation of minutes from previous meeting 5 ... · council’s 2012-13 annual report was...

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