hepburn shire council audit and risk advisory …€¦ · 8.4.2. recommends that council consider...

HEPBURN SHIRE COUNCIL PO Box 21 Daylesford 3460 T: 03 5348 2306 [email protected] hepburn.vic.gov.au

HEPBURN SHIRE COUNCIL AUDIT AND RISK ADVISORY COMMITTEE

PUBLIC MINUTES

MONDAY 10 SEPTEMBER 2018

TOWN HALL

76 VINCENT STREET

DAYLESFORD

1:00 PM

This Document is printed on 100% Australian recycled paper

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DRAFT PUBLIC MINUTES AUDIT AND RISK ADVISORY COMMITTEE 10 SEPTEMBER 2018

MINUTES MONDAY 10 SEPTEMBER 2018

Town Hall

76 Vincent Street, Daylesford

Commencing 1:00PM

CONTENTS PAGE

1. IN CAMERA DISCUSSION TO SET MEETING PRIORITIES ...................................... 4

2. OPENING OF MEETING .............................................................................................. 4

3. APOLOGIES .................................................................................................................. 4

4. DECLARATIONS OF CONFLICTS OF INTEREST ...................................................... 4

5. ELECTION OF COMMITTEE CHAIR ........................................................................... 5

6. CONFIRMATION OF MINUTES .................................................................................. 5

7. MATTERS ARISING FROM PREVIOUS MEETING...................................................... 6

8. INTERNAL AUDIT ......................................................................................................... 7

8.1. INTERNAL AUDIT REPORTS ISSUED SINCE LAST MEETING...................... 7

8.2. REVIEW INTERNAL AUDIT REGISTER ITEMS ................................................ 8

8.3. REVIEW OF ROAD INFRASTRUCTURE MANAGEMENT .............................. 9

8.4. INTERNAL AUDIT PLAN UPDATE AND REVIEW OF NEXT TWELVE MONTHS ......................................................................................................... 10

9. FINANCIAL AND MANAGEMENT REPORTING ..................................................... 11

9.1. SUMMARY OF REPORTS PROVIDED TO COUNCIL IN JUNE QUARTER . 11

9.2. DRAFT ANNUAL FINANCIAL REPORT AND PERFORMANCE STATEMENT FOR THE YEAR ENDED 30 JUNE 2018 ................................. 11

9.3. PERFORMANCE REPORTING SYSTEM ........................................................ 12

10. EXTERNAL AUDIT....................................................................................................... 13

10.1. UPDATE ON STATUS OF THIRD PARTY AUDITS FOR PREVIOUS QUARTER......................................................................................................... 13

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10.2. REVIEW OF AUDITOR GENERAL’S INTERIM MANAGEMENT LETTER AND CLOSING REPORT ................................................................................ 14

10.3. MEETING IN CAMERA WITH INTERNAL AND EXTERNAL AUDITORS .... 15

11. RISK PROFILE .............................................................................................................. 16

11.2. HEPBURN HUB PROJECT UPDATE .............................................................. 17

11.3. DAYLESFORD TOWN HALL AND POOL UPGRADES................................. 18

11.4. TRENTHAM HUB UPDATE ............................................................................. 19

11.5. PRESENTATION - IT IMPROVEMENT PROJECTS AND IT RISK MANAGEMENT .............................................................................................. 21

12. COMPLIANCE AND CONTROLS .............................................................................. 22

12.1. REVIEW OF POLICIES & PROCEDURES ....................................................... 22

13. AUDIT COMMITTEE COMPLIANCE ......................................................................... 23

13.1. SET MEETING DATES FOR 2019................................................................... 23

14. GENERAL BUSINESS .................................................................................................. 24

14.1. REVIEW OF STANDING ROTATIONAL AGENDA ....................................... 24

14.2. COMMITTEE REFLECTIONS AND REVIEW OF ITEMS TO BE COMMUNICATED TO COUNCIL .................................................................. 25

15. NEXT MEETING .......................................................................................................... 26

16. CLOSE OF MEETING ................................................................................................. 26

EVAN KING

CHIEF EXECUTIVE OFFICER

10 SEPTEMBER 2018

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1. IN CAMERA DISCUSSION TO SET MEETING PRIORITIES

2. OPENING OF MEETING

The meeting commenced at 1.49 pm

COMMITTEE MEMBERS PRESENT:

Ms Carol Pagnon (Chair), Ms Rachelle Tippett, Mr Trevor Shard, Cr John Cottrell, Cr Don Henderson

IN ATTENDANCE:

Hepburn Shire Council

• Mr Evan King – Chief Executive Officer• Mr Bruce Lucas – General Manager Infrastructure• Mr Steve Millard – Acting General Manager Community and Corporate

Services• Mr Trafford Thompson – Manager Finance and IT• Ms Katherine Toom – Coordinator Governance and Information

External

• Mr Remy Szpak – VAGO• Mr Mark Holloway – HLB Mann Judd

3. APOLOGIES

Mr Robert Taylor

4. DECLARATIONS OF CONFLICTS OF INTEREST

Ms Rachelle Tippett declared a direct interest on the agenda item regarding legal actions as she is part of a working group for City of Ballarat in relation to VAGO Local Government Insurance Audit.

Ms Carol Pagnon declared an indirect conflict could arise as she was sworn in as an independent Audit and Risk Committee member of the Victorian Ombudsman which commenced on 29 August 2018. A potential conflict of interest would arise if information was divulged, voting or discussion in the following instances in or out of formal Committee meetings:

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• Council specific items to the Victorian Ombudsman’s Office• If there is a Victorian Ombudsman’s investigation into Hepburn Shire Council

5. ELECTION OF COMMITTEE CHAIR

RECOMMENDATION

5.1.1. That the Audit and Risk Advisory Committee appoints …….as the Committee Chair for the next twelve months.

MOTION

5.1.1. That the Audit and Risk Advisory Committee appoints Ms Carol Pagnon as the Committee Chair, to be reassessed at the February 2019 meeting.

Moved: Cr Don Henderson

Seconded: Ms Rachelle Tippett

Carried

6. CONFIRMATION OF MINUTES

Minutes of the meetings held on 28 May 2018, 12 June 2018 and 20 August 2018 have been circulated to committee members under separate cover.

MOTION

6.1.1. That the Minutes of the Audit and Risk Advisory Committee held on 28 May 2018, 12 June 2018 and 20 August 2018 (as previously circulated to committee members under separate cover) be confirmed.


Seconded: Cr John Cottrell

Carried

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7. MATTERS ARISING FROM PREVIOUS MEETING

MOTION

7.1.1. That the committee notes the update on previous action items provided by officers


Seconded: Mr Trevor Shard

Carried

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8. INTERNAL AUDIT

8.1. INTERNAL AUDIT REPORTS ISSUED SINCE LAST MEETING

GENERAL MANAGER COMMUNITY AND CORPORATE SERVICES

In providing this advice to the Audit and Risk Advisory Committee as the Coordinator Governance and Information, I Katherine Toom have no interests to disclose in this report.

PURPOSE

The purpose of this report is to present the reports prepared by Internal Auditor on projects during the previous quarter to the Audit and Risk Advisory Committee for their review.

BACKGROUND

The following reports have been received during the quarter:

• Review of Payroll (including data analytics)

MOTION

That the Audit Risk and Advisory Committee:

8.1.1. Receives and reviews the report provided on the Review of Payroll (including data analytics) project and acknowledges there were strong controls and strong compliance with those controls.

Moved: Cr John Cottrell

Seconded: Cr Don Henderson

Carried

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8.2. REVIEW INTERNAL AUDIT REGISTER ITEMS


In providing this advice to the Audit and Risk Advisory Committee as Coordinator Governance and Information, I Katherine Toom have no interests to disclose in this report.

PURPOSE

The purpose of this report is to provide the Audit and Risk Advisory Committee with an update on progress in relation to outstanding actions from previous Internal Audit reports.

BACKGROUND

To support all Internal Audit recommendations being followed up and completed by management in a timely manner, an Internal Audit Register is maintained.

The register is updated for each Audit and Risk Advisory Committee meeting, and any items reported as complete in a previous meeting are removed from the register, and any recommendations from newly reported internal audits are added.

As previously agreed with the Audit and Risk Advisory Committee, only recommendations with a rating of medium or high are reported to the committee.

MOTION

That the Audit and Risk Advisory Committee:

8.2.1. Receives the updated internal audit register of outstanding items.

8.2.2. Recommends that officers continue to implement the open recommendations contained in the register.



Carried

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8.3. REVIEW OF ROAD INFRASTRUCTURE MANAGEMENT

GENERAL MANAGER INFRASTRUCTURE

In providing this advice to Council as the General Manager Infrastructure, I Bruce Lucas have no interests to disclose in this report.

INTRODUCTION

The purpose of this briefing report is to provide an update on actions to address recommendations from the Internal Audit report as requested by the Audit and Risk Advisory Committee.

BACKGROUND

Councils internal auditor undertook a Review of Road Management Infrastructure and provided the final report with audit findings and recommendations dated August 2017.

A number of recommendations and management comments / commitments were provided and this report is seeking to provide some update of progress against these commitments with a specific focus on:

‘the development of a framework and processes relating to and responding to service requests, and the follow up of outstanding work orders and monitoring and tracking the road infrastructure related activities undertaken’as requested by the Audit and Risk Advisory Committee.

MOTION

8.3.1. That the committee receives this report for information and the internal auditor will provide management with checklists for better practice regarding asset management and financial management.

Moved: Mr Trevor Shard


Carried

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8.4. INTERNAL AUDIT PLAN UPDATE AND REVIEW OF NEXT TWELVE MONTHS



PURPOSE

The purpose of this report is to provide a summary of internal audit services for the next twelve months to the Audit and Risk Advisory Committee for its review.

BACKGROUND

Council’s appointed internal auditor for 2017-2018, HLB Mann Judd, developed the Internal Audit Plan 2016-19 for the 2016-17, 2017-18 and 2018-19 financial years. The Internal Audit Plan 2016-19 was previously provided to the Committee in the May 2018 agenda.

MOTION


8.4.1. Notes the proposed Internal Audit Plan update for the 2018/2019 financial year.

8.4.2. Recommends that Council consider extending the current internal audit contract pending an RFQ process to 30 June 2019 subject to confirmaiton of compliance with Councils Procurement Policy.

8.4.3. Recommends that a review of IT Data Management and Governance be undertaken and reported to the May 2019 meeting.



Carried

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9. FINANCIAL AND MANAGEMENT REPORTING

9.1. SUMMARY OF REPORTS PROVIDED TO COUNCIL IN JUNE QUARTER

9.2. DRAFT ANNUAL FINANCIAL REPORT AND PERFORMANCE STATEMENT FOR THE YEAR ENDED 30 JUNE 2018


In providing this advice to the Audit and Risk Advisory Committee as the Manager Finance and Information Technology, I Trafford Thompson have no interests to disclose in this report.

INTRODUCTION

The purpose of this report is for the Committee to review the draft Annual Financial Report and Performance Statement and consider recommending to Council for in principle adoption.

BACKGROUND

Council has prepared an initial draft set of statements for the year ended 30 June 2018. The Victorian Auditor-General’s Office (VAGO), as Council’s appointed external auditors undertook the audit of the accounts at the Daylesford Town Hall during the week of 27-31 August 2018.

MOTION

9.2.1. That that Audit Risk and Advisory Committee recommends that Council authorises two Councillors to approve the Financial Statements and Performance Statements in their final form after any changes recommended, or agreed to by the auditor have been made in accordance with the Act.



Carried

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9.3. PERFORMANCE REPORTING SYSTEM


In providing this advice to the Audit and Risk Advisory Committee as the General Manager Community and Corporate Services, I Grant Schuster have no interests to disclose in this report.

PURPOSE

The purpose of this report is to provide an update on Council's Performance Reporting System including a status report on progress against the projects in the 2018/19 budget and the 2017-2021 Council Plan.

BACKGROUND

The 2017-2021 Council Plan includes 16 Key Strategic Activities and a number of associated actions to implement. In addition, the 2018/19 budget contains additional projects to delivery key priorities.

MOTION

9.3.1. That the Audit and Risk Advisory Committee notes the update on Council's Performance Reporting System for 2018/19.

9.3.2. Requests that the outcome of the strategic briefing on current project review with Councillors on 11September 2018 be circulated with the committee out of session.

Moved: Ms Rachelle Tippett


Carried

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10. EXTERNAL AUDIT

10.1. UPDATE ON STATUS OF THIRD PARTY AUDITS FOR PREVIOUS QUARTER



PURPOSE

The purpose of this report is to provide a summary of external audits of Council, including the status of audits in progress.

BACKGROUND

Council is subject to several regular and ad hoc audits undertaken by external parties. To maintain oversight over audits, a summary calendar of audits is reported each meeting to the Audit and Risk Advisory Committee.

MOTION


10.1.1. Notes the update on the Status of External Audits.

10.1.2. Requests the Response to the Central Goldfields Findings Report be revisited pending the outcomes of the Rex Audit and the new CEO's Organisational Realignment.



Carried

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10.2. REVIEW OF AUDITOR GENERAL’S INTERIM MANAGEMENT LETTER AND CLOSING REPORT


In providing this advice to the Audit and Risk Advisory Committee as the Manager Finance and Information Technology, I Trafford Thompson have no interests to disclose in this report.

PURPOSE

The purpose of this report is to provide the Audit and Risk Advisory Committee with the Interim Management Letter, including Management comments, received from the Victorian Auditor-General’s Office (VAGO).

BACKGROUND

The interim management letter is provided to bring to the attention of Council, matters arising from the interim phase of the financial report audit of Hepburn Shire Council for the year ending 30 June 2018.

MOTION

10.2.1. That the Audit and Risk Advisory Committee notes the Victorian Auditor-General’s Office Closing Report and Final Management Letter for year ending 30 June 2018.



Carried

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10.3. MEETING IN CAMERA WITH INTERNAL AND EXTERNAL AUDITORS

Officers left the meeting at 4.15 pm and returned at 4.41 pm. Mr Evan King remained in the Chamber during the in-camera discussions.

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11. RISK PROFILE


In providing this advice to the Audit and Risk Advisory Committee as the General Manager Community and Corporate Services and the Manager Strategic Asset Management, we, Grant Schuster and Steve Millard, have no interests to disclose in this report.

PURPOSE

The purpose of this report is to provide the Audit and Risk Advisory Committee with an update on high and urgent risk areas and incidents including fraud, injuries and claims.

BACKGROUND

In order for the Audit and Risk Advisory Committee to be informed about areas of focus or concern, this report provides a summary of fraud and protected disclosure events, incidents and urgent risks.

MOTION

11.1.1. That the Audit and Risk Advisory Committee notes the risk update.

11.1.2. Requests clarification on the number of psychological incidents be provided with regard to what the dates of the incidents were and if they were within the reporting period



Carried

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11.2. HEPBURN HUB PROJECT UPDATE

GENERAL MANAGER INFRASTRUCTURE

In providing this advice to Council as the General Manager Infrastructure, I Bruce Lucas have no interests to disclose in this report.

INTRODUCTION

The purpose of this briefing is to provide the Audit and Risk Advisory Committee with a high level update on key items relating to the project.

BACKGROUND

Council has commenced the project to consolidate its current Daylesford based administration into one location at the Hepburn Hub / The Rex building.

Accordingly, Council commenced the project to refurbish The Rex building.

In June 2018, the Council was informed of concerns with the project completion time lines and costs implications and the need for a Planning permit given the forecast construction costs.

At this time the project was suspended to allow for a planning permit application to be prepared in accordance with the requirements of the Planning and Environment Act.

At the 19 June 2018 Council meeting, following advice from the Audit and Risk Advisory Committee, Council determined to conduct an audit of the Rex / Hepburn Hub project in two stages, from inception until the end of May 2018 and then progressive until completion, which covers the project’s financial, risk management, compliance and outcome progress.

MOTION

11.2.1. That the Audit and Risk Advisory Committee receives and notes this update on The Rex project



Carried

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11.3. DAYLESFORD TOWN HALL AND POOL UPGRADES

CHIEF EXECUTIVE OFFICER

In providing this advice to the Audit and Risk Advisory Committee as the Manager Special Projects, I Kathleen Brannigan have no interests to disclose in this report.

PURPOSE

The purpose of this report is to update ARAC about Council’s endorsement of the Concept Plans and proceeding to detailed design for the Daylesford Town Hall and Pool Upgrade project.

BACKGROUND

Prior to Council’s decision to purchase The Rex for Council offices and new library, significant progress had been made on designing the Hepburn Council and Community Services Hub at the Daylesford Town Hall site. There had been extensive consultation about the previous Concept Plans as detailed in the Concept Planning Outcomes Report (July 2015) and a planning application had been submitted. In August 2016 Council committed to delivering the Hepburn Hub across The Rex and Town Hall site with the library and Council offices to be located in the Rex.

MOTION

11.3.1. That the Audit and Risk Advisory Committee receives and notes the update on The Daylesford Town Hall and Pool Upgrade



Carried

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11.4. TRENTHAM HUB UPDATE



PURPOSE

The purpose of this report is to provide the Audit and Risk Advisory Committee with an update about the Trentham Hub project.

BACKGROUND

The Trentham Community Facilities Review (2013) recommended development of a multi-use community hub in Trentham, combining the operations and services of the Trentham Neighbourhood Centre, Mechanics Institute Hall, Library and providing a Visitor Information Centre presence. It recommended that the Hub be built on the site of the existing Trentham Mechanics Institute in High Street, Trentham.

Extensive consultation with user groups was undertaken to inform the initial concept design, which involved demolition of the current Mechanics Institute.

Following community feedback opposing demolition of the current Mechanics Institute, in August 2016 Council resolved that the site for the Trentham Hub would be 14A Victoria Street, Trentham. The Council resolution also specified that consultation would be widely undertaken on the design of the Trentham Hub, but that the intended scope was consistent with that considered at the Mechanics Institute site.

Following further community feedback including receipt of a petition, Council resolved at its ordinary meeting on 17 April 2018 to undertake a postal survey of people on the Coliban Ward electoral roll in relation to their preferred location for the Trentham Hub, with two options (Trentham Mechanics Institute and 14A Victoria Street) to be presented for the survey. The postal survey has now been completed and Council considered the outcome at its ordinary meeting on 20 August 2018. At that meeting, Council passed resolutions 11.2.1-11.2.6 receiving the result of the survey and proposing future actions on the preferred site.

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MOTION

11.4.1. That that Audit Risk and Advisory Committee notes the update on the Trentham Hub project.



Carried

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11.5. PRESENTATION - IT IMPROVEMENT PROJECTS AND IT RISK MANAGEMENT


In providing this advice to the Audit and Risk Advisory Committee as the Manager Finance and Information Technology, I Trafford Thompson, have no interests to disclose in this report.

PURPOSE

The purpose of this presentation is to provide the Audit and Risk Advisory Committee with an update of IT improvement projects and IT risk management

BACKGROUND

At the May 2018 ARAC meeting, the committee requested a presentation at the September meeting on the progress on IT improvement projects and IT risk management.

MOTION

11.5.1. That that Audit Risk and Advisory Committee notes the presentation on IT improvement projects and IT risk management and requests that the presentation be shared with Councillors.


Seconded: Cr Don Henderson

Carried

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12. COMPLIANCE AND CONTROLS

12.1. REVIEW OF POLICIES & PROCEDURES


In providing this advice to Council as the Coordinator Governance and Information, I Katherine Toom have no interests to disclose in this report.

PURPOSE

The purpose of this report is to present the Audit and Risk Advisory Committee with an update on a review of Council policies as at 31 August 2018.

BACKGROUND

Policies enable Council to clearly outline how it will respond to issues and laws. Well documented policies result in a consistent, repeatable and efficient response to matters, and provide clear steps to take.

MOTION

12.1.1. That the Audit and Risk Advisory Committee notes the update on the status of Council Policies.



Carried

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13. AUDIT COMMITTEE COMPLIANCE

13.1. SET MEETING DATES FOR 2019


In providing this report to the Audit and Risk Advisory Committee as the Coordinator Governance and Information, I Katherine Toom have no interests to disclose in this report.

PURPOSE

The purpose of this report is to provide a schedule for the Audit and Risk Advisory Committee Meetings in 2019.

BACKGROUND

The Local Government Act 1989 Section 139 requires a Council to have an Audit Committee. The Audit and Risk Advisory Committee meets on a quarterly basis. To provide advanced notification of the timing of the meetings, a report is provided to the Committee to fix the dates in advance.

MOTION

13.1.1. That the Audit and Risk Advisory Committee accepts the proposed meeting dates for 2019.



Carried

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14. GENERAL BUSINESS

14.1. REVIEW OF STANDING ROTATIONAL AGENDA



PURPOSE

The purpose of this report is for the Audit and Risk Advisory Committee to review the updates made to Standing Rotational Agenda.

BACKGROUND

As an advisory committee to Council, the Audit and Risk Advisory Committee (‘the Committee’) has a charter which sets out its areas of focus and responsibility.

A rotational agenda has been in place since at least 2010 to assist the Audit and Risk Advisory Committee to cover the items included in its Charter and to receive updates on identified priority areas.

MOTION

14.1.1. That the Audit and Risk Advisory Committee reviews the draft Rotational Agenda and adopts it.



Carried

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14.2. COMMITTEE REFLECTIONS AND REVIEW OF ITEMS TO BE COMMUNICATED TO COUNCIL

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15. NEXT MEETING

The next meeting of the Committee is scheduled to occur on 26 November 2018 at the Daylesford Town Hall at 1:00pm

16. CLOSE OF MEETING

The meeting closed at 5.55 pm.

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hepburn shire council audit and risk advisory …€¦ · 8.4.2. recommends that council consider...

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