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Masterton District Council Agenda Audit and Risk

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Masterton District Council Agenda Audit and Risk MASTERTON DISTRICT COUNCIL AGENDA AUDIT AND RISK COMMITTEE WEDNESDAY 7 FEBRUARY 2018 AT 2.00PM MEMBERSHIP OF THE COMMITTEE Philip Jones (Chairperson) Her Worship the Mayor Cr D Davidson Cr J Dalziell Cr B Goodwin Cr G McClymont Cr C Peterson Quorum: Four Notice is given that the meeting of the Masterton District Council Audit and Risk Committee will be held on 7 February 2018 at the Wairarapa Community Centre, 41 Perry St, Masterton commencing at 2.00pm. RECOMMENDATIONS IN REPORTS ARE NOT TO BE CONSTRUED AS COUNCIL POLICY UNTIL ADOPTED 1 February 2018 1 AGENDA ITEMS 1. CONFLICTS OF INTEREST (Members to declare conflicts, if any) 2. APOLOGIES 3. PUBLIC FORUM 4. LATE ITEMS 5. MINUTES OF PREVIOUS MEETING TO BE RECEIVED (248/17) Pages 401-404 6. SECOND QUARTER AND SIX MONTHLY REPORTS (003/18) Pages 411-413 a) Destination Wairarapa – Second Quarter Report Pages 414-433 b) Connecting Communities Wairarapa – Six Monthly Report Pages 434-443 c) Sport Wellington Wairarapa – Six Monthly Report Pages 444-452 d) Aratoi Regional Trust – Second Quarter Report Pages 453-459 7. SIX MONTHS TO DATE FINANCIAL REPORT AND COMMENTARY (001/18) Pages 460-482 8. SECOND QUARTER NON-FINANCIAL REPORT (002/18) Pages 483-493 2 MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED MOVED BY SECONDED BY Under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 the following matters will be taken with the public excluded :- Minutes of the Previous meeting held 22 November 2017 The general subject of the matters to be considered while the public is excluded, the reason for passing this resolution in relation to the matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution is as follows:- General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution _____________________________________________________________________ Minutes of the meeting held See page 404 s48(1)(d) 22 November 2017 That the exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation in any proceeding to which this paragraph applies 401 248/17 REPORT OF THE AUDIT & RISK COMMITTEE MEETING HELD AT THE WAIRARAPA COMMUNITY CENTRE, 41 PERRY ST, MASTERTON ON WEDNESDAY 22 NOVEMBER 2017 AT 3.00PM PRESENT Philip Jones (Chair), Mayor L Patterson, Councillors D Davidson, J Dalziell, B Goodwin, G McClymont and C Peterson. IN ATTENDANCE Chief Executive, Manager Finance, Manager Assets and Operations, Manager Community Facilities and Activities, Manager Strategic Planning, one media representative, one member of the public and Governance Advisor. CONFLICT OF INTEREST No conflicts of interest were declared. LATE ITEMS There were no late items. APOLOGIES There were no apologies. MINUTES OF PREVIOUS MEETING TO BE RECEIVED (171/17) The Manager Finance will follow up providing the ASB ethical investment policy to elected members. Moved by Mayor L Patterson that the notes of the Audit and Risk Committee meeting held 6 September 2017 be received. Seconded by Councillor C Peterson and CARRIED. As the Manager Destination Wairarapa was in attendance the agenda item on the First Quarter Reports was taken before the item on the Treasury Management Policy. FIRST QUARTER REPORTS (168/17) In response to questions raised the Manager Destination Wairarapa advised: • The $30,000 income from the RCT project related to funding reallocated to the Rimutaka Cycle Trail. Once that money was spent it would appear on the next report. • Re the decrease in funding from Trust House in 15/16 it was noted that the balance sheet showed that the organisation had the ability to absorb that deficit. A grant of $29,586 had subsequently been received and shows as a variance in the current year. • In relation to the international marketing alliance funding the budget was $50,000 but the Wairarapa contribution to this WREDA initiative was currently under discussion. 402 A question was asked about the decrease in i-Site income. It was advised that decreasing revenue for i-Sites was a trend across the country and many were closing but that Destination Wairarapa were looking at ways to improve its performance. A request was made for Destination Wairarapa to provide the full year budget with the profit and loss and for the balance sheet to be provided every quarter as well. Moved by Mayor L Patterson That Council receives the quarterly reports and financial statements as at 30 September 2017 from Destination Wairarapa and Aratoi Regional Trust. Seconded by Councillor G McClymont and CARRIED FOR RECOMMENDATION TREASURY MANAGEMENT POLICY (241/17) The Manager Finance presented the report providing the Committee with a revised Treasury Management Policy and recommending its adoption by Council. Brett Johanson of PwC attended the meeting and gave a presentation on the role of governance in treasury risk management and also provided clarification on the Interest Rate Risk Position graph from the September Treasury Management report to the Committee. The reasons for inclusion of policy limits was explained and comparisons to other councils’ limits were given. In relation to the Treasury Management Policy a request was made to include a definition for financial investments. Principles for ethical investment were discussed and it was agreed that the policy should make reference to ethical investment, although it would need to be defined. An amendment to the recommendation was proposed to that effect. Staff would look at what other councils were doing in that area (e.g. Palmerston North City Council). Moved by Mayor L Patterson That the Audit and Risk Committee (i) receives the information in Report 241/17 and (ii) recommends that Council adopt the Treasury Management Policy, amended to include a consideration of ethical investment. Seconded by Councillor J Dalziell and CARRIED [Note to minutes: the final version of the Treasury Management Policy incorporating amendments requested is attached to this report (Minutes Attachment 1)] FOR INFORMATION PROGRESS REPORT: MONITORING OF POLICIES (243/17) The report providing an update on the key policies monitored by the Audit and Risk Committee was taken as read. 403 Moved by Councillor G McClymont That the Audit and Risk Committee receives the Progress Report: Monitoring of Policies. Seconded by Philip Jones and CARRIED FIRST QUARTER NON-FINANCIAL REPORT (244/17) The report advising the Committee of performance against non-financial measures was taken as read. The non-compliance result for stormwater was discussed. It was advised that there had been a 1:10 year event which had generated complaints about surface flooding. It was noted that although there was surface flooding there had been no houses flooded. Moved by Councillor G McClymont That the Audit and Risk Committee receives the Quarter 1 non-financial performance report for the 2017/18 financial year. Seconded by Councillor D Davidson and CARRIED FIRST QUARTER COMMENTARY AND FINANCIAL STATEMENTS (242/17) The report providing the Committee with the financial report for the three months to 30 September 2017 was taken as read. A question was asked about the rise in Rates Remissions. It was advised that this was due to more properties qualifying for a remission under the community care category. (Councillor G McClymont left the meeting at 4.43pm) A request was made for some communication to go out to allay ratepayers’ concerns over the impact of any potential increase in valuations on rates. Moved by Philip Jones That Audit & Risk Committee receives the 3 months to date financial report and commentary, including Operating and Capital Expenditure Statements. Seconded by Mayor L Patterson and CARRIED NZ LOCAL GOVERNMENT FUNDING AGENCY UPDATE (246/17) The Manager Finance presented the report providing an update on the Local Government Funding Agency (LGFA). It was advised that, contrary to recent public information suggesting otherwise, the risk of any council defaulting on its debt was exceedingly low and the risk associated with Masterton District Council’s guarantee of the LGFA was also exceedingly low. If a council 404 did default then the first call would be on its ratepayers and if the LGFA had to write off some of that loan Masterton District Council would only be liable for 0.6% of the amount. Moved by Mayor L Patterson That the Committee receives the information in Report 246/17. Seconded by Councillor B Goodwin and CARRIED MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED Moved by Councillor C Peterson – That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:- • Minutes of the previous meeting held 6 September 2017 • Audit Management Report The general subject of the matters to be considered while the public is excluded, the reason for passing this resolution in relation to the matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution is as follows:- General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution _____________________________________________________________________ Minutes of Previous Meeting See page 405-406
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