2020-05-12 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA   12 MAY 2020




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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                                      12 MAY 2020

           COUNCIL POLICY - AUDIT AND RISK COMMITTEE CHARTER

           7.    Ethical Practices
           Members of the Audit and Risk Committee will, at all times in the discharge of their duties and
           responsibilities, exercise honesty, objectivity and probity and not engage knowingly in acts or
           activities that have the potential to bring discredit to Council.
           Members also must refrain from entering into any activity that may prejudice their ability to carry out
           their duties and responsibilities objectively and must at all times act in a proper and prudent manner
           in the use of information acquired in the course of their duties. Members must not use Council
           information for any personal gain for themselves or their immediate families or in any manner that
           would be contrary to law or detrimental to the welfare and goodwill of the organisation. Further,
           members must not publicly comment on matters relative to activities of the Committee other than as
           authorised by Council.
           Members who become aware of a conflict of interest or issues which may affect their objectivity on
           matters raised within the Committee should advise the Chairman immediately. In the case of the
           Chairman they are to advise the Chief Executive Officer.
           8.    Committee Meetings
           Meetings shall be conducted on a formal basis and be effectively minuted by the Secretary as to
           proceedings and decisions. Meeting agendas must be prepared and distributed to all members of
           the Committee at least seven (7) days prior to a meeting. Minutes of meetings must be prepared and
           distributed to Committee members as soon as possible after the conclusion of the meeting and must
           be confirmed as an accurate record of the meeting at the next subsequent meeting of the Committee.
           In the setting of the Committee Agenda, there will be an emphasis on the most significant risks and
           threats to Council and the ongoing evaluation of what is being done to mitigate such risks.
           The Committee shall meet quarterly. In addition, the Committee Chairperson may call such additional
           meetings as may be necessary to address any matters referred to the Committee or in respect of
           matters that the Committee wishes to pursue.
           A quorum shall consist of at least three (3) members. As far as practicable, decisions of the
           Committee shall be regarded as its collective decision or advice. However, where there is material
           dissension to a decision, a minority view may be placed before the Council.
           8.1   Other Attendees at Committee Meetings
           The Chairperson may invite a representative of external audit or other appropriate persons to attend
           any meeting of the Committee and to present and comment on appropriate items.
           Where advice is required in relation to a matter subject to a committee inquiry and it is considered
           sufficiently material to warrant the services of a specialist external consultant, the Committee may
           request Council assistance.
           9.    Committee Reports
           The Audit and Risk Committee must prepare prompt and timely meeting minutes and reports to
           Council as soon as practicable after each meeting outlining relevant matters that have been
           considered by it, as well as the Committee’s opinions and recommendations thereon. A summary of
           the role and achievements of the Committee shall be included in the Annual Report of Council
           together with a statement that the Committee has observed the terms of its Charter.

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