2016-11-14 General Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA   8 NOVEMBER 2016




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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                8 NOVEMBER 2016

       COUNCIL POLICY - AUDIT AND RISK COMMITTEE CHARTER

       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) working 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.
       10. Evaluation of Committee Activities
       On an annual basis the Committee Chairperson will:
 |     e   Assess the performance of the Committee if required and take appropriate action in respect of
           areas where there is a perceived need for enhancement of its role, operational processes or
           membership; and
       e   Provide each individual member of the Committee with feedback on that person’s work
           performance and professional contributions to the Committee’s activities for the year.
       Membership of the Committee will be reviewed by Council following each Local Government Election
       with the aim of ensuring appropriate balance between continuity of membership, the contribution of
       fresh perspectives and a suitable mix of skills, knowledge and experience.
       External and Non-executive Management members are to be limited to a maximum of two terms
       equivalent to two local government elections.

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