Agenda of Policy Review Committee Meeting

2009 MEETING CALENDAR

February 2009 - December 2009

(adopted by Council 8/09/08 and amended by Council 6/4/09)

TIME

FEB

MAR

APRIL

MAY

JUNE

JULY

AUG

SEPT

OCT

NOV

DEC

Mon

Ordinary Council Meetings

7.30 pm

7ü

29*

28^

Policy Review Committee

7.30 pm

14@

16#+

30@

18#

17#+

16#

Councillor Briefing / Working Party / Presentation

7.30 pm

16<

20<

# Meetings at which the Management Plan 1/4ly reviews are presented	^ Election of Mayor/Deputy Mayor
#+ General Manager’s presentation – half year and end of year review	@ Strategic Program progress reports [only business]
< Briefing to consider Draft Management Plan for 2009/2010	ü Meeting at which the 2008/2009 Annual Statements are presented
v Meeting at which the Draft Management Plan is adopted for exhibition	Y Management Plan Councillor Briefings/Public Forum (June)
* Meeting at which the Management Plan for 2009/2010 is adopted.

- Council’s Ordinary Meetings are held on a three-week cycle where practicable.

- Extraordinary Meetings are held as required.

- Policy Review Meetings are held on a three-week cycle where practicable.

- Members of the public are invited to observe meetings of the Council (Ordinary and Policy Review Committee). Should you wish to address Council, please contact the Public Officer, Glenn McCarthy on 4732 7649.

UNCONFIRMED MINUTES

OF THE POLICY REVIEW COMMITTEE MEETING OF PENRITH CITY COUNCIL HELD IN THE PASSADENA ROOM, PENRITH

ON MONDAY 18 MAY 2009 AT 7:32PM

PRESENT

His Worship the Mayor Councillor Jim Aitken OAM, Councillors Kaylene Allison, Kevin Crameri OAM, Greg Davies, Mark Davies, Tanya Davies, Ben Goldfinch, Jackie Greenow, Prue Guillaume, Marko Malkoc, Karen McKeown, Kath Presdee and John Thain.

LEAVE OF ABSENCE

Leave of Absence was previously requested by Councillor Robert Ardill for the period 18 May 2009 to 19 May 2009 inclusive.

Leave of Absence was previously requested by Councillor Ross Fowler OAM for the period 18 May 2009 to 19 May 2009 inclusive.

PRC 29 RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor Ben Goldfinch that Leave of Absence be granted to Councillor Robert Ardill and Councillor Ross Fowler OAM for the period 18 May 2009 to 19 May 2009.

APOLOGIES

There were no apologies.

CONFIRMATION OF MINUTES - Policy Review Committee Meeting - 27 April 2009

PRC 30 RESOLVED on the MOTION of Councillor Ben Goldfinch seconded Councillor Kath Presdee that the minutes of the Policy Review Committee Meeting of 27 April 2009 be confirmed.

DECLARATIONS OF INTEREST

There were no declarations of Interest.

MASTER PROGRAM REPORTS

The City In Its Environment

1 Western Sydney Regional Illegal Dumping (RID) Squad

Councillor Kevin Crameri OAM arrived, the time being 7:33pm

Councillor Mark Davies left the meeting, the time being 7:36pm.

Councillor Mark Davies returned to the meeting, the time being 7:38pm.

Council’s Waste and Community Protection Manager and Senior Investigation Officer (RID Squad) gave a presentation on the activities of the RID Squad.

PRC 31 RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Mark Davies

That:

1. The information contained in the report and the presentation on the Western Sydney Regional Illegal Dumping (RID) Squad be received.

2. The General Manager be authorised to sign the Western Sydney Regional Illegal Dumping (RID) Squad Strategic Alliance Agreement.

3. A further report be brought back to Council regarding Council making representations for the review of fine amounts for littering offences, particularly if the offence included undertaking removing litter on behalf of another person.

The City Supported by Infrastructure

2 Future Footpath Delivery Program

Councillor Prue Guillaume left the meeting at 8:01pm, and did not return.

Council’s City Works Manager and Group Manager – Infrastructure gave a presentation about the future footpath delivery program.

PRC 32 RESOLVED on the MOTION of Councillor John Thain seconded Councillor Marko Malkoc

That:

1. The information contained in the report on draft Future Footpath Delivery Program be received.

2. That the funding of the 2009-10 path paving program be considered in conjunction with Shared Path Project proposed as part of the grant application to the Federal Government’s Job Fund Program.

3. That a further report be provided to Council to address funding strategies for the identified footpath backlog over the next 3 years.

4. A memo reply be provided to all Councillors providing a break down of costs for each individual footpath site listed.

Leadership and Organisation

3 Council's Response to the Federal Government's Jobs Fund Program

Councillor Mark Davies left the meeting, the time being 8:48pm.

Councillor Mark Davies returned to the meeting, the time being 8:50pm.

PRC 33 RESOLVED on the MOTION of Councillor Karen McKeown seconded Councillor Kath Presdee

That:

1. The information contained in the report on Council's Response to the Federal Government's Jobs Fund Program be received

2. The schedule of projects nominated for applications to the Jobs Fund for Federal grant funding be endorsed.

3. Council commit to funding of $800,000 be allocated to the Shared Bikes and Pedestrian Pathways project should the project application be successful, also that the routes of the proposed Shared Bikes and Pedestrian Pathways be subject to further consideration by Council

4. A further urgent report be presented to Council identifying options available for alternative funding for the project.

QUESTIONS WITHOUT NOTICE

QWN 1 Leave of Absence

Councillor John Thain requested that he be granted leave of absence for the meeting of 25 May 2009.

PRC 34 RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor Marko Malkoc that the matter be brought forward as a matter of urgency.

His Worship the Mayor, Councillor Jim Aitken OAM ruled that the matter was urgent and should be dealt with at the meeting.

PRC 35 RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor Marko Malkoc that Councillor John Thain be granted leave of absence for the meeting of 25 May 2009.

QWN 2 Leave of Absence

Councillor Kevin Crameri OAM requested that he be granted leave of absence for the period 1 June 2009 to 7 June 2009 inclusive.

PRC 36 RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor Marko Malkoc that the matter be brought forward as a matter of urgency.

His Worship the Mayor, Councillor Jim Aitken OAM ruled that the matter was urgent and should be dealt with at the meeting.

PRC 37 RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor Marko Malkoc that Councillor Kevin Crameri OAM be granted leave of absence for the period 1 June 2009 to 7 June 2009 inclusive.

There being no further business the Chairperson declared the meeting closed the time being 9:00pm.

*Policy Review Committee Meeting*	*15 June 2009*
*The City as a Social Place*

The City as a Social Place

Draft Penrith Inclusion Plan - People with Disability 2009-2013

Compiled by: Joe Ibbitson, Community Programs Co-ordinator

Authorised by: Erich Weller, Community and Cultural Development Manager

Strategic Program Term Achievement: Access has increased for communities that face barriers to using social services and facilities.

Critical Action: Coordinate and implement strategies across all areas of Council's responsibility to improve access for people with a disability according to the recommendations of the Disability Action Plan.

Presenters: Erich Weller, Community and Cultural Development Manager - Joe Ibbitson, Community Programs Co-ordinator - Draft Penrith Inclusion Plan

Purpose:

To provide information on Council's second Disability Action Plan, the 'Penrith Inclusion Plan - People with Disability 2009-2013'. The report recommends that the information be received and that the draft document, 'Penrith Inclusion Plan - People with Disability 2009-2013' be endorsed for placement on Public Exhibition for comment and feedback for a period of 28 days. The report also recommends that a further report be prepared on the outcomes of the Public Exhibition process and any proposed changes to the document. This further report is also expected to seek adoption of the Penrith Inclusion Plan by Council.

Introduction

Under the NSW Government’s Disability Policy Framework, Councils are encouraged to develop plans to make their services and facilities accessible to people with disability.

Council’s current Management Plan (2008-09) includes the critical action:

‘Coordinate and implement strategies across all areas of Council’s responsibility to improve access for people with a disability according to the recommendations of the Disability Action Plan’

This is incorporated in Council’s current Strategic Program (2005-09) under the following longer term goal:

‘The social well being and health of individuals and communities within the City has been maintained and improved’

The proposed Penrith Inclusion Plan also aligns with Council’s next draft Strategic plan 2009+ under the themes ‘A City of Opportunities’ and ‘A Liveable City’.

Council adopted its first Disability Action Plan in March 2003. This first Plan covered the period 2003-2006.

The draft ‘Penrith Inclusion Plan – People with Disability 2009-2013’, the next stage in the development of Council’s leadership response to supporting an inclusive community, is the culmination of an extensive research, investigation and consultation process. This new plan is aligned with Council’s adopted ‘Penrith Principles for a Sustainable City’ and guided by the NSW Anti-Discrimination Act (1977) and the Commonwealth Disability Discrimination Act 1992. As with Council’s first Disability Action Plan (2003-06), the new plan will be lodged with the Human Rights and Equal Opportunity Commission (HREOC) and the NSW Department of Ageing, Disability and Home Care. Council endorsement of the final Penrith Inclusion Plan – People with Disability 2009-13 and lodgement with HREOC also provides Council with some protection in particular types of disability discrimination claims.

The draft documentation, ‘Penrith Inclusion Plan – People with Disability 2009-2013’ is provided at Attachment 1 to this report. The plan is presented for Council’s consideration to be endorsed for placement on Public Exhibition. The draft plan was endorsed at the Access Committee meeting on 1 April 2009 for presentation to a Policy Review Committee meeting, and subsequently public exhibition.

A brief presentation on the draft plan will be made at the Policy Review Committee meeting.

The following summary identifies the key activities and milestones in the development of the draft ‘Penrith Inclusion Plan – People with Disability 2009-2013’.

Feb 2007	Review and evaluation of Council’s first Disability Action Plan incorporating consultations with Council’s Disability Access Committee, community stakeholders and Council staff
May 2007	Urbis consultants commissioned to assist with the research and documentation process
June 2007	Two community consultation workshops with people with disability, their carers, disability organisations and government agencies on key priorities for the next Plan
July 2007	Report to Council Managers meeting on progress and consultation process
July 2007	Workshops (5) with Council staff on priority areas identified from research and consultations
August 2007	Presentation by Urbis consultants to Disability Access Committee on outcomes from the consultations
Sept 2007	Formulation of draft actions and strategies to be included in plan
Oct 2007	Preliminary draft of Action Plan prepared by consultants
Feb 2008	Meetings with key staff and Managers to review actions and strategies in response to priority areas
March 2008	Documentation of background, research and community consultation material by Urbis consultants for final draft Plan
July 2008	Review of Action Plan in response to Manager feedback
Jan 2009	Draft of integrated report including background, research, community consultation and Action Plan completed
Feb/Mar 2009	Editing of final documentation

April 2009	Endorsement of draft report, ‘Penrith Inclusion Plan – People with Disability 2009-2013’ by Access Committee
June 2009	Presentation of draft report to Policy Review Committee and endorsement for Public Exhibition
	We are here
July 2009	Public Exhibition for comment and feedback
August 2009	Review of comments and feedback with any changes made to Plan if required
August 2009	Adoption by Council of Penrith Inclusion Plan - People with Disability 2009-2013 at an Ordinary meeting
Aug/Sep 2009	Printing and distribution of report.

This new plan builds on the achievements of Council’s first Disability Action Plan (2003-06) and identifies new challenges to make Penrith City more accessible and inclusive for people with disability.

Background – Disability Action Plan 2003-06

Council’s first Disability Action Plan was adopted in March 2003. The plan outlined a three-year program to address identified physical, communication and attitudinal barriers to improve the accessibility of Council services, facilities and programs for all residents, and more specifically people with disability. The plan was also designed to enhance access to significant ‘public’ spaces and facilities thereby increasing access to the City generally. The implementation of this first Disability Action Plan was regularly monitored, with annual progress reports provided to the Disability Access Committee (DAC) and Council.

A detailed evaluation process of the first Disability Action Plan (DAP) was undertaken in 2006-07. Following workshops with community representatives and interested residents and an internal Council staff consultation, the Disability Access Committee undertook a review and assessment of the first plan in 2007. The review identified that the two key outcomes from the implementation of the first plan had been significant improvements in the accessibility of the City and a positive attitudinal change in Council staff at all levels in responding effectively to the customer service needs of people with disability. The evaluation also identified that over 70% of all tasks and actions from the first plan had been completed or substantially completed. Priority tasks not completed have since been completed or progressed.

The review indicated that some areas for further work in the next plan included Council’s role as a leader and role model for the City, planning and development challenges, access to information and the inclusion of people with disability in all aspects of community life.

Although the timeframe for Council’s first DAP was 2003-2006, Council, together with the Access Committee, has continued to implement a range of initiatives that have contributed to deliver both more accessible Council services and facilities as well as a more inclusive City. Critically over recent years Council services are delivered to ensure that “access is a part of day to day business”.

Penrith Inclusion Plan – People with Disability 2009-2013

The ‘Penrith Inclusion Plan – People with Disability 2009-2013’ project has been under development since June 2007. The project has been subject to variation in the original timetable as a result of both consultant availability and an extended period of staff vacancy during 2008.

Council’s Access Committee has provided overall reference and guidance for the development of the new plan and has received regular reports on progress. The Access Committee identified the broad ‘inclusion’ theme and highlighted the important role of Council as City leader for the new plan.

The development of the new plan has been undertaken following extensive consultation with Council’s community and government stakeholders. Consultations have been held in relation to both reviewing the achievements of Council’s first plan and identifying the directions and priorities for the new plan.

The following priority themes were identified at two community workshops held in mid 2007 with representatives of disability organisations and service providers and including people with disability, residents and their carers:

· City Leadership, Promotion and Strategic Partnerships – community attitudes, customer services, Council as leader, community education, business forums.

· Environmental, Local and Transport Planning – planning for access/inclusion, accessible paths of travel, lack of transport options, public transport, safety, CBD access;

· Development, Design and the Built Environment - access issues, universal design, footpaths, parks, public spaces, parking, development applications;

· Human Resources, EEO and Training – employment issues, training opportunities, traineeships;

· Access to Information – information in alternate formats, signage, website, access maps, translation, other languages;

These themes and issues provided the basis for a series of consultation workshops with Council staff to begin the process of formulating a response to the priorities identified by the community. An initial draft of each action area was prepared by the consultants and reviewed in discussions with appropriate Managers and staff.

The draft Penrith Inclusion Plan documentation includes sections on the purpose, background and context for the development of the plan as well as the Action Plan schedule comprising the actions and strategies to be implemented over the next four year Delivery Program (2009-2013) and Operational Plan period.

It is proposed that the draft report ‘Penrith Inclusion Plan – People with Disability 2009-2013’ be endorsed for placement on Public Exhibition for comment and feedback for a period of 28 days.

Organisations and individuals who have attended consultations in the development phase of the Plan will be notified in writing of the public exhibition as will Council’s extensive list of community partners that provide services to people with disabilities.

Resourcing and Implementation

The implementation of individual strategies and actions in the plan will be the responsibility of the appropriate Manager and the relevant Council service or function. All actions, strategies and associated timeframes in the plan have been extensively reviewed and approved by the identified Manager.

Implementation will, in some areas, be achieved through an adjustment to make the service more accessible and inclusive. In others, the resourcing of activities will be made available through existing capacity as in the provision of disability awareness, technical and customer service training. Council also has two specific budget allocations to support the implementation of the plan:

· The Disability Access Improvement Program (DAIP) – an annual allocation of $25,000 to make Council’s services and facilities more accessible. This program has been used to ‘add-value’ to other Council programs including the Pedestrian Access Mobility Program (PAMP) for the construction of Tactile Ground Surface Indicators (TGSI) and other accessible infrastructure projects

· The recent annual allocation of an additional $25,000 from the Department of Ageing, Disability and Home Care (DADHC) to expand Council’s work in support of the Home and Community Care Program (HACC) across the Penrith area. It was reported to the Ordinary Meeting of the 25th May 2009 that these funds would be allocated specifically to support the expansion of Council’s resourcing of the disability services sector and key partnership initiatives.

As noted earlier in this report, some access activities are able to be incorporated as part of normal ‘day-to-day’ business. This includes in the design and development of Council assets and infrastructure projects which are required to be accessible for people with disability. Accessible facilities including ramps, grab rails, the national MLAK (Master Locksmith Access Key) scheme, accessible unisex toilets and signage are being incorporated in the design and development of new infrastructure and facilities.

The Penrith Inclusion Plan-People with Disability 2009-2013 will play a major role in supporting Council services to maintain a focus on equitable and accessible service delivery.

The Community and Cultural Development Department will coordinate the overall implementation and monitoring of the plan and annual progress reports on the status of implementation will be provided to the Access Committee. In addition reports on progress with specific activities and initiatives in the plan will be provided to the Access Committee by responsible Managers. A full review and evaluation of the plan will also be undertaken at the end of the four year cycle (2009-2013).

Summary

Council’s Access Committee has provided overall reference and guidance for the development of the new plan and identified the broad ‘inclusion’ theme and important role of Council as City leader for the new plan.

The draft documentation includes sections on the purpose, background and context for the development of the plan as well as the Action Plan schedule comprising the actions and strategies to be implemented over the next four year Delivery Program period (2009-2013).

It is proposed that the draft ‘Penrith Inclusion Plan – People with Disability 2009-2013’ be endorsed for placement on Public Exhibition for comment and feedback for a period of 28 days.

Organisations and individuals who attended consultations in the development of the draft plan will be notified of the public exhibition as will Council’s extensive network of community partner organisations that provide services to people with disability. It is also recommended that a further report be prepared on the outcomes of the Public Exhibition process and any proposed changes to the document. This report will also seek adoption of the final Penrith Inclusion Plan by Council.

RECOMMENDATION

That:

1. The information contained in the report on Draft Penrith Inclusion Plan - People with Disability 2009-2013 be received.

2. Council endorse the Draft Penrith Inclusion Plan - People with Disability 2009-2013 for Public Exhibition for a period of 28 days.

3. That a further report be prepared on the outcomes of the Public Exhibition process and any proposed changes.

ATTACHMENTS/APPENDICES

Penrith Inclusion Plan - People with Disability 2009-2013

83 Pages

Attachment

*Policy Review Committee Meeting*	*15 June 2009*
*Leadership and Organisation*

Leadership and Organisation

Audit Committee Annual Report

Compiled by: Peter Browne, Internal Auditor

Authorised by: Stephen Britten, Group Manager - Legal & Governance

Strategic Program Term Achievement: Council has implemented leading practice ethical and corporate governance standards.

Critical Action: Review and apply leading practice ethical and corporate governance standards.

Presenters: Prof Robert Coombes - PCC Audit Committee - Annual Report

Purpose:

To present the Annual Report of the Audit Committee to Council. The report recommends that the information be received.

Background

In November 2006, Council resolved to form an Audit Committee and determined its Charter. Council finalised the appointment of the independent members of the Committee on 25 June 2007 and the first meeting was held on 19 September 2007. At that meeting, Emeritus Professor Robert Coombes was elected to chair the Committee.

The charter of the Audit Committee provides that after each meeting the Minutes are reported to Council and that the Committee should also report annually to Council. The end of the Committee’s first twelve months coincided with the 2008 Council elections and it was decided that the annual report should be deferred until there had been a few meetings of the Audit Committee.

The Audit Committee Charter is appendixed to this report.

Committee Membership

At the first meeting, the Committee consisted of:

· The then Mayor, Councillor Pat Sheehy AM

· Councillor Ross Fowler OAM

· Councillor Karen McKeown

· Councillor Garry Rumble (as he then was)

· Robert Coombes

· Frank Gelonesi and

· Jayant Gulwadi

At the subsequent Mayoral election, Councillor Greg Davies became the new Mayor and appointed Councillor Pat Sheehy AM (as he then was) as his representative on the Committee. As a result, membership of the Committee remained consistent until the Council elections in September 2008.

Following the 2008 elections, the Councillor members of the Committee became:

· Councillor Jim Aitken OAM

· Councillor Ross Fowler OAM

· Councillor Kath Presdee

· The Mayor of the day (if not already a member)

The Committee has achieved an excellent record for member’s attendance at meetings. There are only two instances of any member not being present at a meeting. In addition to the formal meetings there was one additional meeting of the independent members with the Internal Auditor concerning the development of the Internal Audit Plan.

The Charter provides that the General Manager, Chief Financial Officer and Internal Auditor should be advisors to the Committee. In addition to these officers, other Council staff have attended as required.

Why have an Audit Committee?

The Department of Local Government issued the NSW Local Government Internal Audit Guidelines on 14 October 2008. Penrith’s Audit Committee was pleased to see that its own structure is essentially the same as the recommended structure. The Guidelines identify the importance of the Audit Committee.

An audit committee plays a pivotal role in the governance framework. It provides councils with independent oversight and assistance in the areas of risk, control, compliance and financial reporting.

The Committee’s responsibilities and its achievements are reported below.

Audit Committee Responsibilities

Financial Reporting, Accounting & related practices

The Audit Committee has invited a representative of Council’s External Auditors (PricewaterhouseCoopers) to all of its meetings and Dennis Banicevic has accepted the invitation and attended on each occasion. Dennis Banicevic provides an additional perspective on the policy position being taken by Council’s Financial Services Department on significant issues. Reports have also been received on asset valuation and investment policy. The Committee sees its role as considering if a reasonable position has been taken and checking that the elected Council is being kept informed of all relevant matters.

The meeting of the Audit Committee on 20 August 2008 reviewed the Draft 2007/08 Annual Financial Statements. This provided an opportunity for in-depth questioning of the information that was to be provided to Council. The Committee discussed the financial health of Council and the extent to which the financial statements needed commentary for the average reader. The Committee resolved that the statements were ready for signing and a report was provided to the Council.

During the year it became apparent first that Councils $2M invested in Collateralised Debt Obligations were likely to default and later that the investment had fully failed. The Committee was a forum for detailed discussion and review of the level of risk in the investment portfolio.

Business ethics, policies and practices

The Audit Committee has been kept up to date with current events and investigations. Lessons from the ICAC investigations of councils were discussed. While the Committee is confident none of the issues raised by the current events apply at Penrith, the inherent risk of various activities has been considered and an appropriate Internal Audit program developed as an additional check on such matters. The Committee is aware that, as well as ensuring ethical practices, Council should be able to demonstrate to its stakeholders that the risk of any improper practice developing is being controlled.

Management and Internal Control

A multi-year Internal Audit Program has been developed from the collaborative efforts of the Committee, Senior Management, the Internal Auditor and the Risk Management Coordinator. Risk was considered from multiple perspectives including the impact of problems and the extent to which the risks can be managed. The process drew on previous work from the risk management section as well as researching the risk assessments of other councils. The Program sees an independent review directed by the Internal Auditor of all identified significant risk operations.

Audits of stores and of payroll identified areas where the risk of improper activity could be reduced at minimal cost. The Committee is monitoring the implementation of improvements.

Adherence to Policy and Continuous Improvement of systems and practices

During the year the Committee received information on specific risks identified in stores and payroll. The achievements in this area are described below under the internal audit heading.

Risk Management

A major theme of the Audit Committee’s first year has been the analysis of the risks that face the organisation. In order to determine if Council is appropriately managing the major risks facing the organisation it is necessary to first of all ensure that these risks have in fact been correctly identified. The Committee reviewed information on how Council managed its risks as well as making its own assessments of where its time and the Internal Auditor’s time would be best utilised. The process included consideration of the advice of Council’s in-house experts as well as research by Internal Audit into the recommendations of various other organisations including major accounting firms, the ICAC, other Councils and the Department of Local Government. While this emphasis on risk assessment often does not produce recognisable achievements in the short term, it places the Committee in an excellent position to maximise the value add in the long run.

Areas considered by the Committee included Risk Management Policy, Financial Sustainability, Business Continuity, Investment Strategy and Internal Ombudsman.

The Committee has also identified Risk Management as an area for closer consideration in its second year.

Internal Audit

A close working relationship between the Audit Committee and the Internal Audit function is necessary for both functions to operate effectively. In commercial organisations the Internal Audit Department usually reports directly and solely to the Audit Committee. This provides the Audit Committee with the information and resources necessary to monitor the operations of the organisation. Pursuant to s335 of the Local Government Act all staff (including Internal Audit) fall under the control of the General Manager rather than the Council or its Committees. Council’s Charter of Internal Audit details the role of the Internal Auditor as agreed between the Audit Committee and the General Manager.

The Department of Local Government has subsequently (in its “Internal Audit Guidelines” of October 2008) encouraged arrangements essentially the same as those at Penrith. Circular 09-03 of February 2009 reinforces this joint responsibility for Internal Audit.

As noted above, a multi-year internal audit program has been developed. The Committee receives reports on the recommendations coming out of each audit and further updates on implementation of audit recommendations. Over time it is expected that the Audit Committee will become familiar with all the significant internal and external risks faced by Council via this program. Each meeting receives a report on the status of Internal Audit work.

In accordance with the priorities determined by the Audit Committee, the Internal Audit program for 2008/09 and 2009/10 sees the following issues being reviewed:

· Payroll

· Credit Cards

· Contract Management

· Volunteers

· Building / Development Approvals

· Developer Contributions - s94

· DRIVES

· Road Maintenance

· Children’s Services

· Payables

· Major Projects

· Records

· Business Continuity

· Registers and Delegations

· Complaints and Regulatory enforcement

· Information Technology

· Plant & Fleet

· Ripples Aquatic Centre

· Penrith Pool

Report from the Chair

Prof Robert Coombes will address the Policy Review Meeting tonight on the achievements of the Audit Committee.

RECOMMENDATION

That the information contained in the report on Audit Committee Annual Report be received.

ATTACHMENTS/APPENDICES

1. View

Audit Committee Charter

4 Pages

Appendix

*Policy Review Committee Meeting*	*15 June 2009*
*Appendix 1 - Audit Committee Charter*

The independent members on the Committee should be remunerated for attending Audit Committee Meetings. The remuneration level shall be adopted by the Council.

In order to maintain independence, and to comply with the recommendations of the Department of Local Government, the Committee should elect one of the independent members as its chairperson. The chairperson shall endeavour to conduct meetings on a “consensus basis” but formal voting on recommendations shall be required. Each member shall have one vote and a majority of those present shall be required to pass a recommendation. The meetings should operate as far as is practical in accordance with the Council’s Code of Meeting Practice.

The Chairperson shall determine the agenda for the Committee in conjunction with Council staff, circulating it to the members prior to each meeting.

The Committee shall meet at least four times a year. Additional meetings may be held as directed by the Chairperson.

A quorum shall not exist unless the following are present in person:

- at least half of all the members; and

- at least half of the members who are Councillors; and

- at least one independent member.

Meetings are to be rescheduled if there is not a quorum. The Council’s Internal Auditor (or if unavailable, another Council officer) will minute proceedings of all meetings.

The Audit Committee shall, after every meeting, forward the minutes of that meeting to the next Ordinary meeting of the Council, including a report explaining any specific recommendations and key outcomes, if appropriate.

The Committee will ensure that Committee members comply with Council’s policies regarding confidentiality, privacy and reporting. Committee members shall treat all information received as part of the Committee as confidential and only disclose the content to third parties with the consent of the other members of the Committee.

The General Manager, Chief Financial Officer and the Internal Auditor will be advisers to the Committee. Other staff members may be requested to attend these meetings from time to time, including the Financial Services Manager and the Legal and Governance Manager.

The Committee may seek advice from management or professional advisers, request their attendance at Committee meetings, and consult with the external auditors as deemed necessary in the performance of its duties.

The Committee will report annually to the Council summarising the activities of the Committee during the previous year.

3. Audit Committee Responsibilities and Duties

Review Function

The Audit Committee will:

1. In consultation with the management, the external auditors, and the internal auditor, consider the integrity of the Council’s financial reporting processes and organisational controls.

2. Discuss significant financial and other key corporate risks and the steps management has taken to monitor, control and report such exposures.

3. Review significant findings reported by the external auditors and the internal auditor, together with management’s responses including the status of previous recommendations.

4. Review the effectiveness of the annual financial audit to determine whether emphasis is being placed on areas where the Committee, management or the Auditors believe special attention is necessary.

5. Review the Council’s annual financial statements with the General Manager, Chief Financial Officer and the external auditor prior to tabling at Council. The review should include discussion with management and external auditors of significant issues regarding accounting principles, practices and judgments.

6. Review and re-assess the adequacy of this Audit Committee Charter at least once per Council term.

Internal Audit

In regard to Internal Audit, the Audit Committee will:

1. Review and approve the Internal Audit Charter and any subsequent changes, to ensure that internal audit activities are in accordance with the Internal Audit Charter.

2. Review the Internal Audit Plan and approve any changes.

3. Discuss with the external auditor significant issues arising from the annual audit.

4. The Internal Audit function shall be responsible to the General Manager, but have a reporting responsibility to the Audit Committee.

External Auditors

In regard to the External Auditors, the Audit Committee will:

1. Oversee Council’s compliance with the Local Government Act requirements for financial reporting and auditing.

2. Review the External Auditor’s management letter and management’s response to the recommendations.

3. Support the General Manager and Council in the appointment and evaluation of the external auditor in accordance with S 422 to 427 of the Local Government Act.

4. The Chairperson of the Committee is to liaise with the External Auditor of the Council to foster a co-operative and professional working relationship.

Other Audit Committee Responsibilities

The Audit Committee will:

1. Report annually to the Council.

2. Maintain minutes of meetings and periodically report to the Council on significant results of the Council’s audit activities.

3. Periodically review corporate risk issues reported by either the Council’s Internal Auditor and / or the Risk Management Co-ordinator.

4. Periodically review, discuss and assess Audit Committee performance as well as the Committee’s role and responsibilities, seeking input from senior management, the Council and others if needed.

Support for the Committee

The General Manager shall ensure that reasonable resources are allocated to providing the Audit Committee with the information it needs to discharge its responsibilities. The Internal Auditor shall report to each meeting on achievements and plans related to matters of interest to the Audit Committee.

The General Manager shall ensure that no restriction is placed on the ability of Council’s Internal Auditor to inform the Audit Committee members of any matter or detail the Internal Auditor considers appropriate.

*Policy Review Committee Meeting*	*15 June 2009*
*Attachment 1 - Penrith Inclusion Plan - People with Disability 2009-2013*