TEACHER OF MATHS
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TEACHER OF MATHS

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CANDIDATE PACK Mary Immaculate High School Caerau Lane Wenvoe Cardiff CF5 5QZ TEACHER OF MATHS MPS (Temporary – 1 year)
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Publié par
Nombre de lectures 35

Exrait




Minutes

Audit Committee Meeting


Monday 12 December 2011 at 4:00pm


Queenscliff Town Hall
50 Learmonth Street, Queenscliff

Distribution
Members
Mr. Richard Bull (Chairman)
Mr. Barry Capp
Mr. Roland 'Barney' Orchard
Mr. David Shaw
Cr. John Burgess
Cr. David Mitchell
Officers
Lenny Jenner - Chief Executive Officer
Ev Wuchatsch - General Manager Governance & Community
Allison Chaloner, Senior Accountant
Invitees
Mr David Hutchings – AFS & Associates (Internal Auditor) Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 2 of 16


1. OPENING OF MEETING......................................................................................................... 4
2. PRESENT & APOLOGIES ........ 4
3. PECUNIARY INTEREST & CONFLICT OF INTEREST DISCLOSURES........... 4
4. AUDIT COMMITTEE MEETING - 12 SEPTEMBER 2011 .......................................................... 4
4.1. Confirmation of Minutes ......................................................... 4
4.2 Business Arising from Audit Committee Meeting - 12 September 2011 .................. 5
5. EXTERNAL AUDIT ................................................................................. 5
5.1 Status of Outstanding Actions – External Audit Reports ......... 5
5.2. Victorian Auditor-General’s Report November 2011: Results of the 2010-11 Audits
................................................................................................................................. 5
6. INTERNAL AUDIT .................................................................................................................. 6
6.1. Internal Audit Report – Council Reporting ............................... 6
6.2. Internal Audit Report – Corporate Governance ....................... 6
6.3. Internal Audit Report – Risk Management .............................................................. 6
6.4 Status of Outstanding Actions – Internal Audit Reports .......................................... 7
6.5 Call for Expressions of Interest for the Provision of Internal Audit Services ............ 7
7. INSURANCE AUDITS ............................................................................. 9
7.1. Insurance Audit Report – JMAPP Property .............................................................. 9
7.2. Insurance Audit Report – Fidelity ............................................ 9
7.3. Insurance Audit Report – Liability Mutual ............................. 10
8. REPORTS FROM THE RISK MANAGEMENT COMMITTEE .................................................... 11
8.1 Report on risk management activities for the six months to November 2011 ...... 11
9. INFORMATION TO NOTE .................................................................................................... 14
9.1 2011/12 Quarterly Financial Report as at 30 September 2011 .............................. 14
10. CONFIDENTIAL ITEMS ........ 15
10.1 Confidential Item ................................................................................................... 15
10.2 Confidential Item ... 15
11. RATIFICATION OF CONFIDENTIAL ITEMS ........... 15
12. GENERAL BUSINESS ........................................................................................................... 15
13. AUDIT COMMITTEE MEETING DATES FOR THE 2012 CALENDAR YEAR .............................. 16
14. CLOSE OF MEETING ............ 16

Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 3 of 16


Appendices

Appendix 1 Minutes of the Audit Committee Meeting Under separate cover
12 September 2011
Appendix 2 Status of Outstanding Actions – External Audit Reports Under separate cover
Appendix 3 Victorian Auditor-General’s Report November 2011: Under separate cover
Results of the 2010-11 Audits
Appendix 4 Internal Audit Report – Council Reporting Under separate cover
Appendix 5 Internal Audit Report – Corporate Governance Under separate cover
Appendix 6 Internal Audit Report – Risk Management Under separate cover
Appendix 7 Status of Outstanding Actions – Internal Audit Reports Under separate cover
Appendix 8 Insurance Audit Report – JMAPP Property Under separate cover
Appendix 9 Insurance Audit Report – Fidelity Under separate cover
Appendix 10 Insurance Audit Report – Liability Mutual Under separate cover
Appendix 11 2011/12 Quarterly Financial Report as at Under separate cover
30 September 2011

Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 4 of 16


1. OPENING OF MEETING

Meeting opened at 4:05pm


2. PRESENT & APOLOGIES

Present
Members
Mr. Richard Bull (Chairman)
Mr. Roland ‘Barney’ Orchard
Mr. David Shaw
Cr. John Burgess
Cr. David Mitchell
Officers
Ev Wuchatsch - General Manager Governance & Community
Allison Chaloner, Senior Accountant
Invitees
Mr. David Hutchings, AFS & Associates (Internal Auditor)

Apologies
Mr. Lenny Jenner, Chief Executive Officer
Mr. Barry Capp


3. PECUNIARY INTEREST & CONFLICT OF INTEREST DISCLOSURES

Nil


4. AUDIT COMMITTEE MEETING - 12 SEPTEMBER 2011

4.1. Confirmation of Minutes
(Appendix 1)

Moved: Barney Orchard / Seconded: John Burgess:

That the Minutes of the Audit Committee Meeting held on Monday 12 September 2011 be
confirmed.


Carried

Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 5 of 16


4.2 Business Arising from Audit Committee Meeting - 12 September 2011

Letter received from VAGO in response to Item 4.2.2 Understanding the Audit Matrix


5. EXTERNAL AUDIT

5.1 Status of Outstanding Actions – External Audit Reports

Of the 4 issues remaining in the most recent audit management letter in September 2011, 1 item
has now been completed (sick leave reporting in the new payroll system), two are in progress
(personnel files and I.T. policies/procedures) and one is yet to commence (I.T. strategy). Refer to
Appendix 2 for further details.

Progress, which has seen only 2 items now remaining, will be reviewed by Crowe Horwarth,
Council’s external auditors, at the next interim external audit visit which is expected to take place
in April 2012 after which the completed items can be removed.

Moved: Barney Orchard / Seconded: John Burgess:

That the progress report of outstanding actions from External Audit reports be received.


Carried


5.2. Victorian Auditor-General’s Report November 2011: Results of the 2010-11 Audits

On 23 November 2011, the Auditor-General of Victoria tabled his Acquittal Report: Results of the
2010-11 Audits. The report acquits the final results of the 2010-11 audits, as well as analysing the
quality of financial information and commenting on financial sustainability.

Council officers have reviewed this report by the Auditor-General of Victoria and a summary of the
findings from this report, as they relate specifically to the Borough of Queenscliffe and the council
grouping ‘Small Shires’ within which Council is categorized, is included at Appendix 3.

Recommendation:

That the Council officers report, summarizing the Victorian Auditor-General’s Report November
2011: Results of the 2010-11 Audits, be received.


Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 6 of 16


Moved: Barney Orchard / Seconded: David Shaw:

1. That the Council officers report, summarizing the Victorian Auditor-General’s Report
November 2011: Results of the 2010-11 Audits, be received.

2. That the Audit Committee seeks the Councillor’s opinions as to the use and issues (as a
benchmarking tool) that Council identified in the VAGO report.

NOTED: The concerns relating to “liquidity”


Carried


6. INTERNAL AUDIT

Officers have received and provided management comment, where appropriate, in response to
three internal audit reports issued by AFS & Associates in November 2011 as follows:

6.1. Internal Audit Report – Council Reporting
(Appendix 4)
NOTED: That the Internal Auditor advised that there were no risks identified (relating to
6.1 Internal Audit Report – Council Reporting, Appendix 4.)


6.2. Internal Audit Report – Corporate Governance
(Appendix 5)


6.3. Internal Audit Report – Risk Management
(Appendix 6)

Recommendation:

That the three internal audit reports, including management comment, be received.



Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 7 of 16


Moved: David Shaw / Seconded: Barney Orchard:

1. That the three internal audit reports, including management comment, be received.

2. That the Audit Committee request feedback regarding 6.2, Item 3.6, relating to the CEO
Performance Review.

3. That Item 3.4 be expanded to incorporate a signing of the Code of Conduct by staff
periodically at the discretion of the CEO.

4. That Officers provide a self-assessment checklist to Audit Committee members to be
returned via the Internal Auditor and reported at the next Audit Committee Meeting.

NOTED: The Committee noted the Internal Auditor’s positive comments regarding staff
co-operation and assistance.


Carried


6.4 Status of Outstanding Actions – Internal Audit Reports

Of the previously outstanding 19 issues raised in internal audits from December 2005 through to
May 2011, 11 items have now been completed, 4 are partially completed and 4 not yet addressed.
Council officers propose that the 11 items shaded green in the report attached (refer Appendix 7)
be acknowledged as complete and removed from the list of outstanding actions.

Moved: David Shaw / Seconded: Barney Orchard:

That the progress report of outstanding actions from Internal Audit reports be accepted and the
11 green shaded items be removed as complete.


Carried


6.5 Call for Expressions of Interest for the Provision of Internal Audit Services

Officers have prepared tender documentation with the respect to the provision of internal audit
services to Council, for a period of three years with the option to extend for a further two years.
An advertisement has been placed, calling for expressions of interest, with a closing date of
17 January 2012.

Council officers recommend that the Audit Committee select one of its members to participate in
the tender evaluation panel. Evaluation is expected to be completed by 31 January 2012, with an
appointment to be made by 17 February 2012. Council officers will provide a report back to the
Audit Committee at its next meeting on 4 June 2012, detailing the outcome of the tender process.
Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 8 of 16


The first internal audit review to be conducted by the appointee is to be completed by no later
than 31 May 2012, in time for reporting internal audit review results and recommendations back
to the next Audit Committee meeting on 4 June 2012.

As a reminder, following is a list of audit topics previously supplied to the Audit Committee for the
2012 calendar year:
May 2012 Corporate Credit Cards
Creditors / Payments
Tax Compliance: GST, FBT, PAYG
Risk Management
Follow up on outstanding actions from previous internal audit reports

November 2012 Payroll
Insurance
Local Laws
Risk Management
Follow up on outstanding actions from previous internal audit reports

Recommendation:

a. That the Audit Committee select one member to participate in the tender evaluation
panel; and
b. That the Audit Committee confirm the above list of audit topics for the 2012 calendar
year continues to be relevant and is to be undertaken by the appointed internal auditor.



Moved: David Mitchell / Seconded: Barney Orchard:

a. That David Shaw be nominated to participate in the tender evaluation panel (NOTE:
nomination accepted); and

b. That the May 2012 Audit Review process include the Caravan Parks revenue processes.


Carried

Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 9 of 16


7. INSURANCE AUDITS

Officers have received and provided management comment, where appropriate, in response to
three insurance audit reports issued by Jardine Lloyd Thompson in November 2011 as follows:

7.1. Insurance Audit Report – JMAPP Property

The JMAPP Audit Progress Review was conducted on 9 November 2011 and a report has been
received from Jardine Lloyd Thompson (refer Appendix 8). Council officers have reviewed the
audit report and have provided an indication of the responsible officer and target dates, for
completion of outstanding actions.

It should be noted that this audit is a mid-term review during the two year audit cycle, being a
check on how Council officers are progressing with outstanding actions. There is no opportunity to
improve the score received as part of the initial audit in November 2010. The next full audit will
take place in November 2012.


Recommendation:

That the audit report including management response in relation to the JMAPP Property Audit
be received.



Moved: Barney Orchard / Seconded: David Shaw:

That the audit report including management response planned in relation to the JMAPP
Property Audit be received and accepted and that the efforts made to improve the scores be
acknowledged.


Carried

7.2. Insurance Audit Report – Fidelity

The Fidelity Audit Progress Review was conducted on 9 November 2011 and a report has been
received from Jardine Lloyd Thompson (refer Appendix 9). Council officers have reviewed the
audit report and have provided an indication of the responsible officer and target dates, for
completion of outstanding actions.

It should be noted that this audit is a mid-term review during the two year audit cycle, being a
check on how Council officers are progressing with outstanding actions. There is no opportunity to
improve the score received as part of the initial audit in November 2010. The next full audit will
take place in November 2012.

Borough of Queenscliffe
Minutes of the Audit Committee Meeting 12 December 2011 Page 10 of 16


Recommendation:

That the audit report including management response in relation to the Fidelity Audit be
received.



Moved: David Shaw / Seconded: Barney Orchard:

That the audit report including management response planned in relation to the Fidelity Audit
by received and accepted.


Carried

7.3. Insurance Audit Report – Liability Mutual

The Liability Mutual Audit was conducted on 16 November 2011 and a report has been received
from Jardine Lloyd Thompson (refer Appendix 10). Council officers have reviewed the audit report
and have provided an indication of the responsible officer and target dates, for completion of
outstanding actions.

It should be noted that this audit is the initial audit for the two year audit cycle and Council
officers have the opportunity to further improve upon the score received, by continuing to
progress outstanding actions, prior to 13 January 2012.

The initial score issued by the Auditor is 58%, an improvement of 11.5% (compared with the key
performance indicator in the Council Plan of 5% improvement) on the previous audit result
of 52%.

The final score will be issued shortly after 13 January 2012, when any supplementary information
provided by Council has been considered by the Auditor. Any improvement in this result will be
reported back to the next Audit Committee meeting scheduled for 4 June 2012.

Recommendation:

That the audit report including management response in relation to the Liability Mutual Audit
be received.


Moved: Barney Orchard / Seconded: David Shaw:

That the audit report including management response planned in relation to the Liability Mutual
Audit be received and accepted.


Carried

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