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AGENDA
Audit and Risk Committee Meeting Wednesday, 24 February 2021 |
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Date: |
Wednesday, 24 February 2021 |
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Time: |
9.30 am |
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Location: |
Ngā Hau e Whā, William Fraser Building 1 Dunorling Street, Alexandra |
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Sanchia Jacobs Chief Executive Officer |
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24 February 2021 |
Notice is hereby given that an Audit and Risk Committee meeting will be
held in Ngā Hau e Whā, William
Fraser Building, 1 Dunorling Street, Alexandra on
Wednesday, 24 February 2021 at 9.30 am
21.1.1 Confirmation of Minutes from the Previous Meeting
21.1.2 Declarations of Interest Register
21.1.3 An update on the preparation of the 2021-31 Long-term Plan
21.1.4 Policy and Strategy Register
21.1.5 Audit NZ and Internal Audit Update
21.1.8 Financial Report for year ending 31 December 2020
21.1.9 Health Safety and Well-being Report
21.1.11 February Members' Reports
21.1.12 February Governance Report
10 Resolution to Exclude the Public
21.1.13 Confirmation of Non-Public Minutes from the Previous Meeting
21.1.15 Lake Dunstan Water Supply Project Audit - Implementation Plan
21.1.17 February 2021 Confidential Governance Report
Members Ms L Robertson (Chair), His Worship the Mayor T Cadogan, Cr N Gillespie, Cr S Jeffery, Cr N McKinlay,
In Attendance Cr T Alley, Cr T Paterson, S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L Fleck (Executive Manager – People and Culture), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G McFarlane (Business Risk and Procurement Manager) and R Williams (Governance Manager)
An apology has been received from His Worship the Mayor Tim Cadogan.
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Audit and Risk Committee meeting - 14 December 2020
21.1.1 Confirmation of Minutes from the Previous Meeting
Doc ID: 523584
1. Purpose
To confirm the public section of the minutes of the Audit and Risk Committee meeting held on 14 December 2020.
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That the public section of the minutes of the Audit and Risk Committee meeting held on 14 December 2020 be confirmed as a true and correct record.
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Appendix 1 - Unconfirmed Public
Minutes of the 14 December Audit and Risk Committee Meeting ⇩ 
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Report author: |
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Rebecca Williams |
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Governance Manager |
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11/02/2021 |
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Audit and Risk Committee meeting |
24 February 2021 |
CENTRAL OTAGO DISTRICT COUNCIL
AUDIT AND RISK COMMITTEE
MINUTES of a meeting of the Audit and Risk Committee held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra on Monday, 14 December 2020 commencing at 2.00 pm.
PRESENT: L Robertson (Chair, via Microsoft Teams), His Worship the Mayor T Cadogan, Councillors N Gillespie and N McKinlay
APOLOGIES: Apologies were received from Crs S Jeffery, T Alley and T Paterson.
It was moved (Cadogan/Gillespie):
That the apologies be accepted.
Motion carried
IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager – Corporate Services), J Muir (Executive Manager – Infrastructure Services), L van der Voort (Manager, Planning and Environment) and R Williams (Governance Manager)
20.5.1 Confirmation of Minutes
It was moved (Cadogan/Robertson):
That the minutes of the Audit and Risk Committee meeting held on 28 September 2020 be confirmed as a true and correct record.
Motion carried
20.5.2 Declaration of Interest
Members were reminded of the need to be vigilant and to stand aside from decision making when a conflict arises.
Note: Dereck Ollsson from Audit New Zealand joined the meeting via Microsoft Teams for item 20.5.3
20.5.3 Audit New Zealand – Consultation Document and Long-term Plan Engagement Letter
A report from the Executive Manager Corporate Services to review Audit New Zealand’s engagement letter for the audit of the consultation document and Long-term Plan for the period commencing 1 July 2021 and to recommend to Council for sign off had been circulated.
There was a discussion about the timing of the Audit New Zealand visit in February and it was agreed that this would be confirmed prior to the engagement letter being signed.
It was moved (Robertson/McKinlay):
That the Committee:
A. Receives the report and accepts the level of significance.
B. Recommends that the Mayor, on behalf of Council sign the Audit New Zealand engagement letter for the audit on the long-term plan commencing 1 July 2021, upon confirmation of an agreed date for the initial visit by Audit NZ.
Motion carried
20.5.4 Update on the Preparation of the 2021-31 Long-term Plan
A report from the Chief Advisor to provide an update on the preparation of the 2021-31 Long-term Plan had been circulated.
It was moved (Cadogan/Robertson):
That the Committee receives the report.
Motion carried
20.5.5 Local Authorities (Members’ Interests) Act 1968 – Application for Approval of Contract
A report from the Governance Manager to inform the committee of an application for an approval of a contract from the Office of the Auditor General had been circulated.
It was moved (Robertson/Cadogan):
That the Committee receives the report.
Motion carried
20.5.6 Chairperson’s Report
Ms Robertson advised that she had nothing to report.
20.5.7 Members’ Reports
The High Court judgement regarding the Thames-Coromandel District Council decision not to sign a national declaration on climate change was noted.
20.5.8 Chief Executive Officers Status Report
A report from the Chief Executive to provide the Committee with an update on resolutions had been circulated.
It was moved (Gillespie/Robertson):
That the Committee receives the report.
Motion carried
20.5.9 Date of the Next Meeting
The date of the next meeting is Wednesday 24 February 2021.
THE COMMITTEE IN CLOSED MEETING
Moved (Robertson/McKinlay:
In accordance with s 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by s 6 or s 7 of that Act it is recommended:
1 That the public is excluded from:
· The following parts of the proceedings of this meeting, namely; item 20.5.10
The general subject of the matters to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds for excluding the public, as specified by s 48(1) of the Local Government Official Information and Meetings Act 1987, are set out below:
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Meeting Item No. and subject |
Reason for excluding the public |
Grounds for excluding the public |
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20.5.10 Confidential Status Reports |
To protect the privacy of natural persons. |
The withholding of the information is necessary to protect the privacy of natural persons (s 7(2)(a)). |
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To fulfil an obligation of confidence where the making available of the information would be likely otherwise to damage the public interest. |
Under the Local Government Official Information and Meetings Act 1987 s7(2)(c)(ii) – the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest. |
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To avoid prejudice to measures protecting the health or safety of members of the public. |
Under the Local Government Official Information and Meetings Act 1987 s7(2)(d) – the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public. |
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To allow the local authority to carry on, without prejudice or disadvantage, negotiations. |
Under the Local Government Official Information and Meetings Act 1987 s7(2)(i) - to enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). |
Note: The public was excluded at 2.39 pm and the meeting closed at 2.44 pm.
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21.1.2 Declarations of Interest Register
Doc ID: 523626
1. Purpose
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
Appendix 1 - Declarations of
Interests ⇩ 
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21.1.3 An update on the preparation of the 2021-31 Long-term Plan
Doc ID: 523661
1. Purpose
To provide an update on the progress in developing the 2021-31 Long-term Plan.
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That the report be received.
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2. Discussion
It was agreed at the 28 September 2020 Committee meeting, that the Committee would receive regular updates on the preparation of the long-term plan. This is the second progress update report since then. Since the 14 December 2020 Committee meeting, the Committee has received the draft infrastructure and financial strategies for review and provided feedback. There is one outstanding policy for review, the Development Contributions Policy. Staff have recently received this policy, and will send this policy to the Committee for review and feedback when it is sent to Council. It is the intention to discuss this at the next Council meeting on 24 March 2021.
All key milestones have been achieved and the programme is tracking to schedule (refer to Appendix 1). Of note since the Committee’s last meeting, the draft consultation document has been approved by Council to go to audit. Auditors are currently on site, and are expected to finish the audit by 5 March 2021. Staff will then address any issues raised, before asking Council to formally adopt the consultation document on 24 March 2021. The Committee will also receive a copy of the consultation document for noting before it is made public.
Staff are working on finalising the communications and engagement plan and the internal submissions process. Beyond COVID-19 (and the possibility of another lockdown) there are no other foreseen risks that will impact on council’s ability to deliver the long-term plan successfully. If there was to be another interruption due to COVID-19, staff would revise the programme and look at ways still to deliver on time (such as the use of technology for public submissions). The Committee would be updated in the event this was to occur. The Committee will receive the next programme update at the Committee meeting on 4 June 2021.
Appendix 1 - LTP Timeline as at
February 2021.pdf ⇩ 
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Report author: |
Reviewed and authorised by: |
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Saskia Righarts |
Sanchia Jacobs |
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Chief Advisor |
Chief Executive Officer |
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12/02/2021 |
15/02/2021 |
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21.1.4 Policy and Strategy Register
Doc ID: 521253
1. Purpose
To present an updated register of council’s policies and strategies.
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That the report be received.
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2. Discussion
The Committee have requested that the Policy and Strategy Register be a standing agenda item at its meetings. The Register has been updated to be correct at 5 February 2021.
Since the last presentation of the Register, some timeframes have been updated in response to changing business requirements.
Following the last presentation of the Register in September, three policies have been adopted including the Dog Control Policy and the Community Leasing and Licensing Policy. Three bylaws have also been passed during this time.
Changes since 28 September 2020
People and Culture
· Leave Management Policy – This policy was adopted in December 2020.
· Performance Management Policy – Completion date change from November 2020 to March 2021.
Information Services
· Privacy Policy – Completion date changed from October 2020 to March 2021
· Local Government Official Information and Meetings Act Policy – Completion date changed from October 2020 to March 2021.
· Cybersecurity Policy – A soft review of this policy has been commenced by the Information Services Team. It is due for presentation to the Executive Team in March 2021.
Parks and Property
· Cemeteries Bylaw – This bylaw was adopted at the 18 November 2020 meeting of Council.
· Community Leasing and Licensing Policy – This policy was adopted at the 3 February 2021 meeting of Council.
· Playground Strategy – Completion date changed from December 2020 to January 2022.
· Reserve Naming Policy – Completion date changed from December 2020 to January 2022.
· Plaques and Memorials Policy – Completion date changed from November 2020 to January 2022.
Regulatory
· Dog Control Bylaw and Dog Control Policy – These were adopted at the 9 December 2020 meeting of Council.
· Enforcement Strategy – Completion date changed from January 2021 to July 2021.
Environmental Engineering
· Solid Waste Bylaw – Submissions on the draft bylaw are due to be discussed at the 24 March 2021 meeting of Council.
Three Waters
· Water Bylaw and Policy – These two items have been put on hold due to the increased workload required from the three waters reform programme.
Roading
· Roading Policy – A review of this has been programmed for January 2022.
· Speed Limit Bylaw – Completion date changed from January 2021 to July 2021.
Community and Engagement
· Significance and Engagement Policy – This policy has been moved from the Governance section to the Communications and Engagement section. A revised policy has been drafted for inclusion in the long-term plan.
· Communications and Engagement Strategy – Completion date changed from December 2020 to December 2021.
Finance
· Delegations Policy – Completion date changed from December 2020 to March 2021.
· Vehicle Procurement, Maintenance and Disposal Policy – This policy was adopted by the Executive Team in October 2020.
· Reserve Fund Usage Policy – Completion date changed from November 2020 to June 2021.
General
· Asset Management Policy – Completion date changed from November 2020 to November 2021.
Appendix 1 - Policy and Strategy
Register ⇩ 
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Report author: |
Reviewed and authorised by: |
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Matthew Adamson |
Saskia Righarts |
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Policy Advisor |
Chief Advisor |
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25/01/2021 |
10/02/2021 |
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21.1.5 Audit NZ and Internal Audit Update
Doc ID: 521697
1. Purpose of Report
To update the Committee on the status of the internal audit programme and any outstanding actions for completed internal and external audits.
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That the Audit and Risk Committee receives the report.
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2. Background
Council has a legislative requirement to complete external audits of annual reports through Audit New Zealand. Audit New Zealand complete a governance report on their findings and any recommendations for improvements. A schedule of actions is then created, and allocated to staff to manage the completion of these recommendations.
The 2018-2019 Audit New Zealand Management Report contained a number of actions, the majority have been completed and presented at previous Audit and Risk meetings. However one remains in progress, and three while completed, are awaiting Audit NZ’s sign-off. Details can be found in Appendix 2.
The governance report for the 2019-2020 Annual Report is currently being prepared. This has been delayed due to many of local government annual report audits being postponed by two months due to COVID-19 impacts.
In addition to external audits, the council carries out several internal audits to provide assurance over compliance and to mitigate business risks. In August 2020, Deloitte conducted a four-year internal audit programme based on factors such as budgetary constraints, recently completed engagements and the current view of the risk landscape in the local government sector. This was then prioritised and the Committee approved the programme of work as detailed below for the next four years (2021 – 2024) ending June.
Internal audits are in the process of being finalised for GST and cash-handling. Once the final reports come through these will be presented to the Committee with a proposed register for follow-up of any recommendations arising from the audit.
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Internal Audit Review Programme |
Completed 2019-20 |
FY 20-21 |
FY 21-22 |
FY 22-23 |
FY 23-24 |
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Payroll |
ü |
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Accounts Payable |
ü |
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GST |
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ü |
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Cash-handling |
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ü |
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Council Rates Review for LTP |
ü |
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Information and Records Management |
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ü |
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Procurement |
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ü |
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Cyber Security |
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ü |
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Contract Management |
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ü |
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Capital Expenditure Planning and Monitoring |
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ü |
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Health & Safety |
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ü |
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Recruitment Review |
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ü |
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Environmental Management (including Sustainability) |
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Business Continuity / Disaster Recovery |
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Asset Management |
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Benefits Realisation |
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Legislative Compliance |
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Red – denotes suggested alternative audit review options
3. Discussion
Both internal and external audits result in recommendations where council can make improvements. Staff create a register of tasks associated with these recommendations and assign a staff member to manage the implementation. Appendix 1 and 2 list the outstanding tasks and any progress with these tasks. Once the Committee have viewed the completed tasks these are removed from the schedule.
Currently the internal audit schedule has completed five of the outstanding tasks and has five in progress but is on track to complete these within the scheduled timeframe. This schedule will be updated and presented to the Committee, along with the full reports, once Deloittes finalise their findings from the cash-handling and GST audits.
The external audit schedule has three completed actions pending Audit NZ sign off and one action remains in progress. This schedule will be updated and presented to Audit and Risk, along with the full report, once the 2019-2020 Audit NZ report is issued.
The following attachments includes a status update on the actions resulting from the auditors recommendations.
Appendix 1 - Internal Audit Review
Register ⇩
Appendix 2 - Audit NZ 2018-2019
Management Report Updates.pdf ⇩
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Report author: |
Reviewed and authorised by: |
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Gabi McFarlane |
Leanne Macdonald |
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Risk and Procurement Manager |
Executive Manager - Corporate Services |
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9/02/2021 |
11/02/2021 |
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Doc ID: 522246
1. Purpose
To consider the Risk Management update.
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That the report be received.
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2. Discussion
The Strategic Risk Register remains under development. A workshop has been undertaken with the Executive Team, determining the top strategic risks which the organisation may face. To progress the register, a further workshop with the Executive Team is scheduled to be undertaken in March 2021, generating the balance of information required for the completion of the Strategic Risk Register.
The Register will be based on the of the AS/NZS ISO 31000:2009 Risk Management – Principles and guidelines standards.
Nil
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Report author: |
Reviewed and authorised by: |
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Gabi McFarlane |
Leanne Macdonald |
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Risk and Procurement Manager |
Executive Manager - Corporate Services |
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29/01/2021 |
29/01/2021 |
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Doc ID: 521934
1. Purpose
To provide an update on procurement activities at Central Otago District Council.
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That the report be received.
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2. Discussion
The Procurement Policy adopted in August 2020 is now in effect and operating as intended. This policy has provided stronger direction for council’s procurement activities and has been well received by the organisation. A soft review of this policy will occur in July 2021 to ensure the policy is fulfilling expectations and operating effectively across the business.
A number of procurement resources, including procurement plans and standardised tender documents have been created and circulated to the Executive Team for review and feedback by the end of February. These documents sit in alignment with the Government Procurement Rules and aid in the streamlining of council’s procurement processes. The resources set a solid foundation for procurement activities, ensuring procurement remains transparent, fair and in alignment with government directives, providing a solid platform from which to build on.
Nil
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Report author: |
Reviewed and authorised by: |
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Gabi McFarlane |
Leanne Macdonald |
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Risk and Procurement Manager |
Executive Manager - Corporate Services |
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28/01/2021 |
11/02/2021 |
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21.1.8 Financial Report for year ending 31 December 2020
Doc ID: 522963
1. Purpose
To consider the financial performance for the period ending 31 December 2020.
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That the report be received.
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2. Background
The Committee has requested regular financial updates.
3. Financial Reporting
For the first 6 months of 2020-21, operating surplus is $7.32M and is largely the result of external funding received for the Three Waters reform and land sales. The activity managers will reforecast their budgets in February 2021 based on year-to-date actuals as of 31 December 2020. This forecast will be taken to Council in March for approval.
i. Land sales of $3.7M which relates to the Gair Avenue development creating a $1.2M positive variance in income. This income is partly offset by $2M of costs that council has incurred including developer costs and profit-sharing costs.
ii. Funding received for the Three Waters reform is $4.73M.
iii. Expenditure is lower than budget by $1.23M attributed to timing of roading, refuse and recycling costs.
Attached to this report is the Council report presented in February, which includes a variance analysis against the general ledger profit and loss statement, plus an activity level variance (Appendix 1).
The report also details the expenditure of the capital works programme across activities to enable oversight on progress of these projects.
4. Accounts
Receivable
As at 31 December 2020, council had a $197k outstanding in accounts receivables. The largest outstanding debtor is New Zealand Cherry Corp $120k resource consent related to Plan Change 14.
|
Type of Debtor |
Current |
30 Days |
60 Days |
> 90 Days |
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Other |
$ 482,768 |
$ 19,471 |
$ 13,681 |
$ 40,469 |
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Building Consents |
$ 28,461 |
$ 735 |
$ 2,474 |
$ 2,354 |
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Resource Consents |
$ (267) |
$ 28,584 |
$ 2,626 |
$ 154,522 |
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TOTAL |
$ 510,962 |
$ 48,790 |
$ 18,782 |
$ 197,345 |
• Debt is actively managed and monitored and if a debtor is past our three-month threshold, their information is sent to our debt collection agency, Receivables Management Limited. We are reviewing our terms of trade which will be uploaded to the council website once approved. This will allow us to charge interest to all outstanding debtors that are over three months.
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Sundry Debtor |
Totals |
Under $500 |
$500 to |
$1k to |
$2k to |
$10k to $50k |
Over |
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Current |
$ 510,962 |
$ (85,259) |
$ 14,419 |
$ 14,221 |
$ 102,736 |
$ 76,907 |
$ 387,939 |
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Percentage |
100% |
-17% |
3% |
3% |
20% |
15% |
76% |
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No. of Invoices |
385 |
324 |
20 |
11 |
26 |
3 |
1 |
|
30 Days |
$ 48,790 |
$ 7,060 |
$ 4,651 |
$ 7,251 |
$ 14,842 |
$ 14,986 |
$ - |
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Percentage |
100% |
14% |
10% |
15% |
30% |
31% |
0% |
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No. of Invoices |
57 |
39 |
8 |
5 |
4 |
1 |
0 |
|
60 Days |
$ 18,782 |
$ 2,836 |
$ 3,726 |
$ 1,729 |
$ 10,491 |
$ - |
$ - |
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Percentage |
100% |
15% |
20% |
9% |
56% |
0% |
0% |
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No. of Invoices |
28 |
20 |
5 |
1 |
2 |
0 |
0 |
|
> 90 Days |
$ 197,345 |
$ 10,519 |
$ 2,954 |
$ 5,710 |
$ 34,124 |
$ 23,299 |
$ 120,739 |
|
Percentage |
100% |
5% |
1% |
3% |
17% |
12% |
61% |
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No. of Invoices |
74 |
54 |
5 |
4 |
8 |
2 |
1 |
5. Investment
As at 31 December 2020, council had cash balances of $18M, of which term deposits of $12M mature within 90 days.
|
Bank |
Amount |
Term (Mnth) |
Start Date |
End Date |
Fixed Rate |
|
KiwiBank |
1,000,000 |
1 |
7 Dec 2020 |
6 Jan 2021 |
0.40% |
|
BNZ |
2,000,000 |
8 |
22 May 2020 |
7 Jan 2021 |
2.26% |
|
BNZ |
1,000,000 |
8 |
22 May 2020 |
27 Jan 2021 |
2.29% |
|
KiwiBank |
1,000,000 |
2 |
7 Dec 2020 |
5 Feb 2021 |
0.54% |
|
Westpac |
2,000,000 |
7 |
1 Jul 2020 |
10 Feb 2021 |
1.87% |
|
KiwiBank |
4,000,000 |
7 |
13 Aug 2020 |
3 Mar 2021 |
1.70% |
|
KiwiBank |
1,000,000 |
3 |
7 Dec 2020 |
8 Mar 2021 |
0.85% |
|
BNZ |
1,000,000 |
4 |
7 Dec 2020 |
6 Apr 2021 |
0.55% |
|
KiwiBank |
2,000,000 |
7 |
14 Sep 2020 |
19 Apr 2021 |
1.50% |
|
BNZ |
3,000,000 |
6 |
7 Dec 2020 |
8 Jun 2021 |
0.89% |
Weighted average interest rates for all Council term deposits is 1.41%.
6. Internal Loans
Forecast closing balance for 30 June 2021 is $4.270M.
|
Owed By |
Original Loan |
1 July 2020 Opening Balance |
30 June 2021 forecast closing balance |
|
|
Public Toilets - Roxburgh & Cromwell |
670,000 |
513,510 |
491,239 |
|
|
Tarbert St Bldg |
25,868 |
14,502 |
13,067 |
|
|
Moly Pool |
25,876 |
- |
- |
|
|
Alex Town Centre |
94,420 |
54,766 |
49,759 |
|
|
Alex Town Centre |
186,398 |
101,720 |
91,041 |
|
|
Alex Town Centre |
290,600 |
170,912 |
155,412 |
|
|
Centennial Milkbar |
47,821 |
24,252 |
21,284 |
|
|
Water Ranfurly |
96,000 |
1,000 |
0 |
|
|
Vincent Grants |
95,000 |
28,500 |
19,000 |
|
|
Pioneer Store Naseby |
21,589 |
12,236 |
10,949 |
|
|
Roxburgh Water |
867,000 |
743,391 |
717,829 |
|
|
ANZ Bank Seismic Strengthening |
180,000 |
154,337 |
149,030 |
|
|
Clyde Railway Station |
12,394 |
- |
- |
|
|
Molyneux Pool |
262,000 |
604,000 |
571,900 |
|
|
Maniototo Hospital |
1,873,000 |
1,824,913 |
1,775,142 |
|
|
Alexandra Airport |
218,000 |
211,407 |
204,485 |
|
|
|
4,965,966 |
4,459,446 |
4,270,138 |
7. External Community Loans
Total amount of external loans at the beginning of the financial year 2020-21 was $241k and as at 31 December 2020 the outstanding balance was $215k. Council has received $25k in principal payments and $6.4k in interest payments.
|
Owed By |
Original Loan |
1 July 2020 Actual |
Principal |
Interest |
31 Dec 2020 Actual |
|
Opening Balance |
Closing Balance |
||||
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Cromwell College |
400,000 |
164,184 |
16,464 |
4,595 |
147,720 |
|
Maniototo Curling |
160,000 |
48,743 |
6,459 |
1,152 |
42,284 |
|
Oturehua water |
46,471 |
28,122 |
2,715 |
686 |
25,407 |
|
|
606,471 |
241,049 |
25,638 |
6,433 |
215,411 |
Appendix 1 - Financial Performance
for period ending 31 December 2020 ⇩
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Report author: |
Reviewed and authorised by: |
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|
|
Kim McCulloch |
Leanne Macdonald |
|
Management Accountant |
Executive Manager - Corporate Services |
|
5/02/2021 |
12/02/2021 |
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21.1.9 Health Safety and Well-being Report
Doc ID: 522697
1. Purpose
To provide information on key health and safety risks and the measures in place to mitigate those risks at the Central Otago District Council.
|
That the Committee receives the report.
|
2. Background
Council is committed to the appropriate management of health and safety at all our workplaces. Council’s responsibility is to our employees, contractors, volunteers and our customer base.
3. COVID-19
Council continues to promote all the alert level 1 measures. These are
· Keep track of where you have been - NZ COVID Tracer app/booklet and Bluetooth functionality
· Good hygiene - use of sanitiser and hand washing
· Wear a face covering on flights nationally and public transport in Auckland
· Stay at home if unwell
· Get tested for COVID-19 if you have flu or cold like symptoms
· Being prepared to change levels at anytime without notice.
4. Contractor Health and Safety
Council partners with SiteWise for contractor prequalification. Any contractors undertaking physical works (medium to high risk) for the council or on council assets must have a SiteWise rating of 75% or greater.
Council’s contractors continue to score well above the national average.
SiteWise prequalification is a tool that we use to support and manage our health and safety duties with our contractor base.
5. Incident Statistics
Summary
There were no reported notifiable incidents during this period.
Numbers of reported incidents are comparable with 2019/2020, with a very slight decrease for the month of January. This is a pleasing trend as consistent incident reporting is critical to enable risk management.
6. Health, safety and well-being training and initiatives
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Internal training |
External training |
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· Health and safety inductions · Contract manager - SiteWise engagement · BWARE 101 training · BWARE audit and observation · AED – have a go session |
· First Aid (new and refreshers) · Health, safety and wellbeing representative training – level 1 · SiteSafe passports (new and refreshers) · STMS- new requirements · Pool water quality |
Nil
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Report author: |
Reviewed and authorised by: |
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Bern Scurr |
Louise Fleck |
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Health, Safety and Wellbeing Officer |
Executive Manager - People and Culture |
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2/02/2021 |
11/02/2021 |
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Doc ID: 523910
1. Purpose
To consider the February Chair’s report.
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That the report be received.
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21.1.11 February Members' Reports
Doc ID: 523912
1. Purpose
To consider the February members’ reports.
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That the reports be received.
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21.1.12 February Governance Report
Doc ID: 523600
1. Purpose
To consider the legacy status reports from previous meetings.
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That the report be received.
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2. Discussion
With the change to Infocouncil, status reports from previous meetings have been included in the governance report and updated with any actions since the last meeting.
Appendix 1 - Legacy Status Report ⇩ 
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Report author: |
Reviewed and authorised by: |
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Rebecca Williams |
Sanchia Jacobs |
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Governance Manager |
Chief Executive Officer |
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11/02/2021 |
12/02/2021 |
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Audit and Risk Committee meeting |
24 February 2021 |
Status Report on Resolutions for Audit and Risk
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Chief Executive Officer
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Resolution 20.5.4 – December 2020 Update on Preparation of the 2021-2031 Long-term Plan The Committee requested confirmation of when the Investment Policy, Liability Policy and the Rating Policy were last reviewed by the Committee. That the Committee receives the report.
STATUS CLOSED December 2020 – Email sent to Audit and Risk Committee regarding the policies, and attached the Investment and Liability Management Policies. December 2020 – Action memo sent to the Chief Advisor |
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Corporate Services |
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Resolution 20.5.3 Audit New Zealand – Consultation Document and Long-term Plan Engagement Letter
That the Committee:
A. Receives the report and accepts the level of significance.
B. Recommends that the Mayor, on behalf of Council sign the Audit New Zealand engagement letter for the audit on the long-term plan commencing 1 July 2021, upon confirmation of an agreed date for the initial visit by Audit NZ.
STATUS CLOSED December 2020 – The Mayor has signed the Audit New Zealand engagement letter on behalf of Council and this has been emailed to Audit New Zealand for the audit of the Long-term Plan commencing 1 July 2021.
December 2020 – Action memo sent to the Executive Manager Corporate Services.
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24 February 2021 |
The date of the next scheduled meeting is 4 June 2021.
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24 February 2021 |
10 Resolution to Exclude the Public
