MINUTES OF A MEETING OF THE Central Otago District Council’s Audit and Risk Committee, HELD IN Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra ON Wednesday, 24 February 2021 AT 9.33 am

 

PRESENT:              Ms L Robertson (Chair), Cr N Gillespie, Cr S Jeffery, Cr N McKinlay

IN ATTENDANCE: Cr T Paterson, S Jacobs (Chief Executive Officer), L Fleck (Executive Manager – People and Culture), L Macdonald (Executive Manager - Corporate Services), 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), K McCulloch (Corporate Accountant), D McKewen (Accountant), E Aucherlonie (Project Manager) and R Williams (Governance Manager)

 

1                 Apologies

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That apologies from His Worship the Mayor T Cadogan and Cr T Alley be received and accepted.

Carried

 

2                 Public Forum

There was no public forum.

 

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the minutes of the Audit and Risk Committee meeting held on 14 December 2020 be confirmed as a true and correct record.

Carried

 

4                 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

 

5                 Reports for Information

21.1.3         An update on the preparation of the 2021-31 Long-term Plan

To provide an update on the progress in developing the 2021-31 Long-term Plan.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the report be received.

Carried

 

21.1.4         Policy and Strategy Register

To present an updated register of council’s policies and strategies. 

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the report be received.

Carried

 

21.1.5         Audit NZ and Internal Audit Update

To update the Committee on the status of the internal audit programme and any outstanding actions for completed internal and external audits.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the Audit and Risk Committee receives the report.

Carried

 


 

 

21.1.6         Risk Management Update

To consider the Risk Management update.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the report be received.

Carried

 

21.1.7         Procurement Update

To provide an update on procurement activities at Central Otago District Council.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the report be received.

Carried

 

21.1.8         Financial Report for year ending 31 December 2020

To consider the financial performance for the period ending 31 December 2020.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the report be received.

Carried

 

21.1.9         Health Safety and Well-being Report

To provide information on key health and safety risks and the measures in place to mitigate those risks at the Central Otago District Council.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the Committee receives the report.

Carried

6                 Chair's Report

21.1.10       Chair's Report

The Chair advised that she would be undertaking an evaluation of the performance of the Committee and would seek input from the members, observers and the executive team. A report back would be provided to the June meeting.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the report be received.

Carried

 

7                 Members' Reports

21.1.11       February Members' Reports

It was noted that the June meeting would mark the midpoint of the triennium and that the two observers on the Committee would change from Crs Alley and Paterson to Crs Cooney and Laws.  The Chair acknowledged Crs Alley and Paterson’s participation on the Committee.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the reports be received.

Carried

 

8                 Status Reports

21.1.12       February Governance Report

To consider the legacy status reports from previous meetings.

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the report be received.

Carried

 

9                 Date of The Next Meeting

The date of the next scheduled meeting is 4 June 2021.  Cr Gillespie noted that he would be an apology for that meeting.

10               Resolution to Exclude the Public

Committee Resolution 

Moved:               Robertson

Seconded:          Gillespie

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

21.1.13 - Confirmation of Non-Public Minutes from the Previous Meeting

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

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

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

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

21.1.14 - Cromwell Pool Update

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

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

21.1.15 - Lake Dunstan Water Supply Project Audit - Implementation Plan

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

21.1.16 - Litigation Report

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

21.1.17 - February 2021 Confidential Governance Report

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

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

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

 

The public were excluded at 10.42 am and the meeting closed at 11.13am.