MINUTES OF Central
Otago District Council Audit and Risk Committee
HELD IN Ngā Hau e
Whā, William Fraser Building, 1 Dunorling Street, Alexandra ON
Friday, 4 June 2021 AT
9.32 am
PRESENT: Ms L Robertson (Chair), His Worship the Mayor T Cadogan, Cr S Jeffery, Cr N McKinlay
IN ATTENDANCE: Cr C Laws, 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), A McDowall (Finance Manager), G McFarlane (Business Risk and Procurement Manager), A Crosbie (Senior Strategy Advisor), A Mason (Media and Marketing Manager - Tourism Central Otago), K McCulloch (Corporate Accountant), L Webster (Regulatory Services Manager), R Ennis (Health, Safety and Wellbeing Advisor) and R Williams (Governance Manager)
Note: The Mayor assumed the Chair until Ms Robertson arrived at 9.42 am.
1 Apologies
Moved: Cadogan Seconded: Jeffery That the apology from Cr N Gillespie and the apology for lateness from Ms L Robertson be received and accepted. |
2 Public Forum
There was no public forum.
3 Confirmation of Minutes
Moved: Jeffery Seconded: McKinlay That the public minutes of the Audit and Risk Committee Meeting held on 24 February 2021 be confirmed as a true and correct record. |
Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.
To provide an update on the status of the internal audit programme and any outstanding actions for completed internal and external audits. |
Moved: Cadogan Seconded: McKinlay That the Audit and Risk Committee receives the report. |
Note: Ms Robertson arrived at 9.42 am and assumed the Chair.
To review and recommend to Council the adoption of the Sensitive Expenditure Policy, the Travel Policy and the Credit Card Policy. During discussion the following changes were suggested: · The roles and responsibilities for domestic and international travel to be separated. · Ensure the one up principal is reflected in the elected members’ allowances and reimbursement policy, and that approval for travel reflects the elected members’ allowances and reimbursement policy. · The Gift and Hospitality register should be considered by the Audit and Risk Committee annually.
· Both accepting and declining gifts and hospitality must be recorded in the register. |
Moved: Robertson Seconded: McKinlay That the Audit and Risk Committee A. Receives the report and accepts the level of significance. B. Recommends to Council that they approve the amended Sensitive Expenditure Policy, the Travel Policy and the Credit Card Policy. |
Note: The Mayor left the meeting at 10.02 am and returned at 10.12 am.
Note: Cr McKinlay left the meeting at 10.46 am and returned at 10.49 am.
To consider the Risk Management update. During discussion it was agreed that a copy of the risk register would be provided for the next meeting, even if it was still in draft format. |
Moved: Robertson Seconded: Jeffery That the report be received. |
To consider and provide feedback on the draft Financial Reserves Policy before submitting to Council for consideration at their 30 June meeting. A minor amendment was suggested for inclusion in the final document. |
Moved: Robertson Seconded: Cadogan That the Audit and Risk Committee A. Receives the report and accepts the level of significance. B. Notes the Financial Reserves Policy will be considered at the Council 30 June meeting. |
To consider and provide feedback on the draft Fixed Asset and Disposal Policy before requesting that the Chief Executive approves this policy for council staff use. During discussion minor amendments were suggested and it was agreed that the title of the policy would be amended to read “Fixed Asset Management and Disposal Policy.” |
Moved: Robertson Seconded: McKinlay That the Audit and Risk Committee A. Receives the report and accepts the level of significance. B. Notes the draft policy, with any amendments, will be signed-off by the Chief Executive and issued to staff for implementation. |
To consider the financial performance for the period ending 31 March 2021. The new Finance Manager was introduced to the Committee. |
Moved: Robertson Seconded: Cadogan That the report be received. |
To present an updated register of the Council’s policies and strategies. |
Moved: Robertson Seconded: McKinlay That the Audit and Risk Committee receive the report. |
To give an overview of a known new compliance issue and actions taken to remedy. |
Moved: Robertson Seconded: Jeffery That the report be received. |
To consider Council’s approach to complying with its legislative responsibility to inspect privately-owned swimming pools under the Building Act 2004 (as amended 1 January 2017). |
Moved: Robertson Seconded: Cadogan That the report be received. |
To consider a draft work programme for the Audit and Risk Committee. |
Moved: Cadogan Seconded: Robertson That the report be received. |
Note: The Mayor left the meeting at 11.51 am and returned at 11.53am.
To provide information on key health and safety risks and the measures in place to mitigate those risks at the Central Otago District Council. |
Moved: Robertson Seconded: Jeffery That the report be received. |
There was no update from the Chair. |
There were no members’ updates. |
The date of the next scheduled meeting is 1 October 2021.
10 Resolution to Exclude the Public
Moved: Robertson Seconded: Cadogan 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:
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The public were excluded at 11.55 am and the meeting closed at 12.48 pm.