Agenda of Audit and Risk Committee meeting

Audit and Risk Committee Agenda

1 October 2021

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

Committee Resolution

Moved: Cadogan

Seconded: Jeffery

That the apology from Cr N Gillespie and the apology for lateness from Ms L Robertson be received and accepted.

Carried

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

Committee Resolution

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.

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 Decisions

21.2.2 Audit NZ and Internal Audit Update

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

Committee Resolution

Moved: Cadogan

Seconded: McKinlay

That the Audit and Risk Committee receives the report.

Carried

Note: Ms Robertson arrived at 9.42 am and assumed the Chair.

21.2.3 Sensitive Expenditure Policy

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.

Committee Resolution

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.

Carried

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.

21.2.4 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.

During discussion a number of suggestions and clarifications were made. It was agreed that these would be updated before the final adoption on 30 June 2021.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

21.2.5 Audit NZ Interim Report on the audit of the 2021-31 Long-term Plan Consultation Document

To receive Audit NZ’s Report to Council on the audit of the 2021-31 Long-term Plan Consultation Document.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

21.2.6 Risk Management Update

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.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

21.2.7 Financial Reserves Policy

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.

Committee Resolution

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.

Carried

21.2.8 Fixed Asset and Disposal Policy

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.”

Committee Resolution

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.

Carried

21.2.9 Financial Report for the period ending 31 March 2021

To consider the financial performance for the period ending 31 March 2021. The new Finance Manager was introduced to the Committee.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

21.2.10 Policy and Strategy Register

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

Committee Resolution

Moved: Robertson

Seconded: McKinlay

That the Audit and Risk Committee receive the report.

Carried

6 Reports for Information

21.2.11 Tourism operator compliance records

To give an overview of a known new compliance issue and actions taken to remedy.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

21.2.12 Update on progress of the Lake Dunstan Water Supply and Clyde Wastewater Reticulation Projects

To provide an update on progress of the Lake Dunstan Water Supply Project and the Clyde Wastewater Reticulation Project. It was noted that the agenda had inadvertently included the Lake Dunstan Water Supply report twice and the Clyde Wastewater Reticulation Project report was tabled.

Committee Resolution

Moved: Robertson

Seconded: McKinlay

That the report be received.

Carried

21.2.13 Roading Physical Works Contract (CON 05-2016-05) - Independent Audit Report November 2020

To report on the independent cost and overhead audit of the Roading Physical Works Contract undertaken by Deloitte.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

21.2.14 Private Swimming Pool Inspections

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).

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

21.2.15 Audit and Risk Work Programme

To consider a draft work programme for the Audit and Risk Committee.

Committee Resolution

Moved: Cadogan

Seconded: Robertson

That the report be received.

Carried

Note: The Mayor left the meeting at 11.51 am and returned at 11.53am.

21.2.16 Health, Safety and Wellbeing 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: Jeffery

That the report be received.

Carried

7 Chair's Report

21.2.17 June 2021 Chair's Report

There was no update from the Chair.

8 Members' Reports

21.2.18 June Members' Reports

There were no members’ updates.

9 Date of The Next Meeting

The date of the next scheduled meeting is 1 October 2021.

10 Resolution to Exclude the Public

Committee Resolution

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:

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
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)(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)(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
21.2.19 - Audit New Zealand Report To the Council on the 30 June 2020 Annual Report	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
21.2.20 - Deloitte Report on the Cash Handling Review	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
21.2.21 - Infrastructure Staffing	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
21.2.22 - Ombudsman Investigation Outcome	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
21.2.23 - 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
21.2.24 - June 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 11.55 am and the meeting closed at 12.48 pm.

Audit and Risk Committee meeting

1 October 2021

Legislative Compliance 2021: Legislation relating to Central Otago District Council

Highlighted pieces of legislation are those with a greater level of responsibility or accountability.

Legislation	Department legislation is primarily relevant to	Function					Comments
Legislation	Department legislation is primarily relevant to	Employer	Land, property, commercial, finance	Governing body/ policy maker	Regulator	Historic	Comments
Accident Compensation Act 2001	People and Culture	ü
Airport Authorities Act 1966	Planning and Environment		ü		ü		Local authorities may assist airport authorities
Animal Welfare Act 1999	Planning and Environment		ü		ü
Anzac Day Act 1966	People and Culture	ü					Anzac Day is a holiday
Archives, Culture, and Heritage Reform Act 2000	Information Management		ü	ü
Arts Council of New Zealand Toi Aotearoa Act 2014	Community		ü	ü			A local authority can be designated as a community arts provider
Bill of Rights 1688	People and Culture	ü					Some electoral freedoms listed - very old and outdated piece of legislation
Biosecurity Act 1993	Planning and Environment		ü		ü
Building Act 2004	Planning and Environment		ü		ü
Building Research Levy Act 1969	Infrastructure		ü				When building we may face levies under this act
Burial and Cremation Act 1964	Planning and Environment		ü
Bylaws Act 1910	Chief Executive			ü
Cadastral Survey Act 2002	Planning and Environment, Infrastructure		ü				Guidelines around surveyors for consenting etc
Children's Act 2014	People and Culture	ü					Employment checks on those working with children (i.e. Swimming pools)
Citizenship Act 1977	People and Culture	ü
Citizenship (Western Samoa) Act 1982	People and Culture	ü					People born in Western Samoa before 1949 to be considered NZ citizens
Civil and Criminal Justice Statute 1354	People and Culture	ü					None shall be condemned without due process of Law
Civil Aviation Act 1990	Planning and Environment		ü		ü
Civil Defence Emergency Management Act 2002	Infrastructure			ü
Climate Change Response Act 2002	Infrastructure, Planning and Environment, Chief Executive		ü	ü	ü
Commerce Act 1986	Planning and Environment		ü
Companies Act 1993	People and Culture		ü
Conservation Act 1987	Planning and Environment, Infrastructure		ü		ü
Consumer Guarantees Act 1993	Planning and Environment		ü
Contract and Commercial Law Act 2017	All	ü
Contributory Negligence Act 1947	People and Culture	ü
Copyright Act 1994	Corporate Services		ü
COVID-19 Public Health Response Act 2020	Chief Executive	ü
COVID-19 Recovery (Fast-track Consenting) Act 2020	Infrastructure		ü		ü
Crimes Act 1961	People and Culture	ü
Criminal Records (Clean Slate) Act 2004	People and Culture	ü
Crown Forest Assets Act 1989	Planning and Environment		ü		ü
Crown Grants Act 1908	Corporate Services		ü				How land granted from crown is managed
Crown Minerals Act 1991	Planning and Environment		ü		ü
Cultural Property (Protection in Armed Conflict) Act 2012	Chief Executive		ü				Police right to search artifacts if suspected of crimes
Deaths by Accidents Compensation Act 1952	People and Culture	ü
Designs Act 1953	Corporate Services		ü
Disability (United Nations Convention on the Rights of Persons with Disabilities) Act 2008	People and Culture	ü					Amended Local Government Act 2002
Legislation	Department legislation is primarily relevant to	Employer	Land, property, commercial, finance	Governing body/ policy maker	Regulator	Historic	Comments
Disabled Persons Community Welfare Act 1975	People and Culture, Planning and Environment, Infrastructure	ü					Provisions for disabled employees and tenants
Disputes Tribunal Act 1988	People and Culture	ü	ü		ü
Dog Control Act 1996	Planning and Environment			ü	ü		Section 10A requires the Council to report on its dog control policies and practises for the financial year
Domestic Violence – Victims’ Protection Act 2018	People and Culture
Electoral Act 1993	Governance			ü
Electricity Act 1992	Infrastructure, Planning and Environment		ü
Employment Relations Act 2000	People and Culture	ü
Environment Act 1986	Infrastructure, Planning and Environment		ü		ü
Environmental Protection Authority Act 2011	Infrastructure, Planning and Environment		ü		ü
Epidemic Preparedness Act 2006	People and Culture	ü					No ongoing responsibilities, provides mechanisms for govt to make changes during pandemic
Equal Pay Act 1972	People and Culture	ü
Estate and Gift Duties Act 1968	People and Culture		ü
Evidence Act 2006	Corporate Services	ü
Fair Trading Act 1986	Corporate Services		ü
Family Violence Act 2015	People and Culture	ü
Fencing Act 1978	Planning and Environment		ü		ü
Fencing of Swimming Pools Act 1987	Planning and Environment		ü		ü
Finance Act (various)	Corporate Services		ü
Financial Markets Conduct Act 2013	Corporate Services		ü
Financial Reporting Act 2013	Corporate Services		ü
Fire and Emergency NZ Act 2017	Planning and Environment, Infrastructure		ü		ü
Flags, Emblems, and Names Protection Act 1981	Chief Executive		ü	ü
Food Act 2014	Planning and Environment		ü		ü
Food Safety Law Reform Act 2018	Planning and Environment				ü
Forest and Rural Fires Act 1977	Planning and Environment		ü
Forestry Encouragement Act 1962	Infrastructure, Planning and Environment			ü			Minister may advance money to any local authority for the encouragement of forestry
Forestry Rights Registration Act 1983	Infrastructure, Planning and Environment		ü		ü
Forests Act 1949	Planning and Environment				ü
Fuel Industry Act 2020	Planning and Environment				ü
Gambling Act 2003	Planning and Environment				ü
Gas Act 1992	Planning and Environment				ü
Geographical Indications (Wine and Spirits) Registration Act 2006	Chief Executive		ü
Goods and Services Tax Act 1985	Corporate Services		ü
Government Roading Powers Act 1989	Infrastructure		ü
Haka Ka Mate Attribution Act 2014	Chief Executive		ü				Historical claim settlment relating to ownership and use of the haka Ka Mate
Harassment Act 1997	People and Culture	ü
Harmful Digital Communications Act 2015	People and Culture	ü
Hazardous Substances and New Organisms Act 1996	People and Culture	ü
Health Act 1956	People and Culture	ü			ü
Health and Safety at Work Act 2015	People and Culture	ü
Heritage New Zealand Pouhere Taonga Act 2014	Chief Executive		ü
Holidays Act 2003	People and Culture	ü
Housing Accords and Special Housing Areas Act 2013	Infrastructure, Planning and Environment		ü		ü
Housing Act 1955	Planning and Environment		ü
Housing Assets Transfer Act 1993	Corporate Services			ü			14.2 has provisions removing crown liability for unpaid rates
Human Rights Act 1933	People and Culture	ü		ü
Human Tissue Act 2008	Chief Executive		ü				Applicable in relation to museum collections and displays
Legislation	Department legislation is primarily relevant to	Employer	Land, property, commercial, finance	Governing body/ policy maker	Regulator	Historic	Comments
Identity Information Confirmation Act 2012	People and Culture	ü	ü
Immigration Act 2009	People and Culture	ü
Impounding Act 1955	Planning and Environment				ü
Income Tax Act 2002	Corporate Services	ü	ü
Infrastructure Funding and Financing Act 2020	Infrastructure, Planning and Environment		ü	ü
Injury Prevent, Rehabilitation, and Compensation Act 2001	People and Culture	ü	ü
Insolvency Act 2006	Corporate Services		ü
Insurance Law Reform Act 1977	Corporate Services		ü
Insurance (Prudential Supervision) Act 2010	Corporate Services		ü
Intelligence and Security Act 2017	People and Culture	ü
Interest on Money Claims Act 2016	Corporate Services		ü
Irrigation Schemes Act 1990	Infrastructure, Planning and Environment		ü		ü
KiwiSaver Act 2006	People and Culture	ü
Land Act 1948	Planning and Environment		ü		ü
Land Drainage Act 1908	Infrastructure, Planning and Environment		ü		ü
Land Transfer Act 2017	Planning and Environment		ü
Land Transport Act 1998	Infrastructure	ü	ü	ü	ü
Land Transport Management Act 2003	Planning and Environment				ü
Land Transport (Speed Limits Validation and Other Matters) Act 2015	Infrastructure		ü	ü	ü
Land Valuation Proceedings Act 1948	Corporate Services		ü	ü
Law Reform Act 1936 and 1944	Corporate Services	ü
Layout Designs Act 1994	Chief Executive		ü
Libraries and Mechanics' Institute Act 1908	People and Culture
Limitation Act 2010	Planning and Environment		ü				Land ownership and mining rights
Litter Act 1979	Infrastructure		ü		ü
Local Authorities (Members Interests) Act 1968	Governance			ü
Local Electoral Act 2001	Governance, Chief Executive			ü
Local Government (Rating) Act 2002	Corporate Services, Governance, Chief Executive			ü
Local Government Act 1974	Infrastructure, Planning and Environment		ü		ü		Roading and drainage portions not entirely repealed
Local Government Act 2002	Chief Executive		ü	ü	ü
Local Government Borrowing Act 2011	Corporate Services			ü
Local Government Official Information and Meetings Act 1987	Governance, Chief Executive			ü
Local Legislation Act 1926	Historic					ü	41 Otago Provincial, 65 Inclusion of Alexandra in Manuherikia Irrigation District
Local Legislation Act 1927	Historic					ü	Maniototo and Vincent jubilees, Otago power boards
Local Legislation Act 1928	Historic					ü	Alexandra Borough Council land
Local Legislation Act 1930	Historic					ü	Vincent bylaws
Local Legislation Act 1931	Historic					ü	Unsure if 41 River Boards Act portion relates to CO or not
Local Legislation Act 1939	Historic					ü	Central Otago Power
Local Legislation Act 1940	Historic					ü	Credit balances to Cromwell District Council
Local Legislation Act 1943	Historic					ü	Otago Central Electrical Power Board loans
Local Legislation Act 1948	Historic					ü	Otago Central Electrical Power Board elections
Local Legislation Act 1949	Historic					ü	Vincent land transfer
Local Legislation Act 1950	Historic					ü	Otago Central Power
Local Legislation Act 1953	Historic		ü			ü	Cromwell War Memorial donation, Clyde Athenaeum and Public Library and asset transfer
Local Legislation Act 1954	Historic					ü	Cromwell Borough staff housing funding
Local Legislation Act 1955	Historic					ü	Cromwell Borough Council special loan for housing
Local Legislation Act 1957	Historic		ü			ü	Cromwell Borough Council development work on endowment land
Legislation	Department legislation is primarily relevant to	Employer	Land, property, commercial, finance	Governing body/ policy maker	Regulator	Historic	Comments
Local Legislation Act 1958	Historic					ü	Alexandra Borough Council land refund to District Fund Account, special rating purpose in Otago catchment (unsure if Central)
Local Legislation Act 1959	Historic					ü	Roxburgh and Cromwell Borough Council expenditures
Local Legislation Act 1961	Historic					ü	Vincent County Council refund, Cromwell centennial expenditure
Local Legislation Act 1964	Historic					ü	Maniototo special loan and hopsital board land sale (also Vincent)
Local Legislation Act 1966	Historic		ü			ü	Vincent special rate, Clyde water supply, Alexandra centennial funding,
Local Legislation Act 1967	Historic					ü	Roxburgh centenniel
Local Legislation Act 1968	Historic					ü	Cromwell borough civic chamber
Local Legislation Act 1972	Historic					ü	Cromwell fund transfer
Local Legislation Act 1974	Historic					ü	Alexandra Borough Council loan guarantee
Local Legislation Act 1975	Historic					ü	Alexandra Borough Council land sale
Major Events Management Act 2007	Chief Executive			ü			Would give government powers over 'clean' zones, transport route, and periods
Maori Fisheries Act 2004	Planning and Environment			ü
Te Ture mō Te Reo Māori 2016 Māori Language Act 2016	Chief Executive, People and Culture			ü
Maori Purposes Fund Act 1934–35	People and Culture			ü			Had provisions for how local authority can donate
Minimum Wage Act 1983	People and Culture	ü
Misuse of Drugs Act 1975	People and Culture	ü
Molyneux Gold Dredging Company (Claims Amalgamation) Act 1936	Historic					ü
Museum of New Zealand Te Papa Tongarewa Act 1992	Chief Executive		ü	ü
New Zealand Bill of Rights Act 1990	People and Culture	ü
New Zealand Library Association Act 1939	People and Culture		ü
New Zealand Maori Arts and Crafts Institute Act 1963	Chief Executive		ü
New Zealand Public Health and Disability Act 2000	People and Culture	ü	ü
New Zealand Tourism Board Act 1991	Chief Executive		ü
Ngai Tahu Claims Settlement Act 1998	Chief Executive		ü	ü	ü
Ngai Tahu (Pounamu Vesting) Act 1997	Chief Executive		ü		ü
Oaths and Declarations Act 1957	Governance			ü
Occupiers' Liability Act 1962	Planning and Environment		ü
Ombudsmen Act 1975	Chief Executive			ü
Otago Southland Flood Relief Committee Empowering Act 1980	Planning and Environment		ü		ü
Ozone Layer Protection Act 1996	Planning and Environment, Infrastructure		ü
Parental Leave and Employment Protection Act 1987	People and Culture	ü
Plumbers, Gasfitters, and Drainlayers Act 2006	Chief Executive				ü
Privacy Act 1993	People and Culture, Chief Executive	ü	ü	ü	ü
Property Law Act 1952	Planning and Environment, Infrastructure		ü
Prostitution Reform Act 2003	Chief Executive			ü	ü
Protected Disclosures Act 2000	People and Culture	ü
Protected Objects Act 1975	Chief Executive		ü
Public Audit Act 2001	Corporate Services		ü
Public Bodies Contracts Act 1959	Planning and Environment		ü
Public Bodies Leases Act 1969	Planning and Environment		ü
Public Finance Act 1989	Corporate Services		ü
Public Works Act 1981	Infrastructure		ü	ü
Rates Rebate Act 1973	Corporate Services			ü
Rating Valuations Act 1998	Corporate Services			ü
Remuneration Authority Act 1977	People and Culture	ü
Residential Tenancies Act 1986	Planning and Environment		ü
Legislation	Department legislation is primarily relevant to	Employer	Land, property, commercial, finance	Governing body/ policy maker	Regulator	Historic	Comments
Reserves Act 1977	Planning and Envrionment		ü
Reserves and Other Lands Disposal Act 1932–33	Historic					ü	Adjustment of Southland/Otago boundary
Reserves and Other Lands Disposal Act 1974	Historic					ü	Part of Cromwell Racecourse designated Aerodrome
Reserves and Other Lands Disposal Act 1977	Historic					ü	Cromwell Aerodrome
Reserves and other Lands Disposal and Public Bodies Empowering Act 1907	Historic					ü	Lauder land sale
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1911	Historic					ü	Fraser Mining License conditions
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1913	Historic					ü	Several Cromwell, Alex, Otago
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1914	Historic					ü	Earnscleugh Station and water rights
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1915	Historic					ü	Earnscleugh Settlement, Cromwell Borough, Cromwell Racecourse
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1916	Historic					ü	Mining district leases
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1917	Historic					ü	Roxburgh Recreation Reserve
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1918	Historic					ü	Cancelling Crown grant of land in Town of Alexandra, Otago
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1922	Historic					ü	Land in Vincent
Reserves and Other Lands Disposal and Public Bodies Empowering Act 1923	Historic					ü	Land in Bannockburn
Reserves and other Lands Disposal and Public Bodies Empowering Act 1924	Historic					ü	Land in Cromwell
Reserves and other Lands Disposal and Public Bodies Empowering Act 1925	Historic					ü	Cromwell development and water supply
Reserves and other Lands Sale, Disposal, and Enabling and Public Bodies Empowering Act 1901	Historic					ü	Cromwell hospital land
Resource Management Act 1991	Planning and Environment, Infrastructure		ü	ü	ü
Sale and Supply of Alcohol 2012	Planning and Environment				ü
Search and Surveillance Act 2012	People and Culture	ü	ü
Secret Commissions Act 1910	People and Culture	ü
Serious Fraud Office Act 1990	People and Culture		ü
Smoke-free Environments Act 1990	People and Culture	ü	ü
Smokefree Environments and Regulated Products Act 1990	People and Culture	ü					Vaping at work
Soil Conservation and Rivers Control Act 1941	Planning and Environment, Infrastructure		ü
Sovereign's Birthday Observance Act 1952	People and Culture	ü
Summary Offences Act 1981	People and Culture	ü
Te Runanga o Ngai Tahu Act 1996	Chief Executive
Te Ture Whenua Maori Act 1993	Chief Executive
Trade Marks Act 2002	Chief Executive, Corporate Services		ü
Trade Unions Act 1908	People and Culture	ü
Transport Accident Investigation Commission Act 1990	Infrastructure	ü
Transport Act 1962	Infrastructure		ü
Treaty of Waitangi Act 1975	Chief Executive	ü	ü	ü	ü
Treaty of Waitangi (Fisheries Claims) Settlement Act 1992	Planning and Environment
Trespass Act 1980	People and Culture	ü	ü	ü
Unit Titles Act 2010	Planning and Environment				ü
Urban Development Act 2020	Planning and Environment				ü
Utilities Access Act 2010	Infrastructure		ü
Victims' Rights Act 2002	People and Culture	ü
Vincent County Empowering (Community Centres) Act 1970	Chief Executive			ü
Legislation	Department legislation is primarily relevant to	Employer	Land, property, commercial, finance	Governing body/ policy maker	Regulator	Historic	Comments
Volunteers Employment Protection Act 1973	People and Culture	ü
Wages Protection Act 1983	People and Culture	ü
Waitangi Day Act 1976	People and Culture	ü
Walking Access Act 2008	Infrastructure, Planning and Environment		ü
Waste Minimisation Act 2008	Planning and Environment, Infrastructure		ü	ü	ü
Weathertight Homes Resolution Services Act 2006	Planning and Environment, Infrastructure		ü		ü
Weights and Measures Act 1987	Infrastructure		ü
Wild Animal Control Act 1977	Planning and Environment				ü
Wildlife Act 1953	Planning and Environment				ü
WorkSafe New Zealand Act 2013	People and Culture	ü

Otago Regional Council Bylaws, Plans, Policies, and Strategies

· Otago Regional Council Navigation Safety Bylaw 2020

· Otago Regional Council Flood Protection Management Bylaw 2012

· Otago Regional Council Regional Pest Management Plan

· ORC Regional Policy Statement

· ORC Strategies: Air Quality Strategy, Biodiversity Strategy and Action Plan, Urban and Rural Water Quality Strategy

· ORC Plans: Air, Coast, Waste, Water

· ORC Transport Plans

Audit and Risk Committee meeting

1 October 2021

Name	Date Issued / Review Beginning	Due for Review / Completion	Responsibility
People and Culture
Adverse Weather Policy	September-2017	September-2020	CEO
Equal Employment Opportunity (EEO), Discrimination, Harassment and Bullying Policy	September 2021	September 2023	CEO
Performance Management Policy	August 2021	August 2023	CEO
Smoking Policy	December-2004	December-2007	CEO
Staff Interests Policy	July-2020	December-2021	AR > CEO
Working From Home Guidelines	August-2020	August-2023	CEO
Respect at Work Guidelines	February-2020	February-2022	CEO
Leave Management Policy	December-2020	December-2023	CEO
Vehicle User Policy	February-2020	February-2023	CEO
Future Work Items
Child Protection Policy		December 2021	CEO

Information Services
Acceptable Use of Public Wi-Fi Policy	March-2019	March-2022	Council
Copyright Policy	September 2021	September-2024	CEO
Cyber Security Policy	October 2018	October 2021	AR > Council
Information Management Policy	June-2019	October-2021	Council
Future Work Items
Digital Strategy		June-2022	Council
Privacy Policy		October-2021	AR > CEO
LGOIMA Policy		October-2021	AR > CEO
Drone Policy		December 2021	CEO
CCTV Policy		December 2021	Council

Governance
Appointment and Remuneration of Directors Policy	October-2019	October-2022	Council
Code of Conduct	October-2019	October-2022	Council
Delegations Register (incl. Audit and Risk Terms of Reference)	August-2020	October-2022	Council
Elected Members Allowances and Reimbursements Policy	October-2019	October-2022	Council
Standing Orders	October-2019	October-2022	Council

Parks and Property
Clutha River Mata-au Plan	May-2012	May-2017	Council
Molyneux Pool CCTV Policy	March-2018	Late 2021	CEO
Outdoor Recreation Strategy	June-2012	June-2022	Council
Public Toilet Strategy	July-2008	July-2011	Council
Council-owned Earthquake-prone Buildings Policy	June-2020	June-2023	Council
Cemeteries Bylaw	November-2020	November-2025	Council
Community Leasing and Licensing Policy	February-2021	February-2024	Council
District Tree Policy	August-2020	February-2022	Council
11x Reserve Management Plans	Various	Various	Council
Future Work Items
Playground Strategy		January-2022	Council
Reserve Management Plans		2019-2022	Council
Reserve Naming Policy		January-2022	Council
Responsible Camping Strategy		Hold pending government policy decision	Council
Plaques and Memorials Policy		January-2022	Council

Regulatory
Alcohol Restrictions in Public Places Bylaw	May-2019	May-2024	Council
Dangerous and Insanitary Building Policy	September-2013	September-2018	Council
Dog Control Bylaw	December-2020	December-2025	Council
Dog Control Policy	December-2020	December-2025	Council
Easter Sunday Trading Policy	July-2018	July-2023	Council
Gambling and Board Venue Policy	June-2020	June-2023	Council
Lighting Policy	March-2019	March-2022	Council
Litter Offences	July-2019	July-2022	Council
Psychoactive Substances Policy	June-2019	June-2024	Council
Smokefree Policy	June-2018	October-2021	Council
Future Work Items
Enforcement Strategy		Late 2021	Council

Environmental Engineering
Development and Financial Contributions Policy	June-2021	June-2024	Council
Subdivision Engineering Standards	September-2019	September-2024	Council
Sustainability Strategy	April-2019	April-2024	Council
Waste Management and Minimisation Plan	June-2018	June-2023	Council
Waste Management and Minimisation Bylaw	March 2021	March 2026	Council

Three Waters
Leakage Remissions Policy*	June-2021	December-2023	Council
Sewer Lateral Policy	July-2016	December 2022	Council
Drinking Water Quality Policy Statement	March-2020	March-2023	Council
Trade Waste Bylaw	June-2001	To be replaced by Water Bylaw	Council
Water Supply Bylaw	May-2008	To be replaced by Water Bylaw	Council
Future Work Items
Water Bylaw		December 2022	Council
Water Policy		December 2022	Council

Roading
Fingerboard Policy	April-2018	April-2021	Council
Low Cost, Low Risk Roading Improvements	February-2018	February-2021	Council
Roading Bylaw	November-2020	November-2025	Council
Roading Policy	January-2016	January-2022	Council
Speed Limit Bylaw	November-2007	December-2021	Council
Transportation Procurement Strategy	May-2020	May-2025	AR > Council

Libraries
Cataloguing Policy	July-2018	December-2021	CEO
Collection Development Policy	October-2018	December-2021	CEO
Deselection Policy	March-2019	March-2022	CEO
Donations Policy


AGENDA Audit and Risk Committee Meeting Friday, 1 October 2021
Date:	Friday, 1 October 2021
Time:	9.30 am
Location:	Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra Due to COVID-19 restrictions and limitations of the physical space, public access will be available through the livestream and Microsoft Teams. The link to the livestream will be available on the Central Otago District Council’s website.
Sanchia Jacobs Chief Executive Officer

Name	Member’s Declared Interests	Spouse/Partner’s Declared Interests	Council Appointments
Tim Cadogan	Alexandra Musical Society (member) Otago Chamber of Commerce Central Otago Advisory Group member Dunstan Golf Club (member) Alexandra Squash Club (member)	Two Paddocks (employee) Blossom Festival Committee member FarmFresh (Family member sells for this entity)	Airport Reference Group Maniototo Curling International Inc Eden Hore Steering Group Tourism Central Otago Advisory Board Ministerial Working Group on Responsible Camping LGNZ Governance and Strategy Group
Neil Gillespie	Contact Energy (Specialist - Community Relations and Environment) Clyde & Districts Emergency Rescue Trust (Secretary and Trustee) Cromwell Volunteer Fire Brigade (Deputy Chief Fire Officer) Cromwell Bowling Club (patron) Otago Local Advisory Committee - Fire Emergency New Zealand		Lowburn Hall Committee Tarras Community Plan Group Tarras Hall Committee
Stephen Jeffery	G & S Smith family Trust (Trustee) K & EM Bennett’s family Trust (Trustee) Roxburgh Gorge Trail Charitable Trust (Chair) Roxburgh and District Medical Services Trust (Trustee) Central Otago Clutha Trails Ltd (Director) Teviot Prospects (Trustee) Teviot Valley Community Development Scheme Governance Group Central Otago Queenstown Network Trust
Nigel McKinlay	Transition To Work Trust (Board member) Gate 22 Vineyard Ltd (Director) Everyday Gourmet (Director) Central Otago Wine Association (member) Long Gully Irrigation Scheme (member)

Report author:	Reviewed and authorised by:

Gabi McFarlane	Leanne Macdonald
Risk and Procurement Manager	Executive Manager - Corporate Services
16/09/2021	16/09/2021

Tasks	Delivery Date
Convert Planning Maps to GIS	30 June 2021
Chapter review - Industrial	30 June 2021
Cromwell Spatial Plan Implementation - Industrial Zone	30 June 2021
Operative Plan in ePlan	30 September 2021 *
Chapter review – Residential	20 December 2021
Cromwell Spatial Plan Implementation - Residential Zones	20 December 2021
Chapter review – Rural	20 December 2021
Heritage Building and Tree Register update	31 March 2022
Designation Schedule Update	31 March 2022
Chapter review – Commercial	30 June 2022
Cromwell Spatial Plan Implementation - Commercial Zones	30 June 2022
Naseby Dark Sky	30 June 2022
Heritage Precinct Design Guidelines	30 June 2022
Vincent Spatial Plan Implementation – Industrial, Residential & Commercial Zones	30 June 2022
Heritage Building and Tree Register review and update (new items)	20 December 2022
Teviot Valley Spatial Plan	20 December 2022

Report author:	Reviewed and authorised by:

Alix Crosbie	Saskia Righarts
Senior Strategy Advisor	Chief Advisor
20/09/2021	20/09/2021