MINUTES OF Central
Otago District Council’s
Audit and Risk
Committee
HELD IN Ngā Hau e
Whā, William Fraser Building,
1 Dunorling Street, Alexandra
ON Friday, 1 October
2021 AT 9.31
am
PRESENT: Ms L Robertson (Chair), His Worship the Mayor T Cadogan, Cr
N Gillespie (via Microsoft Teams), Cr S Jeffery, Cr N McKinlay
IN
ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive
Manager - Corporate Services), J Muir (Executive Manager - Infrastructure
Services), L van der Voort (Executive Manager - Planning and Environment),
L Fleck (Executive Manager People and Culture), S Righarts (Chief Advisor), A
Crosbie (Senior Strategy Advisor), G Tetlow (Acting Information Services
Manager), J McCallum (Roading Manager), A McDowall (Finance Manager), G
McFarlane (Business Risk and Procurement Manager), R Williams (Governance
Manager)
1 Apologies
An apology was received from Cr I Cooney.
2 Public
Forum
There was no public forum.
3 Confirmation
of Minutes
Committee
Resolution
Moved: Robertson
Seconded: Jeffery
That the public minutes of the Audit and Risk Committee
Meeting held on 4 June 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 additional
declarations of interest.
Note: The
meeting adjourned at 9.37 am and reconvened at 9.46 am due to technical issues.
Note: Cr
Gillespie joined the meeting at 9.46 am.
5 Reports
for Information
Note: Matthew
Wilson (National Council’s Regional Manager – Local Government
Practice) and Deanna Macdonald (Operations Manager – Local Government
Risk Practice) from Aon joined the meeting via Microsoft Teams for item 21.3.2.
Note: Cr
Gillespie left the meeting at 9.59 am.
21.3.2 Insurance
Update
|
To
provide an overview on the status of Central Otago District Council
insurances and the New Zealand insurance market.
The
Business Risk and Procurement Manager, along with the representatives from
Aon spoke to a presentation about Council’s insurance programme before
responding to questions.
|
Committee
Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
21.3.3 Legislative
Compliance Warrant of Fitness
|
To receive the 2021 Legislative
Compliance Warrant of Fitness.
|
Committee
Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
Note: Cr
Gillespie returned to the meeting at 10.37 am.
21.3.4 Policy
and strategy register
|
To
receive the updated Policy and Strategy Register. It was noted that the staff
delegations manual had not been to the previous meeting as noted in the
report and would be brought to the December meeting.
It
was noted that soft reviews of policies that Audit and Risk had the
responsibility for should be brought to the Committee.
|
Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
21.3.5 Audit
NZ and Internal Audit Update
|
To
provide an update on the status of the external and internal audit programme
and any outstanding actions for completed internal and external audits.
|
Committee Resolution
Moved: Robertson
Seconded: McKinlay
That the Audit and Risk Committee receives the report.
Carried
|
21.3.6 Risk
Register
|
To
consider an update on the Risk Register.
|
Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
21.3.7 Protection
of Information and Information Systems (Cyber Security) Policy and Standards
soft review
|
To
receive an update on the soft review carried out on the Protection of
Information and Information Systems series of policies.
|
Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
21.3.8 Cyber
Security Plan 2018-2021 update
|
To
consider an update on the 2018-2021 Cyber Security Plan.
|
Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
Note: Cr
McKinlay left the meeting at 11.18 am and returned at 11.21 am.
21.3.9 Waka
Kotahi New Zealand Transport Agency Technical Investment Audit of Central
Otago District Council
|
To report on the Technical
Investment Audit of the Central Otago District Council undertaken by Waka
Kotahi New Zealand Transport Agency in October 2020.
|
Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
21.3.10 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
|
6 Chair's
Report
21.3.11 October 2021 Chair's
Report
|
There was no update from the
Chair.
|
7 Members'
Reports
21.3.12 October
Members' Reports
|
The Mayor provided an update on
the Three Waters Reform process to date and also suggested that summary
of procurement activity was provided to the December meeting.
|
Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the reports be received.
Carried
|
8 Status
Reports
21.3.13 October
Governance Report
|
To
report on items of general interest, consider the Audit and Risk Committee’s
forward work programme and the current status report updates.
|
Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
9 Date
of The Next Meeting
The date of the next scheduled meeting is 3
December 2021.
10 Resolution
to Exclude the Public
Committee Resolution
Moved: Robertson
Seconded: Jeffery
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
|
Confidential Minutes of the Audit and
Risk Committee
|
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)(g) - the withholding of the information is
necessary to maintain legal professional privilege.
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
|
21.3.14 - Review of the draft
non-audited Annual Report 2020/21
|
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
|
21.3.15 - August 2021 cyber security
critical incidents
|
s7(2)(j) - the withholding of the information is
necessary to prevent the disclosure or use of official information for
improper gain or improper advantage
|
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
|
21.3.16 - Update on progress of Lake
Dunstan Water Supply and Clyde Wastewater Projects and risks to the wider
water and wastewater capital works programme
|
s7(2)(b)(ii) - the withholding of the information
is necessary to protect information where the making available of the information
would be likely unreasonably to prejudice the commercial position of the
person who supplied or who is the subject of the information
|
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
|
21.3.17 - Litigation Register
|
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
|
21.3.18 - 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
|
21.3.19 - October 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 11.39 am and the Meeting closed
at 12.48 pm.