MINUTES OF Central
Otago District Council
Audit and Risk
Committee
HELD VIA MICROSOFT TEAMS AND LIVE STREAMED
ON Friday, 25 February
2022 AT 9.34
am
PRESENT: Ms L Robertson (Chair), 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), L Fleck (Executive Manager – People and Culture), S
Righarts (Chief Advisor), N McLeod (IS Manager), I Evans (Water Services
Manager), A McDowall (Finance Manager), A Crosbie (Senior Policy Advisor), P
Bain (Water Services Team Leader), R Williams (Governance Manager) and W McEnteer
(Governance Support Officer)
1 Apologies
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That apologies from His Worship the Mayor T Cadogan and Cr
N Gillespie be received and accepted.
Carried
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2 Public
Forum
There was no public
forum.
3 Confirmation
of Minutes
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Committee
Resolution
Moved: Robertson
Seconded: Jeffery
That the public minutes of the Audit and Risk Committee
Meeting held on 3 December 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
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22.1.2 Policy
and Strategy Register
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|
To
consider the updated Policy and Strategy Register. A question was
raised about the Staff Interests Policy and whether or not current practise
reflected the policy or not in terms of the Executive Team considering staff
interests on a six monthly basis. An update on this was requested for
the June meeting.
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Committee
Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
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22.1.3 Audit
and Risk Committee Terms of Reference
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To
consider the terms of reference for the Audit and Risk Committee.
After
discussion it was agreed that there should be two further amendments before
the document was presented to Council. The first was to delete reference to the
Deputy Chair as the position did not exist. The second was regarding the
appointment cycle of the Chair, where an additional clarification was to be
included to say that the Chair was appointed “each triennium following
the year of election or as required.”
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the Audit and Risk Committee
A. Receives
the report and accepts the level of significance.
B. Recommends to
Council that they accept the proposed amendments to the Audit and Risk
Committee’s terms of reference as detailed in appendix 2 of the report.
C. Recommends to
Council that the reference to the Deputy Chair is removed from the delegation
and that the term of the appointment of the Chair is clarified to include the
words “each triennium following the year of election or as
required.”
Carried
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|
22.1.4 External
and Internal Audit Updates
|
|
To
consider an update on the status of the external and internal audit programme
and any outstanding actions for completed external and internal audits.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
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22.1.5 Financial
Report for the Period ending 31 December 2021
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To
consider the financial performance for the period ending 31 December 2021.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
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22.1.6 Cyber
Security Plan 2018-2021 update
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|
To
consider an update on the 2018-2021 Cyber Security Plan.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
|
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22.1.7 Local
Government Official Information and Meetings Act 1987 (LGOIMA) Request Policy
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|
To
review and recommend the Chief Executive approves the Local Government
Official Information and Meetings Act 1987 (LGOIMA) Request Policy, which is
related to Council granting requests for information under the Local
Government Official Information and Meetings Act 1987.
After
discussion it was decided that the Committee should not recommend Chief
Executive approval, rather they could support it.
|
|
Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the Audit and Risk Committee
A. Receives
the report and accepts the level of significance.
B. Supports the
Chief Executive approval of this policy and issues to staff for
implementation.
Carried
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22.1.8 Privacy
Policy
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To
review and recommend the Chief Executive approves the Privacy Policy for
council staff use, which is related to Council’s code of practice and
legal obligations in accordance with the Privacy Act 2020.
The
Committee asked if the scope of the policy included the Council’s
obligations as an employer and it was agreed that the scope of the policy
should be expanded to include this prior to final sign off.
It
was also decided that the Committee should support the Chief
Executive’s approval of the policy rather than recommend it.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the Audit and Risk Committee
A. Receives
the report and accepts the level of significance.
B. Supports the Chief Executive approval of the
policy and suggests its scope is expanded to include internal privacy
relating to staff prior to implementation.
Carried
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22.1.9 Health,
Safety and Wellbeing Report
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To
provide with information on health, safety and wellbeing risks and controls
at Central Otago District Council.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
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6 Chair's
Report
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22.1.10 February 2022
Chair's Report
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|
To consider the February
Chair’s report.
The Chair had nothing to report.
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7 Members'
Reports
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22.1.11 February
Members' Reports
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To consider the February
members’ reports.
Councillor McKinlay reported
that he was a member of subcommittee overseeing the Cromwell Hall project and
noted that a timetable for the project was currently being put in place.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the reports be received.
Carried
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8 Status
Reports
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22.1.12 February
Governance Report
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To
report on items of general interest, consider the Audit and Risk
Committee’s forward work programme and the current status report
updates.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
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9 Date
of The Next Meeting
The date of the next
scheduled meeting is 3 June 2022.
10 Resolution
to Exclude the Public
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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:
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General subject of each matter to be
considered
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Reason for passing this resolution in
relation to each matter
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Ground(s) under section 48 for the
passing of this resolution
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Confidential Minutes of the Audit and
Risk Committee
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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)
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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
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22.1.13 - Wastewater Overflow
Procedure review
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s7(2)(g) - the withholding of the information is
necessary to maintain legal professional privilege
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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
|
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22.1.14 - Water Services Capital
Projects Update
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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
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
|
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22.1.15 - Strategic Risk Register
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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)
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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
|
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22.1.16 - Litigation Register
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s7(2)(g) - the withholding of the information is necessary
to maintain legal professional privilege
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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
|
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22.1.17 - February 2022 Confidential
Governance Report
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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
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The public were excluded at 10.33 am and the meeting closed
at 11:37 am.