AGENDA

 

Audit and Risk Committee Meeting

Friday, 3 June 2022

 

Date:

Friday, 3 June 2022

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 a live stream of the meeting.

 

The link to the live stream will be available on the Central Otago District Council's website.)

 

Sanchia Jacobs

Chief Executive Officer

 


Audit and Risk Committee Agenda

3 June 2022

 

Notice is hereby given that an Audit and Risk Committee meeting will be held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via Microsoft Teams on Friday, 3 June 2022 at 9.30 am. The link to the live stream will be available on the Central Otago District Council’s website.

Order Of Business

1         Apologies. 5

2         Public Forum.. 5

3         Confirmation of Minutes. 5

Audit and Risk Committee meeting Meeting - 25 February 2022. 7

4         Declaration of Interest 14

22.2.1          Declarations of Interest Register 14

5         Reports. 18

22.2.2          Policy and Strategy Register 18

22.2.3          Audit NZ and Internal Audit Update. 23

22.2.4          Financial Report for the Period ending 31 March 2022. 27

22.2.5          Cyber Security, Information and Records Management, and Privacy update. 37

22.2.6          Privacy and LGOIMA Requests Policies. 169

22.2.7          Health, Safety and Wellbeing Report 176

6         Chair's Report 197

22.2.8          Chair's Report 197

7         Members' Reports. 198

22.2.9          Members' Reports. 198

8         Status Reports. 199

22.2.10        June 2022 Governance Report 199

9         Date of the Next Meeting. 203

10      Resolution to Exclude the Public. 204

22.2.11        Water Services Update on Compliance Status. 204

22.2.12        Strategic Risk Register 205

22.2.13        Litigation Register 205

22.2.14        June 2022 Confidential Governance Report 205

 

 


Members          Ms L Robertson (Chair), His Worship the Mayor T Cadogan, Cr N Gillespie, 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), S Righarts (Chief Advisor), W McEnteer (Governance Manager)

 

1               Apologies

2               Public Forum

3               Confirmation of Minutes

Audit and Risk Committee meeting - 25 February 2022


Audit and Risk Committee Agenda

3 June 2022

 

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

Committee Resolution 

Moved:                Robertson

Seconded:          Jeffery

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

Carried

 

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 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

22.1.2         Policy and Strategy Register

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.

Committee Resolution 

Moved:                Robertson

Seconded:          Jeffery

That the report be received.

Carried

 

22.1.3         Audit and Risk Committee Terms of Reference

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.”

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

 

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.

Committee Resolution 

Moved:                Robertson

Seconded:          Jeffery

That the report be received.

Carried

 

22.1.5         Financial Report for the Period ending 31 December 2021

To consider the financial performance for the period ending 31 December 2021.

Committee Resolution 

Moved:                Robertson

Seconded:          Jeffery

That the report be received.

Carried

 

22.1.6         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

 

22.1.7         Local Government Official Information and Meetings Act 1987 (LGOIMA) Request Policy

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

 

22.1.8         Privacy Policy

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.

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

 

22.1.9         Health, Safety and Wellbeing Report

To provide with information on health, safety and wellbeing risks and controls at Central Otago District Council.

Committee Resolution 

Moved:                Robertson

Seconded:          Jeffery

That the report be received.

Carried

 

6               Chair's Report

22.1.10       February 2022 Chair's Report

To consider the February Chair’s report.

The Chair had nothing to report.

 

7               Members' Reports

22.1.11       February Members' Reports

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.

Committee Resolution 

Moved:                Robertson

Seconded:          Jeffery

That the reports be received.

Carried

 

8               Status Reports

22.1.12       February 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 June 2022.

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

22.1.13 - Wastewater Overflow Procedure review

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

22.1.14 - Water Services Capital Projects Update

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

22.1.15 - Strategic Risk Register

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

22.1.16 - 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

22.1.17 - February 2022 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 10.33 am and the meeting closed at 11:37 am.

 

 

 

 

 

 


3 June 2022

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4               Declaration of Interest

22.2.1         Declarations of Interest Register

Doc ID:      582671

 

1.       Purpose

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

 

2.       Attachments

 

Appendix 1 - Audit and Risk Declarations of Interest  

 


Audit and Risk Committee meeting

3 June 2022

 


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5               Reports

22.2.2         Policy and Strategy Register

Doc ID:      580946

 

1.       Purpose

 

To consider the updated Policy and Strategy Register.

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

The following updates were made to the register:

 

People and Culture

·     Violence and Aggression Management Policy has been added as new work item

 

Regulatory

·     Dangerous and Insanitary Building Policy was adopted at the March Council meeting

·     Easter Sunday Trading Policy was readopted for a further five-year period at the June Council meeting

 

Information Management

·     Acceptable Use of Public WiFi Policy review is underway

·     Digital Strategy is on track for finalisation in June 2022

·     Privacy Policy implemented following approval, subject to amendments, at the February Audit and Risk Committee meeting

·     LGOIMA Policy implemented following approval, subject to amendments, at the February Audit and Risk Committee meeting

 

Libraries

·     Review of five library policies underway, proposed to be replaced with one new library policy in quarter three of 2021/22

 

General

·     An element of the Housing Strategy is currently out for public feedback. Timeframe has been adjusted accordingly.

 

 

3.       Attachments

 

Appendix 1 - Policy and Strategy Register  

 

Report author:

Reviewed and authorised by:

 

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Alix Crosbie

Saskia Righarts

Senior Strategy Advisor

Chief Advisor

13/05/2022

17/05/2022

 

 


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22.2.3         Audit NZ and Internal Audit Update

Doc ID:      581117

 

1.       Purpose

 

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

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

Council has a legislative requirement to complete external audits of annual reports and the long-term plan through Audit New Zealand. Audit New Zealand complete a governance report on their findings and any recommendations for improvements.  A schedule of actions is then created and allocated to staff to manage the completion of these recommendations.

 

The 2019-2020 Audit New Zealand Management Report was presented to the Audit and Risk Committee at the June 2021 meeting. There were eight recommendations, of which all eight are now completed, with the last two updated in May 2022. The Audit Action Register contains two remaining actions which are pending Audit New Zealand signing off as part of the 2020-21 Management Report, with one completed in this quarter.

 

In addition to external audits, council carries out several internal audits annually to provide assurance over compliance and to mitigate business risks. One recommendation remained in progress in the payroll area. This is now completed as no further progress is able to be made in regard to the Ranfurly pool due to technology constraints.

 

Appendix 1 and 2 list the outstanding tasks and any progress with these tasks. Once the Committee have viewed the completed tasks these are removed from the schedule.

 

The internal audit programme is reviewed every three years to provide assurance over compliance and to mitigate business risks.  In August 2020, Deloitte’s recommended a four-year internal audit programme based on factors such as budgetary constraints, recently completed engagements and the current view of the risk landscape in the local government sector.  This was then prioritised, and the Committee approved the programme of work as detailed below for the next four years (2021 – 2024) ending June 2024. This programme will be reviewed at the December 2022 Audit and Risk Committee meeting, post the Council elections. This is to ensure this programme reflects the appropriate priorities, and to consider whether the remining items in red should be included in the next three-year programme.

 

The proposed audits, in the information and records management, cyber security and procurement activities, are planned and scheduled to happen this financial year.  All of these commence in June 2022.

 

Internal Audit Review Programme

FY

20-21

FY

21-22

FY

22-23

FY

23-24

Information and Records Management

x

ü

 

 

Procurement

 

ü

 

 

Cyber Security

 

ü

 

 

Contract Management

 

 

ü

 

Capital Expenditure Planning and Monitoring

 

 

ü

 

Health & Safety

 

 

 

ü

Recruitment Review

 

 

 

ü

Environmental Management (including Sustainability)

 

 

 

 

Business Continuity / Disaster Recovery

 

 

 

 

Asset Management

 

 

 

 

Benefits Realisation

 

 

 

 

Legislative Compliance

 

 

 

 

Red – denotes suggested alternative audit review options

 

 

3.       Attachments

 

Appendix 1 - Audit New Zealand - Audit Action Register

Appendix 2 - Internal Audit Action Register  

 

Report author:

Reviewed and authorised by:

 

 

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Leanne Macdonald

Sanchia Jacobs

Executive Manager - Corporate Services

Chief Executive Officer

23/05/2022

23/05/2022

 

 


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22.2.4         Financial Report for the Period ending 31 March 2022

Doc ID:      580293

 

1.       Purpose

 

To consider the financial performance for the period ending 31 March 2022.

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

The quarterly financial report is presented to the Committee as part of regular updates.

 

 

3.       Financial Reporting

 

The financials for March 2022 show an overall favourable variance of $1.274M. Development contributions are higher than budget by $967k. Offsetting this, are unfavourable variances in grants and subsidies, interest and dividends, and user fees and charges. Cost of Sales of $1.964M have come through for stage one of the Dunstan Park subdivision. The budgets for subdivision cost of sales are recognised in June.

 

Income of $52.068M against the year-to-date budget of $51,420M

Overall income has a favourable variance against the revised budget by $648k. This is being driven by the timing of development contributions with a favourable variance of $967k. This variance is offset by the timing of water meter readings and Waka Kotahi subsidies.

 

The main variances are:

·       Government grants and subsidies revenue has an unfavourable variance of ($106k). This is mainly due to the timing of the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) roading subsidy contributing an unfavourable variance of ($264k). Subsidies are claimed for both the operational and capital roading work programmes and fluctuate based on the work programme. This unfavourable variance is offset by Tourism Infrastructure funding (TIF) of $165k for the Clyde Historic Precinct toilet upgrades. The budget for this is recognised in other income, however this funding has been correctly recognised in grants and subsidies.

·       User fees and other has an unfavourable variance of ($350k). This is being driven by the timing of the water meter reading, with a variance of ($286k). There is another water meter read due before the end of the financial year. Other income has a variance of ($56k). This is due to the grants budget being included in ‘other income’ rather than the correct place of grants and subsidies. This budget includes the TIF funding for the new Clyde toilet and Miners Lane carparks.

·       Regulatory fees has a favourable variance of $140k. This variance continues to be driven by building consent revenue received, which year-to-date is $158k ahead of budget.

·       Development Contributions has a favourable variance of $967k. This variance relates to the timing of development contributions which are dependent on the resource consent process and developer timeframes. Cromwell development contributions in wastewater, water and roading are higher than budgeted.

·       Interest and dividends revenue is unfavourable against budget by ($129k). Interest rates received on term deposit investments are continuing to remain low, due to low market interest rates. Large project costs are also being managed with current cashflows while waiting for income to be received. This includes subdivision development costs. This results in less cash available to be invested and reduces the length of time term deposits can be locked in for. The current investment with Kiwibank is only returning 0.7% interest.

 

Expenditure of $37.686M against the year-to-date budget of $38.312M

Expenditure has a favourable variance of $626k. The main drivers behind the favourable variance are contracts, staff, professional fees, and other costs. Offsetting this favourable variance is the cost of sales from stage 1 of the Dunstan Park subdivision, along with depreciation. 

 

The main variances are:

·       Staff costs have a favourable variance of $303k. The is due in part to the lag between staff movement and the replacement of new staff, plus the relevant recruitment costs. It also includes staff training, made up of conferences and planned attendance at workshops, travel and accommodation. Attendance and travel plans have been delayed due to the on-going impact of COVID-19.

·       Contracts has a favourable variance of $356k. Contract expenditure is determined by workflow and the time of the contract. The outcome of this is that the phased budgets will not necessarily align with actual expenditure, meaning some work appears favourable, and some contracts spend year-to-date appear unfavourable. Planned maintenance $147k; contracts $187k; and roading contracts $31k are the key timing variances year-to-date. The contracts variance of $187k is being driven by the timing of the Three Waters Stimulus operational improvements projects.

·       Professional fees has a favourable variance of $291k. This is similar to contract expenditure where budget and actuals do not align throughout the year but typically align by the end of year. Major variances include, engineers fees $76k; management consultants $178k; planning consultants $112k and recoverable professional fees ($178k).

·       Depreciation has an unfavourable variance of ($75k). This is mainly due to a difference between the actual and budgeted wastewater depreciation. Wastewater assets reflect the updated valuations which occurred after the 2021-31 Long-term Plan was approved. The depreciation budget has been brought into alignment for the 2022-23 Annual Plan. Areas with major variances include, parks and reserves recreation $213k; roading $64k; and wastewater ($234k).

·       Costs of sales has an unfavourable variance of ($1.104M). This is due to the costs incurred for stage 1 of the Dunstan Park subdivision and is offset by land sales revenue of $3.7M received for the first stage of this development. The costs of sales budget is reflected with 50% expenditure in April and 50% in June. Development costs from Cemetery Road for stage 1 have not yet been finalised and allocated to cost of sales. The subdivision development costs are held on the balance sheet in property intended for sale until each stage is complete and land sales are received.

·       Repairs and maintenance has a favourable variance of $117k, mainly due to the timing of various projects as well as building maintenance requirements. Weed control of $33k, buildings repairs and maintenance $44k and equipment hire $27k are the key timing variances.

·       Projects has a favourable variance of $147k, due to the phasing schedule of Tourism Central Otago projects.

·       Other costs has a favourable variance of $332k. A detailed breakdown for other costs is tabled below.

 

2021/22

9 MONTHS ENDING 31 MARCH 2022

 

2021/22

 

 

YTD

YTD

YTD

 

 

Annual Plan

 

Actual    

Revised Budget   

Variance  

 

Revised Budget

$000

 

$000

$000

$000

 

$000

 

Income

 

 

 

 

 

33,270

Rates

25,215

25,180

35

˜

33,270

7,248

Govt Grants & Subsidies

12,084

12,190

(106)

˜

16,890

7,323

User Fees & Other

5,003

5,353

(350)

˜

7,737

17,286

Land Sales

4,769

4,767

2

˜

14,739

2,155

Regulatory Fees

2,033

1,893

140

˜

2,157

2,104

Development Contributions

2,505

1,538

967

˜

2,114

388

Interest & Dividends

57

186

(129)

˜

392

-

Reserves Contributions

293

196

97

˜

196

-

Profit on Sale of Assets

14

-

14

˜

-

55

Other Capital Contributions

95

117

(22)

˜

150

69,829

Total Income

52,068

51,420

648

˜

77,645

 

 

 

 

 

 

 

 

Expenditure

 

 

 

 

 

13,565

Staff

9,317

9,620

303

˜

13,482

587

Members Remuneration

378

413

35

˜

587

8,904

Contracts

6,532

6,888

356

˜

9,811

2,902

Professional Fees

2,279

2,570

291

˜

3,869

9,997

Depreciation

7,881

7,806

(75)

˜

10,383

13,926

Costs of Sales

1,964

860

(1,104)

˜

7,229

3,920

Refuse & Recycling Costs

2,971

3,037

66

˜

4,029

-

Cost Allocations

(9)

(2)

7

˜

(2)

1,723

Repairs & Maintenance

1,149

1,266

117

˜

1,940

1,410

Electricity & Fuel

1,031

1,042

11

˜

1,419

-

Loss on Sale of Asset

262

262

0

˜

262

652

Grants

461

496

35

˜

631

1,115

Technology Costs

704

760

56

˜

1,100

303

Projects

704

851

147

˜

1,231

639

Rates Expense

555

605

50

˜

712

423

Insurance

451

450

(1)

˜

455

2,037

Other Costs

1,056

1,388

332

˜

2,087

62,103

Total Expenses

37,686

38,312

626

˜

59,225

 

 

 

 

 

 

 

7,726

Operating Surplus / (Deficit)    

14,382

13,108

1,274

 

18,420

This table has rounding (+/- 1)

 

·     Other costs has been configured to include only needs-based costs which will fluctuate against budget. There are no large variances of note to report on at present.

 

Other costs breakdown is as below:

 2021/22

 

YTD  Actual

YTD  Revised Budget

YTD Variance

2021/22

Annual Plan

Other Costs breakdown

Revised Budget

$000

 

$000

$000

$000

$000

535

Administrative Costs

232

344

112

˜

562

690

Office Expenses

371

448

77

˜

655

234

Operating Expenses

154

178

24

˜

234

327

Advertising

135

229

94

˜

374

175

Valuation Services

123

134

11

˜

175

76

Retail

41

55

14

˜

87

2,037

Total Other Costs

1,056

1,388

332

 

2,087

This table has rounding (+/- 1)

 

Council Property and Facilities $2.376M favourable against budget:

This is mainly due to the timing of the Cromwell Town Centre Projects currently underspent by $1.954M. This includes the Memorial Hall project, Cromwell Administration Buildings projects and Grounds, paths and fences around the Town Centre. Other areas behind budget include community buildings $379k, council offices $162k and elderly person housing $17k.

 

Waste Management $187k favourable against budget:

The transfer station reconfiguration projects are contributing to $192k of the underspend. Some of this work is underway but not all work will be completed this year.

 

Vehicle Fleet $28k favourable against budget:

Vehicle renewals and purchases are under budget with 54% of the $256k total revised budget being spent.

 

Information Services $161k favourable against budget:

Information Services projects are behind budget. Projects include enhanced customer experience digital services $22k, enterprise resource planning information services $16k, financial performance improvement $89k and information and records management $24k.

 

Libraries $150k favourable against budget:

This favourable variance is due to the timing of the Alexandra Library building upgrade. Currently this project is in the design phase.

 

Parks and Recreation $1.072M favourable against budget:

This favourable variance is driven by a mixture of the timing of project budgets and contractor’s availability to perform the work. Projects include landscaping, signage and irrigation. The Cromwell pool replacement heat pump accounts for half of the capital budget variance. The work on installing the heat pump is well underway and is expected to be completed in late June.

 

Roading ($1.639) unfavourable against budget:

This unfavourable variance is due to the timing of the budget and work programme. Year-to-date $1.226M of the $1.365M annual revised budget has been spent. There is currently no budget allocated year-to-date March 2022, with the budget being allocated out over April, May and June. Other roading projects include footpath renewals $127k, carpark renewals $161k, structures renewals $173k, sealed road renewals ($584k), gravel road renewals ($206k) and drainage renewals ($50k). These variances are due to the timing of budgets and the work programme.

 

 

Three Waters is $2.1M favourable against budget:

The favourable variance is due to the timing of construction projects. The main drivers include the Lake Dunstan water supply $1.062M, water treatment plant and capacity upgrades $2.3M, wastewater improvements $135k and water stimulus fund projects $383k.

 

2021/22 Annual Plan

CAPITAL EXPENDITURE

YTD   Actual

YTD  Revised Budget

YTD Variance

 

2021/22 Revised Budget

Progress to date against revised budget

$000

 

$000

$000

$000

 

$000

6,058

Council Property and Facilities

1,088

3,464

2,376

˜

9,305

12%

382

Waste Management

384

571

187

˜

913

42%

-

i-SITEs

-

1

1

˜

4

0%

50

Customer Services and Administration

15

33

18

˜

62

24%

204

Vehicle Fleet

139

167

28

˜

256

54%

248

Planning

-

139

139

˜

348

0%

352

Information Services

193

354

161

˜

1,369

14%

164

Libraries

98

248

150

˜

512

19%

1,713

Parks and Recreation

729

1,801

1,072

˜

3,755

19%

7,420

Roading

5,289

3,650

(1,639)

˜

8,129

65%

14,243

Three Waters

18,444

20,546

2,102

˜

40,295

46%

30,834

Grand Total

26,379

30,974

4,595

 

64,948

41%

 

Statement of Financial Position

The Statement of Financial Position (Balance Sheet) is a new report which will be included in the reports to both Council and to the Audit and Risk Committee. It is included to show the comparisons between actuals and budget. Below the financial position is a table summarising the reserves and the cash balances. This gives assurance that there are available funds to meet the cash financial reserve balances typically included in Council’s set of financial reports.


 

 

2020/21 Full Year
Actual

2020/21 YTD March Actual

STATEMENT OF FINANCIAL POSITION

2021/22 YTD March
Actual

2021/22 Full Year Revised Budget

2021/22 Full Year
Annual Plan

$000

$000

for the period ended 31 March 2022

$000

$000

$000

 

 

EQUITY

 

 

 

392,499

382,751

Ratepayers equity

404,031

410,719

389,661

12,318

10,009

Surplus/(Deficit)

14,382

18,420

7,726

7,035

14,638

Council Reserves

7,905

4,176

4,177

487,476

483,506

Property revaluation reserve

487,404

496,640

496,629

(17)

(20)

Investment shares fair value revaluation reserve

(17)

(20)

(20)

80

80

Restricted reserves

80

80

80

899,391

890,964

Total equity

913,785

930,015

898,253

 

 

REPRESENTED BY:

 

 

 

 

 

Current assets

 

 

 

6,514

15,051

Cash and cash equivalents

3,594

19,896

19,896

10,000

5,000

Other financial assets

5,000

8,000

8,000

4,852

1,054

Receivables

3,078

3,171

3,171

             -

               -

Non Current assets held for sale

               -

             -

             -

5,394

2,342

Inventories

6,988

(815)

1,509

             -

               -

Investment Bond

               -

625

625

26,760

23,447

Total current assets

18,660

30,877

33,201

 

 

Less current liabilities

 

 

 

256

495

Agency and deposits

259

273

273

13,254

4,078

Payables and deferred revenue

8,900

4,705

4,705

673

581

Employee entitlements

697

1,010

1,010

             -

               -

Borrowings and other financial liabilities

               -

             -

             -

14,183

5,154

Total current liabilities

9,856

5,988

5,988

12,577

18,293

Working capital

8,804

24,889

27,213

 

 

Non-current assets

 

 

 

111

109

Available for sale financial assets

111

109

109

282

295

Loans and receivables

241

333

333

26,030

22,830

Work in Progress

47,424

60,961

26,929

852,766

846,563

Property, plant and equipment

849,599

864,417

864,363

1,272

845

Intangible assets

1,250

2,271

431

355

Forestry assets

431

357

357

5,925

1,675

Investment property

5,925

1,683

1,683

886,817

872,672

Total non-current assets

904,981

930,131

896,045

 

 

Less non-current liabilities

 

 

 

             -

1

Provisions

               -

5

5

             -

               -

Borrowings and other financial liabilities

               -

25,000

25,000

             -

1

Total non-current liabilities

               -

25,005

25,005

 

 

 

 

 

 

899,394

890,964

Net assets (assets minus liabilities)

913,785

930,015

898,253

 

This table has rounding (+/- 1)

 

 

4.       Accounts Receivable

As at 31 March 2022, Council had $47k outstanding in accounts receivables greater than 90 days.  The key contributors over $5k include:

 

Sundry debtors:

·     Top Shelf Productions $5.7k (agreement to fund People on Bikes Series 2)

 

Resource consents:

·     M N Shaw $6.8k (payment plan in place – balance to be paid by 30 June 2022)

 

 

Type of Debtor

Current

30 Days

60 Days

> 90 Days

Other

 $        945,991

 $         19,260

 $             6,479

 $            14,769

Building Consents

 $          52,248

 $         40,097

 $             3,201

 $            18,166

Resource Consents

 $        973,637

 $         47,203

 $             5,415

 $            14,813

TOTAL

1,971,876

$       106,560

$           15,095

$            47,747

 

Type of Debtor

Mar-22

Feb-22

Jan-22

Mar-21

Other

 $        986,498

 $       726,097

 $         175,546

 $            92,016

Building Consents

 $        113,711

 $       132,621

 $           97,148

 $            34,002

Resource Consents

 $     1,041,069

 $         92,396

 $           84,218

 $          192,312

TOTAL

$     2,141,278

$       951,114

$         356,912

 $          318,330

 

Debt is actively managed and monitored and if a debtor is past our three-month threshold, their information is sent to our debt collection agency, Receivables Management Limited.

There is a credit balance of ($77k) in current month outstanding invoices in “under 500”. This relates to building and resource consent debtors where payment has been made in advance of the invoice.

 

 

5.       Investment

As at 31 March 2022, Council had cash balances of $8.59M, of which term deposits totalling $5M mature within 90 days.       

        

Bank

Amount

Term (Month)

Start Date

End Date

Fixed Rate

KiwiBank

5,000,000

1

16 March 2022

19 April 2022

0.70%

 

Weighted average interest rates for all council term deposits is 0.70%.

 

 

6.       Internal Loans

 

Forecast closing balance for 30 June 2022 is $4.075M. 

 

OWED BY

Original Loan

1 July 2021

30 June 2022 Forecast

Opening Balance

Closing Balance

Public Toilets

670,000

491,239

468,048

Tarbert St Bldg

25,868

13,067

11,574

Alex Town Centre

94,420

49,759

44,545

Alex Town Centre

186,398

91,041

79,921

Alex Town Centre

290,600

155,412

139,137

Centennial Milkbar

47,821

21,284

18,192

Vincent Grants

95,000

19,000

9,500

Pioneer Store Naseby

21,589

10,949

9,609

Water

867,000

717,829

691,212

ANZ Bank Seismic Strengthening

180,000

149,030

143,504

Molyneux Pool

650,000

571,900

539,400

Māniōtoto Hospital

1,873,000

1,775,142

1,723,630

Alexandra Airport

218,000

204,485

197,216

   Total

5,219,695

4,270,138

4,075,488

 

 

7.       External Community Loans

 

The total amount of external loans at the beginning of the financial year 2021-22 was $189k. As at 31 March 2022, the outstanding balance was $148k. Council has received $40.9k in principal payments and $7.1k in interest payments.

Owed By

Original Loan

1 July 2021 Actual

Opening Balance

Principal

Interest

31 March 2022
Actual
Closing Balance

Cromwell College

400,000

130,770

26,369

5,218

104,400

Māniōtoto Curling

160,000

35,662

10,248

1,167

25,413

Oturehua Water

46,471

22,623

4,307

795

18,316

 

606,471

189,055

40,924

7,180

148,129

 

 

8.       Reserve Funds table

 

·     As at 30 June 2021 the Council has an audited closing reserve funds balance of $7.035M. This reflects the whole district’s reserves and factors in the district-wide reserves which are in deficit at ($16.7M). Refer to Appendix 1.

·     Taking the 2020-21 audited Annual Report closing balance and adding 2021-22 income and expenditure, carry forwards and resolutions, the whole district is projected to end the 2021-22 financial year with a closing deficit of ($12.825M).

 

 

9.       Attachments

 

Appendix 1 - Council Wide Reserve Funds 2021-2022.pdf  

 

Report author:

Reviewed and authorised by:

 

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Ann McDowall

Leanne Macdonald

Finance Manager

Executive Manager - Corporate Services

16/05/2022

16/05/2022

 

 


Audit and Risk Committee meeting

3 June 2022

 


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3 June 2022

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22.2.5         Cyber Security, Information and Records Management, and Privacy update

Doc ID:      581244

 

1.       Purpose

 

To consider an update on:

·         Cyber Security Plan 2022-2025

·         Information and Records Management Plan 2022-2025

·         Privacy Plan

Recommendations

That the report be received.

 

 

2.       Discussion

 

Information Services in addition to cyber security have been working on plans for information and records management and privacy.

In this report, the following topics will be covered:

Cyber Security Plan 2022-2025

·         Audit and plan status

·         What is happening in New Zealand?

·         What is happening at Central Otago District Council?

·         ALGIM Cyber Security Programme update

·         Cyber Security programme of work by actions.

 

Information and Records Management Plan 2022-2025

·         Audit and plan status

 

Future reports will include the following:

·         Archives New Zealand Information Management Maturity Assessment update

·         Information and Records Management programme of work by actions

 

Privacy Plan

·         Audit and plan status

Future reports will include the following:

·         Department of Internal Affairs Privacy Maturity Assessment Framework update

·         Privacy programme of work by actions

Cyber Security Plan 2022-2025

 

Audit and plan status

The new Cyber Security Plan 2022-2025 will be based on the external audit scheduled to start 1 June 2022.

 

Attached is the draft Cyber Security Plan 2022-2025 that will form the basis of this audit.

Focus areas of cyber security focus since the last report have been on:

·         Preparing for the external audit

·         User education, training and awareness

·         Protective technology improvements to maximise value

·         Updating and reviewing actions related to the requirements and controls for the Association of Local Government Information Management (ALGIM) Cyber Security Programme framework

 

What is happening in New Zealand?

 

Council utilise Computer Emergency Response Team (CERT) as a resource for cyber security support. CERT NZ works to support businesses, organisations and individuals who are affected (or may be affected) by cyber security incidents. CERT provide trusted and authoritative information and advice, while also collating a profile of the threat landscape in New Zealand.

 

The following highlights quarter four 2021 cyber security incidents across New Zealand:

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More details on the current threat landscape can be found here: Quarter Four Report 2021 | CERT NZ

 


 

In addition to the quarterly report, a summary of 2021 is now available: 2021 Report Summary | CERT NZ. Highlights of 2021:

 

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What is happening at Central Otago District Council?

 

The following outlines what Council protective technologies are doing for the 17 April 2022 to 17 May 2022 period:

 

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·         Potentially unwanted applications (PUAs)

 


 

 

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Managed Threat Response service over the last 30 days:

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ALGIM Cyber Security Programme update

 

Association of Local Government Information Management (ALGIM) has defined a Cyber Security framework which is powered by SAM for Compliance giving councils the ability to manage and reduce organisational Cyber Security related risk. As part of the programme, councils that demonstrate defined levels of achievement and improvement will receive awards at the ALGIM annual conference.

 

The latest ALGIM Cyber Security Programme Management Status Report is attached for your information (Appendix 1).

 

 

The upcoming external audit will reset Council’s compliance levels.

 


 

The following details the current snapshot of how Council is preforming within this framework benchmarked against other Councils:

 

·         The following shows that Council is 82.83% compliant with the framework controls:

 

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·         The following shows how Council is tracking against other councils within this framework over the last 12 months:

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·         The following is a summary of the controls by status:

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Overall, Information Services are regularly reviewing the framework once a month, updating controls and working on outstanding actions and improvements.

 

The following is summary of the improvements within each function:

         

Identify:

·         Governance – Digital and Information Strategy is due to be finalised June 2022, which will include Cyber Security. This is currently with the Leadership Group for final feedback.

Manage

·         Access Control – Planned physical security work has been delayed due to COVID-19. Work on remote access agreements with our contractors is being progressed.

·         Information and Data Security – USB portable drives access restriction testing is progressing; exemptions are yet to be agreed.

 

Protect

·         Awareness and Training – this is currently the focus, Phriendly Phishing virtual training, reporting and staff education is ongoing. Onsite specialist training has been delayed due to COVID-19.

·         Protective Technology – After the core functionality was initially deployed and bedded in, improvements to maximise its value are being investigated and deployed to meet Council policies and standards.

 

Detect

·         Anomalies and Events – Events Management Procedure has been finalised and implemented.

 

Respond

·         Review of the Information and Communication Technology (ICT) Disaster Recovery Plan has been completed. Testing of this updated plan will confirm our ability to respond and meet the business continuity requirements.

 

Recover

·         ICT Disaster Recovery Plan and the Back-up and Recovery Procedure have been completed. Minor testing of recovery solution has been completed. Major testing is being worked through.

 


 

The following shows how Council is tracking by each function within the framework when compared to other councils:

 

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The following shows the trend by each function over the last 12 months.

 

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Cyber Security programme of work

 

The Cyber Security Plan is supported by Cyber Security programme of work. A new programme of work will be prepared as part of the audit and new Cyber Security Plan 2022-2025.

 


 

Information and Records Management Plan 2022-2025

 

Audit and plan status

 

Staff have been preparing the first Information and Records Management (IRM) Plan.

The purpose of the information and records management plan is to assess how Council currently manages its information and records what actions it needs to undertake to improve that management.

 

Information and records are key strategic assets of an organisation. These assets need to be actively managed to maintain and improve value. Information and records management assets take many forms, including data and business systems. Our digital and information strategy and this information and records management plan will guide Council to make its current operations more effective by managing information and records.

 

The new Information and Records Management Plan 2022-2025 will be based on the external audit scheduled to start 1 June 2022.

 

Attached is the draft Information and Records Management Plan 2022-2025 that will form the basis of this audit.

 

The Information and Records Management Plan is supported by Information and Records Management programme of work. A new programme of work will be prepared as part of the audit and Information and Records Management Plan 2022-2025.

 

Privacy Plan

 

Audit and plan status

         

Staff have been preparing the first Privacy Plan.

Central Otago customers need to have trust and confidence in the way Council manages its personal information. This plan has a close relationship with Cyber Security Plan, and Information and Records Management Plan.

The purpose of this Privacy Plan is to assess how Council currently protects customer’s personal information and what actions it needs to undertake to improve that protection.

The next steps for the Privacy Plan is to be reviewed by the Executive Team.

Attached is the draft Privacy Plan, including the self-assessment carried out in early 2022. Further assessments will be carried out once the plan is finalised.

 

 

3.       Attachments

 

Appendix 1 - ALGIM Cyber Security Programme Management Status Report

Appendix 2 - DRAFT Cyber Security Plan 2022-2024

Appendix 3 - DRAFT Information and Records Management Plan 2022-2024

Appendix 4 - DRAFT Privacy Plan  

 

Report author:

Reviewed and authorised by:

 

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Nathan McLeod

Leanne Macdonald

IS Manager

Executive Manager - Corporate Services

17/05/2022

18/05/2022

 

 


Audit and Risk Committee meeting

3 June 2022

 


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3 June 2022

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22.2.6         Privacy and LGOIMA Requests Policies

Doc ID:      581151

 

1.       Purpose

 

To note the Privacy Policy and Local Government Official Information and Meetings Act Request Policy are now finalised following incorporation of the recommended changes.

 

Recommendations

That the report be received.

 

2.       Discussion

 

On 25 February 2022, the Audit and Risk Committee supported the Chief Executive approval of the Privacy Policy and Local Government Official Information and Meetings Act (LGOIMA) Request Policy, upon the following changes to be made:

 

·         LGOIMA Request Policy changes included simplification of the charges tables and subject to Staff Delegation Manual in relation to release of information.

·         Privacy Policy changes included: expanding the scope to include elected members, Council’s obligations as an employer and staff consideration for personal information.

These changes have been made as per Appendix 1 and 2.  Both policies have been approved by the Chief Executive and implemented, including being released on Council’s website and staff intranet.

 

Further implementation tasks are ongoing for the Privacy Policy, including updating and standardising terms and conditions across all seven Council owned and managed websites.

 

 

3.       Attachments

 

Appendix 1 - Privacy Policy

Appendix 2 - LGOIMA Request Policy  

 

Report author:

Reviewed and authorised by:

 

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Nathan McLeod

Leanne Macdonald

IS Manager

Executive Manager - Corporate Services

16/05/2022

17/05/2022

 

 


Audit and Risk Committee meeting

3 June 2022

 


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Audit and Risk Committee meeting

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3 June 2022

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22.2.7         Health, Safety and Wellbeing Report

Doc ID:      580825

 

1.       Purpose

 

To provide an update on the health, safety and wellbeing performance at Central Otago District Council.

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

2.1 COVID-19 Management update

Council continues to review its COVID-19 management risk assessments and make any required operational changes.

 

On April 5, 2022, council lifted the My Vaccine Pass requirement from pools, libraries and i-Sites.

 

Following the national move to the orange traffic light setting, Council offices returned to operating 50% staff capacity.

 

2.2 Contractor management

 

Council has 140 contractors on its Sitewise pre-qualification list. The average score of 89% is consistent with last quarter.

 

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Figure 1. Sitewise contractor scores (retrieved May 10, 2022)

 

Council continues to improve its contractor monitoring processes. In March 2022, the Capital Projects team trialled a new site observation reporting process. This process will build a record of contractor health and safety performance on Council projects. 12 reports have been submitted through this process to date. The process will be introduced to other areas of the business in June 2022.

 

Contractors raised seven incidents to Council during the reporting period.

 

 

 

 

2.3 Incident and injury reports

 

There were 51 reports made between January-March 2022. These reports include safety observations, near misses, and incidents.

 

Council’s Risk Management Policy  has a five-level risk consequence rating system. This system is used to determine incident severity. A rating of 1 or 2 is considered business as usual. All reports submitted this period were within business as usual.

 

Figure 2. Council risk consequence ratings (Source: Risk Management Policy)

 

Graph 1 shows the percentage of completed corrective actions. One action remains in progress this quarter.

 

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Graph 1:  Status of corrective actions

 

2.3.1 Employee incidents

 

Of the 52 reports submitted, 30 incidents affected employees.

 

Employees continue to raise health and safety concerns proactively. 70% of employee reports submitted this quarter were proactive.

 

Graph 2 shows the areas of concern employees are reporting in.

 

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Graph 2: Employee reports by area of concern

 

2.3.1a Recordable injuries

 

Recordable injuries include fatalities, lost time injuries (LTI), medical treatment injuries (MTI), first aid injuries (FAI) and non-treatment injuries.

 

There was one recordable injury during the reporting period January-March 2022.

 

Reporting period

Non-treatment injury

FAI

LTI

MTI

Fatality

Total recordable injuries

July-Sept 21

2

1

0

0

0

3

Oct-Dec 21

5

1

2

0

0

8

Jan-Mar 22

1

0

0

0

0

1

Table 2: Recordable injuries (employees)

 

2.3.1b Lost time injury frequency rate

 

Council has set the national benchmark for Lost time injury frequency rate (LTIFR) (1.99) as its target. LTIFR measures the number of lost time injuries per 200,000 hours worked.

 

During the reporting period, Council’s LTIFR has decreased from 2.27 to 2.18.

 

There were no lost time injuries during the reporting period.

 

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Graph 3: Trend information for LTIFR (lost time injury frequency rate)

 

 

Month

Average LTIFR (YTD)

No. of injuries

April 2021

0

0

May 2021

0

0

June 2021

1.66

1

July 2021

1.39

0

August 2021

1.19

0

September 2021

1.04

0

October 2021

1.85

1

November 2021

2.50

1

December 2021

2.27

0

January 2022

2.26

0

February 2022

2.22

0

March 2022

2.18

0

     Table 3: Lost time injury frequency rate data

 

 

 

2.3.2 Public incidents

 

There were 21 incidents involving members of the public during the period January-March 2022. Most incidents occurred at council pools. 19 of those incidents involved injury and are further explained in the public injuries section (2.3.2a) below.

 

 

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Graph 4: Public incidents by business activity

 

2.3.2a Public injuries

 

During the reporting period, there were 19 injuries to members of the public. Graph 5 shows the types of injuries that are occurring.

 

Reporting period

Non-treatment injury

FAI

MTI

Fatality

Total recordable injuries

July-Sept 21

2

7

0

0

9

Oct-Dec 21

0

11

0

0

11

Jan-Mar 22

2

17

0

0

19

Table 4. Recordable injuries (public)

 

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Graph 5: Public incidents by injury type

 

2.4 Critical risk

 

Incidents were reported in all critical risk areas during this reporting period.

 

Psychosocial hazards (including anti-social behaviour and threatening communications) were the focus area this quarter. Customer Services staff have undertaken de-escalation training. Council continues to support employees to report hazards and incidents related to psychosocial hazards.

 

 

Critical risk

 

Existing controls

New or upcoming controls

Related incident reports

Driving and vehicles

·   Vehicle User Policy

·   E-Roads installed in fleet vehicles

·   5-Star ANCAP rated vehicles

·   Licenced drivers

·   Fleet inductions for new starters

·   Annual snow chain fitting training

·   Vehicle User and Safe Driving policy review (including a review of driver training)

·   The health and safety committee is using E-road reports to recognise safe drivers

·   Snow chain fitting was held in May 2022

 

1

Remote or isolated working

·   Working from Home Policy

·   Panic buttons

·   Work plans and risk assessments

·   Pair or buddy work systems

 

·   Procurement project for a lone worker app

·   Work from home risk assessments

 

1

Psychosocial

hazards

 

·   Employee Assistance Programme (EAP)

·   Wellbeing programme

·   Regular 1:1s

·   Flexible working

·   Equal Employment Opportunity (EEO), Discrimination, Harassment and Bullying Policy

·   Performance Management Policy

·   Fit for Work Programme

 

·   De-escalation training completed by new customer services team members

·   De-escalation training planned for aquatics teams

 

9

Biological hazards

 

 

·   High-risk vaccinations programme

·   Barriers and fences

·   PPE is provided

·   Reviewed our risk assessments for COVID-19

·   Promoted annual flu vaccines

 

12

Hazardous chemicals

 

 

·   Chemical register

·   Display safety data sheets

·   Appropriate storage

·   Quantities stored is kept at a minimum

·   Ventilation and circulation of air is monitored

·   PPE is provided for handling or working with chemicals

·   Records of training are maintained

·   Fire schemes updated with FENZ (chemical registers)

·   Qualified contractors

 

·   A third-party health and safety contractor is supporting aquatics to audit hazardous chemicals procedures and handling practices

1

Table 5. Critical risk and controls

 

2.5 Training and initiatives

 

·     Health and Safety Representatives will attend Stage 1 and Stage 2 training in May and June 2022.

·     Fire warden training will return in the new financial year.

·     Flu vaccinations were offered on-site at Alexandra Service Centre in May 2022.

·     43 staff participated in Move it March 2022. This is the first time this initiative has been run remotely.

·     Financial wellbeing seminars will run from March-November 2022 in partnership with BNZ.

·     Staff supported Pink Shirt Day on May 20, 2022

·     New starters in the Customer Services team have completed de-escalation training

 

 

 

 

The following regular training was completed:

 

Training

Jan-Mar 2022

Financial YTD

New staff inductions

10

45

First aid

17

42

Fire warden

0

25

Chain fitting

13

NA

    Table 6. Training register excerpt

 

 

3.       Attachments

 

Appendix 1 - Risk Management Policy 2020-2021.pdf  

 

Report author:

Reviewed and authorised by:

 

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Rachel Ennis

Louise Fleck

Health, Safety and Wellbeing Officer

Executive Manager - People and Culture

19/05/2022

19/05/2022

 

 


Audit and Risk Committee meeting

3 June 2022

 


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3 June 2022

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6               Chair's Report

22.2.8         Chair's Report

Doc ID:      582660

 

1.       Purpose

 

To consider the Chair’s report.

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil

 


3 June 2022

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7               Members' Reports

22.2.9         Members' Reports

Doc ID:      582662

 

1.       Purpose

 

To consider the members’ reports.

 

Recommendations

That the reports be received.

 

 

2.       Attachments

 

Nil

 


3 June 2022

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8               Status Reports

22.2.10       June 2022 Governance Report

Doc ID:      581855

 

1.       Purpose

 

To report on items of general interest, consider the Audit and Risk Committee’s forward work programme and the current status report updates.

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

Forward Work Programme

The Audit and Risk Committee’s forward work programme has been included for information (appendix 1).

 

Status Report

The status report has been updated with actions undertaken since the last meeting (appendix 2).

 

 

3.       Attachments

 

Appendix 1 - Audit and Risk Forward Work Plan

Appendix 2 - Audit and Risk Status Update  

 

Report author:

Reviewed and authorised by:

 

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Wayne McEnteer

Sanchia Jacobs

Governance Manager

Chief Executive Officer

24/05/2022

30/05/2022

 

 


Audit and Risk Committee meeting

3 June 2022

 


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Audit and Risk Committee meeting

3 June 2022

 


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Audit and Risk Committee Agenda

3 June 2022

 

9               Date of the Next Meeting

The date of the next scheduled meeting is 30 September 2022.


Audit and Risk Committee Agenda

3 June 2022

 

10             Resolution to Exclude the Public

Recommendations

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 Ordinary Committee Meeting

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)(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

22.2.11 - Water Services Update on Compliance Status

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

22.2.12 - Strategic Risk Register

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

22.2.13 - 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

22.2.14 - June 2022 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