MINUTES OF Central
Otago District Council
Audit and Risk
Committee
HELD IN Ngā Hau e
Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live
streamed on microsoft teams ON Friday, 3 June 2022 AT 9.32 am
PRESENT: Ms L Robertson (Chair), His Worship the Mayor T Cadogan, Cr
S Jeffery
IN ATTENDANCE: S Jacobs (Chief Executive
Officer), L Macdonald (Executive Manager - Corporate Services), Q Penniall
(Infrastructure Manager), S Righarts (Chief Advisor), N McLeod (IS
Manager), A Crosbie (Senior Policy Advisor), R Ennis (Health, Safety and
Wellbeing Advisor) and W McEnteer (Governance Manager)
1 Apologies
|
Apology
|
|
Committee
Resolution
Moved: Cadogan
Seconded: Jeffery
That the apologies received from Cr Gillespie and Cr
McKinlay be accepted.
Carried
|
2 Public
Forum
There was no public forum
3 Confirmation
of Minutes
|
Committee
Resolution
Moved: Jeffery
Seconded: Robertson
That the public minutes of the Audit and Risk Committee
Meeting held on 25 February 2022 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
|
22.2.2 Policy
and Strategy Register
|
|
To
consider the updated Policy and Strategy Register.
After
discussion it was noted that the Procurement Policy and the Protected
Disclosures (Whistleblower) Policy were scheduled to come to the next meeting
or an update as to their progress.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
|
|
22.2.3 Audit
NZ and Internal Audit Update
|
|
To
consider an update on the status of the external and internal audit programme
and any outstanding actions for completed internal and external audits.
It
was noted that the Three Waters assets were being valued and that this should
be updated at the next meeting.
|
|
Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
|
|
22.2.4 Financial
Report for the Period ending 31 March 2022
|
|
To
consider the financial performance for the period ending 31 March 2022.
|
|
Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
|
|
22.2.5 Cyber
Security, Information and Records Management, and Privacy update
|
|
To
consider an update on:
· Cyber
Security Plan 2022-2025
· Information
and Records Management Plan 2022-2025
· Privacy
Plan
|
|
Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
|
|
22.2.6 Privacy
and LGOIMA Requests Policies
|
|
To
note the Privacy Policy and Local Government Official Information and
Meetings Act Request Policy are now finalised following incorporation of the
recommended changes.
It
was noted that privacy policies were being updated across all council
websites to ensure consistency.
|
|
Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
|
|
22.2.7 Health,
Safety and Wellbeing Report
|
|
To
provide an update on the health, safety and wellbeing performance at Central
Otago District Council.
After
discussion it was noted that elected members were not considered in the Risk
Management Policy.
|
|
Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
|
6 Chair's
Report
|
22.2.8 Chair's
Report
|
|
The Chair had nothing to report.
|
7 Members'
Reports
|
22.2.9 Members'
Reports
|
|
The members had nothing to
report.
|
8 Status
Reports
|
22.2.10 June 2022
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: Cadogan
Seconded: Robertson
That the report be received.
Carried
|
9 Date
of The Next Meeting
The date of the next
scheduled meeting is 30 September 2022.
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
|
|
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
|
Carried
|
The public were excluded at 10.47 am and the meeting closed
at 11.28 am.