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 VIA MICROSOFT TEAMS ON Tuesday, 27 September 2022 AT 9.34 am
PRESENT: Ms L Robertson (Chair), His Worship the Mayor T Cadogan, Cr S
Jeffery, Cr N McKinlay
IN ATTENDANCE: L van der Voort (Acting Chief
Executive Officer), S Righarts (Group Manager - Business Support Manager),
L Fleck (Executive Manager – People and Culture), Q Penniall
(Infrastructure Manager), N McLeod (IS Manager), A Crosbie (Senior Policy
Advisor), K Adams (People and Culture Advisor), R Ennis (Health, Safety
and Wellbeing Advisor and W McEnteer (Governance Manager)
1 Apologies
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Apology
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the apology received from Cr Gillespie be 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: Jeffery
Seconded: Robertson
That the public minutes of the Audit and Risk Committee
Meeting held on 3 June 2022 be confirmed as a true and correct record.
Carried
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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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22.3.2 Policy
Register
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To
consider the updated Policy Register.
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Committee
Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
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22.3.3 Protected
Disclosures (Whistelblowers) Policy Review
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To provide an update on the review of the Protected
Disclosures (Whistleblowing) Policy.
After
discussion it was agreed that two amendments to the document should be made.
It was noted that that there should be a quicker time for acknowledging
receipt of a complaint, and that a whistleblower could seek support
immediately if they wished it.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
A. Receives the report.
B.
Recommends to Council to adopt the Protected Disclosures (Whistleblowers)
Policy with amendments.
Carried
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22.3.4 Risk
Management Policy Review
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To
provide an update on the review of the Risk Management Policy.
After
discussion it was agreed that there should be an amendment to the policy. It
was noted that it should be more explicit in the policy whether elected
members are included in the policy or not.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
A. Receives the
report.
B. Recommends to Council to adopt Risk
Management Policy with amendments.
Carried
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22.3.5 Audit
NZ and Internal Audit Update
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To
consider an update on the status of the external and internal audit programme
and any outstanding actions for completed internal and external audits.
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Committee Resolution
Moved: Robertson
Seconded: Jeffery
That the report be received.
Carried
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22.3.6 Health,
Safety & Wellbeing Report
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To
provide an update on health, safety and wellbeing performance 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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22.3.7 Delegations
update
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To
note the update on the temporary delegations made by the Chief Executive
Officer to new positions in the executive leadership team.
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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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22.3.8 Chair's
Report
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The Chair had nothing to report.
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7 Members'
Reports
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22.3.9 Members'
Reports
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Members had nothing to report.
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8 Status
Reports
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22.3.10 September
2022 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 2 December 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 Ordinary
Committee Meeting
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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
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)
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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22.3.11 - Review of the draft
non-audited Annual Report 2021/22
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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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22.3.12 - Cybersecurity, Information
and Records Management, and Privacy update
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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
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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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22.3.13 - Water Services Update on
Compliance Status
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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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22.3.14 - Draft procurement audit
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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
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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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22.3.15 - 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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22.3.16 - 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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22.3.17 - September 2022 Confidential
Governance Report
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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
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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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Carried
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The public were excluded at 10.12 am and the meeting closed
at 12.10 pm.