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 Thursday, 15 December 2022 AT 1.00 pm
PRESENT: His Worship the Mayor T Cadogan (Chair), Ms L Robertson
(via Microsoft Teams), Cr T Alley, Cr N Gillespie, Cr T Paterson
IN ATTENDANCE: S Righarts (Group Manager -
Business Support), D Rushbrook (Group Manager – Community Vision), D
Scoones (General Manager – Community Experience), L Fleck (Group Manager
– People and Culture), J Muir (Three Waters Director), A Crosbie (Senior
Policy Advisor), C Green (Water Services Accountant), D McKewen (Accountant), R
Ennis (Health, Safety and Wellbeing Advisor), S Reynolds (Customer Services
Officer) and W McEnteer (Governance Manager)
Note: Ms Robertson joined the meeting via Microsoft
Teams. His Worship the Mayor was present and chaired the meeting.
1 Apologies
There were no apologies.
2 Public
Forum
There was no public
forum.
3 Declaration
of Interest
Members were reminded of their obligations in respect of
declaring any interests. There were no further declarations of interest.
4 Reports
|
22.4.2 Policy
and Strategy Register
|
|
To
consider the Policy and Strategy Register.
After
discussion it was agreed that the agreement with Runanga should be added to
the list of agreements.
|
|
Committee
Resolution
Moved: Cadogan
Seconded: Alley
That the report be received.
Carried
|
|
22.4.3 Legislative
Compliance Report
|
|
To
consider the 2022 Legislative Compliance Report.
|
|
Committee Resolution
Moved: Cadogan
Seconded: Alley
That the report be received.
Carried
|
|
22.4.4 Policies
Policy
|
|
To
consider the Policies Policy before it is presented to Council for adoption.
After
discussion it was agreed to rework the first sentence of the last paragraph
on page 89 of the agenda to say: “A policy provides a general
explanation, it does not cover the details.” In addition it was
agreed that an outline of who should maintain the register should be added.
|
|
Committee Resolution
Moved: Paterson
Seconded: Alley
That the report be received.
Carried
|
|
22.4.5 Fraud,
Bribery and Corruption Policy
|
|
To
consider recommending the Fraud, Bribery and Corruption Policy be adopted by Council
for an additional two years, with a review after twelve months.
After
discussion it was agreed to change the word “ramifications” to “consequences”
in the policy on page 101 of the agenda.
|
|
Committee Resolution
Moved: Gillespie
Seconded: Alley
That the Audit and Risk Committee
A. Receives
the report and accepts the level of significance.
B. Recommends that
Council adopt the Fraud, Bribery and Corruption Policy.
Carried
|
|
22.4.6 Update
on Three Waters Capital Work Program at 30 June 2022
|
|
To consider
the status of the Three Waters capital work program at 30 June 2022.
|
|
Committee Resolution
Moved: Cadogan
Seconded: Gillespie
That the report be received.
Carried
|
|
22.4.7 Three
Waters Depreciation Increase
|
|
To
consider the recommendation to Council on the increase in depreciation
expense relating to three waters assets.
|
|
Committee Resolution
Moved: Cadogan
Seconded: Alley
That the report be received.
Carried
|
|
22.4.8 Roading
Depreciation Increase Impact on Annual Plan 2023-24
|
|
To
consider the increase in rate funded depreciation expense relating to roading
assets.
|
|
Committee Resolution
Moved: Gillespie
Seconded: Paterson
That the report be received.
Carried
|
|
22.4.9 Financial
Report for the Period ending 31 October 2022
|
|
To
consider the financial performance for the period ending 31 October 2022.
|
|
Committee Resolution
Moved: Cadogan
Seconded: Alley
That the report be received.
Carried
|
|
22.4.10 Health,
Safety and Wellbeing Report
|
|
To
provide an update on health, safety and wellbeing performance at Central
Otago District Council.
|
|
Committee Resolution
Moved: Cadogan
Seconded: Gillespie
That the report be received.
Carried
|
|
22.4.11 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.
|
|
Committee Resolution
Moved: Cadogan
Seconded: Alley
That the report be received.
Carried
|
|
22.4.12 Oversight by
the Audit and Risk Committee in the Preparation of the 2024-34 Long-term Plan
|
|
To
consider the role of the Committee in the oversight of the preparation of the
2024-34 Long-term Plan.
After
discussion it was agreed that the Committee could not approve the level of
oversight, rather they would note it.
|
|
Committee Resolution
Moved: Cadogan
Seconded: Paterson
That the Audit and Risk Committee
A. Receives
the report and accepts the level of significance.
B. Notes the
timeline for the preparation of the 2024-34 Long-term Plan.
C. Notes the level
of oversight of the Committee in the preparation of the 2024-34 Long-term
Plan as outlined in this paper.
Carried
|
5 Chair's
Report
|
22.4.13 Chair's
Report
|
|
The Chair had nothing to report.
|
6 Members'
Reports
|
22.4.14 Members'
Reports
|
|
Members had nothing to report.
|
7 Status
Reports
|
22.4.15 December 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: Alley
Seconded: Paterson
That the report be received.
Carried
|
8 Date
of The Next Meeting
The date of the next
scheduled meeting is 3 March 2023.
9 Resolution
to Exclude the Public
|
Committee
Resolution
Moved: Cadogan
Seconded: Alley
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
|
|
22.4.16 - 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
|
|
22.4.17 - GST Voluntary Disclosure
Update
|
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)(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
|
|
22.4.18 - Cybersecurity, Information
and Records Management, and Privacy Plan 2022-2025
|
s7(2)(j) - the withholding of the information is
necessary to prevent the disclosure or use of official information for
improper gain or improper advantage
|
s48(1)(a)(i) - the public conduct of the relevant
part of the proceedings of the meeting would be likely to result in the
disclosure of information for which good reason for withholding would exist
under section 6 or section 7
|
|
22.4.19 - 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
|
|
22.4.20 - 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
|
|
22.4.21 - December 2022 Confidential
Governance Report
|
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
|
Carried
|
The public were excluded at 2.16 pm and the meeting closed
at 3.56 pm.