MINUTES OF A MEETING OF THE Central Otago District Council’s Audit and Risk Committee, HELD
IN Ngā Hau e
Whā, William Fraser Building, 1 Dunorling Street, Alexandra ON
Wednesday, 24 February
2021 AT 9.33
am
PRESENT: Ms L Robertson (Chair), Cr N Gillespie, Cr S Jeffery, Cr N
McKinlay
IN
ATTENDANCE: Cr T Paterson, S Jacobs (Chief Executive Officer), L
Fleck (Executive Manager – People and Culture), 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), G McFarlane (Business Risk and Procurement Manager),
K McCulloch (Corporate Accountant), D McKewen (Accountant), E Aucherlonie
(Project Manager) and R Williams (Governance Manager)
1 Apologies
|
Committee Resolution
Moved: Robertson
Seconded: Gillespie
That apologies from His Worship the Mayor T Cadogan and Cr
T Alley be received and accepted.
Carried
|
2 Public
Forum
There was no public forum.
3 Confirmation
of Minutes
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the minutes of the Audit and Risk Committee meeting
held on 14 December 2020 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
for Information
|
21.1.3 An
update on the preparation of the 2021-31 Long-term Plan
|
|
To provide an update on the
progress in developing the 2021-31 Long-term Plan.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the report be received.
Carried
|
|
21.1.4 Policy
and Strategy Register
|
|
To present an updated register
of council’s policies and strategies.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the report be received.
Carried
|
|
21.1.5 Audit
NZ and Internal Audit Update
|
|
To update the Committee on the
status of the internal audit programme and any outstanding actions for completed
internal and external audits.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the Audit and Risk Committee receives the report.
Carried
|
|
21.1.6 Risk
Management Update
|
|
To consider the Risk Management
update.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the report be received.
Carried
|
|
21.1.7 Procurement
Update
|
|
To provide an update on
procurement activities at Central Otago District Council.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the report be received.
Carried
|
|
21.1.8 Financial
Report for year ending 31 December 2020
|
|
To consider the financial
performance for the period ending 31 December 2020.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the report be received.
Carried
|
|
21.1.9 Health
Safety and Well-being Report
|
|
To provide information on key
health and safety risks and the measures in place to mitigate those risks at
the Central Otago District Council.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the Committee receives the report.
Carried
|
6 Chair's
Report
|
21.1.10 Chair's
Report
|
|
The Chair advised that she would
be undertaking an evaluation of the performance of the Committee and would
seek input from the members, observers and the executive team. A report back
would be provided to the June meeting.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the report be received.
Carried
|
7 Members'
Reports
|
21.1.11 February
Members' Reports
|
|
It was noted that the June
meeting would mark the midpoint of the triennium and that the two observers
on the Committee would change from Crs Alley and Paterson to Crs Cooney and
Laws. The Chair acknowledged Crs Alley and Paterson’s
participation on the Committee.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the reports be received.
Carried
|
8 Status
Reports
|
21.1.12 February
Governance Report
|
|
To consider the legacy status
reports from previous meetings.
|
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
That the report be received.
Carried
|
9 Date
of The Next Meeting
The date of the next scheduled meeting is 4
June 2021. Cr Gillespie noted that he would be an apology for that
meeting.
10 Resolution
to Exclude the Public
|
Committee
Resolution
Moved: Robertson
Seconded: Gillespie
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
|
|
21.1.13 - Confirmation of Non-Public
Minutes from the Previous Meeting
|
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)(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
|
|
21.1.14 - Cromwell Pool Update
|
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
|
|
21.1.15 - Lake Dunstan Water Supply
Project Audit - Implementation Plan
|
s7(2)(a) - the withholding of the information is
necessary to protect the privacy of natural persons, including that of
deceased natural persons
|
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
|
|
21.1.16 - Litigation Report
|
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
|
|
21.1.17 - February 2021 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 10.42
am and the meeting closed at 11.13am.