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 Friday, 24 March 2023 AT 9.30 am
PRESENT: Ms L Robertson (Chair), Cr T Alley, His Worship the Mayor T
Cadogan, Cr N Gillespie (via Microsoft Teams)
IN ATTENDANCE: S Feinerman (Observer), S Righarts
(Group Manager - Business Support), D Rushbrook (Group Manager - Community
Vision), D Scoones (Group Manager - Community Experience), L Fleck (General
Manager – People and Culture), J Muir (Three Waters Director), P Keenan
(Capital Projects Programme Manager), N McLeod (IS Manager), A Crosbie (Senior
Policy Advisor), C Green (Water Services Accountant), R Ennis (Health, Safety
and Wellbeing Advisor), D McKewen (Accountant), P Bain (Water Services Team
Leader) and W McEnteer (Governance Manager)
1 Apologies
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Apology
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Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the apology received from Cr Paterson 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: Robertson
Seconded: Cadogan
That the public minutes of the Audit and Risk Committee
Meeting held on 15 December 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
Note: David Seath from Deloitte joined the meeting
for item 23.1.2.
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23.1.2 Audit
NZ and Internal Audit Update
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To
consider an update on the status of the external and internal audit
programme.
After
discussion it was noted that Council should be brought up to speed with the
work being done at present via a report for their information. It was
anticipated that this work would be completed to bring back to the June
meeting.
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Committee
Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
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23.1.3 Procurement
Audit
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To
note that the final procurement audit from Deloitte has been received.
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Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
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23.1.4 Progress
in the Preparation of the 2024-34 Long-term Plan
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To
receive an update on the progress in preparing the 2024-34 Long-term Plan.
After
discussion it was agreed to send out the updates to Audit and Risk members in
addition to Council members.
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Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the Audit and Risk Committee:
A. Receives
the report and accepts the level of significance.
B. Notes the
progress in the preparation of the 2024-34 Long-term Plan.
Carried
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23.1.5 Policy
and Strategy Register
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To
consider the Policy and Strategy Register.
After
discussion it was agreed that staff should be in contact with Otago Regional
Council to ensure that the Community Response Plans were in date and to
report back to the June meeting with the outcome.
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Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
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23.1.6 Update
on the Three Waters Works Program to 30 June 2024
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To
consider an update on the Three Waters works program.
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Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
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23.1.7 Health,
Safety & Wellbeing Report
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To
provide the Audit & Risk Committee with an update on the health, safety
and wellbeing performance of the organisation.
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Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
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23.1.8 Financial
Report for the Period ending 31 December 2022
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To
consider the financial performance for the period ending 31 December 2022.
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Committee Resolution
Moved: Robertson
Seconded: Cadogan
That the report be received.
Carried
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6 Chair's
Report
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23.1.9 Chair's
Report
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The Chair had nothing to report.
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7 Members'
Reports
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23.1.10 Members'
Reports
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To consider the members’
reports.
His Worship the Mayor noted the
road and footpath in Clyde that leads up the hill to the water plant does not
have a sign to say it was closed. It was reported that the road was closed
properly now.
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Committee Resolution
Moved: Robertson
Seconded: Alley
That the reports be received.
Carried
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8 Status
Reports
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23.1.11 March 2023
Governance Report
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To
report on items of general interest and the current status report updates.
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Committee Resolution
Moved: Robertson
Seconded: Cadogan
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 June 2023.
10 Resolution
to Exclude the Public
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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:
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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 Board
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)(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)
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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23.1.12 - 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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23.1.13 - Audit New Zealand Report To
The Council on the 30 June 2022 Annual Report
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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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23.1.14 - 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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23.1.15 - 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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23.1.16 - Cybersecurity, Information
and Records Management, and Privacy Plans for 2022-2025 Implementation
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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23.1.17 - March 2023 Confidential
Governance Report
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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)
|
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 10.58 am and the meeting closed
at 12.32 pm.