Audit and Risk Subcommittee
2 December 2020
Audit
and Risk Subcommittee Minutes
Meeting held in the Council Chamber
36 Water Street, Whangārei
on Wednesday 2 December 2020,
commencing at 1.00pm
Present:
Chairperson, Councillor Colin
Kitchen (via audio visual link)
Councillor Amy Macdonald (via audio visual link)
Councillor Joce Yeoman (via audio visual link)
Councillor Rick Stolwerk
Ex-Officio Penny Smart
Independent Audit & Risk
Advisor Danny Tuato'o
In Attendance:
Full Meeting
Corporate System Champion Kym Ace
GM Corporate Excellence Bruce Howse
PA Corporate Excellence Judy Graham
Part Meeting
Governance Support Manager
Christine Taylor
Chief Executive Officer Malcolm
Nicolson
The Chair declared the meeting open at 1.05pm.
Apologies (Ngā
whakapahā) (Item 1.0)
|
Moved (Stolwerk / Yeoman)
That the apologies from
Independent Financial Advisor Geoff Copstick for non-attendance be received.
Carried
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Declarations
of Conflicts of Interest (Nga whakapuakanga) (Item 2.0)
It was advised that members should make declarations
item-by-item as the meeting progressed.
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Health & Safety Update (Item 4.0)
ID:
A1390129
Report from Beryl Steele, Human Resources Manager
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Moved (Stolwerk / MacDonald)
That the presentations:
4.1 Health
& Safety Update
be received.
Carried
GM
Corporate Excellence presented the Health & Safety presentation and an
overview of tasks completed, high rating risks and priorities.
One of
main concerns for the Sub-committee was stress within the organisation and a
suggestion was to look at limiting communication afterhours and weekends.
Subcommittee
would like to have a collective approach in dealing with stress and accessing
support for the organisation.
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Confirmation of Minutes - 6 October 2020 (Item 5.1)
ID:
A1391036
Report from Judith Graham, Corporate Excellence P/A
|
|
Moved (Kitchen
/ MacDonald)
That the
minutes of the Audit & Risk Subcommittee meeting held on 6 October 2020
be confirmed as a true and correct record.
Carried
|
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Enterprise System Project Update (Item 6.1)
ID:
A1386886
Report from Carol Cottam, Information Services and
Technology Manager
|
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Moved
(Stolwerk /Yeoman)
That the report ‘Enterprise
System Project Update’ by Carol Cottam, Information Services and
Technology Manager and dated 18 November 2020, be received.
Carried
GM
Corporate Excellent gave an update on were the Enterprise System project was
up to, and out lined the next steps as noted in the Enterprise System report.
Subcommittee
was impressed with the amount of detail entered in the enterprise system risk
register and would like to see more of it in other projects.
|
|
Insurance Update (Item 6.2)
ID:
A1389846
Report from Bruce Howse, Group Manager - Corporate
Excellence
|
|
Moved
(Stolwerk /Yeoman)
That the report ‘Insurance
Update’ by Bruce Howse, Group Manager - Corporate Excellence and dated 25
November 2020, be received.
Carried
GM
Corporate Excellence advised the Subcommittee that there was an average
increase of 20% in AON insurance premium for the 2019/20 which equates to a
14% cash increase to council.
Action;
GM Corporate Excellence to review if Northland Regional Council
goes to market for alternative insurance broker services.
Check AON
insurance policy to see if Council is covered for the removal of derelict
boats, and if cover can be obtained for this.
Also check
each policies exclusion and identify any gaps and report back to the Audit
& Risk Subcommittee.
Secretarial Note: 1.56pm Chief Executive Officer
Malcolm Nicolson joined the meeting.
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|
Risk Management
Activity Update (Item 6.3)
ID:
A1387123
Report from Kym Ace, Corporate Systems Champion
|
|
Moved
(Stolwerk/Smart)
1. That
the report ‘Risk Management Activity Update’ by Kym Ace,
Corporate Systems Champion and dated 18 November 2020, be received.
2. That
Subcommittee conforms that it is comfortable that the management actions are
adequate to respond to the findings of the Risk Management Maturity
Assessment
3. That
Subcommittee notes the risk maturity roadmap update.
Carried
Corporate
System Champion spoke to the Subcommittee regarding Risk Management which
included the risk register and the risk maturity matrix. A number of topics were
discussed, Leadership & Direction, People & Development, Processes
and Tools and Business Performance.
Subcommittee
reviewed each risk item and the risk trends listed in the Corporate and Group
Risk Register.
Corporate
System Champion asked the Subcommittee how much detail they want to see in
the report. Subcommittee agreed to the advice given by Independent Audit
& Risk Advisor to continue to see all the risk at this stage in order to
identify trends and gain a abroad understanding of all risks to council.
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Internal Audit
Programme (Item 6.4)
ID:
A1388420
Report from Bruce Howse, Group Manager - Corporate
Excellence
|
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Moved
(Stolwerk / Kitchen)
1. That
the report ‘Internal Audit Programme’ by Bruce Howse, Group
Manager - Corporate Excellence and dated 23 November 2020, be received.
2. That
the Audit and Risk subcommittee review the proposed 3-year internal audit
programme, make any amendments considered necessary, and endorse the
programme.
Carried
Action;
GM Corporate Excellence to report back to the subcommittee on work plan to
implement recommendations from the Inphysec NZ cyber security report. Add
cyber security to 2021 list and mark as complete.
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Business with Public
Excluded (Item 7.0)
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Moved (Yeoman / MacDonald) 2.42pm
1.
That the public be excluded from the proceedings of this meeting to
consider confidential matters.
2.
That the general subject of the matters to be considered whilst the
public is excluded, the reasons for passing this resolution in relation to
this matter, and the specific grounds under the Local Government Official
Information and Meetings Act 1987 for the passing of this resolution, are as
follows:
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Item No.
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Item Issue
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Reasons/Grounds
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7.1
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Confirmation
of Confidential Minutes - 6 October 2020
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The public
conduct of the proceedings would be likely to result in disclosure of
information, as stated in the open section of the meeting -.
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3.
That the Independent Financial Advisors be permitted to stay during
business with the public excluded.
Carried
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Conclusion
The meeting concluded at 2.45pm.