Audit and Risk
Subcommittee
31 March 2021
Audit and Risk
Subcommittee Minutes
Meeting held in the Council Chamber
36 Water Street, Whangārei
on Wednesday 31 March 2021, commencing at 10.00am
Present:
Chairperson, Colin Kitchen
Councillor Amy Macdonald
Councillor Joce Yeoman
Ex-Officio Penny Smart
Independent Audit & Risk Advisor Danny Tuato'o
Independent Financial Advisor Stuart Henderson
In Attendance:
Full Meeting
GM - Corporate Excellence
PA- Corporate Excellence
Information Services and Technology Manager
Operations & Services Delivery Manager
Corporate Services Champion
Part Meeting
Human Resource Manager
Chief Executive Officer
Finance Manager
Councillor Jack Craw
The Chair declared the meeting open at 10.01am.
Apologies (Ngā
whakapahā) (Item 1.0)
|
Moved (Smart / Yeoman)
That the apologies from
Councillor Rick Stolwerk 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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Presentations- Health & Safety update (Item 4.0)
ID: A1427576
Report from Beryl Steele, Human Resources Manager
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Moved (Yeoman/Smart)
That the presentations:
4.1 Health
& Safety update
be received.
Carried
HR Manger went through the
Health & Safety presentation update on behalf of the H&S Advisor. A
number of areas of concerns raised one being staff welfare – workload
and what is being done in this area.
Action – Councillors
to be invited to a situational safety and tactical comms training to learn tools
on handling aggressive customers.
Action – GM Corporate Excellence to develop
on a governance reporting document for the main pillars of Health &
Safety using Red, Amber, Green. (RAG) reporting system and present back to
the Audit & Risk Subcommittee meetings.
|
Secretarial Note: 10.24 Chief Executive
Officer joined the meeting.
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Confirmation of Minutes - 2 December 2020 (Item 5.1)
ID: A1422436
Report from Judith Graham, Corporate Excellence P/A
|
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Moved
(Smart/Yeoman)
That the minutes of the Audit
& Risk Subcommittee meeting held on 2 December 2020 be confirmed as a
true and correct record.
Carried
|
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Governance Strategic Risks (Item 6.1)
ID: A1423083
Report from Kym Ace, Corporate Systems Champion
|
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Moved
(Macdonald/Yeoman)
1. That
the report ‘Governance Strategic Risks’ by Kym Ace, Corporate Systems
Champion and dated 11 March 2021, be received.
2. That
That the Audit and Risk subcommittee review the Risk Environmental Scan, make
any amendments considered necessary, and advise on the trends and the future
action to manage these
Carried
Action – Governance
Strategic Risk to be discussed at the Council Risk workshop on the 6th
April 2021
|
Secretarial Note: 10.38am Councillor Terry
Archer and Finance Manager joined the meeting.
Business with Public
Excluded (Item 5.0)
|
Moved
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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5.1
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Confirmation
of confidential Minutes - 2 December 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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7.2
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Cyber
Security
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The public
conduct of the proceedings would be likely to result in disclosure of
information, the withholding of which is necessary to protect information
where the making available of the information would be likely unreasonably
to prejudice the commercial position of the person who supplied or who is
the subject of the information s7(2)(b)(ii) and the withholding of which is
necessary to enable council to carry out, without prejudice or
disadvantage, commercial activities s7(2)(h).
|
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7.3
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Unbudgeted
expenditure for the Enterprise System
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The public
conduct of the proceedings would be likely to result in disclosure of
information, the withholding of which is necessary to prevent the
disclosure or use of official information for improper gain or improper
advantage s7(2)(j).
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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 11.30am