Unconfirmed minutesAudit 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




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.




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.


Presentations- Health & Safety update (Item 4.0)

ID: A1427576

Report from Beryl Steele, Human Resources Manager

Moved (Yeoman/Smart)

That the presentations:

4.1       Health & Safety update

be received.


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.

Confirmation of Minutes - 2 December 2020 (Item 5.1)

ID: A1422436

Report from Judith Graham, Corporate Excellence P/A

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.



Governance Strategic Risks (Item 6.1)

ID: A1423083

Report from Kym Ace, Corporate Systems Champion

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


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)


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:

Item No.

Item Issue



Confirmation of confidential Minutes - 2 December 2020

The public conduct of the proceedings would be likely to result in disclosure of information, as stated in the open section of the meeting -.


Cyber Security

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).


Unbudgeted expenditure for the Enterprise System

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).

3.              That the Independent Financial Advisors be permitted to stay during business with the public excluded.





The meeting concluded at 11.30am