Audit and Risk Subcommittee
29 September 2021
Audit and Risk Subcommittee Minutes
Meeting held Remotely via Zoom
on Wednesday 29 September 2021, commencing at 10.00am
Tuhinga/Present:
Councillor Amy Macdonald
Councillor Joce Yeoman
Councillor Rick Stolwerk
Ex-Officio Penny Smart
Independent Audit & Risk Advisor Danny Tuato'o
Independent Financial Advisor Stuart Henderson
I
Tae Mai/In Attendance:
Full Meeting
Pou Taumatua - GM Corporate Services
Tumuaki - CEO
PA- Corporate Services
Finance Manager
Part Meeting
Human Resources Manager
Deloitte Partner – Peter Gulliver
Deloitte Auditor – Kendra Annabell
GM – Customer Services & Community Resilience
Regional Harbourmaster
Organisational Projects Specialist
Secretarial Note: Ex-Officio Penny Smart chaired the
meeting.
The Chair declared the meeting open at 9.02am
Ngā Mahi Whakapai/Housekeeping (Item 1.0)
Ngā
whakapahā/Apologies (Item
2.0)
Moved (Smart/Stolwerk)
That the apologies from
Councillor Kitchen for non-attendance be received.
Carried
|
Nga
whakapuakanga/Declarations of Conflicts of Interest (Item 3.0)
It was advised that members should make declarations
item-by-item as the meeting progressed.
Confirmation of Minutes - Audit and Risk
Subcommittee 30 June 2021 (Item 4.1)
Report from Judith Graham, Corporate Excellence P/A
|
Moved (Yeoman/ Stolwerk)
That the minutes of the Audit
and Risk Subcommittee meeting held on 30 June 2021 be confirmed as a true and
correct record.
Carried
Action: Action sheet to
be updated and attached to agenda.
|
HR Audit Results
(Item 5.1)
Report from Beryl Steele, Human Resources Manager
|
Moved (Yeoman/Stolwerk)
That the report ‘HR Audit
Results’ by Beryl Steele, Human Resources Manager and dated 2 September
2021, be received.
Carried
HR Manager gave an overview of
the HR Audit findings. There were areas identified in the report for
improvement which the HR Manger advised she is currently in conversation with
Group Managers to work through these issues.
Action:
1. Council has requested a full copy of the full HR
report to be distributed.
2. Future reports to highlight the main priorities,
timeframes and recommendations.
|
2021 Annual Report
and Deloitte Audit Report (Item 5.2)
Report from Simon Crabb, Finance Manager
|
Moved (Stolwerk/MacDonald)
1. That
the report ‘2021 Annual Report and Deloitte Audit Report’ by Simon
Crabb, Finance Manager and dated 13 September 2021, be received.
2. That
the Subcommittee endorse a recommendation to council that the 2021 Annual
Report and the financial statements for the year ended 30 June 2021 be
adopted.
Carried
Deloitte Partner Peter Gulliver
spoke to the Subcommittee about the Annual and Audit reports and on the
matters arising from the 2020/21 end of year audit.
Secretarial Note: 10.31am Organisational
Projects Specialist joined the meeting
Action:
1. GM
Corporate Service to meet and discuss with Deloitte Partner regarding the
internal audit maturity assessment review and report back.
2. Statement
of Investment Policy & Objectives to be adjusted to reflect that the
underlying fund managers are to have an annual audit in place and an internal
controls report.
3. Valuers
to be invited to next Audit & Risk Subcommittee meeting 24 November to
explain the property revaluation methodologies.
4. GM
Corporate Services to email relevant Group Manages the Deloitte finding on
internal controls to action.
5. GM
Corporate Services to meet with GM Environmental Services to determine how to
prevent a repeat of the MFE lack of payment moving forward.
|
Secretarial Note: 11.07am
GM- Customer Service & Community Resilience and Regional Harbourmaster
joined the meeting.
Service delivery
review update (Item 5.3)
Report from Chris McColl, Organisational Projects
Specialist
|
Moved (Yeoman/Stolwerk)
That the report ‘Service
delivery review update’ by Chris McColl, Organisational Projects
Specialist and dated 14 September 2021, be received.
Carried
Action: Send section 17A
report to Councillor Yeoman for Planning Regulatory Working party
|
Marine Safety
Management System (SMS) (Item 5.4)
Report from Jim Lyle, Regional Harbourmaster
Secretarial Note: 11.23am Deloitte Partner Peter
Gulliver and Deloitte Auditor Kendra Anabell left the meeting.
|
Moved (Yeoman/Stolwerk)
1. That
the report ‘Marine Safety Management System (SMS)’ by Jim Lyle,
Regional Harbourmaster and dated 20 September 2021, be received.
2. That
the Audit and Risk Subcommittee note the risks posed by shipping, and the
management of these risks by New Zealand Port and Harbour Marine Safety
Code-compliant Safety Management Systems.
3. That
the Audit and Risk Subcommittee recommend to council that the council
continues to have New Zealand Port and Harbour Marine Safety Code-compliant
Safety Management Systems for Whangarei harbour and Bay of Islands harbour.
Carried
Secretarial Note: 11.38am
Finance Manager left the meeting.
|
Kaupapa ā Roto/Business with Public Excluded (Item 6.0)
Moved (MacDonald/Yeoman) 11.52am
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
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Reasons/Grounds
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6.1
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Confirmation
of Confidential Minutes - Audit and Risk Subcommittee 30 June 2021
|
The public
conduct of the proceedings would be likely to result in disclosure of
information, as stated in the open section of the meeting -.
|
3.
That the Independent Advisors be permitted to stay during business
with the public excluded.
Carried
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Whakamutunga (Conclusion)
The meeting concluded at 11.54am.