Unconfirmed MinutesAudit and Risk Subcommittee

24 November 2021

Audit and Risk Subcommittee Minutes

 

Meeting held in the Council Chamber and Via audio link

36 Water Street, Whangārei

on Wednesday 24 November 2021, commencing at 10.00am

 

 

Tuhinga/Present:

Chairperson,  Colin Kitchen via audio link

Councillor Amy Macdonald via audio link

Councillor Joce Yeoman via audio link

Ex-Officio Penny Smart via audio link

Independent Audit & Risk Advisor Danny Tuato'o via audio link

Independent Advisor Stuart Henderson via audio link

 

I Tae Mai/In Attendance:

Full Meeting

Pou Taumatua – Group Manager Corporate Services

Tumuaki – Chief Executive Officer

Personal Assistant Corporate Services

Finance Manager

Human Resource Manager

 

Part Meeting

Councillor Rick Stolwerk via audio link

Assistant Auditor-General - Andrea Reeves via audio link

Sector Manager- Laura Cannon via audio link

Telfer Young Valuer – Nigel Kenny via audio link

Telfer Young Valuer – Brad Sworn via audio link

Strategic Projects and Facilities Manager

Corporate Systems Champion

Economist

Economic Policy Advisor

 

The Chair declared the meeting open at 10.00am.

Ngā Mahi Whakapai/Housekeeping (Item 1.0)

Ngā whakapahā/Apologies (Item 2.0)

There were no apologies.

 

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 - 29 September 2021 (Item 4.1)

Report from Judith Graham, Corporate Services P/A

Moved (Smart / Stolwerk)

That the minutes of the Audit and Risk Subcommittee meeting held on 29 September 2021 be confirmed as a true and correct record.

Carried

 

Receipt of Action Sheet (Item 5.1)

Report from Judith Graham, Corporate Services P/A

Moved (Stolwerk / Smart)

That the action sheet be received.

Carried

Action: PA Corporate Services to complete two action sheets one for confidential items.

 

Secretarial Note:10.05am Assistant Auditor-General - Andrea Reeves and Sector Manager- Laura Cannon joined the meeting via audio link

Secretarial Note: NRC Councillor, Stolwerk left the meeting at 10:08am.

 

Observations on Local Government Risk Management Practices (Item 6.1)

Report from Bruce Howse, Pou Taumatua – Group Manager Corporate Services

Moved (Macdonald / Smart)

That the report ‘Observations on Local Government Risk Management Practices’ by Bruce Howse, Pou Taumatua – Group Manager Corporate Services and dated 2 November 2021, be received.

Carried

 

Risk Management Activity Update (Item 6.2)

Report from Kym Ace, Corporate Systems Champion

Moved (Kitchen / Yeoman)

That the report ‘Risk Management Activity Update’ by Kym Ace, Corporate Systems Champion and dated 29 October 2021, be received.

It was discussed that the Audit and Risk Subcommittee should meet more frequently and to do more of a deep dive periodically  on risks in the current environment.

Secretarial Note:10.19am Corporate Systems Champion joined the meeting.

Carried

 

 

Health and Safety update (Item 6.3)

Report from Kelcie Mills, Health and Safety Advisor

Moved (Kitchen / Macdonald)

That the report ‘Health and Safety update’ by Kelcie Mills, Health and Safety Advisor and dated 28 September 2021, be received.

Carried

 

 

Internal Audit Schedule (Item 6.4)

Report from Bruce Howse, Pou Taumatua – Group Manager Corporate Services

Moved (Macdonald / Smart)

That the report ‘Internal Audit Schedule ’ by Bruce Howse, Pou Taumatua – Group Manager Corporate Services and dated 27 October 2021, be received.

Carried

 

FNDC Rates Audit Findings Response (Item 6.5)

Report from Bruce Howse, Pou Taumatua – Group Manager Corporate Services

Moved (Smart / Yeoman)

1.         That the report ‘FNDC Rates Audit Findings Response ’ by Bruce Howse, Pou Taumatua – Group Manager Corporate Services and dated 1 October 2021, be received.

Carried

Group Manager Corporate Services advised the subcommittee that Kiapara District Council will be audit next year instead of Whangari District Council.

Secretarial Note: 11.25 Economist and Economic Policy Advisor joined the meeting

Secretarial Note: 11.27 Strategic Projects and Facilities Manager joined the meeting via audio link.

 

 

 

Covid 19 Impacts on 2021/22 Work Programmes (Item 6.6)

Report from Bruce Howse, Pou Taumatua – Group Manager Corporate Services

Moved (Smart / Yeoman)

That the report ‘Covid 19 Impacts on 2021/22 Work Programmes’ by Bruce Howse, Pou Taumatua – Group Manager Corporate Services and dated 22 October 2021, be received.

Carried

Group Manager Corporate Excellence answered questions regarding the impact Covid 19 has had on current projects.

 

Kaipara Moana Remediation - Agreed Procedures Report (Item 6.7)

Report from Bruce Howse, Pou Taumatua – Group Manager Corporate Services

Moved (Yeoman /Smart)

That the report ‘Kaipara Moana Remediation - Agreed Procedures Report’ by Bruce Howse, Pou Taumatua – Group Manager Corporate Services and dated 1 November 2021, be received.

Carried

 

Regional Projects Reserve - Proposed criteria and procedures for the allocation of funding (Item 6.8)

Report from Darryl Jones, Economist and Simon Crabb, Finance Manager

Moved (Macdonald / Smart)

That the report ‘Regional Projects Reserve - Proposed criteria and procedures for the allocation of funding’ by Darryl Jones, Economist and Simon Crabb, Finance Manager and dated 8 November 2021, be received.

Carried

 

Economist spoke to the Subcommittee about the report regarding the proposed criteria and procedures to gain the Subcommittee thoughts.

 

Action: Economist to revise the criteria and procedures  to make the wording clearer for council to understand, and to provide the revised criteria and procedures to a council workshop for further consideration.

 

Kaupapa ā Roto/Business with Public Excluded (Item 7.0)

Moved (Yeoman /Kitchen)

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

Reasons/Grounds

7.1

Telfer Young Annual Valuation of Council Properties

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).

7.2

Recruitment/Retention of Specialist staff- Risk Deep Dive

The public conduct of the proceedings would be likely to result in disclosure of information, the withholding of which is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(a).

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

Carried

 

 

Whakamutunga (Conclusion)

The meeting concluded at 12.31pm.