Risk and Audit Committee Meeting Minutes

12 November 2020

 

   MINUTES OF Central HAwkes Bay District Council
Risk and Audit Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 12 November 2020 AT  

 

PRESENT:             

                                 Mayor Alex Walker

Cr Neil Bain (Chair)

Cr Tim Aitken

Cr Gerard Minehan

Cr Brent Muggeridge

Cr Jerry Greer

 

IN ATTENDANCE: Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Monique Davidson (CEO)

Doug Tate (Group Manager, Customer and Community Partnerships)

Bevan Johnstone (Health & Safety Advisor)

Darren De Klerk (Director - Projects & Programmes)

Brent Chamberlain (Chief Financial Officer)

Shawn McKinley (Land Transport Manager)

1            Apologies

Nil.

2            Declarations of Conflicts of Interest

Nil.

3            Standing Orders

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Mayor Alex Walker

THAT the following standing orders are suspended for the duration of the meeting:

·     21.2 Time limits on speakers

·     21.5 Members may speak only once

·     21.6 Limits on number of speakers

And that Option C under section 22 General procedures for speaking and moving motions be used for the meeting.

Standing orders are recommended to be suspended to enable members to engage in discussion in a free and frank manner.

Carried

 

 

 

4            Confirmation of Minutes

Committee Resolution  

Moved:       Cr Jerry Greer

Seconded:  Cr Brent Muggeridge

That the minutes of the Risk and Audit Committee Meeting held on 16 September 2020 as circulated, be confirmed as true and correct.

Carried

 

It was requested that an amendment to the minutes were made to reflect that Councillor Aitken attended via audio-visual link.

5            Report Section

6.1         Risk and Assurance Work Programme Monitoring Report

PURPOSE

The purpose of this report is for the Risk and Assurance Committee to receive a progress update on the Risk & Assurance Committee Work Programme.

 

Committee Resolution  

Moved:       Cr Tim Aitken

Seconded:  Cr Jerry Greer

That, having considered all matters raised in the report, the report be noted.

Carried

 

Mrs Davidson presented the report.

 

It was noted that The Risk and Assurance  Committee will be briefed on new Privacy Act provisions at the first Risk & Assurance Committee meeting of 2021.

 

6.2         Resolution Monitoring Report

PURPOSE

The purpose of this report is to present to the Committee the Risk and Assurance Committee Resolution Monitoring Report. This report seeks to ensure the Committee has visibility over work that is progressing, following resolutions made by the Committee.

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Tim Aitken

That, having considered all matters raised in the report, the report be noted.

Carried

 

Mrs Davidson presented the report.

 

It was suggested that prior to Council adopt the Draft Long Term Plan 2021 – 2031, a briefing is held to the Risk and Assurance Committee on the application of the Treasury Management Policy.

 

6.3         Risk Status Update Report

PURPOSE

The purpose of this paper is to report to the Risk and Assurance Committee (the Committee) on Council’s risk landscape, risk management work in progress and to continue a discussion with the Committee about risk.

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Brent Muggeridge

That, having considered all matters raised in the report, the report be noted. Carried

 

 

 

6.4         Health and Safety Update Report #4

PURPOSE

To provide the Committee with health, safety and wellbeing information and insight up to the end of Q3 September 2020 and to update the Committee on key health and safety risks and initiatives.

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Jerry Greer

That, having considered all matters raised in the report, the report be noted.

Carried

 

 

6.5         Health and Safety Critical Risks - Deep Dive

PURPOSE

To provide the Risk and Assurance Committee with detailed information related to the Health and Safety Critical Risks that are present in the activities Central Hawkes Bay District Council undertakes.

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Brent Muggeridge

That, having considered all matters raised in the report, the report be noted.

 Carried

Mr De Klerk and Mr Johnstone presented the report.

 

It was requested that Officers factor in the health and safety risk of Governance and executive level staff as the next step in the evolution of critical risk framework the Health and Safety space.

 

Health and Safety critical risks examination to be presented on an annual basis.

 

 

6.6         Risk Management Framework - Amendment

PURPOSE

The matter for consideration by the Risk and Assurance Committee is the adoption of changes to Councils Risk Framework.

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Gerard Minehan

That having considered all matters raised in the report:

That the Risk and Assurance Committee adopt the recommended changes to the Risk Management Framework.

Carried

 

Mr Lloyd presented the report.

 

 

6.7         Treasury Management Monitoring Report

PURPOSE

The purpose of this report is to provide an update on Treasury Management and Policy Compliance.

 

Committee Resolution  

Moved:       Cr Gerard Minehan

Seconded:  Cr Tim Aitken

That, having considered all matters raised in the report, the report be noted.

Carried

It was requested that forecast information on future debt funding and its origin to be included in the report going forward.

 

 

The meeting adjourned at 10:30am for a refreshment break.

The meeting resumed at 10:57am.

 

 

6.8         Review of Sensitive Expenditure Policy

PURPOSE

The matter for consideration by the Council is a review of Council’s Sensitive Expenditure Policy.

 

Committee Resolution  

Moved:       Cr Tim Aitken

Seconded:  Cr Brent Muggeridge

That having considered all matters raised in the report:

a)             That the Review of Sensitive Expenditure Policy report be received.

b)             That the Committee acknowledge Council’s Sensitive Expenditure Policy is fit for purpose and no amendments are recommended.

c)             That the Committee endorse the proposed amendments to the Elected Member Remuneration and Expenses Policy, to include additional paragraphs on Entertainment and Hospitality, Private Use of Council Assets, Gifts, Donations, and Koha.

d)             That further amendments to the Elected Member Remuneration and Expenses Policy, as noted in the minutes, be made to the section of the Policy regarding registration of gifts, and that the amended Policy return to the table at the next Committee meeting.

Carried

Mr Chamberlain presented the report.

 

It was requested that an amendment be made to the Policy that a gift register be held. On receipt of a gift an elected member is to notify the Mayor and the Governance & Support Officer who will note the gift on the register.

 

That a gift value be decided upon that would trigger a gift being registered under the Policy.

 

 

6.9         NZTA Technical Audit 2020

 PURPOSE

The purpose of the report is to present the results of the 2020 NZTA Technical Audit carried out in March of 2020 inclusive of the proposed accepted corrective actions

 

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Gerard Minehan

That, having considered all matters raised in the report, the report be noted.

Carried

 

Mr McKinley presented the report.

 

It was requested that a centralised  audit report to be a standing item of the Risk and Assurance Committee.

 

 

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  

Moved:       Mayor Alex Walker

Seconded:  Cr Brent Muggeridge

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

7.1 - Conflict of Interest Matter - Report from Chief Executive

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(f)(ii) - the withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of Council members, officers, employees, and persons from improper pressure or harassment

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

7            Date of Next Meeting

The next meeting of the Risk and Assurance Committee be held on 31 March 2021.  

 

8            Time of Closure

 

The Meeting closed at 12.20pm

 

The minutes of this meeting were confirmed at the Risk and Audit Committee Meeting held on  .

 

...................................................

CHAIRPERSON