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Audit and Risk
Committee
25 June 2018
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1 Apologies
2 Declaration
of Interest
There were no
declarations of interest.
3 Confirmation
of Minutes
4 Petitions
There were no
petitions.
5 Public
Input
There was no
public input.
6 Local
Board Input
There was no
local board input.
7 Extraordinary
Business
There was no
extraordinary business.
8 Notices
of Motion
There were no
notices of motion.
Note: From
this point forward, agenda items were taken in the following order:
Item 13 Procedural motion to exclude the public
Confidential Items C1 to C4
Item 9 Quarterly health and safety
performance report
Item 10 NewCore Programme closure report
Item 11 Forward Work Programme
Item 12 Consideration of Extraordinary Items
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13 Procedural
motion to exclude the public
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Resolution
number AUD/2018/34
MOVED by Chairperson S Sheldon, seconded by
Member B Robertson:
That the
Audit and Risk Committee:
a) exclude
the public from the following part(s) of the proceedings of this meeting.
b) agree
that Greg Schollum, Deputy Auditor-General, Office of
the Auditor-General, Sarah Markley, Sector Manager, Local Government, Office
of the Auditor-General and Jo Smaill, Audit Director, Audit New Zealand be permitted to remain for all the confidential items after the
public has been excluded, because of their knowledge of matters which will
help the Audit and Risk Committee in its decision-making.
The
general subject 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(1) of the Local Government Official
Information and Meetings Act 1987 for the passing of this resolution follows.
This
resolution is made in reliance on section 48(1)(a) of the Local Government
Official Information and Meetings Act 1987 and the particular interest or
interests protected by section 6 or section 7 of that Act which would be
prejudiced by the holding of the whole or relevant part of the proceedings of
the meeting in public, as follows:
C1 Update
on Key Controls and Risks Related to the Long-term Plan 2018-2028
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Reason
for passing this resolution in relation to each matter
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Particular
interest(s) protected (where applicable)
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Ground(s)
under section 48(1) for the passing of this resolution
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The
public conduct of the part of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists
under section 7.
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s7(2)(g)
- The withholding of the information is necessary to maintain legal
professional privilege.
In
particular, the report contains legal advice being provided to the
Committee.
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s48(1)(a)
The
public conduct of the part of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists
under section 7.
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C2 Audit
of Building and Resource Consents
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Reason
for passing this resolution in relation to each matter
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Particular
interest(s) protected (where applicable)
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Ground(s)
under section 48(1) for the passing of this resolution
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The
public conduct of the part of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists
under section 7.
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s7(2)(c)(ii)
- The withholding of the information is necessary to protect information
which is subject to an obligation of confidence or which any person has
been or could be compelled to provide under the authority of any enactment,
where the making available of the information would be likely to damage the
public interest.
In
particular, the report contains operational information, which if released
may jeopardise the effective delivery of internal audit services.
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s48(1)(a)
The
public conduct of the part of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists
under section 7.
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C3 Office
of the Auditor-General and Audit New Zealand Briefing
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Reason
for passing this resolution in relation to each matter
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Particular
interest(s) protected (where applicable)
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Ground(s)
under section 48(1) for the passing of this resolution
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The public
conduct of the part of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists
under section 7.
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s7(2)(c)(ii)
- The withholding of the information is necessary to protect information
which is subject to an obligation of confidence or which any person has
been or could be compelled to provide under the authority of any enactment,
where the making available of the information would be likely to damage the
public interest.
In
particular, the report contains findings of the audit review engagement for
the Long-term Plan 2018-2028.
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s48(1)(a)
The
public conduct of the part of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists
under section 7.
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C4 Internal
Audit and Integrity Progress Report
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Reason
for passing this resolution in relation to each matter
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Particular
interest(s) protected (where applicable)
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Ground(s)
under section 48(1) for the passing of this resolution
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The
public conduct of the part of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists
under section 7.
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s7(2)(a)
- The withholding of the information is necessary to protect the privacy of
natural persons, including that of a deceased person.
s7(2)(c)(ii)
- The withholding of the information is necessary to protect information
which is subject to an obligation of confidence or which any person has
been or could be compelled to provide under the authority of any enactment,
where the making available of the information would be likely to damage the
public interest.
In
particular, the report contains operational information, which if released
may jeopardise the effective delivery of internal audit services.
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s48(1)(a)
The
public conduct of the part of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists
under section 7.
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The text of these resolutions
is made available to the public who are present at the meeting and form part
of the minutes of the meeting.
CARRIED
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1.37pm The
public was excluded.
Resolutions in
relation to the confidential items are recorded in the confidential section of
these minutes and are not publicly available.
3.16pm The
public was re-admitted.
restatementS
It was resolved
while the public was excluded:
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C1
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Update on Key Controls and Risks Related to
the Long-term Plan 2018-2028
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Resolution
number AUD/2018/35
MOVED by Member P Conder, seconded by Member B Robertson:
That the Audit and Risk
Committee:
a) receive
the report on the key controls and risks relating to the development of the
10-year Budget.
b) note
a number of high level issues discussed by the committee.
c) request
that management consider the presentation of a number of issues raised.
d) advise
the Governing Body that effective internal control and risk management
processes have been followed during the preparation of the 10-year Budget.
e) advise
the Governing Body that there are no significant outstanding audit issues.
Restatement
f) agree that the report will remain confidential, but the decisions
be restated in the open minutes.
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C2
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Audit of Building and Resource Consents
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MOVED by
Chairperson S Sheldon, seconded by Mayor P Goff:
That the Audit and Risk
Committee:
a) receive
this report, noting the work being undertaken to respond to the audit issue
reported by Audit New Zealand.
b) note
that a further update will be provided to the committee at its August
meeting.
Restatement
c) agree
that the report will remain confidential, but the decisions be restated in
the open minutes.
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C3
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Office of the Auditor-General and Audit New
Zealand Briefing
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MOVED by
Chairperson S Sheldon, seconded by Member B Robertson:
That the Audit and Risk
Committee:
a) receive
the information provided by the Auditor-General’s representatives,
Deputy Auditor-General Greg Schollum, Sector Manager - Local Government Sarah
Markley, and Audit Director, Audit New Zealand Jo Smaill, and thank them for
their attendance.
Restatement
b) agree that the report and attachments will remain confidential,
but the decisions be restated in the open minutes.
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C4
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Internal Audit and Integrity Progress Report
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MOVED by
Chairperson S Sheldon, seconded by Member P Conder:
That the Audit and Risk
Committee
a) note
the progress made by the Internal Audit and Integrity units of the Internal
Audit department in delivering against the internal audit programme.
Restatement
b) agree
that the report will remain confidential, but the decisions be restated in
the open minutes.
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Note: As noted previously,
the open agenda items were taken after the confidential agenda items were
considered.
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9
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Quarterly health and safety performance report
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Resolution
number AUD/2018/39
MOVED by Member B Robertson, seconded by Mayor P Goff:
That the Audit and
Risk Committee:
a) receive
the quarter three report on the council’s health and safety
performance.
b) refer
this report to the Governing Body and draw elected members attention to the
need to fulfil their duties under the Health and Safety at Work Act 2015.
c) note
that this report will also be provided to all local boards for their information.
CARRIED
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10
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NewCore Programme closure report
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Note: Changes to the original
recommendation c) were made with the agreement of the meeting.
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Resolution
number AUD/2018/40
MOVED by Member P Conder, seconded by Member B Robertson:
That the Audit and
Risk Committee:
a) note
the closure report for NewCore.
b) note
that this report is the formal closure of the NewCore Programme.
c) note
that a post-implementation review will be carried out by the Internal Audit
department, completed by December 2018 and reported to the committee in
February 2019.
CARRIED
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12 Consideration
of Extraordinary Items
There was no
consideration of extraordinary items.
3.40pm The
Chairperson thanked Members for their attendance and attention to business and
declared the meeting closed.
CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF
THE Audit and Risk Committee HELD
ON
DATE:.........................................................................
CHAIRPERSON:........................................................
