I hereby give notice that an ordinary
meeting of the Emergency Committee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Thursday, 23
April 2020
10.00am
These
meetings will be held remotely and can be viewed on the Auckland Council
website
https://councillive.aucklandcouncil.govt.nz/
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Te Kāhui Ngārahu / Emergency
Committee
OPEN AGENDA
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MEMBERSHIP
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Mayor
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Hon Phil Goff, CNZM, JP
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Deputy Mayor
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Deputy Mayor Cr Bill Cashmore
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Councillors
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Cr Josephine Bartley
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Cr Tracy Mulholland
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Cr Dr Cathy Casey
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Cr Daniel Newman, JP
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Cr Fa’anana Efeso Collins
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Cr Greg Sayers
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Cr Pippa Coom
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Cr Desley Simpson, JP
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Cr Linda Cooper, JP
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Cr Sharon Stewart, QSM
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Cr Angela Dalton
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IMSB Chair David Taipari
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Cr Chris Darby
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Cr Wayne Walker
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Cr Alf Filipaina
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Cr John Watson
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Cr Christine Fletcher, QSO
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Cr Paul Young
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Cr Shane Henderson
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IMSB Member TBC
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Cr Richard Hills
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(Quorum 2 members)
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Sarndra O'Toole
Kaiarataki Kapa Tohutohu Mana
Whakahaere / Team Leader Governance Advisors
20 April 2020
Contact Telephone: +64 9 890 8152
Email: sarndra.otoole@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Terms of Reference
Responsibilities
This committee is an ad-hoc
committee of the whole of the Governing Body which is established in times of
emergency. It will assume the functions and power of all governing body
committees (and sub-committees), except for the Audit and Risk Committee, and
its responsibilities include all the responsibilities of the Governing Body
which can legally be delegated as well as the responsibilities of all the
committees it assume the functions and power for.
Powers
(i) All the powers of the
Governing Body which can legally be delegated, except those of the Audit and
Risk Committee.
Exclusion of the public – who
needs to leave the meeting
Members of the public
All members of the public must leave the
meeting when the public are excluded unless a resolution is passed permitting a
person to remain because their knowledge will assist the meeting.
Those who are not members of the public
General principles
·
Access to confidential information is managed on a “need to
know” basis where access to the information is required in order for a
person to perform their role.
·
Those who are not members of the meeting (see list below) must
leave unless it is necessary for them to remain and hear the debate in order to
perform their role.
·
Those who need to be present for one confidential item can remain
only for that item and must leave the room for any other confidential items.
·
In any case of doubt, the ruling of the chairperson is final.
Members of the meeting
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The members of the meeting remain (all Governing Body members if
the meeting is a Governing Body meeting; all members of the committee if the
meeting is a committee meeting).
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However, standing orders require that a councillor who has a
pecuniary conflict of interest leave the room.
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All councillors have the right to attend any meeting of a
committee and councillors who are not members of a committee may remain,
subject to any limitations in standing orders.
Independent Māori Statutory Board
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Members of the Independent Māori
Statutory Board who are appointed members of the committee remain.
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Independent Māori Statutory Board
members and staff remain if this is necessary in order for them to perform
their role.
Staff
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All staff supporting the meeting (administrative, senior
management) remain.
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Other staff who need to because of their role may remain.
Local Board members
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Local Board members who need to hear the matter being discussed
in order to perform their role may remain. This will usually be if the
matter affects, or is relevant to, a particular Local Board area.
Council Controlled Organisations
·
Representatives of a Council Controlled Organisation can remain
only if required to for discussion of a matter relevant to the Council
Controlled Organisation.
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Emergency
Committee
23 April 2020
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ITEM TABLE
OF CONTENTS PAGE
1 Apologies 7
2 Declaration of
Interest 7
3 Confirmation
of Minutes 7
4 Petitions 7
5 Public Input 7
6 Local Board
Input 7
7 Extraordinary
Business 7
8 COVID-19
briefing and Auckland Emergency Management status update 9
9 Community Loan
Guarantees and Loans (Covering report) 11
10 Approval of the Auckland
Regional Amenities Funding Levy 2020-2021 (Covering report) 13
11 Referred from the Audit
and Risk Committee - Risk and Assurance Update - approach to risk management
and assurance activities during COVID-19 lockdown and recovery 15
12 Consideration of
Extraordinary Items
PUBLIC EXCLUDED
13 Procedural
Motion to Exclude the Public 17
C1 CONFIDENTIAL: Referred
from the Audit and Risk Committee - Risk and Assurance Update - approach to
risk management and assurance activities during COVID-19 lockdown and recovery 17
At the close of
the agenda no apologies had been received.
2 Declaration
of Interest
Members are
reminded of the need to be vigilant to stand aside from decision making when a
conflict arises between their role as a member and any private or other
external interest they might have.
3 Confirmation
of Minutes
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That the Emergency Committee:
a)
confirm the ordinary minutes of its meeting,
held on Thursday, 16 April 2020, including the
confidential section, as a true and correct record.
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4 Petitions
At the close of
the agenda no requests to present petitions had been received.
5 Public
Input
Standing Order
7.7 provides for Public Input. Applications to speak must be made to the
Governance Advisor, in writing, no later than one (1) clear working day
prior to the meeting and must include the subject matter. The meeting
Chairperson has the discretion to decline any application that does not meet
the requirements of Standing Orders. A maximum of thirty (30) minutes
is allocated to the period for public input with five (5) minutes
speaking time for each speaker.
At the close of
the agenda no requests for public input had been received.
6 Local
Board Input
Standing Order
6.2 provides for Local Board Input. The Chairperson (or nominee of that
Chairperson) is entitled to speak for up to five (5) minutes during this
time. The Chairperson of the Local Board (or nominee of that Chairperson)
shall wherever practical, give one (1) day’s notice of their wish
to speak. The meeting Chairperson has the discretion to decline any
application that does not meet the requirements of Standing Orders.
This right is
in addition to the right under Standing Order 6.1 to speak to matters on the
agenda.
At the close of
the agenda no requests for local board input had been received.
7 Extraordinary
Business
Section 46A(7)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“An item
that is not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local
authority by resolution so decides; and
(b) The presiding member
explains at the meeting, at a time when it is open to the public,-
(i) The
reason why the item is not on the agenda; and
(ii) The reason why the
discussion of the item cannot be delayed until a subsequent meeting.”
Section 46A(7A)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“Where an
item is not on the agenda for a meeting,-
(a) That item may be discussed
at that meeting if-
(i) That item is a minor
matter relating to the general business of the local authority; and
(ii) the presiding member
explains at the beginning of the meeting, at a time when it is open to the
public, that the item will be discussed at the meeting; but
(b) no resolution, decision or
recommendation may be made in respect of that item except to refer that item to
a subsequent meeting of the local authority for further discussion.”
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Emergency
Committee
23 April 2020
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COVID-19
briefing and Auckland Emergency Management status update
File No.: CP2020/04551
Te take mō te
pūrongo
Purpose of the report
1. To
enable the committee to be briefed on the COVID-19 pandemic, Auckland Emergency
Management status and council’s response.
Whakarāpopototanga matua
Executive summary
2. Ian
Maxwell, Director Executive Programmes and Mace Ward, Group Controller,
Auckland Emergency Management will provide a written and verbal briefing.
The report will be circulated prior to the meeting.
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Ngā tūtohunga
Recommendation/s
That the Emergency Committee:
a) receive
the report and thank Ian Maxwell, Director Executive Programmes and Mace
Ward, Group Controller, Auckland Emergency Management for the briefing on the
COVID-19 pandemic and the Auckland Emergency Management status update.
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Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
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Author
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Sarndra O'Toole - Kaiarataki Kapa Tohutohu Mana
Whakahaere / Team Leader Governance Advisors
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Authoriser
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Phil Wilson - Governance Director
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Emergency
Committee
23 April 2020
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Community Loan Guarantees and Loans
(Covering report)
File No.: CP2020/04789
Te take mō te
pūrongo
Purpose of the report
1. To
obtain delegated approval for the Group Chief Financial Officer and Group
Treasurer to approve alternative arrangements for community groups needing to
renegotiate loan and guarantee arrangements because of COVID-19 related issues.
Whakarāpopototanga matua
Executive summary
2. This
is a late covering report for the above item. The comprehensive agenda report
was not available when the agenda went to print and will be provided prior to
the 23 April 2020 Emergency Committee meeting.
Ngā tūtohunga
Recommendation/s
The recommendations will be provided in the
comprehensive agenda report.
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Emergency
Committee
23 April 2020
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Approval of the Auckland Regional
Amenities Funding Levy 2020-2021 (Covering report)
File No.: CP2020/04790
Te take mō te
pūrongo
Purpose of the report
1. To
consider the Auckland Regional Amenities Funding Act (ARAFA) levy for
2020/2021.
Whakarāpopototanga matua
Executive summary
2. This
is a late covering report for the above item. The comprehensive agenda report
was not available when the agenda went to print and will be provided prior to
the 23 April 2020 Emergency Committee meeting.
Ngā tūtohunga
Recommendation/s
The recommendations will be provided in the
comprehensive agenda report.
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Emergency
Committee
23 April 2020
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Referred from the Audit and Risk
Committee - Risk and Assurance Update - approach to risk management and
assurance activities during COVID-19 lockdown and recovery
File No.: CP2020/04762
Te take mō te
pūrongo
Purpose of the report
1. To receive update and gain oversight and assurance concerning the
approach to:
a) managing
and mitigating the key COVID-19 event and relevant top risks; and
b) providing
assurance that key aspects of the control environment have continued to operate
effectively during the period of the COVID-19 lockdown and recovery
referred by the Audit
and Risk Committee.
Whakarāpopototanga matua
Executive summary
2. The
Audit and Risk Committee considered the Risk and Assurance Update - approach to
risk management and assurance activities during COVID-19 lockdown and recovery
at its meeting on 14 April 2020. This is the open process report.
3. The
Audit and Risk Committee resolved as follows:
“Resolution number
AUD/2020/17
MOVED by Chairperson S Sheldon,
seconded by Cr S Henderson:
That the Audit and Risk Committee:
a) note that
there is a confidential report included in the agenda which contains
information on the approach to risk management and assurance activities during
COVID-19 lockdown and recovery.”
4. There
is a report in the confidential section of this Emergency Committee meeting
concerning the approach being taken for the risk and assurance activities
during the lockdown period.
5. That
report sets out how Council and the council-controlled organisations are
maintaining risk management and assurance functions during Alert 4 status and
lockdown ordered by the Government following the COVID-19 pandemic outbreak.
6. That
report is in the confidential section of the agenda, as it references
confidential information that relates to council group’s
finances and financial risks, cyber security and other operational risks and
mitigations, controls and issues as well as information provided in confidence
from the Auckland Council council-controlled organisations.
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Ngā tūtohunga
Recommendation/s
That the Emergency Committee:
a) note
that there is a confidential report included in the agenda which contains
information on the approach to risk management and assurance activities
during COVID-19 lockdown and recovery referred from the Audit and Risk
Committee meeting held on 14 April 2020.
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Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
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Author
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Sarndra O'Toole - Kaiarataki Kapa Tohutohu Mana
Whakahaere / Team Leader Governance Advisors
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Authoriser
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Phil Wilson - Governance Director
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Emergency
Committee
23 April 2020
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Exclusion of the Public: Local Government Official Information
and Meetings Act 1987
That the Emergency
Committee
a) exclude
the public from the following part(s) of the proceedings of this meeting.
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 CONFIDENTIAL:
Referred from the Audit and Risk Committee - Risk and Assurance Update -
approach to risk management and assurance activities during COVID-19 lockdown
and recovery
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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)(i) -
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 prejudice the supply
of similar information or information from the same source and it is in the
public interest that such information should continue to be supplied.
s7(2)(h) -
The withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
In
particular, the report contains information provided in confidence from the
Auckland Council Controlled Organisations and information concerning
financial risks, cyber and informatiion security risks.
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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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