I hereby give notice that an ordinary meeting of the Emergency Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

 

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/

 

Te Kāhui Ngārahu / Emergency Committee

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Mayor

Hon Phil Goff, CNZM, JP

 

Deputy Mayor

Deputy Mayor Cr Bill Cashmore

 

Councillors

Cr Josephine Bartley

Cr Tracy Mulholland

 

Cr Dr Cathy Casey

Cr Daniel Newman, JP

 

Cr Fa’anana Efeso Collins

Cr Greg Sayers

 

Cr Pippa Coom

Cr Desley Simpson, JP

 

Cr Linda Cooper, JP

Cr Sharon Stewart, QSM

 

Cr Angela Dalton

IMSB Chair David Taipari

 

Cr Chris Darby

Cr Wayne Walker

 

Cr Alf Filipaina

Cr John Watson

 

Cr Christine Fletcher, QSO

Cr Paul Young

 

Cr Shane Henderson

IMSB Member TBC

 

Cr Richard Hills

 

 

(Quorum 2 members)

 

 

 

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

 

 


 


 

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

 

·           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).

·           However, standing orders require that a councillor who has a pecuniary conflict of interest leave the room.

·           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

 

·           Members of the Independent Māori Statutory Board who are appointed members of the committee remain.

·           Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.

 

Staff

 

·           All staff supporting the meeting (administrative, senior management) remain.

·           Other staff who need to because of their role may remain.

 

Local Board members

 

·           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.

 

 

 


Emergency Committee

23 April 2020

 

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  

 


1          Apologies

 

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

 

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.

 

 

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.”

 

 


Emergency Committee

23 April 2020

 

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.

 

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.

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.      

Ngā kaihaina

Signatories

Author

Sarndra O'Toole - Kaiarataki Kapa Tohutohu Mana Whakahaere / Team Leader Governance Advisors

Authoriser

Phil Wilson - Governance Director

 


Emergency Committee

23 April 2020

 

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.

 


Emergency Committee

23 April 2020

 

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.

 


Emergency Committee

23 April 2020

 

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.

 

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.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Author

Sarndra O'Toole - Kaiarataki Kapa Tohutohu Mana Whakahaere / Team Leader Governance Advisors

Authoriser

Phil Wilson - Governance Director

      

 


Emergency Committee

23 April 2020

 

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

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

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.

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.

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.