Minutes of a meeting of the Audit, Risk and Finance Subcommittee

Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson

On Wednesday 2 December 2020, commencing at 11.02a.m.

 

Present:              Mr J Peters (Chairperson), Her Worship the Mayor R Reese, Councillors J Edgar, M Lawrey, R Sanson and Mr J Murray

In Attendance:    Group Manager Corporate Services (N Harrison), Governance Adviser (J Brandt) and Governance Support (P Boutle)

Apology:             Her Worship the Mayor R Reese (lateness)

 

1        Apologies

 

Resolved ARF/2020/064

 

That the Audit, Risk and Finance Subcommittee

1.        Receives and accepts an apology for lateness from Her Worship the Mayor R Reese.

 

Peters/Edgar                                                                                 Carried

 

2.       Confirmation of Order of Business

There was no change to the order of business.

3.       Interests

There were no updates to the Interests Register, and no interests with items on the agenda were declared.

4.       Public Forum 

There was no public forum.

5.       Confirmation of Minutes

5.1      10 November 2020

Document number M15258, agenda pages 6 - 12 refer.

It was requested to add to the minutes that the committee noted its disappointment with Audit New Zealand for the delays in completing the Annual Report 2019/20 audit and not providing clear timeframes.

Resolved ARF/2020/065

 

That the Audit, Risk and Finance Subcommittee 

1.    Confirms the amended minutes of the meeting of the Audit, Risk and Finance Subcommittee , held on 10 November 2020, as a true and correct record.

Edgar/Murray                                                                               Carried

   

6.       Chairperson's Report

Document number R22501, agenda pages 13 - 13 refer.

Resolved ARF/2020/066

 

That the Audit, Risk and Finance Subcommittee

1.    Receives the Chairperson's Report (R22501).

Peters/Edgar                                                                                 Carried

  

7.       Policy Review: Procurement Policy

Document number R14814, agenda pages 14 - 30 refer.

Manager Business Improvement, Arlene Akhlaq, presented the report. She answered questions about the policy’s commitment to the Living Wage. Ms Akhlaq answered further questions about the streamlined contract award process for the Capital Works Programme, the exemption in place and how a streamlined procurement process may continue under this Policy.

Attendance: Her Worship the Mayor R Reese joined the meeting at 11.41 a.m.

Resolved ARF/2020/067

 

That the Audit and Risk Subcommittee

1.    Receives the report Policy Review: Procurement Policy (R14814) and its attachments (A2348654 and A2525519).

Edgar/Sanson                                                                               Carried

Recommendation to Council ARF/2020/068

 

That the Council

1.    Approves the amended Nelson City Council Procurement Policy (A2348654), effective from 1 February 2021.

 

Edgar/Sanson                                                                               Carried

 

8.       Quarterly Finance Report 1 July - 30 September 2020

Document number R21347, agenda pages 31 - 47 refer.

Manager Finance, Clare Knox, presented the report. She gave a progress update about Audit New Zealand’s delays with Annual Report 2019/20 audit, noting that officers were hoping the audit clearance would be received in time for the 17 December 2020 Council meeting.

Resolved ARF/2020/069

 

That the Audit, Risk and Finance Subcommittee

1.    Receives the report Quarterly Finance Report 1 July - 30 September 2020 (R21347) and its attachments (A2505385, A2505175 and A2517557).

 

Sanson/Edgar                                                                               Carried

 

Attendance: Mr Murray left the meeting at 12.14p.m. and returned during the confidential part of the meeting.

 

9.       Exclusion of the Public

Recommendation

 

That the Audit, Risk and Finance Subcommittee

1.        Excludes the public from the following parts of the proceedings of this meeting.

2.        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 are as follows:

 

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

1

Audit, Risk and Finance Subcommittee Meeting – Confidential Minutes -  10 November 2020

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7.

The withholding of the information is necessary:

·    Section 7(2)(g)

     To maintain legal professional privilege

·         Section 7(2)(a)

     To protect the privacy of natural persons, including that of a deceased person

·   Section 7(2)(g)

     To maintain legal professional privilege

The meeting went into confidential session at 12.14p.m. and resumed in public session at 12.15p.m.

The only business transacted in confidential session was to confirm the minutes. In accordance with the Local Government Official Information Meetings Act, no reason for withholding this information from the public exists therefore this business has been recorded in the open minutes.

10.     Confirmation of Minutes

10.1    10 November 2020

Document number M15260, agenda pages 3 - 5 refer.

Resolved ARF/2020/070

 

That the Audit, Risk and Finance Subcommittee

1.    Confirms the minutes of part of the meeting of the Audit, Risk and Finance Subcommittee, held with the public excluded on 10 November 2020, as a true and correct record.

Edgar/Peters                                                                                 Carried

    

Attendance: Mr Murray returned to the meeting at 12.15p.m.     

11.     Re-admittance of the Public

Resolved ARF/2020/071

 

That the Council

1.        Re-admits the public to the meeting.

Sanson/Lawrey                                                                           Carried

 

 

 

There being no further business the meeting ended at 12.15p.m.

 

Confirmed as a correct record of proceedings:

 

 

 

                                                       Chairperson                                     Date