Audit, Risk and Finance Committee
Te Kōmiti Kaute / Tūraru / Pūtea
Held in the Council Chamber, Floor 2A, Civic House, 110 Trafalgar Street, Nelson on Friday 24 November 2023, commencing at 9.00a.m.
Present: Ms C Taylor (Chairperson), His Worship the Mayor N Smith, Councillor R O'Neill-Stevens, M Courtney and R Sanson
In Attendance: Chief Executive (N Philpott), Deputy Chief Executive/Group Manager Infrastructure (A Louverdis), Group Manager Corporate Services (N Harrison), Group Manager Strategy and Communications (N McDonald) Senior Governance Adviser (H Wagener) and Assistant Governance Adviser (A Bryce)
Apology: An apology has been received from Mr L McKenzie
Karakia and Mihi Timatanga
1. Apologies
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That the Audit, Risk and Finance Committee 1. Receives and accepts an apology from Mr L McKenzie. |
2. Confirmation of Order of Business
There were no changes to the order of business.
There were no updates to the Interests Register, and no interests with items on the agenda were declared.
There was no public forum.
5.1 15 September 2023
Document number M20285, agenda pages 7 - 16 refer.
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That the Audit, Risk and Finance Committee 1. Confirms the minutes of the meeting of the Audit, Risk and Finance Committee, held on 15 September 2023, as a true and correct record. |
6. Audit NZ - Audit Engagement Letter for the Long Term Plan 2024-2034
Document number R28035, agenda pages 17 - 18 refer.
The Appointed Auditor from Audit New Zealand, John Mackay took the report as read, tabled an attachment (1852948764-472) and answered questions on exclusion of the Water Services Reform Programme from the Long Term Plan 2024-2034 and agreement of the audit fees.
The meeting agreed to amendment of the officer’s recommendation to provide for audit fees to be agreed as a requirement for the signing of the letter from Audit New Zealand.
7. Quarterly Internal Audit Report - 30 Sept 2023
Document number R28053, agenda pages 19 - 20 refer.
Group Manager Corporate Services, Nikki Harrison, and Audit and Risk Analyst, Chris Logan took the report as read and answered questions on the New Zealand’s Building Consent Authority two-yearly audit and the review of Council’s updated Water Safety Plan.
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That the Audit, Risk and Finance Committee 1. Receives the report Quarterly Internal Audit Report - 30 Sept 2023 (R28053). |
8. Quarterly Risk Report - 30 Sept 2023
Document number R28049, agenda pages 21 - 46 refer.
Group Manager Corporate Services, Nikki Harrison, and Audit and Risk Analyst, Chris Logan took the report as read and answered questions on loss of service performance from ineffective contracts and contract management and optimisation of insurance.
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That the Audit, Risk and Finance Committee 1. Receives the report Quarterly Risk Report - 30 Sept 2023 (R28049) and its attachment (1759736513). |
9. Privacy Act 2020 - Reporting
Document number R28111, agenda pages 47 - 48 refer.
Manager Governance and Support Services, Devorah Nicuarta-Smith took the report as read and advised that the compliance register was not attached to the report. She answered questions on measures to ensure protection of privacy of submitters during the Long Term Plan 2024-34 consultation.
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That the Audit, Risk and Finance Committee 1. Receives the report Privacy Act 2020 - Reporting (R28111). |
10. Quarterly Finance Report to 30 September 2023
Document number R28129, agenda pages 49 - 71 refer.
Group Manager Infrastructure, Alec Louverdis, Group Manager Corporate Services, Nikki Harrison and Manager - Finance, Prabath Jayawardana took the report as read and answered questions on the reduction in Transport Choices Revenue, timing of capital expenditure, measures for collection of outstanding rates and current employee leave liabilities.
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That the Audit, Risk and Finance Committee 1. Receives the report Quarterly Finance Report to 30 September 2023 (R28129) and its attachments (1857728953-1257, 839498445-17924 and 839498445-17948). |
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Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
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1 |
Audit, Risk and Finance Committee Meeting - Confidential Minutes - 15 September 2023 |
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)(a) To protect the privacy of natural persons, including that of a deceased person · Section 7(2)(c)(ii) 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 otherwise to damage the public interest · Section 7(2)(g) To maintain legal professional privilege |
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2 |
Health, Safety and Wellbeing Report to 30 September 2023 |
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)(a) To protect the privacy of natural persons, including that of a deceased person |
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Quarterly Report on Legal Proceedings |
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 |
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Quarterly Update on Debts - 30 September 2023 |
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)(a) To protect the privacy of natural persons, including that of a deceased person |
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5 |
Organisational Risk - Deep Dives |
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)(j) To prevent the disclosure or use of official information for improper gain or improper advantage |
The meeting went into confidential session at 10.10a.m. and resumed in public session at 12.04p.m.
Karakia Whakamutanga
12. Restatements
It was resolved while the public was excluded:
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Health, Safety and Wellbeing Report to 30 September 2023 |
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2. Agrees that Report (R28094) and Attachment (855153265-4266) remain confidential at this time. |
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2 |
Quarterly Report on Legal Proceedings |
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2. Agrees that Report Quarterly Report on Legal Proceedings (R27940) and Attachment (142319133-487) remain confidential at this time. |
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3 |
Quarterly Update on Debts - 30 September 2023 |
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2. Agrees that the Report and its attachment (1857728953-1250) remain confidential at this time. |
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4 |
Organisational Risk - Deep Dives |
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1. Receives the report Organisational Risk - Deep Dives (R28145) and its Attachments (731786637 and 416503567); and 2. Agrees that Report (R28145), and the decision only be made publicly available; and 3. Agrees that Attachments (731786637 and 416503567) remain confidential at this time. |
There being no further business the meeting ended at 12.05p.m.
Confirmed as a correct record of proceedings by resolution on 14 February 2024
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That the Audit, Risk and Finance Committee 1. Confirms
the minutes of the meeting of the Audit, Risk and Finance Committee, held on
24 November 2023, as a true and correct record. |