Notice of Meeting:
I hereby give notice that an ordinary meeting of the Audit
and Risk Subcommittee will be held on:
Date: Thursday
17 February 2022
Time: 2.00
pm
Venue: Via
Audio Visual Link
Sandy Graham
Audit and Risk Subcommittee
PUBLIC AGENDA
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Chairperson
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Warren Allen
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Deputy Chairperson
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Janet Copeland
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Members
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Cr Christine Garey
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Cr Doug Hall
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Mayor Aaron Hawkins
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Cr Mike Lord
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Senior Officer Gavin
Logie, Chief Financial Officer
Governance Support Officer Wendy
Collard
Wendy Collard
Governance Support Officer
Telephone: 03 477 4000
Wendy.Collard@dcc.govt.nz
www.dunedin.govt.nz
Note: Reports
and recommendations contained in this agenda are not to be considered as
Council policy until adopted.
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Audit and Risk Subcommittee
17 February 2022
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ITEM TABLE OF CONTENTS PAGE
1 Apologies 4
2 Confirmation
of Agenda 4
3 Declaration
of Interest 5
4 Confirmation
of Minutes 10
4.1 Audit and Risk
Subcommittee meeting - 2 December 2021 10
4.2 Audit and Risk Subcommittee
meeting - 16 December 2021 19
Part
A Reports (Committee has power to decide these matters)
5 Health
and Safety Charter 22
6 Audit
and Risk Subcommittee Work Plan 2022 27
7 Financial
Results for period ending 31 December 2021 33
8 Waipori
Fund - Quarter Ending December 2021 50
Resolution to Exclude the Public 57
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Audit and Risk Subcommittee
17 February 2022
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1 Apologies
An apology has been received from
Cr Doug Hall.
That the Subcommittee:
Accepts the apology from Cr
Doug Hall.
2 Confirmation
of agenda
Note:
Any additions must be approved by resolution with an explanation as to why they
cannot be delayed until a future meeting.
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Audit and Risk Subcommittee
17 February 2022
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Declaration of Interest
EXECUTIVE SUMMARY
1. Members
are reminded of the need to stand aside from decision-making when a conflict
arises between their role as an elected representative or independent member
and any private or other external interest they might have.
2. Elected
members and independent members are reminded to update their
register of interests as soon as practicable, including amending the register
at this meeting if necessary.
|
RECOMMENDATIONS
That the Subcommittee:
a) Notes/Amends if necessary the Elected or Independent
Members' Interest Register attached as Attachment A; and
b) Confirms/Amends the proposed management plan for
Elected or Independent Members' Interests.
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Attachments
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Title
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Page
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⇩a
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Register of Interest
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6
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Audit and Risk Subcommittee
17 February 2022
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Audit and Risk Subcommittee
17 February 2022
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Confirmation
of Minutes
Audit and Risk Subcommittee meeting - 2 December 2021
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RECOMMENDATIONS
That the Subcommittee:
a) Confirms the public part of the minutes of the
Audit and Risk Subcommittee meeting held on 02 December 2021 as a correct
record.
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Attachments
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Title
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Page
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A⇩
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Minutes of Audit and
Risk Subcommittee meeting held on 2 December 2021
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11
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Audit and Risk
Subcommittee
17 February 2022
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Audit and Risk Subcommittee
MINUTES
Minutes of an ordinary meeting
of the Audit and Risk Subcommittee held in the Otaru Room, Civic Centre, The
Octagon, Dunedin on Thursday 02 December 2021, commencing at 12.30 pm
PRESENT
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Chairperson
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Warren Allen
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Deputy Chairperson
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Janet Copeland
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Members
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Cr Doug Hall
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Mayor Aaron Hawkins
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Cr Mike Lord
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IN ATTENDANCE
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Sandy Graham (Chief Executive
Officer), Gavin Logie (Chief Financial Officer) and Andrew Slater (Risk and
Internal Audit Manager).
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Governance Support Officer Wendy
Collard
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1 Apologies
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Moved (Warren Allen/Cr Mike Lord):
That the Subcommittee:
Accepts the apology from
Cr Christine Garey.
Motion carried
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2 Confirmation
of agenda
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Moved (Warren Allen/Janet Copeland):
That the Subcommittee:
Confirms the agenda with
the following addition or alteration:
Item C3 – Draft COVID-19
Protection (Vaccination) Policy to be taken in the public part of the meeting
as Item 6.
Motion carried
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3 Declarations
of interest
Members were
reminded of the need to stand aside from decision-making when a conflict arose
between their role as an elected representative and any private or other
external interest they might have.
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Moved (Warren Allen/Mayor Aaron Hawkins):
That the Subcommittee:
a) Notes the Elected or Independent Members' Interest
Register; and
b) Confirms the proposed management plan for Elected
or Independent Members' Interests.
Motion carried
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4 Confirmation
of Minutes
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4.1 Audit
and Risk Subcommittee meeting - 3 November 2021
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Moved (Warren Allen/Cr Doug Hall):
That the Subcommittee:
a) Confirms the public part of the minutes of the
Audit and Risk Subcommittee meeting held on 03 November 2021 as a correct
record.
Motion
carried (AR/2021/025)
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Part
A Reports
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6 DRAFT
COVID-19 Potection (Vaccination) Policy
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A report from Civic provided a copy of the COVID-19
Protection (Vaccination) Policy for the Audit and Risk Subcommittee’s
information.
The Chief Executive Officer (Sandy Graham) spoke to the
report and advised that COVID-19 Protection (Vaccination) Policy had now been
finalised.
Following discussion, it was agreed that an update on
Council’s COVID-19 response which included the review of the COVID-19
Protection (Vaccination) Policy and its implementation would be provided to
future Audit and Risk Subcommittee meetings. The Subcommittee noted
that the Policy had been developed with the safety and wellbeing of the
public and staff in mind.
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Moved (Warren Allen/Cr Mike Lord):
That the Subcommittee:
a) Notes the COVID Protection (Vaccination) Policy
Motion
carried
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5 Audit
and Risk Subcommittee Work Plan 2021- 2022
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A report from Civic provided
a copy of the revised Audit and Risk Subcommittee Work Plan 2021-2022 which
included a schedule of Governance and Financial Policies.
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Moved (Warren Allen/Cr Doug Hall):
That the Subcommittee:
a) Notes the Audit and Risk Subcommittee Work Plan 2021-2022.
Motion carried
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The Chairperson thanked Andrew Slater for all his
contribution, knowledge, and professionalism during his time with the Dunedin
City Council and in particular the Audit and Risk Subcommittee.
The Chief Executive Officer also thanked Andrew Slater for
his passion and contribution to the Dunedin City Council in particular the
enhancement of Council’s risk management.
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Resolution to exclude the public
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Moved (Warren Allen/Cr Mike Lord):
That the Subcommittee:
Pursuant
to the provisions of the Local Government Official Information and Meetings
Act 1987, exclude the public from the following part of the proceedings of
this meeting namely:
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General
subject of the matter to be considered
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Reasons
for passing this resolution in relation to each matter
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Ground(s) under
section 48(1) for the passing of this resolution
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Reason for
Confidentiality
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C1
Audit and Risk Subcommittee meeting - 3 November 2021 - Public Excluded
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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)(b)(ii)
The
withholding of the information is necessary to protect information where
the making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
S7(2)(b)(i)
The
withholding of the information is necessary to protect information where
the making available of the information would disclose a trade secret.
S7(2)(h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of
natural persons, including that of a deceased person.
S6(b)
The
making available of the information would be likely to endanger the safety
of a person.
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.
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C2
Audit and Risk Subcommittee Actions Report
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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.
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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
Health and Safety Monthly Reporting for September 2021
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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.
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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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C5
Internal Audit Workplan Update
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S7(2)(b)(i)
The
withholding of the information is necessary to protect information where the
making available of the information would disclose a trade secret.
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.
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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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C6
DCC External Audit Actions Update
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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.
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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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C7
Dunedin City Holdings Ltd - Update on Audit and Risk Activity
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S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where
the making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
|
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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|
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C8
Treasury Risk Management Compliance Report
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S7(2)(h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
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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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C9
Protected Disclosure Register
|
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)(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.
|
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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C10
Investigation Register
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S6(b)
The
making available of the information would be likely to endanger the safety
of a person.
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of
natural persons, including that of a deceased person.
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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 6
and 7.
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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, or Section 6 or Section 7 or Section 9 of
the Official Information Act 1982, as the case may require, which would be
prejudiced by the holding of the whole or the relevant part of the
proceedings of the meeting in public are as shown above after each item.
That Rudie Tomlinson (Audit NZ) and Monique Kruger
(Audit NZ) be permitted to attend the meeting, after the public has been
excluded, because of their knowledge of Item C2 and C7. This knowledge,
which would be of assistance in relation to the matters discussed, was
relevant because they would be reporting on the item under consideration.
Motion
carried (AR/2021/026)
|
The meeting moved into confidential at 1.08 pm and concluded
at 3.01 pm.
..............................................
CHAIRPERSON
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Audit and Risk Subcommittee
17 February 2022
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Audit and Risk Subcommittee
meeting - 16 December 2021
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RECOMMENDATIONS
That the Subcommittee:
a) Confirms the public part of the minutes of the
Audit and Risk Subcommittee meeting held on 16 December 2021 as a correct
record.
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Attachments
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Title
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Page
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A⇩
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Minutes of Audit and
Risk Subcommittee meeting held on 16 December 2021
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20
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Audit and Risk
Subcommittee
17 February 2022
|
Audit and Risk Subcommittee
MINUTES
Minutes of an ordinary
meeting of the Audit and Risk Subcommittee held in the Via Audio Visual Link on
Thursday 16 December 2021, commencing at 8.15 am
PRESENT
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Chairperson
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Warren Allen
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Deputy Chairperson
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Janet Copeland
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Members
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Cr Christine Garey
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Cr Doug Hall
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Cr Mike Lord
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IN ATTENDANCE
|
Sandy Graham (Chief Executive
Officer)
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Governance Support Officer Wendy
Collard
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Resolution
to exclude the public
|
|
Moved (Warren Allen/Cr Christine Garey):
That the Subcommittee:
Pursuant
to the provisions of the Local Government Official Information and Meetings
Act 1987, exclude the public from the following part of the proceedings of
this meeting namely:
|
General
subject of the matter to be considered
|
Reasons
for passing this resolution in relation to each matter
|
Ground(s) under
section 48(1) for the passing of this resolution
|
Reason for
Confidentiality
|
|
C1
Correspondence
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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.
|
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.
|
|
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, or Section 6 or Section 7 or Section 9 of
the Official Information Act 1982, as the case may require, which would be prejudiced
by the holding of the whole or the relevant part of the proceedings of the
meeting in public are as shown above after each item.
Motion
carried (AR/2021/026)
|
The meeting moved into confidential at 8.17 am and concluded
at 8.30 am.
..............................................
CHAIRPERSON
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Audit and Risk Subcommittee
17 February 2022
|
Part
A Reports
Health and Safety Charter
Department: Health and Safety
EXECUTIVE SUMMARY
1 The
Health and Safety Charter has been updated and is attached for your
information. A new Health and Safety Charter poster has also been
developed.
|
RECOMMENDATIONS
That the Subcommittee:
a) Notes the updated Health and Safety Charter and the new Health
and Safety Charter poster.
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Signatories
|
Author:
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Jane Pearce - Health and Safety Manager
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Authoriser:
|
Robert West - General Manager Corporate and Quality
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Attachments
|
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Title
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Page
|
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⇩a
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Health and Safety
Charter
|
23
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⇩b
|
Health and Safety
Charter poster
|
25
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|
|
Audit and Risk Subcommittee
17 February 2022
|
|
|
Audit and Risk Subcommittee
17 February 2022
|
|
|
Audit and Risk Subcommittee
17 February 2022
|
Audit and Risk Subcommittee Work Plan 2022
Department: Civic
EXECUTIVE SUMMARY
1 This
report provides a copy of the revised Audit and Risk Subcommittee Work Plan
2022 which has been aligned with work programmes scheduling and
decision-making.
2 Please
note that the Governance and Financial Policies are included as an appendix to
the Work Plan.
3 It
should be noted that items without ticks shown have not been scheduled for
action.
4 As
this is an administrative report only, the Summary of Considerations is not
required.
|
RECOMMENDATIONS
That the Subcommittee:
a) Notes the Audit and Risk Subcommittee Work Plan 2022.
|
Signatories
|
Author:
|
Wendy Collard - Governance Support Officer
|
|
Authoriser:
|
Clare Sullivan - Manager Governance
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Attachments
|
|
Title
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Page
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⇩a
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Audit and Risk Subcommittee
Work Plan
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28
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Audit and Risk Subcommittee
17 February 2022
|
|
|
Audit and Risk Subcommittee
17 February 2022
|
Financial Results for period ending 31
December 2021
Department: Civic
EXECUTIVE SUMMARY
1 This
report provides a copy of the Financial Results for the period ending 31
December 2021 report which was presented to the Finance and Council Controlled
Committee meeting held on 9 February 2022.
|
RECOMMENDATIONS
That the Subcommittee:
a) Notes the Financial Results for the period ending 31 December
2021 report.
|
Signatories
|
Author:
|
Wendy Collard - Governance Support Officer
|
|
Authoriser:
|
Clare Sullivan - Manager Governance
|
Attachments
|
|
Title
|
Page
|
|
⇩a
|
Financial Results for
period ending 31 December 2021
|
34
|
|
|
Audit and Risk Subcommittee
17 February 2022
|
|
|
Audit and Risk Subcommittee
17 February 2022
|
Waipori Fund - Quarter Ending December 2021
Department: Civic
EXECUTIVE SUMMARY
1 This
report provides a copy of the Waipori Fund – Quarter Ending December 2021
report which was presented to the Finance and Council Controlled Committee
meeting held on 9 February 2022.
|
RECOMMENDATIONS
That the Subcommittee:
a) Notes the report from Dunedin City Treasury Limited on the
Waipori Fund for the quarter ended 31 December 2021
|
Signatories
|
Author:
|
Wendy Collard - Governance Support Officer
|
|
Authoriser:
|
Clare Sullivan - Manager Governance
|
Attachments
|
|
Title
|
Page
|
|
⇩a
|
Waipor Fundin - Quarter
ending December 2021
|
53
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|
Audit and Risk Subcommittee
17 February 2022
|
|
|
Audit and Risk Subcommittee
17 February 2022
|
Resolution to Exclude the
Public
That the Audit and Risk Subcommittee:
Pursuant to the provisions of the
Local Government Official Information and Meetings Act 1987, exclude the public
from the following part of the proceedings of this meeting namely:
|
General subject of the matter to be considered
|
Reasons
for passing this resolution in relation to each matter
|
Ground(s) under
section 48(1) for the passing of this resolution
|
Reason for
Confidentiality
|
|
C1
Confirmation of the Confidential Minutes of Audit and Risk Subcommittee
meeting - 2 December 2021 - Public Excluded
|
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)(a)
The
withholding of the information is necessary to protect the privacy of natural
persons, including that of a deceased person.
S7(2)(b)(i)
The
withholding of the information is necessary to protect information where the
making available of the information would disclose a trade secret.
S7(2)(h)
The
withholding of the information is necessary to enable the local authority to
carry out, without prejudice or disadvantage, commercial activities.
S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where the
making available of the information would be likely unreasonably to prejudice
the commercial position of the person who supplied or who is the subject of
the information.
S6(b)
The
making available of the information would be likely to endanger the safety of
a person.
|
.
|
|
|
C2
Confirmation of the Confidential Minutes of Audit and Risk Subcommittee
meeting - 16 December 2021 - Public Excluded
|
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of natural
persons, including that of a deceased person.
|
.
|
|
|
C3
DCC Internal Audit Actions Update
|
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.
|
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.
|
|
|
C4
Internal Audit Workplan Update
|
S7(2)(b)(i)
The
withholding of the information is necessary to protect information where the
making available of the information would disclose a trade secret.
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.
|
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.
|
|
|
C5
Audit and Risk Subcommittee Actions Report
|
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.
|
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.
|
|
|
C6
Health and Safety Monthly Reporting for December 2021
|
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of natural
persons, including that of a deceased person.
|
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.
|
|
|
C7
Legal Matters
|
S7(2)(g)
The
withholding of the information is necessary to maintain legal professional
privilege.
|
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.
|
|
|
C8
Dunedin City Holdings Ltd - Update on Audit and Risk Activity
|
S7(2)(b)(ii)
The
withholding of the information is necessary to protect information where the
making available of the information would be likely unreasonably to prejudice
the commercial position of the person who supplied or who is the subject of
the information.
|
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.
|
|
|
C9
Treasury Risk Management Compliance Report
|
S7(2)(h)
The
withholding of the information is necessary to enable the local authority to
carry out, without prejudice or disadvantage, commercial activities.
|
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.
|
|
|
C10
Protected Disclosure Register
|
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)(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.
|
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.
|
|
|
C11
Investigation Register
|
S6(b)
The
making available of the information would be likely to endanger the safety of
a person.
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of natural
persons, including that of a deceased person.
|
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 6 and
7.
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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, or
Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as
the case may require, which would be prejudiced by the holding of the whole or
the relevant part of the proceedings of the meeting in public are as shown
above after each item.
That Martyn Solomon (Crowe) be permitted to attend the
meeting, after the public has been excluded, because of their knowledge of Item
C3 and C4 This knowledge, which would be of assistance in relation to the
matters discussed, was relevant because he would be reporting on the item under
consideration.
