Audit, Risk and Assurance Committee

MINUTES

 

Minutes of an ordinary meeting of the Audit, Risk and Assurance Committee held in the Council Chamber, Dunedin Public Art Gallery, The Octagon, Dunedin on Friday 27 March 2026, commencing at 9:30 a.m.

 

PRESENT

 

Chairperson

Mr Bruce Robertson

 

Deputy Chairperson

Ms Rachael Dean

 

Members

Mayor Sophie Barker

Cr John Chambers

 

Cr Cherry Lucas

Cr Andrew Simms

 

Cr Lee Vandervis

 

 

IN ATTENDANCE

Sandy Graham (Chief Executive), Carolyn Allan (Chief Financial Officer), Hayley Knight (Assurance Manager), David Ward (General Manager 3 Waters, Property and Urban Development), Paul Henderson (General Manager Corporate and Regulatory Services), Mike Costelloe (General Manager, Arts, Culture and Economic Development), Richard Davey (Treasurer, Dunedin City Holdings Limited), Jane Pearce (Health and Safety Manager), Tania Cribb (Risk Manager), Tony Nelmes (Project Accountant), Councillor Doug Hall.

 

 

Governance Support Officer

Jean Cockram

 

                                                                           

 

 

 

1          Apologies

 

Mayor Sophie Barker gave apologies for absence to attend another appointment at 1pm.

 

Moved (Mr Bruce Robertson/Cr Cherry Lucas):

That the Committee:

Accepts the apology from Mayor Barker for absence.

Motion carried (ARAAC/2026/001)

 

 

2          Confirmation of agenda

 

Moved (Mr Bruce Robertson/Cr Cherry Lucas):

That the Committee:

 

Confirms the agenda with the following alterations: a) Item C2 be taken at 1pm after the lunch break to accommodate the availability of external representatives to speak to the report; and b) the addition of a new item (C16 – Finance Workshop) to be taken at the start of the confidential section of the agenda.

 

Motion carried (ARAAC/2026/002)

 

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.

 

It was noted that the Interests Register would be updated with the interests of new independent members before the next meeting. In the interim, Bruce Robertson declared an interest in the Central Otago District Council Audit and Risk Committee and the MBIE Determinations section. Rachael Dean declared an interest in the Buller and South Waikato District Councils’ Risk Committees.

 

 

Moved (Cr Cherry Lucas/Mayor Sophie Barker):

That the Committee:

 

a)         Amends the Elected or Independent Members' Interest Register; and

b)         Confirms the proposed management plan for Elected or Independent Members' Interests.

 

Motion carried (ARAAC/2026/003)

 

 

4          Confirmation of Minutes

4.1       Audit, Risk and Assurance Committee meeting - 4 December 2025

 

Moved (Cr Cherry Lucas/Mayor Sophie Barker):

That the Committee:

Confirms the public part of the minutes of the Audit, Risk and Assurance Committee meeting held on 4 December 2025 as a correct record.

Motion carried (ARAAC/2026/004)

 

Part A Reports

5          ARAC Workplan Update 2026-27

 

 

A report from Civic provided an update on the Audit, Risk and Assurance Committee Work Plan 2026-27, which had been continued from the last Committee and would be further developed.

The Chief Financial Officer (Carolyn Allan) and the Assurance Manager (Hayley Knight) spoke to the report and responded to questions.

 

 

Moved (Cr Lee Vandervis/Cr Cherry Lucas):

That the Committee:

 

Notes the Audit, Risk and Assurance Committee Workplan for 2026-27.

 

Motion carried (ARAAC/2026/005)

 

6          General Matters Update Report - March 2026

 

 

A report from Finance provided updates on the progress of various matters that have been noted by the Committee.

The Chief Financial Officer (Carolyn Allan) and the Assurance Manager (Hayley Knight) spoke to the report and responded to questions.

 

 

Moved (Cr Cherry Lucas/Mr Bruce Robertson):

That the Committee:

 

Notes the Audit, Risk and Assurance Committee Updates Report – March 2026

Motion carried (ARAAC/2026/006)

 

7          Health, Safety and Wellbeing Monthly report for January 2026

 

 

A report from Health and Safety provided the monthly Health, Safety and Wellbeing update for January 2026 for the Committee’s information.

The Chief Executive (Sandy Graham), General Manager 3 Waters, Property and Urban Design (David Ward), and the Health and Safety Manager (Jane Pearce) spoke to the report and responded to questions.

 

Moved (Cr Cherry Lucas/Mayor Sophie Barker):

That the Committee:

 

Notes the monthly Health, Safety and Wellbeing report for January 2026.

Motion carried (ARAAC/2026/007)

 

8          Financial Report - Period ended 31 January 2026

 

 

A report from Finance provided the financial results for the period ended 31 January 2026 and the financial position as at that date.  It noted that the report was presented to the Finance and Performance Committee meeting held on Thursday 19 March 2026.

The Chief Financial Officer (Carolyn Allan) spoke to the report and responded to questions.

 

 

Moved (Mr Bruce Robertson/Cr Lee Vandervis):

That the Committee:

 

Notes the Financial Performance for the period ended 31 January 2026 and the Financial Position as at that date.

Motion carried (ARAAC/2026/008)

 

9          Waipori Fund - Quarter ending 31 December 2025

 

 

A report from Dunedin City Treasury provided information on the results of the Waipori Fund for the quarter ended 31 December 2025. 

The Treasury Manager (Richard Davey) spoke to the report  and responded to questions.

 

 

Moved (Cr Cherry Lucas/Cr Lee Vandervis):

That the Committee:

 

Notes the report from Dunedin City Treasury Limited on the Waipori Fund for the quarter ended 31 December 2025.

Motion carried (ARAAC/2026/009)

 

10        Financial Strategy Compliance

 

 

A report from Finance provided a summary of financial limits for rate increases and debt. It noted that the purpose of the report was to monitor current forecast measures against the limits.

The Chief Financial Officer (Carolyn Allan) spoke to the report and responded to questions.

 

 

Moved (Mr Bruce Robertson/Cr Lee Vandervis):

That the Committee:

 

Notes the Financial Strategy Compliance report.

Motion carried (ARAAC/2026/010)

 

Resolution to Exclude the Public

Moved (Mr Bruce Robertson/Cr Cherry Lucas):

That the Committee:

 

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  Audit, Risk and Assurance Committee meeting – 4 December 2025 – Public Excluded

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.

 

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)(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)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

.

 

C2  Audit Arrangements for the year ending 30 June 2026

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.

 

C3  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.

 

C4  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.

 

C5  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.

 

C6  Internal Audit Services Contract - Recommendation Report

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.

 

C7  Internal Audit: Recommendations and 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.

 

C8  Risk Assurance: Financial Management

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.

The information in this report is commercially sensitive..

C9  Risk Assurance: Integrity

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.

The information in this report is commercially sensitive.

C10  Risk Assurance: Cybersecurity

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.

 

C11  Risk Management Update

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.

 

C12  Government Reforms Update - March 2026

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.

 

C13  Legal Compliance Survey 2024/25 - Corrective Actions Progress

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.

 

C14  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.

 

C15  Investigation Register - March 2026

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.

 

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 (ARAAC/2026/011)

 

The meeting adjourned at 10.54 am and reconvened in non-public at 11.09 am.

 

The meeting concluded at 3.04 pm.

 

 

 

..............................................

CHAIRPERSON