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

 

Chairperson

Warren Allen

 

Deputy Chairperson

Janet Copeland

 

 

Members

Cr Doug Hall

Mayor Aaron Hawkins

 

Cr Mike Lord

 

 

 

IN ATTENDANCE

Sandy Graham (Chief Executive Officer), Gavin Logie (Chief Financial Officer) and Andrew Slater (Risk and Internal Audit Manager).

 

Governance Support Officer                  Wendy Collard

 

 

  

1          Apologies

Moved (Warren Allen/Cr Mike Lord):

That the Subcommittee:

 

Accepts the apology from Cr Christine Garey.

 

Motion carried

 

2          Confirmation of agenda

 

 

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

 

 

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.

 

 

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

 

4          Confirmation of Minutes

4.1       Audit and Risk Subcommittee meeting - 3 November 2021

 

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)

    

Part A Reports

6          DRAFT COVID-19 Potection (Vaccination) Policy

 

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.

 

 

Moved (Warren Allen/Cr Mike Lord):

That the Subcommittee:

 

a)     Notes the COVID Protection (Vaccination) Policy

 Motion carried

 

5          Audit and Risk Subcommittee Work Plan 2021- 2022

 

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.

 

Moved (Warren Allen/Cr Doug Hall):

That the Subcommittee:

 

a)     Notes the Audit and Risk Subcommittee Work Plan 2021-2022.

Motion carried

 

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.

 

Resolution to exclude the public

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:

 

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 and Risk Subcommittee meeting - 3 November 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)(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.

 

.

 

C2  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.

 

C4  Health and Safety Monthly Reporting for September 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.

 

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  DCC External 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.

 

C7  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.

 

C8  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.

 

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.

 

C10  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.

 

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