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 March 2023, commencing at 2.00 pm

 

PRESENT

 

Chairperson

Warren Allen

 

 

Members

Cr Sophie Barker

Cr Christine Garey

 

Cr Cherry Lucas

Mayor Jules Radich

 

Cr Lee Vandervis

 

 

IN ATTENDANCE

Sandy Graham (Chief Executive Officer), Gavin Logie (Chief Financial Officer) and Hayley Knight (Quality, Compliance and Assurance Advisor)

 

Governance Support Officer                  Wendy Collard

 

 

 

1          Apologies

Moved (Warren Allen/Cr Lee Vandervis):

That the Subcommittee:

 

Accepts the apology from Janet Copeland.

 

Motion carried (AR/2023/001)

2          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.

 

Warren Allen provided an update to his register of interests.

 

 

Moved (Warren Allen/Cr Christine Garey):

That the Subcommittee:

 

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

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

Motion carried (AR/2023/002)

Part A Reports

3          Overview of the Audit and Risk Subcommittee

 

The Chairperson provided an overview of roles and responsibilities of an Audit and Risk Subcommittee and responded to questions.

 

4          Audit and Risk Subcommittee Work Plan 2023

 

A report from Civic provided a copy of the Audit and Risk Subcommittee Work Plan for 2023.

 

The Chief Executive Officer (Sandy Graham) spoke to the report and responded to questions.

 

Following discussion, it was agreed that Business Continuity Planning would be included in the work plan replacing Central Government Reforms risk overview.

 

 

Moved (Warren Allen/Mayor Jules Radich):

That the Subcommittee:

 

a)     Notes the Audit and Risk Subcommittee Work Plan for 2023.

Motion carried (AR/2023/003)

 

5          Financial Result for period ended 31 December 2022

 

A report from Finance provided a copy of the Financial Results for the period ending 31 December 2022 that was presented to the Finance and Council Controlled Organisations Committee meeting held on 14 February 2023.

The Chief Financial Officer (Gavin Logie) spoke to the report and responded to questions. 

 

 

Moved (Warren Allen/Cr Cherry Lucas):

That the Subcommittee:

 

a)     Notes the Financial Results for the period ending 31 December 2022 report.

Motion carried (AR/2023/004)

 

 

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  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.

 

C2  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.

 

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  DCC Policy Update 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.

 

C5  Health and Safety Monthly Reporting for December 2022

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.

 

C6  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.

 

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  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.

 

C9  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.

Motion carried (AR/2023/005)

 

 

The meeting moved into non-public at 2.40 pm and concluded at 4.21 pm.

 

 

 

 

 

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

CHAIRPERSON