Audit and Risk Subcommittee

MINUTES

 

Minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Council Chamber, Dunedin Public Art Gallery, The Octagon, Dunedin on Monday 10 March 2025, commencing at 12.30 pm

 

PRESENT

 

Chairperson

Mr Warren Allen

 

 

Members

Cr Christine Garey

Cr Cherry Lucas

 

Mayor Jules Radich

Cr Lee Vandervis

 

IN ATTENDANCE

Sandy Graham (Chief Executive Officer), Carolyn Allan (Chief Financial Officer), Hayley Knight (Assurance Manager), Richard Davey (Treasurer, Dunedin City Holdings Limited), Crs Sophie Barker and Carmen Houlahan

 

Governance Support Officer                  Wendy Collard

 

 

 

 

1          Apologies

 

Apologies were received from Janet Copeland (for absence) and Mayor Jules Radich (for lateness)

 

 

Moved (Warren Allen/Cr Cherry Lucas):

That the Subcommittee:

 

Accepts the apology from Ms Janet Copeland(for absence) and Mayor Jules Radich for lateness

 

Motion carried (AR/2025/001)

 

 

2          Confirmation of agenda

 

Moved (Warren Allen/Cr Cherry Lucas):

That the Subcommittee:

 

Confirms the agenda without addition or alteration

 

Motion carried (AR/2025/002)

 

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.

 

Warren Allen provided an update to his register of interest.

Sandy Graham provided an update to her register of interest.

 

 

Moved (Warren Allen/Cr Cherry Lucas):

That the Subcommittee:

 

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

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

Motion carried (AR/2025/003)

 

4          Confirmation of Minutes

4.1       Audit and Risk Subcommittee meeting - 4 December 2024

 

Moved (Warren Allen/Cr Lee Vandervis):

That the Subcommittee:

a)         Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 04 December 2024 as a correct record.

Motion carried (AR/2025/004)

 

Part A Reports

5          Audit and Risk Subcommittee Work Plan 2025

 

A report from Civic provided a copy of the Audit and Risk Subcommittee Work Plan 2025 which has been aligned with work programme scheduling and decision making.

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

 

Moved (Warren Allen/Cr Cherry Lucas):

That the Subcommittee:

 

a)         Notes the Audit and Risk Subcommittee Work Plan for 2025

 

Motion carried (AR/2025/005)

 

6         Audit and Risk Subcommittee Updates Report

 

A report from Finance provided updates on the progress of various sundry matters that had been noted by the Subcommittee.

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

 

 

Moved (Warren Allen/Cr Cherry Lucas):

That the Subcommittee:

 

a)         Notes the Audit and Risk Subcommittee Updates Report

b)        Notes the OAG Report: Observations from 2024-34 long term plans

c)         Notes the WEF Global Risks Report 2025: Key Findings

 

Motion carried (AR/2025/006)

 

Mayor Radich entered the meeting at 12.56 pm.

 

7          Health and Safety Monthly Reporting for December 2024 and January 2025

 

A report from Health and Safety provided the monthly Health, Safety and Wellbeing report for December 2024 and January 2025 for the Subcommittee’s information.

The Chief Executive Officer (Sandy Graham) provided an update to a recent event and responded to questions.

 

 

Moved (Warren Allen/Cr Cherry Lucas):

That the Subcommittee:

 

a)         Notes the monthly Health, Safety and Wellbeing report for December 2024 and January 2025.

Motion carried (AR/2025/007)

 

8          Financial Report - Period ended 31 December 2024

 

A report from Finance provided the financial results for the period ended 31 December 2024 and the financial position as at that date.  It noted that the report had been presented to the Council meeting held on 26 February 2025.

The Chief Financial Officer (Carolyn Allan) responded to questions.

 

 

Moved (Warren Allen/Cr Lee Vandervis):

That the Subcommittee:

 

a)         Notes the Financial Performance for the period ended 31 December 2024 and the Financial Position as at that date.

Motion carried (AR/2025/008)

 

9          Waipori Fund - Quarter ending 31 December 2024

 

A report from Dunedin City Treasury Limited provided information on the results of the Waipori Fund for the quarter ended 31 December 2024.

The Treasurer, Dunedin City Holdings Limited (Richard Davey) spoke to the report and responded to questions.

 

 

Moved (Warren Allen/Cr Cherry Lucas):

That the Subcommittee:

 

a)         Notes the report from Dunedin City Treasury Limited on the Waipori Fund for the quarter ended 31 December 2024.

Motion carried (AR/2025/009)

 

 

Resolution to Exclude the Public

Moved (Mr 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 meeting - 4 December 2024 - 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)(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)(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).

 

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.

 

.

 

C2  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.

 

C3  Report to the Council on the Audit of Dunedin City Council for the year end 30 June 2024

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.

 

C4  9 Year Plan Audit - 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  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.

 

C6  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.

 

C7  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.

 

C8  DCC Risk 'Deep Dive' - Fraud Risk Management

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  Gifts and Hospitality Register

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.

 

C10  Chairperson's Report

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.

 

C11  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.

 

C12  Protected Disclosure Register - February 2025

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.

 

C13  Investigation Register - February 2025

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 (AR/2025/010)

 

 

The meeting moved into non-public at 1.19 pm and concluded at 3.33 pm.

 

 

 

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

CHAIRPERSON