Date: Tuesday 29 September 2020
Time: 10.00 am
Venue: Council Chamber, Municipal Chambers, The Octagon, Dunedin
Council
OPEN ATTACHMENTS
UNDER SEPARATE COVER
6.1 Ordinary Council meeting - 25 August 2020
a Minutes of Ordinary Council meeting held on 25 August 2020 2
6.2 Ordinary Council meeting - 14 September 2020
a Minutes of Ordinary Council meeting held on 14 September 2020 13
7 Economic Development Committee - 31 August 2020
a Minutes of Economic Development Committee held on 31 August 2020 18
8 Finance and Council Controlled Organisations Committee - 31 August 2020
a Minutes of Finance and Council Controlled Organisations Committee held on 31 August 2020 22
9 Audit and Risk Subcommittee - 2 July 2020
a Minutes of Audit and Risk Subcommittee held on 2 July 2020 25
10 Council Meeting - 17 September 2020
a Minutes of Council meeting held on 17 September 2020 36
Council 29 September 2020 |
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Council
MINUTES
Minutes of an ordinary meeting of the Dunedin City Council held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Tuesday 25 August 2020, commencing at 10.02 am
PRESENT
Mayor |
Mayor Aaron Hawkins |
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Deputy Mayor |
Cr Christine Garey
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Members |
Cr Sophie Barker |
Cr David Benson-Pope |
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Cr Rachel Elder |
Cr Doug Hall |
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Cr Carmen Houlahan |
Cr Mike Lord |
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Cr Jim O’Malley |
Cr Jules Radich |
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Cr Chris Staynes |
Cr Steve Walker |
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Cr Andrew Whiley |
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IN ATTENDANCE |
Sandy Graham (Acting Chief Executive), Simon Drew (General Manager Infrastructure Services), Simon Pickford (General Manager Community Services), John Christie (Director Enterprise Dunedin), Robert West (Acting General Manager City Services), Graham McKerracher (Manager, Council Communications and Marketing), Clare Sullivan (Team Leader Civic), Tom Dyer (Group Manager 3 Waters); Karilyn Canton (Senior In-House Legal Counsel), Suzie Ballantyne (Senior Policy Analyst), Sean Jacobs (Senior Policy Advisor) |
Governance Support Officer Lynne Adamson
The Mayor acknowledged the Muslim community and advised our thoughts were with them as the sentencing of the the man responsible for the Christchurch Mosque attacks that took place in March 2019 was being held this week.
1 Opening
The Very Revd Dr Tony Curtis SCP, Dean of Dunedin, St Pauls Cathedral opened the meeting with a prayer.
1 Public Forum
2.1 Public Forum - ŌCASA - Ōtepoti Collective Against Sexual Abuse
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Hazel Potterton, Sexual Violence Prevention Programme Co-ordinator and Angelo Libeau, OCASA Development Coordinator addressed the meeting and provided an update on the work of ŌCASA - Ōtepoti Collective Against Sexual Abuse and responded to questions. |
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2 Apologies |
There were apologies from Crs Marie Laufiso and Lee Vandervis. |
Moved (Mayor Aaron Hawkins/Cr Christine Garey): That the Council: Accepts the apologies from Crs Marie Laufiso and Lee Vandervis. Motion carried
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3 Confirmation of agenda |
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Moved (Mayor Aaron Hawkins/Cr Christine Garey): That the Council:
Confirms the agenda with the following alterations:
In regards to standing order 21.1, that standing order 21.4 Option C be adopted in relation to moving and seconding and speaking to amendments.
That Item C6 Confidential Council Actions be taken before Item C5 Appointment of District Licensing Committee Members.
Motion carried |
4 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.
Cr Andrew Whiley requested that the Interest Register be updated to reflect that he was now a member of Dunedin Community House Executive Committee.
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Moved (Mayor Aaron Hawkins/Cr Christine Garey): That the Council:
a) Amends the Elected Members' Interest Register attached; and b) Confirms the proposed management plan for Elected Members' Interests. c) Notes the proposed management plan for the Executive Leadership Team’s Interests. Motion carried (CNL/2020/065) |
5 Confirmation of Minutes
6.1 Ordinary Council meeting - 28 July 2020 |
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Moved (Mayor Aaron Hawkins/Cr David Benson-Pope): That the Council:
Confirms the public part of the minutes of the Ordinary Council meeting held on 28 July 2020 as a correct record. Motion carried |
Minutes of Committees
7 Economic Development Committee - 15 June 2020 |
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Moved (Cr Chris Staynes/Cr Rachel Elder): That the Council:
Notes the minutes of the Economic Development Committee meeting held on 15 June 2020. Motion carried |
8 Audit and Risk Subcommittee - 20 May 2020 |
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Moved (Cr Mike Lord/Cr Doug Hall): That the Council:
a) Notes the minutes of the Audit and Risk Subcommittee meeting held on 20 May 2020. b) Takes Part C items of the minutes of the Audit and Risk Subcommittee held on Wednesday, 20 May 2020, in the non-public part of the meeting. Motion carried |
9 Infrastructure Services Committee - 3 August 2020 |
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Moved (Cr Jim O'Malley/Cr Jules Radich): That the Council:
Notes the minutes of the Infrastructure Services Committee meeting held on 03 August 2020. Motion carried |
10 Planning and Environment Committee - 4 August 2020 |
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Moved (Cr David Benson-Pope/Cr Steve Walker): That the Council:
Notes the minutes of the Planning and Environment Committee meeting held on 04 August 2020 with the following correction: That Cr Jules Radich had submitted an apology for the meeting. Motion carried |
11 Community and Culture Committee - 4 August 2020 |
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Moved (Cr Christine Garey/Cr Andrew Whiley): That the Council:
a) Notes the minutes of the Community and Culture Committee meeting held on 04 August 2020. b) Takes Part C items of the minutes of the Community and Culture Committee held on Tuesday, 4 August 2020, in the non-public part of the meeting. Motion carried (CNL/2020/066) |
Minutes of Community Boards
12 Saddle Hill Community Board - 18 June 2020 |
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Moved (Cr Jules Radich/Cr Steve Walker): That the Council:
Notes the minutes of the Saddle Hill Community Board meeting held on 18 June 2020. Motion carried
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13 Strath Taieri Community Board - 18 June 2020 |
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Moved (Cr Mike Lord/Cr Steve Walker): That the Council:
Notes the minutes of the Strath Taieri Community Board meeting held on 18 June 2020. Motion carried |
14 West Harbour Community Board - 24 June 2020 |
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Moved (Cr Mike Lord/Cr Steve Walker): That the Council:
Notes the minutes of the West Harbour Community Board meeting held on 24 June 2020. Motion carried |
15 Otago Peninsula Community Board - 18 June 2020 |
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Moved (Cr Mike Lord/Cr Steve Walker): That the Council:
Notes the minutes of the Otago Peninsula Community Board meeting held on 18 June 2020. Motion carried |
16 Waikouaiti Coast Community Board - 17 June 2020 |
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Moved (Cr Mike Lord/Cr Steve Walker): That the Council:
Notes the minutes of the Waikouaiti Coast Community Board meeting held on 17 June 2020. Motion carried |
Reports
17 Three Waters Reform Programme: Memorandum of Understanding and Stimulus Funding |
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A report from 3 Waters and Legal advised that in July 2020, the Government announced a $761 million funding package to provide post COVID-19 stimulus to maintain and improve three waters infrastructure; support a three-year programme of reform of local government water service delivery arrangements (reform programme), and support the establishment of Taumata Arowai, the new Water Services Regulator. The report sought decisions on matters relating to the MoU, Funding Agreement and Delivery Plan and noted that to receive funding, the MoU must be signed by 31 August 2020, with the Funding Agreement and Delivery Plan submitted by 30 September 2020. |
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The General Manager Infrastructure Services (Simon Drew) and Group Manager 3 Waters (Tom Dyer) spoke to the report and responded to questions. |
Cr Doug Hall left the meeting at 10.39 am and returned at 10.41 am. Cr Carmen Houlahan left the meeting at 11.00 am and returned at 11.03 am
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Moved (Mayor Aaron Hawkins/Cr Christine Garey): That the Council:
a) Agrees to sign the Memorandum of Understanding (MoU) and Funding Agreement. b) Nominates the Acting Chief Executive Officer/Chief Executive Officer as the primary point of communication for the purposes of the MoU and reform programme. c) Authorises the Mayor to agree an allocation of regional funding through the Otago Mayoral Forum, noting that participation by two-thirds of territorial authorities within the Otago region is required to access the regional allocation. d) Notes that the MoU and Funding Agreement cannot be amended or modified by either party, and doing so would void these documents. e) Notes that participation in this initial stage is to be undertaken in good faith, but this is a non-binding approach, and the Council can opt out of the reform process at the end of the term of the agreement. f) Notes that the Council has been allocated $7.92 million of funding, which will be received as a grant as soon as practicable once the signed MoU and Funding Agreement are returned to the Department of Internal Affairs, and a Delivery Plan has been supplied and approved. g) Notes that the Delivery Plan must show that the funding is to be applied to operating and/or capital expenditure relating to three waters infrastructure and service delivery, and which: i) supports economic recovery through job creation; and ii) maintains, increases and/or accelerates investment in core three waters infrastructure renewal and maintenance. h) Agrees to submit a Delivery Plan that sets out an accelerated programme of three waters network renewals. i) Authorises the Acting Chief Executive Officer/Chief Executive Officer to finalise the Delivery Plan to address Government feedback and obtain the approval needed to release funding. Division The Council voted by division:
For: Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Steve Walker, Andrew Whiley and Mayor Aaron Hawkins (13). Against: (0). Abstained: Nil The division was declared CARRIED unanimously
Motion carried (CNL/2020/067) |
18 10 year plan early engagement |
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A report from Corporate Policy and Communications and Marketing outlined the options for early engagement with the community, in the context of the 10 year plan 2021-2031 development. |
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The Acting General Manager City Services (Robert West) and Sean Jacobs (Senior Policy Advisor) and spoke to the report and responded to questions.
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Cr Christine Garey left the meeting at 11.40 am and returned at 11.43 am. Cr David Benson-Pope left the meeting at 11.43 am and returned at 11.45 am. Cr Doug Hall left the meeting at 11.48 am and returned at 11.52 am.
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Moved (Cr Carmen Houlahan/Cr Rachel Elder): That the Council:
a) Approves Option Three – Online and targeted stakeholder meetings. b) Notes that staff would implement the early engagement schedule. Motion carried (CNL/2020/068) on a show of hands |
Moved (Mayor Aaron Hawkins/Cr Jim O’Malley):
That the Council:
Adjourns the meeting until 1.30 pm.
Motion carried |
The meeting adjourned at 12.32 pm and reconvened at 1.31 pm.
20 Council Forward Work Programme |
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A report from Civic proved the updated forward work programme for the 2020-2021 year. |
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The Acting Chief Executive Officer (Sandy Graham) spoke to the report and responded to questions. |
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Moved (Cr Andrew Whiley/Cr Steve Walker): That the Council:
a) Notes the updated Council Forward Work Programme. Motion carried (CNL/2020/070) |
21 Actions From Resolutions of Council Meetings |
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A report from Civic detailed the open and completed actions from resolutions of Council meetings from the start of the triennium in October 2019. |
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The Acting Chief Executive Officer (Sandy Graham) spoke to the report and responded to questions.
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Moved (Cr Andrew Whiley/Cr Carmen Houlahan): That the Council:
a) Notes the Open and Completed Actions from resolutions of Council meetings. Motion carried (CNL/2020/071) |
Resolution to exclude the public |
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Moved (Mayor Aaron Hawkins/Cr Steve Walker): That the Council:
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:
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 Michael Garbett (Anderson Lloyd) be permitted to remain in the meeting after the public had been excluded because of his knowledge of Item C2. This knowledge, which will be of assistance is relevant to the matter to be discussed.
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It was moved (Mayor Aaron Hawkins/Cr Chris Staynes):
That the Council:
Adjourns the meeting to move into non-public.
Motion carried
The meeting moved into non-public at 2.16 pm and concluded at 4.05 pm.
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MAYOR
29 September 2020 |
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Council
MINUTES
Minutes of an ordinary meeting of the Dunedin City Council held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 14 September 2020, commencing at 10.00 am.
PRESENT
Mayor |
Mayor Aaron Hawkins |
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Deputy Mayor |
Cr Christine Garey |
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Members |
Cr Sophie Barker |
Cr David Benson-Pope |
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Cr Rachel Elder |
Cr Doug Hall |
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Cr Carmen Houlahan |
Cr Marie Laufiso |
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Cr Mike Lord |
Cr Jim O'Malley |
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Cr Jules Radich |
Cr Chris Staynes |
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Cr Lee Vandervis |
Cr Steve Walker |
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Cr Andrew Whiley |
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IN ATTENDANCE |
Sandy Graham (Acting Chief Executive), Simon Pickford (General Manager Community Services), John Christie (Director Enterprise Dunedin), Clare Sullivan (Team Leader Civic); Jemma Adams (General Manager Dunedin City Holdings Ltd) |
Governance Support Officer Lauren McDonald
1 Public Forum
There was no Public Forum.
2 Apologies |
There were no apologies. |
3 Confirmation of agenda |
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Moved (Mayor Aaron Hawkins/Cr Christine Garey): That the Council:
Confirms the agenda with the following addition:
In regard to standing order 21.1, that standing order 21.4 Option C be adopted in relation to moving and seconding and speaking to amendments.
Motion carried (CNL/2020/074) |
4 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 (Mayor Aaron Hawkins/Cr Chris Staynes): That the Council:
a) Notes the Elected Members' Interest Register and b) Confirms the proposed management plan for Elected Members' Interests. c) Notes the proposed management plan for the Executive Leadership Team’s Interests. Motion carried (CNL/2020/075) |
5 Confirmation of Minutes
5.1 Ordinary Council meeting - 5 August 2020 |
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Moved (Mayor Aaron Hawkins/Cr Christine Garey): That the Council:
Confirms the public part of the minutes of the Ordinary Council meeting held on 05 August 2020 as a correct record. Motion carried (CNL/2020/076) |
Reports
6 Freedom camping end of season report |
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A report from Parks and Recreation provided a summary of statistics from the Freedom Camping End of Season Report 2019-2020 and the Freedom Camper Visitors Survey Summary 2019-2020. Acting Group Manager Parks and Recreation (Scott MacLean) and Parks and Recreation Planner (Stephen Hogg) spoke to the report and responded to questions. |
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Moved (Cr David Benson-Pope/Cr Rachel Elder): That the Council:
a) Notes the Freedom Camping End of Season Report 2019-2020 and the Freedom Camper Visitors Survey Summary 2019-2020. Motion carried (CNL/2020/077) |
7 Dunedin City Holdings Limited - Constitution |
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A report from Dunedin City Holdings Ltd presented an updated Constitution of Dunedin City Holdings Ltd (DCHL) for Council approval formalising amendments which maintain alignment with Dunedin City Council Policy and changes to the Companies Act 1993. General Manager, Dunedin City Holdings Ltd (Jemma Adams) spoke to the report on the proposed amendments and responded to questions.
Ms Adams outlined an omission from the draft Constitution (as circulated with the agenda) which required additional wording to clause 10.4, regarding the maximum term for Directors of DCHL. The additional wording was noted as:
10.4 No person may be a Director for more than 9 years (whether consecutive or not) unless resolved otherwise by Special Resolution.
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Moved (Cr Mike Lord/Cr Christine Garey): That the Council:
a) Approves the updated Constitution of Dunedin City Holdings Limited; noting that clause 10.4 should read “No person may be a Director for more than 9 years (whether consecutive or not) unless resolved otherwise by Special Resolution.” b) Authorises signing of the Special Resolution under Seal. Motion carried (CNL/2020/078) |
Resolution to exclude the public |
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Moved (Mayor Aaron Hawkins/Cr Christine Garey): That the Council:
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:
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 Chris Ford (external consultant) be permitted to remain at the meeting, after the public has been excluded, because of his knowledge of Item C2. 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 (CNL/2020/079) |
The meeting moved into public excluded session at 10:50am and returned to public session at 11:07am.
The meeting was declared closed at 11:07am.
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MAYOR
Council 29 September 2020 |
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Economic Development Committee
MINUTES
Minutes of an ordinary meeting of the Economic Development Committee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 31 August 2020, commencing at 1.35 pm
PRESENT
Chairperson |
Cr Chris Staynes |
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Deputy Chairperson |
Cr Rachel Elder |
Cr Andrew Whiley
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Members |
Cr Sophie Barker |
Cr David Benson-Pope |
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Cr Christine Garey |
Cr Doug Hall |
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Mayor Aaron Hawkins |
Cr Carmen Houlahan |
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Cr Marie Laufiso |
Cr Mike Lord |
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Cr Jim O'Malley |
Cr Jules Radich |
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Cr Lee Vandervis |
Cr Steve Walker |
IN ATTENDANCE |
Sandy Graham (Acting Chief Executive Officer), John Christie (Director Enterprise Dunedin), John Gallaher (Grow Dunedin Partnership), David Thomson (Grow Dunedin Partnership), Malcolm Anderson (City Marketing Manager), Chanel O’Brien (Business Development Advisor Skills and Entrepreneurship), Margo Reid (Study Dunedin Co-Ordinator), Benje Patterson (Business Analyst) and Clare Sullivan (Team Leader Civic) |
Governance Support Officer Wendy Collard
1 Public Forum
There was no Public Forum.
2 Apologies |
There were no apologies. |
3 Confirmation of agenda |
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Moved (Cr Chris Staynes/Cr Rachel Elder): That the Committee:
Confirms the agenda with the following addition or alteration:
that standing order 21.4 Option C be adopted in relation to moving and seconding and speaking to amendments.
Motion carried (ED/2020/011) |
4 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 (Cr Chris Staynes/Cr Andrew Whiley): That the Committee:
a) Notes the Elected Members' Interest Register; and b) Confirms the proposed management plan for Elected Members' Interests. Motion carried (ED/2020/012) |
Part A Reports
5 Terms of Reference for the Grow Dunedin Partnership |
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A report from Enterprise Dunedin provided the Terms of Reference for the "Grow Dunedin Partnership" (GDP). John Gallaher and David Thomson, on behalf of Grow Dunedin Partnership; and the Director, Enterprise Dunedin (John Christie) spoke to the report and responded to questions. |
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Moved (Cr Andrew Whiley/Cr Rachel Elder):
a) Recommends that Council adopt the Terms of Reference for the Grow Dunedin Partnership. b) Notes that Councillor Staynes is the Council representative on Grow Dunedin Partnership with Councillors Elder and Whiley as alternates. Motion carried (ED/2020/013) |
6 Enterprise Dunedin Activity Report - August 2020 |
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During discussion, Cr Doug Hall left the meeting at 02:22 p.m. and returned to the meeting at 02:27 p.m. A report from Enterprise Dunedin provided an update on the Enterprise Dunedin activities. The Director Enterprise Dunedin (John Christie), the City Marketing Manager (Malcolm Anderson) and the Business Development Advisor Skills and Entrepreneurship (Chanel O’Brien) spoke to report and responded to questions. |
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Moved (Cr Andrew Whiley/Cr Doug Hall): That the Committee:
a) Notes the Enterprise Dunedin Activity Report – August 2020. Motion carried (ED/2020/014) |
7 Study Dunedin Education Update |
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During discussion, Cr David Benson-Pope left the meeting at 02:49 p.m. and returned at 02:50 p.m. A report from Enterprise Dunedin provided an update on the recent activity undertaken by Study Dunedin The report noted that Study Dunedin supported international education in partnership with tertiary institutions, secondary schools and the Otago Chamber of Commerce. The Director, Enterprise Dunedin (John Christie) and Study Dunedin Co-ordinator (Margo Reid) spoke to the report and responded to questions. |
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Moved (Cr Rachel Elder/Cr Christine Garey): That the Committee:
a) Notes the Study Dunedin Education Update Motion carried (ED/2020/015) |
8 Items for Consideration by the Chair |
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There were no items for consideration. |
The meeting concluded at 2.56 pm.
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CHAIRPERSON
29 September 2020 |
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Finance and Council Controlled Organisations Committee
MINUTES
Minutes of an ordinary meeting of the Finance and Council Controlled Organisations Committee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 31 August 2020, commencing at 1.00 pm
PRESENT
Chairperson |
Cr Mike Lord |
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Deputy Chairperson |
Cr Doug Hall
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Members |
Cr Sophie Barker |
Cr David Benson-Pope |
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Cr Rachel Elder |
Cr Christine Garey |
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Mayor Aaron Hawkins |
Cr Carmen Houlahan |
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Cr Marie Laufiso |
Cr Jim O'Malley |
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Cr Jules Radich |
Cr Chris Staynes |
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Cr Lee Vandervis |
Cr Steve Walker |
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Cr Andrew Whiley |
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IN ATTENDANCE |
Gavin Logie (Acting General Manager Finance), John Christie (Director Enterprise Dunedin), Richard Davey (Treasury Manager), Jemma Adams (General Manager DCHL) and Clare Sullivan (Team Leader Civic) |
Governance Support Officer Wendy Collard
1 Public Forum
There was no Public Forum.
2 Apologies |
There were no apologies.
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3 Confirmation of agenda |
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Moved (Cr Mike Lord/Cr Chris Staynes): That the Committee:
Confirms the agenda with the following addition or alteration:
that standing order 21.4 Option C be adopted in relation to moving and seconding and speaking to amendments.
Motion carried (FCCO/2020/012) |
4 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.
Cr Marie Laufiso provided an update to her register of interests.
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Moved (Cr Mike Lord/Cr Doug Hall): That the Committee:
a) Amends the Elected Members' Interest Register; and b) Confirms the proposed management plan for Elected Members' Interests. Motion carried (FCCO/2020/013) |
Part A Reports
5 Waipori Fund - Quarter Ending June 2020 |
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Cr Jules Radich entered the meeting at 1.04 pm. A report from Dunedin City Treasury Limited provided information on the results of the Waipori Fund for the quarter ended 30 June 2020. The General Manager DCHL (Jemma Adams) and the Treasury Manager (Richard Davey) spoke to the report and responded to questions.
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Moved (Cr Mike Lord/Cr Doug Hall): That the Committee:
a) Notes the report from Dunedin City Treasury Limited on the Waipori Fund for the quarter ended 30 June 2020. Motion carried (FCCO/2020/014) |
6 Financial Result - Year Ended 30 June 2020 |
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A report from Finance provided the financial results for the year ended 30 June 2020 and the financial position as at that date. The Acting General Manager (Gavin Logie) spoke to the report and responded to questions. |
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Moved (Cr David Benson-Pope/Cr Mike Lord): That the Committee:
a) Notes the Financial Performance for the year ended 30 June 2020 and the Financial Position as at that date. b) Notes that the year end result is subject to final adjustments and external audit by Audit New Zealand. c) Request staff provide a report to Council detailing a comprehensive analysis of the total direct and indirect costs of the COVID-19 lockdown to the Council in support of the community. Motion carried (FCCO/2020/015) |
7 Items for Consideration by the Chair |
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There were no items for consideration. |
The meeting concluded at 1.34 pm.
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CHAIRPERSON
29 September 2020 |
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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 July 2020, commencing at 2.00 pm
PRESENT
Chairperson |
Susie Johnstone |
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Deputy Chairperson |
Janet Copeland
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Members |
Cr Christine Garey |
Mayor Aaron Hawkins |
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Cr Mike Lord |
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IN ATTENDANCE |
Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager City Services), Dave Tombs (General Manager Finance and Commercial), Andrew Slater (Risk and Internal Audit Manager), Julian Tan (Director, Audit NZ) and Monique Kruger (Manager, Audit NZ) |
Governance Support Officer Wendy Collard
1 Apologies |
An apology was received from Mayor Aaron Hawkins (for early departure).
Moved: (Cr Christine Garey/Janet Copeland)
That the Subcommittee
Accepts the apology from Mayor Aaron Hawkins
Motion carried
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2 Confirmation of agenda |
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Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee
Confirms the agenda without addition or alteration
Motion carried (AR/2020/026) |
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.
Susie Johnstone provided an update to her register of interest and declared that she was a member of the Office Of the Auditor Generals Audit and Risk Committee.
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Moved (Mayor Aaron Hawkins/Cr Mike Lord): 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/2020/027) |
4 Confirmation of Minutes
4.1 Audit and Risk Subcommittee meeting - 20 May 2020 |
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Moved (Cr Christine Garey/Janet Copeland): That the Subcommittee:
Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 20 May 2020 as a correct record. Motion carried (AR/2020/028) |
Part A Reports
5 Audit and Risk Subcommittee Work Plan 2020 |
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A report from Civic provided a copy of the updated Audit and Risk Subcommittee Work Plan 2020 and Governance and Financial Policies. There was discussion on the additional ‘risk review’ work streams that had been added to the workplan and it was agreed that an update on Business Continuity Planning would be presented to the next Audit and Risk Subcommittee meeting.
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Moved (Cr Mike Lord/Janet Copeland): That the Subcommittee:
a) Notes the Audit and Risk Subcommittee Work Plan. Motion carried (AR/2020/029) |
6 Financial Results |
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A report from Finance provided a copy of the Financial Results for the period ending 31 May 2020 report which had been presented to the Finance and Council Controlled Organisations Committee meeting held on 15 June 2020. The General Manager Finance and Commercial (Dave Tombs) spoke to the report and responded to questions. |
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Moved (Susie Johnstone/Janet Copeland): That the Subcommittee:
a) Notes the Financial Results for the period ending 31 May 2020 report. Motion carried (AR/2020/030) |
7 Annual Report Timetable for Year Ended 30 June 2020 |
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A report from Finance provided an update with regards the timetable related to the preparation and approval of the Dunedin City Council Annual Report for the year ended 30 June 2020. The report also considered new accounting standards and any other matters that may impact financial reporting for the year ended 30 June 2020. The Director, Audit NZ (Julian Tan) spoke to the report and responded to questions. |
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Moved (Susie Johnstone/Mayor Aaron Hawkins): That the Subcommittee:
a) Notes the report as presented. Motion carried (AR/2020/031) |
Resolution to exclude the public |
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Moved (Susie Johnstone/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:
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 Julian Tan (Audit New Zealand) and Monique Kruger (Audit New Zealand) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C2. 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/2020/032) |
The meeting went into non-public at 2.43 pm and concluded at 5.08 pm.
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CHAIRPERSON