Agenda of Audit and Risk Committee Meeting

Notice is given of an Audit and Risk Committee Meeting to be held on:

Date:

Thursday, 25 January 2018

Time:

9.30am

Location:

Council Chambers

Fairlie

AGENDA

Audit and Risk Committee Meeting

25 January 2018

Suzette van Aswegen

Chief Executive Officer

Audit and Risk Committee Membership:

Russell Armstrong

Stuart Barwood

Chris Clarke

Paul Hannagan

James Leslie (Chair)

Anne Munro

Mayor Graham Smith

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The purpose of local government:

(1) The purpose of local government is—

(a) to enable democratic local decision-making and action by, and on behalf of, communities; and

(b) to meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.

(2) In this Act, good-quality, in relation to local infrastructure, local public services, and performance of regulatory functions, means infrastructure, services, and performance that are—

(a) efficient; and

(b) effective; and

(Local Government Act 2002)

Audit and Risk Committee Meeting Agenda 25 January 2018

6 Reports

6.1 Minutes of Audit and Risk Committee Meeting - 23 November 2017

File Reference: PAD

Author: Arlene Goss, Committee Administrator (Temp)

Authoriser: Suzette van Aswegen, Chief Executive Officer

Attachments: 1. Audit and Risk Minutes Nov 23 ⇩

Recommendation

1. That the Minutes of the Audit and Risk Committee Meeting held on November 23, 2017, be received and adopted as a true and accurate record of the meeting.

Audit and Risk Committee Meeting Agenda 25 January 2018

6.2 Presentation on Council's Insurance Cover

File Reference: FIN

Author: Arlene Goss, Committee Administrator (Temp)

Authoriser: Toni Morrison, Projects & Administration Manager

Attachments: Nil

Staff Recommendations

That the information be noted.

visitor

At 10am, Jerard Cowburn from Jardine Lloyd Thompson Ltd will address the Audit and Risk Committee on Council’s insurance cover. This will include:

a) Insurances we have. Overview on our material damage business interruption public liability.

b) Insurances we don’t have, underground assets not covered, alternatives in the market (LAPP) etc

c) Insurances we could have but haven’t taken up.

Suzette van Aswegen

Chief Executive Officer

Audit and Risk Committee Meeting Agenda 25 January 2018

6.3 Health and Safety Report

File Reference: STA 1/2

Author: Toni Morrison, Projects & Administration Manager

Authoriser: Suzette van Aswegen, Chief Executive Officer

Attachments: Nil

Staff Recommendations

That the information be noted.

Background

This report provides an update to the Committee on Council health and safety matters.

The Committee will be aware of the sad loss of Greg Hormann, Council’s Health and Safety Officer, in December. This has been a huge loss to the Council and our thoughts are with Greg’s family and friends.

The steps being taken to investigate this workplace accident are outlined in a separate paper to the Committee.

Council policy documents and procedures

Work had been progressing on a general review of Council’s health and safety systems, with priorities being assigned to particular areas that require further work. Work on updating the organisation’s Health and Safety Policy Statement was undertaken late last year. Much of this work, and the planned implementation of the Council’s Safehold H&S software package, will now be placed on hold while we review how to progress it.

There is a voluntary Health and Safety group of staff which meets two monthly. Its role is to act as a point of contact for staff, provide feedback to management on any issues, and carry out some monitoring and audit duties in relation to the Council office buildings. The group’s next meeting is 24^th January 2018.

Health and safety is a standing item on the Management team meeting agenda. These meetings occur weekly.

Staff Incident Reporting

One additional near miss was reported in the period since the last Committee meeting on 23^rd November 2017. A staff member reported two incidents of near-misses experienced on a single vehicle trip between the Fairlie office and Tekapo on the State Highway. These incidents involved other vehicles undertaking dangerous passing manoeuvres, placing the Council staff member’s vehicle at risk. A review of this hazard and mitigation measures will be undertaken.

Contractor Reporting

There have been no incidents involving contractors since the last Audit and Risk Committee meeting on 23 November 2017.

Staff Training & Induction

One new staff member has received health and safety induction in the period since the last report to the committee.

No staff training has occurred during the period. Training on interacting with the public and customers is being arranged for all available staff for March 2018. This training is focused on providing staff with the appropriate knowledge and skills to enable them to safely, effectively and professionally engage and interact with members of the public and to manage situations of conflict.

Conclusion

This report provides an update to the Committee on Council health and safety matters since the last report to the Committee meeting of 23 November 2017.

Suzette van Aswegen

Chief Executive Officer

Audit and Risk Committee Meeting Agenda 25 January 2018

8 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

8.1 - Minutes of Public Excluded Audit and Risk Committee Meeting - 23 November 2017

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)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

8.2 - Reporting Fatal Accident

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons