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

 

Date:

Tuesday, 18 May 2021

Time:

2.00pm

Location:

Twizel Events Centre Lounge

Twizel

 

 

AGENDA

 

 

Audit and Risk Committee Meeting

 

18 May 2021

 

 

 

 

 

 

Note: This meeting may be digitally recorded by the minute-taker.


Audit and Risk Committee Membership:  

Bruce Mincham (Chair)

James Leslie

Stuart Barwood

Anne Munro

Graham Smith

Emily Bradbury

Murray Cox

Matt Murphy

 

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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

(c)     appropriate to present and anticipated future circumstances.

(Local Government Act 2002)

 

 


Audit and Risk Committee Meeting Agenda                                                                     18 May 2021

Order Of Business

1          Opening. 5

2          Apologies. 5

3          Declarations Of Interest. 5

4          Visitors. 5

5          Reports. 6

5.1            Minutes of Audit and Risk Committee Meeting - 16 March 2021. 6

5.2            Long Term Plan 2021-2031 Update. 12

5.3            Report to the Audit and Risk Committee on the final Audit of Mackenzie District Council for the year ended 30 June 2020. 14

6          Public Excluded. 60

6.1            Minutes of Public Excluded Audit and Risk Committee Meeting - 16 March 2021. 60

6.2            Equip Alignment Session - Action Plan. 60

6.3            Health, Safety and Wellbeing. 60

6.4            Risk Management Report 60

 


1            Opening

2            Apologies

3            Declarations Of Interest

4            Visitors

Chris Genet from Audit New Zealand will attend the meeting.


Audit and Risk Committee Meeting Agenda                                                                     18 May 2021

5            Reports

5.1         Minutes of Audit and Risk Committee Meeting - 16 March 2021

                                  

Author:                    Arlene Goss, Governance Advisor

Authoriser:             

Attachments:          1.       Minutes of Audit and Risk Committee  

 

 

Recommendation

That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 16 March 2021 be received and confirmed as an accurate record of the meeting.

 

 


Audit and Risk Committee Meeting                                                                                                   18 May 2021

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Audit and Risk Committee Meeting Agenda                                                                     18 May 2021

5.2         Long Term Plan 2021-2031 Update

                                  

Author:                    Katherine Hill, Senior Corporate Planner

Authoriser:              Paul Numan, General Manager Corporate Services

Attachments:          Nil

 

 

Staff Recommendations

That the information be noted.

 

Background

This report provides the Audit and Risk Committee with an update to the Long Term Plan 2021-2031 Programme.

An update has been provided to Council on 18 May 2021, relating to the content of this paper. Following delays previously discussed with Council, officers have completed an assessment of progress on the Long Term Plan, and prepared a revised project plan which includes resourcing and risk, to ensure that the project is able to be delivering on to meet legislative, exclusive of timeframe, and audit requirements, as well as community expectations for the delivery of services.

Officers are working with Audit New Zealand to confirm resourcing availability, after which the proposed project plan can be finalised. Indicative dates are highlighted below:

Audit of consultation document and supporting documentation

31 May – 25 June*

Hot Review by Office of the Auditor General

28 June – 2 July*

Consultation

14 July – 13 August

Hearings

24 – 25 August

Council Decisions

31 August

Audit

13 September – 24 September*

Adopt LTP

30 September

* Awaiting Audit New Zealand confirmation

As part of the risk assessment of this project, management sought a legal opinion to confirm options available to Council regarding changes to the striking of rates. Council have a range of options available for the striking of rates subsequent to the adoption of the Long Term Plan if not achieved before 1 July. Options will be modelled by officers and workshopped with Council to ensure the most appropriate rates instalments can be used.

Delays which have been experienced to the LTP delivery also have the potential to impact on other work programmes being delivered by Council. In particular, the Annual Report 2020/21 is a significant programme of work involving finance, corporate planning and activity managers. Work for the Annual Report commences in May with work in earnest from July running through to the end of October. The revised LTP programme will impact on resourcing capability to deliver the Annual Report within statutory timeframes. The impact on the programme of work and staff will need to be addressed through project planning for the Annual Report. Audit New Zealand and management will work together to management Audit commitments to minimise this impact.

 

Conclusion

The Long Term Plan is a significant programme of work. This paper provides an update on the programme and timeframes for delivery. Regular updates will be provided to Council in workshop and to the Strategy and Audit and Risk Committees.

 

 

 

 

 


Audit and Risk Committee Meeting Agenda                                                                     18 May 2021

5.3         Report to the Audit and Risk Committee on the final Audit of Mackenzie District Council for the year ended 30 June 2020

                                  

Author:                    Paul Numan, General Manager Corporate Services

Authoriser:              Suzette van Aswegen, Chief Executive Officer

Attachments:          1.       Report to the Council on the Audit of Mackenzie District Council for the year ended 30 June 2020 with management comments  

 

 

Staff Recommendations

1.   That the report be received.

2.   That the Audit and Risk Committee notes the report, findings and management responses.

 

Background

Audit New Zealand have completed a final draft Report to the Council on the audit of Mackenzie District Council for the year ended 30 June 2020.

The attached report sets out findings from the final draft report and includes management comments.

Conclusion

As noted in the key messages an unmodified audit opinion was issued by Audit on 23 February 2021 and Council adopted the Annual Report on the same day at an Extraordinary meeting.

New and previous Recommendations are summarised in section 1 and supporting detail is referenced within the audit report.

Council has responded to the recommendations made in the final draft and the attached report now includes Management comments.

Following discussion at the Committee Council proposes to send the report and management comments to Audit.

It is recommended that the Audit and Risk Committee notes the report, findings and management responses.

 

 

 

 

 


Audit and Risk Committee Meeting                                                                                                   18 May 2021

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Audit and Risk Committee Meeting Agenda                                                                     18 May 2021

6            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

6.1 - Minutes of Public Excluded Audit and Risk Committee Meeting - 16 March 2021

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

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

6.2 - Equip Alignment Session - Action Plan

s6(b) - the making available of the information would be likely to endanger the safety of any person

s7(2)(f)(i) - the witholding of the information is necessary to allow free and frank expression of opinions by or between or to members or officers or employees of any local authority

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

6.3 - Health, Safety and Wellbeing

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

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

6.4 - Risk Management Report

s7(2)(c)(ii) - 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 otherwise to damage the public interest

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