Te Kaunihera o Tai Tokerau ki te Raki
AGENDA
Assurance, Risk and Finance Committee Meeting
Wednesday, 21 July 2021
Time: |
1.30 pm |
Location: |
Council Chamber Memorial Avenue Kaikohe |
Membership:
Chairperson John Vujcich
Deputy Chairperson Bruce Robertson
Mayor John Carter
Deputy Mayor Ann Court
Cr Mate Radich
Cr Rachel Smith
Cr Kelly Stratford
Cr Moko Tepania
Member Mike Edmonds
Member Adele Gardner
|
Authorising Body |
Mayor/Council |
Status |
Standing Committee |
|
COUNCIL COMMITTEE |
Title |
Assurance, Risk and Finance Committee Terms of Reference |
Approval Date |
19 December 2019 |
|
Responsible Officer |
Chief Executive |
Purpose
The purpose of the Assurance, Risk and Finance Committee (the Committee) is to assist and advise the Governing Body in discharging its responsibility and ownership of finance, risk and internal control.
The Committee will review the effectiveness of the following aspects:
· The robustness of financial management practices;
· The integrity and appropriateness of internal and external reports and accountability arrangements;
· The robustness of the risk management framework;
· The robustness of internal controls and the internal audit framework;
· Compliance with applicable laws, regulations, standards and best practice guidelines;
· The establishment and maintenance of controls to safeguard the Council’s financial and non-financial assets;
· Data governance framework
To perform his or her role effectively, each Committee member must develop and maintain
his or her skills and knowledge, including an understanding of the Committee’s responsibilities, and of the Council’s business, operations and risks.
Membership
The Council will determine the membership of the Assurance, Risk and Finance Committee including at least one independent appointment with suitable financial and risk management knowledge and experience.
The Assurance, Risk and Finance Committee will comprise of at least five elected members (one of which will be the chairperson), and one independent appointed member.
Mayor Carter |
John Vujcich – Chairperson |
Bruce Robertson – Deputy Chairperson and Independent Member of the Committee |
Moko Tepania |
Mate Radich |
Rachel Smith |
Kelly Stratford |
Ann Court |
Mike Edmonds |
Adele Gardner |
Non-appointed councillors may attend meetings with speaking rights, but not voting rights.
Quorum
The quorum at a meeting of the Assurance, Risk and Finance Committee is 4 members.
Frequency of Meetings
The Assurance, Risk and Finance Committee shall meet every 6 weeks, but may be cancelled if there is no business.
Power to Delegate
The Assurance, Risk and Finance Committee may not delegate any of its responsibilities, duties or powers.
Committees Responsibilities
The Committees responsibilities are described below:
Financial systems and performance of the Council
· Review the Council’s financial and non-financial performance against the Long Term Plan and Annual Plan
· Review Council quarterly financial statements and draft Annual Report
Far North Holdings Limited (FNHL)
· Recommend to Council the approval of statement of intent and Annual Report (s67 LGA)
· Receive 6 monthly report on operations (s66 LGA)
· Receive quarterly financial statements
· Recommend appointment of directors of FNHL
Risk Management
· Review appropriateness of Council’s risk management framework and associated procedures for effective risk identification, evaluation and treatment
· Receive and review risk management dashboard reports
· Provide input, annually, into the setting of the risk management programme of work
· Receive updates on current litigation and legal liabilities
Internal Audit and Controls
· Review whether management has in place a current and comprehensive internal audit framework
· Receive and review the internal audit dashboard reports
· Provide input, annually, into the setting of the internal audit programme of work
· Review whether there are appropriate processes and systems in place to identify and investigate fraudulent behaviour
The Committee will manage Council’s relationship with external auditor.
The Committee will approve applications to declare land abandoned and any other such matters under the Rating Act.
Rules and Procedures
Council’s Standing Orders and Code of Conduct apply to all the committee’s meetings.
The Chair of the Committee will submit a written report to the Chief Executive on an annual basis. The review will summarise the activities of the Committee and how it has contributed to the Council’s governance and strategic objectives. The Chief Executive will place the report on the next available agenda of the governing body.
ASSURANCE, RISK AND FINANCE COMMITTEE - MEMBERS REGISTER OF INTERESTS
Name |
Responsibility (i.e. Chairperson etc) |
Declaration of Interests |
Nature of Potential Interest |
Member's Proposed Management Plan |
Hon John Carter QSO |
Board Member of the Local Government Protection Programme |
Board Member of the Local Government Protection Program |
|
|
Carter Family Trust |
|
|
|
|
John Vujcich (Chair) |
Board Member |
Pioneer Village |
Matters relating to funding and assets |
Declare interest and abstain |
Director |
Waitukupata Forest Ltd |
Potential for council activity to directly affect its assets |
Declare interest and abstain |
|
Director |
Rural Service Solutions Ltd |
Matters where council regulatory function impact of company services |
Declare interest and abstain |
|
Director |
Kaikohe (Rau Marama) Community Trust |
Potential funder |
Declare interest and abstain |
|
Partner |
MJ & EMJ Vujcich |
Matters where council regulatory function impacts on partnership owned assets |
Declare interest and abstain |
|
Member |
Kaikohe Rotary Club |
Potential funder, or impact on Rotary projects |
Declare interest and abstain |
|
Member |
New Zealand Institute of Directors |
Potential provider of training to Council |
Declare a Conflict of Interest |
|
Member |
Institute of IT Professionals |
Unlikely, but possible provider of services to Council |
Declare a Conflict of Interest |
|
Bruce Robertson (Deputy) |
Chair/Deputy Chair of a number of Audit and Risk Committees: Far North Auckland Bay of Plenty Regional Tauranga Thames Coromandel Hamilton Waipa Otorohanga Waitomo Environment Southland Invercargill Southland. |
|
There is a low level of there being a potential interest conflict. An outside potential is water reform and ‘discussion’ of one north regional water company in loving North AKD with Watercare. |
I remain aware of my roiled and will Raise any matter with the Mayor/CEO And chair of ARF should any matter potentially conflict. |
Currently None are North AKD. Previously I have Undertaken work on Okara Park with Whangarei DC. |
Advisory Work. |
Okara Park is a regional Stadium. Matter solely related Governance and role of DC. Low risk of conflict. |
|
|
Deputy Mayor Ann Court |
Waipapa Business Association |
Member |
|
Case by case |
Warren Pattinson Limited |
Shareholder |
Building company. FNDC is a regulator and enforcer |
Case by case |
|
Kerikeri Irrigation |
Supplies my water |
|
No |
|
District Licensing |
N/A |
N/A |
N/A |
|
Ann Court Trust |
Private |
Private |
N/A |
|
Waipapa Rotary |
Honorary member |
Potential community funding submitter |
Declare interest and abstain from voting. |
|
Properties on Onekura Road, Waipapa |
Owner Shareholder |
Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse) |
Declare interest and abstain from voting. |
|
Property on Daroux Dr, Waipapa |
Financial interest |
Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse) |
Declare interest and abstain from voting. |
|
Flowers and gifts |
Ratepayer 'Thankyou' |
Bias/ Pre-determination? |
Declare to Governance |
|
Coffee and food |
Ratepayers sometimes 'shout' food and beverage |
Bias or pre-determination |
Case by case |
|
Staff |
N/A |
Suggestion of not being impartial or pre-determined! |
Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair. |
|
Warren Pattinson |
My husband is a builder and may do work for Council staff |
|
Case by case |
|
Ann Court - Partner |
Warren Pattinson Limited |
Director |
Building Company. FNDC is a regulator |
Remain at arm’s length |
Air NZ |
Shareholder |
None |
None |
|
Warren Pattinson Limited |
Builder |
FNDC is the consent authority, regulator and enforcer. |
Apply arm’s length rules |
|
Property on Onekura Road, Waipapa |
Owner |
Any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development. |
Would not submit. Rest on a case by case basis. |
|
Mate Radich |
No form received |
|
|
|
Kelly Stratford |
KS Bookkeeping and Administration |
Business Owner, provides book keeping, administration and development of environmental management plans |
None perceived |
Step aside from decisions that arise, that may have conflicts |
Waikare Marae Trustees |
Trustee |
Maybe perceived conflicts |
Case by case basis |
|
Bay of Islands College |
Parent Elected Trustee |
None perceived |
If there was a conflict, I will step aside from decision making |
|
Karetu School |
Parent Elected Trustee |
None perceived |
If there was a conflict, I will step aside from decision making |
|
Māori title land – Moerewa and Waikare |
Beneficiary and husband is a shareholder |
None perceived |
If there was a conflict, I will step aside from decision making |
|
Sister is employed by Far North District Council |
|
|
Will not discuss work/governance mattes that are confidential |
|
Gifts - food and beverages |
Residents and ratepayers may ‘shout’ food and beverage |
Perceived bias or predetermination |
Case by case basis |
|
Taumarere Counselling Services |
Advisory Board Member |
May be perceived conflicts |
Should conflict arise, step aside from voting |
|
He Puna Aroha Putea Whakapapa |
Trustee |
May be perceived conflicts |
Should conflict arise, step aside from voting should they apply for funds |
|
Kawakawa Returned Services Association |
Member |
May be perceived conflicts |
Should conflict arise, step aside from voting should they apply for funds |
|
Whangaroa Returned Services Association |
Member |
May be perceived conflicts |
Should conflict arise, step aside from voting should they apply for funds |
|
National Emergency Management Advisor Committee |
Member |
|
Case by case basis |
|
Te Rūnanga ā Iwi o Ngāpuhi |
Tribal affiliate member |
As a descendent of Te Rūnanga ā Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā Iwi o Ngāpuhi Council relations |
Declare a perceived conflict should there appear to be one |
|
Te Rūnanga ā Iwi o Ngāti Hine |
Tribal affiliate member |
Could have a perceived conflict of interest |
Declare a perceived conflict should I determine there is a conflict |
|
Kawakawa Business and Community Association |
Member |
|
Will declare a perceived conflict should there appear to be one |
|
Sport Northland |
Board Member |
May be perceived conflicts |
Should conflict arise, step aside from voting |
|
Kelly Stratford - Partner |
Chef and Barista |
Opua Store |
None perceived |
|
Māori title land – Moerewa |
Shareholder |
None perceived |
If there was a conflict of interest, I would step aside from decision making |
|
Rachel Smith |
Friends of Rolands Wood Charitable Trust |
Trustee |
|
|
Mid North Family Support |
Trustee |
|
|
|
Property Owner |
Kerikeri |
|
|
|
Friends who work at Far North District Council |
|
|
|
|
Kerikeri Cruising Club |
Subscription Member |
|
|
|
Vision Kerikeri |
Financial Member |
|
|
|
Rachel Smith (Partner) |
Property Owner |
Kerikeri |
|
|
Friends who work at Far North District Council |
|
|
|
|
Kerikeri Cruising Club |
Subscription Member and Treasurer |
|
|
|
Vision Kerikeri |
Financial Member |
|
|
|
Town and General Groundcare Limited |
Director/Shareholder |
|
|
|
Moko Tepania |
Teacher |
Te Kura Kaupapa Māori o Kaikohe. |
Potential Council funding that will benefit my place of employment. |
Declare a perceived conflict |
Chairperson |
Te Reo o Te Tai Tokerau Trust. |
Potential Council funding for events that this trust runs. |
Declare a perceived conflict |
|
Tribal Member |
Te Rūnanga o Te Rarawa |
As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations. |
Declare a perceived conflict |
|
Tribal Member |
Te Rūnanga o Whaingaroa |
As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations. |
Declare a perceived conflict |
|
Tribal Member |
Kahukuraariki Trust Board |
As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations. |
Declare a perceived conflict |
|
Tribal Member |
Te Rūnanga ā-Iwi o Ngāpuhi |
As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations. |
Declare a perceived conflict |
|
Mike Edmonds |
Chair |
Kaikohe Mechanical and Historic Trust |
Council Funding |
Decide at the time |
Committee member |
Kaikohe Rugby Football and Sports Club |
Council Funding |
Withdraw and abstain |
Assurance, Risk and Finance Committee Meeting Agenda |
21 July 2021 |
Assurance, Risk and Finance Committee Meeting
will be held in the Council Chamber, Memorial Avenue, Kaikohe on:
Wednesday 21 July 2021 at 1.30 pm
Te Paeroa Mahi / Order of Business
1 Karakia Timatanga – Opening Prayer
2 Nga Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
5.1 Audit New Zealand Documentation For The Year Ended 30 June 2021
5.2 Far North Holdings Management Accounts Q3 2021
6.1 July Risk Management Report
6.2 Council Financial Report for the Period Ending 31 May 2021
6.3 Revenue recovery report as at 30 June 2021
6.4 Assurance, Risk and Finance Committee Action Sheet Update July 2021
7 Te Wāhanga Tūmataiti / Public Excluded
7.1 Confirmation of Previous Minutes
7.3 Tender Panel Report January - June 2021
8 Karakia Whakamutunga – Closing Prayer
9 Te Kapinga Hui / Meeting Close
2 Nga Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Committee and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
3 Te Tono Kōrero / Deputation
No requests for deputations were received at the time of the Agenda going to print.
21 July 2021 |
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
File Number: A3274775
Author: Casey Gannon, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
Te Take Pūrongo / Purpose of the Report
The minutes are attached to allow the Committee to confirm that the minutes are a true and correct record of previous meetings.
ngĀ tŪtohunga / Recommendation That the Assurance, Risk and Finance Committee confirms the minutes of the Assurance, Risk and Finance Committee meeting held 16 June 2021 as a true and correct record. |
1) te TĀhuhu kŌrero / Background
Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.
2) Te matapaki me NgĀ KŌwhiringa / Discussion and Options
The minutes of the meetings are attached.
Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.
Te Take Tūtohunga / Reason for the recommendation
The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meetings.
3) NgĀ PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision
There are no financial implications or the need for budgetary provision as a result of this report.
1. 2021-06-16
Assurance, Risk and Finance Committee Minutes - A3242627 ⇩
Te Hōtaka Take Ōkawa / Compliance schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
He Take Ōkawa / Compliance requirement |
Te Aromatawai Kaimahi / Staff assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
This is a matter of low significance. |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
This report complies with the Local Government Act 2002 Schedule 7 Section 28. |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant. |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. |
There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report. |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities). |
This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports. |
State the financial implications and where budgetary provisions have been made to support this decision. |
There are no financial implications or the need for budgetary provision arising from this report. |
Chief Financial Officer review. |
The Chief Financial Officer has not reviewed this report. |
Assurance, Risk and Finance Committee Meeting Agenda |
21 July 2021 |
MINUTES OF Far North District Council
Assurance, Risk and
Finance Committee Meeting
HELD AT THE Council
Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 16 June
2021 AT 1.30
pm
PRESENT: Chairperson John Vujcich, Deputy Chairperson Bruce Robertson, Mayor John Carter (HWTM) (via Microsoft TEAMs), Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford (via Microsoft TEAMs), Cr Moko Tepania, Member Mike Edmonds, Member Adele Gardner
SATFF: Shaun Clarke (Chief Executive Officer), William J Taylor, MBE (General Manager Corporate Services), Dean Myburgh (General Manager District Services), Andy Finch (General Manager Infrastructure and Asset Management), Darren Edwards (General Manager Strategic Planning and Policy)
1 Karakia TimatAnga – Opening Prayer
Chair Vujcich opened with a karakia.
2 Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest
Apology |
Resolution 2021/1 Moved: Cr Rachel Smith Seconded: Member Adele Gardner That the apology received from Cr Mate Radich be accepted and leave of absence granted. Carried |
3 Ngā Tono Kōrero / Deputation
The meeting was adjourned from 1.38 pm to 1:44 pm to tend to technical difficulties.
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes Agenda item 4.1 document number A3217348, pages 12 - 18 refers. |
Resolution 2021/2 Moved: Member Bruce Robertson Seconded: Cr Moko Tepania That the Assurance, Risk and Finance Committee confirms the minutes of the Assurance, Risk and Finance Committee meeting held 5 May 2021 as a true and correct record. Carried |
5.1 Far North Holdings Statement of Intent 2021 to 2024 Agenda item 5.1 document number A3217104, pages 19 - 32 refers. |
Recommendation Moved: Chairperson John Vujcich Seconded: Mayor John Carter That the Assurance, Risk and Finance Committee receive the report Far North Holdings Statement of Intent 2021 to 2024.
AMENDMENT Moved: Member Rachel Smith Seconded: Member Kelly Stratford Assurance, Risk and Finance Committee directs Chief Executive Officer to hold a workshop with Elected Members before 31 July 2021. The amendment became the substative motion. RESOLUTION 2021/3 Moved: Cr Rachel Smith Seconded: Cr Kelly Stratford That the Assurance, Risk and Finance Committee: a) receive the report Far North Holdings Statement of Intent 2021 to 2024; and, b) direct Chief Executive Officer to hold a workshop with Elected Members before 31 July 2021. carried Against: Cr Kelly Stratford |
6.1 Council Financial Report for the Period Ending 30 April 2021 Agenda item 6.1 document number A3212234, pages 33 - 61 refers. |
Resolution 2021/4 Moved: Member Bruce Robertson Seconded: Cr Rachel Smith That the Assurance, Risk and Finance Committee receive the report Council Financial Report for the Period Ending 30 April 2021. Carried Note: Assurance, Risk and Finance Committee note the exemplary performance of Northland Transport Alliance. |
At 2:11 pm His Worship the Mayor left the meeting.
6.2 Revenue Recovery Report - 31 March 2021 Agenda item 6.2 document number A3201566, pages 62 - 67 refers. |
Resolution 2021/5 Moved: Cr Moko Tepania Seconded: Cr Rachel Smith That the Assurance, Risk and Finance Committee receive the report Revenue Recovery Report - 31 March 2021. Carried |
At 2:29 pm Cr Kelly Stratford left the meeting.
Agenda item 6.3 document number A3198952, pages 68 - 86 refers. |
Resolution 2021/6 Moved: Chairperson John Vujcich Seconded: Member Bruce Robertson That the Assurance, Risk and Finance Committee receive the report June Risk Management. Carried |
6.4 People and Capability Quarterly Update: 1 January - 31 March 2021 Agenda item 6.4 document number A3211089, pages 87 - 88 refers. |
Resolution 2021/7 Moved: Cr Moko Tepania Seconded: Chairperson John Vujcich That the Assurance, Risk and Finance Committee receive the report People and Capability Quarterly Update: 1 January - 31 March 2021. Carried |
At 2:43 pm, Cr Rachel Smith left the meeting. At 2:45 pm, Cr Rachel Smith returned to the meeting.
6.5 Audit New Zealand Management Report for June 2020 Agenda item 6.5 document number A3209230, pages 89 - 120 refers. |
Resolution 2021/8 Moved: Member Bruce Robertson Seconded: Cr Rachel Smith That the Assurance, Risk and Finance Committee receive the report Audit New Zealand Management Report for June 2020. Carried |
7 Te Wāhanga Tūmatati / Public Excluded
RESOLUTION TO EXCLUDE THE PUBLIC
Committee Resolution 2021/9 Moved: Chairperson John Vujcich Seconded: Member Bruce Robertson 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:
Carried |
8 Karakia Whakamutunga – Closing Prayer
Cr Rachel Smith closed with a karakaia.
9 Te Kapinga Hui / Meeting Close
The meeting closed at 3:33 pm.
The minutes of this meeting will be confirmed at the Assurance, Risk and Finance Committee meeting to be held on 21 July 2021.
...................................................
CHAIRPERSON
21 July 2021 |
5.1 Audit New Zealand Documentation For The Year Ended 30 June 2021
File Number: A3275485
Author: Janice Smith, Chief Financial Officer
Authoriser: William J Taylor MBE, General Manager - Corporate Services
Take Pūrongo / Purpose of the Report
This report presents the draft external audit proposal and audit plan from Audit New Zealand. The Audit proposal includes fees for 2020/21 and 2021/22 audits.
WhakarĀpopoto matua / Executive Summary
· Far North District Council is required to be audited by the auditor appointed by the Office of the Auditor General, which for Far North District Council is Audit New Zealand.
That the Assurance, Risk and Finance Committee: a) receive the audit documents i) Audit Proposal Letter for the June 2021 and 2022 Financial Years; ii) Audit Plan for the Year Ended 30 June 2021; and, b) approve the CEO and Mayor signing the documents on behalf of Council as appropriate. |
1) TĀhuhu kŌrero / Background
Far North District Council, in compliance with the Local Government Act 2002, prepares an Annual Report at the end of each financial year. This is required to be audited by the appointed Auditor, which for Far North District Council is Audit New Zealand. The schedule of dates agreed with Audit New Zealand for the financial year 2019/2020, are as follows:
o Interim Audit 1 – 12 April to 16 April 2021
o Interim Audit 2 – 17 May to 21 May 2021
o Pre final Audit – 28 June to 2 July 2021
o Final Audit – the three weeks commencing 30 August 2021
Adoption of the Annual Report is anticipated to be at the 27 October 2021 Council meeting.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
Attached to this report are the proposed audit plan and the audit proposal letter for the financial years 2020/21 and 2021/22.
The relevant legislation in relation to this issue is as follows:
a) Local Government Act 2002, Part 6, Section 98, Subpart 2 which requires Local Authorities to prepare and adopt an Annual Report in respect of each financial year; and
b) Local Government Act 2002, Part 6, Section 99, which requires the Annual report to include the Auditors Report outlining the authority’s compliance with Schedule 10 of the Local Government Act 2002.
It is recommended that the audit plan and the audit proposal be received and that the CEO and Mayor be authorised to sign on behalf of Council as appropriate.
Take Tūtohunga / Reason for the recommendation
To make the Committee aware of the documentation required to formalise the audit processes for the financial year ended 30 June 2021.
3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision
There are no specific financial implications other than the fees proposed. These are budgeted and included in the Annual Plan each year.
1. Draft
Audit Plan - A3275445 ⇩
2. FNDC
2021 and 2022 Fee Proposal Letter - A3275447 ⇩
Hōtaka Take Ōkawa / Compliance Schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
He Take Ōkawa / Compliance Requirement |
Aromatawai Kaimahi / Staff Assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Low |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Local Government Act Part 6, Sub Part 2, s98 and s99 |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
District Wide |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi. |
None |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities). |
None |
State the financial implications and where budgetary provisions have been made to support this decision. |
None |
Chief Financial Officer review. |
The Chief Financial Officer has prepared this report |
21 July 2021 |
5.2 Far North Holdings Management Accounts Q3 2021
File Number: A3274408
Author: Julia Lee, Senior Financial Accountant
Authoriser: Janice Smith, Chief Financial Officer
Take Pūrongo / Purpose of the Report
To report the financial position of Far North Holdings Limited as at 31 March 2021.
WhakarĀpopoto matua / Executive Summary
At the Council meeting of 23 April 2020, Council requested that Far North Holdings Limited report on the financial position on a quarterly basis. This report is the third quarter report for the financial year 2021-21.
That the Assurance, Risk and Finance Committee receive the report Far North Holdings Management Accounts Q3 2021. |
1) TĀhuhu kŌrero / Background
The March 2021 third quarter financial report has now been received from Far North Holdings Limited.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
This financial year is still being challenged with COVID‐19 and the associated consequences. As
budgeted, the border restrictions implemented have affected income relating to cruise ships and
airports. Rent relief was provided to tenants who were experiencing difficulties. The support
required by tenants has been less than expected due to the remarkable level of local tourism
activity in the Bay of Islands.
For this quarter, services revenue is up by $601k, due to boating and tourism activity in the Bay of Islands being better than anticipated. The performance at the marina, Paihia car park and the airport all continue to impress in the current circumstances.
Rental income is favourable by $265k. This is predominantly due to the COVID‐19 rent relief not
being required for as many tenants as budgeted. It should be noted that the budget was
finalised during the lockdown period when the outlook was particularly ominous.
Recoverable income is ahead of budget, and conversely direct expenses from investment
property is also up.
On the expenses side, Employee Benefit expenses are favourable by $353k. This will reduce as additional senior staff have been employed to assist with the growing requirements of FNHL’s business and upcoming projects. To date the savings have been offset by the increase in other operating expenses which includes the costs of external resources for planning and consultancy.
As aspects of tourism and the boating industry have been flourishing in the Bay of Islands, fuel sales have also been thriving. This has meant inventory costs have shown as a variance and are up $470k. Fuel sales have correspondingly increased, but the variance in goods sold has been offset by insufficient honey sales.
Finance expenses being below budget is attributable to the interest rate being lower than
projected.
Overall, the surplus is ahead of budget by $805,776 being 113% of the budgeted surplus of $713,048 for the 9 months to 31 March 2021. However, it should be noted that the surplus is $322k behind the same period as last year. Equity to asset ratio is positive at 52.76%, with a permissible ratio of 50%.
3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision
The budgeted dividend for the financial year 2020/21 was $340,000 based on the very constrained budget position compiled in lockdown last year. The current surplus is indicating that the dividend will be higher than this if the surplus continues to hold at the level identified in the third quarter report.
1. FNHL
March 2021 Quarterly Report - A3272600 ⇩
Hōtaka Take Ōkawa / Compliance Schedule:
Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:
1. A Local authority must, in the course of the decision-making process,
a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and
b) Assess the options in terms of their advantages and disadvantages; and
c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.
2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.
He Take Ōkawa / Compliance Requirement |
Aromatawai Kaimahi / Staff Assessment |
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy |
Not significant |
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision. |
Schedule 8 (3) of the Local Government Act 2002 |
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought. |
Not applicable |
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi. |
Not applicable |
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities). |
Not applicable |
State the financial implications and where budgetary provisions have been made to support this decision. |
No financial budgetary issues |
Chief Financial Officer review. |
The Chief Financial Officer has reviewed this report |
21 July 2021 |
6.1 July Risk Management Report
File Number: A3264780
Author: Tanya Reid, Business Improvement Specialist
Authoriser: William J Taylor MBE, General Manager - Corporate Services
TAKE PŪRONGO / Purpose of the Report
To provide an information report on organisational risk management, emergent risk and scheduled risk progress reports for the organisation’s top risks.
No decision is required.
WHAKARĀPOPOTO MATUA / Executive SummarY
Risk progress updates are provided for three of the top organisational risks. The risk rating trend for two of these risks has been assessed as stable and one risk trend as increasing.
Summary of the 16 June 2021 deep dive rapid immersion into our drinking water resilience risk is provided.
No new emergent risks have been identified for inclusion in this report.
That the Assurance, Risk and Finance Committee receive the report July Risk Management Report. |
tĀHUHU KŌRERO / Background
The top organisational risks are risks that may impact on Council achieving its vision, mission and community outcomes and are regularly reported to the Assurance, Risk and Finance Committee to ensure they are being appropriately managed. A number of these risks are subject to external influences which may affect effective council operations.
Table 1, below, provides a risk snapshot of the Assurance, Risk and Finance Committee
Organisational Risk Dashboard with inherent and residual risk scores as accepted by the Assurance, Risk and Finance Committee and the risk progress to the residual risk score as assessed by the risk subject matter experts.
Table 2 details the 2021 Risk Work Programme.
Within Council risk management at a group and departmental level continues.
Table 1: July 2021 Top Organisational Risk Dashboard |
Key to trend of risk rating: |
|
Decline |
|||||||
|
No change/stable |
|||||||||
|
Increase |
|||||||||
Risk ID: |
Risk title |
Inherent risk score |
Trend of risk rating |
Residual risk score |
Accountable |
Responsible |
Risk Progress Report |
Risk Progress Report ARF agenda: |
||
ARF001 |
Climate Change |
63 |
|
30 |
CEO |
GMSPP |
6 Monthly |
Mar 21 |
||
ARF003 |
Health & Safety Vulnerabilities |
46 |
|
34 |
CEO |
Manager P&C |
3 Monthly |
July 21 |
||
ARF004 |
Asset Management Risks |
45 |
|
18 |
CEO |
GMIAM |
6 Monthly |
Mar 21 |
||
ARF005 |
Affordability Risk |
45 |
|
26 |
CEO |
GMSPP |
6 Monthly |
June 21 |
||
ARF006 |
Project Priorities Deliveries Delays |
45 |
|
14 |
CEO |
GMIAM |
3 Monthly |
July 21 |
||
ARF007 |
Compliance NRC Abatements |
45 |
|
18 |
CEO |
GMIAM |
6 Monthly |
June 21 |
||
ARF009 |
Customer Service Delivery |
39 |
|
22 |
CEO |
Manager P&C |
3 Monthly |
June 21 |
||
ARF010 |
Data Governance Risks |
39 |
|
14 |
CEO |
CEO |
6 Monthly |
June 21 |
||
ARF012 |
Contract Management Risks |
39 |
|
14 |
CEO |
GMIAM |
3 Monthly |
July 21 |
||
ARF013 |
Drinking Water Resilience |
35 |
|
ARF to agree level residual risk |
CEO |
GMIAM |
3 Monthly |
June 21 |
||
Table 2: 2021 Risk Programme
2021 ARF meeting date: |
10/02 |
24/03 |
05/05 |
16/06 |
21/07 |
08/09 |
20/10 |
01/12 |
|
Risk deep dives |
|
ARF001 |
ARF003 |
ARF013 |
ARF003 |
ARF004 |
ARF006 |
ARF005 |
|
|
|||||||||
ARF001 Climate Change |
|
ü |
|
|
|
ü |
|
|
|
ARF003 Health & Safety Vulnerabilities |
ü |
|
ü |
|
ü |
ü |
|
ü |
|
ARF004 Asset Management Risks |
|
ü |
|
|
|
ü |
|
|
|
ARF005 Affordability |
|
|
|
ü |
|
|
|
ü |
|
ARF006 Project - Priorities Deliveries Delays |
ü |
|
ü |
|
ü |
|
ü |
|
|
ARF007 Compliance NRC Abatements |
|
|
|
ü |
|
|
|
ü |
|
ARF009 Customer Service Delivery |
|
ü |
|
ü |
|
ü |
|
ü |
|
ARF010 Data Governance Risks |
|
|
|
ü |
|
|
|
ü |
|
ARF012 Contract Management Risks |
ü |
|
ü |
|
ü |
|
ü |
|
|
ARF013 Drinking Water Resilience |
|
ü |
|
ü |
|
ü |
|
ü |
|
Organisational Risk Management:
The 16 June 2021 deep dive was a rapid immersion into our drinking water resilience risk. This session was attended by two subject matter experts, Infrastructure Compliance Lead and PM Drinking Water Assessment with the Managers of Asset Management and Infrastructure Operations. At the session Elected Members wanted to understand resilience in regard changing conditions and operations, and how our thinking round resilience has matured (over the last 12 months) by supply:
· Alternative water supply for Kaitaia should be available after Christmas 2021
· Second deep bore at Monument Hill
· Reservoir storage for Kerikeri
· Catchment management process review of Water Treatment Plants
· Water Safety Plans (which also address risk management) will protect from source to customer and include improvement plans
What the acceptable level of risk, for each water scheme and the residual risk profile, is yet to be determined.
The July 2021 deep dive has focuses on health and safety vulnerabilities. The session will share the results of a recent Great Workplaces Wellbeing survey which investigates how hybrid working has affected our wellbeing.
Further deep dives are scheduled for the remainder of this calendar year, see table 2.
A risk training workshop, for elected members, is in development. With the support of our independent member to Assurance, Risk and Finance Committee, it is proposed to deliver this bespoke in-house training later in the new financial year.
Emergent risk:
No new emergent risks have been identified for inclusion in this report.
Table 3: Table of Identified Emergent Risk
Emergent risks |
Presented to Assurance, Risk and Finance Committee |
Progress |
1. The risk of externally funded shovel ready, economic stimulus employment opportunity projects due to the impact of the COVID-19 pandemic.
|
October 2020 |
Subject of a risk progress report to the Assurance, Risk and Finance Committee meeting, March 2021. |
2. The financial and legal risks because of climate change. Timing of a report on this risk, to the Assurance, Risk and Finance Committee meeting, is to be determined.
|
October 2020 |
March 2021 Climate Change deep dive was held.
Proposed to break the climate change into two risks to enable focus on transition risks such as financial and legal.
|
3. District Services have proposed to escalate one of their top group risks for consideration of inclusion on the top organisational dashboard. |
October 2020 |
It is proposed that this be included in the Assurance, Risk and Finance Committee risk workshop agenda. |
4. The risk of not fit for purpose business continuity arrangements.
|
October 2020 |
This was subject to a report at the December 20 Assurance, Risk and Finance Committee meeting. An up-date is provided under the group risk section. |
5. Government’s Three Waters Reform programme:
a. Establishment of Taumata Arowai
b. Regulatory reforms as outlined in the Water Services Bill, and
c. Reform of water delivery services including wastewater and stormwater networks. |
December 2020 |
Taumata Arowai established March 2021. Next steps in the 3waters reform programme: 1. Cabinet decisions on detailed reform proposals, expected mid 2021 2. Release of Council specific analysis and information (linked to Cabinet decisions on number and boundaries of entities, expected mid 2021 3. Release of RfI data – DIA will release a flat file containing all non- commercially sensitive council raw data provided under the RfI, expected mid-2021.
|
6. Potential impact of the Worksafe decision, in December 2020, to charge 13 parties over the Whakaari/White Island tragedy; and the government review of WorkSafe New Zealand’s performance of its regulatory functions in relation to activities on Whakaari White Island. |
February 2021 |
Impact to be considered when further information is to hand. MBIE expects to receive this report by 30 June 2021. |
Organisational Risk Progress Reports:
Three scheduled risk progress reports, including high level treatment plan progress, are provided with highlights and analysis of risk progress below. More detail is available in the attached risk progress reports.
A decision report was to be put to the July 2021 Assurance, Risk and Finance Committee meeting on the formation of an Affordability Risk reference group and a recommendation to commission a new affordability study. The decision was made to delay this report until the 3 waters reform Council specific analysis and information has been received. It is anticipated that this report will provide significant economic analysis which will be used to inform this risk.
No additional reporting requirement for organisational risk has been identified.
Risk progress reports – highlights and analysis:
1. ARF003 Health Safety and Wellbeing Vulnerabilities Risk Progress Report: The inherent risk rating trend has been assessed as increasing. Post the May 2021 ARF meeting, two further vulnerabilities were added focusing on the Beach Safety Review and Opua Cycleway Risk Mitigations. The report also includes a section on existing treatment in place to support the Health, Safety and Wellbeing of FNDC Staff.
2. ARF006 Projects Priorities Delivery Delays Risk Progress Report: The inherent risk rating trend has been assessed as stable. Performance to financial year end June 2021 has improved (this year versus prior) with close to 82% of this year’s work programme being awarded by the end of June.
3. ARF012 Contract Management Risk Progress Report: The inherent risk rating trend has been assessed as stable. The Contract Management Framework, Policy, process and templates have been completed. New treatments have been identified to manage increasing number of “small” contractors and our contract concentration risk.
Risk dashboards:
The dashboards provide information on:
· the total number of identified risks
· the percentage of risks assessed categorised as high, medium or low impact score
· the level of the risk within Council (Department, Group or Organisation level risk); and
· the risk description by category (see table 4):
o Health, Safety & Wellbeing
o Legal
o Operational / Financial
o Optimising efficiency
o People and culture
o Regulatory and Compliance
o Reputational / Strategic.
|
|
|
|
Group Risk Dashboards |
|
|
|
|
District Services Risk Dashboard |
24 risks ü Three lines defence established |
Date: 28/06/21 |
|
|
|
|
|
|
IAM Group Risk Dashboard |
27 risks ü Three lines defence established |
Date: 28/06/21 |
|
|
|
Assurance, Risk and Finance Committee Meeting Agenda |
21 July 2021 |
Table 4: Key to Risk Category
Risk Description |
Description of category |
Example |
Health Safety & Wellbeing |
A work environment that is without risk to health and safety, so far as is reasonably practicable |
Lone worker vulnerability |
Legal |
Application of the law (and its consequences) to FNDC actions |
Court action |
Operational/Financial |
Whole of business view of FNDC performance including service/services delivery, risk, finance, environmental |
Affordability |
Optimising efficiency |
Managing the present, lineal response to what exists today such as system, Continuous Improvement, process |
Born digital improvements e.g. BCA application |
People and culture |
Capability, mindsets, behaviour |
Disability awareness workshops |
Regulatory and Compliance |
Conforming to rules, external = law or regulation; internal = policies |
Audits |
Reputational |
The external estimation in which FNDC and brand is held |
Customer service delivery |
Strategic |
Adapting to change: Innovation / create the future / selectively forget the past |
Climate change / Affordability |
Progress to refresh Council’s business continuity arrangements:
District Services have drafted eleven business continuity plans, to re-establish essential services. Department recovery plans (and incident management plans), are being established to support Departments re-establish business as usual.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
No additional budgetary provision is requested.
1. 2021
07 ARF003 Health Safety and Wellbeing Vulnerabilities Risk Progress Report -
A3264253 ⇩
2. 2021
07 ARF006 Projects Priorities Delivery Delays Risk Progress Report - A3264254 ⇩
3. 2021
07 ARF012 Contract Management Risk Progress Report - A3264256 ⇩
21 July 2021 |
6.2 Council Financial Report for the Period Ending 31 May 2021
File Number: A3270005
Author: Angie Thomas, Manager - Accounting Services
Authoriser: Janice Smith, Chief Financial Officer
TE TAKE PŪRONGO / Purpose of the Report
To provide an overview and information on the current financial position and performance of the Far North District Council as at 31 May 2021.
TE WHAKARĀPOPOTO MATUA / Executive SummarY
This report provides a summary overview, Statement of Financial Performance, Capital Performance and Borrowing and Investment reports.
NGĀ TŪTOHUNGA / Recommendation That the Assurance, Risk and Finance Committee receive the report Council Financial Report for the Period Ending 31 May 2021. |
TE tĀHUHU KŌRERO / Background
This report provides financial information as at 31 May 2021.
TE MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
The report is for information only.
NGĀ PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
There are no financial implications or budgetary provisions required as a result of this report.
1. Council
Financial Report May 2021 (Pd11) FINAL_ARF - A3275674 ⇩
21 July 2021 |
6.3 Revenue recovery report as at 30 June 2021
File Number: A3277137
Author: Margriet Veenstra, Manager - Transaction Services
Authoriser: William J Taylor MBE, General Manager - Corporate Services
TAKE PŪRONGO / Purpose of the Report
WHAKARĀPOPOTO MATUA / Executive SummarY
That the Assurance, Risk and Finance Committee receive the report Revenue recovery report as at 30 June 2021. |
tĀHUHU KŌRERO / Background
This information is part of the standing items reported to the Committee on a regular basis.
MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps
Background
This document has been prepared to outline current and arrears balances for rates, water and Sundry debt as at 30 June 2021 and the actions taken by the debt management team for the collection of the General Title rates and water and sundry debt.
This information is part of the standing items reported to the Committee on a regular basis.
Discussion and Next Steps
General Title rates and water debt
Key actions since the last report:
· Since the last report, payments were received for the last batch of final demand issued for the properties which had been issued mortgage demand this year. Since commencing mortgage demand, a direct debit is in place for 365 properties to clear the arrears and a further 50 cleared their arrears in full.
· Debt management contacted owners of only last years’ rates owing to offer payment plans to avoid Council issuing mortgage demand in the new rating year.
Next actions:
· Complete reporting for all properties with mortgages and prepare to issue mortgage demand to the 5 major banks on the 1st of August 2021. Smaller banks and financial institutions to follow.
· Reports to be provided to Council legal team to send letters to an additional 10 property owners identified for potential legal proceedings.
· Complete review of 5 properties to commence the Abandoned land process.
· Complete reporting for properties without a mortgage to make contact and send the first demand letter as part of the final demand process which could result in legal action after the 3rd letter.
For the total number of General Title rates and water accounts marked as ‘Debt recovery action to commence’:
· 199 are properties with a mortgage who debt management were not able to contact and so they will be included in mortgage demand next year.
· The remaining 578 properties are those where there is no mortgage, no payments have been received and the owner has not contacted council to discuss payment options.
· 298 of these accounts have arrears of 3 or more rating years.
o A review to take place of all the accounts who received 2 demand letters in 2019 and send a final letter notifying the owners that legal proceedings are imminent.
o Debt management to attempt to contact the remaining property owners and/or send demand letters.
· 95 have rates arrears of up to two years.
o Debt management to attempt to make contact and/or send demand letters.
Maori Freehold Land rates and water debt
The debt Maori Freehold land has reduced since the last report, because of write-off’s which were completed in June as per the Local Government (Rating of Whenua Maori) Amendment Act 2021.
Sundry debtors debt
The total sundry debtors aged debt balance has reduced since the last report, as the outstanding invoice for $1m was paid after the report date. However, the 90+ resource consent debt has reduced by $134,507 since the last report.
While working closely with the resource consents team to clear the aged debt, debt management have continued their focus on current resource consent collection.
Final demand letters have been issued to debtors with outstanding debt and these will be referred to Council Legal Services team to take legal action in the next couple of months.
Work in progress:
· Resource consent team to update the resource consent application confirmation letter to customers, adding an explanation of the payment and invoicing process, plus requirements and responsibilities of the applicant.
· Resource consent team to update the resource consent invoices to give a better overview of charges and fee review objection timeline to reduce queries.
· Council Legal Services Team to review of previous legal opinion that Council is not able to request payment prior to issuing a resource consent by council legal services team.
PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision
1. June
2021 ARF Revenue recovery Report attachment - A3277123 ⇩
21 July 2021 |
General Title rates and water rates analysis by age at 30 June 2021.
Maori Freehold Land rates and water analysis by age at 30 June 2021.
Sundry Debtors by age at 30 June 2021.
21 July 2021 |
6.4 Assurance, Risk and Finance Committee Action Sheet Update July 2021
File Number: A3279298
Author: Casey Gannon, Meetings Administrator
Authoriser: Aisha Huriwai, Team Leader Democracy Services
Take Pūrongo / Purpose of the Report
To provide the Assurance, Risk and Finance Committee with an overview of outstanding decisions from 1 January 2020.
WhakarĀpopoto matua / Executive Summary
· Council staff have reintroduced action sheets as a mechanism to communicate progress against decisions/resolutions and confirm when decisions have been implemented.
· The focus of this paper is on Assurance, Risk and Finance Committee decisions.
· Action sheets are also in place for Council and Community Boards.
That the Assurance, Risk and Finance Committee receive the report Action Sheet Update July 2021. |
1) TĀhuhu kŌrero / Background
The Democracy Services Team have been working on a solution to ensure that elected members can receive regular updates on progress against decisions made at meetings, in alignment with a Chief Executive Officer key performance indicator.
Action sheets have been designed as a way to close the loop and communicate with elected members on the decisions made by way of resolution at formal meetings.
Action sheets are not intended to be public information but will provide updates to elected members, who, when appropriate can report back to their communities and constituents.
2) matapaki me NgĀ KŌwhiringa / Discussion and Options
The outstanding tasks are multi-facet projects that take longer to fully complete.
The Democracy Services staff are working with staff to ensure that the project completion times are updated so that action sheets provided to members differentiate between work outstanding and work in progress.
Take Tūtohunga / Reason for the recommendation
To provide the Assurance, Risk and Finance Committee with an overview of outstanding committee decisions from 1 January 2020.
3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision
There are no financial implications or need for budgetary provision in receiving this report.
1. ARF
Action Sheet Update July 2021 - A3279304 ⇩
21 July 2021 |
7 Te Wāhanga Tūmataiti / Public Excluded
RESOLUTION TO EXCLUDE THE PUBLIC
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:
|
8 Karakia Whakamutunga – Closing Prayer
9 Te Kapinga Hui / Meeting Close