Assurance, Risk and Finance Committee Meeting Minutes

UNCONFIRMED

1 December 2021

 

 MINUTES OF Far North District Council
Assurance, Risk and Finance Committee Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 1 December 2021 AT 1.30 pm

PRESENT:              Chairperson John Vujcich, Member Bruce Robertson, Cr Mate Radich, Cr Rachel Smith, Cr Kelly Stratford, Member Mike Edmonds, Member Adele Gardner

IN ATTENDANCE: 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

Motion

Resolution  2021/1

Moved:       Chairperson John Vujcich

Seconded:  Cr Rachel Smith

That Councillor David Clendon be permitted speaking rights.

Carried

2            Ngā Whakapāha Me Ngā Pānga Mema / Apologies and Declarations of Interest

Apology

Resolution  2021/24

Moved:       Chairperson John Vujcich

Seconded:  Deputy Chairperson Bruce Robertson

That the apology received from His Worship the Mayor, Deputy Mayor Ann Court, and Councillor Moko Tepania be accepted and leave of absence granted.

Carried

3            Ngā Tono Kōrero / Deputation

 There were no deputations for this meeting.

4            Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A3051559, pages 12 - 18 refers.

Resolution  2021/25

Moved:       Member Adele Gardner

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee confirms the minutes of the Assurance, Risk and Finance Committee meeting held 20 October 2021 as a true and correct record.

Abstained:      Rachel Smith

Carried

5            Reports

5.1         Request Decision on Climate Change Risk Recommendations

Agenda item 5.1 document number A3475964, pages 19 - 52 refers.

Resolution  2021/26

Moved:       Cr Rachel Smith

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee:

a)      Removes ARF001 Climate Change risk from the top organisational dashboard.

b)      Adopts four climate change risks onto the top organisational risk dashboard. The four risks are:

i)       ARF015 Climate Change Organisation Transition Risk

ii)      ARF016 Climate Change Community Transition Risk

iii)     ARF017 Climate Change Direct Risk to Council Physical and Natural Assets

iv)     ARF018 Failure to understand and capture climate-related opportunities.

c)      Establishes regular risk progress reports, for each risk, to the Assurance, Risk and Finance Committee.

d)      Rescores risks and reports, at least annually, a climate change risk management overview to the Assurance, Risk and Finance Committee on the management and progress to treat the climate change risks.

Carried

 

Suspension of Standing Orders

Resolution  2021/27

Moved:       Chairperson John Vujcich

Seconded:  Cr Rachel Smith

A motion was moved that Assurance, Risk and Finance suspend standing order number 20.2 Time Limits on Speakers.

Carried

 

 

 

 

 

 

 

Resumption of Standing Orders

Resolution  2021/28

Moved:       Chairperson John Vujcich

Seconded:  Cr Rachel Smith

A motion was moved that Assurance, Risk and Finance Committee resume standing order 20.2 Time Limits on Speaks.

Carried

6            Information Reports

6.1         December 2021 Risk Management Report

Agenda item 6.1 document number A3472394, pages 53 - 113 refers.

Resolution  2021/29

Moved:       Cr Rachel Smith

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report December 2021 Risk Management Report.

Carried

 

6.2         People and Capability Quarterly Update: 1 July - 30 September 2021

Agenda item 6.2 document number A3475610, pages 114 - 118 refers.

Resolution  2021/30

Moved:       Deputy Chairperson Bruce Robertson

Seconded:  Chairperson John Vujcich

That the Assurance, Risk and Finance Committee receive the report People and Capability Quarterly Update: 1 July - 30 September 2021.

Carried

 

6.3         Council Financial Report for the Period Ending 31 October 2021

Agenda item 6.3 document number A3480782, pages 119 - 138 refers.

Resolution  2021/31

Moved:       Cr Rachel Smith

Seconded:  Chairperson John Vujcich

That the Assurance, Risk and Finance Committee receive the report Council Financial Report for the Period Ending 31 October 2021.

Carried

 

6.4         Level of Service KPI Quarter 1 Performance Report for 2021-2022

Agenda item 6.4 document number A3481087, pages 139 - 163 refers.

Resolution  2021/32

Moved:       Cr Rachel Smith

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the Level of Service KPI Quarter 1 Performance Report for 2021-2022.

Carried

 

6.5         Elected Members Sensitive Expenditure

Agenda item 6.5 document number A3430657, pages 164 - 165 refers.

Resolution  2021/33

Moved:       Cr Kelly Stratford

Seconded:  Deputy Cahirperson Bruce Robertson

That the Assurance, Risk and Finance Committee receive the report Elected Members Sensitive Expenditure.

Carried

 

6.6         Sustainable Procurement Update - December 2021

Agenda item 6.6 document number A3452628, pages 166 - 168 refers.

Resolution  2021/34

Moved:       Chairperson John Vujcich

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee receive the report Sustainable Procurement Update - December 2021.

Carried

At 3:12 pm, Cr Kelly Stratford left the meeting. At 3:15 pm, Cr Kelly Stratford returned to the meeting.

6.7         Assurance, Risk and Finance Committee Action Sheet Update November 2021

Agenda item 6.7 document number A3400608, page 169 refers.

Resolution  2021/35

Moved:       Member Adele Gardner

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee receive the report Action Sheet Update November 2021.

Carried

 

7            Te  Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Recommendation  

Moved:       Chairperson John Vujcich

Seconded:  Deputy Chairperson 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:

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

7.1 - Confirmation of Previous Minutes

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

7.2 - Tender Panel Report June - November 2021

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

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

7.3 - Technology Update Report

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

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

7.4 - Far North District Council Current Legal Action and Potential Liability Claims as at 15 November 2021

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

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

CARRIED

 

Confirmation of Information and Decisions to be released in Public

Resolution  2021/27

Moved:       Cr Kelly Stratford

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee confirms the information and decisions contained in the part of the meeting held with public excluded remain in public excluded.

Carried

 

Resolution to Readmit the Public

Resolution  2021/28

Moved:       Cr Kelly Stratford

Seconded:  Member Adele Gardner

That the Assurance, Risk and Finance and Committee moves out of Public Excluded and into Ordinary Committee meeting.

Carried

 

8            Karakia Whakamutunga – Closing Prayer

9            tE kAPINGA hUI / Meeting Close

The meeting closed at 4:13 pm.

 

The minutes of this meeting were confirmed at the Assurance, Risk and Finance Committee Meeting held on 2 February 2022.

 

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CHAIRPERSON