Assurance, Risk and Finance Committee Meeting Minutes

23 June 2022

MINUTES OF Far North District Council
Assurance, Risk and Finance Committee Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Thursday, 23 June 2022 AT 9:31am

CRS PRESENT:     Chairperson John Vujcich, Deputy Mayor Ann Court, Cr Rachel Smith, Cr Kelly Stratford, Cr Moko Tepania, Member Mike Edmonds, Member Adele Gardner

CRS ONLINE:         Cr Mate Radich (left the meeting at 10:30am)

GMS PRESENT:     William J Taylor, MBE (General Manager Corporate Services), Dean Myburgh (General Manager District Services),

GMS ONLINE:        Andy Finch (General Manager Infrastructure and Asset Management),

STAFF PRESENT: Angie Thomas (Manager – Accounting Services), Sheryl Gavin (Manager – Corporate Planning & Community Development), George Swanepoel (In-House Counsel), Lisa Huria (Manager – ICT Operations and Delivery), Jamie Dyhrberg (Chief Transformation and Technology Officer), Tania Heath (Project Administrator) , Rob Cottrell (Business Architect), Rakesh Pinao (Asset Investment Portfolio Manager),  Marlema Baker (Democracy Advisor).

1            Karakia TimatAnga – Opening Prayer

Chair John Vujcich commenced the meeting and Cr Stratford opened with a karakia.

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

Apology

Resolution  2022/1

Moved:       Cr Rachel Smith

Seconded:  Cr Kelly Stratford

That the apologies received from Deputy Chair Bruce Robertson for absence and Cr Mate Radich for early departure, 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 A3703038, pages 12 - 17 refers

Resolution  2022/2

Moved:       Chairperson John Vujcich

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee confirms the minutes of the Assurance, Risk and Finance Committee meeting held 27 April 2022 as a true and correct record.

Carried

5            Reports

5.1         Approve Addition of Resource Consents Risk to Organisation Top Risk Dashboard

Agenda item 5.1 document number A3733521, pages 18 - 22 refers

MOTION

Moved:       Cr Kelly Stratford

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee;

a) approves the addition of the Resource Consents” risk onto the Organisational Top Risks Dashboard;

Amendment

Moved:       Deputy Mayor Ann Court

Seconded:  Cr Rachel Smith

b) and that this matter be escalated to Local Government New Zealand and the Crown.

The amendment became the substantive motion.

Resolution  2022/3

Moved:       Deputy Mayor Ann Court

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee;

a) approves the addition of the Resource Consents” risk onto the Organisational Top Risks Dashboard;

b) and that this matter be escalated to Local Government New Zealand and the Crown.

Carried

NOTE: Elected Members request that all graphs/statistics included in the report be scaled for legibility.

Cr Radich left the meeting 10:30am

6            Information Reports

6.1         Council Financial Report for the Period Ending 30 April 2022

Agenda item 6.1 document number A3731211, pages 23 - 52 refers

Resolution  2022/4

Moved:       Cr Moko Tepania

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report Council Financial Report for the Period Ending 30 April 2022.

Carried

Tabled Document: Capital Programme Update (Objective ID. A3765426)

6.2         June Risk Management Report

Agenda item 6.2 document number A3732299, pages 53 - 87 refers

Resolution  2022/5

Moved:       Cr Kelly Stratford

Seconded:  Cr Rachel Smith

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

Carried

Cr Stratford left the meeting 11:10 am – returned at 11:12 am.

Meeting adjourned 11:38 am to 11:49 am

6.3         Far North Holdings Ltd - Third Quarter Financial Report

Agenda item 6.3 document number A3727235, pages 88 - 95 refers

Resolution  2022/6

Moved:       Cr Rachel Smith

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report Far North Holdings Ltd - Third Quarter Financial Report.

Carried

6.4         People and Capability Quarterly Update: 1 January - 31 March 2022

Agenda item 6.4 document number A3732103, pages 96 - 101 refers

Resolution  2022/7

Moved:       Member Adele Gardner

Seconded:  Cr Kelly Stratford

That the Assurance, Risk and Finance Committee receive the report People and Capability Quarterly Update: 1 January - 31 March 2022.

Carried

6.5         Tax Governance Framework and Policy

Agenda item 6.5 document number A3727308, pages 102 - 108 refers

MOTION

Moved:       Deputy Mayor Ann Court

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee receive the report Tax Governance Framework and Policy.

Amendment

Moved:       Member Mike Edmonds

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee approve the report Tax Governance Framework and Policy.

carried

The amendment became the substantive motion.

Resolution  2022/8

Moved:       Member Mike Edmonds

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee approve the report Tax Governance Framework.

Carried

6.6         Assurance, Risk and Finance Committee Action Sheet Update for June 2022

Agenda item 6.6 document number A3672062, pages 109 - 110 refers

Resolution  2022/9

Moved:       Chairperson John Vujcich

Seconded:  Cr Rachel Smith

That the Assurance, Risk and Finance Committee receive the report Action Sheet Update for June 2022.

Carried

7            Te  Wāhanga Tūmatati / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2022/10

Moved:       Chairperson John Vujcich

Seconded:  Cr Rachel Smith

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)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons 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 - 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
7.3 - FNDC Current Legal Action Potential Liability Claims Report	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

Meeting adjourned for lunch 12:23 pm – 12:54 pm

The Assurance, Risk and Finance Committee confirms the information and decisions contained in the part of the meeting held with public excluded not be restated in public meeting.

8            Karakia Whakamutunga – Closing Prayer

Cr Rachel Smith closed the meeting with a karakia

9            tE kAPINGA hUI / Meeting Close

The meeting closed at 1:29 pm.

The minutes of this meeting will be confirmed at the Assurance, Risk and Finance Committee Meeting held on 31 August 2022.

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CHAIRPERSON