Te Miromiro - Assurance, Risk and Finance Committee Meeting Minutes

9 August 2023

 

   MINUTES OF Far North District Council
Te Miromiro - Assurance, Risk and Finance Committee Meeting
HELD AT THE Council Chambers, Memorial Avenue, Kaikohe
ON Wednesday, 9 August 2023 AT 9:30am

 

PRESENT:              Mr Graeme McGlinn, Deputy Chairperson John Vujcich, Kahika - Mayor Moko Tepania, Kōwhai - Deputy Mayor Kelly Stratford, Cr Ann Court, Cr Hilda Halkyard-Harawira, Cr Steve McNally, Cr Penetaui Kleskovic, Cr Tāmati Rākena, Cr Felicity Foy, Cr Babe Kapa, Cr Mate Radich (virtual)

STAFF PRESENT: Jonathan Slavich (Chief Financial Officer), Jacine Warmington (Strategic Relationships Group – Group Manager), Zena Tango (Team Leader – Transaction Services), Margriet Veenstra (Manager - Property Information & Business Compliance), Jill Coyle (Group Manager – People and Transformation), Glenn Rainham (SHEQ – Compliance Manager), Casey Gannon (Manager – Democracy Services)

1            Karakia Timatanga / Opening Prayer

Kōwhai - Deputy Mayor Kelly Stratford commenced the meeting with a prayer.

2            NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and Declarations of Interest

Apology

Resolution  2023/18

Moved:       Kōwhai - Deputy Mayor Kelly Stratford

Seconded:  Deputy Chairperson John Vujcich

That the apology received from Kahika – Mayor Moko Tepania and Crs Penetaui Klescovic, Tāmati Rākena, be accepted and leave of absence granted.

Carried

3            ngā tono kōrero / Deputation

Nil.

4            Te Whakaaetanga o Ngā Meneti o Mua / Confirmation of Previous Minutes

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A4240403, pages 8 - 13 refers.

Resolution  2023/19

Moved:       Deputy Chairperson John Vujcich

Seconded:  Cr Steve McNally

That Te Miromiro - Assurance, Risk and Finance Committee confirm the minutes of the meeting held 2 May 2023 with amendment are true and correct.

Carried

Cr Hilda arrived 9:54 am.

5            Ngā Pūrongo / Reports

5.1         Update on the Risk Management Report

Agenda item 5.1 document number A4307915, pages 14 - 15 refers.

Resolution  2023/20

Moved:       Mr Graeme McGlinn

Seconded:  Kōwhai - Deputy Mayor Kelly Stratford

That Te Miromiro-Assurance, Risk & Finance Committee note the update of the risk management report at Council.

Against:           Cr Steve McNally

Carried

 

6            Ngā Pūrongo Taipitopito / Information Reports

6.1         Te Miromiro - Assurance, Risk & Finance Workplan

Agenda item 6.1 document number A4319810, pages 16 - 20 refers.

Resolution  2023/21

Moved:       Mr Graeme McGlinn

Seconded:  Deputy Chairperson John Vujcich

That the Te Miromiro - Assurance, Risk and Finance Committee receive the report Te Miromiro – Assurance, Risk & Finance Workplan.

Carried

 

6.2         Audit Proposal Letter - June 2023 Audit

Agenda item 6.2 document number A4316843, pages 21 - 30 refers.

Resolution 2023/22 

Moved:       Mr Graeme McGlinn

Seconded:  Deputy Chairperson John Vujcich

That the Te Miromiro - Assurance, Risk and Finance Committee receive the report Audit Proposal Letter - June 2023 Audit and that the Deloitte proposal be accepted.

carried

Kōwhai - Deputy Mayor Kelly Stratford left meeting 10:37 am.

6.3         June 2023 Audit Plan

Agenda item 6.3 document number A4317233, pages 31 - 69 refers.

Resolution  2023/23

Moved:       Cr Steve McNally

Seconded:  Deputy Chairperson John Vujcich

That the Te Miromiro - Assurance, Risk and Finance Committee receive the report June 2023 Deloitte Audit Plan.

Carried

Kōwhai - Deputy Mayor Kelly Stratford returned at 10:41 am.

6.4         Revenue Recovery report as at 30 June 2023

Agenda item 6.4 document number A4305340, pages 70 - 74 refers.

Resolution  2023/24

Moved:       Cr Steve McNally

Seconded:  Kōwhai - Deputy Mayor Kelly Stratford

That the Te Miromiro - Assurance, Risk and Finance Committee receive the report Revenue Recovery report as at 30 June 2023.

Carried

 

Resolution  2023/25

Moved:       Mr Graeme McGlinn

Seconded:  Kōwhai - Deputy Mayor Kelly Stratford

The Te Miromiro – Assurance, Risk and Finance Committee move into Public Excluded.

Carried

At 11:19 am, Cr Mate Radich left the meeting.

6.5         Sweetwater  - Commissioning of water supply

Agenda item 6.5 document number A4311400, pages 75 - 79 refers.

Resolution  2023/26

Moved:       Kōwhai - Deputy Mayor Kelly Stratford

Seconded:  Cr Ann Court

That the Te Miromiro - Assurance, Risk and Finance Committee leave the report Sweetwater  - Commissioning of water supply to lie on the table to be discussed in public exclusion for protection of commercial sensitivity.

Carried

 

6.6         People and Capability Quarterly Update: 1 April - 30 June 2023

Agenda item 6.6 document number A4311099, pages 80 - 84 refers.

Resolution  2023/27

Moved:       Kōwhai - Deputy Mayor Kelly Stratford

Seconded:  Cr Steve McNally

That the Te Miromiro - Assurance, Risk and Finance Committee receive the report People and Capability Quarterly Update: 1 April - 30 June 2023

Carried

 

7            te wāhanga tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  2023/28

Moved:       Kōwhai - Deputy Mayor Kelly Stratford

Seconded:  Cr Steve McNally

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 - Far North Holdings Ltd Risk Register and Risk Report, May 2023

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)(c)(i) - 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 to prejudice the supply of similar information, or information from the same source, and it is in the public interest that such information should continue to be supplied

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

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

6.5 Sweetwater – Commissioning of Water Supply

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)(c)(i) - 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 to prejudice the supply of similar information, or information from the same source, and it is in the public interest that such information should continue to be supplied

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

Carried

 

Confirmation of Information and Decisions to be released in Public

Resolution 2023/22

Moved:       Deputy Chairperson John Vujcich

Seconded:  Cr Steve McNally

That Te Miromiro – Assurance, Risk and Finance Committee confirms the decisions contained in the part of the meeting held with public excluded be restated in public meeting as follows:

-       Item 7.1 Confirmation of Previous Minutes

o   Report received

-       Item 6.5 Sweetwater – Commissioning of Water Supply:

o    Report received, and committee has requested CEO to investigate and bring a report and recommendation to 24 August Council meeting as a matter or urgency

-       Item 7.2 Far North Holdings LTD Risk Register and Risk Report

o   Report received

-       Item 7.3 FNDC Current Legal Action Potential Liabilty Claims

o   Report received

Carried

 

8            Karakia Whakamutunga / Closing Prayer

Kōwhai - Deputy Mayor Kelly Stratford closed with a karakia.

9            Meeting Close

The meeting closed at 1:07 pm.

The minutes of this meeting will be confirmed at the Te Miromiro - Assurance, Risk and Finance Committee Meeting held on 31 October 2023.

 

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CHAIRPERSON