Te Miromiro - Assurance, Risk and Finance Committee Meeting Minutes - Unconfirmed

31 October 2023

 

   MINUTES OF Far North District Council
Te Miromiro - Assurance, Risk and Finance Committee Meeting
HELD AT THE Council Chambers, Memorial Avenue, Kaikohe
ON Tuesday, 31 October 2023 AT 10:00 am

 

PRESENT:              Chairman Mr Graeme McGlinn, Deputy Chairperson John Vujcich, Kahika - Mayor Moko Tepania, Kōwhai - Deputy Mayor Kelly Stratford, Cr Ann Court, Cr Steve McNally, and Cr Penetaui Kleskovic (virtually).

IN ATTENDANCE: Earl White - Bancorp Treasury (virtually).

STAFF PRESENT: Janice Smith (Group Manager Corporate Services), Jonathan Slavich (Chief Financial Officer), Jacine Warmington (Group Manager – Strategic Relationships), Ian Wilson (Manager – Health Safety &: Wellbeing), Roger Ackers (Group Manager – Planning and Policy), Tanya Proctor (Head of Infrastructure Strategy), Ruben Garcia (Group Manager – Community & Engagement), Angie Thomas (Team Leader – Accounting Services), Esther Powell (Climate Action & Resilience), Zena Tango (Team Leader – Transaction Services), Rhonda-May Whiu (Banking Services Officer), Andy Finch (District Engineer), Joshna Panday (Risk & Assurance Specialist), Casey Gannon (Manager - Democracy Services), Imrie Dunn (Democracy Advisor - Democracy Services), Fleur Beresford (Democracy Advisor - Democracy Services).

1            Karakia Timatanga / Opening Prayer

At 10.01 am Kahika - Mayor Moko Tepania opened the meeting with a karakia.

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

Apology

Resolution  2023/29

Moved:       Kahika - Mayor Moko Tepania

Seconded:  Cr Penetaui Kleskovic

That the apology received from Kowhai – Deputy Mayor Kelly Stratford be accepted and leave of absence granted.

Carried

3            ngā tono kōrero / Deputation

Nil

6            Ngā Pūrongo Taipitopito / Information Reports

6.1         Bancorp Treasury Update

Agenda item 6.1 document number A4441305, pages 32 refers.

Resolution  2023/30

Moved:       Cr Ann Court

Seconded:  Cr Steve McNally

That the Te Miromiro - Assurance, Risk and Finance Committee receive the report Bancorp Treasury Update.

Carried


At 10.24 am Kahika - Mayor Moko Tepania left the meeting and returned at 10.33 am and was in attendance for voting on item 6.1.

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

4.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A4309737, pages 8 - 15 refers.

Resolution  2023/31

Moved:       Deputy Chairperson John Vujcich

Seconded:  Cr Ann Court

That Te Miromiro - Assurance, Risk and Finance Committee confirm the minutes of the meeting held 9 August 2023 are true and correct.

Carried

5            Ngā Pūrongo / reports

5.1         Adoption of Council Risk Policy and Risk Management Framework

Agenda item 5.1 document number A4422822, pages 16 - 31 refers.

Resolution  2023/32

Moved:       Cr Steve McNally

Seconded:  Cr Ann Court

That Te Miromiro – Assurance, Risk & Finance Committee adopts the:

a)    Risk Policy; and

b)    Risk Management Framework as a dynamic document

 Carried

 

6            Ngā Pūrongo Taipitopito / Information Reports

6.2         Top 10 Council Risk Report

Agenda item 6.2 document number A4407941, pages 33 - 35 refers.

Resolution  2023/33

Moved:       Cr Ann Court

Seconded:  Deputy Chairperson John Vujcich

That Te Miromiro – Assurance, Risk and Finance Committee receive and note the Top 10 Council Risk Report.

Carried

 

6.3         Update on historical auditor observations

Agenda item 6.3 document number A4407815, pages 36 - 42 refers.

Resolution  2023/34

Moved:       Cr Penetaui Kleskovic

Seconded:  Deputy Chairperson John Vujcich

That the Te Miromiro - Assurance, Risk and Finance Committee receive and accept the report Update on historical auditor observations.

Carried

 

6.4         Council financial report for the period ending 30 September 2023

Agenda item 6.4 document number A4445744, pages 43 - 57 refers.

Resolution  2023/35

Moved:       Deputy Chairperson John Vujcich

Seconded:  Kahika - Mayor Moko Tepania

That the Te Miromiro – Assurance Risk and Finance Committee receive the Far North District Council Financial Report for the period ending 30 September 2023.

Carried

 

At 12.20 pm The Committee voted to move into Public Exclusion.

At 12.22 pm Chairman Graeme McGlinn adjourned the meeting for lunch.

At 1.33 pm The Committee moved out of Public Exclusion.

At 1.48 pm Cr Ann Court left the meeting.

 

6.5         Revenue Recovery Report as at 30 September 2023.

Agenda item 6.5 document number A4445271, pages 58 - 63 refers.

Resolution  2023/36

Moved:       Kahika - Mayor Moko Tepania

Seconded:  Deputy Chairperson John Vujcich

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

Carried

 

6.6         Health Safety & Wellbeing Report Q1 2023

Agenda item 6.6 document number A4429290, pages 64 - 70 refers.

Resolution  2023/37

Moved:       Deputy Chairperson John Vujcich

Seconded:  Cr Steve McNally

That the Te Miromiro - Assurance, Risk and Finance Committee receive the report Health Safety & Wellbeing Report Q1 2023.

Carried

 

6.7         People and Capability Quarterly Update: 1 July - 30 September 2023

Agenda item 6.7 document number A4430643, pages 71 - 75 refers.

Resolution  2023/38

Moved:       Deputy Chairperson John Vujcich

Seconded:  Cr Steve McNally

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

Carried


At 2:01 pm Deputy Chairperson John Vujcich left the meeting and returned at 2.03 pm.

6.8         Level of Service KPI Quarter 1 Performance Report for 2023-2024

Agenda item 6.8 document number A4432048, pages 76 - 104 refers.

Resolution  2023/39

Moved:       Cr Steve McNally

Seconded:  Deputy Chairperson John Vujcich

That the Te Miromiro - Assurance, Risk and Finance Committee receive the Level of Service KPI Quarter 1 Performance Report for 2023-2024.

Carried

 

7            te wāhanga tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2023/40

Moved:       Kahika - Mayor Moko Tepania

Seconded:  Deputy Chairperson John Vujcich

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 Public Excluded

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 - 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

7.3 - Cybersecurity and System Availability Risks 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

7.1 - Draft Audit and Annual Report Update

 

Note: This item was included as a supplementary Public Excluded Agenda.

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

s7(2)(f)(i) - 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

Carried

8            Karakia Whakamutunga / Closing Prayer

Kahika/Mayor Moko Tepania commenced the meeting with a prayer.

9            Meeting Close

The meeting closed at 2.07 pm.

The minutes of this meeting will be confirmed at the first Te Miromiro - Assurance, Risk and Finance Committee Meeting held in 2024.

 

...................................................

CHAIRPERSON