Te Miromiro - Assurance, Risk and Finance Committee Meeting Minutes

24 July 2024

MINUTES OF Far North District Council
Te Miromiro - Assurance, Risk and Finance Committee Meeting
HELD AT THE Council Chamber, Kaikohe
ON Wednesday, 24 July 2024 AT 10.01 am

PRESENT:               Mr Graeme McGlinn, Deputy Chairperson John Vujcich, Kahika - Mayor Moko Tepania, Kōwhai - Deputy Mayor Kelly Stratford, Cr Penetaui Kleskovic, Cr Steve McNally

IN ATTENDANCE: Cr Tāmati Rākena (online), Cr Mate Radich (online), Cr Felicity Foy (online), Cr Babe Kapa, Cr Hilda Halkyard-Harawira (online)

STAFF PRESENT: Guy Holroyd (Chief Executive Officer), Carla Ditchfield (Manager – Legal Services), Ruben Garcia (Group Manager – Community and Engagement), Jacine Warmington (Group Manager – Strategic Relationships), Charlie Billington (Group Manager – Corporate Services), Roger Ackers (Group Manager – Planning and Policy), Jonathan Slavich (Chief Financial Officer), Aisha Huriwai (Manager – Democracy Services), Marysa Maheno (Democracy Services), Tanya Proctor (Head of Infrastructure)(online), Emma Healy (Chief of Staff)(online), Trish Routley (Manager – Resource Consents)(online), Maria Bullen (Democracy Adviser)(online), Llani Harding (Manager – Te Hono)(online), Rhonda-May Whiu (Banking Services Officer), Lisa Huria (Team Leader – ICT Operations)(online), Jeanette England (Team Leader – Assets & Project Delivery)(online), Ajay Kumar (Finance & Administration Manager)(online), Jamie-Lee Pulham (Executive Assistant to Group Manager – Strategic Relationships)(online), Marlema Baker (Te Kuaka Committee Coordinator)(online)

1          Karakia Timatanga / Opening Prayer

Kōwhai/Deputy Mayor Kelly Stratford commenced the meeting with a karakia.

At 10:01 am the meeting started.

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

Apology

Resolution  2024/19

Moved:       Mr Graeme McGlinn

Seconded:  Deputy Chairperson John Vujcich

That the apology received from Cr Ann Court be accepted and leave of absence granted.

Carried

Resolution  2024/20

Moved:       Mr Graeme McGlinn

Seconded:  Deputy Chairperson John Vujcich

That Councillors present have speaking rights for Te Miromiro – Assurance, Risk and Finance Committee meeting held Wednesday 24 July 2024.

Carried

3          ngā tono kōrero / Deputation

There were no deputations.

4            NGĀ KŌRERO A TE Tiamana / Chairperson ANNOUNCEMENTS

Chairperson Graeme McGlinn advised he will be away for Te Miromiro – Assurance, Risk and Finance meeting held 4 September 2024 and proposed Cr John Vujcich chair the meeting.

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

5.1         Confirmation of Previous Minutes

Agenda item 4.1 document number A4778772, pages 12 - 18 refers

Resolution  2024/21

Moved:       Mr Graeme McGlinn

Seconded:  Deputy Chairperson John Vujcich

That Te Miromiro - Assurance, Risk and Finance Committee confirm the minutes of the Extraordinary meeting held 22 May 2024 are true and correct.

Carried

6          Ngā Pūrongo Taipitopito / Information Reports

6.1         Mayoral Discretionary Fund

Agenda item 5.1 document number A4743615, pages 19 - 21 refers.

Resolution  2024/22

Moved:       Kōwhai - Deputy Mayor Kelly Stratford

Seconded:  Deputy Chairperson John Vujcich

That Te Miromiro - Assurance, Risk and Finance Committee receive the report Mayoral Discretionary Fund.

Carried

At 10:30 am Cr Babe Kapa arrived to the meeting.

At 10:47 am, Kōwhai - Deputy Mayor Kelly Stratford left the meeting and returned at 10:49 am.

6.2         Council Financial Report for the period ending 31 May 2024

Agenda item 5.2 document number A4779887, pages 22 – 47 refers.

Resolution  2024/23

Moved:       Kōwhai - Deputy Mayor Kelly Stratford

Seconded:  Cr Penetaui Kleskovic

That Te Miromiro – Assurance Risk and Finance Committee:

a) Receive the Council Financial Report for the period ending 31 May 2024.

Carried

6.3         Probity, Waste, and Policies Update

Agenda item 5.3 document number A4780549, pages 48 - 50 refers.

Resolution  2024/24

Moved:       Cr Penetaui Kleskovic

Seconded:  Kōwhai - Deputy Mayor Kelly Stratford

That Te Miromiro - Assurance, Risk and Finance Committee receive the report Probity, Waste, and Policies Update.

Carried

At 11:18 am, Kōwhai - Deputy Mayor Kelly Stratford left the meeting.

At 11:24 am, Kōwhai - Deputy Mayor Kelly Stratford returned to the meeting.

6.4         Revenue Recovery Report

Agenda item 5.4 document number A4780954, pages 51 - 53 refers.

Resolution  2024/25

Moved:       Deputy Chairperson John Vujcich

Seconded:  Kahika - Mayor Moko Tepania

That Te Miromiro - Assurance, Risk and Finance Committee receive the report Revenue Recovery Report – as at 30 June 2024

Carried

At 11:34 am, Kōwhai - Deputy Mayor Kelly Stratford left the meeting and 11.35am.

7          te wāhanga tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2024/26

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
6.1 - 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
6.2 - Risk of non-compliance with Manatū Hauora directive to fluoridate water supplies Kaitaia, Kerikeri	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
6.3 - 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
6.4 - Health, Safety and Wellbeing - May-June 2024	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)(f)(ii) - the withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of Council members, officers, employees, and persons from improper pressure or harassment	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 - Risk Management Update	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information 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
6.6 - Far North Holdings Limited financier change to the Local Government Funding Agency	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities 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

Carried

Resolution  2024/27

Moved:       Deputy Chairperson John Vujcich

Seconded:  Cr Penetaui Kleskovic

That Te Miromiro – Assurance, Risk and Finance Committee allow for Elected Members to stay in the room and online during the Public Excluded part of the meeting.

Carried

8          Karakia Whakamutunga / Closing Prayer

At 1:44pm Cr Penetaui Kleskovic closed the meeting with a karakia

9          Meeting Close

The meeting closed at 1:44pm.

The minutes of this meeting will be confirmed at Te Miromiro - Assurance, Risk and Finance Committee Meeting held on 4 September 2024.

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CHAIRPERSON