Audit, Risk, and Finance Committee Meeting Minutes

28 March 2019

 

   MINUTES OF Far North District Council
Audit, Risk, and Finance Committee Meeting
HELD AT THE
Council Chamber, Memorial Avenue, Kaikohe
ON
Thursday, 28 March 2019 AT 12:45 pm

 

PRESENT:              Cr John Vujcich, Mayor John Carter (HWTM), Cr Tania McInnes (Deputy Mayor), Cr Ann Court, Cr Felicity Foy, Cr Colin (Toss) Kitchen, Cr Sally Macauley, Cr Kelly Stratford, Member Bruce Robertson, Member Adele Gardner, Member Mike Edmonds, Member Terry Greening

IN ATTENDANCE:      Cr Dave Hookway

STAFF PRESENT: Shaun Clarke - Chief Executive Officer, Janice Smith - General Manager Corporate Services (Acting), Jaime Dyhrberg - Executive Officer, Matt Bell - Manager Risk and Improvement, George Swanepoel - In-House Counsel, Glenn Rainham - Manager Alliances, Roger Ackers - Manager Strategy Development

 

The Chairperson noted Cr Hookway’s participation in the meeting without voting rights - Standing Orders 12.1 refers.

1            Apologies and Declarations of Interest

There were no apologies

2            Deputation

There were no deputations

3            Confirmation of Previous Minutes

3.1         Confirmation of Previous Minutes

Agenda item 3.1 document number A2339435, pages 12 - 13 refers

Committee Resolution  2019/1

Moved:       Cr Ann Court

Seconded:  Cr Colin (Toss) Kitchen

That the Audit, Risk, and Finance Committee confirm that the minutes of the meeting of the Committee held 29 November 2018 are a true and correct record.

Carried

4            Strategic Planning and Policy Group

4.1         Draft Far North Holdings Limited Statement of Intent 2019-2022

Agenda item 4.1 document number A2395737, pages 19 - 21 refers

Motion

Moved:       Cr John Vujcich

Seconded:  Cr Felicity Foy

That the Audit, Risk, and Finance Committee recommend Council confirm the Far North Holdings Statement of Intent 2019-2022.

Amendment

Moved:       Cr Tania McInnes

Seconded:  Cr Ann Court

That the Audit, Risk, and Finance Committee receive the Draft Far North Holdings Statement of Intent 2019-2022

Carried

The amendment became the substantive motion

Committee Resolution  2019/2

Moved:       Cr John Vujcich

Seconded:  Cr Felicity Foy

That the Audit, Risk, and Finance Committee recommend Council receive the Draft Far North Holdings Statement of Intent 2019-2022.

 

Carried

 At 1:34 pm, Mayor John Carter left the meeting. At 1:40 pm, Mayor John Carter returned to the meeting.

At 1:45 pm, Mayor John Carter left the meeting. At 2:02 pm Mayor Carter returned to the meeting

5            Corporate Services Group

5.1         Amendments to Rating Relief Policies

Agenda item 5.1 document number A2386461, pages 36 - 40 refers

Councillor Court withdrew from the table at 2:18 pm

Committee Resolution  2019/3

Moved:       Cr John Vujcich

Seconded:  Cr Kelly Stratford

That the Audit, Risk, and Finance Committee recommend to Council that the following amendments to the Rating Relief Polices are approved prior to consultation:

i)       The Transitional Farmland policy is re-instated

ii)      The Treaty Settlement Lands policy is amended to include settlements approved prior to 1 July 2018

iii)     The Common Use Properties policy is amended to include commercial enterprises and residential properties

iv)     The Landlocked Land policy is amended to refer Maori land issues to the Maori Land Court for decision

v)      The Land Subject to Protection for Outstanding Natural Landscape, Cultural, Historic or Ecological Purposes policy is amended to include covenants approved under the Heritage New Zealand Pouhere Taonga Act 2014 (or Historic Places Act 1993)

vi)      The Residential Rates for Senior Citizens policy is amended to provide clarity for conditions 1 and 4 to allow staff to apply the conditions fairly to all applicants.

Carried

Councillor Court abstained from voting

 

At 2:13 pm, Mayor John Carter left the meeting.

Councillor Court returned to the table at 2:21 pm

5.2         Level of Service Quarter 2 Performance Report

Agenda item 5.2 document number A2393244, pages 68 - 68 refers

Committee Resolution  2019/4

Moved:       Cr Kelly Stratford

Seconded:  Member Bruce Robertson

That the Audit, Risk, and Finance Committee receive the report “Level of Service Quarter 2 Performance Report”.

Carried

At 2:27 pm, Cr Tania McInnes left the meeting. At 2:30 pm, Cr Tania McInnes returned to the meeting.

At 2:34 pm, Mayor John Carter returned to the meeting.

5.3         Long Term Asset Funding Update

Agenda item 5.3 document number A2395588, pages 94 - 95 refers

Committee Resolution  2019/5

Moved:       Cr Kelly Stratford

Seconded:  Cr Felicity Foy

That the Audit, Risk, and Finance Committee receive the report “Long Term Asset Funding Update”.

Carried

 

5.4         Revenue Recovery Report

Agenda item 5.4 document number A2395747, pages 98 - 99 refers

Committee Resolution  2019/6

Moved:       Cr Kelly Stratford

Seconded:  Cr Colin (Toss) Kitchen

That the Audit, Risk, and Finance Committee receive the report “Revenue Recovery Report”.

Carried

 

5.5         Council Financial Report February 2019

Agenda item 5.5 document number A2403234, pages 104 - 104 refers

Committee Resolution  2019/7

Moved:       Cr Tania McInnes

Seconded:  Cr Colin (Toss) Kitchen

That the Audit, Risk, and Finance Committee receive the report “Council Financial Report February 2019”.

Carried

 

At 2:48 pm, Mayor John Carter left the meeting.

6            Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution  2019/8

Moved:       Cr Felicity Foy

Seconded:  Cr 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 - Confirmation of Previous Minutes (Public Excluded)

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

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 - Internal Audit and Assurance

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 - 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

6.4 - Blues-Chiefs Preseason Game Review

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

 

7            Confirmation of Information and Decisions in open meeting

Committee Resolution  2019/9

Moved:       Cr John Vujcich

Seconded:  Cr Colin (Toss) Kitchen

That the Audit, Risk, and Finance Committee confirms that the

a)         following information and decisions contained in the part of the meeting held with the public excluded are to be restated in public meeting:

i)          6.4  Blues-Chiefs Preseason Game Review - Excluding the appendix attachment

b)        remainder of information and decisions contained in the part of the meeting held with the public excluded are not to be restated in public meeting

Carried

    

8            Meeting Close

The Meeting closed at 3:20 pm.

 

The minutes of this meeting were confirmed at the Audit, Risk, and Finance Committee Meeting held on 30 May 2019.

 

 

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

CHAIRPERSON