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

UNCONFIRMED

Te Miromiro - Assurance, Risk and Finance Committee Meeting Minutes

14 May 2025

MINUTES OF Far North District Council
Te Miromiro - Assurance, Risk and Finance Committee Meeting
HELD AT THE Council Chamber, Memorial Ave, Kaikohe
ON Wednesday, 14 May 2025 AT 10:00 AM

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

IN ATTENDANCE:

STAFF PRESENT: Guy Holroyd (Chief Executive), Roger Ackers (GM – Planning & Policy), Nicola Smith (Acting GM – Community & Engagement), Ruben Garcia (GM – Delivery & Operations), Tanya Proctor (Head of Infrastructure) Margriet Veenstra (Acting GM – Corporate Services) , Emma Healy (Executive Officer) Carla Ditchfield (Manager – Legal Services), Angie Thomas (Acting Chief Financial Officer), Ken Lewis (Manager – Communications & Engagement), Ian Wilson (Manager – Health, Safety & Wellbeing), Esther Powell (Manager – Climate Action & Resilience), Joshna Panday (Risk & Assurance Specialist), Marlema Baker (Democracy Advisor & Te Kuaka Te Ao Māori Coordinator)

STAFF ONLINE Jacine Warmington (GM – Strategic Relationships), Llani Harding (Pouhautu – Te Hono), Kim Hammond - Community Board Coordinator), Lisa Nelson (Support Officer),.

1 Karakia Timatanga / Opening Prayer

Chair Graeme McGlinn commenced the meeting and Kōwhai/Deputy Mayor Kelly Stratford opened with a karakia.

Cr Steve McNally arrived 10:04 am

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

2.1 Apologies and Declarations of Interest

Resolution 2025/15

Moved: Deputy Chairperson John Vujcich

Seconded: Kōwhai - Deputy Mayor Kelly Stratford

That the apology from Cr Klescovic be accepted and a leave of absence granted, and that an apologies be received from Cr McNally for lateness.

Carried

3 ngā tono kōrero / Deputation

Bennie Greyling & Darren Naicker – Deloittes NZ.

4 NGĀ KŌRERO A TE Heamana / chairperson ANNOUNCEMENTS

Item 6.2 Audit Plan For Year Ending 2024/25 to be brought forward in the meeting as it relates to the deputation from Bennie Greying & Darren Naicker (Deloittes NZ).

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

5.1 Confirmation of Previous Minutes

Agenda item 4.1 document number A5164867, pages 8 - 17 refers

Resolution 2025/16

Moved: Deputy Chairperson John Vujcich

Seconded: Kōwhai - Deputy Mayor Kelly Stratford

That Te Miromiro - Assurance, Risk and Finance Committee confirm the minutes of the previous meeting held 8 April 2025 are a true and correct record.

Carried

6. Ngā Pūrongo Taipitopito / Information Reports

6.1 Open Resolutions and Actions Update Introduction

Agenda item 5.1 document number A5177945, pages 18 - 18 refers

Resolution 2025/17

Moved: Deputy Chairperson John Vujcich

Seconded: Kōwhai - Deputy Mayor Kelly Stratford

That Te Miromiro - Assurance, Risk and Finance Committee receive the Open Resolutions and Actions Introduction report.

Carried

10:17 am Bennie Greyling & Darren Naicker – Deloittes NZ

6.2 Audit Plan for year ending 2024/25

Agenda item 5.2 document number A5179315, pages 19 - 46 refers

Resolution 2025/18

Moved: Kōwhai - Deputy Mayor Kelly Stratford

Seconded: Deputy Chairperson John Vujcich

That the Te Miromiro - Assurance, Risk and Finance Committee receive the Audit Plan for year ending 2024/25.

Carried

10:42 am Cr Kapa joined the meeting in person

10:50 am Cr Halkyard-Harawira left the meeting

11:00 am Cr Radich joined the meeting

6.3 Council financial report for the period ending 31 March 2025

Agenda item 5.3 document number A5168784, pages 47 - 70 refers

Resolution 2025/19

Moved: Kōwhai - Deputy Mayor Kelly Stratford

Seconded: Deputy Chairperson John Vujcich

That Te Miromiro – Assurance Risk and Finance Committee receive the Far North District Council Financial Report for the period ending 31 March 2025.

Carried

6.4 Level of Service KPI Quarter 3 Performance Report for 2024-2025

Agenda item 5.4 document number A5168796, pages 71 - 88 refers

Resolution 2025/20

Moved: Deputy Chairperson John Vujcich

Seconded: Kōwhai - Deputy Mayor Kelly Stratford

That the Te Miromiro - Assurance, Risk and Finance Committee receive the Level of Service KPI Quarter 3 Performance Report for 2024-2025

Carried

The meeting was adjourned from 11:34am - to 11:47am

12pm Cr Radich joined the meeting (online) and left

6.5 Health, Safety and Wellbeing Report

Agenda item 5.5 document number A5170713, pages 89 - 95 refers

Resolution 2025/21

Moved: Kōwhai - Deputy Mayor Kelly Stratford

Seconded: Deputy Chairperson John Vujcich

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

Carried

6.6 People and Capability Report - January to March 2025

Agenda item 5.6 document number A5166122, pages 96 - 105 refers

Resolution 2025/22

Moved: Cr Steve McNally

Seconded: Kōwhai - Deputy Mayor Kelly Stratford

That Te Miromiro - Assurance, Risk and Finance Committee receive the report People and Capability Report - January to March 2025.

Carried

12:35 pm Cr McNally left the meeting

12::38 pm Kowhai Stratford left the meeting and returned at 12:42 pm

6.7 Resource Consent Abatement Notice Update

Agenda item 5.7 document number A5165145, pages 106 - 110 refers

Resolution 2025/23

Moved: Deputy Chairperson John Vujcich

Seconded: Cr Kapa

That Te Miromiro - Assurance, Risk and Finance Committee receive the report Resource Consent Abatement Notice Risk Profile.

Carried

7 Ngā Pūrongo / Reports

Supplementary Item.1 Terms of Reference Update

Supplementary Agenda Item S.1 document number A5176371, pages - 16 refers (distributed under separate cover)

Resolution 2025/24

Moved: Deputy Chairperson John Vujcich

Seconded: Kōwhai - Deputy Mayor Kelly Stratford

That Te Miromiro – Assurance, Risk & Finance Committee;

a) receive the Te Miromiro – Assurance, Risk & Finance Committee Terms of Reference Update report, and

b) recommend that Council approve the revised Terms of Reference (including the work plan), as outlined in Option 1 of this report, for adoption.

Carried

8 te wāhanga tūmataiti / Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2025/25

Moved: Deputy Chairperson John Vujcich

Seconded: Kōwhai - Deputy Mayor Kelly Stratford

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
8.1 - 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
8.2 - Possible Enforcement Action for Non-compliance	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)(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
8.3 - Risk Management Update	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
8.4 - 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

Carried

CONFIRMATION OF INFORMATION AND DECISIONS TO BE RELEASED IN PUBLIC

At the conclusion of the public excluded discussion Te Miromiro - 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.

9 Karakia Whakamutunga / Closing Prayer

Kowhai/Deputy Mayor Kelly Stratford closed the meetings with a karakia.

10 Meeting Close

The meeting closed at 1:34 pm.

The minutes of this meeting will be confirmed at the Te Miromiro - Assurance, Risk and Finance Committee Meeting held on 1 July 2025.

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CHAIRPERSON