Palmerston North City Council

 

Minutes of the Audit and Risk Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 19 November 2018, commencing at 9.02am

Members

Present:

Councillor Vaughan Dennison (in the Chair) and Councillors Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Lorna Johnson and Bruno Petrenas.

Non Members:

Councillors Brent Barrett, Rachel Bowen, Leonie Hapeta, Duncan McCann, Karen Naylor, Aleisha Rutherford and Tangi Utikere.

Apologies:

The Mayor (Grant Smith) (for lateness, on Council Business) and Councillors Gabrielle Bundy-Cooke (early departure), Leonie Hapeta (early departure) and Duncan McCann (early departure).

 

When the meeting resumed following the adjournment Councillor Gabrielle Bundy-Cooke was not present. She entered the meeting at 2.06pm during consideration of clause 29.  She was not present for clause 28.

When the meeting resumed following the adjournment The Mayor (Grant Smith) was present.  He was not present for clauses 26 to 27 inclusive.

Councillor Leonie Hapeta left the meeting at 10.45am during consideration of clause 31. When the meeting resumed following the adjournment she was present. She was not present for clause 31.

 

   

26-18

Apologies

 

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1.   That the Committee receive the apologies.

 

Clause 26-18 above was carried 15 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

 

 

 

27-18

Deputation - Palmerston North Age Friendly Group

Ms Donna Hedley and Ms Rose Body made a Deputation regarding the state of footpaths around the city and presented photographs of some of the affected footpaths.

It was difficult to navigate many footpaths for those with a wheelchair or mobility scooter. The issues raised included cracks, loose gravel, different levels in the footpaths and dangerous surfaces in winter due to moss.

It was noted that reports to Council had been made but they did not seem like a priority. A particular resident could no longer go for a walk around the block due to the state of surrounding footpaths.

 

Moved Vaughan Dennison, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1.   That the Audit and Risk Committee receive the deputation for information.

 

 

Clause 27-18 above was carried 15 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

   

The meeting adjourned at 9.36am

The meeting resumed at 2.00pm

 

When the meeting resumed The Mayor (Grant Smith) was present and Councillor Bundy-Cooke was not present.

 

28-18

Confirmation of Minutes

 

Moved Vaughan Dennison, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1.   That the minutes of the Audit and Risk Committee meeting of 20 August 2018 Part I Public be confirmed as a true and correct record.

 

Clause 28-18 above was carried 13 votes to 0, with 2 abstentions, the voting being as follows:

For:

Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

The Mayor (Grant Smith) and Councillor Susan Baty.

 

29-18

Use of Closed Circuit Television

Memorandum, dated 12 June 2018 presented by the Human Resources Manager, Wayne Wilson.

Councillor Gabrielle Bundy-Cooke entered the meeting at 2.06pm

 

Moved Vaughan Dennison, seconded Leonie Hapeta.

The COMMITTEE RECOMMENDS

1.   That the Audit and Risk Committee note that there is no need for a policy for the use of closed circuit television as an agreed protocol between management and the Unions exists that meets the minimum requirements of the Privacy Commission.

 

Clause 29.1 above was carried 12 votes to 4, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Against:

Councillors Brent Barrett, Adrian Broad, Lorna Johnson and Karen Naylor.

 

Moved Brent Barrett, seconded Lorna Johnson.

2.  That the Chief Executive be instructed to report back to the Audit and Risk Committee on PNCC Compliance with the Privacy Act 1993 with regards to the use of surveillance in public space in the city.

 

Clause 29.2 above was carried 11 votes to 4, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Gabrielle Bundy-Cooke, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

Against:

The Mayor (Grant Smith) and Councillors Lew Findlay QSM, Jim Jefferies and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

 

The meeting adjourned at 2.27pm

The meeting resumed on Monday 26 November 2018 at 9.01am

When the meeting resumed all Elected Members were present

 

30-18

AMP Update - Footpath Condition Rating & Renewal Programme

Memorandum, dated 1 November 2018 presented by the Special Projects Manager, Phil Walker

 

Moved Bruno Petrenas, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1.   That the Committee notes:

a.    how the asset management maintenance and renewal programmes will in future provide the required level of service and maintain the service potential of the footpath assets.

b.    that a ‘best practice’ condition methodology is now being used to inform a  targeted and more effective maintenance and renewal programme of work particularly for safety related poor and very poor footpath condition.

c.     that the medium and longer term programme footpath renewal needs will be reassessed in light of the condition surveys for informing the 2020 Roading & Parking Asset Management Plan.

d.    that a baseline target for the footpath performance measure reporting of the 2018-28 10 Year Plan will be established by the end of the 2018/19 financial year.

 

Clause 30-18 above was carried 16 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

 

31-18

Health and Safety - July - September 2018

Memorandum, dated 25 October 2018 presented by the Human Resources Manager, Wayne Wilson.

Councillor Leonie Hapeta left the meeting at 10.45am

 

Moved Vaughan Dennison, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1.   That the Audit and Risk Committee note the information contained within the memorandum titled `Health and Safety – July – September 2018’ dated 25 October 2018.

 

Clause 31-18 above was carried 15 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Vaughan Dennison, Bruno Petrenas, Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Aleisha Rutherford and Tangi Utikere.

 

Moved Aleisha Rutherford, seconded Lew Findlay.

Note:

On a motion `that the Chief Executive be instructed to include reporting on mental health for staff to be reported at the Audit and Risk Committee meeting each quarter’ the motion was lost 6 votes to 9, the voting being as follows:

For:

Councillors Brent Barrett, Rachel Bowen, Lew Findlay QSM, Duncan McCann, Bruno Petrenas and Aleisha Rutherford.

Against:

The Mayor (Grant Smith) and Councillors Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Jim Jefferies, Lorna Johnson, Karen Naylor and Tangi Utikere.

 

Moved Leonie Hapeta, seconded Bruno Petrenas.

Note:

On a motion `that the Chief Executive be instructed to have a mental health measure for staff to be reported at the Audit and Risk Committee meeting each quarter’ the motion was lost 2 votes to 13, the voting being as follows:

For:

Councillors Bruno Petrenas and Lew Findlay QSM.

Against:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Aleisha Rutherford and Tangi Utikere.

 

The meeting adjourned at 10.55am

The meeting resumed at 11.11am

 

When the meeting resumed Councillor Leonie Hapeta was present.

 

32-18

Audit New Zealand Report to the Council

Memorandum, dated 11 October 2018 presented by the Chief Financial Officer, Grant Elliott.

 

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1.   That the final 2017/18 Management Report from Audit New Zealand be received.

 

Clause 32-18 above was carried 15 votes to 0, with 1 abstention, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

 

Moved Brent Barrett, seconded Karen Naylor.

 

Note:

On a motion `That Council adopts the enhanced disclosure of remuneration as recommended by Audit NZ for the 2019 financial year onwards’ the motion was lost 5 votes to 11, the voting being as follows:

 

For:

Councillors Brent Barrett, Adrian Broad, Vaughan Dennison, Lew Findlay QSM and Karen Naylor.

Against:

The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

 

33-18

Internal Audit - IT Disaster Recovery Plan (DRP)

Memorandum, dated 26 October 2018 presented by the Senior Internal Auditor, Vivian Watene.

 

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1.     That the Committee note the assurance given from the audit of the IT DRP in Appendix A of the report titled `Internal Audit – IT Disaster Recovery Plan (DRP)’ dated 26 October 2018.

 

Clause 33-18 above was carried 15 votes to 0, with 1 abstention, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

 

34-18

Management Agreed Corrective Action Implementation September 2018 YTD Progress

Memorandum, dated 29 October 2018 presented by the Senior Internal Auditor, Vivian Watene.

 

Moved Susan Baty, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1.   That the Committee receive the memorandum titled `Management Agreed Corrective Action Implementation September 2018 YTD Progress’ dated 29 October 2018 and its two Appendixes for information.

 

Clause 34-18 above was carried 15 votes to 0, with 1 abstention, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

 

 

35-18

Committee Work Schedule

 

Moved Vaughan Dennison, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1.   That the Audit and Risk Committee receive its Work Schedule dated November 2018.

 

Clause 35-18 above was carried 15 votes to 0, with 1 abstention, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

      

 

The meeting finished at 11.56am

 

Confirmed 18 February 2019

 

 

 

Chairperson