Members
Present:
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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.
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Non Members:
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Councillors Brent Barrett, Rachel Bowen,
Leonie Hapeta, Duncan McCann, Karen Naylor and Tangi Utikere.
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Apologies:
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The Mayor (Grant Smith) (for lateness, on
Council Business), Deputy Mayor (Tangi Utikere) (for lateness) and Councillor
Aleisha Rutherford.
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1-19
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Apologies
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Moved
Vaughan Dennison, seconded Susan Baty.
The
COMMITTEE RESOLVED
1. That
the Committee receive the apologies.
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Clause 1-19 above was carried 13 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 and Bruno Petrenas.
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2-19
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Confirmation of
Minutes
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Moved
Vaughan Dennison, seconded Lorna Johnson.
The COMMITTEE
RESOLVED
1. That the
minutes of the Audit and Risk Committee meeting of 19 November 2018 Part
I Public be confirmed as a true and correct record.
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Clause 2-19 above was carried 15 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 and Tangi Utikere.
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3-19
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Business Continuity
Planning, PNCC update
Memorandum, dated 29 January
2019 presented by the Head of Emergency Management, Stewart Davies.
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Moved Vaughan Dennison, seconded Bruno Petrenas.
The COMMITTEE RESOLVED
1. That
the Audit & Risk Committee note
the report dated 29 January 2019 and titled `Business Continuity Planning,
PNCC update’, the programme for and progress of the Business Continuity
Planning within the organisation.
2. That
Business Continuity Planning update be reported to the Audit and Risk
Committee 6 monthly.
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Clause 3-19 above was
carried 15 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 and Tangi Utikere.
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4-19
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Risk
Management Report February 2019
Memorandum, dated 16 January
2019 presented by the Risk Manager, Miles Crawford.
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Moved Vaughan Dennison, seconded Bruno Petrenas.
The COMMITTEE RESOLVED
1. That
the Audit and Risk Committee note developments for risk management and reporting.
2. That
the Audit and Risk Committee note Management’s progress made to the
strategic and operational risk profiles
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Clause 4-19 above was
carried 14 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, Leonie Hapeta, Jim Jefferies, Lorna Johnson,
Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.
Abstained:
Councillor Lew Findlay QSM.
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5-19
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Health
and Safety Report - Oct - Dec 2018
Memorandum, dated 18 January
2019 from the Human Resources Manager, Wayne Wilson.
Councillor Leonie Hapeta
left the meeting at 11.23am
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Moved
Karen Naylor, seconded Lorna Johnson.
The COMMITTEE RESOLVED
Councillor Leonie Hapeta entered
the meeting at 11.33am
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Clause 5-19 above was
carried 13 votes to 0, with 2 abstentions, 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, Jim Jefferies, Lorna Johnson, Duncan McCann,
Karen Naylor, Bruno Petrenas and Tangi Utikere.
Abstained:
Councillors Lew Findlay QSM
and Leonie Hapeta.
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6-19
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2018/19 Internal Audit Plan 6-Month Progress Update
Memorandum, dated 15 January 2019 presented by the Senior
Internal Auditor, Vivian Watene.
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Moved
Vaughan Dennison, seconded Leonie Hapeta.
The COMMITTEE RESOLVED
1. That
the Committee note the internal audit
progress made against the 2018/19 Internal Audit Plan in the Memorandum
titled `2018/19 Internal Audit Plan 6-Month Progress Update’ dated 15
January 2019, and its five Appendixes.
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Clause 6-19 above was
carried 14 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, Leonie Hapeta, Jim Jefferies, Lorna Johnson,
Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.
Abstained:
Councillor Lew Findlay QSM.
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7-19
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Library
Building - Risk Assessment
Memorandum, dated 1 February
2019 presented by the Property Manager, Bryce Hosking and the Chief
Infrastructure Officer, Tom Williams.
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Moved Vaughan Dennison, seconded Lorna Johnson.
The COMMITTEE RECOMMENDS
1. That Council receive the Risk Assessments for the Central Library
Service’s options regarding the occupation of the library building.
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Clause 7-19 above was carried 14 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, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann,
Karen Naylor, Bruno Petrenas and Tangi Utikere.
Abstained:
Councillor Lew Findlay QSM.
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8-19
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Committee Work
Schedule
Elected members were of the
view that Part II details that became public should be reported in a more
robust, detailed and transparent way. It was agreed that the timeframe to
provide for two years would be too short to be available by the February
Council meeting.
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Moved Vaughan Dennison, seconded Bruno Petrenas.
The COMMITTEE RECOMMENDS
1.
That the Audit and Risk
Committee receive its Work Schedule dated February 2019.
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Clause
8-19 above was carried 15 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 and Tangi Utikere.
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Moved Grant Smith, seconded
Vaughan Dennison.
2.
That the Chief Executive be
instructed to report on all Committee/Council Part II matters that have been
transferred to Part I (over the last 12 months), the establishment of a
public register of transferred items, and a review of the process; such
report to be presented to the next Council meeting.
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Clause 8-19 above was carried 15 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 and Tangi Utikere.
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Moved Vaughan Dennison, seconded
Susan Baty.
3.
That the balance of this term
of Council (Committee/Council Part II matters to be transferred into Part I)
be reported to the March 2019 Council meeting.
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Clause 8-19 above was carried 15 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 and Tangi Utikere.
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