Audit and Risk Management Committee

Agenda

 

 

Notice of Meeting:

An ordinary meeting of the Audit and Risk Management Committee will be held on:

 

Date:                                    Friday 1 April 2022

Time:                                    10am

Venue:                                 Held by Audio/Visual Link

Under the current provisions of the Covid-19 Protection Framework (the Traffic Alert system) meeting attendance is only possible via an Audio/Visual link. Please request access details from Megan.Pearce@ccc.govt.nz.

 

 

Membership

Chairperson

Deputy Chairperson

Members

Ms Kim Wallace

Councillor Sam MacDonald

Mayor Lianne Dalziel

Ms Jacqueline Robertson Cheyne

Mr Michael Rondel

Councillor Pauline Cotter

Deputy Mayor Andrew Turner

 

 

25 March 2022

 

 

 

Principal Advisor

Leah Scales

Acting General Manager - Resources / CFO

Tel: 941 8999

 

Megan Pearce

Manager Hearings and Council Support

941 8140

megan.pearce@ccc.govt.nz

www.ccc.govt.nz

Note:  The reports contained within this agenda are for consideration and should not be construed as Council policy unless and until adopted.  If you require further information relating to any reports, please contact the person named on the report.
To view copies of Agendas and Minutes, visit:
https://www.ccc.govt.nz/the-council/meetings-agendas-and-minutes/

 


Audit and Risk Management Committee - Terms of Reference Ngā Ārahina Mahinga

 

Chair

Kim Wallace (Independent)

Deputy Chair

Councillor Sam MacDonald

Membership

Mayor Lianne Dalziel

Deputy Mayor Andrew Turner

Councillor Pauline Cotter

External Members:

Mr Michael Rondel

Ms Jacqueline Robertson Cheyne

Quorum

Half of the members if the number of members (including vacancies) is even, or a majority of members if the number of members (including vacancies) is odd.

Meeting Cycle

Quarterly and as required

Reports To

Council

Purpose

To assist the Council to discharge its responsibility to exercise due care, diligence and skill in relation to the oversight of:

·            the robustness of the internal control framework;

·            the integrity and appropriateness of external reporting, and accountability arrangements within the organisation for these functions;

·            the robustness of risk management systems, process and practices;

·            internal and external audit;

·            accounting policy and practice;

·            compliance with applicable laws, regulations, standards and best practice guidelines for public entities; and

·            the establishment and maintenance of controls to safeguard the Council’s financial and non-financial assets.

The foundations on which this Committee operates, and as reflected in this Terms of Reference, includes: independence; clarity of purpose; competence; open and effective relationships and no surprises approach.

Procedure

·            In order to give effect to its advice the Committee should make recommendations to the Council and to Management.

·            The Committee should meet the internal and the external auditors without Management present as a standing agenda item at each meeting where external reporting is approved, and at other meetings if requested by any of the parties.

·            The external auditors, the internal audit manager and the co-sourced internal audit firm should meet outside of formal meetings as appropriate with the Committee Chair.

·            The Committee Chair will meet with relevant members of Management before each Committee meeting and at other times as required.

Responsibilities

Internal Control Framework

·            Consider the adequacy and effectiveness of internal controls and the internal control framework including overseeing privacy and cyber security.

·            Enquire as to the steps management has taken to embed a culture that is committed to probity and ethical behaviour.

·            Review the processes or systems in place to capture and effectively investigate fraud or material litigation should it be required.

·            Seek confirmation annually and as necessary from internal and external auditors, attending Councillors, and management, regarding the completeness, quality and appropriateness of financial and operational information that is provided to the Council.

Risk Management

·            Review and consider Management’s risk management framework in line with Council’s risk appetite, which includes policies and procedures to effectively identify, treat and monitor significant risks, and regular reporting to the Council.

·            Assist the Council to determine its appetite for risk.

·            Review the principal risks that are determined by Council and Management, and consider whether appropriate action is being taken by management to treat Council’s significant risks. Assess the effectiveness of, and monitor compliance with, the risk management framework.

·            Consider emerging significant risks and report these to Council where appropriate.

Internal Audit

·            Review and approve the annual internal audit plan, such plan to be based on the Council’s risk framework. Monitor performance against the plan at each regular quarterly meeting.

·            Monitor all internal audit reports and the adequacy of management’s response to internal audit recommendations.

·            Review six monthly fraud reporting and confirm fraud issues are disclosed to the external auditor.

·            Provide a functional reporting line for internal audit and ensure objectivity of internal audit.

·            Oversee and monitor the performance and independence of internal auditors, both internal and co-sourced. Review the range of services provided by the co-sourced partner and make recommendations to Council regarding the conduct of the internal audit function.

·            Monitor compliance with the delegations policy.

External Reporting and Accountability

·            Consider the appropriateness of the Council’s existing accounting policies and practices and approve any changes as appropriate.

·            Contribute to improve the quality, credibility and objectivity of the accounting processes, including financial reporting.

·            Consider and review the draft annual financial statements and any other financial reports that are to be publicly released, make recommendations to Management.

·            Consider the underlying quality of the external financial reporting, changes in accounting policy and practice, any significant accounting estimates and judgements, accounting implications of new and significant transactions, management practices and any significant disagreements between Management and the external auditors, the propriety of any related party transactions and compliance with applicable New Zealand and international accounting standards and legislative requirements.

·            Consider whether the external reporting is consistent with Committee members’ information and knowledge and whether it is adequate for stakeholder needs.

·            Recommend to Council the adoption of the Financial Statements and Reports and the Statement of Service Performance and the signing of the Letter of Representation to the Auditors by the Mayor and the Chief Executive.

·            Enquire of external auditors for any information that affects the quality and clarity of the Council’s financial statements, and assess whether appropriate action has been taken by management.

·            Request visibility of  appropriate management signoff on the financial reporting and on the adequacy of the systems of internal control; including certification from the Chief Executive, the Chief Financial Officer and the General Manager Corporate Services that risk management and internal control systems are operating effectively;

·            Consider and review the Long Term and Annual Plans before adoption by the Council.  Apply similar levels of enquiry, consideration, review and management sign off as are required above for external financial reporting.

·            Review and consider the Summary Financial Statements for consistency with the Annual Report.

External Audit

·            Annually review the independence and confirm the terms of the audit engagement with the external auditor appointed by the Office of the Auditor General. Including the adequacy of the nature and scope of the audit, and the timetable and fees.

·            Review all external audit reporting, discuss with the auditors and review action to be taken by management on significant issues and recommendations and report to Council as appropriate.

·            The external audit reporting should describe: Council’s internal control procedures relating to external financial reporting, findings from the most recent external audit and any steps taken to deal with such findings, all relationships between the Council and the external auditor, Critical accounting policies used by Council, alternative treatments of financial information within Generally Accepted Accounting Practice that have been discussed with Management, the ramifications of these treatments and the treatment preferred by the external auditor.

·            Ensure that the lead audit engagement and concurring audit directors are rotated in accordance with best practice and NZ Auditing Standards.


 

Compliance with Legislation, Standards and Best Practice Guidelines

·            Review the effectiveness of the system for monitoring the Council’s compliance with laws (including governance legislation, regulations and associated government policies), with Council’s own standards, and Best Practice Guidelines.

 

Appointment of Independent Members

·            Identify skills required for Independent Members of the Audit and Risk Management Committee.  Appointment panels will include the Mayor or Deputy Mayor, Chair of Finance & Performance Committee and Chair of Audit & Risk Management Committee. Council approval is required for all Independent Member appointments.

·            The term of the Independent members should be for three years.  (It is recommended that the term for independent members begins on 1 April following the Triennial elections and ends 31 March three years later.  Note the term being from April to March provides continuity for the committee over the initial months of a new Council.)

·            Independent members are eligible for re-appointment to a maximum of two terms. By exception the Council may approve a third term to ensure continuity of knowledge.

Long Term Plan Activities

Consider and review the Long Term and Annual Plans before adoption by the Council.  Apply similar levels of enquiry, consideration, review and management sign off as are required above for external financial reporting.

 



Audit and Risk Management Committee Forward Work Programme 2022

2022

Feb

Apr

Jun

Sep

Annual Report

Dec

Update Reports

 

·    Risk and Assurance

·    Procurement

·    Capital Delivery Risk

·    Cyber Security

·    Fraud

·    Health, Safety & Wellbeing

·    Risk and Assurance

·    Procurement

·    Capital Delivery Risk

·    Health, Safety & Wellbeing

·    Litigation

·    Risk and Assurance

·    Procurement

·    Capital Delivery Risk

·    Cyber Security

·    Fraud

·    Health, Safety & Wellbeing

·    Litigation

 

·    Risk and Assurance

·    Procurement

·    Capital Delivery Risk

·    Health, Safety & Wellbeing

·    Litigation

Other Reports

 

·    Holidays Act Remediation Programme

·    Climate  Change / Resilience

·    Internal Audit Plan

·    Terms of Reference Review

 

 

·  Climate  Change / Resilience

·  Committee Business

Annual Report

·    External Reporting and Audit Programme for 2021/22

·    External Reporting and Audit Programme for 2021/22 Update

·    External Reporting and Audit Programme for 2021/22 Update

·    Audit NZ Management Letter for current year interim audit

·    Update on critical judgments, estimates & assumptions

·    Financial Statements Update - Valuations

· Financial Statements and Annual Report

·  Debenture trust audit report

·  Audit NZ Management Letter from prior year’s audit

Annual Plan

·    Draft Annual Plan

 

·    Final Annual Plan

 

 

 


Audit and Risk Management Committee

01 April 2022

 

 

 


Audit and Risk Management Committee

01 April 2022

 

Part A          Matters Requiring a Council Decision

Part B          Reports for Information

Part C          Decisions Under Delegation

 

 

TABLE OF CONTENTS

 

C         1.       Apologies Ngā Whakapāha......................................... 10

B        2.       Declarations of Interest Ngā Whakapuaki Aronga....... 10

C         3.       Confirmation of Previous Minutes Te Whakaāe o te hui o mua.......................................................................... 10

B        4.       Public Forum Te Huinga Whānui................................. 10

B        5.       Deputations by Appointment Ngā Huinga Whakaritenga........................................................... 10

B        6.       Presentation of Petitions Ngā Pākikitanga................. 10

Staff Reports

C         7.       External Reporting and Audit Programme for 2021/22 Update................................................. 15

C         8.       Health, Safety and Wellbeing Dashboard............ 45

C         9.       Resolution to Exclude the Public........................ 61

 


 

1.   Apologies Ngā Whakapāha  

At the close of the agenda no apologies had been received.

2.   Declarations of Interest Ngā Whakapuaki Aronga

Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

3.   Confirmation of Previous Minutes Te Whakaāe o te hui o mua

That the minutes of the Audit and Risk Management Committee meeting held on Monday, 14 February 2022  be confirmed (refer page 11).

4.   Public Forum Te Huinga Whānui

There were no public forum requests received at the time the agenda was prepared

5.   Deputations by Appointment Ngā Huinga Whakaritenga

There were no deputations by appointment at the time the agenda was prepared.

6.   Petitions Ngā Pākikitanga  

There were no petitions received at the time the agenda was prepared.


 

 

Audit and Risk Management Committee

Open Minutes

 

 

Date:                                    Monday 14 February 2022

Time:                                    2.04pm

Venue:                                 Council Chambers, Level 2, Civic Offices,
53 Hereford Street, Christchurch

 

 

Present

Chairperson

Deputy Chairperson

Members

Ms Kim Wallace (by audio-visual link)

Councillor Sam MacDonald

Mayor Lianne Dalziel

Ms Jacqueline Robertson Cheyne (by audio-visual link)

Mr Michael Rondel

Councillor Pauline Cotter

Deputy Mayor Andrew Turner (by audio-visual link)

 

 

 

 

 

 

 

Acting Principal Advisor

Leah Scales

Acting GM Resources/

Chief Financial Officer

 

Mark Saunders

Committee and Hearings Advisor

941 6436

mark.saunders@ccc.govt.nz

www.ccc.govt.nz

To view copies of Agendas and Minutes, visit:
www.ccc.govt.nz/the-council/meetings-agendas-and-minutes/

 


Part A          Matters Requiring a Council Decision

Part B          Reports for Information

Part C          Decisions Under Delegation

 

 

 

The agenda was dealt with in the following order.

1.   Apologies Ngā Whakapāha

Part C

There were no apologies.

 

2.   Declarations of Interest Ngā Whakapuaki Aronga

Part B

There were no declarations of interest recorded.

3.   Confirmation of Previous Minutes Te Whakaāe o te hui o mua

Part C

Committee Resolved ARCM/2022/00001

That the minutes of the Audit and Risk Management Committee meeting held on Friday, 3 December 2021 be confirmed.

Councillor MacDonald/Ms Wallace                                                                    Carried

 

4.   Public Forum Te Huinga Whānui

Part B

There were no public forum presentations.

5.   Deputations by Appointment Ngā Huinga Whakaritenga

Part B

There were no deputations by appointment.

6.   Presentation of Petitions Ngā Pākikitanga

Part B

There was no presentation of petitions.

 

 

 

 

 

7.   Consideration of the Council's Draft Annual Plan 2022/23

 

Committee Resolved ARCM/2022/00002 (Original Staff Recommendations Accepted without Change)

Part C

That the Audit and Risk Management Committee:

1.          Notes it has reviewed the general checklist and sign-off by management, including significant forecasting assumptions, in respect of the information that provides the basis for the Draft 2022/23 Annual Plan.

2.          Advises the Council that in the Committee’s opinion an appropriate process has been followed in the preparation of this information.

3.          Notes that the Draft 2022/23 Annual Plan will be released when it is published in the Council Agenda for its meeting commencing 24 February 2022.

Deputy Mayor/Ms Wallace                                                                                              Carried

 

 

 

8.   External Reporting and Audit Programme for 2021/22

 

Committee Comment

The Committee accepted the Staff Recommendations and further to its discussion, including with Chantelle Gernetzky and Karina Page of Audit New Zealand (who were present to the meeting via audio-visual link, and provided update from their perspective also in respect of external reporting and the audit programme, referencing their resourcing constraints and dealing with deferrals from last year), the Committee added a resolution to note the potential impact of the local government elections process and resourcing on the timing of this year’s external audit.

 

 Officer Recommendations Ngā Tūtohu

That the Audit and Risk Management Committee:

1.          Receives the information in the External Reporting and Audit Programme for 2021/22 Report.

2.          Requests Council staff to update the Committee on critical judgements, assumptions and decisions made that affect the financial statements of Council at the next ARMC meeting in April.

 

Committee Resolved ARCM/2022/00003

Part C

That the Audit and Risk Management Committee:

1.          Receives the information in the External Reporting and Audit Programme for 2021/22 Report.

2.          Requests Council staff to update the Committee on critical judgements, assumptions and decisions made that affect the financial statements of Council at the next ARMC meeting in April.

3.          Notes the potential impact of the local government elections process and resourcing on the timing of this year’s external audit.

Ms Wallace/Mr Rondel                                                                                                               Carried

 

 

 

9.   Resolution to Exclude the Public

 

Committee Resolved ARCM/2022/00004

Part C

That at 2.42pm the resolution to exclude the public set out on pages 47 to 48 of the agenda be adopted.

Councillor MacDonald/Deputy Mayor                                                                                                                                Carried

 

The public were re-admitted to the meeting at 3.02pm.

 

 

Meeting concluded at 3.03pm.

 

CONFIRMED THIS 1st DAY OF APRIL 2022

 

Kim Wallace

Chairperson


 

7.     External Reporting and Audit Programme for 2021/22 Update

Reference Te Tohutoro:

22/67703

Report of Te Pou Matua:

Leah Scales, Chief Financial Officer

General Manager Pouwhakarae:

Leah Scales, Acting GM Resources/CFO

 

 

1.   Brief Summary

1.1       The purpose of this report is to update the Audit and Risk Management Committee on the annual report timetable and audit.  The report has been written in response to receiving the 2021/22 audit plan from Audit New Zealand.

1.2       This report will also include discussion on material risks that have arisen since the last meeting and an assessment of the critical judgements, estimates and assumptions likely to impact the financial statements that will be included in the 2021/22 Christchurch City Council Annual Report.

2.   Officer Recommendations Ngā Tūtohu

That the Audit and Risk Management Committee:

1.          Receive the information in the External Reporting and Audit Programme for 2021/22 Update Report.

2.          Receive the audit plan for 2021/22 from Audit NZ.

3.          Request Council staff to update the committee on critical judgements, assumptions and decision made that affect the financial statements of Council at the next ARMC meeting in June.

3.   Audit Plan for 2021/22

3.1       The Audit Plan is issued each year outlining audit issues, audit timetable and audit process (Attachment A).

3.2       The main audit issues for 2020/21 include:

3.2.1   COVID-19 pandemic. Review financial performance for any ongoing impacts of the pandemic.

3.2.2   Valuation of property, plant and equipment.  Roads and footpaths and art works are due to be revalued this year on a triennial cycle. Emphasis will be placed on the more material assets in the transport infrastructure class.

3.2.3   Fair value assessment of non-revalued property, plant and equipment.  Asset categories that are outside of the revaluation cycle this year will be reviewed to determine whether there is a material difference with the carrying values of these asset categories, these include three waters and roading.

3.2.4   Valuation of equity investment in council-controlled organisations (CCOs) subsidiaries.

3.2.5   Capital asset additions and work in progress. Review of classifications and disclosures.

3.2.6   The risk of management override of internal controls. Audit New Zealand will perform targeted audit procedures to minimise this inherent risk.

3.3       Other ongoing accounting issues to be reviewed that are included in this plan are:

3.3.1   Procurement and contract management and project governance.

3.3.2   Prudent expenditure decisions (the Council and group).

3.3.3   Setting of rates.

3.3.4   Derivatives.

3.3.5   Group Issues.

3.3.6   Three waters reform. Discuss implications and potential impact on financial disclosures.

3.3.7   Software as a Service (SaaS). Discuss the extent to which Council is exposed to cloud based SaaSs.

3.4       The following materiality apply for the financial statements.

$ million

Parent

Group

Overall materiality (applies to fair value of PPE)

800

1,200

Lower specific materiality (applies to other financial statement items)

17.6

32.5

Clearly trivial threshold

0.88

1.6

3.5       Non-financial reporting thresholds for three waters and transport range from 1% (for DWSNZ disclosures) to 8% (for reported crashed on the transport network).

3.6       The audit plan works toward the approval of the draft annual report by Audit NZ on 29 September 2022. 

The intention is that we will work to have audit clearance on the Annual Report for this date, however it is likely adoption will not occur until after the Election.  Noting there is a further extension to legislation requirements to 31 December this year.

In order to meet this key milestone, the follow items will support the team in meeting this date:

3.6.1   Interim audit in April 2022 to ensure testing of control environment is completed in advance of the final visit;

3.6.2   Use of the audit dashboard to transfer information between Council and the audit team; and

3.6.3   Prioritisation of the Council in the Audit New Zealand work programme for 2022.

3.7       The June 2022 audit of the Council’s financial statements will see the introduction of Audit NZ’s AuditDashboard as a file sharing platform and client engagement and delivery monitoring tool for audit management.

3.8       Council has used the AuditDashboard for the audit of financial statements for directly managed CCOs for the 2020/21 year.  Feedback has been positive from the accounting staff.

4.   Update on Critical Estimates, Decisions and Assumptions

Valuation Programme

4.1       We are still on track to value the Art Collection and Roads and Footpaths for the 2022 financial statements.  Subject to the availability of a suitably qualified valuer, we are also looking to add historical structures to the 2022 list, the main asset in this class is the Bridge of Remembrance.

4.2       Land, buildings and three water asset classes are also being reviewed.

Accounting standards

4.3       Council is required to adopt revised Public Benefit Entity accounting standards in the preparation of financial statements.  Standards with changes that will be adopted in the 2021/22 financial statements are as follows.

PBE FRS 48 – Service Performance Reporting

4.4       The Council will be adopting the changes to PBE FRS 48 – Service Performance Reporting as part of the 2021/22 Annual Report preparation process.

4.5       This standard establishes requirements for service performance reporting for Tier 2 PBEs and formalises the process described in PBE IPSAS 1 preparation of financial statements.

4.6       The finance and performance management teams will work together on what changes are needed to activities and services summary to accommodate these changes.

PBE IPSAS 41 – Financial Instruments

4.7       The Council will be adopting PBE IPSAS 41 – Financial Instruments which supersedes PBE IFRS 9 - Financial Instruments and supersedes most of PBE IPSAS 29 - Financial Instruments: Recognition and Measurement as part of the 2021/22 Annual Report preparation process.

4.8       Council staff do not consider there to be any material impacts on the presentation of the financial statements with the adoption of PBE IPSAS 41.

4.9       PBE IAS 12 Treatment of Income Tax standard includes consequential changes as a result of the change to IPSAS 41.

 

Attachments Ngā Tāpirihanga

No.

Title

Page

a

Christchurch City Council Audit Plan for 2021/22

19

 

 

Additional background information may be noted in the below table:

Document Name

Location / File Link

Not applicable

Not applicable

 

 

 

Confirmation of Statutory Compliance Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a)  This report contains:

(i)   sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

 

 

Signatories Ngā Kaiwaitohu

Author

Len Van Hout - Manager External Reporting & Governance

Approved By

Bruce Moher - Acting Head of Finance

Leah Scales - Acting General Manager Resources/Chief Financial Officer

  




























 

8.     Health, Safety and Wellbeing Dashboard

Reference / Te Tohutoro:

22/294531

Report of / Te Pou Matua:

Duncan Sandeman, Manager Health and Safety, duncan.j.sandeman@ccc.govt.nz

General Manager / Pouwhakarae:

Leah Scales, Acting General Manager Resources, leah.scales@ccc.govt.nz

 

 

1.   Brief Summary

1.1       The purpose of this report is to forward to the Committee the Christchurch City Council Health, Safety and Wellbeing Dashboard (Attachment A), which was received and considered by the Health, Safety and Wellbeing Committee (HSWC) of Council at its last meeting.

1.2       At the 4 February 2022 meeting the Committee expressed a strong desire for the dashboard to be completely revamped to provide better lead and lag indicators to assist them in their oversite duties.  A revamped dashboard is to be presented to the Executive Leadership Team on 23 March.  This dashboard is attached (Attachment B) for the Audit and Risk Management Committee’s reference.

2.   Officer Recommendations Ngā Tūtohu

That the Audit and Risk Management Committee:

1.        Notes the Christchurch City Council Health, Safety and Wellbeing Dashboard as received and considered by the Health, Safety and Wellbeing Committee (HSWC).

2.        Notes that the Council has tasked the HSWC with assisting it to discharge its due diligence responsibilities as a Person Conducting a Business or Undertaking (PCBU), and the Audit and Risk Management Committee does not replicate HSWC’s task, but notes that there are risk management and assurance processes in place.

 

 

 

 

Attachments / Ngā Tāpirihanga

No.

Title

Page

a

HSW Dashboard October - December 2021

47

b

Health, Safety and Wellbeing Dashboard January-February 2020

49

 

 

In addition to the attached documents, the following background information is available:

Document Name

Location / File Link

Not Applicable

Not Applicable

 

 

 

Confirmation of Statutory Compliance / Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a)  This report contains:

(i)   sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

 

 

Signatories / Ngā Kaiwaitohu

Authors

Mark Saunders - Community Board Advisor

Duncan Sandeman - Manager Health and Safety

Approved By

Duncan Sandeman - Manager Health and Safety

  















 


 

9.      Resolution to Exclude the Public

Section 48, Local Government Official Information and Meetings Act 1987.

 

I move that the public be excluded from the following parts of the proceedings of this meeting, namely items listed overleaf.

 

Reason for passing this resolution: good reason to withhold exists under section 7.

Specific grounds under section 48(1) for the passing of this resolution: Section 48(1)(a)

 

Note

 

Section 48(4) of the Local Government Official Information and Meetings Act 1987 provides as follows:

 

“(4)      Every resolution to exclude the public shall be put at a time when the meeting is open to the public, and the text of that resolution (or copies thereof):

 

              (a)        Shall be available to any member of the public who is present; and

              (b)        Shall form part of the minutes of the local authority.”

 

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public are as follows:


Audit and Risk Management Committee

01 April 2022

 

 

 

ITEM NO.

GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED

SECTION

SUBCLAUSE AND REASON UNDER THE ACT

PLAIN ENGLISH REASON

WHEN REPORTS CAN BE RELEASED

10.

Cyber Security Programme Update

s7(2)(c)(ii)

Prevent Damage to the Public Interest

Disclosure of our approach to cyber security will increase the risk of Council being a target, resulting in potential service disruptions and / or information breaches that will not be in the public interest.

The Cyber Security Programme update report may only be released if the Chief Executive has determined that there are no longer any reasons under the Local Government Official Information and meeting Act to withhold the information.

11.

Holidays Act Remediation Programme - Audit and Risk Management Committee - 01 April 2022

s7(2)(b)(ii), s7(2)(i)

Prejudice Commercial Position, Conduct Negotiations

The information in this report relates to remuneration of past and current employees. The final position is still to be determined therefore this information should not be made public until this occurs.

At the completion of the Holidays Act Remediation Project when all payments have been made.

12.

Quarterly Procurement Report

s7(2)(b)(ii), s7(2)(h), s7(2)(i)

Prejudice Commercial Position, Commercial Activities, Conduct Negotiations

To prevent information being released that could be used for improper commercial advantage or that needs to be withheld to avoid prejudice to the Council’s or its supply chain’s commercial position.

Due to the nature and sensitivity of this information, it is not anticipated that there will be a specific date or event that allows for the release of this information.
The information will be released in full or part, as appropriate upon periodical review by the Head of Procurement and Contracts, when it is no longer deemed to identify sensitive commercial information for the Council or its supply chain.

13.

Fraud Management Update

s7(2)(j)

Prevention of Improper Advantage

To ensure that fraud detection techniques are not circumvented

Due to the nature and sensitivity of this information, it is not anticipated that there be a specific date or event that allows for the release of this information.
The information will be released in full or part as appropriate upon periodical review by the Head of Risk and Assurance to confirm when it is no longer deemed to require public exclusion for the applicable reasons above.

14.

Risk and Assurance Update

s7(2)(c)(ii), s7(2)(e), s7(2)(f)(ii), s7(2)(g), s7(2)(i), s7(2)(j)

Prevent Damage to the Public Interest, Prevention of Material Loss, Protection from Improper Pressure or Harassment, Maintain Legal Professional Privilege, Conduct Negotiations, Prevention of Improper Advantage

The content of this report is legally priviledged.
To prevent improper use or misinterpretation of risk information.
To prevent the use of Internal Audit findings and identified control
weaknesses from being used for improper advantage.

Due to the nature and sensitivity of this information, it is not anticipated that there be a specific date or event that allows for the release of this information.
The information will be released in full or part as appropriate upon periodical review by the Head of Risk and Assurance to confirm when it is no longer deemed to require public exclusion for the applicable reasons above.