Audit and Risk Management Committee

08 February 2024

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

Chair	Mr Michael Wilkes (Independent)
Deputy Chair	Councillor McLellan
Membership	Councillor Fields Councillor MacDonald Councillor Scandrett External Members: Mrs Hilary Walton 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

Audit and Risk Management Committee

08 February 2024

Unconfirmed

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Audit and Risk Management Committee

Open Minutes

Date: Thursday 7 December 2023

Time: 2.01pm

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

Present

Chairperson

Members

Mr Michael Wilkes

Councillor Tyrone Fields

Councillor Sam MacDonald

Councillor Tim Scandrett

Mrs Hilary Walton

Principal Advisor

Russell Holden

Acting General Manager - Resources / CFO

Tel: 941 8999

Luke Smeele

Democratic Services Advisor

941 6374

luke.smeele@ccc.govt.nz

www.ccc.govt.nz

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

Committee Resolved ARCM/2023/00021

That the apologies received from Jacqueline Robertson for absence and Councillor McLellan for lateness be accepted.

Councillor MacDonald/Councillor Fields Carried

Secretarial Note: Councillor McLellan did not attend the Meeting.

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/2023/00022

That the minutes of the Audit and Risk Management Committee meeting held on Monday, 16 October 2023 be confirmed.

Councillor MacDonald/Mrs Walton 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. LTP 2024-34 Update

Committee Resolved ARCM/2023/00023

Officer Recommendation Accepted without Change

Part C

That the Audit and Risk Management Committee:

1. Receive the information in the LTP 2024-34 Update Report.

Councillor MacDonald/Councillor Scandrett Carried

8. Procurement and Contracts Unit FY24 Q1 Report

Committee Resolved ARCM/2023/00024

Officer Recommendation Accepted without Change

Part C

That the Audit and Risk Management Committee:

1. Receive the information in the Quarterly Procurement Report for the months of July, August, September 2023 (FY2024 Q1 Report).

Mrs Walton/Councillor Fields Carried

9. Resolution to Exclude the Public Te whakataunga kaupare hunga tūmatanui

Committee Resolved ARCM/2023/00025

Part C

Chantelle Gernetzky and Anna Jones of Audit New Zealand, remain after the public have been excluded for Items 11-12 of the public excluded agenda as they have knowledge that is relevant to those items and will assist the Council.

AND

That at 2.23pm the resolution to exclude the public set out on pages 45 to 46 of the agenda be adopted.

Councillor Fields/Mrs Walton Carried

The public were re-admitted to the meeting at 3.37pm.

Meeting concluded at 3.38pm.

CONFIRMED THIS 8^th DAY OF FEBRUARY 2023

Michael Wilkes

Chairperson

Audit and Risk Management Committee

08 February 2024

7. LTP 2024-34 Update
Reference / Te Tohutoro:	23/1667998
Report of / Te Pou Matua:	Peter Ryan, Head of Corporate Planning & Performance
Senior Manager / Pouwhakarae:	Lynn McClelland, Assistant Chief Executive Strategic Policy and Performance (lynn.mcclelland@ccc.govt.nz)

1. Purpose and Origin of Report Te Pūtake Pūrongo

1.1 The purpose of this report is to provide an update on progress against the approved LTP work programme to the Audit and Risk Management Committee (ARMC), including any enterprise-level risks or impediments to the project and its key workstreams.

1.2 Consideration and review of the Long Term and Annual Plan processes before adoption by the Council is specified in the ARMC Terms of Reference.

2. Officer Recommendations Ngā Tūtohu

That the Audit and Risk Management Committee:

1. Receive the information in the Long Term Plan 2024-34 Update Report.

3. Brief Summary

3.1 The ARMC has requested updates on the implementation of the LTP 2024-34 development project plan workstreams, including an update on key risks including mitigations (Attachment A).

4. Background Information Te Horopaki

4.1 Under the Local Government Act 2002 a local authority must have an LTP in place at all times. The structure, timing, information provided, and consultation processes are defined by the legislation. LTPs are audited by the Office of the Auditor-General through Audit NZ, and both draft and final LTPs are published with the audit opinion.

4.2 The flagship document of the LTP is the Consultation document (CD) which must set out the challenges facing the city as well as the options and recommendations of the Council for community consultation. This is the key document from resident’s point of view.

4.3 It is supported by Infrastructure and Financial Strategies that must have a minimum horizon of 30 years. These too must set out the challenges, options and recommendations that inform the LTP, as well as guiding the development of the capital programme.

4.4 Supporting these are technical documents (activity and asset management plans) that span the Council’s services.

4.5 The ARMC has requested regular updates on the implementation of the Long-term Plan (LTP) 2024-34 development project plan.

4.6 At the previous meeting of 7^th December 2023 ARMC received:

4.6.1 LTP 2024-34 Project Update;

4.6.2 LTP 2024-34 Project risks, including how these are reported and managed.

4.7 This latest LTP 2024 progress report (Attachment A) summarises (at a high level) risks to the overall project work streams, as well as risks to specific work streams. Enterprise-level risks are further underpinned by a suite of operational risk assessments (management signoffs, significant assumptions signoffs, and operational risks).

4.8 Each work stream is led by an accountable Head of Service, and Heads of Service have provided the information in these attachments. They will be available at the ARMC meeting for further information as required.

4.9 Project risks have been identified that if realised will have significant impact on a successful delivery of the LTP.

4.10 During the development phase of the LTP the focus is naturally on content risk. The areas of greatest risk lie (as they normally do) finding the optimum balance between service delivery, capital programme delivery, and rates increases.

4.11 To achieve this, it is essential to develop a Financial Strategy (FS) that is aligned with the Infrastructure Strategy (IS) and activity plan budgets.

4.12 Alignment of the FS with a significant savings opex programme and an affordable/deliverable capital programme is also critical.

4.13 Finally, the FS informs the way in which options for community consultation should occur in the Consultation document.

4.14 Framing these options in a way that can be easily understood by the community (and which clearly set out the implications of those options) is critical to the success of the LTP, and to minimise the risk of criticism or (successful) challenge to the LTP process.

4.15 Operational risk areas include confidence around asset condition and performance data, and ability to meet the project milestones and timeline.

4.16 As these issues are resolved (or substantively resolved), focus will move to alignment risks.

Attachments Ngā Tāpirihanga

No.	Title	Reference	Page
a ⇩	LTP 2024-34 Project Update	24/173554	18

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

Document Name – Location / File Link

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

Amber Tait - Performance Analyst

Boyd Kedzlie - Senior Corporate Planning & Performance Analyst

Approved By

Peter Ryan - Head of Corporate Planning & Performance

Lynn McClelland - Assistant Chief Executive Strategic Policy and Performance

Audit and Risk Management Committee

08 February 2024

8. Consideration of the Council's Draft Long-term Plan LTP 2024-34 process
Reference / Te Tohutoro:	24/96357
Report of / Te Pou Matua:	Peter Ryan, Head of Corporate Planning & Performance
Senior Manager / Pouwhakarae:	Lynn McClelland, Assistant Chief Executive Strategic Policy and Performance (lynn.mcclelland@ccc.govt.nz)

1. Purpose and Origin of Report Te Pūtake Pūrongo

1.1 To enable ARMC to review, and provide advice to Council on, the process and supporting documentation for preparation of the draft LTP 2024-34.

1.2 Consideration and review of the Long Term and Annual Plan processes before adoption by the Council is specified in the ARMC Terms of Reference.

2. Officer Recommendations Ngā Tūtohu

That the Audit and Risk Management Committee:

1. Notes it has reviewed key documentation in respect of the information that provides the basis for adoption of the Draft Long-term Plan (LTP) 2024-34 by Council, including drafts of the:

a. Consultation Document;

b. Financial Strategy;

c. Infrastructure Strategy;

d. General checklists and sign-offs by management, including significant forecasting assumptions; and

e. An early (work in progress) draft of the Draft LTP 2024-34 adoption report to Council. This must remain public excluded until the Council agenda goes live on 9 February 2024.

2. Recommends to the Council that in the Committee’s opinion an appropriate process has been followed in the preparation of Long-Term Plan 2024-34 information.

3. Reason for Report Recommendations Ngā Take mō te Whakatau

3.1 Under the Local Government Act 2002 a local authority must have an LTP in place at all times. The structure, timing, information provided, and consultation processes are defined by the legislation. LTPs are usually audited by the Office of the Auditor-General through Audit NZ, and both draft (usually) and final LTPs are published with the audit opinion.

3.2 It should be noted that due to the change in central government and its revised approach to Three Waters reform, councils across NZ have been offered the option of not having their Consultation Documents contain a formal audit opinion. This is an attempt to avoid complexity while the revision of Three Waters legislation occurs. CCC has opted to utilise this provision. Oversight and auditing of the LTP will still occur as usual, but adoption of the CD will not depend on receipt of an audit opinion on that document.

3.3 The flagship document of the LTP is the Consultation Document (CD) which must set out the challenges facing the city as well as the options and recommendations of the Council for community consultation. This is the key document from residents’ point of view.

3.4 It is supported by Infrastructure and Financial Strategies that must have a minimum horizon of 30 years. These too must set out the challenges, options and recommendations that inform the LTP, as well as guiding the development of the capital programme.

3.5 Supporting these are technical documents (activity and asset management plans) that span the Council’s services.

3.6 Regular updates have been provided to the Finance & Performance Committee and the Audit & Risk Management Committee (ARMC) on the risks to and implementation of the LTP 2024-34 development project plan (the most recent to ARMC being 7 December 2023) on both the process and draft content of the developing LTP. (See next LTP Update report going to this same ARMC meeting.)

3.7 The purpose of this report is to enable the Audit & Risk Management Committee to review the process and all documentation for preparation of the Draft LTP 2024-34, to recommend to Council that an appropriate process has been followed in the preparation of the information.

3.8 This draft LTP has been developed to meet the requirements of the Mayor and Councillors as set out in the Letter of Expectation to staff (Attachment G) which set out priorities to be addressed, as well as defining the LTP 2024-34 process. The letter and other key project information was originally received by ARMC at the meeting of 20 June 2023.

3.9 The LTP project team is chaired by the Assistant Chief Executive. The LTP process was reviewed with Councillors, other stakeholders and key staff at the conclusion of the LTP 2021-31 and subsequent Annual Plans and agreed improvements have been included into the latest process (received by ARMC). The process has also been tested against Taituarā (industry best-practice) guidance and through regular briefings with other councils, as well as guided by the councillor’s Letter of Expectation, which is highly specific on process.

3.10 In line with the Letter, Council staff held a series of joint development workshops with the Mayor and Councillors to obtain overall direction as well as fine-tuning specific details. These commenced in March 2023 and concluded in January 2024.

3.11 One key improvement identified from previous processes was to make these LTP joint development briefings accessible to the public. This was achieved through advertising key joint development briefing dates where the public could attend (public and live-streamed), and the recording and releasing of all briefing recordings, content and briefing notes - made available through Long Term Plan 2024-2034 | What matters most? | Kōrero mai | Let’s talk (ccc.govt.nz)

3.12 These briefings provided opportunities for Councillors to discuss their priorities for the draft Long-term Plan 2024 and their expectations for matters such as rates increases, level of debt, financial headroom, the capital works programme, levels of service and detailed savings options.

3.13 The guidance received from Council during these briefings crossed all services, but the key guidance was around an acceptable range of rates increase, to maintain levels of service, and to ensure that the capital programme is deliverable across all years of the LTP.

3.14 Having obtained specific guidance and advice from Councillors, staff proceeded to build a report and attachments for the adoption of the Draft Long-term Plan 2024-34. The process for preparing the information has been the subject of a detailed series of management sign offs – including signoffs by members of the Executive Leadership Team - that demonstrate compliance with the Council’s statutory, financial, and legal obligations.

3.15 The management and significant assumptions checklists and sign-off schedules are attached to this report (Attachments D and E, respectively).

3.16 Also as part of LTP development, Audit NZ recommended completion of their LTP Self-Assessment review (results supplied to ARMC to the meeting of 16 October 2023.)

3.17 Early, in-development drafts of key Long-term Plan content and the draft adoption report are attached. These work-in-progress drafts must remain public-excluded until the Draft Long-term Plan 2024-34 adoption report agenda to Council is formally released on 9 February 2024.

3.17.1 Draft Consultation document – Attachment A

3.17.2 Draft Financial Strategy – Attachment B

3.17.3 Draft Infrastructure Strategy – Attachment C

3.17.4 Early draft of the Draft LTP 2024-34 adoption report to Council (all other supporting documentation is to be attached or linked to from the Council report in time for agenda release, noting a link to the public web will not go live until 9 February 2024) – Attachment F.

3.18 Staff do not anticipate any significant or material changes between the release of the ARMC agenda and attachments for this meeting of 8 February and the release of the Council LTP agenda for their meeting of 14 February 2024.

3.19 Council will meet to consider and adopt the Draft Long-term Plan on 14 February 2024, to be followed by community consultation. (For further key project dates see 10.2 below.) The Consultation Document is the primary mechanism for this and will reflect the decisions of Council made on 14 February 2024.

3.20 Consultation will include a submissions process as well as feedback generated on social media. There will also be an opportunity for members of the community to present directly to Councillors.

4. Alternative Options Considered Ētahi atu Kōwhiringa

4.1 No alternative options are proposed.

5. Detail Te Whakamahuki

5.1 As the Draft Long-term Plan evolved between election of Council (October 2022) and January 2024, Council staff held a series of workshops with the Mayor and Councillors, and Community Board members, all of whom have had the opportunity to contribute to the preparation of the plan.

5.2 Decisions in the Draft LTP 2024-34 adoption report affect the following wards/Community Board areas:

5.2.1 All wards, Community Board areas.

6. Policy Framework Implications Ngā Hīraunga ā- Kaupapa here

Strategic Alignment Te Rautaki Tīaroaro

6.1 The Council must, at all times, have a long-term plan; must use the special consultative procedure in adopting a long-term plan; the long-term plan must be adopted before the commencement of the first year to which it relates, and continue in force until the close of the third consecutive year to which it relates (s.93(1-3)) Local Government Act 2002).

6.2 This report supports the Council's Long Term Plan (2021 - 2031):

6.3 Internal Services

6.3.1 Activity: Performance Management and Reporting

· Level of Service: 13.1.1 Implement the Long Term Plan and Annual Plan programme plan - Critical path milestone due dates in programme plans are met.

Policy Consistency Te Whai Kaupapa here

6.4 The decision is consistent with Council’s Plans and Policies.

Impact on Mana Whenua Ngā Whai Take Mana Whenua

6.1 The decision involves a matter of interest to Mana Whenua and could impact on our agreed partnership priorities with Ngā Papatipu Rūnanga.

6.2 Through the Te Hononga Committee the Council directly engages with iwi – Te Rūnanga o Ngāi Tahu, and six of the Papatipu Rūnanga who fall within the Council catchment as mana whenua of respective rohe: Te Ngāi Tūāhuriri Rūnanga, Te Hapū o Ngāti Wheke, Wairewa Rūnanga, Te Rūnanga o Koukourārata, Ōnuku Rūnanga and Te Taumutu Rūnanga.

Climate Change Impact Considerations Ngā Whai Whakaaro mā te Āhuarangi

6.3 The decisions in this report are likely to:

6.6.1 Contribute positively to adaptation to the impacts of climate change.

6.6.2 Contribute positively to emissions reductions.

6.4 The LTP contains a focus on climate change response, with climate change considerations embedded throughout the process. This is emphasised in the Mayor’s Letter of Expectation for the LTP and the Council’s Strategic Priorities and Community Outcomes. Each Activity Plan includes a description of how that part of Council will respond to climate impacts and reduce its emissions. Climate change is also part of the Asset Management Plans, Infrastructure and Financial Strategies and Capital Programme.

6.5 As a result, the LTP has an emphasis on both mitigation and adaptation, with actions proposed across all areas of Council. Pre-engagement consultation undertaken with the community on the LTP asked ‘What Matters Most?’

6.6 This engagement found that climate change is a top priority for Christchurch residents across all different ages, ethnicities, and areas of our community. The Consultation Document expands on this by providing further climate action options for our community to consider.

Accessibility Considerations Ngā Whai Whakaaro mā te Hunga Hauā

6.10 N/A

7. Resource Implications Ngā Hīraunga Rauemi

Capex/Opex Ngā Utu Whakahaere

7.1 Cost to Implement – unclear. The Letter of Engagement has yet to be received from Audit NZ (it is pending advice from the Office of the Auditor-General) so costs of the LTP audit are not known.

7.2 Maintenance/Ongoing costs - within existing budget.

7.3 Funding Source - existing budget per Council's Long-term Plan (2021 - 2031).

Other He mea anō

7.4 None

8. Legal Implications Ngā Hīraunga ā-Ture

Statutory power to undertake proposals in the report Te Manatū Whakahaere Kaupapa

8.1 The Council must, at all times, have a long-term plan; must use the special consultative procedure in adopting a long-term plan; the long-term plan must be adopted before the commencement of the first year to which it relates, and continue in force until the close of the third consecutive year to which it relates (s.93(1-3)) Local Government Act 2002).

Other Legal Implications Ētahi atu Hīraunga-ā-Ture

8.2 There is no legal context, issue or implication relevant to this decision, other than that which has been considered as part of the Draft Long-term Plan management process and sign-offs.

9. Risk Management Implications Ngā Hīraunga Tūraru

9.1 Risks have been identified and managed through regular LTP Project Update reporting to the project team, ELT and ARMC. This is underpinned by a suite of four risk management tools, managed in partnership with the Risk and Assurance Unit – an enterprise-level risk register, detailed management signoffs, significant assumptions sign-offs, and operational risk register.

10. Next Steps Ngā Mahinga ā-muri

10.1 The Council will meet on 14 February 2024 to consider and formally adopt the Consultation document and draft Long-term Plan 2024-2034 for consultation.

10.2 The remaining key project milestones for the LTP 2024 are summarised as follows: A document with text and numbers

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Attachments Ngā Tāpirihanga

No.	Title	Reference	Page
a	Draft Consultation document (Under Separate Cover) - Confidential	24/172760
b	Draft Financial Strategy (Under Separate Cover) - Confidential	23/2048736
c	Draft Infrastructure Strategy (Under Separate Cover) - Confidential	24/105908
d ⇩	Draft LTP 2024-34 - Management Sign-off for Process	24/171782	28
e ⇩	Draft LTP 2024-34 - Management Sign-off for Significant Assumptions	24/171052	41
f	Early draft of the draft LTP 2024-34 adoption report to Council (Under Separate Cover) - Confidential	23/2098528
g ⇩	LTP 2024-34 Letter of Expectation	24/140762	61

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

Document Name – Location / File Link

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

Boyd Kedzlie - Senior Corporate Planning & Performance Analyst

Peter Ryan - Head of Corporate Planning & Performance

Approved By

Peter Ryan - Head of Corporate Planning & Performance

Russell Holden - Acting General Manager Resources/Chief Financial Officer

Lynn McClelland - Assistant Chief Executive Strategic Policy and Performance

Jane Parfitt - Interim General Manager Infrastructure, Planning and Regulatory Services

Mary Richardson - Interim Chief Executive

Audit and Risk Management Committee

08 February 2024

ITEM NO.	GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED	SECTION	SUBCLAUSE AND REASON UNDER THE ACT	PLAIN ENGLISH REASON	WHEN REPORTS CAN BE REVIEWED FOR POTENTIAL RELEASE
8.	Consideration of the Council's Draft Long-term Plan LTP 2024-34 process
	Attachment a - Draft Consultation document	s7(2)(b)(ii)	Prejudice Commercial Position	Council report and key attachments will be released on the public agenda on the 9 February 2024 for adoption meeting of the 14 February 2024.	14 February 2024 Council adoption meeting.
	Attachment b - Draft Financial Strategy	s7(2)(b)(ii)	Prejudice Commercial Position	Council report and key attachments will be released on the public agenda on the 9 February 2024 for adoption meeting of the 14 February 2024.	14 February 2024 Council adoption meeting.
	Attachment c - Draft Infrastructure Strategy	s7(2)(b)(ii)	Prejudice Commercial Position	Council report and key attachments will be released on the public agenda on the 9 February 2024 for adoption meeting of the 14 February 2024.	14 February 2024 Council adoption meeting.
	Attachment f - Early draft of the draft LTP 2024-34 adoption report to Council	s7(2)(b)(ii)	Prejudice Commercial Position	Council report and key attachments will be released on the public agenda on the 9 February 2024 for adoption meeting of the 14 February 2024.	14 February 2024 Council adoption meeting.
10.	Public Excluded Audit and Risk Management Committee Minutes - 7 December 2023			Refer to the previous public excluded reason in the agendas for these meetings.
11.	Audit Management Report 2023	s7(2)(c)(i)	Protection of Source of Information	Information on CCC internal systems are disclosed within this report.	10 February 2025 Conclusion of the review of CCC internal systems.

2023	Feb	Apr	Jun	Aug	Oct	Dec
Update Reports	· LTP Process Update	· Risk and Assurance · Procurement · Cyber Security · Health and Safety	· Risk and Assurance · Major Litigation · Health and Safety	· Risk and Assurance · Procurement	· Risk and Assurance · Cyber Security · Health and Safety	· Risk and Assurance · Procurement · Major Litigation · Health and Safety
Other Reports		· Te Kaha	· CCHL
Annual Report	· Audit NZ Management Report	· External Reporting and Audit Programme for 2023/24 Update	· Audit NZ Management Letter for current year interim audit		· Financial Statements and Annual Report · Update on critical judgments, estimates & assumptions
Annual Plan	· Draft LTP		· Final LTP