MINUTES OF Kapiti Coast District Council
Risk and Assurance
Committee Meeting
HELD AT THE Council
Chamber, Ground Floor, 175 Rimu Road, Paraparaumu
ON Thursday, 21
November 2024 AT 9.33am
PRESENT: Mr David Cochrane (Chair), Deputy Mayor Lawrence Kirby, Cr Liz Koh, Cr Jocelyn Prvanov
Via Zoom: Mr David Shand, Cr Glen Cooper
IN ATTENDANCE: Cr Rob Kofoed, Mr Bernie Randall, Mr Cam Butler, Mr Mark de Haast, Mr Brendan Owens, Ms Rach Wells, Ms Kris Pervan, Ms Hara Adams, Ms Jessica Mackman, Ms Maria Cameron, Mr Evan Dubisky, Ms Sharon Foss, Ms Nienke Itjeshorst
Via Zoom: Mr Miles O’Connor (Bancorp)
WHAKAPĀHA | Mayor Janet Holborow, Mr Richard Mansell
APOLOGIES:
LEAVE OF Nil
ABSENCE:
1 Nau Mai | Welcome
Mark de Haast, Group Manager Corporate Services, opened the meeting and under Standing Order 13.10, called for a nomination from members for a Chair for the meeting.
David Shand nominated David Cochrane with the support of the Committee.
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Committee Resolution RAC2024/55 Moved: Mr David Shand Seconder: Deputy Mayor Lawrence Kirby That the Risk and Assurance Committee nominate David Cochrane to Chair the Risk and Assurance Committee meeting of 21 November 2024. |
2 KARAKIA A TE KAUNIHERA | Council Blessing
The Chair, David Cochrane welcomed everyone to the meeting and read the Council blessing.
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The Chair noted apologies had been received from Mayor Janet Holborow, Richard Mansell (Waikanae Community Board member), Chief Executive Darren Edwards and Sam Nicolle (Partner, EY. |
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Committee Resolution RAC2024/56 Moved: Mr David Cochrane Seconder: Cr Liz Koh That the apologies received from Mayor Janet Holborow, Richard Mansell, Chief Executive Darren Edwards and Sam Nicolle be accepted. |
There were no declarations of interest relating to items on the agenda.
There were no public speakers present.
6 Ngā Teputeihana | Deputations
There were no deputations scheduled on the agenda.
7 NGĀ TAKE A NGĀ MEMA | Members’ Business
(a) There were no updates provided by the Chair.
(b) There were no requests for a leave of absence.
(c) There were no matters of an urgent nature notified to the Chair prior to the commencement of the meeting.
There were no updates scheduled on the agenda.
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Mark de Haast, Group Manager Corporate Services, introduced the report and Miles O’Connor, Manager Corporate Services – Bancorp, spoke to the presentation contained in the agenda to provide an update on Council’s compliance with its Treasury Management Policy. Mr O’Connor and Mr de Haast answered members’ questions. Cr Jocelyn Prvanov joined the meeting at 9.41am.
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Committee Resolution RAC2024/57 Moved: Cr Jocelyn Prvanov Seconder: Cr Liz Koh That the Risk and Assurance Committee: A. Receives and notes the “Treasury Dashboard Report” for the September 2024 Quarter, attached as Appendix 1. B. Notes the Council complied with all requirements of the Treasury Management Policy for the quarter ended 30 September 2024. |
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9.2 FY2024-25 Quarter 1 - Workplace Health, Safety and Wellbeing Report |
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Kelly Newbold, Manager Health Safety and Wellbeing, and Rach Wells, Group Manager People and Capability, introduced the report and together with Mark de Haast, Group Manager Corporate Services, answered members’ questions. |
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Committee Resolution RAC2024/58 Moved: Deputy Mayor Lawrence Kirby Seconder: Cr Liz Koh A. That the Risk and Assurance Committee notes the Health and Safety Quarterly Insights Report for the period 1 July 2024 to 30 September 2024 attached as Appendix One to this Report. |
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Nienke Itjeshorst, Lead Risk and Assurance Advisor, introduced the item, took the report as read and alongside Kris Pervan, Group Manager Strategy & Growth answered members’ questions. |
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Committee Resolution RAC2024/59 Moved: Deputy Mayor Lawrence Kirby Seconder: Cr Liz Koh A. That the Risk and Assurance Committee receives and notes this report, including Appendix 1 to this report. |
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Sarah Wattie, General Counsel, took the report as read and together with Mark de Haast, Group Manager Corporate Services and Kris Pervan, Group Manager Strategy & Growth answered members’ questions. |
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Committee Resolution RAC2024/60 Moved: Cr Liz Koh Seconder: Cr Jocelyn Prvanov A. That the Risk and Assurance Committee notes legislative non-compliance for the first quarter of the financial year from 1 July 2024 to 30 September 2024 as outlined in Attachment 1 to this report. |
The Chair, David Cochrane, requested the minutes record his objection to the low risk level rating applied to matter A-2 contained in Attachment 1 of Item 9.4 Legislative Compliance 1 July to 30 September 2024.
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Mark de Haast, Group Manager Corporate Services took the report as read and noted that the following amendments would be made to the Forward Work Programme as requested: · Capital Programmes Update to be presented 11 March 2025 · Independent credit rating assessment to be added · Risks related to Central Government Reform to be added · Delivery of Annual Plan to be added · Emergency Management Update to be separated into Response and Recovery At the request of the Chair, Mr de Haast confirmed that a revised draft work programme would be circulated to members before year end. Mr de Haast and Kris Pervan, Group Manager Strategy & Growth answered members’ questions. |
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Committee Resolution RAC2024/61 Moved: Deputy Mayor Lawrence Kirby Seconder: Cr Liz Koh A. That the Risk and Assurance Committee approves its Forward Work Programme to September 2025, as set out in Appendix 1 to this report, subject to the additions and amendment agreed at this meeting. |
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Mark de Haast, Group Manager Corporate Services, introduced the item and Sharon Foss, Manager Risk and Assurance, provided an overview of the report. Members’ discussed the matter and Mr de Haast and Ms Foss answered members’ questions. |
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Committee Resolution RAC2024/62 Moved: Cr Liz Koh Seconder: Deputy Mayor Lawrence Kirby A. That the Risk and Assurance Committee receives this report and notes that management accepts the Ernst & Young Long-term Plan 2024-34 Report on Control Findings. |
Cr Liz Koh requested the minutes record the intention to hold a workshop with EY in early 2025 in relation to Item 9.6 EY Control Findings 2024-34 Long-term Plan Process.
10 Te Whakaū i ngā Āmiki | Confirmation of Minutes
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Committee Resolution RAC2024/63 Moved: Mr David Shand Seconder: Deputy Mayor Lawrence Kirby That the minutes of the Risk and Assurance Committee meeting of 15 October 2024 be accepted as a true and correct record. |
11 TE WHAKAŪNGA O NGĀ ĀMIKI KĀORE E WĀTEA KI TE MAREA | Confirmation of Public Excluded Minutes
There were no public excluded minutes to confirm.
12 PURONGO KĀORE E WĀTEA KI TE MAREA | Public Excluded Reports
Resolution to Exclude the Public
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Public Excluded Resolution RAC2024/64 Moved: Mr David Cochrane Seconder: Cr Liz Koh That, pursuant to Section 48 of the Local Government Official Information and Meetings Act 1987, the public now be excluded from the meeting for the reasons given below, while the following matters are considered. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
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The Te Komiti Whakamauru Tūraru | Risk and Assurance Committee meeting went into public excluded session at 11.35am.
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Committee Resolution RAC2024/66 Moved: Mr David Cochrane Seconder: Cr Liz Koh That the Te Komiti Whakamauru Tūraru | Risk and Assurance Committee moves out of a public excluded meeting. |
The Te Komiti Whakamauru Tūraru | Risk and Assurance Committee came out of public excluded session at 11.42am.
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Committee Resolution RAC2024/65 Moved: Deputy Mayor Lawrence Kirby Seconder: Cr Liz Koh That the Risk and Assurance Committee: A. Note the status of litigation and external investigations for quarter 1 of the 2024-25 financial year. B. Agree that Attachment 1 and Attachment 2 of this report be excluded from public release to protect the privacy of natural persons, the obligation of confidence and legal professional privilege (Section 7(2)(a), Section 7(2)(c)(i) and Section 7(2)(g) of the Local Government Official Information and Meetings Act 1987). C. Agree that only this report and Attachment 3 of this report be released from public excluded business. D. Agree that the resolutions be released from public excluded business.
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1 Litigation and External Investigations Report 21 November 2024 (For Public Release) |
13 Karakia Whakamutunga | Closing Karakia
The Chair, David Cochrane closed the meeting with karakia.
The Te Komiti Whakamauru Tūraru | Risk and Assurance Committee meeting closed at 11.43am.
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HEAMANA | CHAIRPERSON