Minutes of Risk and Assurance Committee Meeting

MINUTES OF Carterton District Council
Risk and Assurance Committee Meeting
HELD AT THE Carterton Events Centre, 50 Holloway St, Carterton
ON Wednesday, 7 May 2025 AT 9:30 am

PRESENT: Philip Jones (Chair), Deputy Mayor Steve Cretney (Deputy Chair), Mayor Ron Mark, Cr Steve Laurence, Cr Grace Ayling, Marty Sebire - Hurunui-o-Rangi Marae

IN ATTENDANCE: Staff

Geoff Hamilton (Chief Executive), Karon Ashforth (Corporate Services Manager), Geri Brooking (People and Wellbeing Manager), Glenda Seville (Community Services and Facilities Manager), Solitaire Robertson (Planning and Regulatory Services Manager), Johannes Ferreira (Infrastructure Services Manager, Marcus Anselm (Communications and Engagement Manager), Sara Renall (Senior Communications and Engagement Advisor), Katrina King (Democratic Services Officer), Robyn Blue (Democratic Services Officer).

Other

Audit NZ – Karen Young (Audit Director), Stephen Walker (Executive Director), Wikitoria Werohia (General Manager, Audit Services)

Simon Taylor, Wairarapa Recovery Office

1 Karakia Timatanga

The meeting opened with a karakia led by Marty Sebire.

2 Apologies

MOVED

That an apology be received from Cr Dale Williams.

P Jones / M Sebire

CARRIED

3 Conflicts of Interests Declaration

There were no conflicts of interest declared.

4 Public Forum

There was no public forum.

5 Confirmation of the Minutes

6.1 Minutes of the Risk and Assurance Committee Meeting held on 26 February 2025

MOVED

1. That the Minutes of the Risk and Assurance Committee Meeting held on 26 February 2025 are true and correct.

P Jones / M Sebire

CARRIED

6 Exclusion of the Public

RESOLUTION TO EXCLUDE THE PUBLIC

MOVED

That the public be excluded from the following parts of the proceedings of this meeting.

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 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
8.1 - Confirmation of the Public-excluded minutes of the Risk and Assurance Committee 26 February 2025	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.2 - Long-Term Plan Review	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
8.3 - Waste Water Reservoir Project Update	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Cr G Ayling / Deputy Mayor S Cretney

CARRIED

MOVED

That Council moves out of Closed Council into Open Council.

Deputy Mayor S Cretney / P Jones

CARRIED

The meeting went into recess at 10.54 am and reconvened at 11 am.

7 Reports

7.1 Annual report 2025 plan

1. Purpose

To update the Committee on the timeline for the preparation and adoption of the 2024/25 Annual Report and the associated audit process.

NOTED

· The Annual Report 2024/25 needs to be approved by 31 October 2025. The Inaugural Council meeting is currently set for 5 November 2025 and will need to be changed to accommodate this. This is likely to be Wednesday 29 October 2025.

· Stephen Walker, Executive Director of Audit NZ, acknowledged the pressure on councils with the water reforms and also the Resource Management Act reforms.

MOVED

That the Committee:

1. Receives the report.

2. Notes the proposed 2024/25 Annual Report timelines are yet to be confirmed.

P Jones / M Sebire

CARRIED

7.2 Report on Magiq Planning Model Review

1. Purpose

To provide to the committee assurance on the recent review of the Council’s financial modelling system, operated by the software provider ‘Magiq’.

MOVED

That the Committee:

1. Receives the report.

Deputy Mayor S Cretney / Mayor R Mark

CARRIED

7.3 Update on Draft Annual Plan 2025/26

1. Purpose

To provide the Risk and Assurance Committee with an update on the Draft Annual Plan 2025/26.

NOTED

· The average increase in rates in year 2 of the LTP was 13%. This has changed to 8.6% in the draft 2025/26 Annual Plan as a result of review.

· The average rates increase is across all rateable properties. The actual increase individual property owners receive will vary depending on their property. The most notable difference across property groups is the increase in the average urban rates when compared to average rural rates. This difference is due to an increase in funding for depreciation on waters assets from 50% to 75% in the 2025/26 fiscal year, which was agreed to as part of the 2024-34 Long-Term Plan. Depreciation on waters assets affect urban ratepayers, not rural ratepayers.

MOVED

That the Committee:

1. Receives the report.

2. Notes the risks identified regarding the Draft Annual Plan 2025/26.

M Sebire / Mayor R Mark

CARRIED

7.4 Risk Management Update

1. Purpose

For the Committee to be updated with a summary on Council’s identified and emerging risks.

MOVED

That the Committee:

1. Receives the report.

Cr G Ayling / Deputy Mayor S Cretney

CARRIED

7.5 Health, Safety and Wellbeing Update

1. Purpose

This report updates the Risk and Assurance Committee on recent health, safety and wellbeing (HS&W) activities.

MOVED

That the Committee:

1. Receives the report.

Mayor R Mark / Cr G Ayling

CARRIED

7.6 Treasury Report

1. Purpose

To provide the Committee with an update on Council’s current Treasury position.

MOVED

That the Committee:

1. Receives the report.

2. Notes the current Treasury position and compliance with policy limits.

Deputy Mayor S Cretney / Cr G Ayling

CARRIED

7.7 Emergency Management Update

1. Purpose

For the Committee to be updated on Emergency Management (EM) activities.

MOVED

That the Committee:

1. Receives the report.

Mayor R Mark / P Jones

CARRIED

8 Karakia WhakamUtunga

The meeting was closed with a karakia led by Marty Sebire.

The meeting closed at 12.10 pm

Minutes confirmed: ……………………………………

Date: ...................................................