Issue - meetings

The Committee considered proposed amendments to the Council’s contract procedure rules.

The Audit and Governance Committee on 14^th June 2012 had resolved that the Council’s contract procedure rules be submitted to the next meeting of the Constitution Committee for further review with a view to increasing the level of Member involvement in decision-making. At its meeting on 5^th July this Committee resolved that the Task Group previously appointed by the Committee to review detailed changes to the Constitution be asked to undertake the further review and report back to the Committee’s next meeting.

The Task Group had met on 9^th August to review the contract procedure rules and had agreed as follows:

§  Clarity was required around the responsibilities of Directors which would include ensuring that they took all reasonable steps for the proper administration of contracts and procurement in their Departments.

§  Revisions were required to clarify the process, actions  and approvals required in respect of exceptions to the rules and non-compliance with the rules and urgency.

§  Other matters including retaining records, specifications, whole life costs (excluding VAT) and quotations.

§  The need for a short Guide to Procurement for Officers to complement the existing Knowledge Map.

The contract procedure rules had been amended in the light of the Task Group’s comments and were appended to the report for the Committee’s consideration. The Shared Services Manager had undertaken to produce the additional guidance on contracts and procurement as requested by the Task Group.

The Director of Finance and Business Services circulated a number of additional proposed amendments at the Committee’s meeting.

The Committee was asked to consider the amended contract procedure rules and the further amendments proposed by the Director. A number of additional amendments were suggested by Members relating to:

§  The definition of financial thresholds

§  The recording of training needs

§  The need for a breakdown of non-compliances against heads of service

RESOLVED

That

(1)  the proposed amendments to the contract procedure rules, including the additional amendments proposed by the Director of Finance and Business Services at the meeting, be approved for recommendation to Council subject to the further amendments agreed by Members;

(2)  the Vice-Chairman of the Committee be authorised to determine any final amendments to the contract procedure rules in consultation with the Director of Finance and Business Services;

(3)   a final updated version of the rules incorporating all amendments be produced for consideration by Council; and

(4)  Council be recommended to approve the amended contract procedure rules and the consequential amendments to the Constitution.