Agenda and minutes

Audit & Governance Committee - Monday, 5th December, 2022 6.30 pm

Public access to this meeting is available via between the hours of 6.15pm – 6.30pm via the main door of the Municipal Buildings on West Street, Boston

Venue: Committee Room, Municipal Buildings, West Street, Boston PE21 8QR

Contact: Pippa Rose, Democratic Services Officer  01205 314228 email:  pippa.rose@boston.gov.uk

Items
No. Item

61.

MINUTES pdf icon PDF 101 KB

To sign and confirm the minutes of the last meeting, held 3rd October 2022.

Minutes:

The minutes of the last meeting were agreed and signed by the Chairman.

62.

APOLOGIES

To receive apologies for absence.

Minutes:

Apologies of Absence were received from Councillors; Tom Ashton, George Cornah, Paul Goodale and Frank Pickett.

63.

DECLARATION OF INTERESTS

To receive declarations of interests in respect of any item on the agenda.

Minutes:

None.

64.

PUBLIC QUESTIONS

To answer any written questions received from members of the public no later than 5 p.m. two clear working days prior to the meeting – for this meeting the deadline is 5 p.m. on ………………..

Minutes:

None.

65.

PROPOSED AMENDMENTS OF THE COUNCIL'S CONTRACT PROCEDURE RULES AND FINANCIAL PROCEDURE RULES pdf icon PDF 218 KB

(A report by Sam Knowles, Assistant Director for Finance and Deputy S151 Officer and John Medler – Assistant Director for Governance and Monitoring Officer)

Additional documents:

Minutes:

The Head of Procurement and Contracts presented a report which contained a revised draft set of Contract Procedure Rules with appropriate delegations that provided additional clarity around the procedures to be followed and reflected the Council’s management structure.

 

In accordance with section 135 of the Local Government Act 1972 every local authority must adopt standing orders with respect to the making by them or on their behalf of contracts for the supply of goods or materials or for the execution of works.

 

The Council’s current Contract Procedure Rules were approved by the Council in May 2016. The Council’s Contract Procedure Rules (CPR) form part of the Constitution and govern the way in which the Council procures goods, services, and works. The rules were reviewed in May 2019, but procurement best practice had developed significantly since that time along with updated legislation.

 

In response to Members questions the Head of Procurement and Contacts, along with the Assistant Director – Finance  and the Finance Portfolio Holder confirmed that;

  • There is a point’s based system in place, so contacts cannot be awarded purely because the company is local.
  • As the Christmas tree cost less that £25,000 it did not need to go out to tender.
  • An exemption was sought out for the Christmas tree decision as there was only one company that could carry out the work required.
  • If a contract is ended early there is not usually a ‘buy out’ clause.

 

RESOLVED:

That the Committee:

  1. Recommends to Council the revised Contract Procedure Rules at Appendix 1 to this report to be adopted, without amendments, as the Contract Procedure Rules (CPR)
  2. Agrees that the Monitoring Officer be authorised to make the necessary changes to update the Council’s Constitution accordingly, including delegation to amend where inconsistencies arise, noting that the CPR will take primacy.

Mr Alan Pickering agreed with the decision

66.

TREASURY MANAGEMENT MID-YEAR REPORT pdf icon PDF 205 KB

(A report by Sean Howsam – Interim Treasury & Investments Manager PSPS)

Additional documents:

Minutes:

The Interim Treasury & Investments Manager PSPSL presented a report which contained the Mid Term Report on the Council’s Treasury Management Strategy Statement and Annual Investment Strategy. The report referred to a key element of the Council’s Governance Framework and therefore represented an important contribution to the evidence trail in support of the Annual Governance Statement 2022/23.

 

The report covered the following areas;

  • An economic update for the first half of the 2022/23 financial year
  • A review of the Treasury Management Strategy Statement and Annual Investment Strategy;
  • The Council’s capital expenditure, as set out in the Capital Strategy, and prudential indicators
  • A review of the Council’s investment portfolio for 2022/23
  • A review of the Council’s Borrowing Strategy 2022/23
  • A review of any debt rescheduling undertaken during 2022/23
  • A review of compliance with Treasury and Prudential indicators for 2022/23.

 

Following comments from Members the Portfolio Holder informed the Committee that he be wary of borrowing any more money as it was possible money would need to be used out of the reserves in the current financial year.

 

RESOLVED:

That the Committee approve the contents of the report attached at Appendix A.

67.

EXCLUSION OF PRESS AND PUBLIC

Minutes:

RESOLVED: That under Section 100(A)(iv) of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, the public and press be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 7A of Schedule 12A of the Order.

68.

WORK PROGRAMME pdf icon PDF 114 KB

(For Members to consider the Committee’s work programme.)

Minutes:

No changes were made to the Work Programme.