Issue - meetings

To consider the report of the Director Finance.

Agreed:

RECOMMENDED that Council:-

(1)  approve the revised Financial Regulations in Appendix A of the report;

(2)  increase the spend threshold at which Officers are required to obtain three quotes from £10,000 to £25,000;

(3)  increase the spend threshold at which Officers are required to go out to tender from £50,000 to £100,000; and

(4)  approve the revised Procurement and Contract Procedures in Appendix B of the report.

Reason for Decision: As set out in the report.

The Executive received the report which sought approval to the financial regulations and to the Procurement and Contract Procedures, as outlined in the report appendices presented at the meeting.

Members noted that there were minor changes to the financial regulations which were reflected by the recent introduction of the Council’s ordering system. The procurement and contract procedures changes reflected the change of the threshold for officer spending, when going out to tender to improve efficiency. The changes in the report would also bring the Council further in line with other neighbouring local authorities.

Particular reference was made to:-

·         the spend threshold for Officers obtaining three quotes would be increased from £10,000 to £25,000; and

·         the spend threshold which Officers were required to go out to tender would be increased from £50,000 to £100,000; and

·         Officers would continue to be mindful to ensure they were getting value for money on all tenders.

Councillor D. Moore, as an opposition group leader, spoke on this item. She enquired on the process for analysing tenders and quotes.

The Leader, in responding agreed that clarification on the process would be sought.

In response to a question raised by a Member, the Director Finance explained that:-

·         the inclusion of the latest Procurement Policy Note (PPN) for increasing the threshold for advertising in the contracts finder was a change in the Government threshold and therefore wasn’t a recommendation to Council; and

·         the Executive Committee and the Strategic Management Board (SMB) had responsibility for Risk Management. The Audit and Governance Committee monitored the effectiveness of risk management at the Council and monitored progress against the targets set in Corporate Risk Register.

RECOMMENDED that Council:-

(1)  approve the revised Financial Regulations in Appendix A of the report;

(2)  increase the spend threshold at which Officers are required to obtain three quotes from £10,000 to £25,000;

(3)  increase the spend threshold at which Officers are required to go out to tender from £50,000 to £100,000; and

(4)  approve the revised Procurement and Contract Procedures in Appendix B of the report.