Agenda and draft minutes

Council - Thursday, 29th September, 2022 6.00 pm

Venue: Council Chamber, Town Hall, Matlock, DE4 3NN. View directions

Contact: Democratic Services 

Media

Items
No. Item

145/22

Approval of Minutes of Previous Meeting pdf icon PDF 256 KB

26th July 2022 and 28th July 2022

 

Minutes:

It was moved by Councillor Jason Atkin, Seconded by Councillor Chris Furness and

 

RESOLVED

 

That the minutes of the meetings of Council held on 26th July 2022 (Extraordinary Meeting) and 28th July 2022 be approved as a correct record.

 

Voting

 

25 For

0 Against

1 Abstained

 

The Chairman declared the motion CARRIED.

146/22

Public Participation

To enable members of the public to ask questions, express views or present petitions, IF NOTICE HAS BEEN GIVEN, (by telephone, in writing or by email) BY NO LATER THAN 12 NOON OF THE WORKING DAY PRECEDING THE MEETING. As per Procedural Rule 14.4 at any one meeting no person may submit more than 3 questions and no more than 1 such question may be asked on behalf of one organisation.

 

Minutes:

Re: Agenda Item 11 – Community Governance Reviews – Final Recommendations

 

In accordance with the procedure for public participation, Mr Simon Haslam (local resident) and Mr Jeremy Higham (South Darley Parish Council) made statements on the Community Governance Reviews.

 

Re: Agenda Item 17 – Establishment of Gypsy and Traveller Site Provision Working Group

 

In accordance with the procedure for public participation a signed statement was received from the residents of Ashbourne regarding the Traveller Site situated on Clifton Road.

147/22

Interests

Members are required to declare the existence and nature of any interests they may have in subsequent agenda items in accordance with the District Council’s Code of Conduct. Those interests are matters that relate to money or that which can be valued in money, affecting the Member, her/his partner, extended family and close friends. Interests that become apparent at a later stage in the proceedings may be declared at the time.

Minutes:

There were no declarations of interest.

148/22

Leaders' Announcements

Announcements of the Leader of the Council.

Minutes:

Councillor Garry Purdy, Leader of the Council, made the following statement:

 

“In the 1970’s OPEC affected the price of oil, and by 1973 inflation was raging up to 17%, and soon after to 25%. It bought the Heath Government down. My Wife and I had just bought our first house, the oldest cottage in Matlock built circa 1754 and if it was not for the help of our Parents we would have sunk. And so I understand and sympathize with those that are suffering today

 

With the benefit of hindsight, life in 1970 appears to have been ludicrously cheap. A loaf of bread cost 9p and the average weekly wage was around £32. Today, a loaf costs £1.37 and average weekly wages are circa £500.00 to £600.00.

 

I thought it would be useful to inform you, with thanks to Rob & Tim, on what the Authority is doing to help the vulnerable:

 

1.    Home insulation scheme – We have already improved over 200 homes in the social and private sectors.

2.    Debt reduction and income increases – our ongoing support through our own Home Options service, plus our work with Citizens Advice and Age UK both increases income and reduces debt by £1.5million per year for Derbyshire Dales residents

3.    Our own Council housing – we let this out at affordable Social Rents, pegged at the Local Housing Allowance rate meaning they are the lowest rents chargeable in the affordable housing sector

4.    We are achieving Energy Performance Certificate B ratings on all our retrofit Council homes including solar panels and battery technology. Our new build properties will achieve EPCA A ratings

5.    We are supporting Notts Community Housing Association with a grant of £0.5million to build the most energy efficient social housing scheme in the District, being off gas and heated by air source heat pumps and solar panels

6.    Our work with Almshouses Charities is improving some of the worst performing energy efficient homes in the District, reducing bills for those on the lowest income.

7.    By the end of October we will have distributed £300,000 of the Household Support Fund to residents at risk of eviction from rent arrears and helping others to furnish and move into affordable housing, about 500 people in total

8.    We support a range of voluntary and community sector organizations to help our residents through providing food, advice and legal representation

9.    The District Councils Homelessness Team continue to assist those threatened with homelessness and support residents to either keep their existing tenancy or find a new home

10.  We are targeting action in private rented housing to aim for an at least EPC  E rating energy efficiency

11.  We are providing community advice on energy efficiency and taking our Exhibition around the Derbyshire Dales through the use of the Fantastic Homes exhibition

12.  There is a lot of investigative work with our Partners such as Derbyshire County Public Health on a Warm Spaces initiative, whereby public spaces are opened up to those  ...  view the full minutes text for item 148/22

149/22

Chairman's Announcements

Announcements of the Civic Chairman.

Minutes:

Councillor Graham Elliott, Civic Chairman, made the following statement:

 

“On the 29th of July I attended the official opening of the Pavillion on Cokayne Ave in Ashbourne. The event was well attended and included a number of Derbyshire Dales employees and District Councillors who had been instrumental in this £1 million project. A fantastic achievement for all those involved. The ribbon was cut by our MP Sarah Dines and was followed by speeches and much needed refreshments. A very pleasant afternoon in the sunshine.

 

On the 10th August, I attended the “Name the Crane” event in Matlock. The day was well supported by both young and old and again included Sarah Dines and Matlock Town Mayor Cllr Paul Cruise. It was a blisteringly hot day and the much needed refreshments were plentiful. I did notice that parents were having as much fun with the diggers as the children. My thanks go out to the organisers and all those involved, an excellent PR event.

 

On the very wet afternoon of the 9th of September, floral tributes were laid by Councillors Purdy, Hobson and myself on the Park Head in tribute to Her late Majesty Queen Elizabeth II.

 

I’m sure all members are aware that I had the honour of reading out the Proclamation in Hall Leys Park on the afternoon of the 11th September. Very well attended and I have received numerous messages of thanks for our Council’s involvement.

 

On the 14th September, we attended the Cathedral to represent the Derbyshire Dales District in a service of thanksgiving. The Cathedral was packed and included many Civic dignitaries together with our Chief Executive and Council Leader. A very moving ceremony.

 

On the 18th September, we attended St Giles Church in Matlock for a service of thanksgiving. The event was well attended and my thanks go to Councillor Cruise for the invitation.

 

Yesterday lunch time, we attended the unveiling ceremony of “Name the Crane”. The event attracted over 1400 votes. The competition winner and name was announced by Matlock Town Mayor Cllr Paul Cruise. The occasion was also attended by our MP Sarah Dines.”

150/22

Committees pdf icon PDF 179 KB

To receive the non-exempt Minutes of the Committees shown below:

 

Non-exempt Minutes to be received:                                                      Date

                                                                                                                            

Governance and Resources Committee                                        14 July 2022

Council (Extraordinary)                                                                   26 July 2022

Council                                                                                            28 July 2022

Planning Committee                                                                   16 August 2022

Community and Environment Committee                           08 September 2022

 

Minute Book to follow.

Additional documents:

Minutes:

It was moved by Councillor Susan Hobson, seconded by Councillor Tom Donnelly and

 

RESOLVED (unanimously)

 

That the non-exempt minutes of the Committees listed in the Minute Book for the period 14th July 2022 to 08th September 2022 be received.

 

The Chairman declared the motion CARRIED.

151/22

QUESTIONS (RULE OF PROCEDURE 15)

Questions, if any, from Members who have given notice.

Minutes:

No questions were received.

152/22

PROPOSAL OF A NOTICE OF MOTION (RULE OF PROCEDURE 16)

The Council will debate the following Motion, submitted by Councillor Garry Purdy, in accordance with Rule of Procedure 16.

 

“This Council, on behalf of the residents of the Derbyshire Dales, place on record our sincere and deepest appreciation for the life of service and dedication given by Her late Majesty, Queen Elizabeth II. Her Majesty was a much loved and respected Monarch, who visited our district a number of times during her long reign and touched the lives of residents, companies and organisations in the Derbyshire Dales. She will be greatly missed and forever remembered by the people of our District. We celebrate an amazing life of duty and give thanks that Her late Majesty was part of our lives. We send our heartfelt condolences to His Majesty, King Charles III and his family at this saddest of times.”

Minutes:

The Council considered a motion submitted by Councillor Garry Purdy in accordance with rule of procedure 16.

 

At the meeting, it was moved by Councillor Garry Purdy and seconded by Councillor Steve Flitter as follows:

 

“This Council, on behalf of the residents of the Derbyshire Dales, place on record our sincere and deepest appreciation for the life of service and dedication given by Her Late Majesty, Queen Elizabeth II.

 

Her Majesty was a much loved and respected Monarch, who visited our district a number of times during her long reign and touched the lives of residents, companies and organisations in the Derbyshire Dales. She will be greatly missed and forever remembered by the people of our District.

 

We celebrate an amazing life of duty and give thanks that Her Late Majesty was part of our lives. We send our heartfelt condolences to His Majesty, King Charles III and his family at this saddest of times.”

 

The motion was put to the vote and met with unanimous approval.

 

The Chairman declared the motion CARRIED.

153/22

Committee Membership

To note that Councillor Janet Rose is to be appointed to the Planning Committee.

Minutes:

It was moved by Councillor Garry Purdy, seconded by Councillor Susan Hobson and

 

RESOLVED (unanimously)

 

That Councillor Janet Rose be appointed to the Planning Committee.

 

The Chairman declared the motion CARRIED.

154/22

Community Governance Reviews- Final Recommendations pdf icon PDF 134 KB

This report provides details of responses received and sets out proposals to make a Community Governance Order in response to the issues raised in respect of the proposals to move Civil Parish Borders.

Additional documents:

Minutes:

The Director of Corporate and Customer Services introduced a report providing details of responses received and proposals to make a Community Governance Order in response to the issues raised regarding the proposals to move Civil Parish Borders.

 

Members were informed that the Local Government and Public Involvement in the Health Act 2007 devolves the power to take decisions about matters such as the creation of parishes and their electoral arrangements to local government and local communities in England. These powers are exercised through carrying out a Community Governance Review as and when required.

 

It was noted that at a meeting of the Council on the 26th May 2022 authority was delegated to the Director of Corporate and Customer Services to commence initial general consultation in the first stage of a Community Governance Review to look at the electoral arrangements for Parish Councils situated in the new District Council Wards of Darley Dale and Matlock West.

 

In light of feedback received during the initial consultation, the Council authorised the Director of Corporate and Customer Services to commence consultation on specific proposals to move Civil Parish Borders so that:

 

·         Part of the Civil Parish of South Darley would fall within the Civil Parish of Matlock.

·         The Morledge estate currently in the Civil Parish of Darley Dale moves to the Civil Parish of Matlock.

·         The Civil Parish of Northwood and Tinkersley moves to the Civil Parish of Darley Dale.

 

It was moved by Councillor Colin Swindell, seconded by Councillor Steve Flitter and

 

RESOLVED (unanimously)

 

1. That a Community Governance Order be made, to change the boundaries of the civil parishes of Matlock and South Darley as proposed.

 

2. That representations be made to the Local Government Boundary Commission for England asking them to make a related alteration order to amend the boundaries of the Matlock West Ward to reflect the revised parish boundaries.

 

3. That no further action be taken on proposed changed to the boundaries of the civil parishes of Darley Dale and Northwood and Tinkersley.

 

The Chairman declared the motion CARRIED.

155/22

Dispensations for Non-Attendance at Council Meetings pdf icon PDF 98 KB

This report seeks a dispensation for two Councillors in respect of a continued period of absence from Council and committee meetings for a period of two consecutive months until 30 November 2022 for Councillor Michele Morley and three months until 31 December 2022 for Councillor Sue Bull.

Minutes:

The Director of Corporate and Customer Services introduced a report seeking a dispensation for two Councillors in respect of a continued period of absence from Council and Committee meetings for a period of two consecutive months until 20 November 2022 for Councillor Michele Morley and three months until 31 December 2022 for Councillor Sue Bull.

 

It was noted that on the 27 April 2022, the Council gave approval to a dispensation for Councillor Michele Morley from attending meetings of the Council for a period of six months commencing on 6 May 2022, thus nullifying the disqualification to hold office for a six month period. It was addressed that in the same meeting, Members noted that it would be necessary for the Council to consider a further report should an extension to the dispensation be necessary for a period of time beyond 6 November 2022.

 

Members were further informed that Councillor Sue Bull had also given notice to the Proper Officer that she would be unable to attend meetings of the Council, its Committees or any outside bodies on which she represents the authority for medical reasons. In providing this notice, an indication had been given of her intentions to return to Council duties after 31December 2022.

 

It was moved by Councillor Susan Hobson, seconded by Councillor Garry Purdy and

 

RESOLVED (unanimously)

 

1. That approval be given to a dispensation for Councillor Michele Morley from attending meetings of the Council for a further period of two months until 30 November 2022, thus nullifying the disqualification to hold office for a six month period.

 

2. That approval be given to a dispensation for Councillor Sue Bull from attending meetings for a period of three months until 31 December 2022.

 

The Chairman declared the motion CARRIED.

156/22

Appointment of Independent Person and Additional Members of the Independent Remuneration Panel pdf icon PDF 96 KB

To recommend the appointment of independent persons to support the Monitoring Officer in the assessment of complaints about elected Members. In addition, the report recommends the appointment of persons to sit on the Independent Remuneration Panel to review Members’ Allowances.

 

Additional documents:

Minutes:

The Director of Corporate and Customer Services introduced a report recommending the appointment of independent persons to support the Monitoring Officer in the assessment of complaints about elected Members. In addition, the report recommended the appointment of persons to sit on the Independent Remuneration Panel to review Members’ Allowances.

 

Members were informed that Section 28(7) of the Localism Act 2011, required the Council to appoint one or more Independent Persons to assist the Authority in promoting and maintaining high standards of conduct.

 

The Independent Person would be consulted on the decision to investigate complaints, including those relating to the District’s 71 parish councils, and before a decision is made on an investigated complaint. The Independent Person may be consulted on other standards matters, including by the member who is subject to an allegation. It was noted that currently there was one permanent Independent Person and one vacancy.

 

Section 99 of the Local Government Act 2000 makes provision in relation to allowances and pensions for members of local authorities. Regulations made under this Section require local authorities to establish and maintain a panel to make recommendations about the Scheme. It was addressed that the Panel last met in 2016 and is due to conduct a full review of Members’ Allowances to report back to the Council before the end of the calendar year.

 

It was moved by Councillor Tom Donnelly, seconded by Councillor Chris Furness and

 

RESOLVED

 

1. That, subject to the outcome of the interviews held on 28 September 2022, approval be given to appoint Carolyn Jennings and Phillip Sunderland to the role of Independent Person for a four-year term until 30 September 2026.

 

2. That, subject to the outcome of the interviews held on 28 September 2022, approval be given to appoint Jackie Batchelor to the Independent Remuneration Panel for a four-year term until 30 September 2026.

 

Voting

 

25 For

0 Against

1 Abstention

 

The Chairman declared the motion CARRIED.

157/22

Resilience, Resources, Priorities

The report sets out the Chief Executive’s proposals to invest in a comprehensive package of external support in order to implement a programme of organisational transformation to ensure that the Council is adequately resourced to deal with existing and future priorities / challenges.

Minutes:

The Chief Executive introduced a report setting out proposals to invest in a comprehensive package of external support in order to implement a programme of organisational transformation to ensure that the Council is adequately resourced to deal with existing and future priorities / challenges.

 

It was noted that throughout the Covid-19 pandemic, local government and other public service providers, demonstrated a remarkable level of resilience, flexibility and adaptability in order to meet the needs of the crisis we faced. However in the post Covid-19 era, local government faces a series of acute workforce challenges on a scale which have never been experienced.

 

Members were informed that maintaining sufficient capacity and skills, attractiveness as a career choice, competition from other sectors, flexible working arrangements and the continuous inflationary erosion of pay are all having a severe impact upon the ability of councils of all types and sizes to attract and maintain staff of the calibre required to deliver excellent services.

 

Members had considered a series of reports which had looked at Organisational Resilience, Resources and Priorities. It was noted that this report continued to focus upon the current challenges faced by the organisation and seek to look ahead through a process of pro-active engagement across the whole of the organisation in order to determine future priorities and improved member / officer working arrangements.

 

It was moved by Councillor Garry Purdy, seconded by Councillor Jason Atkin and

 

RESOLVED

 

1. That the Council acknowledges the current challenges and pressures on organisational resources and capacity.

 

2. That the Council supports the appointment of Circling Squares to provide a comprehensive package of support to the Chief Executive, Corporate Leadership Team, Senior Management Team and elected Members over a period of 6 months and that to this effect, appropriate authority be granted to appoint outside Contract Standing Orders under CSO 6.3.4.

 

3. That a supplementary revenue budget of £60,000 be financed from the General Reserve to implement the transformation programme.

 

Voting

 

25 For

0 Against

1 Abstention

 

The Chairman declared the motion CARRIED.

158/22

Establishment of Gypsy and Traveller Site Provision Working Group pdf icon PDF 102 KB

To propose the establishment of a working group to consider criteria and options for the provision of Gypsy and Traveller sites in the district and to make recommendations for determination to the full Council to the full Council within 8 weeks.

Additional documents:

Minutes:

The Director of Corporate and Customer Services introduced a report which proposed the establishment of a working group to consider criteria and options for the provision of temporary Gypsy and Traveller sites in the district and to make recommendations for determination to the full Council within the next 8 weeks.

 

At its meeting on 29 September 2016, the Council formally accepted its duties and responsibilities towards Gypsies and Travellers under housing and planning legislation. In particular the Council recognised its duties under Homelessness legislation towards a specific Traveller family, who had been resident within the district for many years, but who did not have a site on which they could legally place their caravans.

 

The report informed Members that since that time the Council had failed to provide either permanent or temporary sites within the District for use by this specific Traveller family. The most recent attempt to reach a decision on 28 July 2022 did not result in a definitive way forward, but rather a request for officers to take on board the feedback provided during a debate on 133 sites across the district and bring forward developed proposals for consideration by the Council.

 

The report went on to explain that the decision taken on 28 July 2022 did not rule in or rule out any of the 133 sites reported to that meeting. In the meantime, the Council continued to have a homelessness duty to the specific Traveller family who had been resident on Clifton Road Coach and Car Park in Ashbourne since the end of June 2022. Given that site’s location to amenities and residential properties the Council had received numerous complaints from local residents and visitors to Ashbourne.

 

During debate it was moved by Councillor Tom Donnelly and seconded by Councillor Stuart Lees that the Officer recommendations be agreed in addition to an amendment to include a further recommendation as detailed below:

 

“That, until such time as the working group has submitted its recommendations to an extraordinary meeting of the Council, the council owned land at Harrison Way, Northwood, be designated as a temporary site for a specific Traveller family with a local connection to the Derbyshire Dales to whom the authority has a statutory homelessness duty, and that officers be authorised to seek an eviction notice in respect of the encampment currently located on Clifton Road Coach and Car Park in Ashbourne.”

 

This was put to a recorded vote as follows:

 

For: 19, Councillors: Robert Archer, Jason Atkin, Richard Bright, David Chapman, Tom Donnelly, Graham Elliott, Steve Flitter, Chris Furness, Dawn Greatorex, Susan Hobson, David Hughes, Stuart Lees, Tony Morley, Dermot Murphy, Garry Purdy, Andrew Shirley, Peter Slack, Alasdair Sutton, Steve Wain.

 

Against: 6, Councillors: Matt Buckler, Alyson Hill, Peter O’Brien, Mike Ratcliffe, Mark Salt, Colin Swindell.

 

Abstention: 1, Councillor: Neil Buttle.

 

It was therefore RESOLVED

 

1. That a Gypsy and Traveller Site Provision Working Group be established with a remit defined within the Terms of Reference detailed in Appendix 1.

 

2. That the recommendations  ...  view the full minutes text for item 158/22

159/22

Urgent Matters Requiring Update to the 2022/23 Capital Programme pdf icon PDF 124 KB

The report requests further changes to the 2022/23 Capital Programme to address urgent operational matters and recognise the impact of rising inflation is having on the estimated costs of existing projects.

Minutes:

The Director of Resources introduced a report requesting further changes to the 2022/23 Capital Programme to address urgent operational matters and recognise the impact of rising inflation on the estimated costs of existing projects.

 

The Revised Capital Programme for 2022/23 of £8,936,014 was approved on 28th July 2022. This took into consideration slippage where projects had not commenced or where projects had commenced but had not been completed during 2021/22 as planned.

 

The report detailed two operational issues requiring capital funding which had arisen since the July 2022 report. These were the Longcliffe Waste Depot Tipping Room Floor and the Flood Defence Scheme Contribution. Further details of these two issues were given in the report along with details of the increased estimates relating to other project costs.

 

It was moved by Councillor Jason Atkin, Seconded by Councillor Tom Donnelly and

 

RESOLVED (unanimously)

 

1. That project 624 for the purchase of land at Longcliffe for £250,000 be removed from the Capital Programme.

 

2. That a business case evaluating options to purchase land to provide an owned site for the delivery of waste operations be submitted to a future meeting of the Council.

 

3. That two new projects – Works to flooring at the Tipping Room Floor at Longcliffe Depot £25,000 and Contribution towards Flood Prevention works at Longford of £20,000 be added to the 2022/23 Capital Programme.

 

4. That increases in budget totalling £70,000 be approved for existing projects (project 617- Ashbourne Bandstand £35,000, project 627 Matlock Hall Leys Park Clock Tower £30,000 and project 652 Lovers Walk Shelter £5,000) and the Capital Programme be updated accordingly.

 

5. That the additional capital expenditure arising from the above changes be financed from Capital Receipts Reserve and that the Revised Capital Programme of £8,801,014 for 2022/23 be approved (net reduction of £135,000).

 

The Chairman declared the motion CARRIED.

160/22

Anti-Social Behaviour Policy pdf icon PDF 105 KB

The District Council does not currently have an Anti-Social Behaviour (ASB) Policy although it is addressing and tackling such behaviour, it is prudent to have something formally adopted to help manage people’s expectations and have the ASB Policy available on the Council’s website. The Draft ASB Policy (Appendix A) formalises the work which is already undertaken by the District Council when ASB cases are referred to the District Council from other partners, such as the police, or members of the public.

Additional documents:

Minutes:

The Neighbourhoods Manager introduced a report which sought Member approval to introduce an Anti-Social Behaviour Policy. The report informed Members that the Council did not currently have an Anti-Social Behaviour (ASB) Policy and although such behaviour was being addressed and tackled, it is prudent to have something formally adopted to help manage people’s expectations and have the ASB Policy available on the Council’s website.

 

The report provided Members with the Draft ASB Policy which formalised the work previously undertaken by the Council when ASB cases had been referred to the Council from other partners, such as the police, or members of the public. The proposed ASB policy aimed to set out clear procedures for dealing with reports of ASB and what the community can expect. It also advised complainant of their responsibilities and behaviour that is acceptable.

 

It was moved by Councillor Garry Purdy, Seconded by Councillor Steve Wain and

 

RESOLVED (unanimously)

 

That the Anti-Social Policy be approved and adopted, as outlined in Appendix A, as the District Council’s process and procedures for addressing and tackling such behaviour.

 

The Chairman declared the motion CARRIED.

161/22

Duration of Meeting (Motion to continue)

Minutes:

At 8.25pm it was moved by Councillor Andrew Shirley, seconded by Councillor Jason Atkin and

 

RESOLVED (unanimously)

 

That, in accordance with Rule of Procedure 13, the meeting continue to enable the business on the agenda to be concluded.

 

The Chairman declared the motion CARRIED.

162/22

Procurement Strategy 2022-26 and Sustainable Procurement Policy pdf icon PDF 142 KB

As well as proposing the adoption of a revised Procurement Strategy for the period from now until 2026 and a new Sustainable Procurement Policy to meet the Council’s commitments under the Climate Change Action Plan by 2030, this report also seeks approval of £54,068 of funding to provide a new internal Procurement and Contract Management resource to ensure that the Council is better supported in meeting its obligations under the law, as well as delivering better value on external contractual and commercial activities.

Additional documents:

Minutes:

The Business Support Manager introduced a report which sought approval for the revised Procurement Strategy and a new Sustainable Procurement Policy to meet the Council’s commitments under the Climate Change Action Plan by 2030. The report also sought approval for £54,068 of funding to provide a new internal Procurement and Contract Management resource to ensure that the Council is better supported in meeting its obligations under the law, as well as delivering better value on external contractual and commercial activities.

 

The report informed Members that the Council had adopted its first formal Procurement Strategy in 2003. The original strategy was subsequently updated in 2006, 2010, 2015 and 2018. The report also detailed how increasing pressures on budgets had made the procurement activity a vital factor in the successful delivery of supply and services. It was also noted that procurement plays an integral role in ensuring that the Council can continue to deliver what our residents/customers want e.g. value for money, equal treatment and transparency and in contributing towards economic, social and environmental wellbeing.

 

During debate it was moved by Councillor Neil Buttle and seconded by Councillor Peter O’Brien that the Officer recommendations be agreed in addition to an amendment to include a further recommendation as detailed below:

 

“That the Director of Corporate and Customer Services be required to submit an annual report evaluating the Council’s procurement activity, contract management, and value for money from its commercial activities, to the Governance and Resources Committee.”

 

The motion was then put to the vote and

 

RESOLVED (unanimously)

 

1. The Procurement Strategy 2022-2026 be adopted.

 

2. The Sustainable Procurement Policy be adopted.

 

3. Council supports the establishment of a Procurement and Contracts Officer post and approves a supplementary revenue budget of £14,000 to cover the cost in 2022/23 and that the estimated annual cost of £54,068 (plus pay awards) be built into the Medium Term Financial Plan from 2023/24 onwards, funded from the General Reserve.

 

4. That the Director of Corporate and Customer Services be required to submit an annual report evaluating the Council’s procurement activity, contract management, and value for money from its commercial activities, to the Governance and Resources Committee.

 

The Chairman declared the motion CARRIED.

 

163/22

Proposed Amendments to the Constitution - Financial Regulations and Contract Standing Orders pdf icon PDF 135 KB

To recommend the adoption of revised Contract Standing Orders (attached at Appendix 1) and Financial Regulations (attached at Appendix 2) following a review to ensure that the rules comply with current legislative and best practice requirements. These two technical parts of the Constitution have multiple links and the Council is required to consider them every two years with the previous review taking place in July 2020.

Additional documents:

Minutes:

The Director of Corporate and Customer Services introduced a report recommending the adoption of revised Contract Standing Orders and Financial Regulations following a review to ensure that the rules comply with current legislative and best practice requirements.

 

Members were informed that Standing Orders must include provisions for securing competition and for regulating the manner in which tenders are to be invited. They may exempt contracts for a price below that specified in the Standing Orders and may authorise the Council to exempt any contract from the relevant order when it is satisfied that the exemption is justified by special circumstances.

 

It was noted that Section 151 of the Local Government Act 1972 required the Council to make arrangements for the proper administration of its financial affairs. It is required to conduct its business efficiently and to ensure that it has sound financial management policies in place and that they are strictly adhered to. Financial regulations, which set out the financial policies of the Council, are the means by which the Council meets that requirement.

 

The Council had adopted Contract Standing Orders as part of the Constitution which had been amended from time to time as required to meet the Council’s operational needs. The Financial Regulations were last reviewed in 2020.

 

RESOLVED (unanimously)

 

1. That the draft Contract Standing Orders be approved and adopted as Part 8 of the Council’s Constitution.

 

2. That the draft Financial Regulations be approved and adopted as Part 9 of the Council’s Constitution.

 

3. That authority be delegated to the Monitoring Officer to make consequential changes to the Constitution to reflect the provisions of the Financial Regulations.

 

The Chairman declared the motion CARRIED.