a)     Financial regulations and contract procedure rules

It was moved by Cllr. McArthur and duly seconded by Cllr. Penny Cole that the Financial procedure rules as set out at Appendix A, and the Contract Procedure Rules as set out at Appendix B,  be adopted with effect from 1 August 2024. The financial procedure rules covered a wide range of financial management including financial planning, risk management and control of resources.

Speaking to the motion, Cllr McArthur advised that the Governance Committee had also considered the proposed amendments and that the changes would help to achieve robust governance by setting out the processes as well as where responsibility sat to ensure sound financial management. The purpose of the procedure rules were to provide a structure which purchasing decisions were made and implemented and which ensured that the Council used its resources efficiently and purchases quality goods, services and works, and that it acted compliantly according to the rules around spending public money.

Members debated the motion noting the revisions made were positive steps but it was raised that more progress could be made, in particular to central procurement procedures and social value. A Member made reference to both internal and external audit feedback regarding procurement and waivers. It was moved and duly seconded that the motion be amended to include point c, “the Council noting recent reports from both internal and external auditors, requests that the Council and officers examine the potential gains from a central procurement hub, and brings proposals for this to the Audit Committee and Finance & Investment Advisory Committee within six months.”

The amendment was debated, with some support expressed for a centralised procurement team. Debate continued and it was further raised that the audits referred to earlier in debate, had shown that some areas required improvement and that actions necessary to make those improvements were being undertaken.

Cllr. Robinson gave her right of reply and a vote was taken on the amendment which was lost.

Debate continued on the original motion.

The motion was put to the vote and it was carried.

Resolved: That the

i)  Financial Procedure Rules (Appendix A) be adopted with effect from 1 August 2024; and

ii)  Contract Procedure Rules (Appendix B) be adopted with effect from 1 August 2024;

b)     Protocol on webcasting & electronic voting

It was moved by Cllr. McArthur and duly seconded by Cllr. Penny Cole that the protocol on webcasting and electronic voting be confirmed in line with Member’s instructions. Cllr. McArthur spoke to the motion advising that the Governance Committee had also considered the same report and as set out within the minutes from the Governance Committee, and had considered some of the issues following Member feedback.

Resolved:  That the protocol on Webcasting and Electronic Voting be confirmed in line with the instructions of Members.