To refresh the contracts and financial procedure rules within the council’s constitution.

The Chief Financial Officer introduced the updated rules which reflect changes to posts and legislation as well as a change to the format. 

It was noted that an error had been identified in the draft contract procedure rules (Paragraph 4.6.9.3(b))relating to the value of the contracts register and the value should be adjusted from £10,000 to £5,000.

A member reiterated an earlier point in relation to tracking contract documentation and timescales for implementing electronic systems for better document control.  The Head of Commercial Services confirmed that the new system went live in February and will be followed by phase two in relation to the contracts register in June 2015. The system increases visibility and is more dynamic with triggers for contract managers to act in a timely manner in relation to re-procurement. In terms of value for money, the system is better value than the previous system which was comparatively more expensive and more complex in its processes. The new system is simplified and has more scope. 

The Vice Chairman commented on key controls and risk management and how this was approached. The Chief Financial Officer explained that there is a risk management officer role and that mitigation is also considered within risk management. 

A request was made to ensure that terminology such as that relating to ICT within documents is generic in order to keep pace with technological advances.

RESOLVED:

that the report be noted.