Agenda and minutes

It was noted that the minutes of the meeting dated 27^th November 2024 would be agreed and signed at the next meeting of the Audit Committee.

There were no items of urgent business.

To receive declarations by Councillors of interests in respect of items on this Agenda. 

Councillors are reminded that, in accordance with the Localism Act 2011, they are required to declare any disclosable pecuniary interests which have not already been declared in the Council’s Register of Interests. (It is a criminal offence not to declare a disclosable pecuniary interest either in the Register or at the meeting). 

Whilst not a legal requirement, in accordance with Council Procedure Rule 9 and in the interests of clarity and transparency, Councillors should declare any disclosable pecuniary interests which they have already declared in the Register, at this point in the meeting. 

In accordance with Part B Section 2 of the Code Of Conduct, Councillors are required to declare the existence and nature of any other interests as defined in paragraphs 8(1) or 9(2) of the Code of Conduct. 

There were no declarations of interest.

Report of the Monitoring Officer

The Procurement and Contracts Solicitor presented a report which provided Members with an update on the changes required to the Council’s Contract Procedure Rules (CPRs) in response to procurement legislation coming into effect in 2025.

The Committee was advised that the proposed amendments reflected a significant update in line with the requirements of the Procurement Act 2023 (the Act) which was scheduled to come into force on 24^th February 2025.

A copy of the amended CPRs were appended to the agenda for the Committee’s consideration.

The Committee considered the amended CPRs and discussed a number of further amendments. It was felt by the Committee that there was a contradiction in Paragraph 1.1 and also that Paragraph 11.3 required some further explanation regarding the differences between contracts under the old and new rules.

Members felt it would be beneficial to include the Procurement Team email address in the CPRs.

The Committee discussed the removal of the requirement for at least one quote from a local Lancaster supplier and requested that unless there was a legal reason for this to be removed that it remain a requirement of the rules.

The Committee also asked a number of questions regarding how Procurement sat within the Council’s Risk Management Strategy. It was agreed that the Procurement and Contracts Solicitor would discuss this with the Projects and Performance Manager to ensure that the CPRs were compatible with the Council’s Risk Register.

The Committee agreed to approve the amended CPRs subject to the minor non-material changes discussed.

Councillor David Whitaker left the meeting at 6.55pm and did not take part in the consideration of the item and voting thereon.

It was proposed by Councillor Peter Jackson and seconded by Councillor Isabella Metcalf-Riener and unanimously agreed.

Resolved:

(1)            That the proposed changes to the Contract Procedure Rules be approved.

(2)            That power be delegated to the Monitoring Officer to make any further changes to the Contract Procedure Rules if required, to comply with subsequent Government guidance, policy and updated legislation following the implementation of the Procurement Act 2023.