Agenda and minutes

Apologies were received on behalf of Cllr Arun Photay from Charlotte Johns, Mark Taylor and Keith Ireland.

There were no declarations of interest.

[For approval]

Resolved:

            That the minutes of the previous meeting (4 February 2015) be approved as a correct record and signed by the Chair.

[To consider any matters arising from the minutes]

Cllr Jacqueline Sweetman referred to minute 7 paragraph three relating to a financial reserve for the combined authority and requested that this item be included in the work programme for 2015-16.

Resolved:

            That an item be included in the work programme 2015-16 relating to the financial impact of the combined authority.

[To provide a report to the panel to carry out pre-decision scrutiny and consider the principles on which the Procurement Strategy 2015 to 2018 will be based]

5                    Future Practice - Procurement Strategy Principles

Andy Moran, Head of Procurement, provided a paper for pre-decision scrutiny to consider the principles on which the Procurement Strategy 2015-18 will be based.

The Head of Procurement presented the report and responded to councillors questions. The report covered the following:

• pProcurement and contract management
• How the Council will work to the principles
• Procurement vision
• Consultation and approval programme
• Legal, financial, environmental and equality implications

The Head of Procurement outlined the definitions of commissioning, procurement and contract management and explained that the Council is clear on the categories of spend with third parties and how this offers value for money. He advised that in accordance with new EU guidance and UK Public Contracts Regulations the Council will listen to what customers and communities want and that where appropriate there will be customer and community involvement in the sourcing process.

He confirmed that there will be partnership working with public, private and voluntary sector organisations to develop a City Strategy approach to public services and that the performance of third parties will be actively managed and the realisation of benefits is monitored.

In response to questioning the Head of Procurement advised that the new procurement regulations require everything over £50,000 has to be advertised publically.  He confirmed that this will open the doors to more local small and medium business enterprises (SMEs) and make information on the procurement process more widely available. 

The Head of Procurement informed the Panel that contracts come in all shapes and sizes, some high value, some for small groups with specific needs. He advised that different approaches are needed for different contracts, for example  often those affected and those working with the a specific group of people will know what they need and what they need the contract to deliver and in these cases they will be key players in the process.

In response to a further question about transparency the Head of Procurement confirmed that small local business and national companies equally can find information about contracts on the Wolverhampton Contracts Portal . He confirmed that all the information needed to put in a bid is in the same place and that once registered it will be the same process to apply for tenders each time. He further advised that when the contract is awarded the following will be disclosed to the public:

• The successful contractor
• What the contract is for
• The total value

This is  available on the national Contracts Finder website in the same way it is currently available through a freedom of information request (FOI).

When asked what will be different about the new procurement procedure and how it links to business and enterprise the Head of Procurement advised that he had little knowledge of the previous operation however moving forward he advised that there is a  Wolverhampton social value and procurement event planned for 23 April 2015. This will feed into the proposed procurement strategy and in relation to business  ...  view the full minutes text for item 5.

[To provide an update to the panel to consider the arrangements for ensuring adequate identification and management of budget risks and Budget planning and forecasting for future years.]

Claire Nye, Chief Accountant provided a paper that included all financial reports which had been presented to Cabinet and Cabinet (Resources) Panel since the last meeting of the Confident Capable Council Scrutiny Panel.

Councillors asked for a definition of ‘Deprivation of Liberty Safeguarding’ Claire Nye, Chief Accountant responded to the request and agreed to send a response to Councillors.

The Chief Accountant agreed to provide an updated breakdown of funds that come into the Council.

In response to a point raised relating to infographics as discussed at the previous meeting, the Chief Accountant advised that the re-drafted financial plan will include infographics and that the figures for breakdown of funds will be incorporated.

Resolved:

1.    That the budget update and review be noted.

2.    That the Panel note that infographics will be used to enhance the updated financial plan.

Cllr Rita Potter, Chair, thanked the Scrutiny Panel for their individual contributions and for the masses of work that had been considered this municipal year. She referred to several items that will be listed in the annual scrutiny report and that she felt that the Panel has really made a difference.

The Chair thanked Cllr Christopher Haynes for his support as an excellent Vice-Chair for the Panel.

The Chair thanked Scrutiny support officers Andrew Harvey and Deb Breedon for their support through the year and wished Andrew Harvey a successful career in the future.

Cllr Christopher Haynes, Vice Chair, thanked Cllr Rita Potter for her excellent chairing skills this year as the Chair of the Panel.

End of meeting 19:00