Agenda and minutes

Apologies for absence were received from Randall Anderson.

No declarations were made.

To agree the public minutes of the meeting held on 06.11.20.

RESOLVED – That the public minutes of the meeting held on 06.11.20. be agreed as a correct record subject to the following corrections:

·         As agreed at a previous meeting, an Action Fraud update should be a standing agenda item for future meetings.

·         The location of the meeting in the minutes header to be corrected to reflect that the meeting was a virtual meeting.

Report of the Chamberlain

The Sub Committee considered a report of the Chamberlain outlining the workplan for future meetings.

Members noted that the workplan for forthcoming meetings in March and May did not have many items listed.  In view of this, the Sub Committee agreed to cancel these meetings and arrange a new meeting to be held in April after the Easter break.  It was also agreed that the Sub Committee’s terms of reference be reviewed at the next meeting.

RESOLVED –

1.          That the report be noted.

2.          That the meetings scheduled for March and May 2021be cancelled and a new date arranged for the Sub Committee to meet in April 2021, after the Easter break.

3.          That the Sub Committee’s terms of reference be reviewed at the next meeting.

Report of the Chamberlain

The Sub Committee considered a report of the Chamberlain updating Members on the work of the City Procurement team, key performance indicators and areas of progress.

Officers reported that despite the continuing challenges of COVID-19, a high level of output was being maintained with invoices being paid on time to support Small and Medium Enterprises during these unprecedented times.

In response to questions and comments from Members, Officers stated that additional staff had been recruited to assist with the processing Freedom of Information (FoI)requests and that all expenditure above £500 was published on the CoL website.  Officers undertook to revisit thresholds to see if more data could be made public to reduce the number of FoI requests.

RESOLVED –

1.         That the report be noted.

2.         That Officers revisit thresholds to see if there is scope for more data to be made public to reduce the number of FoI requests.

Report of the Chamberlain

The Sub Committee considered a report of the Chamberlain giving an overview of the management of risks faced by City Procurement.

In response to comments and questions from Members, Officers stated that funding and staffing were of equal concern and that the impact of fundamental review savings and staffing levels was under constant review.

It was also reported that a Brexit Assurance exercise carried out for key suppliers had not identified any significant concerns/ impact.  Some contractors such as specialist engineering and highways and maintenance had flagged delays in receiving key components/materials but thus far, this had not caused disruption 

Although there was media interest in fresh food supplies, in the context of CoL supply chains, any impact was negligible and not due to Brexit.  Officers were keeping a watching brief. And undertook to provide an update for the next meeting.

RESOLVED –

1.         That the report and the actions taken by the City Procurement team to monitor and manage risks arising from its operations be noted.

2.         That an update of the impact of Brexit on supply chains be presented to the next meeting.

There were no public questions.

·         Action Fraud Project: Dispute resolution update, tender of new system and options for interim arrangements

The Chairman reported that the above late paper which had been circulated to Members, would be considered as urgent business.  Once the non-public business had been concluded, the livestream would be resumed so that this item could be considered in public session.

Joint Report of the Town Clerk and the Commissioner

The Sub Committee considered a joint report of the Town Clerk and the Commissionerseeking authority to establish a dedicated, time-limited, stand-alone fulfil the need for Member oversight of the Next Generation Fraud and Cyber Crime Reporting and Analysis Service (FCCRAS).

In considering this report, a Member expressed reservations about establishing yet another Committee in the context of the recommendations of the corporate governance review which were still being considered.  A Member also expressed concerns at the late circulation of this report which provided little time for Members to give this matter full consideration before making an informed decision.

Officers gave assurances that the proposed new Committee would be required for a fixed period of time to steer procurement of the new service, following which the committee would be dissolved. 

The Sub Committee supported the recommendation

RESOLVED -That the establishment of a new stand alone, time-limited committee to oversee the FCCRAS project be endorsed, with decision-making responsibilities of the Procurement Sub Committee passed on to this new committee. (Submission of the proposal to the Court of Common Council will be subject to consultation with, and approval from all the relevant committees referenced in paragraph 15 of the officer report).

MOTION - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

RESOLVED - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the remaining items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

To agree the non-public minutes of the meeting held on 06.11.20.

RESOLVED – That the non-public minutes of the meeting held on 06.11.20. be agreed as a correct record.

Report of the Town Clerk

The Sub Committee considered a report of the Town Clerk advising Members

of action taken by the Town Clerk in consultation with the Chairman and Deputy

Chairman, in accordance with Standing Order Nos. 41(a) and 41(b) since the

last meeting.

The Chamberlain to be heard.

The Sub Committee considered a joint oral update from the Chamberlain and the Commissioner.

Joint Report of the Town Clerk and the Chamberlain

The Committee considered a joint report of the Town Clerk and the Chamberlain seeking approval for the recommended procurement strategy to extend the existing contract for the supply of temporary labour.

Report of the Chamberlain

The Committee considered an update from the Chamberlain

Report of the Chamberlain

The Committee considered a report of the Chamberlain outlining action to monitor the use of departmental purchase cards.

There were no non-public questions.

There was no other non-public business.