Agenda and decisions

To receive apologies for absence from those Members who are unable to attend the meeting and details of substitutions and for whom they are attending to the Committee membership.

Toapprovethe Minutesofthemeetingof the Committeeheld on 30^th January 2026.

To approve the Minutes of the meeting of the Committee held on the 30^th January 2026. 

RESOLVED –

That the Minutes of the meeting held on the 30^th January 2026 be approved as a correct record.

Members will be asked to say if there are any items on the Agenda in which they have any disclosable pecuniary interests or any other interests, which may prevent them from participating in any discussion of the items or participating in any vote upon the items.

Most agenda items take place in public. This only changes where there is a need to consider exempt information, as contained at Schedule 12A of the Local Government Act 1972. You will be informed at this point which items are to be recommended for exclusion and to be resolved by the Committee.

The Committee will receive any petitions and/or deputations from members of the public. A deputation is where up to five people can attend the meeting and make a presentation on some particular issue of concern. A member of the public can also submit a petition at the meeting relating to a matter on which the body has powers and responsibilities.

In accordance with Council Procedure Rule 10, Members of the Public must submit a deputation in writing, at least three clear working days in advance of the meeting and shall subsequently be notified if the deputation shall be heard. A maximum of four deputations shall be heard at any one meeting. 

To receive any public questions.

In accordance with Council Procedure Rule 11, the period for the asking and answering of public questions shall not exceed 15 minutes.

Any questions must be submitted in writing at least three clear working days in advance of the meeting.

To receive a verbal progress update.

Contact: Grant Thornton, External Auditor.

To receive a verbal progress update.

Contact: Greg Charnley (External Audit)

RESOLVED – That the verbal progress update be noted.

To receive the Proposed Revisions to Financial Procedure Rules report.

Contact: Martin Dearnley, Head of Risk

To receive the Proposed Revisions to Financial Procedure Rules report.

Contact: Martin Dearnley, Head of Risk

RESOLVED –

1.    That the changes as detailed in the report be approved and recommended to Council for approval.

2.    Officers to report back to a future meeting of the Committee on how projects which are identified for inclusion in the Capital plan, are then considered by Council.    

To receive the Proposed Revisions to Contract Procedure Rules March 2026 report.

Contact: Ruth Calladine, Head of Procurement.

To receive the Proposed Revisions to Contract Procedure Rules March 2026 report. 

Contact: Ruth Calladine, Head of Procurement

RESOLVED –

1.    That the proposed amendments to Contract Procedure Rules (CPRs) be noted and recommended for approval by Council on 11 March 2026.

2.    That the information provided on the example illustrating the life cycle of a contract be noted.

To receive the Constitution Updates report.

Contact: Samantha Lawton, Service Director Legal & Commissioning (Monitoring Officer).

To receive the Constitution Updates report.

Contact: Samantha Lawton, Service Director Legal and Commissioning (Monitoring Officer)

RESOLVED –

1.    That the Monitoring Officer delegations in Appendix A be noted.

2.    That the suggested amendments to the following areas set out at paragraph 2 be recommended to Council:-

· Councillor Safeguarding protocol

· Council procedure rules

· Protocol for Public Speaking at Planning Committee

· Responsibility for Non- Executive functions - CGA – Terms of Reference · Responsibility for Non-Executive functions - Appeals Panel – Terms of Reference

3.    That the work of the cross-party Constitution Working Group be noted

4.    That it be noted that the Constitution has been subject to a review and no amendments other than those set out below are required at this time.

5.    That the amendments to the Constitution be noted and recommended to Council for approval.

To receive the Internal Audit Quarterly report 3 2025-26, October 2025 to December 2025.

Contact: Martin Dearnley, Head of Risk

To receive the Internal Audit Quarterly report 3 2025-26, October 2025 to December 2025.

Contact: Martin Dearnley, Head of Risk

RESOLVED – That the Internal Audit Quarterly report 3 2025-26, October 2025 to December 2025 be noted.

To resolve that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting during consideration of Agenda item 13 on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.

 To resolve that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.

RESOLVED- That acting under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act, as specifically state in the undermentioned minute.

Exempt appendix in relation to agenda item 11.

Exempt appendix in relation to agenda item 11.

RESOLVED – That the Committee noted the exempt information, which was an appendix to Agenda item 11.

To review the 2025-26 Agenda Plan.

Contact: Helen Kilroy, Assistant Democracy Manager.

To review the Committee Agenda plan for 2025/26.

Contact: Nicola Sylvester, Principal Governance Officer

RESOLVED – That the Agenda Plan for 2025/26 be noted.