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 21^st February 2025.

RESOLVED- That the minutes of the meeting held on 21^st February 2025 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 the District Heating Update.

Contact: Scott Wise, Head of Assets and Development.

RESOLVED -

1)    That the District Heating report be approved.

2)    That Officers provide the committee with details on the following:

                      (i)         The pricing structure that included extensive solar panels installed,

                     (ii)         Confirmation on the legal position regarding the Housing Revenue Account,

                   (iii)         Information on how the energy price cap increase/decreases would impact residents,

3)    That Officers provide a report at a future committee meeting providing full detail of actions against each area identified in the internal audit recommendations.

4)    That Officers provide a report at a future committee meeting providing full details of the Housing Revenue Account,

5)    That Officers provide a report at a future committee meeting providing an update on arrangements for management of the operational and financial aspects of the District Heating function.

To receive the Proposed Revision to Financial Procedure Rules report.

Contact: Martin Dearnley, Head of Risk,

              Kevin Mulvaney, Service Director, Finance.

RESOLVED-That the changes contained within the appendix and track changed document in the proposed revisions to Financial Procedure Rules be approved and recommended to Council.

To receive the Proposed Revisions to Contract Procedure Rules March 2025 report.

Contact: Ruth Calladine, Head of Procurement.

RESOLVED- That the proposed revisions to Contract Procedure rules March 2025 be recommended to Council for approval.

To receive the Constitution Updates Report.

Contact: David Stickley, Principal Lawyer.

RESOLVED-

1)    That the Constitution Update Report be approved with the following amends and recommended to Annual Council:

                      (i)         That 5 (6) wording of “where practicable” be reworded

                     (ii)         That at 14 (6) wording includes the word or

                   (iii)         That gifts in appendix E be amended to less than £25

2)    That 11 (6) be agreed at Annual Council

3)    That Appendix B be amended as below:

                      (i)         Point 5 to add “to assess the progress made by the council in implementing the recommendations made by the External Auditor

                     (ii)         Point 7.1 to add “systems for risk management”

                   (iii)         Point 9 to reword to include approval of the recommendation of payments

                   (iv)         Removal of point 12

                    (v)         Point 14 to include making charity and charitable trust decisions required of the council other than whereas corporate trustees those decisions are those of the Cabinet.

To receive the Councillor and Officer Protocol Update report.

Contact: David Stickley, Principal Lawyer.

RESOLVED- That the Councillors and Officers Protocol be recommended to Council with the following amendments:

      (i)         That the Distinct Roles of Councillors be amended to advise that Councillors cannot amend Officer recommendations,

    (ii)         That What Councillors can expect from Officers be reworded to consider friendships/relationships between Councillors and Officers.

To receive the Proposal for the Review of Procurement Practices in accordance with the Council Motion resolved on 13 November 2024 report.

Contact: Ruth Calladine, Head of Procurement.

RESOLVED- That the Committee agree to oversee the review of procurement practice to address the motion agreed at Cabinet on13 November 2024.

To review the 2024/25 Agenda Plan.

RESOLVED- That the updated Agenda Plan be noted.