Agenda and minutes

Venue: Bromley Civic Centre

Contact: Graham Walton  0208461 7743

Items
No. Item

52.

APOLOGIES FOR ABSENCE AND NOTIFICATION OF SUBSTITUTE MEMBERS

Minutes:

Apologies for absence were received from Councillor Chris Pierce and Councillor Russell Mellor.

53.

DECLARATIONS OF INTEREST

Minutes:

There were no declarations of interest.

54.

QUESTIONS FROM COUNCILLORS AND MEMBERS OF THE PUBLIC ATTENDING THE MEETING

In accordance with the Council’s Constitution, questions to the Chairman of this Sub-Committee must be received in writing 4 working days before the date of the meeting.  Therefore please ensure questions are received by the Democratic Services Team by 5pm on Wednesday 5th April 2017.

Minutes:

No questions had been received.

55.

MINUTES OF THE MEETING HELD ON 9TH FEBRUARY 2017 AND MATTERS ARISING pdf icon PDF 99 KB

Minutes:

RESOLVED that the minutes of the meeting held on 9th February 2017 be confirmed, subject to the addition of the word “substantial” before “additional works” in minute 48, Manorfields/Orchard and Shipman Contract.

56.

CORPORATE CONTRACTS REGISTER HTM 2 KB

The Corporate Contracts Register is circulated under separate cover.

Minutes:

The Sub-Committee considered the latest version of the Corporate Contracts Register. This was now in a new format, having been generated from the Contracts Database for the first time, and included only contracts with a total contract value greater than £200k flagged as red or amber.

 

It was explained that more contracts were flagged as red or amber now, as the flag was automatically generated by the system and could not be overridden. For example a contract nearing its end would be flagged as red, even though a replacement contract was correctly in place. There were still a number of such caveats which needed to be taken into account while the system was being developed and populated. Further work included adding a risk indicator linked to the Internal Audit Risk Register, and the addition of details of waivers. The system was still on course to be fully operational by September.

 

The Chairman urged that the Contracts Register should be considered by the next cycle of PDS Committee meetings, and that it should not just be an information item – Democratic Services would ensure that this was on each agenda.  The Register would go through the Commissioning Board and the Corporate Leadership Team (CLT) before being submitted to PDS Committees.

 

The Chairman congratulated the officers involved in developing the contracts database system.

 

RESOLVED that the latest Contracts Register be noted, and that all PDS Committees be requested to consider their element of the Register at their next meetings.

57.

WORK PROGRAMME pdf icon PDF 130 KB

Minutes:

Report CSD17053

 

The Sub-Committee considered its work programme for the five scheduled meetings in 2017/18. There were already three issues flagged for future consideration – the follow-up Internal Audit report on Waivers, Exit Strategies and CAMHS (Child and Adolescent Mental Health Services). It was confirmed that a report on the new Commissioning Directorate was expected for the next meeting. In addition, the Sub-Committee asked for a report on processes around services being commissioned for the first time – it was suggested that this could include a list of examples and information about setting up frameworks for other authorities to join Bromley contracts. It was likely that Audit Sub-Committee would continue to be a source of issues relating to contracts that needed consideration.  

 

The Chairman urged Members to let him know about any other issues that could be added to the work programme.

 

RESOLVED that the work programme be updated in line with the comments set out above.

58.

LOCAL GOVERNMENT ACT 1972 AS AMENDED BY THE LOCAL GOVERNMENT (ACCESS TO INFORMATION) (VARIATION) ORDER 2006 AND THE FREEDOM OF INFORMATION ACT 2000

The Chairman to move that the Press and public be excluded during consideration of the items of business listed below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

Minutes:

RESOLVED that the Press and public be excluded during consideration of the item of business referred to below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

 

The following summary

refers to matters

involving exempt information

59.

ISSUES FROM AUDIT SUB-COMMITTEE ON 4TH APRIL 2017

Minutes:

The report concerned issues arising from Audit Sub-Committee’s meeting on 4th April 2017 – the Sub-Committee decided to defer consideration to its next meeting on 13th June 2017.

 

Original Text: