Agenda and minutes

- to receive minutes

The minutes of a previous meeting held on 14^th March, 2006 were agreed as a correct record.

- to receive minutes

The minutes of a meeting of the Joint Service Centre Project Board held on 8^th March, 2006 were agreed as a correct record.

- to receive minutes

The minutes of a meeting of the Education of Looked After Children held on 27^th February, 2006 were agreed as a correct record.

- to consider a request to retrospectively suspend Standing Order 44

Consideration was given to a report of the Acting Head of Service, Resources and Access which contained details of the need to seek approval to retrospectively suspend Standing Order 44 in respect of four purchases, in accordance with a recommendation from Internal Audit following an audit at Kilnhurst Primary School.

The nature of the breaches can be summarised as follows:

(a)                The School advised that they had obtained quotations for resurfacing the play area of the Autistic Resource (£8,503) and the purchase of ICT equipment (£6,315 and £5,989) but were unable to provide these quotations for the auditors at the time of their audit.

(b)                Book purchases (£8,000) were made from the same supplier by different members of school staff which had resulted in the £3,000 threshold being exceeded.  This had only been recognised during the audit.

The school had failed to observe the Authority’s Standing Orders for the four specific purchases above.  However, audit recommendations accepted by the school should ensure future compliance. 

It was noted that a number of finance training courses were being developed and would incorporate the use of Financial Regulations.  These would be delivered to Finance Managers, Head Teachers and Governors.

In addition, it was noted that it was the intention of Schools Finance to provide a more user-friendly version of the Financial Regulations for schools.

Resolved:-  (1)  That the report be received.

(2)  That, in view of the circumstances and the representations of the Officer, the retrospective suspension of Standing Order 43 for the four breaches of the Authority’s Standing Orders identified in the recent audit report, be approved.

- to consider an exemption under Standing Order 35

Following recommendations by the Internal Audit Service, consideration was given to a report of the Head of Culture and Leisure which sought approval to exempt Standing Order 35 in order to allow the contract for the purchase of 3 Laser Pico’s and 3 Laser Vago’s for Rother Valley Country Park Water Sports Centre at a cost of £15,259.29.

As part of the ongoing replacement of equipment at Rother Valley Watersports Centre, there is a need to purchase six ‘Laser’ sailing boats.  These will be used for general hire and instruction.  ‘Laser’ boats are required because they conform to an Olympic standard, as specified for training purposes.  Performance Sailcraft Limited are the sole manufacturers and suppliers of these boats, and it is not therefore possible to gain two written quotations as required by normal standing orders.

Resolved:-  (1)  That the report be received.

(2)  That, having considered the case set out in the report for exempting the contract for the purchase of six sailing boats from Performance Sailcraft Limited at a cost of £15,259.29, the Cabinet Member for Lifelong Learning, Culture and Leisure directed the exemption of the contract from Standing Order 43 (5) (b) (requirement to invite two oral or written quotations where estimated value of contract is between £3,000 and £20,000).