Issue - meetings

Report of Corporate Finance Manager

That the Committee endorses the updated financial procedure rules and recommend that they are submitted to Council with the Constitution being duly amended in due course

The Corporate Finance Manager introduced a report on the proposed updated Financial Procedure Rules (FPRs) for comment and endorsement prior to approval at County Council on 23 July 2015.  He provided background information and referred to the key considerations in the report.  He advised that once approved the FPRs would be published on the Infonet and a programme of awareness raising would be implemented with all staff needing to complete a training session to ensure they  are aware of the responsibilities they have in the adherence of the FPRs.

                        The Chair invited Members to raise questions.

                        Councillor Chris Bithell referred to the issue of a delay in invoices being sent to Town and Community Councils for payment for services which had been provided by the Authority.  He said such a delay was embarrassing in view of the Authority’s current financial position and it was unacceptable that funds were waiting  to be collected.  Councillor Bithell also asked what happened to those resources which were surplus to requirements by the Authority and cited computers, telephones, and furniture as an example.

                        The Corporate Finance Manager responded that the FPRs confirmed the principle that invoices were to be raised as soon as possible for services supplied by the Authority.  Regarding the further question asked by Councillor Bithell concerning disposal of surplus resources he explained that all equipment and furniture was held centrally and recycled.  If not required elsewhere such items would eventually be sent to general auction.  He said he could provide further information to Members on this process if required.   In response to a query from the Chair the Chief Officer (Governance) advised that if a request was made for new furniture or equipment within the Authority there was a procedure and a “fail-safe” system in place to ensure that consideration was given to meeting the need “in-house” in the first instance.

Councillor Dave Mackie referred to Appendix 1, Section 1.4, and said there was no reference to the responsibilities of Members.

            RESOLVED:

That the Committee endorses the updated financial procedure rules and recommend that they are submitted to Council with the Constitution being duly amended in due course