Agenda and decisions

Administrative Committee - Thursday, 19 January 2023 7.00 pm

Venue: Council Chamber, Council Offices, Knowle Green, Staines-upon-Thames TW18 1XB

Contact: Christeen Abee Email: c.abee@spelthorne.gov.uk

Link: Members of the public can view this meeting via YouTube

Items
No.	Item
1.	Apologies and substitutes To receive apologies for absence and notification of substitutions. Decision: Apologies were received from Councillor Brar, Councillor Harman, and Councillor Spoor. Councillor Beardsmore attended as Councillor Harman’s substitute, and Councillor Bateson attended as Councillor Spoor’s substitute.
2.	Minutes PDF 193 KB To confirm the minutes of the meeting held on 10 November 2022 as a correct record.
3.	Disclosures of interest To receive any disclosures of interest from councillors in accordance with the Council’s Code of Conduct for members.
4.	New and Revised Procurement Policies and Procedures PDF 212 KB View the background to item 4. View the decision for item 4. The Committee is asked to: 1. Note and agree the updates to the existing Procurement Policies and Procedures 2. Review and agree the four new Procurement procedures 3. Note that it is currently not possible to implement a requested action to increase the threshold for all local procurements to £10k and agree that this will be considered at the next review of contract standing orders. Additional documents: Appendix A - LIST OF PROCUREMENT POLICIES PROCEDURES , item 4. PDF 190 KB Appendix B - 08_Supplier Due Diligence Checklist , item 4. PDF 373 KB Appendix C- 09_Managing Risk in Procurement Projects , item 4. PDF 499 KB Appendix D - 10_Drafting a Specification , item 4. PDF 480 KB Appendix E - 11_Exemption Request Procedure , item 4. PDF 606 KB Decision: The Committee resolved to 1) Note and agree the updates to the existing Procurement Policies and Procedures 2) Review and agree the four new Procurement procedures 3) Note that it is currently not possible to implement a requested action to increase the threshold for all local procurements to £10k and agree that this will be considered at the next review of contract standing orders.
5.	23/24 Budget PDF 256 KB View the background to item 5. View the decision for item 5. To review the budget, fees and charges, growth bids, savings bids and capital growth bids for the committee’s areas of responsibility. Additional documents: Admin Committee Net Expenditure Budget , item 5. PDF 326 KB Admin Committee Detailed budget by cost centre , item 5. PDF 71 KB Admin Committee Fees and Charges 23-24 , item 5. PDF 73 KB Admin Committee Growth bids , item 5. PDF 197 KB Admin Committee Savings bids , item 5. PDF 339 KB Admin Committee Capital Growth bids , item 5. PDF 422 KB Decision: The Committee resolved that the Chief Accountant requests that cost centres under the remit of the Administrative Committee look for further savings to meet the cost of the Paralegal growth bid. The Committee resolved to recommend the draft 23/24 budget to the Corporate Policy and Resources Committee.
6.	Feedback on 23/24 Budget Setting Process View the background to item 6. To provide feedback on this year’s budget setting process.
7.	Appointment of Representative Trustees - Laleham Charities Village Hall and Recreation Grounds PDF 202 KB View the background to item 7. View the decision for item 7. To consider the appointment of three representative trustees to Laleham Charities – Village Hall and Recreation Grounds. Decision: The Committee resolved to appoint Bob Parry, Ken Williams and Kevin Rowell as representative trustees to Laleham Charities Village Hall and Recreation Grounds.
8.	Forward Plan PDF 25 KB To consider the Forward Plan for committee business. Decision: The Committee resolved to note the Forward Plan with to the additional item raised at the meeting.