Issue - meetings

The Financial Procedure Rules and Contract Procedure Rules provide the framework for managing the Council’s financial affairs. They apply to every Member and Officer and anyone acting on its behalf. All decision makers need to ensure that they have the authority under the Constitution to make a decision, and that they are also authorised under these Rules to incur the financial consequences of every decision that they make.

The Chair, Cllr Julian Spence, declined to consider the Financial Procedure Rules document as it had no covering report identifying the purpose of the document, background and what was expected of the Committee.

A discussion was had as to whether the covering report and document could be circulated to the committee ‘off-line’ for comments and approval OR if an additional meeting would need to be scheduled to consider the document. This would be clarified with the Monitoring Officer.

Post Committee update:

An Extraordinary meeting will be held on 8 July 2024 to discuss this item.

The Executive RESOLVED

     I.        That the delegation of Executive functions set out in the revised Joint Officer Scheme of Delegation and Proper Officer Scheme (Appendices 1 and 3) be approved.

    II.        That the Monitoring Officer, in consultation with the Leader, Deputy Leader & Portfolio Holder, be authorised to include any changes to the Scheme of Delegation in respect of Executive functions recommended by the Standards and General Purposes Committee.

The Leader of the Council introduced the report which sought approval of the delegation of Executive functions set out in the revised Joint Officer Scheme of Delegation and Proper Officer Scheme for recommendation to the Standards and General Purposes Committee. The Leader thanked Officers together with Members of Guildford and Waverley Borough Council’s Joint Constitutions Review Group for their work in preparing the revised joint scheme.

There being no further discussion, the Leader asked that any questions or further suggestions be forwarded to Officers in advance of the Standards and General Purposes Committee on 8 July.

The Executive RESOLVED

     I.        That the delegation of Executive functions set out in the revised Joint Officer Scheme of Delegation and Proper Officer Scheme (Appendices 1 and 3) be approved.

    II.        That the Monitoring Officer, in consultation with the Leader, Deputy Leader & Portfolio Holder, be authorised to include any changes to the Scheme of Delegation in respect of Executive functions recommended by the Standards and General Purposes Committee.

Reason:

     I.        An officer scheme of delegation and proper officer scheme which is materially the same for both Councils, whilst being owned by each Council in respect of their services, will help to promote more efficient joint working and will support the transformation programme by aligning officer decision making across both Councils.

    II.        The recommended changes will improve the governance procedures for each Council and will ensure that there is greater transparency over decision making.

  III.        The reductions in financial limits will ensure that key decisions are made by the Executive, thereby promoting accountability and transparency.

  IV.        Aligning officer delegations into a joint scheme, supports the Councils Collaborative and Transformation programme and provides clarity for those officers employed to provide a joint service across both Councils.