Issue - meetings

(i)       to note the responses from the Director of Resources and Chief Officer Commercial and Procurement to various questions raised by the Committee;

(ii)      to request the Chief Internal Auditor to consider including a similar audit into the Internal Audit Plan for 2020/21;

(iii)      to otherwise note the content of the report and endorse the recommendations for improvement as agreed by the relevant function.

The Committee had before it a report by the Chief Internal Auditor which presented an audit in relation to Compliance with Procurement Legislation and Council Regulations which was undertaken to provide assurance that the Council had appropriate arrangements in place to ensure compliance with procurement legislation and internal regulations and that they were being complied with.

Councillor Duncan sought assurance that staff were being reminded of the importance to comply with the procurement systems in place.  The Director of Resources advised that one-to-one meetings were taking place with all Chief Officers to ensure there was full compliance with the systems in place.

Councillor Duncan sought assurance as to whether there was adequate training in place for staff in relation to the contracts database and it being updated promptly for all new contracts and amended contract details.  The Head of Commercial and Procurement advised that all staff involved with procurement were required to complete the online training course and a face to face course to ensure they were familiar with the requirements of the system.

Councillor Duncan asked whether the new Commissioning process and Committee approval process would be easier to manage.  The Head of Commercial and Procurement advised that there was full scrutiny prior to Committee approval which ensured that all business cases were completed fully.

The Convener sought assurance that there were no further instances where the total spend of a contract exceeded the expenditure agreed at the relevant Committee.  The Head of Commercial and Procurement advised that all contracts were being monitored.

Councillor Allard requested that a further audit in this area be considered to provide assurance to the Committee that improvements had been made.  The Convener advised that he would welcome a future audit in this area and requested the Chief Internal Auditor to consider including a similar audit in the 2020/21 Internal Audit Plan.

The Committee resolved:-

(i)       to note the responses from the Director of Resources and the Head of Commercial and Procurement to various questions raised by the Committee;

(ii)      to request the Chief Internal Auditor to consider including a similar audit into the Internal Audit Plan for 2020/21; and

(iii)      to otherwise note the content of the report and endorse the recommendations for improvement as agreed by the relevant function.