(If any) – receive.

Apologies were received from Councillors Barry Mugglestone (John Crowder substituting) Stephanie Nunn (Christine Smith substituting) and Matt Stanton (Pat Brown substituting).

Members are invited to disclose any interest in any of the items on the agenda at this point of the meeting. 

Members may still disclose any interest in any item at any time prior to the consideration of the matter.

There were no disclosures of interest.

To approve as a correct record the minutes of the Committee held on 26 November 2025 (attached) and to authorise the Chairman to sign them.

The minutes of the meeting held on 26 November 2026 were agreed as a correct record and signed by the Chairman.

Report and appendix attached.

The Head of Procurement and Contract Management that the introduction of new legislation and necessitated some revisions to the Contract Procedure Rules (CPRs).

Delegations now reflected the current thresholds in the Constitution and the use of e-action processes had been made more discretionary. A more structured approach had also been introduced for waivers and exceptions which would be easier for officers to follow. New procurement routes had also been added covering areas such as dynamic markets. Processes for care oriented procurement were now included as were clearer definitions of agency workers and consultants. 

The Monitoring Officer confirmed that he had reviewed the Contract Procedure Rules and that a further review of contract thresholds may be needed in perhaps six months time. Consultation on the revised CPRs had undertaken with finance, legal and committee services. Drafts of the document had also been taken to the Constitution Working Party and Theme Board. The Overview and Scrutiny Board was also welcome to scrutinise the CPRs if it wished.

The Council was required by law to ensure ease of access by local firms to the contract bidding process and engagement had been undertaken with the local Business Forum. A toolkit for local small and medium-sized businesses would be developed.

Contracts in excess of £30k would go through the new e-procurement portal which would greater transparency and value for money. If a contract was worth more than £214k, a legal process would need to be followed with for example a requirement for pre-market testing. Contract management was encouraged by legislation and it was anticipated that management meetings would be included as part of the contract specification. Social value for lower value contracts could be picked up the e-procurement system. Training packages on this would be tailored to Havering.

A Member commented that there was not enough information in the CPRs on embedded leases and s 20 notices. Officers responded that these issues could be picked up by the review group. There would also be a more collaborative approach with the leaseholder team. The Monitoring Officer clarified that contracts could be sealed manually or electronically and that sealed contracts could give a longer enforcement period.

It was AGREED:

That the Contract Procedure Rules 2025 be recommended to Council for adoption in place of the Contract Procedure Rule 2016.

Report and appendices attached.

The Monitoring Officer advised that an end of year summary of work on the Constitution was due to go to Council next week. This was taken to Council each March as part of a three year project on the Constitution. All changes had gone through the Constitution Working Party and Governance Committee. This process was due to continue into the new municipal year. Members felt that the Constitution Working Party should continue as it had proved useful in the cycle of reviewing the Constitution.

The Monitoring Officer summarised some of the principal changes being proposed to the Constitution:

-       The Access to Information Procedure Rules had been divided into two parts.

-       A provision for a staff representative on the Pensions Committee had been introduced.

-       The Contract Procedure Rules had been revised.

-       More straightforward arrangements for Member Code of Conduct complaints has been introduced.

-       Changes to the management structure had been reflected and the Appointments Sub-Committee would now only deal with appointments at a higher level – grade G14 and above.

-       The sign-off of Council policies and strategies had been reallocated to Council/Cabinet/Portfolio Holders/Strategic Directors/Heads of Service as appropriate. A list of Council policies could be brought to a future meeting of Governance Committee.

It was AGREED:

That the revised Constitution be submitted to full Council for approval and adoption.