Agenda

22nd edition, Constitution - Tuesday, 18 April 2023

Contact: Becky Owen, Democratic Services Manager, on 01455 255879 or email  rebecca.owen@hinckley-bosworth.gov.uk 

Items
No. Item

1.

Part 1 - summary and explanation pdf icon PDF 3 KB

Last updated 18 April 2023.

Additional documents:

2.

Part 2 - responsibility for functions pdf icon PDF 6 KB

Last updated 18 April 2023.

2a

Introduction to responsibility for functions pdf icon PDF 107 KB

Last updated 1 April 2022.

2b

Terms of reference of council bodies pdf icon PDF 163 KB

Last updated 18 April 2023.

 

Since the review of the constitution in April 2023, the following changes were agreed by Council on 30 January 2024:

 

Addition of matters reserved for Council at paragraph 1.2:

 

·         Tourism Strategy

·         Climate Change & Biodiversity Strategy.

 

The following change was agreed by Council on 16 July 2024:

 

Paragraph 2.1 of part 2b be amended to reduce the number of members of the Appeals Panel from 12 to 11.

2c

Terms of reference of working groups pdf icon PDF 133 KB

Last updated 18 April 2023.

2d

Terms of reference of the Executive pdf icon PDF 138 KB

Last updated 18 April 2023.

2e

Terms of reference for overview & scrutiny pdf icon PDF 121 KB

Last updated 18 April 2023.

2f

Scheme of delegation to officers pdf icon PDF 226 KB

Last updated 18 April 2023.

 

Since the review of the constitution in April 2023, at it meeting on 28 November 2023 Council agreed an amendment to paragraph 3.2 of part 2(f) to replace “polling station changes” with “polling place changes”:

 

·         Agree polling place changes at short notice in consultation with group leaders and the relevant ward member(s)

 

Additional documents:

2g

Member champions pdf icon PDF 6 KB

Last updated 1 April 2020 for web accessibility (no change to content).

3.

Part 3 - procedure rules pdf icon PDF 142 KB

Last updated 18 April 2023.

3a

Introduction to procedure rules pdf icon PDF 84 KB

Last updated 18 April 2023.

3b

Council procedure rules pdf icon PDF 281 KB

Last updated 18 April 2023.

3c

Planning Committee procedure rules pdf icon PDF 209 KB

Last updated 18 April 2023.

3d

Access to information procedure rules pdf icon PDF 243 KB

Last updated 18 April 2023.

3e

Budget and policy framework procedure rules pdf icon PDF 223 KB

Last updated 18 April 2023.

3f

Executive procedure rules pdf icon PDF 350 KB

Last updated 18 April 2023.

3g

Overview & scrutiny procedure rules pdf icon PDF 442 KB

Last updated 18 April 2023.

3h

Financial procedure rules pdf icon PDF 452 KB

Last updated 18 April 2023.

 

Since the review of the constitution in April 2023, the following changes to this part were approved by Council on 30 January 2024:

 

Subsidy control

 

25.7 Control over authorisation of subsidy Minimum financial assistance up to £315,000

Cash based subsidies

·         Cash based subsidies of less than £5,000 may be approved by the director of the service must be approved by the Executive. Up to an annual limit of £50,000

·         Cash based subsidies up to £10,000 may be approved by the Director of the service must be approved by the Executive. Up to an annual limit of £250,000

Replace with amendment  to remove error in wording.

 

25.7 Control over authorisation of subsidy Minimum financial assistance up to £315,000

Cash based subsidies

·         Cash based subsidies of less than £5,000 may be approved by the director of the service. Up to an annual limit of £50,000

·         Cash based subsidies up to £10,000 may be approved by the Senior Leadership Team. Up to an annual limit of £250,000

 

3i

Contract procedure rules pdf icon PDF 374 KB

Last updated 15 December 2020.

 

Since the review of the constitution in April 2023, the following changes to this part were approved by Council on 30 January 2024:

 

14.       Acceptance of tenders

 

14.1    In accepting a tender, consideration will be given to price and quality. A suitable pre-determined price-quality model (evaluation model) will be devised by the appropriate director in conjunction with the council’s procurement officer and will be approved by the Head of Finance. Selection of the best tender will be based on this evaluation.

 

Replace with

 

14.       Acceptance and Evaluation of tenders

 

14.1    For all tenders the evaluation weightings must be based on the minimum % proportion for  Technical (Quality) and Commercial (Price). The standard minimum weighting  applied is 40% Technical and 60% Commercial, an increase to the commercial element is permitted, however deviation from the minimum commercial % to a reduced commercial % element below 60% will require approval from the respective Director or Head of Service. The Commercial weighting cannot be less than 50%. Selection of the best tender will be based on this evaluation.

 

14.2    For tender evaluation the Technical (Quality) element should include an element of assessment relating to how the provision of the contract will be delivered by the contractor in a way that contributes toward reducing greenhouse gas emissions.

 

14.3    Procurement will also take into account ethical standards as part of awarding contracts to ensure sourcing from suppliers and contractors is completed in a manner that minimises the risk of social exploitation and rewards good employment practices. Our ethical procurement objectives are to ensure the well-being and protection of work forces throughout the supply chain, that people are treated with respect and their rights are protected.

 

Add

 

14.4    The intended use of sub-contractors must be disclosed in the tender response and forms part of the qualification requirements for completion. The Councils reserve the right not to approve the use of any sub-contractor if there are valid reasons and evidence, which conflict with the Procurement Procedure Rules.

 

Construction Procurement (Works Contracts)

 

14.5    The generic procurement process applies to construction procurement but does not fully cover all requirements; which need to cover a wider set of considerations. In particular, technical and project expertise and capacity will be required commensurate with the project (either in-house or externally). Other considerations include:

• Additional Tendering Requirements – e.g. to comply with industry guidance or

procedural codes

• Whole-Life Costing before acceptance

• Estimating and Cost Control to avoid overspends

• Risk Management so that potential risks identified pre-acceptance

• Additional Statutory complied with

• Sustainability – the Government’s National Procurement Strategy requires local  authority construction projects to adequately consider social, economic and

environmental factors (e.g. through protecting the natural environment).

15.          Contracts to be in writing

 

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15.3    Suppliers must provide evidence that they hold the required levels of Insurance cover to undertake business with the Council(s). As standard they must have  Employers Liability and Public / Product Liability Insurance cover. In addition, for  Consultancy based  ...  view the full agenda text for item 3i

4.

Part 4 - codes and protocols pdf icon PDF 7 KB

Last updated 18 April 2023.

4a

Introduction to codes & protocols pdf icon PDF 182 KB

Last updated 18 April 2023.

4b

Code of conduct pdf icon PDF 453 KB

Last updated 1 April 2022. Code of conduct approved by Council on 22 February 2022.

4c

Protocol on member/officer relations pdf icon PDF 241 KB

Last updated 18 April 2023.

4d

Attendance at party group meetings pdf icon PDF 186 KB

Last updated 15 December 2020.

4e

Code of recommended practice on local authority publicity pdf icon PDF 219 KB

Last updated for web accessibility (no change to content).

4f

Protocol relating to gifts and hospitality pdf icon PDF 224 KB

Last updated 18 April 2023.

4g

Code of conduct and guidance for members of the Planning Committee pdf icon PDF 355 KB

Last updated 18 April 2023.

4h

Politically restricted posts pdf icon PDF 185 KB

Last updated 18 April 2023.

5.

Part 5 - Scheme of Members' Allowances pdf icon PDF 90 KB

Last updated 18 April 2023.

 

Since the review of the constitution in April 2023, the following increases to allowances have been implemented in line with the NJC pay award:

 

Additional documents: