URL: https://mansfield.moderngov.co.uk/ieDecisionDetails.aspx?ID=2000

Decision Maker:

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose:

Content: The Assistant Director for Housing summarised the Housing Repairs and Procurement update report for the Committee.   The Committee was informed that the report was an update on the Action Plan progress out of actions from a Housing and Procurement Audit Review.  The Committee was informed that the Audit Team and Finance had supported the Housing Team with this.   The Committee was referred to the two appendices attached to the report.  The Members were informed that appendix one was a copy of the Action Plan which was represented at the last Governance and Standards Meeting and at that meeting Members had requested an update on the progress made to date, this is indicated within appendix 2 of the report.   The Assistant Director of Housing advised that in summary the audit investigation had identified a number of a failings in relation to procurement and various governance arrangements.  All of these actions had been captured in the appendices.    Some services had identified inconsistencies to procurement and governance arrangements when high risk and urgent works were needed to progress e.g. fire safety actions that needed to be dealt with a rapid response at the time.   The Committee was informed that a remedial action involved the establishment of a Project Team, which meet every week to monitor progress against the actions identified.  The Committee was advised that all actions were RAG rated for the high-risk indicators and prioritised accordingly.   The Assistant Director for Housing referred to Appendix 1 and informed the Committee that the appendix had been divided into two.  The first section being the original identified actions.  In the second section of the appendices, it identified new and emerging actions.  The Committee was informed that the vast majority of actions had been completed and the remaining ongoing actions that were highlighted that included the drafting of the Contract Management Policy and the roll out of training to Managers around the management of contracts were in progress. that a Draft Contract Management Policy and a Toolkit for Managers to use on an operational basis had been created.   The Policy was to be reviewed by the Corporate Leadership Team next week, and once approved any staff responsible for the management of contracts as part of their role corporately would receive training.  In the meantime, the Audit Team had organised Efficiency East Midlands Contract Management training.  As well as receiving the offer of Contract Management training from Nottinghamshire County Council to try to mitigate any risks.   The Corporate Assurance Manager advised that along with the training a set of standard forms had been developed, as well as guidance on the writing of specifications.  Some external training was also being organised on the drafting of specifications to take place in September 2026.   The Assistant Director for Housing provided some context to the time that the review audit had taken place and advised that some of the key management roles had been filled by temporary agency staff. That this had been a challenging time due to staff changes.   The Assistant Director for Housing advised that permanent members of staff now filled the key roles and that these staff were receiving ongoing training.   The Committee was informed that in terms of the new and emerging actions as detailed in Appendix 1.  The progress that had been made that included the review of the processes within repairs that included the accounting system. The agency tracker had been revised and would be reviewed regularly, The last action related to procurement and governance arrangements in place and the Committee was informed that ongoing work with the audit and procurement team was taking place.  A list of the types of contracts was listed in appendix 2 for the Committee information.    Andrea Smith Independent Member had a query relating to appendix 2, the first two lines indicated as high priority, and asked what confidence the Assistant Director of Housing had that deadline quoted would be met.   The Assistant Director for Housing advised that the Managers related to the areas of work had committed to that timeframe. The Assistant Director for Housing had a high level of confidence that this work would be completed to timescale as this was well under progress.   The Corporate Assurance Manager informed the Committee that a meeting had taken place with the Managers concerned to go through these processes with them to make sure that they were on track to complete.  Monthly meetings continue to take place to ensure that this happens,   Councillor Denness proposed that the current position regarding the implementation of the actions be noted, Councillor Hughes seconded this.  A show of hands confirmed the motion.   Resolved: That the current position regarding the implementations of the actions be noted. Procurement update report for the Committee.   The Committee was informed that the report was an update on the Action Plan progress out of actions from a Housing and Procurement Audit Review.  The Committee was informed that the Audit Team and Finance had supported the Housing Team with this.   The Committee was referred to the two appendices attached to the report.  The Members were informed that appendix one was a copy of the Action Plan which was represented at the last Governance and Standards Meeting and at that meeting Members had requested an update on the progress made to date, this is indicated within appendix 2 of the report.   The Assistant Director of Housing advised that in summary the audit investigation had identified a number of a failings in relation to procurement and various governance arrangements.  All of these actions had been captured in the appendices.  The Assistant Director informed the Committee that there had been identified some concerns with quotation and receipt processes and inconsistent applications of the Council’s Agency Policy. In terms of the onboarding of staff and the terms that agency staff have with the Council.   Some services had identified inconsistencies to procurement and governance arrangements for instances when high risk and urgent works were needed e.g. fire safety actions that needed to be dealt with a rapid response at the time.   The Committee was informed that the remedial action involved the establishment of a Project Team, which meet every week to monitor progress against the actions identified.  The Project Team still exists and continues to monitor progress on a monthly basis.   The Committee was advised that all actions were RAG rated for the high-risk indicators and prioritised accordingly.   The Assistant Director for Housing referred to Appendix 1 and informed the Committee that the appendix had been split into two.  The first section being the original identified actions.  In the second section of the appendices, it identified new and emerging actions.  For full transparency of the items being worked upon following the original review.  The Committee was informed that the vast majority of actions had been completed and the remaining ongoing actions highlighted in red along lines13 and 14, the drafting of the Contract Management Policy and the roll out of training to Managers around the management of contracts.  The Committee was advised that there was a Draft Contract Management Policy and a Toolkit for Managers to use on an operational basis.    The Policy would be taken to the Corporate Leadership Team the following week and once approved anyone responsible for the management of contracts as part of their role corporately and not just within housing a series of training sessions would take place.  In the meantime, the Audit Team had organised Efficiency East Midlands Contract Management training.  As well as the offer of Contract Management training from Nottinghamshire County Council to try to mitigate the risk in the meantime.   The Corporate Assurance Manager advised that along with the training a set of standard forms had been developed, as well as guidance on the writing of specifications.  Some external training was also being organised on the writing of specifications to take place in September 2026.   To add context to the time that the review audit had taken place, some of the key management roles were temporary agency staff and there had been a lot of staff changes at that time.  The Assistant Director for Housing advised that now the key roles were fulfilled by permanent members of staff.  These staff have received ongoing training.   The Committee was informed that in terms of the new and emerging actions as detailed in Appendix 1.  The Committee was informed that the processes of using the Council Accounting process within repairs and a review of the systems in place to improve the processes was taking place. The agency tracker had been revised and would be reviewed regularly, The last action related to procurement and governance arrangements ongoing work with audit and procurement team was taking place.  A list of the types of contracts was listed in appendix 2 for the Committee information.  Listed in priority order of contract.   Councillor Denness queried the section regarding climate implications and asked for clarification.   The Assistant Director for Housing advised that for every contract this section would be completed to detail impacts of climate, and any environmental impacts.   Andrea Smith Independent Member had a query relating to appendix 2 first two lines indicated as high priority, what confidence do you have that they will meet the deadline quoted.   The Assistant Director for Housing advised that the Managers related to the areas of work had committed to that timeframe.  The first item detailed Voids has been completed since the report was published.  I have a high level of confidence that this work will be completed to timescale.   The Corporate Assurance Manager informed the Committee that a meeting had taken place with the Managers concerned to go through this process with them to make sure that they were on track to complete.  Monthly meetings continue to take place to ensure that this happens,   Councillor Denness proposed that the current position regarding the implementation of the actions be noted, Councillor Hughes seconded this.  A show of hands confirmed the motion.   Resolved: That the current position regarding the implementations of the actions be noted.  

Date of Decision: June 17, 2026