The exercise of delegated Functions by Officers is required to be in accordance with: statute or other legal requirements including the principles of public law, the Human Rights Act 1998, statutory guidance and statutory codes of practice; this Constitution; the revenue and capital budgets of the LLCA subject to any variation thereof which is permitted by the Financial Procedure Rules set out at Part F of this Constitution; and any policy or direction of the LLCA or any other Committee or Sub-Committee acting in exercise of Functions delegated to that committee by the LLCA. Any exercise of delegated powers by Statutory Officers:- shall not authorise expenditure except in accordance with the approved budget or capital programme and, where other further approval is required, shall not precede that approval; shall not involve a Key Decision save in exceptional circumstances where it may be necessary for the Chief Operating Officer to act as a matter of urgency under paragraph C2.14.5; shall not make a new policy or amend an existing policy of the LLCA as determined at elected member level; shall be in accordance with any approved scheme and any directions of the LLCA or other relevant body; shall be the subject of prior consultation with the appropriate professional or technical officers from the relevant Constituent Councils in any case involving professional or technical considerations not within the province of the head of department concerned. shall be subject to an appropriate audit trail to provide evidence of how the delegation has been exercised. Officers may not exercise delegated Functions where: the matter must be exercised by the LLCA by law or by this Constitution; the matter is a Function which cannot by law be discharged by an Officer; the LLCA or a Committee or Sub-Committee or a joint committee to which the LLCA is a party has determined that the matter should be discharged otherwise than by an Officer; or
Redeployment or redundancy Personnel rules Property records and deeds Property acquisition, disposal and review Property management Information and communication technology Purchasing and income collection Inventories of assets Stocks and stores Treasury management Risks and liabilities Insurance Standard Financial Instructions 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 SFI 1-17 Section F1 Financial Procedure Rules Application of Rules These Rules set out the main financial management requirements of the Leicester, Leicestershire Combined Authority (LLCA). They state what these are and who is
categories of write-offs, the Chief Financial Officer may authorise budget holders or nominated officers to write-off debts on his or her behalf. Amounts over £50,000 but not exceeding £100,000 in any one case may be written off by the Chief Financial Officer after consultation with the Chair of the LLCA or Vice Chair if the Chair is not available, in accordance with the delegations set out in part C2.19, except that, in the case of debts of organisations in liquidation, receivership or bankruptcy where the Monitoring Officer advises there is no reasonable prospect of recovering any monies or debts partially recovered by means of an out of court settlement where the Monitoring Officer advises there is no reasonable prospect of recovering any further monies, these may be written off directly by the Chief Financial Officer. The Chief Financial Officer will have the right to report any write-off to the LLCA if he considers this appropriate. Review of charges Charges for LLCA services will be reviewed at least annually at the time of the preparation of the budget. Rents should be reviewed at least triennially unless they are subject to any longer review period under the terms of the rental agreement. Pricing for outside work, must seek to cover all costs including overheads. Banking arrangements Arrangements with regard to the LLCA’s bank accounts will be made by the Chief Financial Officer. Cheques, except those used by imprest accounts, will be ordered and controlled by the Chief Financial Officer who will make proper arrangements for the safe custody of blank cheques and the preparation, signing and despatch of cheques. All LLCA bank accounts, including imprest accounts, must include "Combined Authority" in their titles and in no circumstances must an account be opened in the name of an individual. Cheques drawn will bear the pre-printed signature of the Chief Financial Officer, or be signed by the Chief Financial Officer. Salaries, wages and pensions The payment of all salaries, wages, pensions, compensation and other emoluments, to LLCA employees, will be made by the Chief Financial Officer or under arrangements approved and controlled by him or her. Budget holders will arrange for the Chief Financial Officer to be notified as early as possible, and in the form prescribed by him or her, of all matters affecting the payment of items referred to paragraph F2.17.1 above and in particular:
Above £25,000 Up to but not including the relevant EU Threshold Seek a minimum of three written Quotations (to be based on a Request for Quotation document where practical) For exceptions see Rule G6 If the Procurement Exercise is in respect of Services but is under the EU Threshold for Light-Touch Services the Chief Financial Officer following consultation with the Monitoring Officer may require a a Formal Tender Process including OJEU/Contracts Finder advertisement. Website approved by the Chief Financial Officer for the purpose of notifying the supply market and Contracts Finder. Request for Quotation issued by the Procuring Officer and Quotations received. No PQQ is permitted. Equal to the EU Threshold Above the EU Threshold Formal Tender Process OJEU where required, Contracts Finder and on a Website approved by the Chief Financial Officer for the purpose of notifying the supply market. Formal Tender and sealed bids (may be submitted via an electronic tendering system, see paragraph G5.8. * The LLCA cannot give preference to local suppliers, as there are legislative constraints and such a policy would be incompatible with Best Value. Details of oral Quotations must be recorded in writing.