Decisions

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Decisions published

12/02/2024 - Internal Audit Progress Report ref: 1084    Recommendations Approved

Decision Maker: Audit and Governance Committee

Made at meeting: 12/02/2024 - Audit and Governance Committee

Decision published: 13/02/2024

Effective from: 12/02/2024

Decision:

A report was presented to members of the Audit & Governance Committee was sought to provide the committee with a progress update on the work of the Internal Audit team and the key findings from audits completed to date. 

 

It was noted that during the 2023/24 financial year to date, 53% of the planned audits had been delivered to at least draft report stages and a further 46% was in fieldwork stages.  This reflected that delivery was on track for this stage in the year. Since the last meeting of the Audit & Governance Committee, finalised reports had been issued in respect of six audit assignments. 

 

One update in relation to procurement compliance was provided to members. Compliance against contract procedure rules was undertaken and a number of sample tests were completed. In terms of compliance, testing of purchases made in the financial year to date noted that for 16 out of 25 purchases (64%) there was evidence of compliance with the requirements of the CPRs. In relation to new contracts and contract extensions, for a sample of 15 commencing in the financial year 2023/24 there was evidence available to demonstrate the procurement processed followed in 14 (93%) of cases. In all non-compliant cases noted, the value of the purchase / contract was less than £100k and therefore had not been subject to checks by the Procurement Team, who currently only review purchases over £100k. Actions had been agreed in relation to training, inclusion of procurement training in officer inductions and checks on new contracts added to the register. Based upon the fieldwork completed, a moderate assurance opinion had been given for

Control Environment and compliance with a medium organisational impact.

        

The second audit update was provided in relation Revenue and Benefits system implementation. A good level of assurance was provided for control environment and compliance with a low organisational impact.  

 

In relation to complaints and compliments management the review found that an effective framework existed to support compliments and complaints.  This was based around clearly defined expectations in the Customer Compliments, Comments and Complaints Policy; mechanisms in place to receive compliments and complaints; and the role of the Complaints team in co-ordinating and overseeing the correspondence. However, key areas had been identified, where further action is required to manage associated risks and actions had been agreed in relation to policy review; improvements to reporting to track trends on complaints and learning outcomes; strengthening escalation processes for overdue complaints; improving record keeping on remedies; and clarifying processes for compensation payments.

Based upon the fieldwork completed, a moderate assurance opinion had been given for Control Environment and compliance with a medium organisational impact. A number of the recommendations had already been implemented

 

An audit report was then provided in relation to Home to School transport It was noted that the disaggregation process had created challenges, where further action is required to manage associated risks:

 

The review had found that the Council had a clearly defined Home to School Education Transport Policy, that is reflective of statutory guidance. To support the policy, appropriate systems were found to be in place to support the administration of applications, procurement activity and payments. Additionally, arrangements were in place to assess whether providers are meeting the Council’s expectations around child safety and welfare through the work of Inspectors.

The review identified a lack of documented procedures covering most of the activity undertaken currently by the Council in support of home to school transport. Additionally, in terms of current working practices, there was limited evidence of the role of management in monitoring, reviewing and approving activity. A review of working practices covering inspections highlighted that the master record provided limited details about the outcome of such activity, and there were concerns over the accuracy / relevance of information included in this record. Based upon the fieldwork completed, a moderate assurance opinion had been given for Control Environment and compliance with a medium organisational impact.

 

Members then received an audit report in relation to Early years providers. Internal Audit visited a sample of 15 early years settings to conduct spot checks against claims that had been submitted for the last period.  All of the settings visited had a means of recording attendance (i.e. registers and records of times attended) which were readily available at the time of audit.  Testing found that, overall, the majority of claims processed were evidenced as accurate, based on parental contracts and attendance records – but this was not consistent for all children in each setting.  In testing, 9 of the 15 settings (60%) were able to evidence that all of the children selected for testing had attended the number of hours claimed for the period - and any exceptions related only to safeguarding or Special Educational Needs and Disabilities (SEND) cases, for which provision is made in the provider agreement.  In the other 40% of settings visited, cases were identified where the full claimed hours were not being regularly attended by the named child.

The testing also highlighted that in 13% of settings claims had been submitted for children for whom there was no signed, valid parental contract on file for the period; and 47% of settings had gaps in evidence of identification checks for children in the sample.  Furthermore, only 38% of settings had evidence on file of checks on eligibility for two-year-old funding.
Actions had been agreed in relation to resolving discrepancies highlighted in audit testing; promoting lessons learnt with providers; and supporting on ensuring transparency of voluntary contributions across the range of providers.

Based upon the fieldwork completed, a moderate assurance opinion had been given for Control Environment and compliance with a medium organisational impact.

 

An audit report update was then provided to members in relation to the Public Health grant. In overall terms, the audit confirmed that there was an appropriate governance framework in place to regulate and monitor expenditure against the PHG, however work remained ongoing to establish a financial coding structure that clearly identifies PHG spend against the categories outlined in the Revenue Outturn document.

Sample testing of expenditure totalling approximately £4.23m back to source documentation, which included costs such as payroll, agency staff, contractors, professional fees/hired services and equipment, confirmed eligibility of spend against PHG terms and conditions.

Actions have been agreed in relation to the coding structure; retention of supporting documentation; and clarifying disaggregated spend. A good level of assurance was provided for control environment and compliance with a low organisational impact.

 

Since the last Audit and Governance committee meeting, 49 open actions had been confirmed as implemented There were 89 recommendations overdue for implementation as at 30th January 2024. 

 

The Council had recently introduced new spend review processes and this is an area where Internal Audit assurances had been requested.  The cancellation of the Planning Service Transformation audit would provide a timely opportunity to reallocate audit days to this priority area.  It was, therefore, recommended to member that the Planning Service Transformation audit be cancelled from the 2023/24 plan and that the 12 days be reallocated to support on the spend review processes and assurances over compliance with these new controls in the last quarter of the financial year.

 

Following debate it was

 

RESOLVED            That the Audit and Governance Committee noted the progress report and approved the proposed amendment to the Internal Audit Plan, to remove the planned audit on Planning Service Transformation and replace this with assurance work on the Spend Management Review process.


12/02/2024 - Risk Management policy and strategy ref: 1083    Recommendations Approved

Decision Maker: Audit and Governance Committee

Made at meeting: 12/02/2024 - Audit and Governance Committee

Decision published: 13/02/2024

Effective from: 12/02/2024

Decision:

Rachel Ashley-Caunt, Chief Internal Auditor attended the meeting and presented the Risk Management Policy and Strategy for the Committee’s review. The Risk Management Policy and Strategy set out how the Council would manage risk - both in business as usual and in transformational activity. It also explained how risk was managed at each level of the organisation and how a hierarchy of risk registers (from the strategy risk register down to directorate and project risk registers) was used to communicate and escalate risks.

 

It was noted that since the original Risk Management Strategy was produced and approved in July 2021, the Council had sought to further develop its risk management framework and embed risk management within the organisation.  The draft Risk Management Policy and Strategy was intended to reflect the informed and developed risk management approach, with an emphasis on sources of assurance and developing further to align with recommended practice.

 

It was noted that following the progress made in this area, a new Risk Management Policy and Strategy had been drafted to reflect the updated approach and to seek to continue this development of the risk management framework and culture. 

 

Areas where the document provides further clarity include:

 

                  Details on how risks should be identified and recorded, at each level of the organisation;

                  Support on the application of the risk scoring methodology and tolerances;

                  Guidance on the importance of the ‘sources of assurance’ section of the risk register and how this should be used to inform high risk areas for internal audit coverage;

                  An outline of the roles and responsibilities of key officers, including in the escalation process between the different layers of risk register;

                  How the Council will seek to develop and embed risk management further, including the roll out of officer and Member training;

                  Reference to the development of fraud risk registers, the process for which will be detailed further in the Counter Fraud Strategy; and

                  Linking the approach to the Council’s values.

 

 

Following debate it was:

 

RESOLVED            That the Risk Management and Strategy be approved for adoption.


12/02/2024 - Audit Update Report ref: 1082    Information Only

Decision Maker: Audit and Governance Committee

Made at meeting: 12/02/2024 - Audit and Governance Committee

Decision published: 13/02/2024

Effective from: 12/02/2024

Decision:

Paul Harvey attended the meeting on behalf of Grant Thornton (External Auditor) and provided an audit update report which stated that Grant Thornton’s audit planning for 2021/22 financial statements had been delayed due to outstanding legacy council audits. It was stated that this had also had an impact on the Council’s ability to prepare financial statements for 2021/22.

 

Planning work has been undertaken by External Audit in relation to:

 

·       Preliminary going concern assessment

·       Review of the journal control environment

·       Review of the IT environment

·       Gained an understanding of some businesses processes for significant transactions in the financial statements.

 

It was reported to the committee that work in these areas identified issues in relation to the IT and the Journal control environment. 11 significant deficiencies, 14 deficiencies and 3 improvement opportunities were identified in relation to the IT environment.  Majority of deficiencies related to legacy IT systems and risk mitigation had been identified and implemented.

 

An update was also provided in relation to the current backlog of Local Government audits where the Government is implementing a backstop. It was noted that the consultation period was due to commence imminently on a 30th September backstop date. Members heard that the backstop would require auditors to issue a disclaimed opinion on all audits up to and including 2022/23 that had not been signed off by September 2024.

 

External Audit were planning to commence planning work for the 2023/24 audit in February 2024 with an eye to present an audit plan to members of the Audit & Governance Committee at its next meeting in April 2024.

 

Members heard that North Northamptonshire Council was working with West Northamptonshire Council to disaggregate the closing balances of Northamptonshire County Council. Although both authorities have been able to agree a significant proportion of these balances there area a small number of areas whether there is a disagreement on how the balances should be split. For these areas the Council’s were seeking arbitration to determine the disaggregation. External Audit stated the matter as a significant weakness in their Value for Monney assessment of the Council for 2022/23 and raised concerns regarding the process.

 

It was heard that determination arrangements had been put in place following correspondence by both authorities to the Secretary of State. The Council was yet to receive a response regarding arrangements for next steps. Conversations remained ongoing with West Northamptonshire Council and Grant Thornton.

 

Grant Thornton issues their Value for Money arrangements for 2021/22 and were undertaking work on the arrangements for 2022/23. No significant weaknesses in arrangements identified but improvement recommendations were made in relation to financial sustainability, Governance and Improving economy, efficiency and effectiveness.

 

Members then received an update regarding Corby Borough Council legacy accounts. It was noted that the accounts were yet to be signed off by Ernst & Young (External Auditors). The accounts were yet to go through the professional review where there were five separate items under review. Three items had been completed and may potentially require minor disclosure changes.
Both officers and members declared their disappointment and concern regarding the delay in the accounts being signed off by external audit. It was also noted that the Northamptonshire County Council accounts had been signed off.


12/02/2024 - Minutes of the meeting held on 27th November 2023 ref: 1081    Recommendations Approved

Decision Maker: Audit and Governance Committee

Made at meeting: 12/02/2024 - Audit and Governance Committee

Decision published: 13/02/2024

Effective from: 12/02/2024

Decision:

Members commented on the withdrawal of the Terms of reference report from the previous committee and requested that the updated terms of reference be circulated to members of the committee and an update training session be offered to members following the approval of the updated terms of reference at Full Council.

 

It was then  

 

RESOLVED                That the minutes of the meeting of the Audit and Governance Committee held on 27th November 2023 be approved as a correct record and signed by the chair

 

 


12/02/2024 - Apologies for non-attendance ref: 1080    Recommendations Approved

Decision Maker: Audit and Governance Committee

Made at meeting: 12/02/2024 - Audit and Governance Committee

Decision published: 13/02/2024

Effective from: 12/02/2024

Decision:

Apologies for non-attendance were received from Mark C Stocks (Grant Thornton).


08/02/2024 - Capital Programme 2024-2028 ref: 1079    For Determination

To recommend for approval to Council the Capital Programme 2024-2028.

Decision Maker: Executive

Made at meeting: 08/02/2024 - Executive

Decision published: 08/02/2024

Effective from: 08/02/2024

Decision:

RESOLVED

 

KEY DECISION

That the Executive recommended to Full Council:

 

a)    the General Fund Capital Programme 2024-28 and HRA Capital Programme 2024-28.

 

b)    that Council delegate authority to the Executive Member for Finance and Transformation in consultation with the Executive Director of Finance and Performance (Section 151 Officer) to agree any necessary variations to the capital budget prior to 1st April 2024.

 

 

That the Executive noted:

 

a)    the Development Pool 2024-28 and that schemes within the pool will be subject to further approval prior to inclusion in the programme.

 

Reason for Recommendations: To ensure that the Council complies with its Constitution and legislative requirements in setting the budget for North Northamptonshire Council for 2024-25.

 

Alternative Options Considered - any comments from the consultation have been considered as part of this process.

 


08/02/2024 - Housing Revenue Account (HRA) Draft Budget 2024-25 and Medium-Term Financial Plan Proposals ref: 1078    Recommendations Approved

To recommended for approval to Council the HRA Final Budget 20242-5 and Medium-Term Financial Plan.

Decision Maker: Executive

Made at meeting: 08/02/2024 - Executive

Decision published: 08/02/2024

Effective from: 16/02/2024

Decision:

RESOLVED

 

KEY DECISION

 

That the Executive recommended to Full Council the following:-

 

a.    The draft 2024/25 Housing Revenue Account Budgets consisting of the Corby Neighbourhood Account and the Kettering Neighbourhood Account as set out in Appendix A.

 

b.    An increase in dwelling rents for 2024/25 of 7.7% which adheres to the Department for Levelling Up, Housing and Communities (DLUHC) formula on rents for social housing for both the Corby Neighbourhood Account and the Kettering Neighbourhood Account.

 

c.     The draft Housing Revenue Account Medium Term Financial Plan consisting of the Corby Neighbourhood Account and the Kettering Neighbourhood Account, for 2025/26 to 2028/29 as set out in Appendix B.

 

That the Executive

 

d.    Noted the forecast reserves for the Corby Neighbourhood Account and the Kettering Neighbourhood Account up to 2028/29 as set out in Appendix C.

 

 

Reason for Recommendations: To ensure that the Council complies with its Constitution in setting the budget for North Northamptonshire.

 

Alternative Options Considered: This HRA Budgets have been the subject to a formal budget consultation and comments from the consultation have been considered as part of this process.

 


08/02/2024 - General Fund Draft Budget 2024-25 and Medium-Term Financial Plan ref: 1077    Recommendations Approved

To recommend to Council the General Fund Final Budget 2024-25 and Medium-Term Financial Plan

Decision Maker: Executive

Made at meeting: 08/02/2024 - Executive

Decision published: 08/02/2024

Effective from: 16/02/2024

Decision:

RESOLVED

 

KEY DECISION

 

That the Executive endorsed the contents of the report and recommended the budget proposals on to Council for approval.  This includes:

 

a)   the 2024-25 revenue budget for approval and adoption as set out in this report, which sets:

                                                  

i.        a budget requirement of £763.773m including Dedicated Schools Grant of £388.440m resulting in a net revenue budget requirement of £375.333m as set out in Appendix A.

 

ii.       a total Council Tax requirement for the Council’s own purposes of £201.599m as contained in paragraph 5.25.

 

iii.      An average Band D Council Tax of £1,740.22 for North Northamptonshire Council, representing a 2.99% increase in the ‘core’ Council Tax and a further 2% for the Adult Social Care Precept, noting that a separate Council Tax Resolution Report will be presented to Council.

 

iv.     the detailed proposals of savings, pressures and income generation for 2024-25 as set out within the report and Appendix B.

 

v.       the provisional Dedicated Schools Grant budget of £388.440m for 2024-25, as detailed in Appendix C, and summarised in paragraphs 5.42 – 5.56.

 

vi.     the draft planned use of, contribution to, and movement in, reserves as identified in paragraph 5.57, section 9 and Appendix D of this report, subject to the final call on reserves as a result of the Final Financial Settlement or other changes.

 

vii.    the corporate budget requirements as set out in paragraph 8.1, including a contingency sum of £4.101m as set out in paragraph 8.2.

 

viii.   the Treasury Management Strategy for 2024-25 as set out in Appendix H, including the Authorised Borrowing Limit of £907m and to note a further update to the Strategy will be provided once the disaggregation of the former Northamptonshire County Council’s Balance Sheet has been finalised.

 

ix.     the recommended Flexible Use of Capital Receipts Strategy as set out in Section 10 and Appendix J.

 

x.       that Council delegate authority to the Executive Member for Finance and Transformation in consultation with the Executive Director of Finance and Performance (Section 151 Officer) to agree any necessary variations to the budget prior to 1st April 2024.

 

xi.     that Council delegate authority to the Executive Member for Finance and Transformation in consultation with the Executive Director of Finance and Performance (Section 151 Officer) to agree the use of the following reserves which will provide the flexibility to manage the overall budget during 2024-25.

 

         Transformation Reserve

         Public Health Reserve

         Waste Management Reserve

         Adult Social Care Reserve

         Budget Delivery Reserve

         Business Rates Retention Reserve

    General Risk Reserve

 

b)   the forecast financial position for 2025-26 to 2027-28, noting that this will be reviewed as further information becomes available and updated as part of the budget process for 2025-26 onwards.

 

 

That the Executive:

 

a)      noted that the financial position has been based on the Provisional Local Government Finance Settlement announced on 18th December 2023 together with any further announcements and updates to the forecast budget position as at the date of the publication of this report;

 

b)    noted the net movement of £3.875m in 2024-25, together with the associated funding, against the draft budget reported to December Executive and as summarised in paragraph 2.5, noting that any impact in the medium term has been reflected in the table under paragraph 5.1;

 

c)    noted that, at the time of writing, the Final Local Government Finance Settlement is yet to be published and, therefore, some figures may be subject to change;

 

d)    considered the consultation feedback as summarised in the report and attached at Appendix E;

 

e)    considered the Equality Impact Screening Assessment as at Appendix F;

 

f)      considered the outcome from the Corporate Scrutiny Committee, as detailed at Appendix G and any separate representations to this Committee;                    

 

g)    noted the legal background for setting the revenue budget and Council Tax as set out in Appendix I.

 

h)    considered the Section 25 Report of the Executive Director of Finance and Performance (Section 151 Officer) as set out in Section 15, including her review of the robustness of the estimates and the adequacy of the reserves;

 

i)      delegated authority to the Executive Member for Children, Education and Skills and the Executive Member for Finance and Transformation in consultation with the Executive Director for Adults, Health Partnerships and Housing (and Children’s Services – Interim) and the Executive Director of Finance and Performance (Section 151 Officer) to approve North Northamptonshire’s Schools Funding Formula and to finalise the funding allocation for schools, in line with North Northamptonshire’s Schools Funding Formula;  

 

j)      delegated authority to the Executive Member for Finance and Transformation in consultation with the Executive Director of Finance and Performance (Section 151 Officer) to draft the recommended budget resolution for Council in accordance with the necessary legal requirements and to take into account the decisions of the Executive and any final changes and other technical adjustments that may be required;

 

 

Reason for Recommendations: To ensure that the Council complies with its Constitution and legislative requirements in setting the budget for North Northamptonshire Council from 2024-25.

 

Alternative Options Considered – The budgets have been subject to a formal budget consultation and scrutiny and the feedback has been considered as part of this process.

 


18/01/2024 - Call-In of Key Decision Relating to Travellers Temporary Stopping Site - Land at Junction 3 of the A14 Rothwell ref: 1076    Recommendations Approved

Decision Maker: Scrutiny Management Board

Made at meeting: 18/01/2024 - Scrutiny Management Board

Decision published: 06/02/2024

Effective from: 18/01/2024

Decision:

That following consideration of the call-in in respect of Travellers Temporary Stopping Site - Land at Junction 3 of the A14 Rothwell and the reasons given that have been deemed as valid, the Scrutiny Management Board has:-

 

a)    Decided to take no further action, and notes accordingly the original Executive decision will be effective immediately.

(Reason for Decision – Consideration of the call-in was carried out to comply with good governance and the call-in procedure set out in paragraphs 15-18 of Part 7.1 of the Constitution’s Scrutiny Procedure Rules.)

 

(Alternative Options Considered –In responding to the call-in, the Scrutiny Management Board had three options to consider, to either refer back to the Executive, refer (in specific circumstances) to full Council, or to take no further action and allow the Executive decision to take effect.)


12/01/2024 - Bus service contracts X10 and W8 January – April 2023 ref: 1075    Implemented

Decision Maker: Executive Member - Highways, Travel and Assets

Decision published: 06/02/2024

Effective from: 12/01/2024

Decision:

a)              To award a short-term contract through de minimis arrangements to Midland Red (South) Ltd (Stagecoach Midlands) for service X10 between Moulton and Kettering from 2nd January 2024 to 13th April 2024.

 

b)              To maintain the contract with Midland Red (South) Ltd (Stagecoach Midlands) for the provision of the W8 bus route from 4th January 2024 to 13th April 2024, and to amend the price of the contract during the extended term.


27/11/2023 - Scrutiny Training Programme ref: 1073    Recommendations Approved

Decision Maker: Scrutiny Management Board

Made at meeting: 27/11/2023 - Scrutiny Management Board

Decision published: 06/02/2024

Effective from: 27/11/2023

Decision:

That the Scrutiny Management Board:-

 

(a)     Notes and welcomes the recent programme of training undertaken;

 

(b)     Considers that it would be useful to complement the CfGS training with internal training by officers in respect of understanding local government data and performance indicators.

 

(Reason for Decisions – To meet the Constitutional requirements for the Scrutiny Management Board to demonstrate its strategic responsibility for the Scrutiny function, its overall responsibility for the direction and management of Scrutiny, and to fulfil its obligation to overseeing the co-ordination of scrutiny members’ learning and development.)

 

(Alternative Options Considered –Not to undertake or review the undertaking of effective training for scrutiny members - however this would not demonstrate the Board’s strategic responsibility, or provide the necessary skills to develop the ability of members to provide effective scrutiny of the Council’s processes.)


27/11/2023 - Scrutiny Workplan - November 2023 Update ref: 1074    Recommendations Approved

Decision Maker: Scrutiny Management Board

Made at meeting: 27/11/2023 - Scrutiny Management Board

Decision published: 06/02/2024

Effective from: 27/11/2023

Decision:

That the Scrutiny Management Board:-

 

(a)     Notes the updated list of dates for when items included in the Workplan are to be considered;

 

(b)     Approves the second iteration of the Workplan attached at Appendix A, subject to the comments now made in respect of the current Executive Forward Plan and items generated by scrutiny committees.

 

(c)     Notes that the Workplan remains a living document which will be subject to review and may be updated further

                     i.        to reflect the changing needs and priorities of scrutiny; and

                   ii.        following consideration of items requested by the three scrutiny committees and individual councillors.

 

(Reason for Decisions – To meet the Constitutional requirements for the Scrutiny Management Board to demonstrate its strategic responsibility for the Scrutiny function, its overall responsibility for the direction and management of Scrutiny, and to fulfil its obligation to develop, approve and monitor the Annual Scrutiny Workplan.

 

(Alternative Options Considered –Not to update the Scrutiny Workplan - however this would not demonstrate the Board’s strategic responsibility, or provide the necessary strategic direction to the three Scrutiny Committees.)


01/02/2024 - Poolside Cafe, Corby ref: 1072    Implemented

Decision Maker: Head of Asset Management

Decision published: 01/02/2024

Effective from: 01/02/2024

Decision:

To grant a change from let under licence arrangement to a lease arrangement on the unit supported by the Draft HOT.


31/01/2024 - Financial support from the Domestic Abuse Grant pool to Northamptonshire Domestic Abuse Services (NDAS) for the delivery of services to support children and young people who have experienced domestic abuse. ref: 1071    Implemented

Decision Maker: Executive Member - Adults, Health and Wellbeing

Decision published: 01/02/2024

Effective from: 31/01/2024

Decision:

The proposal is countywide and is as follows;

a)    NDAS to recruit 3x term time Children’s Domestic Abuse Support workers (CDAS)  and 1x (FTE) Team Leader on a 12mnth fixed term contract.

b)    Predominantly working with children and young people within refuge but also supporting outreach work,

c)     Fund this from the DLUHC Supported Accommodation grant.

(confirmation from DLUHC this is within remit)

 

Briefing papers were presented to the Domestic Abuse & Sexual Violence Partnership Board (29th September 2023). There was countywide agreement (West Northants Council & North Northants Council) pending governance arrangements to fund this service for one year. The funding provision for this exists within the Government DA Grant to NNC. WNC are supporting the initiative funded from their DA Grant.

 


31/01/2024 - Contract with Society Works for Fix My Street ref: 1070    Implemented

Decision Maker: Executive Director - Place and Economy

Decision published: 01/02/2024

Effective from: 31/01/2024

Decision:

Approval of Direct Contract Award to Society Works