The Overview & Scrutiny Board of Havering Council was scheduled to meet on Tuesday 18 August 2026 to discuss a call-in regarding the purchase of an education management system and to review the council's scrutiny protocols and work programme. The meeting's agenda was intended to focus on ensuring effective scrutiny practices and the future direction of the board's work.

Call-in of Executive Decision - Purchase of Synergy Education Management System

A significant portion of the meeting was planned to be dedicated to the call-in of an executive decision concerning the purchase of the Synergy Education Management System. This process allows scrutiny committees to review decisions made by the Cabinet. The call-in was initiated by a group of councillors, including Councillor Petru Eugen Dinsorean, Councillor Henry Williams, Councillor Alex Donald, Councillor Iurie Bivol, Councillor Khuram Amin, Councillor John Tyler, and Councillor Lesley Tyler.

The grounds for the call-in raised several concerns:

• Decision-making authority: Questions were raised about whether the decision-maker had the correct delegated authority, considering the full VAT-inclusive contract value and relevant constitutional and procurement thresholds.
• Financial inconsistency: An apparent £100,000 discrepancy was noted between the stated extension subtotal and the annual extension figures in the published decision, requiring correction and verification.
• Supplier identity: Clarification was sought regarding the precise legal entity receiving the contract and its appointment under the YPO framework lot.
• Direct award and value for money: Concerns were raised that the published report did not provide sufficient evidence to demonstrate that the proposed five-year direct award represented the best value for the council.
• Procurement, contractual and governance safeguards: Further evidence was requested regarding the direct-award assessment, funding risks, social value, data security, service resilience, contract performance, and exit arrangements.

The report pack indicated that the proposed contract was with Access UK Ltd for an education management system (Synergy) for a period of 3 years plus a 2-year extension, with a total cost of £861,104.38 excluding VAT (£1,033,325.26 Inc VAT). This system is intended to support statutory education and children's social care duties, including Special Education Needs Funding, Early Years Funding, Free School Meals Eligibility Checking, School Admissions and Appeals Services, and more. The decision-maker for this executive decision was Councillor Kevin Gill, Cabinet Member for Children and Young People. The report pack also detailed that the system would be funded from the centrally held Dedicated Schools Grant (DSG) budget and traded income from the Free School Meal Checking Service.

The report pack was expected to provide responses to the grounds for the call-in, addressing each point raised. These responses were intended to include clarifications on decision-making authority, corrections to financial figures, confirmation of the supplier's identity as Access UK Limited, and updated information to strengthen the value-for-money rationale for the direct award. Further assurances were also expected to be provided regarding procurement, contractual, and governance safeguards, including details on data security and service resilience.

Endorsement of the Draft Scrutiny Protocol

The Board was to consider and endorse a draft Scrutiny Working Protocol. This protocol aims to establish a practical framework for the working relationship between the Cabinet and the Overview and Scrutiny Board, respecting their distinct roles. It outlines expectations for early engagement, information sharing, work programming, member and officer conduct, pre-decision scrutiny, call-in procedures, and the tracking of recommendations. The protocol is intended to support constructive challenge, transparent decision-making, and effective governance, and it was noted that it does not replace the Council's Constitution. The Board was to recommend that the People and Place Overview and Scrutiny Sub-Committees and Cabinet also endorse the protocol.

Consideration of Recommendations to Achieve Effective Scrutiny for 2026/27

The Board was to be presented with recommendations arising from the annual review of scrutiny work undertaken in 2025/26. These recommendations are designed to strengthen the effectiveness of scrutiny in the coming year. The Board was to review these proposals, which included suggestions on the length of tenure for scrutiny members, the working protocol between Cabinet and Scrutiny, timely training and support, pre-meeting arrangements, work planning, and the tracking of recommendations. The Board was to decide which recommendations should be referred to Cabinet for consideration, which could be implemented operationally, or which should not be implemented.

Agenda Items for the Overview and Scrutiny Board's Work Programme for 2026/27

Finally, the Board was invited to discuss and agree its work programme for the 2026/27 period. The report outlined principles and approaches for effective, member-led scrutiny, encouraging the Board to identify and prioritise topics where scrutiny could add value, influence forthcoming decisions, and improve outcomes for residents. The selection of topics was to take into account the Council's strategic priorities, emerging risks, and available member and officer capacity. The Board was asked to agree priority areas and the most appropriate methods of scrutiny for each, such as standalone items, assurance reviews, joint or thematic scrutiny, pre-decision scrutiny, or task and finish groups.