Lambourn Almshouses: Purchasing Policy
1. Purpose
This policy sets out how The Lambourn Almshouses purchases goods, services and works in a way that is fair, transparent and represents good value for money.
Trustees have a legal duty to act in the best interests of the charity and to ensure that charitable funds are used appropriately.
2. Scope
This policy applies to the Trustees, Clerk and Finance Controller who are authorised to act on behalf of the charity in respect to all purchases including goods, services and works made on behalf of The Lambourn Almshouses.
The Trustees, Clerk and Finance Controller are responsible for obtaining value for money at all times. When procuring goods, services or works and should ensure, as far as practicable, that the best available terms are obtained, usually by obtaining prices from more than one supplier.
3. Principles
All purchasing decisions will be guided by the following principles:
- Value for money – achieving the best balance of cost, quality and suitability
- Transparency – decisions are clear, documented and justifiable
- Fairness – suppliers are treated equally and without bias
- Accountability – decisions are made by appropriate individuals and recorded
- Integrity – conflicts of interest are declared and managed
Procurement should, wherever possible, involve appropriate competition and comparison of options.
4. Approval Levels
Purchases below £1,000
- Can be approved by the Clerk or Finance Controller alone in the interests of speed and efficiency
- Normal purchasing principles, including value for money, must still be applied
- Evidence of price comparisons should be retained where practical
Purchases between £1,000 and £5,000
- Must be approved by two trustees together with the Clerk or Finance Controller
- The decision should be based on value for money and suitability
- Evidence of pricing (for example, a quote or comparison) should be retained
- Linked expenditure must not exceed £5,000
- Purchasing decisions will be reported at the next Trustees meeting
Purchases above £5,000
- A minimum of two quotes must be sought
- The decision must be approved by the Board of Trustees
- A majority of trustees must vote in favour of the decision
- The vote may take place at a trustee meeting or be conducted by email
- The rationale for the decision and outcome of the vote must be recorded
- For capital expenditure financing options and cashflow / payback should be considered and documented
5. Exclusions
This policy does not apply to recurring or ongoing purchases, including:
- Utilities (electricity, gas, water) already approved
- Regular service contracts already approved
- Insurance and similar ongoing commitments which have already been approved
These are managed separately but should still be periodically reviewed to ensure value for money.
6. Conflicts of Interest
- Trustees must declare any personal or financial interest in a supplier or transaction
- Any conflicted trustee must not take part in the decision
- All conflicts must be recorded
Trustees must act only in the best interests of the charity and avoid situations where personal interests could influence decisions.
7. Supplier Selection
When selecting suppliers, consideration should be given to:
- Cost and overall value
- Quality and reliability
- Relevant experience and references
- Ability to deliver within required timescales
- Understanding of heritage buildings where relevant
Where appropriate, local suppliers may be considered, provided value for money is demonstrated.
8. Documentation and Record Keeping
The following should be retained:
- Quotes and estimates (where applicable)
- Records of decisions, approvals and votes
- Contracts or agreements
- Any declared conflicts of interest
This ensures decisions are auditable and transparent.
9. Exceptional Circumstances
In urgent situations (for example, emergency repairs):
- Normal procedures may be waived
- A trustee (or trustees) may authorise immediate action
- The decision must be reported to the Trustee Board as soon as possible
10. Review
This policy will be reviewed periodically by the Trustees to ensure it remains appropriate, lawful, and consistent with best practice and Almshouse Association guidance.
11. Approval
This policy has been approved by the Board of Trustees of The Lambourn Almshouses:
Signature:
Name: Christian Noll
Position: Chair of Trustees
Date: 11 May 2026