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ANGUS COUNCIL
MINUTE of MEETING of the FINANCE AND INFORMATION TECHNOLOGY COMMITTEE held in the Town and County Hall, Forfar on Tuesday 2 September 1997 at 4.35 pm.
Present: Councillors ALEX KING, JACK GIBB, GEORGE ALLAN, IAN HUDGHTON, IAN MACKINTOSH, GLENNIS MIDDLETON, WILLIAM MIDDLETON, STEWART MOWATT, ROB MURRAY, Mrs KATHLEEN RITCHIE and DAVID SELFRIDGE.
Apology: An apology for absence was intimated on behalf of Councillor BRIAN MILNE.
Councillor KING, Convener, in the Chair.
1. MINUTE OF PREVIOUS MEETING
The minute of the meeting of this Committee held on 10 June 1997 was approved as a correct record and signed by the Convener.
2. PREPARATION OF ANGUS COUNCIL ACCOUNTING STATEMENTS 1996/97
With reference to Article 6 of the minute of meeting of this Committee of 10 June 1997, there was submitted Report No 926/97 by the Director of Finance updating members on the final outturn of the departmental net expenditure for 1996/97 and advising on progress towards preparation of the first set of statutory accounts for Angus Council. The Report also set out the progress made on the disaggregation of Tayside Regional Council and Dundee District Council accounting information.
Councillor King advised that the Director of Finance had written to the Scottish Office seeking an extension to the statutory date for submission of the Council’s accounts and that the date had been extended to the end of September 1997.
The Committee agreed:-
(i) to note the content of the Report;
(ii) to note that the near final outturn of departmental net expenditure was within the cash limited control budgets set by the Council for the 1996/97 financial year;
(iii) to note the latest position with regard to the information disaggregation exercise for Tayside Regional Council and Dundee District Council; and
(iv) to note that the Director of Finance had secured informal agreement with the Scottish Office to extend the deadline for submission of Angus Council’s 1996/97 accounting statements to the end of September 1997.
3. ANNUAL REPORT 1996/97 INTERNAL AUDIT
With reference to Article 3(a) of the minute of meeting of this Committee of 10 June 1997, there was submitted Report No 927/97 by the Director of Finance advising members of the activities and findings of the Internal Audit Section during the first year of Angus Council.
The Committee noted the contents of the Report.
4. CAPITAL MONITORING COMPOSITE CAPITAL PROGRAMME 1997/8
With reference to Article 5 of the minute of meeting of the Policy and Resources Committee of 7 May 1996, there was submitted Report No 913/97 by the Director of Finance apprising members of the capital expenditure incurred for the period from 1 April 1997 to 31 July 1997 and measuring actual capital expenditure as against budgeted provision for the year.
The Committee agreed:-
(i) to note the position as at 31 July 1997 on the Composite Capital Programme as detailed in the monitoring statement appended to the Report; and
(ii) to note that projections of the year end position would be ongoing and brought forward on a regular basis to the Committee.
5. HOUSING CAPITAL PROGRAMME HRA BLOCK
There was submitted Report No 929/97 by the Director of Finance detailing the Housing Capital Programme HRA Block for 1997/98 as at 31 July 1997 and the latest estimates for the year.
The Committee noted the Report and that there had been a significant number of contracts awarded recently which would lead to an increasing level of spend as the year progressed.
6. REVENUE MONITORING STATEMENT
There was submitted Report No 930/97 by the Director of Finance on the actual revenue expenditure incurred and income received in respect of Council departments for the period 1 April to 31 July 1997.
The Committee noted the Report.
7. REVENUE BUDGET OUTTURN 1997/98
With reference to Article 2 of the minute of special meeting of Angus Council of 6 March 1997, there was submitted and noted Report No 931/97 by the Director of Finance updating members on the Council’s revenue monitoring arrangements for the purpose of making year end outturn projections. It was anticipated at this stage that all expenditure would be held within the overall budget.
The Committee noted the Report.
8. REMISSION OF RATES
With reference to Article 16 of the minute of meeting of this Committee of 3 September 1996, there was submitted Report No 932/97 by the Director of Finance requesting authorisation to deal with applications for the remission of rates to charitable organisations in respect of short periods of time.
The Committee agreed to delegate authority to the Director of Finance to grant remission of rates to charitable organisations in respect of short periods.
9. LOCAL TAX COLLECTION
(a) Collection of Council Tax and Community Charge Update
There was submitted Report No 933/97 by the Director of Finance updating members on the position of Council Tax and Community Charge collection to the end of July 1997, when the total debt due and still being pursued was £3.328m.
The Committee agreed to note and accept the contents of the Report.
(b) Scottish Office Development Department Special Grant
It was reported that a letter had been received from the Scottish Office Development Department announcing a Council Tax collection scheme under which Councils would be eligible to apply for special grant in respect of expenditure measures intended to improve collection of outstanding community charge and council tax.
The Committee noted that the eligible special grant available to Angus Council would be £30,000 and that a detailed report outlining the Council’s proposed measures would be brought forward to the next meeting of the Committee.
10. INSURANCE FUND POSITION STATEMENT
With reference to Article 11 of the minute of meeting of the Policy and Resources Committee of 17 June 1997, there was submitted Report No 934/97 by the Director of Finance providing details of the Insurance Fund available balance and outlining details of the review which was being undertaken by the Council’s independent insurance advisers, Willis Corroon.
The Committee agreed:-
(i) to note the balance held on the Insurance Fund as at 31 March 1997 and the make up of the Fund for the current financial year;
(ii) to note that a review of the Insurance Fund available uncommitted balance against estimated liabilities was being carried out; and
(iii) to note that an updated Insurance Fund Report would be submitted to Committee on completion of the review.
11. RENEWAL AND REPAIRS FUNDS 1997/98 POSITION AS AT 31 JULY 1997
There was submitted Report No 935/97 by the Director of Finance on the financial position of the Renewal and Repairs Funds for Property, Roads and Information Technology as at 31 July 1997.
The Committee noted that the estimated total available balance on the three Funds as at 31 July 1997 was £3,006,300.
12. PROPERTY RENEWAL AND REPAIRS FUND 1997/98 FUNDING ARRANGEMENTS AND PROGRAMME OF URGENT REPAIRS PHASE 2
With reference to Article 1 of the minute of meeting of the Personnel and Property Services Executive Sub-Committee of 17 July 1997, there was submitted Report No 734/97 by the Director of Property Services advising on the second phase of budgetary provision from the 1997/98 Property Renewal and Repairs Fund and the programmes of urgent repairs to be undertaken.
The Committee, for its interest, agreed:-
(i) to approve the provision of £163,000 from the Property Renewal and Repairs Fund in financial year 1997/98 for the execution of urgent property repairs; and
(ii) to note and approve the programme of urgent repairs being undertaken by the Director of Property Services in agreement with the Director of Finance, based upon the funding arrangements.
13. ANNUAL ACCOUNTS MONTROSE LINKS TRUST YEAR ENDED 31 MARCH 1997
There was submitted and noted Report No 936/97 by the Director of Finance appended to which was the audited annual accounts for the Montrose Links Trust for the year ended 31 March 1997.
14. PREPARATION OF THE 1998/99 REVENUE BUDGET
There was submitted Report No 914/97 by the Director of Finance advising members of the current position with regard to the 1998/99 revenue budget preparation process which identified the main stages of the budget cycle and sought approval of the proposed approach to revenue budget preparation for the 1998/99 financial year.
The Committee agreed:-
(i) to note the contents of the Report; and
(ii) to approve the approach to the budget preparation process as detailed in the Report.
15. PREPARATION OF THE 1998/99 CAPITAL BUDGET AND FUTURE YEARS FINANCIAL PLAN
There was submitted Report No 882/97 by the Director of Finance providing information and indicating preparations required by the Directors and Heads of Service Department in anticipation of the need to compile the Financial Plan for Angus Council.
The Committee agreed:-
(i) to note the terms of the Report; and
(ii) to instruct the Directors and Heads of Service Departments to consider projects for submission and possible inclusion in the Non-Housing and Housing Revenue Account Financial Plans covering the period 1998/9 to 2000/2001, particularly noting that departmental priorities would require to be highlighted in view of the expected continuing limited availability of resources.
16. INLAND REVENUE DISPENSATIONS UPDATE
With reference to Article 20 of the minute of meeting of this Committee of 28 January 1997, it was reported that following successful negotiations, the Inland Revenue did not intend to charge to tax the fixed telephone expenses payments for the year 1996/97.
The Committee agreed:-
(i) to note this information; and
(ii) to note that the Director of Personnel was preparing a revised scheme and that current and future liability would be met by employees.
17. FINANCE DEPARTMENT DEVELOPMENT PLAN
With reference to Article 10 of the minute of meeting of this Committee of 30 April 1996, there was submitted Report No 937/97 by the Director of Finance advising that the Finance Department Development Plan had been reviewed and updated.
The Committee agreed:-
(i) to note the progress made to date in implementing the previous Development Plan;
(ii) to approve the proposed strategy and agree the departmental action plan outlined in the Report; and
(iii) to note the fuller action plan contained within the Development Plan.
18. FINANCIAL REGULATIONS
With reference to Article 2 of the minute of meeting of this Committee of 30 April 1996, there was submitted Report No 912/97 by Director of Finance seeking approval for revised Financial Regulations, along with a summary of the proposed adjustments.
The Committee agreed to approve the revised Financial Regulations document for operation within the Council.
19. FINANCE DEPARTMENT CHANGES TO ESTABLISHMENT: CAPITAL AND TREASURY SECTION
With reference to Article 12 of the minute of meeting of the Personnel and Property Services Committee held earlier in the day, there was submitted Report No 889/97 prepared jointly by the Directors of Finance and Personnel proposing the establishment of a part-time clerical post within the Capital and Treasury Management Section of the Finance Department.
The Committee, for its interest, agreed to note and approve the terms of the Report.
20. PROPOSED PARTNERSHIP ARRANGEMENT FOR THE PROVISION OF HOMECARE SERVICES
With reference to Article 7 of the minute of meeting of the Social Work Committee of 19 August 1997, there was submitted Report No 831/97 by the Director of Social Work updating members on the progress on the development of the partnership with the Salvation Army for the provision of home care services and also seeking approval for amendment to a non-residential charging policy in light of the new service.
The Committee agreed to approve the proposed virement arising from the proposals as detailed in Appendix 1 to the Report.
21. ANGUS COUNCIL PRINT UNIT’S RENEWAL AND REPAIR FUND POLICY STATEMENT
With reference to Article 5 of the minute of meeting of the Policy and Resources Committee of 17 June 1997, there was submitted Report No 938/97 prepared jointly by the Directors of Law and Administration and Finance providing details of the management arrangements to be operated in respect of the Print Unit’s Renewal and Repair Fund.
The Committee agreed to approve the Policy Statement, appended to the Report regarding the operation of the Print Unit Renewal and Repair Fund.
22. THE YEAR 2000 INFORMATION TECHNOLOGY IMPLICATIONS
There was submitted Report No 907/97 by the Director of Information Technology addressing the implications for information technology of the year 2000.
The Report identified the action which had been taken to date by the Director of Information Technology and by the Heads of Departments and their responsibilities in assessing and dealing with the perceived problem.
The Committee agreed:-
(i) to note and approve the actions being taken to safeguard the Council’s position in respect of potential computerisation problems arising from the year 2000; and
(ii) to instruct the Director of Information Technology to submit, when appropriate, reports to Committee detailing progress made and any financial or other resource implications arising therefrom.
23. INFORMATION TECHNOLOGY DEPARTMENTAL DEVELOPMENT PLAN
With reference to Article 14 of the minute of meeting of this Committee of 11 June 1996, there was submitted Report No 908/97 by the Director of Information Technology seeking approval for his revised Departmental Development Plan.
The Committee agreed:-
(i) to note the progress made by the Department of Information Technology in implementing the previous Development Plan; and
(ii) to approve the principles and proposed actions detailed in the revised plan.
24. ARBROATH COMMUNICATIONS NODE
There was submitted Report No 909/97 by the Director of Information Technology seeking authority for the development of an Arbroath Communications Node to provide replacement and enhanced telephone and data facilities for the Dewar House/Academy Lane complex in Arbroath. This would enable the current Arbroath contact numbers for the public to be retained and the complex would also be connected to the Council Communication Network allowing calls to be transferred from the main Forfar telephone number and extension to extension calls from Forfar HQ sites to the Arbroath complex at no cost.
The Committee agreed:-
(i) to approve the replacement of current telephone and data facilities at the Dewar House/Academy Lane complex at a projected purchase cost of £40,000;
(ii) that procurement would be by negotiation with the Council’s strategic communications equipment suppliers; and
(iii) that the funding for the project comprise £25,000 capital for Arbroath Communications Node as identified in the 1997/98 Capital Programme and an additional £15,000 to be vired from the £80,000 capital allowance for General Replacement/Upgrade of Infrastructure as identified in the 1997/98 Capital Programme.
25. GENERAL COMMUNICATIONS INFRASTRUCTURE ENHANCEMENT
There was submitted Report No 910/97 by the Director of Information Technology seeking authority for replacement and enhancement of telephone and data facilities for Council Departments located in the complex at Kirriemuir Road, Forfar in order to accommodate extension to extension dialling and allowing the public to use the main switchboard for contact with the Transportation Unit.
The Committee agreed:-
(i) to approve the replacement and enhancement of current telephone and data facilities at the Kirriemuir Road complex at a projected purchase cost of £13,000;
(ii) that procurement would be by negotiation with the Council’s strategic communications equipment suppliers; and
(iii) that funding for the project be met from the £80,000 capital allowance for General Replacement/Upgrade of Infrastructure as identified in the 1997/98 Capital Programme.
26. INFORMATION TECHNOLOGY TENDERS FROM 1 APRIL TO 31 JULY 1997
There was submitted Report No 911/97 by the Director of Information Technology advising members of the tenders accepted by the Director of Information Technology under delegated authority during the period 1 April to 31 July 1997.
The Committee, for its information, agreed to note the terms of the Report.
27. PURCHASE OF GEOGRAPHICAL INFORMATION SYSTEM FOR RECREATION SERVICES
With reference to Article 6 of the minute of meeting of the Recreation and Cultural Services Committee held on 21 August 1997, there was submitted Report No 843/97 by the Director of Recreation Services seeking authority for the purchase and installation of the corporate GIS System in Recreation Services.
The Committee, for its information, agreed to the purchase and installation of the System for use in the Recreation Services Department.
28. EXCLUSION OF PUBLIC AND PRESS
The Committee resolved, in terms of Standing Order No 27(2), that the public and press be excluded from the meeting during consideration of the following items to avoid disclosure of information which was exempt in terms of Paragraphs 6, 8 and 9 of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973.
29. PROCUREMENT OF ICE PREDICTION SYSTEM PHASE 1
With reference to Article 29(b) of the minute of meeting of the Roads Committee of 28 August 1997, there was submitted Report No 883/97 by the Director of Roads seeking approval to purchase the first phase of an ice prediction system. The purchase was based on the price submitted by a proposed supplier under qualitative assessment of best overall value for money in terms of initial capital cost, ongoing running and maintenance costs, quality, special features and facilities, functionality and reliability.
The Committee, for its interest, agreed to authorise the Director of Roads to place a purchase order with Vaisala TMI Ltd for the first phase of an ice prediction system.
30. ANGUS COUNCIL CCTV SCHEME
With reference to Article 6 of the minute of meeting of the Executive Sub-Committee of the Policy and Resources Committee of 24 July 1997, there was submitted Report No 924/97 prepared jointly by the Directors of Property Services, Law and Administration and Finance advising members of developments regarding the appointment of the nominated contractor for a communications network within the Angus Council CCTV Scheme and the financial implications thereof.
The Committee, for its interest, agreed:-
(i) to note the withdrawal of Telewest as a nominated sub-contractor for the communications network;
(ii) to homologate the decision to proceed with the nomination of British Telecom to provide the communications network;
(iii) to approve the revised estimated total cost of £1,057,739 (at outturn prices);
(iv) to note the revised overall funding arrangements for the project as detailed in the Report;
(v) to note the revised additional revenue expenditure arising from the initiative and accept the proposed funding package; and
(vi) to approve action being taken to attempt to recoup from Telewest the estimated additional costs which had been incurred by the Council, being additional capital expenditure and additional revenue costs, all as detailed in the Report.