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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 1 December 1998 at 4.11 pm.
Present: Councillors ALEX KING, JACK GIBB, GEORGE ALLAN, IAN MACKINTOSH, GLENNIS MIDDLETON, WILLIAM MIDDLETON, BRIAN MILNE, STEWART MOWATT, ROB MURRAY, DAVID SELFRIDGE, Mrs KATHLEEN RITCHIE and RICHARD SPEIRS.
Apology: An apology for absence was intimated on behalf of Councillor IAN HUDGHTON.
Councillor KING, Convener, in the Chair.
1. MINUTE OF PREVIOUS MEETING
The minute of meeting of this Committee of 20 October 1998 was approved as a correct record and signed by the Convener.
2. CAPITAL MONITORING COMPOSITE CAPITAL PROGRAMME 1998/99
With reference to Article 2 of the minute of meeting of this Committee of 20 October 1998, there was submitted Report No 1296/98 by the Director of Finance advising members of the capital expenditure incurred for the period from 1 April 1998 to 31 October 1998 and measuring capital expenditure against budgetary provision for the year.
The Committee agreed:-
(i) to note the position as at 31 October 1998, on the Composite Capital Programme, as per the monitoring statement appended to the Report;
(ii) to note that projections of the year end position would be ongoing and would be brought forward on a regular basis, to future meetings; and
(iii) to note that the Composite Capital Programme for the current financial year and future financial years would be reviewed at the forthcoming Budget Review Group meetings.
3. HOUSING CAPITAL PROGRAMME HRA BLOCK 1998/99
With reference to Article 3 of the minute of meeting of this Committee of 20 October 1998, there was submitted Report No 1273/98 by the Director of Finance setting out the position on the HRA Housing Capital Programme, as at 31 October 1998. The Report indicated that, generally, expenditure was on track to achieve the Programme, with performance continuing to be monitored carefully.
The Committee agreed:-
(i) that the figures in respect of 1998/99 be noted; and
(ii) that the total programme remain at £6.470m.
4. REVENUE MONITORING STATEMENT
With reference to Article 4 of the minute of meeting of this Committee of 20 October 1998, there was submitted Report No 1298/98 by the Director of Finance on the actual revenue expenditure incurred and income received in respect of the Council's Departments, as well as the Police, Fire and Valuation Joint Boards, for the period 1 April to 31 October 1998.
The Committee agreed to note the contents of the Report.
5. REVENUE BUDGET OUTTURN 1998/99
With reference to Article 5 of the minute of meeting of this Committee of 20 October 1998, there was submitted Report No 1299/98 by the Director of Finance updating members on the Council's projected financial position to the end of the current financial year. The Report indicated that the activities of the Training Section were currently the subject of a Value for Money study but it was not expected that sufficient savings would be identified within the section to bring net expenditure within budget during the current financial year, although it was expected that the overspend could be reduced.
The Committee, for its interest, agreed to note the contents of the Report.
6. RENEWAL AND REPAIR FUNDS POSITION AT 31 OCTOBER 1998
With reference to Article 7 of the minute of meeting of this Committee of 20 October 1998, there was submitted Report No 1300/98 by the Director of Finance detailing the financial position of the Renewal and Repair Funds for Property, Roads, Print and Information Technology. The Report indicated that all agreed commitments for 1998/99 had been included.
The Committee agreed to note the contents of the Report.
7. PROPERTY RENEWAL AND REPAIR FUND FUNDING ARRANGEMENTS AND PROGRAMME OF URGENT REPAIRS PHASE 6
With reference to Article 28 of the minute of meeting of the Personnel and Property Services Committee of 1 December 1998, there was submitted Report No 1271/98 by the Director of Property Services advising the Committee on the sixth phase of budgetary provision from the Property Renewal and Repair Fund and the programme of urgent repairs to be undertaken. The Report indicated that the programme of urgent repairs, detailed in Appendix 1 to the Report, had been prepared following detailed consideration of the five year costed and prioritised programme of planned maintenance work. The proposed repairs had been discussed and agreed with the respective Departments as being their highest priorities for this funding and the proposed expenditure had been agreed with the Director of Finance.
The Committee, for its interest, agreed:-
(i) to approve the provision of £150,000 from the Property Renewal and Repair 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 these funding arrangements.
8. REVENUE BUDGET 1998/99 VIREMENT
With reference to Article 7 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 1301/98 by the Director of Finance concerning virement proposals to 31 October 1998 and detailing the adjustments to budgets, either by virement from other budget heads or by additional income.
The Committee agreed to note the contents of the Report.
9. PROPERTY SERVICES DEPARTMENTAL BUDGET REQUEST TO VIRE EXCESS FEE INCOME TO STAFFING
With reference to Article 21 of the minute of meeting of the Personnel and Property Services Committee of 1 December 1998, there was submitted Report No 1261/98 by the Director of Property Services seeking approval to vire excess fee income to the staffing elements of the Departmental budget to allow the appointment of temporary staff to assist with the workload of
the Department. The Report indicated that, in the last two years of the operation of the Department, the budgetary savings required had been met mainly through the non-filling of staff vacancies. It was now proposed to use additional fee income to engage staff on a temporary basis between now and the end of the financial year to support capital and revenue projects and to help ensure the delivery of respective programmes.
The Committee, for its interest, agreed to the virement of excess fee income to the staffing element of the Property Services Departmental budget, to allow the appointment of temporary staff to assist with the workload of the Department.
10. 1999/2000 REVENUE BUDGET
There was submitted Report No 1290/98 by the Director of Finance advising the Committee of the latest position with regard to the preparation of the Finance and Information Technology Departments’ 1999/2000 Revenue Budgets and associated issues. A summary of the Departments’ provisional base budgets for 1999/2000, as submitted to the Director of Finance and subsequently reviewed by the Technical Validation Group, was circulated to members of the Committee for their information.
Given that the 1999/2000 base budget was still subject to the budget review process, the figures shown in the summary for 1999/2000 were provisional in nature and were subject to alteration, as the budget process moved forward. Any alterations considered necessary would be brought before the Committee for consideration.
The Committee agreed:-
(i) to note the contents of the Report for its interest; and
(ii) to note that more detailed Reports with specific recommendations would be brought forward in the budget cycle.
11. REMISSION OF RATES
With reference to Article 8 of the minute of meeting of this Committee of 20 October 1998, there was submitted Report No 1302/98 by the Director of Finance advising the Committee of various applications for remission of rates and indicating that the granting of the applications as detailed in the Report, would be consistent with the Council’s policy.
The Committee agreed to approve the applications for remission of rates, as detailed in the Report.
12. TAYSIDE REGIONAL COUNCIL’S ANNUAL ACCOUNTS 1995/96 EXTERNAL AUDIT REPORT
There was submitted Report No 1303/98 by the Director of Finance commenting on the External Auditor’s Report to the members of Dundee City Council, as members of the accounting authority for the former Tayside Regional Council. The Report indicated that the Auditor’s Report covered significant matters arising from the audit of Tayside Regional Council for the year ended 31 March 1996 and detailed a number of specific issues that the Auditor had raised. Although the Audit Certificate was qualified, the accompanying documentation to the Auditor’s Report clearly indicated that there were significant mitigating factors which had led to that unsatisfactory outcome.
The Committee agreed:-
(i) to note the content of the External Auditor’s Report to members on the 1995/96 audit of Tayside Regional Council and the Accounting Officer’s Report; and
(ii) to note the contents of the Director of Finance’s Report.
13. FORECAST PROFIT AND LOSS ACCOUNT AND PROPOSED CHARGES ARBROATH GOLF COURSE COMMITTEE OF MANAGEMENT YEAR ENDING 31 OCTOBER 1999
Councillors Alex King and Richard Speirs declared an interest in this item.
There was submitted Report No 1304/98 by the Director of Finance advising the Committee of the Forecast Profit and Loss Account and proposed charges for the Arbroath Golf Course Committee of Management for the year ending 31 October 1999. The Forecast Profit and Loss Account indicated a small profit being achieved and the proposed charges were in line with neighbouring facilities.
The Committee agreed:-
(i) to note the Forecast Profit and Loss Account; and
(ii) to approve the proposed charges for the year ending 31 October 1999.
14. SUPPLEMENTARY FUNDING PROVISION FOR ATTIC ACCESS ALTERATIONS TO NON-HOUSING COUNCIL BUILDINGS
The Committee agreed to defer consideration of this matter to the next meeting of the Committee.
15. SUPPLEMENTARY FUNDING PROVISION FOR RENEWAL OF STAGE TECHNICAL EQUIPMENT IN SCHOOLS
With reference to Article 25 of the minute of meeting of the Personnel and Property Services Committee of 1 December 1998, there was submitted Report No 1268/98 by the Director of Property Services seeking approval for the provision of supplementary funding from the Property Renewal and Repair Fund to allow the renewal of stage technical equipment in schools. The Report indicated that a recent inspection of stage technical equipment had identified that equipment in certain schools had not been subject to regular maintenance, was not compliant with current Regulations and did not meet current Health and Safety requirements. As a consequence it had been determined that such equipment required to be renewed.
The Committee, for its interest, agreed:-
(i) to note the requirement for the renewal of stage equipment in schools;
(ii) to approve the bid for supplementary funding in the sum of £30,000 from the Property Renewal and Repair Fund for Phase 1 of the renewal programme; and
(iii) to instruct the Director of Property Services to progress the renewal immediately and submit a further Report detailing the later phases of this programme.
16. NETWORK SERVERS IN SECONDARY SCHOOLS
With reference to Article 10 of the minute of meeting of this Committee of 2 December 1997, there was submitted Report No 1305/98 by the Director of Information Technology seeking approval to implement network server computer equipment in Forfar Academy and Carnoustie High School in the current financial year, as part of the ongoing programme to upgrade facilities in schools throughout Angus. The procurement necessary for Forfar and Carnoustie, if approved in the current financial year, could be met from the Information Technology Repairs and Renewals Fund and would be subject to the Financial Regulations concerned with open tendering.
The Committee agreed to approve the procurement of computer equipment to be installed at Forfar Academy and Carnoustie High School, at an estimated cost of £30,000.
17. EXCLUSION OF PUBLIC AND PRESS
The Committee resolved, in terms of Standing Order 27(2) that the public and press be excluded during consideration of the following items, so as to avoid the disclosure of information which was exempt in terms of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973, paragraphs 1, 6, 8 and 9.
18. REVENUES DIVISION COUNCIL TAX AND HOUSING BENEFIT STRUCTURE AND ESTABLISHMENT REVIEW
With reference to Article 8 of the minute of meeting of the Personnel and Property Services Committee of 1 December 1998, there was submitted Joint Report No 1258/98 by the Director of Finance, the Director of Housing and the Director of Personnel proposing the deletion of the current Council Tax and Housing Benefit structures. The Report proposed the establishment of a new structure designed to deliver the merged Council Tax, Council Tax Benefit and Housing Benefit service at Invertay House and area offices.
The Committee, for its interest, agreed to note and approve the terms of the Report.
19. FINANCIAL SYSTEMS COMPUTER HARDWARE
With reference to Article 20 of the minute of meeting of this Committee of 20 October 1998, there was submitted Report No 1306/98 by the Director of Information Technology seeking approval to purchase computer hardware on which to implement upgraded finance and personnel systems.
The Committee agreed to approve the purchase of computer hardware equipment at a cost of £32,000 from Sun Microsystems Ltd.
20. PROCUREMENT OF COMPUTER SOFTWARE MODULE FOR RECOVERING OVERPAYMENTS OF HOUSING BENEFIT
With reference to Article 21 of the minute of meeting of this Committee of 20 October 1998, there was submitted Report No 1308/98 by the Director of Finance seeking homologation of his action to procure a computer software module for recovering overpayments of Housing Benefit. The Report indicated that, given the tight timescales, the need to plan the implementation of the new model and the need to include any procurement in the contract with the software supplier, the Director of Finance had proceeded to purchase the computer software module necessary.
The Committee agreed to homologate the action of the Director of Finance to procure a computer software module for recovery of overpayments of Housing Benefit.
21. INFORMATION TECHNOLOGY TENDERS FROM 7 AUGUST 1998-13 NOVEMBER 1998
With reference to Article 19 of the minute of meeting of this Committee of 1 September 1998, there was submitted Report No 1307/98 by the Director of Information Technology, advising members of the tenders which had been accepted under delegated authority during the period 7 August to 13 November 1998.
The Committee agreed to note the terms of the Report.
22. PROCUREMENT OF COMPREHENSIVE, INTEGRATED HOUSING MANAGEMENT SYSTEM AND ASSOCIATED SERVICES
With reference to Article 2 of the minute of meeting of the Housing Executive Sub-Committee of 19 November 1998, there was submitted Joint Report No 1223/98 by the Director of Housing, the Director of Finance, the Director of Information Technology and the Director of Law and Administration, reporting on the tenders received for the supply of a comprehensive integrated housing management system and associated services.
The Report indicated that the Housing Executive-Sub Committee had agreed that First Software UK Ltd be contracted to supply and install the management system and associated services.
The Committee, for its interest, agreed to note the Report.
23. BANKING SERVICES
There was submitted Report No 1310/98 by the Director of Finance relating to the contract for banking services, and the new rates the Council’s bankers would be applying from 1 April 1999.
The Committee agreed to extend the contract for banking services (as amended) with the Bank of Scotland, for a further two years, covering the period 1 April 1999 to 31 March 2001.