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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 September 1998 at 4.15 pm.
Present: Councillors ALEX KING, JACK GIBB, GEORGE ALLAN, WILLIAM MIDDLETON, BRIAN MILNE, STEWART MOWATT, DAVID SELFRIDGE, Mrs KATHLEEN RITCHIE and RICHARD SPEIRS.
Apologies: Apologies for absence were intimated on behalf of Councillors IAN HUDGHTON, IAN MACKINTOSH, GLENNIS MIDDLETON and ROB MURRAY.
Councillor KING, Convener, in the Chair.
1. MINUTE OF PREVIOUS MEETING
The minute of meeting of this Committee of 16 June 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 16 June 1998, there was submitted Report No 917/98 by the Director of Finance advising members of the capital expenditure incurred for the period from 1 April 1998 to 31 July 1998 and measuring capital expenditure against budgetary provision for the year.
The Committee agreed:-
(i) to note the position as at 31 July 1998, on the Composite Capital Programme, as per the monitoring statement appended to the Report; and
(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.
3. HOUSING CAPITAL PROGRAMME HRA BLOCK 1998/99
With reference to Article 3 of the minute of meeting of this Committee of 5 May 1998, there was submitted Report No 918/98 by the Director of Finance as at 31 July 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 5 May 1998, there was submitted Report No 919/98 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 July 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 5 May 1998, there was submitted Report No 920/98 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, based on these projections, expenditure was expected to reach, but not exceed the cash limited budget set by the Council in March 1998.
The Committee, for its interest, agreed to note the contents of the Report.
6. RENEWAL AND REPAIR FUNDS
(a) Position at 31 July 1998
With reference to Article 3 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 921/98 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, although a further call was to be made against Information Technology in relation to the Corporate Year 2000 Project, for which the overall impact had yet to be quantified.
The Committee agreed to note the contents of the Report.
(b) Strategic Review
With reference to Article 3 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 922/98 by the Director of Finance which detailed the significant actual and planned use made of the Council's Renewal and Repair Funds and identified the strategic role which these Funds could perform, to assist the Council when the need for contingency funding was identified. The Report indicated that future resourcing of these funds would need to be carefully considered as part of the 1999/2000 and beyond Revenue and Capital budget considerations.
The Committee, for its interest, agreed:-
(i) to note the actual and committed expenditure from the R & R Funds;
(ii) to note that a concentrated effort was to be made to deliver as much of the planned R & R Funds expenditure programme by the end of the current calendar year;
(iii) to note the strategic importance of appropriately resourcing the R & R Funds;
(iv) to note the resources available to the R & R Funds would be fully considered as part of the 1999/2000 and beyond Revenue and Capital Budget preparation; and
(v) to note that the Roads R & R Fund would be changed to Roads and Transport R & R Fund, to assist the integration of joint operational issues which might require contingency funding.
7. PREPARATION OF THE 1999/2000 CAPITAL BUDGET AND FUTURE YEARS FINANCIAL PLAN
There was submitted Report No 899/98 by the Director of Finance indicating the preparations required to be undertaken by Directors and Heads of Service Departments, in anticipation of the need to compile the Financial Plan for Angus Council. The Report indicated that the Secretary of State, as part of the Comprehensive Spending Review (CSR) had issued the total available capital sums for the Scottish Block to cover all public services for the next three years. The allocation to be made available over the next three years to local government was still to be announced and it was against this background and in the interests of prudent financial planning that Angus Council should continue to produce Financial Plans for the forthcoming three year period.
The Committee agreed:-
(i) to note the terms of the Report;
(ii) to instruct Directors and Heads of Service Departments to consider projects for submission and possible inclusion in the Non-Housing and the Housing Revenue Account Financial Plans covering the period 1999/2000 to 2001/2002; and
(iii) that Directors and Heads of Service Departments be required to highlight their departmental priorities, in view of the expected continuing limited availability of resources, in comparison to identified demand.
8. PREPARATION OF THE 1999/2000 REVENUE BUDGET
There was submitted Report No 923/98 by the Director of Finance advising members of the current position in relation to the 1999/2000 Revenue Budget preparation process. The Report highlighted the key stages of the budget preparation timetable, which would ultimately lead to the setting of the Council Tax in March 1999. A copy of the indicative timetable for the 1999/2000 revenue budget process was attached as Appendix A to the Report.
Changes in the local government expenditure system, such as the removal of capping, the Comprehensive Spending Review, and three year budgeting, meant that although the budget preparation process for 1999/00 would follow much the same pattern as previous years, the timetable for budget preparation would require to be reasonably flexible, as the timing of government announcements was less certain.
The budgetary process as described in the Report was in line with the Council's Financial Regulations. Further reports pertinent to the revenue budget process would be brought forward, as required, as the budget cycle progressed.
The Committee agreed:-
(i) to note the contents of the Report; and
(ii) to approve the approach to the budget preparation process, as set out in the Report.
9. SCOTTISH OFFICE CONSULTATION PAPER: LOCAL AUTHORITY NON-HOUSING CAPITAL EXPENDITURE REVIEW OF THE DISTRIBUTION SYSTEM
There was submitted Report No 900/98 by the Director of Finance detailing the Council's response to the Scottish Office consultation paper "Local Authority Non-Housing Capital Expenditure Review of the Distribution System". The consultation paper formed part of the Government's Comprehensive Spending Review and was aimed at introducing, through consensus, a Section 94 Consent distribution system which reflected the priorities of both central and local government, which would have previously been agreed through a partnership framework. Attached to the Report was the Scottish Office consultation paper and the proposed Council response.
The Committee agreed:-
(i) to note the content of the Scottish Office consultation paper; and
(ii) to approve the response prepared by the Director of Finance, as appended to the Report.
10. ANNUAL ACCOUNTS MONTROSE LINKS TRUST YEAR ENDED 31 MARCH 1998
With reference to Article 13 of the minute of meeting of this Committee of 2 September 1997, there was submitted Report No 924/98 by the Director of Finance detailing the audited Annual Accounts of the Montrose Links Trust, for the year ended 31 March 1998. The Report indicated that the Trust had prepared a five year Business Plan to 31 March 2003, which would help its continued financial well-being.
The Committee agreed to note the 1997/98 Annual Accounts of the Montrose Links Trust, a copy of which was appended to the Report.
11. FINANCE DEPARTMENT SERVICE PLAN 1998/99
With reference to Article 9 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 925/98 by the Director of Finance detailing the Finance Department's Service Plan for 1998/99. The Report outlined the full range of services provided by the Finance Department, to meet the requirements of the Council and its Service Departments and identified the key targets the Department hoped to achieve during the year.
The Committee agreed:-
(i) to approve the Finance Department's 1998/99 Service Plan; and
(ii) to note the proposed operational changes outlined in the 1998/99 Service Plan.
12. OPERATING AGREEMENT FOR ANGUS CONTRACT SERVICES
With reference to Article 17 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 926/98 by the Director of Finance seeking approval of an Operating Agreement for Angus Contract Services. Following a consultation exercise, it had been agreed that the section in the Council's Financial Regulations relating to Service Organisations be removed and that a separate Operating Agreement for Angus Contract Services be implemented within Angus Council. The Report set out the financial roles under which the organisation was intended to operate in the future, in terms of its administrative procedures.
The Committee agreed:-
(i) to approve the Operating Agreement for Angus Contract Services as appended to the Report; and
(ii) to note that the Operating Agreement for Angus Contract Services would be subject to review at appropriate intervals, to ensure the interests of Angus Council were best served.
13. INFORMATION TECHNOLOGY DEVELOPMENT PLAN
With reference to Article 23 of the minute of meeting of this Committee of 2 September 1997, there was submitted Report No 929/98 by the Director of Information Technology seeking approval for the adoption of proposals contained in the latest revision of the Information Technology Development Plan 1997-2000. The Report indicated that, within the context of the Council's Strategic Planning Process, it was essential that each service prepared a Development Plan consistent with the corporate objectives. In the case of Information Technology, the planning process had to take into account the requirements of all other services in the Council, such as the growing importance of the role of IT, in service provision.
The Committee agreed to approve the revised three year Development Plan for Information Technology.
The following matter was, on the determination of the Convener, dealt with as a matter of urgency in order that no delay would occur in relation to the tendering process.
14. COMPREHENSIVE INTEGRATED HOUSING MANAGEMENT SYSTEM AND ASSOCIATION SERVICES SELECTION OF CONTRACTORS
With reference to Article 12 of the minute of meeting of this Committee of 2 December 1997, there was submitted Joint Report No 944/98 by the Director of Housing, the Director of Finance, the Director of Information Technology and the Director of Law and Administration advising the Committee of progress being made in assessing options for purchasing an integrated Housing Management System. Given the requirement to meet the Official Journal (OJ) timescales, and a desire to have phase I of the system operative at the start of the 1999/2000 financial year, it was vital that the Council adhere to the originally agreed timescale.
The Committee agreed:-
(i) that the following four firms be invited to tender:-
Academy
Bull
First Software
MDIS Limited; and
(ii) to homologate the decision to forward tender documentation to the four firms concerned, who had until 28 September 1998 to lodge their detailed submissions.
15. 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 disclosure of information which was exempt in terms of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973, paragraphs 1, 4, 6, 8, 9 and 10.
16. REMISSION OF RATES
With reference to Article 5 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 927/98 by the Director of Finance advising the Committee of various applications for remission of rates and indicating that the granting of remission of rates for applications detailed 1 to 7 in the Report, would be consistent with that policy. However, in relation to application 8, as it related to a non-charitable organisation, granting of the application would result in the Council incurring 25% of the rates liabilities and setting a precedent against which any future applications from other non-charitable Trusts would have to be viewed.
The Committee agreed:-
(i) to approve applications 1 to 7 for remission of rates, as detailed in the Report; and
(ii) to refuse application 8, for the reasons set out in the Report.
17. FINANCE DEPARTMENT STRUCTURE AND ESTABLISHMENT REVIEW
With reference to Article 15 of the minute of meeting of the Personnel and Property Services Committee of 17 March 1998 and Article 5 of the minute of meeting of the Personnel and Property Services Committee of 1 September 1998, there was submitted Joint Report No 928/98 by the Director of Finance and the Director of Personnel proposing changes to the structure and establishment of the Finance Department, following a review of the roles and responsibilities of the Financial Policy and Financial Services Divisions. The review had been undertaken to consider the continued appropriateness of the Client/Contractor split within the Financial Policy and the Financial Services Divisions. The proposed changes addressed these issues and produced for the Council, a structure and establishment capable of delivering the services, against current and foreseeable demands, including an estimated provision for supporting the Best Value implications.
The Committee, for its interest, agreed:-
(i) to delete Post No 02/02, Principal Accountant Capital, grade AP10;
(ii) to delete one Post of Payroll Assistant, grade GS1/2, the exact Post No of which would be identified following an internal recruitment exercise to a higher graded vacant post within the Payroll Section;
(iii) to delete Clerical Assistant Post Nos 02/08 and 05/16 graded GS1/2;
(iv) to change the status of Post No 02/07, Senior Clerical Assistant, grade GS3 from part-time to full-time;
(v) to establish a post of Accountant, grade GS3/AP6;
(vi) to redesignate and re-grade Post No 03/09, VFM Assistant, grade GS3/AP2 to VFM Auditor, grade GS3/AP6; and
(vii) to re-grade the following posts:-
(a) Post No 06/01 from AP5/6 to AP8.
(b) Post No 06/02 from AP3 to AP4.
(c) Post No 07/01 from AP5/6 to AP8.
(d) Post No 07/02 from AP3 to AP4.
(e) Post No 07/03 from AP3 to AP4.
(f) Post No 07/04 from GS3 to AP1.
(g) Post No 04/01 from AP3 to AP4.
18. PROGRESS ON MERGING HOUSING BENEFIT WITH COUNCIL TAX
With reference to Article 7 of the minute of meeting of this Committee of 10 June 1997, there was submitted Joint Report No 802/98 by the Director of Housing and the Director of Finance advising the Committee on the significant progress to date, in respect of merging Housing Benefit with Council Tax. An implementation team still required to carry out many of the required tasks, but, it was anticipated that the target date for implementation of 1 April 1999, was still achievable.
The Committee, for its interest, agreed to note the progress being made in respect of merging Housing Benefit with Council Tax.
19. TENDERS
(a) Information Technology Tenders from 18 April to 6 August 1998
With reference to Article 20 of the minute of meeting of this Committee of 5 May 1998, there was submitted Report No 930/98 by the Director of Information Technology advising members of the tenders that had been accepted under delegated authority, during the period 18 April 1998 to 6 August 1998.
The Committee noted the terms of the Report.
(b) IT Consultancy Services
There was submitted Report No 931/98 by the Director of Information Technology seeking approval to procure consultancy services from Microsoft, in relation to the design and management of the Council's corporate network infrastructure and electronic mail facilities. The overall objective would be to provide the Council with the knowledge to design and develop a NT-based infrastructure which would support its growing user population with particular reference to the incorporation of education and school e-mail users.
The Committee agreed:-
(i) to approve the procurement of consultancy services from Microsoft at a cost of £13,200; and
(ii) to approve the funding from the Information Technology Repairs and Renewal Fund.
(c) 5-14 Computer Equipment for School Networks
With reference to Article 22 of the minute of meeting of this Committee of 17 March 1998, there was submitted Joint Report No 863/98 by the Director of Information Technology and the Director of Education seeking homologation of the decision to procure computer equipment to enhance and improve delivery of the 5-14, Standard Grade and Higher Grade curriculum within Secondary Schools.
The Committee agreed:-
(i) to approve the procurement of equipment and software from Research Machines at a cost of £37,668; and
(ii) to homologate the decision of the Convener to facilitate early implementation of the proposal.