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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 17 March 1998 at 4.10 pm.
Present: Councillors ALEX KING, JACK GIBB, GEORGE ALLAN, IAN HUDGHTON, IAN MACKINTOSH, GLENNIS MIDDLETON, WILLIAM MIDDLETON, BRIAN MILNE, STEWART MOWATT, ROB MURRAY, KATHLEEN RITCHIE, DAVID SELFRIDGE and RICHARD SPEIRS.
Councillor KING, Convener, in the Chair.
1. MINUTE OF PREVIOUS MEETING
The minute of meeting of this Committee of 3 February 1998 was approved as a correct record and signed by the Convener.
2. CAPITAL MONITORING COMPOSITE CAPITAL PROGRAMME 1997/98
With reference to Article 4 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 308/98 by the Director of Finance advising members of the capital expenditure incurred for the period from 1 April 1997 to 31 January 1998 and measuring capital expenditure against budgetary provision for the year.
The Committee agreed:-
(i) to note the position as at 31 January 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 subject to further monitoring; and
(iii) to give the Director of Finance, in consultation with the Chief Executive, the responsibility to bring about the most advantageous position to the Council for the 1997/98 Capital Expenditure year end position.
3. THE COMPOSITE CAPITAL PROGRAMME FOR 1998/99
There was submitted Report No 306/98 by the Director of Finance advising members of the position on the Composite Capital Programme for 1998/99 along with a review of budgeted expenditure and available funding. The Report detailed budgeted capital expenditure for 1998/99 of £12,076k as compared with an estimated capital resource to fund this expenditure of £11,553k.
The Committee agreed:-
(i) to note and approve the Composite Capital Programme for Angus Council for 1998/99, as appended to the Report;
(ii) to note that the proposed programme of expenditure would be subject to ongoing review, with regard to the monitoring of expenditure and the most appropriate use of available funding;
(iii) to give the Director of Finance, in consultation with the Chief Executive, the responsibility to bring about the most advantageous position to the Council through agreement and implementation of the 1998/99 Capital Programme; and
(iv) to note that further Reports would be submitted in due course, detailing the use of Renewal and Repairs Funds and Operating Leases in 1998/99.
4. HOUSING CAPITAL PROGRAMME HRA BLOCK 1997/98
With reference to Article 5 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 278/98 by the Director of Finance which detailed the latest estimates for the year and the spend figures on the above Programme as at 31 January 1998.
The Committee noted the Report and the figures presented and agreed that the total programme be increased by £0.180m to £8.203m.
5. TREASURY MANAGEMENT
With reference to Article 8 of the minute of meeting of this Committee of 21 October 1997, there was submitted Report No 310/98 by the Director of Finance detailing a revised Treasury Management Policy Statement and apprising members of the proposed Treasury Management Strategy for Angus Council in 1998/99.
The Committee agreed:-
(i) to adopt the Treasury Management Policy Statement and the Treasury Management Strategy Statement appended to the Report, for implementation within Angus Council; and
(ii) to note the requirements of Section 13 of the Council’s Financial Regulations pertaining to Treasury Management and the availability of the Treasury Management Systems Document, which covered detailed systems and procedures, within the Treasury Management Section of the Finance Department.
6. 1996/97 FINAL ACCOUNTS VARIANCE NOTES
There was submitted Report No 335/98 by the Director of Finance which outlined the position reached on the 1996/97 final Accounts and provided analysis on the variances of actuals versus budgets for 1996/97. The Report indicated that the Accounts for 1996/97 had reached an advanced stage of being audited and it was hoped that in the near future an audit certificate would be issued. However, the dissaggregation of the Tayside Regional Council balances at 31 March 1996 had still not yet been finalised, and, until such time as it had the Council’s Accounts would have to carry a caveat.
The Committee agreed to note the contents of the Report.
7. REVENUE MONITORING STATEMENT
With reference to Article 2 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 324/98 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 1997 to 31 January 1998.
The Committee agreed to note the contents of the Report.
8. REVENUE BUDGET OUTTURN 1997/98
With reference to Article 3 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 325/98 by the Director of Finance updating members on the Council's projected financial position to the end of the current financial year.
The Committee agreed, for its interest, to note the contents of the Report.
9. RENEWAL AND REPAIRS FUNDS FOR PROPERTY, ROADS, PRINT AND INFORMATION TECHNOLOGY 1997/98; POSITION AT 31 JANUARY 1998
With reference to Article 6 of the minute of meeting of this Committee of 21 October 1997, there was submitted Report No 327/98 by the Director of Finance detailing the financial position of the Renewal and Repairs Funds for Property, Roads, Print and Information Technology.
The Committee agreed to note the contents of the Report.
10. PROPERTY RENEWAL AND REPAIR FUND UPDATE OF FUNDING ARRANGEMENTS AND PLANNED PROGRAMME OF URGENT REPAIRS
With reference to Article 2 of the minute of meeting of this Committee of 10 June 1997, there was submitted Report No 311/98 by the Director of Property Services advising the Committee of the next phase of programmes of urgent repairs to be undertaken, utilising the Renewal and Repair Fund, and also providing an update on the programme of additional repairs carried out in 1997/98, for homologation.
The Committee, for its interest, agreed:-
(i) to note the changes in the estimated costs of projects previously reported;
(ii) to homologate the provision of £25,600 from the Property Renewal and Repair Fund in financial year 1997/98 for the execution of additional urgent property repairs; and
(iii) to approve the next phase of planned programme work at an estimated cost of £775,000 from the Property Renewal and Repair Fund for the execution of urgent property repairs.
11. REMISSION OF RATES
With reference to Article 15 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 333/98 by the Director of Finance advising the Committee of applications for remission of rates and indicating that the granting of remission for the applications as detailed in the Report, would be consistent with the Council’s policy in this respect.
Having heard from the Convener that the Council had no discretion in granting 80% relief to Charity Shops, the Committee agreed that the applications for remission of rates, as detailed in the Report, be granted.
12. MISCELLANEOUS ACCOUNTS DEBT WRITE OFF
There was submitted Report No 326/98 by the Director of Finance providing a statement of accounts which were viewed as irrecoverable and were being recommended for write-off. The Report noted that apart from these write-offs, provision would be made in the accounts for doubtful debts, which were in the process of being assessed for the year end.
The Committee agreed that the accounts detailed in Appendix 1 to the Report, amounting to £27,754.74 be written off as irrecoverable.
13. SCHEME OF MEMBERS’ ALLOWANCES 1997/98
There was submitted Report No 329/98 by the Director of Finance advising members of the submission date for their claims at the end of the financial year 1997/98. In order that members’ allowances could be accounted for in the correct financial year and properly reported, it would be necessary to apply an appropriate cut-off date for the receipt of claims.
The Committee agreed:-
(i) that all claims for travel, subsistence and other expenses for the year ending 31 March 1998, be submitted to the Director of Finance on or before 10 April 1998; and
(ii) that claims for travel, subsistence and other expenses for the year ending 31 March 1998 which were not submitted to the Director of Finance by 10 April 1998, would lapse.
14. SCHEME OF MEMBERS’ ALLOWANCES 1998/99
There was submitted Report No 334/98 by the Director of Finance, appending the Scheme of Members’ Allowances which required to be approved, in order that members could be paid in accordance with the approved Scheme. The Scheme detailed the types of members' allowances and the various travelling and subsistence rates.
The Committee agreed to approve the Scheme of Members’ Allowances for 1998/99, and to delegate authority to the Director of Finance to make appropriate technical amendments to the Scheme for future years.
15. CHARGING FOR SERVICES TO FINANCIAL INSTITUTIONS
There was submitted Report No 328/98 by the Director of Finance seeking approval for the application of a charge in respect of requests from financial institutions, including banks and building societies, about Council employees. The Report indicated that payroll staff dealt with approximately 300 financial applications per annum and that, following a status enquiry review of all Scottish Councils, it appeared that most Councils were either already charging for the service or, like Angus, were currently in the process of setting a scale of charges.
The Committee agreed that Angus Council Finance Department, Payroll Section, make a charge of £20 excluding VAT for their services for enquiries received from financial institutions, eg building society mortgage applications.
16. FINANCE DEPARTMENT STAFFING ADJUSTMENTS INTERNAL AUDIT/REVENUES
With reference to Article 15 of the minute of meeting of the Personnel and Property Services Committee held earlier this day, there was submitted Joint Report No 321/98 by the Director of Finance and the Director of Personnel proposing the establishment of a full-time Fraud Officer within the Audit, VFM and Risk Management Section of the Finance Department, specifically to investigate both Housing and Council Tax Benefit fraud.
The Committee agreed, for its interest:-
(i) that a full-time Fraud Officer post with a salary of AP2, be established within the Audit, VFM and Risk Management Section from 1 April 1998;
(ii) that the current incumbent of the Revenues Division, seconded at present on a part-time basis to the Audit Section, be transferred into this new post; and
(iii) that the funding for the post be by part transfer from the Revenues Division’s base budget and utilisation of specific finance funds within the 1998/99 government financial settlement.
17. THE NEW PENSION REGULATIONS 1998 DISCRETIONS
With reference to Article 11 of the minute of meeting of the Personnel and Property Services Committee held earlier this day, there was submitted Joint Report No 318/98 by the Director of Personnel and the Director of Finance proposing a response to Dundee City Council’s proposals, as administering authority, on the application of the discretions available in the New Pension Regulations 1998 which were to be implemented on 1 April 1998.
The Committee agreed, for its interest, to the response, outlined in the Report, to Dundee City Council’s proposals on the application of the discretion allowed in the New Pension Regulations 1998.
18. CONTRACT SERVICES/RECREATION SERVICES BUDGET ISSUES
There was submitted Report No 336/98 by the Director of Finance seeking the homologation of the action required to be undertaken in viring certain budgets. The Report indicated that an underspend had been identified on the Grounds Maintenance Budget of Recreation Services and it had been deemed appropriate for virement to be exercised to transfer some of this underspend to the Leisure Management Section of Recreation Services.
The Committee agreed to homologate the action taken in the virement to budgets detailed in the Report.
19. ANGUS COUNCIL INTERNET WEBSITE
There was submitted Report No 302/98 by the Director of Information Technology outlining the progress made in establishing the Council’s presence on the Internet and proposing further developments for the Angus Council site. In addition, it was proposed to develop an Internet site which primarily would promote the Angus area in general, rather than Angus Council.
The Committee agreed:-
(i) to note the progress made in establishing the Council’s presence on the Internet;
(ii) to note the potential of the development as a major contribution in the promotion of Angus;
(iii) to approve the development of a new Internet site to promote the Angus area while continuing to expand Council service information on the existing site; and
(iv) to authorise the Director of Information Technology to co-ordinate the development and release of Council information and facilities available on the Internet under the arrangements proposed in the Report.
20. ARBROATH TECHNOLOGY INITIATIVE
With reference to Article 11 of the minute of meeting of the Education Committee of 10 March 1998, there was submitted Joint Report No 284/98 by the Director of Education and the Director of Information Technology outlining proposals to establish Information and Communication Technology (ICT) facilities at both Arbroath Academy and Arbroath High Schools. The Report detailed proposals to link both schools electronically which would also enable access to other Angus Council networks.
The Committee agreed, for its interest:-
(i) to note the contents of the Report; and
(ii) to authorise the Director of Information Technology to issue tenders for the work.
21. 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 to avoid disclosure of information which was exempt in terms of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973, paragraphs 6, 8 and 9.
22. TENDERS
(a) Information Technology Tenders from 1/1/98 to 28/2/98
With reference to Article 22 (b) of the minute of meeting of this Committee of 3 March 1998, there was submitted Report No 303/98 by the Director of Information Technology advising members of the tenders that had been accepted under delegated authority, during the period 1 January to 28 February 1998.
The Committee noted the terms of the Report.
(b) Secondary Schools Computer Equipment
With reference to Article 2(b) of the minute of meeting of the Education Committee of 10 March 1998, there was submitted Joint Report No 300/98 by the Director of Information Technology and the Director of Education seeking approval for the procurement of computer equipment to enhance and improve the delivery of the curriculum within secondary schools.
The Committee agreed to homologate the action taken by the Director of Information Technology, in consultation with the Convener, to accept the tender for the supply of Secondary Schools Computer Equipment from Research Machines at a cost of £70,602.
(c) Primary Schools Computer Equipment
With reference to Article 2(a) of the minute of meeting of the Education Committee of 10 March 1998, there was submitted Joint Report No 299/98 by the Director of Information Technology and the Director of Education seeking approval for the procurement of computer equipment to enhance and improve delivery of the 5-14 curriculum within primary schools.
The Committee agreed to homologate the action taken by the Director of Information Technology, in consultation with the Convener, to accept the tender for the supply of Primary Schools Computer Equipment from Research Machines at a cost of £104,500.