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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 20 October 1998 at 4.07 pm.
Present: Councillors ALEX KING, JACK GIBB, GEORGE ALLAN, WILLIAM MIDDLETON, BRIAN MILNE, IAN MACKINTOSH, GLENNIS MIDDLETON, DAVID SELFRIDGE and RICHARD SPEIRS.
Apologies: Apologies for absence were intimated on behalf of Councillors IAN HUDGHTON, STEWART MOWATT, ROB MURRAY and Mrs KATHLEEN RITCHIE
Councillor KING, Convener, in the Chair.
1. MINUTE OF PREVIOUS MEETING
The minute of meeting of this Committee of 1 September 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 1 September 1998, there was submitted Report No 1085/98 by the Director of Finance advising members of the capital expenditure incurred for the period from 1 April 1998 to 30 September 1998 and measuring capital expenditure against budgetary provision for the year.
The Committee agreed:-
(i) to note the position as at 30 September 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 1 September 1998, there was submitted Report No 1074/98 by the Director of Finance setting out the position on the HRA Housing Capital Programme, as at 30 September 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 1 September 1998, there was submitted Report No 1086/98 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 30 September 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 1087/98 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 1998/99 projections statement anticipated that net expenditure incurred by the Training Section, now part of the Personnel Department, would exceed the cash limited budget set by the Council in March 1998. However, steps were currently being taken to identify measures which could be taken to ensure the situation did not prevail.
The Committee, for its interest, agreed to note the contents of the Report.
6. VIREMENT REPORT FOR QUARTERS ONE AND TWO 1998/99 SOCIAL WORK DEPARTMENT
With reference to Article 2 of the minute of meeting of the Social Work Committee of 6 October 1998, there was submitted Report No 1010/98 by the Director of Social Work identifying the use which had been made of the virement rules available within Angus Council’s Financial Regulations, in order to maintain control over the revenue budget of the Department. The Report indicated that some of the proposed virements had previously been the subject of Committee Reports.
The Committee, for its interest, agreed to approve the virement proposals contained within the Report.
7. RENEWAL AND REPAIR FUNDS POSITION AT 31 AUGUST 1998
With reference to Article 6(a) of the minute of meeting of this Committee of 1 September 1998, there was submitted Report No 1088/98 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.
The Committee agreed to note the contents of the Report.
8. REMISSION OF RATES
With reference to Article 16 of the minute of meeting of this Committee of 1 September 1998, there was submitted Report No 1089/98 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.
9. COLLECTION OF COUNCIL TAX AND COMMUNITY CHARGE UPDATE
With reference to Article 13 of the minute of meeting of this Committee of 5 May 1998, there was submitted Report No 1090/98 by the Director of Finance updating the Committee on the collection position on Council Tax and Community Charge to the end of September 1998. The Report indicated that significant sums of money had been collected (£211.997m) as at 30 September 1998 in respect of Council Tax and Community Charge. Arrears of £6.810m were being pursued by the Council, Sheriff Officers, debt collection agents and employment search agents, to achieve as high a recovery rate as possible.
The Committee agreed to note the contents of the Report.
10. TREASURY MANAGEMENT ANNUAL REPORT 1997/98
With reference to Article 5 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 1091/98 by the Director of Finance detailing Treasury Management activities for Angus Council for the financial year 1997/98. The Report indicated that the Policy Statement, in operation within the Treasury Management Section of the Finance Department, had been the subject of ongoing monitoring to take account of changing circumstances in this area of activity. The review had revealed the operational adequacy and effectiveness of the Policy Statement, with no requirement for amendment at this time.
The Committee agreed to approve the Annual Report on Treasury Management Activities for Angus Council for 1997/98, as appended to the Report.
11. DLOs AND DSOs IN SCOTLAND AN OVERVIEW BY THE ACCOUNTS COMMISSION
With reference to Article 17 of the minute of meeting of this Committee of 16 June 1998, there was submitted Joint Report No 1092/98 by the Chief Executive and the Director of Finance outlining the findings of a study that had been undertaken of the financial and management arrangements of all authorities DLOs and DSOs by the Accounts Commission. It was noted that both Angus Contracts and Tayside Contracts had exceeded the financial targets set by the Government in both 1996/97 and 1997/98, and a review of the financial and management arrangements based on the recommendations contained in the Audit Commission’s Report had been undertaken in Angus Contracts, which had reached the general conclusion that the present arrangements stood up to scrutiny. It was expected that a full review of the financial and management arrangements, which was being undertaken, would assist the organisation in continuing to deliver the most efficient and effective service possible.
The Committee, for its interest, agreed:
(i) to note the contents of the Accounts Commission’s Report on financial and management arrangements for DLOs/DSOs;
(ii) to note that Tayside Contracts had been requested to comment on the applicability of the Account Commission’s Report recommendations, in relation to their activities;
(iii) to note that, in line with the Report recommendations, the opportunity was being taken to review the financial and management arrangements for Angus Contracts; and
(iv) to note that the scheduling of Service Reviews for Contract Services was confirmed as currently approved.
12. MISCELLANEOUS ACCOUNTS DEBT WRITE-OFF
With reference to Article 20 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 1093/98 by the Director of Finance seeking authority to write-off the amounts detailed in the Report as bad debts, which were viewed as irrecoverable.
The Committee agreed that the accounts detailed in Appendix 1 to the Report, amounting to £18,438.10, be written off as irrecoverable.
13. CARNOUSTIE GOLF LINKS MANAGEMENT COMMITTEE ANNUAL ACCOUNTS FOR YEAR ENDED 31 MARCH 1998
With reference to Article 11 of the minute of meeting of this Committee of 21 October 1997, there was submitted Report No 1094/98 by the Director of Finance detailing the audited Annual Accounts of the Carnoustie Golf Links Management Committee for the year ended 31 March 1998 and highlighting the salient points contained in the accounts.
The Committee agreed to note the 1997/98 Annual Accounts for the Carnoustie Golf Links Management Committee.
14. ANGUS AND CITY OF DUNDEE TOURIST BOARD ANNUAL ACCOUNTS FOR YEAR ENDED 31 MARCH 1998
There was submitted Report No 1095/98 by the Director of Finance detailing the audited Annual Accounts of the Angus and City of Dundee Tourist Board for the year ended 31 March 1998.
The Report indicated that the Council had entered into an agreement with the Tourist Board in order that tourism could be development within Angus. The performance of the Board was to be monitored by the Angus Tourism and Monitoring Group, which comprised elected members and officials of Angus Council.
The Committee agreed to note the 1997/98 Annual Accounts of the Angus and City of Dundee Tourist Board.
15. FUNDING FOR CITIZENS ADVICE BUREAU
There was submitted Report No 1082/98 by the Director of Environmental and Consumer Protection proposing the continued funding support of Angus Citizens Advice Bureau, following agreement on a standard level of service for Angus citizens. The Report indicated that an agreement had been drawn up between Angus Council and the Citizens Advice Bureau for the provision of an advice and information service to Angus citizens, in return for funding of £84,000, to be paid quarterly in advance.
The Committee, for its interest, agreed to support Angus Citizens Advice Bureau, in this financial year (1998/99) with funding to the amount of £84,000, to be paid quarterly in advance.
16. INTRANET AND INTERNET FACILITIES
With reference to Article 19 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 1098/98 by the Director of Information Technology outlining further developments of the Council’s Intranet and Internet capabilities and seeking approval to spend £60,000 from the IT Repairs and Renewal Fund to finance these proposals .
The objectives of the proposed project would be, inter alia, to improve communications with the Council via the introduction of additional corporate data banks. It was also anticipated that the proposed developments would enhance the infrastructure, to facilitate the Council’s response to initiatives, such as the National Grid for Learning and the People’s Network.
The Committee agreed:
(i) to note the contents of the Report; and
(ii) to authorise the Director of Information Technology to issue tenders for the procurement of the hardware, software and services required to introduce the facilities identified in the Report.
17. YEAR 2000 DESKTOP COMPUTERS
With reference to Article 14 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 1099/98 by the Director of Information Technology outlining the current position with regard to Year 2000 issues on the desktop computer. The Report indicated that it was proposed to audit all personal computers currently connected to the Angus Council domain by implementing the software package, Centennial 2000. However, after this work had been undertaken, end user departments would still have to carry out Year 2000 compliance checks on applications software and data.
The Committee agreed:
(i) to note the contents of the Report; and
(ii) to authorise the Director of Information Technology to purchase the software package necessary to progress Year 2000 issues on desktop computers.
18. 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 of the Local Government (Scotland) Act 1973, paragraphs 8 and 10.
19. ARBROATH TECHNOLOGY INITIATIVE
With reference to Article 2 of the minute of meeting of the Education Committee of 13 October 1998 and Article 20 of the minute of meeting of this Committee of 17 March 1998, there was submitted Joint Report No 1043/98 by the Director of Education and the Director of Information Technology outlining the result of a tendering exercise for the Arbroath Technology Initiative.
The Committee, for its interest, agreed:
(i) to approve the awarding of the contract for the Arbroath Technology Initiative to RM plc; and
(ii) to authorise the Director of Information Technology and the Director of Education to discuss and agree a detailed implementation plan with RM plc.
20. COMPUTERISED FINANCIAL AND PERSONNEL SYSTEMS
There was submitted Joint Report No 1097/98 by the Director of Finance and the Director of Information Technology relating to the Council’s main financial and personnel systems in respect of Year 2000 and other issues.
As part of the Council’s project to identify areas of risk resulting from so-called Year 2000 problems, the Director of Information Technology had identified a number issues which would require resolution. It was proposed to address these issues as early as possible, in order to enable full testing for Year 2000 compliance in sufficient time to safeguard the Council’s position in respect of these critical financial systems.
The Committee agreed:
(i) to approve the proposed upgrade to the financial management system, enabling Year 2000 compliance, improved performance and enhanced reporting facilities; and
(ii) to approve, subject to a further detailed Report, the procurement of suitable computer hardware to consolidate and safeguard the operation of the financial and personnel systems detailed in the Report and provide sustainable back-up facilities.
21. PROCUREMENT OF AN INTEGRATED COUNCIL TAX AND BENEFITS COMPUTER SYSTEM
With reference to Article 18 of the minute of meeting of this Committee of 1 September 1998, there was submitted Joint Report No 1096/98 by the Director of Finance and the Director of Information Technology recommending a preferred software supplier for an integrated Council Tax and Benefits Computer System. The Report indicated that the market had been tested in terms of First Software’s hardware proposal and the price represented value for money.
The Committee agreed:
(i) that First Software UK Limited be contracted to supply and install their Integrated Council Tax and Benefits computer system; and
(ii) that First Software UK Limited be contracted to supply and install the preferred computer platform on which the new software would operate.