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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 3 February 1998 at 4.25 pm.
Present: Councillors ALEX KING, JACK GIBB, GEORGE ALLAN, IAN MACKINTOSH, WILLIAM MIDDLETON, BRIAN MILNE, STEWART MOWATT, ROB MURRAY, DAVID SELFRIDGE and RICHARD SPEIRS.
Apologies: Apologies for absence were intimated on behalf of Councillors GLENNIS MIDDLETON and KATHLEEN RITCHIE.
Councillor KING, Convener, in the Chair.
1. MINUTE OF PREVIOUS MEETING
The minute of meeting of this Committee of 2 December 1997 was approved as a correct record and signed by the Convener.
2. REVENUE MONITORING STATEMENT
There was submitted Report No 153/98 by the Director of Finance on the actual revenue expenditure incurred and income received in respect of the Council’s Departments for the period 1 April 1997 to 31 December 1997.
The Committee noted the Report.
3. REVENUE BUDGET OUTTURN 1997/98
With reference to Article 2 of the minute of the Special Meeting of Angus Council of 6 March 1997, there was submitted Report No 154/98 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, with the exception of Local Government Reform costs, expenditure would be held within the overall budget.
The Committee noted the Report.
4. CAPITAL MONITORING COMPOSITE CAPITAL PROGRAMME 1997/98
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 155/98 by the Director of Finance apprising members of the capital expenditure incurred for the period from 1 April 1997 to 31 December 1997 and measuring capital expenditure as against budgeted provision for the year.
The Committee agreed:-
(i) to note the position as at 31 December 1997 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 brought forward on a regular basis to the Committee.
5. CAPITAL MONITORING PROGRAMME HOUSING CAPITAL PROGRAMME HRA BLOCK 1997/98
There was submitted Report No 156/98 by the Director of Finance detailing the Housing Capital Programme HRA Block for 1997/98 as at 30 November 1997 and the latest estimates for the year.
The Committee noted the Report and the figures presented and agreed that the total programme remain at £8.023m.
6. GENERAL FUND CONTRIBUTION TO THE HOUSING REVENUE ACCOUNT
With reference to Article 9 of the minute of meeting of the Housing Committee of 13 January 1998, there was submitted Report No 40/98 by the Director of Finance indicating that the Scottish Office had proposed that the Council would not be permitted to make an estimate for a General Fund contribution to the Housing Revenue Account in 1998/99 and seeking homologation of the decision not to submit any representation to the Scottish Office on the proposal.
The Committee, for its interest, agreed:-
(i) to homologate the decision not to submit any representation to the Scottish Office on the proposal not to permit the Council to make any estimate for a contribution to the Housing Revenue Account in the financial year 1998/99; and
(ii) to delegate to the Director of Finance, in consultation with the Director of Housing, authority to make a decision on this matter unless there were exceptional circumstances which warranted an application to the Secretary of State.
7. REVENUE BUDGET 1997/98 VIREMENT
There was submitted Report No 157/98 by the Director of Finance concerning virement proposals to 31 December 1997 and detailing the adjustments to budgets either by virement from other budget heads or by additional income.
The Committee noted the contents of the Report.
8. ANNOUNCEMENT BY THE SCOTTISH OFFICE OF ALLOCATION ON THE COMPOSITE CAPITAL PROGRAMME FOR 1998/99
There was submitted Report No 158/98 by the Director of Finance advising members of the Section 94 Capital Consent on the Composite Capital Programme of Angus Council for 1998/99 as announced by the Scottish Office in their letter dated 23 December 1997.
The Committee agreed:-
(i) to note the amount of Section 94 Capital Consent awarded by the Scottish Office in respect of the Composite Capital Programme of Angus Council for 1998/99 which was marginally in excess of the provisional amount initially indicated;
(ii) to note that the above award was subject to confirmation by way of formal letter from the Secretary of State which would be issued prior to 31 March 1998; and
(iii) to note that it was intended that a further Report, aligning the 1998/99 and beyond Composite Capital Programme to the projected total available funding resources, would be submitted to the next cycle of Committee meetings.
9. 1998/99 GENERAL FUND REVENUE BUDGET- ANNOUNCEMENT OF ANGUS COUNCIL CAPPING LIMIT, GAE AND AEF ALLOCATIONS
There was submitted Report No 159/98 by the Director of Finance advising members of the Scottish Office correspondence in relation to the 1998/99 local government finance settlement specifically in relation to Angus Council’s capping limit, GAE and AEF allocations and outlining the implications of these announcements for Angus Council’s 1998/99 General Fund Revenue Budget.
The Committee agreed:-
(i) to note the contents of the Report;
(ii) to note that the Angus Council capping limit for 1998/99 had been set at £117.035m;
(iii) to note that the Angus Council GAE allocation for 1998/99 had been set at £115.739m;
(iv) to note that the Angus Council AEF allocation for 1998/99 had been set at £104.519m;
(v) to note that all Chief Officers were already well advanced in identifying revenue budget options for consideration in order that the Council Tax capping limit set by the Secretary of State would be achieved;
(vi) to note that the special meetings of Service Committees to consider individual departmental Revenue Budgets 1998/99 would be held on Monday 23 February 1998; and
(vii) to note that the Council Tax setting date was planned for 5 March 1998.
10. COMMON GOOD FUNDS REVENUE BUDGET 1998/99
There was submitted Report No 94/98 by the Director of Finance advising members of the Committee of the revenue estimates for the Common Good Funds for the year 1998/99 and appending details of the budgets for all the Common Good Funds.
The Committee agreed to approve the Common Good Fund Estimates for 1998/99.
11. SPECIAL FUNDS 1997/98 AND BEYOND REVIEW
The Committee noted that a Report on this subject would be submitted to the Policy and Resources Committee on 10 February 1998.
12. THE LOCAL GOVERNMENT AND RATING ACT 1997
There was submitted Report No 161/98 by the Director of Finance advising the Committee of the new non-domestic rates relief scheme for post offices, general stores and other businesses within rural settlements which would take effect from 1 April 1998 and referring to the Council’s obligations to maintain a rural settlement list identifying the boundaries of each qualifying rural settlement.
The Committee agreed:-
(i) to note the contents of the Report; and
(ii) to implement the mandatory relief scheme only, pending a further Report on the implications and cost of the discretionary relief scheme.
13. SHERIFF OFFICERS EXTENSION OF CONTRACTS
There was submitted Report No 162/97 by the Director of Finance referring to the substantial amounts of arrears of unpaid local taxes being collected, with a significant proportion of the arrears collection being achieved by the current firms of Sheriff Officers appointed by the Council.
The Committee agreed to authorise the Director of Finance to enter into negotiations with the firms of Sheriff Officers currently employed by the Council with a view to extending their contracts which were due to expire on 31 March 1998.
14. COLLECTION OF COUNCIL TAX AND COMMUNITY CHARGE UPDATE
With reference to Article 9(a) of the minute of meeting of this Committee of 21 October 1997, there was submitted Report No 163/98 by the Director of Finance updating members on the position of Council Tax and Community Charge collection to the end of March 1997, when the total debt due and still being pursued was £3.121m.
After hearing Councillor King state that non-payers would continue to be pursued in accordance with Council policy, the Committee agreed to note and accept the contents of the Report.
15. REMISSION OF RATES
There was submitted Report No 164/98 by the Director of Finance advising members of the 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.
The Committee agreed that the applications for remission of rates, as detailed in the Report, be granted.
16. BOYLE PARK, FORFAR ENDOWMENT FUND
There was submitted Report No 101/98 by the Director of Recreation Services setting out proposals to expend funds held in Trust by the Council on maintenance and improvement works at Boyle Park, Forfar.
The Committee agreed to approve the use of the Endowment Fund monies to effect improvement to the south boundary wall of the Boyle Park, Forfar.
The following matter was, on the determination of the Convener, considered as a matter of urgency in order that the action of the Director of Law and Administration be homologated.
17. NORTH OF SCOTLAND WATER AUTHORITY PROPOSED CHARGES 1998/99
There was submitted Report No 181/98 by the Director of Finance apprising the Committee of the North of Scotland Water Authority (NOSWA) proposed 1998/99 water and sewerage charges for the Tayside area (including Angus). The most significant increases proposed by NOSWA were in respect of the Domestic Water and Sewerage Charge, where a 38% increase was proposed. This would apply to all Council Tax payers within the Angus area, as Council Tax benefit did not apply to these charges.
The Committee agreed to homologate the action of the Director of Law and Administration in making representations on behalf of Angus Council to the Scottish Water and Sewerage Customers Council in respect of the proposed 1998/99 NOSWA Water and Sewerage Charges for the Angus area.
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 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, 9 and 10.
19. REPLACEMENT OF WARDEN CALL SYSTEMS
With reference to Article 21 of the minute of meeting of the Housing Committee of 13 January 1998, there was submitted Report No 16/98 by the Director of Housing proposing that the warden call systems at Andrew Smyth Gardens, Forfar and Lyell Court, Kirriemuir be replaced with new warden call systems.
The Committee, for its interest, agreed that the warden call systems at Andrew Smyth Gardens, Forfar and Lyell Court, Kirriemuir be replaced with new warden call systems provided by Initial Shorrock Community Care, and that funding for these new warden call systems would be taken from the 1998/99 Planned Maintenance Budget for the replacement of warden call systems.
20. ENVIRONMENTAL IMPROVEMENT WORKS, STRATHMORE AVENUE/GRANT ROAD, ARBROATH
With reference to Article 24 of the minute of meeting of the Housing Committee of 13 January 1998 and to Article 5(a) of the minute of meeting of the Personnel and Property Services Committee of today’s date, there was submitted Joint Report No 62/98 by the Director of Property Services and the Director of Housing setting out proposals to procure the environmental improvement works at Strathmore Avenue/Grant Road, Arbroath by means of a Schedule of Rates contract.
The Committee, for its interest, agreed:-
(i) to note that an additional capital allocation of £190,000 for 1997/98 had been awarded to the Housing Revenue Account and the General Fund by the Scottish Office under the heading "Housing Initiatives New Housing Partnerships" for the above scheme; and
(ii) to approve the procurement of the work by means of a Schedule of Rates Contract.
21. INFORMATION TECHNOLOGY INFRASTRUCTURE MANAGEMENT
There was submitted Report No 134/98 by the Director of Information Technology detailing proposals to purchase new facilities to enable a more efficient management of the Council’s information technology infrastructure and recommending, following a review of available products, that HelpDesk for Windows be acquired.
The Committee agreed to approve the purchase of Helpdesk for Windows helpdesk software, Microsoft Systems Management Server and associated hardware from Royalblue Technologies at an estimated cost of £41,400.
22. INFORMATION TECHNOLOGY ISSUES
(a) Replacement Revenues Hardware
There was submitted Joint Report No 130/98 by the Director of Information Technology and the Director of Finance indicating that tenders had been invited for the supply of replacement computer equipment to form the basis of an enhanced and improved revenues computer system.
The Committee agreed:-
(i) to approve acceptance of the lowest offer received, being that submitted by Computer Technology (Scotland) Ltd, in the sum of £55,756; and
(ii) to fund the project from the capital allocation for Replacement Revenues Hardware as identified in the revised 1997/98 Capital Monitoring Report No 1245/97.
(b) Information Technology Tenders from 1 August 1997 to 31 January 1998
There was submitted Report No 131/98 by the Director of Information Technology advising members of the tenders he had accepted under his delegated authority during the period 1 August 1997 to 31 January 1998.
The Committee, for its information, noted the terms of the Report.
(c) Replacement of Dynix Computer System
There was submitted Joint Report No 132/98 by the Director of Information Technology and the Director of Cultural Services on the procurement of a replacement computer server and updated Dynix software and associated services, to form the basis of an enhanced and improved Library computer system.
The Committee agreed:-
(i) to approve acceptance of the lowest suitable offer for the replacement of the current computer server, being that submitted by DTP Group in the sum of £11,917.53; and
(ii) to approve the purchase of an upgrade of the current Dynix software from Ameritech at a purchase cost of £23,760.00.
(d) Information Technology Infrastructure Management Server
There was submitted Report No 133/98 by the Director of Information Technology indicating that offers had been invited for the supply of computer equipment to support the establishment of a more efficient management of the Council’s information technology infrastructure.
The Committee agreed to approve acceptance of the lowest suitable offer, being that submitted by DTP Group in the sum of £9,349.22.
23. ELECTORAL REGISTRATION AND ELECTION MANAGEMENT
With reference to Article 5 of the minute of meeting of the General Purposes Sub-Committee of the Policy and Resources Committee of 27 January 1998, there was submitted Joint Report No 125/98 by the Director of Law and Administration and the Director of Information Technology seeking approval to purchase a computerised Electoral Registration and Election Management system and associated hardware, which would enable the Council to provide an improved election administration service. Following detailed discussion with the Regional Assessor as Electoral Registration Officer, and consideration of available systems, it was proposed that the system supplied by Pickwick Computer Services would provide the optimum solution.
The Committee agreed, for its interest, to approve the purchase of a system from Pickwick Computer Services plus the necessary hardware, at a projected purchase cost of approximately £30,000 and noted that the Assessor predicted that annual savings estimated at £12,000 would accrue in the future.
24. CORPORATE PRINT AND DESIGN UNIT REPLACEMENT FINISHING EQUIPMENT
With reference to Article 7 of the minute of meeting of the General Purposes Sub-Committee of the Policy and Resources Committee of 27 January 1998, there was submitted Joint Report No 112/98 by the Director of Law and Administration and the Director of Finance advising the Committee that the current equipment used by the Print and Design Unit for collation and folding was outdated and, accordingly, that the Unit’s Renewal and Repair Fund had been used to finance replacement equipment in accordance with Section 4 of the Policy Statement governing the use of the Fund.
The Committee agreed to note the purchase of replacement collating and folding equipment at a total cost of £62,540.