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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 5 May 1998 at 4.15 pm.
Present: Councillors ALEX KING, JACK GIBB, GEORGE ALLAN, IAN MACKINTOSH, WILLIAM MIDDLETON, STEWART MOWATT, ROB MURRAY and DAVID SELFRIDGE.
Apologies: Apologies for absence were intimated on behalf of Councillors IAN HUDGHTON, GLENNIS MIDDLETON, BRIAN MILNE and KATHLEEN RITCHIE.
Councillor KING, Convener, in the Chair.
1. MINUTE OF PREVIOUS MEETING
The minute of meeting of this Committee of 17 March 1998 was approved as a correct record and signed by the Convener.
2. CAPITAL MONITORING COMPOSITE CAPITAL PROGRAMME 1997/98
With reference to Article 2 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 475/98 by the Director of Finance advising members of the capital expenditure incurred for the period from 1 April 1997 to 28 February 1998 and measuring capital expenditure against budgetary provision for the year.
The Committee agreed:-
(i) to note the position as at 28 February 1998, on the Composite Capital Programme as per the monitoring statement appended to the Report; and
(ii) 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. HOUSING CAPITAL PROGRAMME HRA BLOCK 1997/98 and 1998/99
With reference to Article 4 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 473/98 by the Director of Finance which detailed the latest estimates for the year, the spend figures as at 31 March 1998 and also set out the 1998/99 Capital Programme.
The Committee agreed:-
(i) to note the figures in respect of 1997/98;
(ii) to approve the 1998/99 Capital Programme totals; and
(iii) to note that the Programme would be carefully monitored throughout 1998/99.
4. REVENUE MONITORING STATEMENT
With reference to Article 7 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 479/98 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 28 February 1998.
The Committee agreed to note the contents of the Report.
5. REVENUE BUDGET OUTTURN 1997/98
With reference to Article 8 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 480/98 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, after accounting for the grant income in respect of housing benefits, as detailed in the Report, it was anticipated that net expenditure would not exceed the cash limited budget set by the Council.
The Committee agreed, for its interest, to note the contents of the Report.
6. RENEWAL AND REPAIRS FUNDS FOR PROPERTY, ROADS, PRINT AND INFORMATION TECHNOLOGY 1997/98: POSITION AT 28 FEBRUARY 1998
With reference to Article 9 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 477/98 by the Director of Finance detailing the financial position of the Renewal and Repairs Funds for Property, Roads, Print and Information Technology. The balances detailed in the Report included the contributions from the General Fund as of 10 February 1998, but excluded the later contributions which had been agreed at the Council meeting of 5 March 1998. The Convener updated Members on the current balances which took account of these contributions
The Committee agreed to note the contents of the Report and the current position of each Fund.
7. REMISSION OF RATES
With reference to Article 11 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 474/98 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.
The Committee agreed that the applications for remission of rates, as detailed in the Report, be granted.
8. THE LOCAL GOVERNMENT AND RATING ACT 1997
With reference to Article 12 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 482/98 by the Director of Finance indicating that the Revenues Division within the Finance Department had carried out a survey which had identified all post offices and general stores which would qualify for 50% mandatory relief from non-domestic rates under Schedule 2 to the above Act. Further information was currently being gathered in respect of the other types of business within the settlements, with a view to assessing the implications of the discretionary element of the new scheme.
The Committee agreed to grant remission of rates, in respect of the properties detailed in the Report.
9. ANNUAL REPORT 1997/98 INSURANCE AND RISK MANAGEMENT
With reference to Article 5 of the minute of meeting of this Committee of 11 June 1996, there was submitted Report No 481/98 by the Director of Finance summarising the activities of the Risk Management Group and the Finance Risk Management Team in relation to insurance and risk management during 1997/98. The Report detailed the main areas of activity of the Risk Management Team. In addition, it was noted that the Council’s long-term agreement with the Zurich Municipal was due to expire on 31 March 1999 and the options available beyond that date would be the subject of a separate Report.
The Committee agreed to note the contents of the Report.
10. INTEGRATED COUNCIL TAX AND HOUSING BENEFIT SERVICE
With reference to Article 12 of the minute of meeting of this Committee of 2 December 1997, there was submitted Report No 476/98 by the Director of Finance advising the Committee of progress being made in respect of the integration of Council Tax and Housing Benefits.
The Committee agreed:
(i) to note the contents of the Report;
(ii) to homologate the decision to carry out detailed evaluation of available software, only where the suppliers could demonstrate that their solutions satisfied Scottish legislation and where a successful implementation in Scotland had been carried out; and
(iii) to note that the potential software suppliers were Academy; Bull/BCT, First Software and Sandersons.
11. 1996/1997 ACCOUNTING STATEMENTS FINAL UPDATE
With reference to Article 4 of the minute of meeting of Angus Council of 2 April 1998, there was submitted Report No 478/98 by the Director of Finance providing members with a final update on the 1996/97 Accounts preparation process and indicating that a report from the Accounts Commission’s appointed auditor would be submitted to the next Council meeting, on 21 May 1998.
Despite all of the financial and other difficulties which the Council and its staff had faced since local government reorganisation, it was pleasing to note that Angus Council had been able to maintain the strong financial stewardship which existed in the predecessor authorities.
Councillor Middleton expressed Members' gratitude to all of the staff involved in the process of producing the first set of Accounts for Angus Council, during what had been a difficult period.
The Committee agreed:
(i) to note the contents of the Report;
(ii) to note that the 1996/97 Annual Report and Accounts would be published shortly;
(ii) to note that a Report to members from the Accounts Commission’s appointed auditor would be submitted to the next meeting of the Council on 21 May 1998, which would require a formal response from the Council; and
(iv) to note that the disaggregation exercise for Tayside Regional Council should be completed in the near future.
12. AUTHORITY TO WRITE OFF BAD DEBTS
With reference to Article 12 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 483/98 by the Director of Finance seeking authority to write off the amounts detailed in the Report, as bad debts, in respect of Non-Domestic Rates, Community Charges and Council Tax, in order that the appropriate entries could be made in the Accounts of the Council for the year to 31 March 1998.
The Committee agreed:-
(i) to write off the sums detailed in the Report; and
(ii) to approve the increase of the amount deemed uneconomic to collect from £1 to £20, for future write offs.
13. COLLECTION OF COUNCIL TAX AND COMMUNITY CHARGE UPDATE
With reference to Article 14 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 484/98 by the Director of Finance updating members on the position of Council Tax and Community Charge collection to the end of March 1998, when the total debt due and still being pursued was £4.038m.
The Committee agreed to note and accept the contents of the Report.
14. BENEFITS VERIFICATION FRAMEWORK
There was submitted Report No 495/98 by the Director of Finance advising the Committee of the new benefits verification guidance developed by the Department of Social Security in respect of Housing Benefit and Council Tax Benefit. The Report indicated that, although it was not compulsory at this time to adopt the framework, it would be used as a standard against which local authorities would be measured by the new Benefits Fraud Inspectorate.
The Committee agreed:-
(i) that Angus Council advise the Department of Social Security of its intention to sign up to the Benefits Verification Framework during 1999/2000;
(ii) that Angus Council submit indicative set-up and on-going costs, as detailed in Appendix I to the Report, in accordance with the DSS timetable;
(iii) that COSLA should be asked to make representations to the DSS in respect of obtaining adequate funding; and
(iv) to note that further Reports would be made to the Committee, as details of the actual costs emerged.
15. INFORMATION TECHNOLOGY ANNUAL REVIEW 1997/98
There was submitted Report No 489/98 by the Director of Information Technology outlining the progress made in developing information technology facilities within Angus Council during the financial year 1997/98. Considerable progress had continued to be made in enhancing internal management and public service delivery through the use of new technology. The updated 3 year Development Plan, which would be submitted to Committee in due course, would contain a more detailed analysis of all projects undertaken in the past year.
The Committee agreed:-
(i) to note the increasing dependence on effective information technology deployment in both the internal management of the Council and the interface between the Council and the public;
(ii) to note the progress made during the past financial year in the development and support of information technology facilities across the authority; and
(iii) to note that an updated three year Development Plan for the Department would be submitted in due course.
16. TELECOMMUNICATIONS INFRASTRUCTURE MUNICIPAL BUILDINGS
There was submitted Report No 492/98 by the Director of Information Technology seeking approval for the procurement of an improved and enhanced communications infrastructure for the Town and County Hall, Buttermarket and Municipal Buildings, Forfar. The Report indicated that the enhanced facilities would provide a more effective telephone access for the public and improved facilities for the staff at these locations.
The Committee agreed to approve the procurement of an enhanced and improved telephone and data communications infrastructure, at a projected cost of £15,500.
17. COMPUTERISATION OF REGISTRARS OF BIRTHS, DEATHS AND MARRIAGES
There was submitted Report No 491/98 by the Director of Information Technology proposing a programme of computerisation of all Registrar of Births, Deaths and Marriages offices. The Report proposed that the outdated hardware currently in use within the Arbroath office, be replaced with the latest technology available and that the other 5 offices be provided with the same computer facilities as Arbroath.
The Committee agreed to approve the procurement, by competitive tender, of new information technology equipment within all Registrar offices.
18. COMPREHENSIVE HOUSING COMPUTER SYSTEM
With reference to Article 12 of the minute of meeting of this Committee of 2 December 1997, there was submitted Joint Report No 485/98 by the Director of Finance and the Director of Housing advising the Committee of progress being made in respect of assessing options for purchasing a comprehensive housing computer system. The Report also requested that the Committee homologate the decision to carry out a detailed evaluation of available software, particularly where a successful implementation in Scotland had been carried out.
The Committee agreed:-
(i) to note the content of the Report;
(ii) to homologate the decision to carry out detailed evaluation of available software; and
(iii) to note that the potential software suppliers were Academy, Bull and First Software.
19. 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.
20. TENDERS
(a) Information Technology Tenders From 1/3/98 17/4/98
With reference to Article 22 of the minute of meeting of this Committee of 17 March 1998, there was submitted Report No 493/98 by the Director of Information Technology advising members of the tenders that had been accepted under delegated authority, during the period 1 March 1998 to 17 April 1998.
The Committee noted the terms of the Report
(b) Property Services Computer Equipment
There was submitted Report No 490/98 by the Director of Information Technology seeking homologation for a decision to accept the lowest tender submitted for the procurement of additional and replacement computer equipment to form the basis of enhanced and improved Property Services computer systems.
The Committee agreed to homologate the decision regarding the procurement of computer equipment for Property Services, at a purchase cost of £40,035.