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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 2 February 1999 at 4.05 pm.
Present: Councillors ALEX KING, JACK GIBB, GEORGE ALLAN, IAN HUDGHTON, IAN MACKINTOSH, GLENNIS MIDDLETON, WILLIAM MIDDLETON, BRIAN MILNE, STEWART MOWATT, ROB MURRAY, Mrs 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 1 December 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 December 1998, there was submitted Report No 148/99 by the Director of Finance advising members of the capital expenditure incurred for the period from 1 April 1998 to 31 December 1998 and measuring capital expenditure against budgetary provision for the year.
The Committee agreed:-
(i) to note the position as at 31 December 1998, on the Composite Capital Programme, as per the accompanying monitoring statement;
(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; and
(iii) to note that the Composite Capital Programme for the current financial year and future financial years was subject to on-going monitoring and review as part of the budget process.
3. HOUSING CAPITAL PROGRAMME HRA BLOCK 1998/99
With reference to Article 3 of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 149/99 by the Director of Finance setting out the position on the HRA Housing Capital Programme, as at 31 December 1998. The Report indicated that, generally, expenditure was on track to achieve the Programme, with performance continuing to be monitored carefully.
The Committee agreed to note the figures in respect of 1998/99.
4. REVENUE MONITORING STATEMENT
With reference to Article 4 of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 145/99 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 December 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 1 December 1998, there was submitted Report No 146/99 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 projections had been undertaken to gauge how individual Departmental expenditure and income was expected to outturn at the financial year end, compared to the original budget set by the Council, with the few issues outlined in the Report not expected to result in any material variance from the overall budget set.
The Committee, for its interest, agreed to note the contents of the Report.
6. 1999/2000 CAPITAL BUDGET UPDATE
With reference to Article 7 of the minute of meeting of this Committee of 1 September 1998, there was submitted Report No 150/99 by the Director of Finance advising members of the latest position with regard to the preparation of the 1999/2000 Capital Budget.
The Report noted that the proposed Capital Budget for 1999/2000 of £9,736k was in excess of estimated available capital resources of £9,487k. The actual level of capital resources for 1999/2000 would be dependent upon the Section 94 Consent single allocation issued to the Council by the Scottish Office. The funding position would be reviewed as more information was made available, with a view to bringing a final Capital Budget Report to Committee in the March 1999 cycle.
The Committee agreed to note the contents of the Report.
7. 1999/2000 GENERAL FUND REVENUE BUDGET ANNOUNCEMENT OF ANGUS COUNCIL EXPENDITURE GUIDELINE, GRANT AIDED EXPENDITURE AND AGGREGATE EXTERNAL FINANCE ALLOCATIONS
With reference to Article 8 of the minute of meeting of the Policy and Resources Committee of 8 December 1998, there was submitted Report No 156/99 by the Director of Finance giving details of the 1999/2000 local government finance settlement and specifically Angus Council’s Expenditure Guideline, GAE and AEF allocations.
The Report indicated that the Scottish Office had increased Angus Council’s Expenditure Guideline by £5.848 million which included new burdens acknowledged by the Secretary of State of £1.673 million and £2.060 million of ring fenced resources for specific Government initiatives in relation to Education and Social Work. In overall terms, Angus Council had increased its spending power under the expenditure guidelines by £1.561 million, although the increase in spending power had not been fully matched by additional Government grant resources which had increased by only £1.042 million.
The Committee agreed:-
(i) to note the contents of the Report;
(ii) to note that the Expenditure Guideline for 1999/2000 had been set at £132.818 million;
(iii) to note that the GAE allocation for 1999/2000 had been set at £120.690 million;
(iv) to note that the AEF allocation for 1999/2000 had been set at £108.762 million;
(v) to note that all Chief Officers were already well advanced in identifying revenue budget options for consideration, in order that the expenditure guidelines set by the Secretary of State could be achieved;
(vi) to note that special service committees, to consider individual departmental revenue budgets for 1999/2000 were due to be held on 18 February 1999; and
(vii) to note that the Council Tax setting day for Angus Council was planned for 4 March 1999.
8. CONTRIBUTION TO LOCAL CAPITAL FUND
There was submitted Report No 171/99 by the Director of Finance providing details of the improved General Fund balance projections and proposing a £1.25 million contribution to the Council’s Local Capital Fund, to assist the delivery of the Council’s Capital Programme. The Report indicated that this contribution would allow the Council additional flexibility to assist the delivery of the Capital Programme, with further consideration being given to any contributions to be made to the Council’s special funds, including the Local Capital Fund, as part of the 1999/2000 budget process.
The Committee agreed:-
(i) to note the improved General Fund projections, as at 31 March 1999;
(ii) to contribute £1.25 million from General Fund balances to the Local Capital Fund, with immediate effect;
(iii) to authorise the Chief Executive and the Director of Finance, in consultation with the Convener of the Finance and Information Technology Committee, to bring about the most financially advantageous position to the Council in the delivery of its Capital Programme; and
(iv) to note that further consideration would be given to any contributions to be made to the Council’s Special Funds, including the Local Capital Fund, as part of the 1999/2000 budget process.
9. RENEWAL AND REPAIRS FUNDS POSITION AT 31 DECEMBER 1998
With reference to Article 6 of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 144/99 by the Director of Finance detailing the financial position of the Renewal and Repairs Funds for Property, Roads, Print and Information Technology. The Report indicated that all agreed commitments for 1998/99 had been included.
The Committee agreed to note the contents of the Report.
10. REMISSION OF RATES
With reference to Article 11 of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 151/99 by the Director of Finance advising the Committee of an application for remission of rates and indicating that the granting of the application, as detailed in the Report, would be consistent with the Council’s policy.
The Committee agreed to approve the application for remission of rates, as detailed in the Report.
11. 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 142/99 by the Director of Finance seeking authority to write-off the amounts detailed in the Reports as bad debts, which were viewed as irrecoverable. The Report indicated that the unpaid accounts had been the subject of a recovery process and legal action or debt collection agency attention, where considered appropriate.
The Committee agreed that the accounts detailed in Appendix 1 to the Report, amounting to £14,415.85 be written off as irrecoverable.
12. COMMON GOOD FUNDS REVENUE BUDGETS 1999/2000
With reference to Article 10 of the minute of meeting of this Committee of 3 February 1998, there was submitted Report No 152/99 by the Director of Finance advising the Committee of the revenue estimates for the Common Good Funds for the year 1999/2000. Details of the budgets for all the Common Good Funds were appended to the Report, along with a summary of net income and estimated balances.
The Committee agreed to approve the Common Good Fund estimates for 1999/2000.
13. REVENUE BUDGET 1998/99 VIREMENT
With reference to Article 8 of the minute of meeting of this Committee of 1 December 1998, there was submitted Report No 147/99 by the Director of Finance concerning virement proposals up to 31 December 1998. The Report detailed the adjustments to budgets, either by virement from other budget heads or by additional income for each department, with the adjustments also being reflected in the Monitoring/Probable Outturn Reports. (Articles 4 and 5 above)
The Committee agreed to note the contents of the Report.
14. RESPONSE TO JOINT SCOTTISH OFFICE/COSLA CONSULTATION PAPER - "IT PAYS TO COLLECT"
With reference to Article 9(b) of the minute of meeting of this Committee of 21 October 1997, there was submitted Report No 153/99 by the Director of Finance appending Angus Council’s response to the Consultation Paper "It Pays to Collect", issued by the joint Scottish Office/COSLA Working Group.
The Report indicated that, in March 1998, the Secretary of State for Scotland and COSLA had established a joint working group to consider possible improvements in the efficiency of Council Tax collection procedures. The attached consultation paper had been issued for comment by Councils and members were asked to note the response to it.
The Committee agreed:-
(i) to note the response to the Scottish Office consultation paper "It Pays to Collect", and
(ii) to note that current practice would continue in respect of encouraging taxpayers with any payment or arrears problems to contact the Revenues Division at any stage, in order that realistic payment arrangements could be made, advice given and further recovery action stopped, particularly for those taxpayers on low incomes.
15. LIST OF APPROVED SUPPLIERS
The Committee noted that Angus Council would take any necessary action in relation to companies whose practices were in contravention of the Council’s approved invoicing procedures.
16. PROPERTY MAINTENANCE OF HEADQUARTERS BUILDINGS AND LOCAL OFFICES
With reference to Article 17 of the minute of meeting of the Personnel and Property Services Committee of 2 February 1999, there was submitted Report No 130/99 by the Director of Property Services reporting on measures being taken to contain costs within the respective budgets for Local Offices and the property costs element of the revenue budget for Headquarters Buildings.
The Report indicated that a range of unforeseen expenses had been identified which were associated with the management of the 1998/99 Revenue Budget for Local Offices and the property costs element of the Revenue Budget for Headquarters Buildings. A strategy for containing the projected overspend in the current financial year had been agreed by the Director of Finance and it was proposed, as part of this strategy, that savings be made in the Property Maintenance elements of the respective budgets and alternative funding made available.
The Committee agreed:-
(i) to note the need for measures to be taken to contain expenditure with the revenue budget provisions for Local offices and the property costs element of the Revenue Budget for Headquarters Buildings; and
(ii) to approve £90,000 alternative funding from the Property Renewal and Repair in the current financial year.
17. THE REID HALL, FORFAR URGENT REPAIRS
With reference to Article 18 of the minute of meeting of the Personnel and Property Services Committee of 2 February 1999, there was submitted Report No 131/99 by the Director of Property Services reporting on the outturn costs for urgent repairs to the Reid Hall, Forfar and the requirement for additional funding. The Report indicated that the works comprised the renewal of existing lighting and fire alarms systems to bring them up to a condition which fully satisfied the requirements of Tayside Fire Brigade.
The Committee, for its interest agreed:-
(i) to note that the latest cost for this project was now £40,000;
(ii) to note that the current approved provisions from the Property Renewal and Repair Fund were insufficient; and
(iii) to homologate the decision by the Director of Property Services to allocate £11,000 additional funding from the Property Renewal and Repair Fund.
18. PEDESTRIAN FOOTBRIDGE, VICTORIA PARK, ARBROATH URGENT REPAIRS
With reference to Article 19 of the minute of meeting of the Personnel and Property Services Committee of 2 February 1999, there was submitted Report No 132/99 by the Director of Property Services reporting on the outturn costs and the requirement for additional funding for urgent repairs to the pedestrian footbridge at Victoria Park, Arbroath. The Report indicated that the works comprised the demolition and infilling of the two spans crossing the Seaton Den burn and the construction of a footpath.
The Committee, for its interest, agreed:-
(i) to note that the latest cost for this project was now £71,000;
(ii) to note that the current provisions from the Property Renewal and Repairs Fund were insufficient; and
(iii) to homologate the decision of the Director of Property Services to allocate £8,000 additional funding from the Property Renewal and Repair Fund.
19. YEAR 2000 FINANCE DEPARTMENT ACTION PLAN
With reference to Article 14 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 143/99 by the Director of Finance detailing the action taken to ensure continuity of business in relation to the perceived Year 2000 problems.
The Report highlighted the service or equipment considered by the corporate Y2K Group to be considered "a hazard", as well as outlining the associated supplier and the officer given the responsibility of ensuring that action was taken and that compliance and continuing functionality was achieved. In addition, a progress statement, identifying details of action taken by the Finance Department, particularly concerning the corporate systems, was attached to the Report.
The Committee agreed to note the contents of the Report and the action taken to date.
20. YEAR 2000 INFORMATION TECHNOLOGY DEPARTMENT PROGRESS REPORT AND ACTION PLAN
With reference to Article 14 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 167/99 by the Director of Information Technology outlining the progress made to date by the Department of Information Technology from both a departmental and corporate viewpoint in dealing with the perceived Year 2000 problem. Attached to the Report were Action Plans which formed the on-going and planned work to be undertaken by the Information Technology Department over the coming months. The work had been grouped into six discrete projects namely: Software; Desktop; Corporate Servers; Communications; Contingency and Suppliers, with each being allocated to a senior staff member. In addition to these projects, strategies for a controlled shut down at the end of December 1999 and start-up in January 2000 were also being identified.
The Committee agreed:-
(i) to note the contents of the Report;
(ii) to endorse the proposed Action Plan; and
(ii) to instruct the Director of Information Technology to submit regular progress reports.
21. ENVIRONMENTAL AND CONSUMER PROTECTION DEPARTMENT COMPUTER FACILITIES
There was submitted Report No 168/99 by the Director of Information Technology seeking approval to procure equipment and services to provide the facilities of the Flare computer system to Trading Standards, Consumer Protection and Environmental Health officers within Angus. The Report indicated that the specialist system would provide invaluable information to officers regarding the programming, recording and reporting on work of Trading Standards and Environmental Health Officers. Implementation of the project would substantially reduce the current operating costs associated with the system and would facilitate the extension of the system to Environmental and Consumer Protection offices in Montrose.
The Committee agreed:-
(i) to approve the procurement of computer equipment and associated installation and data conversion services, at a cost of £11,600; and
(ii) to approve the funding for the project from the Information Technology Repairs and Renewal Fund.
22. BEST VALUE SERVICE REVIEW IT RELATED PROCUREMENT
With reference to Article 13 of the minute of meeting of this Committee of 16 June 1998, there was submitted Report No 169/99 by the Director of Information Technology presenting the outcome of a service review of the IT related procurement function, as part of the department’s Best Value Implementation Plan. A full copy of the report of the Review Team had been placed in the Members’ Lounge, with the conclusions appended, for Members’ information. The review had generally been favourable, in Best Value terms, of the current processes and procedures employed in the IT procurement function, although a number of future actions which could potentially effect further improvements in efficiency had been highlighted.
The Committee agreed:-
(i) to note the contents of the Best Value Service Review of IT related procurement;
(ii) to approve the Service Improvement Plan (attached as Appendix I to the Report); and
(iii) to request a further report on the implementation of the Improvement Plan, in due course.
23. 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 to the Local Government (Scotland) Act 1973, paragraphs 6 and 8.
24. INSURANCE SERVICES LIST OF CONTRACTORS
With reference to Article 9 of the minute of meeting of this Committee of 5 May 1998, there was submitted Report No 155/99 by the Director of Finance providing information in relation to the current arrangements for insurance services and detailing a short leet of contractors to be invited to tender for future services.
The Committee agreed:-
(i) to note the contents of the Report and the short leet of contractors;
(ii) to delegate authority to the Director of Finance, in consultation with Convener of the Committee, to accept the most economically advantageous tender for insurance services, subject to being within the approved budget; and
(iii) to request that the Director of Finance bring forward to the next meeting of the Committee, a further Report on the results of the tendering exercise.
Councillors William Middleton and Selfridge, as members of the Appeals Panel Sub-Committee, declared an interest in the following item and withdrew from the meeting.
25. PROPOSED AMENDMENTS TO LIST OF APPROVED SUPPLIERS
With reference to Article 15 above, there was submitted Joint Report No 154/99 by the Director of Finance and the Contract Services Manager seeking authority to write to suppliers indicating an intention to delete them from the approved list.
The Committee agreed:-
(i) to authorise the Director of Finance to write to the suppliers, as detailed in the Report, informing them of the Council’s intention to delete them from the approved list; and
(ii) to request the Director of Finance and the Contract Services Manager to bring forward to the Committee a further Joint Report, indicating the outcome of the exercise at (i) above and detailing any operational difficulties which may ensue.