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FINANCE AND INFORMATION TECHNOLOGY

MINUTE of MEETING of the FINANCE AND INFORMATION TECHNOLOGY COMMITTEE held in the Town and County Hall, Forfar on Tuesday 12 March 2002 at 4.02 pm.

Present: Councillors ALEX KING, ALISTAIR GRAY, IAN MACKINTOSH, BILL MIDDLETON, GLENNIS MIDDLETON, BRIAN MILNE, PETER MURPHY, ROBERT MYLES, PETER NIELD, BILL ROBERTON, RON SCRIMGEOUR and DAVID SELFRIDGE.

Apology: An apology for absence was intimated on behalf of Councillor ROB MURRAY.

Councillor KING, Convener, in the Chair

Before commencing the business, the Convener intimated that the Information Technology Department had recently received Investors In People recognition, and on behalf of the Committee congratulated the Director and his staff on this achievement.

1. MINUTES

(a) Previous Meeting

The minute of meeting of this Committee of 29 January 2002 was approved as a correct record and signed by the Convener.

(b) Audit Sub-Committee

The minute of meeting of the Audit Sub-Committee of 29 January 2002, a copy of which is appended hereto, was submitted and noted. (APPENDIX 1)

2. CAPITAL MONITORING ­ COMPOSITE CAPITAL PROGRAMME 2001/02

With reference to Article 3 of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 298/02 by the Director of Finance, advising members of the capital expenditure incurred for the period from 1 April 2001 to 31 January 2002 and measuring projected capital expenditure for the year against budgeted provision and available resources for the year.

The Report indicated that the actual expenditure totalled £5.745m which equated to 60% of the revised budget of £9.634 million for the current financial year.

The Committee, for its interest, agreed:-

  1. to note the position as at 31 January 2002 on the Composite Capital Programme, as per the accompanying monitoring statement;
  2. to note that projections of the year end position would be ongoing and subject to further monitoring;
  3. to authorise the Director of Finance to utilise capital financing resources to bring about the most advantageous year end position for financial year 2001/02.

3. HOUSING CAPITAL PROGRAMME ­ HRA BLOCK 2001/2002

HOUSING REVENUE ­ PLANNED MAINTENANCE PROGRAMME ­ 2001/2002

With reference to Article 2 of the minute of meeting of the Housing Committee of 19 February 2002, there was submitted Report No 227/02 by the Director of Finance setting out the latest position on the HRA Housing Capital Programme and the HRA Planned Maintenance Programme. The Report also detailed the latest estimate for the year and the spend figures to the end of December 2001.

The Report advised that the spend achieved to 31 December 2001 on the Housing Capital Programme was £5.205m. This included internal fees to 30 September 2001 and was consistent with the work programmes devised to achieve the full year´s programme.

With regard to the Planned Maintenance Programme, it was noted that the total spend was likely to be £1.030m as detailed in Appendix B to the Report.

The Committee, for its interest, agreed to note the figures presented for both the HRA Capital and the Planned Maintenance Programmes.

4. RENEWAL AND REPAIRS FUNDS TO JANUARY 2002

With reference to Article 5 of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 346/02 by the Director of Finance, detailing the financial position of the Renewal and Repairs Funds for Property, Roads, Information Technology, Equipment, Vehicles and Printing. The Report indicated that the total balance available on the Funds was some £1,118,933 and that all agreed commitments for 2001/02 had been included.

The Committee agreed to note the contents of the Report.

5. REVENUE BUDGET PROJECTED OUTTURN 2001/2002

With reference to Article 6 of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 347/02 by the Director of Finance updating members on the Council´s likely revenue budget outturn for the financial year 2001/2002. In addition to the previously reported underspends in Social Work and Planning and Transport, underspends were anticipated within Environmental and Consumer Protection (£134,000) which was mainly due to the current situation with DERL/Landfill Tax, and within Information Technology (£125,000) which was due to staff slippage and additional income.

The Committee, for its interest, agreed to note the contents of the Report.

6. REVENUE MONITORING STATEMENT

With reference to Article 7 of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 348/02 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 and the DLOs for the period 1 April 2001 to 31 January 2002.

The Report indicated that, from the information contained in Sections B to F in the Appendix to the Report, under some of the cost heads individual departmental actual expenditure was currently ahead of the phased budget. While there were no particular concerns arising in these areas, the position would continue to be monitored closely, to ensure that overall net expenditure did not exceed departmental cash limited budgets.

The Committee, for its interest, agreed to note the contents of the Report.

7. 2002/2003 FINAL REVENUE AND CAPITAL BUDGET DOCUMENTS

With reference to Article 2 of the minute of special meeting of Angus Council of 14 February 2002, there was submitted Report No 349/02 by the Director of Finance advising the Committee that the 2002/2003 Final Revenue and Capital Budgets Volume and Budget Guide Booklet were expected to be available for general issue in mid-April 2002.

The Report indicated that at the time of the Council approving the total Revenue Budgets for the 2002/2003 financial year, no apportionment of the Council´s pay inflation provision had been made to the Departments. The allocation had now been made and would be reflected in the final Revenue Budgets for each Department, to be published in the final Revenue and Capital Budgets Volume. In addition to the allocation of pay inflation, each Council Department would also be given the opportunity to make any necessary virement adjustments to reflect changes in circumstances which had arisen since the base budgets were first formulated in September 2001, with all such adjustments being made on a cost neutral basis within the approved budget total agreed by the Council in setting the Council Tax.

The Committee agreed:-

  1. to note that the final Revenue and Capital Budgets Volume and Budget Guide Booklet for the 2002/2003 financial year were expected to be available for general issue in mid April 2002; and
  2. to note that the necessary budgetary control mechanisms for financial year 2002/2003 would be in place in accordance with Financial Regulations.

8. ADDITIONAL FUNDING FOR ROAD AND BRIDGE REPAIRS

With reference to Article 3 of the minute of meeting of the Roads Committee of 7 March 2002 there was submitted amended JJoint Report No 358/02 by the Director of Finance and the Acting Director of Roads advising the Committee on the extra funding being made available by the Scottish Executive for the purpose of carrying out assessments of road-over-rail bridges and repairs and maintenance on local roads and bridges.

The Report indicated that a total of £20m revenue funding had been made available by the Scottish Executive to local authorities across Scotland to carry out repairs and maintenance and risk assessments of roads and bridges in their areas which had to be carried out over the next seven months. Angus Council had been informed in a letter dated 25 February 2002 that its allocation of this total sum was £516,000. Whilst this additional funding was very welcome, it had to be viewed in the context of the estimated £61m required to bring Angus roads network infrastructure up to the standards required for an economic maintenance regime.

The Committee agreed that the £516,000 awarded to Angus Council in financial year 2001/02 be added to the Roads and Transport Renewal and Repairs Fund and earmarked therein for the purposes expected by the Scottish Executive.

9. SCOTTISH WATER ­ PROPOSED CHARGES 2002/2003

With reference to Article 2 of the minute of special meeting of Angus Council of 14 February 2002, there was submitted Report No 350/02 by the Director of Finance advising the Committee of the Scottish Water Authority 2002/2003 Water and Waste Water Charges for the Tayside area (including Angus).

The Report indicated that the charges announced for 2002/2003 had been drawn up in a collaborative effort by Scotland´s three Water Authorities, in anticipation of the new single authority of Scottish Water. As part of the process of harmonising charges for Scottish Water, total domestic water and waste water charges for the NOSWA area for 2002/2003, including Angus, would remain at the same level as 2001/2002. The 2002/2003 charges would therefore reflect the first steps towards a Scotland-wide system of charges.

The Committee agreed to note the Scottish Water 2002/2003 Water and Waste Water Charges for the Angus area, as outlined in the Report.

10. TREASURY MANAGEMENT STRATEGY STATEMENT 2002/2003

With reference to Article 11 of the minute of meeting of this Committee of 13 March 2001, there was submitted Report No 351/02 by the Director of Finance apprising members of the proposed Treasury Management Strategy for Angus Council in 2002/2003.

The Report indicated that the production of a Treasury Management Strategy Statement for the forthcoming year was a requirement of the revised Code of Practice on Treasury Management in Local Authorities issued by the Chartered Institute of Public Finance and Accountancy in May 1996. The Report also referred to the availability of the Treasury Management Systems Document, which covered detailed systems and procedures within the Treasury Management Section of the Finance Department.

The Committee, for its interest, agreed:-

  1. to adopt the Treasury Management Strategy Statement as appended to the Report, for implementation within Angus Council;
  2. to note the requirements of the Treasury Management Policy Statement and Section 15 of the Council´s Financial Regulations pertaining to Treasury Management; and
  3. to note the availability of the Treasury Management Systems Document, which covered detailed systems and procedures within the Treasury Management Section of the Finance Department.

11. REMISSION OF RATES

With reference to Article 10 of the minute of meeting of this Committee of 27 November 2001, there was submitted Report No 352/02 by the Director of Finance advising the Committee of applications for the 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 annual cost to the Council in respect of the applications was £439.89.

The Committee agreed to approve the applications for Remission of Rates, as detailed in the Report.

12. MEMBERS' ALLOWANCES SCHEME 2001/2002

With reference to Article 14 of the minute of meeting of this Committee of 13 March 2001, there was submitted Report No 353/02 by the Director of Finance advising members of the submission date for their claims at the end of the financial year 2001/2002. In order that members' allowances could be accounted for in the current financial year and properly reported, it would be necessary to apply an appropriate cut-off date for the receipt of claims.

The Committee agreed:-

  1. that all claims for travel, subsistence and other expenses for the year ending 31 March 2002, be submitted to the Director of Finance on or before 12 April 2002; and
  2. that claims for travel, subsistence and other expenses for the year ending 31 March 2002, which were not submitted to the Director of Finance by 12 April 2002, would lapse.

13. MISCELLANEOUS ACCOUNTS ­ DEBT WRITE OFF

With reference to Article 12 of the minute of meeting of this Committee of 27 November 2001, there was submitted Report No 354/02 by the Director of Finance seeking authority to write off the amounts detailed in the Report 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 amounts detailed in Appendix 1 of the Report, amounting to £31,327.91 be written off as irrecoverable.

14. FINANCIAL REGULATIONS

With reference to Article 9 of the minute of meeting of this Committee of 28 August 2001, there was submitted Report No 355/02 by the Director of Finance advising members of the result of the on-going requirement to update the Council´s Financial Regulations to reflect the approved policies of the Council. The Report highlighted the areas within Financial Regulations that had been updated to reflect the newly approved practices, with the relevant revised sections of Financial Regulations appended to the Report.

The Report concluded that the on-going review process in respect of Financial Regulations had resulted in an update to a number of sections, which reflected both policies of Angus Council and any relevant legal requirements that were considered suitable for approval by the Committee.

The Committee agreed:-

  1. to delegate authority to the Director of Finance to approve and implement future minor amendments to the Council´s Financial Regulations;
  2. to note that a Report on such delegated approvals would be submitted to the Committee on an annual basis and that more significant alterations to the Financial Regulations, including periodic full scale reviews, would continue to be brought to the Committee for prior approval; and
  3. to approve the proposed revision to the Financial Regulations for operation within Angus Council, described in Section 4 of the Report and as appended to the Report.

15. REPLACEMENT OF IT HELPDESK

There was submitted Report No 341/02 by the Director of Information Technology seeking approval to upgrade the facilities used to manage the Council´s Information Technology infrastructure. The Report indicated that a vital element of managing the infrastructure assets of the Council was the service desk facility and network management systems, with the Department´s IT service desk performing a number of tasks including fault reporting and logging, fault progression, resource planning, asset management and management information.

The Committee agreed to approve the purchase of an upgrade to Helpdesk for Windows Version 6 helpdesk software and AQuire systems management suite at an estimated cost of £24,960.

16. REVENUES DIVISION EQUIPMENT PROVISION

With reference to Article 17 of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 342/02 by the Director of Information Technology proposing funding from the Information Technology Renewal and Repairs Fund to enable the provision of replacement hardware and software to enhance the service provision within the Revenues Division.

The Report indicated that recent operational difficulties had been caused by the continued use of computer equipment which now fell below the minimum specification required for certain functions. In particular, the PCs of front counter and administrative staff required to be replaced as did the main office administration server with the equipment required all being sourced from the current IT procurement framework tender.

The Committee agreed:-

With reference to Article 3 of the minute of meeting of the Personnel and Property Services Committee of 12 March 2002, there was submitted Joint Report No 327/02 by the Chief Executive and the Director of Finance outlining a number of proposed changes to the Council´s Car Lease Scheme and recommending withdrawal of the Car Loan Scheme for employees.

The Committee, for its interest, agreed to approve the recommendations, as detailed in the Report.

17. 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 I of Schedule 7A to the Local Government (Scotland) Act 1973, paragraphs 6, 8, 9 and 10.

18. CAR LEASE AND CAR LOAN SCHEMES

With reference to Article 3 of the minute of meeting of the Personnel and Property Services Committee of 12 March 2002, there was submitted Joint Report No 327/02 by the Chief Executive and the Director of Finance outlining a number of proposed changes to the Council´s Car Lease Scheme and recommending withdrawal of the Car Loan Scheme for employees.

The Committee, for its interest, agreed to approve the recommendations, as detailed in the Report.

19. COUNCIL INSURANCES ­ EXTENSION OF CURRENT LONG TERM AGREEMENT

With reference to Article 22 of the minute of meeting of this Committee of 16 March 1999, there was submitted Report No 356/02 by the Director of Finance providing information on the 2002/2003 insurance premium renewals and recommending that the current five year long term agreement with Zurich Municipal be extended for a further year.

The Committee agreed:-

  1. to approve the extension, by one year, of the five year long term agreement currently in place with the Council´s insurers, Zurich Municipal, which would see the agreement end on 31 March 2005; and
  2. to note the substantial increases in property and liability insurance premiums for 2002/2003.

20. IT PROCUREMENT FRAMEWORK ­ QUARTERLY EVALUATION

With reference to Article 24 of the minute of meeting of this Committee of 27 November 2001, there was submitted Report No 343/02 by the Director of Information Technology proposing the selection of suppliers under the framework contract for the supply of personal computers, laptop computers, file servers, rackmount servers and printers for corporate and educational use for the period 1 March to 31 May 2002.

The Committee agreed to approve the selection of the suppliers for the quarter from 1 March to 31 May 2002 as follows:-

Desktop PCs (Corporate & Education) Research Machines

Laptop PCs (Corporate & Education) Computer Technology (Scotland) Ltd

File Servers (Corporate & Education) Elonex

Rackmount Servers (Corporate & Education) Computer Technology (Scotland) Ltd

Printers (Corporate & Education) Computer Technology (Scotland) Ltd

21. TENDERS ACCEPTED UNDER DELEGATED AUTHORITY

With reference to Article 30 of the minute of meeting of this Committee of 28 August 2001, there was submitted and noted Report No 344/02 by the Director of Information Technology advising members of the tenders which had been accepted under delegated authority during the period 1 January to 28 February 2002.

22. BENEFITS VERIFICATION FRAMEWORK ­ IMPACT ON MUNICIPAL BUILDINGS, FORFAR

With reference to Article 11 of the minute of meeting of this Committee of 29 January 2002, there was submitted Report No 357/02 by the Director of Finance advising the Committee that, with the implementation of the Benefits Verification Framework, accommodation for the Revenues and Benefits service at the Municipal Buildings, Forfar was inadequate in terms of customer service and proposing that a three year lease with annual breaks be entered into for alternative premises at 5 West High Street, Forfar.

The Committee agreed:-

  1. to note that current office accommodation for the Revenues and Benefits service at Municipal Buildings, Forfar was inadequate;
  2. to enter into a three year lease for the property at 5 West High Street, Forfar, with the tenant having the option to break on each anniversary of the date of entry; and
  3. to note that associated costs would be met from additional funding being made available by the Department of Work and Pensions.
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