M Crearie, Director of Development & Housing Services; S MacDougall, Director of Environment & Communities; D Hawthorn, Head of Child Care & Criminal Justice, (Children’s Services); F Carlin, Head of Planning & Housing Services , L Feely, Housing Asset and Investment Manager, S Marklow, Assistant Manager – Policy, L Muirhead, Planning & Housing Manager and C Murray, Planner (all Development & Housing Services); O Reid, Head of Public Protection, G McNeill, Head of Operations & Infrastructure, C Dalrymple, Regulatory Enforcement Manager and D Kerr, Service Co-ordination Manager (all Environment & Communities); and J Lynch, Head of Property Services, N Young, Assistant Managing Solicitor - Litigation & Advice and R Devine, Senior Committee Services Officer (all Finance & Resources).

Prior to commencement of the meeting the Convener advised that planning applications agenda items 17 (c) and 17 (e) relating to 17/0903/PP and 18/0148/PP respectively had been withdrawn at the request of the applicants and consequently would not be considered by the Policy Board.

There were no declarations of interest intimated prior to the commencement of the meeting.

There was submitted the Minute of the meeting of the Police and Fire & Rescue Scrutiny Sub-Committee held on 13 March 2018, which forms the Appendix to this Minute.

DECIDED:     That the Minute be approved.

There was submitted a joint report by the Directors of Finance & Resources, Development & Housing Services, Children’s Services and Environment & Communities in respect of Services reporting to the Communities, Housing &Planning Policy Board.  The Convener advised that the reporting period detailed in the report was incorrect and that the report covered the period 1 April 2017 to 2 March 2018.

DECIDED:    

(a) That the budget position be noted; and

(b) That it be noted that there had been no budget adjustments since the previous report.

There was submitted a capital budget monitoring report by the Director of Finance & Resources in respect of Services reporting to the Communities, Housing & Planning Policy Board for the period 1 April 2017 to 2 March 2018.

DECIDED:     That the report be noted.

There was submitted a report by the Director of Finance & Resources relative to the proposed disposal of the shop premises at 11 Thorn Brae, Johnstone, identified on a plan appended to the report. 

The report advised that R Islam had leased the Council-owned shop property at 11 Thorn Brae, Johnstone, on a monthly basis, since 28 May 2015. The current annual rental for the premises, which was located on the ground floor of a 3-storey tenement building with flats above, and was trading as a newsagent, was £5,300. Johnstone Town Centre was a short distance to the north. The Council ownership in the area related to four ground floor shops located within this and the adjacent tenements at Thorn Brae/Ellerslie Street, Johnstone, all of which were factored by Linstone Housing Association.

Ms Islam was keen to invest in the property, but was of the opinion that there would be more of an incentive to do so if she had ownership of the property. The tenant, following discussions with Property Services as to the value of the property, had submitted an offer to purchase in the sum of £70,000, which the Head of Property Services believed to be a fair and acceptable offer.

DECIDED:

(a) That the shop property at 11 Thorn Brae, Johnstone be declared surplus to the Council’s requirements to enable disposal to the sitting tenant, Ms R Islam;

(b) That it be noted that the proposed disposal would be concluded by utilising the powers delegated to the Head of Property Services, subject to appropriate terms and conditions of sale being agreed with the Head of Property Services and the Head of Corporate Governance; and

(c) That it be noted, in terms of Scottish Ministers’ consent when disposing of Housing Revenue Account assets, the disposal of the property would be under the General Consent available and would be self-certified by the Council.

There was submitted a report by the Director of Children’s Services relative to the Children’s Services Service Improvement Plan 2018/21, a copy of which was appended to the report.

The Service Improvement Plan set out a comprehensive statement of the service aims and objectives for the next three-year period, based on the resources likely to be available, and took account of the themes, actions, outcomes and targets contained within the Council Plan, Single Outcome Agreement and Community Plan.

The report highlighted that at the core of the Service Improvement Plan process was an action plan which detailed the priorities, the key tasks to be implemented, the implementation timetable and the outcomes against which progress would be measured. It was noted that progress to deliver the Children’s Services Service Improvement Plan would be monitored and reported to the Board on a six-monthly basis.

DECIDED:

(a) That the Children’s Services Service Improvement Plan 2018/21, a copy of which was appended to the report, be approved in terms of those elements which were within the remit of this Policy Board;

(b) That progress in respect of those areas of activity within the remit of this Policy Board be reported to the meeting of this Policy Board scheduled to be held during October 2018; and

(c) That it be noted that the Children’s Services Service Improvement Plan 2018/21 would also be submitted to the meeting of the Education and Children’s Services Policy Board to approve those elements within the remit of that Policy Board.

There was submitted a report by the Director of Development & Housing Services relative to an overview of progress to deliver the Development & Housing Services Service Improvement Plan during the period 1 April 2017 to 31 March 2018.

The report summarised the main achievements of the service during 2017/18 and included a Service Improvement Action plan, attached as Appendix 1 to the report, that monitored progress to date against the agreed priorities for the Service, aligned to the Council strategic outcomes approved at the meeting of the Council held on 28 September, 2017 and identified areas where significant advances had been made, together with actions that had been reviewed or delayed.  Appendix 2 to the report incorporated a score card of performance indicators measuring annual progress to deliver key tasks.

DECIDED:  That the progress made by Development & Housing Services in terms of implementation of the Development & Housing Services 2017 - 2020 Service Improvement Plan actions and performance indicators, as detailed in the appendices, be noted.

There was submitted a report by the Director of Environment & Communities relative to an overview of progress to deliver the Environment & Communities Service Improvement Plan during the period 1 April 2017 to 31 March 2018.

The report summarised the main achievements of the service during 2017/18 and included a Service Improvement Action plan, attached as Appendix 1 to the report, that monitored progress to date against the agreed priorities for the Service, aligned to the Council strategic outcomes approved at the meeting of the Council held on 28 September 2017 and identified areas where significant advances had been made, together with actions that had been reviewed or delayed.  Appendix 2 to the report incorporated a score card of performance indicators measuring annual progress to deliver key tasks.

DECIDED:   

(a) That the progress made by Environment & Communities in terms of implementation of the Environment & Communities 2017 - 2020 Service Improvement Plan actions and performance indicators of areas within the remit of this Policy Board, as detailed in the appendices, be noted;and

(b) That it be noted that the Service Improvement Plan outturn report for Environment & Communities would also be submitted to the meetings of the Infrastructure, Land & Environment Policy Board and the Finance & Resources Policy Board to approve elements within the remit of those Policy Boards.

There was submitted a report by the Director of Environment & Communities relative to the performance outcomes and key achievements in public protection during the period 1 April 2017- 31 March 2018. The report detailed responsibilities, highlighted the current key priorities for public protection, set out key achievements and outlined future work priorities and anticipated challenges during 2018/19.

DECIDED:

(a) That the progress update report be noted; and

(b) That the public protection priorities and challenges that would be addressed during 2018/19, as detailed in section 5 of the report, be approved.

There was submitted a report by the Director of Environment & Communities relative to the high-level outcomes delivered locally in terms of the National Building Safer Communities programme.

The report highlighted that a local multi-agency task group, Renfrewshire Building Safer and Greener Communities Group, had been established to co-ordinate interventions and deliver outcomes, detailed within the report, which had been identified by the National programme.  It was noted that the local group had focussed on delivery of phase 1 outcomes.  The report also provided details relating to selection processes, target areas, evaluation and future action, together with the high-level outcomes delivered by the programme to date.

 DECIDED: 

(a) That the work undertaken as part of the Building Safer & Greener Communities working group since April 2016 be noted; and 

(b) That the update report be noted.

Under reference to item 18 of the Minute of the meeting of this Policy Board held on 17 November 2017 there was submitted a report by the Director of Development & Housing Services relative to ongoing investment in high-rise blocks and the range of measures in place to ensure the safety of residents living in high-rise properties across Renfrewshire.

The report stated that Renfrewshire Council owned and managed 14 high-rise blocks of flats, providing homes to 1,132 tenants and residents. The Council had 1,001 properties within these blocks which represented over 8% of the Council’s total housing stock.   Accordingly, high-rise properties had an important role in the provision of housing and the Council had committed significant amounts of investment in recent years to ensure that they were maintained in good condition and were sustainable and attractive to both current and future residents.  A summary of recent investment in high-rise blocks in Renfrewshire, which included the provision of social spaces for residents’ use, re-cladding, upgrading to biomass heating systems and electric wet systems, and foyer improvements, was provided.  The report also advised of the concierge and caretaking services currently provided and outlined planned enhancements.

Fire safety update summaries, in terms of actions progressed following discussion at the regular joint meetings between Council officers and representatives of the Scottish Fire & Rescue Service were provided.  The report intimated that consideration of fitting fire suppression systems (sprinklers) to all high-rise flats was under review by both the UK and Scottish Governments and that a report advising of the outcome of the review would be submitted to a future meeting of this Policy Board.  In addition, the report advised that the Scottish Government’s Ministerial Working Group on Building and Fire Safety had commissioned an inventory of the design of high-rise domestic buildings in order to better understand how further improvements to fire safety in the existing housing stock could be made and that the requested information had been submitted on behalf of Renfrewshire Council.   The report also stated that the Scottish Government had recently announced the intention to bring forward legislation to improve the standard of smoke alarms in all tenures to ensure all homes had the highest level of protection by the end of 2020.  It was anticipated that local authorities would have enforcement responsibilities to ensure home owners complied.  Details of the requirements for these smoke alarms were provided within the report.  It was noted that the upgraded smoke detection alarms currently being installed in high-rise properties in Renfrewshire met the requirements and that arrangements would require to be made to roll out this upgraded standard to all housing stock in line with any legislation promulgated.

DECIDED:     That the ongoing investment in high-rise blocks and the measures taken, following the fire at Grenfell Tower, to ensure that effective fire safety management practices were in place at the 14 high-rise blocks owned and managed by Renfrewshire Council be noted.

Under reference to item 8 of the Minute of the meeting of this Policy Board held on 13 March 2018 there was submitted a report by the Director of Development & Housing Services relative to Housing Energy Efficiency and Carbon Reduction Programmes and the allocation of £1,518,477 for the Renfrewshire Council area in terms of the Scottish Government’s Home Energy Efficiency Programme for Scotland (HEEPS:ABS) 2018/19.  In terms of the programme, local authorities had been required to submit details of their schemes for consideration for their proposed allocation.  A successful application had been submitted, following consultation with housing association partners.  The proposed projects, which were detailed within the report, focussed on mixed tenure blocks of solid wall construction type to support social landlords in meeting the requirements of the Energy Efficiency Standard for Social Housing.  It was highlighted that in addition to HEEPS:ABS funding each project would also require financial resources from partners and the Energy Company Obligation.

The Scottish Government had also made funds available to assist private owners with the costs of a range of insulation and heating measures through an interest-free loan scheme administered by Home Energy Scotland (HES).  It was noted that to assist owners in wholly privately owned blocks where properties had not been included in the mixed-tenure investment programme the Council would work in partnership with HES to assess homeowners’ eligibility for a range of energy efficiency measures and offer advice on the availability of financial support to support the installation of such measures.

It was proposed that the Board, recognising the policy of the Council to facilitate owners in mixed-tenure blocks and wholly-owned blocks taking advantage of the same housing energy and re-cladding programmes as Council tenants, write to the Scottish Government asking for further funding to expand the current HEEPS:ABS Programme 2018/19 across all of Renfrewshire.  This was agreed.  

DECIDED:

(a) That it be noted that funding of £1,518,477 had been awarded for qualifying projects within the Renfrewshire Council area in terms of the HEEPS:ABS 2018/19 programme;

(b) That the Director of Development & Housing Services be authorised to accept the offer of grant and oversee delivery and operational management of the programme; and

(c) That the Board, recognising Council policy in facilitating owners in mixed-tenure and wholly-owned blocks, taking advantage of the same housing energy and re-cladding programmes as Council tenants, write to the Scottish Government asking for further funding to expand the current HEEPS:ABS Programme 2018/19 across all of Renfrewshire.

There was submitted a report by the Director of Development & Housing Services relative to the revised protocol for site visits in relation to planning applications which were the subject of determination by the Communities, Housing & Planning Policy Board.

Reference was made to the COSLA/Scottish Executive publication entitled “Advice for Councillors Dealing with Planning Matters” which recommended that planning authorities should provide elected members with guidance on the circumstances where site visits were appropriate, and how they should be conducted.  The document also emphasised that it was the responsibility of members to familiarise themselves with the location and context of any proposed development but recognised that, in exceptional circumstances, formal site visits by the Board may be of help in reaching a decision. Accordingly, site visits should only be requested where the benefit was clear and substantial and when a site visit was requested by a member of the Board, a ‘significant benefit’ test would be applied.  Consideration would be given to potential delays in the decision-making process, the additional burdens imposed on members’ time, and the resultant additional costs to both the applicant and the local authority. 

The proposed protocol, a copy of which was appended to the report, updated the protocol approved at the meeting of the former Planning and Property Board held on 29 January 2013.  It was highlighted that the revised protocol enabled members, where they were satisfied that they had sufficient information on which to make their decision, to take part in the planning application decision-making process when they had not participated in any site visit undertaken.

DECIDED: 

(a) That the protocol, as set out in the appendix to the report, be approved as the procedure for carrying out site visits in relation to applications for planning and related consents; and  

(b) That it be noted that the amended protocol would allow members who had not attended any site visit undertaken to still take part in the decision-making process on the relevant planning applications if they were satisfied that they had sufficient information on which to make their decision.

Under reference to item 8 of the Minute of the meeting of the Council held on 2 March 2018 there was submitted a report by the Director of Development & Housing Services relative to the proposed terms of the Section 75 agreement relating to the planning consent granted, in principle, at the meeting of the Council held on 2 March 2018, for the reuse of land previously identified for industrial purposes for some 1,000 new homes at the former Royal Ordnance Factory, Bishopton (17/0394/PP).  

The report advised that consent had been granted, subject to the conclusion of a legal agreement in terms of Section 75 of the Town and Country Planning (Scotland) Act 1997 to secure developer contributions associated with the development.  The appendix to the report detailed the proposed Heads of Terms for the Section 75 agreement and the contributions considered necessary for implementation of the development. 
 
DECIDED: 

(a) That the Heads of Terms proposed for the Section 75 Agreement, as set out in the appendix to the report, be approved; and 

(b) That the Director of Development & Housing Services be authorised, in consultation with the Head of Corporate Governance, to conclude the formal Section 75 Agreement as appropriate.

(B)   17/0876/PP  -  WARD 11: ERECTION OF 24 FLATS WITH ASSOCIATED COMMUNAL ROOM, COURTYARD AND PARKING AT ENCHANTED FOREST NURSERY, ERSKINE HOSPITAL, BISHOPTON: ERSKINE DEVELOPMENTS LIMITED (PAISLEY)

It was proposed that the application be granted subject to the conditions and reasons detailed within the report. This was agreed.

DECIDED: That the application be granted subject to the conditions and reasons detailed within the report.

(C) 17/0072/PP WARD 10: DEMOLITION OF REDUNDANT FARM BUILDINGS, CONVERSION, ALTERATION AND EXTENSION OF FARM BUILDINGS TO FORM SEVEN DWELLINGHOUSES, ERECTION OF GARAGE BLOCKS, FORMATION OF HARDSTANDING AND PARKING AREAS AND FORMATION OF ACCESS ROAD: BANKHEAD DEVELOPMENTS (SCOTLAND) LIMITED

Councillor McGurk, seconded by Councillor McNaughtan moved that the application be granted subject to the conditions and reasons detailed within the report.

Councillor Andy Doig, seconded by Councillor K MacLaren, moved as an amendment that the application be refused on the grounds that the proposal was contrary to Policy ENV1 - Greenbelt; would have an unacceptable impact on the existing roads infrastructure and local amenities, specifically Houston Primary School; health and safety concerns relating to the likelihood that the traffic generated by the development would use the existing sub-standard road; the capacity limitations of the A737/M8 infrastructure; and the need for smaller homes rather than larger family homes in the village.

On the roll being called, the following members voted for the amendment: Councillors Binks, Andy Doig, K MacLaren and Strang.

The following members voted for the motion: Councillors Burns, Don, Hood, M MacLaren, McCulloch, McGurk, McNaughtan, Montgomery, Nicolson and Rodden.

4 members having voted for the amendment and 10 members having voted for the motion, the motion was accordingly declared carried.

DECIDED: That the application be granted subject to the conditions and reasons detailed within the report.