G McNeil, Director of Environment & Infrastructure; O Reid, Head of Communities & Public Protection and C Dalrymple, Regulatory and Enforcement Manager (both Communities, Housing & Planning); G Hannah, Interim Head of Operations & Infrastructure, K Anderson, Amenity Services Manager – Waste, K Gray,  StreetScene Manager, J Wallace, Roads Technical Officer and D Kerr, Service and Coordination Manager (all Environment & Infrastructure); and K Graham, Head of Corporate Governance, J Lynch, Head of Property Services, M Conaghan, Legal & Democratic Services Manager, F Hughes, Asset Manager, A Stevenson, Assistant Business Partner, R Devine, Senior Committee Services Officer and N O’Brien, Assistant Committee Services Officer (all Finance & Resources).

There was submitted a joint revenue budget monitoring report by the Directors of Finance & Resources, Communities, Housing & Planning Services, Children’s Services and Environment & Infrastructure in respect of Services reporting to the Infrastructure, Land and Environment Policy Board for the period 1 April to 14 September 2018.

DECIDED:  That the report be noted.

There was submitted a joint capital budget monitoring report by the Directors of Finance & Resources and Environment & Infrastructure in respect of Services reporting to the Infrastructure, Land and Environment Policy Board for the period 1 April to 14 September 2018.

The report advised that budget changes totalling £77,000 had arisen since the previous report to the Board as a result of an increase in the Vehicle Replacement Programme to reflect grant funding received for electric cars.

DECIDED:  That the report be noted.

There was submitted a report by the Director of Environment & Infrastructure relative to the Service Improvement Plan for Environment & Infrastructure highlighting performance over the period 1 April to 30 September 2018.  A copy of the Environment & Infrastructure Service Improvement Plan 2018/21 Mid-Year monitoring report was appended to the report. 

The report outlined the key achievements of the Service, detailed future priorities and provided an update on progress to implement the action plan.  

DECIDED:

(a) That it be noted that the report reflected the new service structure for Environment & Infrastructure;

(b) That progress made on actions and performance indicators specific to the areas of activity delegated to this Policy Board, as detailed in the appendix to the report, be noted;

(c) That it be noted that the Environment & Infrastructure Service Improvement Mid-Year Monitoring Report would also be submitted to the Finance, Resources & Customer Services Policy Board for approval with regard to those areas of activity within its remit; and 

(d) That an out-turn report in respect of areas of activity delegated to this Policy Board be submitted to this Board for consideration by spring 2019.

There was submitted a report by the Director of Environment & Infrastructure relative to the Winter Maintenance Plan 2018/19.

The report detailed the Council’s winter maintenance preparations and arrangements for 2018/19 to ensure that Renfrewshire’s road network, footpaths and schools remained accessible during the winter period to support the economy and connect people with jobs, learning and social needs.  A copy of the Winter Maintenance Programme 2018/19, which detailed priorities attached to roads and footpaths, staff deployment and co-ordination procedures, the assessment criteria used for the location of grit bins, salt supply arrangements and City Region winter maintenance planning activity was appended to the report.

DECIDED:  That the Winter Maintenance Plan for 2018/19, as detailed in the Appendix to the report, be approved.

Under reference to item 16 of the Minute of the meeting of the Council held on 28 June 2018 there was submitted a report by the Director of Environment & Infrastructure relative to options and costs for the removal of chewing gum from Renfrewshire’s pavements.

It was noted that it had been agreed that the Director of Environment & Infrastructure undertake a review of arrangements in relation to the removal of chewing gum from Renfrewshire’s pavements.  The report referred to the revision of the Code of Practice on Litter and Refuse to include chewing gum and the associated implications for the Council and the potential introduction of a tax/charge on single use plastics, including chewing gum, following a consultation exercise by the UK Government.

The report outlined four potential options for the removal of chewing gum from pavements in Renfrewshire: continuation of the current approach; adoption of an enhanced service; addition of dedicated removal vehicles to the existing service; and the addition of dedicated mechanical sweepers to the existing service.  Associated costs were provided in respect of each option and it was highlighted that any option or combination of options beyond the existing provision would result in additional revenue costs.

Councillor Burns, seconded by Councillor Don, moved that the Board agree option 1 and maintain the status-quo until proposed changes in legislation come into practice in June 2019 and further consideration is given to applying a levy on single use plastic, which would include chewing gum.  Both considerations could influence the issue of dealing with the clean up of chewing gum dropped in our streets.  

Councillor Hood, seconded by Councillor Davidson, moved as an amendment that option 2, the enhanced chewing gum removal service, be agreed.

On the roll being called the following members voted for the amendment: Councillors Davidson, Devine, Hood and Kennedy. 

The following members voted for the motion: Councillors Adam-McGregor, Binks, Burns, Cameron, Campbell, Audrey Doig, Don, Graham, MacLaren, McEwan and Mylet. 

Four members having voted for the amendment and 11 members having voted for the motion, the motion was accordingly declared carried.

DECIDED:  That option 1 be agreed and the status quo maintained until proposed changes in legislation came into practice, in June 2019, and further consideration was given to applying a levy on single-use plastic, which would include chewing gum, as both considerations could influence the issue of dealing with the clean-up of chewing gum dropped in streets.

Under reference to item 21 of the Minute of the meeting of the Council held on 28 June 2018 there was submitted a report by the Director of Environment & Infrastructure Policy Board relative to access at Lochwinnoch Railway Station Access.

It was noted that it had been agreed that the Council write to Network Rail and Scotrail to ask for a review of parking provision, including disabled parking spaces, at Lochwinnoch train station; request that the relevant authority make provision for disabled facilities at platform 2 within the train station; and that both the footpath at the bridge on the A761 adjacent to the train station be upgraded and a suitable crossing to the train station be provided to ensure it was fully accessible.   

The report indicated that the Council had subsequently written to Network Rail, Scotrail and local MSPs regarding the car park and provision of disabled facilities at the station.  It was noted that no response had, as yet, been received from Scotrail.  A response, a copy of which was appended to the report, had been received from the Cabinet Secretary for Transport, Infrastructure & Connectivity advising that there were currently no plans to extend the car park at Lochwinnoch train station and that, based on the criteria set by the UK Government the train station did not meet the criteria for accessibility investment.  A response from Scotrail would be pursued.  The Convener advised that she would write, on behalf of the Board, to both the UK Government, seeking changes to the criteria set for accessibility investment, and Network Rail.  

The report intimated that a review had been undertaken by the Director of Environment & Infrastructure in relation to the requested improvements to the footpath at the bridge and the A760.  The report detailed planned interventions which would be implemented to address the issues. 

DECIDED:  

(a) That the response received from the Cabinet Secretary for Transport, Infrastructure & Connectivity, a copy of which was appended to the report, be noted; 

(b) That the interventions, detailed in section 1.5 of the report, to improve accessibility on the footpath and road crossing on the A760, be approved; and

(c) That it be noted that the Convener would write, on behalf of the Board, to the UK Government, seeking change to the criteria set for accessibility investment, and Network Rail.

Under reference to item 22 of the Minute of the meeting of the Council held on 28 June 2018 there was submitted a report by the Director of Environment & Infrastructure relative to the collection and disposal of grass cutting arisings.

It was noted that it had been agreed that a report be prepared on the cost of adding collection boxes to grass cutting machinery and, where possible, collecting and disposing of the grass cuttings.

The report stated that it was possible to uplift grass cuttings from the majority of the Council’s grass/open spaces in accordance with previous decisions taken in relation to the Grounds Maintenance Service however grass cuttings were only collected from high amenity areas of Paisley Town Centre. It was highlighted that the existing grass-cutting equipment could not be converted to collect grass arisings.  In order that grass arisings be uplifted the grass-cutting equipment would require to be replaced at an estimated capital investment cost of £1 million.  Reference was also made to the need to increase the frequency of grass cuts to facilitate the lifting and disposal of arisings, the reduced productivity resulting as a consequence of the collection of arisings in comparison to the grass cutting approach currently employed and the associated staffing and disposal costs.  

It was noted that the current grass-cutting service, which had been introduced in 2012, would be reviewed during winter 2018/19 with the aim of reflecting the inputs and activities undertaken and the outcomes achieved to deliver the needs of communities within current service resources.
 
DECIDED:

(a) That the costs of adding collection boxes to the grass-cutting machinery and the additional annual costs of the collection and disposal of the Council’s grass-cutting arisings be noted; and

(b) That it be noted that a review of the StreetScene grass-cutting services, as outlined in paragraph 5.1 in the report, would be undertaken during winter 2018/19.

Under reference to item 22 of the Minute of the meeting of the Council held on 28 June 2018 there was submitted a report by the Director of Environment & Infrastructure relative to the reinstatement of naturalised areas into a regular grass cutting schedule.  

It was noted that it had been agreed that the maintenance of grassed areas be reviewed with a view to reinstating naturalised areas into a regular grass-cutting schedule.  The report referred to the review of StreetScene Services undertaken between June 2010 and April 2012 which had resulted in the implementation of the current grass-maintenance regime, introduced naturalised areas and achieved savings of £2.1 million.  Of the 112 areas which were naturalised in 2012, 52 had subsequently been reintroduced into regular grass cutting schedules during 2013/14.  A summary of the outcome of the review undertaken following the Council decision in June 2018, which had focused on the remaining 60 naturalised areas, was provided.  Proposals for reinstatement of 97 of the existing 112 naturalised grass areas were detailed within an appendix to the report. It was noted that the remaining 15 naturalised areas were not recommended for reinstatement into a regular grass cutting schedule due to the complexity of cutting the grassed area involved in a safe manner.  It was highlighted that no budget provision had been made for the additional recurring costs of maintaining the 97 naturalised areas, £140,000 per annum, the initial preparatory works required to facilitate scheduled maintenance, estimated to be around £50,000 and one-off capital costs associated with the purchase of vehicles and cutting machinery, £150,000.

Councillor Don, seconded by Councillor Adam-McGregor, moved that the Board agree that the Council incorporate naturalised areas into the review of StreetScene grass cutting services, agreed as item 8 of this Minute, to allow maintenance of all grassed areas to be considered in a comprehensive manner.

Councillor Hood, seconded by Councillor Davidson, moved as a first amendment:

(a) That it be noted that the review of the existing naturalised areas had been completed;

(b) That it be agreed to reinstate the 112 areas into the regular grass cutting schedule;

(c) That the recurring revenue costs for the Council to reinstate the naturalised areas as part of regular grass cutting schedules be approved; and

(d) That the one-off revenue cost  in 2018/19, to prepare the naturalised areas for return to a regular grass cutting schedule, be approved.

Councillor J MacLaren, seconded by Councillor Graham, moved as a second amendment:

(a) That it be noted that the review of the existing naturalised areas had been completed;

(b) That consideration of the reinstatement of 97 of the 112 areas into a scheduled grass cutting frequency, as detailed in the Appendix to the report, be noted;

(c) That the recurring revenue costs for the Council of £290,000 per annum to reinstate the naturalised areas as part of regular grass-cutting schedules be approved;

(d) That the one-off revenue cost of £50,000 in 2018/19, to prepare the naturalised areas for return to a regular grass cutting schedule, be approved; and

(e) That the Board agree that the Council incorporate naturalised areas into the review of StreetScene grass cutting services, agreed in item 8 of this Minute, to allow maintenance of all grassed areas to be considered in a comprehensive manner.

On the roll being called between the motion and the first amendment, the following members voted for the first amendment: Councillors Davidson, Devine, Hood and Kennedy.

The following members voted for the motion: Councillors Adam-McGregor, Burns, Cameron, Campbell, Audrey Doig, Don, McEwan and Mylet.

The following members abstained: Councillors Binks, Graham and MacLaren.

Four members having voted for the first amendment, eight members having voted for the motion and three members having abstained, a vote was then taken between the motion and the second amendment.

On the roll being called the following members voted for the second amendment: Councillors Binks, Graham and J MacLaren.

The following members voted for the motion: Councillors Adam-McGregor, Burns, Cameron, Campbell, Audrey Doig, Don, McEwan and Mylet.

The following members abstained: Councillors Davidson, Devine, Hood and Kennedy.

Three members having voted for the second amendment, eight members having voted for the motion and four members having abstained, the motion was accordingly declared carried.

DECIDED:  That naturalised areas be incorporated into the review of StreetScene grass cutting services, agreed following consideration of the report entitled Collection and Disposal of Grass Cutting Arisings, as detailed in item 8 of this Minute, to allow maintenance of all grassed areas to be considered in a comprehensive manner.

There was submitted a report by the Director of Finance & Resources relative to the proposed sub-lease of premises, identified on a plan appended to the report, currently leased by the Council at Clark Street, Paisley.

The report advised that as part of the capital investment works to refurbish Paisley Museum, services would be temporarily relocated to a range of alternative locations and facilities.  The Council’s operational portfolio had been reviewed and it had been established that Clark Street depot, which was leased by the Council, had adaptable vacant space.  It was proposed that as a best value solution the vacant space at the Clark Street depot be sub-let, for a six-month period, to Renfrewshire Leisure Limited.  Landlord’s consent for the agreement had been agreed in principle and the terms and conditions agreed with the proposed tenant were detailed within the report.

DECIDED:  That the Head of Property Services and the Head of Corporate Governance be authorised to implement a sub-let, for a period of six months, of part of the premises at Clark Street depot, identified on a plan appended to the report and extending to circa 149 square metres, based on the terms and conditions detailed in paragraph 4 of the report.