Councillor McEwan, Convener, presided.

G McNeil, Director of Environment & Infrastructure; G Crawford, Senior Communications Officer (Chief Executive’s); F Carlin, Head of Housing & Planning Services, O Reid, Head of Communities & Public Protection and C Dalrymple, Communities & Regulatory Manager (all Communities, Housing & Planning Services); G Hutton, Head of Operations & Infrastructure, K Anderson, Amenity Services Manager - Waste, G Hannah, Strategic Change Manager, K Gray, StreetScene Manager, D Kerr, Service Co-ordination Manager and L Rennie, Operations Manager (all Environment & Infrastructure); and J Lynch, Head of Property Services, K Graham, Head of Corporate Governance, M Conaghan, Legal & Democratic Services Manager, D Low, Democratic Services Manager, F Hughes, Asset Manager, D Farrell, Finance & Business Partner and R Devine and T Slater, both Senior Committee Services Officers (all Finance & Resources).

Prior to the commencement of the meeting the Convener intimated that this meeting of the Board would be recorded and that the recording would be available to watch on the Council's website.

Councillor Davidson joined the meeting during consideration of the following item of business.

Councillor Mylet left the meeting during consideration of the following item of business.

Councillor Audrey Doig declared an interest in agenda item 7 - Proposal to Dissolve Clyde Muirshiel Park Joint Committee - as she was Chair of Clyde Muirshiel Park Authority Joint Committee.  Councillor Doig indicated that she would remain in the meeting and participate in any discussion or voting thereon.

There was submitted a Revenue and Capital Budget Monitoring report by the Director of Finance & Resources for the period 1 April to 26 June 2020.

The report stated that the projected revenue outturn at 31 March 2021 for all services reporting to this Policy Board was an overspend position of £3.512 million against the revised budget for the year.  The projected capital outturn at 31 March 2021 for projects reporting to the Board was a breakeven position against the revised budget for the year.  Summaries were provided over the relevant services in the tables within the report, together with further analysis.  It was noted that for financial year 2020/21 the projected outturn position was split into core and Covid-19 related variances. It was highlighted that budget adjustments, totalling £1.837 million, comprising increases of £1.225 million of Strathclyde Passenger Transport grant, £0.250 million to improve priority markings across Renfrewshire’s road network, £0.100 million for improvements to cemetery estate, transfers of £0.080 million for Underwood Road Recycling Plant and £0.200 million for Core Pathways and Cycleways had been processed since the previous report. 

DECIDED: 

(a) That the projected Revenue outturn position as detailed in table 1 of the report, acknowledging that the forecast position was based on best estimates and confirmed government support at this point in time, that forecasts were likely to be subject to considerable fluctuation as the full service implication and associated costs of the pandemic became clearer, be noted; 

(b) That the projected Capital outturn position, detailed in table 2 of the report, be noted; and 

(c) That the budget adjustments, detailed in section 5 of the report, be noted.

There was submitted a report by the Director of Environment & Infrastructure relative to the impact of the Covid-19 pandemic on areas which were the responsibility of this Policy Board, within both the Environment & Infrastructure and Communities, Housing & Planning Service on the key priorities and potential areas of risk.

The report provided updates in terms of key service areas impacted by the Covid-19 crisis; the service areas paused and restarted following the introduction and subsequent easing of lockdown restrictions in terms of the Scottish Government’s route map for recovery; those areas of particular focus for the Services currently and in the immediate future, together with specific risks and priorities.  Updates were provided in respect of the Household Waste and Recycling; Roads, Fleet and Social Transport; StreetScene and Team Up to Clean Up; and Regulatory Services and Communities divisions. 

The report highlighted that the roads capital investment programme 2020/21 had been paused due to the outbreak of the Covid-19 pandemic and the subsequent lockdown. In accordance with Scottish Government guidance no planned works had been permitted on the public highway until 22 June 2020. This included all programmed carriageway and footway resurfacing and surface dressing. It was noted that all works originally programmed for the period April to June 2020 had been rescheduled for September onwards based on their road condition score. The roads and footway resurfacing programmes were appended to the report. The report also stated that as part of the development of the capital investment programme 2020/21, an Assets and Infrastructure Community Investment Fund would be established, with an allocation of money set aside for each Local Partnership area. Preparatory work on engagement with elected members and communities had started with consultation planned for Autumn 2020. Once the infrastructure projects had been confirmed works were planned to take place in Spring 2021. A separate report on this matter would be submitted to the meeting of this Policy Board scheduled to be held on 4 November 2020. In addition, reference was made within the report to various funding streams made available to local authorities to support active travel and public transport. 

In terms of risk, the Board noted that the Corporate Risk Management Group (CRMG) was reviewing the Council’s risk profile in terms of the pandemic.  It was anticipated that many of the existing strategic and corporate risks would be impacted.  A report in this connection would be submitted to a future meeting of the Audit, Risk & Scrutiny Board.

DECIDED: That the report be noted. 

There was submitted a report by the Director of Environment & Infrastructure relative to the impact of the Covid-19 pandemic on public transport in the Renfrewshire and wider Glasgow City region area and the steps taken to support the recovery of public transport.

The report highlighted that as well as a reduction in demand, there was a significant reduction in service provision in line with government guidelines that only essential journeys be taken.  There had been a significant increase in walking and cycling journeys as people stayed in their own local areas for exercise.  This had been supported by the £30 million Scottish Government Spaces for People fund to support the delivery of temporary active travel improvements. Renfrewshire Council was successful in securing £700,000 to implement measures to increase active travel opportunities in Renfrewshire. The report noted that the Service was reviewing and incorporating feedback received following the consultation exercise on the proposed temporary cycling infrastructure.  Once the final designs were formulated these would be shared with elected members and key stakeholder groups prior to implementation. 

The demand for public transport had increased as the country moved into Phase 3 of the Covid-19 route map and physical distancing reduced to one metre.  Transport operators faced the challenge of meeting this increased demand with the capacity restraints that physical distancing provided.  In order to address this challenge local authorities had worked in partnership with Transport Scotland, city region partner authorities, SPT, Scotrail and bus operators to manage the increased demand while prioritising the safety of passengers and ensuring the supply of services matched demand.  Renfrewshire Council and city region partner authorities had developed a Transport Transition Recovery Plan, a copy of which was appended to the report, which detailed a range of interventions that supported the recovery of public transport across the region and mitigated the potential for an increased reliance on private car journeys.  These interventions would be supported by the £10 million Bus Priority Rapid Deployment Fund which had been established by Transport Scotland and provided funding for temporary bus priority infrastructure. The principles of the initiative were outlined within the report and it was noted that the main areas of infrastructure under consideration included the reallocation of road space and parking provision to buses, reallocation of parking provision to buses, implementation of bus lanes and bus gates and consideration of traffic light prioritisation. 

The report highlighted that the Council intended to submit a bid to the fund as part of a city region submission with the list of priority interventions being agreed between the city region authorities, SPT and bus operators.

DECIDED: 

(a) That the report be noted; and 

(b) That it be noted that further progress update reports would be submitted to future meetings of this Policy Board.

There was submitted a report by the Director of Environment & Infrastructure relative to the Council’s grass cutting service and advising of the intention to undertake an engagement exercise seeking the views of communities on the creation of biodiversity panels across Renfrewshire.

The report referred to the decision taken at the meeting of the Council held on 27 June 2019 to declare a climate emergency and highlighted that the actions required to respond to the climate emergency were complex and multi-faceted, could not be tackled in isolation and required full collaboration and support by organisations across all of society. The report indicated that the Council’s green spaces had a key role to play in supporting the increase in biodiversity, enhancing environments and in the delivery of the Council’s ambitions to tackle climate change.

The report intimated that a specific focus on the Council’s current and planned activities, and the subsequent actions that the Council could take to lead and drive change across all of Renfrewshire, had been agreed by the Climate Emergency Working Group. The Council’s grass cutting service had been suspended as the country entered lockdown in March 2020 due to the Covid-19 pandemic and was only able to restart, on 1 June 2020, in terms of the Government’s Route map for Recovery. The Emergencies Board had previously been advised on the programme of activities to restart cutting grass within communities, with 97% of grass panels now being maintained and being reinstated into their normal grass cutting frequency.  The unique circumstances of the pandemic had provided the Council with an opportunity to undertake a biodiversity and wildflower assessment of the grass panels to note what the natural biodiversity was and whether any additional sowing of wildflower seeds to increase biodiversity would be beneficial, as a number of the panels were dominated by common grass species. An important part of this assessment would be the input and views of local communities on the panels that had been left as potential biodiversity panels and suggestions of other panels and areas that they thought would merit consideration as biodiversity areas. The appendix to the report detailed by area the panels to be included within the survey and it was noted that between three and ten potential biodiversity areas had been identified per electoral ward.  The report proposed that community engagement on this matter be undertaken, starting on 26 August 2020, through an online survey.  The views of local partnerships, elected members and community councils, would also be sought. 

Councillor McEwan, seconded by Councillor Don, moved that the biodiversity community engagement survey, to be undertaken as outlined in section 5 of the report be noted; and that it be noted that the outcomes of the survey would be submitted to the next meeting of this Policy Board for consideration.

Councillor Devine, seconded by Councillor Hood, moved as an amendment that the recommendations set out in Section 2 be deleted and that a wider assessment be carried out to include the following:

• A definition of bio-diversity to ensure that it does not become just a by-word for non-maintenance.
• Consideration should be made where safe walking routes to school pass through proposed areas.
• Similarly, areas close to roads, should be examined for the impact on road safety.
• Details of how the Council proposes to engage with those communities who don’t have access to online materials.
• The consultation period should be longer than three weeks.
• Explanation as to why this is not just a cost saving exercise.

with the further assessment being submitted to the next meeting of this Policy Board.

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

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

7 members having voted for the motion and 7 members having voted for the amendment the Convener used her second and casting vote in favour of the motion which was thereafter declared carried.

 

DECIDED:

(a) That the biodiversity community engagement survey, to be undertaken as outlined in section 5 of the report be noted; and 

(b) That it be noted that the outcomes of the above survey would be submitted to the next meeting of this Policy Board for consideration.

Under reference to item 13 of the Minute of the meeting of this Policy Board held on 22 January 2020 there was submitted a report by the Director of Finance & Resources relative to the outcome of consultation undertaken in respect of Renfrewshire Council’s draft Common Good Register following advertisement of the draft Register in accordance with the provisions of the Community Empowerment (Scotland) Act 2015.  The draft Register reflected assets held by the Council as part of the Common Good.  It was noted that no comments or amendments to the Register had been received following consultation.

The report advised that the Community Empowerment (Scotland) Act 2015 sought to increase transparency about the existence of Common Good assets and ensure there was community involvement in decisions taken about their identification, use and disposal. A summary of the Council’s duties arising from the Act in relation to Common Good property was provided.  Renfrewshire Council acted as sole trustee for Paisley, Renfrew and Johnstone Common Good Funds. The Common Good Funds included both heritable and moveable property and comprised  land granted by the Crown, grants of land and buildings by local industrialists and other landowners and the rental income and sale proceeds from such property. In addition, the Paisley and Renfrew Common Good Funds held property portfolios as part of their overall investment holdings which were leased to a range of tenants including the Council, other public bodies, voluntary and community associations and the private sector. Several of the property assets leased to the Council had thereafter been sub-leased to Renfrewshire Leisure Limited (RLL) and RLL now had operational responsibility for the management of these assets.

It was noted that the Register included only those properties which had been assessed by Council officers as meeting the legal tests for Common Good property. It was recognised however, that the law of the Common Good was complex and often subjective. As such, the Council might require, to undertake further detailed research on any representation received concerning an asset to establish if it met the Common Good criteria or not. Where detailed legal investigation remained inconclusive, the identification of a potential Common Good asset might require reference to case law and the courts for a final determination. In circumstances where there were numerous or complex representations a note would be made to this effect in the Register to record that the property was still under investigation.  In addition, it was noted that in the event of a planned disposal or change of use of Common Good property, the Council would publish details of the proposal and invite representations from local community councils and community bodies before any final decision. 

DECIDED: 

(a) That the Head of Property Services be authorised to publish Renfrewshire Council’s Common Good Register and note that the Register would be a live document and change as further representations from interested parties were received;  

(b) That the Head of Property Services be authorised to amend the Common Good Register, following any necessary investigation of the legal position, to verify representations received from interested parties with regard to common good property; and 

(c) That the requirement for the Council to publish details and invite representations from local community councils and other relevant community bodies before any amendment was made relating to the proposed disposal, or change of use, of a Common Good asset be noted.

Under reference to item 10 of the Minute of the meeting of this Policy Board held on 18 March 2020 there was submitted a report by Director of Finance & Resources relative to the proposed Renfrewshire Allotment Site Regulations.

The report referred to Part 9 of the Community Empowerment (Scotland) Act 2015, which related to allotments and which encouraged Councils to support the development of allotments and community growing spaces, aimed at improving health and well-being along with the creation of a sustainable food strategy.  The report highlighted that the Council had a statutory duty to provide allotments and the Act imposed several additional requirements on the Council including an obligation to introduce Allotment Site Regulations.  The report outlined the mandatory and discretionary matters which should be provided for within the Regulations.  A copy of the Council’s proposed Allotment Site Regulations were appended to the report. The requirement for the Council to consult with persons appearing to the local authority to have an interest before finalising the Regulations was highlighted and it was noted that a one-month consultation period had been undertaken, commencing on 8 April 2020, during which one comment had been received requesting that the Council appoint an Allotments Officer, and that the Council take full control of the day to day management of the existing Allotments, setting charges and Regulations for the day to day operation of these facilities. The report intimated that this was deemed contrary to the ethos of Community Empowerment, whereby it was the Communities that ran and managed the facilities on a day to day basis. It was anticipated that the Renfrewshire Allotment Site Regulations would provide a consistent approach for each of the six Allotment Associations within Renfrewshire that occupied Council owned ground while enabling the Associations to retain a degree of autonomy which accorded with Community Empowerment.

DECIDED: 

(a) That the Renfrewshire Allotment Site Regulations, appended to the report and prepared in accordance with Part 9 of the Community Empowerment (Scotland) Act 2015, be approved; and

(b) That the Head of Property Services and the Head of Corporate Governance be authorised to make appropriate arrangements to bring the Regulations into force.

There was submitted a report by the Director of Finance & Resources relative to the Community Asset Transfer Return 2019/20. The report advised that the Council was required in terms of Section 95 of the Community Empowerment (Scotland) Act 2015 to publish a Community Asset Transfer report for the period 1 April 2019 until 31 March 2020. It was highlighted that Renfrewshire Council had actively been promoting requests to transfer assets to local communities under medium/long term leases and full ownership where appropriate. Nine Community Asset Transfer requests had been received during 2019/20 however not all were considered by the Community Asset Transfer Panel, as eight of the applications were either at an initial enquiry stage or did not comply with the requirements of the Act. 

One request has been approved during the period, this Policy Board having approved at the meeting held 29 May 2019 the request for a 30-year lease to Kustom Kruizers a Community Interest Company, who sought to lease the former toilets at the Inchinnan Road entrance to Robertson Park Renfrew. The Head of Corporate Governance was in the process of concluding this lease. Two applications, submitted by Linwood Community Development Trust and Western Dessert Recce Group, had been refused. A summary of these applications was provided within the report. Consideration of the remaining six applications had been continued for further information.

It was noted that during the reporting period, no appeals in terms of section 85, or reviews in terms of section 86, of the Act were received in respect of the refusals.  In addition, there had been no reviews of decisions by the Scottish Ministers in terms of section 87 of the Act. 

DECIDED: That the Community Asset Transfer Return 2019/20 be approved and published on the Council’s website.

Under reference to Item 9 of the Minute of the meeting of the Policy Board held on 18 March 2020 there was submitted a report by the Director of Communities, Housing & Planning Services relative to the withdrawal of North Ayrshire Council from the Clyde Muirshiel Park Authority Joint Committee.

The report advised that at the meeting of the Clyde Muirshiel Park Authority Joint Committee held on 14 December 2018 the Council’s Head of Planning & Housing Services, in consultation with relevant Council officers, had been authorised to progress the review and revision of the Minute of Agreement and supporting governance documents. Subsequent to this decision, following an evaluation of its role in the Regional Park Authority, North Ayrshire Council at its meeting on 12 February 2020, had agreed to serve notice of withdrawal from the Park Authority. Notice of withdrawal had been formally submitted by North Ayrshire Council on 17 February 2020. The period of notice would end on 31 March 2022 and after that date North Ayrshire Council would cease to be a member of the Park Authority.  Discussions had since taken place with representatives of Inverclyde Council on the future operating model for the Regional Park. These discussions had concluded that the governance arrangements as they currently stood were disproportionate to the size and operation of activities within the Park and that the most appropriate option was to terminate the Minute of Agreement and for the Park Authority to be dissolved. Thereafter, the three councils would make investment and operational decisions separately regarding the parts of the Regional Park lying within their respective boundaries. It was highlighted that these arrangements would not affect the designation of Clyde Muirshiel as a Regional Park and that liaison with Inverclyde and North Ayrshire Councils would continue to ensure the protection and enhancement of the Regional Park’s natural environment, while opportunities for ongoing community involvement in park activities would be encouraged.
 
Renfrewshire Council was the employing and servicing authority for the Joint Committee. Prior to termination of the Minute of Agreement, agreement between the three Councils, on financial and employment arrangements would be required, including how the liabilities and moveable assets of the Park Authority were to be shared. It was intended that agreement on these matters be reached prior to the end of the current financial year in order that there was a clear alignment of the cessation of the Joint Committee with the end of the financial year. Heritable assets were and would continue to be, owned by the Council in whose area these were situated. It was noted that given the employee skills and experience Renfrewshire Council would continue to have available, there might be opportunities to generate income by providing services, under service level agreements, to organisations, to support the ongoing provision and development of activities within the Regional Park. 

DECIDED:  

(a) That the termination of the Minute of Agreement covering Clyde Muirshiel Regional Park and the dissolution of the Park Authority Joint Committee with effect from 31 March 2021 be approved;

(b) That the Head of Finance be authorised, in consultation with the Head of Corporate Governance, to agree appropriate arrangements to formally terminate the Minute of Agreement in relation to the Clyde Muirshiel Regional Park and to dissolve the Park Authority;

(c) That the Director of Finance & Resources be authorised, as Treasurer to the Joint Committee, to submit the 2020/21 unaudited accounts of the Joint Committee for external audit and note that the audited accounts would be submitted to a future meeting of the Policy Board for approval; and

(d) That the Director of Communities, Housing & Property Services be authorised to identify partnership opportunities in relation to marketing and promotion of the recreational and environmental education role of the Regional Park.

The Board resolved that the press and public be excluded from the meeting during consideration of the following item of business as it was likely, in view of the nature of the business to be transacted that if members of the press and public were present there would be disclosure to them of exempt information as defined in paragraphs 6 and 9 of part I of schedule 7A of the Local Government (Scotland) Act 1973.

Under reference to item 16 of the Minute of the meeting of this Policy Board held on 29 May 2019, there was submitted a report by the Director of Finance & Resources relative to the proposed disposal of the former Kersland School, Ben Nevis Road, Paisley, and in particular to the amended offer made by the approved purchaser. A map appended to the report identified the site involved.

The report advised that as a result of the impact of Covid-19 on the plans of the approved purchaser, who had indicated that they still wished to proceed with the acquisition for the same purpose as previously indicated, the approved purchasers had requested an initial three-year lease with the rental paid during this period being deducted from the sale price.  

DECIDED:  That the Director of Finance & Resources and the Head of Corporate Governance be authorised to accept the amended offer to purchase which had been received and to progress the proposed three-year lease and sale of this asset in the best interests of the Council.