There was submitted the Minute of the meeting of the Joint Consultative Board (Non- Teaching) held on 19 September 2024, a copy of which forms the Appendix to this Minute.

DECIDED: That the Minute be noted. 

There was submitted a revenue and capital budget monitoring report by the Director of Finance & Resources for the period to 13 September 2024. 

The report intimated that the projected revenue outturn at 31 March 2025 for those services reporting to this Policy Board was an underspend of £1.651 million (1.8%) against the revised budget for the year. The projected capital outturn at 31 March 2025 was a breakeven position. A number of revenue and capital budget adjustments were detailed at sections 6 and 7 of the report respectively. 

DECIDED:

(a) That the projected revenue outturn underspend position of £1.651 million be noted;

(b) That the projected capital outturn break-even position be noted; and

(c) That the budget adjustments detailed at sections 6 and 7 be noted.

There was submitted an update report by the Director of Finance & Resources relative to an overview of revenue and capital budget expenditure for the Council as at 13 September 2024.

The report detailed that the total projected revenue outturn position for the Council, Health and Social Care Partnership and Housing Revenue Account as at 31 March 2025 was an overspend of £6.819 million (1.3%) and the projected capital outturn for all services was a breakeven position, split between General Fund services and the Housing Revenue Account. Further analysis was detailed in the appendices of the report. 

DECIDED:

(a) That the projected revenue outturn overspend position of £6.819 million be noted;

(b) That the projected capital outturn break-even position be noted; and

(c) That the prudential indicators detailed in section 7 of the report be noted.

There was submitted a report by the Director of Finance & Resources relative to the performance of key business services functions, including revenue collection and benefit administration, for the period ending 28 September 2024. 

The report provided an update on the funding and expenditure position for Discretionary Housing Payments and the Scottish Welfare Fund. Appendices to the report provided information on revenue collection and key performance indicators. 

DECIDED: That the content of the report be noted.

There was submitted a report by the Director of Finance & Resources relative to performance of key customer services functions including call centre, face-to-face and digital support for customers in September 2024. 

The report provided an update on the overall contact centre call handling volumes and indicated that face-to-face services continued in Renfrewshire House. Details of customer volumes were provided in the report. The report advised that demand for digital services remained high and provided an update on the level of online transactions being completed. 

DECIDED: That the content of the report be noted.

There was submitted a report by the Director of Finance & Resources relative to consideration of requests received by the Provost for civic hospitality from organisations for specific events as detailed within the report. 

The report outlined the proposed the type and cost of civic hospitality to be provided in respect of  each civic event and sought authorisation for the Director of Finance & Resources, in consultation with the Provost, to make the necessary arrangements to provide civic hospitality, or in the case of events that had already been arranged, to homologate the action taken by the Head of Corporate Governance, in consultation with the Provost, to provide civic hospitality as detailed below:- 

(i) Royal Caledonian Curling Club (Ladies Section) - lunch for 50 people to welcome a visit by the Canadian Women’s Curling Tour - £500;

(ii) Erskine - the purchase of a table for 10 guests at their Annual Military Charity Ball - £700;

(iii) Provost - the purchase of 1000 Paisley pattern pin badges to be used as civic gifts - £860;

(iv) Elderslie Wallace Bowling Club - dinner for 160 people at the event to celebrate their 150th anniversary - £3,000;

(v) Renfrewshire Memory Tree Event - tea/coffee and biscuits for 50 people at Paisley Abbey after the event - £300

(vi) Scottish Pensioners Forum - morning coffee and a light lunch for 100 people attending their AGM in Renfrewshire £2,500;

(vii) Association of Registrars of Scotland - lunch for 70 people at their annual conference at the Glynhill Hotel, Renfrew - £1,250;

(viii) St Vincent’s Hospice - the purchase of a table at their annual Christmas charity event - £550; and

(ix) Reclaim the Night - tea/coffee and cake for 100 people to accompany their annual event - £600.

The report advised that the budget provision for 2024/25 for civic hospitality (including international links) was £46,460. It was noted that should the above hospitality be agreed, taking account of previous decisions, the remaining balance would be approximately £7,900. 

DECIDED:

(a) That the provision of hospitality as detailed in section 1 of the report for Elderslie Wallace Bowling Club, the Memory Tree event, Scottish Pensioners Forum AGM, the Association of Registrars of Scotland and Reclaim the Night be approved;

(b) That the purchase of a table at the St Vincent’s Hospice event be approved;

(c) That authority be delegated to the Director of Finance & Resources, in consultation with the Provost, to make the necessary arrangements for the hospitality detailed above; and 

(d) That the action taken by the Head of Corporate Governance in terms of his delegated authority in respect of the Royal Caledonian Curling Club, the Erskine Military Ball and the purchase of civic gifts be noted.

There was submitted a report by the Director of Finance & Resources relative to the proposed revised Counter Fraud and Corruption Policy, a copy of which was attached as Appendix 1 of the report.

The report set out the proposed changes from the previous version of the policy, approved at the meeting of this Policy Board held on 30 January 2019, which included an update to supporting policies referenced within the policy; acknowledgement that the Corporate Counter Fraud Team and the Security & Compliance Team would work collaboratively to protect the Council, clients, citizens, and service users when required; and reference to fraud awareness training which was available to all employees and members.

DECIDED:  That the Counter Fraud and Corruption Policy, as attached at Appendix 1 of the report, be approved.

There was submitted a report by the Director of Finance & Resources relative to progress made in respect of the actions identified in the Council’s People Strategy approved at the meeting of this Policy Board held 31 March 2021. A detailed summary of the progress to date was attached at Appendix 1 of the report.

The report made reference to the strengthening of workforce resilience around health, safety, and wellbeing; exploring new ways of working post pandemic; improvements to staff communications and engagement; and fostering a culture that empowered a well informed and engaged workforce.  Refence was also made to the findings of the Best Value audit carried out by the Council's external auditors, Azets, as reported to the Audit, Risk and Scrutiny Board meeting held on 23 September 2024.

DECIDED:

(a) That the progress made by the Council in the previous 12 months on the People Strategy ‘Our People Our Future 2021/26’ be noted; and

(b) That it be noted that the next progress report would be submitted to a meeting of this Policy Board scheduled to be held in November 2025.

Under reference to item 11 of the Minute of the meeting this Policy Board held on 12 September 2024, there was submitted a report by the Director of Finance & Resources relative to the proposed public holidays for Renfrewshire Council employees for 2025.  A list of the proposed public holidays was attached at Appendix 1 of the report.

The report referenced the decision taken at the previous meeting of this Policy Board, held on 12 September 2024, which would have resulted in a change to the public holiday arrangements for Council employees subject to full agreement being reached with trade unions.  The report advised that following discussions with trade unions, the required agreement was not reached and the decision was therefore not actioned.  Accordingly, proposals in line with the previous arrangements of 12 fixed public holidays and one day of no work requirement were submitted for approval.

DECIDED: 

(a) That the current position on discussions with Unison, Unite and GMB Trade Unions be noted;

(b) That it be noted that full agreement of terms associated with the proposed changes to public holidays had not been secured;

(c) That it be noted that the changes to public holidays from 2025, as approved at the meeting of this Policy Board held on 12 September 2024, could not be actioned; and

(d) That the public holidays, as detailed in Appendix 1 of the report, be approved.

There was submitted an update report by the Director of Environment, Housing & Infrastructure relative to the operational performance of Facilities Management (Hard and Soft Services, including Building Services) and Property Services as delivered by Environment, Housing & Infrastructure since the last meeting of this Policy Board.

The report outlined ongoing discussions between OneRen and the Soft Facilities Management team on the possibility of OneRen taking over the responsibility of covering lets at weekends and holiday periods for schools which had outdoor sports facilities. It was expected that this would reduce overtime costs and significantly increase availability of sports facilities at the weekend and holiday periods.

DECIDED:

(a) That the content of the report be noted; and

(b) That the ongoing discussion between Renfrewshire Council and OneRen on the staffing cover arrangements for community lets in schools, as detailed in Section 4.5 of the report, be noted and approved.

There was submitted a report by the Director of Finance & Resources relative to the service's performance and achievements over the period 1 April to 30 September 2024 against the Finance & Resources Service Improvement Plan 2024/27. The Finance & Resources 2024/25 Six-monthly progress update was attached as Appendix 1 of the report.

The report stated that the Service Improvement Plan 2024/27 for Finance & Resources, approved at the meeting of this Policy Board held on 13 June 2024, set out the priorities for the development of the service over a three-year period, the actions which would ensure continuous improvement across the service and the performance indicators which ensured the impacts could be measured. The report provided details of the key achievements of the service during the reporting period; a progress update on implementing the action plan linked to the Service Improvement Plan; an assessment of performance in relation to the service scorecard of core performance indicators; and an overview of priorities for the service over the next six months.

DECIDED:

(a) That the content of the report be noted;

(b) That the progress to date on delivering the actions contained within the Finance & Resources Service Improvement Plan be noted;

(c) That the current performance of the service as measured by the scorecard indicators be noted; and

(d) That it be noted that an outturn report on the full year performance for 2024/25 would be submitted to the meeting of this Policy Board scheduled to be held in June 2025.

There was submitted a report by the Chief Executive relative to the service's performance and achievements over the period 1 April to 30 September 2024 against the Chief Executive's Service Improvement Plan 2024/27. The Chief Executive's Service Improvement Plan 2024/25 Six-monthly progress update was attached as Appendix 1 of the report.

The report stated that the Service Improvement Plan 2024/27 for the Chief Executive's service, approved at the meeting of this Policy Board held on 12 September 2024, set out the priorities for the development of the service over a three-year period, the actions which would ensure continuous improvement across the service and the performance indicators which ensured the impacts could be measured. The report provided details of the key achievements of the service during the reporting period; a progress update on implementing the action plan linked to the Service Improvement Plan; an assessment of performance in relation to the service scorecard of core performance indicators; and an overview of priorities for the service over the next six months.

DECIDED:

(a) That the content of the report be noted;

(b) That the progress to date on delivering the actions contained within the Chief Executive's Service Improvement Plan be noted;

(c) That the current performance of the service as measured by the scorecard indicators be noted; and

(d) That it be noted that an outturn report on the full year performance for 2024/25 would be submitted to the meeting of this Policy Board scheduled to be held in June 2025.

There was submitted a report by the Director of Environment, Housing & Infrastructure relative to the service's performance and achievements over the period 1 April to 30 September 2024 against the Environment, Housing & Infrastructure Service Improvement Plan 2024/27. The Environment, Housing & Infrastructure Service Improvement Plan 2024/25 Six-monthly progress update was attached as Appendix 1 of the report. 

The report stated that the Service Improvement Plan 2024/27 for Environment, Housing & Infrastructure, approved at the meeting of this Policy Board held on 13 June 2024, set out the priorities for the development of the service over a three-year period, the actions which would ensure continuous improvement across the service and the performance indicators which ensured the impacts could be measured. The report provided details of the key achievements of the service during the reporting period; a progress update on implementing the action plan linked to the Service Improvement Plan; an assessment of performance in relation to the service scorecard of core performance indicators; and an overview of priorities for the service over the next six months. 

DECIDED:

(a) That the content of the report be noted;

(b) That the progress to date on delivering the actions contained within the Environment, Housing & Infrastructure Service Improvement Plan be noted; and

(c) That the current performance of the service as measured by the scorecard indicators be noted.

There was submitted a report by the Director of Finance & Resources relative to health, safety, and wellbeing activities and interventions that had taken place across the Council during the period 1 April to 30 September 2024.

The report provided details on a number of key areas of work carried out by the Health & Safety team including: the work undertaken with key stakeholders to review the Council's policies and guidance in line with statutory compliance; visits from the Health and Safety Executive, Scottish Environmental Protection Agency and Scottish Fire and Rescue; continued work to drive and progress the fire, health and safety arrangements; the increased number of trained mental health first aiders within the Council, support provided to the Council's Corporate Events Plan; and support provided to employees through Rentalks.  Statistics on the number of health and safety incidents reported and freedom of information and subject access requests received were also provided.

DECIDED: That health, safety and wellbeing activities and performance of the Council be noted.

There was submitted a report by the Director of Finance & Resources relative to the health, safety, and wellbeing activities and interventions that had taken place within the Service during the period 1 April to 30 September 2024.

The report advised that the Council’s Health and Wellbeing Plan, a key priority within the Council’s People Strategy 2021/26, promoted a positive Health and Safety culture to ensure compliance with relevant Health and Safety legislation and supported the Council Plan in working together to achieve a thriving and connected Renfrewshire, creating opportunities for all. In addition, the report provided an update on the work undertaken by the Finance & Resources service to implement the actions contained in the Annual Health and Safety Plan 2024/25, approved at the meeting of this Policy Board held on 13 June 2024.

DECIDED: That the health, safety and wellbeing progress of the Finance and Resources service be noted.

There was submitted a report by the Chief Executive relative to the health, safety, and wellbeing activities and interventions that had taken place within the service during the period 1 April to 30 September 2024.

The report advised that the Council’s Health and Wellbeing Plan, a key priority within the Council’s People Strategy 2021/26, promoted a positive Health and Safety culture to ensure compliance with relevant Health and Safety legislation and supported the Council Plan in working together to achieve a thriving and connected Renfrewshire, creating opportunities for all. In addition, the report provided an update on the work undertaken by the Chief Executive's service to implement the actions contained in the Annual Health and Safety Plan 2024/25, approved at the meeting of this Policy Board held on 12 June 2024.

DECIDED: That the health, safety and wellbeing progress of the Chief Executive's service be noted.

There was submitted a report by the Director of Environment, Housing & Infrastructure relative to the health, safety, and wellbeing activities and interventions that had taken place within the service during the period 1 April to 30 September 2024.

The report advised that the Council’s Health and Wellbeing Plan, a key priority within the Council’s People Strategy 2021/26, promoted a positive Health and Safety culture to ensure compliance with relevant Health and Safety legislation and supported the Council Plan in working together to achieve a thriving and connected Renfrewshire, creating opportunities for all. In addition, the report provided an update on the work undertaken by the Environment, Housing & Infrastructure service to implement the actions contained in the Annual Health and Safety Plan 2024/25, approved at the meeting of this Policy Board held on 13 June 2024. It was highlighted that the report and update on the Plan would also be submitted to the Communities & Housing Policy Board and the Finance, Resources & Customer Services Policy Board to approve those elements of activity covered within the remits of those Policy Boards.

DECIDED:

(a) That the Environment, Housing and Infrastructure Annual Health and Safety Plan 2024/25 update, as attached at Appendix 1 of the report, as specific to the areas of activity delegated to this Policy Board, be approved; and

(b) That the report and update on the Plan had also been presented to the Communities & Housing Policy Board and the Infrastructure, Land & Environment Policy Board to approve the elements covered within those Boards’ remits.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a works contract for Communal Ground Source Heat Pump solution for Gallowhill Multi Storey Blocks, (RC-CPU-24-041) to Kensa Contracting Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Works Contract, being a Call-Off Contract made under Lot 3, Sub Lot 3.4 of the Scotland Excel Framework Agreement for Energy Efficiency Contractors, reference 1320, for Communal Ground Source Heat Pump solution for Gallowhill Multi Storey Blocks, reference RC-CPU-24-041 in the form of a NEC4 Engineering and Construction Short Contract, June 2017 (as amended January 2019 and October 2020) and ‘Z’ Clauses to Kensa Contracting Limited;

(b) That the award of the contract for the tender total of £5,146,851.12 excluding VAT be authorised;

(c) That a contingency of £514,685.11, equating to 10% of the tender total excluding VAT, be authorised;

(d) That a total approved contract value of £5,661,536.23 (the total of the tender total plus the contingency spend) be authorised;

(e) That a contract period of 14 months be authorised;

(f) That it be noted that the anticipated starting date was 3 February 2025, the anticipated completion date was 17 February 2026 and that any changes to these dates would be confirmed in the Council’s letter of acceptance;

(g) That it be noted the award of this contract required the contractor to enter into a Data Processor Agreement with the Council as indicated within the tender documentation; and 

(h) That it be noted that the contract award was subject to receipt of external grant funding from the Scottish Government and that the project would only proceed if the Council received the requested grant funding.

There was submitted a joint report by the Director of Finance & Resources and the Chief Executive relative to an increase in cost to two external consultant appointment contracts.

DECIDED:

(a) That the following increase in approved contract values be noted:

(i) Paisley Town Hall external consultant appointments awarded to Doig and Smith Ltd from £1,282,409.78 to a forecast fee of £2,164,035.22 (excluding VAT); and

(ii) Glasgow Airport Investment Area (GAIA) Project Multi-Disciplinary Services, Roads and Bridges Contract (including Site Supervision Services) awarded to Sweco UK Limited from £4,480,000 to a forecast fee of £5,504,370 (excluding VAT);

(b) That it be noted that the quantity surveyor and designer services for the design and construction of the Main Works at Paisley Town Hall appointment was completed in July 2024 on completion of the 1-year defects period;

(c) That it be noted that the completion of the Glasgow Airport Investment Area (GAIA) Project Multi-Disciplinary Services, Roads and Bridges Contract was anticipated to be the end of October 2027 on completion of the 5-year defects period; and

(d) That it be noted that variations to each contract had been negotiated and agreed with the respective Consultant in accordance with Standing Orders Relating to Contracts 34.4 and 34.5.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a works contract for Demolition of Properties 38-52 Waverley Road, Paisley (RC-CPU-23-281) to Caskie Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a works contract in the form of SBCC Minor Works Building Contract for use in Scotland, 2011 Edition, as supplemented and amended by the Employer’s Amendments, for Demolition of Properties 38-52 Waverley Road, Paisley (RC-CPU-23-281) to Caskie Limited;

(b) That the tendered contract sum (approved contract value) of £192,989 excluding VAT be authorised; and

(c) That the date for commencement of the works as 6 January 2025 and the date for completion as 20 June 2025, with any changes to these dates being confirmed in the Council’s letter of acceptance, be authorised.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a contract for Waste Management, Route Optimisation and In-Cab Technology, reference RC-CPU-24-090, to Bartec Municipal Technologies Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award the call-off contract for Waste Management, Route Optimisation and In-Cab Technology to Bartec Municipal Technologies Limited following a further competition procedure under Lot 3: Housing, Environmental and Planning Solutions of the Crown Commercial Services Vertical Application Solution Framework Agreement, reference RM6259;

(b) That the call-off contract value (the approved contract value) of up to £273,750 excluding VAT for the full Call-Off Contract period, including any extension periods, be authorised;

(c) That the call-off initial period of three years with two call-off optional extension periods of up to twelve months each be authorised;

(d) That it be noted that the envisaged call-off start date would be 3 March 2025, that the actual call-off start date would be confirmed in the order form and that the contract was to be awarded in accordance with the framework call-off award procedure; and

(e) That the aggregate liability cap in accordance with the framework core terms which, for this call-off contract would not exceed the greater of £5,000,000 or 150% of the estimated yearly charges, be authorised.

There was submitted a report by the Director of Finance & Resources relative to the implementation of the Renfrewshire Council No Purchase Order No Pay Policy, as attached at Appendix 1 of the report.

DECIDED:

(a) That the Renfrewshire Council No Purchase Order No Pay Policy, as set out at Appendix 1 of the report, be approved;

(b) That the Corporate Procurement Manager be authorised to amend the No Purchase Order No Pay Exemptions List appended to the Renfrewshire Council No Purchase Order No Pay Policy as required;

(c) That it be noted that the start date of the No Purchase Order No Pay Policy would 
be when the new Purchase to Pay Operating Model was implemented within the Council in 2025.