Agenda pack
North Lanarkshire Council · 31 October 2022
Back to Communities Committee — 31 October 2022 and its agenda
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Our Ref: Your Ref: Contact: Tel: Fax: E-Mail: Date: Andrew Rose 07951 409714 rosean@northlan.gov.uk 17 Oct 2022 Members of the Communities Committee Chief Executive’s Office Archie Aitken Head of Legal & Democratic Solutions Civic Centre, Windmillhill Street Motherwell ML1 1AB DX 571701, Motherwell 2 www.northlanarkshire.gov.uk Notice is given that a Meeting of the COMMUNITIES COMMITTEE is to be held within the Council Chamber, Civic Centre, Motherwell on Monday, 31 October 2022 at 10:00 am which you are requested to attend. The agenda of business is attached. Head of Legal and Democratic Solutions Members : Councillors: D Ashraf, B Baudo, A Beveridge, B Burgess, A Campbell, T Fisher, F Fotheringham, M Hughes, J Jones, J Keltie, A Khan, M McBride, B McCluskey, B McCulloch, J McLaren, C McManus, F McNally, L Mitchell, L Nolan, P Patton, D Robb, A Smith, K Stevenson, J Toner, C Williams. Page 1 of 110
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Agenda (1) Declarations of Interest In Terms of the Ethical Standards In Public Life Etc. (Scotland) Act 2000 Operational (2) Community Board Local Development Programme (page 5 - 34) Submit report by the Head of Strategic Communication providing an update on progress with the Community Board Local Development Programme projects and seeking approval for new potential projects proposed by local community groups (copy herewith) (3) Access to Free Period Products (Period Dignity Initiative) Update (page 35 - 74) Submit report by the Head of Strategic Communication providing an update on the activity relating to the delivery and further development of the Access to Free Period Products/Period Dignity Initiative (copy herewith) (4) Development of a Community Concordat (page 75 - 82) Submit report by the Head of Strategic Communication providing an update and overview of the delivery priorities and timescales in the development of a Community Concordat (copy herewith) Programme of Work (5) P056.2(3) Community Boards and Partnership Communications Strategy (page 83 - 94) Submit report by the Head of Strategic Communication providing an update on key progress linked to supporting the development of the Community Boards model (copy herewith) (6) Programme of Work (P084 (6)) Progress Report (page 95 - 104) Submit report by the Head of Strategic Communication providing an update on proposals to further scope opportunities to realign the Grant Award Programme (GAP) for working with communities and delivery of local priorities (copy herewith) Contracts (7) Contracts Awarded Below Committee Approval Threshold (page 105 - 110) Submit report by the Head of Asset and Procurement Solutions advising of the contracts awarded between 1 July and 30 September 2022 with a value below the financial threshold requiring Committee approval (copy herewith) Page 3 of 110
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North Lanarkshire Council Report Communities Committee Does this report require to be approved? ☒ Yes ☐ No Ref SP/MC Date 31/10/22 Community Board Local Development Programme From Stephen Penman, Head of Strategic Communication E-mail penmanste@northlan.gov.uk costellom@northlan.gov.uk Telephone 07725289559 1. Background 1.1 The Policy and Strategy committee agreed, in March 2019, that all projects from 2019/20 onwards, recommended by Community Matters partnerships (now replaced by Community Boards) should be subject to agreement by the former Youth, Equalities Executive Summary This report provides an update on progress with the Community Board Local Development Programme (LDP) projects previously approved by committee. In addition, the report seeks in principle approval for new potential projects as proposed by local community groups. Recommendations It is recommended that the Communities Committee: (1) recognises progress with the remaining 2022/23 programme onwards and approve projects which have potential for delivery in future financial years depending on availability of budget and community support (Appendix 1); (2) recognise the capital budget allocated to the LDP for each Community Board area for the next five financial years (Appendix 2); (3) approves amendments to existing projects and further project proposals and project criteria; (4) acknowledge current challenges faced in achieving delivery of the Local Development Programme; The Plan for North Lanarkshire Priority All priorities Ambition statement (20) Improve the involvement of communities in the decisions, and development of services and supports, that affect them AGENDA ITEM 2 Page 5 of 110
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and Empowerment Committee before proceeding beyond the in-principle/ conceptual stage. Further approvals will now be sought through the Communities Committee as required. 1.2 The Covid-19 pandemic impacted severely on the ability to deliver projects due to restrictions in relation to the construction industry. However, since the relaxation in restrictions, there has been positive progress and with work continuing to deliver relevant projects. Only projects that had been deemed essential and legally contracted were able to proceed. 1.3 Budget details have now been finalised as part of the council’s Strategic Capital Investment Programme for the 5-year period from 2021/22 to 2025/26, with an agreed allocation of £1.5m for each of the next 5 years. An additional £500k was approved as part of the council’s revenue budget for 2021/22. These sums are reflected in the breakdown of funding included in Appendix 2. 1.4 The amount allocated to each area reflects a reduction of up to 10% which will be earmarked for delivery and other associated costs in relation to agreed projects, this will include technical support, tendering processes, design and project management and administration. 2. Report 2.1 Criteria for Local Development Programme 2.1.1 To be eligible for inclusion in the Community Board Local Development Programme, projects must meet the priorities of the Local Outcome Improvement Plan and substantially subscribe to previously agreed criteria. The following are examples of some of the key criteria: • link to LOIP priorities • be publicly visible and accessible; • come from community groups or individual; • improve community safety; • benefit a large number of people; • improve the appearance of an area • maximise the use of alternative sources of funding. • be a capital projects on council owned land All Local Development Programme proposal forms should indicate which, if any, of the Local Outcome Improvement Plan priorities the project supports. Where the project does not align with identified priorities, evidence must be provided to show how the project will support improved local outcomes. 2.2 Project progress • Information on current and potential future projects is contained within Appendix 1. • Please note the figures in Appendix 1 are notional/indicative potential project costs and that no budget has been allocated to specific projects. • The Community Board Local Development Programme highlights the council’s commitment to community led neighbourhood regeneration. Page 6 of 110
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• Prioritisation work has been undertaken taking account of the allocated budgets and criteria to schedule project delivery of the current holding over the five-year budget cycle. These priorities may change as projects develop and clearer costs become available. • Where feasibility checks have identified that the project is not viable, the recommendation within Appendix 1 is to delete such projects from the list moving forward. 2.2.1 Current Delivery Challenges Delivery of the Local Development Programme has faced a number of challenges during the current financial year due to a range of external factors. These can be summarised broadly into the following 3 categories. Cost Inflation Cost inflation is being experienced across all projects in relation to material supply and labour. Raw materials such as timber, steel, bitmac surfacing and play area safety surfacing have seen price rises of over 60% due to a combination of factors including Brexit, Covid 19 impacts and an increase in petroleum costs due to the war in Ukraine. Project budgets are being revised and reprofiled to ensure successful delivery but this impacts on project led times. Labour Shortages There is currently a shortage of suitable installers for play area projects. This has led to a greatly increased lead in time for projects. Whilst previously we would have anticipated a site start approximately 6-8 weeks from contract award, this has new extended to 4-6 months. The uncertainty around installer availability has made it difficult to estimate project timelines and we continue to work with suppliers to manage this. Market Capacity and Demand Due to the current Scottish Government funding relating to play area upgrades, there is a greatly increased demand across all local authorities to secure contracts relating to this. This has led to the market being unable to cope with the demand and becoming selective in which tenders they bid for. The direct impact for our authority is that multiple play area sites which were tendered in 2022 received zero bids and could not progress. To address this, budgets were reprofiled and sites have been grouped together in larger lots to make the contract more attractive to the market. We do not anticipate a short- term improvement in this situation and as such, will continue to look at our tender structure and process to ensure we continue to deliver sites which meet our communities’ aspirations. 3. Measures of success 3.1 Projects delivered within agreed timescales taking into account all relevant factors and budgetary considerations. 3.2 Local communities involved from the earliest stage in the development of project designs and delivery and are generally satisfied with the outcome. 3.3 People in communities whose voices are seldom heard are engaged in putting forward/influencing projects within their community. 3.4 The governance role of the Community Boards is consolidated in terms of project development, approvals and monitoring processes. Page 7 of 110
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4. Supporting documentation 4.1 Appendix 1 – Community Board Local Development Programme 2022/23 onwards 4.2 Appendix 2 – Budget Information 4.3 Appendix 3 – Play Area Development List 2022/23 Stephen Penman Head of Strategic Communication Page 8 of 110
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5. Impacts 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Each of the projects in the attached Appendices, if deemed appropriate for delivery and where budget is available is supported through funding available via the Community Board Local Development Programme capital allocation. Consideration will also be given to maximising external and other partner contributions where possible. 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Page 9 of 110
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Yes ☐ No ☐ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☒ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Several of the projects will have a positive effect on the local environment, contributing to safer areas to play and addressing issues traffic congestion in specific areas. 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? The LDP is discussed widely with community groups and local consultation will be communicated as required. In conjunction with local communities, a communications approach will ensure that projects are promoted positively. 5.9 Risk impact Is there a risk impact? Yes ☒ No ☐ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? There are no significant financial risks which have been identified at this stage in the financial year, however this will continue to be closely monitored. Some projects may not proceed as a result of e.g., community consultation or site investigations and outstanding budgets will be re-allocated to other projects which will be reported to a future Community Board. It should be acknowledged that there are nationwide challenges in relation to supply of materials and there is also an impact on material costs leading to potentially higher contract costs which could impact on delivery of projects. Page 10 of 110
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Appendix 1 Airdrie Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Chapelhall/Bellside Road parking Road parking £40,000.00 Awaiting outcome of legal issues (Approved previously by Board) Airdrie BMX/Pump Track Funding to support regenerating the existing facilities or build a new pump track. LDP proposal form submitted 07/02/2022 Further project development work required to ascertain need for the facility & identify a group CPT can partner with to support external grant applications St Dominic’s Primary Muga Park development Funding to support project, at the rear of St Dominic’s Primary, as well as security fencing and CCTV. £50,000 Following site meeting by Community Partnership Team it is not a feasible project to progress as there is an existing MUGA less than 200 metres from the school. Propose to remove from list. Airdrie and Coatbridge Sea Cadets – project Funding for repair and upgrade work for the building Awaiting proposed form to be completed Brownsburn Community Park Upgrade paths £10,000 Land ownership checked LDP project proposal form sent to project proposer 17th Aug 22 Plains Community Futures Outdoor Gym at Moffatt View £10,000 Plains Community Futures have already secured funding from Airdrie Consortium and the Lottery. The LDP contribution would cover a shortfall in funding. Davidson Street, Whinhall Additional CCTV to address issues regarding fly tipping CCTV Team will carry out a survey Crowwood Road, Calderbank Additional Parking Check feasibility and submit project proposal form Page 11 of 110
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Projects Seeking Approval- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Victor Street Plains Parking Additional Parking £10,000 Seeking approval at next Board Meeting Potential Community Board LDP Programme 2021 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Hill Street, Caldercruix, Parking Extend parking £7,000 Project approved at Board Meeting on 7th Sept 22 Airdrie Burns Club Funding to support a commemorative plague to Robert Burns within One Wellwynd Airdrie £1,000 LDP proposal form submitted 09/02/2022 Project delivery underway. Plains Community Futures Upgrade play facilities including new equipment, surfacing, paths and seating £50,000 Tender for new play area issued with a return date of 12th October 2022 Gartleahill Play Area Wheeled sports area & refurb existing play area £70,000.00 Year 3 priority Craigneuk play area Creation of new play area £40,000 Apply to FCC Environmental for match funding £40,000 Year 3 priority. Site identified at Calderigg Place. Start community engagement Forrest Street Environmental Improvement £10,000.00 Year 2 priority. Potential removal as no community demand. Craigneuk/Petersburn Path Improvements £30,000.00 Year 2 priority Potential removal as no community demand. Katherine Park Sports Provision £60,000.00 Potential removal as no community demand evidenced. Rawyards Park Play Area Improvements Additional play equipment £8,000 Due for installation Sept 2022 Community Safety - CCTV Additional CCTV in locality in £25,000 Year 2 priority Page 12 of 110
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conjunction with community safety partners Chapelhall – Queens Crescent Improved parking £15,000 Year 2 priority Delivery 2022/23 Arndale Plains Improved Parking £15,000 Year 2 priority Delivery 2022/23 Caldercruix Heritage Project £30,000 Works awarded to be completed by Oct 2022 Plains – Ashlea Gardens Environmental improvements and additional parking £15,000 Year 2 priority Rawyards Roundabout Environmental Improvements £5,000 Proposal to be delivered via Community Benefits with reduced LDP contribution Friends of Centenary/West End Parks Environmental and lighting improvements, repair signage £3,000 Recover NL project. Signage repaired. Additional Works ongoing. Stemac Lane/Victor Street Plains Parking Improvements £15,000 Year 2 priority Project not feasible due to topography. To be ammended. Community Partnership Initiatives Funding to support partnership initiatives £10,000 Year 2 priority Bellshill Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Rockburn Park – improvement project Project to improve lighting and cut back tree root hazards TBC Project proposal form and design brief have been submitted. Project approved by board in principle. Redwood Crescent – community garden project Project to create a green community garden space TBC Project under development – CPO to meet project proposer on 16th September for progressing details for the project Baird’s Park - play facilities improvement Project Improving play facilities and equipment at an existing play area TBC Project under development – CPO to meet project proposer on 16th September for Page 13 of 110
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progressing project proposal form Liberty Road - car parking project Project to create additional off- street parking spaces close to a local primary school TBC Initial LDP project proposer has pulled out. Project is no longer needed and is to be deleted Projects Seeking Approval- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Syncamore Ave – community dog walking area To create a community dog walking area in a densely populated urban area in Viewpark. The project would include tidying up litters and clear up overgrown on site. TBC Project proposer contacted CPO for devising a LDP project proposal. A potential suitable land has been identified. The land has been confirmed by NL Property as vacant is available for a potential low- cost lease. Further details for a lease would need to be worked out between NL Property and the group. Bairds Avenue – community dog walking area To create a community dog walking area in a densely populated urban area in Viewpark. The project would include tidying up litters and clear up overgrown on site. TBC Project proposal wanted a short-term lease for a dog walking area. A potential suitable land has been identified. The land has been confirmed by NL Property as potentially earmarked for property development, however this would not happen within the next 2 to 3 years. Further details for a short term 2/3-year lease would need to be worked out between NL Property and the group. Potential Community Board LDP Programme 2021 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Viewpark Gardens Funding to support development of potential works at site £20,000 Year 1 Priority Community Safety – CCTV Provision Additional CCTV in locality in conjunction with community safety partners £25,000 Year 2 Priority Page 14 of 110
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Douglas Dr/Kirklee Rd Play area project £70,000 Works on site Community Garden project Project in conjunction with community council £25,000 Year 1-2 Priority. Suitable garden site on the Bellshill Gateway pump bike track ground has been successfully identified with local community. Project proposal form and design brief will be submitted after the initial Gateway building work completed at around November 22, when the proposed community garden area became clearly marked with any LDP project ‘s required designs and features become apparent. Community Safety Project Project to address wheelie bin security in conjunction with partners £2,000 Complete Rosevale Crescent/Calder Park MUGA project, Mossend Potential MUGA Facility £65,000 + additional external funding TBC CPO met with project proposer on 13th September to finalise project details. Project proposal form and design are to be submitted shortly Community Partnership initiatives Funding to support partnership initiatives £10,000 Approved at Community Empowerment committee Gemini Grove, wall entrance project Project to cut through an opening through a low-level brick wall for residents’ access to a public car park. TBC Project approved in principle by board. Project proposal form and design brief have been submitted. Orbiston Bing project Project to assist residents live In the Orbiston Bing area to improve and repair existing walk paths and features in the bing TBC Project under development. Project proposal application form and design brief are to be submitted shortly. Board approved project in principle. Crowflat View – car parking project Project to create extra car parking spaces TBC Project approved in principle by board. Project proposal form and design brief have been submitted. Warnock Crescent play area project Project to improve play equipment TBC Project approved in principle by board. Project Page 15 of 110
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and facilities in an existing play park near Warnock Crescent, Bellshill. proposal form and design brief have been submitted. Napier Square (north side) - car park project Project to create extra car parking spaces TBC Project approved in principle by board. Project proposal form and design brief have been submitted. Mossend Primary School – car parking project Project to create additional safe parking spaces TBC Project has been approved in principle by board June 2022 – CPO met with group for finalising project proposal on 13th September 22. Project proposal form and design brief are to be submitted shortly. Coatbridge Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Heritage Way/Monklands Canal Improvements Improvements Disabled parking bays at Daisy Park side & possible Pier replacement works £40,000.00 Feasibility ongoing, local org contacted to develop project idea. Margaret Street Park Upgrade fencing & lighting Initial feasibility checks completed. Possible replacement of fence & upgrade to dual light at entrance. Kirkwood Local Improvements Parking and Environment TBC Local engagement to establish community aspiration around environmental improvements, survey live till 6th October. Feasibility in progress re addressing parking/turning issues at a specific locale. Page 16 of 110
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Projects Seeking Approval- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Dunure Place Creation of parking bays to alleviate congestion £20,000 Project proposal submitted/feasibility checks to be completed Potential Community Board LDP Programme 2021 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Last Tram Project Heritage £14,000 £22,000 Complete Northburn Road Community Safety/Quad Bike issues £10,000 Project to restrict motorised access to open space due to ongoing local issues. Replacement access gates being sourced. Dunure Street Coatbridge Dog walking area at Dunure Street Coatbridge £15,000 Approved in principle. New location identified Greenend Wheeled Sports Area Play £30,000.00 Budget increase by £5,000. Tender awarded Scarhill Street Play Area Upgrade Play Area £50,000.00 £100,000 Scottish Government Play Park renewal fund Project tender issued. Whifflet Park Skatepark £55,000 Budget increased by £15,000 to meet project brief. Contract awarded. Viewfield Rd Coatbridge Environmental and road safety improvements £40,000 Year 2 priority – increase in budget to include 2nd location Greenend Projects Create & support a temporary projects building on Elm Street to allow local groups and support services to develop and deliver local outcomes Approx £45,000 Feasibility underway, proposal in draft form, initial site permission granted by Housing services Community Safety - CCTV Additional CCTV in locality in conjunction with Community Safety Partners £25,000 Year 2 priority Community Partnership Initiatives Funding to support partnership initiatives £10,000 Approved at Community Empowerment Committee Page 17 of 110
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Cumbernauld Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Bog Stank (Cumbernauld Village) Third party funding contribution being sought for further feasibility work Further dialogue required with Village Community Council Inchwood Road, Westfield Parking Improvements Proposal Form submitted Watch us Grow Support for environmental improvements around base at Palacerigg Country Park. New proposal form to be completed. Projects Seeking Approval- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Potential Community Board LDP Programme 2021 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Environmental improvements around Westfield Community Centre Improvements to existing shrubbery / raise bed areas, including repairs or renewal of brickwork TBC Brickwork repairs carried out. No further identified works. Abronhill Community Works Environmental improvements £20,000.00 Originally a year 1 project. Potential project relating to underpass improvements and improved community safety being considered. Will not progress until 2023. Kildrum Workers memorial Heritage feature improvements £6,000.00 Works awarded, to be completed by end July 2022. Carbrain PS Community Access £30,000 Project to be reviewed - LDP Proposal not submitted, no group identified to progress project Kilbowie Rd Parking £15,000 Works awarded. To be completed by end October 2022 Page 18 of 110
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Cairngorm Gardens Improvements to sculpture area £10,000 Works awarded. To be completed by end October 2022 Abbotsford Crt Cumbernauld Parking project £15,000 Works awarded. To be completed by end October 2022 Community Safety – CCTV Additional CCTV in locality in conjunction with Community Safety Partners £25,000 Year 2 priority The CCTV team have undertaken site visits and are preparing feasibility /costings for the three proposals for Cumbernauld Community Park including second camera at Tesco side) Carbrain gully and Ravenswood Nature Reserve. Greenrigg Rd Parking Project £15,000 Works awarded. To be completed by end October 2022 Seafar and Ravenswood Community Council Welcome and Directional Road Signage £1000 In progress. Signage purchased and awaiting installation. Oak Road Football Pitch, Abronhill Parking Improvements £35,000 Year 2 priority Feasibility underway. Not currently able to meet project aspirations. Melrose Ave Cumbernauld Parking Improvements £30,000 Year 2 priority. Due to go out to consultation Community Partnership Initiatives Funding to support community partnership initiatives £10,000 Approved at Community Empowerment Committee Condorrat Community Garden/Allotment Funding to support costs of greenhouse TBC Year 2 project approved in principal February 2022. External funding application may be required. Kilsyth Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Kilsyth Old Peoples Welfare Committee – centre renovations Contribution towards improvements works at Old Library (Burngreen) TBC The organisation is seeking third party funding support for essential building and facility improvements. Proposal will require to be updated Page 19 of 110
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Projects Seeking Approval- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Potential Community Board LDP Programme 2021 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Kilsyth Sports field Sports field – contribution to resurfacing to improve Community access £35,000.00 Recent discussion with local contractor confirmed need for a further substantial resource Future years priority Colzium Estate Up-grade Fountain Fountain Up- grade £10,000.00 Additional resource required to progress this. Project will likely move into a later year LDP Montrose Gardens Parking Parking £15,000.00 Year 4 Priority Banton Parking Parking £20,000.00 Year 4 priority Kilsyth Heritage project Heritage project £20,000.00 Year 4 priority Fisher Avenue Parking Parking £15,000.00 Year 5 priority Rennie Rd project Initial contact made with group TBC Year 3 priority Banton War Memorial Replacement TBC with community groups TBC Year 2 priority – The proposing organisation has requested that this project is paused in favour of bringing forward parking improvements currently assigned to Year 4. This year 4 project has a notional value of £20,000. Therefore, the year 2 budget would need to be reviewed for affordability along with the other year 2 proposals. Play park upgrade, allotments, CCTV and path lighting phased approach TBC with Bogside Tenants and Residents Association TBC Seeking approval Year 3 priority Additional resource may be required Croy Community Hub Outdoor Community Space (Community Allotments / Grow your own) & repair or replacement of old paths. TBC Seeking approval Year 2 priority. Costings to be determined and community engagement required. Page 20 of 110
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Livingston Park Play Park Group Upgrading of facility Contact made with group TBC £100,000 Scottish Government Play Park renewal fund Year 2 priority Project costs will be determined by feasibility study. Community Partnership Initiatives Funding to support partnership initiatives £1,500 Approved at Community Empowerment Committee Motherwell Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Projects Seeking Approval- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Potential Community Board LDP Programme 2021 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Craigneuk Community Garden PB approved project in grounds of Berryhill PS £15,000 Complete Sannox Drive Play Area Replace Play Area £30,000.00 Complete Burnside Street Play Area Play area upgrade £10,000.00 This project will be tendered and awarded this financial year Newarthill Glenburn Ave. Parking Parking £10,000.00 Year 2 priority. Community Safety CCTV Additional CCTV in locality in conjunction with Community Safety Partners £25,000 Year 2 priority. New Stevenston Play area Additional accessible play equipment £20,000 Year 2 priority. Project tender issued. The Loaning Motherwell Improvements to play area £50,000 £100,000 Scottish Government Play Park renewal fund Year 2 priority. Frood Street Play Area Replace existing play area £30,000 Works on site. Page 21 of 110
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Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Community Partnership Initiatives Funding to support community partnership initiatives £10,000 Approved at Community Empowerment Committee. Northern Corridor Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Stepps Cultural Centre Pathways Pathways £20,000.00 Year 2 priority. Additional consultation with Stepps PS and St. Joseph’s PS carried out May ’22. Projects Team to site visit August ’22. Spend approved by Board. Hockey pavilion carpark upgrade Improve state of car park to fix potholes, flooding, and overall condition TBC Active and Creatives Communities have agreed to upgrade the pathway from the carpark to the pavilion. Upgraded work completed at entrance area down to car park and potholes fixed. Auchinloch Community Council Auchinloch Village green Provide access to an outdoor green space £12,000 Project identified through Auchinloch Community Action Plan. Engagement for project completed. Consultation and surveys completed. Projects Team has met with group to consider feasibility. Further update to follow. Spend approved by Board. Auchinloch Community Council (grant request) Recovery of Auchinloch to Stepps Right of Way (SS 97) to provide improved £17,519.08 (50%) £17,519.08 (50%) Project identified through Auchinloch Community Action Plan. Engagement for project completed. Consultation and surveys completed. Page 22 of 110
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pedestrian access. Community Partnership Team has met with group to consider feasibility. Awaiting response from NLC Legal and Democratic Solutions to progress. Matched funding confirmed. Spend approved by Board. Note: Land not owned by NLC – consider third party contribution Mollinsburn Entrance Feature Entrance Feature £13,000.00 Moved to Year 2 as further consultation required. Spend approved by Board. Land not in NLC ownership so further approvals required. Auchinloch Entrance feature Entrance Feature £12,000.00 (£4,430.00) Works awarded and underway. Spend approved by Board. Moodiesburn Kelvin Drive Wheeled sports facility Wheeled sports facility £20,000 £52,000 Part of wider funding package. Year 2 engagement and consultation with delivery from April 2023. Spend approved by Board. Cross Locality Heritage Project Idea to be consulted on in local community £25,000 Year 1-3 priority more consultation required. Project will now be delivered across 3 years. £3000 grant awarded to Northern Corridor Community Volunteers to support delivery of local heritage exhibition. Page 23 of 110
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Spend approved by Board. * Potential £22,000 balance will remain allocated to Year 3 – additional information to be submitted re future stages. Stepps Running Track Running Track £15,000.00 Year 3 priority - project may be joined together with other Cardowan area project to provide MUGA (Multi Use Games Area) at Frankfield Road in its place. (In partnership with Cardowan Community Meadow who are working with Coalfield Regeneration Trust) Spend approved by Board. Dunalistair Drive Play Area Replace play area £60,000.00 Year 2 priority. Project being re-tendered with return due October 22 Spend approved by Board. Glenmanor School area parking Parking facilities £20k Complete Cardowan Area Funding to support local environmental projects £25,000 Year 3 priority - project may be joined together with other Cardowan area project to provide MUGA at Frankfield Road in its place. (In partnership with Cardowan Community Meadow who are working with Coalfield Regeneration Trust). Spend approved by Board. Community Safety CCTV Additional CCTV in the locality in conjunction with community safety partners £15,000 Year 2 priority Page 24 of 110
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Community Partnership initiatives Funding to support community partnership initiatives £3,000 Approved at Community Empowerment Committee Additional car Parking bays at Lochside, Gartcosh Increase parking spaces to relieve congestion issues £- TBC Project identified by residents due to increasing number of cars accessing current parking spaces. Supported by Gartcosh Tenants and Residents Association. Additional car Parking bays at Blades Court, Gartcosh Increase parking spaces to relieve congestion issues £- TBC Project identified by residents due to increasing number of cars accessing current parking spaces. Supported by Gartcosh Tenants and Residents Association. Additional car Parking bays at junction of Centre Street and The Oval, Glenboig Increase parking spaces to relieve congestion issues £- TBC Project identified by residents and business owners due to number of cars accessing limited parking spaces. Further consultation required. Projects Seeking Approval- None Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Shotts Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Projects Seeking Approval- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Page 25 of 110
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Potential Community Board LDP Programme 2021 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Salsburgh Heritage Project PB approved project to establish local heritage group and features £20,000 Grant issued to local group for delivery. Monitoring arrangements underway. Shotts Currieside Avenue PB approved project. Replacement of existing play area £20,000 Project out for tender. Harthill Scooter Track PB approved project (changed from play area/outdoor gym following consultation) £30,000 Contract awarded. Awaiting site start date due to contractor issues. Stane Corner Parking Parking £30,000.00 Year 3 priority. Feasibility has not identified any suitable works to be carried out within scope of LDP. Project needs to be revised or deleted. Shotts Leisure Centre Outdoor Gym Outdoor gym £30,000.00 Year 5 priority Lochaber Road Parking Parking £50,000.00 Year 3/4 priority Community Safety CCTV Additional CCTV in the locality in conjunction with community safety partners £20,000 Deployable CCTV in place within Salsburgh. Updating or renewal of CCTV in Shotts. Torbothie Rd Shotts Project ideas in development and subject to consultation £20,000 Original proposal for a community garden no longer going ahead. Feasibility of other potential options to be determined. Hartwood Funding to support local play area refurbishment £15,000 Year 1 Approved at Community Board Torbothie Rd Shotts Parking £20,000 Year 2. Consultation issued Community Partnership Initiatives Funding to support community partnership initiatives £2,000 Approved at Community Empowerment Committee Salsburgh Feature Lighting Project to install lighting on entrance features and war memorial £10,000 Approved at Community Board February 2022 Hareshaw Play Area Install additional item of equipment for older children £5,000 Approved at Community Board February 2022 Equipment purchase scheduled Late 2022. Page 26 of 110
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Laggan Path Parking £10,000 Year 3 /4 project Approved at Community Board February 2022 Wishaw Projects Under development 2022 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Cambusnethan Play Park Creation of new play area in greenspace in Cambusnethan TBC Project identified through Made4Uin ML2 team. Newmains Bike Track or MUGA Clarification on project once survey findings received TBC Project proposals from Newmains Community Council Newmains Welcome Sign Creation of Welcome Sign TBC Project proposal from Newmains Community Council Projects Seeking Approval- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Potential Community Board LDP Programme 2021 onwards- Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Maxton Crescent Phase 2 parking £15,000.00 Year 2 priority Consultation issued Cambusnethan Extend Parking £20,000.00 Contractor instructed. Work underway, awaiting response from Roads in order to progress. Netherton Safe walking routes £20,000.00 Year 3 priority Fir Place Play Area Replace Play area £40,000.00 Complete Attercliffe Avenue Play Area Replace Play area £50,000.00 Project tender issued, due to return end of October. Coltness Welcome sign Creation of Welcome sign £20,000.00 Year 2 priority – on-going. Belhaven Park Dog Walk area Dog walking area £15,000.00 Year 4/5 priority. No current evidence of support or proposer. King George V Play area, Wishaw Replace Play area £100,000.00 Year 3 priority Page 27 of 110
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Kenilworth Avenue, Wishaw Memorial Plaque and distance markers. £5,000.00 Year 2 priority. Project amended to distance markers and memorial plaque. Reduced budget agreed at Board. Cleland MUGA (Parkside) Creation of New MUGA £70,000.00 Year 4/5 priority. location identified. Community group to be identified and external funding will be required. Cleland Public Park Refurb and extend play area £50,000.00 Year 2 priority. North Dryburgh Road Additional Parking £30,000.00 Parking area completed. Investigating options to extend street lighting to cover this area. Lyman Drive Play Area Replace Play area £40,000.00 Year 3 priority Allanton Grove, Coltness Phase 2 Additional parking to ease congestion £20,000.00 Year 2 priority. Completed by other service and no longer required. Remove from list. Community Safety CCTV Additional CCTV in locality in conjunction with community safety partners £25,000 Year 2 priority Newmains Improved play area facilities in conjunction with local community TBC Year 2 priority Consultation completed & site agreed for central play area with disinvestment in 3 existing sites. Path renewal Paths in Gowkthrapple TBC Year 3 priority. Subject to Masterplan & potential local development Funding to potentially support Christmas trees in communities Funding to be considered in conjunction with local community groups TBC Year 1 priority. Hold on list until all tree invoices received. Overtown Outdoor Gym £45,000 Year 2. Approved at Board. Proposal group completed consultation & potential design spec. Community Partnership Initiatives Funding to support community partnership initiatives £10,000 Approved at Community Empowerment Committee Park Quadrant Parking Local parking improvements TBC Approved in Principle Community Board Feb 22. Consultation issued. Page 28 of 110
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Appendix 2 Annual Total Community Board Airdrie Bellshill Coatbridge Kilsyth Motherwell Cumbernauld Northern Corridor Shotts Wishaw Year 1 310,140 220,140 260,280 58,140 292,140 257,580 127,440 85,860 202,140 Year 2 232,605 165,105 195,210 43,605 219,105 193,185 95,580 64,035 151,605 Year 3 232,605 165,105 195,210 43,605 219,105 193,185 95,580 64,035 151,605 Year 4 232,605 165,105 195,210 43,605 219,105 193,185 95,580 64,035 151,605 Year 5 232,605 165,105 195,210 43,605 219,105 193,185 95,580 64,035 151,605 Page 29 of 110
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Appendix 3 Play Area Development Update 2022/23 Community Board Project Name Project Description Project Potential Cost Additional external or partner funding available Additional Notes Airdrie Rawyards Park Play Area Improvements Additional play equipment £8,000 Due for installation by end Oct 2022 Moffat View Play Area Replace existing play area £50,000 Project tender issued. Return due 12 Oct 22. Bellshill Baird’s Park - play facilities improvement Project Improving play facilities and equipment at an existing play area TBC Project under development – CPO to meet project proposer on 16th September for progressing project proposal form Douglas Dr/Kirklee Rd Play area project £70,000 Works on site. Due for completion Oct 22. Progress delayed due to contractor availability. Rosevale Crescent/Calder Park MUGA project, Mossend Potential MUGA Facility £65,000 + additional external funding TBC Project proposal form and design are to be submitted shortly. Future project as external funding required. Warnock Crescent play area project Project to improve play equipment and facilities in an existing play park near Warnock Crescent, Bellshill. TBC Project approved in principle by board. Project proposal form and design brief have been submitted. Lilac Crescent Play Area Replace existing play area £25,000 £70,000 Developers contribution. Project re-tender issued, due to return 12th October 22. Budget increased due to market conditions. Coatbridge Page 30 of 110
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Greenend Wheeled Sports Area Play £30,000.00 Budget increase by £5,000. Tender awarded. Work delayed due to contractor issues and availability. Scarhill Street Play Area Upgrade Play Area £50,000.00 £100,000 Scottish Government Play Park renewal fund £20,000 Developers contribution. Project tender issued. Return due 12 Oct 22. Whifflet Park Skatepark £55,000 Budget increased by £15,000 to meet project brief. Contract awarded. Work delayed due to contractor issues and availability. Cumbernauld Kilsyth Livingston Park Play Park Group Upgrading of facility Contact made with group TBC £100,000 Scottish Government Play Park renewal fund Year 2 priority Consultation complete. Tender due for issue late 2022 Auchinstary Quarry New destination play facility as part of Antonine Wall Project £10,000 £200,000 Heritage Lottery Funding Works on site and due for completion November 22 Motherwell Sannox Drive Play Area Replace Play Area £45,000.00 Works Complete. Budget increased to cover additional site works. Burnside Street Play Area Play area upgrade £10,000.00 This project will be re-tendered and awarded this financial year New Stevenston Play area Additional accessible play equipment £20,000 Year 2 priority. Project tender issued. The Loaning Motherwell Improvements to play area £50,000 £100,000 Scottish Government Play Park renewal fund Year 2 priority. To be tendered late 2022. Frood Street Play Area Replace existing play area £30,000 Works on site. Page 31 of 110
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Sandy Beach, Strathclyde Park Replace existing play area £120,000 Country Parks funding. Project tender issued. Return due 12 Oct 22. Northern Corridor Moodiesburn Kelvin Drive Wheeled sports facility Wheeled sports facility £20,000 £52,000 Developers Contribution Year 2 engagement and consultation with delivery from April 2023. Dunalistair Drive Play Area Replace play area £100,000 Year 2 priority. Project re- tendered with return due October 22 Budget increased due to current market conditions Moor Park Play Area Replacement play are £170,000. Developers contribution and Hub delivery team contributions Works Complete Moor Park Pump Track New Pump Track £130,000 Hub delivery team contribution. Tender issued with return date of 11 Nov 22. Replacement facility for previous site on hub location. Shotts Shotts Currieside Avenue PB approved project. Replacement of existing play area £30,000 Project out for tender with return date Oct 22. Budget increased due to market conditions. Harthill Scooter Track PB approved project (changed from play area/outdoor gym following consultation) £30,000 Contract awarded. Work delayed due to contractor issues and availability. Hartwood Funding to support local play area refurbishment £15,000 Year 1 Approved at Community Board. Approval now in place to redevelop play Page 32 of 110
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area. Tender due for issue before end 2022. Wishaw Fir Place Play Area Replace Play area £40,000.00 Works Complete Attercliffe Avenue Play Area Replace Play area £95,000.00 Project re-tender issued, due to return 12th October 22. Budget increased due to market conditions. Cleland Public Park Refurb and extend play area £50,000.00 Year 2 priority. Consultation not commenced. Newmains Improved play area facilities in conjunction with local community £150,000 Year 2 priority Consultation completed & site agreed for central play area with disinvestment in 3 existing sites. Overtown Outdoor Gym £45,000 Year 2. Approved at Board. Proposal group completed consultation & potential design spec. Page 33 of 110
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North Lanarkshire Council Report Communities Committee Does this report require to be approved? ☒ Yes ☐ No Ref SP/LP/GS Date 31/10/22 Access to Free Period Products (Period Dignity Initiative) update From: Stephen Penman, Head of Strategic Communication E-mail: penmanste@northlan.gov.uk pollockle@northlan.gov.uk Telephone 07947 997750 Executive Summary This report provides an update on the activity relating to the delivery and further development of the Access to Free Period Product / Period Dignity initiative. Members will be aware that since August 2018 all local authorities in Scotland were provided with funding to introduce access to free period products in schools. From January 2019 the Scottish Government provided additional funding to all local authorities to increase the number and range of places where period products are available free of charge to those who need them, with a focus on publicly accessible buildings. The purpose of the funding for schools remains to support equality, dignity and rights for those who menstruate and to ensure that lack of access to products does not impact on an individual’s ability to fully participate in education, at all levels. The main intent of the wider roll out for community provision remains tackling poverty but also wider need and to address the overarching gender equality and dignity issues that affect all of those who menstruate regardless of income. Currently, spending is split between school and community provision. This approach has been designed to reflect the needs of communities across the council area. The Period Products (Free Provision) (Scotland) Act 2021 received Royal Assent on 12th January 2021, became legislation on the 15th of August 2022 and will fully come into force by January 2023. The goal is to build on the success of early work to set up local access points and to continue to improve the distribution and accessibility of free period products through • strategically expanding the local network of access points to improve the coverage throughout North Lanarkshire AGENDA ITEM 3 Page 35 of 110
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1. Background 1.1 From August 2018, all local authorities in Scotland were allocated funding to provide access to free sanitary products in schools. The Scottish Government made a new commitment in the 2018 funding year to expand this provision beyond schools. In November 2018 COSLA Leaders agreed to this proposal and developed ‘Guiding Principles’ in partnership with Scottish Government. Since then North Lanarkshire Council has been allocated a share of funding annually to further develop the initiative. 1.2 The focus for this initiative is creating access to free period products, and by doing so tackling the impact of poverty or low income, which can often mean people are unable to afford the essential products needed while menstruating. . By ensuring access to free products, many local people have some relief from the high costs of purchasing period products and will be less self-conscious about not being able to afford them and the stigma attached to this. • increasing marketing and promotions to ensure local people are aware of how and where they can access free products • Continuing to work with key partners to reduce the stigma of being unable to access period products as a result affordability and availability. The council’s intentions around period dignity for local people through increased access to free sanitary products and other supports will be outlined on the council website. This important work will continue to be informed by the findings from online consultation with residents and from professional dialogue with stakeholders. Recommendations It is recommended that the Communities Committee acknowledge : - (1) the significant work carried out to date across key council services and partner agencies; (2) approve the outline of the planned developments for the next three-year period and; (3) approve the publication of a Statement of Intent which will reinforce the council’s commitment to period dignity in line with The Period Products (Free Provision) (Scotland) Act. The Plan for North Lanarkshire Priority All priorities Ambition statement (20) Improve the involvement of communities in the decisions, and development of services and supports, that affect them Page 36 of 110
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1.3 Annual funding from the Scottish Government has enabled the council to continue to develop the network of public building access points, to work with local community partners to target support across priority communities and to develop a campaign to raise awareness of the offer available and encourage a more open dialogue around periods and period products. 1.4 The council has undertaken a community consultation to find out residents’ views on the current offer, improvement ideas, and early experiences of the initiative. The findings from the consultation, along with feedback from other stakeholders, will be used to develop a ‘Statement of Intent’, which will confirm the council’s commitment to supporting the new law and the continued wider access to products. 2. Report 2.1 Guiding Principles The main objective for this initiative is to create access points where residents can access a range of free period products and in doing so support people experiencing poverty issues. Consistent with the Plan for North Lanarkshire, the North Lanarkshire model has been developed with community planning partners to ensure wide reach and accessibility from public buildings and facilities, as well as distribution by local anchor organisations. The approach reflects the principles of: - • protecting people’s dignity, avoiding anxiety, embarrassment and stigma; • making a range of products visible in places that people use; • reflecting community views and needs; • an efficient and effective approach that demonstrates value for money; • individuals being able to get sufficient products to meet their needs; • gender equality ensuring anyone who menstruates can access products including transgender men/nonbinary individuals and that language is gender inclusive; • awareness raising and education to both promote the ‘offer’ and attempt to change cultural norms 2.2 North Lanarkshire Council Funding Allocation (2018/19 – 2022/23) The Scottish Government provides funding to every local authority to deliver the Access to Free Sanitary Products initiative. Table 1 provides, and overview of the funding received since 2018. Page 37 of 110
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Table 1: Funding received from Scottish Government Financial Year Amount of funding £ 2018-2019 81,122 2019-2020 187,155 2020-2021 359,000 2021-2022 359,000 2022-2023 336,000 2.3 Post-pandemic – resumption of operations Throughout the Covid-19 pandemic, local access points were mainly closed and alternative operations were established. Active and Creative Communities redistributed the stock previously available through their facilities to local community groups and organisations, and partnerships with third sector organisation were quickly developed. This included working with local community partners to deliver products direct to residents’ homes; supply of products to food banks and other food aid organisations for distribution to people requesting products, and; occasional postal deliveries and home deliveries by project staff. However, as restrictions were lifted plans were created to enable a transition back to the normal operation through public building access points. This involved stock ordering and distribution processes as well as the launch of a refreshed fresh marketing and promotion campaign and updating of the interactive locator tool on the council website. 2.4 Key highlights from 2021/22 2.4.1 Number of period products distributed From 1 April 2021 to 31 March 2022 the numbers of period products distributed via schools, public buildings or community anchor organisations is as follows: Single-use period products (includes all single use sanitary products e.g., towels, tampons, liners): 1,096,616 Reusable period products (includes all reusable sanitary products e.g., menstrual cups & reusable pad): 1,964 Total number of products distributed: 1,098,580 Page 38 of 110
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2.4.2 Community Projects The council is currently working in partnership with five community anchor organisations to ensure effective targeting of support to priority communities within their area and to support individuals who are unable to attend local access points due to personal circumstances including • mobility and health • being unable to afford the cost of public transport • distance from home to the nearest access point for example living further than 20-minute return journey, which will be more likely for those living in rural communities. The anchor organisations currently involved in the programme include: - 1. Getting Better Together 2. Newmains Community Trust 3. Glenboig Development Trust 4. Cornerstone House 5. Kirkshaws Neighbourhood Trust Additional information is contained within Appendix 1. Over and above delivering against the main objectives for the period dignity initiative, all the organisations involved are committed to taking a sustainable approach to the project delivery. Most of the projects have an environmental focus and are delivered by local volunteers using bicycles and e-bikes in an attempt to reduce the carbon footprint of the projects. Each organisation also acts as a champion for the promotion of the use of sustainable environmentally friendly products. 2.4.2 Communication and awareness raising: At the end of 2021 a new campaign with dedicated marketing materials was launched in a bid to promote and raise awareness of the initiative and the offer to local residents. This involved an extensive online and social media campaign with a focus on Google, YouTube, and Snapchat. Other activities within the campaign include • use of large-format outdoor adverts • posters on buses and banners on public service buses covering North Lanarkshire routes • advertising on train carriages • posters and leaflets in all public buildings and facilities • online national newspapers articles • promotions at local events. Appendix 2 provides examples of some of the campaign materials. Online and social media marketing and advertising has resulted in a greater awareness of the offer with an increase in hits on the information page on the council website. Further statistical information contained within Appendix 3 Page 39 of 110
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highlights the success of these, compared with the averages of other campaigns using the same media. 2.4.3 NLC interactive map During the transition from the temporary arrangements put in place during the pandemic, many local access points started to reopen within centres and facilities. At the same time a revamp of the interactive map on the website was completed to allow residents to access the latest comprehensive list of local access points. 2.4.4 Support to local foodbanks As an extra level of support throughout the pandemic, period products were provided to North Lanarkshire foodbanks and food aid charities, so that they could be offered to service users who were dealing with increased financial pressures because of the pandemic. Lanarkshire Community Food and Health Partnership were the main agents for food aid organisations to ensure a consistent and coordinated approach. Utilising their company vehicles and extensive networks they were able to ensure supplies were delivered to local food banks who then distributed products to anyone who required them. 2.5 Partnership Working Partnership working has been an important factor throughout this initiative. Liaising with community facilities, library service, Active and Creative Communities, Voluntary Action North Lanarkshire, NHS Lanarkshire, and local community delivery partners a coordinated approach has been established to the development and delivery of the initiative and ordering processes. Greater links have also been established with early years nurseries and family learning centres to promote awareness of the offer. Through twice-yearly partnership meetings professional dialogue has taken place that has assisted in helping to monitor and review activity and identifying and considering options to improve and develop the service while providing updates on any of the project delivery that individual agencies may be leading on. 3. Statement of Exercise of Functions As part of The Period Products (Free Provision) (Scotland) Act 2021 local authorities are required to produce and communicate a Statement on the Exercise of Functions to summarise the arrangements in place to meet the legal duties, which includes carrying out one or more public consultations. The information gained from the public consultation work has been used to inform the production of a North Lanarkshire Council Statement of Exercise of Functions. The statement is contained within Appendix 4 and sets out North Lanarkshire Council’s commitment to free product provision details current and future provision in education establishments and the wider community. Page 40 of 110
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4. Public Consultation 4.1 The North Lanarkshire public consultation took the form of an online questionnaire. This was launched in March 2022 and ran until the end of July 2022. The survey was designed to capture the views of the general public with a particular focus on views from those currently using sanitary products; those who will use sanitary products in the future and those who may collect sanitary products on behalf of others. 4.2 The consultation covered the following broad themes: • General awareness of the availability of free period products and advertising campaigns • Types of products currently used and views on accessing environmentally friendly products • Locations of access points used and suggestions for new sites • Availability of products and views on service received at access points 4.3 The survey was completed by 288 people and can be viewed in Appendix 5. 4.4 Response statistics 4.4.1 The survey was completed by people from all community board areas. The specific breakdowns are provided in Table 2 below. Table 2: Response statistics per Community Board Community Board Number of returns % share of returns Airdrie 56 19.65 Bellshill 24 8.42 Coatbridge 55 19.30 Cumbernauld 37 12.98 Kilsyth 6 2.11 Motherwell 49 17.19 Northern Corridor 16 5.61 Shotts 16 5.61 Wishaw 25 8.77 Total 285 100 Note: 3 people skipped this question Page 41 of 110
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4.4.2 Table 3 below, provides the level of responses per age group. With the highest level of responses coming from 40–49-year-olds with 91 responses. Table 3: Number of responses by age group Age group Number of returns % Under 16 23 7.99 16-20 24 8.33 21-29 43 14.93 30-39 70 24.31 40-49 91 31.60 50 and over 28 9.72 Prefer not to say 9 Total 2 100 4.5 Key findings from consultation 4.5.1 The most popular place for people to access products were leisure centres (22.82%) and community centres (20.75%). Moving forward it will be important to better track the locations being used for collection of products. Currently the only way to monitor this is via stock control. 4.5.2 The highest volume of products accessed were press on regular towels with wings (42.81%) followed by press-on super towels with wings (29.82%) The lowest number of products accessed were tampon super without applicator. The percentage of environmentally friendly or lifestyle products requested was 7.02%. Environmentally friendly and lifestyle products can only currently be accessed by submitting an enquiry. Products are then supplied by a local community partner anchor organisation or directly from the council’s approved supplier (Hey Girls). 4.5.3 It is clear that, in the main, current access points are working effectively. However, the proportion of residents who had to ask for products at sites remains high at 44.13%. While this is not necessarily an issue for some residents, the proportion who then chose to leave without asking remains high, with 53 respondents indicating that they decide not to ask for free products. This is an area for improvement. 4.5.4 A high number of respondents indicated that there have been occasions when visiting access points that products were not available. This is another area for improvement. 4.5.5 Respondents have provided views on where free products could be accessed. This included doctors, local shops, community facilities, council buildings, foodbanks and other suggestions such as supermarkets. While the main focus for wider community access is public buildings, the feedback provided enables consideration and testing of the use of other Page 42 of 110
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options, especially in priority communities with high levels of deprivation and/or no access point. 4.5.6 Feedback from the survey indicates that more than a third of respondents were aware of the 2021/22 campaign, with the highest responses reported for the poster advertising in public buildings, followed by adverts on websites and social media platforms. 4.5.7 A high level of respondents ()88.43%) indicated that the period dignity initiative and campaign has helped talking about periods and period products easier and more acceptable. This is a good indicator that, over time, stigma around menstruation and accessing free products can be reduced. 4.5.8 The consultation has identified that there is interest in finding out more about environmentally friendly period products (51.64%) This is significantly higher than the current level of requests being received. Options will be considered to build on this interest. 5. Developments being planned for 2022/23 - 2024/25 period Using intelligence from our consultation work as well as other feedback from partners and stakeholders, a number of key developments are currently underway. Completion of which will assist with a further targeted expansion and the implementation of improvements aimed to improve processes, service deliver and the overall offer for residents: - 1. Completion of gap analysis and mapping to identify new access sites. The principle of a 20-minute neighbourhood is being used for this, with the aim to have access points within a short walk or cycle lasting no longer that 20 minutes for the return journey. 2. Review of existing access points to reduce clustering. Work is underway with NHS Lanarkshire to ensure health centre / clinic sites do not duplicate where there are access points available in nearby public buildings. The better used site, with longer opening hours will be preferred. However, where there is a demonstrated need for multiple sites within an area, then this will be retained. 3. Discussions are underway to explore council provision of a central store, stock management and distribution service. 4. Recruitment of additional anchor organisations for areas where a third sector delivery partner would be beneficial will focus on priorities communities within Motherwell, Bellshill, Airdrie and Kilsyth. 5. Opening of new access points in accident and emergency units within University Hospital Wishaw and University Hospital Monklands. 6. Plan and deliver a peer-led youth project to deliver period dignity workshops and information sessions in local youth groups and projects. 7. Launch of a new campaign focusing on general awareness raising, promotion of environmentally friendly products and the interactive mapping tool. 8. Improved data collection and analysis to better inform future developments and improvements. This will include improving the data on the locations being used for accessing free products. To help this a QR scanning system will be introduced. Page 43 of 110
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9. Further community engagement on the use of environmentally friendly period products. 10. Consider options to improve the accessibility of products over weekends, public holidays, and extended holiday period when schools and public building may be closed. 11. Review the set-up of access points to ensure products can be easily accessed preferably by self-selection or other formats that are viewed as less embarrassing for residents, for example by using a discrete card to request products. 12. Produce a short training module and guidance note for staff and volunteers involved in running collection points, specifically ensuring products are regularly replenished and at ways to reduce stigma associated with requesting and collecting products. 13. Develop a community resilience / contingency plan to deal with any event of future civil incident or national emergency. 6. Further information Additional information, including the information pages on the NLC website, the NLC interactive mapping tool and the My Period App can be accessed using the links below: North Lanarkshire interactive map North Lanarkshire Council website – Free Period Products Scottish Government ‘Pick up my period’ app enables someone to put in a town, city or post code and find out where to access products https://apps.apple.com/gb/app/pickupmyperiod/id1500403938 https://play.google.com/store/apps/details?id=com.myperiodapp 3. Measure of success • number of products distributed • number of individuals accessing free products • number of distribution points • Number of environmentally friendly products accessed 4. Supporting documentation 4.1: Appendix 1: Details of community anchor organisations supporting the initiative 4.2 Appendix 2: Example campaign materials 4.3 Appendix 3: Statistics from online/social media campaign 4.4 Appendix 4: Statement of Exercise of Function 4.5 Appendix 5: Public consultation - survey 4.6 Appendix 6: Full consultation responses Stephen Penman Head of Strategic Communication Page 44 of 110
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5. Impacts 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Fairer Scotland duty will be considered on an ongoing basis as part of the development and implementation of the North Lanarkshire approach to the provision of free period products. An integrated equality impact / Fairer Scotland assessment has been completed during the initial planning of the delivery approach. This will be further informed by our ongoing monitoring, reviews and public consultations and community engagement activity. If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your- community/equalities/equality-and-fairer-scotland-duty-impact-assessments Yes ☒ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? The period dignity / access to free period products is expected to cost the council circa £320,000 to operate. This is for both existing operations and new developments. However, funding for the initiative is provided through an additional grant from the Scottish Government. 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ Page 45 of 110
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If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e-mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Wider use of environmentally friendly products and delivery products is encouraged. This includes looking at testing approaches to increasing access to environmentally friendly products and piloting low carbon delivery mechanisms with local voluntary organisations 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? A communication campaign is outlined in this report 5.9 Risk impact Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? Page 46 of 110
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Appendix 1 Details of community anchor organisations supporting the initiative Community Projects Location Description Glenboig Development Trust Period Dignity Project Glenboig The programme aims to promote access to period products, promote environmentally friendly period products and ensure dignity to menstruating persons living in Glenboig and surrounding areas whilst respectful of our carbon footprint and the local environment. To provide menstruating persons with dignified environmentally friendly access to period products by means of providing three trained volunteers access to two Electric Cycles and one Electric Cargo Bike, with back up support from two Electric Cars from our Community Transport fleet to deliver direct to homes as required. Kirkshaws Neighbourhood Trust NLC Period Dignity Project (Coatbridge) Coatbridge Products provided by North Lanarkshire Council will be distributed freely and delivered to local women, girls, groups and organisations by Kirkshaws Neighbourhood Centre on Electric Bike (to reduce carbon and supporting North Lanarkshire Council to achieve #Act2021). Will purchase one Electric Cargo Bike and one Electric Bike with panniers to ensure we are as carbon neutral as we can be. We will encourage women and girls to consider the more sustainable environmental products such as Hey Girls environmentally friendly products by providing information and opportunities for them to try these products, which for many would be unaffordable. Newmains Community Trust Flo & Go Dignity in Menstruation Project Newmains Newmains Community Trust will undertake a Period Product Delivery Scheme within Newmains and Surrounding Areas. The scheme will involve a team of trained volunteers taking orders and delivering re-usable and environmentally friendly Period Products to those who need it in the community. It is the aim of this project to ensure that access to Period Products does not become another source of deprivation to those living in Newmains and that anyone who needs them, can access them in person or through the delivery scheme. To this end we are proposing to train up to 6 volunteers to take order off and deliver Period Products to anyone in the area who requires them. Getting Better Together - Healthy Living Centre The Cycle Shotts Develop a delivery service by training staff and volunteers to use Electric Bikes to transport orders of Hey Girls environmentally friendly and lifestyle products to people in rural communities. This links in with the council commitment to ACT2021- Action on Climate Together 2021. The project will require volunteer support to help with deliveries and will offer training such as cycling leader qualifications and awareness raising around menstruation and Period Dignity. Page 47 of 110
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Cornerstone House Centre Period Products Project Cumbernauld Promotion of the ‘pickup point’ using Cornerstone House Centre’s marketing materials and social platforms, website and in-house information points. Cornerstone House Centre will raise awareness of the ‘app’ ‘Pickup My Period’ which allows users to identify locations across Scotland where Free Period Products will be available. Developed by Hey Girls and funded by the Scottish Government through their education arm ‘My Period’. Hey Girls products are all sustainably sourced, reusable and plastic free. Inform local partners and key organisations of the service being provided at Cornerstone House Centre within the Health & Wellbeing focus already in place. Ensure ‘anyone who needs them’ has access to different types of Period Products ‘reasonably easily’ and with ‘reasonably dignity’. Provide environmentally suitable products provided by an authorised provider. Support other areas, identified if relevant by users of the service as financial or other issues may need support/help. Page 48 of 110
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Appendix 2 Example Campaign Materials • Billboard Adverts/Rear Bus Adverts/Railway Station Adverts/Plasma Screen Adverts/Pull up Banners/Posters/Flyers Page 49 of 110
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Appendix 3 Statistics from Online / Social Media Campaign December 2021 CTR = Click through rate Google Display 85,859 impressions and 436 clicks – 0.51% Click through rate (average CTR for Google is 0.2%) YouTube ads 98,613 impressions and 366 clicks – 0.37% CTR (the average CTR for YouTube is 0.25%) Snapchat ads 133,636 impressions and 1,240 clicks – 0.93% CTR (the average CTR for Snapchat is 0.7%) Page 52 of 110
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Appendix 4 North Lanarkshire Council Period Products (Free Provision) Scotland Act 2021 Statement on Exercise of Functions 1. Introduction The Period Products (Free Provision) (Scotland) Act 2021 was passed by the Scottish Parliament on 24th November 2020 and gained royal assent on 12th January 2021. The Act requires local authorities as a responsible body to provide period products free of charge to anyone who needs them, by making products reasonably easy to obtain. Additionally, as a responsible body – this should be done mindful of respecting dignity and by offering a reasonable choice of types of period products. Local Authorities are required to produce a Statement on Exercise of Functions to summarise the arrangements that will be put in place to meet the duty, which includes carrying out one or more public consultations. This statement has been produced in accordance with our statutory duties and outlines North Lanarkshire Council’s commitment to free product provision and details current and future provision within education establishments and the wider community. 2. Our commitment North Lanarkshire Council is committed to providing free period products for those who need them. Our approach involves children and young people having access to products within their school setting and for residents and visitors through a network of local access points within public buildings and community facilities within North Lanarkshire. Individuals unable to attend a local access point can contact the council so that alternative arrangements can made, which may include postal deliver or deliver by our local community partner organisations. Funding has been made available by the Scottish government to enable this. In providing this free service, it is our aim to ensure that: • A range of period products, including single use items and re-usable environmentally friendly products are available to those who need them via all secondary schools and a network of local access points • Our local access network is kept under review and developed further where appropriate. It is our commitment to do this in conjunction with community planning partners and third sector organisations, mindful of geographically gaps in provision and also of the 20-minute neighbourhood model Page 53 of 110
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• Barriers to access are minimised and removed and that people can access products with dignity and without stigma • Consideration is given to additional support for those who may require it • Product demand is regularly monitored so that public buildings and community facilities do not run out of stock • Residents and visitors are aware of our free provision. This will involve a range of advertising and promotional campaigns. Information will also be available on the council website; through social media platforms and through other communications such as posters and informational flyers. • Regular feedback is sought from service users so that improvements can be identified • Public consultations and community engagement is carried out to inform our provision 3. Public Consultation The North Lanarkshire public consultation took the form of an online questionnaire. This was launched in March 2022 and ran until the end of July 2022. The survey was designed to capture the views of the general public with a particular focus on views from those currently using sanitary products; those who will use sanitary products in the future and those who may collect sanitary products on behalf of others. The consultation covered the following broad themes: • General awareness of the availability of free period products and advertising campaigns • Types of products currently used and views on • accessing environmentally friendly products • Locations of access points used and suggestions for new sites • Availability of products and views on service received at access points The survey was completed by 288 people and the findings from the consultation will be used to inform the provision within North Lanarkshire. Full details of the findings are contained within the 2022 update report which can be accessed on our website. 4. Community Based Provision North Lanarkshire Council has developed a large network of community access points. The access points are in all 9 towns and many local communities within public buildings, and community facilities. To date we have 90 local access points throughout North Lanarkshire which we will continue to monitor, review, grow and update accordingly. The access points have been established in public buildings and community facilities. Page 54 of 110
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North Lanarkshire Council have also partnered with five local community anchor organisations who will provide local services within a cluster of priority communities. This also includes a fast free local delivery service for those who cannot attend our centres and access to environmentally friendly period products. Local food banks and organisations providing emergency food aid are also part of our network and on request can provide products to vulnerable individuals and families. Additionally, residents can contact the council directly by email to request products. In doing so the quickest method of delivery will be selected. Products available within our community access points include single use pads (with and without wings, regular, super and long) and tampons (regular and super) the various sizes/ absorbencies provided allow us to accommodate individual needs and preferences. The type of products available will be regularly reviewed to meet the needs and wants of the community. Environmentally friendly products are available on request. Products are available for collection by anyone who needs them, or by anyone collecting on behalf of another person. Products will normally be available within toilet facilities of a building, unless otherwise stated. Those who wish to access products can do so without having to ask a member of staff and in a way that respects their dignity. A person may access as many products as required. Information on stocked venues can be accessed via the PickUpMyPeriod App and North Lanarkshire Council Directory website. This allows users to enter a postcode or location to see where free period products are available in their area. 5. Provision within Education North Lanarkshire Council provide free products in all secondary school establishments and on request will be made available to primary schools. Products will be available in a way which respects the dignity of the pupil and can be accessed without having to ask a teacher. Products will be available during term time in at least one part of the school, normally the toilet facilities or from the school reception. Some schools may have products available in multiple locations. North Lanarkshire Council will provide ongoing support to its education establishments to ensure every pupil who requires products is able to obtain them easily. 6. Communication Information on our free period product initiative is available on the North Lanarkshire Council website. Details are provided on how, where and when people can obtain free products via our own easy to use app and also the official Period Products Locator app. Enquiries can also be submitted at any time and will dealt with by our Community Partnership Team. It is our intention to regularly promote and raise awareness of the free access to period products. This will involve advertising and marketing campaigns using digital and traditional methods. Information posters are also posted on notice and information boards in all of our public buildings and community facilities. Page 55 of 110
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7. Future Provision and Improvements North Lanarkshire Council recognises the importance of securing period dignity for all and will commit to using intelligence from our consultation work as well as other feedback from partners and stakeholders, to continue to develop our approach to providing free period products within North Lanarkshire. From our recent consultation and engagement work a number of key developments are currently underway. Completion of which will assist with a further targeted expansion and the implementation of improvements aimed to improve processes, service deliver and the overall offer for residents and visitors. Further details are provided within the 2022 update report which can be accessed on our website. 8. Further information Additional information can be found on the NLC website free period products (northlanarkshire.gov.uk) The NLC interactive mapping tool can be accessed using the following link: Directory records | North Lanarkshire Council Scottish Government ‘Pick up my period’ app enables individuals to put in a town, city or post code and find out where to access products PickupMyPeriod on the App Store (apple.com) PickupMyPeriod - Apps on Google Play Index - MyPeriod (myperiodlive.azurewebsites.net) Page 56 of 110
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Access to Free Period Products in North Lanarkshire 1 / 14 19.65% 56 8.42% 24 19.30% 55 17.19% 49 8.77% 25 12.98% 37 2.11% 6 5.61% 16 5.96% 17 Q1 What area do you live in? Answered: 285 Skipped: 3 TOTAL 285 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Airdrie Bellshill Coatbridge Motherwell Wishaw Cumbernauld Kilsyth Northern Corridor... Shotts ANSWER CHOICES RESPONSES Airdrie Bellshill Coatbridge Motherwell Wishaw Cumbernauld Kilsyth Northern Corridor (Moodiesburn, Stepps, Gartcosh, Chryston, Glenboig, Muirhead, Mount Ellen, Mollisburn, Auchinloch, Cardowan) Shotts Page 57 of 110
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Access to Free Period Products in North Lanarkshire 2 / 14 7.99% 23 8.33% 24 14.93% 43 24.31% 70 31.60% 91 9.72% 28 3.13% 9 Q2 What is your age band? Answered: 288 Skipped: 0 TOTAL 288 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Under 16 16-20 21-29 30-39 40-49 50 and over Prefer not to say ANSWER CHOICES RESPONSES Under 16 16-20 21-29 30-39 40-49 50 and over Prefer not to say Page 58 of 110
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Access to Free Period Products in North Lanarkshire 3 / 14 14.94% 36 22.82% 55 20.75% 50 15.77% 38 2.49% 6 7.05% 17 5.81% 14 42.32% 102 Q3 Where do you access period products from? (Tick all that apply) Answered: 241 Skipped: 47 Total Respondents: 241 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Library Leisure Centre Community Centre School/ Nursery Churches Community Cafes Food Bank Other ANSWER CHOICES RESPONSES Library Leisure Centre Community Centre School/ Nursery Churches Community Cafes Food Bank Other Page 59 of 110
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Access to Free Period Products in North Lanarkshire 4 / 14 Q4 What product do you use the most? Answered: 285 Skipped: 3 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Press on towel-regula... Press on towel-regula... Press on towel-super... Press on towel-super... Tampon-regular with applicator Tampon-regular without... Tampon-super with applicator Tampon-super without... Environmentally friendly or... Other (please specify) Page 60 of 110
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Access to Free Period Products in North Lanarkshire 5 / 14 42.81% 122 14.39% 41 29.82% 85 7.37% 21 20.35% 58 4.56% 13 14.74% 42 3.86% 11 7.02% 20 6.32% 18 Total Respondents: 285 ANSWER CHOICES RESPONSES Press on towel-regular with wings Press on towel-regular without wings Press on towel-super with wings Press on towel-super without wings Tampon-regular with applicator Tampon-regular without applicator Tampon-super with applicator Tampon-super without applicator Environmentally friendly or lifestyle products Other (please specify) Page 61 of 110
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Access to Free Period Products in North Lanarkshire 6 / 14 44.13% 109 55.87% 138 Q5 When accessing products did you have to ask or were they readily available? Answered: 247 Skipped: 41 TOTAL 247 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Had to ask Readily available ANSWER CHOICES RESPONSES Had to ask Readily available Page 62 of 110
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Access to Free Period Products in North Lanarkshire 7 / 14 30.94% 86 17.63% 49 20.86% 58 19.06% 53 11.51% 32 Q6 Based on your experience how comfortable did you feel when trying to access products Answered: 278 Skipped: 10 TOTAL 278 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Comfortable Okay Uncomfortable Decided not to ask for... Other (please specify) ANSWER CHOICES RESPONSES Comfortable Okay Uncomfortable Decided not to ask for products Other (please specify) Page 63 of 110
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Access to Free Period Products in North Lanarkshire 8 / 14 40.17% 96 59.83% 143 Q7 Has there been a time when the free period products were not available? Answered: 239 Skipped: 49 TOTAL 239 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Yes No ANSWER CHOICES RESPONSES Yes No Page 64 of 110
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Access to Free Period Products in North Lanarkshire 9 / 14 56.93% 156 20.44% 56 22.63% 62 Q8 Do you prefer to take a full pack of period products home or use what you need at the time? Answered: 274 Skipped: 14 TOTAL 274 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% I prefer to take a pack... I prefer to use them in ... I have no preference ANSWER CHOICES RESPONSES I prefer to take a pack home I prefer to use them in the building I have no preference Page 65 of 110
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Access to Free Period Products in North Lanarkshire 10 / 14 56.03% 158 64.54% 182 66.31% 187 48.58% 137 77.66% 219 70.92% 200 16.67% 47 Q9 Where do you think you should be able to access free period products? (select all that apply) Answered: 282 Skipped: 6 Total Respondents: 282 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Council buildings Community facilities Local shops Foodbanks Online ordering... Doctors Other (please specify) ANSWER CHOICES RESPONSES Council buildings Community facilities Local shops Foodbanks Online ordering service Doctors Other (please specify) Page 66 of 110
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Access to Free Period Products in North Lanarkshire 11 / 14 Q10 Have you tried our new interactive map on the council website? If yes how helpful did you find it on a scale of 1 - 5. 1 very easy to use 5 no use at all Answered: 186 Skipped: 102 13.98% 26 13.98% 26 21.51% 40 7.53% 14 43.01% 80 186 3.52 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% very easy t… useful okay not easy to … no use at all (no label) VERY EASY TO USE USEFUL OKAY NOT EASY TO USE NO USE AT ALL TOTAL WEIGHTED AVERAGE (no label) Page 67 of 110
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Access to Free Period Products in North Lanarkshire 12 / 14 43.69% 45 1.94% 2 8.74% 9 22.33% 23 4.85% 5 12.62% 13 5.83% 6 Q11 Have you ever noticed any adverts for free period products in North Lanarkshire? If so, where did you see the advert? (Tick all that apply). Answered: 103 Skipped: 185 TOTAL 103 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% A poster in a Community Ve... Snapchat YouTube On another website/Google Poster on a bus On a billboard/ot... On the Daily Record online ANSWER CHOICES RESPONSES A poster in a Community Venue (such as Leisure Centre) Snapchat YouTube On another website/Google Poster on a bus On a billboard/other outdoor advertising On the Daily Record online Page 68 of 110
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Access to Free Period Products in North Lanarkshire 13 / 14 88.43% 191 11.57% 25 Q12 Do you think that providing and promoting free period products helps to make talking about periods and period products easier and more acceptable? Answered: 216 Skipped: 72 TOTAL 216 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Yes No ANSWER CHOICES RESPONSES Yes No Page 69 of 110
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Access to Free Period Products in North Lanarkshire 14 / 14 51.64% 142 48.36% 133 Q13 Are you interested in finding out about more environmentally friendly period products? Answered: 275 Skipped: 13 TOTAL 275 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Yes No ANSWER CHOICES RESPONSES Yes No Page 70 of 110
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Access to Free Period Products in North Lanarkshire North Lanarkshire Council has been providing free period products since 2019. We provide free period products to anyone who needs them. We want to know if you find it easy to access the products and your ideas on how we could make them even easier to access. Please spare a minute to complete the survey below to help us plan for the future: 1. What area do you live in? Airdrie Bellshill Coatbridge Motherwell Wishaw Cumbernauld Kilsyth Northern Corridor (Moodiesburn, Stepps, Gartcosh, Chryston, Glenboig, Muirhead, Mount Ellen, Mollisburn, Auchinloch, Cardowan) Shotts 2. What is your age band? Under 16 16-20 21-29 30-39 40-49 50 and over Prefer not to say Please give the name of the building you access period products from most often. 3. Where do you access period products from? (Tick all that apply) Library Leisure Centre Community Centre School/ Nursery Churches Community Cafes Food Bank Other Page 71 of 110
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4. What product do you use the most? Press on towel-regular with wings Press on towel-regular without wings Press on towel-super with wings Press on towel-super without wings Tampon-regular with applicator Tampon-regular without applicator Tampon-super with applicator Tampon-super without applicator Environmentally friendly or lifestyle products Other (please specify) 5. When accessing products did you have to ask or were they readily available? Had to ask Readily available 6. Based on your experience how comfortable did you feel when trying to access products Comfortable Okay Uncomfortable Decided not to ask for products Other (please specify) If Yes, When and Where? 7. Has there been a time when the free period products were not available? Yes No 8. Do you prefer to take a full pack of period products home or use what you need at the time? I prefer to take a pack home I prefer to use them in the building I have no preference Page 72 of 110
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9. Where do you think you should be able to access free period products? (select all that apply) Council buildings Community facilities Local shops Foodbanks Online ordering service Doctors Other (please specify) very easy to use useful okay not easy to use no use at all Other (please specify) 10. Have you tried our new interactive map on the council website? If yes how helpful did you find it on a scale of 1 - 5. 1 very easy to use 5 no use at all 11. Have you ever noticed any adverts for free period products in North Lanarkshire? If so, where did you see the advert? (Tick all that apply). A poster in a Community Venue (such as Leisure Centre) Snapchat YouTube On another website/Google Poster on a bus On a billboard/other outdoor advertising On the Daily Record online 12. Do you think that providing and promoting free period products helps to make talking about periods and period products easier and more acceptable? Yes No Page 73 of 110
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If so, please contact the Community Partnership Team on communitymatters@northlan.gov.uk or visit our page on the Council website. northlanarkshire.gov.uk/freeperiodproducts 13. Are you interested in finding out about more environmentally friendly period products? Yes No Page 74 of 110
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North Lanarkshire Council Report Communities Committee Does this report require to be approved? ☐Yes ☒ No Ref SP/LP Date 31/10/22 Development of a Community Concordat From Stephen Penman E-mail penmanste@northlan.gov.uk pollockle@northlan.gov.uk Telephone 07947 997750 Executive Summary In 2020, it was agreed by the previous Community Empowerment Committee, following a recommendation by the chief executives of North and South Lanarkshire Councils and NHS Lanarkshire, that it would be useful to develop a Community Concordat with communities, primarily facilitated through the Community and Voluntary Sector to agree shared values and approaches to working together to improve lives through, for example, the effectiveness of North Lanarkshire’s Local Outcome Improvement Plans (LOIPs) and their governance arrangements. In January 2022, the committee approved a one-off allocation of £60k to fund this work. VANL has been leading in the engagement and development work to progress this on behalf of the North Lanarkshire Partnership (NLP) Strategic Leadership Board This report provides an update on the progress to date and an overview of delivery priorities and timescales Recommendations It is recommended that Committee (1) Acknowledges progress with the development of the Community Concordat and revisions to the original approach The Plan for North Lanarkshire Priority Enhance participation, capacity, and empowerment across our communities Ambition statement (20) Improve the involvement of communities in the decisions, and development of services and supports, that affect them AGENDA ITEM 4 Page 75 of 110
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1. Background The Community Empowerment Committed previously approved funding (January 2022) to support the collaborative development, agreement and implementation of a Community Concordat. The concordat will essentially be an agreement or commitment between North Lanarkshire stakeholders, which sets out shared values and approaches to empowering and investing in local communities to support improved wellbeing, equality and sustainability. The concordat will provide a basis for supporting approaches across the community planning partnership and with community boards to ensuring joint delivery of the priorities set out in the nine Local Outcome Improvement Plans (LOIPs). It was agreed that the Concordat would be developed consultatively with the following local stakeholders: • local residents; • the community and voluntary sector (CVS); • public bodies serving North Lanarkshire (including North Lanarkshire Council, NHS Lanarkshire, Police Scotland and Scottish Fire and Rescue Service); • businesses serving North Lanarkshire where possible. Once the Concordat has been developed, it will be formally agreed by North Lanarkshire Partnership’s Strategic Leadership Board, Community Boards and relevant committees of the Council and NLP partner organisations 2. Report 2.1 Community Concordat The work to jointly develop and agree a Community Concordat between stakeholders aims to establish shared values and approaches to empowering and investing in local communities. This supports more effective collaboration to improve local wellbeing, equality and sustainability and ensure effective delivery of the LOIPs. For the purposes of this collaborative development and engagement work, North Lanarkshire Partnership stakeholders are defined as being, North Lanarkshire residents, elected members, Community and Voluntary Sector (CVS) serving North Lanarkshire, New College Lanarkshire, business sector serving North Lanarkshire, and North Lanarkshire Partnership organisations. The concordat will essentially be an agreement or commitment between North Lanarkshire stakeholders, which sets out shared values and approaches to empowering and investing in local communities to support improved wellbeing, equality and sustainability. The concordat will provide a basis for supporting approaches across the community planning partnership and with community boards to ensuring joint delivery of the priorities set out in the LOIPs. Page 76 of 110
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2.2 Outcomes It is anticipated that the Community Concordat approach will enhance trust and joint working between stakeholders to improve the wellbeing of communities and people. It should underpin collaborative approaches and result in: • improved confidence in working collaboratively and trust between North Lanarkshire Partnership stakeholders; • improved collaboration between NLP stakeholders in delivering: o The Plan for North Lanarkshire with a focus on associated plans covering key issues such as the climate emergency; digital inclusion; mental health and wellbeing; and tackling poverty; o the nine North Lanarkshire LOIPs; and • a clear and shared commitment by NLP partner organisations to further invest in community wealth-building and community-based and led initiatives to improve people’s well-being, strengthen equality, inclusion, sustainability, and deeper levels of collaboration. 2.3 Approach The Concordat is being developed using an Appreciative Inquiry approach, which is a positive, strengths-focussed method to helping different groups identify opportunities for improvement, agree priorities and work together to achieve these. Working closely with the council’s Community Partnership Managers, VANL, as third sector interface, is hosting and managing this project as part of its intermediary support role for Community Planning and as an NLP partner. VANL is leading in the management and development of the Concordat through employing a co-ordinator for 12 months and commissioning appreciative inquiry training and guidance. NLP partner organisations are supporting planning and delivery through a Community Concordat Working Group convened by VANL. Group members include: • managers from the council’s Communities Team; • senior Health Improvement staff; • senior staff from Police Scotland and Scottish Fire and Rescue; • the Communications Officer for Health and Social Care NL; and, • VANL’s CEO, Senior Manager Community Development and Community Concordat Co-ordinator 2.4 Progress update Early work was undertaken between January and March 2022 to develop the project proposal, with initial engagement with partners and throughout April and May 2022 VANL appointed a Community Concordat Co-ordinator for 12 months (employed by VANL) and independent, external Appreciative Inquiry support from “Appreciating People”. Progress to date includes: • A survey was undertaken throughout April-June 2022 to assess support for a Community Concordat, key values and current views regarding community planning in North Lanarkshire and improvement priorities. The findings from this survey will inform drafting of the Concordat and have been used to shape further community engagement activity. Page 77 of 110
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• Appreciating People have delivered Appreciative Inquiry Facilitator training for 22 staff from NLP partner organisations. This is to enable staff from across the partnership to use this approach when working with communities to develop and implement the concordat. This also builds in sustainability for the delivery of the initiative ensuring that staff have skills and capacity to build these positive working practice and approaches into the culture of their organisation and ongoing work with communities • Community Concordat Focus groups have been planned across the nine community board areas. Three initial Concordat Focus Groups have been delivered using the Appreciative Inquiry approach, however following feedback from facilitators and partners through the training, the discussion questions have been reviewed and changed and these three sessions will be rerun along with the outstanding ones in the remaining six areas. This will ensure consistency of information gathered. At the time of writing, around 169 people had signed up for the focus groups. • A stakeholder “Concordat Design Event” will take place on 25th of October, which will use an Appreciative Inquiry approach to draw on the feedback from the focus groups to co-design a written and visual representation of the Concordat. 2.5 Review of approach Following collaborative training sessions and dialogue with partners as well as feedback from initial focus groups the approach to date has been reviewed and the following changes to the process have been agreed • The use of the term ‘concordat’ will be changed to something that is clearer to local people around its purpose and meaning. It was felt that the term concordat could be a barrier to participation due to a lack of understanding of the term. • Reviewing the discussion questions from the first three locality workshops to ensure they focussed on positive ways of working together for a better North Lanarkshire and do not focus overly on challenges and priorities. This is so that this exercise can complement rather than duplicate other recent and future engagement for example to develop and deliver the Local Outcome Improvement Plans. • Developing wider approaches to local engagement including conversations with people in their own organisation and taking longer to do this. 2.6 Next Steps Timeline Action November 2022 following the Concordat Design Day on 25th October, a final draft of the concordat will be prepared with supporting implementation plan for final review by the Co-ordinating Group. December 2022 the final concordat and Implementation plan will be referred to NLP SLB for comment and approval. Jan/Feb 2023 The concordat will be shared with NLP partner organisations for endorsement. Page 78 of 110
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Timeline Action March 2023: Once fully agreed, the concordat and Implementation Plan will be designed for public launch. A second survey will be conducted to assess stakeholder views of the process of developing the community concordat, with a report published in spring/summer 2023. From April 2023 NLP partners to promote and support implementation of the concordat. A stakeholder survey will be undertaken to assess the impact of the concordat one year after approval, with findings reported to SLB, Community Boards and NLP partner organisations to support review and any improvements to the implementation process. 3. Measures of success 3.1 Improved confidence in working collaboratively and trust between North Lanarkshire Partnership (NLP) stakeholders. 3.2 Improved collaboration between North Lanarkshire Partnership stakeholders in delivering: • The Plan for North Lanarkshire with a focus on associated plans covering key issues such as the climate emergency; digital inclusion; mental health and wellbeing; and tackling poverty; • the nine North Lanarkshire Local Outcome Improvement Plans (LOIPs); and 3.3 A clear and shared commitment by North Lanarkshire Partnership organisations to further invest in community wealth-building and community-based and led initiatives to improve people’s well-being, strengthen equality, inclusion, sustainability, and deeper levels of collaboration. 4. Supporting documentation None Stephen Penman Head of Strategic Communication Page 79 of 110
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? An integrated Fairer Scotland Duty/Equality Impact Assessment was carried out during the development of the strategic Framework for Working withCommunities. Data gathered through the ongoing engagement with communitieswill be vital in informing/shaping future locality community planning linked to the LOIPs. If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer-scotland- duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? A one off budget allocation of up to £60k was identified within the Communities division in the financial year 2021/22 to fund the work outlined in this report. This funding was to cover the following :- • a temporary Project Co-ordinator employed by VANL for 12 months: £30,000. • two independent Appreciative Inquiry Facilitators commissioned and managed by VANL: £30,000. The funding was added to the Council’s current funding arrangements for VANL and progress monitored through already established liaison mechanisms between the Council and VANL. Page 80 of 110
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5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☐ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e-mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Digital approaches are utilised as required to maximise participation Page 81 of 110
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Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Regular communication across partnership structures, with community boards and updates provided to NLP SLB and Committee as required 5.9 Risk impact Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? The approach outlined within this report contributes to the controls associated with the corporate risk - engagement and consultation with communities, partners and stakeholders on the shaping and delivery of services. Page 82 of 110
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North Lanarkshire Council Report Communities Committee Does this report require to be approved? ☐ Yes ☒ No Ref SP/MC Date 31/10/22 P056.2(3) Community Boards and partnership communications strategy From Stephen Penman, Head of Strategic Communication E-mail penmanste@northlan.gov.uk costellom@northlan.gov.uk Telephone 07725 289559 Executive Summary This report provides an update on key progress linked to supporting the development of the Community Boards model including updates on the 8th cycle of Community Boards meetings which took place throughout September and October 2022 • progress with the delivery of the 9 Local Outcome Improvement Plans (LOIP’s) and the implementation of an associated Monitoring and Management Framework and Partnership delivery approach • Progress with the Community Board Development Programme • Work to commence development of a Partnership Communications Strategy As previously agreed by committee, reports on the work of the nine Community Boards are provided to the committee relating to each committee cycle. Progress is also reported to the North Lanarkshire Community Planning Partnership Strategic Leadership Board to reflect the statutory nature of the Boards in Community Planning terms in providing local governance for the Local Outcome Improvement Plans. This report covers cycle 8 of the Community Board meetings. The process and focus of reporting on the work of the Community Boards will continue to be reviewed and elements included within the Local Outcome Improvement Plan monitoring and management framework from 2022/23 onwards. Recommendations It is recommended that Committee members recognise work to continue to develop and improve the integrated approach to supporting the local community board model The Plan for North Lanarkshire Priority Enhance participation, capacity, and empowerment across our communities Ambition statement (20) Improve the involvement of communities in the decisions, and development of services and supports, that affect them AGENDA ITEM 5 Page 83 of 110
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1. Background 1.1 Community Matters – A Framework for Working with Communities 1.1.1 Community Matters - A Framework for Working with Communities set out the Community Planning Partnership’s commitment to engaging with communities underpinned by a set of principles and approaches designed to deliver on key priorities associated with working with communities which included the creation of Community Boards. The framework was approved by the Policy & Strategy Committee at its meeting on 19th March 2020. 1.1.2 The Community Boards are integral to supporting community participation and providing a single coordinated approach to governance for local communities, reflecting statutory and regulatory requirements. The Boards continue to develop in a manner consistent with influencing and delivering the Plan for North Lanarkshire outcomes at local level. This is being driven through the Local Outcome Improvement Plans (LOIPs) for each of the nine areas, ensuring a partnership focus on supporting service design, delivery and community action reflecting both the ambitions within The Plan for North Lanarkshire and the priorities and circumstances of individual areas. The LOIPs are published on the North Lanarkshire Council website and have been circulated to all Community Boards. 1.1.3 A monitoring and management framework for the delivery of the LOIPs is now in place along with supporting partnership delivery approach through the establishment of Local Partnership Teams. This will be used to inform reporting to Committee, the North Lanarkshire Partnership (NLP) Strategic Leadership Board and individual Community Boards 1.1.4 The eighth cycle of Board meetings has now taken place; an example of an agenda is included in Appendix 1. Table 1 – Cycle 8 Community Board Meetings Following the announcement of the death of Her Majesty Queen Elizabeth on 8/9/2022, the evening of the scheduled Bellshill Community Board Meeting, the meeting was adjourned and subsequently rescheduled to take place on 13th October 2022*. Area Meeting Date & Time Location Shotts 23/8/2022 at 6.30pm WebEx Northern Corridor 24/8/2022 at 6.30pm WebEx Coatbridge 30/8/2022 at 6.30pm WebEx Wishaw 31/8/2022 at 6.30pm WebEx Cumbernauld 1/9/2022 at 6.30pm Webex Airdrie 7/9/2022 at 6.30pm WebEx Bellshill 13/10/2022 at 6.30pm* WebEx Motherwell 13/9/2022 at 6.30pm WebEx Kilsyth 14/9/2022 at 6.30pm WebEx Page 84 of 110
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2. Report 2.1 Community Boards – Cycle 8 2.1.1 Representation at Community Board Meetings 2.1.1.1 At the eighth cycle of Community Board meetings, attendance reflected a good mix of partners, elected members, community groups and local people at all Board meetings. Not including the rescheduled Bellshill meeting, approximately 226 people attended the eighth cycle of meetings with 69 community organisations and 89 Community representatives in total represented 2.1.1.2 A broader range of community representation is generally in evidence at Community Board meetings. 2.1.1.3 Efforts continue to further extend the reach of community involvement in the work of the Community Boards. As stated within previous reports to committee, not all community organisations’ identity is place-based. There is therefore a need to ensure that people who come together because they share characteristics and identity also have a platform where they are heard and can influence both decision- making and the realisation of the Plan for North Lanarkshire. 2.1.1.4The categories of participants in Cycle 8 Community Boards are as set out in Table 2 below: Table 2 - Participants (Cycle 8) Participants at Community Boards (Cycle 8) Community Councils Tenants and Residents Associations Historical/Cultural Groups Community Forums MSYP/Youth Fora Police Scotland Scottish Fire & Rescue NHS Lanarkshire Voluntary Action North Lanarkshire NL Disability Access Panel Elected Members Council Officers Faith Groups Parent Councils Local people/residents Voice of Experience Forum 2.1.2 Participation in meetings 2.1.2.1 The meetings were live streamed on the Council’s YouTube Channel and received over 800 views across all Board areas ranging from 76 in Kilsyth to 155 in Shotts. This does not include Bellshill Board Meeting that had not yet taken place at the time of writing of this report. Page 85 of 110
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2.1.3 Agenda items 2.1.3.1During Cycle 8, 8 out of 9 Community Boards had agenda items put forward by community groups and organisations in advance of Board meetings which was an increase from the previous round of Board meetings. Examples of Agenda items put forward included, Let’s play Fair; public transport/bin issues; ASN 365 Club/Recreational Sports; Temporary transfer of Head teachers/School librarians/library service; Kilsyth Town Vision and Action Plan briefing etc. Following discussion and agreement at the Kilsyth Community Board Meeting, the Kilsyth Community Board will now be known as Kilsyth and Villages Community Board. 2.1.3.2 Council officers were also asked to attend or provide updates to board meetings in response to agenda items and issues raised by community representatives. Examples of this included • Update on the plans to improve the design of the Belziehill Junction • Input from Active and Creative Communities in response to a local request • An Active Travel presentation Driving Digital Locally representatives were supported to provide an update to all community Boards, Voluntary Action North Lanarkshire provided an update on the work to develop a Concordat with Communities and NHS Lanarkshire Health Improvement colleagues were in attendance to provide a presentation on the Tobacco Control strategy Council and Community Planning Partnership Partners will continue to be invited to attend in relation to specific agenda items raised. External organisations are also invited to attend Board meetings in response to agenda items raised by communities as required. 2.1.4 Opportunities to provide updates and share views 2.1.4.1 All nine Community Boards endorsed Local Outcome Improvement Plans (LOIPs) which have been published and can be accessed via this link. The Community Board agendas are now organised around LOIP priorities and updates from communities and partner agencies are linked to key priorities where possible to ensure clear focus and progress towards achieving key actions to address the priorities that were identified by local communities. There is still an opportunity for local people to raise ad hoc issues or share local information through the Community Matters section on the agenda. As previously reported progress has been made with subgroups meeting to progress agreed actions to address local priorities where this is the most appropriate mechanism, and a range of exercises are underway to ensure links between strategic and local priorities. Work is ongoing and meetings are taking place and scheduled with local community groups and organisations to further develop subgroups to address priorities identified by local people. 2.1.5 Special Board Meetings 2.1.5.1 No Special Board meetings were requested in advance of Cycle 8 Board Meetings. Page 86 of 110
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2.1.6 Community Board Local Development Programme (LDP) Projects 2.1.6.1 As previously reported, community organisations requested a positional statement regarding outstanding Local Development Programme projects. The LDP report, split by Community Board area, and detailing the status of projects, was circulated in advance of Cycle 8 Board Meetings. The project proposal form identified in previous reports to committee, continues to be utilised to record LDP project ideas and suggestions put forward from local communities. LDP continues to be a set item on the agenda at all Community Board meetings and is subject to a separate report to this committee. 2.1.7 Involving Communities 2.1.7.1 Cycle 8 meetings saw continued involvement of seldom heard voices in Community Board meetings, including Who Cares? Scotland, supporting Care Experienced Young People, the Voice of Experience Forum that enables older people to put forward opinions on local services and NL Disability Access Forum and Lanarkshire Muslim Women and Families Alliance. The Community Partnership team will continue as a priority to proactively work with local community groups and people with lived experience to support this objective. 2.1.8.2 During this Cycle, there was a decrease in the level of youth representation noted at Community Board meetings. Two MSYPs were supported by the Community Learning and Development (CLD) Youth work team to attend Northern Corridor Community Board Meeting and one young person from Fortissat Youth Forum attended Shotts Board meeting. CLD colleagues continue to work to ensure that the voices of young people are heard and listened to through the development of nine Youth Voice groups across North Lanarkshire and that there is effective two-way communication and involvement links in place between the Community Boards and the Youth Voice Groups. As part of the Youth Participation structure that was noted and approved at the Education, Children and Families Committee on Tuesday 13 September, CLD Youth Workers and Community Partnership Team will engage with young people through the 9 local youth voice groups to ensure that young people are active participants in the community boards. This will be subject to further discussion with CLD and Community Partnership Team in relation to progressing this. 2.1.8.3 The ongoing research into the lived experiences of North Lanarkshire’s Black, Asian and Minority Ethnic people is reaching its final stage. The University of the West of Scotland is preparing its findings which will be shared with the Council by end September 2022. Following publication, the findings of the research report, along with a report on the Black Lives Matter Community Conference, will be presented to Committee in Cycle 4 with recommendations setting out next steps for sharing the report findings and engaging with North Lanarkshire’s Black, Asian and Minority Ethnic communities, Community Planning Partners, and Community Boards. Page 87 of 110
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2.2 Moving Forward 2.2.1 Community Board Chairs 2.2.1.1 Significant progress has been made from the second cycle of meetings where one Community Board meeting (Airdrie) was chaired by a community representative to a position where 8 of the 9 Community Boards were chaired by community representatives. In cycle 8, 6 out of the 9 meetings were chaired by Community representatives. Chair – Community Board Reps Not Chaired by Community Board reps Cumbernauld Motherwell Kilsyth Wishaw Northern Corridor Shotts Airdrie Coatbridge Bellshill 2.2.2 Community Board Development Programme 2.2.2. The Council’s Talent and Organisational Development (TOD) team in conjunction with the Community Partnership Team have created an online Hub offering all Community Board Members access to a wide variety of learning resources with a focus on the key requirements identified in the Training Needs Analysis previously undertaken with Board members. The resources will be available on the Hub 24 hours a day, 7 days a week and are accessible from any device. The resource has been developed in such a way as to offer a blended learning experience, reaching out to a range of learning styles. Examples of resources include e-learning modules, videos, webinars and online masterclasses. All Community Board members who have expressed an interest in participating have received a log in to access the Hub and where required virtual introductory sessions have been provided to help members navigate their way around the Hub with the most recent event taking place in August 2022. The Hub which is hosted on Learn NL has been created to make the resources easily accessible and aligned to the key subject areas identified by board members. Within each tile on the platform, there are relevant resources available, which are updated on a regular basis with input from colleagues across the partnership as required. The Community Boards’ Development Hub was originally scheduled to be launched in April 2022. This was delayed as some challenges were experienced as part of the earlier robust testing approach in which 35 people participated. However since then over 100 participants now have access to the system since 23rd May 2022. Work continues on the building of the resource and ongoing training will be provided as required. It is recognised that it is important that the development programme stays relevant and topical and that the programme is flexible. There will be a mechanism for annual review and input on a regular basis from members. The Talent and Organisational Development (TOD) Team have been working closely with the Community Partnership Management Team along with other Subject Matter Experts (SMEs) from different services to identify suitable resource materials for the Page 88 of 110
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development hub. The following areas are active with a blend of resources available for members to access: • The role of Community Board Members – 28 resources • Participatory Budgeting – 11 resources • Local Outcome Improvement Plans – 23 resources • The Local Development Programme – 4 resources • IT skills – 7 resources • Community Asset Transfer – 10 resources • The Council budget process – 5 resources Presently there are a total of 88 resources available, 24 of which are e-learning modules. The remainder are a blend of video, PowerPoint presentations, online learning resources and links to useful external websites. Further work is being undertaken to ensure that resources are available to highlight other important areas of the Community Board including all community planning partners being requested to provide resources for inclusion on the portal. This is currently being progressed and will be added to the site when information and resources become available. A video resource has been added to the homepage demonstrating how to navigate the development hub. A guidance notes document, which complements the video, has also been developed and emailed to all members. 2.2.3 The Role of Heads of Service as Community Coordinators 2.2.3.1 As previously reported, Community Coordinators (previously Community Champions) are in place and attending their designated Community Board Meetings. The Community Coordinator’s update continues to be a standing item on all Community Board agendas as well as participation in discussion relating to a range of local matters. Community Coordinators ‘come together with key senior partners between board cycles to discuss common matters, any leadership action required and to collectively consider input to future meetings. 2.2.4 Future Board Meetings 2.2.4.1 The next cycle of Community Board meetings will be held in November/December 2022. All Board meetings up to Cycle 8 have taken place online via Cisco Webex. As Covid restrictions continue to ease, the possibility of providing a hybrid approach to Board Meetings continues to be investigated. The hybrid approach would enable local people to attend face-to-face if they are able to or continue to attend online or observe the proceedings via the live stream. The Cycle 9 meeting dates are set out in Table 3 below. Table 3 – Community Board Meeting Dates (Cycle 9) Community Board Day Date Shotts Tuesday 22/11/2022 Northern Corridor Wednesday 23/11/2022 Cumbernauld Thursday 24/11/2022 Coatbridge Tuesday 29/11/2022 Kilsyth Wednesday 30/11/2022 Wishaw Thursday 1/12/2022 Motherwell Tuesday 6/12/2022 Airdrie Wednesday 7/12/2022 Bellshill Thursday 8/12/2022 Page 89 of 110
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2.2.5 Local Outcome Improvement Plans – Partnership Delivery, Monitoring and 8 Management Framework 2.2.5.1 An online LOIP monitoring and evaluation framework is now in place which will ensure that progress is monitored, recorded, and reported relating to key priorities set with local communities 2.2.5.2The monitoring and evaluation framework will enable reports to be provided on a quarterly basis to the Committee on progress in terms of key deliverables identified via the framework which will also encompass wider locality planning outcomes. The evaluation framework for Community Boards will sit within the overall tracking progress approach for the Framework for Working with Communities. As outlined in a report to the previous People and Communities Committee (accessible here) Local Partnership Teams are now established to ensure partnership coordination for the delivery of LOIPs and support for the development of Community Boards with local people and community and voluntary sector organisations. The Teams will now input to the LOIP Monitoring and Management Framework via a shared MS Teams area and use this to inform improvement action, sharing of information, best use of collective resource and generation of update reports as follows Report to Frequency Format Approx Meeting timescales NLP Strategic Leadership Board 6 monthly Overview report with standard appendix for each area June December Communities Committee 6 monthly Version of above - Overview report with standard appendix for each area Cycle 1 (approx. Jan) Cycle 3 (Approx. Aug) Community Boards annual report Annual 9 Overview reports with detailed update on each LOIP priority May/June cycle Community Boards – priority updates to every cycle Quarterly Updates on specific priorities shared with Board every cycle. LPT’s to agree with local community and voluntary sector organisations what to focus updates on, who will lead and format (can be verbal, presentation, report, etc) dependant on nature and detail of update Quarterly cycle • Feb/March • May June • Aug/Sept • Nov/Dec other individual partner reports may be generated as required Page 90 of 110
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Partnership Communication Strategy development A more joined-up and collaborative approach to communications on behalf of the Community Planning Partnership has been developed recently with regular fortnightly meetings between digital communications representatives from the council, Police Scotland, Scottish Fire Service, VANL and NHS Lanarkshire. This informal forum provides an opportunity to share information about forthcoming initiatives and programmes, discuss best practice and to highlight local community matters that could be more addressed through stronger, more targeted communications from all partners using local social media channels. This will assist and inform in the development of a clear partnership communication framework In addition, a specific page has been created on the North Lanarkshire Council website dedicated to the work of the Strategic Leadership Board and where minutes from meetings will be published. 3. Measures of success 3.1 Delivery of LOIP outcomes and increased levels of engagement with local communities and partners, resulting in generally positive impacts on communities across a variety of priorities and key issues identified through effective locality planning and the implementation of the Community Boards, particularly in areas where further consultation has been required. 4. Supporting documentation 4.1 Appendix 1 – Example of Cycle 8 Community Board Agenda. Stephen Penman Head of Strategic Communication Page 91 of 110
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5. Impacts 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☐ No ☒ The Community Boards and locality planning processes will continue to be delivered within the available resources of the Council and Community Planning Partners. If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ Page 92 of 110
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5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Live streaming of Meetings was advertised via @MyTown twitter pages. Live streaming of Board Meetings received 781 views (as at 11/10/2022) via the Council’s YouTube Channel. No objections were received regarding live streaming and future meetings will continue to be live streamed to encourage a wider reach. 5.9 Risk impact Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? Page 93 of 110
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Appendix 1 Community Board Agenda (Cycle 8) AGENDA (example) 1. Welcome and Introductions 2. Apologies 3. Minute of previous meeting and matters arising 4. Kilsyth Local Outcome Improvement Plan (LOIP) - Local Priorities • Digital Inclusion o Up-date on priority o NL Driving Digital Locally subgroup up-date • Food and Financial Insecurity • Health and Wellbeing NHSL Health Improvement Team update NHSL Tobacco Control Team presentation • Improved Environment with a focus on the Town Centre • Public and Community Transport • Youth Engagement Police Scotland up-date on youth engagement Scottish Fire and Rescue up-date on youth engagement • Targeted Action with identified communities 5. Community Matters- Input from Local Community groups/Agenda items from community groups 6. Local Investment/engagement i. Local engagement/consultation a. Greenspace PB vote b. Livingston Park Consultation ii. Funding opportunities a. Recover NL Funding and NLC Grant Awards Programme, Community Solutions consortium funding 8 Standing Agenda items i. Community Coordinators Up-date ii. Local Development Programme (LDP) 9 AOCB 10 Date and time of next meeting - TBC Page 94 of 110
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North Lanarkshire Council Report Communities Committee Does this report require to be approved? ☒ Yes ☐ No Ref SP/LP Date 31/10/22 Programme of Work (P084 (6)) Progress Report From Stephen Penman, Head of Strategic Communication E-mail penmanste@northlan.gov.uk pollockle@northlan.gov.uk Telephone 07947 997750 Executive Summary This report provides an update on activity aimed at strengthening the role of the Community and Voluntary Sector (CVS) in the delivery of priorities associated with The Plan for North Lanarkshire and the nine Local Outcome Improvement Plans. Including progress made with work to scope a more strategic approach to funding and supporting the community and voluntary sector. A proposal is outlined to test and redesign through engagement with the sector and elected members the Grant Award Programme (GAP) to better align to the model for working with communities and delivery of local priorities. This provides an opportunity to support a longer-term shift from a traditional ‘grant making model’ to one that is built on coproduction, community capacity building and local community assets and reflects the needs, aspirations and circumstances of local communities. It is anticipated that this could provide the basis for a framework for future approaches to funding the sector. Additionally, work is underway to develop a concordat between community planning partners, local communities and the community and voluntary sector and the development of the Social Enterprise Strategy reflects the need to better approaches to Community Wealth Building. This work is the subject of a separate report to this committee. Recommendations It is recommended that Committee 1. approve plans to further scope out opportunities to realign the Grant Award Programme (GAP) to locally agreed and strategic priorities as outlined in this report AGENDA ITEM 6 Page 95 of 110
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1. Background The challenges associated with the Covid 19 pandemic further highlighted the invaluable role that the community and voluntary sector play in delivering key grassroots services and activities. There are opportunities to build on lessons from this to strengthen support to the sector and mechanisms for making best use of cross sector resource. It makes sense that communities and local organisations should work with the council to make best use of available resource based on their local knowledge and contribution to supporting locally agreed priorities through the nine Local Outcome Improvement Plans. The Community Empowerment (Scotland) Act 2015 has been a catalyst in providing a focus for improving approaches to engagement and participation seeking to empower communities, giving them more of a say in how public services are planned and delivered. The North Lanarkshire Partnership (NLP) Framework for Working with Communities underscores the council and its partners’ commitment to engaging and working with communities. An approach that is rooted in a set of principles and corresponding methodology designed to deliver key outcomes associated with working with communities including: - • A consistent and inclusive model for engagement, with strong local governance to ensure that communities can contribute to, and influence delivery of the vision and priorities set out in The Plan for North Lanarkshire. • optimum coordination and use of partnership and council resource to support communities to engage and influence investment, service design and delivery. • clearly targeted activity around communities of place, interest, and identity with a focus on ensuring that the voices of the ‘seldom heard’ are listened to; and • the development of online and remote approaches to engaging with communities to ensure a flexible digital interface for local people. There is a need to build on work with communities to date to ensure that any approaches to funding, resourcing, or supporting the role of the Community and Voluntary Sector reflect this model and the priorities that have been set and are emerging for communities as articulated within the nine Local Outcome Improvement Plans (LOIP’s). 2. Report 2.1 Role of the Community and Voluntary Sector There are clear advantages to having a strong, independent CVS influencing and delivering local services. The added value of the contribution of the CVS to the efforts of the public sector in achieving outcomes for local people cannot be underestimated and this has been further emphasised through Covid 19 response and recovery. It makes sense that funding decisions reflect local knowledge and support the contribution of the sector to supporting locally agreed priorities. It is important to ensure that funding processes recognise and are compatible with the known and potential ‘added value’ of the sector and that any risk of this being undermined is minimised. For example The Plan for North Lanarkshire Priority Enhance participation, capacity, and empowerment across our communities Ambition statement (20) Improve the involvement of communities in the decisions, and development of services and supports, that affect them Page 96 of 110
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• Flexibility and responsiveness (closeness and accountability to communities, members, users) • Role in building social capital • Experience and expertise in involving and developing volunteers • Ability to reach some of the most marginalised and excluded groups in communities • High levels of trust with service users and the public • Knowledge and expertise to address difficult social issues • Socially and mission driven • Independence (contribution to advocacy, social policy, campaigning, etc.) • Ability to innovate and attract additional, non-statutory sources of funding • Positive collaborative partnerships with other community and voluntary organisations and also with statutory agencies • Diversity 2.2 Review and realignment of Grant Award Programme Grant Award Programme (GAP) The current Community Grant Award Programme seeks to support community and voluntary organisations contribution to achieving the outcomes for North Lanarkshire. The programme is open to voluntary organisations or community groups operating in North Lanarkshire and may be used for various purposes including employee costs, accommodation costs and programme costs. Organisations can apply for a minimum of £1,000 and a maximum of £50,000 annually. Applications are currently assessed against criteria aligned to the Plan for North Lanarkshire and key elements of the vision particularly relevant to partnership working and supporting communities. The total allocated for Grant Award applications for 22/23 is currently around £580,000. A separate allocation is ringfenced for the council’s Service Level Agreement (SLA) with Voluntary Action North Lanarkshire (VANL) in their role as Third Sector Interface (TSI). 55 organisations are currently in receipt of a share of the funding. The approach to scoring and assessing applications was reviewed and the process updated following committee approval in January 2022 to ensure equity across previously funded organisations and new applicants. Further review is required to ensure that the criteria and associated scoring and assessment is fit for purpose and targets activity to supporting: • The current strategic priorities within TPFNL • The model for Working with Communities and the priorities identified with communities through the development of the nine LOIPs • The role of key community anchor organisations as catalysts for building community and voluntary sector capacity to support delivery of local community led priorities Proposed approach Discussion to develop this programme of work over the past few years has focused on the potential for a ‘commissioning’ approach. While emerging good practice in the public sector has moved towards a ‘Community Commissioning’ model (which better lends itself to a more open and empowering approach), traditionally commissioning is often Page 97 of 110
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characterised by defined services and activities, prescriptive processes and competitiveness rather than encouraging partnership or cooperation. Informed by wider discussion with community planning partners and council services, the proposal is to review and redesign the Grant Award Programme to more closely align to the ‘Communities’ model and reflect the priorities set by communities through their nine LOIPs. This would provide a framework that can be applied to other Council and indeed partnership funding maintaining the focus and a ‘golden thread’ from grassroots activity, LOIP priorities and the priorities within TPFNL. This approach outlined does not fit neatly with the traditional definition of a ‘commissioning ‘model. The proposed approach is better described as one that is seeking to work collaboratively with the Community and Voluntary sector to deliver services and activities in response to local need and in line with strategic priorities for North Lanarkshire. It is suggested that the focus for this programme of work moving forward reflects this. The proposed approach may reflect components of different approaches to working with communities • Community commissioning - in that priorities and types of activity could be defined within the context of the LOIP priorities and local community and voluntary organisations will be able to ‘bid’ for resource to deliver. • Grant making – in that the detail of proposals will be up to the submitting organisation reflecting their knowledge of the community, their target audience and the subject matter and they will be required to evidence • Co-production – in that both the process and the delivery is about coproduction between public, voluntary and community sector to active progress around shared outcomes • Participatory budgeting in that criteria will reflect locally identified need based on community engagement • Place making and place planning – criteria, decision making and assessment will reflect locally agreed priorities aligned to the LOIP;s Process and timeline Stage 1: Internal review of approach – Oct – Dec 2022 • Engagement with Elected Members • Desktop review of background procedures and processes to look at opportunities for better alignment Stage 2: Engagement with CVS and funded organisations Dec 2022 – Feb 2023 • Undertake initial stakeholder engagement with local community and voluntary sector agencies • Focus groups • Survey Stage 3: Approving approach and process • Presented to Committee for approval – Cycle 2 2023 • Awareness raising around updated approach – Summer 2023 • Framework available to be applied to other funding streams as appropriate – ongoing from summer 2023 Page 98 of 110
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2.3 Strengthening the role of the Community and Voluntary Sector Community Concordat The previous Community Empowerment Committee in January 2022 approved resource for Voluntary Action North Lanarkshire to lead in the development of a Community Concordat. The approach endorsed was based on working collaboratively with communities and community planning partners to develop, agree and implement a Community Concordat between North Lanarkshire stakeholders, which sets out shared values and approaches to empowering and investing in local communities to support improved wellbeing, equality and sustainability. A detailed update on this work is provided in a separate report on the agenda for this meeting. Community wealth building Community wealth building as a concept has been the subject of national and local debate and discussion. In the North Lanarkshire context, community wealth building is emerging across several workstreams. As previously reported to committee there is consensus across services that what would be useful in the North Lanarkshire context is: • a shared understanding and definition for community wealth building; • mapping to understand the breadth of work that contributes to wealth building and any further opportunities to enhance ; • development of a corporate community wealth building statement to be embedded across several policy and strategy areas; and • potential to consider regular reporting to committee on a range of wealth building activity Discussion is already underway to consider a statement that could be applicable across the following key areas of business development: • Social Economy Framework development; • Community Benefits; • Participatory Budgeting ; • Procurement; and • Tackling poverty and inequality Work to develop the Social Economy Framework has reflected the need to better strengthen and connect approaches to wealth building. Workshop discussion linked to this from the launch of the framework earlier in October 2022 will be used to inform next steps. In parallel to this key Council services have been engaging with the Wellbeing Alliance to scope out opportunities and approaches that are directly in support of the concept of creating a Wellbeing Economy in North Lanarkshire. A Wellbeing Economy is one where public interest determine economics. Rather than pursuing economic growth through indicators such as GDPR, a wellbeing economy monitors and places value on things that contribute to quality of live such as for example health, nature, education, and communities Page 99 of 110
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Early discussion has focused on how the principles of a Wellbeing Economy could be applied in North Lanarkshire to contribute to the ambition and plans to improve outcomes for local people. A further session is planned and due to take place in November 2022 to scope out next steps and key actions to progress this work. A more detailed update report will be presented at a future committee cycle. 3. Measures of success • number of community groups accessing funding ; • number of LOIP priorities being progressed through use of GAP funding • number of community groups applying funding • positive alternative outcomes as a result of initial enquiries relating to GAP funding 4. Supporting documentation None Stephen Penman Head of Strategic Communication Page 100 of 110
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? An integrated Fairer Scotland Duty/Equality Impact Assessment was carried out during the development of the strategic Framework for Working with Communities. Data gathered through the ongoing engagement with communities will be vital in informing/shaping future locality community planning linked to the LOIPs If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? A one off budget allocation of up to £60k was identified within the Communities division in the financial year 2021/22 to fund the work outlined in this report. This funding was to cover the following :- • a temporary Project Co-ordinator employed by VANL for 12 months: £30,000. • two independent Appreciative Inquiry Facilitators commissioned and managed by VANL: £30,000. The funding was added to the Council’s current funding arrangements for VANL and progress monitored through already established liaison mechanisms between the Council and VANL Page 101 of 110
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5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☐ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Digital approaches are utilised as required to maximise participation Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? 5.9 Risk impact Page 102 of 110
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Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? The approach outlined within this report contributes to the controls associated with the corporate risk - engagement and consultation with communities, partners and stakeholders on the shaping and delivery of services. Page 103 of 110
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North Lanarkshire Council Report Communities Committee Does this report require to be approved? ☐ Yes ☒ No Ref CG/JMcK Date 31/10/22 Contracts awarded below Committee approval threshold From Head of Asset and Procurement Solutions E-mail mckinstryj@northlan.gov.uk Telephone James McKinstry 07939281102 1. Background 1.1 The Councils General Contract Standing Orders (the ‘GCSOs’) outline financial approval thresholds for contracts for goods, works and services. Contract awards above £500,000 for Supplies and Services and above £2,000,000 for Works require approval by the Committee. These contract awards are considered by the Committee on a case-by-case basis. 1.2 Where the value of a contract award is between £50,000 and £500,000 for Supplies and Services and between £500,000 and £2,000,000 for Works, GCSOs require that the Head of Asset and Procurement Solutions award these contracts on behalf of the appropriate Chief Officer. 1.3 The Head of Asset and Procurement Solutions is required to notify Committee on a regular basis of any such contracts awarded on behalf of Procuring Service Areas. Executive Summary This report notifies the Committee of the contracts awarded between 1 July 2022 to 30 September 2022. It sets out those contracts awarded with a value below the financial threshold requiring Committee approval. Recommendations The Communities and Regeneration Committee are: • advised of the Contracts awarded below Committee approval threshold between 1 July 2022 to 30 September 2022 as per the process within the Council’s General Contract Standing Orders. The Plan for North Lanarkshire Priority Improve North Lanarkshire's resource base Ambition statement (18) Ensure our digital transformation is responsive to all people's needs and enable access to the services they need AGENDA ITEM 7 Page 105 of 110
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2. Report 2.1 The GCSOs require that contracts in excess of £500,000 for supplies and services and £2,000,000 for works are approved, on a case-by-case basis, by the Committee before award. 2.2 The GCSOs require that contracts with a value above £50,000 but less than £500,000 for Supplies and Services and above £500,000 but less than £2,000,000 for Works are awarded by the Head of Asset and Procurement Solutions on behalf of the appropriate Chief Officer. 2.3 The contracts awarded by the Head of Asset and Procurement Solutions that are under the £500,000 Committee financial approval threshold for Supplies and Services and £2,000,000 for Works in the period from 1 July 2022 to 30 September 2022 are detailed in Appendix 1. 3. Measures of success 3.1 Contracts support the delivery of Council and service priorities. 3.2 Appointment of contractors who have suitable experience and capability to deliver the required supplies, services or works. 3.3 Contracts awarded by the Council are compliant with GCSOs and procurement legislation. 3.4 The Council’s Contract Register is kept updated by services and management information is comprehensive and accurate. 3.5 Best Value is both demonstrable and achieved. 4. Supporting documentation 4.1 Appendix 1 - Summary of contracts awarded. James McKinstry Head of Asset & Procurement Solutions Page 106 of 110
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☒ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Where Financial impacts have been identified, they have been established and addressed in each specific Contract Strategy and incorporated into the project. The Council’s Procurement Strategy proposes methods of maximising the delivery of procurement benefits that could bring improved financial return to the Council and the areas wider economy. Certain benefits have a monetary value attached and these will be monitored on a project-by-project basis. 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☒ No ☐ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Where HR impacts have been identified, they have been established and addressed in each specific Contract Strategy and incorporated into the project. Contracts awarded by the Council are compliant with GCSOs and procurement legislation. 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☒ No ☐ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Where Legal impacts have been identified, they have been established and addressed in each specific Contract Strategy and incorporated into the project. Page 107 of 110
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Contracts awarded by the Council are compliant with GCSOs and procurement legislation. 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☒ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☒ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? All contracts listed have been assessed by the Enterprise Architecture Governance Group (EAGG). Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☒ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Sustainable procurement is one of the key objectives of the Council’s Procurement Strategy and will have a positive impact, including, embedding sustainable procurement as business as usual and incorporating community benefits into the Councils contracts. Supporting local businesses and SMEs through closer working with colleagues in the Council’s Enterprise department and by making our processes more streamlined and accessible. Where Environmental/Carbon impacts have been identified, they have been established and addressed in each specific Contract Strategy and incorporated into the project. 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.9 Risk impact Is there a risk impact? Yes ☒ No ☐ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? Page 108 of 110
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Where Risk impacts have been identified, they have been established and addressed in each specific Contract Strategy and incorporated into the project. Contract award procedures may be susceptible to legal challenge if they are not discharged in accordance with GCSO and procurement legislation. Page 109 of 110
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APPENDIX 1 – SUMMARY OF BELOW THRESHOLD CONTRACT AWARDS Contract Description Contract Award Date Contract Start Date Contract End Date Contract Extension Contract Value (inc extension) (£s) Pre- Procurement Estimate (£’s) Successful Tenderer Supplies Services Works No of Tenders Received Route* Provision of a Planning, Building Standards and Property System 07/09/2022 01/04/2022 31/03/2023 N/A £65,403.13 £65,403.13 Idox Software Ltd Services 1 EXT* *Contract extension to incumbent provider delivering best value. Provision for extension made in original contract award reported to previous Committee. Key – Procurement Route CO - Contract Open Procedure CR - Contract Restricted Procedure FO - Framework Open Procedure FR - Framework Restricted Procedure FMCC - Mini Comp Council Framework FMC3 - Mini Comp 3rd Party Framework DAFC - Direct Award Council Framework DAF3 - Direct Award 3rd Party Framework DAH&SC - Direct Award Health & Social Care Related Services N - Negotiated Contract EXT - Extension to Contract/Framework Page 110 of 110