Facilities and Property Service Update Report
Renfrewshire Council · 5 February 2026
Back to Finance, Resources and Customer Services Policy Board — 5 February 2026 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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PUBLIC To: Finance, Resources and Customer Services Policy Board On: 05 February 2026 Report by: Director of Environment, Housing & Infrastructure Heading: Facilities and Property Services - Service Update Report 1 Summary 1.1 Environment, Housing & Infrastructure brings together a range of Council services and activities, with both strategic and operational responsibilities. This report provides an operational performance update on Facilities Management (Hard and Soft Services), Building Services and Technical Services delivered by Environment, Housing & Infrastructure since the last Policy Board in November 2025. 2 Recommendations It is recommended that members of the Finance, Resources and Customer Services Policy Board: 2.1 Note the content of this report. 3 Operational Update Hard Facilities Management (Hard FM) 3.1 Public Buildings – Capital Projects 3.1.1 As part of on-going improvements for sports/activities across the learning estate, Officers are currently exploring the provision for additional Multi Use Games Arenas (MUGAs) and upgrades to red blaes pitches, within a number of primary schools. These works will be discussed with Children’s Services and undertaken on a priority basis as the budget allows. A commission has been raised for feasibility studies to 5 schools: • Barsail PS • St Anne’s PS
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PUBLIC • Gallowhill PS • East Fulton PS • Kilbarchan PS Once the feasibility study is complete, a further update will be brought back to this policy board. 3.1.2 Waterproofing/ramp works at Renfrewshire House have now been completed. 3.1.3 The tender for decarbonisation surveys to 5 schools went out to the market and was reviewed in late January 2026. 3.2 Public Buildings - Lifecycle Replacement works Works have progressed well this fiscal year and officers continue to explore areas of investment across the estate. 2025/26 (New Works) Site Work Required McKillop Institute Lining Disabled car park spaces Castle Semple Country Park Replace shutter Parkmains HS Replace PC lighting control Castlehead HS Replace carpet Ralston PS Electric works (re-cabling) Trinity HS Renew Single door set 3.3 Public Buildings – Reactive/General Improvement works: 3.3.1 The Hard FM team are currently working on the following commissions: • Condition surveys for various community buildings (19 buildings in total). Surveys have concluded and reports are being reviewed. • HQ Building Management System upgrade - options appraisal includes the installation of new routers and is currently being finalised with ICT. • HQ lining of car park, general clean up and drainage works. Works due to commence in early 2026. • Underwood Road Depot – improvements to depot systems and security on going. Progress to date includes interlinking of all fire alarms systems. • Back Sneddon Street refurbishment – cost plans currently being finalised. Some priority works planned for early 2026. • Renfrew Victory Baths – roofing works prior to further capital investment. • Children Services upgrade works within various schools following Care Inspectorate inspection and recommendations. • Howwood Village Hall (minor internal upgrade works) is currently with
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PUBLIC contractor for pricing. • Officers continue to explore potential upgrade works within community buildings and to help promote potential CAT transfers. 3.4 Public Buildings compliance – Key Performance Indicators (KPIs) 3.4.1 Compliance stats for this quarter are slightly below target returning 88% across all tasks. Officers will continue to monitor to ensure high levels are maintained. 3.4.2 Compliance performance within the PPP Schools estate dropped to 92.5% for September 2025 due to 5 tasks being completed late. 3.5 Public Buildings - Repairs data 3.5.1 The repairs profile remains as expected, as detailed below: 2025/26 Repairs Education Core Prestige OneRen Total 6096 1544 779 211 8630 The pressure on the repairs budget remains a challenge as such, all non- essential works are currently being deferred for the remainder of the financial year. 3.5.2 The new Multi-Trade Framework is up and running and is currently progressing as expected. Officers have met with all the new suppliers and work orders are now being issued. Moving forward, regular meetings will be set up to ensure performance targets are met. 3.6 Responsive Repairs 3.6.1 The numbers shown below are only the repairs carried out by Building Services on behalf of Housing Services from April 2025 to December 2025. These numbers are very similar the total numbers at the same point in 2024/25.
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PUBLIC 3.6.2 Repairs to Public Buildings Building Services carry out responsive repairs across public buildings and OneRen properties across Renfrewshire. Officers are working with our colleagues within Hard FM to ensure the categorisation of the urgent repairs is correct. 3.6.3 Compliance - Public Buildings Building Services carry out compliance works across a number of areas. Officers continue to track and monitor data to maximise and increase the compliance of the Renfrewshire Council estate. There are a large number of electrical certificates requiring to be validated by the Qualified Supervisor and as a result, another Officer is due to be recruited. 3.7 Voids 3.7.1 From October 2025 through December 2025, Building Services void team have received 469 job orders, and continue to perform well and turn around void properties quickly. 3.7.2 The increased remedial workload in void properties makes keeping within KPI targets challenging, this is further heightened by the increase in GCH installs which require completion before the majority of other Trades can begin work within void properties. Building Services continue to use every available resource to ensure the timescales are being met, with reports showing the average void days for Building Services minus exemptions in Q3 was 13.3 days. The current average is below the 14 day KPI for the first time since post Covid (Q2 2019-2020, 13.8 days). 3.7.3 Building Services have continued the implementation of the 360° Viewing Technology with a mix of 291 post and pre-tenancy tours carried out over Q3, this brings the total number of tours carried out since the technology was
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PUBLIC introduced last year to 1,685. 3.8 Electrical Testing programme 3.8.1 There is currently a programme for carrying out the Electrical Installation Condition Report (EICR) testing across both Housing properties and Public Buildings. Building Services are working hard to ensure that the electrical compliance across both domestic and public buildings is maintained. 3.8.2 For every electrical job carried out across Renfrewshire, even minor works, there requires to be an electrical certificate issued by the electrician and then fully checked by the Electrical QS (Qualified Supervisor) before it is issued. The chart below demonstrates the volume of electrical work and certificates that are being managed by Building Services. • 21% increase from quarter 1 to quarter 2. • 24% increase from quarter 2 to quarter 3.
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PUBLIC 3.9 Gas servicing 3.9.1 From October 2025 to the end of December 2025, the domestic gas servicing and repairs team carried out 3,600 gas services. This is 30% higher than the gas services carried in the previous 2 years due to the change in procedures to service a boiler at a forced entry if there is sufficient funds in the meter. 3.10 Kitchen and Boiler Replacement Programme 3.10.1 Building Services have commenced work to put a programme in place to replace a substantial number of kitchens and gas boilers throughout the estate. Surveys and pre- measures have commenced, and boiler installations began on the 23 July 2025 and Kitchen installations started in August 2025.
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PUBLIC 3.10.2 Boilers Building Services are now fitting 16 Boilers per week. There were 242 fitted and installed by 31 December 2025. 100% inspection checks from Building Services have been undertaken and agreed following inspections by Housing Services Quality Officers. All categories are achieving positive feedback following the checks with Housing Services and tenant. 3.10.3 Kitchens Building Services are fitting 8 kitchens per week. Since the 11 August 2025, there have been 72 fully completed kitchens by 31 December 2025. 100% inspection from Building Services with routine inspections by Housing Services. All categories are achieving positive feedback following the checks with Housing Services and tenant. Building Services were made aware on 19 January 2026 that the kitchen supplier that had been awarded the contract via the procurement framework had gone into administration. Officers are working with colleagues in Corporate Procurement to assess options to appoint a new supplier and an update will be provided to this Policy Board in due course. 3.11 Capital / Planned Works 3.11.1 School Toilet Refurbishments Works are currently ongoing to refurbish school toilets. This has been an ongoing program working through the education estate to improve the toilets within schools. Works include Wetwall, vinyl flooring, ceilings, new sanitary ware and plumbing, all electrics including hand dryers, new radiators, new cubicles vanity units and decoration. 3.11.2 Building Services have recently completed Barsail PS. St Charles PS toilet refurbishment started in January 2026. 3.12 Apprentices/Training 3.12.1 Building Services submitted 13 comprehensive apprentice applications for APSE - UK apprentice of the year 2026. 4 Apprentices have made it through to the finals (Joiner/Painter/Electrical and Non-Trade specific) with the event being held on 5/6 March 2026. 4 Soft Facilities Management (Soft FM) 4.1 School Meals Kitchens & Boilers KPI Target Jul-25 Aug-25 Sep-25 Oct-25 Nov-25 Cumulative Status 1.0 Satisfaction 1.1 Customer Satisfaction 85% n/a n/a 96% 100% 93% 96% ✓ On Track 2.0 Quality 2.1 Zero Defects 90% 100% 95% 100% 90% 94% 96% ✓ On Track 3.0 Timescales 3.1 Units 80% 100% 100% 100% 90% 100% 98% ✓ On Track 4.0 Programme 4.1 Programme Updates 90% 100% 100% 100% 100% 100% 100% ✓ On Track 5.0 Health & Safety 5.1 RIDDOR Notifications 100% 100% 100% 100% 100% 100% 100% ✓ On Track 5.2 Risk Management 100% 100% 100% 100% 100% 100% 100% ✓ On Track
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PUBLIC 4.1.1 The rollout of the pre-order app continues across the remaining secondary school sites, supporting Renfrewshire Council’s commitment to improving the school dining experience and reducing food waste. Registration data shows steady growth, with Park Mains High School reporting 440 pupils registered and Castlehead High School at 298 registrations. Feedback from pupils has been overwhelmingly positive, highlighting key benefits such as reduced queuing times and the ability to secure their preferred lunch choices, which enhances satisfaction and minimizes waste from unserved meals. Work will continue to promote the functionality of the system within the remaining schools ahead of their go-live dates. Engagement activities will focus on demonstrating the convenience and efficiency of the app to pupils, ensuring a smooth transition and maximizing uptake. 4.1.2 The pre-order app has now been successfully implemented for senior pupils at St Benedict’s High School within the PPP school estate. PPP Management has adopted a targeted approach to increase uptake, resulting in 372 active users at St Benedict’s High School. Plans are in place to extend the rollout to other PPP school sites, with promotional activities aimed at demonstrating the benefits of the system to pupils prior to go-live. Early feedback indicates that pupils value the convenience of securing their preferred meal choices and the efficiency of the lunch service. 4.1.3 The introduction of a new menu for mid-year has contributed to an increase in school meal uptake. A review of preferred choices will be undertaken, with adjustments made to the current menu to further reduce dining hall waste. The annual pupil and parent survey, undertaken in January 2026, will inform the next menu cycle due for implementation August 2026. 4.1.4 In addition to these initiatives, significant kitchen upgrades were completed in early November 2025 at Heriot PS, Kilbarchan PS, Our Lady of Peace PS, and St Margaret’s PS. These schools have now returned to fully operational production kitchens, supporting improved service delivery and compliance with food safety standards. 4.1.5 HMIE Health & Nutrition inspection was undertaken at Castlehead High School in November 2025 with recommendations for further promotion of fruit & vegetables to actively encourage increased consumption. Actions have been implemented. 4.2 Scottish Child Payment 4.2.1 Work continues to focus on increasing the number of pupils accessing Universal Free School Meals (P1–P5), Free School Meals, and paid meals across both primary and secondary schools. While uptake remains strong in the early years of primary education, data indicates a gradual decline in participation among older primary year groups. As part of the 2026 strategy, targeted efforts will be made to increase uptake in P4-P7
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PUBLIC ensuring pupils continue to benefit from healthy, balanced meals and supporting the wider objectives of reducing food waste and improving nutritional outcomes. Engagement will include collaboration with schools, parents, and pupils to understand barriers to participation and implement initiatives that encourage consistent meal uptake 4.2.2 A process was implemented on 4 April 2025 where Parents/Carers of pupils in P6/7 that are eligible for Scottish Child Payment can apply for Free School Meals. Renfrewshire Council continues to share with families as part of the general contact relating to School meals, Clothing grants and changes to eligibility criteria. 4.3 Food Waste Management in Renfrewshire Primary Schools 4.3.1 In response to heightened focus on sustainability and compliance with HNIE inspections and Food for Life award criteria, Renfrewshire primary schools have implemented a comprehensive food waste management strategy. Beginning in August 2025, a structured process was introduced to track and measure food production, service and dining hall waste across all schools. This initiative included the installation of new waste segregation units in dining halls and close collaboration with Children’s Services to actively engage pupils in reducing food waste through awareness and participation. 4.3.2 To further support this strategy, branding enhancements have been introduced within school dining environments. New signage, badges, and associated materials have been developed to promote positive messaging around school meals and sustainability, reinforcing the importance of reducing waste. 4.3.3 Food waste at production and service stages has been significantly minimized through the pre-order system integrated with cashless catering. However, despite these measures, waste levels within dining halls remains a challenge, primarily due to uneaten meals and plate waste. Continued engagement with pupils, staff, and stakeholders will be essential to address this issue and drive further improvements. 5 Technical Services 5.1 Current Commissions 5.1.1 Officers within Technical Services continue to work across the Renfrewshire Council’s property portfolio and given the workload, major projects are reported to the respective Board e.g. Education and Children’s Services Board. 5.2 Infrastructure Programme 5.2.1 Renfrewshire House Archive Store Waterproofing/Ramp Upgrade o The commencement date was 12 July 2025, the existing condition of the ramp was in much worse condition that anticipated from the trial pits that were dug as per the site investigation works. Works were delayed and are now complete. The main source of delay has been primarily the wet weather inhibiting the contractor from installing the waterproofing and concrete.
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PUBLIC 5.2.2 Heriot PS Boiler House Heating Pipe Replacement o Tender documents have been revised and updated to capture some of the issues identified as part of the initial tender process. The works are programmed for site commencement in summer 2026. Major repairs have been completed to allow the building to operate as normal. 5.3 Life Cycle Maintenance: Schools Retrofit Programme 5.3.1 External consultants are currently being engaged to carry out feasibility studies on potential energy efficiency upgrades across five initial school and ELCC sites. A procurement exercise/approach has been agreed and will be taken forward. Hard FM has directed Technical Services to initiate a pilot project at Douglas Street ELCC. 5.4 Life Cycle Maintenance: General Programme 5.4.1 Technical Services, in collaboration with Hard FM, is currently reviewing the short-term component renewal programme. The aim is to identify priority works over the next 1–3 years, focusing on boilers, MUGAs, and other key components. Proposed projects are being cross-referenced with upcoming Children’s Services estate plans to avoid duplication and reduce costs. Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. 2. HR & Organisational Development – Apprentice recruitment detailed in the report will be undertaken as per standard Renfrewshire Council recruitment processes. 3. Community/Council Planning – the report details a range of activities which reflect local community and council planning themes. 4. Legal – As detailed within the report. 5. Property/Assets – As detailed within the report in relation to work on the Council property portfolio. 6. Information Technology - None 7. Equality & Human Rights – The recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be
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PUBLIC reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – Advice and guidance is being given to protect the health and safety of employees and service users when carrying out priority services for the Council in line with government and health guidance. 9. Procurement – As noted within the report. 10. Risk – None 11. Privacy Impact – The Scottish Government have introduced legislation to allow the data sharing with local authorities in relation to parents/carers who receive the Scottish Child Payment. 12. COSLA Policy Position – None 13. Children’s Rights – Facilities and Property Services are essential in trying to assist and deliver in support of Children’s Rights. In particular, the report demonstrates compliance by ensuring buildings are suitable provides good educational establishments (Article 28 - Access to Education) and by delivering schools meals and nutritious food (Article 27 – Food, Clothing, and a safe home). 14. Climate Change – Parts of the work undertaken in this report will reduce carbon emissions and assist in trying the reach Net Zero targets by improving efficiency of current buildings and new buildings across the portfolio. List of Background Papers None Author: Gordon McNeil, Director of Environment, Housing & Infrastructure Email: gordon.mcneil@renfrewshire.gov.uk