Minutes of meeting
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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Minute of Meeting Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 05 February 2026 10:00 Remotely via MS Teams, Present: Councillor Fiona Airlie-Nicolson, Councillor Jacqueline Cameron, Provost Lorraine Cameron, Councillor Graeme Clark, Councillor Audrey Doig, Councillor Chris Gilmour, Councillor Edward Grady, Councillor Neill Graham, Councillor Robert Innes, Councillor James MacLaren, Councillor Sam Mullin, Councillor Iain Nicolson, Councillor Jim Paterson, Councillor John Shaw Chair Councillor Shaw, Convener, presided. In Attendance A MacArthur, Director of Finance & Resources; B Walker, Programme Director (City Deal & Infrastructure) (Chief Executive's); G McLaughlin, Head of Education (Strategy & Improvement) and S Hughes, Early Years Education & Childcare Development Officer (both Children's Services); C Dalrymple, Head of Facilities & Property Services and E Tyson, Lead Facilities Manager Development & Strategy (Hard FM) (both Environment, Housing & Infrastructure); and R Cree, Head of People & Organisational Development, M Conaghan, Head of Corporate Governance, C McCourt, Head of Finance & Procurement, P Murray, Head of Digital, Transformation & Customer Services, E Shields, Head of Business Services, Risk & Safety, L Gillan, Interim Corporate Procurement Manager, R Davison, Digital Category Manager, A Donaldson and R Park, both Strategic Category Managers, J Tannock, Assistant Category Manager, S Ford and G Gordon, both Senior Procurement Specialists, E Simpson, Strategic Lead Partner (Organisational Development), G Innes, Senior Service Delivery Manager (Customer & Digital Operations), D Cardwell, Digital Learning Partner, G O'Neill, Organisational Development Partner, F Sinclair, Organisational Development Adviser, E Gray, Senior Committee Services Officer and D Cunningham, Committee Services & Licensing Officer (all Finance & Resources). Webcasting of Meeting Prior to the commencement of the meeting the Convener intimated that this meeting of the Policy Board would be filmed for live or subsequent broadcast on the Council's internet site.
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Apology Councillor Ann-Dowling. Declarations of Interest and Transparency Statements There were no declarations of interest or transparency statements intimated prior to the commencement of the meeting. 1 Investment Review Board There was submitted the Minute of the meeting of the Investment Review Board held on 19 November 2025, a copy of which forms Appendix 1 to this Minute. DECIDED: That the Minute be approved. 2 Joint Consultative Board (Non-Teaching) There was submitted the Minute of the meeting of the Joint Consultative Board (Non- Teaching) held on 20 November 2025, a copy of which forms Appendix 2 to this Minute. DECIDED: That the Minute be approved. 3 Revenue and Capital Budget Monitoring 2025/26 at 14 November 2025 There was submitted a revenue and capital budget monitoring report by the Director of Finance & Resources for the period to 14 November 2025. The report intimated that the projected revenue outturn at 31 March 2026 for those services reporting to this Policy Board was an overspend of £0.408 million (0.4%) against the revised budget for the year. The projected capital outturn at 31 March 2026 was a breakeven position. A number of revenue budget adjustments were detailed at section 6 of the report. DECIDED: (a) That the projected revenue outturn overspend position of £0.408 million be noted; (b) That the projected capital outturn break-even position be noted; and (c) That the budget adjustments detailed at section 6 of the report be noted.
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4 Revenue and Capital Budget Monitoring – Council Overview as at 14 November 2025 There was submitted an update report by the Director of Finance & Resources relative to an overview of revenue and capital budget expenditure for the Council as at 14 November 2025. The report detailed that the total projected revenue outturn position for the Council, Health & Social Care Partnership and Housing Revenue Account as at 31 March 2026 was an overspend of £7.135 million (1.3%) and the projected capital outturn for all services was a breakeven position, split between General Fund services and the Housing Revenue Account. Further analysis was detailed in the appendices of the report. DECIDED: (a) That the projected revenue outturn overspend position of £7.135 million be noted; (b) That the projected capital outturn break-even position be noted; and (c) That the prudential indicators detailed in section 7 of the report be noted. 5 Business Services Performance Report There was submitted a report by the Director of Finance & Resources relative to the performance of key business services functions, including revenue collection and benefit administration, for the period ending 28 December 2025. Appendices to the report provided information on revenue collection and key performance indicators. DECIDED: That the contents of the report be noted. 6 Business Services Accounts for Write-Off There was submitted a report by the Director of Finance & Resources relative to a proposed write off of Council Tax, Non-domestic Rates, housing benefit overpayment and sundry debtors' accounts for sums over £10,000 where recovery was no longer considered viable. The value of the debt to be written off was £262,527.92 and a breakdown of this figure was provided at tables 1-4 and Appendix 1 of the report. DECIDED: That the write-off of £262,527.92 of debts, as detailed in tables 1-4 and Appendix 1 of the report, be authorised. 7 Customer Services Performance Report There was submitted a report by the Director of Finance & Resources relative to performance of key customer services functions during December 2025. The report provided an update on the overall contact centre call handling volumes, implementation of the Digital Advisor (Millie) and indicated that face-to-face services continued in Renfrewshire House. DECIDED: That the contents of the report be noted.
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8 Civic Hospitality There was submitted a report by the Director of Finance & Resources relative to consideration of requests received by the Provost for civic hospitality from organisations for specific events as detailed within the report. The proposed type and cost of civic hospitality to be provided in respect of each civic event was set out in section 1 of the report and authorisation was sought for the Director of Finance & Resources, in consultation with the Provost, to make the necessary arrangements to provide civic hospitality, or in the case of events that had already been arranged, to homologate the action taken by the Head of Corporate Governance. DECIDED: (a) That the provision of hospitality as detailed in section 1 of the report for St Mirren Scouts, REN96 Swim Team and Renfrew Bowling Club be approved; (b) That the purchase of a table at the St Vincent’s ‘An audience with’ event and the ‘Fizz and Fun’ event be approved; and (c) That the Director of Finance & Resources, in consultation with the Provost, be authorised to make the necessary arrangements for the hospitality detailed above. 9 Paisley and Renfrew Common Good Fund Budgets 2026/27 There was submitted a report by the Director of Finance & Resources relative to the estimated funding available for disbursal during 2026/27 from the Paisley and Renfrew Common Good Funds. The report indicated that income from both Common Good Funds was used to fund ongoing projects and commitments made previously by this Policy Board and its predecessors. In addition, an annual allocation was to be made to the relevant Local Partnerships with delegated authority to disburse grants to local organisations that had applied for grant aid and/or to use the funding to support appropriate projects. A forecast income and expenditure statement for both Common Good Funds, including the cost of recurring projects, was appended to the report. DECIDED: (a) That the 2026/27 budget allocations to Local Partnerships be approved as follows: (i) Renfrew Local Partnership - £107,400 from the Renfrew Common Good Fund; (ii) Paisley East Local Partnership - £12,800 from the Paisley Common Good Fund; (iii) Paisley North, West & Central Local Partnership - £11,200 from the Paisley Common Good Fund; (iv) Gleniffer Local Partnership - £10,500 from the Paisley Common Good Fund; (b) That the continued funding of project awards, as outlined in Appendix 1 of the report be approved and the changes to expenditure detailed in section 5 of the report be noted; (c) That the future year allocations (previously agreed in 2024/25) to the Cherrie Centre, as outlined in paragraph 5.2 of the report, be noted;
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(d) That the non-recurring awards for the projects approved in 2025 after the 2025/26 Common Good budgets were agreed, detailed in paragraph 3.3 of the report, be noted; and (e) That the ongoing wider review of the financial arrangements related to leases and property maintenance, as outlined in section 7 of the report, be noted. 10 The Future of Council Tax in Scotland - Consultation Response There was submitted a report by the Director of Finance & Resources relative to Renfrewshire Council's response to the Scottish Government and COSLA's consultation titled The Future of Council Tax in Scotland. The report summarised the consultation and advised that the closing date for responses was 30 January 2026. Officers had prepared a response and submitted it prior to the deadline with the stipulation that it was subject to homologation by this Policy Board. A copy of the response was attached as Appendix 1 of the report. DECIDED: (a) That the consultation response, attached as Appendix 1 of the report be homologated; and (b) That it be noted that the Director of Finance & Resources would confirm final approval to the Scottish Government and COSLA. 11 Employee Reward and Recognition Scheme There was submitted a report by the Director of Finance & Resources relative to a review of the Council's Employee Reward and Recognition Scheme. The proposed changes to the scheme were summarised at section 4 of the report with the scheme set out in full at Appendix 1 of the report. DECIDED: That the new Employee Reward and Recognition Scheme, attached at Appendix 1 of the report, be approved. 12 ‘Improving our Workplace’ - Employee Engagement Survey Progress Update There was submitted a report by the Director of Finance & Resources relative to the work which has been undertaken following the completion of the Employee Engagement Survey undertaken in late 2024, the results of which were reported at the meeting of this Policy Board held on 13 February 2025. Updates were provided in respect of the actions previously identified for the first 12 months at Appendices 1 and 2 of the report. It was noted that a further update would be submitted to this Policy Board in early 2027. DECIDED: (a) That the progress made within the first six-to-twelve-month period be noted;
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(b) That it be noted that a further update would be submitted to this Policy Board in early 2027. 13 Facilities and Property Services - Service Update Report There was submitted an update report by the Director of Environment, Housing & Infrastructure relative to the operational performance of Facilities Management (Hard and Soft Services, including Building Services) and Property Services as delivered by Environment, Housing & Infrastructure since the last meeting of this Policy Board. DECIDED: That the content of the report be noted. 14 Contract Authorisation Report for a Flexible Framework for Early Learning and Childcare Places August 2025 (RC-CPU-25-008) There was submitted a joint report by the Director of Finance & Resources and the Director of Children’s Services relative to the award of places on the Flexible Framework for Early Learning and Childcare Places August 2025 (RC-CPU-25-008) (“Flexible Framework”). Appendix 1 of the report detailed the list of tenderers to be awarded a place. DECIDED: (a) That the Head of Corporate Governance be authorised to award a Flexible Framework for Early Learning and Childcare Places August 2025, reference RC-CPU- 25-008 (Flexible Framework), to the 37 tenderers listed in Appendix 1 of the report; (b) That the maximum approved value of up to £125 million for the Period of Contract of the Flexible Framework, including use of any extension periods, for all Commissioned Places made under this Flexible Framework be authorised; (c) That the Flexible Framework be authorised for an initial period of four years with the option to extend, at the discretion of the Council, for a further period of 12 months on three separate occasions; (d) That it be noted that the anticipated commencement date of the flexible framework was 7 April 2026; the actual commencement date would be confirmed in the Council’s letter of acceptance to tenderers in Appendix 1 of the report; (e) That it be noted that each provider’s appointment date to the flexible framework might be after the commencement date; and (f) That it be noted that where the Council reopened the flexible framework, a recommendation would be presented to this Policy Board for approval of any new entrants to the flexible framework.
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15 Six Contracts for Early Learning and Childcare Places – November 2025 (RC-CPU-25-071, RC-CPU-25-072, RC-CPU-25-073, RC-CPU-25- 074, RC-CPU-25-075 and RC-CPU-25-078) There was submitted a joint report by the Director of Finance & Resources and the Director of Children’s Services relative to the award of six separate Contracts for Early Learning and Childcare Places. DECIDED: (a) That the Head of Corporate Governance be authorised to enter into six separate Contracts as detailed below: (i) RC-CPU-25-071 Early Learning and Childcare Places to RAM 211 Limited (CRN SC384523, Care Inspectorate Service Number CS2010273088 and Provider Number SP2010011260), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £631,835 excluding VAT; (ii) RC-CPU-25-072 Early Learning and Childcare Places to Mid Gavin Nursery Limited (CRN SC219812, Care Inspectorate Service Number CS20091950007 and Provider Number SP2009010310), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £552,802 excluding VAT; (iii) RC-CPU-25-073 Early Learning and Childcare Places to Enchanted Forest Nursery Limited (CRN SC289081, Care Inspectorate Service Number CS2005107944 and Provider Number SP2005007827), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £180,000 excluding VAT; (iv) RC-CPU-25-074 Early Learning and Childcare Places to Collin Care Limited (Rivendale Nursery) (CRN SC335906, Care Inspectorate Service Number CS2011280672 and Provider Number SP2008009795), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £306,782 excluding VAT; (v) RC-CPU-25-075 Early Learning and Childcare Places to Insafehandschildcare Limited (CRN SC461804, Care Inspectorate Service Number CS2013319854 and Provider Number SP2013012146), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £485,148 excluding VAT; (vi) RC-CPU-25-078 Early Learning and Childcare Places to Collin Care Limited (Glencoats Lodge Nursery) (CRN SC335906, Care Inspectorate Service Number CS2016351379 and Provider Number SP2008009795), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £375,340 excluding VAT; and (b) That it be noted that each of the six Contracts were intended to commence on 7 April 2026 and that the exact Commencement Dates would be confirmed in the respective Letters of Acceptance.
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16 Three Contracts for Early Learning and Childcare Places – November 2025 (RC-CPU-25-070, RC-CPU-25-083 and RC-CPU-25- 084) There was submitted a joint report by the Director of Finance & Resources and the Director of Children’s Services relative to the award of three separate Contracts for Early Learning and Childcare Places. DECIDED: (a) That the Head of Corporate Governance be authorised to enter into three separate contracts as detailed below: (i) RC-CPU-25-070 Early Learning and Childcare Places to RAM 204 Limited (CRN SC348088, Care Inspectorate Service Number CS2008186651 and Provider Number SP2008010093), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £744,431, excluding VAT; (ii) RC-CPU-25-083 Early Learning and Childcare Places to Gryffe Manor Nursery Ltd (CRN SC554988, Care Inspectorate Service Number CS2017360728 and Provider Number SP2017012994), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £1,040,971, excluding VAT; (iii) RC-CPU-25-084 Early Learning and Childcare Places to Heather Murphy trading as Carriagehill Nursery (Green Road) (Sole Trader, Care Inspectorate Service Number CS2003043988 and Provider Number SP2003001028), for a contract period of up to one year with the option to extend for a period of up to one year, with a maximum value of up to £914,041, excluding VAT; and (b) That it be noted that each of the three contracts were intended to commence on 7 April 2026 and that the exact commencement dates would be confirmed in the respective letters of acceptance. 17 Contract Authorisation Report for Heriot Primary School - Boiler House and Heating Replacement (RC-CPU-25-082) There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a Works Contract for Heriot Primary School, Boiler House and Heating Replacement (reference RC-CPU-25-082) to Taylor & Fraser Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a works contract in the form of SBCC Standard Building Contract without Quantities for use in Scotland (SBC/Q/Scot), 2011 Edition with Employer’s Amendments for Heriot Primary School, Boiler House and Heating Replacement (reference RC-CPU-25-082) to Taylor & Fraser Limited (Co.no.SC155035); (b) That the total tendered contract sum of £412,768.89 excluding VAT be authorised;
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(c) That a contingency spend of £41,276.89, which equated to 10% of the total tendered contract sum, be authorised; (d) That a total approved contract value of £454,045.78 excluding VAT, the total tendered contract sum plus the contingency spend, be authorised; and (e) That it be noted that the date of possession of the site was 1 July 2026, the date of completion of the works was 13 August 2026 and that if there was a change to these dates then the actual dates would be as stated in the award schedule issued with the Council’s letter of acceptance to Taylor & Fraser Limited. 18 Contract Authorisation Report for Park Mains High School Extension – Design and Build – Advance Works Contract (RC-CPU- 24-053) There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of an advance works contract for Park Mains High School Extension – Design and Build (RC-CPU- 24-053) to Galliford Try Construction Limited, T/A Morrison Construction Scotland. DECIDED: (a) That the Head of Corporate Governance be authorised to award an advance works contract for the Park Mains High School Extension – Design and Build (RC- CPU-24-053) to Galliford Try Construction Limited, T/A Morrison Construction Scotland (co.no. 02472080); (b) That the amount for the advance works contract of £1,876,270.82 exclusive of VAT be authorised; (c) That a contingency spend of £187,627.08 which equated to 10% of the advance works contract be authorised; (d) That a total approved contract value, the total of the advance works contract plus the contingency spend, of £2,063,897.90 be authorised; (e) That the contractor’s total liability for matters which would be covered by Professional Indemnity be limited to £10 million in the aggregate with an annual automatic reinstatement; (f) That it be noted that the anticipated date of commencement of the works was 23 March 2026, that the date for completion was 12 weeks from the date for commencement of the works and that the actual dates would be confirmed in the Council’s letter of acceptance to Galliford Try Construction Limited, T/A Morrison Construction Scotland; and (g) That it be noted that a further report would be submitted to a future meeting of this Policy Board seeking formal approval to enter into the Design and Build Contract (the Main Works) with Galliford Try Construction Limited, T/A Morrison Construction Scotland.
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19 Contract Authorisation Report for Specialist Cleaning, Clearances and Ad-hoc Services (RC-CPU-25-150) There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a services contract for Specialist Cleaning, Clearances and Ad-hoc Services (reference RC- CPU-25-150) to Caledonian Maintenance Services Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a services contract in the form of an NEC3 Term Service Short Contract April 2013 and the ‘Z’ Clauses for Specialist Cleaning, Clearances and Ad-hoc Services (reference RC- CPU-25-150) to Caledonian Maintenance Services Limited (Co.no. SC084888); (b) That the contract value of up to £1,600,000.00, excluding VAT, for the service period, including use of any extension periods, for all task orders made under this contract be authorised; (c) That a service period of 24 months with the option to extend up to 12 months on two separate occasions be authorised; (d) That it be noted that the proposed starting date was 16 March 2026 and that if there was a change to this date then it would be stated in the award schedule issued with the Council’s letter of acceptance to Caledonian Maintenance Services Limited; and (e) That it be noted that the award of this contract required the provision of a Data Processor Agreement as indicated within the tender documentation. 20 Notification of Cost Increases –Lead Consultant Appointment for the AMIDS South Project (formerly GAIA South Project) (RC-CPU-19- 081) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to an increase in cost to the Lead Consultant appointment for the Advanced Manufacturing Innovation District (AMIDS) South (formerly GAIA South) Project. DECIDED: (a) That the increase in the approved contract value for the Lead Consultant appointment for the AMIDS South Project (RC-CPU-19-081) contract awarded to Amey OW Limited from £3,000,000.00 excluding VAT to a forecast fee of £8,000,000.00 excluding VAT be noted; (b) That it be noted that the completion of the Lead Consultant appointment for the AMIDS South Project (RC-CPU-19-081) contract was anticipated to be the end of March 2028 upon completion of the AMIDS South construction works; and
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(c) That it be noted that variations to this contract had been negotiated and agreed with the Lead Consultant in accordance with Standing Orders Relating to Contracts 34.4 and 34.5 and followed assessment of best value including Regulation 72 of the Public Contract (Scotland) Regulations 2015. 21 Contract Authorisation Report for the Supply of Citrix Licences (RC- CPU-25-171) There was submitted a report by the Director of Finance & Resources relative to the award of a call-off contract for the Supply of Citrix Licences (RC-CPU-25-171) to Phoenix Software Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award the call-off contract for the Supply of Citrix Licences following an e-auction under Lot 3 Software of the Crown Commercial Service Framework Agreement reference RM6098 for Technology and Associated Services 2 to Phoenix Software Limited; (b) That the call-off contract be authorised for a period of three years; (c) That it be noted that the proposed call-off contract start date would be 1 April 2026 to expire on 31 March 2029 and that the actual call-off start date and call-off expiry date would be confirmed in the order form; (d) That the call-off contract value of £211,459.25, excluding VAT, for the three-year period be authorised; and (e) That, in accordance with the Framework Agreement Core Terms, an aggregated liability cap which would not exceed the greater of £1 million or 150% of the estimated yearly charges be authorised.