Civic Hospitality
Renfrewshire Council · 10 September 2026
Back to Finance, Resources and Customer Services Policy Board — 10 September 2026 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
PUBLIC _________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 10 September 2026 __________________________________________________________________ Report by: Director of Finance and Resources __________________________________________________________________ Heading: Civic Hospitality __________________________________________________________________ 1. Summary 1.1 Officers have received a number of recent enquiries, including FOI requests, as to the process for assessing requests for Civic Hospitality including the criteria against which assessment is made. The existing Guidelines for Civic Hospitality, which set out both the process and criteria, are attached as the Appendix to this report. 1.2 The Guidelines for Civic Hospitality have not been reviewed for a significant period and refer to the predecessor of this Board. It is therefore suggested that it would be appropriate to undertake a review of the Guidelines, including consultation with all Elected Members, with a report being brought back to this Board at a later date. 1.3 The following requests for civic hospitality have been received for the financial year 2026/27. a) The stock of Paisley pattern pin badges for civic gifts had been depleted. The pin badges are one of the most widely used civic gifts. In order to replenish these an order for 1000 at the cost of £860 required to be made. Following consultation with officers, the Head of Corporate Governance used his delegated authority to approve the purchase and made the necessary arrangements. b) Correspondence has been received from the Paisley & District Battalion of the Boys Brigade requesting civic hospitality to accompany their presentations for the King’s Badge Awards on Wednesday 23rd September 2026. They have suggested the possibility of a civic reception for the 15 young people and their families at Paisley West Church.
Page 2
PUBLIC Following consideration of the application, officers recommend that the Board agree to provide a contribution of £400 towards the cost of tea/coffee and cake for approximately 100 people and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. c) Following on from the motion to Council on 26th February to recognise ‘Dolly’ Day’ which was unanimously approved, the Provost has requested civic hospitality to accompany the first ‘Dolly Day’. It is proposed that an Afternoon Tea for approximately 110 people be provided, which will include a selection of the Imagination Library Ambassadors who are assisting in delivering this programme which aims to improve language development and help to reduce educational inequality by encouraging a lifelong love of reading in children from birth to age five. Following consideration of the application, officers recommend that the Board agree to provide hospitality in the form of an afternoon tea at the Glynhill Hotel on Tuesday 29th September at the cost of approximately £2100 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. d) Each year the Provost holds an annual Christmas card competition which runs across Renfrewshire’s Primary Schools. The schools submit artwork to win a chance to be the official Christmas card sent by the Provost and five children are chosen to officially switch on the Christmas Lights in the towns of Renfrew, Paisley, Johnstone, Erskine and Linwood. In thanks and appreciation for this the winner in Renfrew will attend a carol concert hosted by the Provost as part of the official Renfrew Christmas switch on event and the winners in Paisley, Johnstone, Erskine and Linwood will be taken out for a celebratory tea and cakes prior to those towns switch on events where their finished card is presented to them, along with a small gift as a token for the winner’s achievement. Following consideration, officers recommend that the Board agree to provide a contribution towards the cost of hospitality for the Carol Concert in the form of tea/coffee and mince pies for 100, the additional hospitality as detailed above for the Paisley, Johnstone, Erskine and Linwood winners and a small gift for each of the five winners at the approximate cost of £800 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. 1.4 The budget provision for 2026/27 for Civic Hospitality (including international Links) is £46,460. Should the above be agreed, and taking account of previous decisions, the remaining balance would be approximately £24,610. 2 Recommendations 2.1 That the Board agree that a review of the existing Guidelines for Civic Hospitality be undertaken.
Page 3
PUBLIC 2.2 That the Board agree to: (a) provide the hospitality as detailed above for the Paisley & District Battalion of the Boys Brigade, Dolly Day and the Christmas card competition winners and carol concert and; (b) that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. 2.3 That the Board note the action taken by the Head of Corporate Governance in terms of his delegated authority in respect of the purchase of the Paisley pattern pin badges. Implications of the Report 1. Financial – The costs of the request from civic hospitality will be met from the 2026/27 budget provision. 2. HR & Organisational Development – None. 3. Community/Council Planning – Civic receptions provide recognition of the contributions made by individuals and organisations to the fabric of life in Renfrewshire. 4. Legal - None. 5. Property/Assets - None. 6. Information Technology – None. 7. Equality & Human Rights (a) 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. 8. Health & Safety – None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact - None. 12. Climate Risk – None. 13. Children’s Rights – Not applicable. 14. Cosla Policy Position – Not applicable. __________________________________________________________________
Page 4
PUBLIC List of Background Papers (a) Background Paper 1 – Email correspondence from Paisley & District Boys Brigade The foregoing background papers will be retained within Finance & Resources for inspection by the public for the prescribed period of four years from the date of the meeting. The contact officer within the service is Donna Gallagher, Member Services Officer (Telephone – 0141 487 1115, e-mail – donna.gallagher- pt@renfrewshire.gov.uk) Author: Donna Gallagher – Member Services Officer. Tel: 0141 487 1115 E-mail donna.gallagher-pt@renfrewshire.gov.uk
Page 5
Appendix PUBLIC Guidelines for Civic Hospitality The Council receives many requests to provide civic hospitality for a variety of events. In addition to these requests, the Council hosts a number of receptions for its own events such as the Provost’s Community Awards. Given the demand for civic hospitality and the limited budget available, the following guidelines outline the categories of events which are to be considered and the level of civic hospitality which may be provided. Only requests for events falling into one or other of the categories will be referred to the Finance & Resources Board for consideration. In all other cases, requests will be dealt with operationally by the Director of Finance & Resources in consultation with the Provost. In exceptional cases, requests which are outwith the categories may be referred to the Board for consideration. Categories • Civic/ceremonial occasions organised by the Council • Events to celebrate major anniversaries (eg 25, 50, 75 or 100 years) of organisations which have contributed to the general well-being of Renfrewshire • Hospitality in connection with prestigious events within Renfrewshire which would (a) support the Council’s policies relating to social inclusion, and/or (b) be of general economic benefit to Renfrewshire, and/or (c) attract favourable media coverage for the area on a national or international scale, and/or (d) promote Renfrewshire as an attractive centre for invited guests. Equal Opportunities Civic hospitality will not be granted to organisations which promote discrimination on the grounds of race, ethnic or national origin, religion, social background, marital status, gender, disability, age or sexuality.
Page 6
Appendix PUBLIC Format of Receptions • Wherever practical, accommodation will be looked at based on numbers attending and cost. • The number of invited guests will be determined having regard to the importance of the event, the location and the cost. • The Provost, or his/her nominee, will host all receptions. The appropriate Board Convener, or his/her nominee will also be invited to attend. Other invited elected members will reflect the political composition of the Council. • The guest list will be prepared by the Director of Finance & Resources in consultation with the Provost. Hospitality will comprise the provision of food and drink as deemed appropriate having regard to the nature of each event, for example:- • tea/coffee and biscuits • tea/coffee and sandwiches • soft drinks/wine and savouries • soft drinks/wine and finger buffet • soft drinks/wine and seated buffet • soft drinks/wine and seated lunch/dinner The approved suppliers for catering through the procurement framework should be used where possible: