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FRCS SIP Outturn Report Final - to Committee

Renfrewshire Council · 13 June 2024
Back to Finance, Resources and Customer Services Policy Board — 13 June 2024 and its agenda

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___________________________________________________________________
To: Finance, Resources and Customer Services Policy Board 
On: 13 June 2024
___________________________________________________________________ 
Report by: Director of Environment, Housing and Infrastructure 
___________________________________________________________________ 
Heading: Environment, Housing and Infrastructure - Service Improvement
Plan 2023-26 Outturn Report
___________________________________________________________________
1. Summary 
1.1 The Environment, Housing and Infrastructure Service Improvement Plan
2023-26 was approved by the Finance, Resources and Customer Services
Policy Board on 8 June 2023. The plan sets out the priorities for the
development of the service over a three-year period.   
1.2 The Service Improvement Plan is part of a suite of documents which describe
the strategic direction of the service and the Council and also includes the
Council Plan, Community Plan, Risk Management Plan and the Workforce
Plan. 
1.3 The Service Improvement Plan sets out the actions which will ensure
continuous improvement across the service and the performance indicators
which ensure the impact can be measured. These reflect the priority themes
of the new Council Plan which was approved by Council on 29 September
2022. 
1.4 Full details of Environment, Housing and Infrastructure performance and
achievements over the period 1 April 2023 to 31 March 2024 are appended to
this report. The main purpose of the report is to provide: 
• details of the key achievements of the service over the period;
• an update on changes made to the action plan and scorecard to reflect
the new Council Plan themes;

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• a progress update on implementing the action plan linked to the 2022-25
Service Improvement Plan; and
• an assessment of performance in relation to the service scorecard of core
performance indicators; 
1.5 During 2023/24, the service has made good progress in delivering positive
outcomes for Renfrewshire and its residents. This includes through the
actions within the Service Improvement Plan and also other areas of activity
which did not form part of the Service Improvement Plan actions which have
subsequently arisen during 2023/24. 
1.6 A new Service Improvement Plan covering the period 2024-26 is also being
presented to this meeting of the Finance, Resources and Customer Services
Policy Board. 
2. Recommendations 
It is recommended that the Finance, Resources and Customer Services
Policy Board
2.1 Note the content of this report 
2.2 Note the progress to date on delivering the actions contained within the
Environment, Housing and Infrastructure - Service Improvement Plan; 
2.3 Note the current performance of the service as measured by the scorecard
indicators. 
3.  Background 
3.1 The Service Improvement Plan is a comprehensive statement of the
outcomes the service aims to achieve, and the actions it will take to achieve
these. It fits within the wider planning framework of the Council by taking
account of Community Planning themes and Council priorities as set out in the
new Council Plan. It enables elected members to have oversight of
developments within the service and to consider and develop policy options
which reflect customer need and resource availability. 
3.2 The service improvement plan also provides a mechanism by which elected
members can evaluate the performance of the service. It contains an action

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plan and performance indicators against which progress can be measured.
This outturn report provides an update on progress against the 2023-26 plan. 
4. Service Update and Key Achievements April 2023 to March 2024 
4.1 Environment, Housing & Infrastructure continues to deliver essential frontline
services across Renfrewshire. Key achievements for Environment, Housing &
Infrastructure under the remit of the Finance, Resources and Customer
Services Policy Board are detailed throughout the action plan and performance
indicators in the appendix. 
5. Areas where actions have been delayed or cancelled 
5.1 As previously reported, there have been challenges for Building Services/Hard
FM around the WorkHub system that is used for job management and recording
across the repairs and maintenance service, work has continued with regards
to the contract.  Work has commenced on an upgrade of the system which will
add more operatives to the system and remove some of the manual
workarounds that have been in place for some time. 
6. Progress against performance measures 
6.1 Environment, Housing, and Infrastructure report on 10 performance
indicators, all reported on quarterly. 
Implications of the Report
1. Financial – The Service Improvement Plan highlights resourcing pressures
arising from increasing demand for services and the current financial
environment.  
2. HR & Organisational Development – The Service Improvement Plan also
highlights workforce development and wellbeing considerations.
3. Community/Council Planning – The report details a range of activities which
reflect Council and Community Planning themes and a direct link to the delivery
of the Council Plan.
4. Legal – none.
5. Property/Assets – none.
6. Information Technology – Service developments relating to information
technology are key enablers of service improvement and modernisation and
support service-level and corporate objectives.
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’

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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 reviewed and monitored, and
the results of the assessment will be published on the Council’s website. 
8. Health & Safety – none.
9. Procurement – none.
10. Risk – Risks related to the delivery and management of services are regularly
monitored and included in Renfrewshire Council’s Corporate and Strategic Risk
Registers. 
11. Privacy Impact – none. 
12. COSLA Policy Position – none.
13. Climate Change – Actions and indicators within the SIP covers the ‘green’ theme
of Renfrewshire’s Council Plan which highlights activities across the Council to
tackle climate change. 
___________________________________________________________________ 
List of Background Papers: 
Finance, Resources and Customer Services Policy Board; 8 June 2023,
Environment, Housing, and Infrastructure – Service Improvement Plan 2023/24 -
Item 11. 
Finance, Resources and Customer Services Policy Board; 23 November 2023
Environment, Housing, and Infrastructure - Service Improvement Plan 2023/26 Mid-
Year Monitoring Report - Item 7. 
___________________________________________________________________ 
Author  Gordon McNeil, Director of Environment, Housing & Infrastructure  
Email: gordon.mcneil@renfrewshire.gov.uk

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Environment, Housing & Infrastructure
Service Improvement Plan 2023 - 26
Outturn Report
May 2024

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Welcome to our outturn report
• This update reflects  progress over the last year of our Service Improvement Plan (SIP) and the
following pages shine a spotlight on some great projects or practice and highlight areas where we’d
like to improve or develop further. 
• Our Service Improvement Plan is closely aligned to the Council Plan and each of the actions and
performance indicators within the SIP are grouped under the appropriate Council Plan theme to
show the linkage between what we are aiming to achieve and the corporate priorities of the
Council. Towards the end of this document, you’ll find a full update against all the actions and
performance indicators we use to measure progress.
• We report on 10 performance indicators, all reported quarterly.

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About us
This update covers the Environment, Housing and Infrastructure service areas within the remit of the Finance,
Resources and Customer Services Policy Board. These are:
Facilities Management & Property Services covers four key service areas: soft facilities, hard facilities, support
services and property services. Soft facilities cover janitorial, cleaning, catering, housekeeping and school
crossing patrollers. Hard services cover building services operations, repairs and maintenance for housing and
public buildings. Support services is responsible for compliance in schools and public buildings, life cycle
maintenance in schools & public buildings and PPP contract management. Property Services is a multi-
disciplinary design consultancy commissioned by Council Departments to deliver projects.

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Delivering the Council Plan
Economy: Environment, Housing
& Infrastructure continue to
provide apprenticeship and
trainee opportunities across
services, encouraging positive
destinations.
Green: Renfrewshire’s focus on
the journey to Net Zero is
supported by efforts in Facilities
Management and Property
services.
Place: Partnership working
informs the facilities management
provision across new
developments.
The delivery and turnaround of
void properties review continues
to work towards returning
properties to the letting pool as
soon as possible.
The Strategic Property review
across the Council estate is
progressing well.

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Delivering the Council Plan - Place
Achievements:
• The percentage of compliance tasks for public buildings is trending to meet the 90% target.
• The Strategic Property review continues to progress. Work has been undertaken to collect and assess data for
the Council portfolio. All properties have now been assessed via a matrix to allow strategic decisions to be made
with regards to the property portfolio.
• Property Services is a multi-disciplinary design consultancy commissioned by Facilities Management or Council
Departments to deliver projects, including managing and delivering solution to the RAAC panels within Castlehead
HS gym areas, delivery in September 2023 of the Paisley Learning and Cultural Hub, completion of the Paisley Arts
Centre project in April 2024 and the Renfrewshire House Car Park works. 
• Review of the voids process in partnership with consultants to improve and minimise the time taken to turnaround
properties and release back to the letting pool has been completed and action plan being implemented through
the creation of a Single Voids Team.

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Delivering the Council Plan - Economy
Achievements:
• Employment, training and apprenticeship opportunities are positively received in identified groups
of young people in Renfrewshire.
• Building Services currently have 2 people from the traineeship programme Invest in Renfrewshire,
and also have 2 adult trade apprentices from Catch.  2 apprentices have been nominated for APSE
Apprentice of the year award.
• 2 Invest trainees now have permanent jobs in Soft FM, a third is currently going through
recruitment for a post.

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Delivering the Council Plan - Fair
Achievements:
• Provision of healthy meals to meet the requirements of the Nutritional
Requirements of the Food and Drink in Schools (Scotland) Regulations
2020 continues to be delivered.  A new menu is being launched in June
2024.
• Full redesign of kitchen facilities in Mossvale/St James’, Barsail
and Bushes Primary schools have been completed.  All 3
kitchens are now full production cooking kitchens.

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Living our Values: making a difference together
We are focusing on understanding the impact of
trauma and reflecting our learning in how we
deliver our services, alongside the language we
use to help tackle stigma.
100% of Freedom of
Information requests were
responded to on time.
85% of frontline resolutions
responded to within agreed
timescales.
89% of complaints investigations
resolved within agreed timescales
Performance and management processes
continue to provide focus on analysis and
improvement. Work continues to develop
the depth and breadth of content to
continue to provide robust data led
intelligence to shape future service delivery.
Operations, Infrastructure & Service Development have
been successfully re-accredited through strategic review for
the next three years of accreditation to the ISO9001 Quality
Management Systems standard.

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Improving Outcomes for Children and Families
Achievements:
• Environment, Housing & Infrastructure have been liaising with the Council's
Promise lead officer to ensure the service is supporting The Promise.
• Facilities Management continue to focus on getting it right for children, families
and communities through the delivery of a programme of engagement with
schools, parents and pupils, encouraging participation in the development of
school meal menus.
Across all of our work and all of our efforts, we hope for loving and happy lives for Renfrewshire’s children – working together to
get it right for children, families and communities – protecting, learning, achieving and nurturing. Every priority of our Council
Plan contributes to improving the lives of Renfrewshire’s children and their families.

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Actions and indicators
Outturn Report
May 2024

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Delivering the Council Plan – Place
What we will do Due Date Status Progress update
Review and strategically plan both
proactive planned preventative
maintenance and reactive repairs
to public buildings in
Renfrewshire including schools
31 March 2024
The 5-year building condition surveys of the education estate is now complete. The data is currently being assessed and further
engagement will be required with Children Services and finance partners to help shape the spend profile/priorities moving
forward. Any works planned will need to align with the current Net Zero strategy.
Continue to review and deliver an
electronic job management and
stores system.
31 March 2024
Building Services are working with the current hybrid system and are planning to increase the electronic diary management.
Reports on time and materials have been developed and checked for robustness via the lead Financial Partner.  There has been
some operational progress with the supplier of the Workhub system with an upgrade taking place in 2024.
Lead and drive the Strategic
Property Review across
Renfrewshire Council’s estate. 31 March 2024
Work has been undertaken to collect and assess data for the Council portfolio. All properties have now been assessed via a
matrix to allow strategic decisions to be made with regards to the property portfolio. The long term lease at Abbey House has
ended with staff being relocated to Renfrewshire House. Other leases e.g. 5a High Street have ended and work continues to
review different strands/themes e.g. Community Halls/Self Managed Halls, surplus properties etc.

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Delivering the Council Plan – Place
Indicator Current
Status
2021/22 2022/23 Q1 Q2 Q3 Q4 2023/24 2023/2
4 Explanation of performance
Value Target Value Target Value Value Value Value Target Value
% of Overall repairs completed
within time by building services 93.68% 95% 93.43% 95% 91% 95.9% 92.3% 91% 95% 92.1%
The value for 2023/24 is slightly below target
of 95%
Average length of time taken to
complete non-emergency
repairs – public buildings (days)
17.2 15 N/A 15 N/A N/A N/A N/A 15 N/A
As previously reported, there have been
challenges for Building Services/Hard FM
around the WorkHub system that is used for
job management and recording across the
repairs and maintenance service. Manual
workarounds have been put in place with
regards to updating and processing
completed work. Whilst the work is being
done timeously, the manual closing of the
jobs (process delay)  means that figures are
not meaningful or accurate. Work is being
undertaken with contractor to upgrade the
system to resolve these on-going issues.
% of compliance tasks
undertaken per year –Statutory
compliance for public buildings
72% 80% 82% 80% 90% 87% 85% 89% 90% 88%
Compliance is sitting just below target. We
continue to monitor performance at the
contractors monthly progress meetings and
we reiterate the  importance of contractors
issuing certificates timeously to ensure these
are recorded as complete within timescale.

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Delivering the Council Plan – Economy
What we will do Due Date Status Progress update
Provide employment, training and
apprenticeship opportunities for
identified groups of young people
in Renfrewshire
31 March 2024
Building Services currently have 2 people from the traineeship programme Invest in Renfrewshire inaddition we
also have 2 adult trade apprentices from Catch. For 2024 apprentice intake we have advertised 7 youth apprentices
and 1 adult apprentice. 2 apprentices have been nominated for APSE Apprentice of the year award.
2 Invest trainees now have permanent jobs in Soft FM, a third is currently going through recruitment for a post.

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Delivering the Council Plan – Fair
What we will do Due Date Status Progress update
Provide healthy meals that meet
the requirements of the
Nutritional Requirements for Food
and Drink in Schools (Scotland)
Regulations 2020 by analysing the
school menus to comply
31 March 2024 A new Primary menu is being launched in June 2024. The service continually seeks feedback and updated the menu
regularly to improve the quality of meals and meet service user’s needs.
Work in partnership with
Community Learning and
Development Team as an integral
part of the holiday programme
through the provision and delivery
of healthy meals
31 March 2024
This partnership programme is ongoing across school holiday periods.
Work with the Scottish
Government to continue to deliver
the further expansion of free
school meals to all P6/P7 pupils
and to deliver a free breakfast
service for all primary school
pupils.
31 March 2024
Capital funding of £1.569m for P6/7 expansion for SCP has been received. Work is underway with colleagues In Property
Services to commence upgrading 5 primary schools to full production kitchens, with an estimated completion date of
August 2025.
The five primary schools  Heriot, Our Lady of Peace, Howwood, St Margaret’s and Kilbarchan.
Further capital funding is expected from Scottish Government for 2024-25.

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Delivering the Council Plan – Fair
What we will do Due Date Status Progress update
Deliver the capital investment of
£867k across 3 primary schools in
Renfrewshire to allow fully
equipped cooking kitchens to be
put in place.
31 March 2024 Refurbishments competed in December 2023, all 3 kitchens now full production cooking kitchens.

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Delivering the Council Plan – Fair
Indicator Current
Status
2021/22 2022/23 Q1 Q2 Q3 Q4 2023/24 2023/24
Explanation of performance
Value Target Value Target Value Value Value Value Target Value
% uptake of free
school meals in
primary schools
TBC 49.3% 75% 53.4% 52% 51.6% 49.3% 52% 55% 60% 52.5%
Although the overall figure is 52.5%, you can
see the increase in Q3 and Q4. This is a
direct result of activity in the schools,
specifically targeting P5, where we see a very
low uptake.
Menus are being changed regularly in line with
survey feedback from teacher, parents,
children and catering staff. (new menu June
2024).
Taster sessions being run in schools with
particularly low uptake.
Also working with Head Teachers looking at
ways to improving the dining experience,
staggered lunches being considered, this will
allow longer for children to eat.
In Q3, 3 kitchens changed from import to
cooking kitchens, so that increased the uptake
too.
% uptake of free
school meals in
secondary schools
TBC 32.3% 49% 39.1% 35% TBC TBC TBC TBC 42% TBC TBC

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Delivering the Council Plan – Living our Values
What we will do Due Date Status Progress update
Provide our employees with the
appropriate support to manage
their attendance, health and
wellbeing
31 March 2024
The members of the Health and Wellbeing forum are being reviewed as many people have left the employment of
Renfrewshire Council. This forum looks at various ways to support employees health and wellbeing across all service
areas. Various topics are discussed including menopause and mental health walking groups have been established.
Poster frames have been distributed across all premises for the display of information for staff. Mental Health
Booklet now updated and published along with a Z card this is being distributed to all frontline staff. This will be
added to the employees record and be included in induction packs. 
Pocket sized cards have been handed out to all frontline employees, the cards provide all contact information for
Staff mental health and wellbeing support.
Senior Managers continue to strive to assist employees with regards to attendance, health and wellbeing. Work is
underway to understand and feed into the new Managing Absence Policy.
Funding has been earmarked for continued wellbeing work and will be led on by Senior Manager in Building
Services.
Implement the next phase of
transformation as part of Right for
Renfrewshire (Council Plan)
31 March 2024
The Right for Renfrewshire workstream has been closed down for Facilities and Property Services. However, work
continues on the review of Community Lets across Renfrewshire. Discussions with OneRen continue to assess lets,
particularly at the weekend to maximise income and ensure it is allocated to the appropriate department.
Better use of data and technology
to improve services performance
and delivery
31 March 2024
Following successful trials and testing, the digitisation and delivery of the cleaning audits audit management system
(CLAMS) was rolled out in November and December alongside the revised cleaning specification.
The app has been downloaded onto staff phones to facilitate digital audits of cleaning across all premises. The
development of the app aligns with the British Institute of Cleaning Science system that is also online.
The CLAMS app can also produce reports on Power Bi that help the service to manage and improve performance.
E,H&I staff have been trained in the use of Power Bi which will assist in the continued development of content to
provide robust data led intelligence to help inform future service delivery.

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Delivering the Council Plan – Living our Values
What we will do Due Date Status Progress update
Engage and participate in trauma
informed and responsive
Renfrewshire programme.
31 March 2024 As part of the Trauma response the service has invested in Mental Health First Aid training. This has been provided
to staff to assist in helping to deal with aspects of trauma.
Embed new approaches to staff
communication and engagement
across all areas of the service
31 March 2024
A series of manager away days have been held, with the last one taking place in May 2024. The Strategic
Communications Business Partner is now embedded within the service and is supporting the service develop a wide
range of approaches to communication and engagement with staff.
Ensure robust and up to date
business continuity arrangements
are in place 31 March 2024
Civil Contingencies Service continues to support services across the council ensuring that they have in place robust
arrangements for continued delivery of essential services in the event of significant incidents such as disruptive
weather, cyber-attacks, or widespread power outage. Updated draft versions of Business Continuity Plans for all four
service areas within E,H&I have been completed and are now waiting feedback from an external cyber consultation
before final approval.
Embed the enquiry systems for
public and elected members
across Environment, Housing &
Infrastructure services
31 March 2024
There has been progress to report the performance of Elected Member enquiries across EH&I but the recording and
monitoring of other enquiries continues to be undertaken separately. Work is ongoing to address this but has been
delayed until the new Service Development Team is established.
Review Health & Safety and Risk
Assessments
31 March 2024 The new Service Development Team are in the process of reviewing H&S and Risk assessments, with the operational
services across the whole of E,H&I.

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Delivering the Council Plan – Living our Values
What we will do Due Date Status Progress update
Ensure robust financial
monitoring
31 March 2024 The Senior Leadership Team and service managers continue to meet on a period by period basis with finance
colleagues to monitor budgets and to ensure the service is provided with the most up to date information to ensure
robust financial systems are in place to support the service.
Review and maintain
continuous improvement
frameworks
31 March 2024 Infrastructure & Service Development services have been successfully re-accredited through strategic review for the
next three years of accreditation to the ISO9001 Quality Management Systems standard.
Following this, a six monthly audit was carried out in March 2024 which resulted in no major non-conformances.
Support the Council in
developing New Ways of
Working
(Council Plan)
31 March 2024 A lot of work and preparation on the New Ways of Working has been undertaken with an initial focus on Renfrewshire
House as the Council headquarters. This has included setting up cross service Operational and Strategic Groups. Work
continues to review the New Ways of Working across Renfrewshire House, with the focus in the coming months also
being the office accommodation in Johnstone Town Hall.
The staff from Abbey House have been brought back into Renfrewshire House with them conforming to New Ways of
Working. In the Spring months in 2024, a focus will be on the 2nd and 3rd floors to get them into Village/hybrid working
and ensuring the same set up as other floors. There will also be a review of the Annexe.
Work continues with other organisations e.g. RVJB about the potential for them to work from Renfrewshire House.
Pilots of sound proof pods, new ICT meeting equipment, head phones and break out areas have been undertaken and
reviewed.
The work has been undertaken to give the flexibility for staff to continue to work in a hybrid model (wherever
possible) and therefore rationalise the number of desks for each team. Work has also been undertaken to understand
leases and assess if other organisations e.g. RVJB could be located in Renfrewshire House.

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Delivering the Council Plan – Living our Values
What we will do Due Date Status Progress update
Develop and undertake a
Strategic Property Review of
Council operational, non-
operational and surplus assets
(Council Plan) 31 March 2024
Work has been undertaken to collect and assess data for the Council portfolio. All properties have now been
assessed via a matrix to allow strategic decisions to be made with regards to the property portfolio. The long term
lease at Abbey House has ended with staff being relocated to Renfrewshire House. Other leases e.g. 5a High Street
have ended and work continues to review different strands/themes e.g. Community Halls/Self Managed Halls,
surplus properties etc.
A report will be provided to the Infrastructure, Land and Environment Policy Board in either June or after the
Summer recess in 2024.

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Delivering the Council Plan – Living our Values
Indicator Current
Status
2021/22 2022/23 Q1 Q2 Q3 Q4 2023/24 2023/24
Explanation of performance
Value Target Value Target Value Value Value Value Target Value
% of members
enquiries completed
within timescale by
E,H&I
87% 85% 93% 85% 91% 92% 94% 93% 85% 92%
Environment, Housing & Infrastructure
received 5,084 members enquiries in
2023/24, of which 92.3% were
responded to within timescale.
% of FOI requests
completed within
timescale by E,H&I
96% 100% 100% 100% 100% 99% 100% 100% 100% 100%
Environment, Housing & Infrastructure
dealt with 257 Freedom of Information
requests in 2023/24, of which 256
(99.4%) were responded to within
timescale. 103 of these requests were
cross departmental and 154 were
departmental.
% of front-line
resolutions dealt
with within
timescale by E,H&I
81% 85% 87% 85% 88% 89% 88% 77% 85% 85%
Environment, Housing & Infrastructure
received 9,395 front line resolutions in
2023/24, of which 85.1% were
responded to within timescale.

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Delivering the Council Plan – Living our Values
Indicator Current
Status
2021/22 2022/23 Q1 Q2 Q3 Q4 2023/24 2023/24
Explanation of performance
Value Target Value Targe
t Value Value Value Value Target Value
% of complaint
investigations
completed within
timescale by E,H&I
65% 95% 93% 85% 95% 95% 81% 84% 85% 89% 88.8% of 508 investigation complaints received
have been responded to on time
Average number of
work days lost
through sickness
absence per
employee (FTE)
(cumulative)
This is a new indicator in 2023/24 covering new
service
3.5
days
3.36
days
3.93
days
4.12
days
Awaiting
HR target
info
14.91
days
As reported to the Audit, Risk and Scrutiny
Board in March 2024 (agenda item 9)

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Delivering the Council Plan – Cross Cutting Theme -
What we will do Due Date Status Progress update
EH&I will work towards keeping
The Promise 31 March 2024
Service Areas have been liaising with the Council's Promise lead officer to ensure the service is supporting The
Promise.
Deliver a programme of
engagement with schools,
parents, and pupils,
encouraging participation in the
development of school meal
menus
31 March 2024
Officers continually liaise with schools, in particular Head Teachers to understand what is working well (or not so
well). Where feedback is received, this is actioned  - this has been the case with parts of the new menu which have
been changed following feedback.
Facilities Managers continue to visit all schools to meet Head Teachers and discuss any issues.
The latest survey got over 2,000 responses, with a new Primary menu being implemented in June 2024 in line with
feedback.

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Environment, Housing & Infrastructure
Service Improvement Plan 2023 - 26
Six-monthly progress update
November 2023