Minutes of meeting
Renfrewshire Council · 11 September 2025
Back to Finance, Resources and Customer Services Policy Board — 11 September 2025 and its agenda
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Minute of Meeting Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 11 September 2025 10:00 Remotely via MS Teams, Present: Councillor Fiona Airlie-Nicolson, Councillor Alison Ann-Dowling, 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 Bruce MacFarlane, Councillor Sam Mullin, Councillor Iain Nicolson, Councillor John Shaw Chair Councillor Shaw, Convener, presided. In Attendance A MacArthur, Director of Finance & Resources; L McIntyre, Head of Policy & Partnerships and B Walker, Programme Director (City Deal & Infrastructure) (both Chief Executive's); C Dalrymple, Head of Facilities & Property Services, L Feely, Head of Housing Services and P MacIver, Technical Services Programme Manager (all 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, Strategic Service Delivery Manager, J Bowles, Purchase to Pay – Programme Operational Lead, L Gillan, Interim Corporate Procurement Manager, G Beattie, A Donaldson and R Park, all Strategic Category Managers, B Bradley and J Tannock, both Assistant Category Managers, G Gordon, Senior Procurement Specialist, E Simpson, Strategic Lead Partner (Organisational Development), L Currie, Managing Solicitor (Projects), Y McLachlan, People Adviser and E Gray and R Devine, both Senior Committee Services Officers (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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Declarations of Interest There were no declarations of interest intimated prior to the commencement of the meeting. Transparency Statements Councillor Gilmour declared a connection to item 10 by reason of being a supporter of Johnstone Burgh Football Club and an ex-officio member of Howwood Community Council. However, he indicated that he had applied the objective test and did not consider he had an interest to declare. 1 Joint Consultative Board (Non-Teaching) There was submitted the Minute of the meeting of the Joint Consultative Board (Non- Teaching) held on 12 June 2025, a copy of which forms Appendix 1 of this Minute. DECIDED: That the Minute be noted. 2 Investment Review Board There was submitted the Minute of the meeting of the Investment Review Board held on 11 June 2025, a copy of which forms Appendix 2 of this Minute. DECIDED: That the Minute be noted. 3 Revenue and Capital Budget Monitoring 2025/26 at 27 June 2025 There was submitted a revenue and capital budget monitoring report by the Director of Finance & Resources for the period to 27 June 2025. The report intimated that the projected revenue outturn at 31 March 2026 for those services reporting to this Policy Board was an underspend of £0.683 million (0.6%) against the revised budget for the year. The projected capital outturn at 31 March 2026 was a breakeven position. A number of revenue and capital budget adjustments were detailed at sections 6 and 7 of the report respectively. DECIDED: (a) That the projected revenue outturn overspend position of £0.683 million be noted; (b) That the projected capital outturn break-even position be noted; and (c) That the budget adjustments detailed at sections 6 and 7 of the report be noted.
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4 Revenue and Capital Budget Monitoring – Council Overview as at 27 June 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 27 June 2025. The report detailed that the total projected revenue outturn position for the Council, the Health & Social Care Partnership and Housing Revenue Account as at 31 March 2026 was an overspend of £7.823 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 £7.823 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 July 2025. Appendices to the report provided information on revenue collection and key performance indicators. DECIDED: That the content 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 viable. The value of the debt to be written off was £553,486.52 and a breakdown of this figure was provided at tables 1 - 4 and Appendix 1 of the report. Councillor Shaw proposed that a development session for elected members be arranged to cover the process followed by officers prior to proposing that debts be written off and that the session would take place prior to the consideration of the next Business Services Accounts for Write Off report, scheduled to be submitted to the meeting of this Policy Board to be held on 5 February 2026. This was agreed unanimously. DECIDED: (a) That the write off of £553,486.52, as detailed in tables 1 - 4 of the report, be authorised; and (b) That it be agreed that a development session for elected members be arranged to
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cover the process followed by officers prior to proposing that debts be written off and that the session would take place prior to the consideration of the next Business Services Accounts for Write Off report at the meeting of this Policy Board to be held on 5 February 2026. 7 Customer Services Performance Report There was submitted a report by the Director of Finance & Resources relative to performance of key customer services functions including call centre, face-to-face and digital support for customers during July 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. Details of customer volumes were provided in the report. The report advised that demand for Digital Services remained high and provided an update on the level of online transactions being completed. DECIDED: That the contents of the report be noted. 8 Local Government Terms and Conditions of Employment Under reference to item 7 of the Minute of the meeting of this Policy Board held on 12 June 2025, there was submitted a report by the Director of Finance & Resources relative to the ongoing process to modernise the Council's terms and conditions of employment. The report provided detail on the progress of negotiations between the Council and Trade Unions and summarised the final offer which had been presented to the Unions. It was expected that Union members would be balloted on the proposals and a report on the outcome and proposed next steps would be submitted to the meeting of this Policy Board to be held on 20 November 2025. DECIDED: (a) That the status of discussions with Unison, Unite, and GMB Trade Unions be noted; (b) That it be noted that officers were fully prepared to implement the proposals promptly should the ballot results return an acceptance; (c) That it be noted that formal negotiations would conclude if the ballot results return a rejection, as all reasonable efforts to reach agreement had been made; and (d) That it be noted that a final update detailing the ballot outcome and the Council’s intended next steps would be submitted to the meeting of this Policy Board to be held on 20 November 2025. 9 ‘People Strategy 2021/26’ - Revised HR&OD Policies There was submitted a report by the Director of Finance & Resources relative to proposed revisions to the Councils Equality, Diversity & Inclusion and Respect at Work Policies. The revised policies were set out at Appendices 1 and 2 of the report respectively and the key changes were noted within the report.
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DECIDED: That both the revised Equality, Diversity & Inclusion Policy and Inclusion and Respect at Work Policy, set out at Appendices 1 and 2 of the report respectively, be approved. 10 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. The report advised that the budget provision for 2025/26 for civic hospitality (including international links) was £46,460 and it was noted that should the proposed hospitality be agreed, taking account of previous decisions, the remaining balance would be approximately £10,900. DECIDED: (a) That the provision of hospitality as detailed in Section 1 of the report for Johnstone Burgh Football Club, Paisley & District Battalion of the Boys Brigade, 14th Paisley Company of the Boys Brigade, Paisley Abbey, Howwood Community Council, the Christmas Card Competition winners and Carol Concert, Renfrewshire Carers Centre and Paisley & District Short Carpet Bowling Association Ladies Section be approved; (b) That the Director of Finance & Resources, in consultation with the Provost, be authorised to make the necessary arrangements for the hospitality detailed above; and (c) That the action taken by the Head of Corporate Governance, in terms of his delegated authority, in respect of the Renfrew Burgh Flag Raising and the 90th Anniversary of Lochfield Bowling Club Ladies Section be noted. 11 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: (a) That the content of the report be noted; and (b) That the addition of the cobotics project, as detailed in section 4.3.3 of the report, into the Capital Plan 2025/26, with funding secured from revenue underspends (CFCR) be approved.
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12 Contract Authorisation Report: Framework Agreement for the Provision of Trades Contractors (RC-CPU-24-163) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Framework Agreement for the Provision of Trades Contractors, reference RC-CPU-24-163 (“Framework Agreement”). The scores achieved by each tenderer per lot were set out at Appendix 1 of the report together with a summary of the ranking and places on the Framework to be award at Appendix 2. DECIDED: (a) That the Head of Corporate Governance be authorised to enter into a multi- supplier Framework Agreement for the Provision of Trades Contractors, reference RC-CPU-24- 63 (“Framework Agreement”) with the Suppliers listed in Appendix 2 of the report; (b) That the cumulative spend made under this Framework Agreement be authorised to be up to the maximum approved value of £25,000,000 excluding VAT over the potential Framework Agreement term of four years, made up as follows: Participating Organisation Estimated Value excluding VAT Renfrewshire Council £15,000,000 Renfrewshire Leisure Limited trading as OneRen £250,000 East Renfrewshire Council £9,750,000 (c) That it be noted that this was a lotted Framework Agreement and that each Lot was ranked based on the total score achieved by a tenderer during the evaluation process - Appendix 1 of the report detailed the scores achieved by each tenderer per Lot and Appendix 2 detailed those tenderers awarded a place on the Framework as ranked per Lot; (d) That it be noted that any Work Packages made under this Framework Agreement would be awarded using either the selection procedure or the quotation procedure as contained in the Framework Agreement, that selection of the most appropriate procedure was at the sole discretion of the purchaser and that Work Packages ordered by the Council would be subject to the Council’s Standing Orders Relating to Contracts, the requirements of the individual Work Package and the need to secure best value; and (e) That it be noted that the Framework Agreement was intended to commence on 3 November 2025, that the Framework Agreement would be for a period of two years with the Council, not other purchasers, having sole discretion to extend the Framework Agreement for a period of up to 12 months on two occasions and that the exact date of commencement would be confirmed in the Letter of Acceptance for each of the successful tenderers as noted in Appendix 2 of the report.
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13 Contract Authorisation Report: Thistle Primary School Advance Works Contract There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to entry into a Design and Build Development Agreement (DBDA) for Advance Works with Hub West Scotland Limited who would wholly subcontract all the Advance Works under this Contract to BAM Construction Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to enter into a Design and Build Development Agreement (DBDA) for Advance Works with Hub West Scotland (HWS) Limited who would wholly subcontract all the Advance Works under this Contract to BAM Construction Limited; (b) That the award of the Advance Works Contract for £3,048,163.00 excluding VAT (the Contract Sum) to HWS be authorised; (c) That a contingency spend of £457,224.45 in relation to the Advance Works Contract, which equated to 15% of the Contract Sum, be authorised; (d) That a total Approved Contract Value for Advance Works of £3,505,387.45, the total of the Contract Sum plus the contingency spend, be authorised; (e) That the acceptance of a Limitation on HWS’s Liability for uninsured losses up to the value of the Contract Sum for the Advance Works Contract, this being the market standard position, be authorised; (f) That it be noted that construction associated with the Advance Works Contract was anticipated to commence in October 2025 and be completed by January 2026. Specialist design, early procurement and consultant services associated with the Advance Works Contract commenced in August 2025. Those services and associated costs were deemed to be subsumed and incorporated into the Advance Works Contract; (g) That the acceptance of a Limitation of Liability on Design Consultants to the sums referred to in section 3.5 of the report on an each and every claim basis except for claims relating to pollution, contamination, and asbestos, where the limit will be in the annual aggregate, this being the market standard position, be authorised; and (h) That it be noted that a further report would be brought to a future meeting of this Policy Board to seek approval of the award of a Main Works Contract with HWS, and that this would also be wholly sub-contracted to BAM Construction Limited.
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14 Contract Award: Construction Works for the Advance Manufacturing and Innovation District Scotland South (AMIDS-S) Project (RC-CPU- 22-352) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a Contract for Construction Works for the Advance Manufacturing and Innovation District Scotland South (AMIDS-S) Project (RC-CPU-22- 52) to Northstone (NI) Limited, trading as Farrans Construction. The Contract was awarded following a procurement process conducted in accordance with the Competitive Procedure with Negotiation of the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders relating to Contracts 1 January 2024. DECIDED: (a) That it be noted that the Contract for the Construction Works for the Advance Manufacturing and Innovation District Scotland South (AMIDS-S) Project (RC-CPU- 22-352) was approved for award under delegated authority to the Chief Executive by the Council on 26 June 2025; (b) That it be noted that the contract was awarded to Northstone (NI) Limited, trading as Farrans Construction; (c) That the total of the Prices of £34,714,649.54 excluding VAT, a contingency spend of £4,314,978.56 excluding VAT which equated to 12.43% of the total of the Prices and total Approved Contract Value of £39,029,628.10, the total of the Prices plus the contingency spend, be noted; (d) That it be noted that the Contract Award was 14 August 2025, the starting date was14 September 2025, the completion date was 130 weeks from the starting date, and that the Contract included a key date for completion of the works contained in the East-West Link 1 component (which included the access road to the new Paisley Grammar School Community Campus) by 30 June 2026; (e) That it be noted that the contractor’s liability to the Council in accordance with the published terms detailed in section 3.22 of the report was limited for each of the following: • Contractor’s liability to the Client (Council) for indirect or consequential loss was limited to an amount equivalent to 5% of the total of the Prices at Contract Award; • Contractor’s total liability to the Client for all matters arising under or in connection with the contract, other than excluded matters, was limited to an amount equivalent to 50% of the total of the Prices at Contract Award; and • Contractor’s liability for Defects due to Contractor design which had not been listed on the Defects Certificate was limited to £10,000,000 for each and every claim. (f) That it be noted that the contractor was required to provide a Performance Bond, in the form contained in the Final Invitation to Tender, within 4 weeks of Contract Award; and
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(g) That it be noted that the contractor was required to provide an Advance Payment Bond, in the form contained in the Final Invitation to Tender, prior to the Council making any payment for bridge materials and fabrication off Site. 15 Notification of the award of the Contract for Surface Treatment 2025/2026 (RC-CPU-25-043) under delegated authority granted to the Corporate Procurement Manager There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Contract for Surface Treatment 2025/2026, reference RC-CPU-25-043, approved for award under delegated authority granted for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20-172 (“the Framework Contract”), to the Corporate Procurement Manager by the Finance, Resources & Customer Services Policy Board on 2 February 2022. DECIDED: (a) That the details of the Contract for Surface Treatment 2025/2026, reference RC- CPU-25-043, approved for award under delegated authority granted to the Corporate Procurement Manager at the meeting of this Policy Board on 2 February 2022 for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20- 172, detailed in section 3 of the report, be noted; (b) That it be noted that the contract starting date was 28 July 2025, and the completion date was 31 August 2025; and (c) That the Contract sum of £793,868.50 excluding VAT be noted.