EHI_Health Safety and Wellbeing Plan 2025-2028 - update
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 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 & Customer Services Policy Board On: 20 November 2025 Report by: Director of Environment, Housing and Infrastructure Heading: Environment, Housing and Infrastructure (EHI) Health, Safety and Wellbeing Plan 2025 – 2028: Mid-year (6 month) Update 1. Summary 1.1 The Council’s Health and Wellbeing Plan, a key priority within the Council’s People Strategy 2021 – 2026, promotes a positive Health and Safety culture to ensure compliance with relevant Health and Safety legislation and supports the Council Plan in Working together to achieve a thriving and connected Renfrewshire, creating opportunities for all. 1.2 In June 2025 the Board approved the Health and Safety Plan 2025 - 2028. It should be noted that “Wellbeing” has been added to the Plan title to reflect the broader nature of this work and ensure that employee wellbeing is recognised as a key aspect of this work. 1.3 This report provides an update on the work undertaken by the Department of Environment, Housing and Infrastructure to implement the actions contained in the Department’s Health, Safety and Wellbeing Plan 2025 - 2028 approach to Health and Safety with a Health and Safety Plan 2025 - 2028 (Appendix 1) as it relates to remit of the Finance, Resources and Customer Services Policy Board. 1.4 It should be noted that the Report and Plan will be considered by the Communities and Housing Policy Board on 28th October 2025, the Infrastructure, Land and Environment Policy Board on 5th November 2025 and the Finance, Resources and Customer Services Policy Board on 20th November 2025 in respect of the elements covered by those Boards’ remits. 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: (I) Approves the Environment, Housing and Infrastructure (EHI) Health, Safety and Wellbeing Plan 2025-2028 update (Appendix 1) as specific to the areas of activity delegated to this Policy Board; and
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PUBLIC (II) Notes that the Report and update on the Plan is also being presented to the Communities and Housing Policy Board and the Infrastructure, Land and Environment Policy Board to approve the elements covered within those Boards’ remits. 3. Background 3.1. The Environment, Housing and Infrastructure (EHI) Department is responsible for the provision of everyday essential services, directly to the public of Renfrewshire, to other services within the Council and to community planning partners. These services are delivered by around 1,800 Full Time Equivalent (FTE), with an estimated net expenditure of £61.925m (excluding Housing Revenue Account) for 2025/26. The Housing Revenue Account (HRA) budget and Rent Levels for total rental and other income for 2025/26 is £65.492m. 3.2. The Department provides the following key frontline services: • Operations: Neighbourhood Services, Fleet and Social Transportation, Waste and Recycling (to over 92,000 households and businesses). • Climate, Public Protection and Roads: supporting our communities through our Regulatory and Community Safety Services and supporting more than 862 km of roads and transport infrastructure. • Facilities and Property Services: (Hard and Soft Services) including PPP schools, cleaning/catering/janitorial services, public building (repairs, maintenance and compliance), Building Services and Technical Services, a multi-disciplinary design team. • Housing Services: Management and investment in housing stock (12,078 properties) and providing a wide range of advice and support to our tenants. 3.3 Environment, Housing and Infrastructure Services deliver universal services for over 186,000 Renfrewshire residents, helping to run our schools and care homes, providing 12,078 homes for social rent, protecting and enhancing our local environment though a wide range of initiatives and work to make Renfrewshire a great place to live and work. 3.4 Our services are delivered by a diverse, skilled and committed workforce of around 1,800 FTE* who deliver services 24/7 over 365 days a year. The health, safety and wellbeing of all our employees is of paramount importance. 3.5 Governance for Health, Safety and Wellbeing is provided through monthly discussions at the Environment, Housing and Infrastructure Senior Leadership Team meetings and quarterly CRMT (Crisis Resilient Management Team). 4 Mid-year (6 month) Update on Environment, Housing & Infrastructure (EHI) Annual Health and Safety Plan 2025/28
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PUBLIC 4.1 A wide range of work has been undertaken between 1st April – 30th September 2025 to promote and address health and safety areas or concerns. Highlights include: • Asbestos iLearn Training has been rolled out to all Senior Facilities Officers (SFO)s in Schools. • A “Safe access to work” process is in place which now means that all Soft FM employees must enter premises at the main entrance of the building and sign in when on site. • Two managers within Soft FM Support Services have completed Mental Health Training. A further 3 Officers are now Mental Health 1st Aid trained, with a further 5 due to attend training in October giving 10 Mental Health First Aid trained Officers across Soft FM. • 14 SFO Production Cooks completed a Professional Cooking Course at West of Scotland College in the summer break. • In partnership with our Health and Safety colleagues it was identified that there was an increase in the number of recorded incidents of violence and aggression to front line staff within Building Services. To address this dedicated toolbox talks have been delivered to all staff over September and October 2025. • Water management flushing regime information has been added to iLearn and rolled out to all SFO’s in Schools. • A new Hot Works permit has been developed and is now in use. • All FM Managers and Facilities Co-ordinators have carried out Water Management refresher training. • Responsible Persons data for all properties has been produced. • To date 56 Officers have completed the IOSH Managing Safely course with additional courses planned for later 2025/26. A further 9 Senior Managers have completed the IOSH Leading Safely course. • The Operational Services Workforce Development Manager has attended a Management and Prevention of Violence and Aggression course with the intention of offering/delivering this course to Services. 5 Monitoring and Support Services 5.1 The ongoing health, safety and wellbeing of employees and service users continues to be a priority for EH&I. The focus to promote an open, positive health and safety culture and to encourage employees and management to report all incidents, accidents and occurrences. 5.2 All reported incidents, accidents and occurrences are reviewed on a weekly basis, resulting in more accurate date. Every incident, accident or occurrence is investigated and associated risk assessments reviewed and amended where
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PUBLIC necessary. 5.3 From 1st April 2025 – 30th September 2025 across EHI there were 76 incidents, accidents and near misses reported. The table below (Figure 1) shows the breakdown of these incidents by service area. Figure 1: EHI 2025: Total number of Incidents/Accidents and Near Misses Reported per Service Area (01/04/2025 – 30/09/2025) 5.4 Figure 2 below shows a comparison between 1st April – 30th September 2024 and 1st April – 30th September 2025. The total number of number of incidents/accidents and near misses has decreased (96 in 2024/2025 and 76 in 2025/2026) and it should be noted that there has been a significant decrease in reported incidents, primarily violence and aggression, particularly across Climate, Public Protection and Roads. This reduction is attributed to the conflict resolution training provided to staff last year, which has supported them to better manage any situations involving violence and aggression. Figure 2: EHI 2025: Total number of Incidents/Accidents and Near Misses Reported per Service Area (01/04/2024 – 30/09/2024 compared to 01/04/2025 – 30/09/2025) 37 28 9 2 0 5 10 15 20 25 30 35 40 Facilities & Property Services Operations & Service Development Housing Services Climate, Public Protection & Roads Environment, Housing & Infrastructure Total Incidents/Accidents & Near Misses 1st April 2025 to 30th September 2025 27 2 36 37 26 28 7 9 0 5 10 15 20 25 30 35 40 2024/2025 2025/2026 2024/2025 2025/2026 2024/2025 2025/2026 2024/2025 2025/2026 Climate, Public Protection & Roads Facilities & Property Services Operations & Service Development Housing Services Environment, Housing & Infrastructure Total number of incidents/accidents & near misses reported 1st April -30th September 2024 & 1st April -30th September 2025
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PUBLIC 5.5 Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) there were 4 accidents across EHI between 1st April – 30th September 2025 comprising 1 dangerous occurrence, 1 specified injury and 2 “over 7-day absences”. 5.6 Supporting our employees and attendance is a key priority for EHI and arrangements are in place to utilise the services of the Council’s Occupational Health provider. To date a number of referrals have been made by manager or employee self-referrals to the Occupational Health Service or employee counselling service including for early intervention, counselling, physiotherapy, cognitive behaviour therapy as well as Statutory Occupational Health benchmarking. 6 EHI Health, Safety and Wellbeing Plan 2025 – 2028: Actions Update (Mid-Year) 6.1 The Environment, Housing and Infrastructure Health, Safety and Wellbeing Action Plan 2025 - 2028 set out a range of key actions that will be undertaken in 2025/26. A short update on these actions is set out as Appendix 1 to this report. It should be noted that for some actions work is not due to be undertaken until the second part of 2025/26 or beyond and that, for many, work will be ongoing throughout the year. Implications of the Report 1. Financial – Potential exists for financial liability from property damage, civil or criminal prosecutions through the outcome of accidents and/or ill-health. This report demonstrates Environment, Housing and Infrastructure Services compliance and commitment to Health and Safety policies and procedures. 2. HR & Organisational Development – This report supports Renfrewshire Council’s commitment to the health, safety and wellbeing of employees. 3. Community/Council Planning • Our Renfrewshire is well – EHI will improve the physical and mental health and wellbeing of employees through participation in the “Healthy Working Lives” and “Your Health Matters” Programmes and any other corporate initiatives promoting wellbeing. • Our Renfrewshire is safe – EHI will provide training and support to employees to allow them to develop within the organisation and to gain the skills and experience necessary to provide a quality service to our customers. 4. Legal – Environment, Housing and Infrastructure will continue to comply with all current statutory Health and Safety legislation and Renfrewshire Council Corporate Health and Safety policies and guidance. 5. Property/Assets – The maintenance of appropriate registers (e.g. Asbestos Register with respect of domestic Council properties) and an obligation to conduct workplace inspections.
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PUBLIC 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 reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – This report supports and demonstrates Environment, Housing and Infrastructure’s commitment to ensuring effective Health and Safety management across the Department. 9. Procurement - None 10. Risk – This report supports the overarching management of risk within Renfrewshire Council. 11. Privacy Impact- None. 12. COSLA Policy Position – None. 13. Children’s Rights – This report is for noting and has no direct implications on children’s rights. 14. Climate Risk – None. List of Background Papers (a) Background Paper 1: Audit, Risk and Scrutiny Board (10th May 2025), Risk Report – May 2025 The foregoing background papers will be retained within Environment, Housing and Infrastructure Department (Service Development) 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 Gill Darbyshire, Senior Service Development Manager, gill.darbyshire@renfrewshire.gov.uk Author: Gordon McNeil, Director of Environment, Housing & Infrastructure Gill Darbyshire, Senior Service Development Manager E-mail: Gordon.mcneil@renfrewshire.gov.uk Gill.darbyshire@renfrewshire.gov.uk
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PUBLIC Appendix 1 Environment, Housing and Infrastructure (EHI) Health, Safety and Wellbeing Action Plan 2025/2028 Context Leadership, Management and Inspections Statement Owned by EHIH&S.01 – Leadership, Management and Inspections The Senior Leadership team are committed to spending more time with all employees, communicate their safety expectations and model safe behaviour. Workplace Inspections Workplace Inspections play an important role in active monitoring. The aim of workplace inspections is to prevent work related accidents and ill health by identifying new hazards and checking that preventative and protective control measures are implemented and effective. Internal Audits This is a systematic process of evaluating and examining our Health and Safety policies, procedures, documentation and workplace practices. Re-active Monitoring Taking a pro-active approach to monitoring incidents/accident a departmental incident/accident report will be developed in 2025/2026. This will be an interactive report which our Senior Management Team (SLT) and other managers/supervisors within Environment, Housing & Infrastructure will be able to utilise to monitor incidents/accidents within their service area and ensure a healthier and more productive environment. Directorate (Director & Heads of Service) Developing a culture of trust that empowers our employees. Action Codes Actions Latest Note Assigned To Overall Target Target 2025/2026 Year Status EHIH&S01.01 The Senior Leadership Team (Directorate) are committed to conducting at least six visible felt leadership visits over the next three years. The Senior Leadership Team (Directorate) have undertaken a number of felt leadership visits including working at the Depot, Director and 4 Heads of Service 100% 35% March 2028
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PUBLIC EHIH&S01.02 We will conduct comprehensive workplace inspections across all Environment, Housing and Infrastructure over a three-year cycle. This work will be undertaken in the second half of 2025/26. All 100% 35% March 2028 EHIH&S01.02 Conduct six quality, health and safety internal audits across Operations and Service Development. This work will be undertaken in the second half of 2025/26. Senior Service Development Manager 100% 100% March 2026 EHIH&S01.02 Create an interactive incident/accident report for managers, enabling data-driven decision making based on reactive monitoring insights. Work has started to create an interactive incident/accident report for managers which will be available later in the year. Senior Service Development Manager 100% 100% Dec 2025
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PUBLIC o Leadership, Management and Inspections Statement Owned by Content Health and Safety Owned By EHI.002 - Health and Safety Our health and safety philosophy is built on the principles of prevention. We understand that a resilient workplace is one where potential hazard are identified and addresses before they can cause harm. Directorate (Director & Heads of Service) Reducing the risk of error and increasing resilience through prevention Action Codes Actions Latest Note Assigned To Overall Target Target 2025/2026 Year Status EHIH&S.02.01 Design a dedicated health and safety Share Point site to facilitate the comprehensive review and monitoring of incidents/accidents, enabling the implementation of targeted preventative actions. This work will be undertaken in the second half of 2025/26. Senior Service Development Manager 100% 100% March 2026 EHIH&S.02.02 Conduct a thorough review and revision of the departmental quality, health and safety manual and all related documentation to ensure alignment with current standards. This work will be undertaken in the second half of 2025/26 or early 2026/27. Senior Service Development Manager 100% 100% July 2025 EHIH&S.02.05 Form a dedicated short-life working group for Hand Arm Vibration Syndrome (HAVS) A short life working group for HAVS has been established. Further meetings will be arranged as required. Senior Service Development Manager 100% 100% August 2025 EHIH&S.02.03 CDM – Construction and Design Management – Technical Services and Health & Safety officers will develop a competency matrix and action plan that will provide reassurance on SKE (skills, knowledge and experience) competency levels. This will also impact on other CDM users in Renfrewshire Council. A new Service Manager is now in place, and the associated work will commence in the second half of 2025/2026. Technical Services Programme Manager 100% 50% March 2027 EHIH&S.02.04 We will collaborate with Corporate Health and Safety to develop an electronic fire risk assessment within the Camis system. Working is on-going to develop the fire risk assessment on Camis. All 100% 100% March 2026
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PUBLIC EHIH&S.02.06 Conduct a comprehensive review and evaluation of current Environment, Housing & Infrastructures Hand Arm Vibration Syndrome (HAVS) management processes. Initial work to gather information on HAVS across EHI has started with further evaluation to be undertaken to share best practice and a consistent approach to management processes. HAVS Working Group 100% 100% March 2026 EHIH&S.02.07 Review and complete the Asbestos Management Plan for Environment, Housing & Infrastructure duty holders which include Housing Services and Technical Services and incorporates Building Services. Work is ongoing to review the Asbestos Management Plan. Asbestos Working Group 100% 50% March 2027 EHIH&S.02.08 Conduct a review and subsequent revision of the departmental organisational structure to ensure optimal functionality with the SYPOL, Control of Substances Hazardous to Health (COSHH) management system This work will be undertaken in the second half of 2025/26. Senior Service Development Manager 100% 100% Dec 2025 EHIH&S.02.09 Conduct a comprehensive inventory of all COSHH products used in each service area, obtain current data sheets from suppliers, and update the SYPOL management system to ensure accurate COSHH assessments. This work will be undertaken in the second half of 2025/26 once the review and revision of the Departmental Organisational structure in the Management System has been completed to allow teams to directly undertake this work. All Services 100% 50% March 2027 EHIH&S.02.10 Facilitate collaborative risk awareness sessions to develop and update the department’s risk register. Opportunities to discuss risk awareness with colleagues will be arranged early in 2026. All Services 100% 25% March 2028
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PUBLIC Context Health and Wellbeing Statement Owned by EHI.003 - Health and Wellbeing We prioritise the preventative measures necessary to ensure both occupational health and safety, and the overall well-being of our employees. We are committed to creating a work environment where potential hazards are mitigated, and employees feel supported in all aspects to their well- being. Directorate (Director & Heads of Service) Focusing on occupational health and safety and enhancing employee wellbeing Action Codes Actions Latest Note Assigned To Overall Target Target 2025/2026 Year Status EHIH&S.03.01 To meet legal requirements, several display screen assessments (DSE) will be refreshed during 2025/26. Quarterly compliance will be monitored using the Council’s Business World reporting system. Work is ongoing to ensure Display Screen Assessments (DSE) are undertaken across the Department. 78% of DSE courses were completed across Q1 and Q2. Health and Well- being Group 100% Q1 – 34% Q2 – 27% Q3 – 11% Q4 – 28% March 2026 H&S.03.02 The Mental Health Awareness directory and Z card to be reviewed annually and updated where appropriate. No update required this is completed on an annual basis. Strategic Facilities Manager (Building Services) 100% 100% March 2026 EHIH&S.03.03 EH&I will focus on the implementation of key priorities within the Corporate Health and Wellbeing Plan 2024/2029. EHI continue to support the key priorities within the Corporate Health and Wellbeing Plan 2024/2029. SLT 100% 35% March 2028
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PUBLIC Context Compliance & Training Statement Owned by EHI.004 – Compliance & Training We are committed to unwavering legal and regulatory compliance. Through targeted training and development, we empower our employees to uphold the highest standards. Directorate (Director & Heads of Service) Strengthening our legal and regulatory compliance through training and development Action Codes Actions Latest Note Assigned To Overall Target Target 2025/2026 Year Status EHIH&S.04.01 Roll out a training programme for IOSH Managing/Leading safely to all managers and supervisors within Environment, Housing & Infrastructure. IOSH Managing Safely has been rolled out to 56 managers, supervisors and employees across EHI. An additional 9 Senior Managers undertook IOSH Leading Safely. Further courses will be run during 2025/26. Housing Services are progressing similar training focused on their particular service needs. Senior Service Development Manager 100% 50% March 2027 EHIH&S.04.02 Continue to develop corporate mandatory online I-learn course into Toolbox talks for frontline operatives All Employees without network access require to complete the following courses: • Equality, Diversity and Inclusion Awareness • Information Governance • Introduction to Freedom of Information (FOI) • Introduction to GDPR • Living our Values Introduction to GDPR and Living our Values have already been converted to a toolbox talk format and will been rolled out throughout Environment, Housing & Infrastructure 49.3% of frontline employee have completed a range of mandatory toolbox talks. Work is ongoing to deliver this important training to frontline staff. Senior Service Development Manager 100% 50% March 2027
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PUBLIC EHIH&S.04.03 Development of online I-Learn courses into Toolbox talk format for front line operatives Priority courses for Environment, Housing and Infrastructure for 2025/2028 are: • Asbestos Awareness • Violence and Aggression • Hand Arm Vibration • Lithium Battery • Accident and Incident Reporting - RIDDOR • Accessing and Updating Information and Equality Data EHI will continue to work closely with Corporate Health and Safety to develop Toolbox talks for a number of online iLearn courses. Senior Service Development Manager 100% 35% March 2028 EHIH&S.04.06 Central Support manages mandatory I-Learn courses for existing staff, including progress tracking and monthly cluster-specific reports on requirements and completion. This working is on-going. Facilities Management (Soft FM) 100% 100% March 2027