Minutes of meeting
Renfrewshire Council · 17 November 2022
Back to Finance, Resources and Customer Services Policy Board — 17 November 2022 and its agenda
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Minute of Meeting Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 17 November 2022 10:00 Teams - virtual meeting, Present: Councillor Fiona Airlie-Nicolson, Councillor Alison Ann-Dowling, Councillor Jacqueline Cameron, Provost Lorraine Cameron, Councillor Michelle Campbell, Councillor Graeme Clark, Councillor Audrey Doig, Councillor Chris Gilmour, Councillor Neill Graham, Councillor Bruce MacFarlane, Councillor David McGonigle, 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 & Commissioning, B Lambert, Corporate Procurement Manager, G Beattie, Strategic Commercial Category Manager, A Donaldson, Strategic Commercial Category Manager, P Fara, Digital Experience Manager, L Fingland, Service Planning & Policy Development Manager, S Gibb, Procurement Operations Manager, L Gillan, Strategic Commercial Category Manager and D McLavin, Communications Officer, (all Chief Executive’s); J Trainer, Head of Child Care & Criminal Justice (Children’s Services); C Dalrymple, Head of Facilities & Property Management (Environment & Infrastructure); M Conaghan, Head of Corporate Governance, C McCourt, Head of Finance & Business Services, M Boyd, Head of People & OD, J Lynch, Head of Property Services, E Shields, Business Services Manager, G Dickie, Partnering & Commissioning Manager, G Innes, Customer Services Manager, S Fanning, Principal HR & OD Adviser, E Simpson, Senior HR Adviser, R Cree, OD & Workforce Planning Manager, A Black, Managing Solicitor (DPO), D Pole End User Technician, E Gray and P Shiach, both Senior Committee Services Officers and D Cunningham, Assistant Committee Services Officer (all Finance & Resources). Recording of Meeting Prior to the commencement of the meeting the Convener intimated that this meeting of the Policy Board would be webcast live and would be available to view via the Council's internet site.
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Declarations of Interest Councillor Shaw declared an interest in item 20 of the agenda, - Kirklandneuk Primary School - Construction of a New MUGA Pitch, as a member of his family attended Kirklandneuk Primary School and he attended Parent Council meetings. He indicated that as he had declared an interest, he would leave the online meeting during any discussion and voting on the item. 1 Joint Consultative Board (Non-Teaching) There was submitted the Minute of the meeting of the Joint Consultative Board (Non- teaching) held on 9 November 2022 which forms the appendix hereto. DECIDED: That the Minute be noted. 2 Revenue and Capital Budget Monitoring as at 16 September 2022 There was submitted an update report by the Director of Finance & Resources relative to the revenue and capital budget for the period to 16 September 2022 in respect of services that report to this Board. DECIDED: (a) That the projected Revenue outturn position detailed in Table 1 be noted; (b) That the projected Capital outturn position detailed in Table 2 be noted; and (c) That the budget adjustments detailed in sections 4 and 6 be noted. 3 Revenue and Capital Budget Monitoring – Council Overview as at 16 September 2022 There was submitted an update report by the Director of Finance & Resources relative to an overview of the Council revenue and capital budget for the period to 16 September 2022. DECIDED: (a) That the projected revenue outturn position detailed in Table 1 considering that the forecast position was based on best estimates at that point in time be noted; (b) That the substantial risks to this position as outlined in section 3 of the report be noted; and (c) That the projected Capital outturn position detailed in Table 2 be noted.
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4 Treasury Management Mid-Year Review 2022/23 There was submitted a report by the Director of Finance & Resources relative to the following a review of the Treasury Management Strategy Statement 2022/23, incorporating the annual investment strategy; a review of the Council’s borrowing and investments; a review of compliance with treasury management indicators; and an economic update and interest rate forecast as outlined an Appendix 3 of the report. DECIDED: That the treasury management activity for the period 1 April to 14 October 2022 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 Service functions including revenue collection and benefit administration for the period ending 28 September 2022. The report provided an update on the funding and expenditure position for Discretionary Housing Payments and the Scottish Welfare Fund. Appendices to the report provided information on revenue collection and key performance indicators. DECIDED: That the report be noted. 6 Customer Services Performance Report There was submitted a report by the Director of Finance & Resources relative to performance across key Customer Services functions including Call Centre, face-to- face and digital support for customers as at September 2022. The report provided an update on the overall contact centre call handling volumes and indicated that face-to-face services had returned to Renfrewshire House on an appointment-only basis. Details of customer volumes were provided in the report. The report indicated that demand for digital services continued and the level of online transactions being completed was also detailed in the report DECIDED: That the report be noted. 7 Finance & Resources Service Improvement Plan 2022/23 Mid-Year Monitoring Report There was submitted a report by the Director of Finance & Resources relative to the Finance & Resources’ Service Improvement Plan (the Plan). The Plan set out development priorities for the service over the next three years. These were aligned to the new Council Plan and refreshed Community Plan. The Plan set out the actions which would ensure continuous improvement across the service and the performance indicators which ensured the impact could be measured.
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These reflected the priority themes of the Council Plan and the refreshed Community Plan, both approved at a meeting of the Council in September 2022. The report detailed the Finance & Resources performance and achievements over the period 1 April to 30 September 2022. DECIDED: That the report be noted. 8 Facilities Management Operational Performance Report There was submitted an update report by the Director of Environment & Infrastructure relative to the operational performance of Facilities Management (Hard and Soft Services) since the last meeting of this Policy Board in September 2022. DECIDED: That the operational performance update be approved. 9 Environment & Infrastructure Service Improvement Plan 2022/25 Mid-Year Monitoring Report There was submitted a report by the Director of Environment & Infrastructure relative to the Environment & Infrastructure Service Improvement Plan (the Plan). The Plan set out development priorities for the service over the next three years. These were aligned to the new Council Plan and refreshed Community Plan. The Plan set out the actions which would ensure continuous improvement across the service and the performance indicators which ensured the impact could be measured. These reflected the priority themes of the Council Plan. The report contained details of Environment & Infrastructure performance and achievements over the period 1 April to 30 September 2022. DECIDED: (a) That the report be noted; (b) That the progress to date on delivering the actions contained within the Environment & Infrastructure Service Improvement Plan be noted; and (c) That the current performance of the service as measured by the scorecard indicators be noted. 10 Chief Executive’s Service Improvement Plan 2022/25 Mid-Year Monitoring Report There was submitted a report by the Chief Executive relative to the Chief Executive's Service Improvement Plan (the Plan). The Plan set out development priorities for the service over the next three years. These were aligned to the new Council Plan and refreshed Community Plan.
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The Plan set out the actions which would ensure continuous improvement across the service and the performance indicators which ensured the impact could be measured. These reflected the priority themes of the Council Plan. The report contained details of the Chief Executive's Service performance and achievements over the period 1 April to 30 September 2022. DECIDED: (a) That the report be noted; (b) That the progress to date on delivering the actions contained within the Chief Executive's Service Improvement Plan be noted; and (c) That the current performance of the service as measured by the scorecard indicators be noted. 11 Revised Policy and Guidelines on Surveillance There was submitted a report by the Director of Finance & Resources relative to a review of the policy and guidelines on surveillance. The policy was reviewed every three years and was last reviewed in 2019. The report advised that only minor amendments were required, predominantly to reflect changes to Authorising Officers due to staff changes. The revised Policy also expanded on data assurance in accordance with guidance from the Investigatory Powers Commissioner’s Office (“IPCO”). The revised policy and guidelines were appended to the report. DECIDED: (a) That the revised Policy and Guidelines on Surveillance, which formed the appendix to the report be approved; (b) That the Managing Solicitor (DPO) be authorised to continue to update the guidance note appended to the Policy as required; and (b) That the contents of the report be noted paragraph 5, regarding the number of applications for surveillance authorised by the Council in the last three years. 12 Civic Hospitality There was submitted a report by the Director of Finance & Resources relative to requests received by the Provost for civic hospitality from organisations for specific events as detailed below: - (a) Old Grammarians Curling Club 60th Anniversary – Civic Reception for 20 people at the Greenacres Curling Club on 12 November 2022; (b) Johnstone Pipe Band – Contribution towards civic hospitality at Tweedie Hall on 26 November 2022 to accompany their Ceilidh celebration of winning the World Championships in August 2022; and
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(c) Ferguslie Cricket Club – Civic reception in the form of a buffet and drinks reception for approximately 90 people for their Night of Champions event to celebrate their treble win during their cricket season. The report advised that the budget provision for 2022/23 for Civic Hospitality (including international Links) was £46,460. Should the above be agreed, and taking account of previous decisions, the remaining balance would be approximately £6,880. DECIDED: (a) That it be agreed that hospitality be provided as detailed above for Johnstone Pipe Band and Ferguslie Cricket Club; (b) That it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements; and (c) That the action taken by the Head of Corporate Governance in terms of his delegated authority in respect of the civic reception for the Old Grammarians Curling Club be noted. 13 People Strategy 2021-26 - New and Revised HR&OD Policies There was submitted a report by the Director of Finance & Resources relative to implementation of four policies, from the Council’s approved People Strategy: Our people Our Future 2021-2026. The policies, detailed in appendices I to 4 of the report were the Revised Recruitment Policy (Appendix 1); New Menopause Policy (Appendix 2); Revised Managing Absence Policy (Appendix 3); and New Pregnancy Loss Policy (Appendix 4) The report advised that consultation had taken place with the Trade Unions and Services and feedback had informed the development of the policies. All policies had been modernised and were updated in line with best practice, Council values and employment legislation. DECIDED: That the new and updated HR&OD Policies as contained in appendices 1- 4 of the report be approved. 14 Annual Procurement Report 2021/2022 There was submitted a report by the Director of Finance & Resources relative to the Annual Procurement Report 2021/22. The report indicated that Section 18 of the Procurement Reform (Scotland) Act 2014, required that any contracting authority which was required to prepare or revise a procurement strategy in relation to a financial year must prepare an annual procurement report on its regulated procurement activities as soon as reasonably practicable after the end of that financial year. The minimum requirements were detailed in the report. The Annual Report attached as Appendix 1 of the report, provided an update on key
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indicators set in the Corporate Procurement Strategy for the period April 2020/23. DECIDED: That the report be noted. 15 Renfrewshire.gov.uk Alpha Phase (RC-COU-22-121) There was submitted a report by the Chief Executive relative to the award of a Call- Off Contract for Renfrewshire.gov.uk Alpha Phase (RC-CPU-22-121) to Manifesto Digital Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award the contract (a Call-Off Contract) for Renfrewshire.gov.uk Alpha Phase (RC-CPU-22-121), following a two-stage further competition under the Crown Commercial Services Digital Outcomes & Specialists 5 Framework Agreement RM1043.7 Lot 1, to Manifesto Digital Limited (Companies House Registration no:07885631), in accordance with the Framework Agreement Order Form procedures; (b) That it be noted that the estimated contract period would be six months. It being envisaged that the Call-Off Contract would commence on 12 December 2022 however the actual Call-Off start date would be confirmed in the order form issued by the Council to Manifesto Digital Limited; and (c) That it be noted that the contract value would be up to £233,975 excluding VAT. 16 Vehicle and Plant Hire with Operatives (RC-CPU-22-128) There was submitted a joint report by the Chief Executive and the Director of Environment & Infrastructure relative to the award of a contract for Vehicle and Plant Hire with Operatives to John McGeady Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award the contract for Vehicle and Plant Hire with Operatives (RC-CPU-22-128) to John McGeady Limited; (b) That it be noted that the intended starting date was 10 January 2023 with the service period being for a period of 2 years with the Council having the option, at its sole discretion, to extend the Contract on two occasions for a period of up to twelve months on each occasion. The actual starting date would be confirmed in the Council’s letter of acceptance; and (c) That it be noted that the cumulative spend made under this Contract would be up to a maximum value of £2,000,000 excluding VAT. 17 National Care Home Contract Minute of Variation 22/23 (1) There was submitted a joint report by the Chief Executive and the Chief Officer,
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Renfrewshire Health & Social Care Partnership relative to the progression of Minutes of Variation (MOV) to the National Care Home Contract (NCHC) for those Providers listed at Appendices 1 and 2 which applied for the period 11 April 2022 to 9 April 2023. DECIDED: (a) That the Minute of Variation (MOV) for changes to the National Care Home Contract (NCHC) relevant to the period from 11 April 2022 for the period to 9 April 2023 to all Providers listed in Appendices 1 and 2 to this report be noted; (b) That it be noted that in accordance with the decision taken for the previous Minute of Variation, the increases applied were in accordance with the rates as nationally agreed by COSLA, CCPS and Scottish Care which was an increase in existing fees payable by 5.38% for nursing and 5.58% for residential; (c) That it be noted that formal Minute of Variation for the Period 11 April 2022 to 9 April 2023, was issued to the Providers listed at Appendices 1 and 2 to this report for their completion; and (d) That it be noted that the spend during the period from 11 April 2022 to 9 April 2023 under all NCHC contracts would be approximately £30 million excluding VAT. 18 Contract Award: Upgrading of Artificial Pitch at Parkmains High School, (RC-CPU-22-105) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a contract for upgrading the artificial pitch at Parkmains High School (RC-CPU-22-105) to Allsports Construction and Maintenance Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a Contract for the Upgrading of Artificial Pitch at Parkmains High School, (RC-CPU-22-105) to Allsports Construction & Maintenance Limited; (b) That the Tendered Contract Sum of £311,175.57 excluding VAT and an additional 5% contingency for any unforeseen works be approved; and (c) That it be noted that the date for commencement of the works was 13 February 2023 and the date for completion of the works was 11 April 2023. Any changes to these dates would be confirmed in the Council’s letter of acceptance. 19 Contract Award: Relocation of External Gas Services, (RC-CPU-22- 022) There was submitted a joint report by the Chief Executive and the Director of Communities and Housing relative to the award of a contract for Relocation of External Gas Services, (RC-CPU-22-022) to Scotland Gas Networks PLC (SGN).
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DECIDED: (a) That the Head of Corporate Governance be authorised to award a Contract for the Relocation of External Gas Services, (RC-CPU-22-022) to Scotland Gas Networks PLC; (b) That the maximum contract value of up to £1.5 million, excluding VAT; for all Orders made under this Contract be approved; and (c) That it be noted that the Contract was for a period of three years commencing on 12 December 2022. Declaration of Interest Councillor Shaw having previously declared a non-financial interest in the following item of business as a family member attended Kirklandneuk Primary School and he was a member of the Parent Council left the meeting and took no part in the discussion or voting thereon. Councillor Airlie-Nicolson assumed the Chair. 20 Contract Award: Kirklandneuk Primary School Construction of a New MUGA Pitch (RC-CPU-22-106) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a contract for Kirklandneuk Primary School Construction for a New MUGA (Multi Use Games Area) Pitch, (RC-CPU-22-106) to Doe Sport (North) Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a Contract for the Kirklandneuk Primary School Construction of a New MUGA Pitch, (RC-CPU-22-106) to Doe Sport (North) Limited; (b) That the Tendered Contract Sum of £199,439.67, excluding VAT and an additional 5% contingency for any unforeseen works be approved; and (c) That it be noted that the date of possession of the site was 9 January 2023, and the date for completion of the works was 3 March 2023. Any changes to these dates would be confirmed in the Council’s letter of acceptance.