Agenda Document Pack - Finance, Resources and Customer Services Policy Board - 09/02/2023
Renfrewshire Council · 9 February 2023
Back to Finance, Resources and Customer Services Policy Board — 9 February 2023 and its agenda
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Notice of Meeting and Agenda Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 09 February 2023 10:00 Teams - virtual meeting, MARK CONAGHAN Head of Corporate Governance Membership Councillor John Shaw (Convener): Councillor Fiona Airlie-Nicolson (Depute Convener): Councillor Alison Ann-Dowling: Councillor Jacqueline Cameron: Provost Lorraine Cameron: Councillor Michelle Campbell: Councillor Graeme Clark: Councillor Audrey Doig: Councillor Chris Gilmour: Councillor Edward Grady: Councillor Neill Graham: Councillor Bruce MacFarlane: Councillor David McGonigle: Councillor Sam Mullin: Councillor Iain Nicolson: Webcasting of Meeting This meeting will be filmed for live or subsequent broadcast via the Council’s internet site – at the start of the meeting the Convener will confirm if all or part of the meeting is being filmed. To find the webcast please navigate to https://renfrewshire.public-i.tv/core/portal/home Apologies Apologies from members. Declarations of Interest Members are asked to declare an interest in any item(s) on the agenda and to provide a brief explanation of the nature of the interest. Page 1 of 164
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Minutes 1 Investment Review Board Minute of the meeting of the Investment Review Board held on 16 November 2022. 7 - 10 2 Joint Consultative Board (Non-teaching) Minute of the meeting of the Joint Consultative Board (Non- teaching) held on 25 January 2023. 11 - 14 Finance 3 Revenue and Capital Budget Monitoring as at 11 November 2022 Report by the Chief Executive. 15 - 26 4 Revenue and Capital Budget Monitoring – Council Overview as at 11 November 2022 Report by the Director of Finance & Resources. 27 - 38 5 Business Services Accounts for Write Off Report by the Director of Finance & Resources. 39 - 44 6 Paisley and Renfrew Common Good Fund Budgets 2023/24 Report by the Director of Finance & Resources. 45 - 50 Performance 7 Business Services Performance Report Report by the Director of Finance & Resources. 51 - 62 Page 2 of 164
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8 Customer Services Performance Report Report by the Director of Finance & Resources. 63 - 66 9 Facilities Management Operational Performance Report Report by the Director of Environment & Infrastructure. 67 - 74 Policy 10 Non-Domestic Rates - Empty Properties Operational Policy Report by the Director of Finance & Resources. 75 - 88 11 HR & OD Policies (Revised Whistleblowing Policy) Report by the Director of Finance & Resources. 89 - 100 Public Holiday 12 Additional Public Holiday – Coronation of King Charles III Report by the Director of Finance & Resources. 101 - 104 Civic Hospitality 13 Civic Hospitality and Appointment to Outside Body Report by the Director of Finance & Resources. 105 - 108 Page 3 of 164
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Contract Authorisation Reports 14 Advice Services (RC-CPU-22-223) Report by the Chief Executive. 109 - 114 15 Managed Print Services (RC-CPU-22-225) Joint report by the Chief Executive and the Director of Finance & Resources. 115 - 118 16 Contract Authorisation Report for a Microsoft Enterprise Agreement (RC-CPU-22-256) Joint report by Chief Executive and Director of Finance & Resources 119 - 124 17 Contract Award: Provision of a Social Care Case Management System Joint report by the Chief Executive and the Director of Finance & Resources 125 - 128 18 Contract Authorisation Report for three contracts: Provision of Floating Support (RC-CPU-22-121); Housing First (RC-CPU-22-142) and Housing First (WRAP) (RC-CPU-22-144) Joint report by the Chief Executive and the Director of Communities & Housing Services. 129 - 136 19 Contract Award: Legionella Prevention, Control and Risk Management Services Joint report by the Chief Executive and the Director of Environment & Infrastructure. 137 - 142 20 Notification of Increase in Value for the Contract for Traffic Signals Planned and Unplanned Inspection and Maintenance reference RC-CPU-19-173 Joint report by the Chief Executive and the Director of Environment & Infrastructure. 143 - 148 Page 4 of 164
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21 Refurbishment of 5 Signalised Sites (RC-CPU-22-135) Joint report by the Chief Executive and the Director of Environment & Infrastructure. 149 - 154 22 Paisley Town Hall Refurbishment - Furniture (RC-CPU- 22-150) Report by the Chief Executive. 155 - 160 23 Paisley Town Hall Refurbishment (PTHR) - Stage Lighting and Loose AV Equipment (RC-CPU-22-171) Report by the Chief Executive. 161 - 164 Page 5 of 164
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Minute of Meeting Investment Review Board Date Time Venue Wednesday, 16 November 2022 11:00 Remotely by MS Teams, Present: Councillor Alison Ann-Dowling, Councillor Jacqueline Cameron, Councillor David McGonigle, Councillor Iain Nicolson, Councillor John Shaw In Attendance C McCourt, Head of Finance & Business Services, G Borland, Principal Accountant, Capital Accounting, E Gray, Senior Committee Services Officer and J Barron, Assistant Committee Services Officer (all Finance & Resources). Also in Attendance K Kapitan and E Price, both Investment Consultants Hymans Robertson LLP, and G Brisbane, abrdn Capital Limited. Recording of Meeting Prior to the commencement of the meeting, the Convener intimated that this meeting of this Board would be recorded and that the recording would be available to watch on the Council’s website. Declarations of Interest There were no declarations of interest intimated prior to the commencement of the meeting. Item 1 FRCS 090223 Page 7 of 164
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1 Minute of Previous Meeting There was submitted the Minute of the meeting of the Investment Review Board held on 22 June 2022. DECIDED: That the Minute be approved. 2 Paisley and Renfrew Common Good Funds: review of investment and income performance There was submitted a report by the Director of Finance and Resources together with a presentation by K Kapitan from Hymans Robertson LLP, relative to the Paisley and Renfrew Common Good Funds, a review of investment income and the key issues pertaining thereto. G Brisbane, Head of Charities (Scotland) abrdn (formerly Aberdeen Standard Capital Limited) also provided a presentation relative to the Paisley and Renfrew Common Good fund investments performance. The presentations referred to a review of the Investment Managers’ performance for the six months to 30 September 2022; an update of markets; and the current economic climate. DECIDED: That the report and presentations be noted. 3 Paisley and Renfrew Common Good Funds: review of Investment Policy Statement There was submitted a report by the Director of Finance & Resources relative to the scope and content of the proposed Investment Policy Statement. The Council had arranged for the investments of the Paisley and Renfrew Common Good Funds to be managed by abrdn Capital Limited, and had agreed with the manager a number of principles which would govern decisions regarding those investments. The principles covered a range of issues, such as what benchmark should be employed against to assess the manager’s performance and any restrictions the manager must observe in choosing sectors or classes of asset in which to invest. These requirements were formalised in an Investment Policy Statement, which was reviewed annually to ensure that the principles remain appropriate to the requirements of the Common Good Funds. The Statement of Investment Policy was last reviewed in November 2021,and was due for review. Confirmation was received that on 22 August 2022 both Paisley and Renfrew Common Good Funds had been de-registered from the Scottish Charities Register. The Investment Policy Statement had been updated to reflect this change. Page 8 of 164
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DECIDED: That the Investment Policy Statement a copy of which was appended to the report, be approved as a replacement for the existing Statement of Investment Principles. Page 9 of 164
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Minute of Meeting Joint Consultative Board (Non-Teaching) Date Time Venue Wednesday, 25 January 2023 15:00 Council Chambers/Hybrid Meeting, Present: Councillor Fiona Airlie-Nicolson, Councillor Audrey Doig, Councillor Chris Gilmour, Councillor Lisa-Marie Hughes, Councillor Sam Mullin In Attendance D Kerr, Service Co-ordination Manager (Environment & Infrastructure); and M Boyd, Head of HR & OD, R Laouadi, HR Manager, R Cree, OD & Workforce Planning Manager, S Fanning, Principal HR & OD Adviser, D Pole, End User Technician, E Gray, Senior Committee Services Officer and J Barron and D Cunningham, both Assistant Committee Services Officers (all Finance & Resources). Representing Trades Unions John Boylan (UNISON) and Kirsten Muat (GMB). Item 2 FRCS 090223 Page 11 of 164
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1 Appointment of Chairperson It was proposed and agreed that Councillor Audrey Doig chair the meeting. DECIDED: That Councillor Audrey Doig chair the meeting. 2 Apologies L Kilicaslan, Senior Manager for CAH Services, Renfrewshire Health and Social Care Partnership; G Cochrane, UNITE; A Canning and G McLean (both GMB). 3 Transparency Statement Councillor Mullin indicated that he had a connection to items 4, 5, 6 and 7 of the agenda as he was a member of the GMB Union. However, he indicated that he had applied the objective test and did not consider he had an interest and intimated that it was his intention to remain in the meeting and to take part in any discussion or voting thereon. Councillor Hughes indicated that she had a connection to items 4, 5, 6 and 7 of the agenda as she was a member of the Unison Union. However, she indicated that she had applied the objective test and did not consider she had an interest and intimated that it was her intention to remain in the meeting and to take part in any discussion or voting thereon. Councillor Gilmour indicated that he had a connection to items 4, 5, 6 and 7 of the agenda as he was a member of the Unite Union. However, he indicated that he had applied the objective test and did not consider he had an interest and intimated that it was his intention to remain in the meeting and to take part in any discussion or voting thereon. 4 Developments in Health, Safety and Wellbeing There was submitted a report by the Director of Finance & Resources relative to health, safety and wellbeing issues since the previous meeting of the Joint Consultative Board (Non Teaching) on 15 November 2022. The Health & Safety Team continued to work collaboratively with key stakeholders, to ensure risks were assessed, review policies and guidance, support front line services in the delivery of emergency and prioritised work, evaluate contractors' and suppliers' health and safety documentation when applying for contracts, respond to Freedom of Information requests, produce health and wellbeing guidance to support the workforce, and review all injury accidents occurring within the Council. DECIDED: That the report be noted. Page 12 of 164
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5 Absence Statistics There was submitted a report by the Director of Finance & Resources relative to the Council’s absence statistics for quarter 2, 1 July to 30 September 2022 The report provided information in relation to absence targets and how Services and categories of staff had performed against them. An analysis of the reasons for absence for the period was included within the report. Information was also provided on supporting attendance activity levels by Service and the overall number of days lost. The absence statistics were broken down by service and category of staff, reasons for absence and progress made by services in relation to their supporting attendance action plans. DECIDED: That the report on absence statistics for the second quarter of 2022 be noted. 6 Details of Grievances There was submitted a report by the Director of Finance & Resources relative to the number of grievances received. The report provided information on grievances at both the informal and formal stages. The report indicated that there were a total of 10 grievances as at January 2023, which was a decrease of one case since the last meeting of this Board. DECIDED: That the report be noted. 7 Agency Workers There was submitted a report by the Director of Finance & Resources relative to the number of agency staff employed within the Council as at December 2022 and detailing the capacity and Services in which they were engaged. The report advised that as at December 2022, 168 agency workers were employed across all Services, and that this was an increase of 28 agency workers since November 2022. DECIDED: That the report be noted. 8 Date of Next Meeting DECIDED: That it be noted that the next meeting of the JCB (Non-Teaching) was scheduled to be held at 3pm on 15 March 2023. Page 13 of 164
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To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 Report by: Director of Finance and Resources Heading: Revenue and Capital Budget Monitoring as at 11 November 2022 1. Summary of Financial Position 1.1. The projected revenue outturn at 31 March 2023 for those services reporting to the Finance, Resources and Customer Services Policy Board is an overspend position of £1.103m (1.0%) against the revised budget for the year. 1.2. The projected capital outturn at 31 March 2023 for projects reporting to the Finance, Resources and Customer Services Policy Board is a break-even position. 1.3. This is summarised over the relevant services in the table below and further analysis is provided in the Appendices. Table 1: Revenue Division Revised Annual Budget £000 Projected Annual Outturn £000 Budget Variance £000 Budget Variance % Finance and Resources 42,165 42,518 (353) (0.8%) Environment and Infrastructure 20,154 20,904 (750) (3.7%) Miscellaneous 45,871 45,871 0 0% Total 108,190 109,293 (1,103) (1.0%) Item 3 FRCS 090223 Page 15 of 164
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Table 2: Capital Division Revised Annual Budget £000 Projected Annual Outturn £000 Budget Variance £000 Budget Variance % Finance, Resources and Customer Services 9,595 9,595 0 0% 2. Recommendations Members are requested to: 2.1. Note the projected Revenue outturn position detailed in Table 1 above; 2.2. Note the projected Capital outturn position detailed in Table 2 above; and 2.3. Note the budget adjustments detailed at sections 4 and 6. 3. Revenue 3.1. The Revenue Budget Monitoring report at Appendix 1 identifies a projected annual overspend of £1.103m (1.0% of total budget) for all services reporting to this Policy Board. Detailed division service reports can be found at the end of this report, along with an explanation of any significant projected variances. 3.2. The projected outturn is based on information currently available, and assumptions made by service budget holders. Any changes to these projections will be detailed in future reports to this Board. 3.3. The main reasons for the projected outturn position are indicated below the tables showing both the subjective analysis (what the budget is spent on) and the objective analysis (which division is spending the budget). 4. Revenue Budget Adjustments 4.1. Members are requested to note from Appendix 1 that budget adjustments totalling £4.738m have been processed since the last report at Period 3, with the main reasons as follows: + £4.646m drawdown of funding into Miscellaneous Services to fund the 2022/23 Local Government pay award; and + £0.177m transfer of Non-Domestic Rates budgets from Children’s Services into Miscellaneous Services. Page 16 of 164
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5. Capital 5.1. The Capital Investment Programme 2022/23 to 2026/27 was approved by the Council on 3 March 2022. For Finance, Resources and Customer Services the approved capital spend for 2022/23 is £9.595m (£9.107m approved Capital Plan). 5.2. The budget movement primarily results from reprofiling in the approved capital programme for the year, and grant awarded for kitchen refurbishment for the expansion of school meals. Further detail can be found at Appendix 2. 6. Capital Budget Adjustments 6.1. Since the last report, budget changes totalling £0.437m have arisen, which reflect the following: Budget carried forward into 2023/24 from 2022/23 (£0.592m): o ICT Infrastructure and Renewal Programme (£0.592m) to reflect expected delivery dates in early 2023/24; Budget increases in 2022/23 +£0.876m: o Lifecycle Capital Maintenance Fund (£0.876m) for grant awarded by Scottish Government to refurbish kitchen equipment for the provision of school meals. Budget transfers in 2022/23 +£0.153m: o Village Improvement Fund (£0.200m) transfer in from Town Centre Capital Fund as approved by Council in March 2022. o Lifecycle Capital Maintenance Fund (£0.047m) transfer out to the Community Halls Projects as per the Leadership Board, to provide funding to increase scope of external work at Bargarran Community Nursery. Page 17 of 164
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_______________________________________________________________ Implications of this report 1. Financial – The projected budget outturn position for Finance, Resources and Customer Services’ Revenue budget is an overspend of £1.103m. Income and expenditure will continue to be monitored closely for the rest of the financial year and, as far as possible, steps will be taken to mitigate any overspend. The projected outturn position for Finance, Resources and Customer Services’ Capital budget is break-even. The Capital programme will continue to be monitored closely for the rest of the financial year and, where necessary, steps will be taken to mitigate any overspend. Any changes to current projections in either Revenue or Capital budgets will be reported to the board as early as possible, along with an explanation for the movement. 2. HR and Organisational Development - None directly arising from this report. 3. Community/Council Planning - None directly arising from this report. 4. Legal - None directly arising from this report. 5. Property/Assets - The Capital expenditure in this board will result in lifecycle maintenance improvements to existing properties and replacement of ICT assets and infrastructure. 6. Information Technology - None directly arising from this report. 7. Equality and 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 because for example it is for noting only. 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 and Safety - None directly arising from this report. Page 18 of 164
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9. Procurement - None directly arising from this report. 10. Risk - The potential risk that the Council will overspend its approved budgets for the year will be managed at a Council-wide level by the Chief Executive and Directors. 11. Privacy Impact - None directly arising from this report. 12. Cosla Policy Position - N/a. 13. Climate Risk - None directly arising from this report. __________________________________________________________________ List of Background Papers Revenue Budget and Council Tax 2022/23, Council 3 March 2022. The Capital Investment Programme 2022/23 to 2026/27, Council 3 March 2022 __________________________________________________________________ Authors: Valerie Howie / Lisa Dickie / Kevin Festorazzi / Geoff Borland Page 19 of 164
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APPENDIX 2 Objective Summary Approved Annual Budget at Period 6 Budget Adjustments Revised Annual Budget at Period 8 Projected Outturn Previous Projected Outturn Variance Movement £000 £000 £000 £000 £000 % £000 £000 Finance and Resources 42,861 (696) 42,165 42,518 (353) (0.8%) (353) 0 Environment and Infrastructure 20,112 42 20,154 20,904 (750) (3.7%) (541) (209) Miscellaneous 40,479 5,392 45,871 45,871 0 0.0% 0 0 NET EXPENDITURE 103,452 4,738 108,190 109,293 (1,103) (1.0%) (894) (209) Subjective Summary Approved Annual Budget at Period 6 Budget Adjustments Revised Annual Budget at Period 8 Projected Outturn Previous Projected Outturn Variance Movement £000 £000 £000 £000 £000 % £000 £000 Employees 97,905 4,060 101,965 101,826 139 0.1% 27 112 Premises Related 8,764 1 8,765 9,542 (777) (8.9%) (420) (357) Transport Related 1,682 0 1,682 1,722 (40) (2.4%) 23 (63) Supplies and Services 22,053 (140) 21,913 22,193 (280) (1.3%) (337) 57 Third Party Payments 2,078 0 2,078 2,054 24 1.2% 24 0 Transfer Payments 57,954 913 58,867 58,647 220 0.4% 0 220 Support Services 2,740 0 2,740 2,691 49 1.8% 52 (3) Depreciation and Impairment Losses 7,177 0 7,177 7,177 0 0.0% 0 0 GROSS EXPENDITURE 200,353 4,834 205,187 205,852 (665) (0.3%) (631) (34) Income (96,901) (96) (96,997) (96,559) (438) (0.5%) (263) (175) NET EXPENDITURE 103,452 4,738 108,190 109,293 (1,103) (1.0%) (894) (209) RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2022/23 1 April 2022 to 11 November 2022 POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable Page 20 of 164
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APPENDIX 2 Objective Summary Approved Annual Budget at Period 6 Budget Adjustments Revised Annual Budget at Period 8 Projected Outturn Previous Projected Outturn Variance Movement £000 £000 £000 £000 £000 % £000 £000 Finance and Resources Directorate (353) 0 (353) (352) (1) (0.3%) 13 (14) Audit Services 601 0 601 604 (3) (0.5%) 1 (4) Corporate Governance 3,207 0 3,207 3,129 78 2.4% 69 9 Digital, Transformation & Customer Services 21,218 (339) 20,879 20,981 (102) (0.5%) (119) 17 Finance and Business Services 11,301 (267) 11,034 10,966 68 0.6% 68 0 Housing Benefits 4,043 0 4,043 4,046 (3) (0.1%) 0 (3) People & Organisational Development 2,463 0 2,463 2,495 (32) (1.3%) (32) 0 Property Services (437) (90) (527) (436) (91) (17.3%) (93) 2 Social care (non‐delegated) 818 0 818 1,085 (267) (32.6%) (260) (7) NET EXPENDITURE 42,861 (696) 42,165 42,518 (353) (0.8%) (353) 0 Objective Heading Digital, Transformation & Customer Services Property Services Social care (non‐delegated) The projected overspend reflects the one off costs of migration for the Council's telephony system over the course of the current financial year. POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES Key Reasons for Significant Projected Variances An overspend in Premises Costs is projected. This is due to an expected increase in energy costs across operational Council properties. An overspend in Premises Costs is projected. This is due to an expected increase in energy costs across Health and Social Care properties Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2022/23 1 April 2022 to 11 November 2022 Page 21 of 164
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APPENDIX 2 Subjective Summary Approved Annual Budget at Period 6 Budget Adjustments Revised Annual Budget at Period 8 Projected Outturn Previous Projected Outturn Variance Movement £000 £000 £000 £000 £000 % £000 £000 Employees 34,474 (577) 33,897 33,839 58 0.2% 63 (5) Premises Related 2,728 0 2,728 3,071 (343) (12.6%) (353) 10 Transport Related 76 0 76 54 22 28.9% 23 (1) Supplies and Services 9,525 (200) 9,325 9,498 (173) (1.9%) (194) 21 Third Party Payments 1,745 0 1,745 1,721 24 1.4% 24 0 Transfer Payments 55,157 (1) 55,156 55,155 1 0.0% 0 1 Support Services 694 0 694 644 50 7.2% 52 (2) Depreciation and Impairment Losses 0 0 0 0 0 0.0% 0 0 GROSS EXPENDITURE 104,399 (778) 103,621 103,982 (361) 23.2% (385) 24 Income (61,538) 82 (61,456) (61,464) 8 0.0% 32 (24) NET EXPENDITURE 42,861 (696) 42,165 42,518 (353) (0.8%) (353) 0 Budget Variance (Adverse) or Favourable POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ FINANCE & RESOURCES RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2022/23 1 April 2022 to 11 November 2022 Page 22 of 164
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APPENDIX 2 Objective Summary Approved Annual Budget at Period 6 Budget Adjustments Revised Annual Budget at Period 8 Projected Outturn Previous Projected Outturn Variance Movement £000 £000 £000 £000 £000 % £000 £000 Building Services (241) 1 (240) (240) 0 0.0% (1) 1 Street Lighting Maintenance Work 376 0 376 528 (152) (40.4%) (178) 26 Public Building Repairs 3,822 44 3,866 3,866 0 0.0% (1) 1 Soft Facilities Management Services 16,155 (3) 16,152 16,750 (598) (3.7%) (361) (237) NET EXPENDITURE 20,112 42 20,154 20,904 (750) (3.7%) (541) (209) Objective Heading Building Services Soft Facilities Management Services Street Lighting Maintenance Work RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2022/23 Budget Variance (Adverse) or Favourable 1 April 2022 to 11 November 2022 POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ ENVIRONMENT AND INFRASTRUCTURE Key Reasons for Significant Projected Variances The service is currently forecast to break even this year; however, it is recognised that costs are under considerable pressure from supply price increases. The position will continue to be closely monitored, with updates provided in future There is an anticipated under‐recovery of income, which is offset by some vacancies and an underspend in supplies and services across the service, and this will continue to be closely monitored throughout the financial year. Further detailed analysis has been completed on the outturn for the service and as a result an increase in the projected overspend is being reported as at period 8. There is a projected overspend on repairs and maintenance of street lighting columns due to increased costs of materials, which will be closely monitored during the financial year Page 23 of 164
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APPENDIX 2 Subjective Summary Approved Annual Budget at Period 6 Budget Adjustments Revised Annual Budget at Period 8 Projected Outturn Previous Projected Outturn Variance Movement £000 £000 £000 £000 £000 % £000 £000 Employees 26,552 178 26,730 26,650 80 0.3% (36) 116 Premises Related 3,196 43 3,239 3,453 (214) (6.6%) (67) (147) Transport Related 1,594 0 1,594 1,656 (62) (3.9%) 0 (62) Supplies and Services 10,120 (1) 10,119 10,226 (107) (1.1%) (143) 36 Third Party Payments 0 0 0 0 0 0.0% 0 0 Transfer Payments 43 0 43 43 0 0.0% 0 0 Support Services 1,082 0 1,082 1,082 0 0.0% 0 0 Depreciation and Impairment Losses 0 0 0 0 0 0.0% 0 0 GROSS EXPENDITURE 42,587 220 42,807 43,110 (303) (0.7%) (246) (57) Income (22,475) (178) (22,653) (22,205) (448) (2.0%) (295) (153) NET EXPENDITURE 20,112 42 20,154 20,904 (750) (3.7%) (541) (210) Budget Variance (Adverse) or Favourable POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ ENVIRONMENT AND INFRASTRUCTURE RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2022/23 1 April 2022 to 11 November 2022 Page 24 of 164
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APPENDIX 2 Subjective Summary Approved Annual Budget at Period 6 Budget Adjustments Revised Annual Budget at Period 8 Projected Outturn Previous Projected Outturn Variance Movement £000 £000 £000 £000 £000 % £000 £000 Employees 36,878 4,460 41,338 41,338 0 0.0% 0 0 Premises Related 2,841 177 3,018 3,018 0 0.0% 0 0 Transport Related 12 0 12 12 0 0.0% 0 0 Supplies and Services 2,409 60 2,469 2,469 0 0.0% 0 0 Third Party Payments 333 0 333 333 0 0.0% 0 0 Transfer Payments 2,754 695 3,449 3,449 0 0.0% 0 0 Support Services 965 0 965 965 0 0.0% 0 0 Depreciation and Impairment Losses 7,177 0 7,177 7,177 0 0.0% 0 0 GROSS EXPENDITURE 53,369 5,392 58,761 58,761 0 0.0% 0 0 Income (12,890) 0 (12,890) (12,890) 0 0.0% 0 0 NET EXPENDITURE 40,479 5,392 45,871 45,871 0 0.0% 0 0 Subjective Heading Budget Adjustments Key Reasons for Significant Projected Variances The budget transfer relates principally to the receipt of funding for the 2022/23 local government pay award, as well as the transfer Non‐Domestic Rates budgets from Children's Services. Budget Variance (Adverse) or Favourable POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ MISCELLANEOUS RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2022/23 1 April 2022 to 11 November 2022 Page 25 of 164
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APPENDIX 2 Prior Years Approved Budget Revised Projected Expenditure Budget Adjustments Budget Outturn Total Approved Projected to 31/03/2022* 2022‐23 in 2022‐23 2022‐23 2022‐23 Budget Outurn Project Title to 31‐Mar‐27 to 31‐Mar‐27 £000 £000 £000 £000 £000 £000 £000 CORPORATE PROJECTS ICT Infrastructure Maintenance & Renewal Programme 0 1,585 150 1,735 1,735 0 0% 3,927 3,927 0 0% Strategic Asset Management Fund 0 1,800 (1,800) 0 0 0 0% 0 0 0 0% Energy Efficiency Programme 0 102 0 102 102 0 0% 102 102 0 0% Lifecycle Capital Maintenance (LCM) Fund 0 5,090 (257) 4,833 4,833 0 0% 12,456 12,456 0 0% Artificial Pitch Upgrades 0 0 1,200 1,200 1,200 0 0% 1,200 1,200 0 0% Digital Infrastructure Provision 1,546 0 390 390 390 0 0% 1,936 1,936 0 0% Commnunity Empowerment Fund 349 293 309 602 602 0 0% 951 951 0 0% Greenspaces and Parks 946 237 (237) 0 0 0 0% 936 936 0 0% Villages Improvement Fund 0 0 350 350 350 0 0% 350 350 0 0% Retail Improvement Fund 0 0 150 150 150 0 0% 150 150 0 0% CO2 Monitors 0 0 233 233 233 0 0% 233 233 0 0% TOTAL FINANCE, RESOURCES & CUSTOMER SERVICES BOARD 2,841 9,107 488 9,595 9,595 0 0% 22,241 22,241 0 0% *Rolling programmes have a prior year year expenditure of £0 as the expenditure is not directly linked from one year to the next as a singular project. Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL CAPITAL INVESTMENT STRATEGY ‐ NON‐HOUSING SERVICES 1st April to 11th November 2022 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES Current Year 2022‐23 Full Programme ‐ All years Page 26 of 164
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To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 Report by: Director of Finance and Resources Heading: Revenue and Capital Budget Monitoring – Council Overview as at 11 November 2022 1. Summary of Financial Position 1.1. The projected Revenue outturn at 31 March 2023 for all services is an overspend of £8.244m. 1.2. The projected Capital outturn at 31 March 2023 for all services is an underspend of £0.100m. 1.3. This is split between General Fund Services and the Housing Revenue Account (HRA) in the table below, with further analysis is provided in the Appendices. Table 1: Revenue Division Revised Annual Budget Projected Outturn Budget Variance (Adv)/Fav Budget Variance £000 £000 £000 % General Fund Services 496,779 505,023 (8,244) -1.7% Housing Revenue Account 0 0 0 0.0% Total 496,779 505,023 (8,244) -1.7% Table 2: Capital Division Revised Annual Budget Projected Outturn Budget Variance (Adv)/Fav Budget Variance £000 £000 £000 % General Fund Services 114,991 114,891 100 0.0% Housing Revenue Account 21,200 21,200 0 0.0% Total 136,191 136,091 100 0.0% Item 4 FRCS 090223 Page 27 of 164
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2. Recommendations Members are requested to: 2.1. Note the projected Revenue outturn position detailed in Table 1 above, considering that the forecast position is based on best estimates at this point in time; and also note the substantial risks to this position as outlined in section 3 of the report; 2.2. Note the projected Capital outturn position detailed in Table 2 above. 3. Revenue Monitoring 3.1. The Revenue Budget Monitoring report at Appendix 1 identifies a projected annual overspend of £8.244m (1.7% of total budget) for all Services. Details for all services can also be found here, along with an explanation of significant projected variances. Setting aside the underspend related to adult services (managed by Renfrewshire HSCP), the overspend is projected at £9.265m. 3.2. The projected outturn is based on information currently available, and assumptions made by service budget holders. Any changes to these projections will be detailed in future reports to this board. 3.3. The main reasons for the projected outturn position are indicated in the appendix showing both the subjective analysis (what the budget is spent on) and the objective analysis (what division is spending the budget). 3.4. There are ongoing cost pressures within Soft Facilities Management, Roads, Waste Services and OneRen. Information on significant variances is included within Appendix 1. 3.5. The projection does not currently include any variance relating to the collection of Council Tax. Current forecasts suggest a collection level broadly in line with 2021/22; however, it is recognised that the full year impact of the cost-of-living crisis may have a further effect on income collected. 3.6. Members should also note that the forecast outturn position does not include the impact of the pay settlement for 2022/23 budget, recently agreed for non- teaching staff, but not yet agreed for Teachers or Chief Officers. Following confirmation of the level of funding being provided by the Scottish Government, the shortfall for 2022/23, above that already set aside, is currently estimated at £3m. 3.7. Directors and management teams are closely monitoring their costs and are aiming to mitigate increases where possible; however, it is fully expected that the Council will require to utilise reserve balances in order to break even at year end. Page 28 of 164
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4. Capital Monitoring 4.1. The General Services Capital Investment Programme 2022/23 to 2026/27 was approved by the Council on 3 March 2022. For General Fund Services the revised capital spend for 2022/23 is £114.991m. 4.2. The Capital Monitoring report at Appendix 2 indicates a projected underspend of £0.100m in the approved capital programme for General Fund Services. 4.3. The HRA Capital Investment Programme 2022/23 to 2026/27 was approved by the Council on 3 March 2022. For the HRA the approved capital spend for 2022/23 is £21.200m. 4.4. The Capital Monitoring report at Appendix 2 indicates a break-even position in the approved capital programme for the HRA for the year. It should be noted that due to significant pressures that are emerging in construction commodities and supply chains (in particular timber, cement, bitumen and steel) it is anticipated that inflationary cost pressures will continue to emerge on capital projects and there will be a requirement to use ringfenced reserves to manage these pressures. 5. Capital Overview 5.1. The Council must determine and keep under review the maximum amount it can afford to allocate to capital expenditure. In addition, the Council must also keep under review its Capital Financing Requirement (CFR) i.e., the level of resources that are used to fund capital expenditure over the longer term, rather than at point of spend. It is also the duty of the Council to have regard to the Prudential Code in setting its capital expenditure limit and its capital expenditure requirement. 5.2. The limit on capital expenditure that the Council has set for 2022/23 is shown in the table below. The limit is based on the resources available to fund the capital programmes, split between Housing and Non-Housing Services, but excludes the Public Sector Housing Grant, as this is not considered to be capital spend. Approved Plan £m Forecast Expenditure £m Non-Housing 131.755 114.891 Housing 29.995 21.200 Total 161.750 136.091 5.3. The CFR set by the Council for 2022/23 is shown in the table below and is split between Housing and Non-Housing Services. The projected outturn at 31 March 2023 is also shown. Any significant increase in the capital expenditure limit that is not funded at point of spend will result in an increase in the CFR. Page 29 of 164
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Approved CFR to 31 March 2023 £m Projected CFR to 31 March 2023 £m Non-Housing 364 351 Housing 122 110 Total 486 461 6. Housing Services Programme 6.1. The programme approved by the Council on 3 March 2022 totalled £29.995m. The revised programme currently stands at £21.200m, a reduction of £8.795m resulting from the net effect of reduced budget of £0.400m for signed contracts being lower than estimated and £8.395m for expenditure reprofiled from 2022/23 into 2023/24. 6.2. Capital expenditure to 11 November 2022 amounted to £7.222m and this represents 34% of available resources, compared to 50% for the same period in 2021/22. 6.3. 1% of expected capital income has been received to date, compared to 59% for the equivalent period in 2021/22. This difference relates to the timing of receipt of Scottish Government grant funding for Council House New Build. 6.4. The projected outturn position, after budget changes, is for the Housing Services Programme to break even. However, inflationary impacts of delays to work and estimates of costs complying with new guidelines are still ongoing and may result in this being revised at a future date. 7. Non-Housing Services Programme 7.1. The programme approved by Council on 3 March 2022 totalled £131.755m. The current programme totals £114.991m, a decrease of £16.764m resulting from the net effect of: budget increases of £9m, mainly as result of new grant awards for Paisley Museum, Active Communities and Strathclyde Passenger Transport; budget brought forward from 2021/22 to 2022/23 of £11m; and projects re-profiled from 2022/23 to 2023/24 of (£37m). The projects re-profiled into 2023/24 largely relate to Paisley Museum, Paisley Town Hall and Paisley Town Centre Infrastructure, City Deal and the new Paisley Grammar Campus. 7.2. Capital expenditure to 11 November 2022 totals £37.664m and represents 33% of the available resources, compared to 34% for the equivalent period in 2021/22. Page 30 of 164
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7.3. Capital income totalling £13.343m has been received to 11 November 2022. This represents 30% of the total anticipated income, compared to 45% for the equivalent period in 2021/22. The higher amount in 2021/22 relates to grant received in advance for the Early Years 1,140 Hours expansion project. 7.4. The projected outturn position after the budget changes is for an underspend of £0.100m. However, as noted in 6.4, the full impact of COVID-19 on capital costs on each project is not yet determined, with increased costs through inflation and compliance expected to increase the risk of overspends across the capital programme. 8. Private Sector Housing Grant Programme 8.1. The overall budget provision for this programme is included within the revenue budget. However, in order to monitor the performance of the individual programmes, it is included within capital budget monitoring procedures. 8.2. The Council approved expenditure up to £1.046m for 2022/23. The programme currently stands at £1.292m, an increase in budget of £0.246m as a result of projects re-profiled from 2021/22 into 2022/23. 8.3. The programme is expected to fully spend by 31 March 2023 and will be contained within the overall resources. ___________________________________________________________________ Implications of this report 1. Financial – The projected budget outturn position for General Fund Services Revenue budget is an overspend of £8.244m and break-even for the HRA Revenue budget. Income and expenditure will continue to be monitored closely for the rest of the financial year and, where necessary, steps will be taken to mitigate overspends. The projected outturn position for General Fund Services Capital budget is an underspend of £0.100m and break-even for the HRA Capital budget. The Capital programme will continue to be monitored closely for the rest of the financial year and, where necessary, steps will be taken to mitigate any overspend. Any changes to current projections in either Revenue or Capital budgets will be detailed in future reports to this board. 2. HR and Organisational Development - None directly arising from this report. 3. Community/Council Planning - None directly arising from this report. Page 31 of 164
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4. Legal - None directly arising from this report. 5. Information Technology - None directly arising from this report. 6. Equality and 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 because for example it is for noting only. 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. 7. Health and Safety - None directly arising from this report. 8. Procurement - None directly arising from this report. 9. Risk - The potential risk that the Council will overspend its approved budgets for the year will be managed at a Council-wide level by the Chief Executive and Directors. 10. Privacy Impact - None directly arising from this report. 11. Cosla Policy Position - N/a. 12. Climate Risk - None directly arising from this report. List of Background Papers Revenue Budget and Council Tax 2022/23. Council, 3 March 2022. Non-Housing Capital Investment Programme 2022/23 to 2026/27. Council, 3 March 2022. HRA Capital Investment Programme 2022/23 to 2026/27, Council on 3 March 2022 A Prudential Framework for Capital Finance – Progress Report. Council, 16 December 2021 __________________________________________________________________ Authors: Christine McCourt / Geoff Borland Page 32 of 164
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Appendix 1 Policy Board Approved Annual Budget at Period 6 Budget Adjustments Revised Annual Budget at Period 8 Projected Outturn Previous Projected Outturn Variance Movement £000 £000 £000 £000 £000 % £000 £000 Communities and Housing Services 14,670 (152) 14,517 14,477 40 0.3% 28 12 Education and Children's Services 225,967 (202) 225,765 231,034 (5,269) (2.3%) (5,434) 165 Infrastructure, Land and Environment 30,841 (11) 30,830 32,928 (2,098) (6.8%) (1,696) (402) Finance, Resources and Customer Services 103,452 4,738 108,190 109,293 (1,103) (1.0%) (894) (209) Adult Services 93,607 0 93,607 92,586 1,021 1.1% 970 51 Planning 511 0 511 511 0 0.0% (150) 150 Economy and Regeneration 2,996 (0) 2,996 2,996 0 0.0% 34 (34) Chief Executive's Service 20,349 14 20,363 21,198 (835) (4.1%) (278) (557) GENERAL SERVICES NET EXPENDITURE 492,393 4,387 496,779 505,023 (8,244) (1.7%) (7,420) (824) Housing Revenue Account (HRA) 0 0 0 0 0 0.0% 0 0 NET EXPENDITURE 492,393 4,387 496,779 505,023 (8,244) (1.7%) (7,420) (824) RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2022/23 1 April 2022 to 11 November 2022 Budget Variance (Adverse) or Favourable POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ OVERVIEW Page 33 of 164
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Appendix 1 Policy Board Education and Children's Services Infrastructure, Land and Environment Finance, Resources and Customer Services Adult Services Planning Chief Executives Housing Revenue Account (HRA) Updated Planning fee and Building Warrant income now contributes to a forecast break‐even position for this service. The projected overspend position is largely due to the costs of support to OneRen, reflecting the significant challenges the organisation continues to face following the pandemic and its impact on commercial income, in addition to the provisional level of pay award agreed for 2022/23. Overall the HRA is projecting a break‐even position at the year‐end. Employee costs are projected to underspend due to the ongoing recruitment of vacancies within the service. However, Repairs & Maintenance costs are likely to overspend by over £2m against budget; this is expected to be offset by reduced debt repayments at year‐end. Key Reasons for Significant Projected Variance The projected year‐end underspend is £1.021m, experienced within employee costs and reflecting national recruitment issues facing all Health & Social Care services. The projected year‐end overspend is £5.269m. This is mainly due to overspends within Children and Families in relation to Residential Accommodation placements, where the number of complex, expensive packages has increased significantly. The service continually reviews external placements to ensure they remain appropriate considering both costs and the specific support required. Additional overspends in premises costs across all schools arise from the current energy cost increase. Increase in transport costs in Primary and Secondary Schools due to an increase in the mainstream School Transport Contract. The main drivers of the projected year‐end overspend are the loss of parking income, as has been the case since the beginning of the pandemic; refuse collection costs that are largely driven by inflationary costs and absence cover as a result of annual leave being carried forward from during the pandemic; and the impact of the anticipated energy increases on areas such as street and traffic lighting. All areas will continue to be closely monitored through the remainder of the year. The projected year‐end overspend is £1.103m, arising from overspends in the repair and maintenance of street lighting columns continue due to the increased cost of materials, as well as an anticipated under‐recovery in income, offset by staff vacancies; this will be monitored closely throughout the rest of the year. The projected overspend in Social Care arises from energy prices increases affecting Social Care properties. Page 34 of 164
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Appendix 1 Subjective Summary Approved Annual Budget Period 6 Budget Adjustments Revised Annual Budget P8 Total Projected Outturn Previous Projected Outturn Movement £000 £000 £000 £000 £000 % £000 £000 Employees 345,646 11,888 357,534 354,471 3,063 0.9% 225 2,838 Premises Related 37,937 (1) 37,936 43,416 (5,480) (14.4%) (4,928) (553) Transport Related 13,448 1 13,449 15,507 (2,058) (15.3%) (1,687) (371) Supplies and Services 88,340 (4,661) 83,679 84,511 (832) (1.0%) (159) (673) Third Party Payments 94,894 142 95,036 100,449 (5,413) (5.7%) (5,791) 378 Transfer Payments 87,915 (845) 87,070 87,751 (681) (0.8%) 753 (1,434) Support Services 6,833 37 6,870 6,773 97 1.4% 77 20 Depreciation and Impairment Losses 27,629 0 27,629 25,508 2,121 7.7% 2,201 (80) GROSS EXPENDITURE 702,642 6,562 709,203 718,386 (9,183) (1.3%) (9,310) 126 Income (210,249) (2,175) (212,424) (213,363) 939 0.4% 1,889 (951) NET EXPENDITURE 492,393 4,387 496,779 505,023 (8,244) (1.7%) (7,420) (825) Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2022/23 1 April 2022 to 11 November 2022 POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ OVERVIEW Page 35 of 164
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Appendix 2 Prior Years Approved Budget Revised Projected Expenditure Budget Adjustments Budget Outturn Total Approved Projected to 31/03/2022* 2022‐23 in 2022‐23 2022‐23 2022‐23 Budget Outurn to 31‐Mar‐27 to 31‐Mar‐27 £000 £000 £000 £000 £000 £000 £000 EDUCATION & CHILDREN'S SERVICES Education & Children's Services 81,011 13,359 (7,606) 5,753 5,653 100 2% 147,558 147,458 100 0% TOTAL 81,011 13,359 (7,606) 5,753 5,653 100 2% 147,558 147,458 100 0% COMMUNITIES, HOUSING & PLANNING Housing(HRA) 38,415 29,995 (8,795) 21,200 21,200 0 0% 160,634 160,634 0 0% Housing(PSHG) 0 1,046 246 1,292 1,292 0 0% 1,292 1,292 0 0% TOTAL 38,415 31,041 (8,549) 22,492 22,492 0 0% 161,926 161,926 0 0% INFRASTRUCTURE, LAND & ENVIRONMENT Environment & Infrastructure 19,745 17,683 3,948 21,631 21,631 0 0% 56,118 56,118 0 0% TOTAL 19,745 17,683 3,948 21,631 21,631 0 0% 56,118 56,118 0 0% ECONOMY & REGENERATION Economy and Development 29,508 45,871 (15,053) 30,818 30,818 0 0% 106,181 106,181 0 0% TOTAL 29,508 45,871 (15,053) 30,818 30,818 0 0% 106,181 106,181 0 0% FINANCE, RESOURCES & CUSTOMER SERVICES Corporate Projects 2,841 9,107 488 9,595 9,595 0 0% 22,241 22,241 0 0% TOTAL 2,841 9,107 488 9,595 9,595 0 0% 22,241 22,241 0 0% LEADERSHIP Leisure Services 57,861 754 1,632 2,386 2,386 0 0% 61,274 61,274 0 0% Chief Executives 70,069 44,981 (173) 44,808 44,808 0 0% 361,646 361,646 0 0% TOTAL 127,930 45,735 1,459 47,194 47,194 0 0% 422,920 422,920 0 0% TOTAL ALL BOARDS 299,450 162,796 (25,313) 137,483 137,383 100 0.1% 916,944 916,844 100 0% MADE UP OF :‐ Non-Housing Programme 261,035 131,755 (16,764) 114,991 114,891 100 0% 755,018 754,918 100 0% Housing Programme(HRA) 38,415 29,995 (8,795) 21,200 21,200 0 0% 160,634 160,634 0 0% Housing Programme(PSHG) 0 1,046 246 1,292 1,292 0 0% 1,292 1,292 0 0% PROGRAMME TOTAL 299,450 162,796 (25,313) 137,483 137,383 100 0.1% 916,944 916,844 100 0% Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL CAPITAL INVESTMENT STRATEGY ‐ NON‐HOUSING SERVICES 1st April to 11th November 2022 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES Current Year 2022‐23 Full Programme ‐ All years Page 36 of 164
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Appendix 3 2022/23 Housing Non Housing PSHG Total Services Services Programme A. RESOURCES AVAILABLE TO FUND CAPITAL PROGRAMME £'000 £'000 £'000 £'000 1. Prudential Borrowing 18,370 69,406 87,776 2a General Capital Grant 16,959 600 17,559 2b. Specific Capital Grant 2,500 2,412 4,912 3. Usable Capital Receipts 330 25,753 26,083 4. Contribution From Current Revenue (CFCR) 0 461 692 1,153 5 Total Resource Availability 21,200 114,991 1,292 137,483 B. CAPITAL PROGRAMME 6. Resources Available 21,200 114,991 1,292 137,483 7. Current Programme 21,200 100% 114,991 100% 1,292 100% 137,483 100% C. ACTUAL EXPENDITURE VS PROJECTED 8. Resource Availability 21,200 114,991 1,292 137,483 9. Cash Spent at 11 Nov 2022 7,222 34% 37,664 33% 623 48% 45,509 33% 10. Cash to be Spent by 31 March 2023 13,978 77,327 669 91,974 D. ACTUAL RECEIPTS VS PROJECTED 11. Current Programme (total receipts expected) 2,830 45,124 600 48,554 12. Actual Cash Received at 11 Nov 2022 15 1% 13,343 30% 608 101% 13,966 29% 13. Receipts to be received by 31 March 2023 2,815 31,781 -8 34,588 RENFREWSHIRE COUNCIL 2022/23 CAPITAL BUDGETS MONITORING SUMMARY REPORT TO 11 NOV 2022 Page 37 of 164
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1 _________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 09 February 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Business Services Accounts for Write Off ___________________________________________________________________ 1. Summary 1.1 In accordance with Financial Regulation 3.5.12 a report regarding the write-off for sums over £10,000 due must be submitted to the Finance and Resources Policy Board. 1.2 The debt recovery process involves extensive effort by the Council and its collection agents to locate the debtor and recover the debt. During this process a stage can be reached when it is recognised that the recovery of the sums is no longer viable, and it is prudent to write-off the recovery of the outstanding liability. 1.3 The Council has already pursued each of the debts summarised on the attached Appendix through its follow up cycle and it is considered prudent to write-off the outstanding balance. 1.4 The approval for the write-off will enable the Council to prudently reflect within the financial accounts an accurate representation of the collectable debt. The Council continues to monitor the accounts and, where the circumstances of the debtor alter, will instigate further recovery action as appropriate. The level of write-off will be contained within the Council’s bad debt provision. 1.5 An analysis of the debt proposed for write-off highlighting the reason why collection is deemed irrecoverable is shown in table 1 below: Item 5 FRCS 090223 Page 39 of 164
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2 Table 1 Sundry Debtors Reason No. Debtors Value Prescribed 1 £17,662.19 Total 1 £17,662.19 Table 2 Non-Domestic Rates Reason No. Debtors Value Dissolved 6 £237,679.80 Liquidated 4 £182,190.72 Total 10 £419,870.52 2. Recommendations 2.1 The Board is asked to authorise the write-off of the £437,532.71 as detailed above. Implications of the Report 1. Financial – There has been adequate provision made for these bad debts. 2. HR & Organisational Development - None 3. Community Planning – None 4. Legal - None 5. Property/Assets – None 6. Information Technology – None 7. Equality & Human Rights – None 8. Health & Safety - None 9. Procurement – None 10. Risk - None 11. Privacy Impact – None 12. Climate Risk – None 13. COSLA Policy Postion – N/A Author: Emma Shields Senior Service Delivery Manager (Financial Operations) Page 40 of 164
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix 1 Name Property Address Service Reason Year/Period/ Invoice Date Amount Debtor 1 Not Applicable Sundry Debtors ‐ Communities, Housing and Planning Services Prescribed 2010 17662.19 Total £17,662.19 A.C.A. Print Finishing & Packaging Solutions Ltd Unit 11 Northpoint, 21, Gordon Avenue, Hillington, Glasgow, G52 4TG Non‐Domestic Rates Liquidated 2018 3093.04 A.C.A. Print Finishing & Packaging Solutions Ltd Unit 11 Northpoint, 21, Gordon Avenue, Hillington, Glasgow, G52 4TG Non‐Domestic Rates Liquidated 2019 5880.00 A.C.A. Print Finishing & Packaging Solutions Ltd Unit 11 Northpoint, 21, Gordon Avenue, Hillington, Glasgow, G52 4TG Non‐Domestic Rates Liquidated 2020 1546.62 A.C.A. Print Finishing & Packaging Solutions Ltd Cartside Avenue, Inchinnan, PA4 9RP Non‐Domestic Rates Liquidated 2019 7328.00 A.C.A. Print Finishing & Packaging Solutions Ltd Cartside Avenue, Inchinnan, PA4 9RP Non‐Domestic Rates Liquidated 2020 36452.68 A.C.A. Print Finishing & Packaging Solutions Ltd Cartside Avenue, Inchinnan, PA4 9RP Non‐Domestic Rates Liquidated 2021 22129.24 Total £76,429.58 ER Travel Services Ltd 35, Mcfarlane Street, Paisley, PA3 1SA Non‐Domestic Rates Dissolved 2016 2857.46 ER Travel Services Ltd 35, Mcfarlane Street, Paisley, PA3 1SA Non‐Domestic Rates Dissolved 2017 3904.34 ER Travel Services Ltd 35, Mcfarlane Street, Paisley, PA3 1SA Non‐Domestic Rates Dissolved 2019 4310.10 Total £11,071.90 Exx.Oill Ltd Unit 18, Xsite Braehead, King'S Inch Road, Renfrew, PA4 8XQ Non‐Domestic Rates Dissolved 2021 12664.48 Exx.Oill Ltd Unit 18, Xsite Braehead, King'S Inch Road, Renfrew, PA4 8XQ Non‐Domestic Rates Dissolved 2022 1224.19 Total £13,888.67 Page 41 of 164
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix 2 Name Property Address Service Reason Year/Period/ Invoice Date Amount New Street Promotions Ltd Whisky Joe's, 7, New Street, Paisley, PA1 1XU Non‐Domestic Rates Dissolved 2016 3299.42 New Street Promotions Ltd Whisky Joe's, 7, New Street, Paisley, PA1 1XU Non‐Domestic Rates Dissolved 2017 13327.60 New Street Promotions Ltd Whisky Joe's, 7, New Street, Paisley, PA1 1XU Non‐Domestic Rates Dissolved 2018 13728.00 New Street Promotions Ltd Whisky Joe's, 7, New Street, Paisley, PA1 1XU Non‐Domestic Rates Dissolved 2019 6509.24 Total £36,864.26 Paisley Fashion Limited Unit 16 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2020 5782.44 Paisley Fashion Limited Unit 16 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2021 11049.50 Paisley Fashion Limited Unit 16 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2022 2097.74 Total £18,929.68 Pound Plus Scot Ltd Units 7a/8 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2020 12570.59 Pound Plus Scot Ltd Units 7a/8 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2021 15092.00 Pound Plus Scot Ltd Units 7a/8 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2022 2062.95 Total £29,725.54 Rainbow Technology Systems Limited 42, Kelvin Avenue, Hillington, Glasgow, G52 4LT Non‐Domestic Rates Liquidated 2020 9702.00 Page 42 of 164
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix 3 Name Property Address Service Reason Year/Period/ Invoice Date Amount Rainbow Technology Systems Limited 42, Kelvin Avenue, Hillington, Glasgow, G52 4LT Non‐Domestic Rates Liquidated 2021 5110.77 Total £14,812.77 Wilson Imports Limited Unit 28, Wilson Business Park, 1 Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2019 1519.00 Wilson Imports Limited Unit 28, Wilson Business Park, 1 Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2020 874.00 Wilson Imports Limited Unit 5, Wilson Business Park, 1 Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2018 349.15 Wilson Imports Limited Unit 5, Wilson Business Park, 1 Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2019 2205.00 Wilson Imports Limited Unit 5, Wilson Business Park, 1 Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2020 1268.71 Wilson Imports Limited Unit 17, Wilson Business Park, 1 Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2019 5267.50 Wilson Imports Limited Unit 17, Wilson Business Park, 1 Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2020 3030.81 Wilson Imports Limited Unit 11, Wilson Business Park, 1, Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2020 46312.91 Page 43 of 164
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix 4 Name Property Address Service Reason Year/Period/ Invoice Date Amount Wilson Imports Limited Unit 24b, Wilson Business Park, 1, Queen Elizabeth Avenue, Hillington, Glasgow, G52 4NQ Non‐Domestic Rates Liquidated 2020 4011.86 Total £64,838.94 Workspace Studios Limited Warehouse Grd Flr, 1, Macdowall Street, Paisley, PA3 2JG Non‐Domestic Rates Dissolved 2017 118.62 Workspace Studios Limited Warehouse Grd Flr, 1, Macdowall Street, Paisley, PA3 2JG Non‐Domestic Rates Dissolved 2018 44528.00 Workspace Studios Limited Warehouse Grd Flr, 1, Macdowall Street, Paisley, PA3 2JG Non‐Domestic Rates Dissolved 2019 35569.60 Workspace Studios Limited Warehouse Grd Flr, 1, Macdowall Street, Paisley, PA3 2JG Non‐Domestic Rates Dissolved 2020 29867.75 Workspace Studios Limited Warehouse Grd Flr, 1, Macdowall Street, Paisley, PA3 2JG Non‐Domestic Rates Dissolved 2021 17115.78 Total £127,199.75 WWCM Ltd Cafuffels, 17, New Street, Paisley, PA1 1XU Non‐Domestic Rates Liquidated 2021 20751.50 WWCM Ltd Cafuffels, 17, New Street, Paisley, PA1 1XU Non‐Domestic Rates Liquidated 2022 5357.93 Total £26,109.43 Overall Total £437,532.71 Page 44 of 164
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__________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Paisley and Renfrew Common Good Fund Budgets 2023/24 ___________________________________________________________________ 1. Summary 1.1 The level of funding available to disburse annually from the Paisley and Renfrew Common Good Funds is dependent upon the income received by the Funds during the year. For each Fund, income is derived from its respective investment portfolio and is received in the form of property rental payments, interest payments or dividends, with the latter two being particularly sensitive to financial market fluctuations. 1.2 The level of income available for 2023/24 has been estimated along with existing annual commitments and assessments made of the affordability of existing funds delegated to Local Partnerships on an annual basis. ___________________________________________________________________ 2. Recommendations 2.1 The Board is asked to: i) Approve the 2023/24 budget allocations to Local Partnerships as follows: Common Good Fund Local Partnership Budget 2023/24 Renfrew Renfrew £75,300 Paisley Paisley East £12,400 Paisley Paisley North, West and Central £10,900 Paisley Foxbar / Brediland and Glenburn £10,200 ii) Approve the continuing funding of project awards, as outlined in Appendix 1. Item 6 FRCS 090223 Page 45 of 164
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___________________________________________________________________ 3. Background 3.1 The Common Good Funds of both Paisley and Renfrew are used each financial year to fund ongoing projects and commitments made by the Finance, Resources and Customer Services Policy Board. In addition, an annual allocation is made to relevant Local Partnerships, which have delegated authority to disburse grants to local organisations from which they receive bids for funding and/or to use the funding themselves to support appropriate projects. The proposed allocations are based on the current Local Partnership arrangements. 3.2 Income received by the Common Good Funds is derived from rental income from Common Good property and, principally, from dividend income and interest payments. Subject to maintaining tenancies, rental income remains fairly stable and predictable on a yearly basis. However, in terms of investment income from dividends and interest, it is necessary to make an informed estimate each year of the income that will be available to the Common Good Funds in the following year. 3.3 Rental income receivable by both Common Good Funds is expected to remain unchanged from the current year actual. 3.4 The investment income for 2023/24 is based on the estimated figures provided for both the Paisley and Renfrew Common Good funds as at 31 December 2022. The markets and anticipated sustainability of investments will continue to be monitored by both officers and the Investment Review Board. 3.5 Taking these projections into account, a forecast Income and Expenditure Statement for each Common Good Fund has been prepared on a cash basis (i.e. excluding non-cash movements, such as depreciation) and is appended for Members’ consideration. These forecasts presume that in-year expenditure will not exceed income. There is a requirement to ensure that the ongoing commitments of each Common Good Fund remain affordable and sustainable. 3.6 In August 2022 all three Common Good Funds became deregistered as charities by the Scottish Charity Regulator (OSCR) meaning that there will no longer be separate annual accounts from 2022/23 onwards. This means there are no longer external audit costs for the Common Good Funds. 3.7 In light of the current economic climate, awards have generally been uplifted by 5% inflation for 2023/24 with the exception of the award to the Cherrie Centre, which has been held at the same level as 2022/23 pending further discussion with the Centre with regards the level of financial support being provided and the Centre’s overall financial position. Page 46 of 164
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3.8 As reported to the Leadership Board in November 2022, the Royal National Mòd will take place in Paisley between 13 and 21 October 2023. This is the second time that Paisley will host this prestigious and culturally significant festival, the last visit being in 2013. The eight day event will reinforce the profile of Paisley as a town capable of hosting national cultural events and festivals. The local organising group are responsible for many of the elements of the Mòd including venue decoration, town centre signage, marketing, communications and transportation. In addition to this, they are developing a vibrant fringe programme which will complement the traditional elements of the festival. The costs involved are significant and – as in 2013 – a contribution has been sought from the Paisley Common Good Fund. An award of £15,000 is proposed to support the organising group. 3.9 3.10 A suitable contractor has been selected to complete the Oakshaw Church Steeple repair and it is anticipated that work will start on this in Spring 2023 with a one-off contribution of £50,000 from the Paisley Common Good Fund matching an equivalent contribution from the Place Based Investment Fund. The above one-off costs result in a marginal forecast deficit position on the Paisley Common Good Fund which will be funded from cash-backed reserve balances accumulated from prior year surpluses. __________________________________________________________________ Implications of the Report 1. Financial – The proposed budgeted allocation is based on a general principle of only spending the available income in each year. 2. HR & Organisational Development – None arising directly from this report. 3. Community Planning: Our Renfrewshire is well – Many of the projects funded by Local Partnerships contribute to the promotion of more active pursuits for all age groups. Our Renfrewshire is thriving - The funding allocated from the Common Good Funds supports local community groups and projects. Our Renfrewshire is safe – The community projects funded by Local Partnerships, as well as recurring funding for events and community services supports communities to be safer and stronger. 4. Legal – None arising directly from this report. 5. Property/Assets – None arising directly from this report. 6. Information Technology – None arising directly from this report. 7. Equality & Human Rights – None arising directly from this 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. Page 47 of 164
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8. Health & Safety – None arising directly from this report. 9. Procurement – None arising directly from this report. 10. Risk – There is a risk investment income will not be realised as forecast, however this risk will be monitored through regular discussion with the Council’s investment manager and adviser. 11. Privacy Impact – None arising directly from this report. 12. COSLA Policy Position – None arising directly from this report. 13. Climate Risk – None arising directly from this report. ___________________________________________________________________ Author: Stuart Nibloe, Principal Accountant (Treasury) stuart.nibloe@renfrewshire.gov.uk 0141 487 0906 Page 48 of 164
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Appendix 1 Paisley Common Good - Income & Expenditure Forecast Approved Probable Outturn Proposed 2022/23 2022/23 2023/24 £ £ £ Estimated Net Annual Income available: Income receivable from Loans Fund (2,000) (1,000) (1,000) Investment Income (155,000) (155,000) (155,000) Property Rental Income (48,000) (48,800) (49,000) (205,000) (204,800) (205,000) Less costs: Investment Management Fees 24,000 22,010 24,000 Council Administration Fee 15,000 14,000 14,000 External Audit Fees 2,300 0 0 Property Costs 5,500 0 1,000 Total Available for Disbursement (158,200) (168,790) (166,000) Proposed Recurring Projects: Christmas lights 52,340 52,340 55,000 Repair to War Memorial 430 430 500 Fireworks Display 5,000 0 0 Barshaw Gala 5,000 5,000 5,300 CCTV Operations 18,600 18,600 19,500 Total Cost of Recurring Projects 81,370 76,370 80,300 Proposed Non-recurring Projects: Oakshaw Church Steeple Repair 0 0 50,000 Paisley Mòd 2023 Organising Committee 0 0 15,000 0 0 65,000 Proposed Local Partnership Allocations: Paisley East, Ralston, Hawkhead/Lochfield, Hunterhill and Charleston 11,820 11,820 12,400 Paisley North, Gallowhill, Ferguslie, Paisley West and Central 10,380 10,380 10,900 Foxbar / Brediland and Glenburn 9,740 9,740 10,200 31,940 31,940 33,500 (Surplus)/Deficit on cash basis (44,890) (60,480) 12,800 Page 49 of 164
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Appendix 1 Renfrew Common Good - Income & Expenditure Forecast Approved Probable Outturn Proposed 2022/23 2022/23 2023/24 £ £ £ Estimated Net Annual Income available: Income receivable from Loans Fund (18,000) (5,000) (5,000) Investment Income (540,000) (540,000) (560,000) Property Rental Income (260,000) (273,630) (270,000) (818,000) (818,630) (835,000) Less costs: Investment Management Fees 90,000 84,130 85,000 Council Administration Fee 45,000 45,000 45,000 External Audit Fees 2,300 0 0 Renfrew Town Hall - lifecycle maintenance 8,000 8,000 8,000 Property Costs 15,000 12,000 15,000 Total Available for Disbursement (657,700) (669,500) (682,000) Proposed Recurring Projects: Christmas lights: operating costs 15,900 15,900 16,700 Christmas lights: switch-on event 10,000 10,000 10,000 Renfrew Pipe Band Competition 10,000 10,000 10,000 Repair to War Memorial 285 285 300 Repair to Public Clocks 205 205 220 Maintenance Benches - Robertson Park 640 640 700 Cherrie Centre Support 79,330 79,330 79,300 Renfrew Gala Week 5,000 5,000 5,300 CCTV Operations 11,000 11,000 11,600 Total Cost of Recurring Projects 132,360 132,360 134,120 Proposed Local Partnership Allocations: Renfrew 71,740 71,740 75,300 (Surplus)/Deficit on cash basis (453,600) (465,400) (472,580) Page 50 of 164
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_________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Business Services Performance Report ___________________________________________________________________ 1. Summary 1.1 This report details performance across key Business Services functions including revenue collection and benefit administration for the period ending 28 December 2022 (including an update on the funding and expenditure position in relation to Discretionary Housing Payments (DHP) and the Scottish Welfare Fund). _______________________________________________________________ 2. Recommendations 2.1 It is recommended that the Board: Note the contents of the report. _______________________________________________________________ 3. Revenue Collection 3.1 Council Tax 3.1.1 This section details the collection performance as at 28 December 2022 for Council Tax. It also provides details of the total sums collected for the previous financial year. 3.1.2 The billable sum for 2022/23 is £94,202,701. Item 7 FRCS 090223 Page 51 of 164
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3.1.3 The sums collected to date for 2022/23 are £82,161,107 which is 87.22% of the billable sum (87.26% last year). This represents a slight decrease of 0.04% in cash collection as a proportion of net charges billed compared with the same position for 2021/22. 3.1.4 The Scottish Government’s Cost of Living Awards scheme payments, which resulted in £9,376,650 being credited to Council Tax accounts earlier this year, are reflected in the sums collected. It was anticipated that the percentage increase previously reported would lessen over the remaining months of the year as customers’ reduced instalments take effect. It is expected that the ongoing cost of living crisis is likely to have an impact on the level of collection this year. 3.1.5 The Council Tax Reduction (CTR) awarded is £13,173,790, amounting to 12.27% of the billable sum, which is 0.93% less than at the same point last year. 3.1.6 The Service continues to work through a volume of outstanding CTR applications and continues to encourage the take-up of CTR. Activities planned for the new financial year will include close tracking of potential applications and data matching to maximise CTR awards and support customers, where possible. 3.2 Non-Domestic Rates 3.2.1 This section details the collection performance as at 28th December 2022 for Non-Domestic Rates (NDR). It also provides details of the total sums collected for the last financial year. 3.2.2 The Non-Domestic Rates (NDR) charges billed for 2022/23 amount to £126,190,425; this is significantly higher than the levied amount of £88,651,662 for 2021/22. Reduced take up of less generous Covid-19 reliefs in comparison to 2021/22 largely accounts for the increase. 3.2.3 The cash receipts to date amount to £101,397,428 which is 80.35% of the sum billed. This is an increase in cash collection as a proportion of net charges billed of 3.54% compared with the same position for 2021/22. 3.2.4 Payment collection for Non-Domestic Rates commences in May each year. 4. Benefit administration This section details the processing performance in relation to Housing Benefit and the Scottish Welfare Fund, as at the end of December 2022. Also provided is an update on the funding and expenditure position in relation to Discretionary Housing Payments (DHP) and the Scottish Welfare Fund. Page 52 of 164
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4.1 Workload and Performance 4.1.1 The Service aims to balance the varied and changing workload resulting from the impact of the pandemic, in particular redirection of the significant resources which were required to support Self-Isolation Support Grants in the first quarter of the year. 4.1.2 Work to retrieve the target position continues, due to the nature of benefits workload it was always anticipated that, regrettably, this would take some months. 4.1.3 Recovery was impacted significantly by the Christmas closure, where two weeks of processing time is lost. There is normally a dip in performance in early January following the festive break, this is magnified this year because of the recovery position. 4.1.4 Recruitment and training of new team members has progressed with all posts filled. Training for benefits work is an extensive process, taking several weeks for a new team member to become proficient in a single process, many months to be fully trained in all areas and be fully productive. Intensive training support is in place for less experienced team members. 4.1.5 Additional temporary resources have been sourced and deployed to the service; this will provide critical support and has already started to make an impact in reducing volumes. 4.1.6 The Service has a targeted plan in place with activity focussed on clearing oldest items, balanced with addressing priority cases. 4.1.7 As previously reported, the outstanding volume of work is following the high volume of Self-isolation Support Grants at the start of the calendar year and substantial changes to the Council Tax Reduction Scheme, which resulted in significant manual intervention being required to enable processing. This manual intervention was temporary, and the previous automated solution has now been resumed. 4.2 Speed of Processing – Housing/Council Tax Benefit 4.2.1 As detailed in Table 1 below, processing speed for New Claims is outwith target for the period. A much-improved processing time was achieved for the period immediately following the previous board to 1 December 2022, however as mentioned in 4.1.3 above this period has been severely impacted by the Christmas closure. It is anticipated this this will recover quickly to continue an improving trend over the next few periods. 4.2.2 In relation to New Claims processed within 14 days of all information received, this measure is also below target for the period. 4.2.3 Processing of Changes in Circumstance (CIC) is outside of target for the reporting period due to a continued focus on the catch up of older cases. The temporary resource has been deployed to target this area specifically. Page 53 of 164
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(Supplementary processing information is attached in Appendix 2 for members’ reference) Table 1 – Performance Summary Performance measure 6 Week Reporting Period 02 December 2022 to 12 January 2023 Year to date position Annual Target New Claims – processing time 46 40 24 days New Claims - % processed within 14 days of all information received 65 74 92% Changes in Circumstance – processing time 39 13 10 days 4.3 Discretionary Housing Payments 4.3.1 The total budget for Discretionary Housing Payments for 2022/23 is shown in Table 2 below; this includes an additional amount of £300k allocated by the Council and £83.6k added from Flexible Funding for Financial Insecurity resources, which were provided to the Council by the Scottish Government. 4.3.2 Funding for DHP was previously provided to Local Authorities by the Department for Work and Pensions, following the new social security powers devolved to the Scottish Government (SG), DHP funding is now provided entirely by SG. The total budget is detailed in Table 2 below and shows the indicative spending spilt provided to the Council. 4.3.3 The DHP budget has been calculated to include the full Scottish Government estimate of the amount of funding required to fully mitigate the effect of the Bedroom Tax. This estimate includes a 20% reserve allocation, which will be paid in May 2023, if required. 4.3.4 In line with DHP Policy and DHP Regulations, the Service makes awards to fully mitigate the effect of the Bedroom Tax and maximise spend within the year. 4.3.5 Table 3 shows the performance information in relation to DHPs. The table shows that the average processing time in relation to DHP is within target. Table 2 – DHP Budget Funding – indicative allocations Amount Renfrewshire Council £300,000 Financial Insecurity Winter Funding £83,692 Financial Hardship (non-Benefit Cap) – Scottish Government £226,003 Financial Hardship (Benefit Cap) – Scottish Government £156,518 Page 54 of 164
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Bedroom Tax* – Scottish Government £2,349,931 Total budget for the year £3,156,004 *This figure represents the maximum amount required to cover the estimated shortfall of customers impacted by the Bedroom Tax. Table 3 – DHP Performance Summary Measure 1 April 2022 to 28 December 2022 Volume of DHP applications received 4,811 applications Volume of DHP decisions made 4,618 decisions Number of DHP awards 4,362 awards Average processing time (target 29 days) 11 days Total amount committed/paid £2,560,526 4.4.1 The Scottish Welfare Fund 4.4.1 The Scottish Welfare Fund (SWF) provides a safety net for vulnerable people on low incomes through the provision of Community Care Grants and Crisis Grants. The Scottish Welfare Fund is a national scheme, underpinned by law and delivered on behalf of the Scottish Government by all local councils. The SWF replaced elements of the Social Fund abolished by the Department for Work and Pensions in 2013. 4.4.2 The Service makes awards in 2022/23 in line with Scottish Government guidance and had spent 61% of its total budget for the Scottish Welfare Fund (SWF) by the end of December 2022. 4.4.3 The total budget for the Scottish Welfare Fund for 2022/23 is shown in Table 4 below; this includes an additional amount of £500k allocated by the Council and £132,954 added from Flexible Funding for Financial Insecurity resources, which were provided to the Council by the Scottish Government. 4.4.4 The performance data relating to the Fund is presented in Table 4 below. The Service has processed Crisis Grants within target for the period, however due to an increased volume of Crisis applications, Community Care Grants were over target for the period. 4.4.5 From October 2020, the Scottish Government committed to providing a grant of £500 to individuals who are in receipt of low-income benefits and who lost income because they are required to self-isolate to prevent the spread of COVID-19. 4.4.6 The Scottish Welfare Fund was determined to be the legislative and delivery mechanism for Self-Isolation Support Grants (SISGs) in the form of Crisis Grants, as they are designed to provide occasional support to people facing immediate financial need which poses a risk to their health and wellbeing. Page 55 of 164
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4.4.7 Self-Isolation Support Grants closed with effect from 5 January 2023. The service will continue to accept applications, in line with Scottish Government guidance, for 28 calendar days from the day the claimant was advised to stay at home, provided they have booked a COVID-19 PCR test through the SISG Portal on or before 5 January 2023. Table 4 – SWF Performance Summary (Crisis & Community Care Grants) Measure 1 April 2022 to 28 December 2022 Number of Crisis Grant applications received 7,457 Number of Crisis Grant Awards 4,934 Total amount paid for Crisis Grants £517,595 Average Processing time (2 working days target) 2 days Average Processing time within December 2 days Number of Community Care Grant applications received 1,874 Number of Community Care Grant Awards 1,130 Total amount paid for Community Care Grant £637,719 Average processing time year to date (15 working days target) 12 days Average processing time within December 22 days Total amount paid/committed from the fund £1,155,314 Budget from Financial Insecurity Winter Funding £132,954 Budget from Council £500,000 Budget provided by Scottish Government £1,251,983 Total Budget £1,884,937 Table 5 – SWF Performance Summary (Self-Isolation Support Grants) (SISG) Measure 1 April 2022 to 28 December 2022 Number of SISG applications received 1,528 Number of SISG Awards 1,333 Average Processing time year to date (1 working day target) 3 days Average Processing time within December 3 days Total amount paid/committed from the fund £541,150 Budget provided by Scottish Government £541,150 Page 56 of 164
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___________________________________________________________________ Implications of the Report 1. Financial - The level of collection of Local Taxation continues to provide funding for the delivery of Council services throughout Renfrewshire. 2. HR & Organisational Development – None. 3. Community/Council Planning – Our Renfrewshire is fair - An effective Benefits service is vital to the quality of life of many of our citizens as it provides vital support for low income households to sustain tenancies and meet their rent obligations. Working together to improve outcomes - An efficient and effective billing and administrative process for the collection of local taxes is vital for ensuring the recovery of income to the Council to support the provision of local services. This is supported by a range of payment opportunities for the public, including electronic and digital payments (e.g. Direct Debit, Website and Telephone). Working together to improve outcomes – Efficient and effective customer service is vital to ensuring that citizens have equality of access to Council services, whether this is digitally, by telephone or face to face. 4. Legal – None. 5. Property/Assets – None. 6. Information Technology – None. 7. Equality & Human Rights - The recommendations contained within this report in relation to performance updates has been considered in relation to its 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 because it is for consideration of performance only. 8. Health & Safety – None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact – None. 12. Cosla Policy Position – None. 13. Climate Risk – None. _________________________________________________________ Page 57 of 164
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List of Background Papers None ___________________________________________________________________ Author: Emma Shields, Senior Service Delivery Manager (Financial Operations) Page 58 of 164
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Appendix 1 RENFREWSHIRE COUNCIL REVENUES COLLECTION STATEMENT AS AT 28 DECEMBER 2022 COUNCIL TAX 2021/22 2022/23 £m £m Projected Yield 98.307 100.788 Gross Charges 102.352 107.376 Less rebates 13.343 13.174 Net Charges Billed 89.009 94.203 Cash Collected 84.882 82.161 Rebate Grant 13.343 13.174 98.224 95.335 Cash collected as % of Net Charges 95.36% 87.22% Income as % of Projected Yield 99.92% 94.59% NON DOMESTIC RATES 2021/22 2022/23 £m £m Projected Yield 86.879 123.667 Gross Charges 145.569 148.215 Less reliefs 56.917 22.024 Net Charges Billed 88.652 126.190 Cash Collected 84.589 101.397 Cash collected as % of Net Charges 95.42% 80.35% Cash collected as % of Projected Yield 97.36% 81.99% Page 59 of 164
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Appendix 2 Business Services Performance Report Supplementary KPIs – Finance & Resources Policy Board APPEALS Where a claimant disputes a Benefits decision and also disputes a revision decision, they can formally make an Appeal. The Benefits Service will prepare a detailed submission which is then considered by the Independent Tribunals Service. Preparation of a submission is a very involved process and requires significant data gathering. Target processing speed (number of days) 60 Result: last 3 months (days) October: 236 days November: 214 December: 94 days Average (12 months to date) 101 days Average Appeals Completed 2 Appeals per month Comment:- Appeals volumes are very low, which is expected due to reducing Housing Benefit caseload. Monthly targets have been missed as older cases were processed. Additional temporary resource has been sourced to bring Appeals up to date before the end of the financial year. REVISIONS Where a claimant disputes a benefits decision in the first instance, they can request for it to be looked at again. This is known as a Revision. The process involves a Senior Benefit Assessor reviewing the decision thoroughly to decide whether the decision should stand. Target 28 days Result last report July 22: 63 August 22: 77 September 22: 81 Result Last 3 months October 22: 72 November 22: 91 December 22: 91 Comment:- The Service has missed target for revisions processing as a result of balancing workloads. Resources have been focussed on reducing the outstanding volume of Revisions and bring processing up to date before the end of the financial year. ACCURACY The Service proactively monitors the accuracy of benefits decisions made through a robust audit checking programme. The Service targets to audit a minimum of 4% of calculations. Target % Actual % Volume of Audits 2022/23 4% 39% Accuracy – December 2022 95% 77% Accuracy – 2022/23 95% 90% Comment:- The Service continues to analyse errors and action trends/patterns by providing additional guidance/training where needed. Targeted training has been undertaken following a dip in performance during December. The proportion checked this period reflects a higher volume of case cleansing reviews carried out on claims as a proportion of decisions made. Case cleansing reviews are triggered by longer processing times, so it is expected to be higher during this recovery period. Page 60 of 164
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Appendix 2 Business Services Performance Report Supplementary KPIs – Finance & Resources Policy Board HOUSING BENEFIT OVERPAYMENTS The service is responsible for raising overpayments where Housing Benefit has been paid in error. If these have resulted from errors made by claimants, the cost is partially funded by the DWP. The service attempts to recover both newly raised and historic debts from claimants or landlords as appropriate. Overpayments raised 2022/23 £972,039 Overpayments raised and recovered in year £314,408 % Recovery 32.35% All recovery in year £828,779 All recovery vs raised in year 85.26% All recovery vs all debt 10.13% Total debt outstanding at end of reporting period £7,348,982 Page 61 of 164
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1 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2022 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Customer Services Performance Report ___________________________________________________________________ 1. Summary 1.1 This report details performance across key Customer Service functions including Call Centre, Face to Face and Digital Support for customers for December 2022 ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Board: Note the contents of the report. _________________________________________________________ 3. Customer Service Provision 3.1 This section details the performance of the customer service for December 2022, and the current year to date position. The report provides an update on the overall contact centre call handling volumes and service level. Face to Face services continue in Renfrewshire House, with these being managed on an appointment basis. Details of customer volumes are provided in this report. Demand for Digital Services remains high, and this report will update members on the level of online transactions being completed. Item 8 FRCS 090223 Page 63 of 164
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2 3.2 Telephone Call Handling 3.2.1 High level monthly summary – for the month of December, the contact centre received 25,890 calls and answered 96% against a primary target of 90% for the period. Table 1 – Customer Service Unit – Primary Target (call handling) Primary target Year Calls Received December Performance Year to Date 90% calls answered 2022 25,890 96% 97% 2021 19,619 98% 97% 3.2.2 The contact centre achieved the primary target of answering 90% of all calls. 3.2.3 The secondary target is to respond to 70% of all calls within 40 seconds Table 7 – Customer Service Unit – Secondary Target (call handling) Secondary target Year December Performance Year to Date 70% calls in 40 seconds 2022 58% 63% 2021 70% 62% 3.2.4 The contact centre performance was below the secondary target of answering 70% of calls within 40 seconds, Year to date however the performance remains higher than the same period last year. The main impact on performance was an extended period of severe cold weather period experienced across the country during week commencing 12th December. This led to an increase in frozen pipes and heating / hot water issues. The call centre had to respond to this demand by extending operating hours to 9pm each evening to support council tenants reporting issues. Overall, an increase of over 6,000 calls were received compared to the same period last year. In addition to the telephone demand outlined above, the team continue to manage the Free School Meal, Clothing Grant, and Bridging Payment processes and to date the customer service team have processed 5,084 applications for Free School Meals and Clothing Grants and successfully paid £796,830 in clothing grants for 6,371 children. Page 64 of 164
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3 3.3 Face to face provision 3.3.1 The Customer Service Centre in Paisley offers face to face support to customers by appointment where this is required. 3.3.2 Table 3 below shows the volume of customers who received face to face service during the month of December 2022. Table 3 – Face to Face Customer Volumes Service Total Customers Birth Registration 104 Marriage Registration 19 TOTAL 123 3.4 Digital Services 3.4.1 The Council continues to see a high level of requests processed through the MyAccount online service, with a further 6,572 new users registered on the platform since the start of the financial year. This continues the trend seen since the start of the pandemic, with a total of 33,127 new users since March 2020. The number of users on the Council’s MyAccount service now equates to over 99% of all households in Renfrewshire, compared to 69% of households in March 2020. 3.4.2 The level of online transactions for the month is slightly lower than the same period last year but the MyAccount service still supported 10,937 requests in December compared to 6,434 in the same period in 2019. 3.4.3 Since the start of the financial year a total of 119,168 transactions have been completed through the online service. ___________________________________________________________________ 0 2000 4000 6000 8000 10000 12000 14000 16000 18000 20000 Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Online Transactions 2019/20 2020/21 2021/22 2022/23 Page 65 of 164
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4 Implications of the Report 1. Financial – None 2. HR & Organisational Development – None 3. Community/Council Planning – Working together to improve outcomes – An efficient and effective Customer Services Unit is vital to ensuring citizens have equality of access to Council services whether this is digitally, by telephone or face to face 4. Legal - None 5. Property/Assets - None 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 because it is for consideration of performance only. 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 - None 11. Privacy Impact - None 12. Cosla Policy Position – Non applicable. 13. Climate Risk – none. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Gary Innes, Senior Service Delivery Manager, Ext 6322 Page 66 of 164
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To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 Report by: Director of Environment & Infrastructure Heading: Facilities Management Operational Performance Report 1 Summary 1.1 Environment & Infrastructure brings together a range of Council services and activities, with both strategic and operational responsibilities. This report provides an operational performance update on Facilities Management (Hard and Soft Services - including Building Services) and delivered by Environment & Infrastructure since the last Policy Board in November 2022. 2 Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Approves the content of this report. 3 Operational Update 3.1 Supplies and Materials Building Services continue to operate normal day to day business and our emergency out of hours repairs. However, the service continues to experience delays in the provision of some resources and materials. This is being managed within the programming of works. Item 9 FRCS 090223 Page 67 of 164
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3.2 Responsive Repairs The chart below shows the volume of responsive repairs reported by tenants on a weekly basis for the third quarter of this year. This shows that on average 40-47% of all repairs reported within this period are classed as ‘Emergencies’ or ‘Qualifying repairs’ that require either a same day or next day visit. This makes planning repair works outside of these categories challenging. Of the emergencies / qualifying repairs that were reported, 25-30% of these were out of normal working hours and required a standby operative to attend. 3.3 Service provision – weather impact In the week beginning 13 December 2022, Renfrewshire experienced a very cold snap of weather. Building Services attended over 1,700 emergencies reporting no heating and hot water and colleagues in Hard FM attended calls across the public buildings portfolio, including schools. As the weather warmed and thawed, the service worked 24/7, 7 days a week to keep schools open, address heating problems and resolve plumbing issues across the Council public building estate and housing stock. Most staff gave up planned annual leave to help ensure every call was responded to as quickly as possible. 1581 1708 1554 1463 1671 1621 1611 1480 1588 1790 3020 1668 658663 688 662 571 587 683 699 698 738 841 2238 864 559 160 171 151 144 116 164 160 211 193 251 522 204 343 0 500 1000 1500 2000 2500 3000 3500 WC 3-10-22 WC 10-10-22 WC 17-10-22 WC 24-10-22 WC 31-10-22 WC 07-11-22 WC 14-11-23 WC 21-11-24 WC 28-11-22 WC 5-12-22 WC 12-12-22 WC 19-12-22 WC 26-12-22 Repairs reported Quarter 3 - 2022 total number of repairs total emergencies Page 68 of 164
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3.4 Domestic Gas Servicing In quarter 3 (October - December) 2022/23, the domestic gas servicing and repairs team carried out 2,379 gas services. Of these, 189 services were not able to be completed due to no access being granted at the time of the visit. These 189 services will move forward in the Housing Services process so the Council can gain access to the properties prior to the 1-year anniversary of the gas service and ensure full compliance. It should be noted that during the winter months, Officers profile to have less gas servicing to allow the resources to realign onto responsive and emergency calls as these calls rise substantially as the weather gets colder. The figures for quarter 3 are in line with the same quarter last year where the Services carried out 2,436 gas services with 287 instances of no access. 3.5 Aids and Adaptations In the third quarter of 2022 (October – December), Building Services completed 30 full adaptations and currently have 13 live jobs at various stages. These are currently booked in across early February. 3.6 Voids 3.6.1 Building Services continue to work closely with Housing Services to maximise the number of houses that are returned to the letting pool and prioritise houses based on current needs of those requiring housing. A total of 144 voids have been completed and returned to the letting pool in quarter 3 of 2022/23. This makes a total of 526 voids returned to the letting pool in 2022/23 to the end of quarter three. 3.6.2 The volume of works within void houses remains high, often due to the age of the property or the condition that it has been left in by the vacating tenant. As at the 31 December, Housing Services have 170 void properties. This is a reduction of 39 since the previous board report. Void Returns Quarter 3 – 2022/23 Full Void Works* *Inclusive Gas Central Heating (GCH) install *Inclusive Asbestos Removal (ASB RE) Preliminary Works 144 19 20 126 In addition to routine voids there is an additional SHQS programme which carries out more extensive works within the properties. In the last quarter there has been 25 SHQS properties returned, in total 94 properties have been returned to housing since April 2022. In conjunction with Housing Services there is a collective agreement to pause SHQS properties passed to Building Services to allow resources to be targeted at routine voids. Page 69 of 164
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3.7 Electrical Testing programme As part of the on-going electrical compliance requirement of Landlords, Building Services, and other external contractors, have been working in partnership with Housing Services to carry out the statutory 5-year check of electrics within every tenanted household cross Renfrewshire (approx. 12,500 houses). 2022 - 2023 Quarter 1 - 639 Quarter 2 - 280 Quarter 3 – 42 Since the beginning of 2021 a total of 3,853 houses have been fully electrical tested by Building Services. Where it has not been possible to gain access to carry out the statutory checks, a process has been implemented to ensure continued compliance standards are met. The pilot process commenced on the 12 December 2022. 3.8 Streetlighting In the third quarter of the year the Street Lighting Team performed well with 99.35% of all reported dark lamps attended within the 7-day timescale. In addition, they attended 123 emergencies. Overall, in the first 3 quarters of 2022/23, April to December, the Street Lighting team have attended 455 emergencies. 3.9 Capital Works across Public Building Portfolio 3.9.1 The £1.5 million extended school toilet upgrade programme is progressing well with 11 schools now completed and 2 others in progress with completion of all programmed for February. We are also carrying out an additional refurbishment at Ferguslie Pre 5’s centre and works commenced in late January. 3.9.2 Works have now been completed on the replacement of two full kitchens in the specialist HSCP young person’s facilities in Blackhall, Paisley. 3.9.3 Building Services have prepared quotes for the replacement of five kitchens in Renfrewshire Health and Social Care Partnership (HSCP) care home premises. It is anticipated that this work will commence in mid-February 2023. 3.10 Work Hub Extensive work continues implementing the new Work Hub application across Building Services. A patch and upgrade has been applied to the system in January 2023 which will allow all operatives in Building Services to use the digital job management system in February 2023 following appropriate testing of the system. Training has also been undertaken with colleagues in Housing Services on the data information application - Info Suite. This will allow reporting to be undertaken timeously. Page 70 of 164
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Work also continues to manually reconcile all invoices to the ledger to ensure accurate financial planning for the end of the financial year. 3.11 Energy Installation of LED Lighting The installation programme is now complete with a reduction in electricity usage being noted at each of the completed schools. To date Renfrewshire Council has spent £1,588,465, with the remaining balance due to be invoiced imminently. Officers continue to work across the Council and also with colleagues in the PPP schools to ensure systems are working at their optimal performance. Local Heat and Energy Efficiency Strategies (LHEES) The recruitment of an officer to implement the Local Heat and Energy Efficiency Strategy (LHEES) for Renfrewshire is underway. The Officer will come into post and working alongside a consultant, look to work with partners to deliver the statutory requirement of a strategy and action plan by the end of December 2023. Funding has been provided by the Scottish Government to allow work to be undertaken and works will align and feed into the wider Renfrewshire Council Net Zero targets. CO2 Monitoring CO2 monitoring within teaching spaces continues with 1,765 monitors installed and monitored. The funding for the 2 monitoring officers ends in May 2023, by which point it is expected that the process will be become part of the “business as usual” running of the school. Discussions remain on-going between Facilities Management and Children’s Services with a meeting being arranged with the Teaching Trade Unions in early February to discuss the monitors. 4 Soft FM (Facilities Management) 4.1 Project Search Placements Project Search is an employability programme designed specifically for young adults with learning disabilities and/or autism. The aim being to assist young adults into full- time employment through providing skills, coaching and work experience. Soft Facilities Management are pleased to be working alongside Project Search to provide work placements for candidates over a period of 10 weeks within school settings. Project Search candidates have been undertaking tasks such as catering for school lunches, cleaning of premises and assisting with compliance related duties. Each candidate has been allocated an onsite mentor within Soft Facilities Management who has been overseeing their progress and helping with their professional development. The initial candidates have now completed their full 10-week programme with some wishing to return to gain further experience within facilities management. The service has been thrilled to be able assist them on this continued journey. Soft Facilities Management staff have been excited to welcome the next group of candidates who started their placements in January 2023. Page 71 of 164
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4.2 Suited Lock system Soft FM, in conjunction with the approved contractor, have installed a suited lock system in all Renfrewshire schools, ELCC’s and Community Centres. The system works using programmable keys and cylinders to help the service have increased control of building access rights. Soft FM can update each key remotely, removing or granting access privileges for the key holder in real time. By ensuring only those with the necessary access rights can enter a property, this eliminates the security risks associated with lost and stolen keys. In addition, the ability to update access rights remotely ensures the building can be opened even if the Senior Facilities Operative usually onsite is not available due to absence, annual leave etc. The contractor had not considered using the system in this way and felt that this was an innovative approach to improving the security of Council buildings. The project recently won Security Project of the year at the Fire & Security Matters Awards. 4.3 Recruitment of Strategic Facilities Manager (Soft FM) Following the above post becoming vacant, Environment & Infrastructure has undertaken a recruitment exercise with the new Officer taking up post in late February 2023. 4.4 Capital Works The Scottish Government capital funding award of £876,000 will enable full redesign of kitchens within Barsail Primary School, Erskine, Bushes Primary school, Glenburn and Mossvale/St James Campus, Paisley. Soft FM have been working in partnership with Property & Technical Services and Corporate Procurement to progress the tender award. With an end date of late 2023 for completed development, 75% of primary schools will have returned to fully functioning production kitchens. These developments will support the delivery of meals to the remaining school premises and early years establishments. Further capital award funding from the Scottish Government may provide scope to increase this number further along with further improvements to established premises. Since the introduction of Universal Free School Meals (UFSM) in Aug 2021, production facilities in primary schools have increased from 12 to 23 kitchens, with a further four scheduled to be producing meals by March 2023. The increase of production kitchens has created eleven full time Senior Facilities Operative - Production Catering positions and 39 part time Facilities Operatives positions throughout Renfrewshire in 2022. It is expected that further recruitment will be required as works progress in 2023. Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. Capital funding projects e.g. £876k for school kitchen upgrades are highlighted with the budget allocated to be spent delivering the project, with appropriate financial monitoring in place. Page 72 of 164
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2. HR & Organisational Development – None 3. Community/Council Planning – the report details a range of activities which reflect local community and council planning themes. 4. Legal – None 5. Property/Assets - None 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 – Advice and guidance is being given to protect the health and safety of employees and service users when carrying out priority services for the Council in line with government and health guidance. 9. Procurement – All capital projects detailed within this report have been discussed with Corporate Procurement to ensure compliance with national legislation and guidance. 10. Risk – None 11. Privacy Impact – None 12. COSLA Policy Position – None 13. Climate Change – The work undertaken by the Energy Management Unit detailed in the report assists with Renfrewshire’s Net Zero targets. Close liaison is maintained with the Climate Emergency Lead Officer to help drive targets, actions and outcomes. List of Background Papers - none Author: Gordon McNeil, Director of Environment & Infrastructure Page 73 of 164
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___________________________________________________________________ To: Finance and Resources Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Non-domestic rates – empty properties operational policy ___________________________________________________________________ 1. Summary 1.1 Empty Property Relief was mandatory and fully funded by the Scottish Government through the Local Government Settlement. 1.2 During 2019/20 budget discussions, the Scottish Government committed to the devolution of empty property relief on 1 April 2023. 1.3 Local authorities have powers contained in section 3A of the Local Government (Financial Provisions etc.) (Scotland) Act 1962 to award discretionary local reliefs. 1.4 Such reliefs are funded by councils and could be used to offer relief in full or in part for empty properties from 1 April 2023. Local Government Revenue Funding for 2023/24 will be adjusted reflect the devolution of Empty Property Relief. 1.5 The purpose of this report is to present for approval a proposed policy setting out the Council’s position in relation to Empty Property Relief for non-domestic properties, which amends the 100% relief for unoccupied Listed Buildings currently available. 2. Recommendations 2.1 It is recommended that members of the Board Note the contents of the report; and Item 10 FRCS 090223 Page 75 of 164
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Approve the Non-Domestic Rates – Empty Properties Operational Policy attached at Appendix 1. 3. Background 3.1 Empty Property Relief was mandatory and fully funded by the Scottish Government through the Local Government Settlement. As part of 2019/20 budget discussions the Scottish Government committed to the devolution of empty property relief on 1 April 2023. Empty Property Relief (EPR) provides certain rates relief on unoccupied non- domestic properties. Unoccupied industrial property is eligible for 100% relief for the first six months since becoming unoccupied, and 10% thereafter. Other (non-industrial) unoccupied property is eligible for 50% relief for the first three months since becoming unoccupied, and 10% thereafter. 100% relief is provided indefinitely for unoccupied properties which meet any of the following: listed building rateable value is under £1,700 owned by a trustee for sequestration, liquidation, or executors cannot be occupied by law under a compulsory purchase order the property has no buildings the owner is in administration (or subject to an administration order) the owner is a company or partnership being wound up A summary of Unoccupied Properties in Renfrewshire is attached as Appendix 2 which outlines the position at 4 October 2022. 3.2 Local authorities currently have powers contained in section 3A of the Local Government (Financial Provisions etc.) (Scotland) Act 1962 to award discretionary local reliefs. Such reliefs are funded by Councils and could be used to offer relief in full or in part for empty properties from April 2023. 3.3 On 15 December 2022, the Council approved the addition to the terms of reference of the Finance, Resources and Customer Service Policy Board as follows: To determine the operation and policies of any locally determined non- domestic rates schemes or reliefs in line with relevant legislation; and Page 76 of 164
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To determine the operation and policies of any locally determined council tax schemes, discounts, or reductions in line with relevant legislation. 3.4 It was intended that the devolution of this relief delivers greater fiscal empowerment, enabling councils to administer any support for unoccupied properties in a way that is tailored to local needs. 3.5 The Scottish Government, in line with the independent Barclay Review of non- domestic rates, supports measures that help bring empty property back into economic use. 3.6 Supporting the premise that the devolution of empty property relief could be used as a vehicle to bring properties back into economic use, this was a power previously sought by the Council during the Barclay Review period. 4 Non Domestic Rates – Empty Properties Operational Policy 4.1 The purpose of the Empty Properties Operational Policy is to specify that Officers will operate the legislation detailed in section 3.2 above, aligned with the Council approvals detailed in section 3.3. 4.2 The policy maintains the position that Unoccupied industrial property is eligible for 100% relief for the first six months since becoming unoccupied, and 10% thereafter and that Other (non-industrial) unoccupied property is eligible for 50% relief for the first three months since becoming unoccupied, and 10% thereafter. 4.3 The Policy retains 100% relief for all unoccupied properties listed in section 3.1 above except for Listed Buildings. 4.4 One of the main objectives of the Policy is to provide a supporting measure to help bring empty properties back into economic use. 4.5 With effect from 1 April 2023, Unoccupied Listed Buildings are eligible for 50% relief for the first three months since becoming unoccupied and 10% thereafter, the same as properties in the category Other (non-industrial) unoccupied; or 100% relief for 6 months and 10% thereafter if the property is classed as unoccupied industrial. 4.6 The policy will result in a charge for unoccupied properties which are classed as listed buildings. For context, per the data presented in Appendix 2, as at 4 October 2022, this policy change would affect charges on 145 properties. Page 77 of 164
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4.7 To allow businesses time to prepare for this change A transitional period will commence from 1 April 2023 for Listed Buildings who will continue have 100% relief on that date for a period of 6 months after which time they will be eligible for 10% relief. 4.8 An Equality Impact Assessment has been carried out (attached as Appendix 3) in line with the Council’s approach and no issues have been identified that require mitigating actions. The Equality Impact Assessment will be reviewed as data becomes available following introduction of the changes. _________________________________________________________________ Implications of the Report 1. Financial – From 2023/24, funding related to the devolution of empty property relief will be incorporated into the local government settlement and distributed to Council based on historic levels of relief awarded in each respective council area. The proposals in the report will generate a financial benefit to the Council, however there is a risk that in future the level of grant from Scottish Government related to EPR will be amended to reflect local policy decisions 2. HR & Organisational Development - None arising directly from this report. 3. Community Planning – None arising directly from this report. 4. Community Care, Health & Well-being – None arising directly from this report. 5. Legal – None arising directly from this report. 6. Property/Assets – None arising directly from this report. 7. Information Technology – None arising directly from this report. 8. 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 9. Health & Safety – None arising directly from this report. Page 78 of 164
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10. Procurement - None arising directly from this report. 11. Risk – None arising directly from this report. 12. Privacy Impact - None arising directly from this report. _________________________________________________________ Author: Emma Shields – Senior Service Delivery Manager (Financial Operations) Page 79 of 164
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APPENDIX 1 RENFREWSHIRE COUNCIL FINANCE & RESOURCES NON-DOMESTIC RATES – EMPTY PROPERTIES OPERATIONAL POLICY 1. Background 1.1. Empty Property Relief 1.1.1. Prior to 1 April 2023, Empty Property Relief was mandatory and fully funded by the Scottish Government through the Local Government Settlement. 1.1.2. During 2019/20 budget discussions, the Scottish Government committed to the devolution of empty property relief on 1 April 2023. 1.1.3. Empty Property Relief (EPR) provides certain rates relief on unoccupied non-domestic properties. 1.1.4. Unoccupied industrial property is eligible for 100% relief for the first six months since becoming unoccupied, and 10% thereafter. 1.1.5. Other (non-industrial) unoccupied property is eligible for 50% relief for the first three months since becoming unoccupied and 10% thereafter. 1.1.6. 100% relief is provided indefinitely for unoccupied properties which meet any of the following criteria: • listed building • rateable value is under £1,700 • owned by a trustee for sequestration, liquidation or executors • cannot be occupied by law • under a compulsory purchase order • the property has no buildings i.e., it comprises of empty land • the owner is in administration (or subject to an administration order) • the owner is a company or partnership being wound up 1.1.7. All empty property relief awards made under previous legislation ended on 31 March 2023, prompting the need for a local policy. Page 80 of 164
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APPENDIX 1 1.2. Devolution of Empty Property Relief 1.2.1. Local authorities have powers contained in section 3A of the Local Government (Financial Provisions etc.) (Scotland) Act 1962 to award discretionary local reliefs. Such reliefs are funded by councils and could be used to offer relief in full or in part for empty properties from April 2023. 1.2.2. On 15 December 2022 the Council approved the addition to the terms of reference of the Finance, Resources and Customer Service Policy Board as follows: To determine the operation and policies of any locally determined non-domestic rates schemes or reliefs in line with relevant legislation To determine the operation and policies of any locally determined Council Tax schemes, discounts, or reductions in line with relevant legislation; and 2. Policy Purpose & Objectives 2.1. Purpose: 2.1.1. The purpose of this policy is to: Specify the Council’s position in relation to the awarding of relief for empty non-domestic properties Detail the appropriate reliefs applicable for all categories of empty non-domestic properties. Provide a supporting measure to help bring empty properties back into economic use 2.2. Policy Objectives 2.2.1. The objectives of this policy are to: To allow property owners a window to achieve reoccupation of property without the burden of a full Non-Domestic Rates charge on a property which has become unoccupied. Page 81 of 164
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APPENDIX 1 Offer an (immediate) incentive for owners of empty non-domestic properties to invest in / dispose of / consider the building’s future recurring financial liabilities for them as an owner. Minimise to an optimum level the number of derelict non-domestic properties in Renfrewshire. Generate additional economic activity in Renfrewshire by incentivising the marketing of properties to attract at rental charge which as a minimum covers the non-domestic rates charge 2.3. Policy Risks Owners may seek to demolish their property or render it unoccupiable as a result of not being willing / able to pay NDR. Any future increase in the value of reliefs awarded may exceed government funding, although this will be partly mitigated by the removal of indefinite listed building relief. Additionally, any risk of shortfall would also increase where the level of grant from Scottish Government related to Empty Property Relief is amended to reflect local policy decisions. 3. Empty Property Relief – Unoccupied Properties 3.1. Awarding non-indefinite relief 3.1.1. Unoccupied industrial property is eligible for 100% relief for the first six months since becoming unoccupied, and 10% thereafter. 3.1.2. Other (non-industrial) unoccupied property is eligible for 50% relief for the first three months since becoming unoccupied and 10% thereafter. 3.1.3. Any property part way through a non-indefinite period of relief as at 1 April 2023, awarded under the previous legislative framework, will continue to receive the relief awarded until the appropriate end date is reached i.e., six months for an industrial property and three months for other properties. Page 82 of 164
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APPENDIX 1 For example, a non-industrial property becomes empty on 1 March 2023 under the previous legislative position meaning that 50% relief would have been awarded for the period 1 March 2023 to 31 May 2023. Without this Policy that relief would terminate on 31 March 2023. 3.2. Awarding indefinite 100 % Relief 3.2.1. 100% relief is provided indefinitely for unoccupied properties which meet any of the following criteria: • rateable value is under £1,700 • owned by a trustee for sequestration, liquidation or executors • cannot be occupied by law • under a compulsory purchase order • the property has no buildings i.e., it comprises of empty land • the owner is in administration (or subject to an administration order) • the owner is a company or partnership being wound up 3.3. Unoccupied Properties classed as Listed Buildings 3.3.1. With effect from 1 April 2023, Unoccupied Listed Buildings are eligible for 50% relief for the first three months since becoming unoccupied and 10% thereafter, the same as properties in the category Other (non- industrial) unoccupied; or 100% relief for 6 months and 10% thereafter if the property is classed as unoccupied industrial. 3.3.2. A transitional period will commence from 1 April 2023 for Listed Buildings which will continue have 100% relief on that date for a period of 6 months after which time they will be eligible for 10% relief. Listed buildings which become unoccupied on or after 1 April 2023 will be eligible for relief detailed in section 3.1 above. 4. Dispute Process 4.1. Appeals 4.1.1. An appeal can be made on the grounds that the rates charged have been incorrectly calculated. All appeals must be made within 28 days of the date on the notice by writing to the Director of Finance & Resource. Page 83 of 164
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APPENDIX 1 4.1.2. Where an appeal is received and is wholly in relation to the award of relief for an unoccupied property, a Senior Officer will review the case and respond to the appellant to explain that reliefs are non-legislative and that a local policy is in place. 4.1.3. If the appellant wishes to progress the appeal thereafter, a senior officer will make a submission to the NDR Appeal Panel however will ask for the appeal to be struck out as the change in liability is wholly in relation level of relief awarded for an empty non-domestic property. 4.2. Complaints 4.2.1. Any complaints received concerning this policy will be logged, investigated and responded to in accordance with the Council’s Complaints Handling Procedure. 5. Debt Recovery Action 5.1.1. The Council’s normal recovery action will be taken, where appropriate. Page 84 of 164
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Appendix 2 Empty Property Relief Awards for 2022/23 as at 04/12/2022 Relief Type 2022/23 Count of Awards 10% Empty Property Relief1 293 10% Industrial Empty Relief2 8 100% Compulsory Purchase Order3 11 100% Empty Land, No Buildings4 3 100% Industrial Property5 26 100% Insolvency6 24 100% Listed Building7 145 100% Occupation Prohibited By Law8 15 100% Rateable RV Less Than Limit9 273 100% Ratepayer Deceased10 2 50% Empty Property Relief11 70 Totals 870 1 Non‐Industrial properties where 10% relief is being awarded following on from 3 months relief at 50% 2 Industrial properties where 10% relief is being awarded following on from 6 months relief at 100% 3 Indefinite 100% relief being awarded for empty properties which are subject to compulsory purchase orders 4 Indefinite 100% relief being awarded for land without buildings 5 Industrial properties where 100% relief is being awarded for a maximum of 6 months following the property becoming empty 6 Indefinite 100% relief being awarded for empty properties where the party liable for rates is insolvent 7 Indefinite 100% relief being awarded for empty properties which are listed buildings or ancient monuments as defined by Historic Environment Scotland 8 Indefinite 100% relief being awarded for empty properties for which occupation is prohibited by law 9 Indefinite 100% relief being awarded for empty properties which have rateable values of under £1700 10 Indefinite 100% relief being awarded for an empty property which is in the possession of the executor of a deceased person’s estate. The relief is only applicable to the period following death 11 Non‐Industrial properties where 50% relief is being awarded for a maximum of 3 months following the property becoming empty Page 85 of 164
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Equality & Human Rights Impact Assessment Record This documentation should be filled in on an ongoing basis as your piece of work develops. Please see pages 7-9 of the guidance for help in completing this record. Please complete this form electronically, so you can expand the boxes as needed. Basic Information Currently empty commercial properties are charged reduced levels of business rates. The reduction awarded on each property’s rates charge is governed by legislation put in place by Scottish Government, and from 01/04/23 responsibility for all empty property reliefs will be devolved to councils. Contact Details Name of person leading this work Emma Shields Job title of person leading this work Senior Service Delivery Manager (Financial Operations) Email of person leading this work emma.shields@renfrewshire.gov.uk Name of Head of Service who will sign off the process Christine McCourt Background Information The general rules for empty relief lead to customers receiving 3 months at 50% relief followed by indefinite relief of 10%, but there are also various categories of 100% relief awarded. Renfrewshire Council plans to retain every category of relief at the current level, with the exception of listed building relief. An empty listed building currently receives indefinite 100% relief. This would be removed and customers in that category will instead drop on to the standard reliefs of 3 months at 50% relief followed by indefinite relief of 10% or, in the case of empty Industrial properties, 6 months at 100% relief followed by indefinite relief of 10%. This will bring policy for empty listed buildings in line with non-listed empty buildings. Some assessment has been carried out of the current owners of empty properties and no equality specific implications have been identified, although detailed equality information is not available so there are limitations to this exercise. It is not anticipated that the proposed policy will have any adverse impacts on protected characteristics, or that any adjustments will be required to the proposal as a result of equality impacts. It is further noted that the policy intention is to reduce the number of vacant and derelict commercial properties in the local area, and so it is anticipated that this approach may have a positive impact for local communities by improving the appearance and perception of the area. Based on this, it is not anticipated that full Equality Impact Assessment is required at this time. Page 86 of 164
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Monitoring The policy will be monitored to assess whether unintended consequences occur for any protected characteristics. Sign Off Page 87 of 164
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1 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 09 February 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: HR & OD Policies (Revised Whistleblowing Policy) ___________________________________________________________________ 1. Summary 1.1 The Council is committed to conducting its business with honesty and integrity, and it expects all employees to maintain high standards in accordance with the Council’s Code of Conduct for Employees. Therefore, the purpose of this report is to provide Elected Members with the revised HR&OD Whistleblowing Policy attached in Appendix 1 for approval. 1.2 The revised policy, which replaces the current ‘Expressing Concerns Out with Line Management Policy’ is part of the Council’s ongoing programme to review of HR&OD Policies and provides a mechanism for a concern about any wrongdoing or malpractice within the Council to be reported and investigated. 1.3 The policy is applicable to Local Government Employees, teachers, workers, officers, consultants, contractors, volunteers, casual workers and agency workers. Consultation has taken place with the Trade Unions and feedback where applicable has informed the development of this policy. The policy has been modernised and updated in line with best practice, legislation and embeds our Council values. 1.4 Following approval from Members, the policy will be communicated to all managers and employees within the Council via the normal channels. ___________________________________________________________________ Item 11 FRCS 090223 Page 89 of 164
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2 2. Recommendations 2.1 Members are asked to approve the revised Whistleblowing Policy attached at Appendix 1. ___________________________________________________________________ 3. Background 3.1 The Council strives to create an open and inclusive working environment which enables employees to carry out their roles in a safe and supportive way. This is important to maintaining health and wellbeing which remains our top priority. 3.2 The revised policy aims to encourage the reporting of any suspected wrongdoing or malpractice in a confidential and secure environment, without fear of reprisal, and sets out a clear process for all to follow. 3.3 Whistleblowing is a right under the Employment Rights Act 1996, the Public Interest Disclosure Act 1998 and the Enterprise and Regulatory Reform Act 2013 that enables anyone who is conducting business for or on behalf of the Council to raise concerns over any matter of malpractice, wrongdoing, or dangerous activity at work. 3.4 Once approved, training will be made available for all Council employees on the procedures for submitting and dealing with concerns through designated officers. This will support the fair, inclusive and consistent implementation of this policy. ___________________________________________________________________ Implications of the Report 1. Financial - None. 2. HR & Organisational Development - HR & OD and Internal Audit will provide advice and guidance to managers and employees on the interpretation and application of this policy. 3. Community Planning - None 4. Legal - The Council will meet its legislative and best practice requirements. 5. Property/Assets - None 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. Page 90 of 164
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3 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 - None 9. Procurement – None 10. Risk - None 11. Privacy Impact – PIA Carried Out – No negative impact. 12. Climate Risk - None 13. Cosla Policy Position - not applicable. _________________________________________________________ List of Background Papers Not applicable ___________________________________________________________________ Author: Raymond Cree, Organisational Development & Workforce Planning Manager Email: raymond.cree@renfrewshire.gov.uk. Tele: 01414870803 Page 91 of 164
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Issue Number: 2 Issue Date: 2/23 Review Date: 2/25 Whistleblowing Policy For all council employees. This document is available in alternative formats on request. Page 92 of 164
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1 CONTENTS 1. Introduction ............................................................................................................................ 2 2. Purpose and Aims ................................................................................................................. 2 3. Scope of policy ...................................................................................................................... 2 4. What is whistleblowing? ......................................................................................................... 2 5. Procedure for Raising a Whistleblowing Concern ................................................................. 3 6. Raising a Whistleblowing Concern to Elected Members ....................................................... 4 7. Confidentiality and Anonymity ............................................................................................... 5 8. External disclosures ............................................................................................................... 5 9. Protection and Support for Whistleblowers ............................................................................ 6 10. False Reporting ..................................................................................................................... 6 11. Responsibility and Training .................................................................................................... 6 12. Monitoring and Review .......................................................................................................... 7 13. Contacts ................................................................................................................................. 7 VERSION CONTROL Version Date Details of Review/Revisals made Next Review date 1 January 2023 Drafting of new policy to reflect current legislative requirements [February 2025] Page 93 of 164
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2 1. Introduction 1.1 The Council is committed to conducting its business with honesty and integrity, and it expects all employees to maintain high standards in accordance with the Council’s Employee Code of Conduct. Part of that is creating an open and supportive working environment where employees feel able to speak up about any suspected wrongdoing. This policy details our process for dealing with Whistleblowing. 1.2 This policy has been agreed and implemented following consultation with the recognised Trade Unions. 2. Purpose and Aims 2.1 The purpose of this policy is to provide a mechanism for employees of the Council, and other workers within the Council as detailed in section 3.1 of the policy, to report a concern which they have about serious wrongdoing or malpractice within the Council. It draws on the rights and obligations contained within the Employment Rights Act 1996, the Public Interest Disclosure Act 1998 and the Enterprise and Regulatory Reform Act 2013. 2.2 The aims of this policy are: (a) To encourage employees and other workers within the Council to report suspected wrongdoing as soon as possible, in the knowledge that their concerns will be taken seriously and investigated as appropriate, and that their confidentiality will be respected. (b) To provide employees and other workers with guidance as to how to raise those concerns. (c) To reassure employees and other workers that they should be able to raise genuine concerns without fear of reprisals, even if they turn out to be mistaken. 3. Scope of policy 3.1 This policy covers all Council’s employees, workers, officers, consultants, contractors, volunteers, casual workers, and agency workers. 4. What is whistleblowing? 4.1 Whistleblowing is the disclosure of information which relates to suspected malpractice, wrongdoing or dangers at work. This may include: Criminal activity; Failure to comply with any legal or professional obligation or regulatory requirements; Miscarriages of justice; Page 94 of 164
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3 Danger to health and safety; Damage to the environment; Information tending to show any matter falling within any one of the preceding paragraphs has been, is being or is likely to be deliberately concealed. 4.2 A “whistleblower” is a person who raises a genuine concern relating to any of the above. If you have any genuine concerns related to suspected malpractice, wrongdoing or danger affecting any of the Council’s activities (a whistleblowing concern) you should report it under this policy. 4.3 Whistleblowing does not cover less serious matters; such matters should be raised by an employee to their line manager. An employee’s concerns about their own employment which should be addressed in accordance with the relevant HR policy, for example the Council’s Grievance Procedure or Respect at Work Policy, as appropriate. 4.4 If an employee or other worker is uncertain whether something is within the scope of this policy they should seek advice from the Whistleblowing Officer, whose contact details are at the end of this policy. 5. Procedure for Raising a Whistleblowing Concern 5.1 An employee or other worker wishing to raise a matter that is covered by the categories covered in this policy should: (a) Contact the appropriate designated officer in the employing Service in the Council. The Designated Officers are those identified in Annex 1 to this policy. The concern should be raised, preferably, in writing and to avoid any doubt, should be preferably described as a “Whistleblowing Concern”. (b) Call the Confidential Whistleblowing Hotline. (c) Completing the online form at www.renfrewshire.gov.uk, search for ‘Whistleblowing Policy’. 5.2 Employees within the Renfrewshire Health and Social Care Partnership can access the National Whistleblowing Standards in relation to NHS Services. Further information can be obtained from the Chief Officer and accessed here. 5.3 Where a whistleblowing concern is made directly to a line manager, the line manager should immediately forward details of the concern to the Designated Officer. 5.4 Any whistleblowing concern received in accordance with paragraph 5.1 above, will be sent to the Designated Officer (set out in Annex 1 of this policy). If a whistleblowing concern is made which alleges wrongdoing by a Designated Officer, then that concern should be made directly to the Chief Executive. In the Page 95 of 164
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4 event the whistleblowing concern relates to the Chief Executive then that concern should be made directly to the Council’s Monitoring Officer. 5.5 Once a whistleblowing concern has been submitted the Designated Officer (or nominated officer in their absence) will acknowledge receipt as soon as possible and within a maximum of 5 working days. 5.6 At this stage of the process, it is important that confidentiality is maintained by both parties where that is required to ensure that the matter can be dealt with in the appropriate way, avoid prejudice and protect individual rights. 5.7 The whistleblowing concern will then be considered, and a decision taken as to whether, and in what way, the matter should proceed. 5.8 Should the Designated Officer decide not to take any action you will be notified and given the reason(s) for this decision. 5.9 If the Designated Officer decides that further action is required based on your whistleblowing concern, then you will be notified of this decision and the likely timescale. 5.10 Once the matter has been concluded and the appropriate action taken in response to your concern, you will be informed subject to confidentiality being maintained, as required. 5.11 Under the terms of this policy, you may seek a progress update from the Designated Officer regarding the status of your concern, although it has to be understood that the response may have to be qualified in order to protect other interests. 5.12 Whilst the Council cannot guarantee the outcome you are seeking, the Council will try to deal with your concern fairly and in an appropriate way. By using this policy, you can help the Council achieve this. 5.13 If you are not satisfied with the way your whistleblowing concern has been dealt with, you can raise this with the Chief Executive. 6. Raising a Whistleblowing Concern to Elected Members 6.1 Where an Elected Member is approached by an employee or other worker as set out in section 3 above in connection with a whistleblowing concern covered under this policy, the Elected Member should encourage that individual to raise their concern in accordance with this policy. Page 96 of 164
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5 6.2 In cases where an Elected Member receives a whistleblowing concern, they shall send it directly to the Whistleblowing Officer who will then process it in line with this policy. 6.3 Elected Members must not investigate any whistleblowing concerns themselves. 7. Confidentiality and Anonymity 7.1 The Council hopes that all employees and other workers will be able to raise whistleblowing concerns openly under this policy. However, if an employee or other worker wishes to raise their concern confidentially, the Council will try to ensure that their identity remains anonymous. If it is necessary for anyone investigating the employee or other worker’s concern to know their identity, then this will be discussed directly with them. 7.2 The Council does not encourage employees or other workers to raise concerns anonymously. Proper investigation may be more difficult or impossible if the Council cannot obtain further information. It is also more difficult to establish whether any allegations are credible. Employees or other workers who are concerned about possible consequences if their identity is revealed should raise this with the Designated Officer and appropriate measures may be taken to preserve confidentiality. An employee or other worker can seek advice from the Council’s whistleblowing hotline or Protect, the independent whistleblowing charity, who offer a confidential helpline (details are set out below). 8. External disclosures 8.1 The aim of this policy is to provide an internal mechanism for reporting, investigating and remedying any wrongdoing in the workplace. It is expected that the internal mechanisms outlined in this policy will be used and with confidence. If, however, there is genuine cause to believe that an internal disclosure to one of the identified officers would not be appropriate for particular reasons, it is accepted that a disclosure to an external regulator may be protected. It will very rarely, if ever, be appropriate to alert the media and employees and other workers are strongly encouraged to report concerns through this policy and its internal mechanisms. 8.2 The independent whistleblowing charity, Protect, operates a confidential helpline. They also have a list of prescribed regulators for reporting certain types of concern. Their contact details are at the end of this policy. 8.3 Whistleblowing concerns usually relate to the conduct of the Council’s employees, but they may sometimes relate to the actions of a third party, such as a customer, supplier or service provider. In some circumstances the law will protect you if you raise the matter with the third party directly. However, the Council encourages its employees and other workers to report such concerns Page 97 of 164
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6 internally first. An employee or other worker should contact the Whistleblowing Officer for guidance regarding this. 9. Protection and Support for Whistleblowers 9.1 It is understandable that whistleblowers are sometimes worried about possible repercussions. The Council encourages openness and transparency and will support employees and other workers who raise genuine concerns under this policy, even if they turn out to be mistaken. Employees and other workers raising concerns under this policy will be protected, provided that the concern is made in the reasonable belief that it is in the public interest. 9.2 Employees and other workers raising a concern under this policy must not suffer any detrimental treatment as a result of raising the concern. Detrimental treatment includes dismissal, disciplinary action, harassment, victimisation or other unfavourable treatment connected with raising a concern. If you believe that you have suffered any such treatment, you should inform the Whistleblowing Officer immediately. If the matter is not remedied, you should raise it formally using the Council’s Grievance Procedures or Respect at Work Policy. 9.3 An employee or other worker must not threaten or retaliate in any way against another individual raising a whistleblowing concern. Any employee or other worker involved in such conduct may be subject to disciplinary action under the Council’s Disciplinary Procedures. In addition, where an employee or other worker has been subjected to a detriment by another employee, they could be personally liable for their own conduct. 10. False Reporting 10.1 There may be instances when a concern is submitted, based on reasonable belief by an employee or other worker that something is wrong at a particular time, which is subsequently demonstrated to be false or inaccurate. In such circumstances, employees or other workers will be informed of the discrepancy between their concern and the facts at hand. Provided that the Council is satisfied that the employee or other worker had a reasonable belief that such a situation should be reported, no further action will be taken. 10.2 If an employee or other worker has deliberately raised a concern that they know to be untrue or unfounded this may lead to a disciplinary investigation and disciplinary action against the employee being taken. 11. Responsibility and Training 11.1 Internal Audit has overall responsibility for this policy and for reviewing the effectiveness of actions taken in response to concerns raised under this policy. The Whistleblowing Officer will maintain a register of concerns raised and the Page 98 of 164
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7 outcomes, as required. The Whistleblowing Officer (or other delegated officer) will present an annual report to the Audit, Risk and Scrutiny Board detailing the number of whistleblowing complaints received and actions taken by the Council. This annual report will be anonymised to protect confidentiality. 11.2 The Designated Officers must provide information regarding any concerns received to the Whistleblowing Officer. Regular updates and information about outcomes of any investigations must be provided to the Whistleblowing Officer to allow them to maintain the register of concerns. 11.3 The Designated Officers must ensure that all managers and other staff who may deal with concerns or investigations under this policy receive regular and appropriate training. 12. Monitoring and Review 12.1 This Policy will be reviewed regularly and in line with any legislative and/or organisational changes. The recognised trade unions will be consulted on any future changes to this policy. 13. Contacts Whistleblowing Officer Chief Auditor (or delegated officer) whistleblowingofficer@renfrewshire.gov.uk Monitoring Officer Head of Corporate Governance mark.conaghan@renfrewshire.gov.uk Renfrewshire Council’s external auditors [Gary Devlin, Partner Azets] [01415674500] [gary.devlin@azets.co.uk] Whistleblowing hotline Available Monday-Thursday from 9am to 4.45pm and Friday 9am to 3.55pm [0300 300 1314] [whistleblowingofficer@renfrewshire.gov.uk] Protect (Independent whistleblowing charity) The Green House 244-254 Cambridge Heath Road London E2 9DA Telephone: 020 3117 2520 Email: whistle@protect-advice.org.uk Website: www.protect-advice.org.uk Page 99 of 164
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8 Annex 1 DESIGNATED OFFICERS TO WHOM WHISTLEBLOWING CONCERNS MAY BE REPORTED Gordon McNeil – Director of Environment and Infrastructure Alastair MacArthur – Director of Finance and Resources (to whom any concerns regarding the Chief Executive’s Service should also be directed) Steven Quinn – Director of Children’s Services Christine Laverty – Chief Officer of the Renfrewshire Health and Social Care Partnership Mary Crearie - Director of Communities and Housing Page 100 of 164
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___________________________________________________________________ To: Finance, Resources & Customer Services Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: Director of Finance & Resources ___________________________________________________________________ Heading: Additional Public Holiday – Coronation of King Charles III ___________________________________________________________________ 1. Summary 1.1 The Prime Minister has proclaimed an additional bank holiday to mark the Coronation of His Majesty King Charles III. The bank holiday will take place on Monday, 8 May 2023 following the Coronation on Saturday, 6 May 2023 and will be for one year only. 1.2 At its meeting on 9 September 2022, this Board approved a list of 12 public holidays for 2023 and one day of no work requirement. It is proposed that an additional public holiday on Monday, 8 May 2023 be approved for one year only and included within a revised list of public holidays for 2023. The revised list is appended to this report. ___________________________________________________________________ 2. Recommendations 2.1 That an additional public holiday on Monday, 8 May 2023 be approved; and 2.2 That the revised list of public holidays for 2023 as appended to the report be published. ___________________________________________________________________ 3. Background 3.1 To mark the Coronation of His Majesty King Charles III, the UK Government and Scottish Government have announced that an additional bank holiday will take place on Monday, 8 May 2023 for one year only. Item 12 FRCS 090223 Page 101 of 164
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3.2 Employees in schools and term-time establishments will have public holidays set in accordance with the arrangements in the establishment and will be the subject to a separate report to the Education and Children’s Services Policy Board. _____________________________________________________ Implications of the Report 1. Financial – The cost of the additional public holiday will be managed within existing revenue budgets. 2. HR & Organisational Development – As detailed in the report. 3. Community/Council Planning – None 4. Legal – None 5. Property/Assets - None 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 - None 9. Procurement - None 10. Risk - None 11. Privacy Impact - None 12. Cosla Policy Position – None 13. Climate Risk – None. List of Background Papers - None _____________________________________________________ Author: Anne McNaughton, Senior Committee Services Officer anne.mcnaughton@renfrewshire.gov.uk 0141 487 1114 Page 102 of 164
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Appendix RENFREWSHIRE COUNCIL REVISED PUBLIC HOLIDAYS FOR EMPLOYEES 2023 Holiday 2023 New Year Monday, 2 January 2023 Tuesday, 3 January 2023 Wednesday, 4 January 2023 Good Friday Friday, 7 April 2023 Easter Monday Monday, 10 April 202 Early May Monday, 1 May 2023 Coronation of His Majesty King Charles III Monday, 8 May 2023 Spring (formerly Queen’s Birthday) Monday, 29 May 2023 Fair Holiday Monday, 7 August 2023 Late Autumn Friday, 22 September 2023 Monday, 25 September 2023 Christmas Monday, 25 December 2023 Tuesday, 26 December 2023 Day of no work requirement Friday, 29 December 2023 Non-teaching staff in schools Children’s Services will issue a separate list of school holidays for term time staff. Page 103 of 164
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_________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 __________________________________________________________________ Report by: Director of Finance and Resources __________________________________________________________________ Heading: Civic Hospitality and Appointment to Outside Body __________________________________________________________________ 1. Summary 1.1 The purpose of this report is to consider (a) requests for civic hospitality and (b) to consider a request by UK & Ireland Mayors, Provosts & Leaders for Peace Chapter for a representative from the Council. 1.2 The following requests for civic hospitality have been received for financial year 2022/23 and 2023/24. 1.2.1 Correspondence was received from the Renfrewshire XII Province Curling Club in relation to the USA Men’s Curling tour to Scotland and the first game of the tour being held locally at Greenacres. They had suggested the possibility of a civic reception to welcome the international visitors in the form of a lunch for 45 people at the Greenacres Curling Club on Sunday 8th January 2023. Following consultation with the Provost, the Head of Corporate Governance used his delegated authority to approve the request and made the necessary arrangements to provide a contribution of £350 towards the civic reception. 1.2.2 Correspondence has been received from Kilbarchan Pipe Band suggesting the possibility of a contribution towards civic hospitality at the Donald Malcolm Heritage Centre in Linwood on Saturday 4th March to accompany their Ceilidh in celebration of the band’s successful 2022 season, ranking first in three major competitions and gaining the title of Champion of Champions Band. Item 13 FRCS 090223 Page 105 of 164
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Following consultation with the Provost, it is proposed that the Board agree to provide a contribution towards hospitality in the form of a buffet for 200 people at a cost of approximately £1750 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. 1.2.3 Correspondence has been received from the Abercorn Bowling Club Ladies Section in relation to their 25th anniversary. They have suggested the possibility of a civic reception in the form of a buffet for approximately 70 people to be held at their club on Thursday 13th April 2023. Following consultation with the Provost, it is proposed that the Board agree to provide hospitality as detailed above at a cost of approximately £800 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. 1.2.4 Correspondence has been received from Anchor Bowling Club’s Ladies Section in relation to their 100th anniversary. They have suggested the possibility of a civic reception in the form of an evening meal and welcome drink for approximately 120 people to be held at their club at the opening of the season event on Tuesday 11th April 2023. Following consultation with the Provost, it is proposed that the Board agree to provide hospitality as detailed above at the cost of approximately £2760 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. 1.3 The budget provision for 2022/23 for Civic Hospitality (including international Links) is £46,460. Should the above be agreed, and taking account of previous decisions, the remaining balance would be approximately £4,000. The budget provision for 2023/24 for civic hospitality (including International Links) has not yet been agreed. 1.4 Correspondence has been received from UK & Ireland Mayors, Provosts & Leaders for Peace Chapter for a representative from the Council. The letter advises that Mayors for Peace was established in 1982 by the Mayor of Hiroshima to enable Mayors across the world to join with the atom-bombed cities of Hiroshima and Nagasaki in calling for a more peaceful and nuclear- weapon free world. Mayors for Peace now includes 8,063 members in 166 countries. The Council has been represented previously on this organisation by the Provost. As part of the registration process, the Council’s representative is required to sign “I hereby express my city/municipality’s support for the abolition of nuclear weapons and desire to join the Mayors for Peace.” The Council is currently a member of Nuclear Free Local Authorities (Scotland). Page 106 of 164
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2 Recommendations 2.1 That the Board agrees to: (a) provide the hospitality as detailed above for Kilbarchan Pipe Band, Abercorn Bowling Club and Anchor Bowling Club; (b) that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. 2.2 That the Board note the action taken by the Head of Corporate Governance in terms of his delegated authority in respect of the civic reception for the Renfrewshire XII Province Bowling Club; 2.3 That the Board considers the appointment of the Provost as the Council’s representative to UK & Ireland Mayors, Provosts & Leaders for Peace Chapter, and authorises her to sign the required declaration. Implications of the Report 1. Financial – The costs of the request from civic hospitality will be met from the 2022/23 and 2023/24 budget provision. 2. HR & Organisational Development – None. 3. Community/Council Planning – Civic receptions provide recognition of the contributions made by individuals and organisations to the fabric of life in Renfrewshire. 4. Legal - None. 5. Property/Assets - None. 6. Information Technology – None. 7. Equality & Human Rights (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. 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 – None. Page 107 of 164
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11. Privacy Impact - None. 12. Climate Risk – None. 13. Cosla Policy Position – Not applicable. __________________________________________________________________ List of Background Papers (a) Background Paper 1 – Email correspondence from the Renfrewshire XII Province Curling Club (b) Background Paper 2 – Email correspondence from Kilbarchan Pipe Band (c) Background Paper 3 – Email correspondence from Abercorn Bowling Club (d) Background Paper 4 – Correspondence from Anchor Bowling Club (e) Background Paper 5 – letter received December 2022 from UK & Ireland Mayors, Provosts & Leaders for Peace Chapter The foregoing background papers will be retained within Finance & Resources for inspection by the public for the prescribed period of four years from the date of the meeting. The contact officer within the service is Donna Gallagher, Member Services Officer (Telephone – 0141 618 6794, e-mail – donna.gallagher- pt@renfrewshire.gov.uk Author: Donna Gallagher – Member Services Officer. Tel: 0141 618 6794 E-mail donna.gallagher-pt@renfrewshire.gov.uk Page 108 of 164
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9th February 2023 ___________________________________________________________________ Report by: The Chief Executive ___________________________________________________________________ Heading: Advice Services (RC-CPU-22-223) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a negotiated contract to Renfrewshire Citizens Advice Bureau (RCAB) for Advice Services. 1.2 The recommendation to award this Contract follows a procurement exercise which was conducted as a Negotiated Procedure without prior publication in accordance with the Council’s Standing Orders Relating to Contracts and regulation 76 of the Public Contracts (Scotland) Regulations 2015 as amended for a Social and Other Specific Services Contract. 1.3 A Request to Negotiate was approved by the Head of Policy and Commissioning on 12th January 2023. ___________________________________________________________________ Item 14 FRCS 090223 Page 109 of 164
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2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Services Policy Board authorise the Head of Corporate Governance: 2.1.1 To award the Negotiated Contract for Advice Services to Renfrewshire Citizens Advice Bureau. 2.1.2 The contract will commence on 1st July 2023 to 30th June 2025 with the option to extend for a further 1 year until 30th June 2026. 2.1.3 The contract value will be £741,400 excluding VAT for the first 2 years and a total contract value of £1,112,100 excluding VAT if the extension period is utilised. _________________________________________________________ 3. Background 3.1 Renfrewshire Council requires proactive “Advice Services” for delivery to the residents of Renfrewshire Council. The General Advice service will include advice on money/debt, financial capability, welfare benefits, housing and employment. The Community Based Legal service will provide advice with regards to housing, homelessness, employment, debt, public law, community care and disability and welfare rights. 3.2 Across Renfrewshire many people are affected by debt and financial problems. It is recognised that advice plays a key role in supporting households through challenging financial circumstances. It is also recognised that people usually only seek support once a crisis point is reached and advice becomes vital to help them resolve their issues. Renfrewshire Council wishes to commission a service that will not only support those in crisis but encourage clients to engage earlier and obtain advice before crisis point is reached. 3.3 The Council currently has a contract with Renfrewshire Citizens Advice Bureau for these services. The contract is due to expire on 30th June 2023 and discussion has taken place with RCAB prior to the issue of the Invitation to Contract to agree the Council’s requirements and ensure the commissioned service will cover the relevant support. 3.4 The Invitation to Contract was issued to Renfrewshire Citizens Advice Bureau via the Public Contract Scotland Tender portal on 18th January 2023 and a response received on 19th January 2023. Page 110 of 164
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3.5 The tender document included a Single Procurement Document (SPD) as required by the Council’s Standing Orders relating to Contracts and the tender response submitted was evaluated by representatives from the following Council Services: Corporate Procurement Unit, Corporate Risk and Health and Safety – all requirements were met. The set budget for this Contract has been agreed by Renfrewshire Citizens Advice Bureau. 3.6 Community Benefits were sought as part of the procurement process and Renfrewshire Citizens Advice Service has agreed to work in partnership with the Council to deliver a range of community benefits as part of the contract. ___________________________________________________________________ Implications of the Report 1. Financial – Financial costs will be met by the Chief Executive’s Services budget and Fairer Renfrewshire programme budget as required 2. HR & Organisational Development - None 3. Community/Council Planning – • Our Renfrewshire is well – The aim of the advice service being delivered by the contract is to improve quality of life for the citizens of Renfrewshire “the client”, especially those in vulnerable groups and communities by ensuring timely advice is available around benefits advice, income maximisation, managing debt and other appropriate advice. The service delivered by the contract will not only equip clients with increased financial stability and resilience, but by working in partnership with other advice organisations, including Advice Works, the service will contribute to the holistic wellbeing of the client, building their confidence and positivity about the future, their sense of wellbeing and ability to have control over their own lives. • Building strong, safe and resilient communities – By demonstrating knowledge, understanding and expertise in approaches to engaging difficult to reach clients, the advice service delivered through the contract will seek to specifically target priority client groups who do not currently access, or face barriers to accessing advice services. Furthermore, the service will be non- Page 111 of 164
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stigmatising, responsive in their approach and work with local communities to establish their need, empowering local people to become more involved in the service. The service will: • Build community capacity and resilience, empowering individuals and organisations to support themselves and others in a sustainable way through provision and access to robust and effective advice and information services. • Deliver advice which empowers communities, with an emphasis on early intervention and prevention (spreading expertise of different levels and complexity to intervene and reduce difficulties, with the longer term aim of reducing the demand on specialist advice services at an advanced level or when in crisis) and sustainability (an implementation strategy which builds individuals’ and communities knowledge, capacity and resilience to resolve their own issues with the appropriate tools, training and resources. • Tackling inequality, ensuring opportunities for all – The advice delivered through the contract will tackle inequality by enhancing the current advice provision in Renfrewshire. The new advice contract will ensure the advice service treats clients in a holistic way, maximising their income and minimising outgoings through appropriate advice. Furthermore, the service will work in partnership with a wide variety of other relevant organisations to help solve clients issues. The new advice contract is intended to enhance client’s financial and other wellbeing, and we will measure the benefits of the advice provided: specifically whether: • Clients are more positive about and able to deal with things in future • Clients have increased financial stability and resilience • Clients report increased health and wellbeing. • The service meets the needs of clients. 4. Legal – This procurement process was conducted as a contract for Social and Other specific Services in accordance with the Council’s Standing Orders Relating to Contracts and the Public Contracts (Scotland) Regulations 2015, as amended. 5. Property/Assets - None 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 Page 112 of 164
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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 – The Renfrewshire Citizens Advice Bureau’s Health and Safety submission has been evaluated by Corporate Health and Safety and meets the Council’s requirements. 9. Procurement – The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk – The Renfrewshire Citizens Advice Bureau insurances have been assessed and evaluated and meet the minimum requirements regarding insurable risk. 11. Privacy Impact – No Privacy Impact implications have been identified or are anticipated 12. Cosla Policy Position –Not Applicable. 13. Climate Change – No climate change implications were noted as part of this Contract. _________________________________________________________ List of Background Papers none ___________________________________________________________________ Author: Suzanne Gibb, Procurement Operations Manager, Corporate Procurement Unit, suzanne.gibb@renfrewshire.gov.uk Page 113 of 164
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: Chief Executive and the Director of Finance and Resources ___________________________________________________________________ Heading: Managed Print Services (RC-CPU-22-225) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to request that the Finance, Resources and Customer Services Policy Board homologate a decision of the Director of Finance and Resources to award a negotiated contract on 22nd December 2022 for the provision of Managed Print Services outside the board cycle in order to fix pricing at the same rates as 2022 and ensure continuity of services while providing the Council time to review future services, re tender and mobilise the printer estate. 1.2 This procurement exercise was conducted in accordance with The Public Contracts (Scotland) Regulations 2015, Regulation 33 (b) (ii). ___________________________________________________________________ 2. Recommendations The Finance, Resources and Customer Services Policy Board is requested to: 2.1 Homologate the decision taken by the Director of Finance and Resources to award a contract for Managed Print Services to Xerox (UK) Limited. Item 15 FRCS 090223 Page 115 of 164
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2.2 Note the contract value will be up to £216,508.19 excluding VAT. 2.3 Note the contract will commence 1st January 2024 and will expire on 31st December 2024. _________________________________________________________ 3. Background 3.1 The Council has a requirement for a managed print service, this includes the installation, maintenance, repairs and removal of print devices at various locations throughout the Renfrewshire Council estate. 3.2 The supplier will provide the following – • Appropriate hardware- MFD’s and printers • Pro-active management of the hardware, just in time consumables delivery, monitoring and management of the devices. • Maintenance of all the devices, backed by SLA’s, KPI’s and service credits for under performance • Provision and support of user management and device management technology • Detailed management information on which continuous improvement decisions can be taken 3.3 The current contract for a Managed Print Service, made under the Scottish Government Framework Agreement relating to the supply of office equipment (reference SP-16-013) commencing 1 January 2018, is due to expire 31st December 2023. This will be re-tendered during 2023 due to the long mobilisation period required of up to one year. 3.4 The Digital Portfolio is currently undertaking a review of the way Council has been printing and a Green Print Strategy will be created for publication approx. March 2023 providing guidance on how printing should be undertaken going forward, rationalising and reducing print, to achieve financial savings and contribute to the Council’s Plan for Net Zero by 2030. 3.5 This Strategy will help plan and define the requirement for the future longer term Managed Print Service. 3.6 Xerox (UK) Limited has committed to provide the following community benefit as part of this Negotiated Contract – • Further education visits Page 116 of 164
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• School visits • Financial support for a community project • Non financial support for a community project __________________________________________________________________ Implications of the Report 1. Financial - Costs in respect of this Contract will be funded from the ICT Capital budget. 2. HR & Organisational Development - No TUPE implications have arisen or are anticipated. 3. Community/Council Planning – • Working together to improve outcomes – this Contract will ensure the Council continues to provide good quality services. 4. Legal - This procurement was carried out in accordance with The Public Contracts (Scotland) Regulations 2015, Regulation 33 (b) (ii). 5. Property/Assets - 6. Information Technology – will align with the Council’s ICT Strategy. . 7. Equality & Human Rights - (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. 8. Health & Safety – covered under the Scottish Government Framework Agreement reference SP-16-013. 9. Procurement - The procurement procedure outlined within this report ensure that the Council meets its statutory requirements in respect of Page 117 of 164
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the EU regulatory requirements and the Council's Standing Orders Relating to Contracts. 10. Risk – Xerox (UK) Limited’s insurance policies were assessed by Scottish Procurement as part of the evaluation for the Framework. All suppliers on the Framework are expected to maintain the relevant insurance policies for the duration of the Framework period. 11. Privacy Impact - No Privacy Impact Assessment requirements were identified within this procurement. 12. Cosla Policy Position – No Cosla Policy Position implications have arisen or are anticipated. 13. Climate Risk – The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. _________________________________________________________ List of Background Papers none ___________________________________________________________________ Author: Suzanne Gibb, Procurement Operations Manager, Suzanne.gibb@renfrewshire.gov.uk Page 118 of 164
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___________________________________________________________________ To: The Finance, Resources and Customer Services Policy Board On: 9th February 2023 ___________________________________________________________________ Report by: The Chief Executive and the Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for a Microsoft Enterprise Agreement (RC-CPU-22-256) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Call Off Contract for a Microsoft Enterprise Agreement. 1.2 The procurement exercise was conducted in accordance with the Call Off award procedure as a further competition under the Crown Commercial Services (CCS) Framework Agreement for Technology Products and Associated Services RM6068 Lot 3 (Software and Associated Service) and Renfrewshire Council’s Standing Orders Relating to Contracts for an above Government Procurement Agreement (GPA) Threshold contract. 1.3 A contract strategy document was approved by the Head of ICT and the Strategic Commercial and Procurement Manager on 15th December 2022. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board authorise the Head of Corporate Governance to: Item 16 FRCS 090223 Page 119 of 164
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2.1 Award a Call-Off Contract for a Microsoft Enterprise Agreement to Phoenix Software Limited following a further competition under Lot 3 of the Crown Commercial Services (CCS) Framework Agreement Technology Products and Associated Services, RM6068 in accordance with the Framework Call-Off Award Procedure. 2.2 The Call-Off Contract is for a period of 3 years and it is envisaged that the Call-Off Contract will commence on the 1st April 2023 and will expire on the 31st March 2026, however the actual Call-Off Start Date and Call-Off Expiry Date will be confirmed in the Order Form in accordance with the Framework Call-Off Award Procedure. 2.3 The Call-Off Contract value will not exceed £4,460,629 excluding VAT. _________________________________________________________ 3. Background 3.1 The Council has a requirement for a replacement Microsoft Enterprise Agreement as the current contract for this requirement expires on 31st March 2023. This Contract will provide Microsoft licensing for all of the Council’s current corporate and academic users. 3.2 A review of the procurement options identified that the Crown Commercial Services (CCS) Framework Agreement Technology Products and Associated Services RM6068 could be utilised. The procurement exercise for this Contract was conducted in accordance with the Call-Off Award Procedure as a further competition under Lot 3 of the Crown Commercial Services (CCS) Framework Agreement Technology Products and Associated Services RM6068 (“the Framework”) and in accordance with the procedures for use of frameworks under the Council’s Standing Orders Relating to Contracts. 3.3 The further competition documentation was issued to 27 of the 28 suppliers on the Framework Agreement via the Public Contracts Scotland – Tender portal on 9th January 2023 with the submission deadline of 12 noon on the 16th January 2023. 2 responses were received in response to this further competition. 3.4 The suppliers who did not bid were contacted to ascertain the reason for not bidding. The main reasons provided stated that they were not accredited to provide the Microsoft Licences or did not have the capacity to bid. 3.5 The Supplier selection requirements contained in the SPD were already met at the Framework Award stage. Page 120 of 164
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3.6 The 2 tender submissions received were evaluated against the further competition Award Criteria of 20% Quality and 80% Price. The scores relative to the Award Criteria for the tender responses are noted below: Tenderers Name Quality Score (20%) Price Score (80%) Total Score (100%) Phoenix Software Limited 15.50% 78.66% 94.16% Insight Direct (UK) Ltd 10.00% 80.00% 90.00% 3.7 It is recommended that the Call-Off Contract under Lot 3 of the Framework, is awarded to Phoenix Software Limited, who based on evaluation, have provided the most economically advantageous tender. The Contract will be formed under the Framework Award Procedure using the Order Form and relevant call off and joint schedules. 3.8 The cost for this Call-Off Contract will be funded by the ICT Revenue Budget. 3.9 Community benefits were requested as part of the Further Competition Procedure and Phoenix Software Limited have committed to deliver the following community benefits as part of this Call-Off Contract: 9 X Business advice/support to an SME /Social Enterprise/ Voluntary organisation ___________________________________________________________________ Implications of the Report 1. Financial - The financial status of Phoenix Software Limited was assessed by Crown Commercial Services at the time of awarding a place onto the Framework Agreement. 2. HR & Organisational Development - No HR and Organisation development implications for the Council have arisen or are anticipated. 3. Community/Council Planning – Working together to improve outcomes – This contract will provide necessary licences for Corporate and Academic which allows the Council to operate the technology and have a robust communication channel. 4. Legal - The procurement for this contract was carried out in accordance with the further competition requirements under the CCS Page 121 of 164
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Framework Agreement for Technology Products and Associated Services, RM6068 and Renfrewshire Council’s Standing Orders Relating to Contracts for a Supplies contract above GPA Threshold. 5. Property/Assets - No property/assets implications have arisen or are anticipated. 6. Information Technology – This contract will provide necessary licences for Corporate and Academic which allows the Council to operate the technology and have a robust communication channel. 7. Equality & Human Rights (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. 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 - The health and safety for Phoenix Software Limited was evaluated by the Council’s Health and Safety Section and met the Council’s requirements. 9. Procurement – The procurement exercise was conducted in accordance with the Call Off award procedure as a further competition under the Crown Commercial Services (CCS) Framework Agreement for Technology Products and Associated Services RM6068 Lot 3 (Software and Associated Service) and Renfrewshire Council’s Standing Orders Relating to Contracts clauses 1.5 and 29 of the Council’s Standing Orders Relating to Contracts. 10. Risk - Phoenix Software Limited insurance documentations were evaluated by Crown Commercial Service at the time of Framework award and were deemed to meet the minimum requirements. T 11. Privacy Impact - No Privacy Impact implication has arisen or is anticipated. 12. Cosla Policy Position – No Cosla policy position implications have arisen or are anticipated. 13. Climate Change - The level of impact associated with this Contract has been assessed using the Scottish Government Sustainability Test Page 122 of 164
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and is considered to be low risk with no climate change implications noted as part of this Call-Off Contract. _________________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Gillian Gordon, Senior Procurement Specialist, Corporate Procurement Unit, gillian.gordon@renfrewshire.gov.uk Page 123 of 164
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___________________________________________________________________ To: Finance, Resources and Customer Service Policy Board On: 9th February 2023 ___________________________________________________________________ Report by: The Chief Executive and the Director of Finance and Resources ___________________________________________________________________ Heading: Contract Award: Provision of a Social Care Case Management System ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Contract for the Provision of a Social Care Case Management System (RC-CPU-22-253) to OLM Systems Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with Schedule 5: Award Procedure and Customer Guidance issued for Lots 1-3 of the Crown Commercial Services G Cloud 13 Framework Agreement RM1557.13 and the Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was prepared by the Corporate Procurement Unit and approved by the Head of Digital, Transformation and Customer Services and the Strategic Commercial and Procurement Manager. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: Item 17 FRCS 090223 Page 125 of 164
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2.1 Authorise the Head of Corporate Governance to award a Call-Off Contract for the Provision of Support and Maintenance of a Social Care Case Management System (RC-CPU-22-253) to OLM Systems Limited in accordance to the award procedure under Crown Commercial Services G- Cloud 13 Framework Agreement RM1557.13. 2.2 Authorise a maximum Call-Off contract value of up to £643,062.60 excluding VAT (an annual contract value of £160,765.65 excluding VAT). 2.3 Note the initial contract period of three years with the Council having the option to extend the service period for up to 12 months. The start date of the 1st April 2023 will be confirmed in the Crown Commercial Services G-Cloud 13 Framework Agreement RM1557.13 Order Form. _________________________________________________________ 3. Background 3.1 The Council has a requirement for a contract to replace the current Software as a service (SaaS) social care case management system which will expire on 31st March 2023 provided by OLM Systems Limited. The social care case management software system provides case management, financial information, and document management. The system is used by Renfrewshire Health and Social Care Partnership, Children’s Services and Criminal Justice. 3.2 The council identified the Crown Commercial Services as a suitable route to market. The G-Cloud 13 Framework Agreement RM1557.13 was established on 9 November 2022 (the “Framework”). The Framework consists of 3 Lots and Lot 2 of this Framework offers a suite of cloud provisioned software and associated services including services for Social Care systems. 3.3 Following the Framework Award Procedure (Schedule 5) and the Crown Commercial Services RM1557.13 G-Cloud 13 Lots 1-3 Customer Guidance Buying Process the Council followed the Step process and searched terms. At Step 3 – longlist to shortlist it was found that only one supplier provided an offering which was suitable against the high level and further filtered short list requirements. The filters used are detailed below -: Page 126 of 164
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Filters List of Filters Used Description of Filters Used Search Result (Suppliers) 1 Care Management The primary purpose of the application is the assessment, planning, implementation, and evaluation of services to meet the specific needs of the supported people. 1433 2 SAAS The solution must be cloud-hosted/software-as-a-service solution, with no reliance on Council provisioned server or storage infrastructure. 51 3 Multi Agency The application must facilitate multi-agency working where social workers work closely with other professions or agencies to support and safeguard vulnerable people. 6 4 Open API The solution must have open APIs. This supports flexibility, data interoperability and cost efficiency. 1 3.4 Following Steps 1-3 the offering provided under the Framework by OLM Services Limited has been evaluated by council officers against the Service Description available on the Contract Award Service and the offering was identified by council officers as meeting the Council’s requirements therefore the council is able to progress to make a direct award under the Crown Commercial Services G-Cloud 13 Framework Agreement RM1557.13. 3.5 Community benefits were requested as part of the Call-Off Contract, OLM Systems Limited will deliver three graduate job opportunities within Renfrewshire. ___________________________________________________________________ Implications of the Report 1. Financial – Costs in respect of this Contract will be funded by the ICT Revenue budget. 2. HR & Organisational Development – No TUPE implications. 3. Community/Council Planning – • Working together to improve outcomes – this contract will support the Council continues to provide the services required to the residents of Renfrewshire. 4. Legal - The procurement was carried out in accordance with Schedule 5: Award Procedure and Customer Guidance issued for Lots 1-3 of the Crown Commercial Services G Cloud 13 Framework Agreement RM1577.13 and the Page 127 of 164
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Council’s Standing Orders Relating to Contracts. The Framework allows for Suppliers Terms to form part of this Call-off Contract. 5. Property/Assets - None 6. Information Technology – This contract will ensure continuation of the council’s social care case management system, operating as a SaaS. 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 – There are no health and safety implications associated with the award of this contract. 9. Procurement - The procurement procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government 10. Risk – The insurance held by OLM Services Limited are assessed as part of their appointment on to the Framework and will be reviewed by the council’s risk team. 11. Privacy Impact – OLM Systems Limited are required to agree to the conditions of the Framework which includes provisions for Data Protection and GDPR and will also be reviewed by the council’s information governance team as part of the buying process through the conclusion of the order form. 12. Cosla Policy Position – No Cosla Policy Position implications have arisen or are anticipated. 13. Climate Risk – The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. ________________________________________________________________ Author: Alexandra Donaldson, Strategic Commercial Category Manager, Corporate Procurement Unit, Alexandra.donaldson@renfrewshire.gov.uk Page 128 of 164
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 09 February 2023 ___________________________________________________________________ Report by: The Chief Executive and The Director of Communities and Housing Services ___________________________________________________________________ Heading: Contract Authorisation Report for three contracts: Provision of Floating Support (RC-CPU-22-121); Housing First (RC-CPU-22-142) and Housing First (WRAP) (RC-CPU-22-144) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to enter into three separate contracts for the provision of Housing First and Floating Support services. 1.2 The procurement exercises for each of the three contracts have been conducted in accordance with Section 12 (1) of the Procurement Reform (Scotland) Act 2014 (as amended). 1.3 A Contract Strategy was approved by the Head of Housing and Communities and the Strategic Commercial and Procurement Manager on 27 October 2022. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Services Policy Board: Item 18 FRCS 090223 Page 129 of 164
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2.1.1 Authorise the Head of Corporate Governance to enter into three separate Contracts for the following Services: A. RC-CPU-22-141 Provision of Floating Support to Turning Point Scotland, for a duration of 12 months with the Council option to extend for 12 months; with an annual value of £177,000; 12 month extension value of £177,000; total maximum value of £354,00. B. RC-CPU-22-142 Housing First, to Turning Point Scotland, for a duration of 12 months with the Council option to extend for 12 months; with an annual value of £177,030; 12 month extension value of £177,030; total maximum value of £354,060. C. RC-CPU-22-144 Housing First (WRAP), to Blue Triangle (Glasgow) Housing Association Limited, for a duration of 12 months with the Council option to extend for 12 months; with an annual value of £137,000; 12 month extension value of £137,000; total maximum value of £274,000. Any extension to an individual contract will be at the discretion of Renfrewshire Council and subject to both funding and satisfactory operation and performance during the initial period of the respective contract. 2.1.2 Note that all 3 Contracts are intended to commence on 01 April 2023 or alternatively, the relevant date will be confirmed in the Council’s Letter of Acceptance issued to the Providers identified above. 2.1.3 Note that the total value of the contracts is in line with the spend in recent years. ________________________________________________________________ 3. Background 3.1 These three contracts will replace existing contracts all of which expire on 31 March 2023. 3.2 The contracts cover the provision of Housing Support and Floating Support Services across the Renfrewshire Council area. 3.3 The respective Services will support people to maintain their tenancies, providing stability and avoiding homelessness, 3.4 below provides a Page 130 of 164
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more detailed summary of each service. They will offer a range of support appropriate to the individual and approximately 182 service users per year will benefit from the support provided via these three contracts. This may include mental health support, addictions support or other services assessed as appropriate. 3.4 The services operate broadly on the following basis: Floating Support Services (1 Contract) The Provider will offer a full range of services including housing support and practical support to meet the assessed needs and outcomes of the service users. The services delivered will vary, being flexible and responsive to meet the needs and outcomes of each individual service user. Service users accessing the service may have a variety of support and health needs ranging from complex needs requiring assistance in aspects of daily living to those with no personal care needs and for whom require minimum support. Housing First Service (2 Contracts) The respective Providers will deliver similar services to the Floating Support Services; however the services delivered under these two contracts are designed to meet the Scottish Government homeless policy initiative for rapid rehousing, and as such will receive funding towards operation of these services. Housing First is an innovative approach to providing wrap-around support for someone who is homeless to access and sustain settled accommodation. 3.5 For each of the three contracts, the Head of Policy and Commissioning (HOPAC) approved the procedure for procurement of a negotiated contract without competition in accordance with the Council’s Standing Orders Relating to Contracts order 14. (Negotiated contract without competition) for a contract made under Section 12 (1) of the Procurement Reform (Scotland) Act 2014 (as amended). 3.6 The tenders for each of these three contracts were published on 28 October 2022 with a tender return deadline of 12 noon on 18 November 2022. 3.7 The following Providers were invited to respond to specific opportunities: Page 131 of 164
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A. RC-CPU-22-141 Floating Support - Turning Point Scotland; B. RC-CPU-22-142 Housing First - Turning Point Scotland; C. RC-CPU-22-144 Housing First (WRAP) - Blue Triangle (Glasgow) Housing Association Limited. 3.8 Each of the Providers invited to tender, replied to the relevant contract opportunities. 3.9 Evaluation was carried out by representatives from Communities and Housing Services, Corporate Procurement Unit, Corporate Risk and Corporate Health and Safety. 3.10 In accordance with Standing Order relating to Contracts 11.5, the tender submission for each tendered contract were evaluated against predetermined criteria in the form of the Single Procurement Document (SPD). 3.10.1 Tender submission for RC-CPU-22-141 Provision of Floating Support from Turning Point Scotland is compliant with the minimum selection criteria set out within the SPD; 3.10.2 Tender submission for RC-CPU-22-142 Housing First from Turning Point Scotland is compliant with the minimum selection criteria set out within the SPD; 3.10.3 Tender submission for RC-CPU-22-144 Housing First (WRAP) from Blue Triangle (Glasgow) Housing Association Limited is compliant with the minimum selection criteria set out within the SPD; 3.11 Evaluation was conducted against the award criteria detailed in the tender documentation. These documents detailed minimum requirements in relation to insurance provision and health and safety. 3.12 The evaluation outcome for each contract is noted as follows: 3.12.1 Tender submission for RC-CPU-22-141 Provision of Floating Support: • Turning Point Scotland is considered to meet the requirements set out in the Invitation to Contract; • The price offered is within the budget available for the Service; Page 132 of 164
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• The Council is satisfied that the tender submission is of suitable quality to provide the Service required. 3.12.2 Tender submission for RC-CPU-22-142 Housing First: • Turning Point Scotland is considered to meet the requirements set out in the Invitation to Contract; • The price offered is within the budget available for the Service; • The Council is satisfied that the tender submission is of suitable quality to provide the Service required. 3.12.3 Tender submission for RC-CPU-22-144 Housing First (WRAP): • Blue Triangle (Glasgow) Housing Association Limited is considered to meet the requirements set out in the Invitation to Contract; • The price offered is within the budget available for the Service; • The Council is satisfied that the tender submission is of suitable quality to provide the Service required. 3.13 Community Benefits were requested as part of these procurement processes. The following Community Benefits will be delivered under the respective contract: RC-CPU-22-141 Floating Support - Turning Point Scotland: Community Benefit Number Offered S/NVQ (or equivalent) 1 Industry skill transfer to school 1 RC-CPU-22-142 Housing First - Turning Point Scotland: Community Benefit Number Offered S/NVQ (or equivalent) 1 Industry skill transfer to school 1 RC-CPU-22-144 Housing First (WRAP) - Blue Triangle (Glasgow) Housing Association Limited Page 133 of 164
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Community Benefit Number Offered Business advice/support to an SME /Social Enterprise/ Voluntary organisation 1 Industry Awareness Events 2 ___________________________________________________________________ Implications of the Report 1. Financial - Using Dun & Bradstreet, Turning Point Scotland and Blue Triangle (Glasgow) Housing Association Limited were assessed by Corporate Procurement Unit to determine if they satisfied the Council’s requirements in relation to financial stability: • RC-CPU-22-141 Floating Support - Turning Point Scotland (Pass); • RC-CPU-22-142 Housing First - Turning Point Scotland (Pass); • RC-CPU-22-144 Housing First (WRAP) - Blue Triangle (Glasgow) Housing Association Limited (Pass). 2. HR & Organisational Development - None. 3. Community/Council Planning – • Our Renfrewshire is well: Supporting the wellness and resilience of our citizens and communities. • Our Renfrewshire is fair: Addressing the inequalities which limit life chances. • Our Renfrewshire is safe: Protecting vulnerable people and working together to manage the risk of harm. • Building strong, safe and resilient communities - “The places and houses in which people live are fundamental to quality of life. … we will need to do more to ensure that quality, affordable housing is available to meet the changing needs of Renfrewshire's population.” 4. Legal - The procurement of each of these three contracts has been conducted in accordance with Section 12 (1) of the Procurement Reform (Scotland) Act 2014 (as amended) and the Council’s Standing Orders relating to Contracts for individual negotiated contracts without call for competition. 5. Property/Assets - None 6. Information Technology - None Page 134 of 164
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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 – The Health and Safety submissions for each of the three tender submissions were evaluated by Corporate Health and Safety and all were all scored “Pass” as satisfying the Council’s requirements: • RC-CPU-22-141 Floating Support - Turning Point Scotland (Pass); • RC-CPU-22-142 Housing First - Turning Point Scotland (Pass); • RC-CPU-22-144 Housing First (WRAP) - Blue Triangle (Glasgow) Housing Association Limited (Pass). 9. Procurement - The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk - The insurances submitted with each tender submission for these individual contracts were assessed by Renfrewshire Council’s Risk Officer, and all were all scored “Pass” as satisfying the Council’s requirements: • RC-CPU-22-141 Floating Support - Turning Point Scotland (Pass); • RC-CPU-22-142 Housing First - Turning Point Scotland (Pass); • RC-CPU-22-144 Housing First (WRAP) - Blue Triangle (Glasgow) Housing Association Limited (Pass). 11. Privacy Impact All 3 contracts contain Renfrewshire Council’s General Conditions of Contract data protection provisions. Turning Point Scotland and Blue Triangle (Glasgow) Housing Association Limited will be Data Controllers under the respective contracts identified in recommendation 2.1.1 and, as such, have a legal responsibility to comply with Data Protection legislation when collecting, processing and storing personal data to those receiving a service under those contracts. Page 135 of 164
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12. Cosla Policy Position – None. 13. Climate – None. List of Background Papers - None ___________________________________________________________________ Author: Shona Brydson, Senior Procurement Specialist, Corporate Procurement Unit – shona.brydson@renfrewshire.gov.uk Page 136 of 164
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___________________________________________________________________ To: Finance, Resources and Customer Service Policy Board On: 9th February 2023 ___________________________________________________________________ Report by: The Chief Executive and the Director of Environment and Infrastructure ___________________________________________________________________ Heading: Contract Award: Legionella Prevention, Control and Risk Management Services ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Services Contract for Legionella Prevention, Control and Risk Management Services (RC-CPU-21- 056) to Rock Compliance Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts for an above Threshold Services Contract using the Open Tender Procedure. 1.3 A Contract Strategy was prepared by the Corporate Procurement Unit and approved by the Director of Environment and Infrastructure and the Strategic Commercial and Procurement Manager on 20th October 2022. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: Item 19 FRCS 090223 Page 137 of 164
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2.1 Authorise the Head of Corporate Governance to award a Contract for Legionella Prevention, Control and Risk Management Services to Rock Compliance Limited; 2.2 Authorise a maximum contract value of up to £700,000 excluding VAT. The anticipated annual value of this contract has been assessed as £140,000.00 excluding VAT; 2.3 Note the initial contract period of three years with the Council having the option to extend the service period for up to 12 months on two separate occasions, subject to contract performance. The anticipated commencement date is 10th March 2023. The actual date will be confirmed in the Council’s Letter of Acceptance to Rock Compliance Limited; and 2.4 Note the award of this Contract is subject to the provision of a Non-Disclosure Agreement as indicated within the tender documentation. _________________________________________________________ 3. Background 3.1 The Council as an employer and in control of premises, has a duty under the Health and Safety at Work etc Act 1974 (the HSW Act) and the Control of Substances Hazardous to Health Regulations 2002 (COSHH) to manage the risk of Legionella occurring within premises by having in place a robust management and prevention regime. This Contract is for the appointment of a qualified and experienced Contractor for the provision of a Legionella Prevention, Control and Risk Management Service. 3.2 This Contract was tendered as a SBCC Measured Term Contract for use in Scotland 2011, MTC/Scot (2011 Edition) incorporating the Employers Amendments and this type of contract has no guarantee of the value of the spend as this will depend on the Orders issued by the Council. The anticipated annual value of this Contract based on historic spend has been assessed as £140,000 excluding VAT. The maximum spend over the five year period was estimated as £700,000 excluding VAT based on £140,000 excluding VAT annually. 3.3 To initiate this procurement process a contract notice was published on Find a Tender on 25th October 2022 with the tender documentation available for downloading from the Public Contract Scotland-Tender platform from this date. 3.4 During the live tender period, nineteen organisations expressed an interest in this opportunity. By the closing date (Tender Deadline) set for the return of electronic tender submissions, 12 noon on 25th November 2022, five organisations submitted a tender response, four organisations declined, and ten organisations failed to respond. Page 138 of 164
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3.5 As part of their Tender Submission, Tenderers each completed and returned the Single Procurement Document (SPD) . Those completed SPD submissions were then evaluated against a pre-determined set of criteria by representatives from Environment and Infrastructure, the Corporate Procurement Unit, Corporate Risk and Corporate Health and Safety. One Tenderer was excluded from the process as their submission failed to meet a mandatory selection requirement within the SPD. As a result, their bid was not considered further. 3.6 The four Tenderers that met the minimum selection criteria progressed to evaluation against the published award criteria of 70% price and 30% quality. 3.7 The scores relative to the award criteria for each of the remaining four tender submissions are noted below: Price (70%) Quality (30%) Total (100%) 1 Rock Compliance Limited 70.00% 27.50% 97.50% 2 Envirocure Limited 65.85% 23.75% 89.60% 3 Integrated Water Services Limited 53.97% 21.29% 75.26% 4 GMS Services Limited 39.40% 21.93% 61.33% 3.8 The evaluation of tender submissions received identified that the tender submission by Rock Compliance Limited was the most economically advantageous tender. 3.9 This Contract is funded from the Environment and Infrastructure Public Buildings Repair budget. 3.10 Community Benefits were requested as part of the procurement process and Rock Compliance Limited has committed to the following: Community Benefit Description No of People / Activity Job for an unemployed individual 2 Work Experience Placement for an individual 16+ years of age 3 Industry Awareness Events 2 Industry Skill Transfer to Schools 1 ___________________________________________________________________ Page 139 of 164
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Implications of the Report 1. Financial – The cost for this contract will be met through the Environment and Infrastructures Public Buildings Repair budget. 2. HR & Organisational Development – No TUPE implications. 3. Community/Council Planning – • Our Renfrewshire is fair - Tenderers were assessed within this procurement process in regard to their approach to ensuring fair working practices throughout their organisation and supply chain i.e. payment of the living wage, training and development opportunities. • Creating a sustainable Renfrewshire for all to enjoy – Rock Compliance Limited has committed to deliver Community Benefits as detailed within section 3.10 of this report. • Providing good quality services - Tenderers were assessed within this procurement process in regard to their technical ability to ensure the services provided were of a good quality standard. 4. Legal - The procurement of this Services Contract has been conducted as an above Threshold Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015 and Renfrewshire Council’s Standing Orders Relating to Contracts. 5. Property/Assets - This contract will ensure that the Council’s assets are properly maintained and safe for public use in regard to the risks posed by Legionella. 6. Information Technology – No Information Technology implications are anticipated. 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. Page 140 of 164
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8. Health & Safety – Rock Compliance Limited’s health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 9. Procurement - The procurement procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk – Rock Compliance Limited’s insurances have been assessed and evaluated to confirm that they meet the Council’s minimum requirements regarding insurable risk. 11. Privacy Impact – The award of this Contract is subject to the provision of a Non-Disclosure Agreement as indicated within the tender documentation. 12. Cosla Policy Position – No Cosla Policy Position implications have arisen or are anticipated. 13. Climate Risk – The level of impact associated with provision of these works has been assessed using the Scottish Government Sustainability Test. • Carbon – Vehicle Emissions – Vehicles will be routinely used for the delivery of supplies and resources to the sites. The Contractor will consider the pollution from their vehicles when working on site and to switch off the engine when not using to prevent unnecessary emissions. • Hazardous Materials/Emissions - Legionella is a water borne bacteria that can be present in the water supply and distribution systems of buildings. The Contractor will carry out the services in compliance with various legislation including but not limited to: BS 8580-1:2019: Water quality – Risk assessments for Legionella control – Code of practice to comply with ACoP L8, COSHH and HSW Act. The Contractor is required to transport and analyse water samples in a UKAS accredited laboratory in accordance with BS 7592 Sampling for Legionella organisms in water and related materials and ACoP L8, most up to date edition, to achieve statutory compliance. • Bio – Security - Illnesses caused by exposure to the Legionella bacteria can be potentially fatal. The Contractor will carry out, as requested, cleaning and disinfection of Cold Water Storage Tanks (CWST) in accordance with Health and Safety at Work etc Act 1974 (the HSW act), Control of Substances Hazardous to health Regulations 2002 (COSHH), PD 855468:2015 and Approved Code of Practice and Guidance (ACoP L8) – Legionnaires’ Disease, most up to date editions, to achieve statutory compliance. ________________________________________________________________ Page 141 of 164
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Author: Kerri-Anne Ben Ammar, Senior Procurement Specialist, Corporate Procurement Unit, kerri-anne.benammar@renfrewshire.gov.uk Page 142 of 164
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: The Chief Executive and the Director of Environment and Infrastructure ___________________________________________________________________ Heading: Notification of Increase in Value for the Contract for Traffic Signals Planned and Unplanned Inspection and Maintenance reference RC-CPU-19-173 ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to notify the Finance, Resources and Customer Services Policy Board of an increase in the value of the Contract for Traffic Signals Planned and Unplanned Inspection and Maintenance reference RC- CPU-19-173 as a result of additional traffic signal improvement work that was instructed as unplanned maintenance under this contract. 1.2 This increase in value for this contract is reported in accordance with Standing Orders Relating to Contracts 20.3. 1.3 Approval was given at the Finance, Resources and Customer Services Policy Board on 25 March 2020 to award the contract for Traffic Signals Planned and Unplanned Inspection and Maintenance reference RC-CPU-19-173, to Dynniq UK Ltd (who subsequently changed their name to Swarco UK & Ireland Ltd) for the value of £800,000 excluding VAT. ___________________________________________________________________ 2. Recommendations 2.1 The Finance, Resources and Customer Services Policy Board is asked to: Item 20 FRCS 090223 Page 143 of 164
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2.1.1 Note that this report is made in accordance with Standing Order 20.3 of the Standing Orders Relating to Contracts 2022. 2.1.2 As a result of the additional traffic signal improvement work, authorise an increase in the contract value from £800,000 up to £1,200,000 excluding VAT to include for the works detailed in 3.3 below and to allow for the current planned maintenance works to be able to continue until the contract can be retendered. _________________________________________________________ 3. Background 3.1 Renfrewshire Council has a statutory obligation to maintain and approve all the traffic signals in operation within the Council area. 3.2 Traffic signals improvement work was part of the specification requirements under the Traffic Signals Planned and Unplanned Inspection and Maintenance contract, reference RC-CPU-19-173. The contract was awarded to Dynniq UK Ltd who subsequently changed their name to Swarco UK & Ireland Ltd. 3.3 The scope of the additional work was not included as part of the original contract however additional funding was awarded to the Council to allow traffic signal improvement work to be undertaken. The increase in contract value for the traffic signals improvement work is noted below: Location Description of Works Total Amount Penilee Rail Bridge, Paisley Refurbishment of existing traffic signals £19,441.33 Blackstoun Road/Falcon Crescent, Paisley Refurbishment of existing pedestrian crossing £12,051.35 Hawkhead Road/St Andrews Academy, Paisley Refurbishment of existing pedestrian crossing £12,875.35 Glasgow Road/Kirkaig Avenue, Renfrew Refurbishment of existing dual pedestrian crossing £21,521.38 Pegasus Avenue/Phoenix Retail Park, Paisley Refurbishment of existing dual pedestrian crossing £21,536.28 Sandy Road Junctions, Renfrew Design costs for 3 junctions £13,959.49 Sandy Road/Broadloan, Renfrew Supply and Install new signalised junction £103,783.37 Sandy Road/Newmains Road, Renfrew Supply and Install new signalised junction £125,752.69 Page 144 of 164
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Brediland Road/Mannering Road, Paisley Supply and install new signalised pedestrian crossing £21,620.70 Glenburn Road/Braehead Road, Paisley Supply and install new signalised pedestrian crossing £53,887.65 Greenock Road near Clark Street, Paisley Supply and install new signalised pedestrian crossing £46,084.80 Penilee Road near School Road, Paisley Supply and install new signalised pedestrian crossing £35,046.00 Sandy Road/Haining Road, Renfrew Supply and Install new signalised junction £101,941.63 Gleniffer Road/Donaldswood Road, Paisley Supply and install new signalised pedestrian crossing £27,665.64 B790 Houston Road between the roundabout and Leeburn Avenue Supply and install new signalised pedestrian crossing £50,126.00 3.4 The Traffic Signals Planned and Unplanned Inspection Maintenance contract has provision for instructing this type of work. Regulation 72(1)(b) of the Public Contracts (Scotland) Regulations 2015 allows for modifications of contracts during their term without a new procurement procedure: (b)to provide for additional works, supplies or services by the original contractor that have become necessary and were not included in the initial procurement, where a change of contractor— (i)cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial procurement; and (ii)would cause significant inconvenience or substantial duplication of costs for the contracting authority, provided that any increase in price does not exceed 50% of the initial contract value. 3.5 A new procurement exercise for Traffic Signals Planned and Unplanned Inspection and Maintenance is currently being prepared and is expected that this new contract will commence July 2023. ___________________________________________________________________ Page 145 of 164
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Implications of the Report 1. Financial The cost of this additional work was met by funding from Capital – General Services and Strathclyde Partnership for Transport. 2. HR & Organisational Development Not applicable 3. Community/Council Planning – Reshaping our place, our economy and our future – the Contract supports the delivery of this outcome. 4. Legal The work was instructed under an existing Council contract and is subject to the Council’s Standing Orders Relating to Contracts. 5. Property/Assets The Contract will improve the Council’s road infrastructure. 6. Information Technology No Information Technology implications have been identified or are anticipated. . 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 because. 8. Health & Safety Swarco UK & Ireland Ltd’s health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s requirements regarding health and safety. 9. Procurement The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk Swarco UK & Ireland Ltd have been assess and evaluated to confirm that they have met the minimum requirements regarding insurable risk. Page 146 of 164
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11. Privacy Impact No Privacy Impact implications have been identified or are anticipated. 12. Cosla Policy Position No Cosla Policy implications have arisen or are anticipated. 13. Climate Risk The level of impact associated with the provision of this work has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. _________________________________________________________ Author: Brian Bradley, Assistant Category Manager, Corporate Procurement Unit, Telephone 0141 487 1522, email address brian.bradley@renfrewshire.gov.uk Page 147 of 164
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: The Chief Executive and the Director of Environment and Infrastructure ___________________________________________________________________ Heading: Refurbishment of 5 Signalised Sites (RC-CPU-22-135) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Contract for the Refurbishment of 5 Signalised Sites to Hillhouse Quarry Group Limited t/a MacAsphalt. 1.2 The tendering procedure for this Works Contract was conducted as a below Regulated Open Procedure in accordance with Renfrewshire Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Head of Operations and Infrastructure and the Strategic Commercial Category Manager in April 2022. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorise the Head of Corporate Governance to award the Contract for the Refurbishment of 5 Signalised Sites (RC-CPU-22-135) to Hillhouse Quarry Group Limited t/a MacAsphalt; Item 21 FRCS 090223 Page 149 of 164
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2.2 Note that the intended starting date is 6 March 2023 with the completion date being 31 March 2023. The actual dates will be confirmed in the Council’s Letter of Acceptance. 2.3 Note that the contract value is £211,192.28 excluding VAT. The cost of this contract will be met by funding provided by Strathclyde Partnership for Transport. This funding must be spent by 31 March 2023. _________________________________________________________ 3. Background 3.1 Renfrewshire Council has a statutory obligation to maintain and approve all the traffic signals in operation within the Council boundary. Given this obligation the Council has a requirement for a suitably qualified and experienced contractor to refurbish or upgrade traffic signal equipment at the following junctions: ▪ Main Street/Torr Road, Bridge of Weir; ▪ Main Road/Glenpatrick Road, Elderslie; ▪ Kings Inch Drive/IKEA, Braehead; ▪ Beith Road/Hallhill Road, Elderslie; and ▪ Paisley Road/Wright Street, Renfrew. 3.2 A contract notice was published on the Public Contracts Scotland advertising portal on Monday, 24 October 2022 and the tender documentation available for downloading from the Public Contracts Scotland – Tender platform. 3.3 During the tender period, four (4) companies expressed an interest in the Contract. By the closing date for return of electronic tenders, 12 noon on Monday, 14 November 2022, two (2) companies submitted a response, and two (2) failed to respond. 3.4 One (1) tender submission was a variant bid which was prohibited under the terms of the Invitation to Tender. As a result, this bid was rejected. 3.5 The remaining tender submission received was evaluated against a pre-determined set of criteria in the form of the Single Procurement Document (SPD) as required by the Council’s Standing Orders relating to contracts 11.5 by representatives from the Corporate Procurement Unit, Health and Safety and Risk which assessed competence, expertise and economic and financial standing. The tenderer was assessed as meeting the minimum criteria following the methodology stated in the Invitation to Tender. Page 150 of 164
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3.6 The Tender Submission was then assessed against the published set of Award Criteria which were based upon a price/quality ratio of 60%/40%. 3.7 The scores relative to the Award Criteria for the remaining Tenderer are noted below: Price (60%) Quality (40%) Total (100%) 1 Hillhouse Quarry Group Limited t/a Mac Asphalt 60.00% 40.00% 100.00% 3.8 The evaluation of Tender Submissions received identified that the submission by Hillhouse Quarry Group Limited t/a MacAsphalt was the most economically advantageous tender. As they were the only compliant bidder, the value for money assessment is required to ensure there is no need to go back out to market. 3.9 The costs arising from this contract will be met by funding provided by Strathclyde Partnership for Transport. This funding has to be spent by 31 March 2023. 3.10 Community Benefits were requested as part of the procurement process and Hillhouse Quarry Group Limited t/a MacAsphalt have committed to the following Community Benefits: Community Benefit Description No of People / Activity Non-Financial Support for a Community Project 2 ___________________________________________________________________ Implications of the Report 1. Financial The cost of this contract will be met by funding provided by Strathclyde Partnership for Transport. This funding must be spent by 31 March 2023. 2. HR & Organisational Development Not applicable. 3. Community/Council Planning – Page 151 of 164
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Reshaping our place, our economy and our future – the Contract proposed will support the delivery of this outcome. 4. Legal The tendering procedure for this Works Contract was conducted in accordance with a below Regulated Open Procedure. 5. Property/Assets This contract will improve the Council’s traffic signal infrastructure. 6. Information Technology No Information Technology implications have been identified or are anticipated. . 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 Hillhouse Quarry Group Limited t/a MacAsphalt’s health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s requirements regarding health and safety. 9. Procurement The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk Hillhouse Quarry Group Limited t/a MacAsphalt have been assessed and evaluated to confirm that they have met the minimum requirements regarding insurable risk. 11. Privacy Impact No Privacy Impact implications have been identified or are anticipated. 12. Cosla Policy Position No Cosla Policy implications have arisen or are anticipated. Page 152 of 164
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13. Climate Risk The level of impact associated with the provision of this work has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, Corporate Procurement Unit, 0141 487 1522, brian.bradley@renfrewshire.gov.uk Page 153 of 164
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1 To: Finance, Resources and Customer Service Policy Board On: Thursday 9th February 2023 ___________________________________________________________________ Report by: Chief Executive ___________________________________________________________________ Heading: Paisley Town Hall Refurbishment - Furniture (RC-CPU-22-150) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Goods Contract titled Paisley Town Hall Refurbishment - Furniture (RC-CPU-22-150) (the “Contract”) to Claremont Office Furniture Limited. 1.2 The recommendation to award the Contract follows a mini competition in accordance with Lot 6 of the Scotland Excel Education & Office Furniture Framework, reference 0620 and the Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Category Manager - City Deal and Infrastructure and the Programme Director -City Deal & Infrastructure on 16th November 2022. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Services Policy Board: (a) Authorise the Head of Corporate Governance to award a Contract being a Call-Off Contract made following a mini-competition under Lot Item 22 FRCS 090223 Page 155 of 164
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2 6 of the Scotland Excel Education and Office Furniture Framework (0620) titled Paisley Town Hall Refurbishment - Furniture (RC-CPU-22- 150) to Claremont Office Furniture Limited. (b) Authorise the total price of £218,132.00 excluding VAT for this Contract. (c) Note that the Contract will commence on 21st February 2023 or date confirmed in the Letter of Acceptance. It is anticipated the Contractor will deliver and install the furniture between 5th June 2023 and 21st July 2023 however exact dates for delivery and installation will be agreed with the Supplier subject to completion of the Paisley Town Hall main works contract. _________________________________________________________ 3. Background 3.1 This Procurement is to appoint a supplier to provide the Office & General furniture requirements for all spaces in the Paisley Town Hall. Furniture to be supplied through this contract includes banquet, conference and outdoor chairs and tables, office desks and chairs, conference chairs and tables, outdoor seating accessories, storage trollies and cabinets, lamps, mirrors and decorative furnishings. 3.2 The Paisley Town Hall is undergoing a refurbishment which is a key element of the longer-term regeneration of Paisley Town Centre. The lifecycle maintenance upgrade with additional facilities will provide a modern facility that is fit for purpose within an important historic building, supporting and developing the regeneration of Paisley town centre. 3.3 Ahead of the opening, the Paisley Town Hall will undertake a full fit out of Furniture, Fittings and Equipment to complete the overall look and feel of the newly refurbished facility, whilst improving audience experience. 3.4 As part of the contract strategy it was identified that the Scotland Excel Framework Agreement, Education & Office Furniture (0620), Lot 6: Office Full Kit Out (the “Framework”) was best suited for this contract. This procurement exercise was conducted as a mini-competition and was conducted in accordance with the Framework Agreement mini competition process. 3.5 There are thirteen (13) framework supplier who confirmed their ability to service the Renfrewshire Council area within Lot 6 of the Framework. All thirteen (13) suppliers were invited to tender on 17th November 2022. 3.6 By the closing date set for tender submissions, 12 noon on 7th December 2022, two (2) suppliers had submitted a response, four (4) suppliers declined to respond and seven (7) suppliers did not respond. Page 156 of 164
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3 3.7 The two (2) Framework Suppliers (hereinafter identified as Tenderers) who submitted Tender Submissions continue to meet the requirements of the Single Procurement Document (SPD) they completed when applying for a place on the Scotland Excel Framework Agreement, Education & Office Furniture (0620). 3.8 One (1) of the Tender submissions was incomplete and that Tenderer was excluded from the tender process as it did not comply with the information and instructions to tenderers issued with the mini competition. 3.9 The remaining one (1) Tender Submission was evaluated against the Award Criteria of 30% Technical/ 70% Commercial. The technical score achieved for Lot 6 during the Framework evaluation process was carried forward as the quality score attributable to this procurement exercise for this Contract. The scores achieved by the Tenderer are detailed in the table below: Company Technical (30%) Commercial (70%) Total (100%) Claremont Office Furniture Limited 28.00% 70.00% 98.00% 3.10 Standing Order 26.3 of the Council’s Standing Orders Relating to Contracts 2022 allows for the use of Post Tender Negotiations (“PTN”) to be used to refine and improve the most economically advantageous offer. The Claremont Office Furniture Limited tender submission was over budget, therefore using PTN, the Council invited the Tenderer to propose alternatives which met the specification requirements but offer improved value for money (VFM). Claremont proposed improvements which brought the tender submission total within the Contract budget. 3.11 Following PTN, the Tender Submission submitted by Claremont Office Furniture Limited was identified as the most economically advantageous tender. 3.12 Community Benefits were assessed at the Framework level, Claremont Office Furniture Limited has confirmed the following Community Benefits would be made available to the Council for this Contract. Financial Support for a Community Project 1 ___________________________________________________________________ Page 157 of 164
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4 Implications of the Report 1. Financial - The cost for this contract will be contained within existing resources approved in the Council’s Capital Investment Plan. 2. HR & Organisational Development - No HR or Organisational Development implications have arisen or are anticipated. 3. Community/Council Planning – Reshaping our place, our economy and our future – This contract is part of the refurbishment of the Paisley Town Hall and will contribute to the building becoming one of the landmark entertainment venues in the West of Scotland. 4. Legal - The procurement of this Contract was by Mini Competition in accordance with the Scotland Excel Education & Office Furniture (0620) Framework , Lot 6 and the Council’s Standing Orders Relating to Contracts for an above Threshold Supplies Contract. 5. Property/Assets – The furniture will be added to the Council’s asset register. 6. Information Technology - No Information Technology implications have arisen or are anticipated. 7. Equality & Human Rights (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. 8. Health & Safety - Claremont Office Furniture Limited health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 9. Procurement – The procurement procedure outlined within this report ensures that the Council complies with the Council’s Standing Orders relating to Contracts 2022 and meets its statutory requirements in respect of procurement procedures, efficiency and modern government. 10. Risk - Claremont Office Furniture Limited insurances were assessed and evaluated to confirm that they meet the minimum requirements regarding insurable risk. 11. Privacy Impact - No Privacy implications have been identified or are anticipated. Page 158 of 164
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5 12. Cosla Policy Position No COSLA Policy Position implications have arisen or are anticipated. 13. Climate Risk – A sustainability test was carried out and this contract was assessed as low risk. The Scotland Excel Framework Agreement contains specific conditions that all contractors must adhere to with regards to sustainability. ➢ All packaging should be kept to the minimum required to protect the furniture and be recyclable/reusable/recycled and include recycling instructions. ➢ Delivery vehicles should comply with emissions standards. _________________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Louise Bishop – Procurement Advisor email: louise.bishop@renfrewshire.gov.uk Page 159 of 164
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 09 January 2023 ___________________________________________________________________ Report by: The Chief Executive ___________________________________________________________________ Heading: Paisley Town Hall Refurbishment (PTHR) - Stage Lighting and Loose AV Equipment (RC-CPU-22-171) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Supply Contract for PTHR - Stage Lighting and Loose AV Equipment to Stage Electrics Partnership Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted using the Open procedure in accordance with the Council’s Standing Orders Relating to Contracts and the Public Contract (Scotland) Regulations 2015 for an above Threshold Supply Contract. 1.3 A contract strategy was approved by the Strategic Commercial & Procurement Manager and the Programme Director City Deal and Infrastructure in November 2022. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board authorise the Head of Corporate Governance to: Item 23 FRCS 090223 Page 161 of 164
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(a) Award the Contract for PTHR - Stage Lighting and Loose AV Equipment (RC-CPU-22-171) to Stage Electrics Partnership Limited. (b) Authorise the total price of £309,369.76 excluding VAT for provision of stage lighting and loose AV equipment. (c) Note that it is anticipated that the Contract will commence on 6th March 2023 or on date confirmed in the Letter of Acceptance. It is anticipated the Contractor will deliver and install the equipment in June 2023 however exact dates for delivery and installation will be agreed with Contractor subject to completion of the Paisley Town Hall main works contract. _________________________________________________________ 3. Background 3.1 Renfrewshire Council seeks to appoint a competent and suitably experienced contractor to supply, install and provide client training on stage lighting and loose audio-visual equipment for the Paisley Town Hall as part of the Paisley Town Hall Refurbishment project. 3.2 The Paisley Town Hall aims to become a landmark venue in the West of Scotland for performances and events. This contract is for the supply of improved stage lighting and sound equipment needed to provide a high-quality experience for incoming customers. 3.3 A contract notice for this tender was dispatched to Find a Tender Service via Public Contract Scotland advertising portal on 10 November 2022 and the tender documentation was made available or downloading from Public Contract Scotland – Tender platform on 11 November 2022. 3.4 During the tendering live period, fourteen (14) organisations expressed an interest in the Contract. By the closing date set for return of electronic tenders of 12 noon on Monday 12 December 2022, two (2) organisations (tenderers) had submitted a response. 3.5 The two (2) Tender Submissions received, each contained a completed Single Procurement Document (SPD) as required by the Invitation to Tender and these were evaluated against the pre-determined set of criteria in the Single Procurement Document (SPD) by representatives from OneRen and the following Council services: Chief Executives Services, the Corporate Procurement Unit, Corporate Risk and Corporate Health and Safety. Page 162 of 164
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3.6 Both Tender Submissions confirmed they met the requirements of the SPD and progressed to evaluation against the published Award Criteria of 30% Quality / 70% Price. 3.7 The scores relative to the Award Criteria for the two (2) Tenderers are noted below: Quality (30%) Price (70%) Total (100%) 1 Stage Electrics Partnership Limited 19.75% 70.00% 89.75% 2 Adlib Audio Limited 11.75% 65.55% 77.30% 3.8 The evaluation of Tender Submissions received identified that the submission by Stage Electrics Partnership Limited was the most economically advantageous tender. 3.9 Community Benefits were requested as part of the procurement however Stage Electrics Partnership Limited have not committed to any community benefits and have been scored accordingly. ___________________________________________________________________ Implications of the Report 1. Financial – The costs for this contract will be contained within existing resources approved in the Council’s Capital Investment Plan. 2. HR & Organisational Development – None 3. Community/Council Planning – • Our Renfrewshire is thriving – maximising economic growth that is inclusive and sustainable • Our Renfrewshire is well – supporting the wellness and resilience of our citizens and communities • Our Renfrewshire is fair - addressing the inequalities that limit life chances • Reshaping our place, our economy, and our future - Delivering improvement to Paisley Town Hall • Creating a sustainable Renfrewshire for all to enjoy - Keeping local places clean and attractive Page 163 of 164
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4. Legal – The Procurement of this Supply Contract has been conducted, in accordance with the Council’s Standing Orders Relating to Contracts 1 January 2022 and Public Contract (Scotland) Regulations 2015 for above GPA Threshold Supply Contract. 5. Property/Assets – The stage lighting and audio-visual equipment will be added to the Council’s asset register. 6. Information Technology – No Information Technology implications have arisen or are anticipated. 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. 8. Health & Safety –Stage Electrics Partnership Limited health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 9. Procurement –The procurement procedures outlined within this report were carried out in accordance with the Public Contracts (Scotland) Regulations 2015 and x 10. Risk – Stage Electrics Partnership Limited insurances have been assessed to confirm that they meet the minimum requirements regarding insurance risk. 11. Privacy Impact – No Privacy Impact implications have been identified or are anticipated. 12. Cosla Policy Position – No COSLA Policy Position implications have arisen or are anticipated. 13. Climate Risk – The Scottish Government Sustainability was carried out as part of the strategy for this procurement. The impact is considered low risk. ___________________________________________________________________ List of Background Papers: None ___________________________________________________________________ Author: Rebecca Park, Category Manager – City Deal and Infrastructure, Corporate Procurement Unit, rebecca.park@renfrewshire.gov.uk Page 164 of 164