Minutes of meeting
Renfrewshire Council · 14 September 2023
Back to Finance, Resources and Customer Services Policy Board — 14 September 2023 and its agenda
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Minute of Meeting Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 14 September 2023 10:00 Via Teams Platform, Present: Councillor Fiona Airlie-Nicolson, Councillor Alison Ann-Dowling, Councillor Jacqueline Cameron, Provost Lorraine Cameron, Councillor Graeme Clark, Councillor Audrey Doig, Councillor Chris Gilmour, Councillor Neill Graham, Councillor Robert Innes, Councillor Bruce MacFarlane, Councillor David McGonigle, Councillor Sam Mullin, Councillor Iain Nicolson, Councillor John Shaw Chair Councillor Shaw, Convener, presided. In Attendance A MacArthur, Director of Finance & Resources; B Lambert, Corporate Procurement Manager, G Beattie, Strategic Commercial Category Manager, J Castle, Senior Communications Officer, A Donaldson, Strategic Commercial Category Manager, L Gillan, Strategic Commercial Category Manager, C Henderson, Senior Planning & Policy Officer and R Park, Category Manager (all Chief Executive’s); C Dalrymple, Head of Facilities & Property Services, L Feely, Head of Housing Services, E Scott, Operations Manager (Building Services), S Heron, Assistant Transportation & Development Manager and L Rennie, Operations Manager (all Environment, Housing & Infrastructure); and M Conaghan, Head of Corporate Governance, P Murray, Head of Head of Digital, Transformation and Customer Services, M Boyd, Head of People & OD, E Simpson and S Fanning, both Principal HR & OD Advisers, G Easdon, ICT Business Services Manager, E Shields, Business Services Manager, R Davidson, Category Manager (ITC), R Cree, OD & Workforce Planning Manager, D Pole and J Skinner, both End User Technicians, P Shiach, Senior Committee Services Officer, J Barron; Committee Services Officer, D Cunningham, Committee Services & Licensing Officer and K Marriot, Licensing & Committee Assistant (all Finance & Resources). Webcasting of Meeting Prior to the commencement of the meeting the Convener intimated that this meeting of the Policy Board would be filmed for live or subsequent broadcast via the Council's internet site.
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Apology Councillor Grady. Declarations of Interest and Transparency Statements Councillor Clark declared in interest in item 12 of the agenda, Conference Homologation – Councillors’ Guide To Understanding Your Council’s Financial Reporting Requirements for the reason that he had attended the Conference and indicated his intention to leave the meeting during consideration of this item and not take part in any discussion or voting thereon. Councillor Ann-Dowling declared in interest in item 12 of the agenda, Conference Homologation – Councillors’ Guide To Understanding Your Council’s Financial Reporting Requirements for the reason that she had attended the Conference and indicated her intention to leave the meeting during consideration of this item and not take part in any discussion or voting thereon. Valedictory Prior to the commencement of the meeting, the Convener advised the Board that B Lambert, Corporate Procurement Manager was attending a meeting of the Board for the last time as she had secured an appointment with the Scottish Government. The Convener thanked Ms Lambert for the work she had undertaken and her assistance to the Board members during her time with Renfrewshire Council. 1 Investment Review Board There was submitted the Minute of the meeting of the Investment Review Board held on 7 June 2023, a copy of which forms Appendix I to this Minute. DECIDED: That the Minute be noted. 2 Joint Consultative Board (Non-Teaching) There was submitted the Minute of the meeting of the Joint Consultative Board (Non- teaching) held on 30 August 2023, a copy of which forms Appendix 2 to this Minute. DECIDED: That the Minute be approved.
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3 Revenue and Capital Monitoring as at 23 June 2023 There was submitted a budget monitoring report by the Director of Finance & Resources relative to Revenue and Capital budget expenditure up to 23 June 2023 for those services reporting to this Policy Board. Tables 1 and 2 of the report detailed the projected revenue outturn position. The report indicated a projected revenue overspend of £1.055m (1.1%) against the revised budget for the year and the Capital budget was projected to break-even. Appendices to the report provided detailed analysis of expenditure, and budget adjustments were listed at paragraphs 4 and 6 of the report. DECIDED: (a) That the projected Revenue return position detailed in Table 1 of the report be noted; (b) That the projected Capital outturn position as detailed in Table 2 of the report be noted; and (c) That the budget adjustments detailed in sections 4 and 6 of the report be noted. 4 Revenue and Capital Budget Monitoring Overview Report There was submitted an update report by the Director of Finance & Resources relative to an overview of Revenue and Capital Budget expenditure for the Council as at 23 June 2023. Tables 1 and 2 of the report detailed that the projected Revenue outturn position for all services as at 31 March 2024 was an overspend of £5.679m, and the projected Capital outturn position for all services was an underspend of £0.143m, split between General Fund services and the Housing Revenue Account (HRA). Further analysis was detailed in the Appendices to the report and substantial risks to the budget positions were provided at paragraph 3 of the report. DECIDED: (a) That the projected Revenue outturn position detailed in Table 1 of the report be noted, considering that the forecast position was based on best estimates at that point in time; (b) That the substantial risks to the budget position as outlined in section 3 of the report be noted; (c) That the projected Capital outturn position detailed in Table 2 of the report be noted; and (d) That the prudential indicators detailed in section 6 of the report be noted.
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5 Business Services Accounts for Write-off There was submitted a report by the Director of Finance & Resources relative to a proposed write-off of Housing Benefit Overpayments, Council Tax, Sundry Debts and Non-Domestic Rates accounts for sums over £10,000 where recovery was no longer viable. The value of the debt to be written off was £561,102.70. DECIDED: That the sum of £561,102.70 as detailed in the report, be written off. 6 Facilities and Property Services Operational Performance Report There was submitted an update report by the Director of Environment, Housing & Infrastructure relative to the operational performance of Facilities Management (Hard and Soft Services, including Building Services) and Property Services as delivered by Environment, Housing & Infrastructure since the lasts meeting of this Policy Board. DECIDED: That the contents of the report be noted. 7 Business Services Performance Report There was submitted a report by the Director of Finance & Resources relative to the performance of key Business Services functions, including revenue collection and benefit administration, for the period ending 28 July 2023. The report provided an update on the funding and expenditure position for Discretionary Housing Payments and the Scottish Welfare Fund. Appendices to the report provided information on revenue collection and key performance indicators. DECIDED: That the contents of the report be noted. 8 Customer Services Performance Report There was submitted a report by the Director of Finance & Resources relative to performance across key Customer Services functions including Call Centre, Face-to - Face and Digital Support for customers for July 2023. The report provided an update on the overall contact centre call handling volumes and indicated that Face-to-Face services continued in Renfrewshire House. Details of customer volumes were provided in the report. The report advised that demand for Digital Services remained high and provided an update on the level of online transactions being completed. DECIDED: That the contents of the report be noted.
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9 Organisational Development programme and Risk Management review There was submitted a report by the Director of Finance & Resources relative to proposals for a leadership development programme which acknowledged the significant change in senior leadership across the council, the impact of the pandemic on opportunities for professional development, and addressed the themes identified in the Dargavel Primary School External Review. The report also provided information on specific work underway to review risk management within the context of service-led projects and indicated that a revised corporate risk register would be considered at the meeting of the Audit, Risk and Scrutiny Board to be held on 6 November 2023 . The report advised that both of these areas were noted as actions which would address two of the recommendations flowing from the external review into the provision of education in Dargavel. DECIDED: (a) That the progress to date detailed in this report be noted; and (b) That it be noted that risk management was a delegated function of the Audit, Risk and Scrutiny Board and specific updates on risk management would be presented to that Board. 10 People Strategy 2021-26 - New and Revised HR/OD Policies - Control of Smoking at Work Policy There was submitted a report by the Director of Finance & Resources relative to an update on the progress made in terms of the Council’s People Strategy and setting the key workforce planning priorities over the next 2 years. These future-focused priorities aligned to five strategic outcomes of the Council Plan 2022-2027. The purpose of the report was to seek approval from members for the Control of Smoking at Work Policy attached as appendix 1 to the report. The report advised that consultation had taken place with the Trade Unions and Services DECIDED: (a) That the progress made by the Council in the last 24 months be noted: (b) That it be noted that the next progress report would be submitted on 31 March 2025; and (c) That the Control of Smoking at Work Policy attached at Appendix 1 be approved.
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11 Civic Hospitality There was submitted a report by the Director of Finance & Resources relative to consideration of requests received by the Provost for civic hospitality from organisations for specific events as detailed within the report. The report proposed the type and cost of civic hospitality to be provided in respect of each civic event and sought authorisation for the Director of Finance & Resources, in consultation with the Provost, to make the necessary arrangements to provide civic hospitality, or in the case of events that had already been arranged, to homologate the action taken by the Head of Corporate Governance, in consultation with the Provost, to provide civic hospitality as detailed below: - i) Weaver’s Cottage Kilbarchan – 300th Anniversary – £328.25; ii) Johnstone & District Bowlers Association – 75th Anniversary celebrations - £1,000 iii) Jazzle Dazzle – Civic reception to celebrate the groups recent international success in America - £1275; iv) Erskine Annual Military Charity – Annual Ball - £700; v) Accord Hospice – Charity Ladies Lunch - £400; vi) Mod Phaislig 2023 – Reception for the opening ceremony of the Royal National Mod on 13 October in Paisley Town Hall - £3,000; vii) Dollywood Foundation – Afternoon Tea in recognition of the Dolly Parton Imagination Library and the achievement of 100,000 books being sent to children across Renfrewshire - £520; viii) Provost’s Annual Christmas Card Competition – Winner Prize - £300; viii) Paisley Town Hall – Opening Ceremony - £2,000; and ix) Maggie’s Glasgow – 21st Birthday Celebration Fundraiser - £1,000. The report advised that the budget provision for 2022/23 for Civic Hospitality (including international Links) was £46,460. Should the above be agreed, and taking account of previous decisions, the remaining balance would be approximately £15,700. DECIDED: (a) That the provision of the hospitality as detailed in the report for Jazzle Dazzle Dance School, Mòd Phaislig 2023, the Dollywood Foundation, the Provost’s Christmas card competition winners and the Official Opening of Paisley Town Hall be approved; (b) That it be agreed that a table of 10 at the Erskine Military Ball, Accord Hospice Ladies Lunch and Maggie’s Glasgow be purchased;
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(c) That it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements; and (d) That the actions taken by the Head of Corporate Governance in terms of his delegated authority in respect of the 300th anniversary of Weaver’s Cottage and the 75th Anniversary of the Johnstone and District Bowlers Association be noted. Declarations of Interest Councillors Clark and Ann-Dowling, having declared an interest in the following item of business, left the meeting and took no part in the discussion or voting thereon. 12 Request for attendance at Conference There was submitted a report by the Director of Finance & Resources relative to a request received from two Councillors who expressed a wish in attending a conference “Councillors’ Guide to Understanding your Council’s Financial Reporting Requirements.” The report advised that the conference had taken place on 24 August 2023 by way of a Webinar, and the Board was requested to homologate the action of the Director of Finance & Resources in making the necessary arrangements for their attendance. The cost of the conference was £175 per person. DECIDED: (a) That it be noted that two Elected Members had expressed a wish to attend; (b) That as the Conference took place prior to the date of this meeting, the Director of Finance & Resources had made the necessary arrangements for their attendance; and (c) That the action of the Director of Finance & Resources be homologated. Sederunt Councillors Clark and Ann-Dowling rejoined the meeting prior to consideration of the following item of business. 13 Public Holidays for Renfrewshire Council Employees 2024 There was submitted a report by the Director of Finance & Resources relative to public holidays and one day of no work requirement for Renfrewshire Council employees in 2024. The proposed holidays followed the pattern set over previous years and were listed in an appendix to the report. DECIDED: That the public holidays and day of no work requirement for Renfrewshire Council employees for 2024, as detailed in the report, be approved.
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14 Contract Award: Refurbishment of Ferguslie Sports Centre (RC- CPU-23-053) There was submitted a joint report by the Chief Executive and Director of Finance & Resources relative to the award of a Works Contract for Ferguslie Sports Centre Refurbishment to City Gate Construction (Scotland) Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Ferguslie Sport Centre Refurbishment (RC-CPU-23-053) to City Gate Construction (Scotland) Limited; (b) That the tendered total of £573,984.47 excluding VAT and an additional 10% contingency for any unforeseen works be authorised; and (c) That it be noted the proposed date of possession was 30 October 2023 and date for completion of the works was 21 April 2024, and that any changes to these dates would be confirmed in the Council’s letter of acceptance. 15 Contract Award: Supply and Delivery of a Gully Tanker Vehicle There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a contract for the supply and delivery of a Gully Tanker Vehicle to Whale Tankers Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for the Supply and Delivery of a Gully Tanker Vehicle to Whale Tankers Limited made following a mini-competition under Lot 5 (Bodies for Gully Emptiers) of the Scotland Excel Framework Agreement for the Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21). (b) That the total contract value of £197,931 excluding VAT be approved; and (c) That it be noted that Whale Tankers Limited had confirmed delivery would be made for the vehicle 38 weeks from receipt of a purchase order, and delivery of the vehicle would be made to Fleet Services, Underwood Road, Paisley. 16 Contract Award: Supply and Delivery of 2 High Entry Buses There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a contract for the Supply and Delivery of two High Entry Buses to EVM Direct Limited. DECIDED:
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(a) That the Head of Corporate Governance be authorised to award a Contract for the Supply and Delivery of 2 High Entry Buses to EVM Direct Limited made following a further competition under Lot 8: Buses and Coaches (over 17 seats) of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244); (b) That the total contract value of £203,000 excluding VAT be approved; and (c) That it be noted that EVM Direct Limited had confirmed delivery would be made for both vehicles 24 weeks from receipt of a purchase order, and delivery would be made to Fleet Services, Underwood Road, Paisley. 17 Contract Award: Treatment and Disposal of Paint & Paint Tins (RC- CPU-23-068) There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a service contract for Treatment and Disposal of Paint & Paint Tins to Clearwater D C 2001 Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a Contract for Treatment and Disposal of Paint & Paint Tins (RC-CPU-23-068) to Clearwater D C 2001 Limited made following a mini competition under Lot 16 Treatment and Disposal of Special Waste of the Scotland Excel Recyclable & Residual Waste Dynamic Purchasing System (schedule 27/17); (b) That it be noted that the Contract was for the initial period of one year commencing 16 October 2023 until 15 October 2024 with the Council having the sole right to extend this Contract on two separate occasions for up to one year until 15 October 2026. In the event the Contract did not commence on 16 October 2023 the period of contract would run from the date of commencement as stated within the letter of acceptance; and (c) That the total Contract value of up to £360,000 excluding VAT be approved. 18 Notification of Contract Authorised for Award under Clause 9.1(j) of Standing Orders Related to Contracts 2023 There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to a contract for the renovation of Park Tennis Courts authorised for award by the Head of Service for Operations and Service Development under clause 9.1j of Council Standing Orders relating to Contracts. The contract was awarded to Sportex Group Limited on 27 July 2023. Section 3 of the report provided specific detail on the contract. DECIDED: (a) That the information provided in section 3 of the report which detailed the contract
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authorised for award by the Head of Service for Operations and Service Development in accordance with clause 9.1 j) of Council Standing Orders Relating to Contracts June 2023 be noted; and (b) That it be noted that the contribution from the total grant awarded to the Council was £293,700.75 excluding VAT with Environment, Housing and Infrastructure providing a contribution towards the renovation project of £38,145.65 excluding VAT and that the approved spend under the contract was £331,846.40 excluding VAT. 19 Traffic Signals Planned and Unplanned Inspection and Maintenance There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a contract for Traffic Signals Planned and Unplanned Inspection and Maintenance to Swaarco UK & Ireland Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award the Contract for Traffic Signals Planned and Unplanned Inspection and Maintenance, reference RC- CPU-22-342, to Swarco UK & Ireland Ltd; (b) That it be noted that the intended starting date was 1 November 2023 with the service period being 24 months from the starting date with the Council having the option, at its sole discretion, to extend the service period on two occasions for a period of up to 12 months on each occasion. The starting date would be confirmed in the Council’s letter of acceptance; and (c) That it be noted that the cumulative spend under the Contract would be up to a maximum value of £3,000,000 excluding VAT. 20 Contract Authorisation Report: Drainage Maintenance Works for Council Properties (RC-CPU-22-248) There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a works contract for Drainage Maintenance Works for Council Properties to DAMM Environmental Limited. DECIDED: (a) That the Head of Corporate Government be authorised to award a Contract for Drainage Maintenance Works for Council Properties (RC-CPU-22-248) to DAMM Environmental Limited; (b) That a contract period of 36 months be approved with the Council having the sole option to extend for up to 12 months on two separate occasions to a total contract period of five years. The proposed commencement date was 5 October 2023, with the actual date confirmed in the Council’s letter of acceptance;
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(c) That a Contract value of up to £750,000.00 excluding VAT be approved for the Contract period (initial and both extension periods). Any Orders to carry out works would be raised by the Council as and when required; and (d) That it be noted that the award of the Contract required the provision of a Data Processor Agreement as indicated within the tender documentation. 21 Contract Authorisation Report: Managed Print Service (RC-CPU-23- 059) There was submitted a report by the Director of Finance & Resources relative to the award of a contract for a Managed Print Service to Canon (UK) Limited following a procurement exercise conducted as a further competition in accordance with Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046 and the Council’s Standing Orders relating to Contracts for an above Threshold Services contract. DECIDED: (a) That the Head of Corporate Governance be authorised to award the Contract for a Managed Print Service to Canon (UK) Limited following a further competition exercise under Scottish Procurement’s Managed Print Solutions Framework Agreement SP- 21-046; (b) That it be noted that the Call-off Contract would be for an initial period of four years from the Call-off commencement date and would include an optional extension period of up to two additional one-year periods. The Call-off commencement date would be 1 January 2024; and (c) That it be noted that the Contract value for the initial four-year period would not exceed £1,237,455.90 excluding VAT. Where the first optional extension period was utilised, the additional value for that period would not exceed £260,857.93 excluding VAT and where the second optional extension period was utilised, the additional value for that period would not exceed £261,935.93. Where both extension periods were utilised by the Council, the total Contract value would be £1,760,249.76 excluding VAT. 22 School Based Counselling Service There was submitted a joint report by the Director of Finance & Resources and the Chief Education Officer relative the award of a school-base counselling service to Place2Be. DECIDED: (a) That the Head of Corporate Governance be authorised to award the Contract for School Based Counselling to Place2Be; ; (b) That it be noted that the commencement date of the contract was anticipated to be the 31 October 2023 for 32 months until 30 June 2026; the actual dates for the
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contract would be confirmed in the Council’s letter of acceptance; (c) That it be noted that the contract value would be to a maximum of £343,300 (£10,728 per month) excluding VAT for the 32-month contract period. 23 Annual Procurement Report for the period 1 April 2022 to 31 March 2023 There was submitted a report by the Director of Finance & Resources relative to the Annual Procurement Report for the period 1 April 2022 to 31 March 2023. The report advised that Section 18 of the Procurement Reform (Scotland) Act 2014 required that any contracting authority which was required to prepare or revise a procurement strategy in relation to a financial year must prepare an annual procurement report on its regulated procurement activities as soon as reasonably practicable after the end of that financial year. The minimum requirements were detailed in section 1.2 of the report. The Annual Report attached in Appendix 1 provided an update on key indicators set in the Corporate Procurement Strategy for the period April 2020- 2023. DECIDED: That the content of the Annual report for Financial Year 2022/23 be noted.