Agenda Document Pack - Infrastructure, Land and Environment Policy Board - 22/01/2025
Renfrewshire Council · 22 January 2025
Back to Infrastructure, Land and Environment Policy Board — 22 January 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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16/01/2025 Notice of Meeting and Agenda Infrastructure, Land and Environment Policy Board Date Time Venue Wednesday, 22 January 2025 10:00 Council Chambers (Renfrewshire), Council Headquarters, Renfrewshire House, Cotton Street, Paisley, PA1 1AN Membership Councillor Michelle Campbell (Convener): Councillor Audrey Doig (Depute Convener): Councillor Jennifer Adam: Councillor Stephen Burns: Councillor Jacqueline Cameron: Councillor Carolann Davidson: Councillor Eddie Devine: Councillor Chris Gilmour: Councillor Gillian Graham: Councillor John Gray: Councillor James MacLaren: Councillor Janis McDonald: Councillor Iain McMillan: Councillor John McNaughtan: Councillor Iain Nicolson: Councillor John Shaw: Councillor Andy Steel: Further Information This is a meeting which is open to members of the public. A copy of the agenda and reports for this meeting will be available for inspection prior to the meeting at the Customer Service Centre, Renfrewshire House, Cotton Street, Paisley and online at http://renfrewshire.cmis.uk.com/renfrewshire/CouncilandBoards.aspx For further information, please email democratic-services@renfrewshire.gov.uk Members of the Press and Public Members of the press and public wishing to attend the meeting should report to the customer service centre where they will be met and directed to the meeting. Hybrid Meeting Please note that this meeting is scheduled to be held in the Council Chambers. However, it is a hybrid meeting and arrangements have been made for members to join the meeting remotely should they wish. MARK CONAGHAN Head of Corporate Governance Page 1 of 143
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16/01/2025 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 Page 2 of 143
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16/01/2025 Items of business Apologies Apologies from members. Declarations of Interest and Transparency Statements Members are asked to declare an interest or make a transparency statement in any item(s) on the agenda and to provide a brief explanation of the nature of the interest or the transparency statement. 1 Community Asset Transfer Sub-committee Minute of the meeting of the Community Asset Transfer Sub-committee held on 6 November 2024. 5 - 7 2 Service Update Report Report by the Director of Environment, Housing & Infrastructure. 8 - 22 3 Revenue and Capital Budget Monitoring 2024/25 as at 8 November 2024 Joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure. 23 - 33 4 Waste Operations Policy Report by the Director of Environment, Housing & Infrastructure. 34 - 55 5 Cemetery Management Policy Report by the Director of Environment, Housing & Infrastructure. 56 - 76 6 Biodiversity Update Report by the Director of Environment, Housing & Infrastructure. 77 - 80 7 Renfrewshire Council (Pavement Parking Exemptions) Order 2025 Report by the Director of Environment, Housing & Infrastructure. 81 - 97 8 #YouDecide Evaluation Report Report by the Director of Environment, Housing & Infrastructure. 98 - 124 9 Pest Control – Rodent Infestations Report by the Director of Environment, Housing & Infrastructure. 125 - 132 10 Renfrewshire Council – Strategic Property Review 133 - 143 Page 3 of 143
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16/01/2025 Report by the Director of Environment, Housing & Infrastructure. Page 4 of 143
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Minute of Meeting Community Asset Transfer Sub-committee Date Time Venue Wednesday, 06 November 2024 13:00 Microsoft Teams Meeting, Present: Councillor Michelle Campbell, Councillor Audrey Doig, Councillor John Gray, Councillor Iain McMillan, Councillor Iain Nicolson Chair Councillor Campbell, Convener, presided. In Attendance A Morrison, Head of Economy & Development Services, E Shearer, Regeneration & Place Manager and S Inrig, Programme Manager – Community Asset Transfer & Regeneration (all Chief Executive's Service); and N Young, Assistant Managing Solicitor (Litigation & Advice) and E Gray, Senior Committee Services Officer (both Finance & Resources). Webcasting of Meeting Prior to the commencement of the meeting the Convener intimated that this meeting of the Sub-committee would be filmed for live or subsequent broadcast via the Council's internet site. Declaration of Interest Councillor Nicolson declared an interest in item 1 of the agenda by reason of him being a member of the Inchinnan Development Trust who had submitted the application. Councillor Nicolson indicated that as he had declared an interest he would withdraw from the meeting during any discussion and voting on the item. Transparency Statements There were no transparency statements intimated prior to the commencement of the meeting. Item 1 Page 5 of 143
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Order of Business In terms of Standing Order 16, the Convener intimated that she proposed to alter the order of business to facilitate the conduct of the meeting by considering item 2 of the agenda prior to item 1. 1 Community Asset Transfer Request – Renfrew Cricket Pitch, Haining Road, Renfrew PA4 0AN There was submitted a report by the Chief Executive relative to a Community Asset Transfer request submitted in respect of the transfer of Renfrew Cricket Pitch to Renfrew Cricket Club. The application was set out in full as an appendix to the report. The report provided an overview to Community Asset Transfer (CAT) legislation, the site, the applicant and the Council's process for determining applications. The CAT request was validated on 16 September 2024 and sought the lease of the site for 30 years at a rent of £1 per annum. The purpose of the application was to allow the club to to secure and protect the pitch for the game of cricket for the benefit of club members and the wider Renfrew community; improve its access to funding and development opportunities; and invest in the site to enhance facilities and to promote community engagement through cricket. Following submission of the application, interested parties were entitled to provide written representations. No formal representations had been received, however, it was noted that the CAT Single Point of Contact had received a single written objection raising concerns around the age of Renfrew's school estate and that the cricket pitch was the only place in the town which could accommodate a joint campus. The application was initially considered by the Council's CAT Officer Panel on 15 October 2024 where it was agreed to recommend that this Sub-committee refuse the application on the grounds that there were obligations imposed on the authority, that prevent, restrict or otherwise affect its ability to agree to the request. Councillor Campbell, seconded by Councillor Doig, moved that the application be refused on the grounds that there were obligations imposed on the authority, that prevent, restrict or otherwise affect its ability to agree to the request. This was agreed unanimously. DECIDED: That the application be refused on the grounds that there were obligations imposed on the authority, that prevent, restrict or otherwise affect its ability to agree to the request. Sederunt Having previously declared an interest, Councillor Nicolson left the meeting at this point. Page 6 of 143
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2 Community Asset Transfer Request – Land, Beardmore Cottages, Inchinnan There was submitted a report by the Chief Executive relative to a Community Asset Transfer request submitted in respect of the transfer of land behind 49 Beardmore Cottages, Inchinnan to Inchinnan Development Trust (IDT). The application was set out in full as an appendix to the report. The report provided an overview to Community Asset Transfer (CAT) legislation, the site, the applicant and the Council's process for determining applications. The CAT request was validated on 16 September 2024 and the applicant sought to purchase the site for £1. The purpose of the application was to allow for the land to be incorporated into the IDT's Teucheen Wood project to support their woodland activities, which include community conservation volunteering, nature wellbeing sessions, and educational programmes. Following submission of the application, interested parties were entitled to provide written representations. No representations were received. The application was initially considered by the Council's CAT Officer Panel on 15 October 2024 where it was agreed to recommend that this Sub-committee approve the application. Councillor Campbell, seconded by Councillor Doig, moved: (a) That the sale of the asset at the discounted price of £1 offered be agreed; and (b) That the Head of Economy and Development and the Head of Corporate Governance be authorised to conclude the sale of the asset in accordance with the Act and on such terms as required to protect the Council’s interest. This was agreed unanimously. DECIDED: (a) That the sale of the asset at the discounted price of £1 offered be agreed; and (b) That the Head of Economy and Development and the Head of Corporate Governance be authorised to conclude the sale of the asset in accordance with the Act and on such terms as required to protect the Council’s interest. Page 7 of 143
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_________________________________________________________________________ To: Infrastructure, Land and Environment Policy Board On: 22 January 2025 _________________________________________________________________________ Report by: Director of Environment, Housing and Infrastructure _________________________________________________________________________ Heading: Service Update Report _________________________________________________________________________ 1. Summary 1.1 This report provides an overview of key service activities since the last Policy Board report on 6 November 2024 and an update on the services and key projects delivered during this period. _________________________________________________________________________ 2. Recommendations It is recommended that the Infrastructure, Land and Environment Policy Board: 2.1 Notes the content of this report. 2.2 Approve the fees and charges for the next 3 years detailed in section 9.1.3 of this report. _________________________________________________________________________ 3. Background 3.1 Environment, Housing & Infrastructure provides essential services to every household in Renfrewshire and works in partnership with the local community, other service areas and Community Planning Partners, to deliver key Council priorities and initiatives. A progress update on the main activities delivered by the services in respect of the areas of activity delegated to this Policy Board, is detailed below. _________________________________________________________________________ Item 2 Page 8 of 143
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Updates for Infrastructure, Land and Environment Policy Board 4. Climate Change 4.1 Energy Management District Heating Network feasibilities 4.1.1 The Energy team are in the process of appointing technical, financial and legal advisors for the development of Outline Business Cases for the two identified heat network opportunities, to fully assess the viability of the proposed projects for Paisley Central and the potential extension to the existing AMIDS district heating network. As part of the projects a commercial workshop will take place with stakeholders from both project areas and all key client departments. 4.1.2 Advisors have been appointed, with the initial meeting taken place in early January with the Outline Business Case expecting to be concluded by May 2025. ECO4 Flex 4.1.3 Energy efficiency measures being installed within Renfrewshire include boilers, loft insulation, cavity wall insulation, air source heat pumps, solar panels, heating controls, first time central heating etc. 4.1.4 The table below highlights the savings ECO4 Flex has achieved to date based on annually recurring savings: Financial Year Value of Grant Funding Requested (£) Total Annual Consumption Saving (kW) Total Annual CO2 Saving in Kg Total Annual Cost Saving (£) 2023/24 £3,583,940 1,310,162 648,617 £231,789 2024/25 £2,230,835 1,076,481 348,833 £122,936 Total £5,814,775 2,386,643 997,450 £354,725 4.2 Carbon Literacy Training 4.2.1 Local Authority Leadership and Management in Carbon Literacy training is being rolled out across the Council. This training is delivered in-house and is primarily based at Managers and Team Leaders. The training uses a toolkit produced by the Carbon Literacy Project specifically for Local Authorities and is part of large-scale certified education programme with over 111,000 individuals having undergone the training across various sectors in total. Page 9 of 143
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4.2.2 The training covers a basic overview on the climate emergency, causes and impacts and explores why local authorities should act and the Council’s levers of influence; providing leadership in the climate emergency; how climate action can be integrated into decision making; co-benefits of climate action; and examples of how we can fund climate action. 4.2.3 To date, 93 Council Officers have undertaken the training from across all Services, with further training sessions being scheduled for 2025. 5. Community Development 5.1 Team Up to Clean Up 5.1.1 The Annual Winter Warriors Campaign, under the Team up to Clean Up banner, promoted the availability of a Community Winter Maintenance kit. A limited number of salt/grit spreaders, together with a snow shovel, warm, waterproof gloves, and 2x25kg bags of salt were issued to volunteers after requests were received for receipt of these kits. Active Team Up to Clean Up members were prioritised having already demonstrated their commitment to their neighbourhoods. Efforts were further made where possible to distribute evenly across towns and villages. This year’s spreaders are compatible with the grit within in Renfrewshire’s own stocked grit bins. 5.1.2 A Santa Dash Litterpick was delivered by pupils of Gleniffer High School who cleaned up the area surrounding their school, including Durrockstock Dam. 5.2 Environmental Taskforce 5.2.1 The Environmental Taskforce continues to deliver intervention to reduce instances of flytipping. Key statistics for the most recent period are found below. January & February will be offered in the next cycle: Action November - December Proactive visits to identified hotspot areas 137 Number of reports investigated 264 Tonnes of flytipping removed 41.25 Letters to private landowners re flytipping 6 Visits to businesses to ensure Waste Disposal Arrangements in place 8 Fixed Penalty Notices Issued 1 Page 10 of 143
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5.2.2 New Taskforce tape, replacing Team Up to Clean Up tape, is now being used by the Taskforce to demonstrate incidences of flytipping are already under investigation. This tape is more eye-catching and better demonstrates the criminality and seriousness of the act of flytipping. 6 Fleet, Roads, and Transportation Fleet Services 6.1 Ren Zero Sustainable Transport Project 6.1.1 The Fleet Service are working in partnership with the Climate Change Team to launch the Ren Zero Working Group to work towards Net Zero Emissions by 2030. The aim of the working group is to identify opportunities to implement sustainable travel when carrying out Council business but also to support employees travelling sustainably more generally. 6.2 Fleet Investment 6.2.1 The Council has continued to invest in our operational fleet and 3 new 26T RCVs with the latest Euro 6 engines were delivered in December 2024. These vehicles will replace 3 of our older collection vehicles which will be removed from our fleet. 6.2.2 In October, the service secured a trial of an 18tonne narrow track collection vehicle that will allow waste services to access areas that have restricted access due to narrow streets, parked cars, and other obstructions. During the trial period the vehicle demonstrated that it was able to access difficult to access properties better than our current fleet of 26 tonne vehicles. Following the successful trial the service has started the procurement process to purchase one of these vehicles to enhance the Waste Services operational fleet. Due to procurement and then delivery time this vehicle is likely to arrive on fleet around October 2025, in the meantime the service has hired a vehicle of the same specification. 6.3 Investment in Staff 6.3.1 The Fleet Service are working with operational services to coordinate several employee training schemes which provide valuable up-skilling opportunities for staff, improves service resilience, and promotes a positive culture of compliance. These include: Page 11 of 143
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• Heavy Goods Vehicle Driver Training for 12 employees • Driver CPC training for all HGV and PSV drivers • Security of Load Training for all HGV drivers • Drivers daily check training • MOT/Taxi Tester training for our 6 dedicated taxi testers Roads & Transportation 6.4 Roads Capital Investment Programme 6.4.1 To date we have resurfaced 43 carriageways, with some roads remaining to be completed as follows: Mill Street To complete in March 2025 Old Mill Road Requires drainage works in advance, delayed to 2025/26 programme Broomlands Street Delayed to allow upgrade of traffic signals, capital programme 2025/26 Hamilton Street Delayed due to conflicts with other works in the area. In addition, there are 5 locations due for resurfacing, where coal tar was detected during testing (Bonar Crescent, Montrose Road, Floorsburn Crescent, Harelaw Crescent and Ivanhoe Road). These locations will be treated using a re-tread method where the existing surface is broken down and mixed with retread emulsion, prior to compaction. These schemes will be completed in March and April 2025. 6.4.2 The footway resurfacing programme commenced in November 2024 and will run to March 2025. There are 12 footways included in the programme with Lochfield Drive, Lochfield Road, Rowan Street, Netherhill Way, Ben Ledi Avenue, Bruce Road and Lansbury Gardens completed. 6.4.3 The service is currently reviewing the capital investment program for 2025/26. Any schemes delayed in 2024/25 will be delivered from funds carried forward from the current programme. 6.5 Winter Resilience Update 6.5.1 As part of the council’s Ready for Winter campaign, gritting teams cover main roads across Renfrewshire on a risk-based priority basis to ensure the road network is maintained, with more than 4500 tonnes of grit stored at our Operational Depot at Underwood Road. 6.5.2 There are 540 grit bins across Renfrewshire. The Council’s website provides key information to residents about the Council’s response during severe weather. It also contains the locations for grit bins and community grit bins in Renfrewshire. Page 12 of 143
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6.5.3 The service commenced winter resilience arrangements on the 1 October 2024, and this will run through until May 2025. To the 6th of January 2025, the Winter Maintenance programme has used a cumulative total of 1,750 tons of salt gritting Renfrewshire roads. The service has gritted primary network routes 56 times and our secondary network on 17 occasions. 6.5.4 During the week to 6th January, we used 790 tonnes of salt with gritting teams working around the clock to keep Renfrewshire moving throughout this recent winter period. 6.5.5 Neighbourhood services have been treating town centre footways during the extended period of freezing weather in early January and were also treating footway routes to schools for schools returning. Our Building Services team treat footways at Council Care Homes and Sheltered Accommodation to protect vulnerable residents during cold and icy periods. 6.5.6 Renfrewshire experienced significant snow and rainfall during November 2024 and our teams responded immediately to ensure that the priority road network remained operational. Actions were taken in line with our policies and emergency procedures, including round the clock gritting, and clearing of gullies and grids to keep the public safe and minimise damage to property. 6.6 Active Travel & Infrastructure Improvement Update 6.6.1 Work to introduce pedestrian safety traffic calming measures in Renfrewshire’s villages continues. Consultation with Kilbarchan Community Council and local residents, following implementation of gateway measures, has flagged up a number of issues, which we are currently working to resolve. Gateway features have also been implemented in Howwood. 6.6.2 The statutory consultation on proposed speed humps on Tandlehill Road, Shuttle Street and Low Barholm has been published and responses awaited before finalising and installation. In agreement with Howwood Community Council, the first two gateway features and uncontrolled pedestrian crossing have been installed on Main Street. Calming measures on Bowfield Road at Bowfield Hotel have been instructed. The speed hump consultation on Midton Road raised the requirement for an extra hump. Work to install them all continues. 6.6.3 Junction safety improvements at A726/Kilpatrick Drive, Erskine are complete. This will improve the visibility for drivers joining the main road, prevent dangerous overtaking and improve the capacity of this side road junction. 6.6.4 An innovative triangular layout of speed calming cushions has been installed at the Kelvin Avenue/Huntly Road cross-roads, Hillington, together with road markings to narrow the junction and help prevent speed related side swipe collisions. Page 13 of 143
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6.6.5 Initial engagement on the second phase of the villages pedestrian safety traffic calming project has concluded, and we are working on concept designs for Lochwinnoch, Bishopton, Elderslie and Bridge of Weir. An online survey and workshops have gathered information to inform of the issues being experienced in these villages, assisting with the design of potential measures. Local communities will be invited to provide feedback on the proposals in early 2025. 6.6.6 The next phase of our Active Travel network is now anticipated to be the link between Red Smiddy Roundabout and Erskine via Southholm Roundabout, however progress on this phase will be dependent on the award of Transport Scotland funding in 25/26, in light of the Active Travel Infrastructure Fund, which was not forthcoming in 24/25 as expected. Wider aspirations now include an extension of the current Active Travel network to Inchinnan Industrial Estate. 6.6.7 The construction of the bus turning circle at Linburn Road in Erskine has been completed. The project involved the construction of a retaining wall, to facilitate a bus turning loop and footway. This will significantly improve the turnaround for bus services in this area, resulting in greater public transport efficiencies for the community. SPT Capital funding, announced for 2024/25, allocated £165,000 for this Category 1 project, seen by SPT as operationally essential. 6.6.8 The Paisley to Renfrew active travel route, including upgraded shared footways and carriageway improvements at Wright Street, is now complete. The housing developer has completed the final surfacing of the ramp connecting Turner Drive and Wright Street. The final internal roads to be resurfaced are ongoing. 6.6.9 Feasibility work at Maxwellton Road continues, with the aim to encourage more active trips to school in the future, by combining use of the national cycle route 75 with the possibility of a safe pedestrian/cycle crossing. Options are currently being examined. 6.6.10 Our programme to upgrade existing Traffic Signal junctions to energy efficient technologies continues with an upgrade to the three Barrochan Road/A737 junctions in Johnstone. A right turn arrow has been installed at Arkleston Road/Glasgow Road, to compliment that on Hawkhead Road, to assist with peak hour traffic. 6.6.11 Road safety improvements to the Glebe Street/ Hairst Street, Renfrew traffic signal junction is complete and now prevent abuse of the lane discipline which was causing hazardous conditions. 6.6.12 Design work on the Bishopton to West Ferry shared cycle/foot path was presented for consultation, with stakeholders inputting to the finalised design prior to completion of the tender package. This will be issued to market next financial year, funding permitting. Page 14 of 143
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6.6.13 Works have completed to stabilise a 100m section of the Erskine Clyde Walkway ensuring the ongoing use of this well used recreational path. The path enhancement works on the core path between Freeland Drive, Inchinnan and Greenock Road (widening, streetlighting and installation of a handrail) completed this week. 6.6.14 We have commissioned a consultant for the appraisal of the riverside core path between the Bascule Bridge, Renfrew, and the new Renfrew Bridge. A high-level option/cost estimate to potentially upgrade the existing route will be considered. With the opening of the Renfrew Bridge with its active travel links it is anticipated to have more users in the area. 6.7 Asset Management and Works Scheduling software 6.7.1 Roads and Transportation team have been working extensively with Digital Development and Customer Service teams for the implementation of an upgraded Asset and Works Management software in December 2024. This mobile software application provides a fully integrated Asset and Works Management solution for Road Operations, Structures and Street Lighting teams. 6.7.2 The software delivers several benefits including mobile working for operational staff; allowing Customer Service teams to report issues directly to Road Operations and Lighting teams; providing Roadwork Coordinators on-site access to information to assess issues on our Roads and Infrastructure network and also for Road Operations and Street Lighting teams to record and update works providing real-time feedback to Customer Service teams. Training for staff has been provided by the Software provider and Digital Development team. 6.8 Elderslie for Everyone Project 6.8.1 The Elderslie for Everyone Project provides an opportunity to re-imagine Main Road, making it a more vibrant, accessible, and welcoming place for people to spend time in and travel through. We are working in partnership with Sustrans and the local community to put the people who use the space at the heart of designing the solution. 6.8.2 To date, design objectives have been defined, with input from the community and Renfrewshire Council, which will inform the concept design. The project team is collaborating with the Renfrewshire Villages Safe Walking Initiative to ensure alignment and avoid duplication. Stakeholder engagement focused on businesses and people with protected characteristics is ongoing. 6.8.3 Draft concept designs were completed in December, and this will be followed by approval from Renfrewshire Council, elected members, community advisory group, and stakeholders. Public consultation on the concept designs is scheduled for February 2025. Dates will be publicised in early 2025. 6.8.4 Initial reviews of the concept design has taken place by Renfrewshire Council Environment, Housing, and Infrastructure department. Page 15 of 143
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6.8.5 The next stages of engagement will be seeking approval to progress to detailed design by elected members, Renfrewshire Access Panel, the project’s community advisory group, stakeholders, then the wider community. 6.8.6 The project is on-track to have full concept designs completed by March 2025, with additional collaborative design sessions to be arranged following issue of the concept designs. 6.9 Parking Strategy 6.9.1 Work continues on the National Pavement Parking ban, and the Renfrewshire Exemption Order identifying where parking will be allowed on the footway, has undergone its consultation process. Suggestions for more exempted locations have been received and another consultation process has begun for a follow-up Exemption Order. The first in a likely series of reports has been submitted to this meeting of the Board for consideration. 6.10 Street lighting Capital Investment Programme 6.10.1 A new street lighting installation for Easwald Bank, Kilbarchan will commence on site in February 2025, after the festive lights have been removed. In addition, in November 2024, over 150 new lanterns in Renfrew Town Centre were replaced with modern LED equivalents, this has made a great difference to the lighting levels in Renfrew Town Centre. 6.10.2 As part of our Street Lighting Column replacement programme, 89 five and six metre lighting columns have been replaced in residential areas. In addition, 59 eight and ten metre columns have also been replaced. The programme is now concentrating on installing new cable loops in residential locations to fix long standing dark areas. These works require excavations, new cabling, and re-instatement. Once complete, these contracts will have addressed the backlog of dark areas on our streetlighting network. 6.10.3 It is anticipated at the current time that the works outlined above will be completed ahead of Summer 2025. 6.10.4 In order to address some longstanding issues with the lighting network arrangements have been made for the Council to have regular engagement sessions with Scottish Power in order to address issues raised in a more efficient manner. 6.11 Renfrew Bridge Update 6.11.1 Commissioning and Testing works are now ongoing as the project reaches the final phases of construction. The Operational Team are now all in post and will shadow the Bridge Contractor throughout all the testing before the Council take ownership for the future Operation and Maintenance of the opening bridge that connects Renfrew to Yoker. Page 16 of 143
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7. Neighbourhood Services 7.1 Arterial Routes 7.1.1 The service has launched a new arterial routes programme, starting with pilot projects on Renfrew Road, Barrhead Road, and Hurlet Road in October. Following the success of these pilots, a dedicated team has been established to operate from December to March focusing on improving soft landscaping and managing vegetation growth along arterial routes. Areas completed over December and January include Linwood Road, Linclive Roundabout and Paisley Road. 7.1.2 As these routes serve as key entry and exit points for Renfrewshire, priority is given to tasks such as sign cleaning, weed removal, silt clearance, and grass panel maintenance. 7.2 Proactive Tree Management 7.2.1 As part of the newly developed proactive tree management approach, the service has been collaborating with colleagues in education to survey all school premises. This work is being addressed on a cluster-by-cluster basis, with inspections conducted at each school and reactive tree works completed based on the inspection programme. This structured approach ensures the effective management of trees within the school estate. 7.3 Play Parks Compliance 7.3.1 The Council’s Gymnasia Squad conducts proactive inspections and maintenance of play areas, outdoor gyms, skateparks, and pump tracks, with all members of staff responsible for inspections being certified by RoSPA. Routine inspections, aligned with BS EN 1176 standards, are carried out based on site usage, vandalism history, and equipment type. 7.3.2 Additionally, an external inspection programme by independent contractors ensures the reliability of internal checks. External inspections were carried out in October and any defects highlighted have been promptly resolved, supporting the Council’s commitment to safe, inclusive play spaces. 7.4 Play Park Renewal 7.4.1 A tender exercise was concluded in December 2024, and contracts awarded for the renewal of 3 play parks to be completed in financial year 2024/25. These play parks are: Barshaw Laura’s Playpark, Paisley; Braids Road, Paisley; and Elm Drive/Maple Drive, Johnstone. It is anticipated that the installations should be completed by around late March / April 2025. Page 17 of 143
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7.4.2 Consultation is set to commence January / February for play parks to receive investment in financial year 2025/26. These sites include: Robertson Park Main Play Area, Renfrew; Barshaw Park BMX, Paisley; Ferguslie Gardens Bottom Play Area, Paisley; Braehead Road, Paisley; Poplar Avenue, Johnstone; Campbell Street, Johnstone; East Fulton, Linwood, and Stuart Road, Bishopton. It is currently anticipated that these play parks will be completed late in 2025, dependent on the outcome of a tender exercise scheduled for May / June 2025. 7.5 Cemeteries Update New Policy Document 7.5.1 A report is being presented to the ILE Board today requesting members to approve the new Cemetery Management Policy. 7.5.2 A petition submitted on memorial safety within cemeteries was heard at Renfrewshire Council’s Petitions Board in November 2024. There were no specific recommendations from the petitions board, however points within the petition have been taken into consideration when developing the new Cemetery Management Policy detailed later in the agenda for consideration. 7.6 Remembrance Sunday 7.6.1 The service completed all preparatory work across all memorial sites in advance of the Remembrance Sunday proceedings. This included the removal of vegetation, thorough cleaning of memorials, clearing leaf debris, and ensuring the overall presentation of the sites. Additionally, mechanical sweepers were deployed to clear debris and leaf fall along key routes where feasible. 8. Waste Services 8.1 Recycling Improvement Fund Update 8.1.1 Phase 1 of the Recycling Improvement Fund (RIF) which aims to increase participation and recycling of food waste by applying a ‘no food waste’ sticker to grey bins and delivery of an annual supply of food waste liners is complete. Roll out of phase 1 to 80,468 households began on Monday 21 October and was completed on Sunday 8 December. 8.1.2 To encourage food waste recycling, internal food waste caddies were provided free of charge, upon request. To date, the service received 1,790 requests for internal food waste caddies between October and December 2024. 8.1.3 Phase 2 of the Recycling Improvement Funded projects is due to commence in February 2024. This phase aims to improve food waste recycling at communal properties by installing communal food waste bins with restricted lids to prevent contamination, delivering a package of recycling containers including an internal food waste caddy, annual supply of food waste liners, and supplying a reusable bag to help residents transport their recycling to external communal recycling bins. Page 18 of 143
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8.1.4 Affected households will receive communication explaining the service prior to delivery of any new infrastructure. 8.2 Route Optimisation Software and In-Cab Technology 8.2.1 Following a competitive procurement process, approval was granted at the Finance, Resources & Customer Services Policy Board held on 21 November 2024 to award the Route Optimisation and In-cab Technology Contract to Bartec Municipal Technologies Limited. Work is ongoing to complete and agree the Contract documentation with an anticipated award date by end of January 2025. A full implementation plan will be agreed with the new supplier and an update provided at the next Board. 8.3 Extended Producer Responsibility 8.3.1 The Department for Environment, Food and Rural Affairs (DEFRA) provided an update to all Local Authorities on 28 November 2024 with regards to Extended Producer Responsibility payments due to be made between October and December 2025, to cover the net costs of collecting, managing, recycling, and disposing of household packaging waste. 8.3.2 The update included a cost assessment and an estimate of what the basic payment will be for the first year of the scheme. In addition to this, guidance about the method used to calculate the payment estimate and a schedule for payments being made was provided. 8.3.3 In the first year (April 2025 to March 2026) Local Authorities will receive a basic payment based on: • publicly available and existing data, including WasteDataFlow information and Office of National Statistics (ONS) data • data about tonnages, operations and unit costs gathered from a representative sample of LAs across the UK From the second year (April 2026 to March 2027) the basic payment and any adjustments will be based on data LAs submit to the Scheme Administrator, who will then assess the Council based on a number of ‘effectiveness’ measures. 8.3.4 The Scheme Administrator will deliver a series of workshops in the new year to present further detail on the effectiveness measures and Improvement Action Process. Officers will continue to engage with the process to understand the impacts to the Council. 8.3.5 An updated assessment notice is expected in April 2025, which may include revisions based on feedback and queries from Local Authorities. Page 19 of 143
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9. Garden Waste 9.1 Garden Waste Permit – Fee Strategy 9.1.1 The Council introduced a permit scheme for the collection of garden waste in July 2023 at a cost of £40 per permit, per brown bin. A garden waste collection service is not a statutory service local authorities require to provide. This is an optional service for households who wish their garden waste to be collected. Households recycling food waste only in their brown bins can continue to do so free of charge. Garden waste can also be disposed of for free at household waste recycling centres (HWRCs) in Renfrewshire. 9.1.2 The introduction of a permit fee has reduced the financial subsidy the Council funds to provide this service, reducing the subsidy by around 85% over the last 2 years. The cost of providing the service continues to rise and is expected to rise significantly in 2026. This is because the disposal cost of garden waste based on our soft market testing and what other local authorities who have recently retendered their contract arrangements pay, will rise significantly. The proposals set out in the paragraph below would move the Council to a position of recovering the costs of providing this discretionary service over the next 3 financial years, reducing the impact on the council’s financial sustainability over the medium term in order to maintain the service for communities. 9.1.3 The table below sets out the proposed garden waste permit fee for the next 3 financial years. Permit Year Permit Fee Year 1 – 2025/26 £47 Year 2 – 2026/27 £52 Year 3 – 2027/28 £57 10. #YouDecide 10.1.1 Work continues on #YD projects with the recent installation of a wheeled sports area in Moss Road Park Bridge of Weir. Lighting improvements along the stretch of the A760 Lochwinnoch from the train station to Lochlip Road have been completed. Additionally work to replace the stairs at South Street Park, Houston are also completed giving full accessible access to the park. 10.1.2 Lighting columns have been installed in Kintyre Park Linwood, Millfield View path, Erskine, Kilbarchan Park and Lochwinnoch Park and are awaiting Scottish Power connections with all other #YD lighting works complete. Page 20 of 143
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10.1.3 The procurement process for design, supply, and installation of sculptures for Barrangary and Chestnut roundabouts, Bishopton and Easwald Bank roundabout Kilbarchan is underway with proposals from companies due to be returned 24th January 2025. It is anticipated that these projects will complete towards the end of 2025. Resurfacing works on Renfrew Road/Arkleston Road roundabout are due to start February 2025 and a plan for improvements to Glasgow Road/Kingsinch Road roundabout will follow. 10.1.4 Work to improve paths and signage in Gleniffer country park is ongoing as is information and interpretation boards for the villages of Inchinnan and Kilbarchan. These projects should be complete by Autumn 2025. 11. EV Charging Infrastructure Update 11.1.1 Glasgow City Region has secured £3.5 million funding to accelerate the delivery of public Electric Vehicle Charging Infrastructure. Eight councils including Renfrewshire Council across Glasgow City Region have secured funding from Transport Scotland to support the acceleration of new electric vehicle chargepoints. The funding, and a new collaboration agreement in place with the local councils on the expansion of the local EV charging network, should see over 3,000 additional chargepoints installed over the coming years. 11.1.2 These new chargepoints will be delivered by a private sector operator, appointed by the councils, and include a mixture of charging speeds, installed across the City Region. The scale of the opportunity to deliver an expansion of the charging network across the eight council areas represents an attractive market offering and should bring benefits to residents in communities throughout the City Region. 11.1.3 Over the coming months the eight councils will be working intensively to scope the shape of proposal that will go to the market, with the goal of enabling a comprehensive network of EV charging across the region. This includes widening access to chargepoints for the thousands of people who live in flats and can’t charge at home, as well as providing chargepoints in areas that typically may not be attractive to the private sector, enabling a more just transition zero emission forms of transport. 11.1.4 The eight local councils are East Dunbartonshire, East Renfrewshire, Glasgow City, Inverclyde, North Lanarkshire, Renfrewshire, South Lanarkshire, and West Dunbartonshire Council. 12 Festive Lights 2024 12.1 The festive lights programme for 2024 completed as planned with our officers providing support to Christmas light testing, installations, and switch on events across 15 locations in Renfrewshire. _________________________________________________________________________ Page 21 of 143
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Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. 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. 8. Health & Safety – None 9. Procurement – None 10. Risk – None 11. Privacy Impact – None 12. COSLA Policy Position – None 13. Children’s Rights - None 14. Climate Change – there are a range of actions and activities throughout the Service Update Report which support the Council’s Plan for Net Zero. _________________________________________________________________________ List of Background Papers: None _________________________________________________________________________ Author: Gordon McNeil, Director of Environment, Housing & Infrastructure Email: Gordon.mcneil@renfrewshire.gov.uk Page 22 of 143
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___________________________________________________________________ To: Infrastructure, Land & Environment Policy Board On: 22 January 2025 ___________________________________________________________________ Report by: Director of Finance and Resources Director of Environment, Housing & Infrastructure ___________________________________________________________________ Heading: Revenue and Capital Budget Monitoring 2024/25 at 8 November 2024 ___________________________________________________________________ 1. Summary 1.1 At the close of reporting Period 8 on 8 September 2024, the projected revenue outturn at 31 March 2025 for those services reporting to the Infrastructure, Land and Environment Policy Board is an overspend position of £1.160m (4.1%) against the revised budget for the year. 1.2 The projected capital outturn at 31 March 2025 for projects reporting to the Infrastructure, Land and Environment 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 report and appendices. Revised Annual Budget £000 Projected Outturn £000 Budget Variance (Adv)/Fav £000 Budget Variance % Revenue Director of Environment, Housing & Infrastructure 32,121 33,281 (1,160) (4.1%) Total 32,121 33,281 (1,160) (4.1%) Capital Environment & Infrastructure 18,684 18,684 0 0.0% Item 3 Page 23 of 143
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2. Recommendations 2.1 It is recommended that the Infrastructure, Land and Environment Policy Board: a) Note the projected Revenue outturn overspend position of £1.160m; b) Note the projected Capital outturn break-even position. 3. Revenue Budget Projection – overspend of £1.160m by 31 March 2025 3.1 The tables in Appendix 1 and 2 present the projected year-end position for all services reporting to this board, by both objective analysis (which division is spending the budget – appendix 1) and subjective analysis (what the budget is spent on – appendix 2). Significant variances affecting the projected position are analysed further below. 3.2 It should be noted that the projected outturn position reported here is based on the latest information available, which is subject to change during the financial year. The impact of any change on this projection will be updated at each board cycle until the close of reporting Period 10. Budget holders are obliged to seek mitigating action to minimise significant budget variances. 4. Objective Analysis – Significant Variances 4.1 Environment, Housing and Infrastructure – (£1.160m) projected overspend Waste Services – (£1.112m) overspend by 31 March 2025 This reflects the financial position for Refuse Collection, Refuse Disposal and Household Waste Recycling Centres. The overspend for Refuse Collection in the main relates to an under-recovery of income (£360k), which includes an estimated under-recovery of income relating to trade waste equating to £256k. As previously reported, commercial waste customer volumes have reduced over the last few years due to a number of factors. The service is currently reviewing the opportunities to reduce costs attributable to the collection and disposal of trade waste to better align with customer numbers and tonnages collected. Page 24 of 143
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It is also anticipated that there will be a projected overspend in employee costs (£0.333m) as a result of agency staff and overtime being required to cover absence and vacancies, in addition to a projected overspend in transport costs (£0.115m) as a result of non-fair wear and tear costs being higher than budgeted. The reported overspend also includes the increased costs related to the purchase of bins resulting in a projected overspend of £0.101m. Similar to other areas within the services, the impact of inflationary increases for goods and services remains a contributing factor to the overspend currently projected for this service area. It should be noted that Refuse Disposal has seen a reduced level of tonnages being disposed of as a result of the reduction in the customer base and this has been reflected in the projected outturn. The associated under recovery was reported to the board in period 6. The reported overspend within Refuse Disposal, in the main reflects the increase in the POPs/WUDs costs. It was estimated that the annual net spend for this area was £495k but recent activity indicates that the projected net spend is expected to be £664k resulting in an overspend of £169k. Neighbourhood Services - £0.091m underspend by 31 March 2025 The current projected underspend for Neighbourhood Services has decreased from £0.299m to £0.091m since the previous board. Seasonal staff extensions have increased employee costs by £0.090m. The remaining movement relates to an increase in cost for weed killer and a reduction in the anticipated income streams. Due to the reactive nature of the service, the income projections will continue to be closely monitored throughout the financial year. Fleet Services – £0.022m over recovery by 31 March 2025 The current anticipated over recovery forecast in Fleet Services reflects an agreed budget adjustment from central finance to mitigate the inflationary pressures on material and contractor costs that the service has faced over the last number of months. However, due to the significant cost increases, the service level agreements require to be reviewed to ensure operational services are charged appropriately to cover costs. In addition, the income projection has been amended to reflect an under-recovery of recharge income as a result of some services returning / disposing of some of their aging fleet. These services will therefore no longer be recharged for fair wear and tear related costs. Page 25 of 143
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Social Transport – (£0.276) overspend by 31 March 2025 The two main areas of this projected overspend relate to employee costs (£0.144m) and external vehicle hire (£0.129m). At present, there has been a requirement to recruit agency staff due to sickness and vacancies and due to the ageing fleet within the Social Transport service, this has resulted in a significant increase in reliance of external vehicle hires to support the service. 5. Subjective Analysis – Significant Variances 5.1 Premises Related – (£0.157) overspend by 31 March 2025 The overspend primarily relates to the anticipated overspend for the purchase of bins (£0.101m), as mentioned above in 4.1. In addition, the costs relating to solid fuel for biomass within the depot at Underwood Road are projecting an overspend of £0.029m. 5.2 Transport Related – (£0.708m) overspend by 31 March 2025 The projected overspend has significantly decreased since the last reporting period as a result of the £1.5m realignment virement, approved at the Period 6 board, being processed. The current projected overspend (9.4%) is due to the significant increase in the cost of replacement parts for vehicles, vehicle hire to cover service requirements due to the use of specialist contractors and also the disposal of some of the aging fleet. 5.3 Supplies and Services – (£1.226m) overspend by 31 March 2025 This projected overspend predominantly sits within Roads (£0.723m) which relates to work by contractor and bitumen costs, which are incurred to undertake capital works. These additional costs are offset by the resulting additional capital income the Service receives for carrying out these works. Any overspend in this area is effectively offset by an over-recovery of income. 5.4 Income – £0.934m over recovery by 31 March 2025 – P6 (£1.992m) As highlighted in paragraph 5.3, following the adoption of the accurate accounting treatment of recharges, the £1.5m realignment virement approved at the last board has now been processed. The current projected over-recovery relates to the following:- Page 26 of 143
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• recharge income within Roads operations (£0.667m), • increased income within Refuse Disposal for special uplifts (£0.145m) and • increased income within Fleet Services for the charges relating to external vehicle hire and non-fair wear and tear (£0.315m). The income over-recovery highlighted above is predominately offset by an anticipated under-recovery for trade waste income, as mentioned in note 4.1. Revenue Budget Virements 6.1 Under the Council’s financial regulations, Directors and their nominated officers, in consultation with the Director of Finance and Resources, have certain delegated authority to transfer sums between subjective budget headings within a service division to enable budget management throughout the financial year. This is known as ‘budget virement’. 6.2 Transfers between divisions of the same service / department in excess of £100,000, and transfers between services / departments must be authorised by the respective service Director and the Director of Finance and Resources for submission to the relevant policy board for approval. 6.3 Budget holders are obliged to seek mitigating action to minimise significant budget variances. There are no such virements this period. 7. Capital Budget Projection – break-even position by 31 March 2025 7.1 The Capital Investment Programme 2024/25 to 2028/29 was approved by the Council on 29 February 2024. For Infrastructure Land & Environment the revised capital spend for 2024/25 is forecast as £18.684m 7.2 The in-year Capital budget is forecast to break even by 31 March 2025 however, this will be monitored as the projects progress. Further details of the programme can be found in the Capital Monitoring report at Appendix 3. Page 27 of 143
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7.3 A number of budget adjustments between years have taken place, to reflect revised programming of some capital projects. Details of these adjustments, which amount to £0.167m, are as follows: Capital Budget Adjustments Project Amount (£m) Reason Active Travel 0.028 Budget transferred from Lifecycle Capital Maintenance Fund for a contribution towards Erskine Waterfront Path. Active Travel Transformational Fund (0.293) Budget decrease to reflect grant award for 2024/25. Multi-Purpose Bins 0.025 Budget increase to reflect funding approved by Council on 29 February 2024. Renewal of Play Parks (0.350) Deceleration from 2024/25 into 2025/26 to reflect anticipated cash flows. Recycling Improvement Fund 0.757 Budget increase to reflect grant award from Zero Waste Scotland. Total 0.167 Implications of the Report 1. Financial The projected budget outturn position for the Infrastructure, Land and Environment Revenue budget is an overspend of £1.160m. 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 by budget holders to mitigate any overspend. The projected outturn position for the Infrastructure, Land and Environment Capital budget is a break-even position. 2. HR & Organisational Development While staffing budgets form a significant proportion of the Council’s revenue budgets, there are no direct implications arising from the recommendations in this report. Page 28 of 143
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3. Community/Council Planning Community Plan Our Renfrewshire is thriving The Council’s revenue and capital spend ensures that its facilities are fit for purpose and safe for the community, to maximise accessibility. Our Renfrewshire is well Our Renfrewshire is fair Our Renfrewshire is safe Council Plan Reshaping our place, our economy and our future The Council’s revenue and capital spend ensures that its facilities are fit for purpose and safe for the community, to maximise accessibility. Building strong, safe and resilient communities Tackling inequality, ensuring opportunities for all Creating a sustainable Renfrewshire for all to enjoy Ongoing revenue and capital budget monitoring is a tool to enable good financial management so that the Council has resources now and in the future for continued service delivery. Working together to improve outcomes 4. Legal There are no direct implications arising from the recommendations in this report. 5. Property/Assets The capital expenditure noted in this report will result in lifecycle maintenance improvements to existing properties and replacement of ICT assets and infrastructure. 6. Information Technology There are no direct implications arising from the recommendations in this report. 7. Equality & Human Rights There are no direct implications arising from the recommendations in this report. 8. Health & Safety There are no direct implications arising from the recommendations in this report. Page 29 of 143
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9. Procurement While Procurement is an important consideration prior to the council incurring any revenue or capital spend, there are no direct implications 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 There are no direct implications arising from the recommendations in this report. 12. Cosla Policy Position N/A 13. Childrens Rights There are no direct implications arising from the recommendations in this report. 14. Climate Change The Council aims to reduce its carbon and other emissions to net zero by 2030, however there are no direct implications arising from the recommendations in this report. List of Background Papers • The Capital Investment Programme 2024/25 to 2028/29, Council 28 February 2024 Author: Lisa Dickie, Finance Business Partner, Gordon McNeil, Director of Environment, Housing & Infrastructure and Geoff Borland, Finance Manager (Capital) Page 30 of 143
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Appendix 1 Objective Summary 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 Directorate and Service Development 1,295 0 1,295 1,241 54 4.2% 9 45 Refuse Collection 4,848 310 5,158 6,107 (949) (18.4%) (1,160) 211 Household Waste Recycling Centres 1,018 0 1,018 1,017 1 0.1% 42 (41) Refuse Disposal 7,544 261 7,805 7,969 (164) (2.1%) 50 (214) Neighbourhood Services 6,272 0 6,272 6,181 91 1.5% 299 (208) Fleet Services (258) 230 (28) (50) 22 78.6% (233) 255 Social Transport 1,127 0 1,127 1,403 (276) (24.5%) (293) 17 Roads Operations 3,383 0 3,383 3,346 37 1.1% 39 (2) Infrastructure and Assets 1,580 248 1,828 1,908 (80) (4.4%) (36) (44) Transportation & Active Travel 788 10 798 768 30 3.8% 39 (9) Parking of Vehicles (682) (10) (692) (728) 36 5.2% 59 (23) Street Lighting Maintenance Work 520 0 520 434 86 16.5% 23 63 Energy Management Unit 372 0 372 372 0 0.0% 0 0 Strathclyde Partnership for Transport Requisition 3,265 0 3,265 3,313 (48) (1.5%) (48) 0 NET EXPENDITURE 31,072 1,049 32,121 33,281 (1,160) (3.6%) (1,210) 50 Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 8 November 2024 POLICY BOARD : INFRASTRUCTURE, LAND AND ENVIRONMENT Page 31 of 143
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Appendix 2 Subjective Summary 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 22,661 761 23,422 23,455 (33) (0.1%) (70) 37 Premises Related 1,225 0 1,225 1,382 (157) (12.8%) (48) (109) Transport Related 5,999 1,684 7,683 8,241 (558) (7.3%) (2,142) 1,584 Supplies and Services 13,384 (141) 13,243 14,469 (1,226) (9.3%) (859) (367) Third Party Payments 3,298 0 3,298 3,318 (20) (0.6%) (20) 0 Transfer Payments 150 10 160 210 (50) (31.3%) (16) (34) Support Services 714 0 714 764 (50) (7.0%) (47) (3) Depreciation and Impairment Losses 0 0 0 0 0.0% 0 0 GROSS EXPENDITURE 47,431 2,314 49,745 51,839 (2,094) (4.2%) (3,202) 1,108 Income (16,359) (1,265) (17,624) (18,558) 934 5.3% 1,992 (1,058) NET EXPENDITURE 31,072 1,049 32,121 33,281 (1,160) (3.6%) (1,210) 50 POLICY BOARD : INFRASTRUCTURE, LAND AND ENVIRONMENT Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 8 November 2024 Page 32 of 143
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Appendix 3 Prior Years Approved Budget Revised Projected Expenditure Budget Adjustments Budget Outturn Total Approved Projected to 31/03/2024 2024-25 since previous 2024-25 2024-25 Budget Outurn Project Title to 31-Mar-27 to 31-Mar-27 £000 £000 £000 £000 £000 £000 £000 ENVIRONMENT & INFRASTRUCTURE Active Travel Funding Tier 1 0 1,305 28 1,333 1,333 0 0% 4,533 4,533 0 0% LADA 0 49 0 49 49 0 0% 49 49 0 0% Roads/Footways Upgrade Programme 0 7,742 0 7,742 7,742 0 0% 24,142 24,142 0 0% Vehicle Replacement Programme 0 3,482 0 3,482 3,482 0 0% 11,582 11,582 0 0% Bridge Assessment/Strengthening 0 321 0 321 321 0 0% 1,320 1,320 0 0% Lighting Columns Replacement 0 1,410 0 1,410 1,410 0 0% 3,410 3,410 0 0% Traffic Management 0 274 0 274 274 0 0% 274 274 0 0% Parks Improvement Programme 1,173 31 0 31 31 0 0% 1,204 1,204 0 0% Improvements to Outdoor Access and Play Area Programm 353 116 0 116 116 0 0% 470 470 0 0% Active Travel Transformation Fund 319 921 (293) 628 628 0 0% 947 947 0 0% SPT - People in Place Fund 0 72 0 72 72 0 0% 72 72 0 0% Flooding 0 205 0 205 205 0 0% 205 205 0 0% Multi Purpose Bins 60 110 25 135 135 0 0% 195 195 0 0% Road Safety 681 272 0 272 272 0 0% 953 953 0 0% Renewal of Play Parks 238 1,038 (350) 688 688 0 0% 2,093 2,093 0 0% Parks - Multi Use Games Area 104 7 0 7 7 0 0% 112 112 0 0% Nature Restoration Fund 377 391 0 391 391 0 0% 908 908 0 0% Lawn Tennis Association 295 56 0 56 56 0 0% 350 350 0 0% Recycling Improvement Fund 374 250 0 250 250 0 0% 374 374 0 0% Public Realm - Paisley Abbey 0 300 0 300 300 0 0% 300 300 0 0% Recycling Improvement Fund 0 0 757 757 757 0 0% 757 757 0 0% Strathclyde Partnership Transport 0 165 0 165 165 0 0% 165 165 0 0% TOTAL INFRASTRUCTURE, LAND & ENVIRONMENT BOARD 4,137 18,517 167 18,684 18,684 0 0% 54,578 54,578 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. RENFREWSHIRE COUNCIL CAPITAL INVESTMENT STRATEGY - NON-HOUSING SERVICES 1st April to 8th November 2024 POLICY BOARD: INFRASTRUCURE, LAND & ENVIRONMENT Current Year 2024-25 Full Programme - All years Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable Page 33 of 143
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To: Infrastructure, Land and Environment Policy Board On: 22 January 2025 Report by: Director of Environment, Housing & Infrastructure Heading: Waste Operations Policy 1. Summary 1.1 Waste Services has identified a requirement to refresh the existing Waste Operations Policy to include commercial waste and to widen the scope of the policy to meet the changing legislative landscape in waste and recycling. 1.2 The revised policy establishes a clear and consistent framework for the delivery of waste and recycling services and reflects compliance with changing legislative requirements. 2. Recommendations It is recommended that the Infrastructure, Land and Environment Policy Board: 2.1 Approve the revised Waste Operations Policy as set out in Appendix 1, to be incorporated into operational practices. 3 Background 3.1 The Waste Operations Policy was last reviewed in 2018 to meet recommendations of the Scottish Household Recycling Charter. The Scottish Household Recycling Charter sets clear, consistent standards and objectives in relation to Councils’ Waste and Recycling policies. 3.2 Whilst the previous Renfrewshire Council Waste Operations Policy largely encompassed the requirements set out within the Household Recycling Charter, these have been reviewed and refreshed to reflect the changing waste policy landscape including new or adapted Scottish and UK Government legislation. 3.3 Renfrewshire Council is working towards Net Zero by 2030 and achieving a zero-waste society. The revised Waste Operations Policy is guided by the waste hierarchy to minimise waste and maximise reuse, recycling, and recovery of resources and provides the policy framework for driving forward improvements that will progress the Council’s net zero ambitions. Item 4 Page 34 of 143
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3.4 As reported to this Policy board during 2024, our waste analysis has shown there are further opportunities for residents to increase and improve the level of recycling material they present for collection. The revised Waste Operations Policy will support the waste service to maximise the capture of recycling material whilst encouraging householders to participate in our recycling collection services. 4. Policy Overview 4.1 The revised Waste Operations Policy establishes a clear and consistent framework to ensure the sustainable and efficient management of our waste and recycling operations, reflecting both the needs of the community and the changing regulatory landscape. 4.2 The following points detail the main changes to the revised policy: 4.2.1 The introduction of a policy in support of the workforce stating that verbal abuse, violence or aggression towards Renfrewshire Council employees may result in waste and recycling collections being suspended or entry to Household Waste Recycling Centres restricted. 4.2.2 Guidance on initiatives agreed at previous policy boards have been incorporated into the policy, setting out clearly standards that the Council is expected to follow as well as the expectations and responsibilities of householders e.g. the revised policy incorporates guidance on the requirements for the safe collection and disposal of Waste Upholstered Domestic Seating (WUDS). 4.2.3 The addition of guidance on the disposal of DIY waste at Household Waste Recycling Centres to increase recyclable materials and reduce non-recyclable disposal in line with Scottish and UK Government legislative priorities, and as published on Renfrewshire Council website. 4.2.4 The inclusion to the policy of Commercial Waste for customers. Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. 2. HR & Organisational Development – None. 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 – Existing Framework contracts will be utilised. Page 35 of 143
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10. Risk – None 11. Privacy Impact – None 12. Climate Change – These recycling improvement measures aim to improve recycling and support Renfrewshire’s progress towards net zero. 13. Children’s Rights - None 14. COSLA Policy Position – None List of Background Papers: None Author: Gavin Hutton, Head of Operations and Service Development Email: Gavin.Hutton@renfrewshire.gov.uk Page 36 of 143
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1 Waste Operations Policy Environment, Housing and Infrastructure January 2025 Appendix 1 Page 37 of 143
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2 Roads Adoption Policy Contents 1. Introduction .................................................................................................. 3 2. Waste and Recycling Collections .................................................................. 3 3. Additional Non-Recyclable Waste Capacity ................................................. 5 4. Presentation, Storage and Collection .......................................................... 6 5. Assisted Collections ...................................................................................... 8 6. Contaminated Bins ....................................................................................... 9 7. Missed Bins ................................................................................................. 10 8. Non collection due to Access ..................................................................... 10 9. Non-Standard Waste and Recycling Services............................................. 11 10. Housing Association, Rented and Factored Properties ............................. 12 11. Bulky Uplift Collections .............................................................................. 12 12. Communal Containers ............................................................................... 13 13. Access Road Specification .......................................................................... 14 14. Commercial Waste ...................................................................................... 15 15. Household Waste Recycling Centres .......................................................... 16 Page 38 of 143
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3 Roads Adoption Policy 1. Introduction 1.1 Renfrewshire Council provide a waste and recycling collection service to circa 90,000 households across Renfrewshire which includes houses, tenements, and high-density flatted properties. The geographical area covered spans town centres, suburban areas, villages, and rural dwellings. Due to this variation, the waste and recycling collection infrastructure and frequencies offered can differ between households. 1.2 It is Renfrewshire Council’s policy that the waste hierarchy must be followed by all residents. The waste hierarchy ranks waste prevention and management options according to what is best for the environment. Priority is given to preventing waste in the first place, then reuse, then recycling, then other recovery and lastly disposal. The manner of disposal of materials recommended by the Council is subject to change in accordance with new or adapted Scottish and UK Government legislation. 2. Waste and Recycling Collections 2.1 The Council’s Policy is to uplift from households the following standard waste and recycling container capacity where practical. Bins are the responsibility of the householder and should be kept clean, safe and serviceable. • One 240 litre grey/black wheeled bin for the collection of non-recyclable waste • One 240 litre blue wheeled bin for the collection of paper, card and cardboard • One 240 litre brown wheeled bin for the collection of food waste and garden waste with a permit. • One 240 litre green wheeled bin for the collection of plastics, metal and glass. A small internal kitchen caddy and biodegradable liners are available to households to assist in the collection of cooked and uncooked food waste. 2.2 A maximum of 2 wheeled blue and green recycling bins will be serviced per household. Grey bin provision will be in accordance with our policy on additional non-recyclable waste capacity (see section 3). 2.3 Additional recycling bins will be charged per the Councils Fees and Charges, however, 240 litre blue and green wheeled bins may be swapped for 360 litre capacity without charge. Page 39 of 143
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4 Roads Adoption Policy 2.4 Decreasing in size from a 240 litre to a 140 litre wheeled grey bin or from a 360 litre to a 240 litre wheeled grey bin is subject to an administrative, handling and delivery charge, unless exemptions apply, as stated in the Council’s Fees and Charges Policy. Reducing the capacity of recycling bins is chargeable at the full rate as per the Council’s Fees and Charges Policy. 2.5 Bins that are damaged or lost during collection will be repaired (if possible) or replaced without charge. Refuse collection vehicles are fitted with cameras which record the bin lift equipment at the rear of the vehicle. This footage will be used to confirm bins lost during collection. 2.6 Where a bin is damaged, stolen or lost through wear-and-tear, adverse weather events etc, the householder will be liable for the full cost of replacement. 2.7 Residents who have moved into a new property, or moved to a different property, will be required to purchase their bins prior to receiving a service where they have not been provided at the time of taking residency. The most up to date cost of containers can be found of the fees and charges section of the Council’s website. Bins should be ordered via our contact centre on 0300 300 0300. 2.8 Following a service change where bins are provided or changed free of charge, further changes will be permitted without charge for 3 months, or a period of time agreed at the discretion of the project board, after which standard fees will apply. 2.9 Renfrewshire Council will only empty waste containers supplied by the Council. Householers are responsible for ensuring that the correct containers are presented on collection day. Containers should be in a serviceable condition and be marked with their house name or number to make them easily identifiable. 2.10 The Council has a separate Policy on Garden Waste Collection. Under this policy Residents who wish their garden waste collected by the Service must display the current years permit on their wheeled bin or bins if they have more than one brown bin. The charge for this service is detailed in the Councils Fees and Charges. 2.11 To allow Renfrewshire Council staff to provide an efficient service, it is expected that residents will treat staff politely and with respect. Any verbal abuse, violence or aggression towards Renfrewshire Council employees may result in waste and recycling Page 40 of 143
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5 Roads Adoption Policy collections being suspended. This will be formally recorded and the incident may be reported to the police. 3. Additional Non-Recyclable Waste Capacity 3.1 Renfrewshire Council will consider providing additional capacity for non-recyclable waste to householders meeting the following criteria and demonstrating full and appropriate use of recycling bins. • five or more permanent residents in the household, including shared parental responsibility for a child or children or, • non-recyclable healthcare wastes (e.g., personal hygiene waste or non-hazardous medical waste that is not classed as clinical waste) are generated or, • 2 or more children in disposable nappies or, • all members of the household are unable to separate recycling due to medical reasons e.g., mental ill-health, dementia. 3.2 Households considered eligible for additional capacity will be provided with a larger (360 litre) grey wheeled container for non-recyclable waste, subject to an administrative, handling and delivery charge, unless exemptions apply, as stated in the Fees and Charges. 3.3 Additional capacity will only be provided on evidence that the householder is making full use of the kerbside recycling services. Householders’ waste may be assessed by a Waste Adviser to ensure recycling is maximised. If it is identified that there is further scope to increase recycling, Waste Advisers will provide information and guidance to help residents recycle. 3.4 Eligibility for additional non-recyclable waste capacity will be reviewed on a regular basis and may be removed/downsized if the criteria is no longer met. 3.5 Householders must notify the Council if circumstances change which may alter their eligibility for additional non-recyclable waste capacity. If no longer eligible, additional grey wheeled bin capacity will be removed/downsized. Page 41 of 143
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6 Roads Adoption Policy 4. Presentation, Storage and Collection 4.1 It is the responsibility of the householder to present the appropriate bin(s) or sacks at the kerbside (or agreed uplift location) by 7:00am on the morning of collection, unless an alternative agreement is in place with Waste Services. 4.2 The collection crew will not return for bins that are not presented in time. Bins not presented in time for uplift should be returned to the storage location and re-presented on the next scheduled collection day. The cameras on the vehicles will be checked to confirm bins were not presented in time for uplift. 4.3 Bins should be presented in such a way that they do not cause obstruction to pedestrians or road users. It is of particular importance to ensure wheelchairs and prams can pass unobstructed. 4.4 Side waste or excess waste will not be accepted i.e., excess bags, cardboard boxes etc., other than in circumstances communicated by the Council. Any excess recyclables or non-recyclable waste that cannot be accommodated within the appropriate bin(s) can be taken to a Household Waste Recycling Centre. See point 11.1 for location details. 4.5 Overfilled and/or excessively heavy bins will not be accepted. Bins with items wedged into them will not be serviced as these may present health and safety implications to operatives. The resident should rectify the issue and correctly re-present their bin on the next scheduled collection day. 4.6 Bins must be stored within the boundary of the property i.e., bin store, back court, garden etc. 4.7 Bins must be removed by the householder from the pavement/collection point and returned to storage location as soon as practical after emptying, ideally the same day as collection. 4.8 The Council reserves the right to remove any unauthorised bins presented or left on the pavement if previous requests for householder co-operation in removing them are not adhered to. 4.9 Residents are advised to identify their bins with a house name or number. Page 42 of 143
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7 Roads Adoption Policy 4.10 Householders are responsible for ensuring the correct materials are deposited in the appropriate bin (see point 5.1). 4.11 The cleanliness of bins (inside and out) remains the responsibility of the resident and they should be maintained in a clean and hygienic condition at all times. Unclean or unhygienic bins may not be emptied. 4.12 Bins will be replaced after emptying by collectors to the original collection point, or within one refuse collection vehicle length of this location, ensuring adequate space for pedestrian movement and vehicle access to properties is maintained. 4.13 Access for the Refuse Collection Vehicle should be maintained on uplift days. Failure to do so may result in non collection of the bin, see point 6.3. Repeated non collection due to access issues will result in collection arrangements being reviewed. 4.14 The Council reserves its right to review frequencies of collection. 4.15 The service is closed on the 25th and 26th December and the 1st and 2nd January. No services are operating during this period. Bin collections scheduled for these days will be collected on alternative days and instructions on collection arrangements will be provided to residents in advance. 4.16 There are no brown bin collections of food and garden waste, special uplifts or bin deliveries between 23rd December and 4th January (inclusive) as specified on www.renfrewshire.gov.uk. Households should continue to use their brown bins for food and garden waste until the next scheduled collection date. 4.17 Renfrewshire Council don’t supply paper collection calendars unless to notify householders of a service change. If householders require a paper collection calendar these can be requested from libraries or the customer contact centre and will be printed for collection or posted to households. Page 43 of 143
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8 Roads Adoption Policy 5. Assisted Collections 5.1 As part of the Council’s approach to empowering our communities, residents who would normally need this service are encouraged to ask a relative or neighbour to help with bins. 5.2 An assisted collection service will be provided when, due to age or a physical or medical condition, no member of a household is able to present or retrieve their own bin(s) and have no other means of support to do this. This service is free of charge to people who qualify for it. You may be visited by a Council Officer to check your eligibility for the scheme. 5.3 Bins will be collected from an agreed location within the boundary of the property. All properties are risk assessed by a Council Officer to determine the manual handling risks associated with uplifting bins. Should a perceived risk be identified, it may necessitate a change to a sack uplift collection service. In instances of this nature, appropriate sacks will be provided to the householder. 5.4 Residents are required to ensure the bin storage area is easily accessible to the bin crews. Gates should be unlocked and in good working condition to allow access. Dogs should be secured elsewhere to allow staff safe access to the property. 5.5 When moving to a new property, it is important that residents who receive an assisted collection inform the Council so that records can be updated. 5.6 Assisted collections will be reviewed on a regular basis and may be removed if the criteria are no longer met. If a household’s circumstances change and, as a result, they no longer need an assisted collection, residents must inform the council. 5.7 Householders receiving an assisted collection service will be supplied with stickers to help collectors identify containers that are to be collected. It is the householder’s responsibility to affix the stickers to their bin(s). Page 44 of 143
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9 Roads Adoption Policy 6. Contaminated Bins 6.1 Only waste or recycling materials detailed in Council provided Service information, will be accepted. 1. Grey Bin – Non-recyclable Waste 2. Blue Bin – Paper, Card & Cardboard 3. Brown Bin – Food Waste & Garden Waste with a permit 4. Green Bin – Plastics, Cans & Glass Refer to www.renfrewshire.gov.uk for more information on recycling 6.2 Householders are responsible for the waste and recycling that is contained in their bins and must only use bins as described in point 5.1. 6.3 Bins contaminated with incorrect material will not be uplifted as they may contaminate the entire load within the vehicle. 6.4 If contamination is found, the refuse collection crew will advise the householder by tagging the contaminated bin. Householders will be asked to remove the contaminated material and present the bin with the correct materials on the next collection day. Crews will record the contaminated bin. 6.5 It is the resident’s responsibility to remove the contamination before the next collection day for the affected recycling stream. 6.6 Where the contamination cannot be removed and placed within the correct bin, householders are encouraged to use their local Household Waste Recycling Centre free of charge or arrange a chargeable bulky uplift, per the terms in section 9. Where the contamination cannot be removed by the householder, this must be reported to Customer Services for clearance. A charge may be incurred for the clearance of contaminated or overfilled bins per the Councils Fees and Charges. 6.7 Communication will be made with those households identified as having persistently contaminated bins, to advise on the correct recycling practices. Page 45 of 143
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10 Roads Adoption Policy 6.8 Renfrewshire Council reserve the right to withdraw the recycling service if repeated contamination occurs. Any loss of recycling capacity by service removal (because of repeated contamination) will not be replaced and non-recyclable waste collections will remain unchanged. 6.9 If recycling services are reinstated the householder will be responsible for purchase of any replacement bins required. 7. Missed Bins 7.1 Bins should be placed at the kerbside or agreed uplift point by 7.00am on the scheduled collection day and collections may take place up to 6.30pm. The Council will not return for bins missed due to late or incorrect presentation. It will be the resident’s responsibility to dispose of any excess waste, either free of charge at a Household Waste Recycling Centre or by arranging a chargeable special uplift. 7.2 Where the bin has been missed due to a collection error, this should be reported by contacting Customer Services within 48 hours. If the Council agree that the cause of the missed bin was a collection error the bin should remain at the collection point, the Council will aim to collect it within 5 days of the report being logged. 8. Non collection due to Access 8.1 Where the bin has not been collected due to access issues, this should be reported by contacting Customer Services within 48 hours. If the Council agree that the cause of the non collection was an access issue the bin should remain at the collection point, the Council will aim to collect it within 5 days. If after this time the vehicle has been unable to return the bin should be returned to the storage point and householders should contact Customer Services to identify suitable alternative collection arrangements. 8.2 Adverse weather or other conditions beyond the Council’s control can disrupt collections. In such circumstances collection arrangements will be made as soon as possible and householders should leave their bins out for 2 days after the normal collection. If bins are not collected within this time, please refer to the Council’s website for collection updates. Page 46 of 143
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11 Roads Adoption Policy 8.3 If bins are not emptied due to waste being tightly lodged or frozen, the bin will not be collected until the next scheduled collection and excess waste will not be accepted. Householders must ensure that the waste is freed, and any items are dislodged before re- presenting. 9. Non-Standard Waste and Recycling Services 9.1 There are several variations to the standard waste and recycling service outlined above for practical or operational reasons. There is no statutory requirement on the Council to provide garden waste collection services and therefore require a permit to be purchased per the Councils Fees and Charges. The following containers are serviced: Flats and tenements • Individual or communal grey wheeled bins (240 or 360 litre capacity) – residual, non-recyclable waste • Individual or communal blue wheeled bins (240 or 360 litre capacity) – paper and cardboard • Individual or communal green wheeled bins (240 or 360 litre capacity) - plastics, cans and glass • Large communal grey 1100 or 1280 litre bins – residual, non-recyclable waste • Large communal blue 1100 or 1280 litre bins – paper and card • Large communal green 1100 or 1280 litre bins – plastics, cans and glass • Food caddies, communal 140 litre brown food waste bin(s), or communal brown wheeled bin(s) for food waste and garden waste with a permit Maisonette and High Flats • Communal Paladin or Continental 1100 or 1280 litre bulk bins (weekly/multi frequency) • Local mini recycling sites with 1100 or 1280 litre blue & green bins (weekly) • Paladin type bins (large cylindrical containers – specifically where chute systems are still in operation) • 140 litre food (brown) wheeled bins for food waste (weekly) Page 47 of 143
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12 Roads Adoption Policy Sack collection • Black sack (weekly) – residual, non-recyclable waste, up to a maximum of 2 black sack per week • Blue sack (weekly) – paper and card • Green sack(weekly) – plastics and cans • Outdoor caddy (weekly) – food waste • Where exceptional circumstances mean that residents have opted, with the agreement of Waste Services, to present sacks from a property on a non-sack collection route, these will be per the schedule already in place. 9.2 Additional recycling capacity will be serviced if required, up to a maximum of 2 x 240 of blue and green bins where space permits per section 1 of this Waste Operations Policy. 9.3 Additional capacity for non-recyclable waste will only be serviced as detailed in section 3 of this Waste Operations Policy. 10. Housing Association, Rented and Factored Properties 10.1 Residents of rented properties, either privately or through a Housing Association, are responsible for the proper disposal of their waste and recycling. 10.2 Provision of bins is the responsibility of property owners and is charged per the Councils Fees and Charges. Where bins are communal, it may be easier for a factor to arrange purchase of bins to be shared. 10.3 There is a charge to Housing Associations, Landlords and Factors for the clearance of contaminated or overfilled bins per the Council Fees and Charges. 11. Bulky Uplift Collections 11.1 The Council also provides a waste collection service for certain large or bulky items. Before booking a special uplift, residents are asked to consider if the item can be re-used by someone else. This service is temporarily paused during the festive period. Charities can also often make good use of items that some residents are prepared to dispose of and, in some cases, may even be able to arrange for the item to be collected. Page 48 of 143
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13 Roads Adoption Policy 11.2 The Council charges for collection of bulky waste items. An up-to-date list of fees, charges and presentation instructions is available on the website. Bookings can be made via the website or by contacting Customer Services. 11.3 The items must be booked in for collection and will only be collected if they are easily accessible and as described. Only items listed on the booking will be collected. Where items cannot be collected a waste supervisor will contact the resident to offer advice. 11.4 Hazardous or clinical waste will not be collected. Residents should contact us for advice on the best way to dispose of these types of waste. 12. Communal Containers 12.1 Communal containers are necessary if it is not feasible for each individual property within a flatted premise/multi occupancy dwelling to have their own containers to store waste and recycling. 12.2 Communal containers will be stored at an agreed location, usually the kerbside or road end, where the refuse collection vehicle can safely service the containers. 12.3 Communal bin collection points should be a level hard standing surface, a maximum of 10 metres from where the refuse collection vehicle can safely stop. To enable servicing a suitable surface over which the communal containers can be manoeuvred to the rear of the vehicle must be maintained. 12.4 The responsibility for the presentation and return of communal wheeled bins on scheduled collection days remains with residents of each flatted premise/multi occupancy dwelling. 12.5 Garden waste permits for communal brown bins containing garden waste are the responsibility of residents to agree and purchase. 12.6 The cleanliness of bin store areas (inside and out) remains the responsibility of residents and/or factors. Unclean, unhygienic or excessively full bin store areas may not be serviced as these may present health and safety implications to operatives. Page 49 of 143
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14 Roads Adoption Policy 13. Access Road Specification 13.1 Refuse Collection Vehicles will only provide kerbside waste and recycling collections to properties situated on a private and / or unadopted road if all of the following conditions are met: • The private road serves a settlement, or settlements, rather than isolated individual properties (as a guide, a settlement is a grouping of six or more properties). • The road is constructed to withstand a gross vehicle weight of 26 tonnes and axle loading of 11.5 tonnes. Features in the road situated, such as manhole covers, gratings or cattle grids, must also be capable of withstanding these loads. • There is sufficient space for a refuse collection vehicle to safely access and egress; with adequate space to turn, if applicable (i.e., a turning circle, T-junction or hammerhead). • The road surface must be in a condition deemed acceptable by Renfrewshire Council and this standard must be maintained (i.e., any surface deterioration such as ruts or potholes must be improved, and the road must be cleared/treated in adverse weather). • Sufficient and safe access for the refuse collection vehicle on collection day (i.e., absence of overhanging branches/overgrown bushes, no parked cars restricting space available to perform manoeuvres). • The owner(s) of the private road agrees to indemnify the Council against any damage caused from reasonable use of the road by a refuse collection vehicle. 13.2 Failure to meet any of the above conditions will prevent the refuse collection vehicle from servicing bins and result in collection arrangements being reviewed. Page 50 of 143
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15 Roads Adoption Policy 14. Commercial Waste 14.1 All non-household premises have a legal requirement to arrange for disposal of their waste by Renfrewshire Council or another registered waste company. This must include the separate collection of paper and card (blue bin/sack), plastics, metals, and glass (green bin/sack), for recycling. Food businesses if producing greater than 5kg of food waste per week must also arrange for separate collection of food waste. 14.2 To meet the legal requirements as laid out in paragraph 15.1, commercial waste customers must complete a Duty of Care Waste Transfer Note, annually. This document sets out the type & quantities of waste being produced and their collection frequency which allows for accurate charging . 14.3 Requests for collections that do not appear to meet the legal obligations as set out in paragraph 15.1 may be refused. 14.4 Charges for commercial and charity waste and recycling are detailed in the Councils Fees and Charges. Charges will be applied for each agreed collection even if you don’t present your bin. 14.5 All commercial waste must be presented for 7.00am on the designated collection day and returned to off-pavement storage within the boundary of your property as soon as possible following collection. 14.6 Missed bins/sacks due to collection error must be reported to bs.tradewaste@renfrewshire.gov.uk within 48 hours. 14.7 Customers are responsible for the waste and recycling that is contained in their bins. Renfrewshire Council do not take responsibility for contaminated bins and will not empty a bin until any contamination has been removed by the customer. 14.8 Where a bin is damaged or lost through wear-and-tear, adverse weather events, or is stolen the customer is liable for the full cost of replacement. 14.9 Bins that are damaged or lost during collection will be replaced without charge. Refuse collection vehicles are fitted with cameras which record the bin lift equipment at the rear of the vehicle. This footage will be used to confirm bins lost during collection. Page 51 of 143
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16 Roads Adoption Policy 14.10 Renfrewshire Council reserve the right to withdraw the waste & recycling service and remove the bins if repeated contamination occurs, or where payment for waste collections is not received. 14.11 Renfrewshire Council operate the following payment terms: • Payment due 28 days from date of invoice • Reminder issued 42 days after the date invoice issued or 14 days after the payment due date • Final Reminder issued 49 days after the date invoice issued or 21 days after the payment due date • Account passed to collection agent 74 days after date invoice issued and service is withdrawn 15. Household Waste Recycling Centres 15.1 The Council operates 5 household waste recycling centres (HWRC) at the following locations: 1. Erskine: Barrhill Road, Erskine PA8 6BU 2. Johnstone: Miller Street, Johnstone PA5 8HP 3. Linwood: Middleton Road, Linwood PA3 3DP 4. Paisley: Underwood Road, Paisley PA3 1TL 5. Renfrew: Haining Road, Renfrew PA4 0AJ All sites are open open 361 days per year. The standard operating hours are from 8.00am until 6:00pm. Last entry to all sites is 5.45pm. All sites close at 4.00pm (last entry 3.30pm) on 24th December, reopening at 8.00am on the 27th December, and 4.00pm (last entry 3.30pm) on the 31st December, reopening at 8.00am on the 3rd January. 15.2 Household Waste Recycling Centres are for the recycling and disposal of household waste only. A full list of items accepted at each site can be found on the Council’s website. There is no provision for commercial waste at any site. 15.3 Before arrival at a Household Waste Recycling Centre, materials must be sorted and separated for recycling or disposal in the correct skip/bin. Site operatives can provide guidance on how and where to do this. Page 52 of 143
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17 Roads Adoption Policy 15.4 Upholstered furniture (Waste Upholstered Domestic Seating or WUDS) can only be disposed of at Linwood HWRC. WUDS requires different treatment from other waste items due to the likelihood that it has been treated with a flame retardant containing persistent organic pollutants (or POPs) and therefore must be collected in a separate skip. These items include: • armchairs • electrical recliner chairs • futons, bean bags, sofa cushions and floor cushions • home office chairs • kitchen and dining room chairs • sofa beds • sofas • stools and foot stools. 15.5 DIY waste, also known as construction, demolition, and excavation waste, is legally classified as industrial waste, and is therefore not accepted at Household Waste Recycling Centres. Private arrangements must be made for disposal. 15.6 However, the Council understands that householders may have difficulty in arranging for the disposal of this material in small quantities. In deciding what is or what is not construction, demolition, or excavation waste, a useful 'rule of thumb' would be to ask the question "is it material which you would take with you if you moved home?" If the answer is no, this would be considered unacceptable at HWRCs. Examples of materials that would not normally be taken when moving home, and are therefore not accepted at HWRCs, would be complete bathroom suites, partition walls, doors, kitchen cupboards etc. 15.7 Non-recyclable small DIY waste brought to any HWRC for disposal is restricted to two 50L bags or equivalent volume. 15.8 Recyclable small DIY waste such as wood or scrap metal which is the product of at-home DIY projects not involving payment for service has no restrictions at Erskine, Johnstone, Paisley, and Renfrew HWRCs. At Linwood HWRC, small recyclable DIY waste is restricted to eight 50L bags or equivalent volume. Page 53 of 143
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18 Roads Adoption Policy 15.9 Asbestos can only be disposed of at Paisley HWRC, up to a maximum of one sheet, bagged and dampened. A specialist asbestos removal contractor should be arranged to handle and dispose of large quantities. 15.10 The Council reserves its right to review items excluded or restricted from HWRCs. Any changes will be published on the website and is subject to alteration at any time. 15.11 Household Waste Recycling Centres are provided for use by Renfrewshire residents only and proof of residency is required for entry. 15.12 Erskine, Johnstone, Renfrew, and Linwood HWRCs are accessible by vehicles only. Paisley HWRC has access for pedestrians. 15.13 Residents wishing to use a commercial style vehicle (van, pick up, trailer or minibus) to dispose of their waste must use Linwood HWRC and apply for a HWRC permit prior to admission to the site. Full terms and conditions of the permit scheme, as well as accepted types of vehicles, can be found on the Council’s website. Council Officers will be on site to ensure permit rules are followed and that no commercial waste is entering the site. 15.14 Waste is subject to inspection by staff members at all HWRCs. If waste is suspected to be commercial in origin it will not be permitted to the site as this would be in breach of our Waste Management Licence. 15.15 Body worn cameras and CCTV is in operation at all five Household Waste Recycling Centres. 15.16 Verbal abuse, violence or aggression towards Household Waste Recycling Centre staff will not be tolerated and may result in restriction of entry to all sites. This will be formally recorded and incidents may be reported to the police. Page 54 of 143
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19 Roads Adoption Policy Environment, Housing and Infrastructure Renfrewshire Council Renfrewshire House Cotton Street Paisley PA1 1BR Page 55 of 143
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To: Infrastructure, Land and Environment Policy Board On: 22 January 2025 Report by: Director of Environment, Housing & Infrastructure Heading: Cemetery Management Policy 1. Summary 1.1 Neighbourhood Services has identified the need to refresh and consolidate the existing Cemetery Policy and Memorial Safety Policy into a single, comprehensive document: the Cemetery Management Policy. This decision follows feedback and collaboration with key stakeholders, including public feedback, partnerships with other local authority bereavement services, engagement with memorial masons, and input from elected members. 1.2 The new policy establishes a clear, respectful, and inclusive framework for the management of cemeteries. It reflects compliance with key legislative requirements, including the Health and Safety at Work Act, the Occupiers’ Liability Act, and the Burial and Cremation (Scotland) Act. Additionally, the policy introduces a Registration Scheme for Memorial Masons to ensure the quality and reliability of contractors operating within the cemetery, enhancing trust and professionalism. Key features of the policy include: • Memorial Safety: A review and enhancement of current standards and approved practices, ensuring alignment with safety regulations and sustainable practices. • Cemetery Rules: Maintaining existing cemetery rules while integrating them into the new policy for ease of reference. • Enhanced Communication: A commitment to improving engagement with lair holders, families, and community groups, fostering transparency and collaboration. By setting out this comprehensive approach, the policy will guide the respectful, safe, and effective management of our cemeteries, ensuring they meet the needs of the community and comply with all relevant legislation. Item 5 Page 56 of 143
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2. Recommendations It is recommended that the Infrastructure, Land and Environment Policy Board: 2.1 Approve the new Cemetery Management Policy to be formally incorporated into operational practices. 3. Background 3.1 The revised Burial & Cremation (Scotland) Act 2016 is scheduled to take effect on 1st March 2025 (subject to Scottish Ministers’ approval), introduces significant reforms for burial authorities. Key changes include mandatory inspections by Government Officers, with a focus on record-keeping, maintenance, staff training, and the potential for compliance notices if standards are not met. Burial applications will be standardised nationwide to enhance consistency and accuracy. Memorial safety guidelines will be formalised into law under the Act, alongside the explicit duties of local authorities to manage cemeteries. 3.2 The Rules for the Management of Renfrewshire Council Cemeteries were last reviewed in 2019, updated and implemented in 2020 following approval by Board. Whilst it is recommended that these rules undergo review every 10 years, operational changes may require earlier updates. To continually evolve our operating practice and to ensure continued compliance with legislation and policy we propose introducing a dedicated service policy which supplements the existing rules, incorporating additional practices and modern methods of operation. 3.3 It is important to note that our Memorial Safety Inspection process currently exists as a separate document and is not referenced in the Management Rules. However, the introduction of the new Cemetery Management Policy, refreshes our operating process for memorial safety and now encompasses the inspection process within the policy. 4. Policy Overview 4.1 The updated Cemetery Management Policy provides a sustainable framework for respectful and efficient cemetery operations. It retains the 2020 Cemetery Management Rules, supplemented by provisions for future changes. 4.2 The policy outlines maintenance schedules, burial aftercare, and service standards while reinforcing a zero-tolerance stance on aggression towards staff. It also formalises partnerships with recognised groups and introduces new memorial options at specific cemeteries. This policy ensures clarity, collaboration, and community-focused cemetery management. 4.3 The policy introduces a Registration Scheme for Memorial Masons which is currently not in place in Renfrewshire. This scheme will ensure that only qualified memorial masons are authorised to install or reinstate memorials, providing lair holders with confidence that all work meets approved industry standards. 4.4 Contractors who register with the scheme will commit to adhering to the standards outlined for the proper installation of memorials. Additionally, this process will make it easier to identify non-approved work, particularly in cases where a memorial fails a safety inspection. By ensuring accountability and maintaining high standards, the scheme will contribute to improve cemetery management and safety. 4.5 Incorporating these updates into the Cemetery Policy demonstrates a comprehensive and considered approach to cemetery management. Page 57 of 143
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Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. 2. HR & Organisational Development – None. 3. Community/Council Planning – The report details a range of activities which reflect local community and council planning themes. The service has been working proactively with local community groups as part of the developing feedback in relation to how cemeteries are managed. This report has been underpinned by feedback received which has helped to shape the policy and represent the expectations placed on Renfrewshire Council to proactively manage cemeteries. 4. Legal – None – cemetery policy is underpinned by the current cemetery rules which remain unchanged. 5. Property/Assets – None 6. Information Technology – The report references the need to procure a new cemetery management system, this procurement exercise will commence in line with the new policy and confirm to procurement regulations. The procurement of such technology will overall aid in the development of the cemetery management approach ensuring a reach to wider audiences which is open and transparent surrounding cemetery management in Renfrewshire. 7. Equality & Human Rights - An Equalities Impact Assessment (EQIA) has been carried out as part of the process of developing this Cemetery Management Policy. The EQIA did not identify any adverse impact on any protected characteristic or in relation to the Fairer Scotland duty, however we will monitor and regularly review this to ensure this remains the case, in particular around faith groups. 8. Health & Safety – The report has aimed to address key health and safety consideration in relation to managing cemeteries. The introduction of an approved contractor management process as well as refreshed training and improved occupiers’ safety management has aided in the development of the services proactive approach to managing safety. 9. Procurement – None 10. Risk – The level of risk is currently proactively managed within the cemetery estate, such approaches as memorial safety and regular cemetery inspection process manages the risks associated within the cemetery estate. 11. Privacy Impact – None 12. COSLA Policy Position – None 13. Climate Change – there are a range of actions and activities throughout the Service Update Report which support the Council’s Plan for Net Zero. 14. Children’s Rights – None List of Background Papers: None Author: Gavin Hutton, Head of Operations and Service Development Email: Gavin.Hutton@renfrewshire.gov.uk Page 58 of 143
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1 Policy Overview: Renfrewshire Council Cemetery Management Policy Ensuring a safe and equitable burial site for all. January 2025 Page 59 of 143
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2 Cemetery Management Policy Cemetery Operations V2 Issue 1 Table of Contents Section Content Page 1.0 Policy Overview 3 2.0 Scope 3 3.0 Governance 3 4.0 Exclusive Rights of Burial 3 5.0 Right of Access 4 6.0 Notice of Internment 4 7.0 Provision of Bearers 4 8.0 Cemetery Data Management 5 9.0 Fees, Charge and Services 5 10.0 Memorials 5 11.0 Install of Foundations 6 12.0 Registration Scheme for Memorial Masons 6 13.0 Memorial Safety: Ensuring a Safe Burial Ground 6 14.0 Lair Provision 7 15.0 Ground Maintenance 8 16.0 Prevention of Nuisance 8 17.0 Children and young People Accessing Cemeteries 8 18.0 Powers of Council Officers 9 19.0 Lair Ownership 9 20.0 Provision of Trees Within Cemeteries 9 21.0 Working with Recognised Groups 10 22.0 Policy Review 10 23.0 Complaints Procedure 10 24.0 Respect for All 10 App A Recognised Groups Working Charter 12 App B Registration Scheme for Memorial Masons 14 App C SOP Memorial safety and Quality Assurance 15 Page 60 of 143
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3 Cemetery Management Policy Cemetery Operations V2 Issue 1 1.0 Policy Overview 1.1 The policy outlines Renfrewshire Council's approach to managing and maintaining burial grounds in a safe, respectful, and inclusive manner. The key objectives of this policy are: 1. Maintain accurate and relevant records. 2. Ensure cemetery grounds are safe, well-maintained, and respectful of all visitors. 3. Provide clear guidelines for burials, lair holder responsibilities, and the installation of memorials. 4. Ensure compliance with all relevant local and national regulations and observe guidance where appropriate. 5. Address all requests fairly, transparently, and efficiently. 2.0 Scope 2.1 This policy applies to all individuals, organisations, and contractors operating within cemeteries and churchyards under the jurisdiction of Renfrewshire Council, which acts as the Burial Authority. It governs all aspects relating to burial plots and memorials. Additionally, the policy serves as a foundation for the "Management Rules Regulating Cemeteries and Churchyards" overseen by Renfrewshire Council. 3.0 Governance: 3.1 The following pieces of legislation and policy within Scotland, form the governance for cemetery management and the policy ensures adherence to the following pieces of legislation: 1. Burial and Cremation (Scotland) Act (2016) 2. Health and Safety at Work Act (1974) 3. Occupiers Liability (Scotland) Act (1960) 4. Section 112 of the Civic Government (Scotland) Act (1982) 5. Scottish Government Burial Ground Memorial Safety: Local authority guidance 6. Dog Fouling Law (Scotland) Act 2003 7. Renfrewshire Council Zero Tolerance Policy on Violence and Aggression 8. Renfrewshire Council Operational Tree Policy 9. Renfrewshire Council Data Protection Policy 4.0 The Exclusive Right of Burial (ERoB): 4.1 Any person aged 18 or over may apply to Renfrewshire Council to purchase an ERoB in a lair. Renfrewshire Council reserves the right to refuse an application unless it is prohibited to do so by law. A successful applicant shall be granted an ERoB upon payment of the appropriate fee as detailed within the Council’s Fees and Charges. Renfrewshire Council will record the sale of the ERoB with the name and address of the person in whom the ERoB vests, the date of sale and the lair to which this relates. A Lair Certificate will then be issued to the Lair Holder along with a copy of this Policy and the Management Rules for Cemetery Operations. 4.2 The above does not apply in the case of National Assistance Burials where interments take place within a common plot. No one person holds ERoB, however all interments and relevant information will be retained in Council records. Details of National Assistance burials are available on Renfrewshire Council website. Page 61 of 143
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4 Cemetery Management Policy Cemetery Operations V2 Issue 1 Applications to purchase an ERoB may only be made when the lair to which it relates is to be used for a prearranged funeral. Accordingly, an ERoB may only be purchased at the time of booking a funeral. 5.0 Right of Access 5.1 Cemeteries remain open on a twenty-four hour basis. Renfrewshire Council may prohibit access to all or part of a cemetery when it considers it necessary to do so. This maybe on a temporary basis or by way of prescribed opening and closing times. Public communication will be given to advise of the specific location where access is to be prohibited, detailing the extent and duration. 5.2 No persons shall enter or wilfully remain within an area where access has been prohibited. 5.3 Access shall be only by entrances and exits provided. 5.4 Access to the cemetery out with daylight hours is at a person’s own risk. 5.5 Pets are permitted within a cemetery but must be always kept on a lead which shall be no greater than 2 metres in length and under control. 5.6 Car parking facilities provided at a cemetery are for the convenience of patrons. Renfrewshire Council shall not be held responsible for any damage to vehicles, or other property left in the car parking facilities however such damage may be caused. 5.7 All vehicles must always remain on the roadway with respect given for roadside graves and paths. This excludes access for which Renfrewshire Council grants express permission. If council staff instruct vehicles to be moved to allow access for funeral traffic, this must be observed. 5.8 Access to some lairs may not always be accessible by car. If footway access is difficult or unsafe, cemetery staff will endeavour to clear pathways or obstructions to allow safe access to lairs. 5.9 No vehicle may be driven at a speed exceeding 5 miles per hour and must be driven with due care and attention. 6.0 Notice of Interment 6.1 Notice of interment in respect of new unopened lairs must be given to Renfrewshire Council no later than 2 days prior to the funeral. 6.2 Notice of interment of re-opening of lairs for coffin interments must be given to Renfrewshire Council no later than 10am, 4 days prior to the funeral. 6.3 Notice for the interment of cremated remains must be given 2 days prior to the funeral. Notice shall be given by submitting to Renfrewshire Council a completed Interment Confirmation Form and Authority to Open Lair for Interment Form. Or any such application as prescribed by government ministers or inspections as per the Burial and Cremation (Scotland) Act 2016. 6.4 All interments shall be recorded, specifying the lair, depth achieved, date of interment and the name and age of the person interred, and any other information deemed necessary by Renfrewshire Council. 7.0 Provision of Bearers Page 62 of 143
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5 Cemetery Management Policy Cemetery Operations V2 Issue 1 7.1 Funeral Directors are responsible for the provision of enough bearers to convey the coffin from hearse to the graveside. If persons acting on behalf of Renfrewshire Council are required to assist, neither they nor Renfrewshire Council will be held accountable for any damage caused during that assistance including but not limited to damage to hearses and coffins. 7.2 Coffin weights must be stated on all interment paperwork for risk assessment of any manual handling exercise and to assist Officers when determining the location of a new lair. 8.0 Cemetery Data Management: 8.1 All information relating to lairs shall be electronically stored on Renfrewshire Councils’ approved software management database. This data shall be saved in a Cloud format with storage protection. Data includes lair holder details, interment history, memorial safety inspections, letters, and any other relevant information. Access to the database will be password secured, with information available on request subject to Renfrewshire Councils’ Data Protection Policy. 8.2 All information recorded in respect of the deceased, i.e. name, age, occupation, place of death, and burial location is deemed to be in the public domain. Information recorded in relation to the Lair Holder is subject to the Data Protection Act and will only be used by the Burial Authority or their Agent in relation to the operation of the Burial Service. 9.0 Fees, Charges and Services 9.1 All fees and charges in connection with interments, lair certificates etc shall be reviewed each financial year and published on Renfrewshire Council’s website. Renfrewshire Council reserves the right to amend fees and charges at any time during the financial year subject to Board approval when necessary. 10.0 Memorials 10.1 All memorials, including plaques, headstones, and monuments must be first authorised by the lair holder and approved by Renfrewshire Council. 10.2 Conditions prescribing memorial works, to include installation, reinstatement, or remedial works are outlined in Renfrewshire Council Scheme for Memorial Masons. 10.3 Memorials should be erected in accordance with industry standards and subject to Renfrewshire Council’s memorial safety inspection programme. 10.4 For the avoidance of doubt, memorials, headstones etc are privately owned with all associated costs liable to lair holder. 10.5 One floral container (glass or ceramic is prohibited) or plaque/tablet may be laid at the head of the lair or immediately in front of the memorial headstone. Beyond this, the laying of kerbs, artificial wreaths, pall stones, globes and the like or the planting of trees, shrubs, bushes or similar planting is not permitted, and such items will be removed after lair holders have been advised and given three months to remove them. 10.6 The Council reserves the right to cut back or remove any unsuitable material placed on or planted in the lair, or which may interfere with the stability of adjacent memorials, paths, or walls. Page 63 of 143
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6 Cemetery Management Policy Cemetery Operations V2 Issue 1 10.7 Renfrewshire Council shall not be liable for any damaged caused to a lair, structure, or item out with the permitted area however such damage was caused. 10.8 Within woodland settings no memorials are permitted on the lairs. Instead, families have the option to purchase a memorial plaque within the burial site or plant seeds of wildflowers for the benefits of biodiversity. 10.9 All conditions are provided to a lair holder, along with their lair certificate. From time-to-time written notice may have to be given where a lair falls below the standard or requirements. Normally no less than 3 months will be allowed for the lair holder to address this, however in cases where the lair is posing a risk to health and safety this may be reduced or items removed without notice. Renfrewshire Council may also recover any reasonable expenses from the lair holder. Memorial wreaths shall be removed at the sole discretion of Renfrewshire Council. 10.10 A designated Memorial Garden for children under 18 is provided within Hawkhead Cemetery. There is an option to have a memorial plaque inscribed with a personal message in the garden which is arranged by Council staff. 11.0 Install of Foundations 11.1 All headstone installations must be approved by Renfrewshire Council through the submission of the Headstone Application Form. This form must include the dimensions of the headstone and details of the approved memorial contractor responsible for the work. 11.2 Renfrewshire Council memorial staff are responsible for installing foundations within our cemeteries. Once approval has been granted by Renfrewshire Council, all headstones must be securely installed on foundations that comply with British Standard BS8415. 11.3 For further details on foundation standards, refer to the NAMM (National Association of Memorial Masons) or BRAMM (British Register of Accredited Memorial Masons) reference guides. Both the foundation and headstone installation must fully adhere to these standards. 12.0 Registration Scheme for Memorial Masons 12.1 Renfrewshire Council is dedicated to ensuring the safety of memorials within its burial grounds while minimising its direct impact through internal processes. The purpose of the approved scheme is to ensure that all memorials are installed, maintained, and inspected to the highest safety standards, thereby reducing the need for Council intervention in inspecting and lowering headstones. 12.2 All new headstones must be installed exclusively by contractors who are members of the Scheme for Memorial Masons. These installations must meet approved industry standards and include a guarantee of works to be reviewed in line with periodic memorial safety inspections. This guarantee shall ensure a long-term safety of the memorial. 12.3 Only contractors who are members of the approved scheme are permitted to erect, re-erect, or carry out any works on memorials within Council-managed burial grounds. Membership requires strict adherence to the scheme’s conditions, guaranteeing compliance with established safety guidelines. 12.4 Renfrewshire Council retains the right to refuse access to any contractor not part of the approved scheme. For more details on the Registration Scheme for Memorial Masons, please refer to Appendix B. 13.0 Memorials Safety: Ensuring a Safe Burial Ground Page 64 of 143
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7 Cemetery Management Policy Cemetery Operations V2 Issue 1 13.1 Renfrewshire Council is responsible for the safety of all visitors and staff within all cemeteries and churchyards under its control. Scottish Government Guidance published in 2019 requires all burial authorities to operate an inspection programme and take immediate suitable action to ensure a safe burial site for all. 13.2 All memorials are inspected on a rolling programme by either trained council staff or approved contractors. A risk-based model is used to determine the outcome of all inspections, with unsafe memorials either laid flat or temporarily barriered off until further assessment. All inspections are in line with industry training delivered by external third-party trainers. Any headstones which require immediate action to be made safe, are the responsibility of the lair holder to re-erect. Renfrewshire Council are unable to reimburse any costs for headstones which are laid flat and deemed unsafe through the actions of the Memorial Inspection Programme. 13.3 Renfrewshire Council is committed to ensuring public safety in burial sites. Memorials assessed as posing an immediate risk to public safety will only be laid flat when necessary. This action will be undertaken by externally trained staff members who possess the qualifications and experience to make such assessments. 13.4 The Council will prioritise all reasonably practicable measures to prevent the need for lowering headstones. Efforts will also be made to contact lair holders in advance and notice of intended inspections will be provided. The outcomes of inspections will be documented and made available upon request. For a detailed overview of the inspection procedure, please refer to Appendix C. 13.5 Renfrewshire Council is committed to ensuring that graves are treated with respect and dignity at all times. When a headstone is laid flat, every effort will be made to position it straight and aligned with the lair, with the inscription clearly visible. Additionally, all necessary measures will be taken to ensure the headstone is left in a safe and secure condition. 14.0 Lair Provision 14.1 The total number of coffins that can be interred within a lair shall be determined as follows: 14.2 No lair shall contain more than three coffins. 14.3 No given lair shall contain more coffins than that specified by Renfrewshire Council. 14.4 No lair shall contain more coffins than the physical characteristic of the Lair permits which are determined by Council process of work. 14.5 No coffin exceeding a maximum length of 2040mm or a maximum width of 1200mm shall be permitted to be interred within an individual lair. Interment of a coffin exceeding such dimensions will only be permitted within an area of ground comprising two adjacent lairs in which the lair holder shall have ERoB in both and upon payment of the fee for each lair. 14.6 Lairs within the Woodland Burial Site, Lochwinnoch cemetery, hold no more than one interment. Woodland lairs cost the same as conventional lairs however adjacent lairs can be purchased for family members who wish to be buried together. 14.7 No interments of any kind are permitted on or above a lair. This includes scattering of cremated remains. 14.8 All cremated remains interred within a lair must be contained within an urn or casket and are subject to all provisions of the Burial & Cremation (Scotland) Act 2016. Page 65 of 143
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8 Cemetery Management Policy Cemetery Operations V2 Issue 1 14.9 Renfrewshire Council will be able to give an estimation of the total number of interments possible within a given lair only after it has been opened for the first time. 14.10 The location of a lair shall be determined by Renfrewshire Council. Factors such as weight and dimensions of the coffin and/or religious beliefs/faiths shall be taken into consideration when determining the location of a lair. 15.0 Grounds Maintenance Within Cemeteries 15.1 Renfrewshire Council grass cutting schedule runs on a 14 day cycle between April and October. There may be occasions where maintenance is required out with this cycle for e.g as a result of adverse weather. Area schedules and further information can be found on Renfrewshire Council website. 15.2 Proactive weed control commences in April each year this includes the spraying and removal of weeds across the cemetery estate. 15.3 Maintenance of hedges and other vegetation is carried out as part of an annual maintenance programme. 15.4 The Woodland Burial Site will be maintained once per year, normally in late summer/early Autumn. 15.5 Due to the high number of trees in cemeteries, council staff make every effort to clear fallen leaves, but this will be prioritised in areas of safety concern. 15.6 Opening of lairs shall be done by cemetery employees only. When opening a lair for burial Renfrewshire Council may place any equipment and the soil from that lair onto an adjacent lair until the opened lair has been backfilled. Where contact details are available the lair holder will be notified in writing prior to this. 15.7 Lairs which have recently been opened will be monitored and inspected at set intervals following interment for a period of 8 weeks. During this time remedial action may have to be taken, with final dressing taking place at the end of this period. 15.8 Road and pathway repairs are subject to availability of Renfrewshire Council Roads and Infrastructure Services and will be actioned as per their schedule of priority and/or on a safety prescribed basis. 16.0 Prevention of Nuisance 16.1 Any persons behaving in such a manner as to endanger their own or other persons safety or disobeying reasonable instructions given by Council staff may be subject to the powers of Council Officers, this may include being asked to leave the burial ground. Renfrewshire council operate a zero tolerance policy to violence and aggression towards staff and members of the public, the use of profanity and or violence and aggression will be immediately reported to the police. 17.0 Children and Young People Accessing Cemeteries 17.1 Children under 12 must be accompanied by an adult. 17.2 Cemeteries can pose several hazards due to their natural landscape and memorials. Care should be taken when within the cemeteries and any accidents or incidents should be reported Page 66 of 143
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9 Cemetery Management Policy Cemetery Operations V2 Issue 1 to Renfrewshire Council. No person should climb upon any tree, shrub, wall, fence or railing, or upon any memorial or any other type of structure. 18.0 Powers of Council Officers 18.1 An Authorised Council Officer may ask any person to leave the cemetery if they have reasonable grounds to believe that the person has contravened, is contravening, or is about to contravene any of the rules within this Policy. 18.2 Council Officers may make exclusion orders on any person contravening, contravened or likely to contravene the rules of this Policy. Such an order may remain in effect for a period of no longer than one year from the date of its creation. 18.3 Authorised signatories within cemetery operations are the responsibility of authorised Officers within Neighbourhood Services. Any burial, headstone installation or change to lair ownership will require approval from an authorised signatory. 19.0 Lair Ownership 19.1 More than one individual can be registered as a Lair Holder, except in the case of a trustee. In the case where there are multiple individuals on the register, consent must be agreed by all parties to exercise the ERoB in respect of the Lair to which it relates. This also applies to rights of ownership of a memorial at the lair and responsibilities relating to this. 19.2 No individual shall hold ERoB in more than three lairs. 19.3 On the death of the lair holder, their representative, as ascertained in a manner hereinafter provided, shall be entitled on production of evidence right to the reasonable satisfaction of Renfrewshire Council, to be registered as the Lair holder in Renfrewshire Council records. In such cases a new certificate shall be issued, but only on surrender of the original certificate, or accounted for satisfactorily. To prevent disputes, the nominated persons shall be agreed as the representatives of a lair holder who has died and, as such the representative shall be entitled to be registered as the lair holder. 19.4 The lair holder shall, be permitted to bequeath the lair to any member of his or her family or to a stranger. Renfrewshire Council shall not be responsible for any misunderstanding or error in the acceptance in good faith of any person claiming to be the legal lair holder, or to have a right of burial even though it should be ascertained subsequently that such a claim was unfounded. 20.0 Provision of Trees and benches within Cemeteries 20.1 No plant, tree or vegetation of any kind may be planted on a lair or within a cemetery ground without express consent of Renfrewshire Council. Any unauthorised plant, tree or vegetation may be removed without notice. All tree management decisions within cemeteries will be considered under section 2.10 of the Renfrewshire Council Operational Tree Policy. 20.2 No bench or seating of any kind may be installed or placed within cemetery grounds without the express consent of Renfrewshire Council. Benches may be subject to displacement or removal for the purposes of opening or creating a lair for interment. Renfrewshire Council will contact the owner of the bench prior to this if contact details are available. Page 67 of 143
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10 Cemetery Management Policy Cemetery Operations V2 Issue 1 21.0 Working with Recognised Groups 21.1 Renfrewshire Council’s Cemetery Management Team is committed to fostering a collaborative and inclusive approach by working proactively with recognised Friends of Cemetery Groups. This partnership aims to enhance the management and operations of our cemetery estates. 21.2 Council officers will hold regular meetings with group representatives to discuss the cemetery operating model, gather feedback, and work to address the needs of all lair holders across Renfrewshire. In return, recognised groups are expected to adhere to the terms outlined in the charter (Appendix A) and engage with Council officers with fairness, dignity, and respect. 21.3 The Council acknowledges the sensitive and emotional nature of cemetery management for bereaved families. Our shared goal is to continually improve cemetery operations, ensuring fair, safe, and equitable burial sites for everyone. 22.0 Policy Review 22.1 At least one month before amending policy Renfrewshire Council shall give notice in accordance with governing legislation. Amendments require approval from an authorised signatory. 22.2 Some operational service changes that are not directed by law can be agreed by the governing Council Board. Operational reports and agendas will be published on the Renfrewshire Council website or provided on paper if requested. 22.3 Any changes enforced by government legislation or inspectors will take effect immediately and may not require any formal change to policy. 23.0 Complaints Procedure 23.1 Renfrewshire Councils Complaints Procedure can be accessed online via our website. Alternatively, this can be requested by contacting our Contact Centre on 0300 300 0300. 23.2 Should any difference or dispute arise as to interpretation of this Policy, Renfrewshire Council reserves the right to re-consider its position, but the decision of Renfrewshire Council shall be final. 23.3 Renfrewshire council is registerd as a burial authority with both National Association of Memorial Mason (NAMM) and British Register of Acredited Memorial Masons (BRAMM). In case of dispute surrounding memorial works, referral to an independent body such as NAMM or BRAMM is available. 24.0 Respect for All 24.1 Renfrewshire Council operates a Zero Tolerance Policy on Violence and Aggression towards its workforce. This policy applies across all our cemetery sites. This includes language or behaviour in a way that is offensive, disruptive, or insulting. All incidents as such are recorded by Renfrewshire Council and if necessary, reported to Police Scotland. Page 68 of 143
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11 Cemetery Management Policy Cemetery Operations V2 Issue 1 24.2 This includes wilfully or carelessly obstructing or disturbing any cemetery employee in their duties and will be subject to Council Officer Powers and/or criminal offences. Page 69 of 143
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12 Cemetery Management Policy Cemetery Operations V2 Issue 1 Appendix A: Recognised Groups Working Charter Renfrewshire Council Cemetery Management Purpose This charter outlines the framework for a collaborative partnership between Renfrewshire Council’s Cemetery Management Team and recognised Groups working within cemeteries. The shared objective is to maintain and enhance the cemetery estates in a manner that respects the needs of lair holders, bereaved families, and the wider community. Renfrewshire Council’s values—Fair, Helpful, Collaborators, and Learning—serve as guiding principles in all aspects of its operations. This ethos is clearly reflected in the proactive management of cemetery operations, where the Council actively works with community groups to enhance services, address community needs, and ensure respectful and inclusive practices. By prioritizing collaboration and a learning-focused approach, the Council continually adapts to serve the community better, demonstrating fairness and helpfulness in action. This commitment not only aligns with its core values but also fosters trust and cooperation within the community. Renfrewshire Council Responsibilities: 1. Engage Regularly: Facilitate regular meetings with recognised Groups to discuss cemetery operations, share updates, and seek feedback. 2. Provide Transparency: Offer clear communication on cemetery policies, decisions, and planned improvements. 3. Support Initiatives: Where feasible, assist Groups in delivering projects or activities that enhance cemetery management and community engagement. 4. Respect Feedback: Actively listen to and consider input from Friends of Groups, ensuring all voices are heard. 5. Ensure Safe Practices: Uphold safety standards across all cemetery operations to protect visitors, staff, and volunteers. Recognised Groups Responsibilities: 1. Adhere to Policies: Comply with council policies, including those related to health and safety, equality, and community engagement. 2. Maintain Respect: Treat all council officers, stakeholders, and community members with fairness, dignity, and respect. 3. Promote Collaboration: Work proactively and constructively with the council to support shared goals. 4. Engage Responsibly: Ensure all communications, feedback, and actions align with the principles of mutual respect and professionalism. 5. Represent the Community: Provide balanced and constructive input that reflects the diverse views and needs of lair holders and the local community. 6. Communicate: Work to communicate the proactive efforts of the community group with council officers in a way which poracytively supports the cemetery management. Page 70 of 143
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13 Cemetery Management Policy Cemetery Operations V2 Issue 1 Terms of Engagement 1. Mutual Respect: Both parties agree to conduct all interactions in a respectful and courteous manner. 2. Clear Communication: Both parties will aim for transparency and clarity in all correspondence. 3. Conflict Resolution: Any disputes will be addressed through a structured resolution process, prioritising mutual understanding and compromise. 4. Adherence to the Charter: Failure to comply with the terms of this charter may result in a review of the group’s recognition by the council. Joint Objectives 1. To preserve and enhance the aesthetic, cultural, and historical value of cemetery estates. 2. To ensure cemetery management practices are fair, safe, and equitable for all. 3. To foster a welcoming and inclusive environment for visitors and community members. 4. To address the needs and concerns of bereaved families sensitively and compassionately. Review and Updates This charter will be reviewed annually to ensure it remains relevant and aligned with the needs of all stakeholders. Any updates will be agreed upon by both Renfrewshire Council and Friends of Groups. Page 71 of 143
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14 Cemetery Management Policy Cemetery Operations V2 Issue 1 Appendix B: Registration Scheme for Memorial Masons Membership Registration Memorial masons are invited to apply for the Registration Scheme for Memorial Masons within Renfrewshire cemeteries. This scheme ensures quality standards and provides the public with confidence that contractors operating in Renfrewshire cemeteries are appropriately qualified and insured to perform their work. To register as an approved contractor, applicants must meet the following criteria: 1. Proof of Qualifications: Evidence of qualifications and professional membership with an affiliated trade body. 2. Insurance Coverage: Proof of public liability and professional indemnity insurance at an appropriate value. 3. Compliance Declaration: A declaration of work processes, ensuring compliance with safety standards set by the registration body. 4. Work Guarantee: A commitment to providing a suitable guarantee for lairholders, ensuring the quality and safety of memorials, which will be subject to inspection by memorial safety inspectors. Membership Review Process Upon receiving a membership application, the service team will review the submitted documentation to ensure it meets the criteria for affiliation as an approved Renfrewshire Council Memorial Contractor. Once all requirements are satisfied, approval will be granted for one year. Affiliation Benefits Approved contractors will receive the following benefits: 1. Approved Contractor Status: Recognition as an accredited contractor. 2. Identification: Official identification as an approved contractor. 3. Database Inclusion: Listing within the cemetery management system as an approved contractor. 4. Registration: Reference as an approved contractor on the Renfrewshire Council website. 5. Exclusive Rights: Authorisation to carry out works in all Renfrewshire cemeteries. Annual Membership Review The service team will conduct an annual review of approved contractors. This review will consider completed works, the results of periodic audits, and feedback from service users. Upon receipt and approval of renewal documentation, the annual membership will be renewed. Page 72 of 143
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15 Cemetery Management Policy Cemetery Operations V2 Issue 1 Appendix C: Standard Operating Procedure (SOP) Memorial Safety Inspection and Quality Assurance Process 1. Purpose The purpose of the Memorial Safety SOP is to establish a clear, consistent, and thorough procedure for conducting memorial safety inspections. This process is designed to ensure that all memorials are inspected in accordance with safety standards and best practices, minimizing the risk of hazards while maintaining structural integrity. Additionally, this SOP outlines quality assurance measures, including random external audits and regular internal reviews, to maintain and enhance the reliability and accuracy of the inspection process. 2. Scope The procedure applies to all qualified personnel involved in the inspection, verification, and auditing of memorial safety processes. It includes memorial safety inspectors, secondary reviewers, external assessors, and internal audit teams. The scope covers the entire process from initial inspection to quality assurance audits, ensuring a robust system of checks and balances. 3. Memorial Inspection Responsibilities 3.1 Memorial Safety Inspector (Inspector 1): • Conducts the first stage of the inspection process, including visual inspection and hand push testing. • Accurately records all findings in the inspection log. • Identifies any concerns or hazards requiring further action and escalates them as needed. 3.2 Second Inspector (Inspector 2): • Completes a secondary inspection when requested by the first inspector. • Verifies or disputes findings from the initial inspection using independent judgment. • Ensures all findings and verifications are documented comprehensively. 3.3 External Assessor: • Conducts random on-site audits to independently verify the quality and accuracy of completed inspections. • Provides feedback and recommendations to improve inspection standards and procedures. 3.4 Internal Audit Team: Conducts quarterly reviews of inspection processes, logs, and control measures. • Ensures that the inspection procedure aligns with internal policies and external safety regulations. • Identifies areas for improvement and develops corrective action plans. Page 73 of 143
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16 Cemetery Management Policy Cemetery Operations V2 Issue 1 4. Procedure 4.1. Stage 1: Visual Inspection 1. A qualified memorial safety inspector performs a comprehensive visual examination of the memorial. 2. During this inspection, the inspector assesses for: o Visible cracks, chips, or damage to the stone. o Evidence of structural instability or misalignment. o Signs of environmental wear, such as erosion or corrosion of fixings. 3. All observations are meticulously documented in the inspection log, noting any immediate safety concerns. 4.2. Stage 2: Hand Push Test 1. The inspector carefully applies a small amount of force (a hand push) to the memorial stone to test its stability. 2. Observations during this test include: o The degree of movement in the stone. o Whether internal pins or fixing mechanisms catch and stabilise the stone. o Evidence of internal pins being present. 3. If movement is detected and the pins fail to hold the stone securely: o The memorial is flagged as requiring further review. o A second qualified inspector is requested to perform an independent assessment. 4.3. Stage 3: Second Inspector Review 1. A second qualified inspector conducts a full repeat of both the visual inspection and hand push test. 2. The second inspector verifies the findings of the first inspector, paying close attention to the following: o The condition and movement of the stone. o The effectiveness of internal fixings and stability mechanisms. 3. Findings are compared against the initial inspection results, and a final determination is made. 4. The second inspector ensures that all results and decisions are documented clearly and accurately. 4.4 Stage 4: Categorising Risk Following the above inspection process, memorials will be categorised as follows: Category 1 – Immediate action to make safe following inspection. This category is used for memorials which pose a risk to the health and safety of visitors and members of staff. Category 2 – Inspection shows signs of defect, however, does not pose the highest risk to health and safety. The memorial will be reinspected within 1 year. Category 3 – Memorial is deemed to be safe (if no defects are present) and will be reinspected within 5 years. 5. Memorial Safety Control Measures Following inspection, memorials deemed to be of a high risk will be laid flat.This will be carried out in a respectful and safe manner, with due care taken to ensure that inscriptions are face up and visible. For category 2 memorials, notices will be placed at the lair encouraging contact with Renfrewshire Council and where possible (if contact details are available) staff will contact lair holders. Category 3 memorials will be logged and scheduled for re visit in 5 years. Page 74 of 143
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17 Cemetery Management Policy Cemetery Operations V2 Issue 1 6. Quality Assurance Measures 6.1. External Audit 1. An external assessor from an approved training provider conducts random on-site audits of the inspection process. 2. The external assessor evaluates: o The thoroughness of the inspections performed by the memorial safety inspectors. o The accuracy and consistency of recorded findings. 3. The assessor provides detailed feedback and recommendations to enhance inspection practices and rectify any gaps in the process. 4. Results of external audits are shared with management to support continuous improvement efforts. 6.2. Internal Quality Audit 1. Internal audits will be conducted providing a comprehensive review of the memorial inspection process every quarter. 2. This review focuses on: o Inspection logs and records for completeness and accuracy. o Adherence to prescribed procedures and safety standards. o Effectiveness of control measures implemented to address identified hazards. 3. The internal audit team identifies areas for improvement and proposes actionable recommendations. 4. Audit findings are documented in a formal report, which is circulated to senior managers. 7. Documentation and Records To ensure transparency and accountability, all documentation and records related to the inspection and audit process must be maintained systematically. • Inspection Logs: Detailed logs of every memorial inspection, including visual findings, hand push test results, and any additional observations or escalations. • Audit Reports: Comprehensive records of external and internal audit findings, including feedback, identified gaps, and corrective actions taken. • Corrective Action Logs: Documentation of all corrective measures implemented to address identified issues during inspections or audits. 8. Review and Update This SOP will undergo an annual review by the internal audit team to ensure it remains aligned with current safety regulations and industry best practices. Revisions will be made as necessary to incorporate new standards or legislation, improve efficiency, and address identified shortcomings. Page 75 of 143
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18 Cemetery Management Policy Cemetery Operations V2 Issue 1 Environment, Housing & Infrastructure Renfrewshire Council Renfrewshire House Cotton Street Paisley PA1 1BR Page 76 of 143
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To: Infrastructure, Land and Environment Policy Board On: 22 January 2025 Report by: Director of Environment, Housing & Infrastructure Heading: Biodiversity Update 1. Summary 1.1 The Council has 33 areas within it’s Open Space Estate that have been converted to biodiversity sites over the last few years. To ensure these sites deliver maximum environmental and community value, Neighbourhood Services undertook a thorough review of each site. 1.2 The proactive assessment of biodiversity sites focused on identifying opportunities to enhance biodiversity management, improve aesthetics and strengthen biodiversity contributions in line with the Biodiversity Action Plan. This report outlines the outcomes of the review and details the planned enhancements for the forthcoming year. 2. Recommendations It is recommended that the Infrastructure, Land and Environment Policy Board: 2.1 Notes the outcomes from the biodiversity review and the planned enhancement works across the biodiversity sites. 3. Biodiversity Review 3.1 On completion of the Biodiversity review, the following key observations were identified: 3.1.1 Panelled Borders: The review has identified an opportunity to further enhance biodiversity site presentation and aesthetics by adapting the current maintenance strategy to establish well-defined panel boarders. This will include short mown grass along the edges of biodiversity sites. Item 6 Page 77 of 143
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3.1.2 Plant Composition and Visual Appeal: Across our biodiversity sites it has been identified that grass mixes have become a more prominent feature than wildflowers. While grasses support biodiversity goals, adjusting the planting balance to include more flowering plants could achieve the dual objectives of enhancing biodiversity and creating visually appealing spaces. 3.1.3 Public Preference for Non-Native Species: There was a strong public preference noted for non-native flower species due to their vibrant colours, although native plants are better aligned with Scotland’s biodiversity objectives. Exploring ways to incorporate a broader range of native species with enhanced aesthetic appeal could address this preference while supporting ecological goals. 3.1.4 Site Specific Challenges: Several site-specific challenges were identified: • Salt Exposure: Plant survival was notably lower in areas exposed to excessive de-icing salt. Introducing salt-tolerant plant species could mitigate this issue. • Biodiversity Connectivity: Some planting locations lacked sufficient connectivity to act as effective biodiversity corridors. Biodiversity corridors are physical connections that link up areas of habitat allowing wildlife to move between them. Further development and integration of corridors across sites would align with the Biodiversity Action Plan. • Space Constraints: Narrow central reservations presented challenges for maintenance. Limited space restricted the establishment of perimeter borders while preserving habitat-rich grassland. 3.1.5 Road Safety Considerations: In some areas, large plant mixes close to junctions posed potential road safety concerns by reducing visibility for members of the public. Careful redesign of planting schemes near junctions will improve safety while maintaining biodiversity benefits. 3.2 The overall findings of the review identified opportunities for enhancement of all existing biodiversity sites through a broader planting scheme, adapted site maintenance and alignment with ecological priorities. Addressing these key observations will enhance site aesthetics, site safety and ensure long-term sustainability. 4. Next Steps 4.1 The outcomes from the review underpin the management approach for 2025 and future seasons biodiversity management. 4.1.1 Maintenance: The review has identified an opportunity to adapt the maintenance of existing biodiversity panels. Moving forward, all panels will feature a perimeter "picture frame" border, mown around the grass edge every four weeks. This will clearly distinguish biodiversity sites, making them instantly recognisable while ensuring they remain neat and presentable. This approach will be implemented across all identified biodiversity panels. 4.1.2 New Cutting Trial: The Service will trial a new "sway cutting" programme in Knockhill Park. This involves cutting a deliberate shape into the biodiversity area and managing this shape to maintain its integrity. This method reinforces a structured and intentional approach to biodiversity management. 4.1.3 Signage (Recognising Biodiversity Sites): To improve public awareness and education, the Service will increase signage at biodiversity sites. These signs will promote biodiversity by providing information about the species of grasses and flowers present. 4.1.4 Trial of New Species: The Service proposes innovative trials at Linwood Road and Paisley St. James areas, focusing on diverse planting strategies: Page 78 of 143
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• Linwood Road: The four roundabouts on Linwood Road will undergo new works starting end of January. Grass will be removed, and colourful borders, trees, and hedges will be planted to create a layered biodiversity landscape. The central reservation strip will receive additional maintenance, and the Linclive Roundabout will feature a 2-meter mown border with enhanced central planting. This approach ensures the established meadow grassland is retained while enhancing the existing biodiversity. • Paisley St. James: The biodiversity grass meadow strip will be retained but enhanced with a hybrid approach. This will involve adding colour through feature panels and maintaining a deliberate perimeter edge cut. Small sections of colourful planting will surround the meadow, improving the aesthetic appeal while preserving the biodiversity habitat. • Plug Plants: Plug plants will be trialled at select locations as an immediate solution to introduce vibrant native species and enhance the visual impact of biodiversity areas. The planting of such items adds instant colour to biodiversity areas. 4.2 Widening the Scope of Biodiversity 4.2.1 To date, efforts to enhance biodiversity have largely focused on wildflower planting and meadow grasslands. To further advance this initiative, the service plans to adopt a more holistic approach by incorporating a diverse mix of shrubs, trees, and flowers. This hybrid strategy will not only guide the immediate development of future biodiversity sites but also enhance existing ones. By diversifying planting schemes, the service aims to create more resilient and ecologically rich environments that better support biodiversity and visual appeal. 4.2.2 Expanding the current biodiversity management approach will help inform the creation of larger, more diverse biodiversity areas. This includes identifying new opportunities in open spaces, parks, and other locations such as roundabouts, where hybrid planting strategies can be implemented. By incorporating a range of plant species—trees, bushes, flowers, and grasses—the service can foster interconnected and sustainable biodiversity networks across varied urban and natural settings. Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. 2. HR & Organisational Development – None. 3. Community/Council Planning – None 4. Legal – None 5. Property/Assets – None 6. Information Technology – None Page 79 of 143
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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 – Careful redesign of planting schemes near junctions will improve safety while maintaining biodiversity benefits. 9. Procurement – None 10. Risk – None 11. Privacy Impact – None 12. COSLA Policy Position – None 13. Climate Change – Conserving and restoring natural biodiversity spaces is essential for limiting emissions and adapting to climate impacts. 14. Children’s Rights – None List of Background Papers: None Author: Gavin Hutton, Head of Operations and Service Development Email: Gavin.Hutton@renfrewshire.gov.uk Page 80 of 143
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___________________________________________________________________ To: Infrastructure, Land and Environment Policy Board On: 22 January 2025 ___________________________________________________________________ Report by: Director of Environment, Housing & Infrastructure ___________________________________________________________________ Heading: Renfrewshire Council (Pavement Parking Exemption) Order 2025 ___________________________________________________________________ 1. Summary 1.1 In terms of the Road Traffic Regulation Act 1984 and the Council’s Scheme of Delegation, the making of a Traffic Regulation Order (TRO) is delegated to the Director of Environment, Housing & Infrastructure after consultation with the Convener of the Infrastructure, Land and Environment Policy Board and the local ward Members. 1.2 The proposed Exemption Order allows Renfrewshire Council to grant exemptions at specific roads from the nationwide pavement parking ban as per The Transport (Scotland) Act 2019. This will maintain emergency and refuse vehicle access while maintaining an appropriate footway width for pedestrians and wheelers. 1.3 On the 14th August 2024 the above Exemption Order, was advertised for public consultation which proposed to exempt the roads listed at Appendix 1 from the provisions of the pavement parking ban. 1.4 There were 85 responses in relation to the proposed areas for exemption from the Pavement Parking Ban and a further 71 responses in relation to requests for extra sites that were not included as part of the proposed Exemption Order. Item 7 Page 81 of 143
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1.5 From the 85 responses, 82 of these were in relation to locations where responses included requests that the extent of the exemptions be increased in the Craighead Estate, Bishopton (Yarrow, Morar, Cawdor, Ettrick and Teviot), Low Barholm Kilbarchan, Burns Drive Johnstone and Kintyre Avenue Linwood. For ease of administration and future enforcement, the proposed Order removes the relevant sections from this Exemption Order with a view that (elements of) the requested extensions will be included in a subsequent Exemption Order. These locations will not be considered for enforcement whilst the subsequent order is being developed. 1.6 The remaining three objections to the Exemption Order at Glenpatrick Road, East Avenue and Greenock Road have been considered and not upheld. Objections to the proposals at Low Barholm and Kintyre Avenue have been considered, with some elements not upheld. Details are outlined at section 4.8 of this report. 1.7 In accordance with the ‘Local Authorities’ Traffic Orders (Procedures) (Scotland) Regulations 1999’ and the Council’s procedures, the Board may now decide how to proceed; to either make the order in full, make the order in part, or not make the order. The type of proposed exemption does not automatically require the appointment of an independent Reporter to decide on the objections. The Board is therefore free to choose to decide on the objections itself, or, to appoint a Reporter to do so. 1.8 A plan of the proposed exemption areas can be found at this link. https://ren.maps.arcgis.com/apps/instant/basic/index.html?appid=5a1a2a5273 f043e4b89071c7fdee60b1 1.9 The enforcement of the Pavement Parking Ban requires the ILE Board to approve an amendment to the Council’s scheme of delegation to enable the Council’s Senior Community Support Officers, Community Support Officers and Community Support Assistants to issue PCNs, which is outlined at section 7.2 of this report. ___________________________________________________________________ 2. Recommendations It is recommended that the Infrastructure, Land and Environment Policy Board: 2.1 Considers and decides on the objections made and not upheld in relation to The Renfrewshire Council (Pavement Parking Exemption) Order 2025 at the meeting of this Policy Board rather than appointing an independent reporter. Page 82 of 143
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2.2 Subject to recommendation 2.1 and the objections not being upheld, approves the implementation of an amended Exemption Order, which includes the roads as listed at Appendix 1, and authorises the Director of Environment, Housing & Infrastructure in conjunction with the Convener of Infrastructure, Land & Environment Policy Board to make the Traffic Regulation Order. 2.3 Approves the commencement of enforcement activity associated with the national pavement parking ban as per The Transport (Scotland) Act 2019 by Renfrewshire Council’s Parking Attendants. As a result it approves the amendment to para 20 on page 92 of the scheme of delegation shown in para 7.2 of this report and that the amendment be implemented with immediate effect, and 2.4 Notes that this is the first in a series of exemption reports that are likely to be considered by the Board as additional areas for exemption are to be considered. _________________________________________________________ 3. Background 3.1 Transport (Scotland) Act 2019 prohibits pavement parking, double parking (defined as parking more than 50 cm from the edge of the carriageway) and parking at dropped kerbs at known crossing points. For the purposes of the pavement parking legislation, a motor vehicle is defined as parked on a pavement if it is stationary and one or more of its wheels (or any part of them) is on any part of the pavement. From 11 December 2023, local authorities have had the tools they require to enforce the parking prohibitions by issuing a Penalty Charge Notice of £100 (reduced to £50 if paid within 14 days) (Transport Scotland, 2023). 3.2 There are exceptions for certain vehicles, including those that have been parked to save a life or respond to a similar emergency, as well as parking for up to 20 minutes if vehicles are delivering, loading or unloading goods; as long as the 1.5m minimum footway width is maintained. 3.3 This proposed order is for exemptions to the Transport (Scotland) Act 2019 pavement parking ban. It has been agreed that a one size fits all approach will not work everywhere and that is why the Act provides local authorities with the opportunity to grant exemptions from the national ban on individual roads in line with the criteria outlined in the Pavement, Double & Dropped Kerb Parking Standards Guidance, (Transport Scotland, 2021) as outlined at 3.4 and 3.5 below. Page 83 of 143
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3.4 Point 1(a) allows a local authority to consider an Exemption Order for an area of footway where there is deemed to be sufficient space to maintain non- vehicular traffic flow whilst still allowing space for vehicles to park safely on the footway. The above directions state that a minimum of 1.5 metres of footway must be left unobstructed. 3.5 Point 1(b) would allow a local authority to exempt an area of footway from the prohibition to allow the safe passage of emergency vehicles on a carriageway. For example, this could be in relation to historic/narrow streets where there are existing footways of insufficient width and access for emergency services needs to be considered. 3.6 Within the Renfrewshire Council area there were 22 locations which were proposed for exemption following a study comprising of desktop analysis and on-site surveys. Each location was supported by an Equality Impact Assessment (EqIA) which considered specific safety and accessibility issues. _________________________________________________________ 4. Traffic Regulation Order Process 4.1 The proposal went through a single stage consultation process for a 28 day period 14th August to 11th September 2024. 4.2 The purpose of the consultation was to satisfy the statutory consultation process which would allow residents of Renfrewshire to provide comment on the proposed exemptions from the nationwide pavement parking legislation, permitting pavement parking in isolated locations. 4.3 The consultation details were published in the local press, on Renfrewshire.gov.uk and via the TellmeScotland website, where information on the exemption orders was provided in text format and in map form via Renfrewshire Council’s Geographic Information System (GIS) portal. Further to this, notices were placed on lampposts at each of the specific locations where the exemption orders were proposed. Page 84 of 143
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4.4 The online survey received 156 responses, with 85 of them being in relation to the proposed exemptions as outlined in the table below. Road Settlement Response Count Yarrow Crescent Bishopton 24 Craighead Estate Area Bishopton 17 Morar Crescent Bishopton 13 Cawdor Crescent Bishopton 12 Ettrick Drive Bishopton 5 Low Barholm Kilbarchan 4 Kintyre Avenue Linwood 3 Teviot Drive Bishopton 2 Burns Drive Johnstone 2 Glenpatrick Road Elderslie 1 East Avenue Renfrew 1 Greenock Road Bishopton 1 4.5 As a result of the consultation process, officers are recommending proceeding with the approval of the roads subject to exemption as outlined in Appendix 1 to this report. 4.6 Following consultation and discussions with the objectors on some of these locations, the decision was made to amend the Exemption Order and remove the proposed exemptions at the Craighead Estate area (includes Yarrow Crescent, Morar Crescent, Cawdor Crescent, Ettrick Drive and Teviot Drive), Low Barholm Kilbarchan, Burns Drive (from Nos 2 to 42) and Kintyre Avenue Linwood. 4.7 It is proposed to include these sections in a second Exemption Order which will propose to exempt both sides of the above roads in the Craighead Estate, extend the proposed exemption on Low Barholm up to the gable of No. 26, extend the proposed exemption on Burns Drive to include outside No. 44 and extend the proposed exemption on Kintyre Avenue to include the buildouts on the north section of the road. Page 85 of 143
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4.8 This second Order will also include any additional roads required to be exempt, following further surveys of roads that have been identified from the consultation exercise, that did not form part of the proposed Exemption Order. A subsequent 28-day consultation period on the second Exemption Order will be required. This will again involve publication in the local press, street notices and a web notice. 4.9 The areas proposed at the Craighead Estate, Low Barholm, Burns Drive, and Kintyre Avenue in the second Exemption Order will be lined at the same time of the first Exemption Order implementation in order to permit residents to park on the exempt sections of footway. Signs formalising the exempt sections will only be installed once the second Exemption Order is made and implemented. Like our disabled bay procedure, this allows residents to gain the benefit of the exemption while awaiting the conclusion of the administration of the second Order. Page 86 of 143
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4.10 The objections in relation to the other locations are detailed below. Information which could personally identify the objectors has been removed. Road Settlement Objection Officers’ Review Kintyre Avenue Linwood At 109 Kintyre Ave which is not exempt yet there is no space to park unless you go on pavement. From 109, 113, 111 and Davaar Court there is not even 1 space per household. Where can people with mobility issues park? Exemptions to be extended to include the buildouts on the north section of the road. All other sections of footway require to be kept clear to maintain pedestrian access. Kintyre Avenue (Same objection received from two objectors) Linwood I am writing to you regarding the proposed pavement parking exemption within Kintyre Avenue (numbers 25 to 73.) As a homeowner and a driver within the proposed area, I am aware of and acknowledge the difficulties of parking within the street. Additionally, I also recognise the need for such parking restrictions with regard to pedestrian safety and the reduction of accidents. However, and whilst I do not entirely object to the proposal, I feel, it necessary as a homeowner and owner of a vehicle to engage in this consultation/review period in order to ensure all possible considerations have been evaluated prior to any final decision made. As stated above, whilst I do acknowledge the problem of pavement parking within the street; I believe that singularly reducing, restricting and financially penalising drivers within the street, whilst failing to offer a suitable alternative is not a viable solution. In conjunction with this, I do not feel that a thorough analysis of parking within Kintyre Avenue has been completed as there are additional areas which arguably are significantly more unsafe and require some reconsideration. With the above in mind, I would like to draw your attention to areas which the council ironically are not proposing to make exempt from parking (house numbers 1-7.) Cars and bins obstruct a smaller pavement for pedestrians than the areas you have acknowledged- which makes it almost impossible for prams, the disabled, or most adults to pass. Additionally, these cars are parked very close to the turn into Kintyre Avenue and are often quite obstructive and make turning into the street quite dangerous- especially considering Exemptions to be extended to include the buildouts on the north section of the road. All other sections of footway require to be kept clear to maintain pedestrian access. Page 87 of 143
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Road Settlement Objection Officers’ Review there is a child play park in proximity. I am unsure how this has not been acknowledged or recognised, but should now however reinforce the necessity for further discussions and alterations to the plans prior to any final decision. I would also Like to propose that the council seek to reduce the size (depth) of the pavement, in order to create additional space for parking. This space is a large additional pavement superfluous to requirements, which should they be removed (and which does not reduce the size of the actual pavement) would make space for 2 cars to park legally at each point. These "additional pavements" are spaced throughout the proposed area and by being removed would provide additional parking for potentially 8-10 cars. I am concerned that the lack of alternative solutions and compromise, paired with a sheer punitive approach is demonstrative of a "money-making exercise” for the Council; and whilst I am not disputing there is an issue which requires management within Kintyre Avenue, nor objecting to the need for parking exemptions, I believe it essential that the right solution be found; and the rights, lives and circumstances of residents within the street be respected and considered in order to reach equilibrium and ultimately the success and aims of the exemptions. East Avenue Renfrew I have a drive, but several times, I've not been able to gain access to the road, due to vehicles parking across my drive or parking directly opposite on the pathway and when my neighbour has two cars on the drive, it means I'm blocked in. I have seen disabled visitors in wheelchairs have to use the road, due to the parking. I have seen families with young children, have to use the road because of the parking. I have spoken to many neighbours and there's a general concern that if there was a fire in a house, the fire brigade could not at times (particularly at night) gain access. Even ambulances, have been known to have trouble gaining access. We also have parking on the corners of exit to the street, which means that when you are leaving the street, you have a restricted view. A couple of times I've witnessed (Almost accidents because of this). Considered appropriate to provide one clear footway and some opportunity to park close to residences yet still allow emergency vehicle access to the short cul-de-sac. Retain proposed exemption. Page 88 of 143
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Road Settlement Objection Officers’ Review Glenpatrick Road Elderslie With regard to the proposed pavement parking exemption on Glenpatrick Road. I would urge you to reconsider the section that extends south of 69 Glenpatrick Road, adjoining the Golf Course boundary. Because of vegetation being allowed to overgrow the boundary of the golf course here, the pavement is reduced to almost half its original width at points. Combine that with inconsiderate parking from those dropping children at Wallace Primary, and parking of large work vehicles belonging to residents. I don’t believe there is justification for pavement parking to exist here, for the following reasons: -There are no residential properties on the eastern side of the road -The properties on the western side all have driveways. -The road is wide and unobstructed at this point Adding pavement parking at this point also increases the danger associated with the signposted blind summit at the crest of the hill. Regardless of whether the pavement parking at this section does go ahead, the council should work with the golf course to ensure the removal of the excess vegetation. The vegetation has been cut back to maximise the footway width. The marking of the parking spaces will control the positioning and size of vehicles able to use the spaces. It is considered important to maintain the existing facility. Retain proposed exemption Greenock Road Bishopton I have been directed to yourselves via the email below. I am looking for information on what the council are planning to do in light of the upcoming "kerb parking" regulations that are due to be enforced from November time. In particular, the A8 (Greenock Road) in Bishopton between Lorimers and Angie Campbell Hair Salon (cross roads). This has been an area that has always had cars parked on the pavement, but the traffic on the road has still, on the whole, been able to flow. With the new regulations coming through, my concern is that a number of vehicles will be parked on the road, causing utter chaos to traffic flow on this very busy part of Bishopton. The controls provided by marking out the parking spaces to limit the areas available and to leave sufficient space for pedestrians are sufficient to meet the objector's requirements. Retain proposed exemption. Page 89 of 143
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Road Settlement Objection Officers’ Review Are the council looking at proactive measures to stop this from happening? Eg. traffic safety measures, double yellow lines, no parking measures, keep clear road markings etc?? Low Barholm Kilbarchan The information that I have read suggests that this will not directly affect No20, but in reality others that are affected on the southern side of Low Barholm (and visitors and those on the other side of the road) would then impact on the ability to park outside No20. There is no access to parking behind these properties and if I am reading this correctly parking will not be allowed on the stretch between No20 and the railway bridge where on the whole there is ample wide pavement parking available. While as neighbours as a general rule we get on well with each other and have no “designated” parking slots, this doesn’t sound like a very well thought out proposal – and where would your suggestion be to park when the pavements are taken up between the Trust Inn and the property at No20 Exemptions to be extended to the gable end of no. 26 Low Barholm. There are no properties fronting the south side of the road beyond no. 26 where the carriageway reduces in width towards the rail bridge. There are also vehicle accesses and a bus stop situated between the gable of no. 26 and the rail bridge. Low Barholm Kilbarchan I am sending this email in relation to the Renfrewshire Council (Pavement Parking Exemption) Order 202, in relation to the publication with reference TRO1003, to show my support and appreciation for the application of the exemption to the new law on pavement parking to Low Barholm, Kilbarchan. At the same time I would like to ask you to consider the extension of this exemption to the pavement area from no.22 to no. 26 and, more in general, to the old gas works wall as, I believe, it is wide enough to allow both parking and a comfortable passage for pedestrians, prams or wheel chair. For that part of the pavement, even a soft pavement marking (e.g. paint) to show the area where parking would be allowed, in a sort of split between car parking and pedestrian passage, could help guarantee a sensible solution for residents. Finally, even if unsure about the relevance of this observation to this matter or to you in your current role, I would like to suggest the consideration of speed cameras or any other solution which would help in reducing car speed in Low Barholm. At the moment there is only one panel which used to show a "Slow down" message if 30mph were passed, but it has never been visible due to the vegetation and it's been at least a year where the message, for some reason, doesn't even come up. Exemptions to be extended to the gable end of no. 26 Low Barholm. There are no properties fronting the south side of the road beyond no. 26 where the carriageway reduces in width towards the rail bridge. There are also vehicle accesses and a bus stop situated between the gable of no. 26 and the rail bridge. Traffic calming / road safety requests outwith the scope of the Pavement Parking Exemption Order process. This will be considered in line with the Council’s adopted Road Safety Policy. Page 90 of 143
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Road Settlement Objection Officers’ Review Even adding a signal with the 30mph limit might be something, though not sufficient, to help reduce speeding, which is a very serious and dangerous matter for us, also considered the absence of any zebra crossing on our street. Low Barholm Kilbarchan I am contacting you re: the pavement parking exemption at Low Barholm. I support this and ask that the exemption apply past number 20 to include the pavement to the fence for the burn. This pavement is also wide and is required by residents and their visitors for parking. It is wide enough for safe pedestrian access and also a parked vehicle. Indeed this afternoon I saw a lady on a mobility scooter travelling safely between the houses at Low Barholm and parked cars so obviously room for both. One neighbour who is within the exemption area has mooted the idea of a residents only parking at this area as they park a van and a private car outside their property. However I do not support making the pavement area for residents only as these spaces are required by all residents along Low Barholm and also their visitors. Exemptions to be extended to the gable end of no. 26 Low Barholm. There are no properties fronting the south side of the road beyond no. 26 where the carriageway reduces in width towards the rail bridge. There are also vehicle accesses and a bus stop situated between the gable of no. 26 and the rail bridge. Low Barholm Kilbarchan I am emailing to comment on the proposed pavement parking exemption, in particular at Low Barholm, Kilbarchan. Currently the proposal is suggesting that the exemption will apply from the Trust Inn up to number 20. I am asking for the exemption to be applied all the way up to the old gasworks wall. The reasoning for this is that the pavement is wide enough for cars to park all the way to that point whilst still allowing space for the general public to walk through. Additionally, even with cars parked fully on the pavement, there is still plenty of space to get a pram or a wheelchair through. It is on these grounds that I object to the proposed exception stopping at number 20 - it should be applied to the whole row. Exemptions to be extended to the gable end of no. 26 Low Barholm. There are no properties fronting the south side of the road beyond no. 26 where the carriageway reduces in width towards the rail bridge. There are also vehicle accesses and a bus stop situated between the gable of no. 26 and the rail bridge. Page 91 of 143
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4.11 The following sites were raised in the consultation and will be subject to desktop analysis to determine if site surveys are required to assess the potential for additional exemptions. Road Settlement Road Settlement Road Settlement Berl Avenue Houston Moorpark Square Renfrew Warlock Road Bridge of Weir Greenhill Crescent Elderslie Stuart Road Bishopton Glasgow Road Paisley Newtyle Road Paisley A8 Greenock Road Bishopton New Avenue and Hallside Howwood Hillview Road Elderslie Abbey View Paisley Royal Inch Crescent Renfrew Ivanhoe Road Paisley Arkleston Road Paisley Kirk Road Houston Auchmannoch Avenue Paisley Buchlyvie Road Paisley Ladykirk Crescent Paisley Balmoral Crescent Inchinnan Calderpark Street Lochwinnoch Lochinver Crescent Paisley Banchory Avenue Inchinnan Cunninghame Rd Kilbarchan McKay Crescent Johnstone Bathgo Avenue Paisley Kinpurnie Road Paisley Milliken Drive Kilbarchan Broomlea Crescent Inchinnan Gartmore Road Paisley Sandy Road / Afton Drive Renfrew Earl Place Bridge of Weir Hawkhead Avenue Paisley Mimosa Road Bridge of Weir Fauldshead Road Renfrew Mains Hill Erskine Main Road Elderslie Fraser Avenue Bishopton Murray Street Paisley Shuttle Street Kilbarchan Hay Avenue Bishopton Park Avenue Elderslie Tandlehill Road Kilbarchan Hazelwood Road / Runfurly Road Bridge of Weir Lossie Crescent Renfrew The Hawthorns Erskine _________________________________________________________ Page 92 of 143
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5. Traffic Order Approval Procedure 5.1 The Local Authorities' Traffic Orders (Procedure) (Scotland) Regulations 1999 state that before making the order, the Council (in the form of its Infrastructure, Land and Environment Policy Board) must consider all objections made and not withdrawn. In this respect, the terms of the Regulations state that the Board may consider the objections itself in fulfilment of its statutory obligation. Alternatively, the Board may choose to appoint an independent Reporter to hold a hearing to consider the objections. 5.2 If the Board decides to exercise its discretion and not appoint an independent Reporter, then it must consider the objections and either uphold them, in which case the proposal shall be dropped, or consider the objections and then approve the implementation of the restrictions as advertised, as a whole or in part, and authorise the Director of Environment, Housing & Infrastructure to make the Order. 5.3 If the Board decides to choose the public hearing, it should be recognised that the Reporter’s deliberations could take approximately 15 weeks. Thereafter, the Board has an obligation to consider the report and recommendation made by the Reporter and to decide on whether to proceed with the order. 5.4 The cost of arranging an independent Reporter to hold a public hearing is estimated at £5000. Therefore, it is recommended that the Board considers the objections itself. _________________________________________________________ 6. Implementation 6.1 Should the Infrastructure, Land and Environment Policy Board approve the implementation of the exemptions as advertised, excluding the noted amendments, officers will arrange for the required lining and signing works to make the Order enforceable. 6.2 As explained above, in addition to these requirements, there will be a requirement for a further Exemption Order to satisfy the outcome of the statutory consultation process. ___________________________________________________________________ Page 93 of 143
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7. Enforcement Provisions 7.1 The ILE Board is delegated to exercise the functions of the Council in relation to road traffic regulation. Part 6 of the Transport (Scotland) 2019 Act, which allows for PCNs to be issued in respect of contraventions of the pavement parking prohibition, the double parking prohibition or the dropped footway parking prohibition, falls within that definition. 7.2 This report seeks to have specific powers relating to road traffic regulation delegated to specified officers by virtue of an amendment to para 20 on page 92 of the scheme of delegation (shown in bold below): “Senior Community Support Officers, Community Support Officers and Community Support Assistants are authorised in terms of the Road Traffic Regulation Act 1984 and the Road Traffic Act 1991 both as modified by the Road Traffic (Permitted Parking Area and Special Parking Area) (Renfrewshire Council) Designation Order 2010 to issue Penalty Charge Notices and in terms of Part 6 of the Transport (Scotland) Act 2019 and the Parking Prohibitions (Enforcement and Accounts) (Scotland) Regulations 2023 to issue Penalty Charge Notices”. ___________________________________________________________________ Implications of the Report 1. Financial - The nominal capital and revenue costs of implementing and maintaining the proposed lines and signs can be accommodated within existing budgets. 2. HR & Organisational Development – N/A 3. Community/Council Planning – Our Renfrewshire is thriving / Reshaping our place, our economy and our future – Low speed residential environments improve living conditions for Renfrewshire’s residents. 4. Legal - The relevant legislation is the Local Authorities' Traffic Orders (Procedure) (Scotland) Regulations 1999. 5. Property/Assets – N/A 6. Information Technology – N/A Page 94 of 143
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7. Equality & Human Rights (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. Some negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified and not all can be fully mitigated. Despite the potential for adverse impact it is believed that it is reasonable and proportionate to take the action recommended in the report. A full copy of the Equality Impact Assessment undertaken is attached. 8. Health & Safety - The primary reason for the exemption order is to permit pavement parking on roads to maintain emergency and refuse vehicle access while maintaining an appropriate footway width for pedestrians and wheelers. 9. Procurement – N/A 10. Risk - No risks have been identified in relation to the proposal. 11. Privacy Impact – N/A 12. Climate Risk – N/A 13. Children’s Rights – This report demonstrates compliance with Article 6 (life, survival and development) and Article 24 (health, water, food, environment) of the United Nations Convention on the Rights of the Child enter details or not applicable. 14. Cosla Policy Position – N/A Author: Mark Higginbotham, Transportation and Active Travel Manager Email: mark.higginbotham@renfrewshire.gov.uk Page 95 of 143
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Appendix 1 Roads to be included in amended Exemption Order Bishopton • Greenock Road (at West Porton Place) • Removed temporarily to allow their expansion and inclusion in a future Order; o Cawdor Crescent (east side) o Ettrick Drive (east side) o Morar Crescent (east side) o Teviot Drive (east side) o Yarrow Crescent (east side) Bridge of Weir • Houston Road (south side of the service road at Elm Road) • Houston Road (both sides between Warlock Road and Freeland Drive) Crosslee • Houston Road (east side between Whirlie Road and Crosslee Park) Elderslie • Glenpatrick Road (east side between Kings Crescent and Edzell Drive) Johnstone • Burns Drive (52 to opposite 63, 17 to 21 and 33 to 69) • Removed temporarily to allow its expansion and inclusion in a future Order; o Burns Drive (from 2 to 42) • Graham Street (north side between Hagg Road and Hagg Crescent) Kilbarchan • The Grove (entire road) • Removed temporarily to allow its expansion and inclusion in a future Order; o Low Barholm (south side, from 12 to 26) Langbank • Middlepenny Road (north side, from 18 to 20) Page 96 of 143
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Linwood • Removed temporarily to allow its expansion and inclusion in a future Order; o Kintyre Avenue (south side, from 25 to 73) Lochwinnoch • Newton of Barr (north side) Paisley • Andrew Street (north side, between Caledonia Street and Albion Street) • Blythswood Drive (south side, between Caledonia Street and Albion Street) • Penilee Road (both sides, between Auchmannoch Avenue and School Road) Renfrew • East Avenue (north side) • West Avenue (north side) Page 97 of 143
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___________________________________________________________________ To: Infrastructure, Land and Environment Policy Board On: 22 January 2025 ___________________________________________________________________ Report by: Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: #YouDecide Evaluation Report ___________________________________________________________________ 1. Summary 1.1 This report provides an evaluation of the development and delivery of the Council’s £1.2M Infrastructure and Assets Community Investment Fund, #YouDecide, which was agreed by the Infrastructure, Land & Environment Policy Board in August 2020. The £1.2M Community Investment Fund was split between 16 localities, equating to £75K per area. 1.2 This fund was used to encourage communities to have their say on what improvements and new infrastructure that they wanted to see in their local areas through participatory budgeting and formed part of the Council’s commitment to allocate 1% of its budget to participatory budgeting. As well as giving local people a key role in the decision-making process around improving infrastructure within their local area, the Council gained a better understanding of community priorities. 1.3 In total, 2811 ideas were generated from residents across Renfrewshire. These ideas were then shortlisted to 119 projects, with nearly 5000 votes received. Fifty successful projects were announced at a community event which over 100 residents from across Renfrewshire attended. 1.4 A significant communications and marketing campaign took place to promote #YouDecide and as a result 87% of local people agreed that they had increased knowledge of participatory budgeting, with 81% of local people agreeing that it was a good way for the Council to identify projects and allocate funding. Item 8 Page 98 of 143
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1.5 For those who provided feedback in relation to participating in the process, 65% of people advised that they had never taken part in a Council consultation before, demonstrating the effectiveness of the engagement process in reaching those who had not previously engaged with the Council and who may have been harder to reach in the past. ___________________________________________________________________ 2. Recommendations It is recommended that the Infrastructure, Land and Environment Policy Board: 2.1 Notes the content of the report, and that the learning from the approach used will be applied to any future participatory budgeting processes in the future. _________________________________________________________ 3. Background 3.1 The Community Empowerment (Scotland) Act 2015 requires local authorities to promote and facilitate public participation in decision-making activity within the authority, including the allocation of resources. 3.2 The principals of Participatory Budgeting are about addressing the needs within communities. It is well known that better community engagement and participation leads to the delivery of more responsive services as well as better outcomes for communities. 3.3 COSLA and the Scottish Government have developed and agreed a framework on which to take forward participatory budgeting. The framework acts as an enabler for active participation of communities in local decision making and it establishes a shared expectation that Elected Members, Senior Officers and local communities will go beyond the current arrangements for engagement and consultation. 3.4 A target of 1% of a local authority budget to be set by participatory budgeting was agreed, however, this is a minimum. Renfrewshire Council aspire to go beyond this target and for participatory budgeting principles to become “business as usual”. The Council is committed to this approach as it believes it will support community involvement and lead to better decision making. 4. Main Objectives of #YouDecide 4.1 The campaign was a democratic innovation in Renfrewshire, which empowered communities to shape the allocation of £1.2M for infrastructure improvements. 4.2 This budget was dedicated to supporting projects that align with the strengths, needs and aspirations of local communities, allowing residents to decide on infrastructure improvements they value most. Page 99 of 143
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4.3 The main objectives of #YouDecide were to: • Promote awareness of participatory budgeting to communities • Encourage local communities to play an active role in the decision- making process, with a particular focus on those who do not normally engage with the Council. • Ensure successful outcomes for communities. 5. Community Feedback 5.1 This was not a traditional Council project; therefore, a more creative strategy was required to reach out and engage with residents who are not normally engaged with the Council. 5.2 As a result, 65.2% of those who provided feedback stated that they had never participated in a council consultation before, demonstrating how effective the consultation approaches have been in reaching those who have not engaged with consultation and who may have been harder to reach in the past. 5.3 When asked if they thought that participatory budgeting was a good way for councils to allocate monies to projects, 81.6% of responding residents agreed that it was a good way to allocate funding and projects. 5.4 This was further strengthened by focus groups members who all agreed this is a good way to allocate funds as it gives the community more autonomy in their own area. The focus group noted however, that continuity would be key to successful relationship building with communities. ___________________________________________________________________ Implications of the Report 1. Financial – The budget for the #YouDecide campaign was met from the Roads Capital Investment programme. 2. HR & Organisational Development - none 3. Community/Council Planning – Better community engagement and participation leads to the delivery of more responsive services and better outcomes for communities. This campaign was closely aligned to the ‘sustainable and connected’ priority of the Renfrewshire Community Plan which seeks to ‘listen and respond to the needs of communities, and partners.’ It is also aligned with the priority of Supporting the wellness and resilience of our citizens and communities through Enabling communities to have their voice heard and influence the places and services that affect them. 4. Legal - none 5. Property/Assets - none 6. Information Technology - none Page 100 of 143
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7. Equality & Human Rights - none 8. Health & Safety - none 9. Procurement - N/A 10. Risk - none 11. Privacy Impact - N/A 12. Climate Risk - N/A 13. Children’s Rights - N/A 14. Cosla Policy Position - This initiative helps to deliver on Cosla commitments to develop community empowerment and participatory budgeting. _________________________________________________________ List of Background Papers None ____________________________________________________________ Author: Gwyneth Heaney, Senior Manager, Climate and Public Protection. Email: Gwyneth.heaney@renfrewshire.gov.uk Page 101 of 143
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1 #YouDecide Evaluation Report Environment, Housing & Infrastructure Page 102 of 143
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2 #YouDecide Evaluation Report Contents 1. Introduction ....................................................................................... 3 2. Background ........................................................................................ 4 2.1. Main Objectives of #YouDecide ............................................................. 5 2.2. #YouDecide Planning Phase ................................................................. 6 2.3. #YouDecide Ideas Stage ........................................................................ 8 2.4. #YouDecide Community Voting .......................................................... 10 2.5. #YouDecide Successful Projects .......................................................... 11 2.6. #YouDecide Community Engagement & Feedback ............................ 12 2.7. Marketing Campaign ........................................................................... 12 2.8. Conclusion .......................................................................................... 14 2.9. Appendix 1 Awarded Projects ............................................................. 15 2.10. Appendix 2 #YouDecide Steering Group Self Evaluation .................... 19 Page 103 of 143
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3 #YouDecide Evaluation Report 1. Introduction Environment, Housing & Infrastructure set aside £1.2M from its five year Roads Capital Investment Programme to create an Infrastructure & Assets Community Investment Fund. This fund was used to encourgage communities to put forward proposals and make decisions on investments in infrastructure and assets within their local areas through participatory budgeting, and formed part of the Council’s commitment to allocate 1% of its budget to participatory budgeting. Communities were invited to have their say on what improvements and new infrastructure they would like to see in their area. This gave local people a key role in the decision-making process around improving infrastructure within their area, but the Council also gained a better understanding of community priorities. The process was branded #YouDecide and the £1.2M was split between 16 localities across Renfrewshire, equating to £75K per area. Key highlights of the campaign include: • In total, 2,811 ideas were generated from residents across Renfrewshire. These ideas were then shortlisted to 119 projects, with nearly 5000 votes received. • The successful projects were announced at a community event which over 100 residents from across Renfrewshire attended. • A significant communications and marketing campaign took place to promote #YouDecide and as a result 87% of local people agreed that they had increased knowledge of participatory budgeting, with 81% of local people agreeing it was a good way for the Council to identify projects and allocate funding. • For those who provided feedback in relation to participating in the process, 65% of people advised that they had never taken part in a Council consultation before, thus demonstrating the effectiveness of the engagement process in reaching those who have not previously engage in consultation and who may have been harder to reach in the past. Page 104 of 143
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4 #YouDecide Evaluation Report 2. Background The Community Empowerment (Scotland) Act 2015 requires local authorities to promote and facilitate public participation in the decision making and activity of the authority, including the allocation of resources. The principals of Participatory Budgeting (PB) are about addressing the needs within communities. It is well known that better community engagement and participation leads to the delivery of more responsive services as well as better outcomes for communities. Participatory Budgeting allows communities to have their say on how a percentage of a budget can be spent in their local area. COSLA and Scottish Government have developed and agreed a framework on which to take forward participatory budgeting. The framework acts as an enabler for active participation of communities in local decision making and it establishes a shared expectation that elected members, senior officers and local communities will go beyond the current arrangements for consultation and engagement. A target of 1% of a local authority budget which has been set using participatory budgeting was agreed, however, this is simply a minimum. Renfrewshire Council aspire to go beyond this target and for participatory budgeting to become ‘business as usual’. The Council is committed to this approach as it believes it will support more community involvement and lead to better decision making. Mainstream Participatory Budgeting (PB) empowers citizens to engage directly in decisions about local budgets, resource distribution, and service planning. This approach goes beyond allocating individual budgets, often referred to as small grants PB, or setting aside separate funds for community engagement and consultation. Instead, it integrates PB into the broader process of allocating existing resources across all council services. For more details on the key principles of PB can be found in the PB Charter for Scotland. PB was an important recommendation of the local government-led Commission for Strengthening Local Democracy in 2014: “Democratic power should be delivered from communities up, not drip down from above. Democratic innovations such as … participatory budgeting … should … become the standard by which [participation in decision making] is delivered in Scotland.” Mainstream PB can be used alongside other models of community engagement to advance equalities, enhance democratic renewal, and progress public sector reform. Page 105 of 143
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5 #YouDecide Evaluation Report 2.1. Main Objectives of #YouDecide #YouDecide was a democratic innovation in Renfrewshire, utilising participatory budgeting to empower communities to shape the allocation of a £1.2M Community Investment Fund. This budget was dedicated to supporting projects that align with the strengths, needs, and aspirations of local communities, allowing residents to decide on infrastructure improvements they value most. The initiative also enabled the Council to better understand and respond to community priorities. The main objectives of #YouDecide were to: • Promote awareness of participatory budgeting • Encourage local communities to play an active role in the decision-making process, with a particular focus on those who do not normally engage with the Council. • Ensure successful outcomes for communities The goals of the project aligned closely with Renfrewshire Council’s strategic outcomes of: “Place” • Developing our relationship with, listening to, and involving our communities in the shaping of their future, particularly around the Council’s investment and budgeting decision, and ensure that a wide range of voices and view are heard. • Adopting a ‘place shaping’ approach to developing our communities – working together to maximise or collective impact and influence across economic, social, physical, cultural, and environmental policies and practices. “Economy” • Improving lives and securing wellbeing through a stronger, inclusive, and sustainable economy, being creative, imaginative, and linking opportunities to enhance the benefits of Renfrewshire. This initiative was also underpinned by Renfrewshire Council values:We are Fair; We are helpful; We are great collaborators; and We value learning to help us innovate, improve, and deliver better services. Page 106 of 143
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6 #YouDecide Evaluation Report 2.2. #YouDecide Planning Phase #YouDecide was the first mainstream PB programme to be undertaken by Renfrewshire Council. From the outset of the process there has been the intention to learn as we go, with the learning to be used to inform other PB projects from both within the E&I service and other service areas across the Council. From inception of the project a multi-disciplinary project team was established to ensure a strong partnership approach. The core group consisted of officers from: • Roads & Transportation, • Communications & Marketing, • Partnerships & Inequalities, • Data Analytics, • Community Learning & Development, and • Project Management Unit. Expert advice was also sought from a range of other services as was required. Prior to the planning of the process staff from the planning group engaged with both Stirling and Dundee councils around their large scale PB programmes which they previously delivered. This allowed the planning group to benefit from the knowledge gained from staff who undertook these processes and gave a real insight into the scale of the work, which was to be undertaken, allowing a realistic approach to the resources that would be required to deliver the #Youdecide programme. With strong links to Renfrewshire’s Community Plan 2017-2027, the project team also worked with Community Councils and Local Partnership’s at each stage to update on the process and gather feedback about the approaches which were being undertaken. This allowed local people to have their say on the design of the process. Information and training sessions were delivered to staff across the EH&I service to both inform them about Participatory Budgeting and support their understanding as to why the process was being undertaken. This allowed staff to understand how their existing roles might be affected and what their involvement would be in the process. This meant that the process was integrated within current staff roles rather than employing new staff in difficult financial times. Page 107 of 143
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7 #YouDecide Evaluation Report The convenor for the Infrastructure, Land and Environment Policy Board took on the role of PB champion, supporting the wider group of elected members to support the process and understand their own role within it. The PB champion also supported the planning group to understand and address the concerns of elected members about the process. This allowed for a smooth transition to a new way of working without too many delays to the process. Communities were at the heart of this project; therefore, it was important to ensure we had conversations with communities. The brand name #YouDecide was created along with a highly visible and successful communications and marketing strategy. The aim was to have as wide a representative profile of Renfrewshire’s communities as possible, with representation from all towns, villages, and communities, using cultural activity and creativity to make it easy to encourage residents to engage. This focussed face to face consultation exercise approach proved very successful with a higher-than-average response rate. Page 108 of 143
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8 #YouDecide Evaluation Report 2.3. #YouDecide Ideas Stage The £1.2M Community Investment Fund was allocated across 16 localities in Renfrewshire, providing £75,000 for each area. Residents were given the opportunity to determine which infrastructure projects were most important to their communities. The public engagement process occurred in two phases: Phase 1 – Residents and workers in Renfrewshire were invited to contribute their ideas and suggestions for infrastructure improvements in their area, creating a list of potential projects. Phase 2 – These suggestions were shortlisted using a matrix system that considered several factors, including: • Innovation and creativity. • Environmental and physical infrastructure improvements that would have wide community benefits. • The proposals would ideally cost between £5000 - £50,000 with limited ongoing maintenance costs • Has the work or similar work already in the pipeline or other works which could impact • Will additional work be required? Ideas were looked at to see what design work was required and if it was feasible. • It needed to be on Council land due to potential restrictions and delays around permission processes. When submitting ideas individuals needed to use their postcodes to decipher which locality the idea was being suggested for. Residents could only submit ideas for the area in which they lived or worked. They were asked to provide as much information as possible about the locality for the idea and they had an opportunity to provide pictures. Details of how we engaged residents across Renfrewshire can be found in the community engagement section of this report. A total of 1,982 postcodes were submitted with ideas, the number of ideas received was 2,811. The total number of postcodes directly relates to the number of individuals who entered an idea. (Due to multiple ideas from individuals the total number of ideas submitted was higher than postcodes submitted) Page 109 of 143
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9 #YouDecide Evaluation Report There were 159 Invalid postcodes in Stage 1. This equated to 8%. This meant that the person lived outside Renfrewshire but in almost all cases were submitting an idea for Renfrewshire. This was permitted in stage1 but was restricted to Renfrewshire residents for the voting Stage. The variety of ideas submitted are outlined in the table below. Category Percentage Traffic and Transportation 21.77% Roads 13.56% Sport and Leisure facilities 13.28% Park play equipment 10.01% Lighting 7.98% Litter/ Waste and dog bins/Overgrown Vegetation 7.75% Misc 8.49% Environment and Planting 5.67% Public Seating 2.68% Local Clubs and Hubs 3.23% Public Toilets 1.66% Other – out with Renfrewshire etc 1.52% CCTV 1.34% Flooding 1.06% Totals 100.00% Page 110 of 143
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10 #YouDecide Evaluation Report All ideas were subject to a screening and feasibility process as described earlier. The final short list of 119 projects, which residents from across 16 localities were able to vote on can be found at the end of this report in Appendix 1. From the list of ideas, there were 168 ideas which did not meet the criteria of the fund. Rather than disregarding these ideas they were passed on to other relevant departments. These other ideas have been incorporated within planned service improvements. These include some upgrades within parks, a new footpath, dropped kerbs and vegetation removal. 2.4. #YouDecide Community Voting Engagement with residents across Renfrewshire mirrored the process carried out in Phase 1. Engagement with residents across Renfrewshire took place via: • Outdoor Promotion Tour Across Renfrewshire • Online platforms • Community groups • Local Partnerships • Leaflet drop via hubs/supermarkets/doctors • Schools • Libraries both in communities and school libraries • Youth Groups Officers were based in outdoor locations throughout Towns and Villages on specific dates to promote the programme and encourage members of the public to cast their vote. Postcards with a QR code containing details of how residents could vote for projects in their area, were distributed through community hubs and local supermarket deliveries. Voting took place using Survey 123 and residents had to provide a postcode ensuring they only voted for the projects within their local area. Arrangements for additional support to those residents who did not have access were put in place to ensure they were also able to cast their vote. Page 111 of 143
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11 #YouDecide Evaluation Report 2.5. #YouDecide Successful Projects Fifty successful projects, all providing significant community benefits, were announced at a dedicated community event. Over 100 attendees from across Renfrewshire joined the celebration, which showcased these impactful initiatives. The event also featured various stallholders promoting additional community projects and initiatives. At the event one resident commented: ‘I turned to my wife when our idea was successful and she had a tear in her eye, it’s perfect’. He went on to say ‘You look at how many people attended the event, and they all represent a community project that #YouDecide has helped which is amazing. There are people walking out this building tonight with massive smiles on their faces’. This demonstrated that residents felt listened to and part of the decision-making process. This was further strengthened during a focus group held with residents about the process when it was agreed by all that they were cynical about the process at first due to previous experiences. However, personalised feedback from the #YouDecide team helped to alleviate their view that there were predetermined winners. This made it feel more genuine and as though the council were genuinely willing to consider the proposals. Page 112 of 143
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12 #YouDecide Evaluation Report 2.6. #YouDecide Community Engagement & Feedback #YouDecide was the first participatory budgeting project of its kind within Renfrewshire Council therefore it needed an alternative approach to community engagement. This was not traditional Council project therefore, a more creative strategy was required to reach out and engage with residents who are not normally engaged with the Council. As a result, 65.2% of those who provided feedback stated that they had never participated in a council consultation before, demonstrating how effective the consultation approaches have been in reaching those who have not engaged with consultation and who may have been harder to reach in the past. When asked if they thought that participatory budgeting was a good way for councils to allocate monies to projects, 81.6% of responding residents agreed that it was a good way to allocate funding and projects. This was further strengthened by focus groups members who all agreed this is a good way to allocate funds as it gives the community more autonomy in their own area. The focus group noted however, that continuity would be key to successful relationship building with communities. 2.7. Marketing Campaign The programme’s highly visible marketing campaign directed people to all the information online. There was a dedicated email address, to ensure people could direct any questions or requests for information straight to the #YouDecide planning group. A video was published across all social media sites, as well as being shared directly with a wide range of local groups’ own social media pages. Radio advertising was also used as part of the engagement activity. Of those who provided feedback 59.9% stated that they heard about the project through social media, indicating that there is still a place for face-to-face consultations. Page 113 of 143
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13 #YouDecide Evaluation Report Alongside the highly digital presence, the project team delivered a wide range of face- to-face roadshows in every town and village across Renfrewshire to ensure that as many residents as possible had the opportunity to participate in the programme. The roadshows involved council staff and volunteers basing themselves both inside community buildings, such as libraries and sports hubs as well as being present outside in parks and community spaces with information and resources such as ideas postcards to support residents to submit ideas offline. Staff also attended council and community events across Renfrewshire, such as the Halloween festival, local gala days, and Christmas light events as well as having a presence in a range of supermarkets. In addition to this staff attended umbrella equalities groups such as the DEAR group who then cascaded information out to their members, they also attended meetings of community organisations supporting people with specific protected characteristics such as older people’s groups, youth groups, women’s groups, and carers groups. Schools and sheltered housing complexes also hosted information sessions. Of those who provided feedback, 34.7% cited events such the Halloween Festival, local roadshows, and community groups as places they accessed information, confirming getting out into towns and villages to speak to people was worthwhile. A survey was created to collect feedback from residents who participated in the process. The survey was initially circulated at the announcement event, and then was sent out by email to all individuals whose details were held on the system because they either submitted and idea or voted in the process. The response to the survey questionnaire was received from 141 residents, which equates to 7.1% of those who participated in the process. A self-evaluation process was carried out by the planning group to identify want went well and areas for improvement, which can be used to support future PB activity within the council. The planning team used the National Standards for Community Engagement to measure the activity against. A rating system was designed which ranged from 1 – 6. 1 being excellent and 6 being unsatisfactory. All 7 standards were rated individually, and the team agreed a rating of 3 or above. A copy of this evaluation can be found in Appendix 2 at the end of this report. Page 114 of 143
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14 #YouDecide Evaluation Report 2.8. Conclusion #YouDecide ensured that communities were at the heart of the process by having conversations with them about improvements they would like to see in their local area. The successful projects have delivered real benefits for communities. In response to one of the projects delivered in Queens Road Park, Elderlsie, one resident told us “Our village really benefitted from the #YouDecide Project. One of the successful suggestions was to resurface the area next to the newly installed Queens Road play park. We are currently working with Renfrewshire Council to arrange the installation of an outdoor gym on the newly resurfaced area, which will be used by teenagers and adults alike to improve their fitness, health, and wellbeing. We are also exploring what else we can do with this new flat surface, maybe painted line games or dedicated cycling areas for kids. Thank you to all the Elderslie people who voted on the project, it really is making a very positive difference to Elderslie!” #YouDecide has demonstrated the power of participatory budgeting in fostering meaningful community engagement, enhancing democratic processes, and delivering tangible benefits across Renfrewshire. By empowering residents to have a direct say in the allocation of resources, the Council has not only strengthened its relationship with local communities but also ensured that public funds were directed toward projects that truly reflect community priorities. The success of this initiative provides a solid foundation for future community engagement approaches, reinforcing the Council’s commitment to collaboration, transparency, and innovation in shaping a brighter, more inclusive future for all. Page 115 of 143
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15 #YouDecide Evaluation Report 2.9. Appendix 1 Awarded Projects BISHOPTON Engage with the local community to carryout improvements to the appearance of roundabouts in the Village BISHOPTON Install a tarmac path and seating along one side of the grass area on Ferry Road in front of West Porton Farm BISHOPTON Install outdoor exercise equipment at Churchill Drive Park BROOKFIELD & BRIDGE OF WEIR Install a wheeled sports area in Moss Road Park for sports including skateboarding, scooters and skates for children and young people to enjoy BROOKFIELD & BRIDGE OF WEIR Install speed activated signs at the entrance to Brookfield ELDERSLIE Light up the Wallace Monument to make it more of a feature ELDERSLIE Install outdoor exercise equipment at Old Road Park ELDERSLIE Install speed activated sign on Main Road ELDERSLIE Install seating at Main Road near the NCR75 cycle path entry/exit ELDERSLIE Upgrade the path that runs alongside the river from Abbey Road to Wallace Avenue to tarmac ELDERSLIE Upgrade the tarmac surface at Queens Road Park ERSKINE Create ramps either side of existing steps at Holms Crescent to aid pedestrians with mobility issues, prams and bikes ERSKINE Upgrade the Clyde Walkway path from Newshot Drive around to the river and create additional seating at the waterfront Page 116 of 143
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16 #YouDecide Evaluation Report ERSKINE Install lighting on link path between Millfield View and Linburn Road HOUSTON Install a pedestrian crossing near the bus stop on Magnus Road/Piper Road HOUSTON Repair steps and ensure accessible access to Helicopter Park (South Mound) for people with mobility issues, prams and bicycles HOWWOOD Install lighting in Howwood Park connecting Beith Road and Midtown Road HOWWOOD Improve the playing surface at the Howwood Park playing field HOWWOOD Tarmac the perimeter path around Howwood Park INCHINNAN Add two additional lighting columns to existing lighting in Inchinnan Park to provide lighting around the play area INCHINNAN Install lighting column on the path between Braemar Road and Old Greenock Road bus stop INCHINNAN Install a gate from Inchinnan playing fields car park to allow direct access to the park and upgrade the path as required INCHINNAN Resurface the footpath Broompark Drive that leads to Inchinnan Primary INCHINNAN Design and install information boards at points of interest around Inchinnan following engagement with the local community INCHINNAN Install seating on the pedestrian cycle route at the A8 Greenock Road JOHNSTONE Additional lighting in the park on the Ellerslie Street area next to the play park JOHNSTONE Install additional lighting in Spateston Park link path from Sheldrake Place to Spateston Road Page 117 of 143
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17 #YouDecide Evaluation Report JOHNSTONE Install kickabout football goals in Spateston Park JOHNSTONE Install outdoor exercise equipment at Thomas Shanks Park JOHNSTONE Install new lighting columns from Miller Street to Ritchie Park KILBARCHAN Install additional lighting in Kilbarchan Park from Well Road to Park View KILBARCHAN Create an activity trail around the village with information boards KILBARCHAN Engage with the local community to improve the appearance of the roundabout at the entrance to the village (Easwald Bank) LANGBANK Install items of play equipment in Station Park LANGBANK Upgrade the path through Langbank playing fields from Station Road to the train station LINWOOD Install a wheeled sports area in Kintyre Park for sports including Skateboarding, scooters and skates for children and young people to enjoy LINWOOD Install Lighting in Kintyre Park LOCHWINNOCH Install lighting in Lochwinnoch Park around surrounding path network LOCHWINNOCH Lighting improvements from the car park at Lochwinnoch Park (Lochlip Road) towards the train station PAISLEY EAST Create an enclosed dog exercise area in East End Park PAISLEY EAST Install lighting in Barshaw Park from Arkleston Road entrance to car park PAISLEY EAST Replace all play equipment in Jennyswell play park Page 118 of 143
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18 #YouDecide Evaluation Report PAISLEY GLENIFFER Improve the paths within Gleniffer Braes Country Park PAISLEY GLENIFFER Improvements to Gleniffer Braes Car Park (off Glenfield Road) and improve the signage PAISLEY NORTH, WEST & CENTRAL Access improvements to Glencoats Park to aid users with mobility issues, prams and bikes PAISLEY NORTH, WEST & CENTRAL Install additional play equipment in South Candren Village Green play area PAISLEY NORTH, WEST & CENTRAL Install additional street lighting at the entrance to Ferguslie Gardens opposite West Lane RENFREW Improve the appearance of roundabouts and add additional signage at the two main entrances to the town - Glasgow Road and Paisley Road RENFREW Install additional seating in Renfrew Town Centre RENFREW Make improvements to the play area in Glebe Street Page 119 of 143
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19 2.10. Appendix 2 #YouDecide Steering Group Self Evaluation Engagement Standard Definition Steering Group strengths / Comments Rating Evidence Areas for Improvement/Suggestions for future? Inclusion We will identify and involve the people and organisations that are affected by the focus of the engagement All ideas were considered and counted. The number of individuals who entered an idea was 1,982 (Due to multiple ideas from individuals the total number of ideas submitted was 2, 811) Roadshows & Group sessions reached a wide range of groups and individuals with protected characteristics. 65.2% of those who provided feedback stated that they had never participated in a council consultation before. Planning engagement work to coincide with community events was particularly helpful in ensuring a wide reach of residents. 2 - Very Good • Roadshow Calendar • List of local & community events • List of Groups and orgs who hosted sessions. • Visits to schools and sheltered housing plan. • Targeted social media posts • Consider how to include community representation on the steering group • More consideration needs to be given to ethnic minority groups as this was a gap in engagement. • More consideration needs to be given to the geographical areas in the plan. • Consider capturing equalities info in any future exercises Support We will identify and overcome any barriers to participation. The team used digital and non-digital communication methods. A dedicated email address was supplied for people to contact the team directly. Tablets were taken out into communities, schools, and sheltered housing complexes as well as a range of supermarkets, and access was made available in local libraries to both the 3 - Good • Plans for sessions with groups, schools, and vulnerable groups • Video with subtitles • BSL interpreter attended event, on request • Consider Non digital voting (possible tokens system) • Consider BSL for videos and other engagement activities • Consider use of other formats such as Brail, large print & other languages and offer on request Page 120 of 143
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20 #YouDecide Evaluation Report • Digital and non- digital tools Planning There is a clear purpose for the engagement, which is based on a shared understanding of community needs and ambitions. There was a clear purpose for the activity to be undertaken, the Director and Convenor of the service were both on board with from the outset. The team has done well to plan and deliver the project considering the challenges of COVID restrictions at the time of planning. There was a clear aspiration of the percentage of each vote required for each area to make a project idea selection valid. Being able to keep an eye on this figure allowed the staff to know where engagement work was effective or needed more activity targeted at it. 1 - Excellent • Project Mandate • Board Reports • DPIA • Elected Member info Sessions • Information sessions to affected staff • Presentations to Local Partnerships • Consider how to include community representation on the steering group • Consider how to capitalise on the use of supermarkets for future engagement • Consider a new approach to the collection of ideas, which requires less intense staff time to collate • Where possible consider time of year and weather Working Together We will work effectively together to achieve the aims of the engagement. As well as staff from E&I, a steering group was made up of a range of key members of staff from across the council. ‘I Thought the project was a great display of internal partnership working, ……’ Steering group Member The steering group also worked closely with a range of umbrella community groups and organisations to plan events and information sessions. ‘There were quite a few unintended outcomes achieved, for example, being able to feedback engagement findings to other council departments re; the needs of communities they were working with’. 1 - Excellent • Information session presentation • Meeting Notes • Action Plans • Meeting Attendance Records • Email Records to and from Community groups and organisations • Consider carefully when each service should be brought into in the process. • Consider involving residents from the planning stage/Consider a role for them on the steering group Communication We will communicate clearly and Direct comms with elected members to raise awareness of the project and address any issues before the project started was helpful to the process. 2 – Very Good • Board Reports • Elected Member info Sessions • Consider in more detail the format of information and its intended audience. I.e., Page 121 of 143
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21 #YouDecide Evaluation Report regularly with the people, organisations and communities affected by the engagement Involving an elected member as project Champion helped raise the profile of the project with elected members. E&I staff awareness sessions – to highlight the project and prepare them for their involvement. Localised & branded post-cards/leaflets at the ideas stage were effective as non-digital approaches to information sharing Other corporate media activity. Including social media Of those who provided feedback 59.9% stated that they heard about the project through social media The use of PR, using a known local athlete, Jack Carlin, to feature in the launch press release raised the profile of the activity & process Attending community groups to share information ‘Committing the resource to in-person communications are what’s needed to support the digital communications and marketing’. Steering group Member Significant efforts were made to identify and reach out to community orgs via social media alongside the corporate social media scheduling. It has provided a good foundation/list of contacts for future community type projects. • PB Champion role • Information sessions to affected staff • Presentations to Local Partnerships • Roadshow staff awareness sessions. • Corporate social media schedule • Radio info • Video with subtitles • Roadshow schedule • Community group session schedule large print copies & other languages • Consider an approach that gets all schools on board/consider someone from education being part of the steering group • Consider staff capacity for feeding back to individuals or gathering more information about their ideas • Future PB exercises from E&I and wider council should consider using the existing #YD brand Page 122 of 143
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22 #YouDecide Evaluation Report Methods We will use methods of engagement that are fit for purpose Using all communication channels available helped reach a wider audience including Videos for both phases working well. Roadshows & In person sessions helped reach those who are not traditionally engaged Postcards and boxes worked well for the ideas phase to support a non-digitised approach A good comm’s & marketing plan really helped the process to be highlighted and accessible to people Having a dedicated email for the project was useful to reach people and allow them to reach us easily with questions & Ideas. Use of a local celebrity helped raise the profile 2 – Very Good • Comm’s plan • Marketing plan • Roadshow Schedule • Copies of postcards and boxes/pictures of roadshows • Social media content • Email address/content • Consider voting platform for future programmes. A range of comments on improvements can be found in the #YD Review file on TEAMS project site • Consider having a survey which restricts ‘free writing’ • Consider staff time for managing non digitised data • Consider the time and expense to execute a method against likely benefit/reward Impact We will assess the impact of the engagement and use what we have learned to improve our future community engagement. All outcomes were met as part of the process All ideas were considered, and decisions are reflected in the projects delivered (those with the most votes) ‘This truly was decided by local people’ Information shared with other services re; community aspirations Learning points from process will be shared with other services planning PB activity. 2 – Very Good • Engagement plan • Board paper • Planning documents • Number of ideas • Number of people voting • Feasibility reports Overall comments ‘I Thought the project was a great display of internal partnership working, as well as an exemplar of how consultations should take place. Committing the resource to in-person communications is what’s needed to support the digital communications and marketing’. At each stage of the project, we used all available communication channels to reach those who could be affected and tried to involve as many people as possible - especially those who do not normally engage with the council. We met with people and groups in-person, visited busy local areas, and supported people to feedback digitally via email or online. Page 123 of 143
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23 Environment, Housing & Infrastructure Renfrewshire Council Renfrewshire House Cotton Street Paisley PA1 1BR Page 124 of 143
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___________________________________________________________________ To: Infrastructure, Land and Environment Policy Board On: 22 January 2025 ___________________________________________________________________ Report by: Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Pest Control – Rodent Infestations ___________________________________________________________________ 1. Summary 1.1 At the Council meeting on 26 September 2024, the following Motion was approved: Council recognises the concerns that local people have had over the apparent rise in the sighting of rats within our communities. Council therefore instructs Officers to submit a report to the relevant Board that will focus on the issue in detail, including the legal context and highlighting the means and solutions on how the council, partner organisations and residents can manage the situation. 1.2 Legal obligations on local authorities require that, so far as reasonably practicable, their district is kept free from rats (and mice) and that they take action to destroy any infestation on land which they own or occupy. There are statutory powers available to enforce similar duties on owners and occupiers of private land. 1.3 The Council provides a pest control service which has been expanded over recent years to bring this work fully in-house, providing a more effective and efficient service. The team works closely and in partnership with Neighbourhood Services, Waste Operations, Housing Services and external partners such as Registered Social Landlords to maximise its effectiveness and to address any issues which may be contributing locally to infestations. 1.4 Data analysis has been undertaken for all recorded service requests for rat treatments over the six-year period from April 2018 to November 2024 and whilst a slightly increasing trend is noted over the most recent two year period, the full term analysis for the six years displays a decreasing trend. Item 9 Page 125 of 143
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1.5 Localised areas do at times, appear to have been impacted by rats however there are identified reasons for these which have been addressed with owners/ occupiers, Housing Services and Registered Social Landlords, as appropriate to support eradication works. 1.6 Whilst the level of reported incidences of rat infestations does not indicate any significant increase across the period considered, scrutiny on rodent activity within Renfrewshire will continue with appropriate actions being taken to address identified issues, including enforcement of legal requirements on property/land under private ownership, as appropriate. 1.7 Control and management of rat populations requires effective working across housing tenures, private land owners, businesses, Council Services and Registered Social Landlords to ensure that measures are in place to prevent infestations, including proper waste management, rodent-proofing buildings, and managing vegetation or other conditions which may attract rats. ___________________________________________________________________ 2. Recommendations It is recommended that the Infrastructure, Land and Environment Policy Board: 2.1 Notes the content of the report. _________________________________________________________ 3. Background 3.1 The main piece of legislation available to the local authority to tackle rodent infestations is The Prevention of Damage by Pests Act 1949. The act states “It shall be the duty of every local authority to take such steps as may be necessary to secure so far as practicable that their district is kept free from rats and mice, and in particular— (a)from time to time to carry out such inspections as may be necessary for the purpose aforesaid; (b)to destroy rats and mice on land of which they are the occupier and otherwise to keep such land so far as practicable free from rats and mice; (c)to enforce the duties of owners and occupiers of land under the following provisions of this Part of this Act, and to carry out such operations as are authorised by those provisions”. 3.2 It is therefore clear that responsibility for dealing with any rat infestation rests with the land and property owners and there is no obligation on the Council under these circumstances. Page 126 of 143
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3.3 Local authorities can also use the Environmental Protection Act 1990 to address issues related to statutory nuisances. This legislation allows local authorities to address statutory nuisances in their area, including any premises or accumulation. 3.4 An example of where this would apply would be if there was an accumulation of food waste then this could be deemed as a statutory nuisance as it has the potential to attract vermin. Under this legislation the Council has the power to serve a notice on the person/s responsible for the nuisance to abate the nuisance. Where those responsible cannot be identified then the responsibility would fall to the landowner. Where a notice is not complied with the Council can carry out any necessary remedial works in default and can try to recover costs. This process can be lengthy and can be expensive for the Council due to failure to pay. 3.5 However, there are some limitations to the legislation, for example, an accumulation of inert waste cannot be classed as a statutory nuisance as it does not attract vermin. 3.6 There are also some legal restrictions on how poisons are used which limits the ability to undertake treatments in some areas; particularly open areas of land. 3.7 Causes of rodent infestation can be complex and multifaceted however, when Pest Control Officers attend calls, they will investigate potential contributory factors and reasons which have either resulted in the infestation, or factors which result in the infestation persisting, despite attempts to eradicate the rats. During investigations some reasons which have been identified include inappropriate storage of household waste and overflowing bins, loose black bag waste, accumulation of dog fouling and bird/wild animal feeding. Where informal efforts to resolve issues are unsuccessful, Officers will take appropriate enforcement action to resolve the situation and have a range of powers available to them to do so. 3.8 Table 1 below outlines the number of requests for service and notices served to address an accumulation of refuse. In line with the Council’s Regulatory Services Enforcement Policy and graduated approach to enforcement, every service request will result in an officer carrying out an initial advisory visit with enforcement action being carried out as a last resort. Page 127 of 143
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Incidents recorded 2023/24 April-December 2024 Service requests in relation to refuse in backcourts/gardens 62 65 Enforcement Notices serviced to remove waste 3 3 Works carried out in default 1 0 Duty of Care Visits 89 52 4. Current Position and Analysis 4.1 Detailed analysis has been undertaken for all recorded service requests for rat treatments over the six-year period from April 2018 to November 2024 and whilst a slightly increasing trend is noted over the most recent two-year period, the full-term analysis for the six years demonstrates a decreasing trend. There is no specific identified reason for either the short term increase or long term decrease. The recent small increase could be as a result of increased reporting and awareness within the community, however there is not a single identified cause that is responsible. The graphs within Appendix 1 of this report provides information on these trends and numbers of enquiries per Ward area over the full six-year period. 4.2 Localised ‘hotspot’ areas have been identified through this data analysis and closer examination of these areas has identified factors which are likely to be the cause of infestation and these are summarised below. 4.3 Bird and Wild Animal Feeding Bird and wild animal feeding is a contentious and emotive issue to address with residents. There is no legislation available to prevent residents from feeding birds and wild animals on private land. Where this has been identified as a likely food source for rats, officers will request that individuals refrain from bird/animal feeding whilst eradication treatment is being undertaken. They have found there is often resistance from the public to stop feeding, even on a temporary basis to allow the rat treatment to progress. In public areas bird and wild animal feeding can be classed as littering and a Fixed Penalty Notice can be issued. There can be challenges with this as Officers require to witness the feeding taking place in order to issue a Fixed Penalty Notice. Page 128 of 143
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4.4 Business Waste There are specific duties on businesses who have a duty of care to ensure that any waste arising in the course of their business is segregated, stored and kept under their proper control before this is finally transferred to a waste service provider for its appropriate disposal. The duty extends to ensuring anyone who removes their waste are authorised to do this and that the waste producer is satisfied that their waste will be correctly disposed of. Businesses who do not keep their waste under proper control are breaching this statutory duty of care but in so doing, will provide an available food source for rats. This is often the cause of infestation through rats firstly being attracted to the food source. The Council has enforcement powers to ensure businesses comply with this Duty and Officers engage with business operators as required to ensure they have satisfactory waste arrangements in place. There are plans in place to have an increased focus on business duty of care arrangements in 2025 with a joint working initiative taking place with the Environmental Taskforce and Waste Services. 4.5 Domestic Waste Households are also under a duty of care, to a less stringent level, to manage their waste. Through various teams within the Council including Housing, Waste Operations and Environmental Health, work is undertaken to ensure as far as is practicable that residents appropriately store waste and put bins out for servicing regularly. 5. Service Delivery and Joint Working Arrangements 5.1 The Council has always provided a pest control service for Renfrewshire residents through the employment of in-house Pest Control Officers, and currently there are two full time equivalent posts allocated to this role (with support from an Invest Trainee who assists with treatments). 5.2 The Officers also work alongside Environmental Health Officers, Housing Officers, Neighbourhood Services, Waste Operations and RSLs whereby any issues or concerns about property/land which are contributing to any situation are addressed through relevant staff engaging with owners/occupiers/tenants to ensure that remedial measures are instigated to assist in resolving any infestation. Page 129 of 143
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5.3 Members will note that charges for the provision of pest control services were introduced by this Board in April 2020 and analysis of calls for service requests has not indicated any significant impact on requests as a result of this. Figure 1 within Appendix 1 indicates a general downward trend in the number of service requests being received, albeit there are significant fluctuations in numbers across the months. 6. Next Steps 6.1 In previous years the Council’s in house Pest Control team had to rely on support for external contractors in order to meet its obligations in relation to control of pests. A review of the service has led to a significant reduction on the reliance of use of private contractors with this now only occurring in exceptional circumstances for specialist activity. 6.2 The Environmental Health team take a proactive approach to control of pests and will continue to develop those joint working relationships and where possible deal with pests by preventing the environment for them occurring in the first place. 6.3 A joint area of focus for the Service going forward will be a refreshed approach to enforcement of duty of care legislation with every business in Renfrewshire being visited in the coming months to ensure the legislation is being enforced appropriately. 6.4 Whilst the latest short term trend analysis indicates a slight increasing trend in infestation, there does not appear to be any specific reasons for this (outwith those described earlier within this report), and no wider issues have been identified. There is no simple solution to the number of infestations which are being reported however the control and management of rat populations requires effective working across all housing tenures, private landowners, businesses, Council Services and Registered Social Landlords to ensure that measures are in place to prevent infestations, including proper waste management, rodent-proofing buildings, and managing vegetation or other conditions which may attract rats. 6.5 Pest Control Officers have also been trialling new forms of treatment and recently have used a calcium-based rodenticide which acts differently to traditional poisons by having a marked increase in calcium and mineralisation of tissue, which becomes lethal and the bait also has a stop-feeding effect on rodents within a 24 hour period of uptake. Early indications are positive and this appears to eradicate infestations more quickly, resulting in fewer visits being required by Officers and benefiting residents at the same time. If the trialling is successful, the use of this rodenticide will be expanded as appropriate. ___________________________________________________________________ Page 130 of 143
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Implications of the Report 1. Financial – none 2. HR & Organisational Development - none 3. Community/Council Planning – • Our Renfrewshire is safe – control and eradication of pests is essential to ensuring that our communities are protected from the adverse impacts which can result from vermin infestation, including disease, property damage and general wellbeing. 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 -N/A 10. Risk - none 11. Privacy Impact- N/A 12. Climate Risk- N/A 13. Children’s Rights- N/A 14. Cosla Policy Position- N/A _________________________________________________________ List of Background Papers None _________________________________________________________ Author: Colin Hunter, Environmental Health and Community Safety Manager Email: colin.hunter@renfrewshire.gov.uk Page 131 of 143
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Appendix 1 Pest Control Service Request Breakdown Figure 1- Long Term (Six year) Trend Data Figure 2- Short term (2 Year) Trend Data Page 132 of 143
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To: Infrastructure, Land and Environment Policy Board On: 22 January 2025 Report by: Director of Environment, Housing & Infrastructure Heading: Renfrewshire Council – On-going Strategic Property Review 1. Summary 1.1 In 2022, Renfrewshire Council commenced a Strategic Property Review (SPR). The objectives of the review are to assess the size of and shape of the property estate and to produce a modern portfolio that will: • Support learning • Support service delivery outcomes • Support community needs • Reduce its carbon footprint (including energy consumption) • Have a financially sustainable property portfolio to invest in and maintain. 1.2 A paper to the Infrastructure Land and Environment (ILE) Board in May 2023 set out the key principles which underpin the review and the approach that would be taken. The principles and approach, outlined below, were agreed by the Board and the paper supported. Principles • Council has a modern, good quality operational and community property portfolio that meets the needs of services and communities that we can sustainably maintain and invest in. • Support reducing the carbon footprint across our sustainable property portfolio. • Ensure there is access to good quality community facilities in all communities. • For property and land assets declared surplus, consider potential regeneration plans to support the closure and development of the property asset and associated land. • Develop a new Learning Estate Strategy that looks at the replacement / refurbishment needs of schools for the next 25 years. Item 10 Page 133 of 143
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• Exit where possible from external leases. • Council partners pay their fair share of property costs. 1.3 This paper notes the progress of the review to date, describing the processes employed to assess and consider our properties and the services provided from them. For example, the paper highlights progress on exiting from external leases and the disposal of surplus properties through sale or Community Asset Transfer (CAT). 1.4 As part of the next steps, consideration and discussion will be required to understand which buildings remain core to Renfrewshire Council (and must be retained) and which buildings may require further discussion around consolidation, CAT etc. These discussions will take place with relevant stakeholders over the next six months. 1.5 To ensure a coordinated approach, an Asset Management Oversight Group has been established to strategically oversee the whole portfolio across all current reviews detailed in this paper, and to ensure alignment for proposed changes/investment etc in the portfolio. ___________________________________________________________________ 2. Recommendations It is recommended that the Infrastructure, Land and Environment Policy Board: 2.1 Note the updates detailed within this report. ___________________________________________________________________ 3. Background 3.1 The SPR began with an exercise to assess the existing portfolio of buildings owned or leased by Council. The portfolio includes properties currently in use, other properties that may be unused and surplus properties. This consists of two strands: • Community and Operational assets • Commercial assets 3.2 The Commercial portfolio of assets consists of around 60 Industrial Units and 175 Retail Units. Commercial buildings are being reviewed separately and an update to this board will be undertaken in due course. 3.3 The scope of the SPR reviewed Community and Operational assets, which currently consists of 232 buildings, including schools, civic buildings such as Town Halls, operational buildings used to support services (including Housing, OneRen & HSCP), staff facilities, Waste, Leisure, Cultural and Community Facilities. 3.4 The review initially analysed the relevance and purpose of properties based on current corporate and operational knowledge including service and community use of the properties. Page 134 of 143
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3.5 The portfolio was further examined to assess how each building is used to deliver services in the broadest sense and subsequently, in terms of a more focused property type and reflecting the division of administrative responsibilities between OneRen and Renfrewshire Council. Grouping Number Percentage OneRen Cultural & Leisure 73 31.5% Operational 40 17.2% Residential 20 8.6% Surplus 20 8.6% Learning Estate 79 34.1% Property Type Number Percentage Community Facilities 15 6.5% Household Waste Recycling Centre 5 2.1% Learning Estate 79 34.1% Offices – in use 7 3.0% Offices – not in use 2 0.9% Residential 20 8.6% Self-managed Community Facilities 10 4.3% Specialist Facilities 22 9.5% Sports Pitches Changing 16 6.9% Staff Welfare Facilities 4 1.7% Surplus 20 8.6% Swimming and Sports 13 5.6% Town Hall, Museums & Libraries 19 8.2% _________________________________________________________________________ 4. Approach 4.1 The SPR has made good progress since the previous update to board. A locality- based review of buildings and service provision across the towns and villages of Renfrewshire was undertaken, with multi-service workshops assessing the capacity and demand in our buildings and the extent to which they complement other local facilities and services. 4.2 Discussion focused on how to ensure maximum use is made of Council buildings to deliver services and offer the facilities communities need, for example, through future co-location of services. Each theme has an associated strategy which sets out potential options. 4.3 We will now be required to understand which buildings remain core to Renfrewshire Council (and must be retained) and which buildings may require further discussion around consolidation, CAT etc. Page 135 of 143
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Asset Management Oversight Group 4.4 In June 2024, the Corporate Management Team (CMT) discussed and approved the establishment of an officer Asset Management Oversight Group to ensure that activity related to the Council’s property estate is strategically coordinated and that there is oversight of key decisions and activities. In turn, this should help to avoid duplication of effort and silo working. 4.5 The Oversight Groups scope will include the following interconnected and related programmes of work: • Strategic Property Review • Learning Estate Strategy • Commercial Property Review • OneRen Review • Any other related asset management activity (e.g. lifecycle maintenance / capital work) • Community Asset Transfers • Ways of Working 4.6 It is recognised that each of the above programmes of work will have their own governance in place and this will continue with regards to decision making and reporting. However, the senior level will be established to provide strategic oversight and coordination of all programmes. 4.7 The membership of the Oversight Group includes: Director of Environment, Housing and Infrastructure – Chair Director of Children’s Services Director of Finance and Resources Chief Executive of One Ren Chief Officer Health and Social Care Partnership Head of Economy and Development Lead service representatives will be identified by each service. 4.8 With regards to reporting, the board will provide a strategic report and update the Corporate Management Team (CMT) on a quarterly basis, unless there are any exceptions. The board will report regularly to relevant policy boards. ___________________________________________________________________ 5. External leases 5.1 External leases made up of a variety of properties which are leased on behalf of different services. Currently, Renfrewshire Council leases-in 19 buildings (or spaces within buildings), for a variety of purposes, including sub-letting to other organisations. Page 136 of 143
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5.2 The strategy for external leases is to identify those from which Council can exit with a presumption in favour of relocating services to Council-owned properties where appropriate, either singly or co-located with other services. 5.3 Over the last 2 years, Council has exited 4 external leases, generating savings on lease, utilities and facilities management costs of £518k: • Office, 5 High Street, Paisley • 9B Gilmour Street, Paisley • Abbey House, Paisley • Shop, 7A Moss Street, Paisley 5.4 Work will continue to exit from external lease arrangements where opportunities arise, wherever possible consolidating services and operational functions in existing Council-owned buildings. 5.5 This approach acknowledges the likelihood that requirements for some external lease arrangements will remain, such as at Glasgow Airport Public Health Team office. _________________________________________________________________________ 6. Themes 6.1 This section examines the key property themes identified through the SPR, highlighting some of the findings that will help inform ideas and proposals on the future shape and makeup of the property portfolio. Community Facilities 6.2 The review examined demand and capacity, building condition and future investment requirements for 15 community facilities. 6.3 As well as Community Halls, schools and Town Halls are bookable as community facilities and since 2019, 77% of community lets take place within schools. Analysis of booking data indicates that demand has fallen significantly in recent years in Community Halls with some facilities used infrequently by the community and lets down 40% since 2019 whilst other community facilities has increased. Lets in Community Halls, have an average of 380 weekly booking hours, compared to 1,267 weekly booking hours in other community facilities. 6.4 One third of bookings (107 hours) at community facilities occur during the day pre- 3pm (when schools become available for lets), an average of 10 hours per week for each facility, however, many are less than this average. 6.5 Post 3pm and evening bookings account for 273 hours per week, an average of 24 hours per week for each facility. Page 137 of 143
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6.6 The proximity of most community halls to local schools suggests a degree of duplication of the facilities on offer for community lets. In some localities, local schools offer more up-to-date facilities in a modern environment compared to the local community hall. 6.7 Some community facilities mainly provide a large hall space, which may no longer meet the needs of users. 6.8 Condition surveys have been undertaken for some of the community halls, indicating the level of investment required to bring the buildings up to standard. For halls currently surveyed, the work required for lifecycle investment is over £3m over the next 5 years. An on-going commission of condition surveys will continue over 2025 to understand the condition of community buildings in the portfolio. Self-Managed Community Facilities 6.9 The review examined the demand, condition and future investment requirements of the 10 self-managed community facilities leased to community groups by Council and administered by OneRen since 2015. 6.10 Typically, self-managed community facilities were leased in the late 1990s and early 2000s, on the basis of Community Contracts between Renfrewshire Council and named community groups. The agreements pre-dated the CAT process and set out responsibilities for both Council and the Committee respectively. 6.11 In 2015, general responsibility for the administration of community facilities transferred to OneRen, however costs were shared between both bodies. 6.12 Under the terms of the community contracts, Renfrewshire Council pays for caretaking at most facilities as well as compliance, repairs and maintenance to the fabric of the buildings (generally on a ‘wind and watertight’ basis). OneRen meets utility costs for the building, gas, electricity and water. The management committee is responsible for insurance and internal fixtures and fittings. 6.13 Any income generated from community lets remains with the community group. 6.14 Liaison between community groups and the Council has reduced since the transfer for administrative responsibility to OneRen in 2015. 6.15 Similarly, adherence to the terms of the contracts has lessened, with Council often carrying out building works and maintenance that falls outside the original scope, in response to requests from community groups and Elected Members which puts a further strain on constricted budgets. 6.16 As part of the SPR, officers engaged with the management committees responsible for the running of the self-managed facilities, to explore demand, the amenities on offer and how services are delivered. Building condition and future investment requirements were also considered. Page 138 of 143
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6.17 Engagement indicated that demand is low at the majority of self-managed facilities, whilst some are well-used and consequently, well-funded through community lets. 6.18 Building condition surveys undertaken at 5 of the facilities, ranked 4 as ‘poor’ and requiring considerable investment in the next 1-5 years to bring them to an acceptable condition. 6.19 Engagement with the committee at Old Farmhouse community centre identified that the facility was primarily used to support a local nursery, with minimal other community lets. ILE Board has since approved the sale of the building to the owners of the nursery who will continue community use of the building. 6.20 Engagement at Beechwood Community Centre has seen Officers work with the committee to discuss the challenges they face and to assess how Officers and the Strategic Property Review process can assist them moving forward. 6.21 The community contracts require review and update to ensure clarity around responsibilities and expectation of what the organising committees must fund in future leases. This acknowledges the current legislative approach for such facilities would sit as a community asset transfer for self-managed community facilities. OneRen Cultural and Leisure 6.22 A joint review of OneRen services and operations is being undertaken by OneRen and Renfrewshire Council. This will examine service provision and consider if there are opportunities to consolidate operational spaces through co-location of services in existing locations, building upon an initial assessment carried out through the SPR. There will be a focus on the following workstreams: Culture; Community and Learning; Corporate Assets and Governance. 6.23 Analysis of leisure and cultural properties identified 48 buildings offering a range of services and activities. The properties are sub-divided according to function as follows: Type Number Sports Pitches Changing facilities 16 Swimming and Sports 13 Museums and Libraries 15 Town Halls 4 Operational 6.24 Reviewing operational properties has involved consideration of how services are best delivered in communities and which locations are central to that provision. Strategies have been developed for different types of operational building, including used and unused offices, staff welfare facilities, specialist services, and household waste recycling centres. Page 139 of 143
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6.25 Work continues to review all operational facilities across the portfolio to assess where services can exit and share other properties. Meetings have been undertaken with colleagues in Environment, Housing and Infrastructure to assess any opportunities around Operational workplaces and staff facilities e.g. Parks/Cemeteries. Residential 6.26 The review of residential properties in the portfolio acknowledges that many are used to address homelessness or are dedicated homes for children and adults. These properties will no longer be categorised as commercial and operational portfolio and managed as homes, as we do for the Council’s housing stock. Surplus 6.27 The strategy for surplus properties considers the need for plans to support the closure and/or redevelopment of buildings and associated land. 6.28 The review considered those properties already declared surplus by Council, some of which are still in use whilst leased out, or used for a new or temporary purpose, with a view to proposing or supporting a means of disposal. 6.29 Examples of this process are seen in former and current surplus properties which have been, or will soon be, removed from the Council’s property portfolio through sale or CAT. Since September 2022, Renfrewshire Council has brought in £826,786 of capital receipts from buildings detailed in the table below: Former Property Disposal Roneil House Sale Whitehaugh Barracks CAT Sale India Tyres Playing Fields CAT Lease Carsewood House site Sale Cartha Crescent Sale Kilpatrick Drive, Erskine - plot of land Sale Page 140 of 143
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6.30 The table below outlines properties across the portfolio that have either been brought forward to this board for sale/Community Asset Transfer or will be marketed in 2025. Due to on-going legal agreement and commercial sensitivities, capital receipts cannot be disclosed at this time unlike for the above properties. Current Property Proposed Disposal Kersland School Sale Agreed – Leased before final payment for sale in coming year. Old Farmhouse Community Centre Sale agreed – Legal agreement being taken forward Houston Village Hall Sale Agreed – Legals agreement being taken forward Montrose Care Home Advertised for Sale Falcon Day Centre CAT/Sale in process Robertson Centre Sale agreed – Legal agreement being undertaken Former Community Centre (Faither’s Club), Blackstoun Road CAT/Sale in process Old Paisley Grammar Sale Community Asset Transfers (CAT) 6.31 Officers working across both the Strategic Property Review and Community Asset Transfer are in close contact to maximise benefits and minimise potential duplication. Whilst both workstreams have their own Governance, Officers work across both. Should a property move forward to a Community Asset Transfer, a report would be taken to this Board for approval. 6.32 Since 2019, there has been 17 CATs that have been approved/concluded and there are currently 23 applications/expressions of interest in Renfrewshire Council’s building portfolio. 6.33 The CAT process can take time, however, this is an important avenue for Renfrewshire Council to explore as part of the Strategic Property Review. Partnership Working 6.34 As the Strategic Property Review covers many different Services and areas, work has been undertaken to engage and discuss with all services. This will continue in 2025. 6.35 However, one of the key discussions is with colleagues in Planning and the new Local Development Plan (LDP3) currently being considered with an evidence report being prepared. Discussions have been undertaken, and will continue to ensure that decisions and impacts are known and considered strategically to prevent unintended issues e.g. from consolidating properties. ___________________________________________________________________ Page 141 of 143
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7. Next Steps 7.1 Following this initial assessment, the review to date has shown that there are a significant number of Council properties that are under-utilised. There are a large number of community facilities, including schools and in particular ‘large hall’ facilities, which appear to have a ‘single-use’ function. 7.2 The SPR will begin to examine future options and opportunities to take forward the principles of the strategic property review, reducing the Council’s portfolio whilst providing facilities that support service and community needs. 7.3 Work will be required on community engagement with regards to the requirements and the need for services and the role buildings will play within the communities. This is a key strand for the Strategic Property Review that will be developed and taken forward. 7.4 Updates will continue to be provided to the Infrastructure, Land and Environment Policy Board in due course. These updates will be cognisant and align with other Reviews/Strategies that are currently on-going e.g. Learning Estate Strategy being reported to the Education and Children’s Services Policy Board. __________________________________________________________________ Implications of the Report 1. Financial – As part of financial sustainability, Renfrewshire Council requires to review the property portfolio to maximise efficiencies and reduce costs. There may be some land or properties sold which may raise a capital receipt that will come into the Renfrewshire Council General Fund. 2. HR & Organisational Development – Any staffing changes referenced in this report will be progressed through the Council’s HR policies and will include discussion with Managers, staff and Trade Unions as appropriate. 3. Community/Council Planning – the report details a range of activities which reflect local community and council planning themes. 4. Legal – Where required, discussion will be taken with Legal Services in regards to land and property. 5. Property/Assets – Everything detailed within this paper relates to Renfrewshire Council property and assets, including the future requirements for the Council portfolio. 6. Information Technology – Colleagues from ICT will be kept abreast of any changes to property to allow changes and feed into wider strategies e.g. Wi-Fi. Page 142 of 143
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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. However, as decisions are made throughout the Strategic Property review, an EqIA will be done throughout to have due regard to the protected characteristics. It should be noted that any rationalisation of a property will have an EqHRIA undertaken as part of the process. 8. Health & Safety – Colleagues from Health and Safety are part of groups to ensure all legislation and guidance is being followed. 9. Procurement – Work is currently on-going to undertake condition surveys for Community Buildings. Colleagues in Procurement are assisting with appropriate tender specifications/Scotland Excel Frameworks. 10. Risk – There is a risk to Renfrewshire Council that work cannot be undertaken in buildings and they fall into a state of disrepair. By rationalising the property portfolio, Renfrewshire Council can re-focus their lifecycle fund and Public Building repairs and maintenance funds to ensure other buildings are maintained to an appropriate standard. 11. Privacy Impact – None 12. Climate Change – By reducing the Council’s building portfolio, it will lead to a reduction in usage and in turn carbon emissions to assist Renfrewshire in striving to meet the Net Zero Targets. 13. Children’s Rights – Whilst this paper doesn’t directly impact on Children’s Rights, it will ensure, through appropriate buildings, that the Council’s property portfolio complies with Article 28 (Access to Education). 14. COSLA Policy Position – None List of Background Papers - None Author: Gordon McNeil, Director of Environment, Housing & Infrastructure Email: gordon.mcneil@renfrewshire.gov.uk Page 143 of 143