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Councillors and Eastwood Park Masterplan cross party member and officer working group
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TOPIC: Councillors and Eastwood Park Masterplan cross party member and officer working group

Re: Councillors and Eastwood Park Masterplan cross party member and officer working group 1 year, 1 month ago #43

  • RM64
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ALL BELOW IS HELD ONLY IN THE MEMORIES OF COUNCILLORS, COUNCIL OFFICIALS AND MEMBERS OF LEISURE TRUST !!!

ACCORDING TO THE DIRECTOR OF ENVIRONMENT -

INFORMATION IS NOT HELD !!!!!


------ Original Message ------
To: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Cc: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Sent: Friday, 20 Nov, 2020 At 09:34
Subject: Re: Why information is not held - Instruction from Gerry Mahon ERC Chief Officer (Legal and Procurement) to contact you

Hi

Sorry to bother you again, but would appreciate that you consider the following with my request of 10 November 2020.

I have just received information relating to Eastwood Leisure Centre and Eastwood Park Masterplan Working Group taking forward the development of the brief with the Trust, and the previously mentioned fortnightly meetings held to progress plans.

This information will be of help regarding Para 6 in my email below.

These meetings were held on -

20/3, 17/4, 1/5, 15/5, 29/5, 12/6, 26/6, 10/7, 11/8, 18/8, 2/9, 11/9, 18/9, 2/10, 20/10

The meetings were held by Video conference.

The names of who attended each of these fortnightly meetings are -

A McReavy, R Hammond (ERCL), A Ross (ERC from 18/9 onwards), Stallan Brand Architects

Would appreciate if you will give the following information -

Were recordings of any of these meetings made?

If so, are any of these recordings held?

Are there any Agendas/Minutes available for these meetings?

Who is A Ross?

What is their purpose in attending these meetings?

Why have they only attended since 18/9 onwards?

Who is A Ross representing?

How/where/when/to whom did A Ross report back to regarding -

What business was discussed at these meetings?

Decisions made at these meetings?

The outcome of these meetings?

Further actions?

How did they report back, By

- Email
- Report/Document
- Notes
- Minutes
- other(please state)

Why was there nobody from ERC at the meetings prior to 18/9?

How/Where/When was information reported back(and to whom) for the meetings before 18/9 regarding -

- What business was discussed at these meetings?
- Decisions made at these meetings?
- The outcome of these meetings?
- Further actions?

My apologies for this further request, but this information has just been made available and it is important that the above is made known.

Your help with this matter is much appreciated.

Thanks

------ Original Message ------
To: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Cc: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Sent: Tuesday, 10 Nov, 2020 At 12:49
Subject: Why information is not held - Instruction from Gerry Mahon ERC Chief Officer (Legal and Procurement) to contact you

Andrew Cahill, Director of Environment
Cc: Gerry Mahon ERC Chief Officer (Legal and Procurement).

I refer to the instruction(Email attached below) from Gerry Mahon, ERC, Chief Officer (Legal and Procurement).

He instructs -
'Your queries as to why information is not held falls outwith my remit in this matter and would be required to be directed to the relevant Director for the service concerned.'

It concerns further information reasonably concluded to be held by ERC regarding the Eastwood Park Masterplan Working Group.

This is a large and complex project that has been running since 2014 with an approx cost of between £40m - £60m.

It is very difficult to believe that with a project of this size/complexity and cost, that there is not further information held by ERC regarding the information outlined below.

East Renfrewshire Council tax payers must have confidence in this process and in the way it is being carried out.

Especially when Trust Board Members and in particular, Councillors who are members of East Renfrewshire Culture & Leisure Trust Board
- are there in a private capacity and not present to reflect the needs of the council
- must place the interest of the trust before that of the Local Authority, including councillors and officers.

This amount and complexity of information cannot just be contained in the memory of the Working Group participants.

Surely, It has to be recorded for reference, accuracy and scrutiny.

It is therefore reasonable to conclude from the public available information referring to the work of the Masterplan Working Group that ERC does hold further recorded information etc
(emails/reports/documents/notes/agendas/minutes etc) regarding/in the form of -

1. Meeting Agenda and Minute for at least 1 further meeting held on 13 August 2020.

2. Reports from Ian Harper(as it refers to the most recent report, it is reasonable to conclude there is more than 1 report)

'I will sort out the agenda with you in due course including attaching the most recent report from Ian Harper.'

3. Specifications regarding Leisure Centre facilities

'- Ian Harper / Anthony McCreavy to determine final specification for the Leisure Centre facilities'

4. Details of focus groups/Focus Group results. Specification and results regarding focus groups.

'Focus Groups to take place for what facilities are missing / people would like to see in the new Leisure Centre – focus groups to include; pupils, parents, users of the leisure centre and non-users'

'Bring specification and results of the focus groups back to the Working Group to sign off final Leisure Centre Specification.'

5. Final Leisure Centre Specification

'Bring specification and results of the focus groups back to the Working Group to sign off final Leisure Centre Specification.'

6. As the Cabinet Committee were informed that 'fortnightly meetings have been held since then to progress the plans.'

- Please provide Agendas/minutes/notes/reports/documents/emails regarding these fortnightly meetings

'Report to Cabinet Meeting 10 September 2020 -
East Renfrewshire Culture & Leisure Limited
Balanced Scorecard For the quarter ended 31 March 2020

Eastwood Leisure Centre and Eastwood Park Masterplan Working Group
The first meeting of the Eastwood Leisure Centre and Eastwood Park Masterplan Working Group took place on March 12th.
Chaired by the Leader of the Council, it had with representation from the Trust in the form of independent and Council Trustees, and the Chief Executive.
The group instructed the design team to take forward the development of the brief with the Trust, and fortnightly meetings have been held since then to progress the plans.'

7. I think it reasonable to conclude that there is further recorded information held regarding

- the brief for the project to be progressed by the client team.
- Details/Terms of Reference/members of the client team
- The ongoing Work during lockdown
- The instructions to the design team
- Details/Terms of Reference/members of the design team
- The development of the brief

The design team to take forward the development of the brief with the Trust - minutes/notes/reports/documents concerning this development with the Trust

Details of fortnightly meetings - minutes/notes/reports/documents

Progress of the plans - notes/reports/documents

As the following is now in the public domain -

'EAST RENFREWSHIRE COUNCIL
CABINET
10 SEPTEMBER 2020
Report by Director of Education
EAST RENFREWSHIRE CULTURE AND LEISURE END-YEAR REPORT 2019-2020
12.The vision for ERCL “is to be the highest-performing Leisure Trust in Scotland”. Action continues to be taken to improve performance further and modernise service delivery. The Eastwood Leisure Centre and Eastwood Park Masterplan Working Group, chaired by the Leader of the Council, met in March and agreed the development of the brief for the project to be progressed by the client team. Work has been ongoing during lockdown and the next meeting of the group is being arranged.

and

Report to Cabinet Meeting 10 September 2020 -
East Renfrewshire Culture & Leisure Limited
Balanced Scorecard For the quarter ended 31 March 2020
Eastwood Leisure Centre and Eastwood Park Masterplan Working Group
The first meeting of the Eastwood Leisure Centre and Eastwood Park Masterplan Working Group took place on March 12th.
Chaired by the Leader of the Council, it had with representation from the Trust in the form of independent and Council Trustees, and the Chief Executive.
The group instructed the design team to take forward the development of the brief with the Trust, and fortnightly meetings have been held since then to progress the plans.'

8. I think it reasonable to conclude that there is further recorded information regarding

- The 'suggested way forward to accelerate the project.'
- Meeting Agendas

'From: Cahill, Andrew
Sent: 11 August 2020 15:54
To: Fry, Lesley < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Buchanan, Tony (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Daws, Phil < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Fletcher, J (Provost) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Grant, B (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Ian Harper < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McReavy, Anthony < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Merrick, C (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; O'Kane, Paul (Cllr) <Paul.O' This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Shaw, Mhairi < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Smith, Graeme5 < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Wallace, Gordon (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: RE: Eastwood Leisure Centre and Eastwood Park Masterplan Working Group
Colleagues
Please find attached a summary presentation for our teleconference meeting on Thursday at 11:30 AM.
The meeting of the Cabinet at 10 AM beforehand should be finished by this time so let's aim to start at 11:30 AM sharp.
Our consultants will participate in the meeting and will talk you through the presentation and the good progress made since we last met despite the coronavirus issue.
Subject to the outcome of the discussion I will conclude with a suggested way forward to accelerate the project.
Regards
Andy
-----Original Appointment-----
From: Fry, Lesley < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 07 August 2020 16:54
To: Buchanan, Tony (Cllr); Cahill, Andrew; Daws, Phil; Fletcher, J (Provost); Grant, B (Cllr); Ian Harper; McReavy, Anthony; Merrick, C (Cllr); O'Kane, Paul (Cllr); Shaw, Mhairi; Smith, Graeme5; Wallace, Gordon (Cllr)
Subject: Eastwood Leisure Centre and Eastwood Park Masterplan Working Group
When: 13 August 2020 11:30-12:30 (UTC+00:00) Dublin, Edinburgh, Lisbon, London.
Where: Microsoft Teams Meeting
Meeting to take place via Teams at 11.30am or as soon after the meeting of the Cabinet finishes
Agenda to follow.

9. I think it reasonable to conclude that there is further recorded information regarding

- Initial aspirations of the brief and vision developed.
- Concept design strategy developed which establishes excellent facilities can be accommodated which are sensitive to and benefit from the site.
- Diagrammatic building plan developed which tests spatial requirements with clear legible architectural approach whilst considering engineering and environmental design at same time as offering flexibility.
- Clear strategy for delivering best value and quality considering existing infrastucture, opportunities, constraints and attractive site characteristics
- Outline Programme prepared to consider overall timescales and prioritiesc

10. Further Emails to/ from -

ERC
- Leisure Trust/Leisure Trust Chief Executive
- Masterplan Working Group Chair
- Masterplan Working Group members
- Third Parties
- Consultants
- Council Officials
- Director for Environment

Regarding all of the subjects(1 - 9) above.

It is very difficult to believe that with a project of this size/complexity and cost, that this amount of complex information is only held in the memory of the Members.

Electronic copies are acceptable.

Your help with this matter will be very much appreciated.

Thanks
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