Public Document Pack Committee and Members’ Services Section rd 3 Floor, Adelaide Exchange 24-26 Adelaide Street Belfast BT2 8GD
7th March, 2008
MEETING OF PARKS AND LEISURE COMMITTEE
Dear Councillor
The above-named Committee will meet in the Council Chamber, 3rd Floor, Adelaide Exchange on Thursday, 13th March, 2008 at 4.30 pm, for the transaction of the business noted below.
You are requested to attend.
Yours faithfully
PETER McNANEY
Chief Executive
AGENDA:
1. Routine Matters
(a) Apologies
(b) Minutes
2. Correspondence received from the Minister for Education, Ms C Ruane, MLA in respect of youth provision throughout North Belfast (Pages 1 - 2)
3. Re-naming of Blythefield Open Space (Pages 3 - 4)
To consider further the minute of the meeting of 14 th February under the heading “Re-naming of Blythefield Open Space which, at the request of Councillor D Browne, was referred back to the Committee for further consideration by the Council at its meeting on 3 rd March
4. Cricket Delegation
In pursuance of the Committee’s decision of 13 th December, to receive a presentation from representatives of the Northern Cricket Union and Woodvale Cricket Club in relation to the provision of cricket facilities throughout Belfast
- 2 - 5. Branding for Belfast Zoological Gardens (Pages 5 - 8)
6. Connswater Community Greenway (Pages 9 - 12)
7. Facilities Management Agreements (Pages 13 - 18)
8. Lands at Shore Road Playing Fields (Pages 19 - 24)
9. Tender for the Supply of Fruit and Vegetables at the Belfast Zoological Gardens (Pages 25 - 26)
10. Review of Rent for Parks Dwellings (Pages 27 - 30)
11. City of Belfast Golf Course - Price Increases (Pages 31 - 33)
12. Grove Wellbeing Centre Staffing Structure (Pages 34 - 37)
13. Catering Franchise at Council Leisure Centres (Pages 38 - 41)
14. Lands at Whiterock Close (Pages 42 - 48)
15. Falls Leisure Centre - Reception Cover (Pages 49 - 52)
16. 2012 Olympics - Pre-Olympics Training Camps (Pages 53 - 55)
17. North Belfast Play Forum (Pages 56 - 61)
18. Summer Schemes (Pages 62 - 63)
19. Support for Sport Development Grants and Hospitality Applications (Pages 64 - 69)
20. Acquisition of Land for Burial Provision (Pages 70 - 72)
Page 1 Agenda Item 2 Page 2 Page 3 Agenda Item 3
Extract from minutes of –
PARKS AND LEISURE COMMITTEE
14TH FEBRUARY, 2008
_____
“Re-naming of Blythefield Open Space
The Director reported that correspondence had been received from the Linfield Supporters’ Club and Blackstaff Community Development Association suggesting that, as a suitable memorial to commemorate the former Northern Ireland and Linfield football player, the late Tommy Dickson, the Blythefield Open Space be re-named the Tommy Dickson Park.
After discussion, the Committee agreed that a public consultation exercise be undertaken in relation to the re-naming of Blythefield Open Space. In addition, the Committee agreed that a report on the potential approaches to the holding of a public consultation exercise on the matter be submitted to the Committee at the earliest opportunity.”
Page 4
BLANK PAGE Page 5 Agenda Item 5
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Zoo Re-branding
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Mark Challis, Zoo Manager Joy Bond, Business Development Officer, Zoo
Relevant Background Information
The Committee will be aware of the successes of the Zoo in the past year; visitors are up, income is up, we have attracted funding from the Tourist Board for a new entrance and we have won three prestigious external awards. While these successes are the result of a team effort on the part of all staff, there is no doubt that the increased effort placed on the marketing element of the Zoo has been a factor.
The Zoo is first and foremost a Belfast City Council facility and it is important that the Council as an organisation receives recognition for that. However, the Zoo itself is also recognised as a brand.
The Zoo’s mission is to be the most respected Zoo in the UK and Ireland, both internally and externally. To achieve this, we strive for excellence in: • animal conservation; • education; • visitor facilities and care; and • a fun learning experience. through: • taking part in international breeding programmes to help protect endangered species; • raising awareness of conservation and biodiversity in the natural world; • organising campaigns to raise funds for endangered species and their natural environments; • provision of the best possible care and welfare for our animals; • provision of best possible visitor amenities and customer care, and • delivery of the highest quality environmental education, training and research.
Page 6
We undertook a review of the existing brand in 2007, as it was felt that the existing logo – the tiger strips – no longer fully reflected the widening values and ethos of the zoo. Through this process we sought to understand the contemporary role of the zoo with its public and stakeholders. The results of the consultation were incorporated into a new brand.
The process of developing a new Branding included: • internal meetings with Zoo stakeholders; • seeking design submissions and presentations from branding consultants; • internal meetings with Corporate Communications; • discussions with the Director of Parks and Leisure; • an all Zoo meeting; and • group discussion forum outside the Zoo at the Friends AGM.
Key Issues
The Zoo has initiated a re-branding exercise to update its existing and aging brand of the Zoo.
It has been developed in conjunction with the new Council identity and the project is supported by Corporate Communications. The process has involved consultation with a wide range of stakeholders.
Strategically, this re-brand will enhance the image of the Zoo internally and externally and is connected with the overall mission and vision of the Zoo.
Resource Implications
Financial £30,000 has been agreed under a quotation for the complete re-brand and includes: • initial concepts, design and development of Zoo identity; • application of design on new stationary suite; • development of Zoo brand guidelines; • design of 11 leaflets and brochures; • design of a advertising suite – including outdoor media channels and ambient media; • all signage for the Zoo; • design and development of the souvenir shop; • exhibition material; and • digital channels – a new website, a e-newsletter, and viral campaign.
This cost can be met from existing budgets.
Human Resources There are no human resource implications at this time.
Page 7
Asset and Other Implications The Zoo brand is consistent is consistent with Council guidelines and will enhance the image of the facility.
Recommendations
The Committee is asked to note the report and to offer comments on the brand.
Key to Abbreviations None.
Documents Attached
Appendix 1 – Examples of proposed brand.
Page 8
BLANK PAGE Page 9 Agenda Item 6
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Connswater Community Greenway
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Gerry Millar, Director of Improvement
Relevant Background Information
Committee at its meeting of 6 February 2007 had previously agreed to support the Connswater Community Greenway Project’s lottery submission by undertaking to provide in the region of £4m in capital expenditure and to manage and maintain the completed Greenway.
The Greenway project was successful in its lottery bid obtaining £23m grant funding. The DSD are also supportive of this project and will provide £3m.
In total with the Council’s commitment the project’s total cost is approximately £30m.
At a special meeting on 5 February 2008 to which all Council was invited, the Committee received a briefing from the East Belfast Partnership Board regarding the benefits of the Greenway to the people of East Belfast and to the City in general. At the presentation the Director of Improvement also pointed out some of the challenges ahead in delivering a project of this scale, involving a multi partnership approach and a variety of different landowners across the total area of the scheme.
Members remained supportive of the Council’s commitment both in terms of the Greenway project itself, the fact that the majority of the Greenway is made up of Council owned open space and the obvious benefit of obtaining a £30m investment in the City for a Council stake of £4m which is a 7¼:1 ratio.
This report seeks further Committee endorsement of existing commitments and proposed approaches to addressing the challenges of project delivery.
1 Page 10
Key Issues
Legal Agreements The East Belfast Partnership Board need to enter into a legally binding agreement with the Lottery authority. In order to do so a Heads of Agreement between the East Belfast Partnership Board and Belfast City Council setting out our respective responsibilities and undertakings needs to be signed off. Agreements may also be required with other partners such as DSD. Members are asked to note that Legal Services are working up draft documentation and Committee is asked to agree that the Council enter into formal Heads of Agreement to reflect the decisions taken pursuant to this report.
Project Management The overall management of the project is complex due to the scale and nature of the scheme itself; the various partners eg East Belfast Partnership Board, Lottery, DSD, Belfast City Council together with their own particular stakeholders and organisational rules and regulations and the multi faceted land ownership issues.
Currently the management situation is broadly as follows: there is an overall Project Management Board (PMB) which is a subset of East Belfast Partnership Board for deciding overall approaches and progress. Belfast City Council is represented on this Board by the Director of Improvement as at this stage of the scheme overall project management set up is essential.
Reporting to the Project Management Board is the Programme Manager, Wendy Langham, an employee of East Belfast Partnership Board responsible for ensuring everything is co-ordinated and happens.
These are the five main categories of work groups:
(i) Delivery of the Project: this is being led by Construction Procurement Directorate (CPD) a requirement of DSD involvement. Council input will be via the Director of Improvement in regard to issues of procurement and design and build quality – an essential issue for further maintenance obligations.
(ii) Land Assembly: this is a difficult and tricky undertaking being led by the Council through the Director of Legal Services with the support of the Estates Team. This approach reduces the risk of legal argument if every party used its own legal team and suits Belfast City Council as we will be the end user. Members should note that there is a potential for the use of compulsory purchase orders. If such a situation should arise Committee direction will be sought.
(iii) Management and Maintenance: this is a key role for the Director of Parks and Leisure as it will involve addressing current and future plans for our open space along the route as well as agreements with other key landholders such as Castlereagh Borough Council and the National Trust. Obviously liaison with the design and build is also essential. 2 Page 11
(iv) Community Engagement: to ensure the Greenway becomes a living, well used and safe place requires major community engagement. The East Belfast Partnership Board will lead on this although Parks outreach workers will support this work. Community Services also have a role to play in ensuring involvement of key groups with this project.
(v) Project Assurance: the management processes particularly the financial transactions need to be properly assessed and guarded against risk. Belfast City Council will lead the Project Assurance Board via the Head of Audit, Governance and Risk Services.
In addition there are a number of advisory and reference groups. The Parks and Leisure Committee will be kept fully appraised of progress on an ongoing and regular basis.
Council Co-ordination The above describes the overall management approach however Belfast City Council need to act as One Council in this engagement and the three Directors mentioned above will meet together with relevant Officers on a monthly basis to ensure all Council engagement and response are aligned.
The Committee is asked to endorse this approach and to formally agree to Officers named undertaking these roles.
King George V Playing Fields One land assembly issue that requires immediate Committee direction is King George V Playing Field. The Greenway includes the King George V Playing Field together with a proposed pedestrian bridge across the A2 (Sydenham Bypass) to Victoria Park.
A further complicating factor is that Phase 2 of Titanic Quarter planning permission is dependent upon a road junction being created on part of King George V Playing Field to provide access from the east to Titanic Quarter. Any proposed junction could include a foot and cycle bridge thus reducing the need for the proposed Greenway bridge.
The Council has voiced its overall support for the Titanic Quarter development and the SP&R Committee has authorised a due diligence exercise to test whether the Council should financially support a Titanic Signature Project which Council has agreed is a good thing in principle for Belfast.
The Titanic Signature Project is currently the trigger point for the Connsbank Junction ie the junction needs to be completed in time for the Titanic Signature Project probably in 2011-2012. If the Council does indeed lend its support to the Titanic Signature Project there are obvious implications regarding the junction and the value attached to the land.
The King George V Playing Field issue is therefore urgent. Currently the space is well used but of poor quality. A compensation package is possible which could 3 Page 12 substantially upgrade the remainder of the playing field if a portion was given up for the Connsbank Junction. Any proposed design would need to align with overall Greenway proposals.
Again to ensure the Council acts with one voice Committee is asked to agree to negotiations taking place with Titanic Quarter Ltd as to the possibilities of using a portion of King George V Playing Field for a junction and obtaining in return substantially improved open space. Any final proposals will of course come back to Committee.
Resources
The Connswater Greenway budget has been firmed up and Committee is asked to agree to providing £4.2m capital expenditure to support the project. The source of the funding is to be either via the Capital Programme or through the City Investment Fund subject to Party Group and Committee decision on these issues which are due in March and April.
Committee is also asked to note that this project together with a number of others are making a major impact on resources particularly in the legal and estates area and this may need to be revisited as this and other projects evolve.
Recommendations
Committee is asked to endorse its former commitments and agree to: (i) Providing £4.2m capital funding (ii) Engagement of Officers in the scheme as outlined in the report (iii) Development of Heads of Agreement with East Belfast Partnership Board and other partners as required (iv) Open negotiation on King George V Playing Field with Titanic Quarter Ltd.
Key to Abbreviations
EBPB – East Belfast Partnership Board KGV – King George V Playing Field TQL – Titanic Quarter Limited TQ – Titanic Quarter DSD – Department of Social Development CPD – Construction Procurement Directorate
Documents Attached
None.
4 Page 13 Agenda Item 7
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Facilities Management Agreements
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Stephen Walker, Principal Parks and Cemeteries Development Manager
Relevant Background Information
The Committee will recall that its meeting on 17 January 2008 it was agreed that Officers would meet with Party Groups to provide an opportunity for discussion around the proposed revised approach to facilities agreements. The briefings were held during February 2008.
The Committee will be aware that this issue has been discussed on a number of occasions over the past year.
The Committee will recall that the Council has, since 1996, entered into a number of Facilities Management Agreements. These are legal agreements between the Council and, normally, a sporting organisation or club in respect of a specific facility. The agreement will outline the responsibilities of the Council and the Club / Organisation which are generally about routine maintenance and bookings.
Following an increase in the number of clubs wishing to enter into agreements the Facility Management Working Group proposed that there should be no new agreements. The Working Group was of the view that the Council should retain management of the majority of its facilities. It was agreed that there would be no new agreements until the Council had clarified the purpose of the agreements and had a more robust process in place through which to enter into such agreements.
In the intervening time we have commissioned and received a consultancy report on a way forward for facilities management (February 2007). The report made a series of recommendations which have been incorporated in the produced way forward.
The new approach also reflects the concerns raised through the Internal Audit Report of July 2006. This reported highlighted the lack of a policy framework around facilities management agreements; and highlighted concerns around the management and monitoring of the maintenance and bookings elements of the agreements. These concerns have been addressed within the proposed revised scheme.
Page 14
Existing position
The existing position is that there are 15 agreements in place relating to different types of facilities including a Golf Course; an Athletics Track; a Bowling Green and a Multi User Games Area (Waterworks); and a number of our playing fields.
These agreements relate primarily to routine maintenance and bookings. Where a Club / Organisation undertake maintenance work it receives a fee from the Council. The fee varies depending on the nature of the work. Where the agreement includes bookings the Club / Organisation retains the income. In addition, where the agreement relates to a playing field, the Club will have booking privileges.
The Club / Organisation benefits from the Agreements in terms of the booking privilege and the income / fee.
The benefits to the Council have been less clear to establish. It is however apparent that there has been some benefit in terms of local management of the facility; anecdotal evidence of reduction in anti social behaviour and evidence of increased community involvement in the facility through programmes put in place by some of the c lubs. However, the Committee is asked to note that these outcomes are not part of the facilities agreements.
Existing Arrangements
The Internal Audit Report of July 2006 and the Consultants report of February 2007 outlined a number of deficiencies in the process. It is evident that there is merit in the concept however the reports indicate a lack of robustness in the approach taken to date.
The existing arrangements are that facilities agreements are entered in with individual clubs in regard to low level maintenance and bookings. The Clubs are paid a maintenance fee and permitted to retain the income from the bookings of the pitches. Monitoring has been tightened up over the past year and report and will be brought to committee on compliance in May 2008.
The purpose of this report is to provide a new direction within which the Council will continue to enter into local partnership agreements with interested bodies. The intention is that the agreements will add value to Council provision and contribute towards corporate objectives. The revised policy framework seeks a move away from the traditional agreements, around maintenance and bookings, towards a development based approach which is more focused on outcomes around community involvement; health and well being and community safety.
The Internal Audit Report of 2006 highlighted the need to have in place robust criteria and effective monitoring of compliance. Within the revised framework it is intended that more attentive monitoring be in place to ensure compliance with new arrangements and ensure that appropriate measures be taken in the event of non compliance with agreements. These arrangements will be approved through Audit.
The Committee is asked to note a further two issues; namely the period of the agreement and the extent to which facilities are open to agreement.
At present agreements run for a three year period with the option to extend for a further 2 years. In a few cases, where external funding had been secured, agreements of up to 25 years had been granted. It is proposed that the 3 year period be continued and that any request for a long lease be subject to the Council’s disposal process and in line Page 15
with our requirements to obtain best terms. There is no evidence to support the view that clubs have access to significant levels of capital funding or that funding bodies have sufficient budgets. Recent experience indicates a lack of funding from external organisations with more funding bodies looking to Council to undertake its own developments.
The second issue relates to the extent to which we make the facilities available for agreements. This issue was highlighted in the Consultants report and has been discussed at Committee and at Party briefings in June 2007.
There are two types of facility. We currently have agreements in relation to the City of Belfast Golf Club; the Mary Peters Track; a Bowling Green and a number of Multi User Games Areas agreements. It is intended that agreements on these facilities continue as at present. The revised agreements will relate to playing fields.
It had been previously suggested that Council restrict the number of sites on which it offers agreements. However, it would be difficult to defend such a restriction on equality grounds. It had been previously suggested that agreements be limited to standalone sites which would exclude sites such as Tommy Patten Park; Orangefield etc which have existing agreements and would also exclude other sites such as Cherryvale from being included. For that reason it is the view of Officers that all playing fields should be made available within the context of a revised scheme.
Views on way forward
This matter has been widely discussed at Committee in 2007 at its meetings in February, April and May and again in September. It was also the subject of Party Briefings in November 2006 and June 2007 and again in February 2008.
There is consensus around a number of issues particularly within the overall context of the concept of partnership agreements which meet the needs of local parties and the Council. Discussions have supported a number of principles:
• Encouraging greater community use and involvement in the facility; • Contribution towards a reduction in vandalism and anti social behaviour in the area; • Encouraging a more physically active life style; • Effective monitoring of compliance; • Value for money
Members had expressed concern around both the financial accountability of the income generated for Clubs / Organisations and the apparent lack of control on how it is used / collected; and the breakdown of the maintenance responsibility which is shared, but where the onus rests firmly with the Council. For that reason and owing to concerns highlighted by Audit both of these issues will be brought in house to facilitate improved management.
Key Issues
The main issue for the Council is to agree a framework which will provide a scheme which will be to attractive to sports organisations and clubs within communities and which will at the same time contribute towards Council goals around delivery which will contribute to and promote its high level objectives around community cohesion; health and well being and community safety.
Page 16
It is proposed that the following framework be put in place:
1. Existing agreements be permitted to continue until the end of the agreed period; where this is imminent Clubs will be permitted time (12 months) to adjust to reduction in income resulting from the bringing in house of maintenance and bookings; 2. A revised scheme, based around a Partnership Agreement, be put in place which will incorporate the following: • All playing pitches will be offered for expressions of interest; there is no clear rationale on which we could restrict the %age of pitches that were made available to facilities management agreements; • Agreements will be for a three year period, subject to annual review and ongoing monitoring within existing resources; • Following the 3 years, further expressions of interest will be sought and the agreement holders must re-apply; • Agreements will exclude maintenance which will be carried out by Council Staff; at present a fee is paid to Clubs as payment for the undertaking of the maintenance work, this fee will now be retained by the Council and used to meet the cost of the additional workload; • Bookings will be retained within Council to facilitate monitoring and to ensure that facilities are well used; under the existing scheme, income from bookings was retained by the Club, this income will now be retained by the Council and a portion of it used to support the development activities of the Clubs / Organisations through a revised Support for Sport Scheme; • The Agreement holder will continue to have booking privileges in line with their development programme; • The Agreement will be based around sporting and community development which will target encouraging greater use of facilities; improved community safety and improved health and well being; 3. It is intended to seek expressions of interest in relation to those sites not subject to facilities management agreement during 2008; 4. Applicants will be required to demonstrate that they have community support for the plan; that they have the necessary capacity to deliver the plan; the plan should set out clear objectives and associated output targets to demonstrate the contribution to increased community use; a safer neighbourhood and a healthier neighbourhood; 5. The assessment criteria will be developed in discussion with the Sports Development Unit; and the Community Safety Team; and will be subject to scrutiny by Audit; 6. It is intended that an application form and associated guidance notes will be prepared by June 2008 and expressions sought by 1st September 2008; this will be subject to Committee approval; 7. Successful applicants will be notified within 4-6 weeks of a decision; 8. It is proposed that the existing Outdoor Leisure Unit be retained and it will their role of monitor and manage the process; 9. Requests for a lease in access of 3 years will be subject to the Council’s process for disposal of land.
Resource Implications
Financial
The proposal can be achieved within existing estimates.
Page 17
Human Resources
The bringing in house of the maintenance and the bookings can be accommodated within existing staffing arrangements – subject to review after a 12 month period;
Asset and Other Implications
The proposed scheme will provide greater control to Council Officers over Council facilities but will enable the Council to deliver programmed activities to deliver improved use of the facility and deliver outcomes in terms of health and well being and safety.
Recommendations
The Committee is asked to approve the framework as outlined above and agree to receive a further detailed report on the criteria and administrative process to deliver the scheme.
Key to Abbreviations
Documents Attached
Page 18
BLANK PAGE Page 19 Agenda Item 8
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Land at Shore Road Playing Fields
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Stephen Walker, Principal Parks and Cemeteries Development Manager Ken Anderson, Core Improvement Team
Relevant Background Information
At its meeting on 9 March 1999 the former Parks and Amenities Sub-Committee agreed to retain, for the time being until market conditions were more appropriate, an area of land then being acquired from the Belfast Education and Library Board. In the interim the Sub-Committee agreed to the use of a portion of the site by the Whitewell Metropolitan Tabernacle in order to generate some short term income from the land. In addition the rear portion of the site was to be used to provide more room behind the goalposts of the Council’s adjoining football pitches. The Whitewell Metropolitan Tabernacle were subsequently granted a licence agreement by the Council over the area shown hatched on the attached map (Appendix 1).
The licence was for a period of one year from 12 June 1999 and was terminable by either party on one month’s notice. The Whitewell Metropolitan Tabernacle continue to hold over under the terms of the 1999 Licence and are currently paying a fee of £10,000 per annum to the Council. The licensed land extends to approximately 0.83 acres and is used as an overflow car park by the Whitewell Metropolitan Tabernacle. The land retained to provide more room at the rear of the football pitches comprises approximately 0.27 acres. The two areas together comprise the entirety of the 1.05 acres of land acquired from the Belfast Education and Library Board by conveyance dated 30 July 2001. The land is held in fee simple free of restrictions.
At its meeting on 6 February 2007 the former Parks and Cemeteries Services Sub-Committee agreed to a review of the arrangements with the Whitewell Metropolitan Tabernacle to assess the potential impact of the continuing licence agreement upon the Council’s ability to utilise or dispose of the lands. Since then the Council has received a written representation from the Whitewell Metropolitan Tabernacle seeking a new lease for a minimum of 25 years.
Page 20
In June 2007 the Director of Parks and Leisure received a request from Pastor McConnell of the Whitewell Metropolitan Tabernacle requesting a long lease, 25 years, in respect of the land which is currently leased to the Church. The matter was referred to the Estates Management Unit for consideration as part of the review of the agreement.
The original intention of the former Parks and Cemeteries Sub-Committee appears to have been to dispose of the majority of the 1.05 acres being acquired from Belfast Education and Library Board, when market conditions at this location improved. The majority of the land was at that time considered to be surplus to service requirements (save for the portion required immediately to the rear of the pitches). In the interim no plans have been developed or budgets identified to alter the surplus nature of these lands.
Parks and Cemeteries Services have re-visited the potential need for lands at the rear of the existing pitches and have concluded that the area shown coloured green on Appendix 2 attached would fulfil current and likely future requirements.
The remainder of the lands (the portion shown coloured blue on Appendix 2) is considered surplus to service requirements.
Key Issues
The Committee is asked to note the following:
- The land area comprises approximately 1.05 acres of land acquired from Belfast Education and Library Board in 1999. A portion of this is retained to facilitate a buffer area to the rear of football pitches at Shore Road Playing Fields. The remainder of the land is let on licence agreement to the Whitewell Metropolitan Tabernacle. - The existing short term Licence Agreement between the Council and Whitewell Metropolitan Tabernacle commenced in 1999 and is continuing. Under the licence the Whitewell Metropolitan Tabernacle currently pay the Council £10,000 per annum. - Officers from Parks and Leisure have identified the portion of land shaded green on Appendix 2 as being required for future service needs. The area shaded blue is not required by Parks and Cemeteries Services for any known service requirement and appears capable of being declared surplus to the operational requirements of the holding Committee. - The land shaded blue could be passed to the Corporate Land Bank managed by the Estates Management Unit, Core Improvement Team, with further reports to be submitted to the Strategic Policy and Resources Committee in relation to future use of the lands. - It would be a matter for Strategic Policy and Resources to determine the most appropriate use of the land.
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Resource Implications
Financial The current annual receipt of £10,000 per annum from Whitewell Metropolitan Tabernacle will continue in the interim. Estates Management Unit will consider options for the site and the financial implications of these. This information to be presented to Strategic Policy and Resources Committee in due course.
Human Resources No additional human resources required.
Asset and Other Implications The retention of a portion of the lands to meet operational requirements and the development of options for the remainder is consistent with the aim of making best use of the Council’s property assets.
Recommendations
It is recommended that the Committee agree to retain control of the area shaded green on Appendix 2 and to declare the area shaded blue on Appendix 2 surplus to the operational requirements of the holding Committee. It is further recommended that the lands shaded blue on Appendix 2 be transferred to the Corporate Land Bank to be managed by the Estates Management Unit, Core Improvement Team, with a view to further reports being submitted to the Strategic Policy and Resources Committee in relation to future use of the lands.
Key to Abbreviations WMT – Whitewell Metropolitan Tabernacle BELB – Belfast Education and Library Board
Documents Attached
Appendix 1: Map showing portion (hatched) held by WMT under Licence Agreement from 12 June 1999.
Appendix 2: Map showing land (shaded green) required to meet future Parks and Cemeteries operational requirements and land (shaded blue) to be transferred to the Corporate Land Bank.
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BLANK PAGE 25 Page 23 S H O R E R O A D Appendix '1'
Police Station
13
804
14 889
13
Jaffe Centre
798 to 802
1
792 2.9 2
1
Pavilion
Playing Fields
3.4 8 LB
2 Electricity Sub Station
778
774
772
766b
766a
766
762a
762
Sinks
Star-of-the-Sea Youth Club
3.2 869 to 837 to 869
Scale 1:1250 ss Whitewell Metropolitan PolicePage 24 Station
13
804 Appendix '2'
14 889
13
Jaffe Centre
798 to 802
1
792 2.9 2
1
Pavilion
Playing Fields
3.4 8 LB
2 Electricity Sub Station
778
774
772
766b
766a
766
762a
762
Sinks
Star-of-the-Sea Youth Club
3.2 869 to 837 to 869
Whitewell Metropolitan = 0.21 acres
GREENCAS Tabernacle Belfast 14
Scale15 1:1250 = 0.84 acres 13 ss T
S H O R E R O A D Page 25 Agenda Item 9
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Tender to supply fruit and vegetables for animal feed at Belfast Zoo
Date: 14 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Mark Challis, Zoo Manager
Relevant Background Information
The Committee is reminded that fresh fruit and vegetables form an integral element in the healthy diet of the animal collection. Significant amounts of fresh produce are required and the Zoo receives a twice weekly for animal feed. The annual cost of this is in the region of £45k consequently the supply is subject to tender, and managed through the Procurement Section, in conjunction with Zoo staff.
Key Issues
The tender for the supply of fresh fruit and vegetables for use as animal feeds has lapsed and a new tender is required to appoint a supplier for a three year period – up to 2011.
Resource Implications
Financial The current cost of the supply of fruit and vegetables is approximately £45,000 annually; provision has been made within the annual estimated expenditure budgets for 2008/09. Tenders will be evaluated on the basis of: • Technical capacity and capability • Delivery • Value added proposals • Previous experience • Environmental management / impact • Quality of fruit and vegetables • Ability to work in partnership • Financial stability Page 26
Human Resources None.
Asset and Other Implications None.
Recommendations
Members are asked to agree to the appointment of a supplier for fruit and vegetables through the tender process. The suitable provider will be appointed in line with the evaluation criteria set out above.
Key to Abbreviations None.
Documents Attached None.
Page 27 Agenda Item 10
Belfast City Council
Report to: Parks and Leisure
Subject: Review of Rent on Parks Houses
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Stephen Walker, Principal Parks and Cemeteries Development Manager
Relevant Background Information
The rents payable on the properties listed as Appendix 1 were last revised with effect from 1 April 2006.
The revised rents on these dwellings have been based on equivalent Housing Executive Rents for houses with equivalent facilities and have been adjusted by the Estate Management Unit to take into account the following factors.
1. Location of the dwelling.
2. Condition of the dwelling
3. Dwellings are only offered to Council employees under agreements which can be terminated at short notice or when the employee leaves the employment of the Council.
4. Some of the tenancy agreements call on the occupier to take certain security duties in relation to adjoining Council property. Where this is the case an allowance has been made.
Key Issues
Over the two year period since the last review, Housing Executive rents have risen by approximately 3.6%. The proposed revised rents are broadly consistent with this level of increase.
Page 28
Resource Implications
Financial Modest increase in rental income to Council
Human Resources No additional human resources required
Asset and Other Implications Ensures appropriate rental levels.
Recommendations
It is recommended that the revised weekly rents, as shown in the table (Appendix 1), are approved by the Committee and will be applied with effect from 1 April 2008.
Key to Abbreviations
None
Page 29
APPENDIX 1
ADDRESS EXISTING PROPOSED WEEKLY RENT WEEKLY RENT
51 Gransha Road, Comber £33.00 (plus rates) £37.00 (plus rates) (Beechvale Nursery)
53A Gransha Road, Comber £33.00 (plus rates) £35.00 (plus rates) (Beechvale Nursery)
62 Antrim Road (Zoo) £48.00 (plus rates) £51.00 (plus rates)
96 Antrim Road (Zoo) £34.00 (plus rates) £36.00 (plus rates)
511 Falls Road (City Cemetery) £39.00 (plus rates) £40.00 (plus rates)
2 Stranmillis Road (Botanic £40.00 (plus rates) £43.00 (plus rates) Gardens) 743 Upper Newtownards Road £30.00 (plus rates) £32.00 (plus rates) (Dundonald Cemetery)
2 Park Road, Mallusk (City of £31.00 (plus rates) £33.00 (plus rates) Belfast Playing Fields)
125 Ballygowan Road (Roselawn £37.00 (plus rates) £39.00 (plus rates) Cemetery)
Page 30
BLANK PAGE Page 31 Agenda Item 11
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Price Increase at City of Belfast Golf Course
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Tony Holmes, Business Support Manager (Finance)
Relevant Background Information
The City of Belfast Golf Course is managed for Belfast City Council under a facility management agreement. One of the stipulations of the agreement is that the Club is required to have their proposed price increase ratified by the Council.
Key Issues
A request has been received from City of Belfast Golf Course to be permitted to increase their prices with effect from 1 April 2008 in line with Council policy.
Resource Implications
Financial There are no financial implications to Belfast City Council as the income achieved is retained by the Club as per the facility management agreement. The Club have increased their charges by an average of 4.27% which is in line with the Council’s pricing policy.
Human Resources None.
Asset and other implications Increased income for the Club will allow them to maintain and improve the site that they are responsible for.
Page 32
Recommendations
That the Committee agrees to the request for the proposed price increase (see attached) for the use of the City of Belfast Golf Course.
Key to Abbreviations None.
Documents Attached
Appendix 1: Table of proposed price increase at the City of Belfast Golf Course with effect from 1 April 2008.
Page 33 Parks and Leisure Committee 13 March 2008
APPENDIX 1
City of Belfast Golf Course Proposed increase in membership Fees & Hire Charges
Current Fee Proposed Fee 2007 - 2008 2008 - 2009
Weekday Adults £9.50 £10.00 Weekday Juvenile £5.00 £5.20 Weekday Senior Citizen £5.30 £5.60 Weekend Adults £12.50 £13.00 Weekend Juvenile £7.50 £7.75 Weekend Senior Citizen £12.50 £13.00 Annual Fees
Adult £273.00 £285.00 Juvenile £99.00 £100.00 Senior Citizen £135.00 £145.00 Page 34 Agenda Item 12 Page 35 Page 36 Page 37 Page 38 Agenda Item 13
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Franchise Catering for Leisure Services
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Phil Kelly, Leisure Services Manager Pearse McCormick, Leisure Finance Manager
Relevant Background Information
In recent years, the Council has provided a café catering service, via a franchise agreement, at five of its Leisure Centres. These centres are, Andersonstown, Avoniel, Ballysillan, Olympia, and Shankill. Contracts were last let in October 2004 and are due to expire in October 2008 however for a variety of reasons there has been an inconsistent delivery of this franchise catering service at a number of sites and currently only two of the original contracted franchise agreements remain in place i.e. at Andersonstown and Avoniel Leisure Centres.
In addition to the above listed sites, a catering facility is also required at the Grove Wellbeing Centre which is due to open to the public in May 2008. There is therefore a requirement to seek a catering franchisee for this new site and with this in mind tenders have recently been sought, via public advertisement, in relation to the provision of café catering on a service wide basis with an option to appoint more than a single supplier, if this is necessary.
Key Issues
Historically the catering at each site has been provided by an individual contractor. This has presented difficulties leading to disruptions within services as detailed below; • The franchise caterer at Shankill Leisure Centre left in October 2006, citing that it was uneconomical to continue and therefore leaving the Centre with no café provision. • The franchise caterer at Olympia left in May 2006, leaving the Centre with no café provision. • The franchise caterer at Ballysillan left in September 2007, citing that it was uneconomical to continue and therefore leaving the Centre with no café provision. • There have been issues, of varying severity, with almost all franchise Page 39
ca terers in relation to delays in concession payments and/or restrictions relating to café opening times.
The rationale given by the caterers for not renewing their contracts was that the level of custom at the centres was not sufficient to sustain their business.
Catering is a key area for the Leisure service as, whilst provision of such services by local business is supported, experiences to date has shown that this is often not sustainable, in that the value of an individual contract at some centres is not enough to support a successful business. There is a necessity to provide a consistent service to all our users and this objective has not been achieved through site specific individual franchise catering providers.
Therefore there may be an opportunity to provide continuity in service provision across the centres and the service as a whole by having one company provide the same type of café service at the relevant centres and also provide, if required, catering facilities for birthday parties and conferences/meetings at the other sites within Leisure.
In keeping with our commitment to contributing towards the health and wellbeing of our users we will also seek to ensure the provision of healthy menus at our centres. There has been some movement towards this from our existing franchisees but, again, evidence would support that the provision of a healthier menu is more expensive for our franchisees and therefore less sustainable.
Resource Implications
Financial There is no cost outlay to the Council as the franchise agreements provide a revenue stream for the Service. However, the sustainability of this revenue stream may be more stable if the service were to be provided by one company, as this could potentially enable the organisation to absorb underperformance at some less busy sites.
Human Resources None.
Asset and Other Implications As part of the Council’s approved investment in Leisure Centre fitness suites, it is proposed to convert the existing café area in Ballysillan Leisure into a fitness suite as the current fitness suite is inadequate for the demand from users and the cafe service has proven to be unsustainable at that Centre. The current, small, fitness suite will be converted into a social area for users, serviced by the provision of vending arrangements from within existing contracts.
Recommendations Page 40
Members are therefore asked to;
1. Approve the recommendation that in the first instance, we seek one company to provide a café catering service for Leisure as a whole. This will consist of a café outlet at relevant sites plus the potential to provide catering for birthday parties and meetings/conferences across the Section.
2. We should revert to single site franchise café provision should it not be possible to secure a single catering supplier for the service.
3. Approve the recommendation that a rolling contract be set up, meaning that the successful organisation or organisations will provide a café catering service immediately at Olympia and the Grove Wellbeing Centre, and take over at Andersonstown and Avoniel when the existing contracts expire in October 2008.
Key to Abbreviations
None.
Documents Attached
None.
Page 41
BLANK PAGE Page 42 Agenda Item 14
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Land at Whiterock Close
Date: Parks and Leisure Committee
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Phil Kelly, Leisure Services Manager
Relevant Background Information
By a lease dated 29 December 1995 the Council provided approximately 0.74 acres at Whiterock Close to the trustees of Blackmountain Irish Medium School on a ninety nine year lease to allow construction of a school on the site. The initial rent under the lease was £3,325 per annum. The rent was subject to review every five years. The rent was subsequently reviewed with effect from 1 December 1999 to £6,500 per annum. A further review with effect from 1 December 2004 remains outstanding. A rent of £9,250 per annum has been notified to the school but has not been agreed. The school have never made counter proposals in relation to the reviewed rent.
Towards the end of 2004 the school re-located to a new address and have not been in occupation of the Whiterock Close site for school purposes since that time. Discussions have also been on-going with the school since that time regarding potential future use of the site and among other things the potential surrender of the lease by the school.
At the present time there are three issues which require consideration by Committee.
1. Arrears of Rent Since June 2006 there have been a series of reports to Committee, plus letters and meetings between Council officers and school representatives in an effort to clear arrears of rent which started to accumulate from mid 2005. Despite repeated assurances that the arrears would be dealt with there have been no payments made since the end of July 2005. The current level of arrears stands at £16,250.
Page 43
2. Review of Rent Use of the site is restricted to educational purposes and the original rent and rent on first review took account of this. Similarly the proposed rent of £9,250 per annum which was notified to the school by letter in December 2004 reflected this. To date we have no response from the school in relation to the proposed revised rent.
3. Proposals for Site Development. As a result of meetings (chaired by the former Head of Community and Leisure Services) with the school Principal and some of the trustees it is clear that at least two of the trustees would wish to develop the leased land (shown outlined with a heavy black line on Appendix 1) for housing or commercial purposes.
To achieve this they would require conversion of the current 99 year restricted lease to freehold title, free of the covenants which currently restrict its use to “school facilities”. They would also need to secure planning approval for such a scheme.
As Planning Service are likely to look unfavourably at permanent development of the ‘school’ site the two trustees feel that in order to lever planning approval they should be provided the opportunity to develop playing pitches on the Council owned land on the opposite side of Whiterock Close (shown hatched on Appendix 2). Clearly these proposals represent a complete departure from the current lease arrangements.
Following the aforementioned meetings the former Head of Community and Leisure Services wrote a series of letters to the School Principal seeking further information on the trustees proposals and clearance of rent arrears. These meetings and letters cover the period from June 2006 to March 2007. Despite assurances from the trustees no proposals have been submitted and no payments of rent have been received.
Key Issues
The Committee is requested to make a number of key decisions based on the information set out in this report.
1. The key issue which sets the context for the other issues is whether the Committee wish to consider conversion of the current restrictive 99 year lease to a freehold title free of restrictions. The Estates Surveyor advises that this particular ‘closed market’ transaction is unlikely to realise any substantial financial benefit to the Council and (given the potential planning difficulties) that delivery of a probable multi-part scheme would likely take many years to bring to fruition. It is unlikely the Council would receive any negotiated capital payment from the trustees until planning approval was granted.
Page 44
2. Following on from the above principle decision Committee are asked to determine a course of action regarding the payment of rent arrears. i) If Committee agree not to consider development proposals from the trustees then Members are asked to approve pursuit of arrears of rent by the trustees on an on-going basis while the Council considers what steps can be taken in relation to recovery of the site either by agreement with the trustees or via legal process. ii) If Committee wish to allow the trustees to make development proposals then Members are asked to approve pursuit of arrears pending the results of any future legal arrangements with the trustees regarding such development. In the case that the Council ultimately rejects any proposals submitted by the trustees then pursuit of rent should continue as per i) above.
3. To approve (if considered necessary) reference to the Lands Tribunal for Northern Ireland to make a determination on the revised level of rent due from the last rent review date (31 December 2004). The additional amount of rent collectable from the review date (based on a rent of £9,500 per annum proposed by the Council’s Estates Surveyor) currently stands at £8,900. This would increase the current arrears from the current £16,250 to approximately £25,000.
Resource Implications
Financial Rent is a debt owed and the Council is obliged to pursue this to seek the best settlement available. The ability of the trustees to clear the debt is not known with certainty but the ability of some of the trustees to make payment will likely be greater than that of others.
Human Resources No additional human resources required at this stage.
Asset and Other Implications The most straightforward approach and one that carries the least financial risk to the Council is to continue to seek rental payments and to explore the potential for recovery of the site either by agreement or otherwise (see ‘Explanatory Paragraph 1’ on Appendix 3 attached).
The alternative approach is to await proposals from the trustees (or some of them). This course of action brings greater financial and operational uncertainty. (See ‘Explanatory Paragraph 2’ on Appendix 3 attached).
Page 45
Recommendations
The Committee is recommended to:
1. authorise and support officers in ceasing discussions with the trustees of the Blackmountain Irish Medium School in relation to potential conversion of their ‘restricted use’ 99 year leasehold interest to an unrestricted freehold interest. 2. authorise officers to pursue outstanding arrears of rent and to make a reference to the Lands Tribunal for Northern Ireland (if necessary) in relation to the outstanding review of rent from 31 December 2004. Reference to the Policy and Resources Strategy Committee in accordance with Standing Orders is likely to be required subsequent to decision by Parks and Leisure Committee.
Key to Abbreviations None.
Documents Attached
Appendix 1: Map showing (outlined with a heavy black line) the extent of land currently leased to the trustees of Blackmountain Irish Medium School.
Appendix 2: Map showing (hatched) the area of land sought by some of the trustees of Blackmountain Irish Medium School for development of sports facilities in an effort to lever planning approval for residential or commercial development on the lands shown in Appendix 1.
Appendix 3: Explanatory paragraphs in relation to ‘Asset and Other Implications’.
BALLYMURPHY
2 CARNMORE 8 4
WHITEROCK PARADE Page 46 8 2 PLACE 1 GLENALINA PARK Appendix1 '1'
68.3 155
165 2
19
ROAD 10 15
1 13
65.8
19 2
145 G L E N A L I N A R O A D 11
13 Library
rp 1 GLENALINA CRESCENT 61.0 12
rp
10
GROVE 2 ROCK
2 56.4 WESTVIEW PASS
2 WESTHILL
WHITEROCK GROVE
BM 52.44
Health Centre
TERRACE Bleach Green Court
GREEN
WHITEROCK CLOSE CLÓS NA CARRIAGE BÁINE
Car Park
Whiterock Leisure Centre
Scale 1:1250 ss BALLYMURPHY
2 CARNMORE 8 4
WHITEROCK PARADE Page 47 8 2 PLACE 1 GLENALINA PARK Appendix1 '2'
68.3 155
165 2
19
ROAD 10 15
1 13
65.8
19 2
145 G L E N A L I N A R O A D 11
13 Library
rp 1 GLENALINA CRESCENT 61.0 12
rp
10
GROVE 2 ROCK
2 56.4 WESTVIEW PASS
2 WESTHILL
WHITEROCK GROVE
BM 52.44
Health Centre
TERRACE Bleach Green Court
GREEN
WHITEROCK CLOSE CLÓS NA CARRIAGE BÁINE
Car Park
Whiterock Leisure Centre
Scale 1:1250 ss Page 48
APPENDIX 3
Explanatory Paragraph 1
If possession was recovered the Council could then fully assess its own operational need for the land (for example, in terms of additional parking provision and open space) and also consider if other uses were desirable or feasible in Planning terms. If disposal for development was considered appropriate the land could be properly marketed and the best price obtained. All interested parties (including some of the school trustees) would have an opportunity to bid for the land. [Even if it was not possible to recover possession there would be some certainty that rental payments would be made or proceedings for recovery could be instituted. The level of rent will remain reviewable every five years.]
Explanatory Paragraph 2
Awaiting proposals from the trustees in itself brings uncertainty in terms of timing and potentially presents the trustees with conflicting messages which could lead to greater difficulties in pursuing arrears of rent. If the Council go on to subsequently broker a deal with the trustees (or some of them) the outcome, given the negotiating position of the respective parties, is extremely uncertain.
Page 49 Agenda Item 15
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Falls Leisure Centre: Receptionist Cover
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Phil Kelly, Leisure Services Manager
Relevant Background Information
Since its opening in March 2005 Falls Leisure Centre has opened to the public at 7.15am on weekdays and this early opening arrangement has proven extremely popular with customers, with approximately 150 customers visiting Falls each weekday morning between 7.15am and 9.30am. Following on from this success, other leisure centres commenced early morning opening in April 2007. The early opening at these Centres was accommodated by the introduction of approved additional staffing resources.
Key Issues
With the piloted Broadbanding scheme having ceased at Falls Leisure Centre in April 2007, an interim staffing restructuring was introduced to enable the Centre to continue to provide the same level of service and opening hours as had previously been the case. Whilst staffing structure amendments were subsequently addressed at Falls Leisure Centre in relation to other designations, the restructuring of Receptionist cover, implemented at other Centres, was not implemented at Falls. It is therefore proposed to bring the Receptionist staffing structure at Falls Leisure Centre into line with that at other leisure centres in order to address the reception cover shortfall identified in relation to the morning operation of the Centre.
An overview of necessary changes to current arrangements is attached for Members information at Appendix 1 of this report.
Resource Implications
Page 50
Finance Resources required to bring the morning Reception staffing arrangements at Falls Leisure Centre into line with other Belfast Leisure Centres are available from within approved budgets.
Human Resources
The single Receptionist to be effected by the proposed change is in agreement with the recommendation and will happily move to revised shift pattern arrangements.
Asset and Other Implications
None
Recommendations
It is recommended that Members agree to replace the existing single person 16hrs per week shift at Falls Leisure Centre with the two person 16hrs per week staffing structure which operates at other Belfast City Council leisure centres.
Key to Abbreviations
None
Documents Attached
None
Documents Attached
Appendix 1: Current and proposed morning Receptionist shift patterns
Page 51
Report: Falls Leisure Centre: Receptionists
Current and proposed morning Receptionist shift patterns Appendix 1
Current shift and proposed shift Current Shift 1 Staff
OFF Sunday 7.00am - 10.15am Monday 7.00am - 10.15am Tuesday 7.00am - 10.15am Wednesday 7.00am - 10.15am Thursday 7.00am - 10.00am Friday OFF Saturday 16 hrs
Proposed New Shift 1 Staff 1 Staff
OFF OFF Sunday 7.00am - 1.00pm Monday 7.00am - 1.00pm Tuesday 7.00am - 11.00am 11.00am - 3.00pm Wednesday 7.00am - 1.00pm Thursday 7.00am - 1.00pm Friday OFF OFF Saturday 16 hrs 16 hrs
Page 52
BLANK PAGE Page 53 Agenda Item 16
Belfast City Council
Report to: Parks and Leisure Committee
Subject: London 2012 – Pre-Olympics Training Camps
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Phil Kelly, Leisure Services Manager
Relevant Background Information
At the Parks and Leisure Committee of 14 February 2008, Members were advised that Leisure Services had submitted a series of applications to Sport Northern Ireland under the Pre-Olympic Training Camps programme. Sport NI would liaise with London 2012 - the Local Organising Committee for Olympic Games (LOCOG) to determine suitable sites for International teams to locate their training and acclimatisation camps in the weeks leading up to the 2012 Games.
Key Issues
On Monday 3 March 2008, the London 2012 Committee announced that it had selected four of Belfast City Council’s venues as potential pre-Olympic games training camps. The four venues are:
• Andersonstown Leisure Centre (Boxing), • Grove Wellbeing Centre (Road Cycling), • Olympia Leisure Centre (Football), • The Mary Peters Track (Athletics).
The venues will be listed in a guide book along with 600 other venues from all over the UK. In total 27 venues across NI will be listed in the guide – details attached at Appendix 1 of this report.
The guide will be issued to all National Olympic Committees and National Paralympic Committees and each of these committees will receive up to £25K funding towards UK training camp expenditure.
On 3 March, the Department of Culture Arts and Leisure (DCAL) arranged a Page 54
press launch which took place in Andersonstown Leisure Centre and at which event the Minister for DCAL, Edwin Poots was present. Representatives of the Holy Family Boxing Club were in attendance and boxers put a brief boxing display.
Press photos were taken with the Minister, representatives from the Holy Family Boxing Club and Andersonstown Leisure Centre Manager, Alison Foster. There was also coverage of the event on Ulster Television news bulletins and various radio broadcasts.
Resource Implications
Financial Hire costs associated with the use of Council facilities as pre-Olympics Training Camps will be met by participating countries from 2012 Olympics funding, set aside for this purpose.
Human Resources None.
Asset and Other Implications None.
Recommendations
It is recommended that Members note the contents of this report.
Key to Abbreviations
DCAL: Department of Culture, Arts and Leisure
Documents Attached
None.
Page 55
Report: London 2012 – Pre-Olympics Training Camps Appendix 1
Northern Ireland facilities included in Pre-Games Training Camp Guide
Andersonstown Leisure Centre (Boxing) Antrim Forum Complex (Athletics, Judo, Table Tennis, Taekwondo, Wrestling) Ballyholme Yacht Club (Sailing) Banbridge Amateur Boxing Club (Boxing) Bangor Castle Leisure Centre (Swimming, Synchronised Swimming, Water Polo, Beach Volleyball) Bangor Sportsplex (Athletics) Carrickfergus Sailing Club (Sailing) Mid Ulster Sports Arena (Archery) The Boys' Brigade Ganaway Training and Activity Centre (Road Cycling) Grosvenor Grammar School (Fencing) Grove Wellbeing Centre (Road Cycling) Killowen - Carlingford Lough (Road Cycling) National Badminton Centre (Badminton) Lisnagarvey Hockey Club (Hockey) Mary Peters Athletics Track (Athletics) Monkstown Boxing and Community Sports Facility (Boxing) North West Regional Sports Campus (Boxing, Fencing, Judo) Northern Ireland Civil Service Sports Association (Road Cycling) Olympia Leisure Centre (Football) Portmore Equestrian Centre (Equestrian) Queen's Sport (Hockey, Judo, Table Tennis, Taekwondo) City of Lisburn Salto National Gymnastics Centre (Rhythmic Gymnastics, Artistic Gymnastics, Trampoline) Ulster Lakeland Equestrian Park at Necarne (Equestrian) University of Ulster at Jordanstown (Archery, Badminton, Basketball, Boxing, Fencing, Trampoline, Hockey, Judo, Table Tennis) Valley Leisure Centre (Boxing) Glengormley Amateur Boxing Club (Boxing)
Page 56 Agenda Item 17
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Request for Financial Assistance – North Belfast Play Forum
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Phil Kelly, Leisure Services Manager
Relevant Background Information
Belfast City Council has a management agreement with the North Belfast Play Forum (NBPF), which organises a range of activities on the multi-sports facility at the Waterworks.
The Client (Community and Leisure) Services Sub-Committee of 5 August 2003 approved a request from the North Belfast Play Forum for a grant of £15,000 to assist with salary costs of a Facility Co-ordinator post. This finance has continued annually and allowed the Forum to establish its programme over the last five years.
The attached letter and proposal submitted by the NBPF summarises the services provided. The NBPF has indicated that, whilst it has been very successful in obtaining funding for some posts, it does not have the core funding required to sustain their position of Facility Co-ordinator.
Key Issues
The Waterworks project has considerable positive impacts over and above Sports Development, with a number of the Forum initiatives relating to Community Safety and Good Relations.
Whilst the Client (Community and Leisure Services) Sub-committee supported this organisation in 2003 and in subsequent years, there is no decision making framework in place for Leisure Services to guide decisions on the provision of funding for posts in community managed facilities. Leisure Services does not provide financial support for other posts in community managed facilities.
Page 57
Resource Implications
Financial Funding of £63,673 has been requested, over a 3 year period. Funding for one year has been allocated in the 2008 – 2009 revenue budgets to support this post, pending Member approval.
Recommendations
That Committee consider funding offering funding for the year 2008/09 and that the North Belfast Play Forum is advised that this will conclude the Council’s funding commitment in relation to this post.
Key to Abbreviations
NBPF – North Belfast Play Forum.
Documents Attached
Appendix 1: Letter and proposal from North Belfast Play Forum.
Page 58 Page 59 Page 60 Page 61 Page 62 Agenda Item 18
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Summer Schemes 2008
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Phil Kelly, Leisure Services Manager
Relevant Background Information
Each year, Summer Schemes are organised in Leisure Centres providing a programme of sporting and play activities to young people over the months of July and August.
The Council’s Community Services section offer grant funding in support summer activity programmes, to the voluntary community sector, subject to established qualifying criteria.
Key Issues
Leisure Services provide quality play, recreation and sporting opportunities for the children of Belfast over the summer holiday period.
Free use of swimming pools has been offered in recent years to those community groups which are in receipt of Summer Scheme funding from the Community Services Section, subject to availability.
Resource Implications
Financial An allowance of £92,000 is allocated within revenue budgets to support Holiday Schemes in Leisure Centres with an anticipated £40,000 projected to be received in income from Summer Scheme participants.
Page 63
Human Resources Subject to the nature of the programme offered at each site, summer schemes are organised using Belfast City Council officers supported by the short term use of agency staff, for the duration of the scheme.
Asset and Other Implications None.
Recommendations
It is recommended that Members agree that, as in previous years, free swimming, during July and August is available for community group schemes which are in receipt of Summer Scheme funding from the Community Services Section.
Key to Abbreviations
None.
Documents Attached
None.
Page 64 Agenda Item 19
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Support for Sport Large and Small Development Grants
Date: 13 March 2008
Reporting Officer: Andrew Hassard, Director of Parks and Leisure
Contact Officer: Claire Moraghan, Sports Development Officer Andrew Steenson, Sports Development Officer
Relevant Background Information
To recommend appropriate levels of support for bids received through the Support for Sport scheme.
Members will be aware that delegated authority was given to the Director of Parks and Leisure to approve development applications requesting up to £1,000.
The small development applications (delegated authority) are listed in Appendix 1, large development applications (£5,000) in Appendix 2 and hospitality applications in Appendix 3.
Detailed applications are held in the Parks and Leisure Department and can be forwarded to Members on request.
A copy of each application will be available at Committee.
Key Issues
The Director and relevant officers met on Wednesday 27 February 2008 to discuss large development applications and to consider small development applications and hospitality applications under delegated authority.
Members will note that the small development grant fund is over allocated by £8,765 for 2007/8. However as part of the financial management of this funding we have contacted all groups with unclaimed funding in 06/07 to agree their final drawdown. As a result of this process there is a surplus from 06/07’s allocation and we would like to use this to fund the over allocation in this financial year. Any further surplus identified would be brought back to Committee for approval to use in the same way.
Page 65
Resource Implications
Financial The table below indicates the amounts allocated from the 2007/2008 budget. Proposed Total allocation for Area available Allocated to date March 2008 Remaining Large Development £60,000 £35,000 £25,000 £0 Development 07/08 £120,000 £110,096 £4,232 - £8,765 Development Unclaimed £15,735 06/07 Balance remaining £6,970 Hospitality (08/09) £31,000 £0 £2,000 £29,000
Recommendations
Members are requested to: • note the content of this report with regard to Support for Sport Small Development Applications and agree to use the previous year’s grant surplus to fund the 2007/8 over allocation; • note the award of hospitality funding to Queens University Athletic Club; and • accept the 5 recommendations made by the Director for Large Development Grants
Documents Attached
Table of Recommendations Appendix 1: Small Development Applications Table 25 January -24 February 2008. Appendix 2: Large Development Applications Appendix 3: Hospitality Applications
Parks and Leisure Committee 13 March 2008
APPENDIX 1 Support for Sport Development Applications Received Between 25 th January – 24 th February 2008
ID Club / Organisation Activity Details Running Amount Recommendation & Reason Amount Costs Requested Awarded D-126-08 Hawthorn Kick Start Grant £1,548 £1,000 Support £1,000 Recreation & Provision of support up to a maximum Athletic Club of £1000 Representing not more than 75% of all eligible costs D-127-08 Newmills Football Training of Coaches £1,775 £1,000 Support £1,250 Association +£250 Provision of support up to a maximum Equipment of £1000 + £250 equipment grant. Representing not more than 75% of all eligible costs D-128-08 Gort Na Mona Sport Festival/ Dev Event £1,310 £1,000 Support Page 66 Camogie Club Coaching School & +£250 Provision of support up to a maximum £1,000 Tournament Equipment of £1000. Equipment not eligible no separate Bank Acc . Representing not more than 75% of all eligible costs D-129-08 Up & Runners Training of Coaches £60 £45 Support £45 Provision of support up to a maximum of £45 D-130-08 Newington Sport festival/Development £1,650 £1,000 Support £937 Amateur Boxing Event Provision of support up to a maximum Club of £1,000 + £250 equipment grant. Representing not more than 75% of all eligible costs Total Amount Allocated This Month Total Amount Allocated To Date £4,232 £128,765 (£8,765 over allocated)
Parks and Leisure Committee 13 March 2008
APPENDIX 1 ORGANISER / EVENT TOTAL AMOUNT AREA REF. SUMMARY RECOMMENDATION REASON EVENT DATE COST REQUESTED
Hospitality in the form of a finger buffet Queens for 400 competitors, officials, sponsors Provision of £5 per Offer support of Hospitality University 9.4.08 and guests at the post event £2,000 Hospitality as person £2,000 max Athletics Club celebration for the Queens ‘Round the requested River’ 5km road race.
Page 67
Parks and Leisure Committee 13 March 2008
APPENDIX 2
LARGE DEVELOPMENT GRANTS SCORING
CLUB NAME REF # SCORE RANK RECOMMENDATION AMOUNT COMMENTS
This is an application to increase participation and community cohesion by establishing a fundamentals Albion Star FC DL-24-08 71% 1 Support £5,000 based soccer academy for boys and girls This is an application to develop a comprehensive health and physical activity programme aimed at 3 St Pauls GAC DL-30-08 71% 1 Support £5,000 local primary schools. This is an application to increase the knowledge of both caoches and athletes and also to further the quality of the coaching and the knowledge of skills N.I Climbing Youth Team DL-26-08 69% 3 Support £5,000 for the athletes.
The aim of Crusaders in the community is to Page 68 develop excellent coaching programmes to young people and to put Crusaders at the heart of the Crusaders FC DL-21-08 67% 4 Support £5,000 community by addressing social inclusion. This is an application to increase the membership of the tennis club and the establishment of senior Belfast Boat Club DL-28-08 63% 5 Support £5,000 development officer.
This is an application to develop a range of coach education workshops and to introduce more young O' Donnells GAC DL-22-08 60% 6 Do not support £0 people to the sport This is a application that will allow the set up of a programe to introduce karate to those people over the age of 50 and will mainly focus on technical side N.I Karate-Do-Wado-Ki DL-23-08 57% 7 Do not support £0 of karate.
This is an application to develop and deliver a 40 week community engagement programme "fighting Holy Trinity ABC DL-31-08 57% 7 Do not support £0 fit". It is intially to young men and women aged 8-18. Parks and Leisure Committee 13 March 2008
APPENDIX 2 CLUB NAME REF # SCORE RANK RECOMMENDATION AMOUNT COMMENTS
This is an application to help hire soccer coaches on a sessional basis and to deliver coaching Belfast United FC DL-27-08 55% 9 Do not support £0 sessions in local primary and post primary schools. This is an application for cricket increase the number of people within the club. The iniatative includes outdoor coaching skills for various groups in the evenings and specialist coaching for those Civil Service CC DL-01-08 56% 9 Do not support £0 with exceptional talent in elite squads.
This is an application for the develpment of youth cricket within the club. The club will orgainse and run a youth festival. This will provide a unique
Instonians CC DL-32-08 54% 11 Do not support £0 competition for the best club teams in Ireland. Page 69 This is an application for youth cricket selecting participating primary schools to participate in coaching sessions in order to familiarise children Woodvale CC DL-29-08 51% 12 Do not support £0 with the game of criket. This is an application for starting a mentoring programme using coach consultant Alan Solomons. The objective to the mentoring Belfast Harlequins DL-11-08 47% 13 Do not support £0 programme is to develop coaches.
This is an application for the club which is in a period of transition with the exiting prospect of the Newington FC DL-25-08 45% 14 Do not support £0 joint proposal with Crusaders for a new stadium. Page 70 Agenda Item 20
Belfast City Council
Report to: Parks and Leisure Committee
Subject: Acquisition of land for Burials for Belfast City Council
Date: 13 March 2008
Reporting Officers: Director of Parks & Leisure, Andrew Hassard – Ext 3400 Director of Legal Services, Ciaran Quigley – Ext 6038
Contact Officer: Emer Boyle, Legal Policy Officer – Ext 6054
Purpose of the Report
The purpose of this report is to seek Committee approval to proceed with the appointment of Scott Wilson consultants to act as lead consultant in the Procurement and Management of Services for the Tier 3 assessment of the two sites remaining in the Council’s shortlist for sites potential suitable for acquisition for a cemetery development.
Relevant Background Information
At the meeting of the Parks and Leisure Committee on 15 November 2007 the Committee adopted the following recommendations;-
(i) Lisleen and Nutts Corner sites are selected as the Council’s preferred sites and that Drumbeg and Hightown are no longer in the shortlist (within the context of the Council developing one large cemetery).
(ii) the Council proceeds to a Tier 3 Risk Assessment at both Lisleen and Nutts Corner
(iii) in the meantime, discussions take place with the Environment and Heritage Service to receive feedback on the collated hydro-geological reports and to ascertain EHS views in respect of the feasibility of developing each site;
(iv) further discussions with neighbouring councils take place on the issues of mutual concern with regard to the provision of burial space both at present and in the future.
Following this Committee approval the Directors of Parks and Leisure and Legal Services held a number of meetings, both with our consultants and at officer level internally to discuss the most appropriate methodology for proceeding with the next phase, taking onboard the associated procurement and project management issues.
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On 09 January 2008 Scott Wilson consultants were asked to draw up a detailed specification for the Tier 3 tests and to provide the Council with this information along with the forecast cost for the completion of all elements of the Tier 3 phase of the tests.
Key Issues
The Council received the detailed specification from Scott Wilson on 18 February 2008. The specification has now been reviewed at a meeting with the Directors of Parks and Leisure and Legal Services, the Councils Principal Solicitor (Corporate and Commercial) and the Legal Policy Officer.
The following elements (which together will make up the Tier 3 test phase) are covered in the detailed specification received from Scott Wilson;-
§ Topographic Survey § Meteorological Data § Site Investigation § Chemical testing and monitoring § Water Features Survey § Fate and Transport Modelling § Reporting and Risk Assessment § Planning Checks Other Data and Information required to complete this phase of the tests (to be provided by the Council to Scott Wilson) include;- § Burial Information § Landscape Plans
Management arrangements for the Tier 3 phase are summarised below;-
§ The new estimated cost for the completion of the services is £146,677; § Scott Wilson will Project Manage all specialist services to completion which are required for the Tier 3 Assessments for potential burial sites at Lisleen and Nutts Corner; § Scott Wilson will use the Council’s procurement policy for the procurement of the specialist services; § The Council will collate the returned tenders and Scott Wilson will approve and recommend a supplier to the Council; § The Council will award and engage each specialist service provider directly. Scott Wilson will act as the Lead Consultant and manage the overall service to completion;
The total value of the Tier 3 work is forecast to be £146,677. Of this total amount, £25,024 is forecast for Scott Wilson’s management fees as lead consultant (which is below the normal Standing Order tender threshold).
Following discussions between the Directors of Legal Services and Parks and Leisure, it is proposed that Scott Wilson are appointed as lead consultant, the rationale being that;- § Scott Wilson have a unique knowledge of the entire process, having been engaged in 2006 to conduct a strategic review of the Councils burial provision; § Scott Wilson have a unique knowledge of the two sites remaining in the Council’s shortlist; § In the likely event of a Public Inquiry when the Council moves to acquire lands,
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Scott Wilson will be able to provide continuity in evidencing that the Council adopted a sufficiently robust approach in its search for lands suitable for burials.
Resource Implications
Financial
There is provision of £12.9 M in the Council’s 08-09 Draft Capital Programme for new cemetery provision for Belfast City Council. The forecast cost for the Tier 3 phase is £146,677.
Human Resources
The staffing requirements for a new facility will need to be considered at a future date.
Asset and Other Implications
None at this stage although the final stage of the project will inevitably increase the Council’s land ownership and associated liabilities.
Recommendations
The Committee is asked to approve the appointment of Scott Wilson as Lead Consultants so that the Tier 3 phase of the project can proceed without any further delay.