LISBURN & CASTLEREAGH CITY COUNCIL
Island Civic Centre The Island Lisburn BT27 4RL
21 March, 2019
TO: The Right Worshipful the Mayor, Aldermen & Councillors of Lisburn & Castlereagh City Council
The monthly meeting of Lisburn & Castlereagh City Council will be held in the Council Chamber, Island Civic Centre, The Island, Lisburn, BT27 4RL, on Tuesday, 26 March, 2019 at 7.00 pm for the transaction of the business on the undernoted Agenda.
You are requested to attend.
Food will be available in Lighters Restaurant from 5.30 pm.
DAVID BURNS Chief Executive Lisburn & Castlereagh City Council
AGENDA
1 BUSINESS OF THE RIGHT WORSHIPFUL THE MAYOR
2 APOLOGIES
3 DECLARATION OF MEMBERS’ INTERESTS; (i) Conflict of interest on any matter before the meeting (Members to confirm the specific item) (ii) Pecuniary and non-pecuniary interest (Member to complete the Disclosure of Interest form)
4 COUNCIL MINUTES - Meeting of Council held on 26 February, 2019
5 MATTERS ARISING
6 DEPUTATIONS
7 BUSINESS REQUIRED BY STATUTE (i) Signing of Legal Documents
Lisburn and Castlereagh City Council and GR White & Son Limited, Framework Contract for Provision of Electrical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and AJC Electrical, Framework Contract for Provision of Electrical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and Galaxy Facilities Management Limited, Framework Contract for Provision of Electrical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and Blackbourne Limited, Framework Contract for Provision of Electrical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and Alan Little Limited, Framework Contract for Provision of Electrical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and Irwin M & E Limited, Framework Contract for Provision of Electrical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and Irwin M & E Limited, Framework Contract for Provision of Mechanical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and Blackbourne Limited, Framework Contract for Provision of Mechanical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and CHC Group Limited, Framework Contract for Provision of Mechanical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and Tipping Mechanical, Framework Contract for Provision of Mechanical Services, Reactive and Project Works to Council Facilities Lisburn and Castlereagh City Council and The Waste and Resources Action Programme, Collaboration Agreement Lisburn and Castlereagh City Council and Dunbridge Limited, Shen Cloud Ltd and Hasan Topal and Hakan Sakalli, Lease of Unit 2a, Omni Park, Dundonald Lisburn and Castlereagh City Council and Choice Housing Ireland Limited, Contract for Sale of Land at Ballybeen Square, Dundonald, Co. Down being compromised in Folio 41615 County Down and Transfer Deed
8 ADOPTION OF MINUTES OF COMMITTEES
Leisure and Community Development Committee 5 March 2019 Environmental Services Committee 6 March 2019 Development Committee 6 March 2019 Corporate Services Committee 13 March 2019 Governance and Audit Committee 20 March 2019 Capital Projects Committee 21 March 2019
Planning Committee (For Noting) 4 February 2019
9 REPORT FROM CHIEF EXECUTIVE
Item for Decision
1 Ulster Automobile Club: 2019 Easter Stages Rally: Request for Financial Assistance
10 REPORTS OF MEMBERS ON BOARDS (None)
11 REPORTS ON DECISIONS SUBJECT TO THE RECONSIDERATION PROCEDURE (None)
12 NOTICE OF MOTION
No. 1 In the name of Alderman D Drysdale on the subject of Dundonald Village Development Plan (copy attached) 13 CONFIDENTIAL BUSINESS
Report by the Chief Executive in connection with:
13.1 Deed of Agreement Pursuant to Section 76 of the Planning Act (Northern Ireland) 2011 Between Lisburn and Castlereagh City Council, Neville David Bell, Keith Bell, Olive Bell and Ulster Bank Limited in Respect of Lands South West of 6 Cochranstown Road, Dundrod, Crumlin (confidential due to containing information in relation to which a claim to legal professional privilege could be maintained in legal proceedings)
Members are requested to go to the Confidential folder on SharePoint
14 ANY OTHER BUSINESS
MM 26.02.2019 LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Monthly Meeting of Council held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 26 February 2019 at 7:00 pm
PRESENT: The Right Worshipful the Mayor Councillor U Mackin
Deputy Mayor Councillor A Grehan
Aldermen W J Dillon MBE, A G Ewart MBE, T Jeffers, S Martin, S P Porter, and J Tinsley
Councillors N Anderson, J Baird, R T Beckett, B Bloomfield MBE, M Cahill, S Carson, D J Craig, A P Ewing, J Gallen, O Gawith, A Girvin, A Givan, J Gray MBE, B Hanvey, H Legge, J McCarthy, A McIntyre, B Mallon, T Mitchell, T Morrow, J Palmer, A Redpath, S Skillen and R Walker
IN ATTENDANCE: Lisburn & Castlereagh City Council
Chief Executive Director of Leisure and Community Wellbeing Director of Service Transformation Member Services Officer Attendance Clerk
Northern Ireland Audit Office
Ms C Kane
Commencement of the Meeting
At the commencement of the meeting, The Right Worshipful the Mayor, Councillor U Mackin, welcomed those present to the meeting. The Right Worshipful the Mayor requested that all mobile phones be switched off or put on silent for the duration of the meeting.
The Chief Executive outlined the evacuation procedures in the case of an emergency.
1. Business of The Right Worshipful the Mayor
Prayers
The Right Worshipful the Mayor, Councillor U Mackin, expressed condolences in respect of the recent death of:
- Mr Edmund (Ebby) Corey, brother of Mrs Caroline Magee, who passed away in recent weeks
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MM 26.02.2019 - Mrs Julie McKinstry-Harvey, wife of Mr Richard Harvey, Head of Environmental Health, who passed away on Sunday 24 February 2019
- Mr Jim Lilley, Elected Member of the former Lisburn Borough Council, who passed away the previous month.
The Right Worshipful the Mayor, Councillor U Mackin, welcomed Rev S Hanna to the meeting. Rev Hanna gave an address and said a prayer, during which he too remembered the bereaved families referred to by the Mayor. Councillor Mackin, thanked Rev Hanna for his attendance and he left the meeting (7.11 pm).
The Right Worshipful the Mayor, Councillor U Mackin, outlined a number of engagements attended since the last meeting of Council. In particular, he referred to the Freedom of the City event for Mrs Joan Christie CVC OBE, Lord Lieutenant for County Antrim on Saturday 16 February 2019.
Councillor H Legge left the meeting at 7.24 pm and returned at 7.35 pm.
2. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of Aldermen D Drysdale, M Henderson MBE, W A Leathem and G Rice MBE, and Councillors L Poots, N Trimble and M H Tolerton.
3. Declarations of Interest
There were no declarations of interest declared at this point in the meeting.
A Declaration of Interest form was subsequently completed by Councillor H Legge in respect of the legal document listed on agenda item 7 in relation to the Northern Ireland Housing Executive – re surrender of lands at Ballybeen Square, Dundonald, comprised in Folio 32459 County Down - in view of her membership of the Board of NIHE.
4. Deputations
The Right Worshipful the Mayor, Councillor U Mackin, advised that the deputation from the NIAO required to be received “in Committee” due to information contained therein relating to the business or financial affairs of the organisation concerned.
It was proposed by Councillor S Skillen, seconded by Councillor A P Ewing, and agreed that the deputation from the NIAO be received “In Committee” in the absence of the press or members of the public.
The member of the public seated in the public gallery left the meeting at 7.25 pm.
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MM 26.02.2019 “In Committee”
4.1 Report To Those Charged With Governance 2017-18 Presentation by Northern Ireland Audit Office
Councillor D J Craig left the meeting during consideration of the above report (7.28 pm).
The Right Worshipful the Mayor, Councillor U Mackin, extended a welcome to Ms C Kane from the Northern Ireland Audit Office, who was in attendance at the meeting in order to present the above document.
Ms Kane having thanked the Council for the invitation to address Members, outlined the salient points contained in the Report To Those Charged with Governance and responded to questions from Members.
Councillor A McIntyre left the meeting and returned again at 7.36 pm.
A discussion ensued during which Councillor O Gawith proposed that this Council falls into line with the other councils in Northern Ireland and appoints an independent member to the Governance & Audit Committee to ensure continuity and external scrutiny.
A number of Members spoke in support of the above proposal. Other Members spoke against the proposal.
It was agreed that the above matter in relation to the Governance & Audit Committee be considered further at agenda item 13 Confidential Business.
The Right Worshipful the Mayor, Councillor U Mackin, thanked Ms C Kane for her attendance at the meeting following which Ms Kane left the meeting (7.50 pm)
It was agreed to come “out of Committee” and normal business was resumed.
Resumption of Normal Business
5. Council Minutes
It was proposed by Councillor N Anderson, seconded by Councillor T Morrow and agreed that the minutes of the meeting of Council held on 22 January 2019 be confirmed and signed.
It was proposed by Alderman T Jeffers, seconded by Councillor T Morrow, and agreed that the minutes of the undernoted Special Meetings of Council be confirmed and signed.
- Special Meeting of Council on 7 February 2019 - Special Meeting of Council on 16 February 2019
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6. Matters Arising
Council Meeting held on 22 January 2019 Page 66 Item 14.5 Alpha-Numeric Parking Meters
In response to comments and questions from Alderman W J Dillon the Chief Executive referred to the email he had sent to Members at that time regarding the matter and reported that the situation remained unchanged; and advised that further recommendations on this project would be progressed though the relevant Committee in due course.
7. Business Required by Statute
(i) Signing of Legal Documents
On a proposal by Councillor T Morrow, seconded by Councillor A Givan, it was agreed that the following legal documents be signed at the meeting:
Northern Ireland Housing Executive of 2 Adelaide Street, Belfast, BT2 8PB and Lisburn and Castlereagh City Council – Surrender of lands at Ballybeen Square, Dundonald, comprised in Folio 32459 County Down.
Lisburn and Castlereagh City Council with Invest Northern Ireland of Bedford Square, Bedford Street, Belfast, BT2 7ES – Letter of Offer for Digi Growth Programme.
Lisburn and Castlereagh City Council and The University of Southampton, GAU-Radioanalytical, National Oceanography Centre, European Way, Southampton, SO14 3ZH – Contract for radiochemical analysis and related interpretation of analytical data.
Lisburn and Castlereagh City Council and Dunbridge Limited c/o Omniplex Holdings (NI) Limited, Governor’s Road, Lisburn, County Antrim, BT28 1PP – Deed of Variation of Lease.
Lisburn and Castlereagh City Council and Phillips Contracts (DPK) Limited of 76 Killyleagh Road, Downpatrick, BT30 9BN – Contract for Garden of Reflection at Lagan Valley Island, Lisburn.
Lisburn and Castlereagh City Council and AECOM of 10th Floor, The Clarence West Building, 2 Clarence Street West, Belfast, BT2 7GP – Contract for the framework and collaborative employees agent and project manager services for DIIB.
Lisburn and Castlereagh City Council and AECOM of 10th Floor, The Clarence West Building, 2 Clarence Street West, Belfast, BT2 7GP – Contract for construction consultancy services from Perfect Circle JV Limited for DIIB.
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The Department of Agriculture Environment and Rural Affairs of Dundonald House, Upper Newtownards Road, Belfast and Lisburn and Castlereagh City Council – Lease of Hillsborough Forest. Agreement to sign the lease (subject to the advice provided by A&L Goodbody that this be held until such times as we get the verified certificate for the Dam Works which have recently been completed).
The Department of Agriculture Environment and Rural Affairs of Dundonald House, Upper Newtownards Road, Belfast and Lisburn and Castlereagh City Council – Licence for Hillsborough Forest.
8. Adoption of Minutes of Committees
It was agreed that the minutes and recommendations of the undernoted meetings be adopted, subject to any changes recorded below:
Leisure and Community Development Committee 5 February 2019 Proposed by Alderman S P Porter Seconded by Councillor J Gallen
Adopted subject to the following matter which had been omitted from the Minutes, being now included under Any Other Business:
Belfast Bike Scheme Councillor J Gallen
Councillor J Gallen requested that the Belfast Bike Scheme be extended to include Forestside Shopping Centre and another location in Newtownbreda. The Director reported that works were ongoing in relation to this project and undertook to provide an update report on this project to the next meeting of the Committee.
Environmental Services Committee 6 February 2019 Proposed by Councillor J Gray Seconded by Alderman J Tinsley
Councillor M Cahill left the meeting at 8.00 pm.
Matter Arising
Page 103 Item 5.2 Kerbside Recycling Project – Requirement for Rented Storage Facility
The Director of Environmental Services responded to questions from Councillor J Palmer regarding the Committee’s decision on the proposed pilot associated with the Kerbside Project. The Director reaffirmed the Committee’s decision that a report be brought to the March meeting of the Committee detailing an overview of the timeline and reports presented previously to the Committee on the Waste and Recyling Services Options Appraisal, Outline Business Case and Implementation Plan.
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MM 26.02.2019 The Director also advised that the Council’s funding application to the Department of Agriculture and Rural Development towards this project had been confirmed to be in excess of what the Council had applied for.
Councillor B Hanvey returned to the meeting at 8.02 pm
Development Committee 6 February 2019 Proposed by Alderman A G Ewart Seconded by Alderman W J Dillon
Capital Development Committee 12 February 2019 Proposed by Alderman W J Dillon Seconded by Councillor B Hanvey
Corporate Services Committee 13 February 2019 Proposed by Councillor N Anderson Seconded by Councillor B Mallon
Adopted subject to the following amendment:
Page 131 Item 5.1 Recruitment of Posts
The two fixed term Project Manager posts would be created for a period of two years, ie. until 31 March 2021.
Matter Arising
Page 134 Item 7.1 NILGA 2019/2020 Work Plan and Subscription costs
It was noted that the Corporate Services Committee was awaiting further information from NILGA, as requested by Alderman A G Ewart.
Planning Committee 7 January 2019
The minutes of the Planning Committee meeting of 7 January 2019 had been circulated for noting only as these minutes had been agreed at the subsequent meeting of the Planning Committee on 4 February 2019. It was proposed by Councillor O Gawith, seconded by Alderman T Jeffers, and agreed that their contents be noted.
9. Report from Chief Executive
It was agreed that the reports and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
Councillor M Cahill returned to the meeting at 8.02 pm.
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MM 26.02.2019 Items for Noting
9.1 Capacity Building and Planning Function
Further to a request from the Local Government Commissioner for Standards making a recommendation to this Council under section 61 of the Local Government (Act) 2014 to the effect that the Council reviews its processes to ensure that Members do not participate in decision-making on the Planning Committee without first having completed the mandatory training, the Council had been furnished with a copy of a proposed Action Plan which had been approved by the Corporate Services Committee at its meeting held on 13 February 2019. The above-mentioned report had been prepared to meet the recommendations of the Local Government Commission for Standards in regard to Planning training for Members.
It was agreed that the proposed Action Plan as approved by the Corporate Services Committee on 13 February 2019 be noted.
9.2 Annual Meeting of Council
It was noted that following consultation with The Right Worshipful the Mayor, Councillor U Mackin, it had been agreed to convene the Annual Meeting of Council on Friday 24 May 2019 at 12 Noon.
Additional Report by Chief Executive
9.3 Invitation to Preview to Hillsborough Castle and Gardens
It was noted that, in advance of its opening and to thank the Council for its support thus far, an invitation had been received to an exclusive preview of the Hillsborough Castle and Gardens. Following consultation with The Right Worshipful the Mayor, Councillor U Mackin, it had been agreed that this preview be arranged for 5 April 2019 from 10 am to 12 pm with tea and coffee on arrival at 9.45 am.
10. Reports from Members on Boards
There were no reports from Members on Boards.
11. Reports on Decisions Subject to the Reconsideration Procedure
There were no reports on decisions subject to the reconsideration procedure.
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MM 26.02.2019 12. Notice of Motion
12.1 The Severe Impact of Welfare Reform Councillor J McCarthy
A copy of the following Notice of Motion in the name of Councillor J McCarthy had been circulated to Members with the notice convening the meeting:
“Lisburn & Castlereagh City Council recognises the severe impact welfare reform has had on the most vulnerable in our society.
This Council supports the Right to Work: Right to Welfare (R2W) group’s ‘People’s Proposal’ which includes introducing a human rights checklist which must be completed and included in the notes of all benefit decisions.
This Council calls on the Permanent Secretary for the Department of Communities to issue guidance to all social security decision makers, requiring them to ensure due process, impact assessments and the human rights checklist are undertaken and fully complied with in the decision making process.”
Councillor M Cahill seconded the Notice of Motion by Councillor J McCarthy.
It was agreed that the Notice of Motion on the subject of Welfare Reform be noted and referred to the next meeting of the Corporate Services Committee in order that the Motion be debated in full.
13. Confidential Business
The Right Worshipful the Mayor, Councillor U Mackin, advised that the items contained in the confidential report were required to be dealt with “In Committee” due to containing information relating to the financial or business affairs of the organisation concerned or any particular person (including the Council holding that information).
It was proposed by Councillor N Anderson, seconded by Councillor T Morrow, and agreed that the items contained in the Confidential Report be considered “in committee”, in the absence of members of the press and public being present.
“In Committee”
It was agreed that the Confidential Report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
Items for Consideration
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MM 26.02.2019 13.1 A 10-Year Programme of Investment
The Chief Executive outlined the proposals in relation to the above-mentioned 10-year Programme of Investment, the broad principles of which were highlighted in the report circulated.
It was proposed by Alderman J Tinsley, seconded by the Deputy Mayor, Councillor A Grehan, and agreed that the Council agrees to Officers exploring and developing a 10-year investment plan.
13.2 Belfast Region City Deal – Heads of Terms Update
The Council had been furnished with a copy of an update report which included the draft BRCD Heads of Terms document with comments from Council Officers, together with a copy of the legal opinion prepared by the Council’s legal advisors.
It was proposed by Alderman A G Ewart, seconded by Alderman W J Dillon, and agreed that:
delegated authority be granted to a future meeting of the Development Committee to approve the final BRCD Heads of Terms, once a revised version had been accepted and agreed by the Council’s BRCD Steering Group; and
in order to maximise the opportunities from City Deal as early as possible, and as recommended by the Council’s BRCD Steering Group, the Outline Business Cases be approved.
13.3 Governance & Audit Committee – Independent Member
This matter had been raised earlier in the meeting under item 4.1 above (Report To Those Charged With Governance 2017/18: Presentation by Northern Ireland Audit Office).
Councillor O Gawith reiterated his proposal that this Council falls into line with the other councils and appoints an independent member to the Governance and Audit Committee to ensure continuity and external scrutiny. Councillor J Baird seconded Councillor Gawith’s proposal.
Alderman S P Porter proposed an amendment that this Council is minded to appoint an independent member to the Governance & Audit Committee so long as prior to such an appointment a further report on this matter be brought to the relevant Committee for consideration. Councillor R T Beckett seconded Alderman Porter’s amendment.
It was noted that the Chairman of the Governance & Audit Committee, Councillor R T Beckett, was in agreement that a Special Meeting of the Governance & Audit Committee be convened, if necessary, to consider this matter.
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MM 26.02.2019 The amendment was put to the meeting. There were 15 votes in favour and 17 votes against and the amendment “fell.”
Councillor Gawith’s proposal, having become the substantive proposal, was put to the meeting and declared “Carried” there being 17 votes in favour and 15 votes against.
Resumption of Normal Business
It was proposed by Alderman J Tinsley, seconded by Councillor N Anderson, and agreed to come out of committee and normal business was resumed.
Resumption of Normal Business
14. Any Other Business
14.1 Coach Education Programme for Sports Clubs Alderman S P Porter
It was proposed by Alderman S P Porter, seconded by Councillor N Anderson, and agreed that due to the time limitations for awarding grants under the above Coaching Programme, the Council grants delegated authority to the next meeting of the Leisure and Community Services Committee in order to consider funding allocations in respect of the above Programme.
14.2 Lisburn Gateway Club Alderman S P Porter
Alderman S P Porter expressed thanks and appreciation to Councillor J McCarthy and the Chief Executive who, along with himself, had attended a recent meeting with Lisburn Gateway Club and the South Eastern Health and Social Care Trust (SEHSCT).
Alderman Porter having highlighted the importance of the Lisburn Gateway Club for many families, welcomed the Council’s approach and that of the SEHSCT, which would go some way to addressing the funding issues faced by the Gateway Club.
14.3 Motor Neuron Disease Charter Councillor A McIntyre
Councillor A McIntyre reminded the Council of his Notice of Motion on the subject of a Motor Neuron Disease Charter which had been considered by the Council’s Corporate Services Committee in September 2018 and reported that it had come to his attention that there was no mention of the Council having signed up to this Charter on the Motor Neuron Disease website. Councillor McIntyre requested that this matter be looked into.
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MM 26.02.2019 14.4 Vandalism Across the City Area Councillor O Gawith and The Right Worshipful the Mayor, Councillor U Mackin
Councillor O Gawith referred the recent vandalism to Moira’s Sensory Wildlife Garden which had been opened officially on 19 February, and reported that one parent had been particularly upset regarding damage to the windchimes in the sensory garden. Their child was undergoing chemotherapy treatment currently was unable to play with other children due to infection risk, and had enjoyed the windchimes on many occasions. Councillor Gawith requested that the Council consider replacing the windchimes in the Sensory Park in Moira.
The Right Worshipful the Mayor, Councillor U Mackin, referred to the spate of vandalism across the City area in recent days and stated that these issues had been raised at the meeting of the Council’s PCSP the previous week. Another issue of concern was the activities of large crowds of young people who were gathering at the Civic Centre. The Council’s security staff had contacted the local PSNI on the evening in question. A multi-agency approach was required going forward and a further meeting had been planned with the Chief Executive and the PSNI’s Chief Superintendent as a matter of urgency.
Alderman J Tinsley thanked Councillor O Gawith for having raised this important issue and stated that the current spate of vandalism was occurring across the Province in general. Alderman J Tinsley thanked the Chief Executive for his involvement and efforts to date in this important matter.
Councillor A McIntyre left the meeting at 9.03 pm and returned at 9.05 pm.
Alderman A G Ewart left the meeting at 9.05 pm and returned at 9.08 pm.
Alderman W J Dillon also thanked Councillor O Gawith for having raised the issue of vandalism at the Sensory Garden in Moira Demesne – and acknowledged that the Council had spent a huge amount of money on this project.
Councillor N Anderson also spoke about the current spate of vandalism in the Carryduff and Newtownbreda areas, and mentioned in particular the graffiti at Lough Moss Centre and significant damage to a residents’ homes and cars. Councillor Anderson stated that he was fully supportive of this Council’s approach.
Alderman S P Porter, Chairman of the Leisure & Community Development Committee, paid tribute to the efforts by Council Officers in securing funding through various programmes. Alderman Porter commended the actions of the Council in relation to the recent antisocial behaviour and asked that the Council’s thanks and appreciation be conveyed to the Officers and staff concerned.
At the conclusion of the discussion it was proposed by Alderman S P Porter, seconded by Councillor O Gawith and agreed that the Council identifies appropriate budget to address the antisocial behaviour issues referred to above.
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MM 26.02.2019 14.5 St Patrick’s Day Concert 2019 The Right Worshipful the Mayor, Councillor U Mackin
The Right Worshipful the Mayor, Councillor U Mackin, reported that the Mayor’s annual St Patrick’s Day concert in aid of his Mayoral Charity, Cancer Fund for Children, would take place on Saturday 16 March 2019 in the Island Hall. It was noted that the cost of a ticket was £15.00.
14.6 Charity Big Breakfast Councillor J Gallen
Councillor J Gallen reported that a Big Breakfast was taking place in aid of the Mayoral Charity on Friday, 1 March 2019 in Hillhall Presbyterian Church Hall, the entry cost being £5.00.
14.7 Eating Disorders Awareness Councillor N Anderson
Councillor N Anderson welcomed the presentation by The Laurence Trust at the February meeting of the Corporate Services Committee in relation to the work of the Trust on eating disorders and which had highlighted the complexities of eating disorders and the fact that these disorders were psychological conditions.
14.8 Lisburn Castlereagh Community Business Games Councillor J McCarthy
Councillor J McCarthy having referred to the Lisburn Castlereagh Community Business Games initiative, highlighted the forthcoming Basketball event on Tuesday, 5 March and encouraged any Member with experience in playing wheelchair basketball to consider joining him in the Lisburn All Stars team for the match next Tuesday.
Confidential Matter
Councillor J Palmer indicated that he wished to raise a matter under Confidential Business.
It was proposed by Councillor N Anderson, seconded by Councillor T Morrow, and agreed that the following issue be considered “In Committee” in the absence of press or members of the public.
“In Committee”
14.9 Ulster Aviation Society Councillor J Palmer
It was agreed on a proposal by Councillor J Palmer, seconded by Councillor A Redpath that the Council grants delegated authority to a future meeting of the Development Committee to consider a funding proposal in association with the Ulster Aviation Society.
Resumption of Normal Business 149
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It was agreed to come out of Committee and normal business was resumed.
There being no further business for consideration, the meeting was terminated at 9.18 pm.
Mayor
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LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Meeting of the Leisure and Community Development Committee held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 5th March 2019 at 6.02 pm
PRESENT: Alderman S P Porter (Chairman)
Councillor J Gallen (Vice-Chairman)
The Right Worshipful the Mayor, Councillor U Mackin
Aldermen W A Leathem and J Tinsley
Councillors N Anderson, R T Beckett, A Givan, J Gray MBE, H Legge, T Mitchell, T Morrow, and R Walker OTHER MEMBERS:
IN ATTENDANCE: Lisburn & Castlereagh City Council Chief Executive Director of Leisure & Community Wellbeing Head of Service (Parks & Amenities) Head of Service (Sports Service) Member Services Officer
Commencement of Meeting
The Chairman of the Committee, Alderman S P Porter, welcomed all present to the March Meeting of the Leisure and Community Development Committee.
The Chairman outlined the evacuation procedures in the case of an emergency and also stated that should any Member require to leave the meeting to notify the Members Services Officer in order that their departure could be recorded accurately in the minutes.
1. Apologies
Apologies for non-attendance at the meeting were accepted and recorded on behalf of the Deputy Mayor, Councillor A Grehan, Alderman M Henderson, Councillors A McIntyre and N Trimble and the Acting Head of Cultural & Community Services.
2. Declarations of Interest
The Chairman, Alderman S P Porter, invited Members to declare any interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at their places.
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LCD 05.03.2019 There were no declarations of interest made at this stage of the meeting, however during the course of the meeting the following Declaration of Interest had been made:
The Right Worshipful the Mayor Councillor U Mackin declared an interest in Item 3.1.10 Correspondence from SEUPB re Commitment to Peace IV Funding following UK Withdrawal from EU on the basis that he was a Member of the Peace IV Committee.
3. Report from the Director of Leisure and Community Wellbeing
It was agreed that the main report and recommendations of the Director of Leisure and Community Wellbeing be adopted, subject to any decisions recorded below.
3.1 Report from Acting Head of Service (Cultural & Community Services)
In the absence of the Acting Head of Service (Cultural & Community Services) the Director of Leisure and Community Wellbeing delivered her report.
It was agreed that the report and recommendations of the Acting Head of Service (Cultural & Community Services) be adopted, subject to any decisions recorded below.
Items for Decision
It was agreed that the recommendations of the Acting Head of Service (Cultural & Community Services) in regard to those items for decision, be accepted, subject to any decisions recorded below and other items noted:-
3.1.1 Draft Arts Council NI Strategy 2019-2024
It was agreed that as Draft Arts Council NI Strategy 2019-2024 report had not been finalised, that this item be brought back to the next meeting of the Committee.
3.1.2 Island Arts Centre Proposed Revised Hire Charges Packages 2019-20
Members were provided with a copy of the proposed Hire Charges for Island Arts Centre, 2019-20 which represented a 5% increase on last year with the proposed increase to be effective from the financial year beginning the 1 April, 2019.
Members were advised that the proposed rise of hire charges in the Arts Centre had been benchmarked against other similar local authority facilities.
It was proposed by Alderman W A Leathem, seconded by Councillor T Morrow and agreed not to implement the proposed 5% increase to the Island Arts Hire Charges Packages for 2019-20 as it was deemed too severe in one year but to implement a 2.5% – 3% increase over the period of 2 – 3 years.
3.1.3 Pride of Place Awards 2019
Members were reminded that the Council had previously participated in the Pride of Place Awards and that last year three local groups participated on an all-Ireland 168
LCD 05.03.2019 basis, of which one group received a runner-up award at the Gala Awards Ceremony in Cork. Members were advised that the closing date for the 2019 submission of nominations is the 3 May 2019. The cost for the Council to enter the Pride of Place 2019 is £2,600 plus additional cost incurred for the judges’ visits, attendance and accommodation at the Awards Ceremony.
It was proposed by Councillor T Morrow, seconded by Alderman J Tinsley and agreed not to progress a submission to participate in the Pride of Place Awards 2019, unless officers could identify a group worthy of nomination, it was also agreed that consideration would be given in attending future Pride of Place Awards.
3.1.4 Peace IV Tender & Grant Awards: Request for Delegated Authority
Members were advised that the Peace IV Programme tender for the new Integration for New Communities project under the Shared Space and Service theme was being assessed week beginning 25 February, 2019. Additional to this a call for applications for grant awards under the Building Positive Relations Theme had been recently issued with a deadline for submission of 21 February, 2019.
Members were further advised that the next Peace Partnership meeting had been brought forward to the 7 March, 2019 due to the St Partrick’s Day holiday when the projects would go for recommendation.
It was proposed by Councillor T Morrow, seconded by Councillor A Givan and agreed that delegated authority be sought for the Chairman and Vice Chairman of the Leisure and Community Development Committee in consultation with the Director of Leisure and Community Wellbeing to approve the recommendations of the Local Peace Partnership in regard to the awards to ensure the Contract and Letters of Offer could be issued expediently.
3.1.5 Minutes of the Peace IV Partnership
It was proposed by Councillor T Morrow, seconded by Councillor A Givan and agreed that the Minutes of the Lisburn and Castlereagh Local Peace IV Partnership meeting held on 21 January, 2019 be approved.
3.1.6 John Hewitt Society Bursary Awards 2019
Members were provided with correspondence received from the John Hewitt Society requesting that the Council support the provision of two bursaries to support the attendance of two local residents at the John Hewitt Annual International Summer School at the cost of £400 each.
Members were advised that a provision in this regard has been made in the 2019- 2020 Departmental Financial Estimates.
It was proposed by the Vice-Chairman, Councillor J Gallen, seconded by Councillor R Walker and agreed that the request from the John Hewitt Society regarding the 2019 bursary awards for the provision of two local residents at the cost of £400 each be approved. 169
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3.1.7 Lisburn Gateway Club
Arising from the Council Meeting held on 26 February, 2019 Members had received an update following a meeting involving Alderman S P Porter, Councillor McCarthy, the Chief Executive and representatives of the South Eastern Health & Social Care Trust (SEHSCT) in regards to creating a sustainable funding model for Lisburn Gateway Club. At the meeting it had been agreed that both parties would explore the consideration of long term support and would endeavour to provide short term funding assistance.
The Chief Executive further updated Members that following the Council meeting and further discussions with the SEHSCT, the SEHST have since agreed that they would match fund a contribution of £2,000. He added that further discussions would continue with SEHSCT in an effort to establish long term sustainability.
It was proposed by Councillor T Morrow, seconded by Councillor J Gray MBE and agreed to recommend that the Council offer an interim financial assistance in the sum of £2,000 to Lisburn Gateway Club.
3.1.8 Resurgam Community Development Trust: Request for Book Grant – “Conflict to Peace”
Members were advised that a request had been received from Resurgam Community Development Trust for financial assistance towards the publication of a book entitled ‘Conflict to Peace’ which would be intended to document the development of the organisation through conception, peace building, social enterprise, sustainable education and community development.
Members noted that the Council had previously assisted both individuals and local organisations in the publication of books of local interest.
It was agreed to recommend approval for financial assistance to the Resurgam Community Development Trust up to a maximum of £5,000 towards the design, printing and publication of the book ‘Conflict to Peace’, subject to expenditure being satisfactorily vouched.
3.1.9 2019-20 Good Relations Action Plan
Members were reminded that at the January meeting of the Leisure and Community Development Committee a request from the Executive Office (TEO) inviting the Council to submit an application for funding under the TEO District Councils Good Relations Programme for the three year period 2019-22.
The Action Plan for 2019-20 was submitted by 15 February 2019 and the following two years, 2020-21 and 2021-22 would be submitted by 15 March 2019.
Members were provided with a copy of the Good Relations Action Plan 2019-20 which outlines the key projects and delivery outcomes linked to the Council’s Good Relations programme under the Together Building a United Community. The total value of the Action Plan for 2019-20 is £170,602 and the Council requested 75% funding towards both the staffing and programming elements from TEO. The 170
LCD 05.03.2019 Councils 25% contribution had been included as part of the 2019-20 estimates process.
It was proposed by Councillor R Walker, seconded by Councillor T Morrow and agreed to recommend that the Good Relations Action Plan 2019-20, which had been submitted to the TEO on 15 February 2019 under delegated authority, be endorsed.
The Chairman, Alderman S P Porter made reference to the Holocaust Memorial Day held in February, 2019 and commended the Officer Lynsey Gray for her passion and professionalism in organising the event and in the radio interview she had provided.
3.1.10 Correspondence from SEUPB re Commitment to Peace IV Funding following UK Withdrawal from EU
Members were provided with a copy of correspondence received from the Special EU Programme Body (SEUPB) confirming continued Peace IV funding commitment following the anticipated UK withdrawal from the EU
It was proposed by Councillor N Anderson, seconded by Councillor T Mitchell and agreed that the correspondence received from SEUPB be noted.
3.2 Report from Mr Brendan Courtney, Head of Service (Sports Services)
It was agreed that the report and recommendations of the Head of Service (Sports Services) be adopted, subject to any decisions recorded below.
Items for Decision
It was agreed that the recommendations of the Head of Service (Sports Service) in regard to those items for decision, be accepted, subject to any decisions recorded below and other items noted:-
3.2.1 Mary Peters Trust – Request for Funding
Members were provided with a copy of letter from the Mary Peters Trust requesting a financial contribution from the Council to help assist in its works in providing encouragement and financial support to young sports people across Northern Ireland.
Members noted that a provision of £1,000 had been set aside in the 2018/19 estimates to assist the Mary Peters Trust in its work.
It was proposed by Councillor A Givan, seconded by Councillor T Mitchell and agreed to recommend that financial contribution to the sum of £1,000 towards funding for the Mary Peters Trust be approved.
3.2.2 Club Development Officer Funding 2019/20
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It was proposed by Councillor A Givan, seconded by Councillor T Morrow and agreed that the Club Development Officer Funding Programme for 2019/20 be approved.
3.2.3 Northern Ireland Tenpin Bowling Federation – request to host Northern Ireland Tenpin Bowling Open 2019 at Dundonald International Ice Bowl 24 – 26 May 2019
Members were provided with a letter from the President of the N.I. Tenpin Bowling Federation requesting that the Council host the 2019 Ten Pin Bowling Open at Dundonald International Ice Bowl and had also requested financial assistance to provide a prize fund that would be attractive to bowlers from outside Northern Ireland. A Business Case was also provided to Members outlining lane requirements, potential loss of income in comparison with the last two years and additional resource requirements.
The Head of Service (Sports Service) advised Members that the event has the potential to attract bowlers from outside Northern Ireland and raise the profile of Dundonald International Ice Bowl especially as plans for the new facility progress.
It was proposed by Councillor J Gray MBE, seconded by the Vice-Chairman, Councillor J Gallen and agreed that the NI Tenpin Bowling Federation be granted approval to host the NI Ten Pin Bowling Open 2019 in Dundonald International Ice Bowl over the weekend 24 – 26 May 2019 and that financial assistance of £2,000 be granted to help offset costs in hosting the event.
3.2.4 Local Government Elections 2 May 2019
The Head of Service (Sports Service) advised Members that with the Northern Ireland Government Elections taking place on Thursday 2 May, 2019, the Lagan Valley LeisurePlex would be the Count Centre which would necessitate the use of the main hall and all meeting/function rooms and therefore would be closed to the public from Wednesday 1 May, 2019 to Saturday 4 May, 2019 at least. He further advised that Glenmore, Killmakee Activity Centre and Lough Moss Leisure Centre would be used as Polling Stations. The Hosting of the Count and Polling Stations would result in a significant negative effect on income to Sports Services and discussions with both the Electoral Office and relevant colleagues within the Council had been initiated to ensure the impact would be minimised.
It was proposed by Councillor T Morrow, seconded by Councillor J Gray MBE and agreed to recommend that Members approve the above named facilities to be used in the upcoming Local Government Elections and the negative impact on income was noted.
3.2.5 Mary Peters Trust – 80th Birthday Fund Raising Celebration (31 May 2019)
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LCD 05.03.2019 Members were provided with details of a fund-raising event being organised in aid of the Mary Peters Trust to mark the 80th Birthday of Dame Mary Peters. The Council had been asked to take a table at the event and consider the three levels of packages available as detailed in the report.
It was proposed by Councillor H Legge, seconded by Councillor N Anderson and agreed that the Council agree to take a table at the Bronze Level package event, the indicated cost was £1,200.
It was also agreed to accept the recommendation of the Chairman, Alderman S P Porter that the selection criteria for invitations reflect the former Mayors and Chairmen of this Committee who have interacted with Dame Mary and her Trust in the course of their duties.
It was further agreed that a letter be sent from this Committee to Dame Mary Peters congratulating her on her appointment to the Order of the Garter.
3.3 Report from Mr Ross Gillanders, Head of Service (Parks & Amenities)
It was agreed that the report and recommendations of the Head of Service (Parks & Amenities) be adopted, subject to any decisions recorded below.
Items for Decision
It was agreed that the recommendations of the Head of Service (Parks & Amenities) in regard to those items for decision, be accepted, subject to any decisions recorded below and other items noted:-
3.3.1 Request for Use of Moira Demesne
The Head of Service (Parks and Amenities) advised Members that the Council had received a request from the Free Presbyterian Church Youth Council to hold an Evangelical Youth Outreach Event in Moira Demesne over the period of Thursday 12 – Sunday 15 September, 2019, with access required to the site from Monday 9 September – Monday 16 September, 2019 to erect and dismantle a marquee. The organiser had requested infrastructure support.
Members noted that this request could potentially impact the cancelling of football bookings and the park run for one weekend.
It was proposed by Alderman W A Leathem, seconded by Councillor N Anderson and agreed that the request from the Free Presbyterian Church Youth Council to hold an Evangelistic Youth Outreach Event in Moira Demesne in September, 2019 and for the complimentary use of the facility and infrastructure support with crowd control barriers be acceded.
3.3.2 Moira Demesne – Archaeological Investigation
It was proposed by the Vice-Chairman, Councillor J Gallen, seconded by Councillor J Gray MBE and agreed that Queens University Belfast, Archaeological team conduct a geophysical survey at Moira Demesne for the duration of Monday 25 March – Friday 29 March, 2019 and to further undertake a two-week 173
LCD 05.03.2019 archaeological excavation at the site of Moira Castle at Moira Demesne scheduled for Monday 29 April – Friday 10 May, 2019.
3.3.3 Queen’s Commonwealth Canopy Trees Project
It was proposed by Councillor N Anderson, seconded by Councillor T Morrow and agreed that the request from Emma Little Pengelly MP to plant trees as part of the Queen’s Commonwealth Canopy Trees Project at locations of Lough Moss Centre and Carryduff Park be acceded.
Item for Noting
3.3.4 Access Counter Data for 2018
It was proposed by Councillor T Morrow, seconded by the Vice-Chairman, Councillor J Gallen and agreed that Members note the facility footfall figures for 2018 as contained within the report.
The Chairman, Alderman Porter added that there was a requirement for a programme budget for Wallace Park to encourage footfall and highlighted that due to the popularity of the facility and in particular the Play area equipment, it was necessary to ensure that it was regularly refreshed to maintain its appeal.
Items for Noting
3.3.5 Christ Church Vintage Fair Alderman W A Leathem
Alderman W A Leathem proposed an item for A.O.B at this stage of the meeting as he was unable to stay for the duration of the meeting.
Alderman W A Leathem advised Members that he received a request from Christ Church for infrastructure support from the Council for a Vintage Fair being held for the local community on the last Saturday in May, 2019.
It was proposed by W A Leathem, seconded by Councillor J Gray MBE and agreed to recommend that the Council provide infrastructure support to Christ Church in aid of their Community Vintage Fair being held on the 25 May, 2019.
3.3.6 Easter Stages Rally The Chairman, Alderman S P Porter
The Chairman, Alderman S P Porter advised Members that the Director of Leisure and Community Wellbeing would provide a full report at the next Council Meeting in relation to the Easter Stages Rally and that Members were minded to support the Rally to the value of £10,000.
4. Confidential Report from the Director of Leisure & Community Wellbeing
The Chairman advised that the reasons for confidentiality were as set out in the agenda, i.e.:- 174
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Economic Appraisal – Replacement Tractors (confidential due to information relating to the financial or business affairs of any particular person – including the Council holding that information).
Sports Services: Update Report on Catering Contract (confidential due to information relating to the financial or business affairs of any particular person – including the Council holding that information).
Castle Gardens & Sir Milne Barbour Park: Revised Opening & Closure Arrangements (confidential due to information relating to action taken or to be taken in connection with the prevention, investigation or prosecution of a crime).
Moira Demesne – Request to stage a Concert/Festival (confidential due to information relating to the financial or business affairs of any particular person – including the Council holding that information).
Tender Report – Referees Changing Module at Billy Neill (confidential due to information relating to the financial or business affairs of any particular person – including the Council holding that information).
“In Committee”
It was proposed by Alderman W A Leathem, seconded by Councillor N Anderson and agreed that the confidential reports of the Director of Leisure & Community Wellbeing be considered “In Committee”, in the absence of members of the press and public being present.
It was agreed that the confidential reports and recommendations of the Director of Leisure & Community Wellbeing be adopted, subject to any decisions recorded below and other items noted:-
Items for Decision
4.1 Economic Appraisal – Replacement Tractors
It was proposed by the Vice-Chairman Councillor J Gallen, seconded by Councillor T Morrow and agreed to recommend that the economic appraisal for the replacement of four tractors be approved.
4.2 Sports Services: Update Report on Catering Contract
Members were provided with a report and associated recommendations regarding the Sports Services Catering Contract.
It was proposed by Councillor T Morrow, seconded by Councillor A Givan and agreed that the following changes to the catering contract with Sinnamon Coffee be amended: -
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1. A 70/30 split in relation to the Capex cost for the upgrade works at Dundonald International Ice Bowl to a maximum of £50,000 with Lisburn & Castlereagh City Council providing the majority of the capital. 2. To offset the TUPE liability of the existing staff they had requested a reduction of £10,000 p/a for the two years after the end of a 12 month initial rent free period. 3. Lisburn & Castlereagh City Council cover the cost of utilities at Castlereagh Hills Golf Club. (Meter readings to be reviewed to reflect existing usage).
4.3 Castle Gardens & Sir Milne Barbour Park
Members were advised that in relation to the rise of anti-social behaviour in Council sites particularly at weekends and the impacts this has caused. Meetings with Officers and the PSNI are ongoing to review what further measures could be implemented.
It was agreed to recommend that the revised park closure times for the following parks be implemented: -
a) Castle Gardens – all gates, would be closed at 6.00pm each evening during winter months, with the Castle Street gates and archway gates being closed at 8.00pm during summer months Monday to Thursday. The gates would continue to be closed at 6.00pm Friday to Sunday throughout the summer. b) Sir Milne Barbour Park – the gates at Warren Gardens and Jubilee Place would be closed at 6.00pm each evening during winter months and 8.00pm during summer months with the exception of when the bowling green is in use of which the gates would be closed at the same time as the bowling pavilion.
Alderman W A Leathem left the meeting at 7.11pm. Councillor N Anderson left the meeting at 7.11pm and returned at 7.13pm.
4.4 Moira Demesne – Request for Concert
Members were advised that Officers had been contacted by an organisation interested in promoting a concert in Moira Demesne on Saturday 27 July 2019.
It was proposed by Councillor N Anderson, seconded by Alderman J Tinsley and agreed not to accede to the request to hold the ‘Tomorrowland’ event at Moira Demesne on 27 July, 2019 on the basis that the timescale was short for such an event and that Moira Demesne would not be a suitable location for the infrastructure required of that scale.
Councillor T Mitchell left the meeting at 7.14pm.
Item for Noting
4.5 Tender Report – Referees Changing Module at Billy Neill
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LCD 05.03.2019 Members were provided with a copy of the Tender Report in regards to the provision of a referee’s changing module at Billy Neill MBE SCOE and advised that the additional changing had been required in order to comply with the IFA requirement for intermediate level football stadia. The Module would enable two intermediate matches to be played concurrently at the facility.
It was proposed by Councillor N Anderson, seconded by Councillor T Morrow and agreed that the Tender Report and the recommendations contained therein be noted.
“Resumption of Normal Business”
It was proposed by Councillor A Givan, seconded by Councillor J Gray MBE and agreed to come out of Committee and normal business was resumed.
5. Any Other Business
5.1 Works at Castle Gardens Alderman J Tinsley
Alderman J Tinsley queried if there was an update on the work in-progess to the fountain at Castle Gardens
The Head of Service Parks and Amenities advised that due to current weather conditions and the nature of the works required to be carried out, the programme had been slightly delayed and confirmed that contractors would be back on site as soon as feasible.
5.2 Message from Councillor M Tolerton Councillor J Gray MBE
Councillor J Gray MBE advised Members that Councillor M Tolerton expressed delight in the naming of Seymour Hill Community Group sports facility ‘The Tolerton Sports Zone’ and that Councillor M Tolerton wished to pass on her thanks.
5.3 April 2019 Meeting of the Leisure & Community Development Committee Alderman S P Porter
It was agreed to recommend that the timing of the Leisure & Community Development Committee being held on Tuesday 2 April 2019 be changed from 6pm to 5pm to accommodate canvasing for the forthcoming elections.
5.4 First Aid Tender Head of Service (Parks and Amenities)
The Head of Service (Parks and Amenities) requested delegated authority for the Chairman, Alderman S P Porter in order to allow successful appointment of the First Aid Tender submission in time for upcoming events.
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LCD 05.03.2019 It was agreed to recommend that delegated authority be granted to the Chairman, Alderman S P Porter for the First Aid Tender submission to allow successful appointment and that a report would be brought back to the Committee by way of an update.
5.5 Ribbon of Poppies UK & Commonwealth 2019 Campaign Head of Service (Parks and Amenities)
The Head of Service (Parks and Amenities) advised Members that he had receive a request from the Ribbon of Poppies UK & Commonwealth 2019 Campaign requesting support for the campaign which aims to sell poppy seeds for the Veterans with Dogs Charity.
It was agreed to recommend that the request from Ribbon of Poppies UK & Commonwealth 2019 Campaign for Council support of poppy seeds be acceded.
There being no further business, the meeting concluded at 7.19 pm.
Mayor/Chairman
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Minutes of the Meeting of the Environmental Services Committee held in the Island Civic Centre, The Island, Lisburn, on Wednesday, 6 March 2019 at 5:30 pm
PRESENT: Councillor J Gray MBE (Chairman)
The Right Worshipful the Mayor, Councillor U Mackin
Aldermen T Jeffers, P Porter and J Tinsley
Councillors J Baird, B Bloomfield MBE, A Givan, B Hanvey, H Legge, A McIntyre, B Mallon, T Mitchell and R Walker
OTHER MEMBERS: Alderman D Drysdale
IN ATTENDANCE Director of Environmental Services Head of Service (Building Control) Head of Service (Waste Management and Operations) Interim Head of Service (Environmental Health) (SC) Estates Manager Member Services Officer
Commencement of Meeting
The Chairman, Councillor J Gray, welcomed everyone to the March meeting of the Environmental Services Committee.
The Chairman offered condolences to Mr Richard Harvey, the Council’s Head of Environmental Health Service, on the recent death of his wife, Julie, who had been a former officer with Castlereagh Borough Council.
The Chairman then proceeded to outline the evacuation procedures in the case of an emergency.
1. Apologies
Apologies for non-attendance were received on behalf of Councillor O Gawith and the Head of Service (Technical and Estates)
2. Declarations of Interest
The Chairman invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting.
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2. Declarations of Interest (Contd)
During the course of the meeting, the following Declaration of Interest was made:
Councillor H Legge declared an interest in Item 4.1.1 Licensing of Houses in Multiple Occupation and in Item 4.1.2 Travellers’ Accommodation NI on the basis that she was a Member of the Board of the Northern Ireland Housing Executive
“In Committee”
It was proposed by Councillor T Mitchell, seconded by Councillor A Givan, and agreed that the following matters be considered “in committee”, in the absence of members of the press and public.
3. Confidential Business
It was agreed that the report and recommendations of the Director of Environmental Services be adopted, subject to any decisions recorded below.
The Chairman, Councillor J Gray, advised that the matters contained in the confidential report would be dealt with “In Committee” for the following reasons:
Item 3.1: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information
Item 3.2: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information
Item 3.3: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information
Item 3.4: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information
Item 3.5: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information
Item 3.6: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information
Item 3.7: Confidential due to information which is likely to reveal the identity of an individual
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3. Confidential Business (Contd)
Item 3.8: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information
Item 3.9: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information
Items for Decision
3.1 Kerbside Options Timeline
The Committee was provided with copy a detailed timeline outlining all matters relating to the review of kerbside recycling services since 2016, giving an overview of the levels of detailed discussions and decision-making taken throughout.
The Director of Environmental Services responded to Members’ comments and queries regarding the Kerbside Recycling Project. The Chairman commended the Director and her staff for their work in bringing this information to Committee.
It was proposed by Councillor B Hanvey, seconded by Councillor H Legge, and agreed to recommend that Council note the timeline outlining the decision- making process around the Kerbside Recycling Project including the approvals formerly given in respect of the outline business case and implementation plan and approve the continuance of the development of the appropriate scale of trial/pilot in keeping with the grant as offered by the Department of Agriculture, Environment and Rural Affairs.
3.2 Department of Agriculture, Environment and Rural Affairs (DAERA) Recycling Pilot Project 2018-2019
The Committee was provided with copy of a letter of offer from DAERA for the sum of £896,750 from its Recycling Pilot Project 2018-19 fund to finance capital expenditure including bins, containers and vehicles as well as a copy of the funding agreement that had been signed by officers in order to ensure asset delivery by the financial year end.
Samples of the proposed bins and containers were on display at the meeting.
It was proposed by Councillor J Baird, seconded by Councillor A Givan, and agreed to recommend that Council retrospectively approve the signing of the funding agreement by the relevant Council officers to receive £896,750 from Department of Agriculture, Environment and Rural Affairs (DAERA) as detailed in the Letter of Offer for the development and roll out of the trial/pilot.
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3.3 Municipal Waste Disposal Contract Extension
It was proposed by Councillor B Bloomfield, seconded by Councillor R Walker, and agreed to recommend that Council endorse the decision of the arc21 Joint Committee to approve that the necessary arrangements be made to extend the current Municipal Waste Disposal Contracts in respect of Lots 1 and 2 until 30 June 2019 on current terms.
3.4 Household Waste Recycling Centre Provision Review
The Committee was provided with copy of a review report, prepared following discussion at the Committee’s meeting in January 2019, regarding the potential for Household Waste Recycling Centre facilities to address issues at peak times and to better accommodate residents from the Dundonald area of the Council.
During discussion on this matter, Councillor B Hanvey asked that it be placed on record that the staff at Carryduff HRC were to be commended for the high standards of cleanliness maintained at the site.
It was proposed by Councillor H Legge, seconded by Councillor T Mitchell, and agreed to recommend that Council approve that a full and comprehensive feasibility study of the Household Waste Recycling Centre site provision be undertaken to fully inform and develop provision needs as detailed in the review report.
3.5 WRAP Collaborative Partnership
The Committee was provided with copy of a draft Collaboration Agreement between the Council and WRAP and noted that the agreement had been reviewed by the Council’s Finance & Procurement sections who had approved the proposed draft.
The Director of Environmental Services responded to queries by Councillor A Givan regarding the terms of the agreement and funding arrangements.
It was proposed by Alderman J Tinsley, seconded by Councillor R Walker, and agreed to recommend to Council that the final version of the Collaboration Agreement with WRAP be approved and presented to a future Council meeting to be signed, under Seal of the Council.
3.6 Food Safety – A Request for the Council to Support Department of Agriculture, Environment and Rural Affairs (DAERA) in the Provision of Export Certification
The Committee was provided with copy correspondence from DAERA regarding the provision of export certification for products of animal origin being exported to the EU in the event of a No Deal Brexit together with copy of an assessment of resources carried out by the Environmental Health Service and copy of a briefing by DAERA regarding the proposed new role of Certifying Support Officer.
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3.6 Food Safety – A Request for the Council to Support Department of Agriculture, Environment and Rural Affairs (DAERA) in the Provision of Export Certification (Contd)
It was proposed by Councillor B Mallon, seconded by Councillor A McIntyre, and agreed to recommend that Council note the correspondence from DAERA and approve the required support from Council in respect of premises that required certification. It was also agreed to recommend that Council note the potential adverse financial impact on the 2019/20 budget and the capacity to deliver routine Environmental Health business, which would be managed in accordance with resources available.
Items for Noting
It was proposed by Alderman J Tinsley, seconded by Councillor J Baird, and agreed that the following items (Items 3.7 to 3.9) be noted.
3.7 Efficiency Review
The Committee was provided with copy and noted an update on the review of staffing for the Building Control Service and the Technical and Estates Department.
3.8 Award of Tenders
The Committee was provided with copy tender reports and noted tender awards for the planned preventative maintenance of Fire Alarms, Inspections CCTV, Intruder Alarms, Emergency Lighting, Air Con & Ventilation and Oil Interceptors within Lisburn & Castlereagh City Council as recommended in the tender reports.
3.9 arc21 Joint Committee Meeting
The Committee noted that the arc21 Joint Committee papers going forward would be on the ‘for noting confidential’ schedule unless there was a matter that needed decision or was of significance that needed to be discussed within the committee business.
Resumption of Normal Business
It was proposed by Councillor T Mitchell, seconded by Councillor R Walker, and agreed to come out of committee and normal business was resumed.
4. Report from the Director of Environmental Services
4.1 Report from the Interim Head of Service (Environmental Health)
(Alderman J Tinsley left the meeting at 6.16 pm)
Items for Decision
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4.1.1 Licensing of Houses in Multiple Occupation – Transferring Function to Council from the Northern Ireland Housing Executive on 1 April 2019
The Committee was provided with copy documents relating to the new licensing arrangements for houses in multiple occupation including a report on the background and scheme of delegation together with documents for approval relating to the necessary governance arrangements as well as documents provided for information.
It was proposed by Councillor J Baird, seconded by Councillor R Walker, and agreed to recommend that Council approve the report and the progression of the necessary governance arrangements to be put in place for the commencement of The Houses in Multiple Occupation (HMO) Act (Northern Ireland) 2016 on 1 April 2019, namely:
The review of the Council’s Scheme of Delegation as necessary; The signing of the Service Level Agreement (SLA) by the appropriate officer which would outline the roles, responsibilities and obligations for Councils to implement, administer and fulfill the HMO licensing requirements as set out in the Act; The signing of the Service Level Agreement (SLA) by the appropriate officer for the provision of ICT support for the Signatory Councils to implement, administer and fulfil the HMO Licensing Requirements Set Out in the Act; The approval of Fees and Fixed Penalty Notices; The approval of the authorisation of HMO Technical Officers and Line Managers The Service Level Agreement (SLA) for the provision of legal services.
It was further agreed to recommend that Council adopt the additional documents provided for information namely;
The MOU between DFC and Lead Councils The standard Licence conditions in HMOs The Guide to Tackling Anti-Social Behavior in HMOs
4.1.2 Travellers’ Accommodation NI – Invitation and Written Submission Request from the Northern Ireland Human Rights Commission
The Committee was provided with copy correspondence from the Northern Ireland Human Rights Commission regarding an event on Wednesday 3 April 2019 to which Council representation was invited.
(Councillor R Walker left the meeting at 6.18 pm)
The Committee noted that the submission to the implementation plan previously made by L&CCC had been updated as requested and therefore no further submission was required at this time
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4.1.2 Travellers’ Accommodation NI – Invitation and Written Submission Request from the Northern Ireland Human Rights Commission (Contd)
It was proposed by Councillor J Baird, seconded by Councillor B Mallon, and agreed to recommend that Council nominate Councillor J McCarthy to attend the event on 3 April 2019.
5. Any Other Business
5.1 arc21 MRF and Bring Contracts – Director of Environmental Services
The Committee was advised that arc21 had recently made recommendations to the Joint Committee regarding tenders for a Bring Centre Service Contract and a Dry Material Recovery Facility Contract. These reports had not been available in time to be circulated to Members in advance of the meeting.
It was proposed by Councillor A McIntyre, seconded by Councillor A Givan, and agreed to recommend that, given the deadlines for contract award to ensure service continuity, Council grant delegated authority to the Environmental Services Committee at its meeting in April to consider and approve the recommendations to award these contracts.
5.2 Commencement Time of April Committee Meeting – Alderman P Porter
At the suggestion of Alderman P Porter, it was agreed that the meeting of the Committee in April would commence at 5.00 pm in order to accommodate Members’ electoral activities.
There being no further business, the meeting was terminated at 6.21 pm.
Mayor/Chairman
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Minutes of the Meeting of the Development Committee held in the Island Civic Centre, The Island, Lisburn, on Wednesday, 6 March, 2019 at 7:00 pm
PRESENT: Alderman W A Leathem (Chairman)
The Right Worshipful the Mayor Councillor U Mackin
Aldermen W J Dillon MBE, A G Ewart MBE, D Drysdale, T Jeffers and S Martin
Councillors J Baird, S Carson, A P Ewing, J Gray MBE, B Hanvey, A Redpath and S Skillen
OTHER MEMBERS: Councillor A Givan
IN ATTENDANCE: Director of Service Transformation Head of Economic Development Head of Planning and Capital Development Regeneration and Infrastructure Manager Member Services Officer
Commencement of the Meeting
At the commencement of the meeting, the Chairman, Alderman W A Leathem, welcomed those present to the meeting and outlined the evacuation procedures in the case of an emergency.
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of the Deputy Mayor, Councillor A Grehan, Councillor J Gallen, the Chief Executive and the BRCD Co-Ordinator.
2. Declarations of Interest
There were no declarations of interest.
Councillor S Skillen arrived to the meeting at this point (7.03 pm).
It was agreed that the next item on the agenda, ie the presentation in relation to the World Rally Championships would be considered “in committee”.
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DC 06.03.2019 “In Committee”
It was proposed by Alderman A G Ewart, seconded by Councillor J Baird and agreed that the following matters be considered “in committee”, in the absence of members of the press and public being present.
3. Presentation – World Rally Championships
The Chairman, Alderman W A Leathem, welcomed to the meeting, Mr B Willis.
Alderman S Martin arrived to the meeting at this point (7.04 pm).
With the use of visual aid equipment, Mr Willis made a presentation in relation to plans to bring the 2020 World Rally Championships to Northern Ireland and Members were provided with a copy of the World Rally Championship brochure. Mr Willis responded to a number of queries raised by Members, following which the Chairman, Alderman W A Leathem, thanked him for his attendance and he left the meeting (7.34 pm).
Following discussion, it was agreed to recommend that:
(a) support, in principle, be given to the Council making a contribution to the World Rally Championships in Northern Ireland in 2020, subject to other councils being on board, the Lisburn & Castlereagh City Council area hosting a stage of the Championships and appropriate due diligence being carried out by Tourism NI; and (b) Officers further investigate this matter, taking account of comments made by Members, and present an Economic Appraisal to a future meeting of the Committee in order that consideration could be given to provision being made in the 2020/21 estimates process.
4. Confidential Business
Councillor A Givan left the meeting at this point (7.44 pm).
It was agreed that the confidential report and recommendations of the Director of Service Transformation be adopted, subject to any decisions recorded below.
The matters contained in the confidential report would be dealt with “In Committee” due to containing (a) information relating to the financial or business affairs of any particular person (including the Council holding that information); and (b) information in relation to which a claim to legal professional privilege could be maintained in legal proceedings.
4.1 Land at 88 Bridge Street (Former Wallace Restaurant)
Members having been provided with a copy of the Land and Property Services (LPS) valuation in respect of the Council’s car park spaces located at the above site, it was proposed by Alderman A G Ewart, seconded by Alderman S Martin
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and agreed to recommend approval of the valuation and that this be presented to The Clear Group for acceptance.
4.2 Lisburn Commerce Against Crime
4.2.1 Future Operating Arrangements
Councillor A Redpath left, and returned to, the meeting during consideration of this item of business (7.53 pm and 7.54 pm respectively).
Members having been provided with correspondence received from Arthur Cox Solicitors, it was proposed by Councillor S Carson, seconded by Alderman T Jeffers and agreed to recommend that a range of governance models be developed by the Officer Working Group and that a further report be presented to the Committee at a future date.
4.2.2 Citywatch Update Reports
Members were provided with, and noted the contents of, a copy of the Citywatch CCTV report for January 2019 and the Citywatch Annual Statistics report for 2018.
4.3 Legal Updates – Drumkeen Retail Park
Members were provided with an update in relation to the above, as well as a copy of a Court Order. It was proposed by Councillor A Redpath, seconded by The Right Worshipful the Mayor, Councillor U Mackin, and agreed to recommend that this information be noted.
4.4 Planning – Judicial Reviews
Councillor S Skillen left the meeting during consideration of this item of business (8.09 pm).
It was proposed by Councillor A Redpath, seconded by The Right Worshipful the Mayor, Councillor U Mackin, and agreed to recommend that the approach to the Planning Judicial Reviews, as outlined in the Director’s report, be approved.
4.5 Full Fibre NI Consortium Bid
During consideration of this item of business, Councillor A Redpath left the meeting (8.11 pm), Councillor S Skillen returned to the meeting (8.13 pm) and Alderman D Drysdale left the meeting (8.13 pm).
The Director of Service Transformation set out in this report, information in relation to the above, and Members were provided with a copy of (a) correspondence from the Department of Culture, Media and Sport (DCMS) to Newry, Mourne and Down District Council; and (b) a report prepared by the Consortium on the process to date and some recommendations for the next
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steps. It was proposed by Councillor J Baird, seconded by Alderman W J Dillon and agreed to recommend that Officers:
(a) proceed to work with the Consortium to meet the specified conditions set out and the Gate A, B & C checkpoints set out by DCMS to meet the assurance process; (b) proceed to work with the Consortium to develop and shape procurement calls and prioritise suitable Lisburn & Castlereagh City Council sites for Phase 1; and (c) proceed, through the Consortium, to implement the relevant procurement calls to secure a provider to commence the full fibre installation works in Lisburn & Castlereagh in due course.
4.6 Draft Consultation and Engagement Strategy with Neighbouring Councils
Further to the information set out in the Director’s report, it was proposed by Alderman S Martin, seconded by Councillor B Hanvey and agreed to approve the draft Consultation and Engagement Strategy with Neighbouring Councils and that topic-based workshops be held with the following neighbouring councils:
Belfast City Council; Antrim and Newtownabbey Borough Council; Ards and North Down Borough Council; Armagh City, Banbridge and Craigavon Borough Council; and Newry, Mourne and Down District Council.
Resumption of Normal Business
It was proposed by Alderman A G Ewart, seconded by Councillor J Baird and agreed to come out of committee and normal business was resumed.
5. Report of the Director of Service Transformation
It was agreed that the report of the Director of Service Transformation be adopted, subject to any decisions recorded below.
5.1 Report of the Head of Economic Development
This item would be dealt with later in the meeting.
5.2 Report of the BRCD Co-Ordinator
This item would be dealt with later in the meeting.
5.3 Presentation – World Rally Championships
It was noted that this matter had been dealt with under item 3.
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DC 06.03.2019 5.4 Replacement Planning Portal – Initial In-Principle Investment
The Director set out in his report, information in relation to the new Planning IT System and the recognition that a detailed review of the Property Certificate Service as a whole should be performed prior to delivery to confirm the scope of the functionality required and whether this should be developed separately or integrated with the Planning IT System. In addition to this, the Law Society had recently approached SOLACE enquiring about the potential of combining the Regional Property Certificate with the District Council Property Certificate into a single process, as both were now administered by councils, and further information on this was set out in the Director’s report. To further progress the option of integration, the needs and options around the Regional and Local Council Property Certificate processes must be considered. This may provide an opportunity to streamline and transform how the Property Certificate Service was delivered in Northern Ireland. This work would inform the type of IT system or systems required and whether this should be delivered as part of the new Planning IT System or separately.
Members were reminded of the need to replace the current NI Planning Portal as this system was no longer supported past 2020. At present, the Department for Infrastructure (DFI) was leading on an initiative on this project, on behalf of the 11 councils and itself, towards which it was due to contribute 40% of the capital costs, as well as the annual revenue contributions for support and maintenance. An updated business case had been received, which had been presented to Heads of Planning.
Over the 11 year period, the council contribution was proposed to be £160K, but was still subject to further consideration and ultimately a tendered return. Included within this figure was the development of a full specification, data migration and project management costs. The system would include an improved management information system and also, importantly, an improved customer interface, as well as the incorporation of process efficiencies.
As previously reported, it was proposed by DFI that the apportionment of costs across the 11 councils was on an equal basis. Through SOLACE, these matters were still being negotiated and Members were provided with (a) a copy of a letter dated 11 February, 2019 from DFI offering an additional £1 million; and (b) the draft Memorandum of Understanding and the cost profile for each of the councils on an evenly split basis. A further report would be brought through the Development Committee in relation to Lisburn & Castlereagh City Council’s investment.
The Director verbally advised that only 8 of the 11 councils had confirmed their willingness to participate in this initiative and, therefore, the figures presented prior to the meeting were now out-of-date and may increase should only 8 councils and the DFI be involved.
It was proposed by Alderman W J Dillon, seconded by Councillor B Hanvey and agreed to recommend that the further contribution by DFI be noted and that, through SOLACE, the apportionment across the councils was to be agreed by the Chief Executives. The Director took note of comments that, should the 3
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councils not currently signed up to the initiative decide at a later date that they would participate, the costs to the 8 councils already involved should be reduced accordingly, and agreed that this would be raised in negotiations.
It was further agreed to recommend that, as part of Lisburn & Castlereagh City Council’s contribution, an offer may be made to transfer a member of staff from the Planning Unit to the Project Team for a short duration to be agreed for the purpose of testing and refining a specification.
5.5 Lisburn Light Festival – Post Event Review and Proposals for 2019
During consideration of this item of business, Alderman W J Dillon left, and returned to, the meeting (8.46 pm and 8.49 pm); the Head of Planning and Capital Development left the meeting (8.48 pm); Councillor S Skillen returned to the meeting (8.53 pm); Alderman T Jeffers left the meeting (8.53 pm); Councillor B Hanvey left the meeting (8.59 pm) and Alderman W J Dillon left the meeting (9.05 pm). The Chairman, Alderman W A Leathem, also left, and returned to, the meeting (8.55 pm and 8.57pm) and during this time, the Vice-Chairman, Alderman A G Ewart, took the chair.
Members were reminded that the Lisburn Light Festival had ran from the end of November 2018 until 25 January, 2019, with light shows running daily alongside a full and a varied event programme. On-street surveys, business surveys and analysis of footfall figures had now taken place and a post-event report had been prepared. Analysing this research had demonstrated the success of the initiative with many outcomes achieved. The Council had committed to deliver the Light Festival for 3 years so, to this end, Officers had already began working to research and develop concepts for the next Festival due to take place in 2019.
With the use of visual aid equipment, the Regeneration and Infrastructure Manager presented a post-event review and some initial proposals for the next Light Festival for Members to consider. Following the presentation, Members commended the Regeneration and Infrastructure Manager, together with the other members of staff involved, for the hard work and effort put into making the 2019 Lisburn Light Festival the very successful event it had been.
During discussion, the Regeneration and Infrastructure Manager took note of a number of comments by Members for consideration in the planning of future Light Festival events, including:
the need for improved TV coverage; light projection options in City Centre locations outside of Bow Street, eg. Lisburn Square; the start date/finishing date of the Festival; provision of a ‘message display’ area; the need for the Marketing and Communications Unit to respond positively to any negative criticisms received; liaison with traders regarding their opening hours during events; the participation of the Council Choir at events; and
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5.5 Lisburn Light Festival – Post Event Review and Proposals for 2019 (Contd)
given the success of the Hillsborough Christmas Market held in 2018, a similar event should be held in the City Centre in future years.
It was proposed by The Right Worshipful the Mayor, Councillor U Mackin, seconded by Councillor J Baird and agreed to recommend that:
(a) the current commitment to 2020 be extended to a 5 year strategy to 2023, with an increased budget; (b) the concepts proposed by the Regeneration and Infrastructure Manager for 2019 be approved, together with a notional budget of £735,000 for that year (which would be reduced by any DFC grant and private sector sponsorship available); (c) approval be given to a cross-directorate approach to delivery; and (d) further reports be presented to future meetings of the Committee as this matter was progressed through the capital governance process.
5.6 Hillsborough Forest Lease
Members were reminded of the proposal to adopt the lease associated with the future management of Hillsborough Forest within the legal agreements presented for sealing at full Council. The Director reminded Members that the lease presented to full Council was subject to a number of conditions being met prior to signing.
It was proposed by Alderman S Martin, seconded by Alderman A G Ewart and agreed to recommend that:
(a) the transfer of responsibility, and the opportunity that was presented in doing this, be promoted across the Council; and (b) the Chairman and Vice-Chairman of the Leisure and Community Development Committee, Capital Projects Committee and Development Committee, in conjunction with The Right Worshipful the Mayor, consider the potential for Hillsborough Forest redevelopment and a commitment to take forward a series of community engagement activities.
5.7 DFI Roads Correspondence
The Director reported receipt of several pieces of correspondence from DFI in relation to private access, parking bays and stopping up notices that had been issued to the Council for both information and consideration. Given the localised nature of these notifications, it was proposed by Councillor J Baird, seconded by The Right Worshipful the Mayor, Councillor U Mackin, and agreed to recommend that they be issued to the DEA Members for comments back to DFI, to be co- ordinated through the Director’s office. Going forward, these notices would be sent to the relevant DEA Members.
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5.8 Report of the Head of Economic Development
Members were provided with a copy of a report prepared by the Head of Economic Development containing the following matters:
5.8.1 DAERA Rural Business Small Grants Initiative
Members were advised that the Department of Agriculture, Environment and Rural Affairs (DAERA) had approached all 11 councils to explore the potential roll-out of a Rural Business Small Capital Grant Initiative to be delivered in the 2019/20 financial year, which could also potentially be made available in subsequent years. This was proposed to be a Pilot Scheme funded under the DAERA Tackling Rural Poverty and Social Isolation Programme (TRPSI). Members were reminded that the current Rural Development Programme (2014- 2020) provided a range of support for capital investment in rural areas in the areas of rural tourism and rural recreation and it was envisaged that this new initiative would complement the investment by targeting specific micro businesses for support over and above those provided by mainstream funding.
Early discussions with DAERA had indicated key points in relation to how the initiative may potentially be rolled out and these were set out in the Head of Service’s report. DAERA had advised that it did not have the resources to deliver the initiative directly and had approached the 11 councils to manage delivery of the programme. Albeit this was a further transfer from regional to local government and, therefore, potentially a burden on the rate base, it was probably best placed with the councils, given the target sector the programme was aimed at. Councils’ responsibility would include promotion of the programme, managing the application and assessment process, issuing the Letter of Offer, validation of claims and management of the associated monitoring and evaluation.
It was noted that funding had not yet been confirmed by DAERA and would be dependent on the outcome of a business case assessment by DAERA. The implications for Council would include the staff time to manage and deliver the initiative. However, £7,500 (15% allowance contribution) towards administration costs may be utilised from the £50,000 Council allocation.
It was proposed by Alderman A G Ewart, seconded by Councillor S Skillen and agreed to recommend approval of a Collaborative Business case, with all other councils, to DAERA for the drawdown of the Lisburn & Castlereagh City Council £50,000 allocation and to provide a report back to Council on the outcome and proposed delivery mechanisms.
5.8.2 Holiday World Dublin
Members having noted from the Head of Service’s report, information relating to attendance at the Holiday World Dublin event on 25-27 January, 2019, it was proposed by Alderman A G Ewart, seconded by Alderman S Martin and agreed to recommend that the Council have a presence at the 2020 Holiday World Dublin event, at a maximum cost of £2,200, with the Chairman and Vice- Chairman, or their nominees, together with appropriate Officer support, in attendance. 193
DC 06.03.2019 5.8.3 Belfast Regional Tourism Partnership
Members were reminded that the Committee, at its meeting in October 2018, had agreed to sponsor a ‘Gold’ level package at the Belfast Welcome Centre for the period of 2018/19. It was noted that the Council had availed of the Partnership Information Island within the Belfast Welcome Centre for the past 4 years. The cost to avail of the opportunity for 2019 was, once again, £6,000 per annum. The Head of Service set out in his report the opportunities offered by the ‘Gold’ level package and Members were provided with a copy of full detail of the package.
It was proposed by Alderman A G Ewart, seconded by Councillor S Carson and agreed to recommend approval of £6,000 for this sponsorship opportunity for the 2019/20 year, provision for which had been made within the 2019/2020 tourism estimates.
5.8.4 Lisburn Linkages Update
Members were provided with, and noted the contents of, a copy of an update in respect of the Lisburn Linkages Public Realm Scheme.
The Director agreed to investigate comments regarding the need for the provision of a litter bin in the vicinity of ‘People 1st’ in Railway Street.
5.8.5 Lisburn City Centre Masterplan Review – Public Consultation
Members were reminded that a review of the Lisburn City Centre Masterplan, originally published in 2010, was taking place and the refresh of the document was now complete, with a draft revised Masterplan released for public consultation. The period of consultation would run from 18 February to 12 April, 2019, with the document promoted online using the Council’s consultation platform Smart Survey. The Masterplan would also feature as part of the proposed city centre conference.
A public consultation meeting, to enable interested parties to attend and raise any queries they had, would take place on 7 March from 6.00-7.00 pm in Lagan Valley Island. It was proposed by Alderman S Martin, seconded by Councillor S Skillen and agreed to recommend that, subject to confirmation of the evidence base and agreement by Council, the Masterplan be adopted as part of the Area Plan process, if possible.
5.8.6 Rural Village Renewal Programme – Funding
Members were reminded that the Council’s Regeneration and Infrastructure Team had been working to deliver a programme of Rural Village Renewal projects across a series of rural villages. It was noted that, to date, projects had been completed in the villages of Drumbo, Stoneyford and Dromara and a further project in Dromara village was due to start on site in early March, based at Lagan Park. In Aghalee village, a project would be delivered, starting on site in March, as part of phase one of the works there. Work was also progressing on the development of an environmental improvement scheme in Glenavy, with work expected to commence on site in the Autumn of 2019.
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DC 06.03.2019 5.8.6 Rural Village Renewal Programme – Funding (Contd)
Members were provided with a copy of an update report on all of the projects being delivered across the villages, together with details of match funding requirements, provision for which had been made within the 2019/2020 budget estimates. It was proposed by Councillor J Baird, seconded by Councillor J Gray and agreed to recommend that the update report be noted and that approval be given to the updated match funding requirements for each project.
5.8.7 Lisburn Public Realm Scheme – Shortlisted in RICS Awards: Gala Ceremony & Dinner – 30 May, 2019 – Crowne Plaza Hotel, Belfast
Members were advised that the annual Royal Institute of Chartered Surveyors (RICS) Awards showcased the most inspirational initiatives and developments in land, real estate, construction and infrastructure. Lisburn Public Realm Scheme had been successful in being shortlisted in two award categories: ‘Regeneration’ and ‘Design Through Innovation’.
It was proposed by Councillor J Baird, seconded by Alderman S Martin and agreed to recommend that the Chairman and Vice-Chairman, or their nominees, together with appropriate Officers, attend the RICS Awards event on 30 May, 2019.
5.9 Report of the BRCD Co-Ordinator
Members were provided with a copy of a report prepared by the BRCD Co- Ordinator containing the following matter:
5.9.1 Belfast Region City Deal (BRCD) – Heads of Terms Update
Members were advised that, following the announcement in November 2018 of the investment from UK Treasury for the BRCD, the next stage had now commenced with the UK Government and NICS drafting a ‘Heads of Terms’ document. The Heads of Terms had been produced for the purposes of outlining the principles of the Deal and would be underpinned by robust governance arrangements, a financial strategy and implementation plan.
Members were reminded that, at the meeting of Council held on 26 February, 2019, delegated authority had been granted to a future meeting of the Development Committee to approve the final Heads of Terms once the revised version had been accepted and agreed by the Council’s BRCD Steering Group.
Members having provided with a copy of the latest draft of the BRCD Heads of Terms, it was proposed by The Right Worshipful the Mayor, Councillor U Mackin, seconded by Alderman A G Ewart and agreed that the final version be agreed by the Chief Executive, in consultation with the Chairman and/or Vice- Chairman.
The Director noted comments regarding the importance of direct Elected Member involvement in how City Deal progressed.
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6.1 Budget Update Chairman, Alderman W A Leathem
At the request of the Chairman, Alderman W A Leathem, the Director provided a budget update in respect of the Department of Service Transformation.
There being no further business, the meeting was terminated at 9.37 pm.
Mayor/Chairman
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LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of Meeting of the Corporate Services Committee held in the Cherry Room, Island Civic Centre, The Island, Lisburn on Wednesday 13th March 2019 at 6.00pm.
PRESENT: Councillor N Anderson (Chairman)
Councillor B Mallon (Vice-Chairman)
The Right Worshipful The Mayor, Councillor U Mackin
The Deputy Mayor, Councillor A Grehan
Alderman A G Ewart MBE, M Henderson MBE and S Martin
Councillors R B Bloomfield MBE, S Carson, J Craig, A P Ewing, B Hanvey and Rhoda Walker
OTHER MEMBERS: Councillor J McCarthy
IN ATTENDANCE: Director of Environmental Services Head of Business and Democratic Services Head of Finance (Acting) Head of Human Resources & Organisational Development Member Services Officer
Commencement of Meeting
The Chairman, Councillor N Anderson, extended a welcome to all present. He proceeded to outline the evacuation procedures in the case of an emergency.
The Chairman asked that any Member entering or leaving the meeting alert him accordingly so that the Member Services Officer might accurately reflect arrival and departure times in the minutes.
1. Apologies
Apologies for non-attendance at the meeting were accepted and recorded on behalf of Councillor Tim Morrow. The Chairman, Councillor N Anderson and Alderman M Henderson indicated that they had to leave the meeting early.
2. Declarations of Interest
The Chairman invited Members to declare any interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the meeting. Councillor J Craig declared an interest in relation to Agenda Item 4.1. Alderman M Henderson MBE and Councillor A Ewing declared an interest in relation to Agenda Item 5.3.
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3. Chairman’s Business
The Chairman drew Members’ attention to an item considered at February’s Corporate Services Committee meeting regarding the Recruitment of Posts. Members were advised that in the report presented to Members, it was recommended that an additional two fixed term Project Manager posts would be created until the 31st March 2020 within the Service Transformation Directorate. However, the report was inaccurate and the recommendation should have stated that the posts were to be created until the 31st March 2021. The Chairman informed Members that he raised this change at Council.
It was proposed by Alderman M Henderson, seconded by Councillor A Ewing and agreed to recommend that the two fixed term Project Manager posts would be created for a period of two years i.e. until 31st March 2021.
4. Presentation from Every Day Harmony Music Therapy (Item 6.1 refers).
The Chairman, Councillor N Anderson welcomed Ms Anne Walsh, Chief Executive of Every Day Harmony Music Therapy to the meeting advising Members that Ms Walsh was attending the meeting to outline the work undertaken by Every Day Harmony Music Therapy.
With the aid of a short video, Ms Walsh informed Members about Every Day Harmony Music Therapy including:
Every Day Harmony Music Therapy was established over 30 years ago by the neurologist Doctor Michael Swallow OBE and the organisation has grown to become a regional service across NI; Aim – To see every child, young person and adult receive the level of music therapy service that meets their needs; Music therapy is an established clinical intervention for children and adults with a range of complex needs and can facilitate enhanced verbal and non-verbal communication and self-expression, cognitive functioning, emotional and behavioural management and sensory functioning; Music therapy is not conditional on a service user being able to play an instrument, sing or even speak and is exceptionally effective for engaging people who are non-verbal including those with autism or dementia; Music Therapists are part of the Allied Health Professionals who are registered with the Health and Care Professions Council and can only become registered therapists on completing a two year Masters qualification in music therapy after a undergraduate degree in music or psychology; Music therapy can be offered one-on-one but is more effective in a group setting - Community based services are offered across NI to day care, hospitals, schools (special educational units, nursery and mainstream), residential centres, hospices, within the justice system and local music clinics.
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Queen’s University, Belfast with funding from the Big Lottery recently undertook the largest study of its kind regarding the benefits that music therapy can offer to users, entitled ‘Music in Minds’ – this research showed that music therapy brings about significant improvements in communication with children and young people with mental health problems, which is a particular issue within NI; and Music therapy can often reach people when other therapies have failed yet it is not incorporated in mainstream health care. Only 3.5% of Every Day Harmony’s annual funding is received from the Department of Health, with the remaining funding (approximately £350,000) being raised by the organisation selling their services, however, this means that for those who are unable to afford or unaware that this service is available, do not receive this therapy. Every Day Harmony would like to see the Department of Health fund this therapy at the point of need for those who could benefit from it the most.
Following the presentation Ms Walsh responded to a number of questions from Members, in particular Members wanted to know what the Council could do to assist their work.
It was proposed by Alderman M Henderson, seconded by the Vice-Chairman, Councillor B Mallon and agreed to recommend that the Council support the work undertaken by Every Day Harmony Music Trust and would:
Write to the Department of Health to highlight the benefits provided by music therapy and ask that additional funding is provided to Every Day Harmony Music Therapy, as the regional service provider, so that this therapy can be offered to more users at their point of need; and Promote Every Day Harmony Music Therapy within the Council by providing all Council Members with information supplied by Every Day Harmony Music Therapy and through the Council’s social media streams.
The Chairman, Councillor N Anderson, thanked Ms Walsh for attending and she left the meeting at 6.25pm.
Councillor A Ewing left the meeting following the discussion of this item at 6.25pm.
5. Confidential Report of Chief Executive
The Chairman advised that the reasons for confidentiality were as set out in the agenda, i.e.
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5.1 Bradford Court
(Confidential for reason of information relating to the financial or business affairs of any particular person, including the Council holding that information)
Additional Report (Item 5.2)
5.2 Approach from the Northern Ireland Civil Service to Make Use of the Council’s Bradford Court Facility as Part of Their Business Continuity Arrangements for Brexit
(Confidential for reason of information relating to the financial or business affairs of any particular person, including the Council holding that information)
5.3 Provision of an Integrated Box Office for Facilities Management and Island Arts Centre – Per Carmel’s email re; procurement guidelines
(Confidential for reason of information relating to the financial or business affairs of any particular person, including the Council holding that information)
In Committee
It was proposed by Alderman A Ewart, seconded by Alderman M Henderson, and agreed that the Confidential Report of the Chief Executive be considered “in Committee”, in the absence of members of the press and public.
It was proposed by Alderman S Martin, seconded by Alderman M Henderson, and agreed that the Confidential Report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below and other items noted.
5.1 Bradford Court and Space Utilisation
Councillor J Craig declared a pecuniary interest as a relative works for an organisation discussed within the report and left the meeting prior to the discussion of this item at 6.27pm.
Following a discussion, the Director for Environmental Services and the Head of Business and Democratic Services, answered a number of questions raised by the Members. It was proposed by Alderman M Henderson, seconded by Councillor B Bloomfield and agreed to recommend that the update in respect of the leasing of Bradford Court and the report on Space Utilisation be noted and further agreed that the Committee accepts the advice provided by LPS.
Alderman S Martin wished to place on record his view that the process undertaken in relation to the leasing of Bradford Court had been done well.
Councillor A Ewing returned to the meeting during the discussion of this item at 6.27pm.
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Councillor J Craig returned to the meeting following the conclusion of this item at 6.39pm.
Additional Report
5.2 Approach from the Northern Ireland Civil Service to Make Use of the Council’s Bradford Court Facility as Part of Their Business Continuity Arrangements for Brexit
It was proposed by Alderman M Henderson, seconded by Councillor B Bloomfield and agreed that the recommendations outlined in the report be approved by Council.
5.3 Provision of an Integrated Box Office for Facilities Management and Island Arts Centre
It was proposed by Alderman M Henderson, seconded by Alderman A Ewart and agreed to accept the recommendation of the report on the provision of an integrated box office used at Lagan Valley Island.
Resumption of Normal Business
It was proposed by Alderman A Ewart, seconded by Councillor A Ewing, and agreed to come “out of Committee” and normal business was resumed.
6. Reports of Head of Business and Democratic Services
It was proposed by Councillor R Walker, seconded by Councillor J Craig, and agreed that the reports and recommendations of the Head of Business and Democratic Services be adopted, subject to any decisions recorded below and other items noted.
6.1 Presentation by Every Day Harmony Music Therapy
It was noted that this item had been dealt with earlier in the meeting at Item 4.
6.2 National Malaya & Borneo Veterans Association (NI Branch) – Major Pantridge Ceremony
The Deputy Mayor, Councillor A Grehan, suggested that the order of service this year could be amended to reflect similar services held at Lagan Valley Island and provided the Committee with a number of examples. It was agreed that these suggestions would be provided to the Civic Events officer for consideration.
It was proposed by Alderman M Henderson, seconded by Councillor J Craig and agreed to recommend that the Council host the annual NMBVA-NI Pantridge Ceremony on Saturday 28th September 2019, or on alternative date as agreed by the Mayor of the day.
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6.3 NAC Conference Subscription
Alderman M Henderson declared a non-pecuniary interest in relation to this item as Chairman of the National Association of Councillors NI. Councillor A Ewing verbally declared an interest as an appointed member of the NAC.
The Council received notification from the National Association of Councillors (NAC) NI that the Council’s annual membership subscription will be due for renewal at a cost of £3,200. Members were furnished with the NAC February newsletter following the Committee’s request for information regarding the work undertaken by the NAC which specifically related to Lisburn and Castlereagh City Council.
It was proposed by Councillor B Bloomfield, seconded by Alderman Michael Henderson and agreed to recommend that that the annual subscription would be renewed.
6.4 Leukaemia Care – Lighting Up Lagan Valley Island
It was proposed by Councillor R Walker, seconded by Councillor J Craig and agreed to recommend that the request to light up the Council buildings at Lagan Valley Island red for one day in September in support of Leukaemia Care be approved.
Alderman M Henderson left the meeting during the discussion of this item at 6.40pm.
6.5 The Ulster Defence Regiment Day Event
The Committee was provided with an invitation for all Councillors to attend the Ulster Defence Regiment Day Event on Sunday 7th April 2019. It was proposed by Councillor R Walker, seconded by Councillor J Craig and agreed to recommend that any expenses incurred by Members wishing to attend this event, would be approved.
7. Reports of Head of Finance (Acting)
It was proposed by the Deputy Mayor, Councillor A Grehan, seconded by Alderman S Martin and agreed that the reports and recommendations of the Head of Finance (Acting) be adopted, subject to any decisions recorded below and other items noted.
7.1 Management Accounts – Quarter 3 2018/2019
Members were provided with the Management Accounts for the quarter ending 31st December 2018 and advised that the net profiled expenditure for the period was £724,578 below the approved estimates (2.17% underspend) for the Financial Year 2018/19. Members commented on the revised format on how this information was presented and welcomed the improvement. Following a number of questions that were answered by the acting Head of Finance, it was
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proposed by Councillor J Craig, seconded by Councillor S Carson and agreed to note the financial statement.
During the discussion of this item, the Chairman left the meeting at 6.48pm and the Vice-Chairman, Councillor B Mallon, chaired the remaining of the meeting.
7.2 Capital Strategy 2019/2020
Members were advised that in addition to the annual presentation of the Treasury Management Strategy, Prudential Indicators and a MRP Policy within the Estimates process, the Council have been required to produce a report regarding the funding aspects of proposed Capital Expenditure. This report will be reviewed annually and presented as part of the Estimates process and will outline what the Council can borrow for future projects. The main aspects of this report include the:
Capital Expenditure and Financing; Treasury Management; and Revenue Budget Implications.
Following a number of questions which were answered by the acting Head of Finance, it was proposed by the Deputy Mayor, Councillor A Grehan, seconded by Alderman S Martin and agreed to recommend that the Council’s 2019/20 Capital Funding report be approved.
8. Report of Head of Human Resources and Organisational Development
8.1 Local Government Training Group – Continued Delivery of Shared Service
Members were reminded that since April 2017, the Council has been hosting the Local Government Training Group (LGTG) Shared Service, which provides an income for the Council. The Committee were provided with an updated Service Level agreement as well as a copy of the Governance, Accountability and Audit Arrangements covering April 2019 to March 2020. Members were advised that in the coming year, the LGTG up will be reviewed to ensure the needs of councils are best met.
It was proposed by the Deputy Mayor, Councillor A Grehan, seconded by Councillor R Walker and agreed to recommend that the Council continues to host the Local Government Training Group Shared Service for the period of 2019/20 based on the Governance arrangements and Service Level Agreement provided.
Following the conclusion of this item the Head of Business and Democratic Services, the acting Head of Finance and the Head of Human Resources and Organisational Development left the meeting at 6.54pm.
Alderman A Ewart left the meeting at 6.54pm.
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9. Report of Chief Executive
9.1 Notice of Motion – Right to Work: right to Welfare (R2W) Referred from February’s Council Meeting
Members were reminded that at February’s Council meeting it was agreed that the following Notice of Motion, brought forward by Councillor J McCarthy, would be referred to the Corporate Services Committee for consideration.
"Lisburn & Castlereagh City Council recognises the severe impact welfare reform has had on the most vulnerable in our society.
This Council supports the Right to Work: Right to Welfare (R2W) group's 'People's Proposal' which includes introducing a human rights checklist which must be completed and included in the notes of all benefit decisions.
This Council calls on the Permanent Secretary for the Department of Communities to issue guidance to all social security decision makers, requiring them to ensure due process, impact assessments and the human rights checklist are undertaken and fully complied with in the decision making process."
Councillor J McCarthy informed Members that the People’s Proposal sought to ensure that the human rights checklist was completed when people seek benefits. Councillor J McCarthy highlighted that 90% of the questions outlined were already asked during these interviews, but that by insisting that the human rights checklist was implemented, it would ensure all necessary tests were carried out for all applicants at the very beginning of the process.
The Deputy Mayor, Councillor A Grehan indicated her support for this motion and stated that at the heart of any application process, the dignity of the applicant must be retained.
It was proposed by the Deputy Mayor, Councillor A Grehan, seconded by Councillor J Craig and agreed to recommend that the Council write to the Permanent Secretary for the Department of Communities to issue guidance to all social security decision makers, requiring them to ensure due process, impact assessments and the human rights checklist are undertaken and fully complied with in the decision making process.
9.2 Updated Scheme of Allowance
Members were provided with a circular issued from the Local Government and Housing Regulation Division of the Department for Communities regarding a consolidated record of all councillor allowances from 1st April 2019. The revised rates outlined in the circular, particularly the increase in Dependants’ Carers’ Allowance and maximum Basic and Responsibility Allowances, have been used to update the Council’s Scheme of Allowances Payable to Councillors for the period of 1st April 2019 to 31st March 2020.
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During the discussion of this item, some Members queried if further information relating to a review of the Committee Structure and Governance processes had been progressed ahead of the new Council term. Members were advised that a review of this nature would not be available for approval and implementation before the election but should perhaps be considered early in the new Council term for future introduction at the appropriate time.
It was agreed by Alderman S Martin, seconded by the Right Worshipful the Mayor, Councillor U Mackin and agreed to recommend that Circular LG 07/2019 is noted and the revised rates outlined be accepted and applied from 1st April 2019.
It was further agreed to recommend that the Council’s updated Scheme of Allowances Payable to Councillors for the period of 1st April 2019 to 31st March 2020 be approved, on the understanding that this should be further considered following a report, being brought back to the Committee for consideration, regarding how Members of the Planning Committee could be remunerated to better reflect the time and work involved in executing the functions of that Committee.
It was further proposed by Alderman S Martin, seconded by the Right Worshipful the Mayor and agreed to recommend that CMT consider a request to rename the Corporate Services Committee to Support Services Committee, in line with other Committees titles which represent the Directorates within the Council.
Additional Report
9.3 Response from Northern Ireland Local Government Association (NILGA)
Members considered a response from the Northern Ireland Local Government Association (NILGA) regarding the specific achievements NILGA have made for Lisburn and Castlereagh City Council. Following a discussion relating to the services provided by NILGA, it was agreed that the offer by the Chief Executive to present to the Committee would be accepted.
It was proposed by Councillor J Craig, seconded by Councillor B Hanvey and agreed to recommend that the Chief Executive of NILGA would be invited to present to the Committee on this issue.
10. Any Other Business
10.1 World Down Syndrome Day 2019 – The Deputy Mayor, Councillor A Grehan
The Deputy Mayor, Councillor A Grehan, informed the Committee that 21st March 2019 would be World Down Syndrome Day and proposed that the Council buildings at Lagan Valley Island would be lit up blue and yellow to raise
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awareness of Down Syndrome and the vital role that people with Down Syndrome play within our society. It was further proposed that the Council support the ‘Lots of Socks’ initiative by asking staff and Councillors, coordinated by MCU, to photograph themselves wearing brightly coloured odd socks on that day and to use #lotsofsocks on social media to raise awareness and show their support.
It was proposed by the Deputy Mayor, Councillor A Grehan, seconded by Alderman S Martin and agreed that the Council would support World Down Syndrome Day as detailed.
There being no further business, the meeting concluded at 7.18pm.
______MAYOR/CHAIRMAN
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GAC 20.03.2019 LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Meeting of the Governance and Audit Committee held in the Island Civic Centre, The Island, Lisburn, on Wednesday, 20 March, 2019 at 6:02 pm
PRESENT: Councillor R T Beckett (Chairman)
The Right Worshipful the Mayor Councillor U Mackin
Deputy Mayor Councillor A Grehan
Aldermen W A Leathem and S Martin
Councillors J Baird, B Bloomfield MBE, S Carson, A P Ewing, B Mallon and S Skillen
IN ATTENDANCE: Chief Executive Audit and Risk Manager Performance Improvement Officer Member Services Officer
Northern Ireland Audit Office
Mrs C Kane, Director
Commencement of the Meeting
The Chairman, Councillor R T Beckett, welcomed those present to the meeting and proceeded to outline the evacuation procedures in the case of an emergency.
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of Councillors J Gallen, A McIntyre and T Morrow, the Policy Officer and the Risk Officer.
2. Declarations of Interest
There were no declarations of interest.
3. Report from Chief Executive
At this point, the Chief Executive introduced and welcomed Mrs Cara McCrory who was in attendance in the public gallery in an observation capacity. Mrs McCrory had recently been appointed as the Head of Audit and Risk and would be taking up this position on 1 April.
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GAC 20.03.2019 3. Report from Chief Executive (Contd)
It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
Items for Decision
It was agreed that the Additional Report of the Audit and Risk Manager would be at this point in the meeting.
3.1 Northern Ireland Audit Office – Audit Strategy for 2018/19
Councillor S Skillen arrived to the meeting during consideration of this item of business (6.06 pm).
Members had been provided with a copy of the Northern Ireland Audit Office (NIAO) Audit Strategy for 2018/19.
The Chief Executive welcomed to the meeting Mrs C Kane, Director, Northern Ireland Audit Office, who made a verbal presentation in relation to the Audit Strategy.
It was proposed by Councillor S Skillen, seconded by Councillor J Baird and agreed to recommend that any queries Members had in relation to the Audit Strategy be conveyed to the Chief Executive or the Audit and Risk Manager no later than 5 April, 2019.
3.2 Report from Performance Improvement Officer
Members were provided with a copy of a report prepared by the Performance Improvement Officer containing the following matters:
3.2.1 Performance Improvement Objectives and Associated KPIs – 3rd Quarter Review
Members were provided with a copy of:
(a) a quarterly monitoring document, which was an update on all the projects that would demonstrate improvement against the 2018/19 Performance Improvement Objectives (KPIs) and covered the period October to December 2018 inclusive; and (b) a report taken from the ‘Performance Manager’ System (Dashboard) detailing KPIs for each service within the organisation. This was in summary format and detailed the KPI results for the period October to December 2018 inclusive.
It was proposed by Councillor S Carson, seconded by Councillor S Skillen and agreed to recommend that the above reports be approved.
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GAC 20.03.2019 3.2.2 Complaints Report
Members were provided with a copy of a comparative report taken from the Council’s Customer Care System detailing the number of comments, complaints and compliments in Quarters 2 and 3 of 2018/19. It was proposed by Alderman S Martin, seconded by Councillor A P Ewing and agreed to recommend that this report be approved.
3.2.3 Performance Improvement Objectives 2019/20
Members were provided with a copy of the Performance Improvement Objectives for 2019/20, which would be incorporated into the Performance Improvement Plan 2019/20. It was anticipated that a public consultation on the Plan would be carried out in April/May 2019. The Performance Improvement Officer having been commended for her work in producing these objectives, it was proposed by Councillor J Baird, seconded by Alderman W A Leathem and agreed to recommend that the draft 2019/20 Performance Improvement Objectives be approved.
Discussion arose regarding making the Council’s website more easily navigated by customers and the possibility of producing a holistic ‘Council App’ that would incorporate all Council Departments. The Chief Executive advised that, after the elections, it was his intention to establish an Officer/Member working group consider how these matters could be progressed. The Performance Improvement Officer pointed out that one of the key actions that would be taken to achieve the 2019/20 targets was to review the Council’s approach to customer service access points to reflect changing methods of interaction due to digitisation and stated that a ‘Council App’, as well as a ‘One Stop Shop’ could be considered as part of that review.
3.2.4 Sustainable Development Update
Members were advised that, over the past year, Sustainable NI had provided the secretariat function for the Sustainable Development Forum, had continued to deliver an Elected Member and Officer Training Programme and had also been developing a working group of elected Members from across all NI councils. Members having been provided with a copy of a letter and Work Plan from Sustainable NI, acceptance of which had been requested by 26 February, it was proposed by the Deputy Mayor, Councillor A Grehan, seconded by Councillor S Carson and agreed to recommend that retrospective approval be given to the acceptance of the Work Plan. It was further agreed to recommend that financial support, in the sum of £5,000, be given to Sustainable NI for the next financial year.
3.2.5 Customer Service Guidelines
Members were provided with a copy of revised Customer Service Guidelines, which had been updated to reflect the new Corporate Plan and a section had been included on Violence/Harassment or Abuse towards Council Employees. It was proposed by Alderman W A Leathem, seconded by Councillor S Skillen and agreed to recommend that the revised Customer Service Guidelines be approved. 209
GAC 20.03.2019 3.3 Report from Risk Officer
In the absence of the Risk Officer, her report was presented by the Chief Executive. Members were provided with a copy of a report prepared by the Risk Officer containing the following matters:
3.3.1 Corporate Risk Register Update
Members noted from the Risk Officer’s report, information on key changes to the Corporate Risk Register and, having been provided with a copy of the following documents, it was proposed by Councillor B Bloomfield, seconded by Councillor A P Ewing and agreed to recommend their approval:
(a) the current Corporate Risk Register; (b) a summary dashboard illustrating key changes/movement in risks; and (c) the Residual High Risk Action Plans.
It was further agreed to recommend that, in future, the Corporate Risk Register together with Residual High Risk Action Plans only be presented to Committee, with the full Corporate Risk Register being available on SharePoint for perusal by any Members wishing to view the remaining Risk Action Plans.
4. Confidential Business
It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
The matters contained in the confidential report would be dealt with “In Committee” due to containing information relating to the financial or business affairs of any particular person (including the Council holding that information).
“In Committee”
It was proposed by Councillor J Baird, seconded by Councillor S Carson and agreed that the following matters be considered “in committee”, in the absence of members of the press and public being present.
4.1 Report from Policy Officer
In the absence of the Policy Officer, his report was presented by the Chief Executive. Members were provided with a copy of a report prepared by the Policy Officer containing the following matter:
4.1.1 Report on Progress Made to Date to Position the Council to Best Advantage During and After the United Kingdom’s Withdrawal from the European Union
Members noted from the Policy Officer’s report information on work that was continuing to position Local Government, as a whole, to best advantage as the effects of the Brexit process were worked through post 29 March, 2019.
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GAC 20.03.2019 4.2 Report from Audit and Risk Manager
Members were provided with a copy of a report prepared by the Audit and Risk Manager containing the following matter:
4.2.1 Internal Audit Reports
Members having been provided with a number of Internal Audit Reports, it was proposed by Alderman S Martin, seconded by The Right Worshipful the Mayor, Councillor U Mackin, and agreed to recommend that these be approved.
Resumption of Normal Business
It was proposed by Councillor B Bloomfield, seconded by The Right Worshipful the Mayor, Councillor U Mackin, and agreed to come out of committee and normal business was resumed.
5. Any Other Business
There was no other business.
Conclusion of the Meeting
At the conclusion of the meeting, the Chairman, Councillor R T Beckett, thanked those present for their attendance. As this was the last meeting of the Committee during his term as Chairman, he thanked Members and Officers for the help and support they had afforded him over the past year.
There being no further business, the meeting was terminated at 6.44 pm.
Mayor/Chairman
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CPC 21.03.2019 LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Meeting of the Capital Projects Committee held in the Island Civic Centre, The Island, Lisburn, on Thursday, 21 March, 2019 at 6:00 pm
PRESENT: Alderman W J Dillon MBE (Chairman)
The Right Worshipful the Mayor Councillor U Mackin
Aldermen A G Ewart MBE, S P Porter and J Tinsley
Councillors R T Beckett, B Hanvey and T Morrow
IN ATTENDANCE: Chief Executive Director of Service Transformation Head of Economic Development Head of Planning and Capital Development Project Manager Operations Manager (Major Facilities) Capital Projects Manager Financial Services Manager Member Services Officer
Commencement of the Meeting
At the commencement of the meeting, the Chairman, Alderman W J Dillon, welcomed those present to the meeting and outlined the evacuation procedures in the case of an emergency.
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of the Deputy Mayor, Councillor A Grehan, Aldermen S Martin and D Drysdale, Councillors O Gawith and H Legge, the Director of Leisure and Community Wellbeing and the Head of Service (Sports Facilities).
2. Declarations of Interest
There were no declarations of interest.
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3. Confidential Business
The matters contained in the confidential report were required to be considered “In Committee” due to containing information relating to the financial or business affairs of any particular person or organisation (including the Council holding that information).
It was proposed by Alderman J Tinsley, seconded by Councillor T Morrow, and agreed that the following matters be considered “in committee”, in the absence of members of the press and public being present.
“In Committee”
It was agreed that the Confidential report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
Items for Decision
3.1 City Centre Hotel Project – Update
The Committee noted from the Chief Executive’s report, an update in respect of the procurement of the Council’s City Centre Hotel Project. The Director of Service Transformation provided a further update in regard to the procurement process which had progressed since the report had been issued.
The Director of Service Transformation having responded to questions from Alderman S P Porter and the Chairman, Alderman W J Dillon, in connection with hotel development in the City area, reminded the Committee of Hotel Viability Study that the Council had commissioned previously.
It was proposed by The Right Worshipful the Mayor, Councillor U Mackin, seconded by Councillor B Hanvey, and agreed to recommend that:
a) the update report on the City Centre Hotel Project, including the verbal updates in regard to legal advice, be noted, and
b) the recommendation in relation to the procurement of a quantity surveyor be agreed.
3.2 Dundonald International Ice Bowl Update
The Committee noted from the report circulated an update in relation to the redevelopment of the Dundonald International Ice Bowl (DIIB) and in particular proposals for a revised timeframe for the public consultation events.
The Committee were advised that the proposals for the current design were being further developed to meet the aims and objectives of this regionally significant project and that Max Associates, the Council’s professional advisors for this project, were finalising both their report arising from the Members’
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CPC 21.03.2019 workshop on potential Operating Models and their advice to support the development of the Business Case.
The Project Manager with the aid of PowerPoint, presented the Committee with a detailed overview of the DIIB re-development plans.
Following the presentation the Project Manager and the Director of Service Transformation responded to questions from the Committee in connection with issues raised during the presentation and also in relation to the overall budget for the project.
The Capital Projects Manager entered the meeting at 6.19 pm.
It was proposed by Alderman J Tinsley, seconded by Alderman S P Porter, and agreed to recommend that the update report and presentation on the Dundonald International Ice Bowl Re-development project be noted and that the proposed delay in the public consultations for the reasons outlined in the report circulated be agreed.
It was noted that the Outline Business Case and an operating model for the project would be brought before the Committee at its meeting in June 2019.
3.3 Knockmore M1 Link Road
Members noted an update in relation to the progress of the Knockmore M1 Link Road, as set out in the Chief Executive’s report, in particular in regard to the planning applications submitted, the Outline Business Case on transport assessment and financing options.
The Director of Service Transformation outlined the proposal that subject to satisfactory progress of the above-mentioned areas of work, the Council now proceeds to appoint, through SIB, the appropriate due diligence team.
The Chief Executive highlighted a number of salient points in connection with the development brief and also responded to comments from Alderman S P Porter in regard to appropriate safeguarding of Members of the Planning Committee as the Knockmore M1 Link Road project progressed.
Following discussion, it was proposed by Alderman J Tinsley, seconded by Alderman A G Ewart, and agreed to recommend that:
a) the update report on the Knockmore M1 Link Road project be noted and
b) the appointment through SIB of an appropriate due diligence team, and any subsequent legal support required, be agreed on the condition that all prerequisites for this project, as outlined in the report circulated, be achieved.
It was proposed by Alderman A G Ewart, seconded by Councillor T Morrow, and agreed to come out of committee and normal business was resumed.
Resumption of Normal Business
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4. Any Other Business
4.1 Thanks of the Chairman Alderman W J Dillon
The Chairman, Alderman W J Dillon, stated that as this was the last meeting of the Capital Projects Committee for the Council term he wished to express thanks to the Committee for their co-operation throughout the year. The Chairman also extended thanks and appreciation to the Vice Chairman, Councillor B Hanvey, for his help and support during the past year.
There being no further business the meeting was terminated at 6.43 pm.
Mayor/Chairman
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PC 04 02 2019
LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of Meeting of the Planning Committee held in the Council Chamber, Lisburn & Castlereagh City Council Offices, Island Civic Centre, The Island, Lisburn on Monday 4 February 2019 at 10.00 am
PRESENT: Councillor O Gawith (Vice-Chairman)
Aldermen J Dillon MBE JP, and T Jeffers Councillors N Anderson, J Craig, A Givan, B Hanvey, L Poots and N Trimble
OTHER Alderman J Tinsley MEMBERS: Councillors S Carson and A Redpath
IN ATTENDANCE:A Director of Service Transformation Head of Planning and Capital Development Principal Planning Officer (RH)) Senior Planning Officer (MB) Senior Planning Officer (MCON) Member Services Officer Attendance Clerk
Legal Advisor: Brendan Martyn - Cleaver Fulton & Rankin
Commencement of Meeting
The Vice-Chairman, Councillor O Gawith, welcomed everyone to the meeting.
Introductions were made by the Vice-Chairman and some housekeeping and evacuation announcements were made by the Director of Service Transformation.
1. Apologies
It was agreed that apologies from the Chairman, Councillor D Drysdale, and Councillor A Girvin be recorded and it was noted that Councillor N Anderson would be arriving late.
2. Declarations of Interest
It was highlighted that, with reference to application LAO5/2018/0507/F where the applicant was the Council, all members had the same interest and therefore paragraph 6.6 of the Code of Conduct applied and it was therefore not necessary for individual declarations of interest to be made.
The Vice-Chairman sought Declarations of Interest from Members and reminded them to complete the supporting forms which had been left at each desk.
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PC 04 02 2019 No Declarations of Interest were made. However, during the course of the meeting, Councillor N Trimble advised that, with regard to application LAO5/2018/0507/F, his mother was a member of the Lagan Navigation Trust which would have offices within Navigation House. He did not consider that this constituted an interest in the application and he would be participating in the discussion.
3. Minutes of the meeting of the Committee held on Monday 7 January 2019
It was proposed by Councillor N Trimble, seconded by Alderman WJ Dillon, and agreed that the above Minutes as circulated be confirmed and signed.
Later in the meeting, Councillor Poots, who was not present at this stage, requested and it was agreed that the following amendments be made to the minutes:
At Page 8 of the Minutes, application LAO5/2017/0926/F, 2nd paragraph, 2nd sentence be amended to “He wished it to be put on record that neither he nor any member of his family had done business with the applicant or had used the facilities, despite allegations have been made to that effect, and that he had no interest to declare in respect of this application.” At Page 9 of the Minutes, an additional bullet point be added to the comments of Mr P Catney MLA to advise that there had been 54,000 tons of silage stored at the site and 6,000 vehicular movements.
4. Report of the Director of Service Transformation
It was agreed that the report and recommendations of the Director of Service Transformation be adopted, subject to any decisions recorded below:-
4.1 Quarterly Budget Report - Planning Unit
The Committee was provided with copy and it was proposed by Councillor N Trimble, seconded by Alderman T Jeffers, and agreed to note the summary Budget Report for the Service Transformation Department for the year to 31 March 2019 as at 31 December 2018.
4.2 The Agreement of Local Development Plan Policies
It was proposed by Alderman WJ Dillon, seconded by Councillor A Givan, and agreed that the Committee note an update regarding agreement of local development plan policies and agree to continue to support this work.
In Committee
It was proposed by the Vice-Chairman, Councillor O Gawith, seconded by Alderman T Jeffers and agreed to go into Committee in order to receive legal advice in the absence of press and public.
Further information was distributed to Members regarding one of the applications on the schedule and the Members noted the advice received from the Legal Adviser. 73
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4.3 Deferment of Item
At this stage, it was agreed to defer consideration of the next item on the Director’s Report, Report of the Head of Service (Planning and Capital Development), until later in the meeting and to proceed to consider the Confidential Report.
5. Confidential Report from the Director of Service Transformation
It was agreed that the report and recommendations of the Confidential Report of the Director of Service Transformation be noted, subject to any decisions recorded below.
The Vice-Chairman reminded Members that they were still ‘in Committee’ and it was noted that the following items would be discussed ‘in Committee’ for the reasons indicated on the meeting Agenda.
5.1. Legal Updates
The Committee was provided with copy correspondence from Belfast City Council and it was agreed that the Committee note this correspondence as well as a verbal update on Court and PAC proceedings.
5.2 Enforcement Cases with Court Proceedings
Having been provided with information on Enforcement Cases with Court Proceedings in January 2019, it was agreed that the Committee note the information provided within the Report.
5.3 Quarterly Rolling Year Absence Figures for the Planning Unit
It was agreed that the Committee note information showing monthly absence figures for the Planning Unit and the steps being taken to address this.
Resumption of Normal Business
It was proposed by Councillor N Trimble, seconded by Councillor A Givan, and agreed to come out of committee and normal business was resumed.
(Councillor DJ Craig left the meeting at 10.40 am.)
In the absence of Councillor Craig, the meeting was inquorate. The Vice- Chairman adjourned the meeting at 10.40 am and indicated that it would reconvene in an hour’s time when it was expected that, with the arrival of other Members, there would be a quorum.
(Councillor B Hanvey arrived at 11.40 am)
The meeting reconvened at 11.40 am.
6. Report of the Head of Service (Planning and Capital Development)
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PC 04 02 2019 6.1 Schedule of Applications to be Determined
The Vice-Chairman reminded Members that they needed to be present for the entire determination of an application. If absent for any part of the discussion they would render themselves unable to vote on the application.
The Legal Adviser highlighted paragraphs 43 - 46 of the Protocol for the Operation of the Lisburn & Castlereagh City Council Planning Committee which, he advised, needed to be borne in mind when determinations were being made.
The Vice-Chairman advised that there were a number of speakers in attendance making representation on some of the applications and therefore the Schedule of Applications would be taken out of order to enable these applications to be taken first.
(1) LA05/2017/0922/F – Local Application (Called in) – Removal of condition no 2 of planning approval LA05/2015/0765/F (the dwelling shall be occupied by Arthur Stringer and any dependents only) on lands to the rear of 44 Halfpenny Gate Road, Lisburn.
The Principal Planning Officer (RH) presented this application as outlined within the circulated report.
The Committee received Mr Patrick Johnson who wished to speak in support of the applications, highlighting the following:
Mr Johnson read a statement out on behalf of Mrs Stringer Mr Stringer’s mental health had deteriorated over the past 2 years The couple were unable to finish the build as they could not raise a mortgage due to the condition attached to the planning approval They continued to live in a cold and damp mobile home which had aggravated Mr Stringer’s other health problems –arthritis in his spine and wrists, a heart condition and he was on anti-depressants. They had approached several financial institutions including Danske Bank, Ulster Bank and Progressive Building Society but had been refused a mortgage due to the condition attached to the planning approval. Mrs Stringer was working two jobs; Mr Stringer was unable to work The condition attached to the approval was a life-time one; if it was limited to a period of, say, 5 years, the applicants could work with it.
Mr Johnson responded to Members’ queries in which he clarified the following:
When planning permission had been granted, the applicants had made some enquires about obtaining finance; they had opted to commence the build because of the poor conditions they were living in and in the hope of finding a bank or building society that would agree to lend money.
At that time they did not fully understand the financial implications arising from the condition attached to the planning approval.
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PC 04 02 2019 The house was built to roof level but, having already borrowed from family to reach that stage, the couple had no further resources to complete the build. (Councillor L Poots arrived at 12.05 pm)
The Committee received Alderman James Tinsley who wished to speak in support of the application highlighting the following:
The building had proceeded with planning permission but the problem was the clause around personal circumstances. The family did not wish to be here having their financial situation laid bare. The couple had built as far as they could which was up to roof level. The house was there with planning permission and the couple wished to live in it; it was the condition around special circumstances that was the problem. Alderman Tinsley suggested that a site meeting might be helpful for Members.
It was proposed by Councillor A Givan and seconded by Alderman T Jeffers that a site meeting be held to consider the application further. On the proposal being put to the meeting, it was agreed by a majority of 4:2 with 0 abstentions not to proceed with a site meeting.
The Head of Planning and Capital Development responded to Members’ queries, clarifying as follows:
If CTY6 has not been invoked, the planning recommendation would be to refuse the application. The special circumstances was the material fact that had allowed the application to be approved. In response to a comment that most people, like the applicant, would not have sufficient funds to complete a build without seeking financial support, the Head of Service advised that planners were bound by the restrictions within the planning policy and affordability would not outweigh the policy condition. With regard to making the condition time limited, the Head of Service advised that there was no provision for this within the planning policy and officers had not found cases where such time limits had been applied.
(Councillor DJ Craig returned to the meeting at 12.20 pm)
During the debate which followed, Councillor A Givan and Alderman T Jeffers expressed sympathy with the applicant and indicated that they would be abstaining from the vote. Alderman WJ Dillon stated that, while all Committee Members were sympathetic to the applicant, the Committee had to comply with planning policy.
The Committee, having considered the information provided within the Report of the Principal Planning Officer and by those making representations, agreed by a majority of 4:0 with 2 abstentions to refuse application LA05/2017/0922/F as outlined in the Officer’s report.
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PC 04 02 2019 (Councillors DJ Craig and L Poots did not take part in the vote as they had not been in attendance for the entirety of the discussion.)
(2) LA05/2018/0898/O – Local Application (Called in) – Proposed site for new dwelling and garage to round off the cluster in accordance with policy CTY2A on Lands adjacent and 35m south east of 44 Crumlin Road, Upper Ballinderry, Lisburn The Senior Planning Officer (MB) presented this application as outlined within the circulated report.
The Committee received Mr Ryan McBirney who wished to speak in support of the application highlighting the following:
The reason for the refusal was based on the assumption that the application did not comply with CTY2A. Planners had identified 3 key issues: that there was no cluster, there was no visual entity and the site was not surrounded on 3 sides. A cluster of development must lie outside a farm and consist of 4 or more buildings. This cluster comprised at least 10 buildings including an Orange Hall, older vacant dwellings and other buildings. The cluster did form a visual entity within the countryside; it focused around the cross roads with a community hub in the form of the Orange Hall. CTY2A required that the site provided a suitable degree of enclosure and was bounded on at least 2 sides by other development. The Planning Officer’s report accepted that a dwelling on the site would not be a prominent feature and that there were natural boundaries around the site. The site was bounded by No 44 Crumlin Road to one side and a joinery workshop across the road opposite the site. He referred to a previous planning application which allowed property on the road opposite to be included in the cluster. He also referred to a decision by PAC which indicated that it was not always a requirement to meet all of the policy tests. In this particular case, the development around the crossroads was so significant that development on this site would constitute part of the cluster. The site was well enclosed and would not add to ribbon development.
(Councillor N Anderson arrived at 12.40 pm)
Mr McBirney responded to Members’ questions providing clarification on the number and type of dwellings located around the crossroads.
The Committee received Alderman J Tinsley who wished to speak in support of the application highlighting the following:
The issue was whether or not this group of buildings formed a cluster. There was very clearly a crossroads with community buildings, dwellings and other buildings. He did not believe that the proposed building would create ribbon development. 77
PC 04 02 2019 This development around a crossroads ticked all the boxes to meet the criteria of a cluster.
The Committee received Councillor A Redpath who wished to speak in support of the application highlighting the following:
The issues were whether you considered there to be a cluster and whether the site was bounded on two sides by development. There were a number of dwellings, in excess of 3 or 4, in close proximity to the crossroads. The crossroads was clearly a definite focal point with several dwellings in the proximity. With regard to development on two sides of the proposed site, the question was whether the road to the front was considered a break in development, He referred to a recent planning case where the Council did not consider a road to create a break in development. He considered this a strong application and would commend it to the Council for approval.
Mr Redpath responded to Members’ questions regarding the cluster and whether the property across the road from the site could be considered development to one side.
The Senior Planning Officer responded to Members’ questions regarding the make-up of the cluster and the issue of ribbon development.
During the discussion that followed, it was proposed by Councillor DJ Craig, seconded by Councillor N Trimble, and, by a majority of 8:0 with 0 abstention, it was agreed to have a site meeting.
(Councillor N Anderson did not take part in the vote as he had not been present for the entirety of the discussion)
Adjournment of Meeting
The Vice-Chairman declared the meeting adjourned at 1.10 pm
Resumption of Meeting
The Vice-Chairman declared the meeting resumed at 1.41 pm
(3) LA05/2017/0388/F – Local Application (Called in) – Extensions and alterations to existing nursing home class 3(b) of the schedule of the Planning (Use classes) Order (NI) 2015, to increase from 29 residents to 44 residents, increased dayroom/dining areas, enlarged kitchen (on three floors of accommodation), with new laundry, storage and staff facilities to basement below (amended proposal) at Parkside Private Nursing Home, 4 North Circular Road, Lisburn.
The Senior Planning Officer (MB) presented this application as outlined in the circulated report.
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The Committee received Mrs Elizabeth Ramsey and Mr Raymond Lowry who wished to speak in opposition to the application highlighting the following:
The planners had underestimated the impact of the proposed extension on neighbouring properties. The extension would be a very high 3 storey building right up to Mrs Ramsey’s boundary fence. The proposed extension would lie 3.6 metres from Mrs Ramsey’s boundary fence and 9.9 metre from her living area. The new building would be more than 19 metres long and would extend the whole length of her boundary line. The living area of Mrs Ramsey’s house had large rooms with picture windows facing out to the nursing home. The planners had stated that existing trees and shrubs would be retained but there were no trees and shrubs on the nursing home side of the boundary and all planting was on Mrs Ramsey’s side. The proposals included a massive car park on an already crowded site The proposal was out of character with the surrounding area; no other building was located so close to houses behind them; the general character of houses of the area was rear garden facing rear garden. Mrs Ramsey did not object in principle to an extension of the nursing home rather she objected to the scale of the proposed extension. She suggested that Members might wish to attend a site meeting to better assess the impact the proposed building would have on neighbouring properties. Mr Lowry stated that he had occupied his home for 45 years. There had been 4 or 5 extensions to the nursing home and there had been a pattern whereby once the owners obtained permission for an extension, they then sold up and new owners came in. The extension would be life changing for those living in adjacent properties. He indicated that the proposed building would be 60 ft long and 40 ft high.
Mrs Ramsey responded to Members’ questions, clarifying the following:
The proposed extension would completely fill the space behind the existing nursing home and Mrs Ramsey’s property. Mrs Ramsey’s view from her living areas would be a 3 storey high building. There would be loss of sunlight particularly in the winter months and loss of visual amenity. What screening currently existed between Mrs Ramsey’s house and the nursing home had been planted by Mrs Ramsey; there would be no open space to the side of the proposed extension that would allow further screening. Other houses in the vicinity had garden areas, the proposed nursing home would have little open space on the site.
The Committee received Councillor S Carson who wished to speak in opposition to the application highlighting the following:
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PC 04 02 2019 The proposal would have adverse impact on the visual amenity of neighbouring properties. It was important to note that objectors were not opposed to an extension on the site; a previous application for a 2 storey extension along the full length of the site would have less impact than the current proposal. He stated that rooms which the planners said overlooked the courtyard would be also looking into Mrs Ramsey’s property. Although additional landscaping was proposed, one would struggle to see where that could take place on the crowded site. The Creating Spaces document specified a minimum distance of 15 metres between the rear of a building and the shared boundary; in this case the distance was 9.9 metres between the nursing home and Mrs Ramsey’s property – not even her boundary. There was a degree of open space associated with other properties in the area but Nos 2 and 4 North Circular Road had oversaturation which was out of character with the surrounding area.
The Committee received Trevor Lunn MLA who wished to speak in opposition to the application, highlighting the following:
Mr Lunn would echo what other speakers had said. Planners had rejected all objections to the extension. He would challenge the planners’ assessment that the distance from the proposed extension to Mrs Ramsey’s boundary was acceptable. The proposal would be the 5th extension to the property in recent times. He stated that Wallace Park was an area of townscape character and that development should respect the character of the surrounding area. No 6 North Circular Road sat at a lower level than the nursing home and the extension would be overbearing in respect of that property. 9.9 metres was an unacceptable distance between the two properties.
Mr Lunn responded to Members’ comments.
It was then proposed by Councillor DJ Craig, seconded by Councillor N Anderson, and agreed by a majority of 9:0 with 0 abstentions, to request that a site meeting be arranged to include a visit to the neighbouring properties as well as the applicant’s site.
(4) LA05/2017/1298/F – Local Application (previously deferred) – Single dwelling house CTY10 on lands opposite 21 and 23 Halftown Road, Lisburn. The Senior Planning Officer (MB) presented this application as outlined in the circulated report. It was noted that this application had been considered by the Planning Committee on 3 December 2018 and had been deferred for a site meeting which had taken place on 8 January 2019.
The Committee received Mr John Hinds who wished to speak in support of the application highlighting the following:
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PC 04 02 2019 The application had been submitted by Mr Hinds’ father but was to enable Mr Hinds to farm the lands. The planners’ reasons for refusal were to so with siting of the dwelling and with farming activity. The Committee was provided with an outline of the flood plain. The site was located away from existing farm buildings which had been flooded on many occasions but it did use an existing farm access. The farm had been active for 6 years with maintenance of the land in good agricultural condition. Planning policy did not require participation in the single farm payment scheme. There has been a private agreement with a local farmer and that agreement was submitted to the planners with the planning application. DAERA had indicated that this agreement would confirm farming activity the agreement was submitted to the Planning Office in 2014 and was acceptable to them at that stage. DAERA were helping Mr Hinds to resubmit an application for the single farm payment.
The Committee received Councillor A Redpath who wished to speak in support of the application highlighting the following:
The issues to be considered were the site of the proposed building and the nature of the farming business. Since the lands were liable to flooding, the prudent and most sensible course of action was to locate the proposed dwelling on the highest point of the site and away from the flood plain. The ongoing nature of the farm business was evidenced by the fact that the lands were in good condition and hedges had been maintained. There were in effect two agreements in place, one relating to the conacre arrangement and the other to the maintenance of the lands; but because these had been melled into one agreement, the Planning Officers were stating that there was insufficient evidence of farming activity.
Councillor Redpath then responded to Members’ queries clarifying as follows:
A planning application submitted in 2018 was not refused for agricultural reasons but on siting reasons which would perhaps indicate that the decision in respect of the agricultural issue was finely balanced.
The Committee received Mr Trevor Lunn MLA who wished to speak in support of the application highlighting the following:
This farm had been in the family’s ownership since the late 1800s and there had been ongoing farming activity since that time. Since 2009, because of the age of Mr Hinds Snr, the land has been let out in conacre. The proposed site was located on the highest point of the land, about 1 metre above the level of the River Lagan. The site was as near as possible to the existing farm property but without encroaching on the flood plain. 81
PC 04 02 2019 There were a lot of houses on the Halftown Road. This site had a natural boundary on 2 sides and would be visually integrated into the surrounding area.
The Head of Planning and Capital Development responded to Members’ questions providing clarification on the flood plain and indicating that it was the planner’s view that it was the person taking up the conacre rather than the applicant who would be eligible to benefit from the farming activity.
The Committee, having considered the information provided within the Report of the Senior Planning Officer and by those making representations, agreed by a majority of 6:3 with 0 abstentions that the recommendation of the Planning Officer to refuse the application would not be upheld.
In Committee
It was proposed by Councillor N Anderson, seconded by Councillor L Poots, and agreed to go into Committee in order to receive legal advice in the absence of press and public.
Adjournment of Meeting
While in Committee, the Vice-Chairman declared an adjournment at 3.50 pm
Resumption of Meeting
The Vice-Chairman declared the meeting resumed at 4.00 pm. The meeting continued in Committee.
The Members noted the advice received from the Legal Adviser.
Resumption of Normal Business
It was proposed by A Givan, seconded by Councillor DJ Craig, and agreed to come out of committee and normal business was resumed.
It was then proposed by Councillor N Anderson, seconded by Councillor A Givan and agreed that, in accordance with Para 55 of the Protocol for the Operation of the Planning Committee, further consideration of application LA05/2017/1298/F would be deferred for a period of 1 month.
(6) LA05/2018/0388/O – Local Application (Called In) – Construction of a dwelling on a farm (Policy CTY10) on lands immediately North East of 4 Magheramesk Lane, Moira.
The Senior Planning Officer (MCON) presented this application as outlined in the circulated report.
The Committee received Mr Bleakney who wished to speak in support of the application highlighting the following:
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PC 04 02 2019 Evidence of active farming had been submitted and these included details of purchase and sale of bullocks in 2016 and tuberculosis results in 2016. evidence of farm business insurance had been submitted recently. Whilst there had been no livestock on the farm in recent years, the land had been maintained and there had been silage production. He had submitted sufficient evidence to demonstrate that he was an active farmer. The alternative site was not an option as access was along a very narrow lane, one car wide and with no verges on either side.
(Councillor Poots left the meeting at 4.23 pm)
Mr Bleakney responded to Members’ queries regarding farming activities on the land.
The Head of Planning and Capital Development responded to Members queries regarding the evidence submitted in respect of farming activity.
The Committee, having considered the information provided within the Report of the Senior Planning Officer and by those making representations, agreed by a majority of 8:0 with 0 abstentions to refuse application LA05/2018/0388/O as outlined in the Officer’s report.
(8) LA05/2017/0054/F – Local Application (Called In) – Proposed 2 no. agricultural sheds and retention of laneways and access on lands North West of St Patrick’s Church, Barnfield Road, Lisburn.
The Principal Planning Officer (RH) presented this application as outlined in the circulated report.
The Committee received Ms Christina Skentos and Mr Matthew Johnson who wished to speak in support of the application highlighting the following:
The application was made based on a precedent that had been established at appeal. The applicant wished to rear cattle on the land but DAERA would not allow a higher number of cattle unless there were two agricultural sheds. If planning permission for the sheds was granted, the applicant would then be in a position to purchase more land and to increase her livestock. The applicant currently had 25 sheep and 5 cattle on the land, which was the limit allowed by DAERA on her current land holding. The land was not suitable for crops.
(Councillor Poots returned to the meeting at 4.49 pm)
Ms Skentos and Mr Johnson responded to Members’ questions, clarifying that the farm currently comprised 7.5 acres; the applicant was unable to get a DARD number until they had a larger herd; and the farm had a business ID for a Category 3 business.
The Head of Planning and Capital Development responded to Members’ queries.
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The Committee, having considered the information provided within the Report of the Principal Planning Officer and by those making representations, agreed by a majority of 6:1 with 1 abstention to refuse the application as outlined in the Officer’s report.
(Councillor Poots did not take part in the vote as he had not been present for the entirety of the discussion)
(9) LA05/2018/0255/F – Local Application (Called In) - 2 storey dwelling with attic conversion and re-use of existing non-residential building (CTY4) for use as a dwelling with 1no. double garage, landscaping and associated site works at Site 120m west of 24 Edentrillick Hill Road, Hillsborough.
The Principal Planning Officer (RH) presented this application as outlined in the circulated report.
The Committee received Mr David Law who wished to speak in support of the application highlighting the following:
Mr Law gave some personal background details and advised that he was a Fellow of the Royal Institute of Chartered Surveyors. He advised that he had many years’ experience of dealing with old buildings. He queried the planners assertion that, with regard to conversions, the planning policy never envisaged a new building wrapped around an old building. He stated that Mr Matthew Slocombe, Director of SPAB, supported this type of conversion and referred to one of the examples included in the planners’ presentation which was an award winning conversion in the Midlands. This application followed along the same lines in wrapping a new building around a ruin. The application involved the retention in its entirety of what was already there. The extant approval involved the erection of a 3 metre retaining wall on the site whereas the current application was for a building that followed the differing ground levels.
Mr Law then responded to Members queries, providing clarification on the proposed height of the building and the topography of the site.
The Committee received Councillor S Carson who wished to speak in support of the application highlighting the following:
The key issues were the definition of a conversion and the interpretation of planning policy. The planners held that concealing the ruin was not within the spirit of the policy but concealing the structure ensured its retention and maintenance. The structure on site was a ruin but it would be made safe within the confines of what was being proposed. The proposal involved the adaptation of a building for a new use.
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PC 04 02 2019 This was a unique application with unique features within it.
The Head of Planning and Capital Development responded to Members queries clarifying that it was the planners’ view that the character of the existing building on the site should not be lost in the overall development scheme. He also advised that the building had been an agricultural outbuilding rather than a dwelling.
The Committee, having considered the information provided within the Report of the Principal Planning Officer and by those making representations, agreed by a majority of 7:2 with 0 abstention to refuse the application as outlined in the Officer’s report.
7. Amendment to Minutes
At this stage, Councillor L Poots advised that he had not been present earlier in the meeting when the Committee had been considering the previous month’s meetings.
At his request, it was agreed that the amendments detailed at Item 3 above should be included in the Planning Committee minutes of 7 January 2019.
(Councillor L Poots left the meeting at 5.50 pm)
Adjournment of Meeting
The Vice-Chairman declared an adjournment at 5.50 pm
Resumption of Meeting
The Vice-Chairman declared the meeting resumed at 5.55 pm
8. Report of the Head of Service (Planning and Capital Development) (Continued)
8.1 Schedule of Applications to be Determined (Continued)
(5) LA05/2018/0507/F – Local Application (Mandatory) – Refurbishment and extension to stable block to provide educational workshop & classroom space. Proposed construction of new structure to partially cover existing courtyard to provide lobby/ flexible working space. Proposed change of use to Navigation House to provide office accommodation with provision of disabled parking at 148 Hillsborough Road, Lisburn.
The Senior Planning Officer (MCON) presented this application as outlined in the circulated report.
The Committee, having considered the information provided within the Report of the Senior Planning Officer, agreed by a majority of 8:0 with 0 abstentions to approve the application as outlined in the Officer’s report.
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PC 04 02 2019 (10) LAO5/2018/0402/O – Local Application (Called In) - Proposed 2 storey replacement dwelling with detached garage on a Site 80m NE of no.26 Comber Road, Hillsborough, BT26 6LN
It was noted that this application had been removed from the Schedule for consideration.
It was noted that the following application on the Schedule of Applications would be determined at a future meeting of the Committee.
(7) LA05/2018/0390/O – Local Application (Called In) – Proposed storey and a half dwelling with detached garage on a site west of no. 75 Grove Road, Dromore
8.2 Pre-Application Notices (PANs) in respect of Potential Major Applications
8.2.1 Pre-Application Notice - Proposed mixed use development on a site to the north of no. 60 Rathfriland Road and south of no. 52 Rathfriland Road, Dromara, Dromore.
The Committee was provided with copy and it was agreed that Members note the information provided in relation to the above Pre-Application Notice.
8.2.2 Pre-Application Notice – Proposed erection of 66 no. dwellings (comprising detached and semi-detached dwellings) with garages, open space, landscaping, access and associated site works on lands immediately adjacent to and north of 104 to 120 Millreagh Avenue, Dundonald.
The Committee was provided with copy and it was agreed that Members note the information provided in relation to the above Pre-Application Notice.
8.2.3 Pre-Application Notice – Proposed redevelopment of Dundonald International Ice Bowl
The Committee was provided with copy and it was agreed that Members note the information provide in relation to the above Pre-Application Notice.
In response to a query by Councillor DJ Craig, the Legal Adviser provided clarification in respect of Declarations of Interest by Council Members.
8.3 Planning Appeal Decisions as at 23 January 2019
The Committee was provided with copy and it was agreed to note the findings of Planning Appeals Decisions & Costs Decisions dated 16 January 2019 in relation to the following planning applications:
LA05/2016/1050/F for the erection of 4 no. detached dwellings with double garages including new vehicular accesses and all other associated site works on a site to the South West of No. 4 Beanstown Road, Aghnahough, Lisburn
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PC 04 02 2019 LA05/2016/0686/F for the erection of 5 no detached dwellings with double garages including new vehicular accesses and all other associated site works on a site to the east of No7 Beanstown Road, Aghnahough, Lisburn, BT28 3QS and to the north of 94-102 (evens) Sir Richard Wallace Walk, Aghalislone (Upper Massereene), Lisburn.
The Head of Planning and Capital Development responded to Members’ comments and queries regarding application LAO5/2016/1050/F.
8.4 Statutory Performance Indicators April-December 2018
The Committee was provided with copy and it was agreed to note a draft monthly performance indicator from the Department of Infrastructure.
8.5 Further Consideration in respect of LA05/2017/0926/F
The Committee was provided with copy and it was agreed to note a report setting out further consideration in respect of a late representation received in relation to Front Road, Drumbo.
9. Any Other Business
There were no matters of any other business arising.
There being no further business, the meeting concluded at 6.20 pm.
______CHAIRMAN / MAYOR
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Report MM – 26 03 2019
LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF COUNCIL – 26 MARCH 2019
REPORT BY CHIEF EXECUTIVE
PURPOSE AND BACKGROUND
The purpose of this report is to set out for Members’ consideration a recommendation relating to the operation of the Council.
The following decision is required:-
To note the update in respect of the financial request
made by the Ulster Automobile Club in support of the
2019 Easter Stages Rally
1 ITEM FOR DECISION
1 ULSTER AUTOMOBILE CLUB: 2019 EASTER STAGES RALLY: REQUEST FOR FINANCIAL ASSISTANCE
At the January meeting of the Leisure & Community Development Committee, Members considered a request for a £10k financial contribution towards the Ulster Automobile Club: 2019 Easter Stages Rally. A further £10k had already been awarded through the Tourism Major Events Grant Scheme administered on behalf of the Council by the Economic Development Unit. Members were minded to support the request but were conscious that no provision had been made in the 19/20 Estimates.
The Director of Leisure and Community Wellbeing advised that an update would be provided at the March Council meeting. The Director of Leisure and Community Wellbeing and the Director of Transformation have now liaised with the Head of Finance and the Chief Executive and it has been agreed that provision will be found from the efficiencies realised in financial year 2019/20.
Recommendation
It is recommended that Members note the update in respect of the financial request made by the Ulster Automobile Club in support of the 2019 Easter Stages Rally.
DAVID BURNS CHIEF EXECUTIVE 20 March 2019