2 December 2016
Chairman: Councillor T Morrow
Vice-Chairman: Councillor A Givan
Aldermen: M Henderson MBE, W A Leathem, S P Porter and J Tinsley
Councillors: N Anderson, R T Beckett, J Gray MBE, V Kamble, H Legge, A McIntyre, S Scott, N Trimble and R Walker
Ex Officio The Right Worshipful the Mayor, Councillor R B Bloomfield MBE
Deputy Mayor, Alderman S Martin
The Monthly Meeting of the Leisure & Community Development Committee will be held in the Cherry Room, Island Civic Centre, The Island, Lisburn, on Tuesday, 6 December 2016, at 5.30 p.m. for the transaction of business on the undernoted agenda.
Hot food will be available from 5.00 p.m. in the Members’ Suite.
You are requested to attend.
Dr THERESA DONALDSON Chief Executive Lisburn & Castlereagh City Council
1. Apologies
2. Declarations of Interest
3. Minutes – Meeting of the Committee held on 1 November 2016 (copy attached)
4. Report from the Director of Leisure & Community Services
4.1 Peace IV: Partnership Agreement 4.2 Belfast City Council : Sally Gardens Community Centre (Poleglass Residents’ Association) – Request to Removal of Mortgage or Charge 4.3 Date of Leisure & Community Development Committee Meeting in January 2017 4.4 Sport & Human Rights Conference: 13 December 2016 4.5 Social Investment Fund: Official Opening of West Lisburn Youth Resource Centre 4.6 Northern Ireland Human Rights Commission: Investigation into Travellers Accommodation 4.7 Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010 – Roads Closure 4.8 Departmental Budget Report 4.9 Report from Mr Ross Gillanders, Head of Service (Parks & Amenities) 4.9.1 Request from the City of Belfast Grand Black Chapter to use Wallace Park 4.9.2 Dundrod & District Motorcycle Club – Letter of Request to Demolish Utility Block 4.9.3 St Patrick’s GAA – Letter of Request for Financial Assistance toward Pitch Improvement Works – Kirkwoods Road Playing Fields 4.9.4 Request for Delegated Authority to consider Tender Report regarding Works at Billy Neill Soccer Centre of Excellence 4.9.5 Small Grants Programme for Greenways Competition 4.9.6 Baseball and Softball Success 4.10 Report from Mr Ryan Black, Head of Service (Cultural & Community Services) 4.10.1 Presentation by Ballybeen Women’s Centre – 25 Year Vision & Strategy 4.10.2 Review of Arts Grant Aid Scheme 4.10.3 Arts Grant Scheme Funding Awards 4.10.4 Minutes of the Meeting of the Lisburn & Castlereagh Peace IV Partnership held on 2 September 2016 4.10.5 Strategic Review of Nursery Provision in Special Schools 4.11 Report from Mr Brendan Courtney, Head of Service (Sports Services) 4.11.1 Lisnagarvey Hockey Club – Request for Financial Assistance to attend European Hockey League Finals in Eindhoven, Holland Easter 2017 4.11.2 Members Requests – Complimentary Passes As Charitable Donations 4.11.3 Disability Friendly/Autism Friendly Leisure Pool Swim Sessions - Lagan Valley Leisureplex 4.11.4 Sports Services Financial Performance April – October 2016
5 Confidential Report by the Director of Leisure & Community Services
5.1 Catering Franchise at Lagan Valley LeisurePlex (Confidential due to information relating to the financial or business affairs of any particular person (including the Council holding that information)) 5.2 Agreement between the Council and Henry Price (Developer) in regard to Community Benefit works to be carried out at Moneyreagh (Confidential due to information relating to the financial or business affairs of any particular person (including the Council holding that information)) 5.3 Additional Costs relating to the provision of a footpath at Billy Neill Soccer Centre of Excellence (Confidential due to Information relating to the financial or business affairs of any particular person (including the Council holding that information)) 5.4 Work location arrangements applying to Community Services staff (Confidential due to information which is likely to reveal the identity of an individual) 5.5 Report on Departmental Absenteeism (Confidential due to information which is likely to reveal the identity of an individual)
Members are requested to access the confidential report on Sharepoint under the Confidential Folder – Leisure & Community Development
6 Any Other Business
--ooOOoo—
To: Members of Lisburn & Castlereagh City Council LCD 01.11.16
LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Meeting of the Leisure & Community Development Committee held in the Island Civic Centre, The Island, on Tuesday 1 November 2016 at 5.30 pm
PRESENT Councillor T Morrow (Chairman)
Councillor A Givan (Vice-Chairman)
Deputy Mayor Alderman S Martin
Aldermen: S P Porter and J Tinsley
Councillors: N Anderson, R T Beckett, J Gray MBE, H Legge, A McIntyre, S Scott, N Trimble and R Walker
OTHER MEMBERS Councillors A Grehan and B Hanvey
IN ATTENDANCE Director of Leisure & Community Services Head of Service (Parks & Amenities) Head of Service (Sports Services) Head of Service (Cultural & Community Services) Museum Curator Member Services Officer
Commencement of Meeting
The Chairman welcomed everyone to the meeting of the Leisure & Community Development Committee.
1. Apologies
It was agreed to accept apologies for non-attendance from the Right Worshipful the Mayor, Councillor R B Bloomfield MBE, Alderman W A Leathem, Alderman M Henderson MBE and Councillor V Kamble
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 a Declaration of Interest form in this regard, which had been provided at the meeting. The following declarations of interest were received:
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As a member of the Lagan Rural Partnership, Councillor T Morrow declared an interest in Item 5.11.3 - NI Rural Development Programme (Basic Services) and Item 5.11.4 - NI Rural Development Programme (Village Renewal). As a member of the Northern Ireland Museums Council, Councillor J Gray declared an interest in Item 5.6 - Northern Ireland Museums Council (NIMC) Grant for Donated Portrait Restoration
3. Minutes of the Leisure & Community Development Committee Meeting held on 4 October 2016
It was proposed by Alderman J Tinsley, seconded by Councillor N Anderson, and agreed that the minutes of the Leisure & Community Development Committee meeting held on 4 October 2016, as adopted at the Council meeting on 25 October 2016, be confirmed and signed.
Members referred to the additional report by the Director regarding a presentation by representatives from Dundrod and District Motorcycle Club. It was agreed that Members would receive the presentation at this point in the meeting.
4. Presentation by Dundrod and District Motorcycle Club : Short and Medium Term Development Plans
The Chairman welcomed Mr Ken Stewart and Mr Chris Murphy to the meeting.
Mr Stewart explained the major implications to the Club due to the lack of adequate broadband provision. He then took Members through the detail of the Club’s plans for addressing the wider development issues at the Dundrod Pits, to support the Ulster Grand Prix, in terms of the following:
Provision of extension to riders paddock Completion and fit out of David Wood Ulster Grand Prix House Provision of Mobility Impaired parking areas Provision of broadband to the pits Demolition and rebuilding of the existing shower/toilet block
The Club representatives then addressed a number of questions from Members.
Councillor T Morrow thanked the Club representatives for attending and congratulated them for another very successful year.
5. Report from the Director of Leisure & Community Services
It was proposed by Councillor N Anderson, seconded by Councillor A McIntyre, and agreed that the report and recommendations of the Director of
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Leisure & Community Services be adopted, subject to any decisions recorded below.
Items for Decision
5.1 Department for Communities: Consultation on Strategic Support to the Voluntary & Community Sector
It was agreed to defer this item to later in the meeting when the Director’s additional report was being considered.
5.2 Museum (Draft) Exhibition Programme 2016-2018 and Reformation 500 Exhibition Proposal
Members noted that further to the Committee’s request for a Museum Exhibition to be organised in 2017 to mark the 500th Anniversary of the beginning of the Reformation, a proposal for a display with a working title Reformation Legacies was now included in the Museum’s Outline Exhibition Plan. Members also noted the major exhibition being planned in 2018 to mark the bi-centenary of the birth of Sir Richard Wallace.
It was agreed to recommend approval of the Museum’s Outline Exhibition Plan 2016-2018.
Alderman S Martin arrived at the meeting at 5.50 p.m.
Items for Noting
5.3 Department for Communities: Funding Call to Support Improvement Works to Community Halls
Members were provided with and noted a copy of a press release from the Department for Communities announcing a funding initiative totalling £500K to support improvement works to community halls. Members further noted that individual maximum awards of up to a maximum of £25K were available. Closing date for applications was 23 November 2016, with funding being distributed this financial year.
In response to a query from Councillor S Scott, the Head of Service (Cultural & Community Services) advised that Community Services staff would provide assistance to any group seeking help with their application.
5.4 Museum & Heritage Service Strategic Review
Members noted that it was anticipated a final draft of the review would be tabled for consideration at the December meeting of the Leisure & Community Development Committee.
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5.5 Department for Communities: Historic Environment Fund
Members were advised of this recently announced annual fund. The Fund had four streams, as outlined below, with applications required by 10 October 2016, and after assessment and award, be completed before the end of the financial year.
Heritage Research Heritage Repair Heritage Regeneration Heritage Revival
It was assumed the application closing date for the 2017-2018 year would be announced in due course and would provide more workable opportunity for application in the future
5.6 Northern Ireland Museums Council (NIMC) Grant for Donated Portrait Restoration
Members noted that grant assistance of up to £1,500 or 65% costs (whichever was the lesser) had been secured from the NIMC (subject to standard conditions), to restore the oil portrait of William Todd Jones which had been donated to the Council. Officers were progressing arrangements for the portrait’s conservation.
5.7 Google Cultural Institute Programmes Relating to Irish Linen Centre & Lisburn Museum
Members were advised that the Irish Linen & Lisburn Museum had responded to a request from Google Cultural Institute to provide a story relating to linen and fashion, in the form of text and illustrations of appropriate artefacts in the collection. Two programmes, one focusing on a history of linen and the other on linen fashion would be launched by Google on a dedicated channel in December. Following the launch, Members would be provided with access details.
5.8 Santa at the Museum – 2016
Members noted details with regard to the operation of the Council’s Santa’s Grotto at the Irish Linen Centre & Lisburn Museum, with the recommended donation of £1 per child going to the Mayor’s Charity.
5.9 Departmental Rolling Absenteeism Report
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Members were provided with and noted a report providing rolling year absence figures for the period 1 April 2015 – 31 March 2016 to 1 August 2015 – 31 August 2016.
5.10 Departmental Budget Report
Councillor T Morrow sought Members’ views on the Committee being provided with a more detailed budget report on a quarterly basis, setting out running costs against income and budget, with comparisons to last year’s figures.
Alderman S P Porter outlined a number of difficulties in this regard.
The Director advised that any figures being produced would have to be agreed by Finance. He added that he would liaise with relevant Officers, with a view to tabling a draft report at the December meeting of Committee.
5.11 Report of the Head of Service (Parks & Amenities)
It was proposed by Councillor J Gray, seconded by Councillor N Anderson, and agreed that the report and recommendations of the Head of Service (Parks & Amenities) be adopted, subject to the decisions recorded below:
Items for Decision
5.11.1 Northern Ireland Veterans Association: 50th Anniversary of Operation Banner – Parade March & Service (Mid-August 2019)
The Head of Service (Parks and Amenities) advised that correspondence regarding the above had initially been considered at the October meeting of the Corporate Services Committee where the Members had expressed their support for the event and the use of Wallace Park. While acknowledging that the Council’s assistance in the organisation of the event was likely to require support of Corporate Services, it was agreed that the matter should be referred to the Leisure & Community Development Committee, the Committee responsible for Wallace Park.
The Head of Service (Parks & Amenities) suggested that Officers meet with the organisers and other relevant organisations involved to consider the logistics of such a significant event, particularly with regard to traffic and parking issues.
Councillor S Scott expressed the view that as the Council’s Veterans Champion, Alderman J Tinsley should be involved.
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A number of Members expressed their support for the event being held at Wallace Park.
Following discussion, it was recommended to agree:
To the NI Veterans Association’s 50th Anniversary of Operation Banner – Parade March & Service being held at Wallace Park in mid- August 2019. In the meantime, Officers meet with the NI Veterans Association to consider relevant issues surrounding the organisation of the event at Wallace Park and report back to the Committee.
Items for Noting
5.11.2 Economic Development Led Events at Moira Demesne 2017
Members noted that Officers from the Economic Development Unit had put forward three events for the Moira Demesne 2017. The proposed events, as outlined below, were going before the Development Committee for consideration and if approved, would be taken forward on the basis of free use of the facility.
Specialty Food Fair Pipe Band Championships Moira Calling
Councillor H Legge arrived at the meeting at 6.05 p.m.
5.11.3 NI Rural Development Programme – Basic Services
As previously requested, Members were provided with a report on the projects currently being considered for funding through the Rural Development Programme (Basic Services). Members were asked to note the requirement on the Leisure & Community Services Department to provide 5% match funding over two years to successful applicants, against the DAERA grant offer.
The Head of Service (Parks & Amenities) asked Members to note that four of the projects would impact directly on Council owned property or land. However, Officers were satisfied that, should the projects be successful in gaining a DAERA grant, there would be no adverse effect on operational or current departmental plans.
Members noted the potential financial contribution by Leisure & Community Services of £15,000 to projects which were ultimately successful in the Rural Development Programme (Basic Services).
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In response to a query from Alderman S P Porter, the Director advised that historically, it had been the case that Leisure & Community Services had provided match funding for those projects successful in obtaining funding through the Rural Development Programme that were deemed to be leisure related, although on occasions this had been met by “in kind” contribution.
5.11.4 NI Rural Development Programme – Village Renewal
Members noted that, in addition to the projects submitted to the Rural Development Programme (Basic Services), a number of projects had been put forward for funding through the Rural Development Programme (Village Renewal). The Leisure & Community Services Department would be required to provide 25% match funding for delivery before March 2020 to successful applicants, against DAERA grant offer.
The Head of Service (Parks & Amenities) advised that the Village Schemes under consideration were as outlined below:
Aghalee Dromara Drumbo Glenavy Stoneyford
Members were advised that elements of the Aghalee, Dromara and Stoneyford projects, if successful, would impact directly on Council owned property or land. However, Officers were satisfied that this would not have an adverse effect on operational or current departmental plans.
Members noted the potential financial contribution by the Leisure & Community Services of £100,000 to projects which were successful in the Rural Development Programme (Village Renewal)
5.11.5 Signage Renewal Programme
Members noted that a rolling programme to renew/rebrand all signage in parks, play parks, playing fields and open spaces would commence in the coming months.
The Head of Service (Parks & Amenities) circulated sample “mock-ups” of the signage to be installed. He further advised that Officers were applying for funding of £20,000 through the Challenge Fund to produce tactile maps which were printed in braille, and if successful, he would report back to the Committee.
5.12 Report of Head of Service (Sports Services)
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It was proposed by Councillor N Anderson, seconded by Councillor A McIntyre, and agreed that the report and recommendations of the Head of Service (Sports Services) be adopted, subject to the decisions recorded below:
Items for Decision
5.12.1 Sport Changes Life Lunch – Waterfront Hall on Friday 16 December at 12.00 noon at a cost of £1,000 per table of ten
Members noted that the above event was being organised in conjunction with the Mary Peters Trust and the Rory Foundation, and while fully supportive of the charities involved, a number of Members expressed concern at the significant cost of attending this event.
Following discussion, it was agreed to recommend that rather than taking a table at the Sport Changes Life Lunch on 16 December 2016, the Director contact the organisers offering a £500 donation, and that the Chair and Vice Chair attend as the Council’s representatives.
5.12.2 Laurelhill Sportszone – Updated Plans and Operating Partner for Proposed Community Sports Facility
Members were reminded that plans had been developed for the provision of a 3G pitch at Laurelhill Sportszone, alongside an indoor community sports facility to complement the existing facilities on the Sportszone and wider school site. The planned facilities reflected the priorities identified in the Council commissioned ‘pitches strategy’ and should merit consideration within a proposed multi-sports hub funded programme to be delivered through Sport NI.
Members noted that an integral part of the plan was the provision of an indoor community sports facility that had the potential to host at least one local club to provide coaching and activities that would assist the Council in its delivery of its Health Enhancing Physical Strategy in tandem with meeting the criteria of any potential external funding.
Members were provided with the latest plans for the proposed development which included an expression of interest from local clubs who wished to be considered as the operating partner to be based within the proposed Indoor Community Sports Facility.
It was noted that initial discussions had taken place with Laurelhill Community College and the Education Authority, and with Council approval, it was the intention to progress to a full planning application in the near future.
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Following discussion, it was agreed all concerns would be addressed during the funding application, assessment, and procurement stages before final approval from Council.
It was agreed to recommend approval for the development of the Laurelhill Sportszone to include the Community Sports Facility, and to progress the project to full planning application, in parallel with seeking expressions of interest for a partner to work with the Council in the operation of the Community Sports Facility.
Items for Noting
5.12.3 Provision of Public Access Wi-Fi – Dundonald International Ice Bowl and Lough Moss Leisure Centre
Members noted that the Wi-Fi service for both of the above facilities had now been processed, in partnership with the Council’s IT Unit. The cost of installation was £18,381 at Dundonald International Ice Bowl and £7,148 for Lough Moss, with the budget for each being identified in the 2017/2018 Revenue Budgets
In response to a query from Councillor B Hanvey regarding timeframe for the installation, the Head of Service (Sports Services) advised that he would report back to the Committee as soon as possible in this regard.
5.12.4 Business Case – Bowling Software Upgrade Dundonald International Ice Bowl
Members were reminded of the previous agreement to upgrade the front of house bowling software and associated services at the above facility, at a cost of £200,000.
Members noted that procurement tender was being finalised and the Business Case was with Finance for approval. Pending approval, of the business case, the procurement process would be initiated.
Councillor T Morrow expressed his disappointment at the length of time it was taking to progress this work.
5.13 Report of Head of Service (Cultural & Community Services)
It was proposed by Councillor R Walker, seconded by Councillor H Legge, and agreed that the report and recommendations of the Head of Service (Cultural & Community Services) be adopted, subject to the decisions recorded below
Items for Decision
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5.13.1 Ballybeen Women’s Centre: Request to Attend as a Deputation
Members were provided with and noted correspondence from Ballybeen Women’s Centre seeking permission for a delegation to make a presentation to the Leisure & Community Development Committee with regard to plans for the development of a new “fit for purpose” centre.
The Head of Service (Cultural & Community Services) responded to a query from Alderman S P Porter with regard to any potential expectations Ballybeen Women’s Centre may have in regard to the provision of Council funding.
It was agreed to recommend that Officers speak directly with representatives from Ballybeen Women’s Centre to clarify the Council’s position with regard to the provision of funding, and to advise them that approval had been granted for a delegation to make a presentation to the December meeting of the Leisure & Community Development Committee.
5.13.2 Seymour Hill & Conway Community Association: Request for Financial Assistance to Produce a Needs Analysis & Business Case for a Community Hall/Centre
Members were provided with and noted correspondence from Seymour Hill & Conway Community Association seeking financial assistance to produce a Needs Analysis & Business Case for a Community Hall/Centre.
Members were reminded that last year, the Council assisted in the preparation of a Community Audit and Development Strategy for the Seymour Hill & Conway area. One of the recommendations within the Strategy was the provision of community facilities.
Alderman Tinsley outlined that rather than provide another community facility, he queried whether it was feasible to extend existing facilities in the area.
It was recommended to agree that Officers meet with representatives from Seymour Hill & Conway Residents Association to ascertain if a funding plan was in place that would support the securement of external funding to assist with the development of a community facility. It was further agreed that the request for financial support toward a Feasibility Study be deferred until more information is available.
5.13.3 Carryduff Community Facilities – Draft Terms of Reference and Membership of Reference Group
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Members were provided with a report setting out the proposed “Terms of Reference” and membership of the Reference Group to assist in taking forward the development of the above.
A detailed discussion ensued, with a number of Members expressing concern at the significant number of groups represented on the Steering Group which could hinder its effectiveness in taking the project forward.
Councillor N Anderson expressed the view that the two groups responsible for leading this initiative should be represented on the Steering Group, namely Killynure Residents Association and Carryduff Regeneration Forum, while ensuring an extensive consultation process be carried out.
Councillor B Hanvey outlined his concern that organisations in the area with the largest membership would be excluded from the process. He outlined the importance of including all residents in the area in the consultation process. Furthermore, he suggested arranging a public meeting.
The Director outlined that part of the remit of the Consultant would be to ensure extensive consultation in the area, providing an opportunity for as many people and organisations as possible to express their views.
The Head of Service (Cultural & Community Services) outlined that discussions around the development of a community facility within the Carryduff area had been ongoing for a number of years with Killynure Community Association. He highlighted that in recent years Carryduff Regeneration Forum had been established as a representative umbrella organisation for community & voluntary groups within the Carryduff area. Given the long term involvement of Killynure Residents Association and the representative remit of Carryduff Regeneration Forum he suggested that these groups were key in taking the project forward.
Members also highlighted the need to include Elected Members in the Reference Group.
Following further discussion, it was recommended to agree
to approve the Carryduff Community Facilities Terms of Reference, subject to the membership of the Steering Group being amended to involve two community/voluntary representatives from Carryduff Regeneration Forum and two from Killynure Community Association. Officers to ensure that an extensive consultation process be carried among the groups/organisations and residents in the area.
5.13.4 Lisburn Citizens Advice Bureau: Review of Effectiveness of Outreach Locations
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Members were advised that since writing the report, Officers had received an update from the Lisburn CAB advising that they were prepared to continue with the current level of advice services for a further six months, at which time another review would be carried out. However, they were seeking approval to reduce the current target of 15,000 issues per annum to 12,500 for the current year.
It was recommended that approval be granted for Lisburn CAB to reduce its current target of 15,000 issues per annum to 12,500 in the current year.
5.13.5 Ballinderry Christmas Tree Switch on Event
Members noted that Ballinderry Residents’ Association were not in a position to provide the previously agreed partnership arrangement with regard switch on event in 2016. Ballinderry Primary School had agreed, through their PTA, to organise the switch on event this year. A revised partnership agreement would be issued to the school and the original agreement with the Residents’ Association would be withdrawn.
5.13.6 2016 Community Christmas Switch On Events: Updated Dates and Times
Members were provided with and noted an update of the switch on dates for the Community Christmas Trees across the Council area.
5.13.7 Department for Communities: Consultation on Strategic Support to the Voluntary and Community Sector
Members were reminded that the Council had granted delegated authority to the Committee to consider draft comments prepared by Officers and agree a Council response, in order for the response to be submitted by the required deadline of 2 November 2016.
Members were provided a copy of Officers’ comments which had been circulated earlier in the day.
Councillor S Scott left the meeting at 6.53 p.m.
Following consideration, Alderman S P Porter highlighted the need to adopt realistic timescales in providing funding support to organisations as they endeavoured to move toward sustainability, and asked for this to be included.
Councillor S Scott returned to the meeting at 6.56 p.m.
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It was agreed to approve the response to the Department for Communities: Consultation on Strategic Support to the Voluntary and Community Sector.
6 Confidential Report by the Director of Leisure & Community Services
It was agreed that the report and recommendation of the Director be adopted, subject to any decisions recorded below.
The Chairman, Councillor T Morrow, advised that the matter contained in the confidential report would be dealt with “In Committee” for reasons relating to the financial of business affairs of any particular person (including the Council holding that information)
It was proposed by Councillor T Becket, seconded by Councillor N Anderson, and agreed that the item in the Confidential Report be considered ‘In Committee’, in the absence of members of the press and public.
In Committee
Item for Decision
6.1 Play Park Tender Evaluation
It was proposed by Councillor R Walker, seconded by Councillor H Legge, and agreed to recommend that Council approve the recommendation as set out in the report.
It was proposed by Councillor N Anderson, seconded by Councillor A McIntyre, and agreed to come out of committee and normal business was resumed.
Resumption of Normal Business
7 Any Other Business
7.1 Barbour Play Area Refurbishment
The Head of Service (Parks & Amenities) advised that refurbishment work had been completed and Members would receive an invitation to the Official Opening in due course.
7.2 Update by the Chairman
The Chairman, Councillor T Morrow advised that he had carried out a radio interview with regard to the Carryduff Greenway. He had also attended the bio diversity project in Moat Park and hoped that this would be rolled out to other centres within the Council area in future years. He then referred to the
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first night of the disability sessions which had been a huge success. He asked for his thanks to be passed onto the staff involved in all of the events.
Alderman S P Porter asked that a letter be forwarded to Autism NI thanking them for their assistance.
7.3 Update by Vice Chairman
The Vice Chairman, Councillor A Givan, advised that he had been delighted to attend two events on behalf of the Chairman, namely, Twilight Night by Fairy Light and the Mini & Maxi Water Polo event. He congratulated the staff involved for all their hard work.
7.4 Front Entrance to the LaganValley Leisureplex
The Head of Service (Sports Services) updated Members on remedial work that had been carried out to deal with cracks in the stonework to the front entrance of the LaganValley Leisureplex. He added that he was currently working with the architect to find a permanent solution to this matter, and would keep Members updated on these discussions.
7.5 Choice Housing
Councillor S Scott sought clarification as to whether the Council had obtained anything from Choice Housing with regard to the provision of a play park in Ballybeen.
The Head of Service (Parks & Amenities) advised that he would investigate the matter and report back to the Committee.
There being no further business, the meeting ended at 7.10 pm.
______Mayor/Chairman
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LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF THE LEISURE & COMMUNITY DEVELOPMENT COMMITTEE 6th DECEMBER 2016
REPORT BY DIRECTOR OF LEISURE & COMMUNITY SERVICES
PURPOSE AND BACKGROUND The purpose of this report is to set out for Members’ consideration a number of recommendations specifically relating to the operation of the Council.
The following decisions are required: To consider and agree the Peace IV Partnership Agreement for the Lisburn & Castlereagh Local Peace IV Partnership To agree to a request to remove a mortgage/charge in respect of the Sally Gardens Community Centre, Poleglass To consider the date of the Leisure & Community Development Committee Monthly Meeting in January 2017 To consider nominations to a Sport & Human Rights Conference on 13th December 2016 To consider arrangements for the Official Opening of West Lisburn Youth Resource Centre The following items are for noting: To note correspondence from the Northern Ireland Human Rights Commission in relation to an investigation being carried out into Traveller accommodation in Northern Ireland To note a report in regard to the Roads [Miscellaneous Provisions] Act [Northern Ireland] 2010 – Road Closures The monthly Departmental Budget Report
The following items are for consideration: It is recommended Members consider the report from the Head of Service [Parks & Amenities] It is recommended Members consider the report from the Head of Service [Sports Services] It is recommended Members consider the report from the Head of Service [Community & Cultural Services]
ITEMS FOR CONSIDERATION
1. PEACE IV: PARTNERSHIP AGREEMENT As was the case with the previous Peace III Programme as part of the governance arrangements for Peace IV, the Council is required to put in place a Partnership Agreement setting out governance arrangements for the local Lisburn and Castlereagh Peace Partnership. Attached at Appendix 1 is a copy of the proposed Partnership agreement which has been prepared in consultation with the Council’s Legal Advisers. Recommendation It is recommended Members consider and agree the Peace IV Partnership agreement.
2. BELFAST CITY COUNCIL: SALLY GARDENS COMMUNITY CENTRE [POLEGLASS RESIDENTS ASSOCIATION] – REQUEST TO REMOVAL OF MORTGAGE OR CHARGE At the time of construction of the Sally Gardens Community Centre in 2000 Lisburn City Council provided grant assistance totalling £225,000. Arising from this assistance, a mortgage or charge was placed by the Council on the Community centre which was owned by Poleglass Residents Association. The period of the charge was for 12 years from practical completion of the construction (March 2000). The charge consequently should have been released in March 2012. Following the revision in Council boundaries relating to RPA the Centre is now located within the Belfast City Council [BCC] area. This Council has been advised by BCC that the building is now being transferred from the ownership of the Residents Association into the ownership of BCC, and the later organisation has requested that the charge be released. As the successor in title to the former Lisburn City Council, Lisburn and Castlereagh City Council is required to consider this request. Given that the period of the charge has expired there is no issue in agreeing to the request.
Recommendation It is recommended Members agree to the above mortgage/charge being released. 3. DATE OF LEISURE & COMMUNITY DEVELOPMENT COMMITTEE IN JANUARY 2017 Members are reminded that the next scheduled Monthly meeting of the Leisure & Community Development Committee is on Tuesday 3rd January 2017. As this is the first day the Council will be open following the Christmas & New Year Holiday period Members are asked if the wish to consider rescheduling the meeting for slightly later in the month. Recommendation It is recommended Members consider this matter. 4. SPORT & HUMAN RIGHTS CONFERENCE: 13th DECEMBER 2016 Attached at Appendix 2 for the consideration of Members are details of a conference being held on Tuesday 13th December 2016 in regard to the above. The event is being organised by the Northern Ireland Human Rights Commission, the Northern Ireland Commonwealth Games Council, and the Northern Ireland Business & Human Rights Forum. Recommendation It is recommended Members consider nominating the Chairman and/or Vice Chairman to attend. 5. SOCIAL INVESTMENT FUND: OFFICIAL OPENING OF WEST LISBURN YOUTH RESOURCE CENTRE Members will recall that the Council is acting as the Lead Delivery Partner on behalf of the Executive Office in the construction of the above Youth Resource Centre, which is one of two Social Investment Fund projects being developed in the City area. Members are advised that the construction of the above facility is nearing completion, and the Executive Office has asked that the Council make arrangements for an Official Opening. Members are consequently asked to give authority to the Chairman in consultation with the Director, the Executive Office and the end user namely the Resurgam Community Development Trust to agree a date and make detailed arrangements for the Official Opening early in the New Year. Members should note that an invitation to the Opening will be extended to all Members of the Leisure & Community Development Committee.
Recommendation It is recommended Members agree to the above arrangement
ITEMS FOR NOTING
6. NORTHERN IRELAND HUMAN RIGHTS COMMISSION: INVESTIGATION INTO TRAVELLERS ACCOMMODATION Attached at Appendix 3 is correspondence recently received by the Chief Executive from the Chief Commissioner of the NI Human Rights Commission in connection with an investigation the Commission is undertaking into Travellers accommodation in Northern Ireland. The Council has already provided information requested by the Commission.
In this most recent letter the Commissioner writes to advise the Council of an opportunity for Elected Representatives at a local level to engage with his organisation. Members will note that if they wish to avail of this offer they should directly contact Commission staff as set out in the correspondence. Recommendation It is recommended Members note the investigation and the opportunity for Members to input by their directly contacting the Commission via the contact details set out in the correspondence.
7. ROADS (MISCELLANEOUS PROVISIONS) ACT (NORTHERN IRELAND) 2010 - ROADS CLOSURE Members are asked to note that the following report is being considered for decision this month by the Environmental Services Committee and is included here for information as the Leisure & Community Services Department is involved in the organisation of, and in providing support to events. Members of both former Councils may recall that The Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010 was enacted on 13 August 2010, however, it was not given a commencement date by the Minister of Regional Development, Mr D Kennedy MLA, at that time nor since then by last Minister. The legislation, in part, amends The Road Traffic Regulation (Northern Ireland) Order 1997 to provide the relevant authority the power to prohibit or restrict traffic using a public road for the purpose of holding a special event.
Within the Statute a special event is defined as any sporting event, social event or entertainment which is held on a public road, or the making of a film on a public road.
Members are advised that public processions, motor road races, cycle races or trials and road works are not within the scope of this Statute.
The relevant authority for most public roads will be the relevant local district council.
The provisions have yet to be commenced, however communications have been received by the Chief Executive’s Office indicating that it is intended to do so on 1 January 2017.
The Department had, in partnership with a SOLACE led joint Technical Officer Team from local government in preparation for the transfer of this function in 2010, drafted separate guidance notes for use by district councils (as the regulator) and promoters (as the applicant) when considering the holding of a special event on a public road, Appendix 4 refers.
Within the Statute the relevant authority, in this case the Council, may recover the costs associated with making the Road Closure Order. These costs may include:
• administrative costs; • the cost of advertisement in a local paper; • the possible erection and maintenance of Public Notices in the vicinity; • the cleansing of the area following the closure; • any other costs associated with the Order.
The former Councils had written to both the Minister and the Chief Constable with concerns regarding excessive bureaucracy and fees for small community events, the likelihood that PSNI may charge for providing a presence at events such as the Half Marathon, and the unrealistic timescales for implementation.
Members should be aware that these issues are still pertinent and the timescale for the commencement of this process on 1 January 2017 is even more constraining than back in 2013.
Given the licensing remit and making of Orders, this regulatory activity is likely to sit under the remit of the Environmental Health Service Unit. Members are advised that on occasion the Council could be both the regulator and the applicant. For example, the Council’s Half Marathon and Fun Run; therefore, the other Directorates which hold events have been made aware of this Statute and a copy of this report will be included in each of their relevant Committee reports to ensure that their Committees are aware of the potential implications.
Members may be aware that the Council has an internal Events Working Group to assist with consistent delivery of Council-led events. This Working Group will consider the implications of this pending statute and the potential ramifications for departments running events.
In order for the Council to proceed with receiving and processing applications for Roads Closure Orders, it is necessary to agree an appropriate fee.
Attached to this report as Appendix 5 is a breakdown of the process for the consideration of an application, together with the estimated costs to the Council for processing an application for a Roads Closure Order.
Members are advised that the proposed commencement date of 1 January 2017 has caused concern amongst councils and Members may wish to request a deferment to after 1 April 2017.
Recommendation It is recommended that Members approve that a letter be sent to the Department of Infrastructure requesting that the implementation date be deferred to after 1 April 2017. It is further recommended that the Members approve a fee of £400.00 plus the cost of placing advertisements in a local newspaper to be charged by the Council for issuing a Roads Closure Order under the Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010 when it is enacted. Recommendation It is recommended the Leisure & Community Development Committee note the above report being made to the Environmental Services Committee. 8. DEPARTMENTAL BUDGET REPORT Attached at Appendix 6 for the information of Members is a copy of the Budget report for the period 1 April 2016 to 31 March 2017 setting out the position as at 30th October 2016. Recommendation It is recommended Members note the attached report for the period 1 April 2016 to 31 March 2017 setting out the budget position as at 30 October 2016. ITEMS FOR CONSIDERATION
9. REPORT FROM MR ROSS GILLANDERS [HEAD OF SERVICE [PARKS & AMENITIES] Please find attached at Appendix 7 the Report of the Head of Service [Parks & Amenities] Recommendation It is recommended Members consider the Report of the Head of Service, [Parks & Amenities] 10. REPORT FROM MR RYAN BLACK [HEAD OF CULTURAL & COMMUNITY SERVICES] Please find attached at Appendix 8 the Report of the Head of Service [Cultural & Community Services] Recommendation It is recommended Members consider the Report of the Head of Service [Cultural & Community Services] 11. REPORT FROM MR BRENDAN COURTNEY, HEAD OF SERVICE [SPORTS SERVICES] Please find attached at Appendix 9 the Report of the Head of Service [Sports Services] Recommendation It is recommended Members consider the Report of the Head of Service, [Sports Services]]
James D Rose Director of Leisure and Community Services
1 December 2016
Dated: 2016
PEACE IV Partnership Agreement (the "Agreement")
Background
The PEACE IV Programme is a unique cross-border initiative, financed through the European Regional Development Fund ("ERDF") of the European Union and managed by the Special EU Programmes Body ("SEUPB") (the "PEACE IV Programme"). It has been designed to support peace and reconciliation in Northern Ireland and the Border Region of Ireland. In addition to supporting peace and reconciliation the ERDF also contributes to the promotion of social and economic stability, in particular through actions to promote cohesion between communities.
The first Peace Programme was agreed in 1995 as a direct result of the EU’s desire to make a positive response to the opportunities presented by developments in the Northern Ireland Peace Process during 1994. As the Peace Process has evolved and matured the Peace Programmes have played an important role in reinforcing progress towards a more peaceful and stable society.
There has been significant progress in the region since the Good Friday/ Belfast Agreement (1998) and St Andrews Agreement (2006). However divisions between communities are still very evident with low levels of trust and high levels of residential and social segregation. Issues around the expression of identity often result in community tensions and increased polarisation. Within this context there still remains a real need for the region to address a number of key issues in order to support the overall Peace Process. These include more efforts to develop and deepen reconciliation between divided communities; increase tolerance and respect to reduce the levels of sectarianism and racism; promote increased community cohesion; and address the legacy of the past.
The European Parliament passed a resolution in November 2014 on the Peace Process that underlines the urgent need to encourage further reconciliation and help stimulate greater economic and social development across Northern Ireland and the border region of Ireland (Cavan, Donegal, Leitrim, Louth, Monaghan and Sligo) (the "Border Region").
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1. Introduction
1.1 The PEACE IV Programme aims to build upon the experience of previous programmes by tackling the remaining challenges that exist in building positive relationships and developing shared spaces. Local authorities across Northern Ireland and the border counties have been asked to prepare action plans which demonstrate commitment to tackling real and complex issues, such as racism and sectarianism, which prevent the benefits of a united and shared community from being realised. The PEACE IV Programme will embed the concept of reconciliation into the objectives and desired results of the PEACE IV Programme. There will be a strong emphasis on promoting cross-community relations and understanding. Cross-border co-operation is encouraged within all projects seeking funding under the PEACE IV Programme.
1.2 Any policies or rules referred to in this Agreement can be found on the SEUPB's website at www.seupb.eu.
What’s different for 2014-2020?
1.3 In line with the Europe 2020 strategy the European Commission requires that all of the new 2014-2020 Programmes will focus on a narrow range of activities to ensure that there is sufficient funding available to bring about significant change. Successful applicants are required to demonstrate tangible results and outputs in the delivery of their projects, which must be aligned to the overall objectives, results and outputs of the PEACE IV Programme.
Where does the PEACE IV Programme operate?
1.4 The PEACE IV Programme is a cross-border programme and all projects will be funded on a cross-border basis. The eligible area for the PEACE IV Programme for 2014-2020 is Northern Ireland and the Border Region. The PEACE IV Programme covers the period 2014 – 2020.
1.5 Cross-border co-operation is encouraged within all projects seeking funding under the PEACE IV Programme. Under exceptional circumstances, up to 20% of the PEACE IV Programme’s allocated budget can be spent outside of Northern Ireland and the Border Region, as long as tangible benefits to the Northern Ireland and the Border Region can be demonstrated.
2. Name and Status
2.1 Lisburn and Castlereagh City Council (the "Council"), a statutory body established under the Local Government (NI) Act 2014 whose address for the purpose of the Agreement is Civic Headquarters, Lagan Valley Island, Lisburn, BT27 4RL, and those parties listed in Annex 1 hereto shall be partnership members (hereinafter described as the “Members” and each a “Member”).
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2.2 The Members have agreed to enter into this Agreement to govern and regulate the relationship between them during the delivery and implementation of the PEACE IV Programme (the "Partnership").
3. Aims and Objectives
3.1 The Partnership has an indicative allocation of £2,549,366 to deliver the PEACE IV Programme ("PEACE IV Funding"), which will contain projects under the themes of:
3.1.1 Children and Young People;
3.1.2 Shared Spaces and Services; and
3.1.3 Building Positive Relations.
3.2 In order to secure this funding, the Members have developed a local Peace and Reconciliation Strategy and Action Plan which is subject to a two stage assessment process, by the managing authority for the PEACE IV Programme, SEUPB (the "PEACE IV Strategy and Action Plan").
3.3 In August 2016, a PEACE IV partnership was formed to include representation from elected members, key agencies, and members of the local voluntary and community sector to progress the development of the PEACE IV Strategy and Action Plan across Lisburn and Castlereagh City Council area from 2014 to 2020.
4. Structure and Representation
4.1 The Partnership will comprise of:
4.1.1 10 elected members – appointed by the Council through the D’Hondt principle at a Full Council Meeting for a period up to date of the next local government elections;
4.1.2 4 statutory partners – selected from emerging priorities as identified from the consultation processes 2014 - 2016;
4.1.3 9 social partners – representation will be from the following groups:
(a) Community and Voluntary Sector; (b) Black and Minority Ethnic Community; (c) Children and Young People; (d) Women’s sector; (e) Rural Community; and (f) Church Groups,
(the "Social Partners")
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4.2 The Members agree that the composition of the Partnership is reflective of the Lisburn and Castlereagh City Council area. The Members agree that the Partnership is balanced with appropriate skills and expertise to ensure that community needs and interests are represented.
4.3 Nominations for the Social Partners as set out at clause 4.1.3 were sought through an open recruitment process between June and August 2016 for the Partnership. The assessment process was overseen by representatives from the PEACE IV Secretariat and Good Relations Units, and was based on set criteria. Recommendations for appointment were approved by the Leisure and Community Development Committee, and ratified by the Council.
5. Roles and Responsibilities of the Council
5.1 The Council will be responsible for:
5.1.1 Ensuring that the commitments set out in the Council's equality scheme are applied in the development, implementation, monitoring and reviewing of the PEACE IV Action Plan.
5.1.2 Acting as the secretariat to the Partnership and the provision of executive and administrative support to the Partnership;
5.1.3 The financial management of the Partnership including the planning, development and implementation of the PEACE IV Strategy and Action Plan;
5.1.4 Putting in place appropriate governance and management structures; and
5.1.5 Providing written progress reports on a regular basis to the Partnership in its capacity as Secretariat.
6. Roles and Responsibilities of the Partnership
6.1 The Members will agree a common vision for the future of the Partnership, namely:
6.1.1 To take responsibility for the development, planning and implementation of the PEACE IV Strategy and Action Plan;
6.1.2 To be responsible for the disseminating of information and resources regarding the implementation of the PEACE IV Strategy and Action Plan and to support the delivery of peace and reconciliation activities within each nominating organisation;
6.1.3 To ensure that the PEACE IV Strategy and Action Plan reflects the needs of the Council's area and meets the three themes of:
(a) Children and Young People;
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(b) Shared Spaces and Services; and (c) Building Positive Relations,
6.1.4 To ensure the development, planning and implementation of the PEACE IV Strategy and Action Plan is in accordance with PEACE IV EU Programme for Peace and Reconciliation Programme Rules;
6.1.5 To ensure that the principles of peace and reconciliation are adhered to in the development and implementation of the PEACE IV Strategy and Action Plan;
6.1.6 To ensure that there is shared and joint ownership of the process and the PEACE IV Strategy and Action Plan;
6.1.7 To provide clarity and information on roles and responsibilities within the implementation of the PEACE IV Strategy and Action Plan;
6.1.8 To develop and implement effective, accessible and on-going communication and information sharing on peace and reconciliation between members, departments or services as appropriate;
6.1.9 To co-ordinate and ensure efficient and effective delivery of the PEACE IV Strategy and Action Plan;
6.1.10 To monitor and evaluate progress and to take corrective action where necessary;
6.1.11 To report to the SEUPB on progress on the implementation of PEACE IV Strategy and Action Plan;
6.1.12 To be guided by the Seven Principles in Public Life identified by the Nolan Committee as set out at Annex 2; and
6.1.13 To disclose any potential conflict of interest on appointment to the Partnership and complete a Declaration of Interests form each year as set out at Annex 3.
7. Attendance
7.1 The quorum for meetings of the Partnership will be a minimum of 50% of the Members plus one additional Member.
7.2 Any Member who fails to attend three consecutive meetings of the Partnership without reasonable explanation may be disqualified from membership for non-attendance by the Council.
7.3 In such an event as set out at 7.2 the relevant Member shall be informed in writing and requested to nominate a replacement Member.
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7.4 A Member may at any time resign by giving not less than one month’s notice in writing to the Partnership. Any Member vacancy arising from a resignation will be referred to the Chairperson to be filled.
7.5 If in exceptional circumstances both the Chairperson and Vice Chairperson are absent from a meeting, then members of the Partnership present shall nominate a Chair for the meeting before any business is transacted.
7.6 In the event of non-attendance at a meeting, Members agree to provide details of a named substitute when required. The substitute must be fully briefed.
7.7 The Partnership may from time to time invite people to attend and speak at meetings who will not have any voting rights.
8. Meetings
8.1 The Partnership will hold regular meetings and meet no less than eight times annually.
8.2 Members shall be provided with written notice at least five calendar days before a meeting and the secretariat will distribute electronically an agenda and relevant papers for the meeting, including details of the meeting time and place.
8.3 Conduct at the meetings should correspond to the seven guiding principles as set out in Annex 2. Members should work in an inclusive manner, be accountable to the communities of Lisburn and Castlereagh, work in partnership, take evidence based action, and work in sustainable and efficient ways.
8.4 Whilst it is anticipated that the Partnership will achieve consensus on issues and priorities, in the event of a vote being necessary at a meeting, each member will be entitled to exercise one vote. In the event of a tie the Chairperson will have a casting vote.
9. Operation of the PEACE IV Partnership Meetings
9.1 All meetings of the Partnership will be convened by the Secretariat.
9.2 The Chairperson of the Partnership will:
9.2.1 Guide and draw discussion to a conclusion, agreeing actions where appropriate;
9.2.2 Ensure appropriate representation is provided from the Members; and
9.2.3 Ensure the roles of groups and individuals in the Partnership are fulfilled.
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10. Functions of Sub Groups
The Partnership may form subgroups or working groups to deal with specific issues or priority areas.
11. Governance and Accountability
11.1 Any variation, amendment or modification to this Agreement shall be in writing and signed on behalf of the Members. It must also be submitted for the prior approval in writing of SEUPB before such variation, amendment or modification has any force or effect.
11.2 Council policies and practices in conjunction with SEUPB guidance against fraud and irregularities will be adopted and implemented. All cases of attempted, suspected or proven fraud shall be reported to the Partnership, SEUPB and any other relevant authority as soon as they are discovered, irrespective of the amount involved.
11.3 It is acknowledged that the Members may be subject to the requirements of Freedom of Information Legislation and each party shall assist and cooperate with the others to enable the relevant party to comply with the information disclosure requirements imposed on it by Freedom of Information Legislation.
12 Confidentiality Requirements
12.1 Subject always to Article 13 below, it has been agreed that part of the information exchanged in the context of the implementation of the PEACE IV Programme between the Members, can be treated as confidential. This mainly concerns studies that have been made available to one of the Members in the context of the Programme concerning methods, know how, files or any other type of document labelled confidential. This information can only be used by the Members in accordance with the provisions of this Agreement.
12.2 This confidentiality clause shall remain in force for two years following the expiry or termination of this Agreement (whichever is the earlier).
13 Communication and Publicity
13.1 The Members shall implement the communication plans towards potential beneficiaries and towards the general public in accordance with applicable laws on information and publicity measures to be carried out by the Member States concerning assistance from the PEACE IV Programme and also in accordance with the guideline set out for the PEACE IV Programme by SEUPB. All Members shall play an active role in any actions organised to disseminate the results of the Programme as reasonably requested by the Partnership and/or SEUPB.
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13.2 Each Member shall point out in the framework of any public relations measures that a project was implemented through financial assistance from funds of the PEACE IV Programme.
13.3 Each Member shall take note of the fact that the results of the PEACE IV Programme may be made available to the public and they agree that the results of the PEACE IV Programme shall be made available for all interested parties. Furthermore, they commit to playing an active role in any actions organised to capitalise on, disseminate and valorize the results of a project or the PEACE IV Programme.
14. Disputes Between Members
14.1 The Members agree not to withdraw from the Partnership unless there are unavoidable reasons for it. If this were nonetheless to occur, the Members shall endeavour to cover the contribution of the withdrawing Member, either by assuming its tasks or by asking one or more new Members to participate in the Partnership.
14.2 In case of any disputes among themselves, the Members are obliged to work towards an amicable settlement. Disputes will be referred to the Chairperson in the first instance for resolution. The Chairperson will inform the other Members and may, on its own initiative or upon request of a Member ask SEUPB for advice.
14.3 If efforts to achieve an amicable settlement should fail, the Members are obliged to request and accept arbitration carried out by a single arbitrator to be appointed by agreement of the Chairperson or failing agreement within 14 days upon application by any Member by an arbitrator to be appointed by the President of the Chartered Institute of Arbitrators.
15. Intellectual Property Rights
15.1 The Members shall ensure that all products developed within the framework of a project are, subject to the provisions of national laws regarding intellectual property, kept free of all rights. They explicitly commit to giving up all patrimonial rights on teaching material, methodologies and other products of any nature resulting from the Partnership which shall vest with SEUPB absolutely.
16. Assignment
16.1 None of the Members may assign, or grant any security rights over or sub- contract, or deal in any way with, any of its rights or obligations under this Agreement or any document referred to in it without the prior written consent of the Partnership (such consent not to be unreasonably withheld or delayed).
17. No Legal Partnership
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17.1 Nothing in this Agreement is intended to, or shall be deemed to, establish any legal partnership or joint venture between any of the parties, constitute any party the agent of another party, nor authorise any party to make any commitments for or on behalf of any other party.
18. Force Majeure
18.1 No Member shall be held liable for breach or non-performance of its obligations pursuant to the terms of this Agreement due to circumstances beyond the reasonable control of that Member including, without limitation, acts of God, governmental actions, war or national emergency, acts of terrorism, protests, riot, civil commotion, fire, explosion, flood, epidemic, look- outs, strikes or other labour disputes provided always that such a party gives written notice of such events within 5 days of becoming aware of an event.
19. General
19.1 Except where this Agreement expressly states or requires otherwise, this Agreement shall be governed by the laws of Northern Ireland and shall be subject to the exclusive jurisdiction of the Courts of Northern Ireland.
19.2 Although the terms of this Agreement are governed by the laws of Northern Ireland, this does not preclude or limit the obligation of the parties to comply with the laws of Ireland in so far as it is necessary to do so to give effect to any term of this Agreement.
20. Termination
20.1 This Agreement shall continue in full force and effect and continue to bind and oblige each Member until:
20.1.1 the PEACE IV Funding has been spent by the Partnership and verified by and recovered from the SEUPB; and
20.1.2 the Partnership meets to commence the dissolution or winding up of the Partnership within 2 months of the completion of the Peace IV Programme.
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ANNEX 1
PARTNERSHIP MEMBERS
Elected Members
Cllr Jonathan Craig DUP (Chair)
Cllr Uel Mackin DUP
Cllr Rhoda Walker DUP
Cllr Luke Poots DUP
Cllr Sharon Scott DUP
Cllr Ben Mallon DUP
Cllr Alexander Redpath UUP
Cllr Hazel Legge UUP
Ald Stephen Martin APNI (Vice Chair)
Ald Geraldine Rice APNI
Social Partners
Mabel Scullion Early Intervention Lisburn
Adrian Bird Resurgam Trust
Patricia Lewsley-Mooney Training for Women Network (TWN)
Pauline McMullan Lisburn YMCA
Peter Crory Lagan Valley Vineyard
Kathryn Millar LCC Community Trust
Diane Ewart TADA Rural Network
John Howcroft Ballybeen Improvement Group (BIG)
Dure Najaf Intercultural Friendship
Statutory Partners
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Gerard Flynn Northern Ireland Housing Executive (NIHE)
Angela McCann Policing and Community Safety Partnership (PCSP)
Ralston Perera South Eastern Health and Social Care Trust (SET)
John Unsworth Education Authority (EA)
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ANNEX 2
The Seven Principles in Public Life identified by the Nolan Committee
- Selflessness – holders of public office should take decisions solely in terms of the public interest. They should not do so in order to gain financial or other material benefits for themselves, their family or friends;
- Integrity – holders of public office should not place themselves under any financial or other obligations that might influence them in the performance of their duties;
- Objectivity – in carrying out public business, including making appointments, awarding contracts or recommending individuals/organisation for regards, benefit or grant aid, holders of public office should make choices on merit;
- Accountability – holders of public office are accountable for their decisions and actions to the public and must submit themselves to whatever scrutiny is appropriate to their office;
- Openness – holders of public office should be as open as possible about all the decisions and actions they take. They should give reasons for their decisions and restrict information only when the wider public interest demands;
- Honesty – holders of public office have a duty to declare and private interests relating to their public duties and to take steps to resolve any conflicts arising in a way that protects the public interest; and
- Leadership – holders of public office should promote and support these principles by leadership and example.
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ANNEX 3
PEACE IV PARTNERSHIP
DECLARATION OF INTERESTS 2016/17
Name:______
Nominating Organisation: ______
Please detail the Organisation in which you have Personal Interests:
______
______
Please detail the Organisations in which you have Professional Interests:
______
______
Please detail the Organisations in which you have Business Interests:
______
______
Other Relevant Information:
______
______
Signature: ______Date Completed: ______
Please Note: An interest for the purposes of the register is defined to be any personal, professional or business interest that one may have in any relationship or proposed relationship between the Lisburn and Castlereagh City Council Peace IV Partnership and an external body. A relationship includes consultancy, employment, directorship (whether paid or unpaid), shareholding or membership.
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Dated
This Agreement takes effect for the lifetime of the Partnership 2016 - 2020 and period of assistance commencing on the date of this Agreement.
Signed by
Cllr Jonathan Craig for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Cllr Uel Mackin for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Cllr Rhoda Walker for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Cllr Luke Poots for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Cllr Sharon Scott for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Cllr Ben Mallon for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Cllr Alexander Redpath for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
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Signed by Cllr Hazel Legge for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Ald Stephen Martin for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Ald Geraldine Rice for and on behalf of Lisburn & Castlereagh City Council ...... Authorised Signatory
Signed by Mabel Scullion for and on behalf of Early Intervention Lisburn ...... Authorised Signatory
Signed by Adrian Bird for and on behalf of Resurgam Trust ...... Authorised Signatory
Signed by Patricia Lewsley-Mooney for and on behalf of Training for Women Network ...... Authorised Signatory
Signed by Pauline McMullan for and on behalf of Lisburn YMCA ...... Authorised Signatory
Signed by Peter Crory for and on behalf of Lagan Valley Vineyard ...... Authorised Signatory
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Signed by Kathryn Millar for and on behalf of LCC Community Trust ...... Authorised Signatory
Signed by Diane Ewart for and on behalf of TADA Rural Network ...... Authorised Signatory
Signed by John Howcroft for and on behalf of Ballybeen Improvement Group ...... Authorised Signatory
Signed by Dure Najaf for and on behalf of Intercultural Friendship ...... Authorised Signatory
Signed by Gerard Flynn for and on behalf of Northern Ireland Housing Executive ...... Authorised Signatory
Signed by Angela McCann for and on behalf of the Policing and Community Safety Partnership ...... Authorised Signatory
Signed by Ralston Perera for and on behalf of the South Eastern Health and Social Care Trust ...... Authorised Signatory
Signed by John Unsworth for and on behalf of the Education Authority ...... Authorised Signatory
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Special Events on Roads
Guidance for District Councils
Issued by the Department for Infrastructure under paragraph 5(a) of and Schedule 3A to the Road Traffic Regulation (Northern Ireland) Order 1997
Table of contents
Section Page
Background and General Information 1
Processing Applications 7
Appendix 1 - Activities NOT covered under this guidance 15
Appendix 2 - DfI TransportNI Section Office Contact Details 17
Appendix 3 - Assessment Flowchart 21
Appendix 4 - Sample Notice Layout 22
Appendix 5 - Sample Order Layout 23
Appendix 6 - Checklist for District Councils 25
Appendix 7 - Small Events (i.e. Street Parties) 26
SPECIAL EVENTS
GUIDANCE FOR DISTRICT COUNCILS
(i) Background The Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010 amended the Road Traffic Regulation (Northern Ireland) Order 1997 by inserting a new Article 8A and Schedule 3A into the Order to provide powers to prohibit or restrict the use of public roads for the purpose of holding special events on them.
Such Orders may be made by the ‘relevant authority’. In the case of roads which are not special roads, the relevant authority will be the District Council in whose area the road lies. Such Orders may only be made with the consent of the Department. In the case of special roads (usually, but not exclusively motorways) the relevant authority is the Department for Infrastructure.
Special events are defined in Paragraph 1(2) of, Schedule 3A to the Order, as amended, as any sporting, social or entertainment event, or film making. District Councils may make Orders to restrict or prohibit traffic on a public road to facilitate such events with the consent of the Department for Infrastructure TransportNI (DfI).
This guidance relates only to the making of Order for restricting or prohibiting traffic using a road for the holding of a special event. It has not been written as a guide to event management nor does it contain procedures for obtaining consents for temporary structures/scaffolding etc from the Department for Infrastructure or for entertainment licences from District Councils – separate existing procedures apply. A useful guide to event management can be found in “The Event Safety Guide - A Guide to Health, Safety & Welfare at Music and Similar Events” (or ‘Purple Guide’ as it is known) published by the Health and Safety Executive. http://www.hse.gov.uk/pubns/books/hsg195.htm
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(ii) Introduction
This guidance is for the use of District Council officers, who must have regard to it when exercising the District Council’s functions under Schedule 3A of the Order. It was prepared jointly by DfI, the Police Service of Northern Ireland (PSNI) and a District Council technical officer team, which was administered by the Northern Ireland branch of the Society of Local Authority Chief Executives and Senior Managers (SOLACE).
This guide is intended to be complementary to and read in conjunction with its sister document the ‘Guidance for Promoters of Events’.
(iii) What is a Special Event?
Special events are defined as: (a) Any sporting event, social event or entertainment which is held on a public road; or (b) The making of a film on a public road.
Examples of possible ‘special events’ could include: Fun runs/marathons etc; Street parties; Concerts; Social events.
The making of a film may include the making of TV programmes, films or advertisements.
District Councils may wish to give special consideration to small community based and locally held events such as street parties which are a traditional part of community life. Specific guidance on small events is attached at Appendix 7. The small events guidance is provided to streamline the procedures for approving events such as street parties which are likely to be held throughout residential areas on the same day. It does not remove any of the statutory requirements in terms of
2 Version 1 – December 2016 publishing notices and preparing Orders, or consulting with the Department, and police, fire and ambulance services. It does however suggest that, for efficiency purposes, where a large number of smaller events such as street parties are being held in the same District Council area to celebrate the same occasion these can be handled collectively in terms of consultation, notices etc.
There are a number of activities which are not special events for the purposes of these arrangements. These include: Public processions; Motor road races; or, Cycle races or trials; or, Road works.
Further detail on each of these and the responsible authority is contained in Appendix 1 to this guidance and in paragraph 1(3) of Schedule 3A http://www.legislation.gov.uk/nia/2010/14/schedule/1 .
An exhaustive list of the types of sporting, social or entertainment events is not provided, and District Councils must decide which specific events they consider to be special events.
Traffic will only be restricted or prohibited from using a public road for the purposes of:
facilitating the holding of a special event; or, enabling members of the public to watch a special event; or, reducing the disruption to traffic in adjacent streets as a result of holding a special event.
It is important to remember that although the legislation provides District Councils with the power to prohibit or restrict the use of a public road, with the Department’s consent, no Order can be made that “…would have the effect of preventing at any time access for pedestrians—
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(a) to any premises situated on or adjacent to the road, or (b) to any other premises accessible for pedestrians from, and only from, the road.”
This means that any form of access control, including charging for admission, could be viewed as being contrary to the legislation. That said, for some larger events such as a Christmas lights switch on events, there may be logic in issuing tickets from both a health and safety and crowd control perspective. Where it is deemed necessary to control access to and from events for public safety purposes arrangements must be put in place to ensure that the intention of the legislation is complied with.
Requests that are not considered to be for a ‘special event’ should be refused and the promoter informed of the reasons for refusal.
Where an event extends into more than one relevant authority’s area e.g. the Belfast Marathon, an application needs to be submitted to each District Council for the roads in its area. However, a joint notice on behalf of both Councils may be sufficient. Individual District Councils should decide, based on their own policies in terms of media advertising, which paper/papers it will place notices in. This may require collaboration agreements to be drafted between each of the District Councils involved and may include agreement on sharing administration costs.
(iv) What is a public road?
The legislation provides a framework enabling the restriction or prohibition of traffic from using a public road for a ‘special event’ to take place. The legislation can therefore only be used for an event either being held totally or partially on a public road. The definition of a public road can be found in Article 2(2) of the Road Traffic Regulation (NI) Order 1997. It means a road which is maintainable by the Department and includes any part of such a road and any bridge or tunnel over or through which such a road passes.
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District Councils may wish to contact the Statutory Functions Officer in their local TransportNI section office to check whether a road is maintained by the Department. The relevant contact details are provided at Appendix 2.
As well as prohibiting or restricting traffic on a public road, Orders may also suspend or modify any statutory provision relating to that road, such as parking provision or waiting restrictions etc.
District Councils should be aware that an Order only restricts or prohibits traffic or pedestrians using a road, the road is still a road for the purposes of other legislation. Street trading and entertainment still needs to be licensed through the Council and the consent of the Department is also required should the promoter wish to erect any structures or place any equipment on the road.
(v) How long can an Order last?
There is no restriction in the legislation as to the amount of time an event can last. District Councils however have to be mindful that any restriction or prohibition has the potential to greatly impact on other road users including owners/occupiers of adjoining properties and should take this into consideration when assessing applications. Regular and frequent requests to close the same stretch of road, say, every week/couple of weeks would not be deemed reasonable. In addition, given that a dictionary definition of “special” is “not ordinary or usual” regular events such as those just mentioned could not be deemed to be “special”.
When deciding how long an Order should last, consideration should also be given to the periods immediately before and after events which may need to be covered for the erection of any staging/structures etc., practice for the event itself and for dismantling/removal of any structures/equipment.
(vi) What can an Order do?
An Order may restrict or prohibit temporarily the use of that road, or any part of it, by all vehicles, or vehicles of any class or by pedestrians, to such extent and subject to
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The Order may suspend or modify any statutory provision relating to the affected road or its use by traffic or pedestrians such as the suspension of parking provision or waiting restrictions etc.
Orders can therefore be used to wholly close a road to all traffic or alternatively restrict parts of it by putting in lane closures. Conditions would generally include the provision of properly signed alternative routes. An Order can allow for the suspension of taxi ranks, bus stops, on street parking, as well as permitting vehicles access to pedestrian areas.
(vii) Costs
The District Council has the power to recover the whole of the costs in connection with or in consequence of making an Order. These costs may include:
Staff time costs; the cost of advertising in a local paper; the possible erection and maintenance of Public Notices in the general area; the cleansing of the area following the closure; any other costs in connection with or in consequence of making an Order over and above that listed above
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Processing Applications
To assist District Councils and to encourage consistency in how an application for the prohibition or restriction of use of public roads should be processed, a flow chart outlining the different stages involved is attached at Appendix 3. The following process guide is generally written in the same sequence as the flow chart. Where applicable, reference to the relevant paragraph from the Act http://www.legislation.gov.uk/nia/2010/14/contents is provided in the flow chart.
1. Pre-application Enquiries – it is envisaged that a large number of event promoters will contact District Councils initially by telephone to discuss their proposed events and to seek advice about the protocols involved. Event promoters should be made aware of the separate guidance for promoters of events (as issued by the Department for Infrastructure under paragraph 5(b) of Schedule 3A) and either directed to this guidance on-line, if available, or have it posted out to them. Importantly, officers should take the opportunity to discuss the proposed event with the promoter. The type of event should be explored (see paragraph iii) and whether there are off-road alternatives in the vicinity (see paragraph 10).
2. If the promoter is seeking to hold a special event on a ‘special road’ (all motorways, plus the A12 Westlink and the A8 from Sandyknowes to Corr’s Corner) they should be referred to the Department’s TransportNI which is the relevant authority for these roads.
The District Council will liaise with the Department and police to discuss whether there is any immediate impediment to the particular request to prohibit/restrict a particular road in order to ascertain feasibility of the event proposal.
3. Advice to Be Given - Promoters should be advised: That there are responsibilities involved with restricting or prohibiting traffic and how a restriction or prohibition can adversely impact on other road users
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and of the possibility that they may also need to provide temporary traffic signing; that the District Council will assess the application and as part of the process must consult with the Department for Infrastructure, the police, the ambulance service and the fire and rescue services before it can consider permitting the use of the road for a special event; that the District Council must be satisfied that there are no suitable off road venues for the proposed event; that the District Council may seek to recover any or all of the costs it may incur arranging any closure, including the cost of advertising the notice in a local newspaper, administrative costs and the cleansing of the area following the closure; that pedestrians must be allowed free access to premises on the road or adjacent to or to any other premises accessible for pedestrians only from the road in question, and where some form of control is being employed for health and safety reasons that the promoter must put in place systems to allow access to those who need to get to premises situated on or adjacent to the road; that an Order only restricts or prohibits traffic using a road, the road is still a road for the purposes of other legislation. Street trading and entertainment still needs to be licensed through the District Council and the consent of the Department is required should the promoter wish to erect any structures or place any equipment on the road during the event; that the District Council needs applications to be generally submitted at least 12 weeks prior to the date of the proposed event to properly process them; that others have the opportunity to comment on and object to the proposal which may lengthen the process further or indeed stop the event from taking place; and, that the District Council may monitor the event and that a promoter’s failure to comply with any requirements stipulated by the District Council in the Order may be taken into consideration in respect of any future requests for events (see paragraph 20). Event promoters should be made aware that failure to comply with any requirements stipulated in the Order is a criminal
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offence and can be pursued by the police. Monitoring is a matter for the District Council. that there is no provision for an appeals procedure within the legislation. The District Council will inform promoters of any refusal at an early stage and will provide an explanation of the reason for it.
4. Notices in respect of proposed ‘special events’ are required to be advertised in at least one local newspaper and may be advertised on the District Council’s website. The District Council must allow a minimum of 21 days from the date of the last publication of the notice for representations. This will restrict a District Council’s capacity to respond to requests to facilitate events at short notice. Failure to obtain the requisite permissions to prohibit/restrict a road, prior to holding an event is an offence and enforcement action may be taken by the police against the promoter of that event.
5. Application Received – the returned application form should be logged and checked for completeness. An acknowledgement should be issued along with a request for any missing information.
6. 12 week processing period - The 12 week processing period is not a requirement of the legislation but is recommended in this guidance as good practice in terms of treating applications properly and giving District Councils adequate time for processing, bearing in mind that there may be other applications to deal with. With time it is envisaged that promoters will discipline themselves to give District Councils as much notice as possible of forthcoming applications.
It is acknowledged that the film industry generally works to very short timescales, and that there may be exceptional circumstances when it may be advisable to accelerate the process, particularly bearing in mind the Executive’s desire to help promote the Northern Ireland film industry. The minimum period of 21 days for representations to be submitted following publication of a notice is however, contained in legislation and cannot be changed.
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7. Is the Application Form Complete? – All necessary information is required before the request can be considered and promoters must have signed the application form. Promoters should be asked to provide all the required information. Where a District Council requires the promoter to provide evidence of insurance this should be verified at this stage, if possible. It will be incumbent on the promoter to obtain insurance and it will be a condition in any resulting Order that the appropriate insurance is in place prior to the event taking place.
8. Does the Proposed Event Meet the Criteria for ‘Special Events’ – refer to paragraph (iii) of this guide, ‘What is a Special Event’.
9. Is the road to be closed a ‘special road’? – Special roads are designated as such by the DfI. The following roads are special roads:
All motorways; The Westlink (A12); and, A8M Sandyknowes to Corr’s Corner.
An event promoter seeking to hold a special event on a special road should be referred to the local TransportNI Statutory Functions officer who would normally be based in the local maintenance Section Office.
10. Is There a Suitable Off-Road Alternative? – At an early stage the District Council should check that there are no nearby alternatives that would accommodate the holding of a special event. This may include green/grassed areas or local community/activity centres etc. The legislation requires that the relevant authority be satisfied that there is no reasonably practicable alternative to holding it on a road. If the District Council is satisfied that there is a suitable alternative then the request should be refused and the promoter informed.
11. Are other approvals needed? – This guidance is aimed primarily at preparing an Order that will prohibit or restrict traffic from using a road for the purpose of holding a ‘special event’. Where the nature and scale of the ‘special event’ is such that other requirements are needed such as an event management plan
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(District Council) or a consent for placing equipment on road (TransportNI) the promoter should be notified at an early stage as the promoter will be responsible for pursuing these. Promoters should also be made aware that apart from any consent required from TransportNI, technical approval may also be required for any structure temporarily erected as part of the event.
12. Consent of the Department – Under the legislation a District Council needs the Department’s consent to make any restriction/prohibition Order. The Council should pursue this through the local TransportNI statutory functions officer. It is suggested that liaison be undertaken electronically and that District Councils establish contacts with TransportNI at an early stage. Contact details for local TransportNI Section Offices are contained at Appendix 2.
The Department will generally only withhold consent for road safety or traffic management reasons or if it feels that the holding of the event will in some way adversely impact on the fabric of the road network, for example if something is planned that will damage the road. During its deliberations TransportNI staff will assess:
The nature and type of road to be closed; The adequacy of the proposed diversionary route; and, The general impact on traffic management of the road closure particularly if there is a seeming trend that a certain type of event is becoming more regular.
TransportNI will also check to see whether there are any conflicting closures/works/diversions on the roads in question, and any such work already planned will generally result in the consent being refused.
The District Council will be responsible for informing the promoter of any refusal.
13. District Councils to consult with the Police – District Councils are required to consult with the District Commander of the police district before making an Order to restrict or prohibit temporarily the use of a road. Initial contact should
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be made through the local Operational Planning Unit. It is envisaged that beyond the formal consultation notification, established communication channels between District Councils and police will ensure early notification of possible events, and in particular larger events which may have a more significant impact in terms of road safety, public safety and crime and disorder.
The local Operational Planning Unit is also best placed to advise whether other events such as cycle races or trials; motor road races; or public processions are either planned for the date in question or are traditionally held on that date. The Parades Commission’s website also lists all forthcoming processions that it has been notified of, bearing in mind that organisers of public processions need only give 28 days notice. http://www.paradescommission.org/?survey=0 . Early communication with the police and if necessary the Parades Commission is essential to ensure that there is no duplication of events on the same day.
14. District Councils to Consult with Other Bodies – District Councils are also required to consult with the NI Fire and Rescue Service and the NI Ambulance Service. It is suggested that this is done at the same time as the TransportNI and PSNI consultation. Contact should be made through the relevant local Divisional Headquarters and contact details can be accessed via the following links:
NI Fire and Rescue Service http://www.nifrs.org/locations.php ; and, NI Ambulance Service http://www.niamb.co.uk/docs/contact_details.html
Consultation with the above in respect of any application should take place as early as possible. If there are any concerns about the proposal, these would need to be resolved before the closure is approved. If the application is rejected on the basis of such objections, the District Council will need to inform the promoter.
Although not a statutory requirement, it is recommended as good practice that District Councils should also notify the local Translink office of any forthcoming closures.
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If any of the statutory bodies/agencies referred to in this and previous two paragraphs have any unresolved concerns in relation to the proposal, the District Council should refuse the application.
15. Safety Advisory Groups – Councils may wish to consider establishing Safety Advisory Groups to manage this process comprising of officials from the statutory consultee groups.
16. Notify elected Council members – The individual District Council’s governance arrangements will dictate how applications are notified to elected District Council members.
17. Prepare Notice – Once the District Council is minded that the road may be closed for the special event it shall prepare a notice based on the template contained in Appendix 4. All the relevant fields must be completed. Where an application is for an area wide event and many streets are affected then the Notice must contain details of all roads and the intended prohibition or restriction.
18. Publication of Notice in Local Press – the notice must be advertised in at least one local newspaper and may be advertised on the District Council’s website. The period during which representations may be made is a minimum of 21 days.
19. Representation Received – The notice invites written representations about the proposed event and the legislation requires that the District Council consider these. Representations will generally be objecting to the closure and these should be considered before any closure is approved. Any Section 75 equality of opportunity issues should be given due consideration. It may be necessary to contact the promoter at this stage to see if any form of alternative proposal can be negotiated. If any dispute cannot be resolved between the relevant parties then the District Council will need to decide whether the application will be approved or refused.
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20. Inform Promoter of Outcome – Once all of the necessary checks have been made and the necessary procedures completed the District Council shall inform the promoter of its decision. If the decision is to refuse the application the promoter should be informed of the reasons for its refusal. The legislation does not provide any appeals process and promoters should be made aware of this at an early stage.
21. Make Order – Where the event is approved the District Council shall complete the process by making an Order. A sample layout for a draft Order is contained in Appendix 5.
22. Monitoring of Event – District Councils may wish to monitor the events to ensure compliance with the legislation, the conditions of the Order and guidance issued by DfI under paragraph 5(b) of Schedule 3 of the Order. Any breaches should be communicated to the police, the enforcing authority. It may be advisable to check issues such as:
Timing; Extent of closure; Type of event (does it comply with application); and, Diversionary route and signing.
23. Post Event Evaluation – To help a District Council improve its services and monitor the impact on its resources, it may be useful to carry out a post event evaluation.
This guidance will be reviewed and amended as necessary.
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Appendix 1
Activities NOT covered under this guidance
A public procession (within the meaning of the Public Processions (Northern Ireland) Act 1998).
A request for a public procession on a public road should be referred to the Parades Commission, contact details as follows:
The Parades Commission 2nd Floor, Andras House 60 Great Victoria Street Belfast BT2 7BB TEL : (028) 9089 5900 FAX : (028) 9032 2988 Email : [email protected]
It may also be useful to refer any enquirer to their Parade Organiser’s Guide which is available via the following link: http://www.paradescommission.org/fs/doc/publications/pull-out-section.pdf
A motor race falling within the Road Races (Northern Ireland) Order 1986 (motor races on roads);
A request to hold a motor race on a public road should be referred to the Department for Infrastructure. Applications must be received and granted by the Department by 31 March annually for the season ahead. Preliminary enquiries should be made in writing to:
Department for Infrastructure Clarence Court 10 -18 Adelaide Street Belfast BT2 8GB Email: [email protected]
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It should be noted, however, that vintage car processions/cavalcades and other forms of motorised cavalcade should be viewed as a procession and referred to the Parades Commission via the local police.
A race or trial falling within Article 45 of the Road Traffic (Northern Ireland) Order 1995 (cycle racing on roads); A request to hold a cycle race on a public road should be referred to Cycling Ulster either by using the enquiry form on their web page www.cyclingulster.com .
Road works or street works. Requests to restrict or prohibit traffic using a road for roads or street works purposes should be referred to the local TransportNI section office.
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Appendix 2 DfI TransportNI Section Office Contact Details
ANTRIM AND NEWTOWNABBEY Tel: (028) 9025 4057 E-mail: [email protected]
Antrim Section Office Crown Buildings 20 Castle Street Antrim Co.Antrim BT41 4JE
Newtownabbey and Carrickfergus Section Office 148-158 Corporation Street Belfast BT1 3DH
ARDS AND NORTH DOWN
Tel: (028) 9181 9328 E-mail: [email protected]
Ards Section Office Jubilee Road Newtownards Co. Down BT23 4YH
North Down Section Office 72 Balloo Road Bangor Co. Down BT19 7PG
ARMAGH CITY, BANBRIDGE AND CRAIGAVON
West - Armagh Section Office 17 Ballynahonemore Road Armagh Co. Armagh BT60 1JD Tel: (028) 3752 9500 E-mail: [email protected]
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East - Banbridge & Craigavon Section Office 18 Carn Industrial Estate Craigavon Co. Armagh BT63 5RH Tel: (028) 3833 8521 E-mail: [email protected]
BELFAST
Belfast North Section Office 148-158 Corporation Street Belfast BT1 3DH Tel: (028) 9025 4421 E-mail: [email protected]
Belfast South Section Office 1a Airport Road Belfast BT3 9DY Tel: (028) 9025 4600 E-mail: [email protected]
CAUSEWAY COAST AND GLENS
East - Ballymoney and Moyle Section Office 49 Queen Street Ballymoney Co.Antrim BT53 6JD Tel: (028) 2766 1061 E-mail: [email protected]
West - Coleraine and Limavady Section Offices County Hall 86 Main Street Castlerock Road Limavady Coleraine Co. Londonderry Co. Londonderry BT49 0ET BT51 3HS Tel: (028) 7776 2198 Tel: (028) 7034 1300 E-mail: [email protected]
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DERRY AND STRABANE
Tel: (028) 7132 1600 E-mail: [email protected]
Londonderry Section Office 1 Crescent Road Londonderry BT47 2NQ
Strabane Section Office 20 Derry Road Strabane Co. Tyrone BT82 8DX
FERMANAGH AND OMAGH
West - Fermanagh Section Office Castle Barracks Enniskillen Co. Fermanagh BT74 7HN Tel: (028) 6634 3700 E-mail: [email protected]
East - Omagh Section Office 32 Deverney Road Arvalee Omagh Co. Tyrone BT79 0JJ Tel: (028) 8225 4600 E-mail: [email protected]
LISBURN AND CASTLEREAGH
Tel: (028) 9262 6666 E-mail: [email protected]
Lisburn and Castlereagh Section Office 40a Benson Street Lisburn Co.Antrim BT28 2BG
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MID ULSTER
North - Cookstown and Magherafelt Section Offices 33 Molesworth Street 30 Station Road Cookstown Magherafelt Co. Tyrone Co. Londonderry BT80 8NX BT45 5DN Tel: (028) 8675 7600 E-mail: [email protected]
South - Dungannon Section Office Main Street Moygashel Dungannon Co. Tyrone BT71 1QR Tel: (028) 8775 1251 E-mail: [email protected]
NEWRY, MOURNE AND DOWN
East - Down Section Office 129 Newcastle Road Seaforde Co. Down BT30 8PR Tel: (028) 4481 2612 E-mail: [email protected]
West - Newry and Mourne Section Office 1 Cecil Street Newry Co. Down BT34 6AU Tel: (028) 3025 3335 E-mail: [email protected]
MID AND EAST ANTRIM
Ballymena and Larne Section Office Ballykeel Depot 190 Larne Road Link Ballymena Co.Antrim BT42 3HA
Tel: (028) 2566 2953 E-mail: [email protected]
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Appendix 3 Assessment Flowchart
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Appendix 4
SAMPLE NOTICE
Road Traffic Regulation (Northern Ireland) Order 1997 Notice of Proposed Special Event
[Insert name of District Council] Council has received an application from [Insert name of promoter] that it/he/she/ etc wishes to hold a [Insert description of event] on [Insert name road(s)] Road/ Street on [Insert date(s)].
By virtue of the powers conferred on it by Article 8A of and Schedule 3A to the Road Traffic Regulation (Northern Ireland) Order 1997 the Council gives notice that it is minded to make an Order to temporarily restrict or prohibit [Insert type(s) of traffic restricted or prohibited] from using [Insert name of road(s) and if necessary which parts of road are affected] Road/ Street from its junction with [Insert name of road] Road/ Street to its junction with [Insert name of road] Road/ Street on (date) between the hours of [Insert starting time] and [Insert finishing time].
A diversion route will be signposted via [Insert name of roads].
Copies of the application may be inspected free of charge at [Insert address of council] or viewed online at http://www [Insert web address if possible].
Persons wishing to make representations to the Council regarding the proposal may make representations in writing at the address below by 5pm [Insert date], representations received after this will not be considered. [Insert address of council]
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Appendix 5 SAMPLE ORDER LAYOUT [Insert name of District Council] Council
Prohibition or restriction of use of public roads: special events
[Insert name of District Council] Council using its powers under Article 8A of, and Schedule 3A to, the Road Traffic Regulation (Northern Ireland) Order 1997, hereby makes an Order restricting/prohibiting temporarily vehicles [or types of vehicle] and/or pedestrians using [Insert name of affected road] From its junction with [Insert road name] to its junction with [Insert road name]
The following restrictions or prohibitions apply: [Insert details of all restrictions or prohibitions]
Starting at [Insert starting date and time] and ending [Insert finishing date and time]
An alternative route will be signed along the following roads: [Insert the route along which diverted traffic will be directed]
The following statutory provisions relating to [insert road name(s)] are suspended or modified: [insert provision(s) and dates and times if necessary].
The Order has been applied for by: [Insert the name of the promoter] for the purposes of: [Insert reason for closure, i.e. holding a special event (along with a description of the special event) or the making of a Film] The conditions of the Order are that [Insert the name of the promoter]: Has insured against such risks in connection with the holding of the event on the above roads [Insert details of insurance cover]; Has produced all such certificates as to the safety of any structures, equipment or other apparatus to be used in association with the special event [Insert details of safety certificates required]; Erects, places and removes all barriers and signs in the following locations places and at the following times [Insert all details of required signs];
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Complies with [any other such conditions as specified by the Council – insert conditions].
Authorised Officer: [Insert signature] [Insert official’s name] [Insert official’s position in Council] Date: [Insert date]
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Appendix 6 Checklist for District Councils (For Official use only)
Please tick
Is the application form completed correctly?
Are the location maps included showing marshals/stewards and first aid positions?
Is the signing schedule included and is it correct?
Is a copy of the Public Liability Insurance document included?
Is written evidence of consultations with residents, businesses and bus/taxi companies affected by the proposed closure included?
Is a copy of a Sector Scheme 12ab (or Ch8) Certificate of Competence for those undertaking the signing work included?
Has written agreement with Emergency Services been included?
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Appendix 7
Small Events (i.e. Street Parties)
In Order to be considered a ‘small event’, the event should be as follows: (please note this list is not exhaustive)
1. Be held on minor residential roads eg cul-de-sacs or side streets.
2. The proposed road to be closed must not have a bus route along it.
3. Not have a car park located on it or a car park which is accessed via the road to be closed (other than a car park for residents’ of the road)
4. Not be publicised for the general public and therefore will not draw in people from the wider area.
5. Be an event which would apply to the residents of one or two streets only and not to larger areas of the district/borough/city. It is up to the District Council to consider factors such as the proposed attendance figures etc when making its decision on whether to grant an Order.
6. Finish by 11pm.
7. Not have a stage built from which entertainment would be provided.
8. Not have amplified entertainment which may cause nuisance to the wider area.
9. Not have fireworks, pyrotechnics or bonfires on the street.
10. Not have alcohol or food sold at the event.
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The promoter may be held responsible for any costs arising from the event, e.g. clearing up, damage to street furniture or road surfaces etc.
The District Council may decide not to require a promoter to take out public liability insurance for the event. However, it strongly recommended that promoter’s do so.
Promoters should be aware they may be asked to comply with any or all of the following requirements. The District Council and DfI TransportNI will advise during the application process:
1. The event must be organised in such a way that access for pedestrians and essential vehicles can be maintained.
2. The promoter is expected to consult with local residents and businesses that may be affected by the road closure, prior to submitting the application. A copy of the letter or flyer sent, along with a list of those notified and copies of their responses should be submitted with the application form. If local residents and businesses object, the District Council will require that promoters contact them deal with any issues raised. In the event that issues remain unresolved, the District Council may withhold consent for the event.
3. During the course of the event the promoter will be responsible for ensuring that the areas affected by the event are so far as is reasonably practical keep free from rubbish and litter at all time. When the event finishes the promoter is responsible for ensuring that the roads are left clear of litter and in a clean and tidy condition to the satisfaction of the District Council.
4. Each road to be closed shall be clearly defined by means of a “ROAD CLOSED” sign supported by means of a trestle or suitable half barrier on the road. Diversion signs may also be required.
5. Any barrier to be placed on the road shall have alternate red and white bands approximately 600mm in width. Where these are to remain in place during
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lighting-up times the offside extremity of each barrier/trestle shall be lit by an approved road works lamp.
6. All signs and barriers shall be adequately weighted to prevent them from being blown over or dislodged.
7. All signs and barriers on the road shall be erected and removed at the times specified by the council.
8. All debris deposited/left on the street/road as a result of the event shall also be removed by the time specified by the council. Failure to do so will render the promoter liable to charge for cleaning the road or even to prosecution for failing to do so or for obstructing the road.
9. All proposed special events on public roads are required to be advertised by way of notice, in at least one local newspaper (or community paper) circulating in the district in which the road is situated. A District Council may, at its discretion, impose a charge/recoup fees incurred in the processing of any application.
10. If there are a number of celebrations e.g. National celebrations, which are occurring at the same time, where possible, a District Council will incorporate it into one notice and advertise the notice accordingly.
11. The promoter needs to be available at all times during the event and understands that their details will be passed to DfI TransportNI and the police.
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Special Events on Roads
Guidance for Promoters of Events
Issued by the Department for Infrastructure under paragraph 5(a) of Schedule 3A to the Road Traffic Regulation (Northern Ireland) Order 1997
Table of contents
Section Page
Definitions and General Information 1
Applying to hold a special event on a public road 4
Appendix 1 - List of Special Roads 14
Appendix 2 - DfI TransportNI Section Office Contact Details 15
Appendix 3 - Sample Application Form 19
Appendix 4 - Typical signs for road closures and diversions 22
Appendix 5 - Small Events (i.e. Street Parties) 23
SPECIAL EVENTS ON PUBLIC ROADS
GUIDANCE FOR PROMOTERS OF EVENTS
Before reading these guidance notes it is recommended that you read through the following definitions.
The Department means the Department for Infrastructure.
Notice means a notice placed in at least one local newspaper by the relevant authority when it is minded to grant the application. It gives details of the proposed event and its location and invites written representation on it.
Order means an order issued by the relevant authority to prohibit or restrict traffic from using the road to facilitate the event.
Public road means any road which is maintained by the Department. It includes the carriageway, footway and verge.
Relevant authority is either the local District Council or the Department, depending on the type of road the application is for. Paragraph 4 provides further details.
TransportNI: is an agency of the Department and exercises the Department’s function, as road authority.
Special road means road designated as such under the Roads (NI) Order 1993 (Appendix 1 contains a list of the Special Roads in Northern Ireland).
Special Events are defined as: (a) Any sporting event, social event or entertainment which is held on a public road; or (b) The making of a film on a public road.
Examples of possible ‘special events’ could include: Fun runs/marathons etc; Street parties; (Community based small events such as street parties are considered a traditional part of community life and specific guidance is attached as Appendix 5.) Concerts.
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The making of a film includes the making of TV programmes, films or advertisements.
There are a number of activities which are not “special events” for the purposes of this Act, these are: Public processions; Motor road races; or, Cycle races or trials. Paragraph 1(3) of Schedule 3A refers.
An exhaustive list of the types of sporting, social or entertainment event is not provided, and the relevant authority will decide which events are eligible events. The restriction or prohibition of traffic using a public road for a special event will only be permitted for:
facilitating the holding of a special event; or, enabling members of the public to watch a special event; or, reducing the disruption to traffic in adjacent streets as a result of holding a special event.
Promoters should note that although the legislation provides the power to prohibit or restrict the use of a public road, pedestrian access to any premises situated on or adjacent to the road or any other premises accessible for pedestrians from, and only from, the road must be maintained at all times. This means that any form of access control, including charging for admission, could be viewed as being contrary to the intention behind the legislation and the District Council will decide whether, from a health and safety and crowd control perspective, there is need for access control. Where it is deemed necessary to control access to events for public safety purposes, arrangements must be put in place to ensure that the intention of the legislation is complied with.
Requests for events that are not considered to be a ‘special event’ will be refused and the promoter informed accordingly. Promoters should be aware that the legislation does not make provision for an appeals process.
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This guidance has not been written as a guide to event management. Event management should be undertaken by the promoter and should be carried out in accordance with the relevant standard e.g. “The Event Safety Guide - A Guide to Health, Safety & Welfare at Music and Similar Events” or ‘Purple Guide’ as it is known, published by the Health and Safety Executive. http://www.hse.gov.uk/pubns/books/hsg195.htm
Where an event extends into more than one relevant authority’s area e.g. the Belfast Marathon, an application should be made to each relevant authority.
This guidance will be reviewed and amended as necessary.
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Applying to hold a special event on a public road:
1. The underlying principle in relation to special events on roads is that it would not be reasonably practicable to hold the event elsewhere. Consequently, promoters should be aware that holding an event on a public road should only be considered when all other options/locations for holding the event have been ruled out. Restricting the use of a road impacts on other road users, who may have to find other routes, and, if not done properly, may create a road safety hazard. The relevant authority must be satisfied that it is not reasonably practicable for the event to be held elsewhere, if it considers that there is a suitable alternative then an order will not be made. An order to restrict or prohibit traffic using a special road for holding a special event is likely to be given only in exceptional circumstances, given the nature of those roads, the volumes of traffic using them and the impact on traffic of diversionary routes.
2. Each application will be considered on its own merits.
3. To allow sufficient time to process an application and to make an Order which restricts or prohibits traffic from using a public road for the holding of a special event, the relevant authority requires at least 12 weeks’ notice. However, it is suggested that promoters should give as much notice as possible to enable appropriate consideration to be given to all aspects of the application.
4. In most cases, the relevant authority will be the District Council for the district in which the road is situated. The exceptions being those roads designated as ‘special roads’ for which the Department for Infrastructure (DfI) is responsible. A listing of these special roads is provided in Appendix 1. An application to hold a special event on a special road should be referred to the Statutory Functions Officer in the relevant DfI TransportNI office. A list of TransportNI Offices can be found at Appendix 2.
5. Traffic on a road will only be restricted or prohibited to: facilitate the holding of a special event; or,
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enable members of the public to watch a special event; or, reduce the disruption to traffic in adjacent streets as a result of holding a special event.
6. Prior to making an application, event promoters should make preliminary contact with the relevant authority to discuss the overall concept of the event.
The relevant authority will discuss the proposed application with the promoter. The potential for the relevant authority to recover any or all costs incurred by it in connection with or in consequence of making an order to restrict or prohibit traffic using the road for the special event will be discussed at this stage. Promoters should be aware that the relevant authority may recover all its costs in relation to the making of the order.
Promoters of events should also be aware that they will generally be expected to provide any barriers or traffic signs needed to facilitate the restriction or prohibition of traffic. Promoters may be asked to provide stewards for events that will have a significant impact on traffic.
If other statutory agencies incur costs assisting with the management of an event, they may also seek to recover any costs incurred directly from the promoter.
Promoters should also be aware that the relevant authority may require that appropriate insurance cover is in place for the event.
7. Promoters of events should be aware that any requirement placed on the promoter by the relevant authority will be detailed in the order when made and that any promoter to who fails to comply with any of the requirements will be guilty of a criminal offence.
8. Promoters are also advised to read the Home Office document ‘The Good Practice Safety Guide – for small and sporting events taking place on the highway, roads and public places’. The document can be viewed via the
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following link http://www.homeoffice.gov.uk/publications/police/operational- policing/event-safety-guide?view=Binary
9. Relevant authorities can only process a request to hold a special event on a public road on receipt of an application form submitted by on behalf of a promoter, an application form must therefore be submitted - Appendix 3 contains a draft application form. It is important that this is completed in full as any omissions may cause delays in the consideration of the application. If in any doubt about any part of the form a promoter should contact the relevant authority. Relevant authorities can recover from the promoter the whole of the costs incurred by it in connection with or in consequence of making an order. Some relevant authorities may decide to use standard set costs for different sizes of events and may ask that any payment be made in advance and that it should accompany the application.
10. Depending on the nature of the event promoters may also be asked to provide the following information as part of your overall application:
(i) a detailed location plan/street map. Promoters may also be asked for a plan showing the length of road to be prohibited or restricted in use (indicated in red), and the proposed diversion route (indicated in green). This plan must be clear and indicate road numbers. Promoters should identify, on the plan, any restrictions or obstacles on the diversion route that may affect traffic, e.g. low bridges, narrow sections of road, tunnels, fords, one way streets and movement restrictions, roads with weight, height or width restrictions or restrictions on vehicle class. A similar or higher class of road to the one being closed should be used as the diversion route, taking into consideration that heavy goods vehicles and buses may have to use them. On narrow rural roads consideration may need to be given to providing a separate diversion route for each direction. It may also be necessary to have a separate diversion for HGVs and cars, because of the nature of the roads in the area; (ii) details of all safety measures including all signs, equipment etc. required to protect the public and property in the vicinity of the event and on any
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diversionary route needed for the duration of the closure. This may also include a detailed Traffic Management Plan depending on the nature of the proposed closure and event. Traffic Management plans require a full risk assessment which clearly identifies all risks to the travelling public, participants and employees attending the event. The nature, location and environment of the event may also need to be considered, with all risks recorded, giving recommendations on how the risks will be managed. The amount of detail and information to be provided in a Traffic Management Plan can vary depending on the nature and complexity of the traffic management arrangements; (iii) details of any structure or equipment to be erected on the public road as part of the event and the methods to be employed to protect road surfaces; (iv) evidence of insurance cover for the event (please see next section); (v) evidence that the promoter has consulted with and received comment from residents, businesses, bus/taxi companies etc., which may be affected by the proposed special event. Promoters should be mindful of the needs of others when planning events and the District Council is required to comply with its obligations under Section 75 of the Northern Ireland Act 1998; (vi) an Event Management Plan/Safety Plan, where necessary.
11. Promoters may be required to:
(i) Indemnify the relevant authority, its officers, servants and agents from all liabilities, costs and expenses in respect of any claim or demand from any person or persons in respect of any damage, loss, accident, injury, mishap or occurrence of any description fatal or otherwise arising out of or in any way connected with the holding of the special event or by reason of anything done by the promoter in holding the special event. For this purpose, the promoter shall maintain adequate insurance (namely public liability cover of £10,000,000 for any incident, number of incidents unlimited) to the satisfaction of the relevant authority and shall produce for inspection, the relevant policy or policies of insurance
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together with the receipt for the current premiums if so required by the relevant authority. When insurance is required promoters will generally be expected to provide original insurance documentation confirming this before an order will be made; (ii) pay costs for processing the application and publishing the Notice; (iii) obtain any consent from DfI TransportNI to enable the placing of any form of structure or equipment on the public road. Please note that promoters may also need to place a deposit with DfI TransportNI which would be used to pay for the repair of any damage to the road. Depending on the structure or equipment being placed, technical approvals/safety certificates for any structure erected may also be needed; (iv) provide, erect, maintain and promptly remove all safety measures, including all lighting, signs and barriers etc required to protect the public and property at the site of the event and on the diversionary route for the duration of the special event and to bear all the costs incurred; (v) provide stewards to marshal the event; (vi) pay all costs associated with making good any damage to the road/street furniture for reasons of making the Order including damage to any alternative route for diverted traffic; (vii) remove all objects on the road and/or material deposited during the event. The promoters are also expected to remove any litter from the site after the event. If the promoter fails to comply, the District Council will arrange cleaning and charge the cost to the promoter; (viii) maintain pedestrian access to all premises on or accessible from the road(s) on which the special event is taking place; (ix) keep access clear at all times for emergency vehicles during the special event and acknowledge that the prohibition/restriction will apply to all other traffic; (x) consult all residents, business, bus and taxi companies which may be affected by the prohibition/restriction of traffic and confirm in writing to the relevant authority that they have done so; (xi) be available before, during and after the event so that they can be contacted by the relevant authority; and,
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(xii) accept that failure to comply with any of the conditions may impact the success of any future applications.
12. The order when made, will contain all the conditions that the promoter must comply with when holding the event on the public road. Promoters should be aware that any promoter who fails to comply with any requirement imposed by the order will be guilty of a criminal offence.
13. When considering the holding of a ‘special event’, consideration should be given to the types of vehicles that may require access to the event’s location, including: Construction vehicles during set up and removal; Supplies and maintenance vehicles during the event; Emergency services vehicles; Disabled vehicle access and/or drop off and pick up points; Invited guests and production vehicles; Media broadcast units and equipment carriers; Catering/merchandising vehicles.
14. If certain vehicles are to be allowed access to the site, then arrangements should be made to segregate them from pedestrians either by providing separate routes or by allowing vehicles onto and off the site at pre-arranged time slots. The operation of one-way systems within some sites can also reduce risks. A Traffic Management Plan may be required and this will have to be agreed with the police and DfI TransportNI.
15. Promoters of events will generally be expected to provide enough stewards to cater for the size and nature of the event. Private stewarding has become a recognised way in which events are supported. This, however, does not preclude any local arrangements between police and the event promoter. The police may charge for their officers’ attendance at events and promoters will be advised by the police where this appears appropriate. Early discussion with police by event promoters is consequently strongly advised.
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16. Only legally prescribed signs, barriers and cones may used on public roads, these must: (i) conform to Chapter 8 (Ch8) of the Traffic Signs Manual (TSM) https://www.gov.uk/government/publications/traffic-signs-manual A copy of the most commonly used signs is attached in Appendix 4; (ii) only be placed by suitably qualified persons – the promoter(s) will be required to provide evidence of this. Promoters should be aware that there are specialist temporary traffic management contractors who offer this type of service; (iii) be paid for by the promoter(s); and, (iv) be removed prior to the expiration of the Order.
17. Promoters should be aware that for some roads, mostly motorways, DfI TransportNI will only permit its staff or other people working for it to place signs and cones. The relevant authority will advise. If it is the case then DfI TransportNI will organise the work but only after it has received the necessary payment for doing so.
18. When assessing an application, the relevant authority will consider any or all of the following:
the type of event proposed (refer to the list of events not covered by legislation on page 1);
the event location and whether it could disrupt local businesses or impact on neighbouring properties/residents. During its assessment the relevant authority will also look at alternative off road locations for the event. If it is reasonably practicable to hold the special event other than on the public road, the request will be refused.
the timing and duration of the event, and how this would impact neighbouring properties/residents/businesses;
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whether there are any other events planned for the area at the same time; and,
the competence of the event promoters to provide temporary traffic management to facilitate the event.
19. If not using set costs (see section 9), the relevant authority will calculate the indicative cost of making the order and the promoter will be informed accordingly.
20. If the relevant authority is the District Council, it will also seek the consent of DfI TransportNI before it can make an order. DfI TransportNI will consider the proposal and will amongst other issues assess:
the impact on local traffic management and road safety;
the suitability of proposed diversion routes;
the proposed signing arrangements; and,
whether there are any other closures planned in the general vicinity at the time.
21. Please note that if DfI TransportNI does not consent to the proposal, approval will not be given.
22. The police, fire and rescue, and ambulance services must also be consulted about the proposals. Any issues that these bodies raise will have to be considered before a special event is approved.
23. If the relevant authority is not satisfied with any aspect of the request to hold a special event on the public road, permission will not be given. The relevant
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authority’s decision is final and the promoter will be informed of the reason(s) for refusal. There is no appeals process within the legislation.
24. If the relevant authority is content with an application, it will inform the promoter and if necessary ask for the payment of any previously indicated costs. Once the relevant authority has received payment of costs in full, the notice advertising the prohibition or restriction of traffic will be made in at least one local newspaper circulating in the District Council area and may be advertised on the District Council website. The notice must:
a) identify the promoter(s) of the special event; b) identify any affected road; c) specify any restrictions or prohibitions which the relevant authority proposes to include in the order; d) specify the dates on which and times between which the restrictions would apply; e) specify any alternative routes for traffic or pedestrians; f) state the address where copies of the application may be inspected by any person free of charge at all reasonable times; and, g) state that representations in writing may be sent to the relevant authority within such period as is specified in the notice (usually 21 days from the date of the last publication of the notice) at such address as is so specified.
25. Promoters should be aware that other persons may make written representations about the proposed event. Some representation is likely to object to the proposals and it would be preferable if the promoter could resolve these directly. If however a compromise is not possible the relevant authority will consider all the information available and decide whether or not the restriction/prohibition of the road in question should go ahead. The relevant authority must: consider the representations made; have regard to the safety, convenience and suitability of the proposed alternative routes for traffic and pedestrians; and have regard to this guidance and the guidance for District Councils.
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26. If the Order is made, the promoter will be required to arrange for copies of the Order to be posted on the affected routes.
NB. Promoters should return the completed application form duly signed to the relevant authority office for their district along with any sign schedule, location maps, proposed insurance arrangements (or details of your insurance broker). Promoters may also be asked to provide proof of insurance before the District Council makes an Order.
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Appendix 1
List of Special Roads
All Motorways Westlink (A12) (A8M) Sandyknowes to Corr’s Corner
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Appendix 2 DfI TransportNI Section Office Contact Details
ANTRIM AND NEWTOWNABBEY Tel: (028) 9025 4057 E-mail: [email protected]
Antrim Section Office Crown Buildings 20 Castle Street Antrim Co.Antrim BT41 4JE
Newtownabbey and Carrickfergus Section Office 148-158 Corporation Street Belfast BT1 3DH
ARDS AND NORTH DOWN
Tel: (028) 9181 9328 E-mail: [email protected]
Ards Section Office Jubilee Road Newtownards Co. Down BT23 4YH
North Down Section Office 72 Balloo Road Bangor Co. Down BT19 7PG
ARMAGH CITY, BANBRIDGE AND CRAIGAVON
West - Armagh Section Office 17 Ballynahonemore Road Armagh Co. Armagh BT60 1JD Tel: (028) 3752 9500 E-mail: [email protected]
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East - Banbridge & Craigavon Section Office 18 Carn Industrial Estate Craigavon Co. Armagh BT63 5RH Tel: (028) 3833 8521 E-mail: [email protected]
BELFAST
Belfast North Section Office 148-158 Corporation Street Belfast BT1 3DH Tel: (028) 9025 4421 E-mail: [email protected]
Belfast South Section Office 1a Airport Road Belfast BT3 9DY Tel: (028) 9025 4600 E-mail: [email protected]
CAUSEWAY COAST AND GLENS
East - Ballymoney and Moyle Section Office 49 Queen Street Ballymoney Co.Antrim BT53 6JD Tel: (028) 2766 1061 E-mail: [email protected]
West - Coleraine and Limavady Section Offices County Hall 86 Main Street Castlerock Road Limavady Coleraine Co. Londonderry Co. Londonderry BT49 0ET BT51 3HS Tel: (028) 7776 2198 Tel: (028) 7034 1300 E-mail: [email protected]
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DERRY CITY AND STRABANE
Tel: (028) 7132 1600 E-mail: [email protected]
Londonderry Section Office 1 Crescent Road Londonderry BT47 2NQ
Strabane Section Office 20 Derry Road Strabane Co. Tyrone BT82 8DX
FERMANAGH AND OMAGH
West - Fermanagh Section Office Castle Barracks Enniskillen Co. Fermanagh BT74 7HN Tel: (028) 6634 3700 E-mail: [email protected]
East - Omagh Section Office 32 Deverney Road Arvalee Omagh Co. Tyrone BT79 0JJ Tel: (028) 8225 4600 E-mail: [email protected]
LISBURN AND CASTLEREAGH
Tel: (028) 9262 6666 E-mail: [email protected]
Lisburn and Castlereagh Section Office 40a Benson Street Lisburn Co.Antrim BT28 2BG
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MID ULSTER
North - Cookstown and Magherafelt Section Offices 33 Molesworth Street 30 Station Road Cookstown Magherafelt Co. Tyrone Co. Londonderry BT80 8NX BT45 5DN Tel: (028) 8675 7600 E-mail: [email protected]
South - Dungannon Section Office Main Street Moygashel Dungannon Co. Tyrone BT71 1QR Tel: (028) 8775 1251 E-mail: [email protected]
NEWRY, MOURNE AND DOWN
East - Down Section Office 129 Newcastle Road Seaforde Co. Down BT30 8PR Tel: (028) 4481 2612 E-mail: [email protected]
West - Newry and Mourne Section Office 1 Cecil Street Newry Co. Down BT34 6AU Tel: (028) 3025 3335 E-mail: [email protected]
MID AND EAST ANTRIM
Ballymena and Larne Section Office Ballykeel Depot 190 Larne Road Link Ballymena Co.Antrim BT42 3HA
Tel: (028) 2566 2953 E-mail: [email protected]
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Appendix 3 Application to Hold a Special Event on a Public Road ______(Please read the guidance notes before completing this form in block capitals)
ABOUT YOU Name of promoter ______Name of contact (if different from above) ______Position/role of contact______Confirm you have authority to act on behalf of the company/club/society YES/NO Address of promoter and/or contact______Post code______Telephone No______Emergency/Contact telephone No ______E-mail address______ABOUT THE EVENT Name of event______Purpose and nature of event______Name of road(s) on which event is to be held______Date(s) of the event______Time of event - from ______am/pm until ______am/pm Type of restriction (full road closure/lane restriction(s)/ prohibition of certain types of vehicles/footway closure etc) ______Date(s) of the restriction ______Time of restriction - from ______am/pm until ______am/pm Is a traffic signing schedule enclosed? YES/NO Has this event been held previously? YES/NO If yes, are the arrangements previously applied for amended in any way? YES/NO If yes, please give details______
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______Please provide details of any structures or other equipment that you plan to erect or place on the public road ______
Please give details of any businesses, including bus services and residents which may be affected by the event and provide any confirmation that these have been contacted______Please give any more detail which you feel you need to add______
I confirm that I have read the guidance for promoters of events, and understand that the District Council may apply any or all of the conditions as it feels necessary. I also understand that the District Council may request any further information that it feels necessary to process this application and that my application may not proceed if I fail to produce this additional information.
I acknowledge the following Data Protection Statement - In order to comply with the requirements of the Data Protection Act 1998, we would advise you that the personal information you provide on this form will be processed and held by the District Council and its agents, for the purpose of managing and operating special events on roads applications. The District Council may use non-personal statistical data collected to analyse current and plan for future operational purposes. The District Council will investigate all cases of alleged fraudulent use and the information you have provided may be used in conducting these investigations. The personal
20 Version 1 – December 2016 information you provide may be checked with other agencies/organisations. If consent to these arrangements is not given your application will NOT be processed.
Signature of application______Date of application______
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Appendix 4 Typical signs for road closures and diversions
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Appendix 5 Small Events (i.e. Street Parties)
Small events such as street parties are a traditional part of community life; they are a simple way for us to get to know our neighbours and meet members of our community.
In order to be considered a ‘small event’, the event must: (please note this list is not exhaustive)
1. Be held on minor residential roads eg cul-de-sacs or side streets.
2. The proposed road to be closed must not have a bus route along it.
3. Not have a car park located on it or a car park which is accessed via the road to be closed (other than a car park for residents’ of the road)
4. Not be publicised for the general public and therefore will not draw in people from the wider area.
5. Be an event which would apply to the residents of one or two streets only and not to larger areas of the district/borough/city. It is up to the relevant authority to consider factors such as the proposed attendance figures etc when making its decision on whether to grant an Order.
6. Finish by 11pm.
7. Not have a stage built from which entertainment would be provided.
8. Not have amplified entertainment which may cause nuisance to the wider area.
9. Not have fireworks, pyrotechnics or bonfires on the street.
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10. Not have alcohol or food sold at the event.
The person submitting the application may be held responsible for any costs arising from the event, e.g. clearing up, damage to street furniture or road surfaces etc.
The District Council may decide that it will not require promoters to take out public liability insurance for your event. However, it is strongly recommended that promoters do so.
The promoter should aware of the following requirements:
1. The promoter of the event must submit an application to the District Council.
2. The event must be organised in such a way that access for pedestrians and essential vehicles can be maintained.
3. That it is strongly recommended that promoters consult with local residents and businesses that may be affected by the holding of the event, prior to submitting the application. A copy of any letter or flyer sent, along with a list of those notified and copies of their responses should be submitted with the application form. If local residents and businesses object, the relevant authority will require that the promoter contact them to deal with any issues raised. In the event that issues remain unresolved, the District Council may decide not to make the order to hold the event.
4. That throughout the duration of the event the promoter is responsible for ensuring that the areas affected by the holding of the event are, so far as is reasonably practicable, kept free from rubbish and litter at all times. When the event finishes the promoter is responsible for ensuring that the roads are left clear of litter and in a clean and tidy condition to the satisfaction of the District Council.
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5. Where a public road is to be closed to traffic it shall be clearly defined by means of a “ROAD CLOSED” sign, as shown in Appendix 4, supported by means of a trestle or suitable half barrier on the road. Diversion signs may also be required.
6. Any barrier to be placed on the road shall have alternate red and white bands approximately 600mm in width. Where these are to remain in place during lighting-up times the offside extremity of each barrier/trestle shall be lit by an approved road works lamp.
7. All signs and barriers shall be adequately weighted to prevent them from being blown over or dislodged.
8. All signing and other physical obstructions on the road shall be erected and removed, along with any debris on the street/road, at the times specified in the notice and subsequently detailed in the order. Failure to do so will render the promoter liable to charge for cleaning the road or even to prosecution for failing to do so or for obstructing the road.
Promoters should note that all proposals to hold special events on roads closures must be advertised by way of notice, in at least one local newspaper (or community paper) circulating in the district in which the road is situated. A relevant authority may, at its discretion, impose a charge/recoup fees incurred in the processing of any application. If there are a number of celebrations eg. national celebrations, which are occurring at the same time, where possible, a District Council will incorporate it into one notice and publish the notice accordingly.
The promoter must be available at all times during the event.
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Month:- Oct-16
Department Annual Budget Total Actual Total Budget to date & Committed Variance
Expenditure:
Parks and Amenities 1,853,135 1,285,900 1,322,863 36,963
Sports Services 8,320,433 4,767,715 4,477,548 (290,167)
Cultural and Community Services 3,623,010 2,247,497 2,112,654 (134,843)
Total Expenditure 13,796,578 8,301,112 7,913,065 (388,047)
Income:
Parks and Amenities (380,240) (273,667) (350,037) (76,370)
Sports Services (5,541,303) (3,264,701) (3,588,827) (324,126)
Cultural and Community Services (897,260) (371,686) (125,019) 246,667
Total Income (6,818,803) (3,910,054) (4,063,883) (153,829) . Overall Net Position:
Parks and Amenities 1,472,895 1,012,233 972,826 (39,407)
Sports Services 2,779,130 1,503,014 888,721 (614,293)
Cultural and Community Services 2,725,750 1,875,811 1,987,635 111,824
Total Net Overall Position 6,977,775 4,391,058 3,849,182 (541,876)
LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF LEISURE & COMMUNITY DEVELOPMENT COMMITTEE – 6TH DECEMBER 2016
REPORT BY HEAD OF SERVICE (PARKS & AMENITIES)
PURPOSE AND BACKGROUND
The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the new Council.
The following decisions are required:
To consider a request from the City of Belfast Grand Black Chapter to use Wallace Park on Sat 26th Aug 17 and provide logistic support.
To consider a letter of request from the Dundrod & District Motorcycle Club seeking approval for the Club to demolish the existing Utility Block subject to funding by the Club to replace it under their ownership.
To consider a letter of request from St Patrick’s GAA for financial assistance of £25,000 toward funding to enable the progression of drainage works to the junior pitch at Kirkwoods Road Playing Fields.
To approve a request that Council grant delegated authority to the Leisure & Community Development Committee to enable Members to award the Billy Neill entrance works contract at the next available Committee meeting on 3rd January 2017.
The following items are for noting:
To note the award of a £8,000 grant from the Department of Infrastructure Small Grants Programme for Greenways in respect of the Carryduff Greenway application and that arising from the deadline for acceptance, Officers have signed the Letter of Offer.
To note the success of the baseball and softball clubs in the 2016 season.
ITEMS FOR CONSIDERATION
1. REQUEST FROM THE CITY OF BELFAST GRAND BLACK CHAPTER TO USE WALLACE PARK
The City of Belfast Grand Black Chapter have written (Appendix 1 [P&A] to request the use of Wallace Park on Sat 26th Aug 2017 as an assembly point, service location and dispersal point. They anticipate 2,000 participants in addition to those coming to view the event.
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The intention is to parade in the morning from Wallace Park, around the City and back to Wallace Park. In the afternoon the parade would be repeated with the exception that the Parade would disperse on the Belfast Road where the buses will be positioned. The parade route would naturally be a decision for the Parades Commission and the PSNI to determine.
The Belfast Grand Black Chapter have also requested some technical support in the form of provision of toilets, barriers, staging etc.
Recommendation
It is recommended that Members consider the request from the City of Belfast Grand Black Chapter to use Wallace Park on Sat 26th Aug 17 and for the provision of technical support.
2. DUNDROD & DISTRICT MOTORCYCLE CLUB – LETTER OF REQUEST TO DEMOLISH UTILTY BLOCK
Correspondence has been received from the DDMC (Appendix 2 [P&A]) requesting permission, subject to funding becoming available, to permit the Club to demolish the utility block in the Pits at the Dundrod UGP circuit. The utility block which contains showers and toilets, also houses a bike inspection bay.
The Club’s intention is to replace the facility with a more modern and appealing facility on the same site. Planning permission has been applied for but as Landlord, the Council must give its permission for the existing building to be removed. The new building would then belong to the Club and the old building would be removed from the Council’s asset register.
Plans for the new facility were shown to the Members at the last meeting of the Leisure & Community Development Committee.
Recommendation
It is recommended that Members consider the letter of request from the Dundrod & District Motorcycle Club and give approval for the Club to demolish the existing utility block subject to funding by the Club to replace it under their ownership.
3. ST PATRICK’S GAA – LETTER OF REQUEST FOR FINANCIAL ASSISTANCE TOWARD PITCH IMPROVEMENT WORKS – KIRKWOODS ROAD PLAYING FIELDS
Correspondence has been received from St Patrick’s GAA (Appendix 3 [P&A]) seeking release of £25,000 funding, as previously agreed with MOD Estates and St Patrick’s GAA as part of the Armed Forces
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Community Covenant Grant Scheme, for Phase 2 of drainage works to the junior GAA pitch at Kirkwoods Road.
The former Lisburn City Council had discussed the Phase 2 Drainage Works at a meeting of the Leisure Services Committee on 3 Jul 14. Officers subsequently met with the MOD and Club in January 2015 and an application was submitted to the Armed Forces Community Covenant Grant Scheme. Following approval from the Members on 14 May 15, the Covenant was signed by the Council on 26 May 15.
It was noted at that time that the monies for improvements to the drainage of the junior pitch had not been included in the application but could be considered at a later stage once funding had been identified.
Phase 1 had seen drainage works to the large GAA pitch and was funded by the MOD (£41,500) and the Club (£8,300). The Club are now looking to progress Phase 2.
The Club has also recently been successful in an application for a £50,000 Alpha Fund grant to provide a 1.2m high fence around the full size pitch, install several pieces of outdoor gym equipment on the perimeter and add some biodiversity supporting elements to the facility.
Recommendation
It is recommended that Members consider the letter of request from St Patrick’s GAA for financial assistance amounting to £25,000 to enable the progression of drainage works to the junior pitch at Kirkwoods Road Playing Fields.
5. REQUEST FOR DELEGATED AUTHORITY
A tender to progress the entrance works at Billy Neill to make the facility and the Comber Greenway accessible 24/7 is currently awaiting returns. Completed tenders are expected back in mid-December.
As the cocktail of funders generally require the works to be completed and the funds drawn down in-year it is essential that the tender is awarded as soon as possible in the New Year. To that end, Officers are requesting that delegated authority is granted to the Leisure & Community Development Committee to enable Members to award the contract at the next available meeting on 3rd January.
Recommendation
It is recommended that Members approve the granting of delegated authority to the Leisure & Community Development Committee to enable Members to award the Billy Neill entrance works contract at the next available meeting on 3rd January.
3
ITEMS FOR NOTING
1. SMALL GRANTS PROGRAMME FOR GREENWAYS COMPETITION
Earlier this year the Department of Infrastructure launched a Small Grants Programme to assist in working up feasibility studies in order to progress possible new greenways. A Stage 1 application to progress the Carryduff Greenway has been successful in progressing to Stage 2 with the award of a £8,000 grant (Appendix 4 [P&A]).
Members are asked to note that to permit progression to Stage 2 of the process Officers on behalf of Council have signed to accept the Letter of Offer and are preparing the second Stage submission.
Recommendation
It is recommended that Members note the award of a £8,000 grant from the Department of infrastructure Small Grants Programme for Greenways in respect of the Carryduff Greenway application and that Officers on behalf of Council have signed the Letter of Offer to allow progression of the application to the next Stage.
2. BASEBALL AND SOFTBALL SUCCESS
Members will recall the official opening of the baseball diamond at Hydebank Playing Fields in May 2016 which is the home ground of Belfast Northstars Baseball Club, Ulster Buccaneers Baseball Club and the Angels Softball Club. The new facilities appear to have spurred the clubs to success this season.
Baseball has been played in Northern Ireland as an All Ireland League with Baseball Ireland (governing body) since 1997. In 2016 there were 10 teams in the B Division and for the first time and in the inaugural season at Hydebank Playing Fields, the Belfast Northstars were champions (a first in the 20 year history) and the Ulster Buccaneers 2nd overall in the North.
The Clubs plan is to expand baseball next year to have a team also entered in the A league from Northern Ireland and continue to develop the youth baseball academy.
Softball has been played in Northern Ireland as an Ulster league with the governing body Softball Ulster. In 2016 there were 7 teams and the Belfast Angels finished 5th.
As a token of appreciation, the Clubs made presentations of framed jerseys to the Chairman of Leisure & Community Development Committee and to the Mayor at a photocall on Tuesday 22nd November.
4
Recommendation
It is recommended that Members note the success of the baseball and softball clubs in the 2016 season.
R J R GILLANDERS MBE HEAD OF SERVICE (PARKS & AMENITIES) NOVEMBER 2016
5
CITY OF BELFAST GRAND BLACK CHAPTER www.belfastgbc.co.uk City Grand Registrar Christopher Cunningham Apartment 403 18 Montrose Street Belfast BT5 4HY 07894084204 [email protected] A Constituent part of the Imperial Grand Black Chapter of the British Commonwealth Registered as a Charity in Northern Ireland – Reg. No. NIC100741 Ross Gillanders MBE Head of Parks and Amenities Lisburn and Castlereagh City Council
Date: 3rd November 2016
Reference: Last Saturday Demonstration 2017
Dear Ross,
I write on behalf of the City Grand Master Rt Wor Sir Knight William Elliott PDM, Grand Officers and Sir Knights of the above City Grand Chapter to respectfully request the following to enable us to host our Demonstration in Lisburn on Saturday 26th August 2017:
1. Use of Wallace Park to assemble in and hold our Drumhead Service prior to the outward parade, also to leave instruments/banners in during the lunch break (Obviously at their own risk) and to reassemble in for the return parade. Service 11.30am, outward parade 12.15pm and return parade 4.30pm assembling from 4pm. 2. Logistical support from the Council in relation to Bins and Toilets etc.
We anticipate 2000 participants taking part in this Demonstration.
Trusting this meets with your approval and should you have any further queries please do not hesitate to contact me.
Yours fraternally and sincerely
Christopher Cunningham Wor Sir Knight Christopher Cunningham PM City Grand Registrar
City Grand Master Pro Deo, Regina Et Patria Deputy City Grand Master Rt Wor Sir Knight William Elliott For God, Queen and County
Naomh Padraig CLg
www.stpatricksgac.com
Dear Ross Gillanders,
Ref: Drainage of Small Pitch at Kirkwoods Playing Fields
As agreed at meeting with Lisburn Council and the MOD in November 2014. Council to fund drainage of the small pitch at Kirkwoods Playing Fields, Kirkwoods Road to the value of
£25,000.00 + vat
Best Regards,
St. Patricks GAC Lisburn
` APPENDIX 4 REPORT OF HoS (CC)
LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF LEISURE & COMMUNITY DEVELOPMENT COMMITTEE – TUESDAY 6 DECEMBER 2016
REPORT BY MR RYAN BLACK, HEAD OF SERVICE (CULTURAL & COMMUNITY)
Presentation;
Ballybeen Women’s Centre – 25 year Vision & Strategy
The following decisions are required:
To consider and agree revisions to the Arts Grants Scheme
The following items are for noting: Funding awards under the Arts Grant aid scheme. Minutes of the Meeting of Lisburn & Castlereagh Peace Partnership held on 2nd September 2016 Correspondence from the Education Authority in relation to a Strategic Review of Nursery Provision in Special Schools.
PRESENTATION ITEMS
1. BALLYBEEN WOMENS` CENTRE – 25 YEAR VISION & STRATGEY
As agreed at the L&CD meeting in November 2016, representatives from Ballybeen Womens` Centre will be in attendance to make a presentation to the Committee providing an update on their vision and strategy for the next 25 years and the proposals for the development of a ‘fit for purpose’ centre within the Ballybeen area.
Recommendation Members are asked to note the content of the presentation from Ballybeen Women’s Centre
ITEMS FOR DECISION
2. REVIEW OF ARTS GRANT AID SCHEME
Members are advised that a report and recommendations in regard to the above will be circulated under separate cover in advance of the meeting.
Recommendation It is recommended Members consider the report and recommendations in regard to revisions to the Arts Grant Scheme which will be circulated under separate cover in advance of the meeting.
ITEM FOR NOTING
3. ARTS GRANT SCHEME FUNDING AWARDS
` APPENDIX 4 REPORT OF HoS (CC)
The Arts Grants Scheme administered by the Arts Service is designed to provide direct grant aid to both individual artists and arts organisations to support a range of their endeavours. It is Lisburn & Castlereagh City Council’s intention that support is given to a broad range of artistic disciplines.
The strategic objectives of Lisburn & Castlereagh City Council in supporting arts organisations through the Arts Grant Scheme are:
To improve access to the arts. To encourage a lively relationship between the arts and those who live in, work in and visit the Lisburn & Castlereagh City Council area. To promote awareness of, appreciation of, and participation in the arts throughout the community. To support and encourage best practice in the arts. To contribute to the economic, social and cultural development of the Lisburn & Castlereagh City Council area. To enhance the image of the Lisburn & Castlereagh City Council area.
The strategic objectives of Lisburn & Castlereagh City Council in supporting individuals through the Arts Grant Scheme are to fund:
Activities with a long-term impact for arts development of individuals. Activities that will encourage an increase in the number of creative and performing artists in or from the Council area. Activities that demonstrate equal opportunity for all sections of the community from the Lisburn & Castlereagh City Council area that are non-party political and non-sectarian. Activities that are new and innovative and could not take place without funding from Lisburn & Castlereagh City Council. Activities that actively seek to achieve improvements in administration and marketing. Activities that offer value for money in relation to the activity involved.
Members are advised that £22,500 was allocated to the scheme and applicants could apply for up to £3,000 of grant aid. At the closing date (30 September 2016) a total of 15 completed applications were received. 8 were from arts organisations and 7 were from individual artists. The total amount of money applied for was £27,981. An assessment panel, made up of Council Officers, initially checked applications for eligibility and then assessed all applications against the scoring criteria. Applying a scoring formula where a monetary amount was allocated per percent achieved the following amounts are recommended: Arts Organisations
Name of Organisation Amount Awarded £
Lisnagarvey Operatic and Dramatic Society 1, 799.94 ` APPENDIX 4 REPORT OF HoS (CC)
Ballyoran Community & Arts Group 2, 018.85
Glencare Community Group 972.94
Fusion Theatre 1,994.52
Community Circus Lisburn 2, 237.76
Lisnagarvey Arts Society 500.00
Felt Makers North 1, 216.00
Lagan Valley Patchwork Guild 510.00
Individual Artists
Name of Artist Amount Awarded £
Dominic Yu 1,348.87
Sally Young 2,750.00
Hannah Joy Patterson 1, 736.14
Jason Clarke 1,337.00
Colin Sloan 1,160.66
Amanda Kirkpatrick 1,192.02
Clinton Kirkpatrick 1,725.31
In accordance with the Council’s Scheme of Delegation, the Head of Cultural and Community Services has accepted the recommendations from the Arts Grants Panel and award letters will be issued accordingly. Recommendation
Members are asked to note the funding awards under the Arts Grant Aid scheme.
4. MINUTES OF THE MEETING OF THE LISBURN & CASTLEREAGH PEACE IV PARTNERSHIP HELD ON 2nd SEPTEMBER 2016
Attached at Appendix 1 [C& CS] for the information of Members is a copy of the Minutes of the above meeting.
Recommendation It is recommended Members note the above Minutes
5. STRATEGIC REVIEW OF NURSERY PROVISION IN SPECIAL SCHOOLS
Attached at Appendix 2 [C&CS] for Members information is correspondence received from the Education Authority in relation to a strategic review of nursery ` APPENDIX 4 REPORT OF HoS (CC)
provision in special schools. Members will note that the EA are planning on hosting public engagement sessions, to inform the strategy, from January 2017.
Recommendation
Members are asked to note the correspondence from the Education Authority.
Ryan Black Head of Cultural and Community Services
LCCC Peace IV Interim Partnership
Minutes of the proceedings of the LCCC PEACE IV Partnership held in the Chestnut Room, Lagan Valley Island, Friday 2nd September 2016 at 2pm
1. Attendance:
Partnership:
Cllr Jonathan Craig DUP Cllr Uel Mackin DUP Cllr Rhoda Walker DUP Cllr Alexander Redpath UUP Ald Stephen Martin APNI Mabel Scullion Early Intervention Lisburn Adrian Bird Resurgam Trust Patricia Lewsley-Mooney TWN Pauline McMullan Lisburn YMCA Peter Crory Lagan Valley Vineyard Kathryn Millar LCCC Community Trust Diane Ewart TADA Rural Network John McMaster NIHE Angela McCann PCSP Ralston Perera SEHT
Secretariat: Niamh O’Carolan Peace Programme Manager
Other Therese Hogg Blu Zebra Ltd
Apologies by email Cllr Ben Mallon DUP Ald Geraldine Rice APNI Jim Rose Director Leisure & Community Services 2. Introductions Niamh welcomed everyone to the meeting, apologised for the short notice of the meeting and for the late delivery of the Peace IV summary document. She asked members to introduce themselves, stating which party or organisation they were representing.
3. Election of interim Chair and Vice Chair Niamh explained that an interim Chair and Vice Chair needed to be appointed for the Partnership and asked for proposals for the position of Chair.
Cllr Jonathon Craig was proposed by Cllr Mackle and Seconded by Ald Martin. There were no other nominees. Resolved: Cllr Craig elected as Chair to the Interim Peace Partnership.
Cllr Craig then asked for proposals for the position of Interim Vice-Chair. Ald Martin was proposed by Cllr Walker and seconded by Cllr Craig. There were no other nominees. Resolved: Ald Martin elected as Vice-Chair to the Interim Peace Partnership.
4. Peace IV Update Niamh set the context for Peace IV, outlining the timeframe, consultations completed to date, implications of Brexit and informed the members of the new deadline for submission of the Peace application as 14th September, set by SEUPB to accommodate the Autumn statement (in late November). She explained that this had put added pressure on staff to get the Peace application finished and submitted on time.
5. Summary of Peace IV Programmes Niamh invited members to review the document entitled Draft Peace IV Summary Plan. Along with the Blu Zebra consultant, Therese Hogg, Niamh systemically went through the proposed programmes (13 in total) under the 3 themes of Children & Young People, Shared Space & Services and Building Positive Relations and invited feedback and comments from the members. Lengthy discussions ensued about the outlined content of the programmes. Members made suggestions on the summary plan and agreed, given the short turnaround time, that if there was any further feedback on the content presented, to email Niamh by Wednesday 7th September. Peter Crory requested that the list be updated with outcomes attached to each programme. Members agreed to endorse the Peace IV plan based on the programmes presented and subsequent input and feedback.
6. Any Other Business None
7. Date of Next Meeting TBA
The meeting closed at 4.40pm
LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF LEISURE & COMMUNITY DEVELOPMENT COMMITTEE TUESDAY 6th DECEMBER 2016
REPORT BY HEAD OF SERVICE (SPORTS SERVICES)
PURPOSE AND BACKGROUND
The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the Council.
The following items are for decision:
1. Lisnagarvey Hockey Club – Request for Final Assistance to support Participation in the European Hockey League Finals in Eindhoven, Holland, a Easter 2017 2. Members Request – Complimentary Passes as Charitable Donation
The following items are for noting:
1. Disability Friendly/Autism Friendly Leisure Pool Swim Sessions – Lagan Valley LeisurePlex 2. Sports Services Financial Performance April – October 2016
ITEMS FOR DECISION: -
1. LISNAGARVEY HOCKEY CLUB – REQUEST FOR FINANCIAL ASSISTANCE TO ATTEND EUROPEAN HOCKEY LEAGUE FINALS IN EINDHOVEN, HOLLAND EASTER 2017
Attached at Appendix (1SS) is a letter recently received by both The Right Worshipful The Mayor, and the Chair of Leisure & Community Development Committee from Lisnagarvey Hockey Club. The letter outlines the achievement of the Club in qualifying for the European Hockey League Finals and the costs to be incurred by the Club in competing which are likely to be in the region of £20,000. The Club also highlight that they previously received financial assistance in 2012 from former Lisburn City Council to attend the European Hockey League final in Amsterdam when they also welcomed a number of Councillors as part of their official party.
I can confirm that in 2012 Lisburn City Council provided financial Support in the sum of £2,000, with both the Chair and Vice Chair of Leisure Services attending as Council representatives.
Recommendation
It is recommended Members consider providing financial assistance in the sum of £3,000 to Lisnagarvey Hockey Club to support the Club`s participation in the European Hockey League Finals in Eindhoven, Holland, and that Members consider Council representation at the event.
2. MEMBERS REQUESTS - COMPLIMENTARY PASSES AS CHARITABLE DONATIONS
Historically both predecessor Councils issued “complimentary tickets/passes” within key leisure facilities as a means of recompensing customers for occasional service breakdowns. A record of the distribution of these was maintained. Additionally “complimentary tickets/passes” have also been utilised within key facilities as a promotional tool. For example as prizes in “in house” competitions. A record of all such requests was maintained. Similarly “complimentary tickets/passes” were made available from time to time when local voluntary & community organisations, including school PTA`s approached the Council requesting prizes for fundraising ballots/events. Use of such tickets/passes was time limited by the use of an expiry date. A record of the distribution of all such “tickets/passes” was maintained. These arrangements have to date continued into the new Council. Recommendation It is recommended this approach be formally ratified as a policy by Council through the Leisure & Community Development Committee.
ITEMS FOR NOTING: -
1. DISABILITY FRIENDLY/AUTISM FRIENDLY LEISURE POOL SWIM SESSIONS – LAGAN VALLEY LEISUREPLEX
As Members will be aware over the past number of months Lisburn & Castlereagh City Council has piloted a number of Autism friendly leisure pool sessions in partnership with Autism NI and Disability friendly sessions through a local ‘Community of Interest’.
The sessions have taken place on a Tuesday evening and initial feedback has been universally positive from both participants and parents/carers with the desire for ongoing sessions frequently mentioned. The sessions have been programmed to take place on a Tuesday evening as the main pool is closed to the public thus allowing easier access to changing and overall the building is relatively quiet.
It is not satisfactory from a customer’s perspective to have the Leisure Pool open to the public on a Tuesday evening one week but closed the next so it is proposed that post Christmas/New Year holidays the leisure pool is closed to the general public on a Tuesday evening with disability/autism sessions rotating on a weekly basis 6pm to 7.30pm (although session times will change during peak hours operation).
Bookings will continue to be made on line, with Buddy Card holders receiving free entry for a parent/carer. Autism NI will continue to partner the Council offering advice and support but the Autism sessions will be open to everyone with Autism and not just Autism NI members. The first session will take place on Tuesday 10th January 2017 and will be a disability friendly session.
It is planned the sessions will initially take place to Easter 2017 and will be reviewed dependant on numbers taking part and customer feedback, although if numbers are low on an ongoing basis an interim review will take place.
It is worth noting that as awareness of the sessions increases certain issues, especially in relation to disabled changing may become challenging but operational staff will take all reasonable steps to ensure as many customers as possible can access the activities. Centre staff will continue to play a vital role in the overall success of the sessions.
Recommendation
It is recommended Members note the proposed arrangements for the ongoing Autism and Disability friendly sessions.
2. SPORTS SERVICES FINANCIAL PERFORMANCE APRIL – OCTOBER 2016
Attached for Members information at Appendix (2SS) is a breakdown of financial performance across the main expenditure and income cost centres across Sports Services. Members will note that the Service continues to be delivered in a prudent manner with overall income encouraging.
I will be happy to provide clarification on any issues arising to Members at the December Committee meeting.
Recommendation
It is recommended Members note the financial performance of Sports across its main expenditure and income cost centres.
Brendan Courtney Head of Sports Services
1 December 2016
SPORTS SERVICES UNIT Appendix 2 (A)
Summary of Main Cost Drivers - Apr-Oct 2016
Leisure Plex YTD Budget YTD Actual Variance Salaries/Wages 1,051,894 1,098,203 46,309 Energy Costs 225,576 189,123 - 36,453 Water 65,000 63,588 - 1,412 Maintenance Costs 236,084 255,696 19,612 Marketing Costs 28,220 24,359 - 3,861
Dundonald International Ice Bowl YTD Budget YTD Actual Variance Salaries/Wages 908,895 834,937 - 73,958 Energy Costs 121,493 97,641 - 23,852 Water 12,000 11,401 - 599 Maintenance Costs 84,621 67,319 - 17,302 Marketing Costs 33,718 23,802 - 9,916
Lough Moss YTD Budget YTD Actual Variance Salaries/Wages 234,629 195,354 - 39,275 Energy Costs 19,905 15,948 - 3,957 Water 4,000 2,778 - 1,222 Maintenance Costs 27,326 28,463 1,137 Marketing Costs 4,333 3,006 - 1,327
Activity Centres YTD Budget YTD Actual Variance Salaries/Wages 273,634 284,727 11,093 Energy Costs 15,656 10,256 - 5,400 Water 1,175 915 - 260 Maintenance Costs 14,562 12,619 - 1,943 Marketing Costs 4,208 3,220 - 988
Golf Courses YTD Budget YTD Actual Variance Salaries/Wages 102,997 89,836 - 13,161 Energy Costs 18,361 13,946 - 4,415 Maintenance Costs 11,037 8,151 - 2,886 Marketing Costs 13,983 10,447 - 3,536 Sports Services Summary YTD Budget YTD Actual Variance Total Sports Services Expenditure 4,633,461 4,408,972 - 224,489
% of YTD Total Expenditure for Sports Services YTD Budget YTD Actual Variance Actual Spend Salaries/Wages 2,730,645 2,652,687 - 77,958 60% Energy Costs 405,291 328,809 - 76,482 7% Water 93,212 86,833 - 6,379 2% Maintenance Costs 376,576 374,544 - 2,032 8% Marketing Costs 70,479 54,387 - 16,092 1% Income - Sports Services Appendix 2 (B) Period: April-October 2016
2016/2017 against Budget Comparison with Previous Years Actuals Facility YTD Budget YTD Actual Variance YTD 15/16 YTD 16/17 Variance Leisure Plex - 1,245,921 - 1,624,016 - 378,095 - 1,418,388 - 1,624,016 - 205,628 DIIB - 1,077,793 - 1,150,581 - 72,788 - 1,147,882 - 1,150,581 - 2,699 Glenmore Activity Centre - 50,331 - 39,992 10,339 - 36,481 - 39,992 - 3,511 Grove Activity Centre - 36,408 - 29,948 6,460 - 28,893 - 29,948 - 1,055 Kilmakee Activity Centre - 27,964 - 22,342 5,622 - 19,560 - 22,342 - 2,782 Lough Moss - 183,133 - 167,471 15,662 - 163,245 - 167,471 - 4,226 Aberdelghy Golf Course - 127,816 - 98,751 29,065 - 125,714 - 98,751 26,963 Castlereagh Hills Golf Course - 186,126 - 219,987 - 33,861 - 193,640 - 219,987 - 26,347 Total Facility Income - 2,935,492 - 3,353,088 - 417,596 - 3,133,803 - 3,353,088 - 219,285