LISBURN & CASTLEREAGH CITY COUNCIL

Island Civic Centre The Island Lisburn BT27 4RL

21 June, 2018

TO: The Right Worshipful the Mayor, Aldermen & Councillors of Lisburn & Castlereagh City Council

The monthly meeting of Lisburn & Castlereagh City Council will be held in the Council Chamber, Island Civic Centre, The Island, Lisburn, BT27 4RL, on Tuesday, 26 June, 2018 at 7.00 pm for the transaction of the business on the undernoted Agenda.

You are requested to attend.

Food will be available in Lighters Restaurant from 5.30 pm.

DR THERESA DONALDSON Chief Executive Lisburn & Castlereagh City Council

AGENDA

1 BUSINESS OF THE RIGHT WORSHIPFUL THE MAYOR

2 APOLOGIES

3 DECLARATION OF MEMBERS’ INTERESTS; (i) Conflict of interest on any matter before the meeting (Members to confirm the specific item) (ii) Pecuniary and non-pecuniary interest (Member to complete the Disclosure of Interest form)

4 COUNCIL MINUTES - Meeting of Council held on 22 May 2018 - Special Meeting of Council held on 29 May 2018 - Annual Meeting of Council held on 8 June 2018

5 MATTERS ARISING

6 DEPUTATIONS

To receive officials from Cancer Fund for Children in order to present to the Council on the work of the Mayoral Charity 2018/2019 – Cancer Fund for Children (7.00 pm).

7 BUSINESS REQUIRED BY STATUTE (i) Signing of Legal Documents

• Lisburn and Castlereagh City Council with Ballymacash Sports Academy Limited of Rushmore Drive, Lisburn – Lease of land at Rushmore Drive, Lisburn

• Lisburn and Castlereagh City Council and Lisburn Commerce Against Crime Limited t/a City Centre Watch Lisburn – Memorandum of Understanding for CCTV Monitoring of Lisburn and Castlereagh City Council’s CCTV system/s at Lagan Valley Island, Wallace Park, Castle Gardens, Lagan Valley LeisurePlex, Moira Demesne and public space cameras in Lisburn, Hillsborough and Moira

• Lisburn and Castlereagh City Council with Northern Ireland Water Limited of Westland House, Old Westland Road, Belfast, NT14 6TE – Licence Agreement in respect of works at car park, Antrim Street, Lisburn and Lease of land

• Lisburn and Castlereagh City Council with Perfect Circle JV Limited of Halford House, Charles Street, Leicester, LE1 1HA – Delivery Agreement (Part B) and Warranty for the appointment of Consultants for the Lagan Valley Island Space Planning refurbishment work

• Lisburn and Castlereagh City Council with A.A.E.S Ireland Limited of 16 Chasewood Close, Long Lane, Portadown, BT63 5TY - Contract Agreement and Bond for repairs to Wedding Terrace existing flat roof

• Lisburn and Castlereagh City Council with Clip n Climb Dundonald Limited (previously Clip N Climb (NI) Limited) of Dundonald International Ice Bowl, 111 Old Dundonald Road, Dundonald, Belfast, BT16 1XT – Lease by way of renewal of existing Lease for part of ground floor of Dundonald International Ice Bowl, Dundonald

8 ADOPTION OF MINUTES OF COMMITTEES

Leisure & Community Development Committee 5 June 2018 Environmental Services Committee 6 June 2018 Development Committee 6 June 2018 Corporate Services Committee 12 June 2018 Governance & Audit Committee 12 June 2018 Special Development Committee 13 June 2018 Special Corporate Services Committee 21 June 2018

Planning Committee (For Noting) 14 May 2018

9 REPORT FROM CHIEF EXECUTIVE

Items for Decision 1. Belfast Region City Deal – Letter of Support for 5G Bid 2. Department for Infrastructure 2.1 Proposed Traffic Calming Scheme Harmony Hill, Lisburn 2.2 Propose Traffic Calming Scheme on Low Road & Grand Road, Lisburn Items for Noting 3. Knockmore M1 Link Road 4. Update Action Plan regarding Carryduff/Saintfield Road Infrastructure Issues 5. Road Closure Orders 6. Secondary School Places 7. Letter from the Chief Executive of Health & Social Care Board re New Clinical Lead – Myalgic Encephalomyelitis and Chronic Fatigue Syndrome (ME/CFS) 8. Resignation of Councillor C Robb 9. Launch of Online Registration by the Electoral Office for Northern Ireland 10. Personal and Public Involvement Annual Report 2017/2018 11. “Ulster in Bloom” at the 2018 Balmoral Show 12. Ulster University Annual Review for 2016/2017

10 REPORTS OF MEMBERS ON BOARDS (None) 11 REPORTS ON DECISIONS SUBJECT TO THE RECONSIDERATION PROCEDURE (None)

12 NOTICE OF MOTION (None)

13 CONFIDENTIAL BUSINESS

Report by the Chief Executive in connection with:

Items for Decision

1. Efficiency Review Steering Group Outcomes 1.1 Summary of Main Issues 1.2 Structures 1.3 Outline Approach to Phase 3 (Confidential for reason of information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council).

2. Fixed Term Contracts (Confidential for reason of information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council).

3. Brokerstown Road (LD1) Steering Group Meeting (Confidential due to containing information relating to the financial or business affairs of any particular person (including the Council holding that information))

4. Belfast Region City Deal Progress Update and Planned Way Forward (Confidential due to containing information relating to the financial or business affairs of any particular person (including the Council holding that information))

5. Regional Review of Chief Executives’ Pay and Conditions (Confidential for reason

of information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council).

Item for Noting

6. Access and Land Rights Between Dundonald Leisurepark and the Comber Greenway (Confidential due to containing information relating to the financial or business affairs of any particular person (including the Council holding that information))

Members are requested to go to the Confidential folder on SharePoint

14. ANY OTHER BUSINESS

MM 22.05.2018 LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Monthly Meeting of Council held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 22 May, 2018 at 7:00 pm

PRESENT: The Right Worshipful the Mayor Councillor T Morrow

Deputy Mayor Councillor H Legge

Aldermen W J Dillon MBE, D Drysdale, A G Ewart MBE, M Henderson MBE, T Jeffers, W A Leathem, S Martin, S P Porter, G Rice MBE and J Tinsley

Councillors N Anderson, J Baird, R T Beckett, B Bloomfield MBE, S Carson, D J Craig, A P Ewing, J Gallen, O Gawith, A Givan, J Gray MBE, A Grehan, B Hanvey, V Kamble, J McCarthy, A McIntyre, U Mackin, B Mallon, T Mitchell, J Palmer, L Poots, A Redpath, S Skillen, N Trimble and R Walker

IN ATTENDANCE: Lisburn & Castlereagh City Council

Chief Executive Director of Environmental Services Director of Leisure and Community Wellbeing Director of Service Transformation Head of Marketing and Communications (Ms A Goddard) Acting Head of Human Resources & Organisation Development Member Services Officer Attendance Clerk

Commencement of the Meeting

At the commencement of the meeting, The Right Worshipful the Mayor, Councillor T Morrow, welcomed those present to the meeting, following which the Chief Executive outlined the evacuation procedures in the case of an emergency.

Councillor Morrow requested that all mobile phones be switched off or put on silent for the duration of the meeting.

Prayers

Councillors N Anderson and L Poots arrived to the meeting during this item of business (7.02 pm).

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MM 22.05.2018 Prayers (Contd)

The Right Worshipful the Mayor, Councillor T Morrow, expressed condolences in respect of the recent death of:

• Mrs Joyce O’Hara, mother of Ms Elaine White, employee in Central Support Services; and • Mr William John Curry, father of Mrs R Wilson, employee in Central Support Services.

The Right Worshipful the Mayor, Councillor T Morrow, welcomed Rev H Gilpin, Moira Presbyterian Church, to the meeting. Rev Gilpin provided some background to his Church and said a prayer, during which he too remembered the bereaved families referred to by the Mayor.

The Right Worshipful the Mayor, Councillor T Morrow, thanked Rev Gilpin for his attendance.

1. Business of The Right Worshipful the Mayor

The Right Worshipful the Mayor, Councillor T Morrow, outlined the engagements he had attended during the month as follows:

− the Mayoress, together with the Deputy Mayor, Councillor H Legge, had attended the Ladies Vintage Tea Evening at Café Vie-Ryn; − Creating Connections Social Media and Networking Event; − Google Digital Garage Event; − Visit to Cancer Focus Shop, which was a Business in the Community initiative; − Opening of the Institute of Clerks of Works and Construction Inspectorate conference at La Mon Hotel; − Dedication Launch of the new Phantom at the Ulster Aviation Society; − St Joseph’s Gaelic Athletic Club Event, monies raised at which had been donated to the Mayor’s Charities; − Visit to Largymore Primary School; − Tenx9 Storytelling Event for the Mayor’s Charities in Lighters Restaurant; − Reception for Syrian families who had come to this area over the last number of years; − Tractor Run and Barbeque in aid of cystic fibrosis; − Lisburn Junior League Cup Finals at Lagan Valley LeisurePlex; − Phoenix Cycle Club Charity Cycle in which The Right Worshipful the Mayor, the Mayoress and the Mayor’s Driver, Mr G McCartney, had participated. This event had raised in excess of £3,000 for the Mayor’s Charities; − Photoshoot for hand-over of money raised for Air Ambulance Northern Ireland at a recent Thanksgiving Service for Emergency Services at Christ Church; − Photoshoot with the Northern Ireland Italian Motor Club; − AGM of the Thursday Club; − Production of Aladin by St Joseph’s Primary School; − Re-opening Service at Saintfield Road Presbyterian Church following a fire; 508

MM 22.05.2018 1. Business of The Right Worshipful the Mayor (Contd)

− Mayor’s Carnival Parade & Family Fun Day, which had been a huge success with a record number of people in attendance a record amount of money raised for the Mayor’s Charities. The Right Worshipful the Mayor thanked staff in the Leisure and Community Wellbeing Department, the Environmental Services Department and the Mayor’s Office for their involvement in organising this event; − Induction of new Pastor at Dundonald Elim Church; − Charity Cycle organised by Dromara Cycle Club, all monies raised at which were donated to the Mayor’s Charities; − Annual 5k Run at Ballybeen which The Right Worshipful the Mayor had started and which had also been attended by the Deputy Mayor; − Reception for Lisburn Interchurch Sunday School, organised by Councillor A Redpath; − Balmoral Show, at which The Right Worshipful the Mayor had attended several events, such as meeting the VIP The Princess Royal, the C.A.R.A.S. Awards Ceremony, RUAS President’s lunch, official launch of the Lisburn & Castlereagh City Council Marquee and a drinks reception at the McDonald’s Marquee. The Right Worshipful the Mayor thanked all the businesses that had attended and for which the Show had been very successful; − Opening of Lisnagarvey Art Exhibition; − Presentation of prizes for Parkview Special School Football Tournament; − Royal Wedding Party at Carryduff Play Care Centre; − Primary School Swimming Gala Awards at Lagan Valley LeisurePlex; − Boys’ Brigade Presentation Ceremony in Ballymena, at which the special guest was Jacob Stockdale; − Minis in the City Annual Show in Wallace Park; − Reception for Mr Bill Foster and his family. Mr Foster was a blind person who had cycled the length of Ireland, ran marathons and half marathons and taught Braille on a voluntary basis every week in Londonderry. It had been a privilege to host a reception to recognise Mr Foster’s service to his community; and − Charity event at C D Fair Dental Practice.

The Right Worshipful the Mayor, Councillor T Morrow, expressed his appreciation to the Deputy Mayor, Councillor H Legge, for having attended a number of events on his behalf during the last month, as follows:

− Lisburn Rugby Football Club Annual Dinner; − Opening of East Belfast Mission Shop; − Lisnagarvey Hockey Club Lunch, which was after the final match of the year; − St George’s Day Parade by Lisburn and District Scouts Group at Hillsborough; − Community Arts Exhibition at Island Arts Centre; − Reception for Dundonald Ladies Group; − Girl’s Brigade Queen’s Award Presentation Ceremony at Friends’ School; − Reception for Dundonald High School Prefects Group; − Parkview Special School Football Tournament;

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MM 22.05.2018 1. Business of The Right Worshipful the Mayor (Contd)

− Official Launch of the Lisburn & Castlereagh City Council Marquee at the Balmoral Show; − Reception for Commonwealth Local Members at Lagan Valley Island; − Royal Wedding celebration events: Street Party at Resurgam Trust, Wedding Party at Derriaghy Orange Hall and Hillsborough Old Guard Wedding Celebrations; and − Official Opening of Drumbo and District Men’s Shed in Drumbo.

At this stage, The Right Worshipful the Mayor, Councillor T Morrow, took the opportunity to thank a number of people for the help and assistance they had provided to him during his term in office. Firstly, he thanked the Chief Executive, Mrs T Donaldson, for keeping him right throughout year. He stated that Mrs Donaldson was particularly strong in the area of networking and was an example to everyone of how to engage with people to try to get business coming to Lisburn. Councillor Morrow thanked the Directors and the Chairmen of the Council Committees for their support, as well as staff in the Marketing and Communications Unit. He extended a special thanks to the Head of Central Support Services and the team in the Mayor’s Office, including the Mayor’s drivers, who put in an enormous amount of work. The Right Worshipful the Mayor thanked his Deputy, Councillor H Legge, and stated that they had struck up a very good friendship working together over the last year. He thanked his Alliance Party colleagues for having nominated him to the position of Mayor and his Elected Member colleagues from all Parties for making his role such easy one by their dignified behaviour. Lastly, Councillor Morrow thanked his wife and family for their support.

2. Apologies

It was agreed to accept apologies for non-attendance at the meeting on behalf of Councillors A Girvin, C Robb and M Tolerton.

3. Declarations of Interest

There were no declarations of interest made at this point. However, during the meeting the following declarations were made:

• Councillor A Redpath declared an interest in item 9.8, MoD Housing – Mountview Drive and Skyline Drive, Lisburn, as he had recently joined the Management Committee of the Lambeg Project (which was the formal name of the Base Community Centre); • Alderman W J Dillon declared an interest in item 13.3, Down Royal Racecourse Site, as he was a member of the Down Royal Racecourse; and • Councillor D J Craig declared an interest in item 14.2, Secondary School Places, in light of him being a Board Member of the Education Authority.

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MM 22.05.2018 3. Declarations of Interest (Contd)

Following the meeting, Alderman S Martin submitted a declaration of interest form in respect of item 4.13 of the Corporate Services Committee minutes of 8 May, 2018, Contract for the Provision of Legal Services, as he was a former employee of one of the tendering companies.

4. Council Minutes

It was proposed by Alderman A G Ewart, seconded by Councillor A Redpath and agreed that the minutes of the meeting of Council held on 24 April, 2018 be confirmed and signed.

5. Matters Arising

There were no matters arising.

6. Deputations

There were no deputations.

7. Business Required by Statute

(i) Signing of Legal Documents

On a proposal by Alderman W J Dillon, seconded by Alderman M Henderson, it was agreed that the following legal documents be signed at the meeting:

• Lisburn and Castlereagh City Council and Northern Ireland Local Government Association (NILGA) of Bradford Court, Upper Galwally, Belfast, BT8 6RB – Deed of Variation of Lease in respect of additional office space at Bradford Court, Belfast; • Lisburn and Castlereagh City Council and Rolston Architects of 49 Lisleen Road, Belfast, BT5 7SU – Contract for Sports Pitches Design Consultant; • Lagan Valley Regional Park Limited of Lagan Valley Regional Park Limited, 3 Lock Keeper’s Lane, Milltown Road, Belfast, BT8 7XT and Lisburn and Castlereagh City Council – Service Level Agreement; and • Lisburn and Castlereagh City Council and Joseph McGeehan, Edel McGeehan and Sean Rainey as Trustees of Santos Football Club of 7 Old Saintfield Road, Carryduff, Belfast. BT8 8EY – Lease of the Scout Field at 698 Saintfield Road, Carryduff, BT8 8BU

8. Adoption of Minutes of Committees

It was agreed that the minutes and recommendations of the undernoted meetings be adopted, subject to any changes recorded below:

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MM 22.05.2018 8. Adoption of Minutes of Committees (Contd)

Leisure and Community Development Committee 1 May 2018 Proposed by Alderman J Tinsley Seconded by Councillor R Walker

Royal Wedding Celebration Community Grant Fund

The Chairman of the Leisure and Community Development Committee, Alderman J Tinsley, referred to grants that had been awarded through the above Fund and stated that the awards had been well-received throughout the City area, with many events having taken place to celebrate the Royal Wedding.

Page 427, Item 9.3 Newtownbreda Baptist Church Event

At the request of Councillor N Anderson, it was agreed that references to Newtownbreda Baptist Church be amended to Newtownbreda Community Association.

Environmental Services Committee 2 May 2018 Proposed by Alderman T Jeffers Seconded by Councillor J Gray

Rev H Gilpin left the meeting at this point (7.23 pm).

Development Committee 2 May 2018 Proposed by Alderman A G Ewart Seconded by Councillor A P Ewing

Special Governance and Audit Committee 3 May 2018 Proposed by Councillor A Grehan Seconded by Councillor J Baird

Corporate Services Committee 8 May 2018 Proposed by Councillor S Carson Seconded by Councillor B Hanvey

Capital Projects Committee 10 May 2018 Proposed by Alderman D Drysdale Seconded by Alderman W J Dillon

Special Corporate Services Committee 17 May 2018 Proposed by Councillor S Carson Seconded by Alderman A G Ewart

Page 503, Item 4.1 Chief Executive Recruitment

The Chairman of the Corporate Services Committee, Councillor S Carson, advised that a report on the above matter would be considered “in committee” later in the meeting. 512

MM 22.05.2018 8. Adoption of Minutes of Committees (Contd)

For Noting

Planning Committee 9 April 2018

The minutes of the Planning Committee meeting of 10 April, 2018 had been circulated for noting only as these minutes had been agreed at the subsequent meeting of the Planning Committee on 14 May, 2018. It was proposed by Councillor L Poots, seconded by Councillor N Trimble and agreed that their contents be noted.

9. Report from Chief Executive

It was proposed by Councillor D J Craig, seconded by Alderman M Henderson and agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.

Items for Decision

9.1 Letter from the Northern Ireland Commissioner for Children and Young People

Members were provided with a copy of a letter dated 4 May, 2018 from the Northern Ireland Commissioner for Children and Young People requesting that the Council consider providing funding for bereaved families in the Council area for the cost of burials or cremations of their children. It was agreed that this correspondence would be considered later in the meeting, within the context of the Notice of Motion regarding the waiving of charges and costs relating to funeral services for children up to the age of 18.

9.2 Wallace Park: Application to Host a Major Event – Request for Delegated Authority

Members were advised of recent receipt of an application from a third party requesting to hire facilities within Wallace Park later this year to host a major event. The organisers had indicated that a minimum of 12 weeks were required to organise the event and advised that, to meet the proposed date of the event, would require a decision on behalf of Council in early June. In view of this, it was proposed by Alderman J Tinsley, seconded by Alderman M Henderson and agreed that delegated authority be granted to the Leisure and Community Development Committee, at its meeting to be held on 5 June, 2018, to consider this request and an associated report from Council Officers.

9.3 Bells Lane Allotments: Improvement Scheme – Request for Delegated Authority

Members were reminded that, at a meeting of the Environmental Services Committee held on 6 September, 2017, consideration had been given to the Council’s allotments at Bells Lane, Lambeg, and the potential for improvements. It had been agreed that Officers should work up a scheme for detailed consideration. 513

MM 22.05.2018 9.3 Bells Lane Allotments: Improvement Scheme – Request for Delegated Authority (Contd)

Responsibility for the Council allotments had moved in November 2017 from the Environmental Services Committee to the Leisure and Community Development Committee as part of the transfer of the Grounds Maintenance service and function.

The Chief Executive reported that, following discussion with the PHA, an offer of grant funding had been received; however, the window of opportunity to avail of this was limited. To facilitate potential implementation of a scheme to avail of the grant opportunity, it was proposed by Alderman J Tinsley, seconded by Councillor J McCarthy and agreed that delegated authority be granted to the Leisure and Community Development Committee, at its meeting to be held on 5 June, 2018, to consider the Bells Lane Allotments Improvement Scheme and associated grant offer.

9.4 Agenda and Reports for Corporate Services Committee and Governance and Audit Committee – 12 June, 2018

Members were advised that, in accordance with Standing Orders, the agenda and reports for the Corporate Services Committee and Governance and Audit Committee were due to be made available on SharePoint on Thursday, 7 June, 2018, which was prior to the Annual Meeting of Council.

As there would be a new Chairman, Vice-Chairman and Committee Members appointed at the Annual Meeting in respect of these Committees, it was proposed by Councillor J Baird, seconded by the Deputy Mayor, Councillor H Legge, and agreed that both the existing and newly-appointed Members be invited to attend both meetings.

Items for Noting

9.5 Hope for ME & Fibromyalgia

Members were reminded that, following a meeting of Council in March 2018, a letter had been sent to the Head of the Northern Ireland Civil Service raising concerns that it was the only Civil Service in the UK that had not implemented the UK Government’s Improving Lives Strategy to get, and keep, disabled people in work. Members were provided with, and noted the contents of, a copy of a letter of response from the Head of the Civil Service dated 2 May, 2018.

9.6 Participation with Children and Young People – Advice to Public Bodies

Members were provided with, and noted the contents of, a copy of a letter dated 9 May, 2018 from the Northern Ireland Commissioner for Children and Young People, together with the above publication, which provided advice and information on matters concerning the rights or best wishes of children and young persons.

514

MM 22.05.2018 9.7 Department for Communities: Letter of Offer in Regard to Community Festivals Fund 2018

Members were provided with, and noted the contents of, a copy of a Letter of Offer dated 8 May, 2018 from the Department for Communities confirming the award of funding in the sum of £26,700 to the Council under the Department’s Community Festivals Fund Grant Award Scheme 2018/19. Given timescales, this Letter of Offer had been accepted by the Chief Executive on behalf of the Council to allow awards previously agreed by the Leisure and Community Development Committee and Council to be processed and made to successful applicants in advance of the summer festival period.

Members were reminded that the Council, under the terms of the Community Festivals Fund scheme, was required to match-fund the award in the same amount and, to this end, it was confirmed that provision of £28,500 had been made in the Council’s financial estimates for 2018/19.

Members further noted that the sum offered this year by the Department represented a reduction of £1,800 on the previous year’s award.

Whilst welcoming the Letter of Offer from the Department for Communities, Alderman W A Leathem expressed concern that this had not been received earlier in the year. He proposed that a letter be sent to the Department acknowledging and welcoming the Letter of Offer but, from a governance point of view, asking that this be issued earlier in future in order that awards could be made to community groups in advance of the summer festival period. This proposal was seconded by Councillor N Anderson and agreed.

9.8 MoD Housing – Mountview Drive and Skyline Drive, Lisburn

Members were reminded that, at a meeting of Council held on 25 April, 2017, it had been agreed that a letter be sent to the Permanent Secretary, Department for Communities, regarding the transfer of surplus MoD housing at Mountview Drive and Skyline Drive.

Further to correspondence dated 12 May, 2017, which had been presented to Council on 23 May, 2018, a further letter dated 15 May, 2018 had been received from the Permanent Secretary giving an update on the current position. Members were provided with, and noted the contents of, this correspondence.

The Chief Executive advised that, as the Northern Ireland Assembly was still not meeting, the Permanent Secretary had been asked to confirm that what he had set out in his letter of 15 May was still taking place. Such confirmation had not yet been received but, as soon as it was, it would be brought to the Council’s attention.

Councillor S Carson welcomed the transfer of the housing to Clanmil and the commencement of refurbishment works to be carried out which would improve the area in general. Councillor D J Craig also stated that it was good to see this matter moving forward, for which he considered the Council owed a huge debt of gratitude to Mr Edwin Poots who had personally lobbied the Permanent Secretaries of both the Department of Finance and the Department for 515

MM 22.05.2018 9.8 MoD Housing – Mountview Drive and Skyline Drive, Lisburn (Contd)

Infrastructure. It was disappointing that damage had been done to the vacant properties in the interim period through ongoing vandalism. It was proposed by Councillor D J Craig, seconded by Councillor J McCarthy and agreed that a letter be sent to the Base Youth Club in Lambeg and the Harmony Hill Community Association whose members had worked closely with the Council’s Policing and Community Safety Partnership to minimise antisocial behaviour occurring in the area.

10. Reports from Members on Boards

10.1 Update from Alderman M Henderson

Alderman M Henderson:

(a) advised that, following the death of an Alliance Party Member on the National Association of Councillors (NAC) Executive Committee, Councillor A Grehan had been appointed to take the Alliance Party place on that Committee; (b) advised that annual Remembrance Service at the Knockagh Monument would be taking place on Sunday, 24 June, 2018; and (c) reminded Members that the General Data Protection Regulations came into effect on Friday, 25 May, 2018.

11. Reports on Decisions Subject to the Reconsideration Procedure

There were no reports on decisions subject to the reconsideration procedure.

12. Notice of Motion

The Right Worshipful the Mayor, Councillor T Morrow, referred to there being three Notices of Motion for consideration at the meeting this evening and stated that he had allowed that rather than leave a number for the incoming Mayor at the next meeting.

12.1 Children’s Funeral Fund Deputy Mayor, Councillor H Legge

Alderman S P Porter arrived to the meeting during consideration of this item of business (7.44 pm). Councillor S Carson left, and returned to, the meeting during this item of business (7.49 pm and 7.51 pm).

A copy of the following Notice of Motion in the name of the Deputy Mayor, Councillor H Legge, had been circulated to Members with the notice convening the meeting:

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MM 22.05.2018 12.1 Children’s Funeral Fund (Contd) Deputy Mayor, Councillor H Legge

“That this Council, recognising that under the terms of the Children’s Funeral Fund, Councils in England and Wales do not charge parents the costs of burials or cremations, agrees to waive all charges and costs relating to those services for children up to the age of eighteen”.

In proposing the above Notice of Motion, the Deputy Mayor, Councillor H Legge, advised that, under the Children’s Funeral Fund scheme, launched on 1 April, 2018 by the Prime Minister, parents of children up to the age of 18 in England would no longer have to meet the cost of burial or cremations. Fees would be waived by all local authorities and met instead by government funding in England. This intervention brought England in line with Wales and followed a cross-party campaign by bereaved parents to remove fees for funerals for those under the age of 18. In bringing this forward, the Prime Minister praised the dignity and strength of Swansea East MP, Carolyn Harris, who had been at the forefront of the cross- party parliamentary campaign following the death of her 8 year old son. While not having suffered this trauma personally, the Deputy Mayor’s friend and colleague from Armagh City, Banbridge & Craigavon Borough Council, Councillor Julie Flaherty, sadly had and it had been her dignity and strength that had encouraged Councillor Legge to follow her lead and bring this Notice of Motion forward. No parent should ever have to endure the unbearable loss of their child, a loss that no amount of time would ever truly heal, but in the raw pain of immediate loss, it was not right that grieving parents had to worry about meeting the funeral costs of their child. It was hoped that this Fund would go some way to spare grieving families the burden of meeting funeral costs. In the darkest moments of any parent’s life there was little light, but there could be support.

The Deputy Mayor, Councillor H Legge, was asking that, in line with England and Wales, the Fund be implemented in Northern Ireland and specifically in Lisburn & Castlereagh City Council and, if necessary, write to the Department for Communities, the Head of the Civil Service and the Prime Minister to ensure that Northern Ireland received the same support as grieving parents in other parts of the UK. Because of the absence of a functioning Executive, the Deputy Mayor was aware that this may be difficult to achieve as a blanket arrangement. However, Councillor J Flaherty, who was leading on this campaign in Northern Ireland, had written to the Department and had received a response from the Permanent Secretary. The Permanent Secretary noted that other jurisdictions had taken steps to relieve parents from the burden of dealing with the expenditure of a burial or cremation of a child. He gave an assurance that the introduction of a similar scheme in Northern Ireland would be presented for consideration by incoming Ministers. However, in the meantime, councils had the option of introducing discretionary arrangements to waive their burial or cremation fees for children.

The Deputy Mayor advised that she had carried out some initial research on this matter and from 1 May, 2015 to 30 April, 2018, a total of 44 burials or cremations had taken place in this Council for children under the age of 18, which was less than 15 per year. Councillor Legge proposed that Lisburn & Castlereagh City Council adopt the stance already accepted by a number of other councils in 517

MM 22.05.2018

12.1 Children’s Funeral Fund (Contd) Deputy Mayor, Councillor H Legge

Northern Ireland and consider waiving Council burial and cremation fees for those under the age of 18 as a gesture of goodwill at a most difficult time in any parent’s life.

Alderman M Henderson seconded the Notice of Motion and thanked the Deputy Mayor, Councillor H Legge, for bringing it forward. He stated that it referred to children up to the age of 18 as in any other relationship, insurance policies would be taken out. The loss of a child was devastating for the whole family. What the Notice of Motion was seeking was the waiving of the Council’s fee, which was for the opening of the grave. For a child under one the fee was £28; for a child over one it was £320 and cost £240 more if it happened on a Bank Holiday. The waiving of these fees would show the ratepayers of the Council area that they were cared for.

Councillor N Trimble spoke in support of the Notice of Motion and encouraged other Members to consider it in compassionate terms.

Alderman J Tinsley thanked the Deputy Mayor for bringing forward this Notice of Motion and, whilst supporting it, suggested that this matter should be considered in more detail by the Leisure and Community Development Committee in order that the Council would be protected should another group request something similar, eg. for vulnerable adults.

The Director of Leisure and Community Wellbeing stated that there were a number of factors around the development of a policy that he would be keen to have discussed in detail by the Leisure and Community Development Committee and also to have the policy screened from an equality perspective to make sure it met all requirements.

It was unanimously agreed that the Notice of Motion proposed by the Deputy Mayor, Councillor H Legge and seconded by Alderman M Henderson be approved, in principle, and be referred to the Leisure and Community Development Committee for more detailed consideration.

It was further agreed that the correspondence referred to earlier in the meeting under item 9.1 also be referred to the Leisure and Community Development Committee for consideration.

12.2 Comber Greenway Alderman D Drysdale

Councillor S Skillen left, and returned to, the meeting during consideration of this item of business (7.53 pm and 7.55 pm), as did Alderman W J Dillon (7.54 pm and 7.57 pm).

A copy of the following Notice of Motion in the name of Alderman D Drysdale, had been circulated to Members with the notice convening the meeting:

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MM 22.05.2018 12.2 Comber Greenway (Contd) Alderman D Drysdale

“This Council notes the benefits which the Comber Greenway facility has created in allowing all citizens the opportunity to become increasingly active and enables them the opportunity of increased health benefits.

The Council welcomes and calls upon the Department for Infrastructure to continue to develop through a collective approach, a strategic and costed plan for the Comber Greenway which runs from East Belfast through the Lisburn & Castlereagh Council area and beyond.

This is part of the recently launched strategic plan for Greenways within Northern Ireland.

There is no cost to the Council for this work”.

In proposing the above Notice of Motion, Alderman D Drysdale advised that it had first been constructed in 2008 and its use had far exceeded expectations. It was used by many people for running, dog walking and cycling. The Department for Infrastructure in recognising this had developed the Greenway, agreed to make it wider and agreed to put lights in it running from East Belfast as far as Dundonald. Alderman Drysdale was seeking support for Council Officers to work with the Department, should any money become available, to take this widening of the Greenway and the lights right out to the Billy Neill Playing Fields.

In seconding this Notice of Motion, Alderman T Jeffers stated that the Council had been working very closely with the Department for Infrastructure on this project. To date, the Department had spent £80,000 on the Billy Neill part where it created a new junction for a cycle hub. He stated that there would be some money becoming available, which would be debated later in the meeting, in regards to connection to the Dundonald International Ice Bowl. Alderman Jeffers provided some information on the history of the Comber Greenway. The Belfast to County Down railway was created in 1848 and it ran from the Queen’s Quay (now where the Odyssey was), through Dundonald to Comber and Newtownards where it then branched to either Newcastle or Donaghadee. At that time, the Bangor train also went from Queen’s Quay. The Ulster Transport Authority was established in 1950 and after the Beeching Report in the UK, those lines were lost. In 2002 it had been decided to reconstruct this Greenway and make use of it. The Greenway was very popular with cyclists and Alderman Jeffers was pleased work was being done to widen it. However, the Department had done away with a right of way in the construction and Alderman Jeffers would be raising this at the special meeting of Council on 29 May, at which representatives from TransportNI would be in attendance.

The Notice of Motion proposed by Alderman D Drysdale, seconded by Alderman T Jeffers was put to the meeting and unanimously agreed.

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At this point, Alderman J Tinsley referred to section 19.4 of Standing Orders which required Members attending full Council meetings to dress in business attire. He pointed out that Councillor A McIntyre was not adhering to this requirement this evening and was wearing clothing featuring a political slogan directly related to above Notice of Motion. Councillor A McIntyre, whilst stating that he did not consider his attire to be inappropriate, agreed to leave the Chamber and remove this garment.

Councillor A McIntyre left the meeting at 7.59 pm.

Alderman W A Leathem reminded Members that a previous Mayor from the Alliance Party had written to a number of DUP Councillors who had attended a meeting of full Council during the summer and, due to the temperature, had not worn ties. Occasions when the Mace was on display, as it was at full Council meetings, were treated as civic events and, that being the case, proper attire should be worn.

At this stage, Alderman Leathem referred to item 9.5, Hope for ME & Fibromyalgia. He requested that the Chief Executive email him a copy of the letter of 2 May, 2018 from the Head of the Civil Service in response to the Council’s concerns that the Northern Ireland Civil Service was the only one in the UK that had not implemented the UK Government’s Improving Lives Strategy. Alderman Leathem would then forward this letter to the constituent who had raised this matter with him.

Councillor A McIntyre returned to the meeting at 8.00 pm.

A copy of the following Notice of Motion in the name of Councillor B Mallon, had been circulated to Members with the notice convening the meeting:

“That this council believes that in a pregnancy both lives matter, the mother and the unborn child. This commitment to the rights of both must be reflected in the support provided to mothers, the unborn children and their families throughout their pregnancy. This Council calls for a Perinatal Hospice Care facility or service in Northern Ireland to be established to provide the best medical and emotional support for those who are faced with the diagnosis of a severe life limiting condition”.

In proposing the above Notice of Motion, Councillor B Mallon stated that it was brought at a time when the question of abortion was at the forefront of debate in the Republic of Ireland. On Friday, 25 May, a Referendum on the 8th Amendment to the Irish Constitution would be held. If the 8th Amendment was repealed, this would inevitably have an impact on Northern Ireland. Tonight, the Council had an opportunity to make it clear where it stood. It could choose to affirm the value and worth of both mothers and children and the importance of effective perinatal hospice care for severely disabled babies, or it could choose not to. It was Councillor Mallon’s belief that every human being had an intrinsic dignity as a 520

MM 22.05.2018 12.3 Both Lives Matter (Contd) Councillor B Mallon consequence of their humanity. As a matter of biological fact, the beginning of stories of every single person started at the point of conception. They may have been smaller than a full stop, but from miniscule beginnings they grew and developed. Councillor Mallon and his wife had recently been blessed with the birth of their first child; Councillor Mallon recalled having seen his child for the first time at the 12 week scan, which had been a truly beautiful experience and at which his daughter’s humanity had been undeniable. Unborn children were members of the human family and had a right to life; law and policy should seek to uphold their value. The law and policy adopted in Northern Ireland had saved lives. Research carried out by the campaign group, Both Lives Matter, upheld and reaffirmed, following a 5 month investigation by Independent Advertising Standards Authority, than an estimated 100,000 individuals in Northern Ireland (which was 5% of the population) were alive today who would otherwise not have been if the 1967 Abortion Act had been introduced. Councillor Mallon wanted to value the unborn and also equally value the life and worth of mothers. Mothers needed constructive and helpful support throughout their pregnancies, especially in cases where children were found to have severe disabilities which would prove to be life limiting. These cases were truly tragic and, as a society, it was important to seek the best care and support for mothers and fathers faced with these diagnoses. This was why the Notice of Motion called for the founding of a perinatal hospice care facility or service in Northern Ireland. If the Irish Republic chose to repeal the 8th Amendment, the Government had indicated that it would seek to allow abortion up to 12 weeks, on request, and potentially beyond on health grounds, akin to the 1967 Abortion Act, although this remained the subject of debate. Councillor Mallon hoped that the people of Ireland voted ‘no’ and that the island of Ireland as a whole remained a place where the value of life was upheld from its very beginning until its end.

In seconding the Notice of Motion, Councillor R Walker stated that issues surrounding abortion had become some of the most hotly contested matters between the lobbyists representing the views of those who advocated pro-choice and those whose position was identified as pro-life. Although both sides would articulate their viewpoints with compassion and sensitivity, it was impossible for any legislators to bridge the two positions in a way that would satisfy the two sides of the argument. Councillor Walker contested that the only moral and ethical position to take was that both lives mattered. It was important to focus on the word ‘lives’. This issue was dealing with two persons who had life. It was that understanding that demanded the most careful and considerate examination. No- one could dispute that life was a gift, not simply at the point of conception, but on the level that progressed through the years. It was crucial to remember that, once life was gifted, it could not, and would not, be destroyed. The body in which the life resided may be subjected to death, but life, by its very definition, would live on. In the scientific and natural world there was clear evidence that life could not be terminated. The display of such flowers as the daffodil and the life-giving heat of the sun were some significant examples of how life was being preserved. Councillor Walker stated that the responsibility of doing all possible to protect the lives of mothers and children was paramount. As a mother of three children, she stated that the joy of meeting one’s grandchildren and the bond between uncles, aunts, nieces and nephews could not be valued. Until a commitment was made to 521

MM 22.05.2018 12.3 Both Lives Matter (Contd) Councillor B Mallon the basic principle that both lives mattered, society would be complacent in robbing families, robbing communities and in robbing the country of precious lives that should be treated as its heritage.

Councillor A Grehan stated that, for the Alliance Party, this Notice of Motion was a matter of conscience and the comments she would be making were from a personal point of view. The Notice of Motion was worded in such a way that it would be difficult for Councillor Grehan to disagree with its content. Unfortunately, she did not believe it went far enough for those who could not bear to endure the heartache of carrying a baby to full-term when there was no hope. Councillor Grehan had been asked by a good friend, who was present in the public gallery, to read a statement about the heartbreak she had endured when her first grandson was expected. At the 18 week scan it had been discovered that the baby’s arms and legs were shorter than they should have been, which could have been a soft marker for Down Syndrome or Dwarfism. The expectant mother had been offered an amniocentesis test, but had refused in order to reduce the possibility of miscarriage. At 22 weeks, a scan showed that that the baby’s limbs had not grown and that his ribcage was smaller than normal and his skull had developed a cloverleaf shape. His parents were told he had severe skeletal dysplasia, which was usually lethal; they went through denial and still hoped that a mistake had been made and that their baby would be just a little bit short. When blood test results were received at 24 weeks, they confirmed that the baby had Thanatophoric Dysplasia, the most severe form of Dwarfism, with most babies dying at birth, or within an hour of birth, of asphyxiation. The parents, who had already made preparations for the arrival of their baby, were devastated. When this situation happened in the rest of the UK parents had options. In Northern Ireland, where abortion was illegal in all but the most extreme circumstances, due to changes in health service arrangements couples from Northern Ireland could now have their travel and termination covered by the NHS. This allowed some politicians to claim there was no abortion in Northern Ireland. Of course there was, but it was just exported to another part of the UK. The hypocrisy of this left Northern Ireland couples in a position where they had to leave their family, friends and all those who could offer support just when they needed them most. Councillor Grehan stated that when the couple had attended the Family Planning Clinic for advice, there were protesters at the door pushing leaflets at them showing what they claimed were aborted babies and telling them to think of their baby. As arranged by the Family Planning Association, the couple, with heavy hearts, had travelled to Liverpool for a termination at 27 weeks. Their son was born asleep after a procedure to stop his heart. After a long period in labour, his mother was able to hold her tiny son. The nurses dressed him and put a teddy bear in his cot, took photographs and made prints of his hands and feet for a memory box they put together so the parents would have something physical to commemorate their very much wanted baby, who sadly would not have survived. His mum and dad had had to leave Northern Ireland to receive the healthcare and compassion they needed. They, and the baby’s grandparents, were heartbroken at the loss of their son but, given the diagnosis, to allow the pregnancy to go to full-term with no hope for his survival would have been so much worse. The decision taken to terminate the pregnancy was the most humane one for everyone, including the baby. He was cremated a week later in England with no 522

MM 22.05.2018 12.3 Both Lives Matter (Contd) Councillor B Mallon family around him and his parents had now to return to Liverpool to collect his ashes. It would be difficult to forgive those who forced this family apart when they needed each other most. Due to the strict abortion laws in Northern Ireland, his grandmother only saw her grandson in photographs and had been unable to hold him or say goodbye. Whilst there may be no actual abortions carried out in Northern Ireland, there were parents who found that their child had a fatal foetal abnormality and the way they were treated was unforgiveable.

Councillor A Redpath spoke in support of the Notice of Motion as he was unconditionally and unashamedly pro-life and there was nothing in the Motion, as it was worded, with which he could disagree. He stated that he would support any call which would improve health services in Northern Ireland for mothers and their children and urged all other Members to do the same. He was often frustrated by a lot of ill-informed comments from people outside of Northern Ireland on its elections and, for that reason, Councillor Redpath had always been slow to express his view on the elections of others. He noted that this Motion did not express any view on the Referendum currently taking place in a foreign country and he was unsure how much the views of this Council’s Members would influence the voters of that country.

Councillor A McIntyre welcomed the proposal within Councillor Mallon’s Notice of Motion for the creation of a designated perinatal hospice service in Northern Ireland. Sadly, in his personal view, the Motion was framed within the context of Both Lives Matter, which he believed was an anti-choice pro-birth organisation. In cases of a fatal foetal abnormality, Councillor McIntyre stated that choice was paramount. There had been some advancements in women’s reproductive healthcare recently, including women from Northern Ireland being given the right to access free abortion services with the NHS in England. There was a central telephone line for women wishing to arrange an appointment for such a termination. However, this did not negate the fact that Northern Ireland continued to export the problem and force vulnerable individuals to travel for basic healthcare and continued to let down these women during a very traumatic period when they needed help more than ever. The UN Expert Committee on the Elimination of Discrimination Against Women had found that thousands of women and girls here were subject to grave and systematic violations of their rights through being compelled to travel for termination or being forced to carry a pregnancy to term, in many cases at great risk to the women. In Northern Ireland, a more comprehensive approach was needed to reproductive healthcare, as was revised healthcare guidelines for medical professionals to ensure that doctors no longer feared the threat of prosecution so they could offer clear care pathways both for women who chose to terminate and especially for those who needed support as they wished to continue their pregnancy to term. Councillor McIntyre stated that the Notice of Motion referred to the best medical support and the changes required for this in the healthcare system were clearly laid out in the recent report from the Stormont Working Group on Fatal Foetal Abnormalities, which included allowing access to terminations. This was simply about offering choice. Councillor McIntyre was pro-choice, not necessarily pro-abortion. He stated that abortion was happening in Northern Ireland right now. In 2015, over 1,400 women accessed abortion pills from one provider alone. In 2016/17, only 13 terminations 523

MM 22.05.2018 12.3 Both Lives Matter (Contd) Councillor B Mallon had been carried out here under the strict abortion laws, which dated back to the 1860s and only allowed for abortion when the mother’s life was in danger. One thousand women a year were forced to travel to the UK to seek a termination as they did not have the choice in Northern Ireland that was available in other parts of the UK. Councillor McIntyre asked if women in this Council area, and Northern Ireland in general, did not deserve to be treated with care and compassion under laws that reflected modern society and modern medical practices. The Royal College of Obstetricians and Gynaecologists, who would form part of a multi- disciplinary team leading the care in this proposed facility, had stated “We believe that the Abortion Act should apply equally across all of the UK. In Northern Ireland, almost 1,000 women a year are forced to travel to one of the three other nations of the UK to access abortion services. Women coming from deprived areas suffer most from this inequity”. As had been stated earlier, abortion was a matter of conscience for the Alliance Party, but as this Motion stood, Councillor McIntyre could not support it. He could not support a measure that only offered a single, extremely limited avenue for women who faced a fatal foetal abnormality diagnosis. The Motion failed to acknowledge that not all women wanted to continue with a pregnancy in such tragic and heart-breaking circumstances and, only when real choice was available to women and couples in Northern Ireland either to continue with their pregnancy or to seek a medical termination, would he be able to support this Motion. Councillor McIntyre stated that, if the Motion passed, this Council would be reaffirming the violation of rights set out by the UN Expert Committee and would be voting against best medical practice. He stated that this Motion let down the victims of rape and incest and couples of wanted pregnancies who chose to terminate after a fatal foetal abnormality diagnosis. It further served to adversely impact on women from deprived areas, some of the most vulnerable in society. Women’s Aid, which was a cross-island organisation, was in support of repeal of the 8th Amendment because it did impact on vulnerable women.

Councillor A Givan stated that Both Lives Matter was a profoundly simple, core value that helped people to navigate the now difficult, controversial and troublesome waters. He stated that both lives did matter very much. The right to life was the most basic right that everyone enjoyed and which began at the moment of conception, as agreed by experts. The life that began at conception should be protected until the day it died naturally. Personal choice had been mentioned earlier; however, when it came to life, there was no choice – who had the right to end a life? Our society had always protected life; to kill someone had always been a criminal offence. To open that floodgate, Councillor Givan believed, would bring about very severe consequences. Statistics bore very sad reading indeed. In Great Britain today, 600 abortions had been carried out and that happened every working day; that equated to 20 abortions every hour. From the introduction of the 1967 Abortion Act, nearly 9 million lives had perished, which was horrific and was a holocaust. Two million babies in America every year lost their lives, with every third baby conceived being aborted. Councillor Givan stated that more babies were put to death every year than there had ever been deaths in every war that had ever been fought. Remembrance Services were attended and poppies laid for those who had laid down their lives, but this paled into insignificance when sat alongside the yearly total of statistically-gathered 524

MM 22.05.2018 12.3 Both Lives Matter (Contd) Councillor B Mallon information on worldwide deaths. Scientific improvements and testing was now routine for the pre-born. This could be extremely helpful and advantageous to babies if defects or disabilities were discovered, with heart operations now being able to be carried out on babies still in the womb. However, in countries where legislation allowed for abortion, this was often the first option. In Great Britain, 9 out of 10 babies were aborted because of Down Syndrome and in some countries in Europe there were none ever born with Down Syndrome. He stated that it was difficult to see this as anything other than discrimination, which would be considered unacceptable at any other time. Councillor Givan advised that he had had an uncle with Down Syndrome who had lived until he was nearly 50, was very much part of the family circle and was very much loved by all. He had contributed greatly and the family circle would have been much poorer without him. Councillor Givan referred to the simple rule in scripture that “Thou shalt not kill”; this was to protect humanity. Councillor Givan stated that he was more than happy to support the Notice of Motion in the protection of the unborn child and the mother, no matter how limited life that may be.

Councillor N Trimble stated that he had great issue, when trying to think compassionately, with the current laws on abortion in Northern Ireland. There were instances where women were left in terrible positions. He stated that he was not, nor would he ever be, the most qualified person to speak on this issue, largely due to his gender as he believed that, whilst men did have a voice, this was predominantly a women’s issue and there needed to be a lot of compassion. Having read the Notice of Motion very carefully, Councillor Trimble stated that he could not disagree with it; however, he stated that abortion laws were beyond the remit of this Council Chamber.

Councillor J McCarthy stated that there was nothing in the wording of the Notice of Motion that he could disagree with. He believed the Council would be debating the issue of perinatal care, which he and his Party were fully in support of; women needed to be given care throughout their pregnancy. However, he was surprised that the debate had now become about abortion. There had been a working group set up, as previously referred to, that had given a proposal about information that could be disseminated to women under current laws. The working group had recommended, in proposal 5.8 of its report, the setting up of a regional facility, as outlined in the Notice of Motion. It was Councillor McCarthy’s view that the issue of perinatal care was completely separate to the issue of abortion and, given that the Motion was about perinatal care, he asked that reference to Both Lives Matter be removed due to its connotations as a lobbying group on the topic of abortion and the impact that such groups had on women and supporters of the opening up of abortion laws. He had been to centres in Belfast where such groups harassed women. However, he did point out that, when he became a Councillor, he had received a letter from one of the groups associated with Both Lives Matters pointing out how glad he must have been that his mother hadn’t aborted him due to his disabilities, which he had found to be a very Christian thing to do. Councillor McCarthy suggested that the proposers of the Notice of Motion wanted perinatal care to be accessible to anyone regarding their position on abortion, and therefore proposed an amendment to the Notice of Motion, as follows:

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“This Council recognises that better support must be given to women and their babies throughout their pregnancy. This Council notes the recommendations of the working group on Fatal Foetal Abnormality, regarding the need for better information to be provided to women in the most difficult of cases. Therefore, this Council calls for a Perinatal Hospice Care team or Service in Northern Ireland to be established, in line with the recommendations, to provide the best medical and emotional support for those who are faced with the diagnosis of a severe life limiting condition.”

This amendment was seconded by Alderman S Martin.

Councillor N Anderson stated that the Notice of Motion called for perinatal support for children, improved provision for mothers and families and also recognised that both lives mattered. Having lost a child in the womb, this was an incredibly personal issue for Councillor Anderson. It brought it home to him existentially that an unborn child was a human, was an individual and genetically distinctive. The unborn child needed human rights. There was no doubt that difficult cases were hugely tragic, but so too were the precious millions lost in the name of autonomy. Difficult cases were a small minority of the abortions that happened worldwide. In Iceland, there were virtually no babies born with Down Syndrome. Considering the advances that had been made in society towards the issue of disability, that was an incredible statistic for a western nation. Councillor Anderson was happy to say he was pro-life. He considered that in the Notice of Motion by Councillor Mallon there was nothing controversial; to say that a child in the womb mattered, as did the mother’s life, was not controversial. Councillor Anderson welcomed the Notice of Motion.

Alderman W J Dillon asked if Councillor J McCarthy had a written copy of his amendment to the Notice of Motion. Councillor McCarthy did not but agreed to email this immediately to all Members.

Alderman S Martin stated that, in the 7 years since his election, the Council had stuck to a convention of sorts that matters such as this that were more contentious were left to the Northern Ireland Assembly. However, with the Assembly not meeting, Local Government was stepping into the breach. He reiterated that this was a matter of conscience for Alliance Party Members, which was a good position to be in. On a personal basis, Alderman Martin was somewhat disappointed in that he would have wished for those in support of the Notice of Motion to have reached out to other Members in the Chamber and to have discussed it before getting to this point. He was concerned that, by passing the Notice of Motion as it stood, the Council’s seal of approval was being given to something more complicated than what was in front of Members in terms of the paperwork. He had read the working group report on Fatal Foetal Abnormalities. Alderman Martin, as a father of two daughters, stated that they were the centre of his life and had completed his family. He wished for those who wanted to have children to have that blessing and was deeply conscious of those who found

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MM 22.05.2018 12.3 Both Lives Matter (Contd) Councillor B Mallon themselves in a situation, as referred to earlier in the meeting, whereby through no fault of their own they could not go to term with the child that they wanted, which was heart-breaking. Northern Ireland was governed by legislation that had come into effect at the same time as the first legislation for divorce; the divorce laws had changed since that time, the laws that governed this area had not. A working group had been established, with good reason, by the Northern Ireland Executive in 2016 to look at these issues. The working group made up of the Chief Medical Officer, Chief Nursing Officer and Chief Social Sciences Officer, had come back with a number of recommendations for the Northern Ireland Executive to consider. Alderman Martin did not take that as gospel either – the group had taken the responses from its consultation and tried to make the best of what was a very difficult area. He was disappointed that the Notice of Motion moved away from the area of perinatal care, which he had no difficulty in looking at. He did have questions around that and wanted to know how from continuity of care it could be ensured that a mother and a parent were able to move from maternity services, how that would be funded and how it would be kept sustainable. This was healthcare, not something that Councillors knew a lot about and was outside the remit of this Council Chamber. A case was pending in the Supreme Court in relation to the human rights compatibility of the current legislation. Alderman Martin stated that, with the lack of detail for Members, he could not support the Notice of Motion as it stood.

Alderman S P Porter, as a father and an uncle and referring to his son and daughter, stated that the thought that in different circumstances someone legally had the right to take their life, for whatever reason, filled him with dread. He understood the issues and he wished every blessing for the people referred to earlier by Councillor Grehan who had been through an extremely difficult situation. Alderman Porter referred to the joy he had got, during his 17 years as a Councillor, from working with those with special needs. As Chairman of the Lisburn Assessment & Resource Centre, he took pride in his work with individuals and groups. He commended the Council in that, every time he had brought a Notice of Motion in relation to supporting adults and children with special needs, there had never been an objection from any Party. The difference in this issue was that the support of some individuals and some Parties started when the baby was born; Alderman Porter’s support started when the baby was in the womb. As referred to earlier, he stated that it was wrong that, in some countries, babies with Down Syndrome were almost extinct. There were often campaigns to make sure different species of wildlife did not become extinct, yet this world did not value all life together. For this reason, Alderman Porter supported the Notice of Motion. A lot more support, care and help was needed, particularly for those going through difficult pregnancies, and as a nation, it was important to stand up for the unborn child as well as everyone else in society. Alderman Porter stated that the word foetus was often used instead of baby to try to minimise what sadly took place and he was glad that word had not been used in tonight’s debate. Speaking from personal experience, he stated that there were thousands of families in Northern Ireland and throughout the UK who, when faced with miscarriage, did not use the word foetus, but instead the word baby.

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Councillor S Skillen stated that she wanted to share that she had found out in 2012 that she was pregnant; this had been an unplanned pregnancy but, whilst it had been suggested to her, abortion had not been an option under any circumstances. Councillor Skillen had, unfortunately, miscarried her baby but before that she had had a scan and heard her baby’s heartbeat. Similar to Alderman Porter, it hurt her when people referred to a foetus rather than a baby.

At this stage, the amendment to the Notice of Motion, as proposed by Councillor J McCarthy and seconded by Alderman S Martin, was put the meeting. On a vote being taken, the amendment was declared “lost”, the voting being 8 in favour, 25 against and 4 abstentions.

The Notice of Motion proposed Councillor Mallon and seconded by Councillor R Walker was put to the meeting. On a vote being taken, the Notice of Motion was declared “carried”, the voting being 27 for, 4 against and 6 abstentions.

The Right Worshipful the Mayor, Councillor T Morrow, thanked Members for the respectful manner in which the debate had been carried out.

13. Confidential Business

It was agreed that the reports and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.

The Right Worshipful the Mayor, Councillor T Morrow, advised that the matters contained in the confidential report and additional confidential report would be dealt with “In Committee” due to containing information (a) relating to the financial or business affairs of any particular person (including the Council holding that information); and (b) relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees or, or office holders under, the Council.

“In Committee”

It was proposed by Councillor L Poots, seconded by Councillor D J Craig and agreed that the items in the confidential report and additional confidential report be considered “in committee”, in the absence of members of the press and public being present.

Alderman G Rice and Councillors A Grehan, A McIntyre and N Anderson left the meeting at this point (8.56 pm).

13.1 Brokerstown LD1 Road Upgrade Proposals

Councillor N Anderson returned to the meeting during consideration of this item of business (8.59 pm). Councillor B Hanvey left, and returned to, the meeting during

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MM 22.05.2018 13.1 Brokerstown LD1 Road Upgrade Proposals (Contd) this item of business (8.58 pm and 9.00 pm), as did Councillor J Baird (9.00 pm and 9.03 pm).

The Chief Executive provided in her report, an update in relation to the above matter. Members were provided with, and noted the contents of, a copy of a draft report (which was subject to Department for Infrastructure (DfI) agreement) of a meeting held on 10 May, 2018 between the DfI, Council Officers and developers’ representatives.

It had been agreed at last month’s Council meeting that a cross-party steering group from within the DEA would be formed at the appropriate juncture, once the design proposals were mature. It was agreed that this Members’ Steering Group, with all Members within the DEA being included, now be convened on 13 June. For governance purposes, the recommendations of the Steering Group would be reported through the Corporate Services Committee and ratified at full Council.

A number of parallel actions now needed to be undertaken with a view to having a follow-up meeting with developers in mid-June, with one additional meeting in July to conclude discussions. The proposed next steps were set out in the Chief Executive’s report.

13.2 Access and Land Rights Between Dundonald Leisurepark and the Comber Greenway

Members having been provided with a copy of correspondence which it was proposed be sent to the Chief Executive of Belfast City Council regarding the above matter, it was agreed that this correspondence be approved.

13.3 Down Royal Racecourse Site

Members were provided with, and noted the contents of, a copy of correspondence dated 8 May, 2018 from Merrion Property Group, the current owners of the Down Royal Racecourse site in Lisburn, in relation to future development and innovative leisure opportunities for the site when the current lease expired. Members further noted the outcome of a meeting that had been held with the operators of the Race Course.

Additional Confidential Report

13.4 Appointment of Chief Executive

Councillors A Grehan and A McIntyre returned to the meeting during consideration of this item of business (9.11 pm).

The Director of Environmental Services, Director of Leisure & Community Wellbeing, Director of Service Transformation, Head of Marketing and Communications, Acting Head of Human Resources & Organisation Development and Attendance Clerk left the meeting at this point.

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MM 22.05.2018 13.4 Appointment of Chief Executive (Contd)

Further to the special meeting of the Corporate Services Committee held on 17 May, 2018, Members were provided with a copy of a report in relation to the above matter. Following consideration, it was agreed that:

(a) the incoming Mayor and two others be nominated to sit on the shortlisting panel, taking account of gender and cross-community considerations. It was proposed by Alderman J Tinsley, seconded by Alderman M Henderson and agreed that, in relation to the two other Members, one be from the SDLP and one from the UUP and that Party Group Leaders provide names in due course. Councillor J Gallen nominated Councillor J McCarthy to represent the SDLP; (b) once identified, these panel Members be provided with delegated authority to progress with the appointment of the Chief Executive which, in the first instance, would be to agree the job description and person specification, shortlisting criteria, the format for assessment and interviews, the recruitment and selection timetable and when/where the advertisement would be placed (including potential for executive search); (c) Council nominate five Members to the Interview Selection Panel, which would have full authority to appoint the Chief Executive. It was proposed by Alderman J Tinsley, seconded by Alderman M Henderson that, in addition to the incoming Mayor, the other five Members be 2 DUP, 1 SDLP, 1 UUP and 1 APNI, with names being provided by Party Group Leaders. Councillor O Gawith nominated Councillor T Morrow to represent the APNI; (d) substitutes for the shortlisting and interview panels be appointed, should any nominated panel Member be unable to attend, with the names of these substitutes being provided by the Party Group Leaders; and (e) Members note the key activities required in the recruitment of the Chief Executive which would follow, as closely as possible, the dates that had been set out in option 1 of the report to the special Corporate Services Committee, with a view to completing the appointment process by the end of August 2018.

Verbal Items

13.5 Road Closure Orders

Alderman J Tinsley referred to Road Closure Orders that were required to be signed in respect of the Ulster Grand Prix. It was proposed by Alderman J Tinsley, seconded by Councillor J McCarthy and agreed that the Chief Executive write to the Head of the Civil Service on this matter seeking an urgent response.

13.6 Excellence in Healthcare Conference

Alderman M Henderson advised that he had received communication from a Healthcare Organisation in Manchester offering the Council free places at its Excellence in Healthcare Conference. Any Member interested in attending was asked to contact the Chief Executive’s Office.

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MM 22.05.2018 13.7 Councillor M Tolerton

Alderman W A Leathem provided a verbal update in relation to Councillor M Tolerton’s recent spell of ill-health. In order to meet legislative requirements, it was proposed by Alderman W A Leathem, seconded by Alderman M Henderson and agreed that approval be given to Councillor Tolerton’s absence from Council, which would extend beyond six months, given her serious health condition.

The Right Worshipful the Mayor, Councillor T Morrow, thanked Alderman Leathem for the update on Councillor Tolerton and asked that he pass the Council’s best wishes to her.

Resumption of Normal Business

It was proposed by Councillor N Anderson, seconded by Councillor A McIntyre and agreed to come out of committee and normal business was resumed.

The Director of Environmental Services, Director of Leisure & Community Wellbeing, Director of Service Transformation, Head of Marketing and Communications, Acting Head of Human Resources & Organisation Development and Attendance Clerk returned to the meeting at this point (9.17 pm).

14. Any Other Business

14.1 National Autistic Society – Presentation to Committee Councillor N Anderson

Councillor N Anderson requested that the National Autistic Society, which was building new premises in Carryduff, be received at an appropriate Committee meeting to make a presentation on the work of the Society and its future plans and proposals. It was agreed that this request be acceded to and that the Society be received at a future meeting of the Corporate Services Committee.

14.2 Secondary School Places Councillor J Palmer

Councillor J Palmer raised concern that some secondary schools in Lisburn could not accommodate all the pupils who wished to attend, eg. Lisnagarvey High School had to turn away 19 children who had chosen that school as their first preference. This school had excelled over the last number of years and had asked the Education Authority many times to increase its intake, but these requests had been refused.

Councillor Palmer proposed that the Council write to the Education Authority seeking a review of the intakes for the secondary schools in the City area, as there were children who were now required to travel many miles to go to secondary school. With a growing primary school population, suitable secondary school places were required for those pupils. This proposal was seconded by Councillor L Poots, who advised that he was currently dealing with 11 cases of children who had not be allocated a place in any of their chosen schools. It was unacceptable

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to ask children from Lisburn to travel to Dundonald, when in many cases there were no bus routes and the funding available for those children’s travel was inadequate.

Discussion ensued during which a number of Members concurred with the proposal. Councillor R T Beckett advised that the MP’s office was also dealing with numerous complaints on this matter. Councillor N Trimble advised that, contrary to the figures cited earlier, 43 pupils had been turned away from Lisnagarvey High School, with 19 of those not having been allocated a place in any of their chosen schools. Alderman M Henderson stated that a number of pupils from Carryduff Primary School had not been placed and asked that this be also be referred to in the letter to the Education Authority.

Councillor D J Craig, as a Board Member of the Education Authority, advised that he had spoken to officials regarding this issue. He confirmed that there adequate places for children in Lisburn, but not necessarily in schools they wished to attend. He was not a supporter of children being forced to go to schools that they did not want to go to. As Chairman of Laurelhill Community College Board of Governors, he stated that, unfortunately, it would be in receipt of some of those children. There were anomalies that required to be sorted and Councillor Craig was fully in support of what Councillor J Palmer had proposed.

The proposal in the name of Councillor J Palmer, seconded by Councillor L Poots, was agreed.

14.3 Reception for Lisburn Interchurch Sunday School Councillor A Redpath

Councillor A Redpath thanked The Right Worshipful the Mayor, Councillor T Morrow, for having hosted a very enjoyable reception for Lisburn Interchurch Sunday School for those with learning difficulties. Operations had now ceased after 25 years of voluntary service to the people of Lisburn. The group had asked Councillor Redpath to personally thank Councillor Morrow for the very kind reception he had hosted and also extend thanks to the several other Elected Members who, over the course of the 25 years, had provided voluntary support and assistance.

There being no further business for consideration, the meeting was terminated at 9.25 pm.

Mayor

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LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Special Meeting of the Council held in the Island Civic Centre, The Island, Lisburn, on 29 May 2018 at 6.00 pm

PRESENT: The Right Worshipful the Mayor Councillor T Morrow

Deputy Mayor Councillor H Legge

Aldermen, W J Dillon MBE, A G Ewart MBE, T Jeffers, W A Leathem, S P Porter and J Tinsley

Councillors J Baird, R T Beckett, B Bloomfield MBE, S Carson, J Craig, A P Ewing, O Gawith, A Givan, J Gray MBE, A Grehan, B Hanvey, V Kamble, J McCarthy, A McIntyre, U Mackin, B Mallon, J Palmer and R Walker

ATTENDANCE Lisburn & Castlereagh City Council

Director of Environmental Services Members Services Officer Attendance Clerk

Transport NI

Kevin Monaghan Graeme Salmon David Williams

Commencement of the Meeting

At the commencement of the meeting, The Right Worshipful the Mayor, Councillor T Morrow, welcomed those present and thanked Members for their attendance, and also asked that all mobile phones be switched off or put on silent mode for the duration of the meeting.

The Director of Environmental Services outlined the evacuation procedures in the case of an emergency.

1. Purpose of Meeting

The special meeting of Council had been convened in order to receive presentations from the Department for Infrastructure, Roads (Eastern Division).

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2. Apologies

Apologies for non-attendance at the special meeting were accepted and recorded on behalf of Aldermen D Drysdale, M Henderson MBE and S Martin, and Councillors J Gallen, C Robb, S Skillen and M Tolerton.

3. Declarations of Interest

The Right Worshipful The Mayor, Councillor T Morrow, invited Members to declare any interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the meeting.

There were no conflicts of interest declared at the meeting.

4. Department for Infrastructure, Roads (Eastern Division) – Spring Report 2018

The Right Worshipful the Mayor, Councillor T Morrow, extended a welcome to representatives of Roads (Eastern Division), Mr Kevin Monaghan, Divisional Roads Manager,Mr Greame Salmon, Traffic Management, and Mr David Williams, Deputy Section Engineer (Network Maintenance) who were in attendance to present the Spring Report a copy of which had been provided to Members in advance of the meeting.

A copy of the pre-submitted questions and responses by DfI Roads also had been circulated to Members.

Mr Monaghan thanked the Council for the opportunity to address the meeting and proceeded to outline the salient points of the Spring Report which dealt with works completed in the Lisburn & Castlereagh City Council area during the year 2017/2018 and set out the programme of schemes being undertaken in the year 2018/2-19. Mr Monaghan mentioned in particular the new budget allocation of £15 million for Roads Recovery Fund for the repair of roads throughout the Council area.

Mr Monaghan reported that the McKinstry Road/The Cutts Scheme was not listed in the report as no funding had been available to deliver this project this year. Work was taking place on the procurement of land and designs for this Scheme which would be included in the Autumn Report to Council.

Mr Monaghan drew Members attention to the following programmes:

- Bridges Programme – refurbishment of footbridge in Glenavy as part of the resurfacing work on the Gobrana Road, Glenavy.

- M1/A1 Link at Sprucefield - unfortunately due to insufficient funding this project was on hold until funding comes through.

- M1 Hard Shoulder Bus Lane – extension back to Junction 8 at Blaris, Lisburn. Mr Monaghan was pleased to report that the award of contract was about to be

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made for this project.

- A1 Junctions Phase 2 at Listullycurran Road The Draft Vesting and Direction Orders were programmed in the summer of 2018. Meanwhile incremental strategy developed whereby a central median safety barrier was erected as and when funding became available.

- Collision Remedial Schemes – Crossan Crossroads, Ballymacbrennan/ Lisnastrean Junction

- Traffic Sign Schemes - Macraconluce Junction – amendment of ‘give way’ signs to ‘stop’ signs currently in progress

- Hillsborough Weight Limit – received a large number of objections

- LED Street light Programmes – number of projects completed and significant number programmed

- Transportation Measures – Sprucefield Park and Ride – Inspectors report now published on website.

- Belfast Rapid Transit – Upper Newtownards Road up to Dundonald – carriageway widening – due for completion by the end of the summer 2018. Mr Monaghan thanked everyone for their patience during this work.

- Carriageway Resurfacing – during 2017/2018 approximately 18 km of carriageway had been resurfaced in the Lisburn & Castlereagh area. One scheme not listed was the resurfacing of the A24 Carryduff Road (from Temple Roundabout to Corr Road) which had just been completed.

- Adoptions – the team continued to work hard in getting developments approved and through the network.

- Brokerstown LD1 – this project was not mentioned in the Spring Report. Mr Monaghan acknowledged that the Council had registered its concerns regarding this long running problem and welcomed the fact that the Department Officials were working closely with Elected Members and Council officials through the Chief Executive’s Office.

The Right Worshipful the Mayor, Councillor T Morrow, thanked the deputation for presenting on their Spring Report and asked Members if they were happy to go through the written questions in order first.

Pre-Submitted Questions

Mr Monaghan referred Members to the list of pre-submitted questions which he stated was welcomed and meaningful and invited Members to make comment or ask further questions around the responses provided by the Department.

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At this juncture Alderman W A Leathem expressed thanks and appreciation to Mr Eamon McMahon, Section Engineer for Lisburn & Castlereagh area, for all the work he had carried out in the past, having retired recently after 43 years of service. Further responses were provided to Members as follows:

Alderman W A Leathem - Questions on the repair of potholes and the ongoing difficulties with the new online Public Information Portal (PIP).

Alderman Leathem stated that information was not being updated on the system which made it difficult for Members to report back to constituents on outstanding issues. Mr Monaghan welcomed the feedback on the PIP system which had 600- 700 queries every month which were handled by a team of 16 people. He advised that lack of resources continued to be the main problem and that a review was taking place with a view to making the system more efficient.

Alderman Leathem - Request for an update on the provision of Controlled Crossing Facility at Linen Green which was at design stage for a considerable time. Mr Salmon stated that this project took longer than expected but should be completed by the end of the summer/September 2018.

Alderman A G Ewart - Potholes issue. On 27 January two members of the public who had claimed for damage to vehicles due to potholes on Glen Road, Maghaberry had been advised by DfI Roads that they were not entitled to claim. Requested Mr Monaghan to look again at these genuine claims. Mr Monaghan advised the claimants to challenge the decisions with Public Liability Claims Unit.

Councillor J Craig – Question re Willow Gardens/Seymour Hill which had been left in poor state of repair and which would be effected due to another construction site opening up, namely the MUGA site that the Council was progressing. Councillor Craig enquired if any money could be recovered from the private developer by DfI Roads. Mr Monaghan undertook to arrange for a further inspection of Willow Gardens site.

Councillor J Craig - Further question regarding the Ballybog Road – health and safety issue regarding children running out of play park. Councillor Craig enquired if the existing speed ramps could be moved 10-15 ft which would help slow traffic down. Mr Monaghan undertook to arrange for an inspection of the Ballybog Road issue.

Councillor B Bloomfield - above-mentioned health and safety issue on the Ballybog Road and also the number of potholes on the Ballybog Road – especially at the vicinity of the mock tudor cottages were not easily seen.

Alderman J Tinsley left the meeting at 6.35 pm and returned at 6.36 pm.

Alderman T Jeffers - Raised concerns regarding the new super gliders (Belfast Rapid Transit) coming into being and the difficulties likely to be experienced by traffic travelling down Upper Newtownards Road to Hollywood Road, and also the difficulty accessing the Park and Ride facility with only one lane heading up and one lane heading down – for 12 hours each day.

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Alderman T Jeffers - raised concern around the congestion and the junctions in and around Dundonald Village.

Mr Monaghan advised that all planning modelling designs have been completed and that the demand was there and to use the glider service. To mitigate feeder services had been developed down to the main line. There was also improved access to cycling facilities and making available more Belfast Bikes.

Councillor U Mackin - Reported that he along with Edwin Poots MLA had met with Officials from DfI Roads that morning – very positive meeting. Councillor Mackin welcomed the initial improvements in the short term, but stated that longer term solutions were needed. Potholes continued to be a major issue in light of a major cycling event in two weeks’ time in the Annahilt area. Councillor Mackin requested DfI Roads to attend to a number of potholes identified on the cycle route – Ballynahinch Road out of Hillsborough and Glebe Road onto Upper Ballynahinch Road, Comber Road, to Hillsborough. Mr Monaghan agreed to investigate.

Councillor U Mackin - referred to potholes that had been repaired and sunk again within 48 hours – one on Cabra Road and one close to Dromara Primary School on the Hillsborough Road. A water issue here possibly a leaking pipe. Asked that these issues be followed up. Mr Monaghan agreed to get his team to look into this again.

Councillor A Givan - Question re North Lisburn Feeder Road – Councillor Givan welcomed the fact that this new road phase 3 should be completed by autumn 2020. Councillor Givan stated that he had concerns regarding the plans for a further 180 houses at Lady Wallace development. Concerned this new development would not impact on completion of the North Lisburn Feeder road project. Mr Monaghan undertook to look into the specific location of the proposed 180 new homes at Lady Wallace.

Councillor J Baird - Crossan Crossroads - welcomed the fact that something was being done but stated that something longer term was required. Councillor Baird pointed out that Lisnastrean Road was barely coping with traffic levels at the moment and that any plans to divert traffic onto Lisnastrean would create more problems.

Councillor J Baird - welcomed the new road surface at Annahilt and requested if consideration could be given to the ‘rumble strips’ at entrance to village being replaced and also introducing ‘rumble strips’ at the entrance to the primary school. Mr Willliams stated that he would arrange for traffic calming to be replaced.

Councillor S Carson - Enquired when figures for vehicle claims for the previous financial year would be available and asked if this information could be provided to him.

Mr Monaghan advised that the amount of claims settled included claims originating the previous year. It was noted that the budget allocation for repairs to potholes

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Councillor S Carson - enquired about the repair to the broken manhole on Prince William Road. He had witnessed a temporary fix with tar which had been damaged again two hours later due to heavy traffic.

Alderman A G Ewart left the meeting at 6.51 pm.

Additional Questions from Members

At this point Alderman J Tinsley wished to also put on record the Council’s good wishes to Mr Eamonn McMahon on his recent retirement from DfI Roads. Alderman Tinsley acknowledged that Mr McMahon had been an excellent officer and always been very obliging when working with the Council in the past.

Alderman J Tinsley also conveyed appreciation to Mr David Williams who was also doing an excellent job.

Further questions were raised at the meeting as follows:

Illegal Signs in Glenavy

Alderman J Tinsley requested clarification and direction from Dfi Roads in relation to a number of illegal signs in Glenavy, which were warning children to slow down, and which were depicted in the English language and also the Gaelic language, as well as displaying the Sinn Fein All Ireland symbol. Mr Monaghan agreed to look into this matter immediately.

Clarehill Road, Moira

Councillor O Gawith enquired about the Clarehill Road which had been programmed for work during 2017/2018. The area from Meeting Street at top of the hill down to the integrated school was in very poor state and due for full resurfacing. Mr Monaghan confirmed this was programmed for work in August 2018.

Myrtledene Road, Belfast

Councillor B Hanvey – welcomed the work programmed for Myrtledene Road, Road, Glenview and hoped that the necessary funding was ringfenced. A junction box was to be removed which meant the closure of a country-bound lane part time. Councillor Hanvey requested that this work be completed as quickly as possible and that Elected Members be kept informed. Also asked that the necessary notices be put up in advance in order that people know what is happening. Mr Monaghan said unfortunately lane closures necessary but officials were working to minimise disruption with out of hours and weekend working.

Councillor A McIntyre left the meeting at 7.01 pm.

Alderman A G Ewart returned to the meeting at 7.03 pm.

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LED Lighting – Manse Road, Carryduff

Councillor B Hanvey welcomed the new LED Street lighting on Manse Road, Carryduff and enquired if the wooden ‘telegraph’ poles would be discontinued for the new LED lighting?

Blocked Drains – Thorndale North

Councillor Hanvey welcomed the fact that DfI Roads had accepted responsibility to residents in Thorndale north ref blocked drains and the fact that this work had been programmed. He enquired about a start date for this work.

Potholes – Ballyknock Road, Moira

Alderman W J Dillon reiterated the issue of resources being spent on temporary repairs to potholes, and was of the opinion that money would be better spent on proper materials. He reported that approximately 20 potholes on the Ballyknock Road, some having been repaired for the third time. Alderman Dillon enquired about what was being done to supervise the management of this issue, in particular the ordering of materials.

Mr Monaghan welcomed the feedback and encouraged Members to report incidents of poor workmanship.

Lagan Towpath Walkway/Blaris Cycle Path

Councillor J Palmer welcomed the news about the Lagan Towpath walkway was being progressed from Sprucefield to the Park and Ride and enquired if there were plans to extend right out to Balmoral park side. Was the reason a shortage of cash?

Mr Monaghan advised that the Lagan Towpath walkway project was well advanced, known as the Blaris Cycle path, and would be completed within weeks. Mr Monaghan mentioned the development proposals for the Maze site and the possibility of road network improvements arising from those proposals.

Potholes – Brooklands Park

Alderman T Jeffers – welcomed speed limit to be introduced at Comber Road and Millmount Road. Also reported two massive potholes at Brooklands Park which were filled with loose stones – lady in wheelchair had great difficulty getting out of her car at that location.

Work at Grahamsbridge Road

Alderman Jeffers raised concern regarding work on the Grahamsbridge Road along the Greenway. DfI Roads had extinguished right of way. This was a set of steps which had been previously the walkway down to the railway station at

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Dundonald dating back to the 1800s. Expressed disappointment at there being no consultation for this project.

In response Mr Monaghan suggested that this work may have been necessary to provide access for all, and agreed to pass Alderman Jeffers’ comments to the design team.

Saintfield Road to Carryduff

Councillor B Mallon requested an update in relation to the surveys of the Saintfield Road out to Carryduff.

Mr Salmon reported that he had meet with Carryduff Regeneration Group in October past on this matter and also with the PSNI re the traffic surveys and that the report was now to hand. Councillor B Mallon requested that the Councillors for this District Electoral Area be kept informed regarding this work.

Councillor B Hanvey emphasised that a programme of work had been set out and agreed following the meeting with the Council, DfI, and the Permanent Secretary about 6-7 months ago.

Councillor B Mallon acknowledged that an action plan had been agreed previously by the Council and DfI Roads but had heard nothing back since. Lives were being lost on this road.

Mr Monaghan welcomed the input from the Council, Department for Communities, PSNI and Translink on this issue. He stated that the issue of speed surveys was being progressed through the Council’s Director of Service Transformation who had written to DfI Roads recently regarding these matters and seeking a second update report for the Council.

Allocation of Roads Recovery Funds to LCCC

Councillor J Baird requested information in regard to the criteria of allocating DfI Roads funding to the various Council areas, £15 million allocated to NI and £1 m allocated to Lisburn & Castlereagh City Council. Councillor Baird was of the opinion that this Council should be getting a higher share as 60% of the population lived within 20 mile radius of Belfast. Mr Monaghan agreed to follow up on this matter and report back to the Council.

Meeting in Tonagh with Local Residents re Yellow Lines

Councillor A Grehan thanked Mr Salmon for attending the meeting in Tonagh Primary School with residents, and welcomed the fact that the yellow lines were in place within a few weeks. This seemed to have helped the situation for the residents. Councillor Grehan thanked DfI Roads for attending to this matter.

Letter of Best Wishes to Mr Eamonn McMahon

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At the request of Alderman S P Porter it was agreed that a letter from the Mayor’s Office be sent to Mr Eamonn McMahon, conveying the Council’s thanks and appreciation for his efforts over many years and extending best wishes to Mr McMahon in his retirement.

Agreement re ‘Frost Free’ City Centre during Adverse Weather

Alderman S P Porter raised the issue of gritting the City Centre and maintaining the City Centre frost free and open for business during periods of adverse weather. The Council had led the way during his term of office as Mayor in this

Agreement re ‘Frost Free’ City Centre during Adverse Weather (Cont’d) matter. Alderman Porter expressed concern that this initiative did not appear to be operating. In response the Director of Environmental Services advised that she had brought this agreement to the Environmental Services Committee and the Leisure & Community Development Committee for consideration. The agreement had been updated. It was noted that this agreement would be triggered at the Department’s request and subject to having personnel to implement the necessary works. The Director stated that there was also a duty of care to the Council’s own staff during adverse weather. Alderman Porter stated that the initiative was documented but if not being used it was not a working document.

Councillor A Grehan left the meeting at 7.23 pm.

Glebe Road

Councillor A P Ewing welcomed the major work to the Glebe Road and stated that it was a job well done. Councillor Ewing enquired how much this project cost. Mr Monaghan advised that the total cost for the programme of works on the Glebe Road had been £185,000.

Signal Phasing Issues

Councillor A Grehan returned to the meeting at 7.26 pm.

Deputy Mayor, Councillor H Legge raised the issue of signal phasing between the exit of the Park and Ride facility at Dundonald at Dunlady Road at the main Upper Newtownards Road junction. The Deputy Mayor stated there had been long tail backs in this area, having sat through three changes of signals earlier that evening due to the signals not having been synchronised. Mr Monaghan agreed to pass this matter to the relevant Control Centre for investigation.

Public Information Portal (PIP)

Alderman W A Leathem referred to the problems with the PIP system again and enquired if the system had been evaluated. He acknowleged that it was the system that was at fault – not the staff. The Elected representatives were the ‘middle men’ who were not being fed back the information.

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Mr Monaghan advised that the PIP system was being reviewed and agreed to forward Members comments to the relevant staff.

Brokerstown LD1

Alderman W A Leathem welcomed the positive comments about LD1 and looked forward to the design stage being reported to the Council in the autumn.

Alderman Leathem expressed a preference for a roundabout at the Ballinderry/Knockmore Road junction - not signalisation, but was hopeful in the

Brokerstown LD1 (Cont’d) longer term a link road would be in place. Mr Monaghan agreed to pass the comments on the roundabout as an option to the design team.

At the conclusion of the question session the Right Worshipful the Mayor, Councillor T Morrow thanked Mr Monaghan, Mr Salmon and Mr Williams for their contribution.

There being no further business for consideration the Special Meeting of Council was terminated at 7.32 pm.

Mayor/Chairman

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AM 08.06.2018 LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Annual Meeting of Council held in the Island Civic Centre, The Island, Lisburn, on Friday, 8 June, 2018 at 12:30 pm

PRESENT: The Right Worshipful the Mayor Councillor T Morrow

Deputy Mayor Councillor H Legge

Aldermen W J Dillon MBE, A G Ewart MBE, M Henderson MBE, T Jeffers, W A Leathem, S Martin, S P Porter, G Rice MBE and J Tinsley

Councillors N Anderson, J Baird, R T Beckett, B Bloomfield MBE, S Carson, D J Craig, A P Ewing, J Gallen, O Gawith, A Givan, J Gray MBE, A Grehan, B Hanvey, V Kamble, J McCarthy, A McIntyre, U Mackin, B Mallon, T Mitchell, J Palmer, S Skillen, N Trimble and R Walker

IN ATTENDANCE: Lisburn & Castlereagh City Council

Chief Executive Director of Leisure and Community Wellbeing Head of Marketing and Communications (Ms A Goddard) Acting Head of Service (Operational Services) Policy Officer IT Officer Member Services Officer Attendance Clerk PA to Chief Executive

Commencement of the Meeting

At the commencement of the meeting, Councillor T Morrow (Outgoing Mayor) welcomed those present to the meeting, particularly those seated in the public gallery, following which the Chief Executive outlined the evacuation procedures in the case of an emergency.

Councillor Morrow requested that all mobile phones be switched off or put on silent for the duration of the meeting.

Prayers

Councillor T Morrow (Outgoing Mayor) referred to the recent death of Mr Alvin Davis, son of Mr Ivan Davis who was a former Alderman of Lisburn City Council and Freeman of the City. A number of Members had attended Mr Davis’ funeral earlier in the day.

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AM 08.06.2018 Prayers (Contd)

Councillor Morrow stated that his thoughts and prayers were with Ivan and his wife, Betty, at this sad time.

Councillor Morrow also expressed condolences to Mr Robert Hamilton, employee in the Leisure and Community Wellbeing Department, on having lost both his mother and father in recent days.

Councillor T Morrow, welcomed Rev B Follis from St Malachy’s Parish Church, Hillsborough, to the meeting. Rev Follis provided some background to his Church and said a prayer, during which he too remembered the bereaved families referred to by the Mayor.

Councillor T Morrow thanked Rev Follis for his attendance and he left the meeting (12.36 pm).

1. Business of The Right Worshipful the Mayor

During this item of business, Councillor S Skillen left, and returned to, the meeting (12.36 pm and 12.45 pm respectively), Councillor A McIntyre arrived to the meeting (12.37 pm), Councillor J Palmer and T Mitchell arrived to the meeting (12.39 pm) and Councillor N Trimble arrived to the meeting (12.43 pm).

Councillor T Morrow (Outgoing Mayor) outlined the engagements he had attended during the month as follows:

− Invest Lisburn Castlereagh Property Forum; − Halftown Residents Association Royal Wedding Party; − Northern Ireland Tourism Awards; − Mayor’s Charity Golf Day. Councillor Morrow thanked Mr R Skillen and his team at Castlereagh Hills Golf Club for all their involvement with this event; − Northern Ireland Italian Motor Club Show at Lagan Valley Island; − Carryduff Community Carnival; − 100th Birthday Party of an aunt of Alderman S P Porter; − Interagency Meeting about Syrian Refugees; − Northern Ireland Fire & Rescue Service Launch of Road Safety Strategy; − Reception for Special Olympics Athletes Ulster Squad in Lighters Restaurant; − Ballyoran Ladies Group Art and Craft Exhibition; − Selling, Influencing & Delighting Customers – Entrepreneurs Networking Event at Lagan Valley Island; − Mayor’s Charities Quiz Night in Lighters Restaurant – Councillor Morrow thanked all those Members who had attended this event; − Horizons Event in the Studio Theatre, Lagan Valley Island; − Annual Primary School Golf Competition at Castlereagh Hills Golf Course; − Beating Retreat at Lagan Valley Island – Councillor Morrow thanked those Members who had attended this event; − Colour Run at Wallace Park, which had been attended by over 450 people; − Presentation of Coca Cola Bursary Awards; − Launch of the Leisure Show at the Eikon Centre; 625

AM 08.06.2018 1. Business of The Right Worshipful the Mayor (Contd)

− Dairy Open Day at AFBI Hillsborough; and − Comber Greenway Re-opening Event at Tullycarnet.

Councillor T Morrow (Outgoing Mayor) expressed his appreciation to Councillor H Legge (Outgoing Deputy Mayor) for having attended a number of events on his behalf during the last month, as follows:

− Citizenship Ceremony & Women’s Event; − Boys’ Brigade Community Event at Elmwood Presbyterian Church; − Grounds Day at Beechlawn School; − Age on Stage Showcase; − Hillsborough Arts Society Exhibition; − Sounds of Summer Concert at Beechlawn School; and − Ulster in Bloom at the Bridge Suite.

Councillor T Morrow thanked Councillor H Legge for the all she done throughout the year in attending events that he was unable to. He invited her to address the Council at this stage.

Councillor H Legge (Outgoing Deputy Mayor) stated that it had been her great honour and privilege to serve the Council, the residents of the City and the Mayor during her term of office. Coming from the same District Electoral Area as Councillor Morrow and having crossed paths at various events, she felt she knew him; however, during the 12 months they had genuinely forged a friendship and had had a great year. She stated that Councillor Morrow had brought a breath of fresh air to the role of Mayor and she thanked him for his support and friendship. Councillor Legge hoped that Councillor Morrow and his wife, Hilary, would now enjoy a well-deserved break.

Councillor Legge thanked her Party Group for the honour of having nominated her for the position of Deputy Mayor and for having placed their faith and confidence in her. She thanked the Outgoing Mayor for having entrusted her with so many engagements right across the Council area. She had attended around 130 engagements and had enjoyed each and every one of them. Her year as Deputy Mayor had given Councillor Legge amazing memories and experiences that she would carry with her forever and she hoped she had left a good impression of the Council and the office of Mayor at every engagement she undertook. Councillor Legge thanked all Elected Members for their support and encouragement over the last year.

Councillor Legge particularly thanked the Chief Executive for her support since her election to the Council in 2014 and wished her well in whatever the future held. She thanked Directors and Heads of Service who had been so supportive. Councillor Legge stated that the Council was blessed with amazing and dedicated staff in all its Departments and she thanked each and every one of those staff. She extended particular thanks to her fellow female Councillors who had supported the Ladies Group Initiative and had helped to promote the work undertaken so far.

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AM 08.06.2018 1. Business of The Right Worshipful the Mayor (Contd)

Councillor Legge stated that it would be remiss of her not to refer to one lady not present today – Councillor M Tolerton – for the help and support she had given to Councillor Legge since her election and she expressed her personal best wishes to Councillor Tolerton for her continued improvement.

Councillor Legge advised that a lot of work went on in the background, largely unnoticed, and she offered her huge thanks for the support, guidance and laughs along the way she had received from the team in the Mayor’s office, namely Mrs C Adamson, Mrs G Allen, Mr G McCartney, Mr J Green and Mr G Hanna.

Lastly, Councillor Legge thanked her family for their constant support and encouragement and their interest in her Council work. She passed on her best wishes to the Incoming Mayor and Deputy Mayor and hoped they would enjoy their time in office as much as she had enjoyed hers.

Councillor T Morrow (Outgoing Mayor) stated that he had already said his thanks at the last Monthly Meeting of Council. However, at this stage, he thanked all Elected Members who had supported his charity events throughout the year but paid particular tribute to those Members who had participated in the Mayor’s Charity Committee, ie. Councillors B Hanvey, B Bloomfield and A Grehan especially, for their work in helping with fundraising throughout the year. The money raised would have a huge impact on, and be greatly appreciated by, those charities. Councillor Morrow went on to thank his business partners for having allowed him to take a year off and particularly thanked his son, Patrick, who had taken over the dairy farm. Lastly, Councillor Morrow thanked his wife, Hilary, who had supported him in everything he had done. Councillor Morrow asked that it be noted that he now held the record for the most Royal visits in a year. He had thoroughly enjoyed his term in office and wished the Incoming Mayor all the best.

2. Apologies

It was agreed to accept apologies for non-attendance at the meeting on behalf of Alderman D Drysdale, Councillors A Girvin, L Poots, A Redpath, C Robb and M Tolerton, the Director of Environmental Services and the Director of Service Transformation.

3. Declarations of Interest

There were no declarations of interest.

4. Annual Meeting Minutes

Members were provided with, and noted the contents of, a copy of the minutes of the Annual Meeting held on 19 June, 2017 which had been adopted and signed at the meeting of Council held on 27 June, 2017.

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During consideration of this item of business, Councillor S Skillen left the meeting (12.51 pm) and Councillor B Bloomfield arrived to the meeting (1.04 pm).

Alderman M Henderson, on behalf of the Ulster Unionist Party thanked Councillor T Morrow, and his wife, Hilary, for the way in which they had conducted the business of the Mayor. Alderman Henderson had had the pleasure of attending some functions with the Mayor and stated that Councillor Morrow had represented the Council for all constituents.

Alderman J Tinsley echoed the sentiments of the previous speakers. He stated that Councillor Morrow had done a fantastic job as Mayor and had been a breath of fresh air. Alderman Tinsley, as Chairman of the Leisure and Community Development Committee over the last year, had attended a lot of events with the Mayor and stated that he had been a credit to this Council. He referred to the personal difficulties experienced by Councillor Morrow on the death of his mother and commended him on how he had dealt with this in carrying out his duties, ably supported by the Deputy Mayor. In relation to the Mayor’s charities, Alderman Tinsley stated that it was not only about the amount of money raised, but about raising the profile of the charities.

Councillor O Gawith concurred with the sentiments already expressed. He referred to something that had been mentioned to Councillor Morrow by a colleague the previous evening, ie. that he had opened the office of Mayor with respect and generosity and that would not be forgotten. Councillor Gawith congratulated Councillor Morrow and Councillor Legge who, he stated, had made an excellent team and he thanked them for all they had done.

Councillor B Hanvey, on behalf of the SDLP Party, commended Councillor T Morrow for the tremendous year he had had. Councillor Morrow had shown inclusiveness throughout the year by bringing so many people into the Council Chamber. The fact that he had got out and about right across the Council area had been a credit to Councillor Morrow. Councillor Hanvey thanked Councillor Morrow for having allowed him to play a small part in his year in regard to being a Member of the Mayor’s Charity Committee. On behalf of his Party, Councillor Hanvey also thanked the Outgoing Deputy Mayor, Councillor H Legge, who had been an excellent servant and been there as and when required.

At this stage, Councillor T Morrow (Outgoing Mayor) thanked his colleagues for their comments, which were greatly appreciated. He declared the Office of Mayor and the Office of Deputy Mayor vacant and he and Councillor H Legge removed their Chains of Office.

Alderman M Henderson thanked Councillor H Legge for the work she had carried out on behalf of the Ulster Unionist Party in particular and the Council. She had done a sterling job. There had been positive feedback from everyone about a new Councillor coming in and taking on this role, sharing it with other people and not being frightened to take on any of the roles she was offered. He congratulated Councillor Legge personally for what she had done for the Ulster Unionist Group and the Council.

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AM 08.06.2018 5. Election of Mayor (Contd)

At this stage, Councillor H Legge vacated her seat at the top table.

Councillor T Morrow (Outgoing Mayor) having sought nominations for the Office of Mayor for the ensuing year 2018/19, Alderman J Tinsley proposed Councillor U Mackin for this position. This proposal was seconded by Councillor S Carson. There being no other nominations for the Office of Mayor, Councillor T Morrow declared Councillor U Mackin elected Mayor of the City of Lisburn & Castlereagh for the year 2018/19.

Councillor U Mackin was invested with his Chain of Office by the Outgoing Mayor, Councillor T Morrow, and signed the Declaration on Acceptance of Office. Councillor Morrow vacated his seat at the top table at this point.

The Right Worshipful the Mayor, Councillor U Mackin, began by concurring with the previous sentiments expressed about the Outgoing Mayor and Mayoress and the Outgoing Deputy Mayor who, he stated, had done a fantastic job. He had been proud to have them in office over the last 12 months and he thanked them for all they had done for the Council during that time.

Councillor Mackin paid tribute to his wife and family who had put up with a lot since he had come to this Chamber and he thanked them in anticipation of their full support in the coming term. He stated that he would not be sitting where he was if not for the good will of the people of the Downshire East Electoral Area who had placed their confidence in him initially. Councillor Mackin thanked his Party colleagues for nominating him to this position and assured them, every Member of Council and everyone in the public gallery that he counted it as a personal honour and very high privilege. He hoped he would live up to the expectations of all in the community and he looked forward to serving the community. He stated that the Mayor’s door would always be open to anyone who felt he could be of assistance to them.

The Right Worshipful the Mayor stated that he was breaking with history as he did not come from a political family and had no political baggage. He did belong to a political party whose outlook and thinking he happened to agree with. Being a Councillor had not been on his radar, let alone holding the position of Mayor.

There was another aspect of his family that Councillor Mackin thought it important to share and that was its proud military record. Both his grandparents had served actively in World War One and all of his uncles had served in World War Two in some guise or other, be it the Armed Services or the Air Force. His father had served proudly with the Irish Guards and had gone to the Battle of Dunkirk, where he had been severely disabled. His discharge certificate read “discharged being unfit for military service”. That was all he got, all his parents got and all his family got. This was why Councillor Mackin considered the Military Covenant was so very critical. 75 years later and there were those serving in the Forces who were not properly looked after and that was a shame. Councillor Mackin was proud that this Council recognised that and did so last year. This was something to be worked more on. The closest Councillor Mackin had come to any of that was when he had been at school he had wanted to join the Air Force and had tried to join the Air Training Corps. However, when his parents had found out, they had a 629

AM 08.06.2018 5. Election of Mayor (Contd)

different idea. There was no way their son would be put in the position where he would possibly have to go through the experience his father had. All those years later, the effect of war had still been very raw and that was something that lived with Councillor Mackin every day. What his parents had done was steer Councillor Mackin in the direction of the Boys’ Brigade, which was one of his passions. He was still actively involved and was proud to be. He had come to serve and work with many young people and it was through that organisation that the seeds of Christian faith he had been taught at home were developed and it helped him to grow in his Christian experience. Every youth leader, no matter what organisation they served with, would agree that there was no greater pleasure than to see young people coming to the organisation, joining maybe in their pre-school years and staying through to the age of 18 or beyond. Sadly that was not always seen because there were young people and children who, through no fault of their own, could not avail of those facilities. There were young people who got sad news that they had life-threatening or life-limiting illnesses and that was shattering for the person concerned, their family and those with whom they came in contact. Councillor Mackin had had to deal with that in his family over the last 18 months and, for that reason, he wanted his Mayor’s Charity to be one that could help people in that situation. There were many such charities. The one he had chosen provided help to young people and their families to rebuild their lives after such a shattering experience and was Cancer Fund for Children. He would like every Member of Council and the wider community to support the charity over the coming year. Representatives from Cancer Fund for Children were present in the public gallery and would return to the Monthly Meeting of Council on 26 June to make a presentation.

As far as Lisburn & Castlereagh City Council was concerned, Councillor Mackin believed that it was a great Council, with a variety of Parties and a huge variety of backgrounds. The good thing was that whilst there were political differences now and again, that was not too often, and Members worked together for the good of the community. The Council had a great community to serve, it was well placed and had much to offer. There were so many good people who worked daily in their businesses to create employment, great schools and colleges, two hospitals – all the things necessary to make a good area. It was statistically proven that this Council area was a much sought after one and that was down to the hard work of the Elected Members and the staff who supported them in the work they did. This was a Plan-led Council and Councillor Mackin referred to Plans such as the Community Plan, Corporate Plan, Performance Improvement Plan and a number of other strategies and policies. The Annual Plan would soon be published and this would highlight a lot of the successes achieved. This was a result of working together as political representatives and with the staff. Now, moving into the last year of this Council term, it was necessary to put Plans into action and start to build for a positive future. During the coming year, Councillor Mackin hoped that clear and evidential strides would be made to achieve that. He wanted to play his part in that and would do all he could to make sure it happened.

The Right Worshipful the Mayor, Councillor U Mackin, stated he looked forward to meeting as many people and groups, right across the Council area, as he could and looked forward to his year in office. Finally, Council Mackin advised that the

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Mayor’s Chaplain for the incoming year would be his own Minister, Reverend Stephen Hanna.

Alderman J Tinsley congratulated The Right Worshipful the Mayor, Councillor U Mackin and wished him well in the year ahead. Councillor Mackin had served Committees well during his tenure, both in the former Lisburn City Council and the current Lisburn & Castlereagh City Council. Alderman Tinsley stated that the residents of the Downshire East Electoral Area knew how hard Councillor Mackin worked and how well he represented them. In relation to his family, Councillor Mackin had been through a difficult year/18 months and had kept going as best he could. Alderman Tinsley stated that he had a heart of gold and would serve this Council well. Coming from a youth organisation, Boys’ Brigade, Councillor Mackin was a real voice for them. Councillor Mackin had chosen a charity close to people’s hearts. Alderman Tinsley wished Councillor Mackin, his wife, Jennifer, and their daughters well. The DUP, as a Party and as individuals, would support Councillor Mackin in the year ahead in any way they could.

Alderman M Henderson congratulated The Right Worshipful the Mayor, Councillor U Mackin, on behalf of the Ulster Unionist Party. The Party had worked with Councillor Mackin on various Committees and always found him to be fair. It had been reassuring to hear the Mayor’s door would always be open and it had been nice to hear mention of Councillor Mackin’s family military history, especially this area being a military garrison. Alderman Henderson wished Councillor Mackin well in the coming year and assured him of the support of the Ulster Unionist Party.

Councillor O Gawith echoed the sentiments of the previous speakers. He hoped Councillor Mackin would have a marvellous year in office and hoped he would be as inclusive as the Outgoing Mayor.

Councillor B Hanvey, on behalf of the SDLP Party, extended best wishes to The Right Worshipful the Mayor, Councillor U Mackin, for the year ahead. Having spent a considerable period of time with Councillor Mackin, particularly on the Planning Committee, Councillor Hanvey knew he would be diligent.

Alderman G Rice stated that she was delighted that Councillor Mackin had been nominated to the position of Mayor. As a member of CLIC Sargent, which worked with children with cancer, Alderman Rice offered any help she could in relation to the Mayor’s chosen charity for the incoming year.

6. Election of Deputy Mayor

Councillor R Walker left the meeting during consideration of this item of business (1.14 pm).

The Right Worshipful the Mayor, Councillor U Mackin, sought nominations for the position of Deputy Mayor for the ensuing year 2018/19.

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AM 08.06.2018 6. Election of Deputy Mayor (Contd)

Councillor O Gawith proposed Councillor A Grehan for the position of Deputy Mayor. Councillor Grehan was a first term Councillor but had already proven tireless in her help for anyone less fortunate. She was one of the most inclusive people he knew and was not afraid of saying what needed to be said. Councillor Gawith had no doubt Councillor Grehan would be a great servant to the Council, as well as a great assistant to The Right Worshipful the Mayor. This proposal was seconded by Councillor H Legge, who stated that Councillor Grehan was already a great ambassador for the Council and she was confident she would be an amazing Deputy Mayor. There being no further nominations for the Office of Deputy Mayor, The Right Worshipful the Mayor, Councillor U Mackin, declared Councillor A Grehan elected Deputy Mayor of the City of Lisburn & Castlereagh for the year 2018/19.

Councillor A Grehan was invested with her Chain of Office by The Right Worshipful the Mayor, Councillor U Mackin, and signed the Declaration on Acceptance of Office.

The Deputy Mayor, Councillor A Grehan, began by congratulating Councillor U Mackin on his election to the position of Mayor and stated that she looked forward to working with him and his wife, Jennifer, on behalf of all the residents of Lisburn and Castlereagh, over the coming year. Whilst they had their differences, what united them was their determination to further the best interests of all who lived and worked in the Council area and a dedication to working on their behalf.

Councillor Grehan thanked her Party colleagues for nominating her for the position of Deputy Mayor, which was a great honour. In relation to the Outgoing Mayor, Councillor T Morrow, Councillor Grehan stated that, no doubt, everyone would share her view that his year in office had been a great success. He had demonstrated dedication to the whole Council area and all of its people and had carried out his duties with determination, fairness and humour. Councillor Morrow and Councillor Legge had worked tirelessly representing the Council in every corner of Lisburn, Castlereagh and beyond and she thanked them for all they had achieved.

Councillor Grehan thanked her three children who were present in the public gallery to share the special occasion. She told of their reactions on learning that she was to be Deputy Mayor and stated that she loved them very much.

Councillor Grehan stated that it was an honour to take the role of Deputy Mayor. She had been born in Lisburn, went to school in Lisburn, her children went to school in Lisburn and she worked in Lisburn. She would work hard to assist the Mayor in promoting the area to the best of her ability. Councillor Mackin and Councillor Grehan already had a strong working relationship; she respected him as a person and as a Councillor and she was confident he would make an excellent Mayor. Councillor Grehan stated that she would work hard to support the Mayor’s chosen charity. It was something very close to her heart as her sister had died from cancer at the age of two. This was a disease that had touched many families and was one where public support could greatly assist with research projects and improving the quality of life of those with the disease and those close to them. 632

AM 08.06.2018 6. Election of Deputy Mayor (Contd)

Councillor Grehan stated that she took on this role from another woman, for whom she had great respect. In recent years, the role women played in society had changed as more women had come into positions of power. A few years ago, it would have been unthinkable for a single mother to be standing where she was now. She was grateful for the opportunity and would use the role to emphasis that, regardless of what life threw at you, with dedication and support from the right people, anyone could attain high office. Councillor Grehan wished to represent a new generation of women and mothers playing a full role in public life and looked forward to the opportunities that lay ahead.

The Right Worshipful the Mayor, Councillor U Mackin, thanked Councillor Grehan for her comments and wished her well in her new role.

Alderman J Tinsley congratulated the Deputy Mayor, Councillor A Grehan, and stated that she would represent the Council very well. He was aware of her work ethic and knew she would be a credit. He stated that her children would be very proud of her and, in relation to Councillor Grehan’s previous comments about being a single mother, he stated that she was a fantastic mother and had been a very hardworking Councillor. He wished her well in her role and stated that she would be a good support for the Mayor.

Alderman M Henderson congratulated the Deputy Mayor, Councillor A Grehan, who he had got to know over the last three years. He stated that she was meticulous in her Committee work, as well as on the NAC Executive. Alderman Henderson stated that Councillor Grehan would work well with Councillor Mackin.

Councillor B Hanvey, on behalf of the SDLP Party, wished the Deputy Mayor, Councillor A Grehan, all the best for the incoming year.

The Chief Executive congratulated The Right Worshipful the Mayor, Councillor U Mackin, and the Deputy Mayor, Councillor A Grehan, and stated that she looked forward to working with them.

7. Election of Members to Committee Positions 2018/18

During consideration of this item of business, Alderman G Rice left the meeting and Councillor R Walker returned to the meeting (1.23 pm).

7.1 Planning Committee

It was proposed by Alderman J Tinsley, seconded by Alderman M Henderson and agreed that the membership of the Planning Committee for the year 2018/19 be as follows:

Alderman D Drysdale Alderman T Jeffers Councillor N Anderson Councillor D J Craig Councillor A Givan 633

AM 08.06.2018 7.1 Planning Committee (Contd)

Councillor L Poots Alderman W J Dillon Councillor N Trimble Councillor O Gawith Councillor B Hanvey Councillor A Girvin

7.2 Governance and Audit Committee

It was proposed by Alderman J Tinsley, seconded by Alderman M Henderson and agreed that the membership of the Governance and Audit Committee for the year 2018/19 be as follows:

Alderman W A Leathem Councillor R T Beckett Councillor A P Ewing Councillor B Mallon Councillor S Carson Councillor S Skillen Councillor O Gawith Alderman S Martin Councillor T Morrow Councillor A McIntyre Councillor J Gallen Councillor J Baird Councillor B Bloomfield Councillor A Girvin

It was noted that The Right Worshipful the Mayor, Councillor U Mackin, and the Deputy Mayor, Councillor A Grehan, were ex-officio Members of the above Committee.

7.3 Leisure and Community Development Committee

It was proposed by Alderman M Henderson, seconded by Councillor J McCarthy and agreed that the membership of the Leisure and Community Development Committee for the year 2018/19 be as follows:

Alderman J Tinsley Alderman W A Leathem Alderman S P Porter Councillor N Anderson Councillor R T Beckett Councillor J Gray Councillor A Givan Councillor R Walker Alderman M Henderson Councillor H Legge Councillor T Mitchell Councillor N Trimble 634

AM 08.06.2018 7.3 Leisure and Community Development Committee (Contd)

Councillor T Morrow Councillor A McIntyre Councillor J Gallen

It was noted that The Right Worshipful the Mayor, Councillor U Mackin, and the Deputy Mayor, Councillor A Grehan, were ex-officio Members of the above Committee.

7.4 Environmental Services Committee

It was proposed by Alderman J Tinsley, seconded by Councillor J McCarthy and agreed that the membership of the Environmental Services Committee for the year 2018/19 be as follows:

Alderman T Jeffers Alderman S P Porter Alderman J Tinsley Councillor A Givan Councillor J Gray Councillor B Mallon Councillor L Poots Councillor R Walker Councillor J Baird Councillor B Bloomfield Councillor H Legge Councillor T Mitchell Councillor O Gawith Councillor A McIntyre Councillor B Hanvey

It was noted that The Right Worshipful the Mayor, Councillor U Mackin, and the Deputy Mayor, Councillor A Grehan, were ex-officio Members of the above Committee.

7.5 Development Committee

It was proposed by Alderman M Henderson, seconded by Councillor J McCarthy and agreed that the membership of the Development Committee for the year 2018/19 be as follows:

Alderman D Drysdale Alderman A G Ewart Alderman T Jeffers Alderman W A Leathem Councillor S Carson Councillor A P Ewing Councillor J Gray Councillor S Skillen Alderman W J Dillon Councillor J Baird 635

AM 08.06.2018 7.5 Development Committee (Contd)

Councillor T Mitchell Alderman S Martin Councillor T Morrow Councillor J Gallen Councillor B Hanvey

It was noted that The Right Worshipful the Mayor, Councillor U Mackin, and the Deputy Mayor, Councillor A Grehan, were ex-officio Members of the above Committee.

7.6 Corporate Services Committee

It was proposed by Councillor O Gawith, seconded by Councillor J McCarthy and agreed that the membership of the Corporate Services Committee for the year 2018/19 be as follows:

Alderman A G Ewart Councillor N Anderson Councillor D J Craig Councillor A P Ewing Councillor B Mallon Councillor R Walker Councillor S Carson Councillor O Gawith Alderman S Martin Councillor T Morrow Councillor A McIntyre Alderman M Henderson Councillor B Bloomfield Councillor B Hanvey

It was noted that The Right Worshipful the Mayor, Councillor U Mackin, and the Deputy Mayor, Councillor A Grehan, were ex-officio Members of the above Committee.

7.7 Capital Projects Committee

It was proposed by Councillor J McCarthy, seconded by Alderman J Tinsley and agreed that the membership of the Capital Projects Committee for the year 2018/19 be as follows:

Alderman A G Ewart Alderman D Drysdale Alderman S P Porter Alderman J Tinsley Councillor R T Beckett Councillor D J Craig Councillor L Poots Alderman W J Dillon Councillor H Legge 636

AM 08.06.2018 7.7 Capital Projects Committee (Contd)

Councillor A Redpath Councillor O Gawith Alderman S Martin Councillor T Morrow Councillor B Hanvey

It was noted that The Right Worshipful the Mayor, Councillor U Mackin, and the Deputy Mayor, Councillor A Grehan, were ex-officio Members of the above Committee.

8. Election of Members to Positions of Responsibility 2018/19

8.1 Corporate Services Committee

It was proposed by Councillor J Gallen, seconded by Councillor A McIntyre and agreed that Councillor N Anderson be elected Chairman and Councillor B Mallon be elected Vice-Chairman of the Corporate Services Committee for the year 2018/19.

8.2 Development Committee

It was proposed by Councillor J Gallen, seconded by Councillor A McIntyre and agreed that Alderman W A Leathem be elected Chairman and Alderman A G Ewart be elected Vice-Chairman of the Development Committee for the year 2018/19.

8.3 Environmental Services Committee

It was proposed by Councillor J Gallen, seconded by Councillor A McIntyre and agreed that Councillor J Gray be elected Chairman and Alderman J Tinsley be elected Vice-Chairman of the Environmental Services Committee for the year 2018/19.

8.4 Governance and Audit Committee

It was proposed by Councillor J Gallen, seconded by Councillor A McIntyre and agreed that Councillor R T Beckett be elected Chairman and Councillor S Skillen be elected Vice-Chairman of the Governance and Audit Committee for the year 2018/19.

8.5 Leisure and Community Development Committee

It was proposed by Councillor J Gallen, seconded by Councillor A McIntyre and agreed that Alderman S P Porter be elected Chairman and Councillor J Gallen be elected Vice-Chairman of the Leisure and Community Development Committee for the year 2018/19.

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AM 08.06.2018 8.6 Planning Committee

It was proposed by Councillor J Gallen, seconded by Councillor A McIntyre and agreed that Alderman D Drysdale be elected Chairman and Councillor O Gawith be elected Vice-Chairman of the Planning Committee for the year 2018/19.

8.7 Capital Projects Committee

It was proposed by Councillor J Gallen, seconded by Councillor A McIntyre and agreed that Alderman W J Dillon be elected Chairman and Councillor B Hanvey be elected Vice-Chairman of the Capital Projects Committee for the year 2018/19.

8.8 National Association of Councillors

It was proposed by Councillor O Gawith, seconded by Councillor J McCarthy and agreed that the Council’s representatives on the National Association of Councillors remain unchanged, ie.

Councillor B Mallon Alderman D Drysdale Alderman T Jeffers Councillor A P Ewing Councillor N Anderson Alderman M Henderson Councillor B Bloomfield Councillor A Grehan

8.9 Northern Ireland Local Government Association

It was proposed by Councillor O Gawith, seconded by Councillor J McCarthy and agreed that the Council’s representatives on the Northern Ireland Local Government Association remain unchanged, ie.

Councillor A Givan Alderman W A Leathem Councillor U Mackin Alderman D Drysdale Alderman A G Ewart Alderman M Henderson Alderman W J Dillon Alderman S Martin

8.10 Partnership Panel

It was proposed by Councillor O Gawith, seconded by Councillor J McCarthy and agreed that Councillor S Skillen be replaced on the Partnership Panel by Councillor S Carson.

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AM 08.06.2018 8.11 Lisburn & Castlereagh Policing and Community Safety Partnership

It was proposed by Councillor O Gawith, seconded by Councillor J McCarthy and agreed that the following changes be made to the membership of the Lisburn & Castlereagh Policing and Community Safety Partnership:

• Alderman D Drysdale to be replaced by Councillor A P Ewing; • Councillor U Mackin to be replaced by Councillor L Poots; • Councillor M Tolerton to be replaced by Councillor R Walker; and • Councillor A Redpath to be replaced by Councillor T Mitchell.

8.12 Northern Ireland Local Government Partnership on Travellers Issues

It was agreed that Council representation on the above be referred to the relevant Committee for consideration.

8.13 Knockagh Monument Joint Committee

It was agreed that Council representation on the above be referred to the relevant Committee for consideration.

At this stage, the Chief Executive pointed out that a position had been allocated to NI21 for 2018/19 for both the Governance and Audit Committee and the Corporate Services Committee. Legal advice had been sought and it suggested that the Regulations that needed to be drawn up to deal with a Party that no longer existed had not been constructed. The Council had corresponded with Mr Basil McCrea and he had chosen not to nominate to those Committees and, therefore, the places remained vacant.

The Right Worshipful the Mayor, Councillor U Mackin, congratulated all those Members elected to Chairmanships and Vice-Chairmanships and stated that he looked forward to working with them.

Alderman M Henderson referred to the Mayor’s Charity Committee and stated that he wished to nominate Councillor H Legge to participate on that Committee.

At the conclusion of the meeting, The Right Worshipful the Mayor, Councillor U Mackin, thanked those present for attending.

There being no further business for consideration, the meeting was terminated at 1.26 pm.

Mayor

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LCD 05.06.2018 LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Meeting of the Leisure and Community Development Committee held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 5th June 2018 at 5.35pm

PRESENT: Alderman J Tinsley (Chairman)

Councillor R Walker (Vice-Chairman)

The Right Worshipful The Mayor Councillor T Morrow

Deputy Mayor Councillor H Legge

Aldermen W A Leathem, S Martin and S P Porter

Councillors N Anderson, R T Beckett, R B Bloomfield MBE, J Gallen, A Givan, A Grehan, A McIntyre, S Martin, and T Mitchell

OTHER MEMBER: Councillor J Palmer

IN ATTENDANCE: Lisburn & Castlereagh City Council Director of Leisure & Community Wellbeing Head of Service (Cultural & Community Services) Head of Service (Parks & Amenities) Head of Service (Sports Services) Major Facilities Manager (Sports Service) Member Services Officer

Advantage NI Mr Gerry Ford, Director

Commencement of Meeting

The Chairman of the Committee, Alderman J Tinsley, extended a welcome to all present and announced that Alderman W A Leathem, would join the meeting shortly, he then proceeded to outline the new revised evacuation procedures in the case of an emergency.

The Chairman asked that any Member entering or leaving the meeting alert him accordingly so that the Member Services Officer might accurately reflect arrival and departure times in the minutes.

1. Apologies

Apologies for non-attendance at the meeting were accepted and recorded on behalf of Councillor J Gray MBE.

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LCD 05.06.2018 2. Declarations of Interest

The Chairman, Alderman J Tinsley, invited Members to declare any interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at their places.

Alderman S Martin declared an interest item 6.4, Tender Report in Regard to the Provision of Soft Drinks Vending within Lisburn & Castlereagh City Council, on the basis his father is an employee of one of the tendering companies.

3. Minutes

It was agreed that the minutes of the Meeting of the Leisure and Community Development Committee held on the 1st May, 2018, as adopted by the Council at its meeting on 22nd May, 2018, be confirmed and signed.

4. Presentations

4.1 Advantage NI – Ravine Project

The Chairman, Alderman J Tinsley, welcomed Mr Gerry Ford from Advantage NI, to the meeting and with the aid of power point he provided a presentation on the following:

• Background of Advantage NI including its aims & objectives and international work • The benefits and opportunities of the Ravine Project and what it offers to young people, particularly the most vulnerable in society, including prisoners, young people with mental health challenges and those furthest from the labour market • Location of the Ravine Project including details of the site coverage and the proposed route and the connection with the Carryduff Greenway • The vision that the Ravine Project will provide to include six conservation stations where families can interact with nature, organic nature gardens and an eco-pod • Capacity to become a hub to society, creating an environment that is rich and vibrant by diversity.

During the delivery of the presentation Alderman W A Leathem entered the meeting at 5.41 pm.

Following the presentation, Mr Ford responded to Members’ questions, which covered a range of issues including:

• The rehabilitation opportunities through the programme for young offenders from Hydebank Closed College. • Funding for the programme is received mainly from the Lottery, Alpha and other “in-kind” support.

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LCD 05.06.2018 • Success of a previous programme run by the organisation that has helped nine young offenders start up their own business within a year of leaving youth custody. • The organisation is small with six full time members and additional staff is brought in as and when required.

The Chairman thanked Mr Ford for his presentation and he left the meeting at 5.55 pm.

4.2 Officers Project Update – Carryduff Greenway

It was noted that this item would be considered at Item 1 of the Head of Service (Parks & Amenities) report.

5. Report from the Director of Leisure and Community Wellbeing

It was proposed by the Deputy Mayor, Councillor H Legge, seconded by Councillor A McIntyre and agreed that the main report and recommendations of the Director of Leisure & Community Wellbeing be adopted, subject to any decisions recorded below.

5.1 Race Against Multiple Sclerosis (RAMS): Family Fun Day – Request for Financial Assistance

Members were provided with a copy of correspondence received from Race Against Multiple Sclerosis dated 5 May, 2018, requesting financial assistance towards the cost of the forthcoming Family Fun Day which is to be held on Saturday 28th June, 2018, at Lisburn Fire Station. Members were further advised that the Council has in previous years supported this event. Following consideration it was agreed to recommend that financial assistance in the sum of £300 for this event be approved.

5.2 Northern Ireland Human Rights Commission: Out of Sight, Out of Mind – Report of Investigation into Travellers Accommodation

Members were reminded that NIHRC recently published their final report of investigation into traveller’s accommodation and is seeking a formal response. A paper summarising the report and the recommendation contained within it pertaining to councils and other public bodies had been finalised by Council Officers and had been circulated for the consideration of Members.

Following consideration Members agreed to recommend:

• The recommendations within the report be noted • The report be referred to the Local Community Planning partnership for consideration in a community planning context • The Council continue to be represented on the NI Local Government Partnership on Travellers Issue to ensure it is kept informed of future developments • Appropriate awareness training on the Race Relations [NI] Order be arranged for relevant Council staff

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5.3 Sports Northern Ireland: Everybody Active 2020

5.3.1 Strand 1: Opportunities – 2018/19 Letter of Offer

Members were advised that a Letter of Offer to the sum of £108,238, for the above named programme had been received by the Council from Sport NI. The award represents the 3rd year of support to the Council under the programme. Members agreed to accept the award as set out in the Letter of Offer.

5.3.2 Strand 4: Outreach, Capacity Building and Small Grants – 2018/19 Letter of Offer (Exchequer Revenue)

Members were advised that a Letter of Offer to the sum of £41,526, for the above named programme had been received from Sport NI. Last year was the first occasion funds had been made available to the Council from Sport NI through the programme to support a small grant scheme for local sports clubs and organisations. Members agreed to accept the award as set out in the Letter of Offer.

5.4 Special Meeting of the Leisure & Community Development Committee

Members were advised of the intentions to hold a Special Meeting of the Leisure & Community Development Committee later this month. The purpose of the Special Meeting is to consider reports in regard to the following:

• Report arising from the Notice of Motion in the name of the Deputy Mayor, Councillor H Legge agreed by Council at the Monthly Meeting held on 22nd May, 2018. Members were reminded that having agreed to support the Notice of Motion in relation to the waiving of interment fees for anyone under the age of 18, should be referred to the Leisure & Community Development Committee for consideration of detailed arrangements • A further report taking forward the recommendations contained within the Review of the Museum Service considered by Members at the Special Meeting of the Committee held in March • Any urgent matters requiring consideration before the suspension of Monthly Committee meetings over the July & August holiday period

It was noted the date & time of the Special Meeting remained to be finalised and Members agreed that consultation with the new Chairman should take place in this regard.

5.5 Community Facilities: Council Support

Members were advised that the Council provides annual revenue support of £25,000 per annum to Maghaberry Community Centre, Hillsborough Village Centre and Laganview Enterprise Centre arising from a former Lisburn City Council satellite community centre policy. This funding was to ensure the continuing sound maintenance and effective use of the asset.

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LCD 05.06.2018 On the merger of the two former Councils the new Lisburn & Castlereagh City Council inherited two separate methods of operating community centres and facilities. Members were also advised that the Council, in recent years, had assisted with the development of two further community facilities at Hillhall and Old Warren, where both assets are owned by the Council but leased to community organisations to operate in the interest of protecting the Council’s assets, and ensuring continuing effective use.

It was agreed that a detailed report to assist in the consideration of both the adoption of a preferred community centre operating model and the proposal of an annual revenue contribution for the two additional facilities, be brought forward to the Committee for consideration at its meeting in September 2018.

5.6 Department for Communities: Community Festivals Fund – Response from the Department

Members were reminded that at the last meeting of the Committee it was requested that the Director write to the Permanent Secretary within the Department for Communities setting out the Council’s concerns in relation to the delay in issuing Letters of Offer to Council in regards to the Community Festivals Fund.

Members noted a copy of the response received from the Department for Communities dated the 14th May, 2018, which confirmed the release of Letters of Offer to Councils in respect of the Community Festivals Fund. Members further noted that following discussion of this issue at the recent Council meeting it had been agreed a further letter be sent to the Permanent Secretary in this regard.

5.7 Report from the Head of Service (Parks & Amenities)

It was proposed by the Vice Chairman, Councillor R Walker, seconded by Councillor A Givan and agreed that the report and recommendations of the Head of Service (Parks & Amenities) be adopted, subject to any decisions recorded below.

Items for Decision

5.7.1 Carryduff Greenway: Project Update & Presentation from Advantage NI

The Head of Service (Parks & Amenities), with the aid of powerpoint provided a presentation on the Carryduff Greenway regarding the vision, benefits, proposals of future zones and the challenges ahead. Following the presentation the Head of Service (Parks & Amenities) responded to a number of questions from Members:

• Approval being sought from the nearby schools’ play park. • Challenges faced in regards to Zone Two.

Members noted the rationale and intention to deliver the project in stages and liaison would continue with necessary stakeholders and it was agreed that Members would be kept up to date with the ongoing progress of this project.

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LCD 05.06.2018 During consideration of this item Councillor A McIntyre left the meeting at 6.17 pm and returned at 6.20 pm.

5.7.2 Proposal to Host and Sponsor the 2019 International Cross Country Race at the Billy Neill Soccer Centre of Excellence

The Head of Service (Parks & Amenities) reminded Members that, at the March, 2017 meeting of the Committee, they had considered a request from Athletics NI to host and sponsor an International Cross County event at Billy Neill Soccer Centre of Excellence in 2018. Members were further reminded that there was no provision in the 2017/18 Financial Estimates and therefore Members resolved to hosting the event in January 2019, which allowed the Council to make the appropriate budgetary provision.

Members were provided with a proposal from Athletics NI, requesting financial support from the Council to the value of £15,000, plus a further £3,000 of in-kind costs in the form of venue hire, use of barriers and portaloos.

After consideration it was agreed to recommend that the Council host and sponsor the International Cross Country event at Billy Neill Soccer Centre of Excellence on Saturday 19th January, 2019 to the value as stated above and approved that Officers progress by a formal Letter of Offer to Athletics NI. It was also recommended that this event should be tested on its success prior to considering any longer term commitment to support the event.

5.7.3 Bleacher Seating

The Head of Service (Parks & Amenities) reminded Members that, at the April, Meeting of the Committee, they were advised that the Council’s bleacher seating had been deemed to have reached the end of its useful life following a H&S structural inspection. It was also agreed that a further report would be brought back to the Committee outlining the current usage of the seating by the Council and other groups and the costs involved in either purchasing replacement seating, or alternatively hiring seating as and when required.

Members were provided with a copy of the report on comparative costs and agreed not to replace the seats but to recommend the option of hiring such seating on an as and when required basis.

5.7.4 Grass Cutting Services

Members were advised that the Council has for a number of years provided a grass cutting service on behalf of the Department for Infrastructure [Roads] at a number of sites owned by the latter organisation within the Council area. The Department for Infrastructure [Roads] has advised the Council it will no longer remunerate the Council for this service. Members were provided with a more detailed report to consider the impact this service has on the Parks & Amenities Unit’s ability to provide quality service to the Council’s own facilities; and the associated options moving forward as laid out in the report before deciding how to progress this matter.

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LCD 05.06.2018 Following a lengthy discussion on this matter it was agreed that contact should be made with the Department for Infrastructure [Roads] for further discussion on the issue. The impact on the budgets were also noted.

During discussion of the above item, the Deputy Mayor, Councillor H Legge left the meeting at 6.28 pm and returned at 6.32 pm

5.7.5 Queen Elizabeth II Playing Fields – Fun Fair Request

Members agreed to decline the request received to operate a Fun Fair and amusements at Queen Elizabeth II Playing Fields during the summer holiday period.

5.7.6 Play Park Updates

(a) Refurbishment Programme

Members received an update from the Head of Services (Parks & Amenities) regarding the refurbishment programme to Play Parks at Queen Elizabeth II Playing Fields, Moat Park, Colby/Newton Park, Hillhall, Edgar Avenue and Lambeg and were informed that the Play Park refurbishment programme had slipped slightly and that work on site is anticipated to start at the end of November 2018, with a completion date of 12 April, 2019 in time for opening ahead of the Easter holidays.

Members at the meeting highlighted concerns raised by residents in relation to the delay in the refurbishment programme and after consideration it was agreed that the Director consult with the Corporate Management Team and an update on this matter to be brought back to the next meeting of the Committee.

(b) Tonagh – Potential Play Park

Members were reminded that at the March 2018 meeting of the Committee it was agreed, an LPS valuation be sought for the purchase of an area of land currently owned by NIHE for the possible development of the above. The valuation remains valid for six months from the inspection date 05/05/2018, and are as follows:

(i) Freehold transfer - £30,000 (ii) Leasehold [25yrs] - £18,500

The valuations assume a restriction to recreational use which will be included in any associated land transfer documents. Members were advised that it would be several years before the scheme could proceed, as both planning approval and financial provision in the Council’s Investment Programme would be required.

After consideration of both options, it was agreed to recommend to proceed with the option of Freehold transfer.

Councillor J Palmer left the meeting at 6.43 pm and returned at 6.44 pm.

5.7.7 Britain in Bloom 2018 – Hosting of Delegates

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LCD 05.06.2018 It was agreed to recommend the approval of £500 expenditure for a light lunch reception at Hillsborough Castle, to host visiting delegates attending the 2018 Britain in Bloom Awards on Sunday, 21 October, 2018.

5.7.8 Requests for Community Use of Facilities

It was agreed to recommend the approval for community use of Council facilities and associated infrastructure support to the following community groups:

• Glenavy FC at Aghalee Playing Fields on Saturday 21 July, 2018 to host a family fun day incorporating the Village Hall with minor infrastructure support with barriers. • Charity Request at Billy Neill or Moat Park in June, 2019 to host a charity cycle / family fun day and food vans in aid of Crohns and Colitis with the support of the use of car park, changing rooms and 1 x football pitch.

5.7.9 Bells Lane Allotments

Members were provided with an update on the progression of the Bells Lane Allotments Improvements Project as detailed in the Head of Services (Parks & Amenities) report.

Members noted that the Leisure & Community Development Committee has delegated authority on this matter due to associated grant deadlines.

Members were also provided with, and noted the contents of the Economic Appraisal regarding improvements to the Council’s Bells Lane Allotments, and it was agreed to recommend acceptance of the Economic Appraisal. It was further agreed to recommend that approval be given to Officers to progress the implementation of Phase 1 of the concept plans for Bells Lane Allotments, with 50% funding for Phase 1 to be provided from an adjustment to the Leisure & Community Capital Investment Schedule.

Councillor T Mitchell left the meeting at 6.45 pm and returned at 6.49 pm.

5.7.10 Retrospective Approval – Canal Boxing Club

Members agreed to provide retrospective approval for a financial contribution of £1,000 to Canal Boxing Club towards the costs associated with the boxing entertainment at the Mayor’s Family Fun Day in Wallace Park on Saturday 12 May, 2018.

5.7.11 Christmas Lights Switch on Event and Festival of Lights 2018

It was agreed to recommend approval for the “Switch On” Event in the City Centre, taking place on Thursday 22 November, 2018.

Item for Noting

5.7.12 Drumbo FC – Licence Agreement

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LCD 05.06.2018 Members noted that the Licence Agreement between Drumbo FC and the Council to rent the land at Drumbo Playing Fields would expire on 30 June, 2018. The Club had paid for and installed a pavilion on the site and Club representatives have confirmed that they wish to terminate the licence, albeit they have yet to decide whether they will leave the building “in situ” or have it removed. Members noted the loss of future rent to the Council from the Financial Estimates 2018/19 and agreed that Officers would provide Members with a further report on the Club’s intentions regarding the Pavilion as soon as the Club’s position is clarified.

5.7.13 Mayor’s Parade and Family Fun Day 2018

Members noted the feedback provided from The Mayor’s Parade and Family Fun Day, which took place on Saturday 12 May, 2018. The event attracted large crowds, with 10,469 being recorded in Wallace Park alone.

5.7.14 Park Life Programme

Members were provided with a final draft programme regarding the Park Life 2018 Programme which is being delivered over the summer period in Wallace Park, Moat Park and Moira Demesne. It was noted the programme has been extended to Moria Demesne, on Saturdays only during the month of July.

5.7.15 Summer Bedding Plant Displays

Members were reminded of the previous decision of the Environmental Services Committee to approve the summer bedding plant floral displays to depict the Charities of the outgoing Mayor, and that this Committee had approved the displays for summer 2018. Since that decision, Hillsborough has once again been nominated to represent Northern Ireland in Britain in Bloom and Officers recommended an associated display at the Hillsborough Roundabout. In addition Members have also subsequently agreed to hold the Wallace Bi-centenary musical concert in Wallace Park.

In light of the above Members noted that the floral display plans for summer 2018 have been amended to accommodate both events and the intention to place the new Mayor’s charity at the Lagan Valley Island site in the Autumn.

5.7.16 Balmoral Show 2018

Members noted the success of the Grounds Maintenance Section in achieving the ‘Best Trade Stand not showing equipment or food’ Award at the Balmoral Show. For the information of Members, photos of the floral display depicting a 3D train to celebrate the Translink Ulster in Bloom competition and NI Railways 50th Anniversary were circulated.

Verbal Item

5.7.17 Vandalism at Moria Demesne

The Head of Services (Parks & Amenities) reported that an incident of vandalism had occurred at Moria Demesne, whereby a number of trees recently planted by children from Meadowbank Primary Special School, had been snapped in two. 565

LCD 05.06.2018 The incident occurred at 11.30 pm on Monday night and is being investigated by the police.

5.7.18 2018 Ulster Grand Prix

Members were advised that a brochure of the Ulster Road Racing In Focus, Spring 2018 Issue had been provided to Members.

5.8 Report from the Head of Service (Culture & Community Services)

It was proposed by Alderman S Martin, seconded by the Vice-Chair, Councillor R Walker, and agreed that the report and recommendations of the Head of Service (Culture & Community Services) be adopted, subject to any decisions recorded below.

Items for Decision

5.8.1 2018 – 2020 Community Christmas “Switch On” Funding Policy

Members were provided with a copy draft of the revised ‘Community Christmas Switch on Events – Funding Policy 2018 – 2020 and summary of the amendments made had been detailed in the Head of Services (Cultural & Community Services) report.

Following a lengthy discussion, it was proposed by Councillor S P Porter, seconded by Councillor N Anderson and agreed that the Funding Policy 2018 be accepted. Alderman S P Porter, asked that Officers explore the introduction of a further small grant scheme aimed at supporting Christmas celebrations in those areas not covered by the “Community Christmas “Switch On” Funding policy. Following discussion it was agreed Officers prepare a report on this matter for consideration by the Committee in September 2018.

The Right Worshipful the Mayor, Councillor T Morrow left the meeting at 6.57 pm and returned at 7.00 pm.

5.8.2 Committee Representation – Lisburn & Castlereagh Citizens Advice

It was agreed that Councillor A Grehan and Councillor J Gray should represent the Council on the Board of Lisburn & Castlereagh Citizens Advice for a further 12 months.

5.8.3 Review of Community Grant Schemes

Members were advised that this item would be deferred for consideration at the forthcoming Special Meeting of the Leisure & Community Development Committee.

5.8.4 Museum Accreditation

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LCD 05.06.2018 Members were advised that this item would be deferred for consideration at the forthcoming Special Meeting of the Leisure & Community Development Committee.

5.8.5 Wallace High School – Musical Recital, Wallace Collection London

Members were reminded that representatives of Wallace high School would be travelling to London on the 28 June, 2018 to perform a Musical Recital as part of the Wallace Collection programme of events to mark the bi-centenary of the birth of Sir Richard Wallace.

It was agreed to recommend that the Right Worshipful the Mayor, Chairman, Vice Chairman, Director of Leisure & Community Wellbeing and Head of Cultural & Community Services represent the Council at the event taking place at the Wallace Collection, London.

It was further agreed on a proposal made by Alderman S Martin and seconded by Alderman W A Leathem that delegated authority be provided to the Director and Chairman to agree additional invitations to those Elected Members who had previously been actively involved in the organisation of the overall Wallace Bi- centenary Programme, but who would no longer be in office following the forthcoming Council AGM.

Councillor N Anderson left the meeting at 7.00 pm, and the Deputy Mayor, Councillor H Legge left the meeting at 7.01 pm.

5.8.6 Department for Communities – Community Support Programme

Members were provided with a copy of letter of variance from the Department for Communities in respect of additional funding awarded to the Council for Advice Sector Support for Welfare Reform, totalling £56,629.04, and advised that this funding is ring fenced to the Council’s Advice provider [Lisburn & Castlereagh Citizens Advice].

Members agreed to recommend the letter of variance in the revised sum of £56,629.04 from the Department for Communities to the Council, under the Community Support Programme, in respect of Welfare Reform be accepted.

Items for Noting

5.8.7 Armed Forces Covenant Action Plan – Year 1 Progress Report

Members were reminded that at the June 2017 meeting of the Committee, the Council signed the Armed Forces Covenant, undertaking to promote effective communication, collaboration and support for our Armed Forces Community and that the Council committed to the development of an action plan to address the key objectives of the covenant, as detailed in the report.

Members were provided with and noted the contents of the action plan that has been operational for 12 months and a report which outlined the progress made against the action plan from across the organisation.

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LCD 05.06.2018 5.8.8 Seeding Grant Application – Community Dementia Care NI

Members noted the successful seeding grant application received from Community Dementia Care NI under the Council’s Seeding Grant Scheme.

5.8.9 Funding to Citizens Advice Northern Ireland

Members noted the contents of the letter from the Department for Communities dated 3rd May, 2018, regarding its decision not to fund Citizens Advice Northern Ireland for 2018/19.

5.8.10 Glenavy Community Hub - Update

Members noted that HBK Architects had been appointed to review the site on Main Street, Glenavy and have arranged to meet with members of the community through the inter-agency group on Monday 11 June, 2018. An update report will be produced and brought back to the Committee at a future meeting.

Verbal Item

5.8.11 The Executive Office – District Council Good Relations Programme 2018 - 2019

The Head of Service (Cultural & Community) verbally advised Members of the recent receipt of a formal Letter of Offer from the Executive Office in respect of an award to the Council under the District Council Good Relations Programme 2018 – 2019. The award was in the sum of £125,958.10, which Members noted was slightly less than the sum requested. The Head of Service confirmed however that despite this small reduction, the full agreed Action Plan could still be delivered.

It was agreed to recommend the Letter of Offer made in the above sum under the District Council Good Relations Programme be accepted.

5.9 Report from the Head of Service (Sports Services)

It was proposed by Councillor J Gallen, seconded by Alderman S P Porter, and agreed that the report and recommendations of the Head of Service (Sports Services) be adopted, subject to any decisions recorded below.

Items for Decision

5.9.1 Dundonald International Ice Bowl: Purchase of Ice Resurfacing Machine

Members were provided with background information and a business case in relation to the need for a new ice resurfacing machine to be purchased for Dundonald International Ice Bowl.

It was agreed to recommend approval to the procurement of a new Ice Resurfacing Machine for use at Dundonald International Ice Bowl, it being noted the Ice Resurfacing Machine can be transferred to the new facility when developed. 568

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5.9.2 Procurement of Leisure Management Software

Members having considered the recommendations provided in the report of the Head of Service (Sports & Services) in relation to the procurement of the Legend Leisure Management Software for installation across Sports Services and potentially other Leisure and Community Wellbeing sites, agreed to approve the procurement of the Leisure Management Software, subject to the completion of a satisfactory business case.

Items for Noting

5.9.3 Lisburn Half Marathon/10k & Fun Run: Additional Costs Associated with the Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010

Members noted the impact of the Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010, legislation that has recently been implemented which empowers Local Councils with the responsibility of co-ordinating road closures for certain events, including the Lisburn Half Marathon and 10K and Fun Runs.

This legislation has also coincided with the potential for the PSNI to charge for their attendance at similar events, or indeed as in the case of the 2018 Lisburn Half Marathon/10K & Fun Run, whilst not charging, to greatly reduce the organisation’s manpower present on the night.

It was highlighted to Members that the Council as the event organiser must make alternative arrangements with one of four designated contractors to ensure traffic is controlled in such a manner as to minimise traffic disruption and risk to the runners. This service creates considerable additional cost to the Council as it requires the preparation of the Traffic Management Plan (year 1 only), advertising of the road closures, and payment to the company implementing the Traffic Management Plan. The additional cost for the 2018 event is estimated to be in the region of £10,000.

Following a lengthy discussion Members agreed that a further report on this matter be brought back to the Committee for further consideration following this year’s Half Marathon, 10K and Fun Run, and a meeting scheduled to take place with the PSNI in July.

5.9.4 Dundonald International Ice Bowl Contract with Belfast Giants Hockey Team

Members were provided with, and noted the contents of, a copy of the Sponsorship Agreement between Dundonald International Ice Bowl and The Belfast Giants for the 2018/19 Season, The new Agreement mirror’s previous agreements over the past number of years.

5.9.5 Sports Services financial Performance 2017/18

Members were provided with a breakdown of financial performance against Budgeted Income and Expenditure across Sports Services, Facilities and 569

LCD 05.06.2018 Programmes for 2017/18. The breakdown indicated that despite the external economic climate and more private competition, the Service continued to be delivered in an efficient manner, with the performance of areas such as Bowling and the Caravan Park at Dundonald International Ice Bowl, along with Lagan Valley LeisurePlex benefiting from recent capital investment.

The Chairman, Alderman J Tinsley, commended the Head of Service and team and asked that these sentiments be conveyed to the staff in the facilities concerned.

Verbal Item

5.9.6 Lisburn & Castlereagh Summer in the City 2018

Members were provided with a copy of the Lisburn & Castlereagh Summer in the City 2018 Scheme Guide and noted that the LeisurePlex scheme was fully booked out on the first day of registration.

6. Confidential Report from the Director of Leisure & Community Wellbeing

The Chairman advised that the reasons for confidentiality were as set out in the agenda, ie:-

• Echliniville Distillery: Request to use Council Owned Images (confidential due to information relating to the financial or business affairs of any particular company (including the Council holding the information) • Sports Services Catering Provision (confidential due to information relating to the financial or business affairs of any particular company (including the Council holding the information) • Lagan Valley Leisureplex – Review of Leisure Assistant Provision and Shift Patterns (confidential due to information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government department and employees of or office holders, under the Council • Tender Report in Regard to the Provision of Soft Drinks Vending within Lisburn & Castlereagh City Council: Tender Evaluation Report – Soft Drinks Vending (confidential due to information relating to the financial or business affairs of any particular company (including the Council holding that information) • Peace IV Programme: Consideration of Tender Report (confidential due to information relating to the financial or business affairs of any particular company (including the Council holding the information) • Maghaberry: Developing Place, Sharing Space Fund Grant Competition – Legal Advice (confidential due to information in relation to which a claim to legal privilege could be maintained in legal proceedings • Ulster Grand Prix Bike Week 2018: Letter of Offer to Dundrod & District Motor Cycle Club (confidential due to information relating to the financial or business affairs of any particular company (including the Council holding the information)

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LCD 05.06.2018 • Tender for Pedestrian and Cycle Paths at Billy Neill Soccer Centre of Excellence (confidential due to information relating to the financial or business affairs of any particular company (including the Council holding the information) • Wallace Park – Musical Event 25 August 2018 (confidential due to information relating to the financial or business affairs of any particular company (including the Council holding the information) • Recruitment of Frontline Posts (confidential due to information which is likely to reveal the identity of an individual) • Bonfire Inter-Agency Meeting (confidential due to information which is likely to reveal the identity of an individual) • Absence Report (confidential due to information which is likely to reveal the identity of an individual)

“In Committee”

It was proposed by Councillor T Mitchell, seconded by Councillor A McIntyre, and agreed that the confidential report of the Director of Leisure & Community Wellbeing be considered “in Committee”, in the absence of members of the press and public being present.

It was agreed by Councillor A McIntyre, seconded by Councillor A Givan that the confidential report and recommendations of the Director of Leisure & Community Wellbeing be adopted, subject to any decisions recorded below and other items noted:-

Items for Decision

6.1 Echliniville Distillery: Request to Use Council Owned Images

Members noted the request from Echliniville Distillery as detailed in the report and agreed that following discussion with the Council’s Marketing & Communications Unit, a further meeting should take place with the company, before a subsequent report is brought back to a future meeting of the Committee for consideration.

6.2 Sports Services Catering Provision

Members having been provided with background paper and associated recommendations in relation to the provision of Catering Services within Sports Services, it was agreed to recommend that approval be given to Officers to progress the consolidation of the catering contracts at Lagan Valley LeisurePlex, Castlereagh Hills Golf Course and Dundonald International Ice Bowl into one contract with an anticipated contract start date of 1st April 2019. It was further agreed the existing contracts at Lagan Valley LeisurePlex and Castlereagh Hills Golf Course be extended to 31st March, 2019 to facilitate this process. It was also noted that additional expenditure would be required at Dundonald International Ice Bowl to upgrade the existing catering facilities as part of the contract process.

6.3 Lagan Valley Leisureplex – Review of Leisure Assistant Provision and Shift Patterns

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LCD 05.06.2018 Members noted the review provided which outlined the proposed changes and rationale regarding shift changes at Lagan Valley LeisurePlex, and agreed to recommend that these be approved and that appropriate discussions are initiated with Human Resources and where applicable, with Trade Unions.

Councillor B Bloomfield left the meeting at 7.32 pm and returned at 7.35 pm.

6.4 Tender Report in Regard to the Provision of Soft Drinks Vending within Lisburn & Castlereagh City Council: Tender Evaluation Report – Soft Drinks Vending

The Committee was provided with copy of the tender report and noted the award of the tender for the provision of Soft Drinks Vending within Lisburn & Castlereagh City Council as set out in the report.

6.5 Peace IV Programme: Consideration of Tender Reports

The Committee having been provided with a copy of the tender reports and noted that the tenders were assessed by panels comprising of Local Peace Partnership members and Council officers, agreed to recommend that the recommended awards under those Peace IV themes as listed in the Director’s report be accepted.

6.6 Maghaberry: Developing Place, Sharing Space Fund Grant Competition – Legal Advice

Members were reminded that at the April 2018 Committee Meeting a report and recommendations in regards to the above was considered. Members had agreed that legal advice should be obtained on the Council’s freedom to “top up” the fund on the basis that this might establish a precedent.

It was agreed to recommend that approval be given to Officers progressing the letter of offer to the successful applicants on the basis of the total funding award as set out in the Directors report.

6.7 Ulster Grand Prix Bike Week 2018: Letter of Offer to Dundrod & District Motor Cycle Club

Members were provided with a proposed Letter of Offer from the Council to the Dundrod & District Motor Cycle Club which set out the terms of the Council’s support for the Ulster Grand Prix Bike Week event in 2018, following discussions with the UGP Sub Committee on 10 May 2018.

Members noted that the Leisure & Community Development Committee had been provided with delegated authority in relation to this matter.

Following consideration Members agreed to:

• Approve the waiving of the rent applied to the lands under lease from the Council to the Dundrod & District Motor Cycle Club at the Dundrod Pits area in years 2017, 2018 and 2019.

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LCD 05.06.2018 • The Letter of Offer to the Dundrod & District Motor Cycle Club setting out the terms of the Council’s support for the Ulster Grand Prix Bike Week event in 2018.

6.8 Tender for Pedestrian and Cycle Paths at Billy Neill Soccer Centre of Excellence

Members were advised on the progress of the tender for the Pedestrian and Cycle Paths at Billy Neill Soccer Centre, it was agreed to recommend that the tender report be approved as outlined in the Director’s report.

6.9 Wallace Park – Musical Event 25 August 2018

Members considered a request to stage the above event in Wallace Park, Lisburn.

It was agreed that further clarity was required on a number of issues and it was agreed that Officers would meet the promoter of the event before providing a further report for the consideration of Members at the forthcoming Special Meeting of the Committee.

Alderman S P Porter, left the meeting at 7.45 pm.

6.10 Recruitment of Frontline Posts

The Committee agreed to recommend the approval of the recruitment of the posts as outlined in the Directors report.

Items for Noting

6.11 Bonfire Inter-Agency Meeting

Members noted a copy of the Draft Minutes from the Bonfire Inter-Agency meeting held on 9th May, 2018.

6.12 Absence Report

Members noted the information detailing the most recent rolling report on Departmental absenteeism.

“Resumption of Normal Business”

It was proposed by Alderman W A Leathem, seconded by Councillor J Gallen and agreed to come out of Committee and normal business was resumed.

7. Any Other Business

7.1 Letter of Condolence Alderman W A Leathem

It was proposed by Alderman W A Leathem, seconded by Councillor T Mitchell that a letter of condolence be sent from The Right Worshipful the Mayor,

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LCD 05.06.2018 Councillor T Morrow to former Alderman and Freeman of the City Mr I Davis, on the passing of his son.

The Chairman, Alderman J Tinsley advised the Committee that the AGM had been rescheduled to commence at 2.00 pm, to allow for Members attending the funeral.

7.2 Bereavements Alderman J Tinsley

The Chairman, Alderman J Tinsley expressed his condolences to a member of the Department’s staff, who recently had lost both parents within two days.

7.3 Response from Mencap Councillor J Gallen

Councillor J Gallen enquired if there was an update in regards to partnership arrangements with Mencap in relation to community use of the Mencap building at Newtownbreda.

The Head of Services (Cultural & Community Services) confirmed that Officers had liaised with Mencap and utilised facilities, but no formal arrangement has been put in place.

Conclusion of the Meeting

At the conclusion of the meeting, the Chairman, Alderman J Tinsley, thanked the Director, Heads of Services, and Members of the Committee for the support they have afforded him during his term as Chairman. He stated that he appreciated their hard work and commended them on the fantastic opportunities they brought forward to the Council. Councillor A Grehan extended her thanks on behalf of the Committee to the Chairman for his contribution to the Committee.

There being no further business, the meeting concluded at 7.52 pm.

Mayor/Chairman

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LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Meeting of the Environmental Services Committee held in the Island Civic Centre, The Island, Lisburn, on Wednesday, 6 June 2018 at 5:30 pm

PRESENT: Alderman T Jeffers (Chairman)

The Right Worshipful the Mayor, Councillor T Morrow

Deputy Mayor, Councillor H Legge

Aldermen P Porter and J Tinsley

Councillors N Anderson, J Baird, O Gawith, A Givan, B Hanvey, A McIntyre, B Mallon and T Mitchell

OTHER MEMBERS: Councillor U Mackin Councillor N Trimble

IN ATTENDANCE Director of Environmental Services Head of Service (Building Control) Head of Service (Environmental Health) Head of Service (Technical & Estates) Acting Head of Service (Operational Services). Member Services Officer

Commencement of Meeting

The Chairman, Alderman T Jeffers, welcomed everyone to the June meeting of the Environmental Services Committee.

The Chairman then proceeded to outline the evacuation procedures in the case of an emergency.

1. Apologies

Apologies for non-attendance were received on behalf of the Vice-Chairman, Councillor J Gray MBE and Alderman M Henderson MBE

2. Declarations of Interest

The Chairman invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting. The following Declaration of Interest was made during the course of the meeting:

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2. Declarations of Interest (Contd)

• Alderman P Porter declared an interest in Item 6.6.3 ‘Breastfeeding Welcome Here Scheme’ on the basis that he was a member of the Public Health Agency.

3. Minutes of the Environmental Services Committee Meeting held on 2 May 2018

It was proposed by the Right Worshipful the Mayor, Councillor T Morrow, seconded by Councillor A Givan, and agreed that the minutes of the meeting of the Environmental Services Committee held on 2 May 2018, as adopted at the meeting of Council held on 22 May 2018, be confirmed and signed.

4. Presentation

4.1 Presentation - Moss Road Landfill Site Closure Plan

(Alderman J Tinsley and Councillor N Anderson arrived at 5.33 pm; Councillor J Baird and Councillor N Trimble arrived at 5.34 pm)

The Director of Environmental Services outlined the background to the Moss Road Landfill Site Closure Plan. The Chairman then welcomed Mr Donal Doyle from RPS who was in attendance to give a presentation on the Moss Road Closure Plan.

Mr Doyle outlined the background to the landfill site which had closed in 2001 and the negotiations with NIEA regarding the compliance notice issued to the Council in 2013. He presented 3 options in respect of leachate management and recommended that Council adopt Option 1 while further exploring Options 2 and 3 as contingencies.

(Alderman P Porter arrived at 5.42 pm)

Following the presentation, Mr Doyle responded to Members’ queries on a range of issues including clarification on capital and operational costs for each option, the development of ICW systems and the rationale behind the 30 year period for the closure plan.

The Chairman thanked Mr Doyle for his presentation and he left the meeting at 6.04 pm

4.2 Moss Road Landfill Site Draft Closure Plan

It was agreed to consider item 6.5.1 on the agenda at this stage in the meeting;

The Committee was provided with copy of the Executive Summary and a copy of the Draft Moss Road Landfill Site Closure plan

In response to a query by Councillor A Givan regarding the cost per ton of waste handling over the lifetime of the landfill site, the Director of Environmental Services advised that officers would endeavor to provide that information.

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4.2 Moss Road Landfill Site Draft Closure Plan (Contd)

(The Deputy Mayor, Councillor H Legge, arrived at 6.15 pm)

It was proposed by Alderman J Tinsley, seconded by Councillor A McIntyre, and agreed to recommend that Council approve that the Closure Plan be submitted to the NIEA for agreement and final approval.

5. Confidential Business

It was agreed that the report and recommendations of the Director of Environmental Services be adopted, subject to any decisions recorded below.

The Chairman, Alderman T Jeffers, advised that the matters contained in the confidential report would be dealt with “In Committee” for the following reasons:

Item 5.1: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information

Item 5.2: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information

Item 5.3: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information

Item 5.4: Confidential due to information relating to the financial or business affairs of the organisation concerned [including the Council holding that information

Item 5.5: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information

Item 5.6: Confidential for reason of information relating to any individual; information which is likely to reveal the identity of an individual; and information in relation to which a claim to legal professional privilege could be maintained in legal proceedings

Item 5.7 Confidential due to information in which a claim to legal professional privilege could be maintained in legal proceedings

Item 5.8 Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information

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5. Confidential Business (Contd)

Item 5.9 Confidential due to information relating to the financial or business affairs of the organisation concerned [including the Council holding that information

Item 5.10 Confidential due to information relating to the financial or business affairs of the organisation concerned [including the Council holding that information

Item 5.11 Confidential for reason of information which is likely to reveal the identity of an individual.

“In Committee”

It was proposed by Councillor B Mallon, seconded by Councillor A Givan, and agreed that the following matters be considered “in committee”, in the absence of members of the press and public.

(Councillor U Mackin left the meeting at 6.16 pm)

5.1 Proposal to Develop a New Local Government Resilience Resourcing Model

The Committee was provided with copy of a report outlining the planned changes designed to support the newly formed 3 Emergency Preparedness Groups.

It was proposed by Councillor O Gawith, seconded by Councillor A Givan, and agreed to recommend that Council approve in principle the new Local Government Resilience Resourcing Model subject to financial award from Department for Communities and sharing of any liabilities associated with the existing staff transfer plan to the new model.

5.2 Financial Appraisals for Planned Preventative Maintenance Contracts

The Committee was provided with copy PEAs in accordance with the requirements of the Council’s Accounting Manual, for:

1. Air Conditioning and Ventilation Systems 2. Fire Alarm Systems 3. Thermostatic Mixing Valves 4. Lightning Conductor and Chimneys 5. Boiler and Associate Plant 6. Fire Fighting Equipment 7. Emergency Lighting 8. Legionella Prevention 9. CCTV Systems 10. Sewerage Pumps 11. Oil Interceptor

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5.2 Financial Appraisals for Planned Preventative Maintenance Contracts (Contd)

It was proposed by Alderman J Tinsley, seconded by Councillor O Gawith, and agreed to recommend that Council approve the preliminary expenditure applications for Planned Preventative Maintenance and that officers prepare the appropriate financial appraisals in accordance with the Council’s Accounting Manual.

5.3 Financial Appraisal for Garden of Reflection

It was proposed by Alderman J Tinsley, seconded by Councillor O Gawith, and agreed to recommend that Council approve the Financial Appraisal for the Garden of Reflection, copy of which had been provided to the Committee.

5.4 Tender Report for Hire of Chemical Toilets

The Committee was provided with copy of the tender report for the provision of the hire of chemical toilets,

In response to a query by Alderman P Porter, the Head of Service (Technical and Estates) undertook to review the type of disabled toilets provided at Council events.

It was proposed by Councillor B Mallon, seconded by Councillor A Givan, and agreed to recommend that Council agree to accept the recommendation of the report on the hire of chemical toilets.

5.5 Tender Report for Hire of Crowd Control Barriers

The Committee was provided with copy of the tender report for the provision of the hire of crowd control barriers.

It was proposed by Councillor A McIntyre, seconded by Alderman P Porter, and agreed to recommend that Council agree to accept the recommendation of the report on the hire of crowd control barriers.

Additional Confidential Report

5.6 Post of Partnership Liaison Officer

The Committee was provided with copy report outlining proposals for a revised format and funding of the post of Partnership Liaison Officer, which was a shared resource between HSENI and the 11 Councils.

In view of concerns expressed by Members regarding the change in the ratio of funding between HSENI and the Councils, the Head of Service (Environmental Health) undertook to write to the other 10 Councils to seek their view on the matter and to report back to the Committee in this regard.

(Councillor B Mallon left the meeting at 6.30 pm)

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Items for Noting

It was proposed by Councillor A Givan, seconded by Councillor B Hanvey, and agreed that the following items (Items 5.7 to 5.12) be noted.

5.7 Planning Enforcement – Cases with Court Proceedings for June 2018

The Committee was provided with and noted copy of a table on enforcement cases with court proceedings for June 2018.

5.8 Ongoing Legal Proceedings – Noise Complaint

The Committee was provided with copy of the legal advice and noted a verbal update on the ongoing legal proceedings relating to a noise complaint.

5.9 arc21

5.9.1 Residual Waste Treatment Project: Judicial Review: Judgment and Subsequent Action

The Committee was provided with copy of the High Court judgment handed down on Monday 14 May 2018 together with copy of the Notice of Appeal to be heard on Monday 25 June 2018 and noted the update in relation to the Residual Waste Treatment Project Judicial Review and appeal.

5.9.2 Resignation of arc21 Chief Executive

The Committee was advised that Mr John Quinn, Chief Executive of arc21, had tendered his resignation. The Chairman undertook to write to Mr Quinn on behalf of the Committee to thank him for his hard work and his success in leading arc21.

(Councillor B Mallon returned to the meeting at 6.34 pm; Councillor T Mitchell left the meeting at 6.35 pm)

5.9.3 Noarc21 Report

The Committee noted an update in relation to Noarc21/Eunomia Report.

5.9.4 arc21 Joint Committee Meeting – Thursday 31 May 2018

The Committee was provided with copy and noted papers in relation to the arc21 Joint Committee meeting held on Thursday 31 May 2018 and the associated arc21 Members Bulletin.

(Councillor T Mitchell returned to the meeting at 6.38 pm)

Additional Confidential Report

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5.9.5 Proposed Variation to MRF Contract with Bryson Recycling

The Committee was provided with copy of an arc21 report regarding variation of the contract with Bryson Recycling and noted that the Joint Committee had endorsed the recommendation.

It was proposed by Alderman P Porter, seconded by Councillor O Gawith, and agreed to recommend that Council approve the acceptance of the variation to the MRF contract with Bryson Recycling in accordance with the arc21 Joint Committee report.

5.10 Tender Report for Supply of General Building Hardware Materials

The Committee was provided with copy of the tender report and noted the award for the supply of general building hardware materials.

5.11 Safety Advisory Group Minutes

The Committee noted the Minutes of the Safety Advisory Group meeting held on Wednesday 18 April 2018

5.12 Rolling Year Absence Figures for Environmental Services Directorate

The Committee was provided with copy and noted information in relation to the absence figures for the Environmental Services Directorate.

Resumption of Normal Business

It was proposed by Councillor O Gawith, seconded by Councillor A McIntyre, and agreed to come out of committee and normal business was resumed.

The Right Worshipful the Mayor, Councillor T Morrow, left the meeting at 6.44 pm; Councillor J Baird left the meeting briefly and returned at 6.44 pm

6. Report from the Director of Environmental Services

Items for Noting

It was proposed by Alderman P Porter, seconded by Councillor A McIntyre, and agreed that the following items (Item 6.1 to Item 6.3) be noted

6.1 Environmental Services Trading Accounts – Period 1

The Committee was provided with copy and noted the Environmental Services Trading Accounts for Period 1.

6.2 Resource Association Bulletin

The Committee was provided with copy and noted the Resource Association Spring 2018 bulletin.

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6.3 Fly-Tipping and Duty of Care – NI Environment Agency (NIEA) Campaign

The Committee was provided with copy and noted correspondence from NI Environment Agency (NIEA) in respect of the forthcoming Fly-Tipping and Duty of Care Campaign.

6.4 Report from Head of Service (Building Control)

Item for Decision

6.4.1 Consultation on the Fire and Rescue Services (Northern Ireland) Order 2006 Amendment

The Committee was provided with copy consultation document from the Department of Health in relation to the Fire and Rescue Service (Northern Ireland) Order 2006 Amendment together with copy of a consolidated response on behalf of the Council that had been prepared by Building Control Services and Environmental Health. It was noted that the consultation closing date was 3 June 2018.

It was proposed by Councillor B Hanvey, seconded by Councillor O Gawith, and agreed to recommend that Council retrospectively approve the consultation response for proposed amendments to The Fire and Rescue Services (Northern Ireland) Order 2006 Amendment.

Items for Noting

It was proposed by Councillor N Anderson, seconded by Councillor A Givan, and agreed that the following items (Item 6.4.2 to Item 6.4.6) be noted

6.4.2 Building Control Applications – Full Plan Applications and Regularisation Certificates

The Committee noted the undernoted information in regard to the Full Plan Applications ‘Approved’ and Regularisation Certificates issued in the months of February to April 2018

Month Full Plan Regularisation Approvals Certificates February 2018 95 36 March 2018 97 24 April 2018 102 55

6.4.3 Department of Finance – Completion Notice Ready Report to Land & Property Services

The Committee noted the undernoted information in regard to Completion Notice Ready Reports for the months of February to April 2018 returned to the Department of Finance, Land and Property Services. 582

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6.4.3 Department of Finance – Completion Notice Ready Report to Land & Property Services (Cond)

Month Completion Notice Ready Numbers February 2018 70 March 2018 52 April 2018 97

6.4.4 Department for Communities (DfC) – Affordable Warmth Project

The Committee noted the undernoted information in relation to visits and referrals made in respect of the Affordable Warmth Project.

Month Home Completed DfC ‘Make Visits and Eligible requested the Carried Referrals to Target Call’ Out NIHE (after financial checks) January 2018 113 31 30 13 February 2018 112 45 30 29 March 2018 89 40 30 25 April 2018 79 27 33 11

The Head of Service (Building Control) updated the Committee on referral targets and project funding for the current financial year.

6.4.5 Land & Property Services (LPS) New Dwelling Statistical Reports for Q1, 2018

The Committee was provided with copy of an extract of tables in relation to new dwelling starts and completion as detailed in the Northern Ireland New Dwelling Statistics Report. The Committee noted the favourable statistics, against other Councils, within the Lisburn & Castlereagh City Council area in relation to the new dwelling starts and completions.

6.4.6 Multi-Storey Residential Reports, Communications and Updates

The Committee was provided with copy and noted two recent papers issued following the Grenfell Tower disaster as follows:

• The Foreword and Executive Summary of the final Hackitt Review Report into Building Regulations and Fire Safety in High Rise Residential Buildings. • Communication to Council Leaders from the Secretary of State for Housing, Communities and Local Government with reference to funding of replacement cladding to multi-storey residential buildings in the social housing sector. 583

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6.5 Report from Head of Service (Technical and Estates)

6.5.1 Moss Road Landfill Site Draft Closure Plan

It was noted that this item had been dealt with earlier in the meeting at Item 4.2.

6.5.2 WRAP Collaborative Partnership & Collections Options Modelling

The Committee noted a report outlining previous Council decisions and progress to date in connection with the WRAP Collaborative Partnership and Collection Options Modelling.

It was proposed by Councillor A Givan, seconded by Councillor T Mitchell, and agreed to recommend

• That Council approve the extension of the WRAP Collaboration Agreement in order to complete the Kerbside Waste Collection Service Outline Business Case and Implementation Plan,

• that Wrap and Resource Futures be invited to present the Outline Business Case and associated Implementation Plan to the September meeting of the Committee and

• that Council note the need to provide adequate project resource support to the delivery of the new kerbside collection scheme.

6.5.3 Contamination Policy Implementation Update & Recycling Bin Delivery Fee

The Committee noted an update on continued implementation of the Council’s contamination policy including placement of stickers on dry recycling bins informing householders of the items that should be placed in this bin as well as a sticker on landfill bins reminding householders that recyclable items should not be placed in this bin. It was noted that, following a three month notification period, landfill bins found to contain dry recyclables would receive a non-collection/zero tolerance sticker and would not be collected until the offending material had been removed.

(Councillor B Hanvey left the meeting at 6.58 pm)

In response to concerns expressed by Members in respect of non-collection of landfill bins containing recyclable material, the Director of Environmental Services clarified that, while the aim of the policy was to promote positive behaviour, officers would continue to respond to specific circumstances with an appropriate degree of understanding and flexibility.

The Deputy Mayor, Councillor H Legge left the meeting at 7.01 pm; Councillor A McIntryre left the meeting at 7.04 pm and returned at 7.08 pm

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6.5.3 Contamination Policy Implementation Update & Recycling Bin Delivery Fee (Contd)

It was proposed by Councillor A Givan seconded by Councillor N Anderson, and agreed to recommend to Council that all food and organic garden waste and dry recycling bin delivery charges be waived in support of implementation of the Council’s contamination policy.

Items for Noting

It was proposed by Councillor O Gawith, seconded by Councillor T Mitchell, and agreed that the following items (Items 6.5.4 to 6.5.7) be noted.

6.5.4 The Provisional Northern Ireland Local Authority Collected Municipal Waste Management Statistics Report

The Committee noted the publication of the Provisional Northern Ireland Local Authority Collected Municipal Waste Management Statistics Report and, in particular, key points relating to Northern Ireland.

6.5.5 Environmental Safeguards in the Brexit Bill and Reflections on Brexit and the Circular Economy Package

The Committee was provided with copy and noted two articles published in letsrecycle.com entitled ‘Lords Back Environmental Safeguards in Brexit Bill’ and ‘Reflections on Brexit and the Circular Economy Package’.

6.5.6 Future Cemetery Provision – Update

The Committee noted an update on the future cemetery provision work streams.

6.5.7 Keep NI Beautiful: Beach and Marina Awards 2018: Thursday 24 May 2018

The Committee was provided with copy and noted the presentation from Keep NI Beautiful: Beach and Marina Awards on Thursday 24 May 2018

(Councillor N Trimble left the meeting at 7.16 pm)

6.6 Report by Head of Service (Environmental Health)

Items for Decision

6.6.1 Consultations for Decision

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6.6.1.1 Safeguarding Board for Northern Ireland (SBNI) – Draft Equality and Disability Action Plan 2018-2023

The Committee was provided with copy of the response submitted on behalf of the Council to the above consultation which had a response date of 12 April 2018.

It was proposed by Alderman P Porter, seconded by Councillor A McIntyre, and agreed to recommend that Council retrospectively approve the consultation response.

(Councillor A Givan left the meeting at 7.18 pm)

6.6.1.2 Health & Safety Sports Ground Safety Authority (SGSA) Consultation

The Committee was provided with copy of the response submitted on behalf of the Council to the above consultation which had a response date of 24 May 2018.

It was proposed by Alderman P Porter, seconded by Councillor A McIntyre, and agreed to recommend that Council retrospectively approve the consultation response.

6.6.1.3 Consultation – Health and Safety Executive Northern Ireland Corporate Plan 2018-2023

The Committee was provided with copy of the above consultation together with the Environmental Health Service Unit comments to the consultation on behalf of the Council.

It was proposed by Alderman P Porter, seconded by Councillor A McIntyre, and agreed to recommend that Council approve submission of comments to the consultation on the Health and Safety Executive Northern Ireland Corporate Plan 2018-2023.

6.6.1.4 Consultation – Service Framework for Mental Health and Wellbeing 2018-2021

It was proposed by Alderman P Porter, seconded by Councillor A McIntyre and agreed to recommend that Council approve the response to a consultation on the Service Framework for Mental Health and Wellbeing 2018-21, copy of which had been provided.

6.6.2 Food Control Service Plan 2018/2019

The Committee was provided with copy of the Food Service Plan for the Environmental Health Service Unit for 2018/2019.

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6.6.2 Food Control Service Plan 2018/2019 (Contd)

It was proposed by Councillor J Baird, seconded by Alderman P Porter, and agreed to recommend that Council approve the content of the Food Control Service Plan for 2018/2019 in terms of the service to be provided.

6.6.3 Breastfeeding Welcome Here Scheme

The Committee was provided with copy of a report on the Public Health Agency (PHA) Breastfeeding Welcome Here scheme which identified safe locations within Lisburn and Castlereagh City Council where breastfeeding was welcomed.

It was proposed by Councillor B Mallon, seconded by Councillor T Mitchell, and agreed to recommend that Council approve this scheme and that the facilities named in the report be designated as Breastfeeding Welcome Here facilities

6.6.4 The Food Safety (Northern Ireland) Order 1991 – Public Analyst Appointment

It was proposed by Councillor N Anderson, seconded by Alderman P Porter, and agreed to recommend that Council approve the report detailing persons to be appointed as Public Analysts to the Council under Article 27 (1) of The Food Safety (Northern Ireland) Order 1991, copy of which had been provided for the Committee.

Items for Noting

It was proposed by Councillor T Mitchell, seconded by Councillor N Anderson, and agreed that the following items (Item 6.6.5 to Item 6.6.11) be noted

6.6.5 Consultations for Noting

6.6.5.1 Revised Requirements for Radiological Protection: Emergency Preparedness and Response

The Committee was provided with copy and noted a report on the HSENI consultation Revised Requirements for Radiological Protection: Emergency Preparedness and Response.

6.6.5.2 Consumer Safety – The Lift Regulations 2016 – Enforcement in Northern Ireland

The Committee noted a report in relation to the appointment of Lisburn & Castlereagh City Council by the Department of Economy for the enforcement in Northern Ireland of the Lift Regulations 2016.

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6.6.6 Funding for Animal Welfare

The Committee was provided with copy and noted correspondence from DAERA regarding the funding for Animal Service.

6.6.7 The Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010 – Roads Closure)

The Committee was provided with copy and noted a report in relation to two formal applications received for road closures under the Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010.

In response to a query by Councillor J Baird, the Head of Service (Environmental Health) clarified that cycling races were not deemed to be events that required road closures. Alderman J Tinsley stated that community groups were having to cancel fun run events that had previously been very successful because of the road closure costs.

6.6.8 Dog Control Orders

The Committee was provided with copy and noted an analysis of the responses to the consultation on Draft Dog Control Orders together with a verbal report on next steps.

6.6.9 Health & Safety LAE1 Return

The Committee was provided with copy and noted the Annual LAE1 Statistical Return required by HSENI which recorded health and safety enforcement activity carried out by Lisburn & Castlereagh City Council in the year 2017-2018.

6.6.10 The Local Authority Enforcement Monitoring System (LAEMS)

The Committee noted a report in relation to the Food Hygiene and Food Standards data submitted to the Food Standards Agency via the Local Authority Enforcement Monitoring System (LAEMS).

6.6.11 Houses of Multiple Occupancy

The Committee was provided with copy of an update report from the SOLACE working group preparing for the transfer of responsibility for houses of multiple occupancy from NIHE to Councils that would take place on 31 March 2019.

The Committee was also provided with copy of a procurement agreement for an additional ICT system to support the transfer that had been received from Belfast City Council and was to be signed by the 11 Councils.

It was agreed to recommend that Council note the information regarding the Houses of Multiple Occupancy (HMO) and approve the signing of the procurement agreement.

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6.7 Report by Acting Head of Service (Operational Services)

Items for Noting

It was proposed by Councillor A McIntyre, seconded by Alderman J Tinsley, and agreed that the following items (Item 6.7.1 to 6.7.5) be noted.

6.7.1 Department for Infrastructure

6.7.1.1 The Carnreagh, Hillsborough (Abandonment) Order (Northern Ireland) 2018

The Committee was provided with copy and noted information relating to a proposed abandonment of an area of road comprising former footway and layby to the front of No. 45 Carnreagh, Hillsborough.

6.7.1.2 The Pond Park Road and Beanstown Road, Lisburn (Stopping-Up) Order (Northern Ireland) 2018

The Committee was provided with copy and noted information relating to a proposed stopping-up to vehicular traffic at the Pond Park Road/Beanstown Road junction.

6.7.1.3 The Hillsborough Road, Moneyreagh (Abandonment and Stopping-Up) Order (Northern Ireland) 2018 – S.R. 2018 No. 117

The Committee was provided with copy and noted information relating to an abandonment of an area of carriageway at Hillsborough Road, Moneyreagh and a stop-up at Hillsborough Road at its junction with Moneyreagh Road which would come into operation on 27 June 2018.

6.7.1.4 The Station Road, Moira (Abandonment) Order (Northern Ireland) 2018 – S.R. 2018 No. 118

The Committee was provided with copy and noted information received from the Department for Infrastructure relating to the abandonment at the Station Road, Moira.

6.7.2 Street Cleansing Operations – Chapter 8 Safety at Street Works and Road Works (Code of Practice) - Update

The Committee noted an update regarding street cleansing operations and noted that a further report would be brought to its meeting in September.

6.7.3 Service Update – Refuse Collection

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6.7.3.1 Refuse Collection Data

The Committee was provided with copy and noted refuse collection data together with graphs depicting the current trends in relation to residual, compost and mixed dry refuse collections.

6.7.4 Route Optimisation Project – Update

The Committee was provided with copy and noted an update report regarding the route optimisation project.

6.7.5 Cleansing Services: Illegal Dumping Update

The Committee was provided with copy and noted illegal dumping statistics for April 2018.

7. Any Other Business

7.1 Road Closures – Director of Environmental Services

The Director of Environmental Services advised that officers would be meeting with PSNI to discuss the issue of road closures and the impact the regulations were having on community events.

7.2 Staff Choir – Director of Environmental Services

The Director of Environmental Services referred to a previous Committee meeting when Members had raised the possibility of forming a staff choir and she advised that the Council’s HR unit was taking this suggestion forward as a health and wellbeing issue.

7.3 Reusable Coffee Cups – Director of Environmental Services

The Director of Environmental Services referred to a suggestion made by the Chairman, Alderman T Jeffers, at a previous meeting about introducing reusable coffee cups. She advised that discussions had taken place with OCS, who provided the Council’s in-house catering, about introducing reusable and/or ceramic cups and it was intended to launch an initiative in September 2018 to coincide with Recycling Week.

7.4 Pest Control Work – Head of Service (Environmental Health)

The Head of Service (Environmental Health) updated Members on work being undertaken by the Environmental Health Unit in partnership with NIHE to deal with a pest outbreak within the Council area.

7.5 arc21 Food Bags – Councillor N Anderson

In response to concern about the quality of arc21 food bags raised by Councillor N Anderson, the Head of Service (Technical and Estates) advised that old or poor quality food bags would be replaced with new stock on request.

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7.6 End of Term of Chairman and Vice-Chairman – Alderman P Porter

Alderman P Porter pointed out that this would be the last meeting with Alderman T Jeffers as Chairman and Councillor J Gray as Vice-Chairman and, on behalf of the Committee, he thanked both for their hard work during the year.

Alderman Jeffers thanked the Members of the Committee for their support throughout the year and he also thanked the Director of Environmental Services and Council officers for their help and support.

There being no further business, the meeting was terminated at 7.40 pm.

Mayor/Chairman

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DC 06 06 2018 LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the proceedings of the Development Committee Meeting of Lisburn & Castlereagh City Council held in the Island Civic Centre, Lisburn, BT27 4RL on Wednesday, 6 June 2018 at 7.00 pm

PRESENT: Alderman A G Ewart MBE, Chairman

Deputy Mayor, Councillor H Legge

Aldermen W J Dillon MBE, W A Leathem and S Martin

Councillors J Baird, S Carson, J Gallen, A Grehan, U Mackin, T Mitchell and S Skillen

IN ATTENDANCE: Lisburn & Castlereagh City Council

Director of Service Transformation Principal Planning Officer Community Planning Manager Head of Economic Development Member Services Officer

Lisburn Commerce Against Crime

Ms J Crockett, Manager

Commencement of Meeting

The Chairman, Alderman A G Ewart, welcomed Members to the June meeting of the Development Committee.

The Chairman proceeded to outline the evacuation procedures in the case of an emergency.

The Chairman reminded everyone to ensure mobile phones were turned off or on silent mode for the duration of the meeting and stated that should any Member require to leave the meeting to notify the Members Services Officer in order that their departure could be recorded accurately in the minutes.

1. Apologies

It was agreed to accept an apology for non-attendance at the meeting on behalf of Alderman D Drysdale and Councillors A P Ewing, A Givan and M H Tolerton.

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DC 06 06 2018 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 that they complete Declaration of Interest forms in this regard, which had been provided at the meeting.

Councillor T Mitchell declared an interest in Item 5.3.4 Made in Lisburn Castlereagh in view of a family member being Chair of the Lisburn Area Learning Communities.

3. Minutes

It was proposed by Alderman W J Dillon, seconded by Councillor A Grehan, and agreed that the Minutes of the meeting of Committee held on 2 May 2018, as adopted by the Council at its meeting on 22 May 2018 be confirmed and signed.

Confidential Business

It was agreed that item 5 on the agenda, Confidential Business, be considered at that point in the meeting in order to accommodate the deputation from Lisburn Commerce Against Crime (Item 4 of the Confidential Report refers) who was in attendance at the meeting.

4. Confidential Report by the Director of Service Transformation

The Chairman, Alderman A G Ewart, advised that items 4.1 – 4.6 in the Confidential Report (Items) were required to be considered “In Committee” due to containing information relating to the financial or business affairs of any particular organisation(s) concerned (including the Council holding that information):

4.1 Lisburn Square Market – Negotiations with Marcol 4.2 Belfast Region City Deal: Project Cost Validation 4.3 Bridge Street Regeneration Proposal 4.4 Review of the CCTV System: Update 4.5 Lisburn Linkages Public Realm Scheme: Integrated Supply Team – Tender Report 4.6 Rural Village Regeneration – Dromara Destroyers Tribute Garden: Tender Report

Item 4.7, Rolling Year Absence Figures for the Service Transformation Department, was Confidential due to containing information which was likely to reveal the identity of an Individual(s).

It was proposed by Councillor J Gallen, seconded by Alderman W A Leathem, and agreed that the Confidential Business be considered “In Committee” in the absence of press or members of the public.

It was proposed by Councillor J Gallen, seconded by Councillor S Skillen, and agreed that the Confidential report and recommendations of the Director of Service Transformation be adopted subject to any decisions recorded below. 593

DC 06 06 2018 “In Committee”

Items for Decision

4.1 Review of the CCTV System: Update

Further to the report to the Committee at its Meeting in May 2018 the Committee had been furnished with a further update on the continued work to review the Lisburn Castlereagh Public CCTV provision.

The Chairman, Alderman A G Ewart, extended a welcome, on behalf of the Committee, to Ms J Crockett, Manager, Lisburn Commerce Against Crime, who was in attendance at the meeting to address any questions from Members in relation to the operation of LCAC.

The Director of Service Transformation and the Head of Economic Development addressed the meeting on a number of issues that were required to be considered going forward.

A discussion ensued during which Ms Crockett responded to questions from the Committee in relation to a number of operational, governance and budgetary issues for LCAC.

Ms Crockett agreed to provide the documentation regarding the Retail Strategy to the Committee.

Councillors J Baird and T Mitchell arrived to the meeting at 7.40 pm, having been in attendance at the earlier meeting of the Environmental Services Committee.

Councillor A Grehan expressed thanks to the work of Ms J Crockett in her role as Manager of LCAC.

The Chairman thanked Ms Crockett for her contribution following which Ms Crockett left the meeting (7.54 pm).

It was proposed by Alderman W A Leathem, seconded by Councillor A Grehan, and agreed to recommend that: a) the update report in relation to the Review of CCTV Services be noted, b) the recommendation as outlined in the Director’s report be agreed, c) the action plan be considered again in September 2018 (using the ‘traffic light’ reporting format) which would facilitate a full economic appraisal in line with the Council’s Accounting Manual d) the economic appraisal be presented to the Development Committee in November 2018.

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DC 06 06 2018 4.1 Review of the CCTV System: Update (Cont’d)

e) Consideration be given to inviting the new Board of LCAC to a future meeting of the Committee.

4.2 Lisburn Square Market – Negotiations with Marcol

The Director of Service Transformation updated the Committee on the discussions that had taken place since the previous meeting of the Committee regarding the on-going negotiations with the owners of Lisburn Square, The Marcol Group.

The Committee had been furnished with a paper outlining draft proposals relating to revised Smitihfield Square Market Operations.

The Director also reported verbally on the outcome of a telephone call he had received from Marcol earlier that day regarding the offer from Marcol which included legal costs in relation to the removal of the covenant from the lease and which would allow the Council control of the entire market stalls.

It was proposed by Councillor A Grehan, seconded by Councillor U Mackin, and agreed that the update by the Director on the Lisburn Market Square be noted and that the offer from Marcol be accepted.

4.3 Belfast Region City Deal: Project Cost Validation

The Director reported on the recent Joint Chief Executives meeting on 18 May 2018 in relation to the Belfast Region City Deal’s initiative, in particular the requirement to undertake an independent review and validation of projects costs which would inform the economic assessment to be undertaken by KPMG as part of the overall City Deal process. It was noted that there would be other pieces of specialist work in order to progress and inform the emerging Belfast Region City Deal proposition.

The Director reported that a pre-briefing session on the Belfast Region City Deal Projects had been arranged for Members on 13 June 2018 at 5.00 pm. A report on further proposals around City Deal in relation to Hillsborough would be also considered at the Special Meeting of the Committee at 7.00 pm on 13 June 2018.

The Director responded to questions from Councillor U Mackin in regard to the Council’s contributions to the City Deal proposition.

It was proposed by Councillor U Mackin, seconded by Councillor T Mitchell, and agreed to recommend that:

a) the Committee agrees to contribute to the Belfast Region City Deal project cost validation work on an apportionment basis as outlined in the Director’s report,

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DC 06 06 2018

4.3 Belfast Region City Deal: Project Cost Validation (Cont’d) b) the Council approves all expenditure to date on the Belfast Region City Deal, and any further contributions which the Council was required to make in order to progress and finalise the Belfast Region City Deal proposition, and c) the Director update the Committee on a month by month basis as required in relation to Council costs in connection with the City Deal projects.

4.3 Bridge Street Regeneration Proposal

The Committee had been furnished with a copy of a letter from The Resurgam Trust seeking further funding for a project they were developing on Bridge Street.

The Committee noted from the Director’s report a number of issues relating to the above- mentioned project.

The Director responded to questions regarding this matter from Alderman W J Dillon and Alderman S Martin.

It was proposed by Alderman W A Leathem, seconded by Councillor T Mitchell, and agreed to recommend that: a) the Committee supports a formal approach to DfC to meet all or part of Resurgam Trust’s requested funding, b) the Council seeks a legal opinion on the issues outlined in the Director’s report, and c) a further report be tabled to the Council’s Leisure and Community Development Committee and Development Committee in due course.

Items for Noting

4.4 Lisburn Linkages Public Realm Scheme: Integrated Supply Team – Tender Report

The Committee had been furnished with a copy of the tender report relating to the appointment of the Integrated Supply Team (IST) for the construction of the Lisburn Linkages Public Realm Scheme.

It was agreed to recommend that the Committee notes the tender report and the recommendation to appoint the Most Economically Advantageous Tender, as outlined.

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DC 06 06 2018 4.5 Rural Village Regeneration – Dromara Destroyers Tribute Garden: Tender Report

The Committee had been furnished with a copy of the tender report for the construction of the Dromara Destroyers Tribute Garden.

The Deputy Mayor, Councillor H Legge, welcomed the above Rural Village Regeneration project.

It was agreed to recommend that the Committee notes the tender report and the recommendation to appoint the Most Economically Advantageous Tender to deliver the construction of the Dromara Destroyers Tribute Garden, as outlined.

4.7 Rolling Year Absence Figures for the Service Transformation Department

The Committee had been furnished with, and noted the content of, a table showing rolling year absence figures for the Service Transformation Department to 30 April 2018 together with a table showing the monthly absence figures.

It was agreed to come out of Committee and normal business was resumed.

Resumption of Normal Business

5. Report by the Director of Service Transformation

It was proposed by the Deputy Mayor, Councillor H Legge, seconded by Councillor T Mitchell, and agreed that the report and recommendations of the Director of Service Transformation be agreed subject to any decisions recorded below.

Councillor J Baird left the meeting at 8.34 pm.

5.1 Report by Principal Planning Officer (LDP)

It was agreed that the recommendations of the Principal Planning Officer be agreed subject to any decisions recorded below.

5.1.1 New Tree Consent Form and TPO Information for Publication on Council Website

The Principal Planning Officer (LDP) outlined the Council’s responsibility for the making and enforcing of Tree Preservation Orders (TPOs), it being noted that TPOs may be used to protect trees, groups of trees or woodlands, which added to the character and appearance of an area.

The Committee had been furnished with a copy of a new ‘Tree Consent Form’ which allowed the public to make a formal request to the Council in relation to the above matters. Also, circulated was a paper containing additional TPO information to inform the public in

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DC 06 06 2018

5.1.1 New Tree Consent Form and TPO Information for Publication on Council Website (Cont’d) relation to TPOs, consent to carry out works to protected trees, dead or dying trees and finally trees in conservation areas.

It was proposed by Councillor T Mitchell, seconded by Councillor S Skillen, and agreed to recommend that the new Tree Consent Form and related information be approved and that the documents be uploaded to the Council’s website.

5.1.2 Response to Armagh Banbridge & Craigavon Borough Council Preferred Options Paper

The Principal Planning Officer (LDP) reported that the Council had welcomed the opportunity to provide comment on the production of the Preferred Options Paper (POP) published by Armagh City, Banbridge and Craigavon Borough Council (ABC) in March 2018. A copy of the Council’s response to ABC Council had been furnished to the Committee.

The Principal Planning Officer (LDP) advised that the Strategic Objectives of the POP were identified under three main pillars of sustainable development - Social, Economic and Environment, and that this Council had been fully supportive of establishing close working relationships with neighbouring Councils on cross-cutting issues and in addition broadly supported the following:- a) the approach adopted towards housing allocation, b) the review of employment land and its future deliverability within the plan period, and c) the need for balanced communities via social/affordable housing strategies

It was noted that Officials on behalf of the Council had provided brief comment on the other options provided in the POP under the differing themes. The briefing outlined specifically that ABC Council were intending to retain existing operational policies and review others to tailor those to meet the specific needs of the Borough Council, this was in line with this Council’s approach.

It was agreed to recommend that the Council’s response to the POP published by Armagh City, Banbridge and Craigavon Borough Council be approved.

Items for Noting

5.1.3 Update on Review of Local Development Plan Work Programme

The Principal Planning Officer (LDP) reported that the purpose of the above review (previously presented to the Committee in March 2018) was to update Members on the progress of the Local Development Plan focusing on work completed and proposed work primarily focused on the Plan Strategy.

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DC 06 06 2018 5.1.3 Update on Review of Local Development Plan Work Programme (Cont’d)

Details of each stage of the review were outlined in the Report circulated, namely:

- review LDP Post Preferred Options (Quarter 2-4 2017): - Proposed Programme of LDP Works (Quarter 1 2018 to Quarter 1 2019): - Proposed work post publication of the draft Plan Strategy 2019 onwards:

A further detailed report on the LDP Work Programme also had been circulated to the Committee.

The Principal Planning Officer (LDP) advised that the Committee would be fully informed at each stage of the LDP process with the final decision on when to submit the Plan Strategy for IE resting with them upon being content with the Plan Strategy document and the accompanying evidence based documents.

It was agreed that the content of the report on the LDP Work Programme be noted.

5.1.4 Tree Preservation Order (Provisional) Governors Road

The Principal Planning Officer (LDP) reported receipt of a request from DfI Roads in relation to the disposal of lands at the junction of Governors Road and Hillsborough Road. The site had been subsequently surveyed by an arboriculturist on behalf of the Council, as it had been recognised the high amenity value that this site currently provided within the City Centre. Of the 20 trees surveyed on the site 9 are deemed worthy of TPO protection.

The Principal Planning Officer (LDP) advised following review and consideration of the above-mentioned survey, it had been recognised that the said trees offered significant amenity value at this location. Therefore in line with legislation a provisional TPO had been issued on 8th May 2018. Land owners and neighbours had been informed and a notice placed on the site for the provisional TPO period of six months, it being noted that any representations received during this period would be considered prior to confirmation of the TPO.

The Principal Planning Officer responded to a question from Councillor S Carson in relation to the notification to residents of the above-mentioned provisional TPO. Councillor Carson undertook to provide further details regarding his query to the Principal Planning Officer.

The Committee had been furnished with a copy of the provisional TPO and the Tree Survey Schedule in relation to Governors Road, the contents of which were noted.

The Principal Planning Officer left the meeting (8.30 pm).

Councillor A Grehan left the meeting (8.31 pm).

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DC 06 06 2018 5.2 Report by Community Planning Manager

It was agreed that the report and recommendations of the Community Planning Manager be adopted subject to any decisions recorded below.

Items for Decision

5.2.1 The Commissioner for Older People (COPNI)

The Community Planning Manager reported that at a recent meeting with COPNI, the Director of Service Transformation, the Director of Leisure and Community Wellbeing and the Community Planning Manager, it had been discussed that there was a need for all agencies to promote awareness surrounding the needs of older people, and particularly in Lisburn and Castlereagh given our demographic. It had been highlighted that COPNI could assist in engagement exercises for the delivery of public services which included older people and could also investigate public bodies where there was an alleged failure to provide adequately.

It was noted that a number of suggestions had been discussed on how to make this Council more ‘older people friendly’ and COPNI had offered to be a critical friend providing third party endorsement of our processes, whether it was engagement or policy development. Some of the discussion also had centred on providing Dementia Awareness training, particularly for front line staff in the first instance, rolling out to all staff and then to local businesses who would have the option to hold an Age Friendly or Older Person Friendly charter. The Alzheimer’s Society was able to provide some of this training, including ‘train the trainer’ training free of charge. It was suggested therefore that these possibilities were examined further with the Alzheimer’s Society and the Council’s HR Unit.

It was proposed by Councillor S Carson, seconded by Councillor S Skillen, and agreed to recommend the further investigation of potential training with the Alzheimer’s Society and the Council’s HR Unit be approved.

5.2.2 CLEAR Programme

Councillor A Grehan returned to the meeting at 8.39 pm.

The Community Planning Manager reported that the CLEAR (Community Learning Environmental Awareness Responsibility) Programme had been generated in Ards and North Down Borough Council (ANDBC) based on the facilities available at the RADAR (Risk Avoidance Danger Awareness Resource) Centre in Belfast. A number of departments had worked collaboratively to design an educational initiative aimed at year 8 pupils on the issues of most concern to their local residents. This included dog fouling/safety, littering, household recycling, sustainability, bio-diversity and good citizenship. The programme that had been developed by RADAR to address these topics was now available for other interested parties.

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DC 06 06 2018 5.2.2 CLEAR Programme (Cont’d)

The Community Planning Manager advised that ANDBC had funded the project using £50,000 of the Recycling Community Investment Fund (RCIF) and had been held over three weeks. Young people (1413 in total) had participated from 12 of the 14 schools across their area. Evidence had showed a 92% increase in knowledge among the pupils. Part of the programme had been to follow up with the families of year 8 pupils to encourage them to sign an Environmental Family Pledge and for every one returned, the schools had received a bursary to support their commitment to the environment.

It was acknowledged that there was a resource implication for officers to liaise with schools, to arrange the bookings and transport and keep records of the achievements. However, having spoken to other service areas in the Council it was clear that this project could help to achieve a number of outcomes in the Community Plan and Corporate Plan.

The Community Planning Manager advised that the project had been discussed at the Council’s CMT and that the budget could be met across all Council Departments.

Councillor J Baird returned to the meeting at 8.40 pm.

The Director responded to questions from Councillor U Mackin in connection with the funding of the above initiative.

It was agreed to recommend that in order to show sustainable results the CLEAR Programme be rolled out in Lisburn and Castlereagh on a year on year basis with successive year 8 pupils at an estimated cost of £30,000 with no bursaries.

It was noted that this Programme had the potential to become a valuable part of the Council’s overall package of measures to promote and sustain protection of both the local and wider environments.

Items for Noting

5.2.3 Community Plan Action Plan

The Community Planning Manager reported that the Community Plan Action Plan had been submitted to the Department for Communities (DfC) for approval after it had been ratified at the Strategic Community Planning Partnership in March 2018. It was noted that DfC had confirmed that it was content with the detail in the Action Plan as there had been representatives from DfC involved the whole way through the process and the necessary endorsement had been ongoing.

The Community Planning Manager reported that a launch of the Action Plan had been arranged for 11 June 2018 in the Island Hall from 1.00 pm - 3.30 pm to which everyone who had been involved in the process had been invited, as well as all the MLAs and MPs 601

DC 06 06 2018 5.2.3 Community Plan Action Plan (Cont’d) who serve this Council area. DfC had asked for a participative role at the event to celebrate the Council’s success and to promote the importance of community planning more widely.

A copy of the draft agenda had been circulated to the Committee for information.

It was agreed that the update on the Community Plan Action Plan be noted.

5.2.4 University of Ulster Community Fellowship

The Community Planning Manager reported that the Ulster University was keen to work in partnership with local Councils to launch the Community Fellowship programme. The programme would work with 11 ‘fellows’ from the third sector and representatives from the University to engage in professional development and to contribute to the design of community-based education focussing on local needs. Potential fellows would apply for the position and one from each Council area would be selected based on the quality of the application submitted. It was envisaged that fellows would be in post by September 2018.

The Committee had been furnished with a copy of the draft job description and person specification.

It was noted that the University was also offering a mentoring service where academics and students would partner the Council on a range of projects such as research, support for vulnerable groups such as children in care partnered with the social work department, murals and craft projects in schools with the art department, speech and language projects with the speech therapy department and locality planning with the town planning department.

It was agreed that the recruitment and appointment of a Community Fellow for Lisburn and Castlereagh and the links to the University for support with a range of projects as necessary, be noted.

5.2.5 Carnegie UK Trust Embedding Wellbeing in Northern Ireland

The Community Planning Manager reminded the Committee that a report had been brought to last month’s Committee in connection with the Carnegie UK Trust Embedding Wellbeing in Northern Ireland programme. It was noted that the Trust was keen to continue its work in Northern Ireland and believed that working with stakeholders at local government level presented a significant opportunity to support the Council to bridge the gap between the aspirations for Northern Ireland and the outcomes for local people.

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DC 06 06 2018 5.2.5 Carnegie UK Trust Embedding Wellbeing in Northern Ireland (Cont’d)

The Community Planning Manager reported that the Council had received notification that its Expression of Interest submitted on behalf of the Community Planning Partnership had been successful. A copy of the letter of offer had been circulated to the Committee.

It was agreed that the Council’s successful bid for the Carnegie UK Trust Embedding Wellbeing in Northern Ireland be noted.

At this point in the Meeting Alderman W A Leathem thanked the Community Planning Manager for her efforts during the past year.

Alderman W A Leathem drew Members’ attention to the National Performance Framework Conference which was taking place on 11 & 12 June 2018 in Edinburgh, Scotland. Alderman Leathem stated that he had requested the Community Planning Manager to email the details of this event to all Members of the Development Committee for information.

Councillor T Mitchell left the meeting (8.58 pm)

The Community Planning Manager left the meeting at 9.00 pm.

5.3 Report by Head of Economic Development

It was proposed by Alderman W J Dillon, seconded by Councillor J Baird, and agreed that the report and recommendations of the Head of Economic Development be adopted subject to any decisions recorded below.

Achievements of the Development Committee 2017/2018

Prior to conducting the business of the report of the Head of Economic Development, the Chairman, Alderman A G Ewart, outlined the notable achievements of the Development Committee during the past year.

The Director circulated to Members two documents detailing the above achievements of the Committee: Development Committee Achievements 2017/2018 and Business as Usual Highlights 2017/2018.

The Chairman having commended all the achievements of the Committee, encouraged the Committee to remain focused on supporting the existing rate base. The Chairman stated that there were a number of on-going issues that would be taken forward in 2018/2019.

The Chairman thanked the Head of Economic Development and his staff for their efforts throughout the year. The Chairman also commended the Director of Service Transformation for his efforts and support since taking up his new post in June 2017.

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DC 06 06 2018 Achievements of the Development Committee 2017/2018 (Cont’d)

The Chairman also thanked the Committee Members for their input and support during the year and wished the Development Committee continued success next year under its new Chairman.

Councillor A Grehan wished to thank the Director and Head of Economic Development for their support and commitment during the year, and also commended the Chairman for the achievements this year.

Alderman S Martin also expressed thanks and appreciation to the Chairman who had chaired many difficult issues throughout the year. He also commended the Chairman on his excellent networking skills and various events.

Alderman Leathem proposed and it was agreed unanimously that the paper of achievements be circulated in a report at the Special Development Committee on 13 June 2018.

Councillor T Mitchell returned to the meeting at 8.53 pm.

Items for Decision

5.3.1 Inward Investment Activity London

The Committee had been furnished with a paper detailing the highlights from the ‘Treasured Opportunities’ Dinner at the Tower of London and the ‘Invest Lisburn Castlereagh Networking event’ at Westminster.

The Head of Economic Development reported that the Council’s Food and Drink Development Programme which consisted of 8 participants had co-incided with both of these events. A detailed evaluation report of the trade mission to London had been furnished to the Committee also.

The Head of Economic Development advised that an update on this investment promotion activity had been provided to those Members who had participated in the various London based meetings and events on the 8th May. This debrief outlined initial wins, together with short term and long term leads as a result of hosting these events and additional meetings in London.

It was noted that one of the significant short term leads identified was through UKTelehealth, a major GB Health Company UK who, following the events in London, had decided to work with Inspire Business Centre to host their next meditech conference in La Mon Hotel & Country Club, a first for Northern Ireland. As a direct output of the Westminster event, it was proposed that the Council sponsors the development of this local conference at a total cost of £3,000 through the ‘Invest Lisburn Castlereagh’ brand, with input into the project steering committee from the Economic Development Unit and

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DC 06 06 2018 5.3.1 Inward Investment Activity London (Cont’d)

Tourism Development staff. A detailed report would be presented at the September meeting of the Development Committee to confirm the date of the conference and outline the conference schedule and attendees in more detail, as well as anticipated economic impacts.

The Head of Economic Development also outlined in his report a number of addional investment promotion initiatives which, following discussion with the Corporation of London, included an option for the Council to host the next GB based inward investment networking event at the Mansion House, official residence of the Lord Mayor of London or other prestigious venue in London in Spring 2019 with an ‘Invest Lisburn Castlereagh Networking event’ at Westminster every other year, ie 2020.

It had been suggested that opportuntiites existed for similar project activity to take place in Dublin in the years following 2020 and further reports would be presented in this regard in due course.

It was agreed to recommend that: a) the update report on Inward Investment Activity by The Head of Economic Development be noted, b) the proposed way forward for the Council’s Inward Investment Progamme, as outlined above, be approved, and c) the Committee agrees to support the UKTelehealth meditech conference later this year up to a maximum of £3,000 in terms of sponsorship.

Alderman W J Dillon commended the Director of Service Transformation and the Head of Economic Development and his team in regard to the two major investment events in London in April 2018. The Chairman, Alderman A G Ewart, wished to be associated with the sentiments expressed by Alderman W J Dillon.

5.3.2 Meeting with Chinese Delegation to Explore Investment and Trade Opportunities in Foshan, China - Liverpool, June 2018

The Head of Economic Development reported that following the Council’s successful meeting in London with locally based Chinese Consultant China Connections and China Holidays, the largest and longest running tour operator in the UK, an invite had been extended to the Council to meet with the Deputy Head of Foshan Council of International Trade, the Technology Bureau and Head of Chamber of Commerce at the World Economic Forum for FDI, Liverpool on 12 June 2018.

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DC 06 06 2018 5.3.2 Meeting with Chinese Delegation to Explore Investment and Trade Opportunities in Foshan, China - Liverpool, June 2018 (Cont’d)

The Committtee had been furnished with a report identifying the potential for inward investment, with particular interest in Lisburn Castlereagh’s tourism, hotel and leisure offering. It was noted that once these commercial links had been built, the case for an accompanying trade mission to the City of Foshan would be presented as part of the Council’s overall trade development programme.

It was agreed to recommend that: a) the Council accepts the invitation to meet with with the Deputy Head of Foshan Council of International Trade, the Technology Bureau and Head of Chamber of Commerce whilst attending the World Economic Forum for FDI in Liverpool, UK, and b) the Chairman and Vice Chairman of the Development Committee attend this meeting, along with appropriate officer representation.

5.3.3 MIPIM and Investment Events 2018/2019

The Head of Economic Development reported that despite the 2017 MIPIM Investment event proving to be a useful platform to engage with potential investment contacts, benefiting from sharing best practice with representatives from other Local Authorities and Government Agencies, it had been noted in December 2017’s report to the Development Committee that there had been less delegates year on year attending. The Head of Economic Development advised that Officers were of the opinion that it may be the case that other exhibitions and conferences could deliver similar or better outputs than MIPIM UK.

The Commmittee had been furnished with a report detailing other opportunities to exhibit/attend MIPIM UK and alternative exhibitions in 2018 with detailed costings and comparisons.

It was agreed to recommend that as the Council continued to showcase Lisburn Castlereagh as a strategic location for doing business and to maximise the Economic Development Unit’s budget, the Council attends the following trade shows in Summer/Autumn 2018 as delegates in the first instance. This would allow the Council to research the most advantageous shows and to explore the potential to fund an enhanced Council presence at these exhibitions in the following year (2019/2020).

• World Economic Forum for FDI, Liverpool, 11th-13th June 2018 • Completely Retail Marketplace, London, UK, 24th September 2018 • Expo Real in Munich, Germany 8th-10th October 2018 • MIPIM, London, UK, 17th-18th October 2018

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DC 06 06 2018 5.3.3 MIPIM and Investment Events 2018/2019 (Cont’d)

It was also agreed to recommend that the Chairman and Vice Chairman of the Committee, or their nominees, attends these events in the first instance, along with appropriate officer representation and that the Council organises individual meetings around the events mentioned above to maximise attendance and generate further leads.

5.3.4 Made in Lisburn Castlereagh

The Head of Economic Development reminded the Committee that following the success of the first ‘Made in Lisburn Castlereagh’ event, which took place on 13th June 2017 it had been agreed at a meeting of the Development Committee on the 6th September 2017 that the Council would:

• co-ordinate a ‘Made in Lisburn & Castlereagh’ event in 2018, with some revising of the event to reflect key lessons learned and recommendations made by the participating companies, and • act as the main sponsor of the event at a total cost of £15,000, with match funding sourced from participating companies and sponsorship.

The Head of Economic Development reported that since then the Council had been approached by the local Lisburn Area Learning Communities to assist with funding their annual STEM schools conference which attracted 800+ local secondary school pupils.

Given one of the key objectives of the ‘Made in Lisburn Castlereagh’ event was to engage with local schools to promote local career opportunities, it was proposed to work with Learning Communities to host a larger ‘Made in Lisburn Castlereagh’ exhibition linking in with all local post primary schools, and neighbouring Council schools, as well as STEM based skills, in order to attract an older school audience who are approaching employment.

It was agreed to recommend that: a) the Council hosts a larger scale ‘Made in Lisburn Castlereagh’ event on Wednesday 24th October 2018 at Lagan Valley LeisurePlex, with an enhanced budget of an additional £5,000to support the integration of the Lisburn Area Learning Communities STEM event (total budget of £20,000 proposed), and b) the Council works in partnership with Lisburn Area Learning Communities to increase the number of schools participating in ‘Made in Lisburn Castlereagh’ through integration of the planned STEM event with an additional budget of £5,000 as outlined.

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DC 06 06 2018 5.3.5 Northern Ireland Chamber of Commerce – President’s Annual Lunch and President’s Banquet 2018

The Head of Economic Development reminded the Committee that it had been agreed at the meeting of the Council in May 2017 that the Council would become a Corporate Member of the Northern Ireland Chamber of Commerce to maximise networking and investment opportunities as part of the Council’s overall inward investment programme.

The Committee had been furnished with a summary of additional high profile sponsorship options with the opportunity for to be a supporting sponsor once again for the next Northern Ireland Chamber Presidents Banquet, which was taking place at the Belfast Waterfront in November 2018 at a total cost of £6,000 + VAT.

It was agreed to recommend that a a) the Council agrees to become supporting sponsor for the Northern Ireland Chamber Presidents Banquet in November 2018, at a total cost of £6,000 + VAT, b) the Chairman and Vice Chairman of the Development Committee again host the table at the event which is part of the overall sponsorship package, with invited guests and business associates, and c) in order to support the Council’s current membership and relationship with the Chamber of Commerce, the Chairman and Vice Chairman of the Development Committee, along with Chief Executive, accepts the Chamber’s invitation to the President’s Annual Lunch on 15 June 2018 in Belfast, at a cost of £60 per person + VAT.

5.3.6 Local Government Transferring Functions Proposed Pilot Initiative – Youth Entrepreneurship The Head of Economic Development reported that following on from the transfer of economic development powers and budget from regional to local government in April 2015, it had been agreed that the Council would develop a number of pilot business support initiatives specifically focused on the following marginalised groups: Female Entrepreneurship, Youth Entrepreneurship and Social Enterprise.

The Head of Economic Development advised that in order to reach out to both primary and post primary sectors within the Lisburn and Castlereagh City Council area the Council had been in discussions with Young Enterprise NI to develop tailor made options for Youth Entrepreneurship activity support.

The Committee had been furnished with a paper outlining the Digital Youth Programme, the aim of which was to inspire young people to consider business start-up as a potential career pathway, and to make connections between skills and employability. The Proposed Pilot

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DC 06 06 2018 5.3.6 Local Government Transferring Functions Proposed Pilot Initiative – Youth Entrepreneurship (Cont’d) would deliver a Digital Youth Programme and a Global Entrepreneurship Week Event aimed at Primary Schools.

It was agreed to recommend that Young Enterprise NI carry out the Pilot Initiatives as detailed in the Officer’s report, at an agreed budget of £22,000.

5.3.7 DfC Urban Regeneration Project: Environmental Improvements The Head of Economic Development reported that a regeneration project was proposed which would involve the improvement of vacant sites and back lands across the City Centre to improve the attractiveness of some approaches and pedestrian routes. This would further strengthen the work that is due to commence on the Lisburn Linkages Public Realm Scheme which would upgrade the main streetscapes across the same area.

It was noted that one aspect of the project included potential for a ‘pocket park’ type area within a vacant site at an agreed location in the City Centre which would be a ‘meanwhile’ use until development might take place in the future but would also drive footfall and increase dwell times in that area.

The Head of Economic Development reported that the Department for Communities (DfC) had agreed to consider a funding bid for 50% of the total cost of the work which was estimated to be £68,000.

It was agreed to recommend that the delivery of the proposed Lisburn City Centre Pocket Park and Environmental Improvements Project by the Council be approved and that a contribution of £34,000 be made by the Council and a funding request submitted to DfC for the remaining £34,000 required for the project.

5.3.8 Holiday World Dublin

The Head of Economic Development reminded the Committee that Holiday World Dublin, had taken place at the RDS from 26-28 January 2018. The Show had been attended by the Chairman, Alderman A G Ewart and Vice Chairman, Councillor A P Ewing, together with the Tourism Development Officer, Veronica Kearney.

The Head of Economic Development advised that Holiday World Dublin provided an opportunity to network with tour operators bringing inbound traffic to Ireland.

The Head of Economic Development having outlined the cost for a stand at Holiday World Dublin, reported that it may be appropriate to share a stand with Historic Royal Palaces in the context of the Hillsborough Tourism Masterplan. It was noted that Officers would investigate this opportunity and provide a further report to the Committee if appropriate.

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DC 06 06 2018 5.3.8 Holiday World Dublin (Cont’d)

It was agreed to recommend that the Council takes a stand at Holiday World Dublin at a cost of £1,536 plus VAT at the 2019 Holiday World Dublin, and that the Chairman and Vice-Chairman attend plus two Officers.

5.3.9 NI Tourism Awards

The Head of Economic Development reported that the annual NI Tourism Awards had been staged at the Europa Hotel, Belfast on Thursday 24 May, 2018. Correspondence for the ticket sales to attend the event had been released after the May Development Committee, and the Chairman had taken the decision to take a table at the event, with a report to be brought to June’s Committee meeting. The cost for a table of ten was £650 + VAT.

The Head of Economic Development reported that three businesses from Lisburn & Castlereagh City Council area, had been shortlisted for an award including Ulster Grand Prix, Streamvale Open Farm, and Parsons Nose, as follows:

• The Tourism Entrepreneur of the Year title was awarded to Chris Wilson from Streamvale Open Farm. • Parsons Nose in Hillsborough were commended in Northern Ireland Food and Drink Experience of the Year. • Ulster Grand Prix were commended in the Best International Experience. It was agreed that the cost to the Council in taking a table for ten people at the 2018 NI Tourism Awards at a cost of £650 + VAT be approved retrospectively.

5.3.10 NI Food and Drink 2019 The Head of Economic Development reminded the Committee that at the March 2018 Development Committee meeting the Lisburn & Castlereagh Food and Drink, Branding and Events’ Campaign 2019 report was noted. The Committee had agreed to develop a programme of activity to market and promote the existing portfolio of food and drink events, and organise a one off celebration event at the end of summer 2019.

The Head of Economic Development reported that Officers had been in discussion with third party event organisers to explore options for branding and promotion of the existing portfolio of events within the Council area. From the recently launched LCCC Tourism Strategy 2018 - 2022 growing the speciality food sector and establishing the area as a culinary destination was considered a priority.

The Committee had been furnished with a copy of a report from the Council’s Tourism Supervisor who had attended BELFEAST, on 25 March 2018, with a number of observations for consideration. 610

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5.3.10 NI Food and Drink 2019 (Cont’d) It was noted that Tourism Officers had also been looking at other best practice Food and Drink events for the Council to attend which included:

• Portavogie Sea Food Festival, 11 August 2018, 12 noon – 5pm • Urban Orchard, Food & Cider Markets – Afternoon food market, 23 September, 2018, Armagh, 12noon to 5pm • A Taste of West Cork, 7 – 16 September 2018 • The Big Grill, Herbert Park, Dublin, 16-19 August, 2018

It was agreed to recommend that the Chairman and/ or Vice Chairman and/or officer representation at each of the above listed events be approved, it being noted that estimated cost of a Member’s attendance at each event had been provided in the report circulated and that the costs would be met from the budget set aside from the Tourism Development budgets to build up the LCCC Food and Drink programme.

The Head of Economic Development also indicated that the use of consultants may also be required to develop the marketing and publicity plan for the LCCC campaign that will also be accommodated within the agreed budget.

5.3.11 NI Tourist Guide Familiarisation Trip The Committee had been furnished with a copy of correspondence from NI Tourist Guide Association (NITGA) seeking to visit Lisburn & Castlereagh as part of a familiarisation trip on Saturday 22 September.

The Head of Economic Development reported that NITGA had been formed in 1992 to represent NI’s professional guides – all full members are Blue Badge Guides or National Guides accredited by the Institute of Tourist Guiding in London or Failte Ireland. Full members were qualified for Coaching, Walking, Religious and Site-specific tours.

It was noted that the NITGA guides were employed as coach guides and would be escorting coach parties from cruise ships and other local, national and international tour operators to Hillsborough Castle (reopening this summer). The guides were keen to learn what else Lisburn & Castlereagh area had to offer in terms of tourism/visitor experiences.

A proposed itinerary had been developed by local guide Alan Clarke, with a request for Council to make a small contribution towards the overall costs of the familiarisation trip. Total cost is expected to be £675, with a request for Council to contribute £250 to cover the coach hire or lunch costs. The familiarisation trip would ultimately assist the Blue Badge Guides to help promote the City of Lisburn and Castlereagh with better knowledge and awareness of the tourism product offering.

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DC 06 06 2018 5.3.11 NI Tourist Guide Familiarisation Trip (Cont’d) It was agreed to recommend that the Committee contributes £250 towards the lunch costs of the NITGA familiarisation trip on 22 September 2018, building stronger links with the NI Tourist Guide Association.

5.3.12 Evaluation of EU Erasmus + Age Friendly Communities Project

The Head of Economic Development reminded the Committee that in August 2017 the Council had received a letter of offer for €297,735 (£270,787) under the EU Erasmus+ Programme to deliver a project entitled ‘Age Friendly Communities’. The project aimed to support SMEs, Retailers and Service Delivery Agents to improve product/service delivery that better met the needs of older people. The project would be delivered within the Council area and in tandem in designated areas within Denmark, Poland, Spain and Republic of Ireland. The Committee noted from the Officer’s report the key outputs from the above project.

The Head of Economic Development reported that whilst the Council would manage the administration of the grant of €297,735 (£270,787), the actual proportion of the grant awarded directly to the Council to deliver the project locally was €57,766 (circa £52,500).

As part of the funding contract the Council was obliged to contract a third party to undertake a mid-term evaluation and final evaluation of the impact of the project outcomes. After a procurement exercise RSM UK had been selected to undertake this assignment at a cost of £14,000. The Erasmus + grant contribution towards this cost will be £6,574 and it was proposed that the Council met the £7,426 shortfall in funding in order to meet overall grant contractual obligations.

It was agreed to recommend that the Council meets the £7,426 shortfall in funding to meet the full costs (£14,000) of contracting RSM UK to undertake a mid-term evaluation and final evaluation of the aforementioned Age Friendly Communities project.

The Head of Economic Development undertook to provide further detail on the projects associated with the Age Friendly Communities Project to Councillor A Grehan.

5.3.13 EU Erasmus+ Age Friendly Communities Project Partner Meetings

The Head of Economic Development reported that a requirement of EU Erasmus + Age Friendly Communities project outlined in the previous item was to host and attend partnership meetings to discuss programme progress against identified targets and identify new actions to be taken on a biannual basis.

The EU Erasmus+ programme only funded staff attendance at these meetings as they were operational in nature and related to project management discussions. It was anticipated that there would be a role for Elected Members at the Programme Launch or

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5.3.13 EU Erasmus+ Age Friendly Communities Project Partner Meetings (Cont’d)

Programme Completion stages, and further reports would be provided to the Committee in this regard.

The Committee noted the following Partnership meetings that had been scheduled for the duration of the programme:

October 2018 – Szczecin, Poland February 2019 – Galway, Republic of Ireland June 2019 – Andalusia, Spain

It was agreed to recommend that Officer attendance from the Rural Development Team at all the aforementioned partnership meetings linked to progression of the EU Erasmus+ funded Age Friendly Communities project be approved.

5.3.14 EU Erasmus+ Showcase Events – Mainstreaming Student Entrepreneurship Project & Regional Apprenticeship Alliances for SMEs Project

The Head of Economic Development reminded the Committee that in September 2016 the Council had received a letter of offer for €220,688 (circa £193,416) under the EU Erasmus+ Programme to deliver a project entitled ‘MASTER’ – Mainstreaming Student Entrepreneurship. The project aimed to work with vocational training delivery agents to increase the opportunities for students to learn practical skills linked to running their own business, and thus promote enterprise across the Council area.

It was noted that whilst the Council would manage the administration of the grant of €220,688 (£193,416), the actual proportion of the grant awarded directly to the Council to deliver the project locally was €55,712 (circa £47,600). The Council would work in partnership with other similar delivery agents based in Denmark, Holland, Republic of Ireland and Spain in order to share best practice.

The Committee also noted that the Council also had received a second letter of offer in September 2016 for €48,314 (circa £41,400) under the EU Erasmus+ Programme to deliver a project entitled ‘RAISE’ – Regional Apprenticeship Alliances for SMEs. The project would aim to increase the capacity of local SMEs to improve apprenticeship uptake.

The Head of Economic Development reported that it was proposed that up to 15 businesses would be assisted to complete an assessment/self-evaluation of their business and explore the benefits of employing apprenticeships to their organisation, gain a better understanding of the steps required to become an apprentice employer and gain the skills required to manage the apprenticeship process from recruitment to on the job training and supervision, quality control and administration. It was noted that the Council would also work in partnership with other similar delivery agents based in Poland, Spain, Holland and France in order to share best practice. 613

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5.3.14 EU Erasmus+ Showcase Events – Mainstreaming Student Entrepreneurship Project & Regional Apprenticeship Alliances for SMEs Project (Cont’d)

The Head of Economic Development reported that an EU showcase event to promote the Mainstreaming Entrepreneurship project would be held in Brussels on Tuesday 12 June 2018 and that another EU Showcase event to promote the Regional Apprenticeship Alliances for SMEs project would be held in Brussels on Wednesday 20 June 2018.

As part of a further contractual obligation it was proposed that the national showcase of both projects be held on Friday 24 August 2018 at Lagan Valley Island, Lisburn, and hosted by the Chairman and Vice Chairman of the Development Committee. It was envisaged that invites would be circulated to local enterprise support organisations and representatives from the Further and Higher Education Sector in particular, Members of the Development Committee and NI Members of the European Parliament (MEPs).

It was agreed to recommend that the national showcase of the Mainstreaming Student Entrepreneurship project and the Regional Apprenticeship Alliances for SMEs project be held on Friday 24 August 2018 at Lagan Valley Island as outlined above.

5.3.15 International Trade Development Programme 2018-19

The Head of Economic Development reminded the Committee of the Council-led International Trade Development Programme and its key role in supporting and encouraging local companies to explore new international markets. The overall aim of these Council-led programmes was to identify local companies that had the potential to develop new export sales and progress to further support from Invest Northern Ireland where appropriate.

The Head of Economic Development advised that potential existed for strengthening Lisburn Castlereagh SME growth through increased international trade as well as maximising opportunities post Brexit. Building on the success of the 2017-18 Trade Programme, the 2018-19 Programme would create more awareness about international trade as an essential component to achieving economic development.

A number of key geographic locations had been identified as having the potential to gain new customers and profitable new markets, ranging from GB, the Netherlands, China and Canada.

The Committee had been furnished with a copy of a full report detailing a proposed programme of international trade activity.

It was agreed to recommend International Trade Development Programme and individual programme budgets, as outlined in the report circulated, be agreed.

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DC 06 06 2018 5.3.16 European Union: ERDF Investment for Growth and Jobs Programme (2014-2020) – Update Report The Head of Economic Development reminded the Committee that a report which had been brought to the Development Committee at its meeting in April 2018 which provided an overview of the EU ERDF funding stream, the Investment for Growth & Jobs Programme (2014-2020). It had been agreed at that time that the Council should seek to maximise this drawdown where possible.

To this end the Economic Development Unit had developed, and was continuing to develop, a number of new business development projects to draw down as much as possible of the available £1.41 million of ERDF match funding for the Lisburn & Castlereagh City Council area. It was noted that all applications needed to be submitted by June 2018 in order to be assessed by Invest NI.

The report provided to the April Meeting of the Committee also had outlined the enhanced administrative and monitoring requirements which came with administering the ERDF Funding, and it had been agreed that a report would be brought to a future meeting of the Committee outlining options for internal staff resources which needed to be allocated to the overall ERDF programme management and administration should the projects be successful, to ensure successful delivery and conditions of funding from Invest NI were met.

The Committee had been furnished with a report setting out a number of options as to how the ERDF funded project could be resourced by the Council once delivery of the projects commenced. The Head of Economic Development advised that a further report would be brought to Committee once the total number of successful projects were known.

It was agreed that: a) the update report on the ERDF Investment for Growth and Jobs Programme be noted, and b) a further report be brought back to the Committee in order that a decision be made as to the best way the ERDF projects should be resourced internally should they be successful in securing ERDF Funding.

5.3.17 European Union: ERDF Investment for Growth and Jobs Programme (2014-2020) – Economic Appraisal

The Head of Economic Development reminded the Committee that at the meeting of the Development Committee in April 2018, the Committee had agreed to match fund the EU ERDF Investment for Growth & Jobs Programme (2014-2020) up a maximum of £392,514 for Council-led ERDF applications (current and new) put forward by the Economic Development Unit to Invest NI for funding under the EU Investment for Growth & Jobs Programme 2014-2020, for activity to 31st December 2022, and subject to a positive Economic Appraisal.

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DC 06 06 2018 5.3.17 European Union: ERDF Investment for Growth and Jobs Programme (2014-2020) – Economic Appraisal (Cont’d)

The Committee had been furnished with a copy of an Economic Appraisal in respect of the ERDF Investment for Growth and Jobs Programme (2014-2020) which had been prepared in accordance with the Council’s Accounting Policy and which had been approved through the Council’s Financial Services.

It was agreed to recommend that the positive Economic Appraisal for match funding for Council-led ERDF applications (current and new) put forward by the Economic Development Unit to Invest NI for funding under the EU Investment for Growth & Jobs Programme 2014-2020, for activity to 31st December 2022, be agreed.

5.3.18 Review of Lisburn Castlereagh City Council’s Good Governance Scheme for Third Party Organisations The Head of Economic Development reminded that Committee that the Economic Development Unit had a protocol in place to seek to ensure that good corporate governance was adhered to in the delivery of Council funded Economic Development projects, in particular those which were delivered through third party delivery agents and not for profit organisations.

The Head of Economic Development reported that given that the scheme had been developed a number of years ago, it was proposed that the Good Governance Scheme for Third Parties be now updated. Professional advice would be procured to review the current governance policies and procedures and to make recommendations for strengthening governance. In particular, consideration should be given to making the implementation of good governance in Council funded projects a condition of the Letter of Offer on projects led by third parties and not for profit delivery agents, thereby minimising the risk to the Council when funding future projects. It was noted that it was estimated that this piece of work would cost in the region of £3,000.

The Director of Service Transformation responded to questions from Councillor J Baird in relation to the Council’s Good Governance Scheme.

It was agreed to recommend that a review of the Council’s Good Governance Scheme as detailed above, be commissioned at a maximum cost of £3,000.

5.3.19 North East Economic Corridor Proposal – Request for Council Nominee

The Head of Economic Development reported that the Council had been approached by Belfast City Council to nominate an appropriate Officer from the Economic Development Unit to represent the Council on a new Steering Group which was being established to develop and deliver a conference with a focus on economic opportunities along the North Eastern Economic Corridor. The Steering Group would also work to identify and develop collaborative projects which had economic and strategic merit to be delivered in collaboration with Councils along the corridor.

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DC 06 06 2018 5.3.19 North East Economic Corridor Proposal – Request for Council Nominee (Cont’d) It was noted that Belfast City Council had commenced discussions with other Councils from along the North Eastern Economic Corridor and, as well as the proposed conference which was being planned for October/November 2018, there was also a study being developed into a potential High Speed Rail Project between Belfast and Dublin that Arup were completing (draft document due beginning of June).

The Head of Economic Development reported that Dublin City Council had suggested the need for a collective study to analyse the real economic opportunities along the corridor and to potentially frame the content of the planned conference. The indicative timescale for agreeing and completing the North Eastern Economic Corridor Study was four months. The strategic context to this was provided by the Irish National Development Plan 2040 and the Belfast Region City Deal.

It was agreed to recommend that an appropriate Officer from the Economic Development Unit be nominated to represent the Council on a new Steering Group which was being established to develop and deliver a conference with a focus on economic opportunities along the North Eastern Economic Corridor.

5.3.20 Shopfront Improvement Grant Scheme: Update and next Phase The Head of Economic Development reminded the Committee that a Council wide Shopfront Improvement Grant Scheme had been delivered during the last financial year which had been supported with a contribution from the Department for Communities (DfC) through Urban Regeneration.

The Committee had been furnished with a summary on the delivery of the Shopfront Improvement Grant Scheme to date which included before and after images demonstrating the positive visual impact of the work.

The Head of Economic Development reported that at a recent meeting with DfC officials they had advised that there was an opportunity to bid for further funding to extend the current scheme. There were currently expressions of interest submitted through the scheme with a works value of £110,000 which could progress if additional funding was made available. The value of the grant contribution was set at 70% so a need for £77,000 had been identified. DfC had advised that they could consider a contribution of £50,000 depending on a contribution from Council of £27,000 being agreed.

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DC 06 06 2018 5.3.20 Shopfront Improvement Grant Scheme: Update and next Phase (Cont’d) It was agreed to recommend that: a) the success of the Shopfront Improvement Grant Scheme to date be noted, and b) given the success of the current scheme, the Council submits a request to the Department for Communities for £50,000 to enable the scheme to be extended to meet current demand.

Items for Noting

5.3 21 Rural Village Regeneration - Update information

The Committee had been furnished with and noted the content of a full update on the Rural Village Regeneration scheme which included timelines on the projects being delivered across the five villages involved in the scheme.

It was noted that work continued on site in the villages of Drumbo and Stoneyford on significant environmental improvement projects. Within the village of Dromara the delivery of the Dromara Destroyers Tribute Garden was due to take place during the coming months. Final plans had also been developed for the second project in Dromara based at the Lagan Park site.

Also, a masterplan concept had been developed along with the community in Aghalee and projects prioritised for progression through to delivery. In Glenavy plans were progressing on the development of an environmental improvement scheme in the centre of the village.

It was agreed that the update on the regeneration projects being delivered through the NI Rural Development Programme be noted.

5.3.22 MJ Local Government Awards: Best Council Services Team Nomination – Celebration Event

As reported previously the Council’s City Centre Management team had been shortlisted in the category ‘Best Council Services Team’ in the MJ Local Government Awards with the official awards ceremony due to take place at the end of June 2018.

The Head of Economic Development reported that In light of the success of being shortlisted in these UK wide awards which were highly regarded across the Local Government sector, a proposal had been made to host a celebration event. This would provide an opportunity to showcase the work of the team, and also the wider Council, that was delivered in support of the City Centre.

Given the Council’s work over the past two years to develop the Lisburn City Centre Stakeholder Partnership, it was proposed this event would involve all City Centre 618

DC 06 06 2018 5.3.22 MJ Local Government Awards: Best Council Services Team Nomination – Celebration Event (Cont’d) stakeholders being invited along to a drop in reception on Tuesday 19 June 2018 from 1.00 pm to 3.00 pm in Market Square, Lisburn.

It was agreed that the date of the City Centre Management Award Nomination Celebration event on Tuesday 19 June 2018 be noted.

5.3.23 Northern Ireland Business Start Up Programme (NIBSUP)

The Committee had been provided with, and noted the content of, an update report on the Northern Ireland Business Start Up Programme (NIBSUP) which outlined the Council’s performance against jobs promoted for the first month of the new financial year.

5.3.24 Property Agents’ Forum

The Head of Economic Development reminded the Committee that as part of the Council’s Inward Investment Programme, and to support regeneration and realisation of the City Centre Masterplan, it was agreed that a Property Agents’ forum would be established.

The first meeting of the Forum had taken place on 23 May 2018 at Lagan Valley Island. Up to 20 local and national agents had participated in the Forum to help inform local decision making, and to identify and service new inward investment enquiries into the City.

The Property Forum would act as a platform to share information on key investment and regeneration initiatives such as the City Centre Masterplan, the Local Development Plan and the recently published Lisburn Castlereagh Investment Guide.

It was agreed that the update on the Property Agents’ Forum be noted and also the proposals that were being developed for a future Developers’ Forum, with an appropriate report to Committee being brought forward in due course.

5.4 Correspondence received from the Department for Infrastructure

5.4.1 Proposed ‘No Waiting at Any Time’ Restrictions – Clonevin Park, Lisburn

The Committee had been furnished with a correspondence received from the Department for Infrastructure, Eastern Division, regarding proposed ‘No Waiting at Any Time’ restrictions at Clonevin Park, Lisburn.

It was agreed that the proposed ‘No Waiting at Any Time’ restrictions at Clonevin Park, Lisburn, be noted there being no comment from Members present at the meeting.

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DC 06 06 2018 5.4.2 Speed Limit – B178 Hillsborough Road, Moneyreagh

The Committee had been furnished with correspondence received from the Department for Infrastructure, Eastern Division, regarding change of speed limit on the B178 Hillsborough Road, Moneyreagh, due to housing development.

It was agreed that the proposal regarding change of speed limit on the B178 be noted, there being no comment from Members present at the meeting.

Items for Noting

5.5 Department for Infrastructure

5.5.1 The Pond Park Road and Beanstown Road, Lisburn (Stopping-Up) Order (NI) 2018

The Committee had been furnished with and noted the content of correspondence received from the Department for Infrastructure, regarding the publishing of information relating to the above.

5.5.2 Abandonment of Public Rights-of-Way at Carnreagh, Lisburn

The Committee had been furnished with and noted the content of correspondence received from the Department for Infrastructure, regarding the publishing of information relating to the above.

5.5.3 The Station Road, Moira (Abandonment) Order (NI) 2018

The Committee had been furnished with and noted the content of correspondence received from the Department for Infrastructure, enclosing statutory rule and associated map in relation to the above.

5.5.4 The Hillsborough Road, Moneyreagh (Abandonment and Stopping-Up) Order (NI) 2018

The Committee had been furnished with and noted the content of correspondence received from the Department for Infrastructure, enclosing statutory rule and notice in relation to the above.

5.6. Department for Infrastructure: Roadway Adoption Certificates

The Committee had been furnished with and noted the content of copies of Roadway Adoption Certificates and associated maps from the Department for Infrastructure for the following areas: Hawtree Park, Old Dundonald Road & Wanstead Road, Ballantine Gardens and Millreagh Drive and Avenue

5.7 Budget Report

The Committee had been furnished with and noted the content of a summary Budget Report for Service Transformation for the year to 31 March 2019 as at 30 April 2018.

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DC 06 06 2018 Additional Report by the Director of Service Transformation

It was proposed by Councillor J Gallen, seconded by Councillor A Grehan, and agreed that the Additional Report and recommendations of the Director of Service Transformation be agreed subject to any decisions recorded below.

Item for Decision

5.8 Heathrow Logistics Hub

The Committee had been furnished with a copy of an email from Anne Donaghy, Chief Executive of Mid & East Antrim Borough Council, in relation to a proposal to host a dinner for representatives from Heathrow when they were in Northern Ireland for the Heathrow Business Summit on the 20 June 2018 in Belfast.

Also circulated to the Committee was a copy of a presentation which had been given by Mid & East Antrim Borough Council at a recent workshop, and which provided an overview of the Single Northern Ireland Proposition - the agreed scope of works on behalf of the participating councils and key next steps.

Participating Councils had been asked for a contribution to the dinner on the 19 June 2018, as well as providing a list of key invitees from their respective areas.

It was proposed by Alderman W A Leathem, seconded by Councillor T Mitchell, and agreed to recommend that the correspondence from Mid & East Antrim Council and the Heathrow Hub presentation be noted

5.9 Outcome of INTERREG North West Europe Programme – Support for Social Entrepreneurs (SuNSE) The Head of Economic Development reported that the Council had been offered grant of €173,182.20 over a 3.25 year programme period (September 2018 – December 2021) to develop an INTERREG North West Europe Programme being led by the Highlands & Islands Enterprise.

A copy of the above proposal had been furnished to the Committee which aimed to increase social entrepreneurship opportunities within the Council area by piloting a range of diverse business support models.

It was noted that the Council would have the opportunity to partner with economic development organisations from France, Holland, Switzerland and the Republic of Ireland as part of an overall grant offer of €2,976,163.14 to be shared amongst all partners.

The investment of €173,182.20 would constitute 60% of the proposed costs to deliver the programme within the Council area, and to secure this funding the Council would be obliged to match fund the remaining 40% (€115,454.80) of the proposed costs totalling €288,637 as follows:

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DC 06 06 2018 5.9 Outcome of INTERREG North West Europe Programme – Support for Social Entrepreneurs (SuNSE) (Cont’d)

September 18 – March 2019 – €17,762 April 2019 – March 2020 – €35,524 April 2020 – March 2021 – €35,524 April 2021 – December 2021 – €26,644.80

The total investment of €288,637 would consist of €109,380 salary costs and €179,257 for related administration, travel and project related capital investments.

The Head of Economic Development reported that the Council would be expected to consider signing the terms and conditions of grant (yet to be received) by the date of the meeting of full Council in July 2018 whereby it was also expected that an internal financial appraisal of the potential €115,454.80 Council investment would also be considered for approval.

It was agreed that the report on the INTERREG North West Europe Programme be noted.

6. Any Other Business

6.1 Apology for Non Attendance – Councillor A Givan Alderman W A Leathem

Alderman W A Leathem conveyed an apology on behalf of Councillor A Givan who had not been in attendance at the meeting that evening due to the lengthy discussion on the LCAC item at the beginning of the meeting. Councillor Givan, being a member of the Board of LCAC had intended to join the meeting after consideration of the LCAC item. However the discussion had lasted for one hour 15 minutes.

6.2 Planning Portal Director of Service Transformation

The Director of Service Transformation advised Members that he intended to bring an update report on the progress of the Planning Portal to the June Meeting of Council.

The Director provided the Committee with a brief overview of the cost to implement and administer the Planning Portal as well as issues that were required to be addressed.

Comments were noted from Councillor J Baird and Alderman W J Dillon in respect of the issues raised.

6.2 Thanks to Chairman and Vice Chairman of the Committee Director of Service Transformation

The Director of Service Transformation extended thanks to the Chairman, Alderman A G Ewart, the Vice Chairman, Councillor A P Ewing, and the entire Committee for their commitment and support throughout the year. 622

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6.2 Thanks to Chairman and Vice Chairman of the Committee Director of Service Transformation (Cont’d)

The Chairman, Alderman A G Ewart, reciprocated the thanks of the Director and proceeded to wish the new Chairman of the Committee every success for 2018/2019.

There being no further business the meeting terminated at 9.27 pm.

______Mayor/Chairman

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CSC 12.06.2018

LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of Meeting of the Corporate Services Committee held in the Cherry Room, Island Civic Centre, The Island, Lisburn on Tuesday 12th June 2018 at 5.35 pm.

PRESENT: Councillor N Anderson (Chairman)

The Right Worshipful The Mayor Councillor U Mackin

Deputy Mayor Councillor A Grehan

Aldermen A G Ewart MBE and S Martin

Councillors R B Bloomfield MBE, S Carson, D J Craig, A P Ewing, O Gawith, B Hanvey, A McIntyre, B Mallon and T Morrow

IN ATTENDANCE: Chief Executive Director of Environmental Services Head of Central Support Services Head of Marketing & Communications (Mrs C Bethel) Head of Technical & Estates Acting Head of Human Resources & Organisation Development Interim Head of Finance & IT Lagan Valley Island Acting Facilities Manager Member Services’ Officer

Commencement of Meeting

The Chairman, Councillor N Anderson, extended a welcome to all present and proceeded to outline the evacuation procedures in the case of an emergency. The Chairman expressed the hope that the Committee would have a successful year in office and recorded his appreciation of the work carried out by the immediate past Chairman, Councillor S Carson.

The Chairman asked that any Member entering or leaving the Meeting alert him accordingly so that the Member Services’ Officer might accurately reflect arrival and departure times in the minutes.

1. Apologies

There were no apologies.

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2. Declarations of Interest

The Chairman invited Members to declare any Interests they might have in relation to the business of the Meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the Meeting.

The following declarations were made during the course of the Meeting:-

• Councillor A P Ewing – Item 9 of Confidential Report of Chief Executive - Lisburn Commerce Against Crime – Memorandum of Understanding. (Member of Lisburn Commerce Against Crime)

• Alderman S Martin - Item 1 of Confidential Report of Chief Executive - Space Utilization at Lagan Valley Island & Bradford Court. (NILGA Alternate Office Bearer)

3. Minutes of Meeting

It was proposed by Councillor S Carson, seconded by Councillor O Gawith and agreed that the minutes of the following Meetings of Committee as adopted by the Council at its Meeting held on the 22nd May 2018 be confirmed and signed:-

• Meeting of Committee held on the 8th May 2018 • Special Meeting of Committee held on the 17th May 2018

Councillor D J Craig entered the meeting. (5.39 pm)

4. Confidential Report of Chief Executive

The Chairman advised that the reasons for confidentiality were as set out in the agenda, ie:-

• Space Utilization at Lagan Valley Island & Bradford Court - Financial Appraisal. Confidential for reason of information relating to (i) the financial or business affairs of any particular person (including the Council holding that information) and (ii) any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council.

• Recruitment of Posts. Confidential for reason of information which is likely to reveal the identity of individuals.

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4. Confidential Report of Chief Executive (Continued)

• Recruitment of Posts. Confidential for reason of information which is likely to reveal the identity of individuals.

• Lagan Valley Island – Report on Air Conditioning. Confidential for reason of information relating to the financial or business affairs of any particular person (including the Council holding that information).

• Contracts for the Supply & Delivery of Corporate Stationery. Confidential for reason of information relating to the financial or business affairs of any particular person (including the Council holding that information.

• Land at Antrim Street Council Car Park – Works by NI Water. Confidential for reason of information relating to (i) the financial or business affairs of any particular person (including the Council holding that information) and (ii) any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council.

• Lagan Valley Island – Site works over Summer 2018. Confidential for reason of information relating to the financial or business affairs of any particular person (including the Council holding that information).

• Staff ID – Draft Policy & Procedure. Confidential for reason of information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council.

• Lisburn Commerce Against Crime – Memorandum of Understanding. Confidential for reason of information in which a claim to legal professional privilege could be maintained in legal proceedings.

• Retirement of Her Majesty’s Lord Lieutenant for County Antrim (Mrs Joan Christie CVO OBE) – Guests for Dinner. (Confidential for reason of information relating to an individual)

• 30th Anniversary of Lisburn Half Marathon Bombing. Confidential for reason of information which is likely to reveal the identity of individuals.

• HR & OD Workforce Data. Confidential for reason of information which is likely to reveal the identity of individuals.

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4. Confidential Report of Chief Executive (Continued)

• Freedom of Information. Confidential for reason of (i) information relating to the financial or business affairs of any particular person (including the Council holding that information); and (ii) information relating to individuals.

• Chief Executive’s Resignation – Annual Leave. Confidential for reason of information relating to an individual.

It was proposed by Alderman S Martin, seconded by Councillor B Mallon and agreed that the confidential report of the Chief Executive be considered “in Committee”, in the absence of members of the press and public being present.

It was proposed by Councillor A McIntyre, seconded by Councillor O Gawith and agreed that the confidential report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below and other items noted:-

4.1 Space Utilization at Lagan Valley Island & Bradford Court Financial Appraisal

Alderman A G Ewart and The Right Worshipful The Mayor, Councillor U Mackin, entered the meeting at 5.41 pm and 5.45 pm respectively - during discussion of this item of business but prior to any decision being taken thereon.

It was proposed by Councillor D J Craig, seconded by Councillor R B Bloomfield and agreed to recommend that the report on space utilisation at Lagan Valley Island and Bradford Court be noted and that the recommendations contained therein be accepted, ie that:-

• in accordance with the agreed delegated authority, the financial appraisal be accepted and the works at Lagan Valley Island to facilitate the relocation of staff from Bradford Court (including agile working) be agreed and that the appointment of the Contractors through Scape be agreed and progressed;

• the retention of a section of the Bradford Court building for Registration of Births, Deaths & Marriages, plus the Emergency Planning room and bookable meeting rooms be agreed, and that a limited counter service be also provided;

• the ending of the lease of the Northern Ireland Local Government Association with suitable notice (three months) be agreed in order that alternative arrangements can be made;

• arrangements be progressed through the Chief Executive and Chair of Committee with regards to the leasing of Bradford Court for a period of up to 10 years.

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4.1 Space Utilization at Lagan Valley Island & Bradford Court Financial Appraisal (Continued)

The Committee was reminded that it had delegated authority to agree the Financial Appraisal in this regard so that the necessary works could proceed. An outline of the terms of any potential lease was provided by the Chief Executive - exact figures being a work in progress.

The Director of Environmental Services, the Head of Technical & Estates and the Lagan Valley Island Acting Facilities Manager left the meeting at 5.58 pm.

4.2 Recruitment of Posts Leisure & Community Wellbeing and Service Transformation Directorates

It was proposed by Alderman A G Ewart, seconded by Councillor A McIntyre and agreed to recommend that:-

• the request of the Leisure & Community Wellbeing Directorate (as agreed by the Leisure & Community Development Committee ) to recruit on a permanent basis, the current vacant posts as outlined in the Chief Executive’s confidential report be approved, ie:-

• Grounds Maintenance Supervisor post (Category 1) be recruited on a permanent basis; • Category 1 and Category 4 Grounds Maintenance posts which were recruited on a fixed term basis following the EOI process, be confirmed in post on a permanent basis.

• the request of the Service Transformation Directorate (as agreed by the Capital Projects Committee) for a full-time Capital Project Manager post on a 2-year fixed term basis be approved, thereby increasing the agreed established headcount by 1.0 FTE.

4.3 Recruitment of Posts – Marketing & Communications Unit

The Head of Central Support Services left and returned to the meeting during discussion of this item of business but prior to any decision being taken thereon. (6.01 pm and 6.03 pm)

It was proposed by Councillor S Carson, seconded by Alderman A G Ewart and agreed to recommend that the request of the Marketing & Communications Unit for the appointment on a two-year fixed term basis with the possibility of extension and/or being made permanent of the undernoted posts be approved, the agreed established headcount being thereby increased by 1.0 FTE:-

• Digital Communications Officer • Marketing Officer

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4.4 Lagan Valley Island – Report on Air Conditioning

Councillor T Morrow entered the meeting at 6.06 pm during discussion of this item of business but prior to any decision being taken thereon.

It was proposed by Councillor R B Bloomfield, seconded by Alderman A G Ewart and agreed to recommend that the consultant’s report on air conditioning at Lagan Valley Island be noted and that Options 2 and 3 be agreed.

4.5 Contracts for the Supply & Delivery of Corporate Stationery

It was proposed by Alderman A G Ewart, seconded by Councillor O Gawith and agreed to recommend that an extension to the 31st August 2019 of the current contract for the Supply & Delivery of Corporate Stationery be agreed.

4.6 Land at Antrim Street Council Car Park – Works by NI Water

It was proposed by Councillor S Carson, seconded by Councillor A P Ewing and agreed to recommend that the proposed method of disposal of an area of land at the Council’s car park in Antrim Street, Lisburn to NI Water by means of Lease & Licence be approved.

4.7 Lagan Valley Island – Site works over Summer 2018

It was proposed by Councillor A McIntyre, seconded by Councillor B Mallon and agreed to recommend that:-

• the information about site works being carried out at Lagan Valley Island over the Summer of 2018 be noted;

• the tender in relation to the Footbridge at the Lockgates be awarded in accordance with the Tender report appended to the Chief Executive’s confidential report.

4.8 Staff ID – Draft Policy & Procedure in relation to the Provision and Implementation of ID Badges to Designated Council Staff

It was proposed by Councillor S Carson, seconded by Councillor T Morrow and agreed that the Draft Policy & Procedure in relation to the Provision and Implementation of ID Badges to Designated Council Staff be agreed and be forwarded to the trade unions for consultation.

It was further agreed that the matter of the provision of ID badges to Elected Members be investigated.

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Items for Noting

It was proposed by Councillor D J Craig, seconded by Councillor S Carson and agreed that the recommendations of the Chief Executive in regard to those items for noting, ie Items 9 – 13, be accepted, subject to any decisions recorded below and other items noted:-

4.9 Lisburn Commerce Against Crime – Memorandum of Understanding

It was agreed to recommend that the Memorandum of Understanding in respect of Lisburn Commerce Against Crime be noted and be signed at the Meeting of Council on the 26th June 2018.

4.10 Retirement of Her Majesty’s Lord Lieutenant for County Antrim (Mrs Joan Christie CVO OBE) – Guests for Dinner

In furtherance of a previous decision and to the Annual Meeting on the 8th June 2018, the Committee noted that the names of the Council’s 20 guests at the Gala Dinner for Mrs Joan Christie in the Spring of 2019 were being identified and would be notified to the Steering Group as soon as possible.

4.11 30th Anniversary of Lisburn Half Marathon Bombing

It was agreed to recommend that the update about the commemorative event on the 15th June 2018 to mark the 30th anniversary of the Lisburn Half Marathon bombing be noted.

4.12 HR & OD Workforce Data

It was agreed to recommend that reports in respect of the following be noted, such reports being in accordance with the Council’s Strategic Workforce Plan:-

• Absence Management Report (including schedule of Long-Term Absence) • Schedule of rolling year absence • Graph of “Total Sickness Days Lost” • Workforce Profile - Headcount, Contract (permanent/fixed term/full- time/part-time) and Agency Workers. • Schedule of Internal Trawls and Open Competition.

Members expressed concern about the unacceptable levels of absenteeism. It was agreed that a report regarding actions taken to date and any further options that could be put in place to reduce levels of absenteeism be presented to the Committee at a future meeting. Members were asked to submit any suggestions they might have on this matter to the Acting Head of HR & OD.

Alderman A G Ewart left the meeting. (6.30 pm)

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4.13 Freedom of Information Requests

It was agreed to recommend that the summary of Freedom of Information requests received in May 2018 be noted.

The Chief Executive, the Head of Central Support Services, the Head of Marketing & Communications and the Interim Head of Finance & IT left the meeting. (6.32 pm).

4.14 Chief Executive’s Resignation – Annual Leave

Alderman A G Ewart returned to the meeting at 6.35 pm during discussion of this item of business but prior to any decision thereon.

This item of business was presented by the Acting Head of Human Resources & Organisation Development.

The Acting Head presented the options available in regard to the annual leave accrued by the Chief Executive in light of her termination of employment at the end of September 2018. A discussion took place which concluded with a show of hands in regard to the options available.

It was proposed by Councillor D J Craig, seconded by Alderman A G Ewart and agreed that all leave accrued by the Chief Executive be taken by that officer prior to her leaving the Council’s employment at the end of September 2018.

It was proposed by Alderman A G Ewart, seconded by Councillor D J Craig and agreed to come “out of Committee” and normal business was resumed.

The Chief Executive, the Head of Central Support Services, the Head of Marketing & Communications and the Interim Head of Finance & IT returned to the meeting at 6.55 pm.

5. Report of Interim Head of Finance & IT

It was proposed by Alderman S Martin, seconded by Councillor R B Bloomfield and agreed that the report and recommendations of the Interim Head of Finance & IT be adopted, subject to any decisions recorded below and other items noted:-

5.1 Attendance of Insurance Officer

Further to the previous meeting of the Committee, Members noted that the Insurance Officer would be in attendance at the meeting of Committee on the 11th September 2018 in order to respond to questions on the Council’s insurances.

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5.2 Financial Statement

It was agreed to recommend that the financial statement for the period ended the 30th April 2018 be noted, the net profiled expenditure being 3.86% above the approved estimates for the financial year 2018/2019. In his report, the Interim Head explained the reasons for the overspend.

5.3 Department for Communities District Council (NI) Rate Statistics 2018/2019

It was agreed to recommend that the content of the District Council (NI) Rate Statistics for 2018/2019 be noted.

The Deputy Mayor, Councillor A Grehan, left the meeting. (6.56 pm)

6. Report of Head of Central Support Services

It was proposed by Councillor D J Craig, seconded by Councillor A McIntyre and agreed that the report and recommendations of the Head of Central Support Services be adopted, subject to any decisions recorded below and other items noted:-

6.1 Department of Justice Consultation on Review of Anti-Social Behaviour Legislation in Northern Ireland (including on-street drinking) (Extended closing date: 13th June 2018)

Further to the previous meeting of the Committee, it was agreed that:-

• the draft response of the PCSP Manager to the above consultation document as agreed by the Lisburn & Castlereagh Policing & Community Safety Partnership be accepted as the Council’s response thereto;

• in line with the authority previously delegated, the response referred to above be submitted to the Department of Justice by the extended closing date of the 13th June 2018.

6.2 Breastfeeding Welcome Here Scheme

It was proposed by Councillor S Carson, seconded by Councillor B Mallon and agreed to recommend that the Civic Headquarters at Lagan Valley Island and also Bradford Court be included in the Breastfeeding Welcome Here Scheme and that Environmental Health be advised accordingly.

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6.3 Lagan Valley Island - Opening Hours in July & August 2018

It was proposed by Alderman S Martin, seconded by Councillor O Gawith and agreed to recommend that the undernoted revised closure times of Lagan Valley Island over the summer months of 2018 be agreed, this arrangement being in line with previous years ie:-

• Saturdays during July and August – where the Island Arts Centre closes at 5.00 pm, Lagan Valley Island will close at 5.00 pm/5.30 pm (when no events are taking place)

• Monday 9th to Wednesday 11th July – Island Arts Centre will close at 5.00 pm. Lagan Valley Island will close at 6.00 pm/6.30 pm.

6.4 Oscar Krane Conference - “Excellence in Healthcare” Worsley Park Marriott Hotel & Country Club, Manchester 20th & 21st June 2018

Members had been provided with details of the above conference, the cost of a Member’s attendance thereat based on a complimentary basis being estimated at £187.34.

It was agreed that no nominations be made for attendance at the above conference.

6.5 RAF 100 (Celebrations to mark the 100th anniversary of the Royal Air Force)

It was agreed to recommend that the preliminary details of the Council’s event in September 2018 to mark the centenary of the Royal Air Force be noted.

6.6 Bye-Laws

It was agreed to recommend that the submission of the Council’s bye-laws to the Department for Communities and the Department for Infrastructure be noted.

6.7 War Memorials - Works to and Maintenance of

It was agreed to recommend that information on works to and maintenance of the Council's war memorial in Lisburn be noted, the Head of Service confirming that all war memorials in the Council’s ownership had been inspected in regard to works and maintenance and would be repaired by Estates in advance of the 11th November 2018.

6.8 Armed Forces Day - Monday 25th June 2018

It was agreed to recommend that the reminder about the Council’s events on the 25th June 2018 to mark Armed Forces Day be noted.

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6.9 World War 1 Working Group – Membership

It was agreed to recommend that – further to the Annual Meeting of Council on the 8th June 2018 – the membership of the World War 1 Working Group be as follows:-

• Mayor of the Day (Councillor U Mackin) • Chairman of the Day of the Corporate Services Committee (Councillor N Anderson) • Vice-Chairman of the Day of the Corporate Services Committee (Councillor B Mallon) • Alderman J Tinsley (Council’s representative on the Reserve Forces & Cadets Association for Northern Ireland) – Chairman

6.10 Health Working Group - Membership 2018/2019

It was agreed to recommend that the membership of the Health Working Group be reported to the Committee on the 11th September 2018 after contact had been made with the Party Group Leaders to identify their representative on the Working Group.

6.11 Lisburn & Castlereagh Policing & Community Safety Partnership Chairman 2018/2019

The Committee noted that the Nominating Officer for the SDLP would advise the Head of Central Support Services by the 30th June 2018 of that party’s nominee for PCSP Chairman.

6.12 Lisburn & Castlereagh PCSP – Minutes of Meetings

It was agreed to recommend that the minutes of the following meetings of the Lisburn & Castlereagh PCSP be noted:-

• Private Meeting held on the 20th March 2018 • Public Meeting held on the 17th April 2018

6.13 Lisburn & Castlereagh Policing & Community Safety Partnership Schedule of Meetings

It was agreed to recommend that the schedule of forthcoming meetings of the Lisburn & Castlereagh PCSP be noted.

The Deputy Mayor, Councillor A Grehan, returned to the meeting at 7.00 pm.

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7. Report of Head of Marketing & Communications

It was proposed by Councillor D J Craig, seconded by Alderman A G Ewart and agreed that the report and recommendations of the Head of Marketing & Communications be adopted, subject to any decisions recorded below and other items noted:-

7.1 General Data Protection Regulation (GDPR) - Compliance

It was agreed to recommend that the actions carried out by MCU to ensure GDPR compliance as required in that Unit be noted.

7.2 Waste Communications

It was agreed to recommend that the involvement of MCU in a cross- departmental project on Waste Management be noted.

7.3 Media Coverage

It was agreed to recommend that the schedule of media coverage for the month of May 2018 be noted.

8. Report of Acting Head of Human Resources & Organisation Development

It was proposed by Councillor A P Ewing, seconded by Alderman S Martin and agreed that the report and recommendations of the Acting Head of Human Resources & Organisation Development be adopted, subject to any decisions recorded below and other items noted:-

8.1 Northern Ireland Local Government Officers’ Superannuation Committee Consultation on Vision, Mission, Strategic Aims and Values (Closing date: 31st August 2018)

A copy of the above consultation document had been provided with the Acting Head’s report.

It was proposed by Councillor O Gawith, seconded by Alderman S Martin and agreed to recommend that any comments which Members might wish to make on the consultation document be submitted to the Acting Head of Human Resources & Organisation Development by the 31st July 2018 to enable a response to be submitted by the stipulated closing date.

8.2 Employers for Disability (EfD) – Membership Renewal for 2018/2019

The Acting Head advised that the Council’s membership of “Employers for Disability” was due for renewal for 2018/2019 at a fee of £495.00. In her report, the Acting Head detailed the services available to the Council through its membership of EfD.

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8.2 Employers for Disability (EfD) – Membership Renewal for 2018/2019 (Continued)

It was proposed by Alderman A G Ewart, seconded by Councillor D J Craig and agreed to recommend that the renewal of the Council’s membership of “Employers for Disability” be agreed and that the membership fee of £495.00 be paid.

8.3 Elected Member Development Steering Group

It was agreed to recommend that the report and action notes from the meeting of the Elected Member Development Steering Group held on 15th May 2018 be noted.

Item Reported Verbally

8.4 Northern Ireland Local Government Association Leadership Programme

The Acting Head verbally reported the receipt of details of NILGA’s Leadership Programme on which there were five places available for Elected Members from the Council. The details would be circulated to Members and the Chairman indicated that the allocation of the five places should be on a “first come, first served” basis.

It was agreed that the course of action referred to above be approved.

9. Report of Chief Executive

It was proposed by Councillor D J Craig, seconded by Councillor A McIntyre and agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below and other items noted:-

9.1 Mid & East Antrim Borough Council Somme Remembrance Parade & Service Knockagh War Memorial, Carrickfergus Sunday 1st July 2018 – 10.40 am

The Chief Executive reported receipt of notification from Mid & East Antrim Borough Council of their annual Somme Remembrance Parade & Service at Knockagh War Memorial, Carrickfergus on the 1st July 2018. A reception would follow in Carrickfergus.

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9.1 Mid & East Antrim Borough Council Somme Remembrance Parade & Service Knockagh War Memorial, Carrickfergus Sunday 1st July 2018 – 10.40 am (Continued)

It was proposed by Councillor S Carson, seconded by Councillor B Mallon and agreed to recommend that:-

• the attendance of any Member who might wish to attend the above service at Knockagh War Memorial on the 1st July 2018 followed by a reception in Carrickfergus be approved;

• Council robes be worn on this occasion;

• any Member wishing to attend the event notify Member Services accordingly.

In response to comments made by Councillor A P Ewing about a recent gorse fire at Knockagh, the Chief Executive advised that the Council had not been informed of any revised arrangements for the above event in light thereof.

9.2 National Autistic Society – Presentation to Committee

Further to the meeting of Council held on the 22nd May 2018, the Chief Executive advised of a proposal for representatives from the National Autistic Society to be invited to the November 2018 meeting of the Committee to make a presentation in regard to their activities, future plans and proposals.

It was agreed that representatives from the National Autistic Society be invited to the November 2018 meeting of the Committee for the purpose of the presentation as referred to above.

9.3 National Health Service – 70th Anniversary on 5th July 2018

Members had been provided with a copy of an e-mail dated the 1st June 2018 from the Northern Ireland Confederation for Health & Social Services regarding the 70th anniversary of the National Health Service on the 5th July 2018 and suggesting ways in which the Council could mark this.

It was proposed by Councillor D J Craig, seconded by Councillor O Gawith and agreed that a meeting of the Health Working Group be convened to consider way(s) in which the Council could mark the 70th anniversary of the National Health Service.

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Items Reported Verbally

9.4 Housing Executive Briefing for political representatives re Action Plan on the Executive’s 33 tower blocks

The Chief Executive verbally reminded Members that they had been circulated the previous day with details of a Housing Executive briefing for political representatives being held on Tuesday 19th June 2018 at 5.00 pm at the Housing Centre, 2 Adelaide Street, Belfast. The briefing is in relation to a recently approved action plan for the future of the Executive’s 33 tower blocks. Any Member interested in attending had been asked to notify Member Services by 12 noon on Wednesday 13th June 2018.

It was proposed by Councillor D J Craig, seconded by Alderman S Martin and agreed that the attendance of any Member at the above briefing be approved.

Councillor D J Craig asked that he be registered for the above event.

9.5 Knockagh Monument Joint Committee Change of Appointment to

The Chief Executive verbally referred to the decision of the Annual Meeting on the 8th June 2018 that the change in appointments to the Knockagh Monument Joint Committee be considered by the relevant committee.

The Council representatives on the Knockagh Monument Joint Committee for the duration of the Council term were Alderman M Henderson and Councillor B Mallon with Councillor J Palmer as the substitute member.

The Council at its Annual Meeting had been asked to consider the replacement of Alderman Henderson by Councillor A Redpath but a decision thereon had been referred to the relevant committee for consideration.

It was agreed that the replacement of Alderman M Henderson by Councillor A Redpath on the Knockagh Monument Joint Committee for the remainder of the Council term be approved.

10. Any Other Business

10.1 Maryland Care Centre of Distinction, Knockbracken Road, Castlereagh Councillor B Hanvey

Councillor B Hanvey referred to a tour of the Maryland Care Centre of Distinction at Knockbracken Road, Castlereagh which he had participated in along with Councillor N Anderson and members from North Down & Ards Borough Council. The facility provides specialist Rehabilitation and Therapy for people living with Dementia, Learning Disability and Physical Disability.

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10.1 Maryland Care Centre of Distinction, Knockbracken Road, Castlereagh Councillor B Hanvey (Continued)

It was proposed by Councillor B Hanvey, seconded by Alderman S Martin and agreed that representatives of the Maryland Care Centre of Distinction be invited to make a presentation in regard to their facility to a meeting of the Health Working Group with consideration at that time being given as to how the Council might assist in promoting the services provided by Maryland.

There being no further business, the Meeting concluded at 7.09 pm.

______MAYOR/CHAIRMAN

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GAC 12.06.2018 LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Meeting of the Governance and Audit Committee held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 12 June, 2018 at 7:12 pm

PRESENT: Councillor R T Beckett (Chairman)

The Right Worshipful the Mayor Councillor U Mackin

Deputy Mayor Councillor A Grehan

Alderman S Martin

Councillors J Baird, B Bloomfield MBE, S Carson, A P Ewing, J Gallen, O Gawith, A Girvin, A McIntyre, T Morrow and S Skillen

IN ATTENDANCE: Chief Executive Director of Environmental Services Director of Leisure & Community Wellbeing Director of Service Transformation Interim Head of Finance & IT Audit and Risk Manager Performance Improvement Officer Policy Officer Risk Officer Member Services Officer

Northern Ireland Audit Office

Mr P O’Sullivan

Commencement of the Meeting

The Chairman, Councillor R T Beckett, welcomed those present to the meeting, which was the first since his appointment as Chairman of the Governance and Audit Committee.

1. Apologies

It was agreed to accept an apology for non-attendance at the meeting on behalf of Alderman W A Leathem.

2. Declarations of Interest

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GAC 12.06.2018 3. Minutes

It was proposed by Councillor J Baird, seconded by Councillor S Carson and agreed that the following minutes be confirmed and signed:

• meeting of the Committee held on 10 April, 2018, as adopted by Council at its meeting held on 24 April, 2018; and • special meeting of the Committee held on 3 May, 2018, as adopted by Council at its meeting held on 22 May, 2018.

4. Report from Chief Executive

It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.

Items for Decision

4.1 Report from Risk Officer

Members were provided with a copy of a report prepared by the Risk Officer containing the following matter:

4.1.1 Corporate Risk Register Update

Members were provided with a copy of:

(a) the current Corporate Risk Register and associated Risk Action Plans; (b) a summary of changes made subsequent to the April Committee meeting; (c) a comparison chart of the risks in terms of progress since the last review; and (d) a summary of absence statistics from 1 April, 2016 – 30 April, 2018.

It was agreed to recommend that the contents of the above documents be approved.

The Chief Executive and the Risk Officer answered queries raised by Councillor J Gallen in relation to the target dates in the Risk Action Plans. The Risk Officer agreed that, in future, for clarity, actions that were continually ongoing or that had been completed would be denoted as N/A (not applicable) in the target date column.

4.2 Report from Policy Officer

Members were provided with a copy of a report prepared by the Policy Officer containing the following matter:

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GAC 12.06.2018 4.2.1 Review of Action Points from the Special Governance and Audit Committee Meeting on 3 May, 2018

Members were provided with, and noted the contents of, a copy of a table detailing progress made towards the actions agreed at the special Governance and Audit Committee meeting held on 3 May, 2018.

4.3 Report from Performance Improvement Officer

Members were provided with a copy of a report prepared by the Performance Improvement Officer containing the following matters:

4.3.1 Performance Improvement Associated KPIs – 3rd Quarter Review

Members were provided with a copy of a report taken from the ‘Performance Manager’ System (Dashboard) detailing Key Performance Indicators (KPIs) for each service within the organisation. This was in summary format and detailed the KPI results for the period October to December 2017 inclusive. It was proposed by Councillor S Carson, seconded by Councillor J Gallen and agreed to recommend that this report be approved.

4.3.2 Performance Improvement Objectives & Associated KPIs 4th Quarter Review

Members were provided with a copy of:

(a) a quarterly monitoring document, which was an update on all the projects that would demonstrate improvement against the 2017/18 Performance Improvement Objectives and covered the period January to March 2018 inclusive; and (b) a copy of a report taken from the ‘Performance Manager’ System (Dashboard) detailing KPIs for each service within the organisation. This was in summary format and detailed the KPI results for the period January to March 2018 inclusive.

It was proposed by Councillor S Carson, seconded by Councillor J Gallen and agreed to recommend that the above reports be approved.

4.3.3 Draft Annual Business Plan & Performance Improvement Plan 2018/19

Members were provided with a copy of:

(a) the Lisburn & Castlereagh City Council Draft Annual Business Plan & Performance Improvement Plan 2018/19, which included changes made as a result of a consultation period during the month of May; (b) a summary version of the Plan; and (c) a summary of feedback from two focus groups held in different locations, as part of the consultation referred to in (a) above.

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GAC 12.06.2018 4.3.3 Draft Annual Business Plan & Performance Improvement Plan 2018/19 (Contd)

It was proposed by Councillor S Carson, seconded by Councillor J Gallen and agreed to recommend that the Annual Business Plan & Performance Improvement Plan 2018/19, together with its summary version, be approved.

Councillor S Carson commended the summary version of the document, which was easily understood and which he likened to a ‘Plan on a Page’. He suggested that a similar summary version be produced for any future documents of this nature.

4.3.4 Customer Care Policy and Leaflet

Members were provided with (a) a copy of the reviewed Customer Care System Policy for the Council; and (b) a draft copy of the reviewed ‘Comments, Complaints and Compliments’ leaflet, which took account of the GDPR Regulations and revised branding. It was proposed by Councillor S Carson, seconded by Councillor J Gallen and agreed to recommend that these documents be approved.

4.3.5 Support for Sustainable Northern Ireland 2018/19

Members having been provided with a copy of an invoice, in the sum of £5,000, in respect of support for Sustainable Northern Ireland for 2018/19, it was proposed by Councillor S Carson, seconded by Councillor J Gallen and agreed to recommend that this invoice be paid.

4.3.6 APSE Corporate Membership 2018/19

Members having been provided with a copy of an invoice, in the sum of £3,264 + VAT, in respect of APSE Corporate Membership for 2018/19, it was proposed by Councillor S Carson, seconded by Councillor J Gallen and agreed to recommend that this invoice be paid.

4.3.7 APSE Performance Networks Membership

Members noted that the APSE Performance Networks membership invoice, estimated to be £3,587 + VAT, was due to be received in July 2018 and would be reported to Committee in due course.

4.3.8 ReportAll Update

Members noted that it was planned to run a competition during June to promote the ReportAll App, with an Amazon Echo as a prize.

4.3.9 Customer Service Excellence (CSE) Quality Awards Update

It was noted that a number of services within the Council were working towards the CSE accreditation in the coming months. Sports Services, having been assessed from 4-6 June, 2018, had been accredited with the CSE Award.

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GAC 12.06.2018 5. Confidential Business

It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.

The matters contained in the confidential report would be dealt with “In Committee” due to containing information relating to the financial or business affairs of any particular person (including the Council holding that information).

“In Committee”

It was proposed by Councillor S Skillen, seconded by Councillor A P Ewing and agreed that the following matters be considered “in committee”, in the absence of members of the press and public being present.

Councillor O Gawith left the meeting at this point (7.35 pm).

5.1 Report from Audit and Risk Manager

Members were provided with a copy of a report prepared by the Audit and Risk Manager containing the following matters:

5.1.1 Departmental Recommendation Trackers – Six Monthly Review

Members were provided with a copy of Recommendation Tracker Reports in respect of the Service Support Department and the Leisure and Community Wellbeing Department, together with a brief summary of those recommendations that management had implemented from these reports. It was proposed by Councillor B Bloomfield, seconded by Councillor S Carson and agreed to recommend that the Recommendation Tracker Reports be approved.

5.1.2 Northern Ireland Audit Office (NIAO) – Reports to Those Charged With Governance for the Years 2015/16 and 2016/17

The Audit and Risk Manager reported that the NIAO had made recommendations in the above annual documents on the conclusion of each audit. Members were provided with a copy of a report on the NIAO Report to Those Charged With Governance 2015/16 and 2016/17 Recommendations and noted the implementation status of the recommendations.

5.1.3 Internal Audit Reports

Members were provided with a number of Final Internal Audit Reports, as outlined in the Audit and Risk Manager’s report. It was proposed by Councillor B Bloomfield, seconded by Councillor S Carson and agreed to recommend that these reports be approved.

5.1.4 Internal Audit Report for 2017/18 Year and Audit Opinion

Members were provided with a copy of a summary report of internal audit work carried out during the 2017/18 year, which contained a review of the Governance, Risk and Control as part of the Governance Framework included in 660

GAC 12.06.2018 5.1.4 Internal Audit Report for 2017/18 Year and Audit Opinion (Contd)

the Financial Accounts to be presented to the Committee in September, following the conclusion of the external audit. It was proposed by Councillor B Bloomfield, seconded by Councillor S Carson and agreed to recommend that this report be approved.

5.1.5 Annual Assessment of Internal Audit Function

The Audit and Risk Manager reported that, as required by the Public Sector Internal Audit Standards (PSIAS), it was necessary for the Council to annually assess the effectiveness of the internal audit function using the PSIAS checklist provided. An external assessment was required to be performed every five years, with the next one being due in the 2020/21 year. Members were provided with a copy of the completed annual checklist and, Officers having addressed queries in respect of resourcing, it was proposed by Councillor B Bloomfield, seconded by Councillor S Carson and agreed to recommend that the checklist be approved.

5.1.6 Draft Internal Audit Plan 2018/19

Members having been provided with a copy of the Draft Internal Audit Plan for 2018/19, it was proposed by Councillor B Bloomfield, seconded by Councillor S Carson and agreed to recommend that it be approved.

Alderman S Martin left the meeting at this point (7.48 pm).

5.2 Report from Policy Officer

5.2.1 Annual Assurance Statements for Directorates 2017/18

Members were provided with, and noted the contents of, a copy of the Final Annual Statements of Assurance from the Director of Environmental Services, Director of Leisure & Community Wellbeing and Director of Service Transformation, as well as the draft Annual Statement of Assurance for Service Support. Following comments, Members were advised that the information in the ‘Detail’ column in the Assurance Statements was being reviewed to ensure it was more definitive.

Resumption of Normal Business

It was proposed by Councillor J Baird, seconded by Councillor S Skillen and agreed to come out of committee and normal business was resumed.

6. Any Other Business

There was no other business.

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GAC 12.06.2018 Conclusion of the Meeting

At the conclusion of the meeting, the Chairman, Councillor R T Beckett, thanked Officers for their hard work in preparing the comprehensive reports that had been considered this evening.

There being no further business, the meeting was terminated at 8.01 pm.

Mayor/Chairman

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LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Special Meeting of the Development Committee held in the Island Civic Centre, The Island, Lisburn, on Wednesday 13 June 2018 at 7.00 pm

PRESENT: Alderman W A Leathem (Chairman)

The Right Worshipful the Mayor Councillor U Mackin

Deputy Mayor, Councillor A Grehan

Aldermen W J Dillon MBE, A G Ewart MBE and T Jeffers

Councillors J Baird, A P Ewing, J Gallen, B Hanvey, T Mitchell, T Morrow and S Skillen

OTHER MEMBERS: Aldermen S P Porter and J Tinsley, Councillors R T Beckett, O Gawith, A Givan and J Palmer

IN ATTENDANCE: Chief Executive Director of Service Transformation Head of Economic Development Head of Service – Parks & Amenities Tourism Development Manager Tourism Development Officer Member Services Officer

Purpose of Meeting

The Special Meeting of the Development Committee had been convened in order to consider updates and recommendations in connection with a number of Hillsborough Projects. Recommendations were also required to be considered in relation to the Lisburn Square Market under Confidential Business on the agenda.

Commencement of the Meeting

At the commencement of the meeting the Chairman, Alderman W A Leathem, welcomed those present to the Special meeting of the Development Committee, in particular those Members who were not members of the Committee.

The Chairman outlined the evacuation procedures in the case of an emergency and also stated that should any Member require to leave the meeting to notify the Members Services Officer in order that their departure could be recorded accurately in the minutes.

1. Apologies

It was agreed to accept apologies for non-attendance at the meeting on behalf of Aldermen D Drysdale and S Martin and Councillors J Gray MBE and S Carson.

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2. Declarations of Interest

The Chairman, Alderman W A Leathem, invited Members to declare any interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the meeting.

Councillor J Palmer declared an interest in the item 3.1 Hillsborough Tourism Master Plan Update and Proposed Inclusion within City Deal in view of his membership of Hillsborough Old Guards, and completed a Declaration of Interest form accordingly.

During the course of the meeting Councillor A P Ewing declared an interest in the item 3.3 Hillsborough Forest Social Enterprise Café – Scoping Study in view of his membership of the South Eastern Local Commissioning, and completed a Declaration of Interest form accordingly.

3. Report by Director of Service Transformation

3.1 Hillsborough Tourism Master Plan Update and Proposed Inclusion within City Deal

The Director of Service Transformation reminded the Committee that the Council had commissioned a Hillsborough Tourism Master Plan that had been agreed in November 2015 which included an Action Plan of priority projects. The Director stated that this commission had been contextualised by Historic Royal Palaces’ (HRP) plans to refurbish Hillsborough Castle and Grounds with an investment of £16m leading up to the formal opening in 2019.

At this point the Director invited the Tourism Development Manager, to make a presentation on the Hillsborough Tourism Master Plan and the Hillsborough Forest Development project.

With the aid of PowerPoint the Tourism Development Manager made his presentation during which he elaborated on the salient issues in relation to the Master Plan, a number of which had been referenced in the Director’s report:-

- The Council’s Vision for Tourism 2018 – 2022 recognised Hillsborough as a unique offering both within the Council area and the wider NI tourism product.

- The aim of the Hillsborough Tourism Master Plan was to make Hillsborough the focal point for tourism in the wider area and a significant destination.

- The purpose of the Hillsborough Tourism Master Plan was to make recommendations for the development and marketing of Hillsborough village that complemented the investment by HRP; thus enabling Hillsborough as a whole to offer the highest standards of experience and service available on the island of Ireland.

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3.1 Hillsborough Tourism Master Plan Update and Proposed Inclusion within City Deal (Cont’d)

During his presentation the Tourism Development Manager discussed a SWOT Analysis for Hillsborough SWOT Analysis and also the three-year Action Plan and planned activity for the next 12 months.

The Tourism Development Manager also highlighted the salient points of the Hillsborough Forest Master Plan, including proposals, consultations, projected timescales and summary of costs for potential projects.

The Chairman, Alderman W A Leathem, thanked the Tourism Development Manager for his presentation. It was agreed that Members would have an opportunity to ask questions in relation to the Tourism Master Plan and Hillsborough Forest proposals during the course of the meeting in line with the Director’s Report.

The Committee had been circulated with an update report on work to date on the Hillsborough Tourism Master Plan, with recent activity including completion of World Host customer service training, accommodation information evening for potential new business start-ups, and the soon to be launched Tour Guiding programme.

The Director discussed the opportunity that now existed to place the Hillsborough Tourism Masterplan within the wider context of the Belfast Region City Deal, which may provide new opportunities to work in partnership with Historical Royal Palaces and develop linkages across the emerging prospectus of City Deal investments.

The Director also discussed the proposal within the strategic outline cases to link the propositions for Hillsborough to the Knockmore Link Road and the ‘Belfast Story’ proposal from Belfast City Council, amongst the other Northern Ireland tourism products. The Director also acknowledged the significance of Belfast City Deal in relation to a number of capital development projects within the West Lisburn Development Framework, such as the Maze/Long Kesh site, land at Blaris and the Hillsborough offering.

The Chief Executive advised the Committee that arising out of the Party Group Leaders Forum meeting earlier that day it had been agreed that an ‘Away Day’ take place on Wednesday, 4 July 2018 in order to explore further and discuss all the projects for inclusion in the City Deal proposition.

In response to concerns raised by Councillor R T Beckett the Chief Executive stated that provision had been made within the Council’s capital programme for a number of capital projects and that no projects should be jeopardised as a result of adding other projects to the City Deal proposition.

The Director stated that a full business case for each capital project would address the issues raised by Councillor R T Beckett in due course.

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3.1 Hillsborough Tourism Master Plan Update and Proposed Inclusion within City Deal (Cont’d)

The Director also responded to comments from Councillor J Gallen in relation to the Maze/Long Kesh site, and stated that any news/updates could be fed back to the Away Day on 4 July 2018.

The Director responded to questions from Councillor A P Ewing in relation to HRP’s car park at the A1 dual carriageway.

Councillor A Givan expressed disappointment in regard to the proposal for a motorhome/caravan park having been removed from the Hillsborough Forest project and requested that Officers look again at the possibility of a motorhome/caravan park to be included in the proposals Hillsborough.

Alderman S P Porter, Chairman of the Leisure & Community Development Committee, stated that whilst he welcomed the emerging projects, he also had concerns about these projects putting pressure on projects already being progressed through other Committees, namely; the Dundonald International Ice Bowl project.

Following the discussion it was proposed by Alderman A G Ewart, seconded by Councillor T Morrow, and agreed to recommend that: a) the update report and the presentation on the Hillsborough Tourism Master Plan be noted, b) the progression of the Hillsborough Masterplan within the Belfast Region City Deal bid proposition be approved, and c) the Council works in partnership with HRP around the remainder of their estate redevelopment plans.

3.2 Hillsborough Forest

3.2.1 Hillsborough Forest - Memorandum of Understanding

Councillor S Skillen left the meeting during consideration of this item.

The Head of Economic Development reminded the Committee that it had been agreed at the Special meeting of the Development Committee in July 2017, that Officers progress the design appointment for Hillsborough Forest subject to meeting favourable terms with the lease and Memorandum of Understanding (MOU) with Forest Service.

The Head of Economic Development discussed a number of issues regarding the MOU with the Forest Service concerning the clarity of the obligations and potential liability that the document would place on the Council. 666

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3.2.1 Hillsborough Forest - Memorandum of Understanding (Cont’d)

The Head of Economic Development reported that Forest Service had confirmed to the Council in writing that there had been no insurance claims submitted to Forest Service in the past three years.

The Committee had been furnished with the proposed MOU and License Agreement as drawn up by the Forest Service and also a report on feedback from the Council’s Solicitors with risks identified.

The Committee had been furnished with copies of the correspondence that had been sent to the Chief Executives of the other Councils which had sought to attain a collaborative approach in influencing forest service thinking.

The Committee had been furnished with a copy of a briefing paper had been drafted for SOLACE which sought a similar objective. The Director reported that initial feedback from the above-mentioned two approaches had suggested that other Councils were having similar concerns with a standard MOU and License Agreement.

The Director also elaborated on the negotiations with the Council’s insurance brokers, it being noted that appropriate wording would have to be agreed to reflect the specifics of what was covered and the costs investigated in due course.

The Director advised that in order to progress the DAERA funding application, long term tenure on the site was a requirement. The Council must therefore balance the risks identified against the anticipated benefits in acquiring Hillsborough Forest to create a new visitor Attraction on a long term lease in order to access funding streams and progress the concept plans to detailed design.

Alderman S P Porter put on record his concerns regarding the above-mentioned risk and liability issues and referred to a number of incidents in the past that had occurred in Hillsborough Forest. The Director responded to Alderman Porter’s comments.

Councillor J Baird raised further issues around liability and claims – including the third party taking on this responsibility where appropriate.

Councillor S Skillen returned to the meeting at 8.08 pm.

It was proposed by Councillor T Morrow, seconded by the Deputy Mayor, Councillor A Grehan, and agreed that: a) the terms of the MOU and licence with Forest Service, be approved, b) the risks identified and the anticipated tourism benefits be noted, and c) the Head of Economic Development bring a further report back to the Committee on the matter of the Council’s public liability insurance in relation to the Hillsborough Forest proposals. 667

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Councillor T Mitchell left the meeting at 8.10 pm.

3.2.2 DAERA Rural Tourism Scheme

The Director reminded the Committee that at the Special Meeting of the Development Committee in January 2018 an item on the Department of Agriculture, Environment and Rural Affairs (DAERA) Rural Tourism Scheme (Rural Development Programme 2014-2020) had been discussed.

The Director reported that Tourism Officers had met with Tourism NI and DAERA, proposing that an innovative and unique digital sculpture trail be developed through the woodland of Hillsborough Forest as part of this funding bid. The Expression of Interest to DAERA for funding had been successful (January 2018), and had therefore progressed to full application stage due for submission before 1 October 2018.

The Director discussed the criteria that needed to be satisfied before an application would be assessed.

The Director also reminded the Committee that as part of the Hillsborough Forest Concept Plan sculptures had been suggested to be part of the overall project. The idea for Hillsborough Forest digital sculpture trail was to tap into new technologies which would form a ‘different, unique, and innovative’ concept that would put Hillsborough Forest firmly on the map for the visitor.

It was noted that timescales for completing the application were tight. A copy of a proposed timeframe had been furnished to the Committee.

The Director reported that one of the conditions of the Rural Tourism Scheme application was that an Outline Business Case was completed, and that significant change to the scope of the Digital Sculpture Trail had meant a more detailed Outline Business Case was required for the application to DAERA.

It was noted that given the tight timescales, and for continuity in the work from the original Outline Business Case, RSM McClure Watters had been appointed on a Single Tender Action procurement exercise to update the document in support of the funding application.

The Chief Executive left the meeting at 8.12 pm.

It was proposed by Councillor J Baird, seconded by Councillor J Gallen, and agreed to recommend that the appointment of RSM McClure Watters to conduct an Outline Business Case for a new digital sculpture trail within Hillsborough Forest be noted.

It was noted that a Special Joint Meeting of the Development Committee and the Leisure & Community Development Committee would take place on 14 August 2018 to consider the above-mentioned Outline Business Case for the new digital sculpture trail within Hillsborough Forest.

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3.2.3 Hillsborough Forest Detailed Design

The Head of Economic Development reminded the Committee that it had been agreed at a Special Meeting of the Development Committee in July 2017 to proceed to design appointment of a design consultancy for advancing the Concept Design (RIBA Stage 2) to Detailed Design, Construction and Completion of the project (RIBA Stage 3 – 7), subject to meeting favourable terms with the lease and Memorandum of Understanding with Forest Service.

Members noted from the report a number of issues that had arisen around the procurement for appointment of Design Consultancy in 2017.

The Head of Economic Development reported that in order to meet the tight timeframes for an application to DAERA Rural Tourism Scheme, Council Officers had been looking at alternative ways to appoint a Design Consultancy.

It was noted that an alternative option was for Council to use the SCAPE Framework option; an agreement for construction works that LCCC had already procured and signed up to. This framework shortened the time needed to appoint and commence contract work as procurement exercise had already taken place. The Council had signed up to the Framework, with AECOM the only delivery agent in Northern Ireland. A proposal with costs has been requested from AECOM for immediate review.

The Head of Economic Development advised that proposals for the Social Enterprise Café were also included in the application to the DAERA Rural Development scheme for Hillsborough Forest and that the Health and Social Care Trust had indicated that they may be able to provide capital assistance for this project.

It was also noted that the proposals for Hillsborough Lake were not included in the application to DAERA at this stage.

It was proposed by Alderman A G Ewart, seconded by Councillor T Morrow, and agreed to recommend that the SCAPE framework option for RIBA Stages 3-7 for Hillsborough Forest be approved.

3.2.4 Project Management Update

The Committee had been furnished with and noted the content of the following draft Documents which were ‘living’ documents and would therefore be updated on a regular basis as the Forest Park Programme progressed.

a) Programme Risk Register b) Proposed Governance Structure c) Change Log/Change Process Flow Diagram d) Issues Log

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3.2.4 Project Management Update (Cont’d)

It was proposed by Councillor J Baird, seconded by Councillor A P Ewing, and agreed that the content of the above documents be noted.

3.3 Hillsborough Forest Social Enterprise Café – Scoping Study

The Head of Economic Development reminded the Committee that the Development Committee had agreed in March 2017, to match fund by 50%, a study along with the South Eastern Health Trust for a potential Hillsborough Forest Social Enterprise Café. The concept for the café had been developed by the partners/management team, comprising: Lisburn & Castlereagh City Council, Health & Social Care Northern Ireland (HSCNI) and Public Health Agency (PHA), and a Scoping Study was currently being undertaken to assess the potential of developing a social enterprise café in Hillsborough Forest as well as to establish inroads on how this may be organised and managed.

The Head of Economic Development reported that the next stage of the Scoping Study was the formal stakeholders’ consultation and engagement plan and it was therefore recommended that in line with previous projects a Capital Projects Consultation was undertaken in order to move to completion of the Scoping Study.

The Committee had been furnished with a copy of the draft Capital Consultation & Engagement Proposal.

Comments were noted from the Chairman, Alderman W A Leathem, in regard to the charity, Praxis, who had operated an enterprise café in the grounds of Hillsborough Castle a number of years ago, under the former Lisburn City Council. The Director undertook to ascertain if Praxis had any plans to return to Hillsborough as this could result in two enterprise cafés working in competition with each other.

It was proposed by Alderman A G Ewart, seconded by Councillor B Hanvey, and agreed to recommend that the Committee undertakes a formal stakeholders’ consultation in line with the draft Council Capital Project Consultation procedure.

Alderman S P Porter left the meeting at 8.20 pm.

3.4 Local Development Plan – Plan Strategy

The Director of Service Transformation reminded the Committee of a series of independent studies being carried forward to develop the evidence base to support the development of the draft Plan Strategy. The Plan Strategy would set out development proposals for the 15-year period (2017 to 2032). It was noted that a major issue for the Plan Strategy would be establishing the appropriate level of population and housing growth and the allocation of housing land to support this growth.

The Director advised that the above mentioned studies had been brought to Development Committee in March 2018 (under Review of LDP 207 with Proposed

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3.4 Local Development Plan – Plan Strategy (Cont’d)

Work Programme 2018) and reported that approval had been granted by the Committee for their commissioning.

The Committee had been furnished with the two Financial Appraisal reports setting out the reasoning, justification and anticipated expenditure which were currently subject to Financial Services approval.

It was proposed by Councillor T Morrow, seconded by Alderman W J Dillon, and agreed to recommend that the two Financial Appraisal reports in relation to Population and Housing Growth & HGI Assessment and Landscape Character Area (LCA) Assessment to support the development of the evidence base for the LDP Plan Strategy be approved.

Items for Noting

3.5 Hillsborough Public Realm Scheme – Update

The Director of Service Transformation reminded the Committee that the final proposed plan for the Hillsborough Public Realm Scheme had been agreed by Committee in November 2017 and supported through a 12-week Public and Statutory Consultation process from January to March 2018.

It was noted that the plans had been submitted through the Planning system to be reviewed by all relevant statutory stakeholders to enable them to make further comment through this formal process on the design proposals.

The Director and the Head of Economic Development responded to comments from Councillor J Baird in connection with branding issues and the importance of consultation with the local residents, and also regarding the access issues at the Dark Walk Way at Hillsborough Forest.

It was agreed that the update on the Hillsborough Public Realm Scheme be noted.

The Right Worshipful the Mayor, Councillor U Mackin, Alderman W J Tinsley, left the meeting at 8.25 pm.

3.6 Development Committee Achievements

At the request of the Chairman, Alderman W A Leathem, a schedule of achievements of the Development Committee for the 2017/2018 term, under the Chairmanship of Alderman A G Ewart, had been furnished to the Committee. The achievements had been divided into two tables – ‘notable achievements’ and ‘business as usual,’ it being noted that there were still outstanding issues that emerged within the 2017/2018 period which were still to be resolved.

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3.6 Development Committee Achievements (Cont’d)

It was noted that at the Committee Meeting on 6 June 2018, as well as highlighting the key achievements, the outgoing Chairman had encouraged the Committee and the Council to remain focused on supporting the existing rate base. Within the continued business of the Committee there remained a number of strategic work packages that supported the Council in achieving its corporate objectives, these included the work within Community Planning, the Strategic Area Plan, associated planning improvement, Planning Management and the City Deal.

The Outgoing Chairman had also encouraged the Committee to remain focused on developing opportunities to increase the growth in the local economy and attract inward investment.

It was agreed that the schedule of achievements by the Development Committee and issues to be resolved be noted.

At this point the Chairman, Alderman W A Leathem, thanked the outgoing Chairman, Alderman A G Ewart, and the outgoing Vice-Chairman, Councillor A P Ewing, for their efforts during their year in office and commended the achievements during that time. The Chairman, Alderman W A Leathem also expressed thanks and appreciation to the work of the team of Officers and staff in the Economic Development Unit.

The Chairman expressed thanks again to the Tourism Development Manager for his presentation earlier and also to the Head of Service, Parks and Amenities, and the Tourism Development Officer for their attendance at the meeting.

4. Confidential Business

The Chairman advised that the confidential report in relation Lisburn Square Market – Proposed Draft Approach to Pricing would be dealt with “In Committee” due to containing information in relation to the financial or business affairs of the organisation concerned (including the Council holding that information).

“In Committee”

It was proposed by Councillor J Baird, seconded by Councillor S Skillen, and agreed that the confidential report be considered “in committee”, in the absence of members of the press and public being present.

4.1 Confidential Report by Director of Service Transformation

It was agreed that the report and recommendations of the Director of Service Transformation be adopted, subject to any decisions recorded below.

Item for Decision

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4.1.1 Lisburn Square Market – Proposed Draft Approach to Pricing

The Director of Service Transformation reminded the Committee of the discussion on Lisburn Square Market at the meeting of the Committee on 6 June 2018, in particular around the verbal offer by Marcol in respect of releasing the covenant

The Director advised that the Council was now in receipt of an email from Marcol’s agent confirming their offer and also Marcol’s agreement to meet the Council’s legal and land registry costs in respect of the same, a copy of which had been furnished to the Committee. This decision would now enable the formal joining of the former Lisburn Square market traders with the existing Council’s market traders to create one single market going forward.

Also furnished to the Committee was a paper outlining a draft approach to a new charging structure which would ensure a single approach to charging in the future.

Councillor R T Beckett left the meeting at 8.29 pm.

The Head of Economic Development elaborated on the proposed new charging structure and also proposals for environmental improvement in Smithfield Square to enhance the appearance of the market. It was noted that Officers were proposing to review the options in taking this forward over the summer months with a proposal being presented to a future meeting of the Development Committee.

The Head of Service, Parks and Amenities and the Tourism Development Officer left the meeting at 8.30 pm.

It was proposed by Alderman W J Dillon, seconded by the Deputy Mayor, Councillor A Grehan, and agreed to recommend that: a) the Director’s update in relation to Lisburn Square Market be noted, b) the draft proposed pricing structure as outlined in the Director’s report ie agreed, and c) the reviewing of the market in line with the wider environmental improvements included in the Masterplan be approved.

It was agreed to come out of Committee and normal business was resumed.

There being no further business for consideration the Special meeting terminated at 8.33 pm.

Chairman 673

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LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of Special Meeting of the Corporate Services Committee held in the Council Chamber, Island Civic Centre, The Island, Lisburn on Thursday 21st June 2018 at 6.00 pm.

PRESENT: Councillor N Anderson (Chairman)

The Right Worshipful The Mayor Councillor U Mackin

Aldermen A G Ewart MBE and S Martin

Councillors S Carson, D J Craig, A P Ewing, B Hanvey, B Mallon and T Morrow

OTHER MEMBERS: Alderman J Tinsley

Councillors J Baird, A Givan, J Gray MBE and J McCarthy

IN ATTENDANCE: Director of Leisure & Community Wellbeing Head of Marketing & Communications (Ms A Goddard) Acting Head of Human Resources & Organisation Development Member Services’ Officer

1. Photograph

In advance of the meeting, those Members present had taken part in a photographic shoot relevant to the business before the meeting, ie Dunmurry Manor Care Home.

2. Commencement of Meeting

The Chairman, Councillor N Anderson, extended a welcome to all present, particularly those non-Members of Committee who were in attendance - an invitation having been extended to all Members of Council to be present at the Special Meeting of the Committee.

The Chairman proceeded to outline the evacuation procedures in the case of an emergency.

The Chairman asked that any Member entering or leaving the Meeting alert him accordingly so that the Member Services’ Officer might accurately reflect arrival and departure times in the minutes.

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3. Apologies

Apologies for non-attendance at the Special Meeting to which all Members of Council had been invited were accepted and recorded on behalf of the Deputy Mayor, Councillor A Grehan; Aldermen D Drysdale, T Jeffers and S P Porter; Councillors R B Bloomfield MBE, J Gallen, O Gawith and M H Tolerton.

4. Declarations of Interest

The Chairman invited Members to declare any Interests they might have in relation to the business of the Meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the Meeting.

There were no Declarations made.

5. Confidential Business

The Director of Leisure & Community Wellbeing advised those present that an item of business of a confidential nature required to be reported to the Committee. The item related to Data Protection and the reason for confidentiality was that of information relating to the financial or business affairs of any particular person (including the Council holding that information).

It was proposed by Councillor D J Craig, seconded by Councillor A Givan and agreed that the verbally reported confidential item as set out below be considered “in Committee”, in the absence of members of the press and public being present.

5.1 Data Protection

The Director of Leisure & Community Wellbeing informed those present of an issue with regard to data protection which had come to the attention of the Council on the 18th June 2018. It was agreed that the information provided by the Director be noted, with a further report on this matter being made to Council in due course.

It was proposed by Alderman A G Ewart, seconded by Councillor S Carson and agreed to come “out of Committee” and normal business was resumed.

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6. Report of Head of Central Support Services

A report by the Head of Central Support Services had been made available to Members with the Agenda for the Special Meeting.

6.1 Dunmurry Manor Care Home Commissioner for Older People for Northern Ireland “Home Truths: A report on the Commissioner’s Investigation into Dunmurry Manor Care Home”

Members were aware that the Dunmurry Manor Care Home had been the subject of investigation by the Commissioner for Older People for Northern Ireland.

Members were reminded that the report of the Commissioner had been launched on the 13th June 2018 and a copy thereof had been e-mailed to all Members of Council that day. Each Member of the Council had been furnished with a hard copy of the report earlier in the week.

Members were unanimous in the serious concerns which they expressed about the findings of the report by the Commissioner for Older People for Northern Ireland into Dunmurry Manor Care Home. A large number of Members spoke in this regard.

It was proposed by Councillor D J Craig, seconded by The Right Worshipful The Mayor, Councillor U Mackin, and agreed that:-

• a Special Meeting of the Council be convened in order to discuss issues concerning Dunmurry Manor Care Home and the report thereon by the Commissioner for Older People for Northern Ireland:

• officials from the undernoted agencies/organisations be invited to attend the Special Meeting of Council to respond to Members’ questions and concerns on this matter:-

• the Commissioner for Older People for Northern Ireland; • the Regulation & Quality Improvement Authority; • the South Eastern Health & Social Care Trust; • the Police Service of Northern Ireland; • Runwood Homes Limited (Runwood) – the owners and operators of Dunmurry Manor Care Home.

• the officials from the agencies/organisations referred to above be present in the Council Chamber at the same time;

• in addition to those questions which would be posed at the Special Meeting, the officials from the agencies/organisations be asked to be in a position to respond to the undernoted:-

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6.1 Dunmurry Manor Care Home Commissioner for Older People for Northern Ireland “Home Truths: A report on the Commissioner’s Investigation into Dunmurry Manor Care Home” (Continued)

• how could previous reports by the Regulation & Quality Improvement Authority into the Dunmurry Manor Care Home demonstrate such a vast disparity in findings to that of the Commissioner for Older People for Northern Ireland and from the experiences of patients and their families;

• the clear absence of a sense of responsibility by any agency or organisation for the Dunmurry Manor Care Home;

• the damaging effects which such a report has on public confidence for the care system in general;

• the alleged non-response by the South Eastern Health & Social Services Trust into approaches by the Police Service of Northern Ireland over criminal and illegal activity at Dunmurry Manor Care Home;

• the demand for the recommendations of the report to be implemented and not just acknowledged;

• the introduction of a panel of lay assessors for the inspection of care settings for older people should be actively explored.

The Chairman of the Committee, Councillor N Anderson, and Alderman S Martin were thanked for their prompt actions in having this matter dealt with in an expedient manner.

Alderman S Martin and Councillor T Morrow left the meeting (6.48 pm) Councillor J Baird left the meeting (6.49 pm)

7. Health Working Group

The Chairman, Councillor N Anderson, referred to efforts which had been made to convene a meeting of the Health Working Group in advance of the Council meeting on the 26th June 2018.

As this had not proved possible, two items for the Health Working Group’s consideration remained outstanding, ie:-

• an appropriate way by which the Council might mark the 70th anniversary of the National Health Service on the 5th July 2018;

• a presentation from Maryland Healthcare regarding their facility at the Maryland Care Centre of Distinction, Knockbracken Road, Castlereagh.

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7. Health Working Group (Continued)

It was agreed that:-

• the Chairman and Vice-Chairman of the Corporate Services Committee, in consultation with the Officers of the Council, decide and have implemented an appropriate way by which the Council might mark the 70th anniversary of the National Health Service on the 5th July 2018 and also that – if feasible – the LVI building be lit in red on the 5th July 2018;

• those members of the Health Working Group who were present at the meeting wait afterwards with a view to determining a suitable date for the next meeting of that Group.

There being no further business, the Special Meeting concluded at 6.50 pm.

______MAYOR/CHAIRMAN

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PC 14 05 2018

LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of Meeting of the Planning Committee held in the Council Chamber, Lisburn & Castlereagh City Council Offices, Island Civic Centre, The Island, Lisburn on Monday 14 May 2018 at 10.00 am

PRESENT: Councillor L Poots (Chairman)

Councillor N Trimble (Vice-Chairman)

Aldermen J Dillon MBE JP, D Drysdale and T Jeffers Councillors J Craig, O Gawith, A Girvin, B Hanvey

OTHER The Right Worshipful the Mayor, Councillor T Morrow MEMBERS: Alderman J Tinsley Alderman W Leathem

IN ATTENDANCE: Director of Service Transformation Planning Manager Principal Planning Officer (RH) Senior Planning Officers (AS, PS, PMcF and MB) Member Services Officer Attendance Clerk

Legal Advisors:

Cleaver Fulton & Rankin - Brendan Martyn A & L Goodbody - Orla O’Hare

Commencement of Meeting

The Chairman, Councillor L Poots, welcomed everyone to the meeting.

Introductions were made by the Chairman and some Housekeeping and Evacuation announcements were made by the Director of Service Transformation.

1. Apologies

It was agreed that apologies from Councillor U Mackin and Councillor N Anderson be recorded and it was noted that Alderman J Dillon and Councillor B Hanvey would be leaving the meeting early.

2. Declarations of Interest

The Chairman sought Declarations of Interest from Members and reminded them to complete the supporting forms which had been left at each desk.

The following Declarations of Interest were made:

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PC 14 05 2018 • The Chairman, Councillor L Poots declared an interest in LA05/2017/0597/O due to the fact that his father was scheduled to make representations at the meeting in respect of it.

3. Minutes

Councillor N Trimble referred to page 11 of the Minutes of the Committee Meeting held on Monday 9 April 2018 and requested that the wording of the decision in respect of LA05/2016/1050/F and LA05/2016/0686/F be amended to read ‘deferred for a period up to two months’.

It was proposed by Councillor O Gawith seconded by Councillor J Craig and agreed that the above Minutes be signed subject to the above amendment being made.

4. Confidential Report from the Director of Service Transformation

It was agreed that the report and recommendations of the Confidential Report of the Director of Service Transformation be adopted, subject to any decisions recorded below.

The Chairman advised that the following items would be discussed ‘in Committee’ for the reasons indicated on the meeting Agenda.

‘In Committee’

It was proposed by Councillor J Craig, seconded by Alderman T Jeffers and agreed that the items in the Confidential Report be considered ‘In Committee’, in the absence of press and public being present.

4.1.1 Enforcement Cases with Court Proceedings in May 2018

Having been provided with information on Enforcement Cases with Court Proceedings in May 2018 it was agreed that the information provided within the Report should be noted.

4.1.2 Members’ Training

Having been provided with a verbal update in respect of training for new members of the Committee it was agreed that Members note the Commissioner’s reminder in respect of the Council’s Protocol and the DoE Best Practice Protocol for Planning Committees and that progression of this matter would be taken forward through the Members’ Steering Group and the Party Group Leaders Group.

4.1.3 Rolling Year Absence Figures for the Planning Unit

Having been provided with information on rolling year absence figures for the Planning unit, it was agreed that the information be noted.

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PC 14 05 2018 Resumption of Normal Business

It was proposed by Councillor O Gawith seconded by Alderman D Drysdale and agreed to come out of committee and normal business was resumed.

5. Report of the Director of Service Transformation

It was agreed that the report and recommendations of the Director of Service Transformation be adopted, subject to any decisions recorded below:-

Item 2 of the Report was taken first.

5.2 Planning Monitoring Framework

Members noted information provided within correspondence from the Permanent Secretary, Department for Infrastructure dated 12 April 2018 regarding the Planning Monitoring Framework and the work being carried out prior to the publication in July 2019.

Items for Decision

5.1 Report of the Planning Manager

5.1.1 Schedule of Applications:

The Chairman reminded Members that they needed to be present for the entire item. If absent for any part of the discussion they would render themselves unable to vote on the application.

The Legal Adviser highlighted paragraphs 46 - 48 of the Protocol for the Operation of the Lisburn & Castlereagh City Council Planning Committee which, she advised, needed to be borne in mind when determinations were being made. The Chairman advised that there were a number of speakers in attendance making representation on some of the applications and therefore the Schedule of Applications would be taken out of order to enable these applications to be taken first.

Members were advised that representatives of DfI Roads were in the public gallery for this particular meeting and could be called upon to respond to questions from Members should this be required.

(1) LA05/2016/0920/F – Local Application – (Previously Deferred) – Proposed construction of 24 no. dwellings consisting of 2 storey semi-detached dwellings and an associated 3 storey apartment block with associated communal and integral parking and public open space (amended address) on lands bounded by no 12 and 25 Alveston Drive, nos 1 to 15 (odds) Alveston Drive and nos 1 to 27 (odds) and 54 to 60 (evens) Killynure Green, Carryduff.

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PC 14 05 2018 (The Legal Advisor, Mr Brendan Martyn and the Planning Manager left the meeting at 10.25. The position of Legal Advisor for this item was taken by Ms Orla O’Hare).

The Senior Planning Officer (PMcF) presented this application as outlined within the circulated report. As this application had previously been heard he updated on the site meeting and other salient points.

The Committee received Mr Sam McKee who wished to speak in support of the application highlighting the following:

• He thanked the Committee for affording his the opportunity to speak. • The land was zoned for development. • There was extant planning permission in place and this would be an improvement on that. • He outlined the scheme. • Open space had been focused in one area and hopefully this would address anti-social behaviour concerns. • There was enhanced separation distances. • He outlined the work undertaken by Choice Housing to address the concerns of the local community and the success of this was reflected in the fact that there were no speakers attending to speak against the application. • Choice Housing had invested £85,000 to provide a community hub. • The application would meet a social housing need and Choice Housing had committed to social housing in the area. • He urged a recommendation to approve.

The Committee, having considered the information provided within the Report of the Senior Planning Officer and from those making representations, agreed by a majority of 9:0 with 0 abstentions to approve the application as outlined in Officer’s report and subject to the conditions stated therein.

(The Planning Manager and Mr Brendan Martyn returned to the meeting at 10.35 and Mr Martyn took the role of Legal Advisor and Ms Orla O’Hare left the meeting).

(The Director of Service Transformation and the Senior Planning Officer (PMcF) left the meeting at 10.35)

(4) LA05/2017/0595/O – Local Application (called in) – demolition of existing building and erection of infill dwelling on lands at 17 Old Coach Road, Hillsborough.

It was noted that this application had been withdrawn from the schedule by the Agent.

.

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PC 14 05 2018 (Having declared an interest in the next application, the Chairman, Councillor L Poots left the meeting at 10.35 and the position of Chairman was taken by the Vice-Chair, Councillor N Trimble).

(5) LA05/2018/0597/O – Local Application (called in) – two infill dwellings on land between stable and potting shed 17 Old Coach Road, Hillsborough.

The Senior Planning Officer (MB) presented this application as outlined within the circulated report.

The Committee received Ms Diana Thompson and Mr Julian Crothers who wished to speak in support of the application highlighting the following:

• The interpretation of the policy needs to be reconsidered. • Paragraph 6 of the Planning Officer’s report refers to a lane-way which contradicts the recommendation. • There are at least three buildings at the location and she went on to describe these. • The site cannot be seen from the roadside so it integrates well. • It is entirely consistent with rural character and is appropriate. • She sought reconsideration.

This was followed by a question and answer session on the above points.

The Committee received Mr Pat Catney MLA who wished to speak in support of the application highlighting the following:

• In his opinion Policy CTY8 is met. • This is a lane-way. • There are 5 buildings. • There are no other conditions to be met. • He outlined special circumstances in respect of the applicant’s brother which may also impact. • He emphasised that the site could not be seen from the road.

This was followed by a question and answer session on the above points.

The Committee received Mr Robbie Butler who wished to speak in support of the application highlighting the following:

• He had visited the site and felt that the application was policy compliant. • There were also mitigating matters in respect of the personal needs of the applicant’s brother. • He stated that the Committee had approved similar applications in the past. • He outlined an appeal decision which referred to an ancillary building which he felt confirmed his opinion that the potting shed was relevant and compliant. • He described the access lane which he also felt met policy requirements.

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PC 14 05 2018 This was followed by a question and answer session on the above points.

The Chairman, Councillor N Trimble advised that Mr Edwin Poots MLA was scheduled to make representations on this application but was not in attendance.

The Committee, having considered the information provided within the Report of the Senior Planning Officer and from those making representations, agreed by a majority of 8:0 with 0 abstentions to refuse the application for the reasons outlined in Officer’s report.

(Councillor L Poots returned to the meeting and assumed the position of Chairman and Councillor N Trimble returned to his seat in the Chamber at 11.10).

(6) LA05/2017/0097/F – Local Application (called in) – retention of existing concrete laneway to access agricultural land and direct access and layby onto Glenavy Road on lands 200m South East of 94 Glenavy Road, Ballycarrickmaddy, Lisburn.

The Senior Planning Officer (AS) presented this application as outlined within the circulated report.

The Committee received Mr Andrew Stephens who wished to speak in support of the application highlighting the following:

• He stated that the Reports had not been publicly available until that morning. • He stated that the presumption was in favour of development. • He outlined the location of the field gate and the policy anomaly in respect of it. • He stated that there was no evidence of intensification. • He stated that the works can be undertaken under permitted agricultural development – this was not within a site of archaeological interest. • He advised that agricultural activity had been ongoing for 4 years with no accidents. • He stated that there had been no increase in the use of the access. • If there was a significant risk, an enforcement notice would have been issued. • There was no risk re road safety and no demonstrable harm. • DCAN 15 is not a rule book and he urged approval.

This was followed by a question and answer session on the above points during which, at the request of Mr Stevens, it was proposed by Councillor O Gawith, seconded by Alderman D Drysdale and agreed that a photograph of a tractor emerging onto the road be circulated to members of the Committee for information.

The Committee received Alderman J Tinsley who wished to speak in support of the application highlighting the following:

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PC 14 05 2018 • The previous speaker had covered many of the points he was going to make. • He has considerable experience of farming in that particular area. • The field gate has been in place historically. • Modern farm machinery which is larger meant that the lane needed to be improved for safety reasons. • He confirmed that the lane would only be used for agricultural purposes. • The applicant would be happy for conditions to be put on the approval to control the use. • He feels appropriate weight needs to be put on the comments of Consultant who spoke previously. • The new arrangements have been in place for 3 years with no accidents. • He considered this was an improvement and should be approved.

This was followed by a question and answer session on the above points.

The Committee received Mr Robbie Butler MLA who wished to speak in support of the application highlighting the following:

• He referred to the findings of Transport NI highlighting that their initial concerns were at intensification and he confirmed that this was not the case. • He lives close to the location. • There was a farm entrance at the location but it was unsafe. • The owner has improved access and safety • The use could be conditioned.

At this stage and, at the request of members of the Committee, Mr Brian Finlay and Mr Stephen Cash from DfI Roads outlined why they had responded negatively in respect of the application and Mr Andrew Stephens responded to a number of additional questions from members of the Committee having been permitted to do so by the Chair who took advice on his discretion to do so where the Committee’s Protocol was silent on the issue.

After further discussion it was proposed by Alderman J Dillon that this application be deferred pending further negotiations.

There was then a counter proposal from Councillor A Girvin who considered that the planning application should be determined at this meeting.

There was then a third proposal from the Chairman, Councillor L Poots who suggested that the application be deferred pending further negotiations but also to facilitate a site meeting to allow members of the committee to view the site layout and context.

At the request of the Chair and the Planning Manager, the Legal Advisor reminded the Committee of the reasons contained in the Committee’s Protocol for which it was allowed to defer an application.

Alderman J Dillon stated that he was content that a site meeting be added to his initial proposal and it was therefore proposed by him, seconded by Councillor J 492

PC 14 05 2018 Craig and by a majority of 7:2 it was agreed that determination of the application be deferred to allow for further negotiations and the scheduling of a site meeting.

The Chairman, Councillor L Poots declared the meeting adjourned at 12.27 and resumed again at 12.40.

(7) LA05/2016/0461/O – Local Application (called in) – dwelling and garage on land 140m south of 16 Magheradartin Road, Hillsborough.

The Senior Planning Officer (MB) presented this application as outlined within the circulated report.

The Committee received Mr Andrew McCready who wished to speak in support of the application highlighting the following:

• The applicant had inherited the farm and this was an outline planning permission application. • There was a stone barn, a shed and the remains of a dwelling. • The three criteria of CTY10 were all met. • Active farming included maintaining the land in good condition and this had been done. • There was no requirement to be a full time farmer. • The applicant’s late father had an ID number but this had not been transferred. • The land has been let but the owner has maintained it and provided receipts for the maintenance. • A DARD number is an advantage but not a necessity. • Similar approvals had been granted in the past by this and other Councils and he outlined some of these. • He felt that the evidence provided was sufficient to permit approval.

This was followed by a question and answer session on the above points.

The Committee, having considered the information provided within the Report of the Senior Planning Officer and from those making representations, agreed by a majority of 8:1 with 0 abstentions to refuse the application for the reasons outlined in Officer’s report.

The Chairman, Councillor L Poots declared the meeting adjourned for lunch at 13.00 resuming at 13.40 pm

(Alderman J Dillon did not return to the meeting).

(9) LA05/2017/0085/F – Local Application (called in) – change of use from Beauty (class A1 shop) to hot food takeaway on lands at 24 Ballynahinch Street, Hillsborough.

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PC 14 05 2018 The Senior Planning Officer (PS) presented this application as outlined within the circulated report.

The Committee were advised that the Council’s Environmental Health Officer was in the public gallery and could respond to questions from Members should that be required.

The Committee received Mr David Law and his father who wished to speak in opposition to the application highlighting the following: • He outlined the reasons why he considered the application was flawed highlighting the planning policy aspect in light of the conservation area, the planning appeals aspect in light of a similar refusal in Belfast and the environmental issues as a result of the flue. • He outlined how he considered that the business was unsustainable given the projected footfall, staffing numbers and conditions. • He stated that a balanced view needed to be taken and benefits weighed against harm and there were little benefits compared to the potential harm. • He stated that the conditions applied by planners were unenforceable.

This was followed by a question and answer session on the above points.

The Committee received Mr Robbie Butler MLA who wished to speak in opposition to the application stating the following:

• The Council were custodians of the area and need to take care of its assets. • This is in the conservation area and use of the premises is important. • One member of staff could not operate this business with 30/40 customers per day. • This is a heavily congested piece of road with varied uses. • DCAN 4 is vitally important. • There is no shortage of eateries in the village and one other indian take- away – so there is no need identified. • He outlined the inadequacies of modern extraction systems by stating that he can detect smells from a local restaurant near his office in Bridge Street Lisburn and that is in a conservation area also and uses modern extraction systems. • This is not a suitable location for such an application.

This was followed by a question and answer session on the above points.

The Committee received Mr Trevor Lunn MLA who wished to speak in opposition to the application stating the following:

• Letters of support were from people who live on the outskirts of the village, letters of opposition were from those close by. • The building adjoins a residential property. • He is surprised that this is being considered for approval. • DCAN 4 was read out and it was highlighted that this application does not meet this requirement.

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PC 14 05 2018 • Filtration systems were not always effective and cannot completely eradicate odours. • A need for this change of use has not been demonstrated. • The number of customers envisaged will not sustain a business and issues caused by deliveries and associated vehicles have not been taken account of.

This was followed by a question and answer session on the above points.

The Committee received Ms Laura McCausland who wished to speak in support of the application highlighting the following:

• She fully supported the case officer’s recommendation which addressed all the issues raised. • Consultees have considered the objections raised and responded accordingly. • There are no objections from the Council’s Conservation Officer. • No evidence has been provided to support the objections raised nor to illustrate that other Indian take-aways in other conservation areas have had a detrimental affect. • The property is vacant at the moment and this does have a detrimental affect. • The viability of the business is up to the applicant, he already operates two other fully compliant restaurants. • There is one other hot food restaurant in the immediate area. • There is plenty of parking. • The other Indian take-away is a mile away.

This was followed by a question and answer session on the above points.

At the request of members of the Committee, the Council’s Environmental Health Officer responded to questions from members and outlined the extraction system to be installed. He outlined how they had reached their decision using a risk assessment matrix and confirmed that the odour should be controlled and the proposals achievable.

The Committee, having considered the information provided within the Report of the Senior Planning Officer and from those making representations, agreed by a majority of 7:1 with 0 abstentions to approve the application as outlined in Officer’s report and subject to the conditions stated therein.

A recorded vote was requested by the Chairman, Councillor L Poots and the resultant voting was as follows:

In favour of the recommendation to approve planning permission: Alderman D Drysdale, Alderman T Jeffers, Councillor N Trimble, Councillor B Hanvey, Councillor O Gawith, Councillor J Craig, Councillor A Girvin

Against the recommendation to approve planning permission: The Chairman, Councillor L Poots. 495

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(10) LA05/2017/0568/F – Local Application (called in) – new vehicular access to serve 2 no approved infill dwellings under extant approval LA05/2015/0256/O on lands adjoining and south east of 268 Ballygowan Road, Crossnacreevy.

The Senior Planning Officer (AS) presented this application as outlined within the circulated report. The Committee received Mr Colin McAuley who wished to speak in support of the application highlighting the following:

• The proposal will upgrade the agricultural entrance for access purposes. • It would not intensify the access onto the protected route. • The original entrance was never in the control of the land-owner. • The recommendation disregards previous decisions made by this Committee and the PAC and he outlined these. • He also outlined appeals which had been upheld and provided quotations to support his comments. • He stated that this application should be determined along similar lines and urged approval to be granted.

This was followed by a question and answer session further exploring the comments made above focusing particularly on the safety improvements made at the location, the road traffic accident history in the immediate area and why there had been a change made to the road layout since the approval was granted.

Mr McAuley confirmed that the previous alternative was now no longer an option due to the fact that the vendors were no longer willing to sell the bungalow which was to provide the original access.

The Committee received Ms Michelle McIlveen MLA who wished to speak in support of the application highlighting the following:

• She was very familiar with the road lay-out. • Access onto a protected route is the only issue. • The A23 has hazardous spots on it with two problematic junctions at the Hillsborough Road and the Gransha Road. • She was disappointed that Transport NI did not recognise that this was an improvement as it moves the access further along the road from the junction and offers full visibility. • Access from a minor road cannot be achieved and she therefore feels that this is policy compliant and should be approved.

This was followed by a question and answer session on the above points.

At the request of Members of the Committee, a representative from DfI Roads outlined the basis for their response which was that the application was contrary to PPS3 and did not meet the criteria for a new access.

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PC 14 05 2018 At the culmination of further discussion and ensuing debate, members discussed the policy requirements in light of the fact the original access envisaged was no longer an option. The decision was put to a vote and by a majority of 2:6 with 0 abstentions, it was agreed that the recommendation of the Planning Officer would not be upheld.

The Chairman stated that the Professional Officer's recommendation to refuse planning permission had fallen and that a new motion was now under consideration.

It was then proposed by Councillor J Craig, seconded by Alderman D Drysdale and by a majority of 6:2 with O abstentions it was agreed that the reasons cited for the approval of the application would be:

• that the Committee recognise that this application meets all of the criteria (d) of the consequential amendment to policy AMP 3 in PPS21 which allows for access onto a protected route to be made when there is no alternative available and the proposed access is safer.

The Chairman declared the application approved for the reason stated above.

The Chairman then highlighted that because the application had been recommended for refusal, no conditions had been drafted. It was agreed by the Committee that the drafting of Conditions be delegated to the Planning Unit.

(Councillor B Hanvey left the meeting at 3.24 pm).

(8) LA05/2018/0051/RM – Local Application (exceptions apply) – Proposed new single storey dwelling with sunroom on land adjacent to 1 Ballymacward Road, Dundrod, Crumlin.

The Senior Planning Officer (PS) presented this application as outlined within the circulated report.

The Committee, having considered the information provided within the Report of the Senior Planning Officer and from those making representations, agreed by a majority of 7:0 with 0 abstentions to approve the application as outlined in Officer’s report and subject to the conditions stated therein.

The Chairman, Councillor L Poots declared the meeting adjourned at 3.30 pm resuming at 3.45 pm

(11) S/2011/0049/O – Local Application (exceptions apply) – proposed erection of three storey nursing care facility (amended plans 02a) on lands at site to the south of 7a Lady Wallace Drive, Lisburn.

The Planning Manager (CH) presented this application as outlined within the circulated report. 497

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The Committee received Mr Neil Armstrong and Mr Tim Moriarty who wished to speak in opposition to the application highlighting the following:

• An 88 bed nursing home will have a detrimental affect on local residents. • It is inappropriate and unsympathetic. • It will have a detrimental impact on the community as there will be access issues, change to the volume and type of traffic and 24 hour access. • He highlighted access issues due to the gradient of the access road. • The only green space will be taken away. • He stated that this was not a community facility it was a private enterprise. • He outlined inaccuracies in the report and stated that the height and scale had changed since the 2011 application. • He provided documentary evidence of flooding in the area. • He stated that PPS15 had not been complied with. • He outlined that some of the consultation responses were historic. • He outlined evacuation issues caused by the road gradient and the lack of a turning circle in the proposed development. • He outlined issues with the proposed planting requirements. • He stated that some of the above issues were exacerbated by the Thaxton development.

This was followed by a question and answer session on the above points.

The Committee received Alderman William Leathem who wished to speak in opposition to the application highlighting the following:

• In June 2012 an application for terraced housing was submitted and withdrawn due to flooding and it is unfortunate that this is similar. • Some of the consultation reports are out of date. • He highlighted the gradient of the road stating that this raised significant access concerns. • PPS3 AM1 ‘creating an accessible environment’ is not met. • AM2 access will prejudice road safety and access and there will be a risk to pedestrians and cars. • He outlined the flood risk and the inadequate parking incorporated advising that service vehicles will not be able to manoeuvre and the policy requires that they must. • He stated that an 88 bed nursing home would impact on the amenity of local residents.

This was followed by a question and answer session on the above points.

The Committee received Mr Pat Catney MLA who wished to speak in opposition to the application highlighting the following:

• He wondered whether TNI would adopt the private road. • He highlighted the gradient of the road. • He stated that this was not residential, it was nursing care.

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PC 14 05 2018 • He highlighted the lack of open space stating that there was a very steep road with a bad bend that floods. • The public road has not been designated as a play area. • There was, in his opinion, a land grab going on • He urged the Council not to abandon the residents.

This was followed by a question and answer session on the above points.

The Committee received Mr Trevor Lunn MLA who wished to speak in opposition to the application highlighting the following:

• The flooding situation has already been highlighted. • The access issues have already been highlighted. • There is a serious drop in road level. • The application is ill thought out from start to finish – it is dangerous. • Evacuation of residents will not be possible. • 35 parking spaces is quite inadequate. • This will negatively impact property prices of surrounding homes.

This was followed by a question and answer session on the above points.

The Committee received Mr Paul Given MLA who wished to speak in opposition to the application highlighting the following:

• Since the withdrawal, ten amended plans have been submitted. • This is for outline permission and the issues will be considered under Reserved Matters. • Access issues have already been highlighted. • Flooding issues have already been highlighted. • When local residents purchased their homes they thought that the surrounding land would be developed for residential purposes, however that has changed and the area is becoming Commercial – he asked if the Committee wanted to facilitate that.

This was followed by a question and answer session on the above points.

The Committee received Mr Gavin Rolston from Clyde Shanks who wished to speak in support of the application highlighting the following:

• He outlined the background to the application and the achievements of the North Lisburn Consortium. • He fully endorsed the recommendations and the fact that it meets policy requirements. • Regarding consultation, a number of reports were submitted and assessed which including traffic and flooding about which concerns have been addressed. • Design has been taken to the Q100 level and Rivers Agency are content with this and that it will provide protection. • TNI have not disputed the Traffic Assessment Report.

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PC 14 05 2018 • Development for housing would have more of an impact than that of a nursing home. • Commercial traffic will make up a relatively small portion. • He is happy to work with conditions regarding planting and he agreed that some retaining structures will be required. • He endorsed the Committee to approve.

This was followed by a question and answer session on the above points during which Mr Rolston highlighted the proposed turning circle incorporated into the scheme.

Following further discussion it was proposed by Councillor J Craig, seconded by Councillor O Gawith and agreed by a majority of 6:1 with no abstentions that determination of the above planning application be deferred pending a site meeting to consider the location and context.

At this juncture, the Chairman, Councillor L Poots advised the Committee that the remaining two applications on the Schedule would be carried over to the next Committee Meeting for determination.

(2) LA05/2016/1050/F – Local Application (previously deferred) – erection of 4 no detached dwellings with double garages including new vehicular accesses and all other associated site works on land to the south west of no. 4 Beanstown Road, Aghnahough, Lisburn.

and

(3) LA05/2016/0686/F – Local Application (previously deferred) – erection of 5 no. detached dwellings with double garages including new vehicular accesses and all other associated site works (amended plans) on land to the east of no 7 Beanstown Road, Aghnahough, Lisburn and to the north of 94 – 102 (evens) Sir Richard Wallace Walk, Aghalislone (Upper Masserenne), Lisburn.

(Councillor J Craig left the meeting at 5.27 pm.)

Items for Noting

5.1.2 Pre-Application Notices

5.1.2.1 Pre-application Notice in relation to potential major application at Sprucefield Retail Park.

Members noted the information provided within the Report in respect of the above notice.

5.1.2.2 Pre-application Notice in relation to potential major application on lands 120m North of 18 Maghaberry Road, Maghaberry.

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PC 14 05 2018 Members noted the information provided within the Report in respect of the above notice.

5.1.3 Planning Appeal Decisions as at 26 April 2018

Having been provided with information in respect of two appeal hearings, members noted that the appeal in respect of LA05/2016/0276/CA had been upheld and that the appeal in respect of LA05/2015/0721/O had been dismissed.

5.1.4 Proposed A1 Junctions Phase 2 – Environmental Impact Assessment/ Environmental Impact Assessment Report.

Members noted information outlined within correspondence from RPS Planning and Environment dated 27 April 2018 advising that they had been appointed by the Department for Infrastructure Roads to co-ordinate the preparation of an Environmental Impact Assessment Report for the proposed Phase 2 of the upgrade of the A1 road between Hillsborough Roundabout and Loughbrickland.

5.1.5 Position in relation to the Planning Portal Business Case

Members noted the update provided advising that the Planning Portal Business Case would come forward to the Council through its Governance and Audit Committee in due course.

7. Any Other Business

There being no further business, the meeting concluded at 5.30 pm.

______CHAIRMAN / MAYOR

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Report of Chief Executive – 26 06 2018

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF COUNCIL – 26 JUNE 2018

REPORT BY CHIEF EXECUTIVE

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 decisions are required:-

To grant retrospective approval for a letter of support which was issued in regard to the Department for Media Culture and Sports competition seeking a public sector partner to lead on the development of a large-scale 5G Connected Communities project

To consider correspondence dated 13 June from the Department for Infrastructure Traffic Management Branch regarding the proposal for a traffic calming scheme at Harmony Hill, Lisburn and to respond to the Director of Service Transformation with comments by 3 July 2018

To consider correspondence dated 14 June from the Department for Infrastructure Traffic Management Branch regarding the proposal for a traffic calming scheme on Low Road/Grand Road, Lisburn and to respond to the Director of Service Transformation with comments by 3 July 2018

To note correspondence dated 18 June 2018 from the Permanent Secretary for the Department for Infrastructure in response to a letter which was sent in regard to the Knockmore M1 Link Road and the Council’s extreme disappointment at the Department’s initial position on the inclusion of this project within the infrastructure stream of the Belfast Region City Deal projects.

To note an update and Action Plan in relation to proposals for a series of improvements to the road network along the entire A24 Saintfield Road to Carryduff

To note correspondence dated 13 June 2018 from the Head of the Civil Service in response to Council’s representations in regard to Road Closure Orders that were required to be signed in respect of the forthcoming Ulster Grand Prix Report of Chief Executive – 26 06 2018

To note an email dated 19 June 2018 from the Education Authority in response to Council’s representations raising concerns that some secondary schools in the Council area could not accommodate all the pupils who wished to attend

To note correspondence from the Chief Executive of Belfast Health & Social Care Board in response to Council’s representations in regard to New Clinical Lead – Myalgic Encephalomyelitis and Chronic Fatigue Syndrome

To note a letter of resignation has been received from Councillor Christine Robb

To note correspondence from the Electoral Office NI and, as requested, Council has provided a link through it’s website to the online portal www.gov.uk/register-to-vote and has also advertised on its homepage and shared the official video on Twitter

To note that a copy of the Personal and Public Involvement Annual Report 2017-2018 has been received and is available for perusal to any interested Member

To note correspondence dated 22 May 2018 from Translink and correspondence dated 24 May 2018 from NILGA, both expressing their appreciation to Lisburn and Castlereagh City Council Team for their efforts at this year’s Balmoral Show

To note correspondence from Ulster University enclosing their Annual Review 2016-2017 which can be viewed as follows: https://www.ulster.ac.uk/__data/assets/pdf_file/0009/240003/Annual- Review-201617-spreads-sm.pdf

FOR CONSIDERATION

1 BELFAST REGION CITY DEAL – LETTER OF SUPPORT FOR 5G BID

Members are advised that the Department for Media Culture and Sports (DCMS) launched a competition seeking a public sector partner to lead on the development of a large-scale urban 5G Connected Communities Project. The aim of this competition aligns very closely with those of the City Deal proposal for a smart district.

Members are advised that the closing date for application was Tuesday 12 June 2018 and up to £100 million will be available to one city. There is also an indication Report of Chief Executive – 26 06 2018

that a substantial multi-million pound innovation fund will be available to a number of unsuccessful cities to progress individual elements of their bids should they prove to of interest to DCMS.

The DCMS want to identify an Urban area which the vision, capabilities and commitment from public agencies to deploy and exploit emerging 5G technologies to support better management of city services and foster economic development.

As it would strengthen the submission and provide evidence of the collaboration of Belfast Region City Deal, the Chief Executive of Belfast City Council requested a letter of support from Lisburn & Castlereagh City Council, copy attached at Appendix 1, which has been submitted in order to meet the required deadline.

Recommendation

It is recommended to give retrospective approval to the above letter.

2 DEPARTMENT FOR INFRASTRUCTURE

2.1 PROPOSED TRAFFIC CALMING SCHEME HARMONY HILL, LISBURN

Attached at Appendix 2 is a copy of correspondence dated 13 June 2018 and preliminary plans received from the Department for Infrastructure Traffic Management Branch regarding proposals for a traffic calming scheme at Harmony Hill, Lisburn.

Recommendation

It is recommendation to consider the above information and respond to the Director of Service Transformation with comments by Tuesday, 3 July 2018.

2.2 PROPOSED TRAFFIC CALMING SCHEME ON LOW ROAD & GRAND ROAD, LISBURN

Attached at Appendix 3 is a copy of correspondence dated 14 June 2018 and preliminary plans received from the Department for Infrastructure Traffic Management Branch regarding proposals for a traffic calming scheme on Low Road/Grand Road, Lisburn.

Recommendation

It is recommendation to consider the above information and respond to the Director of Service Transformation with comments by Tuesday, 3 July 2018.

Report of Chief Executive – 26 06 2018

FOR NOTING

3 KNOCKMORE M1 LINK ROAD

Members are advised that following a meeting held on 18 May 2018 with the Permanent Secretary for the Department for Infrastructure, a letter was sent in relation to the above matter in respect of the Belfast Region City Deal expressing extreme disappointment at the Department’s initial position on the inclusion of this project within the infrastructure stream of the Belfast Region City Deal projects. Attached at Appendix 4 is a letter of response.

Recommendation

It is recommended to note the above correspondence.

4 UPDATED ACTION PLAN REGARDING CARRYDUFF/SAINTFIELD ROAD INFRASTRUCTURE ISSUES

Members are reminded of a meeting which was held between the Members (accompanied by the Carryduff Regeneration Forum) and the Department for Infrastructure to discuss infrastructure and traffic issues on Wednesday, 11 October 2017. Following agreement at full Council in October 2017, an Action Plan was circulated to the Department for Infrastructure and Translink, asking for comment and input.

The updated Action Plan has been collated to include comments from the key stakeholders (primarily the Department for Infrastructure, Translink, and the Council) in order to progress implementation of a range of measures required to address problems in the short, medium and long term (see Appendix 5).

Members are advised that a further meeting is currently being arranged with the Carryduff Regeneration Forum in order to discuss this update from Stakeholders.

Recommendation

It is recommended to note the attached update from the above Stakeholders to the Action Plan in relation to proposals for a series of improvements to the road network along the entire A24 Saintfield Road to Carryduff.

5 ROAD CLOSURE ORDERS

Members are reminded that at a Meeting of Council held on 22 May 2018, it was agreed that a letter be sent to the Head of the Civil Service seeking an urgent response regarding Road Closure Orders that were required to be signed in respect of the forthcoming Ulster Grand Prix. Attached at Appendix 6 is a letter of response. Report of Chief Executive – 26 06 2018

Recommendation

It is recommended to note the above correspondence.

6 SECONDARY SCHOOL PLACES

Members are reminded that at a Meeting of Council held on 22 May 2018, it was agreed that a letter be sent to the Chief Executive of the Education Authority raising concerns that some secondary schools in the Council area could not accommodate all the pupils who wished to attend, for example, 43 pupils had been turned away from Lisnagarvey High School with 19 of those not having been allocated a place in any of their chosen schools. Attached at Appendix 7 is an email response to the issues raised.

Recommendation

It is recommended to note the above correspondence.

7 LETTER FROM THE CHIEF EXECUTIVE OF HEALTH & SOCIAL CARE BOARD RE NEW CLINICAL LEAD – MYALGIC ENCEPHALOMYELITIS AND CHRONIC FATIGUE SYNDROME (ME/CFS)

Members are reminded of a letter which was sent to the Chief Executive of Belfast Health & Social Care Board in relation to the above following a meeting of Council on 24 April 2018. Attached at Appendix 8 is a letter of response.

Recommendation

It is recommended to note the above correspondence.

8 RESIGNATION OF COUNCILLOR C ROBB

Members are advised that a letter of resignation has been received from Councillor Christine Robb dated 30 May 2018.

Recommendation

It is recommended to note the above information.

Report of Chief Executive – 26 06 2018

9 LAUNCH OF ONLINE REGISTRATION BY THE ELECTORAL OFFICE FOR NORTHERN IRELAND

Attached at Appendix 9 is a letter dated 31 May 2018 from the Electoral Office for Northern Ireland advising that they will be launching online registration on Monday 18 June 2018 to enable members of the public to register to vote. Members are advised that they are developing a very short video clip explaining the service.

As requested, Council has provided a link through its website to the online portal www.gov.uk/register-to-vote and has also advertised on its homepage and shared the official video on Twitter.

Recommendation

It is recommended to note the above.

10 PERSONAL AND PUBLIC INVOLVEMENT ANNUAL REPORT 2017-2018

Members are advised that a copy of the Personal and Public Involvement Annual Report 2017-2018 has been received and is available for perusal to any interested Member.

Recommendation

It is recommended to note the above.

11 “ULSTER IN BLOOM” AT THE 2018 BALMORAL SHOW

Attached at Appendix 10A is a letter dated 22 May 2018 from Translink and Appendix 10B is a letter dated 24 May from NILGA, both expressing their sincere appreciation to Lisburn and Castlereagh City Council Team for their efforts at this year’s Balmoral Show.

Recommendation

It is recommended to note the above correspondence.

12 ULSTER UNIVERSITY ANNUAL REVIEW FOR 2016-17

Attached at Appendix 11 is a letter dated 4 June 2018 from the Ulster University enclosing their Annual Review for 2016-17. Members are advised that a copy of this is available to view as follows: https://www.ulster.ac.uk/__data/assets/pdf_file/0009/240003/Annual-Review-201617- spreads-sm.pdf

Report of Chief Executive – 26 06 2018

Recommendation

It is recommended to note the above correspondence

DR THERESA DONALDSON CHIEF EXECUTIVE 20 June 2018

APPENDIX 1

APPENDIX 2

APPENDIX 3

APPENDIX 4

APPENDIX 5

Draft Action Plan following meeting with DfI 11 October 2017 UPDATE 1 JUNE 2018

Carryduff/Saintfield Road Traffic Issues

Outcome Action How Who Timescale LCCC Council - Update Translink - Update Department for Infrastructure - Update

Volume of Traffic: 1 Assess future capacity Extension of BRT Department for Work to commence on Work to commence on Reduce/ease volume of for BRT (Belfast Rapid study in southern Infrastructure scoping/feasibility study - scoping/feasibility study in traffic at key Transit) along entire approaches in 2018 - 2018 points/interchanges along length of A24 from main A24 Saintfield Road Ormeau Road to Carryduff

2 Consider potential of Feasibility study Department for Work to commence on In relation to both action 2 and 3, See Translink comments Park & Ride site at of park & ride Infrastructure feasibility for provision of - Translink are working in various locations sites across and Translink park & ride sites in conjunction with DfI to try to including Carryduff; Carryduff area Carryduff area identify and secure appropriate Temple sites for P&R on the Belfast to Carryduff corridor and beyond.

3 Consider impact of Park Feasibility study Department for Work has commenced on & Ride sites at various of park & ride Infrastructure feasibility and locations across sites across and Translink implementation of park & neighbouring Council Neighbouring ride sites across - See above. areas including Crossgar; Councils neighbouring Councils; Downpatrick; Saintfield; information to be shared Ballynahinch with Council

4 Consider extension of Feasibility study Translink Request will be made to Translink has commissioned a Metro Bus Service from of extension of Translink to carry out a - review of the overall Metro Cairnshill to Carryduff – Metro Service feasibility study. service. At the extremities of the - from Cairnshill to Metro network frequencies are Carryduff low and simply extending the service could be detrimental to existing users. We are also examining the feasibility of dedicated Ulsterbus service from the Drumalig turning circle into Belfast. This could provide a clock face timetable and complement the existing 45 Ulsterbus services between Carryduff and Belfast. Outcome Action How Who Timescale LCCC Council - Update Translink - Update Department for Infrastructure - Update Speed of Traffic: 1 Assess need for Carry out Department for Linked to Transport Awaiting DFI Comments Improve public safety for car signalisation and any assessment of Infrastructure Assessments of major - - users, cyclists and additional traffic measures housing developments pedestrians management measures submitted as part along entire length of A24 of recent and from Ormeau Road to ongoing planning Carryduff – Short- applications and Medium Term identify on ArcGIS

2 Review of speed along Carry out study to Department for Work to commence - Following the meeting on 11 the A24 Saintfield Road identify existing Infrastructure in immediately on review of - October 2017, officials met from Carryduff down to speed limits; partnership speed limits (estimated 6 with the PSNI and agreed Newton Park. speed cameras, with Northern months) seven locations for the and future Ireland Police speed and volume surveys. assessment of Service The traffic counters were set where future out in March 2018 and the limits could be survey report was received introduced and at the end of April 2018. map on ArcGIS Following receipt of the traffic survey data, the review of the speed limit can now take place. At present we expect the assessment to be completed towards the end of the summer or early autumn. Outcome Action How Who Timescale LCCC Council - Update Translink - Update Department for Infrastructure - Update Environment for users: 1 Identify public realm Carry out an Council Work on Programme for The proposed concept for Enhance environment for improvements to assessment of the Economic Public Realm the public realm scheme residents, citizens, travellers enhance users experience Carryduff Urban Development enhancements to was included in the CUIDF using road and public in Carryduff Integrated Unit Carryduff to be made of the former Castlereagh transport network Development available to stakeholders. Borough Council. Officers Framework to have been in continuous consider how and engagement with DfC in when public respect of this scheme, and realm the Carryduff Regeneration - - improvements Group have been making could be representations to the introduced as Council in respect of part of ongoing environmental regeneration and improvements. However, enhancement it does not make sense to progress these elements ahead of the proposed redevelopment of the shopping centre for the reasons of utility alignment, access alterations and potential for damage. We understand that the developer is currently seeking a new anchor tenant and we will continue to monitor the progress of these works within the Council’s capital works programme stage approval process. Currently it is at the initiation stage. Outcome Action How Who Timescale LCCC Council - Update Translink - Update Department for Infrastructure - Update

Transport Plan: 1 Develop Belfast Use multi-modal Department for DfI Work Programme for Meeting arranged with LDP Target for Transport Strategy Develop Transport Plan Metropolitan Transport transport model Infrastructure in Transport Strategy to be Unit and Stephen Wood to be developed by first aligned with Local Strategy in conjunction to consider conjunction supplied to Council June 2018 - quarter 2018. Development Plan (currently with emerging strategic with Council outlining how the two at pre-draft Plan Strategy development priorities transport options LDP Planning processes will be aligned. Meeting arranged with LDP stage) across Councils’ draft and impact of Unit Target for Transport Unit and Stephen Wood June Plan Strategies varying Strategy to be developed 2018 development by first quarter 2018. patterns – e.g. in public transport corridors

Strategic Carryduff 1 To assess viability of Following the Council under Progress Report on The Carryduff Greenway The Council awaits DfI Greenway: further developing a feasibility study the Department programme for Carryduff had been successful in the - feedback on the Stage Three Develop Plan for the strategic greenway at carried out on for Greenway to be supplied Small Grants for proposal. strategic greenway at Carryduff behalf of the Infrastructure to stakeholders. Greenways Competition Carryduff in line with the 2 To develop a detailed Council, to Small Grants (Stage Three). Departmental publication design of the Carryduff provide a Scheme Detailed design to be The purpose of the grant ‘Exercise – Explore – Enjoy: Greenway under Stage 3 progress report submitted to DfI by 30 was to provide funding A Strategic Plan for of the DfI Small Grants on further March 2018 towards “the cost of a fully Greenways Programme for development of worked up project bid and Greenways the strategic detailed design” for the greenway Carryduff Greenway. The bid was to include: • evidence that the design is technically robust; • detailed information about land issues; and • details of costs and materials, This was submitted to DfI by the deadline of 30 March 2018. The Council awaits DfI feedback.

Additionally a significant stretch of the greenway will be delivered as part of planning stipulations by developers in the Mealough Rd housing development. APPENDIX 6

David Sterling Head of the Civil Service Room FD.34, Stormont Castle Stormont Estate, Belfast BT4 3TT, Northern Ireland Tel: 028 9037 8133 E-mail: [email protected]

Dr Theresa Donaldson Your Ref: TD/CR/sb/CE34 Chief Executive Lisburn and Castlereagh City Council Civic Headquarters Our ref: COR133/18 Lagan Valley Island Lisburn BT27 4RL 13 June 2018

By email [email protected]

Dear Theresa

Thank you for your correspondence of 4 June 2018 concerning Road Closure Orders and in particular in relation to the requirement for Road Closure Orders to be signed in respect of the forthcoming Ulster Grand Prix. In light of the recent Buick decision and media coverage you have highlighted concerns raised at a recent Council meeting as to the lack of clarity on what decisions Government Departments could make in the absence of Minister.

The Department for Infrastructure (DfI) is the Department responsible for roads in Northern Ireland and is empowered to make Road Races Orders under The Road Races (Northern Ireland) Order 1986. In the absence of a Minister, the DfI continues to consider applications for Road Races Orders. Each application will be considered in respect of both the legislation and the Department’s agreed protocols for Road Races. In considering whether to authorise the making of a Road Races Order the Permanent Secretary of DfI will also take into account legal advice received. I can

The personal information (e.g., name, personal email/home postal address) included in your correspondence, which the Executive Office now holds, will be handled in accordance with data protection legislation. It will be kept secure and only shared with relevant officials for the purpose of providing a response. This information will be retained for no longer than is necessary, and in line with the Department’s retention and disposal schedule. confirm that since the Buick JR judgment, the Department has made two Road Races Orders.

I trust you find this helpful.

Yours sincerely

DAVID STERLING Head of the Northern Ireland Civil Service

The personal information (e.g., name, personal email/home postal address) included in your correspondence, which the Executive Office now holds, will be handled in accordance with data protection legislation. It will be kept secure and only shared with relevant officials for the purpose of providing a response. This information will be retained for no longer than is necessary, and in line with the Department’s retention and disposal schedule. APPENDIX 7 APPENDIX 8

Health & Social Care Board 12-22 Linenhall Street BELFAST BT2 8BS

Dr Theresa Donaldson Chief Executive Tel : 0300 555 0115 Web Site : www.hscboard.hscni.net Lisburn & Castlereagh City Council Civic Headquarters Lagan Valley Island Lisburn BT27 4RL

8 June 2018

Dear Dr Donaldson

NEW CLINICAL LEAD – MYALGIC ENCEPHALOMYELITIS AND CHRONIC FATIGUE SYNDROME (ME/CFS)

Thank you for your letter and support of ongoing efforts to improve services for people living with Myalgic Encephalomyelitis, Chronic Fatigue Syndrome (ME/CFS) and fibromyalgia in Northern Ireland.

Efforts to recruit a part time physician to lead service improvements for people with ME/CFS in all Northern Ireland Health and Social Care Trusts (HSCTs) are ongoing with the post due to be re-advertised in the near future.

Primary and secondary care providers in Belfast and Western HSCT areas are currently developing service models to implement a fibromyalgia patient pathway, which was co-designed by HSC staff and patient representatives in 2016. These will require additional resources initially in BHSCT and WHSCT to become sustainable and then for roll out everywhere else.

Yours sincerely

Valerie Watts Chief Executive APPENDIX 9 APPENDIX 10A APPENDIX 10b APPENDIX 11 Additional Report of Chief Executive – 26 06 2018

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF COUNCIL – 26 JUNE 2018

ADDITIONAL REPORT BY CHIEF EXECUTIVE

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 decisions are required:-

To consider the request from the Lisburn Branch of the Royal British Legion for financial assistance to attend a wreath laying ceremony at Island Bridge, Dublin and a visit to Connolly Barracks on the 7 and 8 July 2018

To consider and approve the Lisburn & Castlereagh City Council Scheme of Allowances Payable to Councillors 8 June 2018 – 31 March 2019

To note correspondence from the Permanent Secretary, Department of Health, in response to the Council’s correspondence arising from the above in relation to the provision of a perinatal hospital facility or service for Northern Ireland

To note correspondence received from The Royal British Legion inviting the Council to get involved in its national movement to say “thank you” to mark 100 years since the end of the First World and that a report be brought back on this matter to the next meeting of Council for consideration

FOR CONSIDERATION

1 ROYAL BRITISH LEGION – LISBURN BRANCH VISIT TO DUBLIN (JULY 2018) - REQUEST FOR FINANCIAL ASSISTANCE

Attached at Appendix 1 is a copy of a letter received on the 21 June 2018 from the Lisburn Branch of the Royal British Legion seeking financial assistance to enable them to attend a wreath laying ceremony at Island Bridge, Dublin and a visit to Connolly Barracks on the 7 and 8 July 2018.

By way of information, I can advise that wreaths have in the past been laid on behalf of the Ulster Division and the RBL (Lisburn) and that financial assistance in the sum of £500.00 was awarded by the Council for the visit in both 2015 and 2016.

Additional Report of Chief Executive – 26 06 2018

Recommendation

It is recommended that the request from the Lisburn Branch of the Royal British Legion for financial assistance to attend a wreath laying ceremony at Island Bridge, Dublin and a visit to Connolly Barracks on the 7 and 8 July 2018 be considered.

2 SCHEME OF ALLOWANCES PAYABLE TO COUNCILLORS

Members are advised that Councils are statutorily obliged to publish a Scheme of Allowances for the payment of allowances to Councillors.

Attached at Appendix 2 is Lisburn & Castlereagh City Council Draft Scheme of Allowances Payable to Councillors from 8 June 2018 – 31 March 2019.

The allowances detailed in the scheme are as follows:

• Basic Allowance • Special Responsibility Allowance (SRA) • Chairperson/Vice Chairperson Allowance • Dependant’s Care Allowance • Travel and Subsistence Allowance

All of the allowances remain unchanged since the previous year and are in accordance with the Department for Communities Guidance on Councillors Allowances.

The Department intends to review the Guidance on Councillors Allowances but as of June 2018 no update has been issued.

Recommendation

It is recommended to consider and approve the Lisburn & Castlereagh City Council Scheme of Allowances Payable to Councillors 8 June 2018 – 31 March 2019.

FOR NOTING

3 NOTICE OF MOTION – BOTH LIVES MATTER RESPONSE FROM DEPARTMENT OF HEALTH

Attached at Appendix 3 is a copy of a letter dated 19 June 2018 received from the Permanent Secretary, Department of Health, in response to the Council’s correspondence arising from the above in relation to the provision of a perinatal hospital facility or service for Northern Ireland.

Recommendation

It is recommended to note the contents of the above correspondence. Additional Report of Chief Executive – 26 06 2018

4 ROYAL BRITISH LEGION INVITES YOU TO SAY THANK YOU

Attached at Appendix 4 is a copy of a letter dated 19 June 2018 received from The Royal British Legion inviting the Council to get involved in its national movement to say “thank you” to mark 100 years since the end of the First World.

Recommendation

It is recommended to note the above correspondence and that a report as to how the Council may become involved in this matter be brought to the next meeting of Council for consideration.

DR THERESA DONALDSON CHIEF EXECUTIVE 26 June 2018

APPENDIX 1 APPENDIX 2

LISBURN & CASTLEREAGH CITY COUNCIL

SCHEME OF ALLOWANCES PAYABLE TO COUNCILLORS 8 JUNE 2018 – 31 MARCH 2019

This Scheme is made under Part 3 of the Local Government Finance Act (Northern Ireland) 2011 and Regulation 3 of the Local Government (Payments to Councillors) Regulations (Northern Ireland) 2012. The scheme has been prepared in accordance with the Department for Communities’ Guidance on Councillors’ Allowances circular LG23/2016 (issued on 14 December 2016) and Addendum No 1 (issued on 20 January 2017) and the Department of Communities circular LG03/2017 (issued on 15 February 2017) Consolidated Councillor Allowances Circular – Updated February 2017.

1. Definitions 1.1 In this scheme:  ‘approved duty’ is defined in Schedule 2, as provided for in the Local Government (Payments to Councillors) Regulations (Northern Ireland) 2012;  ‘Department’ means the Department of Communities;  ‘guidance’ means the Department for Communities’ Guidance on Councillors’ Allowances, issued in March 2012; and the Department of Communities Guidance issued in February 2017 and  ‘Regulations’ means the Local Government (Payments to Councillors) Regulations (Northern Ireland) 2012.

2. Commencement Date 2.1This scheme of allowances shall be operational from 8 June 2018.

1

3. Basic Allowance

3.1 Subject to sub-paragraph 3.3 and paragraph 8 below, for the period ending on 31 March 2019, a basic allowance of £14,485 shall be paid to each councillor. Where appropriate this shall be paid pro-rata.

3.2 Not more than one basic allowance is payable to any councillor.

3.3 The Basic Allowance includes an element for incidental and consumable costs incurred by councillors in their official capacity. From 1 April 2017, this element within the Basic Allowance is £1,020.

4 Special Responsibility Allowance (SRA)

4.1 For the period ending on 31 March 2019, a special responsibility allowance shall be paid to those councillors who hold the special responsibilities specified in Schedule 1.

4.2 Subject to sub-paragraph 4.3 and paragraph 8 below, the amount of each such allowance shall be the amount specified against that special responsibility in that Schedule.

5. Chairperson/Vice- Chairperson Allowance

5.1 For the period ending 31 March 2019, an allowance of £26,982 will be payable to the Chairman (Mayor) of the Council.

2 5.2 For the period ending 31 March 2019, an allowance of £8,636 will be payable to the Vice Chairman (Deputy Mayor) of the Council.

6. Dependants’ Carers’ Allowance

6.1 Councillors are entitled to claim a dependants’ carers’ allowance towards reimbursement of actual reasonable costs necessarily incurred in providing care for a dependant while carrying out an approved duty.

6.2 A dependant lives with the claimant and is defined as:

 a child under 16 years old;

 a child 16 years old or more, where there is medical/social work evidence that full-time care is required;

 an adult with a recognised physical/mental disability where there is medical/social work evidence that full-time care is required; or

 an elderly relative requiring full-time care.

6.3 A dependants’ carers’ allowance shall be payable based upon actual receipted costs or the appropriate hourly rate, whichever is the lower up to the monthly maximum. Payment will be at the rates given in paragraph 6.4, which are subject to the limits determined by the Department.

6.4 For the period ending on 31 March 2019, the hourly rate of dependants’ carers’ allowance for standard care shall be £7.50, and for specialised care shall be £15.00. The monthly maximum for standard care paid to individual councillors shall be £390.00, and the monthly maximum for specialised care shall be £780.00. Councillors may claim only one DCA in respect of each occurrence of approved duty. One DCA is payable even if there are 2 or more children/dependants being cared for.

3

7 Travel and Subsistence Allowances

7.1 A councillor or committee member is entitled to claim travel and subsistence allowances where expenditure on travelling or subsistence has been necessarily incurred in connection with an approved duty as specified in Schedule 2.

7.2 The rates of travel allowance for travel by public transport shall not exceed the actual amount paid. Where reasonably available, the cheapest available form of public transport should be used, except in urgent cases.

7.3 The rates of travel allowance for travel by private vehicle shall be the amounts shown below, which are within the maxima determined by the Department for Communities.

TYPE OF VEHICLE RATE A pedal cycle 20.0p per mile A motorcycle of all capacities 24.0p per mile A motor car of cylinder capacity exceeding 450cc but 46.9p per mile not exceeding 999cc 13.7p per mile* A motor car of cylinder capacity exceeding 999cc but 52.2p per mile not exceeding 1,199cc 14.4p per mile* A motor car of cylinder capacity exceeding 1,199cc 65.0p per mile 16.4p per mile* An electric car 45.0p per mile

4 25.0p per mile** Passenger rate (per passenger) 5.0p * For mileage above 8,500 miles ** For mileage above 10,000 miles

7.4 The rates of subsistence shall be the amounts shown below, which are within the maxima determined by the Department for Communities.

PERIOD/MEAL RATES British Isles London £ £ An absence involving an overnight stay only, 100.70 122.45 away from the normal place of residence Breakfast allowance (more than 4 hours away 11.50 11.50 from the normal place of residence or, where approved by the council, a lesser period before 11 am) Lunch allowance (more than 4 hours away 13.50 13.50 from the normal place of residence or, where approved by the council, a lesser period including the period between 12 noon and 2pm) Tea allowance (more than 4 hours away from 4.70 4.70 the normal place of residence or, where approved by the council, a lesser period including the period between 3pm and 6pm)

5 Evening meal allowance (more than 4 hours 20.95 20.95 away from the normal place of residence or, where approved by the council, a lesser period ending after 7pm) Sub-total for meals 50.65 50.65 Total maximum rate (absence of 24 hours) 151.35 173.10

8 General

8.1 This scheme may be revoked and amended at any time.

8.2 If an amendment to this scheme is made which affects payment of a basic allowance or special responsibility allowance in the year in which the amendment is made, then in relation to each of the periods: (a) beginning with the year and ending with the day before that day on which the first amendment in that year takes effect; or (b) beginning with the day on which an amendment takes effect and ending with the day before that day on which the next amendment takes effect, or (if none) with the year, the entitlement to such allowance shall reflect the proportion of the year when entitlement existed.

8.3 Where the term of office of a councillor begins or ends other than at the beginning or end of a year, entitlement to a basic allowance shall reflect the proportion of the year when entitlement existed.

8.4 Where a councillor has during part of, but not throughout, a year such special responsibilities as attract entitlement to a special responsibility allowance, that entitlement shall reflect the proportion of the year when

6 entitlement existed.

9. Claims and Payment

9.1 Payments regarding basic allowance and special responsibility allowance shall be made in instalments of one-twelfth of the amount specified in this scheme on the 26th of each month unless it falls on a weekend or public holiday when it will be paid on the nearest preceding working day.

9.2 Claims for dependants’ carers’ allowance, travelling allowance or subsistence allowance should be made in writing within three months, and should be accompanied by receipts, where appropriate.

10. Publication

10.1 As soon as possible after the end of the year to which the scheme applies (bearing in mind that the legislation gives councillors 3 months in which to submit claims), the Council will arrange for the allowances paid to each councillor to be published on its website.

10.2 The minimum information which will be published is as follows:

 the name of the councillor;  all positions held (eg chairperson or member of (name) committee) by the councillor concerned;  basic allowance paid;

7  special responsibility allowance paid;  dependants’ carers’ allowance paid;  Mayor and Deputy Mayor’s expenses;  mileage expenses;  other travel expenses;  subsistence costs, divided into 2 columns, the first relating to accommodation costs and the second relating to meals;  attendance at courses, conferences and visits expenses; and  total expenses.

8

SCHEDULE 1

The following are specified as the special responsibilities in respect of which special responsibility allowances are payable and the amounts of those allowances.

1. Valid from 8 June 2018

Position Annual Allowance Chairman (Corporate Services Committee) £8,500 Chairman (Development Committee) £8,500 Chairman (Environmental Services Committee) £8,500 Chairman (Governance &Audit Committee) £4,500 Chairman (Leisure &Community Development £8,500 Committee ) Chairman (Planning Committee) £8,500

Chairman (Capital Projects Committee) £4,500

Vice Chairman (Corporate Services Committee) £3,000 Vice Chairman (Development Committee) £3,000 Vice Chairman (Environmental Services £3,000 Committee) Vice Chairman (Governance &Audit Committee) £1,700 Vice Chairman (Leisure &Community £3,000 Development Committee) Vice Chairman (Planning Committee) £3,000

Vice Chairman (Capital Projects Committee)) £1,700 Partnership Panel Member £1,504 TOTAL £71,404

9

2. SCHEDULE 2

In accordance with Regulations, only the following are specified as the duties in respect of which basic allowance, dependants’ carers’ allowances, and travel and subsistence allowances are available.

1. attendance at a meeting of the council; 2. attendance at a meeting of a committee of the council; 3. attendance at a meeting of a sub-committee of the council; 4. attendance at a meeting of a joint committee; 5. attendance at a meeting of a sub-committee of a joint committee; 6. attendance at a meeting of a group committee established under the provisions of the Local Government (Employment of Group Building Control Staff) (Northern Ireland) 1994 or the Local Government (Employment of Group Environmental Health Staff) Order (Northern Ireland) 1994; or 7. the doing of anything approved by a council or anything of a class so approved, for the purpose of, or in connection with, the discharge of the functions of the council, or any of its committees or sub-committees, or as the case may be, of the joint committee or any of its sub-committees.

A site visit is excluded from the list of approved duties and a site visit is defined as a visit made by a councillor in connection with an application for planning permission:

 which has been referred to a council for consultation under Article 15(a) of the Planning (General Development) Order (Northern Ireland) 1993; or

 at the request of the applicant for that planning permission, or the agent of an applicant, or at the request of an objector to that application.

10

Regarding point 7, specific duties approved by the Council are:

1. Attendance at conferences, events, seminars and courses where the attendance has been approved by the Council or one of its Committees.

2. Attendance at approved Council civic events.

3. Attendance at meetings with senior council officers (Unit Head and above) for the purpose of progressing Council/Committee business.

4. Attendance at meetings of outside bodies, where the councillor has been nominated to attend by the Council or one of its Committees (and that body does not pay such allowances).

5. Attendance at site visits and visits to other organisations (other than a site visit made by a councillor in connection with an application for planning permission which is specifically excluded), when these have been approved by the Council or a Committee.

6. Attendance at an event (including photocalls) for which the councillor has received an official invite from the Council, Mayor, Chief Executive, Director or Assistant Director.

7. Any other duty approved by the Council or one of its Committees.

11 APPENDIX 3

APPENDIX 4