4 January 2018

Chairman: Alderman T Jeffers Vice-Chairman: Councillor J Gray MBE

Aldermen: M Henderson MBE, S P Porter, J Tinsley

Councillors: N. Anderson, J Baird, O Gawith, A Givan, B Hanvey, B Mallon, T Mitchell, A McIntyre, L Poots

Ex Officio: The Right Worshipful the Mayor, Councillor T Morrow Deputy Mayor, Councillor H Legge

The monthly meeting of the Environmental Services Committee will be held in the Council Chamber, Island Civic Centre, The Island, Lisburn, on Wednesday 10 January 2018, at 5.30 pm, for the transaction of business on the undernoted agenda.

Please note that hot food will be available prior to the meeting from 5.00 pm.

You are requested to attend.

DR THERESA DONALDSON Chief Executive Lisburn & Castlereagh City Council

Agenda

1. Apologies

2. Declarations of Interest

3. Minutes of the Environmental Services Committee Meeting held on 6 December 2017

4. Confidential Business

Members are requested to go to the Confidential folder on Sharepoint to access the Environmental Services Committee confidential report.

4.1 Report from the Director of Environmental Services

4.1.1 Estimates (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.2 Charges for 2018/2019 (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.3 arc21 Extensions to Contracts Report (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.4 Natural Gas and Electricity Delegated Authority for Award (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.5 Department for Communities (DfC): Capital Funding for a Street Precinct Sweeper (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.6 Planning Enforcement – Cases with Court Proceedings for January 2018 (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.

4.1.7 Lisburn & Castlereagh City Council Planning Statistics Quarter 2 2017-2018 (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.8 arc21 Joint Committee Meeting – Tuesday 5 December (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.9 Extreme Weather Arrangements (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.10 Dog Control Orders (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.11 Animal Welfare Service (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.12 Screening Form – Section 75 Northern Ireland Act 1998 (confidential due to information relating to the financial or business affairs of any particular person [including the Council holding that information)

4.1.13 Rolling Year Absence Figures for Environmental Services Directorate (confidential due to information which is likely to reveal the identity of an individual)

5. Report from Director of Environmental Services

5.1 Environmental Services Trading Accounts – Period 8

5.2 Invitation from Keep NI Beautiful: Live Here, Love Here Community Awards – 20 February 2018

5.3 Report from the Head of Service (Technical and Estates)

5.3.1 WEEE Consultation arc21 Consultation Response for Endorsing 5.3.2 Lisburn & Castlereagh City Council Final NILAS Reconciliation 5.3.3 arc21 Conference 2018 5.3.4 European Week for Waste Reduction (EWWR) Events 2017 5.3.5 Waste and Recycling Service Options Appraisal for Lisburn & Castlereagh City Council 5.3.6 Northern Ireland Local Authority Collected Municipal Waste Management Statistics – Annual Report 2016/17

5.4 Report from Head of Service (Environmental Health)

5.4.1 Information Sharing Protocol Between the Landlord Registrar and Lisburn & Castlereagh City Council 5.4.2 Consultations for Noting 5.4.2.1 Consultation on the Department’s Response to the TB Strategic Partnership Group’s Recommendations to Eradicate Bovine Tuberculosis 9BTB) IN Northern Ireland 5.4.3 Lisburn & Castlereagh City Council – Emergency Planning Role 5.4.4 Health and Wellbeing 5.4.5 The Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010 – Roads Closure 5.4.6 Evaluation of the Licensing of Pavement Cafes Act (Northern Ireland) 2014 5.4.7 Reports Available from DAERA 5.4.8 Dog Control 5.4.8.1 Transfer of Dogs from the Council Dog Pound 5.4.8.2 Dog Control Statistics Published by the Department of Agriculture, Environment and Rural Affairs 5.4.9 Health and Safety 5.4.9.1 Health and Safety Joint Pre-Christmas Visits with the Northern Ireland Fire and Rescue Service 5.4.9.2 The Safety Advisory Group Minutes

5.5 Report from Acting Head of Service (Operational Services)

5.5.1 Service Update: Refuse Collection 5.5.1.1 Adverse Weather Update 5.5.1.2 Refuse Collection Data 5.5.2 Cleansing Services: Illegal Dumping Update

5.6 Report by Head of Service (Building Control)

5.6.1 Street Naming off Millmount Village Park, Dundonald 5.6.2 Land & Property Services (LPS), New Dwelling Statistical Reports for Q3, 2017/18 5.6.3 Building Control Applications – Full Plan Applications and Regularisation Certificates 5.6.4 Department of Finance (DoF) – Completion Notice Ready Report to Land & Property Services 5.6.5 Department for Communities (DfC) – Affordable Warmth Scheme 5.6.6 Tender for the Provision of IT Software for the Council’s Building Control Service

6. Any Other Business

ooOOoo

To: Members of Lisburn & Castlereagh City Council

ES 06.12.2017

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 December, 2017 at 5:30 pm

PRESENT: Councillor J Gray MBE (Vice-Chairman)

Aldermen SP Porter and J Tinsley

Councillors N. Anderson, O Gawith, A Givan, B Hanvey, A McIntyre, B Mallon, L Poots

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

Commencement of Meeting

In the absence of the Chairman, Alderman T Jeffers, the Vice-Chairman, Councillor J Gray, chaired the meeting. Members passed their wishes for a speedy recovery to the Chairman, Alderman T Jeffers, following his recent illness.

The Vice-Chairman welcomed everyone to the December meeting of the Environmental Services Committee and proceeded to outline the evacuation procedures in the case of an emergency.

1. Apologies

Apologies for non-attendance were received on behalf of the Right Worshipful the Mayor, Councillor T Morrow; the Deputy Mayor, Councillor H Legge; the Chairman, Alderman T Jeffers; Alderman M Henderson, Councillor J Baird and Councillor T Mitchell.

2. Declarations of Interest

The Vice-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. There were no Declarations of Interest.

1079

ES 06.12.2017

3. Minutes of the Environmental Services Committee Meeting held on 1 November 2017

It was proposed by Alderman J Tinsley, seconded by Councillor A McIntyre, and agreed that the minutes of the meeting of the Environmental Services Committee held on 1 November 2017, as adopted at the meeting of Council held on 28 November 2017, be confirmed and signed.

4. 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 Vice-Chairman, Councillor J Gray, advised that the matters contained in the confidential report would be dealt with “In Committee” for the following reasons:

Item 4.1: Confidential due to information relating to the financial or business affairs of the organisation concerned [including the Council holding that information

Item 4.2: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information

Item 4.3: 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 4.4: Confidential due to information relating to the financial or business affairs of the organisation concerned (including the Council holding that information

Item 4.5: Confidential due to information which is likely to reveal the identity of an individual

Item 4.6: Confidential due to information relating to the financial or business affairs of the organisation concerned [including the Council holding that information

Item 4.7 Confidential due to information relating to the financial or business affairs of the organisation concerned [including the Council holding that information

Item 4.8 Confidential due to information relating to the financial or business affairs of the organisation concerned [including the Council holding that information

1080

ES 06.12.2017

“In Committee”

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

Items for Decision

(Councillor L Poots arrived at 5.37 pm)

4.1 Off-Street Car Parking – Enforcement Contract Post October 2019

The Committee was provided with copy of the AECOM report and it was proposed by Alderman J Tinsley, seconded by Councillor B Hanvey, and agreed to recommend that Council approve the recommendations as set out in the officer’s report.

4.2 Department for Communities – Future Affordable Warmth Scheme Funding Suggestions

The Committee was provided with copy of an update report on the Affordable Warmth Scheme and it was proposed by Alderman J Tinsley, seconded by Councillor L Poots, and agreed to recommend that Council approve the recommendations as set out in the officer’s report.

Items for Noting

It was proposed by Alderman J Tinsley, seconded by Alderman SP Porter, and agreed that the following items (Items 4.3 to 4.8) be noted.

4.3 Planning Enforcement – Cases with Court Proceedings for December 2017

The Committee was provided with and noted copy of a table on enforcement cases with court proceedings for December 2017.

4.4 arc21 Joint Committee Meeting – Thursday 26 October

The Committee was provided with and noted copy papers for the Joint Committee Meeting held on 26 October 2017 and the associated arc21 Members’ Monthly Bulletin together with copy of correspondence from arc21 providing an update on the application for the judicial review in connection with Residual Waste Treatment Project.

4.5 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.

1081

ES 06.12.2017

4.6 Notification of Framework Agreement for Provision of Mechanical Services to Council Facilities and Framework Agreement for Provision of Electrical Services to Council Facilities

The Committee was provided with and noted copy tender reports in respect of the framework agreements for provision of mechanical services and for provision of electrical services.

4.7 Emergency Planning – Southern Emergency Preparedness Group Agreed Arrangements

The Committee noted a report in relation to the agreed arrangements for the Southern Emergency Preparedness Group.

4.8 Tender – Haulage of Residual and Green Waste from Councils Household Recycling Centres

The Committee noted that the tender for the haulage of residual and green waste has been screened under Section 75 of the Northern Ireland Act 1998 and it had not been deemed necessary to carry out an Equality Impact Assessment.

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.

5. Report from the Director of Environmental Services

Items for Noting

It was proposed by Councillor B Hanvey, seconded by Councillor N Anderson, and agreed that the following items (Items 5.1 to 5.8) be noted.

5.1 Environmental Services Committee: January 2018 – Change of Date of Meeting

The Committee noted the change of date for its meeting in January 2017, with the meeting being moved to 10 January 2017.

5.2 Environmental Services Trading Accounts – Period 7

The Committee was provided with copy and noted the Environmental Services Trading Accounts for Period 7.

5.3 Environmental Services Directorate Risk Register

The Committee was provided with copy and noted the Environmental Services Directorate Risk Register.

In response to Members’ queries, officers provided clarification regarding proposed measures to mitigate the risks relating to waste management targets.

1082

ES 06.12.2017

(Councillor A Givan arrived at 5.46 pm)

5.4 Regional Waste Management Needs – Priorities and Proposals for the Northern Ireland Region

The Committee was provided with and noted the Terms of Reference of the Joint Local and Central Government Waste Working Group – Fly-Tipping Sub Group.

5.5 Letter from NI Environmental Agency (NIEA) to all Councils in Northern Ireland Requesting Information on the Collection of Food Waste

The Committee was provided with copy and noted a letter from NI Environment Agency (NIEA) issued to all Councils regarding the collection of food waste and also noted that a reply had been issued.

5.6 Letter from NI Amenity Council regarding the Best Kept Awards

The Committee was provided with and noted copy of a letter from NI Amenity Council regarding the Best Kept Awards.

It was agreed that a suggestion by Councillor J Tinsley that the Council consider hosting a future meeting of the NI Amenity Council would be referred to the Head of Service (Parks & Amenities) in the Leisure and Community Services Directorate, who was responsible for this issue.

5.7 Letter from Food Standards Agency regarding EU Exit – Food Standards Agency Engagement with District Councils

The Committee was provided with and noted copy of a letter from the Food Standards Agency regarding EU Exit – Food Standards Agency Engagement with District Councils.

5.8 Email from NI Housing Executive (NIHE) with an Amended Map from the Extinguishment of the Public Rights of Way at Gregg Street Mews

The Committee was provided with and noted copy of an email and amended map from NI Housing Executive regarding the Extinguishment of Public Rights of Way at Gregg Street Mews, Lisburn.

5.9 Report by Head of Service (Environmental Health)

Items for Decision

5.9.1 Consultations for Approval

1083

ES 06.12.2017

5.9.1.1 Long-Term Water Strategy – Actions for Local Councils

The Committee was provided with copy of a proposed response to this consultation that had been jointly drawn up by the Environmental Health Service Unit and the Planning Unit.

It was proposed by Councillor A McIntyre, seconded by Councillor O Gawith, and agreed to recommend that Council approve the response in relation to the Long- term Water Strategy – Actions for Local Councils consultation.

5.9.1.2 Consultation in relation to the Fluorinated Greenhouse Gases Amendment Regulations 2017

The Committee was provided with copy response to consultation from the Department of Agriculture, Environment and Rural Affairs relating to the Proposed Fluorinated Greenhouse Gases Amendment Regulations 2017.

It was proposed by Councillor A McIntyre, seconded by Councillor O Gawith, and agreed to recommend that Council approve the response in relation to the Proposed Fluorinated Greenhouse Gases Amendment Regulations 2017 consultation.

5.9.2 Private Rented Sector – Impact of the Private Tenancies (Northern Ireland) Order 2006

It was agreed that this item be deferred for consideration under ‘Items for Noting’.

5.9.3 Workplace Charter on Domestic Violence Gold Award

The Committee noted a report on the Workplace Charter on Domestic Violence Gold Award which had been received by the Council at an awards ceremony held in Mossley Mill, Newtownabbey, on 8 November 2017.

It was proposed by Alderman J Tinsley, seconded by Councillor B Mallon, and agreed to recommend that the Council agree to host the 2018 Workplace Charter on Domestic Violence award ceremony.

5.9.4 Animal Welfare Information Sharing Protocol . It was proposed by Councillor N Anderson, seconded by Councillor O Gawith, and agreed to recommend that the Council grant approval for the Chief Executive to sign the Animal Welfare Information Sharing Agreement between the Police Service of Northern Ireland and regional councils, including Lisburn & Castlereagh City Council.

1084

ES 06.12.2017

5.9.5 The Dogs (Northern Ireland) Order 1983 – Rehoming of Dogs

The Committee was asked to consider the provision of a health check and first vaccination for dogs transferred from the dog pound to animal sanctuaries in lieu of a donation.

The Vice-Chairman commended the staff working in the Council’s dog pound for their efforts in successfully rehoming dogs.

In response to Members’ queries, the Head of Service (Environmental Health) undertook to report back to Committee detailing the costs of providing health checks and vaccination in addition to, rather than in lieu of, the current donation to animal sanctuaries and to include in that report information relating to the number of dogs being euthanised by the Council together with comparative figures for neighbouring Councils.

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

It was proposed by Councillor O Gawith, seconded by Councillor A Givan, and agreed to recommend that the Council approve the appointment of the following persons as Public Analysts to the Council under Article 27 (1) of The Food Safety (Northern Ireland) Order 1991:

Ronald Anthony Ennion BSc, MChemA, CChem, FRSC, MIFST Watney Elizabeth Moran MSc, MChemA, CChem, FRSC Duncan Kenelm Arthur BSc, MChemA, CChem, MRSC Nigel Kenneth Payne MSc, MChemA, CChem, MRSC Joanne Hubbard BSc, MChemA, CChem, MRSC Kevin Wardle MSc, MChemA, CChem, MRSC Lilian Emma Jane Downie MChem, MChemA, CChem, MRSC

Items for Noting

It was proposed by Councillor B Hanvey, seconded by Alderman SP Porter, and agreed that the following items (Item 5.9.7 to 5.9.16) be noted.

5.9.7 Private Rented Sector – Impact of the Private Tenancies (Northern Ireland) Order 2006

This item had been deferred for consideration at Item 5.9.2 earlier in the meeting.

The Committee was provided with copy and noted communication from the Department for Communities, Private Rented Sector Branch, highlighting the activity in enforcement within the private rented housing sector by Councils in year 2016-2017 together with specific details of activity within the Council area.

1085

ES 06.12.2017

5.9.8 Consultation for Noting

5.9.8.1 Consultation on a Fundamental Review of Social Housing Allocations

The Committee noted a consultation document received from the Department for Communities on a Fundamental Review of Social Housing Allocations and also noted that there was no impact for the Council.

5.9.9 Introduction of the Private Water Supplies Regulations (Northern Ireland) 2017

The Committee noted the introduction of the Private Water Supplies Regulations (Northern Ireland) 2017.

5.9.10 Council Health & Safety Procedures (CHaSPs)

The Committee was provided with an updated list of the suite of CHaSPs and noted the review of the Display Screen Equipment (DSE) CHaSP and the Alcohol and Drugs in the Workplace CHaSP.

5.9.11 Health and Wellbeing

5.9.11.1 Lisburn & Castlereagh Home Accident Prevention (LCHAP)

The Committee noted a report in relation to the Lisburn & Castlereagh Home Accident Prevention Group and the creation of the Lisburn & Castlereagh Home Accident Prevention Information Sharing Group.

Councillor A Givan, who was a Council representative on the Home Accident Prevention Group, explained the reasons for reforming the group and advised that the new group would focus on under 5s and over 65s. He expressed thanks to the staff of the Home Accident Prevent Group for their work over many years and asked that a letter of thanks be issued to the coordinator.

(Councillor N Anderson left the meeting at 6.01 pm)

5.9.11.2 Publicly Accessible Defibrillators

The Committee noted the installation of the 12 publicly accessible defibrillators within the Council area.

Members noted that the defibrillator at Lough Moss Leisure Centre was located indoors and the Head of Service (Environmental Health) undertook to report back to Committee regarding the possibility of providing a defibrillator that would be accessible to those using outdoor leisure facilities when the Centre was closed.

(Councillor N Anderson returned to the meeting at 6.06 pm)

1086

ES 06.12.2017

5.9.11.3 Tobacco Control – Test Purchasing

The Committee was provided with copy and noted reports detailing the outcomes following the sale of tobacco products from test purchasing exercises carried out on Thursday 11 May 2017 and Tuesday 11 July 2017.

The Head of Service (Environmental Health) responded to Members’ queries regarding enforcement of the regulations including level of fixed penalties, prosecution of repeat offenders and the requirement for shop owners to provide staff training.

5.9.12 The Dogs (Northern Ireland) Order 1983 – Dog Control

5.9.12.1 Issue of Fixed Penalty Notices

The Committee noted a report in relation to the instigation of legal proceedings for failure to pay Fixed Penalty Notices for dog related offences.

5.9.12.2 Issue of Dog Control Condition Notices

The Committee was provided with copy and noted a report in relation to the issue of Dog Control Condition Notices between July 2017 and September 2017.

5.9.12.3 Prosecution Outcomes

The Committee was provided with copy and noted a report in relation to the outcomes of recent prosecutions progressed by the Environmental Health Service Unit in relation to dog related offences.

5.9.13 The Betting, Gaming, Lotteries and Amusements (Northern Ireland) Order 1985 (as amended by the Betting and Gaming (Northern Ireland) Order 2004)

The Committee was provided with copy and noted a report in relation to the limited powers of Council in relation to the control of gambling.

5.9.14 Street Trading Act (Northern Ireland) 2001 – Street Trading Designation – Stationary Street Trading Pitches

The Committee was provided with copy of a list of existing stationary street trading pitches within the city and noted a report in relation to proposed stationary street trading pitches and the progression of designation applications for currently non-designated streets.

In response to a query, the Head of Service (Environmental Health) clarified that a trading pitch located on privately owned land did not require a designation application to the Council.

1087

ES 06.12.2017

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

The Committee noted a report in relation to the Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010 and the requirement to publish advertisements in the local paper.

5.9.16 The Safety Advisory Group Minutes

The Committee was provided with copy and noted minutes of the Safety Advisory Group meeting held on Wednesday, 20 September 2017.

5.10 Report by Acting Head of Service (Operational Services)

Items for Noting

It was proposed by Councillor A Givan, seconded by Councillor N Anderson, and agreed that the following items (Item 5.10.1 to 5.10.3) be noted.

5.10.1 Letter from Department for Infrastructure regarding Proposed Abandonment at Carnreagh Road, Hillsborough, Proposed Abandonment/Stopping up Hillsborough Road, Moneyreagh.

The Committee was provided with and noted copy of correspondence from the Department for Infrastructure in relation to Abandonment/Stopping Up Orders.

5.10.2 Service Update: Refuse Collection

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.

5.10.3 Cleansing Services: Illegal Dumping Update

The Committee was provided with copy and noted illegal dumping statistics for October 2017.

In response to Members’ queries regarding illegal dumping and fly-tipping, the Head of Service (Environmental Health) confirmed that overt cameras were in use at fly-tipping hotspots and had been successful in identifying fly-tippers who had then been issued with fixed penalty notices.

The Head of Service (Environmental Health) also advised that officers took statements from those reporting instances of illegal dumping, littering or dog fouling which could then be used in evidence in the event of a prosecution following non-payment of the fixed penalty.

(Councillor B Mallon left at 6.18 pm and returned at 6.20 pm)

1088

ES 06.12.2017

5.11 Report from Head of Service (Building Control)

Items for Decision

5.11.1 Street Naming Off Magheralave Road, Lisburn

The Committee was advised that Gregory Architects had proposed the street name for a development of 7 apartments off the Magheralave Road in Lisburn.

The Committee had been provided with a copy of the development layout.

It was proposed by Councillor A Givan, seconded by Councillor O Gawith, and agreed that the street name, Hawthorne Court, be allocated to this proposed development of 7 apartments off the Magheralave Road, Lisburn.

5.11.2 Street Naming Off Breton Hall, Lisburn

The Committee was advised that JW & J Porter had proposed the street name for a development of 31 dwellings within the current Breton Hall development.

The Committee had been provided with a copy of the development layout.

It was proposed by Councillor A McIntyre, seconded by Councillor O Gawith, and agreed that the street name, Breton Park, be allocated to this proposed development of 31 dwellings off Breton Hall, Lisburn.

5.11.3 Consultation on Department for Communities Proposals for Changes to the Affordable Warmth Scheme

The Committee was provided with copy consultation documents on the Department for Communities’ proposals for changes to the Affordable Warmth Scheme together with copy of a draft officers’ response,

It was proposed by Councillor B Hanvey, seconded by Councillor O Gawith, and agreed to recommend that Council approve the response, subject to and to include any additional Members’ comments, for submission to the Department for Communities on behalf of the Council.

(Councillor A McIntyre left the meeting at 6.22 pm)

Items for Noting

It was proposed by Councillor N Anderson, seconded by Councillor A Givan, and agreed that the following items (Item 5.11.4 to Item 5.11.7) be noted

5.11.4 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 August, September and October 2017/.

1089

ES 06.12.2017

5.11.4 Building Control Applications – Full Plan Applications and Regularisation Certificates (Contd)

Month Full Plan ApprovalsRegularisation Certificates August 2017 88 53 September 2017 146 42 October 2017 110 35

5.11.5 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 August to October 2017 returned to the Department of Finance, Land and Property Services.

Month Completion Notice Ready August 2017 61 September 2017 58 October 2017 134

5.11.6 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 and DfC ‘Make Visits Eligible Referrals to requested the Call’ Carried NIHE (after financial Target Out checks) April 2017 108 25 25 19 May 2017 202 25 25 19 June 2017 117 25 25 22 July 2017 87 40 40 21 August 2017 52 32 40 8 September 2017 58 13 40 13 October 2017 24 27 40 19 November 2017 40 December 2017 40 January 2018 30 February 2018 30 March 2018 30

The Committee also noted the following update recently provided by NIHE in relation to the scheme outcomes April to October 2017.

1090

ES 06.12.2017

5.11.6 Department for Communities (DfC) – Affordable Warmth Project (Contd)

 187 referrals made to NIHE in this period  255 approvals for works to proceed given by NIHE in this period with value of £855,000 (includes ‘slippage’ from last year)  484 measures included in those approvals  A total of 232 homes helped through the Scheme in this period.

5.11.7 Annual BCNI Fire Safety Conference – 8 and 9 February 2018

The Committee was provided with copy programme and noted the Annual BCNI Fire Safety Conference taking place in Armagh City Hotel on 8 and 9 February 2018.

It was proposed by Alderman J Tinsley, seconded by Councillor N Anderson and agreed to recommend that the Chair and Vice-Chair, or their nominees, be appointed to attend the BCNI Fire Safety Conference.

5.12 Report from Head of Service (Technical and Estates)

Items for Noting

It was proposed by Councillor N Anderson, seconded by Councillor B Hanvey, and agreed that the following items (Item 5.12.1 to 5.12.4) be noted.

5.12.1 LCCC Waste Education Activities April to September 2017

The Committee noted waste education activities of the Waste Management team during the period April to September 2017.

5.12.2 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 for April to June 2017.

(Councillor A McIntyre returned to the meeting at 6.25 pm)

5.12.3 Waste and Recycling Service Options Appraisal for Lisburn & Castlereagh City Council

The Committee noted an update on the Waste and Recycling Service Options Appraisal for Lisburn & Castlereagh City Council and noted also that the presentation to the Special Environmental Services Committee meeting in January 2018 would focus on the output from the Options Appraisal with a view to the Committee considering the preferred option going forward to Outline Business Case.

1091

ES 06.12.2017

5.12.4 Budget Announcement: Illegal Waste Sites

The Committee was provided with copy and noted a briefing on the extension of landfill tax to illegal waste sites.

6. Any Other Business

6.1 Visit to Plant Staff at Council Leisure Facilities – Councillor J Gray

The Vice-Chairman, Councillor J Gray, reported that, together with the Chairman, Alderman T Jeffers, and the Director of Environmental Services, she had recently visited plant staff working at Council leisure facilities including Dundonald International Ice Bowl and the Leisureplex. She recognised the support offered to these facilities through the plant staff and, on behalf of the Committee, she wished to recognise and commend their work.

6.2 Congratulations to Vice-Chairman – Councillor L Poots

On behalf of the Committee, Councillor L Poots congratulated the Vice-Chairman on her very efficient chairmanship of the meeting in the absence of the Chairman.

6.3 Food Waste Bags – Councillor B Hanvey

Councillor B Hanvey referred to the poor quality of food waste bags currently being supplied by Bryson House. The Head of Service (Technical and Estates) advised that the bags were procured through arc21 who were aware of the problem and had issued a Notice for Rectification to the supplier.

There being no further business, the meeting was terminated at 6.31 pm.

Mayor/Chairman

1092

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF ENVIRONMENTAL SERVICES COMMITTEE ON WEDNESDAY 10 JANUARY 2018

REPORT BY DIRECTOR OF ENVIRONMENTAL SERVICES

PURPOSE AND BACKGROUND

The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the Council.

The following items are for noting:

1. It is recommended that Members note the Period 8 trading position.

2. It is recommended that Members note the invitation from Keep NI Beautiful for the Live Here Love Here Community Awards on 20 February 2018 and to nominate and Officer to accompany the Director of Environmental Services.

3. It is recommended that Members consider the report from the Head of Service (Technical and Estates)

4. It is recommended that Members consider the report from the Head of Service (Environmental Health).

5. It is recommended that Members consider the report from the Acting Head of Service (Operational Services).

6. It is recommended that Members consider the report from the Head of Service (Building Control).

ITEMS FOR NOTING

1 ENVIRONMENTAL SERVICES TRADING ACCOUNTS – PERIOD 8

Attached as Appendix 1 for Members’ information is a copy of the Period 8 trading accounts. Members will be aware that monthly budget control meetings take place with Support Services where detailed analysis of committed budgets and variance is carried out. Each unit Head of Service attends the meetings with the Director.

Recommendation

It is recommended that Members note the Period 8 trading position.

1

2 INVITATION FROM KEEP NI BEAUTIFUL: LIVE HERE LOVE HERE COMMUNITY AWARDS – 20 FEBRUARY 2018

Attached as Appendix 2 for Members’ information is an invitation from Keep NI Beautiful for two Officers to attend the Live Here Love Here Community Awards on 20 February 2018 in Belfast Harbour Commissioners Office, Belfast. The Director of Environmental Services will attend with an accompanying Officer.

Recommendation

It is recommended that Members note the invitation from Keep NI Beautiful for the Live Here Love Here Community Awards on 20 February 2018 and to nominate an Officer to accompany the Director of Environmental Services.

3 REPORT FROM THE HEAD OF SERVICE (TECHNICAL AND ESTATES)

Attached as Appendix 3 for Members’ information is the report from the Head of Service (Technical and Estates) in respect of items under his remit.

Recommendation

It is recommended that Members consider the report from the Head of Service (Technical and Estates).

4 REPORT FROM HEAD OF SERVICE (ENVIRONMENTAL HEALTH)

Attached as Appendix 4 for Members’ information is the report from the Head of Service (Environmental Health) in respect of items under his remit.

Recommendation

It is recommended that Members consider the report from the Head of Service (Environmental Health).

5 REPORT FROM ACTING HEAD OF SERVICE (OPERATIONAL SERVICES)

Attached as Appendix 5 for Members’ information is the report from the Acting Head of Service (Operational Services) in respect of items under her remit.

Recommendation

It is recommended that Members consider the report from the Acting Head of Service (Operational Services).

2

6 REPORT FROM HEAD OF SERVICE (BUILDING CONTROL)

Attached as Appendix 6 for Members’ information is a report from the Head of Service (Building Control) in respect of items under his remit.

Recommendation

It is recommended that Members consider the report from the Head of Service (Building Control).

NB: Off-Street Car Parking – Enforcement Contract Post October 2019 was tabled at the ESC on Wednesday 6 December 2017 under the confidential report.

Directly following the ESC meeting on Wednesday 10 January 2018 a presentation will be delivered at the Development Committee in this regard and Members are invited to attend if available.

HEATHER M MOORE DIRECTOR OF ENVIRONMENTAL SERVICES 3 January 2018

3

Appendix 1 Environmental Services - April 2017 to March 2018 Month:- Nov-17

Department Annual Budget Total Actual Total Budget to date & Committed Variance Expenditure:

Director's Office 636,139 391,070 381,077 (9,993)

Environmental Health 3,613,375 2,462,744 2,270,942 (191,802)

Technical & Estates 9,377,863 6,284,785 6,103,420 (181,365)

Operational Services 7,125,184 4,684,385 4,617,718 (66,667)

Building Control 1,236,805 761,920 752,817 (9,103)

Planning 166,195 111,829 102,764 (9,065)

Total Expenditure: 22,155,561 14,696,733 14,228,738 (467,995)

Income:

Director's Office - - (16,608) (16,608)

Environmental Health (1,558,810) (927,246) (934,636) (7,390)

Technical & Estates (667,420) (498,800) (533,521) (34,721)

Operational Services (3,400) (2,483) (3,470) (987)

Building Control (1,086,305) (731,095) (684,371) 46,724

Total Income: (3,315,935) (2,159,624) (2,172,606) (12,982)

Overall Net Position:

Director's Office 636,139 391,070 364,469 (26,601)

Environmental Health 2,054,565 1,535,498 1,336,306 (199,192)

Technical & Estates 8,710,443 5,785,985 5,569,899 (216,086)

Operational Services 7,121,784 4,681,902 4,614,248 (67,654)

Building Control 150,500 30,825 68,446 37,621

Planning 166,195 111,829 102,764 (9,065)

Net Overall Position 18,839,626 12,537,109 12,056,132 (480,977)

Single Status costs funded from reserves 340,935

Total Net Overall Position 18,839,626 12,537,109 12,056,132 (140,042)

Appendix 3

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF ENVIRONMENTAL SERVICES COMMITTEE ON WEDNESDAY 10 JANUARY 2018

REPORT BY HEAD OF SERVICE (TECHNICAL AND ESTATES)

PURPOSE AND BACKGROUND

The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the Council.

The following items are for decision:

1. It is recommended that Members retrospectively endorse the responses attached at Appendix 1aTE & Appendix 1b TE, produced by arc21 to:

 Consultation on WEEE Compliance Fee Methodology - Evaluation of Proposals and;  Consultation on Proposed Amendments to the WEEE Regulations 2013.

The following items are for noting:

2. It is recommended that Members note the final NILAS reconciliation information.

3. It is recommended that Members note that all Elected Members of Council are invited to attend the arc21 Conference as detailed above.

4. It is recommended that Members note activities for European W eek for Waste Reduction 2017.

5. It is recommended that Members note the date and time of the Special Environmental Services Committee, to be held on 17 January 2018 at 5.30pm.

6. It is recommended that Members note the 2016/17 publication of the Northern Ireland Local Authority Collected municipal waste management statistics report.

FOR DECISION

1. WEEE CONSULTATION arc21 CONSULTATION RESPONSE FOR ENDORSING

Members are advised that arc21 have recently produced responses to two consultations in relation to WEEE, details of which can be found under Appendix 1a TE and Appendix 1b TE.

Recommendation

It is recommended that Members retrospectively endorse the responses attached at Appendix 1a TE and Appendix 1b TE, produced by arc21 to:

 Consultation on WEEE Compliance Fee Methodology - Evaluation of Proposals and;  Consultation on Proposed Amendments to the WEEE Regulations 2013

FOR NOTING

2. LISBURN & CASTLEREAGH CITY COUNCIL FINAL NILAS RECONCILIATION

Attached under Appendix 2 TE is correspondence from the Northern Ireland Environment Agency providing details on the final Northern Ireland Landfill Allowances Scheme` Reconciliation for Lisburn & Castlereagh City Council for 2016/17.

Members are advised that the total amount of Biodegradable Local Authority collected Municipal Waste (BLACMW) sent to landfill by Lisburn & Castlereagh City Council for the scheme year 2016/17, was 19,687 tonnes. Lisburn & Castlereagh City Council did not exceed its allowances available for the scheme year through 99.83% utilisation of available allowances.

Four councils within the arc21 regional waste management group transferred a total of 73 allowances to Lisburn and Castlereagh City Council. The transfer of these allowances ensured Lisburn and Castlereagh City Council did not exceed its allowances for the 2016/17 scheme year leaving it with a surplus of 34 allowances for the scheme year.

Recommendation

It is recommended that Members note the final NILAS reconciliation information.

3. arc21 CONFERENCE 2018

It is intended to hold the arc21 Conference 2018 in Belfast Metropolitan College, Titanic Campus on the morning of Friday 2 March 2018.

A flyer notifying councillors of the event has been produced and is attached at Appendix 3TE.

Recommendation

It is recommended that Members note that all Elected Members of Council are invited to attend the arc21 Conference as detailed above.

4. EUROPEAN WEEK FOR WASTE REDUCTION (E.W.W.R.) EVENTS 2017

Members are advised that a number of activities took place during European Week for Waste Reduction whic h ran between 18 and 26 November 2017 as attached under Appendix 4 TE.

 Summary report  A photo-shoot and Press Release, to launch European Week for Waste Reduction (E.W.W.R.) 2017 was issued on 14 November.  A photo-shoot – Community Planting Event and Education Talk

Recommendation

It is recommended that Members note activities for European W eek for Waste Reduction 2017.

5. WASTE AND RECYCLING SERVICE OPTIONS APPRAISAL FOR LISBURN & CASTLEREAGH CITY COUNCIL

Members are reminded that at the November meeting of the Environmental Services Committee they agreed that a special Environmental Services Committee be held on 17 January 2018 at 5.30pm to receive a presentation by Resource Futures on the Options Appraisal to which all Members of the Council will be invited to attend.

Recommendation

It is recommended that Members note the date and time of the Special Environmental Services Committee, to be held on 17 January 2018 at 5.30pm.

6. NORTHERN IRELAND LOCAL AUTHORITY COLLECTED MUNICIPAL WASTE MANAGEMENT STATISTICS – ANNUAL REPORT 2016/17

The Northern Ireland local authority collected municipal waste management statistics report for 1 April 2016 to 31 March 2017 was published on 30 November 2017 by the Department of Agriculture, Environment and Rural Affairs. This publication provides information on local authority collected municipal waste from household and non household sources and recycling and landfill rates in Northern Ireland.

Some key points relating to Lisburn & Castlereagh City Council are summarised below:-

 Lisburn & Castlereagh City Council (LCCC) collected 73,976 tonnes of LAC municipal waste. This was a 2.94% increase on the tonnes collected in 2015/16 up from 70,480 tonnes.

 In 2016/17, 41.1% of LCCCs household waste was sent for preparing for reuse, dry recycling and composting, 0.8 percentage points lower than the 2015/16 rate of 41.9%.

 The LCCC (Local Authority Collected) LAC municipal waste energy recovery rate was 3.7% in 2016/17, down from 6.8% recorded in 2015/16..

 The Council’s landfill rate for household waste recorded was 54.4% in 2016/17, an increase of 3.9 percentage points on the 2015/16 rate (50.5%).

 There were 19,687 tonnes of BLACMW sent to landfill during 2016/17, compared to 17,715 tonnes sent in 2015/16. This was 100.2%,of the allocated allowances available for the scheme, compared to 2015/16 (87.79%).

Members can find the full Annual Department of Agriculture, Environment and Rural Affairs report by clicking on the link below.

https://www.daera-ni.gov.uk/publications/northern-ireland-local-authority- collected-municipal-waste-management-statistics-2016

Recommendation

It is recommended that Members note the 2016/17 publication of the Northern Ireland Local Authority Collected municipal waste management statistics report.

A REYNOLDS HEAD OF TECHNICAL AND ESTATES 3 January 2018

APPENDIX 2 TE

NILAS Monitoring Team Control & Data Management Unit Northern Ireland Environment Agency Klondyke Building Cromac Avenue Gasworks Business Park Lower Ormeau Road Malone Lower Belfast BT7 2JA

Email: [email protected]

30th November 2017

Mrs Heather Moore Director of Environmental Services Lisburn & Castlereagh City Council The Island Civic Centre The Island Lisburn Co Antrim BT27 4RL

Our Ref: Lisburn & Castlereagh City Council / Final Reconciliation 2016/17

Dear Mrs Moore,

The Landfill Allowance Scheme (NI) Regulations 2004 (As amended)

Scheme Year 2016/17 – Final Reconciliation

Regulation 14 requires the Monitoring Authority as soon as reasonably practicable after the end of the reconciliation period to reconcile the allowances available with the amount of biodegradable municipal waste sent to landfill as calculated under Regulation 13. This notice of final reconciliation supersedes the draft reconciliation issued on 27th July 2017.

Through WasteDataFlow Lisburn & Castlereagh City Council has submitted quarterly returns for the scheme year 2016/17. From these returns NIEA has calculated1 the amount of Biodegradable Local Authority collected Municipal Waste (BLACMW) sent to landfill by each District Council for the scheme year 2016/17.

The total amount of BLACMW sent to landfill by Lisburn & Castlereagh City Council for the scheme year 2016/17, was 19,687 tonnes. Lisburn & Castlereagh City Council did not exceed its allowances available for the scheme year through 99.83% utilisation of available allowances.

Four councils within the arc21 regional waste management group transferred a total of 73 allowances to Lisburn and Castlereagh City Council. The transfer of these allowances ensured Lisburn and Castlereagh City Council did not exceed its allowances for the 2016/17 scheme year leaving it with a surplus of 34 allowances for the scheme year. The table appended to this letter details the transfers made to the Council during the scheme year.

The annual NILAS report is available on the following page of the DAERA website: https://www.daera-ni.gov.uk/articles/published-waste-data, and access to the NILAS Register can be obtained via the following link: https://www.daera- ni.gov.uk/articles/nilas-landfill-allowances-register.

Please do not hesitate to contact us with any queries.

Yours sincerely,

Adrian Gregory (Dr) Control & Data Management Unit

Cc: Regional Waste Management Group

1The mass balance is detailed at: http://wastedataflow.org/documents/guidancenotes/NorthernIreland/LandfillAllowanceScheme/KPI_(g) _DC_Mass_Balance_Schematic_v4.pdf

Table 1: NILAS transfers to Lisburn and Castlereagh City Council 2016-17

Date transfer agreed From To Allowances transferred 28/07/17 Mid & East Antrim BC Lisburn & Castlereagh CC 16 04/09/17 Belfast CC Lisburn & Castlereagh CC 24 27/09/17 Ards & North Down BC Lisburn & Castlereagh CC 17 25/09/17 Antrim & Newtownabbey BC Lisburn & Castlereagh CC 16

Total: 73

APPENDIX 3 TE

All Councillors; Antrim and Newtownabbey Borough Council, Ards and North Down District Council, Belfast City Council, Lisburn & Castlereagh City Council, Mid and East Antrim Borough Council, Newry, Mourne and Down District Council

Advancing a Municipal Waste Service Morning Conference Friday 2 March 2018 @ 10am Belfast Metropolitan College, Titanic Campus, Belfast

The conference has been organised by arc21 for the 261 Councillors in the six constituent councils which form arc21.

Waste management continues to be one of the major challenges facing councils. It directly impacts on every resident, business and visitor in each council area. It is important that waste services controlled by the councils continue to progress and advance forward.

A number of speakers from throughout the island and from across the water in GB will make a series of presentations on this evolution.

The conference will offer a unique opportunity to hear from eminent and highly respected individuals and to question them. It will also enable councillors to informally chat about the issues with their colleagues over a light lunch at the end of the morning conference.

Coffee and tea will be available from 9.30am with the presentations scheduled to start at 10am. We hope to finish just before 1pm with a light lunch. There is parking at the car park located under the building.

This event is free and open to all our Councillors and Officers. Attendance will be by prior registration. Councillors and Officers wishing to attend can register via notification to [email protected] or by directly contacting Heather Campbell at arc21.

I’m confident that everyone coming will benefit from attending this relatively short conference which has been specially tailored to succinctly cover the topical issues without getting bogged down with detailed legal or technical intricacies

______John Quinn Chief Executive

Appendix 4

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF ENVIRONMENTAL SERVICES COMMITTEE ON WEDNESDAY 10 JANUARY 2018

REPORT BY HEAD OF SERVICE (ENVIRONMENTAL HEALTH)

PURPOSE AND BACKGROUND

The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the Council.

The following items are for decision:

1 It is recommended that Members approve the signing of the Information Sharing Protocol between the Landlord Registrar and Lisburn & Castlereagh City Council.

The following items are for noting:

2.1 It is recommended that Members note the Consultation Document received from the Department of Agriculture, Environment and Rural Affairs and that there is no impact on Lisburn & Castlereagh City Council.

3 It is recommended that Members note the Council’s Emergency Planning role.

4 It is recommended that Members note the report in relation to Health and Wellbeing initiatives carried out in November and December 2017.

5 It is recommended that Members note the report in relation to the application process for a Road Closure under the Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010.

6 It is recommended that Members note the evaluation of the Licensing of Pavement Cafes Act (Northern Ireland) 2014.

7 It is recommended that Members note the Reports received from the Department of Agriculture, Environment and Rural Affairs.

8.1 It is recommended that Members note the change in the procedure for transferring dogs to Sanctuaries from the Council Dog Pound.

8.2 It is recommended that Members note the report in relation to Dog Control statistics published by the Department of Agriculture, Environment and Rural Affairs.

9.1 It is recommended that Members note the report in relation to joint Health and Safety pre-Christmas visits with the Northern Ireland Fire and Rescue Service.

9.2 It is recommended that Members note the Minutes of the Safety Advisory Group meeting held on Wednesday, 18 October 2017.

ITEMS FOR DECISION

1 INFORMATION SHARING PROTOCOL BETWEEN THE LANDLORD REGISTRAR AND LISBURN & CASTLEREAGH CITY COUNCIL

Members are advised that a revised Information Sharing Protocol between the Landlord Registrar and Lisburn & Castlereagh City Council has been received from the Department for Communities.

Approval was previously granted by both former councils and this Protocol continued with the formation of Lisburn & Castlereagh City Council. The new Protocol places a minor additional audit trail on councils. This requirement is included in Section 5 of the Protocol attached as Appendix 1 EH for Members’ information and is the only addition to the previous document.

Recommendation

It is recommended that Members approve the signing of the Information Sharing Protocol between the Landlord Registrar and Lisburn & Castlereagh City Council.

ITEMS FOR NOTING

2 CONSULTATION FOR NOTING

2.1 CONSULTATION ON THE DEPARTMENT’S RESPONSE TO THE TB STRATEGIC PARTNERSHIP GROUP’S RECOMMENDATIONS TO ERADICATE BOVINE TUBERCULOSIS (BTB) IN NORTHERN IRELAND

Members are advised that a Consultation Document has been received from the Department of Agriculture, Environment and Rural Affairs (DAERA) in relation to proposals for the implementation of an eradication strategy for Bovine Tuberculosis in Northern Ireland.

This Consultation sets out DAERA’s proposals for a new strategic approach to the eradication of bovine tuberculosis (bTB). The proposals have been developed following consideration of and in response to the report ‘Bovine Tuberculosis Eradication Strategy for Northern Ireland’, published by the TB Strategic Partnership Group (TBSPG), in December 2016.

The TBSPG’s recommendations, and the Department’s proposals cover a number of key thematic areas and Councils have no statutory involvement in this process.

Recommendation

It is recommended that Members note the Consultation Document received from the Department of Agriculture, Environment and Rural Affairs and that there is no impact on Lisburn & Castlereagh City Council.

3 LISBURN & CASTLEREAGH CITY COUNCIL – EMERGENCY PLANNING ROLE

Members may recall that the Council’s Emergency Plan has been in place since the commencement of the new Council and has been activated on a number of occasions. These occasions have ranged from flooding and security alerts to more recently Storm Ophelia and the Coolmoyne House fire. A vital part of the Emergency Planning process is the continuous review and reinvestment of learning into the Council’s Emergency Planning arrangements. Attached as Appendix 2 EH is a summary of the Council’s role in both emergency response and recovery. In addition to this, Members will have the opportunity to receive Emergency Planning Training - Civil Contingencies for Elected Members which will be held on 16 or 30 January 2018.

Recommendation

It is recommended that Members note the Council’s Emergency Planning role.

4 HEALTH AND WELLBEING

Attached as Appendix 3 EH for Members’ information is a breakdown of recent events held to promote overall awareness on a number of Health and Wellbeing initiatives carried out in November and December 2017.

Recommendation

It is recommended that Members note the report in relation to Health and Wellbeing initiatives carried out in November and December 2017.

5 THE ROADS (MISCELLANEOUS PROVISIONS) ACT (NORTHERN IRELAND) 2010 – ROADS CLOSURE

Members may recall that The Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010 was enacted on 13 August 2010, however, it was only commenced on 4 September 2017.

Officers have now prepared a suite of documentation to assist those people who, through proposed activities, may need to comply with this statute. The documentation (attached as Appendix 4 EH for Members’ reference) includes an application document, guidance document, process flow chart and Departmental Guidance Notes for Promoters of Events.

The application process requires an advertisement in one local newspaper and then 21 days for receipt of representation. This representation may then have to be considered by the Environmental Health Committee it is therefore recommended that all applications must be received at least 12 weeks before an event is scheduled to be held that will result in a road closure.

Recommendation

It is recommended that Members note the report in relation to the application process for a Road Closure under the Roads (Miscellaneous Provisions) Act (Northern Ireland) 2010.

6 EVALUATION OF THE LICENSING OF PAVEMENT CAFES ACT (NORTHERN IRELAND) 2014

Members may be aware that the Pavement Cafés Act (Northern Ireland) 2014 was commenced in October 2016. The Council has received an Evaluation Questionnaire from the Department for Communities (attached as Appendix 5 EH for Members’ information) regarding the legislation and its implementation.

At present, in view of comments and representations from lobbying groups, Lisburn & Castlereagh City Council has not been able to process any applications for Pavement Cafes. The lack of progress in relation to the granting of licences is primarily due to ongoing pressure from lobby groups for disabled people who have raised concerns that guidance produced by the Department for Communities to date does not go far enough to prevent pavement cafes from causing further obstruction to pavement users; particularly those with disabilities.

Councils have been concerned about processing applications in the absence of definitive guidance from the Department of Infrastructure, Roads. Councils have been working with the Department of Infrastructure, Roads to seek the completion of technical guidance which will assist with consistency of interpretation regarding the factors to consider for the layout and design of a pavement café and in particular, to take account of other pavement users. Once the Department of Infrastructure, Roads guidance has been finalised, the Environmental Health Service Unit will be able to commence processing pavement café licence applications.

Recommendation

It is recommended that Members note the evaluation of the Licensing of Pavement Cafes Act (Northern Ireland) 2014.

7 REPORTS AVAILABLE FROM DAERA

Members are advised that the Environmental Health Service Unit has received Reports from the Department of Agriculture, Environment and Rural Affairs (DAERA), The Air Pollution Report 2016 and the Drinking Water Quality in Northern Ireland 2016 Report.

Attached as Appendix 6 EH is further information relating to the Reports received and copies of the full Reports are available from the Environmental Health Service Unit should Members wish to peruse the content.

Recommendation

It is recommended that Members note the Reports received from the Department of Agriculture, Environment and Rural Affairs.

8 DOG CONTROL

8.1 Transfer of Dogs from the Council Dog Pound

Members may recall a report tabled to the December meeting of the Environmental Services Committee with regard to providing a health check and first vaccination for dogs being passed from the Dog Pound to sanctuaries.

Previously the amount of £15.00 was given to sanctuaries to carry out this activity. The proposed change in procedure would ensure that the Enforcement Officers will have this service carried out prior to a dog leaving our care and under the existing Veterinary Contract that we have in place. This would provide significant savings to the Sanctuary as the Council can obtain this service at a reduced rate.

In response to a Member’s proposal to provide an additional £15.00 per dog to the Sanctuary, this option, based on approximately 65 dogs being transferred would cost the Council an additional £975.00 over a year. Provision for this activity, if approved, has not been included in the draft 2018/2019 Estimates.

Recommendation

It is recommended that Members note the change in the procedure for transferring dogs to Sanctuaries from the Council Dog Pound.

8.2 Dog Control Statistics Published by the Department of Agriculture, Environment and Rural Affairs

In response to a query from Members at the December meeting of the Environmental Services Committee, attached as Appendix 7 EH are the recent dog control statistics published by the Department of Agriculture, Environment and Rural Affairs (DAERA) showing figures for each of the 11 councils for the period from April to September 2017.

Members will note that during this period 71 stray dogs were impounded and of these, only 2 were humanely destroyed. During the same period, 40 unwanted dogs were accepted by this Council, 3 of which were humanely destroyed.

The Council’s Enforcement Officers strive to rehome all dogs that are impounded, with the exception of dogs in poor health and those with poor temperament.

Recommendation

It is recommended that Members note the report in relation to Dog Control statistics published by the Department of Agriculture, Environment and Rural Affairs.

9 HEALTH AND SAFETY

9.1 HEALTH AND SAFETY JOINT PRE-CHRISTMAS VISITS WITH THE NORTHERN IRELAND FIRE AND RESCUE SERVICE

Attached as Appendix 8 EH is a report for Members’ information in relation to joint Health and Safety pre-Christmas visits with the Northern Ireland Fire and Rescue Service.

Recommendation

It is recommended that Members note the report in relation to joint Health and Safety pre-Christmas visits with the Northern Ireland Fire and Rescue Service.

9.2 THE SAFETY ADVISORY GROUP MINUTES

Members may be aware of the Lisburn & Castlereagh City Council Safety Advisory Group. A meeting of the Group was held on Wednesday 18 October 2017 and a copy of the Minutes is attached as Appendix 9 EH for Members’ reference.

Recommendation

It is recommended that Members note the Minutes of the Safety Advisory Group meeting held on Wednesday 18 October 2017.

RICHARD W HARVEY HEAD OF SERVICE (ENVIRONMENTAL HEALTH) 3 January 2018

APPENDIX 1 EH

Information Sharing Protocol between the Landlord Registration Registrar and the Lisburn and Castlereagh Council

1. Policy Statements and Purpose of Protocol

The following protocols have been developed to assist the sharing of information required by

Regulation 9 of The Landlord Registration Scheme Regulations (Northern Ireland) 2014. It is the intention that all aspects of information sharing and disclosure of the information shall comply with the Data Protection Act 1998.

The purpose of this document is to ensure there is a protocol for the sharing of certain personal data collected by the Registrar in its role as Data Controller of the Landlord Registration Scheme, where that personal data is needed for the purposes of enabling or assisting a council in the exercise of its functions under any provision of the Private Tenancies (Northern Ireland) Order

2006 and Article 54 of the Rent (Northern Ireland) Order 1978, as per The Landlord Registration

Scheme Regulations (Northern Ireland) 2014.

2. Data

2.1 What data may be shared?

Regulation 9 prescribes the nature of the data that must be shared between the Registrar and the

Council.

The precise nature of the data that can be requested and supplied is:

a) the landlord’s full name;

b) the name, address and contact number of any agent acting on a landlord’s behalf;

c) for each dwelling house let or to be let:-

i. the address including the postcode;

ii. the date the house was built;

iii. the name and contact details of all joint owners (if any);

d) the landlords address, email address, telephone number(s) (including mobile telephone

number(s));

e) correspondence address for the landlord (which must be in Northern Ireland) if different

from above;

f) the landlord’s date of birth;

g) where the landlord is a landlord who is not liable under regulation 7 (2) to pay a fee:-

i. the House in Multiple Occupation registration certificate number; and

ii. the address of each House in Multiple Occupation; and,

h) where the landlord is a company, the company registration number.

In keeping with general data protection principles only the data that is necessary for the purposes of enabling or assisting a council in the exercise of its functions under any provision of the Private

Tenancies (Northern Ireland) Order 2006 and Article 54 of the Rent (Northern Ireland) Order 1978 should be requested. Asking for information in excess of that needed to perform a prescribed function could result in prosecution.

2.2 How is this information going to be exchanged?

Authorised officers from within the Council will be provided with unique Landlord Registration

System log in details. This will permit authorised officers to search the Register on a case by case basis for the information listed above. Council internal procedures should specify how this information will be used/exchanged and document that process. This must take account of the security classification of the information, for example personally identifiable information should not be sent by email unless the email systems are gsi compliant or approved encryption is used.

2.3 Timescales

If there are any organisational time limits by which the data is required these should be included in the request, partners may wish to agree timescales for completion of requests.

2.4 How securely does the data need to be stored?

The Council should ensure that: - unauthorised staff and other individuals are prevented from gaining access to personal data;

- visitors are received and supervised at all times in areas where personal data is stored;

- all computer systems that contain personal data be password-protected (the level of security

should depend on the type of data held, but ensure that only those who need to use the data

have access);

- workstation/PC are not left signed on when not in use; and

- all disks, tapes or printouts are locked securely away when not in use;

- all new software is virus-checked prior to loading onto a Council machine;

- no personal data is transmitted by email;

- the intended recipients of a fax containing personal data are aware that it is being sent and

can ensure security on delivery;

- paper files are stored in secure locations and only accessed by those who need to use them;

- personal data is not disclosed to anyone other than the Data Subject unless you have the

Data Subject’s consent, or it is a registered disclosure, required by law, or permitted by a

Data Protection Act 1998 exemption.

- no information is left on public display in any form; and,

- desks are cleared at the end of each day and sensitive material is locked away safely.

2.5 Further Use of Data

There should be no further use of the data collected as this is not permitted by the Regulations.

When the information/data is no longer required, it should be securely deleted/destroyed.

3. Breach of confidentiality

Article 64B of the PTO as inserted by Section 6 of the Housing (Amendment) Act (Northern

Ireland) 2011 sets out the offences relating to unauthorised disclosure of information.

4. Requests for Disclosure of Information subject to legislation.

All recorded information held by public sector agencies is subject to the provisions of the Freedom of Information Act 2000 and the Data Protection Act 1998. While there is no requirement to consult with third parties under FOIA, the partners in this protocol arrangement will consult the partner from whom the information originated and will consider their views to inform the decision making process.

5. Audit Requirement – System Access Check

To satisfy the Department for Communities’s Audit requirement, the Landlord Registrar is required to carry out a percentage check of Authorised Users access to the Landlord Registration Scheme system. This is carried out on a monthly basis and a return will be forwarded to each Council

Approver, asking that access to the system by the user was for legitimate business purposes under the Private Tenancies (Northern Ireland) Order 2006 and also the reason(s) for access.

6. Amendment to this protocol

This protocol can only be amended with prior agreement of each partner.

Signed:

Name: Landlord Registration Registrar

Date:

Signed:

Name:

Authorised Council Officer

Lisburn and Castlereagh Council

Date:

APPENDIX 2 EH

LCCC EMERGENCY PLANNING ROLE

Lisburn & Castlereagh City Council has established and continually developed its emergency planning arrangements since the inception of the new Council. The Emergency Plan has been enacted on a number of occasions and more recently three occasions in quick succession.

The Council’s role during a major incident/emergency is se en as a support and coordination role. These include:

 Provision of Council services during emergency response and recovery and the maintenance of other essential but non-emergency services throughout.

 Co-ordination of local level emergency response and recovery.

 Provision of support, including, by agreement, staff, accommodation, equipment and expertise, to other organizations responding to an emergency situation.

To do so the Council must understand the different phases of emergency and understand its required commitments. The recognised pha ses of an emergency are anticipation, assessment, prevention, preparation, response and recovery management. The Council through its many functions and relationships has a major role in all of these phases. Figure 1 shows a model where the phases are sequenced discretely in time.

Preparedness

Anticipation, assessment, prevention and preparation are phases of preparedness identifying for potential risks, horizon scanning and emer gency planning performed by LCCC and its multi-agency stakeholders. LCCC has created a formal Emergency Planning Implementation Group for the internal development of Civil Contingency arrangements. Externally LCCC actively develops multi-agency preparedness through the Emergency Preparedness Group. While Emergency Planning has been designated to the Environmental Services Department, it is recognized that Emergency Planning, Resp onse and Recovery are corporate functions requiring participation from all departments coordinated through the Emergency Planning Officer.

During the Response Phase

Response encompasses the decisions and actions taken to deal with the immediate effects of an incident. It is the decisions and actions taken in accordance with the strategic, tactical and operational objectives defined by emergency responders. The Council recognises that in the immediate aftermath of most emergencies, th e Emergency Services such as th e Police, Ambulance, and Fire & Rescue Service will be involved in safe guarding life, preventing an escalation of the incident and criminal investigation.

The Emergency Services emergency comman d structures which may include the following three levels:

1. Bronze – Operational Command - Responding agencies at the scene of the incident. Likely issues to be dealt with at Bronze are;  Search and Rescue  First Aid  Specialist response  Traffic/Evacuation Management

2. Silver – Tactical Command - tactical coordinating group. Likely issues to be dealt with at Silver are;  Interprets strategic direction  Investigation of incident  Coordination of activities and resources  Casualty Information  Media and communications

3. Gold - Strategic Command – strategic coordinating group. Likely issues to be dealt with at Gold;  Finances  Public Enquiries  Ministerial Briefings  Sub Regional or Regional coordination  Long term emergencies

It is important to note that not all emergencies necessitate these three levels of command.

The Council will co-op erate with l ocal Emergency Servic es, Health Services or Lead Government Departments during the response phase. During response phase the Council will have a supporting role and a nominated Council liaison will attend the relevant coordination group. The Council Emergency Co-ordination C entre may be used to provide multi-agency coordination during the response phase if required.

In the response phase, the Council may provide the following support at the request of other Agencies:

 The provision of Council Buildings/Facilities for use as support centers;  The provision of Council Services such as undertaking clean-up operations.  The provision of expertise such as Building Control or Environmental Health;  The provision of equipment such as vehicles and tools;  To provision of personnel to assist with general duties such as gathering/providing information and manual tasks where minimal training is required.

The Chief Executive and the Council’s Emergency Management Team, will take the following into consideration in deciding what resources to deploy:

 Whether the resources will be of benefit to the overall emergency response and the affected community.  Whether the use of Council facilities is best and most expedient option.  Where another organisation has p rimary responsibility, whether the drain on th e resources of that agency would be such that Council support would be essential.  Whether staff would be sufficiently competent to carry out the function a nd/or whether their health and safety would be compromised.

There are also some instances where Emergency Services may not naturally take the lead in the response, for example in an incident such as flooding of residential property where lives are not at risk, or in many pollution incidents.

In instances where there is a multi-agency response to an emergency, but there is no clear lead organisation, the Chief Executive will make an assessment of whether the council will co-ordinate. Alternatively the Chief Executive may consider this role at the request of another agency.

During the Recovery Phase

The recovery stage of a major incident commences as soon as the emergency has occurred. There may be long term issues to mitigate for individuals, communities, infrastructure, the environment, the economy, as well as ongoing inquiries and legal action.

In the recovery phase the aim of the services involved will be to support the community and help to restore normality as soon as possible. There will also be considerable public and media information needs which will have to be managed.

During this phase the Council’s role will, where appropriate:

 Provide a forum to facilitate the co-ordination of services provided by other statutory and voluntary organisations (Multi-Agency Recovery Group). The aim of this group would be to provide a strategic overview of the managemen t of the reco very and ensure there are no fundamental gaps between the services being made available and the requirements of the community.

 Provide Council buildings/facilities, services, expertise, equipment, and staff etc.

 Continuing to gather and disseminate information.

 Coordinating the provision of information (other than casualty information) to the public, e.g. by setting up advice lines or advice centres etc.

 Coordinating the provision of information to the media, through regular briefings, press conferences, news releases etc.

 Providing care and support (of a kind not covered by the st atutory duties of other public bodies) for those most affected, e.g. leading in the provision of a memorial service or the erection of a permanent memorial etc.

During the Review Phase

Following any major incident there is a need to review the incident to learn the lessons and make improvements to planning arrangements. This will be done through the use of structured debrief. It is essent ial that the Cou ncil hold an internal de brief at t he earliest appropriate occasion while engaging in any multi-agency structured debrief that may occur. Debriefing should be honest and open and the results disseminated widely.

A comprehensive reco rd should b e kept of a ll events, d ecisions, reasoning behind key decisions and actions taken. These records will serve the Councils need for information should there be any formal inq uiry and also support th e learning process and allow lessons to be learnt.

The recovery phase of an emergency has complications due to the extended time-line and it potentially involves more stakeholders then the response phase. For most emergencies, it is appropriate to carry out a number of debriefs at different stages in the recovery, when certain ‘recovery milestones’ are achieved or a certain period of time has elapsed. It may be a number of months since the emergency until the first recovery debrief can take place, but there should be a continual process for debriefs throughout the recovery phase.

APPENDIX 3 EH

Health and Wellbeing Initiatives carried out during November and December 2017

1. Falls Prevention Event at Dundonald International Ice Bowl

As part of the Health and Wellbeing remit of the Environmental Health Service Unit, Members may be aware of the initiatives conducted by the Service Unit.

An event, supported by the C-SAW Project within the Council, was held at Dundonald International Ice Bowl on Tuesday 12 December 2017 with the theme being “Falls Prevention”.

Those attending the Event participated in indoor bowls which provided awareness on the importance of daily exercise to maintain mobility. The local Neighbourhood Police delivered a presentation highlighting the importance of security and crime prevention within the home and a home safety drama was also performed to reiterate the importance of falls prevention within the home and measures which may be taken to assist with reducing these.

2. Home Safety Events

As part of the Health and Wellbeing remit of the Environmental Health Service Unit, Members may be aware of the initiatives conducted by the Service Unit.

A number of Home Safety talks have been delivered throughout November and December 2017. Details of these Events are outlined below for Members’ information.

Resurgam Trust Networking event on 3 November 2017

An information stand was provided with Home Safety and Health and Wellbeing topics discussed with approximately 80 people in attendance throughout the event. Other aspects were included at the event to highlight healthier food choices, reducing food waste and simple basic home-made recipes.

People First Family Support on 17 November 2017

On 17 November 2017, a home safety talk was delivered to People 1st Family support, Railway Street Lisburn. A total of 5 families attended the talk with home safety messages being discussed around blind cord safety, burns and scalds and general home safety.

Falls Prevention – Sarah Crother’s Centre on 22 November 2017

On 22 November 2017 a home safety talk was delivered at Sarah Crother’s Centre Lisburn. This talk was delivered to approximately 25 older people with topics relating to falls prevention, home safety and crime prevention.

Steering Group Meeting on 11 December 2017

On 11 December 2017 the Home Safety Team attended a Steering Group Meeting led by the South Eastern Trust for the introduction of smoke free homes. Home Safety provided an update as to the work carried out within homes and how Home Safety Officers will be able to assist with the introduction of smoke free homes within the Lisburn & Castlereagh City Council area.

3. Food Hygiene Training

As part of the Health and Wellbeing remit of the Environmental Health Service Unit raising the capacity of citizens within the City, Members may be aware that the Service Unit carries out a number of educational programmes, as well as their routine interventions, with local businesses and community organisations.

Members are advised that Food Hygiene Instruction Training was carried out on 24 November 2017 at the Bridge Community Centre to 32 people and on 7 December 2017 at Ballyoran Centre with 8 people in attendance. Similar Basic Hygiene Instruction Training was carried out at Lough Moss Centre on 7 November 2017 as part of a community “Cook it” Programme which 10 people attended.

This training program assists individuals that work as volunteers within community projects where the preparation of food may take place or to attain the requirements necessary for employment in the food industry.

APPENDIX 5 EH

Social Policy Unit Evaluation of the Pavement Cafés Act (Northern Ireland) 2014

Questionnaire for District Councils

The Licensing of Pavement Cafés Act (Northern Ireland) 2014 Questionnaire

Name & Address of District Council:

Lisburn & Castlereagh City Council

Civic Headquarters

Lagan Valley Island

Lisburn BT27 4RL

District Council’s e-mail address:

[email protected]

Name of Chief Executive & Contact Details:

Dr Theresa Donaldson

[email protected]

Implementation of the legislation:

Licensing of Pavement Cafés Act (NI) 2014 – Questionnaire for Councils

1. Are all stakeholders in your council area aware of the new Licensing of Pavement Cafés Act (Northern Ir eland) 2014 and its i mplications? What has your council done to ensure stakeholders are aware of their responsibilities under the new legislation?

We carried out site visits to all existing Pavement Cafes that we are aware of and informed them of legislation and governance such as fees, duration of licence and application process .

2. Has your council produced any guidanc e regarding pavement café legislation in order to assist stakeholders in your area? If so, how has this been publicised and shared with stakeholders?

Local Government guidance from Licensing Forum

Granting & refusing of licences:

3. How many pavement café licences has your council issued sinc e 1 October 2016?

Zero

4. How many pavement café licenc es has your council refused since 1 October 2016 and if so, which part(s) of section 4 of the Act referred when refusing any licences?

Licensing of Pavement Cafés Act (NI) 2014 – Questionnaire for Councils

Zero

Applications – General Provisions:

5. The legislation states that on receipt of a paveme nt café licence application councils must make the applicat ion available to be viewed by the public until the end of the 28 days allowed for repr esentations and publicise that any representations regarding the application may be made in writing to the relevant council until the end of the 28 days. Please give details on how your council carries this out.

No Applications

Appeals:

6. Has your council received any appeals against refusing pavement café licences since 1 October 2016? If so, what were the grounds for these appeals and were they successful?

No

Notice of application to be displayed:

Licensing of Pavement Cafés Act (NI) 2014 – Questionnaire for Councils

7. The legislation states that pavement café licence applicants must fix a notice on the premises as stated on lic ence which is visible and legible to the public until the end of the 28 day period allowed for representations. Have you advised stakeholders regarding this in your own guidance?

No Applications

Fees:

8. Has your council decided to charge a fee for a pavement café licence to cover administrative costs? If so, please provide details of the charging system which has been agreed.

Yes

Fees:

9. Does your council public ise the fee it in tends to charge and how this is calculated? How does your council carry this out?

This has been conveyed to those pavement cafes which have been visited and it is our intention to advertise this information on our web site when all the necessary guidance is in place to proceed with administering this Legislation as indicated in sect 12 below.

Powers of entry and inspection:

10. Has any council official had to enter premises when evidence gathering during the decision making process of a pavement café licence application?

No

Licensing of Pavement Cafés Act (NI) 2014 – Questionnaire for Councils

Powers to remove unlicensed furniture:

11. Has your council had to remove any un licensed furniture from a public area in the course of a business, for use for t he consumption of food or drink in the course of that business?

No

General:

12. Is there any other informati on you would like to add regarding the implementation of the Lic ensing of Pavement Cafés Act (Northern Ireland) 2014? Concerns of disability action groups The lack of progress in relation to the granting of licences is primarily due to ongoing pressure from lobby groups for disabled people who have raised concerns that guidance produced to date does not go far enough to prevent pavement cafes from causing further obstruction to pavement users; particularly those with disabilities. As DfC will be aware Local Government representative raised concerns with the Committee for Social Development in October 2013, prior to the introduction of the legislation, about the need to ensure disabled access issues were carefully addressed. This was also a key concern for MLA’s arising from our discussions at the Committee and I believe separate representations were also made to the Committee on the issue by various disability groups at that time. As councils are required to consult with Transport NI (now DfI – Roads) when considering an application for a Pavement Café Licence their advice is crucial to ensure that any implications for pedestrians and public safety issues are properly taken into account. The guidance provided by the Department (see section 4.11 of “The Licensing of Pavement Cafes Act (NI) 2014, Department for Communities, Guidelines”) in respect of minimum footway widths has been the subject of significant concern for disabled groups. This has resulted in them making representations to DfI – Roads, the Licensing Forum NI and to all councils individually. As referred to in the Licensing Forum “Guidance for applicants” Councils have been working with DfI – Roads to seek the completion of technical guidelines. Such guidance will assist with consistency of interpretation regarding the factors to consider for the layout and design of a pavement café and, in particular, to take account of other pavement users. Consequently, a number of meetings have been held with disabled groups, including Imtac and Guide Dogs, to consider their views. Both DfI and the Licensing Forum were also recently invited to appear before the All Party Group on Visual Impairment at the Assembly

Licensing of Pavement Cafés Act (NI) 2014 – Questionnaire for Councils as they were concerned guidance available did not give due regard to many of the issues raised by disability organisations. Councils have been concerned about processing applications in the absence of definitive guidance from DfI – Roads and, in light of the concerns of the disability groups, are all the more aware of compliance with Disability Discrimination Act 995 requirements. Planning permission Despite efforts by Heads of Planning and the Licensing Forum NI to resolve the matter there has been no agreement reached across the 11 Councils regarding the requirement for planning permission for pavement cafes. Whilst some have taken a pragmatic approach there are others who believe that a strict interpretation of the legislation means that a planning application is required. At the outset if consideration had been given to designating pavement cafés as permitted development then this would have avoided any confusion and ensured no additional financial burden was placed on perspective applicants. Operational issues Given that we have not yet issued any licences in Lisburn & Castlereagh it is unfortunate we are unable to respond to a number of the questions posed in the questionnaire. However, once the DfI – Roads guidance has been finalised we will very quickly be able to commence processing pavement café licence applications and may then identify matters relating to decision making and enforcement that the Department may wish to consider. One concern that we envisage will be the interpretation/application of what constitutes a public area, a matter which has already been raised through the Licensing Forum and remains the subject of ongoing debate. Key learning point from the implementation of the Act At the Committee for Social Development Local Government officers made strong representations that the development of model technical and managerial guidance, drawn up by the Department in conjunction with key stakeholders, would provide the necessary basis to assist with the effective implementation of the legislation. Through such an approach there is no doubt that many of the issues which have been an impediment to councils would have been identified and addressed prior to the introduction of the legislation.

Licensing of Pavement Cafés Act (NI) 2014 – Questionnaire for Councils

APPENDIX 6 EH

REPORTS RECEIVED FROM DAERA

1. AIR POLLUTION REPORT 2016

The Environmental Health Service Unit has received the Air Pollution Report for 2016 from the Department of Agriculture, Environment and Rural Affairs (DAERA). The Report aims to provide the citizens of Northern Ireland with user-friendly information on local air quality monitoring and contains the key results of monitoring from throughout the region during 2016.

Air Pollution in Northern Ireland has improved substantially over a number of years. In particular, concentrations of Sulphur Dioxide, a pollutant associated with coal and oil combustion, have declined significantly. Regionally Northern Ireland continues to seek to improve its air quality undertaking initiatives which are expected to deliver improvements in air quality by, for example, reducing traffic congestion and promoting active travel.

Copies of the Air Pollution Report 2016 are available from the Environmental Health Service Unit should Members wish to peruse its content.

2. DRINKING WATER QUALITY IN NORTHERN IRELAND 2016

The Environmental Health Service Unit has received the Drinking Water Quality in Northern Ireland 2016 Report from the Drinking Water Inspectorate of Department of Agriculture, Environment and Rural Affairs (DAERA). The Report aims to provide the citizens of Northern Ireland with user-friendly information on Drinking Water Quality and contains the key results of monitoring from throughout the region during 2016.

This is the 21st report in a series published by the Drinking Water Inspectorate, acting in their role as the Drinking Water Quality Regulator for both public and private water supplies. Following the changes to local government in May 2016, this is the first report to be published under the new Department of Agriculture, Environment and Rural Affairs (DAERA).

Comprehensive monitoring is undertaken by NI Water to assess public drinking water quality and compliance is based on the results of key tests carried out throughout the water supply chain: from water treatment works, service reservoirs, and consumers’ taps. Compliance is assessed against EU and national standards and in 2016 the overall public drinking water compliance remained high at 99.86%.

Copies of the Drinking Water Quality Report 2016 are available from the Environmental Health Service Unit should Members wish to peruse its content.

Year to date (April 17 to September 17)

Complaints Seized and Impounded Total Microchipped Microchipped Reclaimed Unclaimed Sold to Passed to Other Comments Received returned to pre-seizure: pre-seizure: by owner Humanely Public shelters or Complaints in relation to strays and details of follow-up action. owners Returned to Impounded Destroyed other animal owners organisations

ANTRIM AND NEWTOWNABBEY BOROUGH COUNCIL 242 14 128 142 14 74 79 3 19 27 0 ARDS AND NORTH DOWN BOROUGH COUNCIL 297 19 169 188 16 107 132 3 32 2 0 ARMAGH, BANBRIDGE AND CRAIGAVON BOROUGH COUNCIL 584 21 314 335 20 137 110 20 36 144 4 BELFAST CITY COUNCIL 835 173 264 437 137 124 94 8 75 79 8 CAUSEWAY COAST AND GLENS BOROUGH COUNCIL 303 74 123 197 74 86 38 1 0 84 0 DERRY AND STRABANE DISTRICT COUNCIL 444 7 87 94 7 43 42 5 6 34 0 FERMANAGH AND OMAGH DISTRICT COUNCIL 193 47 112 159 41 74 38 15 3 56 0 LISBURN AND CASTLEREAGH CITY COUNCIL 222 69 71 140 69 41 38 2 16 15 0 MID AND EAST ANTRIM BOROUGH COUNCIL 193 40 99 139 40 55 58 4 13 22 2 MID ULSTER DISTRICT COUNCIL 327 3 236 239 3 55 63 11 53 109 0 NEWRY, MOURNE AND DOWN DISTRICT COUNCIL 279 49 297 346 14 48 43 36 178 17 23 TOTAL 3919 516 1900 2416 435 844 735 108 431 589 37 Year to date (April 17 to September 17)

Sold Humanely Passed to Other Total Comments Dog collected at the owners request or dropped off at council Destroyed shelters or pound. other animal organisations ANTRIM AND NEWTOWNABBEY BOROUGH COUNCIL 15 9 14 0 38 ARDS AND NORTH DOWN BOROUGH COUNCIL 35 7 0 0 42 ARMAGH, BANBRIDGE AND CRAIGAVON BOROUGH COUNCIL 1 7 39 0 47 BELFAST CITY COUNCIL 3 5 11 0 19 CAUSEWAY COAST AND GLENS BOROUGH COUNCIL 0 3 55 0 58 DERRY AND STRABANE DISTRICT COUNCIL 6 5 48 0 59 FERMANAGH AND OMAGH DISTRICT COUNCIL 2 38 50 0 90 LISBURN AND CASTLEREAGH CITY COUNCIL 24 3 13 0 40 MID AND EAST ANTRIM BOROUGH COUNCIL 12 8 7 0 27 MID ULSTER DISTRICT COUNCIL 43 11 44 0 98 NEWRY, MOURNE AND DOWN DISTRICT COUNCIL 29 10 6 3 48 TOTAL 170 106 287 3 566 APPENDIX 8 EH

HEALTH AND SAFETY

HEALTH AND SAFETY JOINT PRE-CHRISTMAS VISITS WITH THE NORTHERN IRELAND FIRE AND RESCUE SERVICE

Members may be aware that the Council has a number of Memoranda of Understanding with partnering agencies, one of which is with the Northern Ireland Fire and Rescue Service in relation to Fire Safety.

Over the festive period there is a tendency by businesses to increase the amount of material (stock) stored within their stock rooms. This has the potential to lead to additional risk associated with both fire safety and manual handling (manual handling is enforced by the Council within these premises).

The purpose of this report is to advise Members that during this initiative the Environmental Health Service Unit carried out 29 visits to premises within the City in December 2017, 13 of which were joint visits with the Northern Ireland Fire and Rescue Service to determine compliance as detailed above. Advice was given to business operators and any contraventions detected were dealt with immediately.

The initiative highlighted the importance of conducting such visits at this time of year to address fire safety contraventions.

APPENDIX 9 EH

MINUTES OF THE SAFETY ADVISORY GROUP

WEDNESDAY 18 OCTOBER 2017

COMMITTEE ROOM, BRADFORD COURT, CASTLEREAGH

Chair: Heather Moore LCCC (HM)

In attendance: Gareth Lennox, LCCC (GL) Gemma McKenna, LCCC (GMcK) Danielle McCaffery, LCCC (DMcC) Julie Bunch, LCCC (JB) Kieran Connolly, LCCC (KC) Mark McCann, LCCC (MMcC) arrived 10am Ricky Taylor, PSNI (RT) Jeremy Cowen, NIAS (JC)

Minutes: Gillian Patterson (GP)

AGENDA ITEM & OUTCOME Action 1 WELCOME & APOLOGIES

HM welcomed all to meeting and apologies were received from Richard Harvey LCCC, Sandra Pinion LCCC and Simon Fell, NIAS Noted

2 MINUTES OF THE MEETING OF 20 SEPTEMBER 2017

Minutes from 20 September 2017 were agreed for accuracy Noted

3 MATTERS ARISING

3.1 HM recommended a letter was drawn up by SP/GL to be sent to SP/GL Commander, NIFRS re encouraging their attendance at SAG meetings

3.2 RT informed meeting a table top exercise had been held for Twilight event & HM sought confirmation on measures taken re prohibiting use of Drones. RT confirmed increased security agreed around gate areas

4 PRESENTATIONS

4.1 Christmas Switch on Market Square 16 November 2017

Carolyn Thomas and student Aime e Orr attended. CT confirmed competency and feedback from debrief last year considered within event plan. CT talked group through EMP and discussions/advice was given for:-

 Multi-agency meeting, recommended to be h eld before SAG presentation, was again encouraged  Limited numbers identified in sunken area of Market Square with stewards in place here to monitor  Bridge Community Centre was suggested as extra muster station  First aid pro vision – use matrix fro m the previous Purple Guide as starting point and supplement where necessary  Silver command PSNI attendance changed to 5.45pm. RT sought clarification on authority of LCCC member in attendance  RT confirmed PSNI to provide parade escorts  Advice given on reconsidering use/location of LED screen  RIDDOR

CT first year organising event and thanked team for advice given

4.2 Hillsborough Santa Run Sunday 3rd December 2017

Adrian Day attended. Competency was confirmed. RT stated he had heard nothing about this event and explained that application form should come to PSNI, Lisburn, and that SAG cannot be used as multi-agency meeting. AD to apply online asap. AD talked group through EMP. Discussion/advice was given for :-

 Providing route map marked showing signs and marshall points  Use of experienced/qualified marshalls, NI Access checked etc, Check mobile phone reception for marshalled areas. Advised to appoint one safeguarding person  Use of car parks and registration points. Check if Village Centre can be opened for use in registration

5 EVENTS NOTIFICATIONS RECEIVED

 Purple Turnip Day 2

 RSPBNI – Cancelled

 Community Celebration of Difference – DMcC to find out DMcC information re actual location in Millars Lane, LCCC funding

 Lisburn Barracks Fireworks Display – Notification form very detailed but group not sure why event not invited to SAG. DMcC DMcC to make inquiries so this can be addressed going forward

 NI Leisure Show EIKON

 Royal Ulster Winter Fair EIKON – Notification received, invited to November SAG

 Rowan Drive Christmas Switch on – competent, 13 years experience

HM recommended that given the regional significance of the EIKON RH venue, SAG should show continue with proactive engagement and issue twice yearly invites, from Richard Harvey, for touch base meetings

6 EVENTS HELD

 Colour Blast/Run

 The Whispering Wood

 Harvest & Harmony

 Belfast Championship Dog Show (EIKON)

 NMBVA Pantridge Memorial Service

 Community Partnership Event

7 DEBRIEFS RECEIVED

 Little Green Allotment Festival & Dog Show 19 August

 Hilden Beer Festival 24-26 August

 LCCC Park Life 1 July – 20 August

Moira Calling – HM advised of need to include a POC for Grounds Maintenance to assist with any set up arrangements in the event of adverse weather  NMBVA Pantridge Memorial

 Sunflowerfest – discussed last month SAG

 All Ireland Motor Event

8 DEBRIEFS OUTSTANDING (after 3 months)

 Street Velodrome

 Old Warren Festival

 Ballybeen Cultural Funday

 July Celebrations Funday

 11th July Family Funday

 National Balmoral Show Jumping (EIKON) DMcC/JB Closure Emails to be sent

9 FORECASTING OF FUTURE EVENTS

None

10 ANY OTHER BUSINESS

10.1 HM to take sequencing of multi-agency meetings to Senior HM Management Team meeting, in terms of LCCC events

10.2 HM advised of need for SAG documentation to be amended to GL include a disclosure that data captured may be shared internally and to other statutory partners. GL to take this forward

10.3 GL to arrange meeting with Paul McMinn, Policy Officer LCCC, to GL get guidance re data protection and handling of marked documents

10.4 GMcK proposed a cover sheet to EMP template to manage GMcK version/date

11 DATE AND TIME OF NEXT SAG

Wednesday 22 November 2017, Bradford Court, 9am

Appendix 5

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF ENVIRONMENTAL SERVICES COMMITTEE WEDNESDAY 10 JANUARY 2018

REPORT BY ACTING HEAD OF SERVICE (OPERATIONAL SERVICES)

PURPOSE AND BACKGROUND

The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the Council.

The following items are for noting:

1. It is recommended that Members note the updates regarding adverse weather and the refuse collection service.

2. It is recommended that Members note the illegal dumping figures for November 2017.

ITEMS FOR NOTING

1. SERVICE UPDATES: REFUSE COLLECTION

1.1 Adverse Weather Update

The Council’s HRC sites were affected by the adverse weather on Friday, 8 December 2017. Drumlough was closed on 8 December 2017 and did not re-open until Monday 11 December 2017. Carryduff and The Cutts had to close intermittently on 8 December 2017 to facilitate snow clearance, however both sites were open as usual on Saturday 9 December 2017.

A number of refuse collection routes were severely impacted by the conditions. Several routes in Ballybeen, Carryduff, Dundonald and Newtownbreda were not completed with pull up continuing throughout the following week. The Rural route in Dundrod was severely impacted due to a road traffic incident involving the RCV.

The majority of the other routes were 90-100% completed with pull up continuing throughout the following week.

Recommendation

It is recommended that Members note the update regarding adverse weather.

1

1.2 Refuse Collection Data

Following previous Committee updates Members are advised that delays to the refuse collection services have decreased extensively.

Attached at Appendix 1 OS are graphs depicting the current trends in relation to Residual, Compost and Mixed Dry refuse collections. Members are asked to note these trends; namely a decrease in Residual tonnes collected, an increase in Compost tonnes collected and a gradual increase in Mixed Dry tonnes collected.

Members should note that there will be a seasonal decrease in tonnes collected in respect of Compost due to a reduction in garden waste.

Recommendation

It is recommended that Members note the refuse collection service update.

2. CLEANSING SERVICES: ILLEGAL DUMPING UPDATE

Members are advised of the illegal dumping figures for November 2017. Further illegal dumping updates will be provided to Members going forward on a rolling monthly basis.

For Members’ information a copy of the illegal dumping information is attached at Appendix 2 OS.

Recommendation

It is recommended that Members note the illegal dumping figures for November 2017.

LESLEY KIRK ACTING HEAD OF SERVICE (OPERATIONAL SERVICES) 3 January 2018

2

APPENDIX 1 OS WEEKLY TONNAGES FROM RCVs: 1ST APRIL 2017 - 31ST MARCH 2018

15th 22nd 12th 19th 26th 17th 24th 24th‐ 1st May 8th May 29th 5th June 10th July May – May – June – June – June – 3rd July July – July ‐ Aug Aug 28th – 5th – 12th May – – 9th ‐ 14th 19th 26th 16th 23th 30th –7th July 21st 28th Wk 15 Wk 16 April May May 2nd June June July May May June June June July July

Mixed/Dry 98.286 88.386 91.74 100.38 89.64 92.107 93.58 79.76 92.56 87.88 99.909 56.804 66.843 99.1 98.56 99.08

Residual 616.71 429.11 561.3 424.71 506.34 439.09 539.4 399.26 284.76 415.46 562.02 276.08 510 411.74 495.2 379.34 Compost 245.58 465.05 311.37 465.09 275.84 569.79 288.62 308.52 357.87 536.44 321.76 379.34 332.4 586.38 284.17 499.92

Aug Aug Aug Sept Sept Sept Sept Oct Oct Oct Oct Oct/Nov Nov Nov Nov Nov Wk 17 Wk 18 Wk 19 Wk 20 Wk 21 Wk 22 Wk 23 Wk 24 Wk 25 Wk 26 Wk 27 Wk 28 Wk 29 Wk 30 Wk 31 Wk 32

Mixed/Dry 88.54 85.28 102.24 85.72 97.6 79.59 92.3 86.56 93.22 83.64 97.3 98.7 99.26 87.28 100.18 87.96

Residual 457.02 417.34 502.28 369.44 295.18 349.88 437 384.82 443.82 399.66 518.98 424.14 542.46 424.82 542.84 417.2 Compost 291.36 443.8 305.86 509.78 525.94 469 324.94 451.77 242.64 366.8 244.78 496.37 281.38 381.81 204.08 294.62

Dec Dec Wk 33 Wk 34

Mixed/Dry 91.25 103.43

Residual 489.12 442.2 Compost 176.92 212.27

APPENDIX 1 OS Weekly RCV Tonnages 700

616.71 586.38 600 561.3 569.79 562.02 539.4 536.44 542.46 542.84 525.94 510 509.78 518.98 506.34 499.92 502.28 495.2 496.37 489.12 500 465.05 465.09 469 457.02 451.77 439.09 443.8 437 443.82 442.2 429.11 424.71 424.14 424.82 415.46 411.74 417.34 417.2 399.26 399.66 379.34 379.34 384.82 381.81 400 369.44 366.8 357.87 349.88 332.4 321.76 324.94 311.37 308.52 305.86 TONNES 295.18 294.62 288.62 284.76 284.17 291.36 300 275.84 276.08 281.38 245.58 242.64 244.78

204.08 212.27 200 176.92

100.38 99.909 102.24 99.26 100.18 103.43 98.286 91.74 89.6492.10793.58 92.56 99.1 98.56 99.08 97.6 92.3 93.22 97.3 98.7 91.25 88.386 79.76 87.88 88.54 85.28 85.72 79.59 86.56 83.64 87.28 87.96 100 66.843 56.804

0

WEEK

Mixed/Dry Residual Compost

APPENDIX 1 OS Residual 700

616.71

600 561.3 562.02 539.4 542.46 542.84 518.98 506.34 510 502.28 495.2 489.12 500 457.02 439.09 437 443.82 442.2 429.11 424.71 424.14 424.82 415.46 411.74 417.34 417.2 399.26 399.66 379.34 384.82 400 369.44 349.88

TONNES 295.18 284.76 300 276.08

200

100

0

APPENDIX 1 OS Compost 700

600 586.38 569.79

536.44 525.94 509.78 500 499.92 496.37

465.05 465.09 469 451.77 443.8

400 379.34 381.81 366.8 357.87

Tonnes 332.4 321.76 324.94 311.37 308.52 305.86 300 294.62 288.62 284.17 291.36 275.84 281.38

245.58 242.64 244.78 212.27 200 204.08 176.92

100

0

APPENDIX 1 OS Mixed/Dry 120

102.24 103.43 100 100.38 99.909 99.1 99.08 99.26 100.18 98.286 98.56 97.6 97.3 98.7 93.58 93.22 91.74 92.107 92.56 92.3 91.25 89.64 88.386 87.88 88.54 87.28 87.96 85.28 85.72 86.56 83.64 80 79.76 79.59

66.843

60

TONNES 56.804

40

20

0

APPENDIX 1 OS WEEK 34 (11.12.17 ‐ 15.12.17) Date Name/Route Address Refuse Type No Bins/Premises Missed Reason Mopup

Total bins 0 Completed Saturday Mopup

RCV Hire Costs To date RCV Hire £31,800.00

APPENDIX 1 OS Mixed dry 0 Residual 0 Compost 0 Saturday 0 Overtime calculation DVR 11.86 17.79 0 0 Co 10.88 16.32 0 0 0

Bin Missed amount to collect target actual coll %missed %collected Mixed dry 0 21413 21413 0.00 100.00 0not emptied within 1‐2 daysof being reported 78136 Residual 0 28484 28484 0.00 100.00 78136 Total number of bins collected per week Compost 0 28239 28239 0.00 100.00 4063072 78136 Bin fortnightly collected Collected weekly 78136 bins Totalcollected Trend xxxxx mostly missed dry Mixed 42826 21413 100.0 %Compliance Residual 56968 28484 missed 0 % Compost 56478 28239 missed previously 0.0 % total 156272 78136

DUMPING November 2017 APPENDIX 2 OS Tonnage Private Tyre No. of No. of Cost of to Tyre Landfill or Type of Material Type of Material Total Vehicle disposal Date Activity East West Vehicles Men Hours Men Landfill Disposal Cost LCCC or Bags East or Bags West Cost Landfill Cost of men cost rate 01/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 chest of drawers and 02/11/2017 Fly Tipping Brokerstown Road 1 2 2 £13 0.25 0 £85 LCCC black bags £73.25 £21 £52.00 £73 50 0 box, bag of shredded Flowbog Rd, McQuillens, paper, litter, Ballycolin Rd, Ballymacward appliances, boxes 03/11/2017 Fly Tipping Rd 1 2 4 £13 0.5 0 £85 LCCC and bags £146.50 £43 £104.00 £147 100 0 04/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 05/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 2 Doors, 2 bags of Fly Tipping 06/11/2017 Dungoyne Bottle Bank 1 2 0.25 £13 0.1 0 £85 LCCC household waste £15.00 £9 £6.50 £15 6.25 0 bath,batroom materaial, car parts, tyre, builder Fly Tipping materials, rubbish, Rushey Hill Rd/Ballycollin mattress, textiles, 07/11/2017 Rd/Wheelers Rd 1 2 7.5 £13 0.75 6 £85 LCCC bags £258.75 £64 £195.00 £259 187.5 6 cardboard boxes and Fly Tipping 08/11/2017 Dungoyne Bottle Bank Ballycolin Road 2 4 2.25 £13 0.35 0 £85 LCCC TV, Bag of frozen food bags, litter £146.75 £30 £117.00 £147 112.5 0 09/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 10/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 11/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 12/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 rubble, soil, Fly Tipping Rusheyhill Road/Glenside 2 TV'S, 1 Microwave, bedbase, mattress, 13/11/2017 Dungoyne Bottle Bank Road 2 2 3.25 £13 1.1 5 £85 LCCC 2 Mirrors cardboard, tyres £178.00 £94 £84.50 £178 162.5 5

Fly Tipping bags and litter, bags 14/11/2017 Boomers Road/Ivy Hill Road 1 2 2 £13 0.25 0 £85 LCCC and plastic wrapping £73.25 £21 £52.00 £73 50 0 River Road Dunmurry Fly Tipping 15/11/2017 Ballymacward Road 1 2 1 £13 0.25 0 £85 LCCC Bags £47.25 £21 £26.00 £47 25 0 tractor required to Fly Tipping Magheralave Road/Rushey remove debris rubble 16/11/2017 Dungoyne Bottle Bank Hill Road 2 4 4.25 £13 0.6 0 £85 LCCC 4 Doors etc £272.00 £51 £221.00 £272 212.5 0 17/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 18/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 19/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 20/11/2017 Fly Tipping Dungoyne Bottle Bank 1 2 0.25 £13 0.1 0 £85 LCCC Black Bags £15.00 £9 £6.50 £15 6.25 0 car Fly Tipping Waterloo Road/Wheelers bumper/household 21/11/2017 Road 1 2 2 £13 4 £85 LCCC rubbish, tyres £52.00 £0 £52.00 £52 50 4 oil tank and bags of Fly Tipping 22/11/2017 Causeway End Road 1 2 1 £13 0.25 0 £85 LCCC rubbish £47.25 £21 £26.00 £47 25 0 23/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 24/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 25/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 26/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 27/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 28/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 29/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 30/11/2017 £13 £85 LCCC £0.00 £0 £0.00 £0 0 0 Totals 28 29.75 4.5 15 £1,325.00 £383 £0.00 £1,325 987.5 15 Total man hrs 833 Appendix 6

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF ENVIRONMENTAL SERVICES COMMITTEE ON WEDNESDAY 10 JANUARY 2018

REPORT BY HEAD OF SERVICE (BUILDING CONTROL)

PURPOSE AND BACKGROUND

The purpose of this report is to set out for Members’ consideration, a number of recommendations specifically relating to the operation of the Council.

The following items are for decision:

1. It is recommended that Members approve the naming of the proposed development off Millmount Village Park, Dundonald.

The following items are for noting:

2. It is recommended that Members note information in relation to Land & Property New Dwelling Statistical Reports.

3. It is recommended that Members note information regarding Building Cont rol Applications - Full Plan Applications and Regularisation Certificates.

4. It is recommended that Members not e information regarding Department of Finance – Completion Notice Ready report to Land & Property Services.

5. It is recommended that Members note information regarding Department for Communities – Affordable Warmth Project.

6. It is recommended that Members note t he update in respect of the IT softw are for Council’s Building Control Service

ITEMS FOR DECISION

1. STREET NAMING OFF MILLMOUNT VILLAGE PARK, DUNDONALD

The Building Control Service of LCCC has propos ed the street name for a development of 6no dwellin gs off Millmount Villag e Park, Dundona ld. The proposal for the street name is:

 MILLMOUNT VILLAGE LANE (1st Preference)  MILLMOUNT VILLAGE PARK NORTH (2nd Preference)

The development layout is attached in Appendix 1 BC for Members information. This request meets with the requirements of the Council’s Street Naming Policy in that the name proposal is in keeping with the surrounding and existing street name Millmount Village Park

The Building Control Service has not rec eived objection to this proposal from the Elected Members of the relevant Dis trict Electoral Area nor from the Royal Mail Address Management Team.

Recommendation

It is recommended Members approv e that the street name Millmount Village Lane be allocated to this proposed development of 6 no. dwellings off Millmount Village Park, Dundonald.

ITEMS FOR NOTING

2. LAND & PROPERTY SERVICES (LPS), NEW DWELLING STATISTICAL REPORTS FOR Q3, 2017/18

Members will be aware that LPS publishes quarterly fi gures of the, “Northern Ireland New Dwelling Statis tics” from the information provided by Building Control Services across Northern Ireland. Members will find the full suite of statistics for period July 2017 to September 2017 at:

https://www.finance-ni.gov.uk/publications/new-dwelling-statistics-report

Members will note the favourable statis tics, against other council, within the Lisburn & Castlereag h City Co uncil area in relation to the new dwelling sta rts and completions. I attach for Members convenience an extract of these tables in Appendix 2 BC for information.

Recommendation

It is recommended that Members note information in relation to Land & Property New Dwelling Statistical Reports

3. BUILDING CONTROL APPLICATIONS – FULL PLAN APPLICATIONS AND REGULARISATION CERTIFICATES

Full Plan Applications were ‘Approved’ and Regularisation Certificates issued in accordance with the powers delegated for the following months:

Month Full Plan ApprovalsRegularisation Certificates September 2017 146 42 October 2017 110 35 November 2017 114 26

Recommendation

It is recommended that Members note in formation regarding Building Cont rol Applications - Full Plan Applications and Regularisation Certificates

4. DEPARTMENT OF FINANCE (DoF) – COMPLETION NOTICE READY REPORT TO LAND & PROPERTY SERVICES

The ‘completion notice ready’ (CNR) report for the months September 2017 to November 2017 returned to the DoF, Land & Proper ty Services indicated t he following number of properties has been identified as having reac hed occupiable status.

Month Completion Notice Ready September 2017 58 October 2017 134 November 2017 101

Recommendation

It is recommended that Members note information regarding Department of Finance – Completion Notice Ready report to Land & Property Services

5. DEPARTMENT FOR COMMUNITIES (DfC) – AFFORDABLE WARMTH SCHEME

Following applications received, either by phone or by post, Home Assessm ent Officers within the Building Control Servic e in the months of April 2017 to November 2017 have carried out the following number of home visits and made eligible referrals for home improvements to the NIHE, for the Affordable Warmth Scheme. In addition, the Council Officers have also made t he following number of referrals to the ‘Make the Call’ team.

Month Home Completed and DfC ‘Make Visits Eligible Referrals to requested the Carried NIHE (after financial Target Call’ Out checks) April 2017 108 25 25 19 May 2017 202 25 25 19 June 2017 117 25 25 22 July 2017 87 40 40 21 August 2017 52 32 40 8 September 2017 58 13 40 13 October 2017 24 27 40 19 November 2017 35 20 40 11

Members will note the Counc ils completed referral numbers against the DfC target. It is anticipated that the underachievement will continue in the short term, which is due largely to absence of key o fficers but the Service is hopeful t hat referral numbers will increase in the closi ng months of the year a nd endeavour to match the total number of referral requests by DfC for the year.

Recommendation

It is recommended that Members note information regarding Department for Communities – Affordable Warmth Project

6. TENDER FOR THE PROVISION OF IT SOFTWARE FOR THE COUNCILS BUILDING CONTROL SERVICE

Members may recall the approval to proc ure a new IT Software system for the Councils Building Control Service given at Environmental Services Committee on 4 October 2017. A copy of the minute is attached in Appendix 3 BC for Members information.

The purpose of this repor t is to advise Members that a supplier has been sourced in conjunction with the Councils Procurement section, through a Crown Commercial Service call-off contract, within the agreed budget, timeframe and to the required technical specification. The contract for the replacement IT software system has now been let, in co mpliance with the Councils Accounting Manual, with this update report br ought to Committee for Members information. Additional information by way of t he supplier’s technical submission is attached in Appendix 4 BC for Members information.

Recommendation

It is recommended that Members note the update in respect of the IT softw are for Council’s Building Control Service.

COLIN DUFF HEAD OF SERVICE (BUILDING CONTROL) 3 January 2018 APPENDIX 1 BC

APPENDIX 2 BC

Committee Approval Extract APPENDIX 3 BC

Extract from Minutes of Environmental Services Committee of 4th October 2017

4.5 Building Control Information Technology Software System

The Committee was provided with a copy of a report outlining project objectives together with copy of the preliminary expenditure application and the financial appraisal.

It was proposed by Councillor J Gray, seconded by Alderman M Henderson, and agreed to recommend that Council approve the recommendation as set out in the officer’s report.

Extract from the Environmental Services Committee Report of 4th October 2017

SOFTWARE SOLUTIONS

Lisburn & Castlereagh City Council

Building Control 20th N o v e m b e r 2 0 1 7

DIGITALLY TRANSFORMING ORGANISATIONS.

CONTACT

ADDRESS PHONE EMAIL

Tascomi Ltd 0845 119 6020 [email protected] 3 Ballynahinch Street Hillsborough, BT26 6AW County Down, Northern Ireland

1

TABLE OF CONTENTS

SECTION 1. Executive Summary | PAGE 4

SECTION 2. About Tascomi Ltd | PAGE 6

Services, Pricing and Sign Off | PAGE 9 SECTIONS3-5

3

SECTION 1. EXECUTIVE SUMMARY

1. OVERVIEW

Tascomi Building Control has been designed alongside Local Authorities, Professional Bodies and Statutory Organisations in the UK to ensure that it meets legislative requirements, together with supporting efficient and streamlined business processes. The system enables users to monitor, track and manage all aspects of a modern Building Control service.

This innovative software includes the management of Applications, Property Certificates, Inspections, Documents and all associated areas.

As a solution delivered through a fully hosted service, the system can be easily implemented across multiple locations without any local installation required. Developed entirely on open source technology, Tascomi Building Control does not rely on, or require, any third party licensed products. There are therefore no additional third party costs and there is no ambiguity regarding the ownership or support of the product.

As an entirely self-contained mobile solution, Tascomi Building Control allows authorised users to access the system remotely from any mobile device with a current mainstream browser, ensuring that the same functionality is available to all users independent of their location, allowing them to fully benefit from the efficiencies available from Mobile Working.

STREAMLINED Tascomi Building Control has been designed with a streamlined interface, greatly minimising the Administration time required within the system. USER INTERFACE Matched to each customer’s workflow, the system incorporates existing

- working practices, while promoting efficient working. This ranges from the use of ‘short codes’ to enable quick data entry, to colour coding of Applications which are at different stages. For example, an application with an outstanding invoice will be marked as Red. The system can also be configured so that Completion Certificates cannot be issued until the outstanding balance has been settled.

4

APPLICATION The system allows for the full management of the Application process from receipt to completion (and beyond, to archiving of historical records). MANAGEMENT Application types are configured in the Administration section, and may - include Full Plans, Dangerous Structures, Unauthorised Works, Building Notices and Regularisations. The user can build up a complete history against a particular Application record using a fixed left-hand menu, which contains various different sections relating to the administration of an Application, such as; Fees, Communications, Emails, Inspections, File Attachments, Plan Assessments, Consultations, EPB data, Job Costings, Street Name and Postal Numbering.

Within an Application, warning notes can be added to draw a User’s attention to a particular issue. Colour coding is also used to highlight the status of the project, and Users can search against these e.g. Applications where the first Inspection has been completed but the Inspection Invoice hasn’t been raised.

These core Application areas ensure that all relevant data related to an application is kept in one convenient location, minimising the effort required for the management and administration of applications.

OFFICER’S An electronic diary is included within Tascomi Building Control and Fire Management, allowing Administrative Users to create Diary Entries for each DIARY Officer. These entries can link to associate tasks within the system, for - example – Inspections. However, entries that do not link to other parts of the

system can also be created, for example Telephone Messages that do not

relate to an existing application. All tasks in the Diary have a ‘Required Date’, and will automatically be sorted ensuring that more urgent tasks are dealt with first.

INSPECTION Working alongside the Officer’s Diary, the system allows for manual and automatic Inspection Scheduling. Configured through the extensive SCHEDULING Administration section, each Inspection type can have a ‘Next Inspection - Type’. Upon satisfactory completion of the first inspection, the next inspection request will automatically be created a pre-defined number of days in the future, ensuring that this application is not overlooked.

DOCUMENT Each application has a dedicated ‘File Attachments’ section, allowing users to easily upload an attachment from their own computer. For Tascomi-hosted MANAGEMENT instances of the system, these files are uploaded to our servers, meaning that - they can be accessed from any device with an Internet connection (through a secure login). This promotes flexible working, and greatly reduces the amount of paper records which are required.

5

Tascomi Ltd. Building Control 7 / 12

Against applicable Applications, Surveyors can capture details of the completed PLAN Plan Assessment. This includes the ability to select identified defects from a pre- ASSESSMENTS populated list of Standard Phrases. As each is selected, the associated text is - populated from the Admin section and can then quickly be merged into a Defects List to be issued to the Applicant.

An embedded Fee Calculator allows for the correct fee for the application to be FEE quickly calculator or validated. Once confirmed, the Fee Invoices and Receipts can MANAGEMENT be generated and stored against the application. -

DOCUMENT Within an Application, Users also have the ability to generate all documents GENERATION required. Acknowledgement Letters, Defects Lists and Completion Certificates, for example, can all be generated through the use of User defined templates and - merge fields.

Any document generated through the above module can then be emailed from the system directly to the applicant or agent. The letter itself is converted to a PDF, and attached to the email. A record of the email and a copy of the PDF is attached to the Application in the system for auditing purposes.

EMAILS Emails may also be forwarded into the system, thanks to our innovative email - listener that will pick up emails from a dedicated mailbox and import them into the correct Application. This means all data relating to the project can be found in one place.

A fully searchable Audit Trail is also included within the system, giving peace of AUDIT TRAIL mind in terms of the integrity of the data held within. -

LAND AND PROPERTY Our solution comes complete with an embedded Land and Property Gazetteer, GAZETTEER ensuring up to date address records can be selected. Our LPG also provides an electronic link via web service to POINTER, delivering a two way link for the sharing - of addressing data. Monthly Reports are also shared with LPS electronically,

including Commencements, Completions, Occupiables and Completion Notice Ready reports.

FINANCE LINK To deliver further savings, we have also included a link to the Total Finance package within our proposal. This means that Invoice requests can be sent -

6

electronically to the Finance package, which will respond with a Payment file when Tascomi Ltd. Building Control applicable. This two way interface is a significant time saver and ensures that the 8 / 12

Building Control system’s Finance records are kept up to date.

MANAGEMENT Tascomi Building Control comes with an inbuilt set of Standard and Statutory Reports – Report Builder enabling users to drill down on system information as INFORMATION required. The system also comes with a fully functional and user friendly Report - Writer. This allows users to design their own ‘queries’ and save them for later use. All reporting functions within the system allow exporting of data to Microsoft Word or Microsoft Excel to allow for further manipulation.

PROPERTY Tascomi Building Control also includes a Property Certificates module that allows for the tracking of Property Certificate applications from receipt to issue, and CERTIFICATES introduces a fully electronic service to a traditionally paper-based process. - When hooked up to our Online Services module, this becomes even more powerful with Solicitors able to submit searches online, top-up a Suspense Account, track their application and download the completed certificate. This process delivers savings for both sides, and also allows for the Solicitor to choose between receiving

an electronic response or a soft copy.

Once created, the Property Certificate will be emailed to applicable Users within the Council, where they are responsible for responding to their department’s questions. A copy of the location map is shared electronically with the notification.

An included report allows for the Property Certificates administrator to track

turnaround times across the various departments, and to see at a glance which departments have not yet responded to their questions.

ONLINE Included within this proposal is the addition of our Council.Direct Online Services SERVICES platform for Building Control. This innovative self-service portal allows Building Control customers to submit, pay and track applications (along with any associated - files and documents), book inspections, look up Building Control Applications in their

area, and submit Property Certificate searches.

All data submitted online will automatically appear in the Building Control system, removing the time needed for an Administrative User to enter this data manually, with the added benefit of giving your customers a 24/7 option for submission.

MOBILE All Tascomi products are entirely web-based with no local installation. This means WORKING that Surveyors can use the product in the field from day one. For instances where - 3G connection is not available, Surveyors have the ability to download their Inspection list and to update these while in the field offline. Once reconnected, the data can be synched back to the live system at the touch of a button.

7

SECTION 2. ABOUT TASCOMI LTD.

Tascomi are a highly dedicated team digitally transforming organisations with innovative mobile working solutions. We have over ten years experience not only delivering exceptional service, but also creating industry-leading web- based software systems that help Building Control organisations throughout the UK and Ireland.

We believe work should be simple. We work collaboratively to create practical and dependable mobile solutions, helping optimise workflow and maximise efficiency.

WHY WORK WITH US

EFFICIENCIES AND The implementation of a web-based system delivers efficiencies SERVICE IMPROVEMENT from day one, thanks to the 24/7 and remote availability. Capitalising on these efficiencies will deliver service improvement

through increased transparency, clearer processes, and new - means of interacting with customers.

FUTURE PROOFING Tascomi do not prescribe to the traditional ‘version’ system-upgrade AGAINST CHANGE approach, instead focusing on continuous improvements to the software as required. Our continuous development model allows us - to make smaller system changes more frequently and delivers additional benefit to our customers, providing easier access to future technology improvements and continual growth to meet the evolving requirements of the relevant legislation.

SUPPORT FOR AGILE Agile working incorporates time and place flexibility, but also AND MOBILE WORKING involves doing work differently, focusing on performance and outcomes – it is transformational. Tascomi champion the concept - of Agile working with the use of web-based methodologies that enable more productive working on the move. Our system files and shared documents are easily accessible on-the-go, allowing employees to work collaboratively from remote locations, empowering staff to work as and when they choose.

8

SECTION 3. SERVICES

All Bug Fixes – remotely delivered upon resolution (no new releases required) | Usage and Support (for the specified number of users) | Training | Project Management | Application Hosting | Database Administration | Software and Hardware Upgrades/Updates | Backups | Disaster Recovery

3.1 TRAINING

Training of the solution itself will be delivered remotely, pre-live, to the end Users of the system, either in a train-the- trainer approach or delivered to users in a workshop format.

All training will be delivered by an experienced member of our team, who understands both the technical aspects of the software, along with the business usage of the software i.e. how our customers work.

Training will cover the usage of the software itself, including guidance on the use of any reporting capabilities, and the ability to create document templates in the Administration Section. Usage of the Tascomi Contact Loader, which enables organisations to import Contact records into the system will also be covered within the standard training package as an optional extra.

Additional training can be requested after implementation, which may be subject to additional cost.

3.2 PROJECT MANAGEMENT

During the implementation itself, we will provide a dedicated Project Manager who will be the key point of contact between the customer team and our team. This will be an experienced individual who will oversee the day-to-day communication with the customer’s Project team.

We avail of an online collaboration tool, which allows all team members to login and review minutes of meetings; participate in discussions, and share files and notes. This tool has proved instrumental in our project delivery, allowing transparent communication between all members of the team.

For projects where additional development is required pre-live, we use the Agile methodology to deliver this. An industry standard, Agile allows for best practice in terms of communication during development, and delivers better results for our customers. In summary, it creates an environment open to change, where our team work in iterative cycles, called Sprints, to develop items from a prioritised backlog.

3.3 SUPPORT

Once Live, our support helpdesk is opened up to customers, providing assistance on any queries logged. Our Support Desk is available within standard hours of 9 to 5, Monday to Friday (Excluding UK Public Holidays), and can be contacted by phone, email, or by using our unique embedded Help Button, which allows Users to quickly log a Support Request directly to our helpdesk system.

Within our support package, all defects and updates to keep in line with statutory requirements are covered and fixed free of charge. Our Product Management team, to ensure that the change will be of benefit to the wider customer base, will assess

9

any enhancements to functionality. If this enhancement is approved, it will be placed onto our Product Roadmap, which is a prioritised backlog of items that will be developed and released in cycles throughout the year.

Any bespoke development, or priority development which is required outside of this enhancement cycle, may be subject to additional cost.

3.4 HOSTING & BACKUPS

Our approach follows the traditional “Software as a Service” model, where we also manage the hosting and backups of our software. This means that our clients only need to have an Internet connection and a modern browser (within last 2 stable releases) available to access our systems, removing significant workload from the customer’s IT team.

We currently avail of a hosting provider based in the UK, and can confirm that no customer data will leave the European Economic Area (EEA), as defined within the Information Commissioner’s guidelines.

With significant investment, we now include asynchronous backups of our live server to an offsite location. This means that, in the unlikely event where we have to trigger our Disaster Recovery Plan, our customers can be switched to our Secondary Site, which will mirror the Primary Site.

The hosting package for allows for storage of up to 210GB for LCC. Should this need to be expanded, additional costs may be payable.

3.5 SECURITY & QUALITY

To further enhance the services listed above, we are delighted that we have been accredited for both ISO 27001 ISO 9001 and cyber essentials plus for Information Security and Quality respectively. These certifications ensure that we are continuously monitoring our service delivery as part of the ongoing audit cycle, and promote our commitment to our customers.

3.6 DATA MIGRATION

Should it be required, Tascomi can also provide services to allow migration from a previous software solution into our package. In our experience, however, we have found that the best implementations are those where the previous data can be archived into an external repository, allowing our solution to be implemented in a clean basis.

Over the years, we have seen this approach deliver best results where the users then have complete confidence over the integrity of the data within our package.

Should migration be required, and again we would recommend that the scope of this be limited, then our team will provide database schemas and templates that can be populated with your organisation’s data. Once these files have been completed, our team can then begin the process of importing Application, Inspection and Contact data into our system. This process takes 10 days at £750 per day.

10

APPENDIX 1. RESPONSE TO FUNCTIONAL REQUIREMENTS

Function Availbable If No – When Included Comment Now as Yes/No Standard Building Control YES YES All Tascomi Application and software Products are fully to be able to be accessed web-based, with no remotely by web installation on the connection wifi/3G/4G, local device. e.g. site use by tablets etc. and be compatible with 12.3” screen. Have the ability to work YES YES online/ offline and record If a 3G connection all site inspections notes or better is electronically. available, Surveyors have full access to the product while in the field. Where no connection is available, offline capabilities allow Surveyors to download their Inspection lists, and update these in the field. Once a connection is reestablished, this data can be synced to the live system. With recent customer feedback, we’ve taken the opportunity to further enhance the mobile interface and offline capabilities. This work has now been completed and we’ve passed the new mobile interface to a subset of customers for field testing. Desirable to record all site YES YES As part of the LPS sketches electronically. module we have an embedded sketching tool, Rapidsketch, which allows floor plans to be drawn with area calculations. However, we are looking at

11

alternatives to this and more recently some of our customers have enquired about possibility to upload AutoCad files to be rendered in the viewer. We are also looking at options to build a free sketching canvas in the new mobile interface Be able to, through an YES YES Files can be incorporated EDMS, uploaded directly to accept electronic our system, stored attachments directly to the against the product/ application e.g. application itself. photos, emails etc., by This can be done simple drag & drop. via drag and drop facilities and files can be grouped into subfolders within the application. With our new Email listener, emails can be forwarded to a specified mailbox, with the details and any attachments uploaded to our server and linked to the application Be able to accept online YES YES Building Control This applications and payment proposal includes directly to the Building the submission of Control software without Building Control the need re -enter applications online information. System must through Council track & record payment Direct, and against the application . integration with Worldpay for payments. All application data, and associated files, will be automatically populated into a holding area in the Building Control system awaiting validation by one of the team members Be able to accept online YES YES As above, using the Property Certificate same platform, applications, maps and solicitors will be payment. System must able to submit and track & record payment pay for Property against the application. Certificate

12

applications. Once completed, the solicitor has the option to download the completed certificate through the online portal, removing the cost and time of postage. Have the ability for YES YES Through the online customers to track their portal, customers application ‘status’ online can track the decision status of their application. In addition, members of the public have access to an online search facility to examine other Building Control applications in the area. Have the ability for YES YES Using the same customers to request Council Direct inspections online platform, Builders will be able to request inspections online, including the ability to attach photographs to their request. These will automatically appear in Tascomi Building Control for approval by the Council team. Be able to communicate YES YES Tascomi Building user defined & automated Control includes routine reports e.g. Pointer several updates, CNR reports etc. mechanisms of to LPS passing data to and from LPS – for example the monthly reports are sent electronically to a central LPS Portal, and nightly updates via a webservice for Pointer address data Have a fully auditable YES YES Our system includes system including a full, searchable document changes and audit trail, which inspection notes for tracks all changes in assurance in court the system. For updates to existing records, the before and after records are presented side

13

by side Be capable of the Address YES YES Tascomi Building database and Pointer Control includes a linkage creating full LPG for address integration and sharing of records, which property data allows the two way transfer of data to Pointer for address validation and updates such as the UPRN allocation Ability to fully interrogate YES YES Tascomi’s information and embedded Report management report Writer has been production included within the proposal, meaning that reports can be generated by any authorised User as and when required. This removes the need for any third party reporting tools, however it is possible to connect our database to tools like Crystal Report as and additional reporting tool if the Council required. Hosted off site in a secure YES YES Tascomi’s primary UK location with backup data centre is contingency operated by Redstation, now owned by iomart Group, and is located in Gosport, with redundancy on hardware, power and connectivity included. The secondary site is hosted in Northern Ireland, and there is an asynchronous replication via master - slave ensuring that the secondary site is updated at a transaction level should the Primary site be unavailable mode will be enacted and all customers will be switched to the secondary site. Alongside this

14

replication, nightly, weekly and monthly snapshots will be taken of the databases that are also transferred to the secondary location. See “Information Security” Document beyond our acceptable timeframe. In this unlikely situation, Disaster Recovery Have adequate offsite YES 210 GB Additional 500GB storage for the hosting of Included bundles available at applications, digitised in £1,000 per annum historical files, photos and contract documentation. Future proofed storage expansion.

15

SECTION 4. PRICING G – Cloud 9

Initial Purchase – 25 User Licences

Initial Purchase of 28 User Licences for Tascomi’s comprehensive web-based Building Control software solution. NIL

Annual Support and Maintenance – 28 User Licences

Annual Support and Maintenance for 28 Users @ £741 per user £20,748.00 Includes 1 Day training per annum.

On Boarding Services

Standard On Boarding package for implementation including Training, Data Migration from legacy systems, Project £37,500.00 Management, Configuration Consultancy and Development.

Total Cost £58,248.00

NOTES

▪ All prices provided are exclusive of Local Taxes. ▪ Prices based on our current understanding, and additional development items listed above. Any additional development work, outside of the Product Roadmap, may be subject to charges.

16

Tascomi Ltd. Building Control 14 / 14 SECTION 5. TERMS AND CONDITIONS & SIGN OFF

DURATION Minimum of 1 year from the Agreement Date

This Agreement shall commence on the Agreement Date and shall (subject to the provisions for termination set out in this Agreement) continue for the Initial One Year Period and thereafter, on a rolling annual contract basis, until terminated by either party giving to the other not less than 90 days’ notice in writing.

Tascomi software is provided on a User Licensing basis, which gives the customer the right to use the software. All users of Tascomi products require a licence for the product or products that they use.

At all times, the ownership of the software and associated intellectual property remains with Tascomi. The Customer does not acquire any Intellectual Property Rights in relation to the software, design, documentation or other materials used by the Provider in the provision of the Product and/or Service.

Under the agreement, the Customer may not share, offer for sale, gift, sell or provide to any third party any screenshots, documentation or access to the software unless under the express consent of Tascomi.

At all times, the data generated by the Customer, or provided to the Supplier, shall remain in the ownership of the Customer unless otherwise stated. Tascomi will not sell, use or access any Customer data other than for the provision of the services as defined, or for communication as below, unless written permission has been granted.

From the User records in our Products, we may collect the following information:

▪ name and job title, contact information including email address

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

▪ Internal record keeping. ▪ We may use the information to improve the services that we provide to your organisation. ▪ We may periodically send promotional emails about Tascomi products, special offers or other information, which we think you may find useful using the email address you have provided. ▪ Occasionally, we may contact you by email, phone, fax or mail for market research purposes.

In the event of termination of contract, all Customer data held within the Product will be returned in a single database to the Customer. Tascomi reserve the right to apply a charge for time spent in providing this extract, charged at the then current day rates.

▪ The Customer undertakes to pay the Initial Fee and the Ongoing Fees for the duration of the agreement. Additional fees may also be payable to the Provider for any other services or products, such charges to be based on the Provider’s then current charging rates, at mutual consent.

17

▪ All costs listed above exclude VAT, but will be subject to VAT which will be payable by the Customer.

▪ The Annual Maintenance and Support Fee covers the number of users set out in the Pricing Schedule. Any increase in the number of users may result in a pro-rated increase for that period. If such increase occurs during the remainder of that period as well as future years will be subject to the pro-rated increase. A reduction in User Licences may be requested in writing, with notice given no later than 90 days before the associated invoice would be due to be issued. The reduction must not be lower than the Minimum Number of User Licences, set at 11 Users.

▪ Invoices will be sent to the Customer 30 days in advance of due date, and are payable on this date.

▪ The Provider is entitled to charge the Customer interest in respect of late payment of any sums due under this Agreement, on a daily basis at the rate of 8.0 per cent per annum above the Bank of England base rate from the due date until payment.

▪ The Provider is entitled to increase the Annual Maintenance and Support Fee, by giving at least 90 days prior written notice to the Customer. Such an increase shall not exceed the current Retail Price Index + 3%.

▪ If the customer exceeds the defined storage allocation, additional storage may be provided at an additional cost. An alternative to purchasing additional storage would be the archiving of older data and files. This procedure would involve the archiving of older database records and files to an offsite location, with a full copy of each being provided to the customer and the archived data being removed from the live server to make the space available for new data and files. A minimal charge may apply for completion of this process. This data may be temporarily restored at any point for auditing or access purposes pending the assistance and approval of Tascomi.

▪ In accordance with the UK Data Protection Act, and guidelines issued from the Information Commissioner’s Office, Customer Data will not be transferred to a country or territory outside the European Economic Area, unless approved by the Customer.

I accept the proposal above, and instruct Tascomi Ltd. to commence the above services subject to the Terms and Conditions included. Signed: Date:

Position: Organisation: SIGN OFF

18