ARDS AND NORTH DOWN BOROUGH COUNCIL
21 June 2018
Dear Sir/Madam
You are hereby invited to attend a meeting of the Ards and North Down Borough Council which will be held in the Council Chamber, Town Hall, The Castle, Bangor on Wednesday, 27 June 2018 commencing at 7.00pm.
Yours faithfully
Stephen Reid Chief Executive Ards and North Down Borough Council
A G E N D A
1. Prayer
2. Apologies
3. Declarations of Interest
4. Mayor’s Business
5. Mayor and Deputy Mayor Engagements for the Month (To be tabled)
6. Minutes of Meeting of Council dated 30 May 2018 (Copy attached)
7. Minutes of Annual Meeting dated 6 June 2018 (Copy attached)
8. Minutes of Committees (Copies attached)
8.1 Minutes of Newtownards Town Steering Group dated 11 June 2018 8.2 Planning Committee dated 12 June 2018 8.3 Environment Committee dated 13 June 2018 8.4 Regeneration and Development Committee dated 14 June 2018 8.5 Corporate Services Committee dated 19 June 2018 8.6 Community and Wellbeing Committee dated 20 June 2018 8.6.1. Matters Arising – Item 26 Nominations to Community Development Grants Working Group 8.6.2. Matters Arising – Item 34 Northern Community Leisure Trust – Quarter 4 Report (Copy attached)
9 Request for Deputation
9.1 Motor Cycle Action Group UK
10. Consultations
10.1 Consultation on NILGOSC’s Vision, Mission, Strategic Aims and Values (Copy correspondence attached) 10.2 Consultation on the Future of the Non-Domestic Renewable Heat Incentive Scheme (Copy correspondence attached) 10.3. Consultation on Addressing the Legacy of Northern Ireland’s Past (Copy correspondence attached)
11. General Data Protection Regulations – Rural Development Programme (Report attached)
12. Freedom of the Borough – Health and Social Care Staff (Report attached)
13. Transfer of Rights of Burial
14. Sealing Documents
15. Notices of Motion Status Report (Copy attached)
16. Notices of Motion
16.1 Notice of Motion submitted by Alderman Irvine
That this Council liaises with the Woodland Trust on a project to plant new trees within Castle Park Bangor to commemorate the centenary of the ending of the First World War.
16.2. Notice of Motion submitted by Councillor Gilmour, Councillor Armstrong-Cotter and Councillor Cathcart
This Council comends the wonderful work carried out by Midwives and calls upon the officers to bring back a report detailing how we can commemorate the centenary of The Midwives (Ireland) Act 1918, which turned Midwifery into a regulatory profession, possibly through a Commemorative Flower bed, and a historical display in North Down Museum.
16.3 Notice of Motion submitted by Councillor Muir
That this Council agrees that officers should collate and publish on the Council website in a simple and easy to understand manner member attendance statistics for Full Council and all Standing Committee meetings. Statistics to be updated on a quarterly basis with historical attendance information from 1 April 2015 included.
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16.4. Notice of Motion submitted by Councillor T Smith & Councillor Cathcart
This Council recognises the issue of marine pollution and the damage it is doing to the seas surround this island. We are committed to taking action to reduce the amount of litter in our waters and therefore I ask officers to bring a report which looks at the possibility of using Seabins around our coast to tackle the issue of pollution in our seas.
16.5 Notice of Motion submitted by Councillor T Smith & Councillor McIlveen
This Council expresses its shock and disgust that NILGA’s official twitter account, an organisation which represents all local authorities in Northern Ireland, publicly endorsed Newry Armagh Sinn Fein’s tweet commemorating the death of Irish republican hunger strikers, further calls NILGA to fully apologise for its actions, which are extremely hurtful to the victims and survivors of the illegal campaign of terror carried out by these hunger strikers and their colleagues and which do not represent the views of this Council and suspends activity with and our membership of NILGA until such an apology is forthcoming.
16.6. Notice of Motion submitted by Councillor T Smith and Councillor Gilmour
This Council supports the call by the British Deaf Association and others for the introduction of a Sign Language Act her in Northern Ireland to provide protection and support for our deaf community. We write to the Secretary of State to take action and to introduce the necessary legalisation.
We as a Council will also ensure it continues to be more mindful of the needs of individuals and community groups who are deaf or hearing impaired in all service areas and will ensure signers or Sign Video is offered across a range of Council services to meet any identified need.
As part of this commitment and with International Deaf Week beginning September 24th, this Council will have a signer for that month’s Council meeting to allow members of the deaf community from here in our borough the opportunity to be part of the decision making process of the Council. We will also organise a consultation event with deaf people who live locally so Councillors can hear from them directly as to their concerns, their ideas and their thoughts about the Borough and what more we can do as a Council to help them.
16.7. Rescinding Notice of Motion submitted by Alderman Fletcher, Councillors Woods, Muir, Boyle, Douglas, Robinson & Hunter
That this Council rescinds the decision taken at the full Council meeting on the 28th of April 2018 to remove Ballymenoch Park, Holywood from the current grass cutting schedule. It therefore resorts back to the original proposal brought to Community and Wellbeing Committee on the 18th of April 2018 stating that Council ‘approves the initiatives to support the ongoing parks re-wilding projects to enhance and promote biodiversity across the Borough.
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16.8.Notice of Motion submitted by Councillor Woods and Councillor Menagh
That this Council writes to the Department of Work and Pensions urging that a review takes place on how people with terminal illnesses are assessed for welfare under Personal Independence Payments, with the focus on the six month rule.
16.9. Notice of Motion submitted by Councillor Andrew Muir
That this Council acknowledged the positive contribution that diversity brings to our communities and accordingly affirms that all lesbian, gay, bisexual and trans people living, working or visiting our Borough should be accepted and valued as equal citizens as part of a safe, welcoming and inclusive society. Council consequently requests that officers explore how we can positively fulfil this pledge including via suitable events.
16.10.Notice of Motion submitted by Councillor Stephen Cooper
That this Council provides two portable toilets for the annual band competition held by Goldsprings Flute Band on Saturday 21 July 2018
ITEMS 17-20*** IN CONFIDENCE ***
17.Request for a Funfair at the McKee Clock Arena, Bangor (Report attached)
18.Tender for the Collection and Reprocessing of Paint from Household Recycling Centres 2018/2019 (Report attached)
19. Extension of the Legal Services Tender (Report attached)
20. Recruitment of Director of Finance and Performance (Report attached)
Circulated for Information
(a) Northern Health and Social Care Trust – Personal and Public Involvement Annual Report 2017-2018 (Copy attached) (b) Department for Infrastructure - Disabled Person Parking Places on Roads (Correspondence attached) (c) Northern Ireland Office – Launch of Digital Registration and Response to the Consultation on the Future of Electoral Delivery in Northern Ireland (Correspondence attached) (d) Department for Infrastructure – Proposed Changes to Existing Bus Parking Bay to Coach/Taxis Parking Bay with Limited Waiting Time – Bridge Street, Bangor (Correspondence attached) (e) NILGA Response to Notice of Motion (Correspondence attached)
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MEMBERSHIP OF ARDS AND NORTH DOWN BOROUGH COUNCIL
Alderman Carson Councillor Dunlop Alderman Fletcher Councillor Dunne Alderman Gibson Councillor Edmund Alderman Girvan Councillor Ferguson Alderman Graham Councillor Gilmour Alderman Henry Councillor Hunter Alderman Irvine Councillor Kennedy Alderman Keery Councillor Martin Alderman McDowell Councillor McAlpine Alderman Smith Councillor McClean Councillor Adair Councillor McIlveen Councillor Allen Councillor Menagh Councillor Armstrong-Cotter Councillor Muir Councillor Boyle Councillor Robinson Councillor Brooks Councillor Smart (Mayor) Councillor Cathcart Councillor T Smith Councillor Chambers Councillor Thompson (Deputy Mayor) Councillor Cooper Councillor Walker Councillor Cummings Councillor Wilson Councillor Douglas Councillor Woods
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ARDS AND NORTH DOWN BOROUGH COUNCIL
A meeting of the Ards and North Down Borough Council was held in the Town Hall, The Castle, Bangor on Wednesday, 30 May 2018 commencing at 7.00pm.
PRESENT:
In the Chair: The Mayor (Councillor Adair)
Aldermen: Carson Henry Fletcher Irvine Gibson Keery Girvan McDowell Graham Smith
Councillors: Armstrong-Cotter McAlpine Boyle McClean Brooks McIlveen Cathcart Menagh Chambers Muir Cummings Robinson Douglas Smart Dunlop Smith Dunne Thompson Gilmour Walker Hunter Wilson Kennedy
Officers: Chief Executive (S Reid), Director of Community and Wellbeing (G Bannister), Director of Environment (D Lindsay), Director of Regeneration, Development and Planning (S McCullough), Head of Finance (S Grieve), Democratic Services Manager (J Wilson) and Democratic Services Officer (M McElveen)
Also, in Derek McCallan, NILGA Attendance: Dr John Kremer
1. PRAYER
The Mayor (Councillor Adair) welcomed everyone to the meeting and after reading a passage from the Bible invited the Chief Executive to commence the meeting by reading the Council prayer.
NOTED.
2. APOLOGIES
An apology for inability to attend was received from Councillor Cooper and an apology for lateness was received from Alderman Irvine.
NOTED.
3. DECLARATIONS OF INTEREST
The Mayor asked for any declarations of interest.
Councillor McAlpine declared an interest in Item 15.11 – Notice of Motion submitted by Councillor T Smith and Councillor Brooks and Item 15.14 – Notice of Motion submitted by Councillor Walker and Councillor Brooks.
Councillor Muir declared an interest in Item 8.1 – Translink – Transport Plans for the Borough.
NOTED.
4. MAYOR’S BUSINESS
The Mayor referred Members to his list of engagements detailing that he had had another extremely busy month and completed over 100 engagements. He praised the Deputy Mayor (Councillor Walker) who had ably assisted him to undertake his duties on a number of occasions. The Mayor wished to make a special mention of the undernoted events:
Portavogie Primary School/St Mary’s Primary School
The Mayor was very pleased to have visited both schools in relation to the shared history project and Somme trip and highlighted the importance of young children learning about our shared history and working together.
Watoto Children’s Choir
The Mayor had thoroughly enjoyed listening to the Children’s Choir from Africa and they had been a wonderful addition to the May Day celebration events in Holywood. It was also great to observe 12,000 visitors to the town for May Day.
Civic Reception for Rhys McClenaghan
The Mayor had been delighted to host the above Civic Reception in Newtownards Town Hall to recognise the tremendous achievement of Rhys McClenaghan who had obtained the only gold medal for Northern Ireland and the Ards and North Down Borough at the Commonwealth Games.
Mayor’s Church Service
The Mayor expressed his gratitude to those Aldermen and Councillors who had attended his Church Service in Trinity Free Presbyterian Church, adding that the large number had been of great encouragement to him.
Iain Adamson’s Book Launch – The Immortal Isles
The Mayor spoke of Iain Adamson, a local historian and scholar and was pleased to report that he had launched his new book, ‘The Immortal Isles’ in the Mayor’s Parlour yesterday.
Puppet Festival
The Mayor was glad to have had the opportunity to open Northern Ireland’s only Puppet Festival in Newtownards which had been well attended.
Memorial Bench in Portavogie
The Mayor was delighted to have joined with the people of Portavogie and Baroness Paisley for the dedication of a memorial bench to Dr Ian Paisley. Several Members had been in attendance and he thanked them for their support.
John Savage
The Mayor was very sorry to learn of the recent sad passing of John Savage, a Council employee within the Environment directorate. His thoughts and prayers were with his family, as he was sure those of Members would be too. He had written to the family to express his sincere condolences and asked that his family be kept in prayers in the coming days.
NOTED.
4.1 PRESENTATION OF ELECTED MEMBER DEVELOPMENT CHARTER
The Chief Executive indicated that there would be a presentation of the Elected Member Development Charter. He called upon Alderman McDowell, the Council’s representative on NILGA and Mr Derek McCallan, NILGA’s Chief Executive to carry out that ceremony.
Mr McCallan began by outlining that a former American President had highlighted that leadership and learning were inextricably linked and that also included corporate and political leadership. The national accredited qualification for Elected Member development offered by NILGA to this Council was testimony to the commitment towards Elected Member learning and the enthusiasm of the Elected Member Steering Group, NILGA and the Local Government Association. He particularly wanted to commend the work of Officers such as Samantha Rea in that regard.
Mr McCallan then invited NILGA’s Vice President (Alderman McDowell) to present the crystal award and the certificate to show the authenticity of the national accreditation to this Council whose best days he was sure in respect of Elected Member development were still to come.
The Mayor stood and gratefully accepted the award on behalf of the Council to the applause of all those in the Chamber. He paid tribute to those Members who had worked hard to attain this prestigious award and he felt it demonstrated good governance on their behalf. He asked those Members who had contributed to make themselves known so that everyone knew who was involved. Upon standing, they were applauded for their worthy efforts and the Mayor thanked them for giving up their time towards the Charter.
NOTED.
5. MAYOR AND DEPUTY MAYOR ENGAGEMENTS FOR THE MONTH (Appendix I)
PREVIOUSLY CIRCULATED:- Copy of the Mayor and Deputy Mayor Engagements for the month of May 2018.
NOTED.
6. MINUTES OF COUNCIL MEETING HELD ON 25 APRIL 2018
PREVIOUSLY CIRCULATED:- Copy of the above minutes.
In respect of Item 21 Page 14 – New Ards Leisure Centre: Councillor Robinson disliked the terminology thought “OAPs should be given consideration” and asked that the wording be amended to …thought senior constituents should be given consideration.
AGREED.
RESOLVED, on the proposal of Alderman Graham, seconded by Alderman Gibson, that the minutes as amended be agreed as a correct record.
7. MINUTES OF COMMITTEES
7.1. Planning Committee dated 1 May 2018
PREVIOUSLY CIRCULATED:- Copy of the above minutes.
RESOLVED, on the proposal of Alderman Fletcher, seconded by Councillor Thompson, that the minutes be agreed as a correct record.
7.2. Environment Committee dated 2 May 2018
PREVIOUSLY CIRCULATED:- Copy of the above minutes.
RESOLVED, on the proposal of Councillor Martin, seconded by Councillor Dunne, that the minutes be agreed as a correct record.
7.3. Regeneration and Development Committee dated 3 May 2018
PREVIOUSLY CIRCULATED:- Copy of the above minutes.
In respect of Item 15 Page 27 – Queen’s Parade Development: Councillor Wilson asked to raise this matter in the exclusion of public/press.
AGREED.
RESOLVED, on the proposal of Councillor Cummings, seconded by Councillor Woods, that the minutes be agreed as a correct record.
7.4. Corporate Services Committee dated 8 May 2018
PREVIOUSLY CIRCULATED:- Copy of the above minutes.
RESOLVED, on the proposal of Alderman Girvan, seconded by Councillor Gilmour, that the minutes be agreed as a correct record.
7.5. Community and Wellbeing Committee dated 9 May 2018
PREVIOUSLY CIRCULATED - Copy of the above minutes.
In respect of Item 3 Page 3: Councillor Dunlop advised that the name mentioned in the minutes was not Beth and should read …Debbie Holland, Chair of the Board of Governors.
AGREED.
In respect of Item 14.1 Page 27 – Notice of Motion submitted by Councillor Smart and Councillor Kennedy: In making reference to this matter, Councillor Robinson said that she wished to make an amendment as undernoted:
Proposed by Councillor Robinson as an amendment, seconded by Councillor Boyle that a report be brought back on the feasibility of such a park.
Councillor Robinson highlighted that although she was a great fan of open spaces, the Council did not have a budget for that provision and a report should be required before any commitment could be made.
As seconder, Councillor Boyle agreed on the usefulness of a report to allow Members to be more informed with a better idea of costings.
Alderman Graham pointed out that it would be a normal process for any proposal to have statutory work undertaken such as a business plan and costings to determine its viability within the Council’s capital programme.
Having listened to the discussion, Councillor Kennedy was mindful that the last sentence of his motion with Councillor Smart contained a request to bring back a report to include details of design, cost and funding opportunities. To that end, he was unsure about the rationale for bringing forward an amendment.
Councillor McClean entered the meeting at this stage – 7.18pm
Councillor Smart rose to concur with the comments made by Councillor Kennedy. He commented that they had both presented the motion with a view to obtaining the necessary information regarding budgets and available funding information in order that every pound spent was spent wisely.
In agreement, Councillor Thompson emphasised that the motion clearly requested a report to be brought back and did not understand why any amendment was needed.
On being put to the meeting, with 2 voting for and 32 against, the amendment FELL.
Councillor McIlveen and Councillor Muir left the meeting at this stage – 7.21pm
In respect of Item 8 page 14 – Community Development Grants Assessment: Councillor Cathcart took the opportunity to thank Officers for their hard work in relation to the assessments that had been carried out.
Proposed by Councillor Cathcart, seconded by Councillor Martin as an amendment that the Council agrees to the recommendation but further agrees to set up a Working Group to review Community Development funding for future years.
Councillor Cathcart expressed his gratitude to the Officers involved in the grants assessment process. He acknowledged the volume of work they undertook particularly as the number of applications increased each year. He also thanked them for agreeing to increase the Council’s contribution following the 20% cut in funding from the Department for Communities. That meant that community development grants for running costs of up to £2000 were advertised and he was aware that community groups he knew had welcomed that decision. However due to the programme being oversubscribed, it was recommended that only 80% of the approved grants would be allocated. For those groups running community houses that was a real concern, as average running costs were around £2700, £1100 less than the allocation. The main problem was that Councils were the only bodies that actually provided for running costs for community houses as outside bodies generally issued grants for projects, therefore it was very difficult for those groups to apply for external funding from other sources to cover the remainder. Hence, there were genuine worries as to whether those community houses could carry on.
Councillor Cathcart explained that the reduction in grants this year was largely due to the rise in applications for projects. He was of the viewpoint that the Council should ensure there was adequate provision for running costs before project awards were issued. He believed that was an area that a Working Group could examine further. Cuts from the Department for Communities may well continue and simply sustaining community houses by burdening ratepayers was not the answer either. In his opinion the Council could find a way forward by reforming services and assisting community groups to avail of external funding or collective procurement. A Working Group could help to find solutions otherwise community houses may no longer be around to serve their communities.
AGREED.
RESOLVED, on the proposal of Councillor Brooks, seconded by Councillor Boyle, that the minutes as amended be agreed as a correct record.
Councillor Ferguson and Councillor Smart left the meeting at this stage – 7.23pm
8. REQUEST FOR DEPUTATIONS
8.1. Translink – Transport Plans for the Borough (Appendix II)
PREVIOUSLY CIRCULATED:- Correspondence dated 16 May 2018 from David Graham, Service Delivery Manager from Translink.
AGREED that the Council invites Translink to the next appropriate Committee.
8.2. Caring Communities Safe and Well – Local Services for Older People (Appendix III)
PREVIOUSLY CIRCULATED:- Correspondence dated 18 May 2018 from Councillor Robinson.
RESOLVED, on the proposal of Councillor Chambers, seconded by Councillor Robinson, that the Council invites Caring Communities Safe and Well to the next appropriate Committee.
9. CONSULTATION DOCUMENTS
9.1 Consultation on Proposed Marine Plan for Northern Ireland (Appendix IV)
PREVIOUSLY CIRCULATED:- Draft Consultation Response and accompanying report from the Director of Environment detailing that the Department for Agriculture, Environment and Rural Affairs was consulting on the proposed Marine Plan for Northern Ireland. The Marine Plan had been developed within the framework of the UK Marine Policy Statement. When adopted, it would be used by public authorities in taking decisions which affected or might affect the marine area, including authorisation or enforcement decisions, and decisions that related to the exercise of any function capable of affecting the marine area.
The closing date for consultation responses was 1 June 2018, and at the May Environment Committee it was agreed to recommend that a Council response be drafted by Officers for consideration at the meeting of Council on 30 May 2018.
RECOMMENDED that the enclosed draft response to the proposed Marine Plan for Northern Ireland be submitted to DAERA on behalf of Council.
RESOLVED, on the proposal of Alderman Graham, seconded by Councillor Thompson, that the recommendation be adopted.
Councillor Muir and Councillor McIlveen re-entered the meeting at this stage – 7.24pm
10. CONFERENCES, INVITATIONS ETC
10.1. Invitation – 21st Columban’s Day, Friends of Columbanus, Brittany (Appendix V)
PREVIOUSLY CIRCULATED:- Programme and accompanying report from the Director of Regeneration, Development and Planning detailing that the Council had received an invitation to attend a programme of activity from the Mayor of Saint Coulomb and Friends of Columbanus, Brittany to celebrate the 21st Columban’s Day, Brittany on 29/30 June 2018.
The invitation had been extended to those towns in Europe who had a connection with St Columbanus.
The programme was as follows:
29th June 2018
8.30pm Chorale concert at Church
30th June 2018
10.00am Boat journey including blessing, unveiling of a new monument 12 noon Lunch and welcome to visiting authorities by Mayor Levillain 1.30pm Optional visit to nearby by village to country home 2.30pm Variety of afternoon activities 3.30pm Church service for visiting local authorities 4.00pm Celebration Eucharist 7.00pm Musical Concert with evening meal 10.00pm Celtic musical performance
The Council successfully hosted the AGM of the Columban Way on 10 March 2018, in Bangor. Representatives from various Friends of Columbanus attended from Italy, France, Switzerland, Austria, Germany and the Republic of Ireland. A representative from Friends of Columbanus, Brittany was not in attendance, at the AGM, but was represented by the President of the Friends of Columbanus France based in Luxeuil, who represented all French groups. It was understood the above invitation was discussed at the AGM informally among attendees, but no formal invitation was extended to Council until this time. It should be noted that an invitation had also been extended to the Secretary of the Friends of Columbanus, Bangor to travel at their own expense. This event was not an activity which had been planned with the Christian Heritage Working Group and relevant budget and therefore the Tourism unit had no budget aligned for attendance either for Members or Officers in 18/19. The indicative cost for one person to attend the two day programme was £450 (includes flight from Belfast Int/Stansted/Dinard, taxi transfers to Saint Coulomb, day two meals plus 2 nights’ accommodation). There were no meetings scheduled within the programme, so no Officer attendance was required or recommended. The primary aim appeared to be relationship development with broader local authority ‘Friends’ Groups in Europe. To date, the Council’s work in this area had had no contact with that group directly, but if a representative from the Friends of Columbanus, Bangor did attend, that representative would be able to feed back to the Christian Heritage Group in due course. It was also noted that the Mayor would be in attendance at another engagement at this time.
RECOMMENDED that the Council decline this invitation on this occasion, but welcomes the opportunity for the Friends of Columbanus, Brittany to extend any similar activities in due course via regular correspondence.
RESOLVED, on the proposal of Alderman Graham, seconded by Alderman Smith, that the recommendation be adopted.
10.2. Service of Commemoration – Portadown (Appendix VI)
PREVIOUSLY CIRCULATED:- Correspondence dated 27 March 2018 from the Ancre Somme Association inviting Officers and Members to a Service of Commemoration on 1 July 2018 to mark the100th Anniversary of the End of the Great War and the Battle of the Somme.
RESOLVED, on the proposal of Alderman Graham, seconded by Alderman Gibson, that the information be noted and those Members wishing to attend should contact Democratic Services.
10.3. 2018 NILGA Conference and Gala Awards – 11 October 2018 (Appendix VII)
PREVIOUSLY CIRCULATED:- Draft Conference Agenda and correspondence dated 4 May 2018 from Derek McCallan, CEO of NILGA.
RESOLVED, on the proposal of Councillor Thompson, seconded by Councillor Gilmour, that the information be noted.
Councillor Ferguson and Councillor Smart re-entered the meeting at this stage – 7.27pm
10.4. NILGA – Community Planning and Wellbeing Network Event – 21 June 2018 – Seagoe Hotel, Craigavon (Appendix VIII)
PREVIOUSLY CIRCULATED:- Correspondence from NILGA in relation to the Genuine Collaboration: Real Impact Event.
RESOLVED, on the proposal of Alderman Graham, seconded by Alderman Kerry, that Alderman Gibson as Chair of the Planning Committee attends the event.
10.5. Invitation – Cardiff Bay Vision Conference – Waterfront Regeneration Conference 31 May 2018 (Appendix IX)
PREVIOUSLY CIRCULATED:- Conference Programme and accompanying report from the Chief Executive detailing that an invitation had been received by the Chief Executive from Professor Terry Stevens for him to attend a one day conference to be held on 31 May 2018 in the Exchange Hotel, Cardiff Bay.
The Conference was in association with the Volvo Ocean Race Festival being held in Cardiff and the theme is “The Vision for the Future of Cardiff Bay. Exploring opportunities and challenges for the development of Cardiff Bay in the context of Cardiff Council’s new vision for the City and its waterfront”.
Members would recall that Professor Stevens presented to a Member workshop in 2016 to then guide the thinking toward the waterfront development in Bangor. He was leading the Conference and felt that the content would make a good contribution to the development of the Bangor Waterfront Masterplan, which was underway, and the emerging Queen’s Parade project.
A copy of the Programme was attached for information and, whilst the focus was on the learning from Cardiff Bay, there was a relevant international perspective too.
Professor Stevens had arranged for a specific site visit to three projects in Cardiff which he believed were relevant to regeneration in Bangor and the Borough.
There was no delegate fee for the Chief Executive to attend the Conference as it was by invitation, no accommodation was required and the day return flight to Cardiff was a cost of £59.00.
RECOMMENDED that the Council approves the attendance of the Chief Executive at the Cardiff Bay Vision – Waterfront Regeneration Conference on 31 May 2018 at a cost of return flight from Belfast to Cardiff.
RESOLVED, on the proposal of Councillor Muir, seconded by Alderman Girvan, that the recommendation be adopted.
10.6 Somme Commemoration Service – 1 July 2018 (Appendix X)
PREVIOUSLY CIRCULATED:- Correspondence dated 24 April 2018 from the Chairman of the Royal British Legion, Bangor, Co Down Branch.
RESOLVED, on the proposal of Alderman Graham, seconded by Councillor Smith, that the information be noted and those Members wishing to attend should contact Democratic Services.
Councillor Armstrong-Cotter left the meeting at this stage – 7.29pm.
11. TRANSFERS OF RIGHTS OF BURIAL
None were received.
12. SEALING DOCUMENTS
RESOLVED: - (AGREED)
THAT the Seal of the Council be affixed to the following documents: -
a) Grant of right of Burial Nos 12684 – 12742 b) Ice Cream Licence – John Gibson of Herbie’s Ices – Ward Park, Bangor c) Ice Cream Licence – John Gibson of Herbie’s Ices – Bank’s Lane, Ballyholme d) Assignment of Chandlery Lease from BJ Marine to Robert Hastings e) Planning Agreement between Ards and North Down Borough Council and the Trustees of Crawfordsburn Country Club and Dunadry Holdings Ltd
13. EQUALITY IMPACT ASSESSMENT: FINAL DECISION REPORT – DECISION TO NAME THE NEW BUILD LEISURE FACILITY IN NEWTOWNARDS AS ‘ARDS BLAIR MAYNE WELLBEING AND LEISURE COMPLEX’ (Appendix XI)
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration detailing that at the Council meeting on 29 November 2017, the Council decided that the name for the new build Leisure Centre in Newtownards should be ‘Ards Blair Mayne Wellbeing and Leisure Complex’.
In line with the Council’s Section 75 Statutory duties and further to the screening of the decision an Equality Impact Assessment (EQIA) was to be carried out. A 12 week consultation period ended on 4 May 2018 and a Final Decision Report had been prepared to assist the Council in reaching its final decision. The report attached included a summary of the evidence presented from the consultation on the potential equality of opportunity and good relations impact of the decision. It also included the findings of the process and preliminary recommendations resulting from the EQIA along with potential mitigating measures which the Council may choose to introduce to minimise any negative impacts.
As part of the EQIA Consultation process, along with the option that no mitigation was required (as the proposed name was acceptable), the three mitigating options were presented:
1. An alternative name is selected for the Complex 2. An alternative name is selected for the Complex, with a room or facility named after Blair Mayne 3. An alternative name is selected for the Complex, and an area of the facility is used to create a display to recognise Blair Mayne and others from the Borough who have had significant sporting achievements, or made a significant contribution to sport and leisure within the Borough ie a 'Hall of Fame'
It was critical that the Council considered all of the quantitative and qualitative information contained in the report.
RECOMMENDED:- that the Council:
Firstly, approves and adopts the Final EQIA Report and then;
Secondly, gives due consideration to the report and all available options, including those involving mitigating measures, before reaching a final decision on a name for the Leisure Complex that was inclusive for all who work, live or visit the Borough.
In the first instance, the Mayor emphasised to Members that at this point they were dealing with the report and adoption of the report only.
Proposed by Councillor McIlveen, seconded by Councillor Muir that the Final EQIA Report be approved and adopted.
Before proceeding with the second part of the recommendation, the Chief Executive furnished Members with some verbal advice and also introduced Dr John Kremer, the author of the EQIA Report who would respond to questions if necessary. He had worked with the Council on much of its equality consultation work and had been supporting the Council in the development of the final decision report which Members would see before them. As the covering report indicated, this was the report on the decision to name the new leisure centre in Newtownards the Ards Blair Mayne Wellbeing and Leisure Complex. The Chief Executive reminded Members of the Section 75 obligation and that before the decision was taken it had been screened in and therefore required an equality impact assessment to be carried out, including a 12 week consultation period that ended on 4 May 2018. The report was to assist the Council in reaching its final decision.
The summary evidence demonstrated the potential equality of opportunity and good relations impacts of the decision. There was also a section on the findings which set out potential mitigating measures. The Council may choose to minimise any negative impacts through mitigation. He reiterated that it was critical that the Council considered the report in full and all of the quantitative and qualitative information therein. The Chief Executive read out the second part of the recommendation and stated that Members should in particular first make sure that the decision complied with the Principles of Naming Policy contained in the policy (pages 4/5) and ensure the decision was Section 75 compliant (page 4) and have due regard to the need to promote equality of opportunity amongst the nine categories. Therefore, Members should consider no mitigation or the three mitigation options (page 30).
Proposed by Councillor McIlveen, seconded by Councillor Menagh that this Council proceeds with the naming of the new leisure facility in Newtownards as “Ards Blair Mayne Wellbeing and Leisure Complex” and in addition to the name, and by way of explanation as to why such a name has been selected, an area of the complex should display Blair Mayne’s sporting connections and achievements.
Councillor McIlveen wished to make a number of points in relation to his proposal.
The first point related to the naming policy. The response from the Equality Commission noted that the Council acknowledged, through the EQIA at page 36, that the proposed name “contravenes the Council’s Policy for Naming Facilities as it may have an adverse impact on the aim to promote equality of opportunity and good relations”. He admitted that he had not picked up on that line in the documents uploaded for the January Council meeting and doubted if any of the other Members had either. Of course, it was buried in Appendix 6 of a 53 page document on the second page of Policy Screening Form. He could only assume that it must have been a typographical error. He would suggest that he did not consider the name to be in breach of the Policy for Naming Facilities.
The Council’s current policy stated:
“Ards and North Down Borough Council wishes to adopt a consistent approach to dealing with requests to name Council Facilities. “The Council is minded to ensure such decisions promote equality of opportunity and good relations”.
All names should normally comprise two parts. The first part of the name must not be considered offensive to any group or individual within the Borough. The policy defined offensive as being a name that would be considered offensive if it could be interpreted to be abusive, antagonistic, discourteous, disrespectful, lurid or rude. In his opinion, that part of the policy could not and should not be used to assess Proper Names. It was impossible to interpret a Proper Name as anything other than the name of the individual. That aspect of the policy could only be applied to those things other than the names of individuals.
The policy went on to say how it should be applied in the event of an individual’s name being suggested.
It must “not be the surname of any living person or a name which could be clearly attributed to any living person. Council would however consider an application to name a facility after an individual who was deceased and had made an extraordinary contribution in some way to the Borough and its residents or public life in general”. That was the part of the policy which he felt should be applied when assessing Blair Mayne as the name for the new leisure facility in Newtownards. He quite clearly met the first essential criteria in that he was no longer with us. The question the Council must ask itself was whether he had made an extraordinary contribution in some way to the Borough and its residents or public life in general.
Councillor Douglas left the meeting at this stage – 7.34pm
The Council was helped to some extent by the explanation that “an extraordinary contribution must have benefitted a significant number of people and/or been made over a significant period of time, must be fundamentally philanthropic and must comply with the seven principles of conduct underpinning public life (Selflessness, integrity, objectivity, accountability, openness, honesty and leadership)”.
The reasons why Blair Mayne had been selected were well known within the Council Chamber but Councillor McIlveen listed them anyway as it was important that those were on the record for the purposes of these deliberations:
1) First and foremost was his sporting prowess. The Irish Times ran a story on him in June last year describing him as a “bravehearted Irish Lion”.
At 23 years old, Robert Blair Mayne was part of the British and Irish Lions team which toured South Africa. He remained the only rugby player from Newtownards with a competitive cap for the British and Irish Lions. He played in 17 of the 20 provincial games and all three tests on that tour.
He had already shown his immense sporting abilities whilst at Regent House where he excelled at rugby, cricket and golf. When at Queen’s University studying law, he won the Irish Universities Heavyweight boxing title. The next year he won the Scrabo Golf Club’s President’s Cup.
Blair Mayne won his first cap for the Ireland rugby team in 1937 against Wales. If the war had not come who knows how many caps he would have won and whether or not they would be debating this very matter. He asked if some were seriously saying that the Council should not be naming the leisure facility because he joined the army to fight fascism.
2) Secondly, it was the enormous regard that the people of Newtownards and the surrounding area had for Blair Mayne and his memory. He was one of their own. Ards Borough Council recognised that when they named a road after him. The people of Newtownards recognised that when they contributed so generously to a statue in his memory which stood in Conway Square. This Council continued the “Blair Mayne Bursary” from the monies left over from those contributions. Incidentally, that bursary was described on the Council’s website in the following way:
“The Bursary was established in 1996 and is intended to celebrate Lt Col Blair Mayne’s life and achievements by encouraging young people to aspire to excellence.
Councillor Douglas re-entered the meeting at this stage – 7.35pm
Anyone aged 25 years or younger that lived in Ards and North Down and that ‘aspired to excellence’ in one of three categories - sport, academic study or adventure training could apply for a bursary as a way to help them to achieve a goal or realise a particular project”. He thought that was particularly interesting given the debate and showed that the Council had already made the connection between Blair Mayne and sport.
3) Thirdly, it was utterly fitting that the Council recognised a man in his own town who was famous around the world and respected around the world. A man decorated with four DSOs (one of only handful of men to be so decorated), the Legion d'honneur and the Croix de Guerre (the first foreigner to receive the double honour from the French Government).
He questioned whether or not he was a philanthropic. The policy did not say that the reason for the Council naming a facility after someone must be because of that person’s philanthropy but rather an extraordinary contribution made by that person should be fundamentally philanthropic that was to say showing concern for humanity. He could think of nothing more philanthropic than a man who volunteered to join the army to fight the evils of fascism to help liberate Europe from the jackboot of Nazism, trained the French Resistance and, amongst his many exploits during the war, singlehandedly rescued a squadron of his troops for which he was famously recommended for the Victoria Cross but awarded a fourth DSO instead. That sounded fundamentally philanthropic.
Councillor McIlveen turned to the issue of the Council being minded to ensure such decisions promoted equality of opportunity and good relations.
S75 stated that the Council must have “due regard to the need to promote equality of opportunity” and “have regard to the desirability of promoting good relations”. That EQIA was carried out following a screening process in accordance with the Council’s Equality Scheme.
On addressing the Mayor, he wished to firstly thank the Officers and John Kremer for the extensive work carried out in relation to the Equality Impact Assessment in relation to the decision to name the new leisure facility in Newtownards. He also thanked the public and staff who had participated in the consultation for taking the time to share their views with us.
He stated that EQIAs such as this were not public votes and added that it would be inappropriate for the Council to say that 69% of the public were in agreement with the name and therefore it should press ahead. The Council must also consider the views and representations of the 459 people (28% of those who responded) who did not agree with the name; the 22% who felt it would have a negative impact on good relations; and the 8% that would definitely use the facility less often. The Council must also have regard to the staff responses to the EQIA.
He commented that it was noteworthy that over half of those who responded either never used the current facility or rarely used it. It was also interesting that only three staff members who worked in the current facility responded.
In terms of impact on religious groups, 41% of Roman Catholics who responded did not feel any mitigation was necessary. That suggested to him that this was not a Roman Catholic/Protestant Nationalist/Unionist issue. A further 27% of Roman Catholics were happy with some other recognition of Blair Mayne within the complex. Again that suggested that a majority of Roman Catholics did not find Blair Mayne offensive but perhaps had other issues in relation to the name. That of course was not unique to those of a Roman Catholic background who responded and the Council must not conflate people not being fond of the name and its impact on good relations.
From looking at some of the qualitative responses, there appeared to be a lack of understanding why Blair Mayne had been selected as the name and he felt as a result of that, an area of the complex should show his sporting achievements and prowess by way of explanation.
At this stage, Councillor Walker sought clarity on the wording of the proposal put forward.
In response, the Chief Executive read out Councillor McIlveen’s proposal.
Councillor Martin left the meeting at this stage – 7.40pm
Councillor Boyle spoke of being someone who had supported the building of a replacement Leisure Centre in Newtownards under the legacy Ards Borough Council and after some years of discussing agreed in October 2008 to proceed with the building of a £21M facility. He never envisaged 10 years later that there would be concerns over the naming of a now upwards of £35M Leisure Centre for all of our ratepayers across Ards and North Down and those wishing to visit our Borough. He felt it was fair to say that through workshops’ reference to the naming of this facility, Unionists on those workshops and other associated Committees did not support this name but were quite happy to support the findings of those employed by this Council to assist with coming up with a neutral name for a neutral based facility. Unionists and others present tonight had also stated that another name would have been more appropriate. Therefore, he was at a loss to understand what their reason was for caving in and rolling over.
With regard to the EQIA, he believed it demonstrated that the current proposed name was inappropriate and that this Council had a responsibility to be inclusive – a neutral inclusive venue should have a neutral based name. Option 3 within the report stated that an alternative name was selected for the facility and an area of the facility was used to create a display to recognise those from the Borough who had had significant sporting achievements or made a significant contribution to sport and leisure within the Borough. Page 11 indicated that 55% of Catholic respondents did not agree with the name and neither did 65% of overall respondents under 30 years of age. A substantial percentage believed that the name would have a negative or very negative impact on good relations and contribute to a reduction in usage. Councillor Boyle felt that staffing responses were highly significant – 54% of staff believed there would be a negative or very negative impact on a good and harmonious working environment. Only 29% believed there would be a very positive or positive impact. With reference to the proposed name and its impact on good relations, 24% thought there would be a very positive or positive impact, whilst 52% believed that there would be a very negative or negative impact on Good Relations. The Catholic response was noted at 18% so clearly a mixture of backgrounds or none declared were part of the 52%. With reference to users or potential users and the proposed naming, 17% believed it would have a positive or very positive impact whilst 44% believed there would be a negative or very Negative impact. Regarding minimising the adverse impact of this naming 33% believed no need for mitigation, whilst 67% believed there should be an alternative way forward.
Many felt within the survey that the proposed name would be divisive/controversial, polarising and would affect visitors to the area but equally many had stated there should be a more vibrant, new and neutral name. Where you had a neutral shared space looking to attract and welcome everyone, you named your venue accordingly – legacy North Down got that right with ‘Aurora ‘.
Councillor Martin re-entered the meeting at this stage – 7.44pm
Furthermore, clearly the External Consultative Panel, the name and Council Policies and Mitigating Measures all raised more questions and uncertainties surrounding this name with varied viewpoints with considerable weight towards the name not being appropriate. Under the Findings from the consultation within the report of which there were many aspects that this Council and Members would be best advised to consider and heed as he did not believe that tonight would be the last we heard of this issue where it stated: “reaction to the name among staff and sections of the community and including the Roman Catholic community, indicate that a sizeable number would feel that the name could discourage not only themselves but others from ever using the complex”.‘
Councillor Boyle found that particularly worrying as for someone who was passionate of legacy Ards Leisure Services remaining in house albeit with challenging but achievable targets, this development could seriously jeopardise those previously discussed challenging targets and if so Members would have their answers without asking Council Officers and staff for explanations. In his view it was highly unfortunate that we could be termed as an ongoing time-warped non-progressive Council.
Proposed by Councillor Muir as an amendment, seconded by Councillor Douglas that this Council proceeds with the naming of the complex but an alternative name is selected for the Complex namely Ards Leisure Centre and an area of the facility is used to create a display to recognise Blair Mayne and others from the Borough who have had significant sporting achievements, or made a significant contribution to sport and leisure within the Borough i.e. a 'Hall of Fame'.
Councillor Muir said he proposed this amendment after careful consideration of the report. In particular, he made it on the basis of response received from the Equality Commission who stated The Commission recommends that Council carefully considers responses received as a result of the current consultation in this regard.
As was clearly stated in the report, the Equality Impact Assessment was not a poll nor a referendum. No votes were cast. All views elicited need considered.
In reading the report and coming to the conclusion he had, the findings contained on pages 27 and 28 had been a significant influence upon him and upon which he based this proposal:
Councillor Cummings left the meeting at this stage – 7.46pm
Page 27 stated: “Overall, while those showing concern with the proposed name do not always represent the majority view, the findings do give an indication that a significant number of staff and members of the public alike are not comfortable with the proposed name and would feel that they and others would be less inclined to use the facility as a consequence”.
This view was largely confirmed by the Council’s External Consultative Panel on Equality and Good Relations which, through it was considerable and accumulated experience in dealing with equality matters, recognised the potential difficulties for the Council attaching to the adoption of the proposed name, from a Section 75 and anti-discrimination perspective, and including raising the possibility of legal challenges ahead.
Councillor Dunne left the meeting at this stage – 7.47pm
Councillor Cummings re-entered the meeting at this stage – 7.47pm
Those potential challenges should not be ignored in the decision-making process. In particular, as the Equality Commission had made clear in its written response that there was a likelihood that the proposed name could run counter to the Council’s own naming policy, and any decision which was reached must bear that in mind. Specifically, the Council’s adopted naming policy indicated that:
‘Ards and North Down Borough Council wishes to adopt a consistent approach to dealing with requests to name Council Facilities. “The Council is minded to ensure such decisions promote equality of opportunity and good relations”.’
Taking the evidence obtained during the course of the EQIA into account, an argument could be made that the proposed name did not help to ensure the promotion of equality of opportunity and good relations.
Furthermore, from a commercial perspective, it was also difficult to see how the proposed name sat easily with the original intention of the Council’s process for naming the Complex. By adopting the proposed name there was a risk that not only would the Council be seen not to have met its duty to promote equality of opportunity and good relations (or promote a good and harmonious working environment) but the business and commercial viability of the Centre could be impacted on by potential clients preferring not to use the Complex.
If a decision was made to mitigate potential adverse impacts by adopting a different policy, there was no strong consensus as to which alternative was most preferable.
Councillor Muir acknowledged that the report was rather equivocal and the matter was not as clear cut as some would pretend. As Page 30 of the report stated:
“Taking into account the evidence from the EQIA and including the consultation process which showed majority support for the proposed name in the public survey but a majority of staff indicating levels of concern with the name, the extent to which the proposed name hinders or facilitates the promotion of equality of opportunity and/or good relations within the Borough and Council is not clear cut”.
Councillor Muir stated that his opinion was that the Council should adopt a neutral name which attracted the broadest level of support, namely Ards Leisure Centre. A tried and tested name which eliminated risk of legal challenge and ensured without a doubt we upheld our responsibilities to promote equality of opportunity, good relations and ensure a harmonious work environment.
As the report stated on Page 40 when reflecting views ascertained during the consultation:
• What was the problem with naming it ‘Ards Leisure Centre’ as this was the name it will be called anyway?
Councillor Dunne re-entered the meeting at this stage – 7.49pm
Following on, Councillor Douglas took the opportunity to thank Dr Kremer for his report in this regard. In considering this matter, she was also mindful of the Council's policy on requests to name council facilities (2015) which sought the Council to adopt a consistent approach to dealing with requests to promote equal opportunities and to promote good relations.
As we had already heard this evening, Paddy Blair Mayne was already well recognised in Newtownards by way of: a statue in Conway Square, a bursary and having a road named after him. She noted that the EQIA was a process by which to consult and inform decision-making, it was not a head count.
With regard to the public responses, she observed that 31% of respondents suggested that the Council sought an alternative to what was being proposed. In terms of staff responses, 54% stated the proposed name would be 'negative', with 52% of staff of the opinion that the proposed name would be 'negative' or 'very negative' in terms of the impact on community relations. 67% of staff suggested an alternative to the current proposal, with 32% suggesting the creation of a sports 'Hall of Fame' area for all local sporting achievers, similar to what presently existed in the Aurora Aquatic and Leisure Complex.
The EQIA report noted that the majority of staff thought the proposed name could disrupt a good and harmonious working environment for Council employees. The Council's own External Consultative Panel on Equality and Good Relations recognised the potential difficulties for Council in agreeing the proposed name.
It was for those reasons that Councillor Douglas suggested a neutral name as set out in the report and in relation to mitigating factors, the addition of a Wall of Fame to recognise all local sporting heroes as was in situ in Aurora. She said that the Council must be mindful of its own policies to: promote equal opportunities and to promote a harmonious working environment. She said that she would be concerned about the potential of reputational damage to the Council as she wanted to ensure that Ards and North Down was a welcoming Borough to all.
Councillor Dunne re-entered the meeting at this stage – 7.49pm
Alderman Graham stated that he was against the amendment as there was a risk of turning it into a much larger issue than it needed to be. From a personal perspective, he said he would not necessarily have chosen to name the facility after Blair Mayne. However, during the past two or three years he had started to understand Ards people and it was clear to him that the vast majority of Councillors from Ards town supported the name, so how could he as a Bangor West Councillor disagree. He felt there was much ado about nothing as Blair Mayne had been a sportsman and had fought during the 2nd World War. We were now in 2018 and that name remained precious to the people of Newtownards. It had been said that there was a road, a bursary and a statue named after him and none of those in the past had caused any controversy. He asked what was in a name anyway and he was not being disparaging but most people would just say they were going to the gym or pool. His view was that the Council could be making a big issue out of something that was very straightforward.
Councillor Robinson said that her hopes and aspirations for the new leisure centre were for it to be enjoyed fully by all residents, ratepayers and visitors. Having recently visited the site, there was no doubt the Council was creating an amazing facility and she could not wait for it to open. Although she fully appreciated the service given by Blair Mayne during the War and his sporting prowess, however it was clear from the report that there was a certain percentage of our ratepayers, our residents and potential visitors who felt negatively about the name. That caused her great concern as inclusivity was her driver and it was very important to her and other people. Therefore, if there was any negativity around the proposed name for this centre then she felt the Council really must think again. She concurred with many of the previous comments from Councillor Muir and Councillor Douglas; saying that all ratepayers, all residents and all visitors must feel equally welcome in all of our facilities and for that reason she would be supportive of the amendment.
Alderman Girvan stated that she had read the report and responses, and respected concerns raised and agreed with Councillor Robinson that it should be inclusive and look out for everyone in the Borough. A compromise would be the Hall of Fame to recognise all the great sporting heroes and heroines. She acknowledged that Blair Mayne had been a great hero but was mindful that he had been recognised and his name would live on and on in the Borough. However, it was important to show respect to all those people who lived, worked and paid rates in the Borough. Councillor Woods recalled that when an alternative name was tabled a number of months ago at Committee, neither she or her Party had an immediate issue with Councillors rejecting the proposed name of Apollo, or indeed Dairy Hall which had been recommended in the Officer’s report. It was posed to the Committee that that change expressed the will of the majority of local people, with every Councillor representing the area agreeing, and others making passionate appeals for support, supporting that name change. Indeed, she had received no negative comments about the proposed naming in other discussions elsewhere. The name for her was connected with sporting achievement, notably boxing, which her grandfather competed in the Olympics, so something close to her heart. She believed Members needed to be a bit more mature in how we dealt with names, ridding the discussion on names from sectarianism, a shared space was not a neutral space.
However, what had become clear from discussions was that the naming of the Leisure Centre had diverted from its original intention to mark the sporting achievements of this individual and had become focused not on Blair Mayne’s sporting but his military achievements and therefore had become increasingly divisive. The results of the EQIA had shown that there was significant support for the proposal of naming the Ards leisure centre as ‘Ards Blair Maybe Wellbeing and Leisure Complex’ – indeed 69% of respondents answered the question by ticking ‘yes’. Whilst that was not, and she repeated, was not a referendum or a vote taken by the general public, the results could not be ignored and for her, despite the rate of those responding positively, raised serious questions about the naming of such a centre if it did not have the support from the whole community. The EQIA should not dictate the decision but inform in helping make political judgements in cases like this and that counted for everyone.
What was concerning was the number of staff that responded to the consultation negatively. The Council had a duty of care as employers to ensure that staff felt safe in their workplaces. 54% of the staff that filled out the questionnaire stated that they felt it would have a negative impact on a harmonious and good working environment. In fact, 52% of staff felt that the name would have a negative effect on good relations between communities, with 67% wanting an alternative name for the complex. This could not be ignored that due to the duty of care as an employer either and that must be taken into consideration when a final decision was made. The Council also could not ignore reputational damage to the Council. It would be foolish of us as Councillors to do anything that would jeopardise the use and promotion of the centre, given that many of those who responded to the EQIA stated that it may affect their use of the centre. If there were a number of people stating that they would not use the centre because of the name, then that also had to be taken into consideration. She referred to the report whereby The Equality Commission guide for employers published in 2009 stated explicitly that where an employer was seeking to provide or maintain fair participation or to ensure that all services and facilities were widely used by all sections of the community including the general public.
Reading into the EQIA report, there were clear indications of the possibility of complaints and judicial review from both the Equality Commission and within the report. That was not to say that they thought it would happen but because it could happen. We were opening ourselves up as a Council to challenge and ignoring the results of this EQIA made that all the more possible. By ignoring the views of some of those who responded we were in effect not rationally and reasonably reading the results, as well as those that were compounded from the External Consultative panel. Due to the reasons outlined, she stated that she could not support the naming of this centre in its current form. She was content for a compromise to be made, an amendment for commemoration of sporting heroes in the centre, as was proposed and of course, for Blair Mayne to feature heavily here because of his achievements. She would also support any moves to promote sport in the Borough and the great people that had come from here in the past and present to be a part of that, as only weeks ago we celebrated the great win of Rhys McClenaghan at the Commonwealth Games. The Council should continue to support the achievements of those from our Borough representing at local, national and international levels in every possible way and recognise the great achievements that had been received in the past through whatever means that they did and would continue to do so. The report stated on page 27 that the potential challenges should not be ignored in the decision making process and she encouraged all Members to employ rational and reasonable thinking when doing so. As Winston Churchill once said, “when the facts change, I change my mind, what do you do?”
Councillor Menagh underlined that Blair Mayne embodied all of Ireland having played rugby and cricket and been a boxer. It had been well proven what he had done and there were even statues of him on the mainland. The legacy Ards Borough Council had a room named after him and 69% voted for it. He was sure that the issue under debate had gone further afield and had been advertised in the Belfast Telegraph and Irish news. He felt confident that up to 90% in the Ards and North Down Borough would vote for it as people wanted the name of Blair Mayne. There was a bursary for sport and education; people were learning now who he was and it was very naïve to ignore that. He requested a recorded vote.
Councillor Brooks rose and immediately stressed that it was not to support the amendment. Rather he wished to speak directly to Councillors Muir, Douglas, Robinson and Woods who had been quoting statistics all evening. He was quite sure that those four Councillors had been delighted with the result last Saturday in our neighbouring country’s referendum when 66% voted to change the abortion law. However, he asked them what about the 34% which was a significant amount that had voted against it; where did they lie now?
Alderman McDowell admitted that Blair Mayne was a childhood hero of his and he had enjoyed learning about Blair Mayne’s exploits from his father and had grown up hearing of how a man from Ards played a pivotal role in North Africa Europe and was still a hero. In previous times in the legacy Ards Borough Council he had supported the recognitions bestowed upon him such as a bursary, the roads and a statue but issues had arisen in the EQIA and there was a level of disquiet that this Council could not ignore. He had no problems with Blair Mayne but recognised there would not be the same level of unease about the titles of Ards Leisure Centre or Apollo. He supported Councillors Muir’s amendment as there would be an opportunity to recognise Blair Mayne together with other excellent sportsmen and women in the Hall of Fame. He was disturbed that this debate was taking away from the marvellous facilities in Ards and the fantastic new Leisure Centre. There had been discussions in the press and radio and he viewed the best way forward was taking cognisance of issues raised in the EQIA. Alderman McDowell asked about the impact they would have as Councillors should there be any legal challenges in relation to the name eg if the Council was found against. Could the Council sustain the cost of spending even more money to defend that challenge?
The Chief Executive responded by stating that it was a hypothetical scenario as the decision was yet to be taken. He could not provide a definitive answer at this without the outline of such a challenge.
Councillor Menagh requested a recorded vote to be taken.
On being put to the meeting, with 11 voting FOR, 27 voting AGAINST, 0 ABSTAINING and 2 ABSENT, the amendment FELL.
A recorded vote resulted as follows:
FOR (11) AGAINST (27) ABSTAINING (0) ABSENT (2) Aldermen Aldermen Alderman Girvan Carson Irvine McDowell Fletcher Councillor Councillors Gibson Cooper Boyle Graham Douglas Henry Hunter Keery McAlpine Smith Muir Councillors Robinson Adair Walker Allen Wilson Armstrong-Cotter Woods Brooks Cathcart Chambers Cummings Dunlop Dunne Edmund Ferguson Gilmour Kennedy Martin McClean McIlveen Menagh Smart Smith Thompson
On being put to the meeting, with 27 voting FOR, 11 voting AGAINST, 0 ABSTAINING and 2 ABSENT, the proposal was declared CARRIED.
A recorded vote resulted as follows:
FOR (27) AGAINST (11) ABSTAINING (0) ABSENT (2) Aldermen Aldermen Alderman Carson Girvan Irvine Fletcher McDowell Councillor Gibson Councillors Cooper Graham Boyle Henry Douglas Keery Hunter Smith McAlpine Councillors Muir Adair Robinson Allen Walker Armstrong-Cotter Wilson Brooks Woods Cathcart Chambers Cummings Dunlop Dunne Edmund Ferguson Gilmour Kennedy Martin McClean McIlveen Menagh Smart Smith Thompson
14. NOTICES OF MOTION STATUS REPORT
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration detailing an attached Status Report in respect of Notices of Motion.
That was a standing item on the Council agenda each month and its aim was to keep members updated on the outcome of motions. Please note that as each motion was dealt with it would be removed from the report.
RECOMMENDED that the Council notes the report.
RESOLVED, on the proposal of Councillor Smith, seconded by Councillor Thompson, that the recommendation be adopted.
Councillor Allen, Alderman Keery, Councillor Muir and Councillor Menagh left the meeting at this stage – 8.17pm
15. NOTICES OF MOTION
15.1. Notice of Motion submitted by Councillor T Smith and Councillor Brooks
That this Council brings back a report on establishing a partnership with Donaghadee Preservation Society, exploring how we can work together to deliver a successful outcome in relation to the Sir Samuel Kelly Project.
RESOLVED, on the proposal of Councillor T Smith, seconded by Councillor Brooks, that the Notice of Motion be referred to the Regeneration and Development Committee.
15.2. Notice of Motion submitted by Councillor Cummings and Alderman Gibson
That Council recognises that the new phasing system introduced at the junction of High Street/Castle Street/The Square in Comber is continuing to cause congestion problems for road users in the town particularly at peak times which were not evident prior to the system being introduced; and that Council agrees to write to DFI Roads requesting that the signalling at the junction of High Street/Castle Street/The Square is urgently reviewed to improve the flow of traffic through Comber town.
RESOLVED, on the proposal of Councillor Cummings, seconded by Alderman Gibson, that the Notice of Motion be referred to the Corporate Services Committee.
15.3. Notice of Motion submitted by Councillor Cummings and Alderman Gibson
That this Council seeks a report into the feasibility of a slip lane to facilitate traffic safety for vehicles to gain entrance into the Recycling Centre, Moss Road, Ballygowan on land already in ownership.
RESOLVED, on the proposal of Councillor Cummings, seconded by Alderman Gibson, that the Notice of Motion be referred to the Environment Committee.
15.4. Notice of Motion submitted by Councillor Walker and Councillor Brooks
This Council acknowledges the draft Off Street Car Parking Strategy Document instruction to ‘undertake further discussions’ on the issue of parking in Donaghadee and instructs officers to urgently engage with Transport NI, Translink, the Donaghadee Commerce and Development and AECOM to develop and implement an effective, integrated parking strategy for the town.
RESOLVED, on the proposal of Councillor Walker, seconded by Councillor Brooks, that the Notice of Motion be referred to the Environment Committee.
15.5. Notice of Motion submitted by Councillor Chambers
That Officers bring back a report on the current condition of Groomsport tennis courts and indicate any necessary maintenance that may be required to bring the courts to an acceptable standard.
RESOLVED, on the proposal of Councillor Chambers, seconded by Councillor Ferguson, that the Notice of Motion be referred to the Community and Wellbeing Committee.
15.6. Notice of Motion submitted by Councillor Muir
That this Council requests that officers bring back a report on how the new legislation and arrangements concerning Special Events on Roads, Road (Miscellaneous Provision) Act (NI) 2010 has been operating one year after enactment on 4 September 2017 including costs charged compared to other Councils and with a specific focus concerning impact upon charitable / not for profit organisations and sporting events.
RESOLVED, on the proposal of Councillor Muir, seconded by Councillor Douglas, that the Notice of Motion be referred to the Environment Committee.
15.7. Notice of Motion submitted by Councillor Martin
That this Council believes that in a mum’s pregnancy both lives matter, the mother and the unborn child. This commitment to the rights of both must be reflected in the support provided to mothers, the unborn child and their families throughout the pregnancy. This Council calls for the Department of Health to consider a Perinatal Hospice Care Facility or service in Northern Ireland to be established to provide the best medical and emotional support for those who are faced with the diagnosis of a severe life limiting condition.
RESOLVED, on the proposal of Councillor Martin, seconded by Councillor Boyle, that the Notice of Motion be referred to the Corporate Services Committee.
15.8. Notice of Motion submitted by Councillor Robinson
That this Council supports the campaign for Lucy’s Law, and will adopt it as our policy in the interests of the welfare of both puppies and their mothers.
RESOLVED, on the proposal of Councillor Robinson, seconded by Councillor Woods, that the Notice of Motion be referred to the Corporate Services Committee.
15.9. Notice of Motion submitted by Councillor Smith and Councillor Kennedy
This Council will look at ways to preserve and protect Mew Island in terms of its wildlife and nature as well as the historic and listed buildings that exist there. As part of this, the Council will facilitate a meeting of relevant organisations and statutory bodies in order to hear views and ideas of how Mew Island can be preserved for future generations.
Some of those we should consider inviting to such a meeting should include Commissioner of Irish Lights, the Historical Environment Division, NIEA, Copeland Bird Observatory, National Trust, British Trust for Ornithology and RSPB. This list is not exclusive.
Mew Island is a treasure of our shores and we as a Council should be part of its preservation.
RESOLVED, on the proposal of Councillor Smith, seconded by Councillor Kennedy, that the Notice of Motion be referred to the Regeneration and Development Committee.
15.10. Notice of Motion submitted by Councillor Muir
That this Council agrees that officers bring back a report on the possibility of organising with local Churches an Annual Multi Denominational Service of Thanksgiving for the work of the Emergency Services and First Responders.
RESOLVED, on the proposal of Councillor Muir, seconded by Councillor Douglas, that the Notice of Motion be referred to the Corporate Services Committee.
Councillor Allen, Councillor Menagh and Councillor Muir re-entered the meeting at this stage – 8.18pm
15.11. Notice of Motion submitted by Councillor Cathcart
That this Council expresses its deep disappointment with the Department of Education in its refusal to grant additional paces to Bangor Academy and Sixth Form College. It is estimated at least 40 pupils in Bangor and 70 pupils throughout Ards and North Down received no offer of a school place, with a number of pupils facing the potential of long journeys for their secondary education. This Council therefore calls on the Department of Education to grant additional palaces at Bangor Academy and Sixth Form College and potentially at other schools in the Ards and North Down area to address this issue or send Departmental representatives to come before Council to explain this decision.
Proposed by Councillor Cathcart, seconded by Councillor Gilmour that this Council welcomes the decision by the Department of Education to grant temporary variations for Bangor Academy and Strangford College and writes to the Department to seriously and urgently consider further requests for temporary variations from schools in Ards and North Down to ensure provision for every child.
Councillor Cathcart was pleased to amend this Notice of Motion. Continuing he commented that it had been most welcome news today that Bangor Academy had been allocated 40 additional places with 19 places in Strangford Integrated College as well. It was an important step forward but work was still needed. Undoubtedly it would have come as a huge relief to many families who had been left with so much worry and disappointment. He stated that the Council often and quite rightly criticised the slow and rigid bureaucracy but the Department had shown flexibility in policy to recognise the practical reality on the ground and that had to be welcomed.
On Saturday 19 May, children in this Borough opened letters in great anticipation to find out what secondary schools they would be attending, many would have been delighted, some would have felt some disappointment that they did not receive their first place but for at least 70 children, in Bangor and Ards, likely more throughout this Borough, received no offer of a school place at all. Imagine how they felt. As the dignified protest last Friday outside the Department of Education said ‘place yourself in their shoes’. One could only feel great sympathy. Councillor Cathcart was of the opinion that the Department needed to review how such news was communicated to parents and children. Even with today’s decision there would still be disappointed children.
He regretted that the issue was not completely resolved. He understood that other schools in Ards and North Down had applied for temporary variations. Also some of the pupils on the waiting list may have already accepted placements elsewhere but would now accept Bangor Academy or Strangford College, freeing up places at other schools. So there would be a knock on effect which may take time to resolve. Despite the extra 59 places in total there would still be some parents and pupils disappointed. There was a requirement to find placements for all pupils, so the pressure on the Department of Education must remain.
He thought it was important to note that before the Saturday, Bangor Academy had temporary variations twice rejected and only accepted the additional places following public uproar, political representations, endless correspondence to the Department from concerned parents, many of whom took time off work and of course the disappointment and tears of young children. This situation could have been sort earlier and at least minimised if not avoided. The pressure helped pushed the Department on this issue, so pressure must remain until it was resolved.
Councillor Cathcart concluded that today’s decision was a step forward. A longer term solution to school provision was required for the Ards and North Down area but until then temporary variations must be right to ensure appropriate provision. He hoped Members would support his Motion to keep the pressure on the Department of Education.
Alderman Irvine entered the meeting at this stage – 8.20pm
Councillor Martin echoed previous comments noting that it was obviously a traumatic time for parents. It was very clear to those political representatives who had gone to the Department last week the level of anger, disappointment and general frustration experienced by parents. The news today of the Department granting an additional 40 places was incredibly welcome to many parents and it was the right step for the Department to take and perhaps it was not an easy one. He had had personal contact with 10 children who along with their parents were now feeling overjoyed that they had a place at the school of their choice. However, he personally knew of three children who had not yet been awarded a place. As his colleague had alluded to, there was a complicated sifting process to be carried out. It could be the case that some pupils may have accepted a place elsewhere so that may open up places for others. Whilst the majority of the problem was resolved by parent power and political representation we were not yet over the line and he urged Members to back the motion.
Councillor Dunlop and Councillor Muir left the meeting at this stage – 8.21pm
Bearing in mind that there were a number of children awaiting placements, Alderman Smith was delighted that the Department of Education had taken a common sense decision to allow Bangor Academy 40 additional places through transfer variations along with a few other schools who would be given smaller amounts of additional pupils. At Bangor Academy, she had asked the Headmaster three times if he could take 40 extra pupils and although it was not his call to make, he had given an assurance that he could. That had provided hope to everyone but he needed the Department to make that final decision. She added that the pressure from our local politicians and MLAs was terrific and as she stood outside the Department with parents there had been a good feeling something would change and thankfully it did. She acknowledged the domino effect from that and the complexity of sorting remaining places but at least children were feeling happier than they were last Saturday.
Alderman Smith took the opportunity to pay tribute to the Headmaster of Bangor Academy for conducting a first class meeting, whereby everybody was given time to ask appropriate questions and receive answers. The Council needed to keep pressure on because if there were a number of children not placed and who did not wish to attend a school they were finally offered. At that stage, Councillors and MLAs would get together to fight as the Department recognised it had made a terrible mistake this year and she gave a warning that they better not make the same mistake next year. On speaking to parents, she had listened to heartbreaking stories of children asking, “what did I do wrong?” and “why did I not get a school?” Under no circumstances should children aged 11 be put through that ordeal and made to feel rejected’ it was a disgrace. She ended by saying it was a good fight with the achievement of a good result and hopefully everyone would get the chance to go to the school they really want.
Alderman Keery re-entered the meeting at this stage – 8.23pm
Councillor Irvine concurred with previous comments and was glad to see today that action had been taken to resolve this crisis. He commented that spikes in birth rates needed to be accounted for when places were planned. Though the Department was saying every child would get a place, the distances needed for some of the placements were completely unacceptable. There was real concern and worry for families across the Borough about how the issue would play out over the coming weeks. He stated he was extremely proud of the schools we had in the Borough and it was an important factor for families choosing to live and raise their families here. It was unfair for families to get news that their child had not received a place in a school in the town they lived. Perhaps Bangor Academy had been a victim of its own success after receiving so many applications, though the Department needed to continue to work with that school and others. The temporary variation requested for Bangor Academy was made to try and avert this situation from arising.
Councillor Muir and Councillor Dunlop re-entered the meeting at this stage – 8.24 pm
Councillor Chambers stood to support Councillor Cathcart’s proposal and had been elated to hear the news this morning of the 59 additional places between Bangor Academy and Strangford College. Having said that, he felt it was completely unacceptable that some children and parents remained in limbo and unacceptable that they had even been placed in this position. It was vital that those much needed places were found as soon as possible. A joined up approach between parents and political representatives was the best approach. He hoped lessons had been learned for the future and such a situation never reached that extent of crisis again.
Councillor Menagh fully supported the amendment as there were still quite a few children who would not learn until September if they had a place. In his view that was too long a wait and the Department should be liaising with parents and Councillors on this matter. He was pleased to see the Bangor Councillors at the Education Authority premises. It was essential for everyone to work together across the Borough to help the young children as it was unpleasant to see 11 year old children crying. He was aware that some children had been offered places at the opposite end of the Borough from where they lived and that should not be happening. Those children were our future and the Council needed to help them anyway it could.
Councillor Douglas sought clarification on the amendment.
The Chief Executive undertook to read out the amendment for Councillor Douglas.
Councillor Douglas supported the amendment and she judged the remarks of Alderman Smith to be absolutely right in terms of the cross party support. The public meeting hosted by Mr Pitts was extremely helpful and had provided a vehicle for those parents who were hugely devastated after receiving news that their child had not received their preferred choice of school or indeed no choice. For any young child to have read such a notification and been made to feel that nobody wanted them was certainly traumatic. At the meeting, Mr Pitts had mentioned we were a community and we had to respond as such. She recognised that Councillors and MLAs of that DEA had made their feelings strong and supported the parents. It was also very concerning that some parents had been left with the possibility of their children travelling 23 miles to a school. That was as unacceptable scenario and it was right that everyone involved had said so.
Councillor Armstrong-Cotter left the meeting at this stage – 8.34pm
She welcomed the announcement today as being a pragmatic and practical approach taken by the Department of Education. The temporary variations approved for Bangor Academy and Strangford Integrated College had been helpful but there was a lot more work to do. Notwithstanding this development, she had brought a related Notice of Motion this evening seeking the Council to write to the Permanent Secretary for the Department of Education to see an urgent strategic review of post primary school provisos so as to avoid such situations moving forward, to ensure children and their families were not left devastated as had been the experience over the past 10 days. Her notice of motion related to a strategic overview and whilst the immediate crisis had been addressed, there was a broader piece of work required, as it was unacceptable that other families could be facing this again next year.
Alderman Gibson was welcoming of the move by the Department and also the speed by which it happened. That early decision which permitted those 59 children to have a degree of certainty was to be commended as it was the much maligned civil servants who undertook the decision to sort the problem which mainly affected the Bangor area. Local politicians and parents also played their part. He pointed out that each year there were children who were unlucky to not be accepted by the school of their choice, albeit it was in smaller numbers and did not receive media attention. It was his understanding that Bangor Academy had actually taken the same number of pupils as it had last year, so perhaps the Board of Governors should now realise that they required a bigger intake of pupils as there were still some children waiting. The principal of Bangor Academy had indicated that this was the first year his school had been oversubscribed with first preferences whereas in the area Alderman Gibson represented Nendrum College was oversubscribed every year. Although it was a joint effort, he was speaking tonight to highlight how the civil servants were prepared to move quickly and make that decision.
Councillor McClean left the meeting at this stage – 8.36pm
Councillor Ferguson offered her support to the amendment and very much welcomed the news received today. Having worked in the education sector, she was aware that this was a problem being faced year in year out. The Department needed to take a long hard look at its criteria they set out. Not only affected post primary school pupils but also nursery school places too as she had heard from many parents who had applied for second and third tranche of places. The Council needed to apply pressure on the Department to appraise its criteria as it was devastating to watch P7s coming back into school on the Monday after the letters arrived in a distraught state and needing to speak to school counsellors. That should not be happening and in light of that she welcomed this amendment and looked forward to hearing what action the Department would be taking.
Councillor Armstrong-Cotter re-entered the meeting at this stage – 8.38pm
In agreement, Alderman Girvan observed that it could be a recurring situation, when taking into account the growing Borough, the population was rising with new dwellings in Bangor, Newtownards and Comber. As a Member of the Planning Committee, she was mindful that 1300 new houses were due to be built within the next five or six years. She asked where those children going to school, as already primary schools were affected as highlighted by Councillor Ferguson. She said that the Council had to fight for the places so that schools were the best schools and each child was able to attend the school of their choice.
Alderman Fletcher concurred with previous speakers noting that this was a situation that arose not yesterday or the day before but when all those young children started school seven or eight years ago. It was evident that the Department of Education that had not made plans further down the line and with regard to Councillor Cathcart’s amendment, he could add ‘and in the future’ because this was a situation that was not going away.
Councillor Dunne left the meeting at this stage – 8.40pm
Councillor McClean re-entered the meeting at this stage – 8.40pm
He remarked that primary school numbers were on the increase, secondary school numbers were static and the statistics that were being quoted earlier were not matching up with those of the Department. This was a Department that had dithered for two days over whether or not children should stay at home from school on a snowy day. Thus he did not have much faith in the Department as it was a decision made by a civil servant over the past two days that should have been made seven years ago.
Councillor Dunne re-entered the meeting at this stage – 8.41pm
Councillor Robinson expressed her delight at the announcement made today and was very pleased to have attended the demonstration on Friday. She went on to say that she supported Councillor’s Cathcart’s proposal and agreed with Councillor Douglas that a strategy had to be devised to avoid a similar situation arising next year. On a positive note, she commented that she was heartily glad that there were children in the town sleeping much easier in their beds and that had made it all worthwhile.
In making reference to Alderman Fletcher’s wording, Councillor Cathcart thought it tied in better with Councillor Douglas’ motion about future provision rather than his amendment pertaining to this year. There would need to be a review at some stage regarding long term provision throughout Ards and North Down.
UNANIMOUSLY AGREED, with the following amendment from Councillor Cathcart – That this Council welcomes the decision to grant temporary variations for Bangor Academy and Strangford College and writes to ask the Department to seriously and urgently consider further requests from schools in Ards and North Down to ensure provision for every child.
15.12. Notice of Motion submitted by Councillor Smart
The Mayor permitted discussion of this Notice of Motion on the rationale of Councillor Smart that he hoped the memorial could be in place by Remembrance Day.
Proposed by Councillor Smart, seconded by Councillor Edmund to task Council Officers to work with the Honorary Consul of the Republic of Poland in Northern Ireland along with Newtownards Royal British Legion in an effort to facilitate the siting and necessary planning consents required for a memorial in Court Square, Newtownards, dedicated to the courageous and heroic Polish air men, including those stationed at RAF Ballyhalbert, who played a pivotal role during the Second World War both locally and further afield. A report, detailing feasibility, is brought forward by Council officers at their earliest opportunity.
On speaking to his motion, Councillor Smart thanked the Honorary Consul of the Republic of Poland, Jerome Mullan from whom this idea emanated as he wished to see his country’s service and sacrifice commemorated. He was grateful to him for choosing this Borough with its strong connections to the for Armed Forces to do so. He also praised the Royal British Legion Newtownards branch for their willingness to meet, discuss and support this proposal for a modest memorial, along with the Northern Ireland Housing Executive who were hoping to fund not only the memorial and its design but also delivery of a full shared history programme working with local community groups.
At the heart of this Motion was the desire to mark the efforts of the courageous and heroic Polish airmen many of whom had fought their way out of persecution during the German invasion of Poland and who joined the British Forces playing a key role in the Battle of Britain. After a long and arduous stint on the frontline, the men were posted to the RAF’s operational training unit in Ballyhalbert tasked with patrolling the coastline and searching for German U-boats.
Councillor Smart explained that throughout 1943 and 1944, two Polish squadrons comprising more than 100 pilots and ground crew were stationed in Northern Ireland – 15 of whom lost their lives here and were buried across the Province. He viewed this as a timely opportunity to remember those courageous men who had been willing to risk life and limb, joining with British Forces to make sure certain that the evil regime of Hitler’s dictatorship would not be allowed to succeed. He believed that the people of this Borough and the Polish community in NI could be rightly proud of our forefathers who did so much working together for the rights and freedoms we enjoyed today. In light of that, he asked Members to support his Motion.
Councillor Smith left the meeting at this stage – 8.45pm
As seconder, Councillor Edmund expressed his gratitude to Councillor Smart for bringing forward this Motion especially as this year saw the 100th anniversary of the formation of the RAF. On 12 November 1943, 303 Squadron led by Flight Lieutenant Wejiskey was stationed in Ballyhalbert. He offered some statistics by the end of 1943, the greatest ever RAF Squadron had claimed 203 enemy destroyed, 40 probables and 25 damaged. Currently five Polish airmen were interred in the Chapel burial yard of Ballycran Beg and their memory was upheld every year by the RAF. In 2016 he was delighted to invite the Chair of the Polish Community Association to Ballyhalbert on Remembrance Sunday to lay a wreath in recognition of his people. The Squadron had been the most prolific and in 2018 he felt it would be a great opportunity to commemorate their supreme sacrifice.
Alderman Girvan left the meeting at this stage – 8.46pm
In offering his support to what he deemed to be an excellent motion, Councillor Martin spoke of the name Kościuszko; the name that the 303 Squadron had picked up during its exploits in the Battle of Britain and the rest of the war. As both colleagues had alluded to it was a devastating Squadron and an outstanding fact was that they actually destroyed more German aircraft than any other Squadron. That was due to their land being taken and that battle lust pushed them to dangerous and successful exploits. As well as the link to Ballyhalbert, he mentioned other ties between ourselves and Poland during the war and the significant battles of Monte Cassino as the allies pushed up through Italy, the 38th Irish Brigade alongside the Polish 2nd Core in a bloody encounter and side by side people from here and Poland defeated crack German units. Also at Arnhem, men from the Polish first independent Parachute Brigade commanded by General Stanislaw Sosabowski dropped in with our own Parachute Regiment. So highly regarded was he by many in the community that there was now a mural in Foxglove Street in Belfast of General Sosabowski. He described that as being a very positive reimaging project in east Belfast. He admired Councillor Smart’s enthusiasm for this project said he may need a miracle to have this in place by November but he believed in miracles. Offering his full support to assist in any way he could, he urged all Members to support this Motion.
Councillor Smart thanked all contributors for their interesting and well informed comments and support. He said that Officers were superb and he knew they would try their very best to have this in place for Remembrance Day this year and he would do all he could to support this process.
Councillor Smith re-entered the meeting at this stage – 8.48pm
AGREED, following discussion of the Motion.
15.13. Notice of Motion submitted by Councillor Brooks and Councillor Smith
Tom Blower was a British man who on the 27/28 July 1947 became the first to successfully swim the North channel between Ireland and Scotland completing the feat in 15 hours and 26 minutes. This North Channel swim was now part of the oceans seven marathon swimming challenge. It was proposed in 2008 as the swimming equivalent of the Seven Summits mountaineering challenge. The other 6 were the Cook Strait, The Molokai Channel, The English Channel, The Catalina Channel, The Tsugaru Strait and the Strait of Gibraltar. Donaghadee was the start point of the North Channel Swim, there were 10 attempted crossings in 2017 alone.
I task this Council as part of our tourism strategy to commemorate the first successful crossing by Tom Blower with an appropriate plaque to be placed on the Harbour to mark this tremendous achievement and promote Donaghadee as one of the Oceans Seven swimming challenge.
RESOLVED, on the proposal of Councillor Brooks, seconded by Councillor Smith, that the Notice of Motion be referred to the Regeneration and Development Committee.
Alderman Girvan re-entered the meeting at this stage – 8.50pm
Alderman Graham and Councillor McIlveen left the meeting at this stage – 8.50pm
15.14. Notice of Motion submitted by Councillor Douglas
The Mayor agreed to hear this Motion given the urgency of the situation.
Proposed by Councillor Douglas, seconded by Alderman Gibson that this Council undertakes to write to the Permanent Secretary of the Department of Education, Mr Derek Baker to request an urgent review of the post primary school provision in North Down given the situation which has emerged whereby a number of children have been left without a school placement at this time, and others being offered placements as far away as Portaferry.
Councillor Douglas indicated that she did not intend to rehearse the full discussion heard earlier in a related Notice of Motion, though it was important to note that many children and families were left feeling devastated by the notifications they received over a week ago. She welcomed the news from the Department yesterday whereby a temporary variance had been granted to increase the number of school placements at Bangor Academy, on its third such application, and in Strangford Integrated College. Whilst that may address the current crisis, there needed to be a formal review of post primary school provision in the Borough to ensure this situation did not reoccur into the future. This issue had garnered cross party support, uniting Councillors, MLAs and others in the common goal to support local children and families. It had been a time of great stress for many. She wished again to commend the work of Mr Pitts, Principal of Bangor Academy & Sixth Form College for convening a public meeting to hear the voices of parents which a number of members attended, to reassure families that local schools and political representatives were all working hard to find a solution.
Whilst that solution for many would have come in the news yesterday of additional places, that did little to address the long-term problems facing our education system. There urgently needed to be a formal review of post primary school provision in the Borough to ensure this situation did not reoccur into the future. Councillor Douglas hoped fellow Members could support this Motion as there was a need for a robust and strategic review to ensure the future needs of our children were attended to. This review was urgent and must start immediately.
In seconding the Motion, Alderman Gibson stressed that the evidence of a need was clearly there and although those 40 places had been given, there had to be the physical capacity within the schools to receive pupils. Next year he estimated that the numbers of pupils were fairly similar and we had to write to the Department as this dilemma could not be allowed to happen again.
Councillor Menagh asked that the Motion be amended from North Down to Ards and North Down.
Councillor Smart left the meeting at this stage – 8.55pm
Councillor Cathcart commented that this Motion followed on from his Motion earlier in the meeting. There had to be short term variations as well as a longer term strategy for secondary school education provision in Ards and North Down. It had been quoted to him that 300 pupils left the Ards area to attend Bangor schools every day. It was evident that a longer term approach was needed to secure the sustainability of secondary schools. Many years ago Bangor was in the same position as Gransha Boys High School had been struggling and Bangor Academy was almost a victim of its own success. The Department had been referring to schooling in sectors but on speaking to parents in Bangor, they did not look at sectors, as their predominant interest was to attain the best education provision for their children. St Columbanus College had a perfect integration strategy and it was not because of quotas but it awarded parents free choice. The concern of parents was availing of the best education for their children and if that was right, there would be no issues with placements anywhere. The development process could take years and therefore, temporary variations should continue until such times as a strategy was in place. He hoped the Department would get moving on this matter.
Alderman Fletcher remarked that a review was all very well but an actual outcome was required. Without doubt it had been a traumatic experience for all concerned and the Council had to ensure that this situation which had arisen ‘out of the blue’ did not occur again. We could not allow children next year or the following year to suffer in this way otherwise we would not learn from our experiences.
Councillor Smart re-entered the meeting at this stage – 8.58pm
Councillor Boyle backed the Motion but highlighted the reality of the situation. There was an excellent college in Portaferry which was under threat of closure. It had capacity for 400 pupils but only 200 children were presently in the school. His local situation was that one suggestion from the Department was to place those 200 children on a ferry to attend a school in Downpatrick. An overall review of the post primary school programme was called for and additional school places had to be offered by the Education Authority.
In conclusion, Councillor Douglas thanked Members for their support and undertook to include Ards and North Down in her motion. She mentioned Alderman Fletcher’s request for an outcome and anticipated that the letter from the Chief Executive would emphasise that a plan of action was sought and timescales associated with that. It was the very least that families could be expecting from the Department.
AGREED following discussion of the Motion with an amendment to include ‘Ards and North Down.’
Alderman Carson left the meeting at this stage – 9.01pm
COMFORT BREAK
The meeting was adjourned at 9.01pm and reconvened at 9.18pm
Alderman Graham and Councillor McIlveen re-entered the meeting at this stage 9.18pm
EXCLUSION OF PUBLIC/PRESS
AGREED, on the proposal of Alderman Graham, seconded by Councillor Armstrong-Cotter, that the public/press be excluded from the meeting for the undernoted items of confidential business.
16. RECRUITMENT OF DIRECTOR OF FINANCE AND PERFORMANCE
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
17. REQUEST TO USE MCKEE CLOCK ARENA FOR THE PURPOSE OF SITING A FUN FAIR
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
ITEM 7.3 – REGENERATION AND DEVELOPMENT COMMITTEE
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
RE-ADMITTANCE OF PUBLIC/PRESS
AGREED, on the proposal of Alderman Gibson, seconded by Councillor Doulgas, that the public/press be re-admitted to the meeting.
Members were advised that in line with Section 47 (1) of the Local Government Act (Northern Ireland) 2014 the audio recording would now recommence.
Circulated for Information
(a) DfI – Disabled Persons Parking Places on Roads: Lisadell Place and Beatrice Road (b) DfI – Proposed Formalisation of the School Keep Clear (c) Letter from NICCY
RESOLVED on the proposal of Councillor Wilson, seconded by Councillor Armstrong-Cotter that the correspondence be noted.
TERMINATION OF MEETING
The meeting terminated at 9.39 pm.
ITEM 7
ARDS AND NORTH DOWN BOROUGH COUNCIL
The Annual Meeting of the Ards and North Down Borough Council was held in the Town Hall, The Castle, Bangor on Wednesday, 6 June 2018 commencing at 11.30 am.
PRESENT:
In the Chair: The Mayor (Councillor Adair)
Aldermen: Carson Henry Fletcher Irvine Gibson Keery Graham McDowell Girvan
Councillors: Armstrong-Cotter Kennedy Boyle Martin Brooks McAlpine Cathcart McClean Chambers McIlveen Cummings Menagh Dunlop Muir Dunne Robinson Douglas Smart Edmund Smith (11.36 am) Ferguson Thompson Gilmour Walker Hunter Wilson
Officers: Chief Executive (S Reid), Director of Organisational Development and Administration (W Monson), Director of Community and Wellbeing (G Bannister), Director of Environment (D Lindsay), Director of Regeneration, Development and Planning (S McCullough), Democratic Services Manager (J Wilson) and Democratic Services Officers (E Brown, P Foster, H Loebnau, J Glasgow and M McElveen)
1. PRAYER
The Mayor commenced the meeting with a Bible reading. The Chief Executive then read the Council prayer.
NOTED.
2. APOLOGIES
Apologies for inability to attend were received from Alderman Smith, Councillors Allen, Cooper and Woods.
NOTED. AM.06.06.18
3. DECLARATIONS OF INTEREST
The Mayor asked for any declarations of interest and none were advised.
NOTED.
4. MAYOR’S REVIEW
The outgoing Mayor (Councillor Adair) touched on some of the achievements of the Council over the past year with the Members and Officers working well together to reach those achievements. The Council had attained the Investors in People Award and the Elected Member Development Charter. The Council had also delivered Armed Forces Day for the whole of Northern Ireland as part of the Sea Bangor Festival which had attracted 50,000 people. A new enhanced Puppet Festival had been delivered in Newtownards and during his mayoral year there had been the launch of the Council’s new Integrated, Tourism, Regeneration and Development Strategy. Redburn Square had seen a new improvement scheme which was opened on time and on budget. Furthermore, improvement works had taken place at Portaferry Market House, Cloughey Tennis Courts and works were continuing on the new Ards Leisure facility. The Mayor also noted that the Council had hosted the Green Flag and Beach Awards for the first time. It had been a wonderful year and he paid tribute to the hard working Officers and Members who together had achieved much for the Borough.
The Mayor reflected on the last year, he was blessed to have served and God had led and directed his path. He made mention of a number of people who had supported him as a Mayoress including some family members, Michelle McIlveen MLA, Councillor Armstrong-Cotter and Councillor Dunlop. The Mayor thanked the Democratic Services Officers, 6 wonderful ladies who had worked tirelessly and he felt that his year would not have been what it was without their work. He felt those Officers often did not get the credit they deserved and wished to put on record his sincere thanks to the Democratic Services team and he knew the new Mayor’s year would be a success with the support team that he had had behind him. Councillor Adair had two Mayor’s Secretaries, Michelle McElveen and Paulene Foster who had worked hard with dedication and they had many great times together. At this juncture, he invited Michelle McElveen and Paulene Foster to come forward and presented them each with a bouquet of flowers.
The Mayor also thanked the Town Hall Supervisor (Gary Fryer) and the kitchen staff, he had many people visiting the Castle including distinguished guests and the team had been fantastic in hosting those visitors. Being a Mayor that did not drive, he had relied on the Mayoral car and thanked the drivers for their work. He also thanked his family for the support they had given him and his Group Leader, Stephen McIlveen for the advice given ensuring he had a successful year. The Mayor thanked all Members and made a special mention of Alderman Keery and Alderman Gibson who had attended many events along with him and their support, encouragement, help and advice had been invaluable.
2
AM.06.06.18
The Mayor stated that he had supported 4 charities this year, Homestart, Decorum NI, Beyond the Battlefield, Alopecia Trust and the profile had been raised for those charities. He had held a number of charity events and he hoped to announce the amount raised in the not too distance future. He paid tribute and thanked Councillor Dunlop for the fundraising work she had undertaken for his charities.
(Councillor Smith entered the meeting – 11.36 am)
The Mayor stated that when he was elected to Ards and North Down Borough Council he had two dreams, one of which was to become Mayor. He had a wonderful year and had gained life long memories and the role had been a great honour and privilege. The other dream was to work with Councillor Dunlop and he was delighted that she had returned to Council.
When he commenced his mayoral term, the Mayor reminded Members that he had two aims and objectives; tourism and empowering the young. In that regard the year had seen the launch of the Integrated, Tourism, Regeneration and Development Strategy at Orange Tree House in Greyabbey and that strategy displayed the beauty of the Borough. An enhanced Portavogie Fish Festival had been held and as previously alluded to the Council had hosted the Beach Awards in the Stables, Groomsport. When he had become Mayor he had met with the Beach Award Organisers, along with the Director of Regeneration, Development and Planning and Head of Tourism and he was delighted that event had been hosted in the Borough.
The Mayor stated that Eric Rainey had started a campaign some time ago to have Cloughey designated an amenity beach. He was delighted that designation had occurred and believed that was due to the hard work and was testament of Mr Rainey. In relation to empowering young people he had many young people visiting the Town Hall, he highlighted the importance of engaging with young people, they were the future and it was important to have them taking an interest in local politics.
As Mayor he had undertaken 980 engagements and he had met many people over past year. The Mayor made mention of Baroness Paisley, Ian Adamson who had both supported him over the past year and Rachel Levi who was a survivor of the Holocaust advising that meeting her had left him a lifelong impression. He was delighted that Sue Dodge had travelled from America to sing at a number of Charity Concerts. Another one of his highlights was meeting Blair Mayne, the nephew of the late Blair Mayne along with Councillor Menagh at Movilla Nursing Home. He had thoroughly enjoyed that afternoon, listening to the stories and meeting the residents of the nursing home.
The Mayor stated that the role had been a life changing experience and God had enabled him to do so much which left him with very fond memories of his year in office. The support of the people meant so much for him from across the Borough and he hoped he had created a foundation for the future, creating one Borough and moving forward together achieving great and wonderful things.
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In closing, he wished the new Mayor well and hoped Members would support him the way he had been supported. He hoped the new Mayor would enjoy the role and was confident that he would do a fantastic job.
Alderman Henry thanked the Mayor for the hard year’s work and the promotion he had undertaken of the Borough. He had carried out his role with firmness and fairness and he appreciated the work Councillor Adair had done for the Borough.
Councillor McIlveen congratulated Councillor Adair on the success of his year and also Councillor Walker for the able support provided as Deputy Mayor. He felt Councillor Adair had stamped his personality on the role and forged his own path during the year. He recognised that a mayoral year was truly exhausting and Councillor Adair would now have the time to reflect on what had evidentially been an enjoyable year. Anyone who had been Mayor would know the role was a team effort with a supportive and suffering family and a hard working and driven team of staff in the background. Councillor Adair had worked incredibly hard and Councillor McIlveen had been particularly impressed as to how well he had engaged with the people. Once more he congratulated Councillor Adair and he looked forward to having him back to continue the work for the Peninsula.
Councillor Muir wished Councillor Adair well as he finished his mayoral term. He stated that Councillor Adair’s mayoral year had been notable and special with many people commenting upon the impression he had made when attending the many events around the Borough. Councillor Muir noted that their political differences were substantial and had continued during the mayoral year but he hoped that as his mayoral year drew to an end that would have brought a stronger and brighter insight into the diversity that existed across the Borough. He also referred to the end of term of the Deputy Mayor and thanked Councillor Walker for his service. At all the events Councillor Walker had attended he had represented the Council and the people of the Borough exceptionally, reaching out and embracing everyone regardless of background. Councillor Muir wished Councillor Walker well and had no doubt that one day he would be upgraded to the position of Mayor.
Councillor Menagh thanked the Mayor for all he had done for the Borough. He had accepted any invitations he had extended to the Mayor and also invited him along to some of his mayoral engagements.
The Mayor thanked Members for their comments. He advised that his Aunt Ellen had passed away and the start of his mayoral year and she had provided great encouragement to him during his political career and wished to dedicate his mayoral year to her.
On behalf of Council staff, the Chief Executive congratulated the Mayor on his year and wished the outgoing Mayor well.
NOTED.
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5. APPOINTMENT TO POSITIONS OF RESPONSIBILITY
PREVIOUSLY CIRCULATED:- Report from the Chief Executive attaching list of positions of responsibility 2018-19. The report outlined that the Local Government Act (2014) specified in Schedule 1 how Positions of Responsibility on the Council may be filled. That was supplemented by the provision in the Local Government (Transitional, Supplementary, Incidental Provisions and Modifications) Regulations (Northern Ireland) 2014.
At the Council Meeting held on 5 March 2015, Members agreed that the Method of Nomination of Positions of Responsibility would be undertaken using the d’Hondt formula which was the default mechanism outlined in the Local Government Act (2014).
There were a total of 12 appointments to be made within this exercise.
Nominating Officers of each party would, in accordance with the Local Government Act (2014) nominate members to fill the positions.
RECOMMENDED that the Council proceeds to the appointment of the agreed AGREED. (a) Appointment of Mayor and Deputy Mayor
POSITION PARTY NAME Mayor UUP Councillor Smart Deputy Mayor DUP Councillor Thompson
Alderman Henry from the UUP stated that he had great pleasure in nominating Councillor Smart to the position of Mayor for the ensuing year. He had every confidence in Councillor Smart for the role and described him as reliable, approachable, fair, knowledgeable and unbiased. He was confident Councillor Smart would be a Mayor for all parts of the Borough and as he served on a range of the Committees he felt he would have a good knowledge of the workings of the Council. With undoubted knowledge and energy he felt Councillor Smart would prove to be a great ambassador and first citizen for the Borough.
The outgoing Mayor (Councillor Adair) congratulated Councillor Smart on his appointment and invited him to sign the Declaration of Acceptance of Office.
The Mayor (Councillor Smart) then signed the Declaration of Acceptance of Office and was invested with the Mayor’s Chain of Office, thanking the Council for the honour.
The Chief Executive expressed his congratulations to the Mayor on his installation and asked for a nomination from the DUP for the position of Deputy Mayor.
Councillor McIlveen congratulated Councillor Smart on his new position and proposed Councillor Thompson for the position of Deputy Mayor. He described 5
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Councillor Thompson as a dedicated representative for the Ards Peninsula and Councillor Thompson looked forward to serving with the Mayor and filling in for him when required.
The Mayor invited the outgoing Deputy Mayor (Councillor Walker) and the new Deputy Mayor (Councillor Thompson) to come forward.
The Deputy Mayor (Councillor Thompson) then signed the Declaration of Acceptance of Office and was invested with the Deputy Mayor’s Chain of Office.
The new Mayor then presented the outgoing Mayor and outgoing Deputy Mayor with certificates.
The Mayor (Councillor Smart) stated that he was absolutely thrilled to be Mayor for the wonderful Ards and North Down Borough, and thanked those from all sides of the Chamber who had been so generous in expressing their support and so freely giving of their wisdom and advice in recent days.
On behalf of the Members, he took the opportunity to thank the outgoing Mayor, Councillor Adair, for his passionate, energetic and faithful service to the Borough over the last 12 months. He felt Councillor Adair had completely dedicated himself and injected his personality into the role. The Mayor stated that he was also grateful for Councillor Adair’s advice and support and wished him well for the future and hoped Councillor Adair would enjoy a well earned rest.
He noted that he would not have been in a position to fulfil the wonderful role without the nomination and support of his Ulster Unionist colleagues and friends, each of whom would have done the Borough proud as Mayor themselves. Their trust in selecting him and having confidence in his willingness to work on behalf of all the people of the Borough would not be forgotten and was greatly appreciated. He also give mention of his friend and colleague, Strangford MLA, Mike Nesbitt, who inspired him to get involved in Politics through his efforts to make the country a better place and his determination to see mental health and well being high on the agenda in Northern Ireland. The Mayor also thanked his mother and father who were sitting in the public gallery for their support.
Lastly but by no means least the Mayor thanked the people of Newtownards, who he was so very proud to represent. That would only flourish further in the role and he expressed his delight of being the first Newtownards Councillor to be Mayor since the formation of the new Council.
The Mayor continued by telling the Chamber a little about his themes and focus as Mayor, along with some thoughts on the year ahead. His over-arching theme for the year was 'One Borough reaching out and raising up every citizen'. The reaching out referred to the loneliness and social isolation that was still felt by some today. As a young carer for his Gran and Grandad with life limiting illnesses, he had helped them with everything from groceries to gardening but the thing that always struck him was the impact of loneliness on their lives, when there was still so much they could contribute to their community. Loneliness did not discriminate - anyone of any age, of
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AM.06.06.18 any background could be left behind, everyone had a responsibility to remind those that there were people there for them, sometimes through the smallest acts of kindness.
His theme also talked about 'raising up' and by that he meant encouraging every citizen to fulfil their full potential and their aspirations for the future. Whether that's further education, volunteering, opening a new business, or aspiring to a career in our precious health service or proud armed forces and police. However sometimes small pockets of deprivation within the Borough could make people feel hopeless, despite their individual spark of talent or creativity. The Mayor wished those people to receive the message that as a Council and a Borough, Council had their back, it believed in those people, as every fulfilled citizen made the place an even happier and healthier Borough.
As Mayor he would do all in his power to acknowledge and reward the excellent work that was already happening to tackle those important issues in the Borough as well exploring and highlighting other opportunities to improve services. In his year ahead, he stated that he would do his best to be a Mayor for everyone, a positive and caring Ambassador for the beautiful and attractive coastal borough and while he was admittedly no great showman he highlighted that he had a heart for the Borough in which he had lived, studied worked and played throughout his life and would seek only the best for every citizen.
While in the Chamber, Members had their own differing political views and philosophies, he believed at the core of everyone in the room was a real desire to see the Borough go from strength to strength and he believed that was a very good place to start as the Council set out on another year of working together to deliver for the Borough. In closing, he stated it was an honour and privilege to be Mayor and he looked forward to working with everyone during the next year.
The Deputy Mayor (Councillor Thompson) thanked the outgoing Mayor and Deputy Mayor for the hard work they had undertaken. He had attended many of the mayoral events through the term and Councillor Adair had opened the Castle to many provided those people with a real insight on the way the Council worked. He referred to the visit the previous evening from Millisle Youth Forum to the Town Hall, Bangor stating that it was great to see the young people asking questions about politics and the Council. Councillor Thompson thanked his DUP colleagues for selecting him to the position of Deputy Mayor, he felt that the Mayor and himself would work well together. He was looking forward to the position stating that he would be gracious and pledged to represent the Council and the constituents.
The Mayor congratulated the Deputy Mayor stating that he looked forward to working with him in the best interests of the Borough.
NOTED.
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(b) Appointment to Positions of Responsibility
The Chief Executive reiterated that in line with legislation, the Nominating Officers of each Party would duly put forward their nominations in turn which were listed below.
Corporate Services Committee – Chairman DUP Councillor Gilmour
Corporate Services Committee – Vice Chairman UUP Alderman Carson
Regeneration and Development Committee – Alliance Alderman McDowell Chairman
Regeneration and Development Committee – Vice Green Councillor Woods Chairman Party
Planning Committee – Chairman DUP Councillor Cathcart
Planning Committee – Vice Chairman Alliance Alderman McDowell
Environment Committee – Chairman UUP Councillor Ferguson
Environment Committee – Vice Chairman DUP Councillor Armstrong- Cotter
Community and Wellbeing Committee – Chairman Green Councillor Woods Party
Community and Wellbeing Committee – Vice SDLP Councillor Boyle Chairman
Audit Committee – Chairman DUP Alderman Irvine
Audit Committee – Vice Chairman UUP Alderman Fletcher
RESOLVED, that the above Members be appointed as Chairmen and Vice Chairmen of the relevant Committees for 2018/19.
6. AMENDMENTS TO STANDING COMMITTEES
PREVIOUSLY CIRCULATED:- Report from the Chief Executive attaching List of Current Standing Committees (as detailed below). The report detailed that at the Council meeting held on 5 March 2015, Members agreed that the allocation of Standing Committee places should be calculated using the Quota Greatest Remainder which was the default method set out in Schedule 2 of the Local Government Act (2014).
Party Nominating Officers could at any time make amendments to those Members nominated to respective Standing Committees. It was considered appropriate 8
AM.06.06.18 however, to provide an opportunity to do so as part of the Council’s Annual Meeting. Nominating Officers were therefore asked to consider if any amendments were required to their nominations to Standing Committee places, within the parameters of the agreed Committee structure.
RECOMMENDED that Party Nominating Officers/Independent Members give consideration to Standing Committee place nominations and notify of any proposed changes.
MEMBERSHIP OF PLANNING COMMITTEE (15 Members)
RESOLVED, that the following Members be appointed to the Committee for 2018/19.
Alderman Carson Councillor Cathcart Alderman Fletcher Councillor Dunne Alderman Graham Councillor Hunter Alderman Gibson Councillor McClean Alderman Girvan Councillor McIlveen Alderman Keery Councillor Thompson Alderman McDowell Councillor Walker Alderman Henry
MEMBERSHIP OF ENVIRONMENT COMMITTEE (16 Members)
RESOLVED, that the following Members be re-appointed to the Committee for 2018/19.
Alderman Henry Councillor Edmund Alderman Fletcher Councillor Ferguson Councillor Armstrong-Cotter Councillor Hunter Councillor Boyle Councillor McAlpine Councillor Cathcart Councillor Martin Councillor Cummings Councillor Smart Councillor Douglas Councillor Wilson Councillor Dunlop Councillor Woods
MEMBERSHIP OF REGENERATION AND DEVELOPMENT COMMITTEE (17 Members)
RESOLVED, that the following Members be re-appointed to the Committee for 2018/19.
Alderman Irvine Councillor Ferguson Alderman McDowell Councillor Gilmour Alderman M Smith Councillor Menagh Councillor Adair Councillor Smart Councillor Allen Councillor T Smith
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Councillor Armstrong-Cotter Councillor Walker Councillor Cooper Councillor Wilson Councillor Cummings Councillor Woods Councillor Dunlop
MEMBERSHIP OF CORPORATE SERVICES COMMITTEE (14 Members)
RESOLVED, that the following Members be re-appointed to the Committee for 2018/19.
Alderman Carson Councillor Gilmour Alderman Gibson Councillor Hunter Alderman Girvan Councillor Kennedy Alderman Graham Councillor Muir Alderman Keery Councillor McIlveen Councillor Brooks Councillor Smart Councillor Chambers Councillor Smith
MEMBERSHIP OF COMMUNITY AND WELLBEING COMMITTEE (18 Members)
RESOLVED, that the following Members be re-appointed to the Committee for 2018/19.
Alderman Irvine Councillor Edmund Alderman Smith Councillor Kennedy Councillor Adair Councillor Martin Councillor Boyle Councillor McAlpine Councillor Brooks Councillor Menagh Councillor Chambers Councillor Muir Councillor Cooper Councillor Woods Councillor Douglas Councillor Smart Councillor Dunne Councillor Thompson
MEMBERSHIP OF AUDIT COMMITTEE (10 Members)
RESOLVED, that the following Members be appointed to the Committee for 2018/19.
Alderman Carson Councillor Chambers Alderman Gibson Councillor Douglas Alderman Irvine Councillor Armstrong-Cotter Alderman Keery Councillor Muir Alderman Fletcher Councillor Thompson
7. APPOINTMENTS TO OUTSIDE/OTHER BODIES
PREVIOUSLY CIRCULATED:- Report from the Chief Executive attaching list of outside/Other Bodies for Nomination (inserted below). The report detailed that further 10
AM.06.06.18 to the nominations to fill Positions of Responsibility, there were a number of other Bodies which required appointments to be made. As the method of appointing or allocating to those Bodies had not been laid in the legislation, nominations were therefore sought to fill those positions.
A list of the required appointments were attached to the report and inserted below. All other appointments would have been for a period greater than one year.
RECOMMENDED that the Council proceeds to appoint Members to the Outside/Other Bodies by way of nomination.
Home Accident Prevention – North Down and Ards – 2 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor Muir, seconded by Councillor McIlveen, that the following Members be appointed to the Committee for 2018/19.
2018/19 Members 1 Councillor Douglas
2 Councillor Robinson
North Down and Ards Road Safety Committee – 7 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Alderman Carson, that the following Members be re-appointed to the Committee for 2018/19.
2018/19 Members 1 Alderman Carson
2 Alderman Gibson
3 Councillor Kennedy
4 Alderman Henry
5 Councillor Thompson
6 Alderman Smith
7 Councillor Douglas
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National Association of Councillors – 8 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Brooks, that the following Members be re-appointed to the Committee for 2018/19.
2018/19 Members 1 Alderman Carson
2 Alderman Gibson
3 Councillor Boyle
4 Councillor Ferguson
5 Alderman Keery
6 Alderman McDowell
7 Councillor Thompson
8 Alderman Henry
Northern Ireland Amenity Council – 2 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Alderman Carson, that the following Members be re-appointed to the Committee for 2018/19. 2018/19 Members 1 Alderman Gibson
2 Councillor Adair
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Percy French Management Committee – 4 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Adair, that the following Members to appointed to the Committee for 2018/19. 2018/19 Members 1 Councillor Walker
2 Councillor Douglas
3 Councillor Dunlop
4 -
Ards and North Down Sports Advisory Panel – 6 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Chambers, that the following Members be re-appointed to the Committee for 2018/19. 2018/19 Members 1 Alderman Henry
2 Alderman Irvine
3 Councillor Ferguson
4 Councillor Menagh
5 Councillor Muir
6 Councillor Thompson
Bangor Alternatives Advisory Committee – 1 Place (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Adair, that the following Member be re-appointed to the Committee for 2018/19. 2018/19 Members 1 Alderman Irvine
Citizens Advice Ards and North Down – Management Committee – 4 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Adair, that the following Members be appointed to the Committee for 2018/19.
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2018/19 Members 1 Councillor Thompson
2 Councillor Robinson
3 Councillor Hunter
4 -
St Columbanus Working Group – 4 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Alderman Henry, that the following Members be appointed to the Committee for 2018/19.
2018/19 Members 1 Councillor McClean
2 Alderman Girvan
3 Councillor Woods
4 Councillor Robinson
Kilcooley Neighbourhood Partnership – 1 Place + 1 Substitute (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Alderman Gibson, that the following Members be appointed to the Committee for 2018/19. 2018/19 Members 1 Councillor Gilmour
2 Alderman Graham (substitute)
Bangor Aurora Joint Management Committee – 1 Place (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Adair, that the following Member be re-appointed to the Committee for 2018/19.
2018/19 Members 1 Alderman Keery
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Local Floods Forum – 1 Place (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Adair, that the following Member be re-appointed to the Committee for 2018/19. 2018/19 Members 1 Councillor Thompson
Portaferry Regeneration Ltd – 1 Place (1 Year Appointment)
Proposed by Councillor Muir, seconded by Councillor Walker, that Councillor McAlpine be appointed to the Committee.
Proposed by Councillor McIlveen, seconded by Councillor Dunne, that the Councillor Adair be appointed to the Committee.
As there was 2 Members for 1 place, the proposals were put to the meeting with a show of hands the voting resulted as follows:-
Councillor McAlpine – 11 FOR Councillor Adair – 20 FOR
AGREED, that the following Member be appointed to the Committee for 2018/19.
2018/19 Members 1 Councillor Adair
Arts and Heritage Advisory Panel – 5 Places (1 Year Appointment)
RESOLVED, on the proposal of Alderman Henry, seconded by Councillor McIlveen, that the following Members be appointed to the Committee for 2018/19. 2018/19 Members 1 Alderman Gibson
2 Councillor Robinson
3 Councillor Douglas
4 Councillor Kennedy
5 Alderman Smith
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Northern Ireland Drainage Council – 2 Places (1 Year Appointment)
RESOLVED, on the proposal of Alderman Henry, seconded by Councillor McIlveen, that the following Member be re-appointed to the Committee for 2018/19. 2018/19 Members 1 Alderman Fletcher
2 -
Mental Health Champions – 2 Places (1 Year Appointment)
Proposed by Councillor Ferguson, seconded by Councillor Menagh, that Alderman Henry and Councillor Cooper be re-appointed as Mental Health Champions.
Proposed by Councillor McIlveen, seconded by Councillor Armstrong-Cotter, that Councillor Smith be appointed as Mental Health Champions.
The Chief Executive advised Members that the nominations would proceed with an STV vote.
On reflection, he stated that given the position would not be a formal statutory role 3 Members could be accepted.
Proposed by Alderman Carson, seconded by Councillor Ferguson, that 3 Mental Health Champions be accepted.
Councillor McIlveen was of the view that the initially there had been one Mental Health Champion and urged caution that now 3 were being suggested. Given, that the vote had proceeded he felt that should continue seeking 2 nominations.
The proposal was put to meeting and declared lost, with 12 voting FOR and 19 AGAINST.
A count of the STV vote took place and was declared later in the meeting. The results were declared as undernoted:-
2018/19 Members 1 Alderman Henry
2 Councillor Smith
Diversity Champions – 2 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Adair, that the following Members be re-appointed to the Committee for 2018/19. 16
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2018/19 Members 1 Councillor Smith
2 Councillor Robinson
Age Champions – 2 Places (1 Year Appointment) *Amended to 3 Places
Proposed by Councillor Muir, seconded by Councillor McIlveen, that Councillor McAlpine and Councillor Martin be re-appointed as Age Champions.
Proposed Councillor Menagh, seconded by Councillor Boyle, that Councillor Robinson be appointed as an Age Champion.
The Chief Executive highlighted that the role was discretionary for the Champions to push forward issues surrounding age.
Proposed by Councillor Boyle, seconded by Councillor Ferguson, that 3 Age Champions be accepted. That proposal was put to the meeting with 15 FOR and 13 AGAINST.
AGREED, that the following Members be appointed as Age Champions for 2018/19.
2018/19 Members 1 Councillor McAlpine
2 Councillor Martin
3 Councillor Robinson
(Councillor Boyle withdrew from the meeting - 12.30 pm)
Somme Heritage Centre Management Committee – 3 Places (1 Year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Alderman Keery, that the following Members be appointed to the Committee for 2018/19. 2018/19 Members 1 Alderman Smith
2 Councillor Menagh
3 Councillor Cummings
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Armistice Centenary Working Group – 5 Places (1 Year Appointment) * Amended to 6 Places
Proposed by Councillor McIlveen, seconded by Alderman Irvine, that Alderman Irvine, Alderman Keery, Alderman Smith and Councillor Cummings be re-appointed to the Committee.
Proposal of Councillor Douglas, seconded by Alderman McDowell, that Councillor Muir be appointed to the Committee.
Proposed by Alderman Keery, seconded by Councillor Adair, that Councillor Dunlop be appointed to the Committee.
The Chief Executive was content that an extra place be allocated to the group increasing the membership to 6 Members.
RESOLVED, on the proposal of Alderman Henry, seconded by Councillor Chambers, that 6 Members be accepted as undernoted for 2018/19.
1 Alderman Irvine
2 Alderman Keery
3 Alderman Smith
4 Councillor Cummings
5 Councillor Muir
6 Councillor Dunlop
Billiard Room Trustees – 7 Places (1 Year Appointment) (Newtownards Town DEA Members)
RESOLVED, on the proposal of Councillor Ferguson, seconded by Councillor McIlveen, that the following Members be re-appointed to the Committee for 2018/19.
2018/19 Members 1 Alderman McDowell
2 Councillor Armstrong -Cotter
3 Councillor Ferguson
4 Councillor Kennedy
5 Councillor McIlveen 18
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6 Councillor Menagh
7 Councillor Smart
Public Health Agency Drug and Alcohol Working Group – 1 Place (3 Year Appointment)
RESOLVED, on the proposal of Alderman McDowell, seconded by Councillor Walker, that the following Member be re-appointed to the Committee for 2018/19.
1 Councillor Wilson
Northern Ireland Museum Council – 1 Place (3 year Appointment)
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Ferguson, that the following Member be re-appointed to the Committee for 2018/19.
2018/19 Members 1 Councillor Kennedy
Blair Mayne Bursary Working Group– 1 Place (3 year Appointment)
Councillor McIlveen advised that there was no longer a requirement for the Blair Mayne Bursary Working Group as it completed its work and replaced with the Blair Mayne Bursary Committee.
RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor Ferguson, that the Blair Mayne Bursary Working Group be removed.
Strangford Lough and Lecale Partnership – 2 Places (3 Year Appointment)
RESOLVED, on the proposal of Alderman Henry, seconded by Councillor Ferguson, that the following Members be re-appointed to the Committee for 2018/19. 2018/19 Members 1 Alderman Fletcher
2 Councillor Thompson
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8. PLAYING OF NATIONAL ANTHEM
Members stood for the playing of the National Anthem.
TERMINATION OF MEETING
The meeting terminated at 12.37 pm.
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ITEM 8.1
ARDS AND NORTH DOWN BOROUGH COUNCIL
A meeting of the Newtownards Town Steering Group of Ards and North Down Borough Council was held in the Council Chamber, Church Street, Newtownards, on Monday 11th June 2018 commencing at 5.30pm.
PRESENT:
In the Chair: Councillor Ferguson
Alderman: McDowell
Councillors: Armstrong-Cotter Kennedy McIlveen Menagh Smart
Others: Niall McVitty, Department for Communities
Officers: Brian Dorrian, Head of Regeneration David Birch, Regeneration Officer Siobhan Clarke, Senior Professional and Technical Officer Jennifer Glasgow, Democratic Services Officer
1. APOLOGIES
An apology for lateness was received from Councillor Armstrong-Cotter.
NOTED.
2. DECLARATIONS OF INTEREST
No declarations of interest were notified.
NOTED.
3. MINUTES OF PREVIOUS MEETING DATED 24 OCTOBER 2017
PREVIOUSLY CIRCULATED:- Copy of the above.
NOTED.
4. MARKET CROSS (Appendix I & II)
PREVIOUSLY CIRCULATED:- Conservation Management Plan prepared by Alastair Coey Architects.
NTSG.11.06.18
(Councillor Armstrong-Cotter entered the meeting – 5.36 pm)
The Chairman invited Delia Graham and Rory Lamb, Historic Building Specialists, Alastair Coey Architects to the meeting and invited them to present their findings. The representatives undertook a powerpoint presentation (Appendix II).
Ms Graham advised that in January 2018 Alastair Coey Architects had been commissioned to prepare a Conservation Management Plan for the Old Market Cross. The Cross was formed in 17th Century and had stood at its location for some 400 years, its current condition was a growing concern. During that time the form of the structure had changed as the roof had seen the addition of an octagonal pyramid roof representing the most significance physical and aesthetic change although it what was not known when that exactly took place. The Conservation Plan was a document which was intended to assist the Council in the process of managing the change of the historic asset. The document was evidence based on consultation and research, the document provided a framework for understanding detailing what was important about the Old Market Cross.
Ms Graham advised that a consultation process was carried out on the street with 37 people responding to that survey. The results indicated a gap in understanding that people were broadly unaware of the history of the cross and knew little about it though there were stories and urban myths surrounding its uses. Overall, the consultation showed that there was an appreciation for local heritage which would be built upon in its interpretation and enhancement.
Ms Graham outlined the Conservation Principles which were basis for the report:-
• 1: The historic environment is a shared resource • 2: Everyone should be able to participate in the historic environment • 3: Understanding historic places is vital • 4: Significant places should be managed to sustain their values • 5: Decisions about change must be reasonable, transparent and consistent • 6: Documenting and learning from decisions is essential
Mr Lamb outlined the main aspects of significance. The Market Cross comprised an evolved 17th century monument of national significance and was one of the only and certainly the largest, 17th century market cross in Ireland. Therefore, its design and form was unique and he felt that should be celebrated. The drum of the monument dated back from 1636, although it was in places heavily decayed and repaired, it retained a high proportion of its original form and massing, notably its distinctive octagonal plan, shell niches and gargoyles. The cross displayed the strong links that existed between Ards and Scotland. The Cross had rich historical associations with the town of Newtownards and its development. It was a prominent feature, marking the civic centre of the settlement and was founded by Sir Hugh Montgomery. It was thought that the large lower drum and shaft at top had been used for making town announcements with the roof being a later addition.
Threats
Ms Graham provided detail on the threats associated with the Market Cross:-
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NTSG.11.06.18
Condition – An in-depth condition analysis was undertaken and it was found that some aspects of the monument, particularly its ornamental details were in the advanced stages of decay and delamination which were severely damaging the legibility of the monument’s significance.
Location and Access – The location was not ideal as it was located in the middle of a traffic island obscured with signage. Discussion had occurred with the Department of Infrastructure however she got the sense there was not a huge amount of wiggle room in respect of moving/reducing the signage. There was a CCTV pole that also existed and the ownership of that was not clear, a smarter technology CCTV advancement could be used as alternative if it was required. Its location was quite significant as the junction marked a gateway into the commercial centre of Newtownards. In terms of access the road layout presented challenges for accessing the monument. A hand rail around the monument had been a suggestion however it was felt that would detract from its visual amenity and add another layer of visual clutter.
Lack of understanding and appreciation – Consultation had been carried out and there was a lack of understanding and awareness among the people of the function of the Market Cross, although there were clear feelings of attachment to it.
Gaps in knowledge – Historical sources about the Market Cross were limited and did not allow for a clear understanding of its development. In particular the date of conversion from its original form was unknown.
Anti-social behaviour – Although recognising that was not a massive issue, there were signs of deliberate damage and an accumulation of litter and debris gathered in the interior and the well.
Context – There was no connectivity between heritage assets in Newtownards and she highlighted the need not to look at the market cross in isolation.
Opportunities
Ms Graham outlined the opportunities associated with the Market Cross:-
Environmental enhancement – There was great opportunity available to enhance the market cross however those designs would need to be sensitively worked up. There was an opportunity to ensure that the story of monument was better told and its significances more fully appreciated.
Improved Access and visibility – Improved visibility would help the Cross retain its communal connection to the history of the town. As previously detailed, there was scope through liaison with the relevant departments, to relocate or at least reduce the traffic signage around the Cross to enhance visibility.
Engagement and Interpretation – There was scope to engage local schools to improve interpretation and understanding of monument. There was the potential to have a competition to design one of the gargoyles, 2 of which were in a bad
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NTSG.11.06.18 condition and needed replaced. There was a particular opportunity for digital interpretation which could enhance the public’s experience of the cross. The 3D digital scans which had been created could provide the basis for such a project. Furthermore, there were funding streams available for digital education initiatives.
A holistic approach – The market cross formed part of a significant grouping of heritage assets in Newtownards, there was potential there for those to educate the community through heritage.
Further Research – There was an opportunity to undertake further research and investigation to address gaps in knowledge such as internal form and original structure. That could be addressed through various forms e.g. documentary research or chaeological excavation.
(Alderman McDowell entered the meeting – 6.03 pm)
Ms Graham provided an overview of the cost estimates totalling £110,000 which were broken down into costings for external and internal repairs and siteworks. The figures were not based on full measured surveys which would be carried out at tender stage. The repointing of the stonework and the repairs/replacement stonework were the main items which needed to occur. The cleaning of the stonework was optional and the replacement of the external door and frame was recommended for the door to be more in keeping. The weather vane would require blasted and cleaned. Ms Graham highlighted that the render was de-laminating at an alarming rate.
Ms Graham displayed visuals of the current traffic signs surrounding the market cross and advised that DfI was only proposing a reduction of one.
The Chairman thanked the representatives for the in-depth presentation which had been very informative.
Councillor Smart referred to the crests that appeared on the monument and he asked if they would be preserved. In response Ms Graham stated that unfortunately fragments were coming away from the monument regularly. The works would aim to preserve as much of the original elements as possible.
Councillor McIlveen noted that the monument was in disrepair and questioned if the work was carried out now what was the expected life-span for the monument before it needed to be re-visited. In response Ms Graham expected that the work would last 30-40 years, however, noted that a maintenance and management regime was key.
Councillor McIlveen felt that £110,000 was a reasonable spend if that was the expected life-span of the improvement works.
(Councillor Kennedy entered the meeting – 6.08 pm)
Councillor Armstrong-Cotter suggested heritage lottery as a funding an avenue.
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Ms Graham highlighted that the monument told a number of stories and could provide opportunities in terms of an engagement and interpretation plan. A digital element provided good engagement. Heritage grants would be the main funding stream and there was a suite of activities that could be provided to build around the capital investment.
Councillor Menagh noted the use of scrabo stone on the monument and stated that was not located to far away.
The Chairman thanked the representatives and they withdrew from the meeting – 6.11 pm)
Councillor McIlveen noted that no recommendation had been provided and questioned what was the next stage. The Head of Regeneration advised that the Regeneration section had undertook to carry out the preliminary survey work and Alistair Coey Architects had prepared a full report outlining the works required. He reminded Members of the Notice of Motion that had been brought forward through the Community and Wellbeing Committee back in September 2017 tasking Officers with restoring the Cross. The motion also asked that a report regarding costs associated with restoration was brought back to Council for consideration, relevant funding streams be explored to assist with those costs and signage was erected highlighting its historic status. The Head of Regeneration had made initial contact with the Department of Communities regarding funding, however, the project was viewed as a maintenance scheme for Council. He noted that the matter would be reported back through the Community and Wellbeing Committee, however, was not aware of a budget allocation being set for such maintenance works.
Councillor McIlveen was surprised there was no budget allocation for the works. He had brought forward his motion in September 2017 which was in advance of the rate setting process. The monument was off great significance and the presentation had detailed that it was in a serious state. He was not shocked by the figures for repair and viewed the spend as reasonable given the circumstance.
Councillor Menagh agreed with the comments of Councillor McIlveen and felt the matter could not be delayed any further. The monument was 400 years old and was off great importance. Moving the monument was not an option. Councillor Menagh believed the monies had to be found from somewhere.
Councillor Armstrong-Cotter felt that funding avenues needed to be explored and asked that that research be undertaken. She did not wish to see the Council in the same position come September and highlighted that the matter needed to be progressed.
The Head of Regeneration undertook to meet with the Director of Community and Wellbeing regarding the matter, however, was unsure if a report could be prepared in time for the June Committee.
In response to a question from the Chairman regarding funding, the Head of Regeneration advised there were funding avenues available once the maintenance works had taken place.
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Alderman McDowell questioned what works would be involved for the cost. The Head of Regeneration advised that the works would be the restoration and protection of of the Market Cross. The representatives had talked about the need to replace some of the gargoyles.
Alderman McDowell also stressed the importance of the monument and the need for its restoration. He also felt it was important that the interpretation element occurred.
The Head of Regeneration advised that talks had occurred with the Department of Infrastructure regarding dropped kerbs to allow people to access the Market Cross however they had not been keen on that suggestion. There was a need to encourage people to visit the monument although due to its location there was safety issues. The Head of Regeneration stated there was discussions that needed to occur with the statutory partners.
The Head of Regeneration noted that the Market Cross was part of the masterplan, though the maintenance fell within the remit of the Environment and Community and Wellbeing directorates and therefore there was a need to look at the matter cohesively.
Proposed by Councillor McIlveen, seconded by Councillor Armstrong-Cotter, that the information be noted and that a letter be sent to the Department of Infrastructure highlighting the historically importance of the monument and the need for access and improved signage options to be explored.
AGREED.
5. MASTERPLAN/FORWARD PLAN
The Head of Regeneration stated that it was hoped that some projects could be taken forward from within the Masterplan. Work would continue with Mr McVitty to take forward the proposals regarding the side streets roads improvements.
Alderman McDowell welcomed the resurfacing works that had occurred in the town however referred to Regent Street as an area which needed attention and proposed that a letter be sent to Department of Infrastructure regarding plans to re-surface Regent Street.
Councillor Menagh noted that front of the Court was in a disgraceful condition with weeds.
Mr McVitty advised that the Department of Communities had received a budget to provide funding however that was subject to a number of caveats. The spend had to be completed within the year. In relation to the current proposal, Mr McVitty advised that he was awaiting costings from the Department of Infrastructure to allow him to submit the funding application. Stanley Lamb had met with Officers on site had provided assurances that he would provide that those costings. An indicative figure had been earmarked however costings were required for the funding application to proceed. The application stage was different now as a bidding process occurred for
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NTSG.11.06.18 the monies. Mr McVitty stated that he would continue to attempt to make contact with Mr Lamb.
In response to a question from Alderman McDowell, the proposal involved a number of inter-connecting roads including Brewery Lane and lower Mary Street. With regards the Market Cross, there was potential that the Department could assist with the interpretation panels and the signage, however, could not fund maintenance works.
The Head of Regeneration highlighted the importance of receiving the figures from the Department of Infrastructure and the application proceeding with pace. It was a competition process to receive the funding and there was a need to get the bulk of the works completed within this financial year.
In that regard, Mr McVitty stated that the works would need to be completed within this financial year and the tail end could only occur into next year by complete exception. There was no flexibility regarding the budget and those monies not spent would be returned to the Department of Finance.
Councillor Menagh questioned who owned the land at the Square and advised that vans and cars where parking in the Square which was unsightly. In response the Head of Regeneration advised that the area was deemed as aroad, that was due to be handed over to the Council however that had not occurred. The Head of Regeneration advised that he would raise the matter with Stanley Lamb.
AGREED, that a letter be sent to Department of Infrastructure regarding the resurfacing requirement at Regent Street, Newtownards.
6. ANY OTHER BUSINESS
There were no items of any other business.
7. DATE AND TIME OF NEXT MEETING
The Head of Regeneration advised that the next meeting would take place in September however a date and time would be advised in due course.
TERMINATION OF MEETING
The meeting terminated at 6.36 pm.
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ITEM 8.2.
ARDS AND NORTH DOWN BOROUGH COUNCIL
A meeting of the Planning Committee was held in the Council Chamber, 2 Church Street, Newtownards on Tuesday, 12 June 2018 at 7.00pm.
PRESENT:
In the Chair: Councillor Cathcart
Aldermen: Carson Graham Fletcher Henry Gibson Keery Girvan McDowell
Councillors: Dunne McIlveen Hunter Thompson
Officers: Director of Regeneration, Development and Planning (S McCullough), Head of Planning (A McCullough), Planning Manager (P Kerr), Senior Professional and Technical Officer (C Rodgers) and Democratic Services Officers (M McElveen and E Brown)
Speakers: Joanne O’Keefe Gerry Hamill David Donaldson
OPENING REMARKS
The Chairman (Councillor Cathcart) welcomed members and officers to the meeting and made a special mention of those persons with speaking rights and members of the public seated in the public gallery. Continuing, he advised that Alderman McDowell was the new Vice Chair of the Committee. He took the opportunity to commend the former Chairman, Alderman Fletcher, for the manner in which he had chaired the Committee during the previous term. He also welcomed, in his absence, Councillor McClean back to the Committee as he had taken over Councillor Smart’s place whilst he served his year as Mayor.
1. APOLOGIES
Apologies for inability to attend were received from Councillor McClean and Councillor Walker.
NOTED.
2. DECLARATIONS OF INTEREST
PC.12.06.18
The Chairman sought any declarations of interest and none were advised by members.
He then advised that he wished to declare an interest in Item 4.1 as he had called this application in prior to his nomination as Chair of the Committee. He advised that the Vice Chair, Alderman McDowell, would preside over the discussion of that item.
NOTED.
3. MATTERS ARISING FROM MINUTES OF PLANNING COMMITTEE DATED 1 MAY 2018
PREVIOUSLY CIRCULATED:- Copy of the above minutes.
The Director of Regeneration, Development and Planning referred to Item 7 – LDP Steering Group and Consultation Group. She sought a decision about the time of the group meeting as a start time of 5.00pm had been suggested and it was expected the meeting would last approximately 30 minutes. The purpose of the group was to fulfil a governance role and would take place prior to the Planning Committee meeting. Members expressed the view that a later start may be more appropriate.
Alderman Henry proposed, seconded by Alderman Keery, that the LDP Steering Group meet prior to the Planning Committee at 6.00pm.
In response to a query from Alderman Girvan, the Director confirmed that the group comprised all members of the Planning Committee and was purely to provide governance and to ensure they were on track with the Local Development Plan.
Alderman Girvan also noted that her attendance at the previous Committee had been omitted from the minutes.
AGREED TO RECOMMEND, that the minutes be noted.
4. PLANNING APPLICATIONS
(Having declared an interest in the following item, the Chairman left the meeting and the Vice Chair, Alderman McDowell, duly assumed the chair)
4.1. LA06/2017/1199/F – 2A Bingham Street East, Bangor
PREVIOUSLY CIRCULATED:- Copy documentation (Appendix I)
▪ DEA: Bangor Central ▪ Committee Interest: Call In by Elected Member (delegated list 21/05/18) ▪ Proposal: Retrospective temporary ‘change of use’ of partial yard to Class A1 Use: Shops/Retail for siting of temporary accommodation (Single storey). Temporary ‘change of use’ for 3 years ▪ Site Location: 2A Bingham Street East, Bangor 2
PC.12.06.18
▪ Recommendation: Refuse Planning Permission
The Planning Manager stated that this was an application for the retrospective temporary ‘change of use’ of partial yard to Class A1 Use: Shops/Retail for siting of Temporary accommodation. The proposal involved a Temporary ‘Change of Use’ for 3 years. The site was located at 2a Bingham Street which was currently in use as a car wash and valet yard and it was the barbershop that was the subject of this presentation. The Department for Infrastructure and Environmental Health had no objections to the proposal.
Continuing, she detailed that the application had been submitted after an enforcement case was opened for the unauthorised change of use from a yard to a barbers. At present the yard was being used as a car valet and wash which had been established without planning permission but was immune from enforcement action as it had been in existence in excess of five years. She stated that it was acknowledged that the proposal was directly adjacent to the valet business however that could not be given material weight as that use, although now immune, had never benefited from planning permission.
For clarification purposes, she noted that in the case officer’s report it referred to the advertising panel when it should have referred to the temporary building. She also clarified that the building was of a temporary structure but was not mobile i.e. it was not on wheels.
Turning to area plan consideration, she stated that the site lay within the settlement limit of Bangor and within Bangor Town Centre, within an Area of Townscape character and area of parking restraint as designated in Draft BMAP. It did not however lie within the primary retail core. In the extant plan North Down and Ards Area Plan 1984-1995 the site lay within the town centre but not within the retail/shopping core.
She noted that a main policy consideration was whether a proposal would maintain or enhance the ATC and as such this proposal did not comply with ATC2 of Planning Policy Statement 6 (addendum) Areas of Townscape Character as it neither maintained nor enhanced the area. The temporary portacabin type structure did not respect the built form of the area. The proposal was not of sufficient quality to make a positive contribution to the townscape. That would set an unwelcome precedent within this ATC. Also contrary to planning policy was the fact that the site was not located within the primary retail core. The proposal did not comply with the SPPS in that the development was on a less sequentially preferred site outside the retail core when there were other suitable premises available within the retail core. The cost of rates for properties within the retail core was not a planning consideration. No evidence to state why the primary retail core was not suitable had been submitted.
She clarified that this proposal was not representative of other developments in the area. For example, the urban Art pods at Queens Parade which had been granted temporary planning permission for temporary structures within an ATC. It was important to note that those pods were in the primary retail core and as the artists sold their creations, they offered a retail function. Previous to the pods, the site had been a vacant lot surrounded by advertising hoardings and timber boards. The pods 3
PC.12.06.18 were therefore a stop gap measure to make the site more visually attractive and provide a meantime use while waiting for the redevelopment proposed by the Council and DSD. The pods temporary nature was a certainty due to the impending redevelopment scheme at Queens Parade so as a comparison, they did not stand on all fours with this proposal.
Furthermore, she advised that it had been mooted that this proposal was pop-up style development however for the most part a pop-up use would be in a vacant building to bring vitality back to a disused or vacant property. In this instance the proposal actually involved operational development and not the use of an existing property, therefore it was difficult to afford flexibility to the policy with regard to the primary retail core.
In summary, she stated that the proposal did not maintain or enhance the ATC and it was a retail function being carried out outside the retail core and therefore this proposal was recommended for refusal.
Alderman Fletcher sought further information about the application for temporary permission and what that meant for the business. In response, the Planning Manager advised that the applicant wanted to trial the business to see how it progressed and had suggested a three-year trial period.
Councillor McIlveen asked whether granting permission would establish development on the site and the Planning Manager confirmed that it would and that a principle of having a temporary building there would be set. She also stressed that they could do nothing to prevent the applicant returning for further temporary approvals which would be difficult to refuse as a precedent would have been set. In response to a further query from Councillor McIlveen, she confirmed that a barber shop was classed as a retail business.
Alderman Graham noted that there were a number of dental practices and other businesses located in the vicinity and he queried if they were a fair comparison to the barber shop. The Planning Manager responded that it was a different matter as they were using existing buildings whereas the barber shop was in a portacabin and therefore classed as operational development.
Alderman Carson queried how long the barber shop had been there and the Planning Manager confirmed that they had been made aware of it at the beginning of 2018 when the application was submitted after an enforcement case had been opened for the unauthorised change of use from a yard to a barbers.
In response, to a query from Alderman Gibson, the Planning Manager advised that previously the site had comprised an existing car valet and wash business which had been established without planning permission and was immune from enforcement action as it had been in existence in excess of five years. The business had appeared on Google images in 2008.
At this stage in the meeting, the Vice Chair invited Ms Joanne O’Keefe to come forward to speak in opposition to the application.
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Ms O’Keefe believed that the already positioned unit was a direct contravention of Planning policy in that it did not respect local context and street pattern or the existing buildings and would therefore be entirely out of the character of the area and to the detriment of the local environment. She stated that the extensive raised wooden decking to the front of the unit had not been listed in the Planning application nor the self-made entrance cut into the existing wall on Bingham Street. She advised that this area had been used for entertainment purposes, namely live music.
Referring to Section 6.281 of the SPPS, which stated that the primary retail core and town centres should be given preference, she noted that there were currently substantial and suitable vacant retail units within those areas that would be more beneficial to the town centre.
She then referred to the epidemic of garish signage and advertising along Hamilton Road and Mills Road which she believed was unacceptable, industrial and illegally attached to street furniture and which was in direct contravention of Planning policy. Section 2.7 stated that prospective developers should be sympathetic to the particular qualities of the area in question which she stated had been neglected and ignored by the applicant in every aspect, not only in the design and appearance of the property but in his absolute disregard for policies, laws, guidelines and procedures that all other town traders were bound by and adhered to.
Continuing, she stated that the glare of the neon blue lights surrounding the unit were distracting and offensive to her established and existing barber shop business of almost 25 years, and which was situated opposite the unit. Customers had complained that the signage was too bright and “painful to look at” as it was permanently reflected in the mirrors situated in front of her client’s chairs, especially in the autumn and winter months.
She purported that issues raised in support of the application should be ignored, namely that it kept and promoted business within Bangor town centre. She believed it’s very concept had only served to achieve the opposite and that was to drive out a long-established barber business situated a matter of feet across the street. She noted that two members of her staff had left to work in the unit across the street.
In concluding, Ms O’Keefe stated that as a single mum and long-standing town trader, running a barber shop on Bingham street for almost 25 years; with family having been residents there for over 30 years, and who had abided by and respected all policies and law, she was disgusted that a rival business could set up in a yard without permission, illegally advertise and continue to trade for over eight months with complete disregard for Council policy and procedure. She believed, if the Planning refusal was overturned, that other businesses would follow that example if it meant cheaper rates and the town centre would become even more derelict.
There were no questions from members and Ms O’Keefe returned to the public gallery.
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PC.12.06.18
At this stage in the meeting the Vice Chair invited Mr Gerry Hamill (Agent) to come forward to speak in support of the application on behalf of his client, Mr Stephen Kirk.
Mr Hamill thanked members for the opportunity to speak and explained that his client was seeking a temporary permission to establish a themed business, ancillary to his well established car valet/body shop business which had been running for over 28 years. He believed that the temporary permission being sought was similar to the permission recently granted by the Council for modular units – Project 24 on Queen’s Parade. The Project 24 units were in the heart of the Area of Townscape Character, whilst his client’s unit was in a backland area of the town centre in Bingham Street East, a service street for Hamilton Road businesses. This backland area contained overgrown access laneways, dilapidated garages and outbuildings. Therefore he felt Mr Kirk’s unit added betterment to the area.
Following on, he reported that his client’s planning application was submitted at least three months prior to the Council’s own application for a temporary permission for Project 24 and yet his client’s application was not determined until after the Council’s application was approved. He outlined that his client’s application was then put forward for a refusal within two weeks of the Council’s favourable decision to extend Project 24’s planning permission. In that regard, the Council’s application had been deemed to meet PPS6 – ATC and it was considered that those modular type buildings did not have an adverse impact on the appearance of the ATC. He wondered how his client’s application in a backland area could be considered different.
Mr Hamill had been informed that his client’s application was originally written up for an approval but after a closely debated group meeting, it was scheduled for a refusal. He said that the Planning Department had established that the unit was outside the retail core; the unit was situated seven metres from the retail core boundary. He had always understood that the main reason for the retail core was to help the town centre development and provide stricter planning conditions for development well outside the town centre. He reiterated that his client sought a temporary permission within the town centre and just seven metres from the retail core boundary which was the width of Bingham Street. The retail core had always extended beyond the BMAP retail core boundary now being quoted. He mentioned that a former florist shop which was now a hairdressers and the recently opened Yoghurt Tree on Hamilton Road showed that this area had always been retail.
In making reference to The Local Data Company, an organisation that tracked trends within UK town centres, Mr Hamill advised that it had studied over 1,300 individual towns across the UK this years and observed that town centres were changing. The biggest losers were businesses that could be replicated over the internet (banks, travel agents, clothing retail etc), whilst the biggest growth area was in barbershops. This was obviously the business which is client was trying to establish under a temporary permission. The LDC stated that the areas of retail and leisure that were performing well were very much experience-led, exactly what is client was offering. It was apparent that consumer habits were changing and so must our perceptions of what made up vibrant town centres.
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PC.12.06.18
Mr Hamill highlighted that his client’s unit had been well received by the residents and businesses in the immediate vicinity and he was in possession of a petition of support comprising 16 businesses, 7 residents together with support from Lady Hermon MP. They all agreed that this modular unit provided a vibrant, creative business in this mixed use area. His business sat between the two car parks of Mills Road and Bingham lane and had brought business into the area. One local business namely Bodytone Physiotherapy stated that a themed event recently organised by Mr Kirk had created, “the busiest Saturday of the year with patients walking off the street or phoning after visiting the barbershop, I highly doubt this was a coincidence”.
Mr Kirk’s barbershop had held events to support other local businesses to great success and was hoping to be part of the Open House Festival this summer. The Open House Festival supported Mr Kirk and the Festival Manager, Alison Gordon had quoted, “It’s great to have another community minded, creative small business setting up in the town centre, that is being pro-active in working with local partners to create a more vibrant and interesting place”.
In conclusion, Mr Hamill indicated that his client would be willing to accept a lesser time on his temporary application, reducing his temporary permission to coincide with the expiry of the Council’s project 24 modular units on the seafront. If that was something that would be acceptable to the Council, he commented that Mr Kirk would sign an undertaking not to apply for an extension to the temporary permission which would allow him time to establish his ancillary business. Mr Hamill thanked the Committee for their consideration.
Alderman Carson sought clarity on where Mr Hamill had got his information about the Group meeting and Mr Hamill replied that it was via an email from the Planning Office. The Planning Manager explained that the process involved a case officer providing a recommendation which was then considered at a Group meeting during which a corporate decision would be made; in this case the majority of the Group had supported the recommendation for refusal.
Alderman Carson highlighted that Mr Hamill had stated that approval was going to be granted and he wanted to know how Mr Hamill had come to know that.
The Vice Chair directed that this question could be asked after the speaker had been questioned.
Councillor McIlveen sought Mr Hamill’s view on the reasons for refusal in respect of the townscape character and primary retail core. Mr Hamill responded that the site was located in back-land at the back of garages and scrubland and therefore he did not consider that the unit would be detrimental to the area.
As there were no more questions from members, Mr Hamill returned to the public gallery at this stage.
Alderman Carson reiterated his earlier question.
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PC.12.06.18
In response, the Head of Planning explained that a case officer worked on an application and then brought a recommendation to the Group. It was the recommendation supported by the Group that was brought to the Planning Committee. Case officer’s may bring a recommendation but when the case was discussed in more detail and in the context of policy, the recommendation may be changed and that would be the one brought before the Committee.
Alderman Girvan sought further information about the concern over a precedent being set, in comparison to the Project 24 pods. In response, the Planning Manager clarified that Project 24 was a meanwhile use, and whilst it was acknowledged the pods were contradictory to the ATC, there was an extant scheme for development of that site and the pods were never meant to be there for a permanent or extended period. Referring then to other modular and temporary units such as that being applied for, she stressed that there was concern that a precedent might be set for other ATCs in the Borough.
Alderman Graham noted that Mr Hamill had indicated that the applicant had confirmed he would not reapply for temporary accommodation in line with Project 24. He queried whether there was scope in the Planning approval process for such commitments. In response, the Planning Manager reiterated that there was an extant scheme in the pipeline for the Project 24 site and therefore its temporary nature was known. She stressed that they could not condition approvals that the applicant would not apply again and therefore if approval was granted for three years then why not for another three? Furthermore, there was flexibility in the retail policy and rates were such that they encouraged development like that in existing buildings rather than modular buildings.
Alderman Fletcher asked if there were other suitable premises in the area and the Planning Manager detailed that there was a high rate of vacancy in that area in the retail core. She added that there was no evidence that a sequential test had been carried out.
RESOLVED, on the proposal of Councillor McIlveen, seconded by Alderman Keery, that the recommendation be adopted and that Planning Permission be refused.
(The Chairman returned to the meeting at this stage and duly resumed the Chair)
4.2 X/2015/0062/F – Ballystockart Quarry, Ballystockart Road, Comber
PREVIOUSLY CIRCULATED:- Copy documentation (Appendix II)
▪ DEA: Comber ▪ Committee Interest: Major Application ▪ Proposal: Retention of reprofiled, topsoiled and grassed areas including bunding and screening banks, located along the south eastern boundary of the quarry, following works requested by NI Water to allow a safe access for future maintenance of the North Down and Ards trunk water main and retention of an associated buffer zone ▪ Site Location: Ballystockart Quarry, Ballystockart Road, Comber 8
PC.12.06.18
▪ Recommendation: Grant Planning Permission
The Planning Manager stated that this was an application for the retention of reprofiled, topsoiled and grassed areas including bunding and screening banks, located along the south eastern boundary of the quarry, following works requested by NI Water to allow a safe access for future maintenance of a trunk water main. The site was located at Ballystockart Quarry, Ballystockart Road, Comber and covered a total area of approximately 27ha. The site was accessed via Ballystockart Road. Ballystockart Quarry was an established quarry and the site was located within the countryside as defined by the Ards and Down Area Plan 2015. The site did not lie within AONB nor an Area of Mineral Constraint.
Continuing, she detailed that the works carried out had become immune from enforcement action in the course of the application process and this application served to regularise those works. The nature of the application was to minimise the impact of existing quarry development. The landscaped bund would enhance the safety and amenity of the site. The proposal had filled in a void where quarrying had been carried out and was essentially restoring the land and therefore was a betterment of the land. This was appropriate restoration of that part of the site after the cessation of works and the works contributed positively to the surrounding area.
She stated that it was important to note that quarry applications that were granted planning permission more recently were furnished with a restoration condition to ensure a planning application for restoration was no longer required. As this was a long established quarry, no such condition existed on the permission and therefore an application was required for the works.
In summary she advised that the proposal complied with the policy contained within the SPPS and the minerals policies within a Planning Strategy for Rural Northern Ireland. There had been no public objections to this proposal and the proposal was recommended for approval.
Alderman Fletcher stated that the quarry was close to Ballystockart Glen which was a haven for wildlife and he asked whether conditions could be added that native species of vegetation and wildlife meadows be included in the restoration of the site.
The Planning Manager responded that because the application was retrospective, no conditions could be applied.
RESOLVED, on the proposal of Alderman Carson, seconded by Councillor McIlveen, that the recommendation be adopted and that Planning Permission be granted.
4.3. LA06/2017/1072/O – Lands approximately 15m north of 48 Ballydorn Road, Killinchy
PREVIOUSLY CIRCULATED:- Copy documentation (Appendix III) ▪ DEA: Comber ▪ Committee Interest: Call In by Elected Member (delegated list 23/04/18) ▪ Proposal: Site for dwelling on a farm 9
PC.12.06.18
▪ Site Location: Lands approximately 15m north of 48 Ballydorn Road, Killinchy ▪ Recommendation: Refuse Planning Permission
The Senior Professional and Technical Officer stated that this application had been called in for determination by the Planning Committee. The application was seeking outline planning permission for farm dwelling on lands 15m north of 48 Ballydorn Road, Killinchy. The site was located north of Ballydorn Road and within Strangford and Lecale Area of Outstanding Natural Beauty as per the Ards and Down Area Plan 2015. PPS21 Policy CTY10 Criterion A required that the farm business was currently active and had been established for at least 6 years.
Continuing, she stated that the policy footnote advised that new houses on farms would not be acceptable unless the existing farming business was both active and established. It went on to advise that the applicant would therefore be required to provide the farm’s business number along with other evidence to prove active farming over the required period. A farm business number had been provided relating to a single 1.9 hectare field on the opposite side of the road to the applicant’s dwelling. DAERA had confirmed that the business number had been issued in 2010 to enable the applicants to submit a claim under the Woodland Grant Scheme. The application submitted had subsequently been rejected by DAERA and the applicant had not received any farm subsidies during the relevant 6-year period.
She then advised that a number of trees and shrubs were located in the subject field. A path had been formed to enable access through the land and the field also contained features such as a dry well and pond. Two bee hives were also contained in a small subsection of the field. The applicant had a well-maintained domestic garden that contained numerous mature trees and plants.
She advised that it was considered that the information submitted in support of the application (detailed in the main report and addendum) did not clearly demonstrate that an active and established farm business existed at this location. For example, payments in respect of tree maintenance and gardening did not demonstrate that agricultural activity associated with a farm business had been carried out on the land. Two handwritten invoices had been submitted relating to the sale of very small quantities of honey valued at £17.99 and £10.00 respectively. That supporting information did not span the required 6-year period and given the domestic scale of production this information did not demonstrate that a genuine farm business was operating on the land. There was no additional supporting documentary evidence of farm business accounts/tax returns; evidence of fruit or vegetable production or sale of agricultural products over the required 6-year period. The applicant had submitted a copy of a letter dated 20 August 2016 that referred to the opening of their garden under the National Trust Garden Scheme. Based on the evidence provided there was no indication that the trees and plants located on this land related to a farm business. Rather the evidence suggested that the works carried out were largely ornamental. As such the applicant’s evidence was insufficient to demonstrate that a genuine farm business had been active on this land over the required 6-year period.
In summary, she stressed that the onus was on the applicant to demonstrate that the farm business was both active and established. The proposal did not comply with 10
PC.12.06.18 the fundamental requirement of Policy CTY10. It was not one of the types of development that was acceptable in principle in the countryside under Policy CTY1 of PPS21 and no overriding reasons had been put forward as to why the development was essential.
It was therefore recommended that this application be refused planning permission.
Alderman Girvan queried if DAERA had stated what type of farming had been specified. In response, the Senior Professional and Technical Officer advised that DAERA had confirmed that a farm business number had been granted to enable the applicants to submit a claim under the Woodland Grant Scheme. That application had subsequently been rejected as there were no evidence of active farming from DAERA.
Alderman Girvan stated that not all farms had to claim the Single Farm Payment within the six years, however they would still have a farm business number. The Senior Professional and Technical Officer reiterated that being granted the Single Farm Payment would show evidence of active farming; the business number did not prove that the land was being actively farmed. She stressed that the onus was on the applicant to demonstrate that a farm business was established and active. She advised that they had gone through in detail the paperwork submitted by the applicant, however much of it was ambiguous and did not demonstrate an active farm business.
Alderman Gibson raised a query about clustering and the Senior Professional and Technical Officer advised that the current outbuilding would have to be demolished so that the house could be built in its place. She referred to PPS21 which related to active and established farm businesses and she reiterated that this application failed that test.
Referring to the impact on the landscape, Alderman Graham queried if the building was removed and a dwelling built in its place, would that not come under the scope of conversion. The Senior Professional and Technical Officer stated that the applicant was not seeking to convert the outbuilding but to build a new dwelling.
Alderman Graham commented, from his recollection, that hobby farming was a definition of an active farm business and he queried whether this application could identify as that.
In response, the Senior Professional and Technical Officer advised that they had gone through the information provided by the applicant, such as invoices for hedge cutting, and it was considered that such activity was connected with normal residential maintenance. Furthermore, some works were not specified and were ambiguous and did not demonstrate an active farm business on the land. For example, there were no tax returns, no evidence of animal grazing and no evidence of fruit sold.
Referring to point 4 on Addendum 4.3b, Alderman Fletcher asked whether all three definitions of agricultural activity applied or whether a farm could qualify with one. The Senior Professional and Technical Officer responded that all three applied. She 11
PC.12.06.18 added that points 2 and 3 related back to the criteria stated by DAERA and again there was no evidence to demonstrate that those were being met.
Alderman Fletcher queried that all three definitions had to be met as it was his understanding that it was enough to keep the land in a good state of repair. His view was that point 3 was a definition that the EC gave for when someone could apply for a Single Farm Payment. He asked if the officer agreed that this application fell into that category.
The Senior Professional and Technical Officer did not agree with that and stated that whilst there was evidence of planting on the land, it appeared to be for landscaping and amenity purposes only. She stressed that there was no evidence that those activities related to a farm business. She reiterated that the onus was on the applicant to demonstrate six years of farm business activity; the evidence had to show actual activity and not be ambiguous, however much of what the applicant had provided in this case was ambiguous.
Alderman Carson asked, if Planning Permission was granted by the Committee, would it return to the Committee for approval of reserved matters and the Senior Professional and Technical Officer confirmed that this was her understanding.
For clarification purposes, the Head of Planning advised that the application had been called in by a member and therefore she did not envisage it returning to the Committee unless it was called in again.
Alderman Carson wondered if there was any merit in taking down the farm building and the Head of Planning advised that it was stated in the design and access statement by the Agent that the application was not being submitted to be conditioned as part of an approval.
Councillor McIlveen asked if there was any evidence that was unambiguous and the Senior Professional and Technical Officer replied not in her opinion.
Referring to the pots of honey produced by the applicant, Councillor McIlveen queried what levels of production DAERA required in order to consider it to be agricultural activity. In response, the Senior Professional and Technical Officer expressed her understanding that it could be considered as a product of agricultural activity however the receipts submitted by the applicant were for very small quantities and did not span a six-year period. It would be considered to be production on a domestic scale.
Councillor McIlveen referred to the garden being open for the National Trust and he asked if the plants grown there were to assist with the pollination of the honey production.
The Senior Professional and Technical Officer stated that officers had to base their decision on the evidence submitted and based on the receipts and invoices submitted by the applicant the scale of the operation did not qualify.
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Councillor McIlveen mooted that if they were talking about hobby farming and flower growing could that be considered as farming and the Senior Professional and Technical Officer reiterated that there was no evidence of the required six-year period.
At this stage in the meeting, the Chairman invited Mr David Donaldson to come forward to speak in support of the application on behalf of the applicant. The applicant Professor Nixon also came forward.
Mr Donaldson explained that the applicants owned a small farm close to the shore of Strangford Lough which comprised a house, outbuildings, and a field totalling about 7.5 acres; the field was purchased in 2007. He stated that the farm business had clearly been established since 2010, as the applicants had obtained a DARD business ID number at that time, and still retained it. He purported that the only issue under question was whether, for the purposes of the Planning policy, the farm was active.
Continuing, he outlined what constituted an active farm business for the purposes of the policy and he stated that paragraph 5.38 of Policy CTY10 was key. This stated that an applicant would be required to provide the farm’s DARD business ID number, which they had done, along with other evidence to prove active farming over the required period which he stated they had also done. He stated that the officer report asserted that the information presented did not demonstrate an active farm business. Furthermore, paragraph 5.39 of PPS21 stated that for the purposes of the Policy ‘agricultural activity’ referred to ‘the production, rearing or growing of agricultural products….or maintaining the land in good agricultural or environmental condition.’ The SPPS had changed that slightly, with the definition referring again to production of agricultural products and ‘maintaining an agricultural area in a state which makes it suitable for grazing or cultivation, without preparatory action going beyond usual agricultural methods and machineries.’
Mr Donaldson acknowledged that the SPPS definition was useful. Plainly, the applicants grew and sold agricultural products and they clearly maintained an area of agricultural land (ie with a farm business ID attached) in a condition which was suitable for grazing or cultivation. He noted that there were planning appeals which indicated that if land was let in conacre then that was not active farming but this far was not let out. The decision making power, the benefits and the financial risks all lay with the applicants, who directly employed contractors and labourers from time to time.
He viewed Planning Appeal 2017/A0010 as being helpful adding that the Commissioner had commented: ‘In terms of the word ‘active’, I note that the policy does not require a particular level of agricultural activity; the farm does not have to be economically viable, and a hobby farmer could feasibly meet the requirement’. The appeal related to a farm of under 4 hectares, and although subsidies had not been claimed, evidence was produced of various expenses, including tractor repairs, purchase of fencing materials, transfer of 10 sheep etc. The Nixon farm was not farmed in the conventional manner but nevertheless active under the policy. Their activity included growing of hay, fruit cultivation, orchard and bee keeping which could all be classed as agricultural activity. 13
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Mr Donaldson further advised that the Council’s late addendum had challenged the nature of the receipts provided. Whilst we could accept some also referred to work in the garden, there were nevertheless substantial invoices over a 10 year period which were evidence of significant farm related expenditure. Those included:
▪ Tractor purchase and repair £4500 ▪ Tractor attachments £2700 ▪ Mower £1450 ▪ Barn resheeting (for machinery storage) £7,750 ▪ seeding and planting about £2000 ▪ topsoil £1250 ▪ field and hedge work (contractors) c£9,000; and
The farm insurance was with the National Farmers Union.
The average expenditure between 2006 and 2017 had been in the order of £4000 per annum. Whilst income was currently modest, he indicated that that would increase as the planting and seeding carried out became more established. Income was derived mainly from annual hay sales to neighbouring farmers; honey sales; and fruit sales.
In conclusion, Mr Donaldson reiterated that this was a small farm, although it was clearly both established and active. It was not let in conacre and remained actively managed by the applicants. No sites had been sold off and the proposed dwelling would be clustered with other buildings on the farm. It met the criteria for a new dwelling and he therefore urged the Committee to grant permission.
Councillor McIlveen asked where the harvested hay meadows and grass cuttings went and Professor Nixon advised that they used local farmers on a barter basis to do the harvesting as they did not have the machinery or energy to do it themselves; what they got out of it was that the grass etc was removed. He further advised that the native species hay meadows were established in approximately 2009.
Alderman Gibson asked what activity they carried out on the land and Professor Nixon advised that he cut the finishing circles regularly and they sowed, by hand, the seed for the grass meadow with heritage grass seed; they employed a contractor to cut the hedges.
Alderman McDowell expressed concern about the lack of information to justify farm identity. He referred to bee hives situated on top of blocks of flats and noted that they could not be classed as a farm.
Mr Donaldson acknowledged the Alderman’s comments but added that every application had to be assessed on its own merit. He stated that activity had been ongoing in this location for ten years and they had had the farm business number for eight years. The applicants had kept the land and had kept it suitable for grazing or cultivation. He believed there was a lot of evidence to support this, including a tractor purchase, which all related to work on an agricultural field. He purported that it was well established and believed it met the criteria.
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In response to a query from Alderman Carson, Professor Nixon advised they had lived at the property for almost twelve years and had purchased the land at a later time.
Alderman Graham referred to their application for the Woodland Grant Scheme and queried why it was refused. Professor Nixon explained it was a lengthy process which they did not want to wait for so they planted trees and then were no longer eligible for the grant.
At this stage Mr Donaldson and Professor Nixon returned to the public gallery.
At this point, the Senior Professional and Technical Officer reminded members about the six-year test, based on evidence over a six-year period, and for which no supporting evidence had been supplied by the applicant; that could take the form of farm insurance, sales receipts etc.
Councillor McIlveen was not sure that they had enough evidence to make a decision and he wondered if the Committee would benefit from a site meeting.
Councillor McIlveen proposed, seconded by Alderman Keery, that the application be deferred to allow time for a site visit to be arranged.
The Chairman stressed at this point, that every member had to attend the site visit in order to vote on the application; a sufficient quorum was also required.
Alderman Graham referred to the existing building that would be demolished to make way for the replacement dwelling. He asked if the site was greenfield and blank and the applicant applied for a new dwelling on the site, whether Planning Permission would be granted. In response, the Senior Professional and Technical Officer advised that the farm building was subject to the same test as an active and established farm business and therefore both scenarios required Planning approval.
Alderman Fletcher believed they had a picture book of what farming should be and he purported that the applicants were looking after the land for the next generation and were demonstrating good stewardship and as such he had no issue with the application and did not consider a site visit necessary.
Alderman McDowell was not sure what a site visit would achieve. He also commented that it was not up to them to go looking for information.
Referring to Alderman Fletcher’s comment about stewardship, Alderman Graham stated that they could not see that and therefore a site visit would give members a first hand impression of the land.
The proposal was put to the vote and with 7 voting FOR, 5 voting AGAINST and 1 ABSTENTION, the proposal was CARRIED.
AGREED that the recommendation be deferred to allow for additional information to be obtained or a Site Meeting to be arranged.
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4.4. LA06/2018/0192/F - Lands adjacent to and north of Moorfield Avenue and Moorfield Crescent adjacent and east of Dermott Gardens and Dermott Walk, Comber
PREVIOUSLY CIRCULATED:- Copy documentation (Appendix IV)
▪ DEA: Comber ▪ Committee Interest: A local application where an associated major application has been determined by the Planning Committee Previously approved by Planning Committee under LA06/2015/0273/F (61 dwellings) at meeting on 2 August 2016 ▪ Proposal: Proposed development of 4 no. semi-detached dwellings (change of house type from house type 15/15A to house type 16/16A) ▪ Site Location: Site Nos 14; 15; 16 and 17 of planning approval LA06/2015/0273/F on lands adjacent to and north of Moorfield Avenue and Moorfield Crescent adjacent and east of Dermott Gardens and Dermott Walk, Comber ▪ Recommendation: Grant Planning Permission
The Head of Planning stated that the Committee had approved the residential development for this zoning in Comber at its meeting in August 2016 for a total of 61 dwellings. It had proven to be a very popular development to date with around two dozen houses constructed with a number already occupied.
She advised that this application was to vary the house type as approved on Sites 14, 15, 16 and 17 from that previously approved in August 2016. The proposal involved raising the eaves, but the overall increase in ridge height would be 25cm and provision of first floor windows (in place of velux), one of which would be conditioned to be obscured. Finished floor levels and separation distances between adjacent dwellings remained the same. It was proposed to remove the permitted development rights from those properties if approved, to maintain control over any proposed future changes once complete. The Planning Department was content that any objections raised did not merit refusal of the proposal and therefore approval was recommended.
Alderman Gibson queried whether neighbour notifications had been issued and if any objections had been received. The Head of Planning confirmed neighbours had been notified and she also advised that four objections from four addresses had been received. She detailed that the nature of the objections related to the change from velux windows to first floor windows; concern about increased traffic; design being out of context within the area. One objector had also requested a timetable of works and assurance that driveways would not be blocked and debris would be cleared away. She advised that the applicant was aware of the objection letter and that they were not issues that were material to that current planning application.
RESOLVED, on the proposal of Alderman Carson, seconded by Alderman Girvan, that the recommendation be adopted and that Planning Permission be granted.
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5. UPDATE ON PLANNING APPEALS
PREVIOUSLY CIRCULATED:- Report dated 25 May 2018 from the Director of Regeneration, Development and Planning providing an update on the above.
Decisions
1. The following appeal had been allowed on 24 May 2018.
Appeal reference: 2017/A0230 Application Reference: LA06/2017/0898/A Appeal by: Mr Ian McCulla Subject of Appeal: Refusal of removal of conditions 2 and 3 of planning approval LA06/2017/0898/A for a gable- mounted 15-unit digital screen Location: 29 Portaferry Road, Newtownards
2. Approval had been granted by the Council on 27 May 2017. Conditions 2 and 3 had been attached in the interests of visual amenity which read as follows:
• The display shall not change at a frequency greater than once every 10 seconds. • The advertisement, hereby granted consent, shall contain no moving graphics or video.
3. The Commissioner had considered that views of movement within the digital screen would only be available from the south east along Portaferry Road; be transient; and would be obscured and filtered by the existing forecourt signage associated with the two car dealerships, which was neither digital or moving. She considered that the conditions had been unnecessary, and had allowed the appeal removing the aforementioned conditions.
New Appeals Lodged
4. The following appeals had been lodged with the Planning Appeals Commission since the previous report to the Planning Committee:
Appeal reference: 2018/A0004 Application Reference: LA06/2017/0227/F Appeal by: Barry and Margaret McDonald Subject of Appeal: Refusal of planning permission for ‘Amended proposals for that previously approved under LA06/2016/0189/F for a new dwelling with attached garage’ Location: 31a Old Quay Road, Holywood (formerly known as site 28m south of 33 Old Quay Road, Holywood)
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Appeal reference: 2018/E0010 Application Reference: LA06/2016/0187/CA Appeal by: Mr I Walsh Subject of Appeal: Service of Enforcement Notice alleging the following: i. unauthorised change in the use of the land from quarrying to a mixed use comprising processing and quarrying; ii. unauthorised erection of an earthbund; iii. unauthorised erection of a weighbridge; iv. unauthorised erection of a Portaloo; v. unauthorised erection of a Portacabin; vi. unauthorised erection of a storage container; vii. unauthorised development of an area of hardstanding; and viii. unauthorised use of an area of hardstanding for parking. Location: Lands at Fishquarter Quarry, located on Coulter’s Hill, Kircubbin
5. In addition to the service by the Council of the above Enforcement Notice, the Council had also determined that the breaches of planning control described in the Enforcement Notice constituted development that required to be accompanied by an Environmental Statement. The operator of Fishquarter Quarry had also given written confirmation to the Council and the Planning Appeals Commission that he intended to seek a hearing before the PAC in respect of this determination, which would be heard prior to any appeal into the Enforcement Notice. The reference for that appeal was 2018/C0003.
6. A further appeal against the Enforcement Notice as detailed above had also been received by the Planning Appeals Commission on 22 May 2018 under PAC reference 2018/E0009 from Mr Anthony Bell. A small portion of Mr Bell’s land fell within the area of Enforcement Notice and as such, the Council had been required to also serve the Notice upon him as ‘any other person having an estate in the land’ in line with Section 138 (2)(b) of the Planning Act (NI) 2011.
Appeals Withdrawn
7. The following appeal had been withdrawn:
Appeal reference: 2018/A0001 Application Reference: LA06/2016/0207/F Appeal by: Mr C S Pearson Subject of Appeal: Retrospective application for retention of agricultural shed Location: 180m north west of 108 Ballybarnes Road, Newtownards
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Details of appeal decisions, new appeals and scheduled hearings can be viewed at www.pacni.gov.uk.
RECOMMENDED that the report be noted.
AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Alderman Keery, that the recommendation be adopted.
6. PROPOSED CHANGES TO SCHEME OF DELEGATION (Appendix V)
PREVIOUSLY CIRCULATED:- Report dated 23 May 2018 from the Director of Regeneration, Development and Planning and attaching Existing Scheme of Delegation and Proposed Scheme of Delegation.
The report detailed that Section 31 of the Planning Act (NI) 2011 required the Council to prepare a scheme (to be known as a ‘scheme of delegation’) by which any application for planning permission for a development within the category of local developments or any application for consent, agreement or approval required by a condition imposed on a grant of planning permission for a development within that category was to be determined by a person appointed by the council for the purposes of this section.
Section 31(b) of the Act required the Council to keep the scheme under review.
The Scheme of Delegation for Ards and North Down had last been reviewed and amended in February 2016.
Background
Reflecting over the period since the last amendments, and following discussion with the legal advisers for the Planning Department, a number of changes were proposed to the Scheme as detailed.
Such a change to the Scheme of Delegation had to be approved by the Department for Infrastructure in accordance with Section 31 of The Planning Act (NI) 2011.
Proposed changes
1. It was proposed to reword the first bullet point under ‘Part B – Non-mandatory applications for determination by Planning Committee’ which referred to numbers of representations received, for the reasoning provided below. a. Currently within the scheme call-ins to the Committee were triggered when a certain number of representations, whether objections or letter of support, had been received.
b. It was proposed to exclude applications with letters of support (contrary to the case officer’s recommendation) as to date such correspondence had not provided any material planning considerations or provided relevant policy reasoning for such support. 19
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c. It was also proposed, in line with discussions previously held with the Planning Committee, that pro-forma letters, which had been pre-typed and distributed and which often did not include an address or a signature when submitted, and petitions which did not generally detail any material planning objections, were excluded from counting toward the number of objections specified.
d. This also dealt with the issue of members of the same address submitting the same objections.
e. It was also anticipated that this would assist in dealing with objections which did not make any reference to a material planning consideration’. An example of this had been experienced in regard to the application for a sculpture of Amy Carmichael at Hamilton Road Presbyterian Church, which had appeared before the Planning Committee at its meeting in October 2017 due to the receipt of 214 objections (210 proforma objections and 4 individual objections). Only one objection had raised a material planning consideration, whereas the other 213 had objected to the sculpture being located in Bangor and not Millisle.
f. Any such applications would then appear on the delegated list and continue to detail the specific numbers of objections/letters of support accordingly, and could be called-in as appropriate.
g. The Scheme as proposed still included the provision for the Head of Planning to call-in applications as considered appropriate which may be in relation to the level of correspondence received.
2. Part D of the current scheme related to ‘Enforcement and Determination of Other Matters’ and it was proposed to redefine this section to more appropriately specify all other matters which were to be determined by the authorised officer, to ensure such authority was clear and precise.
Requirement for approval by DFI
Should the Planning Committee endorse this proposal, the amendment would be forwarded to the Department for Infrastructure for approval as required; once received the revised Scheme would then be published on the Council’s website.
RECOMMENDED that Members note the content of the report and approve the changes proposed and the revised Scheme of Delegation as detailed in the accompanying attachment.
The Head of Planning guided members through the report and in particular she highlighted the proposed changes detailed within the report. She advised that the rationale behind the changes was that the Scheme of Delegation had originally been approved by the Shadow Council and one amendment had been made on 19 February 2016. She further advised that, following approval by the Committee, the proposed Scheme of Delegation would have to be approved by the Council and then 20
PC.12.06.18 approval would also be sought from the Department for Infrastructure prior to its implementation.
Alderman Girvan welcomed the proposed amendments and believed they would facilitate a reduction in workload.
AGREED TO RECOMMEND, on the proposal of Alderman Carson, seconded by Alderman Graham, that the recommendation be adopted.
7A. PLANNING BUDGETARY CONTROL REPORT – MARCH 2018 (FILE: FIN 45)
PREVIOUSLY CIRCULATED:- Report dated 29 May 2018 from the Director of Regeneration, Development and Planning stating that the Planning Budgetary Control Report covered the 2017/18 financial year (1 April 2017 to 31 March 2018) and was set out below. The net cost of the service was showing an over spend of £84,705 (10.9%). The financial information was in draft form as, at time of writing, the 2017/18 financial year was still to be finalised, however, no material changes were expected.
Explanation of Variance
A Budgetary Control Report by Income and Expenditure for Planning was also shown below which analysed the overall adverse variance (£84,705) by expenditure (£123,953 favourable) and income (£208,669 adverse).
PLANNING
Expenditure - £124.0k (6.5%) better than budget to date. This favourable variance was mainly made up of the following: -
a. Payroll £135.0k favourable due to vacancies. The 2017/18 budget had included an allowance for 9 new posts but delays in recruitment had meant that they had been filled in October and December. b. Legal fees were £62.7k over budget to date. There were a number of ongoing complex enforcement cases which had required specialist legal advice. c. There were underspends on rent (£20.0k) and consultancy for the Local Development Plan (£30.0k). Income - £208.7k (18.6%) worse than budget to date. This adverse variance was mainly made up of the following: -
d. Planning application income was £170.2k worse than budget to date. There had been a downturn in applications submitted plus the 2017/18 income budget had anticipated significant planning application fees in respect of the Queens Parade project which had not been realised. e. The 2017/18 income budget had included an amount for pre application discussion income but this had not been realised as it was decided to stall
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introduction of fee charges for this service due to issues of how such monies would be distributed among consultees and further to a legal challenge in Belfast City Council. The adverse variance was £28.0k. BUDGETARY CONTROL REPORT By Directorate and Service
Period 12 - March 2018 - DRAFT
Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %
Planning
330 Planning 862,405 777,700 84,705 777,700 10.9
Totals 862,405 777,700 84,705 777,700 10.9
BUDGETARY CONTROL REPORT By Income and Expenditure
Period 12 - March 2018 - DRAFT
Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £
Planning
330 Planning 1,776,747 1,900,700 (123,953) (914,341) (1,123,000) 208,659
Totals 1,776,747 1,900,700 (123,953) (914,341) (1,123,000) 208,659
RECOMMENDED that the report be noted.
AGREED TO RECOMMEND, on the proposal of Alderman Girvan, seconded by Councillor Thompson, that the recommendation be adopted.
7B. PLANNING BUDGETARY CONTROL REPORT – APRIL 2018 (FILE: FIN 45)
PREVIOUSLY CIRCULATED:- Report dated 29 May 2018 from the Director of Regeneration, Development and Planning stating that the Planning Budgetary Control Report covered the month of April 2018 and was set out below. The net cost of the service was showing an over spend of £16,749 (22.6%).
Explanation of Variance
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A Budgetary Control Report by Income and Expenditure for Planning was also shown below which analysed the overall adverse variance (£16,749) by expenditure (£11,926 favourable) and income (£28,675 adverse).
PLANNING
Expenditure - £11.9k (7.4%) better than budget to date. This favourable variance was mainly made up of the following: - a. Payroll £10.0k favourable due to vacancies. Vacant HPTO and administration posts were to be trawled in May and June.
Income - £28.7k (32.9%) worse than budget to date. This adverse variance was mainly made up of the following: - b. Planning application income was £28.7k worse than budget to date. There had been a downturn in applications submitted in recent months.
BUDGETARY CONTROL REPORT By Directorate and Service
Period 1 - April 2018
Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %
Planning
330 Planning 90,849 74,100 16,749 1,065,900 22.6
Totals 90,849 74,100 16,749 1,065,900 22.6
BUDGETARY CONTROL REPORT By Income and Expenditure
Period 1 - April 2018
Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £
Planning
330 Planning 149,274 161,200 (11,926) (58,425) (87,100) 28,675
Totals 149,274 161,200 (11,926) (58,425) (87,100) 28,675
RECOMMENDED that the report be noted.
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Alderman Carson commented that the report did not make for good reading, however he acknowledged it was the first quarter and was hopeful that the second quarter would show improvement. He noted that he would be keeping a close eye on the matter.
The Head of Planning concurred that income was down on target however she attributed some of that to the way in which Finance applied the figures. She explained that they used ‘applied income’ which meant that they only applied part of the planning application income in the first instance and only when a final decision was made about the application did they apply the full amount. She noted that £80k income from the Queen’s Parade development had not yet come through. She assured members that they were on track to meet their targets.
Councillor McIlveen commented that there were many factors outside their control. He asked whether pre-application meetings had been held to gauge the level of applications coming in. The Head of Planning confirmed that to be the case and reported that there were a number of large zonings due to come online for east Newtownards. She noted that there were some issues still to be resolved with developers and it was difficult to predict the level of incoming applications. She stated that the previous month a site in Comber had been approved and that comprised a residential development for social housing. She suggested that it might be useful to bring a quarterly update to the Committee on pre-application numbers and members welcomed that this be done going forward.
Referring to developing the east of Newtownards, Councillor McIlveen asked if there were any suggestions of means by which difficulties could be resolved in order to advance development. In response, the Head of Planning stated that legal advice had been sought and that there was concern that some developers were pushing on irrespectively. It had also been suggested that the Council pay for mediation between the land owners, however that was not the Council’s duty and therefore would not happen.
(Alderman Carson left the meeting at this stage – 8.41pm)
Councillor McIlveen queried that no work was taking place in the west of Newtownards and yet plenty was going on in the east. He stressed the importance for the Council to get those projects delivered and he wondered what the Council could do to sort out the problems to free up the developers. He suggested they could be addressed through the LDP.
(Alderman Carson returned to the meeting at this stage – 8.43pm)
Alderman McDowell assured Councillor McIlveen that work was going on in the west of Newtownards. He asked if officers had noticed a downturn in lead time for applications coming through. In response, the Head of Planning advised they had not noticed a particular downturn however she noted that was normally a more buoyant time of year. She further advised that the Moorfield development in Comber had proven to be extremely popular and so had the Rivenwood development, which was also reported to be the fastest selling development in Northern Ireland.
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AGREED TO RECOMMEND, on the proposal of Councillor McIlveen, seconded by Councillor Thompson, that the recommendation be adopted.
(Alderman Carson left the meeting at this stage – 8.45pm)
8. QUARTER 4 PERFORMANCE MANAGEMENT REPORT 2017/2018 (Appendix VI)
PREVIOUSLY CIRCULATED:- Report dated 23 May 2018 from the Director of Regeneration, Development and Planning and attaching Quality Performance Report – Planning.
Context
The report detailed that the Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement the Council had approved the Performance Management Policy and Handbook in October 2015. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:
• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) • Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP. Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
Key points to note:
• Planning application fee income had been considerably lower than anticipated, which could be explained by the absence of an application for the Queen’s Parade scheme 25
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• Legal fees had been higher than budgeted due to the number of high profile enforcement cases, appeals and major planning applications which had required detailed legal advices.
Key achievements:
• Introduction of appointment based reception service providing better quality tailored service to customers; • All planning application refusals successfully defended at appeal; • Significant income from retrospective applications due to successful enforcement investigations; • No Judicial Reviews received other than Pre Action Protocol Letters which had been successfully rebutted; • No findings by Ombudsman against the Planning Department; • Legacy applications reduced to 13 from 577 on transfer from DOE.
RECOMMENDED that the report be noted.
AGREED TO RECOMMEND, on the proposal of Councillor McIlveen, seconded by Alderman Graham, that the recommendation be adopted.
9. ROYAL SOCIETY OF ULSTER ARCHITECTS DESIGN AWARDS
PREVIOUSLY CIRCULATED:- Report dated 23 May 2018 from the Director of Regeneration, Development and Planning providing an update on the above.
1. On Friday 18 May 2018, local architectural firm BGA Architects Ltd based in Newtownards, won an RSUA Design Award and an RIBA Regional Award in the category of Contemporary for a dwelling/site know as Maison Wedge, located off the Ballydorn Road, Killinchy.
2. This dwelling had been approved by the DOE Planning Department in 2013 and was constructed in early 2015.
3. The RSUA judging panel’s citation was as follows:
“Maison Wedge is positioned just below the hill ridge line giving it expansive views along the Strangford loughshore of drumlins, sea inlets and archaeology.
One is struck by the two elegant forms that make the building. The desire for a large house in the countryside is a common theme but here the architect has dispensed with the standard approach of the one room deep vernacular section and instead modelled parabolic roof forms that echo the rolling landscape of County Down.
We were impressed by the careful detailing developed to hide anything utilitarian that would interrupt the reading of the project as two simple 26
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sculptural blocks. This approach extended to the garage doors and inside a similar approach was taken where the access to garage and utility spaces are disguised as unit doors in the kitchen wall, almost as a nod to a castle’s secret door.
The living space is a large and impressive volume where we enjoyed those magnificent views drawn into the space but just as rewarding is the staircase which leads up to a more intimate space with commanding views to the lough which brings to mind an ancient ship captain’s house. One could happily rest there for hours entertained by the view and passing yachts.
When presented with a location as magnificent as this, the architect has worked with light, form, material and orientation to make spaces that are a delight to occupy. The house could just as easily be read as a museum or a gallery for it is the sculptural forms, the experience of the space and the connections with the outside that define this project.
There are times when place and architecture meet and they are clearly made to be together. This is one such instance where a beautifully crafted and modelled building reflects its landscape, and from within ensures the owners incessantly connect with it.”
4. Another RSUA Design Award winner in the Borough related to a barn conversion, designed by Micah T Jones Architect, approved by the Planning Department of the Council in August 2015 at The Brae, Ballygowan. The barn conversion had also featured on television the previous year on Grand Designs.
5. It was noted that the barn conversion had been approved prior to the change in policy between PPS 21, Policy CTY 4, and the SPPS, which stipulated that the building to be converted had to be a locally important building.
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Maison Wedge, Ballydorn Road
Barn Conversion at The Brae, Ballygowan 28
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RECOMMENDED that the report be noted.
Alderman Girvan proposed that the recommendation be adopted. She further proposed that the Committee writes to BGA Architects Ltd and Micah T Jones Architect to congratulate them on their winning designs. Councillor McIlveen seconded the proposal. 29
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On a differing stance, Alderman Fletcher referred to paragraph no. 5 in the report and queried whether other applications could be treated the same way inasmuch as they were assessed under the policy in force when the application was submitted even if policy changes subsequently occurred.
The Head of Planning advised that could not be done and that applications were assessed in line with the policy in force at the time the planning decision was taken. She stressed that was planning law.
Alderman McDowell asked whether there were any opportunities to change policy in line with local context and he was advised that the Local Development Plan provided such opportunities.
AGREED TO RECOMMEND, on the proposal of Alderman Girvan, seconded by Councillor McIlveen, that the recommendation be adopted.
EXCLUSION OF PUBLIC/PRESS
AGREED, on the proposal of Councillor Dunne, seconded by Alderman Graham, that the public/press be excluded from the meeting for the undernoted item of confidential business.
10. UPDATE ON PLANNING ENFORCEMENT MATTERS (Appendix VII)
***COMMERCIAL IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
RE-ADMITTANCE OF PUBLIC/PRESS
AGREED, on the proposal of Councillor Dunne, seconded by Alderman Keery, that the public/press be re-admitted to the meeting.
TERMINATION OF MEETING
The meeting terminated at 8.48pm.
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ITEM 8.3
ARDS AND NORTH DOWN BOROUGH COUNCIL
A meeting of the Environment Committee was held in the Council Chamber, 2 Church Street, Newtownards on Wednesday, 13 June 2018 at 7.00pm.
PRESENT:
In the Chair: Councillor Ferguson
Aldermen: Henry Fletcher
Councillors: Boyle Hunter Cathcart Martin Cummings McAlpine Dunlop Woods Edmund Smart
Officers: Director of Environment (D Lindsay), Head of Assets and Property Services (P Caldwell), Head of Waste and Cleansing Services (N Martin), Head of Regulatory Services (S Addy) and Democratic Services Officer (H Loebnau)
1. APOLOGIES
There were no apologies.
NOTED.
2. DECLARATIONS OF INTEREST
The Chairman sought any declarations of interest and Councillor Cathcart declared an interest in Item 19 - Arc 21 Extension of Current MRF Contract.
NOTED.
3. ENVIRONMENT DIRECTORATE BUDGETARY CONTROL REPORT – APRIL 18 (FILE FIN45/40012)
PREVIOUSLY CIRCULATED:- Report dated 30 May 2018 from the Director of Environment detailing that the Environment Budgetary Control Report covered the month of April 2018 and was set out. The net cost of services was showing an under spend of £32,976 (2.7%).
Explanation of Variance
In addition, a Budgetary Control Report by Income and Expenditure for the Directorate was also shown which analysed the overall favourable variance (£32,976) by expenditure (£59,283 favourable) and income (£26,307 adverse).
EC 13.06.18
ENVIRONMENT
Expenditure - £59.3k (3.3%) better than budget to date. The favourable variance was mainly made up of the following: - 1. Waste and Cleansing Services - £29.7k favourable. a. A combined summary of the main waste stream variances was set out in the table below. £’000 Commentary Landfill 17.6 0.2k tonnes more than budget Brown/Green bin (6.0) 0.1k tonnes less than budget waste Blue bin waste (3.8) 0.1k tonnes less than budget
HRC waste (10.7) Lower tonnage than budget Total (2.9)
Overall, the main waste stream budgets were showing a favourable variance of £2.9k. b. Payroll costs were £26.4k favourable to date.
2. Assets and Property Services - £14.3k favourable. That was explained by: - a. Property Operations were £5.8k under budget to date. That was mainly due to payroll costs being £4.7k under budget. b. Technical Services were £2.3k under budget to date. That was mainly due to utility costs being slightly under budget. c. Fleet Management was £4.1k under budget to date. That was mainly due to payroll costs showing a small favourable variance (£3.8k). There was a vacant mechanic’s post which was in the process of being filled. 3. Regulatory Services - £15.1k favourable. That was explained by: - a. Payroll costs were £6.3k under budget year to date. A senior administration post in Building Control would be trawled in the next few weeks with expectation of being filled in July. b. Small favourable variances on running costs for Licensing (£3.7k) and Neighbourhood Environment Team (£3.1k). Income - £26.3k (4.4%) worse than budget to date. That adverse variance comprised: 4. Waste & Cleansing Services - £14.3k adverse. That was mainly due to trade waste income (£14.6k) being worse than budget to date.
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5. Assets and Property Services - £2.8k favourable. That was mainly due to Donaghadee Harbour berthing fees income being better than budget to date. 6. Building Control & Licensing income - £14.8k adverse. That was mainly due to Building Control income (£5.1k), Property Certificate income (£1.1k) and Car Park income (£5.7k) being slightly behind budget to date.
BUDGETARY CONTROL REPORT By Directorate and Service
Period 1 - April 2018
Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %
Environment
200 Environment HQ 11,901 12,100 (199) 147,900 1.6 210 Waste and Cleansing Services 735,589 751,000 (15,411) 12,608,600 2.1 220 Assets and Property Services 443,274 460,400 (17,126) 6,549,900 3.7 230 Regulatory Services (1,240) (1,000) (240) 256,100 (24.0)
Totals 1,189,524 1,222,500 (32,976) 19,562,500 2.7
BUDGETARY CONTROL REPORT By Income and Expenditure
Period 1 - April 2018
Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £
Environment
200 Environment HQ 11,901 12,100 (199) - - - 210 Waste and Cleansing Services 1,096,969 1,126,700 (29,731) (361,380) (375,700) 14,320 220 Assets and Property Services 462,716 477,000 (14,284) (19,442) (16,600) (2,842) 230 Regulatory Services 183,732 198,800 (15,068) (184,972) (199,800) 14,828 ------Totals 1,755,317 1,814,600 (59,283) (565,793) (592,100) 26,307
RECOMMENDED that the Committee notes the report.
Councillor Cathcart welcomed the report and thanked officers for it. He referred to the overspend in the landfill budget and asked the Director to explain the adverse spending. In response the Director urged Members to be cautious when viewing the figures on a period by period basis, since profiling of budget across the year was not an exact science. The tonnage represented in the overspend for the period was relatively small and did not pose a great concern.
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Councillor Douglas referred to other areas of overspend in Waste and Cleansing and Building Control and Licensing income and again the Director explained that was due to profiling issues and again it was impossible to be precise on a period by period basis.
Councillor Woods referred to trade waste from business premises and noted that it was down and she queried if that was due to the use of private disposal companies. The Director advised that timing of payment of trade waste invoices was difficult to predict and hence income may not be received precisely when profiled. He was not aware of any significant shift by businesses to private waste companies.
AGREED TO RECOMMEND, on the proposal of Councillor Cathcart, seconded by Councillor Smart, that the recommendation be adopted.
4. ENVIRONMENT DIRECTORATE BUDGETARY CONTROL REPORT YEAR END – MARCH 18 (FILE FIN45)
PREVIOUSLY CIRCULATED:- Report dated 30 May 2018 detailing that the Environment Budgetary Control Report covered the 2017/18 financial year (1 April 2017 to 31 March 2018) and was set out. The net cost of services was showing an over spend of £717,786 (4.1%). The financial information was in draft form as, at time of writing, the 2017/18 financial year was still to be finalised.
Explanation of Variance
In addition, a Budgetary Control Report by Income and Expenditure for the Directorate is shown which analysed the overall adverse variance (£717,786) by expenditure (£737,233 adverse) and income (£19,447 favourable).
ENVIRONMENT
Expenditure - £737.2k (3.4%) worse than budget. The adverse variance was mainly made up of the following: - 1. Waste and Cleansing Services - £473.5k adverse. a. A combined summary of the main waste stream variances was set out in the table below. £’000 Commentary Landfill 630.3 6.6k tonnes more than budget Brown/Green bin (130.5) 2.5k tonnes less than budget waste Blue bin waste (121.2) 3.4k tonnes less than budget
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HRC waste 51.6 Higher tonnage than budget Total 430.2
Overall, the main waste stream budgets were showing an adverse variance of £430.2k. b. Payroll costs were £42.3k favourable. c. The route optimisation project was expected to cost £158.4k across both revenue and capital this year. The project was over budget by £83.4k as set out below:
Expenditure Budget Variance £’000 £’000 £’000 Revenue 50.5 - 50.5 Capital 107.9 75.0 Capital Receipts 32.9 158.4 75.0 83.4
The over spend was largely attributable to the purchase of in-cab equipment and additional software. Part of the over spend in revenue could be met from the £30k set aside in the Earmarked Fund from the 2016/17 year-end surplus and the over spend in capital expenditure could be met from use of additional capital receipts. There would, also, be an annual revenue charge for licences and support of £51.8k which would be reflected in future years budgets. d. Equipment repairs in the Waste Recycling Centres were £37.5k adverse as more repairs had been required than expected at the WRC’s. e. Spend on refuse bins was £75.4k higher than budget. There had been high demand from householders in the legacy Ards area to change 140 litre blue bins to 240 litre blue bins. Brown bin spend was higher than budget due to high demand from householders. However, that had been more than offset by an underspend of £83.8k on caddy liners. f. Spend on replacement HRC skips (£19.0k) was not budgeted for in 2017/18. That would be a recurring spend so a budget had been included for 2018/19. g. Printing costs £14.3k (recycling information) and advertising costs £12.4k (graphics on bin lorries) were adverse. h. Haulage charges for transporting waste from North Road Depot were £38.9k under budget for the year.
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2. Assets and Property Services - £298.8k adverse. a. Property Operations were £109.4k over budget. That was mainly due to: - i. Payroll costs were £61.0k favourable mainly due to vacant posts for part of the year plus tighter control of overtime. ii. Contractor costs were £198.3k over budget. There had been work carried out in areas such as Ballyhalbert Harbour (repairs), Millisle Beach Park carpark (sand removal), North Road Depot (tipping and wash bay area) and Bangor Marina (wall repairs) which were not budgeted for but needed to be carried out. iii. Consultancy services for Cooke Street, Jetty and Ballywalter Harbour were £20.0k under budget. b. Technical Services were £5.8k under budget. That was mainly due to: i. Payroll costs were £34.5k favourable mainly due to vacant posts for part of the year which were currently being covered by agency. ii. Utility costs were £113.8k under budget (mainly electricity). iii. Contractor costs were £126.0k over budget. That covered areas such as statutory compliance work, refurbishments, playgrounds, statutory upgrades and energy saving initiatives. Part of that spend included electrical work carried out at Bangor Town Hall which would be met by a transfer from the Council’s Earmarked Fund as £50k was set aside for the work in 2016/17. iv. Christmas related expenditure was £20.9k over budget. c. Fleet Management was £194.9k over budget. That was mainly due to: i. Payroll costs were £7.4k favourable mainly due to vacant posts which had now been filled. ii. Vehicle maintenance, parts and consumables, tyres and other costs were £135.5k over budget. iii. Vehicle licensing costs and protective clothing costs were £12.7k over budget. iv. Vehicle fuel, lubricants and oil were £21.9k over budget. v. Equipment and tools were £10.1k over budget. vi. Staff training costs were £5.7k over budget.
3. Regulatory Services - £27.0k favourable. a. Payroll costs were £9.0k over budget. b. The RCIF projects were £88.3k under budget. c. Consultancy costs for the Council’s Car Parking Strategy were £39.8k adverse as that was not included in the 2017/18 budget. d. Other car parking costs were £11.8k adverse.
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Income - £19.4k (0.5%) better than budget. The favourable variance comprised: 4. Waste & Cleansing Services - £126.6k adverse. That was mainly due to trade waste income (£77.1k), sale of glass income (£31.1k) and sale of scrap metal income (£19.2k) being worse than budget and income from Special Collections being £13.1k better than budget. 5. Assets and Property Services - £32.9k favourable. Wind turbine income (£2.1k), Donaghadee Harbour fee income (£17.8k) and Groomsport Harbour fee income (£5.7k) were £25.6k better than budget. Property Operations income was £4.9k better than budget. 6. Regulatory Services income - £113.2k favourable. That was mainly due to Building Control income (£85.9k), Property Certificate income (£13.1k) and fixed penalty fines (£30.1k) being better than budget offset Licensing income (£24.3k) being worse than budget.
BUDGETARY CONTROL REPORT By Directorate and Service
Period 12 - March 2018 - DRAFT
Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %
Environment
200 Environment HQ 142,746 150,700 (7,954) 150,700 5.3 210 Waste and Cleansing Services 12,415,361 11,815,300 600,061 11,815,300 5.1 220 Assets and Property Services 5,730,688 5,464,800 265,888 5,464,800 4.9 230 Regulatory Services 85,191 225,400 (140,209) 225,400 62.2
Totals 18,373,986 17,656,200 717,786 17,656,200 4.1
BUDGETARY CONTROL REPORT By Income and Expenditure
Period 12 - March 2018 - DRAFT
Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £
Environment
200 Environment HQ 142,746 150,700 (7,954) - - - 210 Waste and Cleansing Services 13,630,664 13,157,200 473,464 (1,215,302) (1,341,900) 126,598 220 Assets and Property Services 5,943,657 5,644,900 298,757 (212,969) (180,100) (32,869) 230 Regulatory Services 2,471,366 2,498,400 (27,034) (2,386,176) (2,273,000) (113,176) ------Totals 22,188,433 21,451,200 737,233 (3,814,447) (3,795,000) (19,447)
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RECOMMENDED that the Committee notes the report.
Councillor Douglas noted that there had been an overspend in the budget of fleet management and Christmas related expenditure and thought that the sums appeared to be significant and wondered what measures were in place to address that.
In response the Director stated that the fleet management budget had been raised at previous meetings. Under the service transformation process in the new Council there had been a business case to bring the previously outsourced legacy Ards service, in house. That decision had led to a significant reduction in the budget for the 2017/18 year. The overspend shown at the end of the last financial year was approximately half of the initial reduction, thereby showing a significant overall net reduction in the fleet management budget. The Director went on to say that the fleet management budget had been refined for the current year to reflect the actual cost of the new fully insourced service, which was still significantly lower than the combined budgets of the two legacy Councils.
The Head of Assets and Property Services explained that there had been a number of unforeseen issues with Christmas lighting which had resulted in the overspend shown.
Councillor Boyle expected officers to allow for the unexpected when settling any budget and wondered if different approaches to budget setting could be considered. He remarked that there was a reasonably large underspend on caddy liners and asked for an explanation of that. The Head of Waste and Cleansing Services explained that that situation had come about due to a dispute with the original supplier and the bags had later been sourced for a lower price.
In response to a question of what happened to old household bins when they had been replaced Members were informed that old bins were sent to a company in Newry where they were recycled. Council did not receive any income for that, but equally there was no disposal cost and the old bins were recycled rather than landfilled.
The Director reflected that some of the targets set may have erred on the ambitious, but generally in services where Council wished to see change there was a need to allow for some financial ‘wriggle room.’ The Directorate had introduced significant changes and some of those had inevitably come with an element of uncertainty. Council was serious about implementing positive change and officers were trying to be as accurate as possible in making financial projections associated with those changes.
The Director highlighted that overall, the Environment Directorate budget for 2017/18 was a significantly reduced budget from the 2016/17 financial year, and even with the overspend on that reduced budget the Directorate had still achieved a significant reduction on expenditure whilst continuing to reform and improve services.
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Alderman Fletcher referred to the first table on the second page of the report and noted that the additional landfill figure was almost exactly the shortfall which was seen in brown/green bin and blue bin waste. The Director confirmed that to be the case and stated that as a whole Council could fairly accurately predict total waste generated, but it was obvious that if there was a shortfall in the amount of recycled waste then that would be reflected in higher landfill costs. Council was also aware that despite the gains which had been made in recycling, materials which could be recycled still made up approximately 60% of the waste in grey bins on average. There was a determined aspiration to improve that situation further and reach people who were more reluctant to change.
AGREED TO RECOMMEND, on the proposal of Councillor Douglas, seconded by Councillor Boyle, that the recommendation be adopted.
5. QUARTER 4 PERFORMANCE REPORTS
5.1 WASTE AND CLEANSING SERVICES (FIN 43600)
PREVIOUSLY CIRCULATED:- Report from the Director of Environment detailing that Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil that requirement Council approved the Performance Management Policy and Handbook in October 2015. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:
• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) • Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.
Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
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The report for the fourth Quarter of 2017/18 was attached.
Key points to note:
• The spike in the number of requests and complaints received in respect of the waste collection service related to the disruption to collection services due to inclement weather during the quarter. • The budgetary overspend was largely on account of the tonnage of waste disposed of to landfill exceeding the estimated tonnage. Allowances had been revised to reflect that for 2018/19. • While the ambitious 55% recycling target was not met, the Council’s recycling rate exceeded the statutory 2020 50% target for the first time. • The staff turnover rate reflected the ongoing vacancy control measures and use of Agency employees.
Key achievements:
• Annual NILAS target met, avoiding the need to borrow allowances from other councils. • Household waste recycling increased to well above 50%. • The quantity of waste disposed of to landfill reduced to below 40,000 tonnes.
Emerging issues:
• Staff attendance continued to fall below the corporate target despite adherence to the Council’s attendance policy.
Action to be taken:
• Review measures to deal with long term absence cases. • Complete the remaining staff assimilations and transformation across the service during 2018 – 2019. • Further development, refinement and roll-out of recycling initiatives including transformed trade waste service, to further reduce the Council’s reliance on landfill. • Roll out and embedding of the new waste collections customer service handling system to reduce customer complaints. • Implementation of transformed Borough Cleansing services.
RECOMMNENDED that the Council notes this report.
Councillor Boyle referred to the report and the need to decrease the number of waste collection requests and complaints and asked the Director to clarify the figures. The Head of Waste and Cleansing Services remarked that 829 calls was a combined figure and in that figure there were many calls for requests of services as opposed to ‘complaints’. The Councillor felt it was important to stress that the staff in the section did an excellent job and it was important to separate complaints and requests.
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Businesses would soon be receiving a comprehensive commercial waste recycling service and the Waste and Cleansing Manager expected a final report to be brought back to the Committee in September following consultation.
Councillor Douglas offered congratulations on meeting the targets set and queried staffing absences and vacancies. The Director did not have the additional figures for staff vacancies but sickness absence was being targeted actively on a corporate wide basis. The management of sickness absence was always a challenge but rigorous procedures were in place and were being implemented in a bid to reduce absence rates.
Councillor Woods referred to the target of 90% customer satisfaction with Council services and wondered would a corporate survey be carried out. The Director confirmed that a Borough wide resident survey in all respect of aspects of Council services was being planned.
Councillor Armstrong-Cotter referred to glass collection and wondered if there were plans to update the Council’s Bin Ovation App. The Waste and Cleansing Manager stated that it was already live so hopefully it would address all the issues being raised around the dates/timing of collections for each residence. Work was ongoing to further publicise the app for such purposes.
Alderman Henry referred to instances of fly tipping locally and wished to put on record his congratulations to Karen Kenny (Enforcement Officer) and the whole enforcement section who had recently been successful in detecting and fining offenders in regard to an incident in a residential area that he had been familiar with. He remarked that the team was doing a great job on that front.
Councillor Edmund wondered if older members of the population were offered pick- ups of materials free of charge. It was noted that the two legacy Councils had different arrangements for that but it was no longer in practice due to the difficultly of accurately determining eligibility. The Director also remarked that the levying of a modest charge was also important in controlling the level of demand on the service, otherwise it was liable to become an unsustainable drain on council financial resources.
AGREED TO RECOMMEND, on the proposal of Councillor Boyle, seconded by Councillor Douglas, that the recommendation be adopted.
5.2 ASSETS AND PROPERTY SERVICES (FIN 43600)
PREVIOUSLY CIRCULATED:- Report from the Director of Environment detailing that Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil that requirement Council approved the Performance Management Policy and Handbook in October 2015. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:
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• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) • Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.
Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
Action to be taken:
• Roadside audits remained a difficulty due to resourcing issues within Transport. Plans were now in place to resolve that and improve figures for 2018/19.
RECOMMENDED that Council notes the report.
AGREED TO RECOMMEND, on the proposal of Councillor Boyle, seconded by Councillor Dunlop, that the recommendation be adopted.
6. GREY BIN RECYCLABLE CONTAMINATION CONTROL – (FILE 72015)
PREVIOUSLY CIRCULATED:- Report dated 10 May 2018 from the Director of Environment detailing that Members would be aware that as part of the action plan for implementation of our Sustainable Waste Resource Management Strategy, arrangements were in place for the monitoring of grey bins presented by householders for presence of recyclable materials. The Council’s agreed rules for use of the kerbside bin collection service included a prohibition on the placing of the three main categories of recyclable waste that should instead be placed in recycling containers provided to every home for that purpose, ie. food waste, blue bin recyclables and glass bottles and jars. All of our education, promotion and marketing materials associated with waste management services, now routinely
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Grey Bin Monitoring and Contamination Control Arrangements
The system in place for monitoring of grey bins for contamination with recyclable waste items included the following elements:
• Bin collection crews were tasked as part of their duties to check grey bins as they are being emptied, for presence of recyclables.
• Where food waste, blue bin materials or glass bottles/jars were detected a 3 phased approach was adopted to securing the relevant household’s co- operation in complying the Council’s kerbside recycling rules:
i. On the first occasion, a yellow coloured ‘Alert’ sticker was applied to the bin. That advised the householder that their grey bin was contaminated with food waste, blue bin materials or glass bottles/jars, and that whilst the bin was emptied on that occasion it may not be emptied in the future if the problem was found to persist. The sticker provided clear direction on where to find more recycling information. ii. The details of each bin that received a yellow sticker was recorded by the crew and the information was fed back to the Recycling Project Officers. They would arrange for an advice letter to be posted to relevant homes along with a further copy of our Recycling Guide booklet. iii. On the second occasion that recyclables were detected in a grey bin, an amber coloured ‘Alert’ sticker was applied to the bin. That advised the householder that their grey bin was again contaminated with food waste, blue bin materials or glass bottles/jars - and that whilst the bin was emptied again, that was the last occasion on which it would be emptied if the problem was found to continue. Again, the sticker provided clear direction on where to find more recycling information. iv. The details of each bin receiving an amber sticker was again recorded by the crew and the information passed back to Recycling Project Officers for follow up. On that occasion a house visit would be arranged, allowing an opportunity for the officer to provide direct, bespoke advice to the relevant householders on recycling and how to avoid contaminating the grey bin with valuable resource materials and getting into a situation where their grey bin was not emptied in the future. v. On the third occasion where grey bin contamination with recyclables was detected, a red coloured ‘Alert’ sticker was applied to the bin. That advised that despite two previous notifications on the subject, food waste, blue bin recyclables or glass bottles/jars had been placed in the grey bin and as a consequence the bin had remained unemptied. The householder was advised to remove the recyclables materials and place them in the relevant recycling bin/box, and present the uncontaminated grey bin again on the next scheduled collection day.
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vi. Recycling Project Officers would provide advice by telephone or house call to any householder whose bin had received a red sticker and do everything possible to support the resident in proper kerbside recycling engagement in the future.
• Data on average grey bin weights per household on each bin collection route was now gathered, and that would help staff to pay particular attention to grey bins on routes where there was liable to be a greater problem with recyclables contamination (average grey bin weight on such routes were liable to be greater). Waste collection supervisors would use the data to direct and monitor the efforts of relevant crews in detecting misuse of grey bins for disposal of recyclables.
• Collection route specific grey bin weight data and statistics on ‘Alert’ sticker numbers would also be used by Recycling Project Officers to assist in targeting of education and advice to routes/homes that most needed it, and to provide additional support to bin collection crews in the process of checking grey bins for recyclables contamination.
Outcomes
To date the following numbers of ‘Alert’ stickers had been applied to grey bins across the Borough:
• Yellow: 4173 • Amber: 361 • Red: 35
The ‘normalising’ of grey bin checks for recyclables, as a core/routine element of our bin collection operatives’ job, was still an ongoing process. Supervisors and crews were issued with a monthly data sheet highlighting the numbers of alert stickers applied on each bin collection route, and the information would be used in conjunction with grey bin weights on routes to identify ongoing measures required to enhance kerbside recycling outcomes.
Officers did not report any significant degree of resistance by residents to that method of regulating the proper use of our bin system and evidence suggested that it was effective in securing a change to the recycling habits of those whose bins were stickered (eg. the fact that the number of amber and red stickers applied, was only a fraction of the number of yellow stickers).
The contamination sticker system was relatively resource intensive and required ongoing focus and commitment to ensure that it was applied properly and effectively. Nevertheless, officers considered that it was an essential aspect of our strategy to secure a shift towards more wide scale and comprehensive recycling engagement amongst our residents. The resource intensive follow-up with individual householders to provide bespoke recycling advice and support was deemed to be a
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EC 13.06.18 very important supplement to our ongoing mass education and marketing campaign on recycling.
Binovation App
Officers considered that the Binovation App that was now available free of charge to any householder, offered by far the greatest potential to promote and maximise the level of recycling engagement by our residents. The App was being heavily promoted in a range of different ways and the aim was to ‘normalise’ its use in every home across the Borough, to provide a quick and easy way of clearing up any query or confusion about ‘what waste item goes where’. The App provided a range of key benefits:
• Provided an extensive list, searchable by description, of various waste items and which bin they went into. • Provided reminder text service, alerting you when to set out each bin and the new glass collection box, for collection. • Provided alert texts advising of changes to bin collections over holiday periods and when disrupted for example by bad weather. • Provided information on Household Recycling Centres and Bring Banks – locations, opening hours, materials accepted etc. • Provided latest news items on waste and recycling services generally.
Elected Members who had not already posted information about that strategically important App on their social media pages etc, were encouraged to do so as a key means of mainstreaming its download and use across our Borough. A very simple and informative graphic had been produced for the latest edition of the Borough Magazine, and the corporate communications team would provide that to any Member.
RECOMMENDED that the report be noted.
Members were informed that the same model of alert system was now in place for recycling bins.
(Councillor Dunlop left the meeting at 7.40 pm)
Councillor Boyle congratulated officers on the excellent detailed report and was impressed at how the public had responded. It was a good news story and perhaps a bit of positive promotion should be put out to market the success.
Alderman Fletcher queried the leeway that was offered to the public and the Director confirmed that the crew would exercise common sense in their approach to individuals. The system was not fool proof but was a work in progress and the crews were becoming increasingly diligent.
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Councillor Cathcart referred to ‘recycling on the go’ and the Director advised that infrastructure for this could possibly be looked at through the Recycling Community Investment Fund. This would further join up the recycling message. Further information on that would be brought to the meeting in September.
The importance of the Bin-Ovation App in securing greater recycling buy in from residents was stressed and it was highlighted that the Ards and North Down Council had between 15,000-17,000 downloads, which was much higher than any other local council. The Director however stated that it was our aim to treble that number, and he asked for members’ assistance in encouraging their constituents to download and use the app – via their own social media platforms etc.
AGREED TO RECOMMEND, on the proposal of Alderman Henry, seconded by Councillor Boyle, that the recommendation be adopted.
7. UNITED NATIONS – SUSTAINABLE DEVELOPMENT GOALS (FILE 69001) (Appendix I, II, III)
PREVIOUSLY CIRCULATED:- Report dated 14 May 2018 from the Director of Environment detailing the United Nations Development Programme – Sustainable Development Goals. The Sustainable Development Goals, otherwise known as the Global Goals were a universal call to action to end poverty, protect the planet and ensure that all people enjoyed peace and prosperity.
These 17 Goals built on the successes of the Millennium Development Goals, while including new areas such as climate change, economic inequality, innovation, sustainable consumption, peace and justice, among other priorities. The goals were interconnected – often the key to success on one would involve tackling issues more commonly associated with another.
The SDGs worked in the spirit of partnership and pragmatism to make the right choices now to improve life, in a sustainable way, for future generations. They provided clear guidelines and targets for all countries to adopt in accordance with their own priorities and the environmental challenges of the world at large. The SDGs were an inclusive agenda. They tackled the root causes of poverty and united national governments together to make a positive change for both people and planet.
The SDGs came into effect in January 2016, and they would continue to guide United Nations Development Programme (UNDP) policy and funding until 2030. As the lead UN development agency, UNDP was uniquely placed to help implement the Goals through its work in some 170 countries and territories.
UNDP’s strategic plan focused on key areas including poverty alleviation, democratic governance and peacebuilding, climate change and disaster risk, and economic inequality. UNDP provided support to governments to integrate
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EC 13.06.18 the SDGs into their national development plans and policies. This work was already underway, as many countries were supported in accelerating progress already achieved under the Millennium Development Goals.
UNDP’s track record working across multiple goals provided it with a valuable experience and policy expertise to promote attainment of the targets set out in the SDGs by 2030. However, achieving the SDGs required the partnership of governments, private sector, civil society and citizens alike to make sure we left a better planet for future generations.
UK Sustainable Development Goal Roadshow 2018
As part of the drive to promote familiarisation with the SDGs and maximise engagement by stakeholders in achieving them, the UN Global Compact Network UK was holding a roadshow around the UK. http://www.sdg-roadshow.org.uk/
The Belfast roadshow event was held on 8th May, 2018 and Ards and North Down Borough Council was invited as the NI local government representative to share some of the projects that it had been pursuing, that aligned with the SDGs. The presentation delivered at this event to the cross sectoral audience of businesses, voluntary and statutory representatives from across Northern Ireland was attached. An overall event report was also attached.
The Council’s participation in the Belfast SDG Roadshow provided a very useful opportunity to showcase some of the very positive progress that the Council was making in the realm of sustainability and provided a good learning opportunity for officers in regard to taking the agenda further forward in our Borough. One of the key things that we could do as an organisation was to highlight the existence of the UN’s SDGs themselves, and encourage our local business, voluntary and residential communities to make their own contribution to their attainment globally – not least through the Council acting as exemplars for sustainable progress in all of its key areas of governance and public service delivery.
Elected Member Training
Sustainable Northern Ireland (SNI) in collaboration with the Northern Ireland Local Government Association (NILGA) was looking to organise an Elected Member workshop on Sustainable Development, specifically using different council case studies as clear examples of sustainable development and how it was incorporated to different sections of Council. Details were to be confirmed, but that was likely to take place in the Autumn and officers would advise further in due course.
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RECOMMENDED that Council agrees to the active promotion of the Sustainable Development Goals through its communication channels and ongoing service delivery operations.
The Director considered that the report spoke for itself and was a good framework for directing Council’s decisions and actions across all areas of activity. He added that sustainability was not just about the environment but rather it was related to all aspects of life such as the economic and social development. Councillor Smart thanked the officers for the holistic approach being taken.
AGREED TO RECOMMEND, on the proposal of Councillor Cummings, seconded by Councillor Smart, that the recommendation be adopted.
8. INTERREG ATLANTIC AREA PROGRAMME (FILE 61000/62704)
PREVIOUSLY CIRCULATED:- Report dated 22 May 2018 from the Director of Environment detailing that Members would be aware that Council had been working with a range of key stakeholders, including the Ards Peninsula Coastal Erosion Group (APCEG), to lobby for improvements to the management of our coastline that involved a strategic, proactive approach to coastal erosion adaptation.
A first round bid to the Interreg Atlantic Area Programme 2014-20 for a project addressing the subject of coastal change management, with which Council was associated, was unsuccessful. A second call for bids had opened and there was now potential for an amended (and enhanced) proposal to gain approval in this round of funding. It was proposed that Council would be named as one of the Partner Organisations for the bid, which would also include Newry, Mourne and Down Council and Ulster University from Northern Ireland, along with other organisations from Ireland, France, Spain and Portugal. Ulster University would be the overall Lead Partner for the project and NILGA and National Trust would be Associate Partners. That would be a 75% funded project, with 25% match funding from project partners. The estimated financial commitment from Council over the 3- year duration of project was 15K Euros.
The deadline for the second call for bids was 1 June 2018, and in order to facilitate meeting that officers had proceeded to indicate Council’s involvement as a Partner Organisation in the application.
RECOMMENDED that retrospective approval be granted for Council’s involvement as a Partner Organisation in the above mentioned Interreg Atlantic Area Programme project bid.
Councillor Edmund thanked officers for proceeding and thought it imperative that Council was involved and was pleased that the issue was being brought to the fore by the Ulster University. He stressed that there was no passiveness on the peninsula and reported that there were 89 road infrastructure hotpots in that area which would require an estimated cost of £1.4M to put right. He stressed the need 18
EC 13.06.18 to mention the crisis that existed to the Department. Prevention was a better use of money than repairs.
Councillor Boyle fully supported the funding pot to be maintained and asked who managed the funding if it was approved.
The Director stated that was largely a research project to identify ‘best practice’ in tackling the challenges of coastal erosion, and as part of that there would be a number of ‘demonstrator’ projects. There was a process which needed to be gone through amongst the various partners involved and it was impossible to say at this stage which projects would be implemented on the ground. The involvement in the bid this time round by other key statutory stakeholders such as the Department for Infrastructure and Department of Agriculture, Environment and Rural Affairs was considered to be a key strength, and added to the prospect that the project would be approved.
AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Councillor Boyle, that the recommendation be adopted.
9. COMMEMORATIVE BENCHES AT WAR MEMORIALS (FILE ADM38/65324/65377) (Appendix IV, V, VI and VII)
PREVIOUSLY CIRCULATED:- Report dated 24 May 2018 from the Director of Environment detailing that in November 2017, Council agreed that:
• Memorial Benches were provided at or near War Memorials, as described above and subject to risk assessment and any necessary permissions being obtained; • The proposal was incorporated into the War Memorial Refurbishment Scheme which may require an additional budget of around £13,000 as outlined; • A further report on the War Memorial Refurbishment Scheme, incorporating the above proposal, was brought to the Council, via the Environment Committee, in December 2017 with further details.
Officers continued to put steps in place to ensure completion of the necessary works in time for Armistice Day 2018 and the Centenary of the end of WW1.
One potential risk with the chosen design of seat was that areas of entrapment were created by the design, which could lead to injuries of children.
Upon raising that concern with the supplier; officers were informed that whilst there had not been any such incidents recorded, other clients had previously raised the concern.
The supplier’s proposed solution was to insert a backing plate to the seat as shown in the image below.
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The backing plate could be powder coated in any RAL colour, and was removable for maintenance.
Officers considered a number colour options and would recommend a sunset yellow (RAL 1028) as it formed a contrast with the black details and was in keeping with the well-known line from Laurence Binyon’s poem: For the Fallen…. “At the going down of the sun and in the morning, We will remember them”
Image 1: Memorial Bench as agreed by Council in Nov 17.
Image 2: Another bench by the same supplier, with a coloured backing panel fitted.
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Image 3: Colour Swatch of RAL 1028 (Colour may vary slightly due to screen or print settings).
RECOMMENDED that officers proceeded with the original bench design, with the addition of a backing plate (colour RAL 1028) fitted.
Councillor Armstrong-Cotter had viewed the original design and one of her first thoughts had been the safety of children primarily, who could get caught in parts of the design. However, she went on to recognise that providing a backing did take away somewhat from the impact of the artwork. She hoped that the yellow colour would not fade over time but she did agree with the recommendation for the backing to be in place.
Alderman Fletcher had viewed the bench before the meeting and thought it looked very good however he did not agree that yellow was the appropriate colour for the backing. He thought stainless steel would be a good option and suggested that careful consideration should also be given to the words which would be added to the bench.
Councillor Martin welcomed his fellow Councillors’ opinions but felt strongly that backing should not be placed on the bench. He noted the concerns around health and safety issues but added that there had never been a reported accident connected to any of the existing benches in other parts of the country. In his opinion a backing would detract from the bench itself. He asked if he could propose an amendment to the recommendation:
“that officers proceeded with the original bench design, without the backing plate.”
The amendment was seconded by Councillor Cathcart.
Alderman Henry took the amendment on board adding that he would prefer to see the bench without the backing plate but since health and safety had been mentioned, that led to the need to take a different path. Councillor Wilson agreed 21
EC 13.06.18 that it did look potentially dangerous and in light of that the committee should go with the original proposal.
Councillor Boyle felt the overall look was too busy but that the design might have ‘claim’ written all over it and Council needed to ensure that that did not happen. He agreed that the backing took away from the detail, it was a difficult question but he felt that health and safety should take priority.
Councillor Cummings recognised the need to be health and safety conscious and wondered if Perspex could be used as a backing. The Head of Assets and Property Services remarked that that material had been considered but officers had expressed concerns about the longer term appearance of that and that ongoing maintenance costs which could add up. Council wished to see the benches in place for Armistice Day in November.
Councillor Smart was of the opinion that the bench looked impressive in its original form and yellow backing took away from it. Shiny stainless steel would be hard to maintain but a brushed steel finish would not be reflective.
The amendment was put to a vote and 3 voted FOR and 10 voted AGAINST so the amendment FELL.
Councillor Martin repeated reservations that he did not think that the proposal was attractive. He went on to say that if it came to a choice he would now prefer a simple bench with a plaque remembering the fallen from war with wording such as:
“this bench is placed here by Ards and North Down Borough Council to remind us all of the sacrifice provided by many in the causes of freedom and democracy.”
Councillor Cathcart seconded that suggestion.
Councillor Armstrong-Cotter considered that it would be a good idea to contact the Royal British Legion for its advice.
The Chairman, Councillor Ferguson, agreed that the decision should not be rushed but was aware that the officers needed to proceed to ensure timely placing of the benches. The Head of Assets and Property Services hoped to order the benches by the latest in early October so the matter could be discussed further at the September committee.
The Director suggested that permission could be sought to give delegated authority to the Environment Committee for September.
Councillor Boyle thanked the meeting for the careful consideration that had been given to the memorial benches. He suggested that there was a clock at Portaferry Market House which had a Perspex cover which was self-cleaning and something similar could be considered as an alternative backing.
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The Head of Assets and Property Services said that that was an option that could be explored.
Alderman Fletcher suggested that officers could proceed with a preliminary order and finalisation of the backing could follow later. That was seconded by Councillor Armstrong-Cotter.
Councillor Cummings added to the proposal to put the matter on the agenda for full council in August.
The backing surfaces to be considered were clear Perspex, brushed stainless steel and white powder coated steel and the Head of Assets and Property Services endeavoured to have further sample seats with alternative backing options available to view at the August Council meeting.
Councillor Martin thanked Members for their consideration and asked if he could make two more proposals for the bench. Research should be carried out to the use of toughened, scratch resistant glass as a backing and he further asked that officers also assess the health and safety risks by carrying out a health and safety analysis and make contact with Armagh City, Banbridge and Craigavon Borough Council and the other Northern Ireland Councils to get their view of the suitability of the benches in their areas.
That was seconded by Councillor Boyle.
The Chairman thanked Members for their contribution to the very important debate.
AGREED, to bring the matter before the August Council meeting with further samples for backing material as well as details of the risk assessment for the original bench design.
FURTHER AGREED, that proposed wording for plaques be brought before the September committee.
FURTHER AGREED, that officers proceed with orders for benches pending final decision on backing material.
10. LICENSING AND REGULATORY SERVICES UPDATE (FILE LR/GEN/90100) (Appendix VIII)
PREVIOUSLY CIRCULATED:- Report dated 31 May 2018 from the Director of Environment detailing that the report recorded the main activity in the Licensing and Regulatory Service Unit from the 1st January to 31st March 2018.
1. Entertainment / Cinema Licensing
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The Service administered applications for the grant, renewal, transfer and variation of licences for places of entertainment and cinemas.
Number of entertainment licence applications received and processed: 52
During Performance Inspections
Licensing Officers had carried out a total of 87 ‘during performance’ inspections to ensure compliance with the licence conditions and in particular fire safety provisions. Those inspections were carried out at night time when the premises were fully operational.
2. Street Trading Licences
Four street trading applications were processed during the period.
3. Amusement permits
Those were granted in respect of amusement centres providing gaming machines.
In total 6 premises held permits in the Borough, of which 3 renewed their permits during the period.
4. Marriage and Civil Partnership Place approvals
Place Approvals were issued for up to 3 years and approve specific places as being suitable to be used for civil marriages or civil partnership registrations.
Number of premises currently holding a 3-year approval: 22
Number of new permits granted in the report period: 3
5. Pavement Café Licensing
Pavement café licences were processed and approved for 5 premises.
It should be noted that whilst licence applications were being processed and officers were consulting with DFI Roads Service, DFI Roads had not formally agreed its guidance as there had been strong objections from IMTAC to the proposal to permit clear pavement widths of less than 2 metres. Considering that, only pavement cafe licence application proposals which left at least 2m of free pavement were being granted at this time.
6. Liquor Licence Notifications
Premises licensed for the sale or consumption of alcohol were normally granted a licence for 5 years.
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In all the Service responded to 4 notifications for the renewal of licence.
7. Town Centre CCTV
During the period of the report 13 incidents were recorded and reported to the PSNI by the CCTV operator including:
Offence Bangor Holywood Newtownards Total Recorded Assaults 4 0 2 6 Traffic 3 0 2 5 accidents Burglary 0 1 0 1
Theft 0 1 0 1
8. Off Street Car Parking
The following information is provided regarding the car parks for 1 October to 31 December 2017.
Jan to March 2018 Same period 2017
PCN’s issued £1086 £810 Income from car parking tickets £204,946 £178,844
Income from PCN’s £45,150 £33,149
RECOMMENDED that the report is noted.
Councillor Boyle referred to Pavement Café Licensing and was disappointed that the Department for Infrastructure had still not issued guidelines for that and some businesses in the Borough were being denied the opportunity to operate as fully as they wished. He proposed that Council write to the Department for Infrastructure to urgently look at getting its guidance established. That was seconded by Councillor Armstrong-Cotter.
Councillor Armstrong-Cotter thought the report timely and was aware of businesses being affected adversely over the matter. She urged officers to take those concerns into consideration and be proactive in helping the local business community.
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Councillor Smart rose to agree and spoke of another situation where, under the public realm scheme, new pavement bins had been moved to locations which were adversely affecting other businesses. The Director asked to be made aware of individual situations where that might have occurred to see if a remedy could be offered.
AGREED TO RECOMMEND, on the proposal of Councillor Cathcart, seconded by Councillor Smart, that the recommendation be adopted.
FURTHER AGREED, that the Council writes to DfI urging it to finalise its guidance on the Pavement Café Licensing regime.
11. GRANT OF ENTERTAINMENT LICENCE (FILE LR100)
PREVIOUSLY CIRCULATED:- Report dated 31 May 2018 from the Director of Environment detailing that the following application for the grant of licence had been received:
1. Clandeboye Golf Club, Tower Road, Conlig
Applicant: Bernard Roddy, Rockfield Park, Portaferry
Day and hours of use: Monday to Sunday during the permitted hours when alcohol may be sold or consumed on these premises under the Registration of Clubs (NI) Order 1996.
Type of Entertainment:
• Dancing, singing or music or any other entertainment of a like kind. • Entertainment which consists of or includes public contest, match, exhibition or display of billiards, pool, snooker, darts or similar game
2. Portaferry Gala Festival, The Rope Walk, Portaferry
Applicant: Kieran Quinn, c/o 12 Millview, Portaferry
Day and hours of use: Occasional licence up to 14 occasions in the next 12 months between the hours of 5pm and 10.30pm, Monday to Sunday.
Type of Entertainment:
• Dancing, singing or music or any other entertainment of a like kind.
The entertainment was to be provided within a marquee to be erected within the park adjacent to Exploris, Portaferry. The entertainment was to be provided in connection with the Portaferry Gala Festival between the 14th and 19th July 2018.
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Whilst no objections had been made an outdoor musical event at this location might cause residents in the area unreasonable inconvenience. Guidance used by the Environmental Health Service indicated that up to 3 such events at an outdoor venue were reasonable with certain controls on the noise. EHOs had advised that the following conditions be applied to this licence:
1. The event organiser should aim to keep music noise levels within the target of 65dB LAeq (15 minutes) when measured at 1 metre from the facade of the nearest noise sensitive premises.
2. Music noise levels must not exceed the absolute limit of 75dB LAeq (15 mins) when measured at 1 metre from the facade of the nearest noise sensitive premises as specified in condition 1.
3. No noise from music or patrons at the event site shall be audible at the nearest noise sensitive premises after 23:00 hours.
4. Consideration should be given to residents in the local area when scheduling associated works; such as break down of staging, amplification equipment and other items associated with the event eg. portable WCs and Heras type fencing; and any noise generated between the hours of 23:00 to 07:00 shall be kept to an absolute minimum.
RECOMMENDED that the applications are recommended for approval subject to the following:
1 The applications being completed satisfactorily with all the Council’s requirements being met.
2 The PSNI, Northern Ireland Fire and Rescue Service or members of the public not objecting to the issue of the licence.
3 The applicant foregoing his right to appear before and be heard by the Council.
4 That the additional noise related conditions are applied to the Outdoor Licence for Portaferry Gala Festival.
AGREED TO RECOMMEND, on the proposal of Councillor Martin, seconded by Councillor Cummings, that the recommendation be adopted.
12. PROPOSED STREET NAMING (FILE 91200)
PREVIOUSLY CIRCULATED:- Report dated 1 June 2018 from the Director of Environment.
Rocklyn, Donaghadee
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A development comprising of 58 dwellings was currently under construction at High Bangor Road, Donaghadee. That phase would be a continuation of the Rocklyn development which was agreed by legacy Ards Council on 11 December 2014.
The Water Treatment Plant had changed their main entrance and would now be accessed from one of the new streets recommended, Rocklyn Way. The developer suggested Rocklyn Crescent, Rocklyn Row and Rocklyn Way, which was in keeping with the existing development.
Helens Wood, Bangor
A large development comprising of 351 dwellings was currently under construction on lands at Rathgael Road, Bangor. As the site bordered with the Clandeboye Estate, the developer had suggested the name Helens Wood, recognising Helen’s Tower, a 19th Century folly nestled in the woods of Clandeboye Estate. Helen’s Tower afforded superb views of the new site and beyond and was in keeping with the general neighbourhood.
RECOMMENDED that the street names Rocklyn Crescent, Rocklyn Row, Rocklyn Way, Helens Wood Crescent, Helens Wood Drive, Helens Wood Gardens, Helens Wood Green, Helens Wood Lane, Helens Wood Place, Helens Wood View and Helens Wood Way be adopted.
It was also recommended that the Council accepted the general name and delegate acceptance of suffixes to the Building Control department.
AGREED TO RECOMMEND, on the proposal of Councillor Cathcart, seconded by Councillor Martin, that the recommendation be adopted.
13. LIVE HERE LOVE HERE SMALL GRANTS (FILE NET 1/92017)
PREVIOUSLY CIRCULATED:- Report dated 1 June 2018 from the Director of Environment detailing that Members would be aware that our Council participated in the Keep Northern Ireland Beautiful ‘Live Here Love Here’, which included a Small Grants Scheme open to volunteer groups who wished to complete an environmental or community improvement project in their local area.
A significantly enhanced budget was made available by Council last year, directly from the Recycling Community Investment Fund.
The report provided a financial update in respect of last year’s grant allocations and a brief description of each project undertaken by the various volunteer groups across the Borough.
Breakdown of Grant Allocations 2017-18
• Funding requested: £60,775.13 • Funding allocated: £55,425
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• Funding unallocated: £1,835 • Number of applications: 20 (290 applications were received NI wide meaning the scheme was 5 times oversubscribed) • Number of successful applications: 19 • Projects withdrawn: 2 • Projects completed: 15
• Funding not allocated: £1,835 • Current unclaimed: £1,719 (£1,640 was due to be claimed by 1.06.18, therefore it was expected £79 would remain unclaimed) • Withdrawal: £5,000 • Expected total funding to roll over into 2018/19 Small Grants pot: £6,914
Projects 2017-18
Overview of Projects
Ballywalter Community Action Group
Ballywalter An Attractive And Welcoming Village Funding Awarded: £825
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Project description: Live Here Love Here project Phase 2 was to replace the existing 2 wooden sun seats, which had become unfit for purpose, with ECO plastic heavy duty sun seats. That had enhanced the garden and provided a safe seating for people to sit and relax and enjoy the garden.
Ballymagee Primary School
Outdoor Learning Eco Classroom: Phase 1 Funding Awarded: £1400
Project description: The quality of our school grounds had been improved, helping to instill school pride in our pupils. The community had been invited in through our inter-generational projects. We had established a link with Sunnyside Residential Home in Bangor. We were presented at the opening of the Sunnyside Sensory Garden opening and they hosted us for an orientation afternoon around their garden. Then Ballymagee ECO Club hosted 7 residents from Sunnyside, the pupils benefitted greatly from this shared venture. They planted bulbs and herbs together. We felt that we had combatted intergenerational barriers through the joint venture. In the Spring term, we plan to visit and plant with Sunnyside again, with both groups hosting an interactive eco afternoon. The children have had responsibility for growing and maintaining our Eco Garden. Eco Club are eagerly anticipating the opening of the Eco Garden in the Spring term and are excited for their fellow classmates to make use of the new learning space. The garden would provide countless opportunities for outdoor learning within our school community. We feel that this project had empowered our young people to take ownership of a shared community area. The project had been successfully led by our Eco Club and Eco Council, and we look forward to gleaning information and expertise from local environmental groups, as we achieved the full potential of the eco learning space. We are currently making plans for phase 2 of our outdoor learning garden.
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Priory Integrated College
TOGETHER WE CAN MAKE THIS BETTER! Funding Awarded: £5000
Project description: This project has been led by our enthusiastic caretaker, with original plans to transform an old water tank area. Unfortunately, the EA eventually deemed the area to have health and safety concerns about possible hazardous
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EC 13.06.18 waste. A new area was quickly identified and since contractors working in the college volunteered to help clear the site and dispose of the waste, things quickly moved ahead and saved time and cost. However, we needed to fence in the new area, which had required the organisation of budget allocations, using all the site management costs and £1000 from the garden furniture allocation. The college had agreed to continue to provide necessary funds to buy garden furniture. Due to the degree of local business support we decided to do the majority of our purchasing from local companies, which allowed us to develop strong links in the community and also to benefit from good will gestures of discount, additional free equipment and clothing. Our students had enjoyed seeing the garden develop from an out of bounds jungle area into a pleasant, although still muddy, garden. They were enthusiastic about the next planting stage. Classes in many subjects would benefit from the use of the garden as an outdoor classroom. All in all, despite our initial setback we had been delighted by the progress of the project and were extremely appreciative of the support and encouragement of the 'Live Here Love Here' scheme.
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Ballygowan & District Community Association
Eating Alfresco in the Park Funding Awarded: £5000
Project description: In 2017 BDCA was 40 years old, to mark the occasion we applied for and were successful in being granted funding, to buy equipment for our two parks in Ballygowan. We called our project eating alfresco in the park, as we hoped that both residents and visitors alike would make good use of the picnic benches in the parks. We also purchased planters and park seats. Once the planters were filled with summer bedding they would greatly enhance the beauty of the local surroundings, and the seats would provide a welcome place to rest. The floral displays would add much to the aesthetics as you entered the village from the Belfast Road side.
Abbey Primary School
Intergenerational Horticultural Scheme Funding Awarded: £2800
Project description: The wildlife garden, outdoor planting area, small orchard, wildflower area and raised beds were completed and included a variety of opportunities for members of the community to help and advise.
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St Comgall’s Primary School Parent Teacher Association
School Entrance Regeneration Project Funding Awarded: £2200
Project description: We aimed to rejuvenate the over grown unfriendly and un-used school entrance into a beautiful, functional area which was inviting to guests and community, less scary for pupils and an area that the school, parish, and community could be proud of. Thanks to the funding received we now had a functional beautiful garden space and entrance to our school.
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Abbey Primary School
Cleaning up the local community Funding Awarded: £500
Project description: We aimed to work with other schools and community groups to clean up litter in our schools and town and to educate them on the importance of dealing with litter effectively.
The scheme had given the children an awareness of the importance of keeping their school and local environment free from litter. It had increased pride in their surrounding areas.
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Comber Regeneration Community Partnership CRCP
Glen Link Phase3 Funding Awarded: £3500
Project description: The project overall was to improve entrances to the town by taking over and revitalising specific areas of the town. To that end we started Glen Link about three years ago with the train planter highlighting the connection of the area with the old station (now the fire station) and revealing the old walls which had become very overgrown. Behind the walls was very overgrown with weeds and fallen trees so phase two was to clear and start planting that. The current phase had extended the work further along the wall and that would continue this Spring and summer. Much of the clearing work was beyond the physical capacity of the volunteers and required heavy equipment such as JCB's to do the work in a safe manner. It would be gratifying to see how much the new planting would screen and improve the area as the year progressed. We advertised for new volunteers for that particular project within CRCP and had had success in that three new volunteers had worked on the project and were fully committed to improving the area. Additional planting of 5000 crocuses was carried out with Rotary and the Council on the grass verges to complement the work on those started last year. The team would start again in the spring with another clean up of the area in conjunction with the Big Town Clean up and look to further improving the area with new planters and further wall clearing on the opposite side of the road.
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Donaghadee Community Development Association
Crommelin Wood Environmental Improvement/Community Use Funding Awarded: £5000
Project description: The project planned to restore the wood and open it up for the enjoyment of the local community, adjacent villages and visitors. The project would: define the woodland boundary, provide defined gravel paths to enable public access, entrance signage, an information panel on biodiversity and the labelling and adoption of key trees by community groups.
Donaghadee Community Development Association
Crommelin Wood Environmental Improvement/Community Use Funding Awarded: £3200
Project description: The second project built on the initial project by initiating a stakeholder engagement survey to maximise use of the wood by greater community involvement and providing taster events in the period December-January 2017/18, for example a Bluebell walk on new pathways, willow fencing and Dome for story telling area.
Andrews Memorial Primary School Intergenerational Polytunnel Project Funding Awarded: £1350
Project description: The polytunnel would be used by all the pupils in the school, from P1 to P7, and would be used heavily by the school’s intergenerational group.
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The group was made up of elderly members of the Comber Community who met with P7 pupils to conduct various projects throughout the year.
AMH Promote Allotment for Adults with Learning Disabilities Funding Received: £4900
Project Awarded: TCV successfully delivered the project to the required specification, installing 6 x raised flower beds and potting tables as well as clearing an overgrown area of the garden to create a wildflower space. Once the manual work was completed, TCV staff worked with clients through 6 weekly sessions to help plant herbs, fruit and vegetables as well as develop and sow a wildflower garden for all to enjoy. They also delivered additional garden activities such as building bug hotels and wooden flower planters which everyone enjoyed making – those now enhanced our garden area and already there had been an increase in wildlife in the garden from the additional work.
TCV managed to deliver the agreed activities under-budget so were able to part finance a garden shed from the grant fund which was a great asset to have within the garden. Now that the raised beds and potting tables had been installed we were planning to grow our own fruit, vegetables and herbs which could then be used within our cooking classes and served to community groups who would be invited into the centre. We had also placed an order for flower bulbs/seedlings etc to grow in our newly refurbished polytunnel and greenhouse so we could produce hanging baskets and planters for resale in the spring/summer season.
The Conservation Volunteers
Clandeboye Green Gym Funding Awarded: £4750
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Project description: The project would be the first step for many volunteers who would be inspired to develop their horticulture and biodiversity skills, enabling them to use those skills in their own communities.
The Live Here Love Here funding provided vital resources for the development of the Green Gym project based at Clandeboye, Bangor. Tools purchased included a range of hand tools suitable for use by a range of volunteers such as spades, rakes, wheel-barrows along with power tools for carpentry work. Volunteers were equipped with PPE such as waterproofs, boots and gloves and a small celebration event helped show appreciation for the hard work. The tools would remain at the Clandeboye base for the use of Green Gym volunteers as they continued to transform an underused and overgrown area of the site into a shared food growing area.
Millisle & District Community Association
Quenching the Thirst Funding Awarded: £2600
Project description: The aim of the project was to bring a water supply to Millisle Community Garden. The garden was once a fallow field maintained by a small but dedicated group of volunteers. This year we introduced an ‘Adopt A Spot’ campaign for individuals, families or organisations and had seen a marked increase in the number of volunteers. The campaign allowed for a spot in the garden to be adopted and cared for and we had seen Brownies, youth groups, family members and churches step forward. With the support of LHLH we added three additional raised beds during the year which needed to be tended to. The garden did not have its own water supply to help with maintaining the beds and the use of water butts had been unsuccessful. With the increase in younger volunteers we felt that a free standing water tap was essential to the health and safety of our volunteers. We also need metal grills to protect the picnic tables.
St Mary’s Primary School
Outdoor Environmental Learning Hub Funding Awarded: £5000
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Project description: St Mary’s Primary School took part in a pilot project, developed by Belfast Healthy Cities, to teach them about planning, the environment and health.
The project gave pupils a voice and increased their understanding of how the physical environment shaped their lives. It involved the children reviewing the quality of space and facilities within Kircubbin Village as well as within their school grounds.
The project resulted in the children developing a proposal to create an outdoor environmental learning hub based on what they learned. The design focused on promoting recyclable materials for interactive play and its implementation aimed to involve the whole community to transform an area of disused land in the school into an interactive learning/sensory play space for P1/P2 pupils.
Play was crucial to many aspects of a child’s development and playgrounds around the world had been developed using recycled materials. It was hoped to bring that concept to the local community.
Londonderry Primary School Eco Team and Glen Community Church
The Orchard at Londonderry P.S. Funding Awarded: £1000
Project description: To incorporate blackberry and raspberry bushes in and orchard, to complement the fruit trees in existence.
Thanks to the additional funding provided, we were able to enhance the orchard and create an additional learning space, utilising rainwater from the water butts to create a water board for the children to use. The local nursery school now used the grounds in a more effective way, planting and growing, using the polytunnel as part of their planned activities.
Kilcooley Community Action Group
Cleaner Kilcooley Funding Awarded: £1400
Project description: ‘Community clean-up’ of the Kilcooley Estate as we would like to tackle the on-going issue of overgrown weeds throughout the pathways and the general cleanliness of the walkways throughout Kilcooley. There had also been on- going antisocial incidents involving spray painting and graffiti on walls and the sides of buildings.
Summary
A diverse range of projects had been conceived and enthusiastically implemented by volunteers in various community groups and schools from across the whole Borough, not only serving to enhance local environments but also helping to bring
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EC 13.06.18 individual citizens, young and old, together to develop more cohesive and sustainable local communities. Officers would be working to promote and publicise the beneficial outcomes from last year’s Live Here Love Here Small Grants Scheme and in particular the connection (through the Recycling Community Investment Fund) between those and the financial rewards of continued improvements in the recycling habits of residents in the Borough.
RECOMMENDED that the report be noted.
Councillor Martin considered this to be a brilliant scheme run by the Council on the back of landfill savings, which was adding value to the lives of many around the Borough.
Councillor Wilson congratulated the residents and community groups who had enabled the scheme to work. Live Here Love Here had responsibility to administer the funding although Council was also heavily involved in its implementation, and accountability throughout the process was crucial.
Councillor Ferguson agreed that it was a fantastic initiative and was pleasing to see the diversity of projects coming through. It was noted that some of the projects had failed to provide photographs and Members would appreciate viewing those as well in due course. The Director confirmed that a supplementary update report could be brought to a future Committee meeting.
AGREED TO RECOMMEND, on the proposal of Councillor Cummings, seconded by Councillor Edmund, that the recommendation be adopted.
14. CAR PARK STRATEGY REPORT
PREVIOUSLY CIRCULATED:- Report from the Director of Environment dated 11 June 2018 detailing that Members may recall that at last month’s Environment Committee meeting it was agreed that consideration of the draft Car Parking Strategy should be deferred. Officers would review the matter with Party Group Leaders in the coming weeks, with a view to bringing it back to Committee as soon as possible.
RECOMMENDED that the report be noted.
Councillor Boyle had understood that the car parking strategy report had been deferred from a previous meeting and wondered about how it was developing. He thought that it had been agreed that Members should inform officers of the current situation in their areas.
The Director advised that a meeting was scheduled with the group leaders to seek further direction on how to move forward on the matter.
The Director informed the committee that the process of drafting the strategy to date had been undertaken using best professional advice and accepted good practice. 41
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He stressed that it was important to note that as well as the Stage 4 draft strategy document which highlighted the key recommendations and draft action plan, Stages 1 to 3 documents had also been prepared which set out the underlying strategic and policy rationale for the recommendations along with detail of the local research that had been carried out. When the draft was agreed, it was proposed that a 12-week consultation period would be allowed with any feedback being considered thereafter before agreeing on a final strategy. Alderman Henry was pleased that officers were taking extra time over what was a very important issue, but stressed that it must be right before it was circulated to the public.
AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Councillor Douglas, that the recommendation be adopted.
15. DANGEROUS CLADDING ON BUILDINGS (FILE 91000) (Appendix IX)
PREVIOUSLY CIRCULATED: Report from the Director of the Environment dated 5 June 2018 detailing that Members may recall that the government last year asked Councils to review high rise buildings in their areas to determine the scale of any potential issues with regard to dangerous cladding, both from a Council regulatory control perspective and in relation to Councils’ role as a social housing landlord. At that time, we responded to the information request to confirm that we were not aware of any such instances of dangerous cladding scenarios existing in our Borough.
An attached letter indicated that the government would fully fund the removal and replacement of dangerous cladding on buildings owned by Councils and Housing Associations, with overall costs for that estimated at £400 million.
RECOMMENDED that the report be noted.
AGREED TO RECOMMEND, on the proposal of Councillor Boyle, seconded by Councillor Douglas, that the recommendation be adopted.
MEETING RECESS – 9.00 pm MEETING RESUMED – 9.15 pm
16. NOTICE OF MOTIONS
16.1 Notice of Motion submitted by Councillor Cummings and Alderman Gibson
That this Council seeks a report into the feasibility of a slip lane to facilitate traffic safety for vehicles to gain entrance into the Recycling Centre, Moss Road, Ballygowan on land already in ownership.
Proposed by Councillor Cummings, seconded by Councillor Cathcart, that the Notice of Motion be adopted.
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Councillor Cummings explained that he had circulated an email of the area being discussed. When skips were being emptied there was a build up of traffic outside the Recycling Centre and that was leading to a situation where there could be a road accident. He stated that his Notice of Motion proposed to use a piece of land to the left hand side which was in Council ownership to explore the feasibility of a slip road or another entrance. He noted that a neighbouring landowner had just acquired planning permission to improve their own access. The Motion was based on the premise of road safety.
AGREED, that the Notice of Motion be adopted.
16.2 Notice of Motion submitted by Councillor Walker, Councillor Brooks and Councillor T Smith
This Council acknowledges the draft Off Street Care Parking Strategy Document instruction to ‘undertake further discussions’ on the issue of parking in Donaghadee and instructs officers to urgently engage with Transport NI, Translink , the Donaghadee Commerce and Development and AECOM to develop and implement an effective, integrated parking strategy for the town.
Proposed by Councillor Walker, seconded by Councillor Brooks that the Notice of Motion be adopted.
Councillor Walker confirmed that Councillor T Smith was also a signatory to the Notice of Motion. The town of Donaghadee was unique in that it had no off-street car parking provision. Parking concerns had been an issue since the 1980s when Roads Service had acknowledged it as a problem and since then other Plans had also noted the same and it was now time to address that. Since 1980 the town had doubled in size which had further exacerbated parking distress. If parking was not available people may not be as free to spend money in the town and that was a barrier to growth. Donaghadee had the highest median age in the Borough which also needed to be considered.
Councillor Cummings commented on the car parking strategy development which was currently ongoing and that was an opportunity to feed in to the process. Comments made on Donaghadee would be incorporated since it was important that money stayed in the town and that people were able to park close to the shops.
Councillors were in agreement that it was an important issue and needed to be addressed along with the car parking strategy generally.
In conclusion Councillor Brooks stated that there were over 4,000 registered cars in Donaghadee and 130 parking spaces were available in the town centre. Parking scarcity could be an obstacle to having a vibrant town centre and the economic viability of any town and Donaghadee needed to be a special priority.
AGREED, that the Notice of Motion be adopted. 43
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16.3 Notice of Motion submitted by Councillor Muir
That this Council requests that officers bring back a report on how the new legislation and arrangements concerning Special Events on Roads – road (Miscellaneous Provision) Act (NI) 2010 has been operating one year after enactment ton 4 September 2017 including costs charged compared to other Councils and with a specific focus concerning impact upon charitable / not for profit organisations and sporting events.
Proposed by Councillor Muir, seconded by Councillor Smart, that the Notice of Motion be adopted.
Councillor Muir gave the history to the legislation. It had been passed and enacted in 2010 but by 2013 the commencement of it had been deferred by the then Minister in light of some concerns which had been raised. In January 2017 the Minister singed the Commencement Order with legislation coming into effect 4 September 2017, despite concerns expressed previously. Representations were made by SOLACE but the Department for Infrastructure responded to those detailing its intention to proceed.
Since then issues had arisen such as the impact locally upon the Annual May Pole festival in Holywood. He was aware of at least one race where the course had to be changed due to the new legislation. The impact of the legislation also had a bearing upon the decision to cancel the Ards Half Marathon in 2018 and was widely reported to have had a role in recent reports that Belfast City Marathon may also be endangered. The fees required were eating in to the budgets of what were often community and charity events.
When the figures were examined against other Councils it demonstrated a clear disparity. For example, in Derry~Londonderry and Strabane where small or community events were not charged. That was similar to Mid and East Antrim where there was no charge for small community or not for profit events.
Councillor Muir recognised that commercial organisations should be charged but Council must continue to encourage healthy lifestyles and charitable fundraising and aspects of the legislation inhibited that. There were other issues such as the cost of policing and traffic management.
He urged Members to adopt the Motion and for officers to consult organisations who have applied for permits under the legislation, and their views included within the review.
Councillor Smart thanked Councillor Muir for bringing forward the Motion commenting that this was a piece of legislation not of Council’s making and Council needed to build resilience into public events. It was onerous to expect a voluntary organisation to comply with additional legislation and Council also had limited resources to work with the legislation.
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Councillor Woods thanked Councillor Muir for bringing the Motion simply because of the unforeseen consequences and she was happy to support as were other Members who added their support.
In conclusion Councillor Muir referred to an issue that Holywood Community Council had faced when applying for grant funding. Much of the grant was to be spent on bureaucracy which was argued to be not benefitting local communities when the grant application was being assessed.
He thanked Members for their support for his Motion.
AGREED, that the Notice of Motion be adopted.
EXCLUSION OF PUBLIC/PRESS
AGREED, on the proposal of Councillor Edmund, seconded by Councillor Armstrong-Cotter, that the public/press be excluded during the discussion of the undernoted items of confidential business.
17. TENDER FOR THE ERECTION, DISMANTLING, REMOVAL AND MAINTENANCE OF DECORATIVE CHRISTMAS LIGHTING (FILE FRO83/77065)
***COMMERCIAL IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
18. ANNUAL REVIEW OF HOLDING KENNEL AND OUT OF HOURS DOG COLLECTION (FILE NET1/92012)
***COMMERCIAL IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
19. ARC21 EXTENSION OF CURRENT MRF CONTRACT (FILE 72011) (Appendix X)
***COMMERCIAL IN CONFIDENCE***
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***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
20. STRATEGIC TRANSOFRMATION OF HOUSEHOLD RECYCLING CENTRE SERVICES (FILE 43600/47001/47020/47042)
***COMMERCIAL IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
21. STRATEGIC TRANSFORMATION OF BOROUGH CLEANSING SERVICES (FILE 43600)
***COMMERCIAL IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
READMITTANCE OF PUBLIC/PRESS
AGREED, on the proposal of Councillor Cummings, seconded by Councillor Armstrong-Cotter, that the public/press be readmitted to the meeting.
22. ANY OTHER NOTIFIED BUSINESS
Update on the Schomberg Tree in Ward Park, Bangor
Councillor Martin asked for a short report on improvements to and raising the profile of the Schomberg Tree in Ward Park, Bangor. Some explanatory notes would be useful along with an A4 or A3 graphic beside the tree.
Councillor Edmund did not think it necessary to bring back a report and urged the officers to carry on and get what was essentially a very limited amount of work, done as soon as possible.
AGREED.
TERMINATION OF MEETING
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The meeting terminated at 10.42 pm.
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ITEM 8.4.
ARDS AND NORTH DOWN BOROUGH COUNCIL
A meeting of the Regeneration and Development Committee was held in the Council Chamber, 2 Church Street, Newtownards on Thursday 14 June 2018 at 7.00 pm.
PRESENT:
In the Chair: Alderman McDowell
Alderman: Irvine
Councillors: Adair Menagh Armstrong-Cotter Smart Cummings T Smith Dunlop Wilson Gilmour Woods Ferguson
In Attendance: Director of Regeneration, Development and Planning (S McCullough), Head of Regeneration (B Dorrian), Head of Economic Development (C McGill), Temporary Head of Tourism (S Mahaffy), Temporary Head of Tourism (R Richardson) and Democratic Services Officer (P Foster).
1. APOLOGIES
Apologies were received from Alderman Smith and Councillors Allen, Cooper and Walker.
NOTED.
2. DECLARATIONS OF INTEREST
The Chairman, Alderman McDowell, asked for any Declarations of Interest and none were advised.
NOTED.
3. DEPUTATION
WOMEN IN BUSNESS NI
The Chairman welcomed Ms Roseann Kelly, Chief Executive of Woman in Business (WIB) to the meeting and invited her to make her presentation.
Thanking members for the invitation to attend the meeting, Ms Kelly stated that Women in Business was the largest and fastest growing business network for female entrepreneurs and business leaders in Northern Ireland. She advised that it would be operating for 16 years in October 2018 and had been established with assistance RDC.14.06.18 provided by Invest Northern Ireland (INI) with a view to equipping women with the skills necessary to be successful in female entrepreneurship, which at that time had been quite low. It also provided women with the opportunity to gain access to role models and finance. Members were informed that membership of Women in Business had risen from 40 to 2,500 and its mission statement was as follows:
‘To equip women with the skills they need to start, and grow, their own business or develop their careers, rising into senior manager and leadership positions. By positively impacting all its members, WIB aspires to Create a New Economy, whereby all females in Northern Ireland significantly contribute to the economic success of our story’.
At this stage Ms Kelly referred to the Gender Diversity Charter Mark Northern Ireland which had been introduced with support from a number of male gender diversity champions. Part of the Women in Business manifesto launched in 2016 was the pillar of Diversity and under that it appointed male gender diversity champions who had proceeded along a journey to deliver the Gender Diversity Charter Mark. It was hoped through this that men and women could come together to work in partnership to create a new economy in Northern Ireland.
Members were informed that Women in Business delivered up to 70 events every year as well as three Conferences, an Awards Ceremony and an Annual Chairs lunch. There were four pillars to its Manifesto those being: Education, Diversity, Female Entrepreneurship and Immigration.
Women in Business offered a number of programmes specifically to develop skills, grow business, make connections and become great leaders. Those programmes included Grit and Grace, Your Voice and Back to Business. At this stage Ms Kelly specifically referred to the Power of 4 Programme which was a free start up enterprise support programme designed especially for women, supported by Royal Bank of Scotland (RBS). 50-60 women would generally be in attendance and to date 67% of those attendees were now trading. Continuing she added that while funding had been a bit of an issue she was delighted that a fund of £600,000 had been secured to support female enterprise over the next three years. As a result of that secured funding it was planned to hold a number of boot camps throughout the Council area as well as a residential programme, networking opportunities and a conference.
The Chairman thanked Ms Roseann Kelly for her presentation and at this stage invited members to raise any queries they had. The following comments were made:
➢ Councillor Wilson thanked Ms Kelly for her presentation and asked whether or not Women in Business had ever had any involvement with the ‘Go for It Programme’. ➢ In response Ms Kelly confirmed that all women attending bootcamps were signposted directly to those organisations within the Borough. ➢ The Chairman asked how the Council could assist female entrepreneurs and Women in Business.
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➢ Ms Kelly suggested that assistance could be provided through role models already in place and also through specific marketing initiatives which would encourage more women to come forward.
The Chairman thanked Ms Kelly for her interesting and informative presentation.
(Ms Kelly left the meeting at this stage – 7.16pm)
4. REGENERATION AND DEVELOPMENT BUDGETARY CONTROL REPORT – MARCH 2018 (FILE REF: FIN 45)
PREVIOUSLY CIRCULATED:- Report dated 30 May 2018 from the Director of Regeneration, Development and Planning stating that the report covered the 2017/18 financial year (1 April 2017 to 31 March 2018) and was set out on page 3. The net cost of the services was showing an under spend of £759,000 (18.2%). The financial information was in draft form as, at time of writing, the 2017/18 financial year was still to be finalised.
Although the Directorate was showing a significant underspend the importance of having this surplus was outlined at the Special Corporate Services Committee in December as a significant part of it had been allocated to future years to help reduce future rates increases (additional MRP holiday).
Explanation of Variance
In addition, a Budgetary Control Report by Income and Expenditure for Regeneration and Development was shown on page 4 which analysed the overall favourable variance (£759,000) by expenditure (£546,468 favourable) and income (£212,531 favourable).
REGENERATION & DEVELOPMENT
Expenditure - £546.5k (11.0%) better than budget to date. This favourable variance was mainly made up of the following: - 1. RDP HQ - £87.4k favourable as a result of a vacant post (£14.0k) and consultancy (£70.0k). The 2017/18 budget included consultancy for a feasibility study for Exploris Phase 2. This would not be undertaken this year and was now budgeted for 2018/19. 2. Regeneration - £89.3k favourable. This favourable variance was explained by- a. Payroll £95.8k favourable due to vacancies during the year in Urban Development (£27.0k), Rural Development (£19.6k) and Craft Development (£39.5k). The Rural Development post was filled in late November. b. Masterplan Projects were £80.0k under budget. This would be underspent this year as work on the Bangor Coastal Masterplan was expected to commence in 2018/19.
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c. Chamber of Trade activity was £12.6k under budget. d. Donaghadee THI spend was £95.8k over budget but this was partially offset by additional grant funding – see 5b below. 3. Economic Development - £172.5k favourable. This favourable variance was explained by: - a. Payroll £42.3k favourable. This was due to two vacant posts within Economic Development during the year. One post was filled in January while the other would not be filled until the next financial year. b. Exploris rates £150.1k favourable. The LPS had recently ruled that Exploris would remain exempt from rates so the amounts set aside for that expenditure in 2016/17 (£69.3k) and 2017/18 (£80.8k) would not be needed. This had resulted in this favourable variance. c. Consultancy work carried out in Bangor Marina in respect of fuel line works and cathodic protection was £27.2k over budget. 4. Tourism - £197.3k favourable. This favourable variance was explained by: - a. Payroll £168.0k favourable. A number of vacant posts in Events and Tourism Development were vacant during the year. b. Events such as the Comber Earlies Food Festival (£6.6k), Summer Entertainment (£5.5k) and Seafood Festival (£5.2k) were £17.3k under budget. c. Donaghadee Lights Up was £13.3k over budget due to additional Health & Safety requirements which had not been budgeted for.
Income - £212.5k (27.1%) better than budget to date. This favourable variance was mainly made up of the following: - 5. Regeneration - £142.9k favourable. This was mainly due to: - a. Revitalisation grants were £44.7k favourable as those were in respect of the 2016/17 year and, as the programme ended in 2016/17, there was no income budget for this year. b. Additional Donaghadee THI funding £71.7k. This partially offset the increased spend – see 2d above. 6. Economic Development - £72.8k favourable. This was made up of: - a. Signal Centre £28.1k better than budget. b. Refund from European Edge Cities Network £11.2k. c. Tourism NI contributed £15k to the Council’s strategy. This was not included in 17/18 income budgets. d. Other small favourable income variances on Workshops (£2.8k), Innovative Development Project (£1.1k) and DETI Transferred Functions (£2.4k).
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BUDGETARY CONTROL REPORT By Directorate and Service
Period 12 - March 2018 - DRAFT
Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %
Regen & Development
300 Regen, Dev & Planning HQ 125,859 213,300 (87,441) 213,300 41.0 310 Regeneration 791,046 1,023,200 (232,154) 1,023,200 22.7 320 Economic Development 900,295 1,145,600 (245,305) 1,145,600 21.4 340 Tourism 1,592,600 1,786,700 (194,100) 1,786,700 10.9
Totals 3,409,800 4,168,800 (759,000) 4,168,800 18.2
BUDGETARY CONTROL REPORT By Income and Expenditure
Period 12 - March 2018 - DRAFT
Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £
Regen & Development
300 Regen, Dev & Planning HQ 125,859 213,300 (87,441) - - - 310 Regeneration 1,167,953 1,257,200 (89,247) (376,907) (234,000) (142,907) 320 Economic Development 1,417,431 1,589,900 (172,469) (517,136) (444,300) (72,836) 340 Tourism 1,695,888 1,893,200 (197,312) (103,288) (106,500) 3,212
Totals 4,407,132 4,953,600 (546,468) (997,331) (784,800) (212,531)
RECOMMENDED that the Committee notes this report.
Councillor Cummings proposed, seconded by Alderman Irvine, that the recommendation be adopted.
In response to a query from Councillor Dunlop, the Director of Regeneration, Development and Planning confirmed that the report reflected events in the previous financial year and that all vacant posts had subsequently been filled/where being filled.
AGREED TO RECOMMEND, on the proposal of Councillor Cummings, seconded by Alderman Irvine, that the recommendation be adopted.
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5. REGENERATION AND DEVELOPMENT BUDGETARY CONTROL REPORT- APRIL 2018 (FILE REF: FIN 45)
PREVIOUSLY CIRCULATED:- Report dated 30 May 2018 from the Director of Regeneration, Development and Planning stating that report covered the month of April 2018 and was set out on page 3. The net cost of the services was showing an under spend of £18,124 (7.1%).
Explanation of Variance
In addition, a Budgetary Control Report by Income and Expenditure for Regeneration and Development was, also, shown on page 3 which analysed the overall favourable variance (£18,124) by expenditure (£13,438 favourable) and income (£4,686 favourable).
REGENERATION & DEVELOPMENT
Expenditure - £13.4k (4.4%) better than budget to date. This favourable variance was mainly made up of the following: - 1. Regeneration - £3.8k favourable. There were a number of small favourable variances on running costs. 2. Economic Development - £2.5k favourable. Similar to Regeneration there were a number of small variances on running costs. 3. Tourism - £7.1k favourable. This favourable variance was explained by: - a. Payroll £13.7k favourable. Vacant posts were in the process of being filled. b. Events materials were currently £5.0k over budget due to the purchase of biodegradable cutlery, plates and cups for events.
Income - £4.7k (9.5%) better than budget to date. The main reason for this favourable variance was Signal Centre income being £3.7k better than budget.
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BUDGETARY CONTROL REPORT By Directorate and Service
Period 1 - April 2018
Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %
Regen & Development
300 Regen, Dev & Planning HQ 11,761 11,800 (39) 515,100 0.3 310 Regeneration 48,970 51,700 (2,730) 1,265,900 5.3 320 Economic Development 59,477 66,000 (6,523) 998,200 9.9 340 Tourism 116,367 125,200 (8,833) 1,814,500 7.1
Totals 236,576 254,700 (18,124) 4,593,700 7.1
BUDGETARY CONTROL REPORT By Income and Expenditure
Period 1 - April 2018
Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £
Regen & Development
300 Regen, Dev & Planning HQ 11,761 11,800 (39) - - - 310 Regeneration 62,700 66,500 (3,800) (13,730) (14,800) 1,070 320 Economic Development 78,655 81,200 (2,545) (19,178) (15,200) (3,978) 340 Tourism 137,345 144,400 (7,055) (20,978) (19,200) (1,778)
Totals 290,462 303,900 (13,438) (53,886) (49,200) (4,686)
RECOMMENDED that the Committee notes this report.
AGREED TO RECOMMEND, on the proposal of Councillor Gilmour, seconded by Councillor Woods, that the recommendation be adopted.
(Alderman Irvine and Councillor Cummings left the meeting at this stage – 7.17pm)
6. REGENERATION PERFORMANCE REPORT Q4 2017-18 (FILE REF:160127
PREVIOUSLY CIRCULATED:- Report dated 23 May 2018 from the Director of Regeneration, Development and Planning stating that as members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement Council approved the Performance Management Policy and
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Handbook in October 2015. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:
• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) • Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.
Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
The report for the fourth Quarter of 2017/18 was attached.
Key points to note:
• A large underspend had developed mainly due to two posts remaining unfilled. This would be resolved once the proposed new structure had been agreed, which came from the out workings of the Strategy. • DfC grant was also received for revitalisation works carried out in the last financial year, but was unable to be accrued. • No urban regeneration projects had been undertaken due to budget issues within DfC. • The number of village plan projects commenced was lower than anticipated due to some of the village plans needing to be reviewed and revised. This process was underway.
Key achievements:
• Collaboration work with the various Chambers of Commerce was ongoing and the Christmas activities had proved to be successful. An annual report would be presented in due course. • Projects receiving funding under the Rural Development programme were ongoing and a number of village projects had now been identified.
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• The public realm scheme at Redburn Square, Holywood had been completed on time and under budget. Many favourable comments had been received about the quality of the work.
Emerging issues:
• The lack of Central Government budgets was seriously affecting the development of projects within the urban area. No joint projects with DfC, except for Redburn Square, had been undertaken this year. • With DfC now recognising Ballygowan and Portaferry as small towns in relation to funding, consideration was required as to how that would be transposed into developing projects and how that would affect any funding that may be available via the Rural Development Scheme. • The process to obtain funding for Village Renewal projects from the Rural Development Fund was more onerous than first anticipated and therefore the commencement of capital projects was slower than hoped.
Action to be taken:
• Continue to work with DfC officials to ascertain if any projects could be undertaken in this next financial year. • Develop a proposal for the reconstitution of Town Steering Groups and Village Plan Groups. • Continue to develop projects for funding under the Rural Development Fund.
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND, on the proposal of Councillor Woods, seconded by Councillor Dunlop, that the recommendation be adopted.
7. ATTENDANCE AT WORLD TRAVEL MARKET – VISIT BELFAST STAND (FILE REF: 170871)
PREVIOUSLY CIRCULATED:- Report dated 29 May 2018 from the Director of Regeneration, Development and Planning stating that World Travel Market was the leading global event for the travel trade industry, attracting over 50,000 travel professionals. It was a B2B show providing a platform for destinations, attractions and accommodation providers to meet tour operators/agents and conduct business deals.
As part of Tourism’s Membership agreement with Visit Belfast (VB) AND had the opportunity to avail of additional external promotional opportunities and attendance at trade shows/events.
In line with the ITRDS, marketing the Borough to key audiences was one of the recommended actions and WTM provided an ideal platform to sell the Borough to Tour Operators/Agents. It was believed that it would be more beneficial and offer greater opportunity for promotion of AND if this year AND staff attended to make full use of the presence at WTM. Whilst still to be confirmed by Tourism Ireland (TIL), it
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The dates of this year’s WTM in London were 5th - 7th November 2018. It would be the desire for one or two members of the tourism team to attend on the 6th November which was the main trade day of the event where buyers attended. Attendance would allow for AND to specifically promote its region, independently, to those attending. This would be done with specific target literature and appropriate materials developed for the show and based on the forward planning deriving from the integrated strategy. Independent attendance also allowed for setting up of relevant appointments with Tour Operators/Agents to promote AND into their programmes.
Costs for attendance for two Officers would be met from within existing Tourism Development budget. Indicative costs including table at the stand, travel, expenses and one night’s accommodation would be approximately £1,300.
RECOMMENDED that approval be granted for one / two Officers to attend WTM 2018 through use of existing Tourism budgets.
AGREED TO RECOMMEND, on the proposal of Councillor Wilson, seconded by Councillor Ferguson, that the recommendation be adopted.
8. VISIT BELFAST END OF YEAR REPORT 2017-2018 (FILE REF:170871) (Appendix I)
PREVIOUSLY CIRCULATED:- Report dated 24 May 2018 from the Director of Regeneration, Development and Planning stating that In November 2017, the Committee received the 6-month evaluation report on Visit Belfast activity. Visit Belfast had now completed its 12-month evaluation and was attached for Members’ reference.
The evaluation report included data on the Council’s return on its £30,000 annual membership through the following themes of activity. Print of map and publications, web and social media, business and conference tourism, travel trade and consumer promotions, visitor servicing and industry information.
During the year, the Regional Tourism Partnership annual meeting was hosted at Exploris Aquarium (April 2017) by Ards and North Down Borough Council, with the Mayor, the Director of Regeneration, Development and Planning, the Temporary Head of Tourism in attendance, along with senior colleagues from Visit Belfast and Lisburn Castlereagh City Council. At this event Visit Belfast outlined its operational plans for the incoming year.
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Annual membership activity summary 2017/18 year:
The following was a summary of the activity generated via AND membership during the year, full detail in attached report. N.B. AND (along with Lisburn and Castlereagh council) fell under the “Belfast Plus” promotional strapline.
• Print publications
o Full page ad or editorial per edition of Visit Belfast City Guide (3 p.a. 230,000 annual print run) o Belfast Plus visitor promotional collateral 60k print run o Coverage in the Cruise Belfast publication, which is distributed at cruise trade show and sent to operators, also Borough inclusion on board daily itineraries for “footfall” day trip passengers including Ulster Folk and Transport Museum etc. o Business and Conferences Guide: 4,000 guides distributed to key business tourism contacts and international exhibitions including IMEX Germany and USA. o Belfast Annual Visitor Guide, Nov 2017 (25,000 copies including language editions). Featured full page promotion of Ards and North Down (added value promotion)
• Online
o visitbelfast.com 2.3m visits p.a. – Various listings for AND e.g. “what’s on” section o Dedicated Belfast Plus web pages including coverage in the “Things to do” sections o 44 e-zines (covering Concierge/What’s On e-zines and consumer) o AND product featured in 487,125 email communications o Dedicated Belfast Plus social-media: Facebook / Twitter highlighting AND products o Business & Conferences: online / e-version of guide distributed to key business tourism contacts o New website to be launched first half 2018
• Belfast Plus Easter Digital Campaign (value £6,000). A digital campaign took place for Easter 18 including marketing to NI and ROI through online activity promoting Council activities and events and local attractions Easter activities, recording almost £2m digital impacts across web and social media platforms.
• Business, conference, consumer and trade promotion: AND products, services and events represented at over 20 shows including IMEX, World Travel Market, IBTM and London Sales calls. 4000 guides distributed plus online version. In addition, AND representatives attended Holiday World Dublin. An Officer also had the opportunity to present excursion options for
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the area and attend a networking dinner with European Cruise Services UK Ltd in March 2018.
• Cruise Belfast: AND information included in printed material for trade shows e.g. Seatrade Miami. Information included on daily itinerary literature handed to non-excursion passengers via on board information desk. E-zine distributed to 136 cruise ground handlers and 26,000 travel trade. Familiarisation trip by 26 UK Corporate meeting buyers and Excursions Ireland / Princess Cruise to Culloden Spa took place during season.
• Visitor Servicing: Visit Belfast Information centre and both airports maintain prominent racking of AND literature. Promotion via plasma screens at information centre, airports, Great Victoria St station. Access to utilise centre “member desk” for promotion four times per year. Visit Belfast staff serviced over 13,000 specific AND related queries during the year.
• Trade liaison: Weekly concierge what’s on issued, recruiting of new AND members (currently 53 businesses) 8 new partners have been secured which is an 18% increase, servicing of these members, annual attendance opportunity for AND to “meet the buyer” event.
• PR: Opportunity for AND press releases / images included in news / press area of VB corporate website
• Income of Visit Belfast: The local authority contribution of £60,000 (Ards and North Down and Lisburn and Castlereagh) represents 2.5% of the overall public sector funding stream (£2.4 m) to Visit Belfast, and 1.5% of total operating budget. Other contributing public sector partners include Belfast City Council (at 50%), Tourism NI at 9%, (funding subject to final confirmation). Partnership and Commercial income provides an additional £1.5m bringing the total expenditure budget to circa £3.8m.
In October 2017 Council approved continued membership of Visit Belfast for the current financial year 2018-2019. The ITRDS indicates that one of the strengths of AND is ‘our proximity to places of opportunity – to Belfast, neighbouring districts, ROI, GB, Europe and beyond. The continuance of the membership contribution to Visit Belfast allows the Council to maximise marketing opportunities with reach capability beyond the current resource. The Tourism team will continue throughout 18/19 to maximise these opportunities
RECOMMENDED that the Committee notes the above.
Councillor Wilson proposed, seconded by Councillor Adair that the recommendation be adopted.
(Councillor Gilmour left the meeting at this stage – 7.18pm)
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Councillor Wilson commented that on viewing the Visit Belfast website he could view events listed throughout the Borough and had also noted its section on ‘Weekend Scenarios’ and suggested that was something the Council should seek to be part of.
The Temporary Head of Tourism confirmed that Council officers did endeavour to make regular contact with Visit Belfast and added that she would take his suggestion back to the team in respect of the ‘Weekend Scenarios’.
AGREED TO RECOMMEND, on the proposal of Councillor Wilson, seconded by Councillor Adair, that the recommendation be adopted.
9. COLUMBAN WAY AGM (FILE REF: 171268) (Appendix II)
PREVIOUSLY CIRCULATED:- Report dated 17 May 2018 from the Director of Regeneration, Development and Planning stating that as Ards and North Down was a founding member of the Columban Way Association, 2018 saw hosting of the AGM and associated activity pass to the borough, on a rotational basis. The event took place on Saturday 10 March with the co-ordination meeting held in St Comgall’s Parish Church and the AGM in Bangor Abbey. In addition, a Concert was held in the Abbey on Saturday evening.
Co-ordinating Meeting and AGM: In attendance were representatives from across Europe including Senators, Mayors and guests from, Italy, France, Switzerland and the ROI. The meeting was chaired by Alderman Girvan in her capacity as Chair of the Christian Heritage working group.
The following primary actions were discussed, voted on or recommended for further deliberation (full minutes attached).
1. As per criteria of existing statutes, Italy proposed the locality of Vaprio D’Adda become the second Italian member of the co-ordinating committee. This was voted on and accepted. 2. Updates were provided on activity surrounding the development of Columbanus work and general Christian heritage in each area. 3. Discussion took place on the need to re-structure elements of the Association. In summary, the Association had developed over the past few years and it was now time to reflect on the past and decide on the way forward to develop and advance the objectives of the Association, with the aim of creating more openness and flexibility for the way ahead, with more national flexibility to develop internal routes. There was also a need to update the statutes of the Association on a number of levels: for example, due to Brexit a change was needed as currently the statutes stated that the AGM was restricted to EU countries. Therefore neither N.I. nor Switzerland (now a member) could host the AGM in future. It was agreed a taskforce be set up to look at all issues arising from this discussion, to report post-summer as to recommended amendments. 4. The current President had been in position for 3 years and as such there was the scope for election of a new one. It was agreed that, once
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recommendations of the taskforce were returned, a new post holder would be discussed. 5. There was a scientific committee as part of the Association. This was made up of scholars and experts in tourism, pilgrimage etc. It was raised that the as a wide European group it has been difficult to co-ordinate the committee. A proposal to break it into smaller local groups making it more manageable to run was agreed. 6. Much work had taken place between Italy and NI / ROI via links with Manuela Bertoncini from the Green Butterflies cultural organisation, through music, sport and especially education. It was approved that she should be asked to draft proposals for educational projects that could apply across all the member nations and associated timetables to include manpower and finances. The proposals could then to be put to the committee for discussion and, if accepted, budget from the association would be allocated for this work.
Additional information: It should be noted that approximately 60 guests who came for the purposes of the AGM stayed locally for 2 or 3 days, generating approximately 100 bednights. The concert on Saturday night attracted an attendance of 200 to a free performance that included choirs from Italy and Bangor and a performance by Ards CCE (Comhaltas) performing traditional Irish music.
RECOMMENDED that Council notes the report.
Councillor Woods proposed, seconded by Councillor Dunlop, that the recommendation be adopted.
Councillor Dunlop commended the minute taker for the detailed minutes taken at the Columbanus AGM at which a variety of international visitors had been present.
Councillor Wilson noted the amount of bed nights generated as a result of this event which clearly had a positive impact on tourism for the Borough.
AGREED TO RECOMMEND, on the proposal of Councillor Woods, seconded by Councillor Dunlop, that the recommendation be adopted.
10. TOURISM PERFORMANCE REPORT – Q4 (FILE REF: TOTD/15) (Appendix III)
PREVIOUSLY CIRCULATED:- Report dated 23 2018 from the Director of Regeneration, Development and Planning stating that members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement Council approved the Performance Management Policy and Handbook in October 2015. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:
• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation)
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• Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) • Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.
Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
The report for the last Quarter of 2017/18 was attached.
Key points to note
• Underspend continued into Quarter 4 primarily due to the knock-on effect of some posts not being filled until Q3 and some remaining to be filled in Q4, going into Q1 of 2018/19. All Events posts and the Assistant Tourism Development Officer posts had been filled as of Q4, with a Visitor Information Coordinator and Assistant Marketing Officer (job-share) due to take up posts in June 2018. The recruitment process for one full time Visitor Information Advisor post had still to be initiated.
• Long-term absence continued to be significant element contributing to overall absence in Q4 and was closely monitored by the Tourism and Events Managers. All long-term absentees had now returned from their absence positively.
• Total visitor spend was reported in Quarter 1. It was an annual target, but data was relevant to the season 2016, hence it being reported in Quarter 1.
Key achievements
• The team contributed to the delivery of the Integrated Tourism, Regeneration and Development Strategy which was launched in Q4 and would drive the planning of work for 2018/19. • Regular engagement with the Tourism NI Manager on at least a monthly basis had continued and been extended into contacts with the marketing and PR
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departments within TNI, to further seek opportunities for the Ards and North Down destination. • A “pilot” cluster of tourism-related businesses, was successfully established. This comprised a range of businesses and organisations including National Trust, local regeneration groups, accommodation and activity providers etc. from a geography stretching from Mount Stewart to Portaferry. The aim was to enhance the tourism offering for the area through partnership working. Cluster development work of that type would be ongoing in 2018/19. • Tourism related training was delivered, in conjunction with Signal, through several courses for 29 participating businesses. Satisfaction levels were high, e.g. one such programme, “Hospitality, Leisure and Tourism” was rated as Very Good or Excellent by 95% of participants. Additional training had been undertaken in the latter part of the year in partnership with TNI, which included an additional 33 participants at two Welcome Host courses. • E-communications within the quarter included four ezines to trade and consumers. A new Customer Relationship Management system to better target and increase the reach of those communications had been completed and would roll out from Q1 2018/19. • Although PR value achieved was a missed target in the last quarter, the end of year total brought the achievement for the year to £626,510 against a target of £239,000. • New sections were added to visitardsandnorthdown.com to improve visitor knowledge and experience e.g. villages and itineraries sections • There were no tourism events during Q4, so key indicators did not change, but the annual performance indicators were 168,700 attendees against a target of 146,500. Event cost at £3.60 per attendee exceeded the target of £2.76 (additional budget had been attributed to H&S requirements at Donaghadee Lights Up and rescheduling Seapark, Holywood due to weather) • Letters of offer had been sent to 15 organisations for grant aid for events which attracted a total attendance of 121,482. • To improve consultation on and content of Council-run tourism events, event engagement groups had been established in Bangor, Donaghadee, Comber and Newtownards and initial meetings had taken place.
Action to be taken:
• Complete recruitment of remaining posts (full and part-time) in the Tourism staffing structure. • Complete Event Operational Procedures Review by September 2018 (delayed due to new staff structure implementation). • Structure work plans in line with the Integrated Tourism, Regeneration and Development Strategy
RECOMMENDED that the Council notes this report.
Councillor Armstrong-Cotter proposed, seconded by Councillor Smart, that the recommendation be adopted.
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Councillor Armstrong-Cotter expressed her delight in respect of the upturn in tourism, adding that she was also heartened by the proposals to expand the tourism experience offered in the Borough further and congratulated officers on their efforts to date.
In response to a query from Councillor Menagh about the proposed hosting of the Scottish Pipe Bands in Newtownards in 2019, the Temporary Tourism Officer confirmed that a report on that matter would be forthcoming to the Committee in September 2018. Councillor Menagh expressed the view that Londonderry Park was the only appropriate venue in the town to host the event.
AGREED TO RECOMMEND, on the proposal of Councillor Armstrong-Cotter, seconded by Councillor Smart, that the recommendation be adopted.
11. QUAY MARINAS Q4 (FILE REF: 141671) (Appendix IV)
PREVIOUSLY CIRCULATED:- Report dated 21 May 2018 from the Director of Regeneration, Development and Planning stating that as members would be aware Quay Marinas operated Bangor Marina on behalf of Council. As part of the agreement, Quay Marinas provided a quarterly and annual report which was presented to Committee as received.
Attached was the fourth quarter and end of year report for 2017/18. The report covered the entire range of activities that were undertaken in the Marina.
RECOMMENDED that this report is noted.
Councillor T Smith proposed, seconded by Councillor Adair, that the recommendation be adopted.
The Head of Economic Development referred members to Page 14 of the Report which detailed the Port Marine Safety Code and advised that during a number of recent meetings the Council had been reminded of its Duty of Care. Therefore, it was felt appropriate to invite Quay Marinas to make a presentation to the Committee at its September 2018 meeting on the matter of the Port Marine Safety Code.
AGREED TO RECOMMEND, on the proposal of Councillor T Smith, seconded by Councillor Adair, that the recommendation be adopted and furthermore that Quay Marinas be invited to attend a future committee meeting to present on the Port Marine Safety Code.
12. ECONOMIC DEVELOPMENT PERFORMANCE REPORT Q4 (FILE REF:160127) (Appendix V)
PREVIOUSLY CIRCULATED:- Report dated 23 May 2018 from the Director of Regeneration, Development and Planning stating that as members would be aware the Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil that requirement Council approved the Performance Management Policy and
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Handbook in October 2015. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:
• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) • Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.
Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
The report for the 4th Quarter and year end2017/18 was attached.
Key points to note:
• The main reason for the variation of spend against budget was due to staffing vacancies which needed to be filled. Those were currently being addressed.
Key achievements:
• The business support actions and programmes delivered had helped to sustain jobs, create new enterprises and jobs and had assisted AND businesses to win new contracts which positively impact our local economy. • Council operator contracts had been effectively managed to ensure best return for Council and visitors alike, with 100% performance against contracts.
Emerging issues:
• The Integrated Strategy was now a live document but in order to fulfil the actions and targets, plans and resources would need to be shaped appropriately to ensure delivery. • Key to the delivery of the Strategy would be getting buy-in from, and working collaboratively with, partners, stakeholders and our local business base.
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Action to be taken:
• The filling of posts and completing the process of transformation was a priority to enable actions and KPIs to be met. The Council was working with HR to complete that process as soon as possible.
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Smart, that the recommendation be adopted.
13. BOROUGH BUSINESS AWARDS (FILE REF: 160094)
PREVIOUSLY CIRCULATED:- Report dated 22 May 2018 from the Director of Regeneration, Development and Planning stating that Council officers had been working closely with the Chambers of Commerce in each of the towns, to engage and develop the business capacity of the chambers.
Each Chamber developed a business plan outlining the main issues alongside actions to assist the Chambers to grow, develop and better support the traders in each town. Updates had been regularly reported to Committee.
Ards and Bangor Chambers of Commerce included within their actions a plan to run an annual Business Awards event to celebrate the work and successes of local businesses in the area. Ards and North Down Borough Council was the principal sponsor for each event.
Bangor held their event in October 2017, which was deemed a great success. Due to resource issues Ards Chamber had not been able to run an awards event during the 2017-18 year.
Year 2018-19 For 2018-19, Ards Chamber planned to hold a smaller, paired back, awards event on Friday 17 August 2018 at the Orange Tree, Greyabbey.
Bangor Chamber’s awards event would take place at the Clandeboye Lodge Hotel, Bangor on the evening of Friday 19 October 2018.
As part of the sponsorship, complimentary tickets per event were made available for Elected Members as below:
Ards Business Awards: 6 Elected Members Bangor Business Awards: 6 Elected Members
Please note, the Mayor would be invited as a guest of each Chamber under a separate invitation, as may some additional Council Members with whom the Bangor Chamber had interacted.
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RECOMMENDED that 6 nominations for each event be made to attend the Ards Business Awards which will take place in August 2018 and the Bangor Business Awards in October 2018.
Councillor Armstrong-Cotter proposed, seconded by Councillor T Smith that the recommendation be adopted.
At this stage nominations were sought for attendance at the Ards Business Awards.
Councillor Armstrong-Cotter proposed, seconded by Councillor Adair, that Councillors Cummings, Kennedy and McIlveen attend.
Councillor Wilson proposed, seconded by Councillor Ferguson, that Alderman Girvan attends.
Councillor Ferguson proposed, seconded by Councillor Adair, that Councillor Menagh attends.
Councillor Woods proposed, seconded by Councillor Smart, that Alderman McDowell attends.
At this stage nominations were sought for attendance at the Bangor Business Awards.
Councillor Ferguson proposed, seconded by Councillor Menagh, that Councillor Woods attends.
Councillor Armstrong-Cotter proposed, seconded by Councillor Adair, that Alderman Irvine and Councillors Gilmour & T Smith attend.
Councillor Wilson proposed, seconded by Councillor Adair, that Alderman McDowell and Councillor Douglas attend.
Councillor Adair proposed, seconded by Councillor Armstrong-Cotter, that Councillor Dunlop attends.
Councillor Menagh proposed, seconded by Councillor Woods, that Councillor Robinson attends.
As there were more than six nominations, Councillor T Smith indicated that he would be content to withdraw his name.
The Head of Economic Development stated that she would be content to submit the eight nominations for Bangor Business Awards at this stage.
Councillor Menagh asked why the venue for the Ards Business Awards had been changed from the Queen’s Hall, Newtownards to Orange Tree, Greyabbey.
In response the Head of Economic Development advised that as the Queen’s Hall venue generally required a lot of preparation in advance of events the members of
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Ards Chamber of Trade felt it would be easier to relocate to the alternative venue of Orange Tree House, Greyabbey which was effectively turnkey.
Councillor Menagh reiterated that regardless he did not understand the need to move the event from the Queen’s Hall, Newtownards.
Also expressing her disappointment at this decision, Councillor Ferguson agreed that this was a big event for the Borough and voiced concern that extra tickets may not be made available due to the smaller venue.
AGREED TO RECOMMEND, on the proposal of Councillor Armstrong-Cotter, seconded by Councillor T Smith, that the recommendation be adopted.
FURTHER AGREED TO RECOMMEND that the following members be appointed to attend Ards Business Awards:
Aldermen Girvan & McDowell Councillors Cummings, Kennedy, Menagh & McIlveen.
FURTHER AGREED TO RECOMMEND that the following members be appointed to attend Bangor Business Awards:
Aldermen Irvine & McDowell Councillors Douglas, Dunlop, Gilmour, Robinson, T Smith & Woods
14. EUROPEAN MARITIME AND FISHERIES FUND (FILE REF: ED38 – FLAG 2 FISHERIES FUND)
PREVIOUSLY CIRCULATED:- Report dated 23 May 2018 from the Director of Regeneration, Development and Planning stating that as members would be aware, the Department of Agriculture, Environment and Rural Affairs (DAERA) recently appointed the NI FLAG Strategy 2018-2020 and FLAG Board.
It was anticipated that this programme would be officially launched in June, which would initiate the first set of pre-funding workshops, with a view to opening the first call for applications in the Summer 2018.
The Village Plan for Portavogie was currently being reviewed and updated. However, the draft plan identified the need to address the village’s appearance by implementing an Environmental Improvement Scheme. This project was potentially suitable to apply for SEAFLAG funding, as similar schemes were grant aided in Ardglass and Kilkeel in the past round of funding.
Subject to approval, the first stage in the process of implementing such a scheme would involve technical design work to determine the scope of works required and to allow the Council to determine the viability of applying for a capital project to deliver an Environmental Improvement Scheme under the SEAFLAG Programme.
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It was estimated that the technical design phase would cost up to £8,000, subject to a procurement exercise. This cost could be met from an existing budget.
RECOMMENDED that the Council proceeds with the technical design stage of this scheme, as this will determine the level of funding that would be required from SEAFLAG for the benefit of Portavogie village. A further report will then be presented following this stage.
Councillor Adair proposed, seconded by Councillor Armstrong-Cotter, that the recommendation be adopted.
Councillor Adair congratulated Alderman McDowell on his appointment as Chairman. Continuing he welcomed the report commenting that the regeneration of all villages was crucial, particularly in Portavogie where he would welcome the introduction of some form of public realm works.
AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Armstrong-Cotter, that the recommendation be adopted.
15. VILLAGE RENEWAL – RDP APPLICATIONS (FILE REF: 160135)
PREVIOUSLY CIRCULATED:- Report dated 30 May 2018 from the Director of Regeneration, Development and Planning stating that the Rural Development Programme provided funding support for village renewal through needs identified within integrated village plans.
Following on from the Village Action Plan prioritisation process and ongoing meetings in consultation with the local community groups and Council Officer to identify suitable projects to meet the Programme’s eligibility criteria, the following projects had been identified.
Ballywalter
Development of Environmental Improvement Scheme
Ballywalter Village Plan had identified the need to consider an Environmental Improvement Scheme on Main Street via a phased approach, so that a project would be designed and ready for the submission of an application as and when funding became available.
Subject to approval, the first stage in the process of implementing that project would involve a technical design phase to determine both the nature of works required and the costs associated with the delivery of such a scheme.
It was estimated that the technical design phase would cost up to £6,665, subject to a procurement exercise. There was a potential to obtain £5,000 from the Village Renewal Scheme, and an indicative match funding requirement of £1,665 from the Council.
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Millisle
Lagoon Masterplan
In September 2017 the Council approved the appointment of a consultant to undertake the development of a masterplan for the Lagoon area in the village. This involved considering options for the future of the paddling pool and considering a phased approach to the long-term development of site, so that a cocktail of funding could be accessed as and when available.
As part of the review and consultation phase, the Consultants had recommended that the masterplan should be extended to encompass the Beach park area. This would allow for a holistic vision of the entire Lagoon area to maximise the impact of any future investment in the area in the long-term.
It was estimated that the second phase masterplan would cost up to £6,665, subject to a quotation exercise. There was a potential to obtain £5,000 from the Village Renewal Scheme, with an indicative match funding requirement of £1,665 from the Council
Conclusion
Subject to Council approval, officers would continue to liaise with community representatives in Ballywalter and Millisle to ensure that the proposed projects reflected priorities as per their Village Plans.
However, due to time constraints and the requirements to put in place funding pre- requisites linked to the Rural Development Programme (Village Renewal Scheme), officers request approval to progress the development of those projects to full application stage (where appropriate), to secure that funding for the benefit of the rural villages in the Borough.
It was estimated that an indicative match funding requirement of circa £3,330 would be required from the Council to implement the proposed projects. This amount could be met from existing budgets.
RECOMMENDED that Council agrees the above.
Councillor Adair proposed, seconded by Councillor Dunlop, that the recommendation be adopted.
Welcoming the report, Councillor Adair commended Council officers for their professionalism shown during the recent consultation events which had demonstrated the Council’s commitment to the Villages throughout the Ards Peninsula. He made particular reference to the village of Ballywalter commenting that it had a particularly busy Main Street and therefore the introduction of an Environmental Improvement Scheme there was to be welcomed.
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AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Dunlop, that the recommendation be adopted.
16. DONAGHADEE TOWN STEERING GROUP MINUTES OF MEETING HELD ON 21 MAY 2018 (Appendix VI)
PREVIOUSLY CIRCULATED:- Minutes of Donaghadee Town Steering Group meeting held on 21 May 2018.
RECOMMENDED that the minutes be adopted.
Councillor T Smith proposed, seconded by Councillor Menagh, that the recommendation be adopted.
Councillor Smith commented that he had been unable to attend the meeting and referred to Page 14 of the minutes which discussed the development of the Motte in Donaghadee and sought an update on that.
The Head of Regeneration advised that officers had met with the agent and planners along with representatives of the Historic Environment Division (HED) and it was anticipated the planning application would appear on the planning schedule during the summer months.
Referring to the car park of the former bus station Councillor T Smith sought an update on plans there in respect of THI Lottery funding.
In response the Head of Regeneration confirmed that it was hoped to have that completed by the middle of 2019.
AGREED TO RECOMMEND, on the proposal of Councillor T Smith, seconded by Councillor Menagh, that the recommendation be adopted.
17. NOTICES OF MOTION
17.1. NOTICE OF MOTION SUBMITTED BY COUNCILLOR T SMITH AND COUNCILLOR BROOKS
Councillor T Smith proposed, seconded by Councillor Brooks, that this Council brings back a report on developing our partnership with Donaghadee Heritage Preservation Society, exploring how we can work together to deliver a successful outcome in relation to the Sir Samuel Kelly Project and Heritage Centre.
Councillor Smith stated that he had amended the wording of his motion to reflect the fact that a partnership was already in place with Donaghadee Heritage Preservation Society. He noted that previously the Society had struggled with National Museums Northern Ireland in respect of the transfer of the Sir Samuel Kelly but following Council intervention a lease had been secured for it.
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Continuing he acknowledged the Society’s plans not only to preserve the Sir Samuel Kelly but to establish a Heritage Centre which would provide the town with economic and tourism benefits. Councillor Smith expressed the view that it was a very exciting project and one which would involve those within the local community and he noted that to date already £15,000 had been raised for the project.
In summing up he urged members to support his motion for a report to be brought back detailing how best the Council could support the Society with its project.
Rising as seconder Councillor Brooks indicated that he had nothing further to add.
Councillor Wilson expressed his support for the motion particularly as the Council was already working in partnership with the Society.
Councillor Smith reiterated that a partnership was already in place with the Society and therefore he was keen to secure the continuation of that and forward plan for the next five years.
AGREED TO RECOMMEND, on the proposal of Councillor T Smith, seconded by Councillor Brooks, that this Council brings back a report on developing our partnership with Donaghadee Heritage Preservation Society, exploring how we can work together to deliver a successful outcome in relation to the Sir Samuel Kelly Project and Heritage Centre.
17.2. NOTICE OF MOTION SUBMITTED BY COUNCILLOR T SMITH AND COUNCILLOR KENNEDY
Councillor T Smith proposed, seconded by Councillor Kennedy, that this Council will look at ways to preserve Mew Island in terms of its wildlife and nature as well as the historic and listed buildings that exist there. As part of this, the Council will facilitate a meeting of relevant organisations and statutory bodies in order to hear views and ideas of how Mew Island can be preserved for future generations. Some of the those we should consider inviting to such a meeting should include Commissioner of Irish Lights, the Historic Environment Division, NIEA, Copeland Bird Observatory, National Trust, British Trust, British Trust for Ornithology and RSPB. This list is not exclusive. Mew Island is a treasure of our shores and we as a Council should be part of its preservation.
Councillor T Smith reported the HED had recently undertaken surveys of the buildings on Mew Island following which both he and Councillor Kennedy had been invited to undertake a visit of the Island. Due to weather conditions on the day of their visit they had only been able to remain on the island for half an hour but had been able to visit the buildings and appreciate the wildlife. Following their visit, they would be keen to preserve the buildings on the island as well as the wildlife which included gulls, waders and seals. Continuing he added that it would be imperative to ensure that as many representatives as possible from each of the aforementioned agencies attended the proposed meeting.
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Summing up Councillor Smith stated that it was important to have the meeting convened as quickly as possible in order to preserve both the buildings and wildlife on the island.
Rising in support as seconder, Councillor Kennedy referred to his visit to Mew Island during which he had been surprised to find was quite substantial in size. While he was aware the island was privately owned he commented that it was a credit to the Commissioner of Irish Lights that they had taken the decision not to sell off its buildings on the island. Continuing he suggested that both community and voluntary groups could be asked to utilise the site in some way in conjunction with assistance provided by the Council.
Councillor Woods indicated her support for the proposal adding that she would be particularly keen to encourage the involvement of local community groups.
At this stage Councillor Smart suggested that ownership of the island was clarified before going forward and sought further details on what type of support the Council would be offering be it financial or otherwise.
By way of summing up Councillor Smith confirmed that no reference had been made to date in respect of selling Mew Island. Instead the Commissioner of Irish Lights had hinted that it would wish to become a partner rather than selling the island in order to preserve the buildings and wildlife. Continuing he emphasised the importance of involving the local community as well as each of the key stakeholders with the Council taking on the role of facilitator.
AGREED TO RECOMMEND, on the proposal of Councillor T Smith, seconded by Councillor Kennedy, that this Council will look at ways to preserve Mew Island in terms of its wildlife and nature as well as the historic and listed buildings that exist there. As part of this, the Council will facilitate a meeting of relevant organisations and statutory bodies in order to hear views and ideas of how Mew Island can be preserved for future generations. Some of the those we should consider inviting to such a meeting should include Commissioner of Irish Lights, the Historic Environment Division, NIEA, Copeland Bird Observatory, National Trust, British Trust, British Trust for Ornithology and RSPB. This list is not exclusive. Mew Island is a treasure of our shores and we as a Council should be part of its preservation.
17.3. NOTICE OF MOTION SUBMITTED BY COUNCILLOR BROOKS AND COUNCILLOR T SMITH
Councillor Brooks proposed, seconded by Councillor T Smith, that Tom Blower was a British man who on the 27/28 July 1947 became the first to successfully swim the North Channel between Ireland and Scotland completing the feat in 15 hours and 26 minutes. This North Channel swim is now part of the oceans seven marathon swimming challenge. It was proposed in 2008 as the swimming equivalent of the Seven Summits mountaineering challenge. The other 6 are The Cook Strait, The Molokai Channel, The English Channel. The Catalina Channel, The Tsugaru Strait and The Strait of Gibralta. Donaghadee is the start point of the North Channel swim. There were 10 attempted crossings in 2017 alone.
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I task this council as part of our tourism strategy to commemorate the first successful crossing by Tom Blower with an appropriate plaque to be placed on the Harbour to mark this tremendous achievement and promote Donaghadee as one of the Oceans Seven swimming challenge.
Councillor Brooks stated that Tom Blower was a British man who on 27-28 July 1947 became the first man to successfully swim the North Channel between Ireland and Scotland and he felt it would be appropriate to mark that by the placing of a plaque in Donaghadee Harbour.
By way of some background knowledge on Tom Blower, Councillor Brooks informed members that he was as famous as Brian Clough and Torvill and Dean in the 1930’s and 40’s. However, there was little to remind everyone of him. In the 1930’s Tom Blower was a familiar figure swimming up and down the River Trent which became his training ground. As a long-distance swimmer he became a world record breaker at the age of 23 and was very much the Paula Radcliffe of the long distance swimming world. He earned the nickname “Torpedo” for swimming the English Channel in 13 hours and 29 minutes.
Councillor Brooks reported that relatives of Tom Blower had launched a campaign to increase his profile and were keen to hear from any relations in Nottingham or around the world. He noted that Tom had died of a heart attack in 1955, aged 41.
By way of summing up he sought members support for his proposal which could have tourism spin offs for Donaghadee and therefore he would be keen for it to be considered by the Donaghadee Town Steering Group to pursue further.
Rising in support Councillor T Smith indicated that he was delighted to second the motion and stated that he had nothing further to add to Councillor Brooks comprehensive overview of Tom Blower.
Councillor Wilson referred to a previous motion considered in March 2016 asking the Council to consider recognising the value of the North Channel Swim as a potential tourism driver and suggested that both the motions were considered together.
The Temporary Head of Tourism confirmed that a report had been written in respect of the motion considered previously in 2016 but at that time it had been withheld in order to complete the Tourism Strategy. She confirmed the report was still on file and any further reports would be compiled in conjunction with it.
Councillor Smart expressed his support for the proposal adding that he had not been aware of Tom Blower’s achievements prior to the meeting. Continuing he stated that it was a very worthy motion which would not only publicise his achievement but would also promote the town of Donaghadee. He commented that visitors generally now were drawn to experiences and therefore he was very supportive of this.
Concurring with those comments Councillor Armstrong-Cotter agreed that visitors to the Borough were now drawn to experiences and indeed would travel far and wide to those. She added that quirky details were a draw for many tourists.
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By way of summing up Councillor Brooks thanked members for their supportive comments adding that the sport of swimming was healthy and free.
AGREED TO RECOMMEND, on the proposal of Councillor Brooks, seconded by Councillor T Smith, that Tom Blower was a British man who on the 27/28 July 1947 became the first to successfully swim the North Channel between Ireland and Scotland completing the feat in 15 hours and 26 minutes. This North Channel swim is now part of the oceans seven marathon swimming challenge. It was proposed in 2008 as the swimming equivalent of the Seven Summits mountaineering challenge. The other 6 are The Cook Strait, The Molokai Channel, The English Channel. The Catalina Channel, The Tsugaru Strait and The Strait of Gibraltar. Donaghadee is the start point of the North Channel swim. There were 10 attempted crossings in 2017 alone.
I task this council as part of our tourism strategy to commemorate the first successful crossing by Tom Blower with an appropriate plaque to be placed on the Harbour to mark this tremendous achievement and promote Donaghadee as one of the Oceans Seven swimming challenge.
EXCLUSION OF PUBLIC/PRESS
AGREED TO RECOMMEND, on the proposal of Councillor Ferguson, seconded by Councillor Dunlop, that the public/press be excluded during the undernoted items of confidential business.
18. EXPLORIS Q4 AND ANNUAL REVIEW (FILE REF: DEVP3c)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
19. EXPLORIS PROPOSED IMPROVEMENTS (FILE REF: DEVP3H) (Appendix VII)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
20. PICKIE Q4 AND ANNUAL REVIEW (FILE REF: 171006)
***IN CONFIDENCE***
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***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
21. ARDS AND NORTH DOWN SOCIAL ENTRERENEURSHIP PROGRAMME 2018-20 TENDER (FILE REF: 500532)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
22. FORMER BUS DEPOT – DONAGHADEE (FILE REF: RDP42) (Appendix VIII)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
23. BELFAST REGION CITY DEAL UPDATE (FILE REF: RDP22) (Appendix IX)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
24. QUEEN’S PARADE (FILE REF: REG 32)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
25. REGENERATION AND DEVELOPMENT STRUCTURE
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***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
RE-ADMITTANCE OF PUBLIC/PRESS
AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Armstrong-Cotter, that the public/press be re-admitted to the meeting.
TERMINATION OF MEETING
The meeting terminated at 8.41pm.
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ITEM 8.5 CS.19.6.18 ARDS AND NORTH DOWN BOROUGH COUNCIL
A meeting of the Corporate Services Committee was held in the Council Chamber, 2 Church Street, Newtownards on Tuesday, 19 June 2018 at 7.00pm.
PRESENT:
In the Chair: Councillor Gilmour
Aldermen: Carson Graham Gibson Keery Girvan
Councillors: Brooks Muir Chambers Smart Hunter Smith Kennedy
Officers: Director of Organisational Development and Administration (W Monson), Head of Finance (S Grieve), Head of Performance and Projects (A Scott), Head of Administration (A Martin), Head of Human Resources (R McCullough), Compliance Manager, (S Teer) and Democratic Services Officer (H Loebnau)
In Attendance: Councillors Boyle, Cummings and Robinson
1. APOLOGIES
Apologies were received from Councillor McIlveen. Apologies for lateness were received from Alderman Keery.
2. DECLARATIONS OF INTEREST
There were no declarations of interest.
3. BUDGETARY CONTROL REPORT - MARCH 2018 (FILE FIN 45)
PREVIOUSLY CIRCULATED:- Report from the Chief Executive attaching Revenue Budgetary Control report set out by Directorate and Budgetary Control Report by Income and Expenditure. The Net Cost of Services for the period was £39.28m against a budget of £39.77m, hence, showing an under spend of £489,357 (1.2%) (box C).
Income from District Rates less charges for Capital Financing was £40.71m versus a budget of £39.77m representing £939,883 (box D) of favourable variances on the same. Consequently, that resulted in the Council having a full surplus at the end of March of £1,429,241 (box A) compared with a budgeted surplus for the same ITEM 8.5 CS.19.6.18 period of £nil (box B) resulting in a favourable variance on expected surplus of £1,429,241 (box E).
Explanation of Variance
A Budgetary Control Report by Income and Expenditure by Directorate analysed the overall favourable variance (£1,429,241 – box E on page 12) as expenditure (£2,104,824 favourable – box F) and income (£675,584 adverse – box G). However, if the net nil distorting effect on income and expenditure of Peace IV project payments (see Community & Wellbeing 3b and 6a) was removed then the variance for expenditure was £1,268,461 favourable and income £160,779 favourable.
COMMUNITY & WELLBEING
Expenditure - £1,137k (8.3%) better than budget. The favourable variance was mainly made up of the following: -
1. Community & Wellbeing HQ - £20.9k adverse. a. Consultancy costs were £9.7k adverse (V4 consultancy in connection with the potential outsourcing of the remainder of Leisure Services. That was not budgeted for). b. Legal fees £11.4k adverse in respect of Holywood Rugby Club (legacy issue – not budgeted for).
2. Environmental Health - £98.7k adverse. a. Payroll £27.0k adverse mainly due to final payments made to an employee who retired on ill health grounds at the end of April 2017. b. NI Home Safety Database £29.8k adverse – following the sudden cessation of the provider of the NI Home Safety Database the Council organised the procurement of a new system on behalf of the 11 Councils. PHA provided 100% funding for the expenditure so that adverse variance was offset by additional grant funding – see 5b below. c. Home Safety £41.6k adverse mainly due to the purchase of home safety equipment but that was largely offset by additional grant funding see 5c below.
3. Community & Culture - £987.3k favourable. (£148.0k favourable after allowing for the net nil distorting effect on income and expenditure of Peace IV project payments). a. Payroll £108.1k favourable mainly due to underspends in Community Development (£58.3k), Good Relations (£17.1k), Peace IV (£15.6k) and Arts Development (£9.6k) due to vacancies in these services during the year. b. Peace IV grant payments were £836.4k under budget due to a delay in the project starting (SEUPB delayed approvals) but that was offset by a similar adverse variance on income – see 6a below. c. Community Activity & Summer Programmes running costs were £ 23.8k under budget for the year. ITEM 8.5 CS.19.6.18 d. There were underspends on Volunteer Support (£13.7k), Community Charter (£7.0k) and Community Good Practice (£6.0k). Those programmes were now planned to commence in 2018/19. e. The purchase of office furniture and equipment for the offices at Conway Buildings was £16.5k adverse for the year as this expenditure was not budgeted for. However, that was more than covered by the overall Service underspend.
4. Leisure & Amenities - £269.4k favourable. a. Payroll was £74.2k adverse which was mainly due to overspends in Leisure (£197.4k) partially offset by underspends in Parks and Cemeteries (£49.3k), Community Halls/Centres (£31.1k) and Leisure Admin (£43.0k). The overspend in Leisure was mainly in Ards LC (£165.4k), Comber LC (£26.4k) and Londonderry Park (£29.6k). They had been caused by additional overtime, casuals and agency to cover staff shortages and essential shifts and severance costs. b. Ards LC (£77.7k favourable), Comber LC (£4.8k adverse), Portaferry SC (£14.6k favourable) and Londonderry Park (£21.7k favourable) running costs (excluding payroll) were £109.2k under budget for the year. That had helped to mitigate the overspend on payroll costs. c. Community Halls/Centres running costs (excluding payroll) were £19.4k under budget. d. Parks and Cemeteries running costs (excluding payroll) are £122.0k adverse for the year. That was primarily due to the significant increased spend this year on tree maintenance as a result of storm damage and remedial works. e. Whitespots Country Park was showing a favourable variance of £153.5k mainly due to an underspend of £146.9k on consultancy. That was now budgeted to be carried out in 2018/19. The large favourable variance was partially offset by reduced grant income– see 7c below f. Aurora had a favourable variance of £68.2k. That was mainly due to the operating subsidy (£39.2k) and buildings maintenance costs (£20.0k) being less than budget. In addition, the budget set aside for potential additional pension costs in the event of Leisure being outsourced was not needed (£52.5k). Those favourable variances were reduced by tariff risk being £27.7k higher than expected. g. Everybody Active running costs were £13.6k favourable. That was partially offset by an adverse variance in income – see 7f below. h. Other Leisure favourable variances include Ards Half Marathon £3.7k, 10k Road Race £14.2k (offset by similar reduction in income – see 7e below), Bangor Sportsplex £25.2k, Sports Pavilions £21.2k, Sports & Football Development £22.3k, Queens Hall £13.1k, Sports Development grants £14.4k and Countryside Management £10.1k.
Income - £909.0k (17.3%) worse than budget. That adverse variance was mainly made up of the following: - 5. Environmental Health - £66.5k favourable. a. Affordable Warmth grant was £33.7k less than budgeted. Associated expenditure had been reduced to mitigate the impact of the reduction in grant. ITEM 8.5 CS.19.6.18 b. PHA grant finding for NI Home Safety project £29.8k favourable. This offsets the adverse expenditure variance – see 2b above. c. Home Safety grant was £33.6k better than expected as extra funding was received this year. The helps offset the increased expenditure -see 2c above. d. Food Safety and Food Hygiene Rating income was £27.7k better than budget mainly due to additional funding received during the year. e. Mind, Body & Business project income (£5.0k) was better than expected for the year.
6. Community and Culture - £874.4k adverse. (£37.9k adverse after allowing for the net nil distorting effect on income and expenditure of Peace IV project payments). a. Peace IV project grant income was £836.4k adverse but that was offset by a similar favourable variance on project spend – see 3b above. b. Peace IV administration grant income was £50k under budget. That was due to the delay in the project starting as the amount of administration costs that can be claimed was linked to the amount of project payments made. c. Arts & Heritage income was £15.2k better than budget for the year (Arts Summer Programme £6.4k; ND Museum £6.4k).
7. Leisure & Amenities - £101.1k adverse. a. Ards LC £64.8k adverse (mainly momentum fitness and café and vending); Comber LC £33.8k adverse (mainly momentum fitness, tennis and membership), Portaferry Sports Centre £12.8k favourable and Londonderry Park £23.7k favourable. The adverse variances for Ards and Comber have reduced from last month. Fitness membership direct debits are now up by over 550 members across the 3 Centres. This increase was secured from the beginning of August until the end of March and completely reverses the previous trend and market norms for that time of year. It was anticipated that with the continued recruitment and restructure drive this exceptional positive trend would continue in 2018. With an average income of approximately £24 (exc. VAT) per person per month that would result in a potential extra £144k of income over a 12-month period. b. Community Halls/Centres income was £48.2k better than budget. That was mainly due to Donaghadee CC (£9.2k), Green Road CC (£8.7k), Alderman George Green CC (£9.7k) and Hamilton Road CC (£19.6k) being £47.2k better than budget. c. Whitespots Country Park was £100.8k adverse mainly because the 2017/18 budget included £100k for grant funding towards consultancy costs. As the consultancy work was not carried out the grant was not received but the adverse variance was more than offset in the underspend in expenditure – see 4e above. d. Cemeteries income was £53.2k better than budget. e. Bangor 10k Road Race income was £12.5k adverse – offset by similar reduction in expenditure (see 4h above). ITEM 8.5 CS.19.6.18 f. Everybody Active income was £13.0k adverse for the year but that was more than offset by the underspend in expenditure – see 4g above.
ENVIRONMENT
Expenditure - £702.0k (3.3%) worse than budget. The adverse variance was mainly made up of the following: -
8. Waste and Cleansing Services - £466.0k adverse. a. A combined summary of the main waste stream variances was set out in the table below.
£’000 Commentary Landfill 630.3 6.6k tonnes more than budget Brown/Green bin (130.5) 2.5k tonnes less than budget waste Blue bin waste (121.2) 3.4k tonnes less than budget
HRC waste 51.6 Higher tonnage than budget Total 430.2
Overall, the main waste stream budgets were showing an adverse variance of £430.2k. b. Payroll costs were £41.1k favourable. c. The route optimisation project was expected to cost £158.4k across both revenue and capital this year. The project was over budget by £83.4k as set out below:
Expenditure Budget Variance £’000 £’000 £’000 Revenue 50.5 - 50.5 Capital 107.9 75.0 Capital Receipts 32.9 158.4 75.0 83.4
The over spend was largely attributable to the purchase of in-cab equipment and additional software. Part of the over spend in revenue could be met from the £30k set aside in the Earmarked Fund from the 2016/17 year-end surplus and the over spend in capital expenditure could be met from use of additional capital receipts. There would, also, be an annual revenue charge for licences and support of £51.8k which would be reflected in future year’s budgets. d. Equipment repairs in the Waste Recycling Centres were £37.5k adverse as more repairs had been required than expected at the WRC’s. e. Spend on refuse bins was £75.4k higher than budget. There had been high demand from householders in the legacy Ards area to change 140 litre blue bins to 240 litre blue bins. Brown bin spend was higher than budget due to high demand from householders. However, that had been more than offset by an underspend of £83.8k on caddy liners. ITEM 8.5 CS.19.6.18 f. Spend on replacement HRC skips (£19.0k) was not budgeted for in 2017/18. That would be a recurring spend so a budget had been included for 2018/19. g. Printing costs £14.3k (recycling information) and advertising costs £12.4k (graphics on bin lorries) were adverse. h. Haulage charges for transporting waste from North Road Depot were £38.9k under budget for the year.
9. Assets and Property Services - £271.3k adverse. i. Property Operations were £109.4k over budget. That was mainly due to: - Payroll costs were £61.0k favourable mainly due to vacant posts for part of the year plus tighter control of overtime. ii. Contractor costs were £198.3k over budget. There had been work carried out in areas such as Ballyhalbert Harbour (repairs), Millisle beach Park carpark (sand removal), North Road Depot (tipping and wash bay area) and Bangor Marina (wall repairs) which were not budgeted for but needed to be carried out. iii. Consultancy services for Cooke Street, Jetty and Ballywalter Harbour are £20.0k under budget. b. Technical Services are £50.2k under budget. That was mainly due to: - i. Payroll costs were £34.5k favourable mainly due to vacant posts for part of the year which were currently being covered by agency. ii. Utility costs were £113.8k under budget (mainly electricity). iii. Contractor costs are £114.1k over budget. That covered areas such as statutory compliance work, refurbishments, playgrounds, statutory upgrades and energy saving initiatives. Part of this spend included electrical work carried out at Bangor Town Hall which would be met by a transfer from the Council’s Earmarked Fund as £50k was set aside for this work in 2016/17. iv. Christmas related expenditure was £14.0k over budget. v. Rates on the former Bangor Castle Leisure Centre was £20.4k under budget due to a rates refund received during the year. c. Fleet Management was £211.8k over budget. That was mainly due to: - i. Payroll costs were £7.4k favourable mainly due to vacant posts which had now been filled. ii. Vehicle maintenance, parts and consumables, tyres and other costs were £135.5k over budget. iii. Vehicle licensing costs and protective clothing costs were £12.7k over budget. iv. Vehicle fuel, lubricants and oil are £21.9k over budget. v. Equipment and tools were £27.0k over budget. vi. Staff training costs were £5.7k over budget. 10. Regulatory Services - £27.3k favourable. a. Payroll costs were £9.0k over budget. b. The RCIF projects were £88.0k under budget. c. Consultancy costs for the Council’s Car Parking Strategy were £34.0k adverse as that was not included in the 2017/18 budget. d. Other car parking costs were £11.8k adverse.
ITEM 8.5 CS.19.6.18 Income - £16.0k (0.4%) better than budget. The favourable variance comprised: a. Waste & Cleansing Services - £126.6k adverse. That was mainly due to trade waste income (£77.1k), sale of glass income (£31.1k) and sale of scrap metal income (£19.2k) being worse than budget and income from Special Collections being £13.1k better than budget. b. Assets and Property Services - £29.5k favourable. Donaghadee Harbour fee income (£17.8k) and Groomsport Harbour fee income (£5.7k) were £23.5k better than budget. Property Operations income was £4.9k better than budget. c. Regulatory Services income - £113.2k favourable. That was mainly due to Building Control income (£85.9k), Property Certificate income (£13.1k) and fixed penalty fines (£30.1k) being better than budget offset Licensing income (£24.3k) being worse than budget.
REGENERATION, DEVELOPMENT & PLANNING
Expenditure - £666.2k (9.7%) better than budget to date. The favourable variance was mainly made up of the following: - 14. RDP HQ - £87.4k favourable as a result of a vacant post (£14.0k) and consultancy (£70.0k). The 2017/18 budget included consultancy for a feasibility study for Exploris Phase 2. That would not be undertaken this year and was now budgeted for 2018/19. 15. Regeneration - £91.2k favourable. The favourable variance was explained by- a. Payroll £95.8k favourable due to vacancies during the year in Urban Development (£27.0k), Rural Development (£19.6k) and Craft Development (£39.5k). The Rural Development post was filled in late November. b. Masterplan Projects were £80.0k under budget. That would be underspent the year as work on the Bangor Coastal Masterplan was expected to commence in 2018/19. c. Chamber of Trade activity was £12.6k under budget. d. Donaghadee THI spend was £95.8k over budget but that was partially offset by additional grant funding – see 5b below.
16. Economic Development - £172.5k favourable. That favourable variance was explained by: - a. Payroll £42.3k favourable. That was due to 2 vacant posts within Economic Development during the year. One post was filled in January while the other won’t be filled until the next financial year. Exploris rates £150.1k favourable. The LPS had recently ruled that Exploris would remain exempt from rates so the amounts set aside for that expenditure in 2016/17 (£69.3k) and 2017/18 (£80.8k) would not be needed. That had resulted in this favourable variance. c. Consultancy work carried out in Bangor Marina in respect of fuel line works and cathodic protection was £27.2k over budget.
ITEM 8.5 CS.19.6.18 17. Planning - £123.2k favourable. a. Payroll £135.0k favourable due to vacancies. The 2017/18 budget included an allowance for 9 new posts but delays in recruitment meant that they were filled in October and December. b. Legal fees were £62.7k over budget to date. There were a number of ongoing complex enforcement cases which had required specialist legal advice. c. There were underspends on rent (£20.0k) and consultancy for Local Development Plan (£30.0k).
18. Tourism - £191.8k favourable. The favourable variance was explained by: - e. Payroll £168.0k favourable. A number of vacant posts in Events and Tourism Development were vacant during the year. f. Events such as the Comber Earlies Food Festival (£6.6k), Summer Entertainment (£5.5k) and Seafood Festival (£5.2k) were £17.3k under budget. g. Donaghadee Lights Up was £13.3k over budget due to additional Health & Safety requirements which weren’t budgeted for.
Income - £8.2k (0.4%) better than budget to date. The adverse variance was mainly made up of the following: -
19. Regeneration - £142.9k favourable. That was mainly due to: - a. Revitalisation grants were £44.7k favourable as these were in respect of the 2016/17 year and, as the programme ended in 2016/17, there was no income budget for this year. b. Additional Donaghadee THI funding £71.7k. That partially offsets the increased spend – see 2d above. d. Economic Development - £72.8k favourable. That was made up of: - a. Signal Centre £28.1k better than budget. b. Refund from European Edge Cities Network £11.2k. c. Tourism NI contributed £15k to the Council’s strategy. That was not included in 17/18 income budgets. d. Other small favourable income variances on Workshops (£2.8k), Innovative Development Project (£1.1k) and DETI Transferred Functions (£2.4k). 21. Planning income - £204.4k adverse a. Planning application income was £170.2k worse than budget to date. There had been a downturn in applications submitted plus the 2017/18 income budget anticipated significant planning application fees in respect of the Queens Parade project which were not realised. b. The 2017/18 income budget included an amount for pre application discussion income but this was not realised as it was decided to stall introduction of fee charges for this service due to issues of how such monies would be distributed among consultees and further to a legal challenge in another council area. The adverse variance was £28.0k.
FINANCE & PERFORMANCE
Expenditure - £207.3k (6.1%) better than budget to date. ITEM 8.5 CS.19.6.18
22. Payroll costs were £142.2k lower than budget to date. NILGOSC additional capital contributions are £62.2k less than budget. Finance was £55.4k under budget to date due to a vacant post. 23. Following the annual review of ongoing provisions there was an additional charge of £78.9k for the year (increase in provision of £48.9k plus associated legal fees £30.0k). 24. Business Technology costs are £99.0k lower than budget. That was mainly due to data line costs (£42.1k), software maintenance costs (£33.4k) and photocopier costs (£16.5k) being £92.0k less than expected. 25. Corporate Projects consultancy costs were £49.1k less than budget.
Income - £25.4k better than budget to date. The Council received £25k grant funding from the Department for Infrastructure for Greenway Scheme costs.
ORGANISATIONAL DEVELOPMENT & ADMINISTRATION
Expenditure - £112.6k (2.6%) worse than budget to date. The adverse variance was mainly made up of the following: -
26. HR & OD - £77.7k adverse. That was mainly explained by: - a. Legal costs were £40.6k over budget. Those were in respect of personnel matters. b. Consultancy costs were £20.6k over budget. Those were mainly in respect of assessment centres. c. Investors in People costs were £10.3k adverse as they were not budgeted for.
27. Administration & Customer Services - £29.7k adverse which mainly consisted of: - a. Payroll was £63.7k favourable due to vacancies throughout the year. b. Customer Services running costs are £37.7k better than budget mainly due to stationary and training spend being less than expected. c. Bangor Town Hall (£13.7k) and Church Street Offices (£7.6k) running costs were £21.6k lower than budget. d. Insurance costs were £158.2k higher than budget. That was mainly due to increasing insurance provision by £124.3k.
Income - £47.5k (13.5%) better than budget to date. That was due to favourable variances on Registration income (£9.1k), Land and Property income (£19.2k), funding received from LGTG for a Corporate Training leadership programme (£6.8k) and Emergency Planning grant income (£8.6k).
CHIEF EXECUTIVE
Expenditure - £104.4k (8.5%) better than budget to date. This favourable variance was mainly due to payroll costs being £109.7k under budget. The Executive Officer post was vacant (£27.9k) and the Corporate Management budget included an allowance for 2 posts which were not filled (£83.2k). Part of this underspend was used for SIB consultancy. ITEM 8.5 CS.19.6.18
NON-SERVICE INCOME AND EXPENDITURE
Expenditure - £804.5k (11.4%) better than budget to date. 28. The favourable variance was mainly due to interest payable being under budget (£345.3k) as a result of a lag in capital expenditure delaying the need to borrow. The MRP charge for the year was £82.6k lower than budget and the transfers to Repairs and Renewals was showing an underspend of £269.2k as only £0.8k was required in 2017/18.
Income - £135.4k (0.3%) better than budget to date.
e. The Council had been advised by LPS that it would receive a positive APP finalisation of £131.7k. That was an increase of £185.0k on the Quarter 3 forecast which had indicated a clawback of £53.3k.
The graph illustrated the trend of previous years APP estimates and finalisations which shows that downturns in Quarter 3 had been followed by healthy increases in Quarter 4 in the last 2 financial years. That trend had continued in 2017/18 though not to the same magnitude as the previous 2 years.
In addition, the Council had been informed that it would receive a positive De- Rating Grant finalisation of £16.5k. That was an increase of £10.8k on the Quarter 3 estimate (£5.7k).
RECOMMENDED that the Committee notes the report.
AGREED TO RECOMMEND on the proposal of Councillor Muir, seconded by Councillor Kennedy that the recommendation be adopted.
4. BUDGETARY CONTROL REPORT - APRIL 2018 (FILE FIN 45)
PREVIOUSLY CIRCULATED:- Report from the Chief Executive attaching revenue budgetary control report by Directorate and budgetary control report by Income and Expenditure. The Net Cost of Services for the period was £3.35m against a budget of £3.51m, hence, showing an under spend of £165,544 (4.7%) (box C).
Income from District Rates less charges for Capital Financing was £3.90m versus a budget of £3.90m representing £110 (box D) of favourable variances on the same. Consequently, that resulted in the Council having a full surplus at the end of April of £546,454 (box A) compared with a budgeted surplus for the same period of £380,800 (box B) resulting in a favourable variance on expected surplus of £165,654 (box E).
Explanation of Variance
The Budgetary Control Report by Income and Expenditure by Directorate analysed the overall favourable variance (£165,654 – box E on page 10) as expenditure (£198,895 favourable – box F) and income (£33,241 adverse – box G). ITEM 8.5 CS.19.6.18
COMMUNITY & WELLBEING
Expenditure - £59.2k (6.2%) better than budget to date. The favourable variance was mainly made up of the following: -
1. Environmental Health - £6.3k favourable. That was mainly explained by small underspends on payroll (£4.1k) and mileage (£3.6k). 2. Community & Culture - £2.0k adverse. The adverse variance was mainly due to the purchase of office furniture and equipment for the offices at Conway Buildings which was not budgeted for. 3. Leisure & Amenities - £54.7k favourable. a. Payroll £45.1k favourable which was mainly due to underspends in i. Parks and Cemeteries - £14.1k. 6 vacant posts in April which were in the process of being recruited and were expected to be filled by the end of June. ii. Community Centres - £8.6k under budget to date. iii. Leisure Admin - £4.7k. 2 vacant posts in April. iv. Leisure - £17.7k. The Outdoor Recreation Officer post (£1.4k) and Playground Officer post (£1.4k) were currently vacant. There were, also, small underspends in Ards LC (£5.2k), Comber LC (£1.9k), Portaferry (£1.6k) and Sports Development (£2.2k). b. Running costs (excluding payroll) for Ards LC (£3.4k), Comber LC (£2.9k), Portaferry SC (£0.4k) and Londonderry Park (£0.9k) (excluding payroll) were £7.6k under budget to date.
Income - £15.3k (5.4%) better than budget to date. The favourable variance was mainly made up of the following: -
4. Community and Culture - £4.7k favourable. That was made up of a number of small favourable variances North Down Museum (£1.9k), Arts Centre (£1.4k) and Community Development Activity Programmes (£0.7k). 5. Leisure & Amenities - £10.0k favourable. a. Cemeteries income was £5.4k better than budget to date. b. Income at the Leisure Centres (Ards LC £1.9k, Comber LC £3.8k, Portaferry SC £1.0k) and Londonderry Park (£0.3k) was £7.0k better than budget.
ENVIRONMENT
Expenditure - £59.3k (3.3%) better than budget to date. The favourable variance was mainly made up of the following: -
6. Waste and Cleansing Services - £29.7k favourable. a. A combined summary of the main waste stream variances was set out in the table below.
£’000 Commentary Landfill 17.6 0.2k tonnes more than budget ITEM 8.5 CS.19.6.18 Brown/Green bin (6.0) 0.1k tonnes less than budget waste Blue bin waste (3.8) 0.1k tonnes less than budget
HRC waste (10.7) Lower tonnage than budget Total (2.9)
Overall, the main waste stream budgets were showing a favourable variance of £2.9k. b. Payroll costs were £26.4k favourable to date.
7. Assets and Property Services - £14.3k favourable. That was explained by: - a. Property Operations were £5.8k under budget to date. That was mainly due to payroll costs being £4.7k under budget. b. Technical Services were £2.3k under budget to date. That was mainly due to utility costs being slightly under budget. c. Fleet Management was £4.1k under budget to date. That was mainly due to payroll costs showing a small favourable variance (£3.8k). There was a vacant mechanic’s post which was in the process of being filled.
8. Regulatory Services - £15.1k favourable. That was explained by: - a. Payroll costs were £6.3k under budget year to date. A senior administration post in Building Control would be trawled in next few weeks with expectation of being filled in July. b. Small favourable variances on running costs for Licensing (£3.7k) and Neighbourhood Environment Team (£3.1k).
Income - £26.3k (4.4%) worse than budget to date. This adverse variance comprises: 9. Waste & Cleansing Services - £14.3k adverse. That was mainly due to trade waste income (£14.6k) being worse than budget to date. 10. Assets and Property Services - £2.8k favourable. That was mainly due to Donaghadee Harbour berthing fees income being better than budget to date. 11. Building Control & Licensing income - £14.8k adverse. That was mainly due to Building Control income (£5.1k), Property Certificate income (£1.1k) and Car Park income (£5.7k) being slightly behind budget to date. REGENERATION, DEVELOPMENT & PLANNING
Expenditure - £25.4k (5.5%) better than budget to date. That favourable variance was mainly made up of the following: -
12. Regeneration - £3.8k favourable. There were number of small favourable variances on running costs. 13. Economic Development - £2.5k favourable. Similar to Regeneration there were number of small variances on running costs. 14. Planning - £11.9k favourable. a. Payroll £10.0k favourable due to vacancies. Two vacant posts were to be trawled in May and June. ITEM 8.5 CS.19.6.18 15. Tourism - £7.1k favourable. The favourable variance was explained by: - a. Payroll £13.7k favourable. Vacant posts were in the process of being filled. b. Events materials were currently £5.0k over budget due to the purchase of biodegradable cutlery, plates and cups for events.
Income - £24.0k (17.6%) worse than budget to date. That adverse variance was mainly made up of the following: -
16. Economic Development - £4.0k favourable. That was made up of: - a. Signal Centre £3.7k better than budget to date.
17. Planning income - £28.7k adverse a. Planning application income was £28.7k worse than budget to date. There had been a downturn in applications submitted in recent months.
FINANCE & PERFORMANCE
Expenditure - £24.1k (2.8%) better than budget to date.
18. Finance & Performance - £7.1k under budget. That was due to the vacant Director’s post. 19. Finance - £6.2k under budget. Payroll costs were £5.3k under budget. 20. Performance & Projects - £10.8k favourable. Payroll costs were £5.9k under budget and Business Technology running costs were £4.7k under budget.
ORGANISATIONAL DEVELOPMENT & ADMINISTRATION
Expenditure - £24.0k (6.3%) better than budget to date. That favourable variance was mainly made up of the following: -
21. Administration & Customer Services - £21.2k favourable which mainly consists of: - a. Payroll was £18.9k favourable due to vacancies within Compliance, Risk Management and Customer Services which are in the process of being filled.
CHIEF EXECUTIVE
Expenditure - £6.8k (7.1%) better than budget to date. That favourable variance was mainly made up of the following: - b. Corporate Communications - £5.8k favourable. Payroll costs were £5.5k under budget as there were 2 vacant posts which were being recruited. RECOMMENDED that the Council notes the report.
Councillor Smith was pleased to note that the income from both the Ards and Comber Leisure Centres was now showing a surplus and that was in contrast to previous years. He queried how that situation had come about. The Head of ITEM 8.5 CS.19.6.18 Finance did not have that information to hand, but he agreed to come back to the Member with further detail later.
AGREED TO RECOMMEND on the proposal of Alderman Gibson, seconded by Councillor Smart, that the recommendation be adopted.
5. COUNCILLOR ALLOWANCES 2017/18 (FIN 23) (Appendix I)
PREVIOUSLY CIRCULATED:- Report from the Chief Executive attaching Ards and North Down Payment to Councillors 2017/18. The report detailed that in accordance with the Local Government Finance Act (NI) 2011, Regulation 11 of the Local Government (Payments to Councillors) Regulations (NI) 2012 and the Council’s Publication Scheme, the Council was required to publish the total payments made to each Councillor in each financial year.
The payments made to Councillors in the 2017/18 financial year were in accordance with the version 5 of Scheme of Allowances effective from 1 April 2017. The minimum information which was required to be published in relation to those payments was detailed within section 10 of the Scheme and was broken down into two categories as follows:
Allowances Paid - payments made by Ards and North Down Borough Council directly to Councillors; and
Other Costs - travel and subsistence payments and expense payments made to other bodies in relation to activities undertaken by Councillors on behalf of Ards and North Down Borough Council.
RECOMMENDED that Council note the report.
AGREED on the proposal of Alderman Gibson, seconded by Councillor Muir that the recommendation be adopted.
6. 2017/18 ANNUAL PRUDENTIAL INDICATORS AND TREASURY MANAGEMENT REPORT (FIN 45)
PREVIOUSLY CIRCULATED:- Report from the Chief Executive detailing that the Local Government Finance Act (NI) 2011, and the supporting Prudential and Treasury Codes, issued by the Chartered Institute of Public Finance and Accountancy (CIPFA), required the Council to approve financial policies and strategies for its capital financing and treasury management activities. As a minimum, the Council was required to receive and approve an annual strategy at the commencement of the year, a mid-year review and an annual report after the close of each financial year.
The report met the last requirement of an annual report for the 2017/18 financial year. The purpose of the report was to highlight performance against the Prudential Indicators which were set for capital expenditure, capital financing and treasury ITEM 8.5 CS.19.6.18 management activities set out in the Council’s annual strategy, which was approved in February 2017.
Note that the annual strategy for 2018/19 was approved in February 2018. Members would receive the mid-year review for the strategy in the Autumn of 2018 and the annual report in the summer of 2019.
1 Capital Expenditure & Financing
The Act and CIPFA’s Prudential Code required the Council to set and monitor a series of Prudential Indicators (PIs) for capital expenditure and financing which ensure that, within a clear framework, the capital investment plans of the Council were affordable, prudent and sustainable.
1.1 Capital Expenditure
The following table summarised the total amount of capital expenditure incurred during 2017/18 compared to the original estimate approved by Council.
Estimate Actual Variance Indicator £’000 £’000 £’000 Capital Expenditure 2017/18 33,884 19,219 14,665
The variance in actual expenditure for the 2017/18 year, which was below the estimate by approx. £14.6m, was primarily due to time slippages on the following schemes, resulting in re-profiling of the budgets to later years:
Replacement Leisure Facility, Newtownards - £9.0m; Peace 4 Shared Spaces Projects - £1.0m; Portaferry Parkland - £1.0m; Tennis Courts, Sports Pitches and Play Parks - £1.1m Council Cemetery Provision - £0.6m; Replacement Plant & Equipment - £0.5m
1.2 Capital Resourcing
The table below summarised how the capital expenditure for 2017/18 of £19.2m had been financed: £ Capital Expenditure 2017/18 19,219,215 Financed by: Capital Receipts Reserve (1,013,287) Grants (978,102) Revenue (136,358) Repairs and Renewals Fund (21,912) ITEM 8.5 CS.19.6.18
Earmarked Fund / Innovation Fund (18,256) Balance to be met from borrowings 17,051,300
The unfinanced balance of £17m was required to be met from borrowings. That formed part of the Capital Financing Requirement (see 1.3 below) and was financed through an annual charge for minimum revenue provision (MRP).
1.3 Capital Financing Requirement
The Council’s underlying need to borrow to finance capital expenditure was termed the Capital Financing Requirement (CFR). The CFR was simply the total cumulative historic capital expenditure which had not yet been met from either revenue or capital resources.
The actual positions on the CFR and Gross Borrowing at 31/03/18 compared to the estimates were as follows:
Estimate Actual 31/03/18 31/03/18 Indicator £’000 £’000 Capital Financing Requirement 86,577 72,846 Gross Borrowing 82,640 60,407 Under/(Over) Borrowing Requirement 3,937 12,439
The change from the estimated position to the actual position was a consequence of the underspend on capital expenditure resulting from slippages in those schemes outlined in section 1.1 above.
The under-borrowing position at 31 March 2018 of approx. £12.4m indicated that historic capital expenditure had been temporarily financed from internal revenue resources. It was expected that borrowings of approx. £30m would be required to be taken out during 2018/19 for the historic and current year capital expenditure. To meet the requirement, management would continue to work with Arlingclose to develop the most appropriate borrowing strategy. That was expected to consider a mix of both short term and long term loans, helping to reduce interest costs.
In order to ensure that borrowing levels are prudent over the medium term, the Council’s gross external borrowing should not, except in the short term, exceed the total of the CFR in the preceding year plus the estimates of any additional CFR for the current and following two financial years. The forecast CFR for 31/03/21 (based on the Council’s latest approved capital investment plan) was approx. £136m. In that regard, it was considered that the Council’s borrowing level at 31 March 2018 of £60.4m was prudent.
1.4 External Borrowings
During 2017/18, one new loan of £10m was taken out. ITEM 8.5 CS.19.6.18
Loan principal repayments of £2,951,877 were made on existing loans during the year. That resulted in a level of external borrowings at 31 March 2018 of £60,406,982.
The maximum gross borrowings at any point during the year was £63,358,859. That meant that Council maintained its borrowings within both its authorised limit and operational boundary during the year, as can be seen from the table below.
2017/18 Indicator £’000 Authorised Borrowing Limit ^ 87,640 Operational Boundary for External Borrowing * 82,640 Maximum Gross Borrowing 63,359
* The operational boundary – the operational boundary is the expected borrowing position of the Council during the year and is based on expenditure and cash flow modelling. Periods where the actual position is either below or over the boundary are acceptable subject to the authorised limit not being breached.
^ The authorised limit - Section 13 of the Local Government Finance Act (Northern Ireland) 2011 requires the Council to set an authorised limit for borrowing. During the Estimates process the Council agreed this as the operational boundary plus £5 million and it does not have the power to borrow above this level.
1.5 Ratio of Financing Costs to Net Revenue Stream
The indicator measured the proportion of the revenue budget that was allocated to finance capital expenditure and the table below showed that the actual for the year was comparable to the estimate. (The term ‘financing costs’ includes both minimum revenue provision and interest payments.)
2017/18 Indicator % Financing costs as a % of net revenue – Actual 13.1% Financing costs as a % of net revenue – Estimate 14.0%
1.6 Debt Rescheduling and Average Interest Rates
Officers were not able to avail of any debt rescheduling opportunities during the year as the combination of relatively low interest rates and the differential of 1% between new borrowing rates and premature repayment rates on government loans did not create any viable options.
ITEM 8.5 CS.19.6.18 The average interest rate for the Council’s total debt portfolio at 31 March 2018 was 5.96%.
2 Treasury Management
The Councils Treasury Management Policy and Strategy adopted the key principles of CIPFAs Code of Practice and have been set in accordance with the guidance issued by the Department of the Environment (now the Department for Communities).
2.1 Investment Strategy 2017-18
The objectives of the Council’s investment strategy were safeguarding the repayment of the principal and interest on its investments on time, with the investment return being a secondary objective. As with previous years, the investment climate for 2017/18 was one of overriding risk consideration, particularly that of counterparty risk. As a result, implementation of the operational investment strategy during the year required short-term investments, when funds were available, to be placed with the Council’s approved high quality counterparties.
For the year to 31 March 2018, Council earned interest of £9,178 having entered into investment deals with the approved financial institutions summarised below.
Average Average Average Interest Deposit Interest Term Earned Size Rate Bank of Scotland £1.1m 53 days 0.26% £ 2,713 Lloyd £2.0m 16 days 0.12% £ 307 Barclays Savings - - 0.26% £ 3,547 Santander Call A/c - - 0.15% £ 2,611 Total £ 9,178
The Council’s limit for total principal sums invested for periods longer than 364 days was £500k. During 2017/18, the Council did not enter into any investments which were for periods longer than 364 days.
2.2 Debt Related Treasury Activity Limits
There were three debt related treasury activity limits. The purpose of those were to restrain the activity of the treasury function within certain limits, thereby managing risk and reducing the impact of any adverse movement in interest rates. However, if those were set to be too restrictive they would impair the opportunities to reduce costs / improve performance. The indicators were:
Upper limits on variable interest rate exposure. That identified a maximum limit for variable interest rates based upon the debt position net of investments; ITEM 8.5 CS.19.6.18 Upper limits on fixed interest rate exposure. That was similar to the previous indicator and covers a maximum limit on fixed interest rates; Maturity structure of borrowing. Those gross limits were set to reduce the Council’s exposure to large fixed rate sums falling due for refinancing, and were required for upper and lower limits.
The table below shows the position at 31 March 2018 against the limits set for the year for each those indicators. The Council remained within the limits set for all indicators. Limit set Actual at Interest rate exposures for 2017/18 31/03/17
Quantity of debt held at variable interest rates - upper limit 30% 3%
Quantity of debt held at fixed interest rates - upper limit 100% 97%
Lower Limit Upper Limit Actual at Maturity structure of fixed interest set for set for 31/03/17 rate borrowing 2016/17 2016/17
Under 12 months 0% 15% 4.1%
12 months to 2 years 0% 15% 4.1%
2 years to 5 years 0% 20% 14.0%
5 years to 10 years 0% 30% 21.0%
10 years and above 30% 80% 56.8%
RECOMMENDED that Council notes the 2017/18 Annual Report on the Prudential Indicators for capital expenditure, capital financing and treasury management activities.
AGREED TO RECOMMEND on the proposal of Councillor Kennedy, seconded by Councillor Muir, that the recommendation be adopted.
7. PERFORMANCE REPORTING Q4 2017 – 18
Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement Council approved the Performance Management Policy and Handbook in October 2015. The Performance Management Handbook outlines the approach to Performance Planning and Management process as:
Community Plan – published every 10-15 years Corporate Plan – published every 4 years (2015-2019 plan in operation) ITEM 8.5 CS.19.6.18 Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 sets out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outline how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.
Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
(a) Corporate Communications
PREVIOUSLY CIRCULATED:- Report from the Chief Executive detailing the undernoted:-
Key points to note:
During the period staff changes had once again had an impact on the team’s performance; with 40% of posts now being filled by temporary agency workers. Due to staff changes, delivery of the Residents’ Satisfaction Survey was not progressed during this quarter. Significant progress had been made across all service areas in terms of PR planning. That was helping to maximise positive, and minimise negative, PR stories across all directorates.
Key achievements:
Delivery of nine engagement sessions for 450 staff to consider the results of the Employee Engagement Survey and the actions Council could take to make the organisation a better place to work between 25 and 31 January 2018. Increase in social media traffic of 14% across the three corporate channels – facebook, twitter and Instagram. Appointment of a range of corporate tenders for multi-media activity cross Council e.g. print, outdoor advertising and banners.
Emerging issues: ITEM 8.5 CS.19.6.18
Significant increase in customer service queries coming through social media; require careful management to prevent negativity. New internal communications initiatives in progress arising from feedback at the engagement sessions e.g. internal events calendar, award and recognition scheme. Work required on a new framework for managing all social media sites across Council in order to comply with the requirements in the social media audit completed in March.
Action to be taken:
Work to be undertaken to refresh and update the Council image library in line with GDPR requirements. A review to be undertaken of the Council’s website with a view to moving the site to a new CMS platform in 2019 – in order to enhance and improve the users experience.
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND on the proposal of Alderman Carson, seconded by Councillor Chambers that the recommendation be adopted.
(b) Community Planning
PREVIOUSLY CIRCULATED:- Report from the Chief Executive detailing the undernoted:-
Key points to note:
The budget figures and report on expenditure were draft as the 2017-18 accounts had not been closed off and finalised yet. It was unlikely that that figure would change significantly.
The Community Planning Service consists of two full time members of staff. Staff attendance of 95% was not achieved. A larger service was more likely to absorb any period of sickness from two staff members.
During 2017-18 the Community Planning Service focused on working with community planning partners to create delivery plans for each of the Thematic Wellbeing Groups – Social, Economic and Environmental. The first iteration of these live plan was endorsed by the Strategic Community Planning Partnership on 14 December 2018. As initial delivery plans were not in place until the end of 2017, large scale public engagement events were not a priority. Therefore, the annual target to gather feedback from 500 stakeholders was not achieved. Public engagement would be used during 2018-19 to further develop the delivery plans.
Key achievements:
ITEM 8.5 CS.19.6.18 Three Delivery Plans with 78 headline actions were endorsed by the Strategic Community Planning Partnership. The Delivery Plans contained actions from all Statutory Partners as well as some government departments. Delivery plans help to improve collaboration across partners and map many of the existing services on offer.
During the Big Conversation the Community Planning Service piloted ‘The Big Game’ with students from SERC and with a public focus group. The Big Game provides as alternative method of stakeholder engagement that helps players focus on participatory planning. Considerable work has gone into designing the Big Game and following the pilots has been refined. It would be used with stakeholders (public, community and voluntary sector as well as strategic partners) to help them consider the actions identified within the delivery plans and use them to undertake a participatory planning exercise. That was where participants review some proposed actions under relevant community planning themes, make an assessment of the budgetary requirements and the partners that should be involved, before considering the impact that external (shocks) influences may have on the impact of a proposed action. The Big Game was designed to help players think of the bigger picture before reaching their conclusions on the most sensible course of action. The Big Game could be played at different levels and adapted according to the audience. The methodology could also be adapted so it can be used for other consultation/capacity building activities.
The 3rd Sector Community Planning Forum held its first meeting in January and elected a Chairperson and Vice-chairperson. They elected five of their members to form a smaller Executive Group to provide the strategic leadership for the Forum. This groups helps coordinate the voice of the sector.
An Age Friendly Alliance and a Community Resuscitation Forum had been established to take forward elements of the Delivery Plan.
Emerging issues:
Community planning was a statutory function that councils in Northern Ireland were responsible for facilitating. Discussions had been taking place on the likely reporting requirements. The guidance on community planning required a progress statement to be published two years from the date of the publication of the community plan. The statement was likely to focus on community planning processes and how they have been implemented across the council area. A Monitoring and Reporting Group had been established by the Department for Communities to input onto an official ‘Performance and Reporting’ Guidance Document. That document was likely to contain more specific information on what the two-year statement should contain. It may also contain some requirements on how the impact of community planning should be reported. It was likely that the guidance document will advocate an outcome based approach in line with the draft Programme for Government.
ITEM 8.5 CS.19.6.18 Each headline action in Ards and North Down’s Delivery Plans, required a separate ‘Turning the Curve Report’ and ‘Performance Score Card’. The approach would help when it comes to meeting any requirements as stipulated by the Monitoring and Reporting Guidelines.
The Community Planning Service was working at maximum capacity and its resources are being stretched as community planning grows and reporting requirements were finalised. With 18 strategic partners, 6 government partners, over 40 community and voluntary sector partners and many internal council partners, co-ordinating the delivery, monitoring and reporting of activities would be challenging. Expectations on what the Service was able to achieve and what was required within the community planning legislation would need to carefully management, especially considering the varied strategic, operational (thematic) and community needs of the partnership.
Action to be taken:
Work with the Strategic Community Planning Partnership to agree higher level collaborative actions. Consider the recommendations from the Monitoring and Reporting guidance and ensure that all requirements comply with the timeline for community planning. Continue to work with the Thematic Wellbeing Groups to further develop the Delivery Plans and write ‘Turning the Curve Reports’ and ‘Performance Score Cards’. Promote Community Planning progress to public stakeholders and gather feedback on priority actions.
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND on the proposal of Alderman Carson, seconded by Councillor Chambers that the recommendation be adopted.
(c) Finance
PREVIOUSLY CIRCULATED:- Report from the Chief Executive detailing the undernoted:-
Key points to note:
Spend against budget – o Payroll costs were £142.2k lower than budget to date. NILGOSC additional capital contributions are £62.2k less than budget. Finance staffing was £55.4k under budget to date due to a vacant post. o Provisions made for long running outstanding legal issues had increased by £78.9k. Staff attendance for quarter 4 has fallen to its lowest for the year, sitting at 78%% in the fourth quarter. Over the year attendance had be 83%. All the ITEM 8.5 CS.19.6.18 long-term absences had now been resolved, which, it was expected would result in an improvement in the new financial year.
Key achievements:
Almost 40% of Employee Payments documents were issued electronically in the course of the year. The number of staff trained in operation of financial system was currently 166% of the target. The highest quarterly percentage of creditors paid within 30 calendar days since April 2015 was achieved this quarter – 87%. The percentage of sales invoices delivered electronically for quarter 4 was 65%. Performance over the year has exceeded the target for the year, despite the system only being implemented in the quarter 3. Performance with respect to the issuing of budgetary control reports to Service Unit Managers has improved further in quarter 4, again with the best performance since April 2015.
Action to be taken:
Implementation of the Integrated HR, Payroll, Expenses, Time and Attendance system was scheduled to commence in September. A project team would meet to discuss the implementation of the Purchase to Pay system that month and it was expected that work would commence on the implementation of the system later in the year. Work on developing a new suite of Finance policies has commenced. It was expected that initial consultations with CLT, HoST and SUMs would commence over the summer for the following policies – Pricing and Income, Asset Management, Financial Assistance and Budgeting. More robust month-end procedures are expected to be put in place during the new financial year.
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND on the proposal of Alderman Carson, seconded by Councillor Chambers that the recommendation be adopted.
(d) Performance and Projects Service
PREVIOUSLY CIRCULATED:- Report from the Head of Performance and Projects detailing the undernoted:-
Key points to note:
The reports on progress against the Service Plan KPIs. As it was the final report for the 17/18 year it reported on progress against all KPIs. Financial KPIs were subject to minor variation upon finalisation of 2016/17 accounts ITEM 8.5 CS.19.6.18
Key achievements:
Delivery within financial budget and cost per head of population. No successful procurement challenges during the year. Over £89k contract savings vs estimates, despite inflationary pressures. Examples include Christmas lighting, village plan updates, car park strategy and public realm post project evaluations. All audits on Service satisfactory. Progressed upgrade to Windows 10 operating system for 70% of Council’s computers. Implemented further protections against computer viruses and malware Migration of computer files to new shared drive with minimal planned downtime. This provides for a more organised filing structure with permissions based access, supporting GDPR compliance. Continued high level of service desk delivery while absorbing increase in user base and devices. Rollout of managed print service project by Performance Improvement Unit supported by Business Technology Unit. Rollout of performance improvement projects such as new printers with costs down 64% to date since then. Also redesigned and e-enabled processes and tools for HR&OD (including absence and TOIL calculators, declaration of interests process) and Harbours to be more effective and efficient. Managing 11 capital projects in delivery plus (with green RAG status against Programme, Budget and Scope/Quality), and involved in 6 projects in development and 18 schemes at concept stage. Successful submission of Design Proposal for Departmental funding towards the Newtownards to Comber leg of the Greenways Network New Leisure Centre progress on track: structural steelwork, external and internal blockwork, roof and roof-lights all completed and pool basins constructed
Emerging issues:
Below target attendance primarily due to the long-term absence of one member of staff - which has a disproportionate affect in a relatively small team. Attendance remains above Council average. Budget underspend due to slower development of some project concepts. Budgets have been reviewed for the 2018/19 year. Delay on project management policy and capital project handbook due to current workload and staff absence though projects operating in standardised approach to draft handbook in interim. Intention was to finalise for Council approval before end of 2018. *New target for proportion of Council expenditure through tendered contracts should be reported against gross rather than net spend in hindsight and is therefore below initial 40% target. Performance was increasing however, with 26% now via tendered contracts and savings of over £89k this year. ITEM 8.5 CS.19.6.18 Unable to report on 2 measures (GIS training and increased technology utilisation) due to current lack of data capture – that would be addressed for 2018/19.
Action to be taken:
Amend 2018/19 Service Plan target for “% total Council spend via contracts” to 30%.
RECOMMENDED that the Council notes the content of this report and adopts actions above.
AGREED TO RECOMMEND on the proposal of Alderman Carson, seconded by Councillor Chambers that the recommendation be adopted.
(e) Administration
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration
Key points to note:
While the section achieved the majority of its objectives this year, some objectives were not met for a variety of reasons. o Staff attendance sat at 91.65% at end of March 2018 for the Administration section, well below the target of 95%. This was attributable to long term sick amongst a number of employees, some of whom have suffered (and continue to suffer from) very serious illnesses and injuries. Subsequently, one member of the team had retired on ill health grounds. o Work was ongoing across the Council to identify the best and most consistent means of measuring staff and customer satisfaction. The former was now incorporated into the Organisational Development Plan, while the latter was a key feature of the Customer Service Excellence Strategy and Action Plan. o The Information Management (Compliance) Section did not meet its target of responding to requests for information under the FOI Act 2000 and Environmental Information Regulations 2014 within the statutory timeframe. It was worth noting, however, that this small section received and processed 694 requests (a 62% increase on 2016-17). The requests for information were increasingly complex in nature and the response times rely on cross Directorate co-operation. Added to that, the section was currently dealing with investigations being carried out by the ICO into complaints from individuals who are unhappy with the information they receive. (These were largely Planning related requests). In addition, the section has worked tirelessly to ensure the smooth implementation of the General Data Protection Regulation in May 2018. The Information Management Officer post was currently vacant but due to be filled at the beginning of July 2018, the incumbent officer having been appointed as Data Protection Officer. That was a ITEM 8.5 CS.19.6.18 new post required under the GDPR. While 7% of information requests did not receive a response until after the statutory time had elapsed, the average response time was 10 days. o The section received satisfactory audit reports between April 2017 and March 2018 in the following areas:- . Safeguarding . Equality and Disability . Lands and Lease Management o The initiative to place identified surplus assets on the open market was postponed pending work by the Strategic Investment Board to consider best use of the Council’s estate and the needs of the public and other sectors in their entirety.
Key achievements:
As part of its drive to ensure Customer Service Excellence, the Council last year introduced a Behaviour Charter for all employees. The Council tendered for the delivery of an innovative Positive Behaviour Training programme intended to embed high standards of customer service and the behaviours identified as fitting with the Council’s values. The Administration Service Plan identified a challenging target and strove to deliver the training to 75% of the entire workforce. 693 employees attended the training, equating to 86.51% of the workforce, exceeding the target by more than 10%. The training was generally very well received, with the vast majority of attendees reporting that they would change their behaviours for the better as a result of it, having gained more understanding of the customer (both internal and external) experience. A questionnaire was being issued to a random sample of participants to measure the impact of the training in the longer term. This successful roll out of this training was attributable to the close working of colleagues in the Customer Services section and Organisational Development section and their tireless communication with managers across the organisation. The Council was assessed in March 2018 by North West Employers and has subsequently achieved Level 1 accreditation for its successful implementation of the Elected Member Development Charter. This follows a year of focused and close working with elected members, led by Organisational Development and Democratic Services sections, to provide a range of developmental courses.
Emerging issues:
The level of resources available to ensure that targets were met remains challenging. Consideration may need to be given in the coming year to bolstering staffing in areas where workload was increasing exponentially.
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND on the proposal of Alderman Carson, seconded by Councillor Chambers that the recommendation be adopted.
ITEM 8.5 CS.19.6.18 (f) Human Resources & Organisational Development
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration
Key points to note:
Within the HR and OD Service Plan there were a total of 11 Key Performance indicators, 8 of which were measured every quarter and 3 that were measured annually, therefore all 11 KPIs were measured in that final quarter of the year. The report showed that only one of the KPIs had been met at the end of the 2017/2018 financial year, one target was borderline and 8 had not been met. The remaining KPI was not measured due to data not yet being available. The particular data would be obtained for next years’ report and was the target relating to staff satisfaction levels within the HR and OD service. It was evident from those results that the majority of KPIs had not been met at the end of quarter 4. That, however, did not seem consistent with the amount of work that had been completed in each of the HR and OD sections i.e. Employee Relations, Employee Development and Employee Resourcing. Despite the fact that great progress had been made in all of these areas in an attempt to achieve the high targets set, it has only been possible to achieve one of those. It was evidenced throughout the report that extensive work had been completed by all members of the HR and OD team in relation to these targets. There were circumstances outside of the Service’s control that led to some of the targets not being achieved.
Target achieved:
1. The majority of key HR and OD policies had been developed and implemented; the section was now working on further developing new policies and commencing the review process of policies implemented in 2015.
Borderline target
1. The KPI which had been rated as borderline was % spend against budget. In the first 3 quarters that indicator has always been positive whereas at the end of the year it was borderline due to an annual overspend of 8.67%. The overspend had been most significant in the Employee Relations Section due to increasing solicitors fees due to complex legal matters arising including those related to Industrial Tribunal Claims against the Council. In addition to this, the budget was overspent due to high sickness levels leading to higher occupational health costs. Other reasons as to why the HR and OD service was slightly over budget was due to two assessment centres which took place in connection with the Director of Finance and Performance position and Positive Behaviour training which was provided for all staff.
Targets which have not been met
1. 72.88% of employees have now been assimilated/recruited into posts within ITEM 8.5 CS.19.6.18 the new Council structures, however, although that was an increase from 68.5% last month, it was below the 100% target set. The Employee Resourcing section continues to work with managers to increase this percentage, however, there are issues outside of the control of HR and OD. Until agreed structures were submitted to the Employee Resourcing section, no progress could be made. At present the section was working closely with Leisure Managers to complete the new Leisure structure. 2. The average days lost per employee in sickness absence across the Council remains below the target of 12 days per employee and at the end of the final quarter was 16.16. The section was doing everything possible within the confines of existing policies to manage staff absenteeism. The majority of that absence was long term in nature, which was the most difficult type to manage as employees were either absent with serious illnesses or on NHS waiting lists requiring an operation. The Employee Relations section works closely with managers to ensure everything possible was being put in place to decrease staff absenteeism. For example stress (some of which was work related) was an area where perhaps some research could be carried out to find out why employees are off with stress and if anything possible can be done to decrease stress levels within the workplace. At present stress was managed on a case to case basis with advice from Occupational Health. 3. The target of 95% with regard to Staff attendance within the HR and OD service had not been met this quarter. Three members of staff were on long term sickness throughout the last year. However, one of these members of staff had returned following a broken ankle, another was no longer employed by the Council. The remaining member of staff remains on long term absence. All 3 staff have been/are being managed in line with the Council’s Absence Policy. 4. The number of staff who have attended Absence policy training had fallen from 99% in the middle of the year to 75%. That as however, a misleading result. That was because at the end of quarter two 99% of staff had received this training, that had only dropped in the second half of the year as there have been a considerable amount of new starts who have not yet received training. Therefore, that figure would go up and down throughout the year dependant on when new staff are recruited. 5. 55% of staff have received their Pride in Performance Conversation this year, which was well below the 80% target. It was anticipated that the percentage would rise in the incoming year as under ‘Our People Plan’ the Council had given an undertaking to ensure these crucial conversations are carried out in all areas. 6. There were 3 sections targeted for HR to endeavour to remove barriers in order to fill the new structures, these were 1) planning/regeneration/development, 2) finance and 3) cleansing. The restructuring process had been completed in Finance, little progress had been made in the other 2 areas meaning that HR had not met its target in the quarter. With regard to the Planning/Regeneration/Development Directorate, a report was currently being prepared by the Director of the area with a view to this going to Council for approval in the near future. With regard to Planning staff who transferred to the Council under TUPE, these staff have been given the option to transfer over to Council terms and conditions, but these issues are still under consultation with trade unions and staff. With regard to ITEM 8.5 CS.19.6.18 cleansing some progress had been made at supervisory level, however HR are awaiting the remaining structures, so that staff can either be appointed or assimilated into existing roles. 7. The annual target with regard to the number of staff receiving engagement training following recommendations made in the IIP report was set at 60%. Engagement sessions in the form of Road Shows led by the Chief Executive were offered to all members of staff. 56.25% attended these sessions, which was just under the target set.
An annual target was set that 100% of recruitment exercises be completed within 6 weeks (from date of advertisement to job offer). 68% of recruitment exercises were completed within this time period. In reality 14 out of 19 exercises were completed within the 6 week period. Those that were not, was due to panel members not being available, interviews having to be rescheduled and some posts having an additional layer added to them in the form of candidates having to be tested.
Key achievements:
Considerable work had taken place within the Resourcing section of HR and OD in the past year and although 100% of structures have not been filled, the figure had risen from 55% at the end of last year to 72.88% at the end of this year. A draft whistle blowing policy was currently being consulted on, this draft policy had been on the SCC agenda and was currently awaiting feedback from Trade Unions. The Employee Relations section continued to deal with a wide range of issues under the Disciplinary/Dignity at Work and Absence Policies The Organisational Development section had held workshops with groups of employees across the organisation to assess their training needs so that suitable training courses may be sources and provided. The Council achieved Members’ Charter accreditation at the end of March. The final version of the Additional Hours policy was implemented from 1 January 2018 Nineteen external recruitment exercises have been carried out in addition to the internal restructuring and assimilation process. Continuing work with regard to IIP had taken place, whereby a survey was carried out by the IIP consultant, the results delivered to staff and feedback obtained, this resulted in the drafting of ‘Our People Plan’ and an overarching OD strategy for the Council
Emerging issues:
The HR and OD Service needed to continue to work towards removing barriers to filling Council structures. It was recognised that until these are filled, there would be a negative impact on any positive Organisational Development Work. The HR and OD service need to support the Council in assisting with any HR issues within ‘Our People Plan’.
ITEM 8.5 CS.19.6.18 Action to be taken:
An absence action plan needs to be introduced in an attempt to look at ideas to decrease absenteeism The service continues to work alongside the Administration Service to ensure the overarching OD strategy for the entire organisation was implemented Working groups that have been set up to look specifically at 1) a review of the flexible working policy and 2) a review of shift working practices need to meet more regularly to progress those issues.
RECOMMENDED that the Council notes the report.
AGREED TO RECOMMEND on the proposal of Councillor Carson, seconded by Councillor Chambers, that the recommendation be adopted.
8. PROPOSED CHANGES TO CORPORATE PLANNING
PREVIOUSLY CIRCULATED:- Report from the Chief Executive detailed that in 2017 the Corporate Leadership Team initiated a review of the Council’s Corporate Plan 2015-2019. The review was undertaken by a cross-council task and finish group comprising of:
Corporate Communications Manager Community Planning Manager Executive Officer Performance Improvement Manager Head of Performance and Projects
The group considered the content of the current Corporate Plan as well as the approach to corporate planning in the context of the Council’s overall performance framework.
The current Corporate Plan covered 2015-2019. Since that was published, the Community Plan (Big Plan) had been developed and agreed so there was now a need to reflect that in the Corporate Plan. It was therefore proposed that the Corporate Plan had minor revisions made to it to address this.
In addition, at present the timing of the Corporate Plan was not aligned with Council cycles. It was proposed that timing should be realigned to better fit with the Council cycle i.e. providing for a ‘lag’ period between the election of a new Council and the publication of the Corporate Plan – giving opportunity for that new Council to shape the direction during their term. In practice this would mean:
1. Extension of the current Corporate Plan, with minor amendments to reflect how it links to the Big Plan, to include the period April 2019-March 2020. 2. The publication of the next full Corporate Plan in April 2020 (covering 2020- 2024), following election of the new Council circa May 2019. ITEM 8.5 CS.19.6.18 Subject to Council adoption of the report, a draft would be provided to cover point 1 within the next few months. Work on the next Corporate Plan 2020-2024 would take place during 2019 to include internal and external engagement. The revised Plan should align with the Big Plan and adopt an Outcomes Based Accountability (OBA) approach and encourage continued alignment between Community, Corporate, Performance Improvement and Service Plans and various Council Strategies. The Community Planning and Performance Improvement teams would continue to liaise on the closer alignment of processes and templates to support that.
RECOMMENDED that: 1. The Corporate Planning cycle is amended to align with Council cycles, with the next ‘full’ plan period commencing April 2020. 2. The current Corporate Plan is updated and extended to 2015-2020, subject to Council approval of the revised draft in due course.
AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Councillor Smith that the recommendation be adopted.
(Councillor Keery entered the meeting at 7.10 pm)
9. PERFORMANCE MANAGEMENT POLICY – UPDATE (FILE 260501) (Appendix II)
PREVIOUSLY CIRCULATED:- Report from the Chief Executive attaching Performance Management Policy and PERFORM Handbook. The report detailed that the Local Government Act (NI) 2014 put in place a new framework to support the continuous improvement in the delivery of council services in the context of strategic objectives and issues that were important to those who receive the services. Council was required to gather information to assess improvement in its services and to issue a report annually on performance against indicators either set themselves or that have been set by the department.
To fulfil their requirements under the Act, Council put in place a Performance Management Policy and supporting handbook which sets out the Council’s approach to Performance Management and Members approved the Policy in October 2015. The policy had now been updated to reflect the current reporting arrangements.
RECOMMENDED that the Performance Management Policy is adopted.
AGREED TO RECOMMEND, on the proposal of Alderman Graham, seconded by Councillor Smart, that the recommendation be adopted.
10. DRAFT PERFORMANCE MANAGEMENT PLAN 2018/19 (FILE 260501) (Appendix III & IV)
ITEM 8.5 CS.19.6.18 PREVIOUSLY CIRCULATED:- Report from the Head of Performance and Projects attaching Draft Performance Improvement Plan. The report detailed that the Local Government Act (Northern Ireland) 2014 put in place a new framework to support the continuous improvement in the delivery of Council services in the context of strategic objectives and issues that were important to those who received the services.
Council was required to gather information to assess improvement in its services and to issue an annual report on performance against indicators either set by themselves or that have been set by department. Specifically, that required the publication of a Performance Improvement Plan (PIP) on an annual basis.
Members should note that the objectives and actions in the Performance Improvement Plan directly related to the Corporate Objectives as set out in the Council’s Corporate Plan 2015-19, the linkages could be viewed in the appendix of the PIP.
The draft PIP was developed, based on:
Outcomes identified in the Big Plan for Ards and North Down; Priorities identified in the Corporate Plan based on input from Elected Members, officers and wider consultation; Improvement initiatives identified during the Budget and Service Planning process; Feedback from residents and stakeholders arising from consultation on the Performance Improvement Plan 2018/19; Feedback from the Your Opinion Matters campaign.
The draft plan was the subject of public consultation between 20 April and 1 June 2018 via:
press advertisement; Council website and social media; email to key stakeholders including elected members, equality and community planning groups; Ards and North Down Business News; ANDi – staff intranet.
Participants were asked if they agreed, disagreed or were not sure about the 7 priority objectives we were including in the Performance Improvement Plan. We received 29 responses to our public consultation 75.86% from Residents; 6.90% from Community Groups and 13.79% from Statutory Partners, 20.69% from Staff and 24.14% Others (it should be noted that respondents were invited to select multiple interest categories).
Consultation closed on 1 June 2018 and the Performance Improvement Plan had been updated to reflect feedback received through the process.
ITEM 8.5 CS.19.6.18 Council were required by DoE to publish our PIP by 30 June 2018 and the plan would be subject to Audit by the NIAO. The outcome of the Audit would be reported to Council in due course.
RECOMMENDED that the Performance Improvement Plan is approved and published.
Councillor Smith thanked the officers for the extensive information in the Plan. It was also encouraging to note that locally people wanted to do more for their communities and themselves. Alderman Girvan agreed with those sentiments and commended officers on the depth of work taken to produce the report.
AGREED TO RECOMMEND, on the proposal of Alderman Girvan, seconded by Alderman Graham that the recommendation be adopted.
11. ULSTER UNIVERSITY COMMUNITY FELLOWSHIP PROJECT
PREVIOUSLY CIRCULATED:- Report from the Chief Executive detailing that the Ulster University was keen to work in partnership with local Councils to launch the Community Fellowship Programme. The programme would work with 11 ‘fellows’ from the third sector and representatives from the University to engage in professional development and to contribute to the design of community-based education focussing on local needs. Potential fellows would apply for the position and one from each Council area would be selected based on the quality of the application submitted. It was envisaged that fellows would be in post by September 2018.
The Ulster University had requested that Ards and North Down Borough Council support the programme and agree to: Raise awareness of the role to relevant partners in the third sector when it was advertised i.e., through community databases, social media, retweets etc. Provide a room to carry out interviews. Identify a council forum or committee that the appointed Fellow can become a member of. Identify a key point of contact between Fellow and Community Planning Team at Ards and North Down Borough Council. Key contact should be able to provide an input into the induction of Fellow as part of the overall induction process. Investigate further initiatives between Ards and North Down Borough Council and Ulster University. Host a session with all Fellows on Council premises in year 2. Liaise with Community team at Ulster for reports and updates.
The University was also offering a mentoring service where academics and students would partner the Council on a range of projects such as research, support for vulnerable groups such as children in care partnered with the social work department, murals and craft projects in schools with the art department, speech and language projects with the speech therapy department and locality planning with the town planning department. ITEM 8.5 CS.19.6.18
The Community Fellowship programme would help contribute to outcome one of the Big Plan: All people in Ards and North Down fulfil their lifelong potential.
RECOMMENDED the Council note the recruitment and appointment of a Community Fellow for Ards and North Down and the links to the University for support with a range of other potential projects.
AGREED TO RECOMMEND, on the proposal of Alderman Graham, seconded by Councillor Chambers that the recommendation be adopted.
12. INTERNAL WASTE MANAGEMENT STRATEGY (SUS 2) (Appendix V)
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration detailing that the Council approved the Sustainable Waste Resource Management Strategy in January 2016 and there were a number of key drivers in the development of the strategy including:
The very significant financial implications of our waste management services, which accounted for around £15.5 million (one third) of the Council’s total net
expenditure – including over £4.2 million paid annually in landfill tax. The certainty that these cost burdens would continue to rise significantly, not
least through rising landfill gate fees and rising rates of landfill tax. The legal requirements placed upon Council to achieve landfill diversion and recycling targets and ensure the separate collection of food waste as well as other key recyclable materials such as glass, paper, metal and plastics. Council faced the prospect of heavy fines if it did not meet landfill diversion targets and also was likely to incur additional penalties for failure to meet
statutory recycling targets. The current poor performance of the Borough in meeting the various statutory
recycling and landfill diversion targets. The desire of Council to play a key role in leading the local community on sustainable development of the Borough in all its aspects, including waste
resource management.
To ensure the Council was adhering to the Sustainable Waste Resource Management Strategy in its own operations, service delivery and internal provisions the attached Internal Waste Management Strategy had now been developed.
The Internal Waste Management Strategy set out a clear vision for transformation of Council’s waste management services, moving away from a predominantly waste ‘disposal’’ services to waste ‘resource management’ services.
The Strategy and associated Action Plan would ensure that the Council looks at its own waste/resource management full circle from procurement, though re-use and recycling to final disposal. With an organisation spread across 40 buildings and sites, the key was to map and monitor our waste and tailor a strategy to suit all needs and capabilities ITEM 8.5 CS.19.6.18
RECOMMENDED that the Council adopts the Internal Waste Management Strategy and Action Plan
AGREED TO RECOMMEND, on the proposal of Councillor Smart, seconded by Councillor Chambers that the recommendation be adopted.
13. ERECTION OF A MEMORIAL TO POLISH AIRMEN
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration attaching Proposed Design of Memorial, Site Map and Details of Shared History Programme between For Your Freedom and Ours CIC and East Residents Group. The report provided the undernoted detail:-
Notice of Motion At the Council Meeting on 30 May 2018, it was resolved “that council officers be tasked to work with the Honorary Consul of the Republic of Poland in Northern Ireland along with Newtownards Royal British Legion in an effort to facilitate the siting and necessary planning consents required for a memorial in Court Square, Newtownards, dedicated to the courageous and heroic Polish air men, including those stationed at RAF Ballyhalbert, who played a pivotal role during the Second World War both locally and further afield” It was further agreed that a report, detailing feasibility, be brought forward by council officers at their earliest opportunity.
Polish Air Force – Connections with the Borough After the fall of Poland in October 1939 a great number of Polish pilots and aircrew (four squadrons) regrouped in France, some of whom were operational, others in various stages of training. Following the surrender of France in 1939, many of these pilots managed to escape to Great Britain, where they played a significant part in the defence of the United Kingdom against German Nazi invasion, during the Battle of Britain. By June 1940 some 6,000 members of the Polish Air Force had reached Britain and fought under the traditional Polish motto “For Your Freedom and Ours” – Za Wolnosc Nasza i Wasza.
On 5th August 1940, Poland and Great Britain signed a military agreement creating an independent Polish Armed Forces including the Polish Air Force in the UK. For the next five years of WW2, the Government-in-Exile commanded the Polish war effort from London, and the British Isles served as the main base for the Polish military operations on all fronts. Experienced and battle-hardened Polish airmen fought in the Battle of Britain, including No. 303 (Polish) Fighter Squadron which was later stationed at Ballyhalbert RAF base. It alone had an extraordinary impact on the Battle and became the highest scoring Squadron of any that took part in the Battle with 126 confirmed victories.
Two of the Polish squadrons, No. 315 ‘Deblinski’ and No. 303 ‘Warsaw-Kosciusco” Squadrons, were stationed at RAF Ballyhalbert airfield, in the fighter defence role, from July until November 1943 and from November 1943 until the end of April 1944, respectively, tasked with patrolling the coastline searching for German U-Boats. In addition, Polish airmen served in conventional RAF squadrons that were based in Northern Ireland. ITEM 8.5 CS.19.6.18
Six Polish Airmen stationed in the Borough were killed during active service. Three are buried in the Council’s cemetery at Movilla and three at Mount St Joseph Churchyard at Ballycranbeg. Two Polish pilots from that era, who remained in the Borough, have since been interred in Kircubbin and Whitechurch Cemeteries.
Request to Site a Memorial - Honorary Consul of Republic of Poland in Partnership with For Your Freedom and Ours CIC A request was made by the Honorary Consul of the Republic of Poland to site a memorial on Council property at Court Square, Newtownards for the reasons stated in the Motion. This would, it was envisaged, coincide with the delivery of a wider shared history programme to East End Residents Group which had been designed by and would be delivered by a social enterprise, For Your Freedom and Ours CIC, using creative forms of education and storytelling. More details of “For Your Freedom and Ours” along with details of the programme can be found in Appendix 3.
Council officers recently met with Maciek Bator (who represented the Honorary Consul, Jerome Mullan) and was Founder and Programme Director of For Your Freedom and Ours, representatives of the Newtownards Branch Royal British Legion and the proposer of the Motion, Councillor Richard Smart, to discuss the request.
The location had been selected, rather than Ballyhalbert, as the site of the former RAF base was in private ownership and was accessible only over private land. Furthermore, there was no Polish population in Ballyhalbert but a sizeable Polish population living in Newtownards.
Mr Bator and representatives from the Royal British Legion expressed the view that the siting of a memorial in Court Square would be less vulnerable to vandalism, would place it in a better context so that it could be the focus of educational programmes about the Polish contribution to the Second World War effort in Northern Ireland and a wreath could be more easily laid at it on Remembrance Sunday by Polish people who lived locally. (Polish Independence Day falls on 11 November).
Design and Costs of Memorial The proposed design of the memorial stone could be seen in the appendix. It was proposed that the memorial stone would be made from dark granite to complement the other memorials in Court Square Remembrance Garden.
An application had been made to NI War Memorial Museum Committee for financial support to cover the costs of the memorial’s production. Mr Bator was confident that the application would be successful but had stated that, if it was not, the funding would be raised via his social enterprise and in partnership with other Polish associations.
It was hoped that the memorial would be ready for installation and unveiling on 17 November 2018.
The Council had been asked to:-
ITEM 8.5 CS.19.6.18 1. permit the erection of the memorial (attachment) at a location at Court Square (attached map); 2. apply for planning permission and meet the planning fee of £831
Following consultation with the Council’s Property and Assets section and Parks section, it was
RECOMMENDED that:-
1. the Council permits the erection of the memorial, on the basis that it be erected from suitable materials, with wording as attached, to the satisfaction of Council officers; 2. the Council submits a planning application as detailed above and covers the planning fee of £831; 3. the memorial be thereafter gifted to the Council.
Councillor Smart thanked officers for responding to the request promptly and with willingness. He considered that the memorial would be a great asset to the Borough commemorating the sacrifice of the Polish Air Service during the Second World War.
AGREED TO RECOMMEND, on the proposal of Councillor Smart, seconded by Councillor Chambers, that the recommendation be adopted.
14. ARMISTICE WORKING GROUP (FILE ADM46) (Appendix VI, VII & VIII)
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration attaching Minutes of Meeting held on 5 June 2018.
RECOMMENDED that the Minutes and the recommendations contained therein by adopted.
AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Alderman Girvan that the recommendation be adopted.
15. DATA PROTECTION POLICY (FILE DPO4) (Appendix IX)
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration attaching Dara Protection Policy & Third Party Authorisation Form. The report detailed that on 25th May 2018 the Data Protection Act 1998 was repealed and replaced by the General Data Protection Regulation (GDPR) and Data Protection Act 2018 (DPA)
As a result, the Council was required to update its Data Protection Policy to ensure it reflects the new legislative frameworks.
The reviewed Policy included amended procedures for the reporting of data security breaches, the sharing of information internally, updated privacy statement and conducting a Data Protection Impact Assessment.
ITEM 8.5 CS.19.6.18 In addition to the Policy, a Data Protection Action Plan would be prepared for operational purposes to drive continuous improvement and ensure organisational compliance with the new legislation.
The Data Protection Officer would be providing training to all staff on the change in legislation, and the provisions of an adopted Data Protection Policy.
An information event would also be provided in due course to Elected Members so that they were aware of operational changes implemented in the policy and to assist, specifically focusing on their Council work, with their own preparations.
The policy, in its current form, was based on existing guidance (in some cases draft) from the Information Commissioner’s Officer and the Article 29 Working Group. It was anticipated that a review of the policy would be required within 12 months to reflect any updates in regulatory guidance during the period.
It was necessary to adopt this Policy now to ensure compliance with the new legislation but there had not yet been the opportunity for Union consultation so the Policy may also require amendments when that had taken place.
RECOMMENDED that the Council adopts the revised Data Protection Policy.
AGREED TO RECOMMEND, on the proposal of Councillor Chambers, seconded by Councillor Kennedy that the recommendation be adopted.
16. JAM (JUST A MINUTE) FRIENDLY COUNCIL (FILE DIS)
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration detailing that at the Council Meeting in March 2018, it was agreed:-.
"That this Council commits itself to becoming a JAM friendly organisation. This means we can help those with a learning disability or communications barrier by allowing them to show their JAM Card which, discreetly and easily, let others know they may need extra time and patience in accessing our services."
The JAM Card allowed people with a learning difficulty, autism or Asperger’s tell others they need ‘Just A Minute’ discreetly and easily.
Those with a communication barrier were often reluctant or unable to tell others about their condition. JAM Card allowed that to happen in a simple, effective non- verbal manner.
To enable the Council to be accredited as JAM Friendly the following actions would be undertaken:
Face to Face training would be arranged for frontline staff across the Council to ensure they were aware of the JAM Card or phone app and the action they may be ITEM 8.5 CS.19.6.18 required to carry out in a discrete manner. Approximately £1000 would be invested in this training, which would take place alongside other equality based initiatives. The training sessions would commence in September 2018 and would be made available across the Borough in locations and at times that suit the range of frontline employees and representatives.
The Council was also required to display window stickers on its facilities to ensure individuals know Council officers were trained to assist them. Those were provided free of charge when employees attend the training.
All trained employees would be encouraged to wear a regionally recognised ‘I am JAM Friendly’ pin following their completion of the training. The cost of those pins would be covered from the Equality Budget.
RECOMMENDED that this report is noted.
Councillor Smith was pleased to see the report coming forward and insisted that Council was doing much to be inclusive across the community. Those people who had learning difficulties were being given a strong message that their contribution to community life was just as important as everyone else. He went on to remark that he would be very surprised if any other Council in Northern Ireland was doing as much to include everyone as Ards and North Down.
AGREED TO RECOMMEND, on the proposal of Councillor Smith, seconded by Councillor Smart that the recommendation be adopted.
17. BECOMING A DEMENTIA FRIENDLY BOROUGH (FILE DIS)
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational, Development and Administration providing the undernoted detail:-
In March 2018, the Council agreed the following Motion:-
“That this Council acknowledges and expresses its gratitude for the work that is carried out on a daily basis by carers and healthcare workers across the Borough for those suffering from dementia; notes that in the 2017 data released by NISRA that Ards and North Down Borough Council had the highest number of people in Northern Ireland affected by dementia per 1000 registered patients; believes that this Council has an important role to play in improving the lives of people affected by dementia and their carers and that it can play a positive role in championing people affected by dementia; and hereby resolves:- - to ensure the needs of people affected by dementia and their carers are considered in all aspects of the Council’s work, - to appoint a Dementia Champion, and - to work with partners locally and the Alzheimer’s Society, many of who are already working to make towns throughout our Borough dementia-friendly, towards becoming a dementia friendly Borough.” ITEM 8.5 CS.19.6.18
Initiatives Already Undertaken By Council
The Council prides itself on ensuring there are continual service improvements across its range of services and facilities to both ensure its statutory obligations were met and to actively promote good practice and excellence in relation to those with dementia and their carers and had undertaken a huge range of programmes and activities to date which were detailed in the Equality Quarterly reports.
The Community ”Big” Plan
There were increasing number of people living with dementia in Northern Ireland and local groups and organisations can play a huge role in supporting people with dementia and their families. The Big Plan contained the following statement: “We need to make our borough age-friendly; this should also help make it disability and dementia friendly which would help people of all ages”. In the Social Wellbeing Delivery Plan the following headline action was included:
Implement programmes that would ensure Ards and North Down was a friendly and welcoming place for everyone – age-friendly, dementia friendly, and autism friendly (Lead Partner: ANDBC). The headline action was supported by a number of sub actions related to dementia: Develop and implement an Age-friendly Strategy to address the eight themes set out by the World Health Organisation (ANDBC with funding for a co-ordinator provided by PHA) Support memories café and Dementia Friendly Libraries (Libraries NI) Taking the lead in making Ards and North Down Dementia Friendly (Alzheimer’s Society) Council Officers were in the process of mapping additional sub-actions that would highlight what other partners were doing to become dementia friendly and the PSNI had already taken up specific Dementia Friendly training in Ards and North Down District, with Officers and Staff attending ‘Becoming ‘Dementia Friends’.
Although it had already been agreed through the Community Plan that the Alzheimer’s Society would be taking the lead in making Ards and North Down Dementia Friendly, there was nothing to stop the Council from also ‘leading from the front’. To that end, it was proposed that the following steps were taken:-
The Council register on the Alzheimer’s Society website as aspiring to become a Dementia Friendly organisation The Council would nominate at least one member of staff (and probably 2 or 3 given the size of the council) to attend 2 days training and become Dementia Friendly Community Champions. That meant that they were trained to deliver the two hour Dementia Friendly Community workshop within the Council which would ensure all employees could become Dementia Friends. Officers would continue to incorporate dementia friendly changes into all organisational policies
ITEM 8.5 CS.19.6.18 RECOMMENDED that the Council notes this report and a further report is brought back in due course to advise of further progress.
AGREED TO RECOMMEND, on the proposal of Councillor Brooks, seconded by Alderman Girvan, that the recommendation be adopted.
18. QUARTERLY REPORT ON EQUALITY AND GOOD RELATIONS (SECTION 75 OF THE N.I. ACT 1998) – 30TH JUNE 2018 (FILE EQ33)
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration detailing that within the Council’s Equality Scheme, a progress report must be submitted on a quarterly basis to the Council’s Corporate Services Committee. That was to ensure the Council’s obligations to meet its equality and good relations duties and responsibilities, as identified in Section 75 of The Northern Ireland Act 1998, were continuously monitored.
The report listed the actions of Council officers to meet the statutory duties since 1 April 2018.
Equality Impact Assessment The Equality Impact Assessment on the “Decision to name Ards and North Down Borough Council’s replacement leisure facility in Newtownards as: ‘Ards Blair Mayne Wellbeing and Leisure Complex’” closed on 4 May 2018 after a 12 week consultation period. The Final Decision EQIA Report was presented to the Council meeting on Wednesday 30 May 2018.
As recommended in the Final Decision Report, Members gave consideration to the findings and all the available options outlined. Council then agreed that no mitigation was required and to proceed with the name proposed in November 2017 – ‘Ards Blair Mayne Wellbeing and Leisure Complex’ – and to include an exhibition area in the new complex to showcase the sporting achievements and prowess of Blair Mayne.
Consultative Panel The external Ards and North Down Borough Council Consultative Panel on Equality and Good Relations met on Wednesday 30 May 2018 to update the panel members on the outcome of the EQIA consultation on the name of the leisure centre and to scrutinise the outcome of six Section 75, Disability and Rural Needs screening outcomes. The challenge workshop was attended by 9 consultative panel members and 5 officers who collectively have responsibility for delivering the Section 75 duties and responsibilities of equality of opportunity and good relations.
The comments received supported the decision and outcomes on all of the 5 screening outcomes scrutinised. However, the comments that are salient to the discussions are the Consultative Panel members did comment on the Council Veteran event on 15 June 2018 in relation to the number of events that have a military theme as these type of events may present a chill factor to some individuals about the open and inclusive environment of the Borough as a whole. ITEM 8.5 CS.19.6.18 In relation to the request from The Ulster Scots Agency to erect two plaques to identify the landing sites of Operation Lion (April 1914) Consultative Panel members concurred with the screening outcome that the wording on the plaques was potentially one sided, value laden and could be perceived as embellishing war and thus, be perceived to be inflammatory. They suggested that the factual information was important for future generations and may be better placed in a museum within the Borough as the historical content was relevant; but the language opinionated. The challenge workshop now includes the responsibility of the Council to rural screen all policies and this raised issues about rural transport and the need for improved broadband for individuals and businesses.
Screening of Council Policies Council officers continue to screen council policies as an integral part of the policy development process. Completed screening forms are scrutinised by council officers at the Internal Screening Panel on Section 75 and Sustainability. The Internal Screening Group met on Wednesday 23 May to review the screened outcomes of ten council draft and final policies. Comments received at this meeting on the outcome of screened council policies included the Veterans Event required to be family friendly and not based on a military theme. They also commented on the grants for the Royal Wedding and how this had been recorded in the press. The panel members also commented on the wording of the Operation Lion plaques as being potentially divisive and subjective as it did not solely report on the historical facts. Rural screening in compliance with the Rural Needs Act (NI) 2016 had been introduced to the agenda of these meetings and each policy rural screening outcome was informed to those present and recorded in the minutes.
Quarterly Consultations The Council had a requirement within the Equality Scheme to publish the outcome of screened policies quarterly. The most recent quarterly report was uploaded onto the Council’s website on Wednesday 4 April 2018. This consultation included 16 policy screening outcomes. The screening forms were also made available on the Council’s website. To date there had been one request for three completed screening forms and one request for the full complement of screening forms for the quarterly period. The next quarterly screening consultation would be circulated on Monday 2 July 2018.
Monitoring arrangements of current employees An employee Section 75 data monitoring update was distributed through the Human Resources Section in February 2018 with completed forms and online questionnaires returned to the Human Resources Monitoring Officer in confidence. The exercise had enabled the Council to have up to date information as at February 2018 on the workforce to provide information on succession planning and ensure the council employee policies are relevant to the needs of the existing and future workforce profile. There was a 44 % return which was excellent for this first exercise and demonstrated the confidence of the workforce in working with management to ensure accurate records were maintained to assist deliver meaningful and relevant employee policies.
Equality Action Plan ITEM 8.5 CS.19.6.18 The Equality Action Plan would be reviewed over the next quarter to ensure the actions demonstrate positive outcomes to ensure the promotion of equality of opportunity and good relations was achieved across all the council facilities and services. That would include comments from the Internal Screening Group and Consultative Panel meetings where they were relevant to the Council delivering on its Section 75 duties and responsibilities.
The annual review report to the Equality Commission would be the subject of a report to the Council meeting in July 2018 prior to its submission in August 2018.
Belfast City Council Language Strategy Officers attended the launch of the Belfast City Council Language Strategy. This strategy embraces and promotes the range of languages and dialects used across Belfast City Council area and amongst its employees. The purpose of the Strategy was to ensure that the breadth of needs in relation to spoken languages and alternative formats of communication are encouraged in all publications to ensure the range of needs are recognised and met.
Diversity Training The Compliance Officer (Equality and Safeguarding) delivered an evening training session and included safeguarding awareness to the Easter Scheme employees at Ards Leisure Centre. These training sessions are well received and enable the casual employees to carry out their full range of duties in compliance with the Council’s policies. A further session had been requested before the summer leisure scheme commences in July.
Elected Member training Training for Elected Members took place on Monday 30 April 2018. The training was delivered by John Kremer who explained non-conscious bias to the eight Elected members present and how this affects our perceptions in delivering on our Statutory Duties of Section 75 and Disability. He also looked at the practical implications of the legislation. The Compliance Officer (Equality and Safeguarding) concluded the training session with a short presentation on safeguarding responsibilities within the Council’s policy for Elected Members.
Ards and North Down Borough Magazine In response to a number of enquiries in relation to the Council’s consideration of those with a disability or the needs of their carers, the Borough Magazine published an article on the arrangements to use the accessible facilities across the Borough, the availability of radar keys and the new signage that ‘Not all disabilities are visible’ across the council area.
BSL Sign Video The eleven Councils in Northern Ireland are continuing to work together to purchase access to a call centre that would provide BSL for all users. The facility would provide the opportunity for a BSL user to dial into the call centre and request to be connected to the relevant Council and make their enquiry through an interpreter/signer. The signer would speak the request to the council officer and they would speak the response and then it would be signed to the caller. The service was at minimal cost and ensured all individual’s that use BSL can access the full range of ITEM 8.5 CS.19.6.18 services. That service would be similar to that now available for language translation face to face through The Big Word. Should a combined arrangement not be possible the Compliance Officer (Equality and Safeguarding) would pursue procurement options for Ards and North Down Borough Council.
Disability Forum The Disability Forum met on Tuesday 25 April 2018. The meeting was hosted in Aurora on the invitation of management to enable Disability Forum members to visit the complex, have concerns addressed by the relevant managers and have the opportunity to take part in new activities. The meeting was valuable for all who attended and concerns were addressed including access to the leisure waters, temperature of swimming pool waters, condition of lockers in the gym area, location of gym equipment and the opportunity to try new activities were taken by some forum members. By the end of the meeting some individuals present stated that they would now have the confidence to use the facilities, having seen for themselves how the centre operates and the training and skills the relevant employees have to assist them.
Visit to the new Ards Leisure Facility The two Elected Members that attend the Disability Forum regularly and the Compliance Officer (Equality and Safeguarding) had a walk through the facility on Tuesday 29 May with relevant officers and the site project manager to identify some of the concerns that members of the Disability Forum have raised and to update them on their concerns. A number of the concerns raised by Disability Forum Panel members were in relation to the provision of toilet and changing facilities, access and directional support when they enter the facility. These were all addressed in the walk through and previously raised concerns would be responded to at the Disability Forum on Tuesday 19 June. The leisure centre management had extended a further invitation to Disability Forum members to visit the facility after the handover and prior to opening to the public to assist in familiarising themselves with the facility and addressing queries to the management.
DisabledGo Following the annual review of the contract on Thursday 22 March 2018 with the Business Manager and Client Services Manager from DisabledGo, training was delivered on 4 June 2018 to many frontline employees across the Council to enable them to assist anyone with a relevant enquiry to access this valuable source of information and raise awareness of the opportunities for everyone to use facilities across the Borough area.
Disability Action Plan The annual review report to the Equality Commission would be the subject of a report to the Council meeting in July 2018 prior to its submission in August 2018.
ECNI Disability Action Plan Review The Compliance Officer (Equality and Safeguarding) was asked to review the support the ECNI offers public authorities in relation to support in developing and reviewing their Statutory Duty to produce and report annually on their Disability Action Plans.
ITEM 8.5 CS.19.6.18 Complaints To date there have been no complaints recorded in relation to Section 75 or the Council’s Disability Duties.
Beach accessibility There continues to be positive interest in developing the amenities in the area of Groomsport beach to enable the beach to achieve the accessible accreditation by summer 2019. The relevant officers are continuing to work on their areas of responsibility and it was hoped that accredited equipment would be available for users who are registered with the Mae Murray Foundation from June 2019, with an agreed procedure for issuing and checking equipment as well as responsibility for ensuring the mobi-matting was available daily during the agreed period and where weather and tides were suitable.
Cloughey Community Association The Compliance Officer (Equality and Safeguarding) had met with members of the Cloughey Community Association to discuss disability access in the area of the beach and around the castle area. Those present were interested in sharing good practice initiatives to ensure the range of needs of those who require assistance would be considered in all forward planning and service delivery.
Kircubbin Community Centre The Compliance Officer (Equality and Safeguarding) accepted an invitation to visit the centre to discuss a number of concerns that had arisen in relation to access to the facility and services from those with a disability. The meeting enabled a number of reasonable adjustments to be recommended and requests for access improvements to be made.
Carers’ Event Each year the Council hosts an event for Carers’ week in recognition of the unpaid commitment of carers from across the Borough. The event was jointly organised with the Council and South Eastern Health and Social Care Trust Carers Coordinator. This year’s event was ‘The Belfast Story’ and was held on the morning of Tuesday 12 June 2018 in Londonderry Pavilion, Londonderry Park, Newtownards. This partnership event was a celebration and thank you to the carers on behalf of the Council and was, as always well supported and received. Hosting it in Londonderry Pavilion provided attendees from the Lower Ards Peninsula area to have less far to travel than for previous events and showcased the facilities at Londonderry Park. The Mayor welcomed everyone to the event and thanked them for their commitment to family and friends in their role as carers. Other events continue to be held throughout the year in a range of locations within the Borough which were funded by the South Eastern Health and Social Care Trust
Action Against Elders Abuse Day 2018 Action Against Elders Abuse was annually on 15 June. This year Ards and North Down Borough Council supported awareness of the range of abuse older people are prone to experience by working in partnership across the council and with Lisburn and Castlereagh City Council to host two events in Ards Shopping Day. The event in Ards Shopping Centre was on Thursday 14 June and provided a range of information for older people and their carers to raise awareness of the scams that ITEM 8.5 CS.19.6.18 they may be prone to and assistance from Banks, PSNI, PCSP and other Statutory Bodies.
Community Planning The Community Planning Manager and Compliance Officer (Equality and Safeguarding) continue to work together to ensure that the actions and initiatives being developed across the Council towards being an Age Friendly Borough do not duplicate other good practice and that all relevant partners are encouraged to work together.
JAM Friendly Initiative One of the Council’s Elected Member Diversity Champions (Councillor Robinson) and the Assistant Compliance Officer met with the Head of Business Development, NOW Group, to discuss the cost for the council to become JAM Friendly and the actions required from the council to receive the accreditation. The outcome of the meeting was reported in a separate report to the Corporate Services Committee.
Dementia Awareness The Community Planning Officer and The Compliance Officer (Equality and Safeguarding) attended a seminar organised by Dementia NI on raising awareness of living with Dementia. Individuals spoke at the event to describe some of the experiences they have in accessing public services. The stories were enlightening and the officers have arranged to support a similar event in Bangor Aurora on Thursday 15 November. Details would be circulated in advance.
The Council was also working towards being Dementia Friendly and intends to raise awareness across the Borough to encourage all businesses and service providers to be aware of the needs of those with dementia and their carers. This initiative requires the appointment of a Dementia Friendly Champion to ensure the initiative was prioritised across the Council services and facilities. Training for employees would also be made available.
Safeguarding Steering Group The Council’s Safeguarding Steering Group was well attended on Thursday 7 June when Veronica Grey, Action on Elder Abuse, spoke on vulnerabilities of older people and the role of Action on Elder Abuse. She provided statistics on the number of types of reported abuse and discussion took place on the reasons for non-reporting of incidences. At the meeting officers were reminded of the need to be vigilant in relation to all service users over the summer period and to report any concerns to their Line Manager or one of the Designated Officers. Other issues discussed included the need for registration forms to have a place for other known names for the person registering for activities and the range of needs of service users who identify as transgender.
Safeguarding Children and Young People and Adults who may be Vulnerable At the time of writing this report there have been 10 safeguarding reports in the three-month period; 5 have been in relation to adults who may be vulnerable and 5 in relation to children. As well as the formal reports there have been a range of ITEM 8.5 CS.19.6.18 enquiries and signposting for support for officers and members of the public that have identified concerns.
Safeguarding The Compliance Officer (Equality and Safeguarding) continues to attend meetings on behalf of the Council on the Local Government Staff Commission Safeguarding Network, South Eastern Trust Training and Steering Groups on Safeguarding Children and Young People as well as with the South Eastern Trust Local Area Adult Safeguarding Partnership and the Safeguarding Board NI South Eastern Panel. All issues identified in these meetings are fed back through the Council’s Safeguarding Steering Group that meets twice a year, or directly to relevant employees. Where safeguarding issues are identified in the provision of Council services or from other sources, and considered appropriate to incorporate these into the training sessions to ensure they are current.
Keeping Adults Safe: Mental Health Capacity The Compliance Officer (Equality and Safeguarding) had attended a briefing on what was mental health capacity when dealing with concerns about adults who may be vulnerable. That enabled the Designated Officers to support employees in their concerns when reporting adults who may be vulnerable.
Training for employees in meeting the needs of those with a disability The Compliance Officer (Equality and Safeguarding) had developed a short awareness training for employees across the council to assist them in planning for any meeting or event where an individual with a disability may attend. That was to remove the concerns in ‘how we get it right’ and to ensure we have reasonable adjustments in place where possible in anticipation of need.
No Hate Here DVD The Compliance Officer (Equality and Safeguarding) attended the launch of this DVD which was produced and funded in partnership with Ards and North Down Borough Council. The DVD was being incorporated into the Diversity training that was delivered by the Good Relations Officer and Compliance Officer (Equality and Safeguarding).
Intercultural Forum The Compliance Officer (Equality and Safeguarding) attended the above quarterly meeting to mainstream the good relations duties of Section 75 into the secondary duty. The meeting highlighted the value of the range of engagements across the Borough that were being used to engage children and young people to value diversity and understand the basic needs of all individuals have more in common than differences.
Diplomatic presence of Consul for Saint Vincent and the Grenadines Council officers have met to discuss the agreed approach by all relevant Statutory partners to the engagement of young people, community representatives and individuals to ensure the flying of the national flag on the designated building was fully understood.
It Takes Allsorts ITEM 8.5 CS.19.6.18 The two events this year are being held on Thursday 18 October 2018 in Londonderry pavilion, Londonderry Park, Newtownards commencing at 1.00pm with lunch and on Tuesday 23 October 2018 in Donaghadee Community Centre at 9.30 am. The programme for both sessions was the same and once again were hoping for a good attendance as explore further into the diversity of ourselves and those Council provide services to and work alongside.
Sourcing translators and translations The Compliance Officer (Equality and Safeguarding) and Good Relations Manager had been working with the Heritage Manager to assist in delivering an arts programme funded through the Peace IV initiative to highlight the Arts to the Chinese, Japanese and Korean communities.
RECOMMENDED that this report is noted.
AGREED TO RECOMMEND, on the proposal of Councillor Hunter, seconded by Alderman Graham that the recommendation be adopted.
19. FLYING OF NATIONAL FLAG OF ST. VINCENT AND THE GRENADINES ON THE CONSULATE BUILDING, COMBER (FILE EQ33)
PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration detailing that the Government of St. Vincent and the Grenadines now had an official diplomatic post (Consulate General) within the Borough, located at 16 Glen Road, Comber, Co Down. That was the only country to establish a diplomatic presence within Ards and North Down Borough. Within the Vienna Convention on Consular Relations of 24 April 1963 it was a requirement to display the national flag on consular buildings.
The Consul General, Dr Christopher Stange, met with the Council’s Good Relations Manager and Compliance Officer (Equality and Safeguarding) to inform them of the purpose of the flag to allay any potential misunderstandings.
Dr Stange offered to brief the Council on the reason Ards and North Down Borough, and Comber in particular, had been selected as the base for the St Vincent and the Grenadines’ diplomatic presence.
RECOMMENDED that the Council notes the content of this report, thanks Dr Stange for his offer but states that, as he is already well known to the Council in a range of capacities, a formal presentation to the Council is not necessary on this occasion.
AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Alderman Girvan that the recommendation be adopted.
20. NOTICES OF MOTION
20.1 Notice of Motion submitted by Councillor Boyle (Deferred from May)
ITEM 8.5 CS.19.6.18 That this Council calls on the Department for Communities to overhaul current liquor licensing legislation and modernise the current laws so that our hospitality sector can survive, thrive, and in turn boost our local tourism industry and overall economy.
Proposed by Councillor Boyle and seconded by Alderman Girvan
Councillor Boyle began by thanking the committee for agreeing to defer his Notice of Motion to the meeting this evening.
He began by asserting that Northern Ireland’s current liquor licensing laws were completely antiquated and urgently needed to be modernised. He remarked that another Easter had passed and yet again the local hospitality industry had lost out in revenue sales. The sale of alcohol in pubs, hotels and restaurants was restricted in the days running up to Easter Sunday.
He fully understood the dangers associated with alcohol as a controlled substance and would never want to see a “free for all situation.” While it was appropriate that alcohol should and must be regulated, the current legislation made no sense.
He provided an example that customers were unable to enjoy a glass of wine with their lunch on Good Friday, however, it they wanted to they could enter a supermarket at any time that day and buy 5 litres of wine. The legislation therefore lacked consistency.
In a previous mandate there had been a Bill to amend the legislation and that Bill had been progressing through the system but when the Executive fell so had the Bill. He went on to say that although the changes created a level of progress the proposals did not go far enough.
The hospitality industry in Northern Ireland currently sustained 60,000 jobs with 45,000 of those being in Food and Drink, and Tourism overall delivered £750M to the economy. That sum was significant and could be improved upon.
Northern Ireland had so much to offer by way of a visitor experience but denying someone, if they so desired, a glass of wine with their lunch was not appropriate in his view and it did nothing to enhance a visitor’s experience. Councillor Boyle thought the whole scenario was depressing and was typical of some of the backward thinking that currently applied in our legislation.
Ards and North Down had excellent restaurants, breweries, distilleries, pubs and clubs and had recently held a very successful year celebrating its food and drink offering. He thought that the hospitality industry was being seriously hindered by out of date legislation. He appreciated that the power to legislate lay with the Northern Ireland Assembly but sadly recognised that it was not functioning and meanwhile people and businesses were losing out.
He called on members of the committee to support his Motion and write to the Permanent Secretary within the Department for Communities registering Ards and North Down Borough Council’s desire to modernise the liquor licensing legislation.
ITEM 8.5 CS.19.6.18 Alderman Girvan declared that she had no hesitation in supporting the Motion and in her view it would be a step in moving along with the rest of the world. She supported placing pressure on the Department of Communities. Councillor Chambers added his support agreeing that changes needed to be made to allow the tourism industry to be fully exploited. He cited an example of loss of revenue to the economy of £20M and considered that a huge blow to the economy.
Alderman Graham understood the need for modernisation of the legislation and understood that the legislation had been stalled in its passage through the legislative process. However the Motion before him was in his mind too vague. The matter needed to be dealt with ‘in the round’ along with all the other issues which related to it such as the pricing of alcohol in supermarkets which was uncompetitive against pricing for bars and restaurants. There was a huge issue around the sale of cheap alcohol by supermarkets and the social cost that often had within the community.
He thought the figure of £20M in lost revenue over the Easter period could be a red herring and the mind boggled when thinking about how much alcohol would need to be consumed to realise that figure of profit. He concluded that while he recognised the need for reform the Motion itself was too vague for him to support.
Councillor Kennedy rose to agree with what had been said and supported a review. He added that it would be erroneous to call for modernisation alone and suggested consideration be given to what standard of ‘modernisation’.
Councillor Smith suggested an amendment be made to the Motion.
“That this Council writes to the Secretary of State and asks her to revisit the last legislation that was being prepared by the Assembly as a basis to overhaul current liquor licensing legislation and modernise the current laws so that our hospitality sector can survive, thrive, and in turn boost our local tourism industry and overall economy.”
The proposed amendment was seconded by Councillor Kennedy.
Speaking on the amendment Councillor Muir thought that reform was needed to reflect the needs of the business community while protecting the community from irresponsible health related drinking and antisocial behaviour.
Councillor Boyle thanked the committee for their comments and said that he was happy to accept the amendment. He insisted that £20M was across the industry as a whole relating to restaurant income and the tourist spend generally over Easter.
The amended Notice of Motion became the substantive Motion.
AGREED.
20.2 Notice of Motion submitted by Councillor Cummings and Alderman Gibson
ITEM 8.5 CS.19.6.18 That Council recognises that the new phasing system introduced at the junction of High Street/Castle Street/The Square in Comber is continuing to cause congestion problems for road users in the town particularly at peak times which were not evident prior to the system being introduced; and that Council agrees to write to DfI Roads requesting that the signalling at the junction of High Street/Castle Street/The Square is urgently reviewed to improve the flow of traffic through Comber town.
Proposed by Councillor Cummings and seconded by Alderman Gibson.
Councillor Cummings explained that the situation had come about following the Comber Masterplan and the public realm works. The Department for Infrastructure had changed the lighting sequence which allowed one flow of traffic at a time and that sequence was causing frustration for motorists. Members representing Comber would be familiar with the issue and would have at some time written or spoken to the Department. For over two years visitors and residents to the town had been experiencing this frustration.
It was evident that the sequencing had increased congestion in the town and had caused a growing concern to traders and had only recently witnessed an upturn in the business life of the town. More housing development was proposed and going forward the situation was likely to get worse.
Alderman Gibson supported all that his colleague had said and added that his constituents were very unhappy about the situation as it stood, and something needed to be done to address the problem.
Alderman Girvan agreed and had no problem supporting the Motion and agreed that the current state of traffic in the town was horrendous at peak periods. Rat runs were now being made to avoid the problem which were causing danger to the public in some areas. She was also concerned about the possible detrimental impact of the congestion on the amenities within the town and the weekly market.
Councillor Cummings thanked Members for their comments and gave apologies to his Council colleagues who were unfamiliar with the traffic concerns in Comber.
AGREED.
20.3 Notice of Motion submitted by Councillor Robinson
That this council supports the campaign for Lucy’s Law, and will adopt it as our policy in the interests of the welfare of both puppies and their mothers.
Proposed by Councillor Robinson and seconded by Councillor Smith.
Councillor Robinson reported that for anyone not yet familiar with Lucy’s Law it was a current United Kingdom wide campaign which was calling for the immediate ban on the sale of puppies by pet shops and third party commercial dealers ie. ‘puppy farmers.’
ITEM 8.5 CS.19.6.18 The aim of the campaign was to ensure that puppies were only available from either local rescue centres which she said was highly preferable, or reputable, licensed breeders, where puppies could be seen with their mothers.
Following a successful petition Lucy’s Law would now be considered for debate by Parliament. A minister at DEFRA, George Eustice, had stated that “the government considers there is merit in exploring this further”, which was great news.
She went on to say that the campaign had taken its name after a little Cavalier King Charles brood bitch named Lucy, who was eventually rescued from her life of misery on a puppy farm in December 2016. On her escape from her life of misery, Lucy was severely malnourished, balding, her skin covered in ammonia burns from having to live in her own waste and that of her puppies. She was haunched over so badly from a combination of her cramped conditions plus her abject fear that her front and back paws were left permanently touching.
She reported that sadly Lucy did not live in comfort for very long following her release but she had known love before she died. She informed the committee that most vets advised that bitches should have no more than four litters of puppies in their lifetime, and should reproduce no more than once a year. At her rescue, when she was around five years old, Lucy had probably produced around ten litters which had ravaged her small body.
Lucy’s puppies were most likely taken from her at around four weeks of age, which was not uncommon in puppy farms.
Speaking from personal experience she had had a Schnauzer puppy, Otto, who had come from a puppy farm, and was sold to her as being eight weeks old. She later discovered that her vet felt he was actually closer to five weeks old, and he had suffered greatly from separation anxiety all of his now eleven years. Despite her best efforts the dog remained difficult to socialise.
She had gone to the ‘breeder’ in good faith eleven years ago, but quickly realised what the set-up was. She had taken the puppy rather than leave him to the fate of the breeder who clearly would not care for him.
One of the main personalities in the campaign for Lucy’s Law was vet Marc Abraham, and he had rightly stated that “those dogs were kept like livestock, in poorly-ventilated, dark and cramped conditions. They had to be protected.
For the first time, Lucy’s Law would put abused mother dogs into the spotlight, and the proposal would make it a legal requirement for every puppy to be seen with its mother before being bought from any breeder.
Puppy farming was prevalent in Northern Ireland and went on within the Borough. There had been a few documentaries about the big farms that existed, but there were also lots of smaller-scale operations where animal welfare was ignored.
Those traders made sizeable incomes out of the misery of breeding bitches and Councillor Robinson she felt that that had to be tackled, and ended as soon as ITEM 8.5 CS.19.6.18 possible.
She said that she would be delighted to have the support of her Council colleagues in this.
Alderman Girvan thanked Councillor Robinson and thanked her for the Motion since she loved animals and any suffering to them was despicable. She didn’t think legislation against such cruelty was strong enough in the United Kingdom.
Other members of the committee were in agreement and thought that anything which sent a strong signal to wrong doers would be welcome. It was noted that a litter of puppies could be worth thousands of pounds in profit. Alderman Graham was appalled at the poor treatment of animals and wondered where the matter sat with the regulatory powers that the Council had within the Environmental section.
Councillor Kennedy reported that he had stumbled across the issue a couple of months ago and he was glad that Councillor Robinson had shown initiative and raised the Motion. The trade to him was abominable and huge profit was made on the back of the suffering of animals.
He suggested that to maximise the Motion an amendment could be made that Council write to George Eustice MP, Minister for State.
“That this Council writes to George Eustice, Minister of State at the Department of the Environment, Food and Rural Affairs urging him to implement Lucy’s Law and will adopt it as our policy in the interests of the welfare of both puppies and their mothers”.
Councillor Smith seconded the amendment.
Councillor Robinson welcomed the amendment and hoped that Council’s actions would help to lead the way for other councils within Northern Ireland.
AGREED.
20.4 Notice of Motion submitted by Councillor Muir
“That this Council requests that officers bring back a report on the possibility of organising with local Churches an Annual Multi Denominational Service of Thanksgiving for the work of the Emergency Services and First Responders.”
Proposed by Councillor Muir, seconded by Alderman Girvan.
Councillor Muir said that the Motion drew upon an example set by Lisburn and Castlereagh City Council and other Councils and the Southern Heath Trust who had organised, in conjunction with local Churches, Thanksgiving Services for members of the Emergency Services and First Responders. That included the Police Service of NI, NI Fire and Rescue Service, NI Ambulance Service, the local Health and Social Care Trust and NI Air Ambulance.
ITEM 8.5 CS.19.6.18 A Thanksgiving Service could be viewed as an opportunity to say thank you and also be a way of giving people the opportunity to come together in an inclusive Multi Denominational Faith service. His Motion was merely a request that a report on the possibility of such a service be brought forward and, if agreed, look forward to further considering the issues via provision of a report.
Alderman Girvan gave her support to the Motion and thought it an appropriate way to thank the emergency services.
Councillor Kennedy thanked Councillor Muir for what he considered his eminently noble Motion but thought that it had an unfortunate untimeliness to it, since the previous week the Alliance Party had lead the way in a vicious attack on the Presbyterian Church and its doctrines. He felt that there was now a background of ill will and he wasn’t sure if his conscience would permit him to support the Motion for that reason.
Alderman Graham said that he had no problem with giving thanks to those members of the community who were first responders but he cautioned that it was a dubious situation when a Council entered in to a sphere of organising religious services. He felt that those who wanted to commemorate in a religious way should write directly to their local church and take it forward in that way. It was for churches to make their own decisions on matters of conscience. Supporting public organisations such as the event the Council was planning for the NHS civically was in his view more appropriate.
In summing up Councillor Muir said he would keep his Motion as it had originally been worded. He had called for a report and was happy to proceed with that and he felt that Councillor Kennedy’s comments were irrelevant.
The Motion was put to a vote.
6 Voted FOR the Motion 3 Voted AGAINST the Motion and the Motion was CARRIED.
EXCLUSION OF PUBLIC/PRESS
AGREED TO RECOMMEND, on the proposal of Alderman Girvan, seconded by Councillor Smart, that the public/press be excluded during the discussion of undernoted items of confidential business.
21. UTILISATION OF YEAR END SURPLUS FOR 2017/18 (FIN 109)
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
ITEM 8.5 CS.19.6.18 22. STAFF MILEAGE, WORKPLACE CHARGING SCHEME, POOL VEHICLES AND ELECTRIC VEHICLES
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
23. REPORT ON CORPORATE PROJECT PORTFOLIO BOARD MEETING 17 APRIL 2018 (Appendices X & XI)
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
24. EXTENSION OF CONTRACT FOR PROVISION OF CASUAL UNIFORM AND PROTECTIVE WORKWEAR
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
25. LOCAL GOVERNMENT CIVIL CONTINGENCIES ARRANGEMENTS IN NORTHERN IRELAND (FILE LP23) (Appendix XII)
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
26. OPEN SPACE AT AMBLESIDE
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
27. REQUEST FROM NI WATER TO PURCHASE LAND AT BROMPTON ROAD (FILE LP 23) (Appendices XIII & XIV)
***IN CONFIDENCE***
ITEM 8.5 CS.19.6.18 Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
28. REQUEST FROM NI WATER TO PURCHASE LAND AT CARNALEA (FILE LP201) (Appendix XV) ***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
29. REQUEST FROM CROFT COMMUNITY FOR COUNCIL LAND
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
30. REQUEST FROM CHOICE HOUSING TO ACCEPT A GIFT OF A PLAYPARK AT OLD BELFAST ROAD (FILE LP81) (Appendix XVI)
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
31. CHARTERED INSTITUTE OF WASTE MANAGEMENT REPRESENTATION ON GENERAL COUNCIL
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
32. RESPONSE TO NOTICE OF MOTION FROM COUNCILLOR COOPER – DECEMBER 2017
***IN CONFIDENCE***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
33. ABSENCE REPORT – QUARTER 4 2017/18 (Appendix XVII)
***IN CONFIDENCE***
ITEM 8.5 CS.19.6.18 Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
EXCLUSION OF PUBLIC/PRESS
AGREED TO RECOMMEND, on the proposal of Alderman Keery, seconded by Councillor Kennedy, that the public/press be re-admitted to the meeting.
TERMINATION OF MEETING
The meeting terminated at 8.30 pm.
Circulated for Information
(a) Response to Notice of Motion submitted by Councillor Muir 13.3.18 (b) Response to Notice of Motion submitted by Councillor Smith 13.3.18 (c) Response to Notice of Motion submitted by Councillor Smith 13.3.18
ITEM 8.6
ARDS AND NORTH DOWN BOROUGH COUNCIL
A meeting of the Community and Wellbeing Committee was held in the Council Chamber, 2 Church Street, Newtownards on Wednesday, 20 June 2018 at 7.00pm.
PRESENT:
In the Chair: Councillor Woods
Aldermen: Irvine Smith
Councillors: Boyle Kennedy Brooks Martin Chambers McAlpine Cooper Menagh Douglas Muir Dunne Smart Edmund Thompson
Also in Attendance: Councillor Hunter
Officers: Director of Community and Wellbeing (G Bannister), Head of Community and Culture (J Nixey), Head of Leisure and Amenities (I O’Neill), Head of Environmental Health, Development and Protection (M Potts) and Democratic Services Officer (J Glasgow).
1. APOLOGIES
An apology for inability to attend was received from Councillor Adair.
2. DECLARATIONS OF INTEREST
Councillor McAlpine declared an interest in Item 35 – Report on Request from the Education Authority for acquisition of lands at Ward Arras Park.
Councillor Chambers declared an interest in Item 29 – Aurora Facility Issues Update and Item 34 – Northern Community Leisure Trust – Quarter 4 Report
Alderman Irvine and Councillor Menagh declared an interest in Item 23 – Good Relations Grant Funding.
3. BUDGETARY CONTROL REPORT – MARCH 2018
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that covered the 2017/18 financial year (1 April 2017 to 31 March 2018). The net cost of services was showing an under spend of £297,064 (3.5%). CW.20.6.18 PM
The financial information was in draft form as, at time of writing, the 2017/18 financial year was still to be finalised.
Explanation of Variance
A Budgetary Control Report by Income and Expenditure for the Directorate is, also, shown on page 5 which analyses the overall favourable variance (£297,064) by expenditure (£1,191,545 favourable) and income (£894,482 adverse). However, if the net nil distorting effect on income and expenditure of Peace IV project payments was removed then the variance for expenditure was £355,182 favourable and income £58,119 adverse.
1. COMMUNITY & WELLBEING
Expenditure - £1,191.5k (8.7%) better than budget. The favourable variance was mainly made up of the following: -
1. Community & Wellbeing HQ - £20.9k adverse. a. Consultancy costs were £9.7k adverse (V4 consultancy in connection with the potential outsourcing of the remainder of Leisure Services. That was not budgeted for). b. Legal fees £11.4k adverse in respect of Holywood Rugby Club (legacy issue – not budgeted for).
2. Environmental Health - £99.3k adverse. a. Payroll £27.6k adverse mainly due to final payments made to an employee who retired on ill health grounds at the end of April 2017. b. NI Home Safety Database £29.8k adverse – following the sudden cessation of the provider of the NI Home Safety Database the Council organised the procurement of a new system on behalf of the 11 Councils. PHA provided 100% funding for that expenditure so the adverse variance was offset by additional grant funding – see 5b below. c. Home Safety £41.6k adverse mainly due to the purchase of home safety equipment but that was largely offset by additional grant funding – see 5c below.
3. Community & Culture - £984.4k favourable. (£148.0k favourable after allowing for the net nil distorting effect on income and expenditure of Peace IV project payments). a. Payroll £108.1k favourable mainly due to underspends in Community Development (£58.3k), Good Relations (£17.1k), Peace IV (£15.6k) and Arts Development (£9.6k) due to vacancies in those services during the year. b. Peace IV grant payments were £836.4k under budget due to a delay in the project starting (SEUPB delayed approvals) but that was offset by a similar adverse variance on income – see 6a below. c. Community Activity & Summer Programmes running costs were £23.4k under budget for the year.
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CW.20.6.18 PM d. There were underspends on Volunteer Support (£13.7k), Community Charter (£7.0k) and Community Good Practice (£6.0k). Those programmes were now planned to commence in 2018/19. e. The purchase of office furniture and equipment for the offices at Conway Buildings was £18.0k adverse for the year as that expenditure was not budgeted for. However, that was more than covered by the overall Service underspend.
4. Leisure & Amenities - £327.3k favourable. a. Payroll was £74.2k adverse which was mainly due to overspends in Leisure (£197.4k) partially offset by underspends in Parks and Cemeteries (£49.3k), Community Halls/Centres (£31.1k) and Leisure Admin (£43.0k). The overspend in Leisure was mainly in Ards LC (£165.4k), Comber LC (£26.4k) and Londonderry Park (£29.6k). They had been caused by additional overtime, casuals and agency to cover staff shortages and essential shifts and severance costs. b. Ards LC (£77.7k favourable), Comber LC (£4.8k adverse), Portaferry SC (£14.6k favourable) and Londonderry Park (£21.7k favourable) running costs (excluding payroll) were £109.2k under budget for the year. That had helped to mitigate the overspend on payroll costs. c. Community Halls/Centres running costs (excluding payroll) were £19.4k under budget. d. Parks and Cemeteries running costs (excluding payroll) were £122.0k adverse for the year. That was primarily due to the significant increased spend the year on tree maintenance as a result of storm damage and remedial works. e. Whitespots Country Park was showing a favourable variance of £153.5k mainly due to an underspend of £146.9k on consultancy. That was now budgeted to be carried out in 2018/19. The large favourable variance was partially offset by reduced grant income– see 7c below f. Aurora had a favourable variance of £100.9k. That was mainly due to the operating subsidy (£39.2k) and buildings maintenance costs (£20.0k) being less than budget. In addition, the budget set aside for potential additional pension costs in the event of Leisure being outsourced was not needed (£52.5k). g. Everybody Active running costs were £13.6k favourable. That was partially offset by an adverse variance in income – see 7f below. h. Other Leisure favourable variances include Ards Half Marathon £3.7k, 10k Road Race £14.2k (offset by similar reduction in income – see 7e below), Bangor Sportsplex £25.2k, Sports Pavilions £21.2k, Sports & Football Development £22.3k, Queens Hall £13.1k, Sports Development grants £14.4k and Countryside Management £10.1k.
Income - £894.5k (17.0%) worse than budget. That adverse variance was mainly made up of the following: -
5. Environmental Health - £66.5k favourable.
a. Affordable Warmth grant was £33.7k less than budgeted. Associated expenditure had been reduced to mitigate the impact of the reduction in grant.
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b. PHA grant finding for NI Home Safety project £29.8k favourable. That offsets the adverse expenditure variance – see 2b above. c. Home Safety grant was £33.6k better than expected as extra funding was received this year. That helps offset the increased expenditure - see 2c above. d. Food Safety and Food Hygiene Rating income was £27.7k better than budget mainly due to additional funding received during the year. e. Mind, Body & Business project income (£5.0k) was better than expected for the year.
6. Community and Culture - £859.9k adverse. (£23.5k adverse after allowing for the net nil distorting effect on income and expenditure of Peace IV project payments). a. Peace IV project grant income was £836.4k adverse but that was offset by a similar favourable variance on project spend – see 3b above. b. Peace IV administration grant income was £50k under budget. That was due to the delay in the project starting as the amount of administration costs that can be claimed was linked to the amount of project payments made. c. Arts & Heritage income was £15.2k better than budget for the year (Arts Summer Programme £6.4k; ND Museum £6.4k).
7. Leisure & Amenities - £101.1k adverse. a. Ards LC £64.8k adverse (mainly momentum fitness and café and vending); Comber LC £33.8k adverse (mainly momentum fitness, tennis and membership), Portaferry Sports Centre £12.8k favourable and Londonderry Park £23.7k favourable.
The adverse variances for Ards and Comber had reduced from last month. Fitness membership direct debits are now up by over 550 members across the 3 Centres. That increase was secured from the beginning of August until the end of March and completely reverses the previous trend and market norms for that time of year. It was anticipated that with the continued recruitment and restructure drive the exceptional positive trend would continue in 2018. With an average income of approximately £24 (exc. VAT) per person per month that would result in a potential extra £144k of income over a 12-month period. b. Community Halls/Centres income was £48.2k better than budget. That was mainly due to Donaghadee CC (£9.2k), Green Road CC (£8.7k), Alderman George Green CC (£9.7k) and Hamilton Road CC (£19.6k) being £47.2k better than budget. c. Whitespots Country Park was £100.8k adverse mainly because the 2017/18 budget included £100k for grant funding towards consultancy costs. As the consultancy work was not carried out the grant was not received but the adverse variance was more than offset in the underspend in expenditure – see 4e above. d. Cemeteries income was £53.2k better than budget. e. Bangor 10k Road Race income was £12.5k adverse – offset by similar reduction in expenditure (see 4h above). f. Everybody Active income was £13.0k adverse for the year but that was more
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than offset by the underspend in expenditure – see 4g above.
BUDGETARY CONTROL REPORT By Directorate and Service
Period 12 - March 2018 - DRAFT
Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %
Community & Wellbeing
100 Community & Wellbeing HQ 221,225 200,300 20,925 200,300 10.4 110 Environmental Health 1,521,837 1,489,000 32,837 1,489,000 2.2 120 Community and Culture 1,660,526 1,785,100 (124,574) 1,785,100 7.0 130 Leisure and Amenities 4,810,248 5,036,500 (226,252) 5,036,500 4.5
Totals 8,213,836 8,510,900 (297,064) 8,510,900 3.5
BUDGETARY CONTROL REPORT By Income and Expenditure
Period 12 - March 2018 - DRAFT
Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £
Community & Wellbeing
100 Community & Wellbeing HQ 221,225 200,300 20,925 - - - 110 Environmental Health 2,103,813 2,004,500 99,313 (581,976) (515,500) (66,476) 120 Community and Culture 2,811,857 3,796,300 (984,443) (1,151,331) (2,011,200) 859,869 130 Leisure and Amenities 7,447,360 7,774,700 (327,340) (2,637,112) (2,738,200) 101,088
Totals 12,584,255 13,775,800 (1,191,545) (4,370,418) (5,264,900) 894,482
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND, on the proposal of Councillor Brooks, seconded by Councillor Muir, that the recommendation be adopted.
4. BUDGETARY CONTROL REPORT – APRIL 2018
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that the net cost of services was showing an under spend of £74,512 (11.0%).
Explanation of Variance
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A Budgetary Control Report by Income and Expenditure for the Directorate was, also, shown on page 3 which analyses the overall favourable variance (£74,512) by expenditure (£59,194 favourable) and income (£15,319 favourable).
COMMUNITY & WELLBEING
Expenditure - £59.2k (6.2%) better than budget to date. The favourable variance was mainly made up of the following: - 1. Environmental Health - £6.3k favourable. That was mainly explained by small underspends on payroll (£4.1k) and mileage (£3.6k). 2. Community & Culture - £2.0k adverse. The adverse variance was mainly due to the purchase of office furniture and equipment for the offices at Conway Buildings which wasn’t budgeted for. 3. Leisure & Amenities - £54.7k favourable. a. Payroll £45.1k favourable which was mainly due to underspends in i. Parks and Cemeteries - £14.1k. 6 vacant posts in April which are in the process of being recruited and were expected to be filled by the end of June. ii. Community Centres - £8.6k under budget to date. iii. Leisure Admin - £4.7k. 2 vacant posts in April. iv. Leisure - £17.7k. The Outdoor Recreation Officer post (£1.4k) and Playground Officer post (£1.4k) were currently vacant. There were, also, small underspends in Ards LC (£5.2k), Comber LC (£1.9k), Portaferry (£1.6k) and Sports Development (£2.2k). b. Running costs (excluding payroll) for Ards LC (£3.4k), Comber LC (£2.9k), Portaferry SC (£0.4k) and Londonderry Park (£0.9k) (excluding payroll) were £7.6k under budget to date.
Income - £15.3k (5.4%) better than budget to date. That favourable variance was mainly made up of the following: - 4. Community and Culture - £4.7k favourable. That was made up of a number of small favourable variances North Down Museum (£1.9k), Arts Centre (£1.4k) and Community Development Activity Programmes (£0.7k). 5. Leisure & Amenities - £10.0k favourable. a. Cemeteries income was £5.4k better than budget to date. b. Income at the Leisure Centres (Ards LC £1.9k, Comber LC £3.8k, Portaferry SC £1.0k) and Londonderry Park (£0.3k) was £7.0k better than budget.
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BUDGETARY CONTROL REPORT By Directorate and Service
Period 1 - April 2018
Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %
Community & Wellbeing
100 Community & Wellbeing HQ 11,929 12,100 (171) 160,500 1.4 110 Environmental Health 119,565 126,500 (6,935) 1,723,700 5.5 120 Community and Culture 163,539 166,300 (2,761) 1,937,800 1.7 130 Leisure and Amenities 307,555 372,200 (64,645) 5,677,400 17.4
Totals 602,588 677,100 (74,512) 9,499,400 11.0
BUDGETARY CONTROL REPORT By Income and Expenditure
Period 1 - April 2018
Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £
Community & Wellbeing
100 Community & Wellbeing HQ 11,929 12,100 (171) - - - 110 Environmental Health 155,600 161,900 (6,300) (36,035) (35,400) (635) 120 Community and Culture 192,167 190,200 1,967 (28,628) (23,900) (4,728) 130 Leisure and Amenities 539,611 594,300 (54,689) (232,055) (222,100) (9,955)
Totals 899,306 958,500 (59,194) (296,719) (281,400) (15,319)
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND, on the proposal of Alderman Irvine, seconded by Councillor Martin, that the recommendation be adopted.
(Councillor Kennedy withdrew from the meeting – 7.03 pm)
5. Q4 PERFORMANCE REPORT – ENVIRONMENTAL HEALTH, PROTECTION AND DEVELOPMENT (CW22) (Appendix I)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil that requirement Council approved the Performance Management Policy and Handbook in October 2015.
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The Performance Management Handbook outlined the approach to Performance Planning and Management process as:
• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) • Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 sets out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outline how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.
Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
Key points to note:
• The EH compliance strategy for new businesses still required some work in cooperation with Economic Development colleagues.
Key achievements:
• Compliance with targets in relation to high risk premises in the borough and those who were compelled to have ratings published in relation to the Food Hygiene Rating Scheme
Emerging issues:
• The responsibility of regulating Houses in Multiple Occupation (HMO’s) would pass from the NIHE to Councils in April 2019. Some work in preparation was required in 2018. The EU exit required that the Council would be compelled to do extra work to ensure that EU approved food businesses were ready for whatever regime replaces the current approvals process. Funding streams in relation to the Affordable Warmth project from the DfC were currently undergoing review.
Action to be taken:
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• HMO preparation was ongoing with a software procurement exercise for councils being led by Belfast CC. The EHP&D department was working with EU approved premises to ensure compliance moving forward on behalf of the Council. The work was to be audited by the food standards agency in the 3rd or 4th quarter of 2018/19.
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND, on the proposal of Councillor Thompson, seconded by Alderman Irvine, that the recommendation be adopted.
6. Q4 PERFORMANCE REPORT – COMMUNITY AND CULTURE (FILE CW22) (Appendix II)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil the requirement Council approved the Performance Management Policy and Handbook in October 2015. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:
• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2017/18 plan published 15 June 2017) • Service Plan – developed annually (approved April 2017)
The Corporate Plan 2015-19 sets out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outline how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.
Reporting approach
The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:
Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June
Key points to note:
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• A staff satisfaction survey was not carried out within the service, as staff had been involved in the Employee Engagement Surveys required for IIP • Volunteer surveys were not carried out.
Key achievements:
• The majority of Performance Indicators were exceeded. • Staff attendance levels exceeded the 95% target set. • Footfall to the Arts Centre, the Museum and attendance at associated Arts and Heritage Programme exceeded expectations
Emerging issues:
• Spend against budget was slightly lower than expected, due to a few posts being vacant
Action to be taken:
• Spend against budget would be monitored on an ongoing basis
RECOMMENDED that the Council notes this report.
AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Alderman Irvine, that the recommendation be adopted.
7. ARDS AND NORTH DOWN SPORTS FORUM (SD109) (Appendices III)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing attaching Sports Forum Applications for Noting and Approving May 2018 and Unsuccessful Sports Forum Grants May 2018. The report detailed that Members would be aware that on the 26th August 2015 Council delegated authority to the Ards and North Down Sports Forum Borough, in order to allow it to administer sports grants funding on behalf of the Council. £25,000 had been allocated within the 2018/2019 revenue budget for that purpose.
The Council further authorised the Forum under delegated powers to award grants of up to £250. Grants above £250 still required Council approval. In addition, the Council requested that regular updates were reported to members.
During May 2018, the Forum received a total of 47 grant applications; 35 of which were for Travel and Accommodation, 4 of which were for Equipment, 2 of which were for Events, 1 of which was for coaching and we also had 5 Gold Card Application, and 1 appeal application which was successful.
A total of 6 of the applications failed to meet the specified criteria. The reasons for the unsuccessful applications were detailed.
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For information, the annual budget and spend to date on grant categories was as follows:
May 2018 Annual Budget Funding Awarded Remaining May 2018 Budget Travel and Accommodation* £12,000 £3,380 £7572.76 Coaching* £2,500 £300 £2,200 Equipment * £5,000 £1999.62 £1564.49 Events* £3,000 £2,272 -£1,334 Seeding £500 0 £500 Anniversary £1,000 0 £1,000 Discretionary £1,000 0 £1,000 Gold Cards Issued during the period May 2018 is 3
* The proposed remaining budget for Travel & Accommodation of £7572.76 is based on a proposed award of £3,380 with reclaimed costs of £2.76 and withdrawn costs of £100 as listed in Appendix. The proposed remaining budget for Coaching of £2,200 is based on a proposed award of £300 as listed in Appendix.. The proposed remaining budget for Equipment of £3,564.11 was based on a proposed award of £1,435.89 as listed. The proposed remaining budget for Events of -£1,334 was based on a proposed award of £2,272 as listed in Appendix 1(D).
RECOMMENDED that Council approves the applications for financial assistance for sporting purposes valued at above £250, and that the applications approved by the forum (valued at below £250) are noted.
AGREED TO RECOMMEND, on the proposal of Councillor Menagh, seconded by Councillor Cooper, that the recommendation be adopted.
8. RURAL PARTNERS BASIC SERVICES PROGRAMME. REQUEST FOR 5% MATCH FUNDING. ST PATRICK’S GAC PORTAFERRY, PLAYER INJURY RECOVERY SUITE (CW71) (Appendix IV)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing attaching Expressions of Interest Form. The report detailed Ards and North Down Rural Partnership, Rural Development Basic Services Scheme recently opened for full applications from applicants who had submitted an Expression of Interest form earlier this year. The funding would potentially support technical and capital investments which would provide access to basic services or improvements in social infrastructure which were an integral part of the Council Community Plan and its emerging priorities.
The Partnership would offer successful applicants a grant of up to 75% (max £5,000 towards technical applications and max of £200,000 towards capital applications) towards their project. Council have agreed to support 5% of the remainder, with groups expected to contribute the final 20% by other means, with at least 5% coming directly from the applicant group.
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The value of the Basic Services scheme was £897,750, which meant that once the all the funding had been allocated, community projects to the value of £1,196,666.60 of eligible project costs would have been implemented in the Borough.
Council had agreed to contribute a maximum of £59,833.33 across all successful projects. Interested groups who submitted an Expression of Interest form would be advised by the Partnership if their project was eligible in principle or not to progress to the formal application stage. Those applicants whose projects had been deemed eligible in principle had been advised of the need to contact relevant Council Officers in order to seek confirmation of the Councils 5% financial contribution.
Council must decide on whether it supports the applicant’s proposed project and provide a letter of support for its 5% contribution, on a project by project basis. The final decision on whether or not to award the Basic Services grant rests with the Ards and North Down Rural Partnership, and the 5% letter of match funding support from the Council was one of the essential criteria for any award.
The report related to the development of a proposed Player Injury Recovery Suite on St Patrick’s GAC club premises.
The applicant discussed the proposal with the Director, Head of Leisure Services and Service Unit Manager for Leisure. It was anticipated that the level of investment required from Council would be 5% of £30,000; £1500 towards the construction of a player injury recovery suite as detailed. Note: those were indicative figures as the final procurement exercise had not yet been undertaken.
RECOMMENDED that Council approves a contribution of 5% of the proposed feasibility study up to a maximum of £2,500 (to allow for change following procurement) on the condition that the project is deemed eligible and is successfully awarded grant aid by Ards and North Down Rural Partnership.
Councillor Boyle thanked Officers for the work that had occurred within the short time frame.
AGREED TO RECOMMEND, on the proposal of Councillor Boyle, seconded by Councillor Edmund, that the recommendation be adopted.
9. RURAL PARTNERS BASIC SERVICES PROGRAMME. REQUEST FOR 5% MATCH FUNDING KILLINCHY, KILMOOD & TULYNAKILL PARISH (FILE CW71) (Appendix V)
PREVIOUSLY CIRCULATED:- Report from Director of Community and Wellbeing attaching Expressions of Interest Form attaching Ards and North Down Rural Partnership, Rural Development Basic Services Scheme recently opened for full applications from applicants who had submitted an Expression of Interest form earlier this year. That funding would potentially support technical and capital investments which would provide access to basic services or improvements in social
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The Partnership would offer successful applicants a grant of up to 75% (max £5,000 towards technical applications and max of £200,000 towards capital applications) towards their project. Council had agreed to support 5% of the remainder, with groups expected to contribute the final 20% by other means, with at least 5% coming directly from the applicant group.
The value of the Basic Services scheme was £897,750, which meant that once the all the funding had been allocated, community projects to the value of £1,196,666.60 of eligible project costs would have been implemented in the Borough.
Council had agreed to contribute a maximum of £59,833.33 across all successful projects. Interested groups who submitted an Expression of Interest form would be advised by the Partnership if their project was eligible in principle or not to progress to the formal application stage. Those applicants whose projects had been deemed eligible in principle had been advised of the need to contact relevant Council Officers in order to seek confirmation of the Councils 5% financial contribution.
Council must decide on whether it supports the applicant’s proposed project and provide a letter of support for its 5% contribution, on a project by project basis. The final decision on whether or not to award the Basic Services grant rests with the Ards and North Down Rural Partnership, and the 5% letter of match funding support from the Council was one of the essential criteria for any award.
The report related to the development of a proposed extension to a room to create a multi-purpose halls of size 650sq ft, which would be used for the primary benefit of increasing the level of community services available for those living in Killinchy.
The applicant discussed the proposal with the Head of Community and Culture. It was anticipated that the level of investment required from Council would be 5% of the total project cost £120,000; £6000 towards the proposed extension. Note: those were indicative figures as the final procurement exercise had not yet been undertaken.
RECOMMENDED that Council approves a contribution of 5% of the proposed extension (to allow for change following procurement) on the condition that the project is deemed eligible and is successfully awarded grant aid by Ards and North Down Rural Partnership.
AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Councillor Boyle, that the recommendation be adopted.
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10. RURAL PARTNERS BASIC SERVICES PROGRAMME. REQUEST FOR 5% MATCH FUNDING LISBARNETT & LISBANE COMMUNITY ASSOCIATION (Appendix VI)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing attaching Expressions of Interest form. The report detailed that Ards and North Down Rural Partnership, Rural Development Basic Services Scheme recently opened for full applications from applicants who had submitted an Expression of Interest form earlier this year. The funding would potentially support technical and capital investments which would provide access to basic services or improvements in social infrastructure which were an integral part of the Council Community Plan and its emerging priorities.
The Partnership would offer successful applicants a grant of up to 75% (max £5,000 towards technical applications and max of £200,000 towards capital applications) towards their project. Council have agreed to support 5% of the remainder, with groups expected to contribute the final 20% by other means, with at least 5% coming directly from the applicant group.
The value of the Basic Services scheme was £897,750, which meant that once the all the funding had been allocated, community projects to the value of £1,196,666.60 of eligible project costs would have been implemented in the Borough.
Council had agreed to contribute a maximum of £59,833.33 across all successful projects. Interested groups who submitted an Expression of Interest form would be advised by the Partnership if their project was eligible in principle or not to progress to the formal application stage. Those applicants whose projects had been deemed eligible in principle had been advised of the need to contact relevant Council Officers in order to seek confirmation of the Councils 5% financial contribution.
Council must decide on whether it supports the applicant’s proposed project and provide a letter of support for its 5% contribution, on a project by project basis. The final decision on whether or not to award the Basic Services grant rests with the Ards and North Down Rural Partnership, and the 5% letter of match funding support from the Council was one of the essential criteria for any award.
The report related to a feasibility study to identify how the group develop and sustain their services within the community, with particular emphasis on how to expand the existing Community Centre buildings to meet present and future demands.
The applicant discussed the proposal with the Head of Community and Culture. It was anticipated that the level of investment required from Council would be 5% of the total project cost £6650; £332.50 towards the proposed feasibility study.
RECOMMENDED that Council approves a contribution of 5% of the proposed feasibility study on the condition that the project is deemed eligible and is successfully awarded grant aid by Ards and North Down Rural Partnership.
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Councillor Edmund also thanked Officers for the work that had occurred, the funding had brought great benefit to the rural villages and that was great to see.
AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Councillor Cooper, that the recommendation be adopted.
11. COMMUNITY CENTRES UTILISATION UPDATE (FILE CW66) (Appendix VII)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing attaching % total utilisation figures Jan 2018-March 2018. The report detailed it was agreed that a report producing percentage utilisation be presented to Council on a quarterly basis. The report showed the total number of hours in which there was at least one booking in each Community Centre during the period January- March 2018. There was also a comparison for each hall with the usage for the same period in 2017.
On average the usage of the halls was down by 1.64% across the quarter. The usage figures for March were lower than last year which was due to Easter falling early this year. That resulted in some of the school holidays beginning on the 23rd of March and many of the regular user groups would have stopped their bookings over the period. The usage figures for January 2018 were higher than last year due to Kilcooley Community Centre being closed for maintenance for the majority of January 2017. Portavogie Community Centre was also closed for three days for maintenance in January 2018.
RECOMMENDED that Council notes this report.
Proposed by Alderman Smith, seconded by Alderman Irvine, that the recommendation be adopted.
Alderman Smith highlighted the range in the utilisation figures across the community centres. One centre had a low utilisation percentage of 14.32 % and she asked if something could be done to promote the centres with low utilisation rates.
The Head of Leisure and Amenities highlighted that extensive PR had occurred around the Community Centres and Officers continued to promote their use. He noted that some of the Centres were well used and there was no deficiency of community hall provision across the Borough.
Alderman Smith suggested a survey be undertaken amongst the community within the areas where there was low usage of the Community Centres to gain improvement ideas. The Head of Leisure and Amenities advised that community engagement did occur and referred to the work that was occurring with the Redburn Community as an example. Areas were well serviced with community use provision and some groups chose to use Church halls etc. However, the Head of Leisure and Amenities noted Alderman Smith’s suggestion.
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Councillor Dunne questioned if Wi-Fi was installed within the Community Centres. In response the Head of Leisure and Amenities advised that there was Wi-Fi installed within some the centres and he undertook to check which ones for the Member.
AGREED, that the recommendation be adopted.
12. REPORT ON NOTICE OF MOTION CONCERNING BURIAL COSTS FOR CHILDREN (FILE PCA57)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that in May 2018, the Council agreed to a Notice of Motion that it should wave the £65 cost of opening a grave for children under 18 years of age as a gesture of good will at a difficult time in parents lives. That was currently undergoing equality screening and would be introduced subject to the outcome of that as soon as possible. The Notice of motion also requested that a report be brought back on schemes set up by Government for England and Wales which could be introduced by the Northern Ireland Assembly which would allow for government to cover costs regarding children’s funeral and burial arrangements.
The schemes in England and Wales appear to cover Local authority burial costs (through a Children’s Funeral Fund) but not additional costs such as those of a funeral director. However, reference was made in the information below to funeral directors also waving costs, and a government grant available for low income families, as well as the Children’s Funeral Fund.
In Northern Ireland, those who qualify could avail of a Funeral Payment from the Department for Communities. To get a Funeral Payment an applicant must be responsible for the funeral and: • get certain benefits or tax credits • meet certain rules about their relationship with the deceased • claim in time • meet the rules on where the funeral takes place
The following website extracts outlined the schemes in place in England and Wales.
1. England.
A Children’s Funeral Fund was established in England in April 2018 after Theresa May announced child burial fees were to be waived. Swansea East MP Carolyn Harris launched a campaign calling for an end to child burial fees after she struggled to pay for a funeral for her eight-year-old son, Martin, who was killed in a car accident in 1989. Ms Harris had to take a loan out to make ends meet. She advised that the majority of the £1750 bill was her council’s burial fee. She has called on the Government to cover the cost of burials and cremations for struggling parents. A fund was “the dignified, compassionate and sympathetic thing to do,” she said. Child burial fees have been waived following Carolyn Harris’s campaign to abolish them.
How will the Children’s Funeral Fund work?
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Grieving parents face council costs – which vary depending on location – for burials or cremations but under the new scheme local authorities will waive the fee. It will be met by the Government instead and will reportedly cost £10 million a year. The fund applies for the deceased under the age of 18. Parents will still have to pay for additional, optional services and elements such as flowers and receptions. The Prime Minister said: “No parent should ever have to endure the unbearable loss of a child – a loss that no amount of time will ever truly heal. “But in the raw pain of immediate loss, it cannot be right that grieving parents should have to worry about how to meet the funeral costs for a child they hoped to see grow into adulthood.” The Welsh Government set up the first such fund in 2017, with Westminster now following suit. How much does a funeral cost? The council’s cremation or burial fees depend on the type of coffin, the type of grave, location and even the time and day.
City of London Burial (private grave, lawn) – £1,560 for adults, £696 for children
Manchester City Council Burial (existing grave, chestnut, resident) – £743 for adults, £0 for children
The average cost of a basic funeral is about £3,700 – a price that is steadily increasing and leaving many people in funeral poverty. Most people will have to factor in additional, optional elements and services on top. This can include the use of a funeral director, flowers, headstone and ceremony. The price can jump to around £6,000, according to the BBC.
Is there any help for funeral costs?
A Funeral Expenses Payment can be obtained from the Government for people on certain benefits who have to pay for a funeral. These include: Income Support, Jobseeker’s Allowance (income-based), Employment and Support Allowance (income-based), Pension Credit, Housing Benefit, Working Tax Credit (disability element), Child Tax Credit or Universal Credit. However, the payment is unlikely to cover the full cost of the funeral.
2. Wales.
The following was published on 24th March 2017
Today the Welsh Government have announced plans to scrap fees for children's funerals. This follows a determined, passionate campaign led by Carolyn Harris MP who lost her own young son and found she was unable to afford to bury him.
Carolyn said: “When the undertaker was explaining to me what the plans for my little boy’s funeral were, I just wanted to hold my little boy, not bury him. I remember the day the bill arrived and that fear in my stomach as to how I would pay it.” Carolyn was working as a dinner lady and barmaid when her eight-year-old Son Martin died suddenly. With funeral costs doubling in ten years, too many people can’t afford a respectful funeral when someone they love dies. The cost of a funeral
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CW.20.6.18 PM imposes a crippling on financial burden on families at one of the most difficult times in their lives.
Carolyn’s campaign calls for the government to put £10 million into funding children’s funerals across the country.
Many funeral directors waive the fees for a child’s funeral, but most local authorities charge for cremation and burial services.
Carolyn, along with others including Fair Funerals and children's cancer charity CLIC Sargent, are now calling on Westminster, led by Prime Minister Theresa May, to follow the lead of the Welsh Government.
Up until now, Theresa May has refused to scrap children's fees, saying that the government already do enough to help grieving families who can't afford a funeral. She points to the funeral grant which is available to some people on qualifying benefits who would otherwise be unable to afford a funeral. What Theresa May doesn't say is that the grant has shrunk so much now it only covers around 40% of a funeral bill. And many people who need support get nothing. Because Carolyn was in low paid work when her son died, she wouldn't have been eligible for help. In response to the announcement that the Welsh Government are scrapping fees for children's funeral, Carolyn says: “I am delighted that the Welsh Government is leading the way by absorbing the cost of child burials. For what has been a very personal and at times upsetting campaign, it has been truly heart-warming to see so many people show such compassion for grieving parents. No parent should ever have to suffer such a cruel loss, but there are many organisations working to remove an unnecessary stress to an already difficult time. From local authorities waiving their fees, the clergy providing a free service and funeral directors making their services free, the Welsh Government would now ensure that every bereaved parent in Wales would be able to bury their child without having to worry about the bill”.
RECOMMENDED that Council note the above information and write to the Department for Communities to ask for a similar scheme to be established in Northern Ireland.
Proposed by Alderman Smith, seconded by Councillor Chambers, that the recommendation be adopted.
(Councillor Kennedy re-entered the meeting – 7.10 pm)
Alderman Smith was pleased to see progress was being made with waving the £60 cost of opening a grave for children under 18 years of age. However, she noted that due to having no Government in place she felt it would be a slow process to progress the funeral fund aspect.
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Councillor Dunne was pleased to see the positive report and thanked Alderman Smith for bringing the Motion to Council. The issue was sensitive and emotive and he hoped that with the recent press coverage on the matter further progress could be made.
Councillor Martin echoed those comments and paid tribute to Alderman Smith for bringing the motion forward which he believed was a good issue to address. He hoped a positive response would be received from the Department of Communities.
Councillor Smart also thanked Alderman Smith for the motion which he believed was worthy, timely and testament of Alderman Smith’s efforts. He stated that he was grateful that Officers had progressed the matter and raised a question regarding the equality impact assessment that needed to take place.
The Director of Community and Wellbeing advised that since the preparation of the report that waving the £60 cost of opening a grave for children under 18 years of age was now in place.
AGREED, that the recommendation be adopted.
13. WARD PARK DEVELOPMENT UPDATE (FILE PCU 6)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that Members would be aware from previous reports that in 2017 a planning application relating to the original plan for an upgrade to Ward Park involving the ponds, islands, bird enclosures and surrounding paths was submitted for approval. Parallel to that, officers having met with the Heritage Lottery Fund (HLF) to discuss the potential for a heritage lottery grant under its ‘Parks for People’ stream, learned that that would require a ‘whole park’ approach to redevelopment to be undertaken, but provided an opportunity for a much more comprehensive and significantly grant aided project to be delivered. For example that would include Ward Arras which currently provided for tennis, cricket and football facilities. Council agreed to pursue the emerging opportunity.
Officers in 2017 engaged with a landscape architect to discuss outline objectives and concept options for a whole park redevelopment, but shortly afterwards HLF announced that they were reviewing their grants structures. As a result, currently, there were only three main grant streams presently available which were classified into small, medium and major categories. Therefore, given the fact that there was no longer a category aimed specifically at parks, any application into those streams would be in competition with any other heritage project bidding for the same pot of money.
Officers had evaluated the change in policy by the HLF and consequently the Capital and Projects Unit of the Council were commissioning professional services to carry out an outline business case and feasibility study for a whole park approach to consider all options available to the Council. The process would also take a fresh look at all possible funding streams and include significant stakeholder engagement. Once the outline business case and feasibility study had been considered by Council then a design team could be procured as required.
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RECOMMENDED that Council notes this report.
Proposed by Alderman Irvine, seconded by Councillor Douglas, that the recommendation be adopted.
Alderman Irvine highlighted that the work on the development of Ward Park had been ongoing for some time with studies and consultations having been done previously. He questioned if any phases of the development could be brought forward.
The Director stated that the previous application was the fall-back position. He stated that he would have concerns if the Council was to proceed with some elements of the scheme if that would jeopardise the whole park funding opportunity.
Alderman Irvine questioned the timescale of funding. In response the Director advised that the funding scheme was different now and the Council would be competing with other heritage projects for the funding. Officers were currently looking at acquiring professional services to undertake an outline business case and a feasibility study and he would update Members when progress had been made.
Councillor Douglas thanked the Director for facilitating a recent meeting with Ward Park Residents Association. With the development of the Park now possibly not occurring for a number of years, she questioned if works in the meantime could occur for example in respect of the upkeep of the paths.
The Director reiterated that Council needed to be careful that the funding application was not jeopardised. Maintenance works would occur within a range of limited expenditure.
Councillor Martin raised questions regarding the timeline.
(Councillor Dunne withdrew from the meeting 7.17 pm)
The Director advised that the timeline needed to be agreed once the technical assistance was appointed. The design team could be procured without coming back to Council as that was a pre-tendered exercise using the ‘Scape’ framework.
Councillor Muir stressed the importance of all the development works occurring at once as one overall scheme. He felt a two-staged approach would cause too much disruption and be damaging to the Council’s reputation. Councillor Muir stated that the paths were in a poor condition and suggested that some maintenance occur.
(Councillor Dunne re-entered the meeting – 7.17pm)
The Director stated that he would take that suggestion on board.
AGREED, that the recommendation be adopted.
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14. AFFORDABLE WARMTH SCHEME PERFORMANCE 17/18 AND FUNDING 18/19 (CW8) (Appendix VIII)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing attaching Affordable Warmth Scheme 17/18 Final Performance and 18/19 P1 (NIHE). The covering report detailed that the Affordable Warmth (AW) Scheme provided a package of energy-efficiency and heating measures, tailored to each household that meets the assessment criteria in targeted areas. Funded primarily by the Department for Communities (DfC), the scheme was delivered by Councils and Northern Ireland Housing Executive (NIHE) in partnership. Council AW Officers make contact with occupants from a list of addresses provided by DfC in order to undertake an assessment and determine eligibility. Not all assessments would result in a referral being made to the NIHE to complete the grant application, as would be expected within a means tested screening process. Provision was also made for self referrals to the scheme, but those could not be given priority and strict quotas were in place in relation to the number of self referrals that could be processed against the number of targeted addresses at any time.
In addition, those households that do not meet the requirements of the scheme were directed, where possible, to other schemes, such as boiler replacement, thus assisting additional households in fuel poverty and helping to meet the objectives of DfC’s Fuel Poverty Strategy. The AW Officers also provided a holistic service for the clients and make onward referrals to a wide range of other internal and external partners, including our Home Safety Team for accident prevention, Policing and Community Safety Partnership (PCSP) for home security and the Social Security Agency for benefit checks which nearly always result in an increase in benefits for the client.
Performance 17/18
In the period from 1 April 2017 to 31 March 2018 (as determined by NIHE in the attached report Affordable Warmth Scheme 17/18 Final Performance and 18/19 P1) the numbers of homes helped directly by the scheme in this area were as follows:
Referrals to NIHE 405 Approvals to proceed 396 Measures Installed 799 Homes Complete 364
Value of Approvals £1.3 Million
The service continued to bring clear benefit to eligible households (those on low income and of greatest vulnerability) with substantial improvements in energy efficiency made to 364 homes. Those measures should significantly reduce the likelihood of fuel poverty for those households.
Members would recall the public consultation process in November 2017 which suggested amendments to the scheme including:
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1. Exclusion of Disability Living Allowance, Attendance allowance and Personal Independence Payments. 2. Change to a ward based approach based on a re-run of the address targeting algorithm. 3. Change to income eligibility threshold (increased from household income £20,000) 4. Change to boiler replacement requirements.
It was unfortunate that, whilst the consultation had now ended, DfC had advised that the recommendations could not be introduced in the absence of the Assembly, as the proposed were welcomed by this Council as they would result in additional vulnerable households meeting eligibility criteria.
Funding 18/19
The issue of funding for the Affordable Warmth Scheme had been to the fore since the second year of the scheme. Initially, £153,000pa during 2015/16. In 2016/17 Ards and North Down Borough Council (ANDBC) was provided with only £107,000 from DfC (in the second week of April 2016) after being assured in December 2015 during the estimates process that the previous level of funding would not be cut. The amount provided in 17/18 was further reduced to £73,486 (again after the estimates process) and ANDBC agreed provide the deficit from 16/17 departmental savings.
The 18/19 proposal was to maintain the funding around the 17/18 level and therefore a similar referral rate of around 400 households was anticipated. DfC requested that only 25 referrals a month be made in April and May until budgets were confirmed therefore a higher rate of households in the remaining 10 months was anticipated and our AW team maintained the same level of activity. Unfortunately, DfC have now reduced the number of homes targeted in each council area to 220 per year. This means that from July 2018, only 17 referrals a month would be permitted in our area.
Currently there were over 50 files completed by our AW team which would now have to be “drip fed” to the NIHE in accordance with the new directive, and those clients who have had the initial assessment have been advised that the time to process their file would increase significantly because of that. There were also over 186 households on our “expression of interest” list – ie, they do not live in a targeted area but feel they meet the qualifying criteria for the scheme and therefore wish to be considered.
Interest in the AW Scheme remained high from the public. There were hundreds of addresses on our targeted areas listing that would benefit from energy efficiency measures but at present the funding had not been released by DfC to facilitate that.
Officers had been advised that discussions continued behind the scenes at DfC to see if any further monies were likely to be released and what provision may be made in the coming months to increase the referral rate. A review of the existing scheme in terms of value for money was also happening over the summer months and it was likely that recommendations from that review would influence any future
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Affordable Warmth Scheme therefore remained challenging to manage but members could be assured that Officers were continually raising their concerns at meetings with DfC and continued to try support those most in need within the budgetary constraints.
RECOMMENDED that Council notes this report.
Councillor Kennedy expressed his disappointment that the scheme was not working as it should and the number of applications that could be processed were continuing to be reduced. He noted that now only 17 referrals a month would be permitted and there were 186 expressions of interest lying that could not be actioned. Councillor Kennedy stated that some of those that had sought assistance were of the understanding that they would be receiving the funding, they had diminished their oil supply, only to find that their application could not be processed.
Proposed by Councillor Kennedy, seconded by Councillor Edmund, as an amendment, that the Council writes to the Secretary of State asking for the necessary steps to occur for the funding to be released for the scheme to proceed.
Councillor Edmund highlighted the importance of the scheme and its previous successes. However, he expressed his disappointment regarding the continuous reductions in funding and stated that the applicants felt that they had been forgotten about.
Alderman Smith described the matter as a disgrace, a failure of government and expressed her disappointment regarding the matter.
Councillor Smart rose in support of the amendment for what he felt was a fantastic scheme. He noted that it often took encouragement to apply for support and at the last minute the funding was cut, Council could not provide the assistance and the residents had been let down.
In response to a question from Alderman Irvine, the Head of Environmental Health, Protection and Development advised that since the preparation of the report the funding had subsequently cut further to £68,000 and the number of staff had been reduced from 3 down to 2. Officers had sought an urgent meeting with the DfC to express its displeasure. The funding cut applied to all Councils in Northern Ireland.
Councillor Boyle commended the work of the Affordable Warmth Officers. He suggested that the proposal also included writing to the Department.
AGREED, with an amendment, that the Council writes to the Secretary of State and the Department asking for the necessary steps to occur for the funding to be released for the scheme to proceed.
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15. APPOINTMENT OF PUBLIC ANALYSTS (FILE CW61)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that a tender exercise on behalf of all eleven District Councils by Armagh, Banbridge and Craigavon Borough Council in 2016, the contract to provide Public Analyst services for all councils was awarded to Public Analyst Scientific Services Limited. The contract expired on 6th June 2018 and under the terms of the existing contract a 12-month extension had been activated.
Article 27 (1) of the Food Safety (NI) Order 1991 required that the Council appointed one or more persons (Public Analyst(s)) to act as Analyst(s) within the district of the Council.
Furthermore, the Framework Agreement on Official Feed and Food Controls by Local Authorities, amendment of 5 April 2010, Chapter 2, paragraph 12.8, states that Ards and North Down Borough Council shall ensure that a Food Analyst was appointed to carry out examinations and analyses of food samples. In making those appointments, all relevant legal requirements and Codes of Practice shall be satisfied.
Due to staff changes in Public Analyst Scientific Services, it was necessary to update the appointment of Public Analysts.
The qualifications required by Analysts were set out in the Food Safety (Sampling and Qualifications) Regulations (NI) 2013. The Environmental Health Protection and Development service was satisfied that the following persons, who were employed by Public Analyst Scientific Services, fulfil the requirements of the Regulations for appointment as Public Analysts on behalf of the Council.
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 Michelle Evans BSc, MChemA, MRSC
RECOMMENDED that Council note the 12-month extension to the contract and appoint the above persons as Public Analysts to the Council under Article 27 (1) of the Food Safety (NI) Order 1991, effective from 1 May 2018. They replace the list appointed by Council on 18 December 2017.
AGREED TO RECOMMEND, on the proposal of Councillor Smart, seconded by Councillor Martin, that the recommendation be adopted.
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16. FOOD SERVICE PLAN (FILE CW22) (Appendix IX)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing attaching Food Service Plan 2018-19. The report detailed the Food Service Plan addresses one of the requirements of the Food Standards Agency Framework Agreement on Official Feed and Food Controls by Local Authorities, to provide a plan of the Council’s Food Control function for the Borough and review on an annual basis.
The Plan was also designed to complement the EH Protection and Development Work Plan for the whole Service and provides the relevant detail on service delivery that was required for Food Control activities.
RECOMMENDED that Council adopts the Food Service Plan.
(Councillor Smart withdrew from the meeting – 7.35pm)
AGREED TO RECOMMEND, on the proposal of Councillor Boyle, seconded by Councillor Thompson, that the recommendation be adopted.
17. SAFE FOOD CONFERENCE (CW46)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that the Institute for Food Safety Integrity & Protection (a specialist food organisation created by the Chartered Institute of Environmental Health) had organised a one-day Safe Food Conference to take place in London on 31st October 2018. The conference would address issues of managing food safety in the hospitality sector and was recommended as an essential update for Environmental Health Officers involved in Food Control. The cost of the conference was expected to be around £233 (the cost of last year’s conference) with estimated travel and overnight stay costs of £300.
RECOMMENDED that Council send two members of staff from the Food Control service unit to attend the conference with travel and subsistence paid at the normal rate from the existing budget.
AGREED TO RECOMMEND, on the proposal of Councillor Boyle, seconded by Councillor Edmund, that the recommendation be adopted.
18. SAFE PLACE UPDATE (FILE PCSP/ANDBC 167)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that in May by way of a Notice of Motion, Council agreed to welcome the Safe Place initiative in connection with domestic violence and to support the Policing and Community Partnership (PCSP) to put measures in place to make Ards and North Down a Safe Place. Below is a summary of the measures taken to date by the PCSP in partnership with Health and Wellbeing in 2017/2018. The work would be expanded upon in 2018/2019, subject to funding being provided by the Department of Justice and the Northern Ireland Policing Board. 25
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Two Safe Place Awareness raising sessions, funded by the PCSP, were held on 12th March 2018 in St Andrews Church, Clandeboye and in the Ebenezer Hall, Clandeboye. Those sessions were advertised in press and on Facebook and the Council website. All those who completed the training were provided with a Safe Place starter pack. On completion of the training each of the premises represented were then eligible to become a Safe Place and advertise their premises as a Safe Place. Those represented included St Andrews Church, Bangor, Clandeboye Primary School and a number of local businesses. Further resources would be provided, subject to funding, to ensure the cards are replenished, when required. Further awareness raising sessions were planned for 2018.
Members would be aware that there was a strong link between mental illness and domestic/sexual violence. Therefore, when Samaritans support cards and posters were being distributed to all Council facilities, as part of the Councils partnership agreement with the Bangor and North Down Samaritans, it was considered appropriate to supply “Safe Place” literature too.
The PCSP provided funding for materials supplied by ONUS and “Safe Place” business cards with specialist helpline numbers were placed in the holders alongside “Take 5 steps to wellbeing”, Lifeline and Samaritans cards and were made available in toilets and reception areas of Council premises. At the same time, posters were placed on the back of all toilet doors in buildings (accessible to both staff and members of the public) to provide a safe environment for those seeking help to read and access the information.
The same supporting literature (posters and helpline business cards) was distributed to over 130 hairdressers and barber shops across the borough, pre-Christmas 2017. These premises were also advised by means of a letter of their unique position to provide a listening ear and to signpost to specialist support those with mental health and/or domestic violence issues and were encouraged to contact ONUS for further information and Safe Place training should they wish.
Subject to approval by the Department of Justice (DoJ) further funding would be made available through the PCSP, in 2018-2019 to support the second phase of the Safe Place initiative, which would involve raising awareness, training and the delivery of programmes to tackle the rise in sexual violence.
RECOMMENDED that Council notes this report.
In response to a question from Councillor Douglas, the Head of Community and Culture explained that the initiative worked with businesses throughout the Borough to make those premises a Safe Place.
(Councillor Smart re-entered the meeting – 7.36 pm)
AGREED TO RECOMMEND, on the proposal of Councillor Cooper, seconded by Councillor Douglas, that the recommendation be adopted.
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19. PEACE IV MINUTES DATED 12 APRIL 2018 (Appendix X)
PREVIOUSLY CIRCULATED:- Copy of the above.
AGREED TO RECOMMEND, on the proposal of Councillor Smart, seconded by Councillor Thompson, that the minutes be approved and adopted.
20. NO HATE HERE CAMPAIGN (FILE PCSP/ANDVC166)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that the Council agreed that details of the No Hate Here Campaign should be made available to Councillors.
The 2017-2018 Campaign was funded through the Policing and Community Safety Programme, under Theme 2; Improve Community Safety and was delivered in conjunction with the Councils Good Relations Team. The total cost of the campaign was £4,500.
The project involved raising awareness of Hate Crime across the borough. 5000 “No Hate Here” stickers were produced, along with 500 coasters, which were displayed in shop fronts/windows by 64 local businesses and used in cafes, pubs and restaurants.
As part of the programme young people from NI Alternatives and North Down YMCA produced a drama to raise awareness of Hate Crime. The drama was videoed for publishing on social media and launched in North Down YMCA in March 2018. The video link was embedded into this report for members to view prior to the meeting.
The outcomes of the project included an increase in reporting to the PSNI and an increase in confidence in reporting to the PSNI.
Video link below. https://vimeo.com/252121703/f6df2403e5
RECOMMENDED that Council notes this report.
Councillor Douglas thanked Officers for the report and noted the good work that occurred.
AGREED TO RECOMMEND, on the proposal of Alderman Irvine, seconded by Councillor Douglas, that the recommendation be adopted.
21. ROYAL WEDDING FUND (FILE CDV26)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that as Members would be aware the Council recently ran a funding programme to fund Royal Wedding Celebrations.
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Grants of up to £350 were made available to Constituted Community and Voluntary groups across the Borough. The fund was advertised on a first come first served basis. 40 applications were received, as detailed in the table, two of which were unsuccessful as they were not from constituted groups. Due to the value of individual grants the recommended applications were approved by the Director of Community and Wellbeing. The total amount awarded was £12,662.97.
Council offered party packs to non-constituted groups who wished to have a street party/celebration. 30 packs were purchased, and all were given out.
A survey had been issued to all the groups and so far, the feedback had been positive. The groups welcomed the opportunity to avail of the funding, the simplified application process and the delivery of the scheme in a timely manner.
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Name of Group £ Awarded. 1 Fernbank Park Residents Ass Not a constituted group 2 Northern Ireland Institute for the Disabled 350 3 Glen Ward Community Development Ass 350 4 Conlig Community Regeneration Group 350 5 Breezemount Community Association 350 6 Head Peace CIC 350 7 Ballygowan Community Pre-School & Playgroup 350 8 Eastend Residents Association 350 9 North Down Community Network 350 10 Ballywalter Community Action Group 350 11 55+ Club Holywood 350 12 Millisle Youth Forum 350 13 Millisle and District Community Association 350 14 St Columbanus/Saphara and Bangor Shared Education 350 15 Portavogie Parents and Friends 350 16 Halbert Rural Development Association 350 17 Neurodiversity UK (Comber) 350 18 National Autistic Society Newtownards Branch 350 19 Ballygowan Senior Citizens Club 350 20 Whitehill Community Association 350 21 1st Holywood Scout Group 350 22 Shore Street Foodbank Not a constituted group 23 Castle Gardens PTA 350 24 Greyabbey Primary PTA 350 25 Decorum NI 350 26 Victoria Primary School - Ballyhalbert 318.97 27 Kilcooley Women’s Centre 350 28 Royal British Legion Branch Millisle 350 29 Ballywalter Bowling and Recreation Club 350 30 RECON 350 31 Boyne Cultural association 350 32 Ballywalter Flute Band 265.00 33 1st Kircubbin Brownies 179.00 34 Regimental Association of the Ulster Defence Regiment 350 - Bangor Branch 35 Down Capacity Building Initiative 350 36 Millisle Health & Wellbeing Group 350 - event cancelled. 37 St Marks Church - Special Needs Group 350 38 Second Presbyterian Church - Newtownards 350 39 Killinchy &Kilmood Parish Church 350 40 Redburn Youth Group 350
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RECOMMENDED that Council notes the above information.
Proposed by Councillor Dunne, seconded by Councillor Martin, that the recommendation be adopted.
Councillor Dunne thanked Officers for the report stating it was good to see celebrations held by a variety of groups.
Councillor Martin echoed those comments and was pleased to see a diversity of groups holding celebrations.
Alderman Smith asked if feedback was obtained from groups. In response the Head of Community and Culture advised that all grant recipients were surveyed and she would feed back those results.
Councillor Thompson advised that the community of Millisle had a wonderful party and he commended the Officers for the funding programme.
Councillor Menagh advised that he had attended three of the celebration events and the people attending had thoroughly enjoyed the celebrations. He was also pleased to see a diversity of groups receiving the funding.
AGREED, that the recommendation be adopted.
22. PCSP ANNUAL REPORT (FILE PCSP/ANDBC 86) (Appendix XI)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing attaching PCSP Annual Report for 2017/18. detailing that the Justice Act (Northern Ireland) 2011 stated that a PCSP must submit a general report on the exercise of its functions to the Council no later than three months after the end of each financial year (by the end of June).
RECOMMENDED that Council notes this report.
AGREED TO RECOMMEND, on the proposal of Councillor Cooper, seconded by Councillor Edmund, that the recommendation be adopted.
23. GOOD RELATIONS GRANT FUNDING 2018-19 (FILE GREL417)
Having previously declared an interest in the item, Alderman Irvine and Councillor Menagh withdrew from the meeting – 7.42 pm)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that the Council continued to support local groups so that a variety of exciting and innovative good relations projects can take place locally. Through commitment to good relations and community development work, groups and individuals from different political, racial and religious traditions are enabled, through the Good Relations Small Grants Programme, to engage with one another to meet the aims of the Good Relations grant guidelines:
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• Develop understanding, trust, equality & fairness • Build confidence & inclusion • Encourage meaningful dialogue and sustainable relationships based on the principles of equity, respect for diversity and Interdependence
The 2018/19 Good Relations grants scheme opened on Thursday 3rd May 2018 and closed on Thursday 31st May 2018. The call was publicly advertised in the press and on the Councils website.
The total grant budget ring fenced was £10,000. A maximum of £1000, per grant was available and a total of seven applications were received by the closing date.
A scoring panel, comprised of the Good Relations Officer, Good Relations Assistant, Finance and Project Development Officer and the Community Development Officer, was held on 1st June 2018. A pass mark of 50% was set and all applications were scored against the set and published criteria. All seven applications provided the requested documentation and were deemed eligible to apply. At the start of the scoring process the panel agreed that if the total successful applications were in access of the total available budget, percentage deductions would be made equally across all successful applicants. Panel members had no conflicts of interest in any of the applications under consideration.
Applications were scored against five key criteria with additional points awarded for sustainability: • Demonstration of need, • Activity, outputs, achievable outcomes and the impact of the project on the participants. • Benefits and opportunities for participants • Value for Money • Inclusion
Below was a list of applications processed by the scoring panel, the score awarded and the officer’s recommendations.
Applicant and description of the project Amount Score Amount Recommendatio requeste achieve Awarde n d d d Bangor Alternatives – Good for Nothing A cross community youth project between Portaferry and Portavogie. The project will look at pertinent issues for young people living in these areas and support a £1000 60% £1000 Approved programme in each area that will have a positive impact on their community. The young people will come together for a celebratory event.
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West Winds – Little Doves, Silver Swans An intergenerational programme that will benefit the participants by learning from £1000 55% £1000 Approved different generations. The children and their parents will benefit from dementia training encouraging understanding. Portaferry and Strangford Trust – ‘1818 – The Golden Age of Portaferry and Strangford’ A Programme to engage more PUL £1000 60% £1000 Approved communities to visit Portaferry for a series of talks and walks and to learn about the maritime and shared history of Portaferry. Holywood Irish Society – Nasca Community Festival 2019. A project delivering 2 Irish language £600 55% £600 Approved workshops on Irish myth and Folk Tradition and Proverb and a bilingual children’s story telling workshop Federation of Womens institutes of NI Not Approved. and Ards Peninsula – One day Workshop A cross community workshop bringing Information together rural communities through arts included in the and crafts. The workshops will application form £670 30% £0 encourage discussion and conversation did not detail the through the learning process whilst Good relations maintaining respect for differences elements and expressed by others of different religions how they would or political backgrounds. be achieved Peninsula Explorers – Scout 48 A cross community residential for 15 young people that will challenge £1000 55% £1000 Approved stereotypes and build better understanding of shared community. KIlcooley Womens Centre – GRIT Good Relations, Inclusion and Tolerance A programme designed to bring women from across the borough and from all sections of the community together to encourage dialogue. The women will meet in spaces they would not £1000 75% £1000 Approved traditionally visit and that are not normally identified as shared spaces eg Orange hall or GAA hall. Through dialogue the programme will help to help dispel myths, improve understanding of differences and to encourage sharing community space
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A total of £6270 was applied for and the total grant amount recommended for approval was £5600 .
The unspent balance would be reallocated within the agreed Good Relations Action Plan and TBUC strategy.
RECOMMENDED that the Council approves the recommended grant awards above, and that the £4400 balance is reallocated within the agreed Good Relations Action Plan and TBUC strategy.
AGREED TO RECOMMEND, on the proposal of Councillor Thompson, seconded by Councillor Kennedy, that the recommendation be adopted.
Alderman Irvine and Councillor Menagh re-entered the meeting.
24. ARTS PROJECTS GRANTS (FILE ART05/R218)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing advising that the second round of Arts Projects Grants for 2018-2019 opened for application at the beginning of April 2018, with a closing date of the 14th May 2018. The call for applications was publicly advertised.
An assessment panel met on Friday 18th May 2018 to score the five applications received by the closing date. The panel comprised of the following Elected Members and independent members of the Arts and Heritage Advisory Panel:
• Alderman Gibson • Councillor Robinson • Councillor Kennedy • Sally Houston • Michael Geddis • Councillor McAlpine • Catherine Charley
The panel was facilitated by: Amy McKelvey, Community Arts Development Officer
Each applicant could apply for a maximum grant of £1,000 and the total budget available for Arts Project Grants for the financial year 2018-2019 was £14,100. In round one £5,550 was awarded leaving a remaining budget of £8,550
The total amount of money applied for by the 5 applications was £4,400. Table 1 below provided a summary of the applications and the recommended awards. All application scored above the required threshold of 60% and are recommended for approval.
Table 1. Summary of Applications and Panel Recommendations Name of Organisation Requested Project Amount Amount Recomme nded
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£1,000 North Down YMCA £1,000 Art workshops for families Art workshops and Head Peace CIC £1,000 internal mural £1,000 Dance and Drama Positive Futures £1,000 Workshop programme £1000
Ards Peninsula Area WI £400 Skills development day £400 Kilcooley Women’s Centre £1,000 Lace Workshops £1,000 Total £4,400 £4,400
Subject to approval the total amount recommended for award is £4,400 leaving £4,150 available for the next round of funding in 2018/19. Further applications would be invited in September 2018 for the remaining balance of funding.
RECOMMENDED that Council approves the recommendations of the assessment panel detailed in table 1 above.
AGREED TO RECOMMEND, on the proposal of Alderman Smith, seconded by Councillor Kennedy, that the recommendation be adopted.
25. APPROVAL FOR THE COMMUNITY ARTS DEVELOPMENT OFFICER TO ATTEND BEVERLY PUPPET FESTIVAL ON 13TH – 15TH JULY (FILE ART02)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that the Community Arts Development Officer is currently Festival Programmer for the Ards and North Down (AND) Puppet Festival. The Community Arts Development Officer was requesting permission to attend the Beverly Puppet Festival from the 13 -15 July 2018 in order to gather information to inform the development and promotion of the AND Puppet Festival.
The Beverly Puppet Festival had an excellent reputation and had been successful in engaging with the whole town, utilising multiple venues. It was a larger festival bringing puppeteers from all over the UK and Europe to perform. Attending the festival would be a great opportunity to see the work of some of the top UK puppet companies with the potential of engaging them to perform in Ards and North Down.
Beverly Puppet Festival also utilises a lot of volunteer support and that could be a way of growing Ards and North Down Puppet Festival without increasing budget.
The Community Arts Development Officer intends to meet with festival organisers with the hope of developing an ongoing relationship and a bench marking exercise.
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Attendance would require two night’s accommodation in Beverly, return flights to Leeds airport, train travel to and from Leeds and entrance fees to events, all of which can be met through the Arts Development budget for conference/course fees.
The full cost of attending the Festival was approximately £435 and a breakdown of costs was below
Costs associated with the Community Arts Development Officer attending the Beverly Puppet Festival
Accommodation £140 Flights £140 (currently available) Train £50 Taxi to and from airport £40 Tickets to events £60 (10 events) Subsistence (approx.) £60 TOTAL £495
Travel & Subsistence as per DFC rates
RECOMMENDED that Council grants permission for the Community Arts Development Officer to attend the Beverly Puppet Festival in July 2018, with all associated costs met through the Arts Development budget.
AGREED TO RECOMMEND, on the proposal of Alderman Smith, seconded by Councillor Kennedy, that the recommendation be adopted.
26. COMMUNITY DEVELOPMENT GRANTS WORKING GROUP (FILE CDV 28)
PREVIOUSLY CIRCULATED:- Report from the Director of Community and Wellbeing detailing that at the Council meeting in May 2018, Members considered and approved the recommendations of the Community Development Grants awards for 2018-2019. The grants scheme was administered in line with the Councils approved Grants Policy.
As in previous years the fund, which was available for running costs and project grants, was significantly over subscribed. Members also commented that going forward priority should be given to supporting all running costs over project costs, referencing the costs of running community houses being a challenge at present. As a result, the Council agreed that a working group be established to consider the Community Development Grants awards process, including prioritising running costs over project costs.
Therefore, the purpose of the Community Development Grants Working Group would be to review the current application process in line with the Councils Grants Policy and terms and conditions and Policy Framework Guidance applied by the Department of Communities, who part fund the grants scheme.
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As the Community Development Grants were advertised in February each year, the working group would need to be established in order to review the Community Development grants process prior to the 2019 call for applications. It was anticipated that the Working Group would hold its initial meeting in August 2018, at which the terms of reference for the group would be agreed.
It was recommended that up to five Elected Members were appointed to the group, which would be supported by relevant staff from the Community Development Team.
RECOMMENDED that Council nominates up to five Elected Members to a Community Development Grants Working Group to review the current application process in line with the Councils Grants Policy and the terms and conditions and Policy Framework Guidance applied by the Department of Communities.
The Director suggested that the report be deferred to the Council meeting to allow for nominations to the Community Development Grants Working Group to occur.
AGREED TO RECOMMEND, on the proposal of Councillor Menagh, seconded by Councillor Martin, that the report be deferred to the Council meeting.
27. NOTICES OF MOTION
27.1 Notice of Motion submitted by Councillor Douglas (Deferred from April 2018 meeting of the Committee)
This Council requests officers bring back a report detailing the feasibility of co- producing and maintaining an online community directory.
Proposed by Councillor Douglas, seconded by Councillor McAlpine, that the Notice of Motion be adopted.
(Councillor Cooper withdrew from the meeting – 7.45 pm)
Councillor Douglas outlined that the motion spoke to the issue of social prescribing to address the pertinent issues of loneliness and social isolation, which many citizens across our Borough live with each and every day. She noted that there were many publications and online directories looking at specific issues such as: mental health, family support, leisure and/ or social activities. The idea she was proposing was to consider one central hub where all sports, health & social care, Leisure, arts and social groups/ organisations could share what was happening within their respective groups / locality to encourage local residents to engage in the activities.
(Councillor Cooper re-entered the meeting – 7.45 pm)
(Councillor Martin withdrew from the meeting – 7.45 pm)
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Councillor Douglas believed that there were five good reasons why Council should consider the Motion:-
1. It saved money - Council and community organisations all spent money, raised through taxes, on marketing and communications for a range of events and activities. Collating the communications into a central hub streamline resources, a good example of that would be the 'NI Direct' portal. A feasibility report could consider how groups can upload and update their own data, thus releasing any burden on Council staff. The platform could be co-produced and maintained in partnership with a community provider for example one of the community networks, to promote community engagement in line with the ethos of the 'Big Plan'. The report should consider not just the monetary and time investment, but also consider comparable costs in terms of Wellbeing and financial benefits to engagement.
2. It Reduced Waste - Many leaflets and printed materials go straight into the bin without being reviewed. The Motion provided the opportunity to consider alternative ways to promote activities, or at least reduce the need for so many publications to be produced by a variety of organisations.
3. Improve Communications - The Motion would also provide officers with the ability to use information already held to contact organisations to encourage them to share events through a shared portal. GPs when attending to patients in clinic could log into the portal and signpost people to social / recreational / health-related activities to deal with loneliness and social isolation rather than having to consider medication to deal with depression or low mood.
4. Improve the Community's Health & Wellbeing – Councillor Douglas highlighted research published this year into the nature and extent of loneliness within society and its impact on a person's health and wellbeing. Research published in the Heart journal (March 2018) found that people who are socially isolated or lonely were more likely to have a heart attack or stroke, compared with those with strong inter-personal connections. Isolation was associated with 43% higher risk of first time heart attack and 39% higher risk of first time stroke. Loneliness was associated with 49% higher risk of first time heart attack and 36% first time stroke. An answer to those issues was to maintain familial and friend relationships and form new relationships with people who share similar interests, by joining a local group or activity. Social connectivity has also been found to have a positive impact on a person's emotional and psychological wellbeing too.
5. It complemented the Council's own Strategies and Policies - The concept of an online community directory fits well with the council's own 'Big Plan' to work collaboratively across sectors, to promote connectivity and social cohesion in a way that would promote the health and wellbeing of its citizens.
Councillor Douglas called for Members to support her motion to promote social prescribing and tackle the problem of loneliness and social isolation.
(Councillor Martin re-entered the meeting – 7.49 pm)
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Councillor McAlpine rose in support of the motion and noted the 5 steps to wellbeing within the Big Plan.
Councillor Smart rose in support of the motion however he was unsure if Council was the best body to prepare the on-line community directory. The directory needed to provide information on support services for those experiencing loneliness and social isolation and he was unsure if the Council was best placed to provide that information. Councillor Smart supported the proposal for a central hub.
Councillor Kennedy supported the motion however he was unsure if the confidence in the motion would be matched by enthusiasm. He felt data protection may cause difficulties in the directory’s production for gathering and re-distributing the information.
Councillor Dunne felt the Council’s website needed to be developed and stated that the changes since the new Council had been limited. In terms of the information supplied in the Borough Magazine, some of the telephone numbers were printed too small and he found the Council’s phone number confusing. Although those were slightly different issues, he stressed the importance of the information being clear and concise.
On summing up, Councillor Douglas responded to the comments of Members. She was not suggesting the model of co-production would sit with Council and suggested the Community Network. In terms of data protection, she stated that it was a legal requirement for public bodies to provide such information and therefore did not feel data protection would be an issue.
AGREED, that the Notice of Motion be adopted.
27.2 Notice of Motion submitted by Councillor Chambers
That Officers bring back a report on the current condition of Groomsport tennis courts and indicate any necessary maintenance that may be required to bring the courts to an acceptable standard.
Proposed by Councillor Chambers, seconded by Councillor Smart, that the Notice of Motion be adopted.
Councillor Chambers expressed concern regarding the current condition of the tennis courts in Groomsport and stated that it was something that was frequently commented on by the residents and people visiting. He stated that there was room for improvements as the surface was uneven in parts, patches were disintegrating, and loose stones were everywhere. Furthermore, the nets were drooping, there were weeds appearing in areas and in general, the whole facility looked run down. Councillor Chambers felt that if the tennis courts did not get some essential maintenance soon then it would only continue to dilapidate even further and the cost for upgrades would rise.
The tennis courts in Groomsport had been well used for years particularly over the summer period. But in recent years Councillor Chambers stated that he had noticed
38
CW.20.6.18 PM a steady decline in the numbers using the courts and he believed the poor condition had contributed to that with the public choosing to go elsewhere instead.
Councillor Chambers stated that Council should be promoting a healthy and active lifestyle and part of that had a duty to provide and maintain its leisure facilities. He referred to a presentation that had been made to the Committee in February from a contingent representing the five tennis clubs in the Borough and their tennis strategy and vision for the future had been displayed. Councillor Chambers wanted those clubs to grow and that happened by increasing members and encouraging more people to take up the game. Not many new players would join a club, in the first instance and he felt they might use free Council courts to discover a passion and talent for tennis before signing up to a club. Councillor Chambers highlighted the need to address the matter now before further repair costs were incurred.
Councillor Smart added his support to the motion and wished to highlight the importance of maintenance of the facility vs replacement.
AGREED, that the Notice of Motion be adopted.
27.3 Notice of Motion submitted by Councillor Martin
That this Council believes that in a mum's pregnancy both lives matter, the mother and unborn child. This commitment to the rights of both must be reflected in the support provided to mothers, the unborn child and their families throughout the pregnancy. This Council calls for the Department of Health to consider a Perinatal Hospice Care Facility or service in Northern Ireland to be established to provide the best medical and emotional support for those who are faced with the diagnosis of a severe life limiting condition.
Councillor Martin wished to amend his motion as undernoted:-
"That this Council believes that in a mum's pregnancy both lives matter, the mother and unborn child. This commitment to the rights of both must be reflected in the support provided to mothers, the unborn child and their families throughout the pregnancy. This Council calls for the Department of Health to provide a Perinatal Hospice Care Facility or service in Northern Ireland to be established to provide the best medical and emotional support for those who are faced with a crisis pregnancy or the diagnosis of severe life limiting condition.”
Councillor Martin noted it was a sensitive subject which demanded respect. There were two aspects to the motion which were both joined together by a core of affirming that there were two lives present during a mum’s pregnancy and that both had inherent human value and both should clearly be cared for and looked after. Councillor Martin explained that the development of a human baby was truly amazing and completely distinct. An unborn baby by day 3 would have unique DNA that no one else had ever had or would ever have. By day 18 an unborn baby had a heartbeat, by week 4 it could hear, by week 6 fingers, eyes and ears appeared and by week 12 a baby's fingers would soon begin to open and close, its toes curl, eye muscles would clench, and mouth would make sucking movements.
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Councillor Martin stated that he would like to see more support for mums who got the dreaded diagnosis of a Life Limiting Condition for their baby. Perinatal hospice care was an emerging specialty in healthcare. He explained that it was not necessarily a physical place, but could be model of care; an extra layer of support that could be incorporated into pregnancy and birth care. Effectively it was caring for a dying baby.
Councillor Martin provided the undernoted explanations:-
Ante-partum care Parents received counselling with sensitive and accurate information regarding the diagnosis and prognosis of their unborn baby’s condition, their anticipatory grief, and the preparation of a birth plan.
Intra-partum care Extensive support was provided in labour by the nursing staff and pain relief administered by the anaesthesia service. Method of delivery was advised based on obstetrical indications. The newborn child was handed immediately to the mother and father to share in their child’s life, no matter how brief that time may be. Chaplains provided key spiritual and emotional support as needed.
Post-partum care The healthcare team helped the parents make arrangements for a funeral or memorial service. Parents and families could be assisted by establishing contact with a chaplain, social worker or grief counsellor prior to discharge, facilitating their introduction to a formal bereavement support group and inviting them to a group memorial service held by the hospital or hospice centre. Very often that could also apply to Life Limiting Conditions.
Councillor Martin shard two very positive and heart warming stories regarding babies and their parents with extremely difficult diagnosis’s. Councillor Martin stated that the motion was simple it affirmed that in a pregnancy both lives mattered, both the mother and baby. It called for greater support to be given to mums, the unborn child and their families throughout the pregnancy and it called for the Department of Health to provide a Perinatal Hospice Care Facility or service in Northern Ireland to be established to provide the best medical and emotional support for those who were faced with the diagnosis of a severe life limiting condition or a crisis pregnancy. Councillor Martin called for Members to support his motion.
Councillor Douglas wished to highlight that a crisis pregnancy was one which was undesired and/or unplanned.
Proposed by Councillor Douglas, seconded by Councillor Muir, as an amendment, that this Council believes support should be provided to women and their families throughout pregnancy. This Council notes the recommendations of the working group on Fatal Foetal Abnormality regarding the need for better information to be provided to women in the most difficult of cases. This Council calls for the Department of Health to consider a perinatal hospice care facility or service in Northern Ireland to provide the best medical and emotional support for those who are faced with the diagnosis of a severe life limiting condition.
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Councillor Douglas stated that she was speaking as an individual as it was a matter of conscience for her party. Back in July 2016 the Ministers for health and justice agreed to establish an inter-departmental working group to look at the issue of 'Fatal Foetal Abnormality' (FFA). That emerged from a request made by the DUP leader in February of the same year to the then Minister of Health. The group was tasked to make recommendations on how the issue of FFA could be addressed, including any changes to the legislation, where that was required.
The working group heard evidence that women facing those challenging circumstances in pregnancy experienced a variety of reactions. It was noted the Department of Health's Maternity Strategy (2012-2018) set out the strategic direction for the development of maternity services across Northern Ireland placing women's agency at the heart of it. The overarching theme was for women to take control of their pregnancy to be able to make 'proactive' and 'informed choices' about issues which were relevant to their specific needs such as: self care, lifestyle and the type of service they wanted.
However, Councillor Douglas highlighted that the working group observed the standards set out in the Maternity Strategy were not being applied to those women who had a diagnosis of FFA. It was opined those women received a starkly different service to other expectant mothers by way of accessing:- local services; appropriate advice; information; and the best support at a time when the women needed it most.
The working group heard evidence from healthcare professionals who raised significant concerns about the medical risks associated with obstetric complications which could impact on a woman's health and any future pregnancy, and the risks associated with having to travel to other jurisdictions to access a termination, given we did not offer that support to women in NI and exported it to other countries, which could involve difficulties in the repatriation of foetal remains.
Some of the issues faced by women with a diagnosis of FFA were highlighted to the group:- poor information; lack of engagement by healthcare staff; lack of joined up care; problems accessing care via maternity services; feelings of abandonment; and lack of support and aftercare following termination.
The working group concluded some changes could be made to enhance the care and support women with FFA pregnancies under the existing legal framework, though there was also a substantial body of evidence to support a change in the law. Some of the healthcare professionals identified circumstances where they considered their duty of care to some women was compromised, with a number of women experiencing acute trauma, distress and financial hardship because they were unable to access the appropriate health service they required within Northern Ireland.
In conclusion, Councillor Douglas stated that with specific regard to the motion, for those women and families who choose to continue with their pregnancy following a diagnosis of FFA, the offer of enhanced services including hospice care, to support the woman and family at what must be a challenging time, was to be fully supported.
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Councillor Muir noted the sensitivity and the differing views on the matter. He referred to the research that had been undertaken and he believed those opinions contained within that research were clear. He believed there was a need to trust women and provide options and choices for women. Councillor Muir felt the Council could not ignore the findings of the working group as those were significant.
Alderman Smith thanked Councillor Martin for bringing forward the motion with dignity and emotion. She took exception to remarks made by Councillor Muir and was insulted by Councillor Douglas’ continued reference to FFA.
Councillor Martin stated that he would not be accepting the amendment. He outlined there were cases that women had been failed here and in the Republic. The matter was not one about abortion but about perinatal care. Councillor Martin stated that a baby had value, he was not saying that the baby should triumph the mother or that the mother’s life should be put in danger, but he was saying there was life there and that life needed to be protected. There was a need to provide the best support to both mum and unborn child and they both deserved the best care.
Councillor Martin requested a recorded vote on the amendment.
The amendment was put to the meeting with 4 voting FOR, 10 AGAINST, 3 ABSTENTIONS and 1 ABSENT.
FOR (4) AGAINST (10) ABSTAINED (3) ABSENT (1) Aldermen Irvine Smith
Councillors Councillors Councillors Councillor Douglas Brooks Boyle Adair McAlpine Cooper Chambers Muir Dunne Smart Woods Edmund Kennedy Martin Menagh Thompson
Alderman Irvine congratulated Councillor Martin on bringing forward the motion and speaking with incredible passion on the matter.
Councillor Muir expressed his disappointment that the amendment had fallen and stated that he would struggle to support the motion. He did not understand why the crisis pregnancy element had been added and he felt it was out of place within the motion. Councillor Muir quoted from the British Medical Association report which read “The question of when life begins or, more precisely, when the fetus begins to have rights that society should recognise morally and/or legally, in particular a right to life, has been debated for many years and continues to be an issue on which members of society take different views. No amount of moral discourse will elucidate ‘the answer’ to this question because it is not a question of fact, but one of belief.”
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Councillor Douglas stated that she could not support the motion with the ideologically of crisis pregnancy contained within. In terms of fatal abnormality and perinatal care, the best care should be provided however introducing crisis pregnancy made the matter different. Councillor Douglas stated that she could support the motion if the reference to crisis pregnancy was removed.
Councillor Martin stated that he was happy to remove ‘crisis pregnancy’ from the motion.
Councillor Boyle stated that the matter was a very difficult issue for many people, but felt it was critical that the Department of Health provided perinatal hospice care. He supported the need to give best medical care and support.
Councillor Martin thanked Members for their comments, he noted it was a difficult and emotive subject. Councillor Martin requested a recorded vote.
The proposal was put to the meeting with 11 voting FOR, 0 AGAINST, 6 ABSTENTIONS and 1 ABSENT. The voting resulted as follows:-
FOR (11) AGAINST (0) ABSTAINED (6) ABSENT (1) Aldermen Irvine Smith Councillors Councillors Councillor Boyle Chambers Adair Brooks Douglas Cooper McAlpine Dunne Muir Edmund Smart Kennedy Thompson Martin Menagh Thompson
AGREED, that the Notice of Motion, as amended, be adopted.
EXCLUSION OF PUBLIC/PRESS
AGREED TO RECOMMEND, on the proposal of Councillor Cooper, seconded by Councillor Chambers, that the public/press be excluded during the discussion of the undernoted items of confidential business.
(Councillor Dunne withdrew from the meeting 8.28 pm)
28. PROPOSED NEW STAFF POSITION FOR LEISURE – MEMBERSHIP SERVICE ADVISOR (CW12)
***IN CONFIDENCE***
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***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
29. AURORA FACILITY ISSUES UPDATE (FILE CW24)
Having previously declared an interest in the item, Councillor Chambers withdrew from the meeting – 8.33 pm)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
COMFORT BREAK
The meeting was adjourned at 9.02 pm and reconvened at 9.18 pm.
30. 23 RAILWAYVIEW STREET, BANGOR (FILE 108837)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
31. KILCOOLEY WOMENS CENTRE (FILE CDV30B) (Appendix XII)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
32. PCSP PRIVATE MEETING MINUTES 26.3.18 (Appendix XIII)
***IN CONFIDENCE***
PREVIOUSLY CIRCULATED:- Copy of the above.
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***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
33. TENDER REPORT FOR GYM EQUIPMENT (CW109)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
34. NORTHERN COMMUNITY LEISURE TRUST – QUARTER 4 REPORT (CW51) (Appendices XIV)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
35. REPORT ON REQUEST FROM THE EDUCATION AUTHORITY FOR ACQUISITION OF LANDS AT WARD ARRAS PARK (CW114)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
36. ARDS AND NORTH DOWN GREENWAYS NETWORK PROJECT (FILE PCU27)
***IN CONFIDENCE***
***NOT FOR PUBLICATION***
Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).
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RE-ADMITTANCE OF PUBLIC/PRESS
AGREED TO RECOMMEND, on the proposal of Councillor Boyle, seconded by Councillor Douglas, that the public/press be re-admitted to the meeting.
38. ANY OTHER NOTIFIED BUSINESS
38.1 Status of Seahaven Lifestyle homes
Councillor Martin asked for an update on the status of Seahaven Lifestyle homes in relation to recent issues around Health and Safety and site licensing.
The Head of Environmental Health, Development and Protection provided an update on the matter advising that in April 2018 residents living in the Seahaven site had contacted the Council regarding maintenance and health and safety issues. Officers had visited the parks to investigate complaints regarding lighting, drainage and general maintenance issues. That resulted with the company head office being served with formal notices requiring health and safety improvements to one of the pitches and to the electrical installation, and detailing remedial measures required to comply with the site licence.
The Head of Environmental Health, Development and Protection advised that since then compliance visits had been carried out and reported the following:-
- Drainage channels had been provided to prevent run off flooding the road and lower level pitches. That had appeared to prove effective to date. - Lighting had been provided to Mallard Bay. - The formal notices had both been complied with – NICEIC test certificates for the electrical installations on both parks had been provided and were deemed safe. The pitch at Rockpoint which required safe access and egress for the occupant and the retaining wall to be made safe had also been rectified and the formal notice complied with. - A physical boundary comprised of shrubs to define the holiday park from the residential park had been provided. The Head of Environmental Health, Development and Protection advised that during the compliance visits Officers had observed spacing between caravans to fall below the required 4.5m on the residential site due to verandas. That increased the risk of spread of fire. The residents had been advised that Council Officers would liaise with the company to rectify the issue.
The Officer stated that there had been cooperation received from the owners of Seahaven albeit with a threat of litigation. Furthermore, the 26 other parks within the Borough had been inspected and would be followed up with compliance visits during the peak holiday period to ensure the safety of sites.
NOTED.
38.2 Ballymenoch Park
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Councillor Woods asked for an update on the current situation with Ballymenoch Park, Holywood and if the Chief Executive, Director and Council Officers had met with community organisations and representatives such as, but not limited to, Holywood Shared Town.
Councillor Woods advised that her Uncle was the Chairman of Holywood Shared Town.
The Director recalled to Members that the Committee had discussed rewilding and following a debate Council had agreed that due to the events at the site and a unique drainage issue within Ballymenoch Park, Holywood that the Council reverted back to the regular maintenance programme of closely mown grass as was carried out under the legacy Council for the Park. The Director explained that grass cutting had commenced the previous week and had been stopped when representatives from Holywood Shared Town had protested at the site. The decision had then been made for the works to temporarily pause to allow the Chief Executive to meet with the representatives of Holywood Shared Town in order to explain that the Council decision was to be implemented and to draw back from protest. Given that meeting had now taken place, the Director advised that Officers now intended to complete the grass cutting job.
Councillor Douglas asked if the works could be delayed until the rescinding Notice of Motion was heard by Council. The Director stated that as the Council agenda had not been issued to Members yet, no one was aware if a rescinding motion had been submitted, but that work could not be delayed as a decision had already been taken and needed to be implemented.
Councillor Dunne advised that Ballymenoch Park had been around for 80+ years and displayed visuals of what the Park used to look like along with visuals of what it looked like now. He highlighted that 5 weeks had passed since Council had made the decision to cut the grass and no concerns had been raised during that time. He felt that if staff had been obstructed that was a serious issue. Councillor Dunne highlighted the beauty of Ballymenoch Park and the need to restore the area back to what it was. The area had become overgrown, children enjoyed playing rounders and football in the area and in its current condition that could not occur.
The Director advised that the Chief Executive had met with representatives of Holywood Shared Town.
The Head of Leisure and Amenities advised that no-one had physically blocked the tractors from undertaking the work. A discussion had occurred on site and there was a strong feeling from the representatives that the works should cease. Officers had taken the decision to delay the works to allow the Chief Executive to meet with representatives of Holywood Shared Town.
Councillor Dunne sought clarity that there had been no obstruction to Council staff on the ground. In response the Head of Leisure and Amenities advised that he was not aware of that occurring.
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Councillor Dunne advised that was contrary to other reports that he had received.
Councillor Muir highlighted the need to understand the differing opinions from people and felt further discussion needed to occur at the Council meeting.
(Councillor Chambers withdrew from the meeting – 10.08 pm)
Councillor Martin stated that a democratic decision had been made and the works had proceeded. He was confused as to why there was now an issue.
(Councillor Cooper withdrew from the meeting – 10.10 pm)
In response to questions from Councillor Martin, the Director advised that the Holywood Shared Town was an umbrella community support group. The Head of Leisure and Amenities advised that when he arrived at Ballymenoch Park two individuals had identified themselves to him as members of that group.
(Councillor Cooper re-entered the meeting – 10.11 pm)
Councillor Martin was surprised that Councillor Woods had remained in the Chair during the debate given her Uncle’s position as Chair of Holywood Shared Town.
Councillor Woods reminded Councillor Martin that it was up to each individual Member if they wished to declare an interest and withdraw.
Councillor Kennedy highlighted that a debate had occurred on the matter at the Council meeting and a decision had been made for the work to occur. There was then a situation when Council Officers had ceased to carry out the will of the Council. He was glad that the Director had reassured Members that there was no actual threat of violence. However, Councillor Kennedy expressed concerns that the Officers had ceased works when there had been no threat to their safety and no obstacles to prevent them from continuing.
The Director stated that he wished to make it very clear that he had received communication to advise that a person was standing in front of the tractor on the day that the work was being undertaken and for that reason work was temporarily paused in order to deal with that issue and complete the work thereafter.
NOTED.
38.3 Ballygalget GAC
Proposed by Councillor Boyle, seconded by Councillor Edmund, that the Council writes to Ballygalget GAC congratulating them on their recent achievement in camogie on winning an All-Ireland title in this years ‘Feile na nGael’
(Councillor Douglas withdrew from the meeting – 10.16 pm)
AGREED.
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The Mayor stated that he was also happy to write in his official capacity.
38.4 Multi-purpose facility in Cloughey
Councillor Boyle sought clarity on the usage of the new multi-purpose facility in Cloughey. He had attended a recent residents meeting and those in attendance were off the impression that the facility was only being used for tennis.
The Head of Leisure and Amenities reassured Members that the facility could be used for other small sided games. He advised that Portavogie Football Club had a block booking at the facility.
Councillor Boyle stated that message needed to be relayed to the community.
The Head of Leisure and Amenities stated that extra marketing would occur on the facility. He appreciated that the facility was historically used as a tennis club and it was an excellent facility for sports development.
NOTED.
38.5 Update on Holywood Sports Hub
Councillor Muir requested an update on Holywood Sports Hub and the land that was to be used. The Director advised that current proposals would involve retaining the grass pitches and converting the former cricket pitch which was scrub land into a synthetic multiuse pitch for all sports at the site.
In response to a question from Councillor Dunne on grant funding, the Director that an application had been submitted to Sport NI. A consultancy brief had been prepared and a team was being sought to move the project along by examining governance, land acquisition and facility fit.
Councillor Martin asked for an update on Donaghadee Sports Hub. In response the Head of Leisure and Amenities advised that an application had also been submitted to Sport NI for Donaghadee Sports Hub and that the aforementioned consultancy was a double assignment for both projects.
NOTED.
38.6 Community Houses
(Councillor Thompson withdrew from the meeting – 10.27 pm)
Alderman Irvine raised the issue of community houses that had been hit by the reduction in the community development grants for running costs. Bloomfield, Breezemount, Whitehill and Redburn and Loughview learning and resource centres were facing pressures to remain open. He asked could the Council work with the groups involved to help them meet the shortfalls being experienced.
(Councillor Thompson re-entered the meeting – 10.28 pm)
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The Head of Community and Culture stated that as Members were aware the budget for Community Development grants was over subscribed every year. She stated that Officers would continue to work with the groups to find alternative external funding sources.
Councillor Dunne highlighted that there was a sense of urgency surrounding the matter advising that community houses were struggling with running costs. The Head of Community and Culture recalled that the previous year Bloomfield had been successful in securing additional funding. She advised that North Down Community Network were holding a ‘meet the funder’ night and the Big Lottery were attending that event along with other funders.
Councillor Menagh stated that there were many community houses throughout the Borough and they all needed to be provided with the same assistance.
NOTED.
TERMINATION OF MEETING
The meeting terminated at 10.32 pm.
Circulated for Information
(i) Copy correspondence dated 1.6.18 from Department for Health – Neonatal Care
50
Public Consultation
Addressing the Legacy of Northern Ireland’s Past
Summary Document Contents
4 Introduction
4 What do you think?
5 Current ways to address the past
6 Stormont House Agreement (SHA) Legacy Institutions
7 Historical Investigations Unit (HIU)
8 Independent Commission on Information Retrieval (ICIR)
9 Oral History Archive (OHA)
10 Implementation and Reconciliation Group (IRG)
11 Other legacy actions in the Stormont House Agreement
12 How to respond to this consultation
2 To read the full consultation document please go online to: www.gov.uk/nio or ask for a copy at your local library.
3 Introduction
More than 3,500 people were killed as a result of the Troubles. The hurt and suffering caused is still felt by people across Northern Ireland and beyond.
The Troubles affected lots of different people, including victims and survivors. People have been affected in different ways.
The Government is trying to find the best way to meet the needs of victims and survivors and to help people address the impact of the Troubles in the areas of information, justice and acknowledgement and help Northern Ireland transition to long-term peace and stability. We need to do this in order to support true reconciliation and healing at a societal level. This booklet explains some of the things that Government could do.
What do you think?
We want to know what you think. Please tell us by:
• Completing our survey online at: www.gov.uk/nio
• Writing to us at: Legacy Policy Team Northern Ireland Office Stormont House Stormont Estate Belfast BT4 3SH
The consultation document may be available in other formats upon request.
If you have any queries, you can email us at: [email protected]
The consultation will close on Monday 10th September 2018. 4 Current ways to address the past
At the moment lots of different There are problems with the organisations investigate incidents current ways of working. These related to the Troubles. are: These include: • That it can be confusing;
• The Police Service of Northern Ireland • That it may make the suffering (PSNI) who investigate crimes to do with of victims worse; the Troubles; • That it can be slow; • The Office of the Police Ombudsman • That it can be costly; for Northern Ireland (OPONI) who investigate complaints that the police • That it may not meet all the have not behaved properly; different needs of victims and • The Coroner who holds inquests to find survivors; out who the deceased person was and • That some people think the how, when, and where they died. current way of working isn’t fair.
Changes need to be made to the current ways of working for the sake of our future.
5 Stormont House Agreement
Legacy Institutions
The Stormont House Agreement was reached in 2014. It followed many weeks of talks between the five main political parties in Northern Ireland, the UK Government, and the Irish Government. It described a new way of dealing with what happened in the past that tries to put the needs of the victims and survivors first. This new way would mean setting up four new legacy institutions. The Government thinks that the legacy institutions are the best way to try to meet the needs of victims and survivors.
The four new legacy institutions would be: • the Historical Investigations Unit (HIU) • the Independent Commission on Information Retrieval (ICIR) • the Oral History Archive (OHA) • the Implementation and Reconciliation Group (IRG)
A new law would be needed to create these institutions. A new law has been drafted as part of this consultation, for people to consider. The Irish Government have committed to passing their own legislation that will ensure they can give their full cooperation to the new institutions.
The institutions would:
1 Promote reconciliation; 4 Help people to seek justice and find out information about the death of their loved one;
Uphold the rule of law; 5 Meet human rights 2 responsibilities;
Acknowledge the suffering of 3 6 Be open, fair, balanced and victims and survivors; proportionate.
The next sections in this document explain what each of these institutions would do.
6 Historical Investigations Unit (HIU)
The Historical Investigations Unit and 31 March 2004 and which have not (HIU) would take forward outstanding been subject to appropriate review by investigations into Troubles-related deaths the PSNI. in the pursuit of justice.
The HIU could also re-investigate some The Historical Investigations Unit would be other cases. For example, if new evidence an independent institution. This means it is found that could lead to someone being would work separately from Government to prosecuted. investigate Troubles-related deaths.
The HIU would have a caseload of The HIU would work in a way that is fair and approximately 1,700 deaths and would aim the unit would have policing powers to carry to complete their work in 5 years. out criminal investigations.
The UK Government would have to give the The HIU would investigate the following HIU information it needed by law. The Irish cases: Government have committed to passing their own legislation that will ensure they • Deaths that were part of the caseload of can give their full cooperation to the HIU. the Police Service of Northern Ireland (PSNI) Historical Enquiries Team (HET) Information could not be shared further if it would risk causing harm. For example, if it and require further investigation; put someone’s life at risk. • Deaths that are part of the caseload of The HIU would normally investigate cases the Office of the Police Ombudsman for in the order that they happened. Northern Ireland Historical Investigations The HIU would have a dedicated family Directorate (HID) and require further support function to assist families through investigation; the process.
• In addition to the cases above, Troubles- When the HIU have completed their work, related deaths which happened in families would get a written report and receive support from their family support Northern Ireland between 11 April 1998 staff member.
HIU will investigate Troubles-related deaths in the pursuit of justice. 7 Independent Commission on
Information Retrieval (ICIR)
The Independent Commission on Information Retrieval (ICIR) would enable family members to seek and privately receive information about the Troubles-related deaths of their relatives in the pursuit of truth.
The ICIR would be an international institution set up by legal agreement between the UK and Irish Governments. The ICIR would help families find information about the deaths of relatives who were killed as a result of the Troubles. This would be done in private.
The ICIR would only look for information if asked to do so by families. Families who wanted to find information would be helped by staff members who would keep them up to date on their progress.They would be given a written report when the ICIR had completed its work.
The ICIR would not have policing powers and could not pass on any information that it received. Any person who provided information could still be prosecuted if evidence was found in other ways.
The ICIR would not release information that could risk causing harm. For example, if it puts someone’s life at risk.
The ICIR would run for 5 years and would have offices in the UK and Ireland.
8 Oral History Archive (OHA)
The Oral History Archive (OHA) will allow victims to feel listened to. The OHA enables the therapeutic intervention of allowing voices to be heard by providing a platform for people from all backgrounds to share experiences and narratives related to the Troubles.
The Oral History Archive would enable victims and survivors to feel listened to. Other people would be able to hear and acknowledge the suffering endured by victims and survivors.
The OHA would collect recorded memories and stories about the Troubles in one place. The OHA would also gather information from existing oral history projects. They would make a historical timeline of the Troubles.
The OHA could be used by more people than any of the other new legacy institutions. Anyone who has been impacted by the Troubles could tell their stories for the archive.
The OHA would be set up by the Public Record Office of Northern Ireland (PRONI). 9 Implementation and Reconciliation Group (IRG)
The Implementation and Reconciliation Group (IRG) would be set up to promote reconciliation and anti-sectarianism. This means trying to rebuild relationships between communities and stop discrimination. It would also review and assess reports on the work of the other legacy institutions. The group would be made up of 11 members representing the UK and Irish Governments, and the 5 main political parties.
After 5 years a report will be produced for the IRG on themes and patterns identified in the work of the other legacy institutions. The report would be produced by academics and would be independent. It would be based on information from the legacy institutions and look into issues that have come up in their work.
The IRG would promote reconciliation to help build a better future.
10 Other legacy actions in the
Stormont House Agreement
The Stormont House Agreement also included other ways to help meet the needs of victims of the Troubles.
These will be carried out by the Northern Ireland Executive and do not form part of this consultation. They include:
• Making sure victims and survivors • Finding a way to support severely can access high quality services; physically injured victims in Northern Ireland through a • Making sure people can access pension; advocate-counsellor assistance; • Making sure that inquests have • Setting up a Mental Trauma better outcomes for victims and Service; survivors a nd continue to meet human rights responsibilities.
11 How to respond to this consultation
This consultation is being carried out by the Northern Ireland Office. We want to know what you think. Please tell us by:
• Completing our survey online at: www.gov.uk/nio
• Writing to us at: Legacy Policy Team Northern Ireland Office Stormont House Stormont Estate Belfast BT4 3SH
The consultation will close on Monday 10th September 2018.
The consultation document may be available in other formats upon request.
If you have any queries, you can email us at: [email protected]
12 If you need assistance in responding to this consultation, a number of organisations may be able to assist you.
The Victims and Survivors Service provides support and services to victims and survivors in the areas of health and wellbeing, social support and advocacy support through a network of community providers.
You can contact one of the organisations supported by the Victims and Survivors Service using the link below: www.victimsservice.org/find-support-in-your-area/
Or contact: Victims and Survivors Service 1st Floor, Seatem House, 28-32 Alfred Street Belfast, BT2 8EN Telephone: 028 90 279 100 Email: [email protected]
13 The Commissioner for Victims and Survivors has a statutory duty to give advice to Government on things that affect victims and survivors in Northern Ireland.
If you have questions about the policy covered by this consultation, you can contact the Commission for Victims and Survivors at: 4th Floor, Equality House 7-9 Shaftesbury Square Belfast, BT2 7DP Telephone: 028 9031 1000 Email: [email protected]
14 This consultation is being carried out by the Northern Ireland Office. www.gov.uk/nio 15 This easy read document has been produced by CHANGE www.changepeople.org 16
Unclassified
ITEM 12
Ards and North Down Borough Council
Report Classification Unclassified
Council/Committee Council Meeting
Date of Meeting 27 June 2018
Responsible Director Director of Organisational Development and Administration
Responsible Head of Head of Administration Service
Date of Report 18 June 2018
File Reference CEV 49
Legislation Local Government Act 1972
Section 75 Compliant Yes ☒ No ☐ Other ☐ If other, please add comment below:
Subject Freedom of the Borough - Health and Social Care Staff
Attachments
Background At the Council meeting in March 2018, it was agreed:-
“That this Council bestows the Freedom of the Borough upon all Health and Social Care Staff serving throughout the Borough of Ards and North Down, in the 70th anniversary year since the formation of the National Health Service and in recognition and appreciation of the exceptional and outstanding contribution they give to the health and wellbeing of the community both within and beyond the Borough”.
Meetings have since taken place between officers and representatives of the South Eastern Health and Social Care Trust, who have accepted the proposed bestowal on behalf of all healthcare contributors in the Borough, and who have agreed to co- ordinate the attendance of a range of health and social care representatives at a Freedom of the Borough conferral to be held on Saturday, 1st September 2018 from 1-5pm.
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Unclassified
Design of Conferral Event It is recommended that the conferral event will be held in the Walled Garden of Castle Park and incorporate both the normal civic ceremonial protocols, which are characteristic of the bestowal of the Freedom of the Borough, and a less formal celebratory element to mark the 70th anniversary of the National Health Service and to thank those involved in its continued delivery.
It is envisaged that the event will cater for 200 attendees, with approximately 60 Council guests and the remainder of the guests representing all parts of the local health and social care sector.
The event will include:- • Drinks reception with accompanying music • Outdoor covered seating • Formal proceedings conducted at the bandstand, with members robed • Speech of Conferral – The Mayor of Ards and North Down • Recitation of the resolution – Chief Executive • Signing of the Honorary Book of Burgesses by the Mayor, Chief Executive and the Chief Executive of the South Eastern Health and Social Care Trust • Presentation of Illuminated Certificate • Response from the Chief Executive of the South Eastern Health and Social Care Trust • Exchange of gifts (both parties have agreed that the planting of trees in the main health and social care facilities in the Borough would be a fitting and sustainable gift from the Council). • Toasts including the Loyal Toast, The New Freemen of the Borough, the Borough of Ards and North Down and “Our Guests” • Lunch – “Posh” Barbecue • 70th Birthday Cake • Entertainment to be provided by Swing Band (tbc)
It is also recommended that a commemorative brochure be produced to mark the occasion and that copies of the Illuminated Certificate be made and circulated for display at health care facilities in the Borough.
Wording for Certificate It is recommended that the certificate be worded as follows:-
To: All Members of the Health and Social Care Staff throughout the Borough of Ards and North Down
Greetings
Whereas the Mayor, Aldermen and Councillors of the Borough of Ards and North Down in the County of Down being sensible of the exceptional and outstanding contribution to the health and wellbeing of the community over many years of service; being desirous of recognising the commitment, devotion and compassion of those involved in the delivery of health and social care services; and expressing
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Unclassified appreciation, support and admiration for the positive outcomes achieved by the diverse teams of medical professionals and support staff.
Do by these presents confer upon you the Freedom of the Borough of Ards and North Down.
In witness thereof the Common Seal of Ards and North Down Borough Council is affixed hereto this 1st day of September 2018.
70th Birthday of the NHS The Council has received correspondence from the Director of the NI Confederation for Health and Social Services stating that the NHS is celebrating its 70th birthday in 2018, with 5th July being the actual anniversary. During the month of June the HSC highlighted some of the key issues facing the health and social care sector in the coming decades; particularly the need for transformation of services. Trade Union colleagues are holding a NHS march at Belfast City Hall on 30 June 2018 and Health and Social Care (HSC) is hosting a celebration at Stormont on 5 July 2018.
The Council has been invited to contribute to the celebrations in an appropriate manner.
It is therefore recommended that the Council replies highlighting its plans to confer the Freedom of the Borough on Health and Social Care staff, as detailed above, and stating that it will also:- • issue a message marking the event on 5th July 2018 on its social media accounts; • light up Town Hall Arts Centre (Newtownards) and McKee Clock (Bangor) “NHS Blue” on 5th July 2018
RECOMMENDATION
It is recommended that the Council:-
1. Adopts the plans for the conferral of the Freedom of the Borough on Health and Social Care staff in the Borough, as outlined above; 2. Agrees the above wording for the Certificate to enable the calligraphic illumination to be commissioned; and 3. Marks the 70th Anniversary of the NHS on 5th July 2018 by issuing a celebratory message on social media and lighting up Council buildings; and that it notifies the NI Confederation for Health and Social Services accordingly.
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NOTICE OF MOTIONS UPDATE – MAY 2018
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 07/11/14 Investigate concept behind Councillor 04/12/14 Governance Agreed Ongoing innovation lab Walker 18.12.14 31/05/15 Permanent recognition of Councillor 24/06/15 Corporate Services Agreed Ongoing Rory McIlroy in Holywood Muir 13.10.15 28/2/17 War Memorial – Conlig Councillors Council Corporate Services Agreed in Ongoing Barry and March Committee April principle Woods 2017 2017 pending report 30.5.17 Flexible closing times of Councillor June 2017 Environment Agreed to June 2018 To be ratified public toilets Chambers Committee Sept bring back June 2018 2017 report. 18.7.17 Restoration of historic Market Councillors July 2017 Community & Agreed Environment Cross in Newtownards McIlveen, Wellbeing Committee Kennedy Committee September and September 2017 2018 Armstrong- Cotter
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 30/8/17 Creating an inclusive beach Councillor Council – Community & Agreed Interim report Further report Robinson Sept 2017 Wellbeing March 2018 September Committee – 2018 October 17 3/10/17 Foodbanks and distribution Councillors Council – Community & Agreed September Centres Woods Oct 2017 Wellbeing 2018 and Barry Committee – November 2017 18/10/17 Charging points for electric Councillor Council – Environment Deferred to September vehicles McIlveen Nov 2017 Committee – EC – January 2018 December 2017 2018 09/11/17 Harmonisation of salaries and Councillor Council – Corporate Services Amended June 2018 job responsibilities Cooper Nov 2017 Committee – and agreed December 2017 21/11/17 Identified Mental health as a Councillor Council – Community & Agreed October 2018 growing area of concern Smart Nov 2017 Wellbeing affecting Committee – December 2017 11/12/17 Street cleaning services in Councillor Council – Environment Agreed to June 2018 To be ratified residential areas close to Cathcart Dec 2017 Committee – bring back June 2018 urban centres and January 2018 report Councillor Kennedy
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 10/1/18 Consultation with Millisle and Councillor Council – Environment Agreed to September Ballycopeland Presbyterian Thompson January Committee – bring back 2018 Church about memorial to 2018 February 2018 report missionary Amy Carmichael 15/1/18 ‘Refill Ards and North Down’ Councillor Council – Environment Agreed to September – reusable water bottles Woods, January Committee – bring back 2018 Barry and 2018 February 2018 report Robinson 15/1/18 Redevelopment of Kinnegar Alderman Council – Regeneration & Agreed to September Logistics Base McDowell January Development bring back a 2018 and 2018 Committee – report Councillor February 2018 Muir 23/1/18 Public Sector Workplace Councillor Council – Corporate Services Agreed to June 2018 Charging Scheme – electric McIlveen January Committee – bring back a vehicles 2018 February 2018 report 1/3/18 Removal low level concrete Councillor Council – Environment September walls Community Hall, Cummings February Committee – March 2018 Comber and increasing car 2018 2018 parking capacity 1/3/18 Gratitude for work of carers Councillor Council – Corporate Services June 2018 and healthcare workers McIlveen February – March 2018 across Borough and support 2018 for Dementia Friendly Borough
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE
1/3/18 Support for ‘No Hate Here’ Councillor Council – Community and December Campaign and development Douglas February Wellbeing – March 2018 of plans for removal of pre- and 2018 2018 existing displays and Councillor protocols. Muir
1/3/18 Memorial Trees and Councillor Council – Community and October 2018 identifying suitable locations Walker February Wellbeing – March for a Borough Memorial 2018 2018 Garden and Arboretum and associated costs 2/3/18 Online community directory Councillor Council – Community & June 2018 To be ratified Douglas March Wellbeing – April June 2018 2018 2018 - deferred 9/3/18 Council becoming a JAM Councillor Council – Community & Corporate To be ratified friendly organisation Smith and March Wellbeing – April June 2018 June 2018 Councillor 2018 2018 Armstrong- Cotter 20/3/18 Ballycrochan Linear Park – Councillor Council – Community & October 2018 Green Flag status Walker & March Wellbeing – April Councillor 2018 2018 Douglas
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 20/3/18 WW2 Air Raid Shelter, Ward Councillor Council – Community & October 2018 Park, Bangor Martin March Wellbeing – April 2018 2018 21/3/18 Accessible green space – Councillor Council – Community & December Town Park in Newtownards Smart & April 2018 Wellbeing – May 2018 Councillor 2018 Kennedy 22/3/18 Safe Place initiative Councillor Council – Community & June 2018 Robinson April 2018 Wellbeing – May 2018 23/3/18 Modern slavery/human Councillor Council – Corporate Services September trafficking Smith & April 2018 Committee – May 2018 Councillor 2018 McIlveen 27/3/18 Liquor licensing legislation Councillor Council – Corporate Services Boyle April 2018 Committee – June 2018 17/4/18 Waiving the cost of a grave Alderman Council – Community & June 2018 To be ratified for under 18s Smith April 2018 Wellbeing – May June 2018 2018 30/5/18 Partnership Donaghadee Councillor Council – Regeneration June 2018 To be ratified Preservation Society with Sir T Smith May 2018 Committee – June June 2018 Samuel Kelly Project and 2018 Councillor Brooks
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 30/5/18 New phasing system traffic Councillor Council – Corporate lights in Comber and letter to Cummings May 2018 Committee – June Department asking for and 2018 improvement of traffic flow in Alderman town. Gibson
30/5/18 Slip lane entrance to Councillor Council – Environment Recycling Centre, Moss Cummings May 2018 Committee – June Road, Ballygowan and 2018 Alderman Gibson 30/5/18 Integrated parking strategy Councillor Council – Environment for the town of Donaghadee Walker May 2018 Committee – June and 2018 Councillor Brooks 30/5/18 Groomsport tennis courts Councillor Council – Community and improvements Chambers May 2018 Wellbeing Committee – June 2018 30/5/18 Both Lives Matter. Council to Councillor Council – Corporate Services call on Department of Health Martin May 2018 Committee – June to consider Perinatal Hospice 2018 Care Facility and medical and emotional services following
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE diagnosis of a severe life limiting condition. 30/5/18 Council to support Lucy’s Councillor Council – Corporate Services Law Robinson May 2018 Committee – June 2018 30/5/18 Mew Island preservation Councillor Council – Regeneration and Smith and May 2018 Development Councillor Committee – June Kennedy 2018 30/5/18 Annual Multi Denominational Councillor Council – Corporate Services Service of Thanksgiving for Muir May 2018 Committee – June the work of the Emergency 2018 Services and First Responders 30/5/18 Disappointment with Councillor Council – Agreed Department of Education and Cathcart May 2018 following lack of provision for transfer discussion of pupils. the Motion – with the following amendment
(Councillor Cathcart)
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE That this Council welcomes the decision to grant temporary variation for Bangor Academy and Strangford College and writes to ask the Department to seriously and urgently consider further requests from schools in Ards and North Down to ensure provision for every child
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DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 30/5/18 Memorial in Court Square, Councillor Council – Agreed Newtownards for heroic Smart May 2018 following Polish air men from WW2 discussion of the Motion 30/5/18 North Channel swim and Councillor Council – Regeneration and plaque at Donaghadee Brooks May 2018 Development Harbour and Committee – June Councillor 2018 Smith 30/5/18 Urgent review of post primary Councillor Council – Agreed school provision in North Douglas May 2018 following Down discussion of the Motion with an amendment to include ‘Ards and North Down’
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