24 January 2017
To: Each Member of the Council
Dear Member
MEETING OF ANTRIM AND NEWTOWNABBEY BOROUGH COUNCIL
A meeting of the Antrim and Newtownabbey Borough Council will be held in the Chamber, Antrim Civic Centre on Monday 30 January 2017 at 6.30pm.
You are requested to attend.
Yours sincerely
Jacqui Dixon, BSc MBA Chief Executive, Antrim & Newtownabbey Borough Council
PLEASE NOTE: Light refreshments will be available in the Pre-Meeting Rooms from 5.30 pm.
For any queries please contact Member Services: Kim Smyth - 028 9448 1301 ([email protected]) Sharon McAree - 028 9034 0098 ([email protected]) Dawn Hynes – 028 9448 1301 ([email protected]) AGENDA
1 Bible Reading and Prayer (In accordance with Standing Orders, Members are not required to attend for this part of the meeting and, following this part of the meeting, Members outside the Chamber will be called to the meeting).
2 Apologies.
3 Declarations of Interest.
4 To take as read and confirm the minutes of the proceedings of the Council Meeting of the Antrim and Newtownabbey Borough Council held on Monday 19 December 2016, a copy of which is enclosed.
5 To approve the minutes of the proceedings of the Operations Committee Meeting of Monday 9 January 2017, a copy of which is enclosed.
6 To approve the minutes of the proceedings of the Policy & Governance Committee Meeting of Tuesday 10 January 2017, a copy of which is enclosed.
7 To approve the minutes of the proceedings of the Community Planning and Regeneration Committee Meeting held on Monday 16 January 2017, a copy of which is enclosed.
8(a) To take as read and confirm the Part 1 of the minutes of the proceedings of the Planning Committee Meeting held on Monday 23 January 2017, a copy of which are enclosed.
(b) To approve Part 2 of the minutes of the proceedings of the Planning Committee Meeting held on Monday 23 January 2017, a copy of which are enclosed.
9 Report on business to be considered:
PRESENTATIONS
9.1 Attendance by Northern Ireland Water Representatives
LEGAL
9.2 To approve the Sealing of Documents ITEMS FOR DECISION
9.3 Transport Ni – Proposed Waiting Restrictions – Langley Hall, Jordanstown
9.4 Transport NI _ Proposed Disabled Parking Bay – No.42 Fountain Street, Antrim
9.5 Executive Strategy for Children and Young People - Public Consultation
9.6 Request to Film at Sentry Hill
9.7 Council Protocol for the Hearing of Amusement Permit Applications
9.8 Planning Application LA03/2016/022/F, 2 Orchard Way, Newpark Industrial Estate, Antrim, BT41 2RU
9.9 Consultation on Draft Adoption and Children Bill
9.10 Wild about Food – Award Nomination
9.11 Department of Finance and Personnel – Consultation ‘Reforming the Rating System’
9.12 Fly a Flag for the Commonwealth
9.13 New Tourism Strategy
9.14 PCSP Independent Member Recruitment
ITEMS FOR INFORMATION
9.15 Use of the Valley Leisure Centre for the Assembly Election Count on 2 to 4 March 2017
9.16 Salvation Army Family Appeal 2016
9.17 Regeneration Bill
ITEMS IN COMMITTEE
9.18 Role of Deputy Chief Executive
9.19 Organisation Structure REPORT ON BUSINESS TO BE CONSIDERED AT THE COUNCIL MEETING ON MONDAY 30 JANUARY 2017
PRESENTATIONS
9.1 ATTENDANCE BY NORTHERN IRELAND WATER REPRESENTATIVES
Members were reminded that it was agreed at the October 2016 Council meeting that a request from NI Water to make a presentation to the Council to provide an update on plans and priorities for the Borough, be approved.
Representatives from NI Water will be in attendance to make the presentation. LEGAL
9.2 TO APPROVE THE SEALING OF DOCUMENTS
Members are advised of the undernoted items for signing and sealing by Council, approval having been previously granted and all necessary legislative requirements being met:-
1. Contract and Deed of Conveyance for lands at 589 Doagh Road, Newtownabbey.
2. Contracts for works to Randalstown Training Pitch.
3. Service Level Agreement for the Provision of Housing Fitness Inspections on behalf of the Northern Ireland Housing Executive.
4. Affordable Warmth Scheme Service Level Agreement between the Department for Communities and Antrim and Newtownabbey Borough Council.
5. Licence Agreements for Antrim and Ballyclare Public Realm Schemes. ITEMS FOR DECISION
9.3 CE/GEN/4 TRANSPORT NI – PROPOSED WAITING RESTRICTIONS – LANGLEY HALL, JORDANSTOWN
Correspondence has been received from Jackson Minford of Traffic Management, transport ni advising of proposals to introduce a short section of waiting restriction in the Langley Hall, Jordanstown development to address a problem caused by students parking from a nearby college (enclosed). The proposed restriction would only apply Mon – Fri between 9 am and 5 pm.
The Council’s instructions are requested. 9.4 CE/GEN/4 TRANSPORT NI - PROPOSED DISABLED PARKING BAY - NO. 42 FOUNTAIN STREET, ANTRIM
Correspondence has been received from Transport NI outlining details of their proposal to reserve an on-street disabled parking space to the front of number 42 Fountain Street, Antrim (copy letter and map enclosed).
Comments to be forwarded to Traffic Management at County Hall, Ballymena, BT42 1QG.
The Council’s instructions are requested. 9.5 G/MSMO/8 EXECUTIVE STRATEGY FOR CHILDREN AND YOUNG PEOPLE - PUBLIC CONSULTATION
Correspondence has been received from the Department of Education, a copy if which is enclosed, advising that the Children and Young People’s strategy had been launched on 19 December 2016 and would close on 27 February 2017.
The strategy seeks to build upon the positive aspects of the previous strategy; considers the key issues facing our children and young people today; and outlines how government will work collaboratively to improve the well-being of our children and young people.
The strategy and associated documents can be accessed on the Departments of Educations website at: www.education-ni- gov.uk/consultations/children-and-young-peoples-strategy-2017-2027.
RECOMMENDATION: that Members respond on an individual or party political basis. 9.6 AC/MU/8 REQUEST TO FILM AT SENTRY HILL
Members are advised that the film company Paper Moon has made a request to carry out filming at Sentry Hill. They are making a documentary series examining real life crime and historical murders, which have taken place in Ireland. They plan to set one of the episodes in Sentry Hill given the historical nature of the house, however there is no connection to Sentry Hill in terms of the story. The programme will last for 25 minutes and be screened by TG4 in the autumn.
The production company would like to film in early February. They have given a commitment to organise filming so that there is no disruption to the operation of Sentry Hill and agreed to payment of usual hire charges for all facilities used.
RECOMMENDATION: that the request by Paper Moon to film at Sentry Hill in early February 2017 be approved.
Prepared by: UrsulaFay,HeadofArts&Culture,OperationsDepartment
Agreed by: Geraldine Girvan, Director of Operations 9.7 G-LEG-17/60 COUNCIL PROTOCOL FOR THE HEARING OF AMUSEMENT PERMIT APPLICATIONS
Members are referred to the enclosed draft Council Protocol for the Hearing of Amusement Permit Applications.
Introduction
This Protocol has been developed to regulate the practices and procedures in respect of Amusement Permit (“Permit”) applications which come before the Council for decision.
All new Amusement Permit applications will be brought directly to Council for decision.
Renewal of Permits will be dealt with by officers under the Council’s Scheme of Delegation, except where there has been a request to make oral representations or there are objections to the application. In that case the application will also be brought to Council for decision.
The Protocol has been formulated in accordance with The Betting, Gaming, Lotteries and Amusements (Northern Ireland) Order 1985 (as amended) and has been developed to ensure the Council complies with the necessary legislative requirements.
In relation to applications for Amusement Permits Council can decide the following:
1) Grant the Permit 2) Grant the Permit with conditions 3) Refuse the Permit 4) Defer an application for further consideration or to obtain further information
If Council makes a decision against an Officer’s recommendation then Members must state their reasons for doing so. In such circumstances a recorded vote will be taken.
Recommendation: that Council approves the draft Protocol for Amusement Permit Applications.
Prepared by: Clifford Todd, Head of Environmental Health
Approved by: Geraldine Girvan, Director of Operations 9.8 LA03/2016/022F PLANNING APPLICATION LA03/2016/022/F, 2 ORCHARD WAY, NEWPARK INDUSTRIAL ESTATE, ANTRIM, BT41 2RU
Members are advised that this planning application relates to an extension to an existing industrial unit. The proposed works also include a new vehicular and pedestrian access onto the Ballycraigy Road. As shown on the enclosed map the Greystone Community Centre is located across the road from the application site. Filter lanes will be developed on both sides of the road to facilitate access to the Community Centre and the business premises on the opposite side. It is understood that Transport NI has raised no concerns regarding the proposed works. The Council was neighbour notified due the Community Centre location.
RECOMMENDATION: that no objection be made to the application.
Prepared & Agreed by Majella McAlister, Director of Community Planning & Regeneration 9.9 G/MSMO/8 CONSULTATION ON DRAFT ADOPTION AND CHILDREN BILL
Members are advised that correspondence has been received from the Department of Health regarding their consultation on the draft Adoption and Children Bill from 16 January 2017 (enclosed).
The Bill is intended to modernise the legal framework for adoption in the north of Ireland and place children’s welfare at the centre of the adoption decision-making process. The substance of the Bill relates to adoption, although the Bill also proposes to make changes to the Children (Northern Ireland Order) 1995. A copy of the consultation document and questionnaire is available at: https://www.health-ni.gov.uk/consultations.
The closing date for responses to the consultation is 10 April 2017.
Members may note the correspondence, respond on an individual/party political basis or formulate a corporate response on behalf of the Council.
The Council’s instructions are requested.
Approved by: Jacqui Dixon, Chief Executive 9.10 L/GEN/18 WILD ABOUT FOOD – AWARD NOMINATION
The Wild About Food project, in partnership with Mid and East Antrim Borough Council was funded in the amount of £10,000 by the Heritage Lottery Fund to deliver innovative and practical workshops to highlight the importance and abundance of local produce. The workshops provided participants the opportunity to develop traditional skills surrounding food making and use of locally produced ingredients and were delivered in line with the NI Year of Food and Drink 2016. Workshops included foraging, grow your own, bread making, celebrating allotments and an Apple Orchards Schools event.
The project has been shortlisted for the NI Year of Food and Drink Awards in association with the Belfast Telegraph in the category; Best Food Story.
The Awards ceremony will take place on Thursday 2nd February at 7pm in the Culloden Estate and Spa (black tie). Tickets for the ceremony are £75 per head. Mid and East Antrim Borough Council is also considering attendance.
RECOMMENDATION: that the Mayor and Mayoress, Chair and Vice Chair of Operations, or their nominees, attend as an approved duty together with one officer.
Prepared by: Lindsay Houston, Biodiversity Officer
Agreed by: Geraldine Girvan, Director of Operations 9.11 G/LAN/2 DEPARTMENT OF FINANCE AND PERSONNEL – CONSULTATION ‘REFORMING THE RATING SYSTEM’
Members are advised that the Department of Finance has formally commenced a public consultation on ‘Reforming the Rating System’. (enclosures attached)
The deadline for all responses is 16 February and a copy of the draft response will follow.
RECOMMENDATION: That Council approves the draft response, incorporating any additional comments from Members.
Prepared by: John Balmer, Head of Finance
Agreed by: Colette Archer, Director of Finance and Governance 9.12 M/9 FLY A FLAG FOR THE COMMONWEALTH
Members are advised that a nationwide local authority-led initiative will take place at 10 am on Commonwealth Day, Monday, 13 March 2017, to fly hundreds of Commonwealth flags in significant, strategic and eye-catching locations across the UK and beyond.
Members are reminded that the Council previously participated in this initiative on Commonwealth Day 2015 and 2016, and it is proposed to raise Commonwealth Flags at Antrim Civic Centre and Mossley Mill on Commonwealth Day, with a brief ceremony to be held at the Civic Centre.
RECOMMENDATION: that the Council participate in the Fly a Flag for the Commonwealth initiative by flying Commonwealth Flags at Antrim Civic Centre and Mossley Mill on Monday, 13 March 2017. 9.13 ED/TOU/18 NEW TOURISM STRATEGY
Members are reminded that one of the actions agreed by the Council in the Tourism Team’s Action Plan for 2016-17 was to develop strategic opportunities with Tourism NI. Tourism NI has since agreed to work in partnership with the Council to develop a tourism strategy for the Borough and has offered 50% grant aid towards the total cost of £9,000 (plus VAT). Consultants have now been appointed to undertake the assignment which is to be completed by 31 March 2017. The tourism strategy will align with the Council’s Community Plan and the new Economic Development Strategy that will emerge later in the year.
Members will be consulted on the needs and priorities for the new tourism strategy at a special workshop to be held in February 2017
RECOMMENDATION: that the report be noted and that Officers bring back a further report on the draft findings and recommendations. 9.14 CP/PCSP/1 PCSP INDEPENDENT MEMBER RECRUITMENT
Members are advised that the Northern Ireland Policing Board (NIPB) has initiated a recruitment process for independent members to be appointed to the Antrim and Newtownabbey Policing and Community Safety Partnership (PCSP). The advert appeared in the press week commencing 23rd January.
Two PCSP independent members stepped down from their roles on the Partnership and there is a requirement from the NI Policing Board to maintain a membership wholly representative of the local community. As a result, Antrim and Newtownabbey Borough Council must nominate up to four elected representatives to sit on a recruitment panel to appoint two new independent members.
At the PCSP meeting on 30 November 2016 four elected members were nominated to serve on the recruitment panel, namely Councillor P Michael (Chairperson of the PCSP), Councillor N Kelly, Councillor S Ross and Councillor L Clarke.
Members are advised that back in 2014 when the first recruitment of independent members was undertaken, the Council appointed the panel which was required to be representative in terms of gender and community background. The Panel at that time consisted of Councillors Beatty, Ritchie, Webb and Mc Clelland.
On this occasion Members may wish to approve the panel as recommended by the PCSP.
The Councils instructions are requested ITEMS FOR INFORMATION
9.15 L/LEI/VLC/1 USE OF THE VALLEY LEISURE CENTRE FOR THE ASSEMBLY ELECTION COUNT ON 2 to 4 MARCH 2017 AND STORAGE OF ELECTION BOXES AT ANTRIM CIVIC CENTRE
Members are advised that the Valley Leisure Centre will be used for the election count for the Assembly Elections from Thursday 2nd March to Saturday 4th March 2017 inclusive.
The Centre will be affected as follows:
(a) the main sports hall and ancillary halls to be closed all day on Thursday 2nd March 2017 to allow the building to be secured.
(b) total closure of the centre on Friday 3rd March 2017 and Saturday 4th March inclusive.
The Centre will re-open on Sunday 5th March 2017.
The pitches can remain open, being independently operated from the pavilion and Fitness suite members will be informed of the alternative facilities at Sixmile and Ballyearl.
In addition to these arrangements the Electoral Office have requested permission to store approximately 28 boxes overnight at Antrim Civic Centre on the 1st March, the night before the election.
After the close of the poll, the boxes are expected to return to the Civic Centre where Electorate Office Inspectors will check them, before loading and removing boxes.
This is consistent with the arrangements that were put in place for the last Assembly election in June 2016. As the cost of having these facilities made available at those times is minimal, it is not proposed that there would be any charge applied.
In addition, a request has been received from the Electoral Office for the use of Ballyduff Community Centre as a polling station.
RECOMMENDATION: that the report be noted.
Prepared by: Geraldine Girvan, Director of Operations 9.16 G/GEN/68 SALVATION ARMY FAMILY APPEAL 2016
Correspondence has been received (enclosed) from the Salvation Army expressing grateful thanks for Council’s donations to their Family Appeal in 2016.
The Appeal would not be possible without the support of organisations such as Council which is invaluable in assisting the Salvation Army with their ongoing work amongst needy families.
The letter asks Council to accept grateful thanks on behalf of those who will benefit from such kindness.
RECOMMENDATION: that the report be noted.
Jacqui Dixon Chief Executive 9.17 CE/STC/SC/31 THE REGENERATION BILL
Members are advised that a letter has been received from the Department for Communities in response to the Chief Executive’s letter to the Minister requesting a meeting to discuss the decision not to proceed with the Regeneration Bill and the devolution of regeneration powers to local government (copy attached).
The letter advises that the Minister has indicated that he will not be reconsidering his position on this matter and that in his statement to the Assembly, he has stressed that, regardless of where legislative responsibility lies, local government does and will continue to play a significant role in ensuring the successful implementation of regeneration programmes.
The Minister has also stressed the importance of the Partnership Panel and the connection it affords between the Executive and local government and sees this as the vehicle by which he will want to engage with councils.
RECOMMENDATION: that the correspondence be noted.
MINUTES OF THE PROCEEDINGS OF THE MEETING OF THE COUNCIL HELD IN MOSSLEY MILL ON MONDAY 19 DECEMBER 2016 AT 6:30 PM
In the Chair : The Mayor (Councillor J Scott)
Members Present : Aldermen – F Agnew, W Ball, M Cosgrove, W DeCourcy, M Girvan, J Smyth and R Swann
Councillors – D Arthurs, A Ball, T Beatty, J Bingham, J Blair, P Brett, L Clarke, H Cushinan, B Duffin, T Girvan, M Goodman, P Hamill, T Hogg, D Hollis, N Kells, B Kelso, N Kelly, A M Logue, R Lynch, M Magill, M Maguire, J Montgomery, N McClelland, V McWilliam, P Michael, M Rea, S Ross and W Webb
In Attendance : Chief Electoral Officer – Graham Shields
Officers Present : Chief Executive - J Dixon Director of Organisation Development - A McCooke Director of Operations - G Girvan Director of Community Planning and Regeneration – M McAlister Director of Finance and Governance – C Archer Media and Marketing Manager – N McCullough Systems Support Officer Officer – A Cole Legal Services Manager – P Casey Head of Environmental Health – C Todd PA to Mayor and Deputy Mayor – K Hood Senior Administrative Officer - S McAree
1 BIBLE READING, PRAYER AND WELCOME
The meeting opened with a Bible reading and prayer by Rev Campbell Dixon MBE. Councillors Cushinan, Goodman, Kelly, Logue, Magill and Montgomery joined the meeting.
2 APOLOGIES
Aldermen Campbell, Barr and Burns and Councillor Ritchie
3 DECLARATIONS OF INTEREST
Item 10.14 – Councillor Duffin
MAYOR’S REMARKS
The Mayor welcomed everyone to the meeting and offered best wishes for a speedy recovery to Alderman Barr’s mother.
The Mayor congratulated the Director of Operations, the Media and Marketing Manager and all staff involved in the excellent event arranged to recognise Jonathan Rea’s sporting achievements.
4 MINUTES OF THE ANTRIM AND NEWTOWNABBEY BOROUGH COUNCIL MEETING
Moved by Councillor Beatty Seconded by Alderman Girvan and
RESOLVED - that the Minutes of the proceedings of the Antrim and Newtownabbey Borough Council Meeting held on Monday 28 November 2016 be taken as read and signed as correct.
NO ACTION
5 MINUTES OF THE OPERATIONS COMMITTEE
Moved by Councillor Montgomery Seconded by Alderman Girvan and
RESOLVED – that the Minutes of the proceedings of the Operations Committee Meeting of Monday 5 December 2016 be approved and adopted.
NO ACTION
6 MINUTES OF THE POLICY AND GOVERNANCE COMMITTEE
Moved by Councillor Duffin Seconded by Alderman DeCourcy and
RESOLVED – that the Minutes of the Policy and Governance Committee Meeting of Tuesday 6 December 2016 be approved and adopted.
NO ACTION
7 MINUTES OF THE COMMUNITY PLANNING AND REGENERATION COMMITTEE
Moved by Councillor Brett Seconded by Councillor Logue and
RESOLVED – that the Minutes of the proceedings of the Community Planning and Regeneration Committee Meeting held on Monday 12 December 2016 be approved and adopted.
8 MINUTES OF THE AUDIT COMMITTEE
Moved by Councillor Rea Seconded by Councillor Girvan and
RESOLVED – that the Minutes of the proceedings of the Audit Committee Meeting held on Tuesday 13 December 2016 be approved and adopted.
Members welcomed Colette Archer, Director of Finance and Governance to her first meeting of the Council.
9(a) MINUTES OF THE PLANNING COMMITTEE, PART 1
Moved by Alderman Agnew Seconded by Councillor Webb and
RESOLVED - that the Minutes of the proceedings of the Planning Committee Meeting held on Wednesday 14 December 2016, Part 1 be taken as read and signed as correct.
NO ACTION
9(b) MINUTES OF THE PLANNING COMMITTEE, PART 2
Moved by Alderman Agnew Seconded by Councillor Webb
RESOLVED - that the Minutes of the proceedings of the Planning Committee Meeting held on Wednesday 14 December, Part 2 be approved and adopted.
NO ACTION 10.1 ATTENDANCE BY CHIEF ELECTORAL OFFICER - GRAHAM SHIELDS
Members were reminded of the presentation to the Council in September from NIPSA regarding proposals to close regional electoral offices.
Following this presentation it was agreed to invite the Chief Electoral Officer, Graham Shields to make a presentation when the consultation on the future of the Electoral Office was published.
Mr Shields was in attendance and made a verbal presentation to the Council.
Mr Shields thanked the Council for inviting him to make the presentation. He informed members that he was in the final days of his tenure as he was due to leave his post on 31 January 2017. His successor had been selected and would be announced by the end of this week.
He outlined the details for modernisation and restructuring of the Electoral office and outlined the role that it was proposed that the Council would have.
Mr Shields answered members’ questions, regarding costs and resources and assured members that further discussions would be held regarding costs, capacity and compatibility, following which he left the meeting.
10.2 TO APPROVE THE SEALING OF DOCUMENTS
Members were advised that there are no items for signing and sealing this month.
10.3 G/MSMO/8 & CE/GEN/56 - DRAFT RESPONSE TO THE FUTURE DELIVERY OF ELECTORAL SERVICES IN NORTHERN IRELAND CONSULTATION PAPER
Members considered the undernoted proposed draft response to the Consultation on the Future Delivery of Electoral Services in Northern Ireland.
Introduction
The Council welcomes the opportunity to respond to this consultation exercise and the potential to modernise, reform and improve electoral services in Northern Ireland. The Council recognises that Councils in other parts of the UK play a more significant role in terms of the delivery of elections than those in Northern Ireland and understands the context of the proposals in terms of the financial constraints the Electoral Office is facing. However, the Council is extremely concerned that there is no business case available to allow proper consideration of the proposals contained within the consultation document. The Council is committed to providing the highest quality of services to its ratepayers and is assuming that significant resources would be required by the Council to deliver the services referred to. However, there is little reference in the document to the resources that will be provided to Councils to take on these new responsibilities. The Council therefore cannot provide a meaningful response to the consultation without being able to consider a full business case which would clearly demonstrate that these proposals would have no financial impact on our ratepayers.
Q.1 Do you see benefit in having all district councils providing advice and support to local residents on electoral matters, particularly those who do not wish to use online registration?
The Council believes that there would be benefit in providing the level and type of advice described in the document to local residents. The consultation document suggests that training would be provided for Council staff and this would be welcomed. However, the Council is extremely concerned that there is no business case available to allow proper consideration of this proposal. The Council would need details of the potential demand from the public for these services to ensure that the Council can provide the high quality of service expected by our ratepayers. The Council therefore cannot provide a meaningful response to the consultation without being able to consider a full business case which would clearly demonstrate that this proposal would have no financial impact on our ratepayers.
Q.2 Are there other electoral services that you would like to see district councils
No.
Q.3 With EONI’s routine work more focussed on maintaining the accuracy and comprehensiveness of the electoral register, and district councils providing advice to the public at local level, would you see a role for regional electoral offices?
It is difficult to comment on this question as it is assuming that Councils will provide the services detailed in Section 2.3 which we clearly have reservations about as per our responses to Questions 1 and 2. It is also difficult to comment on the proposal to retain 3 regional electoral offices without knowing exactly where the current offices are located and where the 3 regional offices are proposed to be located. The Council would also ask for clarification as to whether TUPE would apply to staff should some regional offices close and services/staff be transferred to the Councils? Q.4 Should district councils have a role in delivering all elections and referendums in Northern Ireland, including Parliamentary and NI Assembly elections and referendums?
As highlighted in the Consultation document, Councils play an important role in the delivery of Council elections in NI. Council Chief Executives are appointed as Deputy Returning Officers and manage the nomination and count processes. Councils have performed exceptionally well in this role, however, this is a particularly resource intensive exercise for the Council as it not only involves the Chief Executive but also other senior staff in the Council for a prolonged period. In terms of planning for the Count, a team of dedicated senior staff are involved in this for a significant period prior to the election.
The Council is content to dedicate these resources for Council elections but would be concerned if such a resource was required to be dedicated to all elections and referendums. The Council has a very ambitious Corporate Plan and performance regime in place and would be concerned that this and our normal service delivery (some of which is statutory in nature) would be jeopardised if senior staff were diverted from their day to day duties on a more regular basis to perform duties related to other elections and referendums and in particular for the management of counts for such elections and referendums.
The document suggests that “Councils are well placed to manage the variable workload by assigning staff to election duties during busy times and to other important responsibilities at other times”. We are extremely concerned about this comment and are unsure about what this is based on. What evidence does the author(s) have to support this statement? The Council is surprised at this assumption because since the reform of Local Government and the amalgamation of Antrim Borough Council and Newtownabbey Borough Council on 1 April 2015, a restructuring and severance scheme has been implemented by the Council. At this stage we anticipate that over 60 employees have left / will leave the Council under the severance scheme, many of whom are management/ administrative staff (including directors and assistant directors) with election experience. Therefore, the cumulative effect of these changes is the loss of experienced staff with the necessary skills and experience in the delivery of elections. In addition, existing senior staff and in particular the Chief Executive and Directors have a significant additional workload relating to the delivery of the Council’s Corporate Plan and transformation agenda.
The Council therefore disagrees with the assumption that Councils are well placed to manage the variable workload by assigning staff to election duties during busy times and to other important responsibilities at other times. Council elections take place every 4 years and a huge amount of planning and resource are dedicated to this. The Council is content to dedicate such a resource as a one off every 4 years but would be reluctant to divert this level of resource on a more regular basis to manage all elections and referendums as this would impact negatively on the delivery of our own services (some of which are statutory in nature), corporate plan and performance for our ratepayers.
The document suggests that funding would be provided, however, the Council would be concerned about diverting its senior team, who would be the only staff in the council with the necessary experience required, to perform election duties on a prolonged and regular basis. As stated earlier, the Council would be concerned that this would impact negatively on the delivery of our own services (some of which are statutory in nature), corporate plan and performance for our ratepayers.
In addition, the Council would need to be assured that sufficient funding would be required to ensure that these proposals would have no financial impact on our ratepayers.
The Council is particularly concerned about the suggestion that the Chief Electoral Officer may decide to use its power of direction over Chief Executives in respect of undertaking electoral functions for other elections and referendums. The Council is also concerned about the proposal to extend this power to all Council employees and the impact that this would have on the delivery of our own services (some of which are statutory in nature), corporate plan and performance for our ratepayers during the election period.
In addition, we are unclear from the consultation paper who the Deputy Returning Officer would be for other elections and referendums given that the boundaries in relation to Westminster and the Local Assembly differ from Local Councils. It is unclear as to how a Deputy Returning Officer employed by one Council would engage with Chief Executives and staff from other Councils to organise counts etc when electoral boundaries impact on more than one Council area. Clarity on this point would assist the Council in making a more meaningful response to these proposals.
Q.5 Should councils take on the functions set out in paragraph 2.5.3 (and Annex C) at all elections and referendums?
See response to Question 4
Q.6 Are the safeguards set out in paragraph 2.5.5 & 2.5.6 sufficient to protect council employees undertaking electoral functions from the risk of political interference?
See response to Question 4 Moved by Councillor Brett Seconded by Councillor Blair and
RESOLVED: that the draft response be approved for submission before the closing date of 9 January 2017
ACTION BY: Jacqui Dixon, Chief Executive
10.4 G-LEG-17/57 COUNCIL PROTOCOL FOR THE HEARING OF ENTERTAINMENT LICENCE APPLICATIONS
It was reported that the Local Government (Miscellaneous Provisions) (Northern Ireland) Order 1985 requires Council to licence specific forms of entertainment provided by premises within the Borough. In both legacy Councils these applications had been dealt with through both delegated powers and reports to committee. The Order also afforded any person wishing to make representation regarding a specific application to address the Council.
Members were referred to the draft Council Protocol for the Hearing of Entertainment Licence Applications.
This Protocol has been developed to streamline the process and to regulate the practices and procedures in respect of Entertainment Licence (“licence”) applications which come before the Council for decision.
The Protocol has been developed to ensure the Council complies with the necessary legislative requirements.
It was proposed that all new Entertainment Licence applications would be brought to the full Council for decision to allow all Members to consider any written and or oral representations. The number of new licences per annum was relatively small and this would therefore not be onerous on Council business.
Renewal and transfer of licences will be dealt with by officers under the Councils Scheme of Delegation, except where there has been a request to make oral representations or there are objections to the application, in that case the application will be brought to full Council for decision.
The full Council can decide the following:
i.Grant the licence ii.Grant the licence with specific additional terms, conditions and restrictions iii.Refuse the licence iv.Defer an application for further consideration or to obtain further information
Members were advised that If the full Council made a decision against an Officers recommendation then Members must state their reasons for doing so. In such circumstances a recorded vote would be taken.
Moved by Councillor Kells Seconded by Councillor Duffin and
RESOLVED - That Members approve the draft Protocol for Decision Making by the Council in Licensing Matters.
ACTION BY: Clifford Todd, Head of Environmental Health
10.5 CE/GEN/4 TRANSPORT NI - SPEED LIMIT REDUCTION BARNISH ROAD, RANDALSTOWN
It was reported that correspondence had been received from Traffic Management, transportni advising of proposals to reduce the speed limit on the Barnish Road, Randalstown from the national speed limit to 40mph. The proposed new speed limit will start from the existing 30mph limit at Randalstown and finish near the junction of Whitehill Drive.
A letter confirming that the Council is in agreement with this proposal is requested.
Moved by Councillor Lynch Seconded by Councillor Beatty and
RESOLVED – that a letter is issued to Transport NI confirming that the Council is in agreement with this proposal
ACTION BY: Member Services
10.6 WM/GEN/07 RETHINK WASTE FUND
As previously reported at the October Operations meeting, Council Officers were exploring potential funding opportunities for the expansion of the triple stack scheme.
Over the last few years Council has made several applications through the Central Government’s Rethink Waste fund to assist with the expansion of the triple stack recycling service. Department for Agriculture, Environment, and Rural Affairs (DAERA) recently released a call for suitable waste projects for the Rethink Waste scheme with the condition that the monies had to be spent by March 2017.
Officers submitted a bid for triple stack recycling units, 180l bins and canvassing to expand the triple stack service within the legacy Newtownabbey area. DAERA has confirmed that the Council has been successful in securing £192,500 of funding from Rethink Waste.
Council has previously approved the expansion of the triple stack recycling units and smaller bins to the remainder of the legacy Newtownabbey area and these funds will contribute to this process. it was recommended that Council accepts the offer and with the funds to be allocated by 31 March 2017.
Moved by Councillor Blair Seconded by Councillor Bingham and
RESOLVED - that Council accepts the Rethink Waste funding of £192,500 for the expansion of the Triple Stack system and staff be congratulated on the success of the rollout of the system.
ACTION BY: Michael Laverty, Head of Waste Management
10.7 G/GEN/1 CHANGES TO TEMPLEPATRICK POST OFFICE
Members were advised that correspondence had been received from the Post Office advising of modernisation changes proposed for Templepatrick Post Office, Unit 6, 954 Antrim Road, Templepatrick, Ballyclare BT39 0AT as part of the ongoing programme of investment and transformation taking place across the Post Office network.
Council’s views on the proposals were invited.
Moved by Councillor Michael Seconded by Councillor Kelly and
RESOLVED – that the Council supports the proposal.
ACTION BY: Member Services
10.8 CP/CP/29 CHAIRMEN OF DEA PLACE SHAPING FORA
Members were reminded of the DEA Place Shaping Fora which were agreed in October and for which an initial meeting was held in November. Members were also reminded that it was proposed that each forum be chaired by an elected member for the relevant DEA. As such, there were a number of options available to members in identifying a Chairman for each forum:
Option 1 DEAs are allocated by party with Group Leaders agreeing which Member(s) of their party should Chair and aligning same with the allocation of DEAs as follows: 2 DUP; 2 UUP; 1 SDLP; 1 Alliance; 1 Sinn Fein
Option 2 The Member with the greater number of first preference votes in each DEA is nominated as Chairman first and their reserve (not Vice Chairs) is the Member with the subsequent greater number of votes.
Airport - Councillor A Logue or Alderman T Burns. Antrim – Councillor N Kells or Councillor J Smyth Ballyclare – Councillor M Girvan or Councillor J Bingham Dunsilly – Councillor R Swann or Councillor B Duffin. Glengormley Urban – Alderman M Cosgrove or Councillor A Ball Macedon – Councillor W Webb or Councillor W DeCourcy. Threemilewater – Alderman F Agnew or Alderman W Ball
Option 3 Members for each DEA collectively nominate a Chairman for each DEA.
Option 4 The Chairman for each forum is drawn from current committee Chairmen and Vice Chairs. As such options include the following:
Airport – Councillor A Logue; Councillor M Magill; Councillor M Rea Antrim Town – Councillor J Montgomery Ballyclare – Councillor T Girvan Dunsilly – Councillor B Duffin Glengormley Urban – Councillor N McClelland; Councillor P Brett Macedon – Councillor J Scott; Councillor W Webb; Alderman W DeCourcy Threemilewater - Alderman F Agnew
Moved by Alderman Cosgrove Seconded by Councillor Brett and
RESOLVED – that Option 1 be approved as follow:
a) The Ulster Unionist Party nominated Alderman Agnew to be Chairman of Threemilewater DEA forum and Councillor Bingham to be Chairman of Ballyclare DEA forum
b) The Democratic Unionist Party selected Airport DEA and Dunsilly DEA fora and will nominate a Chairman to each
c) The SDLP nominated Councillor Lynch to be Chairman of the Antrim DEA forum
d) Sinn Féin nominated Councillor Goodman to be Chairman of the Glengormley DEA forum
e) The Alliance Party nominated Councillor Webb to be Chairman of Macedon DEA forum.
ACTION BY: Alison Keenan, Community Planning Manager
10.9 CP/GR/45 GOOD RELATIONS GRANT AID COMMUNITY RELATIONS FORUM
Members were reminded that the annual Good Relations Action Plan submitted to The Executive Office includes a budget of £25,000 for the implementation of a Good Relations Grant Aid Programme to support community and race relations locally. This was a rolling programme with final applications for the programme being accepted up until November 2016. The programme would open again in February 2017 for grant applications for activities between April 2017 and March 2018.
A summary of the Good Relations applications received in November and an overview of the assessment and funding details is provided for information. Members will be aware that a pass threshold of 50% for Good Relations Grant Aid applications was agreed at the Community Planning and Regeneration Committee in November 2014. One application was received requesting a total amount of £2,500 leaving a current remaining budget of £3,408.
Group Name/ Scored Amount Project Description/Title Project Promoter (%) Awarded
To run a good relations training residential for 12-14 people from 1 Community across various organisations and Relations Forum bodies in the Antrim and Newtownabbey area around anti- sectarianism and the practical skills required to challenge the issue. The sessions will include an examination of sectarianism at individual and societal level and practical tools for 68% £2,500 implementing a community development approach for the resolution of these issues. A targeted recruitment process will take place with engagement from the following sectors: 2 church organisation representatives 2 -4 Council representatives 2 business representatives 5-6 community representatives TOTAL AMOUNT AWARDED £2,500.00
Moved by Councillor Bingham Seconded by Councillor Webb and
RESOLVED – that
a) the proposed funding award be approved
b) the remaining budget of £3,408 be reallocated to Good Relations events to support events under the Leading Ladies and Holocaust Memorial Day Programmes
c) A quarterly report be submitted to members providing details of budgets and outcomes for all grant Aid Programme.
ACTION BY: Louise Moore, Head of Community Planning 10.10 CE/STC/SC/14 GOVERNANCE ARRANGEMENTS FOR PERFORMANCE IMPROVEMENT RESPONSIBILITIES
Members were advised that the Council had received the Northern Ireland Audit Office Improvement Audit and Assessment Report, which advised that the Council had successfully discharged its performance improvement duties.
In the report, the Local Government Auditor makes a proposal for improvement that the Terms of Reference for both the Policy and Governance Committee and the Audit Committee should both be updated to reflect their respective performance improvement responsibilities. The Auditor states that a clearly defined separation between the role of the Policy and Governance Committee in managing and scrutinising Council performance and the role of the Audit Committee in providing assurance that Council’s arrangements are operating effectively.
An amended version of the Council’s Remit of the Audit Committee and the Policy and Governance Committee was enclosed for Members’ attention. There is also a separate detailed Terms of Reference for the Audit Committee, (last updated June 2006). The following addition is proposed to the Audit Committee Terms of Reference:
Performance Improvement To review the statutory arrangements in place to secure continuous improvement of Council functions, providing assurance that such arrangements are operating effectively.
To consider the quarterly Corporate Improvement Plan update reports, which will provide a progress update on the achievement of the Corporate Improvement Objectives.
To consider the external auditor’s report on issues arising from the annual Improvement Audit and Assessment engagement.
Moved by Councillor Maguire Seconded by Councillor Girvan and
RESOLVED: that the amended remit of the Audit Committee and the Policy and Governance Committee is approved and the proposed addition to the Terms of Reference for the Audit Committee is approved.
The Chief Executive confirmed that the presentation made at the recent Audit Committee would be provided at the next meeting of the Policy and Governance Committee.
ACTION BY: Helen Hall, Business Change Manager
10.11 CE/OA/5 NILGA’S RESP0NSE TO PROGRAMME FOR GOVERNMENT CONSULTATION Members were advised that Council had received NILGA’s draft Policy Guidance Paper in regard to the Programme for Government Consultation.
Members noted that this paper was provided in draft prior to NILGA’s Executive meeting on 9 December.
Moved by Councillor Brett Seconded by Councillor Lynch and
RESOLVED – that the correspondence be noted.
NO ACTION
10.12 CE/OA/5 NILGA - CONGRATULATIONS RE ANTRIM CASTLE GARDENS
Members were advised that The Mayor had received a letter from NILGA congratulating the Council on its success in winning the title of Best Park in Northern Ireland for Antrim Castle Gardens and also being shortlisted as one of the UK’s Best Parks.
NILGA referred to this tremendous achievement for everyone involved which further demonstrates the Council’s commitment and best practice approach to horticulture and green spaces.
Moved by Councillor Montgomery Seconded by Councillor Kells and
RESOLVED: that the correspondence be noted.
Members congratulated officers on the huge success of the Enchanted Winter Garden at Antrim Castle Gardens and how it had surpassed all expectations with 44,000 people attending the event. Members requested that officers come forward with their ideas to create an even bigger and better event next year.
ACTION BY: Ursula Fay, Head of Arts and Culture
10.13 CE/OA/9 DEPARTMENT FOR INFRASTRUCTURE – THE WATER METERS REGULATIONS (NORTHERN IRELAND) 2016
Members were advised of correspondence received from the Department for Infrastructure in relation to the consultation on draft Water Meters Regulations to remove the requirement on Northern Ireland Water to install water meters at domestic properties connecting to the public water supply for the first time.
The draft Regulations were approved by the Assembly on 5 December 2016 and came into operation on 7 December 2016. Moved by Councillor Beatty Seconded by Councillor Webb and
RESOLVED: that the correspondence be noted.
NO ACTION
10.14 CP/CD/124 IPB INSURANCE PRIDE OF PLACE 2016 IN ASSOCIATION WITH CO- OPERATION IRELAND
Members were reminded of the IPB Insurance, Co-operation Ireland Pride of Place Competition the purpose of which is to acknowledge the work carried out by communities throughout the entire island of Ireland and pay recognition to the efforts being made to create viable, vibrant and visible communities which impact and make a difference in peoples’ lives.
In May 2016 the Council nominated three groups under the following categories: Population 2,000 – 5,000 – Mallusk Community Action Group Community Enterprise Initiative – TIDAL, Toomebridge Islands & Coastal Communities – Rams Island Heritage Project
On Monday 15 August 2016 judges representing Pride of Place visited the Borough for 2 days and attended presentations, question and answer sessions and a tour of each of the 3 areas nominated.
The Pride of Place Competition Gala Dinner and Awards Ceremony took place on Saturday 26 November 2016 in the Waterfront Hall, Belfast. The Mayor, one Council Officer and two representatives from Mallusk Community Action Group, Rams Island Heritage Project and four from TIDAL attended the event.
Both TIDAL and Rams Island Heritage Project were awarded Runner Up in their category and received an award and €500 each.
Moved by Councillor Kells Seconded by Councillor Logue and
RESOLVED: that the report be noted and that TIDAL and Rams Island be congratulated on being awarded runner up in their category
ACTION BY: Louise Moore, Head of Community Planning
10.15 CHARTER PEER ASSESSOR WORK
Members were advised that correspondence had been received from NILGA regarding Charter Peer Assessor Work.
NILGA is co-ordinating the delivery of the nationally accredited Charter for Member Development. Part of this process involves a peer review to assess the suitablility for the Charter award of a given NI local authority.
NILGA wishes to put on record the valuable role played by Fiona Gunning in assessing the successful bid by Newry, Mourne and Down District Council. NILGA looks forward to progressing the Council’s Charter Plus award but wanted Fiona’s work to be recognised as contributing to developing the sector at regional level.
Moved by Councillor Bingham Seconded by Councillor Hamill and
RESOLVED: that the report be noted.
NO ACTION
10.16 ACCESS TO ANTRIM CIVIC CENTRE
Members were aware that Antrim Civic Centre had a main entrance and side entrance to the building. The side entrance was currently for staff use only and was accessed using a security pass system.
Following a review and feedback from customers, access to the building through the side door will be made available to customers and staff without the need for a security pass or request to reception.
The main entrance and side entrance give access to public spaces only. Access to office spaces using the current security pass system will remain in place and signs will be on display, indicating the location of rooms and departments.
Moved by Councillor Beatty Seconded by Councillor Lynch and
RESOLVED: that the report be noted
ACTION BY: Andrea McCooke, Director of Organisation Development
10.17 CCS/CPRM/5 EXTERNAL COMMUNICATIONS AND MARKETING UPDATE
Members were advised that to compliment the Council’s External Communication and Digital Transformation Strategies, Officers continued to develop the use of digital platforms and technology. A number of initiatives were ongoing including progression in two key areas:
Corporate Facebook
The use of mobile media has increased and most of the Council’s customers now use a smart phone or tablet to access information through either social media or our website. The use of a Corporate Facebook page would greatly improve how we engage with and respond to our residents, customers, business/voluntary groups and partners.
This platform will be used as core communication and promotional tool, and it will most importantly allow the Council to share urgent service information e.g. service alert updates/available support during adverse weather. By focusing on the creation of good content we will have the opportunity to share useful information from community groups, residents etc. and it has the added benefit of supporting and encouraging citizenship.
Facebook will provide a low cost communications channel with insightful analytics on our audience such as the number of users, age profile, gender and interests of people on Facebook, in the areas that we serve.
We can use this data for targeted marketing activity. E.g. We can target specific audiences within a 10 mile radius of a leisure centre for a new course/class. It could also be used to test different marketing material and messages to monitor effectiveness and interaction.
It is envisaged that the Council’s Corporate Facebook will be operational imminently (early January), and Members will be notified in advance prior to it going live.
Drone Technology
The purchase of Drone technology will primarily enable officers to secure quality aerial data and filming and create innovative video content.
Drone technology will be used by the Communications & Marketing Team to capture promotional video footage and images of key Council facilities and events such as the Winter Enchanted Gardens, V36 and Allen Park Sports Hub. In addition, drone images and video can be used as rich content on core social media platforms and website to promote customer engagement and awareness.
In addition, the technology may also be utilised by Officers for areas of work such as structural premises inspections and local area mapping.
Training for staff will be required and suitable candidates will be selected to undertake the relevant training.
The cost of purchasing the Drone is approximately £2k, which will be met within current budgets.
Moved by Councillor Kelly Seconded by Councillor Webb and
RESOLVED BY: that the report be noted.
NO ACTION 11 MOTION
Moved by Alderman Cosgrove Seconded by Councillor Lynch and Councillor Webb
Antrim and Newtownabbey Borough Council deeply regrets the decision of the Minister for Communities to refuse to devolve regeneration powers to local government. With planning responsibility, community planning and the power of competence already devolved , regeneration powers are the final element of a truly joined up and effective suite of powers designed to enhance and drive forward social, economic, environmental and community development to the benefit of the people of Antrim and Newtownabbey. Failure to devolve this power will severely limit the potential rewards arising from the reform of Local Government. This Council calls upon the Minister to urgently reconsider his position and mandates the Chief Executive to write to the minister seeking a meeting with a cross party delegation to ensure our message is delivered directly and without ambiguity.
AMENDMENT
Proposed by Councillor Brett Seconded by Councillor Kells
Antrim and Newtownabbey Borough Council notes the decision by the Executive to postpone the transfer of Regeneration Powers, reaffirms this Council’s ambition to have such powers devolved, acknowledges the strong working relationship between the Council and the Department for Communities and recommits to working together to deliver for all the people of Antrim and Newtownabbey.
On the Amendment being put to the meeting 14 members voted for the Amendment and 20 voted against with no abstentions.
The Amendment was accordingly declared lost.
Councillor Magill left the meeting at this point.
On the Motion being put to the meeting 20 members voted for the Motion, 13 against and 2 members abstained.
The Motion was accordingly declared carried.
ACTION BY: Jacqui Dixon, Chief Executive
MOTION TO PROCEED ‘IN COMMITTEE’
Moved by Councillor Arthurs Seconded by Councillor Kells and RESOLVED - that the Council proceeds to conduct the following business ‘In Committee’.
Members were advised that the audio recording would cease at this point.
ITEMS IN COMMITTEE
IN CONFIDENCE
10.18 (FI/PRO/TEN/97) TENDER FOR THE PROVISION OF FREE PUBLIC WIFI IN ANTRIM TOWN
It was reported that the Department for Communities had offered the Council grant aid of up to 90% towards a free public Wi-Fi service in Antrim town centre through the Linkages Scheme. The grant aid was to cover purchase and installation of equipment and infrastructure only with the Council expected to pay separately for annual service and maintenance charges.
Three tenders for the provision of WI-FI in Antrim town were opened via e-SourcingNI on 2 December 2016 and referred to the evaluation panel for assessment. The Tenders were evaluated on a two stage basis as follows:
STAGE 1 – SELECTION STAGE The tenders were evaluated using criteria such as tenderers’ professional conduct, insurances, previous relevant experience and declarations and form of tender. The tenders met all the requirements of Stage 1 of the assessment and therefore proceeded to Stage 2 – Award Stage. The tenders were evaluated as follows.
STAGE 2 – AWARD STAGE
Technical Assessment
One tender did not meet the specification in full as detailed in the terms of reference and therefore did not proceed further in the evaluation process. The remaining tenders did meet the specification in full and therefore were evaluated on the basis of service delivery proposals (30%) and cost (70%) as follows:
Quality/ Cost Assessment Tenderer TotalCost(£) Total (excl. VAT) Score % over Three Years* Atlas Communications NI Ltd 33,363.00 (a)* 100% WiFi Spark 42,805.98 (b)* 84.56% *The costs over three years covers:
a) Atlas Communications NI Ltd Initial Equipment and Installation costs: £9,801(excl. VAT) Licences, maintenance charges and other costs over 3 years: £23,562 (excl VAT)
b) WiFi Spark Initial Equipment and Installation costs: £27,641.70 (excl. VAT) Licences, maintenance charges and other costs over 3 years :£15,164.28 (excl VAT)
Moved by Councillor Kells Seconded by Councillor Webb and
RESOLVED: that having achieved the higher score of 100%, the tender submitted by Atlas Communications NI Ltd, at a total cost over 3 years of £33,363.00 (excl VAT), for the provision of free public Wi-Fi in Antrim town, be accepted.
ACTION BY: Sharon Logue, Procurement Manager
Councillor Webb requested that a report be submitted in due course on locations of the free public WiFi.
Councillor Magill left the meeting at this point.
10.19 IN COMMITTEE CE/STC/88 ORGANISATION STRUCTURE
A report relating to organisational structure was tabled at the meeting.
Moved by Councillor Kelly Seconded by Councillor McClelland and
RESOLVED – that
a) The final structure be approved for:
Parks
b) Approval be given in principle, subject to consultation with staff and trade unions for:
Crumlin Leisure Centre Sixmile Leisure Centre Property and Building Services Fleet Administration – Waste Management
ACTION BY: Andrea McCooke, Director of Organisation Development MOTION TO PROCEED ‘OUT OF COMMITTEE’
Moved by Councillor Beatty Seconded by Councillor Arthurs and
RESOLVED - that the Council proceeds to conduct any remaining business ‘In Public’.
Members were advised that the audio recording would restart at this point.
The Mayor thanked the members for their support over the first half of his term of office and invited everyone present to the parlour for refreshments.
There being no further business the meeting ended at 8.35pm.
______
MAYOR
Council Minutes have been redacted in accordance with the Freedom of Information Act 2000, the Data Protection Act 1998 and legal advice. MINUTES OF THE PROCEEDINGS OF THE MEETING OF THE OPERATIONS COMMITTEE HELD IN ANTRIM CIVIC CENTRE ON MONDAY 9 JANUARY 2017 AT 6:30 PM
In the Chair : Councillor J Montgomery
Members Present : Aldermen - P Barr, T Burns, M Girvan and J Smyth Councillors - M Goodman, D Hollis, N Kelly, R Lynch, M Magill, V McWilliam, M Rea and D Ritchie
Non-Committee Members Present : Councillors – J Blair, L Clarke, N McClelland, P Michael, B Webb
Officers Present : Director of Operations - Ms G Girvan Head of Leisure - Mr I McMullan Head of Waste Management - Mr M Laverty Head of Arts & Culture - Ms U Fay Head of Environmental Health - Mr C Todd Media and Marketing Officer - Ms J Heasley ICT Officer - Mr J Higginson Member Services Officer - Mrs D Hynes
CHAIRMAN’S REMARKS
The Chairman welcomed everyone to the January Operations Committee Meeting and wished them all a very Happy New Year. He reminded all present of recording requirements.
1 APOLOGIES
Alderman M Cosgrove and Councillor T Hogg
2 DECLARATIONS OF INTEREST
None.
1 3.1 AC/EV/3 GARDEN SHOW IRELAND - BEST OF NORTHERN IRELAND SHOW GARDEN
Members were reminded that it was agreed at the February 2016 meeting of the committee that the Council participate in “The Best of Northern Ireland” show garden competition, to be included as a new feature in the 2016 Garden Show Ireland event. Subsequently it was reported to the committee in May 2016 that the Councils’ entry, which was designed and produced by the Heritage Gardening Team, achieved two first places at the show – Gold Award for design as well as the Best in Show Award.
The 2017 Garden Show Ireland was scheduled to be held in Antrim Castle Gardens on Friday 5, Saturday 6 and Sunday 7 May 2017. Building on the success of this new initiative introduced in 2016 Garden Show Ireland are once again creating a “Best of Northern Ireland” area in the Show and are inviting garden displays from each Council depicting special feature from that part of Northern Ireland. A detailed brief on this element of the show was circulated for members’ information.
The theme of the garden displays in 2017 would be “Northern Ireland’s Heritage” and gardens should be a reflection of each area’s special heritage: this may be interpreted as the region’s edible, cultural, historical, industrial, or landscape heritage and should be a colourful promotion to bring tourists and visitors to the area with creative interpretations very welcome.
It was proposed that the Heritage Gardening Team work with the Parks Team to produce an entry for the 2017 Garden Show Ireland Best of Northern Ireland Show Garden competition at an approximate cost of £3,000.
Proposed by Alderman J Smyth Seconded by Councillor Ritchie and agreed that
that the participation of the Council in “The Best of Northern Ireland” show garden area as part of Garden Show 2017, at an approximate cost of £3,000, be approved.
ACTION BY: Ursula Fay, Head of Arts & Culture
3.2 AC/GEN/10 BOROUGH ARTS AND CULTURAL ADVISORY PANEL – ARTS CHALLENGE FUND
Members were reminded that an update on the Arts Council Challenge Fund was reported to Committee in October and it was agreed that, given the membership, role and cross party representation of the Borough Arts and Culture Advisory Panel, a workshop specifically to discuss the Arts Challenge Fund Project Plan would be held. The outcome of the workshop was to feed into the bid for Arts Challenge funding.
2 Members were advised that the workshop was held on Tuesday 29 November in Mossley Mill facilitated by Audiences NI the Northern Ireland regional audience development agency, recommended by the Arts Council to provide support to councils in development of Arts Challenge Fund plans. The format for this workshop involved, panel members discussing and developing potential ideas for consideration by Committee in February, ahead of a submission to the Fund.
A summary of the workshop was circulated for members’ information. The ideas and suggestions for the funding would be considered by officers in developing the plan to be submitted as part of the Arts Challenge Fund application, a draft of which would be brought to the February meeting of the committee for approval.
Proposed by Councillor Lynch Seconded by Councillor Goodman and agreed that
the outputs of the workshop held with the Borough Arts and Cultural Advisory Panel on 29th November be used to develop the project plan to be submitted as part of the Arts Challenge Fund application, a draft of which will be brought to the February meeting of the committee for approval.
Noted: Councillor Webb thanked members and independent members who took part in this workshop which he felt had been extremely useful. He also suggested that as discussed at the workshop that the very valuable linkages made in Gilbert should be referenced as appropriate in the final report.
Members also noted that a report and action plan in relation to the visit would be available later in due course.
ACTION BY: Ursula Fay, Head of Arts & Culture, Operations Department
3.3 L/GEN/56 FACILITY CLOSURES
A schedule for the opening arrangements on Bank/Public Holidays during 2017/18 were circulated for:
Council Leisure Centres
Council Arts and Heritage Venues
- After a review, it was proposed that opening times for the Old Courthouse theatre box office and Tourist Information Office will be Monday to Saturday 10.00 am to 4.30 pm and 8.00 pm during performances. This offers improved and clearer venue opening times for both customers and the café.
Council Pavilions
Recycling Centres – a separate report deals with the opening hours in general for Recycling Centres.
Proposed by Alderman J Smyth 3 Seconded by Councillor Lynch and agreed that
the opening arrangements be approved as set out in the enclosed schedule.
ACTION BY: Ivor McMullan, Head of Leisure, Michael Laverty, Head of Waste Management, Ursula Fay, Head of Arts and Culture.
3.4 WM/WM/01 LITTER BIN SERVCING AND PROVISION IN THE BOROUGH
As part of the ongoing process to maximise the efficiencies in the Waste Management section, officers had been analysing the servicing and provision of litter bins in the Borough. The locations of over 900 litter and dog waste bins had been mapped and were being placed on dedicated collections rounds, which would service both types of bins at the same time.
This would allow the bin emptying service to be more responsive, efficient and meet the specific collections requirements of individual locations
Historically, dog waste bins were introduced as Councils were required to keep the waste separate, however this was no longer the case and therefore all- purpose bins can be put in place going forward.
The dog waste bins could be replaced by “combi” bins (image below) which clearly stated on them that they accept both dog waste and litter. It was not proposed to change the existing specific dog waste or litter bins but rather replace them as and when required due to damage or the end of the working life.
The proposed transition to combi bins would also lead to savings as the combi bins were approximately £60 cheaper than the dedicated dog waste bins. There would be no reduction in service to residents as the number of bins in the Borough would not decrease.
The public would be advised that they can use any type of dog waste or litter bin in the future through the Council’s usual publicity channels, including Borough Life, bin lorry advertising panels, billboards and bus shelters.
Proposed by Councillor Kelly Seconded by Alderman M Girvan and agreed that 4 ‘combi’ bins are installed as per the planned replacement programme going forward.
Noted: Officers to look at type of bins located in Antrim Castle Gardens.
ACTION BY: Michael Laverty, Head of Waste Management/ Ursula Fay, Head of Arts & Culture
3.5 L/P/33 GREEN FLAG PROPOSALS 2017
Members were reminded that the Green Flag Award was an internationally recognised open space quality accreditation. The award recognises staff and local communities in their efforts to improve their local open green spaces. Keep NI Beautiful is the body responsible for the oversight of this scheme.
In 2017 Keep NI Beautiful are making changes to the format of the scheme with the intention to develop Green Flag sites as ‘locations of interest’. In this regard they intend to increase promotion of the programme through the production of a ‘Green Flag Map’. It is, therefore, important that any site submitted for Green Flag can be demonstrated as a facility for people to visit.
This new approach had prompted officers to review the sites selected and suggest a number of changes:
Antrim/Belmont Cemetery and Ballyclare Cemetery to no longer be entered. The sites would continue to be maintained to the current ‘Green Flag’ high standards. Jordanstown Loughshore Park, Hazelbank Park, V36 would be submitted as distinct sites rather than as part of the Newtownabbey Way in previous years. Further new applications would be made for Mill Race Trail, Wallace Park, Toome Linear Park and Randalstown Riverside Walk in keeping with Councils wish to extend the scheme annually.
The proposed sites for 2017 were circulated as appendix 1.
Proposed by Alderman J Smyth Seconded by Councillor Lynch and agreed that
the Council submits applications for Green Flag accreditations for 16 sites at a cost of £8,040.
ACTION BY: Lindsay Houston, Biodiversity Officer
3.6 AC/GEN/46 THE ULSTER LOCAL HISTORY TRUST
Correspondence had been received from the Ulster Local History Trust, a copy of which was circulated for members’ information. They are a nine county body whose work mainly involves making small grants available to enable local history groups to publish their work. A leaflet summarising what they do was circulated for members’ information.
5 They advised that they had come under financial pressure in recent years and were writing to the eleven councils in Northern Ireland as well as the three Ulster counties in the Republic of Ireland, with a view to obtaining financial support to cover their administration costs.
Projects within the Borough previously supported by the Ulster Local History Trust were listed below:
1995 Ollar View – A Journal of Ballyclare Historical Society £430 1996 Sculpture ‘My Lady of The Chimney Corner’ - Antrim Historical Society £500 1997 Mallusk Memorials – North of Ireland Family History Society £250 2000 Remembering All The Orr’s – Antrim Historical Society £750
It was proposed to commit to the provision of support as requested to the Ulster Local History Trust in the form of an annual subvention of £250 for the next three years to end of March 2019. At the time of writing it was not clear what other Councils have decided.
Proposed by Alderman J Smyth Seconded by Councillor Ritchie and agreed that
the provision of support as requested to the Ulster Local History Trust in the form of an annual subvention of £250 for the next three years to end of March 2019 be approved
ACTION BY: Ursula Fay, Head of Arts & Culture, Operations Department
3.7 WM/WM/14 RECYCLING CENTRE SURVEY
As reported last month, the August edition of Borough Life included a survey to assess residents views on the level of service provided at the Recycling Centres and establish opinion on opening hours for the sites and whether Sunday access was required in the legacy Antrim area. Over 300 responses were received and these had been analysed by the Customer Service team and their full report was circulated.
The main headlines from the survey were highlighted below under three headings of:
1. General customer service; 2. Opening hours; 3. Sunday Opening.
Customer Service:
93% of the respondents were “very satisfied” or “satisfied” with their overall view of the centres; 96% of the respondents were “very satisfied” or “satisfied” with cleanliness of the centres; 87% of the respondents were “very satisfied” or “satisfied” with the levels of staff assistance at the centres; Newpark, Bruslee, O’Neill Road Recycling Centres receive approx. 90% of visits; 6 64% of the respondents visit the Recycling Centres at least once a month;
Opening Hours:
90% of the respondents happy for the Council to continue the practice of extended opening hours during the summer months; The most popular summer closing time from Monday to Friday was 8pm (38%), followed by 9pm (32%) but on Saturdays it is 5pm (24%); The most popular winter closing time from Monday to Friday was 6pm (30%), followed by 5pm (24%) but on Saturdays it is 5pm (27%);
Sunday Opening:
When asked if the respondents wanted access to a Recycling Centre on a Sunday 66% said “yes” with 22% replying “no”; Centre users were asked if their closest Recycling Centre was closed, would they be content to drive to another site, 66% said “no” with 20% saying “yes”; When asked what distance would be acceptable to drive to a Recycling Centre on a Sunday, 60% said 0-4 miles and 35% from 5-9 miles.
Harmonisation of Opening Hours at the Recycling Centres
At present the opening hours at the five Recycling Centres are as follows:
Bruslee Summer Mon - Thurs 9.00am - Fri - Sun 9.00am- (Apr- Sept) 8.30pm 5.00pm Winter Mon - Sun 9.00am - (Oct- Mar) 5.00pm O’Neill All year Mon - Sat 9.00am - Closed Sunday Road 5.00pm Newpark Summer Mon - Sat 9.00am - Closed Sunday (Apr- Oct) 8.00pm Winter Mon - Sat 9.00am - Closed Sunday (Nov- Mar) 6.00pm Craigmore Summer Mon - Sat 9.00am - Closed Sunday (Apr- Oct) 8.00pm Winter Mon - Sat 9.00am - Closed Sunday (Nov- Mar) 6.00pm Crumlin Summer Mon - Sat 9.00am - Closed Sunday (Apr- Oct) 8.00pm Winter Mon - Sat 9.00am - Closed Sunday (Nov- Mar) 6.00pm
Officers had been working to harmonise the opening arrangements across the Centres and had taken the results from the survey into account when developing new proposal opening hours.
While the majority of the proposed opening arrangements follow the public’s most popular response in the survey, there were some variations in the Saturday closing times as Officers try to maintain a level of consistency with the operating hours. 7 These proposals were listed in the table below for Monday to Saturday (Sunday opening hours on a separate table):
Proposed Monday to Saturday Opening Arrangements Summer (Apr- Sept) Winter (Oct- Mar) ALL FIVE RECYCLING CENTRES Mon - Sat 9.00am - 8.00pm Mon - Sat 9.00am - 6.00pm (Bruslee, O’Neill Road, Craigmore, Crumlin, & Newpark)
Sunday Opening
The survey had indicated a significant public preference for the Recycling Centres to be open on Sundays. Bruslee Recycling Centre is open on Sundays throughout the year and it was initially proposed to open one Centre, Newpark (Antrim), in the legacy Antrim area on a Sunday.
Unfortunately the survey did not include feedback on opening times on the Sunday and therefore it is proposed to maintain the current operating hours at Bruslee and opening hours from 12 noon – 5 pm being trialled at Newpark. The usage at both Bruslee and Newpark Centres will be monitored for a trial period to facilitate a report to update Committee and consider the way forward.
Proposed Sunday Opening Arrangements Summer (Apr- Sept) Winter (Oct- Mar) Bruslee Recycling Centre Sun9am–5pm Sun9am–5pm Newpark Recycling Centre Sun 12noon – 5pm Sunday 12noon – 5pm (pilot)
Should the opening hours at Newpark be approved, Officers will take into account the sensitivities of individual circumstances for staff. Timetable for the Implementation of Changes Implementing the proposed changes to opening hours will require amendments to current planning and waste licensing conditions, staff contractual agreements, and accessibility to waste treatment facilities. An outline timetable for the preparation and implementation of the proposed opening hours is shown below. It is important to note that the timetable includes target dates which are dependent on consultations, Council approval and promotion.
ACTION TARGET DATES ACTION BY Council decision to amend Committee report in January Head of Waste Management opening hours at the 2017 Recycling Centres Review Shift Patterns February 2017 Head of Waste Management Identify staffing resources February – April 2017 Head of Waste Management and Finance Department Revise current planning permissions and submit amendments as required
Review and revise waste management license and site operating conditions
Identify necessary waste treatment facilities
8 Consultation meetings with February -March 2017 Heads of Waste the Trade Unions Management and HR Agreement with Trade Unions April 2017 Heads of Waste Management and HR Report to Operations May 2017 Head of Waste Management Committee Implementation of amended June 2017 Head of Waste Management opening hours.
Proposed by Councillor Lynch Seconded by Councillor Kelly and that
on a vote of 7 in Favour, 5 against and 0 abstentions it was agreed that
approval is given for the proposed opening hours at the Council’s Recycling Centres, subject to consultation with trade unions, and where applicable all statutory obligations being met.
Noted: Officers to report usage to Committee in due course. ACTION BY: Michael Laverty, Head of Waste Management
3.8 L/LEI/2 LEISURE GRANT AID PROGRAMME
A total of 16 leisure grant applications had been received since the last call.
Applications Application had been scored and recommendations were circulated:
Defibrillators Following the discussion by members to extend the Defibrillators scheme to primary schools, one application had been processed this month and a further 4 schools were in the application process.
Pilot Project In December a pilot project to provide £4,000.00 in funding to Ballyclare High School, was approved from the existing Leisure grant budget. This had been listed under Capital Grants for Sports Clubs on an interim basis as there was available budget in this category.
Grant Aid request Totals – to date 2016/2017
Grant Received Overall Approved December Balance to date Budget spend to Summary Available Available date Capital Grants for 4 x £20,000 Sports Clubs (£20,000) grants Antrim awarded Boxing Ballyclare annually Club High School (£10k p.a. Pending £26,000 1 Pilot for 2 yrs) = £10,000 £4,000.00 £40,000 (2016/17) £10,000 (2017/18)
9 Club Minor Works Grants – between £50,000 £11,514.50 Nil £38,485.50 3 £5,000 - £20,000 Grants to Individuals 52 £35,000 £31,311.76 £10,346.50 £6,658.26 and Clubs Events Grant 1 £25,000 £22,222.50 £9,861.00 £7083.50 (exceptional/regional) Events Grant (local) 1 £20,000 £950.00 0 0 Elite Athlete Training 12 10 15 0 0 Bursary Available Defibrillator grant 7 7 £807.00 £807.00 TOTAL £170,000.00 £75,998.76 £25,014.50 £68,986.74
Total spend £101,013.26 to date with one call left in 16/17 financial year.
Proposed by Alderman J Smyth Seconded by Councillor Lynch and agreed that
Members approve proposed awards as detailed.
ACTION BY: Richard Stewart, Development Manager - Sport & Physical Activity
3.9 L/GEN/32 TRANSFORMATION STRATEGY FOR LEISURE, PARKS AND OPEN SPACES
Members were reminded that approval was granted for the development of a Transformation strategy for Leisure Parks and Open Spaces.
A proposed timeline for the development of this strategy had been identified as follows.
Members’ Workshop January
High level draft content completed (key End January 2017 themes).
Individual site specific management plans January 2017 to July 2017 completed.
Equality screening Early February 2017
Involvement of design team January to February 2017
Report to Council with draft strategy March 2017
12 weeks’ consultation period April to June 2017
Report to Council on consultation End June 2017 outcomes Final strategy to Council End July 2017
Publication and PR August 2017
Proposed by Alderman M Girvan 10 Seconded by Councillor Lynch and agreed that
approval is given to timeline for completion of a Transformation Strategy for Leisure Parks and Open Spaces.
ACTION BY: Helen Hall, Business Change Manager
3.10 EH/PHWB/8 DUNEANE CO-PRODUCTION REPORT
Through Joint Working Arrangements funding provided by the Public Health Agency, a Co-Production Pilot had been ongoing in the Duneane area since October 2015.
The purpose of the pilot was to explore more effective ways of working with local communities to address health and wellbeing issues and was based on six co- production principles
Recognising people as assets Building on people’s existing capabilities Promoting mutuality and reciprocity Developing peer networks Breaking down barriers between professionals and recipients Facilitating rather than delivering.
The aim of the project was to explore more effective ways for the Council to engage with the pilot local community to design and deliver better services.
The pilot was facilitated by the Community Development and Health Network (CDHN). To date 28 Community Health Champions have been trained and have delivered a Community Spirit Day to showcase services and clubs available in the local area. The group had identified assets in the local area and developed an action plan. This would inform Phase 2 of the process, which would develop a programme of support for the ongoing work in Duneane and any future work using the co-production model.
The action plan would be rolled out using existing resources within the community. Whilst Council and CDHN will continue to act in an advisory capacity, the aim of the project was to develop a sustainable community that can identify and address its own needs and assets.
An outcomes framework for the pilot had been developed. It was planned that the learning from this pilot would be rolled out across the Borough and form part of the Community Planning process.
Members were advised a draft report on the Co-Production Pilot had been produced (circulated). The final report would include personal reflections from those involved.
Upon approval, Council and CDHN would share the learning across Northern Ireland and a workshop was planned for Wednesday 22nd February 2017 at Mossley Mill. This would enable representatives from a wide range of partners to hear about the very positive experiences of all those involved in the Duneane pilot.
11 Proposed by Alderman J Smyth Seconded by Councillor Lynch and agreed that
Council endorses the Duneane Community Health Champions report.
Noted: Members thanked Alison Briggs and Una Johnston for the significant contribution they had made to the success of the pilot.
ACTION BY: Clifford Todd, Head of Environmental Health
3.11 CE/GEN/4 PROHIBITION OR RESTRICTION OF USE OF PUBLIC ROADS: SPECIAL EVENTS
Further to Council’s decision to write to the Department for Infrastructure (DfI) requesting a delay in implementation of proposals to give local authorities the powers to close roads, to facilitate special events, the Department had confirmed that the proposed implementation date had been delayed. The correspondence (circulated) indicated that the Department had received several responses requesting further time to work through guidance.
Members would be updated in due course.
Proposed by Councillor Kelly Seconded by Councillor McWilliam and agreed that
the report be noted.
ACTION BY: Geraldine Girvan, Director of Operations
3.12 EH/EHS/2 WELFARE OF ANIMALS UPDATE
The reports on enforcement activity under the Welfare of Animals Act (Northern Ireland) 2011 were circulated for the period 1st September to 30th November 2016.
The statistical analysis gave a full breakdown for the whole of Northern Ireland as well as the Northern Area (Antrim and Newtownabbey, Mid and East Antrim, Causeway Coast and Glens, and Mid Ulster).
This quarter showed an increase in the number of animal welfare cases in the borough of just over 1.5%. Dogs remain the largest category of cases. However, equine species (horses and donkeys) were the second highest category with an increase of 6 cases over the last quarter.
A total of 174 visits were carried out across the borough, resulting in one animal being seized and one Improvement Notice being issued.
Proposed by Alderman J Smyth Seconded by Councillor Kelly and agreed that
12 the report be noted.
NO ACTION
3.13 EH/PHWB/2- HOME ACCIDENT PREVENTION
Internal window blinds can pose a big risk to children between the ages of 16 months and 36 months. In Northern Ireland there have been three deaths caused by blind cords in the past three years and at least 31 children have died in the United Kingdom since 1999. Whilst the numbers may be small in statistical terms, the impact of such a tragedy is huge.
A video produced by the Public Health Agency in association with local Councils was launched on 6th December 2016. Staff from Council’s Environmental Health service sit on the Consumer Protection working group that contributed to the production of the video.
The video aimed to highlight the dangers of looped blind cords and look at ways in which blind cord injuries and deaths can be reduced.
The video had been distributed through social media and can be viewed at www.nidirect.gov.uk/blind-cord-safety
Advice on blind cord safety forms part of the Home Safety Assessments carried out by the Council’s Home Safety Officer. It had been a legal requirement for safety devices to be fitted with all new blinds with cords since 2014. Further information on blind cord safety can be obtained from the Council’s Environmental Health Service on 028 90340160 or [email protected].
Proposed by Alderman M Girvan Seconded by Councillor Lynch and agreed that
the report be noted.
Noted: the video produced by the Public Health Agency to be made available on Council’s website.
ACTION BY: Clifford Todd, Head of Environmental Health
3.14 L/P/32 ARENA NETWORK SURVEY RESULTS
The annual ARENA Network Northern Ireland Environmental Benchmarking Survey is measure of environmental engagement by Northern Ireland organisations assessing their performance in areas including energy, transport, water and waste.
The results had been announced and the Council had been awarded a Bronze Mark. This “Survey Mark” can be used by the Councils on their marketing materials to highlight their achievement.
13 This was the first submission made to Arena Network Survey for the new Council and provides a baseline status and opportunities for significant improvements.
Proposed by Councillor McWilliam Seconded by Alderman J Smyth
that the report be noted.
NO ACTION
3.15 L/LEI/AC/3, L/LEI/AC/4 Vol 1,2 EVERYBODY ACTIVE 2020 STRAND 3 OUTDOOR SPACES – ‘ENABLING’
Background Council was participating in the lottery funded Sport Northern Ireland Everybody Active 2020 programme strand 1 ‘Opportunities’, providing a range of physical activity and multi-sport programmes for the following key target groups: People with a disability High social need Women/girls Sustained participants. As an optional extension to this programme Sport Northern Ireland was accepting applications for strand 3 of the Everybody Active 2020 programme ‘Outdoor Spaces’.
Outdoor Spaces Programme This programme (Appendix 1, circulated) was aimed at developing new outdoor recreation facilities and infrastructure across Northern Ireland. Sport Northern Ireland considers outdoor recreation to encompass all sport and physical recreation that takes place in the natural environment whether on land, water or air. The natural environment was considered to be woodland and forests, open moorland, riverside, lakeside and coast, urban park land and farmland.
The aim of the programme was to target sedentary lifestyles, increase sustained participation by local communities and targeted groups in sport and physical recreation. Proposed new facilities should aim to break down barriers to participation, whilst making green, open spaces in close proximity to these communities, more accessible.
Every Body Active 2020 Outdoor Spaces was targeted at small scale capital projects that should normally not be greater in cost than £250,000. The minimum award available was £10,000 and the maximum was £120,000 for any project.
Total Project Cost Maximum Sport NI Funding Maximum Sport NI Grant Below £100,000 75% of project costs £75,000 Over £100,000 50% of project costs £120,000
Local councils, statutory agencies, National Governing Organisations and community or voluntary groups had been invited to apply. Partnership working was encouraged.
14 Officers will work in conjunction with the Community Planning team and external partners to identify appropriate projects and will report back to Committee. Applications close at end of February 2017.
Proposed by Councillor Magill Seconded by Councillor Lynch and agreed that
the report be noted.
NO ACTION
3.16 AC/EV/7 THE ENCHANTED WINTER GARDEN 2016
Members were reminded that The Enchanted Winter Garden 2015 event was held in Antrim Castle Garden from 12 to 20 December with 16,918 visitors attending, more than double attendances of the previous year. The 2015 event included for the first time a Santa’s Grotto, which proved to be hugely popular addition to this popular family event.
The 2016 event opened on Thursday 8 December and ran from 4pm to 8pm daily until Sunday 18 December. The event format and content was expanded in a number of ways including the delivery of the Santa Grotto by Cancer Fund for Children as a pilot scheme, approved by Council, operation of the Christmas Train nightly and the inclusion of a brand new feature Wonderland Wood in the Pleasure Gardens area.
In addition to this as part of its "On Your Doorstep" series of concerts right across Northern Ireland this year, members of the Ulster Orchestra's brass section agreed to perform a selection of sparkling festive favourites at the Enchanted Winter Garden on Sunday 18th December to bring the event to a close. The visitor numbers attending over the duration of the event exceeded all expectations with an estimated 43,781 attending over the 11 nights. It was noted that this year’s event ran for an additional two evenings so for the purposes of comparison there were an estimated 38,228 visitors for the same 9 night period the event ran for in 2015. Therefore a like for like comparison shows that attendances more than doubled when compared with the previous year, which had also doubled attendances against the 2014 event which had approximately 8,000 visitors.
Estimated visitor numbers were calculated using a people counter at the event entrance triggered by beam when visitors pass and it is thought that actual numbers are more likely to significantly exceed those captured by the system as many numbers will be lost when crowds are particularly large given the nature of the system i.e. multiple people passing through may only be counted once. In addition visitors in large numbers accessed the Gardens from the Dublin Road entrances rather than the access point at Clotworthy so may well not have been captured by the counter.
A comprehensive review of The Enchanted Winter Garden 2016 would be carried out and would include analysis of costs, visitor surveys carried out during the event, media evaluation on the value and reach of marketing and PR activity and include options for potential development of this event, with the report brought to a future meeting of the committee. 15 Proposed by Councillor Lynch Seconded by Councillor Kelly and agreed that
the report be noted.
Noted: A number of Members congratulated, Ursula Fay particularly, and the whole team on another successful event.
NO ACTION
3.17 AC/ACG/12 HISTORIC BUILDINGS GRANT AID – ANTRIM CASTLE GARDENS
Correspondence, dated 5 December 2016, had been received from the Department for Communities Historic Environment Division, a copy of which was circulated for members’ information.
The letter related to an offer of grant aid toward the restoration of the Long Canals and Round Pound Antrim Castle Gardens made a number of years ago. A revised grant offer from the Department of £90,700, which supersedes previous offers of £92,000 and £50,000 in January 2012 and January 2011 respectively. A condition of the offer is that it be accepted within two weeks of the date of the letter. Members were advised that having consulted the Capital Projects Section, who have recommended acceptance of the offer and confirmed payments are in order in relation to this grant, the offer had now been accepted by the specified deadline.
This offer represented a slight reduction on the previous offer of £92,000. Historic Environment advise in their letter that this is due to the amount of grant eligible builders’ work having decreased slightly and there being no fees in relation to Construction Design Management.
Grant payments records to date show that payments of £30,770 and £13,335 were received on 31st August 2011 and 30th April 2012 respectively with the balance of £46,595 now due to be released upon receipt of acceptance of the revised offer.
Proposed by Councillor Kelly Seconded by Alderman J Smyth and agreed that
the report be noted.
ACTION BY: NO ACTION
3.18 WM/GEN/7 UPDATE ON THE EXPANSION OF THE TRIPLE STACK SYSTEM
Members were reminded that approval was given in October for the expansion of triple stack units and 180litre black bins to approximately 24,000 legacy Newtownabbey Households as per the timetable circulated (Appendix 1).
Council funding of £1.356M was allocated to the scheme subject to applications for funding to DEARA, Rethink Waste Scheme.
16 Officers had initially applied for approx. £464,000 to allow for the distribution of triple stacks and 180litre bins to 8,000 households. Funding of £192,500 had been offered. This would be match funded from Council budgets.
The containers had been ordered and it is envisaged that distribution would occur in March/April 2017.
Council Officers would be meeting with DAERA Officials in early January to discuss further Government funding for the distribution of the triple stack system. If additional funding was secured, Officers would review the timetable with a view of accelerating the distribution in the legacy Newtownabbey area.
Officers are also developing a funding application for the proposed Recycling Centre in Crumlin. This application would be similar to the one for O’Neill Road Recycling Centre and would be submitted to the Rethink Waste Grant Fund.
Proposed by Alderman J Smyth Seconded by Alderman T Burns and agreed that
the report be noted.
NO ACTION
3.19 L/LEI/24 ALLOTMENT DEVELOPMENT UPDATE
In the update report to Committee in relation to allotments in November 2016 it was indicated that the community group at Knockenagh, Rathfern had asked to operate the allotments. Officers had taken advice, considered the practicalities and concluded that it was best to maintain the status quo in relation to the operation of allotments developed by Council. This would mean that all allotments are operated in a consistent way going forward.
Proposed by Alderman J Smyth Seconded by Councillor Lynch and agreed that
the report be noted.
NO ACTION
3.20 L/SAP/8 SPORTS AWARDS 2017
Council’s Sports Awards would be held on Thursday 23 February 2017 at Mossley Mill and the Sports Awards Group had been progressing arrangements and completed shortlisting of the applications. The response to the marketing campaign had been very encouraging and 70 applications were received, from a broad spectrum of sports disciplines.
Each of the categories (Junior Team of the year, Adult Sports Person of the year, Club of the year, Sportsperson of the year with a Disability, Services to Sport, Coach of the year and Junior Sportsperson of the year) were fully subscribed.
17 The winner of the Janet Parkinson Award had also been agreed and would be awarded on the evening. Arrangements for the event were progressing well.
Gallery of Sporting Legends The working group considered the criteria for the nomination to the Gallery of Sporting Legends and after extensive discussions agreed that they could not identify any potential nominee for this year’s Sports Awards event.
An inductee must have: Retired from their sport Excelled at their sport on an international stage Have an international record of achievement which can be quantified Achieved international recognition Have an association with the Borough which can be demonstrated
Should members have any potential nominees they may wish to contact an officer to ensure confidentiality.
Proposed by Councillor McWilliam Seconded by Councillor Rea and agreed that
the report be noted and that the matter of the ‘retired from sport’ criterion be referred back to the Sports Awards Committee for consideration in advance of the 2019 Sports Awards event, with the 2017 event proceeding as previously agreed.
ACTION BY: Ivor McMullan, Head of Leisure Services
Alderman T Burns left at this point of the meeting.
3.21 CE/GEN/60 BUSINESS PLANS - UPDATE
Members were reminded that departmental Business Plans were approved in June 2016.
Progress updates as at quarter two for Arts & Culture, Environmental Health, Leisure Services and Waste Management were circulated for Members attention.
Proposed by Councillor Kelly Seconded by Councillor McWilliam and agreed that
the updated Business Plans for Arts & Culture, Environmental Health, Leisure Services and Waste Management be noted.
NO ACTION
The undernoted supplementary items were considered at this point.
3.28 SUPPLEMENTARY REPORT WM/WM/01 NORTHERN IRELAND INNOVATION LAB WASTE AWARENESS PROJECT
18 In 2014 the Department of Finance established the Northern Ireland’s Public Sector Innovation Lab. The Lab responded to challenges where effective service provision for the public had proved most difficult. It aimed to improve public services by creating new and ground-breaking innovations through transformation and invention.
The Department of Agriculture, Environment, and Rural Affairs had funded the Lab to look at new ways at improving household recycling rates and this work was now ready to be trialled. Antrim and Newtownabbey had initially been chosen to trial a waste awareness Project, along with Armagh, Banbridge, & Craigavon and Mid & East Antrim Councils.
It was envisaged that the Project would be held over 12 weeks from a sample of up to 5,000 households from across the Borough. The households would receive a number of positive waste messages printed onto hangers that would be attached directly onto the residents’ house door handle. The messages would focus on increasing food recycling although the Lab were predicting an overall increase in the recycling performance.
At present, Officers are unable to identify the areas that would be included in the Project but Members would be updated on the Project at future Operations Committee meetings. The cost of the Project would be borne by the DAERA and if it was deemed to be effective and cost-efficient, then it may be replicated in the rest of the Borough.
Proposed by Alderman J Smyth Seconded by Councillor Lynch and agreed that
the report be noted.
NO ACTION
3.29 SUPPLEMENTARY REPORT L/GEN/14 EXTENDED OPENING HOURS – ANTRIM FORUM
Members were asked to note that that the target implementation date for the revised opening hours at Antrim Forum was expected to be 1st April 2017. Consultations with trade Unions were underway and whilst issues had been raised, as would be expected in any such process, it was anticipated that they were not insurmountable and could be worked through.
Should a further update be required details would be brought to Committee.
Proposed by Councillor Kelly Seconded by Councillor Lynch and agreed that
the report be noted.
NO ACTION
ANY OTHER RELEVANT BUSINESS
19 (1) Councillor Rea requested that Officers review litter picking on the main road between Killead Roundabout and the Belfast International Airport as the area suffers from considerable littering.
Noted: Officers confirmed that littering continues to be a problem in the area which is cleaned regularly. A team will be sent to clear the area. A review of cleansing rotas to be carried out further to service review.
ACTION: Michael Laverty, Head of Waste Management
(2) Councillor Blair raised the issue of dog fouling and asked that Officers consider additional means of trying to address the issue.
Noted: Report to be brought back to March Operations Committee Meeting.
ACTION: Michael Laverty, Head of Waste Management Clifford Todd, Head of Environmental Health
Councillor Hollis left at this point of the meeting 8.07pm.
PROPOSAL TO PROCEED ‘IN CONFIDENCE’
Proposed by Councillor Magill Seconded by Alderman J Smyth that
that the following Committee business be taken In Confidence.
IN CONFIDENCE
3.22 (FI/PRO/TEN/28) Further Competition Exercise under CCS Framework RM3763 Personal Protective Equipment Lot 1 Contract Period: 1 January 2017 to 16 July 2019 Introduction
The Council completed a further competition exercise under CCS Framework RM3763 for personal protective equipment Lot 1: One Stop Shop.
Ten tenderers were capable of delivering to Northern Ireland and therefore were included in the evaluation process using the tendered prices of the Framework for a basket of goods and estimated annual delivery fees.
Tender Evaluation
The tenders were evaluated on a single stage basis as follows:
Award Stage
20 The tenders were evaluated on the basis of cost (100%) using a basket of goods and annual delivery cost for 275 deliveries. Details are as follows:
Rank Service Provider (£)Total Overall Cost * Total Score % (excl. VAT) 1 Arco Ltd 5333.63 100.00
2 Eurosafe Limited 5727.92 93.06 3 Plant and Consumable Services 6227.08 85.60 Limited 4 Greenham Trading Limited 6877.06 77.51 5 James Boylan Safety Ltd 7723.69 80.31 6 Tower Supplies 8990.13 59.29 7 Ioma Clothing Company Limited 9485.71 56.20 8 Future Garments Limited 10337.41 51.57 9 Romar Innovate 12823.68 41.57 10 1st Biotech Limited 13163.71 40.49
The volume of deliveries is estimated for guidance purposes only and not to be construed as forming part of any contract
Proposed by Councillor Goodman Seconded by Councillor Magill and agreed that
having achieved the highest score of 100%, the tender submitted by Arco Ltd, at a total overall cost of £5,333.63 for a basket of goods (excl VAT), for the provision of PPE for the period 1 January 2017 to 16 July 2019 be accepted.
ACTION BY: Sharon Logue, Procurement Manager
3.23 IN CONFIDENCE FI/PRO/TEN/51 RECYCLING AND RECOVERY OF RESIDUAL CIVIC AMENITY, STREET LITTER, BULKY AND COMMERCIAL WASTE
Members were reminded that at the Council Meeting held on 21 March 2016, the tender for the recycling and recovery of Residual Waste from Recycling Centres, Street Litter, Bulky Collections, and the Commercial Waste Service submitted by Wastebeater was accepted for the period of 1 April 2016 to 31 March 2018 (with the option to extend for a further 12 months, in 3 month increments) for the following lots:
Lot 4: Newtownabbey Residual Civic Amenity Site Lot 5: Newtownabbey Commercial Waste Lot 6: Newtownabbey Street Litter Waste
21 On 1 December 2016, within the contract period, the trade and assets of Wastebeater were sold to RiverRidge Recycling Limited. As per the Terms and Conditions of Contract, Council must approve the change of control.
An exercise was undertaken by the evaluation panel to assess the incoming contractor’s capability to fulfil the contract using criteria such as contractor’s professional conduct, economic and financial standing, management systems and practices and technical capacity of the team.
The contractor met all the requirements of the assessment and has agreed to continue the contract for the lots awarded previously at the tendered rates and in agreement with the original Terms and Conditions.
The legal framework for the transfer of the contract is currently being agreed between the two parties. Service continuity to the Council has not been affected by this change.
Proposed by Alderman J Smyth Seconded by Councillor Kelly and agreed that
the change of control of this contract from Wastebeater to RiverRidge Recycling be approved.
ACTION BY: Sharon Logue, Procurement Manager Michael Laverty, Head of Waste
3.24 IN CONFIDENCE L/P/36 RANDALSTOWN COMMUNITY GARDEN – WIDOW’S ROW
Council agreed in July 2016 to proceed with exploration of a community garden as part of the DEA programme for the current financial year. Tidy Randalstown have subsequently secured a 30 year lease from the Shanes Castle Estates to develop the location.
Council approved the scheme in November and has issued a letter of offer. The grant would provide up to £35,000 under DEA funding and would deliver a community garden at Widow’s Row, Randalstown. A location plan and garden layout was circulated as Appendix 1.
Full project costs would be established early in the New Year under a procurement exercise. An economic appraisal and business case was circulated.
Proposed by Alderman J Smyth Seconded by Councillor Lynch and agreed that
Council approves the economic appraisal and business case enclosed, undertakes basic maintenance of the garden once completed and includes the site on the insurance schedule.
ACTION BY: Ivor McMullan, Head of Leisure Services, Operations
3.25 IN CONFIDENCE L/GEN/17 PATH AT RIVERSIDE, ANTRIM 22 Background: Following complaints in relation to the poor condition of the first 100 metres of the Mill Race Trail in Antrim, which runs from Riverside to Cunningham Way (see map, Appendix 1 circulated). It was agreed in August Council meeting that officers progress with required upgrading works at a total estimated cost of £13,500.
An economic appraisal has been completed (see Appendix 2 circulated), with Option 3 as the preferred option. The key elements within this proposal involve essential resurfacing and drainage works.
Temporary Closure: The works necessary to upgrade the path to an acceptable standard require drainage works as well as a new surface. The works would take place from 16 – 27 January 2017 inclusive, and during this time, access would be limited for health and safety reasons.
The path from Riverside to Cunningham Way was asserted (in 2003) by legacy Antrim Borough Council as a public right of way under the Access (NI) Order 1983. Council had a procedure to follow to have it temporarily closed for this period of time. This was outlined under Article 19 of the Access to the Countryside (NI) Order, 1983. It stipulated that Council may make an order to either divert or close a right of way for up to 3 months. There were no statutory requirements to consult on nor give notice or advertise the making of such orders, but only to ensure that a copy of the order was displayed throughout the period, at either end of the affected path. The order must be signed by the Chief Executive of the relevant Council.
It would be Officers’ intention to provide three weeks’ notice and attach a brief explanatory statement to the Order with closure notices at the key access points along the Mill Race Trail, as well as on Council’s website. The contractors would also put up their own signage and cordon off the immediate area as required.
Proposed by Councillor Ritchie Seconded by Councillor Lynch and agreed that
the economic appraisal and business case for resurfacing and drainage works on the Riverside Path, Antrim is approved at an estimated cost of £13,500.
NOTED: Officers to try to ensure access remains open whilst works progress.
ACTION BY: Elaine Upton, Countryside & Physical Activity Development Manager
3.26 IN CONFIDENCE L/SAP/11 ANTRIM RUGBY CLUB
Background Members were advised that legacy Antrim Borough Council leased lands to Antrim Rugby Club (adjacent to Allen Park) in 1979. The 99 year lease from the 1st March 1979 was for 16.52 acres of land presently laid out as rugby pitches and all weather surface. There was a clubhouse erected on the lands together with car parking. The club house was built and operated by the Club, with Council’s permission. 23 Current Position The Club had not been operating for some 5 years and the clubhouse had been closed down and was not in a fit state to be used. According to a representative of the club who met with officers recently there was approximately £80,000 in debts, including rates, banks, Ulster Rugby and loans from members of the Club (totalling approximately £20,000). Indications were that the Ulster Rugby debt could be written off. The debt also included rental payments to Council total outstanding to February 2017 would be £6,177.30. Payments had not been made since 31st March 2013, however Officers have been in contact with Club representatives since then to try to resolve the issue.
The Club representatives had an arrangement in place whereby a local football club – Antrim Rovers, was paying a rent to use the site. The lease required Council approval for such an arrangement and this was never sought and there was therefore no permission in place. In addition, Antrim Rovers had put mobile units on the site without planning approval. It was unclear whether the Rugby Club had asked Antrim Rovers for insurances.
It is understood that the larger loans outstanding had been secured against the building as an asset.
Options There were a number of options which were open to council at this point:
Option Advantages Disadvantages Comments 1. Council - Lands and - Negative PR - Need to establish terminates the building - Club doesn’t pay if outstanding lease revert to off debts debt is Council - Club could connected to the contest building and termination which therefore if there could result in is a potential lengthy and costly liability for legal proceedings Council - Need details of charges on the building - Cost of legal proceedings may deter Club
2. Club - Lands and - Club doesn’t pay - Need to establish terminates building off debts if outstanding lease revert to debt is Council connected to the building and therefore if there is a potential liability for Council - Need details of charges on the building 24 3. Council - Building - Precedent – other - Subject to details agrees a and lands struggling clubs of charges on the financial revert to - Could attract building settlement council negative publicity with the Club - Club pays - Could be viewed to buy it out off debts as unnecessary as of the lease Club is in breach
Site Valuation The site was valued in 2013, when the balance of the lease was 64 years and the rent liability was £1,573.46 was as follows: Value of lands £140,000 Value of clubhouse (if ongoing or alternative use thought viable) £100,000 Total £240,000 or Value of lands £140,000 Value of clubhouse (if not considered viable) £0 Sub Total £140,000 Less demolition/removal costs (estimate) £10,000 Total £130,000 Planning Initial indications from the Planners is that there may be potential for modest development as there is a building on the site. This needs to be explored further.
Antrim Rovers Antrim Rovers had been in existence for a number of years and since its move to the Rugby club site number of participants had increased and it was a vibrant and successful club. Any decision by Council in relation to the Rugby Club’s lease would need to take account of the operation of Antrim Rovers.
Summary In view of the breaches by the Rugby Club and confirmation that the Club is no longer functioning the lease would have to be terminated either by Council or by agreement. The position of Antrim Rovers would also have to be considered/resolved.
Proposed by Alderman J Smyth Seconded by Councillor Goodman and agreed that
the lease of lands to Antrim Rugby Club be terminated by Council and that the operation of Antrim Rovers on the site is resolved subject to a report on any financial implications to be brought to Committee.
ACTION BY: Ivor McMullan, Head of Leisure Services
3.27 IN CONFIDENCE WM/WM/01 EXPANSION OF THE BROWN BIN COLLECTION SERVICE INTO RURAL AREAS OF LEGACY ANTRIM
At present, the rural properties, approximately 3,500 households, in legacy Antrim receive a food only collection service with home composting or use of the Household Recycling Centres for garden waste recycling. All other properties in
25 legacy Antrim and all legacy Newtownabbey properties have a 240 litre brown bin.
In order to provide parity of service across the whole Borough, Officers had investigated the cost of expanding the brown bin collection service for both garden and food waste to these rural properties. The business case and economic appraisal were circulated.
It was difficult to estimate how much additional green waste would be generated through the distribution of the bins as some residents may continue compost their garden waste or dispose by other means, including the use of the current Recycling Centres. The additional green waste collected and recycled thereby assisting with meeting both recycling and NILAS targets, while processing costs would increase (see below).
It was envisaged that an additional 900 tonnes of organic waste could be collected through the new collection service and the associated processing costs would need to be budgeted for, although a proportion of these garden waste disposal costs would be displaced from the Recycling Centres budgets. Financial provision for an increase in brown bin processing costs had been included in the 2017/18 waste management estimates.
The breakdown of the approximate capital costs of the expanding the service is as follows:
Action Indicative Cost Approx. 4,000 x brown bins (additional bins to account for £71,200 requests for more than 1 bin from some of the 3,500 households) Delivery of bins £12,000 Instructional information £3,500 Total Estimated Capital Cost £86,700
There was also sufficient budget provision in the current capital programme for the distribution of the 3,500 brown bins in 2016-17 following the receipt of the Rethink Waste funding for the expansion of the triple stack service. It was proposed to complete the expansion of the service by April 2017.
Proposed by Alderman J Smyth Seconded by Councillor Magill and agreed that
the expansion of the brown bin collection service to approximately 3,500 legacy Antrim rural households is approved at an estimated cost of £86,700.
ACTION BY: Lisa Mayne, Recycling Manager Michael Laverty, Head of Waste Management
PROPOSAL TO PROCEED OUT OF ‘IN CONFIDENCE’
Proposed by Alderman J Smyth Seconded by Councillor Magill that
26 the remainder of Committee business be taken in Open Session.
The Chairman advised that audio-recording would recommence at this point.
There being no further committee business the Chairman thanked everyone for their attendance. The meeting concluded at 8.45pm.
______MAYOR
Council Minutes have been redacted in accordance with the Freedom of Information Act 2000, the Data Protection Act 1998 and legal advice.
27 MINUTES OF THE PROCEEDINGS OF A MEETING OF THE POLICY AND GOVERNANCE COMMITTEE HELD IN ANTRIM CIVIC CENTRE ON MONDAY 10 JANUARY 2017 AT 6.30PM
In the Chair : Councillor B Duffin
Members Present : Aldermen - F Agnew, P Barr and W DeCourcy Councillors - J Bingham, P Brett, M Goodman, P Hamill, D Hollis, N Kells, A Logue, N McClelland, M Maguire, P Michael and W Webb
Non-Committee : Councillors D Arthurs and S Ross Members Present
Officers Present : Director of Organisation Development - A McCooke Director of Finance and Governance – C Archer Head of Finance - J Balmer Head of Communications and Customer Services – T White Business Change Manager – H Hall Legal Advisor - P Casey ICT Officer - C Bell Senior Admin Officer - S McAree
CHAIRMAN’S REMARKS
The Chairman welcomed everyone to the January Meeting of the Policy and Governance Committee and reminded all present of recording requirements. The Chairman wished all present a happy new year and welcomed Colette Archer, the Director of Finance and Governance, to her first meeting of the committee.
1 1 APOLOGIES
None
2 DECLARATIONS OF INTEREST
None
3.1 PRESENTATION
A presentation was provided for Members on the Performance Improvement responsibilities as outlined in Part 12 of the Local Government Act (Northern Ireland) 2014 by the Business Change Manager.
The Business Change Manager undertook to report back to the committee with clarification on various issues raised by Members.
The Chairman thanked the Business Change Manager for the presentation.
ACTION BY: Helen Hall, Business Change Manager
3.2 CCS/REG/11; CCS/REG/12 APPLICATION FOR RENEWAL OF PLACE APPROVAL
It was reported that under the terms of the Marriage (NI) Order 2003 and the Civil Partnership Act (2004), the Council had the responsibility to approve appropriate applications for Place Approvals for Civil Marriages and Civil Partnerships.
Applications had been received from the following for the re-approval of a specific area within the premises to hold Civil Ceremonies.
Templeton Hotel, Templepatrick De Courcy Suite Raffles
Maldron Hotel, Belfast International Airport Island Suite Rathlin Suite
Part of the process requires that a Notice of Interest is displayed for a three week period in a prominent place at the complex to allow for public objection.
No objections have been received to any of the notifications to apply for Place Approval and the premises have been formally inspected and no problems have been found with regard to the application.
2 Proposed by Councillor McClelland Seconded by Councillor Webb and agreed that
the Templeton Hotel, Templepatrick (DeCourcy Suite and Raffles) and Maldron Hotel, Belfast International Airport (Island Suite and Rathlin Suite) are re- approved to hold a Civil Ceremonies under the terms of the Marriage (NI) Order 2003 and Civil Partnership Act (2004).
ACTION BY: A McCooke, Director of Organisation Development
3.3 G/LEG/ CONSULTATION OF THE REVIEW OF THE NORTHERN IRELAND LOCAL GOVERNMENT CODE OF CONDUCT FOR COUNCILLORS Members were advised that correspondence had been received from the Department of Communities in relation to the Consultation of the Review of the Northern Ireland Local Government Code of Conduct for Councillors.
The Consultation will run until the 28 February and Members were advised that a draft response would be brought back to Council.
Proposed by Alderman Barr Seconded by Councillor Maguire and agreed that
a draft response be prepared incorporating comments from Members.
Councillor Maguire informed Members that the National Association of Councillors had asked Members to draft a response to the document.
ACTION BY: Colette Archer, Director of Finance and Governance
3.4 FI/ICT/13 VIDEO CONFERENCING HARDWARE
Members were advised that the Council would be implementing Skype for Business throughout the organisation during early 2017. In order to improve communication and facilitate multi participant video conferencing, there was a need to furnish a room in both Mossley Mill and Antrim Civic Centre with suitable video conferencing technology.
It was anticipated that video conferencing technology would be used to reduce travel expenditure around internal meetings, while freeing up officers’ time and mileage expenses, as travel would not be required.
It was reported that Budgetary costings had been gathered from the market and suitable hardware identified.
Total capital cost: £12,000
Proposed by Councillor Hamill Seconded by Councillor Maguire and agreed that
3 the Council authorises the capital expenditure for the purchase of Video Conferencing Technology.
ACTION BY: Graham Smyth, ICT Manager
3.5 G/GEN/13 THE DEPARTMENT FOR TRANSPORT AND DEPARTMENT FOR INFRASTRUTURE MOTOR INSURANCE CONSULTATION
Members were advised that correspondence had been received from the Department for Transport in relation to a joint consultation document that it had published with the Department for Infrastructure, seeking views on options for amending domestic law on motor insurance in light of the judgment from the Court of Justice of the European Union in the 2014 case of Damijan Vnuk v Zavarovalnica Triglav d.d. (case C-162/13) In this case the Court found that compulsory motor insurance had to cover any accident caused in the use of a vehicle that is “consistent with the normal function” of that vehicle.
Therefore the reason for the consultation stems from the following. UK legislation provides victims of motor vehicle accidents with a route to claiming compensation where the driver is at fault, where the accident involves a vehicle which is designed for road use and where the accident occurs on a road or other public place. This is in line with the Motor Insurance Directive. However, that route to compensation is not currently available to victims of accidents which occur on private land; or to victims of accidents which are caused by the negligent use of non-road-going vehicles. The Departments are considering if Government intervention is required to amend domestic legislation to ensure that victims are compensated in these instances, an obligation which was clarified by the European Court of Justice in the case of Vnuk.
The European Commission has recognised, the judgment has generated some potentially costly consequences and some quite challenging issues, including ones which Government firmly believe were unintended when the Motor Insurance Directive was drafted. The Commission are reviewing the Directive in light of its interpretation in the Vnuk judgment.
The preferred option of the Departments is, subject to the opinions received from this consultation, that domestic motor insurance law is changed in accordance with an amended Directive.
The consultation document notes that this will have to be considered in light of the UK leaving the EU.
The closing date for submission of responses to the consultation is the 31 March 2017.
Members may note the correspondence or respond on an individual/party political basis.
4 Proposed by Councillor Webb Seconded by Alderman Barr and agreed that
Members respond on an individual or party political basis.
NO ACTION
3.6 HR/HR/12 SEMINAR FOR DIVERSITY CHAMPIONS – EMPLOYING PEOPLE WITH DISABILITIES
Members were advised of receipt of correspondence from the Local Government Staff Commission (LGSC) highlighting a seminar for Diversity Champions on Thursday 19 January 2017 from 10.00am to 12noon in the Chestnut Suite in the Lagan Valley Island, Lisburn (no lunch provided).
There was no delegate fee for attendance.
Speakers at the seminar will outline the support available to assist Councils to offer inclusive employment to people with disabilities.
Council currently has three Diversity Champions as follows -
Councillor J Blair Alderman M Girvan Councillor M Goodman
Proposed by Councillor Kells Seconded by Councillor Logue and agreed that
the Council’s three Diversity Champions, or their nominees, attend the LGSC Seminar as an approved duty together with a relevant officer.
ACTION BY: Member Services
3.7 LOCAL GOVERNMENT FINANCE ACT (NORTHERN IRELAND) 2011 Members were reminded that under the requirements of the Local Government Finance Act (Northern Ireland) 2011 and the Prudential Code, the Council was required to have regard to a number of reports and to approve a range of indicators and strategies prior to the prescribed date for striking the rates, 15 February 2017.
(a) FC/FA/3 Minimum Revenue Provision Policy 2017/2018 Under Regulation 6 of the Local Government (Capital Finance and Accounting) Regulations (Northern Ireland) 2011, the Council has a statutory requirement to charge to its General Fund an amount of Minimum
5 Revenue Provision (MRP) which it considers to be ‘prudent’ in respect of the financing of capital expenditure.
Proposed by Councillor Webb Seconded by Councillor Maguire and agreed that
the MRP Policy 2017/2018 be approved. ACTION BY: Richard Murray, Management Accountant
(b) FC/FA/4 Prudential Indicators 2017/2018 to 2019/2020
The Council is required by Regulation to have regard to the Chartered Institute of Public Finance and Accountancy (CIPFA) Prudential Code for Capital Finance in Local Authorities when carrying out its duties under Part 1 (Financial Administration) of the Local Government Finance Act (Northern Ireland) 2011. In doing so, the Council is required to set and monitor a series of Prudential Indicators, the key objective of which is to ensure that, within a clear framework, the capital investment plans of the Council are affordable, prudent and sustainable and that treasury management decisions are taken in accordance with good professional practice.
Proposed by Councillor Webb Seconded by Councillor Maguire and agreed that
the Prudential Indicators 2017/2018 to 2019/2020 be approved. ACTION BY: Ann Hamilton, Financial Controller
(c) FC/FA/5 Medium Term Financial Plan 2017/2018 to 2019/2020
The Prudential Code requires the Council to develop three-year revenue forecasts and three-year capital expenditure plans. These are shown in the Medium Term Financial Plan 2017/2018 to 2019/2020.
Proposed by Councillor Webb Seconded by Councillor Maguire and agreed that
the Medium Term Financial Plan 2017/2018 to 2019/2020 be noted.
ACTION BY: Richard Murray, Management Accountant
6 (d) FC/FA/2 Treasury Management Strategy
The Local Government Finance Act (Northern Ireland) 2011 and the Local Government (Capital Finance and Accounting) Regulations (Northern Ireland) 2011 requires the Council, in carrying out its capital finance functions, to have regard to the CIPFA Treasury Management in the Public Services: Code of Practice and Cross-Sectoral Guidance Notes and the Prudential Code.
The Council is therefore required to set out its Treasury Management Policy and Strategy and to prepare an Annual Investment Strategy which sets out the Council’s policies for managing its investments and for giving priority to the security and liquidity of those investments.
Proposed by Councillor Webb Seconded by Councillor Maguire and agreed that
i) the Council adopts the CIPFA Treasury Management in the Public Services: Code of Practice and Cross-Sectoral Guidance Notes (2011 Edition);
ii) the Treasury Management Policy be approved;
iii) the Treasury Management Strategy 2017/2018 be approved; and
iv) the Annual Investment Strategy 2017/2018 be approved.
ACTION BY: Ann Hamilton, Financial Controller
(e) FC/FA/6 REPORT BY THE CHIEF FINANCIAL OFFICER ON THE ROBUSTNESS OF THE ESTIMATES AND ADEQUACY OF RESERVES
Section 4 and 6 of the Local Government Finance Act (Northern Ireland) 2011 requires the Council to have regard to a report from the Chief Financial Officer on the robustness of the estimates and adequacy of reserves when considering the estimates for the next financial year.
Proposed by Councillor Webb Seconded by Councillor Maguire and agreed that
the Report by the Chief Financial Officer on the Robustness of the Estimates and Adequacy of the Reserves be noted.
ACTION BY: John Balmer, Head of Finance
7 3.8 G/MSMO/1 SCHEME OF ALLOWANCES PAYABLE TO COUNCILLORS 2017-2018
It was reported that the Local Government (Payment to Councillors) Regulations (Northern Ireland) 2012 required a Scheme of Allowances Payable to Councillors to be agreed annually.
The Scheme of Allowances for 2017-18 has been updated to reflect changes in the Basic Allowance, Travel Allowances and Special Responsibility Allowance as detailed in Department of Communities Circular LG 14/2016, 6th July 2016 and changes detailed in Circular LG 23/2016, 14 December 2016.
In addition to the changes to the allowances payable, the scheme of Allowances Payable to Councillors 2017-2018 reflects the following amendments from the 2016-2017 Scheme.
Paragraph 3. Basic Allowance. Details the inclusion of office consumables in the Basic Allowance.
Paragraph 8.2 Mobile Phones, Broadband, IT Readable Devices and Consumables. Details that amounts claimed for both mobile phone and broadband expenses should not exceed the expense incurred. Where IT readable devices are provided, Council will not provide hard copies of electronically available documents. Further, Council may provide up to one black ink cartridge per Councillor per year.
Paragraph 9. General. Details that the amounts stated within the Scheme are the maximum amount available as determined and agreed by the Department of Communities and where appropriate the Northern Ireland Joint Council for Local Government Services.
Paragraph 10.4. Claims and Payments Now includes the detail that claims submitted outside the three month limit will not be valid.
Proposed by Councillor Webb Seconded by Councillor Maguire and agreed unanimously that
the Scheme of Allowances Payable to Councillors be updated to reflect the changes in Circular LG 14/2016 and LG 23/216 and that the updated Scheme of Allowances Payable to Councillors for 2017-2018 be agreed except for that relating to consumables, which is for guidance only. ACTION BY: Alistair Mawhinney, Management Accountant
3.9 G/MSMO/41 MEMBERS’ ATTENDANCE AT COUNCIL AND COMMITTEE MEETINGS
8 It was reported that Members’ attendance at Council and Committee meetings from June to December 2016 was detailed in the enclosed document. The attendance has been recorded for each of the Committees and the Council meetings and a summary sheet has been prepared to show the total attendance for the period. Committee attendance has been recorded in respect of Committee Members only (other Members can attend these meetings if they wish; however these attendances are not included in the statistics).
Members were asked to consider if this report should be provided, quarterly, six monthly or annually and if it should be published on the website.
Proposed by Councillor Kells Seconded by Councillor Brett and agreed unanimously that
a) Members’ attendance at Committee and Council meetings be recorded
b) the number of committees each Member has been nominated to be recorded
c) the report be submitted to the committee and published on the website six monthly
d) the information provided be backdated to 1June 2014.
ACTION BY: Member Services
3.10 CCS/CCPRM/5 EXTERNAL COMMUNICATIONS AND MARKETING
Background
Members were advised that following the centralisation of the Media and Marketing team, a progressive plan to integrate and rationalise external communications and marketing had been underway. The purpose of this report was to provide a further update.
Update
A number of developments have been progressed to achieve an integrated approach, using a range of online and offline channels, and the following achievements have been realised:-
increased the production of Borough Life from 2 to 6 editions per year
9 rationalised the use of printed publications and reduced the associated cost developed digital ezines further developed the use of online platforms including a Corporate Facebook implemented the Council’s new branding programme used integrated marketing campaigns to promote key Council Events/Initiatives.
Communication and Consultation Strategy
A Communication and Consultation Strategy, has been developed and provides a framework to ensure that the Council communicates and consults in a co-ordinated, engaging and responsive way. The Strategy has been screened for equality.
Our communication and consultation activities align to support the delivery of the Corporate Plan and it is pertinent that we continue to clearly prioritise, monitor and evaluate these activities against corporate strategic outcomes. The Communication and Consultation Strategy document includes the following core areas:
Communication and Consultation Standards Consultees and Audiences External Communications Digital Communications Integrated Marketing and PR Campaigns Advertising Branding Sponsorship and Advertising (available to businesses, via Council publications etc)
Members were reminded that it was agreed to report an advertising policy for consideration and this had been included within the Strategy.
Further work will be undertaken to develop this area and it includes a draft Advertising Strategy to maximise the use of all advertising and sponsorship opportunities that the Council could develop. If approved, it is planned to progress the placement of external advertising for the March 2017 Borough Life edition.
Cultural Life Publication
Officers undertook to explore and report on how the Cultural Life publication could be further integrated with Borough Life. Over the past year each edition of Borough Life has featured seasonal theatre highlights and signposted to the digital version of Cultural Life, and this will continue.
The courses and classes, referred to as ‘Create’, are currently featured within Cultural Life. Because 65% of participants in last season’s arts classes and courses came from within the Borough it is proposed to promote a
10 condensed promotional version within Borough Life (highlights of the courses and will also be featured in Cultural Life). An e-zine and digital format will be developed separately for courses and classes to target audiences from outside the Borough.
Since more use of digital marketing is planned, it is proposed to reduce Cultural Life publications from 3 to 2, per annum. The implementation of the new box office booking system will soon launch and it will provide marketing intelligence and increased capability to enable further targeted online marketing. In addition, Officers will continue to look at extending digital marketing and the use of the Corporate Facebook to complement the current online activity.
Design Resources
In the past year, the design team has delivered a number of projects and improvements and this has included Christmas and Halloween campaigns and the following:
Enchanted Gardens Campaign Design of the Council’s tourism brand, Designed the full rebranding programme for Council facilities, vehicles etc. The eye-catching tourism panels at Belfast International Airport, Design of the Council’s tourism guide, ‘Go For It’ campaign Design The community plan branding and publication design (and other key publications such as the Annual report, Corporate Improvement Plan).
Most recently the design of the Cultural Life publication was brought in-house, saving approximately £10,000 per year. The design team also supports the Council’s integrated communications by designing for various channels e.g. billboards, ad shells, banners, bin lorry advertising and all design for print and online advertising.
It was therefore proposed to confirm the additional temporary graphic design post as permanent and it was anticipated that the cost would be met within existing budgets.
The Director of Organisation Development made a short presentation.
Proposed by Councillor Maguire Seconded by Councillor McClelland and agreed that
(1) The Communication and Consultation Strategy be approved.
(2) Cultural Life is further integrated with Borough Life and that it is published twice a year, subject to review following the increased usage of digital and social media marketing.
(3) The temporary Graphic Designer post be confirmed as permanent.
11 (4) The Director of Organisation Development undertook to address various issues raised by Members.
(5) Members commended staff on this innovative approach.
ACTION BY: Tracey White, Head of Communication and Customer Services
3.11 CE/STC/SC/101 COUNCIL BRANDING - CEMETERY SIGNAGE
Members were reminded that the branding implementation process was ongoing across facilities and planning was ongoing for the cemetery signage. To date the new signage had reflected the design in the context of the specific facilities. In line with this some design options for cemetery signage was provided for Members to consider.
Proposed by Councillor Kells Seconded by Councillor Webb and agreed that
Option 4, dark blue signage be approved.
ACTION BY: Tracey White, Head of Communications and Customer Services
Following a request form Councillor Webb, the Director of Organisation Development undertook to check if planning permission was required for the new signage at the White House.
ACTION BY: Andrea McCooke, Director of Organisation Development
3.12 CS/MK/93 CIVIC RECEPTION FOR OVERSEAS STUDENTS
Members were advised that the University of Ulster had enquired if the Council intended to host a civic reception for the international students who had commenced their studies this academic year at the University of Ulster, Jordanstown Campus. The occasion is a highlight in the calendar of events organised for the students and it provides an opportunity to put the local area on the international map. Members were reminded that Council agreed to host a reception for the students on 28 April 2016. The University subsequently advised this date was no longer suitable due to semester deadlines and therefore the reception did not take place. The estimated cost of the reception is £4,500 for which there is provision within the civic events budget. If approved the civic reception would be scheduled for Thursday, 2 March 2017 at Mossley Mill and it was recommended to invite the following, plus one guest:
12 Mayor and Deputy Mayor Chairman and Vice Chairman of the Community Planning Committee Members representing the Threemilewater and Macedon District Electoral Areas.
Proposed by Councillor Hamill Seconded by Councillor Kells and agreed that
(a) A civic reception be held for the International Students, University of Ulster, Jordanstown Campus on Thursday, 2 March 2017 at Mossley Mill
(b) Invitations are extended to the following, plus one guest: Mayor and Deputy Mayor Chairman and Vice Chairman of the Community Planning Committee Members representing the Threemilewater and Macedon District Electoral Areas.
ACTION BY: Tracey White, Head of Communications and Customer Services
3.13 FC/G/25 PAYMENTS REPORT
The schedule of payments for Antrim and Newtownabbey Borough Council dated 22 November 2016 to 16 December 2016 and schedule of manual payments for November 2016 were circulated, with any payments over £5,000 having been analysed in more detail and were attached.
Proposed by Councillor Maguire Seconded by Councillor Brett and agreed that
the report be noted. NO ACTION
Officers undertook to provide Councillor Maguire with further information on two items on the Payments report.
ACTION BY: John Balmer, Head of Finance
3.14 FI/FIN/4 BUDGET REPORT – APRIL 2016 TO NOVEMBER 2016
A budget report for the period April 2016 to November 2016 was attached for Members information.
Proposed by Councillor Kells Seconded by Councillor Webb and agreed that
the report be noted.
NO ACTION
13 3.15 G/BCEP/3 NORTHERN EMERGENCY PREPAREDNESS GROUP - COASTAL FLOOD PLAN It was reported that the multi-agency Northern Emergency Preparedness Group (NEPG) had completed a Coastal Flood Plan for the coastline around the Council areas of Antrim and Newtownabbey, Mid and East Antrim and Causeway Coast and Glens.
Coastal flooding differs from surface water or river related flooding due to the rate of water inundation and subsequent risk to life. Due to this risk to life the PSNI coordinate the multi-agency response. This response is usually large scale due to the areas likely to be affected and involves a significant number of organisations.
Some parts of the NEPG coastline are subject to a coastal flooding risk starting from the shoreline at Newtownabbey through to Larne, the Glens of Antrim, Portrush and Portstewart right up to Benone.
The greatest impact to commercial and residential properties exists in Larne in line with Regional Risk Assessment guidance. The likelihood of coastal flooding in the Northern area is assessed as unlikely (less than 0.5% likelihood of occurring) but the potential impact has been assessed as being moderate leading to an overall assessment of the risk of coastal flooding in the overall area as high.
The most recent incident of coastal flooding occurred in January 2014 when there was significant damage to the shoreline around Northern Ireland and some local areas (Cushendun, Cushendall, Waterfoot and Carnlough) experienced flooding and/or damage to the coastal infrastructure. There were also a number of near misses in December 2013 and 2014 when smaller tidal surges with high winds affected parts of the North Coast.
The NEPG Coastal Flood Response Plan includes:
Alert and Escalation procedures. Identification of areas of impact. Sections of concern to facilitate PSNI operations. Critical infrastructure impact mitigation. Vulnerable people considerations. Recovery / Stand down linkages.
It is recognised that the size and nature of certain coastal flood events will necessitate regional co-ordination and potentially escalation to the strategic level. In order to ensure all multi agencies are prepared, the NEPG are exercising the Multi Agency Coastal Flood Response Plan on the 17th January 2017.
Proposed by Councillor Kells Seconded by Councillor Logue and agreed that
14 the Committee notes that the NEPG Coastal Flood Plan provides a level of reassurance that all Multi Agencies have considered the risks and are prepared to co-ordinate an effective multi-agency response, should a Coastal flooding event occur.
ACTION BY: Liz Johnston, Head of Governance
3.16 ST/HS/207 AGENCY STAFF UPDATE Members were reminded that agency staff were used across the Council to provide temporary cover for absence such as maternity leave, secondments and temporary and permanent vacancies due to restructuring.
The use of agency workers has helped to fill posts on a temporary basis whilst new structures are being designed and approved for filling on a permanent basis. There is salary provision for posts filled and grants for the posts that secure extended funding. An approval system via the CLT is in place for all agency resources and a procedure for hiring agency workers.
The table below provides an update for Members on the use of agency staff as at November 2016.
Reason for Number of Agency Worker Agency Position Covered Workers Additional Resource 23 4 x Seasonal Grounds Maintenance 4 x Operatives, Bruslee & O’Neill Road Sites IT System Support Officer IT Systems Assistant Cleaner, Sentry Hill Community Development Assistant Events Assistant Graphic Designer Financial Accounting Officer Accounts Assistant HR Officer Clerical Assistant (Fleet) Clerical Officer, Environment & Leisure Clerical Officer, Business Support Cleaner (TATM) Caretaker (Community Centres) Admin Assistant Filling Funded Posts 6 Clerical Assistant Affordable Warmth Project 4 x Affordable Warmth Project Officer Grange Community Project Officer Covering 5 Customer Services Assistant Sickness/Maternity Information Governance Assistant Environmental Health Officer Household Recycling Attendant
15 Arts Development Officer Covering vacancies 11 2 x Enforcement Officer until structures filled Facilities Officer, Property & Building Property Asset Management Assistant Clerical (Building Control) 3 x Environmental Health Officer Receptionist (Clotworthy) Leisure Attendant CSD Supervisor Covering career breaks/ 4 Heritage Assistant secondments Technical Officer (Building Control) IT System Support Assistant Neighbourhood Renewal Coordinator TOTAL 49
The table above excludes limited ad-hoc agency cover which is necessary to provide operational cover, at short notice.
A report setting out expenditure on agency workers in the period under review was enclosed.
Proposed by Councillor Kells Seconded by Councillor Maguire and agreed that
the report be noted.
ACTION BY: Andrea McCooke, Head of Organisation Development
3.17 CE/GEN/60 BUSINESS PLANS - UPDATE
Members were reminded that departmental Business Plans were approved in June 2016.
Progress updates as at quarter two for Finance & Governance, Organisation Development, Change Management and Corporate Objectives were attached for Members’ attention.
Proposed by Councillor Kells Seconded by Councillor McClelland and agreed that
the updated Business Plans for Finance & Governance, Organisation Development, Change Management and Corporate Objectives be noted.
ACTION BY: Helen Hall, Business Change Manager
3.18 FI/FIN/11 DRAFT RATES ESTIMATES UPDATE 2017/18 Members were reminded that detailed estimates were reported to the relevant Committees in December 2016.
16 A revised draft rates calculation, estimates summary by service and a schedule of estimates changes were enclosed for Members’ information. Proposed by Councillor Kells Seconded by Councillor Bingham and agreed that
the report be noted. ACTION BY: Richard Murray, Management Accountant
PROPOSAL TO PROCEED ‘IN CONFIDENCE’
Proposed by Councillor Hamill Seconded by Councillor Kells and agreed that
the following Committee business be conducted ‘In Confidence’.
The Chairman advised that audio-recording would cease at this point.
ITEMS IN CONFIDENCE
3.19 IN CONFIDENCE FI/GEN/5: BAD DEBT WRITE–OFF Members were advised that the Council had received notification of a proposed Individual Voluntary Arrangement (IVA) for Mr Joseph William Thomas McCrea. The proposal declared that Mr McCrea was insolvent, but that future incomes be used to repay his creditors. It was envisaged that repayment of 14.4p per pound owed would be made to creditors over a two year period. Mr McCrea’s total outstanding debt to Council stands £31,115.08 (including £3,209 VAT) arising from franchise agreement arrears, when Mr McCrea held several franchise agreements with Council. To comply with VAT legislation and recoup the VAT element of the debt, Council must formally write off the debt within its accounting records. Provision had been made at 31 March 2016 year end for the partial write-off of the debt at £16,000. Proposed by Councillor Webb Seconded by Councillor McClelland and agreed that
a) the report be noted
b) an update report be submitted to the Committee when further information has been received
ACTION BY: John Balmer, Head of Finance
17 The Director of Finance and Governance informed Members that a report would be submitted to the Audit Committee to provide assurances on these matters.
ACTION BY: Colette Archer, Director of Finance and Governance
3.20 IN CONFIDENCE HR/GEN/17 DISSOLUTION OF LOCAL GOVERNMENT STAFF COMMISSION Members were reminded that following the Ministerial decision to close the Local Government Staff Commission (LGSC) in March 2017, SOLACE commissioned a review, via iESE, a public sector transformation partner, to determine options for Councils to collaborate in the field of Human Resources and Organisational Development.
Following a report in September, the Council agreed in principle to the establishment of a Collaborative HR model, which is owned and led by participating Councils, subject to review after 12 months. Lisburn and Castlereagh City Council has agreed to lead on a collaborative approach to training for the sector. Antrim and Newtownabbey Borough Council has been asked to co-ordinate the procurement of HR independent specialist advice service, through an appropriate service level agreement, for participating Councils.
Based on the iESE report, it was also agreed in principle that the Council would contribute to its proportion of the dissolution costs, subject to receiving details of the costs involved and the proportion of these. The iESE report recommended that Councils contribute 50% of the costs, together with NI Housing Executive, with the remaining 50% to be met by the Department of Communities.
Further reports will be made in due course in relation to any costs to Council in connection with the dissolution funding and proposals relating to the co- ordination of an HR independent specialist advice service, through an appropriate service level agreement.
Members were advised that the Mayor would write to Mr Brian Hanna, Chairman of the LGSC, to express our thanks to all staff for their commitment and support over the years.
Proposed by Councillor Webb Seconded by Councillor McClelland and agreed that
a) the report be noted
b) a further report be submitted to the Committee to include various issues raised by Members.
18 ACTION BY: Andrea McCooke, Director of Organisation Development
PROPOSAL TO MOVE OUT OF ‘IN CONFIDENCE’
Proposed by Councillor McClelland Seconded by Councillor Maguire and agreed that any remaining Committee business be conducted in ‘Open Session’.
The Chairman advised that audio-recording would re-commence at this point.
There being no further business the meeting ended at 8.06pm.
Council Minutes have been redacted in accordance with the Freedom of Information Act 2000, the Data Protection Act 1998 and legal advice.
19 MINUTES OF THE PROCEEDINGS OF THE MEETING OF THE COMMUNITY PLANNING AND REGENERATION COMMITTEE HELD IN MOSSLEY MILL ON MONDAY 16 JANUARY 2017 AT 6.30 PM
In the Chair : The Mayor Councillor J Scott/Councillor A Logue
Committee : Alderman W Ball and M Cosgrove Members Present Councillors - A Ball, J Blair, L Clarke, T Girvan, N Kells, N Kelly, R Lynch, P Michael, J Montgomery and V McWilliam
Non Committee Members Present : Councillors D Arthurs, T Beatty, M Girvan, N McClelland Councillor S Ross and W Webb
Officers Present : Director of Community Planning and Regeneration - M McAlister Director of Finance and Governance – C Archer Head of Property and Building Services - B Doonan Head of Economic Development - P Kelly Head of Capital Development - R Hillen Peace IV Co-ordinator, Connor O’Dornan, Media and Marketing Officer – A Doherty ICT Officer - A Cole Senior Admin Officer - S McAree
THE MAYOR (COUNCILLOR J SCOTT) IN THE CHAIR
CHAIRMAN’S REMARKS
The Chairman welcomed Members to the January meeting of the Community Planning & Regeneration Committee and reminded all present of the audio recording protocol. 1 APOLOGIES
Councillor P Brett Councillor Lynch had advised that she would be late.
2 DECLARATIONS OF INTEREST
None
3.1 ED/ED/40 LOUGH NEAGH RESCUE
Members were advised that correspondence had been received from Lough Neagh Rescue regarding funding for 2017/18 and 2018/19. The letter sets out what had been achieved by the charity and what its plans were over the next 2 years.
The charity currently receives £12,000 per annum towards its operational costs from the Council and following a review of the Corporate Financial Assistance Programme it had been agreed that a separate report would be presented on this funding support.
It was reported that provision of £12,000 had been made in the estimates for 2017/18, subject to the Committee’s decision. Members were reminded that it was hoped that the new Gateway Centre development would commence over this period. Prior to the completion of the Centre, a new arrangement between the Council and charity would be required, as the group would then be accommodated within the Council’s facility rather than its own property.
Proposed by Councillor Montgomery Seconded by Councillor Kells and agreed that
(a) provision of £12,000 remains in the 2017/18 estimates
(b) Officers present a future report on potential support arrangements when the Gateway Centre is complete.
ACTION BY: Paul Kelly, Head of Economic Development
3.2 PBS/BC/3 STREET NAMING PROPOSAL
It was reported that correspondence was received on 3 January 2017 from Jonathan McGrandle on behalf of John Greer, regarding the naming of a residential development at Tildarg Road South, Ballyclare.
The development is for four detached dwellings. The three development names and the developer’s rationale have been submitted as outlined below with a site location map and site layout plan enclosed. 1 – Tildarg Brae 2 – Tildarg Knowe 3 – Tildarg Grange
Should the Committee not wish to select one of the above names, the matter will be referred back to the developer via the Building Control section for further consideration.
Proposed by Councillor Scott Seconded by Councillor Clarke and agreed that
the name Tildarg Brae be selected for this development.
ACTION BY: Bronagh Doonan, Head of Property and Building Services
3.3 PBS/BC/3 STREET NAMING PROPOSAL
It was reported that correspondence was received on 3 January 2017 from Justin McClay on behalf of View Point Developments, regarding the naming of a residential development at Sealstown Road, Newtownabbey.
The development is for forty five units comprising semi – detached dwellings and townhouses. The three development names and the developer’s rationale have been submitted as outlined below with a site location map / layout plan enclosed.
1 – Cottonmount: Site A - Cottonmount Place Site B - Cottonmount Drive 2 – Cotton Mill: Site A - Cotton Mill Place Site B - Cotton Mill Drive 3 – Mill Heights: Site A - Mill Heights Place Site B – Mill Heights Drive
Should the Committee not wish to select one of the above names, the matter will be referred back to the developer via the Building Control section for further consideration.
Proposed by Councillor Kells Seconded by Councillor Lynch and agreed that
the names Cottonmount Place and Cottonmount Drive be selected for this development.
ACTION BY: Bronagh Doonan, Head of Property and Building Services
3.4 ED/ED/71 ANTRIM TOWN DEVELOPMENT COMPANY - SMALL TO MEDIUM ANTRIM Members were reminded that Antrim Town Development Company (ATDC) was a not-for-profit organisation set up over 20 years ago to promote Antrim town centre working in partnership with legacy Antrim Borough Council. In June 2016 ATDC published its vision for the sustainable development of Antrim town, ‘Small to Medium Antrim’ containing 35 potential projects and wider proposals aimed at enhancing the image and profile of the town and its environs.
One of the potential projects, an extension to the existing boardwalk that runs along a stretch of the Sixmilewater River is currently the subject of a feasibility study funded through the Antrim DEA programme, and which should be available before the end of February. The Council is also considering improvements to signage in and around the town centre and to Antrim Castle Gardens which are included in the Small to Medium Antrim report.
Members might wish to note that Officers were in discussions with the Department for Communities about potential future public realm and shop front schemes for Antrim town.
Proposed by Councillor Kells Seconded by Councillor Montgomery and agreed that
the Council endorses the broad recommendations in Antrim Town Development Company’s ‘Small to Medium Antrim’ report, and that any requests that come forward to support specific projects be subject to detailed consideration by Committee and to the availability of budgets.
Action by: Paul Kelly, Head of Economic Development.
COUNCILLOR A LOGUE IN THE CHIAR
3.5 ED/REG/17 GLENGORMLEY CHRISTMAS MARKET
Members were reminded that a Christmas Market took place for the first time in Glengormley from 3 -4 December 2016 at the Lillian Bland Community Park, funded though the Glengormley DEA and Town Team budgets. The budget for the Glengormley Christmas Market was £27,000 (£15,000 from DEA, £4,000 from Town Team plus £8,000 from Economic Development budget).
The market featured Christmas food and craft stalls including a number of local businesses. Free family entertainment was provided including face painting, arts & crafts and amusement rides. There was also a range of performances from local community organisations including Boys Brigade, choirs and dance groups.
It was reported that attendance was estimated at around 12,000 people over the 2 days. The Council has received very positive feedback on the way the 2 day event was organised through emails, social media and letters. A survey was conducted over the 2 days with those attending – 67% were very satisfied with the event and 29% were satisfied. Almost 78% of those attending purchased something at the market and 100% of those attending said they would like to see a regular market in Glengormley, with 76% indicating they would like to see a monthly market. Suggestions for improvement in 2017 included additional food and drink stalls and locally produced food.
Other suggestions received to improve the event included: - Extend opening times to include Friday night and opening later at the weekend - Provide lights on trees along the central walkway - A hot beverages stand to reduce queuing - Identify sites for overflow car parking on the Carnmoney Road - Offer food vendors at the band stand including a Hog Roast - Improved ventilation in marquees - Introduce local craft beverages - Encourage new business start-ups to participate - Introduce ‘Glengormley’s Got Talent’ event - Involve local schools in drawing competitions
It was reported that officers would also consider the potential to generate income towards the costs of operating the market. Overall, the feedback indicated that Lillian Bland was an ideal venue for a market in Glengormley.
Proposed by Councillor Blair Seconded by Councillor Montgomery and agreed that
the report be noted, officers be commended on this excellent event and a further report be submitted to the Committee regarding future markets in Glengormley.
ACTION BY: Paul Kelly, Head of Economic Development
3.6 CP/CD/116 WELFARE REFORM SUPPORT PROGRAMME
Members were reminded that a proposal from Citizens Advice Antrim and Newtownabbey, outlining how additional Welfare Support funding from the Department for Communities (DFC) would be utilised through the Council’s Community Support Programme, was approved at the Council meeting in December 2016.
Members were advised that correspondence had been received from Advice NI, the Independent Advice Network, outlining a further Welfare Reform Support Programme of Training targeted at front line advice providers not funded through the Council’s Community Support Programme and others working with people affected by Welfare Reform. The Programme, is funded by DFC. Sessions are free to eligible organisations/groups (including Elected Members) and can be delivered on a scheduled basis or bespoke sessions tailored for individual organisation/group needs. The Programme is available from January-June 2017.
Members were further advised that a Letter of Variance had been received from the Department for Communities (DFC), for Members’ information, outlining additional Welfare Reform Support Programme Funding to be administered by the Council to frontline providers through the Community Support Programme. This was in addition to the sum of £44,769.76 for the Welfare Reform Readiness Programme and Welfare Reform Training for frontline advice providers approved by the Council in October 2016. This additional amount equated to £7296.00 for Antrim and Newtownabbey and was intended to enable frontline providers to secure support functions which would assist in the additional workload anticipated as a result of the Welfare Reform Programme.
Members were advised that if the Council wished to accept the additional funding this would increase the budget to deliver the Community Support Plan 2016/17 to £253, 620.26.
Officers have requested a detailed proposal from Citizens Advice Antrim and Newtownabbey outlining how this additional funding would be utilized. The details of this proposal will be reported at the Council meeting in January 2017.
Proposed by Councillor Kells Seconded by Councillor T Girvan and agreed that
a) Members interested in availing of Welfare Reform Support training should contact the Community Services and Tackling Deprivation Manager
b) The Council accepts the Letter of Variance form DFC for the additional Welfare Reform Support Programme funding.
ACTION BY: Elaine Manson, Community Services and Tackling Deprivation Manager
3.7 L/P/BIO/1 SWIFT BRICKS
Members were advised that Councillor Neil Kelly was appointed as the swift bricks champion of the Borough in April 2015. He had recently corresponded with the Director of Community Planning & Regeneration to propose that any new build the Council undertakes includes swift bricks in the design, where appropriate. An example of this provision is the Clothworthy House Refurbishment Scheme where swifts nested and were subsequently retained successfully, following the redevelopment.
General information regarding swift bricks was enclosed. Members were further advised that following discussions with the Capital Development team it was considered that bio-diversity (incorporating swift bricks) could be included as part of the sustainability element of the assessment process for capital schemes going forward.
Proposed by Councillor Kelly Seconded by Councillor Blair and agreed that
bio-diversity is included under the sustainability element of the assessment process for capital projects.
ACTION BY: Reggie Hillen, Head of Economic Development
Alderman Cosgrove arrived during consideration of this item.
3.8 CP/CP/13 GREATER MONKSTOWN PLACE SHAPING
Members were reminded of the pilot place shaping process undertaken in the Greater Monkstown area in 2016. This initiative was funded jointly by the Northern Ireland Housing Executive and the Council through the DEA funding programme.
Place NI and partners were commissioned to undertake the study and three reports were produced. The engagement report and findings report had previously been reported to Committee. These reports would inform the development of Community Planning in Monkstown and the Threemilewater DEA.
The third report examines a number of sites in the Greater Monkstown area (several of which are currently in public sector ownership) which are likely to be considered for development in the next 5 to 10 years. The report reflects the views of the local community and other stakeholders in regard to the potential for development on each site.
Further to recent discussions with Northern Ireland Housing Executive Officers, there is clear potential for joint working with them and with other Community Planning partners on any future development of these sites to ensure local needs are addressed.
Members were advised that the report provided recommendations for each site which could be taken into account in Local Development Planning, Community Planning and other areas of work within the Council.
Proposed by Alderman W Ball Seconded by Councillor Kells and agreed that
the Council endorses the report and seeks to progress the recommendations in partnership with the NIHE and other agencies. ACTION BY: Alison Keenan, Community Planning Manager
3.9 CP/CP/38 COMMUNITY PLAN SCREENING DOCUMENTS
Members were reminded that there was a statutory requirement to undertake a screening of each new policy or programme to establish whether an Equality Impact Assessment (EQIA) was required. In addition, it was also a requirement to screen the Community Plan in regard to the need for a Strategic Environmental Assessment and to undertake a rural proofing screening.
The equality screening document for the Community Plan was enclosed.
It concludes that, whilst the impact of the plan is significant for citizens of the Borough, the impact will be positive. It further concludes that the outcomes based nature of the plan in its current form means that it is not possible to identify any potential inequalities in a measureable way. The screening process concludes that a full equality impact assessment is not required for the Community Plan framework document but that additional screening will be required as action plans are developed.
The Strategic Environmental Assessment (SEA) screening was also enclosed. The screening concludes that a full SEA is not required as the Community Plan will not set a precedent for development. However, it highlights that future strategies or action plans which will facilitate delivery of the Community Plan, will be subject to screening and possible SEA in their own right. The screening document has been submitted to the Northern Ireland Environment Agency for consideration as required.
It was reported that the rural proofing document concluded that there was no identifiable negative impact on rural areas or citizens living there from the Community Plan but rather the aim of the plan was to positively impact on any identified inequalities between rural and urban areas.
Proposed by Councillor Kelly Seconded by Councillor Lynch and agreed that
the screening reports and related considerations be approved.
ACTION BY: Alison Keenan, Community Planning Manager
3.10 CP/CP/3 DEA FUNDING PROGRAMME AND PLACE SHAPING FORA
Members were reminded of the workshop in December to review implementation of the DEA Funding Programme. Further to the workshop, a number of amendments or additions had been proposed by Elected Members. The full schedule of projects was enclosed with amendments highlighted for consideration and approval. In order to further develop the connection between the DEA Funding Programme and the community planning process, it was proposed that the next meeting of the DEA Place Shaping Fora be held during the consultation period for the Community Plan.
Discussions at the meetings will inform both the Community Plan for each DEA and potentially the allocation of funding through the DEA funding programme in 2017/18. It was therefore proposed that the joint Place Shaping Fora meeting takes place on Thursday 9 February at 7.00pm in Mossley Mill.
It was also proposed that a Workshop be held with Members on Tuesday 21 February 2017 at 7.00pm to review and close the 2016/17 DEA Funding Programme and to develop a proposed schedule of projects for funding in 2017/18.
The proposed schedule will brought to the Committee for consideration in March.
Proposed by Councillor Lynch Seconded by Councillor Kells and agreed that
a) The schedule of projects supported through the DEA Funding Programme 2016/17, including proposed amendments, be approved
b) A joint meeting of the Fora to include consultation on the Community Plan be held on 9 February 2017 at 7.00 pm in Mossley Mill
c) A workshop with Members be held on 21 February 2017 at 7.00pm in Mossley Mill.
ACTION BY: Alison Keenan, Community Planning Manager.
3.11 CP/P4/1 PEACE IV PROGRAMME
Members were reminded of the decision at the Community Planning and Regeneration Committee on 12 September 2016 to approve the Peace IV Local Action Plan for submission to the Special European Union Programmes Body (SEUPB). Following submission of the application to SEUPB on 14 September 2016 and an assessment process between October and November, correspondence was received from SEUPB on 24 November 2016 noting that the application had been successful and a full letter of offer would follow.
A formal letter of offer for £3,233,469 was received from SEUPB on 22 December 2016 for the Antrim and Newtownabbey Borough Council Peace IV Local Action Plan. The Council acceptance of the letter of offer is subject to approval by the Peace IV Partnership and completion of contract pre- conditions. The letter of offer will be presented to the Peace IV Partnership on 31 January 2017. It was reported that the Action Plan had been equality screened. The recommendation was that a full Equality Impact Assessment was not required.
The Director provided a short presentation on the Peace IV Action plan and answered Members questions on various issues relating to the programme.
Proposed by Councillor Kells Seconded by Alderman Cosgrove and agreed that
a) The letter of offer for £3,233,469 be accepted subject to the Peace IV Partnership’s approval and completion of contract pre-conditions
b) The equality screening document be approved.
ACTION BY: Connor O’Dornan, Peace IV Co-ordinator
3.12 CD/PM/48 VOL 2 PARKHALL & ANTRIM GRAMMAR SCHOOL SHARED SPACE LEISURE PROVISION
Members were reminded that the development of a 3G pitch was included as part of the overall Steeple site redevelopment. The scheme to be delivered as a partnership by Parkhall College, Antrim Grammar and the Council sought to provide quality 3G pitch provision for the pupils of the schools and the wider community through access to the pitch both within and outside the school hours
Provision of £2,000,000 was made in the 2016/17 estimates towards the overall Steeple site scheme valued at £6.7million excluding VAT, which included the sale of land for housing development to generate revenue for the total costs.
Due to the shared space nature of the 3G pitch project, Officers took the opportunity to include it within the Peace IV plan, which has subsequently been approved. The Scheme submitted includes additional features including installing floodlights on the recently created synthetic pitch at Parkhall College which will also operate on a shared basis and the potential to partially cover a MUGA to make it playable all year.
The projects costs are outlined as follows:- Total £1,610,000 Peace IV £430,000 Council £1,180,000 (land contributed by schools in each case)
Should Members wish to proceed with this shared space project as a Phase 1 of the Greater Steeple Site Scheme it is proposed that it would be financed as follows:-
£1,247,000 Capital Estimates 2016/17 (provision of £2,000,000 made) £363,000 Sale of Fountain Hill site (completed) Underpinning both schemes will be relevant legal agreements regarding management, maintenance, income etc., which would be reported to the Council in due course. A business case is currently being developed and the schools will be asked to produce detailed programming proposals for the shared space, in line with the Peace IV funding offered.
Proposed by Councillor Montgomery Seconded by Councillor Kells and agreed that
the Shared Space Scheme as outlined be progressed as Phase 1 of the Greater Steeple Site Scheme.
ACTION BY: Majella McAlister, Director of Community Planning & Regeneration
3.13 CE/OA/24 VOL 2 BALLYCLARE RELIEF ROAD
Members were reminded that the Council wrote to the Finance Minister on 5 December 2016 to provide information on the Ballyclare Relief Road and a number of other key projects. This letter followed a visit by the Minister to Mossley Mill on the 1 December 2016. A response was subsequently received from the Minister and copies of both were enclosed for Members information.
In order to progress the Relief Road it was proposed that the Council now writes to the developer (the Neptune Group) referencing the anticipated stimulus package to be created by the NI Executive and proposing that the required economic appraisal be progressed on a 50/50 funding basis with the Council.
The anticipated cost of the appraisal is circa £15,000 and appropriate Terms of Reference will now be developed.
Proposed by Councillor T Girvan Seconded by Councillor McWilliam and agreed that
the Council writes to the developer referencing the anticipated stimulus package to be created by the NI Executive and proposing that the required economic appraisal be progressed on a 50/50 funding basis with the Council.
ACTION BY: Majella McAlister, Director of Community Planning & Regeneration
3.14 CE/GEN/17 DISPOSAL OF LAND AT HIGHTOWN INDUSTRIAL ESTATE, NEWTOWNABBEY
It was reported that correspondence had been enclosed from Land and Property Services (LPS) regarding the disposal of land at Hightown Industrial Estate, Newtownabbey currently owned by Invest NI.
This land may be of interest to the Council and Officers are investigating the options at present. The Director will provide a further update at the Committee. LPS has agreed to extend the response deadline until 31 January 2017 to allow Council time to consider this matter.
Proposed by Councillor Kells Seconded by Councillor Blair and agreed that
Land and Property Service be advised that the Council would have an interest in the land at Hightown Industrial Estate.
ACTION BY: Majella McAlister, Director of Community Planning & Regeneration
3.15 BS/BC/2 BUILDING CONTROL MATTERS FOR THE PERIOD 1- 30 NOVEMBER 2016 Building Regulations The following submissions under Regulation 9, 10, 11, 12 & 13 of the Building Regulations (Northern Ireland) 2012 were received.
Applications Full Applications – 44 applications and 75 subsites Building Notices – 113 Regularisation Certificate Applications – 41
Recommendations Approvals – 42 Rejected – 64
Regularisation Certificate 49 Regularisation Certificates issued under Regulation 13 of the Building Regulations (Northern Ireland) 2012 (as amended).
Building Notice 104 Completion Certificates issued on Applications received under Building Notices.
Inspections A total of 781 Site Inspections were carried out, these include both interim and statutory inspections as required by Regulation 12 of the Building Regulations.
Commencements and Completions 238 Applications commenced and 224 Applications completed.
Property Certificates A search was carried out for outstanding notices under Building Regulations, on 230 property enquiries from Solicitors.
Income for NOVEMBER 2016 Plan Fees Received for Month £14487.25 Inspection Fees Invoiced for Month £21272.54 Building Notice Fees Received for Month £10072.00 Regularisation Fees Received for Month £8568.00 £13860.00 Property Certificate Fees Received for £68259.79 Month TOTAL
Proposed by Councillor Kells Seconded by Councillor McWilliam and agreed that
the report be noted.
ACTION BY: Bronagh Doonan, Head of Property and Building Services.
3.16 CP/GR/46 HOLOCAUST MEMORIAL DAY EVENTS Members were reminded that the Council organised an annual event to mark Holocaust Memorial Day, which was on 27 January 2017.
This year’s theme is ‘How can life go on? Officers are making preparations for this year’s event which will include:
An audience with Kemal Pervanic, a survivor of the notorious Omarska concentration camp in Bosnia. This will take place in Mossley Mill, Spinning Room, Newtownabbey on Friday 27 January at 7.00pm.
A screening of the film ‘Sophie’s Choice’ (Certificate 15). This will take place in the Old Courthouse, Antrim on Friday 27 January at 7.30pm.
It was reported that a promotional leaflet for the events would be circulated in early January and Members were invited to attend.
Proposed by Councillor McWilliam Seconded by Councillor Kells and agreed that
the report be noted.
ACTION BY: Connor O’Dornan, Peace IV Co-ordinator
3.17 CP/CP/5 DRAFT COMMUNITY PLAN – PUBLIC CONSULTATION
Members were reminded of the Draft Community Plan framework which sets out the outcomes and indicators for Community Planning in the Borough for the period to 2030.
Further to a workshop with Community Planning partners in November and a meeting of the Partnership in early December, the framework had now been refined and developed for publication and consultation and was enclosed.
A 12 week consultation period will begin on Wednesday 18 January and will conclude on Wednesday 12 April. The draft community plan and supporting documents have been published on the Council website. Due to the level of pre-consultation undertaken to inform development of the plan, it is intended that the consultation period will serve two purposes: To garner feedback on the outcomes and indicators in the plan. To explore and develop potential actions which will contribute to achieving the outcomes.
Comments on the draft plan can be made: By completion of an online questionnaire through the Council website. By completion of a hard copy questionnaire and returning it by post or email or by dropping it into a Council facility. By attending one of a series of workshops during the consultation period. (Details of dates, times and venues will follow.)
Members were requested to encourage wide engagement by groups and individuals in the consultation process. A visual summary booklet had been produced to illustrate the plan, copies of which were available from the Community Planning Manager or Marketing and PR section.
Proposed by Councillor Kells Seconded by Councillor Kelly and agreed that
the report be noted.
ACTION BY: Alison Keenan, Community Planning Manager.
The Supplementary report was considered at this point
3.20 CP/CD/65 TRANSFER OF DUNANNEY CENTRE
The Director of Community Planning and Regeneration informed Members that she had intended to provide an update on the Transfer of Dunanney Centre at the meeting
This update was not yet available and would be submitted to the Committee in due course.
ACTION BY: Majella McAlister, Director of Community Planning & Regeneration
PROPOSAL TO PROCEED ‘IN CONFIDENCE’
Proposed by Councillor Kells Seconded by Councillor McWilliam and agreed that
the following Committee business be taken ‘In Confidence’.
The Chairman advised that audio-recording would cease at this point. ITEMS IN CONFIDENCE
3.18 FI/PRO/TEN/90 IN CONFIDENCE TENDER FOR BALLYEARL RECEPTION AND MAIN ENTRANCE REFURBISHMENT WORKS
Antrim and Newtownabbey Borough Council at the Full Council meeting in July 2016 approved £268,000 (Incl. fees) for the refurbishment of the reception area and main entrance of Ballyearl Arts and Leisure Centre.
PROCUREMENT
Robert Logan Chartered Architects were appointed as design consultants for the scheme in September 2016.
For the works, the following fifteen firms returned completed Pre-Qualification Questionnaires (PQQs) on 21 October 2016 for inclusion on a select list of contractors. The completed PQQs were evaluated on a Pass/Fail basis using a criteria of general information, past performance, economic and financial standing and professional conduct, Health and Safety and Declarations. Bavan Contracts Limited did not meet the requirements in full and therefore did not proceed to the next stage of the evaluation. The remaining firms were scored on the basis of technical ability as follows:
Evaluated Invited to Contractor Score Submit (0-5) Tenders Active Maintenance Solutions Ltd 4 Yes Hugh J O’Boyle Ltd 4 Yes Martin Hamilton Ltd 4 Yes Peter O Hare Limited 4 Yes Piperhill Construction Ltd 4 Yes William Rogers Construction Ltd 4 Yes Canavan Construction Ltd 3 No JMC Mechanical & Construction Ltd 3 No PCD Contracts Ltd 3 No Lisburn Astral Ltd 3 No Totalis Solutions Ltd 3 No Kingsway Building & Painting Contractors 2 No Derryleckagh Contracts Ltd 2 No McGuigan Construction Ltd 1 No
The 6 firms achieving the highest scores were invited to submit tenders for the project.
Tender Documents were issued to the 6 firms on 28 November and 4 submitted tenders by the closing date of 19 December 2016. The tenders were assessed on cost only as detailed below. Contractor TenderedTotal Model Tender Rank of the Prices Compensation Assessment (exc. VAT) Event Total* Total Price
William Rogers Construction Ltd £254,542 £27,500 £282,042 1 Piperhill Construction Ltd £277,500 £27,500 £305,000 2 Hugh J O’Boyle Ltd £286,800 £27,500 £314,300 3 Martin Hamilton Ltd £328,455 £28,750 £357,205 4
*The model compensation event is included in the evaluation exercise to assess the cost impact of change resulting from potential future compensation events (variations due to unforeseen items). It includes costs for people, materials and equipment.
TENDER ANALYSIS The tender from William Rodgers Construction Ltd (WRC) has been checked and no arithmetical error found.
WRC has confirmed that all items of work specified in the price list have been accounted for.
FOR CONSIDERATION The predicted project out turn cost based on the current lowest tender is £29,117.00 (10.8%) above the approved budget.
Two options are proposed for consideration.
A) Additional monies in the sum of £29,117 be approved to complete the full scope of the works.
B) Reduction be made to the scope of the works. The works can be broken into three main elements as follows:
Internal refurbishment of the reception area External hard landscaping to the entrance External cladding to the entrance
It is proposed that no change in scope be made to the internal refurbishment and external hard landscaping. If the external cladding to the main entrance area is omitted (Option B) this will provide savings of £33,076 on the lowest tender.
It is considered that the external cladding to the entrance will compliment the proposed new hard landscaping to the facility. The louvered cladding will screen off the existing fire escape and will also incorporate new signage. This will enhance the overall image of the entrance. If the cladding is omitted the building elevation will be the existing rendered wall which will require regular painting. Drawings enclosed in Appendix 1 show the existing and proposed changes to the entrance of the building and reception area. It is proposed by Officers that no reduction is made to the scope of works.
COST SUMMARY The current approved budget is £268,000. Option A (full scope of works) Tendered Total of the Prices £254,542 Model Compensation Event Total £ 27,500 Tender Assessment Total Price £282,042 Professional fees £15,075 Total Predicted Project Cost £ 297,117 (+10.8% above approved budget)
The predicted project cost based on the current lowest tender is £29,117.00 above the approved budget. This additional sum can be absorbed within the existing Leisure capital budget.
Option B reduced scope of works) Tendered Total of the Prices £ 254,542 Model Compensation Event Total £ 27,500 Tender Assessment Total Price £ 282,042 Omit external cladding £ 33,076 Revised Tender Assessment Total Price £ 248,966 Professional fees £ 15,075 Total Predicted Project Cost £ 264,041 (-1.5% below approved budget)
PROGRAMME
It is envisaged that work will commence in February 2017 and be completed by May 2017.
Proposed by Alderman Cosgrove Seconded by Councillor Kells and agreed that
a) Option A, the tendered sum of £254,542 (excl Vat) to complete the full scope of works from William Rodgers Construction Ltd be approved giving a tendered assessment total of £282,042.
b) The total estimated budget for the works and professional fees of £297,117 be approved.
ACTION BY: Sharon Logue, Procurement Manager
3.19 TQ/780 IN CONFIDENCE CONTRACT FOR THE SUPPLY, INSTALLATION AND SERVICING OF HYGIENE SERVICES PRODUCTS
FI/PRO/TEN/19 IN CONFIDENCE CONTRACT FOR THE PROVISION OF POWER WASHING AND GRAFFITI REMOVAL SERVICES
Members were advised that the above contracts with (1) Personnel Hygiene Services Limited and (2) Keep It Clean are due to expire on 31 January 2017 (with an option to extend for a further year to 31 January 2018 and two periods of one year up to 31 January 2019 respectively.) Proposed by Councillor Montgomery Seconded by Councillor Kells and agreed that the contracts be extended for a further period of 12 months to 31 January 2018 at the tendered rates.
ACTION BY Sharon Logue, Procurement Manager.
Following discussion the Director of Community Planning and Regeneration undertook to submit a further report, including a draft policy, with regard to the removal of graffiti, for consideration by the Committee.
The Director also undertook to include the current cost to the Council for removal of graffiti and the role undertaken by the PSNI regarding this issue.
ACTION BY: Bronagh Doonan, Head of Property Services
PROPOSAL TO PROCEED OUT OF ‘IN CONFIDENCE’
Proposed by Councillor Webb Seconded by Councillor McWilliam and agreed that any remaining Committee business be taken in Open Session.
The Chairman advised that audio-recording would re-commence at this point.
There being no further business the meeting ended at 8.00pm.
Council Minutes have been redacted in accordance with the Freedom of Information Act 2000, the Data Protection Act 1998 and legal advice. This image cannot currently be displayed.
MINUTES OF THE PROCEEDINGS OF THE MEETING OF THE PLANNING COMMITTEE HELD IN MOSSLEY MILL ON MONDAY 23 JANUARY 2017 AT 6.30 PM
In the Chair : Alderman F Agnew
Committee : Aldermen - T Campbell, J Smyth and R Swann Members Present Councillors - T Beatty, J Bingham, H Cushinan, B Duffin, T Hogg, D Hollis, S Ross and B Webb
Non-Committee : Councillors – N Kelly, R Lynch, V McWilliam, D Arthurs Members Present
In Attendance : Mr Conor Hughes - Public Speaker Ms J Burnside - Public Speaker Mr R Wilson - Public Speaker Mr A Hyde - Public Speaker
Officers Present : Chief Executive - Mrs J Dixon Director of Community Planning & Regeneration - Ms M McAlister Head of Planning - Mr J Linden Principal Planning Officer - Mr B Diamond Planning Officer – Mr M O’Reilly Media & Marketing Officer - Ms J McIntyre Legal Advisor - Mr P Casey Systems Support Officer - Mr A Cole Member Services Officer - Mrs D Hynes
CHAIRMAN’S REMARKS
The Chairman welcomed Committee Members to the monthly Planning Committee Meeting and reminded all present of the protocol for speaking and timeframes accorded.
1 APOLOGIES
Councillor T Hogg
2 DECLARATIONS OF INTEREST 1 Item 3.8 - Councillor B Webb
PART ONE - PLANNING APPLICATIONS AND RELATED DEVELOPMENT MANAGEMENT AND ENFORCEMENT ISSUES
ITEM 3.1 APPLICATION NO: LA03/2015/0243/O
PROPOSAL: Proposed demolition of existing buildings to facilitate the regeneration of the former Nortel Factory and adjacent zoned residential lands to provide mixed use development comprising housing, foodstore, business units (B1a, B1b, B1cand B2) to include office, research and development, call centre, light industry, new and upgraded accesses onto Monkstown/Doagh Road and all site and access works.
SITE/LOCATION: Former Nortel site and adjacent vacant lands at 229-333 Monkstown Industrial Estate, Doagh Road, Newtownabbey
APPLICANT: McLagan Investments LTD & Economic Properties LTD
The Chairman advised Members that this application had been withdrawn by the applicant.
ITEM 3.2 APPLICATION NO: LA03/2015/0249/F
PROPOSAL: Erection of 23 wheelchair accessible complex needs bungalows, staff accommodation and ancillary office, communal unit, landscaping, car parking, associated site works and access arrangements from Abbey Road, Muckamore
SITE/LOCATION: Lands immediately north of 16 Abbey Road and west of 8 Abbey Gardens, Muckamore, Antrim
APPLICANT: Triangle Housing Association Ltd
Barry Diamond, Principal Planning Officer, advised that amended plans had been received since the Planning Report was circulated to the Committee and indicated that following re-consultation these may form the basis for a reconsidered recommendation to be made. In these circumstances he recommended that a further deferral might be the best way forward in this case.
2 Proposed by Alderman T Campbell Seconded by Councillor Ross and unanimously agreed
That the application be deferred to allow the amended scheme submitted prior to the Committee meeting to be consulted upon and for Officers to present an updated report on the revised scheme to Committee for further consideration.
ACTION BY: John Linden
ITEM 3.3 APPLICATION NO: LA03/2016/0811/F
PROPOSAL: Erection of 3 no. detached dwellings
SITE/LOCATION: Junction of Greystone Road and Ash Green 50m north of 25 Greystone Road Antrim.
APPLICANT: Damien Heffron
The Chairman advised Members that this application had been withdrawn by the applicant.
ITEM 3.4 APPLICATION NO: LA03/2016/0412/F
PROPOSAL: 1½ storey side extension to dwelling to allow bedroom upstairs and one downstairs
SITE/LOCATION: 15 Victoria Close, Ballyclare
APPLICANT: Mr & Mrs Woods
Barry Diamond, Principal Planning Officer, introduced the Planning Report to the Committee and made a recommendation to grant planning permission.
There were no public speakers to address this item.
Proposed by Councillor Bingham Seconded by Councillor Beatty and unanimously agreed that planning permission be granted for the application subject to the conditions set out in the Planning Report.
ACTION BY: John Linden
3 ITEM 3.5 APPLICATION NO: LA03/2016/0989/O
PROPOSAL: New dwelling and garage accessed from existing private lane off the Derryhollagh Road
SITE/LOCATION: Infill site immediately West of 35A Derryhollagh Road, Randalstown
APPLICANT: Mr Robert Wilson
Michael O’Reilly, Planning Officer, introduced the Planning Report to the Committee and made a recommendation to refuse outline planning permission.
The undernoted Elected Member and public speakers addressed the Committee and responded to enquiries from Members as requested -
Councillor R Lynch Jane Burnside Robert Wilson
Proposed by Alderman R Swann Seconded by Councillor Cushinan and unanimously agreed
That outline planning permission be granted.
The reason for the decision contrary to the Officer recommendation was that Members considered the provisions of Policy CTY 8 of PPS 21 to be somewhat ambiguous regarding situations where there is a laneway off a public road providing access to a number of buildings.
As a consequence Members accepted the applicant’s contention in this case that the last building served by the laneway in question should be included as a building fronting onto the laneway and as such considered the site in question constituted an acceptable infill site within the terms of the policy. This matter was afforded determining weight in granting outline permission.
Proposed by Councillor Duffin Seconded by Councillor Cushinan and unanimously agreed
that the planning permission granted for this infill dwelling be subject to a range of conditions. The conditions the precise detail of which was delegated to Officers, should provide for a dwelling with a maximum ridge height of 6.5m and make provision for any standard or technical matters arising such as access and landscaping.
ACTION BY: John Linden
As a consequence of this decision the Head of Planning, John Linden, confirmed to Members, for the purposes of future interpretation of the current policy in other similar 4 situations, that the last building accessing onto a rural laneway would be included in the assessment of proposed infill development by the Planning Section under Policy CTY 8. He indicated this interpretation would apply with immediate effect pending the provision of local policy through the new Local Development Plan.
ACTION BY: John Linden
ITEM 3.6 APPLICATION NO: LA03/2016/1016/F
PROPOSAL: Conversion of garage (retrospective) to provide self-catering accommodation
SITE/LOCATION: 70A Tildarg Road, Kells, Ballymena, BT42 3NY
APPLICANT: Mr & Mrs Taylor
Michael O’Reilly, Planning Officer, introduced the Planning Report to the Committee and made a recommendation to refuse planning permission.
There were no public speakers to address this item.
Proposed by Alderman T Campbell Seconded by Councillor Beatty and
on the proposal being put to the meeting 10 Members voted in favour, 1 against and 0 abstentions, it was agreed
that planning permission be refused for the following reasons:
1. The proposal is contrary to the provisions contained in the Strategic Planning Policy Statement and Policy CTY 1 of Planning Policy Statement 21, Sustainable Development in the Countryside, in that there are no overriding reasons why this development is essential in this rural location and could not be located within a settlement.
2. The proposal is contrary to the provisions of the Strategic Planning Policy Statement relating to the conversion and re-use of existing buildings in the countryside for residential use in that the building to be converted is not considered to be a locally important building.
3. The proposal is contrary to the provisions of Policy TSM5 of PPS16 in that the use of the building for self-catering accommodation in the countryside does not meet with any of the identified circumstances for such a development stipulated in the policy.
ACTION BY: John Linden
Councillor V McWilliam and Councillor R Lynch left at this point of the meeting.
5 ITEM 3.7 APPLICATION NO: LA03/2016/0560/A
PROPOSAL: Aluminium plastic composite signage on steel frame (business entrance sign) – Existing
SITE/LOCATION: 10 Crooked Stone Road, Nutts Corner, Crumlin, BT29 4EH
APPLICANT: A Hyde Farm Feeds
Barry Diamond, Principal Planning Officer, introduced the Planning Report to the Committee and made a recommendation to refuse advertisement consent
The undernoted Public Speaker addressed the Committee and responded to enquiries from Members as requested -
Mr A Hyde
Proposed by Alderman T Campbell Seconded by Councillor Duffin and on the proposal being put to the meeting 5 Members voted in favour, 5 against and 1 abstention
The Chairman used his casting vote in favour and declared the proposal carried, it was agreed that advertisement consent be refused for the following reason:
1. The proposal is contrary to the policy provisions of the Strategic Planning Policy Statement and Policy AD 1 of Planning Policy Statement 17: Control of Outdoor Advertisements, in that the proposed signage would result in an unacceptable detrimental impact on visual amenity of the area and will be overly dominant in the area.
ACTION BY: John Linden
Councillor Webb withdrew from the meeting having declared an interest in the next item 3.8.
ITEM 3.8 APPLICATION NO: LA03/2016/1027/F
PROPOSAL: Provision of community allotments, car park and new vehicular access.
SITE/LOCATION: Open space area adjacent to Knockenagh Avenue and Knockane Way, Rathfern, Newtownabbey
APPLICANT: Antrim and Newtownabbey Borough Council
6 Barry Diamond, Principal Planning Officer, introduced the Planning Report to the Committee and made a recommendation to grant planning permission.
There were no public speakers to address this item.
Proposed by Councillor Ross Seconded by Councillor Duffin and unanimously agreed
that planning permission be granted for the application subject to the conditions set out in the Planning Report.
ACTION BY: John Linden
ITEM 3.9 APPLICATION NO: LA03/2016/1096/F
PROPOSAL: Proposed renovation works to front entrance
SITE/LOCATION: Ballyearl Arts & Leisure Centre, 585 Doagh Road, Newtownabbey
APPLICANT: Antrim and Newtownabbey Borough Council
Barry Diamond, Principal Planning Officer, introduced the Planning Report to the Committee and made a recommendation to grant planning permission.
There were no public speakers to address this item.
Proposed by Councillor Beatty Seconded by Councillor Bingham and
on the proposal being put to the meeting 10 Members voted in favour, 1 against and 0 abstentions, it was agreed
that planning permission be granted for the application subject to the conditions set out in the Planning Report.
ACTION BY: John Linden
Councillor Hollis enquired as to when the temporary signage at the Ballyearl Leisure Centre would be moved. The Director of Community Planning & Regeneration confirmed she would refer this matter to the Director of Operations.
ACTION BY: Majella McAlister/Geraldine Girvan, Director of Operations
7 ITEM 3.10 APPLICATION NO: LA03/2016/1095/A
PROPOSAL: Building sign
SITE/LOCATION: Ballyearl Arts & Leisure Centre, 585 Doagh Road, Newtownabbey,
APPLICANT: Antrim and Newtownabbey Borough Council
Barry Diamond, Principal Planning Officer, introduced the Planning Report to the Committee and made a recommendation to grant advertisement consent.
There were no public speakers to address this item.
Proposed by Councillor Bingham Seconded by Councillor Beatty and on the proposal being put to the meeting 10 Members voted in favour, 1 against and 0 abstentions, it was agreed that advertisement consent be granted for the application subject to the conditions set out in the Planning Report.
ACTION BY: John Linden
8 PART 2 FORWARD PLANNING MATTERS - LOCAL DEVELOPMENT PLAN, PLANNING POLICY AND CONSERVATION
OTHER PLANNING MATTERS
ITEM 3.11
P/PLAN/1 PROPOSAL OF APPLICATION NOTIFICATION FOR MAJOR DEVELOPMENT
Members were aware that prospective applicants for all development proposals which fall into the Major development category under the 2011 Planning Act were required to give at least 12 weeks notice to the Council that an application for planning permission was to be submitted. This was referred to as a Proposal of Application Notice (PAN). One PAN was registered during December and the details were set out below.
PAN Reference: LA03/2016/1077/PAN Proposal: Proposed amended restoration of Ballyduff Landfill to provide community woodland (amendment to that permitted under U/2006/0700/F), including re-profiling works to create a more graduated slope. Vehicular access to the site to be stopped following completion of re-profiling works. Location: Ballyduff Landfill Site, Ballyduff Road, Newtownabbey BT36 6QX Applicant: Anderson Haulage Limited Date Received: 2 December 2016 12 week expiry: 24 February 2017
Members recalled that under Section 27 of the 2011 Planning Act obligations were placed on the prospective developer to consult the community in advance of submitting a Major development planning application. Where, following the 12 week period set down in statute, an application was submitted this must be accompanied by a Pre-Application Community consultation report outlining what consultation had been undertaken regarding the application and detailing how this had influenced the proposal submitted.
Proposed by Councillor Ross Seconded by Councillor Beatty and unanimously agreed that the report be noted.
ACTION BY: John Linden
9 ITEM 3.12
P/PLAN/1 DELEGATED PLANNING DECISIONS AND APPEALS
A list of planning decisions issued by Officers during December 2016 under delegated powers was circulated for Members attention together with information received this month on planning appeals.
Proposed by Councillor Bingham Seconded by Councillor Beatty and unanimously agreed that the report be noted.
ACTION BY: John Linden
ITEM 3.13
P/PLAN/1 - NORTHERN IRELAND PLANNING STATISTICS 2016/17 – SECOND QUARTERLY BULLETIN FOR THE PERIOD JULY – SEPTEMBER 2016
The second quarterly provisional planning statistics for 2016/17 produced by the Analysis, Statistics and Research Branch of the Department for Infrastructure (DfI), a copy of which was circulated, were released on 15 December 2016.
The figures showed that during the second quarter period from July to September 2016, the total number of planning applications received in Northern Ireland was 3,058, a decrease of some 11.0% over the previous quarter but up 5% on the same quarter in 2015/16. The total number of decisions issued during this period was 3,324.
During this second quarter period a total of 199 new applications were received by Antrim and Newtownabbey Borough Council (which equates to an increase of some 20% over the same period last year and therefore ahead of the NI trend) and 195 decisions were issued.
In relation to performance against statutory targets the Department for Infrastructure (DfI) figures showed that the Council took on average 74.7 weeks to process and decide Major planning applications during the second quarter against the target of 30 weeks. While this performance continues to reflect a decline from last year’s performance and now ranks seventh out of the 11 Councils, it nevertheless still reflects reasonably well against the average processing time of 73.6 weeks across all Councils. Members noted that these statistics related to quite small numbers of applications (some 6 applications this quarter) which can cause considerable quarterly variation in performance. In addition, and as previously reported at the October Committee, the Planning Section was seeking to reduce the number of backlog applications greater than 12 months old and this was also impacting on average processing times for Major applications this year.
The DfI figures showed that the Council took on average 13.2 weeks to process and decide Local planning applications during the second quarter against the target of 15
10 weeks. This performance ranked third out of the 11 Councils and again reflected well against the average processing time of some 16 weeks across all Councils.
In relation to enforcement the DfI figures highlighted that the Council’s planning enforcement team during the second quarter recorded the shortest time taken, 12 weeks, to process 70% of enforcement cases to target conclusion. This compared very favourably against both the performance target of 39 weeks and the average processing time of 23.6 weeks across all Councils.
Proposed by Councillor Beatty Seconded by Councillor Duffin and unanimously agreed that the report be noted
ACTION BY: John Linden
ITEM 3.14
P/PLAN/8 - NOTIFICATION BY THE DEPARTMENT FOR INFRASTRUCTURE OF A PROPOSAL OF APPLICATION NOTICE FOR AN APPLICATION OF REGIONAL SIGNIFICANCE IN RELATION TO SAND EXTRACTION AT LOUGH NEAGH
The Department for infrastructure had written to the Council in accordance with Regulation 5 of the Planning (Development Management) Regulations (NI) 2015 (a copy of which was circulated) to advise that it had received a Proposal of Application Notice (PAN) for the following development of regional significance.
PAN Reference: LA03/2016/1097/PAN Proposal: Extraction, transportation and working of sand and gravel from Lough Neagh. Location: Lough Neagh Applicant: Lough Neagh Sand Traders Ltd Date Received: 7 December 2016 12 week expiry: 1 March 2017
Members recalled that it was reported to the December 2016 Planning Committee meeting that the Department had confirmed to the agent, under the provisions of Section 26 of the 2011 Planning Act, that any planning application for this development proposal should be submitted directly to the Department for determination as it was considered to be a proposal of Regional Significance.
As with Major Developments submitted to the Council, obligations are placed on the prospective developer under Section 27 of the 2011 Planning Act to consult the community in advance of submitting a planning application of Regional Significance. Where, following the 12 week period set down in statute, an application is submitted this must be accompanied by a Pre-Application Community consultation report outlining what consultation has been undertaken regarding the application and detailing how this has influenced the proposal submitted.
The PAN submitted to DfI indicated that a Public Information Event was scheduled to be held in the White River House Hotel on 26 January 2017. 11 In addition it was noted that the PAN and accompanying map indicated that the area proposed for extraction of sand and gravel from the Lough was at this stage located solely within the Mid-Ulster District Council area.
Proposed by Councillor Duffin Seconded by Councillor J Bingham and unanimously agreed that the report be noted.
ACTION BY: John Linden
ITEM 3.15
P/PLAN/1 CONSULTATION ON PERMITTED DEVELOPMENT RIGHTS FOR MINERAL EXPLORATION
The Department for Infrastructure (DfI) had recently written to the Council (a copy of which was circulated) to advise that it had issued a consultation paper on proposals to amend development rights in respect of mineral exploration, including removing permitted development rights for petroleum exploration from Class A of Part 16 of the Schedule to the Planning (General Permitted Development) Order (Northern Ireland) 2015.
This consultation followed on from a ‘Call for Evidence’ issued by the Department in March 2016 which sought to gather views on whether the existing development rights for onshore oil and gas exploration needed to be changed and which was reported to the April 2016 Planning Committee meeting.
The current consultation was seeking views on DfI’s proposals for amending permitted development rights, including the removal of permitted development rights for petroleum exploration.
Copies of the Consultation Paper may be downloaded from the Planning Portal at www.planningni.gov.uk or the DfI website at www.infrastructure-ni.gov.uk and the closing date for response is 3 February 2017.
Proposed by Alderman J Smyth Seconded by Councillor Duffin and unanimously agreed that
Members respond on an individual or party basis.
ACTION BY: John Linden
12 ITEM 3.16
P/PLAN/1 CONSULTATION ON AMENDMENT TO THE ENVIRONMENTAL IMPACT ASSESSMENT REGULATIONS
The Department for Infrastructure (DfI) had recently written to the Council (a copy of which was circulated) to advise that it had issued a consultation paper on proposals to amend the Planning (Environmental Impact Assessment) Regulations (NI) 2015.
The purpose of the consultation was to obtain views on the Department’s proposals for transposing and implementing European Directive 2014/52/EU, amending Directive 2011/92/EU on the effects of certain public and private projects on the environment, commonly referred to as the EIA Directive.
Copies of the Consultation Paper may be downloaded from the Planning Portal at www.planningni.gov.uk or the DfI website at www.infrastructure-ni.gov.uk and the closing date for response is 9 February 2017.
Proposed by Councillor Bingham Seconded by Alderman J Smyth and unanimously agreed that
Members respond on an individual or party basis.
ACTION BY: John Linden
ITEM 3.17
P/FP/LDP/3 – REPORTS ACCOMPANYING THE PREFERRED OPTIONS PAPER
A copy of the Sustainability Appraisal Interim Report, Interim Progress Report on Equality and Screening for Habitats Regulations Assessment Report had been circulated to all Members and as agreed at the December 2016 Planning Committee retrospective approval was now being sought for these documents.
Proposed by Councillor Beatty Seconded by Councillor Duffin and unanimously agreed that
Members agree to retrospectively approve the Sustainability Appraisal Interim Report, Equality Impact Interim Progress Report and the Screening for Habitats Regulations Assessment Report.
ACTION BY: John Linden
13 ITEM 3.18
P/FP/LDP/55 - CONSULTATION BY MID ULSTER DISTRICT COUNCIL
Mid Ulster District Council had written to announce the publication of their Preferred Options Paper (POP) relating to the Mid Ulster Local Development Plan 2030, and to invite any comments with regard to the document (letter circulated).
The Preferred Options Paper identified key strategic planning issues with specific regard to Mid Ulster District Council, and set out that Council’s preferred options for dealing with each issue. Comments made in relation to this POP would be taken into account in the preparation of the Mid Ulster Local Development Plan 2030.
Whilst the POP addressed key strategic planning issues in common with this Council, such as economic development, housing, and town centres and retailing, the detailed consideration of each and identification of proposed options or approaches were specific to Mid Ulster District Council.
Of particular relevance to Antrim and Newtownabbey were those issues that were likely to impact upon our common boundary. These related primarily to the protection of the environment through proposed designations in the vicinity of Lough Neagh, Lough Beg, and River Bann, and an envisaged transportation and connectivity strategy for Mid Ulster that could potentially influence the shape of future development within our Borough.
It was intended that Officers from the Council’s Forward Planning Section, which was taking forward work on the new Local Development Plan for the Borough, would issue a response to this consultation with regard to Mid Ulster District Council’s Preferred Options Paper.
Proposed by Councillor Duffin Seconded by Alderman J Smyth and unanimously agreed that the report be noted
ACTION BY: John Linden
ITEM 3.19
DATA SHARING AGREEMENTS FOR LOCAL DEVELOPMENT PLAN PREPARATION
The Planning Act (NI) 2011 set out the general requirements for preparing the Council’s Local Development. Section 3 of the Act – Survey of District – required a Council to keep under review the matters which may be expected to affect the development of its district or the planning of that development. Those matters included the principal physical, economic, social and environmental characteristics as well as population, communications, transport and traffic.
Survey information and research was essential to build the evidence base required to inform the plan preparation process. The Planning Section therefore required spatial
14 data from a variety of external organisations such as Land and Property Services, Water NI, SONI, gas and telecommunication companies.
Initial data requirements include:- Data Data Provider Enhanced property data Land and Property Services Utilities information Water NI NIE Firmus Energy Phoenix Natural Gas BT Virgin Media Land use information Forest Service
To gather this information from these organisations generally required the completion of a data sharing agreement. The Head of Planning was therefore seeking approval that authority to sign such agreements be delegated to Officers and would advise that the Committee would subsequently be notified of any data sharing agreements that are signed by officers on behalf of the Council.
Proposed by Councillor Beatty Seconded by Councillor Duffin and unanimously agreed that authority to sign data sharing agreements for spatial information that would help inform the Council’s Local Development Plan be delegated to the Head of Planning.
ACTION BY: John Linden
There being no further Committee business under Part 2 of the agenda the Chairman thanked everyone for their attendance and the meeting concluded at 7.50pm.
______MAYOR
Council Minutes have been redacted in accordance with the Freedom of Information Act 2000, the Data Protection Act 1998 and legal advice.
15
19 December 2016
Dear Stakeholder,
EXECUTIVE STRATEGY FOR CHILDREN AND YOUNG PEOPLE – LAUNCH OF PUBLIC CONSULTATION
The Children and Young People’s Strategy was launched today for formal public consultation and we would like to hear your views. The Strategy seeks to build upon the positive aspects of the previous strategy; considers the key issues facing our children and young people today; and outlines how Government will work collaboratively to improve the well-being of our children and young people.
The Strategy has been developed through a process of co-design which has seen engagement with a wide variety of stakeholders, parents, children and young people to get their views on how it can be best developed to make sure it will be fit for purpose.
The overarching aim of the Strategy is
“Working together to improve the well-being of children and young people living in Northern Ireland, delivering positive long lasting outcomes.”
The Strategy sets out 8 outcomes which support the improvement of well- being of children and young people in Northern Ireland.
You can access the Strategy and associated documents on the Department of Education’s website at: https://www.education-ni.gov.uk/consultations/children-and-young-peoples-strategy- 2017-2027 Easy-read and a young person’s versions of the consultation document are also provided.
The consultation will close at 5pm on 27 February 2017.
Public consultation events will also be held to gather views. More information on these events will be made available on the DE website.
Yours faithfully DRAFT
COUNCIL PROTOCOL FOR AMUSEMENT PERMIT APPLICATIONS
Introduction
1. This Protocol has been developed to regulate the practices and procedures in respect of Amusement Permit (“Permit”) applications which come before the Council for decision.
2. All new Amusement Permit applications will be brought to the full Council for decision.
3. Renewal of Permits will be dealt with by officers under the Councils Scheme of Delegation, except where there has been a request to make oral representations or there are objections to the application, in that case the application will be brought to full Council for decision.
4. This document is formulated in accordance with The Betting, Gaming, Lotteries and Amusements (Northern Ireland) Order 1985.
5. This document should be read alongside relevant provisions of the Council’s Standing Orders and the Code of Conduct for Councillors and is not intended to replace either document. The key aims of the protocol are to ensure that:
i. Those who apply for, or make representation to, applications before the Council are able to make informed representations and know the case which they have to meet; and ii. The Council makes decisions in a soundly based, lawful, and transparent way and in a timely and efficient manner.
6. Meetings of the Council will be open to the public, save for certain matters which may have to be dealt with in confidence for legal reasons or by decision of the Council.
7. Seating within the Council chamber will be limited according to venue capacity and associated fire and safety regulations.
8. The full Council can decide the following:
1 1) Grant the Permit 2) Grant the Permit with conditions 3) Refuse the Permit 4) Defer an application for further consideration or to obtain further information
Council decisions contrary to Officers recommendation
9. If the full Council makes a decision against an Officers recommendation then Members must state their reasons for doing so. In such circumstances a recorded vote will be taken.
10. As per the Councils Standing Orders any Member can call for a recorded vote.
Representations to full Council
11. An Applicant, or as the case may be, the holder of the amusement permit, or their representative having received the Councils notice of intention shall be afforded an opportunity to make an oral representation to the Council. Please see paragraphs 21 to 22 below which outline the circumstances where an Applicant can make a representation to the Council.
12. An oral representation can also be made to the Council by the sub-divisional commander of the PSNI or his/her representative.
13. The Applicant, or as the case may be, the holder of the amusement permit, or their representative must submit any new relevant information which was not submitted at the time of the Application to Environmental Health (in writing or by email) no later than 12 noon two working days prior to the Council meeting. Any such information may then be verified or investigated. Failure to do so may result in either the documentation being disregarded or the hearing being deferred.
14. Any documentation which is provided directly to any members of the Council must also be copied to Environmental Health so as to ensure that the issues raised can be fully investigated by officers prior to the Council meeting. Failure to do so may result in either the documentation being disregarded or the hearing being deferred.
15. Access to some documentation may be restricted for legal reasons or by decision of the Council. Information which is determined to be exempt by virtue of Schedule 6 of the Local Government (Northern Ireland) Act 2014 may be published where the Council considers that the public interest in disclosing same outweighs the public interest in maintaining the exemption.
16. Parties to an application will be subject to the following conditions:
1) Speakers, unless otherwise agreed in advance by the Council, shall consist of no more than 1 person;
2) Speakers, shall be permitted, as far as is reasonably practicable, a maximum of 5 minutes to address the Council;
2 3) Speakers will not be permitted to circulate papers to members at the Council meeting;
4) Speakers must continue to be seated and remain silent whilst other speakers are making representations to the Council;
5) Cross-examination, discussion or any type of debate between persons making representations to the Council shall not be permitted;
6) Once all representations have been made, the parties shall be permitted an opportunity to rebut any factual inaccuracies only which may have arisen from the oral representations of another speaker and in respect of which they have not had an opportunity to comment. This will be strictly limited to responding to any such issue and the party will not be permitted to rehearse any representations which have already been made;
7) The Council may, upon advice from officers, exclude any speakers and or members of the public, from being present during the whole or part of the time when any other representations are being made due to:
the confidential nature of information relevant to the application to be discussed; or for such other reasons as may be appropriate;
8) The Council may seek clarification from those who have spoken on any issues raised by them but should not enter into a debate with them;
9) Officers can address any issues raised during the course of representations from any party and the Council can question officers; and
10) The Council may agree to accept representations outside these procedures but will only do so in exceptional circumstances.
Criteria for deciding to grant an application
17. In accordance with The Betting, Gaming, Lotteries and Amusements (NI) Order 1985 the Council will have regard to the following statutory requirements:
1) The character, reputation and financial standing of the applicant; 2) The nature of the premises and activity proposed; 3) Opinion of the Police.
18. Each of the above requirements is outlined as follows:
1) The character, reputation and financial standing of the applicant In considering the fitness of an applicant to hold an amusement permit, the Council will take into account:
3 the character and reputation of the applicant, as corroborated by references from impartial and reliable sources, including the Police; and the financial standing of the applicant, as verified by independent credit check organisations and financial references.
2) The nature of the premises proposed The Council will aim to ensure that the nature of the premises proposed is appropriate for the location in question. This will involve careful consideration of the following matters:
how premises are illuminated; the form of advertising and window display; how notices are displayed on the premises.
3) Opinion of the Police The Council will have regard to the opinion of the Police when assessing an application, in relation to their views on the character and reputation of the applicant, as well as the location of the premises.
19. In addition to the above the Council will take into account the number and nature of documented submissions received from the general public when determining an application, particularly those from persons or representatives of persons in neighbouring properties.
20. The Council will also have regard to legislative requirements and other factors which are deemed relevant.
Appeals to the Council
21. Where the Council makes a decision to renew, grant, impose conditions or refuse an application for a Permit the Council must not less than 14 days prior to doing so, serve notice of its intention stating grounds for its decision on the Applicant, or as the case may be, the holder of the amusement permit.
22. The Applicant, or as the case may be, the holder of the amusement permit, must, within 14 days after the service of the said notice of intention, inform the Council in writing their desire to show cause in person or by a representative why the Council should not take the decision as outlined in the notice of intention.
23. After the Council has given the Applicant the opportunity of being heard by the Council in respect of the notice of intention the Council must then serve notice of the decision to the Applicant and provide information for the right of appeal of the Councils decision to the County Court, and such appeal must be lodged within 21 days from the date on which the notice of the Councils decision is served on the Applicant.
24. The decision of the County Court on an appeal shall be final and the Council shall give effect to that decision.
4 Role of Council Chairperson
25. It is the role of the Council Chairperson to chair the proceedings in such a way as to facilitate decisions which are consistent with the Council’s aims and to ensure that decisions are properly debated.
26. The Chairperson will ensure that those making representations to the Council adhere, as far as is practicable, to any time limits fixed for such presentations. These time limits will have been communicated to those making representations in advance of the meeting.
27. When hearing representations, the Chairperson will only permit questions to be put to persons appearing before the Council and will require Members engaging in debate to desist, until such time as all relevant information has been received.
28. The Chairperson may bring the questioning of any person appearing before the Council to a close provided s/he is satisfied that all relevant issues have been addressed. The Chairperson may also prevent duplication of questions being put.
29. In any circumstances in which relevant information has been omitted or appears to be deficient or requires further clarification or investigation, the Council should consider deferring the matter to the subsequent monthly meeting of the Council to allow the relevant information to be brought before it.
30. If a Member of the Council moves that the question be put to a vote and the Chairperson is of the opinion that the application before the Council has been sufficiently discussed, s/he shall put the motion to the vote.
Role of Council Members
31. The Council’s aim will be to make decisions which are sound, lawful, fair and transparent. In particular, Members of the Council should ensure that they take into account all relevant considerations and leave out of account irrelevant considerations.
32. Members must act fairly and be seen to act fairly. This means that they must have an open mind when considering an application and not pre-determine, or appear to pre-determine, an application before all of the evidence has been heard.
33. In considering any application only those members of Council that have been present in the Council Chamber for the entirety of the application shall be permitted to engage in the questioning of those making representations to the Council and to vote on the matter.
34. Members of the Council who have any pecuniary interest or other personal interest in a particular application before the Council should declare the same and withdraw from the meeting whilst that matter is being considered. The Member of the Council will not have to withdraw from the Council meeting if the circumstances outlined in paragraph 35 below apply.
5 35. If a Member of the Council is an Applicant, or as the case may be, the holder of an amusement permit, he/she or their representative can make a representation to the Council but that Member cannot vote on the application. If a Member is a representative for the Applicant or for the holder of a licence he/she may make a representation to the Council but that Member cannot vote on the application.
36. Any Member of the Council who feels they cannot remain impartial and wishes to support or object to an application at a Council meeting can do so in their capacity as a local Councillor. They will be subject to the conditions at paragraph 16 above. If they do so, they can appear before the Council and make representations but the Member cannot vote or take any other part in the application. The Member is not permitted to introduce or refer to any other information at the Council meeting other than that which has already been submitted to Members prior to the meeting. If a Member wishes to submit new information they must submit it to Environmental Health (in writing or by email) no later than 12 noon two working days prior to the Council meeting.
37. If legal advice is provided, the Council must have regard to any such advice before reaching a decision.
26 January 2017
6
Comments in response to DFP Consultation – Reforming the Rating System
PART 1: COMMERICAL RATES REFORM
1. Do you agree that retail should be the subject of any SBRR replacement scheme?
Yes. Retail, especially independent retail, is crucial to the sustainability and vitality of town centres. The sector has been struggling over the last decade and any support that can be provided through the rate relief will be welcomed.
2. Do you agree that hospitality should be the subject of any SBRR Replacement scheme?
Yes. The hospitality sector makes a significant contribution to the vitality of town centres attracting footfall and supporting other trade.
3. Will the policy proposal address the issue of helping to regenerate out towns and cities?
Yes but only as part of a wider package of incentives and interventions.
4. What uses should be considered retail and hospitality (and what should be excluded)?
Yes, as set out in Annex A.
5. Do you agree with the proposed conditions for entitlement?
Yes, these are a useful way to demonstrate economic impact and return on investment of public funds.
6. Should the balance of available relief be targeted at lower value or higher value properties?
Lower value, as these tend to be occupied by businesses that are struggling.
PART 1: SMALL BUSINESS EMPOWERMENT ZONES
7. Do you agree with piloting empowerment zones in these two areas?
Yes, the pilot areas should provide a valuable barometer to measure the potential impact that the scheme could have on similar places in other Council areas.
8. Do you agree with the special measures proposed for the zones?
Yes. The results of the pilot will be useful to evaluate in terms of their potential of transferability to other places.
1 | P a g e 9. Are there other ways in which the rating system should be used to help businesses in these areas?
No comment.
10. What partnership arrangements should be put in place in order to maximise the potential benefits of this proposal?
No comment.
11. What criteria should be used to judge the success of this proposal?
The number of vacant units that become occupied, the number of new businesses that start up and re-employment generated.
PART 1: REVITALISING OUR HIGH STREETS
12. Do you agree that the rating system should be used to incentivise behaviour?
Yes, subject to a business case that fully assesses the impact on income to Councils.
13. Do you agree that this proposal will help for these properties?
To some extent – a pilot scheme could be useful to assess the actual impact.
14. Do you agree with the limiting the incentive to the first occupier?
Yes to avoid the risk of speculators tasking advantage for financial gain.
15. What criteria should be used to judge the success of this proposal?
Number of vacant commercial properties converted to residential use; increase in town centre living; increase in new businesses/services in town centres.
PART 1: CHARITY SHOPS
16. Should charity shops be asked to pay a relatively small contribution to rates revenue?
Yes, in fairness to other traders and to help ensure that landlords are encouraged to find long term tenants for commercial properties in town centres.
17. Should exemption be capped for charity shops at £25,000 NAV? Do you agree with proposal to make commercial landlords liable for rates on short term lettings to charities?
Yes.
2 | P a g e PART 1: EMPTY PROPERTY RATES
18. Are there reasons as to why vacant property locally should be treated differently to other regions?
Whilst there may be an argument for some differentiation in favour of areas where there is acute economic deprivation, the criteria that address competiveness, efficiency and fairness as set out in paragraph 77 should apply.
19. Should a 75% charge apply here?
Yes, if it can be clearly demonstrated that the increases charge will have a positive effect on reducing the number of vacant commercial properties. Application of too high a rate charge may encourage removal of assets in some cases which removes the potential for longer term rate income and potential for economic activity in some cases. Application of rates should be considered along with a more detailed sensitivity analysis.
20. Are there other reasons why empty factories should not incur a vacant rating charge?
Application of too high a rate charge may encourage removal of the built asset in some cases which removes the potential for longer term rate income and potential for economic activity if the asset rate was applied at a lower level. Again application of rates should be considered along with a more detailed sensitivity analysis.
PART 1: MINES
21. What are the implications for the mining sector of removing this relief?
No comment.
PART 1: HALLS OF RESIDENCE
22. Do you agree that the current Halls of Residence exemption currently treats some students more favourably than other?
Yes, the current policy probably does favour some students over others in private rented accommodation. Exemption should only be removed if consideration can be given to a more equitable approach to rate relief for students.
23. Do you agree with the Departments assessment of this issue, following the earlier consultation this year?
Yes.
3 | P a g e PART 1: HARDSHIP RELIEF
24. Do you consider that hardship relief is necessary? If so what changes are needed?
Yes, to help those businesses that are struggling in town centres. More awareness should be raised of the hardship relief measures.
25. What criteria should be used?
The current criteria seem to be appropriate.
26. Please provide views on how this can be done without duplication the coverage provided by insurance?
It is assumed that smaller businesses typically do not carry insurance to protect them from the impact of the adverse market conditions listed in paragraphs 111 and 112.
27. Do you think hardship support should be administered differently?
Agree with the comments expressed in paragraph 123 but not in a position to suggest an alternative administration process.
PART 1: SPORT AND RECREATION RELIEF
28. Do you agree that spectator stands that do not generate income should be treated as part of the sport and recreation assessment?
Spectator stands which have a low capacity (e.g. under 750 seats) are unlikely to provide sufficient income generation to sustain club funds. Such facilities are more service related in small clubs and as such should be considered for relief under the assessment.
Smaller clubs who have made decisions to build spectator facilities to provide a service to users especially those who have needed grant assistance may be compromised if rates were to be applied especially where the club is tied into grant conditions to retain the asset.
Facilities with much higher capacity would see spectator income as a key commercial enterprise where high capacities and revenue potentials are greater.
29. Do you think that the present “de minimis” criteria creates an unfair advantage to some clubs?
Currently many golf clubs (private and municipal) are experiencing significant difficulties in recruiting members and maintaining membership rates and as such an additional increase in rates from removal of the ‘de minimis’ criteria could cause a negative impact on club sustainability.
4 | P a g e PART 2: THE RATES CAP
30. Do you agree that the capped system of domestic rates is unfair to the vast majority of ratepayers?
In the ANBC area the proportion of households which benefit from the existing rates cap is so relatively low at 142 as to have an insignificant impact on the vast majority of ratepayers; the estimate revenue forgone is approximately £162,000 for this Council area.
31. Do respondents consider that sufficient mitigations are in place to assist low income household (particularly asset rich income poor pensioners) that will be affected by this policy?
Based on the information provided there would seem to be sufficient mitigating measures in place currently but this should be revisited once the future impact of the introduction of Universal Credit is known.
32. Do you think that additional safeguards need to be implemented in order to mitigate hardship caused by the proposal to lift the cap in respect of the regional rate element of the bill?
This should be subject to a full evaluation of the impact of the introduction of Universal Credit will have on low income households.
PART 2: EARLY PAYMENT DISCOUNT
33. Do you agree with the Department’s assessment that the Early Payment Discount is unnecessary and unaffordable?
The Department should follow best commercial practise to maximise recovery rates and minimise recovery costs. Indeed, incentivising payment by direct debit and making additional charges for cash payment may be a better model. A full sensitivity analysis should inform the business case to amend the current system.
34. Do you agree that the policy should be phased out, before its removal?
With adequate communication it should not be necessary to take a phased approach.
PART 2: LANDLORD ALLOWANCES
35. Do you agree with the proposal to reduce landlord allowances to 5%?
No comment.
5 | P a g e 36. What impact do you think this will have?
No comment.
37. Do you agree that the cut in allowances should be applied universally across all sectors?
No comment.
PART 2: ENERGY EFFICIENT NEW HOMES
38. Do you agree with the proposal to provide a rates incentive for newly built energy efficient homes?
It is not clear from the consultation document what standard is hoped to be achieved or a definition of a low energy building. However in principle any efforts to increase the volume of new build energy efficient homes is to be welcomed. We would suggest that any standard chosen should exceed the NZEB (nearly zero energy building) level which will be a statutory requirement by 2020). Measures are needed to incentivise home owners to undertake energy efficient measures to existing homes which make up a significantly higher proportion of the housing stock in Northern Ireland. Measures in this area would have a much more significant impact in terms of reducing energy consumption for a wider range of people.
39. What are your views on an appropriate standard, reliable assessment and safeguards?
Until there is clarity on what standard is to be achieved it is difficult to consider what safeguards would be most appropriate. We agree the auditability of the metric is crucial and suggest it should relate to what is built on site as opposed to what is proposed. Based on the suggestions contained within the consultation paper we feel an assessment such an as built Energy Performance Certificate may be the most effective means to measure the energy efficiency of the property.
40. Do you agree with limiting the incentive to the first occupier?
We disagree with limiting it to the first occupier as this should be about the efficiency of the building for a defined time period and not the ownership of a home.
41. What criteria should be used to judge the success of such a measure?
A simple measure could be the number of homes who, when audited, meet the requirements of the rates incentive proposals. However we reiterate that much more significant positive impacts could be achieved by incentivising energy efficiency measures to existing homes as they are a vastly greater percentage of the building stock on Northern Ireland.
6 | P a g e