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BELFAST CITY COUNCIL
SUMMONS TO ATTEND THE MONTHLY MEETING OF THE COUNCIL
TO; THE RIGHT HONOURABLE THE LORD MAYOR AND COUNCILLORS OF BELFAST CITY COUNCIL
Notice is hereby given that the monthly meeting of the City Council will be held in the Council Chamber, City Hall, Belfast on Monday, 1st July, 2013 at 6.00 pm, for the transaction of the following business:
1. Reading of Scriptures
2. Chief executive to submit Summons convening the meeting
3. Apologies
4. To take as read and confirm the minutes of the An nual Meeting of the Council of 3rd June (Pages 3 - 18)
5. To receive official announcements and memorials, if any.
6. Change of Membership on Committees
7. To receive and adopt the minutes of the proceedings of the Committees as follows:
a) Strategic Policy and Resources Committee of 7th June (Pages 19 - 28)
b) Strategic Policy and Resources Committee of 21st June (Pages 29 - 104)
c) Appointment of Members to the Statutory Transition Committee
d) Belfast Voluntary Transition Committee of 7th June (Pages 105 - 116)
e) Parks and Leisure Committee of 13th June (Pages 117 - 158)
f) Development Committee of 4th June (Pages 159 - 164)
g) Development Committee of 20th June (Pages 165 - 206)
h) Health and Environmental Services Committee of 5th June (Pages 207 - 234)
i) Licensing Committee of 19th June (Pages 235 - 272)
j) Town Planning Committee of 30th May (Pages 273 - 276)
k) Town Planning Committee of 6th June (Pages 277 - 288)
l) Town Planning Committee of 20th June (Pages 289 - 294)
m) Town Planning Committee of 24th June (Pages 295 - 298)
8. Notice of Motion
a) The Disappeared (Pages 299 - 300)
The Members of Belfast City Council are hereby summoned to attend.
PETER McNANEY
Chief Executive
Page 3 Agenda Item 4
Council
ANNUAL MEETING OF BELFAST CITY COUNCIL
Held in the City Hall on Monday, 3rd June, 2013 at the hour of 6.00 o’clock p.m., pursuant to Notice.
Members present: The Right Honourable the Lord Mayor (Alderman Robinson) (Chairman); the Deputy Lord Mayor (Councillor Cunningham); the High Sheriff (Councillor Kingston); Aldermen Browne, Campbell, Ekin, Humphrey, McCoubrey, R. Newton, R. Patterson, Rodgers, Smyth, Stalford and Stoker; Councillors Attwood, Austin, M. E. Campbell, Convery, Corr, Curran, Garrett, Groves, Haire, Hanna, Hargey, Hartley, Hendron, Hussey, Jones, Keenan, Kelly, Kyle, Lavery, Mac Giolla Mhín, Mallon, Maskey, Mullan, McCabe, McCarthy, McKee, McNamee, McVeigh, A. Newton, Ó Donnghaile, Ó Muilleoir, O’Neill, L. Patterson, Reynolds, Spence, Thompson and Webb.
Reading of Scriptures
In accordance with Standing Order 9, the Lord Mayor read a passage from the Scriptures. Summons
The Chief Executive submitted the summons convening the meeting.
Filming and Recording of Proceedings
The Chief Executive reported that requests had been received from a number of broadcasting companies for permission to film and record the election and installation of the Lord Mayor and the Deputy Lord Mayor. He asked that the Council indicate whether it wished to accede to the requests.
The Council granted the permission sought.
Expressions of Thanks
The Lord Mayor (Alderman Robinson) reviewed his year in office and expressed his appreciation for the support which he had received from his family, the Deputy Lord Mayor (Councillor Cunningham), the High Sheriff (Councillor Kingston) and the former High Sheriff (Alderman M. Campbell). He thanked also the staff who had assisted him during the previous year and placed on record his appreciation for the support which he had received from all Members of the Council.
The Deputy Lord Mayor (Councillor Cunningham) reviewed her year in office and expressed her gratitude for the support which she had received from the Lord Mayor.
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She placed on record her thanks for the support which she had received from her family and Members throughout her term and for the advice and assistance of all staff.
Tributes
Representatives of each of the Political Parties on the Council paid tribute to the Lord Mayor and the Deputy Lord Mayor for the manner in which they had fulfilled their duties during their year in office.
Election of Lord Mayor
Nominations were invited for the Office of Lord Mayor for the ensuing year.
Councillor Ó Muilleoir was proposed by Councillor McVeigh and seconded by Councillor Hargey.
Accordingly, it was
Resolved – That Councillor Máirtín Ó Muilleoir be and is hereby elected Lord Mayor of the City of Belfast for the period to end on the date of the Annual Meeting of the Council to be held in June, 2014.
Councillor Ó Muilleoir, having been conducted to the dais by Councillors McVeigh and Hargey, was installed in Office and subscribed to the Declaration of Acceptance of Office.
(The Right Honourable the Lord Mayor, Councillor Ó Muilleoir, in the Chair.)
Councillor Ó Muilleoir expressed his gratitude to the Members for the honour which they had bestowed upon him by electing him to the Office of Lord Mayor and paid tribute to the previous Lord Mayor and Deputy Lord Mayor for the manner in which they had carried out their duties.
Election of Deputy Lord Mayor
The Lord Mayor invited nominations for the post of Deputy Lord Mayor for the ensuing year.
Alderman Stalford was proposed by Alderman Humphrey and seconded by Councillor Reynolds.
Accordingly, it was
Resolved – That Alderman Christopher Stalford be and is hereby elected Deputy Lord Mayor of the City of Belfast for the period to end on the date of the Annual Meeting of the Council to be held in June, 2014
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Annual Meeting of Council, Monday, 3rd June, 2013
Alderman Stalford, having been conducted to the dais by Alderman Humphrey and Councillor Reynolds, was installed in Office and subscribed to the Declaration of Acceptance of Office. He then thanked the Members for his election.
Minutes
Meeting of the Council of 1st May, 2013
Moved by the Right Honourable the Lord Mayor, Seconded by Councillor McCarthy and
Resolved – That the minutes of the proceedings of the Monthly Meeting of the Council of 1st May be taken as read and signed as correct.
Appointment of Members to Standing Committees
The Council considered the appointment of Members to the Standing Committees and it was
Resolved – That the Standing Committees as set out below, having been constituted to conform with Acts of Parliament, Standing Orders and Resolutions of the Council, be and they are hereby appointed for the period to end on the date of the Annual Meeting to be held in June, 2014:
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Annual Meeting of Council, Monday, 3rd June, 2013
Strategic Policy and Resources Committee
SF Seats 7
Councillor Corr Councillor Hargey
Councillor Lavery Councillor Mac Giolla Mhin
Councillor Maskey Councillor McCabe
Councillor McVeigh
DUP Seats 7
Alderman M. Campbell Councillor Haire
Alderman R. Newton Councillor A. Newton
Councillor Reynolds Alderman Robinson
Councillor Spence
SDLP Seats 3
Councillor Attwood Councillor McCarthy
Councillor Mullan
ALL Seats 2
Councillor Hendron Councillor Jones
UUP Seats 1
Alderman Browne
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Development Committee
SF Seats 7
Councillor Austin Councillor Garrett
Councillor Hargey Councillor Hartley
Councillor Mac Giolla Mhin Councillor Maskey
Councillor O’ Donnghaile
DUP Seats 6
Councillor Hussey Councillor Kingston
Alderman McCoubrey Councillor Reynolds
Councillor Spence Alderman Stalford
SDLP Seats 3
Councillor Convery Councillor Keenan
Councillor Kelly
ALL Seats 2
Alderman Ekin Councillor Webb
UUP Seats 1
Alderman Stoker
PUP Seats 1
Councillor Kyle
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Health and Environmental Services Committee
SF Seats 6
Councillor Austin Councillor M. E. Campbell
Councillor Corr Councillor Garrett
Councillor Hartley Councillor O’ Neill
DUP Seats 6
Alderman M. Campbell Councillor Hussey
Councillor Kingston Councillor McKee
Councillor L. Patterson Councillor Thompson
SDLP Seats 3
Councillor Keenan Councillor Kelly
Councillor McCarthy
ALL Seats 3
Councillor Curran Councillor Jones
Councillor McNamee
UUP Seats 1
Alderman Browne
PUP Seats 1
Councillor Kyle
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Annual Meeting of Council, Monday, 3rd June, 2013
Licensing Committee
SF Seats 6
Councillor M. E. Campbell Councillor Lavery
Councillor Cunningham Councillor Ó Donnghaile
Councillor Groves Councillor O’Neill
DUP Seats 6
Councillor Hussey Alderman McCoubrey
Alderman R. Patterson Councillor Reynolds
Councillor Spence Alderman Stalford
SDLP Seats 3
Councillor Attwood Councillor Keenan
Councillor Mallon
ALL Seats 2
Alderman Ekin Councillor Jones
UUP Seats 2
Alderman Rodgers Alderman Stoker
PUP Seats 1
Alderman Smyth
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Annual Meeting of Council, Monday, 3rd June, 2013
Parks and Leisure Committee
SF Seats6
Councillor Corr Councillor Cunningham
Councillor Hartley Councillor Mac Giolla Mhin
Councillor McCabe Councillor O’ Donnghaile
DUP Seats 6
Councillor Haire Councillor Hussey
Alderman Humphrey Councillor McKee
Alderman Robinson Councillor Thompson
SDLP Seats 4
Councillor Convery Councillor Hanna
Councillor Mallon Councillor Mullan
ALL Seats 2
Councillor Hendron Councillor McNamee
UUP Seats 1
Alderman Rodgers
PUP Seats 1
Councillor Kyle
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Town Planning Committee
SF Seats 6
Councillor Austin Councillor M. E. Campbell
Councillor Cunningham Councillor Garrett
Councillor Lavery Councillor O’ Neill
DUP Seats 6
Alderman M. Campbell Councillor Haire
Councillor A. Newton Alderman McCoubrey
Councillor L. Patterson Alderman R. Patterson
SDLP Seats 3
Councillor Hanna Councillor McCarthy
Councillor Mullan
ALL Seats 3
Councillor Curran Councillor Hendron
Councillor Webb
UUP Seats 1
Alderman Rodgers
PUP Seats 1
Alderman Smyth
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Appointment of Chairmen and Deputy Chairmen of Standing Committees
The Council considered the appointment of Chairmen and Deputy Chairmen of the Standing Committees and it was
Resolved – That, in accordance with Standing Order 42, the Chairmen and the Deputy Chairmen of the Standing Committees as set out below are hereby appointed for the period to end on the date of the Annual Meeting of the Council to be held in June, 2014:
Committee Chairmanships Deputy Chairmanships DUP SF Strategic Policy and Resources Committee Alderman Robinson Councillor Maskey
SF DUP Development Committee Councillor Hargey Councillor Hussey
SF SDLP Health and Environmental Services Committee Councillor Corr Councillor Keenan
All SF Licensing Committee Alderman Ekin Councillor O’ Neill
DUP SF Parks and Leisure Committee Councillor McKee Councillor Mac Giolla Mhin
SDLP DUP Town Planning Committee Councillor Hanna Alderman M. Campbell
Change of Membership
The Council was advised that notification had been received from Sinn Féin indicating that it wished Councillor Garrett to replace Councillor McVeigh on the Policing and Community Safety Partnership.
The Council approved the aforementioned change.
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Strategic Policy and Resources Committee and Belfast Voluntary Transition Committee
Moved by Alderman Robinson, Seconded by Councillor Thompson,
That the minutes of the proceedings of the Strategic Policy and Resources Committee of 26th April, 10th and 24th May, 2013 and the Belfast Voluntary Transition Committee of 10th May, 2013 be approved and adopted.
Amendment
Armed Forces Day
Moved by Councillor Reynolds, Seconded by Alderman Rodgers,
That the minute of the Strategic Policy and Resources Committee of 24th May under the heading “Armed Forces Day” be amended to provide that the Council agrees to fly the Armed Forces Day Flag for the period from 24th till 29th June, 2013.
On a vote by show of hands twenty-seven Members voted for the proposal and twenty-four against and it was declared carried.
(The Deputy Lord Mayor, Alderman Stalford, in the Chair.)
Amendment
Abolition of the Northern Ireland Housing Executive
Moved by Councillor McCarthy, Seconded by Councillor McNamee and
Resolved – That the minute of the Strategic Policy and Resources Committee of 24th May under the heading “Abolition of the Northern Ireland Housing Executive” be amended to provide that the Council agrees that a letter be forwarded to the Chief Executive of the Northern Ireland Housing Executive expressing concern regarding the difficulties which had been experienced by Elected Members in contacting Area Managers to discuss housing issues on behalf of their constituents.
(The Right Honourable the Lord Mayor, Councillor Ó Muilleoir, in the Chair.)
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Amendment
Irish Language Officers’ Scheme – Possible 50% Funding Availability
Moved by Councillor Reynolds, Seconded by Alderman Campbell,
That the decision of the Strategic Policy and Resources Committee of 24th May under the heading “Irish Language Officers’ Scheme – Possible 50% Funding Availability” be rejected and the Council agrees not to make an application to Foras na Gaeilge for financial assistance.
On a vote by show of hands twenty-seven Members voted for the proposal and twenty-three against and it was declared carried.
Crumlin Star Football Club
At the request of Councillor Mallon, and with the permission of the Council, it was agreed that a report be submitted to the Strategic Policy and Resources Committee which would outline the options available to the Council to provide hospitality to mark the achievements of Crumlin Star Football Club.
Adoption of Minutes
Subject to the foregoing amendments, the minutes of the proceedings of the Strategic Policy and Resources Committee of 26th April, 10th and 24th May, 2013 and the Belfast Voluntary Transition Committee of 10th May, 2013 were approved and adopted.
Parks and Leisure Committee
Moved by Councillor McKee, Seconded by Alderman Rodgers,
That the minutes of the proceedings of the Parks and Leisure Committee of 9th May be approved and adopted.
Belfast Zoo
The Lord Mayor agreed to host a reception for Zoo staff in recognition of their success at the Northern Ireland Tourism Awards.
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Request for Matter to be Taken Back to the Committee
Grove Wellbeing Centre – Provision of Pool Seating
At the request of Alderman Browne, and with the permission of the Council, the Chairman (Councillor McKee) agreed to take back the above-mentioned minute for further consideration.
Adoption of Minutes
Subject to the foregoing omission, the minutes of the proceedings of the Parks and Leisure Committee of 9th May were approved and adopted.
Development Committee
Moved by Councillor Hargey, Seconded by Councillor Webb,
That the minutes of the proceedings of the Development Committee of 7th and 21st May be approved and adopted.
Request for Matter to be Taken Back to the Committee
C. S. Lewis
At the request of Alderman Newton, and with the permission of the Council, the Chairman (Councillor Hargey) agreed to take back the minute of the meeting of 21st May under the heading of “C. S. Lewis” for further consideration.
Amendment
St. Patrick’s Day
Moved by Alderman Stoker, Seconded by Councillor Kingston,
That the decision of the Development Committee of 21st May under the heading “St. Patrick’s Day” be amended to provide that the recommendations within the report be adopted on the basis that a sum of £140,000 be made available initially and that no request for further financial assistance be made to the Strategic Policy and Resources Committee during the current financial year.
On a vote by show of hands sixteen Members voted for the proposal and twenty-nine against and it was declared lost.
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Amendment
Bursary Scheme - Prince’s Trust
Moved by the High Sheriff (Councillor Kingston), Seconded by Councillor Hussey,
That the decision of the Development Committee of 7th May under the heading “Bursary Scheme - Prince’s Trust” be amended to provide that the full amount of £50,000 be provided to the Prince’s Trust, including the amount requested for administrative costs.
On a vote by show of hands fourteen Members voted for the proposal and twenty-eight against and it was declared lost.
Amendment
European Social Fund – Match Funding Requests
Moved by Councillor O’Neill, Seconded by Councillor Attwood,
That the decision of the Development Committee of 21st May under the heading “European Social Fund – Match Funding Requests” be rejected and accordingly the Council agrees to provide match funding as requested to the three projects to the sum of £59,509.
On a recorded vote, twenty-three Members voted for the amendment and twenty-one against and it was declared carried.
For 23 Against 21
The Lord Mayor (Councillor Ó Muilleoir); The Deputy Lord Mayor (Alderman Councillors Attwood, Austin, Convery, Stalford); The High Sheriff (Councillor Corr, Cunningham, Garrett, Groves, Kingston), Aldermen Campbell, Ekin, Hanna, Hargey, Hartley, Keenan, Kelly, McCoubrey, R. Patterson, Robinson, Lavery, Mac Giolla Mhín, Mallon, Maskey, Rodgers and Stoker; Councillors Curran, Mullan, McCabe, McCarthy, McVeigh, Haire, Hendron, Hussey, Jones, McKee, Ó Donnghaile and O’ Neill. McNamee, L. Patterson, Reynolds, Spence, Thompson and Webb.
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Adoption of Minutes
Subject to the foregoing amendment in relation to the European Social Fund and to the omission of the minute regarding C. S. Lewis, the minutes of the proceedings of the Development Committee of 7th and 21st May were approved and adopted.
Health and Environmental Services Committee
Moved by Councillor Corr, Seconded by Councillor Lavery and
Resolved - That the minutes of the proceedings of the Health and Environmental Services Committee of 20th May be approved and adopted.
Ruinous and Dilapidated Buildings
At the request of Councillor McNamee, the Chairman agreed that a report be submitted for the Committee’s consideration in respect of the Council’s future role in addressing in partnership the issue of Ruinous and Dilapidated Buildings in Belfast.
Resolutions re: Belfast City Council Traffic Regulations
Moved by Councillor Corr, Seconded by Councillor Lavery and
Resolved – That the Council agrees to pass the Resolutions in respect of the Belfast City Council Traffic Regulations, as set out on the summons and within the minutes of the Health and Environmental Services Committee of 20th May, and to be effective from 3rd June, 2013.
Licensing Committee
Moved by Alderman Ekin, Seconded by Councillor Lavery and
Resolved – That the minutes of the proceedings of the Licensing Committee of 7th and 15th May, omitting those matters in respect of which the Council had delegated its powers to the Committee, be approved and adopted.
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Town Planning Committee
Moved by Councillor Hanna, Seconded by Councillor Lavery and
Resolved – That the minutes of the proceedings of the Town Planning Committee of 2nd and 16th May, omitting those matters in respect of which the Council had delegated its powers to the Committee, be approved and adopted.
Lord Mayor Chairman
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Strategic Policy and Resources Committee
Friday, 7th June, 2013
MEETING OF STRATEGIC POLICY AND RESOURCES COMMITTEE
Members present: Alderman Robinson (Chairman); Alderman M. Campbell; Councillors Attwood, Corr, Haire, Hargey, Hendron, Jones, Lavery, Maskey, McCabe McCarthy, McVeigh, Mac Giolla Mhín, A. Newton, Reynolds and Spence.
In attendance: Mr. P. McNaney, Chief Executive; Mr. R. Cregan, Director of Finance and Resources; Mr. G. Millar, Director of Property and Projects; Mr. S. McCrory, Democratic Services Manager; and Mr. J. Hanna, Senior Democratic Services Officer.
Apology
An apology for inability to attend was reported from Alderman R. Newton.
Minutes
The minutes of the meetings of 26th April and 10th and 24th May, were taken as read and signed as correct. It was reported that those minutes had been adopted by the Council at its meeting on 3rd June, subject to:
(1) The amendment of the minute of 24th May under the heading “Armed Forces Day” to provide that the Council agrees to fly the Armed Forces Day flag through the period from 24th till 29th June, 2013.
(2) The amendment of the minute of 24th May, under the heading “Abolition of the Northern Ireland Housing Executive” to provide that the Council agrees that a letter be forwarded to the Chief Executive of the Northern Ireland Housing Executive expressing concern regarding the difficulties which had been experienced by Elected Members in contacting Area Managers to discuss housing issues on behalf of their constituents.
Declarations of Interest
No declarations of interest were reported.
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Democratic Services Governance
The Belfast Education and Library Board
(Mr. J. Walsh, Legal Services Manager, attending in connection with this item.)
The Committee considered the undernoted report:
“1 Relevant Background Information
At its meeting on 10 May 2013 the Committee considered a report submitted by the Democratic Services Manager in relation to the ongoing issue of appointments to the Belfast Education & Library Board. In that report, the Committee was reminded that correspondence has been received from the Department of Education indicating that, following the selection process which had been carried out to appoint 4 Members to the Board from the 8 names submitted, which involved the completion of application forms by the nominees, an eligibility sift of applications against the criteria and, for those who met the eligibility criteria, a conversation with a purpose, the outcome was that three of the nominees did not progress beyond the eligibility sift stage and one candidate had withdrawn from the process.
This resulted in only four eligible candidates remaining in the process and the Minister for Education subsequently asked for the current pool of candidates to be augmented before he made his choice of candidates to be appointed. The Department had therefore requested the Council to submit an additional four nominations, who would be required to undergo the same selection process as that set out above. Effectively, the Minister is insisting that he has a pool of 8 eligible nominations from which he can then proceed to make the appointment.
At the meeting of 10 May, the Committee deferred consideration of the above report to enable a legal opinion to be obtained regarding the decision of the Minister of Education.
2 Key Issues
2.1 The legislative position in relation to the appointment of members to the Education & Library Boards is set out in the Education & Libraries (NI) Order 1986. Article 3 of the 1986 Order provides for the establishment of the 5 existing Education & Library Boards, and further provides that the Boards shall be constituted in accordance with the provisions of Schedule 2 of the Order.
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2.2 Paragraph 2 (1) of Schedule 2 provides that the Department of Education shall determine the total number of members to be nominated to a Board by the relevant district council, and the number to be nominated by each district council. Each council is required to select the members of the council to be nominated by it and to send to the Head of the Department the names and addresses of the persons so nominated. There is no requirement in the Schedule as to the methodology to be employed by the councils in selecting the members to be nominated, but the Schedule goes on to provide that if a district council fails to nominate members to a Board, or fails to nominate the requisite number of such members, then the Head of the Department has the default power to make the nominations himself on behalf of the council.
2.3 There is nothing in the Schedule which defines the “requisite number of members” but the Department of Education has referred throughout its correspondence with the Council to the ‘principle of Ministerial choice’.
2.4 The Department has also referred to the fact that appointments of members to the Education & Library Boards are made in accordance with the Code of Practice of the Commissioner for Public Appointments (CPA).
2.5 In the current version of the Code of Practice for Public Appointments in NI (Sept 2012), it is made clear that responsibility for appointments rests with the relevant Minister, and the whole thrust of the guidance is that, while ultimate responsibility for the making of appointments rests with the Minister, nevertheless appointments of holders of public office should be made on the basis of merit. Departments are accordingly charged with the responsibility of ensuring that the principle and practices contained in the Commissioner’s Code are upheld throughout every public appointment recruitment competition.
2.6 It is clear from the reading of the Code that the objective of the appointment process is to provide for a transparent and fair selection process, with a view to presenting a pool of qualified candidates from which the Minister can then proceed to make his or her final choice. That is also reflected in the guidance issued by the First Minister and Deputy First Minister in relation to public appointments, of which provides that ‘ultimate responsibility for appointments rests with the Minister and the Minister’s approval is required before an appointment process can begin and that in keeping with the principle of ministerial choice, departments should provide advice and request guidance from the Minister as to how
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he/she would wish to have details of recommended candidates presented to him/her.’
2.7 It is also relevant to note that the Office of the Commissioner for Public Appointments in England and Wales has published a document ‘Procedures for Making Formal Nominations to Public Bodies’, which includes an express stipulation that ‘Departments should request at least two nominees for each vacancy and encourage such nominating bodies to comply with this request, as it upholds the Commissioner’s Code of Practice principle of ministerial choice.’
2.8 It follows from the foregoing that it is a matter for the Northern Ireland Departments to decide on the precise procedure of any particular appointment process, subject to compliance with the relevant provisions of the CPA Code of Practice and the OFM/DFM guidance. Clearly, the procedure must also comply with general administrative law provisions in terms of being reasonable, fair and fit for purpose.
2.9 In this case the Department of Education, and the Minister, have decided that the appointment procedure, in terms of providing a requisite number of nominations, should provide for a pool of 8 eligible candidates, from which the Minister can then make 4 appointments. The eligibility requirement clearly satisfies the principle of merit referred to in the CPA Code of Practice, whilst the requirement to have a pool of 8 candidates upholds the principle of Ministerial choice. The process for appointment of members to the BELB as adopted by the Department follows best practice and is accordingly legally sound.
3 Resource Implications
3.1 None.
4 Equality and Good Relations Implications
4.1 The Democratic Services Manager in his report of 10 May (copy attached at Appendix 1) noted that the identification of those Parties entitled to nominate Members for consideration for appointment is based upon the Council’s accepted system of proportionality. There are therefore no relevant equality and good relations implications.
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5 Recommendations
5.1 The Committee is requested to note the foregoing legal advice and to give further consideration to the appended report of the Democratic Services Manager.”
APPENDIX 1
“1 Relevant Background Information
1.1 Members will recall that, at the meeting on 18th May, 2012, the Committee was reminded that correspondence has been received from the Department of Education indicating that, following the selection process which had been carried out to appoint 4 Members to the Board from the 8 names submitted, which involved the completion of application forms by the nominees, an eligibility sift of applications against the criteria and, for those who met the eligibility criteria, a conversation with a purpose, the outcome was that three of the nominees did not progress beyond the eligibility sift stage and one candidate had withdrawn from the process.
1.2 This has resulted in only four eligible candidates remaining in the process and the Minister for Education has asked for the current pool of candidates to be augmented before he made his choice of candidates to be appointed. The Department had therefore requested the Council to submit an additional four nominations, who would be required to undergo the same selection process as that set out above. It was noted at that time that those Councillors who had previously been nominated and who did not progress beyond the eligibility sift would not be eligible for re-nomination.
1.3 The Committee agreed that the Minister be requested to make as many appointments as possible from those candidates who had already been deemed to be appointable, in line with the Council’s d’Hondt system of proportionality which provided that the four appointments should comprise two Sinn Féin Party representatives and one each from the Democratic Unionist and Social Democratic and Labour Parties, with any places remaining unfilled using this process to be selected from those Parties which had not been offered their entitlement. In addition, the Committee agreed that should the Minister not agree to make such appointments, then the undernoted process should be employed to select the additional four nominations:
Choice 11 – Democratic Unionist Choice 12 – Sinn Fein
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Choice 13 – Democratic Unionist Choice 14 – Alliance
1.4 However, if the Democratic Unionist Party maintained its previous position of only submitting one candidate (which it had already done as part of the process in October, 2011), then the nominations from the Parties willing to supply names would fall to:
Choice 12 – Sinn Fein Choice 14 – Alliance Choice 15 – Ulster Unionist Choice 16 – Sinn Fein
1.5 Correspondence was received from the Department indicating that the Minister was unwilling to make any appointments to the Board until he received an additional 4 nominations from the Council and those persons have completed the selection process. Accordingly, in line with the Committee decision of 18th May, the Party Leaders concerned were to be requested to provide the names of suitable candidates.
1.6 However, at the Council meeting on 3rd April, that decision was amended to provide that the Minister be requested to appoint the four current nominees from the Council who had successfully passed the eligibility sift. A letter was sent to the Department of Education on 8th April making this request.
2 Key Issues
2.1 A response has been received from the Department (copy attached at Appendix 1) indicating that the Minister has considered the request from the Council but has confirmed that he is unwilling to make any appointments to the Board until the Council provides the names of an additional four nominees.
2.2 The Committee will be aware that this matter has been under discussion between the Department of Education and the Council for a considerable time and the Council has expressed its frustration that the Board continues to operate without any local political input. In order to move things towards a resolution, it is recommended that the four names are sought from those political parties eligible to nominate under the d’Hondt table of choices. If any Party refuses to nominate a Member then that choice will pass to the next eligible Party until the four places are filled.
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3 Resource Implications
3.1 None.
4 Equality and Good Relations Implications
4.1 The identification of those Parties entitled to nominate Members for consideration for appointment is based upon the Council’s accepted system of proportionality. There are, therefore no relevant equality and good relations implications.
5 Recommendations
5.1 The Committee is requested to agree to the process set out in paragraph 2.2 for the identification of the four additional Council nominees.”
The Committee agreed to adopt the process as set out in paragraph 2.2 in the appendix to the main report.
Finance/Value for Money
Royal Scottish Pipe Band Championships
(Mr. J. McGrillen, Director of Development, attended in connection with this item.)
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 In April 2013 the Development Committee agreed to bid for, and if successful, stage a major pipe band championship in 2014 and 2015. This was approved subject to the Strategic, Policy & Resources Committee agreeing to in an increase in the specified reserve by an additional £120,000 to accommodate the proposal to host a Belfast International Piping Championship in 2014 and 2015 (total cost per annum of £180,000).
1.2 Therefore, the purpose of this report is to seek approval from the Strategic, Policy and Resources Committee to increase the specified reserve for major events by £120,000. This will allow BCC to place a bid with the Royal Scottish Pipe Association (RSPBA) to host a major piping championship in 2014 and 2015.
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2 Key Issues
2.1 Officers have met and engaged in discussions with the RSPBA in regard to a new championship that the Association wish to create. This event would be a replacement to the Cowel Championship which comes to a close this year. The new event would be one of the Association’s ‘big five’ competitions which include: the World; European; British; Scottish and All- Ireland events.
2.2 The annual cost to Council would be circa £180,000 and would include an £80,000 yearly fee to the RSPBA. It is estimated between 100 and120 bands would attend this event.
2.3 Currently £240,000 has been allocated in the Council’s specified reserves in order to host major piping events over a two year period. However, market analysis by the RSPBA has indicated that an additional £120,000 would be required, bringing the Council’s contribution to £360,000 over two years.
3 Resource Implications
3.1 Financial
The financial implications are as follows:
The total two year cost would be £360,000 to bid and deliver the 2014 and 2015 Belfast International Piping Championship (working title)
3.2 Personnel
None at the current moment.
4 Equality and Good Relations Considerations
There are no relevant equality and good relations implications. However, as with all major civic events, public events like those listed have the potential to bring together people from a wide range of backgrounds and therefore promote good relations in the city.
5 Recommendations
Committee are requested to consider:
That an additional £120,000 is set aside within the Council’s specified reserves to assist in the securing and staging of two major international piping events in 2014 and 2015. Total cost of the two championships over the two years would be £360,000.”
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The Committee agreed to an additional £120,000 being set aside within the Council’s specified reserve to assist in the securing and staging of two major international piping events in 2014 and 2015.
Chairman
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This page is intentionally left blank Page 29 Agenda Item 7b
Strategic Policy and Resources Committee
Friday, 21st June, 2013
MEETING OF STRATEGIC POLICY AND RESOURCES COMMITTEE
Members present: Alderman Robinson (Chairman); Aldermen Browne and R. Newton; Councillors Attwood, Corr, Haire, Hargey, Hendron, Jones, Lavery, Maskey, Mullan, McCabe, McVeigh, Mac Giolla Mhín, A. Newton, Reynolds and Spence.
In attendance: Mr. P. McNaney, Chief Executive; Mr. C. Quigley, Town Solicitor/Assistant Chief Executive; Mr. R. Cregan, Director of Finance and Resources; Mr. G. Millar, Director of Property and Projects; Mr. S. McCrory, Democratic Services Manager; and Mr. J. Hanna, Senior Democratic Services Officer.
Apologies
Apologies for inability to attend were reported from Alderman M. Campbell and Councillor McCarthy.
Declarations of Interest
Councillor Mullan declared an interest in respect of Item 3e, Integrated Stadia Regeneration, in so far as she was related to an individual associated with the contractors appointed by the Irish Football Association for the Windsor Park Development; and Councillor Hargey declared an interest in Item 9a, Minutes of Meeting of Good Relations Partnership, in so far as it related to the minute regarding the Update on the Bonfire Management Programme in that she was involved with the Clonard Partnership.
Presentation
Queen’s University – Development Plans
The Committee was advised that this item had been withdrawn from the agenda and that the representatives of Queen’s University would be making a presentation to the Committee at a later date.
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Investment Programme
Investment Programme Delivery Plan – Year 2 and Communication Update
The Committee considered the undernoted report:
“1.0 Purpose of Report 1.0 Purpose of Report 1.1 The purpose of this report is to present to Committee the Year 2 implementation plan for the Investment Programme and update Members of communication activities in relation to the programme.
1.2 The plan has identified 48 key projects. A project brief has been developed each of these projects. This means that for each project:
• A project manager has been allocated. • There is a clear description of the project. • Milestones and deliverables have been identified and • time lined. • Required resources have been assessed. • Anticipated outcomes and targets to be achieved have • been identified.
1.2 A full listing of the projects including key milestones and timelines for each project has been circulated as part of the table of contents, for ease of reference. Project Briefs for each project are detailed under the Investment Programme themes. The full year 2 Operational Delivery Plan has also been circulated for Members’ information.
2.0 Background
2.1 Following the launch of the Investment Programme in February 2012 officers began a process to develop an internal implementation plan with key milestones identified for year 1. This plan was presented to Strategic Policy and Resources Committee in June 2012 and has been the key document Chief Officers have used to performance manage the delivery of the programme. Updates on elements of this plan have been reported to CMT and Committee throughout the year and details of the key achievements were highlighted by Members at both the City Investment Conference and the recent staff briefing.
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2.2 A year 1 update on the progress of the Investment Programme is contained in the Council’s Annual report which is also being considered at this meeting.
3.0 Delivery of Investment Programme Year 2 3.0 Delivery of the Investment Programme Year 2 3.1 Over the past year much work has gone into both the delivery of the key commitments in the Investment Programme as well as building the project and programme management capacity across the organisation. This has included refining and further developing current frameworks to support the delivery of the Programme including risk management, project management with clearly defined accountability and governance structures. The year 2 implementation plan is therefore more detailed and covers both revenue and capital projects. Programme Managers are overseeing the delivery of all projects and providing support to departments in the development of their plans. In the case of large or complex projects specific project boards have been established with a Chief Officer assigned as Senior Responsible Officer. Expert advice is also been provided on projects such as Leisure Transformation and Waterfront Hall. Procedures have been developed and rolled out to help with funding applications such as ERDF to help maximise resources and mitigate against risk. Regular reports are presented to Chief Officers on the delivery of individual projects together with quarterly reports on the entire programme. An Oversight Board chaired by the Chief Executive meets on a monthly basis to discuss and resolve any issues. Quarterly updates on the plan will be presented to Committee over the coming year.
3.2 The capital programme element of the programme is well defined within the projects briefs including linkages to the delivery of outcomes as well as the actual physical build. Work is continuing on the creation of social clauses within our tenders to ensure the benefits to the community are benign maximised.
3.3 This is intended to be a working document and additional projects / programmes, such as emerging priorities from the City Development conference linked to the Masterplan, will be incorporated into this where necessary. Also further detail on the next stages of the Local Investment Fund and the further development of the Belfast Investment Fund will be included for monitoring and reporting purposes. 4.0
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Delivery of the Investment Programme Year 2 - Highlights 4.0 Delivery of the Investment Programme Year 2- Highlights
4.1 There are a number of key physical projects to be progressed over the coming year in particular the large capital schemes which are expected to have funding confirmed in the coming months. These include the extension to the Waterfront hall, an Innovation Centre at Springvale, a new community hub at Girdwood, a new zoo playground and infrastructure to support a green business park at the North Foreshore. The extensive pitches programme will continue to be rolled out and work will continue to work with communities in the distribution of grants under the local investment fund as well as ensuring the actual delivery of the projects on the ground.
4.2 The Council will continue to support a number of key events to increase tourism and support the local economy. This will include the World Police and Fire Games and the All Ireland Irish Dancing Championship. Preparations will also begin for the Giro D’Italia and the return of the Tall Ships.
4.3 Enhancing the employment opportunities and skills level of local residents is also important in developing the local economy and over the coming year the Council aims to support, 600 participants in job skills development activities; 180 people gain accredited qualifications; the creation of 121 jobs; and 440 young people access the Belfast bursary. The Council will also provide around 170 placement opportunities.
4.4 Internally the efficiency programme is still a priority so that we meet our £20m target by 2015 and also keep the rate below inflation. 5.0 Communication Update 5.0 Communication Update
5.1 The Investment Programme delivery plan is underpinned by a Communication Plan which was considered by Committee in February 2013. At this meeting it was agreed that Members would receive regular progress reports on all aspects of communication. This first update is set out below.
5.2 During the period January – May 2013:
• 25 press releases have been issued which resulted in 213 articles in the regional and local media (90 per cent resulting in positive coverage)
• The Investment Programme accounts for 67 of our 596 media queries during the period (11%).
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• The dedicated section of the website was revamped in March to include regular updates, photos and videos which resulted in the number of unique visitors doubling during the period.
• External events have included Local Investment Fund awards, launch of apprenticeship scheme, Connswater Community Greenway press briefing in relation to the contract award and the Belfast: Future City Conference;
• Internal events have included a senior managers update in January; a communications workshop in February for Project Clients and Project managers and a staff briefing event in May which was attended by around 240 staff.
• The Investment Programme has also featured regularly in City Matters, Intercom, on Interlink and Team Brief, with information also being made available to around 1,000 front line staff through the Getting People Connected TV screens which are now available at 53 locations.
5.3 Further communication activity has been planned for the coming months on a number of key projects and events including, the Mary Peter’s Track, World Police and Fire Games, Woodvale and Dunville parks and the John Luke Bridge. Details of communications activities to date and those planned for the coming months are detailed in Appendix 3.
6.0 Resource Implications 6 .0 Resource Implications 6.1 The resources for the delivery of the plan are included in the Investment Programme budget.
7.0 Equality and Good Relations Implications 7.0 Equality and Good Relations Implications
7.1 There are no equality and good relations implications arising from this report.
8.0 Recommendations 8. 0 Recommendations 8.1 Members are asked to approve the year 2 Implementation plan for the Investment Programme.”
The Committee adopted the recommendations.
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Capital Programme Update
The Committee considered the undernoted report:
“1.0 Purpose of report
1.1 The Capital Programme is a rolling programme of investment which either improves existing Council facilities or provides new facilities. This report provides an update on –
Capital programme - Recent highlights since March 2013
proposed recommendations for movement between the Capital Programme stages
proposed new emerging projects
2.0 Relevant Background Information
Capital Programme – Highlights since March 2013
2.1 There has been significant movement on the Capital Programme since its approval by SP&R Committee in March 2013. Many projects have progressed both on the ground and also in the necessary preparatory work required to deliver them. A number of projects have been completed including the £3m upgrade to the Mary Peter’s Track; the Mountain Bike Trail at Barnett Demesne and the new fuel station at Duncrue. Work is due to be completed this month on the £4m upgrades of Dunville and Woodvale Parks and the new Hammer pitch.
2.2 Work is also well underway on the new John Luke Bridge, which is due for completion in August. Phase 1 of the Connswater Community Greenway project restarted in May and work is underway to appoint a contractor for Phase 2 of the works. Work is due to start in July on the relocation of the Belfast Welcome Centre which is due to open later this year. Preparatory work is also well advanced for a wide range of projects including new pitches and changing facilities under Phase 1 of the Pitches Strategy and the new pitch at Marrowbone and design consultants have been appointed for the Waterfront. Members are asked to note that Corporate Communications are working on a calendar of events to ensure that the media opportunities around each of these projects is maximised.
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Rolling Capital Programme 2013/14 onwards
2.3 Members have agreed that all capital projects must go through a Stage process where decisions on which projects progress are taken by SP&R. This provides assurance as to the level of financial control and will allow Members to properly consider the opportunity costs of approving one capital project over another capital project. Importantly it will also enable Members to focus on delivering the projects which can have maximum benefits and investment return for the city and local areas.
2.4 Members are aware that the Capital Programme (as agreed by Committee on 22nd March 2013) has been reconfigured to reflect the 3 approval stages as agreed –
Committed projects (Stage 3) - projects which have completed a Full Business Case (FBC) and where approval has been obtained by SP&R to proceed to tender. These projects will either be at the tender preparation stage (Stage 3 – Tier 1), construction stage (Stage 3 – Tier 2) or completed (Stage 3 - Tier 3).
Uncommitted projects (Stage 2) –projects where an SOC has been agreed by Committee and work on the project is being progressed through the development of an Outline Business Case (OBC), but they have not yet been developed to a stage where permission could be sought from SP&R to proceed to tender.
Emerging proposals (Stage 1) –proposals which require completion of a Strategic Outline Case (SOC) before they could be considered further by SP&R Committee.
KEY ISSUES
Capital Programme – Proposed movements – Projects recommended to move up a Stage
2.5 It is proposed that the projects outlined in Table 1 below are advanced to Stage 3 – Committed projects. Members are asked to note that with the exception of the Suffolk Changing Pavilion all of these projects are subject to external funding. The timescales for funding, particularly for those which are seeking timebound EU funding, is extremely tight. The Zoo
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Playground must be delivered by March 2014 while the EU funded projects (Girdwood, Waterfront, Innovation Centre, North Foreshore and the Creative Hub) must all be completed by 2015. The public bike hire scheme must also be completed by 2015.
2.6 Members are asked to note that the majority of these projects have not yet received Letters of Offer (LOO). However, in order to meet the tight deadlines and avail of the potential funding, it is necessary for these to proceed to tender preparation stage. As Members are aware preparing tender documentation and progressing this can be time consuming with procurement exercises taking on average 3-6months depending on the scale of the project. This may also lengthen if there are challenges to the procurement exercise. However Members are asked to note that NO CONTRACTS for these projects will be awarded until a letter of offer is in place, the terms and conditions for funding have been agreed by Legal Services or that any other outstanding issues have been resolved.
2.7 Essentially these projects will remain ‘at risk’ until all these issues have been signed off. Due to this, it is recommended that a further Tier is added under Stage 3 – Committed projects (Stage 3 – Tier 0 – Schemes at risk). This will include schemes which are still awaiting letters of offer from funders (i.e. ERDF/Peace III applications) but that need to be progressed to tender preparation stage in order to meet tight funding deadlines. This also includes projects which have other issues still to be resolved - i.e. public bike hire and agreement over where and how the ongoing revenue costs for the project will be secured and the Zoo Playground where the projected costs are over the letter of offer amount and which will require a reduction in specification to ensure that it comes in on the costs estimated. As outlined no contracts will be let for these projects until letters of offer are in place or all outstanding issues have been resolved. Members will be kept updated when letters of offer etc. are received for these projects.
2.8 Table 1 – Proposed Movements from Stage 2 – Uncommitted to Stage 3 - Committed
Project Project overview LOO Propos Estimat Estimated received ed ed Net cost Stage Gross Cost Belfast Extension to No Stage £30m £11m Waterfront provide world- 3 class conference (Tier 0) and exhibition facilities. ERDF
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Project Project overview LOO Propos Estimat Estimated received ed ed Net cost Stage Gross Cost application Innovation To construct a No Stage £9.1m £2.275m Centre 35,000sq feet 3 centre, designed (Tier 0) to support the development and growth of indigenous businesses and attract FDI in key growth sectors. ERDF application Infrastructu Development of No Stage £8m £2m re infrastructure to 3 developme support the (Tier 0) nt -North development of a Foreshore green economy business park at the North Foreshore including building 1,734 metres of roads and undertaking phase one site preparation works to provide sites for Cleantech businesses. ERDF application Creative To provide a No Stage £4.9m £1.2m Hub digital / creative 3 hub facility in (Tier 0) Belfast to help support the development and growth of the film, television, music and digital content sectors within the council area. It is envisaged that this will be a refurb of an existing building. ERDF application Girdwood A £10million EU No Stage £10m - Hub Peace III funding 3 proposal to (Tier 0) create a new
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Project Project overview LOO Propos Estimat Estimated received ed ed Net cost Stage Gross Cost community Hub facility on the Girdwood site in North Belfast. 100% Peace III funded Zoo Development of a Yes - Stage £430,00 £215,000 Playground new playground NITB 3 0 at the Zoo. (Tier 0) Jointly funded by the NITB. Public Bike To create a Yes - Stage £803,50 £104,800 Hire network of 30 DRD 3 0 docking stations (Tier 0) supporting 300 bikes in the city centre. The network will facilitate cheap and accessible transport, as well as benefits such as increased tourism, improved health, and reduced congestion. Funded by DRD. Suffolk Provision of a N/A Stage £185,00 £185,000 Pavilion two room 3 0 changing (Tier 1) pavilion and meeting area at Suffolk Playing Fields. TOTAL £63,418,500 £16,979,800
2.9 Members are asked to note that the costs cited are pre-tender estimates only at this stage. These costs will be challenged and assessed at the tender preparation stage. Any significant changes to these figures will be brought back to Committee.
2.10 Members are asked to note that the scope of the Suffolk Pavilion project has increased since this was first proposed following further consultation and work on the specification. This change in scope is to enable the facilities to meet intermediate league football standards, allow for a reception room and ensure disability access. Members will also note that at 2.13 below one of the proposed emerging projects is for
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the wider Suffolk site. Importantly this project also allows for 2 modular buildings which are flexible and can be re-located if needed as future plans for the site develop. On the basis of the rescoped project it is estimated that the costs will be £185,000.
2.11 Members will recall that they agreed in January 2012 that the Girdwood Community Hub project would progress ‘at risk’ and that £250,000 was allocated towards this project in order to progress the design to meet the tight Peace III deadlines. The Council has continued to work at risk on this project to progress it to a level where it is ready to commence as soon as possible after a Letter of Offer is received from SEUPB in order to ensure successful delivery of the Hub. This will now require design up to RIBA Stage E and to facilitate this it is recommended that an additional £150,000 is allocated to this project. Members are asked to note that the costs for this project have that these covers will be recovered if a Letter of Offer is received.
2.12 The Director of Finance & Resources has confirmed that these projects are within the affordability limits of the Council on the proviso that no contracts are awarded until letters of offer are received and all outstanding issues in relation to business cases have been agreed.
Projects recommended to be added to the Capital Programme
2.13 It is proposed that the following projects are added to the Capital Programme Stage 1 – Emerging Projects. These projects will all require the completion of a Strategic Outline Case (SOC) before they are progressed. Members will acknowledge that there is increasing demand on the Council to deliver projects within increasingly scarce financial resources. Members will also be aware that the Council is commencing an ambitious leisure transformation programme. Due to the scale of investment required this will have implications on future project delivery and will necessitate prioritisation of projects under the capital programme. Members are therefore asked to take this into consideration when making investment decisions around projects.
Proposed Overview Proposed Project through Tamar Members will be aware that the Council owns land in Tamar East Area Street Street off the Newtownards Rd. There is a modular building Working on part of the land which was previously leased by the Scout Group Association. The building is in a bad state of repair.
Consequently in April 2012, the SP&R Committee agreed to
accept a surrender of the lease from the Scouts and
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approved the demolition and removal of the building. The site is designated as ‘white land’ under BMAP and, as such, is free from constraint and might be suitable for development, subject to normal development control considerations. The Council also owns adjoining land and this may facilitate a wider development of the whole site. The building has not yet been demolished. The East Area Working Group have since been approached by a group who wish to investigate using the modular building on the site. Members are asked to note that there will be capital implications to bring the modular building back into a fit standard. The approx cost of this work is £50,000. This will limit the future use of the site and constrain future development Boxing To erect a statue of a celebrated local boxer in each of Parks & Statues Dunville Park (John Cadwell), Woodvale Park (boxer to be Leisure agreed) and Cathedral Gardens (‘Rinty’ Monaghan) to Committee acknowledge the valuable contribution which boxing had made to the city. The proposal originated from the Belfast Boxing Ring which was established in 2010, with the aim of celebrating the rich and shared history of boxing, both amateur and professional, across communities in the city. Members are asked to note that Cathedral Gardens itself is an Emerging project on the capital programme list. Suffolk Proposal to purchase the school site and open up access to West Area site the wider community to the existing pitches and to look at Working options for the wider site. Links to the Suffolk Pavilion Group project as outlined in 2.10 above
Updates on capital projects
Approval to go to tender
2.14 Approval is sought from Committee to advance the projects under the pitches strategy and Roselawn Site Development (Section Y) to the invitation of tenders, to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver with authority delegated to the Director of Property & Projects.
3.0 Recommendations
3.1 Members are asked to note the contents of this report and
••• agree if they wish to progress the projects as outlined in Table 1 (2.8 above) to move from Stage 2 - Uncommitted to Stage 3 – Committed in the capital programme and if so, agree that these projects are advanced to the invitation of tenders, to be awarded on
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the basis of most economically advantageous tenders received and full commitment to deliver. Members are asked to note however the tight funding deadlines for the majority of these projects and that NO contracts for these projects will be let until letters of offer are received, the terms and conditions are agreed by Legal Services or other outstanding issues in relation to projects are satisfactorily resolved
••• approve the change in scope of the Suffolk Pavilion project
••• approve an additional allocation of £150,000 ‘at risk’ towards the Girdwood Hub project prior to confirmation of funding in order to progress design work and ensure this project is ready for tender to meet the tight timescales for EU Peace III funding. Members are asked to note that the costs of the project have not increased and this money can be recovered if a Letter of Offer is received
••• agree if they wish the proposed new projects as outlined in 2.13 to be added as Stage 1 – Emerging projects
••• agree that the projects under the pitches strategy and Roselawn Site Development (Section Y) are advanced to to the invitation of tenders, to be awarded on the basis of most economically advantageous tenders received with authority delegated to the Director of Property & Projects.”
The Committee adopted the recommendations.
North Foreshore Update
Commercial Cultural Leisure Development Opportunity
The Committee was reminded that, at its meeting on 24th August, 2012, it had agreed to proceed with a revised Developers’ Brief for commercial leisure and cultural purposes for a 58 acre site at the North Foreshore, on the basis of a clearly defined end date for the receipt of developers’ submissions containing all the due diligence information required to assess the commercial robustness and financial viability of the proposed scheme. Following advertisement of the brief, the Council had received one development submission from China Sun Asia Pacific Limited for the construction of a sports and media village concept.
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The Director of Property and Projects reminded the Committee further that the submission had been assessed by an Evaluation Panel which had indicated that the submission was lacking in sufficient detail to be able to demonstrate to the Council that the proposed scheme was commercially sustainable and financially viable. Subsequently, a report was submitted to the Committee on 22nd March where it had been agreed to grant a two month extension, with a final deadline of 2nd June, for the company to comply with the Council’s request for all the information outlined in the Development Brief, on the basis that that two month period would not be granted on an exclusivity or preferred developer basis. The company had been advised of the Committee’s decision but the Council did not receive any further information from China Sun Asia Pacific Limited to substantiate its development submission. On 23rd May, 2013, a representative of the company had confirmed to the Director of Property and Projects that it would not be progressing the sports and media village concept project at the North Foreshore site.
The Director reported further that the Council had been approached separately by Ms. J. Gilbert of Team Network Limited, which was part of the China Sun Asia Pacific Limited consortium involved in the media village concept. She had expressed an interest in separately pursuing the development of the media village, comprising sound and production film studios, and was to forward further clarification and details on the proposal, including resources and the proposed project team. Upon receipt of such clarification detail, legal advice would be sought in relation to the Council progressing any discussions with Team Network Limited on the basis of the Development Brief which had been issued.
The Committee noted that China Sun Asia Pacific Limited had confirmed that it would not be progressing the sports and media village concept project at the North Foreshore site and noted further the interest which had been expressed by Team Network Limited to separately pursue the development of the media village element and that a further report in this regard would be submitted to the Committee in due course.
Environmental Resource Park – Cleantech Cluster Development
The Director reminded the Committee that it had, on 20th January, approved the release of a Marketing Prospectus for the disposal of a three acre site for a cleantech biogas renewable energy generation facility. The closing date for submissions was 30th May and an Evaluation Panel was currently undertaking an evaluation exercise in order to assess the commercial sustainability and financial viability of the proposals which had been received.
The Committee noted that a report on the outcome of the evaluation exercise would be submitted for its consideration following completion of that exercise.
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Local Investment Fund Update
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 At its meeting in April 2012, the Strategic Policy & Resources Committee agreed to convene Area Working Groups (AWGs) to support effective ‘place-shaping’ and make recommendations on investment decisions for their local area including the Local Investment Fund (LIF) and the Feasibility Fund.
1.2 LIF was established to support the delivery of key local regeneration projects in neighbourhoods and as a means for Members to connect with local communities in their area, in preparation for their formal role in community planning under the RPA. SP&R Committee agreed on 23 March 2012 that there was a minimum level of investment through LIF of no less than £15,000 and unlikely to exceed £250,000 to ensure focus on more local investments and the opportunity for a broad spread of investment across the city. North, South, East and West AWGs were allocated £1,127,500 each, with a proportionate amount of £490,000 for the Shankill area.
1.3 The Feasibility Fund was established as a ring fenced fund of £500,000 to enable initial feasibility work to be undertaken on proposed projects to bring them to a point where Members could decide if they should be progressed as Capital, Local Investment Fund or Belfast Investment Fund schemes. SP&R at its meeting on 21st September 2013 agreed the governance arrangements for the Feasibility Fund and agreed that because no proposals were being taken forwarded in the 2012/13 financial year under BIF that each Area working Group would be able to ‘consider and recommend to the Strategic Policy and Resources Committee, a maximum of five Local Investment Fund proposals per area which should proceed to feasibility study stage ’.
Area Working Groups – Updates and progress to date
1.4 The Area Working Groups held their first meetings in June 2012 and each AWG has met on at least a monthly basis since this time. As part of this process, 62 Local Investment Fund project proposals have been recommended for funding by the AWGs and been approved in principle for funding by Strategic Policy & Resources.
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1.5 Members will be aware that 20 projects totalling £1.26m received their funding agreements at the LIF event on 16 th May in the City Hall. A full list of these is attached at Appendix A. This event was very well attended by the successful groups and received very positive feedback. Due-diligence work is continuing on the other projects and Members, through the Area Working Groups, will be kept up to date of projects which have been through the due diligence process and received funding agreements.
Election of Chairs
1.6 Members will recall that in April 2013 it was recommended that all Area Working Groups should elect a Chair. Members are asked to note that Area Working Groups have now elected their Chairman as outlined below.
1.7 North Cllr Danny Lavery South Cllr Kate Mullan East Cllr Tom Haire West Cllr Jim McVeigh Shankill To be nominated at next meeting
2.0 Key Issues
May/June AWG Recommendations on LIF proposals
2.1 At the most recent round of AWG meetings, officers updated Members on the external meetings they have facilitated on the LIF proposals. In accordance with Council procedures, individual Members declared any conflicts of interest and this was noted in the minutes of the AWG. On the basis of the information presented, the following AWGs have made recommendations for the consideration of the Committee:
East AWG
LIF recommendations
2.2 Proposal Ref Up to £ AWG Comments No. Mountpottinger ELIF026 £112,000 Methodist Church Short Strand ELIF015 £14,648 Committee is asked to note Community that it previously approved Centre in principle (in September
2012) £80,000 for this
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project. Subsequent discussions with the Group have revealed a gap in funding and the East AWG has recommended that they receive an additional £14,648 towards this identified shortfall
Feasibility study
2.3 Members are asked to note that the East Area Working Group agreed in January 2013 to undertake a feasibility study on Templemore Avenue (ELIF012). However it has subsequently been noted that this project is being progressed by the East Belfast Partnership Board and that no feasibility study is therefore required.
West AWG 2.4 Members are asked to note that the West Area Working Group was taking place on Wednesday 19th June. The following were being proposed for funding under LIF. Members will be updated if there are any changes to these proposals.
LIF recommendations
2.5 Proposal Ref No. Up to £ AWG Comments Upper WLIF060 £40,000 Andersonstown Community Forum (St John the Baptist: Community Garden) Clonard Boxing WLIF061 £20,000 Club Riverdale WAS REMOVAL OF PROJECT Residents’ £60,000 FROM RECOMMENDED LIST Association OF APPROVED IN PRINCIPLE PROJECTS with the money being re-allocated to the two projects above
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Feasibility study recommendations
2.6 At their meeting on 21st April, the West Area Working Group received a presentation from the Springfield Charitable Association who were looking for feasibility support for a health and employment based development project in the former Peter Pan Bakery site and it was agreed that support should be provided to the Group.
2.7 Members are asked to note however that as outlined in 1.3 above, SP&R Committee had agreed that each Area Working Groups would be allowed to recommend ‘a maximum of five Local Investment Fund proposals per area which should proceed to feasibility study stage’. The proposal by the Springfield Charitable Association does not fit with this criterion as it was never proposed as a Local Investment Fund project and it is therefore recommended that feasibility support is not provided to this Group at this stage.
South Area Working Group
2.8 Intervention funding
2.9 Members are aware that £100,000 was made available to each Area Working Group for local interventions that would add value to the capital investments made through LIF.
2.10 In April, the SP&R Committee agreed the recommendation from the South Area Working Group to use a proportion of its intervention monies (£50,000) to support retail initiatives in South Belfast and also agreed that the Lisburn Road Business Association (LRBA) be allocated £15,000 from this budget (on the basis that the Association provide match-funding) to enable it to employ a Development Officer should benefit through assistance from this specified resource.
2.11 Following this, officers from the Economic Development Unit worked with Legal Services and the LRBA on progressing the necessary legal agreements to secure the development officer post. At this stage, LBRA were advised by the Council’s Legal Services that there would need to be a ‘funding agreement signed up to by LRBA which is subject to BCC’s funding terms and conditions’. It was also highlighted that ‘the recruitment of the Development Officer will have to follow BCC recruitment guidelines and the monies will be subject to relevant outputs and performance indicators (as are all other funding agreements) in order that we can show best value for money in accordance with our Statutory obligations, and also to ensure that this funding is fully auditable.
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Members are asked to note that the LRBA have indicated that this is not what they had anticipated and that they wished for this to be brought back to Committee. Legal Services and officers from Economic Development have made it clear to the LRBA that if they ‘are not willing to sign up to a funding agreement then they cannot receive the funding and that If LRBA wish to use the monies for another purpose then they will have to go back to the Area Working Group with their new proposal and seek their consent to change which will in turn be required to be ratified by Committee’. It is therefore recommended that this is taken back to the South Area Working Group for further discussion .
3 Resource Implications
3.1 Human – Resources are currently allocated to individual projects
3.2 Financial – Proposed allocations as outlined in the report and summary detailed below:
AWG (A) LIF Amount Proposals (D) Projected Remaining Allocation allocated in this Allocation (b) amount (A) – June 12- May report (C) + (c) (D) 13 (B) East £1,127,500 £1,000,852 £126,648 £1,127,500 £0 South £1,127,500 £1,024,541.40 - £1,024,541.40 £102,958.60 West £1,127,500 £1,127,500 - £1,127,500 £0 North £1,127,500 £1,127,500 - £1,127,500 £0 Shankill £490,000 £438,000 - £438,000 £52,000 TOTAL £5,000,000 £4,718,393.40 £126,648 £4,845,041.40 £154,958.60
4 Equality and Good Relations Considerations
4.1 The overall LIF programme will be screened at regular intervals to ensure that the Council is fulfilling its obligations as part of the Equality Scheme as well as ensuring that it is in line with the Investment Programme’s underpinning principles related to good relations and balanced investment.
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5 Recommendations
5.1 The Committee is asked to note the contents of this report and
- note that 20 LIF funding agreements totalling £1.26m were given out on 16th May and that further work is continuing on the due-diligence of the other projects which have been approved in principle by Committee. Members will be kept up to date, through the Area Working Groups, of future projects as they are awarded funding agreements after going through due-diligence
- note the Chairs that have been elected for Area Working Group
- approve in principle the allocation of Local Investment Funding as proposed by the East and West Area Working Groups – Members are asked to note that in relation to the West Area Working Group this is a reallocation of money to 2 new projects as the West AWG have recommended that the Riverdale Residents’ Association project is removed from the funding list
- note the position re the Feasibility Studies for East and West i.e. that the Templemore Av feasibility study in East is no longer proceeding and the West proposal for feasibility for Springfield Charitable Association does not met the criteria for feasibility as agreed
- note the advice received from Legal Services regarding the money that was approved in principle to the Lisburn Road Business Association and recommend that this is brought back to the South Area Working Group for further discussion.
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Appendix A
GROUPS IN RECEIPT OF FUNDING AGREEMENTS ON 16th MAY 2013
LIF PROJECT & GROUP AWARD REFERENCE NLIF020 Carrickhill Community Centre, Carrick Hill Residents £15,000 Association NLIF022 PIPS Programme, PIPS £60,000 NLIF041 Willowgrove Centre, Ballysillan Community Forum £44,000 NLIF043 Benview Community Centre £35,000 SLIF002 Harlequins Hockey Club £30,000 SLIF038 TREE, Greater Village Regeneration Trust £25,541.40 SLIF040 Windsor Women’s Centre £70,000 SLIF054 St Malachy’s Youth Centre £70,000 ELIF010 Fraser Pass, East Belfast Partnership £30,852 WLIF011 Slí an Gaelthacta, Fáilte Feirste Thiar £50,000 WLIF016 Tullymore Community Centre, Upper Andersonstown £41,000 Community Forum WLIF023 Relatives for Justice, Glen Road £34,000 WLIF025 Irish Language Cultural Resource Centre, Glór na £112,000 Móna WLIF030 Community Restorative Justice Ireland, £17,000 Andersonstown Road WLIF051 O’Donvan Rossa GAC £80,000 WLIF054 Coláiste Feirste £250,000 WLIF055 Community Restorative Justice Ireland, Springfield £27,000 Road WLIF059 Colin Glen Ropes Course, Colin Glen Trust £61,500 ShLIF016 Conway Youth Centre, Church of God £58,000 ShLIF018 Springmartin Mini Soccer Pitch, Springfield Star £150,000 Blackmountain
TOTAL FUNDING AGREED TO DATE £1,260,893.40 ”
After discussion, during which it was agreed that feasibility funding for Non Local Investment Fund projects had to be equivalent to Local Investment Fund feasibility amounts, the Committee adopted the recommendations.
Democratic Services and Governance
Council Photograph
In accordance with Notice on the Agenda, Alderman Browne requested that the Committee consider arranging for a Council photograph of all Elected Members to be taken. He explained that, rather than arranging for a photo to be taken at the
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commencement or at the end of the monthly Council meeting, that the Committee consider recommending to the Council that the monthly meeting be adjourned for a period of time in order for the photograph to be taken.
The Committee agreed to this course of action and noted that matter would be discussed with the Lord Mayor.
Appointments to Outside Body – University of Ulster Community Liaison Forum
The Committee was advised that a request had been received from the University of Ulster for the Council to nominate four Members to its Community Liaison Forum which it was establishing in order to co-ordinate and focus the existing wide range of community engagement activities and to ensure that the benefits of the new Belfast Campus flowed to the neighbouring disadvantaged communities.
The Democratic Services Manager reminded the Committee that the Council, following the Local Government elections in May, 2011, had determined through the application of the d’Hondt system of proportionality its representation on a wide range of outside bodies. On 19th August, 2005, in considering the nomination of a Member to make application to represent the Council on the Drainage Council for Northern Ireland, the Committee had agreed to continue the application of the original d’Hondt process to determine the Party Groupings which would be entitled to appoint nominees to any subsequent invitations of a similar nature which might be received during a Council term. Accordingly, that system was again applied during that Council term when appointments had been made to the Lyric Theatre Education Advisory Panel and the World Police and Fire Games Special Purpose Vehicle Company. He pointed out that, under that current system for determining appointments to outside bodies, the next four choices would fall to the Social Democratic and Labour, the Democratic Unionist, the Sinn Féin and the Alliance Parties.
He explained that the University of Ulster had indicated that, in its opinion, the appointment of Members who represented the communities closest to the campus would best assist in the aims and objectives of the Forum and the Parties were requested to consider that when making nominations of individuals.
The Committee approved the appointment of one Member from each of the Social Democratic and Labour, the Democratic Unionist, the Sinn Fein and the Alliance Parties to the University of Ulster Liaison Forum.
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Requests for the Use of the City Hall and the Provision of Hospitality
The Committee considered the undernoted requests which had been received for the use of the City Hall and the provision of hospitality:
Organisation/ Event/Date - Request Comments Recommendation Body Number of Delegates/Guests
Queen's International The use of the Delegates will be staying The use of the City University Language in City Hall and in accommodation in Hall and the Belfast – Conflict 2013 the provision Belfast and the provision of Interdisciplinary Symposium of hospitality conference will take hospitality in the Linguistics Reception in the form of place within the city. form of wine and Group a drinks soft drinks 2nd November, reception This event would 2013 contribute to the Approximate cost Council’s Key Theme of £500 Approximately 150 ‘City Leadership – attending Strong, Fair, Together’.
Cartoon AISBL AISBL 2013 The use of the Delegates will be staying The use of the City Seminar Dinner City Hall and in accommodation in Hall and the the provision Belfast and the provision of 26th November, of hospitality conference will take hospitality in the 2013 in the form of place within the city. form of wine and Approximately 100 a drinks soft drinks reception This event would attending contribute to the Approximate cost Council’s Key Themes of £500 ‘City Leadership – Strong, Fair, Together’ and ‘Better opportunities for success across the City’.
British Irish 2014 Annual The use of the Delegates will be staying The use of the City Chamber of Conference Dinner City Hall and in accommodation in Hall and the Commerce the provision Belfast and the provision of 12th February, of hospitality conference will take hospitality in the 2014 in the form of place within the city. form of a pre- a pre-dinner dinner drinks Approximately 250 This event would attending drinks reception reception contribute to the Council’s Key Theme of Approximate Cost ‘City Leadership – £500 Strong, Fair, Together’ and ‘Better opportunities for success across the City’.
University of UK Social Policy The use of the Delegates will be staying The use of the City Ulster / Social Association City Hall and in accommodation in Hall and the Policy Annual the provision Belfast and the provision of Association Conference of hospitality conference will take hospitality in the Reception in the form of place within the city. form of a pre- a pre-dinner dinner drinks 6th July, 2015 drinks This event would
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Approximately 200 reception contribute to the reception attending Council’s Key Theme of ‘City Leadership – Approximate Cost Strong, Fair, Together’. £500
Irish Strength Belfast Ultimate The use of the This event, which is The use of the City Association Strongman Giant City Hall and funded by the Belfast Hall and the Weekend 2013 the provision City Council Support for provision of Reception of hospitality Sport Events Funding, hospitality in the in the form of will showcase Belfast as form of wine and 24th August, 2013 a drinks a World Class host for soft drinks reception World Class events. It Approximately 70 Approximate cost attending will aim to show that this is an event for all £350 cultures within our society supporting all needs and age groups. This event would contribute to the Council’s Key Themes of ‘City leadership, strong, fair and together’ and ‘Better support for people and communities’.
Victim Support, Volunteer The use of the This event seeks to The use of the City Northern Recognition Event City Hall and recognise the work of Hall and the Ireland the provision the volunteers who have provision of 25th November, of hospitality played an important role hospitality in the 2013 in the form of in providing support to form of wine and Approximately 70 a drinks those who have been soft drinks reception affected by crime. attending Approximate cost This event would £350 contribute to the Council’s Key Themes of ‘City leadership, strong, fair and together’ and ‘Better support for people and communities’.
Chartered 2014 Annual The use of the This event seeks to The use of the City Institute of Chartered Institute City Hall and recognise the Hall and the Housing of Housing Awards the provision achievements and provision of Ceremony of hospitality contribution made by hospitality in the in the form of individuals who have form of a pre- 27th February, a pre-dinner contributed to providing dinner drinks 2014 drinks affordable housing in reception reception thriving and safe Approximately 250 communities. Approximate Cost attending £500 This event would contribute to the Council’s key themes of ‘City Leadership, Strong,
Fair and Together’, Better opportunities for success across the City’
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and ‘Better support for people and communities’.
IN! Magazine The IN! Awards The use of the This event aims to The use of the City City Hall promote and celebrate Hall 22nd March, 2014 the positive Approximately 400 achievements of attending Northern Ireland’s leaders in the fields of sport, music, fashion and film & television. This event will recognise individuals from the aforementioned fields who have excelled and promoted Northern Ireland both nationally and internationally.
This year’s event will be hosted by Eamonn Holmes and Ruth Langsford and previous recipients of the awards include Darren Clarke, Nadine Coyle, Katie Larmour and Graeme McDowell. This event would contribute to the Council’s Key Themes of ‘City Leadership – Strong, Fair, Together’ and ‘Better opportunities for success across the city’.
Allergy NI Allergy Fair The use of the This event aims to The use of the City City Hall and promote awareness of Hall and the 14th September, the provision the various allergies provision of 2013 of hospitality faced by people and hospitality in the Approximately in the form of provide support while form of tea/coffee 400+ attending tea/coffee and promoting alternative and biscuits biscuits foods to those who have intolerances. It will Approximate cost encourage sufferers to £1,000 share their stories and experiences. This event would contribute to the Council’s Key Themes of ‘City Leadership – Strong, Fair, Together’ and ‘Better support for people and communities’.
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Publicity PANI Awards The use of the This event seeks to The use of the City Association of 2014 City Hall recognise the high Hall Northern standards set by its Ireland 10th October, members in the publicity 2014 industry in Northern Approximately 400 Ireland. The awards are attending widely recognised as the most credible and relevant awards for the industry and are the only awards to specifically recognise the talent of the Northern Irish people. This event would contribute to the Council’s Key Themes of ‘City Leadership – Strong, Fair, Together’ and ‘Better opportunities for success across the City.
The The Women’s The use of the This event will aim to The use of the City Community Fund for Northern City Hall and highlight the often Hall and the Foundation for Ireland the provision unequal barriers provision of Northern Celebration Event of hospitality currently preventing hospitality in the Ireland in the form of women’s person and form of tea/coffee 11th September, tea/coffee and professional and biscuits 2013 biscuits development. It will provide the opportunity Approximate Cost Approximately 100 £250 attending for women to share their experiences, and to listen to some of the inspiring stories from people who have been helped by the Women’s Fund. This event would contribute to the Council’s Key Themes of ‘City Leadership – Strong, Fair, Together’ and ‘Better support for people and communities’.
Reminiscence Reminiscence The use of the This event, which was The use of the City Network Network City Hall and held in City Hall in 2012, Hall and the Northern Showcase the provision aims to highlight the provision of Ireland (RNNI of hospitality work carried out by the hospitality in the 26th September, in the form of Reminiscence Network. form of tea, coffee 2013 tea, coffee The RNNI aims to and biscuits Approximately 80 and biscuits promote well-being through recall therapy attending and reminiscence. The Approximate cost
organisation is made up £200 of members from a
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) variety of backgrounds and will give an opportunity for all members to contribute by way of their memories. This event would contribute to the Council’s key theme of ‘City Leadership, Strong, Fair and Together’ and ‘Better Support for People and Communities’.
Ullans Feast of The use of the This event will highlight The use of the City Academy Columbanus City Hall and the growing support Hall and the Lunch the provision within communities for a provision of of hospitality common identity. This hospitality in the 30th November, in the form of event will aim to send a form of a drinks 2013 a drinks very positive message to reception reception all communities that Approximately 300 Approximate cost attending there is a new approach and new thinking which £500 will help communities to feel supported and less isolated. This event would contribute to the Council’s key theme of ‘City Leadership, Strong, Fair and Together’ and ‘Better Support for People and Communities’.
The Committee adopted the recommendations.
Crumlin Star Football Team
The Committee was reminded that at the Council meeting on 3rd June Councillor Mallon had requested that a report be submitted to the Committee regarding her suggestion that a civic reception should be held for the Crumlin Star Football Team. Councillor Mallon had indicated that that team had recently won the treble, winning the league title, the Border Cup and the prestigious Clarence Cup. That success had not been achieved by any other Amateur Football Club since 1951. Accordingly, Councillor Mallon had suggested that the Council should mark that achievement by holding an appropriate civic reception.
The Democratic Services Manager reminded the Committee that similar requests to mark sporting achievement had, in recent years, been accorded a finger buffet type reception. He pointed out that it might be more appropriate if the Committee
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established a process for dealing with such requests in the future and suggested that a report in this regard be submitted to a future meeting.
After discussion, the Committee agreed that the Lord Mayor be requested to hold an appropriate civic reception to mark the achievement of Crumlin Star Football Team. The Committee agreed further that a report be submitted in due course indicating how any similar requests for hospitality in relation to sporting or arts achievements could be marked by the Council.
Association of Municipal Authorities of Ireland – Annual Conference
The Committee was advised that the Association of Municipal Authorities of Ireland was holding its annual conference in Clonakilty, County Cork from 12th till 14th September, 2013. The main theme of the conference would be “Putting the People First” and would examine the mechanisms local government could put in place to maximise service delivery for the citizens. There would also be conference sessions relating to Local Government Reform and, in particular, the Reform of Local Government in Scotland and the similarities with the proposed Irish structure.
In accordance with Council policy, it was recommended that the Committee authorise the attendance at the Annual Conference of the Chairman, the Deputy Chairman, the Council’s representatives on the National Association of Councillors, Northern Ireland Region, the Democratic Services Manager (or their nominees) and a representative from each of the Parties on the Council not represented by the aforementioned Members. The approximate cost per delegate would be £964.
Moved by Councillor Reynolds, Seconded by Councillor Spence,
That the Committee agrees that it not be represented at the Association of Municipal Authorities of Ireland Annual Conference.
On a vote by show of hands seven Members voted for the proposal and nine against and it was declared lost.
Accordingly, the Committee agreed to adopt the recommendation.
Request for the Use of the Council Chamber
The Committee was advised that a request had been received for the use of the Council Chamber for the Annual General Meeting of the National Association of Councillors which would be held in Belfast from 22nd till 24th November.
The Democratic Services Manager explained that the Association would like to hold the formal meetings which would take place over that weekend in the Council Chamber. He pointed out that permission for the use of the Chamber was not a matter which could be dealt with under delegated authority and required the Committee’s approval.
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The Committee approved the use of the Council Chamber for the Annual General Meeting of the National Association of Councillors in November and for the provision of appropriate hospitality.
Creation of Statutory Transition Committees
The Committee considered the undernoted report:
“1.0 Relevant Background Information
1.1 The Council has recently received the draft ‘Local Government (Statutory Transition Committees) Regulations (Northern Ireland) 2013’ which seeks to move Voluntary Transition Committees onto a statutory footing. A copy of draft Regulations has been circulated for Members information. 1.2 The Regulations set out the procedures to be applied for the creation of the Statutory Transition Committee including the composition and appointment of Members, the functions to be undertaken and the governance within which the STCs will operate. Members should note that the draft Regulations are made under the Provisions of the Local Government (Miscellaneous Provisions) Act (Northern Ireland) 2010.
1.3 The Regulations were laid in the Assembly on 17th June and are subject to draft affirmative resolution procedure. They will have to be considered by the Examiner of Statutory Rules, the Environment Committee as well as the Assembly itself. It is understood that as part of the affirmative resolution process that the Regulations can only be accepted (affirmed) or rejected.
1.4 The table below sets out the anticipated process and timetable to be applied by the Department in taking forward the Regulations.
Action Date Who (Anticipated timescale) Regulations laid in draft in the Mon 17 June DOE NI Assembly Draft regulations passed to Mon 17 June DOE Assembly Committee and the Examiner of Statutory Rules for technical scrutiny Departmental briefing to the Thurs 20 DOE Environment Committee on June
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regulations Environment Committee Week Environme nt reports outcome of committee commencing Committee examination to the Assembly 24 June Business Office NI Assembly Debate on the Mon 1 or NI regulations / Minister tables Tues 2 July Assembly / motion of approval Minister If affirmed - regulations are Mon 1 or Minister / made (sealed & signed) Tues 2 July Department of Environme nt Detailed Guidance issued July DOE
It is envisaged that, if there are no material issues raised during this procedure, the Regulations will come into effect at the beginning of July, 2013. The Regulations state that the Statutory Transition Committees shall hold its first meeting within 35 days of the date on which the Regulations come into operation and based on the above timetable would mean August 2013 at the latest. The Regulations state that STCs shall cease to exist 28 calendar days after the local government elections in 2014 which is anticipated for 22 May 2014 (subject to Secretary of State agreement).
2.0 Key Issues
2.1 Membership/Representation on Belfast Statutory Transition
2.1.1 The Regulations state that the Belfast Statutory Transition Committee shall consist of not more than 25 councillors comprising of:
••• not more than 21 councillors from Belfast City Council;
••• two councillors of Castlereagh Borough Council; and
••• two councillors of Lisburn City Council.
2.1.2 It should be noted that, despite the Minister indicating that he would support the adopted position of Belfast City Council that the appointees from Lisburn City Council and Castlereagh Borough Council should represent those areas transferring to the new Belfast District in 2015, no such provision is made in the draft Regulations. It is understood, however, that the DoE
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would intend to issue supporting STC Guidance which may give further direction on the process to be applied for the nominations of members onto STCs. The Chief Executive has written to senior DoE officials seeking early sight of the draft Guidance.
2.1.3 With regard to the representatives from Belfast City Council, the Committee is recommended to agree to appoint 21 councillors and that, as advised by the Minister; these should reflect the political make-up of the existing Voluntary Transition Committee. Therefore, the Belfast City Council representatives would comprise:
• 7 Sinn Fein Party
• 7 Democratic Unionist Party
• 3 Social Democratic and Labour Party
• 2 Alliance Party
• 1 Ulster Unionist Party
• 1 Progressive Unionist Party
It should be noted that this political party breakdown mirrors precisely the party split which would result were a one-off proportionality exercise be undertaken to appoint a 21 Member representation.
2.2 Functions of a Statutory Transition Committee
2.2.1 The Regulations set out the functions to be undertaken by the STCs including:
(i) gather information and consider and advise on matters relevant to ensuring that the new council will be able to adopt its full range of powers and functions from 1st April 2015;
(ii) prepare a draft Corporate and Business Plan for the agreement of the new council;
(iii) prepare a draft budget for the agreement of the new council;
(iv) arrange the first meeting of the new council;
(v) publish its Corporate and Business Plan; and
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(vi) agree with the predecessor councils within the district in relation to which it is established, a budget for the operation of the Statutory Transition Committee
2.2.2 Appointment of staff to a new council
The Regulations also state that STCs shall appoint the clerk (Chief Executive) of the incoming new Council, applying the following process:
(a) must be on merit on the basis of fair and open competition; and
(b) must be approved by a two-thirds majority of the membership of the statutory transition committee (Chairperson of the committee shall not have a casting vote)
The Environment Minister has issued a letter to all Council Chief Executives, Mayors and Chairs of Voluntary Transition Committees, reaffirming the role of STCs in appointing Chief Executive as set out within the draft Regulations. The letter states that STCs will appoint a Chief Executive designate for the incoming new Council through an open competitive process and that any such appointment will transfer across to the new councils when they are elected in 2014. There is no detailed Guidance been released by the Department as yet appointment process to be applied.
2.3 Payment of Allowances to Members of Statutory Transition Committees
2.3.1 Paragraph 11 of the Draft Regulations authorises the Council to pay an allowance to the members of the STC from Belfast City Council. The maximum amount which can be paid is £2,700 per annum. The Committee is recommended, given the importance of the work to be undertaken by the STC members and the additional time commitment which will be required of them, to agree that the allowance be established at £2,700 per annum paid monthly in arrears. Provisions for this will be incorporate within the budget to be established for the Statutory Transition Committee.
2.4 Governance
2.4.1 Schedule 1 of the draft Regulations sets out the proposed governance and operational proceedings (i.e. Standing Orders) of meetings of Statutory Transition Committees. Whilst the majority of the provisions set out appear to align with the Council’s own Standing Orders, there may be a need for some
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minor changes in proceedings. Members should note that the draft Regulations makes specific provision for the admission of the public to meetings of STCs. The STC may, by resolution, exclude the public from a meeting of the committee whenever publicity would be prejudicial to the public interest.
2.5 Next Steps
2.5.1 In anticipation that the draft Regulations will be approved (affirmed) by the Assembly in early July 2013, and with 35 day timescale specified to establish the STC, it is recommended that:
1. We seek to schedule the inaugural meeting of the Belfast Statutory Committee for early August;
2. Initiate early engagement with Lisburn & Castlereagh regarding nominations to the Belfast STC;
3. A presentation will be delivered at the inaugural meeting of Belfast STC expanding upon the functions to be undertaken and the governance arrangements to be applied to the STC;
4. A written briefing will be circulated to all Members of the Committee following Agreement of STC Regulations and release of associated Guidance over the July recess period;
5. The appointment of Chairperson and Deputy Chairperson of Belfast STC will be agreed at the inaugural meeting of STC
3.0 Recommendations
Members are asked to:
(i) consider the contents of the report and the appendices attached;
(ii) reaffirm that the current Members of the Belfast VTC be put forward as the nominations to the Belfast Statutory Transition Committee as set out at para. 2.1.3 above;
(iii) agree that early engagement take place with Lisburn City Council and Castlereagh Borough Council regarding nominations to the Belfast STC;
(iv) agree that the inaugural meeting of the Belfast Statutory Transition Committee be scheduled for early August 2013
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(v) consider and agree that £2,700 be set as the Members’ allowance for participation on STC”
After discussion, the Committee adopted the recommendations and agreed that a letter be forwarded to each of the Political Party Leaders seeking confirmation of the membership of the Statutory Transition Committee.
Finance/Value-for-Money
Implementation of Content Management on Council Website
(Mr. E. Deeny, Head of Corporate Communications, attended in connection with this item.)
The Committee noted the contents of a report in relation to the Implementation of Content Management on the Council’s Website which was currently undergoing a major revamp and would be launched on 31st July.
Annual Report 2012/13
The Committee was reminded that on an annual basis the Council produced a Corporate Plan which outlined its priority actions for the coming year. Departmental Plans were developed also which provided details on how those priorities would be delivered through key services and projects. The previous year the Council had also produced an Investment Programme which outlined the Council’s commitments to developing the City and supporting the local economy up until 2015. The Council’s Annual Report 2012/13 provided an update on how the organisation had performed across all those plans during 2012/13.
The Chief Executive outlined the contents of the draft report and indicated that individual Committees had already considered their relevant sections as part of each Department’s Year End Reports.
The Committee approved the contents of the Annual Report for 2012/13.
Belfast City Council Financial Accounts 2012/13
The Director of Finance and Resources submitted for the Committee’s consideration the undernoted report:
“Relevant Background Information
The purpose of this report is to present to the Audit Panel the Financial Accounts of the council for 2012/13.
The Financial Accounts are an important element of the council’s overall corporate governance framework as they provide assurance
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to Members and ratepayers on the stewardship of the council’s finances and its financial position.
The Financial Report and accounts for the year ended 31 March 2013, as attached, have been prepared in line with the Code of Practice on Local Authority Accounting in the United Kingdom 2012/13 based on International Financial Reporting Standards and the Department of the Environment Accounts Direction, Circular LG 09/13 dated 12 April 2013.
I can confirm that the Statement of Accounts for the year ended 31 March 2013 has been prepared in the form directed by the Department of the Environment and in my opinion the Statement of Accounts give a true and fair view of the income and expenditure and cash flows for the financial year and the financial position as at the end of the financial year.
Key Issues
Reserves
The credit balance on the District Fund Reserves has increased to £20,614,051 (of which £7,290,376 relates to specified reserves). The movement on the reserves balance is summarised in Table 1 below:
Table 1: Summary of Reserves Position
Opening Balance £13.9m Prior Year Adjustments £ 1.0m Revised Opening Balance £14.9m
In year movement on reserves £ 1.8 m 2012/13 Finalisation £ 3.9 m
Increase in Reserves £ 5.7 m
Closing Balance £20.6m
Specified Reserves at year end £ 7.3m
Balance Available £13.3m
District Fund £20,614,051
The District Fund Reserves can be used to supplement income and unexpected expenditure in future years. Of the £20,614,051, £7,290,376 relates to expenditure committed at year-end.
Capital Fund £17,979,319
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The capital fund is made up of the City Investment Fund (£12,979,319). The fund has been created to support key partnership projects to regenerate Belfast and help lever substantial funds from other sources, and the Local Investment Fund (£5m) to fund smaller local regeneration projects.
Capital Receipts Reserve £961,791
These are capital receipts which have originated primarily from the sale of assets and which have not yet been used to finance capital expenditure. This amount relates mainly to the sale of land & buildings at Loop River (£860,000) which has been ring-fenced for the development of the capital scheme ‘Loop River – New Facilities’.
Other Fund Balances and Reserves £7,395,483
This relates to the Election Reserve (£413,887) which has been set up to smooth the cost of running council elections and a Sinking Fund (£6,981,596) which has been set up to repay the Council’s interest only mortgages.
Capital Programme
In 2012/13 the council committed to a programme to invest £150m in capital projects including £75m in council facilities for local communities, £20m in partnership projects which will contribute to city regeneration, £50m levered from Europe and other sources to provide key economic infrastructure projects and £5m in smaller local regeneration projects.
Debt
The overall level of trade debtors had decreased steadily over the previous 3 years, reducing from £10m at 31 March 2008 to £4.2m at 31 March 2013. Included in this figure are invoices to the value of £1.1m raised in the last three weeks if the financial year. The majority of this money was paid by the end of April 2013, with the total debt down to £2.98m. An analysis of trade debtors, inclusive of VAT, for the last two years is shown below:
31 March 2013 31 March 2012 Less than three months £3,015,062 £4,260,233 Three to six months £84,508 £137,235 Six months to one year £226,735 £191,602 More than one year £883,437 £1,110,712 Total 4,209,742 £5,699,782
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Creditors
The council has a target of paying invoices within 30 days. During the year the council paid 53,340 invoices totalling £97,597,574
The average time taken to pay creditor invoices was 24 days for the year ended 31 March 2013.
The council endeavours to process invoices as quickly as possible and monitors these figures on a regular basis.
Resource Implications
Financial
None
Human Resources
None.
Asset and Other Implications
None.
Recommendations
The Committee is requested to approve the Council’s financial accounts and report for the year ended 31 March 2013.”
The Committee adopted the recommendation and commended the work of the staff of the Finance and Resources Section who had been involved in preparing the Annual Accounts.
Financial Reporting – Quarter 4 2012/13
The Committee considered the undernoted report:
“1.0 Relevant Background Information
1.1 The Strategic Policy and Resources Committee agreed on 18 June 2010 that:
••• The Council would produce financial reporting packs for the Strategic Policy and Resources Committee and each Standing Committee on a quarterly basis
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••• The Budget and Transformation Panel would also receive monthly financial updates if there were any significant issues to report.
1.2 The reporting pack contains a summary dashboard of the financial indicators and an executive summary explaining the financial performance (Appendix 1). It also provides a more detailed explanation of each of the relevant indicators covering outturn for the year, implications for reserves, payment of creditors and recovery of debt. The reporting of procurement compliance to members was introduced as part of the quarterly financial reporting from quarter 1 2012/13.
1.3 The style and layout of the financial reporting pack reflects the discussion and feedback arising from the Members’ financial training at the end of September 2010.
1.4 Central Finance and departmental management teams have worked together to develop the information within the reporting packs.
2.0 Key Issues
2.1 Financial Outturn 2012/13
The year-end financial position for the Council is an under- spend of £864k (0.7%), which is well within the acceptable variance limit of 3%.
2.2 As in Quarter 3, the key elements of the under-spend relate to savings in employee costs through unfilled posts and restructuring, significant reductions in landfill costs through reduced tonnages and gate fee costs and the deferred introduction of the alternate weekly waste collection service to the inner city. Increased utility costs, above the budgeted levels were incurred, particularly in the Parks and Leisure Department, but this was mainly offset by increased income within Parks and Leisure.
2.3 LPS Rates Finalisation
The year end outturn as reported by LPS is a positive settlement to BCC of £3.9m. This compares very favourably to the claw back position which the Council experienced in 2011/12 (£259K) and 2010/11 (£3.41m). The vacant rating exercise, led by the Building Control Service, has made a significant contribution to the positive position and the settlement also indicates slight growth in the rate base despite the difficult economic environment.
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2.4 Officers will be working with LPS to analyse the detail of the settlement including the reasons for the slight growth, the recurring impact of the additional income generated through the vacancy inspections and the current position regarding the significant outstanding rating appeals. This analysis will inform the assumptions presented to the Strategic Policy and Resources Committee in August 2013 regarding the stability of the rate base and the impact on the high level guidelines for the 2014/15 revenue estimates.
2.5 Capital Financing
The capital financing budget was fully utilised during the year resulting in all capital expenditure incurred being fully financed
2.6 Reserves Position
The Belfast Voluntary Transition Committee on the 7 June 2013, recommended that the SP&R Committee approve the establishment of a local reform budget of £2m to support delivery of local government reform. If this proposal is agreed by the Committee then, the General Reserves at the end of 2012/13 will sit at £13.3m as compared to the balance of £11.39m at the end of 2011/12.
2.7 The Strategic Policy and Resources Committee previously agreed that an acceptable level of general reserves is £10.0m. It is worth noting the significant improvement in the reserves base of the council since the end of 2009/10 when the level of general reserves stood at only £4.6m which was well below this acceptable level. At this stage it is proposed that general reserves remain at £13.3m to cover the financial risks associated with the uncertainty around the future rate base in the context of local government reform and potential one-off resources required to support the delivery of the leisure transformation programme.
2.8 Investment Programme
Committed expenditure approved by the Strategic Policy and Resources Committee for the 3 year Capital Programme stands at £28.3m, leaving £46.7m of schemes within the 3 year programme at the uncommitted or emerging project stage. A separate report, which will be considered at this meeting, provides an update on the physical progress of projects within the Capital Programme.
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2.9 Committed expenditure on LIF projects at the year-end totals £4.6m, leaving a balance of £400k in the local investment fund.
2.10 The amount of levered external funding for the Investment Programme which has been agreed in principal increased to £18.6m at the year-end, with £16.9m of these funds confirmed through letters of offer.
2.11 Actual capital expenditure was £7.9m against the annual budget of £19.4m, while non-recurring expenditure was £0.8m for the year end against a budget of £1.8m.
2.12 Other Financial Indicators
The overall Council debt has reduced to £4.2m compared to last year’s position of £5.7m. This has reduced to £2.98m by the end of April 2013. Adjusting for the end of year anomaly the percentage of debt under 90 days old is 61.1%, which is an improvement as compared to the position at Quarter 4 2011/12.
2.13 The average number of creditors paid within 28 days for 2012/13 was 80% which represents a significant improvement on the previous year performance of 63% of invoices paid within 30 days. Work continues in this area to meet the Investment Programme commitment of 90% of creditors paid within 28 days by 2014/15.
2.14 Treasury Management
The year-end Treasury Management report has been circulated.
3.0 Resource Implications
3.1 The year end outturn was an underspend of £864k (0.7%) and general reserves are £13.3m.
4.0 Equality and Good Relations Implications
There are no equality and good relations implications associated with the report.
5.0 Recommendations
••• Members approve the establishment of a local government reform budget of £2m to support the delivery of local government reform, as recommended by the Belfast Voluntary Transition Committee on the 7 June 2013.
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••• Members are also asked to note the above report and associated financial reporting pack.”
The Committee adopted the recommendations.
Leisure Transformation – Finance Report
The Committee considered the undernoted report:
“1.0 Relevant Background Information
1.1 At its meeting on 1 March 2013 the Strategic Policy and Resources Committee agreed to consider a report on the affordability of the leisure transformation programme. This report provides Members with an overview of the estimated capital expenditure and potential financing options required to deliver leisure transformation.
2.0 Key Issues
2.1 Assumptions
The emerging leisure financing strategy has been developed in the context of the guiding principles which Members agreed (SP&R 25 January 2013) to use to inform decisions regarding leisure provision. These are:
••• Quality ••• Focus on health and well-being outcomes ••• Value for Money ••• Balanced investment and accessibility ••• Partnership ••• Affordability
It has therefore been assumed that:
••• The programme will provide balanced investment across the city and that each city quarter will have wet, dry, health and fitness facilities that cater for a diversity of activity.
••• There will be no rates increase to support the financing of the programme.
••• Revenue savings generated from within the leisure budget will form a key element of the financing strategy.
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••• The leisure programme will be phased over at least a ten year period.
2.2 Estimated Cost of Leisure Transformation Programme
Council officers have worked with a leading QS firm, Turner and Townsend to estimate the overall capital cost of transforming the leisure estate. The costs are based on industry baselines and have been benchmarked against recent leisure developments across the UK. The total estimated cost of the leisure transformation programme is £105m. The challenge for the Council will be to secure the financing of the £105m in the context of the assumptions outlined in paragraph 2.1 and our current and future capital commitments and ambitions.
2.3 Current Capital Programme
At present, the Council allocates £10.1m per year from the district rate to finance capital expenditure. The table below summarises the use of the capital financing budget.
Capital Capital Finance Expenditure £m £m
Existing Loans 21.20 2.004 Committed 31.40 2.386 Schemes Uncommitted 17.50 1.400 Schemes Emerging Schemes 60.40 4.90 Total 130.50 10.69
The table shows that the entire capital finance budget is required to support the current capital programme. The implication for the leisure programme is that there is no capacity within the capital finance budget to support the financing of expenditure on the leisure estate. Members therefore need to consider alternative funding options.
Required Financing for the Leisure Programme
If it is assumed that the required £105m will be financed through 25 year loans the total annual financing cost to the Council will be £8.93m. The options for how this money can be raised are outlined below.
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Options Year Finance Expenditure £m £m Belfast Investment 2014 3.23 38.00 Fund Efficiency Savings 2016 2.00 23.50 Local Government 2015 2.00 23.50 Reform Balance 2018 1.70 20.00 Total 8.93 105.00
The Belfast Investment Fund is a capital fund set up to support the delivery of partnership projects across the city. Members agreed, as part of the rate setting for 2012/13 an annual allocation of £6m from the district rate to the fund with the purpose of providing £20m by the end of 2014/15. By the end of 2013/14 the fund will total £19,388,786. The target has almost been met a year early because originally the Connswater Greenway project was to be financed from this fund but it is now being financed through the capital programme. This means that Members could consider re- allocating a proportion of the annual rates contribution to the leisure programme without impacting on the achievement of the £20m target. The Director of Property and Projects, at the Committee meeting, will report that up to £38m will be required to deliver the Olympia and Andersonstown schemes. This expenditure will need to be financed from 2014/15. It is recommended that £3.23m of the £6m Belfast Investment Fund annual rates contribution is reallocated to finance the £38m Olympia / Andersonstown schemes. If this is agreed the Belfast Investment Fund would have a balance of £22,158,786 by the end of 2014/15 and £2.77m would continue to be allocated to the fund on an annual basis.
Efficiency Savings
To date efficiency savings delivered by the Council have been used to support the district rate. However, as Members expand their capital ambitions and the growing need to demonstrate savings to secure external funding, for example, for the Waterfront extension; efficiency savings delivered as part of capital projects will become a key strand of capital financing. Members have already agreed that a key element of the leisure financing strategy should be the delivery of efficiency savings from the leisure budget. Currently the rates subsidy to the leisure service is over £8m per year. The cost recovery rate averages around 35% compared to a sector average of 65%. It is recommended that a target of £2m should be set and that these savings are allocated to the capital financing of the
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leisure programme. The savings would release approximately £23.50m of capital expenditure. As this money will be required to fund the second phase of the programme, the savings will need to be delivered by 2016. The delivery of these savings would form an important workstream within the overall leisure transformation programme.
Local Government Reform
In 2015 the Council’s finances will be based on a new rate base. The boundary changes will bring in additional rates income from over 22,000 households and businesses. This additional income is not a windfall as it will be required to fund the delivery of services to the transferring residents and businesses. The estimated cost of the leisure programme includes provision for new leisure facilities in the transferring areas. It is recommended that Members set a target of £2m of the additional rates income being available to support the capital financing of the leisure programme. This would generate £23.5m of capital expenditure. The work to deliver this finance would be incorporated into the service and rates convergence workstreams of the local government reform programme.
Balance
The above three options deliver £85m of the required £105m, leaving a balance of £20m and an annual financing requirement of £1.7m. Based on the phasing of the programme this finance will not be required until 2018. It is recommended that Members agree to include the £1.7m financing requirement in the Council’s Medium Term Financial Plan. Officers will then explore potential funding options including partnership arrangements, external funding sources and capital receipts.
Next Steps
The Director of Parks and Leisure is in the process of developing a detailed action plan for the development and implementation of the leisure transformation programme. A report will be brought to the Strategic Policy and Resources Committee in August which will detail the key elements of the plan and the resources required to deliver it.
5.0 Recommendations
5.1 Members are asked to agree to the following:
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1. To set an overall capital expenditure affordability limit of £105m for the leisure transformation programme.
2. To allocate, from 1 April 2014, £3.23m of the £6m Belfast Investment Fund annual rates contribution to finance the £38m Olympia / Andersonstown schemes.
3. To set a £2m efficiency savings target for the leisure service as part of the leisure transformation programme deliverable by 1 April 2016 and that these savings are used for the purpose of leisure capital financing.
4. To set a target of £2m of additional rates income emanating from local government reform boundary changes being available to support the capital financing of the leisure programme.
5. To incorporate this target into the service and rates convergence workstreams of the local government reform programme.
6. To include the £1.7m outstanding financing requirement in the Council’s Medium Term Financial Plan.
7. To consider a report in August on the leisure transformation action and resourcing plans.”
After discussion, the Committee adopted the recommendations.
Integrated Stadia Regeneration
(Councillor Mullan left the meeting whilst this item was under discussion.)
(Mr. A Hassard, Director of Parks and Leisure, attended in connection with this item.)
The Committee considered the undernoted report:
“1 Purpose of report
1.1 The key purpose of this paper is to:
• present initial cost estimates, risks and the procurement approach around the stadium regeneration project at Olympia,
• update members on partnership agreements and;
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• to recommend a financial package for both stadia regeneration projects at Olympia and Andersonstown.
2 Relevant Background Information
2.1 Significant investment by DCAL and sporting bodies into the Stadium Development Programme fits with the Investment Programme and the strategic review of leisure, presenting major strategic opportunities for the Council to begin a transformation plan linked to the stadium developments. At Windsor Park, this offers the opportunity for regeneration around adjacent Council assets at Olympia. Planning permission for Windsor Park has been granted including an annex to the West stand designated for community benefit. The stadium development is due to begin on site in January 2014.
2.2 Members will be aware of the Strategic Policy & Resources meeting in March 2013, where it was agreed:
• ‘in principle’ to progress both the Olympia and Andersonstown Leisure Centres to Stage 2 of the Capital Programme to form the first phase of the citywide leisure transformation review, and;
• to develop regeneration plans in tandem and in conjunction with government departments given the one off strategic opportunity and DCAL community benefit commitment.
2.3 At a special meeting of the Strategic Policy & Resources Committee on 26 April 2013, members were updated on the status of negotiations with IFA regarding relocation of Olympia into the new stadium at Windsor Park. The Committee agreed to relocation only on the basis of a nil rental and agreement on a mutual community benefit arrangement with the IFA.
2.4 Members will also be aware that leave has been granted for a Judicial Review hearing regarding the development at Windsor Park, the dates of which are set as 16 – 18 December 2013.
3 Key Issues
Windsor / Olympia - Phasing of physical regeneration
3.1 Members’ preference was to move leisure provision into the new stadium; relocate community centre provision into the Village area; redevelopment of the Olympia site to provide a
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new alignment and replacement for Midgley Park; a new pitch; play provision; some commercial development and new public realm and access to the stadium from Boucher Road.
3.2 DCAL/Linfield and the IFA also favour this option as the Council use of stadium space for leisure in the widest sense meets the sustainable community benefit criteria and it provides a much better setting and access for the new stadium adding to its offer.
3.3 The optimum phasing would be to build the leisure element in the stadium and when that is complete demolish Olympia and redevelop the site as Phase 2. This allows continuity in terms of leisure provision but will mean some temporary loss of pitch provision to both the Council and Linfield.
3.4 Table 1: Project phasing at Windsor / Olympia
Phase 1a: This is the fi rst stage where the ‘Active Belfast’ new leisure facility would be facility, built onto the West Stand of a Windsor Park newly refurbished Windsor Park. This is dependent upon satisfactory leasing and partnership agreements with IFA as the facility owner. Access to this new facility would be dependent on the delivery of Phase 1b: the enabling works Phase 1b: This stage covers the ‘enabling Enabling works works’ and environmental regeneration required to provide access to Council services and would take place once a new facility is complete, including:
−−− Demolition of the existing centre (this would be linked to the relocation of Community Services provision, see paragraph 3.19)
−−− Reorientation of Council outdoor space at Olympia
−−− Access improvement at multiple entry points including a new boulevard
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−−− Redevelopment of Midgley Park which is currently located in front of the West Stand −−− Redevelopment of play park at Olympia Phase 2: Development briefs may be Development issued for commercial opportunities development and/or capital receipts, at the front of the site on the basis of sports-led regeneration opportunities.
3.5 Significant risks remain around the delivery of this project. These include:
• Leave granted to Crusaders for a Judicial Review
• Partner agreements with both IFA and Linfield FC yet to be finalised
• Procurement arrangements for both design and construction in partnership with DCAL and IFA
• Planning approval for an enhanced annex to the West stand in order to provide a leisure facility and the regeneration of the wider site
• Tight timescales in order to align with the delivery of the stadium programme
Windsor / Olympia - design and cost estimates
3.6 Members will be aware that the Council are working ‘at risk’ on this project on developing up costs and detailed designs in order to meet the timescales for the delivery of the stadium programme.
3.7 Following the first stage of community engagement, an intense and sustained effort by officers from Property & Projects, Parks & Leisure and Development Departments has culminated in the development of requirements and design for the new facility and the wider site. Initial design development for the ‘Active Belfast’ facility at Windsor Park is now achieved to a stage which enables cost estimates to be produced.
3.8 Despite the design constraints apparent in building onto a stadium within a restricted site line, the proposed design meets the aspirations of the Parks & Leisure Department and
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is currently a 7,500m 2 centre, which is significantly larger than the current facility at Olympia with enhanced provision.
3.9 This design has been costed prior to any further design development taking place. Any subsequent modifications in design will result in an increase in this cost estimate. Due to the rapidly progressing nature of this project, a verbal update report on cost estimates will be provided by the Director of Property & Projects at Committee.
Windsor / Olympia procurement arrangements
3.10 The time pressures, legal and procurement complexities of this project will require the appointment of an integrated design team. Officers are confident that this methodology whilst is undesirable will be still able to demonstrate value for money.
3.11 Officers have issued correspondence to DCAL which outlines a procurement approach for both Works and Services and requested key dates for which information is required to keep with the programme for delivery of the stadium.
3.12 Officers are in the process of drafting up contractual arrangements for consideration by DCAL and the IFA. The key elements to this contract will be that DCAL would the primary funder in this overall project and that the Council will be afforded every opportunity as the contract proceeds to test the value for money within the contract. The fit-out of the shell and elements outside of the shell and core may be tested through a separate procurement exercise ensuring value for money.
3.13 To date Belfast City Council have completed design work to RIBA Stage C and at present have not engaged with any supplier to further progress this work.
3.14 Officers are developing a series of planning applications for the project which would be progressed over the summer in order to align with DCAL’s stadium development programme.
Windsor / Olympia partnership agreement – IFA
3.15 The new stadium will impact on the entire city, however members have emphasised their aspirations that the Council works to ensure enhancements for adjacent communities. This is an opportunity to realise the potential socio-economic benefits and work towards an enhanced community provision.
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3.16 Work to determine the nature of a community benefits partnership with the IFA is ongoing. There are emerging organisational synergies regarding health promotion, employability, good relations and sports participation around which to build a proposal for Committee’s consideration. Options on the objectives of the partnership, associated programming, use of facilities and costs have been drafted and are with the Director of Parks & Leisure to approach the IFA Chief Executive. Until this agreement is in place, no agreement on leasing terms can be reached.
Midgley Park land agreement - Linfield FC
3.17 Midgley Park is owned by Linfield FC and is situated on the edge of the west stand of Windsor Park, slicing through the potential sports village and any potential new access from Boucher Road.
3.18 Officers are working with Linfield FC to reach a land agreement in order to facilitate the regeneration project. Linfield have indicated that they support the concept of the project, and are keen to reach an agreement with the Council through their Board and club members. The Council has received Linfield’s requirements and has now presented a proposal to Linfield in terms of site layout. Outstanding issues including, whether it will be a land swap, a management agreement, shared usage of the pitch are all still to be determined. Due to the rapidly progressing nature of this project, a verbal update report on the response from Linfield’s Board will be provided by the Director of Property & Projects at Committee. This will follow Linfield’s Board meeting of 17 June 2013.
Olympia Community Centre
3.19 A report on Olympia Community Centre is due to be considered by the Development Committee on 20 June 2013. The report is seeking to engage external support to research and develop options, to determine the strengths and weaknesses of the identified options, the resources required to carry through and ultimately the prospects for success. The report indicates delivery of a community based consultation, research exercise and a series of recommendations within a twelve week process.
Windsor / Olympia - Economic Appraisal
3.20 Currently a full economic appraisal is underway on the leisure offering and enabling works. Members will be aware that the
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initial economic assessment showed that the option of relocation into Windsor is only feasible and value for money to the Council if this is provided at a nil rental with a 25 to 50 year lease period.
Andersonstown Regeneration
3.21 At the special SP&R meeting on 8 th March, Members agreed to refocus the economic appraisal at the Andersonstown development on the Andersonstown Leisure Centre site and maximise regeneration benefits of both the leisure centre and stadium. Work is progressing on the regeneration plan, including a series of workshops with staff to develop initial options.
3.22 Discussions to ensure community benefit for the public money associated with Casement are ongoing with DCAL and the GAA and further updates on the Andersonstown project, including updates on the community benefits discussions, will be brought back to Committee in due course.
Integrated Stadia Developments – proposed financial package
3.23 Cost estimates for the proposed ‘Active Belfast’ facility at Windsor and associated enabling works are due to be presented to Belfast City Council on 17 June 2013. Due to the rapidly progressing nature of this project, the anticipated budget requirements have been set out below in Table 2, and a verbal update report on the cost estimates will be provided by the Director of Property & Projects at Committee.
3.24 The anticipated financial package required in order to deliver the Windsor facility and associated works will be a maximum of £21.6m gross, including construction, professional fees and charges. DCAL have indicated that along with the IFA, they would make £2.6m available as part of the shell construction of the leisure facility at the stadium. This would leave a financial requirement of up to £19m from Belfast City Council.
Works Maximum External Anticipated net gross budget contributions budget required Includes from Council will professional be a maximum of fees, internal charges and contingencies Phase 1a £14.1m £2.6m (DCAL/IFA) £11.5m Olympia ‘Active
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Belfast’ Facility
Phase 1b £7.5m £7.5m Olympia enabling works Total £21.6m £19m
A financial package of up to £19m is proposed for Olympia, to include a new leisure facility and enabling works to the wider site.
A comparable financial package of up to £19m is proposed for Andersonstown, to include a new leisure facility, and regeneration at the site. These maximum affordability limits have been advised by the Director of Finance and Resources and are set out in more detail in the Leisure Strategy paper which outlines the overall leisure package.
4 Resource Implications
4.1 Financial
A potential £38M financial investment in regard to the two leisure centres and associated assets required to fulfil regeneration opportunities.
4.2 Human Resources
There are ongoing significant staff resource requirements from relevant departments in order to develop each project in line with DCAL’s tight timeframe. Potential staffing issues will be examined as part of the overall review of the leisure transformation programme. Any resultant HR issues will be managed in accordance with the Council’s processes, policies and procedures for dealing with HR matters and TU consultation.
4.3 Asset and Other Implications
Unknown at this stage, however comprehensive regeneration of the significant stadium developments should lead to improved services and benefits for the community and aesthetic improvements at Council sites. The project could include the Council giving up a freehold interest and moving to a leasehold interest with all the associated implications.
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5 Equality and Good Relations Considerations
5.1 It is envisaged that both inclusive regeneration stadium strategies progress in parallel, enabling a wider positive impact across the city. The phases of the overall leisure transformation will be subject to equality screening. This will include the periodic screening of the stadia developments as part of phase 1 to identify differential impacts and any mitigating actions required, in accordance with standard Council procedures.
6 Recommendations
6.1 Members are asked to note the updates provided, and give approval:
• To procure integrated design team within an agreed strategy with DCAL and IFA for the shell building for the new leisure facility
• To prepare a planning application for Windsor / Olympia Phase 1 (a and b)
• For a budget expenditure for up to £38m on behalf of the council comprising £19m each for both the Andersonstown and Olympia regeneration proposals”
After discussion, during which the Director of Parks and Leisure answered a number of questions in relation to the community benefit relating to both schemes, the Committee adopted the recommendations.
Assurance Framework
The Director of Finance and Resources reminded the Committee that the Council was required to produce a complex set of draft accounts for external audit review and, in support of that, to produce an Annual Governance Statement which described the Council’s governance arrangements and the process for monitoring their effectiveness. He outlined the key elements of the year-end process and the framework which had been developed to ensure that the organisation complied with statutory requirements and so that Members and senior officers had effective, ongoing oversight of the governance and assurance arrangements.
He provided Members with an Assurance Framework which showed key sources of assurance and the basis upon which that assurance had been provided. In particular, the Corporate Plan Review update for 2013/14; an annual performance report; the annual Financial Report; an annual Managements Accounts, which was a summary of the accounts showing spend by department, service and function; the quarterly Risk Management report; an updated Code of Governance and Annual Assurance Statement
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from the Head of Audit, Governance and Risk Services; the quarterly Health and Safety reports and the Annual Governance Statement.
The Committee noted the information which had been provided and that the Chairman of the Council’s Audit Panel, Alderman Rodgers, had apologised for the fact that he was not available to attend the Committee’s meeting to present the Annual Statement.
Minutes of Meeting of Audit Panel
The Committee approved and adopted the minutes of the meeting of the Audit Panel of 11th June.
Minutes of Meeting of Budget and Transformation Panel
The Committee noted the minutes of the meeting of the Budget and Transformation Panel of 13th June.
Corporate Plan and Performance Management
Draft Corporate Plan 2012- 2015: Year 2
The Committee was reminded that the previous year it had agreed a three year corporate plan to cover the period from April, 2012 till March, 2015. The Corporate Plan and the Investment Programme were the two key strategic planning documents for the organisation which had been agreed and were overseen by the Strategic Policy and Resources Committee. The Corporate Plan was a high level document which contained both key actions from the Investment programme and other significant corporate projects and programmes. The Chief Executive pointed out that further detail on the projects and programmes listed in the draft Corporate Plan was contained within the Investment Programme Delivery Plan, the Local Government Reform Programme, Departmental Plans, the capital programme and the documents which had been submitted to the Committee as part of the financial estimating process.
The Corporate Plan Year 2 update had been drafted around the corporate themes of Leadership, Environment, Economy and People, Communities and Neighbourhoods and Value for money services which had been agreed by the Committee the previous year.
He outlined the information which was contained the Year 2 draft corporate plan and indicated that the current version of the document would undergo further editing as part of a design and production process and would be checked to ensure ease of understanding, with a summary document then being produced.
The Committee approved the Draft Corporate Plan 2012-15 Year 2 Update.
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Human Resources
Standing Order 55 - Employment of Relatives
It was reported that, in accordance with Standing Order 55 and the authority delegated to him, the Director of Finance and Resources had authorised the appointment of a number of members of staff who were related to existing officers of the Council.
Noted.
Staffing Issues
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 To advise the Committee of the letter received by the Council on 14 June 2013 from the Minister of the Environment, advising Councils and Voluntary Transition Committees of his intention to use open public competition to appoint the Chief Executives of the 11 new councils.
The Committee is recommended to direct the Head of Human Resources to bring back a detailed report on this matter to its meeting in August.
1.2 To advise the Committee that the Assistant Chief Executive and Town Solicitor has indicated his intention to leave the service of this Council before the end of this calendar year. It is proposed that the Chief Executive bring recommendations to the Committee at its meeting in August to deal with Mr Quigley’s retirement.
2 Key Issues
2.1 Members are aware that the Local Government Reform will lead to the present 26 district councils in Northern Ireland being reduced to 11. The Local Government Reform programme is being driven by the Minister of the Environment and the Executive have agreed for the transfer of a package of functions to local government.
2.2 Legislation will be required to implement these changes. The primary legislation will be a new Local Government Act which is due to be submitted to the Assembly in September. In the meantime the Minister is anxious to drive forward the Reform programme and has introduced to the Assembly a set of regulations known as The Local Government (Statutory
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Transition Committees) Regulations (Northern Ireland) 2013, which makes provision for the establishment of statutory transition committees whose duty will be to draft a corporate and business plan for the agreement of the new council, prepare a draft budget for the agreement of the new council and make an appointment to the post of Clerk and Chief Executive of the new council. The selection and appointment of the Chief Executive must be on merit, on the basis of fair and open competition and must be approved by two-thirds of the majority of the membership of the Statutory Transition Committee. The appointment must be made in accordance with the provision of Sections 40 and 41 of the 1972 Local Government Act which provides for the appointment to be made in accordance with the procedure prescribed by the Local Government Staff Commission.
2.3 The Minister has written to all councils by letter dated 14 June 2013, setting out the reasons why he has decided to introduce regulations to provide for open recruitment for the posts of Chief Executive for the new councils and a copy of this letter has been circulated. The letter makes it clear that ‘any current Chief Executive that chooses not to apply for the new post or who is unsuccessful will continue in his/her existing post until 2015. At that stage he/she may choose to take voluntary severance.’
2.4 The regulations if approved by the Assembly come into effect thereafter. The Regulations provide that the first meeting of the new Statutory Transition Committee needs to take place 35 days after the Regulations are brought into force.
2.5 Once the Regulations are brought into force the Department will have to consult with the Local Government Staff Commission and a procedure will have to be put in place for the appointment process of the new Chief Executive. It is recommended that the Head of Human Resources is directed to liaise with the Local Government Staff Commission and the Department and to bring back a report to Committee in August updating them on the proposed arrangements.
3 Other posts in the new Council structure
There is no proposal in the Regulations that any post other than the Chief Executive post should be recruited by way of public competition. It is proposed at this stage that Directors for new councils will be appointed subject to the creation of pools of eligible people drawn from current staff employed by the councils to avoid compulsory redundancy and provide alternative employment opportunities. Given that this process
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may take some time, it is unlikely that proper consideration can be given to the structure of the new council until autumn 2014.
4 Retirement of the existing Assistant Chief Executive and Town Solicitor
The Assistant Chief Executive and Town Solicitor has indicated his intention to retire from service with this Council before the end of this calendar year. Given the provision above about the appointment of new Directors, it is proposed that interim arrangements are put in place to cover Mr Quigley’s existing duties until a permanent new council officer structure is agreed. It is therefore proposed that the Chief Executive discuss the issues with the Party Group Leaders at the Budget Panel and bring back interim recommendations to the Committee at its meeting in August.
5 Recommendations
5.1 To note the Minister’s intention in relation to Local Government Reform and the public recruitment of new Chief Executive posts.
5.2 To authorise the Head of Human Resources to engage with the Department and the Local Government Staff Commission to determine the process which will be followed to fill these posts.
5.3 To note the intention of the Assistant Chief Executive and Town Solicitor to retire before the end of the calendar year and To authorise the Chief Executive to consult with the Budget Panel and bring forward interim proposals to the Committee at its meeting in August.”
The Committee adopted the recommendations.
Asset Management
Connswater Community Greenway Land and Assembly Update
The Committee was reminded that, as part of the City Investment Strategy, it had agreed to co-ordinate the acquisition of lands to enable the Connswater Community Greenway to proceed. The Committee was advised that an area of land consisting of 0.074 acres adjacent to the entrance to Victoria Park had been identified as being required for the Greenway. The land was owned by the Northern Ireland Transport Holding Company and, as it formed an integral part of the support to the railway line at that location, that organisation could not dispose of the land outright. Council officers had therefore agreed, subject to Committee approval, to take out a licence for those
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lands from the Company to allow the area to be landscaped as part of the project to improve the aesthetics at the entrance to Victoria Park. The Northern Ireland Transport Holding Company had agreed to grant the licence rent free.
The Committee granted approval to the acquisition of the lands as outlined by way of licence from the Northern Ireland Transport Holding Company.
Smithfield Car Park
The Committee was advised that the Council owned the land to the rear of Smithfield Market, which the Department for Regional Development Roads Service (and formerly the Department of the Environment) had been operating as a car park since 1990. The Director of Property and Projects explained that the former Health, Markets and Meat Plant Committee had, in May 1990, agreed to seek car park operators for the open space at the rear of the market and agreed subsequently, at its meeting on 10th December 1990, to enter into a licence agreement with the Department of the Environment. The Licence Agreement with the Road Service allowed for a review of the licence payment on 1st December each year, with the agreement being terminable by either party by giving three months notice in writing.
He reported that negotiations had taken place with Land and Property Services, acting for the Road Service, regarding the licence payment for the period from 1st December, 2012. The fee was based on the gross annual turnover generated by the car park for the twelve month period immediately preceding any review. The current licence fee was £64,500 per annum. The proposed licence fee for the year 1st December, 2012 till 30th November, 2013 was £68,000.
The Committee granted approval to a Licence Fee of £68,000 payable by the Department of Regional Development Roads Service for the Smithfield Car Park for the year commencing 1st December, 2012.
Belfast City Hall Big Screen
(Mr. G. Copeland, City Events Manager, attended in connection with this item.)
The Committee considered the undernoted report
“1 Relevant Background Information
1.1 The purpose of this report:
• Is to request approval that Officers issue an Expression of Interest Tender for a content provider for the City Hall Big Screen.
• If Members approve the above process, seek approval from Members to limit content and operations of the City Hall Big Screen to Council projects until a new screen content/management company is appointed.
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1.2 In April 2010 the Strategic Policy & Resources Committee agreed that a 2012 Olympic Inspired Big Screen be positioned in the grounds of City Hall. The Screen is part of 22 LED systems located across regional capitals and key cities.
1.3 Up until October 2012 the BBC provided an extensive screen management process, which included local BBC NI input. However, this entire resource has been drastically reduced and means that anyone wishing to relay images on the screen must have these pre-formatted at their own cost. Plus technical assistance and camera relays must be sourced and paid for by the event organisers.
1.4 These changes mean that the BBC only provide a limited screen operations service, which is managed from its offices in Birmingham, for all twenty-two screens, with zero input from BBC NI. This limited service will cease in September 2013. However, in December 2012 the Council agreed to take part in a joint procurement exercise so a new screen content and management organisation could be found.
1.5 Unfortunately this joint procurement exercise has not taken place as the vast majority of the Big Screen UK network are no longer supportive of such a concept. This means that come September 2013 the screen will have only BBC News 24 showing and there will be no screen content management system in place.
1.6 Given the above Members are being asked to approve that Officers issue an Expression of Interest Tender on behalf of BCC. If the Council agree to this any appointment will be based on a zero cost to BCC and possibly the creation of an income stream. If unsuccessful in this process a further report will be taken to Councillors seeking views on the future of the Big Screen.
1.7 Another difficulty, which the BBC position has resulted in, is an increase in workloads for Officers, in regard to programme, editing and managing screen content. Therefore, the request to limit screen content and operations to Council projects until a potential new screen content/management company is appointed.
2 Key Issues
2.1 The BBC has been involved as the content and screen management provider since the screen’s inception. However, as stated above, there has been a rolling reduction in the
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BBC’s input to this process, which will formally terminate at the end of September 2013. This is due to BBC budgetary constraints.
2.2 The resulting affect, in the BBC’s reduction in services, has meant a significant increase in staff resources from the Council’s City Events Unit, who are now being asked to vet and arrange content for the Big Screen. This work entails dealing with requests, editing content, dealing with event organisers who wish to use the screen and liaising with the BBC’s team in Birmingham.
2.3 Given the above, Members are requested to approve that the Big Screen content is now limited to programmes and initiatives of the Council. These restrictions would stay in place until a new screen/management company is appointed.
2.4 In addition Members are asked to note that NI Planning Service has granted planning consent, for the Big Screen, to stay in situ until April 2014. Members initially agreed that the screen should be considered as part of the refurbishment of the Donegall Square, to be undertaken by the Department of Social Development, as part of phase two of the Streets Ahead programme. However, the Department of Social Development have now ‘suspended’ this phase of work. Therefore, Officers are investigating the Council’s options in order that a solution to the planning issue can be found.
3 Resource Implications
3.1 Financial
The Council has agreed to allocate £40,000 as part of the Department’s annual budget. These finances are used to cover the operational costs of the screen alongside animation of the grounds.
3.2 Human Resources
There would be no additional staffing requirements of the City Events Unit if Members were to agree to restrict screen content to BCC related content. However, if Members wish permit external use of the screen there would be a requirement to appoint either a temporary member of staff or an external contractor. At this stage it is difficult to define these costs, but it would be in the region of an additional £30,000 per calendar year on top of the current £40,000 indicated in 3.1 above (total cost per annum £70,000).
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3.3 Asset and Other Implications
As per 2.4, Members are asked to note that NI Planning Service has granted planning consent, for the Big Screen, to stay in situ until April 2014. As stated in 2.4, Members have agreed that the screen should be considered as part of the refurbishment of the Donegall Square, to be undertaken by the Department of Social Development, as part of phase two of the Streets Ahead programme. However, the Department of Social Development have now ‘suspended’ this phase of work. Therefore, Officers are investigating the Council’s options in order that a solution to the planning issue can be found, with a report being taken back to Council in due course.
4 Equality and Good Relations Considerations
4.1 There are no relevant equality and good relations implications. However, the project has the potential to bring together people from a wide range of backgrounds and therefore promote good relations in the city.
5 Recommendations
5.1 Members are asked to:
• Approve that Officers issue an Expression of Interest Tender for a content/management provider for the City Hall Big Screen at a zero cost to Council. It would be suggested that appointment of an appropriate supplier be delegated to the Director of Development.
• Recommend that until a new screen content provider is appointed that Officers are permitted to restrict content to details generated by BCC.”
The Committee adopted the recommendations and noted that a report on any expressions of interest received and associated costings would be submitted to the Committee in due course for approval.
Corporate Accommodation Strategy Update
The Committee noted the contents of a report which provided an update in relation to the Council’s Corporate Accommodation Strategy and:
(i) noted the findings of the Charted Institute of Public Finance and Accounts initial report on an analysis and high level evaluation of the Council’s existing office accommodation stock and that a business case would now be progressed for the delivery of the most appropriate property solution for the Council’s Corporate
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Accommodation Strategy, with a further report being submitted to the Committee by November, 2013; and
(ii) in the context of completing the strategic approach to the Accommodation Strategy, noted the current position regarding Clarendon House which might be of interest given its proximity to the Cecil Ward Building and agreed that it be included as an option within the Strategy, with a further report being submitted to the Committee depending upon any developments in relation to its disposal on the open market.
Request to use the Cenotaph area
The Committee noted that this item had been withdrawn from the agenda.
Good Relations and Equality
(Mrs H. Francey, Good Relations Manager, attended in connection with these items.)
Minutes of Meeting of Good Relations Partnership
Forum for Cities in Transition Conference
In considering the minutes of the meeting of the Good Relations Partnership of 10th June, the Good Relations Manager drew the Committee’s attention to the minute under the heading “Forum for Cities in Transition Conference” and to the decision of the Partnership agreeing, in view of the valuable work which was undertaken by the Forum in striving for peace and reconciliation in troubled cities, that the Strategic Policy and Resources Committee be recommended to make available an appropriate level of funding to assist in that work.
She indicated that initially only a small payment of £500 would be required and she recommended accordingly.
The Committee adopted the recommendation.
Subject to the forgoing amendment, the Committee approved and adopted the minutes of the meeting of the Good Relations Partnership of 10th June.
Flag Flying Policy- Armed Forces Flag
The Committee considered the undernoted report:
“Relevant Background Information
The Committee will be aware that each year since 2009 the Council has considered requests from the Ministry of Defence
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to fly the Armed Forces Day flag for a week leading up to the Armed Forces Day itself at the end of June.
In the first three years, 2009, 2010 and 2011, the Council agreed, in accordance with existing Council policy, that the request to fly the Armed Forces flag at the City Hall be acceded to but that the approval be for one day only.
In 2012, because a request to fly the Armed Forces Flag was not received until June, a Special Meeting of the Council was held on 21 June which agreed to fly the Armed Forces Flag for the period from 25-30 June 2012.
In 2013, the Strategic Policy & Resources Committee at its meeting on 24 May deferred making a decision on the matter and the Council agreed at its meeting on 3 June that the Armed Forces Flag should fly from 24-29 June 2013. The Council discussed the possibility of establishing a policy on the flying of flags, other than the Union Flag, as outlined in the Flag EQIA and the Chairman undertook to request that a report in this regard be submitted.
Key Issues
It is clear that there has not been a consensus on this matter among the political parties represented on the Council.
In 2010, at its meeting on 23 April, the Strategic Policy and Resources Committee had determined that that it did not wish to establish a policy position on the Armed Forces Day flag and that each request should be considered annually on an individual basis.
Members will be aware that last year the Council undertook a major EQIA on its policy on flying the Union Flag and began a 16 week period of consultation on this last June.
On 22 June 2012, following the decision of the Council last year to fly the Armed Forces Flag for the 6 day period, the Equality Commission contacted the Council to comment:
‘The Equality Commission notes the press reports of the special meeting of the Council last evening, 21 June, to consider the Armed Forces Day Flag. It will be important that the Council monitors any adverse impacts which would assist the Council in any future consideration of such issues. In circumstances where this issue may recur annually the Council should screen the policy in line with its Equality Scheme commitments.
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The Equality Commission also notes the ongoing EQIA on the display of flags. It would of course be preferable if the Council’s settled policy on flags extended to such displays so that any proposal is addressed within the settled policy and not separately discussed in this way.’
The equality screening which was undertaken in respect of the proposal this year reminded the Council of this, stating that:
‘It should be noted that, during the EQIA of the policy on the flying of the Union flag, the Equality Commission suggested that the Council should ensure that there is a policy framework in which to consider, in a consistent manner, the flying of other flags. They advised that such considerations would include the duration and extent of displays of flags which may be more closely associated with one community background in Northern Ireland, or indeed associated with neither of the two main community backgrounds.’
In view of the fact that this issue is likely to recur annually, the Committee is requested to consider whether it might incorporate the flying of the Armed Forces Flag within its current policy. This would avoid the discussion and dissent which has given rise to tension on an annual basis with consequent negative publicity for the Council.
The Committee is reminded that the existing Council policy on the flying of flags allows for flags other than the Union Flag to be flown on specific occasions. The Cross of St. Patrick is flown on 17 March, the European Union Flag is flown on Europe Day on 9 May and the Red Ensign is flown on National Merchant Navy Day on 3 September each year. (see list attached)
The Armed Forces Flag could be added to this list if the Committee so agrees.
All flags are flown in accordance with standard flag flying protocols.
Equality and Good Relations Implications
The Equality Screening Report completed this year in respect of the flying of the Armed Forces Flag (and previously circulated to Members at the Strategic Policy & Resources Committee meeting on 24 May 2013) had concluded:
‘It is considered unlikely that the flying of the Armed Forces flag would be regarded as being of strategic importance or be significant in terms of expenditure. It is also unlikely that a one-off decision in relation to action on a single day in 2013
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would be challenged by way of judicial review. Depending on the decision, the impact on one community or the other may be adverse but only to a minor extent. Clearly the level of offence to one community would be greater if the Armed Forces flag were to be flown for six days rather than one day, but it is considered that neither option would result in a major impact on good relations.’
Resource Implications
None.
Recommendations
The Committee is requested to consider the issues in the report and decide whether:
(i) the Armed Forces Flag should be added to the list of other flags which are flown on specific occasions at the City Hall
(ii) and if so, determine whether this should be for a single day or a six day period.”
After discussion, it was
Moved by Councillor McVeigh, Seconded by Councillor Hargey,
That the Committee agrees that the Armed Forces Flag should not be added to the list of other flags which are flown on specific occasions at the City Hall.
Amendment
Moved by Councillor Reynolds, Seconded by Councillor Spence,
That the Committee agrees that the Armed Forces Flag be added to the list of other flags which are flown on specific occasions at the City Hall and that this be for a period of six days.
On a vote by show of hands six members voted for the amendment and eleven against and it was accordingly declared lost.
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Further Amendment
Moved by Councillor Hendron, Seconded by Councillor Jones,
That the Committee agrees that the Armed Forces Flag should be added to the list of other flags which are flown on specific occasions at the City Hall and that it be for a single day on Armed Forces day.
On a vote by show of hands two members voted for the further amendment and fifteen against and it was accordingly declared lost.
The original proposal standing in the name of Councillor McVeigh and seconded by Councillor Hargey that the Committee agrees that the Armed Forces Flag should not be added to the list of other flags which are flown on specific occasions at the City Hall was put to the meeting when nine Members voted for and eight against and it was accordingly declared carried.
Cross-Cutting Issues
IBM Smarter Cities- Belfast Challenge
The Committee considered the undernoted report
“1 Relevant Background Information
1.1 Belfast is one of 100 cities around the world to be awarded a Smart Cities Challenge grant - worth an estimated $400,000 in consultancy work– which will provide Belfast City Council and its partners with access to some of IBM`s top experts to analyse and recommend ways Belfast can become an even better place in which to live with an improved quality of life.
1.2 Each city has to work on a different city problem. The key differentiators for Belfast were the issues of ‘segregation’ and ‘persistent deprivation’.
1.3 A team of 5-6 top ‘IBM experts’ from across the globe will spend 3 weeks looking at a key issue for Belfast [from Mon 16 Sept – Fri 04 October]. They will use analytics and predictive modelling to try to address a city problem and provide a roadmap for building on this and enabling better decisions to be made as a city. This will be vital to the new function of community planning.
1.4 A range of workshops and meetings have been held both internally and with external stakeholders in an attempt to refine the city’s key problem for this project. The Health sector have been particularly interested to date.
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2 Key Issues
2.1 The ‘aspiration beyond segregation’ project proposes to:
• Focus on 2 small geographical areas with some of the worst health indicators and to examine the statistics / perceptions and underlying issues including the effect of segregation.
• The two areas suggested are Upper Springfield / Black Mountain and Inner East, including Short Strand; a population size of 10,000 is considered appropriate;
• Focus either on Cardio Vascular Disease (worst health indicator in Upper Springfield) and/or Mental Health which is a concern in Inner East. This decision can only be made following an initial review of the data available, which will happen over the summer months;
• Look at evidence of what works here and elsewhere;
• Use predictive modelling and some live interactive approaches, including live data created from a social survey using social media;
• Determine what services are needed in local areas to address locally specific issues;
• For Whiterock / Black Mountain - attempt to predict what community assets and services would be placed within the Whiterock Community Corridor – Phase 2.
• For Inner East the link could be made to the potential for new joined health / educations facilities, the review of facilities at Templemore or any another regeneration scheme for the area.
• Develop a model and a route map for decision-making on dealing with local disadvantage through better provision of services and facilities.
2.2 The route map could ultimately be used to inform the review of Leisure, the provision of community assets and local investment and regeneration decisions.
2.3 It could therefore not just have potential for BCC but also for other organisations investing in and providing services to the city such as Health and social care, education, BRO etc when
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collaboratively determining the level and type of provision which should be made in areas of the city and it could influence decision making around One Public Estate Programmes. Ultimately it could create a decision making platform for Community Planning and Local Area Regeneration Plans.
2.4 To make the Belfast Challenge happen, the following steps are necessary:
Internal team to complete a detailed project plan and action list for the next 3 month period;
Confirm buy-in of all other relevant agencies as part of a wider steering Group, including:
PHA and DHSSPS and others in health sector BRO OFMDFM – Delivering Social Change NISRA Universities
Agree MOU with PHA/ DHSSPS;
Obtain legal advice on data sharing;
Initial data collation and additional research to be undertaken to finalise decision on the health indicators to focus on – PHA and DHSSPS to advise;
Further research and collation of info to be complete by end of July 2013;
Gaps identified during August;
Pack to go to IBM by mid August;
Agree focus of social survey;
Schedule of key interviews / visits to be established for week 1 of challenge;
Time slots will be arranged for the Chief Executive, Directors and Members to allocate time in their calendars between Mon 16 Sept and Fri 4 October.
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3 Resource Implications
Financial
None, this consultancy is provided by IBM as a philanthropic initiative.
Human Resources
A project team has been established involving a range of officers across Health & Environmental Services, Development and Finance & Resources Department. This is also supported by IBM officers.
However a programme for delivery now needs to be developed and this will require intensive action between now and 16th September 2013.
Asset and Other Implications
None
4 Equality and Good Relations Considerations
There are no known equality and good relations considerations associated with the IBM Belfast Challenge at this time.
5 Recommendations
Members are asked to note the project update including the areas in which the project will focus.”
The Committee noted the information which had been provided.
EU Funding Project Pipeline 2014- 2020
(Mr. J Mc Grillen, Director of Development, attended in connection with this item.)
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 Members will be aware that BCC through the EU unit has been lobbying for 18 months, to maximise the drawdown of the future NI EU Mainstream Funds for the period 2014-2020. These funding programmes namely: ERDF, ESF, Peace IV, Interreg V and the Rural Development programme, are
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currently being designed by the relevant NI Government departments and agencies, and will be open to public consultation during the months of July to September 2013.
1.2 In preparation for the programme design, and within a very tight timescale, the Department of Finance and Personnel has asked the NI Local Government sector to provide a pipeline of project ideas to help shape their thoughts on what could be devolved for Local Government delivery within the various programmes. This comes as a result of the BCC lobby and in practice, would mean that a notional allocation of the NI EU Funds would be set for Councils. To draw this down, they would then have to develop strategic integrated plans in partnership with stakeholders and within the new Local Government Reform boundaries.
1.3 To this end, DFP has set a deadline of 30th June 2013 for all councils (hopefully in their post Local Government Reform clusters) to submit project pipelines of indicative activities based on need and results.
2 Key Issues
2.1 On 30 May 2013, the EU unit held a senior officers ‘project brainstorming workshop to generate BCC project ideas and align these to the future NI EU funding criteria. The workshop provided a contextual overview of Belfast’s economic challenges, and highlighted real need around addressing employability and skills challenges in the city going forward. The workshop also covered all EU funding opportunities for council within the forthcoming NI EU programmes named above, as well as the Big Lottery and Heritage Lottery Fund. Indeed it was felt at the workshop that a separate ideas workshop should be facilitated by Programme Managers to focus solely on these two non-EU funds.
2.2 A table circulated for the information of the Members with this report sets out the entire range of project ideas aligned to the EU criteria. Members are asked to note the pipeline ideas as a flavour of what could be Eu funded to support Belfast City Council’s priorities.
2.3 A summary of these ideas is set out below, showing the link to BCC priorities as outlined in the Masterplan, and the European criteria. There are obviously other BCC priorities such as antipoverty and connected city which can be factored into this, but for simplicity sake the table aligns to the Masterplan in the first instance.
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It is important to note that the new European programmes are written around 11 thematic areas, but NI as a region will only be eligible for activities funded under the themes outlined below: 2.4
EU Thematic BCC Priority/ Project Ideas Objectives Master Plan
Theme 1 Learning City Research - North Foreshore Green Business Park and development and Questor Innovation centre Innovation -Springvale Innovation Centre Revenue support (ERDF via DETI) - Connected health Innovation Centre Theme 3
Competitiven Learning -- Development of vacant, city centre , community ess of SMEs City & and arterial Routes Properties ( Sustainable Digital City Urban Development) - Colin Town Centre Regeneration (Sustainable urban development) (ERDF via - Gaeltacht Quarter development (sustainable DETI) urban development) Sirocco works development (sustainable urban Development) Commercialisation of arts via Business Arts Academy - Business support programmes for micro businesses to improve their competitiveness and productivity - Programmes to support creative industries start up and grow -Business infrastructure/workspace - improvement to support business start -up e.g. old Grove site, , Market’s Tunnels, - Neighbourhood markets - Development of Crumlin Road Goal (Sustainable urban Development) - Export market programmes Utilising graduates for business growth - Creation of small business park Visteon site - Creation of a design Institute - Creation of world renowned animation centre of excellence - Create neighbourhood market places and cottage industry start up Develop market tunnels - Coordination of business start up and growth support for new and existing SMEs
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- Delivery of transferred INI business support programmes - Schools enterprise programme - Support the establishment of high growth start ups Theme 4
Shift towards Low Carbon -Strategic Citywide Energy Management a low carbon City & Partnership in the City Economy Accessible - Investigation of District heating – implementation (ERDF via Connected at NFS DETI) City -Investigation of geo-thermal for heat (Leisure and Community Centres) -Construction of cycle paths cross linking parks and neighbourhoods -Establishment of low carbon business cluster twinned with Dublin and Dundalk -Extension of electric vehicle infrastructure and Fleet, including charging points and BCC’s estate -Investigation of renewal energy powered leisure estate -Green/low carbon procurement programmes -Energy efficiency awareness programmes -Extensive retrofit programme for BCC property to an advanced low carbon standard - Sustainable urban drainage programme across all council sites -Water management via hydro schemes Investigation of underground Aquifers for potential water extraction for leisure -Brownfield site programme ( sustainable urban development)
Theme 6 Environment Low Carbon - Extension of Bike hire scheme to city al Protection Copy Neighbourhoods and Resource Efficiency (Rural - 3D model for city planning Development - Lagan Canal development Programme via DARD) - Belfast Hills Development - Titanic bridge Construction -ARC 21 Waste Management programme - City wide Greenways linked To integrated travel plans
Theme 8 Employment Learning -Delivering Social Change Project targeting training and City And employability for target groups – NEETS Supporting -Training and employability programmes around Labour Sport, horticulture and post film production
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Mobility (ESF via DEL)
Theme 9 Solid Inclusive - Peace walls capital programme Inclusion City- people/ -Fuel and food poverty programmes and Communities -Whiterock and Castlereagh community hubs combating Development Poverty -City wide poverty and social exclusion programme (ESF via DEL -Retrofit of social housing to low carbon standard and theme -Installation of smart meters for PEACE IV -Co Operative purchasing of fuel programme) -Facilitate collective switching for communities -Community owned energy generation e.g. hydro scheme in Ligoniel -Social enterprises, food banks, GIY, Community food production and gardening to reduce food poverty -lending at community level and community Purchasing power -advice services on debt management etc - Sport, health and wellbeing Programmes as Part of an integrated plan to tackle poverty across the city - Create an urban sports academy Theme 10
Education Learning City - Harte II Programme & roll out to other growth Skills and sectors Lifelong Learning (ESF via DEL)
The BCC project pipeline will be submitted to DFP by the 30 th June deadline and also to NILGA who is collating an overall NI Local Government pipeline response for DFP. They will share this with all councils at a workshop on 24 th June (10am-12pm) in NILGA offices.
Members should note that this pipeline exercise is not a final opportunity for councils to shape the future funds. DFP are seeking the pipeline primarily for guidance on Local Government thoughts and capacity for delivery. During July, DFP will issue guidance and ask Local Authorities to develop integrated plans of EU spend activity for the interim period of 2014-2016. It is important that this is done in partnership with city stakeholders and surrounding councils.
This will then be followed by another opportunity to submit second plans in line with Community Planning for the remaining period of the EU Programmes 2016-2020.
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2.5 Peace IV capital proposal
In relation to Peace IV Programme, SEUPB has issued a request for projects of regional importance/critical mass, in order that these projects can be written into its draft operational programme. The projects must be iconic and transformational in nature and there will be a focus on deprived communities, particularly economically excluded young people.
Critically, SEUPB expect any submission to focus on a single detailed project, in order that the Council is not competing against itself. It is important therefore that any single preferred Peace IV bid from the Council is seen in the context of other EU funding streams and associated Council proposals, demonstrating balanced investment across the city.
Project Identification
SEUPB has requested that the Council submits its proposed project/s by the end of June, for the purposes of the public consultation document. They would expect the full detail of the proposal e.g economic appraisals, designs by September.
SEUPB has now confirmed that ‘Social inclusion and combating poverty’ will be the thematic objective under which the Peace IV programme sits. This will be a key assessment criterion (30%) and any proposals put forward must fit strongly under this objective.
It is suggested, for Committee’s decision, that there is a short- list of 2 projects that merit consideration:
a. North Belfast gateway: to include the renovation of Crumlin Road Courthouse as a shared history Belfast Story museum, built heritage centre and destination point for the North Belfast cultural corridor; and the development of Crumlin Road Gaol as an iconic cultural industries space in one of 2 vacant wings, in partnership with Arts Council and OFMDFM. This would be in the context of a DSD masterplan for the cultural corridor, as well as the Council’s own masterplan. Could potentially include an outdoor event/performance space in an old prison yard. The Courthouse development would have to be in partnership with DSD, who have recently completed an options appraisal for the Courthouse. Both of these iconic projects would consolidate and extend the
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regeneration impact of the University of Ulster further into North Belfast and there is potential for partnership with the University too. The key risk here is that significant work would need to be undertaken immediately to ensure that it meets SEUPB’s full information requirements by September, as well as addressing the ownership of the Courthouse;
b. Interfaces regeneration programme to include a range of physical development projects aimed at the removal of barriers in city and the re-vitalisation of derelict land at the interface. This has a clear fit with SEUPB’s aspiration regarding the removal of walls, as well as recently announced OFMDFM strategy, who would be an obvious partner for this proposal. Work is ongoing through the BCC Peace III programme and the International Fund for Ireland programme to develop local area plans which will come to full fruition in 2 years time. There is a strong likelihood that this could be a foundation piece for the Council-led local plan for Peace IV. The key risk therefore is whether here sufficient detail to meet SEUPB’s information requirements by September and whether a scattered number of projects would constitute sufficient ‘critical mass’ for SEUPB.
Dedicated resources, including consultant/professional services would need to be invested in order to put forward a ‘spade-ready’ proposal by September.
3 Resource Implications
There are only staff resource implications at this stage to produce the Integrated plan for Belfast by Autumn 2013. Provision has been made within revenue budgets for any additional professional services that are required to develop a fully scoped project to the Peace IV programme.
4 Equality and Good Relations Considerations
There are no equality and good relations implications with this work at this stage and any future integrated plan of projects would be subject to equality screening.
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5 Recommendations
••• Committee is asked to indicate the preferred Council bid to go forward to SEUPB by the end of June, for submission of any outline proposals for inclusion in a draft Operational Programme for the PEACE IV Programme
••• It is recommended that Members note the content of this report as a flavour sample of project ideas that could be funded through EU funds in the next programming round.”
After discussion in the matter, the Committee agreed that option a, that is, the project in relation to the North Belfast Gateway be forwarded to the Special European Union Programmes Body for submission of any outline proposals for inclusion in a draft Operational Programme for the Peace IV Programme.
Chairman
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Belfast Voluntary Transition Committee
Friday, 7th June, 2013
MEETING OF BELFAST VOLUNTARY TRANSITION COMMITTEE
Members present: Alderman Robinson (Chairman); Alderman M. Campbell; Councillors Attwood, Corr, Haire, Hargey, Hendron, Jones, Lavery, Maskey, McCabe, McCarthy, McVeigh, Mac Giolla Mhín, A. Newton, Reynolds and Spence.
In attendance: Mr. P McNaney, Chief Executive; Mr. R. Cregan, Director of Finance and Resources; Mr. G. Millar, Director of Property and Projects; Mr. S. McCrory, Democratic Services Manager and Mr. J. Hanna, Senior Democratic Services Officer.
Apologies
Apologies for inability to attend were reported from Aldermen R. Newton and Councillor Kyle.
Minutes
The minutes of the meeting of 10th May were taken as read and signed as correct. It was reported that those minutes had been adopted by the Council at its meeting on 1st May.
Declarations of Interest
No declarations of interest were reported.
Local Government Reform
Programme and Resourcing
The Committee considered the undernoted report:
“1.0 Relevant Background Information
1.1 After years of debate local government reform is now real. Key decisions have been made in regards to the new local government boundaries, funding reform, the transfer of functions to local government and the timing of elections to Shadow Councils. Major legislative and governance changes for local government are about to be introduced to the Assembly in June 2013 in the form of the Local Government Bill.
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1.2 In 2015 the Council will be responsible for planning, regeneration and community planning on behalf of the city and at the same time extend its boundaries to 56,000 people and over 22,000 households. This is a once in a generation transformation programme and we have 600 days to deliver the foundations. In addition the Council is also committed to delivering the Investment Programme, the Leisure Transformation Programme, maintaining current service delivery standards and setting a district rate below inflation along with the £20m Efficiency Programme.
1.3 This report outlines the local government reform work programme and the resources required to deliver it. A detailed presentation will be provided to the Committee at the meeting on the programme of work ahead.
2.0 Key Issues
Programme of Work
2.1 LRG will introduce substantial statutory and legislative obligations which the Council must be in a state of readiness to deliver. Set out below is a high-level summary of some of the key deliverables which the Council will need to either have in place or preparatory work well advanced by 2015:-
- Prepare services for the 56,300 people & 22,265 households coming into the city
- Establish Investment plans for the new areas transferring into Belfast
- Move staff and assets into the Council from both central and local government
- Creation of a Local Development Plan for the city which will replace BMAP
- Creation of a community plan for the city and supporting local area plans
- Work with DOE and DFP to ensure that reform has minimal impact on rate payers (current & new)
- Design and implement new governance and political management arrangements - Deliver local government elections in May 2014 and support a dual governance process whereby the
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Shadow Council will operate in parallel to the current Council;
- Develop Member and officer capacity to deliver in the new operating environment.
- Deliver organisational development programme to take account of reform and the transfer and future delivery of new functions (e.g. spatial planning, regeneration, and community planning)
2.2 A copy of the detailed transition (implementation) plan for local government reform and ‘Committee Forward Work Plan’ has been circulated.
Resource Requirements
2.3 At present the Council has two employees working full time on local government reform. In addition, an increasing amount of time is being spent on the issue by Members, the Chief Executive and chief officers. Priority has been given to working at a regional level to influence local government reform outcomes and to engage with Lisburn and Castlereagh councils. While this work will continue for the duration of the transformation programme, there is now an urgent need to accelerate the implementation of the Council’s own local government work programme.
2.4 There are four main types of resource which will be required to support delivery. These are:
• Expertise in community planning, planning and regeneration - this will enable Members and officers to draw upon the experiences and good practice from other jurisdictions when considering how to design and deliver these new functions.
• Expertise in rates convergence and governance – these are two areas which will be critical to the successful running of the new council in terms of finances and decision-making.
• Augmentation of existing resources – to support the additional workload in areas such as HR, Finance, Legal, Communications and Estates.
• One-off operational costs – to support the running of the Statutory Transition Committee and the Shadow Council.
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2.5 A detailed analysis of the resource requirements and associated costs is provided below. The total cost of the resourcing requirement is £2.0m 2.6 In terms of reform, there are five key resource drivers which Members are asked to consider:-
(i) Transition – the costs outlined below are one-off costs which will be incurred in order for the Council to manage the implications of the boundary changes and the transfer of staff and assets from central government. They also include the costs of running the Statutory Transition Committee/Shadow Council.
COST PROFILE 13/14 14/15 TOTAL i)i)i) TRANSITION COSTS (£000) (£000) (£000) • -Statutory Transition Committee - operational costs 30 50 80
• - Shadow Council Elections - additional cost for new 100 100 electoral area • -Shadow Council – Operational and support costs e.g. 100 150 250 Members remuneration, induction costs and ICT connectivity for new Members • -Legal Fees - e.g. transfer of deeds, assets transfer etc 20 30 50 • -Boundary and Transfer of Functions Convergence – 100 100 200 project officers to deliver: o due diligence assessments of potential transfer of assets and liabilities o the development of service delivery plans for new areas o the transfer of staff from councils and central government • -Organisation Development – additional staff to support: 100 200 300 o the design of the new organisational structure o the development of a new Medium Term Financial Plan o Legal and Estates advice to support the transfer of physical assets o O communications with ratepayers, existing staff and transferring staff • - Rates convergence –external expertise to develop rate 25 25 50 base and rates convergence models TOTAL 1030
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(ii) Governance– as part of local government reform Members will need to agree on the political management arrangements which best suit the needs of the new council. The costs below provide for expertise in the design and implementation of the new governance arrangements and the design and roll-out of a capacity building programme for Members
COST PROFILE
13/14 14/15 TOTAL (ii) GOVERNANCE (£000) (£000) (£000)
• -Expertise to support the design of new governance and 20 30 50 political management arrangements
• - Capacity building – linked to new governance and 30 70 100 operating environment
TOTAL 150 (iii) Community Planning – The introduction of community planning is a key aspect of local government reform. There will be a statutory duty for Council to lead and facilitate the community planning process for the new council area. As highlighted at the Future City Conference, stakeholders across the city see community planning process as key to the future development and regeneration of Belfast and its neighbourhoods. Community planning will work on three levels:-
• At a city level, we need to create a long-term “vision” for the new Belfast CC area, linked to the creation of the statutory local development plan and giving context to future regeneration frameworks and area plans. Community planning has the potential to improve competitiveness by building partnerships around key issues such as regeneration of the city centre and neighbourhoods as well as the digital city, low carbon city and learning city; work streams which Members and partners have identified as key to future city growth. Through these, the Council and partners can help assure the future rate base, providing sustainability for service delivery and investment in communities in years to come.
• At a thematic level, community planning will build upon the partnerships and strategies that have already been developed in such areas as community safety, health inequalities and good relations. Other partnerships will need to be developed to take forward key economic issues identified by Members in order to create an integrated approach for
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Belfast. For example, the issue of employability and skills needs urgent interagency action in order that the resources currently, or about to become, available from a number of sources including BCC, DEL, OFMDFM and DSD can be most effectively used.
• At a neighbourhood level, Members have agreed that the AWGs should use the process of developing local plans for their areas to explore the potential of community planning for local people and its potential to reshape approaches to regeneration. There are potentially significant change management issues emerging from this work in terms of ensuring that the organisation, which is currently functionally structured in terms of both decision making and delivery is able to deliver not just area plans but the integrated interventions emerging from them.
Preparing for community planning therefore represents a diverse and challenging programme of work in its own right. It is new, but there is much that can be learnt from other areas, therefore resource is required to enable expert, experienced practitioners to support the design of all aspects of the process and build the capacity of Members, officers and other stakeholders to ensure that its potential to create real change in the city is realised. Resource is required for the intensive and sustained programme of engagement that will statutorily underpin the process and to create the significant evidence base required for effective decision making and measuring progress towards outcomes. Resource is also required to support the development and administration of the partnerships and processes needed to take forward integrated approaches to issues such as skills and employability, city centre regeneration and other key city outcomes,
COST PROFILE 13/14 14/15 iii)iii)iii) Community Planning ––– CityCityCity-City ---WideWide Framework TOTAL (£000) (£000) (£000) Expertise/practitioner support to inform design and 50 100 150 implementation including:-
o City intelligence and evidence base
o Design and develop process for City-Wide Engagement
o Development of City Vision and Outcome Framework
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• Capacity Building – enhanced awareness and skills sets to deliver Thematic Working Expertise/practitioner support to inform design and 30 70 100 implementation including:- • -Develop of a framework and process to facilitate an integrated, city-wide approach to taking forward a number of thematic priorities emerging from the Belfast Masterplan e.g. O skills and employability
o addressing health inequalities
• - Develop a framework which seeks to integrate and target all available funding streams linked to such thematic priorities to greatest effect. Neighbourhood Working
Expertise/practitioner support to inform design and 30 70 100 implementation including:- • Support the continued evolution of the Area Working Groups and development of local area plans.
• - Design & develop, with partners, an effective neighbourhood delivery model TOTAL 350
(iv) Regeneration – the transfer of regeneration related powers and potential budgets will further enhance the ability of the Council to help shape quality and integrated places and make a sustainable impact across the city. At the recent Future City Conference, the need to continue to improve the city’s competitiveness and maximise all available funding streams to support regeneration and economic development activity was emphasised. There is an opportunity for the Council to design, with partners, new innovative approaches to regeneration which seeks to deliver benefits and opportunities for all communities across the city and such work should be informed by leading experts and practitioners in the field.
COST PROFILE 13/14 14/15 TOTAL iv) Regeneration (£000) (£000) (£000) Expertise/practitioner support to inform design & 100 150 250 implementation including:-
• Design and develop methodology/approach to deliver
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integrated regeneration • Development of City Centre regeneration framework • Development of organisational delivery model for regeneration • Development of regeneration framework for the for the city building upon the Belfast Masterplan and the emerging priorities for the city e.g
O centre city redevelopment,
O employability
O low carbon city
O digital city
O learning city
O accessibility and connectivity • Examination of city delivery structures for regeneration activity • Expert/practitioner support and advice
• - Capacity Building TOTAL 250
(v) Spatial Planning – the transfer of planning related functions will mean that the Council will become the regulatory planning authority for the city; having responsibility for drawing up its own development plans (which will inform future investment decisions in the city), determining the vast majority of planning applications for development within the city and overseeing planning enforcement. At present there is an expertise deficit within the Council around planning and if the Council is to design a fit-for-purpose planning system, it must draw upon the experiences of elsewhere and enlist the support of leading experts and practitioners in the field of planning.
COST PROFILE 13/14 14/15 TOTAL v) Spatial Planning (£000) (£000) (£000) Expertise/practitioner support to inform design & implementation 100 150 250 including:-
• -Preparatory work for creation of Local Development Plan– replace BMAP • Development of Local Area Plans
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• Development of local Area Planning Policies • Creation of Statement of Community Involvement • Development of Enforcement process and policies • -Organisational Design/Delivery models • -Capacity Building
TOTAL 250
Resource Strategy
2.7 Local Government Reform Fund
In summary it is estimated that the Council will require £2m of Council money to support the delivery of local government reform. The costs outlined in the report are all one-off costs and therefore should not be funded through the rate. It is proposed that the VTC recommends to the Strategic Policy and Resources Committee that it considers the request for funding in the context of the year end finance report which will presented on 21 June 2013. This report will present a favourable rates settlement for 2012/13 of sufficient value to cover the £2m costs.
2.8 In addition the VTC is also asked to recommend to the Strategic Policy and Resources Committee that delegated authority is given to the Chief Executive to put in place appropriate capacity and staff resources to support delivery of LGR. This will be guided by normal HR practice and procedures and will be within the agreed budget limited with no impact upon the rate. Any staff resources put in place will be on a fixed-term/temporary basis and regular reports will be brought to Committee on progress.
Central Government Funding
Whilst the NI Executive has agreed a £47.8m funding package for reform, substantial amounts of this funding has already been ring-fenced for addressing issues such rates convergence (£30m); Members’ Severance (£3.5m), ICT borrowing provisions (£4m). The table below provides a high- level breakdown of the funding the Executive has agreed to provide.
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Members should note that senior Council officers are working with DOE to examine how such funding could be utilised to maximum benefit and developing the thinking and delivery options relating specifically to (i) focused regional capacity building programme linked to transferring functions and governance changes; (ii) ICT and possible creation of a common network infrastructure for local government; (iii) rates convergence
3.0 Recommendations
Members are asked to:
(i) consider the contents of the report and agree the local government reform implementation plan;
(ii) agree that a report be submitted to the Council’s Strategic Policy and Resources Committee on 21st June, 2013 seeking to establish a local government reform budget of £2m to deliver the outputs set out at para. 2.6 in the report; and
(iii) agree that delegated authority is given to the Chief Executive to put in place appropriate capacity and staff resources to support delivery of LGR. This will be guided by normal HR practice and procedures and will be within the agreed budget limited with no impact upon the rate.”
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After discussion, the Committee adopted the recommendations.
Planning Service Delivery Models
The Committee was reminded that the Northern Ireland Executive had now agreed the package of functions to transfer from central to local government as part of the local government reform process. A detailed update on the functions transferring had been submitted to the previous meeting of the Committee. The Chief Executive reported that one of the largest and most significant functions which would transfer to Councils in April, 2015 was spatial planning. The transfer of planning and its integration with regeneration and of new community planning powers would further enhance the ability of councils and local elected members to respond to the aspirations and concerns of their communities and guide, in a partnership with others, the future development of their areas. In order to inform local government’s consideration as to how planning related functions might be delivered by local government when transferred in April, 2015, an initial service delivery options report has been prepared. That report had been developed under the auspices of the Transfer of Functions Working Group, which was chaired by the Chief Executive of Belfast City Council, and the Planning Technical Sub- Group.
The Chief Executive explained that the paper had recommended that the preferred option for moving forward would be that each of the new 11 councils had its own internal planning team. That would help to link and align planning with other important areas of work which the new councils would have responsibility for, including regeneration, economic development and community planning. The following work had been commenced through the Transfer of Functions Working Group to develop a detailed understanding of the operational and financial implications attached to a 11 Council Delivery Model:
(i) Independent assessment and validation of baseline planning (both budget and staffing) and its breakdown across the current 5 Planning Divisional Offices throughout Northern Ireland; and
(ii) Detailed financial and staff modelling based on 11 council model- taking account of the core planning related functions which were to be carried out by local government and the estimated resource requirements to deliver those functions.
A further report on the emerging findings of that work would be brought to the Committee in due course.
The Chief Executive stated that the options paper had been submitted to the Regional Transition Committee, which was the regional political forum which would oversee the implementation of the local government reform, at its meeting on 24 th , March 2013. That Committee had agreed that the paper be circulated to the Voluntary Transition Committees for consideration and comment. Comments on the options paper were requested by 21st June 2013.
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He explained that the Council had a long-standing position that it fully welcomed the transfer and integration of planning related functions back to local government; albeit recognising the need to develop organisational capacity and governance arrangements to be in a state of readiness to deliver a fit-for-purpose planning service. The Chief Executive pointed out that the report which had been presented earlier in the meeting had set out a detailed programme plan and resource plan regarding the taking forward of organisational preparations for local government reform and the transfer of key place-shaping functions, including planning.
In April, 2013, Mr. N. Dunlop, the Council’s Planning Adviser, had given a presentation to the Committee outlining the planning related functions which were to transfer and the associated changing role of Councillors in the planning process. Work was underway to develop a detailed training and capacity programme around Planning which would start with a series of focused workshop sessions and briefings in early Autumn, drawing upon the experience of other jurisdictions, leading experts and Member peers.
Accordingly, it was recommended that the Committee respond to the consultation stating its support for the proposed 11 council delivery model for planning and offering its continued assistance in developing and taking forward the practical programme of work around that.
The Committee adopted the recommendations.
Community Development Conference
The Committee was advised that the Community Foundation for Northern Ireland had undertaken recently a research project to examine the changing role of community development within the context of local government reform and the introduction of Community Planning. A seminar had been scheduled to take place on 13th, June 2013 in the Lough Neagh Discovery Centre in order to provide an update on the findings of the research which had been undertaken. An invitation had been issued directly to all Members of the Voluntary Transition Committees to attend the event.
The Committee was advised that the Environment Minister had agreed to deliver the keynote address at the seminar, with a panel discussion session on a number of local government reform issues. Whilst there was no cost for attendance at the seminar, approval was being sought for the attendance of any Member who wished at the event.
The Committee granted approval for the attendance of those Members who so wished at the seminar on 13th June.
Next Meeting
The Committee agreed to receive at its next meeting, scheduled to be held on 10th August, a presentation from representatives from the Hanwood Centre and, on a date to be determined in consultation with the Chairman, to undertake a site visit to the facilities located thereat.
Chairman
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Parks and Leisure Committee
Thursday, 13th June, 2013
MEETING OF PARKS AND LEISURE COMMITTEE
Members present: Councillor McKee (Chairman); Aldermen Humphrey, Robinson, and Rodgers; Councillors Convery, Corr, Cunningham, Haire, Hendron, Hanna, Hartley, Kyle, Mallon, McCabe, Mac Giolla Mhín, Ó Donnghaile, Spence and Thompson.
In attendance: Mr. A. Hassard, Director of Parks and Leisure; Mrs. R. Crozier, Assistant Director of Parks and Leisure; and Mr. B. Flynn, Democratic Services Officer.
Apologies
Apologies were reported on behalf of Councillors McNamee and Mullan.
Minutes
The minutes of the meeting of 9th May were taken as read and signed as correct. It was reported that those minutes had been adopted by the Council at its meeting on 3rd June, subject to the omission of the minute under the heading “Grove Wellbeing Centre – Provision of Pool Seating” which, at the request of Alderman Browne, and with the permission of the Council, was taken back to the Committee for further consideration.
Declarations of Interest
No declarations of interest were reported.
Grove Wellbeing Centre – Provision of Pool Seating
(Alderman Browne attended in connection with this item.)
The Committee reconsidered the undernoted minute of the meeting of 9th May, which, at the request of Alderman Browne, and with the permission of the Council, was taken back to the Committee for further consideration:
“The Director reminded that Committee that, prior to the opening of the Grove Wellbeing Centre, the Council had agreed that priority for the use for the new pool at the facility would be for public recreational swimming, rather than for the use of swimming clubs. Accordingly, the main pool in the Grove Wellbeing Centre had not
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incorporated spectator seating. He reported that, since its re- opening, one of the main clubs which used the pool at Grove had lobbied the Council to make provision for spectator seating which would enable gala swimming events to be held at the venue.
The Director pointed out that, within the context of the Investment Programme, the Council would be undertaking an extensive review of its leisure estate with a view to transforming leisure provision in Belfast. He pointed out that the requirements of swimming clubs in Belfast, insofar as they related to the hosting of swimming galas, would be considered as part of that process. In addition, he outlined the capital costs which would be incurred in providing spectator seating at the facility, together with the considerable structural works which would be required to be carried out. Accordingly, he outlined the following two options for the Committee’s consideration:
• to refer the matter to the Strategic Policy and Resources Committee for consideration as an emerging project within the Capital Programme, subject to the undertaking of a feasibility study; or
• to defer consideration of the request on the understanding that the future requirements of swimming clubs, insofar as it related to the provision of spectator seating for the hosting of swimming galas, would be considered as part of the Council’s future review of its leisure estate.
After discussion, the Committee agreed to adopt option 2 as set out.”
With the permission of the Chairman, Alderman Browne provided an overview of the matter and emphasised the desire of swimming clubs to establish facilities in the City at which gala events could be staged. He suggested that, on further examination, the capital costs which might be incurred in the provision of seating could prove to be reasonable and requested that the matter be referred to the Strategic Policy and Resources Committee for consideration as an emerging project under the Capital Programme.
After discussion, it was
Moved by Alderman Rodgers, Seconded by Councillor Haire and
Resolved – That the Committee agrees that the matter of the provision of spectator seating at the swimming pool at Grove Wellbeing Centre be referred to the Strategic Policy and Resources Committee for consideration as an emerging scheme under the Council’s Capital Programme.
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Request for the Use of the Ballysillan Playing Fields
The Committee considered the undernoted report:
“1. Relevant Background Information
Members will be aware that the Committee considered a request from the County Grand Orange Lodge of Belfast at its May meeting regarding the availability of the Ballysillan Playing Fields on 12 th July between 13:00 and 16:00
The County Grand Orange Lodge has indicated that their intention was to consider the use of the car park space as a meeting and/or dispersal point for up to 8,000 people should the need arise. Mr William Mawhinney on behalf of the County Grand Orange Lodge had explained that this was only an enquiry on the availability of the site for hire on the day and that he would confirm their request closer to the day.
The request had been referred to the Council’s Joint Group of the Party Group Leaders Forum and the Historic Centenaries Working Group. They had advised that the request be forwarded to Parks and Leisure Committee for their consideration.
The Parks and Leisure Committee at its meeting on 9 th May 2013 agreed to defer consideration of the request until the June Committee meeting. Subsequently the Equality Screening form was distributed to the members of the Committee.
2. Key Issues
Following the May meeting the Director wrote to the County Grand Orange Lodge seeking additional information on their intentions. The County Grand Orange Lodge have indicated that they are unable to provide any further information until the Parades Commission make their determination.
3. Resource Implications
Financial None – a charge would only be incurred if the use of the space was for the purposes of an event.
Human No staffing implications in addition to normal provision. Stewards to be provided by County Grand Orange Lodge of Belfast.
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Assets The space likely to be used is a hard surface area and there will be no detrimental effect to the sports ground. There may be restricted access to the playground but this is unlikely to affect many users.
Equality Implications
If the Committee grants approval for the event, and the organizers formalize their request, the mitigating actions to be put in place include: Action plan and risk assessment completed, in line with standard procedures, from organisers to demonstrate dispersal routes and appropriate liaison with Police Service NI and emergency services. In particular, assurance would be sought in relation to stewarding and monitoring the lower part of the open space to ensure that there are no incidents in relation to Deerpark residents or properties; Promotion of other facilities and open spaces in North Belfast; Early notice of potential disruption to service users e.g. playground; Communication of closure of Ballysillan Leisure Centre in accordance with standard operating practice on 12 July.”
5. Recommendation
The Committee is asked to consider the request from the County Grand Orange Lodge of Belfast.
Should the Committee decide to make the Ballysillan Playing Fields available for use by the County Grand Orange Lodge of Belfast on 12 th July 2013, this would be subject to:
• An appropriate event management plan • All statutory requirements being met • The organisers having appropriate liability insurance • A legal agreement being drawn up by the Assistant Chief Executive and Town Solicitor
The Director reported that he had received the undernoted response on 3rd June:
“Further to your correspondence of 16th May, 2013, seeking any additional information to our correspondence requesting the use of Ballysillan Playing Fields on Friday 12th July, 2013, from 1.00 – 4.00pm may I advise you of the following.
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I presented your correspondence to the County Grand Orange Lodge of Belfast and was advised to notify you that we have no further information at this time, however as soon as the Parades Commission make their determination, if any!, then we will be in a position to advise of our intended use of Ballysillan Playing Fields or otherwise.
Regretfully this request is part of our wider strategic plan and we are therefore not in a position to impart any detail at this time. Trusting you will understand the rationale of this position, but it is firmly in the hands of the Parades Commission that will decide our outcome on this day.”
During discussion, a Member suggested that, given that the further correspondence which had been received from the County Grand Lodge had not provided further significant information on the plans for the event, the Committee was not in a position to take an informed decision in the matter. He added that it might be appropriate, in order to provide the organisers with additional time to submit clarification, to refer the matter to the Council for consideration at its meeting on 1st July.
A further Member indicated, in light of the disruption to local residents which might occur as a result of the event, that the Committee should be minded to refuse the application. He indicated also that, in the absence of a determination by the Parades Commission in respect of the proposed event, it would be premature of the Council to grant the use of the facility.
Further Members, however, pointed out that since the request which had been submitted was for permission merely to use the playing fields ‘in principle’, the Committee was in a position to take a decision and that the further information and clarification requested could be submitted by the organisers in due course.
A further Member referred to a statement which had been released by the County Grand Lodge two days prior to the meeting which provided guidance to its members regarding forthcoming parades in Belfast. She pointed out also that the statement had indicated that organisation’s willingness to address issues of concern which had been raised by residents’ groups and, as such, the application should be considered favourably within the context of that statement.
After discussion, it was
Moved by Councillor McCabe, Seconded by Councillor Cunningham,
That, given the absence of information from the organisers in respect of the proposed event, together with the potential for disruption which might occur as a result, the Committee agrees not to accede to the request from the County Grand Lodge of Belfast to grant the use of the Ballysillan Playing Fields on 12th July.
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Amendment
Moved by Councillor Convery, Seconded by Councillor Mallon,
That, in light of the lack of information which had been submitted by the organisers, the Committee agrees that it is not in a position to make a decision on the request and agrees further that the matter be referred to the Council for consideration at its meeting to be held on 1st July.
Further Amendment
Moved by Alderman Robinson, Seconded by Alderman Rodgers,
That the Committee agrees to grant permission, in principle, to the County Grand Lodge of Belfast for the use of the Ballysillan Playing Fields on 12th July.
The Committee agreed to consider Alderman Robinson’s further amendment initially and on a vote by show of hands eight Members voted for and eight against. As there was an equality of votes, the Chairman exercised his second and casting vote for the further amendment and it was accordingly declared carried.
Alderman Robinson’s amendment was thereupon put to the Committee as the substantive proposal and on a vote by show of hands eight Members voted for the proposal and eight against. Since there was an equality of votes, the Chairman exercised his second and casting vote for the proposal and it was accordingly declared carried.
Year-end Finance Report 2012/2013
The Committee noted the contents of a report which provided an update in respect of the Department’s year-end finance performance for 2012/2013, a copy of which was published on the Council’s modern.gov website.
Departmental Plan – Year-end Update 2012/2013
The Committee noted the contents of a report which provided an overview of the progress which had been achieved in respect of the Departmental Plan for 2012/2013.
Departmental Plan 2013/2014
The Committee considered the undernoted report:
“1 Key Issues
The content of the plan reflects the key supporting actions identified through the Corporate Plan and the Investment
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Programme. The plan for the Parks and Leisure Department sets out:- • the key actions within the corporate plan and investment programme that the department has responsibility for delivering in 2013/14 • key departmental actions in 2013/14 • the departments outcome framework and key performance indicators for 2013/14 • financial information relating to the estimates for 2013/14.
The plan provides a mechanism to enable committee and senior managers to project and performance manage the key work of the department in line with the Corporate Plan and Investment Programme. It should also assist managers and officers in the department to make decisions and allocate resources in line with the agreed objectives and activities.
Under the council’s Scheme of Delegation, the Director of Parks and Leisure has been given the delegated authority to undertake the activities as well as any additional related activities. Progress update reports will be submitted to the Parks and Leisure Committee twice yearly as part of the corporate performance management framework. For the 2013- 14 period, the Director intends to use delegated authority to:- • implement the actions stemming from the departmental improvement programme; • authorise unforeseen or reactive events in any parks or leisure facility in accordance with the events policy; • engage any relevant professional expertise required to deliver the actions outlined in Section 6 of the plan subject to adherence to the Council’s procurement protocols and the necessary budgetary allocation having been made; • set nominal entrance fees or charges or waive fees for the Department’s activities or events in those cases where an appropriate case has been made – e.g. summer schemes and interface programmes. • approve charitable collections and fund raising activities of partner organisations who contribute to the achievement of the council’s vision and objectives in Parks and Leisure facilities.
To support all the departmental planning and performance efforts, the Parks and Leisure Department will focus in 2013/14 on the introduction of a robust departmental outcomes framework). The departmental outcomes framework will be used to:
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• clearly define what the Parks and Leisure Department means by inputs, outputs and outcomes; • align with corporate themes; • determine our contribution to inputs, outputs and outcomes as a department; • identify the departmental projects, programmes and activities provided or supported in order to deliver inputs, outputs and outcomes, considering the linkages and connections between there; • identify how we measure out inputs, outputs and outcomes, and • how we develop the evidence based/ data sources around them.
2 Resource Implications
Human Resources Delivery of most of the programmes and projects planned for the year ahead will require dedicated officer time which will be recorded and reflected within annual service plans, area plans and separate unit/centre level plans.
Asset and Other Implications Many of the projects and activities listed in the draft plan refer to the physical regeneration of the department’s assets and physical improvements to our facilities.
3 Equality and Good Relations Considerations
There are no equality or good relations implications at this stage. However all activities and programmes contained within the plan will be subject to equality screening in line with the Council’s process.
4 Recommendation
The Committee is requested to endorse the Departmental Plan.
After discussion, during which the Director clarified a number of matters in respect of the Plan and answered a range of Members’ questions in relation thereto, the Committee approved the document, a copy of which was published on the Council’s modern.gov website.
Parks Events - Small Grants Scheme
The Committee was reminded that, at its meeting on 15th November, 2012, it had delegated authority to the Director to award grants under the above-mentioned scheme. It was reported that fourteen applications had been submitted for consideration within its latest tranche, twelve of which had met the pre-agreed criteria.
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Accordingly, the Committee noted the following schedule of grants which had been authorised by the Director under the scheme.
Amount Grant Group Venue Title Requested Awarded
Upper Springfield Springhill Lark in the Park £2,500 £2,500 Resource Centre Millennium Park
Alexandra North Belfast Lantern New Lodge Arts £3,000 £3,000 Park/Waterworks Parade
St Agnes GAC Woodlands Fun in the Park £3,000 £3,000
North Belfast Alexandra Park District Fun Day £3,000 £3,000 Scouts Ligoniel Improvement Ligoniel Park Laughter in Ligoniel £2,950 £2,945 Association Cumann Oige Falls Park Celebration of the Ash £3,000 £3,000 Naomh Gall Newtownards Road Victoria Park Coming of Age £1,625 £1,225 Women’s Group New Start Falls Park Cultural Diversity Fun Day £2,150 £2,150 Education Centre Beechmount Falls Park Children Having Fun £2,775 £2,775 Harriers Cathedral Quarter Cathedral Gardens Culture Night Belfast £3,000 £3,000 Trust Jennymount Grove Playing Community Groove in the Grove £3,000 £3,000 Fields Association Small Steps Adult Alexandra Park Eco Education Event £2,900 £2,900 Education
Support for Sport
The Committee considered a schedule of Support for Sport applications which related to development and hospitality grants and which had been approved by the Director in accordance with the authority delegated to him, information on which was made available on the Council’s modern.gov website.
In response to Members’ questions, the Director outlined the procedures which the Department had put in place to provide assurance and to monitor the expenditure incurred by the organisations in the delivery of the events. In addition, he undertook to submit a report to a future meeting which would clarify a range of matters associated with the management of the submission of applications for support under the scheme, particularly those which might have been completed independently on behalf of
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applicants. He undertook also, in light of the significant number of applications which had been submitted in the first two months of the financial year, to clarify the range of options available to manage the fund on a phased basis throughout the year, as opposed to the current system which was based on a ‘first come, first served’ basis.
After further discussion, the Committee noted the information which had been provided.
Antisocial Behaviour Update
The Committee considered the undernoted report:
“1. Key Issues
The antisocial behaviour programme contributes to the achievement of the departmental vision of providing quality parks, open spaces and leisure environments that people value and use. In particular, it enables the delivery of the departmental objective regarding the provision of programmes and services to make people feel safer.
In line with the departmental plan, the objectives of the antisocial behaviour programme are to: • enhance the environment around Parks and Leisure facilities; • develop education initiatives involving creative or supportive interventions to model acceptable behaviour around Parks and Leisure facilities; • define enforcement as a deterrent against infraction of bye-laws or legislation; and • develop sustainable interagency and inter-departmental networks and leading a partnership approach to reducing antisocial behaviour.
The Antisocial Behaviour Coordinator prioritises action and expenditure by collating evidence gathered through antisocial behaviour incident reports. This information is used to inform a coordinated partnership response, drawing on council resources, the support of local community resources, PSNI and the Policing and Community Safety Partnership.
Trends in the available ASB incident data The evidence available for December 2012 to April 2013 indicates an increase in antisocial behaviour, especially in park areas in, Oldpark, Pottinger and Balmoral.
There is a downward trend of ASB in parks within Court, Castle and Laganbank electoral areas.
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Members will recall that the new CRM database was established to record ASB data in early 2011. Unfortunately there is no comparative data available for Upper Falls during December 2011 to April 2012. It would be difficult to estimate any trend in this area until the next quarterly report.
Table 1: Comparison of ASB incidents in Parks and Leisure Facilities across electoral areas between December 2011 to April 2012 and December 2012 to April 2013 Dec 2011 to April 2012 Dec 2012 to April 2013 Laganbank 52 Oldpark 76 Court 40 Pottinger 32 Oldpark 37 Upper Falls 25 Pottinger 29 Court 25 Castle 27 Castle 24 Balmoral 9 Balmoral 15 Victoria 4 Laganbank 9 Lower Falls 2 Victoria 6 Lower Falls 6 Total 200 Total 218
Profiles of ASB in park and leisure facilities The available data provides an accurate ASB profile for each location. The locations with nine or more incident reports suffer the following ASB issues: Alexandra Park: Setting fires, Rowdy behaviour and Drinking Waterworks: Graffiti, Rowdy behaviour, Animal problems and Drinking Falls Park: Damage to Property, Rowdy behaviour and Animal problems Ormeau Park: Damage to Property and Vehicle nuisance Glencairn Park: Fly tipping, Vehicle nuisance and Damage to the grounds Orangefield: Damage to Property, Drinking and Rowdy behaviour Botanic Gardens: Drinking and Rowdy behaviour Cave Hill: Damage to Property, Animal problems and Vehicle nuisance
Response to the trends in evidence The evidence available indicates that ASB has increased in Oldpark, Pottinger and Balmoral. In Oldpark, especially in Alexandra and Waterworks parks, there is significant evidence to suggest that Alexandra and Waterworks parks require significant attention to address the reported ASB. In the near future, the use of mobile CCTV will be programmed in conjunction with joint BCC/ PSNI
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operations. Both resources can patrol these parks during the lighter evenings to deter fire setting, drinkers and rowdy behaviour. In the longer term, a more sustainable intervention will be required and the ASB coordinator will liaise with elected members, Park Managers and PSNI in order to identify appropriate interventions which will respond to the particular profile of ASB in the area.
In Pottinger, ASB increased in Orangefield and Ormeau Parks. The evidence available for Ormeau indicates a need for improved access control to deter inappropriate vehicle use and a need for improved visibility to foster feelings of safety. Both Ormeau and Orangefield will benefit from the use of mobile CCTV and increased BCC and PSNI joint patrols in the summer months.
In Balmoral, ASB has increased in Sir Thomas and Lady Dixon Park and Musgrave Park (which includes Grovelands). The mobile CCTV resource will be deployed in both park areas during the summer period and in Musgrave the implementation of the Young Adult Association area will continue in partnership and in consultation with PSNI.
Falls Park and Botanic will benefit from further development of the Young Adult Association areas. The park areas in Glencairn and Cave hill will benefit from actions to deter Scrambler and Quad use. The ‘anti Scrambler’ actions will extend beyond these sites across the City during the year and will be implemented through reasonable, appropriate and cost effective actions.
Planned Interventions This ASB update report is focused on the period of December 2012 to April 2013. As the new financial year started in April 2013, at this point, the majority of the work of the ASB programme has focused on planning for the year ahead. The actions which were planned but did not complete within the 2012/2013 financial year, have been transferred to 2013/2014. These include the establishment of the Young Adult Association areas, the City Cemetery decorative arts project and the construction of the Ballysillan ballcatch fence. These projects are progressed according to council policy regarding planning and procurement processes and therefore have yet to be fully implemented.
Park Warden developments Park Wardens are the principal resource used to tackle and respond to incidents of ASB. They are engaged in a ‘training and coaching programme’ to support their understanding and
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implementation of the regulatory framework and processes relating to law enforcement within local government in Northern Ireland. The deployment of the Park Wardens is informed by the ASB data and evidence captured using the CRM database. Our Park Wardens have developed valuable links with residents across Belfast and continue to liaise with the community leaders to address the ASB that they report. In order to capture public reports of ASB on the CRM database and further improve the Park Warden service, a specific point of contact has been created for the residents of Belfast and will be called ‘the Parks Antisocial Behaviour Report Line’. Details of the Parks Antisocial Behaviour Report Line (02890 500 515) will be published and promoted through City Matters to further encourage residents of Belfast to share their experiences and provide valuable information about ASB in our parks.
2. Resource Implications The development of the programme will be facilitated through the agreed antisocial behaviour budget 2013-14 which is approximately £250,000.
3. Equality Implications Much of the antisocial behaviour programme work spans activities related to reducing interface tensions and bringing youth together to take part in positive programmes and activities. All of the programme work is in line with the council’s equality and good relations policies and procedures.
4. Recommendation
Members are asked to note the contents of this update report”
The Director outlined the principle aspects of the report and indicated that, whilst the figures presented had represented a slight increase over the period in question, the year-on-year trend regarding antisocial behaviour within Council parks had been downward.
A number of Members requested clarification in respect of the figures presented for the Marrowbone Park and expressed concern that the statistics had not reflected accurately the extent of antisocial activity which had occurred in the vicinity. It was suggested that the method of capturing the number of incidents within the park might be re-assessed and that additional resources could be made available to address the matter.
After discussion, during which the Director undertook to investigate the issues raised, the Committee noted the information which had been provided.
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Playground Improvement Plan
The Committee considered the undernoted report:
“1 Relevant Background Information
In August 2011 the Committee agreed to an improved independent playground inspection process. This approach has continued to be effective in prioritising playgrounds in most need of improvement. This process has again been used to audit all 73 playgrounds in the city this year.
Members will also be aware that in August 2012 the Committee agreed to a rolling two year programme of refurbishment works for 2012/13 and 2013/14. The extended programme allowed for more efficient project management and improved information sharing with local communities. Year Two (2013/14) of the programme will result in refurbishment at the following sites by the end of March 2014;
• Clara Street Playground • Dover Street Playground • Michelle Baird Memorial Playground • Stewart Street Playground • Taughmonagh Playground • Ballysillan Park Playground • Sir Thomas & Lady Dixon Playground
Year One (2012/13) of the improvements were complete by the end of March 2013, again proving very successful with the following playgrounds being enhanced and re-opened;
• Northlink Playground • Clarawood Playground • North Queen Street Playground • Victoria Park Playground • Ballymacarrett Playground • Mountforde Road Playground
The average quality score for these sites prior to improvement work was recorded independently as 3.7 (classified as poor), as a result of refurbishment the new average quality score is 9.2 (classified as good) this year. This demonstrates the desired improvement in terms of overall safety, quality and play value at each of the playgrounds.
As a result of the ongoing independent inspection process and refurbishment work the percentage of ‘poor’ quality playgrounds has been reduced from 9% to 4%. Future planned
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improvements will continue to move the quality and safety of all selected playgrounds to that of a ‘good’ classification.
This year’s inspections were again carried out by ‘Play Services Ireland’ in April 2013. As before, a quality score and classification for all playgrounds was derived based on European safety standards BS EN 1176 & 1177, sites have then been prioritised for improvement using their quality score. Inspection reports also continue to identify and prioritise repairs to existing equipment for ongoing maintenance purposes.
Based on this year’s cycle of inspection reports a one year programme of refurbishment work has been developed for the financial year 2014 - 2015.
Members should be aware that other Council playgrounds exist within the Development Department and that a number of additional playgrounds will transfer to Belfast City Council under Local Government Review. Officers are currently considering including all of the playgrounds within the Playground Programme. A further report will be brought to Committee on the outcomes of the review.
Members should note that Community Park Managers and Parks Outreach Managers will continue to assist with the distribution of information relating to individual playground improvements to members, local communities and user groups.
2 Key Issues
In April 2013 this year’s cycle of independent inspections was undertaken at all 73 playgrounds across the city. Inspection reports recorded;
• 3 playgrounds classified ‘poor’ (quality score 0.0 - 4.9) • 35 playgrounds classified ‘fair (quality score 5.0 - 7.5) • 35 playgrounds classified ‘good’ (quality score 7.6 - 10)
Playgrounds with the lowest quality scores will be prioritised for improvement. In line with budget considerations and construction programming the following playgrounds will be refurbished during 2014 – 2015.
• New Lodge • Queen Mary’s Gardens • Carnamore • Lemberg Street
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• Falls Park • Cherryvale Playing Fields
Although ranked amongst the lowest scoring sites the following playgrounds have been omitted from the 2014 – 2015 programme for the following reasons;
• Belfast Zoo – to be refurbished as part of a larger capital scheme • Willowbank – refurbished within the last three years • Dover Street - part of the 2013 – 14 programme of improvements • Stewart Street - part of the 2013 – 14 programme of improvements • Sir Thomas & Lady Dixon - part of the 2013 – 14 programme of improvements
Members are also asked to note that a full planning application was submitted in March 2013 by South Belfast Sure Start for a new modular building within Stewart Street playground. The proposal for the new facility was agreed by the Strategic Policy & Resources Committee on the 22 nd February 2013.
Sure Start is a government led initiative which offers a broad range of services focusing on family health, early years care, education and improved well being programmes to children aged four and under. The proposal comprises the construction of a 27m x 9m modular building on the location of the existing senior play area. The estimated cost of the scheme is £250k with the target date for completion being July 2014.
Sure Start are leading on the project which has received support from the South Area Working Group. The scheme is to receive £150k of LIF funding from Belfast City Council subject to match funding being secured within twelve months.
As Members will note from the attachment, should the building be located as planned it will have an impact on the existing playground, with several items of ‘senior’ play equipment having to be removed. The playground will therefore require a redesign and more extensive refurbishment to ensure that detriment to the facility is minimised.
Members are asked to note that refurbishment of the playground was scheduled for 2013/14 with an estimated start date of November 2013. Owing to the Sure Start proposal the playground refurbishment work will need to be delayed until the building and associated site works are complete, or a decision is taken not to proceed with the Sure Start project.
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3 Resource Implications
Financial
All refurbishment work will be funded through the Playground Refurbishment revenue budget for 2014 -15 (£649,200.00 annually)
Human Resources
Staff from the Landscape Planning & Development Unit will continue to deliver the Playground Improvement Programme in partnership with City & Community Parks Managers and Parks Outreach Managers
Asset and Other Implications
As a result of refurbishment work all selected playgrounds will move to the new classification of ‘good’ (quality score 7.6 – 10.0) when re-inspected.
4 Equality and Good Relations Considerations
The processes proposed in this report will be subject to the council’s existing equality screening process.
5 Recommendations
Committee is asked to approve;
• the list of playground sites to be refurbished during 2014 -15 based on this year’s cycle of playground inspections
• deferral of refurbishment works at Stewart Street playground until the emerging Sure Start project is completed or a decision taken not to proceed.”
After discussion, during which the Director undertook to examine the current playground provision at the Willowbank Park, the Committee adopted the recommendations.
Crèche Provision
The Committee deferred consideration of a report in respect of future crèche provision to enable further consultations to be undertaken with the users of the current facilities, local communities and Elected Members.
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Belfast Castle – Upgrade Work
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 Members will be aware that, at the 15 November 2012 meeting of the Parks and Leisure Committee, a report outlining opportunities to generate additional income through the provision of office accommodation at Belfast Castle was considered.
1.2 The second floor of Belfast Castle currently consists of a number of small rooms and offices. Some of these used to house the visitor centre but the centre has become tired and is relatively inaccessible for those visiting the Castle and its grounds. The Visitor Centre has now been relocated to the Cellar area where the visitors can now use the restaurant and shop facilities in this area. It is considered that, with some internal works, there is potential to let the space as commercial office accommodation.
1.3 The Committee noted the proposals and authorised officers to undertake additional feasibility work to explore the viability of these proposals. As part of that work, it was agreed that consideration would be given to potential costs as well as planning issues, and that a report would be brought to the committee in due course to update on the findings and to agree a way forward.
2 Key Issues
2.1 Facilities Management have undertaken some initial design work and have prepared estimated costs for the re- configuration of the existing visitor centre which has been relocated in the Cellar area to provide 2500 square feet of office accommodation space. The estimate for the work would be in the region of £65,000. This funding has been released from non-recurring capital funds to carry out the required works.
2.2 Given the listed status of the building, an application for change of use has also been submitted to the Planning Service and the necessary notifications have also been made to the council’s Building Control service and Northern Ireland Environment Agency (NIEA).
2.3 Alongside the capital works, some preliminary market engagement has also take place to determine potential interest
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in the site and to identify what level of rental income might be expected, in order to allow an assessment of the return on investment to be made and to support the business case for the works.
2.4 Estates Management Unit have carried out an initial assessment of the anticipated level of rent which might be achievable for the second floor offices on the assumption the proposed capital works have been completed. The level of rent is estimated to be in the region of £20,000 per annum, subject to agreement with the relevant prospective tenant. The tenant would also be responsible for Rates and the costs of heating, lighting and other outgoings associated with the leased area, via a Service Charge.
2.5 Arc 21 our partner organisation has expressed an interest in the office accommodation at the castle and has suggested that they would be willing to rent all of the available space. Further discussions would be required regarding the terms of any agreement.
3 Resource Implications
The cost of the works is likely to be approximately £65,000. The funding has been released from non-recurring capital funds to carry out the required work. It is anticipated that the accommodation will yield an annual rental income in the region of £20000 exclusive of service charges. This means a financial payback within 3 years.
4 Equality and Good Relations Considerations
No specific equality and good relations implications. Accommodation will meet accessibility requirements and a bidding process may be undertaken to ensure equal access to apply for the rental of the facilities.
5 Recommendations
• Note the outcomes of the feasibility work into the costs for the change of use of the current visitor centre at the castle to be used as office accommodation • Give authority to lease out the space for this use, subject to the relevant statutory approvals being obtained. • Give authority to enter into further discussions with the potential tenant (Arc 21) Regarding potential lease terms (including rent).
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• Provide authority to market the property in the event that suitable terms cannot be agreed with ARC21. • Note that a further report would be brought to Committee in the event of agreement on lease terms with a third party.”
The Committee adopted the recommendations.
North Belfast Play Forum – Waterworks Park
The Committee considered the undernoted report:
“1. Relevant Background Information
The Committee is reminded that at its meetings in December 2011 and August 2012 it received a report on proposals by the North Belfast Play Forum to convert the existing polymeric surface in to a 3 rd generation facility. This request came from the Forum who had indicated increased difficulties in attracting existing users to use the facility as users preferred the newer 3 rd generation facility.
At its meeting in December 2011 the Committee had been informed that the Forum had made application to BIFFA for funding and were seeking a contribution from the Council as 3rd party funder, up to £10,000. The Committee agreed to this. In August 2012 it was reported to the Committee that the Council had received notification from BIFFA that a contribution of £5,102.04 was required to meet the 10% required as a 3 rd Party Funding Body.
The Committee is asked to note that the cost of the works have increased since the initial application to BIFFA . The estimated cost is now £63,000. Therefore the Council is being asked to contribute the original £10,000 it had agreed to the project with the shortfall, approximately £3,000 being met by Belfast Regeneration Office.
The project has now progressed. The lease agreement has been completed and it is hoped that the works will be completed in the summer.
2. Key Issues
The Committee is asked to reaffirm its decision in December 2011 to contribute up to £10,000 to meet the cost of the replacement third generation carpet.
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Financial Implications The cost can be met from existing budgets.
Human Resource Implications
There are no additional human resource implications other than Officer time.
Recommendation
The Committee is asked to authorise the expenditure of up to £10,000 to meet the cost of the works.
The Committee adopted the recommendation.
Midland Boxing Club – Economic Appraisal
The Director reported that the Council had undertaken discussions with representatives of the Belfast Regeneration Office in respect of the redevelopment of the Midland Boxing Club, which was located on Council property in Cultra Street in the Tiger’s Bay area. He reported that the redevelopment of the boxing club was being considered by the Belfast Regeneration Office for capital funding and, arising from initial discussions, the Council had been requested to commission and oversee the development of an economic appraisal on the project. He indicated that the costs associated with the economic appraisal would be met by the Belfast Regeneration Office.
The Director pointed out that, within the context of the Council’s recently published Boxing Strategy, together with the fact that the facility was located on Council property and leased by the club, it would, therefore, be appropriate to commission the economic appraisal as requested.
The Committee agreed to this course of action.
Land at Slievegallion Drive
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 The Council currently hold 5.253 acres of land at Slievegallion Drive. The land is held on a 10,000 year lease, dated 20th Feb 1984, from the Northern Ireland Housing Executive. The lease restricts the use of the site to informal open space and NIHE consent is required for any assignment or sub letting.
1.2 De La Salle school is located adjacent to the Council’s land at Slievegallion Drive. The school have approached the Council with a proposal for the redevelopment of the Council’s land at
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Slievegallion Drive to provide a school/community facility potentially comprising a full size GAA pitch, a smaller training pitch and a pavilion/small stand for use by the school and its three feeder primary schools during school hours and by the local community out of school hours.
1.3 The school has indicated that they are seeking a long lease (25-50 years) for the land at Slievegallion Drive from the Council in order to secure the funding required for their proposals.
1.4 The site does not form part of the Pitches Strategy and there is currently no identified funding in the Capital Programme for the development of this land.
2 Key Issues
2.1 De La Salle is an all boys, non selective, secondary school with 1100 pupils. They have no adjoining outdoor pitches, they lease 2 pitches from St Genevieve’s to which they bus their pupils.
2.2 The school currently make their indoor sports facilities including the gym and multi- purpose hall available out of school hours for public use and their intention would be to extend this arrangement to the proposed new pitch facilities. They advise that the indoor sports facilities are very well used by the local community.
2.3 Officers have requested further information to include the school’s business model in terms of costs, public access and income producing capacity of the facility together with clarification from the school regarding funding from Department of Education or elsewhere.
3 Resource Implications
3.1 Financial
Detailed costs and sources of funding for the De La Salle’s proposals are not currently available; these will form a critical part of the further discussions to be had with De La Salle.
3.2 Human Resources
Staff resources in Parks and Leisure, Estates Management Unit and Legal Services.
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3.3 Assets and Other Implications
The land is currently used as informal open space and its development as a sports facility for use by the school and the wider community in the area could provide a more sustainable use for the land with improved outcomes in terms of increased participation in sports and health and well being.
4 Equality and Good Relations Considerations
4.1 Equality implications will be fully considered if the proposal progresses.
5 Recommendations
5.1 It is recommended that the Committee agree to officers progressing discussions with De La Salle school with a view to exploring the most appropriate arrangement (including leasing options) for the redevelopment of the informal open space at Slievegallion Drive, with a further report to be brought to this Committee in due course. Discussions to include;
• Details of the schools business model in terms of costs and income producing capacity • Public access arrangements • Partnership or leasing arrangements to ensure ongoing wider community use • Sources of funding to redevelop the site”
The Committee adopted the recommendations.
Acquisition of Land at Black’s Road
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 DOE NIEA and DRD Roads Service own adjoining sites at Blacks Road which together extend to approximately 4.49 acres. The site comprises derelict land and has been identified as an area of anti-social behaviour. The majority of the site is owned by NIEA, with Roads Service owning a smaller portion which includes the frontage onto Blacks Road.
1.2 At present, the area is within Lisburn City Council area however it is adjacent to Belfast City Council’s boundary, and will fall into Belfast City Council revised boundary post local government reform in 2015.
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1.3 Lisburn City Council agreed at a public meeting in 2008 to take the lead in appointing a suitably qualified consultant to undertake landscape proposals for the redevelopment of the site, through consultation with the local community and other key stakeholders. Groundwork NI was commissioned who undertook community engagement and has drawn up proposals to turn this disused site into a park for the use of the local community. Proposals include new secure fencing around the site, visitor parking, wildflower meadow, paved seating area, grassed recreation area and way finding signage.
1.4 It is considered that neither NIEA nor Roads Service would be the suitable organisation to operate and maintain the proposed park and it is believed that it would be better to be Council operated. Belfast City Council has been approached to acquire and manage the site, given that it will shortly fall into its administrative area.
2 Key Issues
2.1 Groundwork NI has been successful in securing ‘Sharing our Space’ Peace III funding, comprising £315,000 within part of a wider £3.1 million package for various sites. Time constraints attached to the funding require the works to be undertaken by March 2014. It is proposed that after this date, the Council become responsible for ongoing maintenance.
2.2 Following discussions with Roads Service, we understand that transfer of their parcel could not occur in sufficient time to allow the proposal to be undertaken within the funding deadline, due to their requirements to undertake a trawl of the land amongst all public sector bodies in line with their land disposal requirements. Roads Service advises that they could grant a licence for works In order to facilitate works within the funding timescale. This would be on condition that the Council undertakes to acquire the site on completion of works, so that Roads Service is not left with a new park to manage and maintain.
2.3 Roads Service has indicated that they would transfer their site to the Council at market value, to be determined by LPS. Acquisition of the site would be conditional on agreeing satisfactory terms with LPS. It should further be subject to any necessary planning consent being in place and satisfactory title being held.
2.4 NIEA is seeking DFP approval to offer to transfer their parcel at nil cost to the Council. They advise that a transfer can be expedited through provisions in the Nature Conservation &
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Amenity Lands (NI) Order 1985. An existing access right to Colin Glen Golf Club would be reserved.
2.5 To allow Groundwork NI to proceed as soon as possible and work within the funding timeline, either Groundwork or their contractor would enter a temporary licence with NIEA, with the Council agreeing to acquire the site after completion of works. Acquisition by the Council should be subject to any necessary planning consent being in place and satisfactory title being held and subject to agreeing terms with LPS for the acquisition of the adjoining Roads Service site.
2.6 Members should note that the site contains Japanese knotweed, which there is a legal duty for landowners to manage. Groundwork NI proposes to treat Japanese knotweed this Summer but as their involvement in the site would come to an end in March 2014, further treatment would become the responsibility of the Council.
3 Resource Implications
3.1 Financial
••• No acquisition cost would be payable to NIEA.
••• Roads Service has indicated that there would be a cost for licence and transfer of their land, with the value to be determined with LPS. The cost is not yet known however the area of land concerned is relatively small and its current use is open space.
••• The maintenance and operational cost of the park is estimated to be in the region of £31,000. This amount is not currently budgeted for Area South West and would need to be taken into account in the next budgeting round.
••• Treatment of Japanese knotweed is estimated to be in the region of £100 per annum. Approximately half of the Japanese knotweed identified lies within the Roads Service site. It may be possible to offset the cost of treatment on this part of the site by seeking a reduction in the land price, which is common practice for abnormal costs.
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3.2 Human Resources
Resource from Estates and Legal Services is required to complete the acquisition. Thereafter Parks and Leisure staff resource will be required for ongoing management.
3.3 Asset and Other Implications
A 4.49 acre site will be added to the Council’s assets. The site will be held by Parks and Leisure.
4 Equality and Good Relations Considerations
4.1 Equality implications will be considered if the proposal progresses.
5 Recommendations
5.1 Committee is recommended:
••• To approve in principle the acquisition of the Roads Service land after completion of works, subject to satisfactory outcome of investigations and subject to agreeing terms with LPS. Proposed terms will be reported back to Committee for approval at a later date.
••• To approve in principle the acquisition of the NIEA land at nil cost, after completion of works and subject to satisfactory outcome of investigations and subject to agreeing terms for the acquisition of the adjoining Roads Service site.”
The Director reminded the Committee that, should it agree to adopt the recommendations, the matter would be referred to the Strategic Policy and Resources Committee for its consideration.
During discussion, a number of Members expressed concern that, prior to the Reform of Local Government, the request for the Council to acquire the land, together with any other similar requests, should only be considered within the context of an agreed policy.
Accordingly, it was
Moved by Councillor Thompson, Seconded by Alderman Rodgers,
That the Committee agrees to defer consideration of the report until the Strategic Policy and Resources Committee has established a Council
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policy in respect of the acquisition and development of land currently outside the Council’s boundary.
On a vote by show of hands eight Members voted for the proposal and five against and it was declared carried.
Dr. Malcolm Brodie
The Director reported that the Department had received two letters requesting that consideration be given to naming the Photo Finish and Public Address Booth in the new stand at the Mary Peters Track in honour of the former sports editor of the Belfast Telegraph, Dr. Malcolm Brodie, M.B.E., who had died in January, 2013. The Director provided an overview of the distinguished career of Dr. Brodie together with an outline of the honours which he had received, including a doctorate from the University of Ulster; induction into the Belfast Sports Hall of Fame and an M.B.E. for services to journalism in 1979. In addition, Dr. Brodie had served as the Vice President of the Mary Peters Trust.
The Director reminded the Committee that, in August, 2008, it had adopted a policy to oversee the naming of parks and leisure facilities within the City. He pointed out that the policy did not apply to the naming of parts of parks, buildings or facilities and, accordingly, given the significant contribution which Dr. Brodie had made to the City throughout his career, he suggested that the Committee might wish to exercise its discretion in considering the request.
After discussion the Committee agreed that, subject to the granting of permission by the Brodie family, the Photo Finish and Public Address Booth in the Mary Peters Track be named in honour of Dr Malcolm Brodie M.B.E.
Ligoniel Park – Creation of Path
The Committee considered the undernoted report:
“1. Relevant Background Information
The Committee is reminded that at its meeting in September 2011 and subsequently at Strategic Policy & Resources Committee in December 2012 of funding to promote access and recreation within the Belfast Hills. Work in relation to this has already started on Cave Hill Country Park (CHCP) with path improvements being made.
Work is due to start in Ligoniel Park to improve the path network and to try to create a walking route linking Ligoniel Dams, Ligoniel Park and CHCP. In order to create this link it is necessary to cross a section of path owned by Northern Ireland Water. It is therefore proposed to enter into a public path creation agreement with NI Water, under the Access to the Countryside (NI) Order 1983.
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2. Key Issues
The key issues for the committee to note are:
1. Once an agreement has been made the Council has a duty to carry out whatever works are needed to bring the path into a fit state for use and thereafter to maintain the path in that state. 2. The agreement shall have effect for a period of 10 years and thereafter until determined by either party giving notice to the other. 3. The Council is responsible for the maintenance of the path. 4. Any member of the public shall have the right to walk along the path for the purpose of open air recreation. 5. The public path is for pedestrian access only. 6. There will be 2 public access points onto the path, ie stiles, for which the Council is also responsible. 7. The Council shall indemnify NI Water against any public liability.
3. Resource Implications
Financial This scheme is externally funded and is subject to the receipt of grant funding. It is anticipated that the maintenance liability will be minimal and the path will be included as part of the on- going inspection regime. The budget for maintaining the area exists within the current revenue estimates.
Human Resources There are no additional human resource implications other than officer time.
Asset and other implications A pedestrian pathway approx 90 m (length) by 4 m (width) will be maintainable and kept in a fit state of repair by the Council and the Council shall also indemnify NI Water against any claims on the pathway.
4. Equality Implications
There are no equality or good relations implications anticipated.
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5. Recommendation
It is recommended that the Council enter into a public path creation agreement with NI Water for a period of 10 years.”
After discussion the Committee adopted the recommendation, subject to information being provided to residents living in the vicinity of the proposed path.
Naming of Bridge at the Victoria Park
The Committee considered the contents of a report which provided an overview of the process which would be undertaken in the naming of the new bridge proposed for the Victoria Park as part of the Connswater Community Greenway Project.
After discussion, the Committee endorsed the process as outlined and it was noted that an update report in respect of the name chosen for the bridge would be submitted for the Committee’s approval.
Events Partnerships in Parks
The Committee considered the undernoted report:
“1. Relevant Background Information
Previously the Committee has provided financial support to the Ulster Bank Festival at Queen’s to deliver family-themed events during the annual festival since 2010. This has attracted audiences of over 10,000 adults and children into Council parks over that period.
2. Key Issues
Two requests have been received for large-scale events: from the Festival at Queen’s and Belfast Mela, for events in 2013. These are now both high-profile, large-scale well-organised cultural events which are now established as part of the fabric of the annual calendar of events in Belfast. They fit well across the Council’s strategic objectives related to the environment and creating attractive, vibrant neighbourhoods.
These events also have significant economic benefit to local neighbourhoods and the city, attracting visitors from across Belfast as well as tourists.
It is proposed that the Council establishes an interim arrangement with these two organisations for 2013. This would be with a view to conducting a broader review on strategic partnerships for events across the city, and with recommendations to be in place for 2014 for the delivery of an
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annual calendar of high-quality, large-scale (5,000+), family- orientated cultural events across the city.
Some of the benefits to Council in growing these 2 cultural events include: ••• High-profile and quality events in parks locations across the city ••• Strong foundation for an annual parks events calendar ••• Outreach to non-traditional parks users ••• Reduction in anti-social behaviour in parks ••• Positive media coverage for parks and Belfast ••• Improving community relations ••• Local economic spend ••• Volunteering ••• Bed-nights for tourists.
A partnership approach would enable both the Council and partner organisations to plan and deliver collaboratively events across the city. The partnerships would operate on a not-for-profit basis, and partners would be encouraged (as many already do) to seek financial support from the private sector to contribute to the costs of the events. Partners would also be expected to provide the events at no or minimal cost to the public.
There would also be opportunity to initiate an outreach programme to smaller parks in the city, for example, providing ‘taster’ events to stimulate new audiences across the city, as well as create a network of animated, connected parks. Both the Festival at Queen’s and Belfast Mela would be asked to facilitate such outreach in 2013.
It is proposed that within an agreement to be drawn up with the two interim strategic partners, and that a series of targets for participation, outreach and sponsorship would be set, following discussion with the relevant organisations. The agreement would also include standard Council conditions regarding licensing, use of parks, health and safety requirements and event management planning.
A review report will be brought to Committee in late 2013 reviewing the impact of the 2013 activities and outlining a way forward in order to further strengthen and diversify the range of events and locations across the city.
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3. Resource Implications
Financial
Funds of £40,000 has been provided for within budgets for 2013/14
Human Resources There may be overtime required by staff to assist with the management of the proposed event which would be met by the Council.
Asset and Other Implications The Legal Agreement will include a Bond Of Reinstatement (£1000) to ensure minimal impact on Council property, provided by the partner organisations.
4. Equality Implications Equality and good relations implications will be considered in the course of this pilot and updates will be sent to the Equality and Diversity Officer in due course.
5. Recommendations
It is recommended that Members agree that the Council partner with the Festival at Queen’s and the Belfast Mela for 2013/14 events, subject to appropriate legal agreements being drawn up, the organisers meeting all statutory requirements and all operational issues being resolved to the Council’s satisfaction. It is also recommended that a review of strategic partnerships for large scale cultural events be undertaken with recommendations being presented at a future meeting.”
The Committee adopted the recommendations.
Partnership Development Officer
The Committee noted the contents of report which provided an overview of the work of the Department’s Partnership Development Officer together with the programme of activity which would be undertaken in delivering an action plan which would promote Active Living, Active Leisure and Sport.
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European Heritage Open Weekend
The Committee considered the undernoted report:
“1. Relevant Background Information
The Council has received an enquiry from Rosie McGivern, Marketing and Bid Coordinator for Kennedy Fitzgerald Architects (KFA), requesting permission for the inclusion of the Grove Wellbeing Centre and Falls Leisure Centre in the programme of exhibits for the European Heritage Open Weekend, Saturday14 th – Sunday 15 th September 2013, in association with RSUA and NIEA.
KFA, were the architects who designed both buildings and they feel they would be of interest to the public for the following reasons: • they display unique architectural concepts; • relate to the local community; • have influenced and acted as a catalyst in regeneration of the areas they are situated in; and • have received many awards and would be of interest to the public.
If the Council agree to KFA’s request to include both buildings in the European Heritage Open Weekend, their intention is to conduct a guided tour and discuss the buildings from an architect’s perspective.
2 . Key Issues
If the Council agree to the request, KFA will provide the exact details of the tours in the coming months, however in initial discussions they have provided us with the following information:
• KFA would prefer to hold the tours during normal opening hours (10am-4pm) to minimise the inconvenience caused to centre staff. However, they acknowledge that weekends are a busy period for the leisure centres and are willing to work with the centres to arrange the most suitable time. • KFA would ideally like access the all three main components of the Grove Wellbeing Centre: the Leisure Centre, the Library and the Health Centre. However, the Library and Health Centre operate limited opening hours at weekends. The Health Centre does not operate on Saturday or Sunday and the Library operates only on Saturday mornings (9.30am-1pm). Therefore special
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access may be required. KFA are prepared to work with the centre to ensure the event is suitable and to get agreement from the Health Centre and the Library to participate. • KFA intends to hold one tour per centre led by the architect. A Council employee or leisure centre staff member can accompany the tour if required.
It is the intention that the tours would be pre-booked with no more than 20 visitors per tour. The booking arrangements would be handled by RSUA or NIEA, who would then advise KFA and the Council of the expected numbers.
The tours would be publicised by NIEA and we will also able to promote them if so desired.
3. Resource Implications
Financial
Buildings participating in EHOD 2013 will be covered by an insurance policy that covers the entire programme and employers and public liability insurance will be provided.
Human Resources
Council employees or leisure centre staff may be required to accompany tours.
Asset and Other Implications
Tours will be conducted in Falls Leisure Centre and Grove Wellbeing Centre. Should special access to the Library and Health Centre is granted it would be necessary to put in place measures that would enable them to be opened for the duration of the tour.
Impact of the tours on other leisure centre users should be limited due to KFA’s willingness to work with centres to ensure this.
4. Equality Implications
There are no equality implications associated with this report.
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5. Recommendations
Members are asked to consider the request and agree to include Grove Wellbeing Centre and Falls Leisure Centre in the programme of exhibits for the European Heritage Open Weekend, subject to all operational issues being resolved.
During discussion, the Director clarified a number of issues in respect of the Council’s policy for cultural events and, at the request of a Member, indicated that he would report back to the Committee providing information on the number and locations of events which had been held in the Councils parks over the past five years.
The Committee adopted the recommendations.
Irish Football Association Partnership
The Committee considered the undernoted report:
“1. Relevant Background Information
The council has over recent years strived to enhance linkages and mutually beneficial programmes with the IFA. A further opportunity has been identified which is intended to augment current partnership arrangements.
2. Key Issues
The IFA have advised of a health programme that they intend to roll out with a selection of clubs. Funding has been provided from DCAL which will enable health seminars to be hosted with selected clubs. Advantages will include the provision of defibrillator equipment and training, first aid equipment & training, in addition to guided seminars discussing nutrition, healthy eating, dietary and mental health issues including stress/depression. Training and delivery partners have already been sourced and the IFA are asking for council co-operation in the form of venue provision and limited marketing support.
Furthermore, 2 conferences are scheduled each year and each is afforded a specific theme. The initial conference was held at the Park Inn hotel in East Belfast. The forthcoming conference is planned for 9 October 2013 and the provisional agenda is focused upon mental health in football and raising awareness of how this can be positively managed. Officers suggested a council venue but IFA management have confirmed that the event has been booked in the Farset International on the Springfield road. It would be our
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intention to offer venues for the 2 conferences being scheduled during 2014.
The aforementioned seminars / conferences are intended to target younger participants and attempt to address identified health inequalities with positive community outcomes.
The IFA are aiming to use football as an enabler to help highlight mental health issues and identify appropriate methods of management.
Council attendance on identified seminars can be used to promote our own sports development programmes and, if approved, we will provide a speaker for the October conference. This will further enhance our partnership opportunities and will provide a direct platform to influence participants on aspects of our own provision and planning.
3. Resource Implications
Provision of council facilities to host up to 6 seminars (approximately 3 hours each) and 2x conferences in 2014 (3 hours each), total of 8 events. Council facility provision and limited marketing support via social media would be accepted as our contribution in kind.
The cost per seminar would be approximately £75 per session (multi- purpose room x 3 hours) and therefore the potential loss of income would equate to £450.
The cost per conference would be approximately £90 (main hall x 3 hours) and therefore the potential loss of income would be £180.
Total potential loss of income = £630.
4. Equality Implications
None. Seminars and conferencing would be rotated throughout the city on a geographical basis.
5. Recommendations
Members are requested to recommend approval for the request of facility usage and limited marketing support as part of council’s contribution to this partnership opportunity.
During discussion, a Member suggested that it should be ascertained whether or not the Irish Football Association intended to charge participants to partake in the
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programme, and, if so, then the Council should seek to recoup its investment from the Association.
After discussion, the Committee agreed to adopt the recommendation, subject to clarification being sought from the Irish Football Association on whether or not it intended to charge participants to partake in the programme.
Woodvale Park – Cultural Celebration July, 2013
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 The Committee will be aware of the ongoing work of the Council led Bonfire Programme which has developed into a successful programme of Cultural Networks. This brings together around fifty bonfire groups across the City, with funding being provided by both the Council as well as through the Council’s Peace III programme.
The Woodvale and Cambrai Youth and Community Association has been an active participant on the programme for a number of years. In 2007 they were involved in the design of the Bonfire Beacon as an alternative to the traditional 11 th July bonfire. They have run successful events since 2008 with around 1,000 people attending these events annually. For the past several years the group has successfully used a bonfire frame as opposed to a beacon. The staging of these events was approved by the Parks Committee on each occasion. This group are again intending to design and deliver a cultural event in Woodvale Park on the 11/12 th July. They are seeking permission to construct a bonfire within the park and to stage associated community activities as part of their ongoing efforts to transform bonfires within the wider locality.
2 Key Issues
2.1 Positioning of the bonfire Unlike in recent years it is not proposed to have a frame on this occasion, this is owing to the condition of the frame. It has been proposed that we use crowd control barriers to contain the bonfire and to provide a safe area within which it will be managed. The fire will be positioned on a 6 inch bed of sand to prevent damage to the ground surface.
Developments within Woodvale Park
The £2m development of Woodvale Park is nearing completion, it is anticipated that the work will be completed by
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the end of June 2013. In the past, including 2012, the bonfire has been constructed on the site of an old cinder pitch in Woodvale Park. However, the refurbishment scheme has seen the removal of this pitch and its replacement with a modern polymeric surfaced multi user games area. The option therefore of locating the bonfire at this spot is no longer a viable option.
As reported in previous years there are limited options for a bonfire on the site. Two possible locations have been identified. One of these options would be the site of the recently refurbished football pitches, however, these pitches are not yet ready for use and even though a sand base could be set down to protect the surface it would restrict growth and delay the use of the pitches by local clubs. The second option is to locate the bonfire on the site of the former tennis courts, this area is behind the service yard and adjacent to one of the bowling greens. It is a small area with restricted viewing.
Discussions have taken place with community representatives and there is agreement that the 2013 bonfire be located, with Council’s permission on the site of the former tennis courts. The accompanying celebratory events will take place throughout the park in agreement with Council staff.
Risk Management
As reported in previous years there are issues of risk with such an event that will be carefully reviewed. The organisers of the proposed event at Woodvale Park will be required to liaise closely with the Council and the Northern Ireland Fire and Rescue Service. The proposal to permit the proposed event will be underpinned by an appropriate form of legal agreement. It is also the view of Legal Services that suitable fencing should be erected around the bonfire frame after the burn. The work of the Council in relation to the transformation of bonfires continues to be supported by the inter-agency group who assist the Council with the Programme. The Fire and Rescue Service, the PSNI, DRD (Roads Service), NIHE, NIEA and the Community Relations Unit of OFM/DFM have all supported developments thus far.
Benefits of the proposal
There is local support for the proposal to host this event, with a commitment of up to 50 local volunteers to supervise the event. These volunteers are trained in stewarding techniques and officially accredited by the Open College Network. The
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provision of beacons and the frame in the past has proven to demonstrate that communities can take responsibility for managing bonfires and conducting events in a responsible manner.
3 Resource Implications
3.1 Financial
There are no additional financial implications.
3.2 Human Resources
There are no additional human resource implications at this time. Asset and Other Implications
4 Equality and Good Relations Considerations
4.1 Local communities and agencies have been consulted on the proposals.
5 Recommendations
5.1 That the Committee grant authority for this event to be held on Council property (Woodvale Park) in July 2013, subject to satisfactory terms agreed with the Director of Parks and Leisure and on the condition that:
• The event organisers resolve operational issues to the Council’s satisfaction; • Legal agreement is entered into; and • The event organisers meet all statutory requirements including entertainments licensing.”
The Committee adopted the recommendation.
Dunville and Woodvale Parks Update
The Committee considered the contents of a report which provided an update on the redevelopment of the Dunville and Woodvale Parks. The Director reported that work remained on target at both facilities and that information on the formal re-opening of the parks, together with an associated programme of events and activities, would be circulated to Members in due course.
After discussion, during which tribute was paid to those members of staff who had contributed towards the success of both projects, the Committee noted the information which had been provided.
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Table Tennis Ulster – Use of Bowling Pavilions
The Committee considered the undernoted report:
“1. Relevant Background Information
Table Tennis Ulster (TTU) is the governing body for table tennis in Northern Ireland. TTU was formed in 1937 although Table Tennis in Ulster can be traced back to the early 1920s.
Currently there are 73 clubs in Ulster with over 972 members, 400 of which are under 17 years old.
Membership of TTU has increased by approximately 20% in the past 2 years. This increase is mainly from young people in schools. A Primary and Secondary School Competition structure is in place to accommodate school children taking part in table tennis at participation level, e.g., Schools League Cup and individual championships.
Council Officers have been approached by TTU to discuss development of the sport working with local schools and working to establish and support existing clubs.
In locations such as Ormeau and Botanic bowling pavilions it would be envisaged that local primary schools would be able to ‘feed’ players into these new clubs and provide a pathway for players to continue into the sport for junior to senior level in a safe and controlled environment.
TTU has a strong focus on school and club development. The work being done by TTU’s voluntary coaches in Belfast schools is creating a demand which should translate into more players taking part outside the school environment. There is a need for clubs to have permanent residency close to the schools involved to provide the opportunity to further their development in this sport.
2. Key Issues
TTU are eager to increase participation from local community groups and members of Ormeau and Botanic bowling club. BCC officers have met with all four bowling clubs who play out of both pavilions. A number of them have shown interested in participating in the sport with TTU.
TTU would plan to operate at various times in each bowling pavilion to accommodate the participation of surrounding schools. TTU would also request the use of the pavilions one
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or two evenings per week and on Saturday and Sunday in agreement and participation with Bowling clubs.
When the bowling pavilions are not normally staffed it is hoped that key handling arrangements could be put in place – i.e. that these partners will open and close the facilities in line with the club / user requirements, under a legal agreement with the Council.
Training will be required in relation to all health and safety issues related to the management of the pavilion as well as for safeguarding children and young people also vulnerable adults.
To ensure there are no double bookings the departments Outdoor Leisure Unit will handle all bookings.
Council officers request that Ormeau and Botanic bowling clubs be made available free of charge for this pilot. This partnership working between Ormeau and Botanic bowling pavilions and TTU will promote shared space, collaborative working and will improve the use of the facilities which have become under-used over the last ten years.
3. Resource Implications
Financial There may be cost to the council for additional electric and water which we should be able to absorb within the parks operational budget for the parks.
Human Resources There are likely to be some additional staff monitoring and planning implications which should be able to be accommodated through our normal management process.
4. Equality Implications Equality and Good Relations implications will be considered in the course of this pilot and updates will be sent to the Equality and Diversity Officer.
5. Recommendations
It is recommended that the committee grant authority for free shared out of hours use of the bowling pavilion subject to satisfactory terms being agreed by the director of Parks and Leisure and on the condition that: • The groups resolve all operational and health and safety issues to the council’s satisfaction;
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• an appropriate legal agreement, to be prepared by the director of Legal Services, is completed;
It is also recommended that Members authorise the Director, under the Scheme of Delegation for future initiatives to take place in additional bowling pavilions free of charge.
The Committee adopted the recommendations.
Strangford Avenue Playing Fields – Car Park
The Committee agreed to grant to Aiken Promotions the use of the Strangford Avenue Playing Fields for the purposes of car parking on 20th July for patrons attending a concert at the Balmoral Showgrounds. That agreement would be subject to the following conditions:
• the completion of a legally binding agreement between the Council and Aiken Promotions; • the receipt of a bond of reinstatement of £3,000 to oversee any work which may be required at the playing fields; and • the payment to the Council by the organisers of a hire fee of £1,400.
British Friends of Normandy
The Committee was informed that a request had been received from the British Friends of Normandy to acquire one of the Castlewellan Stones which were currently in storage at the Botanic Gardens. The Director reported that the stone requested would be used as a plinth for a bronze bust of the late General Sir Ian Harris and displayed within the British Garden at the Memorial in Caen, Normandy.
The Committee agreed to accede to the request and noted that there would be no costs incurred by the Council
Chairman
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Development Committee
Tuesday, 4th June, 2013
MEETING OF DEVELOPMENT COMMITTEE
Members present: Councillor Hargey (Chairman); the Deputy Lord Mayor (Alderman Stalford); the High Sheriff (Councillor Kingston); Alderman Stoker; Councillors Austin, Convery, Garrett, Hartley, Hussey, Keenan, Kelly, Kyle, Mac Giolla Mh3n, Maskey, McKee, Ó Donnghaile, Reynolds, Spence and Webb.
In attendance: Mr. J. McGrillen, Director of Development; Ms. S. McCay, Head of Economic Initiatives and International Development; and Mr. B. Flynn, Democratic Services Officer.
Apology
An apology was reported on behalf of Alderman Ekin.
Declarations of Interest
No declarations of interest were reported.
Minutes
The minutes of the meetings of 7th and 21st May were taken and read and signed as correct. It was reported that those minutes had been adopted by the Council at its meeting on 3rd June, subject to the undernoted:
• the amendment of the minute of the meeting of 7th May, under the heading “Linenhall Library – Study Visit”, to provide that all Members of the Council be invited to undertake a study visit to the Linenhall Library on a date to be agreed in conjunction with the Chairman;
• the amendment of the minute of the meeting of 21st May under the heading “European Social Fund – Match Funding Requests” to provide that the decision of the Committee not to accede to the requests for funding was rejected and, accordingly, the Council agreed to grant match funding in the sum of £58,508 to the three projects; and
• the omission of the minute of the meeting of 21st May under the heading “C.S. Lewis” which, at the request of Alderman R. Newton, and with the permission of the Council, had been taken back to the Committee for further consideration.
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C.S. Lewis
The Committee noted that the minute in respect of the above-mentioned item would be reconsidered at the meeting scheduled to take place on 20th June.
Date and Time of Future Meetings
Date of Meeting
Pursuant to notice on the agenda, the Chairman (Councillor Hargey) reminded the Committee that in June, 2011 it had agreed to meet twice monthly at 5.15 p.m. She pointed out that that decision to hold two meetings had been based on the significant number of items which the Committee was then obliged to consider. However, she stated that it was evident that the number of items considered had decreased considerably during the intervening period and, accordingly, it was:
Moved by the Chairman (Councillor Hargey), Seconded by Councillor Ó Donnghaile,
That the Committee agrees to meet once a month on the third Tuesday of each month from August, 2013.
On a vote by show of hands ten Members voted for the proposal and eight against and it was declared carried.
Time of Meeting
Moved by Councillor Hartley, Seconded by Councillor Austin,
That the Committee agrees that its future meetings would commence at 4.30 p.m.
On a vote by show of hands ten Members voted for the proposal and seven against and it was declared carried.
Meeting with the Chief Executive of the Arts Council
The Democratic Services Officer reported that the Chief Executive of the Arts Council had extended an invitation to an all-party deputation to attend a meeting with her at the headquarters of the Arts Council, Malone Road, on Tuesday, 25th June at 4.30 p.m. to discuss issues relating to culture and arts in Belfast
The Committee agreed that it be represented at the meeting by the Chairman, the Deputy Chairman, together with a representative from each of the Parties not represented by the aforementioned Members. It was agreed also that an invitation to the meeting be extended to the Lord Mayor.
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Public Bike Hire Scheme – Presentation
The Committee agreed to invite a representative from Dublin City Council to make a presentation at a future meeting in respect of the Dublin Bike Hire Scheme.
Departmental Plan 2013/2014
The Committee agreed to defer, until its meeting in August, consideration of the Departmental Plan to enable party briefings to be provided to those parties who so wished to receive them.
Market at Conway Mill
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 Belfast City Council has exclusive rights to hold markets in Belfast. The Development Committee at its meeting on 26 June 2012 granted authority for the Director of Development or other authorised officer to approve future markets/car boot sales in the City of Belfast. This applies to car boot sales which are considered to be deminimus with less than 20 persons trading; and/or a market which is considered by officers to be deminimus and/or any markets which are carried out solely for charitable purposes.
2 Key Issues
1.1 Conway Mill Preservation Trust has applied to operate the weekly market in Conway Mill, every Saturday from 10.00am to 2.00pm. The market will have a mixture of crafts and food and will hold approx 20 stalls each week.
2.2 The market has been operating for a number of months and they wish to register to Council for a licence. The market has been visited by the Council’s Environmental Health Food Safety Officers and the food stalls have all been passed as per food safety regulations.
2.3 Conway Mill Preservation Trust have as part of their application requested to have any payable fees discounted on charitable grounds, (fees include annual £100 fee for multiple market application and £6.00 per stall as the market is under 25 stalls). They have included a charity registration number on their application confirming charitable status. Advice from Development Finance and Legal Services is that the weekly fee per stall could be waivered but annual fee of £100 for application to operate multiple markets is paid.
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3 Resource Implications
3.1 Loss of £6240 in revenue for foregoing weekly stall fee. The £100 annual application fee will cover the administration costs.
4 Recommendations
4.1 Members are asked to approve the waiver of the weekly fee for charitable status purposes but the annual registration fee of £100 be paid for 2012/2013 period and every year thereafter while the market is in operation.”
A Member reminded the Committee that, in 2012, it had endorsed the contents of an updated Council Markets Policy and suggested that it would be inappropriate to waive the stall hire fees, as suggested, given that there was no scope within the Policy to do so. A further Member pointed out that the Committee had, in March, rejected a request from stall holders in St. George’s Market to waive their stall hire fees in light of the disruption to business which had occurred due to the unrest in the City. He stated also that the Council was duty bound to protect its income streams and, should a precedent be set by waiving the charges as requested, it might encourage other market stall holders to apply for similar treatment.
However, several Members suggested that the Committee might consider exercising discretion in this instance and agree to meet the request since it would encourage economic development within an area of need.
Proposal
Moved by Councillor Reynolds, Seconded by Councillor Spence,
That the Committee agrees not to accede to the request to waive the stall hire charges for the traders at the Conway Mill Market.
On a vote by show of hands nine Members voted for the proposal and ten against and it was declared lost.
Further Proposal
Moved by Alderman Stoker, Seconded by Councillor Kyle,
That the Committee agrees to waive the stall hire charges for traders at the Conway Mill Market for the first twenty stall holders only.
On a vote by show of hands two Members voted for the proposal and ten against and it was declared lost.
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Further Proposal
Moved by Councillor Maskey, Seconded by Councillor Mac Giolla Mh3n,
That the Committee agrees to adopt the recommendations as set out within the report.
On a vote by show of hands ten Members voted for the proposal and nine against and it was declared carried.
Supplies of Marquees and Temporary Structures – Tender
The Committee agreed to defer, until its meeting on 20th June, consideration of the above-mentioned report to enable further information to be submitted.
Chairman
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Development Committee
Thursday, 20th June, 2013
MEETING OF DEVELOPMENT COMMITTEE
Members present: Councillor Hargey (Chairman); the Deputy Lord Mayor (Alderman Stalford); the High Sheriff (Councillor Kingston); Alderman Stoker; Councillors Austin, Hussey, Keenan, Kelly, Kyle, Mac Giolla Mh1n, Maskey, McKee, McVeigh, Ó Donnghaile, Reynolds, Spence and Webb.
In attendance: Mr. J. McGrillen, Director of Development; Ms. S. McCay, Head of Economic Initiatives and International Development; and Mr. B. Flynn, Democratic Services Officer.
Apologies
Apologies were reported on behalf of Alderman Ekin and Councillors Keenan and Kyle.
Declarations of Interest
No declarations of interest were reported.
C. S. Lewis Festival
(Aldermen R. Newton and Rodgers attended in connection with this item.)
The Committee was reminded that the Council, at its meeting on 3rd June, had, at the request of Alderman R. Newton, agreed that the undernoted minute of 21st May, which related to the C. S. Lewis Festival, be taken back to the Committee for further consideration:
“The Committee was reminded that the Council, at its meeting on 3rd April, had referred a Notice of Motion seeking support to mark the 50th anniversary of the death of C.S. Lewis to the Committee for further consideration. At the meeting on 23rd April, the Director had agreed to consult with a range of groups in the east of the City with a view to formulating a report which would outline the extent of support which the Council might provide towards marking the anniversary.
The Director reported that the East Belfast Partnership Board, in conjunction with a range of local stakeholders, intended to mark the anniversary by hosting a festival which would take place from 18th till 23rd November. He outlined the scope of the programme which
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had been drawn up for the festival, which included drama, film screenings, selected readings, a writers’ workshop and a ‘lamp parade’ in the grounds of Campbell College. He indicated that the total cost of the festival would be £80,000 and, accordingly, he recommended that the Committee agree to provide support towards the event in the sum of £10,000.
The Committee adopted the recommendation.”
With the permission of the Chairman, Alderman R. Newton outlined the extent of the forthcoming C.S. Lewis Festival and emphasised its cultural importance in the marking of the anniversary of the death of the author. Given the significant link between Belfast and C.S. Lewis, he requested that the Committee consider enhancing the extent of the financial assistance which had been granted to the Festival at its meeting on 21st May.
The Director reminded the Committee that, at its meeting on 23rd April, it had agreed that the Council would not stage the Belfast Business Awards in 2013, a decision which had created an underspend of £30,000 within the Department’s budgets for 2013/2014. He suggested that the Committee might wish to reallocate this underspend to enhance the Council’s contribution to the C. S. Lewis Festival.
Accordingly, it was
Moved by Councillor Hussey, Seconded by Councillor Webb and
Resolved – That the Committee agrees to allocate a further £30,000 to the East Belfast Partnership Board to assist in the staging of the C. S. Lewis Festival in November, 2013.
‘Towns and Cities First’ Campaign
The Director reminded the Committee that the Department for Social Development had, in February, published a report which had outlined the impact which the recession had had on city and town centres across Northern Ireland. In particular, the report had highlighted that the number of vacant shop units stood at 19%, compared with an average of 11% throughout the rest of the United Kingdom. In response to the findings of the report, the Minister for the Department for Social Development had initiated a campaign viz., ‘Towns and Cities First’ which sought to coordinate the promotion of city and town centres through a range of regeneration initiatives. One of the key aspects of the initiative would be a media campaign which would promote city and town centres. It was reported that the cost of that campaign would be approximately £25,000, £15,000 of which would be contributed by the private sector. Accordingly, the Director recommended that the Committee agree to contribute a sum of £10,000 towards the ‘Towns and Cities First Campaign’.
The Committee adopted the recommendation.
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Integrated Economic Strategy
The Director reminded the Committee that, at its meeting on 18th September, 2012, it had agreed to develop an Integrated Economic Strategy for Belfast and agreed also to form a Project Steering Group to oversee its development. He provided an overview of the work which had been carried out in conjunction with a range of agencies in the development of the Strategy and indicated that it was anticipated that it would be submitted for the Committee’s consideration at its meeting in August.
The Committee noted the information which had been provided
Retail Action Plan
The Committee considered the undernoted report:
“1 Background Information
1.1 Members will be recall that, at its meeting on 5 March, that at it was advised that work was to commence on developing a new retail plan for 2013/14. It was agreed that a full review of the results of the current year’s plan along with a stakeholder engagement and consultation process was required to re- shape the plan in line with current needs. A review of current retail support has been completed and engagement with retailers has highlighted business development needs that could be addressed through the Retail Action Plan 2013-2014.
2.1 Retail Action Plan 2012-2013
The retail action plan for the 2012-2013 was approved by the Development Committee on 17 April 2012. This included a range of business support, marketing and promotion and networking initiatives to support local independent traders. A funding allocation of £210,000 was set aside for this work. The majority of this was set aside for development support to help traders’ groups to become operational and to engage in targeted promotional activity. It was intended that the Council’s resources would help lever other funding and that it would be used to create sustainable business associations that would not be wholly reliant on public support. The remainder of the budget was set aside for retail mentoring, Market Start Up Programme and establishment of a retail forum.
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Review of Trader Group Support
2.2 We worked with 12 groups over the course of last year who drew down a total of £135,000 and we also provided direct advisory support to other groups. From our review there are a number of issues with funding trader groups/business associations in current format:
- We need to be assured that the Council’s investment is maximised and that it can be measured. One issue that has been identified is the difficulty in measuring the impact of investment in the trader group activity given the absence of baselines and targets. On the other hand programmes like market start up have clear targets and we have been able to demonstrate that they have significantly exceeded them. The current trader groups have a mixed composition and are not solely retail focused therefore the current marketing/promotional focus doesn’t necessarily meet the needs of the mix of group members:
- Strandtown Traders – 41 paid members, 78% retail, 22% non-retail - Lisburn Road Business Association – 34 paid members, 82% retail, 18% non-retail - Ballyhackamore Business Association – 30 paid members, 69% retail, 31% non-retail - Finaghy Business Association – 36 paid members, 73% retail, 27% non-retail - Castlereagh Business Association – 30 paid members, 70% retail, 30% non-retail - West Belfast Traders – 108 non-paying members, 58% retail, 46% non-retail - The implication of this is that if the policy direction is towards retail support, there is on average one third of businesses in these groups that are not retailers and therefore cannot benefit fully.
- Some of the groups do not have the capacity to manage and deliver the range of promotional and marketing activity on their own. In the last year, all the new groups have benefitted from the support of advisory resource provided under the Retail Action Plan. This support is unsustainable in the long-term and does not encourage the groups to take ownership of the activity. It is questionable whether some of the groups will be able to continue into the future without such support. However, our experience is that the
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businesses must take the lead to make any initiative sustainable and successful.
- The focus on marketing activity is not completely relevant for neighbourhood shopping areas (e.g. Ardoyne) and therefore consideration may need to be given to how these groups can be supported outside of formal traders’ groups and what types of activity are eligible for funding.
- The Council impacts on traders in many different ways – both directly and indirectly – and consideration should be given to how we can communicate with these businesses more effectively.
- Groups need to look at the sustainability of their organisation as future funding may not be available. Currently some groups are relying solely on council funding which is unsustainable – it is suggested that any funding agreed should be fully match funded to demonstrate their commitment and ownership.
- There are opportunities for groups to work collaboratively on initiatives, pooling resources and developing creative and imaginative ideas. However, unless we make this a condition of the funding, some groups are unlikely to engage in this type of activity.
- In the last financial year there were six traders’ associations in existence. We know that there are now 12 or 13 groups: consideration needs to be given to the levels of expectation created as well as the potential for collaboration between groups, to avoid duplicity of activity.
2.3 Engagement with retailers across the city including traders groups has revealed a series of business development needs including Sales Development, Strategy Development and Environmental Management Support. Businesses noted an interest in developing their skills in financial management, visual merchandising and customer service to enable them to face the challenges presented by the current economic situation and changes in the retail environment. Retailers were also keen to understand and fully utilise social media and new technology in the retail sector, and to consider options for trading online, alongside their high street presence.
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2.4 Engagement with trader groups
At a consultation with traders groups and councillors on 11 June several issues were raised as follows:
- Traders groups were happy with the support that Council has provided to date particularly around the destination branding and marketing; - Groups would welcome a forum to meet with traders, councillors and support organisations across the city to look at current issues and to network. They also expressed an interest in regular engagement with the Council at a political level; - Basic skills need to be enhanced and supported, through targeted interventions; - Attendees noted that groups should have a membership fee to ensure that trader groups should be representative of their whole area to ensure that the impact of support is advantageous to all; - Several groups raised significant difficulties around parking in their areas and would welcome Council support to lobby in this regard; - Groups were keen to find out more about Business Improvement Districts (BIDS) and to engage with commercial/estate agents to look at how vacant premises could be utilised; and - Anti-social behaviour remains a problem in the evenings in some areas and co-ordinated youth liaison and support would be welcome.
2.5 Given the range of issues identified it is clear that the traders would benefit from a more collaborative approach to trader group/individual retailer support within the council as opposed to the current more ad-hoc and fragmented way of working.
Potential Programme Activity 2013-2014
2.9 If there is a commitment to a sector-specific approach in the coming year, a number of potential avenues for support are outlined below under three headings as follows:
1. Retail business development support 2. New retail and product development support 3. City-wide retail networking and promotion
Retail Business Development Support
2.11 The Belfast Business Survey has identified the key areas that retailers require business development support as: Sales
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Development, Strategy Development and Environmental Management Support. Businesses have also fed back an interest in developing their skills in financial management, visual merchandising and customer service to enable them to face the challenges presented by the current economic situation and changes in the retail environment. Businesses have also noted the need to understand and fully utilise social media and new technology in the retail sector.
2.12 Potential business development support could focus on 3 areas:
2.13 Masterclasses, Workshops and Best Practice Visits
It is proposed that a series of masterclasses and best practice visits be offered to retailers covering a range of topics including: Visual merchandising, Efficient Stock Management and Buying, Business planning, Finance for retail and marketing.
Tailored Mentoring Support
2.14 It is proposed that retailers have access to flexible, tailored mentoring support to help businesses develop and grow. Retailers will be matched with appropriate mentors to look at key issues including sales development, finance, visual merchandising and marketing.
Visual Merchandising Support
2.15 As well as the masterclasses and mentoring support offered above it is proposed that retailers have access to visual merchandising degree students who will work with the retailers to design and complete a window display. Not only will this assist the retailer in providing new fresh ideas and a professional window it will also provide an opportunity for students to complete ‘real life’ projects as part of their degree coursework.
2. New retail and product development support
2.16 Market Start Up Programme
In 2012-2013 20 companies completed this programme with 17 test-trading at St. George’s Market with others also test-trading at other markets and at special in-store events. To date 12 have established their own business. It is proposed that the Market Start Up Programme supports a further 20 participants in 2013-2014 providing further test trading opportunities through additional market outlets and the trialling of a pop-up shop resource.
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Introduction to Retail Programme
2.17 The Market Start Up programme focuses on food and craft businesses but there is an opportunity to provide support to new independent retailers interested in fashion, flowers, services etc. This pilot programme would provide the skills needed to establish a retail unit, providing test trading opportunities alongside mentoring and workshops. The programme could also look at alternate models for retail including e-commerce, show-rooming, pick up and collect as well as pop ups. Participants would have access to a comprehensive business support and product development programme with opportunities to test-trade.
City-Wide Retail Forum and Information Seminars
It is proposed that Council facilitate a retail forum chaired by the Lord Mayor/Chair of Development with stakeholders including local traders groups, Council representatives, Belfast City Centre Management, the Northern Ireland Independent Retailers Trade Association and other bodies. The forum could also update retailers on council initiatives, changes in legislation and provide an opportunity to network with other retailers. It is proposed that Council facilitate a series of information and best practice seminars to inform retailers about the forthcoming BIDS legislation as well as Council initiatives e.g. Belfast Restaurant Week.
It is proposed that up to four information seminars take place looking at significant issues and providing networking and collaboration opportunities for retailers.
Area Development Support
It is proposed that area development support continues in this financial year albeit at a reduced rate compared to the levels of support in 2012-2013, as a result of there being a higher number of groups in existence and a similar budget to that in previous years. Existing groups have been made aware that the rate may be reduced and were asked to consider sustainability in the 2012-2013 Retail Action Plan. Groups wishing to draw down support should be constituted and committed to a programme of development activities with a view to becoming sustainable. Clear economic benefits should be outlined and measured by the traders groups. In order to allow the groups to implement these development action plans, it is proposed that they complete a support application
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detailing clear objectives and outputs for an amount of £7,000 for expenditure against a range of agreed development activities including consultancy support to put in place a development action plan, within the current financial year. Groups can also apply for up to a further £8,000 if they can provide evidence of £ for £ match funding. Groups will be asked to evaluate and assess the impact of their initiatives as part of a review of this support.
It is recommended that the focus of the activity to be funded should be on some or all of the following areas:
1. Driving footfall to the area. 2. Enhancing the profile of the area with identified target audience with a view to stimulating economic activity. 3. Supporting the sustainability of the group by developing management resources .
Where this funding is provided, Belfast City Council should ensure that the proposed activity does not duplicate or conflict with the work undertaken by other partners (particularly Belfast Visitor and Convention Bureau and Belfast City Centre Management), other council initiatives e.g. Area Working Groups and that additional funding is levered in to support the council contribution though membership fees. Trader groups will also be encouraged to collaborate on issues in which they have a common interest.
In considering the trader group development support and the area campaigns, a number of issues should also be taken into account:
- The work should support other council activity, where possible (e.g. Renewing the Routes)
- Traders groups should be representative of their whole area with a proportional membership to the number of businesses in the locality.
- Projects should have clear economic impact and this should be clearly identified and measured.
- The work should support additional business and should not lead to displacement i.e. moving business from one area to another or supporting one business or area to the detriment of another
- The trader representatives should be encouraged to take responsibility for the work and should be
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committed to making the initiative sustainable, when the funding comes to an end
- The trader groups should be acting collectively for the benefit of an area rather than on a business-by- business basis.
3 Resource Implications
Retail Business Development
Masterclasses and best practice visit series £7,500 Tailored mentoring support for up to 25 retail businesses £20,000 Visual Merchandising Support for a minimum of 15 businesses £3,000
New Retail and Product Development Support
Market Start Up Programme including pop-up facility to allow participants to test trade Target 20 participants £35,000 Introduction to Retail Programme – pilot programme for 8 participants £20,000
City Wide Retail Networking and Promotion
Retail Forum & Information Seminars Provision of 4 information seminars for retailers across Belfast £4,500 Area Development Support Provision of support for up to 15 traders groups as per 2.18 £160,000
£250,000
4 Recommendations
Members are asked to agree that future consideration should be given to a co-ordinated programme of activity within Council linking in with area working groups and other initiatives to ensure effective delivery of service and avoid duplication; and
Agree that Trader groups receiving funding should be required to carry out an evaluation assessing the impact of any support to ensure value for money. This will support feedback to committee in February 2014 as part of an overall review of retail support provision.”
The Committee endorsed the plan and adopted the recommendations.
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Anti-Poverty Strategy – Update
The Director reminded the Committee that the Council, at its meeting on 4th February, had referred a Notice of Motion in respect of social deprivation in Belfast to the Committee for its consideration. At its meeting on 29th April, the Committee had agreed that the matter be referred to the political parties on the Council for comment to help inform the extent and scope of any strategy which might arise in this regard.
The Committee was informed that a number of Parties had highlighted the requirement that any poverty strategy would need to focus on educational underachievement, employability issues, skills development and contribute also to an improvement in the quality of life and provide enhancement to the local economy. The Director indicated also that, arising from the briefings, the issue of the requirement for the Council to address the issue of poverty had been raised.
However, given the Council’s role as a civic leader, it had been suggested that it would be best placed to address the issue through its local area working groups and through the community planning process. The Committee was advised that such an approach would maximise the impact which the Council could make on the work of a range of organisations and stakeholders which included poverty as a key theme and help improve social and economic conditions across the City. Accordingly, the Director recommended that the Council’s anti-poverty strategy be expedited through the local area working groups and the community planning process.
The Committee agreed to this course of action.
European Union Working Group
The Committee noted the contents of a report which provided an overview of the work of the Members’ European Union Working Group and agreed that it be authorised to appoint a Member to represent it at the undernoted events:
• the Eurocities Economic Development Seminar in Brussels from 7th till 9th October; and
• the Eurocities Annual General Meeting in Ghent, Belgium, from 27th till 30th November.
Population Research
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 In February 2011, Committee approved research to be commissioned to identify the factors that influence people’s decisions to live in the Belfast City Council area. The main reason for the proposed research was that Belfast has experienced a sustained period of population decline since the 1960s. While this decline has slightly reversed in the last ten
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years (2001-2011), the population trend of the BCC area remains much less rapid than the in the rest of the Belfast Metropolitan Area.
1.2 The agreed objective of the research was to ‘assess the attitudes of current and former residents, commuters and visitors on the attractiveness of the City’. The intention was that the results would provide the Council with an insight into the reasons for population decline and enable it to develop plans to boost the City’s viability and attractiveness as a place to live.
1.3 Perceptive Insights was commissioned in 2012 to undertake this research to address the following questions:
What factors have contributed to people leaving Belfast and specific areas within the city? What is the profile of those people leaving the city (and which areas) and what made them relocate? What is the profile of those people moving into the city (and which areas) and what made them move to Belfast? What practical policy interventions need to be taken to retain and increase population in Belfast? Specifically those for Belfast City Council.
1.4 The study encompassed a literature review looking at push and pull factors that have impacted on peoples choices about where they have chosen to live and an attitudinal study to investigate the current profile of current and past residents of Belfast City Council, those who live in the areas surrounding Greater Belfast, and commuters, who work in Belfast but live elsewhere.
2 Key Issues
2.1 The total population of Belfast City Council has remained fairly static since 1991, when 279,237 people lived in the area. It fell by 0.66% in 2001, to 277,392 before rising again by 1.29% to 280,962 people in 2011 (a percentage change of +0.62%). In contrast the population change over the same time period (from 1991 to 2011) for all Northern Ireland is +15.8%. All of the surrounding Councils in the Belfast Metropolitan Area have witnesses much greater changes in population, with Lisburn seeing a 20.8% rise and Carrickfergus a 19.4% rise.
2.2 While Belfast City Council saw a 0.9% increase in the number of households this compares to 12.2% for the rest of Northern Ireland and is a much less than most of the other councils within the BMA. In addition, household size is smallest for
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Belfast (2.3) in 2011 compared with both Northern Ireland (2.5) and the other council areas within the BMA. It should be noted that across all areas there has been a fall in household size since 2001.
2.3 The analysis shows that those wards in west Belfast are most likely to have experienced the highest levels of population decline in the last ten years. That is, the Upper Springfield and Andersonstown wards had an 11.1% and 14.7% reduction in population respectively. Contrastingly, those wards in south Belfast were most likely to have experienced the greatest incidence of population increase. In this instance, Rosetta, Shaftesbury, Windsor and Ballynafeigh had an increase of 28.3%, 24.7%, 14.8% and 12.8% respectively.
2.4 While natural change and migration are the main components of population change, a number of drivers (push and pull factors) influence where a person decides to live. The following table summarises the push and pull factors which may impact on population change:
Type Push Pull Physical Noise pollution Proximity to amenities House or garden size Public transport links Traffic congestion Outdoor environment outdoor activities Social Perception of safe Family and friends environment Affordable housing Community spirit Affordable cost of living Long term residency
Opportunities of community engagement School provision Proximity to job opportunities
2.5 The emerging findings indicate that the main reasons why respondents may have moved from Belfast City Council were identified as house size and type, affordability of housing and cost of living, a sense of community spirit and being involved in the local community, influence of crime and anti-social and the political situation in Belfast. Conversely, the main factors that people reported as attracting them to move in to Belfast included physical factors, such as proximity to amenities and better public transport network. Officers are currently carrying out an additional analysis with other sources of information, such as the Northern Ireland longitudinal survey, Census, to
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provide further analysis; which were outside the scope of the contract for the research.
2.6 The initial recommendations in terms of opportunities that may help stem the population decline include:
- Address concerns in relation to crime and antisocial behaviour in Belfast, with the aim to improve residents’ sense of safety and reduce negative perceptions of crime in Belfast;
- Continue to enhance and regenerate open spaces to ensure greater availability/access to green space and improved opportunities for physical activity;
- Where possible, support, advocate and adopt plans for the development of affordable housing;
- Continue to publicise and actively promote positive aspects of Belfast and city living which are deemed to be attractive, such as:
- proximity to shops, entertainment and other local amenities;
- access to job opportunities / employment in the City; and
- reliability and affordability of the public transport network.
- Encourage community spirit and support opportunities for community engagement, particularly in areas of population decline;
- Utilise the research to inform the ambitions and delivery of the Belfast City Masterplan and outcomes from the Future City conference which identified population growth as important factor in developing the city
2.7 The research has provided initial useful raw data that needs to be considered fully within the context of Council priorities for the future and the development of the city, to ensure that resultant decisions and actions are of maximum benefit to the city and relevant stakeholders are engaged in the process.
2.8 While this research should be viewed as informing the Council’s evidence base, in order to maximise the value of it and ensure a comprehensive analysis is carried out, it is proposed to
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- use the raw data and link and analyse with other sources of information, such as the Northern Ireland longitudinal survey, Census, - to provide further analysis to enhance the Perceptive Insights report and data; - further engage members in the discussions on the research findings and potential to inform future interventions.
Recommendations
The Committee is asked to note the emerging findings and that a further analysis is being carried out and to agree to consider the findings more fully through the Area Working Groups.”
The Committee noted the information which had been provided.
Belfast Tourism Monitor
The Committee considered the undernoted report:
1 Relevant Background Information
1.1 Members will be aware that the Belfast Tourism Monitor is an integrated monitoring and evaluation project carried out by Millward Brown Ulster, aimed at measuring the volume and value of tourism in Belfast on an annual basis. The importance of the data collated through the Tourism Monitor cannot be underestimated in terms of highlighting the economic impact and importance of tourism to the City’s economy.
1.2 The data collected from the Belfast Tourism Monitor informs the future development of tourism for the city by providing primary research for Belfast Visitor and Convention Bureau (BVCB), the Council and the wider tourism industry. The Tourism Monitor research is made available to the tourism industry through the Council’s website.
1.3 Copies of the Belfast Tourism Monitor 2012 are available on request.
2 Key Issues
2.1 Belfast Tourism Monitor
The Belfast Tourism Monitor for 2012 has been completed. The report highlights the following top-line facts and figures;
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2012 2011 Total Number of Trips 7.59 million 7.86 million Total Expenditure £416.5 million £401 million Total Overnight Visitors 2.23 million 1.6 million Total Overnight Expenditure £226.25 million £168 million Out -of -state overnight visitors 1.75 million 1.33 million Out -of -state expenditure £201.13 million £128 million Total day trippers 5.36 million 6.3 million Total day visitor expenditure £190 million £233 million Out of state day visitors 1.2 million 1.4 million day visitor expenditure £61 million £87.9 million
2.2 It is estimated that the overall impact of direct and indirect tourism expenditure on the Belfast economy is almost £524 million (£506m in 2011) with a total of 9,370 (9,032 in 2011) full- time equivalent jobs being supported by the tourism industry.
2.3 The Republic of Ireland (ROI) market continues to be the dominant market in Belfast tourism (73% of all out of state trips). Great Britain (GB) accounts for a further 22%, leaving 5% of overnight visitors to the City having come from outside the British Isles. Furthermore the ROI market accounted for 94% of all day trips.
2.4 Two thirds of out of state overnight visitors to Belfast City (1.17 million) stayed in commercial accommodation (hotels; guest houses; B&B’s; youth hostels; self catering accommodation), staying for an average of 1.76 nights in the City. The remaining third (33%) of overnight visitors stayed with family and friends, for an average of 2.96 nights
2.5 The majority of day trips to Belfast are accounted for by the local market, those living elsewhere in Northern Ireland. In 2012 there were an estimated 4.19 million day trips to Belfast made by Northern Ireland residents.
2.6 1.75 million out of state overnight tourists visited Belfast and spent one or more nights in the City. Of this number 583,000 were business visitors (including 88,000 conference delegates).
2.7 Day trippers spent a total of £190.2 million in Belfast City, £129.7 million of which was accounted for by indigenous visitors. The contribution of out of state day trippers was £61.02m.
The Committee noted the information which had been provided
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Belfast Presence in New York
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 Members will be aware that at a meeting of the Development Committee on 18 December 2012, it was agreed that the Council would become one of the sponsors of the NI Connections to participate on the NIC Board. NI Connections is a recently established organisation under the auspices of Invest NI designed to connect with the Diaspora. Membership of NI Connections allows Council the following benefits:
• Strategic alliances with other key international stakeholders in the city. • An opportunity to develop a ‘Belfast ask’ list for NI Diaspora. • Developing lucrative links with NI Diaspora • Marketing of the Council’s information and stories to the NI Diaspora. • Participation in NIC events throughout the world. • Cooperation of NIC Council at the council’s events. • Leverage of the Council’s investment in Diaspora relationships and opportunity to build on the synergies that exist with others in NI.
1.2 Members will also be aware that the Cultural Framework 2012- 25 states that Belfast City Council will take a leadership role on strategic alignment and coordination at city level, articulating linkages across creative industries, arts and culture and tourism to realise opportunities. We also work with partners in positioning Belfast as a creative and cultural city.
1.3 There is a critical link between Belfast’s creative and cultural industries and the visitor economy. The showcasing and marketing of indigenous artistic excellence enables Belfast to be profiled on the world stage as a thriving, vibrant and distinctive city and facilitates Belfast’s repositioning as major international authentic tourism destination. Our creative and cultural businesses act as ambassadors for the rich culture and internationalism of Belfast. Positive local, national and international media coverage through showcasing at home and abroad increases the profile and exposure of the artist, hence increasing their ability to do business on a global stage by targeting key international markets, increasing sales and attracting investment.
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2 Key Issues
2.1 Members are aware that work is continuing on the development of an International Marketing Framework for Belfast alongside over 20 stakeholders across trade and investment, tourism and educational sectors. A key aspect of this Framework centres on the North American market and securing economic return on a range of initiatives for Belfast.
2.2 Belfast had active international relations with North America between 1998-2006 and had previously civic links with a range of cities including New York. Council also had led trade missions to New York on several occasions as well as supporting tourism development and cultural promotions.
2.3 As part of a new draft North American Action Plan, officers are working on the delivery of an outward trade mission to the west coast with up to 15 companies in October 2013. A re- examination of the value of the Nashville Sister City link, the potential of a link with Austin and a review of the MoU with ITLG has also been completed as part of officers work to date and the results will be included in the forthcoming framework due to be presented to Committee in August 2013. Members have also asked that consideration is given to a re-ignition of the Friends of Belfast initiative.
2.4 NI Connections is holding a launch event in New York in September to coincide with the Lyric Theatre’s ‘Brendan at the Chelsea’ during a four week run in the Theatre Row Studios. This critically acclaimed production stars and is directed by actor Adrian Dunbar and will showcase the very best of Belfast’s creative talents. The staging of the play, itself set in New York’s historic Chelsea Hotel, will take place alongside the first Irish Theatre Festival.
2.5 The production will portray the NI proposition specifically and Belfast’s creativity and talent. The Lyric Theatre are keen to position Belfast as an outward looking, confident, extravert, international city who are capable of creating excellence at home and abroad which accords with Council objectives. Staging such an international tour will promote indigenously produced drama in a major cultural and media marketplace.
By performing in New York, the production will be producing this in the heart of a most important market for the Northern Irish Diaspora.
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Schedule
2.6 The production will open on Thursday 5 September 2013, run for 7 performances each week and close on Sunday 6 October 2013. NIC will co-host a gala night with the Lyric and invite NI Diaspora to attend and to join NIC. It will be an opportunity to present the key interests of NIC, education, investment, tourism and innovation. All NIC Council members have the opportunity to be involved and target their own key audiences in New York at the same time through parallel programmes. Belfast City Council is invited to send representation to the NIC Opening Event in New York.
Belfast Relationships with New York
2.7 It is considered important that BCC takes the opportunity to connect with a wider range of partners and stakeholders in New York as part of the new emerging International Marketing Framework. New York and Belfast were previously connected in earlier years through civic links and a number of trade missions took place between both cities as well as educational and best practice visits. There is now the potential to renew civic links with New York as part of a wider programme and initial explorations could be properly pursued in conjunction with the NIC event on 5 September.
Furthermore Belfast should consider specific international marketing opportunities around the Belfast product e.g. music and literary tourism at a later date. Additional information will be brought to Committee at a later date.
3 Resource Implications
3.1 Financial
A budget of up to £5,000 to cover the costs of flights, accommodation and subsistence for 3 people travelling.
4 Recommendations
4.1 It is recommended that Members consider:
• Participation at the NIC Launch event in New York on 5 September 2013 and agree to the Chair/Deputy Chair or their nominees, along with one officer attendance.
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• Agree to a wider programme of meetings being set up to explore links between Belfast and New York under the forthcoming International Framework.”
The Committee noted the information which had been provided and agreed to be represented at the Northern Ireland Connections launch event in New York by the Chairman, the Deputy Chairman and the Director (or their nominees) and agreed that the representatives would undertake a wider programme of meetings as part of the visit.
Giro D' Italia - Award
The Committee was advised that Bocconi University, Milan, wished to award its annual Sports Business Academy Award to a range of bodies, including the Council, for the work which had been carried out in the securing by Belfast of the opening stage of the 2014 Giro d’Italia cycle race. The Director reported that the prestigious award had recognised the Council’s ability to use sport as a driver for social and economic change. He indicated that the invitation to attend the ceremony had been extended by the Mayor of Milan to the Lord Mayor and that the event would take place on a date to be determined in July.
The Committee agreed that it be represented at the event by the Right Honourable the Lord Mayor (or his nominee) and that one officer would be authorised to attend also.
Circuit of Ireland 2014 - 2016
The Director reminded the Committee that, at its meeting on 6th December, 2012, it had agreed to provide, in principle, financial assistance in the sum of £25,000 for the staging of the Circuit of Ireland Rally in 2013. However, given that the organisers had failed to secure adequate funding to stage the event in 2013, it had been postponed.
It was reported that a further request had been submitted by the Circuit of Ireland organisers seeking the Council’s support, in the sum of £25,000 per year, to stage the event in 2014 and 2015. The Director indicated that it was proposed that a special stage of the event would take place in the Titanic Quarter. He pointed out that no provision had been made within the Department’s budget to support the event in the current financial year and, should the Committee wish to provide support, it would be a matter for the Strategic Policy and Resources Committee to consider if it wished to make funds available for this purpose. He reminded the Members that a number of similar requests for financial assistance had already been submitted to the Strategic Policy and Resources Committee seeking additional resources to fund City events.
The Committee agreed, given the potential benefit which the event would provide to the City in terms of tourism and publicity, that a request for assistance be forwarded to the Strategic Policy and Resources Committee for its consideration.
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Tender for Marquees
The Committee was reminded that, at its meeting on 4th June, it had deferred consideration of a report which had sought permission to undertake a tendering exercise for the hire of marquees and temporary structures for Council-wide events. That decision had been taken to enable further information to be submitted in respect of the viability of purchasing a marquee outright. In addition, the Committee had requested that information be submitted on the steps which could be taken to manage any contract entered into might be managed by the Council in a co-ordinated fashion.
Accordingly, the Committee considered a report in this regard and the City Events Manager outlined the principle aspects of the proposed tender. He indicated that the annual cost of the contract was estimated to be £108,000. Should the Council wish to purchase outright its own marquee, he indicated that the cost would be approximately £650,000. In addition, there would be significant costs incurred in training staff and maintenance and storage. Such costs had not been incorporated within the current departmental estimates nor factored within corporate financial estimates.
Moved by Alderman Stalford, Seconded by Councillor Hussey and
Resolved - That the Committee agrees to initiate a tendering exercise for the hire of marquees and temporary structures for Council-wide events for a five-year period and agrees to delegate authority to the Director to appoint a suitably qualified contractor.
Year-end Departmental Plan - Update
The Committee considered the year-end update on the Departmental Plan for the period ending 31st March, 2013. The Director clarified a number of issues in respect of the Plan and undertook to update individual Members on various matters which had been raised.
Noted.
Year-end Finance Report 2012/2013
The Committee considered the Department’s quarterly finance report for the year ending 31st March, 2013. Noted.
Waterfront and Ulster Halls - Performance Report
The Director provided an overview of the performance figures for both the Waterfront and Ulster Halls for the period 1st April, 2012 till 31st March, 2013. He outlined the programme of events which had been staged at both venues during that period and provided figures in respect of the income derived through conference and box office sales.
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The Director indicated that the performance figures for both the Waterfront and Ulster Halls had been encouraging, given the current economic climate. He pointed out, however, that the income from conferences continued to remain below target, which had highlighted the requirement to enhance the conference facilities at the Waterfront Hall. At the request of the Committee, the Director agreed to submit an update report in August regarding the progress which had been achieved on the proposed extension project and the other capital projects within the Investment Programme.
The Committee noted the information which had been provided
Departmental Staffing Matters
Assistant Economic Development Manager
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 Members will be aware that the Investment Programme includes a significant focus on promoting economic regeneration within the city. In addition to “business as usual” activity for many units, there have been commitments to undertake a considerable number of new projects.
1.2 Many of these are complex in nature and involve engagement with external partners and delivery agents. In addition, given that the investment in the capital schemes must be incurred by end 2015 in order to draw down the available resources from the European Regional Development Fund (ERDF), there is now some pressure on resources within the teams responsible for ensuring their delivery.
1.3 These projects require specific skills sets in terms of project management capacity, ability to build relationships with external agencies and to develop and oversee collaborative projects, ability to engage with potential end-users and ensure that this input is reflected in project design, and technical skills to understand construction management processes.
2 Key Issues
2.1 The Economic Development Unit (EDU) in the Development Department has been leading on a number of the most significant Investment Programme projects. These include:
- The development of the Innovation Centre at Forthriver Business Park
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- The establishment of a creative hub in inner North Belfast
- The development of a demand stimulation programme for businesses to promote access to ultrafast fibre connections and to up-skill the businesses to ensure that they can take advantage of the new technologies
- The development of a methodology for introducing social clauses into all future council contract and ensuring that these opportunities can be accessed by local residents
- Promotion of procurement opportunities for council and other public contracts to maximise take-up by local businesses
- The development of the bursary scheme to promote access to education, training and employment for young disadvantaged people in the city
- Engagement with partners to develop a collaborative approach to employability and skills development across the city in order to support inclusive economic growth and improve the demand and supply of skills
- Development of an integrated economic strategy (IES) with Invest NI to create a collaborative programme of work to enhance the city’s competitiveness and coordinate resources around delivery.
2.2 All of these activities are being undertaken in addition to the core programme of support around business start-up and growth as well as export development and social economy support. The current annual operational budget is £1.5million but the additional activity will be in the region of £15million overall.
2.3 This has placed a significant burden on the team of 9 staff (one Economic Development Manager, six Economic Development Officers and two Project Assistants) and has created a situation whereby letters of offer for existing activity are at risk of not being delivered while staff are accumulating significant hours of flexi leave that are unsustainable in the medium to long-term.
2.4 In addition to the staff issues, this scenario presents a range of potential risks including loss of income by not being able to fulfil conditions of letters of offer from funding bodies, increased reliance on council funds if external resources cannot be drawn down and lack of ability to commit time to
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developing new activity, thereby missing out on possible match-funding opportunities for future years.
2.5 It also means that the development of any new activity is difficult as there are limited staff resources to see this through. This can impact on our ability to raise our profile in the field of business start-up and growth as well as our increasing focus on international business activity. It could also have a detrimental impact on the council’s ability to prepare properly for the transfer of economic development powers that will come to the council as part of local government reform.
2.6 In order to address this issue, it is proposed that a new post of Assistant Economic Development Manager (AEDM) is created. This would support the work of the current manager in carrying out the additional activities and delivering the ongoing programme of work and existing commitments, ensuring that the support required by businesses can be made available to them.
2.7 The creation of a post at Assistant Manager level is necessary in order to free up the time of the Economic Development Manager to oversee the strategic management and operational delivery of some of the Investment Programme projects. It is intended that the AEDM will support the delivery of some elements of these schemes and will also deal with staff management and other operational issues to support the performance of the team.
3 Resource Implications
3.1 Human resource implications The creation of an Assistant Economic Development Manager would bring the number of permanent posts in the Economic Development Unit to 10.
3.2 Financial implications
The creation of an Assistant Economic Development Manager post, with an indicative grade of PO7, will add a further cost of £46,616 per annum. It is anticipated that the additional cost can be offset by both future income generation and by maximising the income set out in the letters of offer.
Recommendations
5 Members are asked to agree to the creation of a post of Assistant Economic Development Manager in order to proceed
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through normal Council policies and procedures to recruitment.”
The Committee agreed to adopt the recommendation to create the post of Assistant Economic Development Manager on a projected salary scale of PO7.
Young People Co-ordinator
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 In 2012 Members agreed a framework for the Youth Forum’s future programme of work and noted it was timely to consider placing the Youth Forum on a more stable footing, agreeing the programme costs for the next two year period.
1.2 The Council has provided support on a temporary basis since 2006 to the Youth Forum and this paper seeks permission to formalise and create a new substantive post entitled ‘Young People Co-ordinator’ in the Children and Young People Unit.
1.3 Originally the role was to provide support and develop the Youth Forum and with the support of Youth champions animate the democratic and political engagement of young people. From inception the role has evolved and continues to support the Youth Forum whilst extending to co-ordinating most of the opportunities and engagement of young people in projects, initiatives supported by the Council e.g: • Manage over 50 engagement opportunities for young people annually; • Deliver city wide events; • Administer up to £60,000 Ur City 2 grant aid in neighbourhood renewal areas; • Support officers throughout the council to effectively engage young people in service design and delivery, projects, etc.
Strategic development 2.1 Last month Members received an update on Children and Young people which detailed the strategic direction to link up the Council’s priority of Children and Young People through a corporate framework to better deliver services to children and young people. The substantive role is required to support the delivery of the related programme of work to better realise aspiring, assertive and enterprise young people in a safe and welcoming city.
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Addressing a need 2.2 This need was previously resourced via the temporary post Youth Forum Co-ordinator as part of a package of dedicated temporary resources to establish the Youth Forum. The Youth Forum has been in existence since 2006 and the temporary post has been extended year on year and has been included in Departmental estimates. The need has not reduced and the body of work continues to grow in effect becoming core business unique to the Council’s position.
2.3 Since inception, the temporary post has been filled via internal secondment with related substantive posts that were back filled. Given the importance of our work to ensure the participation and active engagement of youth people in the city, we believe the creation of a substantive officer position will better ensure effective service continuity and skills development and retention.
3 Resource Implications
3.1 The draft Job Description will be subject to formal evaluation, however, it is anticipated that an indicative grade for the post would be PO1 (£27,849-£30,011) – PO3 (£31,754 – £34,549). Costs associated with the temporary position are within 2013/14 development budget. If the new post is approved, it will be added to the substantive staff budget.
Recommendation
Members are requested to consider and approve the creation of a substantive post of Young People Co-ordinator.
The Committee agreed to create the post of Young People Co-ordinator on a projected salary scale of PO1 to PO3.
Small Grants Awards 2013/2014
The Director reminded the Committee that, in September, 2012, it had endorsed a new Cultural Framework for Belfast for 2012/2015. As part of the Framework, two small grants schemes had been established, viz., the Arts and Heritage Project Grant and the Community Festivals Fund, and had delegated authority to the Director to award grants under both schemes.
Accordingly, the Committee considered a report which provided an update on the first tranche of awards, the principle aspects of which was set out hereunder:
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Arts and Heritage Project Grant
It was reported that 66 applications, requesting support in the sum of £499,808, had been received within the first tranche. Demand was almost 6.5 times greater than the amount set aside for the funding period. Of those applications assessed, 20 had been deemed to have met the criteria and a total of £106,609 had been awarded.
Community Festivals Fund
The Director indicated that 57 applications had been received requesting funding in the sum of £433,568. Of those applications, 19 had been successful and a total of £91,000 had been awarded.
The Committee noted the information which had which had been provided and noted further that information in respect of the grants awarded had been published on the Council’s modern.gov website.
Culture and Arts - Flagship Fund
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 As Members will be aware, the Cultural Framework for Belfast 2012–15 was agreed at September Development Committee and published in October 2012. Its vision is that by 2020, everyone in Belfast experiences and is inspired by our city’s diverse and distinctive culture and arts. Arts and heritage are valued for enriching quality of life and creating wealth, and the city’s culture and creativity is renowned throughout the world.
1.2 The Cultural Framework includes a commitment to introduce a Flagship Fund, an additional funding scheme for large-scale arts and heritage projects that respond to a specific need or challenge in the city.
1.3 £150,000 has been ring-fenced towards the Flagship Fund in the 2013/14 budget, with the same level of support projected for 2014/15 and 2015/16 subject to approval of draft budget estimates. The Arts Council of Northern Ireland has provisionally agreed to provide match funding of £150,000 per year for three years, bringing the total available budget for the Flagship Fund to £900,000.
2 Key Issues
2.1 Officers from the Tourism, Culture, Heritage and Arts Unit held a workshop with Members on 5 June 2013 to discuss the terms
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of reference of the Flagship Fund. The following terms of reference were discussed.
2.2 Criteria for decision making
It was agreed that projects must use arts and heritage to address the challenge of social inclusion. Applicants must demonstrate how projects will support, at least, the Cultural Framework’s Distinctly Belfast and Inspiring communities themes and be cross-community, cross-city, delivered in partnership between arts and community organisations, and benefit hard-to-reach areas and communities
Staff resources
The management of the Flagship Fund would be included in the TCH&A Unit work programme. However, additional administrative and communications support is required from the Central Grants Unit (CGU), and it is therefore recommended that £9,000 per year, or 3 per cent of the total budget, is ring fenced for administration. The total amount of funding available to be given out under the Flagship Fund is therefore £873,000.
Level of funding
Members preferred the option to award a small number of medium-sized grants each year, rather than one high-risk project or a larger number of small grants, which would spread the impact too thinly.
It is therefore recommended that in 2013/14, three projects are awarded funding up to the value of £97,000. The projects are expected to run for up to 18 months to allow for extensive development and consultation. The same model would be rolled out in years 2 and 3 subject to approval of budget estimates and a review of quality and performance.
Members requested that Officers explore the option to renew year-1 contracts in year 2 and year 3, subject to performance reviews. This would be difficult for organisations to plan and manage the expectations of their partners and would substantially change the terms and conditions of the original grant offer. However, applicants will have the option to re- apply in years 2 and 3.
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Communications
Members stressed that the fund should benefit a range of organisations of different sizes, expertise and track record in order to develop capacity and spread the benefit of funding. The TCH&A Unit will work with Members, the Community Arts Partnership and other stakeholders to put together a communications plan to ensure that the opportunity is communicated widely across the city. This will include networking sessions for arts and community organisations.
Next steps
The Flagship Fund criteria will be further developed and draft criteria presented to the Development Committee in August 2013. It is anticipated that the first round of funding will open in September, with the first projects commencing in January 2014.
Recommendations
The Committee is requested to agree the terms of reference for the Flagship Fund and to ringfence 3 per cent of the annual budget for administrative costs”
The Committee adopted the recommendation.
Olympia and Windsor Park - Update
The Committee considered the undernoted report:
“1. Relevant Background Information
1.1 The purpose of this paper is to set out a ‘road map’ to consider and agree the options for future delivery of community centre support for the Village area of the city in the context of the broader regeneration decisions linked to the Olympia/Windsor stadia which was considered by the Strategic Policy & Resources meeting in March 2013. The SP&R agree ‘in principle’ to progress both the Olympia and Andersonstown Leisure Centres to Stage 2 of the Capital Programme to form the first phase of the citywide leisure transformation review, and;
• To develop regeneration plans in tandem and in conjunction with government departments given the one off strategic opportunity and DCAL community benefit commitment.
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1.3 The preferred option for the Windsor development was for the relocation of the council leisure centre into the new West Stand of the Stadium. This would be progressed in two phases:
• Phase 1: building the new centre in the stadium and • Phase 2: redeveloping the existing Olympia site as a ‘sports village’ and boulevard entrance from Boucher Road as part of the wider regeneration plan.
1.4 The regeneration plan is to be progressed with a view to developing significant social capital in the local area by way of community development. While the current proposal for the replacement leisure facility at Olympia within the stadium does not include a replacement community centre, the overall project has made provision for relocation of the community service from its current site in order to secure services closer to the local population of need.
1.5 Community Services work alongside officers in Property & Projects and Parks & Leisure on the recently established Stadia Project Board. We supported the recent engagement programme to inform the comprehensive development with particular reference to future community services provision at the Olympia site.
2. Key Issues
2.1 In order to progress the community element of the scheme, Development Committee now need to examine the complimentarity of community provision at Olympia/Windsor/village area and to research and consider the optimal delivery model noting any locational or investment decision issues.
2.2 It is important that options are framed within the overall strategic framework and action plan for area wide development.
2.3 Officers are seeking the approval of Members to engage external support to research and develop options, to determine the strengths and weaknesses of the identified options, the resources required to carry through and ultimately the prospects for success. Any proposal should clearly indicate how it could address wider social issues, based on need. Consultants would be required to provide outline costs for each viable option and to highlight and explore the potential sources of capital and revenue funding.
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2.4 It is proposed that the Terms of Reference would include a community based consultation and research exercise to establish what local and city wide needs could be supported through any development option.
2.5 A subsequent report would present a series of recommendations, based upon strategic reviews and consultations on the preferred future, and sustainability of the proposed options for Member consideration.
2.6 If agreeable, it would be the intention to procure the services of a qualified consultant and deliver a draft for Members’ consideration within a twelve week process.
3. Resource Implications
3.1 Up to a maximum of £20,000.
5. Recommendation
5.1 Members are asked to consider and provide approval to proceed to the procurement of a qualified consultant to complete an options appraisal.”
The Committee adopted the recommendation.
Belfast Community Investment Programme
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 This paper is to seek Members’ approval for a revised start date for awards under the Belfast Community Investment Programme (BCIP) and to consider next steps, including provision for Community Services grant aid for the period 2014 to 2015.
1.2 At its meeting on 21 May 2013 Development Committee received an update on BCIP. The paper outlined three key issues:
1.3 (i) Senior DSD officials had informed council officers that they were presenting a submission to the DSD Minister recommending that 2014 was no longer a viable start date for the programme.
1.4 (ii) Given this decision the BCIP project team had begun to prepare an options paper considering alternatives.
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1.5 (iii) As it is now not possible for BCIP to go live in 2014 the council needs to consider its management arrangements for its existing grant streams to cover the period April 2014 to March 2015. (These grants would have been subsumed into the new programme and include the Capacity Grant programme, Revenue funding for community facilities, Small grants funding, and funding for the city’s Advice and Information consortia. Most of these streams have been closed to new applicants for the past few years.)
1.6 Members requested that officers report back to Committee in June with details of the Minister’s decisions and, based on this decision, to outline relevant next steps including options for council grant funding in 2014/15.
2 Key Issues
2.1 A final comment on the BCIP timescale from the DSD Minister is not yet available. However, while awaiting this decision, the BCIP project team have carried out an options analysis to determine the likely ways forward for the project (See Appendix One).
2.2 The analysis is based on the foundations that have already been agreed politically during the development of the programme. These include:
1. An agreed working definition of community development based on the Council’s Community Development strategy. 2. An agreed outcomes framework which can be used to determine new grant schemes and the measurement of impact 3. A commitment to a single programme to replace the six legacy grant schemes 4. A commitment to an annual grant budget of £5.4 million for community development in the city (based on the value of current grant investment).
2.3 The analysis also makes a number of working assumptions which include:
i. It is assumed that BCIP will be delivered within DSD’s new Urban Regeneration and Community Development framework (which is still to be confirmed). Specifically, this framework will replace existing policy commitments under the Community Support Programme and the Neighbourhood Renewal Programme.
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ii. Given the revised start date of April 2015 it is also assumed that, under the transfer of functions, existing DSD responsibility for community development will have passed to the council from DSD. BCIP will also have to incorporate those parts of Castlereagh Borough Council and Lisburn City Council which will have transferred to Belfast by this date.
iii. There is an assumption that there will be continued support for the proposed ‘four grant streams’ structure for BCIP which was approved by Development Committee in April (pending impact assessment and consultation).
iv. It is also assumed that there will continue to be adequate human and other resources made available to the project during its development and implementation stages.
2.4 Project resourcing
BCIP is currently jointly resourced by the council and DSD, however, with the deferral of BCIP to 2015, DSD officials have noted that they now need to reassess their resource commitment. DSD are establishing a new Local Government Reform team to provide a resource to support all new council areas in the transfer of DSD functions.
2.5 To inform any decision, the project steering group are therefore currently re-examining the human resourcing requirements for BCIP and considering a range of alternative options for both organisations to consider.
2.6 In terms of the grant resource for the project, BCIP has already committed to an annual fund of at least £5.4 million for the programme based on the current level of grant across the legacy programmes. However, from 2015 the grant commitment will be sought from the council’s own revised budget (as the DSD element will be a percentage of the Government’s block allocation to Belfast through the Regional Rate).
2.7 This grant budget can therefore only be indicative at this stage as the detailed arrangements with regard to how DSD intend to allocate resources across the new 11 Councils post 2015 have yet to be finalised. In order to ensure a smooth service transition, officers suggest that we proceed on the basis of an indicative budget but this will be subject to confirmation of the city allocation.
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2.8 We can therefore proceed to agree the principles of any funding allocation model and indicate what that would mean based on what we currently receive. This model will therefore also need to assess and take into account what DSD currently spend in the areas which are due to transfer to Belfast. This work is underway and will be presented for committee consideration in August.
2.9 Identifying a preferred option for BCIP
Working from these assumptions, the appraisal identified the most likely options and considered the merits of each in terms of the following questions:
- Can the option be delivered within its proposed timeframe? - What is the impact on reputation and relationships between stakeholders? - How difficult will it be to gain political support and mandate from political representatives? - Does the option align with Reform of Local Government? - Does the option provide opportunities for learning in terms of the wider implementation of RLG? - What additional activities would need to be completed in business areas to maintain grant support? How will the option impact on the delivery of services by the sector? - Can the existing resources both in terms of the core project team and wider business areas deliver the option taking into consideration potential for increased project scope? - 2.10 The analysis identifies a ‘best fit’ option which is that BCIP works within the context of the new Local Government District boundaries and issues awards from April 2015.
2.11 This suggested option allows the council to proceed at a pace that is acceptable to all stakeholders and will allow us to design and deliver a strategic programme which has both the flexibility to respond to broader policy considerations while offering a practical and timely framework to support the sector.
2.12 Under this approach most elements of the existing project plan would remain the same. However, the project would also incorporate those areas coming into Belfast post 2015. The main elements of work would be:
i. Committee agreement on the way forward (June 2013)
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ii. Engagement with the community sector on the revised option (Summer 2013)
iii. Finalise the proposed approach to budget allocation (Summer 2013)
iv. Carry out a formal consultation on the agreed outcomes framework, the grant programme document, and the draft EQIA (Autumn 2013)
v. Seek Committee approval for a final draft of the programme (Winter 2013/14)
vi. Open call for applications from the sector (May 2014 closing June 2014)
vii. Assessment process for all new grant schemes (Summer 2014)
viii. Make award recommendations to Committee (Oct to Dec 2014)
ix. Notify groups on their awards (January 2015)
x. Groups receive annual/multi-annual awards (April 2015)
2.13 Members should note that while the proposed approach provides some contingency (particularly in its latter stages), due to the integration of new areas and the need to provide a solution for our existing schemes, the project plan remains ambitious. There is substantial work required over the new few months to establish a basis for formal public consultation in the autumn. It will be particularly important for the council to engage with the community and voluntary sector on the revised timeline.
2.14 Officers therefore recommend that BCIP planning is progressed towards a target implementation date of April 2015.
2.15 Implications for existing grant funding
Given that BCIP will not now begin in April 2014 both Council and DSD will also need to consider the management of its existing community development grant schemes. These are all scheduled to end in March 2014 and, without BCIP in place, an interim measure will have to be established to bridge funding for the sector for 2014 to 2015. DSD will need to establish its own solution for community development funding under both Neighbourhood Renewal and its Community Investment Fund.
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2.16 Within council, discussions have begun with Legal Services regarding the viability of extending our own grant schemes for a further twelve months. (These include the Capacity Grant programme, Revenue funding for community facilities, Small grants funding, and funding for the city’s Advice and Information consortia).
2.17 While still at an initial stage of consideration we suggest there are two main options:
i. Some form of open call in September 2013 for the 2014/15 funding period for one or more of the larger grants. This would be resource intensive for both council and the sector.
ii. An extension to all our large grants (Advice, Capacity and Revenue) for 2014/15 pending an open call for funds under the new BCIP scheme in May 2014.
To address issues of limited access, this option could be coupled with a restricted open call limited to potential revenue grant applicants from either new organisations or organisations who have recently build new premises.
Alternatively, or in parallel, a small one-year development fund might also be made available to support capacity issues in the sector.
2.18 Officers will work with Legal Services to consider the most suitable approach to existing funding and will present a detailed paper at Development Committee in August 2013.
3 Resource Implications
3.1 The financial commitment to the project is yet to be formally defined as this will be dependent on a future DSD decision on how they will allocate resources on a regional basis and the related impact for Belfast. A central project office team will need to remain in place in order to ensure that the project can be delivered within the projected time-scale.
4 Equality and Good Relations Implications
4.1 Equality and good relations implications, in relation to this policy, are still under consideration. Further updates will be sent to the Equality and Diversity Officer in due course.
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5 Recommendations
• Agree to the proposed revised approach to delivering the Belfast Community Investment Programme • Note the outlined principled position in relation to both grant budget and human resource arrangements. • Agree to officers engaging with the sector on this basis. • Agree to the receipt of a further update paper at August Development Committee.”
The Committee adopted the recommendations.
Consultation Responses
The Committee endorsed the following responses to the consultation exercises as outlined:
Northern Ireland Adult Safeguarding Partnership – Strategic Plan – Council Response
1.1.1. Currently, the Council is looking at how the issue of vulnerable adults is managed. In particular, we are considering the longer term resource requirements (using child protection processes as a benchmark) to be effective in minimising the risk to vulnerable adults and how best to support them.
1.1.2. We support most of the objectives and actions within the plan but feel there is further scope to link into other agencies, particularly the Council. Our specific suggestions are shown in the following sections.
1.2. Specific Questions.
1. 1. The Strategic Plan sets out 7 themes for the actions necessary to improve services to safeguard adults at risk in Northern Ireland. Do you consider the themes to be appropriate and relevant? - Yes
2 . Are you content with the wording and scope of the themes? 1.2.2. Yes, though see 4. Below.
3. Are you content with the actions included within the themes? 1.2.3. Yes, though see 4. Below.
4 . Are there other actions that should be included?
1.2.4. For the Leadership Theme, the first action may be expanded to include encouraging appropriate non-partner agencies to
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also have an Alerting Manager. For example, the Council recognises the need for a Senior Manager as an Alerting Manager to have responsibility within the Council for Adult Safeguarding and would be keen to see guidance, job descriptions, etc.
1.2.5. For the Leadership Theme, the third action may be enhanced by referencing the opportunities that exist by asking Councils to help facilitate work with the Police and Community Safety Partnerships.
1.2.6. For the Public Awareness and Prevention theme, the Council may be able to support the first three actions either by linking into any of our similar schemes (via Community Safety, Good Relations and Community Services) or by using our Community Centres. These are based in the heart of many of the city’s most at risk areas and could be used as information outlets or to host programmes and events.
1.2.7 For the Access to Adult Safeguarding Services first action, the Council welcomes the development of a more streamlined referral system. In a small number of cases the referral process has not been as clear as required or in comparison to the child protection system. Recording, maintaining and sharing information is a requirement that the Council recognise needs to be improved and that staff need to be trained accordingly.
5. Are you content with the timescales identified in the Implementation Plan?
1.2.8. We recognise the need to set realistic timescales and appreciate the volume of work that is involved in delivering the action plan. If any part could be moved forward we feel the appointment of Alerting Managers could be prioritised and delivered in year 1.”
Safeguarding Board for Northern Ireland – Strategic Plan – Council Response
We support most of the objectives and actions within the plan. Our specific responses to your consultation question are shown in the following section. Firstly though, we would like to make some observations on the strategy itself.
1.1.1. The proposed safeguarding panels (page 13-14) seem relevant for the mandatory duties outlined however; the proposed discretionary sub groups may overlap with the CYPSP sub groups that have already emerged. If there has
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not been a review of what already exists, this should be done before any development of new structures.
1.1.2. The Council would appreciate more detail about the powers to request information and how this will look in practice. There is also a general lack of clarity in terms of what arrangements a council needs to make to exercise their functions.
1.1.3. Reference is made on page 19 to the significance of cumulative adversity cases yet these are not flagged as a priority area for action. We suggest that the panel is best equipped to focus on where abuse is hard to spot and this should be a higher priority for them.
1.1.4. Overall we have some concerns over how the strategy will be delivered in terms of the level of resources, communicating responsibility and potential duplication of CYPSP structures and work.
Department for Social Development - Design Guide for Travellers' Sites in Northern Ireland
The Council supports the effort to update the existing Design Guide issued originally by the DOE in 1997. However, we would comment as follows:
• The draft lacks the detailed advice of the DOE original.
• In the covering letter it is stated “…26 councils which then had responsibility for Travellers in their areas”. That is not correct. Councils had no statutory duty towards Travellers in site provision. Any provision made was of a discretionary nature and supported by 100% grant aid provided by the DOE Special Programmes Branch.
• Some specifications are very prescriptive, such as distances of sites from major roads and distance from overhead cables. The draft needs to provide for best endeavours as individual site characteristics may prevent an otherwise suitable site from meeting exacting standards in all respects. Views of Building Control should be sought given the compliance implications for some of these minimum standard requirements they will be required to administer together with service provision and accessibility standards. Also local environmental health services are referred to (page 21) and therefore views of Environmental Health should be sought also.
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• Reference is made (Page 8) to “local councils and Housing Associations” in regard to shortage of sites but it is unclear as to the role anticipated. Is it implying a future planning role for local councils? Perhaps is may be referring to actual negotiations, between councils and Housing Associations when making public land available for affordable housing and to the physical provision of an area for traveller site provision which a private developer would not contemplate? We would like this to be clarified.
• Throughout the draft there are references to the need for consultation between the Housing Associations and the local councils with regard to the provision of sites (e.g., paragraphs 1.1, 2.11, 12.4): it is pointed out that local councils in NI have no statutory housing functions and those are discharged by the NIHE
• Health & Safety - We think this is too prescriptive and that the determination of the remediation of land, if required at all, will depend upon the type of site developed. For example, a transit or emergency halt site would be of minimal disruption and may not necessitate decontamination. It is our view that guidance regarding contamination should not be universal but based on planning condition determined by the nature of the development.
• Similarly noise considerations should be dictated by the type of site intended as transit or emergency halt sites may not have the same duration of usage and hence noise would not be such a consideration.
• Reference is made to “local councils” responsibilities for environmental measures that should be considered .The Waste Management sections of local Council’s should be asked to advise on these responsibilities which could be included in the good practice design for each site category.
• The original design guide included references to the importance of good management of sites provided by councils. This reference should be included in the draft update
• The definitions of sites could be improved, perhaps by adopting the terminology of the DC&LG used in that Department’s Design Guide (set out in the section under the heading “Scope”) Permanent sites, Transit sites and Temporary stopping
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• The document rightly stresses the need for consultation with the Traveller community. However we have concerns that there is no longer a viable voice for the Traveller community with the limiting demise of An Munia Tober and the disbandment of the Derry support groups. The DSD is urged to make approaches to the OFMDFM on this issue to give effect to the establishment of an effective voice once again for consultative purposes.
• Reference is made to Building Regulations 1990 and 2006. As these are subject to change we would recommend reference instead to “current” regulations. We would also recommend that all references to regulations and standards are checked to ensure they are within the legislative framework for Northern Ireland.”
Chairman
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Health and Environmental Services Committee
Wednesday, 5th June, 2013
MEETING OF HEALTH AND ENVIRONMENTAL SERVICES COMMITTEE
Members present: Councillor Corr (Chairman); the High Sheriff (Councillor Kingston); Alderman Browne; and Councillors Austin, M. E. Campbell, Curran, Garrett, Hartley, Hussey, Jones, Keenan, Kelly, McCarthy, McKee, McNamee, O’Neill, L. Patterson and Thompson.
In attendance: Mrs. S. Wylie, Director of Health and Environmental Services; Mr. T. Martin, Head of Building Control; Mr. S. Skimin, Head of Cleansing Services; Mrs. S. Toland, Head of Environmental Health; Mr. T. Walker, Head of Waste Management; and Mr. H. Downey, Democratic Services Officer.
Minutes
The minutes of the meeting of 20th May were taken as read and signed as correct. It was reported that those minutes had been adopted by the Council at its meeting on 3rd June.
Declarations of Interest
No declarations of interest were reported.
Directorate
Quarterly Financial Report
The Committee considered a report outlining the financial performance of the Health and Environmental Services Department during the fourth quarter of 2012/2013. The Director of Health and Environmental Services reported that there had, during that quarter, been an underspend of £508,000, which had arisen primarily as a result of the receipt of additional income, reduced waste tonnages, the deferred implementation of the alternate weekly waste collection service in the inner City, vacancies and unfilled posts and delays in the commencement of programmes of work arising from delays in the establishment of the Policing and Community Safety Partnership.
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She drew the Members’ attention to two performance indicators relating to procurement compliance which had been included within the report. The first of those measured the number of times which a valid purchase order had been created in advance of goods or services being ordered, whilst the other determined whether goods received into the Council were recorded on the appropriate system immediately upon their receipt, as opposed to waiting until an invoice had been obtained. The Council had agreed overall targets of 85% and 65%, respectively, for 2012/2013. In terms of the first indicator, the Health and Environmental Services Department had achieved a 79.4% compliance rate, which represented an improvement of 2.4% on the previous quarter. The Director explained that, following improved communications and training for relevant staff, the Department had, over the course of the past four months, achieved an 87% compliance rate. However, the figure of 79.4% which had been generated by the recording system was a cumulative figure and did not adequately reflect the improving trend.
In relation to the second indicator, she reported that the cumulative compliance rate for the Department for the year had been 48.3%, which represented an improvement of 4.3 % on the previous quarter. Arising from the aforementioned work on communications and training, the Department had achieved a 63% compliance rate over the previous four months and it was anticipated that there would be further improvement on that figure, once the work of the SAP Improvement Group, which had been established to review those systems over which the Department had no control and which impacted on the compliance indicators, had been completed.
The Director of Health and Environmental Services reminded the Committee that, at its meeting on 5th December, 2012, it had requested the Council’s Audit, Governance and Risk Services Section to review the measures which the Department had put in place to improve its performance against the compliance targets. That work had since been completed and the Section had considered the measures to be appropriate, which had been reflected in the improving trends. However, she pointed out that, given the poorer performance at the start of the 2012/2013 year, it would have been difficult for that work to have resulted in the Department meeting the Council’s targets for each indicator for that period. She stressed that there would, over the coming year, be a continued focus on that area of performance to ensure higher levels of compliance.
After a lengthy discussion, during which several Members expressed the view that the compliance rate for the second indicator remained disappointingly low, the Committee noted the information which had been provided and agreed that a report be submitted to its next monthly meeting outlining the process for the procurement and payment by the Council of goods and services.
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Departmental Plan 2012/2013 – Year-End Update
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 The purpose of this report is to provide a year-end progress report on the 2012/2013 departmental plan highlighting key achievements during this period.
1.2 The Health and Environmental Services Departmental Plan for 2012/2013 was approved by the Committee in May, 2012 and includes a commitment to report performance to the Committee twice yearly. This report presents a summary of progress achieved during the entire plan period.
1.3 The Council’s Performance Management system has been used to extract information and to describe activities carried out against corporate objectives. A separate report on the financial performance during 2012-2013 is also being presented to the Committee.
1.4 The Committee has already approved the Departmental Plan for 2013/2014.
2 Key Issues
2.1 The departmental plan describes the Health and Environmental Services Department’s role and purpose in delivering key aspects of the Corporate Plan and the Investment Programme. The Department supports the Committee in delivering a safer, healthier, cleaner and more sustainable city by providing street cleansing, waste management, community safety and building control and environmental health functions.
2.2 Project/ programme and activity highlights for 2012/2013
• High standards of service delivery were maintained across all four Service areas
• Belfast suffered both serious flooding and severe weather conditions in 2012/13. Our Emergency Team sprung into action immediately on both occasions, initiating their Emergency Response Plan to relieve suffering to those affected
• Recycling continues to be a major priority and we have set ourselves a challenging target of recycling 50% of our waste by 2015
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• Over the past year we have worked in partnership with the Department of Environment to deliver a programme for the removal or upgrading of 245 derelict buildings that were blighting local areas
• Belfast was successful in its bid to receive a prestigious IBM Smarter Cities Challenge grant, worth an estimated $400,000 in consultancy. IBM experts will help the council and other agencies that deliver services across the city to make better decisions about where to direct their resources to addressing health inequalities through better use of data and information
• During 2012, new Policing and Community Safety Partnerships (PCSP) were set up across Belfast to bring about safer, shared and confident Communities and to achieve better engagement between communities and the PSNI
• Introduced new regulations to reduce flyposting, increase the level of fines and controls, and to reduce dog fouling and the number of stray dogs in the city
• Developed two major Peace III funded projects addressing youth engagement and tension in the city.
2.3 More information on all of these and more service achievements are summarised in the extract from the annual report which has been circulated to the Committee.
Key Performance Indicators - highlights for 2012-2013
A Departmental performance summary report for year end March 2013 has been forwarded to the Committee. A synopsis is provided below.
Project Performance Summary
Of the 12 projects reported at Departmental level in this performance process, seven are green, i.e. progressing on time and in accordance with milestones outlined within the original Project Briefs and four are amber indicating that they are progressing with some delays. The 5 amber projects are:
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• The Landlord Registration Scheme - there has been a delay in DSD formally requesting BCC to act as scheme administrator
• The Student Housing Strategy - additional research into financial viability for PBSA in Belfast is underway which will also inform this work
• The Springvale household recycling centre is behind schedule. An addendum to the original Economic Appraisal is now underway to consider the potential of a Resources Centre and to take account of the feedback from key stakeholders in relation to the Innovation Centre proposal
• The Strategic Study of Holylands - A workshop of the statutory agencies of the Interagency group involved in the Strategic Study of Holylands was held in January and a subgroup of the IAG has now been formed to develop the proposals further
• The Peace III Youth Engagement project - some of the youth related services needed to be re-tendered. This has now happened.
Service Performance Summary
There are 20 significant performance indicators reported at departmental level. At the end of Quarter 4 the status of these can be summarised as follows:
• 12- Green • 1 – Amber • 1 – Grey (no data) • 6 - Red
The six red PIs relate to:
• FPN (Fixed Penalty Notices) for stray dogs: 604 - 650 initially anticipated. There was an overestimation of the target. However, this is a significant increase from the previous year
• FPN (Fixed Penalty Notices) for littering – at 1,790 it is below the agreed target of 2,000 but in fact this was a misprint in the plan and Cleansing Services were working to a target of 1,700
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• Domestic Building Plans turned around within 15 days. The changes to the building Regulations continue to have an effect on the number of domestic building plans turned around within 15 days. In total 60 of the 92 plans were dealt with within the target time. No complaints have been received from customers
• Departmental PIs on target - Almost two thirds of all the Department’s indicators for which targets had been agreed (51/81) were on target. Although this is an improvement on the previous quarter it is still below the 70% target, which would require 57 indicators to be on target
• Departmental Absence - levels within the Department have consistently fallen short of target and the year end position is no different with days absent per full time equivalent at 11.86 against a Q4 target of 10.26. A revised plan for reducing absence will be developed this year.
The amber PI relates to the household recycling rate which was off target but by less than 3% at the end of Quarter 4.
3 Resource Implications
Financial
The year-end financial position is the subject of a separate report to Committee at this meeting.
Human Resources
Delivery of most of the programmes, projects and activities have required dedicated officer time which was reflected within annual service and unit level business plans.
Asset and Other Implications
None
4 Equality and Good Relations Considerations
There are no known equality or good relations considerations associated with this year-end update report.
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5 Recommendation
The Committee is requested to note the contents of the 2012- 2013 year-end summary report.”
During a lengthy discussion, the Director of Health and Environmental Services addressed a number of issues which had been raised by the Members. In relation to alleygates, she advised that, although only twenty-nine of the target of seventy gates which had been set for 2012/2013 had been erected to date, it was a two-year programme and remained on schedule to meet the target. The fact that the contract for that work had been awarded recently and would be in place by July would accelerate the roll-out of gates. Work was underway also to progress Phase IV of the Council’s alleygating scheme. In terms of the Northern Ireland Landfill Allowances Scheme target, she confirmed that the Council was awaiting verification from the Northern Ireland Environment Agency that the amount of waste it disposed of through landfill had been less than the target figure for the year of 48,000 tonnes.
The Director confirmed that some of the outputs relating to quarter 4, as set out within the Departmental performance summary, had been reported as a cumulative figure, rather than solely for that quarter, and undertook to provide Members with an amended version of the document in advance of the Council meeting in July.
The Committee noted the information which had been provided.
Update on Sustainable Travel Initiatives
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 The purpose of this report is to update Members on the Cycle to Work pilot and the Taxsmart Schemes and to seek Committee approval to proceed with the schemes in the medium-longer term.
1.2 At the meeting of the Strategic Policy and Resources Committee in May 2012, Members approved the re-introduction of a Council Bike-to-Work scheme and authorised the Director to appoint a company to assist the Council to administer the scheme (at no cost) for a trial period of 12 months.
1.3 The Council became one of the first employers in Northern Ireland to introduce a Cycle-to-Work scheme in July 2007. The Council’s scheme was adopted by other Councils and employers including the Belfast Health and Social Care Trust,
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Queen’s University, Translink and Bombardier and was published as a case study by Arena Network as a demonstration of how organisations can embrace Corporate Social Responsibility as part of their business operations.
1.4 The Council scheme was suspended in August, 2010, following an HMRC determination regarding discounts offered and changes to VAT rules governing the scheme. Cycle retailers then took tax and legal advice to revise Cycle-to-Work schemes to secure optimum benefit for participants.
1.5 Under the updated scheme, staff can enjoy maximum financial benefit within the revised HMRC guidelines by deferring taking ownership of cycles for 4 or 5 years. The Council recovers the cost of cycles through deductions (payments) made by staff over a 12 month ‘salary sacrifice’ period. Cycles, technically, remain in the ownership of the Council and are leased, free of charge, thereafter, usually for a period of 36 months.
1.6 As well as permitting participants to spread interest free repayments over 12 months, the scheme provides savings of up to 32% for basic rate taxpayers and up to 42% for those taxed at a 40% rate.
1.7 The provision of a cycle-to work scheme underpins the Council’s commitment to the following priorities:
It demonstrates commitment to improving the quality of life in the city, helping to lessen traffic congestion, improve air quality, and reduce use of fossil fuels by discouraging dependency on cars to travel to work
It contributes to the increasing role Council performs in promoting health improvement in the city including reducing obesity and collaborative initiatives such as the proposed city bike hire project
It permits the Council to maintain its Civic Leadership role on environmental and health matters
It provides economic benefits for local cycle provider businesses
It provides financial benefits for both the Council and Council employees at no cost to ratepayers
It provides health and wellbeing benefits for employees
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2 Key Issues
2.1 Taxsmart Update
Members will also be aware that the Council participates in the Taxsmart Scheme in association with Translink, with 67 staff currently benefiting from savings through the annual bus commuter card.
2.2 HMRC has advised that from 1st May 2013, employers will be required to pay an annual charge of £25 for each employee who participates in the scheme, which will mean an additional cost to the Council of approximately £1,675 per annum. It should however be noted, that the Council will still generate approximately £4,150 of savings per annum in Employers National Insurance contributions through the scheme.
2.3 Cycle To Work Update
A key change with the re-introduction of the scheme was that, rather than undertaking all of the administration associated with the ongoing management of the scheme, the Council engaged the services of a company that has experience of providing all of the associated administrative arrangements on behalf of organisations, using a network of local, independent retailers to supply the cycle items. This company offers free services to employers and employees and the overheads are recouped by commissions charged to retailers and by retention of the final payment (residual value) made by participants to take ownership of cycles.
2.4 The company which has worked on the pilot with the Council is called ‘Cyclescheme’ and the arrangements put in place have worked well over the last 10 months.
2.5 Since the scheme was re-established, there have been 138 applications - 107 applications in the first 5 months and 31 applications in the second 5 months. This is as expected as there was a flurry of interest when the scheme re-opened. As the scheme embeds it is likely that a smaller number of applications will trickle through on a steady basis.
2.6 At the time of writing the total amount of outlay by the Council was £76,000 – recovered, under the scheme in the form of salary sacrifice.
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The system works as follows:
employees log on to Cyclescheme website and submit their bike request
approver approves or declines request
approved request triggers Cyclescheme invoice to be sent to Council
Council pays invoice
cyclescheme releases certificate to employee
employee collects bike from supplier using certificate as tender
payroll begins employee salary sacrifice
supplier receives payment for bike (less commission) from Cyclescheme
2.7 The agreement put in place following Committee approval in May, 2012 is due to expire in August, 2013. Authority was previously granted for a 1 year pilot of the scheme. Authority is now sought to go to public advertisement to appoint an appropriate contract for [up to] the next 3 years in order to embed the scheme within the Council. The advice of the Council’s procurement and legal services has been sought.
3 Resource Implications
3.1 Financial
For the cycle to work scheme the initial outlay to purchase cycles and equipment is recouped, in full, through ‘salary sacrifice’ arrangements. The taxsmart scheme has introduced a fee from May 2013, equating to £1,675 per annum – but this will still generate approximately £4,150 of savings per annum in Employers National Insurance contributions.
3.2 Asset and Other Implications
During the initial lease period, cycles procured belong to BCC and are a Council asset until such time as participants take possession of items.
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4 Equality
4.1 There are no known equality considerations associated with this report.
5 Recommendations
5.1 The Committee is requested to:
1. approve the ongoing support for the Taxsmart Scheme;
2. agree that a tendering exercise be undertaken to provide the Cycle-to-Work Scheme for a term of up to three years; and
3. delegate authority to the Director of Health and Environmental Services to award the successful tender in line with robust service quality and cost criteria.”
The Committee adopted the recommendations.
Waste Management
Provision of a Temporary In-House Glass Collection Scheme
The Committee was reminded that the collection of glass within those areas of the City which operated a blue bin scheme for dry recyclables was one of the initiatives contained within the Council’s ‘Towards Zero Waste’ Action Plan. The Head of Waste Management reported that it had been envisaged within the Plan that the collection of glass would commence in 2013/2014 and that it would contribute an additional 2.5% to the Council’s recycling rate. However, arc21 had experienced difficulties in procuring the service within that timescale and it would now be unlikely to commence before the final quarter of the current financial year at the earliest.
He explained that, in order to mitigate against the potential loss of tonnage arising from that delay, it was now proposed that a temporary, in-house glass collection service be put in place until such times as the arc21 contact had been finalised. One area in the east and one in the west of the City, comprising in total 11,000 households, had been identified as being suitable, with the glass being collected on a fortnightly basis, in line with the current blue bin collection scheme. The interim service, which it was anticipated would yield approximately 300 tonnes in 2013/2014 and contribute around 0.3% to the recycling rate, would provide useful learning opportunities in advance of the implementation of the scheme in full and would operate as a contingency arrangement, should the arc21 scheme be delayed further. A tendering exercise would be required to procure containers of forty-four litre capacity, the total cost of which would be in the region of £40,000. That cost, together with those of staff
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to be used to publicise the scheme and collect the glass, would be met from within existing budgets.
The Committee agreed to the establishment of a temporary, in-house glass collection service for 11,000 households until such times as the arc21 contract was implemented fully. The Committee agreed also that a tendering exercise be initiated for the purchase of containers for the collection of glass and delegated authority to the Director of Health and Environmental Services to award the contract on the basis of the most economically advantageous tender received.
Environmental Health
Food Service Delivery Plan 2013/2014
The Head of Environmental Health submitted for the Committee’s consideration the Food Service Delivery Plan for 2013/2014. She provided a brief overview of the Plan, which set out the activities, techniques and approaches to be taken by the Council during the year in order to monitor and ensure food safety and to promote healthy food choices. It provided also the basis on which the Council’s regulatory activities were monitored and audited by the Food Standards Agency.
The Committee approved the Food Service Delivery Plan for 2013/2014 and noted that a copy of the Plan was available on the Modern.gov website.
Update on Belfast Tension Monitoring Process
The Committee considered the undernoted report:
“1. Relevant Background Information
1.1 The Belfast Tension Monitoring Process was established in September 2009 to address community tensions relating to Hate Crime, as part of Belfast Community Safety Partnership’s programme of work to address that issue. The Committee previously requested an update report on the process and current programmes.
1.2 The aim of the process is to increase information sharing, collective analysis and coordination of activity across statutory, community and voluntary organisations. While the Tension Monitoring Process has delivered a number of initiatives in response to specific issues, many problems require a longer term or strategic intervention that can only be done by escalating to relevant partners/management.
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1.3 A range of organisations were briefed and consulted in the inception of the process including:
Belfast City Council; the Police Service of Northern Ireland (PSNI); the Northern Ireland Housing Executive (NIHE); the Office of the First and Deputy First Minister (OFMDFM); the Department of Justice (DoJ); the Northern Ireland Council for Ethnic Minorities (NICEM); Chinese Welfare Association; Disability Action; Rainbow Project; Chief Executives Forum; Islamic Centre; Community Restorative Justice Ireland (CRJI); Alternatives; the Belfast Education and Library Board; NI Community Relations Council; Belfast Interface Project; and the South Belfast Roundtable.
1.4 Many of these partners became involved in the emerging Tension Monitoring Structure. Additional structures were established to address specific issues, such as the Roma Tension Monitoring Group and Greater Belfast Travellers Community Safety Group, which links to Lisburn and Newtownabbey. New partners such as An Munia Tober, Multi Cultural Resource Centre, Fire Authority and others have been involved in issue specific groups.
1.5 An independent evaluation was undertaken by Deloitte in 2010/2011 which found that the project had made significant progress in developing improved coordination and information sharing between the relevant partners, while more work was required to engage with the large number of groups working on the sectarianism/interface issue in Belfast. This evaluation formed the basis of the Atlantic Philanthropies funding bid which is addressing the sustainability and broadening of Tension Monitoring, along with the rollout to other hotspot areas in Northern Ireland.
1.6 An application for Peace III funding was submitted in October, 2010 to Belfast Good Relations Partnership which related to interface and sectarian problems in four areas of the city. This was successful and a letter of offer was received in February, 2012. The delay in receiving confirmation of funding meant that the original two to three year project had to be delivered in one year. All key elements of the project were retained. These are:
••• Neighbourhood Plans – these are being developed in four areas that have been identified through tension monitoring:
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- Inner East Belfast, - Ardoyne/Woodvale/Upper Ardoyne, - Lower Ormeau/Holylands/Annadale, and - Village/Lower Falls/St James.
These may include interventions at local level such as environmental improvements, resident engagement, local events, cross community structures, and have
been developed with local community and statutory representatives. We are linking the groups to existing services such as PCSP Small Grants, Good Relations funding, and Neighbourhood Officers;
••• Advocacy Service – This is being delivered by Victim Support NI and will provide support for victims of sectarian hate crime, as well as coordination of Advocacy Provision in Belfast. The service is also linked to PSNI funded race hate support for victims delivered by NICEM, LGB and T Advocacy delivered by Rainbow, and PSNI funded disability hate crime support delivered by Leonard Cheshire Foundation;
••• Mediation Service – This is being delivered by TIDES Training and will provide mediation in individual and community conflict, as well as training in mediation skills and support for community engagement. It will aim to build on existing capacity and a referral process for case work and training will be provided to PCSP and Belfast City Council Members. Mediation training will be made available to the four neighbourhoods but also to BCC staff such as ASB Officers and Safer Neighbourhood Officers, and one course shall be open to other nominees;
••• Facilitation Service – This service is delivering the facilitation of neighbourhood plans in the four neighbourhoods and additional capacity building support for local groups. Members have been consulted in the process and will be provided with copies of action plans and updates on completion;
••• Programme Training – This is being delivered by the Institute for Community Cohesion (ICOCO) and is building skills and capacity around the tension monitoring process for staff, local area groups and the Belfast Tension Monitoring Group. Training has been delivered to groups such as South Belfast Roundtable,
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CRJI, Belfast Interface Project, Creating Cohesive Communities Project, and statutory bodies such as PSNI and NIHE. PCSP and Belfast City Council Members briefings will take place in June 2013;
••• Tackling the issue of Under-Reporting – This service will be procured in the coming weeks and shall deliver a campaign to reduce the level of under reporting of hate crime;
••• Anti Hate Training – this service will be procured in the coming weeks and will provide anti hate training to groups and individuals in Belfast. A referral process will be developed in conjunction with the successful supplier and communicated to Members.
2. Key Issues
2.1 As listed above, a number of practical interventions have been made across Belfast. However, the Tension Monitoring Process is not yet mainstreamed within the business and planning of partner agencies.
2.2 In the coming year there will be a series of briefings to PCSP Members, Belfast City Council Members, and Senior Management within relevant partner organisations with the aim of supporting the mainstreaming of the tension monitoring process and answering any queries or suggestions partners may have.
2.3 Peace III funding will be complete in December, 2013. A Project Evaluation is being carried out and key findings will be provided to Belfast Tension Monitoring Group, Belfast PCSP, and to Belfast City Council.
2.4 The governance of Belfast Tension Monitoring Process is now with Belfast Policing and Community Safety Partnership, with reports being provided on a regular basis.
1.5 A review of structures, membership and information sharing is ongoing, with support from the Centre for Social Relations (previously known as ICOCO). Recommendations for further development are being brought to Belfast Tension Monitoring Group and Belfast PCSP and shall be shared with key partners including Belfast City Council.
2.6 Next steps include the mainstreaming of Tension Monitoring as an information sharing and analysis system that can inform the strategic and business planning processes of Belfast City Council, for example in relation to Summer Interventions, Interfaces, and Local Area Working.
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3. Resource Implications
3.1 No financial contribution is required from Belfast City Council at present
3.2 In kind support to be provided by Belfast City Council in the form of staff time i.e. a portion of one Safer City Coordinator and one Project Officer. All other revenue costs will be met by funding from Atlantic Philanthropies and the Department of Justice. 3.3 Current activity up to December, 2013 is being delivered through Peace III funding of £455,000
3.4 An initiative to develop tension monitoring strategically and roll out of the Belfast approach has been funded to the value of £182,600 from Atlantic Philanthropies (May 2013 to December 2015). This includes up to £50,000 match funding from Department of Justice.
4. Equality and good relations implications
4.1 Representative structures have been established through Belfast Tension Monitoring Group, which includes Section 75 groups and all key statutory agencies, to oversee project implementation and development.
5. Recommendations
5.1 The Committee is requested to:
1. note the contents of the report;
2. receive an update on community and Member engagement through party briefings; and
3. receive regular updates through a short newsletter for Members”
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During discussion, a Member highlighted the need to ensure the mainstreaming of the tension monitoring process into the day-to-day work of communities. He highlighted also the ongoing partnership working on initiatives where community liaison mechanisms and groups already existed and sought clarification on how the tension monitoring process could add value to existing structures and improve the delivery of services on the ground.
In response, the Head of Environmental Health confirmed that there was a need to ensure that the tension monitoring project had clearly defined outcomes and impacts and that greater communication and governance arrangements were required in order to link into emerging action plans.
After further discussion, the Committee adopted the recommendations and agreed that it would, in future, receive bi-monthly updates on Tension Monitoring.
Environmental Noise Directive – 2nd Round Noise Action Plans
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 The aim of the European Commission Environmental Noise Directive (END) is to avoid, prevent or reduce on a prioritised basis the harmful effects, including annoyance from noise arising from industry, road, rail and air traffic.
1.2 The Directive requires competent authorities to undertake periodic strategic noise mapping in order to identify population exposure to noise and then to produce action plans to reduce noise levels where necessary, and to preserve environmental noise quality where it is good. This is achieved through the formal designation of Noise Management Areas.
1.3 In Northern Ireland, competent authorities are the Department for Regional Development (roads), Translink (bus and rail services), George Best Belfast City Airport and Belfast International Airport (air) and the Department of Environment (industrial sources).
1.4 Each competent authority is responsible for producing a series of successive 5 year action plans for submission to the Department of Environment for consideration, this process having commenced in 2008. The Department is required to ensure that the noise action plans have been developed in line with relevant technical guidance.
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1.5 To date, draft 2nd round industry, roads and railway draft noise action plans have been published for public consultation. These plans have been considered by officers and a draft response to each competent authority has been prepared for Members to consider.
1.6 Where appropriate, each plan includes recommendations for Candidate Noise Management Areas (CNMA’s). CNMAs are determined by identifying the total population within Belfast that are exposed to noise levels of more than 50db(A) and then identifying the 1% of these people that are affected by the highest noise levels. 50dB(A) is broadly representative of daytime noise levels in a quiet urban location. The action plans provide information on the steps that each competent authority intends to take to reduce noise from each source.
1.7 The attached appendices set out the Council’s proposed draft response to each action plan.
2 Key Issues
Roads Noise Action Plan
2.1 Twenty three out of a total of thirty two CNMAs in Northern Ireland are located within the Belfast agglomeration. Eighteen of these located are within the Belfast City Council Boundary. A map of the Belfast CNMAs has been forwarded to Members.
2.2 Actions to reduce noise in each of the areas will be prioritised on the basis of the number of people affected, the location of the premises affected, cost and the minimisation of disruption. Priority will also be given to addressing CNMA’s adjacent to motorways and mitigation measures employed will include acoustic barriers and low noise surfacing.
2.3 DRD has indicated that prioritisation will be given to addressing CNMAs located adjacent to motorways, where mitigation measures will include acoustic barriers and low- noise road surfacing. In other locations across the city, DRD has proposed the introduction of site specific traffic management measures. DRD has also identified that some properties may be eligible for the sound proofing grant scheme.
2.4 However, it is noted that CNMAs identify individual residential properties rather than being designated on an area basis. For example, CNMA 7 uniquely identifies 93 Whitewell Road but omits neighbouring properties. It is considered that approach may present difficulties when developing mitigation measures.
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Accordingly, the council would encourage the Department to consider the merits of an area based designation similar to that applied to Air Quality Management Areas.
2.5 In addition, the council’s draft response requests the competent authority to provide regular updates to the council in respect of the prioritisation of NMA’s and the works to be delivered in each. The response requests also that residents living within the proposed CNMAs are consulted regarding specific mitigation measures.
Railways Noise Action Plan
2.6 In developing its draft noise action plan, Translink has researched where the 1% of the Belfast population exposed to the highest railway noise is located. Translink has committed subsequently to undertake field work to determine that the noise levels indicated in the strategic noise maps are accurate. This field work will also identify the location of noise sensitive rooms and if mitigation measures are already in place.
2.7 Translink has indicated that it will then be better placed to determine the extent to which railway noise needs to be reduced, having regard to the cost and benefit of introducing mitigation measures. Accordingly, no CNMAs are proposed for railway noise at this time although mitigation measures introduced under round one of the noise mapping process will continue to provide benefits.
Industry Noise Action Plan
2.8 The Department has indicated that noise from large industrial installations within the Belfast agglomeration is already satisfactorily managed via the pollution, prevention and control regime. On this basis and given that the majority of industrial processes in Belfast are located within the Port area, no CNMAs are proposed in association with industrial noise.
2.9 Nonetheless, over the next 5 years, the action plan commits the Department to review the noise conditions and mitigation measures contained in industrial permits to confirm whether or not they are still appropriate. When considering whether or not to impose additional noise conditions, the Department has indicated that it will assess their effectiveness and cost in the wider context and whether or not any additional measure could have other adverse environmental impacts, such as on air quality. In addition, the Department is to consider investigating noise from industrial sources beyond the top 1% of the population affected.
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General
Validation
2.10 Accepting the limitations of noise mapping methodology, it is noted that none of the modelled noise levels has yet been validated through the application of field measurements. Accordingly, the Council would encourage competent authorities to undertake noise validation measurements as soon as practicable in order to ensure that the population exposure has been accurately characterised.
Quiet areas
2.11 Article 8(1) (b) of the END requires that Noise Action Plans aim to protect quiet areas against an increase in noise for agglomerations with more than 250,000 inhabitants. It is noted that to date, no quiet areas have been designated for the Belfast agglomeration. In its Industrial Noise Action Plan, the Department of Environment has committed to issue Policy Guidance on the ‘Identification of Quiet Areas’ in due course. The council would however, encourage the Department to progress this issue as a priority in order to safeguard the health and wider wellbeing benefits conferred by existing quiet areas within Belfast.
3 Resource Implications
3.1 None
4 Equality and Good Relations Implications
4.1 None
5 Recommendation
5.1 The Committee is requested to endorse the following draft consultation responses:
Draft Consultation Response - Department for Regional Development
Re: Draft Roads Noise Action Plan, Second Round Mapping & Candidate Noise Management Areas.
Belfast City Council has reviewed the Department for Regional Development ‘Draft Roads Noise Action Plan, Second Round
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Mapping and Candidate Noise Management Areas’ publication and would submit the following comments by way of response.
The Council welcomes the Department’s publication of the second round of road noise mapping for the city and notes that the proposed Candidate Noise Management Areas (CNMAs) have been declared on the basis of locations where the L 10 18 hour indicator is at least 75dB(A) and on the subsequent identification of the 1% of the population that are affected by the highest noise levels. For the Belfast agglomeration, this 1% of the population is equivalent to approximately 4,220 people or 1,855 buildings.
The Council notes also that 18 of the CNMAs are located within the Belfast City Council boundary with nearly half of these located in proximity to a motorway. Accordingly, the Department has indicated that prioritisation will be given to addressing CNMAs located adjacent to motorways where mitigation will include the introduction of acoustic barriers and low-noise surfacing. The Department has highlighted that site specific modelling will have to be undertaken in order to determine the effectiveness of acoustic barriers and/or low noise resurfacing of the motorway. However, the council would encourage the Department also to undertake noise validation measurements as soon as practicable within all CNMAs in order to ensure that the Belfast City population exposure has been accurately characterised and that reported road noise levels are representative of ambient conditions.
For CNMAs located in other parts of the city, the Department’s proposed mitigation measures include the introduction of traffic management measures such as implementation of one-way systems, introduction of bus lanes, construction of acoustic barriers and the restriction of heavy goods vehicles. In addition, it is noted that some properties within the CNMAs may not have double glazing and are therefore potentially eligible for the sound proofing grant scheme.
The Council recommends that for those CNMAs located within Belfast, and prior to implementation or construction, that the Department engages with residents regarding the nature of local noise mitigation measures to be introduced. In addition, it is requested that the Department provides periodic updates to the council regarding the progress of introduction of noise mitigation measures.
The Council notes that with regard to the designation of CNMAs, the Department has identified specific properties where the L 10 18 Hour is predicted to be greater than 75dBA. In some instances, this has meant that a few properties within a terrace of properties have been highlighted such as within CNMA 23 at Little George’s Street
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adjacent to the A12 Westlink. In order to facilitate discussions with local residents and to ensure a consistent approach to the introduction of noise mitigation measures, it is recommended that the Department considers that application of an area based approach to declaring CNMAs, similar to that employed for the designation of Air Quality Management Areas.
Draft Consultation Response - Translink
Re: Translink – Northern Ireland Railways Environmental Noise Directive - Noise Action Plan
Belfast City Council has reviewed Translink’s ‘Northern Ireland Railways Environmental Noise Directive - Noise Action Plan’ publication and would submit the following comments by way of response.
The Council welcomes Translink’s publication of the second round of railway noise mapping for the city and notes that noise mapping has been completed on the basis of identification of locations where noise levels are more than 50 LAeq 18 hour and LAeq 16 hour from railways and on the subsequent identification of the 1% of the population that are affected by the highest railway noise levels. Accordingly, Translink has identified that within the Belfast agglomeration approximately 8,900 people are subject to noise levels from railways in excess of 50 LAeq 18 hour and LAeq 16 hour. Translink has subsequently researched where the worst 1% of this group is located and has indicated that it intends to undertake field work in order to ascertain that the noise levels indicated by the strategic noise maps are actually experienced in the areas. This field work will also identify if noise sensitive rooms are on the most exposed façade of the building or if noise mitigation measures are already in place.
Belfast City Council would encourage Translink to undertake noise validation measurements as soon as practicable in order to ensure that the Belfast City population exposure has been accurately characterised and that reported railway noise levels are representative of ambient conditions.
It is understood that once Translink has completed its validation field work, it will determine the extent to which railway noise needs to be reduced and further measures will be introduced with regard to effectiveness and cost in the wider context. Accordingly, the council requests that Translink provides it with updates in respect of the introduction of noise mitigation measures within the Belfast City Council boundary.
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In the interim, the council acknowledges that Translink will continue the noise mitigation work progressed through the first round noise mapping Action Plan to include engaging with neighbours affected by Translink’s operations to better understand their concerns and priorities; influencing planning policy to minimise the number of noise sensitive properties around the Translink network; effectively manage noise relating to Translink operations and developing an understanding of noise issues to further inform Translink priorities and strategies.
Draft Consultation Response - Department of Environment
Re: Industry Noise Action Plan - Round 2
Belfast City Council has reviewed the Department of Environment ‘Industry noise Action Plan – Round 2’ publication and would submit the following comments by way of response.
The council welcomes the Department’s publication of the second round of industrial noise mapping for the city and notes that noise mapping has been completed on the basis of identification of locations where industry related noise levels are more than 50 LAeq 16 hour from and on the subsequent identification of the 1% of the population that are affected by the highest industry noise levels. Based upon the outcome of the noise mapping, the Department has determined that 607 people within the Belfast agglomeration experience industrial noise levels of 50dB LAeq 16 hour or more and that 1% of this population is 6 persons equating to 4 properties. Two of these properties have been identified within the Belfast City Council boundary at Northern Road and Duncrue Street adjacent to the Port area. Given that the properties are non-residential and reportedly unmanned, the Department has determined that no further investigation will be undertaken.
However, as the Environmental Noise Directive requires competent authorities to work to prevent or reduce on a prioritised basis the harmful effects, including annoyance, due to exposure to environmental noise, the council would encourage the Department to consider the impact and benefits of investigating beyond the top 1% of the population affected. On this basis, the council acknowledges that the Department will not designate an industry based Noise Management Area at this time but may do so within the lifetime of the action plan following a review of the properties affected by industry noise greater than 55 dB LAeq 16 hour. The council acknowledges also that, within the lifespan of the action plan, the Department will review permits of industrial installations on a prioritised basis in order to take account of changes in best available technology and revisions to BS4142 –
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Method for Rating Industrial Noise affecting mixed residential and industrial areas.
Belfast City Council would however wish to highlight to the Department that Article 8(1)a of the Environmental Noise Directive requires that action plans shall also aim to protect quiet areas against an increase in noise. A quiet area in an agglomeration is defined as ‘an area, delimited by the competent authority, for instance which is not exposed to a value of Lden or of another appropriate noise indicator greater than a certain value set by the Member State, from any noise source’. Although the Department’s industry noise action plan highlights that it will issue Policy Guidance on the identification and designation of quiet areas in due course, Belfast City Council would encourage the Department to progress this matter promptly in order to safeguard the health and wider wellbeing benefits conferred by existing quiet areas within Belfast.”
The Committee approved the foregoing responses to the draft noise action plans and noted that the plan relating to the George Best Belfast City Airport would, in due course, be submitted to the Council for consultation.
Celebrating Life Initiative – Mindfulness Event
The Head of Environmental Health informed the Members that the Belfast Strategic Partnership, in developing its Framework for Action for tackling life inequalities, had identified within its key priorities the need to address mental health and wellbeing within the City. It had been agreed that the Partnership should take action to identify opportunities to raise the level of emotional health and social wellbeing, both within and amongst communities.
She reported that the Council and the Belfast Strategic Partnership had, amidst growing concern around the problem of suicide and poor mental health in Belfast, organised in April 2012 a Celebrating Life conference. The event, which had been funded under the PEACE III Programme and led by the then Lord Mayor, Councillor Ó Donnghaile, had generated a greater awareness of the problem of suicide and had highlighted the level of support which was available to individuals, groups and communities. She reviewed the progress which had been achieved since that event, which had included the completion of a survey of over 130,000 households to obtain their views on health and wellbeing and on their broader family/social environment. The results of that exercise had formed the basis of the Department of Health, Social Services and Public Safety’s emerging emotional wellbeing and resilience strategy for Belfast and the Belfast Strategic Partnership was working to identify actions which would make a significant difference to the mental health of all communities across the City.
The Head of Environmental Health reported further that, as the next step in the process, the Council and the Belfast Strategic Partnership was proposing to host a ‘mindfulness’ community-based event in the City Hall on Thursday, 22nd August.
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She explained that mindfulness was regarded as being a recognised practice which was used to improve a person’s wellbeing. In being mindful of their everyday activities, a person could improve their physical and emotional wellbeing, reduce stress levels and promote a sense of calm. She provided an overview of the event, which would be led by the Lord Mayor, Councillor Ó Muilleoir, and pointed out that an invitation would be extended to all Members of the Council. The estimated cost of the conference would be between £3,000 and £4,000, which would be met by the Belfast Health Development Unit and the Council’s Good Relations Unit.
The Committee noted the information which had been provided and affirmed its support for the event.
Association of Port Health Authorities Annual General Meeting and Conference
The Committee was advised that the Association of Port Health Authorities, of which the Council was a Corporate Member, was a United Kingdom-wide organisation which had responsibility for implementing health controls at seas and airports. The Head of Environmental Health reported that, each year, the Association held its Annual General Meeting and Conference during the month of September. This year’s event would take place from 10th till 12th September in Newquay, Cornwall, and would provide delegates with an opportunity to meet and exchange information with those from other local authorities, central government, industry and commerce. In addition, speakers from a number of organisations would address delegates on a range of port health-related topics. The cost of attending the event would be approximately £1,050 per person.
She reported further that the Association of Port Health Authorities was overseen by an Executive Board, comprised of Elected Members and council officers, who were appointed for a two-year period. She reminded the Committee that, at its meeting on 8th June, 2011, it had agreed that the then Chairman (Councillor McCarthy) be nominated to serve on the Executive Board of the Association. She pointed out that Councillor McCarthy’s tenure would end at the Association’s Annual General Meeting in September and that nominations to the Executive Board were now being sought from councils. She pointed out that the next nominee would be required to attend up to four meetings per year, which usually took place in England, and that provision had been made within the revenue estimates for their attendance.
The Committee agreed that the Chairman, the Deputy Chairman, the Director of Health and Environmental Services and the Head of Environmental Health (or their nominees) be authorised to attend the Association of Port Health Annual General Meeting and Conference. The Committee agreed also that the Chairman (or his nominee) be nominated for election to the Executive Board of the Association, for a period of two years, ending in September, 2015.
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Building Control
Applications for the Erection of Dual-Language Street Signs
The Head of Building Control reported that the following applications to erect additional street nameplates in a language other than English had been received by the Council:
Street Name Second Street Name Language
Colligan Street, BT13 Sráid Uí Cholgan Irish
Dunlewey Walk, BT13 Siúlán Dhún Lúiche Irish
Malcolmson Street, BT13 Sráid Mhic Mhaolcholaim Irish
McQuillan Street, BT13 Sráid Mhic Uilín Irish
O Neill Street, BT13 Sráid Uí Néill Irish
Springview Walk, BT13 Siúlán Radharc Chluanaí Irish
Waterford Way, BT13 Bealach Phort Irish Láirge
He explained that, in accordance with Council policy, a survey of each street had been conducted which had indicated that in excess of two-thirds of the residents therein had been in favour of the additional nameplates. Accordingly, he sought approval for their erection.
The Committee granted the approval sought.
Provision of an Online Facility for Accessing Building Control Archives
The Committee was advised that the Building Control Service’s historical archive was a unique reference facility which held detailed drawings and information on buildings dating from 1861 which had been constructed within the Belfast City Council area. The records were accessed regularly by, amongst others, architects, geographers, genealogists, social historians and members of the public.
The Head of Building Control reminded the Committee that, at its meeting on 3rd October, 2012, it had agreed that a report be submitted to a future meeting setting out proposals for the provision of an online facility to access those archives. The Committee, at its meeting on 6th March, had considered a report which had been prepared by a digital archiving consultant on the mechanism and associated costs for delivering that facility and had agreed that the Building Control Service should undertake further work in that regard. He explained that the placing of the Service’s full archive online would be an expensive and time consuming task and that its usage would
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be unlikely to offset its development and running costs. It had been suggested that it would be more beneficial to place Building Control maps online, together with a set of digitised sample plans, and for a search engine to be provided which would enable customers to check if the Council held the information which they required. Twenty plans, consisting of churches, cinemas, libraries and schools, had been identified and digitised, which would form the initial sample of properties available to be viewed at no cost online.
He explained that an online version of the Service’s traditional archives search facility could be provided for those customers who were interested in a property for which there was no digitised image on the system. The Service was working with Information Services Belfast on issues such as design, online forms and methods of payment and would seek, through the Council’s Legal Services and Records Managers, to ensure that all potential legal issues were resolved prior to the service being placed online.
In terms of funding, the Head of Building Control reported that the installation cost of establishing an online search engine, as outlined, would be in the region of £30,000, with annual support costs of £5,000 per annum and a host and storage cost of £200 per month. A tendering exercise would, therefore, be required for the provision of that service. He pointed out that no provision had been made within next year’s budget for such expenditure and, therefore, it would be necessary to advise the Strategic Policy and Resources Committee of the unplanned expenditure. Alternatively, the Service could submit a bid to the Heritage and Lottery Fund seeking funding for the facility. In addition, the Service was proposing to review the £30 fee which was charged currently for an archive/property search, irrespective of whether the exercise was successful, to determine how it could be structured to include an online search.
The Committee affirmed its continued support for the development of an online facility for accessing Building Control archives and agreed that some of the costs of providing that service be recouped by charging a reasonable fee for the archive/property search and the provision of digitalised drawings. The Committee agreed that an application be submitted to the Heritage and Lottery Fund seeking funding for the project and that an update report on the scheme would be presented to a future meeting once the outcome of that submission had been determined.
Chairman
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Licensing Committee
Wednesday, 19th June, 2013
MEETING OF LICENSING COMMITTEE
Members present: Alderman Ekin (Chairman); the Deputy Lord Mayor Alderman Stalford; Aldermen McCoubrey and Rodgers; Councillors Attwood, M. E. Campbell, Cunningham, Groves, Hussey, Jones, Keenan, Lavery, Mallon, Ó Donnghaile, O’Neill, Reynolds and Spence.
In attendance: Mrs. S. Wylie, Director of Health and Environmental Services; Mr. T. Martin, Head of Building Control; Mr. J. Walsh, Legal Services Manager; Ms. N. Largey, Solicitor; and Mr. H. Downey, Democratic Services Officer.
Minutes
The minutes of the meetings of 7th and 15th May were taken as read and signed as correct. It was reported that those minutes had been adopted by the Council at its meeting on 3rd June, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee.
Declarations of Interest
No declarations of interest were reported.
THE COMMITTEE DEALT WITH THE FOLLOWING ITEMS IN PURSUANCE OF THE POWERS DELEGATED TO IT BY THE COUNCIL AT ITS MEETING ON 1st MAY, 2007 IN ACCORDANCE WITH STANDING ORDER 46
Licences Issued under Delegated Authority
The Committee noted a list of licensing applications which had been granted under the delegated authority of the Director of Health and Environmental Services.
Applications for the Grant of Seven-day Annual Indoor and Outdoor Entertainments Licences – The Mary Peters Track
The Committee was advised that applications had been received from the Council’s Parks and Leisure Department for the grant of Seven-day Annual Indoor and Outdoor Entertainments Licences in respect of the above-mentioned venue. The Director of Health and Environmental Services reported that an extensive refurbishment of the facility had been completed recently and that it would be utilised for the forthcoming World Police and Fire Games. It was the intention to use the Licences in order to host various events in support of the Games, with entertainment being provided from Monday to Sunday between the hours of 11.30 a.m. and 11.00 p.m.
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She reminded the Members that the Licences had, in the past, been issued under the Council’s Scheme of Delegation. However, the Committee, at its meeting on 21st November, 2012, had agreed, amongst other things, that in future all new applications for the grant of Outdoor Entertainments Licences be placed before it consideration.
She reported that no written representation had been received in relation to the grant of the Licences and that the Police Service of Northern Ireland had been consulted. The Council’s Environmental Protection Unit had no concerns regarding the applications. The Director confirmed that, should the Committee grant the Licences, the Building Control Service would, in advance of events taking place, consult with the organisers, the Parks and Leisure Department, the Environmental Protection Unit and relevant agencies, including the Northern Ireland Fire and Rescue Service and the Police Service of Northern Ireland, to ensure that all documentation was completed and that all safety and technical requirements were met.
Accordingly, it was
Resolved - That the Committee, in its capacity as Licensing Authority, agrees to grant Fourteen-day Annual Indoor and Outdoor Entertainments Licences in respect of The Mary Peters Track, subject to the inclusion of the following conditions:
(i) prior to any event taking place, the licensee or promoter will be required to demonstrate evidence of early consultation with local residents and have in place a robust system, to be agreed in advance with the Council, for dealing with complaints;
(ii) prior to any planned event, the licensee may apply to provide entertainment beyond 11.00 p.m. That request must be considered by the Licensing Committee and must be submitted at least three months in advance of the proposed event. The Committee will, in considering a request for additional hours, have regard to any previous noise issues which may have arisen; and
(iii) where a request is made to provide entertainment later than 11.00 p.m. on a number of nights, it should be noted that, should the Council receive a significant number of complaints regarding noise, or the complaint is of such significant impact, then the finishing time for subsequent events may be reduced, in which case the licensee or promoter should make contingency arrangements.
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Application for the Grant of a Seven-day Annual Outdoor Entertainments Licence – Ardoyne Fleadh, Holy Cross Boys’ Primary School, Brookfield Street
The Director of Health and Environmental Services informed the Committee that an application had been received for the grant of a Seven-day Annual Outdoor Entertainments Licence in respect of the above-mentioned venue. She explained that, to date, ten written representations had been received within the twenty-eight day statutory period for the receipt of objections and a further six had been submitted outside that timeframe. The submissions had highlighted issues relating primarily to noise, litter and crowd control. She pointed out that, under the provisions of the Local Government (Miscellaneous Provisions) (Northern Ireland) Order 1985, the Committee, in considering an application, must have regard to any representations which had been received within the twenty-eight day statutory period. However, where objections had been received beyond that period, the Committee could exercise its discretion and consider those objections, although it did not have a duty to do so.
The Committee agreed, in view of the nature of the objections which had been received and the proximity of the objectors to Holy Cross Boys’ Primary School, to exercise its discretion and consider all of the objections at a special meeting which was scheduled to take place on 26th June, to which the applicant, the objectors and/or their representatives would be invited to attend.
Application for Additional Hours – Belfast Harlequins, 45A Deramore Park
The Director of Health and Environmental Services submitted for the Committee’s consideration a report providing information on an application which had been received from Belfast Harlequins seeking to hold a family event on Saturday, 22nd June within a marquee at the club’s sports grounds. She reported that the club’s current Outdoor Entertainments Licence permitted entertainment to take place from Monday to Sunday from 11.30 a.m. till 11.00 p.m. within a marquee. Special conditions had been attached to the Licence in relation to the organisers dealing with any complaints arising from events and the action to be taken by the Council regarding future events, should complaints be received. The premises held also a Seven-Day Annual Indoor Entertainments Licence which permitted entertainment to be provided from Monday to Saturday till 11.00 p.m. and on a Sunday till 10.00 p.m. within the main building on the site.
She informed the Members that the applicant had sought authority to operate till 11.30 p.m. on the night of Saturday, 22nd June in order to accommodate a band which would be performing from 8.30 p.m. Since the application related to the extension of hours under an existing Licence condition, rather than varying the Licence, there was no requirement to advertise the application. The Police Service of Northern Ireland, as a statutory consultee, had offered no objection to the application.
The Director reported further that officers from the Building Control Service had undertaken a number of inspections of the premises whilst entertainment had been taking place and had identified no issues in terms of health, safety and welfare management. She pointed out that the Council’s Environmental Protection Unit had, in the past year, responded to four complaints of noise arising from an event being held
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within a marquee. Whilst that noise had been audible, it had not been at a level which had required action to be taken by the Unit. She added that the organiser of the forthcoming event had submitted an event management plan, including a background noise survey, which had been assessed by Council officers in order to ensure that all technical requirements were met. The organisers had written also to local residents advising them of the nature of the event and the proposed finishing time. To date, no objections or concerns had been raised by residents.
The Committee agreed, in its capacity as Licensing Authority, that the standard hours on the Seven-day Annual Outdoor Entertainments Licence for Belfast Harlequins be extended to enable entertainment to take place within a marquee till 11.30 p.m. on Saturday, 22nd June, 2013, subject to all technical requirements being met to the satisfaction of Council officers.
Application for Additional Hours – Polo in the City Event, Botanic Gardens
The Committee considered the undernoted report:
“1.0 Relevant Background Information
1.1 A request has been received, from Mencap Northern Ireland, to hold the Polo in the City event at Lower Botanic Gardens on Saturday 31st August 2013.
1.2 This one-day event is in its third year following its successful introduction in 2011 at Botanic Gardens. It is now regarded as being a highlight on the social and sporting calendar and is aimed at raising awareness and much needed funds for the charity which supports both children and adults with a learning disability living in Northern Ireland. Based on the success of the previous events, Mencap are confident of raising an estimated £70,000.
1.3 During the day, spectators will watch players from across Ireland and the UK participate in a series of polo matches and in the evening guests are invited to the post polo party.
1.4 In previous years, the event did not run beyond the standard hours of 11.00 p. m. but, following the success of the last two events, the organisers have requested permission to operate until 12.00 a. m. in order to maximise the event, improve the overall experience for those attending and provide additional value for money.
1.5 Members may be aware that a report was presented to the Parks and Leisure Committee on 9th May regarding the same event and the Committee recommended that it be approved.
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1.6 Members are advised that a Seven-day Annual Indoor Entertainments Licence for a marquee has been granted for Botanic Gardens and the standard days and hours during which entertainment may be provided are:
• Monday to Sunday: 11.30 a. m. to 11.00 p. m.
1.7 In addition, the following special conditions are attached to the licence:
1. Prior to any event taking place the promoters are required to demonstrate evidence of early consultation and have in place a robust system of dealing with any complaints which has been agreed in advance with the Council.
2. 28 days prior to the event the licensee may apply for additional hours. Extensions may be granted depending on any previous noise issues which may have arisen. Should the Council receive a significant number of complaints about noise or the complaint is of such significant impact, then the finishing time for subsequent events may be reduced and the promoter should make contingency arrangements for this eventuality.
2.0 Key Issues
2.1 The applicant has requested permission to run beyond 11.00 p.m. to 12.00 a.m on Saturday 31st August, 2013.
2.2 As this is not an application to vary the terms of the licence, but a request for Council’s permission to extend the hours under an existing licence condition, there is no requirement for public advertisement in this case.
2.3 The event will cater for an audience of 850 people. Tickets went on sale from Tuesday 4th June 2013.
2.4 The organiser will provide an Event Management Plan and Background Noise Survey which Officers of the Building Control Service and Environmental Protection Unit will assess to ensure the safety and technical requirements of the event are complied with.
2.5 The organisers will also write to each of the residents within the vicinity of the venue and provide them with information about the event and the desired finish time of 12.00am on the night proposed. The resident’s letter will not be issued until
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the Committee has considered the request for extended hours.
2.6 Representatives of Mencap and the Polo event will be available at the meeting should you wish to seek further information on these proposals.
2.7 PSNI The PSNI has been consulted in relation to the application and have no objection or concerns with the event. A copy of the PSNI response has been forwarded to Members.
2.8 NIFRS The Northern Ireland Fire and Rescue Service were also consulted and have no objection to the application. However, as with other agencies, they will be invited to a pre-event meeting and provided with relevant documentation in advance of any event consisting of entertainment held at the park
2.9 Health, safety and welfare issues Officers of the Building Control Service have carried out during performance inspections at previous events and have always found the organisers and their representatives to be professional in their approach and have had no issues with the health, safety and welfare management of the event during that time.
2.10 Noise issues The Environmental Protection Unit (EPU) has been consulted in relation to the request for late night entertainment for the event at Botanic Gardens and will evaluate the proposed Noise Management Plan when submitted.
2.11 EPU is supportive of all events aimed at improving the attractiveness and diversity of the City. They are committed to working with licensees to ensure these events are successful and to achieve a balance between the rights of residents, the event, the promotion of the city and the wider benefits to the local economy.
2.12 Where a request is made to the Licensing Committee for an event to finish beyond 11.00 p.m., Members are reminded of the requirements of the Clean Neighbourhoods and Environmental Act (Northern Ireland) 2011 which came into force in Northern Ireland on 1st April 2012.
2.13 Last year, the Noise Team did not receive any complaints about this event. An Officer from the Environmental
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Protection Unit will be available at the meeting to answer any queries Members may have in relation to noise issues.
3.0 Resource Implications
3.1 Financial
An Officer will be required to carry out an inspection at the event but this is catered for within existing budgets.
3.2 Human Resources
None
3.3 Asset and Other Implications
None
4.0 Equality and Good Relations Considerations
4.1 There are no equality or good relations issues.
5.0 Recommendations
5.1 Having considered this information and any representations received, the Committee is required, subject to all technical requirements being met, to:
1. agree that the proposed event on Saturday 31st August 2013 should be permitted to take place such that the standard hours of licence are extended from 11.00 p.m. to 12.00 am, or
2. refuse to extend the request for extended hours.”
The Committee agreed, in its capacity as Licensing Authority, that the standard hours on the Seven-day Annual Outdoor Entertainments Licence for Botanic Gardens be extended to enable entertainment to take place within a marquee till midnight on Saturday, 31st August, 2013, as part of The Polo in the City Event, subject to all technical requirements being met to the satisfaction of Council officers.
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Reconsideration of a Renewal of a Seven-day Annual Entertainments Licence/ Application for Additional Hours – Custom House Square
The Committee considered the undernoted report:
“1.0 Relevant Background Information
1.1 An application was received on 17 th April, 2013 from the Department for Social Development for the renewal of the Seven-day Annual Outdoor Entertainments Licence for Custom House Square.
Venue and Location Ref. No. Applicant Custom House Square WK/201300605 Mr Michael Pettigrew Belfast Wk/201300101 Dept.forSocial Development 4th Floor, Oxford House 49 - 55 Chichester Street Belfast
1.2 On that Entertainments Licence, the days and hours during which outdoor musical entertainment were permitted to be provided were:
• Monday to Sunday: 11.30 a. m. to 11.00 p. m.
1.3 Members will recall that, at your meeting on 17th April, the Committee heard representations from the licensee and the objectors to the application and, having considered all the matters, agreed to renew the Licence subject to the following condition:
• Entertainment is restricted to no more than three successive nights in any given seven day period, with exceptions being made for Bank and Public Holidays.
1.4 The Licensee was notified of the restrictions to the Licence following the meeting and subsequently by the Democratic Services Officer indicating their rights of appeal under the legislation. The Licensee did not appeal the decision and the time period for such an appeal has now elapsed.
1.5 At the time of the April Meeting, the Committee was assured that the nights as notified to the Council for the Belsonic event, planned for August this year, could be facilitated within the terms of the new licence.
1.6 It has now come to our attention that Belsonic had been planning two additional nights to those which were notified to the Committee in April and we understand that they are contractually committed to performers on these nights. We further understand that these obligations are substantial and
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irreversible. They have indicated to us that if these nights do not take place, it could not only threaten the viability of the Belsonic Event but also jeopardise the company which organises the event, with a subsequent loss of jobs. This obviously would impact significantly on the entertainments offering within the City.
1.7 In the light of this new information, Belsonic, with the agreement of the Licensee, has requested an opportunity to address the Committee in order that the decision may be revisited
1.8 Within this report is a further request from the organisers of Belsonic to provide entertainment beyond the standard hours of 11.00 pm to 12.00 am on Sunday 25 th August, which is the bank holiday weekend.
1.9 Members may recall that at your meeting on 17 th April 2013, you also considered a similar application from organisers of the Cathedral Quarter Arts Festival in relation to additional hours and granted them permission to run their events beyond 11.00 p. m. on 5 of the nights within a marquee at Custom House Square.
2.0 Key Issues
2.1 Request to Reconsider the Decision of 17 th April 2013
Under Standing Orders, the Licensing Committee has full delegated authority in relation to licensing decisions. However, there is a proviso that the Committee may reconsider any decision referred to it by the Director in consultation with the Legal Services Manager.
2.2 In this case, given the gravity of the matters at stake and having consulted with both the Legal Services Manager and the Chair of the Licensing Committee, it has been decided to bring this matter to your attention for further consideration. The basis for the review is the fact that the Committee was unaware of a material consideration at the time when it considered the application.
2.3 Request for additional hours
Additionally this year, organisers have requested permission for one night of the event programme to operate beyond 11.00 p m, which is the penultimate night of Sunday 25 th August, on the bank holiday weekend. The other remaining nights will end at 11:00pm.
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2.4 The organisers have advised that the bank holiday weekend of the festival (23 rd -25 th August) is regarded as some of the busiest evenings at Custom House Square and they anticipate more visitors from outside the City and further afield attending these events.
2.5 The organisers have also advised they require the additional hour to facilitate the late arrival of the headline act for the Sunday 25 th August event, which is regarded as a major exclusive. They also hope that the additional hour will provide their visitors with a memorable festival experience and value for money.
2.6 A copy of the proposed running order has been forwarded to Members.
2.7 As this is not an application to vary the terms of the licence, but a request for the Council to reconsider the previous decision and a grant permission to extend the hours under an existing licence condition, there is no requirement for public advertisement in this case.
2.8 As part of the request to hold an additional two nights of entertainment, the organisers have liaised with local residents and businesses in the vicinity of the venue to provide them with information about the proposed events, including the desired extended finish time of 12.00 am on the penultimate night of 25 th August. They have also highlighted to residents that both these matters are subject to approval by the Licensing Committee.
2.9 Additionally we have notified the objectors to the application in relation to both these situations and have invited them and the applicant to attend to make representation should you wish to reconsider the issue of additional nights and permission to go beyond 11.00 pm on 25 th August.
2.10 The organiser has provided a draft version of the Event Management Plan and has been requested to submit a draft background noise assessment which Officers of the Building Control Service and Environmental Protection Unit are currently assessing to ensure that all technical requirements will be met.
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2.11 PSNI
The Police has been consulted about both requests on the application and their views on these matters will be available at your meeting.
2.12 Noise Issues
The Environmental Protection Unit (EPU) has been consulted about the reconsideration of the application and the request for additional hours..
2.13 It is supportive of all events aimed at improving the attractiveness and diversity of the City and are committed to working with licensees to ensure these events are successful and to achieve a balance between the rights of residents, the event, the promotion of the City and the wider benefits to the local economy.
2.14 In relation to the request from Belsonic to add another two nights of entertainment to their running order, EPU notes that the nights in question will finish at 11.00 pm. However, they advise that these additional nights may also increase the potential for complaints relating to noise disturbance from the event.
2.15 EPU has confirmed that over the last two years the noise team received 15 complaints regarding the Belsonic Event and that no formal action was taken in relation to any of these complaints.
2.16 EPU are also concerned that the organisers have requested that one of their initial 7 nights of entertainment would now run beyond the 11.00 p m standard licence hours at Custom House Square could give rise to further complaints. They will closely monitor this under the Clean Neighbourhoods and Environment (NI) Act 2011.
2.17 The Committee may also wish to note that for the recent Cathedral Quarter Arts Festival, held from the 2 nd to 12 th May 2013, the Unit received a total of 7 complaints. On two out of these seven occasions, complaints were received after 11.00 pm. On the first occasion noise officers called to the event and in their opinion the noise levels observed from the event represented breaches of the Noise Act. A Warning Notice was subsequently served on the event organiser and the noise levels were then reduced to an acceptable level. A Warning Notice was deemed necessary on the second occasion but the event ended just before the Notice could be issued.
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2.18 An Officer from the Environmental Protection Unit will be available at the meeting to answer any queries Members may have in relation to noise issues . 3.0 Resource Implications
3.1 Financial
None.
3.2 Human Resources
None.
3.3 Asset and Other Implications
None.
4.0 Equality and Good Relations Considerations
4.1 There are no equality or good relations issues.
5.0 Recommendations
5.1 Firstly, Members are asked to determine if you wish to reconsider the application in light of the information now available.
5.2 If you do wish to reconsider the application, then taking into account the information presented and representations made in respect of it you are required to make a decision to either:
• amend your decision to restrict entertainment to no more than three successive nights in any given seven day period, with exceptions being made for Bank and Public Holidays, to cater for the two additional nights proposed for Belsonic, or;
• re-affirm your decision of 17th April to restrict entertainment to no more than three successive nights in any given seven day period, with exceptions being made for Bank and Public Holidays.
5.3 In the case that you refuse to reconsider the application or, having heard the representations, re-affirm your decision of 17th April there is no right of appeal. The extant licence will continue to remain in force.
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5.4 Secondly, in relation to the request for permission to run beyond 11.00 pm on 25 th August, and having considered this information and any representations received, you are then required to determine, subject to all technical requirements being met:
• If the proposed event taking place on the 25 th August 2013 should be permitted to take place beyond the standard hours of licence and, if so;
• An appropriate finishing time for the proposed extended night of the event.
5.5 In the case that you refuse to grant additional hours, there is no right of appeal.”
The Head of Building Control outlined the circumstances surrounding the request which had been received from Belsonic inviting the Committee to reconsider its decision of 17th April, with a view to enabling the promoter to provide entertainment on two additional nights in order to fulfil contractual obligations to two acts who had been booked prior to that Committee meeting. He explained that, whilst the Council had delegated decision-making powers to the Licensing Committee, it could reconsider any decision referred to it by the Director of Health and Environmental Services, in consultation with the Legal Services Manager, in cases where it had been unaware of a material consideration when arriving at a decision.
After discussion, the Committee agreed, in view of the information which had been made available subsequently by Belsonic, to reconsider that part of its decision of 17th April stipulating that entertainment should be restricted to not more than three successive nights in any given seven-day period, with exceptions being made for Bank and Public Holidays.
The Head of Building Control reported that the objectors to the initial application had been advised of both the request for two additional nights and to extend till midnight the finishing time of the event which was taking place on 25th August. The objectors had requested an opportunity to address the Committee in that regard and, accordingly, Mr. M. McCaffrey and Mr. I Sheard were admitted to the meeting.
Mr. McCaffrey informed the Members that he owned an apartment within the Custom House Residence and was on its Management Board. He expressed surprise that the matter was being considered again, particularly, since the Department for Social Development had not appealed the Committee’s decision of 17th April. He explained that the Belsonic festival had, over the years, grown from a three to a ten-day event and that it created difficulties for local residents, especially in terms of noise nuisance. During the festival, sound levels in excess of seventy decibels had been recorded in his apartment, which made it difficult to engage in a normal conversation. He reminded the Members that the Council was keen to encourage residential living within the City centre and pointed out that that was at odds with the Committee’s decision to licence large scale events within locations such as Custom House Square. Mr. McCaffrey confirmed
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that the objectors would be content to accept the additional two nights being sought by Belsonic for this year’s event if, in future years, it was restricted to three days or held in an alternative venue.
In response to the point which had been raised by Mr. McCaffrey regarding the need for the Committee to reconsider its decision of 17th April, the Legal Services Manager advised him that there was provision for that within the Council’s Standing Orders. The matter had been referred back for reconsideration as the Committee had not been aware of a material consideration when arriving at its decision.
Mr. Sheard explained that he was also a member of the Custom House Square Residence Management Board. He expressed the view that Custom House Square was wholly inappropriate for events such as the Belsonic festival and that it was more suited to arts festivals and similar events, where there was less potential for disturbance to local residents. He accepted that the festival played an important role in the City’s events calendar and requested that, should the Committee be minded to grant the additional two days for this year, it should recommend that, in future, the number of days be reduced or it be moved to another location.
Mr. McCaffrey and Mr. Sheard thanked the Committee for receiving them and retired from the meeting.
Mr. D. McLaughlin and Mr. M. Pettigrew, representing the Department for Social Development, the licensee of Custom House Square, together with Mr. P. Donaldson and Mr. A. Simms from Belsonic, were admitted to the meeting and advised of the points which had been raised by the objectors.
Mr. Pettigrew informed the Committee that the Department for Social Development fulfilled an important role in the regeneration of the City and highlighted the economic benefits to be derived from holding events such as the Belsonic festival. He explained that the Department had not been made aware of Belsonic’s request to operate on two additional nights until after the Committee meeting on 17th April. Having been advised that Belsonic had committed financially to the acts which would perform on those nights, the Department was fully supportive of the matter being brought back to the Committee for further consideration.
Mr Simms reported that, since the launch in 2008 of the Belsonic festival, it had attracted in excess of 180,000 patrons and had generated an estimated £4 million for the local economy. He explained that representatives of Belsonic and the Department for Social Development had met in March to discuss the forthcoming Festival and that the Department had been advised that seven shows had been confirmed and that there would be one or two additional events. By the time the Committee meeting had taken place on 17th April, Belsonic had already committed to those two events, at a cost of $175,000. It had not at any time within the twenty-one day appeal period been advised by the Department for Social Development of the restrictions which had been placed by the Committee on the festival. He pointed out that, should the Committee not agree to grant the two additional nights, it would leave Belsonic financially vulnerable and could lead to a loss of jobs and one of Belfast’s key summer events.
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Mr. Simms outlined the extent of the work which had been undertaken to address any disruption to local residents and businesses arising from the Belsonic festival. He highlighted the fact that the number of nights for which Belsonic had sought to operate beyond 11.00 p.m. had been reduced from six in 2010 to only one in 2013. Other measures had included the installation of a new sound system, revising the times in which sound checks were carried out, utilising silent generators and employing security staff to prevent anti-social behaviour. Residents and businesses had been provided with details well in advance of the various events which would be taking place over the course of the festival and had been given contact details for the promoter, should any issues arise. He added that Belsonic worked closely with statutory bodies such as the Council, the Police Service of Northern Ireland and the Department for Social Development, both before and after the festival, to address any issues.
In response to a number of questions from the Members, Mr. Simms confirmed that a minimum of eight nights would be required by Belsonic in order to make the festival economically viable. In terms of moving it to another venue, possibly outside the City centre, he explained that Custom House Square provided an impressive performance space and that it was well served in terms of infrastructure, hotels, restaurants and taxi services. He added that he had received several letters of support from residents in surrounding apartments commending the event.
The Chairman thanked the delegation for their contribution and they retired from the meeting.
After discussion, the Committee agreed, in its capacity as Licensing Authority, to amend its decision of 17th April to grant the renewal of the Seven-day Annual Entertainments Licence for Custom House Square, to provide that:
(i) entertainment be restricted to no more than three nights in any given seven-day period, with an exception being made for Bank or Public Holidays when an additional night will be permitted in that seven-day period; and
(ii) for the 2013 Belsonic Festival, two additional nights of entertainment may be provided on Tuesday, 20th and Wednesday, 21st August, in addition to the standard restriction relating to the provision of entertainment in any seven-day period.
The Committee agreed also:
(i) to permit entertainment till midnight on Sunday, 25th August; and
(ii) that a letter be forwarded to the Department for Social Development requesting that it put in place an effective policy for the management of events taking place within Custom House Square.
Application for Additional Hours – Féile an Phobail Event, Falls Park
The Committee was advised that an application had been received from the organisers of Féile an Phobail seeking to hold an eleven-day music event from Thursday, 1st till Sunday, 11th August within a marquee in the Falls Park. The festival,
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which had been established in 1988, was now regarded as being one of the largest community events in Europe. The Head of Building Control reported that the Council’s Parks and Leisure Department currently held a Seven-day Annual Outdoor Entertainments Licence and a Fourteen-day Occasional Indoor Licence for the Park, which were transferred to promoters for the duration of their events. Entertainment was permitted to take place from Monday till Sunday from 11.30 a.m. to 11.00 p.m. both outdoors and within the marquee. Special conditions had been attached to the Licences in relation to the organisers dealing with any complaints arising from events and the action to be taken by the Council regarding future events, should complaints be received.
He informed the Members that this year’s Féile an Phobail festival was affiliated to the World Police and Fire Games, which would be taking place in the City during the period of the festival. The organisers of the event had sought authority to operate till 1.00 a.m. on the nights of 2nd, 3rd, 5th, 7th, 8th, 9th and 10th August and till midnight on 4th and 11th August. He pointed out that, since the application related to the extension of hours under an existing Licence condition, rather than varying the Licence, there was no requirement to advertise the application. Neither the Northern Ireland Fire and Rescue Service nor the Police Service of Northern Ireland, as statutory consultees, had objected to the granting of the additional hours.
The Head of Building Control reported further that officers from the Building Control Service had, in the past, undertaken inspections of several events which had been organised by Féile an Phobail whilst entertainment had been taking place and had identified no issues in terms of health, safety and welfare management. He pointed out that the Service had now received a copy of the event management plan and other relevant documentation and was liaising currently with the organisers to ensure that all issues were addressed. The organisers had, through a series of meetings, consulted extensively with residents in the vicinity of Falls Park and had advised that no concerns had been raised as a result. In addition, the Building Control Service had received no complaints from residents.
He informed the Committee that the Council’s Environmental Protection Unit had responded to four complaints of noise arising from last year’s event, three of which had been received beyond 11.00 p.m. No formal action had been taken by in relation to those complaints. Whilst the Unit had highlighted concerns around the cumulative impact of consecutive nights of late entertainment and the potential for loss of sleep for residents, it was working with the organisers to agree a suitable noise assessment and noise management plan which would ensure that the festival did not cause unreasonable disturbance to commercial and residential premises.
The Committee agreed, in its capacity as Licensing Authority, that, subject to all technical requirements being met to the satisfaction of Council officers, the standard hours on the Fourteen-day Occasional Indoor Entertainments Licence for the Falls Park be extended to enable entertainment to take place within a marquee, as follows:
(i) on Friday 2nd, Saturday 3rd, Monday 5th, Wednesday 7th, Thursday 8th, Friday 9th and Saturday 10th August, 2013, till 1.00 a.m. and
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(ii) on Sunday 4th and Sunday 11th August, 2013 till midnight.
The Committee agreed also that, should the Council receive a significant number of complaints regarding noise from the Féile an Phobail event, or the complaint is of such significant impact, that authority be delegated to the Director of Health and Environmental Services, in consultation with the Legal Services Manager, to reduce the finishing time for subsequent events, in which case the licensee or promoter should make contingency arrangements.
Application for the Variation of a Seven-day Annual Entertainments Licence – Filthy McNasty’s, 41-45 Dublin Road
(Mr. S. Leonard, Environmental Health Manager, attended in connection with this item.)
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 An application was received on 10th April 2013 from Bachus Inns Limited for the variation of a Seven-day Annual Entertainments Licence for Filthy McNasty’s based on the Council’s standard conditions to provide music, singing, dancing or any other entertainment of a like kind.
Premises and Location Ref. No. Applicant Filthy McNasty’s WK/201300561 Bachas Inns Limited 41–45 Dublin Road 45 Dublin Road Belfast, BT2 7HD Belfast, BT2 7HD
1.2 The director of Bachus Inns Limited is Mr Paul Langsford, who is also the licensee for El Divino, May’s Meadow.
1.3 Members are reminded that, at your meeting on 15th May, the Committee deferred consideration of a variation application to extend the hours during which entertainment may be provided on a Sunday until 3.00 a. m. to allow for a revised noise impact assessment to be submitted by the applicant to the satisfaction of Council officers.
1.4 Due to the lateness of its submission, Council officers had been afforded little opportunity to review the noise impact assessment document in detail. However, it was apparent that the assessment had been undertaken on a Friday night rather than a Sunday night, which made comparisons difficult, and more detailed information was required on noise levels from music and its impact upon the adjacent apartment block.
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1.5 Members are also reminded that, at your meeting on 20th February 2013, the Committee granted a variation application to extend the hours during which entertainment may be provided on a Thursday to Saturday until 3.00 a m for the first floor only. The application under consideration at that meeting being for a 3.00 a. m. licence for seven nights.
1.6 This decision was taken following consideration of representations from local residents, from the applicant, Mr Langsford, and his associate Mr McGarry, who confirmed they envisioned operating to 3.00 a. m. initially on Thursday, Friday and Saturday nights only.
1.7 Members may recall that following this decision the applicant lodged an appeal against the refusal to extend the hours of entertainment on a Sunday night/Monday morning, stating that their business model was based on operating to 3.00 am on a Sunday night. However, at your meeting on 17th April, Members were advised that the appeal had been withdrawn.
1.8 The areas of the premises currently licensed to provide entertainment are:
• Filthy McNastys, ground floor, with a maximum capacity of 60 persons
• Gypsy Lounge, first floor, with a maximum capacity of 300 persons.
1.9 The days and hours during which the premises are currently licensed to provide entertainment on the ground floor are:
• Monday to Saturday: 11.30 a. m. to 2.00 a. m. the following morning, and
• Sunday: 12.30 p. m. to 12.00 midnight
1.10 The days and hours during which the premises are currently licensed to provide entertainment on the first floor are:
• Monday to Wednesday: 11.30 a. m. to 2.00 a. m. the following morning,
• Thursday to Saturday: 11.30 a. m. to 3.00 a. m. the following morning, and
• Sunday 12.30 p. m. to 12.00 midnight
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1.11 The premises operates as a public house with low key entertainment provided in the form of individual or small groups of acoustic musicians from Tuesday to Sunday inclusive on the ground floor. In the nightclub on the first floor entertainment is provided on Thursday, Friday and Saturday in the form of DJ's occasionally supplemented by live performers such as saxophonists, percussionists and violinists.
1.12 The nature of the variation is to amend the hours during which entertainment may be provided on the first floor on a Thursday and Sunday night, as follows:
• Monday to Thursday: 11.30 a. m. to 2.00 a. m. the following morning,
• Friday and Saturday: 11.30 a. m. to 3.00 a. m. the following morning and
• Sunday: 12.30 p. m. to 3.00 a. m. the following morning
i.e. the change being to return to 2.00 a. m. on Thursday nights and increase Sunday nights to 3.00 a. m.
1.13 The hours in relation to the ground floor will remain unaltered.
1.14 Members are advised that Filthy McNastys is also licensed to provide outdoor entertainment, in the area known as the Secret Garden, which has a maximum capacity of 240 persons.
1.15 The days and hours during which this area is licensed to provide entertainment is:-
Monday to Saturday: 11:30 a. m. to 1:00 a. m.
Sunday: 12:30 p. m. to 12:00 midnight
1.16 Representations have been received as a result of the public notices of the application.
2 Key Issues
2.1 Reasons for the variation
The licensee has stated that the variation to extend the permitted hours is required for the following reasons:
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1. The 3.00 a. m. extension, if agreed, would allow them to open the Gypsy Lounge on a Sunday night, compete with others similar venues in the area and increase revenue
2. Filthy McNastys has helped towards bringing the Dublin Road back to what it once was but they need to be able to compete on a level playing field to have any chance of doing this.
3. Since the start of the flag protests in December 2012 business has been difficult especially along the Dublin Road as Shaftsbury Square became a flash point area.
4. Even now, 4 months later, custom has still not returned to what it was and as a business they need to think of ways of increasing turnover so that they can try and recoup some of their losses over this period.
5. At the Committee meeting on 20th February 2013, they mistakenly stated that they would be happy to settle for a 3.00 a. m. extension on Thursday, Friday and Saturday nights only.
6. Opening Sunday nights at The Gypsy Lounge is an integral part of their business plan and they can only hope that their mistake at the original Committee meeting will not count against them.
2.2 A copy of an email from the applicant outlining the reasons for making the variation application has been forwarded to the Committee.
2.3 Objections
To date, a total of 13 objections have been received against the application.
2.4 A letter of objection has been lodged from a resident of the nearby Shaftesbury Court apartments on Marcus Ward Street. The letter contains 11 names of residents of the apartment block. One of the residents noted on the letter did not reply. The remaining 10 residents confirmed that they gave permission for their inclusion in the letter, of which 6 signed the letter, including their main representative and 4 were received by email.
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2.5 In addition to this, 3 e-mails were received from other residents confirming their support for the objection letter.
2.6 The objection primarily relates to the concern that residents are already disturbed on Thursday, Friday and Saturday nights until 2.00am and an extra hour for these 3 nights is more bearable than losing their quietest night of the week, i.e. Sunday night when there is barely any noise disturbance to residents.
2.7 A copy of the letter of objection has been forwarded to Members and the applicant has also been advised of the nature of the objections.
2.8 A deputation representing the objectors has been invited to attend your meeting so that you may hear their representations relating to the application.
2.9 PSNI
The Police Service of Northern Ireland has been consulted and has no objection to the application. They have been made aware of the nature of the objections and a copy of their response letter is appended to this report for your information.
Health, safety and welfare inspections
2.10 Since May 2012, a total of 5 during performance inspections have been carried out in the premises by Officers from the Building Control Service regarding the provision of both outdoor and indoor entertainment. Each inspection revealed that the conditions of licence were being adhered to and that the management of the premises was satisfactory.
Noise issues
2.11 The Environmental Protection Unit (EPU) has confirmed that, within the past 12 months, they have received 2 complaints from residents of Shaftesbury Court, Marcus Ward Street relating to the Outdoor Entertainments Licence at the premise. However, there have been no complaints received in relation to the indoor Entertainments Licence.
2.12 The Night Time Noise Team met with Ray Gaston from FR Mark and Associates at 00:05 hrs on Sunday night/Monday morning on the 2 nd /3 rd June 2013 to undertake the noise assessment at Filthy McNastys. The sound system was turned on inside the Gypsy Lounge at 01:00 hrs and
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measurements with music playing were undertaken in both Filthy McNastys and Apartment 10, Shaftesbury Court Apartments.
2.13 In the officers subjective opinion, the level of noise witnessed during the sound test (95dB in the Gypsy Lounge) would not cause sleep disturbance to anyone using the apartment as the music was very faint between traffic noise with the window open and inaudible with the window closed.
2.14 The Night Time Noise Team findings of the noise assessment are appended to this report for your information along with the acoustic report by Rey Gaston from FR Mark and Associates.
Licensee
2.15 The applicant and/or his representatives will be available to discuss any matters relating to the variation of the licence should they arise during your meeting.
3 Resource Implications
3.1 Financial None.
3.2 Human Resources None
3.3 Asset and Other Implications None.
4 Equality and Good Relations Considerations
4.1 There are no relevant equality or good relations issues.
5 Recommendations
5.1 Taking into account the information presented and the representations received you are required to consider the application for the variation of this licence and to:-
1. approve the variation application to amend the hours during which entertainment may be provided on the first floor on Sunday to 3:00 a m the following morning and on Thursday to 2.00 a m the following morning, or
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2. approve the variation application with special conditions; in addition to the standard conditions, or
3. refuse the application for the variation of the licence.
5.2 If the application is refused, or special conditions are attached to the licence to which the applicant does not consent, then the applicant may appeal the Council’s decision within 21 days of notification of that decision to the County Court. Should you refuse to vary the licence as requested, and the applicant decides to appeal, the licence will continue with its present conditions until the Appeal is determined.”
The Committee was advised that Ms. F. Nicol, representing the objectors to the application, was in attendance and she was admitted to the meeting.
Ms. Nicol informed the Members that she represented eleven of the twenty occupants of the Shaftesbury Court apartments on Marcus Ward Street, which faced Filthy McNasty’s. She highlighted the difficulties which were faced by those occupants in terms of noise from that premises and made the point that they were opposed to the current Entertainments Licence being varied to permit entertainment, primarily in the form of live music, to take place till 3.00 a.m. on a Sunday night, as that night provided them with a respite from the disturbance which they experienced on other nights of the week.
She voiced concern at the assertion which had been made that none of the surveys which had been conducted within the Shaftesbury Court apartments had identified issues with noise emanating from Filthy McNasty’s. Residents were of the view that noise levels were increasing steadily and, over the summer months, many of them were unable to open their balcony doors due to noise. She explained that many of the taxi and fast food businesses on the Dublin Road ceased trading at an earlier hour on a Sunday night and expressed the view that, should Filthy McNasty’s be permitted to operate till 3.00 a.m., it would not only generate additional noise from patrons but would provide those businesses with an excuse to remain open to a later time.
Ms. Nicol reported that she had met, on behalf of the residents of the apartments, on 23 rd January with the operators of Filthy McNasty’s to discuss issues relating to that premises and expressed her disappointment that, at no time during that meeting, had they made her aware of their intention to expand their operating hours to include a Sunday night. She concluded by requesting the Committee to respect the rights of those residents living in close proximity to Filthy McNasty’s and to restrict the hours of entertainment to those which had been agreed previously.
The Chairman thanked Ms. Nicol for being in attendance and she retired from the meeting.
The Environmental Health Manager informed the Committee that, subsequent to its meeting on 10 th April, the Council’s Night Time Noise Team had, in the early hours of
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Monday, 3rd June, undertaken, in conjunction with the applicant’s noise consultant, a noise assessment of Filthy McNasty’s. The applicant had arranged for music to be played within the Gypsy Lounge and readings had been taken both within the premises and an apartment in the Shaftesbury Court complex. Those had determined that there had been only a minimum level of noise breakout and that that would be unlikely to cause sleep disturbance. He added that more noise was being generated by traffic and, since the premises were not operating, no measurement of disturbance from patron dispersal could be obtained.
Mr. P. Langsford, the applicant, together with Ms. K. Mairs, his legal representative, were admitted to the meeting and advised of the objections relating to the application.
Mr. Langsford informed the Members that licensed premises, like other businesses across the City, were operating currently under challenging economic conditions. He explained that Filthy McNasty’s employed around forty staff at present and that, in order to secure those jobs and move the business forward, he was continually having to identify new ways of generating income. To that end, he had applied initially to vary the Entertainments Licence to enable him to provide entertainment on each night of the week till 3.00 a.m., although it had been envisaged that, in the first instance, it would be required only from Thursday through to Sunday nights. However, at the Committee meeting on 20th February, his colleague, who had no experience of such meetings had, inadvertently, indicated that he would be agreeable to the operating hours being extended till 3.00 a.m. on Thursday, Friday and Saturday nights only. The Committee had granted the variation of the Entertainments Licence on that basis.
He reported that he was now seeking to vary the Licence to enable the Gypsy Lounge to operate till 3.00 a.m. on a Sunday night in order to cater for demand from patrons wishing to avail of entertainment to that time and was willing to close one hour earlier on a Thursday night. He stressed that the operation of the Gypsy Lounge to that time was an integral part of the premises’ business plan and would enable the business to operate on an equal commercial footing with others in the area.
In terms of the objections which had been raised, he advised the Members that, since the Gypsy Lounge had opened in 2012, only one complaint of noise had been received, which had related to another part of the premises. The Council’s Night Time Noise Team had carried out eight inspections of the premises, two of which had related to the Gypsy Lounge. None of those eight inspections had highlighted any issues regarding noise. In addition, he had commissioned consultants to conduct two noise impact assessments of the Lounge. Those had indicated that noise from the premises was inaudible and that street noise was the most prevalent form of noise.
In response to a number of questions from the Members, Mr. Langsford confirmed that he was a keen advocate of the ‘Back in Belfast’ campaign and made the point that the initiative should apply equally to a Sunday night. He outlined the measures which had been put in place at another premises which he operated in the City, namely, El Divino, to address issues such as patron dispersal, including the provision of sufficient taxis. He confirmed that he would be willing to put similar measures in place
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for Filthy McNasty’s and to work with local residents to address any other concerns. He concluded by stating that, as a goodwill gesture, he would be willing to agree to the hours being sought for the Gypsy Lounge being amended to 2.00 a.m.
Mr. Langsford and Ms. Mairs were thanked by the Chairman and they left the meeting.
After discussion, it was
Moved by the Deputy Lord Mayor, Alderman Stalford, Seconded by Councillor Reynolds,
That the Committee agrees, in its capacity as Licensing Authority, to affirm its decision of 20 th February to grant a variation of a Seven-day Annual Entertainments Licence for Filthy McNasty’s, 41-45 Dublin Road, on condition that the extension of hours during which entertainment may be provided in the Gypsy Lounge be from 11.30 a.m. till 3.00 a.m. on Thursday, Friday and Saturday nights only.
Amendment
Moved by Councillor O’Neill, Seconded by Councillor Attwood,
That the Committee agrees, in its capacity as Licensing Authority, to grant a variation of a Seven-day Annual Entertainments Licence for Filthy McNasty’s, 41-45 Dublin Road, on condition that the extension of hours during which entertainment may be provided in the Gypsy Lounge be from 11.30 a.m. till 2.00 a.m. on a Thursday night, from 11.30 a.m. till 3.00 a.m. on Fridays and Saturdays nights and from 12.30 p.m. till 2.00 a.m. on a Sunday night, with the arrangement being reviewed as part of the process for the renewal of the Entertainments Licence, which was due to expire in November, 2013.
On a vote by show of hands nine Members voted for the amendment and eight against and it was accordingly declared carried.
The amendment was thereupon put to the meeting as the substantive motion, with nine Members voting for and seven against and it was accordingly declared carried.
Application for the Renewal and Variation of a Seven-day Annual Outdoor Entertainments Licence – King’s Hall Complex
The Committee considered the undernoted report:
“1.0 Relevant Background Information
1.1 An application was received on 19th December 2012 from Mr. Colin McDonald for the renewal of a Seven-day Annual Entertainments Licence for the Kings Hall, based on the Council’s standard conditions to provide outdoor musical
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entertainment. Subsequently, on 30th May 2013, an application was received for the variation of the Licence.
Venue and Licence Ref. No . Applicant Kings Hall, Outdoor WK/201201979 Mr Colin R. McDonald Balmoral Showgrounds RUAS, Kings Hall, Lisburn Road, BT9 6GW
1.2 The days and hours during which outdoor musical entertainment is permitted to be provided are: Monday to Sunday: 11.30 a. m. to 11.00 p. m.
1.3 Members may recall that, as a result of objections to the renewal of the licence in 2010, the application was considered by the Licensing Committee on 11th February 2011. After consideration the Committee agreed to grant the Licence with the following special conditions:
I. the licensee is required, at least one month in advance of any event, to submit a suitable noise assessment and noise management plan. The noise assessment must be completed by a suitably qualified and experienced noise control consultant and demonstrate that noise from the event will not cause unreasonable disturbance to nearby residential properties.
II. outdoor dance music, rave type events are prohibited
III. any outdoor event is limited to a maximum five hour duration and must end by 11.00 p m.
IV. the maximum number of outdoor events per annum is limited to twelve.
1.4 Occupancy figures are determined and agreed by the Building Control Service depending on individual concert set-up arrangements. Generally the outdoor events held previously have catered for between 25,000 and 30,000 people.
Nature of variation now under consideration
1.5 The nature of the variation applied for is to extend the permitted hours during which entertainment may be provided from 11.00 p. m. to 11.30 p. m. on 20th July 2013 only.
1.6 The applicant has confirmed that the reason for this variation is to facilitate the forthcoming Bruce Springsteen concert.
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The promoter has advised that, whilst they fully intend to finish the concert by 11.00 p. m., there have been previous occasions when Springsteen concerts ran beyond the designated time due to the artist wanting to provide full value for money for the audience.
1.7 The variation is merely precautionary for this particular event to avoid any potential breach of the Entertainment Licence conditions should the event run beyond the standard time.
2.0 Key Issues
2.1 Members are reminded that the normal process for dealing with Entertainments Licence renewal applications which are not the subject of objections, is that the Director of Health and Environmental Services will grant the licence as provided for in the Council’s Scheme of Delegation. However, at your meeting on 21st November, 2012, you agreed that all future applications for outdoor entertainment which relate to major events be brought before Committee for your consideration.
2.2 Bruce Springsteen
The Bruce Springsteen concert is planned to take place on Saturday 20th July and the promoter for the event is Aiken Promotions.
2.3 27,000 tickets have been made available for the event with entertainment planned to commence at 7.30 p.m. and finish at approximately 11.00 p. m.
2.4 The promoter has extensive experience of organising outdoor events and has organised many other events at this location such as Pink and JLS.
2.5 Representations
To date, no written representation has been lodged as a result of the public notices of the applications. The 28-day statutory objection period for the renewal application has expired; however, the 28 day statutory objection period will not expire until 27th June in relation to the variation application.
2.6 In the event of an objection being received to the variation application the Service will inform the Committee through the usual procedures however, given the timing of the application, it will not be possible to consider those
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objections and make a decision in relation to the variation until after the Springsteen concert has taken place. This means that any decision to grant the variation must be subject to no objections being received. If objections are received, the entertainment will cease at 11.00 p.m.
2.7 PSNI
The PSNI has been consulted about the application for the renewal of the licence and have advised that as the promoter for the event is very reputable, experienced in their field and to date have included police in all of their planning meetings they have no concerns at this stage.
2.8 As with all such events, a series of detailed planning meetings will be held, some of which have begun, to look at traffic management, transport and any wider operational policing issues.
2.9 Further information from the PSNI will be available at your meeting in respect of the variation application.
2.10 NIFRS
The Northern Ireland Fire and Rescue Service, as with other agencies, will be invited to a pre-event meeting and provided with all relevant documentation in advance of this and any other proposed concert.
2.11 Health, safety and welfare issues
Officers of the Service have been extensively involved with outdoor events held at the venue and also run by the promoter at other venues. We have experienced no difficulties with either the licensee or event organiser when carrying out during performance inspections and noted no incidents of significance relating to the health, safety or welfare at the events.
2.12 Noise Issues
Environmental Protection Unit (EPU) is supportive of all events aimed at improving the attractiveness and diversity of the City. It is committed to working with licensees to ensure these events are successful and to achieve a balance between the rights of residents, the event, the promotion of the city and the wider benefits to the local economy.
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2.13 EPU has reviewed a report submitted by the acoustic consultant on behalf of Aitken Promotions. The acoustic report identifies a noise limit to be met at noise sensitive premises in the area. The identified limit is in line with the Code of Practice on Environmental Noise Control at Outdoor Concerts.
2.14 The acoustic report states that the organiser will endeavour to meet the agreed noise limit and advises that a sophisticated sound system will be used at the event which will be capable of ensuring the guideline limit is achieved. However, it will not be possible to verify this until the sound test is carried out once the event has been set up.
2.15 Members should also recognise that noise generated by large scale outdoor concerts is likely to lead to some level of disturbance for local residents. Even if guideline levels are met there is no guarantee that complaints will not be received. Conversely, if a recommended level is exceeded this may not necessarily lead to complaints as people may be prepared to tolerate the event because it will only last for a limited period of time.
2.16 It is, therefore, important that all reasonable steps are taken to raise awareness about an event in advance of it taking place and also to have a robust mechanism in place to deal with complaints should they arise. These measures also form a vital part of the noise management plan being developed for this event.
2.17 The promoter has confirmed that the company will be undertaking awareness raising measures in the coming weeks, which will be primarily targeted at those living in the immediate vicinity of the venue, along with wider publicity for the event, given that the noise from larger concerts may be heard up to 15 miles away depending on the weather conditions on the night.
2.18 It is therefore suggested that if Members are minded to grant this application that you consider amending the existing special condition outlined in paragraph 1.3 (I) such that it reads as follows:
• the Licensee is required, at least one month in advance of any event, to submit a suitable noise assessment and noise management plan. The noise assessment must be completed by a suitably qualified and experienced noise control consultant and demonstrate that noise from the event will not cause
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unreasonable disturbance to nearby residential properties. The plan shall be agreed to the satisfaction of the Council and failure to comply with the requirements set down in it shall be considered to be a breach of the licence conditions.
2.19 The EPU has also been consulted in relation to the applicant’s request to vary the condition of the King’s Hall Outdoor Licence for the event to finish after 11.00 p m on 20th July, 2013.
2.20 It is the experience of the EPU that there is an increased likelihood of noise complaints after 11.00 p. m. Given the noise levels that are expected throughout the duration of the event, should noise complaints be received after 11.00 p. m., noise officers will investigate and take action under the Noise Act, if appropriate.
2.21 An officer from The Environmental Protection Unit will be available at your meeting to advise on any concerns regarding the proposed event and any potential noise impact it may have on nearby residents.
2.22 Representatives of the applicant will be available at the meeting should you wish to seek further information on their proposals.
3.0 Resource Implications
3.1 Financial
Officers will be required to carry out inspections at both events but this is catered for within existing budgets.
3.2 Human Resources
None.
3.3 Asset and Other Implications
None.
4.0 Equality and Good Relations Considerations
4.1 There are no equality or good relations issues.
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5.0 Recommendations
5.1 Taking into account the information presented and any representations made in respect of the applications you are required to make a decision to either:
1. approve the application for the renewal of a 7-day annual outdoor licence, or
2. approve the application with special conditions as set out in paragraph 2.18 of this report, or
3. refuse the application for the renewal of the licence.
5.2 Additionally you may also either :
4. approve the application for the variation of the licence to extend the permitted hours during which entertainment may be provided from 11.00 p. m. to 11.30pm subject to no objections being received in relation to the application within the statutory 28-day period, or
5. approve the application with special conditions subject to no objections being received in relation to the application within the statutory 28 day period, or
6. refuse the application for the variation of the licence.
5.3 If an application is refused, or special conditions are attached to the licence to which the applicant does not consent, then the applicant may appeal the Council’s decision within 21 days of notification of that decision to the County Court. In the case that you refuse to renew the licence or refuse to grant the variation and the applicant subsequently decides to appeal entertainment may be provided in accordance with the terms of the current licence until any such appeal is determined.”
After discussion, the Committee agreed, in its capacity as Licensing Authority, to grant a renewal of a Seven-day Annual Outdoor Entertainments Licence in respect of the King’s Hall Complex, subject to the amendment of the special condition on the current Licence, as set out within point 1 of paragraph 1.3 of the report, to reflect that:
• the licensee is required, at least one month in advance of any event, to submit a suitable noise assessment and noise management plan. The noise assessment must be completed by a suitably qualified and experienced noise control consultant and must demonstrate that noise from the event will not cause unreasonable disturbance to nearby residential properties. The noise
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management plan must be agreed to the satisfaction of Council officers and any failure to comply with the requirements set out therein shall be considered to be a breach of the licensing conditions.
The Committee agreed also that, should no written representations relating to the application for the variation of the Licence be received within the twenty-eight day statutory period, entertainment shall be permitted till 11.30 p.m. on Saturday, 20th July, 2013 only. However, should objections be received within that timeframe, a special meeting of the Committee would be required to take place on Friday, 28th June, at a time to be determined, in order to consider the matter and the objectors, the applicant and/or their representatives, would be invited to attend.
Application for the Renewal of a Seven-day Annual Outdoor Entertainments Licence – Boucher Road Playing Fields
The Committee considered the undernoted report:
“1.0 Relevant Background Information
1.1 An application was received on 23rd May, 2013 from the Council’s Parks and Leisure Department for the renewal of a Seven-day Annual Outdoor Entertainments Licence for the Playing Fields on the Boucher Road.
Venue and Licence Ref. No. Applicant Bouncher Rd Playing WK/201300839 Fiona Holdworth Fields – Outdoor Parks and Leisure Department
1.2 The days and hours during which outdoor musical entertainment is permitted to be provided are:
• Monday to Sunday: 11.30 a. m. to 11.00 p. m.
1.3 In addition, there are special conditions attached to the licence which:
1. enables a maximum occupancy figure to be set by the Building Control Service depending upon individual concert set up proposals, and
2. requires a promoter to demonstrate evidence of early consultation with local residents and have in place a robust system of dealing with any complaints, and
3. allows the licensee to apply for additional hours, later than 11.00pm, which may or may not be granted by Committee dependent upon any noise issues which may have arisen from previous events.
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1.4 Last year, Tennents Vital took place on Wednesday 21st and Thursday 22nd August and featured world class acts such as The Stone Roses, the Foo Fighters and Florence and the Machine.
1.5 Whilst the event brought significant economic benefits and added vibrancy to the City it was also subject to a considerable number of noise complaints from across Belfast.
1.6 Following that, a comprehensive review was undertaken by Officers of the Council in conjunction with the promoter (MCD Promotions) to identify areas for improvement for future events.
2.0 Key Issues
2.1 Members are reminded that the normal process for dealing with Entertainments Licence renewal applications which are not the subject of objections, is that the Director of Health and Environmental Services will grant the licence as provided for in the Council’s Scheme of Delegation. However, at your meeting on 21 November 2012, you agreed that all future applications for outdoor entertainment which relate to major events be brought before Committee for your consideration.
2.2 Members may also be aware that the Parks and Leisure Committee have already been informed of this year’s event and, at their meeting on 6th December 2012, agreed for MCD to hold up to three concerts at the venue subject to the event organisers meeting all statutory requirements including entertainment licensing.
2.3 Tennents Vital 2013
For this year’s event, the Kings of Leon will perform on Wednesday 14th August and on Thursday 15th August the headline act will be Snow Patrol. On Friday 16th August the headline act will be Avicii. All headline acts will be supported by a number of other acts which are yet to be confirmed.
2.4 45,000 tickets have been made available for sale on each night with gates scheduled to be opened at 4.30 p m with entertainment planned to commence soon after and finish by 11.00pm.
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2.5 The promoter has extensive experience of organising outdoor events including previous Tennents Vital Concerts at Botanic Gardens and Ormeau Park.
2.6 Representations
To date no written representation has been lodged as a result of the public notices of the application. However, the 28-day statutory objection period will not expire until 20th June, 2013.
2.7 In the event of an objection being received to the renewal application the Service will inform the Committee through the usual procedures however, given the timing of the application, it will not be possible to consider any objections before Tennents Vital takes place.
2.8 The current Entertainments Licence is not due to expire until 30th June 2013 therefore, since the renewal application was made prior to the expiry of the current licence, the previous licence can subsist, which permits entertainment to still take place at the venue.
2.9 PSNI
The PSNI has been consulted about the application for the renewal of the Entertainments Licence and have advised that as the promoter for the event is very reputable, experienced in their field and to date have included police in all of their planning meetings, the PSNI have no concerns at this stage.
2.10 As with all such events, a series of detailed planning meetings will be held, some of which have begun, to look at traffic management, transport and any wider operational policing issues.
2.11 NIFRS
The Northern Ireland Fire and Rescue Service, as with other agencies, will be invited to a pre-event meeting and provided with all relevant documentation in advance of any proposed concert.
2.12 Health, Safety and Welfare Issues
Officers of the Service were closely involved with the planning, running and subsequent review of the outdoor events held at the venue last year. We have experienced no difficulties in working with the event organiser and when carrying out during performance inspections have noted no
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incidents of significance relating to the health, safety or welfare at the events.
2.13 Noise Issues
The Environmental Protection Unit (EPU) has been consulted in relation to the application and the proposals for this year’s Tennents Vital event.
2.14 The Unit is supportive of all events aimed at improving the attractiveness and diversity of the City and are committed to working with licensees to ensure these events are successful and achieve a balance between the rights of residents, the event, the promotion of the city and the wider benefits to the local economy.
2.15 EPU has reviewed a report submitted by an acoustic consultant on behalf of MCD Promotions. The acoustic report identifies a noise limit of 75dB(A) to be met at noise sensitive premises in the area. This limit is not in accordance with the limit recommended for a venue of this type in the Code of Practice on Environmental Noise Control from Outdoor Concerts. The Code recommends a limit of 65dB(A) at noise sensitive locations for urban parks/other urban arena.
2.16 However, it is the case that the Code of Practice on Environmental Noise Control from Outdoor Concerts is a guidance document and compliance with it is not a legal requirement.
2.17 Members are reminded that, last year, the Council received 231 complaints following the event which took place on 21st and 22nd August 2012. This year, it is proposed that the event will occur over three consecutive days and the third night will be a ‘dance music’ act. As such there are concerns that the proposals this year also have the potential to give rise to a large number of complaints being received.
2.18 Council Officers are conscious of the need to balance the noise levels within the venue and levels of noise experienced at nearby locations. We are in ongoing discussions with the promoter to determine what levels will achieve this.
2.19 Members should also recognise that noise generated by large scale outdoor concerts is likely to lead to some level of disturbance for local residents. Even if guideline levels are met there is no guarantee that complaints will not be received. Conversely, in some situations if a recommended level is exceeded this may not necessarily lead to complaints as people may be prepared to tolerate the event because it
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will only last for very limited period of time. However, the number of complaints received last year would indicate that this may not be the case.
2.20 Apart from the acoustic report it is therefore important that all reasonable steps are taken to raise awareness about the event in advance of it taking place and also to have a robust mechanism in place to deal with complaints should they arise. These measures also form a vital part of the noise management plan and are being developed for this event.
2.21 The promoter will be undertaking awareness raising measures in the coming weeks which will be primarily targeted at those living in the immediate vicinity of the venue however wider publicity for the event is also planned given that the noise from larger concerts may be heard up to 15 miles away depending on the weather conditions on the night.
2.22 Details of all noise control proposals will be agreed and included in a noise management plan to be provided which is specific to each individual event proposed.
2.23 It is therefore suggested that if Members are minded to grant this application that you consider replacing the existing special condition outlined in paragraph 1.3 (2) with the following:
• the Licensee is required, at least one month in advance of any event, to submit a suitable noise assessment and noise management plan to demonstrate evidence of early consultation with local residents and have in place a robust system of dealing with any complaints. The noise assessment must be completed by a suitably qualified and experienced noise control consultant and demonstrate that noise from the event will not cause unreasonable disturbance to nearby residential properties. The plan shall be agreed to the satisfaction of the Council and failure to comply with the requirements set down in it shall be considered to be a breach of the licence conditions.
2.24 An officer from EPU will be available at your meeting to advise on any concerns regarding the proposed event and any potential noise impact it may have on nearby residents.
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2.25 Representatives of the applicant will be available at the meeting should you wish to seek further information on their proposals.
3.0 Resource Implications
3.1 Financial
Officers will be required to carry out inspections at both events but this is catered for within existing budgets.
3.2 Human Resources
None
3.3 Asset and Other Implications
None
4.0 Equality and Good Relations Considerations
4.1 There are no equality or good relations issues.
5.0 Recommendations
5.1 Taking into account the information presented and any representations made in respect of the application you may wish to make a decision, on the proviso that no objections are received in relation to the application within the statutory 28 day period, to either:
1. approve the application for the renewal of a 7-day Annual Outdoor Entertainments Licence, or
2. approve the application for the renewal with special conditions as set out in paragraph 2.23, or
3. refuse the application for the renewal of the Entertainments Licence.
5.2 If an application is refused, or special conditions are attached to the licence to which the applicant does not consent, then the applicant may appeal the Council’s decision within 21 days of notification of that decision to the County Court. In the case that the applicant subsequently decides to appeal outdoor entertainment may still be provided until any such appeal is determined.”
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After discussion, the Committee agreed, in its capacity as Licensing Authority, should no written representations in respect of the application be received within the twenty-eight day statutory period, to grant a renewal of a Seven-day Annual Outdoor Entertainments Licence in respect of the Boucher Road Playing Fields, subject to the amendment of the special condition on the current Licence, as set out within point 2 of paragraph 1.3 of the report, to reflect that:
• the licensee is required, at least one month in advance of any event, to submit a suitable noise assessment and noise management plan. The noise assessment must be completed by a suitably qualified and experienced noise control consultant and must demonstrate that noise from the event will not cause unreasonable disturbance to nearby residential properties. The noise management plan must be agreed to the satisfaction of Council officers and any failure to comply with the requirements set out therein shall be considered to be a breach of the licensing conditions.
Applications for Outdoor Entertainments Licences
Arising from discussion on the foregoing items, the Committee agreed that an appropriate policy be formulated to deal with applications for Outdoor Entertainments Licences for venues within the City.
Competing Applications for a Stationary Street Trading Licence – Apollo Road
The Committee was advised that competing applications had been received from two persons seeking to trade from a vacant designated site in Apollo Road. The Director of Health and Environmental Services reported that both of the applicants had been in attendance in order to brief the Committee on their applications. However, due to the length of time taken to deal with the preceding items on the agenda, one of them had had to leave in order to fulfil other commitments.
Accordingly, the Committee agreed to defer consideration of the applications until a future meeting.
Chairman
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Page 273 Agenda Item 7j
Town Planning Committee
Thursday, 30th May, 2013
SPECIAL MEETING OF TOWN PLANNING COMMITTEE
Members present: Councillor L. Patterson (Chairman); The High Sheriff (Councillor B. Kingston); Aldermen R. Patterson and Rodgers; and Councillors Austin, Garrett, Hanna, Hussey, Lavery, McCabe, Mullan and Spence.
Also attended: Councillors Jones and Keenan.
In attendance: Mrs. P. Scarborough, Democratic Services Section
Apologies
Apologies for inability to attend were reported from Councillors Curran and McNamee.
Declarations of Interest
No declarations were reported.
Roads Service Programme of Works – Spring 2013
The Committee was reminded that, at its meeting on 7th February, it had agreed to hold a special meeting to receive a presentation from representatives of the Roads Service in respect of its Annual Spring Progress Report. It was reported that Mr. R. Spiers, Deputy Divisional Roads Manager, Mr. B. O’Neill and Mr. G. McKibbin, Section Engineers, together with Mr. C. de Burca, Director of Transport Projects, were in attendance and they were admitted to the meeting and welcomed by the Chairman (Councillor L. Patterson).
Mr. Spiers highlighted the work which had been completed during the previous year and he outlined the principal aspects of the Roads Service’s Programme of Works for the forthcoming year. He indicated that the winter of 2012/2013 had been particularly severe and prolonged and that, during the period, there had been ninety- seven call outs to provide salting treatment to the roads network within the Eastern Division. The total winter service expenditure by the Division had been £1.480m. Mr. Spiers acknowledged formally the assistance which the Roads Service had received from the Council with regard to snow clearance and the maintenance of the accessibility of the roads network. He informed the Committee that the Roads Service was currently planning to align itself to the future shape of the new council boundaries.
Mr. de Burca reported that the bus lane at Wellington Place/Donegall Square North/Donegall Square East, which was due to be completed by midnight on 30th May, was the final stage of the current phase of the Belfast on the Move scheme.
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Mr. Spiers provided an update on the programme of works in relation to the York Street Interchange Scheme, the A2 Sydenham Bypass Improvement Scheme, the A55 Knock Road Widening Scheme, together with an update on bus measures, the maintenance of structures, including culverts and bridges, pedestrian measures, network traffic and street lighting and carriageway resurfacing.
During discussion, the Members drew the attention of the officers from the Roads Service to several matters, a number of which are set out hereunder:
• the possibility of providing barriers for the protection of pedestrians along the narrow section of footpath on the Ormeau Road in the vicinity of Annadale Avenue;
• the problems which residents had been experiencing with the ongoing difficulties with regards to parking in the River Terrace, Lower Ormeau and the Holylands, Rugby Road areas;
• the current traffic arrangements around the City Hall and the difficulties which had been experienced by drivers exiting the building;
• the perceived inadequacy of communication between the Department of Regional Development and the Council in relation to changes in Roads Service provision and network issues;
• a range of concerns were expressed in relation to the Belfast on the Move Scheme, viz., the use by buses of ordinary traffic lanes; the double-parking by buses; the purpose of the conversion of normal traffic lanes into bus-only lanes, for example, in relation to the Donegall Square East exit onto Adelaide Street; and the expenditure associated with the project;
• the possibility of converting the section of the Franklin Street/Hamilton Street junction where it exits onto Cromac Street into a two-lane arrangement in order to ease the traffic congestion in that area;
• the implementation of stricter enforcement against the improper use of yellow box junctions in order to ease city centre traffic congestion;
• the anticipated timescale for the completion of the Dee Street Bridge pedestrian steps onto the Sydenham By Pass;
• the difficulties which had been experienced by drivers in relation to exiting from the Oldpark Road/Ardoyne Avenue and the Oldpark Road from Rosapena Street due to the location of existing parking bays and double-parking by drivers in those vicinities and the resulting reduction in adequate sightlines;
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• the traffic calming measures situated along the London Road/My Lady’s Road area would require to be examined, with a view to reducing their height to limit possible damage to vehicles;
• the reinstatement of the double yellow lines in the vicinity of the Malone Road/Malone Avenue junction;
• the representatives from the Roads Service were reminded of the request, at the last meeting, to investigate the traffic lights’ sequencing at the Eglantine Avenue junction with the Lisburn Road;
• the possibility of meeting with residents from the Fairhill area off Donegall Park Avenue in relation to the ongoing parking difficulties within that vicinity;
• to examine the arrangements currently in place for pedestrian crossings in West Belfast, particularly with regard to their suitability for use by those people with a visual impairment;
• to consider the introduction of traffic calming measures in the Brooke Park area;
• to examine the street lighting provision in the vicinity of Finaghy Road North;
• the parking issues and subsequent problems with bin collections in the Brenda Park area;
• to ascertain the reasons for the delay in the commencement of the resurfacing work which had been scheduled for the Ladybrook Park area with a view to having this carried out to coincide with other remedial and regeneration works within the area; and
• to examine the traffic lights’ sequencing at the junction of College Avenue and College Square East.
The officials from the Roads Service answered the queries raised by the Members in respect of the above-mentioned issues and undertook to advise the Council of its response in relation to those matters which required further examination. Furthermore, Mr. Spiers extended an invitation to those Members of the Council who so wished to attend a visit to the Traffic Management Centre, on a date to be agreed in conjunction with the Chairman.
The Chairman thanked the representatives of the Roads Service and the Committee noted the information which had been provided.
Chairman
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Town Planning Committee
Thursday, 6th June, 2013
MEETING OF TOWN PLANNING COMMITTEE
Members present: Councillor Hanna (Chairman); Aldermen M. Campbell, McCoubrey, Rodgers and Smyth; Councillors Austin, Cunningham, Curran, Garrett, Haire, Hendron, Lavery, McCarthy, Mullan, A. Newton, O’Neill, L. Patterson and Webb.
In attendance: Mrs. P. Scarborough, Democratic Services Section; and Mrs. S. Wilkin ) Divisional Ms. K. Mills ) Planning Office.
Apologies
An apology for inability to attend was reported from Councillor M. E. Campbell.
Minutes
The minutes of the meetings of 2nd and 16th May were taken as read and signed as correct. It was reported that those minutes had been adopted by the Council at its meeting on 3rd June, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee.
Declarations of Interest
No declarations were reported.
Routine Correspondence
It was reported that correspondence had been received from various statutory bodies, agencies and other organisations in respect of the undernoted:
Notification from the Roads Service of:
• an amended scheme for traffic calming measures at Ligoniel;
• an accessible blue badge parking bay at 99 Cullingtree Road; and
• the removal of a disabled parking bay at 36 Ponsonby Avenue.
Copies of the correspondence in relation to the above-mentioned matters were made available at the meeting for the information of the Members.
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The Committee noted the information which had been provided.
Listing of Buildings of Special Architectural or Historic Interest
The Fort Bar, 25 to 27 Springfield Road
The Committee was advised that correspondence had been received from the Northern Ireland Environment Agency indicating that, under Article 42(1) of the Planning (Northern Ireland) Order 1991, the Agency was required to consult the Council prior to the inclusion of any building on the statutory list of buildings of special architectural or historic interest. In addition, the correspondence had indicated that the Environment Agency would welcome the Council’s views in relation to its proposals to list the above- mentioned property.
After discussion, the Committee agreed to support the listing of the above- mentioned property as outlined.
Planning Application Z/2012/1108/F Erection of a two-storey garage with new access from Priory Gardens
It was reported that correspondence had been received from the Area Planning Office in relation to the above-mentioned matter which had indicated that, having considered all the relevant factors, the Planning Service remained of the opinion that the application in respect of the proposed erection of a two storey garage with new access from Priory Gardens was acceptable and that a decision to approve would be issued within the near future.
A Member indicated that she remained dissatisfied with the decision to approve. The correspondence was subsequently noted by the Committee.
Request for Deputation
Article 31 Planning Application 7 Airport Road
The Committee was reminded that, at its meeting on 18th April, it had agreed to invite the applicants of the above-mentioned planning application to a future meeting to outline the plans in greater detail. It was reported that the applicants had indicated that they would be available to attend the meeting of the Committee which was scheduled to be held on Thursday, 15th August.
After discussion, the Committee noted the attendance of the applicants at its meeting on 15th August and agreed that the Members of the Health and Environmental Services Committee be invited also to attend that meeting.
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Revised Planning Fees
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 This is the first set of proposals brought forward as part of the second phase of a review of Planning Fees.
1.2 In its response to phase 1 (Dec 2010), the Council expressed concern about the lack of consultation with Local Government and the impact which the removal of concessionary fees would have on the Council. In addition to the issues identified above, the Council was also concerned that Phase 2 would include proposed changes to the miscellaneous fee category which could have significant impacts on statutory Waste Management operations such as the development of household recycling centres. In this consultation, the proposal is to resolve the issue of plant and machinery applications within a larger site. This normally occurs in mineral extraction sites rather than waste management sites.
1.3 This consultation (a copy of which was contained on the Modern.gov system) impacts on planning applications relating to • renewal planning permission - the introduction of reduced fees; • mixed use applications - the introduction of a revised methodology for calculating fees; • applications for Certificates of Lawful Use or Development and consent to display advertisements - the removal of the fee exemptions for resubmitted applications • the fee for two or more dwelling houses - the correction of an anomaly in the existing provisions; • the provision of community facilities (including sports grounds) and playing fields - the removal of the fee for applications made by non-profit making organisations; and • minerals, gas and waste applications - the introduction of a revised methodology for calculating fees
2 Key Issues
2.1 The Department states that this is a step towards providing a fairer and more robust funding framework for the transferred planning system. The planning fee structure is complex and can be difficult to administer involving measurements and calculations which have caused errors in the past. Any
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simplification will reduce the time taken to calculate fees and audit the results.
2.2 The introduction of a reduced fee to renew an application where the time-limit has not yet expired is similar to that in England where the rate is a flat fee. The proposal is to introduce a rate which is 25% of the full permission. The use of this percentage rather than a flat rate is sensible as it will continue to reflect the on-going changes to fees without the need for further legislation. Renewals of permission are normally straightforward and only where there has been a change of circumstances would there be any additional work to be carried out.
2.3 The methodology for calculating the fee for mixed use schemes has not been logical as the calculation varies depending on whether there is a residential component and this can create difficulties if there are shared areas. This has resulted in difficulties for developers trying to calculate the fee. The new proposal is to make the fee the sum of the fees for each of the uses proposed, subject to a maximum. This is a more readily understandable method and should provide more certainty.
The Department makes the point that this methodology would also apply where there is an outline application on part of the site and a full application on another part of the site. This is not common but is a reasonable approach.
2.4 However, where an application involves plant and machinery (cat 5), it is proposed that the existing method of taking the higher of the calculations is retained. This again is a sensible practical solution to the problem of charging for plant and machinery applications on the basis of the area of the site where the site may be the same size as the extraction site or the footprint of the office building. This would therefore be a double-charging of fees and is unrelated to the amount of work involved.
2.5 The imposition of a fee for resubmitted Certificates of Lawful Use or Development (CLUDs) and Consent to Display advertisements is a further simplification of the existing Regulations and a recognition of the work involved in processing such applications. There are a series of specific conditions which must be met to achieve the current exemptions but this can itself be a source of dispute as, on occasions, some but not all the conditions may be met.
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2.6 The Department has proposed the removal of an anomaly built into the previous change in fees for two or more dwelling houses whereby it was cheaper to apply to build two houses than one. This anomaly has been resolved by making the first house the same cost whether it is only one or more than one and the second house is capped at £160. The cost of three houses and more remains unchanged. This is a sensible rationalisation of the current problem.
2.7 The removal of the fee for non-profit making organisations providing community facilities is a welcome resolution of the difficulties which have arisen with the interpretation of the current regulations. The fact that the application must be for community facilities will hopefully be clear and, perhaps more examples such as community gardens and allotments should be included. The position of private sports clubs can be ambiguous with regard to their status as non-profit making bodies and this may need further clarification.
The Council would also want to clarify whether non-profit organisations includes local government.
2.8 The revision of the methodology for calculating the fees for applications for Minerals, Gas and Waste reflects concerns which were expressed about the step change which occurs because the charging was for each 0.5ha. The proposal is to align Northern Ireland with other jurisdictions by reducing the threshold to 0.1ha. This will mean that applications which are just over the thresholds will not be charged a much larger fee. An example is shown below:
SITE AREA Current Fee – Proposed Fee Difference (CATEGORY 8 calculated – calculated APPLICATIONS) per 0.5 ha per 0.1 ha 0.6 ha £3,726 £2,190 - £1,536 0.75 ha £3,726 £2,920 - £806 2.1 ha £9,315 £7,665 - £1,650 11 ha £40,304 (fee £40,304 (fee None maximum) maximum)
2.9 The Department provided a series of questions which reflect the answers which they would like on this consultation. However I feel they are restrictive in some of the questions asked and I would propose that BCC reflect its own concerns in its response to this consultation.
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3.0 The Department also asked for comments on the Regulatory Impact Assessment and the Equality Impact Assessment. There are no concerns about the Assessments as presented.
Fee income
In the previous response to the Fees consultation, it was understood that the Department would provide a data set on the time, cost and complexity of applications processed, across divisional offices, headquarters and by application category. This information will be important to ensure that income generated by undertaking particular planning related functions covers the cost of actually delivering that function. It is important that the cost of applications is properly assessed prior to the transfer of specific planning functions to councils taking place, so as to ensure the continuation and resilience of the service post-transfer.
No information has been provided to allow this analysis.
4 Resource Implications
4.1 None
5 Equality and Good Relations Considerations
5.1 There are no Equality and Good Relations considerations attached to this Consultation.
6 Recommendations
6.1 There are no specific major issues in these proposals for the Council. Most of them are practical resolutions of problems identified in the past, relating to the calculation of fees rather than the actual level of the fee. The outstanding issue for the Council will be the need for information relating to the cost of delivering the service for Belfast which is not addressed by this paper.
6.2 Members are requested to consider and, if appropriate, endorse the content of the suggested response to the consultation as set out in Appendix 1.
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Appendix 1
Draft Response
Belfast City Council Response to ‘Planning Fees and Funding Consultation Paper’
Belfast City Council has considered the proposed amendment to the Planning Fees and is generally content with the proposals put forward. It is understood that this is part of a second phase of the review of planning fees which has previously been considered and that further work is proposed.
It is not necessary to answer the individual question set out in the consultation form as there are no specific disagreements with the proposals put forward. It is important that the fees regime is easily understood and the calculations straightforward as this will save time for the staff who are engaged in auditing the income. Any changes which achieve this are to be welcomed.
The one area where further clarification is suggested related to para 34 of the consultation paper, where the examples of community facilities could be extended to make clear that allotments, multi-use games areas and gardens are included. The Council would also want clarification that local government is included within the non-profit making organisations.
However, it must be noted that there is no information given as to how particular fees were arrived at and, in view of the forthcoming return of planning powers to Councils, there is insufficient reasoning given which would allow the Council to assess the future impact of these fee levels on the delivery of the service by the Council. The absence of this key data was previously commented upon in the response to the first fees reform paper and it is disappointing that the Department has yet to make any information available
Conclusion
Belfast City Council acknowledges the need to move towards a sustainably resourced planning system that is fit for purpose. However, the Council remains concerned that the review continues without detailed discussions with local Councils and the financial information to support the changes being proposed.”
The Committee noted the information which had been provided and endorsed the draft response to the consultation document as outlined.
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New Planning Applications
The Committee noted a list of new planning applications which had been received by the Planning Service from 7th until 27th May, 2013.
Appeal Decisions Notified
The Committee noted the outcome of a planning appeal in respect of a proposed two storey extension to the rear of the existing property located at 36 Hawthornden Road.
Streamlined Planning Applications
The Committee noted a list of decisions which had been issued by the Planning Service between 8th and 28th May in respect of streamlined planning applications.
Deferred Items Still Under Consideration
The Committee noted a list of deferred items which were still under consideration by the Planning Office. A Member reminded the officers from the Planning Service that concern had been expressed previously in relation to the increasing number of applications which had been included on the list. The Planning Service officials undertook to examine each of the applications which had been included on the list to investigate the reasons for the delay in an attempt to process those outstanding issues expeditiously.
Planning Application Z/2012/0409/F – 17 to 21 Ormeau Avenue,The Limelight
The representatives from the Planning Service reminded the Committee that, at its meeting on 2nd May, it had reconsidered the above-mentioned planning application and, under the authority delegated to it, had adopted the opinion of the Area Planning Manager to approve the application in connection with the provision of an outside area of the licensed premises at first floor level with facilities for smokers. At that meeting, the Members had been advised by the Planning Service that the decision to approve the application would not be issued until the relevant Council officials had met with the licensee to discuss the entertainments licence.
The Planning Service informed the Committee that the circumstances had since altered in relation to the Environmental Health advice which had been received, in that an entertainments licence would not be required in connection with the planning application. However, the Members were advised that, whilst an entertainments licence would not be required, planning conditions would be imposed in connection with a Noise Verification Report, and that the Environmental Health Service had confirmed that it had no concerns in relation to the proposal, subject to the suggested conditions being included within the planning approval.
The Committee noted the information which had been provided.
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Reconsidered Items - Applications Rejected
Z/2010/1648/F Approved site for dwelling and garage adjacent to 66 King’s Road
The Committee considered further a planning application, in relation to a change of house type and garage to that which had previously been considered, in respect of which the Divisional Planning Manager had offered an opinion to approve.
After discussion, the Committee agreed, with two Members voting against, to adopt the opinion of the Divisional Planning Manager to approve the application.
(As the decision was not unanimous it was subject to ratification by the Council.)
Z/2011/0476/F Wellington Park Hotel
The Committee considered further a planning application in relation to the partial demolition, refurbishment and extensions to the existing hotel, which would provide an additional ninety-two bedrooms, thirty-eight apartments, an additional function room, syndicate rooms, café and restaurant space, an office extension and associated car parking and landscaping in respect of which the Divisional Planning Manager had offered an opinion to approve.
After discussion, the Committee agreed, with two Members voting against, to adopt the opinion of the Divisional Planning Manager to approve the application.
(As the decision was not unanimous it was subject to ratification by the Council.)
THE COMMITTEE DEALT WITH THE FOLLOWING ITEMS IN PURSUANCE OF THE POWERS DELEGATED TO IT BY THE COUNCIL
Reconsidered Items
The Committee considered further the undernoted planning applications and adopted the recommendations of the Divisional Planning Manager thereon:
Site and Applicant Proposal Divisional Planning Manager’s Opinion
Wellington Square, Amendment of condition three Refusal The McGinnis Group of Z/2006/1623/F by removing the reference to drawing number AL (02)001 Rev.A (revised parking layout at the Boulevard).
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Land adjacent to 36 Erection of a new dwelling. Refusal Strandburn Park, Sutherland Architects Limited
41 Sydenham Avenue, Erection of a two-storey porch/ Refusal Mr. D. Murray bedroom front extension and single storey front extension.
Schedule of Planning Applications
The Committee considered the schedule of planning applications which had been submitted by the Divisional Planning Manager in respect of the Council area and agreed to adopt the recommendations contained therein with the exception of those referred to below:
Site and Applicant Proposal Divisional Planning Manager’s Opinion
Union Street Bar, Creation of a first floor Refusal Anthology Northern Ireland projecting balcony, on the Union Limited Street elevation, as a smoking area to incorporate canvas awnings. [Deferred at the request of Councillor M. E. Campbell to enable an office meeting to take place.]
55 to 63 University Street, Demolition of 55 to 63 University Refusal Queen’s University Belfast Street and Queen’s University garage with façade retention of 63 University Street; demolition of 101 to 111 Botanic Avenue with facade retention (to enable the development of twelve houses in multiple occupation in the form of townhouses and three apartments to provide purpose built student accommodation with associated operational development). [Deferred at the request of Alderman Rodgers and Councillors Hendron and Lavery to enable an office meeting to take place.]
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55 to 63 University Street, Demolition of 55 to 63 University Refusal Queen’s University Belfast Street and Queen’s University garage at University Square Mews with façade. Retention of 63 University Street; demolition of 101 to 111 Botanic Avenue with façade. Retention of 101 to 111 Botanic Avenue and the development of twelve houses in multiple occupation in the form of townhouses (seven with five study bedrooms and five with six study bedrooms) and three apartments (each with two study bedrooms) to provide purpose built student accommodation with associated operational development. [Deferred at the request of Alderman Rodgers and Councillors Hendron and Lavery to enable an office meeting to take place.]
Chairmanship of Meetings
A Member welcomed the new Chairman and congratulated her on the manner in which she had chaired the meeting. Furthermore, he paid tribute to the outgoing Chairman who had conducted the business of the Committee in an efficient and effective manner.
Chairman
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Town Planning Committee
Thursday, 20th June, 2013
MEETING OF TOWN PLANNING COMMITTEE
Members present: Councillor Hanna (Chairman); Aldermen M. Campbell, R. Patterson and Rodgers; Councillors Austin, Cunningham, Curran, Garrett, Hendron, Lavery, Mullan and Webb.
In attendance: Mrs. P. Scarborough, Democratic Services Section; and Ms. K. Mills ) Divisional Mrs. U. McDonald ) Planning Office.
Apologies
Apologies for inability to attend were reported from Alderman Smyth and Councillors M. E. Campbell, Haire, McCarthy, A. Newton, O’Neill and L. Patterson.
Declarations of Interest
In respect of item five on the Schedule of Applications, viz., Victoria Park Primary School, Alderman Rodgers declared an interest in that he was on the Board of Governors of the School.
Routine Correspondence
It was reported that correspondence had been received from various statutory bodies, agencies and other organisations in respect of the undernoted:
Notification from the Roads Service of:
• the proposed changes to waiting restrictions on the Crumlin Road;
• the proposed extension to existing waiting restrictions on the Serpentine Road;
• the Statutory Rule and associated map for the Brucevale Park, Belfast (Stopping-Up) Order (Northern Ireland) 2013;
• the Statutory Rule and associated map in relation to the abandonment of the public rights of way at Frederick Street, Belfast (Footpath) (Abandonment) Order (Northern Ireland) 2013;
• the proposed abandonment at 77 Galwally Avenue;
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• the consideration of waiting restrictions on Musgrave Road; and
• the proposed introduction of limited waiting on Nelson Street between the M3 off-slip and Little Patrick Street.
Notification from the Northern Ireland Housing Executive of the confirmation of the Extinguishment of Public Right of Way Order Number 1, 2012 at Belfast, Lawther Court.
Copies of the correspondence in relation to the above-mentioned matters were made available at the meeting for the information of the Members.
The Committee noted the information which had been provided.
Requests for Deputation
The Committee was advised that no requests for deputations had been received.
New Planning Applications
The Committee noted a list of new planning applications which had been received by the Planning Service from 28th May until 10th June.
Appeal Decision Notified
The outcome of a planning appeal in respect of the retrospective change of use from offices on the first floor to two apartments at 2b Dudley Street, was noted by the Committee.
Streamlined Planning Applications – Decisions Issued
The Committee noted a list of decisions which had been issued by the Planning Service between 28th May and 12th June in respect of streamlined planning applications.
Deferred Items Still Under Consideration
A list of deferred items, which were still under consideration by the Planning Office, was noted by the Committee.
Schedule of Applications – Applications Withdrawn
At the request of the Planning Service, the undernoted applications were withdrawn from the schedule:
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Site and Applicant Proposal Divisional Planning Manager’s Opinion
21 to 23 Victoria Street and Demolition of existing four Approval 45 to 51 Waring Street, storey building and the Village Homes Northern erection of a new seven storey Ireland Limited building comprising of fifty-six small unit/studio apartments and two retail units at ground floor.
21 to 23 Victoria Street and Demolition of the existing four Consent 45 to 51 Waring Street, storey commercial building. Village Homes Northern Ireland Limited
Reconsidered Items - Applications Rejected
Z/2011/1362/F 370 Falls Road
The Committee considered further a planning application in relation to alterations and an extension to form a single storey restaurant linked to the existing lounge and kitchen and the renovation of the existing lounge in respect of which the Divisional Planning Manager had offered an opinion to approve.
After discussion, it was
Moved by Councillor Lavery, Seconded by Councillor Austin
That the decision of the Divisional Planning Manager to approve the application in relation to alterations and an extension to form a single storey restaurant linked to the existing lounge and kitchen and the renovation of the existing lounge be rejected.
On a vote by show of hands seven Members voted for the proposal and none against and it was, accordingly, declared carried.
(As the decision was not unanimous it was subject to ratification by the Council.)
THE COMMITTEE DEALT WITH THE FOLLOWING ITEMS IN PURSUANCE OF THE POWERS DELEGATED TO IT BY THE COUNCIL
Reconsidered Items
The Committee considered further the undernoted planning applications and adopted the recommendations of the Divisional Planning Manager thereon:
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Site and Applicant Proposal Divisional Planning Manager’s Opinion
48 University Street, Change of use of ground floor Refusal Life N. I. into a charity shop.
Site located to the south Change of use to allotments to Refusal and west of 1085 Crumlin include entrance road, paths Road, and toilets. Mr. J. Bates
220 Belmont Road, Amendment to a previously Approval Mr. J. Walkington approved application from one detached dwelling to two semi- detached dwellings with parking spaces and gardens using approved access and private lane.
74a Lansdowne Road, Proposed new detached Refusal Mr. P. Creagh dwelling with onsite parking and associated landscaping.
Schedule of Planning Applications
The Committee considered the schedule of planning applications which had been submitted by the Divisional Planning Manager in respect of the Council area and agreed to adopt the recommendations contained therein with the exception of those referred to below:
Site and Applicant Proposal Divisional Planning Manager’s Opinion
Lands adjacent to 15 Erection of a single storey Refusal Osborne Park, dwelling to incorporate a Dr. and Ms. Manning and garage. Burns [Deferred at the request of Councillor Hanna to enable an office meeting to take place.]
118 Eglantine Avenue, Demolition of existing three Refusal Mr. P. McPeake storey building and rear return (Development Control and replacement with front Advice.) façade to match existing building and four storey rear return to accommodate seven, two bedroom apartments. [Deferred at the request of Councillor Hanna to enable an office meeting to take place.]
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118 Eglantine Avenue, Demolition of existing three Refusal Mr. P. McPeake storey building and return and replacement with seven, two bedroom apartments, front façade to be rebuilt as existing with four storey return to rear. [Deferred at the request of Councillor Hanna to enable an office meeting to take place.]
7 Glenmillan Park, Demolition of existing rear Approval Mr. and Mrs. C. Davidson conservatory, single storey rear extension and widening of existing driveway. [Deferred at the request of Councillor A. Newton to enable an office meeting to take place.]
Chairman
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Town Planning Committee
Monday, 24th June, 2013
SPECIAL MEETING OF TOWN PLANNING COMMITTEE
Members present: Alderman M. Campbell (Chairman); Aldermen McCoubrey and Rodgers; and Councillors Austin, M. E. Campbell, Curran, Garrett, Haire, Lavery and McCarthy.
Also attended: Councillors Convery, Keenan and Thompson
In attendance: Mrs. P. Scarborough, Democratic Services Section; and Dr. J. McPeake } Mr. S. Graham } Mr. R Hawe } Ms. S. Beattie } Northern Ireland Housing Executive Ms. C. Johnstone } Mr. M. McKinney } Mrs. A. Smyth }
Apologies
Apologies for inability to attend were reported from the Chairman (Councillor Hanna), Aldermen R. Patterson and Smyth and Councillors Hendron, A. Newton and Webb.
Declarations of Interest
No declarations of interest were reported.
Proliferation of ‘To Let’ Signs
The Committee was reminded that, at its meeting on 21st March, a report in respect of the proliferation of ‘To Let’ signs displayed on properties throughout Belfast was considered. Concern had been expressed by the Committee regarding the negative visual impact which the overt display of such signs caused to the amenity of many areas. Accordingly, the Committee had agreed that its concerns be conveyed to the Planning and Local Government Group.
The Committee was advised that correspondence, dated 20th June, had been received from the Planning Secretariat, which enclosed a copy of a letter which had been issued by the Acting Chief Planner to the Council on 26th April. No record existed within the Council of the receipt of such letter. The letter responded that the
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Department of the Environment was aware fully of the proliferation of the ‘To Let’ signs which were displayed on properties throughout the City and that, under the Advertisement Regulations, signs which related to the sale or letting of property may be displayed with deemed consent on the condition that the advertisement was removed within fourteen days after the sale was completed or the tenancy was granted. However, often such signs remained on properties long after completion of the sale or let. The letter pointed out that, when a complaint was received by the Department of the Environment, it would normally issue a warning letter which sought the removal of the unauthorised signage. However, there were a number of difficulties in relation to the enforcement in that it may have been difficult to establish the precise date that the tenancy of a property had been granted or that properties may be partially let with only one room remaining available to be let.
The Acting Chief Planner reported that a letter had been issued to a number of Estate Agents within the Belfast area which had advised them of the concerns which had been expressed and the potential enforcement proceedings which could be taken on the issue and that follow up investigations would be carried out in the coming weeks which may lead to the prosecution of those who had not complied with the Regulations.
A copy of the correspondence in relation to the above-mentioned matter was made available at the meeting for the information of the Members.
A Member expressed disappointment that the response had not covered adequately the concerns which had been raised in connection with the different types of signage which had been referred to nor the possibility of the restriction of the number of signs at each property, together with the location thereof. She proposed that a further letter be issued to the Acting Chief Planner which suggested that a restriction be placed upon agents to display one sign only at each property which would be located on the inside of a window, as opposed to being placed on the outside.
The Committee noted the response which had been received and agreed that a further letter be issued to the Acting Chief Planner as outlined above.
Northern Ireland Housing Executive Belfast District Housing Plan and Local Housing Strategy 2013/2014
The Committee was reminded that, at its meeting on 7th March, it had agreed to receive from representatives of the Northern Ireland Housing Executive a presentation in respect of its District Housing Plan and Local Housing Strategy 2013/2014. Accordingly, Dr. J. McPeake, Chief Executive, Mr. S. Graham, Regional Manager, Mr. R. Hawe, Belfast Regional Planner, Ms. S. Beattie, West Belfast Area Manager, Ms. C. Johnston, South and East Belfast Area Manager, Mr. M. McKinney, North Belfast Area Manager and Mrs. A. Smyth, Information Officer, were welcomed to the meeting by the Chairman.
Dr. McPeake acknowledged the changing circumstances which the Housing Executive was undergoing and he stressed the importance of district offices and the ongoing need for social housing in the future. He reminded the Committee of the Department for Social Development’s proposals for the reform of social housing which included the restructuring of the Housing Executive and he emphasised the commitment
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of the organisation to work with the Department on the development of the new structure. He advised the Committee that, in line with the proposed separation of functions which were specified in the Fundamental Review document, the Housing Executive had set out the local housing strategy by regional housing services and landlord services against its corporate objectives.
Mr. Graham updated the Committee in respect of the Housing Executive’s performance for the 2012/2013 year and its proposals for 2013/2014. The projected investment within Belfast in 2013/2014 was £53.83m, excluding investment in new build and the Warm Homes Scheme. He reported that the housing need assessment for 2012/2017 had identified a requirement for 5,586 additional units within Belfast. Whilst 409 social housing new build properties had been completed in 2012/2013, the demand for that tenure had exceeded supply. Waiting lists had continued to increase, with the most significant increase being in relation to single applicants. Mr. Graham stated that, as at March, 2013, there were 10,534 applications on the housing waiting list, which represented an increase of 1,724 four from the previous year. Six thousand one hundred and forty six had been in housing stress and 5,327 households in Belfast had presented as homeless.
Mr. Graham provided an update in relation to planned maintenance and community initiatives, urban renewal areas and estate strategies and future initiatives in respect of housing led and smaller scale regeneration. He gave an outline of the social housing development programme schemes which had been completed, or commenced during the year, together with an update in relation to the new build schemes gross programme for 2013/2014. He explained the procedure which had been put in place for meeting the demand for social housing, including the arrangements with the private sector.
Mr. Graham concluded by welcoming the continued assistance of the Council in relation to District Policing and Community Safety Partnership working, student housing and youth engagement and he thanked the Elected Members and officers for the support which had been forthcoming during the year.
Dr. McPeake and the other members of the deputation then answered a range of questions from the Members in respect of the following:
• the number of firms which had been carrying out maintenance work for the Housing Executive and which had gone into liquidation and the possible reasons therefore;
• the process and timescale for the payment of invoices to firms for maintenance and reactive contracts;
• the replacement of economy seven heating systems;
• the new build scheme for the Lower Shankill area and the relationship of those to the regeneration plan for that area;
• the review of the housing selection scheme and the allocation of houses to residents from within localities;
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• an estimated commencement date for the double glazing replacement, phase two in the Lower Woodstock area;
• the boiler replacement scheme and the possibility of uploading application packs onto the website to allow for ease of submission;
• the urban renewal of the Limestone Road/New Lodge Road areas and the resultant impact on the rehousing of residents currently located within those areas; and
• the timescale for the completion and the execution of emergency and maintenance repairs during the period of absence of the contractor who had gone into liquidation.
After discussion, the Chairman thanked the deputation for their presentation and the Committee noted the information which had been provided.
Chairman
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“This Council notes that it is over 40 years since the first abduction of what would become known as 'The Disappeared' occurred; and acknowledges that, to date, eight families, five of whom are from the City of Belfast, have been denied the right to bury loved ones because of the actions primarily of republican paramilitaries who abducted, murdered and hid their victims' remains;
This Council commends the dignified perseverance of the families and the work of the Independent Commission for the Location of Victims Remains (ICLVR) and pledges its support to those families in their ongoing quest to locate their loved ones bodies, bring them home and give them a Christian burial; and calls on all those with information to co-operate fully with the ICLVR so that this harrowing chapter of our history can be closed.
The Council requests the Strategic Policy and Resources Committee to consider the hosting of an exhibition on 'The Disappeared' which would be accompanied by a book of condolence.” Page 300
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