LISBURN & CASTLEREAGH CITY COUNCIL
Island Civic Centre The Island Lisburn BT27 4RL
17 September 2015
TO: The Right Worshipful the Mayor, Aldermen & Councillors of Lisburn & Castlereagh City Council
The monthly meeting of Lisburn & Castlereagh City Council will be held in the Council Chamber, Island Civic Centre, The Island, Lisburn, BT27 4RL, on Tuesday, 22 September 2015 at 7.00 pm for the transaction of the business on the undernoted Agenda.
You are requested to attend.
Food will be available in Lighters Restaurant from 5.30 pm.
DR THERESA DONALDSON Chief Executive Lisburn & Castlereagh City Council
AGENDA
1 BUSINESS OF THE RIGHT WORSHIPFUL THE MAYOR
2 APOLOGIES
3 DECLARATION OF MEMBERS’ INTERESTS; (i) Conflict of interest on any matter before the meeting (Members to confirm the specific item) (ii) Pecuniary and non-pecuniary interest (Member to complete the Disclosure of Interest form)
4 COUNCIL MINUTES - Meeting of Council held on 25 August 2015 - Special Meeting of Council held on 9 September 2015
5 MATTERS ARISING
6 DEPUTATIONS (None)
7 ADOPTION OF MINUTES OF COMMITTEES *On this occasion, Minutes are being ratified in advance of signing legal documents given that the signing of these documents is subject to ratification of items included in the Environmental Services and Corporate Services Committee Minutes
Environmental Services Committee 2 September 2015 Development Committee 2 September 2015 Leisure & Community Development Committee 3 September 2015 Governance & Audit Committee 8 September 2015 Corporate Services Committee 8 September 2015
For Noting
Planning Committee 7 September 2015
8 BUSINESS REQUIRED BY STATUTE (i) Signing of Legal Documents
• Lisburn and Castlereagh City Council with Minprint Limited of 401 Castlereagh Road, Belfast, BT5 6QP – Contract for the supply and delivery of Corporate Stationery, Lot 2 – Business Print • Lisburn and Castlereagh City Council with The Pierce Partnership Limited of 17 Dargan Crescent, Duncrue Estate, Belfast, BT3 9RP – Contract for the supply and delivery of Corporate Stationery, Lot 1 – Corporate Stationery • Gerald McCloskey of Drumgaw Road, Armagh, County Armagh and Lisburn and Castlereagh City Council – Lease of site at 35 Mill Road, Purdysburn, County Down for use as a fleet depot and as welfare facilities for a period of 6 months
9 REPORT FROM CHIEF EXECUTIVE
Items for Decision
1 Office of the First Minister & Deputy First Minister (OFMDFM) – District Council Good Relations Programme 2015-2016: Variation of Letter of Offer 2 46C Castle Street Car Park – 3rd Party Licence Agreement 3 Conference on Infrastructure in Northern Ireland – 4 February, 2016 4 Adult Learning Conference
Items for Noting
5 Councillors Jenny and John Palmer 6 Historic Royal Palaces – Annual Review 2014/2015 7 Housing Executive – 44th Annual Report
10 REPORTS OF MEMBERS ON BOARDS (None)
11 REPORTS ON DECISIONS SUBJECT TO THE RECONSIDERATION PROCEDURE (None)
12 NOTICE OF MOTION (None)
13 CONFIDENTIAL BUSINESS
Report by the Chief Executive in connection with:
Item for Decision
1 Tree Tender (Information relating to the financial or business affairs of any particular person (including the Council holding that information) and information in relation to which a claim to legal professional privilege could be maintained in legal proceedings)
Members are requested to go to the Confidential folder on SharePoint.
14 ANY OTHER BUSINESS
MM 25.08.2015
LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Monthly Meeting of Council held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 25 August 2015 at 7:00 pm
PRESENT: The Right Worshipful the Mayor Councillor R T Beckett
Deputy Mayor, Councillor A Redpath
Aldermen W J Dillon, D Drysdale, A G Ewart, M Henderson, T Jeffers, W A Leathem, S Martin, S P Porter, G Rice and J Tinsley
Councillors N Anderson, J Baird, B Bloomfield MBE, S Carson, P Catney, A P Ewing, J Gallen, O Gawith, A Girvin, A Givan, J Gray MBE, A Grehan, B Hanvey, V Kamble, H Legge, J McCarthy, A McIntyre, U Mackin, B Mallon, T Mitchell, T Morrow, Jenny Palmer, John Palmer, L Poots, M Tolerton and R Walker
IN ATTENDANCE: Lisburn & Castlereagh City Council
Chief Executive Director of Corporate Services Director of Development and Planning Director of Leisure and Community Services Head of Environmental Health Head of Central Support Services Head of Marketing and Communication (Miss A Goddard) Transition Manager IT Officer Committee Secretary Attendance Clerk
Commencement of the Meeting
At the commencement of the meeting, The Right Worshipful the Mayor, Councillor R T Beckett, having welcomed those present to the meeting, thanked Members for their attendance.
Councillor J McCarthy entered the Meeting at 7.01 pm.
Prayers
At the invitation of The Right Worshipful the Mayor, Councillor R T Beckett, Pastor Jimmy Ritchie, Hillsborough Elim Pentecostal Church, addressed the Council. During prayer Pastor Ritchie remembered the families of the following who had been bereaved recently: 299
MM 25.08.2015
Prayers (Cont’d)
- Mr Tom Branniff, Technical and Estate Services, whose father, Mr Patrick Branniff, died following a road traffic accident on Friday 14 August 2015 - Mrs Jennifer McKelvey, Central Support Services, whose father, Mr Robert Pelan, passed away on Monday 17 August 2015 - four year old Oliver Scullion who died following an industrial accident at the family’s Hilden Brewery on Thursday 13 August 2015 - 10 year old Bradley Logan who died whilst at a visit to a funfair in Newcastle on Saturday, 15 August 2015 - Family of the late former Alderman William (Billy) McAllister, whose wife, Mrs Eleanor McAllister, passed away on 8 August 2015 - Scottish Motorbike rider, Andy Lawson, who died following an accident at the Ulster Grand Prix on Saturday 8 August 2015
1. Business of The Right Worshipful the Mayor
The Right Worshipful the Mayor outlined a number of engagements he had attended during the month as follows:
- reception for the Mayor and Lady Mayoress of Warrington, who had been visiting Lisburn in conjunction with the Peace Cup. The Right Worshipful the Mayor congratulated Crewe United for having won the Peace Cup this year
- the Pipe Band Championships at Moira Demesne at which The Right Worshipful the Mayor had been Chieftain. The Right Worshipful the Mayor put on record his thanks, and that of the Development Committee, to the Council staff across the various Council departments who had been involved in any way with this event. The Pipe Band community had complimented the Council staff in the manner in which they had carried out their duties during the event
- Ulster Grand Prix Bike Week. The Right Worshipful the Mayor expressed thanks and appreciation to the efforts of the volunteers from Dundrod and District Motor Club and also to all Council Officers and staff from the Leisure & Community Services, Environmental Services and also the Marketing and Communications Unit of the Corporate Services Department for their efforts in ensuring the event had been successful
- the service in Lisburn Cathedral to commemorate the centenary of the Gallipoli Campaign at which he had laid a wreath and at which dignitaries from New Zealand had been in attendance. The Right Worshipful the Mayor thanked all Members of Council who had been in attendance at this church service, including the Chief Executive who had assisted him in laying the wreath during the service
- reception for County and District Officers of the Royal Black Institution. The Right Worshipful the Mayor welcomed the fact that the Co Antrim parade would take place in Lisburn on Saturday, 29 August 2015 which would bring tens of thousands of visitors into the City
300
MM 25.08.2015 1. Business of The Right Worshipful the Mayor (Cont’d)
- the launch of the annual Wings Appeal which this year coincided with the 75th Anniversary of the Battle of Britain and the mayoral reception for all the Royal British Legion volunteers
- annual duck derby at the Lisburn LeisurePlex. The Right Worshipful the Mayor expressed thanks and appreciation to all Council staff at the LeisurePlex for their efforts at this event, the proceeds having gone to the mayoral charity, the Mary Peters Trust. The Right Worshipful the Mayor also welcomed the large number of children that had participated in the Council’s Summer Scheme during which the participants enjoyed activities in both the Lisburn LeisurePlex and the Ice Bowl in Castlereagh.
In conclusion The Right Worshipful the Mayor advised the Council of his participation in the annual Great North Run for his mayoral charity next month and drew Members’ attention to a sponsor sheet that was being passed round for any Member who wished to make a donation.
2. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of Councillors R Butler and S Skillen, and the Director of Environmental Services.
3. Declarations of Interest
The following declarations were made:
Alderman A G Ewart declared an interest in Items:
9.10 Correspondence from the Department of Social Development - Application for Renewal of a Track Betting Licence for Down Royal Racecourse, and
9.17 Committee for Social Development Consultation – Housing (Amendment) Bill
Alderman S P Porter declared an interest in items
9.5.1 Social Investment Fund Projects – Select List of Contractors, and
9.26 Public Health Agency – Analysis of Potentially Avoidable Premature Mortality in Northern Ireland 2001-2013
Councillor H Legge declared an interest in items
9.11 Northern Ireland Housing Executive Draft Corporate and Business Plans 2015/16 and 2017/18 and
9.17 Committee for Social Development Consultation – Housing (Amendment) Bill 301
MM 25.08.2015 3. Declarations of Interest (Cont’d)
During the course of the Meeting the following declarations were made:-
Councillor Jenny Palmer declared an interest in Item 9.5.1 Social Investment Fund Projects – Select List of Contractors in view of her being a political adviser to the Resurgam Trust.
Councillor A McIntyre declared an interest in item 9.8 Northern Ireland Local Government Association – Dairy Farm and Milk Production Industry in view of his membership of NILGA’s Rural Development Committee.
Councillor J Baird declared an interest in item 9.8 Northern Ireland Local Government Association – Dairy Farm and Milk Production Industry in view of him being an active farmer
Alderman W J Dillon declared an interest in item 9.10 Correspondence from Department of Social Development – Application for Renewal of a Track Betting Licence for Down Royal Racecourse in view of his honorary membership of the Down Royal Racecourse.
4. Council Minutes
It was proposed by Alderman A G Ewart, seconded by Councillor T Morrow, and agreed that with the exception of item 14.6 Council Representative on Lagan Valley Regional Park, which was subject to reconsideration under the “Call-In” procedure, the minutes of the meeting of Council held on 28 July 2015 be confirmed and signed.
5. Matters Arising
Item 9.3 Page 281 Junior Parkrun – Request for Use of Moira Demesne
Councillor O Gawith conveyed thanks to the Council from the organisers of the Junior Parkrun for having acceded to the use of Moira Demesne for Junior Parkrun events on Sunday mornings.
6. Deputations
There were no deputations to be received at the Meeting.
7. Business Required by Statute
(i) Signing of Legal Documents
There were no legal documents for signing at the Meeting.
302
MM 25.08.2015 8. Adoption of Minutes of Committees
It was agreed that the minutes and recommendations of the undernoted meeting be adopted, subject to any changes recorded below:
Special Development Committee 20 August 2015 Proposed by Alderman A G Ewart Seconded by Alderman W J Dillon
Matters Arising
There were no matters arising.
9. Report from Chief Executive
It was agreed that the reports and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
Items for Decision
9.1 Community Christmas Trees & “Switch On” Events Draft Funding Policy 2015-2017
The Chief Executive reported that the former Lisburn City Council had operated a scheme whereby a number of local communities had been provided with a Christmas tree and encouraged to organise local community “switch-on” events for which they could apply for Council grant assistance. This policy excluded central areas of urban Lisburn which the former City Council believed had been adequately catered for through the civic Christmas Trees provided both at the Lagan Valley Island Civic Headquarters, and in Market Square, Lisburn.
It was agreed that the Community Christmas Trees & “Switch On” Events Draft Funding Policy 2015-2017 for Lisburn & Castlereagh City Council, as circulated, be agreed.
9.2 Christmas Switch On Event
The Chief Executive reminded the Council of its decision in June 2015 that officers from the Marketing and Communications Unit, liaise with the Chairman of the Corporate Services Committee and The Right Worshipful the Mayor, as to the arrangements for the Christmas Switch-On event, which would take place in Lisburn City Centre on Thursday 19th November.
The Chief Executive advised that the Switch-On event, which was organised by the Marketing and Communications Unit, Corporate Services Department, would include a Christmas Parade and the Switching-On of the lights by The Right Worshipful the Mayor at the new public realm space in Lisburn City Centre.
It was noted that a report on the event would be brought to the Corporate Services Committee Meeting in September 2015 and that the Chairman of the
303
MM 25.08.2015 9.2 Christmas Switch On Event (Cont’d)
Corporate Services Committee had agreed that an open invitation to attend this meeting be extended to any Elected Member who wished to be appraised of arrangements pertaining to the event.
It was also noted that in the interim, arrangements and decisions for the Christmas Switch-On would continue to be referred to The Right Worshipful the Mayor and Chairman of the Corporate Services Committee for approval.
9.3 NI Courts and Tribunals – Rationalisation of the Courts Estate
The Council had been furnished with a draft response to a questionnaire on the above consultation and the submission by the Council to the NI Courts and Tribunals Service proposals, both documents having been prepared by Blu Zebra Limited on behalf of the Council.
It was agreed that a) the draft response to the questionnaire and the submission by the Council to the NI Courts and Tribunals Service proposals for rationalisation of the courts estates be approved, and b) it be noted that further discussion would take place at the Council’s Governance and Audit Committee in regard to potential further action in terms of the development of Lisburn Courthouse through community planning.
9.4 ABF Soldiers’ Charity Annual Awards Ceremony Thiepval Barracks, Lisburn 9 September 2015
The Council had been furnished with a copy of a letter dated 10 August 2015 from Mr David Forsey, Regional Director, ABF The Soldiers’ Charity, in connection with the Charity’s annual awards ceremony which would take place in Thiepval Barracks, Lisburn, on Saturday 19 September 2015 at 7.00 pm.
It was agreed on a proposal by Alderman S P Porter that the Chairman and Vice Chairman of the Corporate Services Committee, or their nominee, be nominated to represent the Council at the above Charity Awards Ceremony, at a cost of £35 per person plus mileage allowance. It was noted that Members of Council could purchase tickets for this event.
9.5 Delegated Authority
9.5.1 Social Investment Fund Projects – Select List of Contractors
The Director reminded the Council that the Council had previously agreed to act as the Lead Delivery Agent in regard to two Social Investment Fund supported projects in the Council area, namely: an extension to Laganview Enterprise Centre, and a new youth facility in West Lisburn. Public advertisements had recently been placed inviting contractors to apply for inclusion on a select list for the construction of both schemes and arising from this it was anticipated a report
304
MM 25.08.2015 9.5.1 Social Investment Fund Projects – Select List of Contractors (Cont’d) would be available from the Council Consultants advising on the formation of a Select List of Contractors to tender for the work.
Alderman S P Porter welcomed the above-mentioned Social Investment Fund projects which would benefit the socially deprived areas. Alderman Porter put on record his annoyance at the UUP Party Leader, Mike Nesbitt MLA, who had not fully supported the Social Investment Funding.
At the request of Alderman S Martin the Director of Leisure and Community Services clarified the process for the tendering of a select list of contractors, it being noted that this was Central Government grant funding and the entire procurement process had been overseen by the Government’s Central Procurement Directorate and the Strategic Investment Board with stages of the process including a public advertisement, formulation of a select list against certain criteria, experience, etc..
In response to concerns from Alderman W J Dillon in regard to the contractor that had been awarded to a recent major Council project the Director of Development and Planning confirmed that the contractor in question had also been appointed through a similar process managed by the Central Procurement Directorate as outlined by the Director of Leisure and Community Services.
In order to assist in expediting the process it was proposed by Alderman S P Porter, seconded by Councillor A McIntyre, and agreed that delegated authority be granted to the Leisure & Community Development Committee to consider the Consultant’s report and approve the select list of Contractors to undertake construction woks in relation to the two Social Investment Fund supported projects at the Meeting of the Leisure & Community Development Committee in September 2015.
9.5.2 Northern Ireland Business Start-Up Programme
The Chief Executive reminded the Council that at the Meeting of Council in May 2015 an update report had been presented highlighting the ongoing provision of the Regional Start Initiative via a Service Level agreement with Invest NI until the end of October 2015 to facilitate the transition period of business start-up support to local government.
It was agreed that the Council grants delegated authority to the Development Committee at its Meeting in September 2015 to consider an update on the Regional Start Initiative and to agree a proposed option for delivery in the Lisburn & Castlereagh City Council area post October 2015.
9.5.3 Integrated Marketing Campaign Tender Evaluations
The Chief Executive reminded the Council that at the Meeting of the Council in June 2015 it had been agreed that the Economic Appraisal of the Integrated Marketing Campaign be approved, thus allowing the project to proceed to tender stage.
305
MM 25.08.2015 9.5.3 Integrated Marketing Campaign Tender Evaluations (Cont’d)
It was agreed that the Council grants delegated authority to the Development Committee at its Meeting in September 2015 to consider tenders received for the Integrated Marketing Campaign.
9.6 Office of the First Minister & Deputy First Minister – District Council Good Relations Programme 2015-2016: Letter of Offer
Alderman A G Ewart left the Meeting at this juncture (7.37 pm).
The Chief Executive reminded the Council that in March 2015 the Council submitted an application to the District Council Good Relations Programme 2015—2016 and that after initial consideration this Council’s application along with those of five other Councils had been referred back for some amendment and re-submission. This work had been completed successfully in May 2015.
The Council had been furnished with a copy of a Letter of Offer dated 30 July 2015 for the period 1 April 2015-31 March 2016 from the relevant Unit within the Office of the First Minister and Deputy First Minister (OFMDFM). The Director reported that the Letter of Offer was in the overall sum of £69,608.63, representing 50% of the proposed allocation to the Council and that OFMDFM had indicated that depending on the prevailing financial position the remaining 50% may be made later in the year.
It was noted that the uncertainty over the eventual level of available funding created a degree of risk to the Council in implementing the Action Plan upon which the application to OFMDFM had been made.
Councillor John Palmer indicated that he wished to raise an issue in relation to this matter under consideration of Confidential Business.
Alderman S Martin expressed concern regarding OFMDFM having been unable to confirm final budget allocations for the District Council Good Relations Programme.
It was agreed that the Council:
- accepts the Letter of Offer from OFMDFM in connection with the District Council’s Good Relations Programme 2015-2016 and, and
- agrees to a report on the funding award from OFMDFM and its implications for the Council’s Good Relations Action Plan being prepared for the consideration at the Leisure & Community Development Committee Meeting in September 2015.
It was proposed by Alderman S Martin, seconded by Alderman S P Porter, and agreed that the Council, as a corporate body, puts on record its disappointment in regard to the processes that had been deployed by OFMDFM on this occasion which left the Council unable to deliver fully on vital Good Relations projects across the City area.
306
MM 25.08.2015 9.7 Good Relations Grant Scheme 2015-2016
The Director reported that as part of the Council’s Good Relations Action Plan submitted to OFMDFM earlier this year, the Council had proposed operating a local Good Relations Grant Scheme, it being noted that similar schemes had previously been operated by both the extant Lisburn City and Castlereagh Borough Councils.
The Council had been circulated with a Draft Local Good Relations Grant Scheme to be operated by Lisburn & Castlereagh City Council in 2015-2016.
It was agreed that:
- the Council agrees the Draft Local Good Relations Grant Scheme and that the Grant Scheme be advertised as soon as possible, and
- in light of the above item (9.6) on the Good Relations Programme, no awards be made under the Scheme until any recommendations arising from the Leisure & Community Development Committee’s consideration of the report on the implications of the interim funding award from OFMDFM had been ratified by Council.
9.8 Northern Ireland Local Government Association – Dairy Farm and Milk Production Industry
Alderman A G Ewart returned to the Meeting at 7.40 pm.
The Council had been circulated with a copy of a letter dated 30 July 2015 from Derek McCallan, Chief Executive of NILGA seeking the Council’s support for a proposal in connection with the Dairy Farm and Milk Production industry.
A discussion ensued during which Councillor L C Poots stated that he did not support NILGA’s proposals in regard to the dairy farm and milk production industry but that he would be supporting his party position on this matter at Stormont in order to seek to increase the intervention price for the dairy farming industry. He stated that NILGA’s proposals would prolong any crisis in farming.
Councillor M H Tolerton, having indicated her support to the comments raised by Councillor L C Poots.
Councillor T Morrow, having stated that he was himself a dairy farmer, supported Councillor Poots’ proposal. He stated that the Department of Agriculture and Rural Development (DARD) had a responsibility in this matter and highlighted the lack of research into the dairy industry by DARD.
Alderman W J Dillon also spoke in support of Councillor Poots’ comments and highlighted the fact that all categories of farmers were experiencing difficulties at this time, in particular beef, sheep and grain farmers. He stated that NILGA’s proposals should be supported to an extent rather than rejected in their entirety.
It was agreed on the proposal by Councillor L C Poots, seconded by Councillor M H Tolerton that the Council writes to NILGA to advise that 307
MM 25.08.2015 9.8 Northern Ireland Local Government Association – Dairy Farm and Milk Production Industry (Cont’d)
- the Council did not support fully NILGA’s proposals for the dairy farm and milk production industry, as outlined in its correspondence to the Council,
- this Council supported the increase in the intervention price for the dairy farming industry, and
- the Council calls on NILGA to support all areas of farming that were experiencing difficulties at this time.
It was agreed also that the Council writes to DARD advising that this Council considered NILGA’s proposals in regard to the dairy and milk production industry and to convey to DARD the Council’s position in this regard, and calling on DARD to promote the sale of local produce and to monitor the movement of imported goods into the local area.
9.9 Correspondence from O’Hare Solicitors – Application for Renewal of 3 Bookmaking Office Licences for McLean Bookmakers
The Council had been furnished with a copy of a letter dated 27 July 2015 from O’Hare Solicitors to renew three Bookmaking Office Licences, it being noted that the application for such licences required notice to be placed with the local authority and sought confirmation of receipt and no objections.
It was agreed that the Council approve the notification for the renewal of bookmakers licences at the following premises, it being noted that no objections were raised in relation to the renewal applications: a) 799 Upper Newtownards Road, Castlereagh b) 22 Bridge Street, Lisburn c) 30 & 32 Grand Street, Lisburn.
9.10 Correspondence from Department of Social Development – Application for Renewal of a Track Betting Licence for Down Royal Racecourse
The Council had been furnished with a copy of a letter dated 20 July 2015 from the Department of Social Development to renew the track betting licence for Down Royal Racecourse, Maze, which expired on 30 November 2015.
It was noted that the application for such licences required notice to be placed with the local authority in which the track (or any part of it) was situated and sought confirmation of receipt and no objections.
It was agreed that the Council agrees to the notification for the renewal of the Track Betting Licence for Down Royal Racecourse and that no objections be raised thereon.
308
MM 25.08.2015 9.11 Northern Ireland Housing Association Draft Corporate and Business Plans 2015/2016 -2017/2018
The Council had been furnished with a copy of an introductory letter and invitation to submit comments from the Northern Ireland Housing Executive (NIHE), along with the draft Corporate Plans for reference.
The Director reported that the purpose of the consultation was for stakeholders to let the NIHE know of any changes or additions that may be required or considered for the coming term.
The Council had been also furnished with a report in relation to the above- mentioned Corporate and Business Plans which had been prepared by Council Officers from Development and Planning, Environmental Services and the Chief Executive’s Office.
It was agreed that the Council approves the compiled consultation response and that the response be submitted to the Northern Ireland Housing Executive in respect of their Corporate and Business Plans for the years 2015/2016 and 2017/2018, subject to any comments that Members may wish to make.
9.12 Shaping Place, Changing Lives – A Placemaking Symposium for Councils Mossley Mill, Newtownabbey 22 October, 2015
The Council had been furnished with a letter dated 30 July 2015 from the Department of Culture, Arts and Leisure (DCAL) in regard to the above symposium which was being convened by the Northern Ireland Local Government Association (NILGA) and DCAL, together with DCAL’s Ministerial Advisory Group (MAG).
It was agreed that Councillor M H Tolerton, together with appropriate Council Officers, be nominated to attend the Placemaking Symposium for Councils to be held at Mossley Mill, Newtownabbey on Thursday, 22 October 2015, it being noted that the estimated cost of a Member’s attendance was £23.40.
9.13 Social Media Belfast – “Creating Communities” Tuesday 8 September 2015, Baby Grand, Belfast
The Council had been furnished with details of the above half-day conference which was being organised by Agenda NI and the Northern Ireland Local Government Association. It was noted that the estimated cost of a Member’s attendance at this event was £136.70.
It was agreed on a proposal by Councillor N Anderson, seconded by Councillor A McIntyre, that in view of the cost to the Council of all Elected Members attending this conference, which may not be the most effective and efficient manner in which to deliver this training, Officers investigate the viability of providing this training in house for all Members of Council.
309
MM 25.08.2015 9.14 Chartered Institute of Waste Management (CIWM) Conference & Exhibition Wednesday 30 September 2015 Titanic, Belfast
The Council had been furnished with details of the above annual CIWM conference and Exhibition, the theme of the conference being ‘Circular Economy.’ The conference would provide delegates an opportunity to discuss the opportunities and challenges of delivering high quality materials to the reprocessing sector whilst at the same time meeting the statutory targets and requirements of new legislation.
It was agreed on a proposal by Alderman M Henderson that the Chairman and Vice Chairman of the Environmental Services Committee, together with four Council Officers, be nominated to attend the CIWM conference in Belfast on Wednesday, 30 September 2015 at an estimated cost of a Member’s attendance being £297.30.
9.15 National Association of Councillors Training & Development Seminar 25-27 September 2015 Blackpool
The Council had received previously details of the above NAC Training & Development Seminar Economy to be held in Blackpool from 25-27 September 2015 with the NAC AGM taking place during weekend.
It was agreed to approve the attendance of the Council’s representatives on the National Association of Councillors at the NAC Training and Development Seminar in Blackpool from 25-27 September 2015 at an estimated cost of £645.
9.16 Environmental Better Regulations Bill
The Council had been furnished with a copy of the submission made to the Environment Committee of the Northern Ireland Assembly on behalf of Lisburn & Castlereagh City Council in regard to the above issue, comments on which were to be received by 7 August 2015.
Members were advised that the above-mentioned submission had been made on the basis that it would be subject to ratification by the Council at this Meeting.
It was agreed that the submission made to the Environment Committee of the Northern Ireland Assembly on behalf of Lisburn & Castlereagh City Council in regard to the Environmental Better Regulations Bill be approved.
9.17 Committee for Social Development Consultation - Housing (Amendment) Bill
The Council had been furnished with a copy of the introductory letter and invitation to submit comments from the Department of Social Development along with the Housing (Amendment) Bill. The purpose of the Bill was to permit sharing of various information including details of owners of empty properties and information relating to housing anit-social behaviour across central government departments.
310
MM 25.08.2015 9.17 Committee for Social Development Consultation - Housing (Amendment) Bill (Cont’d)
The Council had also been furnished with a copy of a paper compiled by Officers from Development & Planning, Environmental Services and the Chief Executive’s Office in relation to the above-mentioned Bill.
It was agreed that the Council approve the compiled consultation report in relation to the Housing (Amendment) Bill.
Items for Noting
9.18 Away Day
The Chief Executive reported that it was proposed to hold an Away Day in La Mon House Hotel on 19 October 2015, the main focus of which would be the Capital Development Programme linked to the Area Development Plan. Officers would be arranging two capacity building sessions to be offered to Members prior to the Away Day in relation to (i) Financing Models, and (ii) Local Area Plan.
It was agreed to note the preliminary details of the Away Day to be held on 19 October 2015 in La Mon House Hotel and also the plans for two capacity building sessions to be offered to Members prior to the Away Day.
9.19 90th Birthday Celebrations – HM Queen Elizabeth II
The Chief Executive reminded the Council of the decision taken at the previous meeting of Council in regard to the organisation of a Service of Thanksgiving to mark the occasion of Queen Elizabeth II becoming Britain’s longest reigning Monarch which had been arranged to take place on Sunday 27 September 2015.
It was noted that with regard to the 90th birthday celebrations for HM Queen Elizabeth II, Members were advised that this matter would be progressed through the Council’s Corporate Services Committee in conjunction with the Mayor’s Office.
9.20 Prevalence of Japanese Knotweed on Comber Greenway
The Council had been furnished with and noted the content of copy correspondence dated 22 July 2015 from the Department of Regional Development and 3 August 2015 from the Northern Ireland Environment Agency in regard to the prevalence of Japanese Knotweed on Comber Greenway.
Alderman W J Dillon having informed the Council of having received a similar complaint in Moira Demesne in approximately an acre to the right hand side of the long pond, by a Moira resident, asked the Director of Environmental Services to arrange for Officers to inspect the area in question.
Councillor T Morrow updated the Council in regard to the Japanese Knotweed at Comber Greenway, it being noted that proper examination of the area had confirmed that after three years there had been no spread of this weed.
311
MM 25.08.2015 9.21 Cairnshill Park & Ride
The Council had been furnished with and noted the content of a copy of a letter dated 3 August 2015 from the Department of Regional Development - Transport NI, Eastern Division, in response to representations by the Council in relation to the closure of the waiting facility at the Cairnshill Park & Ride location.
9.22 Amendments to the Polling Scheme
The Council had been furnished with and noted the content of a copy of a letter dated 7 August 2015 from the Electoral Office for Northern Ireland acknowledging receipt of the Council’s comments in regard to the above, it being noted that the consultation period would conclude on 22 September 2015 and that all written submissions received would be considered after that date and a substantive response issued to the Council’s correspondence.
9.23 Hospital Road/Hillhall Road Closure
The Council had been furnished with and noted the content of a copy of a letter dated 13 August 2015 from the Department of Regional Development - Transport NI, Eastern Division, in response to representations by the Council in relation to the road closure at Hospital Road/Hillhall Road.
Councillor A McIntyre expressed thanks to the Council for having corresponded with Roads Service on this matter and put on record that he had issues with some of the comments contained in the correspondence from Roads Service which he said he would continue to raise on behalf of the constituent concerned.
9.24 The Royal Scottish Pipe Band Association (RSPBA)
The Council had been furnished with and noted the content of a copy of a letter dated 17 July 2015 from the Royal Scottish Pipe Band Association (RSPBA) expressing its thanks to the Council and its Officers in affording them the opportunity to exhibit at the Balmoral Show in the Visit Lisburn & Castlereagh marquee in May 2015.
9.25 Translink Annual Review 2014/15: Delivering for Today’s Journey: Designing for Tomorrow’s …..”
Members noted that a copy of the Translink Annual Review 2014/2015 had been received and could be viewed online at www.translink.co.uk/annualreview.
9.26 Public Health Agency – Analysis of Potentially Avoidable Premature Mortality in Northern Ireland 2001-2013
The Council had been furnished with and noted the content of a copy of a briefing from the Public Health Agency in regard to the Analysis of Potentially Avoidable Premature Mortality in Northern Ireland 2001-2013.
312
MM 25.08.2015 Additional Report
9.27 Tree Maintenance Works
Members were reminded that at the June Environmental Services Committee it had approved the procurement of additional tree maintenance works to address the extensive issues raised in the recent Tree Condition Report. Discussions were currently underway with the Council’s legal representatives
The Head of Environmental Health responded to a question from Councillor Jenny Palmer in regard to the discussions with legal representatives in the above procurement process.
It was agreed that in order to not delay the project any further the Council delegates authority to the Environmental Services Committee at its Meeting in September 2015 to consider the tenders received for the Tree Maintenance Works.
10. Reports from Members on Boards
10.1 Lisburn & Castlereagh Policing and Community Safety Partnership
Councillor S Carson updated the Council in regard to the reconstitution of the new Council’s Policing and Community Safety Partnership (PCSP) which should take place on 31 August 2015. Councillor Carson acknowledged the work of the PCSP Manager in the lead up to the reconstitution of the Lisburn & Castlereagh PCSP.
Councillor Carson also updated the Council in regard to the new policing structures and changes in policing with effect from 7 September 2015 and also in regard to an initial meeting that political members had attended with the Superintendent to outline the new policing teams that would be in place in the new district.
Alderman S Martin welcomed the fact that the Lisburn & Castlereagh PCSP would be reconstituted by 31 August 2015.
Councillor S Carson responded to comments from Alderman S Martin who had sought reassurance that the identity of the independent members who had been successful in being appointed to the new PCSP would be revealed to this Council’s Elected Members prior to being released to the public.
At this juncture Councillor John Palmer stated that the PCSP website had listed the names of eight successful independent members on the Lisburn PCSP with one name still to be confirmed.
Alderman G Rice having sat on the interview panel for the independent members put on record her disappointment that the names of the successful candidates were already in the public domain.
313
MM 25.08.2015 10.1 Lisburn & Castlereagh Policing and Community Safety Partnership (Cont’d)
It was agreed on a proposal by Alderman G Rice that the Council write to the Policing Board to convey the Council’s dissatisfaction and concern with this matter and to request clarification thereon.
Councillor P Catney asked that the Council put on record its thanks and appreciation to those Elected Members who had sat on the interview panel for the appointment of the independent members.
11. Reports on Decisions Subject to the Reconsideration Procedure
11.1 Call-In: Council Representative on Lagan Valley Regional Park
It was agreed that the above matter be considered under agenda item 13 Confidential Business, this matter being item 1 on the Chief Executive’s Confidential Report.
12. Notice of Motion
There were no Notices of Motion for consideration at the Meeting.
13. Confidential Business
Confidential Report by the Chief Executive
The Right Worshipful the Mayor, Councillor R T Beckett, advised that the items contained in the Chief Executive’s confidential report would be dealt with “In Committee” and outlined the reason for each item listed in the Confidential report, as follows:
13.1 Call-In - Confidential due to information in relation to which a claim to legal professional privilege could be maintained in legal proceedings
13.2 Advertisement of Planning Applications Confidential due to information relating to the financial or business affairs of any particular person (including the Council holding that information)
13.3 Tender for Corporate Stationery Confidential due to information relating to the financial or business affairs of any particular person (including the Council holding that information)
314
MM 25.08.2015 Confidential Report by the Chief Executive (Cont’d)
Following clarification by the Chief Executive in regard to the requirement for the Call-In item to be considered “in Committee,” The Right Worshipful the Mayor thanked members of the public present for their attendance and asked that they leave the meeting.
The Mayor’s Chaplain and the Head of Central Support Services left the meeting at this point (8.26 pm).
“In Committee”
It was proposed by Alderman W A Leathem, seconded by Alderman T Jeffers, and agreed that the Confidential Report be considered “in Committee”, in the absence of members of the press and public being present.
The Head of Central Support Services returned to the Meeting (8.27 pm)
Items for Decision
13.1 Call-In
Councillor P Catney declared an interest in this matter and left the Meeting (8.28 pm).
Members noted details in relation to the Call In in accordance with Section 41(1)(a) of the Local Government Act (Northern Ireland) 2014 in respect of the decision taken at the Meeting of Council held on Tuesday 28 July 2015 in connection with Council Representation on Lagan Valley Regional Park (Minute reference 11.1).
Following consideration of the Chief Executive’s Report a discussion ensued during which the Chief Executive responded to Members’ questions.
It was agreed on a proposal by Councillor O Gawith, and seconded by Councillor A Girvin, that Councillor Jenny Palmer be nominated to the Lagan Valley Regional Park Board.
It was agreed that further information be sought from Lagan Valley Regional Park Board.
Items for Noting
13.2 Advertisement of Planning Applications
The Council noted that following an “Invitation to Quote” competition in March 2015 the Belfast Telegraph had been awarded a six-month contract for the weekly advertisement of planning applications and other associated Public Notices required under planning legislation.
315
MM 25.08.2015
13.2 Advertisement of Planning Applications (Cont’d)
In response to a question from a Member the Director of Development and Planning provided clarification in regard to the award of the contract to the Belfast Telegraph.
13.3 Tender for Corporate Stationery
The Council noted that the tender for Corporate Stationery had been awarded to the following firms, being the most economically advantageous tenders received:-
Lot 1: The Pierce Partnership Limited, 17 Dargon Crescent, Duncrue Estate, Belfast, BT3 9RP Lot 2: Minprint Limited, 401 Castlereagh Road, Belfast, BT5 6QP
Verbal Confidential Item
13.4 Good Relations Grant Scheme 2015-2016
Concerns were noted from Councillor John Palmer in regard to the likelihood of a number of Good Relations projects not being progressed by the Council as a result of the uncertainty over available funding from OFMDFM and other financial constraints within the Council’s Good Relations Section.
It was proposed by Councillor A Givan, seconded by Councillor J Gray, and agreed to come out of committee and normal business was resumed.
Resumption of Normal Business
14. Any Other Business
14.1 Heads of Service – Contact Telephone Numbers Alderman W A Leathem
It was agreed that a list of mobile and office telephone numbers for the newly appointed Heads of Service be provided to Members as a matter of priority.
14.2 Annual Co Antrim Royal Black Perceptory Parade Saturday 29 August 2015 Alderman W A Leathem
Alderman W A Leathem drew the Council’s attention to the forthcoming annual Co Antrim Royal Black Perceptory parade that was taking place in Lisburn on Saturday 29 August 2015 and advised that this year’s charities benefiting from the event were ‘Open Doors’ Charity, British Lung Foundation and a local charity Suicide Awareness – Horizons. Alderman Leathem wished to put on record the message that everyone was welcome in Lisburn on Saturday and that Lisburn was open for business.
316
MM 25.08.2015 14.3 Grass Cutting by Department of Regional Development Alderman W A Leathem
Alderman Leathem referred to health and safety issues in regard to the on-going problem of grass cutting on the main routes into Lisburn and the decision of the Minister for Regional Development, Danny Kennedy MLA to have the grass cut at these routes once each year.
It was agreed on a proposal by Alderman W A Leathem, seconded by Councillor M H Tolerton, that the Council writes to the Minister for Regional Development, Danny Kennedy, MLA, conveying the Council’s health and safety concerns regarding the fact that many site lines are not clear as a result of the long grass and also flooding on the roads as a result of guttering not being cleaned out, and requesting the Minister to review his policy.
Councillor John Palmer concurred with the concerns raised by Alderman W A Leathem.
14.4 PCSP – Appointment of Independent Members Alderman G Rice
It was proposed by Alderman G Rice and agreed that the Council includes in its letter to the Policing Board (as agreed under item 10 above) the fact that there were no appointments of independent members to the Lisburn & Castlereagh PCSP from the Castlereagh Borough, despite there having been a number of suitable candidates from the Castlereagh area having been recommended for appointment, and requesting an explanation thereon.
14.5 War Memorial in Maghaberry Alderman J Tinsley
Alderman J Tinsley referred to the decision of the former Lisburn City Council to fund a war memorial in Maghaberry to the First World War and the Second World War, and also in relation to the area’s link with the American Air Force.
It was agreed on a proposal by Alderman Tinsley that in view of time constraints, delegated authority be granted to the Council’s Central Support Services to proceed with the organisation of an unveiling ceremony for the War Memorial in Maghaberry in September 2015 to which local Elected Members, MLAs, community and church representatives would be invited.
14.6 Alliance MLA Trevor Lunn Councillor L C Poots
Councillor L C Poots referred to an issue alluded to earlier in the Meeting under Confidential Business in connection with Alliance MLA Trevor Lunn’s change of mind in support of equal marriage.
Councillor L C Poots put on record his disgust at the deceit of such actions of the Alliance MLA which he felt was an action that Mr Lunn had taken for his own personal gain.
317
MM 25.08.2015 14.6 Alliance MLA Trevor Lunn Councillor L C Poots (Cont’d)
In response to Councillor Poots’ comments the Deputy Mayor, Councillor A Redpath, put on record that he had the opportunity to speak with Mr Lunn and assured the Council that Mr Lunn’s change of mind had not been motivated by personal monetary gain.
There being no further business, the meeting was terminated at 9.57 pm.
Mayor
318
(S) Council 09.09.2015
LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of Special Meeting of Council held in the Island Civic Centre, The Island, Lisburn, on Wednesday 9th September 2015 at 5:00 pm
PRESENT: The Right Worshipful the Mayor Councillor R T Beckett
Aldermen A G Ewart, M Henderson MBE, T Jeffers, W A Leathem, S Martin, S P Porter and J Tinsley
Councillors N Anderson, J Baird, B Bloomfield MBE, S Carson, P Catney, J Gallen, O Gawith, A Girvin, A Givan, J Gray MBE, A Grehan, B Hanvey, H Legge, A McIntyre, U Mackin, B Mallon, T Mitchell, T Morrow, John Palmer, L Poots, M Tolerton and R Walker
IN ATTENDANCE: Director of Environmental Services/Acting Chief Executive Director of Development and Planning Director of Corporate Services Director of Leisure and Community Services Director of Finance & Convergence of I.T. Systems Head of Economic Development Assistant Director of Leisure Services (Cultural & Community Services) Committee Secretary Attendance Clerk
Commencement of the Meeting
The Right Worshipful the Mayor, Councillor R T Beckett, thanked those present for their attendance.
The Right Worshipful the Mayor asked that any Member entering or leaving the meeting alert him accordingly so that the Committee Secretary might accurately reflect arrival and departure times in the minutes.
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of Aldermen W J Dillon MBE, D Drysdale and G Rice MBE; Councillors R Butler, V Kamble, J McCarthy, Jenny Palmer and S Skillen; the Chief Executive and the Head of Central Support Services.
407
(S) Council 09.09.2015 2. Declarations of Interest
There were no declarations of interest.
Alderman M Henderson and Councillors J Baird, A Grehan, H Legge and T Mitchell entered the meeting. (5.03 pm)
3. Confidential Report from Director of Development & Planning
The Right Worshipful the Mayor, Councillor R T Beckett, advised that the items contained in the Confidential Report of the Director of Development & Planning would be dealt with “in Committee” and outlined the reason for each item listed in the Confidential Report, as follows:-
3.1 Hunday (Harry Ferguson Vintage Tractor) Collection - Confidential due to information relating to the financial or business affairs of any particular person, including the Council holding that information.
3.2 Public Realm Judicial Review Update – Confidential due to information in relation to which a claim to legal professional privilege could be maintained in legal proceedings.
“In Committee”
It was proposed by Councillor J Gallen, seconded by Councillor N Anderson and agreed that the Confidential Report be considered “in Committee” and in the absence of members of the press and public, it being noted that there were no such persons present at this stage in the meeting.
Councillor A Givan entered the meeting. (5.04 pm)
3.1 Hunday (Harry Ferguson Vintage Tractor) Collection
The Director of Development & Planning presented his report and responded to Members’ questions in relation thereto.
It was proposed by Alderman A G Ewart, seconded by Alderman M Henderson and agreed that, subject to contract and without prejudice, a select number of the Hunday Ferguson Collection be purchased and to this end:-
• a financial appraisal in relation to the purchase of a select number of the Hunday Ferguson Collection for the purpose of establishing a new museum collection be carried out;
• professional advisers with appropriate agricultural heritage expertise, and with a knowledge of the valuation of such items be appointed to assist the Council in this matter;
408
(S) Council 09.09.2015 3.1 Hunday (Harry Ferguson Vintage Tractor) Collection (Continued)
• a delegation comprising the undernoted persons inspect the Hunday Ferguson Collection, at an appropriate stage, with a view to the purchase of a certain number thereof:-
• the Assistant Director of Leisure Services (Cultural & Community Services); • an officer from the Department of Development & Planning; • the professional advisers referred to above, ie a professional adviser with agricultural heritage expertise and one with a knowledge of the valuation of such items;
• the Development Committee be delegated authority to progress this item of business.
• the matter of incorporating a Harry Ferguson exhibition with that of other agencies be explored.
During the Director’s presentation of his report on this item and prior to any decision being taken, Councillor John Palmer entered the meeting at 5.05 pm. After the decision had been taken and during further discussion, Alderman A G Ewart left the meeting and returned to it at 5.20 pm and 5.25 pm respectively.
3.2 Public Realm Judicial Review Update
The Director of Development & Planning presented his report in relation to the above item.
It was agreed to recommend that the content of a letter dated the 4th September 2015 from the Council’s legal advisers providing an update in relation to the above matter be noted.
“Out of Committee”
It was proposed by Alderman M Henderson, seconded by Alderman T Jeffers and agreed to come “out of Committee” and normal business was resumed.
4. Late Arrivals to Meeting
Alderman M Henderson apologised for a number of members of the Ulster Unionist Party having arrived late to the meeting and also presented an apology on behalf of Councillor R Butler.
409
(S) Council 09.09.2015
There being no further business, the Special Meeting of Council concluded at 5.29 pm.
Mayor
410
Environmental Services Committee 02.09.15
LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the proceedings of the Environmental Services Committee meeting of Lisburn & Castlereagh City Council, held in the Island Civic Centre, Lisburn, BT27 4RL, on Wednesday, 2 September 2015, at 5:30 pm
IN THE CHAIR: Councillor Brian Hanvey
PRESENT: The Right Worshipful the Mayor, Councillor R T Beckett
Aldermen T Jeffers and S P Porter
Councillors N Anderson, B Bloomfield MBE, A Givan, J Gray MBE, A McIntyre (from 5.41 pm), T Mitchell, T Morrow, Jenny Palmer, L Poots (from 5.49 pm), S P Porter, A Redpath (from 6.00 pm), J Tinsley and R Walker
IN ATTENDANCE: Councillor J Tinsley Director of Environmental Services Head of Service (Environmental Health) Parks Manager Head of Service (Technical and Estates)
1. APOLOGIES
Apologies had been received from Councillor J Baird and Councillor P Catney.
2. DECLARATIONS OF INTEREST
The Chairman invited Members to declare any conflicts of interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting.
No Declarations of Interest forms were received.
3. MINUTES OF THE ENVIRONMENTAL SERVICES COMMITTEE MEETING HELD ON 3 JUNE 2015
It was proposed by Councillor B Bloomfield, seconded by Alderman T Jeffers and agreed that the minutes of the Environmental Services Committee meeting held on 3 June 2015 and adopted by the Council at its meeting held on 23 June 2015 be confirmed and signed.
4. DEPUTATION
4.1 BRYSON RECYCLING - HARMONISATION OF WASTE COLLECTION AND TREATMENT SERVICES
319
Environmental Services Committee 02.09.15
Members received a presentation from the Director of Recycling, Bryson Recycling, in respect of the harmonisation of waste collection and treatment services.
Following the presentation, Members enquired whether the proposed scheme could achieve savings and whether the presented model would be suitable for rural and urban areas. The Director of Recycling replied that savings could be achieved and the model would be suitable for rural and urban areas.
AGREED: To note the information presented by the Director of Recycling, Bryson Recycling.
5. REPORT FROM THE DIRECTOR OF ENVIRONMENTAL SERVICES
Items for Decision
5.1 DEPARTMENTAL BUSINESS PLAN 2015-2017
Alderman S P Porter referred to the required staffing levels to deliver the proposed Departmental Business Plan 2015-2017 and enquired whether this would be reduced with the extant councils now harmonised. The Director of Environmental Services advised that the Directorate had taken on additional functions. However, all resources would be considered as part of the organisational design of Environmental Services.
It was proposed by Councillor B Bloomfield, seconded by Councillor T Morrow and
AGREED: To grant approval for the Departmental Business Plan 2015-2017 for the Environmental Services Directorate.
5.2 ORGANISATION DESIGN WITHIN ENVIRONMENTAL SERVICES – BUILDING MAINTENANCE ARRANGEMENTS
The Director of Environmental Services referred to previous proposals to host building maintenance services within the Operational Services Unit. Consideration was now being given to how best to deliver this service and the Director advised Members that the proposed structure, which would come to the Committee, might propose a modified operational arrangement.
It was proposed by Councillor A Givan, seconded by Councillor B Bloomfield and
AGREED: To grant approval for building maintenance services to be hosted either by the Operational Services Unit or the Technical and Estates Services Unit and that the preferred option be presented as part of the overall organisational design report for consideration at the October meeting of the Committee.
Items for Noting
The Committee agreed that all items for noting should be proposed and seconded collectively following consideration.
5.3 RECYCLING NEEDS AND OPPORTUNITIES
320
Environmental Services Committee 02.09.15
The Director of Environmental Services tabled a report highlighting some mainland schemes which had secured increased recycling performance. She also referred to the statutory recycling target of 50% by 2020 set out in the Waste Framework Directive and pointed out the Council’s need to harmonise services in order to increase recycling performance and meet the statutory requirement..
The Director of Environmental Services advised that Members would be given regular updates and she invited Members to consider site visits in order to acquaint themselves with the practicalities, challenges and restrains of recycling programmes.
Councillor A Givan referred to the pilot scheme carried out in the Banbridge area, during which he believed there had been some concerns received from residents. Furthermore, he had been informed that during these trials significant savings had been achieved and he asked that Officers investigate and confirm this information.
Members agreed that careful consideration needed to be given to all available options before reaching a decision in respect of the most advantageous recycling programme.
5.4 STAFF RELOCATION TO BRADFORD COURT
The Director of Environmental Services provided an update regarding the proposed relocation of some service units to Bradford Court for an agreed period of time. She advised that the provision of satellite services at Lagan Valley Island would be made available during this relocation period and a project plan would be put in place and regular updates would be provided for Members’ information.
5.5 HELM HOUSING CORRESPONDENCE
The Director of Environmental Services advised that correspondence had been received from Helm Housing Association, enquiring about the option of purchasing a site that was currently operating as Benson Street off-street car park. Officers were currently obtaining relevant information but the Director advised that the request from Helm Housing should be considered within the framework of the Lisburn City Centre Master Plan, the commercial outcomes of the proposal and the longer-term needs of the local area plan.
5.6 PROPOSED RELOCATION OF LOADING BAY ON RAILWAY STREET, LISBURN
The Director of Environmental Services referred to correspondence from Transportni regarding the relocation of a loading bay on Railway Street, which had now been executed. However, there had been an amendment following a complaint from the occupier of an adjacent property. The Director tabled a site map to show the exact location of the loading bay.
5.7 SPEED LIMIT – RAVARNET ROAD, RAVARNET
321
Environmental Services Committee 02.09.15
The Director of Environmental Services tabled correspondence from Transportni, including a location map, in respect of a proposal to introduce a 50mph speed limit at Ravarnet Road from its junction with A1 Hillsborough Road.
It was proposed by Councillor N Anderson, seconded by Councillor A McIntyre and
AGREED: That the items set out in the report from the Director of Environmental Services be noted.
5.8 REPORT FROM HEAD OF SERVICE (ENVIRONMENTAL HEALTH)
Items for Decision
5.8.1 HOME ACCIDENT PREVENTION GROUPS
The Head of Service (Environmental Health) advised that funding had been provided by the Public Health Agency for two Home Accident Prevention groups in the LCCC Council area, Castlereagh HAP and Lisburn HAP. It was therefore anticipated that both groups would operate separately until 31 March 2016. He sought nominations of representatives on each of the groups until the end of March 2016 and continuing in a combined group for the duration of the current Council term.
It was proposed by Alderman S P Porter, seconded by Councillor J Gray and
AGREED: That Alderman T Jeffers be appointed as representative of the Castlereagh HAP and that Councillor A Givan be appointed as representative of the Lisburn HAP.
5.8.2 LICENSING OF PAVEMENT CAFES ACT (NI) 2014
The Head of Service (Environmental Health) advised that correspondence and draft guidance regarding the Licensing of Pavement Cafes Act (NI) 2014 had been received from the Department for Social Development. The Department had also asked for confirmation from the Council that arrangements would be in place by 1 April 2016 as well as comments on the draft guidelines. The Head of Service drew Members’ attention to comments previously prepared for Members’ consideration.
It was proposed by Councillor A McIntyre, seconded by Alderman T Jeffers and
AGREED: That the Council confirm its preparedness for the introduction of the Licensing of Pavement Cafes Act (NI) 2014 on 1 April 2016 and that comments tabled for Members’ consideration be forwarded to the Department for Social Development.
5.8.3 OFF-STREET CAR PARKING - FUTURE DELIVERY OPTIONS
The Head of Service (Environmental Health) stated that the existing Service Level Agreement with the Department for Regional Development in respect of off-street parking was due to expire on 31 October 2015. He sought Members’ views on the regional proposal to extend the existing agreement for a further three years, with the option to extend further if required.
322
Environmental Services Committee 02.09.15
In case the Department for Regional Development would not agree to continue the provision of back-office Penalty Charge Notice processing as part of the Service Level Agreement, the Head of Service (Environmental Health) sought Members’ views in respect of separate procurement of this function with IT support, while drawing on the current NSL contract through a new agreement with the Department for Regional Development. However, it was anticipated that this option would not be cost-efficient, complicated and time-consuming.
Councillor A Givan expressed some concern that this arrangement might not allow the Council to influence all aspects of the off-street car parking function. Members agreed and it was
AGREED: That Officers investigate the option of entering into an Service Level Agreement with the Department for Regional Development regarding off-street parking, on a year-by-year basis, for a maximum period of three years.
Items for Noting
5.8.4 SAFETY OF SPORTS GROUNDS (NI) ORDER 2006 - PART III - SAFETY OF STANDS AT OTHER SPORTS GROUNDS – REGULATED STANDS
The Head of Service (Environmental Health) advised that guidance had been received from the Department of Culture, Arts and Leisure, requiring the Council implement the remaining provisions of the Safety of Sports Grounds legislation and introduce the Safety Certification Scheme for non-temporary spectator stands.
The Head of Service (Environmental Health) outlined details of three designated stands in the Council area, which would require regulation by the Council.
5.8.5 THE LOCAL GOVERNMENT (MISCELLANEOUS PROVISIONS) (NI) ORDER 1985 – ARTICLE 3 – LICENSING OF PLACES OF ENTERTAINMENT – RENEWAL OF LICENCE
The Head of Service (Environmental Health) advised that, following no objections from the Police Service of Northern Ireland and the Northern Ireland Fire and Rescue Service, relevant documentation regarding the renewal of Entertainment Licences had been forwarded to the Licensing Officer and Entertainment Licences would be issued for the named premises.
5.8.6 PETROLEUM CONSOLIDATION ACT (NI) 1929 – RENEWAL OF LICENCE
The Head of Service (Environmental Health) advised that all relevant information regarding the renewal of Petroleum Licences, Petroleum Licences would be issued to the named premises.
5.8.7 THE LITTER (NI) ORDER 1994 – FAILURE TO RESPOND TO AN ARTICLE 20 NOTICE TO OBTAIN INFORMATION FOR A LITTERING OFFENCE
323
Environmental Services Committee 02.09.15
The Head of Service (Environmental Health) advised that legal proceedings had been instigated against one person for failing to pay a Fixed Penalty Notice for a littering offence.
5.8.8 THE LITTER (NI) ORDER 1994 – FAILURE TO RESPOND TO AN ARTICLE 20 NOTICE TO OBTAIN INFORMATION FOR A LITTERING OFFENCE
The Head of Service (Environmental Health) advised that legal proceedings had been instigated against three persons for failing to respond to an Article 20 Notice to obtain information regarding a littering offence.
5.8.9 THE DRAFT FLUORIDATED GREENHOUSE GASES REGULATIONS (NI) 2015
The Head of Service (Environmental Health) advised that a consultation document had been received regarding the Draft Fluorinated Greenhouse Gases Regulations (NI) 2015. Comments had been submitted on behalf of the Council to the Department of the Environment, Environmental Policy Division, by the deadline of 31 August 2015.
5.8.10 SAFEGUARDING IN LISBURN & CASTLEREAGH CITY COUNCIL
The Head of Service (Environmental Health) advised that the Council had established a Safeguarding Working Group, to include officers from each Department, and the Terms of Reference had been agreed at the Working Group’s inaugural meeting in June. The annual Safeguarding Board Northern Ireland audit had been completed and submitted in accordance with the timeframe and 54% compliance had been achieved.
5.8.11 THE DOGS (NI) ORDER 1983 – FAILURE TO PAY FIXED PENALTY NOTICE
The Head of Service (Environmental Health) advised that legal proceedings had been instigated against seven persons for failing to pay Fixed Penalty Notices for not being in possession of dog licences.
5.8.12 THE DOGS (NI) ORDER 1983 – UPDATE ON PROSECUTIONS
The Head of Service (Environmental Health) outlined details of two persons who had appeared in Lisburn Court for failure to pay Fixed Penalty Notices for Breach of Control Conditions, which had been issued following a a dog attack on another dog and resulting in a breach of Article 30F (1) of the Dogs (NI) Order 1983.
The Head of Service (Environmental Health) further advised that a person had appeared at Newtownards Court for failing to pay a Fixed Penalty Notice for allowing a dog to foul on lands at a football field.
5.8.13 THE SUNBEDS ACT (NI) 2011 – SUNBED TESTING EXERCISE
324
Environmental Services Committee 02.09.15
The Head of Service (Environmental Health) advised that a sunbed testing exercise had recently been conducted in the Council area to monitor compliance with the Sunbeds Act (NI) 2011, which had introduced an age restriction of 18 or over.
Out of 15 premises tested, one had allowed a 14-year-old girl to use a sunbed on their premises, which had resulted in the issue of a Fixed Penalty Notice.
5.8.14 THE SAFETY ADVISORY GROUP (SAG) – SAG UPDATE
The Head of Service (Environmental Health) updated Members on the work plan of the SAG, which had now been in place for one year.
5.8.15 THE SAFETY ADVISORY GROUP (SAG) – SAG MINUTES
The Head of Service (Environmental Health) tabled a copy of the minutes of the SAG on 12 August 2015 for Members’ information.
It was proposed by Councillor Jenny Palmer, seconded by Councillor L Poots and
AGREED: That the items set out for noting in the report from the Head of Service (Environmental Health) be noted.
Councillor N Anderson left the meeting at 6.30 pm and returned at 6.38 pm.
5.9 REPORT FROM HEAD OF SERVICE (OPERATIONAL SERVICES) – presented by the Parks Manager
Items for Decision
5.9.1 NI AMENITY COUNCIL – LCCC MEMBER NOMINATIONS
It was proposed by Alderman T Jeffers, seconded by Councillor A McIntyre and
AGREED: That the Chairman and Vice-Chairman of the Environmental Services Committee represent LCCC on the NI Amenity Council, therefore, that Councillor B Hanvey and Councillor T Mitchell be elected as representatives to the NI Amenity Council for 2015/2016.
Items for Noting
5.9.2 DAMAGE TO COUNCIL PLANTS – MOIRA, MAIN STREET
The Parks Manager outlined details of graffiti and damage to plants in the Moira area and advised that Officers had carried out remedial actions. Members asked that efforts be made to ensure any available CCTV footage be passed to the PSNI to further investigate the incident.
Councillor T Jeffers left the meeting at 6.42 pm.
325
Environmental Services Committee 02.09.15
5.9.3 TREE MAINTENANCE WORKS
The Director of Environmental Services advised that, following the award of delegated powers to the Committee to progress this matter, the requested legal advice had not yet been received. The Director advised that the matter needed to be further deferred until the procurement arrangements had been confirmed. .
Members expressed their thanks for the planting schemes this year and commended the work of all staff involved.
It was proposed by Councillor Jenny Palmer, seconded by Councillor T Morrow and
AGREED: That the items set out for noting in the report from the Head of Service (Operational Services) be noted.
5.10 REPORT FROM HEAD OF SERVICE (TECHNICAL AND ESTATES)
Items for Decision
5.10.1 BOROUGH CLEANLINESS SURVEY
The Head of Service (Technical and Estates) tabled correspondence from Keep Northern Ireland Beautiful, seeking approval to carry out a range of surveys in Northern Ireland over a three-year period, at a cost of £7,500 plus VAT annually to each council. He added that, in the past, both Lisburn City Council and Castlereagh Borough Council had declined to participate due to budgetary constraints. However, he sought Members’ views in respect of providing training for Waste Management staff to carry out cleanliness surveys to improve overall management of the service and standards.
In addition, the Head of Service (Technical and Estates) recommended to continue the longstanding relationship with Ulster in Bloom through the Northern Ireland Local Government Association as well as Best Kept awards through the Northern Ireland Amenity Council.
AGREED: To grant approval for Officers to identify training opportunities for the Waste Management Unit to enable them to carry out cleanliness surveys and to continue participation in Ulster in Bloom and Best Kept awards with agencies and groups in order to encourage community and interagency participation.
5.10.2 NATURAL GAS PROCUREMENT
The Head of Service (Technical and Estates) advised that the Council’s current contract for the procurement of natural gas was due to expire on 31 January 2015. Following an investigation of collaborative procurement, Antrim & Newtownabbey Borough Council had expressed an interest in collaborating in this proposed contract, therefore, a two-year fixed-price contract had been considered, which would expire on 31 January 2018. In order to come into line with other councils, whose contracts were due to expire on 31 March, and to be able to avail of the opportunity for further collaboration, the Head of Service recommended that a 26-month contract be tendered.
326
Environmental Services Committee 02.09.15
It was proposed by Councillor N Anderson, seconded by Councillor B Bloomfield and
AGREED: To grant approval to tender for a fixed-price natural gas contract for Lisburn & Castlereagh City Council for a period of 26 months, from 1 February 2016 to 31 March 2018, and to avail of the proposed collaboration with Antrim & Newtownabbey Borough Council for collaborative procurement.
5.10.3 COMMERCIAL SPECIAL COLLECTION REQUEST
The Head of Service (Technical and Estates) advised that, on occasion, the Council was asked by non-domestic organisations to remove bulky waste. He added that the current charge for domestic households would be reviewed as part of the estimates process however commercial rates needed to be agreed for implementation in year:
• 0-2m³ - £64.80 • 3-4m³ - £129.60 • 5-6m³ - £194
Councillor Jenny Palmer queried arrangements for elderly or disabled customers. The Head of Service (Technical and Estates) confirmed that procedural arrangements were in place to accommodate such requests.
It was proposed by Alderman S P Porter, seconded by Councillor Jenny Palmer and
AGREED: To approve the continued provision of special collection rates from non- domestic properties at the rates outlined in the report from the Head of Service (Technical and Estates).
Items for Noting
5.10.4 CARRYDUFF HOUSEHOLD RECYCLING CENTRE REFURBISHMENT – SERVICE RELOCATION ENABLING WORKS
The Head of Service (Technical and Estates) advised that, in order to facilitate the refurbishment of the Carryduff HRC, due to commence on 28 September 2015 for a four-month period, it would be necessary to close the facility temporarily and to relocate the fleet currently on the site to a former quarry at 35 Mill Road, which had been procured by the Council for this purpose.
5.10.5 CARRYDUFF HOUSEHOLD RECYCLING CENTRE REFURBISHMENT – INTERIM WASTE SERVICE ARRANGEMENTS
The Head of Service (Technical and Estates) outlined details of the interim service provision arrangements during the closure of Carryduff HRC for Members’ information. The Chairman asked that further consideration be given to servicing the immediate needs of the Carryduff area during this time.
327
Environmental Services Committee 02.09.15
5.10.6 WASTE HARMONISATION STEERING GROUP – TERMS OF REFERENCE
The Head of Service (Technical and Estates) advised that a Waste Harmonisation Project Steering Group was being established, to include Officers from the Operational Services Unit and the Technical and Estates Services Unit, in order to make arrangements for the harmonisation of waste collection, treatment and disposal as a result of local government reform. Further updates regarding progress of work streams would be provided for Members’ information.
5.10.7 NORTHERN IRELAND LANDFILL ALLOWANCE SCHEME 2014/2015
The Head of Service (Technical and Estates) outlined details of the transfer of allowances for the 2014/2015 period under the NILAS scheme for Members’ information.
5.10.8 LISBURN CITY COUNCIL AND CASTLEREAGH BOROUGH COUNCIL DRAFT NILAS RECONCILIATION
The Head of Service (Technical and Estates) tabled correspondence from the NIEA, providing details in respect of the draft NILAS reconciliation for Lisburn City Council and Castlereagh Borough Council for 2014/2015 for Members’ information.
5.10.9 CONSULTATION ON GEOLOGICAL STORAGE OF CARBON DIOXIDE IN NORTHERN IRELAND – ACCESS TO INFRASTRUCTURE REGULATIONS AND LICENSING ETC REGULATIONS
The Head of Service (Technical and Estates) tabled correspondence from the Department of Enterprise, Trade and Investment, advising of the launch of a consultation entitled Draft Storage of Carbon Dioxide (Access Infrastructure) Regulations (Northern Ireland) 2015 and the Draft Storage of Carbon (Licensing etc) Regulations (Northern Ireland) 2015. He stated that the consultation gave consideration to the steps taken in the United Kingdom to implement the Directive 2009/31/EC in respect of the geological storage of carbon dioxide, which made provision for permitting the long-term storage of carbon dioxide in their territories.
Currently the Department of Enterprise, Trade and Investment was proposing not to designate any areas in Northern Ireland, including its internal waters, as storage sites for carbon dioxide, although steps needed to be taken to ensure that the Directive’s requirements were fully met. The consultation document outlined existing provisions in Northern Ireland as well as further proposals believed to be necessary to meet Northern Ireland’s requirements under the Directive.
The closing date for receipt of responses to the consultation document was 5.00 pm on 17 September 2015. The Head of Service (Technical and Estates) confirmed that this consultation had no operational impact on LCCC and as such no comments would be submitted.
328
Environmental Services Committee 02.09.15
5.10.10 ESTATES STRATEGY UPDATE
The Head of Service (Technical and Estates) advised that three tenders were currently being prepared for the procurement of the following services:
• Estates Strategy • Condition Surveys of Council Property • Energy Audits
It was anticipated that the tender documents would be placed in public advertisements in September 2015, with recommendations to be made to the Committee in November 2015 and completion of the overall Estates Strategy by June 2016.
It was proposed by Alderman S P Porter, seconded by Councillor R Walker and
AGREED: That the items set out for noting in the report from the Head of Service (Operational Services) be noted.
5.10.11 DRUMLOUGH LANDFILL SITE
The Head of Service (Technical and Estates) advised that several portions of ground on the periphery of the former Drumlough landfill site were owned by adjacent landowners and leased to the Council through licence arrangements, to allow Council staff to enter this land for the purpose of capping and restoration of the licensed premises previously used for the controlled tipping of household waste, hardcore and other forms of controlled waste as well as the treatment, management and monitoring of landfill gas and leachate.
The leases were signed by all except one landowners to run from 1 January 2013 for a period of three years, with the option of renewal for a similar period, subject to a licence fee to be agreed between the parties or in default of agreement to be referred to the Lands Tribunal.
In view of the recent submission of the Drumlough closure plan to the NIEA and the requirement for further survey work on perimeter drainage to further determine how leachate would be managed, consideration had given to the requirement to retain these leases for a three-year period with an option for further extension if required.
It was proposed by Alderman S P Porter, seconded by Councillor R Walker and
AGREED: To grant approval for a retention of the leases of several portions of ground on the periphery of the former Drumlough landfill site for a period of three years with an option for further extension if required.
The Director of Environmental Services referred to Schedule 6, Part 1, Paragraph 3 of the Local Government Act (Northern Ireland) 2014, which declares as exempt ‘Information relating to the financial or business affairs of any particular persons (including the Council holding that information)’, and she asked that the next item be considered In Committee.
329
Environmental Services Committee 02.09.15
It was proposed by Councillor N Anderson, seconded by Alderman S P Porter and
AGREED: that Item 6.1 be considered In Committee.
6. CONFIDENTIAL BUSINESS
6.1 TENDER FOR THE HAULAGE OF GREEN AND GENERAL WASTE FROM THE CUTTS AND DRUMLOUGH HOUSEHOLD RECYCLING CENTRES
The Head of Service (Technical and Estates) tabled a copy of the report of a meeting of the Sub-Committee of Technical Services to open applications in respect of the tender for the haulage of green and general waste from the Cutts and Drumlough Household Recycling Centres. He stated that the contract was for a six-month period, 1 October 2015 to 31 March 2016, with the option to extend for any period up to 12 months.
The Head of Service (Technical and Estates) advised that the lowest tender had been received from R & M Greenkeepers, Cockstown.
It was proposed by Councillor N Anderson, seconded by Councillor Jenny Palmer and
AGREED: To approve the award of the tender for the haulage of green and general waste from the Cutts and Drumlough Household Recycling Centres to R & M Greenkeepers, Cookstown.
7. ANY OTHER BUSINESS
7.1 CONSULTATION ON PROPOSALS FOR MINES REGULATIONS (NI) 2015.
The Head of Services (Environmental Health) advised that a consultation document entitled Consultation on Proposals for Mines Regulations (NI) 2015 had been received from HSENI. He added that the proposed regulations had no impact on LCCC and the Council had not submitted a response to the document.
There being no further business, the meeting ended at 7.00 pm.
Chair: Date:
330
Development Committee 02/09/2015
LISBURN & CASTLEREAGH CITY COUNCIL Minutes of the proceedings of the Development Committee Meeting of Lisburn & Castlereagh City Council held in the Island Civic Centre, Lisburn, BT27 4RL on Wednesday, 2 September 2015 at 7.05 pm
IN THE CHAIR: Alderman A G Ewart
PRESENT: The Right Worshipful the Mayor Councillor R T Beckett
Deputy Mayor, Councillor A Redpath
Alderman W J Dillon MBE and S Martin
Councillors B Bloomfield MBE, S Carson, A P Ewing, J Gallen, A Givan, H Legge, U Mackin, T Mitchel and Jenny Palmer
OTHER MEMBERS Alderman J Tinsley, Councillors B Hanvey and John Palmer
IN ATTENDANCE: Lisburn & Castlereagh City Council
Director of Development & Planning Head of Economic Development Head of Building Control Tourism Development Manager Committee Secretary
Tourism & Transport Consult International
Mr Ian Henderson Mr Clive Gordon
Commencement of Meeting
The Chairman, Alderman A G Ewart, welcomed everyone to the September Meeting of the Development Committee and apologised for the lateness in the commencement of the Meeting which had been occasioned by the previous Meeting of the Environmental Services Committee having overran.
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of Councillor J Baird.
331
Development Committee 02/09/2015
2. Declarations of Interest
The Chairman invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard, which had been provided at the meeting.
Declaration of Interest forms were received from:
The Chairman, Alderman A G Ewart, in respect of items:
5.3.2 - Affordable Warmth Scheme – Service Level Agreement in view of his employment as a Special Advisor for the Department for Social Development of the Northern Ireland Assembly, and
5.3.5 - Department for Social Development – Affordable Warmth Programme in view of his employment as a Special Advisor for the Department for Social Development of the Northern Ireland Assembly
Councillor H Legge, in respect of items:
5.2.1 - Northern Ireland Housing Executive – Housing Market Review & Perspectives 2015-2018 in view of her membership of the Northern Ireland Housing Council and Board of the Northern Ireland Housing Executive
5.3.2 - Affordable Warmth Scheme – Service Level Agreement in view of her membership of the Northern Ireland Housing Council and Board of the Northern Ireland Housing Executive, and
5.3.5 - Department for Social Development – Affordable Warmth Programme in view of her membership of the Northern Ireland Housing Council and Board of the Northern Ireland Housing Executive
5.4.14 - NI Rural Development Programme 2014-2020 Update, in view of her membership of the Council’s Local Action Group of the Lagan Rural Partnership.
During the course of the meeting the following declarations were made:
Councillor A P Ewing in respect of item 9.5.11 Lisburn Commerce Against Crime in view of his membership of the Board of Lisburn Commerce Against Crime.
Councillor Jenny Palmer, Alderman A G Ewart and Alderman W J Dillon in respect of item 9.4.15 Lisburn City Centre Update in view of their membership of the Board of Lisburn City Centre Management.
Alderman W J Dillon in respect of item 6.2 Down Royal Racecourse in view of his membership of Down Royal Racecourse.
332
Development Committee 02/09/2015
3. Minutes
It was agreed that the Minutes of the Development Committee meeting held on 3 June 2015, as adopted by the Council at its meeting held on 23 June 2015, be confirmed and signed.
It was agreed that the Minutes of the Special Meeting of the Development Committee held on 20 August 2015, as adopted by the Council at its meeting held on 25 August 2015, be confirmed and signed.
Matters Arising
The Director of Development and Planning noted comments from Alderman W J Dillon in regard to the venue for Development Committee Meetings.
4. Tourism and Transport Consult International – Presentation
The Head of Economic Development reminded the Committee of its decision at the Shadow Development Committee Meeting in March 2014 to appoint consultants to develop a Hillsborough Tourism Masterplan to capitalise on the opportunities presented by the planned works at Hillsborough Castle with Historic Royal Palaces (HRP) and also that of the Council’s Hillsborough Public Realm proposals.
The Head of Economic Development reported that Tourism and Transport Consult International had been appointed to deliver the project following a public procurement exercise in May 2015 and had completed a draft Hillsborough Tourism Masterplan after having consulted with industry, residents and government agencies.
Representatives from Tourism and Transport Consult International were in attendance at the Meeting in order to present their findings to the Committee.
The Head of Economic Development advised that appropriate content within the agreed Hillsborough Tourism Masterplan would form the basis for a major tourism funding bid to the new Rural Development Programme.
The Chairman, Alderman A G Ewart, on behalf of the Committee, extended a welcome to Mr Ian Henderson, and Mr Clive Gordon, who thanked the Committee for the opportunity to progress the Hillsborough Tourism Master Plan. Mr Henderson commenced their presentation with an overview of the area of the site of Hillsborough Castle and grounds which highlighted a number of on-going works and proposed main projects for the Tourism Masterplan. . During the presentation Mr Henderson highlighted a number of areas of the Masterplan, including:
333
Development Committee 02/09/2015
4. Tourism and Transport International – Presentation (Cont’d)
- timeframe - vision, mission and objections, - key developments, - marketing and communication, - a proposal to establish a Hillsborough Tourism Advisory Group, and - economic impact
Alderman J Tinsley entered the Meeting at 7.25 pm.
Following the presentation the representatives responded to questions and concerns from the Committee in relation to a number of issues arising out of the presentation. Some Members were of the opinion that there had been a lack of vision in the draft plan, as presented.
The Deputy Mayor, Councillor A Redpath left the Meeting (7.36 pm).
The Chairman, Alderman A G Ewart, advised that any Member interested could have sight of the full Masterplan document on request.
The Director provided further clarification in regard to the proposals to establish a Tourism Advisory Group and advised that a number of organisations had been meeting informally since HRP had taken over Hillsborough Castle, namely; Council Officers, officers from HRP and community representatives. He stated that the input from other organisation such as Translink and Transport NI would be essential in the delivery of a tourism Masterplan for Hillsborough.
The Chairman thanked Messrs Henderson and Gordon for their attendance and their presentation following which they left the Meeting (7.55 pm).
It was agreed to recommend on a proposal by Alderman W J Dillon, seconded by Councillor J Gallen, that the draft Hillsborough Tourism Master Plan, as presented, be noted at this stage and that in view of the concerns raised by the Committee the matter be brought back to the Committee for further consideration.
5. Report by the Director of Development and Planning
It was proposed by Councillor J Gallen, seconded by Councillor A P Ewing, and agreed that the report and recommendations of the Director of Development and Planning be adopted subject to any decisions recorded below:
334
Development Committee 02/09/2015
For Noting
5.1 Department of Regional Development – Transport NI
5.1.1 Speed Limit – Ravernet Road, Ravernet
The Committee had been furnished with a copy of a letter dated 6 August 2015 from the Traffic Manager of Transport NI advising of the proposal to introduce a 50 mph speed limit at Ravernet Road as follows:
Ravernet Road – From its junction with A2 Hillsborough Road to a point 1400 metres in a southerly direction.
Councillors Jenny Palmer and U Mackin welcomed the above proposal to introduce a 50 mph speed limit at the above location.
It was agreed that a letter be furnished to the Department of Regional Development, Transport NI, advising that the Committee welcomed the reduction in the speed limit at the above location from 60 mph to 50 mph and requesting that this speed limit be reviewed again in the near future with a view to reducing the speed limit further to 40 mph. It was also agreed that the Committee seeks assurance from the PSNI that the lower speed limit of 50 mph would be enforced.
5.1.2 Proposed Relocation of Loading Bay on Railway Street, Lisburn
The Committee had been furnished with and noted the content of a copy of a letter dated 29 July 2015 from the Traffic Manager of Transport NI advising of the proposal to introduce loading bay facilities on Railway Street to facilitate commercial activity in the area and to assist the safe progression of traffic.
It was noted that due to complaints by property owners in the area the loading bay had now been relocated and a copy of the map showing the revised location had been circulated also to the Committee.
Councillor S Carson welcomed the revised location of the loading bay on Railway Street
5.2 Northern Ireland Housing Executive
5.2.1 Housing Market Review & Perspectives 2015-2018
The Committee noted that a copy of the nineteenth edition of the above report was now available to download from the Housing Executive’s website: www.nihe.gov.uk/index/corporate/housing _research.htm.
335
Development Committee 02/09/2015
5.3 Report of Head of Building Control
Items for Decision
5.3.1 Energy Performance of Buildings (Certificates and Inspections) Regulations
The Heading of Building Control reported that the duty for enforcing the Energy Performance of Buildings (EPB) Regulations had been transferred to district councils on 30 December 2009 and since that date Councils had agreed to Belfast City Council (BCC) becoming the employing authority for a dedicated team of officers, the EPB Team. It was noted that this project had been grant funded by the Department of Finance and Personnel and allowed a uniform and consistent approach to the Regulations across Northern Ireland.
The Head of Building Control advised that the above-mentioned arrangements had proved highly successful to the extent that all extant Councils had renewed the arrangements, and continued to sign the Service Level Agreement (SLA) with Belfast City Council on a yearly basis.
A copy of the Enforcement Protocol and the Service Level Agreement in respect of the Council’s approach to the EPB regulations had been furnished to the Committee.
It was agreed to recommend that the Committee agrees to:
- extend the authorisation of the EPB Team employed by Belfast City Council under the terms of the Enforcement Protocol to act as the co-ordinating authority on behalf of this Council
- grant approval for the Chief Executive to sign on the Council’s behalf and to enter into the EPB Service Level Agreement as circulated.
5.3.2 Affordable Warmth Scheme – Service Level Agreement
The Head of Building Control reminded the Committee of the ongoing Department of Social Development (DSD) fuel poverty initiative and the important role that Councils play in delivering the Affordable Warmth Scheme. DSD officials had indicated their appreciation of this Council’s involvement as an integral stakeholder as part of the Scheme with local knowledge adding great value to delivering the improvement measure to those most in need.
The Head of Building Control also referred to the fact that the Council’s involvement was fully funded by DSD and part of that arrangement was to have a Service Level Agreement (SLA) in place that set out responsibilities of both parties, it being noted that extant Councils had previously signed up to this SLA and now due to the councils restructuring the SLA had had minor updates to reflect this fact and required the Committee’s approval for the Chief Executive to sign on behalf of Lisburn & Castlereagh City Council.
336
Development Committee 02/09/2015
5.3.2 Affordable Warmth Scheme – Service Level Agreement (Cont’d)
A copy of the SLA had been furnished to the Committee.
It was agreed to recommend that the SLA be signed by the Chief Executive with DSD for delivering the Affordable Warmth Scheme.
For Noting
5.3.3 Building Control Applications – Full Plan Applications and Regularisation Certificates
The Committee noted the undernoted information in regard to the Full Plan Applications and Regularisation Certificate:
- for the period 20 May 2015 to 19 June 2015, 79 Full Plan Applications had been “approved” and that 25 Regularisation Certificates had been issued in accordance with the powers delegated
- for the period 20 June 2015 to 19 July 2015, 157 Full Plan Applications had been “approved” and that 33 Regularisation Certificates had been issued in accordance with the powers delegated, and
- for the period 20 July 2015 to 19 August 2015, 126 Full Plan Applications had been “approved” and that 31 Regularisation Certificates had been issued in accordance with the powers delegated.
5.3.4 Department of Finance and Personnel – Completion Notice Ready Report to Land and Property Services
The Committee noted the undernoted information in regard to Completion Notice Ready Reports:
- the Completion Notice Ready Report for the period 20 May 2015 to 19 June 2015 returned to the Department of Finance and Personnel (DFPNI), Land and Property Services had indicated that a total of 84 properties had been identified as having reached occupiable status.
- the Completion Notice Ready Report for the period 20 June 2015 to 19 July 2015 returned to the Department of Finance and Personnel (DFPNI), Land and Property Services had indicated that a total of 76 properties had been identified as having reached occupiable status.
- the Completion Notice Ready Report for the period 20 July 2015 to 19 August 2015 returned to the Department of Finance and Personnel (DFPNI), Land and Property Services had indicated that a total of 76 properties had been identified as having reached occupiable status.
Councillor John Palmer entered the Meeting at 8.04 pm.
337
Development Committee 02/09/2015
5.3.4 Department of Finance and Personnel – Completion Notice Ready Report to Land and Property Services (Cont’d)
The Head of Building Control responded to comments from Councillor S Carson in regard to the regulations for toughened glass for windows at a certain level from the ground.
5.3.5 Department for Social Development – Affordable Warmth Project
The Committee noted the undernoted information in regard to visits by Home Assessment Officers within the Council’s Building Control Service:
- in the month of May 2015 had visited 280 dwellings for the Affordable Warmth Scheme and made 83 referrals for home improvements to the NIHE.
- in the month of June 2015 had visited 645 dwellings for the Affordable Warmth Scheme and made 71 referrals for home improvements to the NIHE.
- in the month of July 2015 had visited 285 dwellings for the Affordable Warmth Scheme and made 51 referrals for home improvements to the NIHE.
5.4 Report by Head of Economic Development
5.4.1 Hillsborough Draft Tourism Master Plan – Presentation
It was noted that the above presentation had been received earlier in the Meeting (item 4 refers).
5.4.2 Northern Ireland Business Start Programme Procurement Update and Options for Interim Programme Delivery Post October 2015
The Head of Economic Development reminded the Committee that the Council at its Meeting on 25 August 2015 had agreed to grant delegated authority to the Development Committee to consider an update on the above initiative, including proposed options for delivery in the Lisburn & Castlereagh City Council area post October 2015.
The Committee was advised that Lisburn & Castlereagh City Council was leading on the procurement of a new Northern Ireland wide Business Start Up Programme for local Government and that currently business start support was delivered through the existing Regional Start Initiative (RSI) via a Service Level Agreement (SLA) with Invest Northern Ireland (INI) which ran until the end of October 2015.
The Head of Economic Development reported that Councils were planning to apply for match funding for the new programme through the 2014-2020 EU ERDF Investment in Jobs & Growth Programme for Northern Ireland and INI.
338
Development Committee 02/09/2015
5.4.2 Northern Ireland Business Start Programme Procurement Update and Options for Interim Programme Delivery Post October 2015 (Cont’d)
It was noted that procurement for the new programme could not take place until the ERDF bid was approved and funding was confirmed, and that as INI’s application process was likely to take a minimum of 18 weeks to finalise, it was unlikely that the new Council-led programme would be in place when the SLA with INI ended in October.
In this regard the Committee had been furnished with a copy of an Options Report outlining a number of delivery options which would ensure continued provision of business start support in the Lisburn & Castlereagh City Council area post October 2015.
It was agreed that the Committee agrees to be part of a proposed extension to the current Regional Start Initiative (RSI) contract until the end of March 2016 as detailed in Option 1 of the above-mentioned Options Report, as circulated, at a total cost of £9,221 + VAT.
It was further agreed that if the RSI extension was not able to progress as planned the Committee agrees to participate in a joint interim business start programme as outlined in Option 2 in the above-mentioned Options Report which would ensure continuity in the provision of business start support in the Lisburn & Castlereagh area post October 2015.
5.4.3 Inward Investment Proposition Update and Year 3 Programme Outputs 2015-2016
The Head of Economic Development reported on the ongoing programme of activity to promote inward investment and to raise the profile of the City as a premier inward investment location.
It was noted that the Council had contracted Mr James Gray of Cambridge Competitive Advantage to deliver a three year programme (renewed annually) of targeted marketing and investment activity which presented the City’s value proposition clearly, and to as wide an audience as possible, as well as identifying priority sectors where Lisburn & Castlereagh’s inward investment offer was strongest with the overall aim of increasing levels of inward investment into the City.
The Committee had been furnished with a copy of an update report on the first two years’ activity and outputs to date, along with proposed key deliverables for Year 3 of the project.
It was agreed to recommend that the update report be noted and that the Committee agrees Year 3 activity as outlined.
339
Development Committee 02/09/2015
5.4 4 Annual Northern Ireland Economic Conference 2015 Tuesday 20 October 2015 Culloden Hotel, Belfast
The Committee had been furnished with details of the above Economic Conference which was Northern Ireland’s major economic analysis event considering the performance of and prospects for Northern Ireland’s economy.
It was agreed to recommend that the Chairman and Vice Chairman of the Development Committee be nominated to attend at an estimated cost of a Member’s attendance being £186.45 + VAT.
5.4.5 Northern Ireland – Netherlands (NI-NL) Trade and Export Society Funding 2015-2016
The Head of Economic Development reminded the Committee of the ongoing Netherlands Trade Development Programme which continued to deliver market success for participating Lisburn companies.
The Head of Economic Development reported that the Economic Development Unit had received a funding request for the annual Council contribution if €7,250 for the next twelve months’ activity of the NI-NL network in 2015-2016 which would again cover the cost of coordinating the networking events, local and regional publicity, and two editions of the NI-NL Biz magazine, and the high profile annual trade dinner which this year would be held in Northern Ireland. It was noted that Invest NI and Northern Ireland Trade Consultants both match funded this amount, and that provision had been made for this funding in the Economic Development budget estimates.
It was agreed to recommend that the Council agrees to fund the tenth year of the NI-NL business network at a cost of €7250, subject to all match funding being secured.
5.4.6 Northern Ireland Chamber of Commerce & Industry President’s Banquet Titanic Belfast, Thursday 19 November 2015
It was agreed that in order to facilitate networking with local companies and to raise awareness of Council-funded business support initiatives with Chamber Members the Chairman and Vice Chairman of the Development Committee host a table at the Northern Ireland Chamber of Commerce & Industry’s President’s Banquet in Titanic Belfast on 19 November 2015 at a total cost of £1,200 + VAT.
5.4.7 Economic Development Action Plan 2015-2017 – Business Development Update
Further to the Committee’s agreement of the Economic Development Unit Action Plan 2015-2017 at its Meeting in June 2015 the Committee had been furnished with details of three initiatives which had been omitted from the Business Development Section namely; a Small Grants Scheme, City Centre Creative & Cultural Hub, and Sectoral Market Research reports.
340
Development Committee 02/09/2015
5.4.7 Economic Development Action Plan 2015-2017 – Business Development Update (Cont’d)
It was noted that the budgets for the above initiatives had been included in the overall budget figures which had been presented in the Economic Development Action Plan 2015-2017 in June 2015.
It was agreed to recommend that the above three initiatives be included in the Economic Development Unit Action Plan 2015-2017.
5.4.8 World Travel Market – London 2-5 November 2015
The Head of Economic Development reported that it was intended to launch the 2016 Lisburn & Castlereagh Visitor Guide at the World Travel Market 2015 event which had been revised to include accommodation, visitor attractions and hospitality establishments across the new Council area.
It was agreed to recommend that the Chairman and/or the Vice Chairman of the Development Committee be nominated to represent the Council, together with the Tourism Development Manager, at the World Travel Market for at least one day to experience first-hand the marketing and promotional activities of the Belfast Regional Tourism Partnership and other competing destinations across the world, the estimated cost of a Member’s attendance being £455.68
5.4.9 Northern Ireland Travel and Tourism Awards 2015
The Head of Economic Development provided the Committee with an overview of the Northern Ireland Travel and Tourism Awards, it being noted that nominations for the 24th NI Travel and Tourism Awards were ongoing and the winners would be announced at a gala ball to be held in the Slieve Donard Resort & Spa, Newcastle, on Friday 16 October 2015.
It was agreed to recommend that the Chairman and Vice-Chairman, or their nominees, accompanied by two Visitor Information Centre Supervisors, attend the NI Travel and Tourism Awards dinner on Friday 16 October 2015, the estimated cost of a Member’s attendance being £143.80.
5.4.10 DARD Children & Young People’s Action Plan 2015-2017 Consultation Response (Closing Date: 30 September 2015)
The Committee had been furnished with a copy of the Council’s draft consultation response to DARD’s Children & Young People’s Action Plan 2015-2017 together with a copy of the Children & Young People’s Action Plan.
It was agreed to recommend that the Committee agree the content of the draft Council consultation response and that the response be submitted to DARD by the stipulated closing date.
341
Development Committee 02/09/2015
5.4.11 Lisburn Commerce Against Crime (CCTV Scheme) – Update
The Head of Economic Development advised the Committee that Lisburn Commerce Against Crime (LCAC) was a company limited by guarantee set up to manage and monitor the Public Space CCTV system across Lisburn City Centre, Hillsborough and Moira with Lisburn City Council historically providing core funding support for the organisation to deliver this service.
Members also noted that the project had been managed by the Council’s Economic Development Unit but following an approach by LCAC, discussions had been taking place with Officers in the Economic Development Unit and the Corporate Services Department regarding the move of management responsibility of the CCTV system to the Policing and Community Safety Partnership given the strong links to their own strategic approach to public safety initiatives. The Chairmen of the relevant Committees had been involved in these discussions.
It was also noted that a financial appraisal in relation to the core funding support provided by the Council was being prepared and would be presented to a future meeting for agreement.
It was agreed to recommend that the Committee agrees to the transfer of the CCTV project and related budget to the Corporate Services Department following the agreement of the financial appraisal.
Items for Noting
5.4.12 Lisburn & Castlereagh City Council & Ulster Bank Business Fraud Prevention Conference 6 October 2015, Island Hall, Lagan Valley Island
The Head of Economic Development reported that the Ulster Bank Limited in association with Lisburn & Castlereagh City Council would be hosting a conference on Business Fraud in the Island Hall, Lagan Valley Island, on Tuesday 6 October 2015 from 9.00 am to 1.00 pm.
It was noted that this high profile conference would be open to up to 200 businesses to attend including local Lisburn and Castlereagh companies, and that all Members of the Development Committee were invited to attend along with any key business contacts.
5.4.13 Tourism Northern Ireland
The Head of Economic Development reported that The Hunter Review of the NI Tourism Board and wider tourism structures had been completed earlier this year on the undernoted key themes:
- setting the strategic direction for tourism - building relationships with the tourism sector, and - closer alignment with Invest NI
342
Development Committee 02/09/2015
5.4.13 Tourism Northern Ireland (Cont’d)
It was noted that Tourism NI had now appointed Regional Managers tor each of the council areas who would be tasked to work more closely with Councils and the tourism industry within that area.
A copy of a letter dated 9 July 2015 from Tourism NI offering the opportunity for Tourism and Hospitality SMEs to meet up with a dedicated resource to discuss a range of topics that could assist their business.
Members were advised that from initial discussions opportunities for local industry would be event support, research, product development and mentoring, it being noted that the Council would promote this initiative through its local tourism and business networks.
It was agreed that the new approach being offered from Tourism NI be noted.
5.4.14 NI Rural Development Programme 2014 – 2020 Update
The Head of Economic Development updated the Committee on the NI Rural Development Programme 2014-2020, in particular:
- the Council was working with DARD officials to finalise the detail of a Service Level Agreement for the provision of advisory and administration services to Lagan Rural Partnership Local Action Group (LAG) as it began preparatory work to deliver Priority 67 of the NI Rural Development Programme 2014 – 2020
- DARD was to allocate up to £55,000 to the Council to assist the LAG to develop an Interim Local Rural Development Strategy and to market and promote the programme in preparation for opening calls for application.
- LAG Members had completed good governance training in June 2015 and were to further complete Assessment Panel training provided by the Rural Network NI on Thursday 10 September 2015.
- As part of the strategy development process a workshop with the wider LAG membership (82 registered members) had been scheduled for Tuesday 15 September 2015 and a further workshop for the LAG Board scheduled for Tuesday 29 September 2015 to consider the scope of the Interim Strategy and associated Implementation Plan to deliver the £3.22 million grant programme agreed by the European Commission.
It was agreed that the Update on the NI Rural Development Programme 2014- 2020 be noted.
343
Development Committee 02/09/2015
5.4.15 Lisburn City Centre Management Update
Following the update provided to the Committee at its Meeting in June 2015 regarding the winding up of Lisburn City Centre Management and the transfer of staff to the Council, the Head of Economic Development reported that the staff, previously employed by Lisburn City Centre Management, had been transferred through the TUPE process and had become employees of Lisburn & Castlereagh City Council on 1 July 2015.
The Head of Economic Development updated the Committee in regard to the move of the Lisburn City Centre Management staff to office accommodation at 11-13 Market Square, Lisburn, which was a temporary location and had been negotiated for a term of three years with an independent commercial valuer reviewing the terms of the offer to ensure best value was achieved.
Alderman S Martin left the Meeting at 8.18 pm.
Comments were noted from Alderman W J Dillon about the need to identify alternative council-owned accommodation for LCCM staff.
5.4.16 Lisburn Market Update
The Head of Economic Development referred to the transfer of the weekly market at Smithfield Square, Lisburn, from the Environmental Services Department to the Development Department’s Economic Development Unit.
The Head of Economic Development updated the Committee in regard to the efforts of the Council to accommodate those traders under the responsibility of the owners of the Market in Lisburn Square who had been advised on 11 August 2015 that they could no longer trade at the Lisburn Square site for 14 weeks due to schedule maintenance works. It was noted that following contact from a number of traders and Elected Members, Officers in the Regeneration Section of the Economic Development Unit had worked to arrange the accommodation of the traders from the Lisburn Square Market in the Council’s ‘overflow’ market at Smithfield Square, it being noted that these Officers had been working with other Council Officers in Health & Safety and Operational Services to ensure a safe working environment in view of the increase in the number of stalls in the Smithfield Square site.
It was also noted that Lisburn Square management had agreed to cover any additional costs to the Council for this temporary arrangement.
It was agreed that the Lisburn Market Update be noted.
Councillor J Gallen put on record his congratulations to the organisers of Moira Food Fare on a successful event.
344
Development Committee 02/09/2015
5.4.17 Lisburn Square – Presentation
It was noted that the new owners of Lisburn Square had been invited to present their plans for the future development and marketing of the Square to the Committee at its Meeting in October 2015.
6. Confidential Business
Report by the Director of Development and Planning
“In Committee”
It was proposed by Councillor Jenny Palmer, seconded by Councillor A Givan, and agreed that the following items be considered “in Committee” in the absence of press or members of the public.
For Decision
6.1 Integrated Marketing Campaign
The Chairman, Alderman A G Ewart, stated that the above matter was required to be considered “in Committee” due to information relating to the financial or business affairs of any particular person (including the Council holding that information).
The Committee had been furnished with a copy of a tender report on the assessment of the submitted tenders for the Council’s Integrated Marketing Campaign.
6.2 Down Royal Racecourse
The Chairman advised that the above matter was required to be considered “in Committee” due to due to information relating to the financial or business affairs of any particular person (including the Council holding that information).
The Director of Development reported that correspondence had been received from the Down Royal Race Course in connection with a Public Consultation by the Department of Agriculture and Rural Development on the Horse Racing Order 2015 (closing date 2 October 2015).
The Committee had been furnished with a copy of a summary document highlighting issues that the Down Royal Race Course had with DARD’s proposals.
It was proposed by Councillor Jenny Palmer, seconded by Councillor A P Ewing, and agreed to come out of Committee and normal business was resumed.
345
Development Committee 02/09/2015
Resumption of Normal Business
On the resumption of normal business it was noted that the Committee had made the following decisions:
6.1 Integrated Marketing Campaign
In line with delegated authority granted to the Committee at the Meeting of Council held on 25 August 2015 the tender submitted by Lyle Bailie International be accepted for the delivery of the Integrated Marketing Campaign to promote the City of Lisburn.
6.2 Down Royal Race Course
It was agreed to recommend that the Council submits a general consultation response that highlighted the positive contribution that the Down Royal Race Course made to the City’s local economy.
7. Any Other Business
7.1 Condolences to Mr Peter Shortt, Rural Development Officer Alderman A G Ewart
It was agreed that a letter of sympathy be sent to Mr Peter Shortt, Rural Development Officer, Economic Development Unit, whose father passed away last week.
7.2 Departmental Budget Councillor U Mackin
It was agreed that the year-to-date budget position for the Economic Development Unit be reported to the October Meeting of the Committee.
7.3 SunflowerFest 2015 Councillor A P Ewing
In response to an enquiry from Councillor A P Ewing regarding an update on the SunflowerFest 2015 the Tourism Development Manager reported that this year’s SunflowerFest had been the most successful to date in terms of visitors and money raised.
It was agreed that congratulations be conveyed to the Festival organisers.
346
Development Committee 02/09/2015
Conclusion of Meeting
The Chairman thanked Members for their attendance and also extended a welcome to those Members not on the Committee, namely; Alderman J Tinsley, Councillor B Hanvey and Councillor John Palmer.
There being no further business the meeting terminated at 8.35 pm.
______Chairman
347
LCCC Leisure & Community Development Committee – 03.09.15
LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the proceedings of Leisure and Community Development Committee meeting of Lisburn & Castlereagh City Council, held in the Island Civic Centre, Lisburn, BT27 4RL, on Thursday, 3 September 2015 at 5.30 pm
IN THE CHAIR: Alderman S P Porter
PRESENT: The Right Worshipful the Mayor, Councillor RT Beckett
Aldermen J Tinsley
Councillors N Anderson, B Bloomfield, J Gallen, A Givan, J Gray MBE, V Kamble, H Legge, A McIntyre, T Morrow, R Walker
IN ATTENDANCE: Director of Leisure & Community Services Head of Service (Parks and Amenities) Head of Service (Sports Services) Assistant Director of Leisure Services (Cultural & Community Services) Peace Manager Committee Secretary
COMMENCEMENT OF MEETING
The Chair welcomed Members and Officers to the meeting of the Leisure and Community Development Committee.
1. APOLOGIES
It was agreed to accept apologies from the Deputy Mayor, Councillor A Redpath, Alderman WA Leathem, Alderman S Martin and Councillor R Butler and Councillor S Skillen.
2. DECLARATIONS OF INTEREST
The Chairman invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting.
348
LCCC Leisure & Community Development Committee – 03.09.15
A Declaration of Conflict of Interest form was submitted in respect of the following item:
Councillor H Legge in Item 4.10.4: Ballybeen Improvement Group: Lands at Craigleith/Brookland – Proposed Pitch Development, on the basis that she was a Member of the Ballybeen Improvement Group Committee
3. MINUTES
3.1 MINUTES OF THE LEISURE AND COMMUNITY DEVELOPMENT COMMITTEE MEETING HELD ON 2 JUNE 2015
It was agreed that the Minutes of the Leisure and Community Development Committee meeting held on 2 June 2015, as adopted by the meeting of Council held on 23 June 2015, be confirmed and signed.
3.2 MINUTES OF THE SPECIAL LEISURE AND COMMUNITY DEVELOPMENT COMMITTEE MEETING HELD ON 15 JUNE 2015
It was agreed that the Minutes of the Special Leisure and Community Development Committee meeting held on 2 June 2015, as adopted by the meeting of Council held on 23 June 2015, be confirmed and signed.
4. REPORT FROM THE DIRECTOR OF LEISURE & COMMUNITY SERVICES
The Director advised that, in the absence of Mr Ryan Black, Head of Service (Cultural & Community Services), Ms Niamh O’Carolan, Peace Manager, was in attendance to advise on cultural and community matters. He also indicated that, following his recent illness, Mr Ryan Black was making a good recovery and hoped to return to work in approximately 6 weeks. The Director advised that Mr Robert McKnight, Assistant Director (General Services), had left the Council under the severance scheme on 20 August 2015.
Items for Decision:
4.1 ELECTION OF NORTHERN IRELAND MUSEUMS COUNCIL CHAIR
Members considered correspondence from the NIMC Director regarding the retirement of the Chair and the election of a new Chair. Members were provided with papers outlining the election process and including statements from two Board Members who had indicated they wished to be considered for the position. It was noted that the deadline for receipt of postal ballots was 21 September 2015.
349
LCCC Leisure & Community Development Committee – 03.09.15
It was proposed by Alderman J Tinsley, seconded by Councillor A McIntyre and agreed that it be recommended that, in its position as a museum member of NIMC, the Council vote for Professor Elizabeth Crooke, University of Ulster.
4.2 FORMER HILDEN PRIMARY SCHOOL: PROPOSED COMMUNITY USE
Members were reminded that Lisburn City Council had previously agreed to pursue the acquisition of the former Hilden Primary School from the Education Authority [formerly the South Eastern Education & Library Board] with a view to it being developed for community and social economy use. The redevelopment of the listed building would be undertaken through a partnership between the Council and the local community, possibly by means of a development trust, and potentially seeking funding assistance through an application to the likes of the Heritage Lottery Fund.
The Director of Leisure and Community Services reported that the former Education and Library Board had agreed to a freehold transfer and Land & Property Services had confirmed the freehold valuation at £80,000.
It was agreed that it be recommended that the Council accept the valuation by Land and Property Services and agree to the acquisition of the former Hilden Primary School on this basis, with the matter being passed to the Corporate Services Committee to progress.
4.3 FORMER DERRIAGHY PRIMARY SCHOOL: POSSIBLE COMMUNITY USE
Members were reminded that Lisburn City Council had been engaged in negotiations with the former South Eastern Education & Library Board [SEELB] about a possible lease of part of the former Derriaghy Primary School for community use. Following ongoing discussions with SEELB and its successor, the Education Authority, the Council had now been asked if it would be willing to take freehold ownership of that part of the facility it was interested in from the perspective of community use and in anticipation the Education Authority may proceed to dispose of the remaining portion of the school and site.
The Director of Leisure and Community Services reported that a valuation had been requested from Land & Property Services but had not yet been received. It was agreed to defer consideration of this matter to a future meeting when the Land and Property Services valuation was available.
4.3 DEPARTMENT OF CULTURE ARTS & LEISURE: ACCREDITATION OF OUTDOOR ADVENTURE ACTIVITY PROVIDERS
350
LCCC Leisure & Community Development Committee – 03.09.15
Members considered correspondence received from the Department of Culture, Arts and Leisure recommending that the Council recognise the benefits of the “Adventuremark” accreditation and use those organisations that have demonstrated their commitment to the safe provision of Outdoor Adventure Activities.
It was agreed that it be recommended that Council accept the recommendation from the Department of Culture Arts and Leisure regarding recognition of the Adventuremark accreditation. .
4.4 DEPARTMENTAL PLAN
The Director of Leisure and Community Services reported that, due to the absence through illness of the Head of Service [Cultural & Community Services], the production of the departmental plan had been slightly delayed. In an effort to meet overall timescales Members were asked to consider agreeing to a Special Meeting later this month to consider the Draft Departmental Plan.
The Director also indicated that he would wish to bring a report on Good Relations Resource Profiling to the special meeting.
After discussion, it was agreed that the Chairman and Director would liaise to consider whether a special meeting of the Committee was necessary or whether the business could be deferred to the Committee’s meeting in October.
4.5 SOCIAL INVESTMENT FUND: FORMATION OF SELECT LIST
It was noted that this matter was dealt with in the Director’s confidential report to be considered later in the meeting.
Items for Noting
4.6 CULTURE AND IDENTITY GRANTS
It was reported that, following confirmation at the June Committee that a Culture and Identity Grant Programme for 2015-16 would be mounted, a grants scheme based on the former Lisburn City Council Scheme had been advertised in local newspapers.
The Committee noted arrangements for the scheme including a workshop for potential applicants to be held in the Bradford Court Offices on 9 September 2015. It was also noted that the closing date for applications was 21 September 2015 and it was intended to bring a report on the proposed awards of grants to the Committee’s meeting in October.
351
LCCC Leisure & Community Development Committee – 03.09.15
4.7 MUSEUM AUTUMN PROGRAMME
The Irish Linen Centre & Lisburn Museum’s printed autumn 2015 programme of exhibitions, talks and events was circulated to Members at the meeting. The Director of Leisure & Community Services reported on ongoing events and exhibitions relating to World War One themes.
The Assistant Director of Leisure Services (Cultural & Community Services) advised that a major travelling exhibition, the Quaker Tapestry Exhibition on 11-26 September 2015, was being brought to Lisburn and Northern Ireland for the first time at considerable expense by the Lisburn Monthly Meeting of the Religious Society of Friends (Quakers).
The Assistant Director advised that the exhibition would involve additional opening hours, i.e. Sunday 13 September 1pm-5pm and Thursday 17 and Thursday 24 September late night until 9.00pm. It was noted that all Members of the Leisure and Community Development Committee had been invited to the exhibition launch on Thursday 10 September 2015 at 7.30pm
The Chair commended the Assistant Director of Leisure (Cultural and Community Services) and his team on a recent event commemorating the anniversary of the Battle of the Boyne. He urged Members to support museum events and in particular the launch of the Quaker Tapestry Exhibition
4.8 REPORT OF MR ROSS GILLANDERS, HEAD OF SERVICE [PARKS & AMENITIES]
4.8.1 REQUEST FROM LISBURN DISTRICT LOL NO 6 TO USE COUNCIL PARKS
Members were advised that a request has been received from the District Secretary of Lisburn District LOL No 6 for permission to hold the South Antrim Combine’s ‘Twelfth’ celebrations in 2016 as follows:
Assembly and dispersal point – Wallace Park Demonstration Field – Queen Elizabeth II Playing Fields (Ballymacoss) Tuesday 12 July 2016
Alderman Tinsley referred to the Annual Co Antrim Royal Black Perceptory Parade which had been held in Lisburn on Saturday 29 August 2015 and he commended the Council on the excellent organisation around the event. The Chair concurred with Alderman Tinsley’s comments.
352
LCCC Leisure & Community Development Committee – 03.09.15
It was agreed that it be recommended that Council approve the request to use Wallace Park and Queen Elizabeth II Playing Fields (Ballymacoss) as the assembly/dispersal points and demonstration field respectively on Tuesday 12 July 2016.
4.8.2 REQUEST TO PLACE A VENDING VAN AT BILLY NEILL SOCCER CENTRE OF EXCELLENCE
It was reported that, during the summer, a request had been received from a party interested in operating a vending van at Billy Neill Soccer Centre of Excellence. The request had been considered by the Director in consultation with the Chairman and it had been agreed to trial the proposal on a pilot basis.
Members were advised that the vending van had been permitted to trade on the first 3 Saturdays of the new football season (15, 22 and 29 August) subject to all health and safety and compliance issues being in place. The Head of Service (Parks and Amenities) indicated that the trader wished to extend the trial to include the first 3 Saturdays in September. He advised that, subject to consideration of a report on the success or otherwise of the pilot, there might be scope for the Council to seek “Expressions of Interest” through public advert on a longer term basis.
In response to Members’ queries, The Head of Service advised that the vending van had limited impact on the Council’s income from vending machines within the Centre.
It was agreed that it be recommended that Council retrospectively approve the pilot arrangement to trade from a vending van at Billy Neill Soccer Centre of Excellence on the 3 Saturdays in August and agree to extend the pilot to the first 3 Saturdays in September subject to all health and safety and compliance issues being in place. It was also agreed that a report would be brought to a future meeting of the Committee on longer term opportunities.
4.8.3 REPORT ON PARK LIFE EVENTS PROGRAMME IN WALLACE PARK
Members had been provided with a summary of the Park Life Programme, which had been delivered in Wallace Park over the summer months.
The Right Worshipful the Mayor referred to difficulties incurred by bandsmen who had to carry heavy instruments from the car park rather than being allowed to transport them by car to the bandstand. The Head of Service (Parks and Amenities) undertook to look at this issue when considering arrangements for any future Park Life events.
353
LCCC Leisure & Community Development Committee – 03.09.15
It was agreed to recommend that the Council agree in principle to host and develop ‘Park Life’ events in Wallace Park in the summer of 2016 and to extend the programme to Moat Park in the Castlereagh area, with an appropriate increase in the budget to support this while at the same time applying to other available sources of funding, support or assistance.
4.8.4 REPORT ON ANTI SOCIAL BEHAVIOUR
The Head of Service reported that two recent site meetings had been convened with Elected Members, residents, staff and other agencies to address anti- social behaviour at Johnston Park, Glenavy, and at Queen Elizabeth II Playing Fields on Limetree Ave. Members were provided with copies of the site meeting reports.
Members were advised that a combination of tactics would be employed which would collectively assist in addressing the issue. Since the site meeting, rock armour had been installed to restrict access by motorbikes. Members were advised of details and costs of the following recommendations:
Johnston Park Installation of a 2.4m gate across the lane way Side gates on residents’ properties – possible funding from PCSP
Queen Elizabeth II Playing Fields Installation of 4 x park benches Installation of 3m fencing the length of the pitches – planning permission required Installation of a Mosquito device
They noted that, while there was currently no budget to implement the recommendations, Officers could be tasked with identifying a budget either in the current financial year or as part of the estimates for next year.
After discussion, it was proposed by Alderman J Tinsley, seconded by Councillor N Anderson and agreed to recommend
(a) that the Council agree in principle to support the measures to address anti-social behaviour at Johnston Park and Queen Elizabeth II Playing Fields. (b) That officers be asked to identify a possible budget for the works as part of the estimates process for next year and that they also liaise with other agencies, e.g. NIHE, Ulidia, PCSP, to investigate possible
354
LCCC Leisure & Community Development Committee – 03.09.15
funding options, which might enable the progression of works at Johnston Park in the current financial year. (c) That the Council progress a planning application for installation of fencing at Queen Elizabeth II Playing Fields.
4.8.5 CREWE UTD FC – ANNUAL FORMAL DINNER
The Head of Service (Parks and Amenities) reported that Crewe Utd. FC had indicated that their annual formal dinner would be held this year on Saturday 10 October 2015.
It was agreed that it be recommended that, as in previous years, the Council take a table for 10 persons, place an advert in the programme and also host a buffet lunch on the Saturday for the delegation from Warrington.
Items for Noting
4.8.6 UEFA EUROPEAN WOMEN’S UNDER 19 CHAMPIONSHIP
Members were advised that the UEFA Executive Committee had awarded the Irish Football Association host status for the UEFA European Women’s Under 19 Championship final tournament in 2017. Members noted that, while full details and assessments of the pitches available had not yet been undertaken, it was hoped that some of the matches would be played at Billy Neill Soccer Centre of Excellence.
4.8.7 GREEN FLAG AWARD TO WALLACE PARK
The Head of Services reported that, on 23 July 2015, the environmental charity, Keep Northern Ireland Beautiful, had awarded the prestigious Green Flag Award to a record 43 green spaces across Northern Ireland, one of which was Wallace Park. It was hoped that Moira Demesne would achieve a similar accolade in the near future.
4.8.8 ULSTER GRAND PRIX BIKE WEEK
The Head of Services reported that the Ulster Grand Prix had begun on Monday 3 August 2015 with a successful Classic Car and Bike Rally involving 154 vehicles and the event had raised £1,010 for the Mayor’s Charity, the Mary Peters’ Trust.
It was noted that a more detailed post event report on the UGP itself and future plans would be brought to the Committee in October.
The Chair referred to the fact that, in the absence due to illness of the Assistant Director of Leisure (General Services), the Head of Service
355
LCCC Leisure & Community Development Committee – 03.09.15
(Parks and Amenities) had at short notice undertaken co-ordination of the Council’s input into the UGP with great success.
4.9 REPORT OF MR BRENDAN COURTNEY, HEAD OF SERVICE [SPORTS SERVICES]
4.9.1 LAGAN VALLEY LEISUREPLEX: FINANCIAL IMPLICATIONS OF HOSTING THE IRISH NATIONAL SWIMMING CHAMPIONSHIPS
Members were reminded that Lagan Valley LeisurePlex had on previous occasions hosted the Irish National Short Course Swimming Championships. It was noted that Swim Ireland had other potential venues for the Championships, including the Aurora Centre in Bangor.
The Head of Services (Sports Services) outlined details of the Championships and the benefits for the Council area hosting the event.
Members considered correspondence from Swim Ireland stating that they would be prepared to hold the next four championships in Lagan Valley LeisurePlex on condition that the facility was provided free of charge and that a number of equipment upgrades were initiated to meet the requirements of FINA, the governing body of swimming. It was reported that the requested works would cost in the region of £30,000.
Members were advised that some of the works requested by Swim Ireland had already been identified by Council staff as requiring to be included in the on-going repairs and renewals programme.
It was agreed to recommend that the Council agree to carry out the proposed upgrade works on the understanding that Lagan Valley LeisurePlex would host the Irish Short Course Championships for at least the next 4 years (2015-18).
4.9.2 GOLFING UNION OF IRELAND: ULSTER BRANCH REQUEST TO USE ABERDELGHY GOLF COURSE FOR PIERCE PURCELL SHIELD (ULSTER QUALIFYING) SUNDAY 8 MAY 2016
It was agreed that it be recommended that the Council accede to the request from the Ulster Branch Golfing Union of Ireland to use Aberdelghy Golf Course on Sunday 8 May 2016 as a qualifying venue for the Pierce Purcell Shield.
4.9.3 SPONSORSHIP AGREEMENT LISBURN & CASTLEREAGH CITY COUNCIL (DUNDONALD INTERNATIONAL ICE BOWL) AND BELFAST GIANTS ICE HOCKEY TEAM
356
LCCC Leisure & Community Development Committee – 03.09.15
Members were provided with a proposed sponsorship agreement between Lisburn & Castlereagh City Council [Dundonald International Ice Bowl] and the Belfast Giants. It was noted that there was a small change in the long-standing agreement to reflect a reduction in the number of bookings due to the fact that the Giants had not availed of all their bookings in previous years.
It was agreed that it be recommended that the Council approve the proposed sponsorship agreement between Lisburn & Castlereagh City Council (Dundonald International Ice Bowl) and the Belfast Giants.
4.9.4 SALTO NATIONAL GYMNASTICS CENTRE – EXTENSION
Members noted that Lisburn City Council had previously agreed to assist Salto in a potential funding application to DCAL and/or Sport NI and to provide financial support up to a maximum of £5,000 to assist development costs, including the production of an economic appraisal as well as additional support in the form of provision of identified lands subject to detailed legal advice
The Head of Service (Sports Services) reported that, following completion of the business case, the project was being considered by DCAL, which had requested confirmation of Lisburn & Castlereagh City Council support, given the new legal entity of the Council.
It was agreed that it be recommended that the Council confirm its support for the proposed extension to Salto National Gymnastics Centre, and subject to legal agreement, to the provision of identified land to facilitate the development on the Lagan Valley LeisurePlex site
4.9.5 LAGAN VALLEY LEISUREPLEX: CLOSURE OF LEISURE POOL – 1-4 SEPTEMBER 2015
Members noted that, due to a number of essential maintenance works required in the Leisure pool area, the Leisure pool would be closed on 1-4 September 2015.
4.9.6 DUNDONALD LEISURE PARK: CARAVAN PARK AWARD OF 4 PENNANT AA RATING
It was noted that, following a recent inspection by the AA, the caravan park at Dundonald International Ice Bowl had been upgraded from a 3 Pennant to a 4 Pennant facility. Members were provided with a copy of the report which had awarded a score of 80%, reflecting the cleanliness and excellent presentation of the facility.
357
LCCC Leisure & Community Development Committee – 03.09.15
4.9.7 NI ELECTORAL OFFICE REQUEST TO USE KILMAKEE ACTIVITY CENTRE AS A POLLING STATION – LOCAL ASSEMBLY ELECTIONS – 5 MAY 2016
Members noted a request from the NI Electoral Office to use Kilmakee Activity Centre as a Polling Station for the 2016 Assembly Elections 0n 5 May 2016.
4.9.8 RESURGAM TRUST: SOCIAL INVESTMENT FUND ‘TRANSITIONS’ SUPPORT PROJECT
It was noted that Resurgam Trust had been awarded the contract for lead and accountable partner to oversee the ‘Transitions’ Support Project on behalf of Early Intervention Lisburn, a multi-body representative group on which the Head of Service (Sports Services) currently represented the Council.
The Head of Service (Sports Services) provided details about the work of the Trust in tackling educational underachievement. He reported that the project had total funding of £513,000 over 2.5 years and Resurgam Trust would lead in the areas of Old Warren, Hilden, Hillhall, Lambeg and Tonagh.
4.9.9 GOLF PROFESSIONAL CASTLEREAGH HILLS GOLF COURSE: PGA IRELAND AWARD
Members noted that the resident PGA Professional based at Castlereagh Hills Golf Course, who was employed directly by the Council, had been nominated for the Toby Sunderland Award 2014, an award given to a PGA Member who had made an outstanding effort to assist and support those in life less fortunate than ourselves.
It was reported that the Golf Professional had attended the PGA Captains Reception on the eve of the 144th Open Championships at St Andrews and had received the regional award, ‘PGA in Ireland Award’ together with a cheque for £250 which had been donated to the Mayor’s Charity. The Right Worshipful the Mayor indicated his intention to host an informal reception to acknowledge the Golf Professional’s achievement.
4.9.10 BRUCE MULLIGAN CUP: INTER-COUNCIL GOLF COMPETITION
Members were advised that, in previous years, Castlereagh Borough Council and North Down Borough Council had competed in an annual golf competition for the Bruce Mulligan Cup, with the venue rotating between the two Council areas. The competition had involved Elected
358
LCCC Leisure & Community Development Committee – 03.09.15
Members, staff and retired staff and had been followed by a meal hosted by the ‘home’ Council.
The Head of Service (Sports Services) reported that an approach had been received from Ards & North Down Borough Council in relation to this year’s event, which was due to take place at Castlereagh Hills Golf Course on a suitable date during the last week of September.
Members noted and agreed arrangements for the Council to host the Bruce Mulligan Cup at the Castlereagh Hills Golf Course.
4.9.11 REQUEST FROM NI BOWLING ASSOCIATION TO AVAIL OF LAGAN VALLEY BOWLING CLUB AS HOST VENUE FOR THE NORTHERN IRELAND BOWLING CLUB AS HOST VENUE FOR THE NIBA CUP SEMI-FINAL
Members were advised that a request had been received during the summer from NIBA to use the facilities at Lagan Valley Bowling Club to host its cup semi-final on Thursday 2 July. Members noted that the request had been approved under delegated authority by the Director of Leisure & Community Services.
4.10 REPORT OF MR RYAN BLACK, HEAD OF SERVICE [COMMUNITY & CULTURAL SERVICES]
4.10.1 UPDATE ON HALLOWEEN EVENT: TWILIGHT NIGHTS
Members were advised that Lisburn City Council’s Arts Service had organised an annual major Halloween event in Wallace Park entitled ‘Twilight Night’, which was exceptionally popular and had been oversubscribed. This year it was proposed to run the event over two days, 29 and 30 October 2015, with the first evening being limited to an opportunity to view the sound and light features, with the fireworks display and entertainment taking place on Friday 30 October.
It was proposed that the event would be free on Thursday 29 October from 6.00-9.00 pm and, on Friday 30 October from 7.00-9.00 pm, there would be a cost of £1 per wristband with a maximum of 6 per person. Wristbands would be on sale at the Island Arts Centre and Dundonald International Ice Bowl from 21 October 2015.
It was reported that all costs associated with the event were as included within the current 2015/2016 Arts Service budget. In line with arrangements in previous years, It was agreed to recommend that Council agree that all proceeds from the distribution of wristbands be donated to the Mayor’s Charity.
359
LCCC Leisure & Community Development Committee – 03.09.15
4.10.2 NI PENSIONERS PARLIAMENT: REQUEST TO ESTABLISH A LISBURN & CASTLEREAGH PENSIONERS PARLIAMENT
Members were advised that Ages Sector Platform, on behalf of the NI Pensioners Parliament, had asked the Council to consider establishing a Lisburn & Castlereagh Pensioners’ Parliament. The Head of Service [Cultural & Community Services] had met with representatives of. Ages Sector Platform to discuss the matter and Members were provided with subsequent correspondence outlining their proposals. It was noted that the estimated cost of hosting a parliament in the Council area was £2,000. It was reported that the Council had been invited to attend the 2015 Northern Ireland Pensioners Parliament in Belfast on 24 - 25 September 2015
It was agreed to recommend that the Council defer a decision on the issue pending the Chair or his nominee attending the forthcoming Parliament in Belfast. The Chair stated that he would be unable to attend the Parliament and would nominate a replacement.
4.10.3 SOCIAL ENTERPRISE NI: ANNUAL CONFERENCE “BUILDING BETTER SUPPLY CHAINS” AND AWARDS 2015 – DUNADRY HOTEL, 22 OCTOBER 2015
Members were provided with details of Social Enterprise NI’s Annual Conference in the Dunadry Hotel on 22 October 2015. It was noted that the cost of attendance was £269.90 per delegate.
It was agreed that it be recommended that the Council nominate the Chair or his nominee to attend the conference.
4.10.4 BALLYBEEN IMPROVEMENT GROUP: LANDS AT CRAIGLEITH/BROOKLANDS – PROPOSED PITCH DEVELOPMENT: REQUEST TO ATTEND AS A DELEGATION
Members were provided with correspondence received from Ballybeen Improvement Group in regard to the possible development of a 3G Pitch and associated facilities on Council owned land at Craigleith/ Brooklands and providing an update on the Group’s application to the Big Lottery Spaces & Places Programme. It was noted that the Group’s proposal had previously been considered by Castlereagh Borough Council.
Members considered the Group’s request for a letter of support from the Council to reaffirm its willingness to lease lands at Craigleith/Brookland. The Group also sought agreement for a delegation to attend a meeting of the Leisure & Community Development Committee to make a presentation on the proposals.
360
LCCC Leisure & Community Development Committee – 03.09.15
It was noted that the Council had recently appointed Consultants to carry out an audit of pitch provision and produce a related strategy.
It was agreed that it be recommended
(a) that the Council accede to the request from Ballybeen Improvement Group for a delegation to attend a meeting of the Leisure & Community Development Committee to make a presentation in relation to the Group’s proposals. (b) That the Council provide a letter of support to the Group in respect of the project.
4.10.5 PEACE III
4.10.5.1 ACCOUNTS
Members noted that the Peace III Accounts had been approved at the meeting of the Governance & Audit Committee on 26 June 2015, and the relevant Committee Minute had subsequently been ratified by Council.
4.10.5.2 RETROSPECTIVE APPROVAL
It was reported that the Department of Finance & Personnel had carried out a verification visit in respect of the Peace III Programme 2014-2015 and two projects had been selected for audit. Arising from the audit, it was noted that, in relation to the Greater Dunmurry Positive Relations Project, a £10,000 increase had been offered to the project as an additional resource but, while this had been detailed in a Letter of Offer; due to an oversight, it had not been formally recorded as approved by the Peace Partnership or the Statutory Joint Council at the time. In light of this the Department of Finance & Personnel had recommended that retrospective approval be sought in this regard.
It was agreed that it be recommended that the Council give retrospective approval to the resource allocation of £10,000 from the Peace III Programme to the Greater Dunmurry Positive Relations Project.
4.10.5.3 DISALLOWED COSTS
Members were advised that, at the conclusion of the Peace III Programme (total expenditure approximately £3.8 million), there
361
LCCC Leisure & Community Development Committee – 03.09.15
were net costs of £6,985.41 ultimately disallowed by the Special European Union Programmes Body [SEUPB].
It was agreed that it be recommended that Council approve payment to cover the net disallowed costs of £6,985.41 arising from the Peace III Programme
4.10.6 ADVICE SERVICES
Members were reminded that, at the meeting of the Shadow Leisure & Community Services Committee in December 2014, decisions had been taken on interim delivery arrangements through Service Level Agreements for the delivery of Advice Services for the period 1 April 2015 – 30 September 2015. These arrangements were pending the preparation of a tender for the provision of advice services for a 3 year period.
It was reported that there had been a delay in pulling together the appropriate tender document and it was consequently recommended that the Service Level Agreements referred to above and involving Lisburn CAB and Advice Services NI be extended for a further six months, i.e. from 1 October 2015 – 31 March 2016. Members were asked to note that each organisation had received respective payment of £59,792.00 and £21,997.50 for the period up to 30 September 2015 and that the next six months’ payments on the same basis would be payable from 1 October 2015.
It was agreed to extend the Service Level Agreements with Lisburn CAB and Advice NI on the same basis for a further six months from 1 October 2015 – 31 March 2016 and that the tender documentation for the provision of advice services from 1 April 2016 be considered at the Committee’s meeting in November.
4.10.7 QUEEN’S AWARD FOR VOLUNTARY SERVICE
It was reported that correspondence has recently been received from Volunteer Now detailing information on the above scheme and requesting that the Council promote the scheme in the new Council area.
It was agreed that the following groups be nominated for the categories specified [subject to the agreement of each group]:
Category – Community Resurgam Community Development Trust
Category – Social Welfare[Faith]
362
LCCC Leisure & Community Development Committee – 03.09.15
Lisburn Community Church Community Trust
Category – Education Ballybeen Women’s Group
Category - Older People Moira Friendship Group
Category - Arts Lisburn Community Circus
Items for Noting
4.10.8 ISLAND ARTS CENTRE: “WORLD HOST” ACCREDITION
It was noted that Island Arts Service had achieved “World Host” accreditation on 22 June 2015.
4.10.9 COMMUNITY SUPPORT GRANT SCHEME: APPEALS
It was reported that six community organisations had submitted appeals against their unsuccessful applications to the Community Grant Scheme and all six appeals had been upheld. Members noted that the applications had subsequently been scored by officers, and the following resulting awards made under delegated authority.
2015/2016 Name of Group Eligible Score 2015/2016 Amount (£) Award (%) Grant Aid (£) Brookmount Cultural & 3,500.00 70 2,450 Education Society Larchfield Community 2,125.00 60 1,275 Development Association Lisburn City Church 5,500.00 70.5 3,878 Community Trust Logic 5,500.00 69.5 3,823 Pound Bridge & District 5,500.00 61 3,355 Community Association The Round Tower Rural Arts, 5,000.00 52 2,600 Culture & Ed Soc.
TOTAL £17,382
363
LCCC Leisure & Community Development Committee – 03.09.15
7.10.10 CHARITY COMMISSION NI: REGISTRATION REQUIREMENT
Members noted a detailed report on the registration requirements for the Charity Commission NI and the steps being taken by Council staff to work with local community and voluntary sector groups to make them aware of the changes and support them through the registration process.
7.10.11 PEACE IV UPDATE
Members were provided with and noted a copy of an email from the Programme Manager within the Special European Union Programmes Body providing an update in regard to Peace IV.
7.10.12 ARTS GRANT AND BURSARY SCHEMES
Arts Grant Scheme:
Members noted that in the first round of the Council’s Arts Grant Scheme for projects to be delivered between August – October 2015, the assessment panel had made the following recommendations:
Ballyoran Community & Arts Group [Memory Quilt ] - £1,722 Community Circus, Lisburn [Circus You Nite] - £1,195 R Space [Monthly Event Programme] - £1,275 Fusion Theatre [Sunshine on Leith] - £2,420 Harmony Hill Craft Group [Annual Programme] - £1,000 Felt Makers North [ Workshop] - £829 R McConville [YMTH Summer Project in Plymouth] - £1,300
Arts Bursary Scheme
Members noted that, with regard to applications from individual artists under the Tyrone Guthrie & John Hewitt bursary schemes, the assessment panel had made the following recommendations:
JOHN HEWITT BURSARY
Artist Award recommended
Shirley Bork £350
TYRONE GUTHRIE
Johanna Leech £500
364
LCCC Leisure & Community Development Committee – 03.09.15
Emma Hawthorne £500
Helen Lavery £500
5. CONFIDENTIAL REPORT BY THE DIRECTOR OF LEISURE & COMMUNITY SERVICES
The Director advised that the items contained in his confidential report would be dealt with “In Committee” and outlined the reason for each item listed in the Confidential report, as follows:
Item 5.1: Confidential due to information relating to the financial or business affairs of any particular person (including the Council holding that information) Item 5.2: Confidential for reason of information relating to individuals Item 5.3: Confidential due to information relating to the financial or business affairs of any particular person (including the Council holding that information)
In Committee
It was proposed by Councillor A McIntyre, seconded by Councillor N Anderson and agreed that the items in the Confidential Reports be considered ‘In Committee’ in the absence of members of the press and public.
Items for Decision:
5.1 SOCIAL INVESTMENT FUND SUPPORTED PROJECTS TO RE- DEVELOP WEST LISBURN COMMUNITY CENTRE AS A YOUTH CENTRE, AND THE EXTENSION TO LAGANVIEW ENTERPRISE CENTRE: FORMATION OF A SELECT LIST OF CONTRACTORS TO TENDER FOR CONSTRUCTION WORKS.
Members were provided with a report and recommendation in regard to the formation of a Select List of Contractors to undertake the above works. It was agreed to accept the recommendations in respect of the Select List of Contractors to undertake the above works.
5.2 REQUESTS TO UNDERTAKE WORK OUTSIDE OF THE COUNCIL
In line with the requirements of the Revised Code of Conduct for Employees, Members considered requests received from the Council officers to undertake work outside of the Council.
365
LCCC Leisure & Community Development Committee – 03.09.15
It was agreed to recommend that the Council accede to the requests detailed in the Director’s report.
Items for Noting
5.3 TENDER FOR THE APPOINTMENT OF A PLAY DEVELOPMENT CONSULTANT TO UNDERTAKE AN AUDIT OF ALL COUNCIL PLAY AREAS
Members noted the award of the contract for the Playability Audit of all Council Children’s Play Areas to Playboard Northern Ireland, being the most economically advantageous tender received.
Out of Committee
It was proposed by Councillor A McIntyre, seconded by Councillor N Anderson and agreed that the Committee come “Out of Committee”.
6. ANY OTHER BUSINESS
6.1 REPRESENTATION ON SPORT LISBURN & CASTLEREAGH
The Chair stated that at a previous meeting a query had been raised regarding the Council’s representation on Sport Lisburn and Castlereagh and it had been agreed to bring the matter back to Committee for consideration. He reminded Members that the Council already had two representatives on Sport Lisburn and Castlereagh and the issue was whether the Council should request an additional representative on the body who would be from the Castlereagh area of the Council.
In response to queries by Councillors B Bloomfield and J Gray, the Council’s current representatives on Sport Lisburn and Castlereagh, as to whether they should declare in interest in this issue, the Chair and the Director advised that the two Members had no personal interest by virtue of being appointed as the Council’s representatives.
After discussion it was agreed that there was no necessity to request an additional representative on Sport Lisburn and Castlereagh.
6.2 THANK YOU AND GET WELL LETTERS
It was agreed to recommend that the Council
(a) Write a letter to Mr Robert McKnight, former Assistant Director of Leisure (General Services) wishing him every success in the future and thanking him for his contribution to the Council.
366
LCCC Leisure & Community Development Committee – 03.09.15
(b) Send a Get Well card to Mr Ryan Black, Head of Service (Cultural and Community Services) wishing him a speedy recovery.
There being no further business, the meeting ended at 7.10 pm.
______Chair Date
367
GAC 08.09.2015 LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Meeting of the Governance and Audit Committee held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 8 September, 2015 at 5:30 pm
PRESENT: Alderman W A Leathem (Chairman)
The Right Worshipful the Mayor Councillor R T Beckett
Deputy Mayor Councillor A Redpath
Alderman J Tinsley
Councillors A P Ewing, J Gallen, O Gawith, A Girvin, A Grehan, V Kamble, H Legge, J McCarthy, U Mackin, B Mallon and T Mitchell
IN ATTENDANCE: Director of Development and Planning Director of Finance and the Convergence of IT Systems Transition Managers Community Planning Manager Performance Development Officer Committee Secretary
Blu Zebra Ltd
Ms T Hogg
Commencement of the Meeting
At the commencement of the meeting, the Chairman, Alderman W A Leathem, welcomed those present and extended a particular welcome to Ms T Hogg, Blu Zebra Ltd, who was in attendance to present a report in relation to the future of Lisburn Courthouse.
The Chairman also offered congratulations to the Committee Secretary in attendance, Mrs C Roe, and her husband, Ronnie, on the occasion of their recent marriage.
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of Aldermen D Drysdale and A G Ewart and the Chief Executive.
387
GAC 08.09.2015 2. Declarations of Interest
There were no declarations of interest made at this point in the meeting; however, during the meeting, Councillor A P Ewing, as a Member of the South Eastern Local Commissioning Group, declared an interest in Item 4, ‘NI Courts and Tribunals – Rationalisation of the Courts’ Estate, Development of Lisburn Courthouse’, due to reference made to the Health and Social Care Trust.
3. Minutes
It was agreed that the following minutes be confirmed and signed:
• Meeting of the Governance and Audit Committee held on 9 June, 2015, as adopted at the meeting of Council held on 23 June, 2015; and • Special meeting of the Governance and Audit Committee held on 26 June, 2015, as adopted at the meeting of Council held on 28 July, 2015, subject to the name of Councillor A Gawith being amended to Councillor O Gawith in Item 4.2.
The Chairman, Alderman W A Leathem, had not been in attendance at the above meetings. The meeting on 9 June had been chaired by the Vice-Chairman, Councillor V Kamble, and she signed those minutes. The special meeting on 26 June had been chaired by The Right Worshipful the Mayor, Councillor R T Beckett, and he signed those minutes. The Chairman thanked Councillors Kamble and Beckett for having chaired the meetings in his absence.
4. NI Courts and Tribunals – Rationalisation of the Courts’ Estate Development of Lisburn Courthouse
Councillor A P Ewing arrived to the meeting during consideration of this item of business.
The Committee was reminded that, at the Council meeting held on 25 August, 2015, a report by Blu Zebra Ltd had been discussed and it was agreed that further discussion would take place at this meeting in terms of the development of Lisburn Courthouse through community planning. Members were provided with a copy of a report by the Community Planning Manager on this matter.
Ms T Hogg from Blu Zebra Ltd, who was in attendance at the meeting, made a verbal presentation in respect of work that organisation had carried out exploring the effects of a courthouse closure on the local area and its people and, more specifically, exploring an alternative to the closure. Two options had been put forward by Blu Zebra Ltd as alternatives to the closure, ie. the provision of a Community Safety/Justice Hub for Lisburn or the relocation of a Family Court to Lisburn.
Ms Hogg answered several queries raised by Members, following which the Chairman, Alderman W A Leathem, thanked her for her attendance and she left the meeting (6.05 pm).
388
GAC 08.09.2015 4. NI Courts and Tribunals – Rationalisation of the Courts’ Estate Development of Lisburn Courthouse (Contd)
Following discussion, it was proposed by Councillor O Gawith, seconded by Councillor U Mackin and agreed to recommend that (a) investigations be continued around alternative ways to use Lisburn Courthouse in order to prevent its closure; and (b) a consultant be engaged to carry out an in-depth study of the options outlined by Ms Hogg. It was further agreed that this would be subject to confirmation being sought from the Department of Justice that (i) if the in-depth study was carried out, the Department would accept a further submission from the Council; and (ii) provision of a time-frame for this.
5. Report from Chief Executive
It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
Items for Decision
5.1 NI Courts and Tribunals – Rationalisation of the Courts’ Estate Development of Lisburn Courthouse
It was noted that this matter had been dealt with under Item 4.
5.2 Boundary Defacement on Ordnance Survey of Northern Ireland (OSNI) Maps
Councillor A Grehan left the meeting at this point (6.07 pm).
Members were provided with a copy of a letter dated 16 July, 2015 from Land & Property Services (LPS), together with related maps, pointing out that, as a result of recent Local Government Reorganisation, a number of houses and commercial properties now straddled ward boundaries. The Mapping Directorate of LPS must ensure that boundaries were adequately represented on Ordnance Survey mapping and had requested advice on how anomalies (as indicated on the maps) should be dealt with. It was proposed by Councillor J McCarthy, seconded by Councillor O Gawith and agreed to recommend that, where a major proportion of land/building was located in a particular District Electoral Area, then the address and reference moving forward should be that in which the major proportion fell.
5.3 Declaration of Receipt of Hospitality or Gifts
Members were reminded that the Northern Ireland Local Government Code of Conduct for Councillors set out that a Member must “In accordance with any standing orders of your council and within 28 days of receipt of any gift, hospitality, material benefit or service, which is above a value specified in a resolution of your council, provide written notification to your chief executive of the existence and nature of that gift, hospitality, material benefit or service”.
389
GAC 08.09.2015 5.3 Declaration of Receipt of Hospitality or Gifts (Contd)
Members were advised that the extant Lisburn City Council had a policy where anything valued at £15 and above had to be declared; the extant Castlereagh Borough Council’s policy required that anything valued at £10 and above be declared.
It was proposed by The Right Worshipful the Mayor, Councillor R T Beckett, seconded by Councillor T Mitchell and agreed to recommend that the policy of Lisburn & Castlereagh City Council require that Members declare receipt of any gift, hospitality, material benefit or service to the value of £20 and above.
5.4 Lisburn & Castlereagh City Council Risk Appetite Statement 2015-2017
Councillor A Grehan returned to the meeting at this point (6.11 pm).
Members were provided with a copy of a draft Risk Appetite Statement 2015- 2017, which had been agreed by the Corporate Management Team (CMT). It was proposed by Councillor O Gawith, seconded by Councillor B Mallon and agreed to recommend that the draft Risk Appetite Statement 2015-2017 be approved.
5.5 Datahub and NISRA Statistician
Members having been provided with a copy of a report by the Community Planning Manager giving an update in relation to the above matters, it was proposed by Councillor O Gawith, seconded by Councillor J McCarthy and agreed to recommend that:
• the appointment of a NISRA statistician be noted; and • the procurement of a Datahub not be proceeded with at this time, but that the need for this be reviewed in six months’ time.
5.6 Requests for Presentations – Procedure
Following a number of requests to Council to receive formal presentations with regards to various bodies, the matter had been discussed by the CMT, when it was agreed that, in future, presentations of a corporate nature be considered at special meetings of Council. It was recommended that the requests for presentations currently received would be considered at two special meetings of Council, as follows:
Special Meeting 1
• Northern Ireland Housing Executive • Transport NI • SONI Ltd
390
GAC 08.09.2015 5.6 Requests for Presentations – Procedure (Contd)
Special Meeting 2
• Christians Against Poverty • The Rowan, Antrim Area Hospital • Translink NI
It was proposed by Alderman J Tinsley, seconded by Councillor A Girvin and agreed to recommend that two special meetings of Council, as outlined above, be convened, at dates to be agreed with The Right Worshipful the Mayor, Councillor R T Beckett, and that future presentations of a corporate nature be made at special meetings of Council moving forward. The Right Worshipful the Mayor pointed out that it would best practice to hold such special meetings of Council when a number of presentations could be made, rather than convene meetings to receive a single deputation.
5.7 General Power of Competence Event 28 October (Cookstown) or 29 October (Craigavon)
Members were provided with information regarding the above one day course, which could be attended on either 28 October in Glenavon Hotel, Cookstown, or on 29 October in Lough Neagh Discovery Centre, Craigavon. It was proposed by Councillor A P Ewing, seconded by Councillor A Girvin and agreed to recommend that the Chairman and Vice-Chairman, or their nominees, together with the CMT, attend the course on either day. The Chairman, Alderman W A Leathem, requested that the Committee Secretary ascertain from delegates which date best suited as it would be preferable if they all attended on the same day.
Mr R Lawther, Transition Manager, left the meeting at this point (6.21 pm).
5.8 Report by Head of Audit
Members were provided with a copy of a report prepared by the Head of Audit containing the following matters:
5.8.1 Internal Audit
5.8.1.1 Governance and Audit Committee Meeting as Audit Committee
Members were advised that Audit Committee Best Practice recommended that an Audit Committee should meet 3-4 times per year and, therefore, it would be of benefit to identify those meetings of Committee where the first part could be solely devoted to audit matters.
It was proposed by Councillor A Girvin, seconded by Councillor B Mallon and agreed to recommend that the meetings of the Committee where audit matters were to be considered be held as follows:
391
GAC 08.09.2015 5.8.1.1 Governance and Audit Committee Meeting as Audit Committee (Contd)
• January • March – to approve the annual Internal Audit Strategy and Plan • June – special meeting at month end to approve the Council’s Annual Accounts (Chairman of Committee co-signing) and receive the Head of Audit’s Annual Statement of Opinion and the Review of the Council’s Governance Framework • October – to receive the Northern Ireland Audit Office (NIAO) Audit Report on the Council’s Accounts, along with the annual “Report to Those Charged with Governance” (assuming those reports were ready for presentation to Committee – if not, these would be presented at the January meeting)
It was noted that a representative from the NIAO would be in attendance at each of the above meetings. It was further noted that it was anticipated that Internal Audit Progress Reports would be presented at each of these meetings.
5.8.1.2 Format of Internal Audit Reporting to Committee
Members having been asked to give consideration to the format of Internal Audit reporting to Committee, it was proposed by Councillor A Girvin, seconded by Councillor B Mallon and agreed to recommend that the Committee receive a summary of audit findings, conclusions and recommendations pertaining to each individual audit, with the proviso that any Member wishing to have sight of the full report would be entitled to do so.
Items for Noting
5.9 APSE Northern Ireland Events Programme for 2015-16, Regional Positions and Nominations
Members were provided with, and noted the contents of, a copy of the APSE Northern Ireland Events Programme for 2015-16, together with information on regional positions agreed at the recent APSE NI AGM and nominations for positions to be agreed at the national AGM.
5.10 NILGA APSE – Beyond 100 Days
Members were provided with, and noted the contents of, a copy of information from APSE/NILGA giving a flavour of some of the topics to be tackled over the foreseeable future.
5.11 Carnegie UK Trust’s ‘Towards a Wellbeing Framework: The Next Steps’ Post-Conference Report
Members were provided with, and noted the contents of, a copy of a post- conference report in respect of the above conference which took place on 10 June, 2015.
392
GAC 08.09.2015 6. Confidential Business
It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
The Chairman, Alderman W A Leathem, advised that the matters contained in the confidential report would be dealt with “In Committee” due to items containing (i) information relating to any individual; and (ii) information which revealed that the Council proposed to make an order or direction under any statutory provision.
“In Committee”
It was proposed by Councillor A P Ewing, seconded by Councillor J McCarthy and agreed that the items in the confidential report be considered “in committee”, in the absence of members of the press and public being present.
6.1 Report by the Director of Finance and the Convergence of IT Systems
Members were provided with a copy of a report prepared by the Director of Finance and the Convergence of IT Systems containing the following matters:
6.1.1 Performance Improvement Audit 2015
Members were provided with, and noted the contents of, correspondence from the NIAO regarding the 2015 Performance Improvement Audit.
Councillor O Gawith having requested clarification in respect of item 3.4 of the correspondence from the NIAO, the Director of Finance and the Convergence of IT Systems agreed to email such clarification to Councillor Gawith the following day.
6.1.2 Review of Internal Audit Effectiveness
It was agreed to recommend that a special meeting of the Governance and Audit Committee be convened to consider a report by the consultants undertaking the Review of Internal Audit Effectiveness.
6.1.3 Pensions’ Administration Strategy
Members were provided with a copy of the draft Local Government Pensions’ Administration Strategy, which was currently out for consultation. The Director of Finance and the Convergence of IT Systems having advised that NILGA had no issues with the draft Strategy, it was agreed to recommend that the draft Strategy be accepted.
6.2 Royal Borough Status
Members were provided with a copy of a letter dated 1 July, 2015 to the Rt Hon Jeffrey Donaldson MP regarding matters raised by him to the Cabinet Office in connection with the award of “Royal” status to the Lisburn & Castlereagh City Council area. A meeting had taken place with Mr Donaldson, The Right Worshipful the Mayor, Councillor R T Beckett, and the Chairmen of the 393
GAC 08.09.2015 6.2 Royal Borough Status (Contd)
Governance and Audit and Corporate Services Committees, where it had been clarified that there had been no recent award of “Royal” status to any city area across the United Kingdom; however, it had been granted in the past to Boroughs.
Following discussion, during which several Members’ queries were responded to, it was proposed by the Deputy Mayor, Councillor A Redpath, seconded by Councillor U Mackin and agreed to recommend that the Council, in conjunction with Historic Royal Palaces and an appropriate consultant, compile the supporting evidence to enable an application for “Royal” status of “Hillsborough Village”, given its connection with the Royal Family, and that this matter be brought back to the Committee for further consideration.
6.3 NI Ombudsman Report
Members were provided with an extract from the Annual Report 2014/15 of the Ombudsman for Northern Ireland referring to a case involving Lisburn City Council, together with a copy of the Investigation Report relating to this matter and a copy of a letter dated 7 August, 2014 from the Acting Chief Executive of Lisburn City Council. The contents of the aforesaid correspondence were noted.
Resumption of Normal Business
It was proposed by the Deputy Mayor, Councillor A Redpath, seconded by The Right Worshipful the Mayor, Councillor R T Beckett, and agreed to come out of committee and normal business was resumed.
7. Any Other Business
7.1 Community Planning Conference – 23 September, 2015 Community Planning Manager
The Community Planning Manager reminded Members of the above conference, taking place at Lagan Valley Island on 23 September, 2015, and encouraged as many Members as possible to attend.
There being no further business, the meeting was terminated at 6.48 pm.
Mayor/Chairman
394
CSC 08.09.2015
LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of Meeting of the Corporate Services Committee held in the Cherry Room, Island Civic Centre, The Island, Lisburn on Tuesday 8 September 2015 at 7.00 pm
IN THE CHAIR: Alderman J Tinsley
PRESENT: The Right Worshipful the Mayor, Councillor RT Beckett
Aldermen M Henderson MBE, T Jeffers, WA Leathem, S Martin, G Rice MBE
Councillors S Carson, O Gawith, A Grehan, B Hanvey, V Kamble, J McCarthy, B Mallon, John Palmer, A Redpath,
IN ATTENDANCE: Director of Corporate Services Director of Development and Planning Head of Service (Central Support) Head of Service (MCU) Head of Service (Human Resources and Organisational Development) Equality Officer Committee Secretary
Commencement of the Meeting
The Chairman asked that any Member entering or leaving the meeting alert him accordingly so that the Committee Secretary might accurately reflect arrival and departure times in the minutes.
1. Apologies
Apologies for non-attendance at the meeting were accepted and recorded on behalf of Alderman WJ Dillon MBE.
395
CSC 08.09.2015
2. Declarations of Interest
The Chairman invited Members to declare any Interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the meeting.
During the course of the meeting, the following Declarations of Interest were made:-
− Alderman S Martin in Item 4.3.1 ‘Elected Member Development Charter’ on the basis that he was Chair of NILGA Workforce and a Member of the Development Committee − Councillor John Palmer in Item 4.9 ‘Hillsborough Old Guard: Memorial Service and Reception for Mayor of Martinsart – Request for Assistance’ on the basis that he was a Committee Member of Hillsborough Old Guard
3. Minutes of Meeting
It was proposed by the Deputy Mayor, Councillor A Redpath, seconded by Councillor B Mallon, and agreed that the minutes of the meeting of the Corporate Services Committee held on 9 June 2015 as adopted by the Council at its meeting held on 23 June 2015 be confirmed and signed.
4. Report from the Director of Corporate Services
It was proposed by Councillor B Mallon, seconded by Alderman M Henderson MBE, and agreed to adopt the report and recommendations of the Director of Corporate Services subject to decisions recorded below and at Item 6 (Deferred Items) and items noted.
Items for Decision:
4.1 Lisburn Commerce Against Crime – Camera System
It was proposed by Alderman G Rice MBE, seconded by Councillor John Palmer and agreed that responsibility for Lisburn Commerce Against Crime’s camera system transfer from the Economic Development Section to the Policing & Community Safety Partnership
4.2 Report of Head of Central Support Services
It was proposed by Councillor S Carson, seconded by Alderman G Rice MBE and agreed to adopt the reports and recommendations of the Head of Central Support Services subject to decisions recorded below and items noted.
396
CSC 08.09.2015
4.2.1 Duncan’s Reservoir, Lisburn - Replacement of Sub-Station
It was proposed by Councillor S Carson, seconded by Alderman WA Leathem, and agreed that it be recommended that NIE be granted approval for the replacement of the sub-station at Duncan’s Reservoir, Lisburn.
4.2.2 Hillsborough Sporting Club Lease
It was proposed by the Deputy Mayor, Councillor A Redpath, seconded by Councillor O Gawith, and agreed to recommend that the Council renew the lease with Hillsborough Sporting Club for a 10 year period commencing on 1 December 2015.
4.2.3 Policy on Room Use and Hire at Lagan Valley Island and Bradford Court
(Alderman S Martin arrived at 7.10 pm)
It was proposed by Councillor B Hanvey, seconded by Alderman G Rice MBE, and agreed that it be recommended that the policy on room use and hire of rooms at Lagan Valley Island and Bradford Court be adopted with this being reviewed pending the outcome of the accommodation review. It was also agreed to recommend that the policy in respect of Members’ use of facilities at Lagan Valley Island be reaffirmed.
4.2.4 Her Majesty Queen Elizabeth II – 90th Birthday Celebrations (2016)
The Head of Central Support Services advised that in June 2016 three days of national celebrations would take place to mark the 90th Birthday of her Majesty Queen Elizabeth II. In order to mark this, it was proposed to establish a working group comprised of the Mayor, the Chair of Corporate Services Committee, the Chair of Leisure & Community Services Committee and relevant officers to put together a programme of events to mark this occasion. The Vice Chair and the Deputy Mayor had indicated that they would like to be part of the Working Group.
It was proposed by Councillor B Mallon, seconded by Councillor A Grehan, and agreed to recommend that a working group be formed as outlined above to put together a programme of events to mark the 90th birthday of Queen Elizabeth II and that a progress report be brought back to Committee.
4.2.5 Childhood Cancer Foundation: International Childhood Cancer Awareness Month - September 2015
397
CSC 08.09.2015
It was proposed by Alderman M Henderson MBE, seconded by Alderman WA Leathem and agreed that it be recommended that the Council agree to a request from the Childhood Cancer Foundation to light the Council offices at Lagan Valley Island in gold on 25-28 September 2015.
4.2.6 Action Cancer – Breast Cancer Awareness Month - Lighting Up of Council Buildings in Pink - October 2015
It was proposed by Alderman M Henderson MBE, seconded by Alderman WA Leathem and agreed that it be recommended that the Council agree to a request from Action Cancer to light the Council offices at Lagan Valley Island in pink on a nominated day in October 2015.
4.2.7 Pancreatic Cancer Awareness: Lighting Up of Council Buildings in Purple – 1 November 2015
It was proposed by Alderman M Henderson MBE, seconded by Alderman WA Leathem and agreed that it be recommended that the Council agree to a request from Wallace High School to light the Council offices at Lagan Valley Island in purple on 1 November 2015.
4.2.8 Health Working Group – Minutes of Meeting of 8 June 2015
It was proposed by Alderman M Henderson MBE, seconded by Councillor J McCarthy, and agreed to recommend that the minutes of the Health Working Group of 8 June 2015 be approved.
Items for Noting:
4.2.9 Lisburn & Castlereagh Policing and Community Safety Partnership
4.2.9.1 Chairman
Members noted that Councillor Scott Carson would be the Chairman of Lisburn & Castlereagh Policing & Community Partnership for 2015/2016.
4.2.9.2 Appointment of Independent Members
Members noted that Lisburn & Castlereagh PCSP had been reconstituted on 31 August 2015 and were provided with details of the Independent Members.
398
CSC 08.09.2015
4.2.10 Local Policing Team and Neighbourhood Policing Team Model
Members noted correspondence dated 21 August 2015 from PSNI regarding the introduction of two local policing teams and the neighbourhood policing teams in Lisburn and Castlereagh as from 7 September 2015.
(The Head of Central Support Services left at 7.25 pm)
4.3 Report of Head of Human Resources & Organisation Development
It was proposed by Councillor A Grehan, seconded by Alderman M Henderson MBE and agreed to adopt the reports and recommendations of the Head of Human Resources and Organisation Development subject to decisions recorded below and items noted.
Items for Decision:
4.3.1 Elected Member Development Charter
It was proposed by Alderman M Henderson MBE, seconded by Alderman G Rice MBE and agreed that it be recommended that:
(a) the Council agree that the HR & OD Unit commence working towards the accreditation of the Elected Member Development Charter
(b) A Members Development Steering Group be established and a strategy be developed for delivery of Member development training for the medium term.
4.3.2 Investors in People (IIP)
It was proposed by Alderman M Rice MBE, seconded by Alderman M Henderson MBE, and agreed that it be recommended that the Council agree that the HR & OD Unit commence working towards the accreditation of the IIP Standard and that a Project Team be established and an initial assessment take place to provide an understanding of the Council’s current performance against the 9 indicators, which would then lead to a work plan to achieve the IIP Standard.
Items for Noting:
4.3.3 The Draft Local Government Reorganisation (Compensation for Diminution of Emoluments) Regulations (Northern Ireland) 2015
399
CSC 08.09.2015
Members noted the Council’s response to the above Regulations, namely that the proposals were in keeping with the extant Council’s pay protection policies under single status and would not compromise existing employee rights under TUPE Regulations.
4.3.4 Consultation on a Public Sector Exit Payment Cap
Members were advised that on 31 July 2015 HM Treasury had issued consultation proposing legislation to cap the total value on exit payments in public sector employment. Members were provided with and noted a copy of the Council’s response which was an agreed response with the LGSC and other Councils.
4.4 Report of Head of Marketing & Communications
It was proposed by Alderman G Rice MBE, seconded by Councillor B Hanvey, and agreed to adopt the reports and recommendations of the Head of Marketing and Communications subject to decisions recorded below and items noted.
Items for Decision:
4.4.1 Christmas Lights Switch-On 2015
The Head of Marketing and Communications reported on meetings held over the summer with the Right Worshipful the Mayor and the Chair of Corporate Services Committee with regard to the Christmas Switch-On Event. Members were provided with a detailed update on proposals for the event.
It was proposed by Councillor S Carson, seconded by Councillor J McCarthy, and agreed that it be recommended that the Council agree that the event continue to be progressed and that further updates be provided in due course.
4.4.2 CityWide
The Head of Marketing and Communications advised that the Council’s 16-page CityWide magazine would be produced and distributed to all homes and businesses in the new Council area in November 2015.
It was proposed by Alderman M Henderson MBE, seconded by Councillor John Palmer, and agreed to recommend that work on the CityWide magazine be progressed as outlined above.
Item for Noting:
400
CSC 08.09.2015
4.4.3 Media Coverage
Members noted details of media coverage for June, July and August 2015.
4.5 Report of Equality Officer
It was proposed by Alderman G Rice MBE, seconded by Councillor J McCarthy, and agreed to adopt the report and recommendations of the Equality Officer subject to decisions recorded below.
4.5.1 Diversity Matters
Members considered a detailed report by the Equality Officer on the request by the Local Government Staff Commission that Councils endorse the Equality & Diversity Framework and appoint Diversity Champions.
It was proposed by Alderman G Rice MBE, seconded by Councillor O Gawith, and agreed that it be recommended that the Council endorse the Equality and Diversity Framework; appoint two Diversity Champions (one Member and one Officer); and appoint one Disability Champion.
It was further agreed that Members notify the Chair if they wished to be considered as either Diversity Champion or Disability Champion and that the appointment of the Champions would be brought to the next meeting of the Committee.
4.5.2 Consultation on Proposals to Extend Age Discrimination Legislation
The Equality Officer presented a verbal report on OFMDFM’s consultations on proposals to extend age discrimination legislation.
It was agreed that all Members be advised that the consultation documents were available on request from the Equality Officer and that any comments should be forwarded to him by Friday 2 October 2015 in order that the Council’s response might be submitted before the deadline.
(The Equality Officer left the meeting at 7.55 pm)
4.6 Deferral of Remaining Items in Director of Corporate Services' Report
It was agreed to defer consideration of remaining items in the Director of Corporate Services Report until later in the meeting to allow the Head of Service (Marketing and Communications) and the Head of Service (Human
401
CSC 08.09.2015
Resources and Organisation Development) to present their confidential reports.
5. Confidential Business
The Chair advised that the following matters of confidential business would be dealt with ‘in committee’:
(i) Report of Head of Marketing and Communications • Freedom of Information (Confidential for reason of information relating to individuals) (ii) Report of Head of Human Resources & Organisation Development • Council’s Protocol for Organisation Design • Industrial Tribunal Case (Confidential for reason of information which is likely to reveal the identity of individuals and also labour relations matters)
‘In Committee’
It was proposed by Councillor A Redpath, seconded by Alderman M Henderson MBE, and agreed that the items in the Confidential Report be considered ‘In Committee’ in the absence of members of the press and public.
5.1 Report of the Head of Marketing and Communications
5.1.1 Freedom of Information
Members noted summaries of Freedom of Information requests received in June, July and August 2015.
(The Head of Marketing and Communications left the meeting at 8.05 pm)
5.2 Report of Head of Human Resources & Organisation Development
Items for Noting
5.2.1 Council’s Protocol for Organisation Design
Members noted the Protocol for Organisation Design and accompanying Work Plan.
5.2.2 Industrial Tribunal Case
Members noted an update in respect of an ongoing Industrial Tribunal case.
402
CSC 08.09.2015
It was proposed by Councillor A Redpath, seconded by Alderman G Rice MBE and agreed that the Committee come “Out of Committee”
(The Head of Human Resources and Organisation Development left the meeting at 8.10 pm)
6. Report of Director of Corporate Services – Deferred Items
6.1 Corporate Services Departmental Plan – 1 October 2015 - 31 March 2017
It was proposed by Councillor A Grehan, seconded by Councillor B Mallon, and agreed that it be recommended that the Council approve the Corporate Services Departmental Plan for the period 1 October 2015 – 31 March 2017.
6.2 Police Service For Northern Ireland: “Charging For Special Services” Policy
Members were reminded of the Committee’s decision in May 2015 to invite officials from the Police Service for Northern Ireland (PSNI) to attend a future meeting of the Committee in order to make a presentation on its “Charging for Special Services” Policy.
It was agreed to recommend that, in light of further information provided by PSNI regarding its charging policy, the request for a presentation to the Committee be cancelled.
6.3 Citizen Ceremonies
Members noted an update on negotiations with Historic Royal Palaces (HRP) regarding charges for citizenships ceremonies. It was agreed to recommend that the Council proceed to take on the administration of Citizenship Ceremonies at Hillsborough Castle and that Officers continue to prepare a Memorandum of Understanding with HRP on the basis of the cost proposal as detailed above with a further report being made to Committee.
6.4 Hillsborough Old Guard: Memorial Service and Reception for Mayor of Martinsart – Request for Assistance
It was proposed by Alderman G Rice MBE, seconded by Alderman M Henderson MBE, and agreed to recommend that the Council accede to a request from Hillsborough Old Guard for financial assistance for the holding of a memorial service and a reception for the Mayor of Martinsart in or around 28 June 2016 to mark the association of Hillsborough and Martinsart in the centenary of the shell attack on Martinsart.
6.5 United Nations – 70th Anniversary
403
CSC 08.09.2015
It was agreed to recommend that the Council agree that a Civic Reception and Photo-Call be hosted by The Right Worshipful The Mayor to mark the 70th anniversary year of the founding of the United Nations organisation.
6.6 Commemorative Events in 2016
6.6.1 100th Anniversary of the Battle of the Somme
It was proposed by Alderman M Henderson, seconded by Councillor O Gawith and agreed to recommend that the Council, in partnership with the Royal British Legion, organise a commemorative event to mark the 100th anniversary of the Battle of the Somme on 1 July 2016.
6.6.2 Armed Forces Day
Members were provided with a copy of a letter dated 11 August 2015 from the Reserve Forces & Cadets Association for Northern Ireland regarding the hosting of Armed Forces Day by local authorities on a rotational basis together with a copy letter dated 4 August 2015 from the Headquarters 38 (Irish) Brigade providing more details.
After discussion it was proposed by Alderman W.A. Leathem, seconded by Alderman G Rice MBE and agreed that officers be asked to carry out further investigations on the costs and arrangements involved in hosting an Armed Forces Day on a rotational basis and whether this could be done in partnership with RUAS. It was also agreed to recommend that the Council’s preference would be to host the event in 2018, which was the 100th anniversary of the end of WWI.
6.7 Citizens UK Resettlement Programme
Members noted correspondence dated 19 August 2015 from a resident of Dollingstown regarding the Citizens UK Resettlement Programme and seeking the Council’s support for this initiative.
(The Deputy Mayor, Councillor A Redpath left at 8.35 pm)
Items for Noting:
6.8 Translink Presentation – Service Provision in the Council’s Area
Members noted that, following a recommendation by the Party Leaders Group Forum in relation to presentations, the presentation by Translink in relation to service provision in the Council’s area would now be made to a Special Meeting of the Council.
404
CSC 08.09.2015
6.9 Waiting Facilities at Cairnshill and Sprucefield Park & Ride
Members noted correspondence dated 26 June 2015 and 3 August 2015 from Transport NI about the impact of budgetary cuts on the Park & Ride facilities at Cairnshill and Sprucefield.
The Chair indicated that representatives of Transport NI would be making a presentation to a special meeting of the Council and he asked that officers advise the representative of Transport NI that Members would wish to discuss park and ride facilities at that meeting.
6.10 Enforcement of Bus Priority Measures
Members noted correspondence from the Department for Regional Development in respect of the permitted use of bus lanes.
6.11 Somme Pilgrimage 2015
Members noted details of those Members and officers who had represented the Council at the 99th Anniversary of the Battle of the Somme from 29 June – 2 July 2015. Members also noted and welcomed a detailed report on the trip by the Transition Manager.
6.12 Reserve Forces & Cadets Association for Northern Ireland Meeting – 25 July 2015
Members noted that papers arising from the meeting of the Reserve Forces & Cadets Association on 25 July 2015 were available for information.
6.13 Payments to Councillors
Members noted correspondence dated 28 August 2015 from the Local Government Policy Division of the Department of the Environment confirming that ‘councillor allowances were payable to councillors as councillors ‘ (as opposed to a party).
6.14 Lagan Valley Island – Potential for Changes to the Canal Side & Lock Gates
Members noted that an independent review of existing site arrangements at Lagan Valley Island had been carried out by RoSPA (The Royal Society for the Prevention of Accidents) and were advised that a full report would be tabled at a further meeting.
7. Any Other Business
7.1 Mayor’s Dinner
405
CSC 08.09.2015
In response to a query by Councillor A Grehan, the Director of Corporate Services advised that he did not expect the catering contract to be in deficit at the end of the year; however there were factors, such as the level of bookings, that were outside the control of officers.
7.2 Out of Hours Doctors Service at Lagan Valley Hospital
Councillor John Palmer updated Members on the Out of Hours Doctors Service at Lagan Valley Hospital
There being no further business, the meeting ended at 8.52 pm
______Chair
406
PC 07.09.2015
LISBURN CITY & CASTLEREAGH DISTRICT COUNCIL
Minutes of the Meeting of the Planning Committee held in the Council Chamber, Lisburn and Castlereagh City Council, Island Civic Centre, The Island, Lisburn, on Monday, 7 September 2015, at 6.00 pm
PRESENT: Alderman M Henderson MBE (Chairman)
The Right Worshipful the Mayor, Councillor R T Beckett
Alderman G Rice
Councillors: R Butler, P Catney, A Girvin, U Mackin, John Palmer and L Poots
IN ATTENDANCE: Director of Development and Planning Planning Manager Principal Planning Officers (RH and LJ) Senior Planning Officers (RT, AS and MCO) Committee Secretaries Attendance Clerk
Cleaver Fulton & Rankin Kate McCusker (Legal Advisor)
Commencement of Meeting
The Chairman, Alderman M Henderson, welcomed everyone to the meeting. The Director of Development and Planning made some Health and Safety announcements.
1. Apologies
It was agreed to accept apologies from Alderman D Drysdale, Councillor M Tolerton, the Chief Executive and the Transition Manager.
2. Declarations of Interest
The Chairman sought Declarations of Interest from Members and reminded them to complete the supporting forms, which had been left at each desk. Declarations of Interest were received as follows:
Councillor U Mackin Item 1.1 – Facilitated office meeting as Chair of Lisburn City Council Planning Committee Item 1.10 – Facilitated office meeting as Chair of Lisburn City Council Planning Committee Item 1.10 – As an Elected Member of Downshire East acted on behalf of the objector
368
PC 07.09.2015 Item 1.12 – As an Elected Member of Downshire East supported objector and made representation to applicant
Councillor R T Beckett Item 4.1.1 – Approached in respect of a site meeting as part of the call-in procedure
3. Minutes of Meeting of the Planning Committee held on.
It was proposed by Councillor Palmer, seconded by Councillor Mackin and
AGREED: That the minutes of the Planning Committee meeting held on 6 July 2015 be adopted as an accurate record of proceedings and signed.
4. Report from the Director of Development and Planning
It was agreed that the report and recommendations of the Director of Development and Planning be adopted, subject to any decisions recorded below:-
4.1 Report from the Head of Planning
4.1.1: Schedule of Applications to be Determined
The Chairman advised that there were speakers making representations to the Committee and that the items on the Schedule of Applications would be taken out of order to enable applications with representations to be taken first.
1. S/2014/0458/O – Major application, two-storey dwelling on a farm and associated domestic garage with access lane from Mill Road on lands to the rear of 3, 9 and 11 Mill Road, Lisburn
The Senior Planning Officer (MCO) advised that this was a major application in accordance with the Development Management Regulations 2015, in that the site area exceeded one hectare. She provided a detailed description of the site context and its surroundings and stated that Officers had met with the objector to discuss concerns raised in respect of access to the dwelling. It was recommended that outline planning permission should be granted, subject to conditions to be met at reserved matters stage.
The Chairman called on Professor Jim Swindall, objector, to outline his concerns to the Committee.
Professor Swindall raised the following issues:
No concerns in respect of the dwelling, only the access road from Mill Road. Access from Mill Road would be 250m long and involve a bridge 2.5m above ground level along the front of the objector’s property, to include vegetation. Access from the main road into Pinehill Road would be 30m long and not run along any properties. Telephone cables, water pipes etc would affect the agricultural landscape.
The Chairman also welcomed Mr Paul Givan MLA to speak on behalf of the objector. 369
PC 07.09.2015
Mr Givan MLA raised the following points:
Following a relocation of the proposed dwelling, access from Pinehill Road would be shorter and present no impact on the objector’s property. Under PPS21 natural boundaries should be taken into consideration, which had not been the case in this application.
The Chairman then welcomed Mr Richard O’Toole from Michael Burroughs Associates to speak on behalf of the applicant.
Mr O’Toole raised the following points:
Access from Pinehill Road was overgrown and unsafe and a large number of trees would require removal. Access from Mill Road would cause no detrimental visual impact or loss of privacy to the objector. Planting would be minimal, therefore there would be no impact on available lighting at the objector’s property.
In response to Members’ questions, the Senior Planning Officer (MCO) clarified the following points:
PPS15 stated that no new access was allowed along protected routes and there were two listed properties whose setting would be affected. Cutting down mature trees would be contrary to planning policy. There were two listed properties whose setting would be affected. Cutting down mature trees would be contrary to planning policy. Removing trees and vegetation would cause concern and was avoided if possible. Any new access route would be subject to a new application. Any approval would be heavily conditioned, but as this was an outline application, any concerns could be considered in more detail at a later stage.
Alderman G Rice and Councillor P Catney stated that more information would be required before reaching a decision. Alderman G Rice proposed to defer consideration of Planning Application S/2014/0458/O until sufficient information had been obtained. The proposal was seconded by Councillor U Mackin and it was unanimously
AGREED: That consideration of Planning Application S/2014/0458/O be deferred until more detailed information had become available in respect of alternative access to the proposed new dwelling and the amount of trees and vegetation to be removed.
9. S/2014/0776/O – Local (called-in in accordance with Paragraph 21 of the Protocol for the Operation of the Planning Committee), dwelling on a farm at 21 Comber Road, Hillsborough
Councillor R T Beckett left the meeting at 6.50 pm.
The Senior Planning Officer (MCO) advised that this was a local planning application, which had been referred to the Planning Committee for determination in accordance 370
PC 07.09.2015 with the Protocol for the Operation of the Planning Committee. She provided a detailed description of the site and its surroundings. The Senior Planning Officer further advised that the proposal was contrary to Policies CTY1 and CTY10 of Planning Policy Statement 21, Sustainable Development in the Countryside, and did not merit being considered as an exceptional case in that it had not been demonstrated that the farm business was currently active and the proposed new dwelling would not be visually linked or sited to cluster with an established group of buildings on a farm.
The Chairman also welcomed Mr Maurice Johnston and Mr M Maguire to speak on behalf of the applicant.
Mr Johnston stated that prior to the refusal of the application, no indication had been given regarding any issues relating to the application. He raised the following points:
Visual linkage to other dwellings in the area had been confirmed by the Planning Department. The farm was still active as a farm business, as confirmed by the Department of Agriculture and Rural Development.
In response to Members’ questions, the Senior Planning Officer (MCO)) clarified the following points:
The Business Identification Number had been transferred in 2012, which had resulted in insufficient evidence to prove the farm was still an active farm business.
Councillor L Poots commented that the transfer of the Business Identification Number did not indicate that the farm was no longer an active business and he proposed to defer consideration of Planning Application S/2014/0776/O in order to obtain more detailed information regarding the current status of the farm. The proposal was seconded by Alderman G Rice. Following a vote, with seven in favour and one against, it was
AGREED: That consideration of Planning Application S/2014/0776/O be deferred until more detailed information had become available in respect of the farm’s current status as an active farm business.
Councillor R T Beckett returned to the meeting at 7.20 pm.
10. S/2014/0696/F – Two dwellings and garages (amended plan) on lands between 9 and 23 Drumbo Road, Lisburn
The Senior Planning Officer (RT) advised that this application was to include two dwellings and garages (amended plan) on lands between 9 and 23 Drumbo Road, Lisburn, and she provided a detailed description of the site and its surroundings. She further stated that this application was presented to the Planning Committee with a recommendation to approve.
The Chairman welcomed Mr Richard O’Toole to speak on behalf of the objectors.
Mr O’Toole raised the following points:
371
PC 07.09.2015 Photographic evidence had been provided to show how the proposed building would adversely affect the adjacent listed building, ie Ballyaghlis Lodge, at 238 Ballylesson Road, Drumbo. The previous application had been for one building instead of two and CTY13 stated that any new dwellings should not be prominent. There would be no natural backdrop on the eastern side of the buildings, therefore the two buildings would appear very prominent.
Members posed several questions, including the following:
Did the NIEA visit the site prior to providing a schedule for landscaping? Access to the site of the listed building.
Mr O’Toole advised that no site visit from the NIEA had taken place prior to the issue of the consultation response. He further stated that access to the site of the listed building had never been requested, although the owner would have granted it.
The Chairman welcomed Mr Ryan McBirney to speak on behalf of the applicant.
Mr McBirney clarified the following points:
The NIEA had viewed the site and had raised no concerns regarding the impact on the historic building. Conditions had been proposed in respect of landscaping on the boundary between the proposed dwellings and the listed building. The primary view was in the opposite direction of Ballyaghlis, towards Ballylesson Road, although there was a view on to a garage, which posed a negligible impact.
Following a vote, it was unanimously
AGREED: To support the recommendation in the report from the Senior Planning Officer to approve Planning Application S/2014/0696/F, following consideration of all of the information provided in the report.
11. Y/2015/0065/F – Local (called-in in accordance with Paragraph 21 of the Protocol for the Operation of the Planning Committee), variation of Condition 4 of Y/1986/0061 to allow a catalogue showroom retailer (Argos) to occupy 115 sq m of the existing 4000 sq m Homebase store at Upper Galwally, Belfast
The Senior Planning Officer (AS) advised that this was a local application which had been called in for determination by the Planning Committee in accordance with Paragraph 21 of the Protocol for the Operation of the Planning Committee. He provided a detailed description of the application and added that the application was presented to the Planning Committee with a recommendation to refuse for the reasons listed as follows:
The proposal is contrary to the Retail Planning Policy objectives as contained within PPS5 Retailing and Town Centres in that if approved this proposal would not sustain nor enhance the vitality or viability of town centres.
372
PC 07.09.2015 The proposal is contrary to the Retail Planning Policy objectives as contained within PPS5 Retailing and Town Centres in that if approved this proposal would create a wide ranging precedent for existing retail warehousing and floor-space to a significant degree. The proposal is contrary to the Retail Planning Policy objectives as contained within PPS5 Retailing and Town Centres in that if approved this proposal would create a wide ranging precedent pertaining to edge of district centre development.
The Chairman welcomed Mr Michael Worthington to speak on behalf of the applicant.
Mr Worthington raised the following points:
The Planning Department had misinterpreted the application, in that Argos and Homebase belonged to the same group and the proposal related to the use by Argos of 115sq m of the 4000sq m available space in the Homebase store at Upper Galwally, Belfast to operate a click-and-collect facility. If Argos decided to vacate this space, it would return to its original conditions. There would be an opportunity to create employment for up to 25 persons.
In response to Members’ questions, the Senior Planning Officer (AS) clarified the following points:
There were existing retail centres in the regional area, ie Sprucefield Shopping Centre, Lisburn town centre, Carryduff town centre, whose interests needed to be considered. Approval of this application might set a precedent whereby other retailers might wish to operate in the area. This type of development was appropriate for a town centre and its approval at this location would be contrary to PPS5 Retailing and Town Centres.
Members considered the points raised by the Senior Planning Officer and Alderman G Rice and Councillor U Mackin agreed that there would be no impact on nearby retailers, therefore they could not agree with the Planning Department’s recommendation to refuse the application.
Councillor R Butler reiterated that the application appeared to be contrary to Planning policy as well as concerns that a precedent might be set.
Councillor L Poots suggested to include a condition in the application which would not allow other retailers to open retail outlets in the area and he proposed to defer consideration of the application to allow appropriate conditions to be drawn up.
Councillor P Catney noted his disagreement with the proposal.
Following a vote, with seven votes in favour and one against, it was
AGREED: To defer consideration of Planning Application Y/2015/0065/F to allow appropriate conditions relating to future applications from retail outlets to trade in the area to be drawn up.
373
PC 07.09.2015 2. S/2014/0699/F – Major application, proposed materials recovery facility with an extended ‘Warehouse A’ building permitted under Planning Permission Reference No S/2008/0448/F on lands at Nos 94-96 Hillsborough Road, Carryduff
The Senior Planning Officer (MCO) advised that this application was categorised as a major planning application in accordance with the Development Management Regulations 2015 in that the site area exceeded one hectare. She provided a detailed description of the site and surroundings and added that the application was presented to the Planning Committee with a recommendation to approve.
Following consideration of all the information provided in the report from the Senior Planning Officer, it was unanimously
AGREED: To support the recommendation in the report from the Senior Planning Officer to grant approval of Planning Application S/2014/0699/F be granted, subject to the following conditions:
As required by Article 61 of the Planning Act (Northern Ireland) 2011, the development hereby permitted shall be begun before the expiration of 5 years from the date of this permission.
Reason: Time limit.
The development hereby approved shall be carried out in strict accordance with the noise, odour and dust management procedure, and the operators monitoring log bearing the Council date stamp 05/05/15.
Reason: In the interests of the amenity of nearby residents.
Hours of operation of the Materials Recovery Facility hereby approved shall be restricted to 0700 - 1900 Monday to Friday, 0800 – 1300 Saturday and no Sunday working.
Reason: In the interests of privacy and amenity of nearby residents.
• The vehicular access, including visibility splays and any forward sight distance, shall be provided in accordance with Drawing No. 5077276/005/TP/0002 Rev C (included in Appendix C of Technical Note 2) bearing the Council date stamp 13 Oct 2014, prior to the operation of any other development hereby permitted. The area within the visibility splays and any forward sight line shall be cleared to provide a level surface no higher than 250mm above the level of the adjoining carriageway and such splays shall be retained and kept clear thereafter.
Reason: To ensure there is a satisfactory means of access in the interests of road safety and the convenience of road users.
• The development hereby permitted shall not become operational until hard surfaced areas have been constructed in accordance with approved Drawing No. 5077276/005/TP/036 Rev B (included in Appendix C of Technical Note 2) bearing the Council date stamp 13 Oct 2014 to provide adequate facilities for parking and circulating within the site. No part of these hard surfaced areas shall be used for 374
PC 07.09.2015 any purpose at any time other than for the parking and movement of vehicles.
Reason: To ensure that adequate provision has been made for parking.
• All off-loading, sorting, processing, baling and storage of waste shall be carried out within the materials recovery facility building associated with Warehouse A and its extension.
Reason: To ensure protection of the environment and to ensure protection of the amenity of occupied properties in the surrounding area.
• The materials accepted at the hereby approved facility shall be restricted to those European Waste Catalogue codes listed in Appendix A.
Reason: To ensure protection of the environment.
3. S/2014/0331/O – Major application, housing development (additional information and badger survey) on lands to the south of Wanstead Road, Wanstead Gardens and Ferndene Gardens, Dundonald
The Senior Planning Officer (AS) advised that this application was categorised as a major planning application in accordance with the Development Management Regulations 2015 in that the area of the site exceeded two hectares and had the potential to exceed 50 dwellings. He provided a detailed description of the site and surroundings and added that the application was presented to the Planning Committee with a recommendation to approve.
Following consideration of all the information provided in the report from the Senior Planning Officer, and following a vote, with eight in favour and one abstention, it was
AGREED: To support the recommendation in the report from the Senior Planning Officer to grant approval of Planning Application S/2014/0331/O, subject to the following conditions:
As required by Section 62 of the Planning Act (Northern Ireland) 2011, application for approval of the reserved matters shall be made to the Council within 3 years of the date on which this permission is granted and the development, hereby permitted, shall be begun by whichever is the later of the following dates:-
i. the expiration of 5 years from the date of this permission; or ii. the expiration of 2 years from the date of approval of the last of the reserved matters to be approved.
Reason: Time Limit.
Approval of the details of the siting, design and external appearance of the buildings, the means of access thereto and the landscaping of the site (hereinafter called "the reserved matter"), shall be obtained from the Council, in writing, before any development is commenced.
Reason: To enable the Council to consider in detail the proposed development of the site. 375
PC 07.09.2015
A plan at 1:500 scale (min.) shall be submitted as part of the reserved matters application showing the access to be constructed in accordance with the attached form RS1.
Reason: To ensure there is a satisfactory means of access in the interests of road safety and the convenience of road users.
The Private Streets (Northern Ireland) Order 1980 as amended by the Private Streets (Amendment) (Northern Ireland) Order 1992. The development shall be in accordance with the requirements of the Creating Places Design Guide and, for the purpose of adopting private streets as public roads, the Council shall determine the width, position and arrangement of the streets associated with the development and the land to be regarded as comprised in those streets.
Reason: To ensure there is a safe and convenient road system within the development and to comply with the provisions of the Private Street (Northern Ireland) Order 1980.
At Reserved Matters Stage parking and servicing shall be in accordance with the requirements of the current published Parking Standards.
Reason: To ensure the provision of adequate parking facilities to meet the needs of the development and in the interests of road safety and the convenience of road users.
Any existing street furniture or landscaping obscuring or located within the proposed carriageway, sight visibility splays or access shall, after obtaining permission from the appropriate authority, be removed, relocated or adjusted at the applicant’s expense.
Reason: In the interest of road safety and the convenience of road users.
The approved development shall be carried out in accordance with the layout design objectives set down on the Concept Plan date stamped the 24th March 2015 or as may be modified by agreement in writing with the Council to achieve similar design objectives.
• Reason: To ensure the development meets the requirements of the Quality Initiative as set out in Planning Policy Statement 1 General
i. Principles and Planning Policy Statement 7 – Quality Residential Developments.
The existing natural screenings of this site, shall be retained unless necessary to prevent danger to the public in which case a full explanation shall be given to the Council in writing within 14 days.
Reason: To ensure the maintenance of screening to the site.
No development including site clearance works, lopping, topping or felling of trees, trucking machinery over tree roots, shall take place until full details of both hard and soft landscape works have been submitted to and approved in writing by the Council and these works shall be carried out as approved. These details
376
PC 07.09.2015 shall include: (proposed finished floor levels, existing and proposed contours/means of enclosure/ car parking layout/vehicle and pedestrian access and circulation areas/hard surface materials/minor artifacts and structures e.g. street furniture, play equipment, refuse storage, lighting/existing and proposed services above and below ground/retained historic landscape features and proposals for restoration).
Reason: To ensure the provision of amenity afforded by appropriate landscape design.
Soft landscape works shall include planting plans; written planting specifications; schedules of plants and trees indicating site preparation, planting methods, planting medium and additives together with the species the size at time of planting, the presentation, location, spacing and numbers; an implementation programme.
Reason: To ensure the provision of amenity afforded by appropriate landscaping design.
All hard and soft landscape works shall be carried out in accordance with the approved details and the appropriate British Standard or other recognised Codes of Practise.
Reason: To ensure the provision, establishment and maintenance of a high standard of landscape.
The planting shall be carried out in accordance with the details so approved within the first planting season immediately following the completion of the development. Any trees which within a period of 5 years from the completion of the development die, are removed or become seriously damaged or diseased shall be replaced within the next planting season by trees, shrubs or hedges of the same species, variety and size to those originally planted, unless the Council gives its written consent to any request for variation.
Reason: To safeguard the amenities of neighbouring occupiers and in the interest of visual amenity.
A landscape management and maintenance plan for all landscaped areas (other than domestic gardens) shall be submitted to and approved by the Council prior to the occupation of the development for its permitted use or any phase of the development, whichever is the sooner. The Management Plan shall set out the long term functional and aesthetic objectives of the landscape design, performance/ growth indicators overtime, management responsibilities, monitoring procedures and maintenance schedules. The Maintenance Schedules shall refer to the routine tasks (eg mowing, pruning, weeding, watering) required to satisfy appropriate standards of aftercare and to enable the design and implementation objectives in respect of the landscape design to be satisfactorily achieved. It is essential to identify who will be responsible for these tasks over the maintenance period.
Reason: To ensure the establishment and maintenance of a high standard of landscape.
377
PC 07.09.2015 No development shall take place until a plan of the site has been submitted to and approved by the Council indicating the existing and proposed contours, the finished floor levels of the proposed buildings and the position, height and materials of any retaining walls. Development shall be carried out in accordance with the approved plans.
Reason: To ensure the development takes account of the site's natural features and to safeguard the amenities of the proposed dwellings.
No development shall take place until full details of a drainage assessment have been submitted to and approved in writing to the Council.
Reason: To safeguard the site and adjacent land against flooding and standing water.
No development, infill, storage or ground disturbance shall take place within a 25 metres radius of any badger sett entrance located within the proposed site as shown on the illustrative site layout stamped and dated 24 March 2015.
Reason: To protect badgers and their setts.
4. S/2014/0702/O – Major application, site for domestic stables and exercise area on land north of 54 Drumbeg Road, Drumbeg, Lisburn
The Senior Planning Officer (RT) advised that this application was categorised as a major planning application in accordance with the Development Management Regulations 2015 in that the site area exceeded one hectare. She provided a detailed description of the site and surroundings and added that the application was presented to the Planning Committee with a recommendation to approve.
Following consideration of all the information provided in the report from the Senior Planning Officer, and following a vote, with eight in favour and one abstention, it was
AGREED: To support the recommendation in the report from the Senior Planning Officer to grant approval of Planning Application S/2014/0702/O, subject to the following conditions:
As required by Section 61 of the Planning Act (Northern Ireland) 2011, application for approval of the reserved matters shall be made to the Council within 3 years of the date on which this permission is granted and the development, hereby permitted, shall be begun by whichever is the later of the following dates:-
i. the expiration of 5 years from the date of this permission; or ii. the expiration of 2 years from the date of approval of the last of the reserved matters to be approved.
Reason: Time Limit
Except in so far as expressly conditioned below details of the siting, design and external appearance of the buildings, the means of access thereto and the landscaping of the site (hereinafter called "the reserved matters"), shall be obtained from the Council, in writing, before any development is commenced. 378
PC 07.09.2015
Reason: To enable the Council to consider in detail the proposed development of the site.
No development shall take place until a plan indicating floor levels of the proposed stable in relation to existing and proposed ground levels has been submitted to and approved by the Council.
Reason: To ensure the stable integrates into the landform.
The proposed stable shall be sited in the area shaded green on the approved plan 01 date stamped 14th October 2014.
Reason: To ensure that the development is integrated into the landscape.
The proposed stable shall have a maximum ridge height of 4.5 metres above finished floor level.
Reason: To ensure that the development is not prominent and is satisfactorily integrated into the landscape.
The curtilage of the proposed stable and exercise area shall be as indicated in purple on the approved plan 01 date stamped 14 October 2014.
Reason: To ensure that the proposed development is satisfactorily integrated into the landscape.
No development shall take place until full details of all proposed tree and shrub planting and a programme of works, have been approved by the Council, and all tree and shrub planting shall be carried out in accordance with those details and at those times.
Reason: To ensure the provision, establishment and maintenance of a high standard of landscape.
If any retained tree is removed, uprooted or destroyed or dies within 3 years from the date of the occupation of the building for its permitted use another tree or trees shall be planted at the same place and (that / those) tree(s) shall be of such size and species and shall be planted at such time as may be specified by the Council.
Reason: To ensure the continuity of amenity afforded by existing trees.
If within a period of 5 years from the date of the planting of any tree, shrub or hedge, that tree, shrub or hedge is removed, uprooted or destroyed or dies, or becomes, in the opinion of the Council, seriously damaged or defective, another tree, shrub or hedge of the same species and size as that originally planted shall be planted at the same place, unless the Council gives its written consent to any variation.
Reason: To ensure the provision, establishment and maintenance of a high standard of
379
PC 07.09.2015 landscape.
5. S/2014/0810/F – Major application, alteration and refurbishment of existing two-storey office accommodation to include external re-cladding and the addition of an entrance lobby at 282 Moira Road, Lisburn
The Senior Planning Officer (RT) advised that this application was categorised as a major application in accordance with the Development Management Regulations (2015) in that the site area exceeds one hectare. She gave a detailed description of the site and surroundings and added that the application was presented to the Planning Committee with a recommendation to approve.
Following consideration of all the information provided in the report from the Senior Planning Officer, it was unanimously
AGREED: To support the recommendation in the report from the Senior Planning Officer and grant approval for Planning Application S/2014/0810/F, subject to the following conditions:
As required by section 61 of the Planning Act (Northern Ireland) 2011, the development hereby permitted shall be begun before the expiration of 5 years from the date of this permission.
Reason: Time Limit
The existing natural screenings of this site, as indicated in on the approved plan date stamped 16 December 2014, shall be retained except where indicated to be removed or unless necessary to prevent danger to the public.
Reason: To ensure the maintenance of screening to the site.
If any retained tree is removed, uprooted or destroyed or dies within 3 years from the date of the occupation of the building for its permitted use another tree or trees shall be planted at the same place and those trees shall be of such size and species and shall be planted at such time as may be specified by the Council.
Reason: To ensure the continuity of amenity afforded by existing trees.
6. LA05/2015/0157/F – Major application, extension to solar farm approved under S/2014/0492/F on lands immediately north-east of the junction of Ballinderry Road and Moneybroom Road, Lisburn
The Senior Planning Officer (MCO) advised that this application was categorised as a major planning application in accordance with the Development Management Regulations 2015. She provided a detailed description of the site and surroundings and added that the application was presented to the Planning Committee with a recommendation to approve.
Councillor R Butler proposed to grant approval for the application, subject to the addition of a condition that the use of the land would be returned to farming purposes should the project prove to be not viable. Officers agreed to draft a suitable condition to 380
PC 07.09.2015 the effect that upon the cessation of continued electrical generation from the solar farm, the land would be restored to its former condition. The proposal was seconded by Councillor P Catney and it was unanimously
AGREED:
(a) To support the recommendation in the report from the Senior Planning Officer and grant approval for Planning Application LA05/2015/0157/F, subject to the following conditions:
As required by section 61 of the Planning Act (Northern Ireland) 2011, the development hereby permitted shall be begun before the expiration of five years from the date of this permission.
Reason: Time limit
The vehicular access (es), including visibility splays and any forward sight distance shall be provided in accordance with Drawing No. LA05/2015/015703 bearing the date stamp 14 May 2015, prior to the commencement of any other development hereby permitted. The area within the visibility splays and any forward sight line shall be cleared to provide a level surface no higher than 250mm above the level of the adjoining carriageway and such splays shall be retained and kept clear thereafter.
Reason: To ensure there is a satisfactory means of access in the interests of road safety and the convenience of road users.
All hard and soft landscape works shall be carried out in accordance with the approved details and the appropriate British Standard or other recognised Codes of Practice. The works shall be carried out during the 1st available planting season after occupation of the dwelling hereby approved.
Reason: To ensure the provision, establishment and maintenance of a high standard of landscape.
No retained tree shall be cut down, uprooted or destroyed, or have its roots damaged within the crown spread nor shall arboricultural work or tree surgery take place on any retained tree be topped or lopped other than in accordance with the approved plans and particulars, without the written approval of the Council. Any arboricultural work or tree surgery approved shall be carried out in accordance with British Standard 3998, 2010 Recommendations for Tree Work.
Reason: To ensure the continuity of amenity afforded by existing trees.
If within a period of five years from the date of the planting of any tree, shrub or hedge, that tree, shrub or hedge is removed, uprooted or destroyed or dies, or becomes, in the opinion of the Council, seriously damaged or defective, another tree, shrub or hedge of the same species and size as that originally planted shall be planted at the same place, unless the Council gives its written consent to any variation.
Reason: To ensure the provision, establishment and maintenance of a high standard of 381
PC 07.09.2015 landscape.
(b) Officers to include a suitable condition to the effect that upon the cessation of continued electrical generation from the solar farm, the land would be restored to its former condition.
7. Y/2015/0095/F – Major application, provision of multi-purpose community hall and training walls (amended plans) adjacent to existing Carryduff GAC clubrooms and 12a Knockbracken Drive, Carryduff
The Senior Planning Officer (AS) advised that this application was categorised as a major application in accordance with the Development Management Regulations (2015) in that the site area exceeded one hectare. He provided a detailed description of the site and surroundings and added that the application was presented to the Planning Committee with a recommendation to approve.
Following consideration of all the information provided in the report from the Senior Planning Officer, it was unanimously
AGREED: To grant approval for Planning Application Y/2015/0095/F, subject to the following conditions:
As required by section 61 of the Planning Act (Northern Ireland) 2011, the development hereby permitted shall be begun before the expiration of five years from the date of this permission.
Reason: Time limit
The sewage treatment unit should be sited as indicated with suitable levels and adequate area of subsoil irrigation for the disposal of effluent. This comment is based on an assessment of potential nuisance and in no way does it negate the need to meet the requirements of the Water (Northern Ireland) Order 1999. Consent to discharge must be obtained from the Northern Ireland Environment Agency.
Reason: To protect the amenity of neighbouring dwellings with respect to odour.
The upper-floor windows as annotated on drawing 03a bearing the date stamp 5 June 2015 shall be non-openable.
Reason: To protect the amenity of nearby properties.
8. Y/2015/0072/F – Local (Council-owned), internal fit-out of vacant unit to facilitate maintenance of Council vehicles with welfare facilities, associated garage, vehicle lifts, offices and storage at Unit 3, 113 Ballygowan Road, Belfast
The Senior Planning Officer (AS) advised that this application had been submitted on behalf of Castlereagh Borough Council (now Lisburn & Castlereagh City Council). In accordance with Part A of the Council’s Scheme of Delegation this was presented to the Planning Committee for determination. He provided a detailed description of the site and surroundings and added that the application was presented to the Planning 382
PC 07.09.2015 Committee with a recommendation to approve.
Following consideration of all the information provided in the report from the Senior Planning Officer, it was unanimously
AGREED: To support the recommendation in the report from the Senior Planning Officer to grant approval for Planning Application Y/2015/0072/F.
12. S/2009/0839/F – Proposed seasonal touring caravan/camping site to accommodate 11 touring caravans with additional area for camping, associated services, building and landscaping at 44 Ballylesson Road, Purdysburn
The Senior Planning Officer (RT) advised that this was a local planning application. She provided a detailed description of the site and surroundings and added that the application had been referred to the Planning Committee for determination in accordance with the Protocol for the Operation of the Planning Committee. The application was presented to the Planning Committee with a recommendation to refuse.
Following consideration of all the information provided in the report from the Senior Planning Officer, and following a vote, with seven in favour and one abstention, it was
AGREED: To support the recommendation in the report from the Senior Planning Officer to refuse Planning Application S/2009/0839/F for the following reasons:
The proposal is contrary to Policy TSM 6 part (a), (b) and (f) of Planning Policy Statement 16 in that the proposed development does not demonstrate that:
(a) it is located in an area that has the capacity to absorb without adverse impact on visual amenity and rural character; (b) effective integration through the utilisation of existing natural features can be achieved; (c) environmental assets including trees are retained.
The proposal is contrary to Policy CTY13 of Planning Policy Statement 21 Sustainable Development in the Countryside in that it relies primarily on the use of new landscaping for integration.
4.1.2. Local Development Plan
4.1.2.1. Commencement of Local Development Plan Workshops
The Planning Manager provided details of forthcoming Local Development Plan workshops, commencing at the end of September 2015 for Members’ information.
AGREED: To note the information in the report from the Planning Manager in respect of forthcoming Local Development Plan workshop, commencing at the end of September 2015.
4.1.2.2. Amendment to Programme of Preparatory Work
The Planning Manager tabled a report in respect of a revision to the Programme of 383
PC 07.09.2015 Preparatory Work, presented to the Planning Committee in July 2015, together with four Position Papers.
AGREED: To note the report from the Planning Manager in respect of a revision to the Programme of Preparatory Work, presented to the Planning Committee in July 2015, together with four Position Papers.
4.1.3. Review of Planning Committee Protocol and Scheme of Delegation
The Planning Manager advised that, following consultation with the Chairman and in response to requests from Committee members, it had been agreed to hold a special meeting of the Planning Committee in respect of the Review of the Planning Protocol and the Scheme of Delegation.
AGREED: To note the agreement to hold a special meeting of the Planning Committee in respect of the Review of the Planning Protocol and the Scheme of Delegation..
4.1.4. Development Management – Decisions issued July and August 2015
The Planning Manager tabled reports and decisions issued in respect of applications in the Lisburn and Castlereagh City Council area in July and August 2015 respectively for Members’ information.
AGREED: To note the report from the Planning Manager in respect of reports and decisions issued in respect of applications in the Lisburn and Castlereagh City Council area in July and August 2015 respectively for Members’ information.
4.1.5. Subordinate Legislation for Planning Reform and Transfer to Local Government
The Manager tabled correspondence from the Department of the Environment Planning Policy Division, advising that a number of statutory roles had come into operation on 6 July 2015 to introduce necessary reforms to the planning system to facilitate the transfer of responsibility for the majority of planning functions to Local Government.
AGREED: To note correspondence from the Department of the Environment Planning Policy Division, advising that a number of statutory roles had come into operation on 6 July 2015 to introduce necessary reforms to the planning system to facilitate the transfer of responsibility for the majority of planning functions to Local Government.
4.1.6. Inquiry into Wind Energy
The Planning Manager tabled a report in respect of the response from the Environment Committee of the Northern Ireland Assembly regarding its inquiry into wind energy, together with a copy of the Executive Summary Recommendations of the inquiry for Members’ information.
AGREED: To note the report from the Planning Manager in respect of the response from the Environment Committee of the Northern Ireland Assembly regarding its inquiry into wind energy, together with a copy of the Executive Summary Recommendations of the inquiry for Members’ information.
384
PC 07.09.2015 5. Confidential Business
In Committee
It was proposed by Councillor R Butler, seconded by Councillor U Mackin and
AGREED: That Item 5.1 be considered ‘In Committee’.
5.1 Enforcement
5.1.1 Cases with Court Proceedings for September 2015
The Director of Development and Planning tabled a list of enforcement cases with court proceedings in September 2015, including a rolling table with updates from previous months for Members’ information.
AGREED: To note the list of enforcement cases with court proceedings in September 2015, including a rolling table with updates from previous months for Members’ information tabled by the Director of Development and Planning.
Out of Committee
It was proposed by Councillor R Butler, seconded by Alderman G Rice and agreed to come “Out of Committee” and normal business was resumed.
AGREED: That the Committee come ‘Out of Committee’ and that normal business be resumed.
6. Any Other Business
6.1 Planning Application reference LA05/2015/0079/F – Change of use to Hairdressing Salon and millinery manufacture – Unit 1 – 127 Ballynahinch Road
Alderman G Rice advised that she had tried to contact the Planning Manager to request that a site visit or an office meeting be arranged in respect of Planning Application reference LA05/2015/0079/F
It was proposed by Alderman G Rice, seconded by Councillor L Poots and
AGREED: To arrange an office meeting in respect of Planning Application reference LA05/2015/0079/F – Change of use to hairdressing Salon and millinery manufacture – Unit 1 – 127 Ballynahinch Road, with a requirement for a representative of Transportni to attend.
6.2 Request from the Planning Appeals Commission to make a Presentation to a Future Meeting of the Planning Committee
It was proposed by Councillor U Mackin, seconded by Councillor L Poots and
AGREED: To invite representatives from the Planning Appeals Commission to make a presentation in respect of the work of the Commission to the Planning Committee. 385
PC 07.09.2015
There being no further business, the meeting concluded at 9.47 pm.
______CHAIRMAN / MAYOR
386
Report of Chief Executive to MM 22 09 2015
LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF COUNCIL – 22 SEPTEMBER 2015
REPORT BY CHIEF EXECUTIVE
PURPOSE AND BACKGROUND
The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the new Council.
The following decisions are required:-
To accept the Letter of Variance, dated 2 September 2015, from the Office of the First & Deputy First Minister advising of the award of £145,717.25 representing 100% of the grant to the Council under the District Council Good Relations Programme for 2015 – 2016
To approve the 3rd Party License Agreement at 46C Castle Street Car Park to permit Clanmil Housing Association access to the Council’s car park to assist in the development of adjacent property
To nominate the Chairman and Vice-Chairman of the Development Committee and Chairman and Vice-Chairman of the Planning Committee to attend the conference on Infrastructure in Northern Ireland to be held on Thursday 4 February 2016 in Central Belfast at an estimated cost of £223 per Member attending
To nominate the Chairman and Vice-Chairman of the Leisure & Community Development Committee to attend the NI Impact Forum Meeting/Conference on Adult Learning to be held on 6 October 2015 in Belfast at an estimated cost of £13 per Member attending in respect of mileage costs only
To note that notification has been received dated 3 September 2015 from Councillor John and Jenny Palmer to advise that they are now members of the Ulster Unionist Party
Report of Chief Executive to MM 22 09 2015
To note that a copy of the Historic Royal Palaces Annual Review 2014/2015 has been received and will be made available to any interested Member
To note that a copy of the Housing Executive 44th Annual Report has been received and will be made available to any interested Member
ITEMS FOR DECISION
1 OFFICE OF THE FIRST & DEPUTY FIRST MINISTER [OFMDFM] – DISTRICT COUNCIL GOOD RELATIONS PROGRAMME 2015 – 2016: VARIATION OF LETTER OF OFFER
At the Monthly Meeting of Council held on 25 August 2015 Members agreed to accept an initial Letter of Offer dated 30 July 2015 issued by OFMDFM to the Council in the sum of £69,608.93. At the time Members noted that this represented 50% of the proposed allocation to the Council for 2025 -2016, and the indication from OFMDFM that depending on the prevailing financial position the remaining 50% payment may be made later this year.
Members are now advised that on 2 September 2015 a Letter of Variance was received from OFMDFM replacing the Letter of Offer dated 30 July last. This Letter of Variance confirms the award to the Council of the revised sum of £145,717.25 representing 100% of the grant to the Council under the above Programme in the current Financial Year.
Recommendation
It is recommended Members accept the Letter of Variance, dated 2 September 2015, from the Office of the First & Deputy First Minister advising of the award of £145,717.25 representing 100% of the grant to the Council under the District Council Good Relations Programme for 2015 – 2016.
2 46C CASTLE STREET CAR PARK – 3RD PARTY LICENSE AGREEMENT
Clanmil Housing has approached the Council with regard to gaining access on a short term basis to the Council’s car park at the above address to assist the Housing Association in the development of the adjacent property. The Council’s professional advisors have drawn up a Licence Agreement to facilitate this matter. Clanmil has indicated that access arrangements will be needed for approximately 2 weeks, and has agreed under the terms of the Licence to a payment of £1,000 to the Council per week for this arrangement.
Report of Chief Executive to MM 22 09 2015
Recommendation
It is recommended to approve the 3rd Party License Agreement at 46C Castle Street Car Park to permit Clanmil Housing Association access to the Council’s car park to assist in the development of adjacent property.
3 CONFERENCE ON INFRASTRUCTURE IN NORTHERN IRELAND THURSDAY 4 FEBRUARY 2016
Attached at Appendix 1 are details in regard to the above conference, the estimated cost of which is £223 per member attending.
Recommendation
It is recommended that the Chairman and Vice-Chairman of the Development Committee and Chairman and Vice-Chairman of the Planning Committee be nominated to attend the conference on Infrastructure in Northern Ireland to be held on Thursday 4 February 2016 in Central Belfast at an estimated cost of £223 per Member attending.
4 ADULT LEARNING CONFERENCE
Attached at Appendix 2 are details in regard to the above conference, the estimated cost of which is £13 per Member attending in respect of mileage costs only.
Recommendation
It is recommended that the Chairman and Vice-Chairman of the Leisure & Community Development Committee be nominated to attend the NI Impact Forum Meeting/Conference on Adult Learning to be held on 6 October 2015 in Belfast at an estimated cost of £13 per Member attending in respect of mileage costs only.
ITEMS FOR NOTING
5 COUNCILLOR JENNY AND JOHN PALMER
Members are advised that notification has been received dated 3 September 2015 from Councillor John and Jenny Palmer to advise that they are now members of the Ulster Unionist Party.
Recommendation
It is recommended to note the above information.
Report of Chief Executive to MM 22 09 2015
6 HISTORIC ROYAL PLACES – ANNUAL REVIEW 2014/2015
Members are advised that a copy of the above has been received and will be made available to any interested Member.
Recommendation
It is recommended to note that a copy of the Historic Royal Palaces Annual Review 2014/2015 has been received and will be made available to any interested Member.
7 HOUSING EXECUTIVE – 44TH ANNUAL REPORT
Members are advised that a copy of the above report has been received and will be made available to any interested Member.
Recommendation
It is recommended to note that a copy of the Housing Executive 44th Annual Report has been received and will be made available to any interested Member.
DR THERESA DONALDSON CHIEF EXECUTIVE 16 September 2015 Appendix 1
From: Sean Cudmore
Policy Forum for Northern Ireland Keynote Seminar
Infrastructure in Northern Ireland with
Dr Martin Spollen, Head of Investment Strategy, Strategic Investment Board (SIBNI) and Colette FitzGerald, Head of Office, The European Commission Office in Northern Ireland
and
Clive Bradberry, Translink; William Curry, Arthur Cox; Bob Hanna, Department of Communications, Energy and Natural Resources, Republic of Ireland; Graham Keddie, Belfast International Airport; Chris Williams, Bank of Ireland and Suzanne Wylie, Belfast City Council.
Chaired by:
Trevor Clarke MLA, Committee Chair, Committee for Regional Development, Northern Ireland Assembly and Fearghal McKinney MLA, Member, Committee for Enterprise, Trade and Investment, Northern Ireland Assembly
This event is CPD certified
Morning, Thursday, 4th February 2016
Central Belfast
Book Online | Live Agenda | Our Website | Unsubscribe
Dear Mr Donaldson
I am writing to invite you to attend the above seminar. Please note there is a charge for most delegates, although concessionary and complimentary places are available (subject to terms and conditions - see below). This seminar will bring together policymakers with businesses and other stakeholders to discuss the Investment Strategy for Northern Ireland and priorities for infrastructure.
It is scheduled as the Northern Ireland Executive prepares to consult on the next iteration of the Investment Strategy in the second half of 2016.
Areas for discussion include:
• Assessing priorities for infrastructure in Northern Ireland - across public transport; roads; air; energy, including cross-border interconnectors; office space and telecommunications;
• Encouraging private investment - strategic options and the lessons that can be learnt from the use of Private Finance Initiatives (PFI) and Public Private Partnerships (PPP);
• Local government reform - impact of the 2015 planning and other changes on the development of infrastructure projects;
• Regeneration - an infrastructure investment case study;
• EU funding - opportunities including the 2014-2020 European Structural Funds and the Juncker Investment Plan; and
• A Northern Ireland Investment Fund - and its potential in funding private infrastructure projects.
The draft agenda is copied below my signature, and a regularly updated version is available to download here. The seminar is organised on the basis of strict impartiality by the Policy Forum for Northern Ireland.
Speakers
We are delighted to be able to include in this seminar keynote addresses from: Dr Martin Spollen, Head of Investment Strategy, Strategic Investment Board (SIBNI) and Colette FitzGerald, Head of Office, The European Commission Office in Northern Ireland.
Further confirmed speakers include: Clive Bradberry, Infrastructure Executive, Translink; William Curry, Partner, Corporate and Commercial, Arthur Cox; Bob Hanna, Chief Technical Advisor, Department of Communications, Energy and Natural Resources, Republic of Ireland; Graham Keddie, Managing Director, Belfast International Airport; Chris Williams, Director of Project Finance, Northern Ireland, Bank of Ireland and Suzanne Wylie, Chief Executive, Belfast City Council.
Trevor Clarke MLA, Committee Chair, Committee for Regional Development, Northern Ireland Assembly and Fearghal McKinney MLA, Member, Committee for Enterprise, Trade and Investment, Northern Ireland Assembly have kindly agreed to chair this seminar.
Additional senior participants are being approached.
Networking
Policy Forum for Northern Ireland seminars present an opportunity to engage with key policymakers and other interested parties, and are CPD certified (more details). Places have been reserved by officials from the Department for Regional Development; the Department for Social Development and the Department of the Environment. Also due to attend are representatives from A&L Goodbody; Arup; CCMS; Cundall; NI Housing Executive; NWP and RPS Consulting Engineers.
Overall, we expect speakers and attendees to be a senior and informed group numbering around 120, including Members of the Northern Ireland Assembly and senior officials from the Northern Ireland Executive, regulators and other agencies, representatives of energy industry; business and consumer groups; legal and planning professionals; environmental organisations and local government and academics, together with reporters from the national and trade press based in Northern Ireland and elsewhere.
Output and About Us
A key output of the seminar will be a transcript of the proceedings, sent out around 10 working days after the event to all attendees and a wider group of Ministers and officials in the Department of the Environment, Department for Regional Development and Department of Enterprise, Trade and Investment; as well as MLAs with a special interest in the subject. It will also be made available more widely. This document will include transcripts of all speeches and questions and answers sessions from the day, along with access to PowerPoint presentations, speakers’ biographies, an attendee list, an agenda, sponsor information, as well as any subsequent press coverage of the day and any articles or comment pieces submitted by delegates. It is made available subject to strict restrictions on public use, and is intended to provide timely information for interested parties who are unable to attend on the day.
All delegates will receive complimentary PDF copies and are invited to contribute to the content.
The Policy Forum for Northern Ireland is strictly impartial and cross-party. The Forum has no policy agenda of its own.
Booking arrangements
To book places, please use our online booking form.
Once submitted, this will be taken as a confirmed booking and will be subject to our terms and conditions below.
Please pay in advance by credit card on 01344 864796. If advance credit card payment is not possible, please let me know and we may be able to make other arrangements.
Options and charges are as follows:
• Places at Infrastructure in Northern Ireland (including refreshments and PDF copy of the transcripts) are £210 plus VAT;
• Concessionary rate places for small charities, unfunded individuals and those in similar circumstances are £80 plus VAT. Please be sure to apply for this at the time of booking.
For those who cannot attend:
• Copies of the briefing document, including full transcripts of all speeches and the questions and comments sessions and further articles from interested parties, will be available approximately 10 days after the event for £95 plus VAT;
• Concessionary rate: £50 plus VAT.
If you find the charge for places a barrier to attending, please let me know as concessionary and complimentary places are made available in certain circumstances (but do be advised that this typically applies to individual service users or carers or the like who are not supported by or part of an organisation, full-time students, people between jobs or who are fully retired with no paid work, and representatives of small charities - not businesses, individuals funded by an organisation, or larger charities/not-for-profit companies). Please note terms and conditions below (including cancellation charges).
I do hope that you will be able to join us for what promises to be a most useful morning, and look forward to hearing from you soon.
Yours sincerely
Sean
Sean Cudmore
Deputy Editor, Policy Forum for Northern Ireland
T: 01344 864796
F: 01344 420121
Follow us on Twitter @PolicyNI
www.policyforumforNI.co.uk
UK Headquarters: 4 Bracknell Beeches, Old Bracknell Lane West, Bracknell, Berkshire RG12 7BW
Policy Forum for Northern Ireland is a division of Westminster Forum Projects Limited. Registered in England & Wales No. 3856121.
This email and any attached files are intended solely for the use of the entity or individual to whom they are addressed. Opinions or views are those of the individual sender and, unless specifically stated, do not necessarily represent those of the Policy Forum for Northern Ireland. If you have received this email in error please notify [email protected].
FINANCIAL TERMS AND CONDITIONS: The delegate fee includes copies of the presentations via PDF and refreshments. Cancellation policy is as follows: (1) cancellations 14 or more days before the event: £70+VAT cancellation fee per delegate; (2) cancellations less than 14 days before the event: no refunds. Cancellations must be notified in writing to the Policy Forum for Northern Ireland. No charge will be made for replacement delegates. Transfer of any confirmed booking between events is not possible. The organisers reserve the right to alter the programme and change the speakers without prior notice. The Policy Forum for Northern Ireland is unable to grant extended credit and therefore must request that full payment be made within 30 days from the date of invoice. Should payment not be received within 30 days from the date of invoice, the Policy Forum for Northern Ireland will apply an administration charge of £40+VAT, likewise for payments made to our account in error.
Policy Forum for Northern Ireland Keynote Seminar: Infrastructure in Northern Ireland
Timing: Morning, Thursday, 4th February 2016
Venue: Central Belfast
Draft agenda subject to change
8.30 - 9.00 Registration and coffee
9.00 - 9.05 Chair’s opening remarks
Trevor Clarke MLA, Committee Chair, Committee for Regional Development, Northern Ireland
Assembly
9.05 - 9.30 Delivering infrastructure projects through the Infrastructure Investment Strategy (ISNI) - progress and future challenges
Dr Martin Spollen, Head of Investment Strategy, Strategic Investment Board (SIBNI)
Questions and comments from the floor
9.30 - 10.25 Priorities for infrastructure in Northern Ireland
Building a stronger grid infrastructure and developing cross-border electricity interconnectors
Bob Hanna, Chief Technical Advisor, Department of Communications, Energy and Natural Resources, Republic of Ireland
Meeting the demand for effective and affordable public transport
Clive Bradberry, Infrastructure Executive, Translink
Airport capacity: competitive and investment opportunities
Graham Keddie, Managing Director, Belfast International Airport
Priorities for capital investment in the road network
Senior representative, roads
Encouraging the development of A-grade office space to support business growth Senior representative, public infrastructure
Questions and comments from the floor
10.25 - 10.45 Case study: regeneration through infrastructure investment
Suzanne Wylie, Chief Executive, Belfast City Council
Questions and comments from the floor
10.45 - 10.50 Chair’s closing remarks
Trevor Clarke MLA, Committee Chair, Committee for Regional Development, Northern Ireland
Assembly
10.50 - 11.15 Coffee
11.15 - 11.20 Chair’s opening remarks
Fearghal McKinney MLA, Member, Committee for Enterprise, Trade and Investment, Northern Ireland Assembly
11.20 - 12.00 The potential of a Northern Ireland Investment Fund in supporting infrastructure projects
Senior speaker to be confirmed
EU funding opportunities for infrastructure investment in Northern Ireland
Colette FitzGerald, Head of Office, The European Commission Office in Northern Ireland
Questions and comments from the floor with senior speaker to be confirmed
12.00 - 12.55 Effective planning and funding of large-scale infrastructure projects
Has local government reform implemented in 2015, which saw the transfer of planning powers to local authorities, succeeded in further facilitating and speeding up the development of infrastructure projects? What further steps should the Northern Ireland Executive take to encourage private investment in infrastructure; and what lessons can be learnt from the use of Private Finance Initiatives (PFI) and Public Private Partnerships (PPP)? What public infrastructure projects are needed in order to attract foreign direct investment (FDI) and encourage economic growth? How can the Northern Ireland Executive, local authorities and other stakeholders ensure effective use of investment funds to promote value for money in infrastructure projects? In what ways can European Structural Funds (2014-2020) and the European Investment Fund be used to fund infrastructure projects in Northern Ireland; how can European Funding successfully interact with the proposed Northern Ireland Investment Fund?
Chris Williams, Director of Project Finance, Northern Ireland, Bank of Ireland
William Curry, Partner, Corporate and Commercial, Arthur Cox
Senior representative, telecoms
Senior representative, local authority
Senior representative, investment body
Questions and comments from the floor
12.55 - 13.00 Chair’s and Policy Forum for Northern Ireland closing remarks
Fearghal McKinney MLA, Member, Committee for Enterprise, Trade and Investment, Northern Ireland Assembly
Sean Cudmore, Deputy Editor, Policy Forum for Northern Ireland
POLICY FORUM FOR NI – INTRASTRUCTURE FOR NORTHERN IRELAND
CENTRAL BELFAST
Thursday 4 February 2015
ESTIMATED COSTING
Members’ Attendance
Conference Fee £210
Travel Mileage £13
Estimated cost per delegate £223
Appendix 2
AGENDA FOR 4TH N.I. IMPACT FORUM MEETING/CONFERENCE
NICVA, 61 Duncairn Gardens, Belfast BT15 2GB
6 OCT 2015
9.30 Registration
9.50 Welcome & Opening Remarks - Eileen Kelly (Chair)
10.00 Intros at tables
10.10 Purpose of Day
10.15 Background to Impact Forum project and summary of work to date
10.30 Intro to theme of Employability
Mark Huddleston - NI Commissioner for Employment & Skills
Rep from NACCO Material Handling, Craigavon
Nicola Aylward, NIACE (National Institute for Adult Continuing Education)
Gerry Campbell - CEO, CollegesNI
11.10 Plenary Qs
11.20 Table discussions
11.45 Feedback
12.15 Wider Impacts of Adult Learning - John D'Arcy, Director Open University (Ireland)
12.35 Exercise - where are we now? where do we want to go? how will we get there?
12.45 LUNCH
13.30 Thematic Workshops: Family Learning - Health/Well Being & Learning - Social Cohesion & Learning - Learning for 50+ - Isolation/Rurality
14.20 Feedback
14.50 Where next for the Impact Forum and its work?
15.00 Thanks & Close Additional Report of Chief Executive – Meeting of Council – 22 09 2015
LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF COUNCIL – 22 September 2015
ADDITIONAL REPORT BY DR THERESA DONALDSON, CHIEF EXECUTIVE
PURPOSE AND BACKGROUND
The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the new Council.
The following items are for noting
To note details of the Dates, Venues & Subjects for The National Association of Councillors Events 2015 / 2016
To note correspondence from the Department for Employment & Learning in relation to the Importance of continuing investment in Higher Education in Northern Ireland
To note correspondence from the Chief Executive of NILGA in relation to staff at Bradford Court
To note correspondence from DOE Local Government Policy Division in relation to the Birthday Honours Round 2016
To note that a copy of the Co-operation and Working Together (CAWT) Annual Progress Report 2014 has been received and will be made available to any interested member
For noting
1. DATES, VENUES & SUBJECTS FOR NAC EVENTS 2015 / 2016
Attached in Appendix 1 is correspondence from the National Association of Councillors in relation to events in 2015 / 2016.
Recommendation
It is recommended to note the correspondence from the National Association of Councillors.
2. CORRESPONDENCE FROM DELNI – IMPORTANCE OF CONTINUING INVESTMENT IN HIGHER EDUCATION IN NORTHERN IRELAND
Attached in Appendix 2 is correspondence received via the RPA mailbox from the Minister for Employment and Learning, Dr Stephen Farry.
Additional Report of Chief Executive – Meeting of Council – 22 09 2015
Members will note that the Minister launched a wider conversation with stakeholders about the importance of continuing investment in higher education in Northern Ireland.
The Department is keen to ensure that as many people as possible have the opportunity to help shape the future of higher education in Northern Ireland and partake in this innovative approach.
Additional information can also be found through the following link: http://www.delni.gov.uk/index/publications/minister- statements/hebigconversation.htm
Recommendation
It is recommended to note the correspondence from the Minister Office for Employment and Learning, in relation to the importance of continuing investment in higher education in Northern Ireland.
3. THANK YOU LETTER FROM DEREK MCCALLAN, CE OF NILGA, IN RELATION TO STAFF AT BRADFORD COURT
Attached in Appendix 3 is a letter of thanks from Derek McCallan, Chief Executive of NILGA in regard to relocation of staff to Bradford Court.
Recommendation
IT is recommended to note the correspondence from the Chief Executive of NILGA in relation to staff at Bradford Court.
4. CORRESPONDENCE FROM DEPARTMENT OF ENVIRONMENT FOR NORTHERN IRELAND IN RELATION TO BIRTHDAY HONOURS ROUND 2016
Attached in Appendix 4 is correspondence from the Department of Environment for Northern Ireland seeking nominations for the Birthday Honours Round 2016.
Guidance is attached, for your information, which will assist in the completion of the citation form as required.
Recommendation
It is recommended to note the correspondence from the Department of the Environment, Local Government Policy Division, in relation to the Birthday Honours Round 2016.
Additional Report of Chief Executive – Meeting of Council – 22 09 2015
5. CO-OPERATION AND WORKING TOGETHER (CAWT) ANNUAL PROGRESS REPORT 2014
Members are advised that a copy of the above report has been received and will be made available to any interested Member.
Recommendation
It is recommended to note that a copy of the Co-Operation and Working Together (CAWT) Annual Progress Report 2014 has been received and will be made available to any interested Member.
DR THERESA DONALDSON CHIEF EXECUTIVE 22ND SEPTEMBER 2015 Appendix 1 Appendix 2
Appendix 3 Appendix 4
Local Government Policy Division
Causeway Exchange Council Chief Executives/Town Clerks; Level 4 NILGOSC, LGSC, NILGA Chief Executives 1-7 Bedford Street Town Parks BELFAST BT2 7EG
Telephone: 028 90 823388/ 823366 Facsimile: Email: [email protected] [email protected]
Our reference:
Dear Sir/Madam 17th September 2015
Birthday Honours 2016 – DEADLINE 29th SEPTEMBER 2015
As you are aware, District Councils and Non-departmental Public Bodies are invited twice each year to submit nominations from the local government sector for forthcoming Honours Lists. The purpose of this letter is to invite your nominations for the Birthday Honours List 2016.
The Honours Secretariat has reminded us that citations should be of a good quality and should make it clear why the individual stands out from others in meriting nomination. As it is important that the recommendations going forward from NI reflect all sections of society I would ask you to give particular consideration to the MBE category and to those non-managerial staff your attention is drawn to and who could be considered for this category (including clerical and manual staff).
The recently re-introduced British Empire Medal (BEM) is also an extremely valuable award recognising achievement or contribution of very “hands-on” service to the community in a local geographical area. This might take the form of sustained commitment in support of very local charitable and/or voluntary activity; or innovative work that has delivered real impact but that is relatively short (three to four years) in duration.
Whilst merit continues to be the overarching principle in selection, the Honours Secretariat has emphasised the need to increase the representation of women and members of the black and ethnic minority groups in nominations put forward.
It is essential to identify worthy candidates well in advance of retirement as it can take a number of years for nominations to progress to the short list. Nominations should normally be timed so that nominees will receive their awards prior to retirement. In exceptional circumstances and with a justifiable explanation, it may be permissible to propose a candidate in the list immediately following their retirement.
You will be aware that competition for Honours is intense. The Honours Secretariat has asked nominating Departments to ensure that citations submitted are well constructed and compelling. Reference only to ‘long service’ is insufficient and should be avoided. The Department has been asked to stress the importance of providing objective data to backup assertions being made about the candidate. It should be noted that the emphasis is not solely on people working directly in the voluntary sector. Rather it includes people who have excelled in their own sector but have also made a significant contribution to their wider community e.g. through membership of and involvement with local community groups. It should also be noted that this refers to people at all award levels. The broad emphasis is to recognise candidates who are actively engaged in work to encourage stronger, more integrated communities and whose efforts reached the very highest levels in playing their part to create a Big Society. Examples who should receive priority include those:
• working to strengthen communities in deprived areas; • organising communities; • running neighbourhood groups; • working for voluntary and charitable organisations; • fundraising for communities; & • working to improve the natural environment.
The Department, therefore, is keen to see nominations for councillors, officials of councils (including non-managerial staff); members and officers of NDPB’s who have made a real difference or have given outstanding service to local government. The importance of a well written citation cannot be over emphasised and, as such, citations for your nominees should include evidence of:-
• how the nominee has improved things, with an emphasis on practical achievement;
• sustained and selfless voluntary service;
• the respect of their peers and how they are models in their field; and
• achievement which has required moral courage and vision in having to make tough choices and hard applications, against the odds.
Attached is a citation template which you should complete for each person you are nominating as well as guidance notes to help with the drafting of the citation and completion of the process.
Please provide your nominations no later than cop 29th September 2015. Nominations received after this date will not be included in this round.
Please e-mail your nomination to me marked confidential and copied to [email protected], or send a hard copy to the above address.
If you have any queries please feel free to contact me and/or Ursula.
Yours faithfully
Damien Dean
GUIDANCE Official - Sensitive
How to write an honours citation
An honour is a unique form of national recognition. It is a distinctive way of acknowledging someone’s impact on UK life, whether someone who fundraises for a local cause or volunteers at the local school; or someone who promotes the economy or supports one of the Government’s particular priorities. But there is considerable competition for honours and the independent committees which assess nominations are rigorous in their evaluation of each nomination. So it’s very important that your citation gives them the information they need to consider the case fully and in context.
This guidance summarises what information is needed to complete each box on the citation form. It is best read not in one go but as and when you’re completing that bit of information. Most of it is entirely self-explanatory, but we hope it will be helpful in navigating the trickier bits of the form particularly for first-time citation-writers.
Internal departmental processes differ and what information you have when you start writing a citation will depend on whether it originated in a public nomination, stakeholder trawl or departmental suggestion. But regardless of how it came about, how much information is to hand or the level of support for a candidate, there are some things that the honours committee will need to know. The citation form is designed to provide them with that information in a manageable format. It is therefore very important to complete the form as instructed. Failing to do so will affect your candidate’s chances of success.
Certain fields are mandatory and if significant information is missing then the candidate should be held back until the next list. Help and advice are available from the Honours Secretariat in OFMDFM, which is responsible for the operation of the honours system in NI.
o Pages 1-7 outline the factual information required.
o Pages 8-11 outline the information needed in the long citation.
o The annex gives some examples of persuasive citations. This guidance was issued to all Honours Secretaries by Cabinet Office and has been adapted to meet our requirements.
Honours Secretariat OFMDFM [email protected]
Honours Secretariat September 2015 Page 1 of 13 Official - Sensitive
(i) Factual information
The following section offers some guidance on completing the factual information boxes on the form.
Department If your organisation is not listed in the departments drop-down list, please mark the nominating department as “Other” and either your Honours Secretary or the Secretariat will mark it appropriately on receipt.
Title If you know your nominee has a particular title (doctor, professor, captain etc.) please list it. Otherwise please select Mr. or Ms. and the Secretariat will confirm the correct title with the nominee if they are successful.
Name, AKA and Preferred name It is very important that the nominee’s full name is included so that the Secretariat can carry out appropriate administrative checks, such as determining whether the nominee has been nominated on a previous occasion. Please particularly consider whether the nominee is known by:
o a different forename name from their first one;
o a first name which is a shortening of a first or middle name e.g. Jim for James or Betty for Elizabeth. This should be listed under “preferred name” but you should still list their full name in the forename box. o if the person is well-known by a completely separate name from their real one or has a different maiden/married name by which they are also known, this should be listed in the AKA box.
It is often possible to find information about nominees’ full names with a little investigation. The internet and reference books like Who’s Who and Debrett’s are particularly useful for the higher-level or more well-known candidates.
Post noms If your nominee already has an honour which gives post-nominal letters, please include them here. In addition, please use this box to indicate any decorations, professional memberships or appointments held by the nominee. The following is a list of post-nominal letters which may be used:
AM – Member of the Welsh Assembly Government DL – Deputy Lieutenant FBA – Fellow of the British Academy FREng – Fellow of the Royal Society of Engineering FRS – Fellow of the Royal Society FRSE – Fellow of the Royal Society of Edinburgh JP – Justice of the Peace MLA – Member of the Legislative Assembly (NI) MP – Member of (UK) Parliament
Honours Secretariat September 2015 Page 2 of 13
Official - Sensitive
MSP – Member of the Scottish Parliament QC – Queen’s Counsel QFSM – Queen’s Fire Service Medal QPM – Queen’s Police Medal TD – Territorial Efficiency Decoration
In each case these should be listed after any existing honour, in the following format: o Any post-nominal indicating that someone holds a decoration (medal) comes next – so CBE TD. o Any post-nominal indicating that someone holds an appointment from/on behalf of the Queen comes next – so CBE TD QPM. o Any post-nominal indicating that someone is a member of a professional body comes after an honour – so CBE TD QPM FRS.
o Any post-nominal indicating that someone is appointed to an office – e.g. a member of a parliament of the UK – comes after any other post-nominals – so CBE TD QPM FRS MP.
Other post-nominal letters included on the citation form will be removed by the Honours and Appointments Secretariat.
Voluntary Please tick this box only if your nominee has done something which can truly be called voluntary. Most obviously this will be if they are being nominated for community or charitable work. In the context of paid employment, a voluntary contribution is something which goes beyond the expectations of their paid work – such as a contribution to their wider profession or industry. There must be tangible evidence to support the claim of a voluntary contribution.
Public This box should be ticked if the nomination originated from a public nomination. It may also be ticked if there is a public support element in a nomination made by an organisation as part of a departmental trawl. The box should not be ticked if the nomination has come from within the department, from another department or from a minister.
Nationality, Foreign The Sovereign may honour any of Her own subjects. For foreign nationals, the UK must have the agreement of the government of other countries before an award is made to their citizens. Failure to obtain such clearance could cause an international incident.
General rules relating to nationality are as follows:
o UK citizens receive substantive awards;
Honours Secretariat September 2015 Page 3 of 13
Official - Sensitive
o dual nationals (one of which is UK) who are resident in the UK receive substantive awards. The government of the other country is informed of the award;
o dual nationals (one of which is UK) who reside in their second country of nationality receive substantive awards but the country (of their second nationality) must approve the award before it is offered;
o nationals of Commonwealth countries of which The Sovereign is Head of State receive substantive awards. Awards usually have to be cleared with the Commonwealth government concerned; o nationals of Commonwealth countries of which The Sovereign is not Head of State may be considered for honorary awards. Awards usually have to be cleared with the foreign government concerned; and
o nationals of non-Commonwealth countries may also be considered for honorary awards. Again these awards usually have to be cleared with the foreign government concerned.
If in doubt about whether a nominee should receive a substantive or honorary award, please contact the Honours and Appointments Secretariat or the FCO ([email protected]).
Nominee origin, Nominator origin These fields are to track the ethnicity of people making and being nominated for honours. Most public nominations will contain a diversity monitoring form and you should include information from this when possible. But if you don’t know the answer to either question, please mark it “not known” rather than make a guess. The information is solely used for monitoring how representative the honours system is in reflecting the UK’s population and has no bearing on whether your candidate is selected.
Date of birth Please include a date of birth if you have it. The Honours and Appointments Secretariat uses this information to help identify individuals (for example, whether they have already received an honour) and for subsequent checks throughout the process. We appreciate you will not always be able to provide a date, but in that case please always suggest an approximate age instead.
Committee In most cases, it will be obvious which committee your nominee should be assessed by and you should indicate this on the form. If you unsure, seek advice from the Honours Secretariat in OFMDFM. As a last resort, you can select “don’t know” but our strong preference is that you make a guess at the right committee. You may also think that your nominee should be seen by more than one committee if their activities cut across fields. In this case you should let us know.
Honours Secretariat September 2015 Page 4 of 13
Official - Sensitive
Award The level of the award proposed should be filled in. The Committee may decide that a different level of award is appropriate, but you should make a suggestion. Guidance on levels is available at www.gov.uk/honours, and from the Honours Secretariat.
Rating The rating box should always be completed, as follows:
o if your department is submitting more than one person at the same level the cases should be ranked to indicate how strong the department considers each case to be relative to the others. For example, if you have two nominees at MBE you will decide which is the department’s priority and rank them accordingly.
o if your department is only submitting one nomination to us, the citation form should be marked 01.
o please use the double numeral format (01, 02 etc.) to ensure the database records the number correctly.
Length of service, In current post, In grade It is useful for committees to know over what period of time someone has provided service. The “Length of service” box should indicate the span of someone’s activities or career. The “In current post” box should refer to the time period is the person’s current job or role and should be left blank if the individual is involved in a number of equally significant endeavours or is generally involved in community/voluntary work. The “In grade” box should be completed only when nominating a civil servant.
Leaving post The nominee should be actively engaged in the activity for which they have been nominated, or have only very recently stopped the activity. There is leeway to nominate someone for about 6 months after the activity has stopped, but a longer period of inactivity may result in the nominee being considered out of time. If you are aware that the nominee will soon retire, leave their post or is in ill health, please mention it on the form. Remember that it takes several months for your citation to go through the system, so don’t leave it too late to put your candidate forward.
Previous honours and dates This applies only to honours awarded by HM The Queen – awards in the Royal Victorian Order, the Order of the Bath, the Order of St. Michael and St. George, the Order of the British Empire plus the Order of Merit and the Companion of Honour. You may also note if the nominee holds a QPM or a QFSM. You should indicate on which list the honour was received.
Previous recommendations If you know your candidate has previously been submitted to the Cabinet Office for an honour, please indicate which honours round and the level at which the nomination was made. There is no need to complete this box if the nominee has only been considered internally within the department.
Honours Secretariat September 2015 Page 5 of 13
Official - Sensitive
Short citation The short citation is what is published alongside a recipient’s name to indicate the reason they have received an award. Short citations need to be succinct but, at the same time, informative. There should be no more than two sentences in the short citation. It should not include adjectives (“outstanding service”, for example). o Non-State servants The citation should include the nominee’s job title (where this is relevant to the nomination), but should also go further than that by setting out a brief reason for any prospective award. The following would be a typical example:
Chief Executive, Coleraine Borough Council. For services to Local Government
Alternatively:
Fundraiser, Newtownards Branch, MENCAP. For services to People with Learning Disabilities in County Down
If someone is involved in a variety of activities, something like the following might be appropriate:
For voluntary service to the community in Londonderry
The term “For charitable services” may be used where appropriate, for example when someone is a prolific fundraiser.
Politicians should usually be cited with their title (“Member of Local Assembly for Northern Ireland”) followed by “For political [and/or] public service”, with a short description of what precisely the nominee is being honoured for (in order to indicate why this particular Member has been chosen rather than any of the others). The short citation should always mention any notable voluntary or charitable service.
o State servants Short citations should begin with a job title, but then briefly explain what the individual has achieved. Significant voluntary contributions should always be referenced. Some examples:
Job title. For services to Law and Order, particularly after the 2012 Belfast protests
Job title. For services to Government in Northern Ireland and to the Scout Association
Job title. For services to the Reform of Social Services
Job title. For services to the Development of Healthcare Policy and to charity
Job title. For services to Education and to voluntary work with the Homeless and Young Offenders
Honours Secretariat September 2015 Page 6 of 13
Official - Sensitive
Job title. For services to the Reduction of Unemployment and to charitable Fundraising
Job title. For services to Local Government Reform
Job title. For services to Healthcare and to voluntary work with Local Children in County Antrim
Each significant word in the short citation should be capitalised (the exceptions are “voluntary” and “charitable” which should be lower case).
Support from other depts. This box should list only Government departments or agencies which support the nomination, not other sources of support such as ministers, MPs or Lord Lieutenants. Departmental names should be spelt out in full.
Address A full postal address, preferably their home address, is required for every nominee. The Secretariat needs to be able to write to the nominee if selected to ask them if they wish to accept the award. The timetable at this stage of the process is usually very tight and allows no time to find an address when one has not already been provided. Home addresses are preferable because the offer of an honour is made in complete confidence. It not usually appropriate to provide an organisation’s address, at which post might be opened by someone other than the recipient.
Secure address The secure address box should be ticked only if your nominee carries out work which may affect their personal safety or that of their family. Examples include nominees involved in some types of policing and security work or particular professions such as biomedical research. Ticking the box will ensure that the nominee will be listed publicly under a cover location in the regional breakdown. This box should not be used simply to protect the nominee’s privacy: only people within the Honours and Appointments Secretariat directly involved in the processing of nominations have access to address information and such information is securely held.
Recommended by, Supported by The information in these boxes does not appear in the honours committee booklets. If you wish to indicate to the committee that your nominee has support from a significant source, please ensure the information is included within the long citation.
Honours Secretariat September 2015 Page 7 of 13
Official - Sensitive
(ii) The long citation This is the section in which the case to award the nominee should be made. When complete, the whole thing should fit onto one page – otherwise it will be too long to fit into a committee booklet. As a guide to length, the higher the award, the more detailed a nomination should be: a nomination at knight, dame or CBE level should certainly fill the page. A BEM citation, by contrast, might be only half a page. If the address field at the bottom of the page has been pushed onto a second page, the citation is too long and should be shortened. Citations which are submitted overlong will be edited by the Honours and Appointments Secretariat by removing the final sentences until they are the correct length.
Voluntary and charitable contribution The final section of the citation form should describe your nominee’s charitable or voluntary contribution. The Prime Minister’s strategic priority for the honours system is to recognise people who are helping to build stronger, more integrated communities and who “give back” beyond the call of duty. Exemplar achievements will still be recognised but a wider contribution will make a strong case even more compelling.
Honours committees actively look for evidence that nominees have gone above and beyond. Committees are pragmatic about this: they do not expect an elite sportsperson to also run the local Scout troop (although they might be); but evidence that the nominee is giving back to society or to their profession will strengthen a case. This is particularly the case for businesspeople and State servants. Committees regularly discount citations which do not demonstrate this kind of wider commitment: competition for honours is so strong that this is often the dividing line between a successful and unsuccessful nomination. You must make it clear whether someone’s activities are part of their paid job or extra to it – if the committee is unsure, they will assume that what is being described is paid activity.
If your nominee’s case is entirely about their voluntary or charitable contribution, please indicate this on the citation form by moving that heading to the top of the long citation before completing it.
When you complete this section you must also ensure that you’ve ticked the voluntary box at the top of the form.
What should I include? The most important thing is to provide evidence of what they’ve done and how they’ve made things better for others. Every citation is different. But it must tell the story of what your candidate has done and put it into context for a reader who won’t necessarily have detailed knowledge of the subject.
A good opening sentence that summarises the case is helpful. What’s the one thing the committee need to know about the individual?
Give examples of how they have demonstrated outstanding quality. Show how your candidate has:
Honours Secretariat September 2015 Page 8 of 13
Official - Sensitive
o contributed in a distinctive way to improving the lot of those less able to help o themselves;
o devoted themselves to sustained and selfless voluntary service;
o shown innovation or creativity in delivering lasting results.
A good nomination should also describe as vividly and precisely as possible the difference their contribution has made. Try to answer the following questions
o how were things before they began?
o how are they now? Why are things better?
o what makes your candidate different from others doing the same thing?
o what has the impact been?
o when did they carry out the activity and why should they be recognised now? (And particularly: is there a time factor involved – an anniversary, a launch, a dissolution of the organisation, a particular target reached or some other success?)
Give details to support these claims. Show how your candidate has:
o earned the respect of their peers and become a role model in their field;
o produced, perhaps against the odds, sustained achievement which has required moral courage, vision, the ability to make tough choices or determined application and hard work.
As long as they are accurate, do not be afraid of using superlatives in citations. Honours exist specifically to recognise superlative achievement. But remember that superlatives without an explanation are just hot air. Take care always to support any assertions with hard evidence. Do not just say that an achievement has had a widespread effect: describe what that effect has been and show why it has been important.
For example:
“The hospital was notorious, with many cases of MRSA, dirty wards and an attitude that patients were a nuisance. She arrived and worked hard to improve standards over a two year period by instilling pride in her staff, and giving bonuses for those staff with clean wards where efficiency and a helpful attitude were the norm, not the exception. The rates of MRSA are now amongst the lowest in the country and staff turnover has been halved.”
And you should also include hard facts which demonstrate success:
Honours Secretariat September 2015 Page 9 of 13
Official - Sensitive
“In 2012 she raised £4,000 for the hospice through her organisation of 6 fundraising dinners and a monthly quiz. She undertook all the organisation of these events herself, whilst also working full time. She has volunteered at the hospice each Saturday for the past 10 years, reading and talking to patients. This has provided respite for family members and helped patients to feel less isolated.”
“Through the changes he made to the staff rota and a refocusing of priorities, productivity rose by 8% in 3 months, a significant contribution to the business regaining profitability. That was the foundation for the business to expand into new areas, resulting in the creation of 50 new jobs in the town within 2 years. He also started a company crèche to support employment of single parents.”
It is achievements and effects of this kind and scale that deserve an honour and that will convince an honours committee to endorse your recommendation.
How do I find the right words?
Effective citations often include nouns such as:
determination commitment respect drive sustainability recognition innovation creativity selflessness impact zeal performance ambassador
adjectives such as:
trusted unstinting conscientious wise inspirational peerless persuasive passionate exemplary resourceful enthusiastic fair tenacious sympathetic admired unflustered supportive vibrant dogged articulate diligent dedicated and phrases such as:
making a difference going the extra mile role model overcoming obstacles head and shoulders above the rest
What shouldn’t I do?
Your citation shouldn’t be:
• an extended CV; • a list of educational achievements;
Honours Secretariat September 2015 Page 10 of 13
Official - Sensitive
• a list of appointments, awards or posts; • a job description showing what the person is meant to do.
Because poor citations often list these things, a frequent complaint from committees is that the person recommended is “doing no more than their job” or “doing nothing that stands out”.
Instead, your citation should describe what is special about your candidate’s achievements and show memorably and persuasively how and where they have made a difference.
Your citation should be in full sentences and should not use bullet points.
Your citation should be written in the third person – i.e. it should not refer to I or we. You also do not need to keep referring to your nominee by name: use she or he throughout – which handily saves space.
Talk about the individual personally, not their organisation/team: just like a job application, you’re trying to show that this is the right person to choose out of many. The successes of their organisation/team might be relevant – particularly if your nominee has had a leading role – but the citation should be about the individual not the group effort. What have they, as an individual, done?
You should also avoid jargon or technical language. It’s fine to use acronyms – they save space – but unless they are very common (like BBC or MP) you should always explain what they are the first time you use them. If a committee member can’t understand what you’re talking about, they won’t spend a lot of time considering your candidate.
And only include information about the nominee’s education or earlier life if it’s strictly relevant to the nomination. It’s fine to talk about their earlier career or activities if this gives context or demonstrates sustained contribution, but the committee doesn’t need to know what school someone attended.
Honours Secretariat September 2015 Page 11 of 13
Official - Sensitive
Annex – extracts from persuasive citations
“She has devoted most of her spare time to running a social club for elderly people with learning difficulties. She says such people are sadly neglected in society and, although she is in full-time employment in a Tesco store, she runs this club with two helpers, a small budget and a lot of hard graft. Over the past five years, more than 200 people have benefited from the facilities, as well as their carers who have been given valuable respite from their responsibilities.”
“He lived on an estate with high numbers of single mothers and disaffected young people but, instead of moaning about the youth of today, he started to listen to them and, as a result, started a club with sporting activities and facilities for mothers and their children. This is now used by 500 local teenagers. He had to work hard to gain the support of police and other agencies but was determined to succeed. Now, a once crime-ridden, hugely unpopular estate, is thriving with a real sense of purpose and achievement and crime rates have plummeted.”
“She has transformed the agency from an organisation troubled by high profile technical operational challenges into a highly effective body with 96% of customers satisfied with the services her staff provide. The IT system is user friendly and a model of good practice.”
“He found that the charity was wasting over a £1m a year on time-consuming inefficient administration and had no effective PR. He altered procedures, reduced staff and adopted a ‘can do’ approach by putting the people the organisation was supposed to be helping at the top of his priority list, rather than at the bottom.”
“When she took over the company it was running at an annual loss of £4.2m and it took her five years to produce a healthy profit of £2.5m. She has maintained a steady increase in profits since 2001 with a £.7.2m profit in year ended March 2006. Employees have increased from 356 to 870 in her time, in an area of high unemployment following the closure of the local car plant”
“For over 40 years he has been a prolific fundraiser in the community. Since 1970 he has stood outside the local supermarket every Saturday in all weathers rattling his tin for good causes. He has during this time raised around £40,000 for the local hospice and the Old Rectory Club for disabled people. On retirement in 1990 he began to organise bingo nights three times a week at three different village halls and also arranges a monthly dance. These activities have brought the community together and have helped to raise over £15,000 for several local charities.”
“She is unusual because she is a black woman farmer in a rural county but she is keen to rid the world of stereotypes and uses her status to promote diversity and
Honours Secretariat September 2015 Page 12 of 13
Official - Sensitive encourage women from non-British ethnic backgrounds to try different careers, particularly in male dominated industries like agriculture.”
“Although in full-time employment in local government, he gives up two evenings a week and all day Sunday to helping in the hospice. He has managed their very complex finances and is prepared to help behind the scenes or on the frontline, wherever he is most needed. He has contributed his services consistently for the last 32 years.”
“She has been the under-16s football team coach for 15 years. During the season she gives up every Tuesday evening for training and every Sunday for matches against other local teams. It is a testament to her success as a coach that there are now enough junior members for two boys’ and a girls’ team. She has undertaken all manner of tasks to support the club, from mowing the pitch to acting as club secretary. She organised several fundraising tournaments to raise £4,000 towards renovation of the football pitch and clubhouse, a facility now used by the whole community for village events.”
Honours Secretariat September 2015 Page 13 of 13
APPENDIX 1
INFORMATION REQUIRED FOR HONOURS AWARD
1 AWARD CATEGORY (OBE, MBE..) 2 VOLUNTARY 3 GENDER 4 PUBLIC 5 SURNAME 6 FORENAME(S) 7 TITLE 8 POST NOMINALS 9 PREFERRED NAME 10 DATE OF BIRTH 11 APPROX DATE OF BIRTH 12 TOTAL LENGTH OF SERVICE 13 LENGTH OF SERVICE IN CURRENT POST 14 PREVIOUS HONOURS AND DATES 15 RETIRING FROM/ LEAVING CURRENT POST 16 NATIONALITY 17 FOREIGN NATIONAL 18 SHORT CITATION
19 LONG CITATION –
No longer than 350 words and should include reference to any voluntary & charitable services APPENDIX 1
undertaken Voluntary and charitable services –
20 ADDRESS DETAILS 21 TELEPHONE 22 SECURE ADDRESS (YES OR NO)