8th September 2016

Chairman: Councillor O Gawith Vice-Chairman: Councillor B Mallon Aldermen: W J Dillon MBE, D Drysdale, A G Ewart, T Jeffers, W A Leathem, Councillors: R T Beckett, S Carson, J Craig, A P Ewing, A Grehan, B Hanvey, V Kamble and A McIntyre

Ex Officio The Right Worshipful The Mayor, Councillor R B Bloomfield MBE Deputy Mayor, Alderman S Martin

The Monthly Meeting of the Corporate Services Committee will be held in the Cherry Room, Island Civic Centre, The Island, Lisburn on Tuesday 13th September 2016 at 7.00 pm for the transaction of business on the undernoted Agenda.

Tea/coffee shall be available in the Members’ Suite after the meeting.

You are requested to attend.

DR THERESA DONALDSON Chief Executive Lisburn and Castlereagh City Council

Agenda

1 Apologies

2 Declarations of Interest

3 Minutes – Meeting of Corporate Services Committee held on 21st June 2016 (Copy Attached)

4 To receive Mr Graham Shields, Chief Electoral Officer for Northern Ireland, to present on the Closure of Regional Electoral Offices from the Electoral Office perspective. (Item 1 of the report of the Director of Corporate Services refers) (7.45 pm)

5 Report from Director of Corporate Services

1. Closure of Regional Electoral Offices Attendance of Chief Electoral Officer for Northern Ireland 2. Council EU-Funded Projects 3. Report of Head of Central Support Services • Ceremonial Insignia for Former Mayors • Mayoral & Chief Executive portraits and Council Chamber at Bradford Court • Hydroease Flotation Centre, C3 Inspire Business Park, Dundonald - Visit on 12th August 2016 • World Mental Health Day – 10th October 2016 Lighting up of Council Buildings in Purple • Pancreatic Cancer Awareness Lighting up of Council Buildings in Purple 17th November 2016 • Christ Church Lisburn – 175th Anniversary Request for Financial Assistance • Department of Justice for Northern Ireland Consultation – “Witness Charter - A Charter for Witnesses of Crime” (Closing date: 27th September 2016) • Health Working Group - Membership 2016/2017 • Health Working Group – Minutes of meeting held on 14th April 2016 • South Eastern Health & Social Care Trust - No-Smoking Policy • National Malaya & Borneo Veterans' Association (NI Branch) Service at Pantridge Memorial, LVI – 1st October 2016 • Libraries NI Lisburn City Library – Opening hours • Lisburn & Castlereagh Policing & Community Safety Partnership Vice-Chairman • Lisburn & Castlereagh Policing & Community Safety Partnership Minutes of Meetings • Lisburn & Castlereagh Policing & Community Safety Partnership Schedule of Meetings • Lisburn Commerce Against Crime CCTV Scheme Transfer to Corporate Services Department for Management through Lisburn Policing & Community Safety Partnership

4. Report of Head of Finance & I.T. • Estimates 2017/2018 – Programme of Meetings • Financial Statement – Period ended 31st July 2016 • Capital Programme • Forecast First Quarter Actual Penny Product (APP) 2016/2017

5. Report of Head of Human Resources & Organisation Development (Acting) • Occupational Health Tender • Elected Member Development Steering Group • Workplan for implementation of filling posts in new council structures • Local Government Staff Commission People & Organisation Development Conference “Transformation in Practice” La Mon House Hotel & Country Club, Belfast 8th & 9th December 2016 • Local Government Staff Commission Code of Procedures on Recruitment & Selection – Consultation feedback • Local Government Training Group Elected Member Development Steering Group Meeting – 18th May 2016

6. Report of Head of Marketing & Communications • Christmas Lights Switch-On 2016 • Citywide • Projects undertaken by Marketing & Communications • Ulster Grand Prix • Reusable Nappy Scheme • “Go For It” Initiative • Half Marathon, 10K & Fun Run • Recycle Week Promotions (12th – 18th September 2016) • Waste Management Communications • Planning Portal • Media Coverage

7.1 Scheme of Allowances payable to Councillors 1st April 2016 – 31st March 2017 and 1st April 2017 – 31st March 2018

7.2 Dependants’ Carers’ Allowance – Proposal to widen definition (Extended closing date: 14th September 2016)

8. Department for Communities Consultation re provision of broadband, telephone calls and mobile data costs for Elected Members (Closing date: 14th September 2016)

9. Provision of Council/Committee Reports, Minutes etc by electronic means

10.1 Somme Pilgrimage 2016 – Report of Attendance

10.2 Somme Pilgrimage 2017 – Attendees & Arrangements

11. Armed Forces Day

12.1 Northern Ireland Fire & Rescue Service Consultation - “Section 75 Consultation Exercise on NIFRS Volunteering Policy” (Closing date: 30th September 2016)

12.2 Northern Ireland Fire & Rescue Service Consultation – “NIFRS Corporate Procurement Strategy & Procurement Policy” (Closing date: 28th October 2016)

12.3 Northern Ireland Fire & Rescue Service Consultation - “NIFRS Equality & Inclusion Statement and Equal Opportunities Policy” (Closing date: 11th November 2016)

13. Probation Board for Northern Ireland Corporate Plan Consultation 2017-20 (Closing date: 14th October 2016)

14. Northern Ireland Courts & Tribunals Service Single Jurisdiction in Northern Ireland Consultation – “Lord Chief Justice Direction: Single Jurisdiction” (Closing date: 14th September 2016)

15. Department for Communities Consultation on Proposed change to the frequency of DFC Statistical Publication (Extended closing date: 16th September 2016)

16. Department for the Economy Consultation on Statement of Insolvency Practice 15 (Extended closing date: 14th September 2016)

17. Moira Train Station – Proposed Park & Ride Facility (Closing Date: 30th November 2016) and Public Information Meeting – 22 September 2016 (3.00 pm – 6.30 pm)

18. Off-Street Car Parking

19. NI Local Government Officers’ Superannuation Committee Funding Strategy Statement

20. Pond Park Post Office, 1 Pond Park Road, Lisburn, BT28 3LH Change to Main-Style Branch

5. Confidential Report from Director of Corporate Services

Confidential Business Report – Members are requested to go to the Confidential Section of the Corporate Services Committee folder on SharePoint to access information

1. Report of Head of Finance & IT (Confidential for reason of information which is likely to reveal the identity of individuals) • Voluntary Severance – IT Manager • Insurance Report

2. Report of Head of Marketing & Communications (Confidential for reason of information relating to individuals) • Freedom of Information

3. Report of Head of Human Resources & Organisation Development (Acting) (Confidential for reason of information which is likely to reveal the identity of individuals and also labour relations matters) • Payment of Overtime in Holiday Pay • Request to undertake Development Programme • Draft Local Government Reorganisation (Compensation for Diminution of Emoluments) Regulations (NI) 2015 • Single Status Update: Appeals • HR & OD Workforce Data • Review of NJC “Green Book” Pay Spine • Appointment to Chief Executive’s Office

6 Any other Business

--OoOOoo--

To: Members of Lisburn & Castlereagh City Council CSC 21.06.2016 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 21st June 2016 at 7.00 pm.

PRESENT: Councillor O Gawith (Chairman)

The Right Worshipful The Mayor Councillor R B Bloomfield, MBE

Deputy Mayor Alderman S Martin

Aldermen W J Dillon MBE, D Drysdale, A G Ewart, T Jeffers and W A Leathem

Councillors R T Beckett, S Carson, A P Ewing, A Grehan, B Hanvey, V Kamble, B Mallon and A McIntyre

OTHER MEMBER: Councillor John Palmer

IN ATTENDANCE: Director of Corporate Services Director of Environmental Services Head of Central Support Services Head of Finance & IT Head of Human Resources & Organisation Development Head of Marketing & Communications (Mrs C Bethel) Head of Operation Services Committee Secretary

The Chairman, Councillor O Gawith, welcomed Members to this the first meeting of the new Committee membership following the Annual Meeting of Council on the 14th June 2016.

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.

On behalf of the Officers of the Corporate Services Department, the Director congratulated Councillors O Gawith and B Mallon on their appointment as Chairman and Vice-Chairman respectively of the Committee. The Director also congratulated those Members who were newly appointed to the Committee. The Director offered to provide a tour of and introduction to the Department for any Member who might wish to avail of this.

Finally, the Director congratulated Councillor B Bloomfield and Alderman S Martin on their election as Mayor and Deputy Mayor respectively.

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CSC 21.06.2016 1. Apologies

There were no apologies

Councillor A McIntyre entered the meeting. (7.02 pm)

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.

The following Declarations of Interest were made:-

• Alderman S Martin – Item 6.2 of Report of Head of Central Support Services – “Libraries NI: Lisburn City Library – Consultation about Reduction in Opening Hours” (Member of Board of Libraries NI)

• Councillor S Carson – Item 7 of Report of Director of Corporate Services – “Boys’ Brigade (NI District) Queen’s Award for Volunteering” (Members of Boys’ Brigade 4th Lisburn Company)

3. Minutes of Meeting

It was proposed by Alderman T Jeffers, seconded by Councillor B Mallon and agreed that the minutes of the Meeting of Committee held on the 10th May 2016 as adopted by the Council at its Meeting held on the 31st May 2016 be confirmed and signed.

Alderman W A Leathem and Councillor A Grehan entered the Meeting. (7.05 pm and 7.06 pm respectively)

4. Confidential Report of Director of Corporate Services

At the request of the Director and in order to accommodate Environmental Services’ staff who were present at the Meeting, it was agreed that Item 5 of the agenda be brought forward to this stage in the Meeting and that his confidential report be considered.

The Director advised that:-

• the report of the Head of Central Support Services was confidential for reason of (1) information which revealed that the Council proposed to give under any statutory provision a notice by virtue of which requirements are imposed on a person or to make an order or direction under any statutory provision and (2) information which was likely to reveal the identity of individuals;

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4. Confidential Report of Director of Corporate Services (Continued)

• the report of the Head of Finance was confidential for reason of (1) information which related to the financial or business affairs of any particular person (including the Council holding that information) and (2) information which was likely to reveal the identity of individuals;

• the report of the Head of Human Resources and Organisation Development was confidential for reason of information (1) which was likely to reveal the identity of individuals and (2) information which related to any consultations or negotiations or contemplated consultations or negotiations in connection with any labour relations matter arising between the Council or a Government Department and employees of, or office holders under, the Council.

It was proposed by Alderman A G Ewart, seconded by Councillor S Carson and agreed that the items in the confidential report of the Director of Corporate Services be considered “in Committee”, in the absence of members of the press and public being present.

It was agreed that the confidential report and recommendations of the Director of Corporate Services be adopted, subject to any decisions recorded below and other items noted:-

4.1 Report of Head of Human Resources & Organisation Development

Presented by the Head of Human Resources & Organisation Development.

It was proposed by Councillor A Grehan, seconded by Councillor A McIntyre and agreed that the confidential report and recommendations of the Head of Human Resources & Organisation Development be adopted, subject to any decisions recorded below and other items noted:-

4.1.1 Payroll Advisor – Fixed Term

It was agreed to recommend that the Organisation Design Business Case Report and the filling of the post of Payroll Advisor on a Fixed Term basis be approved.

The Head of Service outlined the procedure in regard to the presentation of supportive evidence for job applications.

Councillor John Palmer entered the Meeting. (7.08 pm)

4.1.2 Transfer of Weekly Paid Staff to Bi-Weekly Pay

It was agreed to recommend that the proposal and terms of the “buy out” for staff in relation to the Transfer of Weekly Paid Staff to Bi-Weekly Pay be accepted.

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CSC 21.06.2016 4.1.3 Mechanism for Monitoring Headcount

It was agreed to recommend that:-

• the transfer into the Council of the post of Lagan Canal Trust Chief Officer be agreed;

• the post of Manager of the Northern Ireland Business Start Up Programme on a time limited contract be filled.

Councillor A P Ewing entered the Meeting. (7.15 pm)

4.1.4 Operational Services Unit Updated Organisation Design

It was agreed to recommend that the report on the organisational design for the Operational Services Unit be approved and that the necessary steps be taken to implement it.

4.1.5 Job Evaluation Appeals

Arising from Members’ comments, it was agreed that a progress report be presented to the Committee each month in respect of the number of appeals outstanding and the percentages of appeals both successful and unsuccessful.

4.1.6 Acting-Up arrangements during Absence of Head of Human Resources & Organisation Development on Maternity Leave

It was agreed to recommend that the acting-up arrangement by the Human Resources Manager for the absence on maternity leave of the Head of Human Resources & Organisation Development (anticipated to be until January 2017) be noted.

4.1.7 HR & OD Workforce Data

It was agreed to recommend that reports in respect of the following be noted, such reports being in accordance with the Council’s Strategic Workforce Plan 2015-2017:-

• Workforce Profile – Headcount, Contract (permanent/fixed term/full- time/part-time) and Agency Workers • Long Term Absence – Employees absent due to long term sickness (over 12 weeks) • Recruitment – Internal trawls and open competition.

The rolling absence report which was normally provided had not been available this month due to a systems’ error in connection with a recent upgrade and the merging of attendance systems.

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CSC 21.06.2016 4.1.8 Moira – Grounds Maintenance

In response to comments made by Alderman W J Dillon about grounds maintenance issues in Moira, the Director of Environmental Services and the Head of Operational Services responded to these comments and gave an assurance that steps were being taken to positively address such matters.

4.2 Report of Head of Central Support Services

Presented by Head of Central Support Services.

It was proposed by Alderman T Jeffers, seconded by Councillor S Carson and agreed that the confidential report and recommendations of the Head of Central Support Services be adopted, subject to any decisions recorded below and other items noted:-

4.2.1 Hillsborough Road Lisburn – Woodland Area

It was agreed to recommend that the actions in the report of the Head of Central Support services be agreed. 4.2.2 Lands at Old Coach Road Hillsborough

It was agreed to recommend that the actions in the report of the Head of Central Support services be agreed.

The Director of Environmental Services and the Head of Operational Services left the Meeting. (7.36 pm)

4.2.3 Central Support Services Changes to Organisation Design following Matching Process

It was agreed to recommend that the revised structure for Central Support Services be approved.

4.3 Report of Head of Finance & IT

Presented by Head of Finance & IT.

It was proposed by Councillor S Carson, seconded by Councillor A McIntyre and agreed that the confidential report and recommendations of the Head of Finance & IT be adopted, subject to any decisions recorded below and other items noted:-

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4.3.1 Insurance Renewal – 1st April 2016

It was agreed to recommend that the Insurance renewal premiums in the sum of £785,268.39 for the year commencing the 1st April 2016 be accepted.

4.3.2 Finance & IT Unit Revised Organisation Chart following the Matching Process

The Head of Service tabled an additional report in respect of the above matter which superseded information contained in the original report. It was agreed to recommend that the revised report and revised organisation chart for Finance & IT as contained in the Head of Service’s tabled report be accepted.

4.3.3 Insurance Reports

It was agreed to recommend that the report on Insurance Claims up to the 31st May 2016 be noted.

Additional Report

4.3.4 Finance & IT Unit Revised Organisation Chart following the Matching Process

Dealt with under Item 4.3.2.

4.4 Report of Head of Marketing & Communications

Presented by Head of Marketing & Communications.

It was proposed by Alderman A G Ewart, seconded by Councillor S Carson and agreed that the confidential report and recommendations of the Head of Marketing & Communications be adopted, subject to any decisions recorded below and other items noted:-

4.4.1 Freedom of Information

It was agreed to recommend that the summary of Freedom of Information requests received in April and May 2016 be noted.

It was proposed by Councillor B Mallon, seconded by the Deputy Mayor, Alderman S Martin, and agreed to come “out of Committee” and normal business was resumed.

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5. Reports of Director of Corporate Services

It was proposed by Alderman A G Ewart, seconded by Councillor A McIntyre and agreed that the reports and recommendations of the Director of Corporate Services be adopted, subject to any decisions recorded below and other items noted:-

5.1 Reports of Head of Central Support Services

Presented by Head of Central Support Services.

It was proposed by Councillor A P Ewing, seconded by Councillor A McIntyre and agreed that the reports and recommendations of the Head of Central Support Services be adopted, subject to any decisions recorded below and other items noted:-

5.1.1 Lisburn & Castlereagh Policing & Community Safety Partnership

(a) Appointment of Chairman

It was agreed to recommend that – in line with the Council’s previous decisions - the Chairmanship of the Lisburn Policing & Community Safety Partnership as from the 1st September 2016 be from the Ulster Unionist Party and that that party notify the Head of Central Support Services of their nominee for this position.

(b) Schedule of Meetings

It was agreed to recommend that a schedule of forthcoming meetings of the Lisburn & Castlereagh PCSP be noted.

5.1.2 Health Working Group – Membership

The membership and chairmanship of the Health Working Group had been determined at meetings of the Corporate Services Committee in Shadow form on the 15th March 2015 and of the Corporate Services Committee on the 12th May 2015.

In this regard, it was agreed to recommend that:-

• the Chairman and Vice-Chairman of the Health Working Group for 2016/2017 be noted as being Councillors O Gawith and B Mallon respectively;

• The Right Worshipful The Mayor, Councillor B Bloomfield MBE, be noted as being a member of the Health Working Group;

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5.1.2 Health Working Group – Membership (Continued)

• the DUP, UUP, SDLP, APNI be invited to make one nomination per party to serve on the Health Working Group for 2016/2017 such nominations to be with the Head of Central Support Services by the 27th June 2016 so that the membership is in place in case an urgent meeting of the Group is required during the summer;

• Councillor A Girvin (the sole TUV member on the Council) be asked to confirm if he wishes to serve on the Health Working Group for 2016/2017.

5.1.3 Northern Ireland Local Government Association (NILGA) Lease of Accommodation at Bradford Court, Belfast

Members were aware that the Northern Ireland Local Government Association (NILGA) had a lease with the Council for the use of office accommodation and 10 car parking spaces at Bradford Court, Belfast. This lease was due to expire on the 31st August 2016. In a letter dated the 19th May 2016, NILGA had advised of its wish to exercise the option to renew the lease for a further period of one year from the 1st September 2016.

It was agreed to recommend that:-

• under Clause 16.7.3 of the lease – the Northern Ireland Local Government Association be granted an extension of one year commencing the 1st September 2016 for the use of office accommodation and 10 car parking spaces at Bradford Court, Belfast;

• the Council take the necessary steps to have the extension to the lease put in place.

5.1.4 Moat Park, Dundonald Wayleave Agreement to Northern Ireland Electricity plc

It was agreed to recommend that the decision of the Director of Corporate Services to approve a request from Northern Ireland Electricity plc for the granting of a Wayleave Agreement in relation to ongoing works associated with cable laying in Moat Park, Dundonald be endorsed, it being noted that neither Leisure Services nor Technical Services had any objection to this Wayleave.

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5.1.5 Action Cancer Big Bus – 10th Anniversary Celebration Tuesday 4th October 2016

Members had been provided with a copy of a letter dated the 7th June 2016 from Action Cancer regarding the 10th anniversary of its Big Bus operation which provides breast screening services and health checks at various locations throughout Northern Ireland. Action Cancer had enquired if the Council would host its celebration event at Lagan Valley Island on the 4th October 2016 commencing at 10.30 am and concluding at 12.30 pm with a light lunch and a tour of the Big Bus.

The Head of Service confirmed that the request met the criteria for assistance to charities and that the fee for the Island Hall booking was £756.00.

It was agreed to recommend that the request from Action Cancer for the Council to host a celebration event and light lunch at Lagan Valley Island on the 4th October 2016 to mark the 10th anniversary of the operation of Action Cancer’s Big Bus be acceded to with the Council being responsible only for payment of the Island Hall booking fee in the sum of £756.00.

5.1.6 Consultation Documents

(a) Department of Culture, Arts & Leisure Consultation on a Framework for Promoting Sign Language, including Proposals for Legislation (Closing date: 4th July 2016)

The above consultation was available at https://www.communities- ni.gov.uk/sites/default/files/consultations/dcal/Sign%20Language%20Frame work%20Document.PDF.

It was agreed to recommend that the above consultation document be noted.

(b) Libraries NI Lisburn City Library - Consultation about Reduction in Opening Hours (Closing Date: 17th July 2016)

Members had been provided with a copy of a letter dated the 25th May 2016 from Libraries NI regarding a consultation on a reduction in the opening hours of Lisburn City Library from 54 hours to 45 hours per week as from November 2016. Similar reductions were planned for each of the 14 busiest libraries of Libraries NI.

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5.1.6 Consultation Documents (Continued)

(b) Libraries NI Lisburn City Library - Consultation about Reduction in Opening Hours (Closing Date: 17th July 2016) (Continued)

A questionnaire with some background information was available at https://www.librariesni.org.uk/public-consultation-library-opening- hours/Pages/default.aspx.

It was proposed by Alderman W A Leathem, seconded by Councillor A Grehan and agreed that:-

• by way of the Council’s response to the above consultation, Libraries NI be advised that the Council was opposed to a reduction in the opening hours of Lisburn Library as – in addition to the traditional library service – the facility provided a very important and worthwhile social hub for people, in particular for those persons who may be socially isolated;

• the Council’s response to Libraries NI be reiterated to the Minister for Communities;

• members of the public be encouraged to respond to the consultation by way of the on-line response questionnaire from Libraries NI;

• in order to publicise the response questionnaire regarding Lisburn Library, a feature about this consultation and/or the link to the response questionnaire be put on the Council’s website.

(c) Belfast Health & Social Care Trust Consultation – “Improving Ophthalmology Outpatient Services: A Consultation on the Development of Ophthalmic Clinical Centres in Northern, Southern and South Eastern Local Commissioning Group/Trust Areas” (Closing Date: 5th August 2016)

The above consultation document was available at http://www.belfasttrust.hscni.net/about/Consultations.htm.

It was agreed to recommend that the above consultation document be noted.

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CSC 21.06.2016 5.1.7 Provision of Catering at Lagan Valley Island

Members noted a timetable for the procurement exercise for the provision of catering at Lagan Valley Island.

Given the complexity of the procurement exercise, external assistance had been obtained and in order for the procurement exercise to be completed, it would be necessary to extend the current contract with OCS.

Following queries from Members, the Head of Service confirmed the timetable for this procurement exercise.

It was agreed to recommend that the current catering contract with OCS be extended until 31st May 2017 so as to allow for the completion of the procurement exercise for the provision of catering at Lagan Valley Island.

5.1.8 Island Hall Events - Enhancements

The Head of Service referred to the decision of the Committee at its meeting held on the 8th March 2016 that Officers investigate the announcement of housekeeping arrangements by means of PowerPoint and the showing at the start of all or major events, promotional videos for the city centre, local attractions and local eating establishments. The Committee had also asked that the permitted use of photography at events at Lagan Valley Island be reviewed.

Members had been provided with a copy of a report prepared by the Lagan Valley Island Centre Manager from which it was noted that:-

• as an interim measure, a PowerPoint was being shown and promotional videos were played in the bar area when customers arrived for events;

• the promotional video would be shown in the Ground Floor Rotunda in the near future;

• if possible and with immediate effect, the PowerPoint and promotional video would be shown in the Island Hall;

• a review on the permitted use of photography in the Island Hall should be complete in September 2016.

The report had recommended that that two large TV screens be installed on either side of the auditorium. However it was agreed this be not accepted and that a report be presented to the Committee in January 2017 to provide a review as to how the above measures had performed.

It was further agreed that LVI Centre Management liaise with the Economic Development Unit so as to maximise any opportunities there may be to promote Lagan Valley Island events in tandem with late night dining in Lisburn City Centre.

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5.1.9 Ceremonial Insignia for Members’ Robes & Former Mayors

Alderman D Drysdale left and returned to the meeting during discussion of this item at 8.04 pm and 8.05 pm respectively.

Having been officially received from the College of Arms in London, the Council’s coat of arms would be placed on the robes of Aldermen.

As part of the working group on Robes it had been agreed that the robes of all previous Mayors in the previous Councils should include reference to former Mayoral status. This would replace the practice of presentation to the former Mayor and would be only for those former Mayors who were current Members of Council.

A photograph of a potential jewel and the potential cost was displayed at the meeting.

It was agreed that:-

• the provision of the jewel as displayed at the meeting be not proceeded with but that a report with further options and costs be reported to the September 2016 meeting of the Committee;

• as part of the report to the Committee, the actual number of persons to whom this jewel would apply is made known.

During the course of debate on this matter, Councillor V Kamble indicated that she would reimburse the Council with any expenditure that may have been incurred in regard to a conference she had inadvertently attended recently.

5.1.10 Lagan Valley Island – RoSPA Report Update

It was agreed to recommend that a report by the LVI Centre Manager in regard to the RoSPA review at Lagan Valley Island be noted.

5.1.11 Armed Forces Day (20th June 2016)

The Committee noted that a ceremony and reception in relation to the hoisting of the flag for Armed Forces Day had taken place at Lagan Valley Island on the 20th June 2016.

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5.1.12 Hillsborough Old Guard Reception for Martinsart Commemorations – June 2016

Further to the meeting of Committee held on the 13th October 2015, the Head of Service reported that Officers had met with representatives of the Hillsborough Old Guard and that – via the French Consul – had issued an invitation to the Mayor of Martinsart to attend a Mayoral reception during his visit to Hillsborough. The Mayor of Martinsart had in fact not visited Northern Ireland. However the Hillsborough Old Guard had held a commemorative event on the 11th June 2016 and this had been attended by The Right Worshipful the Mayor at that time, Councillor R T Beckett.

5.1.13 Battle of the Somme – Centenary Commemorations (1st July 2016) Royal British Legion (Lisburn Branch)

Members noted that arrangements for the above Royal British Legion commemoration event on the 1st July 2016 were progressing in consultation with the Royal British Legion (Lisburn Branch).

5.1.14 Publications The Committee noted that the undernoted publications had been received and were available for perusal:-

• Public Health Agency – 2015 Annual Report of the Director of Public Health • Department of Health for Northern Ireland – 2015 Annual Report of the Chief Medical Officer for Northern Ireland.

Additional Report

5.1.15 Main Street/Lisburn Street, Hillsborough Wayleave Agreement to Northern Ireland Electricity plc

It was agreed to recommend that a request from Northern Ireland Electricity plc for the granting of a Wayleave Agreement in relation to underground cabling works for a new development off Lisburn Street, Hillsborough be acceded to, the area of land over which the Wayleave was requested being an area of land opposite the War Memorial.

5.2 Report of Head of Finance & IT

Presented by Head of Finance & IT.

It was proposed by the Deputy Mayor, Alderman S Martin, seconded by Alderman T Jeffers and agreed that the report and recommendations of the Head of Finance & IT be adopted, subject to any decisions recorded below and other items noted:-

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5.2.1 Prudential Indicators 2016/17 to 2018/19

It was agreed to recommend that the Prudential Indicators 2016/17 to 2018/19 be accepted and approved.

In her additional report, the Head of Service provided additional information in relation to the above matter and this was noted.

5.2.2 Collaborative Tender for Broking and Insurance Services

Members had been provided with a copy of an insurance report comparing broker and insurance costs from the previous councils to those of the new Lisburn & Castlereagh City Council, following the collaborative tender for broking and insurance services.

The current collaborative tender was due to expire on the 31st March 2017 and confirmation had been required from each Chief Executive on the 10th June 2016 as to their participation or otherwise in the new tender.

The Head of Service detailed the benefits to the Council of participating in the collaborative tender.

It was agreed to recommend that the Council accept the proposal for joining the collaborative tender for Broking & Insurance Services as from the 1st April 2017.

The Head of Central Support Services left the Meeting. (8.20 pm)

5.2.3 Financial Statements

(a) Period ended the 31st March 2016

It was noted that the net profiled expenditure for the period ended the 31st March 2016 was 4.00% below the approved estimates for the financial year 2015/2016. This figure was a draft one as it was subject to audit.

The Head of Service advised that she would present a report on Reserves/General Fund to the September 2016 meeting of the Committee.

(b) Period ended the 31st May 2016

It was noted that the net profiled expenditure for the period ended the 31st May 2016 was 1.00% below the approved estimates for the financial year 2016/2017.

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CSC 21.06.2016 5.2.4 Public Sector Shared Services Programme Board Meeting – 3rd May 2016

It was agreed to recommend that the report and papers from the meeting of the Public Sector Shared Services Programme Board held on the 3rd May 2016 be noted.

Additional Report

5.2.5 Prudential Indicators 2016/17 to 2018/19

Dealt with under Item 5.2.1.

The Head of Finance & IT left the Meeting. (8.21 pm)

5.3 Report of Head of Human Resources & Organisation Development

Presented by the Head of Human Resources & Organisation Development.

It was proposed by the Deputy Mayor, Alderman S Martin, seconded by Councillor A P Ewing and agreed that the report and recommendations of the Head of Human Resources & Organisation Development be adopted, subject to any decisions recorded below and other items noted:-

5.3.1 Suite of Policies

Members had been provided with the undernoted policies and scheme:-

• Dress Code Policy • Professional Fees Policy • Employee Recognition Scheme

The Head of Service confirmed that the following amendments would be made to the Employee Recognition Scheme:-

• the active recognition categories numbered five and not six; • the recognition would include individuals as well as teams or service areas.

It was agreed to recommend that the above-mentioned policies and scheme be accepted and that – prior to their implementation – they be raised for agreement at the next LCCC Joint Consultative Committee with the Trade Unions.

5.3.2 Workplan for Implementation of Filling Posts in New Council Structures

It was agreed to recommend that the progress report on the Work Plan for the implementation of the filling of posts in the new Council structures be noted.

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5.3.3 Investors in People (IIP) Accreditation - Update

It was agreed to recommend that the Executive Summary of the IIP Assessment Report together with the Head of Service’s report thereon be noted.

The Chairman of the Committee, Councillor O Gawith, extended best wishes to the Head of Service, Ms Sinead Clarke, as she commenced Maternity Leave.

The Head of Human Resources & Organisation Development left the meeting. (8.25 pm)

5.4 Report of Head of Marketing & Communications

Presented by the Head of Marketing & Communications.

It was proposed by Councillor A Grehan, seconded by Councillor S Carson and agreed to recommend that the report and recommendations of the Head of Marketing & Communications be adopted, subject to any decisions recorded below and other items noted:-

5.4.1 Date of Lisburn Christmas Lights Switch On 2016

It was agreed to recommend that Thursday 17th November 2016 be selected as the date for the 2016 Lisburn Christmas Lights Switch-on.

Alderman W A Leathem left the meeting. (8.26 pm)

5.4.2 Website Review 2016

The Committee had been provided with a review of the Council’s website which had been operative for a year, Green17 being the Council’s website providers. Members were informed of a number of upgrades and recommendations which the Marketing & Communications Unit would wish to proceed with.

It was agreed to recommend that the Website Review Information be noted and that Officers proceed with recommendations to further enhance the site.

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CSC 21.06.2016 5.4.3 BT Directory Advertising

It was agreed to recommend that the Council’s BT advertisement in the White Pages be not renewed as:-

• the use of a hard copy document to access telephone numbers was very much on the decline – googling contact details being the most- used method;

• local users could access the Council’s contact details by means of CityWide or the Council’s A-Z of Services.

It was further agreed that – in the next issue of CityWide – some method of alert to the Council’s contact details be placed on the front cover.

5.4.4 Social Media

(a) Belfast 2016 Baby Grand, Belfast 7th September 2016

Members had been provided with details of the above conference, the fee being a NILGA-negotiated one of £125.00 per person.

It was agreed to recommend that:-

• the Heads of Marketing & Communications be nominated to attend the above conference, the Council to be responsible for the payment of approved expenses in this regard;

• no Elected Members be nominated to attend the conference, it being considered more cost effective to bring in external consultants to provide training to Members in the ways of social media.

(b) Council’s social media website & events

The Director left and returned to the meeting during discussion of this item. (8.36 pm and 8.38 pm)

The Head of Service referred to a number of negative comments which had appeared on the Council’s social media sites over the past weekend and advised that these would be investigated.

The Right Worshipful The Mayor, Councillor B Bloomfield, referred to the Council’s screening in Market Square, Lisburn earlier that evening of the Northern Ireland –v- Germany football match at the Euros 2016. The Right Worshipful the Mayor and other Members referred to the success of this screening in terms of atmosphere and numbers and suggested that it be commented on appropriately on the Council’s media sites.

Alderman A G Ewart left the meeting. (8.40 pm)

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CSC 21.06.2016 5.4.5 Projects undertaken by Marketing & Communications Unit

The Committee noted that the undernoted projects had been undertaken by the Marketing & Communications Unit:-

• Half Marathon Micro-Website Creation 2016 • Queen’s 90th Birthday Celebrations - Artwork • Economic Development ‘Go For It’ Campaign • Euros 2016 – Marketing of the Northern Ireland –v- Germany match on the 21st June 2016 • Citywide • Council A-Z of Services

Members were advised that copies of CityWide and the Council’s A-Z of Services were available from the Marketing & Communications Unit.

5.4.6 Media Coverage

It was agreed to recommend that the media coverage reports for April and May 2016 be noted.

The Head of Marketing & Communications left the Meeting. (8.41 pm)

5.5 Councillors’ Allowances Addenda to Guidance on Councillor Allowances

Alderman A G Ewart re-entered the meeting during discussion. (8.45 pm) Councillor A McIntyre left and re-entered the meeting prior to decision. (8.50 pm and 8.52 pm)

The Director’s main and additional reports dealt with the above item.

The Director referred to the decisions of the Committee at its previous meeting and explained the effects of Addendum No. 3 to Circular LG 04/2015 providing addenda to Guidance on Councillor Allowances, in particular the issue of consumables.

Following lengthy discussion, it was proposed by Alderman D Drysdale, seconded by Councillor A Grehan and agreed to recommend that:-

• the response from the Deputy Secretary (Strategic Policy & Resources) at the Department for Communities in relation to Addendum No. 3 to Circular LG 04/2015 providing addenda to Guidance on Councillor Allowances, in particular the issue of consumables, be noted;

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5.5 Councillors’ Allowances Addenda to Guidance on Councillor Allowances (Continued)

• the decision of the Deputy Secretary to decline the request for attendance at the Committee meeting as he considered there to be no benefit to be gained from such attendance be noted;

• a memorandum dated the 17th June 2016 from the Northern Ireland Local Government Association to the National Association of Councillors providing clarification on this matter be noted;

• Addendum No. 3 to Circular LG 04/2015 providing addenda to Guidance on Councillor Allowances be implemented with reluctance;

• as part of the implementation of Addendum No. 3, Elected Members be written to:-

• providing the options under which they could receive Broadband and asking them to indicate their individual preferences;

• informing them as to how they would receive sim cards given that the contract was coming to an end and these were no longer a permitted consumable;

• advising as to which provisions were considered “consumables” and which were not.

Furthermore, Members – via their political parties – were encouraged to take this matter up with:-

• the Minister for Communities • the National Association of Councillors.

Alderman W J Dillon enquired as to the provision of his headed paper which was still outstanding. The Director agreed to investigate this matter.

5.6 Boundary Commission for Northern Ireland 2018 Review of Parliamentary Constituencies

Members had been provided with a copy of a letter dated the 17th May 2016 from the Boundary Commission for Northern Ireland regarding the 2018 Review of Parliamentary Constituency Boundaries in Northern Ireland. The public consultation would last for 12 weeks and was to commence in the early autumn of 2016, most likely September. The Commission was seeking for the Council to provide a Public Display Point within the Council headquarters during the consultation period.

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5.6 Boundary Commission for Northern Ireland 2018 Review of Parliamentary Constituencies (Continued)

It was agreed to recommend that:-

• the Council accede to the request of the Boundary Commission for Northern Ireland to provide a Public Display Point at Lagan Valley Island in relation to the consultation period for the 2018 Review of Parliamentary Constituency Boundaries in Northern Ireland;

• the Council’s contact for the Boundary Commission in this regard be the Director of Corporate Services.

5.7 Boys’ Brigade (Northern Ireland District) Queen’s Award for Volunteering

Members were advised that the Northern Ireland District of the Boys’ Brigade had been awarded the Queen’s Award for Volunteering which is the highest award given to volunteer groups across the United Kingdom.

It was agreed to recommend that retrospective approval be given to:-

• the hosting by Alderman J Tinsley (Immediate Past Chairman of Committee) of a small reception on the 8th June 2016 for the Boys’ Brigade in recognition of their receipt of the Queen’s Award for Volunteering, this reception having been agreed by The Right Worshipful The Mayor at that time, Councillor R T Beckett;

• the expenditure which had been incurred in connection with the above reception, such expenditure having included a small gift.

The Right Worshipful The Mayor, Councillor B Bloomfield, advised Members that he – together with a number of other distinguished guests - had attended the official presentation of the Queen’s Award to the Boys’ Brigade at their Northern Ireland Headquarters at Newport, Hillsborough, the previous day.

5.8 ABF The Soldiers’ Charity Beating Retreat & Annual Awards Ceremony Sergeants’ Mess, Thiepval Barracks, Lisburn 29th June 2016 – 7.30 pm

Members had been provided with copy of an e-mail dated the 31st May 2016 from ABF The Soldiers’ Charity regarding the above event. An attendant poster had also been provided. Tickets for the event were £35.00 per person.

It was agreed to recommend that two tickets be purchased for the above event, the allocation of same to be left to the Chairman of the Corporate Services in association with the Director.

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CSC 21.06.2016 5.8 ABF The Soldiers’ Charity Beating Retreat & Annual Awards Ceremony Sergeants’ Mess, Thiepval Barracks, Lisburn 29th June 2016 – 7.30 pm (Continued)

It was further agreed that the Council be responsible for the payment of approved expenses in this regard,

Members were reminded that they themselves could purchase tickets for the event.

5.9 Northern Ireland Local Government Association Annual Conference & Exhibition 5th & 6th October 2016 Hastings Everglade Hotel, Londonderry

Members had been provided with details of the above conference, the cost of a Member’s attendance thereat having been estimated at £302.70.

It was noted that:-

• two free places had been offered for the “First Citizen”, namely The Right Worshipful The Mayor, Councillor B Bloomfield, and a senior council representative, the Chief Executive having indicated that she hoped to attend the conference;

• to celebrate the Year of Food & Drink 2016, NILGA was hosting a networking reception in the Guildhall, Londonderry on the 5th October 2016. Each Council was being allocated two guest places for this event, however no additional tickets were available as places were limited.

It was agreed to recommend that:-

• in addition to the two free places being provided by NILGA and which were for (1) the Chief Executive and The Right Worshipful The Mayor, Councillor B Bloomfield, a further eight places be booked at the conference for the Council’s representatives on NILGA, ie Aldermen W J Dillon, D Drysdale, A G Ewart, M Henderson, W A Leathem and S Martin; Councillors A Givan and U Mackin;

• the attendance of two Council delegates to the networking reception being held in the Guildhall, Londonderry on the 5th October 2016 be noted;

• the Council be responsible for the payment of any approved expenditure that may be incurred in regard to the NILGA conference and networking event on the 5th & 6th October 2016.

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5.10 Northern Ireland Garrison Support Unit Fireworks Display at Lisburn Station (Thiepval Barracks) Thursday 3rd November 2016 Request for Financial Assistance

Members had been provided with a copy of a letter dated the 25th May 2016 from the Northern Ireland Garrison Support Unit in Thiepval Barracks seeking financial assistance for their annual Lisburn Station Fireworks Display on the 3rd November 2016. The event would be open to the local community and a collection would be made for the Mayor’s Charity. Financial assistance of £5,000 (compared to £4,000 in previous years) was being sought so as to enhance the 2016 event.

It was agreed to recommend that financial assistance in the sum of £5,000.00 be awarded to the Northern Ireland Garrison Support Unit in Thiepval Barracks in respect of its annual Lisburn Station Fireworks Display on the 3rd November 2016.

5.11 Whanganui District Council 2017 New Zealand Master Games 3rd – 12th February 2017

The Committee was aware of the friendship arrangement between the previous Lisburn City Council and Whanganui, New Zealand.

Members had been provided with a copy of a letter dated the 25th May 2016 from the Sister Cities Co-Ordinator of Whanganui District Council extending an invitation to the Council to visit/be represented at/participate in the 28th Annual New Zealand Masters Games being held in Whanganui from the 3rd – 12th February 2017.

It was agreed that the correspondence referred to above be passed to the Leisure & Community Development Committee for dealing with.

5.12 Seafarers UK Merchant Navy Day – Saturday 3rd September 2016 Request to fly the Red Ensign

Members had been provided with a copy of a letter dated May 2016 from Seafarers UK inviting the Council to mark Merchant Navy Day on the 3rd September 2016 by the flying of the Red Ensign. Merchant Navy Day seeks “to remember the sacrifices, salute the courage and support the future of the often unsung personnel of our Merchant Navy”.

Seafarers UK had suggested that a flag-hoisting ceremony be held, the guests to include local Merchant Navy veterans and Sea Cadets. Red Ensigns of various sizes were available to purchase, their purchase price ranging from £21.82 to £36.02.

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CSC 21.06.2016 5.12 Seafarers UK Merchant Navy Day – Saturday 3rd September 2016 Request to fly the Red Ensign (Continued)

It was agreed to recommend that:-

• the request from Seafarers UK for the Council to participate in Merchant Navy Day on the 3rd September 2016 by the flying of the Red Ensign be acceded to;

• the LVI Centre Manager be identified as the contact person for registration for the event and the purchase of the Red Ensign;

• in consultation with the Chairman of the Committee and The Right Worshipful The Mayor, the Head of Central Support Services be delegated authority to arrange the event and the associated reception and to incur the necessary expenditure in this regard.

5.13 Executive Office Strategic Policy, Equality & Good Relations Directorate Consultation on the Draft Programme for Government Framework – 2016-2021 (Closing Date: 22nd July 2016)

The above consultation document was available at https://www.northernireland.gov.uk/sites/default/files/consultations/newnigo v/draft-pfg-framework-2016-21.pdf.

It was agreed to recommend that the above consultation document be referred to the Community Planning Partnership (CPP) with the CPP formulating and submitting a response on behalf of the Council.

5.14 Lagan Valley Island - Fountain

In furtherance of decisions of the Committee at its meeting held on the 12th April 2016, the Director reported that as the cost to remove the fountain was £1,290.00, instructions had been issued to Council staff to have this removed. Subject to the availability of the diver and Depot staff, this removal should be executed by the end of June 2016. The redundant fountain would be sold if possible and - if not - scrapped.

5.15 Rate Statistics 2016/2017

The Director reported the receipt of the Rate Statistics 2016/2017 from the Local Government Policy Division of the Department for Communities. The publication had been forwarded to all Members on the 18th May 2016. Comparative information and the extract regarding Lisburn & Castlereagh City Council had been provided with the Director’s report.

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5.16 Brackenvale Post Office, 520 Saintfield Road, Carryduff, Belfast, BT8 8EU - Change to Main-Style Branch

The Committee noted the content of a letter dated the 13th June 2016 from the Post Office advising that Brackenvale Post Office would change to a main-style branch as of the 27th July 2016 at 1.00 pm. To facilitate this change, the branch would close on Monday 18th July 2016 at 5.30 pm.

Additional Report

5.17 Report of Head of Central Support Services

Dealt with under Item 5.1.15.

5.18 Report of Head of Finance & It

Dealt with under Item 5.2.1.

5.19 Councillors’ Allowances Addenda to Guidance on Councillor Allowances

Dealt with under Item 5.5.

5.20 Royal Irish Regiment – Presentation of Colours Use of Wallace Park, Lisburn for Parade

Members had been provided with a copy of a letter dated the 15th June 2016 from the Royal Irish Regiment advising that they were to be presented with new Colours in the summer of 2018 and enquiring as to the possibility of holding the associated parade in Wallace Park.

The Director pointed out that the correspondence was being reported to the Corporate Services Committee as the June 2016 meeting of the Leisure & Community Development Committee had already taken place.

It was agreed to recommend that:-

• the request of the Royal Irish Regiment as contained in its letter of the 15th June 2016 for the use of Wallace Park, Lisburn in the summer of 2018 to hold an event and parade to mark the presentation of new Colours to that Regiment be supported;

• the letter dated the 15th June 2016 from the Royal Irish Regiment be referred to the Leisure & Community Services Department for final decision and appropriate action in view of the fact that that department was responsible for Wallace Park.

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5.21 National Association of Councillors Attendee for National Executive/General Management Meetings

Members were reminded of those Members who had been appointed to the National Association of Councillors at the Annual Meeting of the Council held on the 14th June 2016.

Members were also reminded of the decision of the Committee at its meeting held on the 15th April 2015 that:-

• Alderman T Jeffers who had been approved by the National Board of the NAC to attend the National Executive/General Management meetings in London be authorised to attend any of those meetings that may be organised;

• the Council be responsible for the payment of any approved expenses incurred by Alderman Jeffers in this regard.

Alderman Jeffers confirmed that he was still the member approved by the National Board of the NAC to attend the National Executive/General Management meetings in London. Accordingly, it was agreed to recommend that the attendance of Alderman T Jeffers at meetings of the National Executive/General Management of the National Association of Councillors be authorised and that the Council be responsible for the payment of any approved expenses incurred by Alderman Jeffers in this regard.

5.22 Royal British Legion – Lisburn Branch Visit to Dublin (July 2016) Request for Financial Assistance

Members had been provided with a copy of a letter dated the 20th June 2016 from the Lisburn Branch of the Royal British Legion seeking financial assistance in the sum of £500.00 to enable them to attend a wreath laying ceremony at Island Bridge, Dublin on the 9th and 10th July 2016 where they would lay wreaths on behalf of the Ulster Division and the RBL (Lisburn). The group would also be attending the Royal Hospital Dublin on the 10th July 2016.

It was agreed to recommend that above request be acceded to.

6. Confidential Report of Director of Corporate Services

Dealt with under Item 4.

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7. Any Other Business

7.1 National Breastfeeding Celebration Week 18th – 27th June 2016 Councillor S Carson

Councillor S Carson informed those present of the National Breastfeeding Celebration Week (18th – 27th June 2016) and – given that there were several support groups within the Council’s area – enquired if the Lagan Valley Island building could be lit up for one day to mark the celebration week.

It was agreed that Lagan Valley Island be lit up on one evening this week and that - subject to the foils being available – the colour pink be used.

7.2 Occurrence at Lagan Valley Island Sunday 19th June 2016 Deputy Mayor, Alderman S Martin

The Deputy Mayor, Alderman S Martin, expressed his thanks to those staff of Lagan Valley Island who had assisted the PSNI in an incident involving a member of the public at LVI/River Lagan on the 19th June 2016.

7.3 Screening of Euros 2016 Football Match in Market Square, Lisburn Deputy Mayor, Alderman S Martin

Given that there was a strong possibility that the Northern Ireland football team might reach the last 16 of the 2016 Euros and that – if so – their match would be played within the next few days, the Deputy Mayor, Alderman S Martin, stated that he would hope that this match could be screened in Market Square, Lisburn.

It was proposed by the Deputy Mayor, Alderman S Martin, seconded by Councillor B Mallon and agreed that if in the event of the Northern Ireland football team securing a place in the last 16 of the 2016 Euros, their next match which would be played within the next few days, be screened in Market Square, Lisburn and that the Leisure & Community Services Department be asked to progress this accordingly.

7.4 Chairman of Committee, Councillor O Gawith – Birthday Deputy Mayor, Alderman S Martin

The Deputy Mayor, Alderman S Martin, congratulated the Chairman, Councillor O Gawith, for the manner in which he had chaired the meeting. The Deputy Mayor also wished Councillor Gawith a happy birthday. Councillor Gawith responded appropriately.

The Deputy Mayor, Alderman S Martin; Councillors A Grehan and V Kamble left the meeting. (9.14 pm)

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7.5 Cancer Focus NI (previously Ulster Cancer Foundation) Councillor John Palmer

Councillor John Palmer referred to an association which Hillsborough Old Guard had forged with Cancer Focus NI (previously known as the Ulster Cancer Foundation) and suggested that the Council also become involved with that charity.

These comments were noted.

There being no further business, the meeting terminated at 9.15 pm.

______MAYOR/CHAIRMAN

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LISBURN AND CASTLEREAGH CITY COUNCIL MEETING OF CORPORATE SERVICES COMMITTEE – 13TH SEPTEMBER 2016

REPORT BY DIRECTOR OF CORPORATE SERVICES

PURPOSE AND BACKGROUND

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

The following decisions are required:

To receive the Chief Electoral Officer for Northern Ireland in order to discuss the closure of regional electoral offices as from the Electoral Office’s perspective and to agree that the appropriate action be taken thereafter.

To consider the potential financial implications of the withdrawal of EU funding on those Council projects which are either totally or partially funded by the European Union.

To consider the report of the Head of Central Support Services.

To consider the report of the Head of Finance & IT.

To consider the report of the Acting Head of Human Resources & Organisation Development.

To consider the report of the Head of Marketing & Communications.

To agree that the revised rates for maximum basic and special responsibility allowances applicable from the 1st April 2016 be accepted and applied from that date. To further agree that Circular LG 14/2016 from the Local Government Policy Division which consolidates all Councillor allowances be noted. To also agree that the Council’s updated Scheme of Allowances Payable to Councillors for the periods 1st April 2016 – 31st March 2017 and the 1st April 2017 – 31st March 2018 be approved.

To agree that any comments which Members may wish to make on the revised definition of a qualifying carer be submitted to the Local Government Policy Division by the extended closing date of the 14th September 2016.

To consider the consultation from the Department for Communities and if Members wish officers to confirm to the Department that it is the Council’s view that councils should be permitted to pay for broadband, telephone calls and mobile data costs for Elected Members. To agree that, in the event that the Department approves the payment of these costs, that with the exception of the current £2.50 that Members pay towards the costs of calls which would no longer be applicable, the current download allowances for mobile data on iPhones/iPads remain and that Elected Members are responsible for any mobile data and call costs incurred in excess of the current/revised tariffs as outlined above.

To consider the consultation from the Department for Communities and whether officers are to confirm to the Department that it is the Council’s view that councils should be permitted to pay for broadband, telephone calls and mobile data costs for Elected Members. In the event that the Department approves the payment of these costs, to agree that with the exception of the current £2.50 that members pay towards the costs of calls which would no longer be applicable, the current download allowances for mobile data on iPhones/iPads remain and that Elected Members are responsible for any mobile data and call costs incurred in excess of the current/revised tariffs as outlined.

To agree that the current procedure continue whereby hard copies of reports, minutes etc are not provided for meetings of the Council and its committees. A hard copy will continue to be provided for the Mayor at Council meetings and for the Chairman at his/her Committee meeting. To further agree that only in exceptional circumstances would the above policy be deviated from. This would include when the IPad is in for repair as confirmed by IT Services.

To note the final attendees at the Somme Pilgrimage 2016, together with the report of attendance.

To agree that the names of the attendees for the Somme Pilgrimage in 2017 (eight Members and two Officers) be identified as soon as possible and that arrangements for the visit progress as appropriate.

To consider the request from the Chief Executive of the Reserve Forces and Cadets Association for Northern Ireland, and the information/ recommendation included in the Director’s report in relation to Armed Forces Day.

To agree that any comments which Members may wish to make on the Northern Ireland Fire & Rescue Service’s consultation entitled “Section 75 Consultation Exercise on NIFRS Volunteering Policy” be submitted to the NIFRS by the stipulated closing date of the 30th September 2016.

To agree that any comments which Members may wish to make on the Northern Ireland Fire & Rescue Service’s consultation entitled “NIFRS Corporate Procurement Strategy & Procurement Policy” be submitted to the NIFRS by the stipulated closing date of the 28th October 2016.

To agree that any comments which Members may wish to make on the Northern Ireland Fire & Rescue Service’s consultation entitled “NIFRS Equality & Inclusion Statement and Equal Opportunities Policy” be submitted to the NIFRS by the stipulated closing date of the 11th November 2016.

To agree that any comments which Members may wish to make on the Probation Board for Northern Ireland’s consultation entitled “Corporate Plan Consultation 2017-20” be submitted to the NI Probation Board by the stipulated closing date of the 14th October 2016.

To agree that any comments which Members may wish to make on the Northern Ireland Courts & Tribunal Service’s consultation entitled “Lord Chief Justice Direction: Single Jurisdiction” be submitted to the Lord Chief Justice’s Office on the 14th September 2016.

To agree that any comments which Members may wish to make on the Department for Communities’ consultation on the change to the frequency of DFC statistical publication be submitted to the Department for Communities by the extended closing date of the 16th September 2016.

To agree that any comments which Members may wish to make on the Department for the Economy’s consultation on a revised version of Statement of Insolvency Practice 15 be submitted to the Department for the Economy by the extended closing date of the 14th September 2016.

To agree that any comments which the Committee may wish to make on Translink’s proposal to provide a Park & Ride facility at Moira Train Station be submitted to Translink by the stipulated closing date of the 30th November 2016. To approve the attendance of any Member who may wish to attend the public information meeting at Moira Train Station on the 22nd September 2016.

To note the report in relation to Off-Street Car Parking.

To note the Final Circular Letter in respect of the NILGOSC Funding Strategy Statement.

To note the change to a main-style branch of Pond Park Post Office, 1 Pond Park Road, Lisburn, BT28 3LH, as from 1.00 pm on the 21st October 2016.

ITEMS FOR DECISION

1. CLOSURE OF REGIONAL ELECTORAL OFFICES ATTENDANCE OF CHIEF ELECTORAL OFFICER FOR NORTHERN IRELAND

I refer to the decision of the Council at its meeting held on the 26th July 2016 that the Chief Electoral Officer for Northern Ireland (Mr Graham Shields) be invited to attend a meeting of the Corporate Services Committee to discuss the closure of regional electoral offices as from the Electoral Office’s perspective.

Mr Shields shall be in attendance at 7.45 pm.

Recommendation

It is recommended that the Chief Electoral Officer for Northern Ireland be received at the meeting in order to discuss the closure of regional electoral offices as from the Electoral Office’s perspective and that the appropriate action be taken thereafter.

2. COUNCIL EU-FUNDED PROJECTS

Attached at Appendix 1 DCS is a schedule of Council projects which are either totally or partially funded by the European Union.

Given the outcome of the EU Referendum to exit Europe, the Committee is being made aware of the level of EU funding applicable to these projects and consequently the potential financial implications to the Council if this funding is withdrawn.

The Rural Development Manager shall be in attendance at the meeting in order to answer any questions which Members may have on this matter.

Recommendation

It is recommended that the potential financial implications of the withdrawal of EU funding on those Council projects which are either totally or partially funded by the European Union be considered.

3. REPORT OF HEAD OF CENTRAL SUPPORT SERVICES

Attached at Appendix 2 DCS is a report from the Head of Central Support Services in respect of items under her remit.

Recommendation

It is recommended that the report of the Head of Central Support Services be considered.

4. REPORT OF HEAD OF FINANCE & IT

Attached at Appendix 3 DCS is a report from the Head of Finance & IT in respect of items under her remit.

Recommendation

It is recommended that the report of the Head of Finance & IT be considered.

5. REPORT OF ACTING HEAD OF HUMAN RESOURCES & ORGANISATION DEVELOPMENT

Attached at Appendix 4 DCS is a report from the Acting Head of Human Resources & Organisation Development in respect of items under her remit.

Recommendation

It is recommended that the report of the Acting Head of Human Resources & Organisation Development be considered.

6. REPORT OF HEAD OF MARKETING & COMMUNICATIONS

Attached at Appendix 5 DCS is a report from the Head of Marketing & Communications in respect of items under their remit.

Recommendation

It is recommended that the report of the Head of Marketing & Communications be considered.

7. MEMBERS’ ALLOWANCES

7.1 Scheme of Allowances Payable to Councillors 1st April 2016 – 31st March 2017 and 1st April 2017 - 31st March 2018

Attached hereto under Appendix 6 DCS is a copy of Circular LG 14/2016 from the Local Government Policy Division of the Department for Communities which provides a consolidated record of all current councillor allowances and supersedes Local Government Circular 12/2016. This consolidated circular is required to determine and reflect a determination of maximum basic and special responsibility allowances applicable from the 1st April 2016.

The revised rates enclosed in this circular have been used to update the Council’s Scheme of Allowances Payable to Councillors for the periods 1st April 2016 – 31st March 2017 and the 1st April 2017 – 31st March 2018 which is attached at Appendix 7 DCS.

7.1 Scheme of Allowances Payable to Councillors 1st April 2016 – 31st March 2017 and 1st April 2017 - 31st March 2018 (Continued)

Recommendation

It is recommended that:-

• the revised rates for maximum basic and special responsibility allowances applicable from the 1st April 2016 be accepted and applied from that date;

• Circular LG 14/2016 from the Local Government Policy Division which consolidates all Councillor allowances be noted;

• the Council’s updated Scheme of Allowances Payable to Councillors for the periods 1st April 2016 – 31st March 2017 and the 1st April 2017 – 31st March 2018 be approved.

7.2 Dependants’ Carers’ Allowance – Proposal to widen definition (Extended closing date: 14th September 2016)

Attached hereto under Appendix 8 DCS is a copy of a letter dated the 26th August 2016 from the Local Government Policy Division of the Department for Communities containing a wider definition of a qualifying carer. The proposed new definition is as follows:-

“A carer is defined as a responsible person over 16 years old who does not normally live with the councillor as part of that household; and is not a parent/guardian of the dependent child.”.

Recommendation

It is recommended that any comments which Members may wish to make on the revised definition of a qualifying carer be submitted to the Local Government Policy Division by the extended closing date of the 14th September 2016.

8. DEPARTMENT FOR COMMUNITIES CONSULTATION RE PROVISION OF BROADBAND, TELEPHONE CALLS AND MOBILE DATA COSTS FOR ELECTED MEMBERS (CLOSING DATE: 14TH SEPTEMBER 2016)

Attached hereto under Appendix 9 DCS is a report prepared in respect of the above following receipt of a letter dated the 2nd September 2016 from the Department for Communities seeking views on the provision of broadband, telephone calls and mobile data for elected members.

Recommendation

It is recommended that the recommendations of the attached report be considered, ie that:-

• Members consider the consultation from the Department for Communities and whether they wish officers to confirm to the Department that it is the Council’s view that councils should be permitted to pay for broadband, telephone calls and mobile data costs for Elected Members.

• In the event that the Department approves the payment of these costs, that with the exception of the current £2.50 that members pay towards the costs of calls which would no longer be applicable, the current download allowances for mobile data on iPhones/iPads remain and that Elected Members are responsible for any mobile data and call costs incurred in excess of the current/revised tariffs as outlined above.

9. PROVISION OF COUNCIL/COMMITTEE REPORTS, MINUTES ETC BY ELECTRONIC MEANS

Members are advised that – at its meeting held on the 16th April 2014 – the Statutory Transition Committee of Lisburn City & Castlereagh Borough Councils agreed that in the interest of business efficiency and in continuation of current arrangements, the purchase of IPads for Members of the new Council be approved on the basis of a Business Case which had been provided in this regard.

The business case stated that documents were being produced in a format which was compatible with IPads and – amongst other things – the provision of an IPad would provide for:

• More effective document management (meeting papers) • Reduction in paper consumption and the environmental impact.

In line with the above and as IPads continue to be the optimum mechanism for office efficiency, it is recommended that:-

9. PROVISION OF COUNCIL/COMMITTEE REPORTS, MINUTES ETC BY ELECTRONIC MEANS (Continued)

Recommendation

• The current procedure continue whereby hard copies of reports, minutes etc are not provided for meetings of the Council and its committees. A hard copy will continue to be provided for the Mayor at Council meetings and for the Chairman at his/her Committee meeting.

• Only in exceptional circumstances would the above policy be deviated from. This would include when the IPad is in for repair as confirmed by IT Services.

10. SOMME PILGRIMAGES

10.1 2016 Pilgrimage – Report of Attendance

I wish to report that The Right Worshipful The Mayor, Councillor R B Bloomfield MBE, Aldermen W J Dillon MBE and W A Leathem, Councillors J Baird, R T Beckett, P Catney, V Kamble, U Mackin, B Mallon and R Walker, represented the Council at the centenary of the Battle of the Somme in France and Belgium from the 29th June – 3rd July 2016. The Transition Manager and the Director of Corporate Services accompanied the Elected Members. A report on this matter as prepared by the Director of Corporate Services is attached at Appendix 10 DCS for Members’ information.

Recommendation

It is recommended that the final attendees at the Somme Pilgrimage 2016, together with the report of attendance be noted.

10.2 2017 Pilgrimage – Attendees & Arrangements

The Committee is reminded that - at its meeting held on the 28th January 2015 - the Council (in Shadow form) agreed that a maximum of eight Members, plus Officers, attend the Somme Pilgrimage in 2017. The number of officers for this trip is normally two.

Preliminary work has commenced on this visit in terms of accommodation. In order to achieve best price for flights etc, it is important that flights are booked as soon as they become available on the relevant website.

Recommendation

It is recommended that the names of the attendees for the Somme Pilgrimage in 2017 (eight Members and two Officers) be identified as soon as possible and that arrangements for the visit progress as appropriate.

11. ARMED FORCES DAY

Attached at Appendix 11 DCS, is a copy of a letter dated the 28th July 2016 from the Chief Executive of the Reserve Forces and Cadets Association for Northern Ireland, seeking the Council’s agreement to host Armed Forces Day in 2017. The Council had previously, in response to earlier correspondence, offered to host Armed Forces Day in 2018, this being the centenary year of the ending of WW1 and also of the formation of the RAF.

Attached at Appendix 12 DCS is a report from the Director of Corporate Services on this issue.

Recommendation

It is recommended that Members consider the request from the Chief Executive of the Reserve Forces and Cadets Association for Northern Ireland, and the information/recommendation included in the Director’s report.

12. NORTHERN IRELAND FIRE & RESCUE SERVICE - CONSULTATIONS

12.1 “Section 75 Consultation Exercise on NIFRS Volunteering Policy” (Closing Date: 30th September 2016)

Attached hereto at Appendix 13 DCS is copy of a letter received by e-mail on the 8th July 2016 from the Northern Ireland Fire & Rescue Service regarding the above consultation.

The consultation documentation is available at http://www.nifrs.org/consultation.

Recommendation

It is recommended that any comments which Members may wish to make on the Northern Ireland Fire & Rescue Service’s consultation entitled “Section 75 Consultation Exercise on NIFRS Volunteering Policy” be submitted to the NIFRS by the stipulated closing date of the 30th September 2016.

12.2 NIFRS Corporate Procurement Strategy & Procurement Policy (Closing Date: 28TH October 2016)

Attached hereto at Appendix 14 DCS is copy of a letter received by e-mail on the 5th August 2016 from the Northern Ireland Fire & Rescue Service regarding the above consultation.

The consultation documentation is available at http://www.nifrs.org/consultation.

Recommendation

It is recommended that any comments which Members may wish to make on the Northern Ireland Fire & Rescue Service’s consultation entitled “NIFRS Corporate Procurement Strategy & Procurement Policy” be submitted to the NIFRS by the stipulated closing date of the 28th October 2016.

12.3 NIFRS Equality & Inclusion Statement and Equal Opportunities Policy (Closing Date: 11th November 2016)

Attached hereto at Appendix 15 DCS is copy of a letter received by e-mail on the 19th August 2016 from the Northern Ireland Fire & Rescue Service regarding the above consultation.

The consultation documentation is available at http://www.nifrs.org/consultation.

Recommendation

It is recommended that any comments which Members may wish to make on the Northern Ireland Fire & Rescue Service’s consultation entitled “NIFRS Equality & Inclusion Statement and Equal Opportunities Policy” be submitted to the NIFRS by the stipulated closing date of the 11th November 2016.

13. PROBATION BOARD FOR NORTHERN IRELAND CORPORATE PLAN CONSULTATION 2017-20 (CLOSING DATE: 14TH OCTOBER 2016)

Attached hereto at Appendix 16 DCS is copy of a letter dated the 5th August 2016 from the Probation Board for Northern Ireland regarding the above consultation.

The consultation documentation is available at http://www.pbni.org.uk/corporate-plan- consultation-2017-20/.

Recommendation

It is recommended that any comments which Members may wish to make on the Probation Board for Northern Ireland’s consultation entitled “Corporate Plan Consultation 2017-20” be submitted to the NI Probation Board by the stipulated closing date of the 14th October 2016.

14. NORTHERN IRELAND COURTS & TRIBUNALS SERVICE SINGLE JURISDICTION IN NORTHERN IRELAND CONSULTATION – “LORD CHIEF JUSTICE DIRECTION: SINGLE JURISDICTION” (CLOSING DATE: 2ND SEPTEMBER 2016)

Attached hereto at Appendix 17 DCS is a copy of a letter dated the 22nd August 2016 from the Northern Ireland Courts & Tribunals Service regarding new administrative arrangements for the Court Divisions. It is proposed that the current rigid statutory framework of court boundaries for County Courts and Magistrates’ Courts will be replaced with a single jurisdiction within Northern Ireland with three Administrative Court Divisions. Lisburn Court shall fall within the Northern Eastern Administrative Court Division.

14. NORTHERN IRELAND COURTS & TRIBUNALS SERVICE SINGLE JURISDICTION IN NORTHERN IRELAND CONSULTATION – “LORD CHIEF JUSTICE DIRECTION: SINGLE JURISDICTION” (CLOSING DATE: 2ND SEPTEMBER 2016) (Continued)

A consultation on this matter can be accessed at http://www.courtsni.gov.uk/en- GB/Services/CourtLists/LCJDirections/Pages/default.aspx.

These proposals have emanated from a previous consultation entitled “Redrawing the Map: A Consultation on Court Boundaries in Northern Ireland”.

An extension for the receipt of comments was sought, however the Lord Chief Justice’s Office has stated that a late submission of comments could not be guaranteed consideration as it has to make decisions on this matter “very soon”.

Recommendation

It is recommended that any comments which Members may wish to make on the Northern Ireland Courts & Tribunal Service’s consultation entitled “Lord Chief Justice Direction: Single Jurisdiction” be submitted to the Lord Chief Justice’s Office on the 14th September 2016.

15. DEPARTMENT FOR COMMUNITIES CONSULTATION ON PROPOSED CHANGE TO THE FREQUENCY OF DFC STATISTICAL PUBLICATION (EXTENDED CLOSING DATE: 16TH SEPTEMBER 2016)

I wish to advise that the Department for Communities is consulting on a proposal to reduce the frequency of Creative Industries Economic Estimates from an annual to a triennial publication. The consultation can be accessed at https://www.communities- ni.gov.uk/consultations.

Recommendation

It is recommended that any comments which Members may wish to make on the Department for Communities’ consultation on the change to the frequency of DFC statistical publication be submitted to the Department for Communities by the extended closing date of the 16th September 2016.

16. DEPARTMENT FOR THE ECONOMY CONSULTATION ON STATEMENT OF INSOLVENCY PRACTICE 15 (EXTENDED CLOSING DATE: 14TH SEPTEMBER 2016)

I wish to advise that the Department for the Economy is consulting on a revised version of Statement of Insolvency Practice 15. The consultation can be accessed at https://www.economy-ni.gov.uk/consultations.

Recommendation

It is recommended that any comments which Members may wish to make on the Department for the Economy’s consultation on a revised version of Statement of Insolvency Practice 15 be submitted to the Department for the Economy by the extended closing date of the 14th September 2016.

17. MOIRA TRAIN STATION – PROPOSED PARK & RIDE FACILITY (CLOSING DATE: 30TH NOVEMBER 2016) AND PUBLIC INFORMATION MEETING AT MOIRA TRAIN STATION ON 22ND SEPTEMBER 2016 FROM 3.00 PM – 6.30 PM.

Attached hereto are the following items of correspondence in relation to a proposal by Translink to provide a Park & Ride facility at Moira Train Station:-

• Letter dated the 5th September 2016 from Translink (Appendix 18 DCS) • Leaflet and attendant map from Translink (Appendix 19 DCS) • Press release dated the 2nd September 2016 from Translink (Appendix 20 DCS)

It is to be noted that a public information meeting is being held at Moira Train Station on the 22nd September 2016 from 3.00 pm – 6.30 pm.

Recommendation

It is recommended that any comments which the Committee may wish to make on Translink’s proposal to provide a Park & Ride facility at Moira Train Station be submitted to Translink by the stipulated closing date of the 30th November 2016.

It is further recommended that the attendance of any Member who may wish to attend the public information meeting at Moira Train Station on the 22nd September 2016 be approved.

ITEMS FOR NOTING

18. OFF-STREET CAR PARKING

Attached hereto at Appendix 21 DCS is a copy of a report providing an update on the service delivery of the Off-Street Car Parking function since it was assumed by the Council in April 2015.

Recommendation

It is recommended that the report in relation to Off-Street Car Parking be noted.

19. NORTHERN IRELAND LOCAL GOVERNMENT OFFICERS’ SUPERANNUATION COMMITTEE FUNDING STRATEGY STATEMENT

Members are advised that – at its meeting held on the 10th May 2016 – the Committee noted the NILGOSC Funding Strategy Statement in draft form. I now attach under Appendix 22 DCS a copy of the Final Circular Letter dated the 1st September 2016 which has been received from NILGOSC in this regard. The finalised Funding Strategy Statement shall be available at the meeting.

Recommendation

It is recommended that the Final Circular Letter in respect of the NILGOSC Funding Strategy Statement be noted.

20. POND PARK POST OFFICE, 1 POND PARK ROAD, LISBURN, BT28 3LH CHANGE TO MAIN-STYLE BRANCH

Attached hereto at Appendix 23 DCS is a copy of a letter dated the 6th September 2016 from the Post Office advising that Pond Park Post Office shall change to a main- style branch as of Friday 21st October 2016 at 1.00 pm. To facilitate this change, the branch shall close on Wednesday 12th October at 5.30 pm.

Recommendation

It is recommended that the change to a main-style branch of Pond Park Post Office, 1 Pond Park Road, Lisburn, BT28 3LH, as from 1.00 pm on the 21st October 2016 be noted.

ADRIAN DONALDSON MBE DL FCMI DIRECTOR OF CORPORATE SERVICES 8TH SEPTEMBER 2016 Appendix 1 DCS

Appendix 2 DCS

LISBURN AND CASTLEREAGH CITY COUNCIL MEETING OF CORPORATE SERVICES COMMITTEE – 13TH SEPTEMBER 2016

REPORT BY HEAD OF CENTRAL SUPPORT SERVICES

PURPOSE AND BACKGROUND

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

The following decisions are required:

To consider the report on ceremonial insignia for former Mayors.

To consider the options outlined in order to consider the most appropriate way forward in regard to Mayoral and Chief Executive Portraits (new Council and the legacy Councils) and also in regard to the Council Chamber at Bradford Court.

To retrospectively approve the attendance of any Member who may have visited the Hydroease Flotation Centre at Dundonald on the 12th August 2016 and to pay approved expenses in this regard.

To consider the request from AMH Action Mental Health for the Council to light its offices in purple on World Mental Health Day, the 10th October 2016.

To consider the request from the Pancreatic Cancer Research Fund for the Council to light its offices in purple on a nominated day in November 2016 and that, if agreed, to agree that the light-up be the 17th November 2016 which is World Pancreatic Cancer Day.

To consider the request from Christ Church Lisburn for funding towards an event to celebrate 175 years of Ministry to the people of Lisburn.

To agree that any comments which Members may wish to make on the Department of Justice’s consultation entitled “Witness Charter - A Charter for Witnesses of Crime” be submitted to the Department of Justice by the stipulated closing date of the 27th September 2016.

To note the membership of the Health Working Group for 2016/2017.

To note the minutes of the meeting of the Health Working Group held on the 14th April 2016. To note correspondence dated the 13th June 2016 from the South Eastern Health & Social Care Trust by way of a response to the Council’s concerns on the implementation of the no-smoking policy at South Eastern Health & Social Care Trust premises.

To note the service of the Northern Ireland Branch of the National Malaya & Borneo Veterans’ Association at the Pantridge Memorial, Lagan Valley Island on Saturday 1st October 2016.

To note the decision by Libraries NI not to have to reduce the opening hours of Lisburn Library.

To note that the Vice-Chairman of the Lisburn & Castlereagh Policing & Community Partnership as from the 1st September 2016 is Ms Christine McCullough.

To note the minutes of meetings of the Lisburn & Castlereagh PCSP held on the 19th April and 17th May 2016.

To note the schedule of forthcoming meetings of the Lisburn & Castlereagh PCSP.

To note the progress report on the operation of the CCTV System.

ITEMS FOR DECISION

1. CEREMONIAL INSIGNIA FOR FORMER MAYORS

I refer to the decision of the Committee at its previous meeting that:-

• the provision of a jewel as displayed at the meeting be not proceeded with but that a report with further options and costs be reported to the September 2016 meeting of the Committee;

• as part of the report to the Committee, the actual number of persons to whom this jewel would apply is made known.

I now attach under Appendix 1 CSS a copy of a report which has been prepared in regard to the above.

Recommendation

It is recommended that the report on ceremonial insignia for former mayors be considered.

2. MAYORAL & CHIEF EXECUTIVE PORTRAITS AND COUNCIL CHAMBER AT BRADFORD COURT

With the establishment of Lagan Valley Island as the Council headquarters, it is timely to sensitively consider the issue of Mayoral and Chief Executive Portraits (new Council and the legacy Councils) and also the Council Chamber at Bradford Court.

Attached under Appendix 2 CSS is a report outlining options for Members’ consideration.

Recommendation

It is recommended that Members consider the options outlined in order to consider the most appropriate way forward in regard to Mayoral and Chief Executive Portraits (new Council and the legacy Councils) and also the Council Chamber at Bradford Court.

3. HYDROEASE FLOTATION CENTRE C3 INSPIRE BUSINESS PARK, DUNDONALD VISIT ON FRIDAY, 12TH AUGUST 2016

Attached under Appendix 3 CSS is a copy of an e-mail dated the 8th August 2016 from Ms Julie-Ann Spence (Senior Journalist & Entertainment Editor at the Ulster Star) regarding the Hydroease Flotation Centre at Dundonald which seeks to provide pain relief for people suffering from fibromyalgia. The therapists at the centre also work with people suffering post-traumatic stress disorder and adults and children with mental health issues.

The centre agreed to facilitate a visit thereto on Friday 12th August 2016 at 11.00 am and Councillor O Gawith (Chairman of the Committee and of the Health Working Group) agreed to this. All Members were notified accordingly on the 9th August 2016.

Recommendation

It is recommended that the attendance of any Member who may have visited the Hydroease Flotation Centre at Dundonald on the 12th August 2016 be retrospectively approved and that approved expenses be paid in this regard.

4. LIGHTING UP OF COUNCIL BUILDINGS

4.1 World Mental Health Day – 10th October 2016 Lighting Up of Council Buildings in Purple

Attached under Appendix 4 CSS is a copy of a letter from AMH Action Mental Health asking that the Council considers lighting its offices in purple on World Mental Health Day, the 10th October 2016.

Recommendation

It is recommended that the request from AMH Action Mental Health for the Council to light its offices in purple on World Mental Health Day, the 10th October 2016, be considered.

4. LIGHTING UP OF COUNCIL BUILDINGS (Continued)

4.2 Pancreatic Cancer Awareness Lighting Up of Council Buildings in Purple 17th November 2016

Attached under Appendix 5 CSS is a copy of an e-mail dated the 27th June 2016 from the Pancreatic Cancer Research Fund asking that the Council considers lighting its offices in purple on a nominated day in November 2016 which is Pancreatic Cancer Awareness Month. World Pancreatic Cancer Day is the 17th November 2016.

Recommendation

It is recommended that the request from the Pancreatic Cancer Research Fund for the Council to light its offices in purple on a nominated day in November 2016 be considered and that, if agreed, the light-up be the 17th November 2016 which is World Pancreatic Cancer Day.

5. CHRIST CHURCH LISBURN – 175TH ANNIVERSARY REQUEST FOR FINANCIAL ASSISTANCE

Attached hereto under Appendix 6 CSS is copy of an e-mail dated the 2nd September 2016 from the Department for Communities referring to a request which they have received from Christ Church Lisburn for funding towards an event to celebrate 175 years of Ministry to the people of Lisburn. Christ Church has received a quotation of £3,000 for the use of Hillsborough Castle for their event.

The option would exist for the event to be held at Lagan Valley Island with the charity discount on room hire operating.

Recommendation

It is recommended that the request from Christ Church Lisburn for funding towards an event to celebrate 175 years of Ministry to the people of Lisburn be considered.

6. DEPARTMENT OF JUSTICE FOR NORTHERN IRELAND CONSULTATION – “WITNESS CHARTER - A CHARTER FOR WITNESSES OF CRIME” (CLOSING DATE: 27TH SEPTEMBER 2016)

I wish to report the receipt of the above consultation from the Department of Justice.

The consultation documentation is available at https://www.justice- ni.gov.uk/consultations/consultation-draft-witness-charter. Consultation documents shall be available at the meeting.

Recommendation

It is recommended that any comments which Members may wish to make on the Department of Justice’s consultation entitled “Witness Charter - A Charter for Witnesses of Crime” be submitted to the Department of Justice by the stipulated closing date of the 27th September 2016. ITEMS FOR NOTING

7. HEALTH WORKING GROUP

7.1 Membership 2016/2017

Further to the previous meeting of the Committee, I wish to advise that the confirmed membership of the Health Working Group for 2016/2017 is as follows:-

PARTY/POST REPRESENTATIVE Chairman of CSC (of the day) Councillor O Gawith Vice-Chairman of CSC (of the day) Councillor B Mallon Mayor of the day Councillor R B Bloomfield DUP Councillor M Tolerton UUP Alderman M Henderson ALLIANCE Councillor V Kamble SDLP Councillor B Hanvey TUV Councillor A Girvin

The Council has agreed that the Chairman and Vice-Chairman of the Health Working Group is the Chair and Vice-Chair of the Corporate Services Committee. For 2016/2017, the Chairman and Vice-Chairman of the Health Working Group are therefore Councillors O Gawith and B Mallon respectively.

Recommendation

It is recommended that the membership of the Health Working Group for 2016/2017 be noted.

7.2 Minutes of Meeting

Attached hereto under Appendix 7 CSS are the minutes of the meeting of the Health Working Group held on the 14th April 2016.

Recommendation

It is recommended that the minutes of the meeting of the Health Working Group held on the 14th April 2016 be noted.

8. SOUTH EASTERN HEALTH & SOCIAL CARE TRUST NO-SMOKING POLICY

I refer to the meeting of Committee held on the 10th May 2016 at which one of the Members reported that he had observed a number of instances of smoking at the Ulster Hospital and at the Royal Group of Hospitals since the 9th March 2016 when a prohibition of smoking in all Health & Social Care sites and premises in Northern Ireland had been introduced. The South Eastern Health & Social Care Trust and the Belfast Health & Social Care Trust had been asked to comment on this matter.

8. SOUTH EASTERN HEALTH & SOCIAL CARE TRUST NO-SMOKING POLICY (Continued)

I now attach under Appendix 8 CSS a copy of a letter dated the 13th June 2016 from the South Eastern Health & Social Care Trust by way of a response to this matter.

Recommendation

It is recommended that correspondence dated the 13th June 2016 from the South Eastern Health & Social Care Trust by way of a response to the Council’s concerns on the implementation of the no-smoking policy at South Eastern Health & Social Care Trust premises be noted.

9. NATIONAL MALAYA & BORNEO VETERANS' ASSOCIATION (NI BRANCH) SERVICE AT PANTRIDGE MEMORIAL, LVI – 1ST OCTOBER 2016

Further to the meeting of Committee on the 10th May 2016, Members are reminded that the service of the Northern Ireland Branch of the National Malaya & Borneo Veterans’ Association at the Pantridge Memorial, Lagan Valley Island, shall be held on Saturday 1st October 2016.

Details of the event shall be notified to Members in due course.

Recommendation

It is recommended that the service of the Northern Ireland Branch of the National Malaya & Borneo Veterans’ Association at the Pantridge Memorial, Lagan Valley Island on Saturday 1st October 2016 be noted.

10. LIBRARIES NI LISBURN CITY LIBRARY - OPENING HOURS

Members will recall that – at its meeting held on the 21st June 2016 – the Committee considered a consultation document from Libraries NI regarding a reduction in the opening hours of Lisburn City Library from 54 hours to 45 hours per week as from November 2016. Similar reductions were planned for each of the 14 busiest libraries of Libraries NI.

The Committee agreed that:-

• by way of the Council’s response to the above consultation, Libraries NI be advised that the Council was opposed to a reduction in the opening hours of Lisburn Library as – in addition to the traditional library service – the facility provided a very important and worthwhile social hub for people, in particular for those persons who may be socially isolated;

• the Council’s response to Libraries NI be reiterated to the Minister for Communities;

10. LIBRARIES NI LISBURN CITY LIBRARY - OPENING HOURS (Continued)

• members of the public be encouraged to respond to the consultation by way of the on-line response questionnaire from Libraries NI;

• in order to publicise the response questionnaire regarding Lisburn Library, a feature about this consultation and/or the link to the response questionnaire be put on the Council’s website.

I now attach under Appendix 9 CSS a copy of a letter dated the 5th August 2016 from Libraries NI advising that the Minister for Communities has allocated an additional £225,000 to Libraries NI to ensure that the reduction in opening hours of the 14 busiest libraries which had been planned for November 2016 so as to live within budget this year, would not now be required. Lisburn Library was one of the 14 which would have been affected.

Recommendation

It is recommended that the decision by Libraries NI not to have to reduce the opening hours of Lisburn Library be noted.

11. LISBURN & CASTLEREAGH POLICING & COMMUNITY SAFETY PARTNERSHIP

11.1 Vice-Chairman

I wish to advise that – at a special meeting of the Independent Membership of the Lisburn & Castlereagh Policing & Community Partnership held on the 16th August 2016, Ms Christine McCullough was elected as Vice-Chairman for 2016/2017.

Recommendation

It is recommended that the Vice-Chairman of the Lisburn & Castlereagh Policing & Community Partnership as from the 1st September 2016 be noted as Ms Christine McCullough.

11.2 Minutes of Meetings

Attached hereto are the minutes of the following meetings of the Lisburn & Castlereagh Policing & Community Safety Partnership:-

• Meeting in Private held on the 19th April 2016 (Appendix 10 CSS) • Meeting in Public held on the 17th May 2016 (Appendix 11 CSS)

Recommendation

It is recommended that the minutes of meetings of the Lisburn & Castlereagh PCSP held on the 19th April and 17th May 2016 be noted.

11. LISBURN & CASTLEREAGH POLICING & COMMUNITY SAFETY PARTNERSHIP (Continued)

11.3 Schedule of Meetings

Attached hereto under Appendix 12 CSS is a schedule of forthcoming meetings of the Lisburn & Castlereagh PCSP, including detail of venue.

Recommendation

It is recommended that the schedule of forthcoming meetings of the Lisburn & Castlereagh PCSP be noted.

11.4 Lisburn Commerce against Crime CCTV Scheme Transfer to Corporate Services Department for Management through Lisburn Policing & Community Safety Partnership

I refer to the decision of the Development Committee in September 2015 that the CCTV project and related budget be transferred to the Corporate Services Department following the agreement of the financial appraisal. At its meeting in January 2016, the Development Committee agreed the CCTV Scheme Financial Appraisal 2015-18, subject to approval by financial services, with funding committed of up to £141,600 for the year 2015-16.

The CCTV Scheme is to be managed through the Lisburn Policing & Community Safety Partnership.

I now attach under Appendix 13 CSS a copy of a report on the outcomes achieved to date.

Recommendation

It is recommended that the progress report on the operation of the CCTV System be noted.

CARMEL CONNOLLY HEAD OF CENTRAL SUPPORT SERVICES 8TH SEPTEMBER 2016

Appendix 1 CSS

CEREMONIAL INSIGNIA FOR MEMBERS’ ROBES & FORMER MAYORS

Introduction As Members are aware, when Lisburn & Castlereagh Council was established on 1 April 2015, a number of issues regarding the civic and ceremonial aspects of Council had to be considered.

Actions to date The following has been undertaken the following:-

• Mayors, Deputy Mayor and Mayoress Chains from legacy Councils have been transferred and used by the Lisburn & Castlereagh City Council.

• A new Council crest has been created and officially received this from the College of Arms in London.

• Consideration was given to the purchase of new robes for Elected Members and the cost effective option of the purchase of robes for Aldermen only was implemented.

The new Council crest will now be attached to the Robes of Aldermen.

Past Mayors Within the legacy Lisburn City Council, the outgoing Mayor was presented with a token by the incoming Mayor in recognition of his / her contribution to civic life in the Council area. Members are asked to consider how Lisburn & Castlereagh City Council wish to mark this. A number of options can be considered:- 1. The Council do not recognise the contribution of the outgoing Mayor.

2. The outgoing Mayor presents a personal gift to the outgoing Mayor.

3. The Council recognise past Mayors with the provision of jewel/ medallion

A number of options and costs are outlined below for member’s consideration. If Members wish to proceed with option 3, the numbers to which this could apply would also be need to be considered:-

Past Mayors from Lisburn & Castlereagh City Council (1 to date & a further 3 for the remaining term of Council.)

Former Mayors from the Legacy Councils who are still Members of Council (11 former mayors from Legacy Council, 1 past Mayor LCCC & a further 3 for the remaining term of Council).

Supplier Cost

Option 1 Vaughtons 1 x £275 plus VAT Metal Gilt Jewel 4 x £262 plus VAT

Option 2 Fattorini 1 x £650 plus VAT Sterling Silver Gilt 4 x £300 plus VAT Jewel Option 3 Shaws 1 x £1400 plus VAT Silver Gilt Jewel with 4 x £1100 plus VAT Enamel and hand painted crest Option 4 Gibson Plus Ltd 1 x £62.45 plus VAT Shamrock bars resin 4 x £62.45 plus VAT enamel jewel with Samples will be Council Crest available at the meeting Plain bars round 1 x £58.45 plus VAT enamel resin jewel 4 x £58.45 plus VAT

Recommendation It is recommended that Members consider the options for recognition of past Mayors.

Appendix 2 CSS

LISBURN & CASTLEREAGH CITY COUNCIL

REPORT ON MAYORAL & CHIEF EXECUTIVE PORTRAITS AND COUNCIL CHAMBER AT BRADFORD COURT

Introduction

There are a number of sensitive issues from the two legacy Council which need to be considered. This paper will deal with the issues of legacy Council portraits, and memorials in Bradford Court. It is essential that these are deal with in a dignified and sensitive manner

Portraits

Each of the legacy councils has a number of portraits of former Mayors and Chief Executives. In addition, Lisburn & Castlereagh City Council, as the new Council, needs to ensure that portraits of the first mayor, successive mayors and chief executive are displayed appropriately.

At the Council headquarters, portraits of former Mayors and Chief Executives hang in the public corridor entrance to the Council chamber.

There are a number of options which have been identified:-

1. Display the portraits of the last 5, or 10 years of Mayors in LCC and CBC. This will create sufficient space for future Mayors.

Any excess photos could be offered to former or current members.

2. Locate all previous mayors and chief executive in this corridor on the opposite side of the chamber with the current gallery used only for portraits for Mayors and Chief executive of Lisburn & Castlereagh City Council. This gallery could be included in tours of the building.

3. Locate portraits of all previous mayors and who remain current members of council in the current gallery. All previous mayors and chief executives to be located to the corridor on the opposite side of the chamber or offered to the former members.

Former Council Chamber at Bradford

As Lagan Valley Island has been designated as Council headquarters, the question arises as to the potential future use of former chamber at Bradford Court. The work being undertaken on the estates strategy includes an assessment of options future uses for Bradford Court.

The chamber at Bradford Court has currently potentially obsolete range of furniture – desks and bespoke chairs.

There are a couple of outer desks which could be relocated to the Chamber at Lagan Valley Island covered with velvet cloth and used by Directors for Council meetings. The other desks are again a bespoke shape. The sound system and air conditioning are obsolete.

The chairs in the chamber all retain the CBC council crest. The crests could be covered using bespoke chair bags. Due to the size, shape and weight of the chairs, potential future use is very restrictive.

The Council also has two memorial stained glass windows which are.

Due to the above the future use of this room is very limited. It is recommended that consideration be given to the following:-

• Redistribute any reusable furniture within the Council including relocation of appropriate desks to the Council Chamber at Civic Headquarters. • Investigate options for resale of the other furniture ensuring that the furniture is in an appropriate condition prior to resale • Consider the relocation and rededication of the stained glass windows in the Bradford Court chamber to an appropriate area in Council Headquarters at Lagan Valley Island, in consultation with the relevant groups, (possibly to the area where portraits are located).

Other memorials – Belfast Battalion UDR

On the ground floor, a memorial is in place to the Belfast Battalion of the Ulster Defence Regiment. Given that it is related to soldiers from the Belfast Battalion, it is recommended that options for the relocation of this are explored with the Royal British Legion in Belfast, and the trustees of the UDR Museum.

A further report will be brought to Committee on memorial trees for Council employees and Elected Members.

C Connolly 23 August 2016 Appendix 3 CSS

From: Julieann Spence Sent: Monday, August 8, 2016 10:19 AM To: Jeffrey DONALDSON; Jeffrey Donaldson; Robbie Butler; Alex Redpath; William Leathem; brian bloomfield; Margaret Tolerton; Stephen Martin; Givan, Paul; Edwin Poots; Hale, Brenda; Vivian McKinnon; Paul Porter; Jonathan Craig; McCabrey, Donna Subject: Hydroease Flotation Centre

Hi everyone

I hope you don't mind the mass email but I wanted to lobby all of you at once!! As you all know I have fibromyalgia and I am always on the look out for new treatments that might help. The services and support available here, particularly on the NHS, are completely woeful, which means most of us spend a lot of money on private treatment. Anyway, one of the new treatments I have found that helps is flotation. The only centre in Northern Ireland is at Dundonald and since it is in the Lisburn and Castlereagh City Council area, I was hoping some of you would consider going along to speak to the owner Viv and finding out some more about it. Viv is really passionate about the treatment and is going to the States in a couple of weeks to talk about the centre and what is happening here in Northern Ireland. As well as people with chronic pain, she also works with people with PTSD and adults, and children, with mental health issues. I firmly believe this treatment should be available to people who meet certain criteria on the NHS. If a twelve week gym pass can be made available through GPs then I don't see why flotation cannot also be made available. Viv can tell you all a lot more about this than I can but since I know you all, I offered to make the initial contact on her behalf and see if I can arrange a visit for you to go along and see the centre and have a chat with VIv. Now you all know how unlikely it is that I will give up on this so you may as well agree to the visit and then I won't have to harass you about it!! Thank you all for your help and support, I really do appreciate it

Julie-Ann

Julie-Ann Spence Senior Journalist and Entertainment Editor Ulster Star Appendix 4 CSS

Appendix 5 CSS

From: Caroline Magowan [mailto:[email protected]] Sent: 27 June 2016 12:56 To: Mayor's Secretary - Cathy Adamson Cc: Caroline Magowan Subject: Pancreatic Cancer Awareness Month

Dear Councillor Brian Bloomfield, MBE (UUP),

I am writing to ask for your help in raising awareness of a cause close to my heart.

November is Pancreatic Cancer Awareness Month, and along with the global pancreatic cancer community, we are determined to raise awareness of this terrible disease in any way we can.

The charity, Action4Noel a local fund for PCA & Pancreatic Cancer Action & Support NI and their supporters are determined to turn the country purple on Thursday 17th November for World Pancreatic Cancer Day which will help raise awareness of pancreatic cancer among the public and attract media attention. Ultimately, we want to raise awareness of a little known disease and its symptoms so that more people will be diagnosed early.

Last year landmarks across the country took part including Blackpool Tower, Spinnaker Tower in Portsmouth and The Brighton Wheel. This year landmarks such as The Kelpies and Falkirk Wheel in Scotland have already pledged to light up purple for pancreatic cancer.

Could you join them by lighting up any of your buildings/places of interest purple for us this November? If needed, the charity can supply you with any materials that you need to make this happen. Many landmarks are lighting up the 1st to launch the month, the 17th (World Pancreatic Cancer Day), or for the whole month. However, any day in November is brilliant!

Pancreatic cancer is the fifth deadliest cancer in the UK with the lowest survival rate of all 21 common cancers – just 4%! Every day, 24 people lose their battle with the disease. The majority of patients will only have survived 3-6 months since diagnosis.

If you agree to help us, the charity will be in contact with local media as well as publicising your participation on our website, Facebook, Twitter and other social media. They can also provide you with purple light filters.

I look forward to your response.

Kind regards,

Caroline Magowan (Volunteer for PCRF) Appendix 6 CSS

From: Hancock, Donna-Marie [mailto:Donna-Marie.Hancock@communities- ni.gov.uk] Sent: 02 September 2016 12:30 To: Rhonda Frew Subject: support for Christ Church, Lisburn

Hi Rhonda hope you’re well and have had a nice summer!

We’ve had a request for support from Christ church, Lisburn to fund an event to celebrate 175 years of Ministry to the people of Lisburn. The Church has approached Hillsborough Castle as a potential venue for an evening of music, buffet, etc and they have been quoted £3000. Are you aware of any support within council for this type of project..or could council be asked to consider hosting such an event at the island centre?? Our private office has referred the request to us and they have been invited to contact us to discuss potential avenues of support.

Any help would be appreciated. Regards

Donna

Donna Marie Hancock Voluntary and Community Division

Department for Communities Level 3, Lighthouse Building Gasworks Business Park Ormeau Road Belfast BT7 2JB

T: 028 90829406 Appendix 7 CSS Health Working Group – 14.4.2016

LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Meeting of the Health Working Group held in the Chestnut Room, Island Civic Centre, The Island, Lisburn, on Thursday, 14 April 2016, at 2.00 pm

PRESENT: Alderman J Tinsley (Chairman)

Councillor P Catney

Councillor O Gawith

Councillor A Girvin

Councillor M H Tolerton

IN ATTENDANCE: Director of Corporate Services Head of Central Support Services Community Planning Manager Committee Secretary

Belfast Integrated Care Partnership (Belfast ICP) Dr Alan Stout, Chairperson and GP Lead of the East Belfast ICP Mr Michael Megaw, Business Manager, East Belfast ICP

1. Apologies

Apologies for non-attendance at the meeting were accepted and recorded on behalf of the Right Worshipful The Mayor, Councillor T Beckett, Alderman M Henderson, Councillor A Grehan and the Chief Executive.

Councillor Catney left the meeting at 2.05 p.m.

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 he reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting. The following Declaration of Interest was made:

o Councillor M Tolerton in Item 5.1 (Department of Health, Social Services and Public Safety for NI Consultation – Draft Diabetes Strategic Framework and Implementation Plan) on the basis that she was a Type 1 Diabetic.

3. Minutes of the Meeting of the Health Working Group held on 8 February 2016

It was agreed that the Minutes of the Health Working Group meeting held on 8 February 2016 be confirmed and signed.

1 Health Working Group – 14.4.2016

4. Belfast Integrated Care Partnership (Belfast ICP)

The Chairman, Alderman J Tinsley, welcomed Dr Alan Stout, Chairperson and GP Lead of the East Belfast ICP and Michael Megaw, Business Manager, East Belfast ICP to the meeting.

Dr Stout advised that each ICP was a network of care providers bringing together healthcare professionals, the voluntary and community sectors, local council representatives, service users and carers to design and co-ordinate local health and social care services. This collaborative approach helped to make sure that each person got the care they needed, enhanced the co-ordination of care in the community and avoided hospital admissions, unless absolutely necessary. He took Members through the detail of specific initiatives which ICP’s were currently focusing on, as outlined below:

• People with respiratory conditions • Frail older people • People who have had a stroke • People with diabetes

The Chairman, Alderman Tinsley thanked Dr Stout and Mr Megaw for their very informative presentation and invited questions from Members.

Dr Stout then addressed queries from Alderman Tinsley in relation to the overall allocation of funding for the 17 ICP’s across Northern Ireland; breakdown of General Practitioners in each ICP area, and the process for approving and funding specific health initiatives.

In response to Councillor Gawith, Mr Megaw agreed that more financial resources were needed for caring for the frail elderly at home. While ICP’s could show that their health initiatives were cutting the number of hospital beds being used by the elderly, more research was required to know exactly what resources were needed for social care and to plan around that.

Dr. Stout then responded to a number of issues raised by Councillor Tolerton in relation to the high cost of diabetic testing strips; monitoring performance of the various health initiatives in each area, the need for professional ‘out of hours’ advice and support for diabetics to avoid visits to emergency departments.

In response to a query from Alderman Tinsley with regard to the link between community planning and health issues, the Community Planning Manager outlined that both the South East and Belfast Trusts were currently working in isolation of each other. Unfortunately this could be problematic for Lisburn and Castlereagh City Council residents as the level of service provision could be different in each area. She added that she would continue to develop the link between the Council and the Trust.

It was agreed that the presentation by the Belfast Integrated Care Partnership be noted.

5. Report by the Head of Central Support Services

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It was agreed that the report and recommendations of the Head of Central Support Services be adopted subject to any decisions recorded below.

5.1 Department of Health, Social Services and Public Safety for NI Consultation – Draft Diabetes Strategic Framework and Implementation Plan (closing date 31 May 2016)

Members were advised that the Draft Diabetes Strategic Framework and Implementation Plan was also being reported to the meeting of the Corporate Services Committee on 10 May 2016. Any comments made by the Health Working Group would be conveyed to the Corporate Services Committee for inclusion in the Council’s response.

The Head of Central Support Services stated that she had studied the document and wished to raise a number of points, as outlined below:

• the need for adequate resources to meet the growing number of people with diabetes • the need for adequate preventative measures in respect of all types of diabetes, and not just Type 2 • the document was very much stand-alone and the findings needed to be integrated with other health initiatives

It was agreed that the points raised by the Head of Central Support Services in relation to the Draft Diabetes Strategic Framework and Implementation Plan be conveyed to the meeting of the Corporate Services Committee on 10 May 2016 for inclusion in the response.

5.2 Department of Health, Social Services and Public Safety for NI Consultation – Innovation Scheme for Voluntary and Community Sector (closing date 3 June 2016)

The Head of Central Support Services outlined that the only comment she wished to make was that there needed to be a link with this and other similar health initiatives.

It was agreed that the Head of Central Support Services respond to the Department of Health , Social Services and Public Safety for NI - Consultation : Innovation Scheme for Voluntary and Community Sector highlighting the need for the findings to be integrated with other health initiatives.

5.3 Northern Ireland Confederation for Health & Social Services - Annual Conference and Exhibition – 28 and 29 June 2016 in La Mon Hotel, Castlereagh

It was noted that details of this conference were also being reported to the meeting of the Corporate Services Committee on 10 May 2016.

The Chairman, Alderman Tinsley, advised that as he was not available to attend the conference on these dates, a nominee would be appointed to attend in his place.

It was agreed that the Chairman’s nominee and the Vice Chairman attend the Northern

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Ireland Confederation for Health & Social Services’ Annual Conference and Exhibition on 28 and 29 June 2016 in La Mon Hotel, Castlereagh, with the Council being responsible for the cost of Members’ attendance, estimated at £181.50 per person.

5.4 Northern Ireland Confederation for Health & Social Services – ‘One Voice – Time for Change – Policy Priorities for Health & Social Care in Northern Ireland : An Election Briefing for the 5 May 2016 Northern Ireland Assembly Elections

Members noted that a copy of the publication had been made available at the meeting for their perusal.

It was agreed to note receipt of the Northern Ireland Confederation for Health & Social Services publication entitled ‘One Voice – Time for Change : Policy Priorities for Health & Social Care in Northern Ireland : An Election Briefing for 5 May 2016 Northern Ireland Assembly Elections.

5.5 ‘Improving Health Within Criminal Justice’ – Draft Strategy and Action Plan (closing date : 20 June 2016)

Members noted that a copy of the Consultation Document, Action Plan and Consultation Response template had been made available at the meeting for their perusal. The document was also being reported to the meeting of the Policing & Community Safety Partnership Committee on 19 April 2016

It was agreed to note receipt of ‘Improving Health within Criminal Justice’ – Draft Strategy and Action Plan.

5.6 ‘Contact’ Information Bulletin : Contact Zero Suicide Manifesto 2016

It was agreed to note receipt of the ‘Contact’ Information Bulletin : Contact Zero Suicide Manifesto 2016.

6. Additional Report by the Head of Central Support Services

6.1 Northern Ireland Confederation for Health & Social Services Conference – Breakfast Session : Leadership for High Quality Healthcare – Wednesday 20 April 2016 : 8.30 to 10.00 a.m. – Lisburn and Castlereagh City Council Offices, Bradford Court

It was noted that the only cost associated with Members’ attendance was mileage.

The Head of Central Support Services advised that she would be attending the conference and would report back to Members at the next meeting of the Health Working Group.

Alderman Tinsley thanked Officers for the significant amount of time required of them in studying and highlighting pertinent issues within the lengthy consultation documents tabled at the meeting.

It was agreed that any Member wishing to attend the Northern Ireland Confederation

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for Health & Social Services Conference – Breakfast Session on Wednesday 20 April 2016 in Lisburn and Castlereagh City Council Offices, Bradford Court should contact the Committee Section

7. Date of Next Meeting

It was agreed that the next meeting of the Health Working Group would be held in June 2016, at a date and time to be arranged by Officers, in liaison with the Chairman.

As there was no further business, the meeting closed at 2.42 p.m

______MAYOR/CHAIRMAN

5

Appendix 8 CSS

Appendix 9 CSS Appendix 10 CSS PCSP 19 04 16

LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Meeting of the Policing and Community Safety Partnership held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 19 April 2016 at 5.30 pm

PRESENT: Councillor S Carson (Chairman) Alderman G Rice MBE Councillor A Redpath (Deputy Mayor) Councillor U Mackin Councillor John Palmer Councillor M Tolerton Mr M Busch Mr P Dean Ms R Orr Ms D Guy Ms D Hancock Ms N Kirk Ms C McCullough

IN ATTENDANCE: Head of Central Support Services PCSP Manager Committee Clerk

Designated Organisations Chief Inspector D McCamley, Police Service of Northern Ireland Mr J McMaster, Northern Ireland Housing Executive Mr S McDowell, Northern Ireland Fire & Rescue Service Mr K Doherty, Youth Justice Agency Mr S Dallas, Education Authority

Blu Zebra Consulting Ms Therese Hogg

The Chairman, Councillor S Carson, welcomed everyone to the Private Meeting of Lisburn & Castlereagh Policing and Community Safety Partnership.

1. Apologies

It was agreed to accept apologies for non-attendance at the meeting on behalf of Councillor A McIntyre, Mr A Hannaway (Northern Ireland Housing Executive), Mr P Thompson (Probation Board of Northern Ireland) and Ms Y Craig.

The Partnership noted that Mr J McMaster (Northern Ireland Housing Executive) was in attendance in place of Mr A Hannaway.

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2. Minutes

It was proposed by Councillor U Mackin, seconded by Mr M Busch and agreed that the minutes of the Private Meeting of the Partnership held on 16 February 2016 be confirmed and signed.

It was proposed by Councillor A Redpath, seconded by Ms D Hancock and agreed that the minutes of the Public Meeting of the Partnership held on 15 March 2016 be confirmed and signed by the Vice-Chairman, as the Chairman had been absent at that meeting.

3. Declarations of Interest

The Chairman outlined the procedure in respect of Declarations of Interest after which the following Declaration of Interest was made:

• During the course of the meeting, Mr P Dean declared an interest in Item 6.1.1 – PCSP Projects.

4. Presentation – Blu Zebra Consulting

The Partnership agreed to bring forward item 12 within the PCSP Manager’s report to receive a presentation from Blu Zebra Consulting in respect of the PCSP Strategy and Action Plan.

At this point, the Chairman, Councillor S Carson, welcomed to the meeting, Ms Therese Hogg, Blu Zebra Consulting.

Ms T Hogg commenced her presentation on the PCSP Draft Strategic Plan and Action Plan with a summary of the consultation process that had been undertaken; an analysis of the E-survey; an analysis of the crime statistics; the proposed vision and mission, and the proposed actions and outcomes.

(Ms N Kirk arrived to the meeting during the course of the presentation (5.45 pm).

The Chairman, Councillor S Carson, thanked Ms T Hogg for her presentation following which she responded to questions from the Partnership in connection with a number of issues arising from the presentation, namely:

• Alderman G Rice referred to ongoing issues of traffic volume, especially at peak times, on the Saintfield Road and the unacceptable number of RTAs and fatalities which had arisen as a result. She expressed concern at the extent of housing development in the area despite no proper infrastructure being in place as was demonstrated by flooding issues in the Brackenvale area and she highlighted the need for more collaboration with the various statutory agencies and planners. Ms T Hogg concurred that a strategic and collaborative approach would be more beneficial and the proposed meetings within the Action Plan could include discussion to identify the best key people and groups to collaborate with.

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• Councillor U Mackin echoed the Alderman’s comments in relation to excessive traffic levels on the Saintfield Road. He referred to the fact that Transport NI and the Rivers Agency had no statutory obligation or involvement with the Council’s PCSP or Community Planning therefore it would be more difficult to get them to buy into a working relationship and the Partnership would need to find a resolution to this problem.

(Mr S Dallas arrived to the meeting during the question and answer session at 5.50 pm).

The Chairman, Councillor S Carson, thanked Ms T Hogg for her informative presentation and she left the meeting (5.55 pm).

5. Report of the PCSP Manager

The PCSP Manager took the Partnership through her report.

It was agreed that the report and recommendations of the PCSP Manager be adopted, subject to any decisions recorded below, and other items noted.

5.1 Northern Ireland Fire & Rescue Service (NIFRS) – Presentation

Following his prior agreement to receive a presentation on the work of the NIFRS, the Chairman, Councillor S Carson, invited Mr Stephen McDowell to commence his presentation.

Mr McDowell provided an overview of the NIFRS which included: statistical information on incidents involving fires in other buildings; animal rescues; special service calls; road traffic collisions; vehicle fires and wild fires.

The Partnership was advised of best practice schemes currently operating in Fire & Rescue Services throughout mainland UK and noted Mr McDowell’s concerns at the potential impacts of budget cuts on the NIFRS.

The Chairman, Councillor S Carson, thanked Mr McDowell for his presentation, following which he responded to questions from the Partnership in connection with a number of issues arising from the presentation, namely:

• The Chairman, Councillor S Carson, enquired if there was anything within the PCSP’s Action Plan which would benefit with NIFRS involvement and would tie in with best practice across the UK. Mr McDowell referred to the level of medical expertise undertaken by fire officers as part of their ongoing training and their potential to administer flu jabs and provide a cardiac arrest response, as an overflow facility to the Health Service. The Partnership was advised, however, that whilst this service would involve initial funding to purchase equipment and provide training, the long-term savings would be significant.

• Mr McDowell referred to the need to redefine NIFRS boundaries to reflect Council boundaries and to review current shift pattern systems.

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• Mr P Dean enquired if the PCSP could consider supporting the ‘Life’ scheme due to the significant benefits those young people participating in the previous scheme had experienced. Mr McDowell advised that whilst the ‘Life’ scheme was currently being redesigned, it was likely that the proposed course duration would be significantly reduced from 5 days to 2 days due to funding restrictions.

• Mr P Dean referred to the Interagency Fund and the fact that many people were unaware of the services that the NIFRS could potentially provide.

• Alderman G Rice enquired if the PCSP could fund a course which would target those young people unable to participate in the ‘Road Safe’ Road Show project or who came from areas with high instances of road racing incidents. Mr McDowell responded that a scheme had been designed for young people but there was no funding to implement it. He also advised that ‘Road Safety Week’ was a very successful programme in making young people aware of speeding etc. and involved visits to different schools in the area with participation from the PSNI, Ambulance Service and the PCSP.

• In response to a query from Ms D Hancock, Mr McDowell informed the Partnership on the Fire Cadets scheme organised by the NIFRS.

• Ms D Hancock sought clarification on the extent of attacks on fire officers and fire appliances. Mr McDowell responded that due to engagement with local schools etc., this behaviour was less of a problem in Lisburn & Castlereagh, compared to other areas.

(Councillor John Palmer left the meeting during consideration of this item of business (6.15 pm).

The Chairman, Councillor S Carson, thanked Mr McDowell for his informative presentation.

5.2 Updates from Statutory Organisations

The representatives from the designated organisations were invited to provide an update to the Partnership on the work of their respective organisations in regard to community safety priorities.

5.2.1 Police Service of Northern Ireland

Members were provided with a report on the PSNI’s Performance against the Policing Plan for the financial year to 20 March 2016 in relation to its ongoing work and statistics in Lisburn & Castlereagh.

Chief Inspector McCamley responded to several questions and comments from members in relation to the above-mentioned report.

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- Mr P Dean referred to the 1.4% increase in incidents of antisocial behaviour and sought clarification on the reasons behind the increase. Chief Inspector McCamley responded that there was a problem in a number of areas including Knockmore, Old Warren and Dundonald. He advised that whilst a strategy had been put in place and the PSNI were working collaboratively with the Council to tackle noise-related antisocial incidents, he suspected that many of the incidents were alcohol-related or involved neighbour complaints.

- Mr P Dean referred to the rise in the use of scramblers in housing estates, especially Hill Street.

- Mr P Dean expressed concern at the increase in drug-related crimes in the Beechland area and the link-in approach with the NIHE and PBNI when an offender broke their bail conditions. Chief Inspector McCamley assured the Partnership that the PSNI worked closely with the NIHE and anyone in breach of their bail would be referred to the Court system and dealt with accordingly. He confirmed that the NIHE and Housing Associations regarded drug dealing activity as a serious offence and the tenant would be evicted if he/she was caught dealing drugs from their property.

- Councillor A Redpath referred to the significant increase in burglaries and he enquired if the PSNI had any new ideas in dealing with such offences. Chief Inspector McCamley responded that the PSNI had invested significant expenditure and resources into tackling burglary but this type of crime would not be resolved by enforcement alone, but through working with other partner agencies and departments. He reinforced the need to get the message out to the public that a large number of burglary crimes were due to opportunistic thieves and not organised gangs, as built-up areas, such as Lisburn and Castlereagh, would continue to experience incidents of this nature.

The Chairman, Councillor S Carson, thanked the Chief Inspector for having responded to the issues raised.

5.3 Balmoral Show

The PCSP Manager reported that, similar to last year, the PCSP had been offered a place at the Harry Burke Stand at the Balmoral Show (11-13 May). This offer was based on a total cost of £3,000, shared between the PCSP and Tracker NI. She advised that a rural crime survey would be carried out at the event to inform the work of the Partnership.

It was agreed that the PCSP participate at this year’s Balmoral Show (11-13 May), with the required contribution of £1,000.

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5.4 Revised Code of Practice for the Exercise of Functions by PCSPs and DPCSPs

The Partnership was advised that the consultation exercise on the above named Code of Practice had now closed. Members were provided with a copy of the revised document which had been agreed by both the Joint Committee and the Justice Committee and would assist the PCSP with effect from April 2016.

It was agreed that the Partnership note the correspondence and Members update their Members’ handbook with the revised Code of Practice accordingly.

5.5 Priority Youth Initiatives (PYI) Applications

The Partnership was advised that, following a submission of an application for funding to the PYI fund, a letter of offer detailing the award to be made had been received. This letter of offer outlined that five out of the six applications submitted had been successful and an award of £23,200 had been made.

It was agreed that the Partnership note the detail of the funding received under PYI.

5.6 Equality Scheme

The Partnership noted correspondence from the Equality Commission formally requesting the submission of an Equality Scheme and Disability Action Plan by 30 September 2016.

The PCSP Manager advised that officers were currently preparing a draft document with the formal consultation process due to commence in May 2016.

It was agreed that the Partnership note the above.

5.7 Inpartnership

A copy of the latest edition of the ‘Inpartnership’ newsletter had been furnished to the Partnership. The Partnership was advised that Lisburn & Castlereagh PCSP featured twice in this edition.

It was agreed that the Partnership note the content of the newsletter.

5.8 Improving Health and Criminal Justice Strategy

The Partnership was advised that the ‘Improving Health within Criminal Justice Draft Strategy and Action Plan’ was aimed at ensuring children, young people and adults in the criminal justice system were healthier, safer and less likely to be involved in offending behaviour.

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This consultation exercise sought to establish strategic priorities and key issues to address in terms of the health and social care of those who come in contact with the criminal justice system. In addition, the Departments were also keen to hear views on what other actions should be included and whether any proposals may have a potentially adverse impact on any of the nine equality groups, under Section 75 of the Northern Ireland Act 1998.

The public consultation period for the ‘Improving Health within Criminal Justice draft Strategy and Action Plan’ would last for 12 weeks from 24 March 2016 to 20 June 2016.

It was agreed that any member wishing to make comment on the ‘Improving Health within Criminal Justice Draft Strategy and Action Plan should contact the PCSP Manager by Wednesday, 15 June 2016 in order that the Partnership can submit its response by the required deadline.

5.9 Annual Policing Plan

The Partnership had been furnished with a copy of the Strategic Outcomes, Measures and quantitative targets set within the Policing Plan 2016/17. This document would help inform the targets to be set for the Local Policing Plan, which would be tabled for consideration and agreement at the meeting.

It was agreed that the Partnership note the content of the Annual Policing Plan 2016/17.

5.10 Applications under £500

The undernoted funding applications under £500 were agreed by the Partnership:-

• Police Angling with Schools (PAWS) - £450: to deliver a Police Angling with Schools (PAWS) project involving 90 children over a 6- week period. The amount requested was £450 with match funding in kind (transport costs) being met by the local police.

The Chairman, Councillor S Carson, sought assurance that only groups within the LCCC district would receive funding. The PCSP Manager responded that those school children involved in the PAWS project were all resident within the Lisburn South area.

• Causeway Meadows Community Association - £195: to enable young people to engage in a police project and a visit to ‘We Are Vertigo’.

In response to a request from Councillor U Mackin regarding the application from Causeway Meadows Community Association, the PCSP Manager agreed to liaise with the police regarding the project.

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• Windermere – £300: for the hire of MUGA and coaches during the Euro finals to engage young people (25) over three x 2-hour coaching sessions

5.11 Draft Local Policing Plan 2016/17

The Partnership had been furnished with a draft Local Policing Plan 2016/17 which had been received from Superintendent Sean Wright for consideration by the Partnership.

Chief Inspector McCamley reported that the targets had been set to reflect a strong emphasis on partnership working with the PCSP and to make the public more aware of the role of the PCSP. The draft Local Policing Plan also reflected the 5 main themes within the PCSP Strategic Plan and Action Plan.

Alderman G Rice MBE referred to the number of RTAs and enquired if there were any other agencies that the Partnership should be working with in light of the difficulties with Transport NI.

(Councillor A Redpath left the meeting during consideration of this item of business (6.40 pm).

Chief Inspector McCamley advised the Partnership that the PSNI had achieved traffic calming measures at Belvoir Road/Newton Park through a collaborative approach and he concurred with Members comments regarding the need for a directed approach with all agencies. He stated that whilst the PSNI held themselves to account, other statutory agencies should be brought to task as they had a responsibility to provide assistance.

Chief Inspector McCamley referred members to item 6 within the draft Local Policing Plan 2016/17 in relation to traffic offence statistics and outlined the process involved with the issue of fixed penalty tickets.

Councillor M Tolerton enquired what traffic preparations had been put in place in advance of the Balmoral Show. Chief Inspector McCamley recalled that the PSNI had taken over traffic control at the Balmoral Show last year, with great success and he would endeavour to ensure that local residents would face little inconvenience at this coming event.

(Councillor U Mackin left the meeting at 6.45 pm during consideration of this item). [EM1] It was proposed by Alderman G Rice and seconded by Ms C McCullough that the content of the Local Policing Plan 2016/17 be agreed.

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Following a proposal by the Chairman, Councillor S Carson, it was agreed that a senior official from Transport NI be invited to a future private meeting of the PCSP to address specific road safety issues within the LCCC and that a list of pertinent questions be drawn up beforehand and forwarded to Transport NI in advance of the meeting.

5.12 PCSP Strategic Plan and Action Plan

The PCSP Manager reported that, following a strategic planning session with the Partnership on 7 April 2016 which had been facilitated by Blu Zebra Consulting to discuss the initial findings of the consultation process, it had been agreed to invite Blu Zebra Consulting to make a presentation at tonight’s meeting in order that a consensus could be reached on the priorities for delivery. The presentation from Blu Zebra Consulting had been received earlier in the Meeting (item 4 refers).

The Partnership was advised that the survey had been re-opened from 11 April – 15 April 2016 to encourage further respondents from under- represented DEAs and an updated draft of the Strategy had been circulated to Members at the beginning of the meeting to take account of the results of the survey.

In light of the further work which was required to be carried out in the Strategy, especially in relation to the Action Plan, the Partnership agreed that the PCSP Manager would liaise with Ms T Hogg, Blu Zebra Consulting on the priorities for delivery of the PCSP Strategic Plan and Action Plan across the 3 main themes, following which this information would be sent to the NIPB and DOJ for approval.

6. Any Other Business

6.1 Additional Report from the PCSP Manager

The Partnership agreed that the additional report and recommendations of the PCSP Manager be adopted, subject to any decisions recorded below, and other items noted.

6.1.1 PCSP Projects

The PCSP Manager reported that, based on the indicative allocation of funding to Lisburn & Castlereagh PCSP, it was estimated that there would be approximately £205,000 available to dedicate to policing and community safety based programmes/projects across the 3 PCSP Strategic Objectives for 2016/17.

The Partnership noted that funding for the three core funded projects supported by the PCSP until March 2016 had now expired and a decision had not been made regarding the continuation of financially supporting these projects.

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The PCSP Manager advised that, until the Partnership was in a position to confirm how the funding for 2016/17 would be allocated, she was recommending that the named projects be supported until June 2016 on a pro-rata basis of the annual costs on the following basis:

• Lisburn SAFE £5,000 • Domestic Violence Liaison Officer £7,500 • 4 Tier Home Security Scheme £3,750

The PCSP Manager advised that, in order to provide the Partnership with a sound basis for making a decision regarding future funding of the above named projects, it was considered necessary to initiate a formal evaluation of the work undertaken and the outcomes achieved, especially due to the extent of financial resource committed. PCSP officers were currently investigating if this could be undertaken by Blu Zebra as an extension of the strategic planning exercise currently being undertaken.

It was proposed by Councillor M Tolerton, seconded by Ms R Orr and agreed that the Partnership fund the 3 projects as outlined above.

The Partnership also agreed that the commissioning of a formal evaluation of Lisburn SAFE, Domestic Violence Liaison Officer and 4 Tier Home Security Scheme be completed by June 2016.

6.1.2 Call Blocking Initiative

The PCSP Manager advised that the DOJ, PSNI, NIPB, Northern Ireland Trading Standards Service, Health & Social Care Board and Age Sector Platform had collaborated to develop a call blocking initiative.

Trading Standards, through their work with victims of telephone scamming, had identified a need to expand this initiative, and Trading Standards in England and Scotland had already provided information on the effectiveness of call blockers in preventing the exploitation of older and vulnerable individuals by scammers.

The Partnership was advised that Lisburn & Castlereagh PCSP had been supported to purchase 16 devices for installation in the homes of those people identified as susceptible to this type of crime, or who had already been a victim and PCSP officers were working with partner agencies to identify the people who would be the recipients of these devices.

The PCSP Manager reported that 5 recipients had already been identified to participate in the scheme and she invited any member to forward the name of any potential person they were aware of who would benefit from this service and who fulfilled the requisite criteria.

It was agreed that the Partnership note this information.

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6.1.3 Bluebridge CCTV Camera Project

The Chairman, Councillor S Carson, referred to an email received from Mr Daryl Lucas, PSNI, requesting funding to purchase the wireless Ethernet communication link which needed to be placed on the PSNI mask to beam back the camera into the CCTV room and also to complete the installation of the camera. Mr Lucas was extremely keen to complete this project in light of the brighter nights which were fast approaching.

The Partnership was advised that the necessary expenditure would amount to £1140 + vat for the wireless link and approximately £500 for the installation of the camera at its proposed location.

Discussion ensued in which the Partnership agreed that once the PCSP Manager obtained further information from Mr Lucas, she would liaise with the PSNI and the Chairman, Councillor S Carson, to progress the matter further.

6.1.4 Forthcoming Retirement – Chief Inspector D McCamley

At this point in the proceedings, Chief Inspector McCamley wished to announce his forthcoming retirement from the PSNI and the Partnership over the next couple of months.

The Chairman, Councillor S Carson, extended his best wishes to Chief Inspector McCamley on behalf of the Partnership, and these sentiments were echoed by the rest of the members.

6.1.5 Local Press Release – Heroin Drugs Seizure

Mr P Dean referred to a recent press release which stated that heroin had been taken off the streets of Lisburn & Castlereagh Council area due to initial observations by Translink staff and subsequent follow-up intervention through City Link. He wished to congratulate the LCAC City Watch staff involved and the invaluable contribution that the City Watch cameras made in crime prevention.

Chief Inspector McCamley concurred with Mr Dean’s comments and praised the work of City Watch Lisburn in directing the PSNI which had resulted in a number of drug seizures, not just in the Lisburn & Castlereagh area, but in other districts as well.

He also wished to praise members of the public for their vigilance and reporting of incidents which had led to such arrests.

There being no further business, the meeting was terminated at 7.08 pm.

Chairman

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Appendix 11 CSS PCSP 17.05.2016

LISBURN & CASTLEREAGH CITY COUNCIL

Minutes of the Public Meeting of the Policing and Community Safety Partnership held in St Joseph’s Parish Hall, Carryduff on 17 May 2016 at 7.00 pm

PRESENT: Councillor S Carson (Chairman) Alderman G Rice MBE Alderman D Drysdale Councillor J Baird Councillor U Mackin Councillor A McIntyre Councillor M Tolerton Councillor B Hanvey Mr M Busch Mrs Y Craig Mr P Dean Ms D Guy Ms D Hancock Ms P Leeson Ms R Orr Ms C McCullough

IN ATTENDANCE: Director of Corporate Services PCSP Manager PCSP Officer (SA) Committee Secretary

Designated Organisations Chief Inspector J Wilson, Police Service of Northern Ireland Chief Inspector D McCamley, Police Service of Northern Ireland Ms M Jones, Education Authority

PSNI Deputy Chief Constable Drew Harris Constable H Black, Roads Policing

Commencement of the Meeting

At the commencement of the meeting, the Chairman, Councillor S Carson, welcomed those present to the meeting and provided some Health and Safety information. For the benefit of those members of the public seated in the public gallery, the members of the PCSP who were present introduced themselves. The Chairman advised that the Partnership would soon be meeting with the Divisional Roads Manager for the area and undertook to feedback to him any concerns raised, in regard to road safety, by the Community, at tonight’s meeting.

He then extended a particular welcome to Deputy Chief Constable Drew Harris who was seated in the public gallery and thanked the Parish of St Joseph’s for their hospitality.

37 PCSP 17.05.2016 1. Apologies

It was agreed to accept that an apology for non-attendance be recorded at the meeting on behalf of Ms N Kirk, Councillor J Palmer, Mr K Doherty (Youth Justice Agency) and Head of Central Support Services, Mrs Carmel Connolly.

2. Presentation in respect of Roads Policing

The Chairman, Councillor S Carson, welcomed Constable H Black to the meeting She then gave a presentation in respect of the work she carries out with young people, highlighting the following:

• The educational element of the work of Roads Policing • Information available on the PSNI website • The importance of educating young road users • The main reasons for collisions • The choices young people can make in respect of their driving • Other projects ongoing which publicise Road Safety

The Chairman, Councillor S Carson, thanked Constable H Black for her informative presentation and attendance at the meeting and welcomed questions.

2.1 The Chairman, Councillor S Carson Restrictions on new drivers

The Chairman referred to newly qualified drivers stating that as a newly qualified motor cycle rider he had been restricted in terms of the engine capacity of the motor cycle he could legally ride, he questioned if it would be beneficial to apply the same restrictions to newly qualified car drivers.

Constable Black responded stating that it was her personal opinion that the important issue was the attitude of the person behind the wheel rather than the capability of the vehicle. She said that young people should be pointed in the direction of designated tracks if they wished to drive fast. She went on to say that she also felt that newly qualified drivers would benefit from an element of supervision for a period after passing their driving test.

2.2 Alderman G Rice Cyclists on the Road

Alderman G Rice thanked Constable Black for her presentation and asked for clarification on the law in respect of cyclists riding abreast on public roads as she had witnessed cyclists riding 2 and 3 abreast on the Saintfield Road. She also referred to the lack of cycle lanes and the fact that, when they were present, they were extremely narrow.

There was some general discussion on the issues facing cyclists on roads in the area with particular reference, by cyclists in the public gallery, to the lack and inadequacy of cycle lane provision on the Knock Dual-Carriageway and Saintfield Road. At the culmination of the discussion Constable Black confirmed that the maximum permitted number of cyclists riding abreast was two.

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PCSP 17.05.2016

2.3 Councillor N Anderson Parking issues

Councillor N Anderson, who was present in the public gallery, referred to parking issues, highlighting the fact that even where there was a high number of cars parked on the road, drivers continued to drive at speed and wondered if Transport NI or PSNI could do anything to alleviate this problem.

Chief Inspector Wilson urged the importance of drivers slowing down in such circumstances and changing their driving style to accommodate road conditions.

2.4 Member of the Public Speed Limit on Saintfield Road

A member of the public questioned the necessity of maintaining a 50 mph speed limit on the Saintfield Road, given the traffic problems already alluded to.

After a brief discussion the Chairman, Councillor S Carson, stated that this would be raised with the Divisional Roads Manager at the forthcoming meeting referred to at the start of the meeting. Chief Inspector J Wilson said he would discuss specific concerns with the gentleman after the meeting.

2.5 Alderman D Drysdale Roads Policing

Alderman D Drysdale referring to reducing resources within the PSNI and the lack of speed detection vehicles or patrols in operation recently, asked how speed detection was currently being managed and for information on the numbers of officers available to deal with it.

Chief Inspector J Wilson referred to the relevant sections of the Report and advised of the Road Safety events held in conjunction with the PCSP, the Road Safety operations which had been put in place, joint operations with Ards and North Down and advised that 792 fixed penalty notices had been issued. He advised that Neighbourhood Policing Teams were answering service calls and that the support of Engagement Crews was also available.

Alderman D Drysdale responded that his question had not been answered as he had asked specifically about the use of the speed detection van and deployment of speed detection patrols.

Chief Inspector J Wilson responded that the speed detection vehicle was not under district control.

2.6 Member of the Public Effectiveness of educational campaigns

A member of the public referred to the increase in detections stating that this would indicate that PSNI educational campaigns were ineffective.

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PCSP 17.05.2016 Chief Inspector J Wilson said that the message goes out but sometimes it is not fully taken on board.

2.7 Member of the Public Burglaries

A member of the public drew attention to the number of burglaries in the area stating that it was clear that the strategy of the PSNI was not working. He sought clarification on the use of CCTV and the fact that he had received conflicting advice from statutory agencies.

Chief Inspector D McCamley confirmed that burglaries were on the increase across all districts. He advised that two densely populated locations in the area were classified as burglary hot-spots. He stated that there had been a number of successes and prosecutions, some of which were on-going. He said that a partnership approach was required to address burglary and that Neighbourhood Watch Schemes were beneficial and had aided progress in the past. He advised that actions taken had involved a range of measures.

Regarding CCTV he stated that publicly funded CCTV was very expensive and PSNI were looking to expand it, however this could be problematic. He said that there was the option to utilise mobile systems, which had been employed in the area and which were utilised as deemed appropriate.

3. Report from the PSNI in respect of local crime trends

At this stage the Chairman, Councillor S Carson, referred to the PSNI Report for the last 12 months which would be presented by Chief Inspector J Wilson and Chief Inspector D McCamley. He congratulated the District Commander on the successes achieved stating that it was, however, disappointing that targets for burglary had not been met. He said that the number of Neighbourhood Watch schemes in the Lisburn and Castlereagh City Council area had increased as had the uptake of the Four Tier Home Security Scheme.

Chief Inspector J Wilson gave a verbal report in respect of crime statistics for the Lisburn Area for the previous 12 months. Copies of the Report had been made available to those attending. After the presentation, Chief Inspector J Wilson and Chief Inspector D McCamley responded to the following questions.

3.1 Member of the Public Burglary

A member of the public recounted an incident where vehicles had been stolen during a burglary at her residence. She queried how thieves had legally been able to make claims against her in respect of injuries they had sustained during the burglary with the result that she had been left with considerable financial loss.

Chief Inspector D McCamley stated that he was unable to comment on a specific case or on any insurance or legal implications however he offered to speak to her on a one to one basis after the meeting.

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PCSP 17.05.2016 3.2 Councillor B Hanvey Means of Disposal / Community Contact by Police Officers

Councillor B Hanvey asked for further clarification on the means of disposal implemented under clearance rates. He also referred to the fact that police appeared to be driving in neighbourhoods without getting out of their cars and making contact with residents, he asked whether this was an issue which police intended to address and would they try to increase the contact and engagement going forwards.

Chief Inspector D McCamley stated that the means of disposal available to police were as follows: the courts, caution for low level offences and discretionary disposals, he also advised that juveniles were treated differently.

Councillor B Hanvey then asked whether police officers could provide reassurance that discretionary disposals were closely monitored and in response to this Chief Inspector D McCamley confirmed that this was the case.

Chief Inspector J Wilson responded to Councillor B Hanvey’s second question confirming that police officers had been assigned to specific areas. He said that officers had been developing their knowledge of areas and attending community forums and that the process was progressing. He advised that single points of contact officers had been appointed and the aim was to try to have Officers out on the ground as much as possible.

3.3 Councillor J Gallen Community Reassurance

Councillor J Gallen, who was in the public gallery, referred to the increase in burglaries and asked if police officers could provide reassurance this was being dealt with.

Chief Inspector D McCamley outlined operations which had taken place in the area confirming that additional officers had been deployed. He said that covert operations were ongoing and that considerable progress had been made.

3.4 A Member of the Public Anti-social Behaviour at Lisburn Cathedral

A Member of the Public outlined anti-social behaviour issues in the grounds of Lisburn Cathedral and sought advice from police on how a voluntary organisation should address this.

Chief Inspector J Wilson undertook to have an Officer make contact to provide advice.

3.5 Councillor B Mallon Anti-social behaviour at The Glen, Newtownbreda

Councillor B Mallon, who was in the public gallery, drew attention to anti-social behaviour issues at The Glen, behind Newtownbreda shops and sought an update on how this was being addressed.

Chief Inspector J Wilson said that he would have to respond directly to Councillor Mallon in due course as he did not have the relevant information to hand. He stated that overall anti-social behaviour was reducing.

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PCSP 17.05.2016

3.6 Councillor N Anderson Anti-social behaviour at Queensfort and Killynure

Councillor N Anderson, who was in the public gallery, concurred with the previous questioner and wished to advise of similar issues at Queensfort and Killynure.

Chief Inspector J Wilson undertook to investigate this also.

3.7 Councillor V Kamble Problems with the Call Management System

Councillor V Kamble, who was in the public gallery, wished to ask two questions but firstly she wished to express her dissatisfaction at the order in which people were being invited to ask their questions at the meeting as she had been waiting a considerable time to speak.

She wished to ascertain the telephone number which should be used when members of the community wished to report suspicious activity. She went on to recount instances where calls made by members of the community had not been answered promptly.

She also wished to ascertain how long an Elected Member should expect to wait to have their calls returned by a police officer after leaving a message on the dedicated Duty Sergeant mobile phone number.

Chief Inspector D McCamley responded that it was the 101 number which should be used to report suspicious activity. These calls were answered at the Belfast Call Centre and were then allocated appropriately. He said he would try to address the issues raised in connection with the call management system.

In response to the second question, he stated that this would depend on the circumstances at the time, however, victims of crime should be contacted within the stipulated 10 day period.

3.8 Member of the Public Praise for PSNI

A member of the public wished to praise police for the way they had dealt with the burglary she had experienced. She also recounted an incident where she had made a report regarding suspicious activity which had been responded to by police within 10/15 minutes. She went on to say that there was a collective responsibility on the community to keep their homes safer.

Chief Inspector D McCamley thanked her for her positive comments.

3.9 Member of the Public Advice request re Burglary

A member of the public sought advice on the level of force which could be used by a home owner when coming across a burglar in their home. Chief Inspector D McCamley stated that this very much depended on the circumstances and that legislation stipulated that it should be ‘reasonable’ given the circumstances.

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PCSP 17.05.2016 However, he said he would discuss this with the gentleman after the meeting.

3.10 Member of the public Burglary

A member of the public stated that burglaries were very difficult crimes to solve and she felt that police were doing their best. She then referred to the traditional practice of noting householder absences in a ‘Vacant House Book’ and queried why police officers could not take a note of vacant properties. She stated that as at the time she had made such a request she was advised that a note could not be taken as this was the role of a civilian member of staff who was not on duty at that moment in time.

Chief Inspector D McCamley advised that this book has now been superseded by a computer system and that members of the community could request an entry to be made taking note of a vacant property by calling 101, he also confirmed that this was a 24/7 service.

3.11 Member of the public Institute of Advanced Motorists

A member of the public advised of the benefits he had derived from completing and passing the Institute of Advanced Motorists test. He also wished to thank police officers and Lisburn and Castlereagh PCSP for holding the meeting and providing information to the community.

Conclusion of the Meeting

At the conclusion of the meeting, the Chairman, Councillor S Carson, thanked those present for attending and engaging with both Police and Members of the Partnership. He extended particular thanks to St Joseph’s Parish for their hospitality and assistance with making the venue arrangements. He then invited Deputy Chief Constable Drew Harris to speak.

Deputy Chief Constable Drew Harris stated that he had very much enjoyed the meeting and had taken comments made on board, particularly in respect of the 101 Call Management System. He stated that Police were there to keep the community safe and that he was aware of the burglary issues in the area. He wished to extend a thanks for the engagement of those members of the community who had attended.

4. Any Other Business

The Chairman, Councillor S Carson, wished to advise that Chief Inspector D McCamley was due to retire in the near future from the PSNI and that this would be his final meeting with the Partnership. On behalf of those present he wished to thank him for the work he had done and to wish him well for the future.

Members of the Partnership and community concurred in expressing their good wishes to Chief Inspector D McCamley.

There being no further business, the meeting was terminated at 21.25 pm.

Chairman

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Appendix 12 CSS

SCHEDULE OF PUBLIC/PRIVATE MEETINGS 2016/17

Date of meeting Type of meeting Location

Tuesday 20 September 2016 Private Meeting L.V.I.

Tuesday 18 October 2016 Public Meeting TBC (Commander’s 6 month report)

Tuesday 15 November 2016 Private Meeting L.V.I.

To be confirmed in December Private Meeting L.V.I. (Local Policing Plan)

Tuesday 17 January 2017 Public Meeting TBC (PCSP Themed Meeting)

Tuesday 21 February 2017 Private Meeting L.V.I

Tuesday 21 March 2017 Public Meeting TBC

Tuesday 18 April 2017 Private Meeting L.V.I

Tuesday 16 May 2017 Public Meeting TBC (Commander’s 12 Month Report)

Tuesday 20 June 2017 Private Meeting L.V.I

• All private meetings will commence at 5.30pm unless otherwise indicated. A light tea will be served prior to all private meetings and will be available from 5.00pm • All public meetings will commence at 7pm unless otherwise stated APPENDIX 13 CSS

Lisburn Commerce Against Crime (LCAC)

Business Plan 2015-2018

Year 3 End

19 Activities Outputs Progress to date

1. CORPORATE GOVERNANCE: Board Structure / Strategy

1.1 1.1.1 Ensure appropriate partner All organisations listed are represented Ensure that the organisations are represented on the except NIHE with whom ongoing LCAC Executive Board of Directors including PCSP, Lisburn negotiations are progressing. Board reflects & Castlereagh City Council, PSNI, the stakeholders Chamber of Commerce, Housing Board now includes 2 representatives from involved in Executive and Community PCSP, 3 from Lisburn and Castlereagh City making the City representatives. Council, 3 independent members (also of Lisburn and representing Lisburn Chamber of Castlereagh a Commerce City Centre Management and safer place. Retailers Against Crime NI) and 2 advisors from PSNI.

1.1.2 Ensure that all Directors are 6 of the Directors are licensed. The SIA has licensed with the Security Industry implemented a new online licensing Authority system which is experiencing significant delays preventing the 2 outstanding Directors to be licensed. This is being monitored.

1.1.3 Negotiate a more integrated 2 PCSP representatives are now LCAC relationship with the local PCSP board members. Meetings are ongoing with PCSP to identify ways of increasing co- operation on relevant initiatives.

1.1.4 Conduct an attitude survey about LCAC have co-operated with LCCC to have people’s perceptions of CCTV and its 2 questions relating to CCTV perceptions usefulness. inserted into its Retail Survey.

The Retail Crime Audit being delivered by LCAC (funded by PCSP) will include a comprehensive on-line survey to include attitudes to CCTV.

1.2 1.2.1 Implement the UK Corporate LCAC is currently negotiating with IOD for Review the Governance Code and provide training the development of a tailored programme Board’s policies for the Board Members in Corporate for LCAC members. and procedures Governance. to ensure good Corporate 1.2.2 Prepare and implement a CCTV Policy in place. Due for review 2017. Governance policy that ensures CCTV adheres to the Also, the CCTV monitoring room has a principles of the Data Protection Act National Gold Award. 1998, the Human Rights Act 1998,

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Activities Outputs Progress to date

Regulation of Investigatory Powers Act 2000 and other relevant legislation. The LCAC Board is actively progressing the 1.2.3 Conduct a yearly independent audit appointment of a Lay Panel to conduct of the CCTV facility and publish its annual audits. This will completed before findings. year end and will comply with the Camera Commissioner’s Code of Practice.

1.3 1.3.1 Form a CCTV strategy committee. Committees yet to be formed. Envisaged Review the this may be prioritised for 2017. structure of the 1.3.2 Form a remuneration committee. LCAC Board 1.3.3 Appoint a part time Project An interim arrangement is in place with an Manager. independent specialist CCTV advisor, pending review of this approach.

Appointed. 1.3.4 Appoint part time finance and administrative support.

1.4 1.4.1 Negotiate a better strategic fit with A series of meetings are being arranged Review Board’s Lisburn and Castlereagh City Council with LCCC Economic development and strategic fit with (Corporate Services – PCSP) PCSP in advance of expected handover of Lisburn and responsibility for CCTV to PCSP. Castlereagh City Council

2. FINANCE: Best value – Income – Expenditure

2.1 2.1.1 Review auditing procedures and LCAC Board to progress in line with action Best Value relationship with solicitors and 1.2.1 above. accountants.

2.1.2 To achieve best value for the CCTV staff brought ‘in-house’ in September operation of CCTV, City Watch and Radio 2012 to avoid increased monitoring costs Link services. from new monitoring contract. All contracts are now monitored annually and CCTV maintenance closely managed to ensure value for money.

2.1.3 Ensure quality and value for money Council procurement procedures followed in any ongoing procurement. for all procurement.

2.1.4 Combine enterprises to reduce No suitable infrastructure projects are cabling and transmission costs and share current in place. design and installation costs with private sector developers.

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Activities Outputs Progress to date

Activities Outputs Progress to date

2.2 Income 2.2.1 Seek to maintain private sector Private sector income maintained despite funding and where possible increase it. several members closing down or leaving CityWatch. On-going efforts by LCAC to 2.2.2 Ensure continued financial support attract new CityWatch clients. for CCTV and City Watch in Lisburn City The new RadioWatch system has been Centre, Moira Hillsborough and deployed in Dundonald and this will Dunmurry. present an opportunity to gain new clients in that area.

The larger retailers and companies in 2.2.3 Explore sponsorship opportunities. particular have been approached for sponsorship with no tangible results as yet. Efforts will continue.

A case for sustainable CCTV funding has 2.2.4 Provide key information and been presented to the Justice Minister by statistical information to support PSNI, Diane Dodds MEP who has engaged with potential new funders and for business LCAC to provide supporting evidence of cases for additional investment. need and impact. The Minister for Communities, Paul Givan MLA, has also been engaged as part of this process.

LCAC is currently engaging with Newry 2.2.5 Review all existing CCTV monitoring Mourne and Down District Council to agreements and associated charges with expand current management to cover the view to increasing income. Newry, Kilkeel and Warrenpoint. Also engaged with Antrim and Newtownabbey Borough Council to undertake a new contract for management.

Potential new build at Lagan Valley 2.2.6 Use spare CCTV capacity to monitor hospital will increase usage and Directors public/ private sector premises where an have been briefed to look for new income may be generated, these may opportunities. include: Primary Schools; Secondary Schools; Youth Clubs; Libraries, Health Centres and Housing

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Activities Outputs Progress to date

Executive estates and other public buildings. Plans are at an advanced stage to deploy a mobile camera at the Blue Bridge in 2.2.7 Develop CCTV into a facility for Lisburn. This will enable pictures coming monitoring lone workers and monitoring back to the LCAC Monitoring Room with mobile CCTV cameras. the flexibility of the camera being moved anywhere in Lisburn and Castlereagh.

Meetings have been arranged with traffic wardens and Environmental Health 2.2.8 Consider the use of CCTV to assist in Officers to progress. the enforcement of street parking and Bylaw enforcement.

2.3 Expenditure 2.3.1 Review / implement devolved Completed. spending policies.

2.3.2 Review auditing processes. Completed.

2.3.3 Review budgets monthly. Completed and ongoing.

3. PERFORMANCE MANAGEMENT: Improve quality and value of information collected

3.1 Create a 3.1.1 Develop performance management This is undertaken on a regular basis by the Working Group data and identify new performance CCTV Supervisor. to look at how indicators. information is collected, used 3.1.2 Continued development of the New recording systems have been and shared recording system to capture all useful and introduced to LCAC to deal with integration relevant data in consultation with key of all public space cameras. Training and partners. familiarisation with all new cameras and the recording system is being planned for LCCC staff.

3.1.3 Investigate how CCTV data could be Information sharing in place with Retailers used within partner organisation(s) and Against Crime NI to share information on make recommendations to maximise its known miscreants in the retail crime benefit. sector.

3.1.4 Agree data and output formats that can be shared with authorised LCAC is currently developing formats stakeholders in a three tiered level – customised for these different audiences Board, Partners, Businesses.

3.1.5 Liaise with relevant stakeholders to agree key performance indicators and LCAC complies with LCCC requirements for format of output information. reporting against performance indicators.

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Activities Outputs Progress to date

3.2 Encourage 3.2.1 Work with PSNI to have CCTV This is done on a regular basis and co- regular briefings monitoring staff regularly briefed on ordinated by LCAC of CCTV staff by crime trends and known criminals. PSNI 3.3 Identify links 3.3.1 Liaise with PSNI to identify time LCAC is working towards moving from with courts, saved by use of CCTV and other useful anecdotal to more measurable impact in police & CCTV to information such as convictions in order this area. help identify to help identify true value of CCTV. true value of CCTV 3.4 Review and 3.4.1 Regularly update procedures, This is done by LCAC on a regular basis. update protocols and manuals to reflect best recording practice. procedures & protocols

4. HUMAN RESOURCES

Staff remuneration, appraisals, training and service provision

4.1.1 Review job descriptions, personnel Completed 4.1 Acquire and specifications and implement a staff retain quality appraisal scheme for CCTV monitoring CCTV Staff. staff

4.1.2 Review remuneration packages for Completed staff

4.1.3 Undertake a training needs analysis New monitoring staff are currently being of all CCTV staff and implement training appointed. TNAs will then be completed. packages where relevant

4.1.4 Develop a “Lone Worker” policy The policy has been developed. Feasibility issues have been identified though. The key issue is that a lone worker is not viable, therefore a need for additional staff which was addressed in May 2016.

4.1.5 Introduce a time and attendance Prices have been obtained with biometric system for managing staff implementation expected in December 2016.

4.1.6 Invest in a Project Manager’s Discussion on this issue is required with position to manage and develop the LCCC and PCSP as part of planning ahead business and business opportunities (to with adequate resources to enable both take advantage of the income management and business development. opportunities offered shall require 24

Activities Outputs Progress to date

investment in staff, equipment and marketing). Similar discussion around resource 4.1.7 Pilot the use of a uniformed street implications required. warden in Lisburn. (PCSP)

4.2 Acquire new 4.2.1 Research and acquire new office Completed. New office acquired 11-13 office accommodation for LCAC. Market Square East, Lisburn accommodation in city centre 4.3 Ongoing 4.3.1 Ensure maintenance, service Council procurement procedures followed best value for supplies and technical equipment for all procurement and subsequent maintenance, provided as detailed in renegotiated management of contracts. service supplies tenders / contracts. and technical equipment etc. 4.3.2 Target evening economy businesses LCAC ensures regular contact with with CCTV Radiolink in association with businesses to address opportunities. other crime prevention initiatives.

4.3.3Oversee continued contribution to Regular meetings have been held with CCTV system by Lagan Valley Hospital. Richard Barker, Senior Security Advisor, Lagan Valley Hospital regarding forthcoming building projects and the need for additional cameras.

5. PARTNERSHIP WORKING WITH THE PUBLIC AND PRIVATE SECTOR: Contribute to the reduction in crime and anti-social behaviour through working with key partners to deliver a Community Safety Strategy

5.1 Encourage 5.1.1 Work with community safety A close working partnership with PCSP will & support the officers in the development of a new help with the integration of CCTV into the integration of Community Safety Strategy for the City of Community Safety strategy. CCTV and City Lisburn and Castlereagh. Watch within a wider 5.1.2 Participate in regional / national Staff have attended a number of regional community community safety initiatives to learn and conferences e.g. Retail Against Crime NI safety strategy share best practice. conference in Belfast City Hall.

5.1.3 Negotiate the presentation of CCTV This issue is to be discussed at the next figures at the PCSP meetings. meeting with PCSP.

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Activities Outputs Progress to date

5.2 Develop 5.2.1 Create a new CCTV strategy that will The Retail Crime Audit and Action Plan CCTV Strategy feed into the community safety strategy currently being developed by LCAC (funded and policing plan. by PCSP) will incorporate strategic CCTV provision and management issues.

5.3 Develop an 5.3.1 Integrate all the Council’s public 5.3.1 – 5.3.4: implementation space cameras into the LCAC monitoring Currently completing (target October plan to cost suite. 2016) effectively integrate all 5.3.2 Prepare tender documentation and council public advertise. space cameras into the LCAC 5.3.3 Evaluate tender and appoint monitoring successful contractor. suite. 5.3.4 Project manage the CCTV integration project.

5.4 Develop an 5.4.1 Design a CCTV plan, tender and Completed. integrated CCTV implement and project manage the CCTV plan for the plan. Omniplex site including the Leisureplex

5.5 Research the 5.5.1 Research and prepare a scoping Work on this action is ongoing and possibility of paper on the possibility of integrating all expected to be completed by year end integrating all public space cameras in Lisburn and 2016/17. public space Castlereagh into LCAC’s monitoring suite. cameras in the City of Lisburn 5.5.2 Arrange and conduct preliminary and Castlereagh meetings with car parks, Translink etc, Work on this action is ongoing and into LCAC’s hospitals, schools and other public expected to be completed by year end monitoring buildings. 2016/17. suite. 5.5.3 Prepare an Options paper and budgets for discussion. Work on this action is ongoing and on schedule to be completed by end September 2016.

5.6 Develop 5.6.1 Arrange meetings with each of the This is being progressed on an ongoing relationships key partners. basis by LCAC through its membership of with key the CCTV User Group. partners to understand and 26

Activities Outputs Progress to date share best 5.6.2 Develop protocols for the use of LCAC is currently discussing the practice in creating direct communication and development of protocols with PSNI based relation to sharing of intelligence between police on a similar model applied in Scotland. detection / and CCTV staff. prevention of crime. 5.6.3 Protocols to be developed that Currently operational. require the police to provide feedback to CCTV managers as to the operational usefulness of CCTV images.

5.6.4 Participate in Youth Conferencing / The Director of Retailers Against Crime NI, Youth Justice / Business Sector events. Jacqueline Crockell, is now a LCAC Board Member and enabling feedback when participating in these events. LCAC is engaging in a business breakfast event with Lisburn Chamber of Commerce on September 14 2016.

5.6.5 Arrange stakeholder visits to CCTV 18 visits have been facilitated by LCAC this control room – use this to promote year. membership of Radio Link Scheme.

5.6.6 Meet with other local and national LCAC has met over recent months with CCTV systems to share practice. Newry Mourne and Down District Council and Antrim Newtownabbey Borough Council to share practice on CCTV systems.

5.7 Continue the 5.7.1 Continue and develop promotion of A new digital radio system has been development of City Watch. deployed in Lisburn and Dundonald with City Watch / Pub new members signed up. Watch schemes to help Increase 5.7.2 Update marketing and sales Completed Private Sector material to support targeted growth of participation City Watch membership. and financial contribution 5.7.3 Conduct one to one sales meetings A number of new members have been targeting new businesses to encourage signed up, including McDonalds at recruitment of new members with a Dundonald. particular focus on licensed premises.

5.7.4 Service Lisburn Leisure Park package Completed. with the Managing Agent, attending and contributing to traders association meeting when invited.

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5.7.5 Investigate the possibility of setting A meeting has been organised with Tanya up additional similar arrangements in McKeown, the Estate Agent managing the other areas. Dundonald Omniplex site.

5.8 Supporting 5.8.1 Support retention of City Centre This will be addressed in the Business Plan Crime Beat Manager. for 2017. Prevention initiatives that 5.8.2 Work with PSNI, RACNI & 5.8.2 – 5.8.4: add value to City Community Safety to develop other This work is ongoing by LCAC through Watch while information sharing initiatives. liaison with the City Centre Warden. building on existing strong 5.8.3 Remove and record all incidents of relationships City Centre fly posting and graffiti. with RACNI 5.8.4 Monitor, report and record all incidents of City Centre vandalism.

5.8.5 Ensure ongoing integration of The Director of Retailers Against Crime NI, “Retailers Against Crime” as part of City Jacqueline Crockell, is now a LCAC Board Watch. Member.

5.8.6 Research and participate if 5.8.6 – 5.8.7: appropriate in the Secure Incident These actions are currently being Reporting and Community Engagement progressed by LCAC in conjunction with System (SIRCS). PSNI.

5.8.7 Research and implement if appropriate a data base of stolen property. No suitable initiative has so far been 5.8.8 Panic Alarms in City and town identified. LCAC will continue to review. centres.

5.9 Identify 5.9.1 Identify crime hot spots and gaps / There has been no identification of these areas of problem areas within the current CCTV to date. LCAC will continue to review. increased crime coverage area through discussion with / antisocial private sector, PSNI, CCTV staff and PCSP. behaviour within the City 5.9.2 Develop a program or plan to There has been no identification of these of Lisburn and address these problem areas. to date. LCAC will continue to review. Castlereagh and take steps to 5.9.3 Where budget permits take action As above. No gaps currently. address based on the above plan to reduce crime hot spots / gaps in CCTV coverage.

5.9.4 To offer support and advice This will be progressed by LCAC through regarding the provision of permanent or development of the Retail Crime Audit and stand-alone CCTV systems to retail, Action Plan (funded by PCSP) commercial and domestic properties to

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deter crime and enhance the detection of crime. Mobile camera deployed at Bluebridge 5.9.5 Pilot and deploy mobile cameras to Lisburn. deal with specific community issues. 5.9.6 – 5.9.7: 5.9.6 Devise a tasking process thorough LCAC is engaged in ongoing discussion with the PCSP for CCTV deployment to deal PSNI to address these issues. The with specific crime / anti-social issues. integration of all cameras will assist greatly with this process. 5.9.7 Devise a tasking process for the deployment of mobile CCTV cameras for “event management”

6. MARKETING AND COMMUNICATION: Improve engagement with the community and business community in crime prevention & detection initiatives

6.1 Increase 6.1.1 Design a web page for LCAC. Completed: public http://citywatchlisburn.co.uk/ awareness of existence and 6.1.2 Issue press release to local This is done on a regular basis. effectiveness of newspaper to update public. CCTV – use of fresh marketing 6.1.3 Promote through partner techniques publications/ newssheets. This is also done on a regular basis.

6.1.4 Produce & distribute at least three This action is progressed through proactive newsletters per annum to communicate postings by LCAC on Facebook and Twitter. positive news stories and City Watch success stories.

6.1.5 Facilitate 10 CCTV control room 18 visits have been facilitated by LCAC this visits by community / youth sector. year.

6.1.6 Produce information materials for This is achieved by LCAC through articles in general public. the local press.

6.1.7 Promote work of City Watch Done on a regular basis. through Facebook.

6.1.8 Arrange a television documentary LCAC are discussing with PSNI Press Office. about the workings of CCTV and its Expected to be achieved by November relationship with the PSNI. 2016 when the new control room is completed. 7. Legislation: Ensure ongoing review, update & maintenance of the CCTV & City Watch schemes ensuring their legislative compliance

7.1 Review, 7.1.1 Ensure operating and procedural 7.11 – 7.13 update and manuals remain updated with particular Actions completed. 29

maintain CCTV & reference to the Data Protection Act, Radio Link Human Rights Act, Freedom of ensuring full Information Act and Regulation of legislative Investigatory Powers Act and the CCTV compliance over Code of Practice is reviewed on a regular the business basis. plan period 7.1.2 Research current legislation and apply updates.

7.1.3 Research other CCTV & Radio Link Schemes locally & nationally and translate best practice models to the City of Lisburn and Castlereagh. This is currently being researched by LCAC. 7.1.4 Replace CCTV signage to take into account EU Legislation.

8. New Technologies and “The Future: Deploy where appropriate new technologies with a view to reducing revenue costs / increasing quality a8.1.Upgrade / 8.1.1 Implement a phased programme to 8.1.1 – 8.1.2: Expansion of replace/upgrade existing cameras to IP These issues will be explored in detail as current CCTV CCTV with Analytics. part of the production of an LCAC Business system Plan for 2017/18. 8.1.2 Expansion of the system must be carefully consider and be determined by crime figures, incident reports, available funding and through detailed consultation with all key stakeholders.

8.1.3 Create a Virtual Private Network so This will be achieved on completion of the that appropriate CCTV staff can access new integration project in October 2016 the CCTV cameras from their IPad from and will be available for Wallace Park, any remote location. Lisburn Leisureplex, Castle Gardens and Lisburn Civic Centre.

8.2 Ensure new 8.2.1 Investigate new technologies and No appropriate new technologies technologies their potential benefits and opportunities identified to date. LCAC will continue to and potential for CCTV. review. benefits are investigated 8.2.1 Attend CCTV exhibitions in the UK. None attended to date this year. 8.3 When 8.3.1 Oversee trial and installation of new LCAC is actively developing this action as funding allows technology where beneficial and funding part of longer term business planning take action to permits. which takes cognisance of funding and trial or resourcing implications. implement new technology

30

that will reduce costs and/or increase quality

Key Performance Indicators

Annual Incidents Target 2014-15 2015-16 Number of incidents monitored at PSNI request 165 340 293 Origin Number of incidents reported by CityWatch 586 730 653 Number of incidents detected by CCTV operators 1215 1667 1700

Incident Incident Total number of incidents 1965 2737 2646 Number of incidents recorded on CCTV and

ent PSNI informed (no assistance required) 528 805 947 Incid 31

Number of tasks to PSNI from CCTV operators 427 582 718 Number of arrests associated with CCTV (total arrests) 208 259 292

Number of CCTV tapes reviewed by PSNI

DVD (Total tapes Reviewed) 88 375 415

Arrests Comparative

40

35

30

25

2012 - 13 20 2013 - 14 15 2014 - 15

10 2015 - 16

5

0 Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Incident origins and arrests April 2014 – March 2015 and April 2015 – March 2016

32

3500

3000 259 292 Arrests 2500

2000 CCTV Operators 1667 1700 1500

1000 CityWatch 730 653 500 PSNI 340 293 0 2014 - 15 2015 - 16

33 Appendix 3 DCS

LISBURN AND CASTLEREAGH CITY COUNCIL MEETING OF CORPORATE SERVICES COMMITTEE – 13th SEPTEMBER 2016

REPORT BY HEAD OF FINANCE & IT

PURPOSE AND BACKGROUND

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

The following decisions are required:

To approve the timetable for the preparation of the estimates for 2017-2018

To note the financial statement for the period ended the 31st July 2016.

To note the report on the Capital Programme.

To note information on the Forecast First Quarter Actual Penny Product for 2016/2017.

ITEM FOR DECISION

1. ESTIMATES 2017-8 – PROGRAMME OF MEETINGS

Attached at Appendix 1 Finance & IT is a report on the proposed schedule for preparation of annual estimates for the financial year commencing 1st April 2017.

Recommendation

It is recommended that the timetable for the preparation of the Estimates for 2017- 2018 be approved.

ITEMS FOR NOTING

2. FINANCIAL STATEMENT PERIOD ENDED THE 31ST JULY 2016

The financial statement for the period ended the 31st July 2016 is attached to this report under Appendix 2 Finance & I.T. It is to be noted that the net profiled expenditure for the period is 6.00% below the approved estimates for the financial year 2016/2017.

Recommendation

It is recommended that the financial statement for the period ended the 31st July 2016 be noted.

3. CAPITAL PROGRAMME

Attached at Appendix 3 Finance & IT is a report on the progress of expenditure on the Council’s capital programme for the period up to the 31st July 2016.

Recommendation

It is recommended that the report on the Capital Programme be noted.

4. FORECAST FIRST QUARTER ACTUAL PENNY PRODUCT (APP) 2016/2017

Attached under Appendix 4 Finance & IT is copy of a letter dated the 1st August 2016 from Land & Property Services regarding the Forecast First Quarter Actual Penny Product Analysis for 2016/2017. Copy of the APP Analysis Sheet is attached under Appendix 5 Finance & IT.

Recommendation

It is recommended that the information on the Forecast First Quarter Actual Penny Product for 2016/2017 be noted.

LEAH SCOTT HEAD OF FINANCE & IT 8TH SEPTEMBER 2016 Appendix 1 Finance & IT PROPOSED PROGRAMME FOR THE STRIKING OF A DISTRICT RATE FINANCIAL YEAR COMMENCING 1ST APRIL 2017

12th December 2016 - Monday

Special Meeting of the Corporate Services Committee with the Chairmen and Vice-Chairmen of the several standing Committees of the Council along with the Council Directors.

January 2017

(Date to be agreed as normal date would be on New Years’ Day bank holiday)

Meeting of the Planning Committee at which the estimates of Planning Services will be considered.

3rd January 2017 (5.30 pm) - Tuesday

Meeting of the Leisure Services Committee at which the estimates of Leisure Services will be considered.

4th January 2017 (5.30 pm) -Wednesday

Meeting of the Environmental Services Committee at which the estimates of Environmental Services will be considered.

4th January 2017 (7.00 pm) - Wednesday

Meeting of the Development Committee at which the estimates of Development Services will be considered.

10th January 2017 (5.00 pm) – Tuesday

Meeting of the Governance & Audit Committee at which the estimates of Governance & Audit Office will be considered.

10th January 2017 (7.00 pm) - Tuesday

Meeting of the Corporate Services Committee at which the estimates of Corporate Services will be considered.

25th January 2017 (6.00 pm) - Wednesday

Special Meeting of the Corporate Services Committee to consider the Striking of a Rate for the Year 2017/2018 and the making of a recommendation to the Council as to the Rate to be struck.

9th February 2017 (6.00 pm) - Thursday

Special Meeting of the Council to receive a recommendation from the Special Meeting of the Corporate Services Committee as to the Rate to be adopted for the Year 2017/2018. Appendix 2 Finance & IT Appendix 3 Finance & IT

Appendix 4 Finance & IT

Land & Property Services Lanyon Plaza 7 Lanyon Place TOWN PARKS BELFAST BT1 3LP E-Mail: colm.o’[email protected]

FROM: Colm O’Hagan

DATE: 1st August 2016

TO: Edward Patterson Lisburn and Castlereagh City Council

FORECAST FIRST QUARTER ACTUAL PENNY PRODUCT (APP) 2016-2017

Land & Property Services (LPS) has completed first quarter APP calculations for the rate year ending 31st March 2017. The forecast outturn for Lisburn and Castlereagh City Council is a positive sum of around £392k equivalent to a 0.96% increase in revenues estimated through the rate setting process. The forecast provides early notification of what progress has been made against the estimate and whether we are on target to meet revenue predictions. In the case of your council the predicted outturn is a positive one but you need to bear in mind that changes to property valuations and occupancies occur on a daily basis and accordingly movement in the forecast APP is to be expected. The forecast outturn was calculated based on the following assumptions and information extracted from the Revenues and Benefits systems.

The Assumptions

 Gross Rate Income (GRI) calculated to 30th June 2016.  Rates foregone from vacant property in the non-domestic sector for the initial 3- month exemption period have been calculated based on the monetary value of losses used in the EPP, at 31st March 2016 or 30th June 2016 whichever is the higher. In the case of Lisburn and Castlereagh City Council the forecast has calculated these based on the losses used in the EPP. Losses in the “50%” and “Exempt” categories were calculated based on the actual loss at 30th June 2016 plus a 5% uplift. In this regard losses built into the forecast exceed actual losses in the LPS accounting system at 30th June 2016 by £242k inclusive of district and regional rates. Accordingly unless losses in those categories increase by that amount between now and year end then there is the potential for further improvement in the forecast. We will look at this in more detail in the second quarter.

 Rates foregone (exclusions including developer exclusions) from REH have been calculated based on the figure in the rating system as at 31st June 2016.

 Discount by way of landlord allowances has been calculated based on the monetary value of losses used in the EPP, the position at 31st March 2016 or the position at 30th June 2016, whichever is the higher loss.

 Write offs based on losses of £24.6 million used in the estimated penny product setting process.

 Cost of Collection estimated at £20 million for the rating year apportioned across the 11 Councils on the basis of statutory formula. Rateable Values used were the average of those in the Valuation Lists at 31st March 2016 and 30th June 2016.

 The CAP based on losses in the system at 30th June 2016.

The detail of these forecast indicative figures can be found in the attached Schedules 1, 2 and 3 and APP analysis workbook for 2016-17 rating year.

With regard to losses in the non-domestic sector and in particular vacant property we should not be complacent. The economic climate remains challenging, particularly with the recent Brexit referendum outcome, and can impact without warning and sometimes significantly on revenue streams, thus making projections very difficult. We therefore believe that we – and the Council – need to take a prudent approach to penny product figures at this stage of the year.

The Way Forward

The approach to the 2016-17 in-year APP forecasts has taken into account previous discussions with individual Councils and the Penny Product Working Group. However, in order to ensure that the forecast is as robust as possible, these draft figures are being issued to Council Finance Officers for review and agreement.

Whilst LPS has considered all of the information available within the Agency, we are not privy to all that is happening across Council Districts and there is the potential for these indicative figures not to reflect matters that could have a material impact on the outturn. This may arise as the result of a major new development under phased construction, a large property demolished or fire damaged, a business closing down or perhaps a business facing administration or bankruptcy. We therefore welcome your insight into any significant local impacts which should be reflected in this forecast.

Going forward, it will be important to continue to work collaboratively on penny product matters, in order to address the challenges being posed by the ongoing economic uncertainty. Accordingly, I would ask you to carefully examine this note, the assumptions used and the various attachments and let me know if there are any changes you would like made. In addition, you will wish to speak with your Building Control and Economic Development colleagues to establish if they are aware of any changes likely to arise in the tax base before year end and which could materially affect this indicative outturn. Any potential changes should be alerted to me, along with any suggestions on how these should be reflected in the calculations. We are more than happy to work with you to remodel the forecast.

It would be helpful to have any comments on the forecast calculations or requests for a discussion by not later than Friday, 12th August 2016. Following that, we will, where appropriate, remodel the calculations and issue to you by Friday, 19th August 2016. Our intention is that the calculations will become the formal record between LPS and the 11 Councils.

In addition to the normal Schedules I have attached the following:

 Property rateable values by distinguishment type to 30th June 2016.

 Revisions to the Lists by distinguishment for month ending 30th June 2016.

 List of value significant applications/appeals Land Tribunal cases etc.

 Debt analysis including age.

Revaluation and Valuation Lists

With regard to challenges against the Valuation List entries, we have not made any assumptions in the forecast as to what the likely outcome may be. There are sensitivities around challenges/appeals, particularly those that are value significant, and any attempt by us to pre-empt the outcome could prejudice discussions between Appellants and Valuation Directorate. At this stage we can tell you that arising from the non-domestic revaluation effective 1st April 2015 LPS has received just over 4,800 applications from ratepayers for a review of their list entry. The applications are a mixture including some that are value significant and work is on-going to progress them to a conclusion. As at end of June, 53% of the challenge cases had been completed which had resulted in a total reduction of just over 0.5% to the initial April 2015 tax base. There are variances between councils regarding the level of challenges/appeals. You will find details of the impact of the challenges/appeals in the 2016-17 year in the attached schedule together with details of what is currently outstanding. Going forward we should accept that there is the potential for a l number of these to impact on settlement forecasts. We are of course happy to discuss the matter but any adjustments ahead of the formal outcomes are a matter for you.

I look forward to hearing from you and will be happy to explain any of the detail or provide additional information. I can be contacted by e-mail at: (colm.o’[email protected]) or telephone 028 90336776

COLM O’HAGAN Head of Operational Finance Appendix 5 Finance & IT Appendix 5 DCS

LISBURN AND CASTLEREAGH CITY COUNCIL MEETING OF CORPORATE SERVICES COMMITTEE – 13TH SEPTEMBER 2016

REPORT BY HEAD OF HUMAN RESOURCES & ORGANISATION DEVELOPMENT (ACTING)

PURPOSE AND BACKGROUND

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

The following decisions are required:

To agree that the Council proceeds with the procurement of Occupational Health provision in accordance with the business case.

To consider the report on the Elected Member Development Group and that nominations to it be confirmed, following which the next meeting of the group will be arranged. To note a letter dated 30th June 2016 from Alderman Stephen Martin, Chair of the Elected Member Development Working Group NILGA.

To note the progress report on the Work Plan for the implementation of the filling of posts in the new Council structures.

To note preliminary details of the Local Government Staff Commission’s conference entitled “Transformation in Practice” being held in the La Mon House Hotel & Country Club, Belfast on the 8th and 9th December 2016 with nominations thereto being considered on receipt of further details of the conference.

To note the consultation feedback on the Local Government Staff Commission’s Code of Procedures on Recruitment and Selection.

To note the report of the LGTG Elected Member Development Steering Group meeting held on 18th May 2016.

ITEMS FOR DECISION

1. OCCUPATIONAL HEALTH TENDER

The Council, and the legacy Councils, have operated an Occupational Health Provision for employees in accordance with best practice and to support attendance management in accordance with the Council’s Policy for Managing Attendance. The contract for this service is due for renewal and the Council had been considering the feasibility of a collaborative tender with a number of other councils, however, this approach was not considered feasible and will not proceed. It is therefore recommended that the Council proceed with the procurement for the provision of Occupational Health, the business case for which is attached at Appendix 1 HR&OD

Recommendation

It is recommended that the Council proceeds with the procurement of Occupational Health provision in accordance with the business case.

2. ELECTED MEMBER DEVELOPMENT STEERING GROUP

At the Council meeting of 24 November 2015, nominations were received for the Elected Member Development Steering Group which would:

• Provide a Member-led strategic approach to Member development; • Monitor, advise and promote Member learning and development activities; • Ensure that these activities were in line with the objectives and values of the Council’s Corporate Plan; and • Evaluate the investment in Member learning and development to assess achievement and improve future effectiveness.

It was agreed at this meeting that each political party make a nomination to serve on the Members’ Development Steering Group for the Elected Member Development Charter and the following nominations were received:

• Councillor N Anderson, DUP; • Councillor R Butler, UUP; • Alderman S Martin, APNI; • Councillor J Gallen, SDLP; • Councillor A Girvin, TUV; and • Councillor J McCarthy, NI21.

It was further agreed that, in the case of any of the above Members not being able to attend a meeting of the Steering Group, another Member of their party could represent them.

2. ELECTED MEMBER DEVELOPMENT STEERING GROUP (Continued)

The first meeting of the Steering Group took place on 20 January 2016 which was also attended by Derek McCallan, NILGA and Wavell Moore, PSM Consulting. Following a presentation from Mr McCallan, the Group endorsed the appointment of Mr Moore to undertake a Training Needs Analysis with Members.

The Training Needs Analysis has been carried out and in order to progress this and the other activities of the group, and cognisant of Cllr Butler’s election as an MLA, and there being no NI21 party representatives, it is recommended that the nominations for this Group be confirmed by the remaining parties.

The Council’s approach to Member Development is recognised and attached at Appendix 2 HR&OD is a letter dated 30 June 2016 from Alderman Stephen Martin, Chair of the Elected Member Development Working Group, NILGA, endorsing the Council’s vision in this regard.

Recommendation

It is recommended that Members consider the report on the Elected Member Development Group and that nominations to it be confirmed, following which the next meeting of the group will be arranged.

It is further recommended that a letter dated 30th June 2016 from Alderman Stephen Martin, Chair of the Elected Member Development Working Group NILGA, be noted.

ITEMS FOR NOTING

3. WORKPLAN FOR IMPLEMENTATION OF FILLING POSTS IN NEW COUNCIL STRUCTURES

Attached under Appendix 3 HR&OD is a progress report in respect of the above matter. I wish to report that as at 31st August 2016, 97% of staff to be matched to posts have been confirmed in the new structure. The remaining 3% are those who are in the redeployment pool, have outstanding appeals against the matching, or require interview for post.

As at 1st September 2016 those employees who have been confirmed in post have been assimilated to the new structure and their new job description applies. Also at this date, 66 posts do not have a substantive postholder and are covered either with fixed-term employees, agency workers, or are vacant. The progress report outlines that it is intended to commence the filling of these posts through the previously agreed protocol for recruitment, with any posts which are not filled through the internal trawls being brought back to the relevant committee prior to being recruited externally. In either case, cognisant of the efficiency review, these posts will be recruited for a period of 18 months.

3. WORKPLAN FOR IMPLEMENTATION OF FILLING POSTS IN NEW COUNCIL STRUCTURES (Continued)

These posts will proceed once the Council completes the matching of those not yet confirmed in post in the new structure, with the exception of the agreed project based posts which are for a definitive period and which can be recruited at this stage.

The Planning Unit, Arts Centre and Irish Linen Centre/Lisburn Museum are not included in this project and will be reported to the Committee in due course.

Recommendation

It is recommended that the progress report on the Work Plan for the implementation of the filling of posts in the new Council structures be noted.

4. LOCAL GOVERNMENT STAFF COMMISSION PEOPLE AND ORGANISATION DEVELOPMENT CONFERENCE “TRANSFORMATION IN PRACTICE”, LA MON HOUSE HOTEL & COUNTRY CLUB, GRANSHA ROAD, BELFAST 8TH AND 9TH DECEMBER 2016

Attached hereto under Appendix 4 HR&OD are preliminary details of the above conference. Further details shall be reported upon receipt at which time the Committee shall be invited to consider nominations to the conference.

Recommendation

It is recommended that preliminary details of the Local Government Staff Commission’s conference entitled “Transformation in Practice” being held in the La Mon House Hotel & Country Club, Belfast on the 8th and 9th December 2016 be noted with nominations thereto being considered on receipt of further details of the conference.

5. LOCAL GOVERNMENT STAFF COMMISSION CODE OF PROCEDURES ON RECRUITMENT AND SELECTION CONSULTATION FEEDBACK

Attached under Appendix 5 HR&OD is a report on the consultation feedback in respect of the LGSC Code of Procedures on Recruitment and Selection.

Recommendation

It is recommended that the consultation feedback on the Local Government Staff Commission’s Code of Procedures on Recruitment and Selection be noted.

6. LOCAL GOVERNMENT TRAINING GROUP ELECTED MEMBER DEVELOPMENT STEERING GROUP MEETING – 18TH MAY 2016

Attached under Appendix 6 HR&OD for Members information is a report from the LGTG Elected Member Development Steering Group meeting of 18th May 2016.

Recommendation

It is recommended that the report of the LGTG Elected Member Development Steering Group meeting held on 18th May 2016 be noted.

MRS CAROLINE MAGEE HEAD OF HUMAN RESOURCES & ORGANISATION DEVELOPMENT (ACTING) 8TH SEPTEMBER 2016 Appendix 1 HR&OD

BUSINESS CASE FOR THE PROVISION OF AN OCCUPATIONAL HEALTH PROGRAMME

August 2016

1 1. PURPOSE OF THE REPORT

This report sets out the business case for the provision of an Occupational Health Programme to support the wellbeing of staff, and where they are unwell, to use the service to support them in becoming well and returning to work as quickly as possible.

The purpose of this business case is to obtain approval:

 To commence the process to identify a supplier to provide an Occupational Health Programme

 To utilise the programme to support the well-being of staff and to help the Council achieve their absence reduction targets.

2. BACKROUND INFORMATION

Attendance Management has been identified as a key consideration for the Council. Occupational Health (OH) is about how work affects a person’s health and how someone’s health affects their work. It aims to ensure that the Council can be as effective as possible with protecting their employee’s health and well-being. “The involvement of Occupational Health professionals is rated the most effective approach for managing long term absence by all main employer sectors.” CIPD Absence Management Survery 2015 This OH programme will provide a service to applicants and employees of the Council. The services the OH programme will provide are, pre-employment medicals, medical referrals, ill health retirements, health surveillance, DSE vision screening and rehabilitation.

3. KEY OBJECTIVES OF THE PROGRAMME

Developing a healthy workplace culture and adopting a systematic approach to OH will contribute to the Councils success. OH services can support employers in achieving these aims/objectives and also help ensure compliance with law.

The key objectives of the programme for the Council are:

• The provision of an Occupational Health Service that is of a high quality is efficient and customer focused and provides best value for money. • To deliver the service in accordance with good practice and in accordance with relevant Lisburn & Castlereagh City Councils policies and procedures. • To ensure the OH Provider guarantees strict confidentiality and meets data protection requirements. • To support the well-being of staff and where they are unwell, to use the service to support them in becoming well and returning to work as quickly as possible. • To help the Council achieve their absence reduction targets.

2

4. OPPORTUNITES AND BENEFITS

Every year in the UK 200 million days are lost through sickness absence – an average of 8.5 days lost per annum – at an estimated cost of £13 billion, according to the CBI. And each week, one million people (almost 4 per cent of the workforce averaged out over a year) take time off work due to illness. As a healthy workforce has lower sickness absence, it is clear that employers can achieve significant cost savings if they can reduce their absence by improving employee health and wellbeing at work.

A 2004 study concluded that investment in workplace health promotion can bring about cost savings of £10 for every £1 spent.

5. LEGAL OBLIGATIONS AND RISKS

The Council has a legal obligation to provide adequate systems and services to deal with occupational health risks and have a ‘duty of care’ for the health and safety of its employees.

While the primary purpose of OH is to promote well-being and good health among employees, it can also help the Council avoid the growing risk of prosecution.

6. ANTICPATED COST OF SERVICE

The OH provider selected will use the facilities of the Council when possible to provide the service to the Council, to keep costs as low as possible.

Last financial year OH services cost the Council £27,486.47, based on attendance at bi weekly appointments (6 per clinic) and additional clinics when required.

We would propose to procure this service for a period of 3 years at a cost of approximately £90,000.00, on a 1+1+1 basis.

7. TYPE OF PROVIDER

We would propose to use an external provider for example a specialist occupational health company. This is a straight forward, commercial arrangement, with a contract, defined service standards, and reporting/review mechanisms.

The advantages of this provider are that monitoring and review mechanisms and re- tendering drive up performance.

8. RECOMMENDATION

It is recommended that the Council agree to commence a procurement exercise for an Occupational Health Programme.

3

Appendix 2 HR&OD

Dr Theresa Donaldson Chief Executive Lisburn and Castlereagh City Council Lagan Valley Island, The Island LISBURN BT27 4RL 30th June 2016 Dear Theresa,

RE: ELECTED MEMBER DEVELOPMENT

At the NILGA Annual General Meeting on 24th June 2016, members received an update on councillor development activity throughout the 11 district councils in Northern Ireland.

Members were extremely impressed with the level of structured, contemporary training that is being undertaken for and with elected members within NI local government at regional and local level. Members further recognised the value of the individual Training Needs Analyses carried out within a number of councils.

Subsequently, members asked me to write to you as Chair of the NILGA Elected Member Development Working Group to emphasise the opportunities now prevalent in regard to sourcing expertise and funding – tailored and localised to your council’s member needs - through NILGA’s National Standard “Charter” Programme, which currently involves ten of our eleven councils at full implementation, review or initiation stages.

Please do not hesitate to encourage senior council officials (e.g. Member Services / HR) to contact NILGA to avail of these opportunities. As NILGA’s Member Development Team Chair, I wish also to emphasise our support for continuing the momentum in relation to councillor development during this mandate. Even a glance at the Programme for Government Framework will provide evidence that council will be “in demand” over the next five years and as such, needs the resources and competencies to react to this predicted, fundamental change. The EU Referendum result will, also, require new learning and awareness whether member or officer.

In partnership with Council, NILGA very much endorses your council’s vision and endeavours to enable members to receive relevant training that allows them to make informed and measured decisions benefitting local communities across NI.

Yours sincerely,

Alderman Stephen Martin Chair, Elected Member Development Working Group Northern Ireland Local Government Association Bradford Court, Upper Galwally, Castlereagh, BT8 6RB Tel: 028 9079 8972 email: [email protected] web: www.nilga.org twitter: @NI_LGA Appendix 3 HR&OD

Progress Report for Filling of Posts In New Council Structures as at 1 September 2016

The structures for the new Council have been agreed and the matching of posts has taken place to move employees into posts in the new Council structures. All employees confirmed in the structure were assimilated to the posts on 1 September 2016. This equates to 97% of employees matched, with the remaining employees to be confirmed still undergoing the process.

The Planning Unit, Arts Centre and Irish Linen Centre/Lisburn Museum are not included in this Work Plan and will be added to the project in due course.

The table below provides an overview of the number of employees matched and those outstanding.

Progress Report Table

Total number of employees as at end August 2016 820 Total number of employees to be matched (excluding Units not 721 involved in OD) Employees matched but not confirmed (appeals or interviews required 17 – excluding redeployment pool) Employees matched and confirmed 698 Employees in redeployment pool 6

Next Steps The next steps in the process are as follows:

Matching 5 Appeals to be progressed. Scheduled throughout Appeals September. Interviews cannot progress for 1 post until relevant appeals are heard as the outcome could affect the pool for interview.

In accordance with the LGRJF One Step Grievance Procedure, employees do have a right to progress to the Labour Relations Agency if they are dissatisfied with the outcome of their appeal.

Interviews for Four other posts require interview. One of these has taken posts as place and others are scheduled during September (due to required more than one postholder or substantially altered posts) (8 employees affected) Redeployment To date 6 employees are in the redeployment pool, Pool additions to this pool will be as a result of the outcome of appeals and interviews.

Following the completion of the appeals and interview process, the council must consider those in the redeployment pool and identify suitable alternative employment where it exists. This may require further interviews for these employees.

Fixed-term Where posts are held by fixed-term employees and these Posts could be deemed as suitable alternative employment, the considered fixed-term status cannot be further considered, therefore these employees will be considered after the redeployment pool is exhausted.

Internal Trawls To commence after the above is completed. Duration of posts - 18 months. There are currently approx. 66 posts which do not have a substantive post holder (including those held by fixed-term employees). In addition to this, there are five other posts in the agreed structure that are currently filled through internal secondments/transfers.

Trawls will be considered as follows in accordance with the previously agreed recruitment protocol: 1. Agree post to be trawled with Head of Service 2. Issue trawl with expression of interest 3. Trawls to be considered at point 2 for those in Planning, Arts and ILC&LM (due to structure not yet agreed and therefore they are still ‘at risk’). 4. To be considered at point 3 for other employees and agency workers 5. If only one EOI from someone who had been previously interviewed for that post which is unchanged or amended in structure but continues to meet spec then appoint. For all other scenarios it will be a recruitment process in accordance with LGSC Code of Procedures on Recruitment and Selection. For posts not filled through internal trawls, these will require the Head of Service to bring the post back to committee for approval to fill externally.

THE LOCAL GOVERNMENT STAFF COMMISSION FOR NORTHERN IRELAND Commission House, 18-22 Gordon Street, Belfast BT1 2LG Telephone: (028) 9031 3200 Fax: (028) 9031 3151 Typetalk: 18001 028 9031 3200 E.mail: [email protected] Website: www.lgsc.org.uk Appendix 4 HR&OD

Our Ref: Your Ref: Date: 29 June 2016

ADVANCE NOTICE – SAVE THE DATE

PEOPLE AND ORGANISATION DEVELOPMENT CONFERENCE

“Transformation in Practice”

“La Mon House Hotel and Country Club, Gransha Road, Belfast”

THURSDAY 8 and Friday 9 DECEMBER 2016

It is proposed to hold a conference on the above dates to include both presentations of best practice in key areas of transformation and provide an opportunity to discuss the practical implications of implementing change for people and organisation development.

The Conference themes will be:

 Leadership  Transformation and Change  Collaborative Working and Shared Services  Performance Improvement.

Attendance is open to a wide range of stakeholders including, chief executives, senior officers (including those working in HR/OD and in other functional areas) elected members and trade union representatives.

A full Programme and Booking Details will be available in due course, but in the interim period you may wish to note this date in your diary and notify any colleagues who may want to attend.

In the meantime, if you require further information please contact Dermot O’Hara, or Leah Foster at Commission House on (028) 9031 3200 or via email on [email protected] - [email protected] and they will be happy to help.

Chairman: Mr Brian Hanna CBE FCIEH DSc (Econ) CCMI Chief Executive: Dr Adrian E. Kerr MBE BA MA DBA Appendix 5 HR&OD

THE LOCAL GOVERNMENT STAFF COMMISSION FOR NORTHERN IRELAND Commission House, 18-22 Gordon Street, Belfast BT1 2LG Telephone: (028) 9031 3200 Fax: (028) 9031 3151 Typetalk: 18001 028 9031 3200 E.mail: [email protected] Website: www.lgsc.org.uk Our Ref: Your Ref: Date: 3 August 2016

Mrs Caroline Magee Acting Head of HR & OD Lisburn and Castlereagh City Council Civic Headquarters Lagan Valley Island Lisburn BT27 4RL

Dear Caroline

Revised Code of Procedures on Recruitment and Selection

Thank you for your letter in response to the consultation exercise on the draft revised Code of Procedures on Recruitment and Selection.

The Commission has considered all the responses received and I am attaching, for your information a copy of the paper “Outcomes from the Consultation Process and Related Commission Decisions”. This paper will also be available on the Commission’s website www.lgsc.org.uk.

The ‘status’ of the Code will be inserted when the Department for Communities reaches a decision on this matter. The final Code document will be issued to councils in December 2016 either as a best practice guide or a statutory recommendation to take effect from 1 April 2017.

Should you wish to discuss this matter further, do not hesitate to contact me again.

Yours sincerely

ADRIAN E KERR Chairman:Chief Executive Mr Brian Hanna CBE FCIEH DSc (Econ) CCMI Chief Executive: Dr Adrian E. Kerr MBE BA MA

Appendix 5 HR&OD

Review of the Code of Procedures on Recruitment and Selection

Outcomes from the Consultation Process and Related Commission Decisions

July 2016 Contents Page

Background 1

General Comments Do you have any general comments on the revised Code? 2

Purpose and Structure of the Code Do you have any comments on the amendments to this Section? 6

Part A The Legislative Framework Do you have any comments on the amendments to Part A? 7

Part B General Principles Underpinning the Code Do you have comments on the amendments to Part B? 8

Annex 4 Do you have comments on the proposed new system for 10 recruiting and developing staff in Annex 4?

Part C Terms of Reference Do you have any comments on the amendments to Part C? 15

Stage 1 Drafting the Recruitment Documentation Do you have comments on the amendments to Stage 1? 18

Annex 6 Do you have comments on Annex 6 Procedures for the 20 Recruitment and Selection of Clerk and Chief Executive?

Stage 2 Establishing the Panel and the Preliminary Meeting Do you have comments on the amendments to Stage 2? 25

Stage 3 Starting the Recruitment Process Do you have comments on the amendments to Stage 3? 28

Stage 4 Shortlisting Do you have comments on the amendments to Stage 4? 30

Stage 5 Assessment Arrangements Do you have comments on the amendments to Stage 5? 32

Stage 6 The Interview Do you have comments on the amendments to Stage 6? 33

Stage 7 Post Interview Do you have comments on the amendments to Stage 7? 34

Any Other Comments Are there any other comments you wish to make? 36

Background

In February, the Commission issued a draft revised Code of Procedures on Recruitment and Selection and a schedule of amendments paper to councils and other key stakeholders for consultation purposes. The consultation period ended on 27 May 2016.

In order to facilitate the consultation exercise, two information seminars on revised Code were held in Lisburn on 14 April and Limavady on 26 April. In addition, meetings were held with: • the HR team in Mid Ulster District Council on 21 April • the HR team in Causeway Coast and Glens District Council on 4 May • a representative of NIPSA on 21 June

Ten responses were received – from 8 councils, the Equality Commission for NI and NIPSA. This paper summarises the issues raised in the consultation exercise and outlines the Commission decisions.

1

General Comments

Do you have any general comments on the revised Code? Consultee Response Antrim and The Council is not clear if a revised Code, in whole or in part, Newtownabbey would be voluntary (i.e. a best practice guide) or mandatory. Clarity on this point is required.

For some time now the Council has operated recruitment and selection procedures, in line with the relevant equality legislation requirements. It has also developed its own approach to recruitment and selection over many years and this has included the operation of a competency based framework, aligned to corporate needs. Ards and North There is a concern about who will oversee the revised Code Down and who will update it as and when required.

Further information is requested on who will be assuming the role of the Local Government Training Group after March 2017. Belfast Each council, as an individual employer, should have in place recruitment and selection procedures that ensure compliance with the relevant equality legislation, demonstrate best practice and are aligned to organisational priorities set by their elected members. Councils, as individual employers, should not be restricted by inflexible processes or protocols agreed for the sector. Given the embedded existence of procedures aligned to securing compliance with equality requirements an issue exists as to the need to revise the Code at all.

BCC is of the view that a best practice framework would be helpful in supporting councils in reviewing their recruitment and selection procedures at a time of considerable change and opportunity but that all necessary consultation, negotiation and agreement on employment related policies and procedures is managed at individual employer level through councils’ agreed internal consultation and negotiation frameworks.

The LGSC has a power to establish a code of procedure for securing fair and equal consideration of applications to councils and a code of recommended practice as regards the conduct of officers. This is already established in the existing Code of Procedures. Clarity is required on the status of any code following dissolution of the LGSC. Who would oversee a revised code and what elements (if any) of a revised code would be binding. Within the revised code it appears that elements of it are not directly related to the power contained within Section 40 of the Act and cannot properly be construed as being mandatory. In fact their inclusion in a code may be unlawful.

2

Consultee Response Belfast There is some incongruence in the language used regarding the status of the draft revised document, in particular in Section C where some narrative suggests that the revised draft Code would be a compulsory arrangement for the 11 councils. The language throughout the revised document implies that councils will have obligations and duties in the application of the revised code, although the accompanying letter of 22 February 2016 inviting comment on the revised document implies no such obligations. This observation is in addition to the comments in the preceding paragraph.

In addition to the above, BCC highlights, in our response, a number of concerns about the content of the draft Revised Code in particular:

• The development of a centralised mechanism for “trawling” within the local government sector. • The introduction of a grade promotion banding system. • Proposed procedures for the recruitment and selection of the Clerk and Chief Executive. • Reference to the Competency Framework for Local Government.

It would be a matter of concern to BCC if clarity around the obligation on Councils to adhere to these particular elements of the revised code (which BCC would not be in agreement with) is not satisfactorily addressed in the final document.

BCC considers it essential to receive assurance that we will have absolute discretion regarding the implementation of any element of this document. Derry City and No. Strabane Fermanagh Fermanagh and Omagh District Council welcomes this review and Omagh of the Code of Procedures on Recruitment and Selection and is grateful for all the support and guidance provided by the Local Government Staff Commission in respect of the implementation of the Code. Lisburn and The Council welcomes many of the proposed amendments in Castlereagh particular the inclusion of reference to the Local Government Competency Framework and the Local Government Recruitment Portal. Mid and East No comments. Antrim Newry, Mourne None other than those contained within the response and Down questionnaire.

3

ECNI The Equality Commission welcomes the opportunity to comment on the above consultation and that the LGSC have taken this opportunity to review the Code of Procedures on Recruitment and Selection.

Before providing comments on the Code of Procedures, we will reiterate some of the points made in our response to the Department of the Environment on its review of the Local Government Staff Commission in 2012. In that response we stressed the importance, however delivered, of maintaining a focus of delivering work to promote equality of opportunity and good relations across local government. In this regard the Commission recognised the important role that the LGSC has played. Of relevance to this review the LGSC has delivered training for councillors, had an independent role in the recruitment process as well as overseen the implementation of the Code of Procedures across all Councils.

The Commission has, on a number of occasions in the past, when the LGSC have reviewed and updated this Code of Practice, provided advice specific to this Code. Much of this previous advice has been incorporated within the Recruitment and Selection Code and we are of the view that the individual changes proposed in this consultation do not in themselves individually raise particular equality or good relations concerns for the Commission. We do however note that the Procedures will not have the same status as previously. While Independent Professional Assessors have been given a role in recruitment and there are specific references to equality training and the Equality Commission’s guidance it will be important that there is not a diminution of recruitment standards across the local government sector. NIPSA The Staff Commission had the capacity and indeed the right to act to enforce the previous code. Although this may not have happened in practice on many occasions, nonetheless it is important for an independent body to retain that ability and right. Should the Staff Commission cease to exist on 31 March 2017, it remains unclear which body would then undertake that function.

Should a Council decide to opt out of the proposed new code what are the consequences for such a decision?

Who will undertake the important role of providing advice to Councils to ensure a uniform approach to recruitment and selection at al levels?

Three councils and NIPSA have raised issues about the status of the Code after the Commission is dissolved and whether the Code will be voluntary, as a good practice guide for council, or mandatory.

4

This issue is dealt with in more detail in a later section of the Code.

Commission response

The ‘status’ of the Code will be inserted once the Department for Communities reaches a decision on this matter. The final Code document will be issued to councils in January 2017 either as a best practice guide or a statutory recommendation to take effect from 1 April 2017.

5

Purpose and Structure of the Code

Do you have any comments on the amendments to this Section?

Consultee Response Antrim and No comments. Newtownabbey Ards and North No Down Belfast Please see general comments (above) relating to the status of the code.

Belfast City Council has no issue with the deletion of the paragraph relating to “Departures from the Code”. Derry City and No. Strabane Fermanagh Suggest that the revised code allows for departures from the and Omagh code to be approved by Chief Executive or the Council. Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne None. and Down

Commission response

These comments are noted.

6

Part A The Legislative Framework

Do you have any comments on the amendments to Part A?

Consultee Response Antrim and No comments. Newtownabbey Ards and North Not at present – it is noted that the whole section is still be be Down revised and updated. Belfast Belfast City Council is content that “Part A – The Legislative Framework” be updated in line with advice from legal advisors and the Equality Commission for NI during the consultation process.

It would like a reference to the law relating to redundancy in NI as covered by the Employment Rights (NI) Order 1996 to be included in Part A.

Belfast City Council would also like the opportunity to revert when information on “Part A – The Legislative Framework” is available. Derry City and No. Strabane Fermanagh No. and Omagh Lisburn and No. Castlereagh Mid and East Happy to follow advice provided from legal advisors and Antrim Equality Commission for NI. Newry, Mourne None. and Down

Commission response

These comments are noted.

7

Part B General Principles Underpinning the Code

Do you have comments on the amendments to Part B?

Consultee Response Antrim and Under the heading of Re-organisation and Change, the Council Newtownabbey is strongly of the view that the word “negotiate” should be replaced with the word “consult” as it was in the previous Code. Ards and North This is a major departure from the methodology used pre-RPA Down in that there is no longer a requirement to publicly advertise posts.

It implies that subject to monitoring and scrutiny, permanent posts going forward will be filled through internal trawls in the first instance, followed by 11 council trawls before publicly advertising posts.

B7 wording has been changed to negotiate with unions rather than original wording of consult with unions. The wording should not be changed – it should stay as consult as the responsibility for recruitment lies with the Employer. Belfast Belfast City Council has no issue with the proposed amendments to the section: “Part B General Principles Underpinning the Code” in that it is content with:

• the removal of the wording on page B:3 about the Local Government Reform / Modernising Agenda – • the removal of the reference to Commission advice needing to be sought on page B:4 in respect of the Merit Principle; and • the removal of the reference to the Commission on page B:7 relating to Re-organisation and Change.

In terms of the wording on page B:7 relating to Reorganisation and Change, Belfast City Council is of the opinion that the wording “consult” should remain and not be amended and replaced with the word “negotiate” when having to deal with recognised trade unions on implications relating to Reorganisation and Change. BCC has agreed consultation and negotiating machinery in place as an individual employer and operates within national collective bargaining (NJC).

8

Derry City and No. Strabane Fermanagh Suggest that under the heading Re-organisation and Change and Omagh on page B:7 the word negotiate should be replaced with consult. There is no statutory basis for negotiation with Trade Unions in respect of the recruitment process. The Council agrees that it is good practice to consult and this can be done through the Council’s local consultation forum. Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne Page B:7 and Down Newry, Mourne and Down District Council welcomes a new approach to recruiting and developing staff.

The Council recognises the need to consult with recognised Trade Unions on the process to be followed with respect to the staffing implications of reorganisation and change and determining the appointment of existing/new staff to any revised structure but considers that introducing a requirement to “negotiate” may render it unable to progress reorganisation and/or change if it were unable to agree a negotiated position with the Trade Unions. Ultimately Council must retain the right to determine how the needs of organisation can be best met through its workforce.

In relation to paragraph B:7 Re-organisation and Change, five councils are of the view that the work ‘negotiate’ should remain as ‘consult’. Commission response

The Commission agreed to retain the word ‘consult’ in this paragraph (B:7).

9

Annex 4

Do you have comments on the proposed new system for recruiting and developing staff in Annex 4?

Consultee Response Antrim and a) We note the new approach in relation to developing a Newtownabbey centralised mechanism for trawling vacancies within the local government sector. The practical application of such a system would need to be clear to the Council before it would form a view on the merits of this approach.

b) The move to a grade/promotion banding system across local government is a major change to recruitment and selection processes and would require time to develop and refine. Given the significant change process that the Council is currently working through, at this stage, it does not see the merit in introducing a common framework of generic pay bands across the sector.

Following the merge of Councils, it will be some time before the restructuring process and the filling of posts has been completed across local government (each Council will complete this exercise at different times since they are 11 individual employers). It is therefore difficult to envisage how this approach could be successfully achieved.

c) To ensure alignment to corporate objectives and performance improvement, the Council has established its own performance management framework and learning and development strategy. This includes:

• A personal review and development plan process, which was agreed with the Trade Unions and which is underpinned by a competency based framework. • Numerous training and development programmes which have been delivered to staff before, during and post the merge of Antrim and Newtownabbey Borough Councils. • A continuous professional development scheme (including part time study). • Development of programmes for Leaders at senior, middle and junior management levels (currently underway). • Mentoring/Coaching opportunities.

In view of this, the Council does not see the merit of establishing the Talent Management Action Plan.

10

Consultee Response Ards and North The development of a centralised mechanism for trawling is Down welcomed. The introduction of a grade/promotion banding system is welcomed. The provision of a supporting programme of career development and training is welcomed. Belfast Belfast City Council’s comments on the 3 strands contained within the proposed new system for recruiting and developing staff in Annex 4 are set out below.

1. The development of a centralised mechanism for “trawling” vacancies within the local government sector.

As per the response dated 2 February 2015 from Belfast City Council management to the LGSC on the People and Organisation Development Strategic Framework, Belfast City Council has concerns about filling permanent posts via talent pools within local government i.e. not by public advertisement.

Belfast City Council is committed to the provision of job and employability opportunities for its citizens and, would not be content to consider filling its permanent job opportunities as proposed, from within the council department, or by internal trawl to all Belfast City Council staff, or by external trawl to staff in all eleven councils – instead of publicly advertising its permanent posts. BCC uses an agreed categorisation process and internal trawling/ring-fenced trawling or direct offer of redeployment in mitigation of potential redundancy – all other permanent posts are externally advertised. We are strongly of the view that BCC will continue to adopt this approach.

Belfast City Council is of the opinion that it is a matter for each individual council to develop its own procedures to meet the needs of its own strategic objectives, thereby attracting diverse talent taking account of the political, geographical, social, economic and environmental priorities of each area.

However, should other councils choose to implement the centralised mechanism for “trawling” vacancies, Belfast City Council would advise that having piloted a similar “trawling” mechanism in 2011/2012 it found the process to be administratively burdensome leading to time delays and duplication of work.

Belfast City Council notes that the wording in B:5 “Recruitment Methods” and B:6 “Eligibility to Apply to Trawls” has been deleted as a result of the proposed implementation of the proposed system for recruiting and developing staff in Annex 4.

11

Consultee Response Belfast Belfast City Council is, however, of the opinion that a specific reference still needs to be included in B:5 under “Recruitment Methods” about the need for councils to trawl permanent jobs within their own individual council when that council is under an obligation to seek to provide suitable alternative employment for current potentially redundant employees.

It is also of the opinion that a specific reference still needs to be included in B:6 under “Eligibility to Apply to Trawls” which makes it clear that current council employees and current agency assignees are eligible to apply for local government trawls.

2. The introduction of a grade / promotion banding system

As per the response dated 2 February 2015 from Belfast City Council management to the LGSC on the People and Organisation Development Strategic Framework, Belfast City Council is not supportive of the introduction of a proposed grade / promotion banding system with staff no longer being recruited or promoted to specific posts but to a grade band comprising one or more of the current traditional grades, with movement within the banded system being aligned to the local government competency framework.

Belfast City Council is of the view that a common framework of generic pay bands across the sector would not be workable or useful. There are justifiable differences in job roles and organisational structures across the councils depending on their particular ambitions and priorities. The Councils in NI are 11 individual employers.

12

Consultee Response Belfast 3. The provision of a supporting programme of career development and training

Belfast City Council is fully supportive of councils providing a programme of career development and training.

It is aware of the Competency Framework for Local Government to support the delivery of The People and Organisation Development Strategic Framework for Local Government in NI. However, Belfast City Council’s position on this is that any capacity building requirements needs to be closely aligned to the particular competency framework in use within that council.

N.B. Belfast City Council is currently reviewing its own competency framework against its own strategic priorities and organisational needs.

Belfast City Council would not be content to adopt the Talent Management: Action Plan for Recruitment and Selection as set out at pages B:18 to B:21.

Please see comments on Status of Code in Section C. Derry City and I welcome the approach suggested in Annex 4, however if the Strabane development of a centralised mechanism for “trawling” vacancies is to be introduced it is essential that the sector develops an agreed collaborative approach to this. Fermanagh The Council welcomes the arrangements for internal trawling as and Omagh outlined in Annex 4. Lisburn and No. Castlereagh Mid and East Point 6 in relation to potential pools for internal trawling – it is Antrim felt that including council department could provide a potential blockage to employees’ career development and would also limit multiskilling. It is difficult to think of a time when this would be appropriate.

Point 8 in relation to grade/promotion banding system – more explicit information/explanation would be required on this area.

13

Consultee Response Newry, Mourne Pages B:18-21 and Down Newry, Mourne and Down District Council welcomes the new approach being proposed to recruiting and developing staff.

Council through the systems it has in place, monitors its recruitment and selection policies and practices (including promotions) and complies with the statutory requirement to submit monitoring returns with the Equality Commission for Northern Ireland. Such information together with any ‘Affirmative Action’ Plan is likely to be sufficient without the need to create a separate Action Plan as the draft revised code seems to be suggesting.

Council also recognises the benefit that ‘banding’ could play; particularly for certain roles; in facilitating greater workforce flexibility across the organisation.

Four councils welcome the suggested approach to internal trawling.

Two councils raised queries about the operation of a trawling mechanism in the light of their existing procedures.

One council states that a promotion/grade banding system would not be workable or useful. One council has asked for more information on this.

Commission response

The system suggested is designed to be flexible, and not prescriptive, and can be adapted to suit the needs of individual councils. For example, councils could decide to continue to publicly advertise all vacancies, if they wished. This will be clarified on page B:7 of the revised Code (B:7).

14

Part C Terms of Reference

Do you have any comments on the amendments to Part C? Consultee Response Antrim and The Council notes the deletion (in red text, page C:1) relating to Newtownabbey the Commission issuing the Code as a statutory recommendation of adoption by all Councils.

The Council would need clarity on whether any revised Code would be intended as being voluntary or mandatory. In practical terms the Council could see use in treating a revised Code as model framework. Ards and North No Down Belfast “Part C Terms of Reference

The intended legal status of the proposed Revised Code of Procedures on Recruitment and Selection is unclear. For example:

Status of the Code (page C:1) The revision in the draft Revised Code on page C:1 states “This Code was adopted by the Commission on XXXX 2016 for subsequent adoption by all 11 councils.” This is not consistent with the LGSC cover letter dated 22 February 2016 which indicates that the draft Code would be established by the Commission and it would “recommend” it to councils for them to own and manage from 1 April 2017. This wording in the revised document implies a greater status of this document than genuinely exists.

The Scope of the Code (page C:2) The draft Revised Code on page C:2 states “The procedures in this Code are designed to provide the minimum requirements for best practice… but may be supplemented by individual councils, as required.” On the same page, the document states, “This Code applies to all appointments made by councils…”

As Belfast City Council has highlighted a number of considerations about the content of the draft Revised Code elsewhere in this consultation response, it would be a matter of concern that if these concerns are not addressed in the final document, councils would be expected to implement a Code which has the potential to be problematic. It would be helpful, therefore, for councils to receive clarification on the extent to which they will have discretion to amend the draft Revised Code of Procedures on Recruitment and Selection.

15

Consultee Response Belfast Ensuring Compliance with the Code (Page C:3)

The draft Revised Code on page C:3 retains the wording from the 2009 Code of Procedures which states, “Ultimate responsibility for ensuring compliance with the requirements of this Code rests with the Chief Executive of the council.” As previously suggested, it is considered that this wording implies a greater status of this revised document than genuinely exists: it suggests that compliance with the Revised Code of Procedures is an obligation. Further it is noted that the role of LGSC is to refer a council that does not comply with a recommendation (from LGSC) to the Dept which in turn may issue a direction. It would be for the Dept to determine essentially whether any provision in a code of procedure is or is not construed as mandatory.

We would further note that there is a number of other examples throughout the draft Revised Code of Procedures where similar wording and terminology has been used, which result in a lack of clarity regarding the Code’s status, and the extent to which it is envisaged that all eleven councils will be required to comply with its provisions.

It is Belfast City Council’s view that this draft document could usefully be treated as a model framework for councils to structure their individual recruitment and selection practices as they see fit, and in line with relevant legislation, best practice and their individual organisational needs and ambitions, and that the wording of these sections, and elsewhere in the documents, should be amended accordingly.” Derry City and No. Strabane Fermanagh As stated previously the Council suggests that the revised code and Omagh allows for departures from the code to be approved by Chief Executive or the Council. Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne Page C:1 and Down As the revised Code of Procedures is not a statutory in nature the Commission might consider adopting the code and issuing it as a recommendation to all 11 councils. NIPSA The paragraphs outlining the “Status” of the Code are proposed to be deleted. In the absence of an explanation, what is the proposed “Status” of the new Code?

Deletions of paragraphs on “departures” have not been replaced by an alternative. This does not appear to make sense. 16

As outlined in ‘General Comments’ above, three councils have raised issues about whether the revised Code would be voluntary or mandatory.

Commission response

The ‘status’ of the Code will be inserted once the Department for Communities reaches a decision on this matter. The final Code document will be issued to councils in January 2017 either as a best practice guide or a statutory recommendation to take effect from 1 April 2017.

17

Stage 1 Drafting the Recruitment Documentation

Do you have comments on the amendments to Stage 1?

Consultee Response Antrim and We note there is a competency framework for local government. Newtownabbey The Council implemented its own competency framework which underpins recruitment and selection and performance management systems. Ards and North It is welcomed that whilst the competency based framework is Down recommended for all recruitment and selection processes it is not prescriptive and allows for alternative methods to be used. Belfast Belfast City Council has no comments in respect of the deletion: • of references to Rodger’s seven-point plan and Fraser’s five- point plan on page D:5; • of the reference to the Commission recognising that some councils may use alternative methods to develop person specifications on page D:5; and • of references to the Procedures for the Recruitment and Selection of Group Chief Building Control Officer and Group Chief Environmental Health Officer on pages D:9 – D:10 and Annexes 6 and 7 (pages D:23 – D:37)

Where new wording (in purple type) has been inserted regarding the Competency Framework for Local Government on pages D:5 and D:6 – D:7, Belfast City Council is of the opinion that this wording needs amended to reflect the fact that this is a model or sample Competency Framework as BCC is strongly of the view an individual council (and as such an individual employer) may choose to implement its own agreed competency framework that reflect the standards and behaviours expected of its employees within its own council. Derry City and No. Strabane Fermanagh No. and Omagh Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne This Council already uses the Local Government Competency and Down Framework in it recruitment practices and recognises the value of this in assessing behaviours and experience in tandem with alternative methods to measure specific skills and qualifications.

18

Two councils have their own competency framework and do not use the Local Government Competency Framework.

Commission response

The wording will be amended to suggest that the Local Government Competency Framework or another similar model may be used (D:5).

19

Annex 6

Do you have comments on Annex 6 Procedures for the Recruitment and Selection of Clerk and Chief Executive?

Consultee Response Antrim and Chairing of the Shortlisting Panel Newtownabbey The Council does not agree that the independent assessor on the shortlisting panel should have voting rights (and so their view would not prevail should the panel not be unanimous). Ards and North The Council would request that the Commission refreshes the Down framework of Independent Third Parties to administer the process before March 2017.

The Council would request that the Commission refreshes the framework of Professional Assessors before March 2017.

Point 8 – would suggest wording should be changed from “seek to be unanimous” to “seek to achieve consensus”. Belfast In terms of the “Composition of the Short-listing Panel” on page D:15, Belfast City Council is of the opinion that this is worded in a way that this is suggested composition and that individual councils may have its own policy on panel member numbers and if required and in exceptional circumstances, alter that as agreed by the appointing committee.

BCC’s panel would comprise not only the Chair of the appropriate committee and another two members but the Chair of the appropriate committee and not less than two and not more than four elected members (as was the proposed panel composition in the 2013 / 2014 recruitment exercises for Chief Executives).

Belfast City Council is content with the proposed “Composition of the Interviewing Panel” on page D:17 to comprise the Chair of the appropriate committee and not less than four and not more than seven elected members (as was the proposed composition in the 2013 / 2014 recruitment exercise for Chief Executives). However, as with the composition of the Short- listing Panel, additional wording needs to be included about suggested panel, and individual Council policy and requirements regarding panel member numbers, as agreed by the appointing committee.

Belfast City Council has no issues with the deletion of references to the role of the Commission in Annex 6.

20

Consultee Response Belfast However, it does not believe as set out on page D:14 that in the absence of the Commission that the services of an independent third party to carry out the administration of the recruitment of its Chief Executive post to demonstrate impartiality is required.

Belfast City Council is of the view that it may choose to appoint an executive search consultant/professional assessors/external expertise to assist it in attracting the widest possible field of high quality applicants for the job and ensure an appropriately robust selection process. This would be a shared exercise between the third party/parties and Belfast City Council. This would be a decision for BCC elected members.

Belfast City Council is content with the amendment (in purple type) on page D:15 that the third party consultant would attend the short-listing panel meetings but would not have voting rights.

In terms of the wording regarding the “Composition of the Short- listing Panel” on page D:15, Belfast City Council is of the opinion that it would have only one independent Professional Assessor on the short-listing panel, not two. Again, such matters would be for BCC elected members to decide.

In terms of the wording regarding the “Chairing of the Short- listing Panel” on page D:16, Belfast City Council is strongly of the view that its Chair would not be one of the independent Professional Assessors, but rather that the wording for the Chair of the Short-listing Panel should reflect the same wording as set out on page D:18 regarding the “Chair of the Interview Panel” in that, on both occasions, the Chair of the Panel would be “the Mayor / Chairperson of the Council or the Chair of an appropriate appointment committee of the Council. Derry City and Further clarification would be useful on the role of an Strabane Independent Third Party in the administration procedure for the recruitment and selection of Clerk & Chief Executive. Fermanagh In Annex 6 para 2 the Council suggests that an option to allow and Omagh the Council’s HR Department to carry out the recruitment exercise as an alternative to an independent third party should be included to enable Councils to exercise their own choice in relation to this. Page D:18 – The Council suggests that it would be useful for the Council’s Head of HR or other suitable Director to have the role of Observer – similar to the role previously undertaken by the Staff Commission Chair and Chief Executive. The Council also suggests that there may be a role for independent support from a Chief Executive of another Council – either in the role of professional assessor or in the role of observer.

21

Consultee Response Lisburn and The chairing of the shortlisting panel should be open to all panel Castlereagh members and decided by a vote and not automatically allocated to one of the independent Professional Assessors.

In relation to the proposed amendment to Part D/PageD:16, the Council has the following comments:

The track change text does not refer in full to the current Code in that the working ‘the Commission will make a recommendation accordingly’ is not shown. The proposed change is ‘the view of the independent Chair of the Panel will prevail’.

The Council recommends that the current wording is retained within the new Code stating ‘the independent Chair will make a recommendation accordingly.’ Mid and East No comments. Antrim Newry, Mourne D:14 – D:20 and Down Newry, Mourne and Down District Council’s professional Human Resources (HR) department, chairs and provides administrative support to all other recruitment and selection panels within the Council. The absence of a HR representative in the appointments process for the Chief Executive is noted and this Council would consider that other if there was/were (a) conflict(s) of interest; this should be the role of HR in Council and would query the requirement to appoint an “independent third party” to administer the process.

D:15

This Council does not consider it necessary to appoint two independent professional assessors in this process. Whilst the Council may wish to appoint (an) Independent Professional Assessor(s), this should be a matter for consideration on a case by case basis, and believes two may be unnecessary and excessive. (Also applies to point 13, D18).

D:16

Point 6. This Council considers that the shortlisting panel should be chaired by a member of the selection panel appointed by Council. It is not considered appropriate that a third party outside of the organisation should automatically be allocated this responsibility.

22

Consultee Response Newry, Mourne Point 8. Similarly, it is not considered appropriate that in the and Down event of panel disagreement regarding shortlisted candidates, the default position should be that the view of the independent assessor should prevail. Council agrees that an independent assessor should make recommendations to a shortlisting panel however the final decision should remain with the employer’s appointed panel members. (Also cross-reference paragraph 4, D57).

Point 10. This Council would query the rationale of having the person responsible for administering the process; on the interview panel. NIPSA The reference of some “independent third party administers the recruitment instead of the Commission” is extremely vague. Who would this be, who would appoint this “independent” third party; who would ensure that there is sufficient expertise to undertake this role; who would ensure that the function is properly undertaken by this “independent” third party for all councils/all recruitment competitions and finally who will ensure consistency.

Who are the “Professional Assessors” referred to and who are they answerable to? In addition the suggestion that this person’s view should prevail if the panel view is not unanimous seems bizarre. For example a panel could be split 3:1 or 4:1 or even 2:1. In those circumstances it seems totally inappropriate that a “Professional Advisor” would trump the majority of those on the Panel who are actually charged with undertaking the selection or recruitment exercise (and are also legally liable for the outcome).

There is no real consensus in the responses to these procedures:

• 2 councils have suggested that the HR Department could act as the independent third party to administer the recruitment exercise. • One council would prefer to make their own decisions on these matters. • Three councils state that the shortlisting panel should be chaired by an elected member. One council suggested that the chair should be decided by a vote. • Two councils suggest that only one professional assessor should be appointed. • One council states that the professional assessor should not be a member of the shortlisting panel. • Three councils and NIPSA disagree with the suggestion that the views of the independent chair should prevail if the panel is not unanimous. One council has suggested that the wording should be changed from “seek to be unanimous” to “seek to achieve consensus”

23

Commission response Having considered all the responses received, the Commission has agreed the following:

Independent administration (D:14) The Commission is of the view that it must recommend building an element of independence into the recruitment process for Chief Executives, such as using a Professional Assessor to give independent advice to the panel. The wording will be amended to recommend that councils put a procedure in place to ensure maximum independence.

Composition of the shortlisting panel (D:15) The Commission has agreed that the shortlisting panel should comprise: • The Mayor/Chairperson of the council, or the Chairperson of an appropriate appointment committee of the council • Not less than 2 and not more than 4 members of the council, appointed by the council • A Professional Assessor(s) or other independent person to demonstrate impartiality (with no voting rights). • HR Manager to provide professional advice to the panel (with no voting rights

Chairing of the Shortlisting Panel (D:16) The Commission has agreed that: • The shortlisting panel should be chaired by the Mayor/Chairperson of the council, or the Chairperson of an appropriate appointment committee of the council • In order to ensure maximum independence, the council may ask a Professional Assessor or other independent person to chair the panel • The Chairperson of the shortlisting and interview panels will not have a casting vote.

Consideration of Applications (D:16) The Commission has agreed that this paragraph should be amended to: The shortlisting panel will consider all applications received and will prepare a shortlist of candidates who meet the criteria. The panel should seek to be unanimous in their choice, but in the event of this not being achieved, the Chairperson should seek to achieve consensus.

Composition of the Interviewing Panel (D:17) The Commission has agreed that the interviewing panel should comprise: • The Mayor/Chairperson of the council, or the Chairperson of an appropriate appointment committee of the council • Not less than 4 and not more than 7 members of the council, appointed by the council • A Professional Assessor(s) • HR Manager to provide professional advice to the panel

Professional Assessor(s) (D:18) The Commission has agreed that councils can used one or 2 Professional Assessors to assist with the recruitment process for Chief Executives. 24

Stage 2 Establishing the Panel and the Preliminary Meeting

Do you have comments on the amendments to Stage 2?

Consultee Response Antrim and Matrix of Panel Composition Newtownabbey All posts below SO1 should have the potential to comprise a minimum of 2 and a maximum of 3 panel members. Ards and North D41 first bullet point – add in using the local government Down competency framework as appropriate. Belfast Belfast City Council has no comments in respect of the deletion of:

• the reference to the role of the Commission on page D:39 and it being replaced with the Chief Executive in terms of who should approve amendments to the recommended composition of panels (as defined in Annex 7); • the wording on “Panel Composition for Shared Posts” on pages D:39 – D:41; • the wording on “Role of Commission Observers” on pages D:44 – D:45; • the wording on “Consideration of Observer Reports by the Commission” on pages D:45 – D:46; • the wording on the “Commission Observer’s ‘Approval’ Role” on pages D:45 – D46; • the wording on the “Commission Observer’s Concerns Regarding the Appointment Process” on pages D:46 – D:47; • the reference to the Commission Observer on the “Timetable for the Recruitment and Selection Process” on page D:52; • the references to the Chairperson of LGSC, Chief Executive of LGSC and LGSC Observer in Annex 7 Matrix of Panel Composition on page D:53; • the Matrices of Panel Composition for Group Building Control and Group Environmental Health on pages D:54 and D:55; • the reference to the words group employer and commission on pages D:57, D:58 and D:59 of the “Scheme of Professional Assessors” at Annex 8; and • the references to the Commission on the “Guidance Notes for Professional Assessors Attending Selection Panels in Councils and the NIHE” on pages D:60 – D:64 at Annex 9.

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Consultee Response Belfast Belfast City Council has no issue with the insertion of the wording regarding the local government competency framework on page D:41 but, as previously stated, Belfast City Council is of the view that any reference to the Competency Framework for Local Government should be supplemented with wording about that this is a model/sample framework and individual councils can choose to implement their own agreed competency frameworks which reflect the standards and behaviours expected of employees from within their own individual council.

Belfast City Council has no comments in respect of the insertion of the wording referring to the local government recruitment portal on page D:42.

Some comments in respect of the Matrix of Panel Composition at Annex 7, page D:53, are that this should reflect it is a suggested matrix of panel composition.

Belfast City Council’s panel composition for:

• director posts will comprise the Mayor / Chair of the appropriate appointment committee and more than one other elected member; and • posts graded Scale 1 to Scale 6 (not only Scale 1 to Scale 2 posts) will have the potential to comprise a minimum of 2 and a maximum of 3 panel members Derry City and No. Strabane Fermanagh No. and Omagh Lisburn and No. Castlereagh Mid and East Page D39 – delete reference to the Commission, first paragraph Antrim “The Commission appreciates that”

Page D64, Further information on role of Professional Assessors – as the sole provider of further information is now the Human Resources Department is there any additional guidance that can be given so that any queries arising can be efficiently answered.

It is assumed that Council’s will have to procure their own Professional Assessors as the LGSC will no longer be able to provide a select list. Newry, Mourne None. and Down

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Consultee Response NIPSA The LGSC currently provides observers for senior appointments. Under a new Code of Procedures what organisation is proposed to undertake that role and would this be the same organisation and same arrangements across all Councils.

Under this proposed new Code of Procedures what organisation(s) would undertake training for Councils who embark on a recruitment and selection competition?

Is there any mechanism to ensure that if Commission approval is replaced with Chief Executive approval that those Chief Executives have the necessary skills, experience or expertise to make judgements in respect of representation. In addition who will secure consistency of approach across councils.

Two councils have suggested that all posts which have a panel comprising a minimum of 2 and a maximum of 3 panel members should be extended to Scale 6.

One council would prefer to have more elected members on the panel for Director posts.

Commission response

Having considered all the responses received, the Commission has agreed the following:

Panel Composition (D:39) The reference to the Commission at the top of page D:39 will be deleted.

The Role of the Human Resources Section (D40 – D:41) The reference to the local government competency framework will be amended to include “or another similar model” (as amended in Stage 1).

A reference to the use of social media will be included.

Annex 7 Matrix of Panel Composition (D:52) The panel composition for Director posts will be amended to “1 or 2 other elected members”

A panel comprising a minimum of 2 and a maximum of 3 panel members will be recommended for posts graded Scale 1 to Scale 6.

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Stage 3 Starting the Recruitment Process

Do you have comments on the amendments to Stage 3?

Consultee Response Antrim and No comments. Newtownabbey Ards and North No Down Belfast In terms of “The Application Form”, Belfast City Council believes that this wording should be a model/sample application form rather than “standard” application form should be provided on the local government recruitment portal.

Belfast City Council is, also of the view that on some occasions (mostly for senior executive level posts) CVs instead of application forms are the most successful application method, provided applicants are required to provide a supporting statement outlining how they clearly demonstrate the qualifications and experience criteria required for the post.

In terms of “Recruitment Consultancy”, Belfast City Council has no comments in respect of the deletion of the wording relating to the Commission.

In terms of “Executive Search Consultants”, Belfast City Council has no comments in respect of the deletion of the wording relating to the Commission. Derry City and No. Strabane Fermanagh The Council suggests that reference should be included in this and Omagh section to the use of Social Media to support other advertising mediums. Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne None. and Down ECNI We would recommend that the monitoring questionnaire in the Code is reviewed to ensure that it is up-to date particularly in relation to the disability question (see Equality Commission for Northern Ireland, A Unified Guide to Promoting Equal Opportunities in Employment). NIPSA It is not clear what is meant by “the local government recruitment portal”.

28

Commission response

Having considered all the responses received, the Commission has agreed the following:

The Application Form (D:66) The wording will be amended to “A model application form is provided on the local government recruitment portal…….”

Model Equal Opportunity Monitoring Questionnaire (D:78 – D:81) The model monitoring questionnaire has been amended in line with the ECNI Guidance.

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Stage 4 Shortlisting

Do you have comments on the amendments to Stage 4?

Consultee Response Antrim and No comment. Newtownabbey Ards and North No Down Belfast In terms of “Composition of the Short-listing Panel”, Belfast City Council has no comments in respect of the reference to the role of the Commission being deleted on page D:81 and it being replaced with the Chief Executive in terms of who should approve amendments to the composition of the panels.

In terms of “The Short-listing Process” and “Assessment Arrangements”, Belfast City Council has no issue with the inclusion of examples of assessment exercises such as situational judgement tests (SJTs) assessment centres or preliminary interviews on pages D:83 and D:84. It would, however, advise that there are several other common assessment techniques such as computer admin-based assessments, SHL test batteries, driving assessments, practical tests etc that Belfast City Council uses on a regular basis alongside SJTs, assessment centres and preliminary interview assessments and these could be included. Derry City and No. Strabane Fermanagh On Page D:81 – reference to the Commission is contained in and Omagh the third paragraph. Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne D:84 and Down It is not clear from the draft revised code, what is intended by the term “professionally managed assessment centre” and the Council would seek further guidance on what this is intended to mean in practice.

Commission Response

Having considered all the responses received, the Commission has agreed the following:

Composition of the Shortlisting Panel (D:82) The reference to the Commission has been deleted.

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Assessment Arrangements (D:85) This paragraph has been amended to include other assessment methods and the wording “professionally managed assessment centre” has been amended to “assessment centre”.

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Stage 5 Assessment Arrangements

Do you have comments on the amendments to Stage 5?

Consultee Response Antrim and We note optional assessment arrangements, including Newtownabbey situational judgement tests, which may be used if required. Ards and North The Council would request that the Commission refreshes the Down framework of Assessment Centre Providers before March 2017. Belfast In terms of “Assessment Arrangements” on page D:89 of Stage 5, Belfast City Council has no issue with the insertion of the paragraph on situational judgement tests.

As a comment, Belfast City Council intends to conduct research into new and alternative external assessment mechanisms and explore the possibility of devising more internal assessment tests. It will, of course, ensure that all new internal assessment mechanisms are designed, administered and evaluated by fully trained council officers and are appropriately equality-proofed. Derry City and No. Strabane Fermanagh The Council would be grateful if the Staff Commission is able to and Omagh provide an up-to-date list of suitable providers for the provision of Assessment Centres. Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne None. and Down NIPSA Discussion is required in respect of what exactly is proposed in respect of “situational judgement tests”. NIPSA would be extremely concerned about what this actually refers to.

Commission response

These comments are noted.

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Stage 6 The Interview

Do you have comments on the amendments to Stage 6?

Consultee Response Antrim and No comments. Newtownabbey Ards and North No Down Belfast In terms of “Arrangements for Interview”, Belfast City Council has no comments in respect of the reference to the role of the Commission Observer being deleted on page D:95.

In terms of the “Sample Interview Assessment Form”, Belfast City Council is content for the reference to the Commission to be deleted on page D:106.

As a comment under “Reserve Lists” on page D:104, Belfast City Council in liaison with the Equality Commission for NI has agreed that reserve lists for 18 months can be maintained following recruitment exercises for posts which have included employability outreach activity for the long-term unemployed. Derry City and No. Strabane Fermanagh No. and Omagh Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne None. and Down

Commission response

These comments are noted.

33

Stage 7 Post Interview

Do you have comments on the amendments to Stage 7?

Consultee Response Antrim and Agree with the updated amendment. Newtownabbey However, page D:109 (first paragraph) still refers to child protection and this should be changed to ‘safeguarding’ and ‘adults who may be at risk of harm’. Ards and North Agree with changed wording. Down Belfast In terms of “Child Protection”, Belfast City Council has no issue with the title of the paragraph being changed to ‘Safeguarding’ and a reference to ‘adults who may be at risk of harm’ being inserted.

Belfast City Council is also of the view that councils should have clear procedures in place for dealing with applicants with convictions as part of the Stage 7 pre-employment checking process. These should be in line with best practice and relevant legislation.

As a comment, in terms of the information on “Feedback to Unsuccessful Candidates” on page D:109, Belfast City Council is currently implementing a pilot scheme of providing candidates who request feedback after short-listing with a copy of the summary short-listing matrix (with details of all other candidates’ short-listing details redacted) and for feedback following interviews, providing candidates with copies of their interview, assessment sheet. Derry City and No. Strabane Fermanagh Page D:112 - The Council suggests that Occupational Health and Omagh may be more appropriate terminology as opposed to medicals and medical assessment. Lisburn and No. Castlereagh Mid and East No comments. Antrim Newry, Mourne None. and Down

Commission response

Informing Candidates (D:109) The reference to ‘child protection check’ will be amended to ‘Access NI check’.

34

Medicals (D:113) The title of this paragraph will be changed to ‘Occupational Health’ and the references to ‘medical assessment’ will be changed to ‘occupational health assessment’.

35

Any Other Comments

Are there any other comments you wish to make?

Consultee Response Antrim and No further comments. Newtownabbey Ards and North No Down Belfast No. Derry City and I welcome the amendments to the Code of Procedures on Strabane Recruitment & Selection. While I acknowledge that this will no longer be a statutory code it provides a sound framework for the recruitment and selection of staff in the future. Fermanagh No. and Omagh Lisburn and No. Castlereagh Mid and East Once complete, it would be useful if an indexed electronic copy Antrim of the code could be circulated. Newry, Mourne This Council appreciates the role the Local Government Staff and Down Commission for Northern Ireland (the Commission) has played and the contribution it has made in working with Councils in the application of the Code of Procedures.

Commission response

These comments are noted.

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Appendix 7 HR&OD

ELECTED MEMBER DEVELOPMENT STEERING GROUP WEDNESDAY 18th MAY 2016 AT 2.30 PM

MEETING REPORT & ACTION NOTES

Members:

NAC representatives In NILGA representatives In Attendance Attendance

Ald Michael Henderson, UUP, √ Ald Stephen Martin, APNI, Lisburn & Castlereagh CC Lisburn & Castlereagh CC

Cllr Roisin Mulgrew, SF, Cllr Debbie Coyle, SF, Apology Newry, Mourne & Down DC Fermanagh & Omagh DC

In attendance:

Linda Leahy, Secretary, Local Government Training Group Derek McCallan and Claire Bradley, NILGA

Governance Issues

Ald Michael Henderson took the chair for the meeting.

It was agreed that due to the importance of this area of work NILGA and NAC would take an early opportunity to re-examine the issue of membership of, and attendance at, the Steering Group meetings.

No. Reports & Actions: Actioned by: Target date: 1. 1.1 General Power of Competence Training

Solace NI has now agreed a course outline LGTG September for the officer training which will be delivered 2016 in September 2016.

As previously agreed practical, facilitated joint EMDSG October 2016 member/officer workshops will be arranged following the officer training.

1 1.2 Planning Training

Members noted the feedback from Solace that each council will make its own provision to train new Members of Planning Committees and that a DoE-sponsored workshop was to be held on 23rd May at which opportunities for a more collaborative approach would be discussed.

The NILGA ‘Making Planning Work’ Training D McCallan June 2016 Programme April 2016 – March 2017 was discussed in broad terms. Ald Henderson confirmed that NAC were supportive of the suggested programme. D McCallan advised that the Programme arose from councils’ response to the NILGA Workplan, had been discussed with relevant stakeholders and that it was now going through a more thorough validation and consultation process.

It was suggested that the totality of planning D McCallan 27 May 2016 training provision in the sector required a more consolidated approach to reduce the possibility of duplication of effort and avoid confusion. D McCallan undertook to raise this matter with Solace.

L Leahy confirmed that LGTG were providing some support funding for the new Councillors’ Guide to the Planning System currently being prepared.

It was also agreed that some aspects of L Leahy September Planning training would lend themselves to 2016 eLearning and that the possibilities should be explored.

1.3 Code of Conduct Training

It was noted that the revised Code of Conduct D McCallan would be considered by the incoming Minister and that future local, regional and sub- regional training provision was being discussed with the Ombudsman’s office.

2. Elected Member Development Charter & Charter Plus – Update

The update on Charter implementation was noted.

2

3. Training Needs of Councillor

A verbal update on progress was given and noted. The next step in the Training Needs Analysis will be an information gathering exercise at a meeting of NILGA and NAC Members on 10th June.

A report will be considered at the next All Members Next meeting meeting.

D McCallan reported that a ‘Guide for Elected D McCallan ongoing Members on Welfare Reform’ had been provided by the Social Security Agency and is available on the NILGA website. The request for a telephone hotline continues to be pursued. It was reported that some councillors have asked for training on how to assist constituents to complete application forms for benefits etc. It was noted that such assistance should be available from local SSA staff and offices.

4. ‘Modern Councillor’ eLearning Modules

Ald Henderson had reviewed the modules Ald Martin, Cllrs June 2016 and found them to be useful. Feedback is Coyle and awaited from the other Members of the Mulgrew Group.

L Leahy will attend an NAC meeting on 15th June to introduce the eLearning modules to NAC Members.

C Bradley will notify L Leahy of the dates of C Bradley May 2016 forthcoming NILGA meetings in order that a similar briefing can be given to NILGA Members.

5. Promoting EM Development in Councils

It was noted that the Report and Action Notes from the EMDSG meetings are now circulated to all councils for inclusion on council or committee agendas.

3

6. Advanced Diploma in Civic Leadership and Community Planning – Ulster University

Cllr Coyle has reported that, with the support of her council and the LGTG, she has commenced this programme and is finding it very good.

The informal feedback from the Training Needs Analysis had also suggested that a number of Elected Members have an interest in undertaking this type of programme.

It was agreed that this programme should LGTG and all continue to be supported and that avenues Members for promotion of this, and the other programmes, should be sought.

7. NILGA Update Paper

D McCallan updated members on the issues which had not previously been discussed including:

 Regional Councillor Development Network  National Census of Local Government Councillors in NI 2016

8. Date of next meeting:

A date will be sought to consider the report L Leahy from the Training Needs Analysis referred to at 3. above.

4

Appendix 5 DCS

LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF CORPORATE SERVICES COMMITTEE TUESDAY 13TH SEPTEMBER 2016

REPORT BY HEAD OF MARKETING AND COMMUNICATIONS

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

The following decisions are required: To approve the Christmas Lights Switch-On arrangements and progression.

To approve that CityWide is progressed.

To note Projects undertaken by the Marketing and Communications Unit. To note the Media Coverage for June, July and August 2016.

ITEMS FOR DECISION

1. CHRISTMAS LIGHTS SWITCH ON 2016

Up-to-date activity for the 2016 Christmas Switch-On Event which will take place in Lisburn City Centre on Thursday 17th November is:

• The event will run from 6.30pm to 7.30pm.

• Elected Members will be advised of arrangements and will meet in the Irish Linen Centre & Lisburn Museum Assembly Rooms for robing.

• Primary Schools have been written to with regard to child participation. The following schools will be participating in this year’s event:

Tonagh Primary School Ballymacash Primary School St Aloysius Primary School Largymore Primary School Carr Primary School Brownlee Primary School

A reserve list from interested schools will be created for the 2017 Christmas Switch On. Members should note that for the second year running no Primary Schools in the Castlereagh area have shown interest in participating. 1. CHRISTMAS LIGHTS SWITCH ON 2016 (CONTINUED)

• Quotations are underway for event entertainment and stage, light and sound at the event.

• A meeting with stakeholders will take place on 11th October 2016.

• Initial discussions have taken place with the Mayor, Councillor Brian Bloomfield, MBE.

• Event promotions will be managed by MCU to include the Mayor and Chairman of the Corporate Services Committee.

• The Unit will liaise with the Mayor, Councillor Brian Bloomfield, MBE as per further progress and the Director of Corporate Services as required.

Recommendation

It is recommended Members approve the event continues to be progressed.

2. CITYWIDE

Work is underway for the compilation and production of CityWide, which will be distributed in November 2016. Departments have been advised about the provision of information for the magazine.

Contact information for Elected Members will be included with Council information, updates and area news.

Recommendation

It is recommended Members approve the Unit progresses this work.

ITEMS FOR NOTING

3. PROJECTS UNDERTAKEN BY MARKETING AND COMMUNICATIONS (Appendix 1 MCU.)

3.1 ULSTER GRAND PRIX

Marketing support including press launch, radio, facebook, twitter and website promotion (with Leisure Services.)

3.2 REUSABLE NAPPY SCHEME

Graphic Design support, website and media coverage (with Environmental Services). 3. PROJECTS UNDERTAKEN BY MARKETING AND COMMUNICATIONS (CONTINUED)

3.3 GO FOR IT INITIATIVE

A promotional plan to encourage new business start-ups is underway and includes billboard, Adshel, media PR, local radio and real life case studies video production (with Development).

3.4 HALF MARATHON, 10K AND FUN RUN

Work included Graphic Design support, press, promotional literature, social media, public relations with a new event brand, banners and liaison with media partner, Cool FM (with Leisure Services). Online advertising (Appendix 1 MCU) and the new Half Marathon microsite (Appendix 1 MCU.)

3.5 RECYCLE WEEK PROMOTIONS (12TH – 18TH SEPTEMBER)

MCU is managing the development and distribution of press information, social media posts and the graphic design of all necessary elements of this nationwide campaign including the booking of slots on Lisburn’s 98FM (with Environmental Services).

3.6 WASTE MANAGEMENT COMMUNICATIONS

MCU is delivering a number of communications throughout the year which to date have included new plastics recycling information ((leaflet, billboard, Adshel and bin sticker) as well as secure media coverage online and in press. The current initiative that is being progressed is to eliminate the inclusion of food waste in landfill bins and will be going live in January 2017 (with Environmental Services).

3.7 PLANNING PORTAL

MCU worked closely with the Planning Department to integrate the Planning Portal to the Council Website. This development has created an efficient way for users to access planning applications, while driving traffic to the Corporate Website. The site was launched in July (with Planning). (Appendix 1 MCU.)

Recommendation It is recommended Members note the above.

4. MEDIA COVERAGE

Media coverage for June, July and August in (Appendix 2 MCU).

Recommendation

It is recommended Members note the above.

MCU HEAD OF SERVICE 8th September 2016 Appendix 1 MCU

PROJECTS UNDERTAKEN BY MARKETING AND COMMUNICATIONS GRAPHICS

REUSABLE NAPPY SCHEME

LOCAL ‘GO FOR IT’ INITIATIVE

Appendix 1 MCU

HALF MARATHON, 10K AND FUN RUN

Appendix 1 MCU

HALF MARATHON MICRO-SITE

Appendix 1 MCU

PLANNING PORTAL

Appendix 2 MCU

Media Report June 2016

Banner Display Permission Statement Irish News (2nd)

Tickets available for 21- Press release Newtownards Chronicle (2nd) Gun Royal Birthday Salute Pool Usage Statement Ulster Star (3rd)

Queen’s birthday to be Press release Ulster Star (3rd) celebrated in Hillsborough New Baseball Diamond Press release Ulster Star (3rd) Open Press release and photo Banbridge Leader online (1st) Deadline for the HM, 10K Press release Ulster Star (3rd) & Fun Run

Recycling Service Press release and photo Southside Advertiser (1st) Expanded to Include Plastics Dodgeball Event Press release and photo Southside Advertiser (1st)

Promotion of Summer Press release and photo Ulster Star (10th) Scheme Child Safety on the Press release Ulster Star (10th) Agenda Council opens Orlando Press release and photo Ulster Star (17th) Books of Condolence New Mayor and Deputy Press release and photo Ulster Star (17th) Mayor named Council officially receives Press release and photo Ulster Star (17th) new Coat of Arms Council to refurbish play Press release and photo Ulster Star (17th) parks in the area 21-Gun Royal Salute to Press release and photo Ulster Star (17th) mark the Queen’s 90th Birthday Graduates prepare for ‘Fly Press release and photo Ulster Star (17th) or Die’ Event Making Life Better – Real Press release and photo Ulster Star (17th) Change for Real People – event Sod Cutting at North Press release and photo Ulster Star (17th) Lisburn Community Centre Mayor Beckett hosts Photos (full page) Ulster Star (17th) afternoon tea party to celebrate Queen’s 90th Birthday Turned out all green and Photo Ulster Star (24th) white on the night Appendix 2 MCU

Mayor sends condolences Press release Ulster Star (24th) to the family of Mrs Jo Cox New Mayor gets down to Press release and photo Ulster Star (24th) business Council leads the way to Press release and photo Ulster Star (24th) business success Lots of smiles at the Photos Ulster Star (24th) Lisburn Half Marathon Cyclists go the extra mile Press release and photo Ulster Star (24th) for charities Experience ‘Park Life’ this Press release and photo Ulster Star (24th) summer Press release and photo Newtownards Chronicle (23rd)

Councillor Tolerton visits Press release and photo Ulster Star (24th) diabetes unit City Council honours the Press release and photo Ulster Star (24th) Boys Brigade Reception held to honour Press release and photo Ulster Star (24th) champions Lisnagarvey Hockey Club

Media Enquiries Date of enquiry Who Details of enquiry Response date

1st June 2016 Julieann Spence, Autism Petition 1st June 2016 Ulster Star

Appendix 2 MCU

Media Report July 2016

Mayor names his chosen Press release and photo Ulster Star (1st) charity Public urged to speak out Press release and photo Ulster Star (1st) over domestic abuse - PCSP Press release and photo Lisburn Advertiser (July) Remembering victims of Press release and photo Ulster Star (1st) Lisburn bombing Armed Forces honoured at Press release and photo Ulster Star (1st) local ceremony Local Cycling Club Raises Press release and photo Lisburn Advertiser (July) £4,000 for Good Causes Lisburn Advertiser Online (July) Council Marks Child Press release Lisburn Advertiser (July) Accident Prevention Week Promotion of Summer Press release and photo Lisburn Advertiser (July) Scheme Lisburn Advertiser Online (July) Council Receives its Coat Press release Lisburn Advertiser (July) of Arms from the Royal College of Arms Mayor & Deputy Mayor Press release and photo Lisburn Advertiser (July) Elected Ground Broken on New Press release and photo Lisburn Advertiser (July) Community Centre in North Lisburn American Delegation Visits Press release and photo Lisburn Advertiser (July) the Council area to Gain Insight into Successful Economic Development City Marks Somme Photos Belfast Telegraph online (1st) Centenary Photo ITV News Online (1st) Press Release and photo Ulster Star (8th) (Front Page) and inside ‘The Somme, Our Story’ Press release and photo Ulster Star (15th) Exhibition at the Irish Linen Centre and Lisburn Museum City Stakeholders meet to Press release and photo Ulster Star (8th) discuss Local Economy Rich History of Lisburn is Press release and photo Ulster Star (8th) explored Ulster Grand Prix Launch Press release and photo Ulster Star (8th) Press release and photo Newtownards Chronicle (7th) Photo News Letter (5th) Photo Belfast Telegraph (5th) Photo Ulster Star (22nd) Appendix 2 MCU

Promotion of recycling Press release and photo Ulster Star (15th) more plastics Press release and photo Newtownards Chronicle (7th)

Council opens Books of Press release and photo Ulster Star (22nd) Condolence for Nice Press release and photo Ulster Star online (22nd) Victims Launch of Classic Car and Press release and photo Ulster Star (22nd) Motorcycle Parade Mayor’s Coca-Cola Press release Ulster Star (22nd) Bursary Scheme – extended deadline Chairman of Development Statement Ulster Star (22nd) Cttee welcomes news of B&Q store remaining open Mayor hosts Reception for Press release and photos Ulster Star (29th) Hilda Francey, Diabetes Specialist Nurse Pool sessions Statement Ulster Star (29th) Scramblers on city Press release Ulster Star (29th) council’s radar

Media Enquiries Date of enquiry Who Details of enquiry Response date

7th July Claire Smyth Bonfire at Ballybeen 8th July The Detail 8th July Mark Rainey Bonfire at Ballybeen 8th July Newsletter 8th July Robin Sheeran Bonfire at Ballybeen 8th July BBC 19th July Paul Wilkinson Mobile toilet provision - 20th July Dromore Leader 12th July 20th July Siobhann Tighe Public Realm Judicial 20th July BBC Radio 4 In Review Touch Programme 22nd July Rebecca Black 7 questions in relation 25th July Belfast Telegraph to Dogs 26th July Paul Wilkinson Scramblers 27th July Ulster Star 26th July Nicola Weir Autism NI sessions 26th July Nolan Show 27th July Julie Ann Spence Autism NI sessions 27th July Ulster Star

Appendix 2 MCU

Media Report August 2016

Smart hub soars at ‘Fly or Press release and photo Ulster Star (5th) Die’ contest Bomb attack in Lisburn Press release Ulster Star (5th) condemned Green Flags for local parks Press release and photo Ulster Star (5th) Pipe Bands contest makes Press release and photo Ulster Star (5th) welcome return to Moira Park picks up award for Press release and photo Ulster Star (5th) investing in volunteers Pride in Lisburn company Press release and photo Ulster Star (5th) after factory floor visit Nostalgia night a great Press release Ulster Star (12th) success Hillsborough is blooming Press release Ulster Star (12th) marvellous Moira Demesne - Lisburn Photos Ulster Star (12th) & Castlereagh City Pipe Band Championships Bikes and lego fill Market Press release and photo Ulster Star (12th) Square Council publishes Baseline Press release and photo Lisburn Advertiser (August) Report for Community Lisburn Advertiser Online (August) Planning Mayor hosts reception to Press release Lisburn Advertiser (August) mark retirement of local Principal Harry Greer Rich History of Lisburn is Press release and photo Lisburn Advertiser (August) explored Promotion of recycling Press release and photo Lisburn Advertiser (August) more plastics Lisburn Advertiser Online (August) Remembering victims of Press release and photo Lisburn Advertiser (August) Lisburn bombing Small grants programme Press release, Ards Chronicle (18th) launched by PCSP photograph and advert Grants programme Press release Ulster Star (19th) launched by PCSP Anti-burglary scheme Press release and photo Ulster Star (19th) launched Mayoral Reception for Press release and photo Ulster Star (19th) Chris Totten Peace Cup match hailed Press release and photo Ulster Star (19th) another great success Bike week hailed great Press release Ulster Star (19th) success for local area Council launches free Press release and photo Ulster Star (19th) reusable nappy scheme Appendix 2 MCU

Residents helping to shape Press release and photos Ulster Star (19th) city plan

Media Enquiries Date of enquiry Who Details of enquiry Response date

3rd August Philip Bradfield, Cemetery at Dundrod 3rd August Newsletter 3rd August Good Morning Ulster Cemetery at Dundrod 3rd August

17th August Eimear Flanagan, Commercial vehicles 17th August BBC and if banned from Council Recycling Centres 19th August Brian Hyland Arts Funding provision 23rd August Newry Reporter 22nd August Maggie Taggart Refuse collection and 23rd August BBC recycling 24th August Maurice Fitzmaurice Cemetery at Dundrod 24th August Belfast Live/Daily Mirror

Appendix 6 DCS

Local Government Policy Division Finance Branch Chief Executive of each District Council Finance Officer of each District Council Level 4 Causeway Exchange Other Interested Parties 1-7 Bedford Street Town Parks BELFAST BT2 7EG

Telephone: 028 90 540820 Email: anthony.carleton@communities- ni.gov.uk Our Ref: CO1/16/49337 Your ref: Date: 6th July 2016 Circular LG 14/2016

Dear Sir/Madam

CONSOLIDATED COUNCILLOR ALLOWANCES CIRCULAR – UPDATED JULY 2016

This Local Government Circular provides a consolidated record of all current councillor allowances and supersedes Local Government Circular 12/2016. This revision of the consolidated circular determines maximum basic and special responsibility allowances from 1 April 2016 and from 1 April 2017.

All determinations are made by the Department under section 31 of the Local Government Finance Act (Northern Ireland) 2011 and the Local Government (Payments to Councillors) Regulations (Northern Ireland) 2012.

The travel and subsistence rates set, as carried forward from the previous consolidated circular, were determined by the Department following consultation with the Northern Ireland Joint Council for Local Government Services. Further details on each allowance can be found in Local Government Circular 04/2015 Councillors’ Allowance Guidance as amended.

1. Basic Allowance

a) – valid from 1 April 2016

Basic Allowance Maximum £14,342 per annum

b) - valid from 1 April 2017

Basic Allowance Maximum £14,485 per annum

2. Dependants’ Carers’ Allowances – valid from 1 April 2016

The following table states the maximum rates for dependants’ carers’ allowance.

Dependants’ Carers’ Allowance Hourly Rate Maximum monthly amount

Standard £7.20^ £375

Specialist £14 .40 £749

^(Based on national living wage for age 25+)

3. Travel Allowances – valid from 1 April 2015

The following table states the maximum rates for travel allowances.

Type of Vehicle Rate per Mile

A pedal cycle 20.0p

A solo motor cycle of cylinder capacity not exceeding 149cc 11.4p

A solo motor cycle of cylinder capacity exceeding 149cc but not 16.5p exceeding 499cc

A solo motor cycle of cylinder capacity exceeding 499cc or a motor 22.0p cycle with side car

A motor car of cylinder capacity not exceeding 450cc 22.0p

A motor car of cylinder capacity exceeding 450cc but not exceeding 46.9p 999cc *13.7p

A motor car of cylinder capacity exceeding 999cc but not exceeding 52.2p 1,199cc *14.4p

A motor car of cylinder capacity exceeding 1,199cc 65.0p

*16.4p

An electric car 45.0p

**25.0p

Passenger rate (per passenger) 5.0p

* For mileage above 8,500 miles

**For mileage above 10,000 miles

4. Special Responsibility Allowance

The following table states the maximum rate of Special Responsibility Allowance that a council may pay. The maximum rate is based on the size of the council population. Each council’s population figures are updated each year by the Northern Ireland Statistics and Research Agency and it is the duty of each council to operate within the total maximum rate appropriate to its population band. For ease the maximum any councillor can receive, within each band, is also provided.

a) – valid from 1 April 2016

Population of council Maximum Special Maximum (1/5th) for Responsibility Allowance individual councillor

£ £

Less than 120,000 50,500 10,100

120,000 to 199,000 70,700 14,140

200,000 + 109,080 21,816

b) – valid from 1 April 2017

Population of council Maximum Special Maximum (1/5th) for Responsibility Allowance individual councillor

£ £

Less than 120,000 51,005 10,201

120,000 to 199,000 71,407 14,281

200,000 + 110,171 22,034

5. Subsistence Allowances – valid from 1 April 2015

The following table states the maximum rates for subsistence; however where councils believe it is necessary there is flexibility for councils to increase these rates by applying a suitable measure of price inflation.

PERIOD/MEAL RATES £ British Isles London

Accommodation allowance - An absence involving an 100.70 122.45 overnight stay, away from the normal place of residence. This rate does not include any meal allowance.

Breakfast allowance - (more than 4 hours away from the 11.50 normal place of residence or, where approved by the council, a lesser period before 11 am)

Lunch allowance - (more than 4 hours away from the 13.50 normal place of residence or, where approved by the council, a lesser period including the period between 12 noon and 2pm)

Tea allowance - (more than 4 hours away from the normal 4.70 place of residence or, where approved by the council, a lesser period including the period between 3pm and 6pm)

Evening meal allowance - (more than 4 hours away from 20.95 the normal place of residence or, where approved by the council, a lesser period ending after 7pm)

If you have any queries on the content of this circular please contact Jeff Glass on 028 90823375 or Lizanne Kennedy on 028 90823378 or by email [email protected] or [email protected].

Yours faithfully

ANTHONY CARLETON Director Local Government Policy Division

Appendix 7 DCS

LISBURN & CASTLEREAGH CITY COUNCIL

SCHEME OF ALLOWANCES PAYABLE TO COUNCILLORS 1 APRIL 2016 – 31 MARCH 2018

This Scheme is made under the Local Government (Payments to Councillors) Regulations (Northern Ireland) 2012. The scheme has been prepared in accordance with the Department of the Environment’s Guidance on Councillors’ Allowances, issued in February 2015 and circular LG14/2016 (issued on 6 July 2016) Councillors Allowances applicable from 1 April 2016. 1. Definitions 1.1 In this scheme: • ‘approved duty’ is defined in Schedule 2, as provided for in the Local Government (Payments to Councillors) Regulations (Northern Ireland) 2012; • ‘Department’ means the Department of the Environment; • ‘guidance’ means the Department of the Environment’s Guidance on Councillors’ Allowances, issued in March 2012; and • ‘Regulations’ means the Local Government (Payments to Councillors) Regulations (Northern Ireland) 2012.

2. Commencement Date 2.1 This scheme of allowances shall be operational from 1 April 2016.

3. Basic Allowance

3.1 Subject to sub-paragraph 3.3 and paragraph 8 below, for the period ending on 31 March 2017, a basic allowance of £14,342 shall be paid to each

1 councillor serving on the new Council. Where appropriate this shall be paid pro-rata. The Basic Allowance will be increased to £14,485 with effect from 1 April 2017.

3.2 Not more than one basic allowance is payable to any councillor.

3.3 Regulation 4 of the 2012 Regulations stipulates that where a Councillor is also a member of the Northern Ireland Assembly, the House of Lords, a member of Parliament or the European Parliament the amount of the basic allowance should be reduced by two thirds.

3.4 The Basic Allowance is intended to cover incidental costs incurred by councillors in their official capacity, such as the use of their homes, office consumables (including ink cartridges) and cost of mobile phone calls/broadband provision/mobile data charge. Covering the cost of these types of consumables is not at the discretion of councils and the Department has directed that they should not be paid as an additional allowance to councillors outside of the basic allowance.

4 Special Responsibility Allowance (SRA)

4.1 For the period ending on 31 March 2017, and for the period 1 April 2017 to 31 March 2018, a special responsibility allowance shall be paid to those councillors who hold the special responsibilities specified in Schedule 1.

4.2 Subject to sub-paragraph 4.3 and paragraph 8 below, the amount of each such allowance shall be the amount specified against that special responsibility in that Schedule.

2 4.3 Where a Councillor is also a member of the Northern Ireland Assembly, the House of Lords, a Member of Parliament or the European Parliament the amount of the basic allowance should be reduced by two thirds.

5. Chairperson/Vice- Chairperson Allowance

5.1 For the period ending 31 March 2017, an allowance of £26,715 will be payable to the Chairman of the Council. This will be increased to £26,982 with effect from 1 April 2017.

5.2 For the period ending 31 March 2017, an allowance of £8,550 will be payable to the Vice Chairman of the Council. This will be increased to £8,636 with effect from 1 April 2017.

6. Dependants’ Carers’ Allowance

6.1 Councillors are entitled to claim a dependants’ carers’ allowance towards reimbursement of actual reasonable costs necessarily incurred in providing care for a dependant while carrying out an approved duty.

6.2 A dependant lives with the claimant and is defined as:

• a child under 16 years old;

• a child 16 years old or more, where there is medical/social work evidence that full-time care is required;

• an adult with a recognised physical/mental disability where there is medical/social work evidence that full-time care is required; or

• an elderly relative requiring full-time care.

3 6.3 A dependants’ carers’ allowance shall be payable based upon actual receipted costs or the appropriate hourly rate, whichever is the lower up to the monthly maximum. Payment will be at the rates given in paragraph 6.4, which are subject to the limits determined by the Department.

6.4 For the period ending on 31 March 2017, the hourly rate of dependants’ carers’ allowance for standard care shall be £7.20, and for specialised care shall be £14.40. The monthly maximum for standard care paid to individual councillors shall be £375.00, and the monthly maximum for specialised care shall be £749.00. Councillors may claim only one DCA in respect of each occurrence of approved duty. One DCA is payable even if there are 2 or more children/dependants being cared for.

7 Travel and Subsistence Allowances

7.1 A councillor or committee member is entitled to claim travel and subsistence allowances where expenditure on travelling or subsistence has been necessarily incurred in connection with an approved duty as specified in Schedule 2.

7.2 The rates of travel allowance for travel by public transport shall not exceed the actual amount paid. Where reasonably available, the cheapest available form of public transport should be used, except in urgent cases.

7.3 The rates of travel allowance for travel by private vehicle shall be the amounts shown below, which are within the maxima determined by the Department of the Environment.

4 TYPE OF VEHICLE RATE A pedal cycle 20.0p per mile A solo motor cycle of cylinder capacity not exceeding 149cc 11.4 p per mile A solo motor cycle of cylinder capacity exceeding 149cc but 16.5p per mile not exceeding 499cc A solo motor cycle of cylinder capacity exceeding 499cc or a 22.0p per mile motor cycle with side car A motor car or tri-car of cylinder capacity not exceeding 450cc 22.0p per mile A motor car or tri-car of cylinder capacity exceeding 450cc but 46.9p per mile not exceeding 999cc 13.7p per mile* A motor car or tri-car of cylinder capacity exceeding 999cc but 52.2p per mile not exceeding 1,199cc 14.4p per mile* A motor car or tri-car of cylinder capacity exceeding 1,199cc 65.0p per mile 16.4p per mile* An electric car 45.0p per mile 25.0p per mile** Passenger rate (per passenger) 5.0p * National Joint Council for Local Government Services – Casual users rates after 8,500 miles. ** For mileage above 10,000 miles

7.4 The additional amount for carrying a passenger for the purposes specified in Schedule 2 shall be 5p per mile. 7.5 The rates of subsistence shall be the amounts shown below, which are within the maxima determined by the Department of the Environment.

PERIOD/MEAL RATES British Isles London £ £ An absence involving an overnight stay only, away 100.70 122.45 from the normal place of residence

5 Breakfast allowance (more than 4 hours away from 11.50 11.50 the normal place of residence or, where approved by the council, a lesser period before 11 am) Lunch allowance (more than 4 hours away from the 13.50 13.50 normal place of residence or, where approved by the council, a lesser period including the period between 12 noon and 2pm) Tea allowance (more than 4 hours away from the 4.70 4.70 normal place of residence or, where approved by the council, a lesser period including the period between 3pm and 6pm) Evening meal allowance (more than 4 hours away 20.95 20.95 from the normal place of residence or, where approved by the council, a lesser period ending after 7pm) Sub-total for meals 50.65 50.65 Total maximum rate (absence of 24 hours) 151.35 173.10

8 Part-Year Entitlement

8.1 This scheme may be revoked and amended at any time.

8.2 If an amendment to this scheme is made which affects payment of a basic allowance or special responsibility allowance in the year in which the amendment is made, then in relation to each of the periods: (a) beginning with the year and ending with the day before that day on which the first amendment in that year takes effect; or (b) beginning with the day on which an amendment takes effect and ending with the day before that day on which the next amendment takes effect, or (if none) with the year, the entitlement to such allowance shall reflect the proportion of the year when entitlement existed.

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8.3 Where the term of office of a councillor begins or ends other than at the beginning or end of a year, entitlement to a basic allowance shall reflect the proportion of the year when entitlement existed.

8.4 Where a councillor has during part of, but not throughout, a year such special responsibilities as attract entitlement to a special responsibility allowance, that entitlement shall reflect the proportion of the year when entitlement existed.

9. Claims and Payment

9.1 Payments regarding basic allowance and special responsibility allowance shall be made in instalments of one-twelfth of the amount specified in this scheme on the 27th of each month unless it falls on a weekend or public holiday when it will be paid on the nearest preceding working day.

9.2 Claims for dependants’ carers’ allowance, travelling allowance or subsistence allowance should be made in writing within three months, and should be accompanied by receipts, where appropriate.

10. Publication

10.1 As soon as possible after the end of the year to which the scheme applies (bearing in mind that the legislation gives councillors 3 months in which to submit claims), the Council will arrange for the allowances paid to each councillor to be published on its website.

10.2 The minimum information which will be published is as follows:

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• the name of the councillor; • all positions held (eg chairperson or member of (name) committee) by the councillor concerned; • basic allowance paid; • special responsibility allowance paid; • dependants’ carers’ allowance paid; • Mayor and Deputy Mayor’s expenses; • mileage expenses; • other travel expenses; • subsistence costs, divided into 2 columns, the first relating to accommodation costs and the second relating to meals; • attendance at courses, conferences and visits expenses; and • total expenses.

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SCHEDULE 1

The following are specified as the special responsibilities in respect of which special responsibility allowances are payable and the amounts of those allowances. 1. Valid from 1 April 2016 Special Responsibility Special/Significant Responsibility Allowance Rate (£)

Chairman, of Committee (x6 @ £8,585 each) 51,510 Vice-Chairman, of Committee (x6 @ £2,727 each) 16,362 Partnership Panel Member 2,828 70,700*

*Total Maximum SRA per LG05/2015

2. Valid from 1 April 2017 Special Responsibility Special/Significant Responsibility Allowance Rate (£)

Chairman, of Committee (x6 @ £8,671 each) 52,026 Vice-Chairman, of Committee (x6 @ £2,754 each) 16,524 Partnership Panel Member 2,854 71,404*

*Total Maximum SRA per LG05/2015

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3. SCHEDULE 2

In accordance with Regulations, only the following are specified as the duties in respect of which basic allowance, dependants’ carers’ allowances, and travel and subsistence allowances are available.

1. attendance at a meeting of the council; 2. attendance at a meeting of a committee of the council; 3. attendance at a meeting of a sub-committee of the council; 4. attendance at a meeting of a joint committee; 5. attendance at a meeting of a sub-committee of a joint committee; 6. attendance at a meeting of a group committee established under the provisions of the Local Government (Employment of Group Building Control Staff) (Northern Ireland) 1994 or the Local Government (Employment of Group Environmental Health Staff) Order (Northern Ireland) 1994; or 7. the doing of anything approved by a council or anything of a class so approved, for the purpose of, or in connection with, the discharge of the functions of the council, or any of its committees or sub-committees, or as the case may be, of the joint committee or any of its sub-committees.

A site visit is excluded from the list of approved duties and a site visit is defined as a visit made by a councillor in connection with an application for planning permission:

• which has been referred to a council for consultation under Article 15(a) of the Planning (General Development) Order (Northern Ireland) 1993; or

• at the request of the applicant for that planning permission, or the agent of an applicant, or at the request of an objector to that application.

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Regarding point 7, specific duties approved by the Council are:

1. Attendance at conferences, events, seminars and courses where the attendance has been approved by the Council or one of its Committees.

2. Attendance at approved Council civic events.

3. Attendance at meetings with senior council officers (Unit Head and above) for the purpose of progressing Council/Committee business.

4. Attendance at meetings of outside bodies, where the councillor has been nominated to attend by the Council or one of its Committees (and that body does not pay such allowances).

5. Attendance at site visits and visits to other organisations (other than a site visit made by a councillor in connection with an application for planning permission which is specifically excluded), when these have been approved by the Council or a Committee.

6. Attendance at an event (including photocalls) for which the councillor has received an official invite from the Council, Mayor, Chief Executive, Director or Assistant Director.

7. Any other duty approved by the Council or one of its Committees.

11 Appendix 8 DCS

Local Government Policy Division Finance Branch Chief Executive and Finance Officer of each District Council Level 4 Causeway Exchange Northern Ireland Local Government 1-7 Bedford Street Town Parks Association BELFAST BT2 7EG National Association of Councillors Telephone: 028 90 823375 Finance Working Group Members Email: [email protected] Our Ref: CO1/16/239732 Your ref: Date: 26 August 2016

Dear Sir/Madam

Letter seeking views on widening the definition of carer in respect of Dependants' Carers' Allowance

Following a number of queries the Department is proposing to widen the definition of carer in respect of Dependants’ Carers’ Allowance. This allowance is open to all councillors who are the main carers of a dependant where care is required to enable the councillor to perform a council approved duty. Further details on this allowance can be found in Local Government Circular 04/2015 as amended.

Currently the relevant wording in the guidance is: ‘… a carer is defined as a responsible person over 16 years old who does not normally live with the councillor as part of that household and is not a member of the immediate family.’

The definition of ‘Immediate family’ being: ‘a spouse, civil partner or cohabiting partner of the councillor; or parent, child, grandparent, grandchild, sibling, uncle, aunt, nephew or niece of the councillor; or of the councillor’s spouse, civil partner or cohabiting partner.’

The proposed wider definition of a qualifying carer is provided below: ‘A carer is defined as a responsible person over 16 years old who does not normally live with the councillor as part of that household; and is not a parent/guardian of the dependent child. ’

This will mean that eligibility to Dependants’ Carers’ Allowance, as claimed by councillors, will be extended to anyone outside of the councillors household, who is over 16, except for the parent/guardian of a dependent child. For example, a grandparent or sibling who does not live in the same household as the councillor will then be an eligible carer in terms of the allowance. In addition any person, over 16, who does not live in the councillors household, would be eligible for the allowance for undertaking the caring role, on behalf of the councillor, for an applicable elderly relative.

The Department believes this proposed revision supports the policy intent of this allowance, which is to enable participation in public life; in particular trying to encourage those with caring responsibilities to engage in public service.

If you have any views on this revision please let me know, via the details in the letter heading, before 13th September 2016.

Yours faithfully,

JEFF GLASS

Cc: Northern Ireland Audit Office

Appendix 9 DCS

CONSULTATION FROM DEPARTMENT FOR COMMUNITIES RE: PROVISION OF BROADBAND, TELEPHONE CALLS AND MOBILE DATA COSTS FOR ELECTED MEMBERS

Attached at Appendix A is a letter from the Department for Communities, Local Government Policy Division, seeking views on the provision of broadband, telephone calls and mobile data costs for elected members. Please note that this does not include office consumables (such as ink cartridges for printers).

The current situation in Lisburn & Castlereagh City Council is as follows:

iPads All Members have been provided with iPads with SIM cards which, at a cost of £12.50 per month, allow Members to download 3GB of mobile data, however, we are about to switch to a new contract which provides Members with 5GB of data for £10.00 per month. There is no cost to the Council for mobile data downloads over a wi-fi connection to the internet (i.e. only when the sim card is used).

iPhones All Members have been provided with an iPhone (or allowance in lieu) and a call plan costing £10.00 per month which includes free calls within the UK (exclusions do apply ie premium numbers and roaming outside the UK) and a mobile data download of up to 2GB per month. Again there is no cost to the Council for mobile data downloads over a wi-fi connection to the internet

Members are currently liable for £2.50 of the cost of the monthly tariff which represents the cost of calls on this tariff. If the Department agrees that Council may pay for mobile phone calls, then this £2.50 charge will cease. Members reimburse the Council for any charge incurred above the £10.00 monthly tariff ie mobile data download, roaming charges/video calls etc.

As mobile phones and iPads with SIM cards are currently provided by the Council the only increased cost to the Council will be the £2.50 per month Members currently pay towards their calls, however, this will be negated by the reduction of £2.50 per month on the new iPad sim contract.

As it is difficult, however, to differentiate between official calls/downloads and personal calls, it is recommended that, if permission is given by the Department to continue meeting these costs, that the current mobile data downloads limits remain in place and members continue to reimburse the Council for any excess downloads over the current/revised tariffs and for any telephone charges not covered in the unlimited tariff, i.e. calls to premium numbers, roaming charges etc.

Broadband 11 Members of the old Lisburn City Council have broadband connections at home. To extend broadband to all Members (assuming every Member wishes to receive it) will cost £120.00 per Member for installation and £32.00 per Member per month for the broadband connection.

Recommendation

It is recommended that Members consider the consultation from the Department for Communities and whether they wish officers to confirm to the Department that it is the Council’s view that Councils should be permitted to pay for broadband, telephone calls and mobile data costs for Elected Members.

It is further recommended that, in the event the Department approves the payment of these costs, that with the exception of the current £2.50 that members pay towards the costs of calls which would no longer be applicable, that the current download allowances for mobile data on iPhones/iPads remain and that Elected Members are responsible for any mobile data and call costs incurred in excess of the current/revised tariffs as outlined above.

Appendix A

Local Government Policy Division Finance Branch Chief Executive and Finance Officer of each District Council Level 4 Causeway Exchange Northern Ireland Local Government 1-7 Bedford Street Town Parks Association BELFAST BT2 7EG National Association of Councillors Telephone: 028 90 823375 Finance Working Group Members Email: [email protected] Our Ref: CO1/16/239732 Your ref: Date: 2 September 2016

Dear Sir/Madam

Letter seeking views on providing councils with option to pay for councillor broadband, telephone calls and mobile data costs

Following a number of queries the Department is proposing to provide councils with the flexibility to pay for broadband, telephone calls and mobile data costs as required for councillors to carry out their duties.

Addendum No. 3 to the guidance on Councillor Allowances, Local Government Circular 4/2015, had previously advised that consumables, for which councillors receive £1,000 per year which is incorporated into the basic allowance, was intended to cover all of those costs.

Having considered further the Department is minded to provide councils with the flexibility to decide the best approach for their councillors. It is for each council to ensure any decision taken is backed up by a sound internal business case.

It is proposed that sub-paragraph (v) of paragraph 4 (Basic Allowance) of the guidance will be amended to remove any reference to phone calls, broadband or mobile data charges as shown below. Paragraph 9 (Support Services) would also be amended to advise that councils may provide or cover the cost of some or all of these services as required by councillors to carry out their duties.

Proposed revised sub-paragraph (v): “The basic allowance is intended to cover incidental costs incurred by councillors in their official capacity, such as the use of their homes, [and] office consumables and cost of mobile phone calls / broadband provision / mobile data charges.”

If you have any views on this revision please let me know, via the details in the letter heading, before 14th September 2016.

Yours faithfully,

JEFF GLASS

Cc: Northern Ireland Audit Office

Appendix 10 DCS

The Battle of the Somme Centenary Commemoration Visit:

29th June 2016- 3rd July 2016

Introduction On Wednesday June 29th 2016, a delegation from Lisburn & Castlereagh City Council consisting of the Mayor, Cllr Brian Bloomfield MBE, Aldermen Jim Dillon MBE and William Leathem; Councillors James Baird, Thomas Beckett, Pat Catney, Vasundhra Kamble, Uel Mackin, Ben Mallon and Rhoda Walker, accompanied by the Director of Corporate Services, Adrian Donaldson MBE DL and Council Officer, Mr Roy Lawther MBE, travelled to Belgium to attend the 100th anniversary of the Battle of the Somme commemorations. On arrival at Brussels International Airport, the party travelled to Ypres, Belgium, a historic city devastated during the Great War (1914-1918), and the base for the group’s visit, arriving late evening.

Thursday 30th June 2016

Early on Thursday morning, 30th June, the group set off to visit Tyne Cot Cemetery, the largest graveyard commemorating Commonwealth forces in the world. Here the group had an opportunity to tour the graves and memorials and view the names of local men who perished in the conflict, including Private Samuel Topping and Sgt Henry McVeigh. Both men were killed in August 1917 and are commemorated on the Tyne Cot Memorial to the Missing. Private Topping, 11th Battalion Royal Irish, served with the 36th (Ulster) Division, while Derriaghy-born Sgt McVeigh served with the 16th (Irish Division).

Tyn Cot Cemetery

1 Next the group visited Langemark German Military Cemetery. Here the flat stone graves commemorate multiple men, and the final resting place of over 45,000 combatants are overlooked by tall oaks, the national tree of Germany. After undergoing extensive renovations last year – the iconic Mourning Soldiers statues have been relocated in the graveyard – The group toured the graves, listened to harrowing audio from survivors of a gas attack, and travelled through the cemetery’s ‘tunnel of reflection’.

After lunch, the group then visited St. Georges’ Memorial Church (an Anglican Church) in Ypres, built after WW1 as a permanent memorial to the regiments and corps involved in the various battles in the Ypres Salient. The church has pews donated by individuals and regiments and has embroidered cushions with the crests of the many regiments and corps involved. It also has numerous memorial plaques around its walls.

The group then visited the extensive In Flanders Fields Museum in the imposing Medieval Cloth Hall, a 13th century building that was destroyed during the Great War, but rebuilt in the 1920s. Dedicated to the history of the events and actions in Ypres Salient during the Great War, the group spent a number of hours browsing the exhibits and displays, and recounting the often harrowing war-time experiences of the combatants and the inhabitants of Ypres.

In the evening the group attended the service of commemoration at the Menin Memorial Gate, Ypres. On every day of the year The Last Post is sounded here in honour of United Kingdom and Commonwealth personnel who fought and died in the Ypres Salient prior to August 1917. The Memorial lists 54,000 names who died in the Ypres Salient and have no known graves.

The Last Post Ceremony at the Menin Gate Memorial in Ypres.

2

Friday 1 July 2016

Due to extensive security arrangements for the Somme area on the 1 July, the group departed very early in the morning for Northern France. Five members of the group travelled to Albert Airport and, after going through the security checks, travelled on French coaches to Thiepval, where they attended the Commonwealth Service of Remembrance. In addition to Government representatives, the Service was also attended by the Prince of Wales, Duchess of Cornwall, Duke of Cambridge, Duchess of Cambridge, Prince Harry and the Duke of Gloucester. A total of 10,000 tickets were issued for this event and the service was televised. During the service the Mayor and Members laid a wreath at the memorial on behalf of the people of Lisburn & Castlereagh City Council.

The Commonwealth Service of Remembrance at Thiepval.

Six members of the group travelled to Albert Railway Station, where after going through the security checks, travelled on French coaches to the Ulster Tower, where they attended the Somme Association’s Northern Ireland Service of Remembrance. The event was attended by the Prince of Wales, Duchess of Cornwall, Duke of Gloucester, the Secretary of State and First Minister for Northern Ireland and by the leaders of the main churches. During the service, Members laid a wreath at the Tower on behalf of the people of Lisburn & Castlereagh.

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Northern Ireland Service of Remembrance at the Ulster Tower

Unfortunately the weather was not kind and heavy rain fell during both outdoor services. Despite this, both groups were deeply moved by the services and the extent of the commemorations to those who gave their lives on the Somme.

Saturday 2 July 2016

Early in the morning, the Mayor and Members laid a wreath on behalf of the people of Lisburn and Castlereagh at the Menin Gate in Ypres, before returning to the Somme to attend the Somme Association’s Service to the 16th (Irish) Division at the Irish Cross (Cross of Sacrifice) in the village of Guillemont. The Mayor and Members laid a wreath during the service. This was followed by a visit to the local chapel, which has been restored by funding from the Somme Association and equipped with pews from the former Oldpark Presbyterian Church on the Cliftonville Road, Belfast. A reception was then held in a marquee hosted by the inhabitants of the small village, which was a welcome respite from the heavy rain during the outdoor service.

4

Delegation from Lisburn & Castlereagh City Council in Guillemont

The group then visited the South African National Memorial at Delville Wood, Longueval, dedicated to South Africans who served in all theatres of the war. It is the only memorial dedicated to the participation of the South African Forces on the 1914-1918 Western Front. 229,000 officers and men served with the South African Forces in the Great War. Their casualties who died in action or who died of wounds numbered approximately 10,000. All those who died in the service of the Union of South Africa are named in a book held at the Delville Wood Museum next to the memorial. This memorial does not bear the inscribed names of South Africans missing in action on the Western Front. The names of the missing South Africans are included on memorials to the missing of the United Kingdom.

South African National Memorial at Delville Wood.

5

In the evening the group returned to the Ulster Tower to attend a reception organised by the Somme Association, followed by a Beating Retreat Ceremony by the Bugles, Pipes and Band of the Royal Irish Regiment. The visit to the Ulster Tower afforded an opportunity to survey the terrain and battlefield that the men from the 36 (Ulster) Division travelled a 100 years ago, as well as a chance to visit the Mill Road and Connaught cemeteries, both with views overlooking the site of the German Schwaben Redoubt and Thiepval Wood.

R IRISH rehearsal for a Beating Retreat at the Ulster Tower

Sunday 3 July 2016

Prior to returning to Brussels International Airport to return home, the group took the opportunity to visit the site of the Battle of Waterloo and the new Visitor Centre, a significant battle which saw the end of Napoleon's reign and of the First French Empire, a chronological milestone between serial European wars and decades of relative peace. Irish regiments played a major part in Wellington’s success, including the 27th (Inniskilling) Fusiliers (an antecedent regiment of the Royal Irish Regiment) who steadfastly and bravely, despite the loss off all their officers, held the centre of his line against numerous French assaults.

6

Conclusion

This was a hugely successful visit in commemoration of the Battle of the Somme on its 100th Anniversary and, despite the necessary (and extremely well organised by the French) time consuming, extensive security and travel arrangements to access and leave the Somme area, it had a major impact on those taking part. The group attended four services of commemoration and laid wreaths on behalf of the people of Lisburn and Castlereagh at the Menin Gate, Thiepval Memorial, Ulster Tower and Guillemont.

Recommendation It is recommended that the report be noted.

A M Donaldson MBE DL FCMI Director of Corporate Services

7

Appendix 11 DCS Appendix 12 DCS

ARMED FORCES DAY

The Council previously, in response to a request from the MOD, indicated that it would be happy to host Armed Forces Day in 2018, being the centenary year of the ending of WW1 and also of the formation of the RAF. This was followed up with an approach to the Royal Ulster Agricultural Society, whose Board confirmed that they would be willing (subject to discussions\agreement on the arrangements) to consider allowing the Council to host the event at Balmoral Park, Maze, which has the size, infrastructure and parking necessary to host a major public event.

To organise an event of this magnitude to a standard befitting this Council, would require considerable input from officers in terms of time and considerable resources from the Council. Enquiries from the councils involved in 2014, 2015 and 2016 Armed Forces Day, indicate Council funding of circa £50,000, which could well be exceeded given that this has the potential to be a centenary event, and also (unlike other host councils), the Council does not own the site on which the event would be likely to take place. Lisburn & Castlereagh City Council does not currently have any suitable sites within its ownership.

Attached at Appendix 11 DCS, is a letter dated the 28th July 2016 from the Chief Executive of the Reserve Forces and Cadets Association for Northern Ireland, seeking the Council’s agreement to host Armed Forces Day in 2017. This correspondence has been considered by the Council’s senior officers, who are of the view that the Council should decline the request and remain committed to 2018, for the following reasons:

1. There is insufficient time to organise this event to a high standard for 2017, given the current pressures on Council Departments/Officers and the need for the Council to complete its ‘matching process’ for staff and organisational review. 2. Given the need to negotiate with the Royal Ulster Agricultural Society, 2018 would give a better lead in time. 3. 2018 would give a better lead time to book major attractions such as the ‘Red Arrows’. 4. 2018 will allow the Council to put an Event Planning Team together and create a regional event that the Council can be proud of.

Recommendation

It is recommended that Members consider the request from the Reserve Forces and Cadets Association for Northern Ireland. Appendix 13 DCS

Headquarters 1 Seymour Street Lisburn BT27 4SX T 028 9266 4221 F 028 9267 7402 [email protected] www.nifrs.org Interim Chief Fire & Rescue Officer Dale Ashford QFSM Dear Consultee

Section 75 Consultation on Northern Ireland Fire & Rescue Service Volunteering Policy

Northern Ireland Fire & Rescue Service (NIFRS) with the support of Volunteers throughout the organisation will increase the capacity of NIFRS to engage with the community. To support our Volunteers we have developed a Volunteering Policy. The overall aim of the policy is to highlight NIFRS commitment to volunteering within the organisation. As a key stakeholder we would welcome your feedback on our policy.

The volunteering programme will be introduced through a phased process leading to the complete coverage of Northern Ireland. The volunteering roles will evolve in line with the needs of NIFRS. Volunteers will work with partner agencies to inform members of the public in relation to fire safety and road safety. Volunteers are currently used in every Fire & Rescue Service throughout the UK. Through Volunteers, we will increase our capacity to engage with local communities. NIFRS seeks to effectively target resources and preventative measures to those at risk in our community.

We feel the policy will encourage people to volunteer from all Section 75 categories. Volunteers will be assisting NIFRS engage with all sections of the community (and Section 75 groups) to provide key safety messages. Key safety messages for example are included in the following Strategies:-

• NIFRS People at Risk Strategy – this strategy sets out how NIFRS will move to a targeted approach with Home Fire Safety Checks (HFSC) to ensure that people at risk are deemed a priority.

• NIFRS Road Safety Strategy – this strategy pledges our commitment to improving road safety for all road users in Northern Ireland. It outlines how we will ensure that our crews are equipped and trained to effectively release people from collisions when they occur on our roads and how, through partnership with other stakeholders, we will promote responsible road user behaviour.

A copy of the Screening Report on the NIFRS Volunteering Policy can be downloaded from our website https://www.nifrs.org/consultation/

Initial screening of the principles has not identified any significant equality impact on our stakeholders in terms of what we are proposing. As part of our statutory equality obligations we would welcome your participation in providing feedback on the policy, including your views on any impacts on Section 75 equality grounds which we have not considered.

If you require clarification or would like to discuss the Volunteering Policy further, meetings with the policy lead officer can be arranged or telephone discussions facilitated on request (see below). The closing date for receipt of comments is Friday 30 September 2016.

The Screening Report will be updated following this consultation and any appropriate mitigation will be considered.

As part of our engagement with external stakeholders representatives from both Community Protection and Human Resources (Equality) will be participating in stakeholder meetings with key agencies/groups to discuss the policy proposals. We will advertise on our website further arrangements regarding stakeholder meetings and will be in contact via email with our Stakeholders.

A summary of responses plus details of any policy revision as a result of this exercise will be available on the website from November 2016.

If you wish to provide written feedback on the policy please forward your consultation comments for consideration and feedback to Mrs J Rea (Community Engagement & Volunteering Co-ordinator) using the below details.

We would like to continue to work in partnership with external stakeholders to raise awareness of our volunteering programme and to assist us to publicise future volunteering roles within NIFRS.

Contact Details Mrs J Rea Community Engagement & Volunteering Co-ordinator Post Fire & Rescue Service Headquarters 1 Seymour Street Lisburn BT 27 4SX

Email [email protected]

Telephone 02892 664221 Fax 02892 677402 Minicom/Textphone 02892 628880

Thank you in anticipation of your support. We look forward to receiving your comments.

Yours faithfully

Caroline Smyth Human Resources Advisor – Equality, Inclusion and Legal Appendix 14 DCS

From: Smyth, Caroline [mailto:[email protected]] Sent: 05 August 2016 09:59 Subject: Northern Ireland Fire & Rescue Service - Consultation Exercise on NIFRS Corporate Procurement Strategy & NIFRS Procurement Policy

Dear Stakeholder

Northern Ireland Fire & Rescue Service (NIFRS) has revised the Corporate Procurement Strategy and the Procurement Policy. Details of the NIFRS Corporate Procurement Strategy and Procurement Policy can be found below:-

Corporate Procurement Strategy Procurement Policy

Sets out NIFRS plans for improving The Policy aims to ensure that NIFRS procurement by building on the achieves best value for money through procurement expertise that exists within its procurement processes and is seen NIFRS, working more effectively with to trade efficiently and fairly based on suppliers and strategic partners, and the principles of equal treatment, working in collaboration with others in transparency and competitive Centres of Procurement Expertise, procurement. consortia and joint procurement projects When carrying out this process we aim whenever possible to minimise adverse impact by considering both environmental and social issues.

Initial equality screening on the Corporate Procurement Strategy and Procurement Policy has been carried out by the Procurement Manager in conjunction with Human Resources. At this stage, no significant equality impact for either internal or external stakeholders has been identified.

Before we make a final decision on ‘screening out’ we wish to obtain your views. As part of our statutory equality obligations we would welcome your feedback on our proposals and if there are any impacts on Section 75 equality grounds which we have not considered.

A copy of the NIFRS Corporate Procurement Strategy and Procurement Policy along with a consultee questionnaire to assist you in making a response can be found on the NIFRS website https://www.nifrs.org/consultation/

Alternative formats of the documentation may also be reasonably considered, upon request.

If you require clarification or would like to discuss the proposed strategy and policy further, meetings with the policy lead officer can be arranged or telephone discussions facilitated on request (see below). The closing date for receipt of comments is Friday 28 October 2016.

Your comments should be forwarded to the Procurement Manager via the details below.

Comments will be collated and individual consultees will be responded to and the consultation outcome will be published on the NIFRS website in November 2016.

Contact Bertha Walker, Procurement Manager Details Fire and Rescue Service Headquarters, Procurement By post Department, 1 Seymour Street’ Lisburn BT27 4SX

Email [email protected]

Telephone 02892 664221 ext 2263

Thank you in anticipation of your support. We look forward to receiving your comments.

Caroline Smyth HR Adviser – Equality, Inclusion & Legal

Northern Ireland Fire and Rescue Service Fire and Rescue Headquarters 1 Seymour Street , Lisburn BT27 4SX Tel: 028 9266 4221 ext 2355 Fax: 028 9260 0456 [email protected] www.nifrs.org Appendix 15 DCS

From: Smyth, Caroline [mailto:[email protected]] Sent: 19 August 2016 14:41 Subject: Northern Ireland Fire & Rescue Service (NIFRS) consultation on NIFRS Equality & Inclusion Statement and Equal Opportunities Policy

Northern Ireland Fire & Rescue Service (NIFRS) carried out a review of its Equal Opportunities Statement & Equal Opportunities Policy during 2015. This review took into consideration Equality Commission for Northern Ireland model policy and also examples of good practice from across the public sector.

A new NIFRS Equality & Inclusion Statement and Equal Opportunities Policy was developed and forwarded to the Representative bodies for comment. The aim of the revised Policy is to promote an inclusive working environment and culture to maximise the potential of all employees, providing equality of opportunity in all aspects of employment and avoiding unlawful discrimination.

The Statement and Policy underpin NIFRS commitment to comply with equality legislation and adhere to the principles of fairness in all that we do. Our commitment to equality and inclusion is stated for the following areas:

• recruitment, selection and promotion • learning and development • terms and conditions • managing of discipline and grievance • managing performance • service delivery

Responsibilities for our Corporate Management Team, managers and employees are also stated.

We are now seeking views and comments from our stakeholders on the content of the revised Statement & Policy document. We believe that, given its nature, there are no adverse Section 75 equality impacts for this Policy. However, your views are welcome and important in making sure this is the case. A copy of the revised Statement and Policy, along with a short questionnaire to help you make a response are available to download using the link https://www.nifrs.org/consultation/

Your response should be submitted to Caroline Smyth, Human Resources Advisor - Equality Inclusion & Legal (contact details below) by Friday 11 November 2016.

By post Fire & Rescue Service Headquarters 1 Seymour Street Lisburn BT27 4SX

By email [email protected]

By Minicom/Textphone 028 92 62 8880

If you wish to discuss the revised Statement and Policy please contact Caroline Smyth on 02892 664221 or Adèle Davidson on 02892 664221.

Regards

Adèle Davidson Human Resources Manager – Equality, Inclusion and Legal

Northern Ireland Fire and Rescue Service Fire and Rescue Headquarters 1 Seymour Street , Lisburn BT27 4SX Tel: 028 9266 4221 Fax: 028 9260 0456 [email protected] www.nifrs.org

To arrange a free Home Fire Safety Check call: 028 9260 0477

Appendix 16 DCS

5th August 2016

Corporate Plan Consultation 2017 – 2020

Dear Theresa

The Probation Board for Northern Ireland (PBNI) is now consulting on the priorities for its next Corporate Plan for 2017 - 20. Your views are important to us as we begin to think about our priorities in the coming years.

In order to do this, we also invite your feedback on how well probation services are currently delivered and how you believe we can best contribute to creating safer communities in Northern Ireland into the future.

Supporting documentation is available here: http://www.pbni.org.uk/corporate-plan-consultation- 2017-20/

Responses should be provided by 14 October 2016

You can respond to the consultation exercise by either:

• Completing the survey online here: https://www.surveymonkey.co.uk/r/PBNICPweb1 • Completing the response form in the Consultation document and returning it via email to [email protected] or by post to the Board Secretary: Michael Cox, PBNI, 80-90 North Street, Belfast, BT1 1LD.

We would be happy to meet and discuss elements of our work during the consultation period. Please send any queries, comments or requests for information/meetings to [email protected] or telephone: (028) 90262 462.

Regards

Vilma Patterson MBE Chairman bation Board for Northern Ireland (PBNI) Appendix 17 DCS

Appendix 18 DCS Appendix 19 DCS

Your feedback Benefits of this new Park and Ride • Additional parking spaces to make it easier and more convenient for more people to take the train. Please share with us your views on this Park & Ride proposal. • Local parking by commuters will be alleviated with more suitable parking facilities.

• Support and integrates with wider Moira community development plans.

• Facilitates future growth in demand for rail services in the area.

• Support strong, sustainable growth for the benefit of all parts of Northern Ireland.

• Supports ‘greener’, more sustainable travel, helping to tackle climate change.

Caring for the Environment We will ensure the development will be designed to meet high environmental standards in line with our commitment to enhance and protect the local landscape and biodiversity.

Planning Application This consultation does not replace the planning process. Those wishing to make formal representations on this project to the local council planners will still have the New To share your views complete this feedback form, opportunity to do so when a full planning application has tear off and return to Portadown, Central or been lodged with local council. Normal neighbourhood Great Victoria Street Train Stations or visit notification and publicity will be undertaken at that stage. www.translink.co.uk/portadownpandrconsultation Park & Ride Closing date for responses is YES NO Do you currently use the Park & Ride 30 November 2016 facility car park at Portadown Train Station? (please tick one) Proposal for Moira Rail Passengers Your Postcode:

Closing date for responses is 30 November 2016 Proposal for a new Park & Ride facility Key facts on the scheme

Demand for Park and Ride is growing rapidly as more and • A safe and secure facility with disabled access parking more people enjoy the convenience of taking the bus and • Suitable location with convenient vehicular and pedestrian spaces, CCTV, security fencing and lighting. train as a better way to travel; our customers enjoy more access to Moira Train Station productive time on board with the opportunity to work, browse the internet and social media with free WiFi or simply • Designed to meet growth in demand from passengers • Additional vehicle access will be from the A26 Glenavy relax on board. travelling on the important rail corridors: Road helping to reduce commuter traffic and local parking problems on Station Rd. To enhance the current Park and Ride facilities at Moira Train Station we have identified a potential site adjacent to the - Moira to Lisburn and Belfast existing car park which could allow us to increase capacity to - Moira to Portadown and Dublin • New cycle shelters accommodated within our plans. around 400 spaces. • 400 additional free parking spaces This development could be a further asset to the wider Moira community by reducing parking problems and making rail travel even more convenient and accessible for more people Proposed new Moira to use. Park & Ride

We have appointed a Design Team to advance these plans and have already been in discussions with Transport NI to develop traffic plans for the new road junctions. The Business Case for the project has been approved and subject to funding, the availability of land and the necessary planning approvals it could potentially start during 2018. Help us Shape the Plans We want to involve the local community in our early proposals for a new Park & Ride facility at Moira Train Station. We are keen to hear the views of all our stakeholders including passengers, local residents, community groups and elected representatives.

Help us to shape the plans that we submit for planning application in the coming months. You can share your views using the attached form or visit www.translink.co.uk/moirapandrconsultation/ Public information Session We will be holding a Public Information Session in Moira Train Ariel view of Station on Thursday 22 September 2016 between 3pm and 6.30pm. proposed site Appendix 20 DCS

From: Ursula Henderson [mailto:[email protected]] Sent: 02 September 2016 12:26 Subject: NEWS RELEASE - PUBLIC INVITED TO HAVE THEIR SAY ON MOIRA TRAIN STATION PARK & RIDE FACILITY DEVELOPMENT PROPOSALS

Please find below news release outlining public consultation on proposals for development of Moira Train Station park and ride facility. Thanks Ursula

News Release 2 September 2016

Public invited to have their say on new Park & Ride facility proposals for Moira Train Station - Public Information Session, Thursday 22nd September 2016, 3-6.30pm.

Translink has identified an opportunity to increase capacity of Moira Train Station Park & Ride Facility to around 400 parking spaces by developing a potential site located beside the existing carpark.

The scheme would provide convenient vehicular and pedestrian access to Moira Train Station as well as a safe and secure facility with new cycle shelters, disabled access parking spaces, CCTV, security fencing and lighting.

There will also be additional vehicle access from the A26 Glenavy Road helping to reduce commuter traffic and local parking problems on Station Road.

A design team has been appointed to advance plans and Transport NI is developing traffic plans for new road junctions.

Now, the public can have their say on proposals by completing a feedback form available in main stations, attending an information session at Moira Train Station on September 22, 3- 6.30pm, or by responding online at www.translink.co.uk/moirapandrconsultation/.

Aidan Stott, Translink Project Manager, says this is a good opportunity to help shape proposals for the new Park & Ride: “This is an exciting time for Park & Ride as more and more people enjoy the convenience of taking the train or bus as a better way to travel.

“We want to involve the local community at this early stage to help us shape the plans that we will submit for planning application in coming months. Our information session includes the opportunity to view plans, meet local Translink representatives and ask questions about the development.

“This Park & Ride development will reduce parking problems in the area and make train travel even more accessible. It will also facilitate future growth in rail passengers and supports ‘greener’ more sustainable travel.

“The project Business Case has been approved and subject to funding, the availability of land and the necessary planning approvals, work could potentially start during 2018,” said Aidan.

The closing date for Moira Train Station Park & Ride development proposal responses is 30 November 2016.

ENDS All media enquiries to: Translink press office on tel 028 9089 9455.

Ursula Henderson | PR & Public Affairs Officer | Translink Central Station | East Bridge Street | Belfast | BT1 3PB Tel: 028 90 66 66 30 ext 2734 | Mob: 07786 884024 | Twitter: @TranslinkPress

Journeys and more at www.translink.co.uk

*************************************************************************** *************************************************************************** ******************

Appendix 21 DCS

OFF-STREET CAR PARKING

Members will be aware that the Off-Street Car Parking function passed from TransportNI to Council in April 2015 and that the existing Service Level Agreement with the Department for Infrastructure in respect of Off-Street Car Parking which was extended at Local Government Reform is now due to expire on 31 October 2016.

The purpose of this report is to provide an update to Members on the service delivery of the Off-Street Car Parking function.

Members will note through the report that there continues to be financial implications for the Council in relation to this activity. Furthermore, Members will be aware that there continues to be a significant amount of unrecovered debt which transferred to councils from TransportNI and the amount of unrecovered debt specific to L&CCC continues to increase. The Corporate Risk Register has been amended to reflect activities which have financial risk to the Council and Off-Street Car Parking will form part of this Register.

TransportNI and NSL have negotiated a new contract. This is to run for a further 3 years and as part of those negotiations there will be an increase in cost for services provided through TransportNI and their agents NSL on behalf of Councils. (It is Councils’ preferred option to have a single year extension.) This contract is based on the services supplied through the ‘Technical Specification for the provision of Off- Street Parking Enforcement and Penalty Charge Notice Processing Service to Councils’ Version 1.4 Sept 2015.

It details the charges for following:

. Traffic Warden deployed hour; . Cost of processing parking tickets; . Cost of cash collections and Pay & Display machine maintenance; . It also sets out costs for grounds maintenance, cleansing and litter collection of Pay & Display car parks.

Prior to the contract negotiations TransportNI indicated that there would be a 3% uplift in delivering the contract after October 2016; however, recent discussions have indicated that the uplift might be more significant. The primary increase will be due to the application of the living wage to all NSL employees for the monitoring of our car parks at an increase of 39.2% (£12,390.00) from the 2015 figures. Other increases will run at approximately 6-7% for the Parking ticket processing, cash collections and machine maintenance. These costs, when aggregated, based on last year’s activity will result in nett increase of £19,192.00 (17.2%) over these functions.

Concerns regarding this increase have been raised with the Permanent Secretary, Mr Peter May. On a more positive note, the Off-Street Car Park responsibility was to have cost neutral implications for councils; unfortunately this was not the case, subsequently the Department have now agreed a refund of £110,000.00 to the 11 councils. Based on our car park activity, this will equate to £8472.00 for Lisburn & Castlereagh City Council for the last financial year.

Councils believe that savings can be achieved by bringing some services presently covered through NSL in house such as litter, cleansing, pest control and grounds maintenance. All the other councils have now agreed that they are will be addressing these elements of the contract through their in-house operational services and discussions are underway with our Operational Services Unit about the same.

In addition, Members will be aware that the 2015-2016 income generated by this activity was significantly less than that forecasted by TransportNI. Members will recall that in April 2016 car parking charges changed from the inherited TransportNI pilot from £1.00/5 hours to £1.00/3 hours with the purpose of reducing the £120,000.00 deficit in income.

Based on Period 4, (£186,000.00), Members are advised that the annual income should be in the region of £650,000.00 which is 98.5% of our forecasted budget. However Members should note that this figure is based on 12 months of activity. Should Members wish to consider providing seasonal variations to pricing, this will have an effect on returned budget. Members are further advised that car parking is being considered as part of the Lisburn Development Plan and the Lisburn and Castlereagh City Council Management Plan. This information will be brought to all Committees for noting.

Recommendation

It is recommended that Members note the report in relation to Off-Street Car Parking.

Appendix 22 DCS

Circular 08/2016

1 September 2016

To: Chief Executives

At: All Employing Authorities

Dear Colleague

NILGOSC Funding Strategy Statement

Further to my previous correspondence with respect to the consultation on NILGOSC’s Funding Strategy Statement, please be advised that the consultation period has ended and the Funding Strategy Statement has been finalised.

I have attached a copy of the final version of the Funding Strategy Statement. There have been no amendments to the version that was sent to you for consultation. A summary of the consultation responses can be found on NILGOSC’s website at http://www.nilgosc.org.uk/consultation.

Now finalised, the Funding Strategy Statement sets out the funding basis that will be adopted in respect of the 2016 valuation.

I would like to thank you for your participation in the consultation and if you have any queries, please do not hesitate to contact me.

Yours sincerely

Janice Higgins Finance Manager

Enc Appendix 23 DCS

6 September 2016

Dear Sir/Madam Pond Park Post Office® 1 Pond Park Road, Lisburn, BT28 3LH Modernising your Post Office I’m delighted to tell you that we’ve decided, with the Postmaster’s agreement, to change the above Post Office branch to one of our new main style branches. This change is part of a major programme of modernisation taking place across the Post Office network, the largest in the history of Post Office Ltd. The Programme is underpinned by Government investment and will see up to 8,000 branches modernised and additional investment in over 3,000 community and outreach branches. Our aim is to create a more modern and convenient retail experience for customers that will include longer opening hours. What will this mean for customers?  a newly refurbished branch providing a modern open plan environment for customers  the same products and services  longer opening hours Your new-look Post Office is scheduled to open at the current location on Friday 21 October 2016 at 13:00 - it will need to close for refurbishment on Wednesday 12 October 2016 at 17:30. If there are any unforeseen schedule changes which mean these dates change, posters will be displayed in branch to let customers know. I’ve included details of other Post Office branches in the area that customers can use during the refurbishment and some useful information about the change. Posters will now be displayed in branch so customers are aware of the change. Getting in touch I’m happy to answer any questions you may have about the new service. Please email or write to me via our Communication & Consultation team, whose contact details are provided overleaf. We look forward to welcoming customers to their new main Post Office branch. Yours faithfully

Damian Mulholland Area Manager

How to contact us:

 [email protected]  Customer Helpline: 03457 22 33 44 Textphone: 03457 22 33 55  FREEPOST Your Comments Please note this is the full address to  www.postoffice.co.uk use and no further address details are required.

To get this information in a different format, for example, in larger print, audio or braille please contact the Customer Helpline on 03457 22 33 44 or Textphone 03457 22 33 55.

This communication process has been agreed with the independent statutory consumer watchdog, which in Great Britain is Citizens Advice and Citizens Advice Scotland, and in Northern Ireland, the Consumer Council, and is being carried out in line with our Code of Practice for changes to the Post Office network, which we have agreed with them. If you’d like copies of the Code they are available in branch, or by contacting us or on our website at: www.postofficeviews.co.uk. If you think that the process has not been properly followed and wish to make a complaint, then please write to us or email us via the contact details included in our posters and letters and let us know why. We’ll examine your complaint and respond to you as soon as we can. We will provide you with the relevant contact points for the consumer watchdog, so if you are still not satisfied when you have received our response, you can ask them for their assistance.

Pond Park Post Office information sheet Current New Mon 08:30 – 17:30 Mon 08:00 – 22:00 Tue 08:30 – 17:30 Tue 08:00 – 22:00 Wed 08:30 – 17:30 Wed 08:00 – 22:00 Post Office opening hours Thu 08:30 – 17:30 Thu 08:00 – 22:00

Fri 08:30 – 17:30 Fri 08:00 – 22:00 Sat 09:00 – 13:00 Sat 09:00 – 22:00 Sun Closed Sun Closed

Products & Services The same wide range of products and services will still be available.

Accessibility works There will be a low level serving counter and a hearing loop.

Serving positions There will be two serving positions. These will be a mixture of one screened and one open plan counter.

Current Post Office branch closes for New style Post Office branch opens refurbishment

17:30 on Wednesday 12 October 2016 13:00 on Friday 21 October 2016

Other Post Offices branches in the area

Lisburn City Post Office Longstone Street Post Office 26 Lisburn Square 127 Longstone Street Lisburn Lisburn BT28 1TS BT28 1ES

LISBURN AND CASTLEREAGH CITY COUNCIL MEETING OF CORPORATE SERVICES COMMITTEE – 13TH SEPTEMBER 2016

ADDITIONAL REPORT BY DIRECTOR OF CORPORATE SERVICES

PURPOSE AND BACKGROUND

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

The following decision is required:

To consider the additional report of the Head of Central Support Services.

ITEM FOR DECISION

1. REPORT OF HEAD OF CENTRAL SUPPORT SERVICES

Attached hereto under Appendix 1 DCS is a copy of an additional report from the Head of Central Support Services in regard to items under her remit.

Recommendation

It is recommended that the additional report of the Head of Central Support Services be considered.

ADRIAN DONALDSON MBE DL FCMI DIRECTOR OF CORPORATE SERVICES 13TH SEPTEMBER 2016 LISBURN AND CASTLEREAGH CITY COUNCIL MEETING OF CORPORATE SERVICES COMMITTEE – 13TH SEPTEMBER 2016

ADDITIONAL REPORT BY HEAD OF CENTRAL SUPPORT SERVICES

PURPOSE AND BACKGROUND

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

The following decisions are required:

To agree the attendance of Councillor M H Tolerton at the 1st year celebratory event of the Family Nurse Partnership Programme being held at the Laganview Enterprise Centre, Lisburn on the 30th September 2016; to further agree that arrangements for attendance progress and that the Council be responsible for the payment of approved expenses.

To agree the attendance of Councillors O Gawith and A Girvin at the Local Government meeting entitled “Excellence in Local Government’ & Excellence In Healthcare” being held in Templepatrick on the 25th & 26th October 2016; to further agree that arrangements for attendance progress and that the Council be responsible for the payment of approved expenses.

To agree the attendance of Alderman M Henderson and Councillor B Hanvey at the Policy Forum Seminar entitled “Improving Mental Health Provision in Northern Ireland: Prevention, Treatment and Developments in Care” being held in Belfast on the 17th January 2017; to further agree that arrangements for attendance progress and that the Council be responsible for the payment of approved expenses.

To note the provision by Central Support Services of organisational support to the Heart City lunch event being held at Lagan Valley Island on Monday 3rd October 2016.

ITEMS FOR DECISION

1. HEALTH WORKING GROUP – CONFERENCE NOMINATIONS

Item 7 of my main report refers.

I wish to advise that a meeting of the Health Working Group took place on the 9th September 2016 and nominations for conference attendance were made as follows:-

1.1 South Eastern HSC Trust Family Nurse Partnership Programme Invitation to 1st Year Celebratory Event 30th September 2016 – Laganview Enterprise Centre, Lisburn

Details of the above event are attached under Appendix 1 CSS.

Councillor M H Tolerton was nominated to attend the event. The only expenses incurred shall be those in relation to travel.

Recommendation

It is recommended that the attendance of Councillor M H Tolerton at the 1st year celebratory event of the Family Nurse Partnership Programme being held at the Laganview Enterprise Centre, Lisburn on the 30th September 2016 be agreed; that arrangements for attendance progress and that the Council be responsible for the payment of approved expenses.

1.2 ”Excellence in Local Government & Excellence In Healthcare” Local Government Meeting 25th - 26th October 2016 Hilton Hotel, Templepatrick

Details of the above event are attached under Appendix 2 CSS.

The Chairman (Councillor O Gawith) and Councillor A Girvin were nominated to attend the event. The only expenses incurred shall be those in relation to travel.

Recommendation

It is recommended that the attendance of Councillors O Gawith and A Girvin at the Local Government meeting entitled “Excellence in Local Government’ & Excellence In Healthcare” being held in Templepatrick on the 25th & 26th October 2016 be agreed; that arrangements for attendance progress and that the Council be responsible for the payment of approved expenses.

1.3 Policy Forum Seminar Improving Mental Health Provision in Northern Ireland: Prevention, Treatment & Developments in Care 17th January 2017 - Belfast

Details of the above seminar are attached under Appendix 3 CSS.

Alderman M Henderson and Councillor B Hanvey were nominated to attend the seminar. The cost of a Member’s attendance was estimated at £223.00.

Recommendation

It is recommended that the attendance of Alderman M Henderson and Councillor B Hanvey at the Policy Forum Seminar entitled “Improving Mental Health Provision in Northern Ireland: Prevention, Treatment and Developments in Care” being held in Belfast on the 17th January 2017 be agreed; that arrangements for attendance progress and that the Council be responsible for the payment of approved expenses.

2. HEART CITY

I wish to advise that Central Support Services are providing organisational support to the Heart City lunch event being held at Lagan Valley Island on Monday 3rd October 2016.

Recommendation

It is recommended that the provision by Central Support Services of organisational support to the Heart City lunch event being held at Lagan Valley Island on Monday 3rd October 2016 be noted.

CARMEL CONNOLLY HEAD OF CENTRAL SUPPORT SERVICES 13TH SEPTEMBER 2016 Appendix 1 CSS Appendix 2 CSS

From: Tia Chapman [mailto:[email protected]] Sent: 25 August 2016 10:58 To: Theresa Donaldson Subject: Local Gov Meeting - Complimentary Invitation

Excellence In Local Government

Hi Theresa Donaldson

Now firmly established as an annual gathering in Northern Ireland, Excellence In Local Government and Excellence In Healthcare will be joining forces once again and coming to The Hilton Belfast Templepatrick Golf & Country Club on the 25th - 26th October 2016.

I would like to personally invite you to attend this valuable meeting. You have been pre-selected to receive a complimentary invitation. Therefore this all inclusive event is completely free of charge.

Click here to register now and secure your place to attend.

The evening of day 1 will consist of free time, networking opportunities and a fabulous 3 course meal and drinks reception. Throughout day 2 of this meeting you will have the opportunity to hear from some of the top public sector professionals in Northern Ireland and also get chance to discuss these presentations and engage with your colleagues in order to share ideas and learn from each other.

Download The Event Programme

Click here to find out more about Excellence In Local Government.

What's included?

Accommodation at The Hilton Belfast Templepatrick Golf & Country Club Full use of all hotel facilities Access to all presentations and discussions All meals and standard refreshments

Click here to register now and secure your place to attend

Who's Speaking?

• Anne Donaghy, Chief Executive, Mid and East Antrim Borough Council

• Derek McCallan, Chief Executive, NILGA

• Michael Henderson, Councillor, Lisburn and Castlereagh City Council

Download The Event Programme for a full list of speakers During the meeting all attendees are invited to not only listen, but also to join in the discussions and share ideas on what the public sector can do in order to overcome these challenging times.

Topics to be discussed include:

• Partnering in order to deliver economic sustainability • What needs to be done to make community planning work? • How to commission and integrate services • What is the best way to go about implementing, using and maintaining digital communications and mobile working? • How can information and data analytics help you do more with the same resource? • Overcoming financial challenges, delivering more with less • Efficiency models - Where to start? How to stick to it? • How to make intelligent decisions - What models need to be used? • How best to communicate with the public and receive feedback

Click here to register now and secure your place to attend

Click here to find out more about Excellence In Local Government.

Please do get in touch if you have any questions or require further information. Thank you for your time and I look forward to receiving your registration and meeting you in October.

Tia Chapman Head of Operations and Marketing Oscar Krane Ltd [email protected] 020 3143 4263

www.OscarKrane.com

Appendix 2 CSS

EVENT PROGRAMME

Tuesday 25th & Wednesday 26th October 2016

Hilton Belfast Templepatrick Golf & Country Club Paradise Walk Castle Upton Estate Antrim BT39 0DD Historically the public sector in Northern Ireland has been left behind compared to mainland United Kingdom with public services being left out in the cold, but with such a rich heritage of history and a new look, the industry is now in the best position ever to evolve for the future.

Northern Ireland like all other regions is having to deliver services with less, austerity is still here, but now is the time to look forward and learn from the mistakes of the past rather than repeat them.

We are a year on from the establishment of the 11 new Councils and the transfer of community planning powers, the integration and settling down is done, now to business.

Th e past year has seen a raft of initiatives launched and what were once ideas have now become a reality, so what’s next?

Th e public sector is keenly aware of the need to tap into bigger developments and this meeting aims to bring together senior public sector professionals to discuss this as well as where to go from here and what needs to be done and implemented to help improve and maintain public sector services and reduce costs.

Th e Excellence In Healthcare and Excellence In Local Government meeting gives everyone the chance to come together, to share ideas and fi nd diff erent ways of overcoming challenges.

Tuesday 25th October 2016

15:00 - 18:00 Hotel Check-in and Free Time

19:00 - 20:30 Registration and Networking Drinks Reception

20:30 - 22:30 Welcome from Chair and Networking Dinner Wednesday 26th October 2016

08:00 - 08:50 Registration, Tea, Coff eeee and and Pastries Pastries

08:50 - 09:00 Chair’s Welcome and Opening Remarks

Derek McCallan, Chief Executive

09:00 - 09:30 Improving Whilst Changing With 30 years in the public sector, Peter McNaney has seen it go through change aft er change and is perfectly positioned to talk about where Health & Social Care was, where it is now and what needs to be done in order to improve it.

Peter will talk about the journey Belfast Health & Social Care has been through, what the aff ect has been following the recent structural changes and how the Trust is driving through effi ciency improvements.

Peter McNaney, Chairman 09:30 - 10:00 Case Study Presentation

10:00 - 10:30 Local Government Working in Partnership Carla Lockhart brings a fresh perspective to Local Government and is being talked about as a rapidly rising star within Northern Ireland Local Government.

MLA Lockhart will talk about the challenges facing Local Government, what role we all have to play in helping achieve its goals and what impact a greater partnership approach will have.

Carla Lockhart, Member of the Legislative Assembly

10:30 - 11:00 Tea and Coff eeee BreakBreak

11:00 - 12:00 Networking Meetings

12:00 - 12:30 How can Local Government and Health & Social Care work better together? Michael Henderson has been extremely vocal about the absolute need for Local Government and Health & Social Care to work together more. Looking at ways to keep people out of hospital is at the very top of most HSC Trust Chief Executives agenda, but there is still a gap in the relationship.

During this presentation, Michael will talk about what more needs to be done to ensure a better working relationship between the 2 organisations.

Michael Henderson, Councillor

12:30 - 13:00 Case Study Presentation 13:00 - 14:00 Lunch

14:00 - 14:30 Local Government’s Role in Growing the Economy Following the 2015 Review of Public Administration and the subsequent Local Government Reform, the transfer of powers to local authorities has resulted in Council’s being seen as drivers for local growth, job creation and promotion of the economy.

Th is presentation will discuss the impact of these new powers along with the Council’s role in infl uencing and directing local economic growth in partnership with a wide range of key stakeholders. Th is will ultimately underpin the importance of the Sub Regional Economy and highlight links with the overarching Community Plan which will contribute to an improved quality of life for citizens.

Anne Donaghy, Chief Executive

14:30 - 15:00 New Councils in New Times: Solutions for Public Services in Northern Ireland Key elements to be discussed include:

• Outlining the collaborative opportunities due to new legislation and powers of councils

• Th e Programme for Local Government and the review of the NI Assembly

• Transforming how the public sector delivers in a zero budget, commissioning and collaborative environment

Derek McCallan, Chief Executive

15:00 – 15:30 Case Study Presentation

15:30 - 15:45 Tea and Coff eeee BreakBreak 15:45 - 16:30 Networking Meetings

16:30 - 17:00 Th e eEnglish English IntegrationIntegration Conundrum Conundrum Th e English NHS is a large, complex co-operative of organisations that oft en have a shared aim, but with very diff erent objectives.

Th is session will look at some personal experiences of attempting integration across local NHS / Social Care economies and draw on colleagues knowledge of the challenges to be surmounted and what has worked to overcome these.

Peter Russell, Director of ICT

17:00 - 17:30 Group Discussion

17:30 - 17:40 Closing Remarks and Event Finish Appendix 3 CSS

From: Sean Cudmore [mailto:[email protected]] Sent: 08 August 2016 14:15 To: Theresa Donaldson Subject: Conference on mental health provision in Northern Ireland - with keynote from Department of Health - Policy Forum for Northern Ireland, Morning, Tuesday, 17th January 2017

Policy Forum for Northern Ireland Keynote Seminar Improving mental health provision in Northern Ireland: prevention, treatment and developments in care

with Andrew Dawson, Mental Health Policy and Capacity Unit, Department of Health, Northern Ireland Executive and Oscar Donnelly, Northern Health and Social Care Trust; Dr Iris Elliott, Mental Health Foundation; Dr Gerry Lynch, Royal College of Psychiatrists in Northern Ireland; Mairéad McCafferty, Northern Ireland Commissioner for Children and Young People; Trevor Millar, Western Health and Social Care Trust; Professor Siobhan O’Neill, Ulster University and Eileen Shevlin, Expert by experience

Chair: Robbie Butler MLA, Ulster Unionist Party Spokesperson for Mental Health and Member, Committee for Health, Northern Ireland Assembly

Follow us @PolicyNI | This event is CPD certified

Morning, Tuesday, 17th January 2017 Belfast

Book Online | Live Agenda | Our Website | Unsubscribe

Dear Dr Donaldson

I am writing to give you advance notice of 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 timely seminar will assess mental health provision in Northern Ireland - with the Minister for Health identifying mental health as a key priority for the forthcoming mandate. It will be an opportunity to consider recommendations in the Department for Health’s evaluation of the Bamford Review of Mental Health and Learning Disability, including its implementation and the likely impact on service users and the Health Service.

Policymakers and key stakeholders will discuss how to best utilise the available resources for the prevention and treatment of mental health problems; latest thinking in relation to methods of care and treatment; and issues surrounding the growing problem of poor mental health in young people and mental health issues for older people.

Overall, areas in the agenda include: • Meeting the needs of those with mental health problems in light of the Bamford recommendations; • Priorities for prevention, intervention and access to mental health services; • Tackling the challenge of a growing trend of children and young people with significant mental health problems - including high levels of depression, self-harm and substance abuse; • Recognising and managing mental health problems in older people - often stemming from social isolation and poor physical health; and • Considering the care options - including the role of community care - available for those with mental health problems.

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. Follow us @PolicyNI for live updates.

Speakers

We are delighted to be able to include in this seminar a keynote address from: Andrew Dawson, Head of Mental Health Policy and Capacity Unit, Department of Health, Northern Ireland Executive.

Further confirmed speakers include Oscar Donnelly, Divisional Director, Mental Health, Learning Disability and Community, Northern Health and Social Care Trust; Dr Iris Elliott, Head of Policy and Research, Mental Health Foundation; Dr Gerry Lynch, Chair, Royal College of Psychiatrists in Northern Ireland and Vice Chair, Royal College of Psychiatrists; Mairéad McCafferty, Chief Executive, Northern Ireland Commissioner for Children and Young People; Trevor Millar, Director, Adult Mental Health and Disability Services, Western Health and Social Care Trust; Professor Siobhan O’Neill, Professor of Mental Health Sciences, Ulster University and Eileen Shevlin, Expert by experience.

Robbie Butler MLA, Ulster Unionist Party Spokesperson for Mental Health and Member, Committee for Health, Northern Ireland Assembly has agreed to chair the first half of this seminar.

Additional senior participants are being approached, but if you or a colleague would like to be considered as a speaker at this seminar, please contact us at [email protected] specifying the event and session where you would like to speak and we’ll get back to you as soon as possible. If you are offering to speak yourself please don’t fill in the booking form, as this will be taken as an order and you will be charged for a place subject to our T&Cs.

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). Typically, attendees at our seminars are 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 from Health and Social Care services for mental health, advocacy and patient groups, mental health charities and community care organisations, local authorities, academics and commentators, 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 Health; 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 Improving mental health provision in Northern Ireland: prevention, treatment and developments in care (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

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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: Improving mental health provision in Northern Ireland: prevention, treatment and developments in care Timing: Morning, Tuesday, 17th January 2017 Venue: Belfast

Draft agenda subject to change

8.30 - 9.00 Registration and coffee

9.00 - 9.05 Chair’s opening remarks Robbie Butler MLA, Ulster Unionist Party Spokesperson for Mental Health and Member, Health Committee, Northern Ireland Assembly

9.05 - 9.25 Principal recommendations from the Bamford Review evaluation and the next steps for mental health provision in Northern Ireland Andrew Dawson, Head of Mental Health Policy and Capacity Unit, Department of Health, Northern Ireland Executive Questions and comments from the floor

9.25 - 9.35 Beyond Bamford: meeting the needs of those with mental health problems Dr Iris Elliott, Head of Policy and Research, Mental Health Foundation

Priorities for prevention, intervention and access to mental health services 9.35 - 10.30 Professor Siobhan O’Neill, Professor of Mental Health Sciences, Ulster University Oscar Donnelly, Divisional Director, Mental Health, Learning Disability and Community, Northern Health and Social Care Trust Senior representative, education Senior representative, general practice Questions and comments from the floor with Dr Iris Elliott, Head of Policy and Research, Mental Health Foundation

10.30 - 10.35 Chair’s closing remarks Robbie Butler MLA, Ulster Unionist Party Spokesperson for Mental Health and Member, Health Committee, Northern Ireland Assembly

10.35 - 11.00 Coffee

11.00 - 11.05 Chair’s opening remarks Senior Member of the Legislative Assembly

11.05 - 11.15 Children and young people with mental health problems: priorities for tackling a growing trend Mairéad McCafferty, Chief Executive, Northern Ireland Commissioner for Children and Young People

11.15 - 11.35 Key challenges in older person’s mental health care: recognising and managing isolation, bereavement and poor physical health Senior speaker, older persons’ representative Questions and comments from the floor with Mairéad McCafferty, Chief Executive, Northern Ireland Commissioner for Children and Young People

11.35 - 11.45 Steps to recovery: experiences of a service user Eileen Shevlin, Expert by experience

11.45 - 12.45 Meeting the needs of mental health patients: next steps for care post-Bamford Dr Gerry Lynch, Chair, Royal College of Psychiatrists in Northern Ireland and Vice Chair, Royal College of Psychiatrists Trevor Millar, Director, Adult Mental Health and Disability Services, Western Health and Social Care Trust Senior representative, community care Senior representative, charity Questions and comments from the floor with Eileen Shevlin, Expert by experience

12.45 - 12.55 Concluding remarks Andrew Dawson, Head of Mental Health Policy and Capacity Unit, Department of Health, Northern Ireland Executive

12.55 - 13.00 Chair’s and Policy Forum for Northern Ireland closing remarks Senior Member of the Legislative Assembly Sean Cudmore, Deputy Editor, Policy Forum for Northern Ireland