LISBURN & CASTLEREAGH CITY COUNCIL
Island Civic Centre The Island Lisburn BT27 4RL
21 April 2016
TO: The Right Worshipful the Mayor, Aldermen & Councillors of Lisburn & Castlereagh City Council
The monthly meeting of Lisburn & Castlereagh City Council will be held in the Council Chamber, Island Civic Centre, The Island, Lisburn, BT27 4RL, on Tuesday, 26 April 2016 at 4.30 pm* for the transaction of the business on the undernoted Agenda.
You are requested to attend.
Food will be available following the Meeting in Lighters Restaurant from 5.30 pm.
DR THERESA DONALDSON Chief Executive Lisburn & Castlereagh City Council
* Please note change of meeting time.
AGENDA
1 BUSINESS OF THE RIGHT WORSHIPFUL THE MAYOR
2 APOLOGIES
3 DECLARATION OF MEMBERS’ INTERESTS; (i) Conflict of interest on any matter before the meeting (Members to confirm the specific item) (ii) Pecuniary and non-pecuniary interest (Member to complete the Disclosure of Interest form)
4 COUNCIL MINUTES - Meeting of Council held on 22 March 2016 - Special Meeting of Council held on 18 April 2016
5 MATTERS ARISING
6 DEPUTATIONS (None)
7 BUSINESS REQUIRED BY STATUTE (i) Signing of Legal Documents
• Lisburn and Castlereagh City Council with Citizens Advice Lisburn & Castlereagh of Bridge Community Centre, 50 Railway Street, Lisburn – Contract for Delivery of Generalist Advice Services 2016 -2019.
• Lisburn and Castlereagh City Council with Faithful & Gould Limited of 3rd Floor, Montgomery House, 29-33 Montgomery Street, Belfast, BT1 4NX – Contract for Condition Surveys of Council Properties.
8 ADOPTION OF MINUTES OF COMMITTEES
Special Development Committee 23 March 2016 Leisure and Community Development Committee 5 April 2016 Environmental Services Committee 6 April 2016 Development Committee 6 April 2016 Governance and Audit Committee 12 April 2016 Corporate Services Committee 12 April 2016
Planning Committee (For Noting) 7 March 2016
9 REPORT FROM CHIEF EXECUTIVE
Items for Decision
1 Department for Social Development: Community Support Programme Funding Offer 2016/2017 2 System Operator for Northern Ireland (SONI) – North South Interconnector 3 Delegated Authority to the Development Committee 4 Away Day 5 Department for Regional Development – Correspondence 6 Translink 7 Reform of Electoral Office for Northern Ireland
Items for Noting
8 Northern Ireland Civil Service Restructuring 9 Application for an Occasional Licence 10 Application for the Grant of a Provisional Licence 10.1 Blue Chicago Burgers Limited 10.2 Units 18 & 19 Lisburn Square, Lisburn
10 REPORTS OF MEMBERS ON BOARD
11 REPORTS ON DECISIONS SUBJECT TO THE RECONSIDERATION PROCEDURE (None)
12 NOTICE OF MOTION (None)
13 CONFIDENTIAL BUSINESS
Report by the Chief Executive in regard to an update on the Robinson Centre (Confidential due to information in relation to which a claim to legal professional privilege could be maintained in legal proceedings)
Members are requested to go to the Confidential folder on SharePoint
14 ANY OTHER BUSINESS
MM 22.03.2016 LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Monthly Meeting of Council held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 22 March, 2016 at 7:00 pm
PRESENT: The Right Worshipful the Mayor Councillor R T Beckett
Deputy Mayor Councillor A Redpath
Aldermen W J Dillon MBE, D Drysdale, A G Ewart, M Henderson MBE, T Jeffers, W A Leathem, S P Porter, G Rice MBE and J Tinsley
Councillors N Anderson, J Baird, B Bloomfield MBE, P Catney, A P Ewing, J Gallen, O Gawith, A Girvin, A Givan, J Gray MBE, A Grehan, B Hanvey, V Kamble, H Legge, J McCarthy, A McIntyre, T Morrow, John Palmer, L Poots, S Scott, M Tolerton and R Walker
IN ATTENDANCE: Lisburn & Castlereagh City Council
Chief Executive Director of Corporate Services Director of Environmental Services Director of Leisure and Community Services Lead Head of Economic Development Lead Head of Planning and Building Control Project Manager – Finance Head of Central Support Services Head of Marketing and Communication (Mrs C Bethel) Committee Secretary Attendance Clerk
Commencement of the Meeting
At the commencement of the meeting, The Right Worshipful the Mayor, Councillor R T Beckett, welcomed those present to the meeting.
Prayers
At the invitation of The Right Worshipful the Mayor, Councillor R T Beckett, Pastor Jimmy Ritchie, Hillsborough Elim Pentecostal Church, addressed the Council and said a prayer. Pastor Ritchie expressed condolences in respect of the death of Mr Robert Kinnin, father of Mr Jamie Kinnin, Senior Leisure Assistant at Lagan Valley LeisurePlex.
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In his address, Pastor Ritchie also:
• referred to the bombings that had occurred in Brussels earlier in the day, in which at least 31 people had lost their lives and many more had been injured. He stated that thoughts and prayers were with the victims and their families; • expressed condolences to the family of the recently murdered Prison Officer, Mr Adrian Ismay; and • referred to the tragic accident in Buncrana the previous weekend in which five members of a family had lost their lives. Pastor Ritchie offered condolences to the bereaved family.
1. Business of The Right Worshipful the Mayor
The Right Worshipful the Mayor, Councillor R T Beckett, expressed congratulations to Councillor and Mrs S Carson on the recent birth of their baby daughter.
The Right Worshipful the Mayor outlined the engagements he had attended during the month as follows:
− Press Launch for the Circuit of Ireland Rally, at which the Chairman of the Development Committee, Alderman A G Ewart, had also been in attendance. Councillor Beckett advised that the Circuit of Ireland would start in the City Centre on 7 April, when a number of other events would also be held; − Launch of the Rural Development Programme at Café Vic-Ryn. Councillor Beckett thanked the Chairman of the Development Committee, Alderman A G Ewart, for extending an invitation for him to attend this event; − Prayer Breakfast for Church Leaders. Churches around the City had been praying for Council staff and Elected Members, the business community and for economic growth in the City and such prayers would continue; − Business Excellence Awards Dinner in La Mon Hotel Country Club. This had been a very successful event and the Mayor congratulated the Development Committee and all those involved in its organisation; − Ballybeen Regeneration Group Family Fun Day; − Intercultural Friendship Group, which had been attended also by Councillors V Kamble and S Scott; − Commonwealth Day Flag Raising Ceremony. Councillor Beckett thanked all Elected Members who had attended this event; − Circuit of Ireland Test Drive at the Maze, together with the Chairman of the Development Committee, Alderman A G Ewart, when the Mayor had had the opportunity to drive in a WRC rally car; − Carryduff Boxing Club had hosted an event for a boxing team from Liverpool. Councillors N Anderson and B Hanvey had also attended; − Sports Relief Challenge at Wallace Park. Councillor Beckett thanked the Leisure Services Department, particularly its Sports Development staff, for organising this event, which had been attended by around 250 people; and
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− Invest NI event to celebrate the growth of businesses in three council areas – Lisburn & Castlereagh; Newry, Mourne and Down; and Ards and North Down. A number of local businesses that had excelled and expanded had been recognised by Invest NI and the Mayor stated that it was good to see local businesses doing well.
2. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of Alderman S Martin and Councillors R Butler, S Carson, U Mackin, B Mallon, T Mitchell and Jenny Palmer.
3. Declarations of Interest
At this stage, The Right Worshipful the Mayor, Councillor R T Beckett, requested that all mobile phones be put on standby or silent for the duration of the meeting.
The following non-pecuniary declarations of interest were made:
• Alderman M Henderson, as a member of the Local Government Training Group, declared an interest in item 9.4 “Elected Member Development”; and • Councillor J Baird, given his brother’s ownership of premises on Main Street, Moira, declared an interest in item 4 of the Development Committee minutes of 2 March, 2016 “Presentation by Aecom – Moira Public Realm Scheme”.
At the conclusion of the meeting, a declaration of interest form was submitted by Councillor H Legge in respect of item 7 “Business Required by Statute – Signing of Legal Documents”, in light of her membership of the Board of the Northern Ireland Housing Executive.
4. Council Minutes
It was proposed by Alderman J Tinsley, seconded by Councillor P Catney and agreed that the minutes of the meeting of Council held on 23 February, 2016 be confirmed and signed.
5. Matters Arising
5.1 Special Development Committee Meeting – 17 February, 2016 Alderman A G Ewart
Alderman A G Ewart stated that, at the Council meeting on 23 February, 2016 he had proposed the minutes of the special Development Committee meeting held on 17 February, 2016. However, he had declared an interest in the matter and 275
MM 22.03.2016 5.1 Special Development Committee Meeting – 17 February, 2016 (Contd) Alderman A G Ewart
Alderman W J Dillon had chaired the special meeting. Given this fact, it was proposed by Alderman W J Dillon, seconded by Councillor S Scott and agreed that the minutes of the special meeting of the Development Committee held on 17 February, 2016 be confirmed and signed.
5.2 Junior Doctors Contracts Councillor A McIntyre
Councillor A McIntyre referred to item 14.6 of the Council minutes of 23 February, 2016 “Junior Doctors Contracts” and enquired if a response had been received from the Health Minister. He stated that this was a matter of urgency, given that contracts, if implemented, were due to come into effect in August. The British Medical Association had been in contact with Councillor McIntyre to ascertain if the Department of Health had responded to the Council’s correspondence. The Chief Executive confirmed that a response had not yet been provided; however, as soon as this was received, it would be circulated to Members.
6. Deputations
There were no deputations.
7. Business Required by Statute
(i) Signing of Legal Documents
On a proposal by Councillor M Tolerton, seconded by Alderman T Jeffers, it was agreed that the following legal documents be signed at the meeting:
• Northern Ireland Housing Executive of 2 Adelaide Street, Belfast, BT2 8PB and Lisburn and Castlereagh City Council – Deed of Surrender of lease at lands at Grand Street, Lisburn, County Antrim, (Folio 22059L) (Formerly East Down View Play Area); • Lisburn and Castlereagh City Council and Joseph McGeehan, Edel McGeehan, Eugene McGeehan and Sean Rainey of c/o 8 Croft Hill Cottages, Belfast, BT8 6BA as trustees for Santos Football Club – Licence to occupy on short term basis relating to the area known as The Scout Field, 698 Saintfield Road, Carryduff, BT8 8BU; • Lisburn and Castlereagh City Council with Gibson (Banbridge) Limited of 1 Kilmacrew Road, Banbridge, County Down, BT32 4ES – Contract in relation to the extension of Blaris Cemetery Phase 4; • Lisburn and Castlereagh City Council and Kevin Drayne of 15 Burndale Manor, Lisburn, County Antrim, BT28 3AX, Declan Phillips of 17 Whitemountain Road, Stoneyford, Lisburn, County Antrim, BT28 3QZ and Peter Burns of 8a Lower Slievenacloy Road, Lisburn, County Antrim, BT28 3XT, the Trustees of St Patrick’s GAC – Management Agreement in
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respect of playing fields and changing facilities situated at Kirkwoods Road, Lisburn, County Antrim; and • Lisburn and Castlereagh City Council with Tony Patterson Sportsground Limited of 49 Ballynahinch Road, Saintfield, BT24 7ND – Contract for resurfacing of MUGA at Lagan Park, Hillsborough Road, Dromara.
8. Adoption of Minutes of Committees
It was agreed that the minutes and recommendations of the undernoted meetings be adopted, subject to any changes recorded below:
Leisure and Community Development Committee 1 March, 2016 Proposed by Alderman S P Porter Seconded by Councillor A McIntyre
The Chairman of the Leisure and Community Development Committee, Alderman S P Porter, reminded Members that, in order to facilitate Members undertaking work in connection with the forthcoming elections, the meeting scheduled to take place on 5 April, 2016 would commence at 4.00 pm.
At this stage, Councillor A P Ewing welcomed the recent announcement in last week’s budget by Chancellor George Osborne that £4.5 million would be made available to help provide an air ambulance for Northern Ireland, which was the only UK region not covered by such a service. Councillor Ewing stated that this would be a lasting tribute to Dr John Hinds, who had campaigned heavily for the provision of a Helicopter Emergency Medical Service and who had sadly lost his life during the Skerries 100 Road Race in July 2015.
Page 193, Item 4.10.3 2016/2017 Good Relations Action Plan
At the request of Councillor N Anderson, it was agreed that the final paragraph of this item be amended to read “It was agreed to recommend that the Council approve the 2016/2017 Good Relations Action Plan, subject to the inclusion of a strategy in respect of persons with special needs and a strategy in respect of multi-cultural and intergenerational issues.
Page 199, Item 4.12.5 Club Development Officer Funding 2016/2017
Councillor John Palmer referred to the above matter and expressed his dissatisfaction that the minutes stated that “this would be the last year in which the grant scheme would be available”. Councillor Palmer proposed that this matter be referred back to the Leisure and Community Development Committee for further consideration.
The Director of Leisure Services stated that the Committee’s concern had been that this was quite an expensive scheme and it had grown in popularity. It was,
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MM 22.03.2016 Page 199, Item 4.12.5 Club Development Officer Funding 2016/2017 (Contd) however, intended that consideration would be given to implementing an alternative scheme.
The Chairman of the Leisure and Community Development Committee, Alderman S P Porter, stated that this had been a very successful scheme and one that had helped develop sports clubs in the area. There were a number of schemes that the former Lisburn City Council had undertaken that the former Castlereagh Borough Council had not, and vice-versa. There was a need now for the new Lisburn & Castlereagh City Council to look at its schemes moving forward. Alderman Porter advised that, whilst the current grant scheme for Club Development Officer Funding was not being continued, this was being reviewed with the intention of an alternative being found. Alderman Porter stressed that, whilst he was Chairman of the Committee, the development of sporting clubs would be supported as much as possible.
The Deputy Mayor, Councillor A Redpath, having welcomed the assurances given by the Chairman and the Director, proposed that, rather than writing now to clubs advising that the Council intended to stop the provision of financial assistance after this year for this purpose, this matter should be taken back to the Committee next month for an alternative to be considered. Clubs could then be written to and advised that the current scheme was ceasing and how it would be replaced. This proposal was seconded by Alderman W J Dillon. Alderman S P Porter pointed out that consideration of an alternative scheme would take much longer than a month. Time would require to be taken to develop the alternative. Alderman Porter stated that it was right for the Council to advise clubs that the current scheme was ceasing but in the letter reference would be made to the fact that the matter was being reviewed.
Following lengthy discussion regarding this matter, it was agreed, on a proposal by Alderman M Henderson, that the final paragraph of item 4.12.5 be amended to read “It was agreed to recommend that the Council approve a maximum of five grants of up to £2,000 to local sports clubs, provided they met the agreed criteria to appoint a Club Development Officer, and that this would be the last year in which the grant scheme would be available but a new scheme would be reported on at a later date”.
Environmental Services Committee 2 March, 2016 Proposed by Councillor B Hanvey Seconded by Alderman T Jeffers
Page 211, Item 5.7.5 Off Street Car Parking Charges
At the request of Councillor A McIntyre, it was agreed that the figures provided to the Environmental Services Committee in relation to car parking be circulated to all Members.
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Verbal Matter Flower Bed Planting in Moira
Alderman W J Dillon having made reference to the poor quality of either the plants or the planting scheme in flower beds in Moira, the Director of Environmental Services agreed to get operational feedback on this matter and report back to the Environmental Services Committee.
Development Committee 2 March, 2016 Proposed by Alderman A G Ewart Seconded by Alderman W J Dillon
Page 231, Item 7.2 Lisburn & Castlereagh City Business Awards 2016
The Chairman of the Development Committee, Alderman A G Ewart, referred to the above awards, as well as the Lisburn & Castlereagh City Westminster event, which had taken place on 11 March and 17 March, respectively. Alderman Ewart asked that the Lead Head of Economic Development convey to the appropriate staff the Council’s thanks for their excellent work in organising these two very successful events.
Page 217, Item 4 Presentation by Aecom – Moira Public Realm Scheme
At the request of Alderman W J Dillon, it was agreed that the minutes be amended to reflect the fact that he had asked for the removal of the gateway signs that had been erected some time ago in Moira village.
Page 228, Item 5.2.11 Rural Development Programme 2014-2020 – Update
Councillor M Tolerton referred to the business breakfast programme launch in respect of the above, which had taken place on 8 March, and commended the staff involved for their efforts.
Councillor Tolerton stated that, unfortunately, the funding now available was only one third of what it had previously been and there had already been over 200 expressions of interest from employers. A scoping exercise had recently been carried out, when 15 villages in the Lisburn & Castlereagh City Council and Belfast City Council areas had been considered. Five villages from the Lisburn & Castlereagh City Council area had been identified for funding – Dromara, Drumbo, Glenavy, Aghalee and Stoneyford. Belfast City Council had identified Edenderry and Hannahstown. Councillor Tolerton referred to email correspondence that all Members had received from a concerned person in Moneyreagh, Mr Bryce, who was an independent member of the Lagan Rural Partnership. Mr Bryce was dissatisfied that Moneyreagh had not been selected for village renewal funding. However, Councillor Tolerton explained that projects in Moneyreagh had received in the region of a total of £350,000 from the previous programme. Also, when the scoping exercise had been carried out, a 279
MM 22.03.2016 Page 228, Item 5.2.11 Rural Development Programme 2014-2020 – Update (Contd) scoring matrix had been used, as supplied by the Department of Agriculture and Development (DARD). Moneyreagh had come 12 out of 15 on deprivation needs and the fact that it had received funding previously had counted against that village. The five villages identified in the Lisburn and Castlereagh area had received no previous funding. Councillor Tolerton assured Members that the scoping exercise had been open and transparent. She stated that the Lagan Rural Partnership was working for the benefit of all rural people across Lisburn, Castlereagh and Belfast. Councillor Tolerton thanked all her colleagues on the Lagan Rural Partnership, particularly Councillor T Morrow.
Page 220, Item 5.1.1.3 Street Naming Off Meeting Street, Moira
The Deputy Mayor, Councillor A Redpath, sought clarification in relation to consultation process in respect of street naming. The Lead Head of Planning and Building Control explained that consultation with the Royal Mail would not normally take place until after the Council had agreed the name and then final validation would take place.
Alderman J Tinsley referred to the minute stating that “Alderman W J Dillon put on record that he had taken no part in the discussion thereon” and sought clarification on whether that meant Alderman Dillon was declaring an interest in this matter. Alderman Tinsley advised that, on the website, the development was called ‘James Dillon Green’ and stated that, presumably after tonight’s meeting, the developer would be notified to change all advertising to the agreed name.
Alderman W J Dillon stated that he was still taking no part in discussion of this matter and that he had no interest in it whatsoever. He was not aware of the development being advertised as ‘James Dillon Green’ and pointed out that there were many more Dillons in Moira besides him.
Page 230, Item 7.1 Planning Matters
Councillor J Baird referred to the minutes stating that he had raised concerns “in relation to the Council’s Planning Unit. Of particular concern was the extent of Member involvement in the planning decision making process”. Councillor Baird pointed out that the issue he had raised was in relation to communication with Planning Officers, how difficult it was to contact them and their inability or unwillingness to return calls.
Governance and Audit Committee 8 March, 2016 Proposed by Alderman W A Leathem Seconded by Councillor V Kamble
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MM 22.03.2016 Page 250, Item 4.1 Date of the Annual Meeting of Council
Aldermen A G Ewart and W J Dillon left the meeting during consideration of this item of business (8.02 pm).
The Chairman of the Governance and Audit Committee, Alderman W A Leathem, stated that since the Governance and Audit Committee meeting on 8 March, 2016 when it had been agreed to hold the Annual Meeting of Council on 14 June, 2016 at 12 noon, circumstances had arisen which would necessitate the meeting commencing at a later time. It was agreed that the Annual Meeting of Council be held on 14 June, 2016 at 1.00 pm.
Page 252, Item 4.3.4 Members’ Refresher Training – Ernst & Young Report
The Chairman of the Governance and Audit Committee, Alderman W A Leathem, stated that the above training had taken place on 10 March, 2016 and he expressed thanks and appreciation to the Project Manager – Finance and the Audit Team for organising this. There had been approximately 16 Members in attendance and after the training they had been provided with an evaluation form for completion. To date, only three forms had been returned and Alderman Leathem encouraged other Members who had attended to complete and return their forms.
Page 253, Item 5.2 Royal Borough Status Update
The Chairman of the Governance and Audit Committee, Alderman W A Leathem, advised that, further to what was agreed by the Committee on 8 March, 2016, Councillor O Gawith would be replacing Councillor V Kamble on the Royal Borough Status Working Group.
Page 250, Item 4.2.1 Consultation on Output Geography for the Update Multiple Deprivation Measure
The Head of Marketing and Communication (Mrs C Bethel) left the meeting during consideration of this item of business (8.06 pm).
Councillor N Anderson, in welcoming the decision taken by the Governance and Audit Committee in relation to the above matter, stated that consideration needed to be given to the fact that, if an area had a certain amount of private housing, that moved it up the scale; however, particularly in certain areas, a lot of those houses tended to be private rental and that skewed the figures, meaning those areas did not receive adequate support.
Corporate Services Committee 8 March, 2016 Proposed by Alderman J Tinsley Seconded by Councillor A Grehan
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MM 22.03.2016 For Noting
Planning Committee 1 February, 2016
The minutes of the Planning Committee meeting of 1 February, 2016 had been circulated for noting only as these minutes had been agreed at the subsequent meeting of the Planning Committee on 7 March, 2016. The Chairman of the Planning Committee, Alderman M Henderson, reminded Members that future meetings of the Planning Committee would be commencing at 2.00 pm.
9. Report from Chief Executive
It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
Items for Decision
9.1 Local Development Plan – Statement of Community Involvement (SCI)
Members were provided with, and noted the contents of, a copy of a report on the consultation process associated with the Statement of Community Involvement. Members were also provided with, and approved the contents of, the final version of the Statement of Community Involvement, which would be submitted to the Department of the Environment for its agreement.
9.2 Request for Delegated Authority to Consider a Tender Report and Award of Tender for the Provision of Stewarding and Crowd Control Services
The Head of Marketing and Communications (Mrs C Bethel) returned to the meeting during consideration of this item of business (8.08 pm).
Members were advised that a procurement exercise to appoint a contractor to provide the above services at Council events had recently been completed. In order to facilitate the planning and organisation of the forthcoming Mayor’s Parade and Family Fun Day, at which such services would be required, it was agreed that authority be delegated to the Leisure and Community Development Committee, at its meeting to be held on 5 April, 2016, to consider the tender report and agree the award of the associated contract on behalf of the Council.
9.3 Request for Delegated Authority to Consider Nominations to Translink Ulster in Bloom 2016
Members were provided with a copy of correspondence dated 8 March, 2016 from the Northern Ireland Local Government Association (NILGA) seeking nomination of Cities, Towns and Villages from within the Council area to be entered into the Translink Ulster in Bloom 2016 Competition. There were no restrictions in the number of areas that could be entered. Members were also provided with a copy of the entry form and a sample of the judging sheet. Given that the completed entry form was to be returned to NILGA no later than 15 April,
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MM 22.03.2016 9.3 Request for Delegated Authority to Consider Nominations to Translink Ulster in Bloom 2016 (Contd)
2016, it was agreed that authority be delegated to the next meeting of the Environmental Services Committee, to be held on 6 April, 2016, to consider nominations to the competition.
9.4 Elected Member Development
Members were provided with, and noted the contents of, a copy of an email dated 17 February, 2016 from the Local Government Training Group regard to Elected Member Development within councils, together with a copy of the Report and Action notes from the most recent Elected Member Development Steering Group meeting held on 8 February, 2016.
9.5 National Association of Councillors Health and Social Care – The Crisis in Funding The Royal Hotel, Scarborough – 8-10 April, 2016
Members having been provided with details of the above conference, the estimated cost of a Member’s attendance at which was £674.58, it was agreed that no nominations would be made to attend.
Items for Noting
9.6 Correspondence Received from the Lord Lieutenant of County Antrim, Mrs Joan Christie OBE, regarding Her Majesty’s 90th Birthday
Members were provided with, and noted the contents of, a copy of an email dated 4 March, 2016, sent on behalf of the Lord Lieutenant of Country Antrim, Mrs Joan Christie OBE, advising of preliminary arrangements for a County Service of Celebration for Her Majesty’s 90th Birthday, to be held on Sunday, 29 May, 2016 in St Nicholas’ Church in Carrickfergus.
9.7 Councillor Johnny McCarthy – SDLP Party Membership
Members were provided with, and noted the contents of:
(a) notification received from Councillor J McCarthy advising that he was now a member of the SDLP, with effect from 23 February, 2016 and that he intended to join that party group within the Council; and (b) copy of a letter dated 7 March, 2016 from the Electoral Office for Northern Ireland acknowledging the notification and advising of the protocol to be observed in the event of Councillor McCarthy’s resignation from the Council.
9.8 Domain Registration – Lisburn & Castlereagh City Council
Members were provided with, and noted the contents of:
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MM 22.03.2016 9.8 Domain Registration – Lisburn & Castlereagh City Council (Contd)
(a) copy of a letter dated 8 February, 2016 from the Chief Executive to the Domain Registry Service regarding the usage of the various domain names for the Council; and (b) copy of an email dated 15 February, 2016 received from the Domain Registry Service detailing its response.
It was further noted that, for Members’ convenience, a set of guidelines would be prepared by IT Services and circulated to aid with the IT housekeeping now required.
9.9 Correspondence Received from Department for Regional Development in Regard to Recent Actions by Translink Towards the Council
Members were provided with, and noted the contents of, a copy of a letter dated 16 February, 2016 from the Department for Regional Development (DRD), on behalf of Minister Michelle McIlveen MLA, in response to the concern and dissatisfaction of the Council in regard to recent actions towards the Council by Translink. It was further noted that a meeting had been arranged with Translink, when Mr Chris Conway, Group Chief Executive, and Mr Arthur Hamilton, Southern Area Manager, would meet with the Chief Executive.
9.10 Correspondence Received from Department for Regional Development Regarding the Removal of Street Lighting in Knockburn Gardens and Knockburn Drive, Knockmore Road, Lisburn
Members were provided with, and noted the contents of, a copy of a letter dated 7 March, 2016 from the DRD, on behalf of Minister Michelle McIlveen MLA, in response to the Council’s concerns in relation to the removal of street lighting at the above addresses.
9.11 Future of Lisburn Courthouse
Members were provided with, and noted the contents of, a copy of a letter dated 4 March, 2016 from the Northern Ireland Policing Board (NIPB) with regard to the future of Lisburn Courthouse.
9.12 Special Meeting of Council – 18 April, 2016
Alderman M Henderson left the meeting during consideration of this item of business (8.12 pm).
It was noted that, following discussions with The Right Worshipful the Mayor, Councillor R T Beckett, a special meeting of Council was scheduled to be held on 18 April, 2016 to receive the following deputations:
• Clanmil Housing Group • Northern Ireland Federation of Housing Associations • Phoenix Natural Gas
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It was further noted that Translink had also accepted an invitation to attend a special meeting of Council in April but, due to Mayoral commitments, the date had been changed and the new date had not suited its representatives. Translink was keen to present to Members of Council and awaited notification of another date.
At the request of Alderman S P Porter, it was agreed that, in order to facilitate Members undertaking work in connection with the forthcoming elections, (a) the meeting of Council scheduled to take place on 26 April, 2016 commence at 4.30 pm; and (b) the special meeting of Council scheduled to take place on 18 April, 2016 commence at 4.30 pm, subject to this revised time being suitable to the deputations due to attend.
10. Reports from Members on Boards
There were no reports from Members on Boards.
11. Reports on Decisions Subject to the Reconsideration Procedure
There were no reports on decisions subject to the reconsideration procedure.
12. Notice of Motion
There were no Notices of Motion.
13. Confidential Business
Prior to consideration of the confidential report, the Chairman of the Leisure and Community Development Committee, Alderman S P Porter, advised that item 2 of the report “Resurgam Community Development Trust: Correspondence from the Department of Social Development” did not require to be considered “In Committee”, provided that there was no discussion of the financial document provided. It was agreed that this matter be considered at this point.
13.1 Resurgam Community Development Trust: Correspondence from the Department of Social Development
Members were provided with a copy of (a) correspondence dated 16 March, 2016 from the Department of Social Development (DSD) in regard to the Resurgam Community Development Trust; and (b) a recently completed evaluation of the Resurgam Social Enterprise Growth Pilot Project by DSD.
It was agreed that the above correspondence be referred to the meeting of the Leisure and Community Development Committee on 5 April, 2016 for
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MM 22.03.2016 13.1 Resurgam Community Development Trust: Correspondence from the Department of Social Development (Contd) consideration and that the Committee be granted delegated authority to decide on the matter, subject to any assistance agreed being contingent on the conditions set out in the Chief Executive’s report.
Confidential Report
It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
The Right Worshipful the Mayor, Councillor R T Beckett, advised that the matter contained in the confidential report would be dealt with “In Committee” due to containing information in relation to which a claim to legal professional privilege could be maintained in legal proceedings.
“In Committee”
It was proposed by Alderman J Tinsley, seconded by Councillor J McCarthy and agreed that the item in the Confidential Report be considered “in committee”, in the absence of members of the press and public being present.
Pastor Ritchie left the meeting at this point (8.15 pm).
13.2 Lisburn Public Realm Scheme
Following on from discussions in relation to the Lisburn Public Realm Scheme at the special meeting of the Development Committee on 17 February, 2016, it was agreed that authority be delegated to the Committee, at a further special meeting, to take appropriate decisions in relation to legal advice received by the Council.
Verbal Matter
13.3 Report on Planning Appeals Councillor L Poots
Councillor L Poots expressed his thanks to the Lead Head of Planning and Building Control in respect of a comprehensive report he had provided to Members in respect of a recent planning appeal.
Resumption of Normal Business
It was proposed by Councillor N Anderson, seconded by Councillor J Gray and agreed to come out of committee and normal business was resumed.
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14.1 Death of Mr T McKinstry Councillor N Anderson
Councillor N Anderson referred to the recent death of Mr T McKinstry, who had had a fundamental impact on many people in Lisburn and beyond. Councillor Anderson paid tribute to Mr McKinstry who had devoted 65 years of his life to mentoring young people. He had also been a teacher in Lisnagarvey High School for a number of years. Councillor A P Ewing also paid tribute to Mr McKinstry who, he stated, would be sadly missed in the local community.
14.2 Death of Mr F Walker Councillor John Palmer
Councillor John Palmer referred to the recent death of Mr F Walker, who had been the Chairman of the Pipe Band Association for a number of years.
14.3 BMAP Judicial Review Alderman W A Leathem
Alderman W A Leathem stated that he was delighted that the former Lisburn City Council had supported the John Lewis department store locating at Sprucefield. He acknowledged the restriction imposed by BMAP on planning applications at Sprucefield.
Following discussion, during which a number of Members expressed their support in relation to the above, it was proposed by Alderman W A Leathem, seconded by Councillor P Catney and agreed that a letter be sent to the First Minister, Arlene Foster MLA, thanking her for her support in the BMAP Judicial Review.
There being no further business, the meeting was terminated at 8.28 pm.
Mayor
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LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the proceedings of the Special Meeting of Lisburn & Castlereagh City Council, held in the Island Civic Centre, Lisburn, BT27 4RL, on Monday 18 April 2016, at 4.30 pm
PRESENT The Right Worshipful the Mayor Councillor R T Beckett
Deputy Mayor, Councillor A Redpath
Aldermen D Drysdale, T Jeffers, S Martin, S P Porter, G Rice MBE and J Tinsley
Councillors B Bloomfield MBE, S Carson, A P Ewing, O Gawith, A Givan, V Kamble, A McIntyre, U Mackin, T Mitchell, Jenny Palmer, John Palmer and M Tolerton
IN ATTENDANCE Chief Executive Director of Leisure and Community Services Lead Head of Planning and Building Control Lead Head of Development Committee Secretary Attendance Clerk
Phoenix Gas Mr Jonathan Martindale, Business Development Manager Mr Denver Wasson, Network Performance Manager
NI Federation of Housing Associations Mr Cameron Watt, Chief Executive Ms Jennie Donald, Deputy Chief Executive Ms Pam Tilson, Policy Officer
Clanmil Ms Clare McCarty, Group Chief Executive Ms Carol McTaggart, Group Director of Development
Purpose of Special Meeting
The Special Meeting of Council had been convened in order to receive the following deputations:
Phoenix Gas NI Federation of Housing Associations Clanmil
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Commencement of Meeting
At the commencement of the meeting, The Right Worshipful the Mayor, Councillor R T Beckett, welcomed those present to the meeting.
1. Apologies
It was agreed to accept apologies from Aldermen WJ Dillon MBE, WA Leathem and Councillors J Baird, R Butler, P Catney, J Gallen, J Gray MBE, A Grehan, B Hanvey, H Legge, B Mallon, L Poots and R Walker.
2. Declarations of Interest
The Chair invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting. The following Declaration of Interest was received:
o Alderman G Rice MBE in Item 3.3 ‘Presentation by Clanmil Housing’ on the basis that she was a non-paid shareholder in Clanmil Housing Association.
3. Presentations
3.1 Phoenix Gas
The Right Worshipful the Mayor, Councillor R T Beckett, welcomed the representatives from Phoenix Gas, Mr Jonathan Martindale, Business Development Manager, and Mr Denver Wasson, Network Performance Manager.
Mr Martindale outlined the Gas to East Down project, which was an extension of Phoenix Gas’s current network into East Down and would involve connection to the network of 13 new towns and villages, two of which, Hillsborough and Anahilt, lay within the Council area. He indicated that the project represented a capital investment of over £58m. Members were provided with an overview of Phoenix Gas development in Northern Ireland and noted that 60% of properties in the Greater Belfast area were now connected to the gas network.
(Councillor A Givan arrived at 4.37 pm)
Mr Wasson outlined the network construction history since natural gas had been brought to Northern Ireland by undersea pipeline from Scotland. He advised that the network extended to almost 3,500kms and was serving 194,000 customers. He noted that East Down was a lot less
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densely populated than Belfast and the extension would cover 350kms serving 28,000 properties.
Mr Wasson explained that the construction programme involved laying pipeline to take gas through the rural area followed by infill pipelines within the urban environment. Construction methods were standard open trench cutting and directional drilling. The works schedule for Hillsborough and Anahilt would commence in 2017 with completion for Anahilt in 2019 and for Hillsborough in 2020.
(Alderman S Martin and the Director of Leisure and Community Development arrived at 4.43 pm)
Mr Wasson advised that pre-construction planning would attempt to keep the pipe laying to as rural a route as possible in order to minimise traffic disruption. He outlined corporate and community engagement and advised that an information centre would be set up in Hillsborough from mid-May to engage with residents and businesses. He advised that Phoenix Gas would be supporting the Hillsborough Oyster Festival and would be extending its Energy for Children charity activities into the Council area.
At the conclusion of the presentation, Phoenix Gas’s representatives responded to Members questions covering the following issues
- The inclusion of the A24 corridor from Carryduff to Ballynahinch within the network: Saintfield would be served from Ballynahinch rather than Carryduff as the extension plans were based on the availability of gas within the network as it currently existed. If it was financially viable to bring a pipeline down to the Carryduff area, that could be included in the network at a future stage.
- Responsibility for reinstatement works: Phoenix Gas’s contractors would undertake all reinstatement works and had won health and safety reinstatement quality awards for three years running. In addition, effective customer communication systems would be put in place at an early stage so that any issues could be dealt with promptly.
- Construction works: The first 90 kms of the pipeline would be laid by the open trench technique in order to comply with regulations and risk assessment. The infill stage could be completed by directional drilling where possible but that would be dependent on assessment. With regard to public realm works proceeding in Hillsborough prior to the network extension, Phoenix Gas would liaise with businesses and residents and service would not proceed until Public Realm reinstatement materials were available on site.
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- Complaints procedures: A liaison officer would be on site when works commenced and Phoenix Gas had robust complaints procedures whereby customers could speak directly to someone in charge.
The Chief Executive advised members that the Council’s management team had met with the lead team in Phoenix Gas in relation to the public realms project in Hillsborough and liaison between the stakeholders would be ongoing.
At the conclusion of the question and answer session, The Right Worshipful the Mayor, Councillor R T Beckett, thanked the Phoenix Gas deputation for its presentation to Council, following which the representatives left the meeting (5.04 pm).
3.2 NI Federation of Housing Associations (NIFHA)
The Right Worshipful the Mayor, Councillor R T Beckett, welcomed the following representatives from the NI Federation of Housing Associations, Mr Cameron Watt, Chief Executive; Ms Jennie Donald, Deputy Chief Executive; and Ms Pam Tilson, Policy Officer.
Mr Watt outlined the work of the NIFHA within the Council area and indicated that it was responsible for approximately 2,000 social rented homes and, though its co-ownership scheme, had assisted 3,000 householders into home ownership, 100 in the last year. He then provided a video presentation that outlined NIFHA services and activities.
Mr Watt outlined achievements within the Council area which included:
- improvements in governance and management - maintenance programmes progressing with a high degree of customer satisfaction; - development targets for new build homes being met - 1,200 older people in sheltered housing and receiving care and support packages - Organisational changes in management and group structures including the amalgamation of Ulidia, Oaklee and Trinity Housing Associations into Choice which was responsible for 800 home in the council area. - Improved communications and relationships with political representatives and central government
He then outlined some of the challenges that NIFHA were still facing,
- Welfare reform. He acknowledged that Northern Ireland had been sheltered from some of the measures that had gone ahead in GB
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including the bedroom tax. However he indicated that capping of housing benefits for social rented homes and low LHA would have serious impact. - Care and support services. Demographic changes meant that increased investment was needed in respect of domiciliary care and housing support - Continued development of high quality new housing: This should include mixed use and mixed tenure development such as the Visteon Regeneration Project in West Belfast. He emphasised the importance of community planning and for Council support to prioritise within the planning process access to land for social housing
At the conclusion of the presentation, NIFHA’s representatives responded to Members’ questions as follows:
(Councillor A P Ewing arrived at 5.22 pm)
- Dealing effectively with bad tenants and anti-social behaviour: Housing Associations had been at a disadvantage in that as non- statutory organisation they did not have access to information held by statutory agencies. However new information sharing protocols were being put in place with PSNI that should help address this issue. In addition, under the Sharp Project, front-line staff in key areas were being provided with support and training to deal with difficult tenants. People moving into a new tenancy were also required to sign a good neighbour agreement that made it clear what was expected of them during the course of their tenancy.
(Alderman SP Porter left at 5.26 pm)
- Hemsworth Court Support Housing Scheme: This was a supported housing scheme in West Belfast for people suffering from dementia and was provided by Helm Housing in partnership with the Belfast Trust. While NIFHA would like to develop similar schemes, the Supporting People budget had been frozen and development funding from the Trusts for such schemes was limited.
(Councillors S Carson and A P Ewing left at 5.30 pm)
- Transfer of housing stock from NIHE: a decision on whether NIHE’s landlord arm should continue was yet to be made. The required investment over the next 30 years to bring housing stock up to standard was in the order of £6.7b and could not be met by rent increases alone. Discussion ensued as to whether housing transfers that had taken place in Londonderry, which involved rental increases following refurbishment, had been dealt with appropriately and effectively by the housing association involved.
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(Councillor A McIntyre left at 5.34 pm)
- Communications with public representatives: Housing associations were being asked to identify and provide contact details for a point of contact for elected representatives and this information would be passed to Councillors and MLAs.
At the conclusion of the question and answer session, The Right Worshipful the Mayor, Councillor R T Beckett, thanked the NIFHA deputation for its presentation to Council, following which the representatives left the meeting (5.39 pm).
3.3 Clanmil
The Right Worshipful the Mayor, Councillor R T Beckett, welcomed the following representatives from Clanmil: Ms Clare McCarty, Group Chief Executive, and Ms Carol McTaggart, Group Director of Development
(The Deputy Mayor, Councillor A Redpath, and Councillor A Givan left at 5.40 pm)
A powerpoint presentation provided an overview of the background, activities and services of the Clanmil Group. It was a housing association with charitable status established in 1977 and now providing almost 4,000 homes with 262 staff and a turnover of £27m. It had 261 housing properties within the Council area.
Ms McCarty emphasised that the services provided by Clanmil to tenants were underpinned by the Supporting People programme and that budget had not increased over the last 8 years. Services provided for tenants included
money management support to prevent rental arrears, savvy savings projects money matter courses. first aid training for children and babies the Treasure House project for older tenants run in conjunction with NI Museums Employability project run in conjunction with Womenstec providing tester sessions and accredited courses in service industries
(The Deputy Mayor, Councillor A Redpath returned at 5.43 pm)
Ms McTaggart outlined Clanmil’s asset management activities and development plans. In conclusion she outlined a number of ‘asks’ that Clanmil would like the Council to consider. These included:
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Public land availability – Clanmil had difficulty in accessing suitable land for social housing and asked Council to prioritise making any redundant sites available for the development of social housing Planning - asked that the Council make the provision of social and affordable housing a priority in its strategic planning policy Community planning – Clanmil and other housing association would be very keen to work with the Council in the development of its Community Plan Welfare reform – asked for Council support in respect of welfare reform measures that would impact adversely on social housing development. In particular, they asked for Council support in calling for a 10% increase in the Supporting People funding programme
At the conclusion of the presentation, Clanmil’s representatives responded to Members’ questions as follows
- Mountview Drive development update – although not yet finalised, it was anticipated that a number of MoD properties would become available for purchase by DSD and Clanmil would be interested in undertaking a similar refurbishment scheme as at Mountview Drive. Clanmil recognised the importance of working with the local community and was developing a relationship with the local community association.
(Alderman S Martin and Councillor V Kamble left at 5.58 pm)
- Hilden development project – Clanmil were disappointed that it had not been possible to progress the Hilden Development Project but remained interested in becoming involved if and when the development went forward.
- Housing development in Castlereagh area: Clanmil had not been active in the former Castlereagh Borough Council area due to difficulty in securing suitable development land. Clanmil would however be interested in working with local representatives to explore development opportunities.
4. Any Other Business
There was no other business.
There being no further business, the meeting ended at 6.06 pm.
______Chairman
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Special Development Committee 23/03/2016
LISBURN & CASTLEREAGH CITY COUNCIL Minutes of the proceedings of a Special Meeting of the Development Committee of Lisburn & Castlereagh City Council held in the Island Civic Centre, Lisburn, BT27 4RL on Wednesday, 23 March 2016 at 5.00 pm
PRESENT: Alderman A G Ewart, Chairman
The Right Worshipful the Mayor Councillor R T Beckett
Aldermen W J Dillon MBE and S Martin
Councillors B Bloomfield, A P Ewing, A Givan, H Legge, U Mackin, S Scott and M H Tolerton
OTHER MEMBERS Alderman J Tinsley, Councillors P Catney, J Gray, and A Grehan, B Hanvey and J McCarthy ` Lisburn & Castlereagh City Council Chief Executive Lead Head of Development Regeneration Manager Committee Secretary
Commencement of Meeting
The Chairman, Alderman A G Ewart, welcomed everyone to the Special Meeting of the Development Committee and thanked Members for their attendance.
Purpose of Meeting
The Special Meeting had been convened in order to receive a report by the Lead Head of Development in relation to the budget for the Lisburn Public Realm Scheme and also to agree a strategic direction to programme completion.
It was noted that the Council at its Meeting on 22 March 2016 had granted delegated authority to the Development Committee to take appropriate decisions in relation to legal advice received by the Council regarding the Lisburn Public Realm Scheme.
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of Councillors J Baird, J Gallen, T Mitchell and Jenny Palmer.
Apologies from Members not on the Development Committee were received from Councillors N Anderson and R Walker.
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The Chairman, Alderman A G Ewart, extended a welcome to those Members in attendance who were not Members of the Development Committee.
2. Declarations of Interest
The Chairman, Alderman A G Ewart, invited Members to declare any Conflicts of Interest they might have in relation to the business of the special meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard, which had been provided at the meeting.
A completed Declaration of Interest form was received from the Chairman, Alderman A G Ewart in respect of the Lisburn Public Realm Scheme, in view of his employment as a Special Advisor to the Minister for Social Development.
3. Confidential Business
Report by the Lead Head of Development
“In Committee”
It was proposed by The Right Worshipful the Mayor, Councillor R T Beckett, seconded by Councillor B Bloomfield, and agreed that the business be considered “in Committee” in the absence of press or members of the public.
For Decision
3.1 Lisburn Public Realm Scheme
The Lead Head of Development reminded the Committee that at the Special Meeting of the Committee held on 17 February 2016 it had been agreed that the Council appoint an independent third party to review the costs outlined in the presentation provided by White Young Green (WYG) on the Lisburn Public Realm Scheme.
Copies of the following correspondence had been furnished to the Committee:
a) letter dated 22 March 2016 from the Council’s legal team setting out:
(i) the legal position and recommendations regarding outstanding certified amounts to the Public Realm contractor, and
(ii) the recommended strategic direction for the Council to programme completion
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3.1 Lisburn Public Realm Scheme (Cont’d)
b) letter dated 21 March 2016 from the Public Realm Scheme Contractor’s legal advisor in connection with the outstanding payment, and
c) letter dated 22 March 2016 by way of response from the Council’s legal team to the Contractor’s legal advisor.
The Lead Head of Development elaborated on the issues raised in the above- mentioned correspondence from the Council’s legal team, following which he responded to questions and comments from the Committee.
Councillor S Scott left the meeting at 5.09 pm and returned at 5.15 pm.
Councillor A Givan and Councillor H Legge entered the Meeting at 5.17 pm and 5.25 pm, respectively.
It was proposed by Councillor B Bloomfield, seconded by Councillor M H Tolerton, and agreed to come “out of Committee” and normal business was resumed. . Resumption of Normal Business
On the resumption of normal business it was noted that the Committee had agreed on a proposal by Alderman W J Dillon, seconded by Councillor U Mackin, that:
a) the Council approves the payment of Certificate 31 to the Public Realm Scheme Contractor forthwith, and
b) the strategic direction for the Council to programme completion for the Lisburn Public Realm Scheme, as outlined in the correspondence from the Council’s legal team, be agreed.
There being no further business, the Chairman, Alderman A G Ewart, thanked Members for their contribution and the Special Meeting ended at 5.35 pm.
______Chairman
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LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the proceedings of the Leisure and Community Development Committee Meeting of Lisburn & Castlereagh City Council, held in the Island Civic Centre, Lisburn, BT27 4RL, on Tuesday, 5 April 2016, at 4.00 pm
PRESENT Alderman S P Porter (Chairman)
The Right Worshipful the Mayor, Councillor R T Beckett
Aldermen: W A Leathem J Tinsley
Councillors: N Anderson, B Bloomfield MBE, J Gallen, A Givan, J Gray MBE, V Kamble, H Legge, A McIntyre, T Morrow, S Scott, R Walker
OTHER MEMBER Councillor O Gawith
IN ATTENDANCE Director of Leisure & Community Services Head of Service (Cultural & Community Services) Head of Service (Parks & Amenities) Head of Service (Sports Services) Capital Projects Officer Committee Secretary
Commencement of Meeting
The Chair welcomed everyone to the meeting of the Leisure and Community Development Committee.
1. Apologies
It was agreed to accept apologies from Councillor R Butler.
2. Declarations of Interest
The Chair invited Members to declare any conflicts of interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting. The following declarations of interest were made:
• Councillor T Morrow – Items 4.1 and 5.5.3 – on the basis that he sold the land to the Council and currently rents some land from the Council • The Right Worshipful the Mayor, Councillor R T Beckett – Item 5.6.8 – on the basis that the Mary Peters Trust is the Mayor’s charity • Alderman S P Porter – Item 5.6.7 – on the basis that he is a member of the Public Health Agency
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3. Minutes of the Leisure and Community Development Committee Meeting held on 5 March 2016
It was agreed that the minutes of the Leisure and Community Development Committee meeting held on 1 March 2016, as adopted at the meeting of Council held on 22 March 2016, be confirmed and signed.
4 Deputations
4.1 Presentation from Representatives from Otium Leisure Consultancy re Audit Analysis and Draft Pitches Strategy
Members received a presentation from Mr Tony Morrison and Ms Siobhan Poulter from Otium Leisure Consultancy in respect of the Audit Analysis and Draft Pitches Strategy.
Following the presentation the Consultants responded to a number of questions from Members, following which it was agreed to note the presentation from Otium Leisure Consultancy in respect of the Audit Analysis and Draft Pitches Strategy and to revisit the subject at the next Committee meeting once Members had an opportunity to absorb the content.
5 Report from the Director of Leisure & Community Services
It was proposed by Alderman W A Leathem, seconded by Councillor A McIntyre and agreed that the report and recommendations from the Director of Leisure & Community Services be adopted, subject to any decisions recorded below.
Items for Noting
5.1 Departmental Rolling Absenteeism Report
Members noted the information tabled in relation to Departmental absenteeism in the period 1 April 2015 to 31 January 2016.
5.2 Estates Strategy
Members noted the update in respect of the Estates Strategy work programme and information tabled. The Director of Leisure & Community Services advised that the overall Estates Strategy incorporated an Estates Strategy, Condition Survey and Energy Survey. It was also planned to carry out field work and a workplace study to support the development of the strategy, which was scheduled to take 32 weeks, with a completion date in early October 2016.
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5.3 Departmental Budget Report
Members noted the budget report for the period 1 April 2015 to 31 March 2016, setting out the position as at 31 January 2016.
5.4 Report from Head of Service (Cultural & Community Services)
It was agreed that the report and recommendations of the Head of Service (Cultural & Community Services) be adopted, subject to any decisions recorded below.
Items for Decision
5.4.1 Presentation of the Council’s 2016-2018 Community Development Strategy
Members were reminded that the Council had engaged the services of Sector Matters to ascertain stakeholder needs in shaping and informing the Council Community Development Strategy 2016-2018. The plans were now nearing completion and Members were asked to receive a short presentation from Sector Matters at the May Committee meeting.
It was agreed to receive a presentation from Sector Matters in respect of the Council’s 2016-2018 Community Development Strategy at the Committee meeting in May.
5.4.2 IPB Pride of Place 2016
Members noted correspondence from Co-Operation Ireland, seeking nominations for the 2016 IPB Pride of Place competition, at a cost of £500 per application for consideration and presentation at an awards ceremony in November 2016. The closing date for nominations was 6 May 2016.
It was agreed to recommend that the Council decline to forward nominations for the 2016 IPB Price of Place competition.
5.4.3 Review of Bonfire Management Programme
Members were provided with background information on the former Castlereagh Bonfire Management programme which had aimed to reduce adverse impacts of bonfires during the July period. However, while the scheme had been successful, some aspects could have caused conflict and liability issues in terms of the Council’s facilitation role.
Members noted the report, and as Option 3 therein was consistent with the Council’s previous decision to channel requests for support for community or family events from community groups through the Community Festival Fund, it was agreed to recommend to Council that arrangements progress on this basis.
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Items for Noting
5.4.4 Young Artist of the Year Award
Members noted that one application for the Young Artist of the Year award had been received by the closing date of 26 February 2016. Following assessment, the panel had recommended the award of £1,000 to Wendy Ward to assist with the cost of exhibiting her porcelain lighting range at an international trade show in London in July 2016.
5.5 Report from Head of Service (Parks and Amenities)
It was agreed that the report and recommendations of the Head of Service (Parks and Amenities) be adopted, subject to any decisions recorded below.
Items for Decision
5.5.1 Grant Aid to Third-Party Organisations 2016-2017
Members were provided with details of payments due to third-party organisations, in line with provision in the Council’s financial estimates for 2016-2017, subject to either acceptance of a formal Letter of Offer from the Council or a Service Level Agreement setting out the conditions of the financial assistance. The following payments were listed in the report:
• Lagan Valley Regional Park - £41,000 • Belfast Hills Trust Partnership - £17,620 • Lough Neagh Partnership - £3,500 • Lough Neagh Rescue - £1,750 • Voluntary Services Lisburn (Environmental Squad) - £28,500
It was agreed to recommend that the Council approve grant aid payments to third-party organisations 2016-2017 as outlined in the report from the Head of Service (Parks and Amenities).
5.5.2 Kilmakee Activity Centre
Members noted that, prior to expiry of the lease on land leased from the NIHE and comprising the Kilmakee Activity Centre, an anomaly had been identified on the Land Asset Map. The former Lisburn City Council had contacted the NIHE to find a resolution and officers had sought an LPS valuation for the encroachment and the freehold of the playpark. Members further noted that both parcels of land were marked on plans appended to the report from the Head of Service.
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Following discussion, it was agreed to recommend that the Council approve the Freehold purchase of the lands shown on the appended plans on the following basis:
• The ‘L’-shaped portion of land at a valuation of £12,750 to rectify the encroachment; • The playpark at a valuation of £20,000.
5.5.3 Pitches Strategy
The presentation from Otium Consultants in respect of the Audit and the Draft Playing Pitches Strategy had been received earlier in the meeting.
5.5.4 Play Park Opening Times
Members were reminded that protective gates had been installed at the Johnston Park play area in Glenavy, following antisocial activity. Following a review, the following opening times were suggested:
• 1 April to 31 August - 0930-1900 hours • 1 September to 31 March – 0930-1700 hours
The timings would be reviewed periodically in light of the antisocial behaviour in the area.
It was agreed to recommend that the Council approve the revised opening / closing times for the Johnston Park play area, Glenavy, as outlined in the report from the Head of Service (Parks and Amenities).
5.5.5 Ulster Grand Prix Working Group
Members were asked to nominate three Members to sit with the Mayor on the 2016 Ulster Grand Prix (UGP) Working Group, which was tasked with meeting with representatives of the DMCC / UGP Committee to ensure the smooth organisation of the event.
It was agreed to recommend to Council that, for the remainder of the Council term, the nominees to the UGP Working Group be the Mayor and Leisure & Community Development Committee Chair of the day, Alderman J Tinsley and Councillor P Catney.
5.5.6 Request to Rent Car Park Spaces at Hydebank
Members were asked to consider a request from a business located adjacent to Hydebank Playing Fields to rent 25 car park spaces during working hours Monday to Friday. The option of a reciprocal agreement would also be explored to alleviate parking issues on Saturday mornings.
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It was agreed to recommend that the Council approve the request from Caldwell Consulting Engineers Ltd to rent 25 car park spaces at Hydebank Playing Fields, and that Council officers obtain a valuation in this regard.
5.5.7 Mayor’s Parade and Family Fun Day
Members were asked to consider whether to continue the practice in the former Lisburn City Council to donate the proceeds of rental fees from the fun fair, food and non-food traders at the Mayor’s Parade and Family Fun Day to the Mayor’s charity.
It was agreed to recommend that the Council approve the donation of the proceeds of rental fees from the fun fair, food and non-food traders at the Mayor’s Parade and Family Fun Day to the Mayor’s charity.
5.5.8 Request for Use of Moira Demesne
Members noted a request for the free use of Moira Demesne for a fundraising event for Water for Life on 9 September 2016 to erect a marquee for 400-450 guests on the football pitches, it being further noted that any scheduled matches for that weekend would need to be relocated.
It was agreed to recommend that the Council approve the request for free use of Moira Demesne for a fundraising event for Water for Life on 9 September 2016, including the erection of a marquee for 400-450 guests on the football pitches.
Items for Noting
5.5.9 UEFA Championships
Arising from the previous request from Members, the Committee was asked to consider options for the public screening of the forthcoming Northern Ireland fixtures of the UEFA Championship. Members were advised that to date five councils had decided not to screen the games and five councils were undeclared.
The Head of Service (Parks & Amenities) provided Members with a verbal update report arising from his investigations into the feasibility of staging a screening of fixtures, including his discussions with the PSNI. Following discussion, it was agreed to recommend that the Council approve hosting the screening of one fixture involving the Northern Ireland team at the UEFA Championships 2016, which would be led by Leisure & Community Services but with the assistance of Economic Development. Members noted that there was no provision in the 2016/2017 Financial Estimates for this
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expenditure and that the Head of Service would provide a detailed budget breakdown for the event at the next Committee meeting.
5.5.10 Additional Item to the Report from the Head of Service (Parks and Amenities) – Lagan Valley Regional Park (LVRP): Funding – Northern Ireland Environment Agency (NIEA)
The Head of Service tabled correspondence from the NIEA, advising that the application from LVRP to the Environment Fund had been successful in obtaining an award in the sum of £10,000 towards eligible project costs in the period 1 April 2016 to 31 March 2017. However, Members were advised this represented a reduction in award from NIEA of almost 73% compared to the 2015-2016 financial year and would present a budget shortfall for LVRP in the current year.
Following discussion, it was proposed by Alderman Leathem, seconded by Councillor A McIntyre and agreed to recommend that the Council write to the Chief Executive of the NIEA, expressing disappointment in the level of funding offered to the Lagan Valley Regional Park and ask that the Department of the Environment / NIEA reconsider the application.
5.6 Report from Head of Service (Sports Services)
It was proposed by Councillor T Morrow, seconded by Councillor A McIntyre and agreed that the report and recommendations from the Head of Service (Sports Services) be adopted, subject to any decisions recorded below.
Items for Decision
5.6.1 Request from Education Authority to Provide Financial Assistance for Special School Summer Scheme 2016
Members noted correspondence from the Acting Assistant Principal Officer in the Education Authority, requesting that the Council once again provide financial assistance in meeting the costs associated with running the Special School Summer Scheme 2016. The scheme intended to cater for approximately 700 children aged between three and 19, with severe and complex learning difficulties, medical conditions, physical, mental and sensory disabilities.
It was agreed to recommend that the Council approve financial assistance of £5,000 to the Education Authority to assist in meeting the costs associated with running the 2016 Special Schools Summer Scheme.
5.6.2 Request to Use Grounds Adjacent to Dundonald International Ice Bowl for Cyclo-Cross Race
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Members noted correspondence from Kinning Cycles, requesting permission to use Council grounds at the rear of Dundonald International Ice Bowl to host a Cyclo-Cross event on 23 October 2016, including senior and junior races. It was hoped to attract in excess of 400 competitors.
Any work required to make good the race area after the race would be covered by the organisers.
It was agreed to recommend that the Council approve Kinning Cycles hosting a Cyclo-Cross event on Council grounds at the rear of Dundonald International Ice Bowl on 23 October 2016, subject to proof of insurance cover and assurance that the company would cover the costs of any work that might be required on the land to repair damage caused by participants.
5.6.3 Recruitment of Quality Systems Manager
Members were advised that the agreed organisational design structure for Sports Services included the new post of Quality Systems Manager, to be appointed on a temporary fixed-term basis. The main duties of the postholder would be the standardisation of Health & Safety practices, employment / Human Resources procedures and identification of potential efficiency savings in Sports Services, particularly in Dundonald International Ice Bowl and Lagan Valley LeisurePlex.
It was agreed to recommend that the Council approve the recruitment of a Quality Systems Manage in accordance with the Recruitment Protocol for Appointments to Posts under LGRJF Procedures for filling posts in the new Council structure and accompanying Council protocol for filling of posts and, should the post not be filled internally, to report back to the Committee for approval prior to any external recruitment.
5.6.4 Hillsborough Boys Festival of Football – Request for Financial Assistance
Members noted correspondence from Hillsborough Boys Football Club, requesting the Council to consider providing financial assistance towards the costs associated with the Club hosting the Festival of Football event taking place on 13 and 14 August 2016. Furthermore, the club had also requested the use of facilities at the Football Factory and Lisburn Recreation Centre for the duration of the tournament. It was noted the Club had provided details of the income and expenditure relating to the event in 2015.
It was agreed to recommend that the Council approve the request from Hillsborough Boys FC for the use of the Football Factory, Lisburn Recreation Centre, and associated facilities on the weekend of 13-14
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August 2016, and for a contribution of £1,000 from Council towards costs incurred by the Club in the hosting of the 2016 Festival of Football.
5.6.5 Northern Ireland Amateur Football League –v- Scottish Football League: Downshire Young Men’s Request for Financial Assistance
Members were reminded that, following a request from the Northern Ireland Amateur Football League, the Council had, in February 2016, agreed a recommendation from the Committee to host a reception to mark the NI Amateur Football League hosting its Scottish counterparts in a match for the Britton Rosebowl on 14 May 2016 at the grounds of Downshire Young Men FC.
Members were advised that Downshire Young Men FC had now written requesting financial support from the Council to offset the Club`s costs associated with hosting this event.
Following consideration, it was agreed to recommend that the Council approve the request from Downshire Young Men for financial assistance and provide £500 towards the cost of hosting the Brittan Rosebowl on 14 May 2016.
Items for Noting
5.6.6 European Referendum, Thursday 23 June – Use of Council Facilities for Polling and Count Venue
Members noted that the Council had received requests from the Electoral Office NI to avail of Lagan Valley LeisurePlex as a count venue for the EU referendum vote on 23 June 2016. They had also requested the use of other facilities, including Kilmakee Activity Centre and Loughmoss Leisure Centre, as polling stations. The Electoral Office NI had been provided with relevant booking forms and associated costs.
Members further noted that the use of Council facilities for the Assembly elections and EU referendum votes would have an adverse effect on centre income.
5.6.7 Health and Wellbeing Officer – Financial Assistance from Public Health Agency
Members were reminded of the previously approved appointment of a dedicated Health & Wellbeing Officer and the target to recoup the majority of the salary through the referral fee paid by the Public Health Agency for each client taking part in the scheme. It was now anticipated that it might not be possible to achieve this target in year 1,therefore the Public Health Agency had been approached with a view to obtaining additional financial
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support. The Public Health Agency had agreed to provide additional funding of £10,000 for 2016/2017 to assist in covering the initial salary costs of the Health & Wellbeing Officer.
5.6.8 Request for Financial Assistance – Mary Peters Trust
Members noted correspondence from the Mary Peters Trust, requesting financial assistance from the Council. Provision of £1,000 had been made in the 2015/2016 estimates as a contribution to the Mary Peters Trust and under delegated authority, the Director of Leisure & Community Services had approved the payment of £1,000 to the Trust. Following consideration, Members requested that, as this was the current Mayoral Charity, the payment, if possible, should be made to the Mary Peters Trust through this route.
5.6.9 Potential Extension City of Lisburn Salto Gymnastics Centre: Update
Members noted an update in respect of progress of the proposed extension of Lisburn Salto Gymnastic Centre.
The Department of Culture, Arts and Leisure and Sport NI had indicated that it was unlikely that any major funding would be available in the short to medium term. However, it had been agreed that Salto could use the existing business case and economic appraisal to approach potential funders but the next step in the development process would need to be decided by Salto’s Board of Directors.
5.6.10 Sports Services Facilities – Closure Dates 2017
Members noted the closure dates for Sports Services facilities in 2016/2017 as outlined in the report from the Head of Service (Sports Services).
6 Confidential Report from the Director of Leisure & Community Services
It was agreed that the Confidential Report and recommendations from the Director of Leisure & Community Services be adopted subject to any decisions recorded below.
The Director reported that the items contained in his Confidential Report required to be considered in Committee due to the reasons outlined:
Item 6.1: Confidential for reasons relating to the financial and business affairs of the organisation concerned (including the Council holding that information) Item 6.2: Confidential for reasons relating to the financial and business affairs of the organisation concerned (including the Council holding that information)
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Item 6.3: Confidential for reasons relating to the financial and business affairs of the organisation concerned (including the Council holding that information) Item 6.4: Confidential for reasons relating to the financial and business affairs of the organisation concerned (including the Council holding that information) Item 6.5: Confidential for reasons of information relating to individuals
It was proposed by Councillor A McIntyre, seconded by Councillor S Scott and agreed that the items in the Confidential Report be considered ‘In Committee’ in the absence of members of the press and public.
In Committee
6.1 Tender Report – Appointment of a Contractor to Carry Out Construction Works in Respect of Lisburn North Community Centre
Members were provided with a tender report in respect of the construction of Lisburn North Community Facility for consideration.
Following discussion, it was agreed to recommend that the Council award the tender for the construction of a Lisburn North Community facility at Rathvarna Drive, North Lisburn, to JPM Contracts Ltd and approve the increase in the capital budget necessary to deliver this project.
6.2 Tender Report – Operation of a Mobile Kiosk in Wallace Park, Lisburn
Members were provided with a tender report in respect of the provision and operation of the Mobile Kiosk in Wallace Park for consideration.
It was agreed to recommend that the Council award the contract for the supply of a Mobile Ice Cream / Vending Operator for Wallace Park to Robinson’s Ice Cream.
6.3 Tender Report – Provision of Stewarding and Crowd Control Services
Members were reminded that the Committee had obtained delegated powers at the Council meeting on 22 March 2016 to award the contract for Stewarding and Crowd Control Services, and Members were provided with a tender report in this regard for consideration.
It was agreed to award the contract for the provision of Stewarding and Crowd Control Services for Lisburn & Castlereagh City Council events in 2016-2019 to Eventsec.
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6.4 Request from Department for Social Development – Provision of Some Match-Funding from Lisburn & Castlereagh City Council Towards Resurgam Community Development Trust’s Core Costs in 2016-2017
Members were reminded that the Committee had been granted delegated authority at the Council meeting on 22 March 2016 to consider a request from the Department for Social Development (DSD) for match-funding towards the costs of the Resurgam Community Development Trust in 2016- 2017.
A copy of an evaluation of the project carried out independently on behalf of the DSD and a copy of a business case in relation to the request were tabled for information, which highlighted the Trust’s considerable success in establishing a community development / regeneration programme of work alongside a diverse range of social economy projects. Furthermore, officers from the Development and Leisure and Community Services Departments had worked together with the DSD and the Trust to develop a five-year sustainability plan, which, together with an associated action plan, was nearing completion.
The Director of Leisure and Community Services, in responding to a number of questions from Members, confirmed that the issues raised would be addressed within the conditions of any Letter of Offer issued to the Resurgam Develoment Trust in relation to any award of funding agreed by Council.
It was agreed that the Council be recommended to approve a contribution of £27,000 in 2016-2017 as an element of match-funding towards the Resurgam Development Trust application to the DSD Social Enterprise and Innovation Programme, subject to Financial Services staff agreeing the business case and the conditions agreed by Council at its meeting on 22 March 2016.
6.5 Application for Voluntary Severance Under RPA
Councillor S Scott left the meeting at 5.24 pm.
Members noted a request for voluntary severance under the RPA Staff Severance Scheme for release on 30 June 2016, which was tabled for consideration. The business case for the request met the requirements of the scheme.
It was agreed to recommend that the Council approve the request for voluntary severance, as outlined in the Confidential Report from the Director of Leisure and Community Services, for release under the RPA Staff Severance Scheme on 30 June 2016.
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It was proposed by Councillor A Givan, seconded by Councillor A McIntyre and agreed to come out of committee and normal business was resumed.
Resumption of Normal Business
7 Any Other Business
7.1 Receptions
The Right Worshipful the Mayor, Councillor R T Beckett, advised that he had received notification that Lisnagarvey Hockey Club had won the inaugural All-Ireland Hockey League title and he proposed that the Council hold a reception in recognition of this achievement.
Following consideration, the Committee agreed to a request from the Chair, Alderman S P Porter, that a reception be held for members of the Badminton Team from Lisburn 2Gether Special Olympics Club, who had recently competed very successfully in Badminton Championships in Scotland.
It was further agreed to give retrospective approval for a reception held to recognise local resident Gail Mullan on her achievements as a member of the NI Darts Team.
There being no further business, the meeting ended at 5.30 pm.
______Chairman
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LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the proceedings of the Environmental Services Committee Meeting of Lisburn & Castlereagh City Council, held in the Island Civic Centre, Lisburn, BT27 4RL, on Wednesday 6 April 2016, at 5.30 pm
PRESENT Councillor Brian Hanvey (Chair)
Deputy Mayor, Councillor A Redpath
Alderman: SP Porter
Councillors: N Anderson, J Baird, A Givan, J Gray MBE, T Mitchell, L Poots, R Walker
IN ATTENDANCE Director of Environmental Services Head of Service (Technical and Estates) Head of Service (Environmental Health) Head of Service (Operational Services) Member Services Officer
Commencement of Meeting
The Chair welcomed everyone to the meeting of the Environmental Services Committee.
1. Apologies
It was agreed to accept apologies from the Right Worshipful the Mayor, Councillor RT Beckett, Alderman T Jeffers, Councillors B Bloomfield MBE, P Catney, A McIntyre, T Morrow and Jenny Palmer
2. Declarations of Interest
The Chair invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement to complete Declaration of Interest forms in this regard, which had been provided at the meeting. The following Declaration of Interest was made:
- Alderman SP Porter in Item 4.6 ‘Report of Head of Service (Environmental Health)’ on the basis that he was a member of the Public Health Agency
3. Minutes of the Environmental Services Committee Meeting held on 2 March 2016
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It was proposed by Councillor J Baird, seconded by Councillor A Givan and agreed that the minutes of the Environmental Services Committee meeting held on 2 March 2016, as adopted at the Council meeting on 22 March 2016, be confirmed and signed.
4. Report from the Director of Environmental Services
It was proposed by Alderman SP Porter, seconded by Councillor A Givan, and agreed that the following items (4.1 to 4.5) be noted.
Items for Noting:
4.1 Environmental Services Trading Accounts Period 11 Position
Members were provided with and noted a copy of Period 11 Trading Accounts.
4.2 Rolling Year Absence Figures for Environmental Services from 1 April to 31 January 2016
Members were provided with and noted a table outlining the Environmental Services’ rolling year absence figures from 1 April to 31 January 2016.
4.3 arc21 Capacity Building Conference – Recovering Value from our Waste
Members noted a report on the arc21 Capacity Building Conference held in February 2016 and were provided with copies of the following conference presentations:
• Setting the Context and Background to the Residual Waste Treatment Project • Waste Infrastructure Needs for Northern Ireland • Establishing and Operating an Energy from Waste Plant • Waste and Energy from Waste - The Bexley Riverside Experience • The Cardiff Energy from Waste Story • Energy from Waste - Health Impacts • The European Landscape- Circular Economy
4.4. Information Cards from Keep Northern Ireland Beautiful
Members were provided with and noted information cards circulated by Keep Northern Ireland Beautiful.
4.5 Report on the Management of the Environmental Services’ Customer Care System
It was agreed to defer to the next meeting of the Committee consideration of
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a report containing an analysis of the Environmental Services data logged within the Customer Care System from 1 April 2015 to 29 February 2016.
4.6 Report of Head of Service (Environmental Health)
Item for Decision
4.6.1 Removal of Graffiti
Members considered a detailed report outlining the Council’s powers and responsibilities with regard to the removal of graffiti and referring to ongoing complaints received in regard to graffiti occurring on TransportNI property and structures.
Members considered a number of options available to the Council in view of the fact that TransportNI had indicated that it did not have the resources to respond to graffiti complaints.
(Alderman SP Porter left the meeting at 5.50 pm)
After discussion it was proposed by Councillor N Anderson, seconded by Councillor J Baird and agreed to recommend:
(a) that the Council accept the recommended option whereby Council officers, when carrying out graffiti inspections, would remove or cover small areas of graffiti deemed to be offensive with neutral coloured paint
(b) that proceeding with the recommended option should be subject to parallel work being undertaken to develop and expand the working partnership with TransportNI
(c) that a progress report on this matter be brought back to Committee after 6 months.
Items for Noting
It was proposed by Councillor J Baird, seconded by Councillor J Gray MBE and agreed that the following items (Item 4.6.2 to 4.6.9) be noted.
4.6.2 The Welfare Reform (Northern Ireland) Order 2015 – Reduced Fee for Dog Licences
Members noted the implementation of The Welfare Reform (Northern Ireland) Order 2015, which came into force on 17 February 2016, together with its implications for Council income from dog licences.
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4.6.3 Food Hygiene Rating Scheme – Statutory Display of Food Hygiene Rating
Members noted a detailed report on the proposed Food Hygiene Rating Regulations (Northern Ireland) 2016, and associated Orders, which were currently progressing through the Assembly and which included statutory requirements for the display of Food Hygiene Ratings for food businesses.
4.6.4 Test Purchase Exercise for Tobacco Products
Members were advised about a test purchase exercise for tobacco products carried out on Saturday 5 March 2016.
It was noted that the exercise had covered 20 retail premises and formal investigations would be conducted in respect of 2 retailers who had sold tobacco to the child volunteer with the outcome being reported to a future meeting of the Environmental Services committee
4.6.5 Application for Transfer of Licence
Members were provided with copy and noted an application for the transfer of a licence for Laganview Arms, 20 Dromore Street, Dromara, BT25 2BJ.
4.6.6 Application for an Occasional Licence
Members were provided with copy and noted an application for an occasional licence in relation to the Balmoral Show, Balmoral Park, Maze, Lisburn.
4.6.7 Application for Provisional Grant of a Licence
Members were provided with copy and noted an application for the provisional grant of a licence for Mace, Unit 1 Enler Business Centre, Craigleith Drive, Dundonald, BT16 2QP.
4.6.8 Application for Final Grant of a Licence
Members were provided with copy and noted an application for the final grant of a licence for Mace, Unit 1 Enler Business Centre, Craigleith Drive, Dundonald, BT16 2QP.
(Councillor A Redpath left the meeting at 6.01 pm)
4.6.9 The Safety Advisory Group Minutes
Members were provided with and noted copy of the Safety Advisory Group meeting held on Wednesday 17 February 2016.
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4.7 Report of Head of Service (Operational Services)
Items for Decision
4.7.1 Ulster in Bloom and NI Amenity Council 2016 Entries
Members were reminded that the Environmental Services Committee had been given delegated authority to agree the 2016 entries in the Ulster in Bloom and NI Amenity Awards
It was proposed by Councillor N Anderson, seconded by Councillor J Baird, and agreed to enter the following Council areas into the 2016 Ulster in Bloom and NI Amenity Council Awards:
City Lisburn City Large/Medium Town Dundonald Small Town Moira and Carryduff Large Village Hillsborough Small Village Dromara and Purdysburn
Items for Noting
It was proposed by Councillor R Walker, seconded by Councillor N Anderson, and agreed that the following items (Item 4.7.2 to 4.7.6) be noted.
4.7.2 Britain in Bloom 2016 – Letter from Royal Horticultural Society
Members were provided with and noted copy correspondence from the Royal Horticultural Society regarding the Council’s participation in the 2016 Britain in Bloom finals.
4.7.3 Roads (NI) Order 1993 - Proposed Abandonment at Station Road, Moira
Members were provided with and noted copy correspondence from TransportNI regarding proposed abandonment at Station Road, Moira.
4.7.4 Roads (NI) Order 1993 - Stopping Up at A26 Glenavy Road, Lisburn
Members were provided with and noted copy correspondence from TransportNI regarding proposed stopping up at A26 Glenavy Road, Lisburn.
4.7.5 Roads (NI) Order 1993 - Stopping Up at Market Square, Lisburn
Members were provided with and noted copy correspondence from TransportNI regarding proposed stopping up at Market Square, Lisburn.
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(Councillor A Redpath returned to the meeting at 6.03 pm)
4.7.6 Planting in Moira
Members noted an update report on planting in Moira.
4.8 Report of Head of Service (Technical and Estates)
(Councillor R Walker left the meeting at 6.04 pm)
Items for Decision
4.8.1 arc21 Presentation – Residual Waste Treatment Project – Deferral of May Committee Meeting
It was proposed by Councillor A Redpath, seconded by Councillor L Poots and agreed to recommend that Council approve receiving a presentation on Residual Waste Treatment from arc21 at the Environmental Services Committee meeting in May 2016 and that, due to the election taking place on 5 May, the Committee’s meeting be deferred to the 2nd week of the month, with Members being advised of the rescheduled date when finalised.
4.8.2 Annual Tenders for Goods and Services – Technical and Estates Services
Members were advised that tenders for the provision of the goods and services relating to Waste and Estates Management, as detailed below, were currently being advertised and evaluated.
1. The Collection, Recycling And 8. Intruder alarm systems Recovery Of Wood From Council Household Recycling Centres 2. Tender For The Collection And 9. Boilers and associated Recycling Of Rubble/Hardcore Plant From Council Household Recycling Centres 3. Tender For The Collection, 10. Air Conditioning Air Recycling & Recovery Of Paints Handling and Ventilation & Aerosols From Council Equipment Household Recycling Centres 4. Tender For The Collection & 11. Fire alarm Recycling Of Metals From Council Household Recycling Centres 5. Building Maintenance and Minor 12. Emergency lighting Works
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6. Hire of Plant and Machinery 13. Legionella Prevention 7. Supply/Delivery/Laying Of Quarry 14. Building Energy & Bituminous Bound Materials Management Systems
And Associated Items
In order to allow the contracts to commence in as timely a manner as possible, it was proposed by Councillor J Baird, seconded by Councillor J Gray MBE, and agreed to recommend that Council grant delegated authority to the Environmental Services Committee to approve recommendations in relation to the outcome of the tendering exercise.
Items for Noting
It was proposed by Councillor J Baird, seconded by Councillor N Anderson and agreed that the following items (Item 4.8.2 to Item 4.8.10) be noted.
4.8.3 Northern Ireland Landfill Allowance Scheme (NILAS)
Members noted copy correspondence from the Northern Ireland Environment Agency giving details of the final reconciliation for the scheme year 2014/2015 for the former Lisburn City Council and the former Castlereagh Borough Council.
(Councillor R Walker returned to the meeting at 6.07 pm)
4.8.4 Maximising Food Waste Diversion in Household Brown Bins
Members were advised that the Council’s Waste Harmonisation and Development Steering Group was addressing a number of work streams in order to harmonise and develop services to the new Council. Members were provided with and noted an overview of the areas that would be considered to address the diversion of food waste from landfill as required by the Food Waste Regulations 2015.
4.8.5 Residual Civic Amenity Site Waste Disposal
Members noted that residual waste from civic amenity sites within the former Lisburn City Council area had been managed through a residual waste treatment contract while the waste from the Carryduff site had been landfilled.
Members were advised that the contract for the former Lisburn City Council sites had expired on 31 March 2016 and, due to staff resource commitments relating to other waste contract priorities, it had not been possible to carry out a tendering process for the whole of the Lisburn & Castlereagh City Council area.
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Members were advised that a business case was being produced for Members’ consideration that would take account of financial and non- monetary matters associated with these waste management arrangements.
Members noted that from 1 April 2016 residual waste from all Lisburn & Castlereagh City Council Civic Amenity Sites would be disposed of via landfill, until such times as a business case was in place and the tendering process was complete.
4.8.6 Introduction to the Circular Economy
Members were provided with and noted a brief outline of the principles behind the new Circular Economy Package being adopted by the European Commission and the potential impact on waste management policy and practice. They were advised that further updates would be provided as appropriate.
4.8.7. International Compost Week, 2-8 May 2016
Members noted that, in recognition of International Compost Week, the Waste Management team had organised a range of events to promote compost awareness. Members were provided with and noted copy leaflet which would be distributed during International Compost Week.
4.8.8 Environmental Youth Speak 2016
Members noted that the Lisburn & Castlereagh City Council heat of Environmental Youth Speak 2016 had taken place on 25 February 2016 and the winners had gone on to participate in the regional finals held in Newtownabbey on 8 March 2016.
4.8.9 Estates Strategy
Members were advised that work to produce an Estates Strategy was in progress and, to facilitate this, an Estates Strategy Workshop for Members would take place on 13 April 2016 at Lagan Valley Island. A detailed report on the key elements of the project work was provided for Members who noted that, while it was led by Environmental Services, this was a corporate project which required input from the full Council including Members and staff.
4.8.10 Options Appraisal – Future Cemetery Provision
Members noted that the Venturei presentation to the Environmental Services Committee has been deferred to the June meeting
5 Confidential Report by the Director of Environmental Services
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The Director reported that the items contained in her Confidential Report required to be considered under confidential business due to the reasons outlined
Item 5.1: Confidential for reasons relating to the financial and business affairs of any particular person (including the Council holding that information) Item 5.2: Confidential for reasons relating to the financial and business affairs of any particular person (including the Council holding that information)
It was proposed by Councillor N Anderson, seconded by Councillor A Givan, and agreed that the items in the Confidential Report be considered ‘In Committee’ in the absence of members of the press and public.
In Committee
Item for Decision
5.1 Council Seal in respect of the Horticultural Machinery Tender
Members noted the report detailing the outcome of the horticultural machinery tendering process and that the tender had been awarded to the following firms, being the most economically advantageous tenders received:
Lot 1 Johnston Gilpin Lot 2 Brodricks Lot 3 Brodricks Lot 4 Laird Grass Machinery
It was proposed by Councillor N Anderson, seconded by Councillor A Givan and agreed to recommend that the Council approve the sealing of the Horticultural Machinery Tender T15/16-01
Item for Noting
It was proposed by Councillor N Anderson, seconded by Councillor J Baird and agreed that the following item be noted.
5.2 Residual Waste Treatment Project (RWTP) – Update following the Pre- hearing on 9 March 2016
With regard to the pre-hearing with the Planning Appeals Commission (PAC) for the RWTP on 9 March 2016, Members were provided with and noted the outcome summary and the PAC timetable that had been
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circulated by arc21 for Member Councils’ information. It was also noted that the hearing would now open on 11 October 2016 and a more detailed update would be given to the next meeting of the Joint Committee.
It was proposed by Councillor N Anderson, seconded by Councillor R Walker, and agreed to come out of committee and normal business was resumed.
Resumption of Normal Business
6, Any Other Business
6.1 Electricity Tender
The Director referred to the delegated authority given to the Chairman and the Director at the February meeting of the Environmental Services Committee for the purpose of the award of the Electricity Tender. Members noted that the electricity tendering process had been completed and that the tender had been awarded to the following firms, being the most economically advantageous tenders received:
Lot 1 Power Ireland Lot 2 Go Power
The Director advised that a further report would be brought to the May Committee to detail the outcome of the evaluation of the tender
6.2 Emergency Financial Assistance Scheme
Members were provided with and noted details of a scheme for financial assistance for non-domestic properties following heavy rainfall or tidal surge during the period 7 November 2015 to 31 January 2016 and it was noted that the Environmental Health section would administer the scheme on behalf of DoE.
6.3 Environmental Services Issues
The Chair asked Members that any concerns they might have that related to the remit of the Environmental Services Committee should, where possible, be raised at the Committee meeting rather than at Council.
There being no further business, the meeting ended at 6.20 pm.
______Chairman
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LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the proceedings of the Development Committee Meeting of Lisburn & Castlereagh City Council held in the Island Civic Centre, Lisburn, BT27 4RL on Wednesday, 6 April 2016 at 7.00 pm
PRESENT: Alderman A G Ewart, Chairman
Deputy Mayor, Councillor A Redpath
ALDERMEN: S Martin
COUNCILLORS J Baird, A P Ewing, J Gallen, A Givan, H Legge, U Mackin, T Mitchell and M H Tolerton
IN ATTENDANCE: Lisburn & Castlereagh City Council Lead Head of Planning & Building Control Lead Head of Development Head of Building Control Committee Secretary
Commencement of Meeting
The Chairman, Alderman A G Ewart, welcomed everyone to the April Meeting of the Development Committee.
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of The Right Worshipful the Mayor, Councillor R T Beckett, Alderman W J Dillon MBE, Councillors B Bloomfield MBE, S Carson, Jenny Palmer, S Scott and the Chief Executive.
2. Declarations of Interest
The Chairman invited Members to declare any Conflicts of Interest they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard, which had been provided at the meeting.
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3. Minutes
It was proposed by Councillor M H Tolerton, seconded by Councillor T Mitchell, and agreed that the Minutes of the Development Committee meeting held on 2 March 2016, as adopted by the Council at its meeting on 22 March 2016, be confirmed and signed.
4. Report by the Lead Head of Planning & Building Control and the Lead Head of Development
4.1 Report by Lead Head of Planning & Building Control
It was proposed by Councillor M H Tolerton, seconded by Councillor A Givan, and agreed that the report and recommendations of the Lead Head of Planning & Building Control be adopted subject to any decisions recorded below:
4.1.1 Department of Regional Development – Transport NI Roads (NI) Order 1993: Proposed Abandonment at Station Road Moira
The Committee had been furnished with a copy of a letter dated 9 March 2016 and plan received from Transport NI in relation to the proposed abandonment at Station Road, Moira in order to facilitate a disposal.
It was agreed on a proposal by Councillor M H Tolerton, seconded by Councillor J Baird, that the proposed abandonment at Station Road, Moira, be noted, there being no comments or objections from Members present.
4.1.2 Report by Head of Building Control
It was proposed by Alderman S Martin, seconded by Councillor T Mitchell, and agreed that the recommendations of the Head of Building Control be adopted subject to any decisions recorded below.
4.1.2.1 Building Control Applications – Full Plan Applications and Regularisation Certificates
The Committee noted the undernoted information in regard to the Full Plan Applications and Regularisation Certificates:
- for the period 10 February 2016 to 9 March 2016, 114 Full Plan Applications had been “approved” and 25 Regularisation Certificates had been issued in accordance with the powers delegated.
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4.1.2.2 Department of Finance and Personnel – Completion Notice Ready Report to Land and Property Services
The Committee noted the undernoted information in regard to Completion Notice Ready Reports: - The Completion Notice Ready Report for the period 10 February 2016 to 9 March 2016 returned to the Department of Finance and Personnel (DFPNI), Land and Property Services, had indicated that a total of 59 properties had been identified as having reached occupiable status.
4.1.2.3 Department for Social Development – Affordable Warmth Project
The Committee noted the undernoted information in regard to visits by Home Assessment Officers within the Council’s Building Control Service:
- in the month of February 2016 had visited 275 home visits for the Affordable Warmth Scheme and made 79 referrals for home improvements to the NIHE, as well as 64 financial checks for the Housing Executive as part of the service’s new enhanced role. In addition council officers had made 42 referrals to the ‘Make the Call’ team.
Items for Noting
4.1.3 Department for Regional Development – Transport NI
4.1.3.1 Road Widening Scheme B23 Hillhall Road, Lisburn
The Committee had been furnished with, and noted the content of, a copy of a letter dated 26 February 2016 received from Transport NI along with a copy of a Notice of Making of the Vesting Order in relation to the above named scheme, which had been published in the Belfast Telegraph, Newsletter, Irish News, and Ulster Star during the week ending 6 March 2016.
It was noted that the Vesting Order had been made on 12 February 2016 and would become operative on 4 April 2016.
4.1.3.2 Roads (NI) Order 1993 Stopping Up at A26 Glenavy Road, Lisburn
The Committee had been furnished with and noted the content of a copy of a letter dated 9 March 2016 and map received from Transport NI in relation to the proposed Stopping Up at the A26 Glenavy Road, Lisburn in order to facilitate the closure of a field access at this location.
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4.1.3.3 Removal of an Accessible/Blue Badge Parking Bay at 22 Sloan Street, Lisburn
The Committee had been furnished with and noted the content of a copy of a letter dated 10 March 2016 and map received from Transport NI in relation to the proposed removal of an accessible/disabled parking bay at 22 Sloan Street, Lisburn.
The Lead Head of Planning & Building Control clarified the issue of the property number that the above accessible/disabled parking bay was registered to. Transport NI had confirmed that the disabled bay in question was no longer required.
4.1.4 Budget Report – Building Control
The Committee had been furnished with and noted the content of a copy of a summary Budget Report for Building Control for the year to 31 March 2016 as at 29 February 2016.
4.1.5 Rolling Year Absence Figures for Building Control for the Period 1 April 2015 to 31 January 2016
The Committee had been furnished with and noted the content of a copy of a report depicting rolling year absence figures for Building Control for the period 1 April 2015 to 31 January 2016.
4.2 Confidential Report by the Lead Head of Planning & Building Control
It was agreed that the Confidential Report by the Lead Head of Planning & Building Control be considered at this point in the Meeting.
The Chairman, Alderman A G Ewart, advised that the Confidential Report was in relation to the Organisation Review of the Planning Service and was required to be considered ‘in Committee’, due to information which was likely to reveal the identity of individuals and also information in relation to labour relations matters.
In Committee
It was proposed by Alderman S Martin, seconded by Councillor A P Ewing, and agreed that the item in relation to the review of the Planning Service be considered ‘in Committee’ in the absence of press or members of the public.
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4.2 1 Organisation Review of the Planning Service
Councillor H Legge entered the meeting during consideration of the Lead Head of Planning & Building Control’s Confidential Report (7.13 pm).
The Lead Head of Planning & Building Control advised that in accordance with the Council’s Constitution, any matters relating to the Council’s Planning Unit were required to come before the Development Committee for consideration. It was noted that an invitation had been extended to Members of the Planning Committee to be in attendance at the Development Committee meeting this evening.
The Committee had been furnished with a paper outlining proposals in relation to the scope, governance arrangements and facilitation of a review of the Council’s Planning Service.
The Lead Head of Planning & Building Control elaborated on a number of issues contained in the above-mentioned review paper.
It was proposed by the Deputy Mayor, Councillor A Redpath, seconded by Councillor A P Ewing, and agreed to come out of Committee and normal business was resumed.
Resumption of Normal Business
On the resumption of normal business it was noted that it had been proposed by Councillor J Baird, seconded by Councillor A Givan, and agreed to recommend that:
a) in view of the complexity of the Organisation Review of the Planning Service, a facilitator be appointed to undertake project work in relation to Strands 1 and 2 of the review, it being noted that a grant to cover the cost of the appointment of a facilitator had been made available from the Local Government Staff Commission,
b) a work plan and timetable, to be agreed by the facilitator, be brought to the Development Committee in due course, and
c) on-going progress reports be brought to the Development Committee and the Planning Committee, with a final report going before the Development Committee to approve the proposals for the new service delivery model and structure for the Council’s Planning Service.
The Lead Head of Planning & Building Control and the Head of Building Control left the meeting (7.15 pm).
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4.3 Report by Lead Head of Development
4.3.1 Balmoral Show – Sponsorship Request
The Lead Head of Development reported that the 2016 Balmoral Show would be staged at Balmoral Park, Maze Long Kesh, during 11-13 May 2016 and that the Council would once again be showcasing over 20 City Centre retailers and 14 visitor attractions within the large marquee near the front of the entrance. The Lead Head of Development advised that this promotion was useful in creating awareness throughout the whole of the council area for the quality products on offer in Lisburn City Centre and attractions throughout the whole of the Council.
The Lead Head of Development reported that in addition to the above-mentioned promotional activity, the organisers had approached the Council to explore the opportunity of taking out sponsorship at Balmoral Show for the Council for Awards of Royal Agricultural Societies (CARAS). CARAS made awards of merit to individuals concerned with the development of agriculture in all its aspects. The awards recognised not only achievement in practical farming and the development of new husbandry practices but also embrace research, technological, economic, educational and administrative achievement contribution to the efficiency and well- being of agriculture.
The Committee had been furnished with a copy of the proposal in connection with the CARAS Awards.
It was agreed to recommend that the sponsorship request from the organisers of the 2016 Balmoral Show be acceded to at a cost of £750 + VAT, and that the Council avails of the opportunities contained in the proposal.
4.3.2 New Tourism Strategy
The Lead Head of Development reminded the Committee that at its Meeting held on 3 June 2015 the Interim Economic Development Action Plans had been agreed including the Tourism Development Action Plan 2015-2017.
It was noted that further to the recent Hunter Review, Tourism NI had been tasked with working closer with the new councils in growing tourism performance within the Province and in this regard Tourism NI had offered to fund part of a new council-wide Tourism Strategy. The Lead Head of Development advised that it would be planned that the Lisburn & Castlereagh City Council Tourism Strategy be developed for 2016-2020 to fall in line with other government strategies, such a document giving strategic direction, priorities, and indicative budgets required to deliver the desired Tourism outcomes for the area.
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4.3.2 New Tourism Strategy (Cont’d)
The Lead Head of Development responded to comments from Councillor J Gallen in relation to the Hillsborough Tourism Masterplan.
It was agreed to recommend that the Committee commissions a Tourism Strategy for Lisburn & Castlereagh City Council at an estimated cost of £15,000.
4.3.3 City Promotion Budget – Integrated Marketing Campaign: New Brand
The Lead Head of Development reminded the Committee that the Council supported a substantial marketing campaign in the sum of £150,000 per annum from the City Promotion budget focused in the main on the promotion of Lisburn City Centre as a retail and lifestyle destination.
The Lead Head of Development reported that following the reform of local government it had become necessary to look at how the previously successful ‘Lisburn City for Life’ brand could evolve and be used going forward to promote initiatives on a citywide basis across Lisburn & Castlereagh.
The Lead Head of Development referred to the workshop that had taken place on 5 February 2016 to receive a presentation from the Council’s Consultants, Lyle Bailie, in regard to their recommendations concerning the evolution of this brand and how it could be used to cover a range of council initiatives going forward. Following the feedback from Members at the above-mentioned workshop Lyle Bailie had created new brand guildelines.
A copy of a report detailing the Consultant’s brand guideline proposals had been furnished to the Committee, it being noted that the guildelines had been considered and approved by the Council’s Marketing and Communications Unit in view of the implications for Corporate Marketing going forward.
It was agreed to recommend that the brand guidelines as presented be agreed and that, at the request of Councillor M H Tolerton, in view of Lisburn being the first ‘Heart City’ in Northern Ireland, consideration be given to including the ‘Heart City’ logo in the Council’s new brand guidelines, to be used in conjunction with the ‘For Life’ brand where appropriate.
Comments were noted from Councillor A P Ewing in regard to golfing umbrellas being an effective marketing tool.
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4.3.4 Hillsborough Steering Group Committee
The Lead Head of Development reported that The Prince’s Foundation working with Historic Royal Palaces, the Council and local community representatives had established in 2015 a steering group to promote coordination of developmental activity and most importantly to promote effective communication with the various community groups in the greater Hillsborough area.
The Committee had been furnished with, and noted the content of, a copy of the minutes of the most recent Steering Committee meeting which had taken place on 2 March 2016. The Committee noted that the former Director of Planning and Development had represented the Council on the above-mentioned Steering Group together with the appropriate officers from the Economic Development Unit and that the former Director’s role had been taken over by the Council’s Chief Executive.
It was agreed to recommend that the minutes of the Hillsborough Steering Group Committee be included in the report to the Development Committee on a monthly basis.
Councillor J Baird referred to the word ‘antidotal’ in paragraph 5.2 of the above- mentioned minutes of the Hillsborough Steering Group Committee, which, he stated, should read ‘anecdotal.’
4.3.5 Economic Appraisal – European Social Fund (ESF) 2014- 2020: Match Funding Proposals
The Committee had been furnished with a copy of the Financial Appraisal for the European Social Fund (ESF) 2014-2020 Match Funding proposals which had been agreed as consistent with the Green Book by the Council’s Financial Services Section.
It was agreed to recommend that the European Social Fund (2014-2020) Financial Appraisal 2014/2015 be agreed.
4.3.6 Evaluation of Business Development Programmes Funded though European regional Development Fund (ERDF) Sustainable Competitiveness Programme (2007-2013)
The Lead Head of Development reminded the Committee that the Council-led business support programmes delivered up until June 2015 were co-financed through the European Regional Development Fund (ERDF) Sustainable Competitiveness Programme (2007-2014). In order to fully assess the output achieved from these projects and the European funding, it was proposed that the Council commission an independent evaluation report which would fully evaluate these projects which included:
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4.3.6 Evaluation of Business Development Programmes Funded though European regional Development Fund (ERDF) Sustainable Competitiveness Programme (2007-2013) (Cont’d)
- the Evolution Programme - the Enterprise Improvement Programme - the Renewable Industry Supply programme, and - Local Business Networks.
The Lead Head of Development advised that this report would also assist the Council to help inform future programme design and delivery and provide valuable input into the new round of the European Regional Development Fund (ERDF) Investing for Jobs and growth (2014-2020).
It was agreed to recommend that the Council commission an independent evaluation of all business development projects funded as part of the European Regional Development Fund (ERDF) Sustainable Competitiveness Programme 2007-2014 at a maximum cost of £6,000, it being noted that there was provision for this expenditure in the Economic Development Estimates 2016- 2017.
4.3.7 Lagan Canal Trust
The Committee had been furnished with a copy of a letter dated 21 January 2016 from Ms Brenda Turnbull, Chief Officer of Lagan Canal Trust, in connection with the request by the Trust that in line with the Trust’s relocation to Navigation House in Lisburn that Lisburn & Castlereagh City Council considers agreeing to host the Trust going forward. The Trust was currently hosted by Armagh, Banbridge and Craigavon District Council and had been previously hosted by the former Craigavon Borough Council when located at Oxford Island.
It was agreed to recommend that Lisburn & Castlereagh City Council become the new host for Lagan Canal Trust in line with its recent relocation to Navigation House.
The Lead Head of Development informed the Committee that the Council’s former Director of Planning & Development, Mr Colin McClintock, had been appointed as a Board Member of the Lagan Canal Trust.
The Deputy Mayor, Councillor A Redpath, having indicated that he was a Council representative on the Lagan Canal Trust and that he was in support of the Council becoming the Trust’s new host, confirmed that the Trust’s name was changing officially to ‘Lagan Navigation Trust.’
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4.3.8 Accommodation Workshops
The Lead Head of Development reminded the Committee that the within the Tourism Action Plan 2015-2017 one target for the Tourism Section of the Council was to explore ways to ‘increase bed stock in all forms of accommodation across the new Council.’
It was noted that in order to meet the above-mentioned target two workshops, in partnership with Tourism NI, had been planned to encourage private occupied houses to consider starting up a B&B or Self Catering establishment. The workshops would take place on 18 April 2016 at Lagan Valley Island and on 25 April 2016 at La Mon Hotel.
The Lead Head of Development undertook to circulate the times of both workshops to the Committee.
Councillor M H Tolerton informed the Committee that new legislation did not allow the Lagan Rural Partnerships to fund ‘new start’ initiatives, and that the Rural Development Manager had received a number of expressions of interest from individuals across the council area enquiring of the availability of funding towards these types of initiatives. The Lead Head of Development undertook to liaise with the Rural Development Manager in relation to the above-mentioned initiative by Tourism NI.
Comments were noted from Alderman S Martin in regard to a recent review of bed capacity in the Lisburn & Castlereagh Council area and the potential for the above- mentioned workshops to address the issue of bed capacity through the use of social media and on-line booking.
4.3.9 Circuit of Ireland – Update
The Lead Head of Development updated the Committee in regard to the Circuit of Ireland Rally’s ceremonial start in Lisburn City Centre on the evening of 7 April 2016 which would be filmed for broadcast on the Eurosport channel. Entertainment included interviews with the professional rally teams, Irish dancers, special guest Louis Walsh and finishing with a Queen Tribute performance by Flash Harry.
It was noted that a corporate VIP event had been organized within the Irish Linen Centre and Lisburn Museum from 6.30 pm.
4.3.10 IntertradeIreland Sales though Tendering Pilot Project
The Lead Head of Development reported that a positive opportunity had arisen for Lisburn & Castlereagh City Council to incorporate support from Inter- TradeIreland into two local business development initiatives on a pilot basis, it
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4.3.10 IntertradeIreland Sales though Tendering Pilot Project (Cont’d)
being noted that InterTradeIreland were keen to work with the Council to offer support to local companies from the Lisburn & Castlereagh area who had the potential to trade in the ROI.
The Lead Head of Development outlined two Council programmes that had been identified whereby InterTradeIreland could work with the Council on a collaborative basis, namely ‘The Sales through Tendering Programme’ and the ‘Competitive Edge Programme.’ InterTradeIreland would complement and enhance support offered to participating companies on these two programmes who were focusing on developing new business in ROI. The aim was to increase the number of companies from the Council area who had the capacity to develop new cross border trade, possibly as a first step to export, as well as maximizing the impact of the Council funding which can then be used to support more local companies. It was noted that there was no requirement for additional funding from the Council to facilitate this collaboration.
It was agreed that the Lead Head of Development’s report be noted.
4.3.11 Extension to the Regional Start Programme (RSI) 1 April – 21 October 2016 - Updated Service Level Agreement
The Lead Head of Development reported that further to the decision of the Committee at its Meeting on 2 March 2016 that the Council participate in the proposed extension to the current RSI Business Start programme which was currently delivered by Invest NI through a Service Level Agreement.
The Committee had been furnished with a copy of an Addendum to the current SLA which reflected delivery costs, marketing and staff costs to deliver the programme until 21 October 2016.
It was agreed that the Lead Head of Development’s report be noted.
4.3.12 Estates Strategy
The Lead Head of Development reminded the Committee that work to produce an Estates Strategy was now in progress and whilst the project was being led by Environmental Services, this was a corporate project which would require input from the full Council, including Members, and staff.
It was noted that the above project had three parallel work streams incorporating an Estates Strategy, Condition Survey and Energy Survey with the latter two
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4.3.12 Estates Strategy (Cont’d) work streams feeding into and informing the overall Estates Strategy in terms of estate condition, property maintenance gap, planned maintenance programming, energy use, energy saving potential, sustainable energy capability and expenditure forecasting.
The Committee had been circulated with a copy of an overview of the Estates Strategy streams.
It was noted that field work to support the development of the strategy would require the input of key stakeholders all of whom would inform the overall needs of the Council and would include a combination of interview or workshops with Elected Members, the Corporate Management Team, Heads of Service and staff occupying a number of buildings. The Lead Head of Development reported that it was planned to hold a workshop in April which would give an overview of the project, the key deliverables and also establish Members’ views of assets, future use, future needs and options within which the Council could deliver its services to the community.
An important element of the Estates Strategy work plan was the completion of a Workplace Study of a number of key Council buildings which would ascertain how space was currently used. It was an observational study focused on how space was used, looking at the use of work stations, offices and meeting rooms, and would be facilitated by staff currently hosted at the key Council buildings at the Island Civic Centre, Bradord Court, Bridge Community Centre, Irish Linen Centre and Museum, Lagan Valley LeisurePlex and Dundonald International Ice Bowl.
It was agreed that the Lead Head of Development’s report on the Estates Strategy work programme update be noted.
4.3.13 Budget Report – Development
The Committee had been furnished with and noted the content of a copy of a summary Budget Report for Economic Development for the year to 31 March 2016 as at 29 February 2016.
4.3.14 Rolling Year Absence Figures for Development for the Period 1 April 2015 to 31 January 2016
The Committee had been furnished with and noted the content of a copy of a report depicting rolling year absence figures for Economic Development for the period 1 April 2015 to 31 January 2016.
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5. Any Other Business
5.1 May Meeting of the Development Committee – Change of Date The Chairman, Alderman A G Ewart
The Chairman, Alderman A G Ewart, advised the Committee that due to the Northern Ireland Assembly Elections taking place on Thursday 5 May 2016 the May Meeting of the Development Committee would be moving to the following week. The revised date and time for the May Development Committee would be conveyed to Members in due course.
There being no further business for consideration the meeting terminated at 7.35 pm.
______Chairman
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GAC 12.04.2016 LISBURN & CASTLEREAGH CITY COUNCIL
Minutes of the Meeting of the Governance and Audit Committee held in the Island Civic Centre, The Island, Lisburn, on Tuesday, 12 April, 2016 at 4:02 pm
PRESENT: Alderman W A Leathem (Chairman)
Deputy Mayor Councillor A Redpath
Aldermen D Drysdale and J Tinsley
Councillors O Gawith, A Grehan, V Kamble, H Legge, J McCarthy, U Mackin and B Mallon
OTHER MEMBERS: Alderman G Rice MBE
IN ATTENDANCE: Director of Environmental Services Project Manager – Finance Head of Human Resources and Organisational Development Head of Service (Technical and Estates) Transition Manager Community Planning Manager Performance Development Officer Audit Officer Committee Secretary
1. Apologies
It was agreed to accept apologies for non-attendance at the meeting on behalf of The Right Worshipful the Mayor, Councillor R T Beckett, Alderman A G Ewart, Councillors A P Ewing, J Gallen, A Girvin and the Chief Executive.
2. Declarations of Interest
There were no declarations of interest.
3. Minutes
It was agreed that the minutes of the meeting of the Governance and Audit Committee held on 8 March, 2016, as adopted at the meeting of Council held on 22 March, 2016, be confirmed and signed.
4. Report from Chief Executive
In the absence of the Chief Executive, her report was presented by the Project Manager – Finance.
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GAC 12.04.2016 4. Report from Chief Executive (Contd)
It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
Items for Decision
4.1 Transfer of New Powers and Responsibilities to Councils in the New NI Executive Mandate
Members were provided with a copy of an email dated 15 March, 2016 from the Northern Ireland Local Government Association (NILGA) regarding the above matter, together with a copy of a proposed New Burdens Doctrine template, which NILGA had developed for consideration by member councils in Northern Ireland. NILGA had sought views on the document by 30 April, 2016 to enable taking this work forward, in conjunction with local councils and with the new NI Assembly structures and mandate.
It was agreed to recommend that Members who had any comments to make on the proposed template provide these to the Transition Manager by Monday, 25 April, 2016 for inclusion in a response to NILGA.
4.2 PwC Fraud Academy Series – Asset Recovery: The Trace is on! 26 April, 2016 – Belfast
Members were provided with, and agreed to note the contents of, a copy of details of the above event.
4.3 Council Risk Management – Corporate Risk Register
Councillors J McCarthy and H Legge arrived to the meeting during consideration of this item of business (4.06 pm and 4.07 pm respectively).
Members were reminded that the Council had adopted the Risk Policy and Strategy in April 2015 and the Council Risk Appetite Policy in August 2015. The first Corporate Risk Register (CRR) had been agreed by the Governance and Audit Committee, and subsequently approved by Council, in January 2016. Since then, the CRR had been reviewed by Heads of Service in February 2016 and agreed by the Corporate Management Team in March 2016. Members were provided with a copy of a summary of the amendments made to the January version of the CRR, together with a copy of the revised document. It was agreed to recommend that the revised Corporate Risk Register be approved.
The Chairman, Alderman W A Leathem, thanked the Transition Manager for his work in preparing the Corporate Risk Register.
4.4 Report of the Project Manager – Finance
Members were provided with a copy of a report prepared by the Project Manager – Finance containing the following matters:
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GAC 12.04.2016 4.4.1 Annual Audit Plan 2016/17 and Three Year Audit Strategy 2016-2019
Alderman D Drysdale and the Head of Human Resources and Organisational Development arrived to the meeting during consideration of this item of business (4.10 pm).
Members having been provided with a copy of the Annual Audit Plan for 2016/17 and the Three Year Audit Strategy for 2016-2019, it was proposed by Councillor O Gawith, seconded by Alderman D Drysdale and agreed to recommend that their contents be approved.
The Chairman, Alderman W A Leathem, thanked the Project Manager – Finance and the Officers in Internal Audit for their work in preparing the above documents.
4.4.2 Summary of Internal Audit Reports
Members were provided with a copy of a summary of the Internal Audit Report for Waste Management. The Director of Environmental Services referred to recommendation no. 1 in the report “that the Waste Management Risk Register be a standing item on the agenda for the Environmental Services Committee”. It was proposed by Councillor O Gawith, seconded by Alderman D Drysdale and agreed to recommend that the Waste Management Risk Register be reviewed by the Environmental Services Committee on a quarterly basis, in line with how the Council’s Corporate Risk Register was reviewed. The Director of Environmental Services advised that the other recommendations in the summary report had been progressed.
4.4.3 Training for Governance and Audit Committee Members – Roles and Responsibilities
Members having been provided with a copy of a PowerPoint presentation by CIPFA on “Best Practice in Audit Committees”, it was proposed by Councillor O Gawith, second by Alderman D Drysdale and agreed to recommend that the Project Manager – Finance use this presentation as refresher training for Members on the Roles and Responsibilities of Members on the Governance and Audit Committee. It was further agreed to recommend that, as this training would take place in May and membership of the Governance and Audit Committee could change at the Annual Meeting of Council in June, all Members of Council be invited to attend the training.
At this point, the Chairman, Alderman W A Leathem, referred to training that had taken place on 10 March, 2016 and encouraged those Members who had attended to complete and return their evaluation forms.
The Director of Environmental Services and the Head of Service (Technical and Estates) left the meeting at this point (4.16 pm).
4.5 Update on Community Planning
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GAC 12.04.2016 4.5.1 Age Friendly City Accreditation
Councillor U Mackin arrived to the meeting during consideration of this item of business (4.18 pm).
The Community Planning Manager set out in her report, information regarding the possibility of hosting an Age Friendly Seminar, which would be aimed at people living or working in this area, but would be open for anyone to attend as it would be informative and enlightening. Some of the Lisburn and Castlereagh demographics were currently being mapped, which was starting to build a picture of the characteristics of the area, and Members were provided with a sample map showing the distribution of older people.
It was agreed to recommend that a seminar be hosted at Lagan Valley Island in September to launch the process to get accreditation from the World Health Organisation to become an Age Friendly City.
4.5.2 Community Planning Partnership
Members noted from the Community Planning Manager’s report, an update in relation to the Community Planning Partnership. Partner Legislation was now in operation, with the 12 named partners listed in the report. Members were advised that, in addition to the 12 partners listed, Lisburn and Castlereagh Community Planning Partnership had agreed that SERC, Northern Ireland Prison Service, Translink and TransportNI would also be included.
4.6 Performance Development
Members were provided with a copy of a report by the Performance Development Officer containing the following matters:
4.6.1 APSE Membership and Fees
The Performance Development Officer having set out in her report, details of the costs and benefits of both APSE membership and Performance Networks, it was proposed by Alderman J Tinsley, seconded by Councillor V Kamble and agreed to recommend that the Lisburn & Castlereagh City Council (a) re-join APSE for another year; and (b) join the APSE Performance Networks.
4.6.2 Draft Council Improvement Plan
Members having been provided with a copy of the draft Council Performance Improvement Plan, which had been compiled in order to meet the requirements of the Local Government Act (NI) 2014, it was proposed by Councillor O Gawith, seconded by Councillor J McCarthy and agreed to recommend that the Plan be approved.
The Performance Development Officer referred to the document’s Foreword and sought clarification on who should sign off the document. It was proposed by Alderman J Tinsley, seconded by Councillor A Grehan and agreed to recommend that the document be signed by the Chief Executive.
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GAC 12.04.2016 4.6.2 Draft Council Improvement Plan (Contd)
The Chairman, Alderman W A Leathem, thanked the Performance Development Officer for her work in preparing the Council Improvement Plan.
4.6.3 Guidance for Local Government Performance Improvement 2006 Onwards
Members were provided with, and noted the contents of, a copy of the above guidance, which had been prepared by the Department of the Environment following recent consultation. After the May 2016 Northern Ireland Assembly elections, the guidance would be confirmed as statutory and would be issued under section 111 of the Local Government Act (NI) 2014 as a Local Government Circular.
4.6.4 Public Services Ombudsman Act (Northern Ireland) 2016
Members were provided with, and noted the contents of a copy of a letter dated March 2016 from Marie Anderson, Northern Ireland Public Services Ombudsman (NIPSO), advising that she had taken up this post on 1 April 2016. The existing statutory offices of the Assembly Ombudsman for Northern Ireland and the Northern Ireland Commissioner for Complaints would cease and would be replaced by the NIPSO, although the legislation made provision for complaints received before 1 April 2016 to continue to be investigated under the provisions relating to the existing offices. Members were also provided with, and noted the contents of, correspondence setting out the major changes brought about by the modernisation of the legislation.
5. Confidential Business
It was agreed that the report and recommendations of the Chief Executive be adopted, subject to any decisions recorded below.
The Chairman, Alderman W A Leathem, advised that the matters contained in the confidential report would be dealt with “In Committee” due to containing (a) information which was likely to reveal the identity of an individual; and (b) information in relation to which a claim to legal professional privilege could be maintained in legal proceedings.
“In Committee”
It was proposed by Councillor U Mackin, seconded by the Deputy Mayor, Councillor A Redpath, and agreed that the following matters be considered “in committee”, in the absence of members of the press and public being present.
5.1 Report of the Head of Human Resources and Organisational Development
Members were provided with a copy of a report prepared by the Head of Human Resources and Organisational Development containing the following matters:
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The Head of Human Resources and Organisational Development advised that an exercise had commenced to appoint a facilitator to undertake Phase 1 of the Efficiency Review and provided a verbal update on this matter. It was noted that a detailed project plan and timetable would be brought to the Committee for approval in due course.
At the February meeting of the Committee, it had been agreed that a cross party Elected Member Steering Group would be established. The Head of Human Resources and Organisational Development advised that membership of this Group would be Aldermen W A Leathem, J Tinsley and S Martin and Councillors T Mitchell, B Hanvey and A Girvin.
5.1.2 Organisation Review of Planning Service
Members noted from the report of the Head of Human Resources and Organisational Development, information in relation to a review of the Planning Service, which would be undertaken in accordance with the procedures and principals which had be applied throughout the Council’s organisation design work to date.
5.1.3 Retrospective Reporting of Redundancies
Members noted from the report of the Head of Human Resources and Organisational Development, information in relation to a recent redundancy.
5.2 Lisburn Courthouse
Members noted (a) the contents of a letter dated 9 April 2016 from the Departmental Solicitor’s Office, Department of Finance and Personnel, in relation to Lisburn Courthouse; and (b) the engagement of Counsel to act on behalf of Lisburn & Castlereagh City Council.
Resumption of Normal Business
It was proposed by Councillor B Mallon, seconded by the Deputy Mayor, Councillor A Redpath and agreed to come out of committee and normal business was resumed.
6. Any Other Business
6.1 Apologies Councillor J McCarthy
Councillor J McCarthy apologised for having arrived late to the meeting and also requested that apologies for non-attendance be accepted on behalf of Councillor J Gallen. Alderman D Drysdale also apologised for arriving late.
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GAC 12.04.2016 There being no further business, the meeting was terminated at 4.39 pm.
Mayor/Chairman
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CSC 12.04.2016 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 12th April 2016 at 5.00 pm.
PRESENT: Alderman J Tinsley (Chairman)
Deputy Mayor Councillor A Redpath
Aldermen W A Leathem, S Martin and G Rice MBE
Councillors O Gawith, A Grehan, B Hanvey, V Kamble, J McCarthy, B Mallon and John Palmer
IN ATTENDANCE: Director of Corporate Services Head of Central Support Services Head of Human Resources & Organisation Development Head of Marketing & Communications (Ms A Goddard) Project Manager – Finance Equality Officer Committee Secretary
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.
Members were informed that the refreshments after the meeting would be served in Lighters Restaurant and not the Members’ Suite as previously advised.
1. Apologies
Apologies for non-attendance at the meeting were accepted and recorded on behalf of The Right Worshipful The Mayor, Councillor R T Beckett; Aldermen W J Dillon MBE and M Henderson MBE; and the Head of Finance & IT.
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 Declaration of Interest was made:-
• Alderman S Martin - Item 7 of Report of Director of Corporate Services – “Local Government Staff Commission for Northern Ireland’s Financial Scheme 2016/2017” (Co-Chairman of Local Government Training Group (joint secretariat by LGSC). 348
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3. Minutes of Meeting
It was agreed that the minutes of the Meeting of Committee held on the 8th March 2016 as adopted by the Council at its Meeting held on the 22nd March 2016 be confirmed and signed.
4. Reports of Director of Corporate Services
It was proposed by Alderman W A Leathem, seconded by the Deputy Mayor, Councillor A Redpath, 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:-
4.1 Reports of Head of Central Support Services
Presented by Head of Central Support Services.
It was 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:-
4.1.1 Armed Forces Day – 25th June 2016 Flying of Specially Commissioned Armed Forces Day Flag at Lagan Valley Island Week commencing Monday 20th June 2016
Members were advised that Armed Forces Day 2016 was on Saturday 25th June 2016 with the flying of a specially commissioned Armed Forces Day flag being from Monday 20th June 2016 for the duration of that week.
It was agreed to recommend that:-
• as in previous years, the Armed Forces Day flag be hoisted (this year on Monday 20th June 2016);
• the Head of Central Support Services be delegated authority to incur expenditure associated with any appropriate reception for this event.
4.1.2 Fly a Flag for Commonwealth Day 14th March 2016
Members were aware that - with the agreement of The Right Worshipful The Mayor, Councillor R T Beckett - the Council had participated in the above initiative on the 14th March 2016 with a small event having been held at Lagan Valley Island. As notification of the event had been late, it had not been possible to report it to the Committee at its meeting in March 2016.
It was agreed to recommend that the payment of any expenditure that might have been incurred with the above event be approved.
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4.1.3 Department of Education for Northern Ireland Consultation on Draft Special Educational Needs (SEN) Regulations (Closing date: 16th May 2016)
To be dealt with later in the Meeting.
4.1.4 Ulster Defence Regiment Reception & Tree Planting to mark 25th Anniversary of Conferral of Freedom of Lisburn
The Committee noted that the reception and tree planting ceremony to mark the 25th anniversary of the conferral of the Freedom of Lisburn on the Ulster Defence Regiment had taken place on the 2nd April 2016.
4.1.5 2 Rifles welcome to Lisburn Dinner – 25th April 2016
Members were reminded that a civic dinner for the 2 Rifles was being held at Lagan Valley Island on the 25th April 2016.
4.1.6 90th Birthday of Her Majesty Queen Elizabeth II Beacon Lighting at Castle Gardens, Lisburn 21st April 2016
Members were reminded that a beacon lighting to mark the 90th birthday of Her Majesty Queen Elizabeth II was being held in Castle Gardens, Lisburn on the 21st April 2016. This event was part of the national celebrations with beacons being lit simultaneously across the United Kingdom.
4.1.7 Lisburn & Castlereagh Policing & Community Safety Partnership Schedule of Meetings
It was agreed to recommend that a schedule of forthcoming meetings of the Lisburn & Castlereagh PCSP be noted.
Additional Report
4.1.8 Department of Education for Northern Ireland Consultation on Draft Special Educational Needs (SEN) Regulations (Closing date: 16th May 2016)
The above consultation was available at https://www.deni.gov.uk/consultations/draft-special-educational-needs-sen- regulations.
Copy of a draft response to the consultation had been provided with the additional report.
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The Head of Service confirmed that – as agreed by the Committee at its previous meeting - the Principals of the special schools in the Council’s area had been invited to submit their comments on the consultation. No comments had been received, it being noted that this was likely due to the schools having been closed over the Easter holidays.
It was agreed to recommend that the draft response to the Department of Education’s consultation on Draft Special Educational Needs (SEN) Regulations be accepted as the Council’s response thereto and be submitted to the Department of Education by the stipulated closing date of the 16th May 2016.
4.1.9 Vehicular & Pedestrian Access to Lagan Valley Island
Further to the RoSPA report on Water Safety which had been reported to the Committee on the 10th November 2015, the Head of Service reported that further traffic calming measures including signage and rumble strips were being implemented on the LVI site over the next month. Central Support Services would liaise with the Chairman of the Corporate Services Committee with regard to the aesthetics of any changes.
5. Item 2 of Additional Report of Director of Corporate Services Members’ Stationery
At this stage in the meeting, it was agreed to bring forward Item 2 of the Additional Report of the Director of Corporate Services in regard to Members’ Stationery so that the Head of Central Support Services might report thereon.
5.1 Members’ Personal Stationery
The Head of Service reported that Members had been recently consulted about a re-order of their personal stationery (letter-headed paper, business cards, compliment slips). As agreed by the Party Group Leaders Forum in May 2015, the stationery – in addition to personal details – would include the following:-
• the year in which former Mayors previously held the post of Mayor (relevant to current Council only) • designation of “Deputy Mayor” • designation of “Freeman of the City”.
In regard to the re-order, a request had been made for the inclusion of personal social media accounts such as Facebook and Twitter on all or some of the named items of stationery to be considered. This had been discussed and supported by the Party Group Leaders Forum earlier in the day.
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It was agreed to recommend that the inclusion of personal social media accounts such as Facebook and Twitter on all or some of the named items of stationery (letter-headed paper, business cards, compliment slips) be approved.
5.2 Shorthand Notebooks
Alderman G Rice requested a supply of shorthand notebooks to assist in her Elected Member duties. The Head of Service agreed to provide Alderman Rice with these.
Alderman S Martin entered the meeting. (5.05 pm) The Head of Central Support Services left the meeting. (5.06 pm)
6. Reports of Director of Corporate Services (Continued)
6.1 Report of Head of Finance & IT
In the absence of the Head of Finance & IT, her report was presented by the Director of Corporate Services.
It was agreed that the report and recommendation of the Head of Finance & IT be adopted, subject to any decisions recorded below and other items noted:-
6.1.1 Financial Statement
It was noted that the net profiled expenditure for the period ended the 29th February 2016 was a nil variance against the approved estimates for the financial year 2015/16.
6.2 Report of Head of Human Resources & Organisation Development
Presented by Head of Human Resources & Organisation Development.
It was 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:-
6.2.1 Staff Attendance at Meetings
Members were reminded of comments made at the previous meeting of Committee about the excessive numbers of staff who were present at Committee/Council meetings and also seminars.
Copy of a draft Protocol for Officers’ attendance at Council and Committee Meetings had been provided with the Head of Service’s report.
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It was agreed to recommend that the Protocol for Officers’ attendance at Council and Committee Meetings be agreed and implemented.
The issue of Officers’ attendance at seminars would be dealt with through the Council’s Training & Development Policy which would be presented to the Committee in May 2016.
6.2.2 Work Plan for Managing Attendance
The Head of Service referred to the decision of the Committee on the 10th November 2015 that a Work Plan to manage attendance and focus on the area of work-related stress be implemented across the Council.
The Head of Service reported that the Work Plan and associated actions had been implemented to address this matter and, in her report, she detailed the current level of absence which was showing a marked improvement.
It was proposed that the Chief Executive should issue a letter to all staff in the coming weeks acknowledging the marked improvement in attendance. It was agreed to recommend that the issue of this letter be approved.
6.2.3 Local Government Staff Commission Consultation on Code of Procedures on Recruitment & Selection (Closing date: 27th May 2016)
The above consultation was available at http://www.lgsc.org.uk/new- initiatives/consultation-on-the-issue-of-a-revised-code-of-procedures-on- recruitment-and-selection/.
Members expressed concern about the composition of shortlisting and interview panels for the post of Chief Executive. The Head of Service stated that she would raise such concerns and also others raised by the Corporate Management Team at an information seminar she was attending in respect of the above.
It was agreed to recommend that any other comments which Members might wish to make on the above consultation be submitted to the Head of Service by the 29th April 2016 so as to allow for their inclusion in the Council’s response.
6.2.4 Irish Congress of Trade Unions Northern Ireland Committee Congress Charter for Fair Conditions at Work
Members had been provided with a copy of a letter dated the 12th January 2016 from the Irish Congress of Trade Unions (Northern Ireland Committee), together with an accompanying Charter seeking for the Council to pledge its support for fairness at work and the principles contained in the Congress’s Charter for Fair Conditions at Work.
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A draft motion which the Congress had suggested the Council might wish to use had also been provided. This was based on a Living Wage of £7.85 per hour.
A revised motion pledging support to the terms of the draft motion for the National Living Wage of £7.20 per hour was also provided with the Head of Service’s report.
It was agreed to recommend that the revised motion in relation to fair conditions at work and based on the National Living Wage of £7.20 per hour be forwarded to the Trade Unions for agreement prior to implementation.
6.2.5 Equality Commission Consultation – “Timescales for Consulting on Matters relevant to the Statutory Equality & Good Relations Duties” (Closing date: 9th May 2016)
Presented by the Equality Officer.
Members had been provided with a report prepared by the Equality Officer in respect of the above consultation. The report included draft responses to the six set questions in the consultation. The consultation could be accessed at http://www.equalityni.org/Section75Consultation).
It was agreed to recommend that the report of the Equality Officer be accepted and that the responses to the six set questions (including any relevant amendments as may be required, following the Equality Commission’s consultation event due to take place on the 26th April 2016) be accepted as the Council’s response to the above consultation and be submitted to the Equality Commission by the stipulated closing date.
The Equality Officer left the meeting. (5.17 pm)
6.2.6 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.
6.2.7 Policing & Community Safety Partnerships (PCSPs) Independent Member Recruitment - Council HR Support
Members had been provided with a copy of a letter dated the 23rd March 2016 from the Northern Ireland Policing Board advising that it would be seeking the support of Councils and respective Human Resources Managers to carry out stage 2 recruitment competitions in respect of PCSP Independent Members. 354
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It was agreed to recommend that the content of the above-mentioned letter be noted.
It was further noted that the Report of the Impartial Assessor which had been referred to in the above letter was available from the Head of HR & OD.
6.2.8 Public Service Commission
It was agreed to recommend that the content of a letter dated the 22nd March 2016 from the Department of Finance & Personnel regarding the future of the Public Service Commission be noted.
6.3 Report of Head of Marketing & Communications
Presented by Head of Marketing & Communications.
It was agreed that the report and recommendations of the Head of Marketing & Communications be adopted, subject to any decisions recorded below and other items noted:-
6.3.1 Lisburn & Castlereagh City Council Diary 2017
The Head of Service referred to the decision of the Committee at its meeting held in November 2015 that Members’ views be sought on the production of a printed Council Diary and Yearbook for 2017. A copy of the consultation e- mail dated the 22nd March 2016 seeking such views was noted.
The Head of Service reported on the responses received, the majority view being not to produce a Council Diary and Yearbook.
It was proposed by Councillor O Gawith, seconded by the Deputy Mayor, Councillor A Redpath, and agreed that a printed Council Diary and Yearbook for 2017 be not produced.
6.3.2 Citywide
The Committee noted that the next issue of CityWide was in production with delivery to all households and businesses early in May 2016.
6.3.3 Intranet
The Committee noted that the new Staff Intranet was in place and would continue to be developed. The site replaced the intranet sites of the legacy councils.
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The Committee noted Media coverage schedules for January - March 2016.
6.4 Report of Project Manager - Finance
Presented by Project Manager – Finance.
6.4.1 Support Services to Elected Members
In furtherance of the decision of the Committee at its previous meeting, the Project Manager (Finance) reported on further investigations which had been made in respect of the following:-
• IPad support in terms of broadband and also charges in respect of contract usage limits; • Mobile phone charges to Members.
(a) IPad Support
It was agreed to recommend that the retention of the broadband connections to the re-elected Members be approved and that this support service be also offered to the newly-elected Members of the Council.
(b) Charges in respect of Contract usage costs
It was agreed to recommend that the usage tariff for IPads be revised and that a recoupment arrangement – similar to that for mobile phones – be put in place.
It was further agreed that an app to alert users that “free usage” was about to expire be installed on users’ IPads.
(c) Mobile Phone Charges
The Committee noted that the current contract for the provision of mobile phones to Members included £2.50 per month which represented the cost for the calls on the contract tariff. This charge is recouped from Members as the Council is not permitted to cover the costs of Members’ mobile phone calls.
6.4.2 Response to correspondence from National Association of Councillors
Members had been provided with a copy of a letter dated the 8th February 2016 from the National Association of Councillors (NI Region) regarding the provision of support services to Members in terms of phones and IT equipment and the disparity that existed amongst Councils in terms of such provision. At its previous meeting, the Committee had given initial consideration to this correspondence and had been provided with a report from the Project Manager (Finance).
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It was agreed to recommend that the Project Manager’s report as presented to the previous meeting of the Committee be suitably updated to reflect the recommendations at 6.4.1 (a) and (b) above and that it be used as the Council’s response to the National Association of Councillors’ correspondence.
7. Confidential Report of Director of Corporate Services
At the request of the Director, 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.
It was proposed by the Deputy Mayor, Councillor A Redpath, seconded by Alderman W A Leathem and agreed that the confidential report of the Director of Corporate Services be discussed “in Committee”.
It was proposed by Alderman S Martin, seconded by Councillor A Grehan and 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:-
7.1 Report of Head of Marketing & Communications
The report of the Head of Marketing & Communications was confidential due to information relating to individuals.
7.1.1 Freedom of Information
It was agreed to recommend that Freedom of Information requests received in January – March 2016 be noted.
7.2 Report of Head of Human Resources & Organisation Development
The report of the Head of Human Resources & Organisation Development was confidential due to information which was likely to reveal the identity of individuals.
7.2.1 Chief Executive’s Office – Organisational Design
The Head of Service verbally reported the evaluated grade for the post of Policy Officer.
It was agreed to recommend that – subject to the inclusion of the evaluated grade for the post of Policy Officer – the organisational design for the Chief Executive’s Office be approved and that the necessary steps be taken to implement it.
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7.2.2 Request for Voluntary Severance
It was agreed to recommend that the request from a Payroll Advisor for voluntary severance under the RPA Staff Severance Scheme on the 20th May 2016 be acceded to.
The Head of Marketing & Communications left the meeting. (5.22 pm)
7.2.3 Single Status Progress Report
It was agreed to recommend that the progress report in respect of Single Status be noted.
7.2.4 Organisation Review of Planning Service
It was agreed to recommend that the report on the Organisation Review of the Planning Service be noted.
7.2.5 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) • Absence – Days lost per employee and percentage across the Council • Long Term Absence – Employees absent due to long term sickness (over 12 weeks) • Recruitment – Internal trawls and open competition
It was proposed by Councillor J McCarthy, seconded by Alderman W A Leathem and agreed to come “out of Committee” and normal business was resumed.
The Head of Human Resources & Organisation Development left the meeting. (5.25 pm)
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8. Report of Director of Corporate Services (Continued)
8.1 Councillors’ Allowances
8.1.1 Consolidated Councillor Allowances Circular updated March 2016 re Dependants’ Carers’ Allowances
Members had been provided with a copy of Circular LG 10/2016 from the Local Government Policy Division of the Department of the Environment providing a consolidated record of all current councillor allowances and superseding Local Government Circular 29/2015. The consolidated circular was required to determine and reflect an increase in Dependants’ Carers’ Allowances applicable from the 1st April 2016. All other allowances remain the same.
It was agreed to recommend that:-
• the revised rates for the Dependants’ Carers’ Allowances applicable from the 1st April 2016 be accepted and applied from that date;
• Circular LG 10/2016 from the Local Government Policy Division which consolidates all Councillor Allowances be noted.
8.1.2 Guidance on Councillor Allowances – Addenda
Members had been provided with a copy of Addendum No. 2 to Circular LG 04/2015 from the Local Government Policy Division of the Department of the Environment providing amendments to Paragraphs 4, 5 and 7 of the Guidance on Councillor Allowances which had been issued on the 24th February 2015.
It was agreed to recommend that amendments to Paragraphs 4, 5 and 7 of the Guidance on Councillor Allowances be noted.
8.2 Local Government Staff Commission for Northern Ireland Financial Scheme 2016/2017
Members had been provided with a copy of a letter dated the 8th March 2016 from the Chief Executive of the Local Government Staff Commission for Northern Ireland advising that the Council’s contribution towards the operational costs of the Local Government Staff Commission for the year 2016/2017 had been calculated as £47,857.00.
Members noted that the Staff Commission was to be dissolved on the 31st March 2017 and that there might be resultant dissolution financial liabilities and also additional costs if any alternative body was established. Costs associated with the dissolution had not been covered in the financial scheme for 2016/2017.
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The quantum of additional funding required was being identified by the LGSC Dissolution Project Board which had been recently established by the Department of the Environment. That board would also consider an appropriate dissolution funding mechanism in due course. On this basis, it may be necessary to revise the financial scheme during 2016/2017 and to issue a further request for funding.
It was agreed to recommend that:-
• payment of £47,857.00 be made to the Local Government Staff Commission for Northern Ireland by way of the Council’s contribution to the operational costs of the Staff Commission for 2016/2017;
• the indication from the Local Government Staff Commission be noted whereby a further request for funding might be issued during 2016/2017 to meet costs associated with the dissolution of the Staff Commission. Dissolution costs might not arise if ongoing discussions regarding HR and Training Streams of Work could be carried on within another organisation.
8.3 National Association of Councillors (NI Region) Annual Membership 2016/2017
Members had been provided with a copy of an invoice from the National Association of Councillors (NI Region) in the sum of £3,200.00 representing the Council’s 2016/2017 annual membership of that organisation.
It was agreed to recommend that the above invoice be paid.
8.4 Lagan Valley Island – Fountain
Members were reminded of the decision of the Shadow Corporate Services Committee at its meeting held on the 13th January 2015 that consideration of the repair/replacement of the LVI fountain be deferred for 12 months to allow for an evaluation of the water feature aspect of the Lisburn City Centre Public Realm Scheme.
Lisburn City Council’s Corporate Services Committee had previously discussed this matter on the 9th December 2014 and had agreed that the issue of the repair/replacement of the fountain at Lagan Valley Island be referred to the Shadow Council for consideration. A report which had been presented to the LCC Corporate Services Committee and subsequently the Shadow Committee had been provided with the Director’s report.
Members were reminded that the public realm scheme, including the water feature in Market Square, had been completed and that Members would have been able to view the water feature in operation.
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On a Proposal made by the Deputy Mayor, Councillor A Redpath, it was agreed to recommend that:-
• the fountain at Lagan Valley Island be removed provided that the removal costs were not more than £2,500.00, it being noted that the fountain apparatus currently clogged up thereby causing more problems;
• in the event of the cost of removing the fountain being more than £2,500.00, a further report be made to the Committee.
8.5 Mid & East Antrim Borough Council Battle of the Somme Remembrance Service at County Antrim War Memorial, Knockagh Sunday 26th June 2016 – 10.30 am
Members had been provided with a copy of a letter dated the 23rd March 2016 from Mid & East Antrim Borough Council regarding the above service to be followed by a reception in Carrickfergus. Members had received prior notification of the event on the 23rd March 2016.
It was agreed to recommend that:-
• the attendance of any Member who might wish to attend the Battle of the Somme Remembrance Service being held at the County Antrim War Memorial, Knockagh, on Sunday 26th June 2016 at 10.30 am and to be followed by a reception in Carrickfergus be approved;
• as in previous years, Council robes be worn by those Members attending;
• any Member who wished to attend the service advise Members’ Services as soon as possible.
8.6 Northern Ireland Fire & Rescue Service (NIFRS) “Section 75 Consultation on Principles for a Review of NIFRS People at Risk Strategy” (Closing date: 20th May 2016)
The above consultation was available at http://www.nifrs.org/wp- content/uploads/2016/02/PAR-Principles-Consultation-Document-2016.pdf.
Further to the previous meeting of the Committee, the Director reported that he had received no feedback from any Member who might have attended either of the stakeholder events which had been held in respect of the above consultation.
It was agreed to recommend that the above consultation be noted.
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8.7 Department of Finance & Personnel Consultation – “Review of Rate Liability in the Domestic Rental Sector” (Closing date: 3rd June 2016)
The above consultation was available at https://www.dfpni.gov.uk/sites/default/files/consultations/dfp/Landlord%20Co nsultation%20Paper%20-%20March%202016.pdf
It was agreed to recommend that the above consultation be noted.
8.8 Her Majesty Queen Elizabeth II - 90th Birthday Celebrations County Service of Celebration Sunday 29th May 2016 St Nicholas Church, Carrickfergus
Members had been provided with a copy of an e-mail dated the 4th March 2016 from Mid & East Antrim Borough Council on behalf of the Lord Lieutenant of County Antrim, Mrs Joan Christie OBE, advising of preliminary arrangements for the above service. This correspondence had been noted by the Council at its meeting held on the 22nd March 2016.
It was agreed to recommend that:-
• Members note in their diaries that a County Service of Celebration for Her Majesty Queen Elizabeth II’s 90th Birthday would be held in St Nicholas’ Church, Carrickfergus, on Sunday 29th May 2016;
• further details regarding the County Service of Celebration be forwarded to Members upon receipt;
• clarification be sought from the Lord Lieutenant’s Office on the matter of the robing arrangements for the service;
• a calendar entry in respect of this event be sent to Members.
8.9 The Late Brian McDowell, MBE
Members noted the content of a letter dated the 1st March 2016 from Sid McDowell CBE, the father of the late Brian McDowell MBE who had passed away on the 24th January 2016. Members were aware of Brian’s commitment to the Council as a volunteer over a long number of years.
Mr McDowell’s letter had expressed thanks to the Council for providing his son with the “world of work” over a long number of years; for all the assistance provided in connection with the Service of Thanksgiving for Brian on the 28th January 2016; and for all the messages, cards and letters received at the time of Brian’s passing.
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8.10 Estates Strategy
Members had been provided with a copy of a report on the Estates Strategy together with an overview of its work streams. The strategy was being led by Environmental Services but was a corporate project requiring input from the full Council, including Members and staff. The report had been presented to the Environmental Services Committee at its meeting held on the 6th April 2016.
8.11 International Fund for Ireland Annual Report & Accounts 2014/2015
Members noted that the 2014/2015 Annual Report & Accounts of the International Fund for Ireland had been received and were available for perusal. A copy of a covering letter dated the 14th March 2016 from the International Fund was also noted.
Additional Report
8.12 Report of Head of Central Support Services
Dealt with under Items 4.1.8 and 4.1.9.
8.13 Members Stationery
Dealt with under Item 5.1.
9. Confidential Report of Director of Corporate Services
Dealt with under Item 7.
10. Any Other Business
10.1 Battle of the Somme – Centenary Commemorations (1st July 2016) Royal British Legion (Lisburn Branch) Alderman W A Leathem
Alderman W A Leathem reported on proposals which the Royal British Legion (Lisburn Branch) were considering to commemorate the centenary of the Battle of the Somme on the 1st July 2016, namely:-
• 7.30 am – Service at Lisburn War Memorial for RBL and Elected Members to be followed by a light breakfast for those persons;
• 8.30 am – Public Service in Castle Gardens, Lisburn.
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Alderman Leathem stated that discussions had taken place with Lisburn and Hillsborough RBL branches. In towns or villages where there was a war memorial, the corresponding community groups were being encouraged to organise commemorative services with a view to joining the public service in Lisburn afterwards.
The Director confirmed that the Council would organise the public service.
It was proposed by Alderman W A Leathem, seconded by Councillor A Grehan and agreed that:-
• the proposals referred to above be supported;
• the Chairman of the Committee, Alderman J Tinsley, and the Director of Corporate Services be delegated authority to discuss and agree arrangements for the breakfast reception and the public service referred to above.
10.2 Her Majesty Queen Elizabeth II – 90th Birthday Celebrations Garden party in Hillsborough – 11th June 2016 Councillor John Palmer
In response to comments made by Councillor John Palmer, the Director confirmed that the guest list for the above event was being compiled and that it would include the individuals (or their families) and organisations upon whom the Freedom of Lisburn and/or Castlereagh had been conferred. Reports in respect of this matter would be presented to the working group which had been established to deal with the Queen’s birthday celebrations.
There being no further business, the meeting terminated at 5.40 pm.
______MAYOR/CHAIRMAN
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LISBURN CITY & CASTLEREAGH CITY COUNCIL
Minutes of Meeting of the Planning Committee held in the Council Chamber, Lisburn & Castlereagh City Council Offices, Island Civic Centre, The Island, Lisburn on Monday 7 March 2016 at 6.00 pm
PRESENT: Councillor A Girvin (in the chair)
Aldermen : D Drysdale, G Rice MBE Councillors: P Catney, U Mackin, John Palmer, R Butler, M Tolerton
OTHER Alderman J Tinsley, Councillor N Anderson, Councillor B MEMBERS: Mallon, Councillor T Jeffers, Councillor R Walker
IN ATTENDANCE: Lead Head of Planning and Building Control Planning Manager Principal Planning Officers (RH and LJ) Senior Planning Officers (AS, RT and PS) PCSP Manager Committee Secretary Attendance Clerk
Cleaver Fulton & Rankin Kate McCusker (Legal Advisor)
Commencement of Meeting
The Vice-Chairman, Councillor A Girvin, welcomed everyone to the meeting.
Introductions were made by the Vice-Chairman and some Housekeeping and Evacuation announcements were made by the Lead Head of Planning and Building Control.
1. Apologies
It was noted that apologies had been received from The Right Worshipful The Mayor, Councillor R T Beckett, the Chairman, Alderman M Henderson MBE and Councillor L Poots.
2. Declarations of Interest
The Chairman sought Declarations of Interest from Members and reminded them to complete the supporting forms which had been left at each desk.
The following Declarations of Interest were made:
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PC 07.03.2016 • Councillor U Mackin advised that he had attended a public meeting as the Planning Chairman of the former Lisburn City Council re: Application Number Y/2014/0895/F and had provided advice, but he did not consider that this constituted an interest.
• Councillor P Catney advised that he had also attended the public meeting as outlined above re: Application Number S/2014/0895/F, as well as a further residents’ meeting on site, but as he had not yet formed an opinion, he did not consider that this constituted an interest.
• Councillor U Mackin referred to the additional Confidential Report regarding Application Number S/2013/0169/F and advised that he had been the Planning Committee Chairman of the former Lisburn City Council when this application had first been discussed and whilst he had been lobbied by both parties, he had not yet formed an opinion and did not consider that this constituted an interest.
• Councillor R Butler advised that he worked for the same employer as Mr Gary King who was speaking in opposition of Application Number LA05/2015/0686/O, but he did not consider that this constituted an interest
• During the course of the meeting Councillor U Mackin advised that he had attended a meeting in relation to Application Number S/2015/0255/F as the Chairman of the Planning Committee of the former Lisburn City Council but he had not yet formed an opinion and did not consider that this constituted an interest.
3. Minutes of Meeting of Planning Committee held on Monday, 1 February 2016
It was proposed by Councillor P Catney, seconded by Alderman G Rice and agreed that the above Minutes be signed.
4. Report from the Lead Head of Planning and Building Control
It was agreed that the report and recommendations of the Lead Head of Planning and Building Control be adopted, subject to any decisions recorded below:-
4.1 Change of Time for Planning Committee Meetings
Members were asked to consider a change of time for Planning Committee meetings, following prior consultation with the Chairman, because of the business needs of the Council as the Planning Authority and due to the workloads involved and complexity of the planning issues facing the Planning Committee.
It was proposed by Councillor P Catney, seconded by Alderman G Rice and following a vote by a majority of 6:2, with no abstentions, it was agreed that the Planning Committee meeting should commence at 2.00 pm on the first Monday of the month from April 2016 moving forward, with lunch being served at 1.30 pm.
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4.2 “The New Northern Ireland Planning System : One Year On” - Conference
It was proposed by Councillor P Catney, seconded by Alderman D Drysdale and agreed that the Chairman and Vice-Chairman of the Planning Committee, or their nominees, should attend ‘The New Northern Ireland Planning System : One Year On” Conference taking place on Thursday, 24 March 2016 in Riddel Hall, Queens University Belfast, Stranmillis.
Furthermore, any member of the Planning Committee who also wished to attend this Conference should contact the Committee Secretary as soon as possible.
4.3 Report from the Planning Manager
It was agreed that the report and recommendations of the Planning Manager be adopted, subject to any decisions recorded below:-
Items for Decision
4.3.1 Schedule of Applications to be Determined
The Vice-Chairman reminded Members that they needed to be in for the entire item. If absent for any part of the discussion they would render themselves unable to vote on the application.
The Legal Advisor referred to the Protocol for the Operation of the Lisburn & Castlereagh City Council Planning Committee which provides guidance on decisions made which are contrary to Officers’ recommendations.
Reference was made to Paragraphs 43-46 within the Protocol which states that ‘the decision as to whether planning permission should be approved or refused lies with the Committee. The views, opinions and recommendations of planning officers may on occasion, be at odds with the views, opinions or decisions of the Planning Committee or its Members. This is acceptable where planning issues are finely balanced.’
The Legal Advisor further advised Members that ‘The Committee can accept or place a different interpretation on, or give different weight to, the various arguments and material considerations’.
Members were reminded that ‘Committee decisions contrary to officer recommendation may be subject to legal challenge. Members must therefore ensure that the reasons for the decision are set out and based on material planning reasons. Furthermore, the Planning Officer should always be given the opportunity to explain the implications of the Planning Committee’s decision.’
Therefore ‘Decisions contrary to an Officer’s recommendation must be formally recorded in the Committee minutes and a copy placed on the file.’
The Vice-Chairman advised that there were a number of speakers in attendance making representation on some of the applications and therefore the Schedule of 235
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(3) LA05/2015/0055/F - Major – Housing Development at Lands situated 188 metres (approx.) north-west of 58 and 60 Greengraves Road, Dundonald
The Senior Planning Officer (AS) advised that 8 late representations had been received since the original report had been circulated to Members as a result of an independent traffic report. However, he wished to reiterate that Transport NI had recorded no objections to the planning application.
The Committee considered the Application as outlined within the Report. The Senior Planning Officer highlighted the following issues:
• Principle of Development • Planning History • Quality Residential Environments • Access, Movement and Parking • Flood Risk • Natural Heritage Interests
The Committee received Ms Brenda Ashenhurst who wished to speak in opposition to the Application highlighting the following:
• The Millmount Village Master Plan refers to a spine road; • Article 40 stipulates a developer covenant to complete the spine road • To date, this spine road has not been completed despite it being a requirement of previous planning applications; • As a result of the covenant being unfulfilled prior to this development, many local residents were wary of developers and planners; • The traffic statistics quoted were grossly under-estimated and unrealistic and could not be predetermined at this stage; • The Greengraves Road was currently being used as a ‘rat-run’ from the Upper Newtownards Road to the Comber Road; • The Greengraves Road had no overtaking areas and a number of ‘pinch points’ and was poorly maintained; • Many of the vehicles currently travelling on the Greengraves Road were driving at speed, due to the lack of restrictions; their unfamiliarity with the dangerous road conditions; and the 60mph speed limit; • That the response from Transport Department had not been included in the Planning file; • That local residents had been disappointed with the lack of feedback; • There were flooding issues on parts of the Greengraves Road and surrounding area • That if the development was routed out to the spine road it would be deemed more favourable
The Committee received Mr John Cowan, TSA Planning, who wished to speak in support of the Application highlighting the following:
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PC 07.03.2016 • That Engineers had been engaged by the developer to look at the existing roads for this development; • That although the spine road was the preferred option, the proposed road improvements for this planning application were only an interim measure; • That, as the application site did not include the spine road, it was not within the gift of the developer to complete it, but the developer would improve what was there at present; • The Greengraves Road was within a rural area and such locations had a tendency to flood; • Whilst it was not within the developer’s brief to address the issue, there would be a storm surface system put in place; • The traffic statistics had been derived from an industry database comparing similar sites and predicting the anticipated traffic levels
This was followed by a question and answer session and debate.
The Committee, having considered the information provided within the report of the Senior Planning Officer and, as provided by Ms Brenda Ashenhurst and Mr John Cowan, voted 6:2 with no abstentions.
It was agreed to uphold the recommendation of the Planning Officer which was to grant planning approval as outlined in the Officer’s report for the reasons stated therein.
(4) S/2014/0895/F – Local (Called In) – Development of 10 No. Cat 1 apartments in 2 No. blocks and 1 No. wheelchair adapted bungalow and associated site works and car parking (Amended Access and Road Layout)
The Committee considered the Application as outlined within the Report. The Senior Planning Officer (RT) highlighted the following issues:
• Principle of Development • Access, Movement and Parking • Quality Residential Environments: - Impact on Character of Area - Residential Amenity - Layout/Design/Materials - Landscaping - Parking Provision • Open Space • Flood Risk
The Committee received Mr Vincent Kealy who wished to speak in opposition to the application highlighting the following:
• That he was speaking on behalf of the residents of Iniscarn, many of whom had bought their Executive homes on the understanding that the green space site would remain as it was; • That he was unaware that the land had been zoned for social housing; • That the proposed reduction in green space would be impracticable 237
PC 07.03.2016 • That the green space site was used by the community throughout the year; • That the nearest green spaces were over a mile away and their location was totally unsuitable for children; • PPS8 stresses the importance of protecting open space within urban areas; • There is very strong feeling within the local community opposing this proposal; • There has already been two previous builds within the estate which were not objected to; • This proposed development would be located right in the centre of the estate
The Committee received Mr Conor Hughes, Agent, who wished to speak in support of the application highlighting the following:
• SPPS has zoned this land for social housing and as such, this is a material planning consideration; • 50% of the open space has been retained; • There will be comprehensive landscaping provided which will serve the visual amenity and improve the open space; • The scheme is mainly for older residents over 55 and a specially adapted complex needs bungalow targeted to serve the specific needs of one local family; • This scheme has to be balanced against other needs as it serves a very specific local need; • This site has been determined by an analysis of the Development Plan; • The NIHE has specified the type of need required for this social housing; • Habinteg Housing Association have not looked at other zoned sites as a need has already been established at this site; • This site has been considered as part of BMAP and zoned accordingly; • A community engagement exercise was carried out and the views sought from 96 residents through a door to door survey; • That, whilst residents did voice their objections to the scheme, it had to be weighed against the planning merits of the scheme; • Whilst there is a requirement for new developments over 25 units to provide a specified area of open space - this development will only have 11 units and 50% of the open space will be made accessible to the local community with the overall quality of the land being enhanced by landscaping; • This development for older residents will free up 3 bedroomed homes for local families in the area
The Committee received Mr Trevor Lunn, MLA who wished to speak in opposition to the application highlighting the following:
• This planning application creates a collision between 2 planning statements, namely – BMAP and PPS8 ‘Open Spaces’ policy; • When the estate was originally built in mid-1970’s, the green space had been left as an amenity to be enjoyed by the residents and community
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PC 07.03.2016 • Whilst he would usually support social housing, in terms of OS1 of PPS8 - loss of open space – this development would not provide local community benefits and had received no community support ; • This development will create no detrimental impact on amenity but will have a detrimental impact on the local community; • That if this application is approved, the 50% of green space remaining will be very vulnerable under present conditions; • That as this estate was originally built in 1975 and the zoning of the land happened at a later stage, it contravened Policy OS1
The Committee received Mr Edwin Poots MLA who wished to speak in opposition to the application highlighting the following:
(The Senior Planning Officer (AS) temporarily left the meeting at 8.05 pm and returned at 8.10 pm)
• The existing dwellings at Iniscarn have experienced historical drainage problems which have been ongoing and he had concerns that any additional housing would exacerbate the problem; • That PPS8 should take precedence over any other planning regulations; • That PPS8 requires 2.4 hectares of open space for every 1,000 population and he challenged the planners to demonstrate that this amount of open space was available; • That PPS8 included exceptions for the ‘public good’ - if the loss of open space was outweighed any community benefit; • That the extent of public opposition to this development was very significant; • That PPS8 outlined the importance of open space as a valuable resource and once it had been built on, it was lost to the community forever; • That the policy sets out a minimum of 400m walking distance to a playground; • That the benefit derived from social housing had not been demonstrated clearly and the extent of opposition could be viewed from the large number of people in attendance in the Council Chamber; • That PPS8 overrides existing and future development plans as the 2.4 hectares limit has not been met
This was followed by a question and answer session and at the culmination of further discussion and ensuing debate, the decision was put to a vote and by a unanimous majority of 0:8, it was agreed that the recommendation of the Planning Officer would not be upheld.
The Vice-Chairman stated that the Professional Officer's recommendation to approve the planning permission had fallen and that a new motion was now under consideration. Section 45 of the 2011 Planning Act states that in dealing with planning applications, the Council must have regard to the local development plan, so far as material to the application, and to any other material considerations.
It was proposed by Councillor U Mackin, seconded by Councillor M Tolerton and by a unanimous majority, it was agreed that the reasons cited for the refusal of 239
PC 07.03.2016 the application were due to the PPS8 conditions relating to the adverse impact on open space and amenity; the loss of visual impact due to the varying heights of the proposed development and due to emerging policies in a local development plan that have not yet been approved or adopted.
It was stated by the Planning Manager that although the refusal reasons had been agreed in principle at the Committee meeting, the precise wording of any conditions will be delegated to the Head of Planning in accordance with Section 7 of the Local Government (Northern Ireland) Act 2014.
The Vice-Chairman declared the application refused for the reasons stated above.
It was further unanimously agreed that the Planning Committee, as a Planning Authority, recommend that the Council write to the NIHE inviting them to explain their rationale for selling off their land in such circumstances.
Adjournment of Meeting
At this stage (8.28 pm) the Vice-Chairman acceded to a request from Alderman D Drysdale and declared the meeting adjourned for a short comfort break.
Resumption of Meeting
The Vice-Chairman declared the meeting resumed at 8.40 pm.
(6) Y/2015/0079/F - Local (Called in) – Change of use of part of Warehouse to use as a Family Adventure and Indoor Trampoline Centre (Retrospective)
It was proposed by Councillor P Catney, seconded by Councillor M Tolerton and unanimously agreed that consideration of this planning application be deferred to enable a site meeting to be arranged, at a date and time to be agreed in liaison with the Chairman.
The Vice-Chairman apologised to Mr Prenter, Mr Cummings, Councillor N Anderson, Councillor B Mallon and Ms E Pengelly MLA who had attended tonight’s meeting to speak in relation to the above planning application.
(7) LA05/2015/0686/O – Local (Called in) – Replacement Dwelling approx. 255m East of 74 Tullynore Road, Hillsborough
The Committee Considered the Application as outlined within the Report, the Senior Planning Officer (PS) highlighted the following issues:
• Principle of Development • Siting and Design • Road Safety
The Committee received Mr Gary King who was speaking in opposition to the application highlighting the following:
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PC 07.03.2016 • That he had initially purchased his house on the basis that there would be no houses built opposite; • That new legislation still stipulated that there should be no residential buildings on greenbelted land; • That there was no dwelling to replace as it did not comply with CTY3 requirements, in that all of the walls were not substantially intact; • That the building had not been previously used as a dwelling; • That agricultural buildings did not qualify for replacement dwelling under planning legislation and were excluded as such; • That there was no historical evidence of a dwelling ever being there and the evidence submitted had been based on hearsay; • That SPPS must be taken into account; • That settlement limits would prohibit this development; • That the conditions within PPS21 and CTY1 did not support this development; • That this development contravenes the conditions of BMAP in relation to Drumlough and the surrounding area; • That if approved, the new dwelling would affect the line of sight and overshadow most of the neighbouring properties; • That if the Council approves this application - this would set a dangerous precedent; • That the rounded gable end wall structure did not reflect the characteristics of a dwelling
The Committee received Ms V Baird, Applicant, who was speaking in support of the application highlighting the following:
• That she came from a longstanding family from the Drumlough area and wished to remain in the area; • She had been gifted the land; • That a former long-standing resident had advised her that the property had been occupied in the past by two brothers, who were listed on the 1911 census as living in Drumlough; • That the property had not been lived in since 1963; • The building had evidence of a chimney; • The details within the building such as the design of the windows would be classed as too intricate for a cattle shed; • She outlined the changes made to the property over the years which had affected its shape; • An element of maintenance work had been carried out to stop it falling into further disrepair; • It was her intention not to upset anyone but to build a modest traditional cottage; • That she had caring responsibilities in relation to her grandparents
The Committee received Mr E Poots, MLA, who was speaking in support of the application and highlighted the following:
• The applicant came from a long-standing family with 200 years of historical links to the Drumlough area;
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PC 07.03.2016 • The current building would not do demonstrable harm to the area; • If this building was classified as an agricultural building, it had the potential to be added to by up to 3000 sq feet per year which would create substantially more detrimental visual harm; • This building was largely intact; • Parts of the building had the essential characteristics of a dwelling as opposed to a purpose-built agricultural dwelling; • He had known the former long-standing resident who had recounted the residential history of the dwelling and stated that he would have no need to doubt her statement
Mr E Poots advised that he had photographs of a property in Ballymena which had been recently approved at Council which had a similar structure to this proposal.
Following a suggestion from Councillor U Mackin, it was agreed that Mr Poots be permitted to circulate the photographs he had brought to the meeting and this was subsequently done.
This was followed by a question and answer session debate
At the culmination of the discussion and ensuing debate, the decision was put to a vote and Members voted 4:4 with no abstentions. As the Vice-Chairman had a deciding vote, he chose to vote in favour of the Officer's recommendation and it was agreed to uphold the recommendation of the Planning Officer which was to refuse planning approval as outlined in Officer’s report for the reasons stated therein.
It was therefore agreed that the Committee agree to refuse the application as outlined in the Report and subject to the conditions stated therein . (1) S/2015/0771/F – Major – Provision of new single storey steel clad building housing 3 nr portacabins and covered parking for 2 nr vehicles and associated external car parking
The Committee considered the Application as outlined within the Report, the Senior Planning Officer (PS) highlighted the following issues:
• Principle of Development • Flooding Considerations • Natural Heritage Considerations
The Committee, having considered the information provided within the Report, agreed by a unanimous vote of 8:0 with no abstentions to refuse the application as outlined in the Report and subject to the conditions stated therein.
It was further unanimously agreed that immediate enforcement be taken in relation to this planning application.
(2) S/2015/0255/F – Major – Change of Use of a redundant telecommunications building and compound to a tourist amenity complex
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PC 07.03.2016 to include, extension and alterations to the existing structure to provide a new porch, roof extension and first floor enabling the provision of seven bedroom guest house and 1 self-catering unit and required parking
The Committee considered the Application as outlined within the Report, the Senior Planning Officer (RT) highlighted the following issues:
• Principle of Development • Sustainable Development in the Countryside - Development in the Countryside (CTY1) - Conversion and re-use of existing buildings (CTY4) - Design and Integration (CTY13) • Tourism - Tourist amenities in the Countryside (TSM2) - Hotels, Guest Houses and Tourist Hostels in the Countryside (TSM3) - Self-Catering Accommodation in the Countryside (TSM5) - Criteria for Tourism Development (TSM7) • Access, Movement and Parking
The Committee, having considered the information provided within the Report, agreed by a unanimous vote of 8:0, with no abstentions, to approve the application as outlined in the Report and for the reasons stated therein.
(5) S/2015/0133/O – Local (Called In) – Proposed infill dwelling under PPS21, the site forms a gap in a built-up frontage containing more than 3 buildings to road frontage – Between 14 and 18 Corrstown Road, Upper Ballinderry
The Committee considered the Application as outlined within the Report, the Senior Planning Officer (PS) highlighted the following issues:
• Principle of Development • Ribbon Development • Integration and Design • Rural Character • Additional Supporting Information
The Committee received Mr Michael Hanna, Applicant, who was speaking in support of the application highlighting the following:
• This application satisfied PPS21 conditions; • He outlined the curtilage of the properties; • He referred to the gap site of the existing building; • He advised that the proposed dwelling would not constitute a ribbon development; • He outlined the improvements made to the entrance; • This development would blend sympathetically with existing dwellings; • This development can be absorbed as an additional building within the existing ribbon; • The dwelling to the rear was approved despite being set back with no garden fronting onto the road;
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PC 07.03.2016 • Within the last month, as outlined in the PACNI website, there have been 200 appeal decisions in which 23 related to CTY1 and PPS8. Following appeal, 10 applications had been allowed with the planning refusal overturned. These statistics proved that the legislation was open to interpretation; • Further clarification was provided on the developments at the location; • The applicant and his family came from the local area, and he wished to remain in the area; • He referred to a previous appeal decision relating to the Scotstown Road area which was, in his view, an almost identical proposal and had been overturned at planning appeal
Mr Hanna advised that he had photographs which would clarify the frontage of the site and it was agreed that Mr Hanna be permitted to circulate the photographs he had brought to the meeting and this was subsequently done.
(The Legal Advisor temporarily left the meeting at 10.15 pm and returned at 10.17 pm).
The Committee, having considered the information provided within the Report, agreed by a majority vote of 5:3, with no abstentions, to refuse the application as outlined in the Report and for the reasons stated therein.
(At this stage in proceedings – 10.20 pm - the three Senior Planning Officers (AS, RT and PS) left the meeting)
4.3.2 Local Development Plan – Statement of Community Involvement (SCI)
Members noted the content of a report on the consultation process associated with the Statement of Community Involvement (SCI) and considered a final version of the Statement of Community Involvement.
It was proposed by Councillor R Butler, seconded by Alderman G Rice and agreed that the report on the Consultation process be noted.
It was proposed by Alderman D Drysdale, seconded by Alderman G Rice and further agreed that the Statement of Community Involvement be approved for submission to the Council for agreement by the Department of the Environment.
Items for Noting
4.3.3 Local Development Plan – Housing Growth Indicators (HGIs)
It was proposed by Councillor R Butler, seconded by Councillor U Mackin and agreed that the copy of a report which refers to the Summary Paper produced for revised Housing Growth Indicators be noted.
It was proposed by Alderman D Drysdale, seconded by Councillor P Catney and agreed that the letter from DRD to the Chief Executive in relation to revised Housing Growth Indicators for the Council area attaching DRD Methodology for HGIs be noted. 244
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It was proposed by Councillor P Catney, seconded by Councillor R Butler and agreed that the letter from the Lead Head of Planning in response to DRD be noted.
4.3.4 Local Development Plan – Development Plan Amendment Regulations
Members noted a letter from Angus Kerr, Director of Planning Policy Division, Department of the Environment, referring to The Planning (Local Development Plan) (Amendment) Regulations (Northern Ireland) 2016. These Regulations amend the transitional provisions in the Planning (Local Development Plan) Regulations (Northern Ireland) 2015 to include development plans prepared and adopted by the Department under the Planning (Northern Ireland) Order 1972 within the definition of a departmental development plan under the Planning Act (Northern Ireland) 2011.
It was proposed by Councillor P Catney, seconded by Councillor R Butler and agreed that the amendment made by the Department in respect of the transitional provisions in the Planning (Local Development Plan) Regulations (Northern Ireland) 2015 be noted.
4.3.5 Development Management – Decisions Issued February 2016
It was proposed by Councillor R Butler, seconded by Councillor M Tolerton and agreed that Members note that the Decisions Issued Report for the month of February 2016 would be circulated by e-mail during the week commencing 7 March 2016, with the report being posted to the Planning Portal thereafter.
4.3.6 Development Management – EIA Determination for Proposed Gas Pipeline
Members noted the content of a letter from RPS to the Planning Manager in respect of an EIA Determination for a proposed gas pipeline to connect 12 towns, several of which fell within the jurisdiction of Lisburn & Castlereagh City Council. Members were advised that this submission was for information purposes only at this point.
Members further noted the content of a letter from RPS to the Planning Manager of Newry Mourne and Down Council attaching a related Environmental Management Plan and associated drawings.
It was proposed by Councillor U Mackin, seconded by Councillor R Butler and agreed that the detail associated with the proposed gas pipeline be noted.
4.4 Correspondence received from Mid & East Antrim Borough Council
It was proposed by Councillor M Tolerton, seconded by Councillor P Catney and agreed that a copy of a letter received from Mid & East Antrim Borough Council regarding support for sustainability appraisal and strategic environmental assessment, along with a draft Service Level Agreement, be noted.
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PC 07.03.2016 It was also agreed that a further report would be brought to a future meeting.
4.5 Budget Report – Planning Unit
It was proposed by Councillor M Tolerton, seconded by Councillor P Catney and agreed that the content and information contained within the Summary Budget Report for the Planning Unit for the year to 31 March 2016, as at 31 January 2016, be noted.
4.6 Rolling Year Absence Figures for the Planning Unit for the Period: 1 April 2015 – 31 December 2015
It was proposed by Councillor M Tolerton, seconded by Councillor P Catney and agreed that the content and information contained within the Absence Report for the Planning Unit for the period 1 April 2015 – 31 December 2015 be noted.
4.7 Corporate Risk Register
Members were advised that the Corporate Risk Register had been approved by the Governance and Audit Committee in January and was being presented to the Planning Committee for information.
Members were asked to note the specific elements of the Corporate Risk Register relating to Planning. The associated risk action plans detail the arrangements within Planning to manage these particular corporate risks and, as the Corporate Risk Register was a living document, it would be subject to regular review and amendment as such.
It was proposed by Councillor M Tolerton, seconded by Councillor P Catney and agreed to note the Corporate Risk Register.
5. Confidential Report from the Lead Head of Planning and Building Control
‘In Committee’
It was proposed by Councillor R Butler, seconded by Councillor J Palmer and agreed that the following items be considered ‘In Committee’ in the absence of press or members of the public for the reasons outlined on the Agenda.
(The Legal Advisor left the meeting at 10.25 pm.)
Items for Noting
5.1 Development Management – Appeals Notification
Members had been furnished with a copy of a Costs Decision letter from the Planning Appeals Commission in respect of an appeal (2015/A0043) against the refusal of full planning permission in respect of planning application Y/2014/0343/F for one infill dwelling, in substitution for previously approved dwelling and garage (Y/2014/0064/F) and the Commissioner’s report in respect of the Appeal and the Appeal Decision.
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PC 07.03.2016 Following discussion, Officers agreed to take on board Members’ comments.
It was proposed by Alderman G Rice, seconded by Councillor M Tolerton and agreed to note the position with regard to this appeal and the recent Award of Costs.
5.2 Enforcement – Cases with Court Proceedings for March 2016
Having been provided with information on Enforcement Cases with Court Proceedings for March 2016, it was proposed by Alderman G Rice, seconded by Councillor R Butler and agreed that the information provided within the Enforcement Update should be noted.
(The Legal Advisor returned to the meeting at 10.37 pm.)
6. Additional Report by the Lead Head of Planning and Building Control
It was agreed that the additional report and recommendations of the Lead Head of Planning and Building Control be adopted, subject to any decisions recorded below:-
6.1 Judicial review Proceedings regarding Planning Permission for a Wind Turbine
Members were furnished with a report detailing information regarding Judicial Review proceedings in connection with planning permission for a wind turbine.
Members discussed the information and content contained within the report.
It was proposed by Alderman D Drysdale, seconded by Councillor P Catney and agreed that the Planning Committee concede the judicial review challenge.
Resumption of Normal Business
It was proposed by Councillor R Butler, seconded by Councillor M Tolerton and agreed to come out of committee and normal business was resumed.
7. Any Other Business
7.1 Planning Applications relating to Dwellings of Potential Historical Merit
Following a suggestion from Councillor J Palmer, it was agreed that Officers ensure, where possible, that any planning applications involving dwellings deemed to merit further consultation with NIEA or Historical Buildings, should be brought to the attention of the Planning Committee.
7.2 Scheme Delegation and Protocols
Following a request from Councillor U Mackin, it was agreed that the outstanding review of the Scheme Delegation and Protocols be progressed as soon as possible.
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PC 07.03.2016 It was further agreed that, in the interim, Officers would liaise with other Councils to ascertain what their Schemes and Protocols involved and a report would be brought to a future meeting of the Planning Committee.
There being no further business, the meeting concluded at 10.45 pm.
______CHAIRMAN / MAYOR
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Report of Chief Executive to MM 26 04 2016
LISBURN & CASTLEREAGH CITY COUNCIL MEETING OF COUNCIL – 26 APRIL 2016
REPORT BY CHIEF EXECUTIVE
PURPOSE AND BACKGROUND
The purpose of this report is to set out for Members’ consideration a number of recommendations relating to the operation of the Council.
The following decisions are required:-
To accept the DSD offer of funding under the 2016-2017 Community Support Programme
To consider providing a letter of support to the Planning Appeals Commission on the planning application by SONI in relation to the proposed North South Interconnector project
To approve that delegated authority be granted to the Development Committee for the purposes as outlined in the report
To consider hosting the Away Day to be held on 16 May 2016 at Lagan Valley Island or La Mon House Hotel
To note the contents of the correspondence from the Department for Regional Development in regard to:-
(i) Removal of Street Lighting in Knockburn Gardens; and (ii) Rural Roads in Lisburn & Castlereagh City Area
To note the contents of the correspondence from Translink together with the report of the meeting held with the Chief Executive on 6 April 2016 and that arrangements are being made for representatives from Translink to attend a meeting of the Development Committee to which all Members will be invited to attend.
To note the contents of correspondence from the Parliamentary Under-Secretary of State for NI in regard to the reform of the Electoral office for Northern Ireland Report of Chief Executive to MM 26 04 2016
To note correspondence in regard to the NI Civil Service Restructuring
To note the Application for an Occasional Licence in relation to St Clare’s Hall, Chapel Road, Glenavy, Aghadolgan
To note the Application for the Grant of a Licence authorising the sale of intoxicating liquor at Blue Chicago Burgers Limited, Unit 4C Eastpoint Entertainment Village, Old Dundonald Road, Dundonald, BT16 1XT
To note the Application for the Grant of a Provisional Licence for premises situated at Units 18 and 19 Lisburn Square, Lisburn, Co Antrim, BT28 1TS
ITEMS FOR DECISION
1 DEPARTMENT FOR SOCIAL DEVELOPMENT: COMMUNITY SUPPORT PROGRAMME FUNDING OFFER 2016-2017
Attached at Appendix 1 is a copy of the Council’s funding offer from the Department for Social Development [DSD] under the 2016-2017 Community Support Programme. Members will note the total offer of £242,102.00, of which £170,568 has been allocated as a contribution to the Council’s Community Support activities, in line with our Community Development strategy. Members will further note that £71,534 has been ring fenced for Advice Services, which the Council is required to match to the value of £77,682.
The total offer reflects no increase or decrease, based on the 2015-2016 award, and the allocation is in line with the income provision identified as part of the Council’s 2016 - 2017 estimates. In addition sufficient resources have been allocated to cover the Council’s required minimum contribution to the Advice Services element.
Recommendation
It is recommended to accept the DSD offer of funding under the 2016-2017 Community Support Programme.
Report of Chief Executive to MM 26 04 2016
2 SYSTEM OPERATOR FOR NORTHERN IRELAND (SONI) NORTH SOUTH INTERCONNECTOR
Members will recall that representatives from SONI were received at a Special Meeting of Council on 12 October 2015 to give a presentation on the work of SONI and in particular the North South Interconnector Project.
At that meeting the Council recognised the importance of the North South Interconnector Project in maintaining the security of electricity supply in Northern Ireland, delivering customer savings and providing potential for business expansion and inward investment and it was agreed that a letter of support be provided to SONI in this regard.
A further request has now been received from SONI that the Council provides a letter of support to the Planning Appeals Commission in regard to the North South Interconnector Project. A draft letter which has been drawn up by the Planning Consultants acting on behalf of SONI is attached at Appendix 2 for consideration of Members.
Recommendation
It is recommended that consideration is given by the Council to providing a letter of support to the Planning Appeals Commission on the planning application by SONI in relation to the proposed North South Interconnector project.
3 DELEGATED AUTHORITY TO THE DEVELOPMENT COMMITTEE
It is proposed that the Council delegates authority to a future meeting of the Development Committee to consider securing:
• Advisory support from the Strategic Investment Board to assist the Council in progressing the Knockmore/M1 link road project;
• Professional advice to assist the Council in developing a potential city centre hotel project.
Recommendation
It is recommended to approve that delegated authority be granted to the Development Committee as proposed above.
Report of Chief Executive to MM 26 04 2016
4 AWAY DAY
Members are advised that the next Away Day is to be held on 16 May 2016 commencing at 9.30 am. Members are asked to consider if they wish this event to be held at Lagan Valley Island or at La Mon House Hotel.
Recommendation
It is recommended that consideration is given by the Council to hosting the Away Day at Lagan Valley Island or La Mon House Hotel.
ITEMS FOR NOTING
5 DEPARTMENT FOR REGIONAL DEVELOPMENT – CORRESPONDENCE
Attached at the Appendix 3A and Appendix 3B is correspondence received from the Department for Regional Development dated 23 March 2016 and 4 April 2016 respectively in response to representations by the Council in regard to the following:-
• Removal of Street Lighting in Knockburn Gardens (Appendix 3A) • Rural Roads in Lisburn & Castlereagh City Area (Appendix 3B)
Recommendation
It is recommended to note the contents of the attached correspondence from the Department for Regional Development in regard to the above matters.
6 TRANSLINK
Attached at Appendix 4A is a copy of a letter dated 11 April 2016 from Translink in response to concern and dissatisfaction regarding recent actions towards the Council by Translink.
Members will recall that correspondence had been presented to the Council at its meeting held on 22 March 2016 from the Department for Regional Development, on behalf of Minister Michelle McIlveen MLA, in regard to this matter and it was advised that arrangements had been made for the Chief Executive to meet with representatives from Translink. A report of this meeting which was held on Wednesday 6 April 2016 is now attached at Appendix 4B. Members are advised that Translink indicated at the meeting that they would be keen to meet with Elected Members.
Further to consideration of this issue at the Party Group Leaders Forum, Members are advised that arrangements are being made for representatives from Translink to Report of Chief Executive to MM 26 04 2016
attend a meeting of the Development Committee to which all Members will be invited to attend for the purposes of this presentation.
Recommendation
It is recommended to note the contents of the correspondence from Translink together with the report of the meeting held with the Chief Executive on 6 April 2016 and that arrangements are being made for representatives from Translink to attend a meeting of the Development Committee to which all Members will be invited to attend.
7 REFORM OF ELECTORAL OFFICE FOR NI
Attached at Appendix 5 is a copy of a letter dated 21 March 2016 from the Parliamentary Under-Secretary of State for NI in regard to work which is being undertaken by the Northern Ireland Office with the Chief Electoral Officer to consider a range of options, which would be subject of a public consultation, for reforming the Electoral Office for Northern Ireland.
Recommendation
It is recommended to note the contents of the attached correspondence from the Parliamentary Under-Secretary of State for NI.
8 NI CIVIL SERVICE RESTRUCTURING
Members will be aware that following the Assembly elections this year the number of NI Civil Service departments will reduce from 12 to 9. The new departments will provide an opportunity for a leaner, more joined-up administration, synergies, improved cohesion between, and within, departments.
The first working day of the new departments will be Monday 9 May 2016. A list of the functions for each is attached at Appendix 6.
Recommendation
It is recommended to note the attached correspondence in regard to the NI Civil Service Restructuring.
Report of Chief Executive to MM 26 04 2016
9 APPLICATION FOR AN OCCASIONAL LICENCE
Attached, at Appendix 7, for Members’ information is an Application for an Occasional Licence for the St Clare’s Hall, Chapel Road, Glenavy, Aghadolgan
Recommendation
It is recommended to note the Application for an Occasional Licence in relation to St Clare’s Hall, Chapel Road, Glenavy, Aghadolgan.
10 APPLICATION FOR THE GRANT OF A PROVISIONAL LICENCE
10.1 Blue Chicago Burgers Limited
Attached at Appendix 8 for Members’ information is an Application for the Grant of a Licence authorising the sale of intoxicating liquor at Blue Chicago Burgers Limited, Unit 4C Eastpoint Entertainment Village, Old Dundonald Road, Dundonald, BT16 1XT.
Recommendation
It is recommended to note the Application for the Grant of a Licence authorising the sale of intoxicating liquor at Blue Chicago Burgers Limited, Unit 4C Eastpoint Entertainment Village, Old Dundonald Road, Dundonald, BT16 1XT.
10.2 Units 18 & 19 Lisburn Square, Lisburn
Attached at Appendix 9 for Members’ information is an Application for the Grant of a Provisional Licence for premises situated at Units 18 and 19 Lisburn Square, Lisburn, Co Antrim, BT28 1TS.
Recommendation
It is recommended to note the Application for the Grant of a Provisional Licence for premises situated at Units 18 and 19 Lisburn Square, Lisburn, Co Antrim, BT28 1TS.
DR THERESA DONALDSON CHIEF EXECUTIVE 21 April 2016
Voluntary and Community Unit Dr Theresa Donaldson Level 3, The Lighthouse Building Lisburn and Castlereagh City Council Gasworks Business Park Island Civic Centre Ormeau road Belfast BT7 2JB Lagan Valley Island Telephone: (028) 9082 9439 Lisburn Facsimile: (028) 9082 9422 BT27 4RL Email: [email protected]
31st March 2016
Dear Dr Donaldson,
Community Support Programme: DSD Funding for 2016 – 2017
Subject to the conditions outlined below for the financial year 2016/17, the Department for Social Development (DSD) will provide grant aid towards Lisburn and Castlereagh City Council’s Community Support Programme (CSP).
The offer combines 2 separate elements: Community Support General and Advice Grant, the details of which are explained further in this document.
The award is as follows:
Community Support General £170,568.00 Advice Grant £71,534.00 Total CSP Award £242,102.00
The award is a contribution towards achievement of the overall Programme objectives and performance will be measured against those objectives.
Payments under this programme will be made in October 2016 and April 2017 provided that:
The Memorandum of Understanding which includes acceptance of this Offer is returned to the Department signed by Chief Executive within 28 days from the date of this letter;
The Council’s Community Support Plan (including performance indicators) is received in the Department by 30 June 2016;
A CSP Expenditure Profile authorised by either the Council’s Chief Executive or Director of Finance is provided to the Department along with Bank details; within 4 weeks from the date of this letter.
The correctly completed CSP Grant Claim & Progress Report Form authorised by either the Council’s Chief Executive or Director of Finance, showing actual expenditure against the agreed profile and demonstrating achievement against the funded activities outlined in the Council’s Community Support Plan is forwarded by the Council to reach the Department within the required deadlines outlined in Annex1. (Please note: the CSP Grant Claim & Progress Report Form is one document which will be issued to Council in due course).
This grant is subject to normal Government accounting rules and must be subject to your Council’s internal financial controls and may be subject to scrutiny by the Local Government Auditor. The Department may require additional financial assurances and declarations and any other documents it deems necessary for the purposes of financial control and audit.
In order to facilitate monitoring and reporting, the 2016/17 CSP Expenditure Profile enclosed at Annex 2 must be completed and returned to the Voluntary and Community Unit within 28 days from the date of this offer, (this is also available as an Excel document which will be issued to Council separately): I also require the Council’s bank details to be entered on the form at Annex 3 and the Chief Executive should sign and return the Memorandum of Understanding at Annex 4.
Publicity
The DSD logo should be carried on any signage, advertising or publicity material associated with the programme and the financial support from the Department should also be acknowledged in any media publications or statements.
Government Funders Database
In acceptance of this funding Lisburn and Castlereagh City Council undertakes to take all steps necessary to ensure that all CSP awards to the Voluntary & Community Sector made in 2016/17 are recorded on the Government Funding Database in a timely manner and no later than 4 weeks after the award. In this respect, please contact VCU for the provision of advice and support.
Finally, this offer shall remain open for a period of 28 days from the date of this letter. Failure to return one complete copy of the CSP Expenditure Profile and the Memorandum of Understanding, duly signed and dated on behalf of the Council within this period shall result in the offer being deemed as withdrawn.
Yours Sincerely
Michael Donnelly Head of Voluntary and Community Unit
ANNEX 1
CSP: Grant Claim Procedures for 2016/17
The following documentation is required in order to process CSP Grants
Period of Claims: April 2016 – September 2016, to be claimed October 2016 October 2016– March 2017, to be claimed April 2017
Documentation to be submitted with Claim Date required
CSP Expenditure Profile for 2016-17 Within 28 days of date of letter of offer Returned Memorandum of Understanding – signed by Within 28 days of Chief Executive date of letter of offer
Bank details – signed by the Chief Executive or Director of Within 28 days of the Finance date of letter of offer CSP Grant Claim & Progress Report Form - To cover the October 2016/ appropriate 6 month period. Must be signed by the Chief April 2017 Executive or Director of Finance in the Council. The CSP Grant Claim & Progress Report Form must show the same details of expenditure as the CSP Expenditure Profile. If there are to be any changes a revised CSP Expenditure Profile must be submitted for approval. It should also detail progress made towards targets outlined in the Council’s Community Support Plan. The CSP Grant Claim & Progress Report Form must cover the appropriate period.
N.B. Proof of expenditure must accompany the CSP Grant Claim & Progress Report Form – such as a spreadsheet which should be certified by the Chief Executive or Director of Finance.
The Councils Community Support Plan for period 1 April 30 June 2016 2016 to 31 March 2017.
Please note: Claims submitted without the appropriate and complete documentation will not be processed and returned to the Council for corrective action. Only claims completed on the CSP Grant Claim & Progress Report Form will be approved for payment.
Claims will only be paid following approval by the Programme Management Team.
ANNEX 2 COMMUNITY SUPPORT PROGRAMME: Grant 2016- 17
………………………………………………………………2016-17 CSP Expenditure Profile for: Lisburn……………………Council and Castlereagh City Council
Area of Council Contribution DSD Contribution Total expenditure Community £ - Support Staff Resource Centres £ - - Council Run Resource Centres £ - - Voluntary Run Community Centres £ - - Council Run Community Centres £ - - Voluntary run Grants to other £ - voluntary groups Capacity building £ - and training with voluntary groups Contingency £ - provision Work on £ - Community Support Plan Advice £ - organisations - CAB Advice £ - organisations - Other Other £ -
Total £ £ £ - - -
Signed…………………………………………………….Date…………………………..
Name……………………………………………………… (Chief Executive or Director of Finance)
ANNEX 3
BANK ACCOUNT DETAILS
Council Name
Account name (if different)
Account number
Name of Bank
Address of Bank
Bank sort code
Name______
Position______
Date______
(Chief Executive or Director of Finance)
Lisburn and Castlereagh City Council
ANNEX 4
COMMUNITY SUPPORT PROGRAMME: MEMORANDUM OF UNDERSTANDING BETWEEN THE DEPARTMENT FOR SOCIAL DEVELOPMENT AND LISBURN AND CASTLEREAGH CITY COUNCIL
Overview
1. This Memorandum outlines the policy background and financial and administrative arrangements between the Department for Social Development (hereinafter referred to as the “Department”) and Lisburn and Castlereagh City Council (hereinafter referred to as the “Council”) in relation to the Community Support Programme. This memorandum will take effect from 1 April 2016 and will be binding on both parties until 31 March 2017. It will complement other internal guides and instructions relating to the various elements of the programme.
Policy Background
Community Support Programme (CSP)
2. The Community Support Programme was established in 1975 and is a joint programme involving the Department and Councils. It supports the provision of community centre’s, local advice services, resource centre’s, grants to community groups and the employment of community support staff in Councils. The funding for the programme comes in part from the Department with the remainder provided by Councils from rateable income.
3. Following a review of the programme in 2001 entitled Beyond the Centre, all Councils developed three-year Community Support Plans to identify how they intended to support the local voluntary and community sector and deliver local community and advice services. This process required Councils to consult and engage with communities through the planning process. Each plan must contain:-
o A baseline audit covering all community support services provided in the Council Area, whether by the Council or other agencies;
o A needs analysis based on meaningful community consultation, to measure the gap between existing provision and community need, particularly in areas of disadvantage; and
o A three-year action plan to address the identified needs within the resources available.
4. The Voluntary and Community Unit in the Department has worked with Councils to produce a good practice guide on the planning process to refine and improve existing Community Support Plans. This guide has been adopted by the Council network and will be used in development of new plans.
5. The provision of local advice services is an integral part of the CSP. The Department makes its “Advice Grant” in addition to the expenditure the Council sets aside for this purpose. To enable the Department’s contribution to be drawn down, the Council agrees to make a contribution to local advice provision from its own resources of at least £147,563.00, during the financial year 2016/17. The table below sets out details of both the Department’s and the Council’s contributions for financial year 2016/17.
DSD Advice Council Combined Total Grant Contribution Lisburn and Castlereagh £71,534.00 £77,682.00 £149,216.00 City Council
The provision of local advice services should be delivered in line with the requirements of the ‘Strategy for the delivery of generalist advice services in Northern Ireland 2015 – 2020, Advising, Supporting, Empowering (Oct 2015).
Notification, Reporting and Payment
6. Any individual project supported under the Community Support Programme, with Central Government costs of more than £500k, must be referred to VCU for approval in advance of a contract being awarded.
The Department will notify the Council each year of its allocation to the programme, using the agreed formula. To ensure that the Department receives assurance that funding will be targeted to the areas of need identified and agreed in the Council’s Community Support Plan, the Council will complete a CSP Expenditure Profile and forward it to the Department for approval.
7. The Council will complete the CSP Grant Claim & Progress Report Form which provides a financial statement of spend signed by it’s Director of Finance and details of performance against a range of performance indicators. The programme is subject to the same local government audit as other Council spend.
8. The Department will consider the documentation and release payment where it considers that the Council has successfully demonstrated progress in the delivery of actions outlined in its Community Support Plan. Areas of dispute will be resolved at the lowest working level. Unresolved matters will escalate through the normal line management processes.
9. The Council will make claims for payment using the bespoke CSP Grant Claim & Progress Report Form. Requests will be authorised by the Council’s Chief Executive or Director of Finance. All claims will be subject to the following guidelines:-
A CSP Grant Claim & Progress Report Form will be provided to the Department every six months even if no payment request is made; Each claim will cover the whole of the period in question and include a breakdown of the amount of eligible expenditure; The Department will make every effort to pay claims promptly and will normally make payment within 30 days from receipt of the fully documented claim. (However, the Department accepts no liability in respect of loss attributable to delay in the payment of claims or to any suspension, reduction or cancellation of grant); and Grant payments will be made directly into the Council’s bank account.
Note: All expenditure claimed relating to the Financial Award for a specific financial year must be incurred between the 1 April and 31 March of the following year.
Changes to the funded activity and spending pattern
10. Any change to the individual categories of expenditure, expenditure profile or programme objectives must be agreed in advance.
Audit
11. This grant is subject to normal Government accounting rules and is also subject to the Council’s internal controls and scrutiny by the Local Government Auditor. The Council will provide the Department with copies of its annual statement of account no later than eight months after the end of the financial year to which the statement relates. The Council shall also provide the Department with copies of all audit reports from the Local Government Auditor or similar body which relate to any aspect connected with the dispersal of this grant, especially the community services and finance functions of the Council.
Access
12. Both the Council and the Department will comply with the deadlines set for any requests for information concerning the programme. The Department, the Comptroller & Auditor General/Local Government Auditor or their representatives will be provided with all such accounting and other information relating directly or indirectly to the Programme as requested. The Department, the Comptroller & Auditor General / Local Government Auditor or their representatives will have permission to enter upon any premises owned or occupied for the purposes of inspecting an asset or accounting record relating to the funding.
Monitoring
13 The Council will ensure that all necessary monitoring information is sent to the Department in accordance with the timescales outlined above. The Department will collate all monitoring and financial returns and produce a Post Programme Evaluation Report covering the period from 1 April 2016 to 31 March 2017 for the Programme. Both parties will comply with any deadlines set for requests for information concerning implementation of the programme. Where this is not possible both parties will agree mutually suitable alternatives.
14 Department representatives from the Voluntary and Community Unit will meet with the Council’s Community Support Officers and or other Council Officials as appropriate on a regular basis to monitor delivery of community support plans and to share information on wider funding and community development issues.
Publicity
15 The Council will ensure that the Department’s logo is carried on any signage, advertising or publicity material associated with the project and that the financial support is also acknowledged in any media publications or statements.
Principles
16 Both parties agree that adherence to the following principles will help to ensure the achievement of the programme objectives:
Recognition of each other’s legitimate roles and interests; Information sharing and transparency;
Sharing risk; Openness and transparency in communications through regular network meetings; Regular review of plans; The Department notifying the Council of the amount of grant by end of June each year; The Department processing claims within 30 days of satisfactory documentation and financial statement being received; The Council submitting claims and providing relevant documentation by agreed dates; and The Council maintaining records to enable reporting against performance indicators.
17 Confirmation of the Department’s Offer and Acceptance by the Council.
______Date 31st March 2016
Michael Donnelly Head of Voluntary and Community Unit
______Date______
Chief Executive Lisburn and Castlereagh City Council
Planning Appeals Commission Park House 87-91 Great Victoria Street Belfast BT2 7AG
Wednesday 20th April 2016
To whom it may concern,
Re: Lisburn and Castlereagh City Council submission in support of the System Operator for Northern Ireland’s planning application for the proposed 400kV North South Interconnector (REF: O/2009/0792/F and O/2013/0214/F).
I write to you on behalf of Lisburn and Castlereagh City Council to offer its support for the above referenced planning applications in relation to the proposed North South Interconnector project.
Maintaining adequate levels of electricity supply in Northern Ireland has been a key issue in recent months, with on-going delays in the delivery of the North South Interconnector meaning that, as things stand, by 2021 we will not have enough electricity to meet demand. Therefore urgent delivery of the Interconnector is a necessity to ensure any potential shortfall and subsequent consequences are avoided.
Ensuring security of supply is essential for consumers throughout Northern Ireland, including domestic and business users in the Lisburn and Castlereagh City Council area, many of whom are major employers and rely heavily on a secure electricity supply to provide important jobs and services.
While addressing issues around security of supply, by enabling the full implementation of the Single Electricity Market and eradicating the need for additional interim generation agreement contracts the North South Interconnector will also provide benefits regarding consumer savings. The cost of energy is a key consideration for households and businesses and any measure taken to reduce bills, such as the proposed Interconnector, is very much welcomed and encouraged by Council members.
Ensuring security of supply and exerting downward pressure on prices to consumers is fundamental in providing potential for business expansion and inward investment in this area; a key strategic aim for Lisburn and Castlereagh City Council. On this basis the Council is happy to offer its support for the North South Interconnector project.
I trust this submission will be given due consideration during the on-going planning appeal process.
Kind regards,
Dr Theresa Donaldson CHIEF EXECUTIVE
Meeting held with Translink representatives in CE Office on Wednesday, 6 April 2016 at 10.00am
Present: LCCC Dr Theresa Donaldson P McCormick Ian Wilson
Translink Chris Conway Arthur Hamilton
Note of Meeting
TD opened the meeting by welcoming the representatives from Translink to the Council. She reminded them that there was an expectation they would attend Committee and present a report every six months. TD said the Council would be in touch with them shortly to agree the first presentation date. The representatives acknowledged that they were a partner in the community planning process.
CC responded to say that Translink were totally committed to the communities but that they had a number of concerns about how the public transport system was being funded moving forward. Resource funding was not coming forward from the Department and Translink was having to work off reserve funding. CC highlighted the fact that Translink had now adjusted their business model but was considering how they could provide the best service for social benefits across Northern Ireland. They were looking at the growth of public transport and the challenge of rural passengers, and how to make the system more competitive. Areas that were impacting on this for Translink were free car parking which had a major impact on service delivery of public transport.
TD highlighted the opportunity of more integration with the education and health groups and synergies between Translink, community transport, education and health may bring benefits from the £75 million budget that education and health groups have.
Discussion took place in relation to the Enterprise issue and the Express Service between Belfast and Dublin. Translink responded to the fact that the Enterprise was not to stop in Lisburn purely based on the small numbers of passengers and the need to make the financial model stack up. CC discussed the lack of investment in the Knockmore Line and the fact that NI Railways had now been limited to 40mph speed limit and that they should be
/2
operating at 70mph speed limit. However there was a £20million investment to be made for the update of this line to help journey times over the next two years. CC also highlighted that the refurbishment of the line could impact on travel times.
A discussion took place around the 18 services currently provided between the connections around the LCCC area and the opportunity for people to enter the Enterprise at the Portadown stop. There is currently a review being considered on the X1 and X2 bus service from Sprucefield to Dublin with the refocus on improved service delivery.
Train link to Airport – not under consideration.
TD discussed the development which was taking place in the Hillsborough Village area and the expectation of over 200,000 visitors which would need to be captured on the road/rail long term plans.
TD raised the issue of Translink’s engagement with the ‘Centre for Cities’. CC responded to say they had had some discussions but had not been invited to the planned workshop on 11 April in Belfast.
PMcC raised the issue of the Knockmore M1 link and the fact that there had been no strategic thinking around the key linkages that this would provide around the MLK and Sprucefield area. CC responded to say that there had been no discussions around this area but felt that this would be supported with the integrated transport plan in the new Local Development Plan for the area. He mentioned some discussion had taken place with BCC in relation to the Belfast Transport Hub.
IW raised the issue about the MLK site and the fact there had been £27m set aside for road and rail infrastructure and asked was Translink involved with any negotiations with SIB and MLK. IW also raised the issue about the Eway from Belfast City Centre to West Lisburn (Dairy Farm). IW reiterated that the Council was of a mind that the linkage between Dairy Farm and Blaris was a key concern for any plan moving forward. IW also said that it would be important for the representatives coming to Committee to be forewarned that there was concerns about linkages across all of the LCCC area. TD agreed that any phased integrated transport plan would benefit from a phased approach and through the facilitation of a workshop.
TD thanked the Translink representatives for coming along and was looking forward to the partnership working in the new environment.