ARDS AND NORTH DOWN BOROUGH COUNCIL

18 May 2016

Dear Sir/Madam

You are hereby invited to attend a meeting of the Ards and North Down Borough Council which will be held in the Council Chamber, Town Hall, The Castle, Bangor on Wednesday, 25 May 2016 commencing at 7.00pm.

Please note that the Council photograph will be taken at 6.45pm, weather permitting.

Yours faithfully

Stephen Reid Chief Executive Ards and North Down Borough Council

A G E N D A

1. Prayer

2. Apologies

3. Declarations of Interest

4. Mayor’s Business

5. Mayor and Deputy Mayor Engagements for the Month (To be tabled)

6. Minutes of Meeting of 27 April 2016 (Copy attached)

7. Minutes of Committees (Copies attached)

7.1. Planning Committee dated 3 May 2016

7.2. Environment Committee dated 4 May 2016

7.3. Corporate Services Committee dated 10 May 2016

7.3.1. Matters Arising – Elected Member Development Charter – Official Declaration of Commitment and Minutes of Meeting of Elected Member Steering (Copy attached)

7.4. Community and Wellbeing Committee dated 11 May 2016

7.5. Regeneration and Development Committee dated 12 May 2016

8. Requests for Deputation

8.1. Transport NI – Annual Report for 2015/16 (Correspondence attached) 8.2. Donaghadee Sports Hub Committee – Update (Correspondence attached)

9. Request for Delegated Powers

9.1. Proposed Amendments to the NILGOSC Funding Strategy Statement (Report attached)

10. Consultation Document

10.1. Department of the Environment – Ecclesiastical Exemption – Comments to be submitted no later than 13 June 2016 (Copy attached)

11. Conferences, Invitations etc.

11.1. AgendaNI – Infrastructure Investment Conference 2016 Wednesday 22 June 2016, Baby Grand, Belfast (Copy information attached) 11.2. Planning for Climate Change Conference London and Limerick 2016 (Copy information attached) 11.3. NILGA – Local Government Annual Conference & Exhibition 5&6 October 2016 Hastings Everglades Hotel, Londonderry (Copy information and report attached) 11.4. Nuclear Free Local Authorities All Ireland Forum Spring Seminar – Friday 10 June 2016, Fingal County Hall, Swords, Ireland (Copy information attached) 11.5. Somme Commemoration Events – Update (Report to follow) 11.6. World Towns Leadership Summit 2016 (Report attached)

12. Transfers of Rights of Burial

13. Sealing Documents

14. Notice of Motion Status Report (Report attached)

15. Notice of Motion

15.1. Notice of Motion submitted by Councillor Thompson

“That the Council Officers bring back a report, with costs, for the reinstatement of the installation of temporary toilets at the Millisle Beach Lagoon, during the summer months of June, July and August”

16. Applications for Entertainment Licence (Report attached)

17. Civic Reception for the Mayor and Mayoress of Thiepval (Report attached)

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18. Notification of Nomination of PCSP Chairman (Report attached)

19. Amendments to Standing Orders (Report attached)

20. Ards Business Awards and Bangor Business Awards Proposal 2016 (Report attached)

***IN CONFIDENCE***

21. Bangor Fun Fair (Report attached)

22. Cloughey Tennis Courts Redevelopment Scheme – Economic Appraisal (Report attached)

Circulated for Information

(a) Queen’s University Belfast and Public Health Agency – Children and Young People with Cerebral Palsy in Northern Ireland (1981-2008) (Copy correspondence attached) (b) Action Mental Health – The Final Report (Copy attached) (c) Boundary Commission for Northern Ireland (Copy attached)

MEMBERSHIP OF ARDS AND NORTH DOWN BOROUGH COUNCIL

Alderman Carson Councillor Cummings Alderman Gibson Councillor Dunne Alderman Girvan Councillor Edmund Alderman Graham (Mayor) Councillor Ferguson Alderman Henry Councillor Fletcher Alderman Irvine Councillor Gilmour Alderman Keery Councillor Kennedy Alderman McDowell Councillor Leslie Alderman Smith Councillor Martin Councillor Adair Councillor McClean (Deputy Mayor) Councillor Allen Councillor McIlveen Councillor Anderson Councillor Menagh Councillor Armstrong-Cotter Councillor Muir Councillor Barry Councillor Roberts Councillor Boyle Councillor Robinson Councillor Brooks Councillor Smart Councillor Cathcart Councillor T Smith Councillor Chambers Councillor Thompson Councillor Cooper Councillor Walker Councillor Wilson

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ITEM 6

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Ards and North Down Borough Council was held in the Town Hall, The Castle, Bangor on Wednesday, 27 April 2016 commencing at 7.00pm.

PRESENT:

In the Chair: The Mayor (Alderman Graham)

Aldermen: Carson Irvine (7.10pm) Gibson Keery Girvan McDowell Henry M Smith

Councillors: Adair Fletcher Allen Gilmour Anderson Kennedy Armstrong-Cotter Martin Boyle McIlveen Brooks Menagh Cathcart Robinson Cooper Smart Cummings T Smith Dunne (7.21pm) Thompson Edmund Walker Ferguson Wilson

Officers: Chief Executive (S Reid), Director of Community and Wellbeing (G Bannister), Director of Environment (D Lindsay), Director of Organisational Development and Administration (W Monson), Director of Regeneration, Development and Planning (C Mahon), Interim Director of Finance and Performance (J Pentland), Head of Administration (A Martin), Democratic Services Manager (J Wilson) and Democratic Services Officer (P Foster)

1. PRAYER

The Mayor (Alderman Graham) commenced the meeting by reading a passage of Scripture.

NOTED.

2. APOLOGIES

Apologies were received from Alderman Chambers and Councillors Armstrong Barry, Leslie, Muir, McClean, Roberts and Walker.

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Apologies for lateness were received from Alderman Irvine and Councillor Dunne.

NOTED.

3. DECLARATIONS OF INTEREST

The Mayor asked for any declarations of interest and none were advised.

NOTED.

4. MAYOR’S BUSINESS

Mr John Pentland

The Mayor welcomed Mr John Pentland, Interim Director of Finance and Performance to the meeting and noted that he would be providing cover for Mr Dave Clark who was currently off work with ill-health.

NOTED.

5. MAYOR AND DEPUTY MAYOR ENGAGEMENTS FOR THE MONTH (Appendix I)

PREVIOUSLY CIRCULATED:- Copy of the Mayor and Deputy Mayor Engagements for the month of April 2016.

The Mayor reminded members of the invitation to the Garden of Remembrance on 20 May 2016.

NOTED.

6. DEPUTATION

6.1. IRISH CONGRESS OF TRADE UNIONS –NORTHERN IRELAND COMMITTEE

Members were advised that the deputation would not be in attendance due to having been called to another urgent meeting.

The Mayor asked that as this was the second month in a row they had not been able to attend that they be asked to re-apply to make a presentation to a future meeting of the Council.

RESOLVED, on the proposal of Councillor T Smith, seconded by Councillor Edmund, that the Irish Congress of Trade Unions be asked to re-apply to make a presentation to a future meeting of the Council.

(Alderman Irvine entered the meeting at this stage – 7.10pm)

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7. MINUTES OF COUNCIL MEETING HELD ON 23 MARCH 2016

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

RESOLVED, on the proposal of Councillor Boyle, seconded by Alderman McDowell, that the minutes be agreed as a correct record.

7.1. MATTERS ARISING – ELECTED MEMBER DEVELOPMENT CHARTER – FILE REF: DIR/ADM4

PREVIOUSLY CIRCULATED:- Report dated 20 April 2016 from the Director of Organisational Development and Administration stating that at the March Council meeting members elected seven representatives to sit on the Elected Members Development Steering Group.

The seven representatives were:

Alderman Robert Gibson Alderman Bill Keery Alderman Alan McDowell Alderman Ian Henry Councillor Eddie Thompson Councillor Joe Boyle Councillor John Barry

A meeting had been arranged for Wednesday 4 May at 10.00am.

However, the group nominated did not reflect the gender makeup of the Council and it was suggested that perhaps some of the seven representatives should be female.

RECOMMENDED that the Council further considers the nominations to the Steering Group.

RESOLVED, on the proposal of Councillor Boyle, seconded by Councillor Ferguson, that Councillor Boyle be replaced by Councillor Robinson.

8. MINUTES OF COMMITTEES

8.1 Planning Committee dated 4 April 2016

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

RESOLVED, on the proposal of Alderman Gibson, seconded by Alderman Keery, that the minutes be adopted.

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8.2 Environment Committee dated 6 April 2016

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

Page 14 – Item 16 – Newtownards Market Contract

Alderman Girvan sought clarification on who was responsible for the overall running of Bangor Market.

In response the Director of Environment confirmed that the Council was responsible for the operation of Bangor Market.

Continuing Alderman Girvan referred to a letter which had been circulated by a member of the public complaining that not enough effort was currently being put into Bangor Market. In light of that she asked if a report could be brought back on how to make improvements to the market at Bangor.

The Director of Environment advised that expressions of interest had been sought for a contractor to operate the Newtownards Market and Harvest Fair and Bangor Market. While none had been received in respect of Bangor Market one had been received for the operation of the Newtownards Market and Harvest Fair and it was being recommended that the contract was awarded to Newtownards Saturday Market co-operative. Continuing he stated that further options for the operation of Bangor Market would be considered.

NOTED.

Page 17 – Item 18.4 – Dog Bins in the Borough

Alderman Smith noted that while many dog bins had been removed they had not been replaced and that had resulted in much annoyance for members of the general public. She sought clarification on when the matter had been discussed by the Committee and if members had been fully advised of any subsequent decisions of that nature.

In response the Director of Environment advised that the matter had been discussed in September 2015 by the Committee where a Draft Policy on the Provision of Litter and Dog Waste Bins policy had been put forward for review and consideration. At that time the move away from dog bins to a single, general bin provision had been discussed and suggested that perhaps at that time some confusion may have arisen. Continuing he stated that the Policy had set out the direction of travel at that time following which it had been up to officers to implement. He reminded members that previously the emptying of dog bins had been the responsibility of an external contractor, however during the recent budget setting process it had been agreed that that service would be integrated into the normal general bin provision. In hindsight the Director acknowledged that perhaps communication had not been all that it should have been at that time, and that, coupled with a delay in the dog bins being removed and the general bins not being provided at the same time had left a gap. He added however that situation had subsequently been remedied.

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Alderman Smith again sought clarification on when the matter had been fully discussed by the Environment Committee.

(Councillor Dunne entered the meeting at this stage – 7.21pm)

The Director of Environment commented that the change to the bin provision had been incorporated within the Policy and agreed by the Council, however, and he acknowledged that issues such as this were very emotive for many. He apologised for the apparent lack of communication, adding that it was hoped the new arrangements would provide a more cost effective and efficient service.

At this stage Councillor McIlveen expressed the view that an apology from the Director of Environment was not required. Continuing he noted the differences in this service provision between the two legacy Councils and recalled that it had been previously discussed by the Statutory Transition Committee. He acknowledged that there was a significant amount of information contained within Policy documents and therefore agreed that it may be useful to highlight those areas of importance.

Councillor Cathcart commented that he had raised the matter at the Committee meeting under Any Other Business and while he did not disagree with the Policy he did have an issue with how its implementation was communicated to the general public.

Rising to comment also, Councillor Dunne stated there was general concern with the issue of dog fouling and the removal of the dog bins had undoubtedly left a void. He added that Council officers had provided assistance with this matter but he felt it was important for the Council to be seen to be promoting the use of the general waste bins for dog waste.

Councillor Martin indicated that he too had been approached by a number of constituents about this matter and he acknowledged there would be a transition period for any new service provided. He added that Council officers had provided adequate assistance with any queries he had had in this regard.

At this stage Alderman Keery referred to the recent introduction of kitchen caddy‟s and the ban on food waste in grey bins and suggested that approach should be adopted by each of the Council‟s Community Centres.

Alderman Henry indicated that he too had received a lot of complaints about this matter and was of the opinion the Council‟s failing had been in its communication or lack of communication in respect of the new waste arrangements.

Alderman Gibson commented that he did not understand why it had been necessary to remove the dog waste bins in the first instance.

In response the Director of Environment stated that in those areas where dog waste bins had been provided they had often been filled to capacity with general waste leading to complaints from dog owners. He added that the new arrangements would see waste bins provided with a much bigger capacity.

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At this stage Councillor Cathcart expressed disappointment with the poor attendance of members at the Committee meeting, adding that if it had not been for the DUP representatives who had attended the meeting may not have been able to have been held.

NOTED.

RESOLVED, on the proposal of Councillor Boyle, seconded by Councillor Edmund, that the minutes be adopted.

8.3 Regeneration and Development Committee dated 7 April 2016

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

Page 6 – Item 9 – Tourism Events Programme 2016 Update

Alderman Irvine noted the revised date for the Groomsport Music and Fireworks to now take place on 20 August 2016 and advised members that would clash with the Open House Festival 2016 Party on the Pitch.

(Councillor Dunne left the meeting at this stage – 7.32pm)

In response the Director of Regeneration, Development and Planning advised that the date had been revised to comply with NIEA requirements in respect of nesting birds and added that officers were in agreement that both events would attract a different audience.

NOTED.

RESOLVED, on the proposal of Councillor T Smith, seconded by Alderman Girvan, that the minutes be adopted.

8.4 Corporate Services Committee dated 12 April 2016

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

Page 37 – Item 25.1 – Electoral Office for Northern Ireland

Councillor Menagh welcomed the suggestion to invite the Chief Electoral Officer to a future meeting of the Council following the May elections to discuss the proposed closure of the Newtownards Office.

NOTED.

(Councillor Dunne entered the meeting at this stage – 7.33pm)

Page 28 – Item 16 – Former Civic Amenity Site, Comber

Alderman Girvan welcomed the recommendation and added she was aware Comber Regeneration Community Partnership had submitted a business case to use the site.

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The Director of Community and Wellbeing commented that he was aware of that adding that the future use of the site had to be considered on a Borough-wide basis.

Councillor Cooper asked if the site had been considered for any other uses aside from community gardens and an environmental education area.

The Director of Community and Wellbeing indicated no further consideration had been given to its use at this stage however he indicated that all suggestions would be welcome.

Councillor Cooper asked if the future use of the site was a priority for officers.

In response, the Director of Community and Wellbeing indicated that it was primarily in respect of specific requests and any general provision which was required.

NOTED.

Page 34 – Item 24 – Blair Mayne Bursary

Councillor Menagh rose to express his support for the Blair Mayne Bursary and its retention.

While expressing pleasure that the matter had been considered by the Committee, Councillor Ferguson voiced disappointment that no bursaries had been awarded this year. She added that it was her understanding that a member from each political party in the Newtownards Town District Electoral Area (DEA) should be appointed to the Sub-Committee.

At this stage Councillor McIlveen recalled an earlier Council decision that one elected member be nominated to the Sub-Committee. He added that he was aware of concerns some members had in respect of the Sub-Committee‟s Terms of Reference which had been agreed by the legacy Ards Borough Council and in particular Councillor Ferguson‟s father. Continuing Councillor McIlveen expressed the view that the membership of the Sub-Committee should not be limited to those Newtownards Town DEA members, particularly as Blair Mayne did have connections throughout North Down.

Councillor Thompson also welcomed the recommendation commenting that he had previously been a member of the Sub-Committee which he felt had been particularly well administered.

NOTED.

RESOLVED, on the proposal of Councillor Carson, seconded by Alderman McDowell, that the minutes be adopted.

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8.4.1. Matters Arising – Consultation on Domestic Abuse Offence and Domestic Violence Disclosure Scheme – File Ref: ADM 18

PREVIOUSLY CIRCULATED: Report dated 18 April 2016 from the Director of Organisational Development and Administration stating that there was no specific offence of domestic abuse outlining that coercive and controlling behaviour in an intimate relationship was criminal. It had been argued that this meant the law was ambiguous and perpetrators of domestic abuse were committing criminal acts but not being brought to justice. The Department of Justice was now asking whether the law needed to change to make it clear that those behaviours were criminal when perpetrated in an intimate relationship to control someone or cause them fear.

The Consultation on Domestic Abuse Offence and Domestic Violence Disclosure Scheme was included on the April Corporate Services agenda for noting, but it was agreed by the Committee that the Council would submit a response. The consultation sought views on:

- whether the DOJ should create a specific offence that captured patterns of coercive and controlling behaviour in intimate relationships, in line with the proposed new definition of domestic abuse contained within the draft Stopping Domestic and Sexual Violence and Abuse Strategy ; and

- disclosing information about an individual‟s history of domestic violence to a new partner who was in an intimate relationship with them.

- a suitable model where the public had a “right to know” or a “right to ask”, or whether current arrangements under existing legislation were sufficient. The consultation would also establish the potential scope for any disclosure scheme.

The consultation was a comprehensive document and the following main aspects had been drawn out and a response prepared.

The closing date of the consultation was Friday 29 April 2016.

 Does the current law adequately provide sufficient protection to victims of domestic abuse?

No. In 2014/15 Women’s Aid domestic and sexual violence helpline took over 34,000 calls. There were 6 murders with a domestic motivation and the PSNI responded to over 28,000 domestic incidents and almost 13,500 domestic crimes. It is not just physical violence; instead it is an ongoing pattern of abusive, coercive and controlling behaviour. It encompasses physical, sexual, emotional and financial abuse. Ultimately it is about power and control in a relationship with the victim being caught in a lifestyle of abuse in various forms. When forming a new law or policy around domestic abuse we must include the mental, emotional and financial control of a person as well the physical abuse that we automatically think of in relation to domestic violence.

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 Should the law be strengthened, for example, to include a specific domestic abuse offence that captures patterns of coercive and controlling behaviour in intimate relationships?

Yes. For many years domestic violence has been a taboo subject – something that went on behind closed doors and many felt it was none of their business to get involved. Even the police and justice systems have in the past turned a blind eye to these incidents. A clear offence of Domestic Abuse will be a significant step in showing that we are no longer going to sweep this crime under the carpet and that the justice system will stand firmly behind those who are victims in abusive relationships. Not only will it send out a clear message to those who are victims, but to those who carry out such crimes it will be equally clear that their abusive actions – whether physical or emotional – will no longer be tolerated by the police and by the courts. Of course, in dealing with victims of domestic violence, whether under a new offense or under existing legislation, we must ensure that victims are able to access the justice system in a way that will not open them to further abuse while they remain in that relationship. If someone is in an abusive relationship – whether that involves physical, sexual, emotional or other types of abuse – then they need the support so that they know that the justice system will be there for them. They must be able to access the support they need in a timely and sensitive manner, they must also get the practical help should they wish to leave an abusive relationship. Above all, Those caught up in domestic violence must have no doubt that they are indeed real victims, they are not to blame in any way for the abuse they suffer and we must ensure they receive whatever help they require to end that abuse.

 Should a formal system be put in place to enable „A‟ to ask the police for information about the previous violent behaviour of „B‟?

 Should a „right to know‟ system be put in place to ensure that the PSNI proactively shares information to „A‟ about the previous violent behaviour of „B‟?

 Should both a „right to ask‟ and a „right to know‟ system be put in place to: - enable „A‟ to ask the police for information about the previous violent behaviour of „B‟, and - ensure that the PSNI proactively shares information to „A‟ about the previous violent behaviour of „B‟?

This is what is commonly called Clare’s Law – after Clare Wood who was murdered in 2009 by her ex-boyfriend who had a history of violence to women. The best options are the Right To Ask and the Right To Know. This would allow those who are in an abusive relationship to ask the police for details on their partner and whether they have a record of abusive offences. It would also create an onus on the police to inform those who they know are in a relationship with someone with a history of violence to be told of this. This approach would again send out a message to those who are victims of domestic violence that the police and justice system are on their side. There will be many times that the abuser will have nothing on his or her record – this must not lead to the victim developing a false sense of security regarding their abusive partner or to believe that their abuse is not as significant as they thought it was.

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By needing to access this information in the first place – and regardless of whether the information returned has details on their partners past or not – it shows that the victim has real and genuine concerns about their partner. In dealing with this request there must be a multi-agency approach. Not only must it involve the police but other organisations and bodies who can provide advice and support to the victim. Advice should be given on how the victim can protect themselves whilst they remain in the relationship and also help should they wish to leave the relationship. Obtaining a report on their partners past should not be the end of the process – the victim must be confident that they are able to access help when they need it – they must be sure that they can rely on the protection of the police and justice system should they call upon it. Consideration should also be given as to when and how a victim makes the initial approach. Someone may be too fearful to attend a police station – other venues should be available for victims to begin the process of information recovery. Third parties should also have the right to seek information on behalf of the victim as well.

RECOMMENDED that the above responses are submitted to the Department of Justice‟s consultation document.

RESOLVED, on the proposal of Councillor T Smith, seconded by Councillor Martin, that the recommendation be adopted.

8.5 Community and Wellbeing Committee dated 13 April 2016

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

Councillor Menagh proposed, seconded by Councillor Cooper, that the minutes be adopted.

Councillor Dunne indicated that he wished to raise a matter from the minutes „In Committee‟.

NOTED.

Page 20 – Item 13 – Cultural Expression Agreement (1986)

Councillor Wilson proposed an amendment, seconded by Alderman McDowell that the following two changes were made to the 2016 Agreement: -

- Flags, emblems and election posters should not be burnt on bonfires - Bonfire materials should not be collected earlier than six weeks before the 11 July.

Alderman McDowell commented that the agreement drawn up by the legacy Ards Borough Council had included a clause that bonfire material should not be collected earlier than six weeks before 11 July.

Rising to express concern about the amendments which had been made, Councillor Martin noted that the agreement had been worked out over a very long period of time between community groups and Council officers. He acknowledged the tremendous

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C.27.4.16 amount of work which had gone into drafting the agreement which would ensure best practice was followed and enable a family friendly and all-inclusive event to take place. Continuing he expressed concern that members felt justified standing up and putting forward such amendments for consideration and indicated that he would not be supporting them.

Concurring with those comments, Councillor Armstrong-Cotter also acknowledged the hard work of Council officers throughout the past months in conjunction with local community representatives. She stated that family friendly events were held in most areas throughout the Borough and was aware of the consultation which had taken place between Council officers, the Police Service of Northern Ireland (PSNI) Officers, the Northern Ireland Fire and Rescue Service (NIFRS) and community representatives. Continuing she expressed the view that the Council meeting was not the forum for such matters to be considered and therefore she would not be supporting the amendment, adding that it was not acceptable.

Councillor Boyle indicated that he had no prior knowledge of the matter being considered by the Council at its meeting. Continuing he stated that he had been an elected member for 12 years and the issues in respect of bonfires had made steps, albeit small, ever year. He acknowledged that in many cases those involved in the organisation of bonfire celebrations did not require Council assistance or funding and without those the celebrations would still take place regardless. He acknowledged the partnership approach which had been adopted in respect of addressing the issue of bonfires in recent years and agreed that a balanced approach needed to be taken. He also was aware that young people would continue with the collection of bonfire materials although he acknowledged the importance of meeting with community group representatives. He encouraged members to continue to move forward in respect of the issue of bonfires particularly given the progress which had been made in recent years by the legacy Ards Borough Council. He stated that he would abstain if there was a vote taken on the matter.

Councillor Menagh indicated that he could not support the amendment particularly given the amount of hard work which had taken place to date in respect of the 2016 Agreement. He stated that bringing forward amendments such as this was not the way to go, adding that a Partnership approach needed to remain. Continuing he stated that to support the amendment would destroy the vast amount of hard work which had been carried out to date with stakeholders such as the Northern Ireland Ambulance Service (NIAS), NIFRS, PSNI and Council officers.

Rising to express his support and thanks to Council officers for their hard work done in relation to this, Councillor McIlveen noted the willingness of staff last year to work with those involved in order to secure trust. He acknowledged the importance of ensuring bonfire builders were engaged in the process and that barriers were not placed in the way. Councillor McIlveen acknowledged that the agreement greatly assisted with the management of bonfires and noted that to date feedback had been very encouraging.

Councillor Adair commented that to support the amendment would undo all of the good work which had already been undertaken, particularly that carried out by legacy

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Ards Borough Council. He encouraged the continued use of the partnership approach which had been adopted and appeared to be working well.

Alderman Henry also acknowledged the hard work which had been carried out to date by both Council officers and community groups.

Expressing his opposition, Councillor Cooper stated that he could not support the amendment. He noted the importance of interaction between local community representatives and Council officers which had helped to devise the 2016 Agreement, adding that it had also helped to enhance his culture.

Alderman Smith commented that the matter had been very quickly considered by the Committee, however she was mindful of all of the hard work which had taken place to date by Council officers and community groups. She noted the real fear which existed in many local communities adding that it was hoped celebrations would pass off more peacefully than they had last year. She encouraged members to move forward this year and pledge their support for the 2016 Agreement to ensure a successful family fun day could be had by all.

Concurring with those comments, Councillor Anderson also encouraged members to move forward to encourage inclusivity and ensure everyone could enjoy a family fun day. He did however express his support for the Council to work on the issue of the burning of flags, emblems and election posters on bonfires.

On the amendment being put to the meeting with 4 voting For, 25 voting Against and 0 Abstentions, the amendment FELL.

Page 2 – Item 4 – Ward Park Environmental Improvement Scheme

(Councillor Menagh left the meeting at this stage – 8.10pm)

Councillor Fletcher asked if any consideration had been given to the provision of a wildflower area as part of this scheme. He stated that single flowers produced greater amounts of pollen and by making this provision the Council would be seen as being environmentally friendly.

(Councillor Menagh entered the meeting at this stage – 8.11pm)

Councillor Martin welcomed the suggestion made by Councillor Fletcher in respect of a wildflower area in Ward Park, Bangor, commenting that issues such as this were frequently overlooked. Continuing he referred to the online questionnaire and noted the mixed feedback which had been returned and acknowledged that it was a very emotive issue for the people of Bangor. He noted the deadline for feedback was 25 May 2016 and suggested it was further promoted in the local press.

At this stage the Director of Community and Wellbeing commented that several hundred paper submissions had been received and many more online, and suggested that perhaps the matter could be promoted further on the Council‟s social media Facebook page.

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Councillor Robinson welcomed the idea for further promotion particularly given the negative comments which had recently appeared in the local press.

NOTED.

Page 7 – Item 7 – Potential for Funding of Greenways

Councillor Boyle indicated he was aware of some correspondence which had been circulated which had suggested that legal action may be undertaken and he sought clarification on that.

In response the Chief Executive acknowledged he was aware of some correspondence regarding a recent press report and commented that maps had been published which had shown some potential routes of „Greenways‟. He confirmed that no decisions had been taken with regard to land acquisitions adding that it was expected that a funding scheme would be available for feasibility studies in the near future.

(Alderman Gibson left the meeting at this stage – 8.14pm)

(Alderman Keery left the meeting at this stage – 8.16pm)

NOTED.

RESOLVED, on the proposal of Councillor Menagh, seconded by Councillor Cooper, that the minutes be adopted.

8.5.1. Matters Arising – Queen’s Birthday Grants (Appendix II)

PREVIOUSLY CIRCULATED:- Report dated 20 April 2016 from the Director of Community and Wellbeing stating that at the Community and Wellbeing Committee held on 13 April 2016, members welcomed a proposal for a small grants scheme to support constituted community/ residents groups within the Borough to celebrate the Queen Elizabeth‟s 90 Birthday celebrations, to coincide with the "Patron's Lunch", which was a giant street party to be hosted by the Queen in the Mall, London on 12 June 2016.

Whilst £10,000 had been ring-fenced within the Community Development Services budget (2016-2017) for up to 50 applications of £200 per group to be awarded on a first come first served based, members felt that a modest increase in this budget would be appropriate given the importance of the national event. Members tasked officers to bring back a further report, detailing the overall budget, award per group and where the additional budget for the scheme could be allocated from, from existing service budgets. It was also suggested that celebration packs could be made available for non-constituted groups, who wished to celebrate the event.

An additional £5,000 could be allocated to the grants scheme from the Community Activity Programmes budget, which would result in less community based programmes being delivered by the Council in 2016-2017 for example youth programmes, older peoples schemes, family and parent support programmes.

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Subject to approval this would bring the total overall amount ring fenced for the Queen Elizabeth‟s 90 Birthday celebrations grants scheme to £15,000 and would allow for potential awards of up to £300 per group.

Fifty celebration packs could also be made available for non- constituted community/residents groups who would not qualify for the grants scheme but who wished to hold street parties in their local neighbourhoods or villages. The packs would contain; birthday banners, streamers, garlands, flags and balloons. The cost of providing the packs would be an additional £750.00 for a further 50 non-constituted groups / streets, and again it was proposed that this amount was found within the Community Activity Programmes budget. Steps would ensure that the same group did not receive both a pack and a grant, allowing the Council to support therefore up to 100 parties across the Borough.

Overall, this would result in a reduction in the community programmes budget from approximately £117k to £111k (5%) in order to increase the allocation to the Queen‟s Birthday celebrations fund as described.

It was proposed that subject to approval, the grant scheme was advertised through the Councils website, in the press, on face book and promoted by email through the Community Development database and Networks databases.

The scheme would only be open to constituted community/residents groups, within Ards and North Down, who wished to celebrate this national event, based on a simplified grants scheme (appendix attached). Applications would be assessed for eligibility and would be processed on a first come first served basis until the £15,000 budget allocated to Her Majesty Queen Elizabeth II 90th Birthday Celebrations was depleted. All financial expenditure would be verified, requiring groups to provide original receipts, invoices and bank statements.

RECOMMENDED that the Council approves this report. Due to the timeframe available and the value of each grant it is further recommended that delegated authority is given to the Director to administer the scheme and approve awards based on the attached criteria.

Councillor Adair proposed, seconded by Councillor Dunne, that the recommendation be adopted.

Commending the Council officers, Councillor Adair welcomed the modest increase in the budget for the 90th Birthday Celebrations, particularly following the recent success of the Birthday beacons. He encouraged members to support the recommendation contained in the report.

While rising in support of the proposal, Councillor Anderson expressed some concern that there could be a resultant shortfall in the Community Activity Programmes budget.

At this stage the Director of Community and Wellbeing advised members that 90% of funding would be spent on staff costs with the remaining 10% on sundries.

Alderman Smith while welcoming the increase expressed concern that the money had been taken from the Community Activity Programmes budget.

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The Director of Community and Wellbeing reassured her that it had not been taken from Community grants budgets.

Stating that he had not supported this from the outset, Councillor Boyle reiterated that he still did not support the recommendation, particularly as the funds were being taken from the Community Activity Programmes budget.

(Councillor Martin left the meeting at this stage – 8.24pm)

Expressing his support Alderman Irvine also indicated that he too was unhappy that the funds were being taken from the Community Activity Programmes budget.

Alderman McDowell urged caution and was keen for it to be made very clear to members where the funding was coming from. He added that he would not be happy if community schemes such as those for the elderly would be impacted as a result of this.

The Director of Community and Wellbeing reiterated the funds had not been taken away from the Community Grants budget.

(Alderman Gibson entered the meeting at this stage – 8.26pm)

Councillor Adair acknowledged that the funds would not impact grant aid to community groups and added that there was a great anticipation amongst the community that the 90th birthday street parties would be taking place.

RESOLVED, on the proposal of Councillor Adair, seconded by Councillor Dunne, with 25 voting For and 5 voting Against that the recommendation be adopted.

8.5.2. Matters Arising – Further Information Concerning Proposed Public Screening of European Football Finals - File Ref: CW3(Appendix III)

PREVIOUSLY CIRCULATED: - Report dated 26 April 2016 from the Director of Community and Wellbeing stating that since the Community and Wellbeing committee meeting on 13 April, some further information had been provided by various interested parties which had now brought to Councils attention as it considered the recommendation of the committee to proceed with the screening of the Football finals in June in Ward Park, Londonderry Park, and Millisle Beach Park.

This was as follows:

1. Following the Community and Wellbeing Committee‟s meeting and given the limited time left to make all the necessary arrangements, a meeting was held with internal stakeholders (around 16 staff) in order to begin to make preliminary preparation for the events.

Internal stakeholders included the Councils Risk Manager who had held discussions with the PSNI and the Councils Anti-Social Behavior Team on the need to manage antisocial behavior at the event. This was based on the PSNI and Risk Managers

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C.27.4.16 view that as the event was based around football, it had the potential to attract antisocial elements and youths with alcohol. In order to ensure that the target audience and theme, being an alcohol free family picnic style event could be accommodated they recommend that the event area was fenced off with heras fencing (2m high) and that this concern could then be managed out of the event space. Police and Council resources relating to the anticipated antisocial behavior would then be focused in the immediate environment outside the fenced off area and controlled as far as possible.

Council did not own enough fencing, and so an additional cost of £1,225 would have to be approved to hire it.

2. Downey Birch (events management company) who had been appointed through a procurement process to provide the Council with the necessary capacity to plan and deliver the events had highlighted the need for additional advertising to ensure that the public was aware of the nature and theme of the events. Due to UEFA licensing restrictions, public screening events may not be described using the words „UEFA‟, „European Football‟, or „Euros‟ and so it was recommended that if Council proceeded that each was marketed as „The Big Footie Family Picnic‟. In order to promote this, they had recommended placing adverts in the two local papers and printing of flyers, totaling £1,900.

Therefore the additional essentials costs would bring the total estimate for the events to £23,965.

3. Two further submissions had been received from representative trade organisations in the area since the committee meeting, which members had already received by email. One from Bangor Chamber of Commerce (received 26 April 2016) and the other from a board member of Hospitality Ulster which represented the licensed trade in the area.

Both of the emails were attached for members‟ convenience.

RECOMMENDED the Council takes the above additional information into account when considering the recommendation of the Community and Wellbeing Committees to proceed with the related public screening events.

Councillor Robinson proposed an amendment, seconded by Councillor Wilson, that officers go back and consult with the local Chambers of Commerce to seek their advice and carry out further consultation before proceeding with the public screening events.

Councillor Robinson while mindful of the significance of the European Football Finals, expressed concern as the proposed screening of the event had not been budgeted for. She noted the proposed estimated costs of approximately £24,000 and commented that in her opinion expenditure of that nature was hard to justify. Continuing she referred to the events which had occurred at the Easter Monday events in Bangor and commented that it would be impossible to prevent alcohol being brought to the proposed screenings. She encouraged members to support her proposal.

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(Councillor Martin entered the meeting at this stage – 8.32pm)

Concurring with those comments, Alderman Girvan reminded members that the proposal had not been budgeted for and had not been included as part of the overall rates estimate for the incoming financial year.

Rising in support of the amendment also, Councillor Anderson commented he was aware that while many were keen to support the Northern Ireland Football Team the proposal had not been budgeted for.

(Alderman Keery entered the meeting at this stage – 8.35pm)

Councillor Boyle commented that from the outset he had not been supportive of the proposal and referred members to the correspondence attached to the report. He acknowledged the concern which also existed amongst the local hospitality industry in respect of the Council‟s proposal and acknowledged that while it would be nice to be able to do everything, the reality was that the budget was not available to do so on this occasion. He also reminded members that at the Annual Meeting members had been advised there would be no funds available for additional requests.

(Councillor T Smith entered the meeting at this stage – 8.37pm)

(Councillor Armstrong-Cotter left the meeting at this stage – 8.38pm)

Rising to speak against the amendment, Councillor Adair noted that it had been discussed previously on a number of occasions and added he was aware communities were very excited about the proposals which were to be welcomed. He stated that the Council by providing the screenings would be seen to be reaching out to all in the community and was an event which would bring the community together. Therefore, he encouraged members to vote against the amendment and get behind the Northern Ireland Football Team.

Councillor Fletcher stated that he would be voting against the amendment as he had originally brought forward the proposal on behalf of a ratepayer. He encouraged members to consider the opportunities it would provide traders with and the potential to secure many new customers.

On the amendment being put to the meeting with 6 voting For and 21 voting Against it was declared LOST.

Councillor Kennedy proposed, seconded by Alderman Gibson that, the recommendation be adopted and further that subject to the outcome of a risk assessment, Conway Square, Newtownards replaced Londonderry Park, Newtownards.

The Director of Community and Wellbeing indicated that Conway Square, Newtownards could be considered as an alternative to Londonderry Park, pending the outcome of a risk assessment.

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Councillor Kennedy noted that Conway Square, Newtownards had hosted many large public events such as the Circuit of Ireland Rally and annual Christmas Tree light switch on ceremony and therefore questioned the need for a further risk assessment to be carried out.

Councillor McIlveen commented that the proposal to host the screening at Londonderry Park, Newtownards would not provide many spin offs for local traders. Whereas to relocate the screening to Conway Square, Newtownards would result in valuable spin offs for many of the local traders in the town.

Commending Councillor Kennedy on his proposal, Councillor Adair stated that he would be proud to celebrate Northern Ireland‟s football culture.

Concurring with those comments Councillor Menagh stated that Conway Square, Newtownards could provide the ideal space for the public screenings adding that crowds could also be more easily controlled at that location.

Councillor Thompson agreed that there should be no issues with using Conway Square, Newtownards as it was used on a regular basis to hold public events. He referred to the proposal to spend approximately £2,000 on further advertising the event and suggested that in an attempt to save costs the event was highlighted via social media.

Also expressing support to relocate the proposed screening to Conway Square, Newtownards, Alderman Gibson expressed some concern that there could be some issues with security fencing.

Councillor Cooper indicated that he was supportive of the games being shown and asked what discussions, if any, had taken place with the local Chambers of Trade. He also expressed some concern about the number of people who may attend the events, adding that there were reasons for and against each of the two venues being considered in Newtownards.

The Director of Community and Wellbeing advised that as far as he was aware only one meeting had been held with the Chamber of Trade, the outcome of which he was unsure of at this stage.

Councillor Fletcher expressed some concern that Conway Square, Newtownards may not be big enough to host the event and therefore he indicated his preference would be to host the event at Londonderry Park. Continuing he expressed some annoyance with a recent press report following the Circuit of Ireland event which had referred to it as a „mickey mouse event‟, an event on which some £65,000 had been spent on.

Alderman Henry expressed the view that if Conway Square passed the risk assessment the event should be held there and if not he would be content for it to be held in Londonderry Park, Newtownards.

RESOLVED, on the proposal of Councillor Kennedy, seconded by Alderman Gibson, with 19 voting For and 7 voting Against that the recommendation be

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adopted and further that subject to the outcome of a risk assessment, Conway Square, Newtownards replaced Londonderry Park, Newtownards.

COMFORT BREAK

The meeting stopped at this stage for a comfort break and recommenced at 9.25pm.

(Alderman Carson and Councillor Brooks left the meeting at this stage – 9.25pm)

9. REQUESTS FOR DEPUTATION

9.1 NORTHERN IRELAND HOUSING EXECUTIVE – HOUSING INVESTMENT PLAN ARDS AND NORTH DOWN

PREVIOUSLY CIRCULATED: - Correspondence dated 19 April 2016 from the Northern Ireland Housing Executive seeking permission to present its latest Housing Investment Plan for Ards and North Down.

RESOLVED, on the proposal of Councillor Adair, seconded by Alderman Keery, that the Council accedes to the request and that the deputation be heard by the Corporate Services Committee.

9.2. RIVERRIDGE RECYCLING LTD – FULL CIRCLE GENERATION ENERGY FROM WASTE FACILITY AT AIRPORT ROAD WEST, BELFAST

PREVIOUSLY CIRCULATED: - Correspondence from Mr John Fullerton, Strategic Planning on behalf of RiverRidge Recycling Ltd to make a presentation to Ards and North Down Borough Council regarding the progress of the Full Circle Generation Energy from Waste facility at Airport Road West in Belfast and the wider operations of their waste management company.

RiverRidge Recycling had built a strong reputation as a pioneer in the development of waste derived fuels and provided sustainable alternatives to landfill for a number of councils. The company had three of Northern Ireland‟s most advanced facilities and currently managed over 360,000mt of waste annually. Through their sustainable waste management practices, RiverRidge Recycling ensured that Councils‟ recycling targets, as well as their overall landfill diversion targets, were addressed.

The presentation would be delivered by senior members of the RiverRidge Recycling team, who would happy to answer any questions which Councillors may have.

The Chief Executive commented that given the commercial nature of the request and as currently the Council did not have a specific policy relating to such requests, he suggested that senior officers met with representatives of RiverRidge Recycling Ltd in the first instance to discuss their request.

RESOLVED, on the proposal of Alderman Keery, seconded by Councillor Martin, that senior officers meet with representatives of RiverRidge Recycling Ltd in the first instance to discuss their request.

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10. REQUEST FOR DELEGATED POWERS

10.1. CLOUGHEY TENNIS COURTS REDEVELOPMENT – FILE REF: CS21A

PREVIOUSLY CIRCULATED: - Report dated 20 April 2016 from the Director of Community and Wellbeing stating that a proposed scheme existed to redevelop Cloughey Tennis Courts. It was anticipated that subject to Council‟s consideration of the scheme Economic Appraisal (EA), should a decision be taken to proceed, that the main works contract would be undertaken during the summer (2016) when weather conditions were generally more favourable.

Whilst it was evident that the indicative sixteen week works contract would not be delivered within this timeframe as an investment decision had not yet been taken, it would be preferable to start the contract as early as possible, subject to Council‟s consideration of the scheme EA. It was noted that would be finalised by the end of April 2016.

As a consequence, it was recommended that the May 2016 Community and Wellbeing Committee be given delegated powers to consider the EA. Subject to any decision to proceed with the scheme it was anticipated that the Tender for the main works contract could be advertised in mid-May 2016, with an indicative programme showing works complete by the end of October 2016.

Cloughey Tennis Club was supportive of this programme, should Council proceed with the current scheme.

RECOMMENDED that the May 2016 Community and Wellbeing Committee be given delegated powers to consider the matter detailed in this report.

RESOLVED, on the proposal of Councillor Cooper, seconded by Councillor Fletcher, that the recommendation be adopted.

11. CONSULTATION DOCUMENTS

11.1 Department of the Environment – Public Consultation on Regulations to Tackle Drink Driving in Northern Ireland

(Comments to be submitted no later than 27 May 2016)

PREVIOUSLY CIRCULATED:- Copy consultation document from the Department of the Environment on the Regulations to Tackle Drink Driving in Northern Ireland.

RESOLVED, on the proposal of Councillor Cummings, seconded by Alderman Keery, that the Consultation Document be noted.

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11.2 Northern Ireland Courts and Tribunal Service – Proposed Increase to Court Fees

(Comments to be submitted no later than 8 June 2016)

PREVIOUSLY CIRCULATED:- Copy consultation document from the Northern Ireland Courts and Tribunal Service on the Proposed Increase to Court Fees.

RESOLVED, on the proposal of Alderman Irvine, seconded by Councillor Robinson, that the Consultation Document be noted.

11.3 Department of Agriculture and Rural Development - Application for BSE Negligible Risk Status for Northern Ireland (Cattle)

(Comments to be submitted no later than 13 June 2016)

PREVIOUSLY CIRCULATED:- Copy consultation document from the Department of Agriculture and Rural Development on the application for BSE Negligible Risk Status for Northern Ireland (Cattle).

Councillor Fletcher proposed, seconded by Councillor Cooper, that the Council writes to the Department of Agriculture and Rural Development welcoming the proposals on the application for BSE Negligible Risk Status for Northern Ireland (Cattle) as it open up new markets for Northern Ireland‟s agricultural products.

RESOLVED, on the proposal of Councillor Fletcher, seconded by Councillor Cooper, that the Council writes to the Department of Agriculture and Rural Development welcoming the proposals on the application for BSE Negligible Risk Status for Northern Ireland (Cattle) as it open up new markets for Northern Ireland’s agricultural products.

11.4 Department for Health, Social Services and Public Safety and Department for Justice – Improving Health within Criminal Justice

(Comments to be submitted no later than 20 June 2016)

PREVIOUSLY CIRCULATED:- Copy consultation document from the Department of Health, Social Services and Public Safety and Department for Justice on the Improving Health within Criminal Justice.

RESOLVED, on the proposal of Alderman Smith, seconded by Alderman Irvine, that the Consultation Document be noted.

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11.5. Department of Culture, Arts and Leisure – Sign Language Framework with Proposals for Legislation

(Comments to be submitted no later than 4 July 2016)

PREVIOUSLY CIRCULATED: - Copy consultation document from the Department of Culture, Arts and Leisure on Sign Language Framework with Proposals for Legislation.

RESOLVED, on the proposal of Councillor Robinson, seconded by Councillor Cooper, that the Consultation Document be noted.

12. CONFERENCES, INVITATIONS ETC.

12.1 NATIONAL MUSEUM NORTHERN IRELAND

PREVIOUSLY CIRCULATED: - Correspondence dated 5 April 2016 from the National Museums Northern Ireland extending an invitation to Council members to visit the Ulster Folk and Transport Museum to both showcase the site, present its plans and aspirations, as well as discussing how it could develop its role and relationship with the Council.

Councillor Dunne proposed, seconded by Councillor Smart, that the invitation be accepted

Councillor Dunne stated he was happy to propose that the invitation be accepted, as it would be useful for elected members to visit the Museum given its status as a major tourist attraction in Northern Ireland.

RESOLVED, on the proposal of Councillor Dunne, seconded by Councillor Smart, that the invitation be accepted.

12.2. JOINT HEALTH AND JUSTICE ENGAGEMENT EVENT – THE IMPROVING HEALTH WITHIN CRIMINAL JUSTICE DRAFT STRATEGY AND ACTION PLAN

PREVIOUSLY CIRCULATED:- Joint Departmental correspondence inviting members to take part in an engagement event, „The Improving Health within Criminal Justice Draft Strategy and Action Plan‟ on 18 May 2016 at Castle Court, Royal Avenue, Belfast BT1 1DD.

RESOLVED, that the event be noted and any members interested in attending contact the Democratic Services team.

13. TRANSFERS OF RIGHTS OF BURIAL

The Chief Executive advised members there were no transfers of rights of burial.

NOTED.

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14. SEALING DOCUMENTS

RESOLVED: - (On the proposal of Councillor Cummings, seconded by Alderman Keery)

THAT the Seal of the Council be affixed to the following documents:-

(a) 3 Ice Cream Vendor Licences (b) Engrossment of Deed of Variation of Lease (c) Grant of Right of Burials – 20341, 20342, 20349, 20350, 20352,20360,20361, 20365, 20367,20369,20370, 20373, 20385,20386, 20388 and 20389 and Burial Nos: 11964 to 11982 (d) ANDBC –to- NI Water Limited – Disposal of Land at Seacourt, Bangor 15. NOTICES OF MOTION STATUS REPORT - FILE CG12172 (Appendix IV)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration attaching a Status Report in respect of Notices of Motion.

This was a standing item on the Council agenda each month and its aim was to keep members updated on the outcome of motions. It was noted that as each motion was dealt with it would be removed from the report.

RECOMMENDED that the Council notes the report.

RESOLVED on the proposal of Councillor Smart, seconded by Councillor Boyle, that the recommendation be adopted.

(Councillor Kennedy entered the meeting at this stage – 9.34pm)

16. NOTICES OF MOTION – FILE REF: CG12172

16.1 Notice of Motion submitted by Alderman Irvine

“That this Council hosts a civic reception for Bangor Rugby Football Club to recognise their fantastic achievements this season in winning the Q1 title, the Towns Cup and the Junior Cup”

RESOLVED, on the proposal of Alderman Irvine, seconded by Councillor Dunne, that the Notice of Motion be referred to the Corporate Services Committee.

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16.2 Notice of Motion submitted by Alderman M Smith

“Against the very successful programme of events during holiday periods, this Council regrets the negative publicity resulting from the Easter carnival, and notes that this was not the first time events have been marred by drunkenness and bad behaviour.

I propose that this Council writes to representatives from the PSNI , Translink as well as our enforcement offices to speak to a full Council meeting as soon as possible to explain the events of Easter Monday and how they may be prevented in the future”

RESOLVED, on the proposal of Alderman Smith, seconded by Councillor Robinson, that the Notice of Motion be referred to the Environment Committee.

16.3 Notice of Motion submitted by Alderman M Smith

“South Eastern Health & Social Services representatives appeared before North Down Borough Council on 11 November 2014 to inform Council of their proposed temporary measures to close off the 20 GP Ward in Bangor Community Hospital.

With the continuing uncertainty regarding the GP ward, I proposed that the Chief Executive, Mr Hugh McCaughey, the Chairman Mr Colm McKenna, Director of Planning Performances Informatics Ms Roisin Coulter, and Director of Nursing Primary Care and Elderly Mrs Nicky Patterson are invited to return to this Council as soon as possible to explain the Trust‟s deliberations during this lengthy period and their plans for the future of the GP ward”

RESOLVED, on the proposal of Alderman Smith, seconded by Councillor Allen, that the Notice of Motion be referred to the Corporate Services Committee.

16.4 Notice of Motion submitted by Councillor Cooper

“That this Council resolves to address the ongoing issue of the Shore Road, Ballyhalbert and writes to the incoming Minister to ensure appropriate measures are taken to prevent damage to the road surface with the erection of a barrier to protect against high tides and coastal erosion”

RESOLVED, on the proposal of Councillor Cooper, seconded by Councillor Menagh, that the Notice of Motion be referred to the Environment Committee.

16.5. Notice of Motion submitted by Councillor T Smith

“Given the ongoing issues with dog-fouling right across our borough, this council brings back a report detailing the cost of employing 2 extra environmental wardens in the each of the next two financial years. This would double our team of wardens and would show the public our commitment to tackling this problem."

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RESOLVED, on the proposal of Councillor T Smith, seconded by Councillor Cathcart, that the Notice of Motion be referred to the Environment Committee.

16.6. Notice of Motion submitted by Councillor T Smith

"Given that a few months ago this Council spent ratepayers money on marking the 70th Anniversary of the United Nations, it is right that this Council condemns, unreservedly, acts of barbarity carried out by so called UN Peace-Keepers. The acts, which have included the sexual abuse of young children, is abhorrent and this council will write to the British Ambassador to the UN calling on him to ensure that a those responsible for these terrible crimes are caught and punished”

RESOLVED, on the proposal of Councillor T Smith, seconded by Councillor Cathcart, that the Notice of Motion be referred to the Corporate Services Committee.

16.7. Notice of Motion submitted by Councillor McClean

“That, following the public realm work and in advance of the Queen‟s Parade revitalisation, this Council recognises a need for basic and overdue maintenance of the area surrounding the McKee Clock, Square and Marina; and obtains quotes for deep cleaning of the stonework, landscaping, limited spot lighting and any other minor refurbishments such as may be deemed necessary, to not exceed £30,000; that to complement this work, Council carries out a complete overhaul of the vegetation within the site; and that this is completed prior to the Summer season and arrival of the Summer funfair.”

RESOLVED, on the proposal of Alderman Smith, seconded by Councillor Boyle, that the Notice of Motion be referred to the Community and Wellbeing Committee.

17. AMENDMENT TO SCHEDULE OF MEETINGS 2016 - FILE REF: DS30 (Appendix V)

PREVIOUSLY CIRCULATED: - Report dated 12 April 2016 from the Director of Organisational Development and Administration asking members to note a change to the Schedule of Meetings, as follows: -

The Annual Meeting had been rescheduled from Friday, 3 June to Thursday, 2 June 2016. The meeting had been rescheduled due to the high level of demand for the Council Chamber for weddings, particularly on Fridays, during the summer months.

RECOMMENDED that the Council notes the amendment to the schedule of meetings for 2016.

Alderman Irvine proposed, seconded by Alderman Gibson, that the recommendation be adopted.

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Alderman McDowell appealed to officers to adhere to the published schedule of meetings commenting that members often went to considerable lengths to put arrangements in place to ensure they could attend meetings.

RESOLVED, on the proposal of Alderman Irvine, seconded by Alderman Gibson, that the recommendation be adopted.

18. DEPARTMENT OF EDUCATION – NEW MAJOR CAPITAL PROJECTS (Appendix VI)

PREVIOUSLY CIRCULATED:- Correspondence dated 1 April 2016 from the Department of Education in response to the Council‟s correspondence on the recently announced 56 new build major capital projects.

Alderman Keery proposed, seconded by Councillor Martin that the correspondence be noted.

Councillor Dunne noted an error within the correspondence stating that Strangford Integrated College was situated in Carrowdore and not in Holywood as alluded to.

RESOLVED, on the proposal of Alderman Keery, seconded by Councillor Martin, that the correspondence be noted.

EXCLUSION OF PUBLIC/PRESS

AGREED, on the proposal of Councillor Boyle, seconded by Councillor Cummings, that the public/press be excluded from the meeting for the undernoted items of confidential business.

8.5. COMMUNITY AND WELLBEING COMMITTEE DATED 13 APRIL 2016

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

19. NOTIFICATION FOR LIQUOR LICENCE APPLICATIONS – FILE REF: 1021/90101 (Appendix VII)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

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20. LEGAL ACTION – COOK STREET JETTY, PORTAFERRY – FILE REF: 65371

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

21. EXPLORIS – CAPITAL WORKS SCHEME UPDATE – FILE REF: CX79

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

RE-ADMITTANCE OF PUBLIC/PRESS

AGREED, that the public/press be re-admitted to the meeting.

Members were advised that in line with Section 47 (1) of the Local Government Act (Northern Ireland) 2014 the audio recording would now recommence.

Circulated for Information

(a) Keep Northern Ireland Beautiful (Copy correspondence tabled) (b) International Fund for Ireland – Annual Report and Accounts 2015 (Copy attached) (c) Queen‟s University of Ulster – Vice-Chancellor‟s Report 2014-15 (Copy attached) (d) Preparing for Success 2015-2020 – A Strategy for Careers Education and Guidance (Copy attached) (e) Changes to Movilla Post Office (Copy attached) (f) Planning Statutory Rules (Copy attached) (g) Choice Housing – Spring Newsletter (Copy attached) (h) Post Office – Flagship Shopping Centre (Copy attached)

NOTED.

TERMINATION OF MEETING

The meeting terminated at 10.32pm.

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ITEM 7.1

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Planning Committee was held in the Council Chamber, 2 Church Street, Newtownards on Tuesday, 3 May 2016 at 7.05pm.

PRESENT:-

In the Chair: Alderman Gibson

Aldermen: Carson Irvine (9.25 pm) Graham Keery (7.25 pm) Henry McDowell (7.06 pm)

Councillors: Dunne McIlveen Fletcher

Officers: Director of Regeneration, Development and Planning (C Mahon), Head of Planning (A McCullough), Senior Professional and Technical Officer (A Todd), Principal Planning and Technical Officer (G Kerr), Higher Professional and Technical Officers (C Hamilton/S Clarke), Democratic Services Manager (J Wilson) and Democratic Services Officer (M McElveen)

Also in Michael Rodgers (Resident of Ballydrain Road, Comber) Attendance: Cliona Gormley (Renewables NI) Damien McLoughlin (Director, Resolve Planning & Development) Darren Sales (Operations Manager, Technical Metals) Peter Lloyd (Noise Consultant, Peter Lloyd & Associates)

WELCOME

The Chairman (Alderman Gibson) welcomed Members and Officers to the meeting and made a special mention of those persons seated in the public gallery who would be addressing the Committee.

1. APOLOGIES

Apologies for inability to attend were received from Alderman Girvan and Councillors Barry, McClean and Walker. Apologies for lateness were recorded from Aldermen Keery and McDowell and Councillor Irvine.

NOTED.

2. DECLARATIONS OF INTEREST

The Chairman asked for any declarations of interest.

Councillor McIlveen declared an interest in Item 4.4 – LA06/2015/0328/F – Unit 3 Kiltonga Industrial Estate, Newtownards PC.03.05.16

Alderman Graham declared an interest in Item 4.8 – LA06/2016/0259/F – 277 Clandeboye Road, Bangor

NOTED.

(Alderman McDowell entered the meeting at this stage – 7.06 pm)

3. MATTERS ARISING FROM MINUTES OF PLANNING COMMITTEE MEETING DATED 5 APRIL 2016

The Chairman (Alderman Gibson) asked Members to indicate if there were any matters arising from the previous meeting of the Planning Committee held on 5 April 2016 and none were advised.

NOTED.

4. PLANNING APPLICATIONS

4.1 LA06/2015/0906/F – Lands 58m North West of 2 Ballydrain Road, Comber

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix I).

The Principal Planning Officer guided Members through a PowerPoint presentation which included a summary of the application, existing and proposed plans and photographs of the site:

. DEA: Comber . Committee Interest: A local application which attracted six or more separate individual representations which were contrary to the Officer’s recommendation . Proposal: Erection of 5 no dwellings comprising of 1 detached and 4 semi- detached dwellings (alteration to sites 30, 31 and 32 previously approved under X/2013/0370/F) including garages and all other associated site works . Site Location: Lands 58m North West of 2 Ballydrain Road, Comber . Recommendation: Grant Planning Permission

The Principal Planning Officer outlined that the Planning Application LA06/2015/0906/ lay within the DEA of Comber and was located within the development limits of Comber town. The proposal had attracted a total of 29 representations from 28 addresses. The application site was located within the Ardnavalley housing development off the Ballydrain Road. The site was not zoned for any particular use in the local development plan but had been developed for housing. Phase 1 of the development was completed and consisted of detached dwellings and apartments, phase 2 was currently under construction and Members would recall that Phase 3 was approved by the Committee in November 2015.

The proposal was for the erection of 5 no. dwellings comprising of 1 detached and 4 semi-detached dwellings including garages and all other associated site works. That proposal would in effect therefore alter sites 30, 31 and 32 previously approved under X/2013/0370/F from 3 detached to 5 units. She indicated that the main points 2

PC.03.05.16 raised by objectors to the proposal included unacceptable damage to local character, environmental quality and residential amenity of this established residential area, increased density not being judged on policy grounds but due to changing market conditions, and the proposal acting as a benchmark for future proposals and increase density throughout the development.

Prior to the first approval on this site in 2006, the area totalling approximately 17 acres was occupied by 8 dwellings on exceptionally large plots. PPS7 and the Addendum to PPS7 were therefore applicable. The principle of development had already been established on this site and hence the principle of residential units on that site would be acceptable in principle. The primary issues included the proposed increase in density of the site and the visual impact it would have in terms of having a detrimental impact on the character of the area. PPS 7 QD1 and Creating Places together with the Addendum to PPS7 set out the criteria for residential development, and the amended proposal complies with these policies.

Whilst the proposal represented an increase in density to that previously approved, the Principal Planning Officer commented that it had to be taken into context of the overall Ardnavalley development which on balance would still be comparable to the overall density with that previously approved. The increase of only 2 no. units did not represent a significant increase in density and consequently would not be out of keeping with the surrounding development. Similarly, an increase of 2 no. units would not cause unacceptable damage to the local character, environmental quality or residential amenity of the area.

She further explained that the proposed development had been considered against planning polices and not against housing market trends or pressures as so claimed by objectors. This application had to be assessed on its own merits and it could not be assessed on future applications that may or may not be submitted. As this proposal stood, it proposed an increase in density of 2 no. units and as discussed above, was deemed to conform to policy with no valid reason to refuse permission.

The proposal did introduce semi-detached dwellings however that did not render the proposal unacceptable. However, she indicated that the semi-detached dwellings had been designed in a sensitive manner that gave the impression of detached dwellings and reflected the scale, form and detailing of the remainder of the development. The increase of 2 no. units on this site would increase the density of development on this site, however given that the increase in units was only by 2 no. dwellings which had been sensitively designed to be in keeping with the surrounding development, the increase in density would not affect the overall character of this part of the development. PPS7 encouraged diversity of dwelling form and type within residential environments to provide variety and coherence had been achieved in this proposal through the sensitive design of the semi-detached units reflecting a similar form of the existing and approved

The Principal Planning Officer articulated that there would be no unacceptable adverse impacts caused to existing or proposed properties in terms of residential amenity in terms of overlooking, loss of light, overshadowing, noise and other disturbance. There was good separation distance between the proposed properties as well as between the approved (but not yet constructed) dwellings to the rear of

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PC.03.05.16 the site. The proposal provided satisfactory car parking spaces for each dwelling with each dwelling having space for two in-curtilage spaces and each would have a detached garage.

Therefore, having weighed all the considerations it was recommended that this application proceeded by way of a grant of planning permission.

The Chairman invited Mr Michael Rodgers to speak for five minutes in objection to the application.

Mr Rodgers thanked the Committee for affording him the opportunity to voice the concerns of residents in respect of the proposals. He recalled that over recent years there had been a number of planning applications put forward and the Planning Service’s stance regarding density had been to respect the character of Comber. He made reference to phase 2 and X/2013/0143 for 17 dwellings incorporating detached, semi-detached and cottage style house types, which had been an increase from phase 1 of detached dwellings on large plots and when presented to Ards Borough Council in December 2013 had attracted objections relating to the impact on the existing character of the area. Subsequent amendments were instigated and an amended application was submitted in July 2014 showing a significantly reduced density amounting to 15 dwellings per hectare rather than 20.

A further application X/2014/0370 had been submitted in November 2015 for 41 detached dwellings on larger plots. However, Mr Rodgers outlined that the current proposals comprised 5 dwellings – 1 detached and 4 semi-detached, which was a change from the previous application for 3 detached dwellings and resulted in an increased density of 66%. He believed that disguising a house type confirmed that it was not compatible with the local character and not consistent with previous applications. At that stage, further amendments had been requested by Planning Service. He acknowledged that each application was assessed on its own merits but said that if the current proposals were approved, they would act as a benchmark to increase density and set a precedent for future development. He concluded by underlining that if the Council approved a density of 66%, it would permanently change the character of the area.

Councillor Fletcher enquired if there were other semi-detached houses within the Ardnavalley development.

Mr Rodgers clarified that there was one situated on a larger plot size at the Ballydrain Road side.

In providing a degree of context to the discussion, the Planning Officer established that the Ardnavalley Development also contained several apartments and confirmed that the 3 detached dwellings had been altered to encompass 5 units. She described how other factors were at play and the visual impact had been gauged at that time. There were no specific key site requirements, the dwellings were of a good design, respectful to the surrounding area and within development limits. Under the principles of the Regional Development Policy, a mixed tenure of housing types was acceptable to make the best use of available space. An Officer must

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PC.03.05.16 assess and determine what was before them and could not look ahead and predict future applications.

The Chairman was mindful that the predominant concern expressed by Mr Rodgers related to the introduction of semi-detached dwellings which may set a precedent for the future.

Councillor McIlveen had recently visited the area and said it was noticeable that the older section of the development embraced very large plots and dwellings, whereas towards the back of the site there were a greater number of houses. He had already sensed the impact upon the development and as even more units were planned, he pondered if the application presented a step further than to date.

As previous approval had been obtained for detached dwellings, the Planning Officer underlined that from a visual perspective, the proposals did not present significant differences. The application denoted a small portion of phase 3 which was the final phase and the changes which fulfilled the stipulations of PPS7 involved an additional 2 units. She reiterated that it was planning judgement that there would be no detrimental impact caused to the surrounding area.

(Alderman Keery entered the meeting at this stage – 7.25 pm)

Referring to earlier comments from Mr Rodgers, Councillor Fletcher expressed the opinion that intensification of 66% was quite significant. He questioned how far planners would be prepared to allow development and intensification of this particular site.

The Planning Officer advised that the site in question covered 0.7 hectares. In reality, the modification from 3 to 5 units and two semi-detached dwellings equated to 8 people which could not be classed as unacceptable. The density of 66% was only to be found in what was a relatively small area and therefore there would be no adverse impact upon the rest of the development.

Alderman Graham proposed, seconded by Councillor Dunne that the recommendation to grant approval of the planning application be adopted.

The Chairman notified Alderman Keery that he would be unable to take part in the vote as he had not been in attendance for the full discussion.

The proposal was put to the meeting and with 5 voting FOR, 2 AGAINST and 1 ABSTAINING it was declared CARRIED.

The voting was as follows:

FOR (5) AGAINST (2) ABSTAINING (1) ABSENT (6) Aldermen Councillors Alderman Alderman Carson Fletcher Gibson Girvan Graham McIlveen Councillors Henry Barry McDowell Irvine

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Councillor McClean Dunne Thompson Walker

RESOLVED, on the proposal of Alderman Graham, seconded by Councillor Dunne, that the recommendation to grant approval of the planning application be adopted.

4.2 LA06/2015/0309/F – Lands to the side of 130 Groomsport Road, Bangor

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix II).

The Senior Planning Officer guided Members through a PowerPoint presentation which included a summary of the application, existing and proposed plans and photographs of the site:

. DEA: Bangor Central . Committee Interest: A local application which attracted six or more separate individual representations which were contrary to the Officer’s recommendation . Proposal: Proposed relocation of access to dwelling previously approved under planning reference W/2013/0241/F including non-compliance with Condition 8 to allow removal of existing tree in front garden area . Site Location: Lands to the side of 130 Groomsport Road, Bangor . Recommendation: Grant Planning Permission

The Senior Planning Officer outlined that this application sought full planning permission for the relocation of the access to the dwelling previously approved under reference W/2013/0241/F including non-compliance with Condition 8 of that approval to allow removal of the existing tree in front garden at lands to the side of 130 Groomsport Road, Bangor. The application had been brought before Planning Committee for consideration as 6 or more objections to the proposal had been received and it was being recommended for approval.

Site and Surroundings

Site Location Plan and BMAP Extract

She explained that the site was located in an established residential area on the Groomsport Road within the development limit of Bangor and also within Bangor East Area of Townscape Character as designated in the Belfast Metropolitan Area Plan 2015 and shown in pink on the BMAP extract. The Addendum to Planning Policy Statement 6 applied to all proposals within ATCs and required that any trees or other landscape features which contributed to the distinctive character of the area were protected.

Google Earth Image

The Senior Planner informed Members that the aerial view showed the site in its

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PC.03.05.16 context. This area of the Groomsport Road was characterised by medium to low density housing with generous front garden areas, many of which did contain mature trees and vegetation which contributed to the character of the area. The site contained a recently constructed dwelling and its access as approved under the previous permission and the tree in question was visible to the front of the site. Under the previous permission, the tree was subject to a planning condition requiring its retention unless removal was necessary to prevent danger to the public.

Consideration of the Development Plan and Planning Policy

Site Photos

The photos showed the location of the existing access and the tree in question which was a mature Corsican Pine of approximately 13m in height. The Senior Planner advised that the applicant was seeking relocation of the existing access to the opposite side of the site’s frontage as he considered that that would provide improved visibility on egress from the site, however Transport NI had advised that the existing access was already considered to meet all of the relevant standards in terms of road safety. A tree report was also submitted by the applicant stating that the tree had notable defects which could result in branch failure or limb loss and recommended that the tree should be removed within a 3 month period to remove the potential hazard.

She confirmed that 8 objections in total had been received in relation to the proposal. The main concerns raised regarded the removal of the existing pine tree and the consequent harm to the character and appearance of the area. Following requests made by local residents to the Council, a Provisional Tree Preservation Order was served on 10 August 2015 as the tree was considered to be visually significant and under threat. However to inform the Council’s decision as to whether or not the provisional TPO should be confirmed, an independent tree report was commissioned by the Council to verify the health and condition of the tree which was normal practice to do so.

The report was received on 27 January 2016 and stated that although the tree appeared to be healthy at this time, there were significant concerns over the potential damage done to the roots due to recent ground disruption. Unfortunately the damage had occurred on the ‘good side’ of the tree where the roots had had the best potential to grow given the proximity of the wall and public footpath which were likely to restrict the development of the root system on the other side. There was also a slight drop in ground levels down to the driveway of the adjacent property which further restricted root growth in that direction. Those barriers effectively restricted root growth on two sides of the tree therefore meaning that the tree would not have had much leeway to endure any loss. The Senior Planner commented that a significant build-up of dead wood was also found within the crown along with an inclusion in the large fork of the tree which would be subjected to considerable stress as the two main branches grew and increased in weight. Under those circumstances, a broad leafed tree could be reduced to compensate for the loss of roots however conifers did not respond as well to crown reduction and ultimately the tree would become too large for its location. Given the size and age of the tree, its

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PC.03.05.16 long term future was questionable as the demands of the root system would soon be reaching the limits of the ground conditions around it.

The tree would also be exposed to any severe weather conditions as it was not growing in the shelter of a group of other similar sized trees and the potential root damage added a further concern in that respect. Therefore the potential hazard was adjacent to a public road and footpath with potential impact on pedestrians and motorists as well as overhead cables and the adjacent property which would all be within falling distance of the tree.

On the basis of that professional advice, the Council made the decision not to confirm the Tree Preservation Order as the tree was considered to have become dangerous due to the various factors outlined in the report and the provisional TPO subsequently lapsed on 9 February 2016. Whilst it was acknowledged that the tree was visually significant within the immediate area, it was not considered that the loss of the tree would cause unacceptable harm to the character and appearance of the ATC as a whole. The Senior Planner said that the tree was by no means the only visually significant tree along that stretch of the road and the established character of generous front garden areas and mature hedgerows and trees would be maintained. Furthermore, given the professional advice received regarding the condition of the tree and the potential hazards, it was considered that it would also be unreasonable to continue to insist that the tree was retained as per the planning condition of the previous approval and it was therefore recommended that Full Planning permission should be granted.

Site Layout Plan

To compensate for the loss of the tree it was recommended that the approval should be subject to a condition requiring the replacement of the tree with a new tree of a more suitable species as indicated on the site layout plan. That would be required to be planted during the first available planting season following the removal of the existing tree.

Conclusion

In summary the Senior Planner considered that the proposed use was acceptable at that location. Whilst the proposal involved a non-employment use within the existing employment zoning, it would not result in any significant loss of land or buildings zoned for economic development use. Furthermore there were ample vacant properties and sites still available within the settlement limit to meet future employment needs and therefore it was not considered that the approval of this proposed use would prejudice the implementation of the overall aims and objections of the Development Plan. She confirmed that no objections to the proposal had been received and all of the relevant statutory bodies had been consulted and had confirmed that they would have no objections to the proposal. Therefore having carefully balanced all of the material planning considerations, it was recommended that FULL planning permission should be granted.

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Referring to the tree to be removed, Councillor Fletcher remarked that aphids produced excrement favoured by bumble bees. He wondered if any surveys had been carried out to establish if bees in that area were facing threats to their survival.

The Senior Planning Officer was not aware if such deliberation had been awarded but no hives had been found within the tree.

Councillor Fletcher commented that bees did not normally live in trees but if that had been the case, would a Tree Preservation Order have been retained.

In response, the Senior Planner was of the viewpoint that demonstrable ill effects on bees would be difficult to prove. Nevertheless, there were other similar pine trees in the area and the Arboriculturalist had indicated that a copper beech would be more suitable for that location.

RESOLVED, on the proposal of Alderman Graham, seconded by Alderman Keery, that the recommendation to grant approval of the planning application be adopted.

4.3 LA06/2015/0011/F – Approximately 397m SW of 43 Ballymoney Road, Craigavad, Holywood

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix III).

The Principal Planning and Technical Officer guided Members through a PowerPoint presentation which included a summary of the application, existing and proposed plans and photographs of the site:

. DEA: Holywood & Clandeboye . Committee Interest: A local application which attracted six or more separate individual representations which were contrary to the Officer’s recommendation . Proposal: A single 250kw wind turbine with a base height of 40m and blade length of 19.5m . Site Location: Approx. 397m SW of 43 Ballymoney Road, Craigavad, Holywood . Recommendation: Grant Planning Permission

The Principal Planning Officer outlined that a total of 14 representations from separate individual addresses were received. The site was located outside any development limits as designated in the Belfast Metropolitan Area Plan 2015 within the countryside and approximately 400m south west of 43 Ballymoney Road, Holywood in an area known as the Holywood Hills. It was accessed from the Ballymoney Road and a lane that ran along a field boundary (hedge). The land rose from the road level to a crest and the proposed turbine was to sit at a position slightly lower than the crest to the west. She explained that the land surrounding the site was mainly in agricultural use with scattered single dwellings and farmsteads.

There was an existing wind turbine (18.5m lattice tower) located south of no. 60 Ballymoney Road serving a farm. It was of a domestic scale and was approx. 750m

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PC.03.05.16 from the proposed turbine. Another domestic scale (15m tower) turbine was located at no. 68 Whinney Hill Road. An application for a turbine also associated with the same address (No. 60 Ballymoney Road) and located to the south of the farm complex was submitted and was the subject of a Non Determination Appeal which was dismissed by the Planning Appeals Commission in September 2015. Its current status was that leave has been applied for to Judicially Review the decision of the Planning Appeals Commission. The Council were considering applications for 2 other turbines along the Ballymoney Road However these applications have both been withdrawn (14 March 2016).

The Principal Planning Officer highlighted that the Natural Environment Division had offered no objection to the proposal and advised that the Bat formula should be applied. The turbine was more than the minimum 50m from habitat features and therefore it was judged to be a sufficient buffer distance between the turbine and nearby habitat features to mitigate the potential impact on bats. An informative would be attached to any potential approval to highlight the developer’s responsibilities regarding European Protected Species. The proposed development would not have an adverse impact on designated sites or bird migratory routes. Ards Borough Council’s Environmental health Department had not objected to the proposal subject to a number of conditions to protect the amenity of nearby residential properties in relation to noise. She added that all other consultees had offered no objections to the turbine.

Following on the Principal Planner stated that a Noise Assessment was submitted as part of the application and that was decided through consultation with the AND Borough Council’s EH Department. The Best Practice Guide (BPG) advised that the current approach of controlling wind energy development noise was by the application of noise limits at the nearest noise-sensitive properties as being the most appropriate approach. Absolute noise limits and margins above background should relate to the cumulative effect of all wind turbines in the area contributing to the noise received at the properties in question. Within the 10 times rotor diameter distance (390m) there were 4 dwellings. The nearest being no. 46 Ballymoney Road and no. 66 Whinney Hill Road at approximately 320m respectively. The next closest was no. 64 Whinney Hill Road at 370m and then no. 43 Ballymoney Road at 380m. The EH Department had detailed those dwellings in their Noise Limit Table which would be conditioned to be adhered to. As such although they were within the 390m buffer it was validated that the noise that may be experienced at those properties was at an acceptable level.

In making reference to the aspect of shadow flicker, the Principal Planner detailed that the BPG appraised that shadow flicker generally only occurred in relative proximity to sites and only properties within 130 degrees either side of north relative to the turbine could be affected within that region. The BPG also stated that at distances greater than 10 times rotor diameter the potential for shadow flicker was very low. In this case 10 times rotor diameter equated to 390m and no dwellings were located within that area. Therefore it was considered that the proposal would not cause any unacceptable impacts to nearby residential properties in terms of shadow flicker.

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Given the consideration of the proposal against relevant planning policy granting of planning permission was recommended.

The Chairman invited Cliona Gormley from Renewables NI to speak in support of the application.

Ms Gormley conveyed to Members that landowners approached her organisation to analyse their proposals prior to submission to the planning section and at that stage, some were refused. Renewables NI would be fully aware of concerns raised such as the visual impact, shadow flicker and noise. Although they had supported the application and planning approval had also been offered, she indicated that there remained many obstacles to surmount and many proposed wind turbines were never constructed.

Responding to a query from Councillor McIlveen about consulting with the closest inhabitants to a proposed turbine, Ms Gormley detailed that Renewables NI did not have that jurisdiction; rather they would attempt to address the concerns of objectors and their door was always open to those seeking advice.

Councillor McIlveen observed that the nearest dwelling was approximately 320m to the west of the planned site which he felt was in quite close proximity to the turbine. As such projects appeared to be in jeopardy anyway, he questioned why her company did not seek to invest in removing those hurdles prior to embarking upon the planning process.

Ms Gormley accepted that her organisation was not as knowledgeable about certain aspects as perhaps the NIE was. For example, they had no real insight into the remaining capacity on the grid system and a planning application had to be submitted before the applicant could formulate a request for a grid connection. However it was a risk that her organisation was willing to take.

Echoing previous comments, Councillor Fletcher asked why Renewables NI did not neighbour notify in respect of a 10m rotor diameter. He said that it had been found that the flickering of rotors could induce epileptic seizures in a percentage of the population and by issuing notifications about turbines they could assist in allaying that element of public unease.

In response, Ms Gormley clarified that the planning section issued neighbour notifications as well as placing relevant information in local newspapers. Her organisation was cognisant of the 10m rotor diameter and shadow flickers and insisted that the assessments undertaken covered all pertinent dwellings and inhabitants.

Councillor Dunne spoke of the 14 letters of objection when the proposals were initially submitted but there appeared to be none stating they had withdrawn their objection.

Following on, Alderman McDowell referred to the cumulative impact and questioned who was responsible for neighbour notification.

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The Head of Planning verified that the planning department was responsible but having said that, a single wind turbine was not determined to be a major development. With that borne in mind, there was no onus on the applicants for community consultation, 90m from the red line was the statutory requirement.

Alderman McDowell proposed, seconded by Councillor Fletcher that the recommendation to grant approval of the planning application be adopted.

The proposal was put to the meeting and with 3 voting FOR, 2 AGAINST and 5 ABSTAINING it was declared CARRIED.

The voting was as follows:

FOR (3) AGAINST (1) ABSTAINING (5) ABSENT (6) Aldermen Councillor Aldermen Alderman Henry McIlveen Carson Girvan McDowell Graham Councillor Councillor Gibson Barry Fletcher Keery Irvine Councillor McClean Dunne Thompson Walker

RESOLVED, on the proposal of Alderman McDowell, seconded by Councillor Fletcher, that the recommendation to grant approval of the planning application be adopted.

SHORT RECESS

The Chairman called for a short recess before continuing with discussion of the next item.

(Councillor McIlveen left the meeting at this stage – 8.04 pm)

4.4 LA06/2015/0328/F – Unit 3 Kiltonga Industrial Estate, Belfast Road, Newtownards

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix IV)

The Principal Planning and Technical Officer guided Members through a PowerPoint presentation which included a summary of the application, existing and proposed plans and photographs of the site:

. DEA: Holywood & Clandeboye . Committee Interest: A local application which attracted six or more separate individual representations which were contrary to the Officer’s recommendation . Proposal: Retrospective Change of use from Class B2 (Light Industrial) to Class B3 (General Industrial) . Site Location: Unit 3 Kiltonga Industrial Estate, Belfast Road, Newtownards

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. Recommendation: Grant Planning Permission

The Principal Planning and Technical Officer outlined that the site was within Kiltonga Industrial Estate, an area designated as industrial land in the Ards and Down Area Plan 2015. Adjacent land uses included Downtown Radio to the south west, with light industrial, general industrial and warehousing uses predominant in the wider Industrial Estate. Retrospective planning permission was sought for a change of use from Light Industrial (Class B2) to General Industrial (Class B3). A total of 45 objections had been received from 38 separate individual with the majority of those concerns raised in relation to noise from the industrial use. Other concerns related to pollution, traffic levels, impact on wildlife, visual pollution, and cumulative impact of change in the area.

She acknowledged that the proposed use was regarded to be general industrial by virtue of the noise and emissions it produced. Therefore to regularise the current operations, this retrospective application for a change of use from light industrial (Class B2) to general industrial (B3) was submitted. Policy PED 1 of PPS 4 stated that proposals for a Class B3 general industrial use would be permitted in an existing industrial area provided it was of a scale, nature and form appropriate to the location. The scale nature and form of the proposed operation appeared consistent with other industrial uses within the Industrial Estate. Policy PED9 in PPS4 required that proposals for economic development use met certain criteria. As the proposed use was noise generating, the potential impact of noise was an important consideration and the majority of representations received had raised concerns surrounding the noise impact, including complaints regarding noise levels experienced in the past.

The Principal Planner informed Members that at the request of the Council’s Environmental Health Service, a noise impact assessment was submitted. The assessment was carried out in relation to the nearest noise sensitive receptor which was identified as Downtown Radio. The report recommended that a further reduction in the noise levels of the proposed use to 5dB above background should considerably improve the acoustic environment at the nearest noise sensitive receptor. Mitigation measures to achieve that reduction were suggested to include: replacing the roof with a high density roof; housing the extraction system; replacing the door with a heavy acoustic door with acoustic seals; mounting the extraction system; and improvement of the extraction fan. The Council’s Environmental Health Service had substantiated the report and on that basis had returned no objection with suggested conditions relating to the noise level, mitigation measures and hours of operation.

Furthermore, the conditioning of the noise level to no more than 5dB above background (including rating penalties) was reckoned to be sufficient to ensure that a noise nuisance would not ensue at the nearest noise sensitive receptor (ie Downtown Radio). As the nearest residential property was over 180 metres to the north east and most residential dwellings in the vicinity of the site were over 200 metres distant, it was verified that the nature and operation of this general industrial use would not unacceptably harm the amenities of nearby residents provided that the noise generating activities within the site were reduced and maintained at the suggested level. The Council reasoned that in principle an area of existing industrial

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PC.03.05.16 use was the most appropriate location for industrial uses of all classes provided that the policy provisions of PED 9 were met.

As that was the case with this proposal, grant of planning permission was recommended as the following had been evaluated: the scale, nature and form of the proposed use were considered to be appropriate for its location; the nature and operation of the proposed use would be compatible with surrounding land uses, would not unacceptably harm the amenities of nearby residents, and would not result in a noise nuisance provided that the noise generating activities within the site were reduced and maintained at the conditioned level.

The Principal Planner indicated that approval of the proposed use with appropriate conditions would regularise the development and bring the use and its associated noise effects under control. Having studied all material considerations, including the development plan, relevant planning policies, representations and consultations, it was recommended that retrospective permission should be granted.

The Chairman invited Mr Damien McLaughlin, Mr Darren Sales and Mr Peter Lloyd to speak for five minutes in support of the application.

Mr McLaughlin expressed his gratitude to the Committee and its Members for allowing him the opportunity to speak in support of this application. He commenced his introductions by declaring himself as the agent, Darren Sales from Technical Metals was the Operations Manager at the application site and Peter Lloyd was the applicant’s noise consultant and had prepared the Noise Assessment submitted with the application. He was certain Members would not be surprised that they agreed with the recommendation of the Planning Officer to approve the application. However they wished to be here in person to answer any questions that might arise and also to give a reassurance to the Committee and objectors that they were fully aware of the proposed conditions requiring the noise level to be no more than 5dB above the existing background noise levels and also the timescales contained therein.

To that end, Mr McLaughlin emphasised that Technical Metals had already engaged Peter Lloyd & Associates to begin the process of agreeing the physical works required to ensure the noise level was met with the Council’s Environmental Health Department. He stressed that they were fully aware of the obligations contained within the conditions and committed to complying with those within the timescales set by the Council. He concluded by saying how grateful they were to the Council’s planning department in working with them to achieve compliance.

Alderman McDowell sought clarification as to the principal cause of the noise and wondered if it was the production process itself. As he lived nearby, he was alert to the noise at night and asked if steps had been taken to resolve the situation.

Mr Sales was pleased to report that for almost 2 years his company had ceased operation of its 24 hour shift pattern. A piece of operating equipment had been the noise source. They buffed aluminium using a wet flush filter system but the extraction fan at a certain frequency was responsible for audible noise. On that basis, alternative processes were now undertaken at weekends.

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Additionally, Mr McLaughlin commented that the equipment had also been housed in a building without soundproofing. In line with Environmental Health timeframes and to minimise noise levels, physical works had since been undertaken to encase that piece of equipment and provide a heavy solid roof and a special acoustic soundproofing door.

Alderman McDowell was conscious of the fact that noise travelled considerably further at night.

The Head of Planning reiterated that no works would occur at night, as the hours of operation would be restricted in line with Condition 5: Monday to Friday 08.00 – 18.00, Saturday 09.00 – 13.00 and Sunday/Bank Holidays no operation.

Councillor Fletcher speculated if those physical modifications had engendered an overall improvement in activities and an increase in productivity.

Mr Sales regretted that there had been no increase in efficiencies; instead a total of £13,000 had been spent on the above alterations by the company to date. Consideration had been given to perhaps moving the extraction process off site to its factory in Portadown. That decision would entail the loss of six jobs in Newtownards and he was not keen to see that happen. Hence, the route of mitigation was preferable to retain their entire existing workforce at Kiltonga.

In terms of measuring noise levels, Mr Lloyd explained to Alderman McDowell that within a 100m radius no noise was now audible and therefore it could not be measured.

Mr Sales stated that the factory site was positioned lower than the Belfast Road. As she had been out at that location, the Principal Planning Officer confirmed that to be the case.

NOTED.

RESOLVED, on the proposal of Alderman Graham, seconded by Councillor Fletcher, that the recommendation to grant approval of the planning application be adopted.

(The representatives withdrew from the meeting at this stage – 8.20 pm)

(Councillor Fletcher left the meeting at this stage – 8.20 pm)

4.5 LA06/2015/0124/F– 55c Clifton Road, Bangor

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix V).

(Councillor Fletcher re-entered the meeting at this stage – 8.21 pm)

The Principal Planning and Technical Officer guided Members through a PowerPoint presentation which included a summary of the application, existing and proposed plans and photographs of the site:

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. DEA: Bangor Central . Committee Interest: A local application which attracted six or more separate individual representations which were contrary to the Officer’s recommendation . Proposal: Single storey rear extension . Site Location: 55c Clifton Road, Bangor . Recommendation: Grant Planning Permission

In reply to a query from Alderman Keery, the Senior Planning Officer verified that Bangor East was an area of Townscape Character as designated in BMAP but the site lay within the DEA of Bangor Central.

NOTED.

RESOLVED, on the proposal of Alderman Keery, seconded by Alderman Carson, that the recommendation to grant approval of the planning application be adopted.

4.6 LA06/2016/0258/LBC – Town Hall, The Castle, Bangor

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix VI).

The Principal Planning and Technical Officer guided Members through a PowerPoint presentation which included a summary of the application, existing and proposed plans and photographs of the site:

. DEA: Bangor Central . Committee Interest: Application was made by the Council . Proposal: Erection of an Ulster History Circle Blue Plaque on front façade of Town Hall (500mm in diameter) . Site Location: Town Hall, The Castle, Bangor . Recommendation: Grant Listed Building Consent

With regard to the siting of the blue plaque, Councillor Fletcher asked who would be responsible for its upkeep and maintenance.

The Director of Development, Regeneration and Planning confirmed that that aspect of work would be handled by the Council’s maintenance squad. She was keen to point out that the plaque would be weather proofed with a special durable coating.

NOTED.

RESOLVED, on the proposal of Alderman Carson, seconded by Alderman Keery, that the recommendation to grant approval of the planning application be adopted.

4.7 LA06/2016/0259/F – Town Hall, The Castle, Bangor

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix VII).

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The Principal Planning and Technical Officer guided Members through a PowerPoint presentation which included a summary of the application, existing and proposed plans and photographs of the site:

. DEA: Bangor Central . Committee Interest: Application was made by the Council . Proposal: Erection of memorial stone mounted on a sandstone plinth . Site Location: Town Hall, The Castle, Bangor . Recommendation: Grant Planning Permission

RESOLVED, on the proposal of Alderman Carson, seconded by Alderman Keery, that the recommendation to grant approval of the planning application be adopted.

4.8 LA06/2015/0463/F – 277 Clandeboye Road, Bangor

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix VIII).

. DEA: Bangor Central . Committee Interest: A local application which involved a departure from the Development Plan and which was recommended for approval . Proposal: Extension and alterations to school and construction of new annex to Church including car park and ground works . Site Location: 277 Clandeboye Road, Bangor . Recommendation: Grant Planning Permission

As Alderman Graham had declared an interest and intended to leave the meeting at this stage, there was no quorum to allow discussion. The item was therefore deferred to next month’s Planning Committee.

NOTED.

4.9 LA06/2016/0081/F – Bangor Abbey, 1 Newtownards Road, Bangor

PREVIOUSLY CIRCULATED:- Copy documentation (Appendix IX).

The Principal Planning and Technical Officer guided Members through a PowerPoint presentation which included a summary of the application, existing and proposed plans and photographs of the site:

. DEA: Bangor Central . Committee Interest: Council application . Proposal: Installation of a piece of Public Art based on the Bangor Bell to comprise a 3.3m high repousse bronze bell form on a 1.2m high stone base. The works would also include paved path approx. 1m wide from existing path to the art piece and lighting . Site Location: Bangor Abbey, 1 Newtownards Road, Bangor . Recommendation: Grant Planning Permission

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RESOLVED, on the proposal of Alderman Keery, seconded by Councillor Dunne, that the recommendation to grant approval of the planning application be adopted.

5. UPDATE ON PLANNING APPEALS

PREVIOUSLY CIRCULATED:- Report from the Head of Planning detailing the undernoted:

New Appeals Lodged

1. To date no new appeals had been lodged with the Planning Appeals Commission.

Decisions

2. The following appeal was upheld by the Planning Appeals Commission on 4 March 2016.

Application Reference: X/2014/0558/O Appeal by: Mr & Mrs J Hutchinson Subject of Appeal: Proposed replacement dwelling and garage under planning policy PPS21 CTY3 Location: Lands adjacent to and south of no. 71 Ballygowan Road, Comber

The Council refused planning permission on 31 July 2015 for the above development for the following reasons:

. The proposal was contrary to Policy CTY1 of Planning Policy Statement 21, Sustainable Development in the Countryside in that there were no overriding reasons why this development was essential in this rural location and could not be located within a settlement.

. The proposal was contrary to Policy CTY3 of Planning Policy Statement 21, Sustainable Development in the Countryside, in that the building to be replaced did not exhibit the essential characteristics of a dwelling and all the external structural walls were not substantially intact.

Since the initial site visit by the planning authority, its representative at an accompanied site visit following the hearing indicated that much of the vegetation covering the structure had been cut back which had revealed more of its external walls. The Commissioner commented that whilst the chimney was missing, the southern gable of the structure was essentially intact. The northern gable, whilst missing part its apex and one corner stone, still retained the majority of its profile. The evident building fabric remaining lead her to conclude that all the external walls of the structure were substantially intact and it was therefore eligible as a replacement opportunity under CTY3 and accordingly complied with Policy CTY1.

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Scheduled Hearings

3. To date no further appeals had been scheduled for hearing.

RECOMMENDED that Members note the content of this report.

Councillor Fletcher enquired if a precedent had been set on how the Council interpreted similar proposals for replacement dwellings.

The Head of Planning remarked that the PAC had taken a different stance. Officers had abided by Policies CTY1 and CTY3 which required four walls to be substantially intact. It had been difficult to discern what was actually remaining of the previous property due to the overgrown vegetation. There was now a two pronged test to pass – if its four walls were substantially intact and that it was built as a dwelling.

Councillor Fletcher was familiar with the site and noticed that it had been a long time since anyone had lived there.

The Chairman concluded that the PAC was an independent body and could be viewed as a safety valve. He was heedful that an applicant could not be forced to remove the vegetation.

NOTED.

RESOLVED, on the proposal of Alderman Keery, seconded by Alderman Carson, that the recommendation be adopted.

6. DOE CALL FOR EVIDENCE

PREVIOUSLY CIRCULATED:- Report from the Head of Planning detailing the undernoted:

Background

1. On Monday 7 March 2016 the Environment Minister, Mark H Durkan, announced ‘Call for Evidence’ on strategic planning policy for Development in the Countryside and Renewable Energy.

2. The ‘Call for Evidence’ in relation to both those policies provided an opportunity for all interested parties to express their views on key matters that they considered needed to be addressed through the full reviews.

3. It should be noted that this ‘Call for Evidence’ related to regional strategic policy rather than local policy which would be brought forward through Local Development Plan policies. Councils were responsible for preparing their LDP and in doing so must take account of the strategic policy set out in the SPPS.

4. At the Planning Committee meeting of 5 April it was agreed that officers bring back a report for comment prior to closure of the consultation on 6 May.

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Development in the Countryside

5. The aim of the SPPS with regard to the countryside was to manage development in a manner which struck a balance between protection of the environment from inappropriate development, whilst supporting and sustaining rural communities consistent with the Regional Development Strategy 2035. The policy objectives were to:

. Manage growth to achieve appropriate and sustainable patterns of development which supported a vibrant rural community

. Conserve the landscape and natural resources of the rural area and to protect it from excessive, inappropriate or obtrusive development and from the actual or potential effects of pollution

. Facilitate development which contributed to a sustainable rural economy

. Promote high standards in the design, siting and landscaping of development

6. The current strategic policy approach was to cluster, consolidate and group new development with existing established buildings and promote the re-use of previously used buildings. The SPPS identified a range of development types (both residential and non-residential) which in principle were considered to be acceptable in the countryside and provided that other types of development would be considered as part of the development plan process in line with the other policies set out within the SPPS.

7. The DOE welcomed comments on all aspects of strategic planning for development in the countryside, but was particularly keen to hear views on the following question:

. How should strategic planning policy assist with achieving sustainable development to support a vibrant rural community, without compromising our natural and built environment, and other assets of acknowledged importance?

Proposed Response

8. The Council was generally supportive of the policies within the Strategic Planning Policy Statement in so far as they could contribute to sustainable development out with settlement limits.

9. Under ‘dwellings on farms’ there was concern around the requirement to visually link or cluster with an established group of buildings on the farm holding. There was lack of clarity regarding what constituted ‘established’ and whether those buildings to be clustered with could be conditioned for retention. A number of such applications had been approved, only to find the buildings to be clustered with were then demolished to make the site more attractive to a buyer outside of the farm holding. Whilst supportive of providing dwellings for farming families to encourage ongoing upkeep of farming businesses through generations, the vast majority of approvals were sold off, which despite satisfying the ‘other rural

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dwellers’, seemed to run contrary to providing sustainable development in the countryside as those tended to be located outside of small clusters or small settlements.

10. Under ‘infill/ribbon development’ there was concern around the amount and scale of housing that was permitted under that type of development. The Council would express concern that in some cases, where the development pattern along a roadside was quite dispersed, approval under that type of development had the effect of adding to a ribbon, which was not in the interests of sustainable development.

Renewable Energy

11. The DOE welcomed comments on all aspects of strategic planning for renewable energy, but was particularly keen to hear views on the following question: . How should the Northern Ireland planning system best facilitate sustainable renewable energy development in appropriate locations without compromising our natural and built environment, and other assets of acknowledged importance?

. How could strategic planning policy best assist with addressing potential amenity issues that may arise as a result of facilitating all types of renewable energy development (eg wind, solar, water (hydropower), geothermal energy, biomass)?

Proposed Response

12. The Council was particularly concerned with the present policy with specific reference to wind energy. It would endorse the findings and recommendations of the Environment Committee’s Report on the Inquiry into Wind Energy, especially in respect of the following:

a. The Council expressed some concern that the term ‘economic considerations’, which was used in PPS 18 and had been retained in the SPPS, had not been clearly defined and it would urge the Department to do so

b. The Council recommended that procedures should be put in place so that a saturation point was clearly defined, rather than being a judgement call of individual planning officials

c. The Council recommended that the Department should review the distance for neighbour notification in the case of wind turbine planning applications with a view to extending it beyond the current 90m radius

d. The Council recommended that the Department should review the use of the ETSU-97 guidelines on an urgent basis, with a view to adopting more modern and robust guidance for measurement of wind turbine noise, with particular reference to current guidelines from the World Health Organisation

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e. The Council recommended that the Department, working with local universities, should commission independent research to measure and determine the impact of low-frequency noise on those residents living in close proximity to individual turbines and wind farms in Northern Ireland

f. The Council recommended that the Department, taking into account constraints on the availability and suitability of land for the generation of wind energy, should specify a minimum separation distance between wind turbines and dwellings

g. The Council also recommended that, as part of the pre-application consultation process, independent community engagement reports should be prepared; and that written acknowledgement from residents that they had been adequately informed about the proposed development should be prepared and retained as a record of consultation (for both single turbines and wind farms)

RECOMMENDED that the Council approves the proposed response.

The Head of Planning brought attention to the content of the report which she had formulated as a possible response to the Environment Minister‘s ‘Call for Evidence’ on strategic planning policy for Development in the Countryside and Renewable Energy. To that end, she specifically noted points 8-10 and 12 for Members’ perusal. She also made mention of the Royal Town Planning Institute which had tabled a response. The predominant issues necessitating clarity included ‘dwellings on farms’ whereby there was a requirement to cluster a new dwelling with an established group of farm buildings. Many were immediately sold off or former buildings were demolished. Currently, the planning department did not have the power to ensure those were retained and integrated within the countryside. In addition, under ‘infill/ribbon development’, there was a level of concern about the scale of housing being permitted that was leading to a dispersed development pattern and creating a ribbon effect. Another crucial matter to take account of was wind energy and subsequent endorsement of the findings and recommendations of the Environment Committee’s Report.

She furnished Members with an overview on pertinent issues such as a defined saturation point, reviewing the distance for neighbour notification for wind turbine planning applications, an urgent review of the ETSU-97 guidelines to gain a more robust guidance for noise measurement, working with local universities to determine the impact of low frequency noise, specification of a minimum separation distance between turbines and dwellings and lastly, the preparation of community engagement reports and written acknowledgement from residents that they had been sufficiently informed about proposed turbines/wind farms.

The Head of Planning ended by saying that if the Committee was satisfied with the report’s content, she would forward it to the DOE.

Alderman Carson welcomed the Officer’s response.

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Alderman Carson proposed, seconded by Alderman Keery that the recommendation be adopted.

Alderman Graham raised the subject of renewable energy and voiced disquiet about wind turbines, wind farms and solar farms. He said it was theoretically probable for large swathes of the countryside to be enveloped in solar or wind farms and recognised that it would be difficult to control. Although raising no problems with domestic wind turbines, he was opposed to large scale multi-million industrial operations moving into rural areas. Such industrial scale businesses would not be permitted to do so in other circumstances but there seemed to be minimal authority through which they could be stopped. Large scale solar farms were an impediment to the beauty of the Borough and its asset as a tourism destination. The Member suggested that those points be included in the Council’s response.

As proposer, Alderman Carson stated that he was in agreement with that inclusion.

Although supportive of the greater part of the proposed response, Alderman McDowell was not convinced that item (g) was practical and it could be problematic. He was of the belief that it would become impossible to erect a wind turbine if reliant upon the community stating that they had been kept adequately informed. In his opinion it was highly impractical and could bring the entire process into disrepute.

In concurrence, the Chair underlined that the public should be kept informed but it was the Council who had to be satisfied rather than them and he felt the wording should be altered.

The Head of Planning took on board those comments advising that she would re- examine and re-word item (g).

Alderman Carson asked for an agreement that the amendment be emailed to Members of the Committee and they were all in favour of that suggestion.

The Head of Planning pointed out that the date for submission had been extended to 16 May and undertook to amend and email Members accordingly.

The Director of Development, Regeneration and Planning added that it would be the understanding of Officers that if Members did not respond they were content with the changes.

NOTED.

RESOLVED, on the proposal of Alderman Carson, seconded by Alderman Keery, that the recommendation be adopted; also that comments regarding large scale solar and wind farms be included and that item 12(g) be re-worded.

7. REPORT ON PLANNING STATISTICS AND PERFORMANCE

PREVIOUSLY CIRCULATED:- Report from the Head of Planning detailing that the report was to provide Members with an overview of the performance of the Planning Department in the first year following the transfer of planning powers to the Council.

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1. The overall objective of the planning system was to further sustainable development and improve well-being for the people of Northern Ireland. Planning was fundamentally about creating places where communities flourished and enjoyed a shared sense of belonging, both now and in the future.

2. It was recognised that the planning system could, and should, do more to unlock development potential, support job creation and aid economic recovery, but not at the expense of compromising on environmental standard.

3. Creating places where communities flourished and enjoyed a shared sense of belonging, both now and into the future, was fundamentally what planning was about. In order to make a positive change on the ground, planning authorities should prioritise timely and predictable decision-making to support positive place-making and effective stewardship that contributed to shaping high quality sustainable places to live, invest, work and spend leisure time in.

4. As stated with the Strategic Planning Policy Statement, a key dimension of sustainable development for Northern Ireland was economic growth. That required the planning system to continue to provide protection to the things we cherished most about our built and natural environment, including our heritage assets whilst unlocking development potential, supporting job creation and aiding economic recovery for the benefit of all our people.

5. In line with the above, in the year following the transfer of the majority of planning powers from DOE to the Council in April 2015, the Council had issued decisions on 965 planning applications. Of those we approved some 340 domestic extensions which equated to around £10m investment in the Borough. We had approved in the region of 429 new dwellings (not including those that were renewals or change of house types) and if we averaged a modest £100k per house build, then that equated to c£43m investment in the Borough.

6. We had facilitated a large number of Pre-Application Discussions to assist developers in front-loading their applications to enable smooth processing of critically important investment proposals through the planning system.

7. The fee income generated from the 1018 applications received in the past year equates to £948,183.95. Additionally fee income from Property Certificates had equated to c£100,000. Aside from contributing greatly to the Council’s rating process, that level of investment and confidence to invest in the Borough was encouraging, and showed that we as a Council were open for business and were fit to compete at a high level with the other Councils.

8. The attached tables gave a detailed breakdown of the number of applications submitted and decided.

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Live Planning Applications in system at 31 March 2015

Under 6 6-12 12-18 18-24 >24 Total months months months months months 416 102 63 27 20 628

Planning Applications received 1 April 2015 – 31 March 2016

Applications Applications Received Decided Quarter 1 April 15 94 8 May 82 84 June 105 110 Quarter 2 July 69 99 Aug 79 69 Sept 72 88 Quarter 3 Oct 100 85 Nov 76 79 Dec 79 83 Quarter 4 Jan 16 71 86 Feb 93 107 Mar 86 67 Total 1018 965 Fee income: £948,183.95

Live Planning Applications in system at 31 March 2016

Under 6 6-12 12-18 18-24 >24 Total months months months months months 360 165 60 22 28 635

628 live applications transferred from DOE. At 31 March 2016 110 applications remained – a reduction in the transferred cases of 82.5%. Ongoing work to finally determine the remaining legacy cases was being prioritised.

RECOMMENDED that the Council notes the content of this report.

The Head of Planning made reference to the report and highlighted the salient points. She believed it was timely to impart this information to Members given that the first year succeeding the transference of planning powers to Councils had just ended. She was pleased to accentuate the total fee income generated from 1018 applications during that period of £948,183.95 together with the additional income from the issue of Property Certificates of £100,000. Moreover, calculations demonstrated that approval of 340 domestic extensions equated to almost £10m investment in the Borough and if the average house build was £100k, then the 429

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PC.03.05.16 new dwellings approved amounted to a further investment of £43m. She also felt the pre application discussions and enquiry meetings had proven to be beneficial as the planning department was seen to be open and engaging. Therefore, she voiced confidence that the service was deemed fit for purpose and could easily compete at a high level with other Councils.

In welcoming the good news, Councillor Fletcher praised the Planning Officers for ensuring a great service was being offered. He observed that the number of live planning applications in the system over 24 months had increased and sought the rationale for that.

The Head of Planning thanked the Member for his kind words adding that she would certainly pass them on to staff. In terms of live applications, she was confident that that figure would be reduced within six months as many were historical applications. Reasons for their delay involved matters such as a revised PPS15 Flood Risk Policy which now demanded a drainage assessment and Transport NI being undecided as to which route the proposed Craigantlet roundabout should take.

In response to a suggestion from Councillor Fletcher about PR, the Director of Development, Regeneration and Planning alluded to a press release prepared and ready to be issued following this meeting.

NOTED.

RESOLVED, on the proposal of Councillor Fletcher, seconded by Alderman McDowell, that the recommendation be adopted

8. ANY OTHER BUSINESS

8.1 Item 5 – Update on Planning Appeals

The Head of Planning referred to the December 2015 meeting of the Committee and two applications for wind turbines at Ballyhalbert which had received an opinion of approval and been overruled at that meeting. Consequently, those decisions were appealed in March 2016 and in accordance with PAC protocol, Planning Officers were now obliged to submit a Statement of Case before 26 May 2016 and attend a site meeting on 6 July 2016. In that regard, she enquired how Members wished to proceed advising that she would be happy to word the Statement but who should represent the Council at the site meeting. She ventured that perhaps the proposer and seconder for the overturn may be interested in attending.

The Chair reported that he would be happy with that course of action to include the reasons why Members voted to overturn the planner’s decision. He also thought it worthwhile to flag up that it would be a new Committee membership by 6 July with a new Chair and Vice Chair.

Although willing to write the Statement of Case, the Head of Planning was mindful that the difficulty arose with the Royal Town Planning Institute, as she did not want to give the impression that Planning Officers were going against the professional

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PC.03.05.16 opinion. She suggested that the attendees could be selected at next month’s meeting.

(Alderman Carson left the meeting at this stage – 9.02 pm)

SHORT RECESS

As there was no longer a quorum of Members, the Chairman called for a short recess whilst awaiting Alderman Irvine to join the meeting.

(Alderman Irvine entered the meeting at this stage – 9.25 pm)

For the benefit of Alderman Irvine, the Head of Planning reiterated previous discussion on the matter.

She wondered who should attend the site meeting noting that the Planning Officer’s professional judgement would be based on the planning approval offered.

At this juncture, the Chair suggested that the decision be taken in two parts, firstly the preparation of the Statement of Case and secondly, deciding on which Members should attend the site meeting.

Alderman Keery proposed, seconded by Alderman McDowell that the Head of Planning prepares the Statement of Case for submission to the PAC by 26 May 2016.

As Members were in agreement, it was

RESOLVED, on the proposal of Alderman Keery, seconded by Alderman McDowell, that the Head of Planning prepares the Statement of Case for submission to the PAC by 26 May 2016.

Following on, the Chair suggested that the decision regarding the site meeting be deferred to next month’s Planning Committee.

The Director of Development, Regeneration and Planning agreed that that would be advisable to allow a range of options to be cogitated thereby reaching an informed decision.

However, Alderman McDowell was of the opinion that choosing the proposer and seconder to attend the site meeting was the sensible solution. He insisted that the incoming Chair and Vice Chair may not support the decision taken by the Council. The general principle was that any Member proposing or seconding a resolution should have the confidence to back it up.

Alderman Graham accepted that the Planning Committee had the authority to overrule the decisions put forward by Planning Officers. However he felt there remained a grey area when interpreting the validity of a beautiful rural area and that could not be arbitrated simply. He too valued the suggestion of the proposer and seconder as Planners could not be expected to forfeit their professional opinions.

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Alderman Keery proposed, seconded by Councillor Fletcher that the decision on attendees for the site meeting be deferred to June’s meeting of the Planning Committee.

RESOLVED, on the proposal of Alderman Keery, seconded by Councillor Fletcher, that the decision on attendees for the site meeting be deferred to June’s meeting of the Planning Committee.

8.2 Chairman of the Planning Committee

The Chairman took the opportunity to offer his sincere thanks and best wishes to Members and staff for supporting him in his role as Chair. He thought they had formed a strong team who had all worked well to a high standard.

As it was the last planning meeting with Alderman Gibson as Chair, on behalf of the Committee, Alderman Graham paid tribute to his great service and the fact that he had attended almost every meeting.

The Chairman appreciated those kind words and reiterated the great support he had received both from Members and Officers. He also thanked the Vice Chair for his tremendous support.

Councillor Dunne echoed previous sentiments stating that it had been great working with the Chairman and he thanked him for his hard work.

The Chairman once again expressed his gratitude to the Director, Head of Planning and entire planning team, Members and staff and wished everyone well for the future.

NOTED.

9. TERMINATION OF MEETING

The meeting terminated at 9.38 pm.

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ITEM 7.2

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Environment Committee was held in the Council Chamber, 2 Church Street, Newtownards on Wednesday, 4 May 2016 at 7.00pm.

PRESENT:

In the Chair: Councillor Boyle

Alderman: Henry

Councillors: Armstrong-Cotter Ferguson Cathcart Leslie Cummings Roberts Edmund Wilson

Officers: Director of Environment (D Lindsay), Head of Building Control, Licensing and Neighbourhood Environment (R Brittain), Head of Waste and Cleansing Services (N Martin), Head of Assets and Property Services (P Caldwell) and Democratic Services Officer (H Loebnau)

In Attendance: Alderman Smith, Councillor Cooper and Councillor Smith

1. APOLOGIES

Apologies were received from Councillors Armstrong, Barry, Muir, Smart, Fletcher and Martin.

2. DECLARATIONS OF INTEREST

The Chairman asked Members to advise of any declarations. None were advised.

NOTED.

3. DEPUTATION – SONI LTD

The Chairman welcomed Robin McCormick, Daniel McLoughlin and Natasha Sayee from SONI Ltd and invited them to make their presentation to the Committee.

Mr McCormick began by stating that he was pleased to be in a position to be able to present to Members. SONI (System Operator for Northern Ireland) was responsible for operating the electricity grid in Northern Ireland and for planning ahead for future growth in demands on that supply. Better energy management would mean greater prosperity for the inhabitants of the region in the years ahead.

He stated that SONI delivered a safe, secure, economic and reliable electricity network and from its control centre in Belfast and it managed the flow of power on the high-voltage grid throughout the region. It brought electricity from sources of EC.04.05.16 energy generation and sent it to businesses and industries that needed large amounts of energy. It also powered Northern Ireland Electricity’s distribution network which supplied electricity to homes, farms and businesses.

SONI reported that investment was needed to improve the grid and that that would be essential to make the supply of electricity more reliable and cost-effective into the future. It supported economic growth and enabled competition, but to do this well it needed to develop the grid so it could connect to new sources of renewable energy in the future.

It was noted that Northern Ireland had one of the best wind sources in Europe, and had excellent potential for ocean energy. There was already a large amount of wind energy on the grid but it was intended to double that capacity to meet the Assembly’s target of 40% renewable energy use by 2020.

SONI was planning a new connection between electricity networks in Northern Ireland the Republic of Ireland and that would work similarly to the existing connection Northern Ireland had with Scotland.

The North South Interconnector (400kW) would be vital to make the electricity network stronger and more secure into the future to avoid a deficit position. It would also allow for more competition which should bring prices down. It was proposed that work on that project would be completed in 2019 quarter four.

With a better energy supply in place, farms, factories and towns across Northern Ireland would be able to expand. Equally, it was hoped that large industries and high-tech companies would now have more reason to locate here.

In conclusion, SONI would welcome Ards and North Down Borough Council’s support once the Planning Appeals Commission’s Public Inquiry process was recommenced and a delegation from Council would be welcome to visit SONI Headquarters to view the operation of the system in its control centre.

The Chairman thanked Mr McCormick for his presentation and invited questions from Members.

Councillor Wilson was encouraged by investments to be made in renewable energy stressing that it was essential to have that link. When making business location decisions companies would be made aware of the insecurity of an ongoing supply in the future for Northern Ireland.

When making comparisons with the United Kingdom mainland it was noted that large energy users were paying more in Northern Ireland. They could therefore be losing out in terms of attracting inward business investment.

Councillor Cathcart referred to the changes in demand, and the difficulties in predicting that and responding to it. It was also noted that this was a time of great change in the way energy was used and chargeable cars could also be significant in to the future.

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Alderman Henry had been interested to hear the presentation which had been very informative. He had no problem with the proposed North South Interconnector.

Councillor Edmund spoke of the inefficiency in wind electricity generation in general. He noted that in Scotland wind farmers received compensation if the energy they could supply was not used. In Northern Ireland there was no compensation but rather a capacity payment offered. The curtailment payment would be abolished in the future.

The Chairman thanked the representatives from SONI and they left the meeting at 7.45 pm.

4. ASSETS AND PROPERTY SERVICES – SERVICE DELIVERY REVIEW (FILE 43600)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment providing a brief overview of the Assets and Property Services Department’s key achievements over the past 12 months and an outline of the key aims for the forthcoming year.

Key Achievements for 2015/16:

1. Policy Development

As was to be expected in any new organisation, the creation of new policies was an essential step. Carefully crafted policies had the potential to positively shape everything the Council did, promoting a consistent, equitable and efficient approach to service delivery and improvement.

To date, the following policies had been developed and implemented:

 Memorial Seating  Graffiti Removal  The Provision of Shelters at Bus Stops  Vehicle Replacement

Those policies were already making a difference in the Borough, with many residents benefiting from their implementation.

2. Property Refurbishment Projects

In both legacy Councils refurbishment of buildings was notoriously difficult to secure funding for, as it was often not considered to fall into the category of capital works and revenue budgets were often only adequate for day to day routine maintenance.

However, under the new Council arrangements all the individual maintenance budgets had been centralised, under the control of the Assets & Property Services Department. In addition to savings achieved through rationalising maintenance contracts across the new organisation and benefiting from economies of scale, a major benefit arising had been more effective management of maintenance budget surpluses. Individually, those surpluses across various departments and sections 3

EC.04.05.16 were relatively insignificant and often reported as an underspend or reallocated elsewhere. However, when centralised they released a sum of around £200k in the past year and that sum was used to reduce pressure on our capital purse by completing projects highlighted by the legacy Councils. Those included:

 Comber Toilets refurbishment  Mill Stree Newtownards Toilets refurbishment  Millisle Football Pavilion refurbishment  New playground equipment installed at Portavogie, Greyabbey, Kilcooley and Skipperstone Rd.  Millisle Public Toilets refurbishment

3. Property Maintenance Strategy

Council had now drafted a Property Maintenance Strategy that would see the ongoing use of the funding in the most efficient and effective way, to actively improve the condition, functionality, statutory compliance and energy efficiency of Council’s entire estate. That strategy would be presented to Council in June.

4. Harbours Pricing Strategy

A full review of the pricing arrangements for use of harbours was undertaken, producing a more balanced and equitable pricing structure for all the harbours managed by the Council.

Key Targets for 2016/17 1. Planned Preventative Property Maintenance Programme

In order to minimise whole life costs of maintaining our properties and maintaining compliance with statutory requirements and best practice, a robust planned preventative maintenance programme would be implemented.

2. Condition Surveys

A key aspect of Council’s maintenance strategy would involve a rolling programme of property condition surveys, to identify repairs and maintenance works that should be carried out before more significant disrepair or damage was incurred. The surveys would also look at energy efficiency, statutory compliance and the potential to improve the “suitability” of the building. Findings would be costed and grouped into refurbishment projects to be completed the following year.

3. Property Refurbishment Projects

Approximately 15 properties would benefit from refurbishment projects each year, making a tangible difference to Community Centres, Public Toilets and Sports Pavilions.

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The projects were selected based on the quality score of the building, determined through the ongoing property condition surveys that were integral to the planned maintenance of Council’s estate.

During the forthcoming year refurbishments were planned at 8 public toilets and 10 community centres, and the locations and scope of works would be finalised in the next month.

4. Energy Efficiency Projects

During the course of Condition Surveys officers noted potential for improved energy efficiency. Those potential projects would be ranked based on their pay-back period and the most appropriate projects were selected for completion. Council had earmarked around £30k per year for that type of project.

5. Vehicle Maintenance Strategy

With vehicle maintenance currently being carried out across two main operating centres (North Road and Balloo) and involving both in-house and out-sourced operations, it was planned that a full review would be undertaken in order to determine what changes should be made to promote the most efficient and effective outcomes.

6. Harbours Management Strategy

It was proposed that a full review of the management of harbours would be undertaken, looking at all legal and operational matters as necessary to ensure that those important assets for the Borough were maximised.

7. Vehicle Fuel Efficiency Management

With a budget of £800,000 for fuelling the fleet, and given the corresponding emissions generated; it was deemed important to prioritise the development and implementation of a vehicle fuel efficiency programme. That was also considered to be a key aspect of addressing our commitment to delivering services in the most environmentally friendly and sustainable fashion.

8. KPIs for Assets and Property Services - 2016/17

The key performance indicators for the department included:

 Carrying out refurbishments according to schedule  Completing Condition surveys according to schedule  Increasing fuel efficiency within the fleet  Achieving a high first time pass rate for PSV, thus reducing the down-time of the fleet

RECOMMENDED that the above report be noted.

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Members thanked and congratulated officers for the report which going forward would bring great benefits. The Head of Assets and Property Services stated that for refurbishment projects the worst scoring facility would be treated first.

AGREED TO RECOMMEND, on the proposal of Councillor Cathcart, seconded by Councillor Armstrong-Cotter, that the recommendation be adopted.

5. PROVISION OF A LIT PATHWAY FROM CHERRYVALLEY TO UPPER CRESCENT, COMBER (FILE 65372) (Appendix I)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment attaching map. The report detailed that at the Environment Committee in March 2016 a Notice of Motion was presented which stated:

“That the Council tasks officers to evaluate the provision of a safely lit footpath between Upper Crescent and Cherry Valley, (Comber)……”.

The pathway (identified on the attached map) was a frequently used short cut to/from the town centre. It was predominantly Council owned land and had a surface comprising of compacted stone in reasonable condition.

The area was popular with dog walkers and had a history of anti-social behaviour. Previous experience would suggest that lighting an area such as that would deter anti-social behaviour and may encourage more genuine users in the evenings.

Officers had visited the location and estimated the required works. The total cost (including the provision of services, civil works and materials) would be in the region of £9,500.

Members should note that at least one column would have to be located on non- Council property and would therefore be subject to suitable permissions being granted.

Should the Council agree to proceed with the scheme, it was considered by officers that that could be accommodated within the agreed budgets for the current year.

RECOMMENDED that further to the above information it was recommend that Council decides whether to proceed with the necessary works to install a lighting scheme on the pathway linking Cherryvalley Crescent to Upper Crescent, Comber.

Councillor Cooper had brought this Notice of Motion and Councillor Cummings thanked officers for the report and said that he had expected the proposal to be significantly more expensive. He noted that this was a unique area and a natural through path had been in use in that area for a considerable period of time.

Councillor Roberts recommended that Council proceed with the works.

Councillor Wilson queried the ongoing costs of the project and the Head of Assets and Property Services said that they would be low as LED lights would be used.

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AGREED TO RECOMMEND, on the proposal of Councillor Cummings, seconded by Councillor Roberts, that the recommendation be adopted.

6. DONAGHADEE HARBOUR LIMITS – CONSULTATION (FILE 65368 (Appendix II)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment detailing that in November 2015 correspondence had been received from DRD in connection with the transfer of Donaghadee Harbour which requested if Council wished to make any changes to the Harbour limits.

The Chief Executive tabled a slightly revised map, altered to include the Council owned slipway within revised harbour limits.

The advantage of the change was that it would enable the Harbour Master to enforce the Harbour Act (1970) and any bye laws in the location and thereby uphold the safety and general upkeep of the location. The previous Harbour limits followed the boundary of the slipway environs, presumably as it was in Council, not DRD ownership.

The consultation had been received and the proposed changes were exactly in line with those tabled by the Chief Executive the previous year.

RECOMMENDED that Officers respond in favour of the proposals outlined in the consultation document.

Members were informed that the clam bed in the harbour would not be affected by dredging.

AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Councillor Roberts, that the recommendation be adopted.

7. PROPOSAL TO ALLOW FOR TEMPORARY AND SHORT TERM CLOSURE OF PUBLIC TOILETS (FILE 65341)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment detailing that there had been reports over recent weeks of significant numbers of young people arriving in Bangor town centre, mainly by train and at short notice and then congregating in the Castle Park/Abbey Street area, particularly in and around the public toilets situated there. It was believed those gatherings may be organised online. Police were working with Translink and had a number of operations planned over coming weeks to deal with the incidents. One of the actions agreed was that Translink would inform PSNI if and when they noted significant numbers of young people boarding Bangor bound trains.

PSNI had in turn requested that the public toilets in Castle Park, Bangor were closed on a temporary basis when they were in receipt of specific information from Translink that significant numbers of young people were aboard Bangor bound trains.

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In such a situation, the facility would only be closed for a short, temporary period until the PSNI had managed to safely disperse the crowd. In view of the request the PSNI had been provided with keys to the facility and authorised to close it as they required in order to help address anti-social behaviour in the area.

RECOMMENDED that the Committee approves the report.

The Head of Building Control, Licensing and Neighbourhood Environment advised that this report was more of an update following consultation with the PSNI.

Members were in agreement that helping police to control the situation at that location would be a priority. They were informed that the police would advise Council of issues arising in that area on a regular basis.

AGREED TO RECOMMEND, on the proposal of Alderman Henry, seconded by Councillor Roberts, that the recommendation be adopted.

8. PROPOSED STREET NAMING – FORT GREEN, FORT LANE, FORT ROAD AND FORT MANOR, BANGOR (FILE 91200)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment advising that Phase two of a large development comprising of an additional 102 dwellings was currently under construction on lands at Rathgill Parade Bangor for Fold Housing. The previous phase was named Fort Drive, Fort Avenue, Fort Park, Fort Mews and Fort Terrace. The developer had suggested Fort Green, Fort Lane, Fort Manor and Fort Road and was in keeping with the general neighbourhood and the naming of the previous phase.

RECOMMENDED that the new names of Fort Green, Fort Lane, Fort Manor and Fort Road be adopted.

AGREED TO RECOMMEND, on the proposal of Councillor Cathcart, seconded by Alderman Henry, that the recommendation be adopted.

9. BUILDING CONTROL, LICENSING AND NEIGHBOURHOOD ENVIRONMENT SERVICE REVIEW (FILE 43600)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment providing a brief overview of the Building Control, Licensing and Neighbourhood Environment Department’s key achievements during the last 12 months and outlined the key aims for the forthcoming year.

Key Achievements for 2015/16

1. Integration and Transformation of Services

Local Government Reform posed significant challenges to all Council services as it began the work of bringing services, systems and staff together. For Building Control, Licensing and Neighbourhood Environment that resulted in extensive staff

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EC.04.05.16 relocation to new offices and for many staff the introduction of new working practices and new or updated ICT based systems including systems relating to Building Control, Licensing, Dog Licensing and Customer Relations Management. Although that work was continuing significant progress had been made.

2. Improving the local environment and promoting civic pride

Throughout 2015/2016 the service contributed to the Council’s corporate objectives of promoting a clean, healthy, safe and sustainable environment and developing more engaged, empowered and integrated communities.

The delivery of community clean up events, environmental improvement projects, the ‘Safe Around Dogs’ programme, the introduction of the ‘Green Dog Walkers’ scheme and the continuing efforts to enforce environmental legislation had helped demonstrate the Council’s commitment to environmental improvement and community pride. A summary of that work was provided below.

 10 Local groups and organisations funded to carryout environmental improvement schemes through the ‘Live Here Love Here’ programme  21 Pre-school and Primary schools, involving approximately 1,492 children, participated in the Council’s ‘Safe Around Dogs’ programme.  329 people signed up to the ‘Green Dog Walkers’ scheme  31.7% increase in the number of dog fouling fixed penalties issued  15% increase in the number of dog control fixed penalties issued

3. Service transactions

Over the past year the department had delivered a large number of customer service transactions, across a wide range of service areas that impact on the daily lives and well-being of the communities of the Borough:

 15,143 inspections carried out by Building Control surveyors  3,139 property certificates processed  2,520 requests for service responded to by the Neighbourhood Environment Team  15,145 dog licences issued  565 formal enforcement actions initiated namely prosecutions, fixed penalties, formal notices, formal cautions and seizures/impoundments  228 licences for entertainment, street trading etc. processed

4. New and Revised Policies

As well as contributing to policy development across the organisation as a whole, the Building Control, Licensing and Neighbourhood Environment Team had led the development of new policies for the Council.

 Animal Welfare Policy

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Understood to be the first policy of its kind in local government in Northern Ireland, this policy was aimed at safeguarding not only the welfare of animals within the Council’s care, but also those that used its facilities or played a part in Council run or sponsored events. The policy also sought to promote animal welfare generally and the “five freedoms” as detailed within the Welfare of Animals Act (NI) 2011. The “five freedoms” were that animals needed to be:

1. Kept in a suitable environment. 2. Provided with a suitable diet. 3. Able to display/exhibit normal behaviour patterns. 4. Housed together/apart as appropriate to their needs. 5. Protected from pain, injury, suffering and disease.

 Fences policy

The policy was aimed at ensuring a consistent and sustainable approach to the provision of fencing and boundary walls on Council property and establishing clear criteria when considering requests for the provision of fencing and boundary walls.

Key Targets for 2016/17

1. Ensuring health, safety and welfare

Through the Building Control and Licencing and Regulatory Services sections, priority would be given to ensuring compliance with regulations, codes of practice and relevant guidance aimed at ensuring health, safety and welfare in the built environment and subsequently confirmed that effective management practices were adopted and complied with. Those service sections would also examine how they could strengthen the local economy by assisting and supporting businesses including builders, agents and licensees, to comply with appropriate regulations and management conditions.

2. Develop a car parking strategy

Through the management of car parks and the development of a Car Park Strategy the Licensing and Regulatory Services section would ensure that those new Council assets played an important role in helping regenerate the Borough’s town centres and were an important resource in the Council’s economic regeneration and tourism strategies.

3. Clean and attractive environment where residents feel safe

The Neighbourhood Environment Team would contribute to making the Borough clean and attractive and increase the proportion of residents who felt safe. By tackling environmental crime including dog fouling, barking and straying, littering, fly tipping and the general condition of the Borough’s local environment, it would help ensure that it was a place that residents could feel proud of. In tackling anti-social behaviour the team would not only identify short term solutions to issues such as noise, criminal damage, litter, youths causing annoyance and nuisance vehicles but

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EC.04.05.16 would also identify and implement longer term solutions in partnership with others in the statutory, community and voluntary sector.

4. Promote civic pride and encourage self-help and community engagement

The Neighbourhood Environment Team would challenge, guide and support the community so that it was encouraged to take on a more active role in looking after the localities where they lived, worked and visited. Building respect for and pride in the Borough through self-help and community engagement would be a key theme of the Team’s works in 2016-2017 and beyond.

5. Deliver customer focused services

The Building Control, Licensing and Neighbourhood Environment Team aimed to deliver an efficient, effective and customer focussed regulatory service to the residents, businesses and visitors to the Borough. It would seek customer feedback, measure levels of satisfaction and continually strive to improve service delivery.

6. Key performance indicators for the Building Control, Licensing and Neighbourhood Environment Department

 No. of groups involved in delivering environmental improvement programmes and projects - Target 25 (baseline 2014/15 = 15)  Reduction in the level of reported incidents of anti-social behaviour occurring – Target Reduction in ASB (baseline as of 20th March 2016 = 5,159 reported incidents)  Local Environmental Audit and Measurement Score (LEAMS) – Target 70 (Baseline 2014/15 = 65)  Develop a Car Park Strategy – Target September 2016  % of Building Control completions –v- commencements - Target 90% (baseline 2014/15 = 79%)  Increase level of customer satisfaction – Target: establish baseline and improve by 2%  Deliver services within budget – Target ≥ 95%

RECOMMENDED that the Committee notes the report

Councillor Cathcart enquired about the car park strategy and the timescale for that was September 2016. Councillor Ferguson referred to a traders meeting she had attended in Newtownards where many were unaware of the incentivised parking rates. She believed that could be advertised more widely. The Head of Building Control, Licensing and Neighbourhood Environment said that that would be re- examined.

AGREED TO RECOMMEND, on the proposal of Councillor Armstrong-Cotter, seconded by Councillor Cummings, that the recommendation be adopted.

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10. NEIGHBOURHOOD ENVIRONMENT TEAM – PERFORMANCE UPDATE (FILE 92009) (Appendix III)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment detailing Neighbourhood Environment Performance. The statistical information included in the report covered, unless otherwise stated, the period 1st April 2015 to 31st March 2016.

Prosecutions

32 convictions had been secured for the offences listed below.

10 10 7 8 6 4 3 4 1 1 1 1 1 1 1 1 2 0

Stray Dogs Impounded For the period 1st April 2015 to 31st March 2016, 288 stray dogs had been impounded.

Fixed Penalty Notices Issued 230 Fixed Penalties had been issued as detailed below. A more detailed breakdown as to the locations of fixed penalties issued was attached to the report.

120 102 230 Fixed penalties issued 100 April 2015 to March 2016 80 54 60 40 15 11 10 20 6 2 6 3 2 6 1 2 0 2 2 5 1 0

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Dog fouling fixed penalties 19 20

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10 8 6 7 4 5 2 2 3 2 0 1 0 0 0 0 0 0

Service Requests

188 Service Requests had been received by the Ards and North Down Community Safety Team.

82 90 Service requests to Community Safety 80 65 70 60 50 40 30 9 10 11 20 3 7 10 1 0

1,702 service requests had been received in relation to dog control.

571 544 600 Service requests relating to 500 dog control 1st April 2015 to 400 301 300 114 200 64 64 100 29 6 7 2 0

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630 service requests had been received in relation to environmental control.

400 366 Service Requests relating to 350 Environmental Control 1st April to 300 250 200 150 97 113 100 22 50 1 11 1 1 15 3 0

Notices issued

Since January 2016 two litter clearing notices have been issued relating to land at Newtownards Road, Comber and Balloo Walk, Bangor. Following the issue of the notices, one of which also resulted in the issue of a fixed penalty notice, remedial work to improve the condition of the sites was carried out by the respective owners of the land.

Dogs Licensed

15,145 Dog Licences had been issued as detailed below.

Dogs Licenses issued

Basic, 3039

Block, 81

Concessionary, 12025

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Education/promotional campaigns The Neighbourhood Environment Team had continued to deliver its education/promotional programmes through January 2016 to 31st March 2016 which included the following. Environmental Clean ups were carried out by the following groups 1. Londonderry PS (Glen estate) 2. 1st D’dee Brownies (beach D’dee) 3. Ballywalter Residents Association (beach) 4. Ballygowan Residents Association (village) 5. West Church, Bangor, (surrounding areas)

The team’s Safe Around Dogs programme which highlighted how children could interact safely around dogs and also highlighted issues around dog control and fouling was delivered to the following schools/groups between January to March.  Big Red Balloon day nursery (two separate visits)  Comber Primary School  Loughries Primary School  Ballywalter Primary School  Portaferry Nursery School  Sullivan Prep.  St Mary’s Primary School, Kircubbin  Bangor Independent Christian School  Killard Primary School  Ballyholme Pre School  St Malachy’s Primary School, Bangor  Carrowdore Primary School  Little Seedlings Nursery, Bangor  St Finians Nursery

Approximately 1,232 children were involved in the programme.

The Team was continuing to promote the Council’s Green Dog Walkers scheme through outreach events. In particular officers attended a public meeting held at Londonderry Park, Newtownards (4th April) and at the National Trust’s Wet Noise Day held at Mount Stewart on 17th April 2016 during which the public were invited to sign up to the scheme.

To date a total of 329 people had signed up to the scheme.

RECOMMENDED that the Committee notes the report.

Members commended officers for the work which had been undertaken. This was a full year’s reporting on work which was ongoing and it was noted that as time moved on a more consistent enforcement approach was now being applied across the whole Borough. Enforcement action had significantly increased more recently and it was hoped to maintain that position moving forward.

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AGREED TO RECOMMEND, on the proposal of Councillor Cummings, seconded by Councillor Edmund, that the recommendation be adopted.

11. RESULT OF COURT PROCEEDINGS (FILE 90202)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment advising that at Newtownards Magistrates Court on 18 March 2016 Joanne Kelso of 21 Victoria Road, Ballyhabert had been convicted of her dog attacking livestock, for her dog straying and for her dog being on land where livestock were present. Ms Kelso had been fined £400 for the livestock worrying offence and £100 each for the remaining two offences. She was also ordered to pay £300 costs plus £15 offender levy.

At Newtownards Magistrates Court on 15 April 2016 Philip Smith of 18 High Street, Portaferry had been convicted of keeping a dog without a licence. Mr Smith had been fined £120, ordered to pay £166 costs plus a £15 offender levy.

RECOMMENDED that the Committee notes the report.

AGREED TO RECOMMEND, on the proposal of Alderman Henry, seconded by Councillor Roberts, that the recommendation be adopted.

12. GRANT OF STREET TRADING LICENCE (FILE LR11/90101)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment detailing that an application as shown below had been received for the grant of a Stationary Street Trading Licence to trade at designated sites within the Borough.

Applicant: John James Kelso

Address: 1 Whitechurch Meadows, Ballywalter BT22 2UP

Goods to be supplied: Hot food and drinks.

There were no objections to the application.

RECOMMENDED that the Council grants the Street Trading Licence.

AGREED TO RECOMMEND, on the proposal of Councillor Cathcart, seconded by Councillor Wilson, that the recommendation be adopted.

13. APPLICATION FOR ENTERTAINMENT LICENCE (FILE EL2135/90101)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment detailing that an application had been received from Fraser Greenhill and Karen Hutchison for the grant of an Entertainments Licence for the:

The Bull & Claw, 7-9 Moat Street, Donaghadee.

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The application was for an annual licence to provide:

 Music, singing and dancing or similar entertainment, and

 Machines for entertainment and amusement

 Equipment for playing snooker or similar games

Thursday to Sunday during those permitted hours when those premises were licensed under the Licensing (NI) Order 1996 for the sale or consumption of alcohol.

RECOMMENDED for approval subject to the following:

1 The application being completed satisfactorily with all the Council’s requirements being met; and

2 The PSNI, Northern Ireland Fire and Rescue Service or members of the public not objecting to the issue of the licence.

3 The applicant foregoing his right to appear before and be heard by the Council.

AGREED TO RECOMMEND, on the proposal of Councillor Cathcart, seconded by Councillor Ferguson, that the recommendation be adopted.

14. WASTE AND CLEANSING SERVICES – SERVICE REVIEW (FILE 43600)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment providing a brief overview of the Waste and Cleansing Services Department’s key achievements during the last 12 months and an outline of the key aims for the forthcoming year.

Key Achievements for 2015/16:

1. Sustainable Waste Resource Management Strategy

The strategy agreed in November 2015 set out a clear vision for transformation of Council’s waste management services, moving away from a predominantly waste ‘disposal’ services to waste ‘resource management’ services. It outlined how the Council would progressively introduce new recycling initiatives, to increase recycling from a baseline rate of 40% to 65% and accrue savings of up to £1.5 million per year by 2020. The strategy also made a commitment to the establishment of a Recycling Community Investment Fund, to reinvest financial savings accruing from recycling back into the community.

2. Food Waste Recycling Campaign

That was the first major initiative under the new Waste Resource Management Strategy, with a roll-out commencing in January 2016. It was already having a very positive impact across the Borough, with early evidence showing that we were on

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EC.04.05.16 track to divert up to 10,000 tonnes of additional food waste from landfill per year. That would equate to an annual landfill tax saving of around £840K.

3. Recycling of Street Sweepings

A pilot trial commenced in October 2015 aimed at diverting all the Council’s street sweeping residues from landfill. The trial had proved very successful indeed, with around 700 tonnes of waste diverted from landfill over a 6 month period; 98% of that material had been recovered for recycling. The initiative had led to a 47% reduction in the cost to Council of processing street sweepings waste, representing an estimated £66K per year. To regularise the initiative moving forward, a tender exercise had now been completed.

4. Centralisation of Street Sweeping Operations

The service transformation had enabled the Council to avoid significant capital expenditure (estimated at around £170K) that would have been necessary for the continued handling of street sweeping waste at the Balloo depot. All street sweeping waste was now unloaded and bulked up at the North Road Depot for onward transfer to the contractor that now recovered this material for recycling.

5. New and Revised Policies

 Policy for Litter Bin Provision

A new policy on the provision of Litter Bins was agreed. That ensured that litter bins were provided against agreed criteria to maximise environmental outcomes and that requests for new litter bins were dealt with in a timely manner.

 Policy for the Provision of Kerbside Household Waste Collection Services

A revised policy was agreed on the provision of kerbside household waste collections. That brought together the legacy council arrangements and incorporated the new arrangements regarding the diversion of food waste from the residual (grey) wheeled bins.

6. Landfill Disposal Contract

A new contract had been let in collaboration with other Councils in the arc21 region for the disposal of landfill waste. That had secured a reduction in the gate fee of almost 25%, which would offset the further increase in landfill tax that came into effect in the current year.

Key Targets for 2016/17

1. Sustainable Waste Resource Management Strategy – Implementation

During 2016, work would commence on the implementation of the other strands of the strategy. That would include:

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 Expansion of the range of plastic materials recycled through the blue bin.  The introduction of a separate kerbside glass collection.  Review of the use of Household Recycling Centres to maximise the capture of materials suitable for recycling.  Review of commercial waste collection arrangements to incentivise recycling by the commercial sector.  Commence implementation of a Recycling Community Investment Fund to distribute financial savings accrued through improvements in community recycling engagement.

2. Kerbside Waste Collection Route Optimisation

In the context of remodelling the kerbside waste collection and recycling services, officers would be examining the potential for maximising the efficiency of Council’s bin collection routes; that may present available capacity that would assist with the most cost-effective introduction of some of the enhanced recycling collection services planned under our Sustainable Waste Resource Management Strategy.

3. Street & Other Cleansing Services

During 2016, it was intended to bring forward proposals regarding the introduction of a Town Centre Wardens service model, aimed at securing more comprehensive and timely environmental maintenance of our towns and villages.

4. Key Performance Indicators for Waste & Cleansing Services - 2016/17

 Local Environmental Audit and Measurement Score (LEAMS) – Target 70 (Baseline 2014/15 = 65).  Household waste Recycling Rate – Target 50% by April 2017 (Baseline 2014/15 = 39%).  Achieve delivery of services within agreed budget.  Achieve high level of attendance – Target > 95%

RECOMMENDED that the contents of the report be noted.

Members congratulated officers on the hard work which had been undertaken in preparing the report.

AGREED TO RECOMMEND, on the proposal of Councillor Roberts, seconded by Councillor Edmund, that the recommendation be adopted.

15. KEEP NI BEAUTIFUL – LOCAL ENVIRONMENTAL QUALITY NATIONAL BENCHMARKING REPORT (FILE 92017) (Appendix IV)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment attaching copy of the Keep Northern Ireland Beautiful National Benchmarking Report 2015 – 16 for Members information. The report contained some interesting facts and figures around the problem of litter across Northern Ireland.

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On a positive note the results indicated there had been the first significant drop in litter levels in 8 years and that may be linked to the high profile “Live Here Love Here” media campaign. The year, 2015 – 2016 also saw an increase in the number of schools participating in the Eco-Schools education programme and the number of volunteers taking part in community events such as the Big Spring Clean.

From a negative perspective expenditure on street cleansing across the councils in NI continued to rise, exceeding £40 million for the first time (Page 16). Although the measurement criteria adopted were not exactly the same for England, Wales, Scotland and NI, the results suggested that NI was the worst performing of the four countries of the UK (Page 10).

From the Council’s perspective, the report provided two important benchmarking measurements for litter. The Litter Pollution Indicator (LPI) figure included anything that was dropped, discarded or thrown down by anyone, as well as dog fouling. The lower this figure, the better the level of cleanliness found during the surveys. The Council’s score for 2015 – 16 was 14, compared with a NI average of 12. That meant that 14% of transects surveyed had minor or significant accumulations of litter and detritus present and therefore failed. The best performing councils were Fermanagh and Omagh and Causeway Coast and Glens, with a score of 7.

The second key benchmarking indicator, which had been chosen for publication in the Council’s Performance Improvement Plan and the Cleansing Service Plan, was the Local Environmental Audit and Management System (LEAMS) score (Page 12). The principal difference between the LPI score and LEAMS score was that LEAMS quantified the amount of litter present, whereas LPI was simply a pass/fail measurement of transects surveyed. The higher the LEAMS score, the better the level of cleanliness found during surveys.

The Council LEAMS score for 2015/16 was 69 against a NI average of 72. A number of changes to the street cleansing regime were planned across the Borough during 2016/17, with the objective of improving the Council’s LEAMS score to 70+.

Finally, in terms of expenditure (page 16) it was interesting to note that there was not a direct correlation between expenditure and cleanliness. That highlighted that the problem of litter was complex with many factors contributing to the issue. Those included socio-economic factors, education and enforcement, and the popularity of areas with visitors.

The report and the performance indices referred to were regarded by officers as presenting a significant vehicle for service improvement; the external independent scrutiny provided through the Keep Northern Ireland Local Environmental Quality programme was of key importance as we planned and organised our services to effect real improvement in future outcomes.

RECOMMENDED that the contents of the report be noted.

Councillor Roberts expressed surprise that the Borough was not doing as well as some other areas in relation to the cleanliness index and the Director replied that the results provided a focus in developing an improvement action plan for the Borough.

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AGREED TO RECOMMEND, on the proposal of Councillor Armstrong-Cotter, seconded by Alderman Henry, that the recommendation be adopted.

16. REMOVAL OF DOG WASTE BINS (FILE 74010) (Appendix V)

PREVIOUSLY CIRCULATED:- Report from the Director of Environment attaching copy of Litter & Dog Waste Bin Provision Policy. The report detailed that the following report provided an update for Members regarding the removal of dog waste bins as raised under AOB at the April Environment Committee Meeting.

A contract had been in place to service dog waste bins four times per week at 78 locations in the Borough. The Contractor had provided a good service up until the beginning of December 2015, when it was understood the regular employee left. From December onwards, the Council received regular complaints regarding overflowing dog waste bins at various locations. Officers also had to investigate a written complaint from a member of the public, regarding the conduct of an employee of the contractor.

As Members were aware, the Environment Committee agreed a new policy on the provision of Litter and Dog Waste Bins last year. Under the section on replacing existing bins, the new policy specifically referred to “using larger capacity bins where required or combining separate dog and litter bins into one”. In view of a combination of factors including the level of complaints, the cost of the provision of the service (35K per annum) and the lack of management control, it was decided not to extend the existing Contract with the Contractor from the end of March 2016 but rather to integrate the service into the Council’s in-house waste management operations.

An initial survey of the 78 locations of the separate dog waste bins indicated that at 69 there was already a general litter bin in very close vicinity. As Council managed litter bins they were serviced on a frequency ranging from three times per week to daily, it was felt that the existing dog waste bins could be removed without any issues regarding capacity, except at the nine locations without a general litter bin. Arrangements were made to remove the separate dog waste bins at the end of March and to install new litter bins at the same time, at the following nine locations:

 Kerr’s Wood East, Bangor  Skipperstone Glen, Bangor  Broadway (beside running track), Bangor  Bloomfield Road, opposite Jordan Avenue, Bangor  Ashley Drive, Bangor  Kilmaine Road, Bangor  Ballycrochan Road, Bangor  Dixon Road, Bangor  Towerview Crescent, Bangor

All existing litter bins were also clearly labelled to highlight to the public that they should be used to dispose of dog waste.

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As a result of a number of specific requests made through Members it was agreed to provide additional general litter bins at the following locations:

 Cove Avenue, Groomsport  Station Road, Carnalea  Seahill Road, Cultra  Glen Road, Cultra  Linear Park at Nook Farm entrance, Bangor  Balloo Wetlands, Bangor  Seafront Road, Cultra

Officers accepted that communications with Members and the general public around the change-over in the service could have been improved. However, the most significant source of concern from dog walkers was an unforeseen delay between removal of dog litter bins and provision of new general litter bins at the locations where that was required. A follow up press release was issued to the local papers and through the Council’s Facebook page.

Over the weekend 16 – 18 April, no further complaints were received regarding the removal of the dog waste bins and officers believe that moving forward, the in-house Cleansing Team would be able to provide a better and more responsive service to the public. The active promotion of the multipurpose use of general litter bins which were located widely across the Borough, in many locations where there were no separate dog litter bins, would hopefully encourage more responsible disposal of dog waste.

RECOMMENDED that the report be noted.

AGREED TO RECOMMEND, on the proposal of Councillor Armstrong-Cotter, seconded by Alderman Henry, that the recommendation be adopted.

17. CORRESPONDENCE FROM MICHELLE MCILVEEN MLA RE DEFECTIVE STREET LIGHTING

PREVIOUSLY CIRCULATED:- Correspondence dated 9 March 2016 from the Department of Regional Development on behalf of Michelle McIlveen MLA in respect of defective street lighting.

Members welcomed the response from the Minister that the Department would repair a substantial amount of street lighting defects by the end of March 2016.

NOTED.

18. NOTICE OF MOTIONS

18.1 Notice of Motion submitted by Alderman M Smith

Alderman Smith proposed, seconded by Councillor Roberts, that against the very successful programme of events during holiday periods, this Council regrets the

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EC.04.05.16 negative publicity resulting from the Easter carnival, and notes that this was not the first time events have been marred by drunkenness and bad behaviour.

It is proposed that this Council writes to representatives from the PSNI, Translink as well as our enforcement offices to speak to a full Council meeting as soon as possible to explain the events of Easter Monday and how they may be prevented in the future.”

Alderman Smith stated that she hoped that this Notice of Motion could be taken as a positive gesture so that what had happened during Easter Monday could be addressed. To do that required the various agencies, eg the PSNI, Translink and representatives from our Council present to explain the situation of what had happened, why it had happened and the way forward to improving the situation.

The previous week Alderman Smith had spent some time with senior PSNI, officers, staff from Translink as well as Crawfordsburn County Park staff and Council’s own relevant officers. It was a useful debate, but she felt strongly that it was only but right that that was a debate to come to Members so that where possible we could offer help and assistance. It would also give Members a chance to hear first-hand just what the situation had been and just what considerations or plans there were for the future.

She referred to the Thursday after Easter when youths had been gathering at the Country Park beach and the PSNI had been able to use their helicopter to pinpoint exactly the location to assist police officers in managing the situation. She hoped that that tool could be used more often and would be of great benefit.

Alderman Smith went on to say that she had told those present at the meeting in Bangor Police Station that she was bringing this Notice of Motion forward and no one had objected. She hoped it would prove to be a very useful tool as far as communication was concerned.

Many Members had received an email from a person whose family experience during that day was frightening to them all, and in particular to the young children, aged 3 and 5 who had witnessed, drunkenness and the anti-social behaviour which was often associated with that.

The focus for the trouble appeared to have been around Castle Park and the top end of the town.

Alderman Smith stated that several years ago Helen’s Bay residents had suffered a disgraceful large scale anti-social event where littering and disorderly behaviour had been the widespread.

She reported that she chaired an informal committee which met in the Country Park and had been formed a few years ago including PSNI, Translink, Council Officers, Councillors and residents along with Country Park staff. They met every year around March and each year had been able to address some of the problems. For example, Translink were now able to alert the PSNI of how many were travelling by train to Helen’s Bay from Belfast, the PSNI were then able to be on site, the Country

23

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Park staff were also alerted and made ready as best they could with a very small staff. All had helped and since then each year they had been able to counteract in some small way through ideas and suggestions to help alleviate some of the problems.

Translink know when a large number of tickets had been bought at various railway stations with people heading for Bangor and that was now being used to alert the PSNI but information being passed on needed further refinement.

A large part of the problem was Social Media which could almost control the events and made it very difficult for those trying to keep law and order or even keep their homes safe.

She said that she hoped that Council agreed to invite the agencies mentioned to put forward their views on what happened on Easter Monday and why they thought it occurred and how Council could still have family fun events without the damning headlines which appeared after Easter on what should have been a fun day for all.

Council officers worked hard to plan successful events such as Easter, but we could not go on dreading what might happen at those events or even when we had good weather. The message was simple and must go out clear and loud that disorder was unwanted and those with that intention should stay away.

Councillor Cummings thanked Alderman Smith for bringing forward her Notice of Motion. He was aware of the negative comments and shared her view that they needed to be challenged. He was mindful that we had limited resources and so should work together. He suggested that the District Commander should speak to the Policing Community Safety Partnership to ensure a wider platform for discussions.

Referring to the Council presence at the event the Director stressed that Council officers had extremely limited powers to deal with these situations. The boundaries and limitations of responsibility also needed to be set.

Alderman Smith thanked Councillor Cummings for his comments and Members for their support. She hoped that all involved would be more prepared and ready in the future.

AGREED TO RECOMMEND, on the proposal of Alderman Smith, seconded by Councillor Roberts, that against the very successful programme of events during holiday periods, this Council regrets the negative publicity resulting from the Easter carnival, and notes that this was not the first time events have been marred by drunkenness and bad behaviour.

It is proposed that this Council writes to representatives from the PSNI, Translink as well as our enforcement offices to speak to a full Council meeting as soon as possible to explain the events of Easter Monday and how they may be prevented in the future.

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17.2 Notice of Motion submitted by Councillor Cooper

Councillor Cooper proposed, seconded by Councillor Edmund, that the Council resolves to address the ongoing issue of the Shore Road, Ballyhalbert and writes to the incoming Minister to ensure suitable appropriate measures are taken to prevent damage to the road surface with the erection of an appropriate barrier to protect against high tides and coastal erosion.

Councillor Cooper thanked Members for their welcome. He stated that it was really an annoyance and inconvenience during times of high tides and storms when the road was exposed and unprotected. He said that action in this area would show residents that Members wanted to see that the Borough was safe and secure.

AGREED TO RECOMMEND, on the proposal of Councillor Cooper, seconded by Councillor Edmund, that this Council resolves to address the ongoing issue of the Shore Road, Ballyhalbert and writes to the incoming Minister to ensure suitable appropriate measures are taken to prevent damage to the road surface with the erection of an appropriate barrier to protect against high tides and coastal erosion.

17.3 Notice of Motion submitted by Councillor T Smith

Councillor Smith proposed, seconded by Councillor Leslie, that given the ongoing issues with dog-fouling and littering right across our Borough, this Council brings back a report detailing the cost of employing 2 extra environmental wardens in the next two financial years. This would double our team of wardens and would show the public our commitment to tackling this problem.

Councillor Smith said that he was pleased with the action taken against dog fouling. Dog fouling impacted negatively on the public’s attitude and civic pride. He referred to the work which had been undertaken under the Public Realm works and the new footpaths which were already being marred by dog fouling. He wished to see the Council continue to be proactive on this issue and crack down on the minority who continued to allow their dogs to foul. He believed that this issue could be tackled with the right support.

Councillor Leslie referred to other parts of the United Kingdom where a dog owner could be fined for not carrying a dog waste bag. The Head of Building Control, Licensing and Neighbourhood Environment said that in Northern Ireland there were no powers to enforce such a requirement. Officers would bring back a report on the costs involved and action which could be taken in relation to the Notice of Motion.

Councillors were happy to support and to look at innovative methods for controlling dog fouling such as DNA testing and looking at ways in which public money could be spent more effectively to tackle the problem.

AGREED TO RECOMMEND, on the proposal of Councillor Smith, seconded by Councillor Leslie, that given the ongoing issues with dog-fouling and littering right across our Borough, this Council brings back a report detailing the cost of employing 2 extra environmental wardens in the next two financial years.

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This would double our team of wardens and would show the public our commitment to tackling this problem.

(Councillor Armstrong-Cotter left the meeting at 9.05 pm).

EXCLUSION OF PUBLIC AND PRESS

AGREED, on the proposal of Councillor Cummings, seconded by Councillor Edmund, that the public and press be excluded from the meeting for the undernoted items of business.

18. SUNDAY OPENING AT HOLYWOOD RECYCLING CENTRE (FILE 80051)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information.

19. BUILDING CONTROL THIRD SENIOR SURVEYOR POST (FILE 43001)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information.

20. CONTRACT EXTENSION – TOWN CENTRE CCTV MONITORING (290064/90606)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information.

21. HOLDING KENNEL CONTRACT (FILE 92012)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information.

22. ARC21 – UPDATED STANDING ORDERS FOR JOINT COMMITTEE (72011)

*** NOT FOR PUBLICATION ***

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Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information.

23. ARC21 – NEWRY, MOURNE AND DOWN DISTRICT COUNCIL MEMBERSHIP (FILE 72011)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information.

24. LEGAL ACTION (FILE65373)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information.

25. ANY OTHER BUSINESS

In closing Alderman Henry offered the thanks of the Environment Committee to Councillor Boyle who had chaired the committee well for the past year. In response Councillor Boyle thanked the Members, Officers and Democratic Services for all the support they had given him and for their kindness – it had been an enjoyable year.

26. TERMINATION OF MEETING

The meeting terminated at 9.50 pm.

27

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Corporate Services Committee was held in the Council Chamber, 2 Church Street, Newtownards on Tuesday, 10 May 2016 at 7.00pm.

PRESENT:

In the Chair: Alderman Carson

Aldermen: Gibson Keery McDowell

Councillors: Barry McIlveen Brooks Smart Gilmour T Smith

In Attendance: Aldermen Irvine (7.06pm) and M Smith Councillor Walker (7.20pm)

Officers: Director of Organisational Development and Administration (Wendy Monson), Interim Director of Finance and Performance (John Pentland), Head of Human Resources (Rosemary McCullough - 7.20pm), Head of Administration (Amanda Martin), Head of Community and Culture (Jan Nixey), Head of Performance and Projects (Andrew Scott), Compliance Manager (Sarah Teer) and Democratic Services Officer (Paulene Foster)

CHAIRMAN’S REMARKS

The Chairman (Alderman Carson) welcomed everyone to the meeting and in particular welcomed Mr John Pentland, Interim Director of Finance and Performance.

At this stage he also took the opportunity to express his thanks to members and officers, particularly the Director of Organisational Development and Administration and Head of Finance for all of their assistance during his time as Chairman of the Committee. He particularly commended the Committee on how it had conducted its business throughout the year.

The Director of Organisational Development and Administration thanked the Chairman for his kind words and expressed her thanks, on behalf of all staff, to him and his Vice-Chair, Alderman McDowell, for all of their guidance throughout the year.

NOTED.

1. APOLOGIES

Apologies were received from Alderman Chambers and Councillor Kennedy. 1

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Apologies were also received from Councillor Boyle in respect of his Notice of Motion to be considered by the Committee.

NOTED.

2. DECLARATIONS OF INTEREST

The Chairman asked for any declarations of interest.

None were declared.

NOTED.

3. PROVISION OF SUPPORT SERVICES FOR ELECTED MEMBERS - FILE REF: DS23 AND FIN46 (Appendix I)

PREVIOUSLY CIRCULATED:- Report dated 11 April 2016 from the Director of Finance and Performance stating that a letter had been received from the Regional Secretary of the National Association of Councillors (NAC), copy attached, regarding the provision of support services to elected members and the lack of uniformity in this provision across Councils in Northern Ireland.

Following their interpretation of DOE Guidance the NAC was calling on all Councils, including Ards and North Down Borough Council, to provide members with the full range of equipment and support services that they believed was necessary to do their job effectively.

The relevant Department of the Environment guidance in respect to support services provided to Councillors was included within circular 04/2015 and was updated on 28 April 2016. This stated:

“4 Basic Allowance (V) The basic allowance is intended to cover incidental costs incurred by councillors in their official capacity, such as the use of their homes, office consumables and cost of mobile phone calls/broadband provision/mobile data charges…

9. Councillors’ Support Services ii. It is for each council to decide if it needs to provide councillors with any IT or mobile hardware, such as laptops or printers. iii. It is for each council to decide on the level of support services that it provides such as general secretarial services.”

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Current arrangements within Council were inconsistent due to the continuation of some legacy arrangements as could be seen in the table below. In addition this table presented a list of items used in the correspondence as examples of the equipment required, together with the Council’s stance on its provision and associated costs. It was acknowledged that each Council provided different levels of support in this regard.

The table below set out the current and potential costs of services requested:

Equipment Currently Current Full Full Roll- Comments Provided Recurring Roll- out Costs out Recurring Set-up Costs Costs Broadband 4 members £960 £2,160 £9,600 claim for this based on legacy arrangements Smart No - £2,000 £4,800

Phones Cost of Calls No - - - Including roaming Tablets All Members £4,800 - £4,800 4G upgrade due at next replacement Laptops No - £22,000 £3,000 Printer 20 members - £13,800 - Roll out have a printer includes new based on printers for all legacy members arrangements Computer Less than 5 £1,550 - £12,400 Assumes 1 full Consumables have set of toner + Paper requested cartridges pa. toner based on legacy arrangements Totals £7,310 £39,960 £34,600

Should Council decide to provide the full range of support to all members as detailed above the maximum annual recurring cost of those would increase from £7,310 per annum to £34,600 per annum and would also represent a one off set up cost of £39,960. Members should note that no provision for an additional £67,250 of expenditure had been included in the budgets for £2016/17 where the existing Business Technology Budget was set at £7,300 and covered existing costs.

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In addition, an alternative interpretation of the revised Department of Environment guidance was that it clearly stated that it considered an allowance for the purchase of office consumables (for example computer consumables and paper, mobile phone calls and broadband) was included in the Basic Allowance.

The Business Technology help desk was also available to resolve members’ ICT issues. Additional resources may be required to provide support across a wider range of equipment.

The following options were for Committee consideration: 1. Just note the NAC correspondence and continue with the status quo – this option was inconsistent with the revised DoE guidance, which stated that consumables and broadband were included in the basic allowance; 2. Provide members with a. a tablet; b. a wireless printer (if requested); c. a broadband connection only where there was no 3G coverage; All legacy arrangements to cease, including: d. Provision of consumables; and e. Reimbursement of broadband where there was a 3G signal. This option was consistent with the Department’s revised guidance. 3. Provide members with the full menu of options from which they may choose what they consider desirable. Maximum cost of £34,600 per annum plus set up costs. Additional helpdesk resources may be required – this was inconsistent with the Department’s guidance.

RECOMMENDED the Council considers the above options.

Councillor McIlveen proposed, seconded by Councillor Barry that the Council proceeds with Option 2 as outlined above.

Councillor T Smith indicated that he could not support the proposal as the majority of members were in possession of a tablet device and added that printers were readily available for approximately £40-£50. He also reminded members that broadband was now freely available as part of various telecommunication packages. Continuing he referred to the correspondence circulated by the NAC which suggested there was growing disquiet amongst Councillors in respect of this matter and indicated he was unaware of that. He reiterated that the proposal in his opinion was unacceptable.

(Alderman Irvine entered the meeting at this stage – 7.06pm)

Disagreeing with the comments made by the previous speaker, Alderman Keery reminded members that this allowance of £1,000 was taxable and asked why that 4

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should be the case. Continuing, he noted that the allowance of £14,200 for Councillors was also taxable. He stated that as a member of the NAC he was in regular contact with fellow members who regularly expressed their disquiet in respect of this matter. It was noted that had been instigated by Belfast City Council providing its members with a full suite of support services and he was aware of several other Councils which had recently followed that approach. In summing up he stated that he could not agree with the previous speaker’s comments.

Councillor McIlveen indicated that he agreed with much of Councillor Smith’s comments, however he also appreciated the background to the NAC correspondence which Alderman Keery had provided. He acknowledged there was a need for a balanced approach to be taken in respect of this matter particularly as many areas of the Ards Peninsula were unable to avail of a 3G signal.

AGREED TO RECOMMEND, on the proposal of Councillor McIlveen, seconded by Councillor Barry, with 5 voting For and 2 voting Against that the Council proceeds with Option 2 as outlined above.

4. ELECTED MEMBER DEVELOPMENT CHARTER UPDATE

PREVIOUSLY CIRCULATED:- Report dated 4 May 2016 from the Director of Organisational Development and Administration stating that it was agreed in March 2016 that the Council would work towards the Elected Member Development Charter and appoint consultancy support. It was also agreed that a Member Development Steering Group would be formed. The members of this group (as amended at Council in April 2016) were;

Alderman Robert Gibson Councillor Eddie Thompson Alderman Bill Keery Councillor John Barry Alderman Alan McDowell Councillor Noelle Robinson Alderman Ian Henry

The Steering Group was also attended by;

Stephen Reid Chief Executive Wendy Monson Director of Organisational Development and Administration Derek McCallan Chief Executive, NILGA Wavell Moore PSM Consulting

The first meeting of the Group was on 4 May 2016 and the minutes of that meeting would be available at Council in May 2016.

It was broadly agreed that the Council would build elected member capacity in line with what was recognised as a national standard of really good practice. This not only benefited Councillors individually, but also meant that elected members were better placed to serve their council and local communities.

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In order to create a baseline on which to develop a focused programme to meet current and future needs, a training needs analysis would be undertaken, led by Wavell Moore, of PSM Consulting, who would conduct one to one interviews with members using a tested template which would explore the most appropriate topics and methodologies for corporate, academic and individual training.

It was hoped that the interviews would be conducted face to face with at least 75% of the membership but, to facilitate members, a small number of telephone interviews may be conducted if that proved necessary. Mr Moore intended to conduct those interviews in June and July 2016 at times which suited members, whether in the daytime or evening.

The interviews would be informal in nature and should take no more than 45/50 minutes, allowing adequate time for members to convey their views which would be vital in shaping the future programme of training. In particular, time would be given to allow members to discuss their individual needs which would subsequently populate their personal development plans.

The outcome of the interviews and the subsequent analysis would be encapsulated in a comprehensive report to Council setting out a series of recommendations for both corporate training together with the necessary data for the creation of a personal development plan for each member which would address their individual training needs.

This training and development plan would then be rolled out over the financial year and beyond.

RECOMMENDED that

1. The Mayor and Chief Executive sign the official Declaration of Commitment to achieving the Charter status

2. Members agree to attend one to one interviews with Mr Moore in June and July 2016 (specific dates still to be finalised)

3. The Steering Group meets again in September to consider Mr. Moore’s report and that would then be reported back to Committee and Council

AGREED TO RECOMMEND, on the proposal of Alderman McDowell, seconded by Councillor Barry, that the recommendation be adopted.

5. CONSULTATION ON LGSC CODE OF PROCEDURES (Appendix II)

PREVIOUSLY CIRCULATED:- Report dated 10 May 2016 from the Director of Organisational Development and Administration stating that the Local Government Staff Commission would be wound up in March 2017. The existing Code of 6

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Procedures on Recruitment and Selection was based on the involvement of the Commission and would therefore not be applicable after that date.

The Commission was therefore consulting with key stakeholders on a revised Code of Procedures and the closing date for responses was 27 May 2016.

The attached consultation questionnaire had been completed with suggested responses to the proposed amendments.

RECOMMENDED that the attached response is approved and submitted to the Local Government Staff Commission.

Councillor Barry proposed, seconded by Councillor McIlveen that the recommendation be adopted.

Alderman McDowell referred to an earlier consultation exercise which had been undertaken by the Staff Commission in conjunction with SOLACE and suggested that perhaps the correct outcome had not been obtained through that hence the need for further consultation. He expressed the view that further consultation would only be a waste of ratepayers money and asked that reference was made to that in any subsequent reports which may be forthcoming from officers.

The Director of Organisational Development and Administration indicated that those comments would be taken on board and added that the matter would be the subject of a report to be considered by the Committee at its next scheduled meeting in June 2016.

AGREED TO RECOMMEND, on the proposal of Councillor Barry, seconded by Councillor McIlveen, that the recommendation be adopted.

6. CORPORATE GRANTS POLICY AND PROCEDURES (Appendix III)

PREVIOUSLY CIRCULATED:- Report dated 27 April 2016 from the Director of Community and Wellbeing stating that in October 2015 a cross departmental working group was established to produce a Corporate Grants Policy for the Council. The aim of the policy was to provide clarity on the range of grants the Council administered and to ensure a consistent, robust, open and transparent approach to all aspects of grants processing.

The working group was comprised of those officers who had responsibility for administering grants (with the exception of EU Grant funding which was outside the scope of the policy) and included representation from; Community, Good Relations, PCSP, Tourism, Arts, Parks, Sports Development, supported by officers from Finance, Performance and Equality.

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The policy had also been developed to comply with the principles set out in NI Governments “Code of Practice for Reducing Bureaucracy in Grant Funding to the Voluntary and Community Sector”, published in December 2015. The code was developed to promote best practice in reducing disproportionate bureaucracy in grant funding to the voluntary and community sector, whilst ensuring the proper use of public funds.

Subject to council approval of the policy, it was envisaged that the working group would;

 introduce training for officers on the policy and procedures  streamline application packs where possible  convene cross departmental assessment panels where necessary, and  deliver joint grant workshops to support potential applicants.

RECOMMENDED that Council approves the attached Corporate Grants Policy.

Councillor Gilmour proposed, seconded by Alderman McDowell that the recommendation be adopted.

Alderman McDowell sought clarity on how requests for financial assistance from individuals for small amounts of up to £200 would be dealt with. He also sought some clarity on how grants for charities would be handled.

In response, the Head of Community and Culture stated that the Council’s Sports Forum would be responsible for dealing with those requests from individuals. In respect of charities she stated that they could apply for funding through the grants scheme and would therefore be treated like any other applicant as part of an open and transparent process, as detailed in the Policy.

Alderman McDowell expressed concern that could create an area of weakness for the Council as charities had previously been specifically dealt with by legacy Ards Borough Council arrangements.

The Head of Community and Culture reiterated that the process needed to be open and transparent and therefore charities needed to be dealt with through the grants process. She added that officers would be available to provide assistance with that process.

The Chairman sought clarification that the member was trying to establish whether or not grants would be available as a charity subscription.

The Head of Community and Culture indicated that charity subscriptions or donations would not be covered under the policy.

Councillor Barry referred specifically to Appendix 2 of the report and asked in respect of those new groups submitting applications for the first time whether or not they 8

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could be contacted if their submitted application forms had not been filled in correctly as they may not be used to the Council’s grant process.

The Head of Community and Culture confirmed that was something which had been considered by the Working Group and given the high volume of grant applications received, it was agreed that the Council did not have the appropriate resources to carry out such checks. Instead it had been agreed that workshops, one to one sessions and clear guidance would all be provided in respect of the grant application process.

(The Head of Human Resources entered the meeting at this stage – 7.20pm)

(Councillor Walker entered the meeting at this stage – 7.20pm)

Councillor Barry asked if checklists could be provided as guidance for completing grant applications.

The Head of Community and Culture indicated that once the Policy had been adopted by the Council issues such as checklists could be considered in order to try to make the process as easy as possible for applicants.

AGREED TO RECOMMEND, on the proposal of Councillor Gilmour, seconded by Alderman McDowell, that the recommendation be adopted.

7. ENVIRONMENTAL MANAGEMENT SYSTEM ISO14001 ACCREDITATION - FILE REF: SUS2

PREVIOUSLY CIRCULATED:- Report dated 25 April 2016 from the Director of Organisational Development and Administration stating that the Council’s Sustainability and Environmental Policy gave a commitment that the Council would carry out its activities and functions in a manner which minimised any potentially negative environmental impact and stated that the principles of sustainability would be integrated throughout all Council activities.

The policy also stated that Ards and North Down Borough Council was committed to continual improvement and prevention of pollution by reducing the environmental impacts that arise from its business activities and delivery of its services.

To achieve those commitments, the Council used an Environmental Management System (EMS), which provided a systemic approach to handling environmental issues within an organization. ISO 14001 was an environmental management standard which specified the requirements of an EMS for small to large organizations. The ISO 14001 standard was based on the Plan-Check-Do-Review- Improve cycle.

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Through the implementation of its EMS the Council would:

1. Set realistic and measurable objectives and targets together with an Environmental Management Programme to ensure continual improvement in environmental performance; and

2. Regularly review the policy to ensure it continued to be effective and representative of its activities and services.

Both legacy councils had the ISO14001 accreditation.

During April 2016 an external auditor from NQA, approved by the United Kingdom Accreditation Service, spent five days at various Ards and North Down Borough Council sites assessing its environmental activities and the management system documentation.

Following this audit it was recommended that Ards and North Down Borough Council was awarded the ISO14001 accreditation.

RECOMMENDED that this report be noted.

AGREED TO RECOMMEND, on the proposal of Councillor Barry, seconded by Alderman Gibson, that the recommendation be adopted.

8. DISPOSAL OF LAND BY LPS THROUGH THE D1 PROCESS – FILE REF: LP9 (Appendix IV)

PREVIOUSLY CIRCULATED:- Report dated 25 April 2016 from the Director of Organisational Development and Administration stating that the Council had received correspondence from LPS advising that the following piece of land (as shown on the attached map) was currently being disposed of through the D1 process.

 Land at 53 Whitechurch Road, Ballywalter

Council officers had been consulted and had no strategic use for any of those portions of land which had been identified.

RECOMMENDED that Council advises LPS that it has no interest in the purchase of the land.

AGREED TO RECOMMEND, on the proposal of Councillor Smart, seconded by Councillor Barry, that the recommendation be adopted.

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9. LEASE OF LAND FROM CHURCH OF IRELAND AT ABBEY STREET, BANGOR FOR INSTALLATION OF ART WORK - FILE REF: LP55 (Appendix V)

PREVIOUSLY CIRCULATED:- Report dated 26 April 2016 from the Director of Organisational Development and Administration stating that as members would be aware the public realm works in Bangor were nearing completion, and as part of that scheme some money was identified for public artwork. The artwork that had been agreed on would represent the Bangor Bell, which was found in the grounds of the Abbey. The land shown on the attached map had been identified as the most suitable location for the artwork as it was a gateway site for the town and had strong links to the Christian heritage of the town.

The land was owned by the Representative Body of the Church of Ireland, and the Council had had a number of leases to the land in the past, however the most recent agreement expired in 2006. An agent for the Church had advised that it would likely be minded to grant another short term lease.

RECOMMENDED that the Council seeks a 25-year lease and associated easement to the land shown coloured red for the installation of the artwork and trench for utilities from the Representative Body of the Church of Ireland, subject to a suitable lease agreement and rental being agreed.

AGREED TO RECOMMEND, on the proposal of Councillor Barry, seconded by Alderman Keery, that the recommendation be adopted.

10. REQUEST TO PURCHASE LAND AT DERMOTT GARDENS, COMBER – FILE REF: OS1098A (Appendix VI)

PREVIOUSLY CIRCULATED:- Report dated 26 April 2016 from the Director of Organisational Development and Administration stating that in October 2015 the Council agreed to sell the land shown hatched red on the attached map 1 to the owners of 11-17 Dermott Gardens, and in April 2016 it was agreed that Nos 7 and 9 Dermott Gardens could purchase a similar amount of land also shown edged red on map 1. It was agreed that the transfers would be undertaken by way of 99 year lease subject to the following conditions:

1. the areas could only be used as open spaces with nothing being permitted to be built on them without the permission of the Council, 2. no commercial activity to be undertaken on the land and 3. a suitable wall or fence to be erected on the boundary, to the satisfaction of the Council’s officers, within three months from the date of acquisition.

Correspondence had been received from the home owners requesting that the Council agreed to sell an additional portion of land, shown hatched blue on map 2 to all of the homeowners to bring the edge of their gardens in line with No 19 Dermott 11

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Garden. It should be noted that the transfers for the original portions of land had not yet completed.

LPS were instructed to determine a revised premium and correspondence had been received recommending the following:

 No 17 - £1,000  Nos 15,13,11,9 and 7 - £1,500 each

RECOMMENDED that the Council agrees to the amended area for sale subject to:

 The conditions outlined above;  All sales completing on the same date.

Alderman Gibson proposed, seconded by Councillor McDowell, that the recommendation be adopted.

Alderman McDowell stated that he was opposed to the sale of portions of land such as those and would be concerned if all of the sales did not proceed. In light of those concerns he asked if that had been made a condition of the sale.

In response, the Compliance Manager confirmed that all of the sales would be required to complete on the same day.

AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Councillor McIlveen, that the recommendation be adopted.

11. SALE OF LAND AT DAIRY HALL TO PSNI – FILE REF: LP54 (Appendix VII)

PREVIOUSLY CIRCULATED:- Report dated 25 April 2016 from the Director of Organisational Development and Administration stating that the Council had been approached by the PSNI seeking permission to purchase the 1.5m wide strip of land shown grey on the attached map 1 and outlined red on the attached map 2. The PSNI required the land as a sterile strip between the PSNI station and the new leisure centre.

The PSNI had requested that the Council undertook the required works and fenced off the area of land as part of the works for the new leisure centre (fence shown as dashed yellow line on the attached map). The pre-tender estimate for those works was £15,000. The PSNI would then reimburse the Council for all work undertaken.

LPS had advised that the consideration for the sale should be £3,000.

Consultation had taken place with Council officers, and it had been confirmed that the sale of the strip of land would in no way impact upon the new leisure centre. 12

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The following conditions were recommended as conditions of sale:

1. The land was only to be used as a sterile strip of land, with no buildings allowed to be erected on it without the prior consent of the Council; 2. There must be routine maintenance of the fence in accordance with the manufacturer’s instructions, including guidance on metal finishing and anti- corrosion treatments; 3. Any damage to the fence must be fixed, and if required fence panels/posts replaces within fourteen days; 4. The land must be kept clean and tidy and free from waste at all times; 5. PSNI paying the Council’s legal and any other agents fees; 6. PSNI reimbursing the Council for the cost of the works within 14 days of request; 7. PSNI paying the consideration determined by LPS.

RECOMMENDED that Council agrees to the sale subject to the conditions above.

AGREED TO RECOMMEND, on the proposal of Councillor McIlveen, seconded by Councillor Gilmour, that the recommendation be adopted.

12. BLAIR MAYNE BURSARY – FILE REF: CG2501C

PREVIOUSLY CIRCULATED:- Report dated 27 April 2016 from the Director of Organisational Development and Administration stating that following on from a detailed report tabled at the meeting of the Corporate Services Committee in April, the Council, at its meeting on 27 April 2016, agreed that:-

1. The Council continued to administer the Blair Mayne Bursary, with the scope of eligibility being extended to include the whole of the Ards and North Down Borough but continuing to be for the benefit of young people of 25 years or under; 2. A Blair Mayne Bursary Sub-Committee, reporting to the Corporate Services Committee, and consisting of a number of elected members and a lesser number of external representatives, be set up to consider the future of the Bursary and to act as the judging panel for the Bursary applications. 3. A further report on the proposed make-up of the Sub-Committee be brought to the May meeting, with a view to appointing elected members at the Annual General Meeting on 2 June 2016.

Background

The Blair Mayne Bursary Committee of legacy Ards Borough Council administered and awarded the Blair Mayne Bursary over a period of 18 years and, while the constitution of the Committee changed slightly during that time, it was most recently made up of four elected members and three external representatives. The external 13

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contributors had most recently been Paul Rea (deceased), Blair Mayne Research Society, Sir William Hall, former Lord Lieutenant of the County of Down and Mr Douglas Ferguson, representative of the Mayne family.

Constitution

While a new Sub-Committee must, in accordance with the Local Government Act 1972, consist of more elected members than external representatives, it must also be of a size to ensure it was functional and effective. As the purpose of the Sub- Committee would be largely to assess bursary applications, it was suggested that membership should not be excessive as this would make the primary task of members potentially very unwieldy and difficult.

The Blair Mayne Bursary would now benefit residents aged 25 years or under from the wider Ards and North Down Borough. The Bursary was aimed at supporting those who aspired to excellence in the categories of academic study; sport and adventure training and applications had been historically sought which demonstrated innovation, creativity, benefit to others and personal development. It was therefore suggested that the external representation be invited from related disciplines/ backgrounds.

It was proposed that:-

 the Sub-Committee be comprised of no more than seven members, to include four elected members and three external representatives.  The four elected members were appointed at the Annual Meeting on 2 June 2016. (In making appointments, members were asked to consider geographical spread and gender balance).  upon ratification of this decision, an advertisement be placed in the local press, on social media and the Council’s website seeking applications from suitably qualified volunteers to serve on the Sub-Committee;  the qualification criteria against which applications would be assessed would be that applicants must: o demonstrate experience and knowledge in the field of academic study, sport or adventure training, at a professional level o be an office bearer of or otherwise affiliated to an organisation which promotes any of those disciplines; or o demonstrate expert knowledge in the history, achievements and leadership qualities of Col Blair Mayne which inspired this Bursary.  While the positions were voluntary, the Council would meet any reasonable travel expenses incurred by external representatives.  The elected members appointed to the Sub-Committee would meet, at the earliest opportunity, to assess the volunteers’ applications and select external representatives based on the above criteria.  The Sub-Committee would be facilitated in its work by a Council Officer

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 A meeting of all those appointed be convened by the end of September 2016 to agree terms of reference, together with a date and arrangements for the launch of the Ards and North Down Blair Mayne Bursary.  The Sub-Committee would take the necessary steps to advertise the Bursary, manage and assess applications, with a view to awarding three bursaries by the end of March 2017.

RECOMMENDED that the above proposed approach be adopted to appoint the Blair Mayne Sub-Committee, launch the reformed Blair Mayne Bursary scheme and award bursaries accordingly.

AGREED TO RECOMMEND, on the proposal of Councillor McIlveen, seconded by Councillor Smart, that the recommendation be adopted.

13. LIGHTING UP BUILDINGS – FILE REF: LP37

PREVIOUSLY CIRCULATED:- Report dated 29 April 2016 from the Director of Organisational Development and Administration stating that the Council had received a request from the Northern Ireland Group of Crohn's and Colitis UK to light up its buildings purple on 19 May to mark international IBD day.

Crohn's Disease and Ulcerative Colitis were inflammatory bowel diseases (IBD), not to be confused with irritable bowel syndrome (IBS). They were unpredictable, lifelong and potentially life-threatening diseases. The conditions were chronic and becoming more common, especially among young people. The Northern Ireland Group had over 400 members and was seeking to help raise awareness of the diseases.

As members would be aware the Council had the ability to light up the Town Hall Arts Centre (Newtownards) using an LED uplighting system, and the Town Hall Bangor using induction lighting.

RECOMMENDED that the Council agrees to support the campaign detailed above by lighting up the Town Hall Arts Centre and Town Hall Bangor purple on 19 May 2016, and adds this campaign to the list of future events to be supported in this manner.

At this stage the Director of Organisational Development and Administration informed members that a further request had been received to light up Council buildings on 12 May 2016 for Fibromyalgia awareness. She stated that in respect of both requests retrospective approval would be sought from Council on this occasion.

AGREED TO RECOMMEND, on the proposal of Councillor McIlveen, seconded by Councillor Smart, that the recommendation be adopted and furthermore that the Council accedes to the additional request to light up Council buildings on 12 May 2016 for Fibromyalgia awareness.

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14. CAPACITY AT LONDON’S AIRPORT – FILE REF: 290473 (Appendix VIII)

PREVIOUSLY CIRCULATED:- Report dated 3 May 2016 from the Director of Organisational Development and Administration stating that the attached letter had been received from Mayor of London requesting that due consideration be given to the points raised in the document setting out the process to date, examining the evidence presented by the Airports Commission and its implications for Heathrow, as well as giving consideration to the alternatives.

RECOMMENDED that the document, available in the Members’ Room, was given due consideration.

AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Councillor Barry, that the correspondence be noted.

15. NOTICES OF MOTION

15.1. Notice of Motion Submitted by Councillor Walker and Councillor Wilson

Councillor Walker proposed, seconded by Alderman McDowell, that this Council recognises the value of Crowdfunding as a potential source of funding for a growing number of community based projects. It also acknowledges that it can be a challenging undertaking for any group who might only employ the platform for one project and so instructs Officers to bring back a report on how we as a Council might best provide advice and offer practical assistance to community groups and others interested in investigating this line of funding.

Councillor Walker expressed his desire to explore Crowdfunding and the potential value it could provide to local community groups and businesses alike. He stated that crowdfunding was a mean for ideas for investment to receive financial support by the promotion of those ideas on the internet. One successful local entrepreneur, Mike Thomson, had used Crowdfunding to secure funding for his cheese business, Mikes Fancy Cheese, and had done so within three days of promotion on the internet.

Continuing he informed members that many community groups were now using Crowdfunding as a means of raising funding and referred to one such group in London which had successfully raised £10,000 by this means. Therefore, he was keen for the Council to investigate how Crowdfunding could be used to assist community groups and others and asked members to support his motion.

Rising in support, the seconder, Alderman McDowell, suggested that the Council’s Economic Development/Community Planning sections may be best suited to investigate the matter further. He acknowledged that it was a worthwhile proposal which local businesses and community groups should be encouraged to get involved with. 16

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Councillor McIlveen suggested that perhaps the matter may have been better suited being heard by a more appropriate Council committee. Continuing he noted the successful partnership arrangement which the legacy Ards Borough Council had in place with Ards Business Centre to consider funding matters and social enterprise and suggested that model should be continued.

Concurring with the comments which had been made, Councillor Barry suggested that consideration was given to signposting and facilitation perhaps in association with NICVA.

In summing up Councillor Walker agreed that a Partnership approach would be advantageous for the future going forward.

AGREED TO RECOMMEND, on the proposal of Councillor Walker, seconded by Alderman McDowell, that this Council recognises the value of Crowdfunding as a potential source of funding for a growing number of community based projects. It also acknowledges that it can be a challenging undertaking for any group who might only employ the platform for one project and so instructs Officers to bring back a report on how we as a Council might best provide advice and offer practical assistance to community groups and others interested in investigating this line of funding.

15.2 Notice of Motion Submitted by Councillor Boyle

The Chairman advised that as Councillor Boyle had submitted his apologies for non- attendance at the meeting that the Motion would be deferred to the June meeting of the Committee.

NOTED.

15.3. Notice of Motion Submitted by Alderman Irvine

Alderman Irvine proposed, seconded by Alderman Keery that this Council hosts a civic reception for Bangor Rugby Football Club to recognise their fantastic achievements this season in winning the Q1 title, the Towns Cup and the Junior Cup.

Alderman Irvine proceeded to outline the many successes of Bangor Rugby Football Club several of which had taken place at the Kingspan Stadium, Belfast. He added that those wins had included winning the Q1 title, the Towns Cup and the Junior Cup and therefore he felt those were worthy of a Civic Reception.

The seconder, Alderman Keery, concurred entirely with the sentiments of the proposer.

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AGREED TO RECOMMEND, on the proposal of Alderman Irvine, seconded by Alderman Keery, that this Council hosts a civic reception for Bangor Rugby Football Club to recognise their fantastic achievements this season in winning the Q1 title, the Towns Cup and the Junior Cup.

15.4. Notice of Motion Submitted by Alderman M Smith

Alderman M Smith proposed, seconded by Councillor Smart that South Eastern Health & Social Services representatives appeared before North Down Borough Council on 11 November 2014 to inform Council of their proposed temporary measures to close off the 20 GP Ward in Bangor Community Hospital.

With the continuing uncertainty regarding the GP ward, I proposed that the Chief Executive, Mr Hugh McCaughey, the Chairman Mr Colm McKenna, Director of Planning Performances Informatics Ms Roisin Coulter, and Director of Nursing Primary Care and Elderly Mrs Nicky Patterson are invited to return to this Council as soon as possible to explain the Trust’s deliberations during this lengthy period and their plans for the future of the GP ward.

Alderman Smith thanked everyone for the support given during the campaign to keep the GP Ward open, including the various North Down Councillors from all parties, independent members and MLA’s who had given her such amazing support during the campaign to save the 20 GP bed ward in Bangor Community Hospital. She also took the opportunity to express her thanks to the many who had stood collecting signatures and filling in the very complex form from the Trust and confirmed that had been completed by some 3,000 people at Bloomfield Shopping Centre as well as many individuals and organisations which had made contact with her.

Continuing, she confirmed that all that she had stated in respect of this matter was fact which could be substantiated by the paper work in her file. Her doubts and those of many of the Councillors present that evening on 11 November 2014 about the Trust began when they appeared at the North Down Borough Council meeting, when even a quick glance their figures presented on the closure of the GP Ward had been questioned by quite a number of Councillors regarding their validity and accuracy. At that meeting it was unanimously agreed that North Down Borough Council called on the Trust and Minister to overturn their wrong decision. Subsequently within three weeks of 1 December 2014 the 20 bed GP ward was emptied and the ward closed with the close knot of dedicated staff scattered.

At this stage a Judicial Review had been taken against the Trust and the decision made by the Court was that it judged the Trust to have acted unlawfully, ultra vires and of no force or effect because of the failure to undertake any or adequate consultation prior to approve the temporary closure. In other words, the Trust had acted illegally, a finding which cost the Trust a considerable amount of money. Alderman Smith then reported that a public meeting called by the Trust on 3 March 2105 for 7pm had been a farce, the date and venue had been changed and the

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meeting had been held in an outlying community centre where public transport stopped at 6.25pm. The meeting started at 7pm, which in her view was once more a questionable decision by the Trust. She commented that even the way the Trust had highlighted the meeting in the local paper, with only two small lines in the middle of a long article could not have been classed as a proper advertisement.

At this stage, Alderman Smith referred to the Trust’s Optional Appraisal document stating that it was long and complex with 72 pages, plus several other pages which could only be obtained via email or requested by post. She expressed the view that the questions had been confusing and misleading and had noted that it had only raised around 40 replies. The Appraisal also appeared to have automatically excluded the Bangor beds without any clear or rational explanation. She reported that trying to establish just what it cost to run the ward against other options had been an almost impossible task, adding that indeed one MLA had said that it really depended upon the questions you asked. Alderman Smith expressed the view that the Trust’s decision had been based upon incorrect assumptions. She added that within the Trust’s own documentation ‘Making Choices’ they had included in their calculations the 14 beds in Northfield House Donaghadee, a home which the Trust itself had given a damning report in respect of the condition of the building.

Alderman Smith indicated that she had been given permission to speak at the Trust’s meeting and stated that during that meeting it had been obvious that the recommendation to close the ward had already been taken before the meeting. Within the agenda for that meeting Item 7.2 had been that the closure was deemed for approval. She recalled that she had left the meeting feeling totally degraded and had felt that she had been simply pandered to so that the Trust could say she had been given speaking rights. To her mind it had been a total waste of time, presenting something on which a decision had been taken on prior to the meeting.

At this stage Alderman Smith stated that this was a brief outline of how a Trust, decided to close a 20 bed ward simply to save a small amount of money, given their total budget. She added that it highlighted the Trust’s absolute and total commitment to their decision which was prior to consultation, was illegal, and continued to be questionable. By way of an update, Alderman Smith reported that she had been allowed to visit the empty ward a number of times, and had found it to be heated, the lighting system on everything seemingly in good working order. She had also noted that the majority of equipment was still there, and been shown papers which detailed what had been loaned to either Ards or the Ulster Hospitals. She indicated that she understood that part of the ‘loaned’ furniture was 10 beds to the Ulster, when wards had been full and beds placed in corridors She expressed the view that if the exercise had been to save money, she found it very difficult to understand why overcrowding and beds in corridors remained at the Ulster. Furthermore, she questioned what the Trust had called ‘unprecedented pressures’, adding that January and Winter were issues every year, while the Community Hospital which had been supported financially to great effect by raising many thousands of pounds to maintain and buy vital equipment for, now lay empty. She stated it was a case of bureaucracy being taken to a new level beyond understanding. On her recent visit

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she had noted that Bay 1 was now a store for tins of paint, wards still had beds and chairs with stacks of boxes stored in them, a very expensive store but one which could be quickly turned back into wards. She stated that she had the highest regard for the staff at all levels who worked in the community hospital and had received endless praise from many who where patients who were cared for and indeed many contributed to the fundraising for the community hospital.

In summing up Alderman Smith stated that had been a very brief resume of events since October 2014, however, she hoped it would be agreed to bring those mentioned in her proposal to the Council to give a presentation to bring it up to date and that questions asked would be answered with clear, short and understandable answers. She added that it was her firm belief and that of many who still stopped to ask her “what is happening to our hospital” that the presentation should be made as quickly as possible.

Concurring with those comments the seconder, Councillor Smart, thanked Alderman Smith for bringing forward her proposal and agreed that feedback was essential from the Trust at this stage.

Councillor McIlveen sought clarification at which Committee the presentation would be made and whether or not Alderman Smith would sit on that Committee.

The Director of Organisational Development and Administration indicated that the presentation would be made to the Community and Wellbeing Committee and confirmed that Alderman Smith was a member of it.

AGREED TO RECOMMEND, on the proposal of Alderman Smith, seconded by Councillor Smart, that the Chief Executive Mr Hugh McCaughey, the Chairman Mr Colm McKenna, Director of Planning Performances Informatics Ms Roisin Coulter, and Director of Nursing Primary Care and Elderly Mrs Nicky Patterson are invited to appear before the Community and Wellbeing Committee as soon as possible to explain the Trust’s deliberations during this lengthy period and their plans for the future of the GP ward.

15.5. Notice of Motion Submitted by Councillor T Smith

Councillor T Smith proposed, seconded by Councillor Gilmour that given that a few months ago this Council spent ratepayers’ money on marking the 70th Anniversary of the United Nations, it is right that this Council condemns, unreservedly, acts of barbarity carried out by so called UN Peace-Keepers. The acts, which have included the sexual abuse of young children, is abhorrent and this council will write to the British Ambassador to the UN calling on him to ensure that a those responsible for these terrible crimes are caught and punished.

Councillor Smith stated that some members may be wondering why the Committee was dealing with the Notice of Motion, and what it had to do with the Borough.

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He reminded members that just a few months ago, as laid out in the motion, the Council had spent ratepayers money on an event to mark and celebrate the 70th anniversary of the United Nations. Whatever was said that day he could guarantee that there had been no mention of the rottenness that existed in some parts of that organisation.

For instance, he stated that if you googled United Nations and scandal or UN corruption you would get enough information to keep you busy for a few days. Of course, he acknowledged it would be wrong to say that all of the United Nations was corrupt or to suggest that all who worked for it were only looking after their own interests. The UN, at its best, could be a force for good in the world, the UNICEF program for instance, which provided care and humanitarian support for children and mothers had undoubtedly saved many thousands of lives and that should be recognised. However, just as that body had saved lives, sadly there were other parts of the UN that had destroyed them.

For many years, decades even, there had been allegations of abuse by some so- called peace keepers. Those had taken place right across the world including Kosovo, Liberia, Sierra Leone amongst others. The latest allegations related to the Central African Republic. Councillor Smith refrained from going into the detail of the allegations as they were truly vile and had been publicised widely. Unfortunately, he reported that it also appeared that there had also been some attempts to cover up that abuse and to protect those who carried out those acts. When the United Nations sent its peace-keepers anywhere in the world, regardless of what country the soldiers were from, they were being sent on behalf of all members of the UN, including the United Kingdom. They were sent as their name suggested to keep the peace in some of the worlds most war torn areas. They were there to bring protection and rest to beleaguered and besieged citizens. Unfortunately, some who were sent as peace-keepers and protectors instead arrived as predators and paedophiles. In order to satisfy their depraved desires they abused and tortured those who had already suffered abuse and torture and instead of being seen as bringers of hope, UN troops in some areas were feared as the warlords and soldiers that they were meant to be saving the people from.

Councillor Smith indicated that he would not say much more on the matter, however he stated what was happening was wrong. Through his motion the Council would be calling for the abuse to end, for the innocent to be protected and for the guilty to be brought to justice. He urged members to support his motion.

Concurring with those comments Councillor Gilmour expressed her full support for the proposal.

At this stage Councillor McIlveen asked Councillor Smith to consider a number of minor amendments to his proposal. Those being to replace ‘British Ambassador’ with ‘UK Permanent Representative to the UN’ and replacing ‘so called UN Peace- Keepers’ with ‘some so called UN Peace-Keepers’.

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Councillor Barry commented that the same could be said of any organisation such as the Army or the Navy for example, as every organisation could have corrupt elements within it.

In summing up Councillor Smith indicated that he was content to accept the amendments and added that his comments had not been made to create a policy but instead was a proposal. He agreed and acknowledged that all organisations could have a corrupt element within them.

AGREED TO RECOMMEND, on the proposal of Councillor T Smith, seconded by Councillor Gilmour, that a few months ago this Council spent ratepayers’ money on marking the 70th Anniversary of the United Nations, it is right that this Council condemns, unreservedly, acts of barbarity carried out by some so called UN Peace-Keepers. The acts, which have included the sexual abuse of young children, is abhorrent and this council will write to the UK permanent representative to the UN calling on him to ensure that those responsible for these terrible crimes are caught and punished.

EXCLUSION OF PUBLIC AND PRESS

AGREED, on the proposal of Councillor Barry, seconded by Alderman McDowell, that the public and press be excluded from the meeting for the undernoted items of business.

16. ABSENCE REPORT QUARTER 4 2015/16 (Appendix IX)

***STAFF IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to any individual.

17. BUSINESS CASE FOR CREATION OF NEW POST OF BUSINESS TECHNOLOGY OFFICER

***STAFF IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to any individual.

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18. FAMILY FRIENDLY LEAVE ARRANGEMENTS POLICY – FILE REF:208,000 (Appendix X)

***STAFF IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

19. MOAT BOXING CLUB – FORFEITURE OF LEASE – FILE REF: OS11194

***STAFF IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

20. REPORT OF CORPORATE PROJECT FOLIO BOARD DATED 16 MARCH 2016 (CPPB) – FILE REF: PCU14 (Appendix XI)

***STAFF IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

ANY OTHER BUSINESS

EXTENSION OF SICK PAY

***STAFF IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to any individual.

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STAFFING MATTER – INDUSTRIAL TRIBUNAL

***STAFF IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the council or a government department and employees of, or office holders under, the council.

RE-ADMITTANCE OF PUBLIC AND PRESS

AGREED, on the proposal of Alderman Keery, seconded by Alderman Gibson, that the public and press be re-admitted to the meeting.

CHAIRMAN’S CLOSING REMARKS

At this stage the Chairman expressed his thanks to the members of the Committee, the Director of Organisational Development and Administration and all Council officers for their hard work and assistance throughout his year as Chairman of the Committee.

NOTED.

CIRCULATED FOR INFORMATION a) NILGA Newsletter (Correspondence attached)

NOTED.

TERMINATION OF MEETING

The meeting terminated at 8.17pm.

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ITEM 7.3.1.

Elected Member Development Steering Group meeting Craig Room, Town Hall, Bangor 10am, Wednesday 4th May 2016 Present: Alderman Bill Keery Alderman Alan McDowell Alderman Ian Henry Councillor Eddie Thompson Councillor Noelle Robinson Stephen Reid Chief Executive, Ards and North Down Borough Council Wendy Monson Director of Organisational Development & Administration, Ards and North Down Borough Council Derek McCallan Chief Executive, NILGA Claire Bradley Regional Policy and Co-ordination Officer, NILGA Wavell Moore Consultant

Apologies: Councillor John Barry

1. Welcome & Introductions The Chief Executive welcomed everyone to the inaugural meeting of the Elected Member Development Steering Group, advising that he was delighted that the council has decided to invest in elected member development.

The Chief Executive continued by advising that the Department of the Environment had invested significant funds in staff and councillor training in the shadow year and that it was important to continue that investment so that people within the organisation, including members can continue to grow.

The Chief Executive invited Derek McCallan, NILGA Chief Executive to provide an overview of the Elected Member Development Charter process.

2. Introduction to Charter Derek McCallan provided members with an overview of the Northern Ireland Charter for Elected Member Development via PowerPoint. A copy of the PowerPoint slides is attached to this Note for information.

The Chief Executive thanked Derek McCallan for his presentation and advised that a report will go to Full Council following this meeting, where it is hoped that the Declaration of Commitment could be signed.

Following the presentation, members and officers asked the following questions:

ITEM 7.3.1.

o How often is the Charter renewed? – it was confirmed that the Charter is awarded for 3 years, with a review taking place approximately 12 – 18 months after Charter is first awarded. o If there is elected member development work already in place, can that count towards Charter requirements? – it was confirmed that provisions already in place will count. o Is it compulsory for all members of council to participate? – it was advised that a substantive majority of council members need to be involved before the council would move to assessment stage.

Members noted that some work will need to be undertaken to sell the ‘benefits’ of participating in the Elected Member Development Charter. The benefits of participating in the Elected Member Development Charter include:

o The opportunity for members to increase their personal effectiveness, which in turn will increase the corporate effectiveness of the council o Recognising the importance of continual professional development

Members thanked Derek McCallan for his presentation.

3. Training Needs Analysis The Chief Executive invited Wavell Moore to provide an overview of the Training Needs Analysis process.

Wavell Moore advised that this approach is different to the approach taken during the 26 council model. In the past, training was often offered for members, based on what officers thought members needed training on. This is a new approach which scopes out what training needs councillors have and tailor training accordingly.

Wavell Moore further advised that this is a unique opportunity for elected members to equip themselves with the skills necessary to run multi-million pound organisations. Elected members are drawn from wider society and consequently there is a diverse range of age, background and educational attainment within the Chamber.

Each councillor will be offered a one-on-one interview to scope out their training needs. These interviews are likely to last 45 – 60 minutes. Wavell Moore advised that once the individual interviews are complete, he will draw up a report for the Steering Group identifying corporate and personal needs to help inform the programme going forward.

Wavell Moore advised that he could start one-on-one interviews in June (and reluctantly do telephone interviews if no suitable time/date to meet can be agreed), with a report ready by the end of the summer. Following the overview provided by Wavell Moore, members and officers asked the following questions:

ITEM 7.3.1.

o From an administrative point of view, would it be most suitable to identify a number of days for Wavell to be in the AND area and slot members in at different time slots? – it was confirmed that would be suitable. o What would the sequence following this meeting? It was advised that the sequence will be as follows: . Declaration of Commitment . One-on-one interviews (June/ July) . Development of programme (September) . Implementation phase (length of time will depend on content of programme). Wavell Moore further confirmed that his report will identify needs/ preferences. The design on the programme will be up to the council.

Members thanked Wavell Moore for his overview of the Training Needs Analysis process.

4. Training budgets Wendy Monson confirmed that the cost for obtaining Charter is approximately £2,500, with the Local Government Training Group covering 25% of this cost. Members noted that further funding has been set aside to cover the consultancy cost and developing Personal Development Plans.

5. AONB/ Questions Derek McCallan advised that North West Employers (one of the bodies that can award Charter) will be visiting NI on 10th May 2016 to deliver 2 information sessions on the Charter.

Members asked whether this Steering Group would meet regularly. It was confirmed that the group would meet ‘as required’, however a timeframe would be put in place, with meetings identified, as the Steering Group will need to meet at certain points in this process.

Meeting closed at 11.10am.

Northern Ireland Charter for Elected Member Development Derek McCallan

4th May 2016

Charter for Elected Member Development • What is Charter (Level 1)? • Why do we need it? • What is Charter (Level 2)? • How does Charter work? • How do we get there? • What does getting Charter mean for you / Council? What is Charter (Level 1)? Why Do We Need It? • Nationally Accredited standard • Shows council commitment to developing and supporting its elected members • Recognises the strengths and areas for improvement • Ensures that member development supports corporate and community priorities Charter (Level 2)

• Optional higher level of the Member Development Charter •Provides further challenges for councils that have already been awarded the Charter and want to further improve their member development and support arrangements •A project is undertaken to demonstrate community impact because of councillor learning and development Are you ready?

-Is council committed to supporting member development and can you evidence this? -Do you have a member development strategy designed and led by councillors (from all parties and independent members)? -Do you address the personal development needs of individual councillors? -Do you evaluate all learning and use this to inform improvements in your approach? -Officer support allocated to help facilitate & manage? How Do We Get There? (Overview)

•Sign the Declaration of Commitment to the principles of the Charter •Register to the online Member Charter Tool •Complete pre-assessment and verification visit •Outcomes and completion of report •Confirmation of award Declaration of Commitment

Signing up to the principles of the Charter commits the council to work towards expressing their commitment in practice by implementing the five key points of the Charter: •Having clear commitment to councillor development •Ensuring that all councillors are made aware of learning and development opportunities •Having a process to identify individual development needs which involves councillors •Having an officer allocated to assist councillors and groups in identifying needs and providing information on resources •Having a strategy to effectively build the capacity of councillors The Chief Executive and the Mayor is required to sign the Declaration Register for the online Member Charter Tool • Each council needs to complete a pro-forma to register to the online Member Charter Tool.

•A project for your council will then be set up and you will receive instructions on how to access the tool. Member Charter Tool

There are four key functions of the tool: a) Self Assessment – councils mark themselves against suitable criteria which incorporates commitment and function of uploading evidence

b) Action Planning – online planning and reporting function using a traffic light rating against all criteria, help to focus on achievements and prioritise activity

c) Peer Assessment – North West Employers and NILGA will provide support, as well as mentor councillors and officers in NI, to oversee the progress and undertake assessment, both face-to-face and remotely via the tool

d) Help and Guidance – each criterion has a description of the type of evidence that is required – under an ‘I’ button. Examples of good practice, resources and links to national / local websites Complete Pre-Assessment & Verification Visit •Your online access work enables NWE to explore the evidence you have uploaded. Once feedback has been given, NWE and NILGA shall then support your needs and how best to complete the assessment process on an individual basis.

•A councillor from NWE Regional Development Committee, a local councillor (as a peer mentor/ assessor) and an officer from NWE will undertake the assessment visit, supported by NILGA.

•The visit will be in part to check that the council meets the standards, but also is an opportunity to discover different approaches which can be shared as good practice. How the Assessment Visit will Run

•The visit will last for approximately half a day •During the visit the assessment team will want to speak to: •Mayor/ Deputy Mayor •Chief Executive •Representatives from all the main political parties •2/3 Committee Chairs •Chair/ Councillors of the Council’s Member Training Group •Officer(s) responsible for Councillor Learning and Development •The interviews are timetabled in 20-45 minutes slots. The interviews can be conducted individually or in small groups based on your request. Outcomes and Completion of Report

The assessors will recommend Charter or not and this will go to NILGA/ North West’s Regional Elected Member Development Group for endorsement. Confirmation of Award

The Regional Elected Member Development Group can then:

-Confirm successful attainment against the standards (or) -Constructively advise deferring awarding status and suggest a plan of action to meet the Level 1 standards.

Once awarded, a Celebration Event in your council takes place to affirm the councils’ achievements. Benefits for Ards and North Down Borough Council •Building elected member capacity in-line with a national standard of good practice •Charter enables excellent training products procured collectively (441 councils) •Benefits councillors individually, but also means elected members are better placed to serve their council and local communities Recap

•Charter is an organisational change and development Award for Council with Councillors leading •Cross party/ non-political •Senior Management commitment •Linking member development plan to corporate priorities •Lots of help from North West Employers and NILGA •Market your qualities, competencies and cost effectiveness of them – you’ll not always be a councillor Charter is £74 per head......

For further information contact [email protected]

Northern Ireland Local Government Association tel: 028 9079 8972 web: www.nilga.org twitter: @NI_LGA ITEM 7.4

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Community and Wellbeing Committee was held in the Council Chamber, 2 Church Street, Newtownards on Wednesday, 11 May 2016 at 7.00pm.

PRESENT:

In the Chair: Councillor Menagh

Aldermen: Irvine Smith

Councillors: Adair Martin (7.15pm) Brooks Smart Cooper Thompson Edmund Wilson

Officers: Director of Community and Wellbeing (G Bannister), Head of Community and Culture (J Nixey), Head of Environmental Health, Development and Protection (M Potts), Project and Capital Manager (D Howard), Acting Client Officer (A Johnson), Externally Funded Programmes Manager (N Dorrian), Community Development Manager (D McKinney) and Democratic Services Officer (E Brown)

Others: Councillor McClean

WELCOME

In the absence of the former Chairperson (Councillor Armstrong) who had been elected to the Assembly, the Vice Chair (Councillor Menagh) duly assumed the Chair and welcomed everyone to the meeting, including those present in the public gallery.

1. APOLOGIES

Apologies for inability to attend were received from Councillors Anderson, Boyle, Dunne, Kennedy, Roberts and the Head of Leisure and Amenities.

Apologies for lateness were received from Councillor Martin.

NOTED.

2. DECLARATIONS OF INTEREST

The Chair asked for any declarations of interest.

Alderman Irvine declared an interest in Item 21 – Leisure Trust Contract Issues

NOTED. CWC.11.05.16

3. DEPUTATION

3.1 Bangor Drama Club

The Chair welcomed Clare McKelvey (Chair) and Shirley Millar to the meeting and invited them to commence their presentation.

Ms McKelvey thanked Members for affording them the opportunity to address the Committee. She proceeded to take Members through a PowerPoint presentation as undernoted:-

 “The Independent theatre sector is amongst the most visible and marketable of the arts in NI…No single model is right or wrong…it reflects our imaginations, histories and realities,” Arts Council NI/DCAL.

 Bangor Drama Club:-

 was one of fourteen voluntary, amateur drama clubs in Northern Ireland (500,000 volunteers in UK involved/29% under 21)  had a voluntary members club with 130 members from age 8-88 years old  would be celebrating its 80th Anniversary in 2016  had run the Studio Theatre in Bangor for 21 years and had been the only dedicated theatre facility in North Down until 2015, following the closure of the Little Theatre in 1990  put on two to three public productions a year to a professional standard for a paying audience  organised a Summer Theatre season every July and August  hosted weekly play readings, film nights, poetry nights and talks, workshops for backstage and onstage skills.  took part in Amateur Drama Festivals, which were highly competitive one- act and full-length drama competitions throughout the British Isles and Ireland  had been invited to perform plays in Japan, Florida and Milwaukee.

 The Club benefitted the Borough in the following ways:-

 it provided accessible high quality drama for local audiences, with a large loyal following (75-80% theatre occupancy)  it complemented other existing arts provisions as an integral part of the Ards and North Down Arts Ecosystem  it was growing a vibrant local community engagement opportunity in dramatic performance of all kinds open to all  it had lifelong, intergenerational, voluntary participation opportunity with huge growth potential (SERC)  it gave productions of high quality drama bringing prestige to the Borough and the Club had collected a cabinet of high profile awards over the years

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 during Summer Theatre Season and Bangor and Ards Drama Festivals the Club worked with visiting clubs to widen the appeal for tourists and residents while sharing and stewarding limited resources  it provided and managed, by volunteers, a sustainable and cost effective performance space  it had professional voluntary venue management.

 The Club had sold the Studio Theatre, Central Avenue, Bangor and moved to the Good Templar Hall, Hamilton Road, Bangor  The Club planned to refurbish the Good Templar Hall to create a modern and flexible community space called „The Studio‟ with 25% more space/audiences  This would allow increased activity, including opening on Saturday lunchtimes, drama, film nights, youth drama, open mic nights and other things  The Hall would comprise a drama studio, comedy studio, poetry studio and dance studio – a flexible space for all to participate in.

 The Drama Club had moved premises for the following reasons:-

 the previous premises had been invisible, inaccessible and had increasing maintenance and running costs which had been hindering the Club‟s growth  the Studio Theatre was no longer fit for purpose  moving to the Good Templar Hall was a once-in-a-lifetime opportunity for the Club to be situated in a highly visible premises in Bangor town centre, that was accessible with nearby parking and would also support local surrounding businesses  the Good Templar Hall was an historic building that was familiar and important to residents  the Club had received grant support from Ulster Garden Villages to purchase the Hall  there was clear demand evident for a flexible, serviced and participatory space, for example, for youth drama classes and dance classes

 The Club planned a phased refurbishment of the Good Templar Hall as follows:-

 a two-phase restoration of the building was required  Phase 1 would comprise a ground floor refurbishment and would include damp proof works, windows, steel structural support, sound proofing and internal fit-out at a cost of £175,000  Phase 2 would comprise restoration of the first floor with access stairs and lift, meeting rooms, rehearsal rooms and storage at a cost of £150,000  the total cost of the works (excluding purchase and VAT) would be £325,000 and would provide a building that would be accessible to all

 The Club sought to part-fund the refurbishment in the following ways:-

 the Club would contribute £115,000 to Phase 1  proceeds from the sale of the Studio Theatre, Central Avenue, Bangor

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 Garfield Weston Grant - £15,000  on-going fundraising, e.g. quiz nights and theatre productions, and donations

 An additional £60,000 of funding was required to enable full Phase 1 refurbishment

 The Club sought funding from the following sources:-

 further grant applications – BDC Ltd was a registered charity with CCNI, for example, Monument Trust, Tughan Trust  on-going fundraising including productions (e.g. Pygmalion), sponsorship, fundraising evenings, member events, donations , Saturday theatre and other things  ANDBC capital investment  ANDBC Service Level Agreement(s), e.g. Belvoir Players Belfast and Belfast City Council

 BDC Ltd was a key part of the Borough‟s cultural life - „A Local Treasure‟:-

 it made a significant contribution to the Council‟s responsibility to grow the arts life of the Borough for its local residents under DCAL‟s proposed Arts and Culture Strategy 2016-26  the Club was committed to growing the benefits of community engagement through drama in all its forms…promoting equality, wellbeing and cultural tourism  there was a real opportunity to increase participation and outreach to all – doubling membership, developing the youth section and expanding and opening all activities to all

 BDC was a sustainable, solid investment in the Borough‟s cultural future  The Borough was not merely a satellite of Belfast – it was the fourth largest in Northern Ireland with 52,247 households with the potential to generate 80,000 ticket sales or 6% of Northern Ireland‟s total (Audience NI)  Night-time economy, tourism, businesses and residents could all benefit from significant local growth potential, for example, an audience of 120 people per night equated to 840 people per week  The move to the Good Templar Hall would repurpose a significant, local and historic building within Bangor; and would help to bring life to Bangor town centre and the town centre to life for all the community.

(Councillor Martin entered the meeting at this stage – 7.15pm)

The Chair thanked Ms McKelvey and Ms Millar for their informative presentation and invited questions from members. The following responses were given:-

 In respect of the timespan for raising the outstanding funds, Ms McKelvey advised that BDC was exploring possible ways to move forward with an architect and builder and this included costing plans. It was possible that Phase 1 could be completed in phases, as funds became available, or the 4

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decision may be made to wait until all the funds were in and complete Phase 1 in one stage. BDC was keen to have the facility up and running for productions as soon as possible and would work hard to achieve that. It was hoped to have agreed a way forward by the end of May 2016 and that work on Phase 1 would be completed in the early part of the following year.  BDC was happy to rent out rooms, and was hoping to do so, however there was concern about the impact of on-going building work and the practicalities of that in respect of users of the facility.  BDC had the contact details of users of the building, prior to its purchase of the GTH and was intending to make contact to enable that to continue.  In respect of the Open House Festival (OHF), Ms McKelvey advised that BDC had previously been involved in that event, in particular with the „fringe‟ events. Contact with the OHF was continuing, and the OHF had expressed an interest in using the GTH as a venue during the event. Ms Millar added that BDC‟s building would benefit the OHF and BDC was keen that the facilty would be open and flexible to all.  In respect of a query about other funding streams, Ms McKelvey advised that BDC had already run a series of events, including ones with no ticket prices and instead guests were able to give a donation of an amount of their choice. Donations of up to £1000 had been given at one of those events. In addition, it was proposed to have a brick wall built in the foyer of the GTH, and for £150 a person could have their name engraved on a brick. This had proven to be very popular with 40 having been sold already. It was also proposed to now contact businesses and offer them that opportunity. Other fund raising events had been planned and would continue while they were required. It was also proposed to contact the Spectator to raise the profile of the BDC and its fund raising events; and also a crowd-funding page was planned for the Club‟s Facebook page. Ms Miller added that BDC had charitable status, and as such would actively pursue other grant opportunities and also avenues such as Gift Aid.  Ms McKelvey advised that, while BDC was in contact with the Web Theatre in Newtownards, there were no plans to use its facilities in the near future.

The Chair thanked Ms McKelvey and Ms Millar for their presentation and wished them well with all their plans for BDC.

NOTED.

4. HOUSING FITNESS STANDARD (FILE: CW36) (Appendix I)

PREVIOUSLY CIRCULATED:- Report dated 26 April 2016 from the Director of Community and Wellbeing giving an update on the Housing Fitness Standard.

Background

Secure tenure of property that met a good standard was one of the cornerstones of health and wellbeing in society.

In October 2012 the Department for Social Development had published “Facing the Future: The Housing Strategy for Northern Ireland 2012 -17”. As part of the Strategy

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CWC.11.05.16 the Department had committed to undertake a review of the housing fitness standard.

The Housing Fitness Standard set in law a range of criteria a dwelling must comply with in order to be considered under law as habitable or „fit‟. The Housing Fitness Standard applied across all tenures: owner occupied, the private rented sector and all social homes. In the case of the private rented sector, Councils had partial responsibility for the enforcement of the housing fitness standard. The Council had a range of powers to take appropriate action where unfit housing was identified through the Private Tenancies Order and Clean Neighbourhoods and Environment Act. Most Housing Act Powers remained vested in the N I Housing Executive.

As part of its review the Department had produced a pre-consultation discussion document and associated policy screenings that outlined the current statutory standard, explored the shortcomings within the existing arrangements and set out potential options for future change. Through the discussion document, the Department was seeking to gauge views on a range of issues including the future content of a new housing fitness requirement and the potential cost implications of changing the housing fitness standard.

It was noted that the rest of the UK provided much greater protection from poor housing standards than in Northern Ireland. In Scotland the Tolerable Standard applied and in England and Wales the Housing Health and Safety Rating System (HHSRS) applied, which gave much greater protection, particularly in respect of private rented housing.

Application of (HHSRS) in Northern Ireland to the current housing stock would more than double the number of houses considered as unfit.

RECOMMENDED that the Council sends the attached reply template as its response to the DSD discussion document.

Alderman Irvine commented that he welcomed any steps taken to improve housing. However, he expressed concern at the length of the process for action to be taken in those cases when a landlord refused to make improvements.

In response, the Head of Environmental Health, Development and Protection advised that no reference had been made in the document to the types of enforcement tools that officers may have. He was unsure at that stage whether it would be agreed to issue fixed penalty notices rather than taking landlords to court, as the matter was still up for debate by the Department.

AGREED TO RECOMMEND, on the proposal of Alderman Irvine, seconded by Councillor Thompson, that the recommendation be adopted.

5. FOOD HYGIENE RATING SCHEME (FILE: CW39) (Appendix II)

PREVIOUSLY CIRCULATED:- Report dated 27 April 2016 from the Director of Community and Wellbeing stating that the Food Hygiene Rating Scheme (FHRS) had been operating in Northern Ireland on a voluntary basis since 2010. The

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CWC.11.05.16 scheme, which was a Food Standards Agency (FSA) and Council partnership initiative, was a key public health measure and an important commercial driver for businesses to achieve and maintain compliance with existing food hygiene law. The scheme was delivered by all Councils in Northern Ireland. It provided transparency to consumers about the hygiene standards in food outlets at the time of inspection by Council food safety officers. This allowed consumers to make informed choices about where they ate out or shopped for food. The aim was to give recognition to businesses that met the requirements of food hygiene law and provided an incentive to improve those that did not. Research findings had provided evidence that the scheme was working and driving up food hygiene standards. To continue to deliver this improvement the assembly had passed legislation making the display of a food hygiene rating mandatory in most types of food businesses.

The FSA was seeking views and comments from stakeholders on the draft Food Hygiene Rating (Northern Ireland) Regulations 2016, the draft Food Hygiene (Fee and Fixed Penalty Amount) Order (Northern Ireland) 2016, the draft Food Hygiene Rating (Commencement and Transitional Provisions) Order (Northern Ireland) 2016 and the potential impact on food businesses and district councils. It was also seeking views and comments on guidance for district councils on the operation of the new statutory scheme. The form outlining a proposed view for the Council with regard to the above was attached.

RECOMMENDED that the Council adopt the comments on the Food Standards Agency consultation form as the Council view.

Welcoming the report, Councillor Edmund thanked officers for their work on the scheme. He noted that the food rating notices were highly visible to users of food establishments and he believed that was integral to raising the standard of establishments across the Borough.

AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Councillor Martin, that the recommendation be adopted.

6. BIKE WEEK 11-19 JUNE 2016 (FILE: CW38)

PREVIOUSLY CIRCULATED:- Report dated 26 April 2016 from the Director of Community and Wellbeing reminding members that at the Community and Wellbeing Committee meeting held on 13 April 2016, a Notice of Motion had been submitted by Councillor Muir requesting:-

“Officers to organise a small series of events coinciding with Bike Week in June 2016 in partnership with relevant organisations, in order to promote cycling and the social health and environmental benefits of such.”

In response to this, officers had held preliminary discussions with some key stakeholders and a range of options were being considered to ensure that as many different age groups and individuals were involved in Bike Week as possible.

Activities planned to date included a re-launch of the Council‟s Cycle to Work Scheme. This would be promoted and available to Council members and officers for

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CWC.11.05.16 application between 23 May – 30 June 2016 and details would be publicised on the intranet, staff notice boards, and by email. This would give applicants the opportunity of obtaining a new bike with tax free incentives. To promote this further, it was hoped that a „Bike to Work‟ event during Bike Week would be organised to include local businesses and organisations as well as Council officers and members to help promote cycling as a healthy and accessible form of active recreation.

Also, staff planned to promote and encourage the use of cycle friendly areas (including appropriate parks, Comber Greenway and roads with designated cycle lanes). This would take place using the Council‟s website, Facebook page and press releases. Officers would also work with tourism colleagues to promote opportunities for cycling in the Borough. Reference would also be made to road safety and etiquette/good practice for sharing pathways with other users (such as encouraged through Sustrans‟ “One Path” principles in its proposed pilot on the Greenway for which support had been agreed by the Council in February 2016). Discussions with Lisburn and Castlereagh regarding promotion of the Greenway for Bike Week as a joint initiative were also underway.

To engage the next generation, proposals were to include promoting „Cycle to School‟ during Bike Week, with close liaison with local schools. Investigations were also underway into a potential promotion of BMX including a demonstration by a BMX world record holder, at a family event at one or more locations throughout the Borough. The family event would also promote cycling safely (road safety and skills with PSNI involvement) and the importance of bike maintenance, possibly alongside a family barbeque.

A charity fund raiser was also being considered, most likely an outdoor spin class and both Council officers and members would be encouraged to participate.

Officers had approached Cycling Clubs based in the Borough in the hope that they would also work alongside the Council to promote any of their own and support Council events.

Funding

There was Promotional Match-Funding available from DRD for Bike Week events (up to £3000 per Council) and once those had been finalised, in line with the qualifying criteria, officers could make an application. It was estimated that a total budget of £3000 would enable all the activities described to be undertaken but this would require match funding by the Council of £1500 which was available within existing heath development budgets.

RECOMMENDED that the Council approves this report and agrees to support the series of events and activities and organisation by officers and partners to promote cycling in the Borough, during Bike Week and beyond, and match fund up to £1500 to provide a total budget of £3000 for these activities.

Rising in support, Councillor Brooks commended officers for their proposals for Bike Week. He noted that he was a keen cyclist and had worked in Donaghadee Primary School providing safety talks and other schemes. He believed that the Giro d‟Italia

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CWC.11.05.16 visiting Northern Ireland, had raised the profile of cycling and had changed the public‟s perception of the sport to be more positive.

AGREED TO RECOMMEND, on the proposal of Councillor Brooks, seconded by Councillor Wilson, that the recommendation be adopted.

(Councillor Martin declared an interest and left the meeting at this stage – 7.31pm)

7. COMMUNITY DEVELOPMENT GRANTS (FILE: CW40) (Appendix III)

PREVIOUSLY CIRCULATED:- Report dated 5 May 2016 from the Director of Community and Wellbeing stating that the Community Development Grant scheme (CD) was jointly supported by the Department for Social Development (DSD) and the Council.

A total budget of £128,036.63 had been ring fenced for all Community Development Grants, to include: Community Development grants £81,846.29, Community Networks grants £30,000, the Queen‟s Birthday grants £16,000 and for seeding grants. Depending on the demand for seeding grants, potential savings within other elements of the Community Development Programme may be reallocated to that budget.

The purpose of the Council‟s Community Development grants was to support the following types of local community development activity:-

 Up to £2,000 - Running Costs for local community bases/resource centres and groups which aimed to improve the quality of life in the Borough‟s communities.  Up to £1,000 - Project Costs to deliver a local project e.g. a defined piece of work, training or a project which was time bound.

Applicants could apply for one or both types of funding and each element of the application i.e. running costs and project costs had been assessed separately.

The Council had publically invited applications for the 2016-17 Community Development grants on 26 February 2016 with a closing date of Friday 31 March 2016 at 2.00pm and workshops had been facilitated by officers to support and advise potential applicants.

In total 64 applications had been received by the closing date, totalling £165,962.17. Those updated figures included four applications, which had been received by email and had originally been overlooked by the Chair of the assessment panel.

Due to the volume of applications received an assessment panel comprised of the Community Development Manager, Community Development Officer, Good Relations Officer, and Rural Development/Peace IV Finance Officer, had met on a number of occasions to assess and score the applications under the following criteria:-

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Grant Criteria – Running Costs Points Purpose and Aim 5 Benefit to the community – 5 Sustainable Communities 5 Value for money 5 Total 20

Grant Criteria – Project Costs Points Purpose and Aim 5 Location, Need and benefit 5 Outcomes, impacts & benefits 5 Tackling poverty & social inclusion 5 Encourage and Promote health & wellbeing 5 Equality Scoring Criteria 5 Value for money 5 Total 35

The assessment panel had set a pass mark of 40%.

There had been a broad spectrum of applications received, some of which had been very detailed and strong in meeting the grant criteria and others had been less so.

On the completion of the assessment process:-

 11 applications had been deemed ineligible for running costs and 12 had been deemed ineligible for project costs  Three applicants had not reached the pass mark of 40% for running costs  Three applicants had not reached the 40% pass mark for project costs.  In line with application guidelines and grant criteria and to uphold the integrity of the process, one late application had not been considered.

On the completion of the assessment process and a value for money review, the total value of approved applications had been £90,585.77. In order to allocate funding within budget the recommended funding awards were based on 90% of the eligible amount of funding requested i.e. £81,846.29.

The panel‟s recommendations (see attached appendix), listed the groups which had applied, the panel scores, the funds requested and the recommended amount to be allocated based on the funds available.

Seeding Grants

In addition to Community Development Grants for running and project costs, the Community Development Grant Scheme also provided funding support for new community groups/organisations starting up, referred to as Seeding Grants.

The purpose of seeding grants was to assist new community groups, within Ards and North Down, with initial setting up costs to include advertising, insurance and venue hire. Eligible groups could apply for initial set up costs of a maximum of £200.

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Seeding Grants were a one-off grant to newly constituted groups, which could provide evidence of holding their inaugural meeting, the establishment of their agreed constitution and bank account details. Applicants would be required to complete the application form as attached in the appendix.

Applications to the scheme would be on a rolling basis throughout the year, and due to the value of each grant and to reduce bureaucracy, it was recommended that delegated authority was given to officers to approve awards based on the above criteria.

Summary

In line with the development of a Corporate Grants Policy, officers were considering a more efficient method of handling the high volume grant applications submitted to various responsible Departments within the Council. This would ensure all grant applications received were registered and administered appropriately.

RECOMMENDED that the Council approves the recommended CD grant awards attached in the appendix.

FURTHER RECOMMENDED that delegated authority be given to the Director of Community and Wellbeing to approve eligible applications to the Seeding Grant Scheme.

Councillor Edmund proposed, seconded by Councillor Adair, that the recommendation be adopted.

Welcoming the grants, Councillor Edmund commented that this funding was the lifeblood to clubs and groups in the Borough, particularly those of a small size, which would be unlikely to survive without that financial assistance.

Concurring with those comments, Councillor Adair stated that the funding was vital for enabling community groups to continue their work. He added that the volunteers in those groups did a huge amount of work in the Borough and he believed the groups were worthwhile organisations that provided vital services to local communities.

Alderman M Smith also welcomed the grants, however she was disappointed at the presentation of the attachment to the report which was illegible on Minutepad, as the font was far too small to read. She did not believe it was satisfactory to only provide members‟ with a legible copy on the night of the meeting, with no time to read it or give it proper consideration.

Councillor Wilson noted that a number of groups had requested more funding than their maximum eligible amount, and he queried whether applicants were aware of the funding available to them. He also asked whether alternative funding was available for those groups to meet the shortfall and also for those groups that had not been awarded funding at that time.

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In response the Director confirmed that the maximum level of funding was advertised and in addition, workshops had been run to provide help with the application process and also other assistance had been offered. He stated that every effort had been made to assist groups. He also noted that other sources of grant funding were available to community groups who wished to apply for it and officers were happy to direct groups to those other sources.

In response to a query from Councillor Brooks, the Head of Community and Culture advised that the assessment panel had set a pass mark of 40%. Councillor Brooks then sought clarification on the applications that had been deemed ineligible, and the Head of Community and Culture advised that that referred to late or incomplete applications, or applications that were not relevant to the funding criteria.

Alderman M Smith wished to note that she was not in agreement with the Committee about adopting the recommendation, given the ineligible report attachment originally supplied and the subsequent last minute provision of an alternative copy, which had not given members sufficient time to fully consider the matter.

A vote was taken on the matter.

AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Councillor Adair, with 8 voting FOR, and 1 voting AGAINST, that the recommendation be adopted.

(Councillor Martin returned to the meeting at this stage – 7.37pm)

8. PEACE IV UPDATE (FILE: 142040)

PREVIOUSLY CIRCULATED:- Report dated 26 April 2016 from the Director of Community and Wellbeing stating that the Council had been notified of an indicative Peace IV budget allocation of £3,002,989 for the period 2014-2020 across three key priority areas and associated objectives as follows:-

1. Children and Young People (£554,546). Enhancing the capacity of children and young people to form positive and effective relationships with others of a different background and make a positive contribution to building a cohesive society.

2. Shared Spaces and Services (£936,981). The creation of a more cohesive society through an increased provision of shared space and services; existing civic spaces developed and managed in a manner that respected the rights, equality and diversity of all. The change would be reflected in how parades, flags, emblems, graffiti and other related issues impacted on the public space. This would involve changes in both attitudes and behaviour and a corresponding reduction in segregation.

3. Building Positive Relations (£1,147,305). The promotion of positive relations characterised by respect, and where cultural diversity was celebrated and people could live, learn and socialise together, free from prejudice, hate and intolerance.

In order to secure that funding, a local Peace and Reconciliation Strategy and Action

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Plan had to be developed which would be subject to a two stage assessment process, by the Managing Authority for the Programme, the Special EU Programmes Body (SEUPB). The Strategy and Action Plan had to detail a locally relevant and focussed practical programme of activity in line with programme wide results, outputs and objectives. The first stage of the application process had to be submitted by 21 June 2016 after ideally being approved by a Peace IV Partnership which would have oversight of all programme of activity. Consultation to develop the Strategy and Action Plan had commenced on 8 March 2016. Bluzebra was the consultant which had been appointed to assist with the consultation process, the production of the Strategy and Action Plan and the application process.

Guidance issued by SEUPB required the Peace IV Partnership to be comprised of Elected Members, social partners and statutory agencies, who had expertise in the key priority areas. Bluzebra had recommended the following make-up for the Peace IV Partnership:-

9 Elected Members representative of the political make up of Ards and North Down Borough Council. They had recommended that that the D‟Hondt principle was applied.

8 social partners

7 statutory agencies:-

Police Service of Northern Ireland Northern Ireland Housing Executive Education Authority Youth Justice Agency Public health Agency South Eastern Health Trust South Eastern Regional College

In respect of the social partners, the business sector and trade union appointments would be sought from the local Chambers of Trade and Trade Unions. The remaining social partner appointments would be made through a public application process. The following sectors would be targeted together with an advert in local press calling for applications. It was recommended that three of the appointed Elected Members would sit on the recruitment panel to select the appropriate social partners. One position would be given to each of the following:-

Business sector Trade union Community Network Youth provision Women‟s representative BME representative Community sector Voluntary sector

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A Shadow Partnership, i.e. members appointed at the AGM and the statutory representatives, would need to meet to approve the first stage of the application process in advance of 21 June 2016. Once social partners were appointed the Peace IV Partnership would proceed with a full Partnership Agreement in place.

It was further recommended that the Peace IV Partnership be given delegated authority to manage the Peace IV programme and minutes of all future meetings would be tabled at the Community and Wellbeing Committee for noting.

RECOMMENDED that the Council proceeds to:-

a) appoint nine elected members, representative of the political make-up of the Council, to the Peace IV Partnership at the Councils Annual Meeting in June using the D‟Hondt system, from which four would be appointed to the recruitment panel for the social partners;

b) commence the appointment of 8 social partners,

c) Request statutory agencies listed above to nominate a relevant staff member to the Peace IV Partnership.

Councillor Thompson welcomed the progress so far on the matter and looked forward to what the Partnership would achieve in the future and the benefits that would be seen in the Borough for those who partook in the scheme.

Rising in support, Councillor Smart thanked officers for a comprehensive report. He expressed concern at the timeframe involved, and the fact that there would be no opportunity for the Plan to be considered at a Council meeting. In response, the Head of Community and Culture acknowledged the tight timescale and stated that ideally the Peace IV Partnership would agree the Plan. She advised that the Managing Authority had been contacted and was happy for the Strategic Community Partnership to move the matter forward at that stage. She further advised that the Plan would be presented to the Committee in June and the Committee‟s decision would then be ratified at the Council meeting at the end of June. Following the first stage of the application, the SEUPB would provide feedback on the submission, which would then be amended accordingly, ready for re-submission in September. The Council would therefore have the opportunity to see the Plan prior to that and it was assumed that other amendments could also be made at that stage. Councillor Smart acknowledged that, while the timescale was beyond the control of the Council, it did not allow much opportunity for alternative views or disagreement to be expressed. He hoped members would have the opportunity to finesse the Plan prior to its submission in September.

Councillor Martin advised that he had attended a meeting on the matter the previous Monday and had had the opportunity to put forward his views on key areas. He believed that by addressing underlying issues, for example with children and young people, future conflict could be avoided. He believed the scheme provided a good opportunity to include programmes to address important matters concerning young people. He also believed it was vital, by bringing groups together, to demonstrate that it was fine to have political views and aspirations and that both sides of the

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CWC.11.05.16 community could work together, despite differences of opinion. He did not believe that a political middle ground should be engineered, rather that the political views of young people should be encouraged and therefore demonstrate that a difference in view would not prevent them from getting on with people in other communities or those who held different views.

AGREED TO RECOMMEND, on the proposal of Councillor Thompson, seconded by Alderman Irvine, that the recommendation be adopted.

9. YOUTH COUNCIL – UPDATE ON PROGRESS (FILE: CW41)

PREVIOUSLY CIRCULATED:- Report dated 2016 from the Director of Community and Wellbeing stating that, following a notice of motion in February 2015 and an interim report in November, members had agreed that officers would prepare a further report recommending a youth engagement model for the Council.

Officers had met with staff from a variety of organisations including the Education Authority Youth Service, North Down YMCA and North Down Alternatives to discuss the various youth engagement models currently in place or in development. It was the view of officers that the Education Authority Youth Service model was the most appropriate model at this time.

The Education Authority (EA) Youth Service had for a number of years supported local Youth Councils in a number of District Council areas, however they were keen to see the current model improved and enhanced.

There had been a number of discussions with the EA Youth Service to date and it was clear that any Youth Council should be representative of both the urban and rural areas within the Borough. There also had to be considerable training and investment in the membership of the Youth Council and the EA had agreed to take the lead in recruitment and training. It was proposed that the Youth Council would be operational for two years in total and towards the end of the second year, a further Youth Council would be recruited and trained, so that there was a seamless transition between the two. This would also have the added opportunity for peer mentoring, between the established and new Youth Council.

It was proposed that a formal partnership agreement be established between the Education Authority (EA) Youth Services and the Council would ensure the Youth Council would be the core mechanism for Children and Young People to participate and pro-actively engage in EA and the Council business, thus promoting the voice of young people within the Borough.

The overall strategic aims of the Youth Council would be to:-

 Recognise the function of the Youth Council as a representative voice for young people and pro-actively engage and participate with young people on a regular basis  Seek the opinions of young people on decisions that affected or have an impact on their lives and giving them a meaningful voice  Respond to young peoples‟ issues, priorities and emerging needs.

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When finalised, the Draft Partnership Agreement would be brought to the Council for consideration.

RECOMMENDED that the Council approves that officers will continue to develop an engagement model based on the above and work towards the establishment of a youth council.

Rising in support, Councillor Smart thanked officers for their work on the matter and for their willingness to hear the views of young people. He noted that the output of the Youth Council would depend on the contribution made by the young people and believed it was a great opportunity for them and the Council to hear the views of young people.

Concurring with those comments, Councillor Cooper reiterated it would be a great opportunity to hear the views of the young generation. He noted that prior to the election, the press had reported on the sense of disillusionment experienced by some young people and he hoped that the Youth Council would help with youth engagement and to bridge the gap that had formed.

In response to a query from Alderman M Smith about the timeline involved, the Head of Community and Culture advised that the engagement model was currently being developed and more detail would be brought to a future meeting of the Committee in June for consideration. Once the partnership agreement was established between the EA and the Council, recruitment to the Youth Council would commence. It was planned to have the first meeting in September 2016.

AGREED TO RECOMMEND, on the proposal of Councillor Smart, seconded by Councillor Cooper, that the recommendation be adopted.

10. UPDATE TO COMMUNITY FESTIVAL FUND GRANT AWARDS (FILE: CG 10231 PART F)

PREVIOUSLY CIRCULATED:- Report dated 4 May 2016 from the Director of Community and Wellbeing stating that in April 2016, members had considered 49 applications to the Community Festival Fund (CFF).

Officers had since discovered that one application received by email by the closing date had been overlooked and not scored. The original assessment panel had been reconvened on Wednesday, 4 May 2016 and this application which had been from Portaferry Sailing Club had been scored against the set criteria of the fund.

The application from the sailing club had been for £5,000 towards costs associated with running the Narrows Series and Flying Fifteens Northern Ireland Championships.

The assessment panel recommendation had been that the application was not approved as it was ineligible. The application had been from a sports social club and the festival had been a tourist focused event, both of which were exclusions of the CFF grants scheme.

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Officers were currently considering alternative methods of administering grant schemes where a large volume of applications was expected, to ensure no future grant applications were overlooked.

RECOMMENDED that the Council approves that Portaferry Sailing Clubs application to the Community Festivals Fund is not supported.

AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Alderman Irvine, that the recommendation be adopted.

11. LOAN OF THE BARRY BINGHAM VC (FILE: CW42)

PREVIOUSLY CIRCULATED:- Report dated 28 April 2016 from the Director of Community and Wellbeing stating that North Down Museum had received a loan request from the National Museum of the Royal Navy in Portsmouth to borrow the Barry Bingham Victoria Cross (VC) as part of a week-long exhibition to bring the four VC‟s from the Battle of Jutland together for the first time.

The exhibition would take place in November 2016 around Remembrance Day.

The Museum Manager had brought the request to the attention of the Arts and Heritage Advisory Panel who had discussed the matter. The panel had agreed that the request should be taken to the Council for decision, however the Panel had been happy to recommend that the Council accepted the loan request in principle if the conditions of the loan set forth by North Down Museum were met.

These conditions would include that the National Museum of the Royal Navy covered all additional insurance and transportation costs, associated with the loan. The museum would provide details on all security, display and environmental conditions while the VC was in its care. Risk assessments on transport and display would also be produced.

The Museum of the Royal Navy would also acknowledge Ards and North Down Borough Council in all publicity, exhibition and press materials regarding the loan.

The Museum Manager would manage all paperwork surrounding the loan. All loan documentation and requests would be based upon UK Accredited Museum guidelines.

RECOMMENDED that the Council accepts the loan request if the conditions of the loan set by North Down Museum under UK Accredited Museum Guidelines are met.

Councillor Martin commended officers for a comprehensive report. He advised that during his time as Mayor, he had encountered the need for transportation of irreplaceable artefacts. He stressed that the regulations surrounding the transportation of such items were incredibly stringent and he hoped that that would reassure members that the item would not be at risk.

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Concurring with those comments, Councillor Cooper expressed the view that it was a watertight system. He noted that the exhibition would provide good publicity for the recipients of the Victoria Cross, and would also put Bangor on the map as having a VC in the town.

AGREED TO RECOMMEND, on the proposal of Councillor Martin, seconded by Councillor Cooper, that the recommendation be adopted.

12. MINUTES OF ARTS HERITAGE PANEL – FEBRUARY 2016 (Appendix IV)

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

AGREED TO RECOMMEND, on the proposal of Councillor Martin, seconded by Councillor Edmund, that the minutes be noted.

13. SCRABO AND LINEAR PARK PLAYGROUNDS (FILE: CW41)

PREVIOUSLY CIRCULATED:- Report dated 28 April 2016 from the Director of Community and Wellbeing stating that each legacy Council had committed to the development of two additional playgrounds - one at Scrabo Estate, Newtownards and one at Linear Park, Bangor.

Whilst it was recognised that the previously agreed new strategic report on playground and MUGA provision would provide the Council with a clear direction on the future needs of the residents of the Borough, it was believed that any further delay in progressing those two projects would be potentially detrimental to the residents of the two affected areas.

It was also noted that Playboard had previously identified that both Scrabo Estate and Linear Park were suitable locations for the provision of playgrounds given the significant demographic in both areas which currently did not have direct access to playground provision.

The NIHE had agreed to sell the land, as identified by Playboard, located at the Green in the Scrabo Estate for £25,000 subject to planning permission being attained by the Council.

It was therefore proposed to undertake the following:-

1. Produce a concept design and develop plans for submission to planning for both playgrounds. This would identify specific location, type of playground/MUGA and ancillary facilities i.e. fencing, car parking, etc.

2. Undertake thorough engagement and consultation with relevant stakeholders, including residents in both areas.

3. Produce an Economic Assessment for both projects.

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A capital budget had been identified and approved by the Council for new playgrounds in 2016/17 and any costs incurred in progressing the above would come from this allocation.

RECOMMENDED that the Council approves the above report.

Welcoming the report, Councillor Adair stated that the need for a playground in Scrabo had been on the agenda for a considerable time, including during the legacy Ards Council. He noted that he, along with Councillor McIlveen and the Minister for Transport, had previously met with local residents and he was encouraged to see the matter moving forward. He was keen to see the economic assessment and concept design stages completed in a timely manner, as the need for a playground there was great.

Echoing those comments, Councillor Smart thanked officers for how they had dealt with the matter. He believed the location of the playground would ensure the safety of the children that used it and hoped it would encourage children to play outside more often.

Rising in support, Councillor Martin was encouraged to hear what was happening in Scrabo. He then referred to Linear Park and the anti-social behaviour experienced there recently and he hoped the introduction of a playpark in the area would distract children from such disruptive behaviour. He asked about the timescale in respect of completing an economic assessment. In response, the Director advised that the process would commence as soon as approval was granted by the Council and it was hoped to complete it by autumn 2016. Councillor Martin was satisfied with that update.

AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Smart, that the recommendation be adopted.

14. CLOUGHEY TENNIS COURTS REDEVELOPMENT SCHEME – ECONOMIC APPRAISAL

Members were advised this item had been withdrawn.

NOTED.

15. IN BLOOM FUNDING (FILE: CG 11101A)

PREVIOUSLY CIRCULATED:- Report dated 26 April 2016 from the Director of Community and Wellbeing stating that, in order to support local community groups with providing floral displays in their respective areas, the Council had recently placed an advert in the local press inviting groups to apply for In Bloom funding.

The following applications had been received :-

 Ballyhalbert and District Community Association £1,000 for installing and maintaining planters on Transport NI land. Funding represents 100% of the project. Insurance cover was in place. 19

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 Whitehill Community Association £1,000 to enhance the area around the Learning and Resource area with floral displays. NIHE land and the funding represented 100% of the project.

 Helens Bay and Crawfordsburn Residents Association £350 requested for the completion of floral work associated with the Helens Bay and Crawfordsburn village plan. This funding represented 64% of the project costs which included insurance cover costs.

 Friends of Portaferry Presbyterian Church £1,000 to support the landscape works associated with the renovation project of the Portico development. The funding represented 28% of the total project costs. Insurance cover was in place.

 Ballywalter Community Action Group £989.50 requested for continued planting in the Peace and Memorial Garden in Ballywalter. The funding applied to 100% of project. Insurance cover was in place.

 Millisle and District Community Association £1,000 requested for planters to be positioned along the main thoroughfare of the village. The funding applied to 100% of project. Insurance cover was in place.

 Groomsport Village Association £1,000 requested for continued floral development along the main thoroughfare of the village. This would build on constructive feedback from Ulster In Bloom judges the previous season. The funding represented 100% of project. Additional request for £131.40 insurance grant had been submitted.

 Millisle Youth Forum £380 requested to work with young people in an intergenerational project to provide hanging baskets and window boxes elderly residents within the village. The funding represented 100% of project. Insurance cover was in place.

 Kilcooley Womens Centre £500 requested for the development of a sensory garden in conjunction with the local primary school children. The funding represented 100% of project. Insurance cover was in place.

 Portavogie Regeneration Forum £1,000 requested to improve the floral display on the front of properties along Harbour Road and New Harbour Road. The funding represented 100% of project. Insurance cover was in place.

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 Holywood Mens Shed £475 requested for the construction of raised beds to add to existing facilities aimed at building local pride and self-esteem within the Men’s Shed group. The funding represented 100% of project. Insurance cover was in place.

 Peninsula Healthy Living £1,000 requested towards a community growing and allotment project aimed at providing floral displays for the businesses on Kircubbin main street. The funding represented 6% of project. Insurance cover was in place.

 Portaferry In Bloom £1,000 requested for continued planting and maintenance in Portaferry. The funding applied to 100% of project. Additional request for £135.00 insurance grant had been submitted.

 Greyabbey and District Community Association £950 requested to place floral displays on Greyabbey main street in the form of hanging baskets and planters. The funding applied to 55% of the project. Insurance cover was in place.

 Rathgill Community Association £1,000 requested to increase the number hanging baskets and planters throughout Rathgill Estate, Bangor. The funding applied to 100% of the project. Insurance cover was in place.

Members were advised that budget provision was available to meet the collective funding levels up to £10,000.

The applications received amounted to £12,775.90. The additional resources could be met from operational Parks budgets as the representative projects enabled the Parks team to further enhance the appearance of the towns and villages in a sustainable manner with excellent community buy in.

It was noted that the final 20% of funding was dependent upon the submission of appropriate receipts and relevant monitoring by Council officers and in the event of a group not requiring the full funding, that money would be retained for other park initiatives.

RECOMMENDED that the above applications are approved as described in the report and funding allocated accordingly.

Rising in support, Councillor Edmund commented that this was a great opportunity for the Council to support local communities. He noted the slight overspend and stated that the investment would be worthwhile as many areas of the Borough would benefit. He advised that he had worked with the Parks department on behalf of residents of Ballyhalbert and had been impressed with the planting advice given to residents by the Parks, Cemeteries and Amenities Manager and the Technical Supervisor (Parks). He believed the funding would go a long way and would give many areas a well needed facelift.

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Concurring with those comments, Councillor Smart thanked officers for their work and expressed his support for the scheme which would see villages taking an initiative and residents volunteering to help improve their local area.

Councillor Thompson commented that the funding and work would be appreciated by local communities. He referred to Millisle Youth Forum and was encouraged to see that the money would be used to fund an intergenerational project.

Alderman M Smith was encouraged to see the large number of projects that had been granted funding.

Rising in support, Councillor Adair stated that the scheme would enhance the appeal of local villages and hopefully increase the number of visitors to them. He was encouraged by the number of volunteers getting involved and believed it was a worthwhile scheme.

AGREED TO RECOMMEND, on the proposal of Councillor Edmund, seconded by Councillor Smart, that the recommendation be adopted.

16. BEST KEPT AWARDS (FILE: PCA 8)

PREVIOUSLY CIRCULATED:- Report dated 28 April 2016 from the Director of Community and Wellbeing stating that the following locations had been submitted to the Northern Ireland Amenity Council for consideration under the Best Kept Awards 2016. These were consistent with previous years‟ entries across the Borough.

Category Location Large Town Bangor Large Town Newtownards Medium Town Comber MediumTown Holywood Medium Town Donaghadee Small Town Portaferry Large Village Crawfordsburn Large Village Helens Bay Large Village Groomsport Large Village Conlig Large Village Cloughey

The cost for entries was as follows:-

Category Member Fee Large Town £30 Medium Town £30 Small Town £25 Large Village £20 Small Village £15

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In order to submit the entries, the Council had to be affiliated to the Northern Ireland Amenity Council at a cost of £2,300 per year. Failure to affiliate would result in significantly higher entry fees being applied. Entry fees and affiliation could be met from existing budgets.

RECOMMENDED that the Council agrees to the entries as outlined above and to the Council renewing the affiliation to the Northern Ireland Amenity Council based on the above costs.

Welcoming the report, Councillor Adair noted that the submitted locations covered a large portion of the Borough. He was pleased to see that Cloughey had been entered for an award and hoped it would be successful in that. He believed the awards provided a good opportunity to showcase the Borough on a Northern Ireland- wide basis.

Councillor Smart expressed his delight that Newtownards had also been entered and noted it had previously been successful.

Rising in support, Councillor Thompson sought clarification on the selection process and whether other areas could be included in the future. In response, the Director advised the entries were consistent with previous years‟ entries and also consideration had been given to the level of community commitment. He was happy to review the process going forward.

In response to other queries from members, the Director advised that he would report back in due course.

AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Martin, that the recommendation be adopted.

17. BALLYVESTER CEMETERY CARPARK (FILE: PCA 9)

PREVIOUSLY CIRCULATED:- Report dated 27 April 2016 from the Director of Community and Wellbeing stating that over the last number of years there had been on-going work to stop young drivers congregating in the car park area of Ballyvester Cemetery, Donaghadee, and causing anti-social behaviour. Over the past months a combination of the Safer Ards Team monitoring the area and Parks staff cutting back vegetation had been unsuccessful in controlling the use of the site.

It had been suggested that the original gates could be closed at night, but due to the presence of a residential property (Former Cemetery Caretakers Residence) needing access through this entrance, that would not be feasible.

A solution had been identified in order to prevent access to the car park when it was not required. Movable bollards could be positioned across the access point to the car park which would not restrict access to either the cemetery or the residential property and only opened at those times when demand required additional car parking provision i.e. funerals, significant Sundays and the Christmas period.

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There was sufficient parking within the cemetery to facilitate people visiting graves and car park was only needed to deal with increased numbers as specified above. This could be reviewed on an on-going basis.

RECOMMENDED that the Council approves the installation of bollards to control access to the cemetery car park as outlined in the above report.

In response to a query from Alderman Irvine about adequate space for parking, the Director advised that additional car parking would be provided according to demand, for example, for funerals, significant Sundays and the Christmas period. This would be achieved by moving the bollards temporarily.

Councillor Edmund advised that he knew the residents of the property referred to above, and expressed the view that they would welcome the installation of bollards as a deterrent to anti-social behaviour. He thanked officers for addressing the matter and welcomed the proposed action.

Rising in support, Councillor Thompson stated that the problems caused by anti- social behaviour had to be addressed. He queried the level of available car parking when the bollards were in-situ and the Director reiterated that there was sufficient car parking within the cemetery to facilitate people visiting graves during normal opening hours.

Councillor Cooper stated that similar anti-social behaviour was experienced in Comber Cemetery. He wished to see measures taken there to address it, particularly for the benefit of the users of the graveyard and the grieving people that would be there at funerals and visiting graves. He believed the Council should take the initiative to find remedies for anti-social behaviour, as it had done in Ballyvester Cemetery, and especially in places that should be revered.

AGREED TO RECOMMEND, on the proposal of Alderman Irvine, seconded by Councillor Edmund, that the recommendation be adopted.

18. MARY PETERS TRUST (Appendix V)

PREVIOUSLY CIRCULATED:- Report dated 28 April 2016 from the Director of Community and Wellbeing stating that the Mary Peters Trust was a voluntary organisation which distributed funds to young sportspeople which assisted towards the significant costs in developing sporting excellence.

A request had been received from the above Trust for continuing support towards the work of the organisation for the year 2016/17.

Whilst the Council also delivered sporting awards to local sports people through the Sports Forum, the additional funding from this body had been critical over the years in providing much needed support above and beyond Council capabilities to the young sportspeople of the Borough, who would otherwise have had considerable personal costs towards funding their sporting development.

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The previous year, over 200 young people from across Northern Ireland had benefitted from £70,000 of funding from the Trust. Nineteen of the recipients had been from the Borough and they had received almost £10,000. The list of recipients, which had included young people from across the Borough and representing eleven sports, was attached.

It was proposed to support the above organisation with a Council contribution of £2,000. This could be met from current budgets.

RECOMMENDED that the Council approves the above proposal.

Rising in support, Alderman M Smith was encouraged by the report and noted that she personally knew some of the young people that had previously been recipients of funding from the Trust.

Councillor Smart thanked officers for their pro-active approach to the matter. He noted that Mary Peters was a great ambassador for sport in Northern Ireland and he was pleased to see the Borough being involved and benefitting from funding from the Trust.

Councillor Edmund highlighted that nineteen young people from the Borough had benefitted from funding and noted that the return gained by young people from the investment made by the Council was fantastic.

AGREED TO RECOMMEND, on the proposal of Alderman M Smith, seconded by Councillor Smart, that the recommendation be adopted.

19. REQUEST TO ATTEND THE DALKEY BOOK FESTIVAL

PREVIOUSLY CIRCULATED:- Report dated 3 May 2016 from the Director of Community and Wellbeing stating that, between the 21 and 25 September 2016, the Council would be holding the Aspects Irish Literature Festival. This was the 25th anniversary of that prestigious event. The literary festival was a well-established celebration of the written word through poetry, prose, journalism, story-telling and theatre. The event attracted renowned authors and celebrities from across the island of Ireland and in the run up to the festival a number of fringe events were planned to promote the five day festival for all age groups.

The Councils Arts Officer was the Festival Director for the Aspects Literature Festival. The Arts Officer was requesting permission to attend the Dalkey Book Festival on 18 -19 June 2016. The cost of attendance to include overnight accommodation and travel was estimated at £250 (depending on the exchange rate). All costs could be met through the current Arts Development budget.

The Dalkey Book Festival in County Dublin had an excellent reputation and had been successful in engaging with the whole town to include residents and businesses and utilising multiple venues. There were a number of similarities between the Literary Festivals and towns of Bangor and Dalkey, including their proximity to capital cities. This was an excellent opportunity for the Arts Officer to

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CWC.11.05.16 gain knowledge and expertise to develop the Aspects Festival locally and promote the festival to audiences wider afield.

RECOMMENDED that the Council approves attendance of the Councils Arts Officer to at the Dalkey Book Festival, between 18-19 June 2016.

AGREED TO RECOMMEND, on the proposal of Councillor Martin, seconded by Alderman M Smith, that the recommendation be adopted.

20. NOTICE OF MOTION (FILE: CG12172)

20.1 Notice of Motion submitted by Councillor McClean

“That, in light of adjacent public realm enhancements and in advance of the Queen‟s Parade regeneration work, Council notes a need for basic and overdue maintenance of the area surrounding the McKee Clock, Arena and Marina; and produces a report outlining options surrounding cost effective remedies for both essential and desirable works. This is to include basic works and improvements such as surface deep cleaning, landscaping and lighting, but should not include capital improvements which may be superceded by the area‟s eventual transformation.”

Councillor McClean spoke to his motion stating that the area referred to had become neglected over time and therefore a thorough clean up and facelift was required. He highlighted that public realm enhancement work had been done to an adjacent area and that a considerable spend was planned for future works in and around the area; this only sought to make the disrepair more evident. He noted that it was a central part of Bangor that attracted many visitors. He advised that public perception was that the Council was happy to spend money sprucing up roundabouts, however when it came to areas of the town where people spent time, money was not being spent there. He also advised that the Chief Executive had walked around the area and was not satisfied at the standard of it. He believed the work could be funded out of existing budgets and the remedies would be cost effective. Furthermore, he stated that the Council was good at big spend projects, however it could sometimes miss the need for basic works and improvements. He reiterated that his proposal was for improvements such as surface deep cleaning, landscaping and lighting, but should not include capital improvements. He sought members‟ support of his motion.

Councillor Smart concurred with those comments and was keen to see a report brought back detailing options and costings. He was hopeful that improvements could be made at a reasonable cost and that would have a positive impact on the area.

Rising in support, Councillor Wilson commented that basic improvements could make a big difference. He noted that the area was the first view of Bangor for many visitors and therefore it was vital to make a good impression. He advised that the North Pier in Bangor had previously been power-washed and that had greatly improved its appearance.

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Alderman Irvine expressed his support and commented that much lobbying had been done by residents to elected members to improve that area. He also noted that basic remedial work and a deep clean would improve the area and raise it to a good standard. In addition he stated that the proposed regeneration work would take another 18 months to two years to complete and therefore it was vital to undertake the remedial works to improve that area in the meantime.

Councillor Martin agreed that the proposals would be a cost effective way of lifting and transforming the area, given the large capital expenditure due to be made in the near future.

Also rising in support, Councillor Cooper stated it was vital that the Council showed consistency in looking after public areas, particularly those areas visited by tourists, so that the town could be shown in the best light possible. He referred to a motion he had brought to the Committee in respect of suicide prevention and he noted that the marina area was a hotspot for that issue. He therefore hoped that lighting would be given serious consideration as a preventative measure which could deter suicide attempts and potentially save lives.

In summing up, Councillor McClean thanked members for their support.

AGREED TO RECOMMEND, on the proposal of Councillor McClean, seconded by Councillor Smart, that the Notice of Motion be adopted.

(Councillor McClean left the Chamber at this stage – 8.19pm)

EXCLUSION OF PUBLIC/PRESS

AGREED, on the proposal of Councillor Edmund, seconded by Councillor Wilson, that the public/press be excluded during discussion of the undernoted items of confidential business.

21. LEISURE TRUST CONTRACT ISSUES (FILE: CW24)

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

(Alderman Irvine returned to the meeting at this stage – 8.40pm)

22. HAMILTON ROAD COMMUNITY HUB PROJECTILE RANGE – DRAFT TERMS AND CONDITIONS OF HIRE (Appendix VI)

***NOT FOR PUBLICATION***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

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RE-ADMITTANCE OF PUBLIC/PRESS

AGREED, on the proposal of Councillor Adair, seconded by Councillor Martin, that the public/press be re-admitted to the meeting.

23. ANY OTHER BUSINESS

23.1 Drainage at Greyabbey Football Pitch

Councillor Adair requested an update in respect of the above, given that the previous year matches had had to be cancelled due to flooding on the pitch. The Director agreed to provide the member with an update once he had spoken to the relevant officer.

NOTED.

TERMINATION OF MEETING

The meeting terminated at 8.50pm.

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ITEM 7.5

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Regeneration and Development Committee was held in the Council Chamber, 2 Church Street, Newtownards on Thursday 12 May 2016 at 7.00pm.

PRESENT:

In the Chair: Councillor T Smith

Aldermen: McDowell M Smith

Councillors: Adair Cummings Armstrong-Cotter Menagh (8.00 pm) Cathcart Roberts Cooper (8.00 pm) Smart

Officers: Director of Regeneration, Development and Planning (C Mahon), Head of Regeneration (B Dorrian), Head of Economic, Development and Tourism (C McGill) and Democratic Services Officer (J Glasgow)

Also in John Smyth (Vice Chairman, Ards Business Centre) Attendance: Nichola Lockhart (Chief Executive, Ards Business Centre) Lynne Vance (Chief Executive, North Down Development Organisation) Emma Pearson (Business Advisor, North Down Development Organisation)

1. APOLOGIES

Apologies were received from Alderman Girvan, Councillors Dunne, Leslie, Walker, McClean and Ferguson. Apologies for lateness were received from Councillors Cooper and Menagh.

2. DECLARATIONS OF INTEREST

The Chairman (Councillor Smith) asked for any declarations of interest.

Alderman McDowell declared an interest in Item 3.1 – Deputation from Ards Business Ltd and North Down Development Organisation, as the Director of Ards Business Centre. He advised that he had sought advice from the Chief Executive in respect of his interest and there would be no requirement for him to withdraw from the meeting during the presentation as it was for information only.

Alderman McDowell and Councillor Cathcart declared an interest in Item 9 – Northern Ireland Business Start Up Programme (NIBSUP) Interim Manager, as Members of the ERDF Monitoring Committee.

NOTED. RDC.12.05.16

3. DEPUTATIONS

3.1 Ards Business Ltd and North Down Development Organisation Ltd

The Chairman (Councillor T Smith) welcomed and introduced representatives to the meeting and invited them to commence their presentation.

Mr Smyth thanked the Council for the opportunity to address the Committee. He explained that Ards Business Centre and North Down Development Organisation (NDDO) had combined resources and now worked in partnership. He provided the undernoted key financial and governance information:-

• Both bodies were registered Charities. • 100% of the surplus income was reinvested in the business • They were financially secure. • Skilled Management, Staff and external Professional Specialists. • Operated to the Highest Standards – Investors in People, ISO 9001, etc • Board of Trustees - expertise ranges from Business, Professional, and Medical through to local Representatives.

In terms of property, Mr Smyth advised that they had invested over £9,000,000 in property assets to meet the needs of local businesses. He noted the challenges that new businesses faced in starting up and to support them they provided an „easy in, easy out‟ rental agreement. That meant that a new business was only committed to one month‟s notice and they often give 1-3 months‟ rent free of charge to assist in start-up. They provided „state of art‟ office accommodation, specialised food processing units, low cost offices, warehousing premises and light manufacturing premises.

Mr Smyth advised the undernoted interesting facts:-

 131 – Number of businesses across the Properties  283 – Total number of employees across their sites  £280,000 – Generated in Rates by the Businesses across the properties  £13.3 million – Generated in salaries by the Businesses across the properties  192,000 – Total square footage of properties

Mr Smyth advised that they provided a range of professional programmes for new and existing businesses to support them in creation and growth. Those were as undernoted:-

Pre Start and Business Start: • Regional Start/ Go For It • Exploring Enterprise • Be The Boss (ex Servicemen) • Women‟s Access Points • Step into Enterprise Programme • Tradelinks • Sources of Loans – ENI, Banks, etc

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• iOTA • Netforce

Education and Growth Focus: • Young Business Club – under 18 • Through the Glass Ceiling Programme (Women) • Home Business - Women • Masterclasses • Bootcamp (Young Entrepreneurs) • Social Enterprise • Meet the Buyer • Profit through Social Media.

(Councillor Cummings withdrew from the meeting 7.10 pm)

Mr Smyth advised that in terms of business development the types of businesses that were created were wide ranging from creative industries, manufacturing, personal services, construction and retailing. The support they provided was tailored to their clients and they had provided support to some 2,300 new business starts. Mr Smyth stated that in terms of the future they would like to see the creation of a Partnership model between the Council and themselves for the development of a joint strategy/plan. He outlined the common goals amongst the organisations in creating and sustaining jobs as undernoted:-

ABC and NDDO Strategy – Investing in our business community‟s future: • Providing a wide range of Business Start and Business Growth initiatives. • Providing innovative business support programmes through our Incubation Programmes. • Potential new advanced – Technology and Creative Industry Site - 2017. • ABC/NDDO Joint Venture to focus on Business Development.

What do we want AND to do? • Make ABC/NDDO an integrated partner in Economic Development with AND. • Develop a Strategy for encouraging more start-ups across the Council area. • Develop a Strategy for supporting business in partnership. • Fund innovative new Business Support programmes. • Assist in funding a new Technology and Creative Industry Site.

(Councillor Cummings re-entered the meeting – 7.13 pm)

The Chairman invited questions from Members.

In response to a question from the Chairman, Mr Smyth explained that Signal were competitors however he felt the Centre provided complementary skills for all bodies to work together on a strategy.

In response to a question from Councillor Adair, Mr Smyth advised that the organisations did work in conjunction with Invest NI and referred to programmes such as the „Go for it‟ programme.

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Councillor Adair felt that Invest NI had not been proactive in the area. He commended the work of the organisation and wished them well in their future endeavours.

Councillor Smart thanked the organisations for the work that they did throughout the Borough to support it in thriving economically. He stated that he was not aware of the extent of the support that was provided. Councillor Smart stated that he would be supportive of a joint strategy and questioned if the demand existed. In response Mr Smyth advised that the demand did exist and stated that more work could in particular be done in areas of deprivation. He stated that there was not one cohesive plan for the area and duplication of resources did exist.

Ms Vance stated that there was confusion as to the differing services offered by themselves and Signal. She explained that Signal very much looked at business growth where as they concentrated on start-up.

The Chairman thanked the representatives for their informative presentation and they withdrew from the meeting – 7. 20 pm.

4. MINUTES OF STEERING GROUPS

4.1 Holywood Town Steering Group dated 4 April 2016

4.2 Donaghadee Town Steering Group dated 14 April 2016

4.3 Comber Town Steering Group dated 19 April 2016

4.4 Holywood Town Steering Group dated 20 April 2016

4.5 Donaghadee Town Steering Group dated 12 May 2016

PREVIOUSLY CIRCULATED:- Copies of the above minutes.

RESOLVED, on the proposal of Councillor Cathcart, seconded by Councillor Cummings, that the minutes be adopted.

5. BANGOR CHRISTIAN HERITAGE PUBLIC ART (FILE 141858)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that further to the report to the Council dated 3 September 2015 regarding the Christian Heritage Public Art work, the original installation date was planned to be November 2015, however, as members were advised the Northern Ireland Environment Agency (NIEA) had imposed restrictions, as the entire Bangor Abbey site was deemed to be a historic monument.

The NIEA had requested that the Council undertake an archaeological dig of the proposed location. That had been undertaken and no issues were identified. Once conformation of that had been received from the NIEA a planning application was made.

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As part of the process the NIEA was again consulted and had offered no objection, subject to inclusion of a lighting condition. The Planning Section had assessed the proposal and the Planning Committee had approved the application.

All satellite feature bells had now been cast and their locations agreed with the artist. A planning application for the satellite features had also been submitted.

Work commenced on 20th April to construct the necessary foundations for the Bell, but depending on the weather conditions those could take up to three weeks to cure before they were able to carry the weight of the Bell.

To ensure the foundations were fit for purpose, it was believed that the Bell should now be installed in May with a service of dedication arranged for early June, with further details to be sent to members. Those proposals had been discussed with Canon Nesbitt and he was supportive.

RECOMMENDED that the Committee agrees the above report.

The Director advised the Committee that the service of dedication would take place on 13th June 2016 and further details would be sent to Members in due course.

AGREED TO RECOMMEND, on the proposal of Alderman Smith, seconded by Councillor Smart, that the recommendation be adopted.

6. PUBLIC ART UPDATE (FILE 141858) (Appendices I – IV)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching appendices. The report detailed that that as members would be aware the Bangor public realm scheme included both a Christian heritage piece of public art as well as two maritime pieces. A tender was released on Friday 11 September 2015 for the provision of an Artist(s) to design, produce and erect two maritime public art features that would be located in Bangor Town Centre.

The commission was for two strong, site specific artworks which would bring a „maritime‟ feature to two areas within the Town:

Lot 1 – Main Street (Danske Bank) Lot 2 – Bridge Street

A two stage process was used to assess the tenders:

• Stage One – Artist(s) were invited to submit an expression of interest for the project, which included covering letter, CV, details of insurances, visual images and two referees. • Stage Two – During Stage 2, successful stage 1 Artist(s) were to work up a detailed design proposal and maquette.

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Stage 1 was published on e-Sourcing NI and relevant art publications on Friday 11 September 2015. The return date and time for submissions was not later than 12noon on Thursday 8 October 2015.

The total number of submissions received at Stage 1 before the specified deadline;

Lot 1 – 32no Lot 2 – 33no

An evaluation panel consisting of the Head of Regeneration (ANDBC), the Arts Manager (ANDBC), The Arts Council of NI representative and an independent Arts consultant convened on Monday 16 November 2015 to evaluate Stage 1. The Procurement Officer led the panel. Also in attendance as an observer role was the Public Realm Manager (ANDBC) and a representative from the Department for Social Development.

The total number of submissions invited to Stage 2;

Lot 1 – 5 Lot 2 – 6 Stage 2 commenced on Tuesday 25 November 2015. Artists were required to submit detailed design proposal and maquette by the deadline of 12noon on Monday 4 January 2016.

The total number of detailed designs/ maquettes received;

Lot 1 – 5 Lot 2 – 6

The same evaluation panel reconvened on Friday 15 January 2016 to evaluate Stage 2.

Stage 2 Award Criteria;

Criteria Max Weighted Score 1. Quality of the proposed Public Artwork evident in the Maquette / 30 Detailed drawings. 2. The Level of challenge and innovation of the public artwork 25 proposal. 3. Detailed „Value For Money‟ Budget / Fee / Cost & Time-scales 25 Breakdown Provided. 4. Methodology for working/consulting with the local community on 20 the public art project. TOTAL SCORE: 100

The successful artist for Lot1 - Alan Burke 85% The successful artist for Lot 2 - Barry Linnane „Voyager‟ 85%

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As part of the approvals process NIEA Historical Environment Division was approached for comment on the suitability of the chosen pieces, their comments were as follows:

Lot 1 (Location outside Danske Bank)

 The proposed 3.5m tall sculpture in this location would obscure features of both listed buildings (Danske Bank and Ulster Bank) from key views and the focus given the scale and massing of the design would be centred on the sculpture and not on the importance of the setting of both buildings. Therefore the NIEA deemed the piece was inappropriate as it would not comply with the requirements under Policy BH11 of PPS6.

 Given the importance of the listed buildings NIEA advised against a piece of public art in the area.

Lot 2 (Bridge Street)

 The sculpture measures 5.4m approx high and as shown on Appendix 3.  Given the slim design of this sculpture and that there were no listed buildings to the backdrop of the proposal NIEA were content in principle that this sculpture would comply with the requirements under Policy BH11 of PPS6  The Artist and his civil engineers had been contacted and have given an assurance that the existing location was suitable given the below surface services and that a surface mounted solution was feasible. The artist had also confirmed that the sculpture was welded together and would conform to anti vandal proof standards

NIEA Historical Environment Division would only comment on finalised proposals to ascertain suitability in any given area and take into consideration the surrounding built environment and any listed building such as (Danske/Ulster Banks). The Planning Section was unlikely to support a planning application for public art that has been deemed not compliant under Policy BH11 of PPS6.

Given the NIEA opposition to a piece of public art at the Danske Bank, four alternative locations within the public realm scheme had been identified.

 Option 1 – Corner of Translink park and ride (Abbey Street)  Option 2 – Opposite corner of Translink park and ride, park side (Abbey Street)  Option 3 – Corner of Translink entrance at pedestrian footway (Abbey Street)  Option 4 – Side of Boots (Castle Street)

After considering the four options and having discussed sight line issues with Transport NI, it was believed that option one would be the most suitable.

It was also believed that the tender should specify a maximum height of 2 meters and a base diameter of no more than 1.5 metres for the new art piece.

RECOMMENDED that:

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(1) Due to the difficulties highlighted by NIEA Historical Environment Division that Lot 1 does not proceed and the process is recommenced with option one as the chosen location and with the dimensions specified and (2) Lot 2 „Voyager‟ be commissioned and installed at the site identified.

AGREED TO RECOMMEND, on the proposal of Alderman Smith, seconded by Councillor Smart, that the recommendation be adopted.

7. VILLAGE PLAN UPDATE (FILE 141858)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that at the meeting of the Committee held last month members were given an update on the progress of the development of the six new village plans and the overarching strategic plan for the Peninsula. The Committee was also advised that it was anticipated that the final versions of the new village plans would be brought to the Regeneration and Development Committee in May for approval.

Since then, representations had been made on behalf of the various groups in each village asking for one further meeting in each area to see the final draft plan before being presented to the Council. To do that would probably set the approval timeline back by about two months, but it was felt that it was essential to get the community buy-in for each plan. That would not stop the Council applying for funding under the Rural Development Fund, as those schemes were not due to open until the autumn.

Once that was completed the plans would be brought to the Committee in September. Council officers would also theme the type of projects being identified and develop a provisional implementation plan. Those projects would then be costed.

RECOMMENDED that the Council notes the report.

Councillor Adair expressed a small degree of concern in respect of the delay. He also wanted to ensure that the village plans were inclusive of the entire community within each of the villages. Councillor Adair stated that he would be prefer for the Council to advertise any further event dates in respect of the plans to ensure no-one was left out. He emphasised the importance of the village plans for the revitalisation and regeneration of the villages.

The Head of Regeneration provided assurances to the Member advising that Council would advertise any further event dates.

AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Armstrong-Cotter, that the recommendation be adopted.

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8. SOMME CENTENARY WORKING GROUP MINUTES (FILE 160064) (Appendix V)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching corresponding appendices. The report detailed that a meeting of the Battle of the Somme Centenary Working Group was held in the SIGNAL Centre, Bangor on Friday 15 April 2016.

The first council run event to commemorate the Somme Centenary would take place on 19 May 2016 with the launch of the Somme Exhibition titled „One Man‟s Road to the Somme‟ at the North Down Museum. The Exhibition would honour this true and moving story of one man‟s road to the Somme through personal letters, images and objects that exhibition would explore the life of local man, Captain James S Davidson. The exhibition would focus on his life before the war, preparing for war in the training camp at Clandeboye and his fateful journey to the Somme on 1 July 2016. The exhibition ran from May to July and featured items from the Davidson personal family collection and loan items from the Dufferin Estate.

The Somme Centenary Joint Events Planner features all the other activities planned.

RECOMMENDED that Council notes the minutes of the Somme Centenary Working Group on 15 April 2016 and the Events Planner.

Councillor Cummings encouraged Members to attend the planned events. He noted that the exhibition would include items from the Dufferin Estate and he wished to place on record his appreciation to Lady Dufferin for lending the Council the items.

Alderman Smith noted that the launch of the Somme exhibition was to be held on the same evening as the Civic Endeavour Awards.

AGREED TO RECOMMEND, on the proposal of Councillor Cummings, seconded by Councillor Cathcart, that the recommendation be adopted.

9. NORTHERN IRELAND BUSINESS START UP PROGRAMME (NIBSUP) INTERIM MANAGER (FILE 500516)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that Members would be aware that Lisburn & Castlereagh City Council had submitted a collaborative funding bid to the ERDF Investment for Growth & Jobs Programme (2014-2020) on behalf of the 11 Councils in Northern Ireland for the delivery of a Northern Ireland wide business start-up programme.

It was anticipated that the new programme would commence when the Regional Start Initiative (RSI) (the current Northern Ireland business start-up offering funded through the local Councils via a SLA with Invest NI) would end on the 22nd October 2016 with no possibility of any further extensions.

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The Economic Appraisal which was commissioned by the 11 Councils and produced by Ekos, recommended a Northern Ireland wide programme with one service delivery contract. The appraisal also recommended a management and governance structure which includes a Central Services Delivery Team which would be based at Lisburn & Castlereagh City Council. The Central Services Delivery team would comprise two programme Managers and one Finance Officer as per the existing RSI team based in Invest NI.

The Central Services staff would be recruited specifically to deliver and administer the programme and would be responsible for a number of the core activities required to deliver the overall service, including: contract performance reporting, quality assurance targets and performance monitoring and reporting. The staff would be procured through the normal recruitment procedures within the lead Council.

There was currently a programme of work which needed to be delivered prior to the NIBSUP being launched. That included procurement of key programme contracts and development of new internal programme systems as follows:

 Legal agreements  Finance & Claims systems  Data Management and reporting  FOI requests  State Aid compliance  Audit compliance  Ministerial Questions.  Stakeholder engagement

There was also a need to participate in job shadowing with the RSI team based in Invest NI with a view to sharing RSI programme information and experience which would help to inform the new Council led programme, e.g. eligibility criteria, operating manual, vouching system, monthly end to end processes, statistics, and reporting requirements.

An Economic Appraisal on the Councils collaborative ERDF application had been commissioned by Invest NI and one of the risks identified was that there was currently no dedicated resource in place to manage the set-up, procurement, management arrangements and documentation to ensure a smooth transition to any new Programme and to minimise any gap between the current RSI and the new one which Council would manage.

It was therefore recommended that Lisburn & Castlereagh City Council progress to recruit one of the Programme Managers on behalf of the participating Councils for an initial six month period, with the possibility of a further six month period for continuity purposes, with the cost of this salary and associated overheads funded jointly by the 11 participating Councils. The proportion of cost which would be attributable to Ards and North Down Borough Council for the employment of the Interim NIBSUP Programme Manager for this period was estimated at £3,550 which would be met from existing transferring functions budgets. It should be noted that individual

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Council contributions to the costs were based upon the percentage allocation used to apportion ERDF funding and individual Council PfG jobs targets.

RECOMMENDED that Council agrees to contribute £3,550 as detailed above towards the total cost of Lisburn & Castlereagh City Council recruiting and employing an Interim NIBSUP Programme Manager for an initial six month period with an additional six months if required.

Having declared an interest in the item, Alderman McDowell and Councillor Cathcart withdrew from the meeting during the discussion (7.25 pm – 7.26 pm).

AGREED TO RECOMMEND, on the proposal of Councillor Cummings, seconded by Councillor Smart, that the recommendation be adopted.

10. COLD WATER ISLAND TOURISM CONFERENCE – ISLE OF ARRAN (FILE 160123) Appendix VI

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching briefing notes summary. The report detailed that following the previous report for approval to attend the Cold Water Island Tourism Conference, 14 - 16 March 2016 on the Island on Arran (Scotland) the Development Projects Manager attended. The theme of the conference was Innovation, Architecture and Design as potential drivers for tourism growth and economic impact. The conference was only the second on the island and also focused on sustainable economic development on islands and rural areas.

The conference was an opportunity to meet private sector influencers within the tourism industry, other public sector policy makers and civic leaders throughout the region and European partners.

The vision of the conference was to make cold water islands tourism destinations a sustainable and attractive place to live and work. The conference also enabled opportunities for networking.

Most island communities had a strong heritage and cultural resources. As a result of their heritage of having to be self-sufficient there was generally a good asset base of local crafts and produce creating a very compelling sense of place.

The objectives of the conference were as follows:  To share knowledge of successful practical projects  To create networks of expertise and information  To identify innovative solutions to underpin sustainable growth  To celebrate and recognise best practice projects  To develop a common agenda for support and development  To promote awareness of cold islands as tourism destinations  To influence EU programmes and policies

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A diverse range of speakers presented a variety of presentations from throughout the UK and across Europe, including Terry Stevens from Steven and Associates who recently presented to Members during the Regeneration/Queen‟s Parade project meeting on 16 February 2016.

The appendix provided key briefing notes and messages that could be taken from the Conference presentations. Officers had full copies of the presentations if any Member wished to consider further details within them. A summary of the main learning points from the conference were as follows:

 Establish and grow an on-going network and dialogue between destinations  Create a central and accessible pool of research, knowledge and case studies  Promote the interests of these destinations  Collaborate with key partners.

Those findings would be shared with existing partners and Tourism NI.

RECOMMENDED that Council notes this report

AGREED TO RECOMMEND, on the proposal of Councillor Roberts, seconded by Alderman McDowell, that the recommendation be adopted.

11. UPDATE ON YEAR OF FOOD AND DRINK 2016 (FILE 150604)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning advising that as Members were aware 2016 had been designated the Year of Food and Drink by Tourism Northern Ireland.

Officers were continuing to work with Tourism NI and Food NI and internally to develop the programme of events, food trails and business development initiatives to support the growth of the food sector across the borough.

Following the food focus groups in October 2015, a further 3 engagements sessions were held across the borough at the Clandeboye Estate on 29 February 2016, Strangford Hotel on 1 March 2016 and Portaferry Hotel on 2 March 2016 where further communication and engagement with over forty local businesses and food producers took place and at which the new food and drink specific online events calendar was launched.

Following the events plan which included the Comber Earlies Food Festival, Sea Bangor Festival and Peninsula Food Showcase, the mobile food unit had been commissioned and complementary artisan food stalls for use at five events would take place as part of the Peninsula Food Showcase 2016 throughout the borough.

The event dates/locations of the Peninsula Food Showcase 2016 were:

 30 July 2016, Portaferry  13 August 2016, Portavogie  10 September 2016, Donaghadee  9 & 10 October 2016, Ballywalter 12

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 29 October 2016, Greyabbey

The Peninsula Food Showcase would included a special event called “The Loaves and Fishes: A Masterclass in Local Seafood Cookery and Traditional Breadmaking”.

As part of the Year of Food and Drink Programme, Ards and North Down Borough Council had taken the initiative to develop a unique and very targeted event starting a long-term campaign aimed at changing consumers consumption habits and perception.

It was proposed to change perceptions and influence habits by hosting a series of eight Masterclasses over two days in the Ballywalter Estate, which would attract chefs of international reputation to teach both the public/industry professionals and students from the local catering colleges how to cook fish and seafood. Ballywalter Estate boasts unique facilities to host these exceptional Masterclasses and the associated fringe events focussing on the use of local produce.

The fringe events would be organised in the Estate to encourage people to re- discover local food and use it in season:

1. The Mobile Food Kitchen as part of the Peninsula Food Showcase would provide cookery demonstrations and up to twelve local artisans would provide and sell local food during this two-day event. 2. Local fish processors would display their products and a professional fish filleter would demonstrate how to fillet different types of fish. 3. The “Soup and Yeast kitchen” with two renowned local seafood restaurant chefs will demonstrate traditional cooking in times of want and how to use fish as a whole and not only in parts and a traditional baker will be experimenting on the creation of new Irish breads. The outdoor bread oven may be used for the event (weather depending). 4. The unique walled garden would provide an educational background to visitors and allow them to discover what grows locally and how to cook it “in season”.

All products used in Ballywalter for that event come from within a twenty miles radius from the Estate.

Ards and North Down Borough Council had worked to secure funding from DARD and Seafish to co-host the event in the Ballywalter Estate. The Council would be the Principal Sponsor of the event and costs would be met out of existing budgets and recouped through the sale of tickets for the Masterclasses. The two-day event would be held during Seafood Week on 9 and 10 October 2016.

Promotion of Ards and North Down at St George’s Market Council would make use of the Tourism NI stand at St George‟s Market in Belfast as an opportunity for local food businesses and producers to showcase their products and services, over six days over two weekends, 13-15 May and 20-22 May 2016 during which one producer would feature on each day along with a Council Officer to promote the borough.

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Schools programme A Schools Programme, Food and Drink Masterclass was being developed in partnership with Youth Enterprise Northern Ireland which would take place in November 2016. That would involve local schools, mainly secondary, with workshops taking place throughout the borough which would create an understanding of entrepreneurship, creativity and innovation. A Dragons Den model would be used for the students to pitch to representatives from the food industry.

Business Development Programme for the Food Sector A Food and Drink Business Development Programme was also being developed and would take place in October and November 2016. It would consist of 3 different workshops with a variety of content covering branding, positioning strategy and communication plans specific to the food and drink sector. The programme would also cover areas of Business Competitiveness, Export, Product Development, Legal Issues, Market/Produce Research and Packaging. The Branding programme would be the first to be delivered followed by workshops and 1-1 business mentoring focusing on common issues.

RECOMMENDED that Council notes this report.

Councillor Adair welcomed the report and was excited to see food showcasing being incorporated into a lot of the villages. He hoped the events would become annual, highlighting the good restaurants, agri-food culture and fishing that existed within the Borough.

In response to a question from Councillor Adair, the Director advised that every restaurant in the Borough would be approached in respect of the events. She further advised that the Council had been represented at the Balmoral show and would also be also represented at St George‟s Market the following week. She drew attention to leaflets which had been circulated around Members desks advertising the Peninsula Showcase, Sea Bangor and Comber Earlies Food Festival.

Councillor Adair commended the work of the Officers and hoped the events would be a great success.

AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Cummings, that the recommendation be adopted.

12. SKILLS GAP ANALYSIS (FILE 500540)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning advising that a previous report was submitted to Council in December 2015 to seek approval to proceed with a quotation for a Borough wide skills gap analysis.

The Economic Development section proceeded to seek quotations under the agreed terms of reference for the project.

Despite various companies expressing an interest in quoting for this exercise, none returned a proposal by the specified deadline.

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In investigating the lack of response, the feedback received informed that the budget associated with the exercise was too low for the scope of the work i.e. up to £20,000.

Further to other associated discussions on the subject, it was now considered that a revised budget of up to £29,500 would be appropriate to progress the project in a timely manner.

RECOMMENDED that Council approves:

1. The procurement of a Skills Gap Analysis for Ards and North Down to be completed by September 2016. 2. A revised budget for the work, of up to £29,500, which can be met from existing budgets

Alderman McDowell felt that undertaking the exercise was worthwhile. He stressed the importance of the exercise being done right, work occurring closely with SERC and talks taking place with local businesses. He also stated it was important that the Council had a plan to address the skills shortages and that be integrated into the wider economic development strategy.

Councillor Roberts noted the importance of knowing the skills gaps but those gaps also needed to be addressed.

The Chairman highlighted the importance of vocational qualifications and the need to value the different career paths.

AGREED TO RECOMMEND, on the proposal of Alderman McDowell, seconded by Councillor Roberts, that the recommendation be adopted.

13. NORTH CHANNEL SWIM (FILE 171600) (Appendix VII)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching images of Donaghadee. The report detailed that given that the North Channel Swim between Northern Ireland (usually Donaghadee) and Scotland was considered to be one of the most challenging swims in the United Kingdom, that Council recognised the value of the Swim as a potential tourism driver and asks Officers to liaise with the Irish Long Distance Swimming Association to develop information panels on the history of the North Channel Swim to be located on Donaghadee Harbour and bring back a report on how we might develop a programme of recognition of and promotion to take full advantage of the opportunity.

Following the approval of the above Notice of Motion, an officer from the Tourism section met with a representative of Donaghadee Commerce and Development Group and contacted Dumfries and Galloway Council (no response received as yet), as well as researching the website of the Irish Long Distance Swimming Association. The officer had also spoken to the two official pilots who accompany swimmers on

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RDC.12.05.16 the challenge. The report set out preliminary observations and proposals resulting from that research, with approximate costs only at this stage.

The North Channel Swim was one, if not the most difficult, of seven long distance, cold water swims collectively known as the “Oceans 7” and as such merits better promotion locally and among visitors.

In terms of visitor/tourism promotion, the opportunity to exploit the Swim was not a straightforward one for the following reasons:

 Although billed as a swim from Donaghadee to Portpatrick, the departure point for swimmers in recent times was either Orlock or Robbie‟s Point, just to the south of the town (or further south towards Ballyvester if weather conditions dictate).  The swim does not take place on any given date – rather individual swimmers choose a 7-day window, with the actual date of their swim within that window determined by factors such as weather and jellyfish conditions.  Swimmers were required to book a dedicated pilot to accompany them on the swim. There were two of those in Ards and North Down. Only one swimmer could be accompanied by a pilot one any one crossing.  The swim could take between 9 and 20 hours, depending on the swimmer and the conditions, so was not a spectator event.  Because of the difficulty of the Swim, there were relatively few attempts (and only 23 successful attempts since 1947, none of those by a swimmer hailing from or residing in Ards and North Down, as far as research thus far indicates).

There were various potential options which could be considered:

1. As suggested in the Notice of Motion, information panels could be developed on the history of the swim, but those in themselves would not attract visitors. An alternative, though more costly, proposal could be the development of a piece of public artwork interpreting the Swim. That could be the subject of a tender competition (limited to artists from the borough through quotation, if the project value was less than £30,000). Again, a piece like that would not attract visitors directly, but would offer greater potential value because it could be sited where visitors taking photographs of, or “selfies” with, the artwork would simultaneously be showcasing the town of Donaghadee when uploading their images to share via social media platforms.

Donaghadee Harbour, as suggested in the Notice of Motion, was one potential location, but another arguably more scenic one was the seafront in the area known as the Bath Hotel site, near the war memorial. Both sites are in Council ownership. The Bath Hotel site was less central than the harbour, but had recently been renovated as part of public realm works and had a very attractive green, promenade and ample high quality visitor seating. It also provided a beautiful outlook across the channel to Portpatrick allowing visitors to capture the iconic Donaghadee lighthouse in the background of their photography.

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A further advantage was that site‟s proximity to Donaghadee Sailing Club, who might be prevailed upon to hold stocks of a flyer explaining the significance of the Swim, with a brief history and containing links or QR (scan- able) codes directing visitors to more detailed information, whether on the ILDSA website or a dedicated page added to the Council‟s own tourism website. The tourism Local Information Office, at Pier 36 bar/restaurant, could also distribute flyers, as would the Council‟s own Visitor Information Centres.

2. A Member had proposed that a unique medal could be created, and that could reflect the new artwork piece in its front design, with space for engraving the name of the recipient swimmer and the Council crest on the reverse.

To launch the artwork piece and generate publicity, a civic reception could be held in conjunction with an event symbolic of the Swim itself – for example a race across the harbour. Some previous successful swimmers would be invited to receive a medal (subject to expenses - there are some Irish, Northern Irish and English swimmers who have completed the challenge but others are from far afield, including the USA, New Zealand and India). Thereafter one could be awarded to each new successful swimmer as they complete the challenge, creating a renewed opportunity for publicity for Donaghadee on each occasion.

Further promotional value could also be derived from the inclusion of the artwork piece in reprints of visitor literature for Donaghadee and in guided walking tours of the town – approximately 10 tour guides are about to undergo training as part of the Donaghadee Township Heritage Initiative, funded by the Heritage Lottery. The Initiative also funds preparation of information packs for schools, which could incorporate content on the North Channel Swim, by agreement with the community project officer.

Costs

Detailed research on costs could be undertaken if some or all of the proposals contained herein were considered for approval; at that stage provisional estimated were:

Interpretation Panel (per panel) - £600 - £2000, depending on sophistication and quality of materials

Artwork Piece (including procurement costs and medal design) - £10,000 - £30,000

Flyer (design and print) - £500 - £2000, depending on design quality, extent of research content and print quantity

Minting of medals – tbc depending on size and material

Civic reception and symbolic event - tbc

The above costs would have to be considered in relation to the potential of the North Channel Swim to directly generate new tourist visits to the borough which, given the

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RDC.12.05.16 characteristics of the event as described in the early paragraphs of the report, was unlikely to be substantial. In addition, budgets had not been allocated within this financial year to such projects and would need to be considered, not as standalone, but, as part of the Integrated Strategy which was currently being developed. Further work would need to be undertaken to ensure that any actions to be considered, in regard to this proposal, fit with the development strategic objectives that would be agreed.

RECOMMENDED that Council notes the report and agrees that decisions in regard to a programme of recognition and promotion should only be taken once strategic objectives and priorities are identified within the Council‟s Integrated Strategy.

Alderman Smith referred to the amount of work and Officers time that the Notice of Motion had taken to research and develop. She wished the initiative success but expressed concerns in respect of the amount of Officers time that had been utilised in preparation of the report.

The Chairman advised that the matter had firstly arisen from a meeting of the Donaghadee Town Steering Group. He was surprised by the potential costs however believed the recommendation provided the Council something to work towards.

AGREED TO RECOMMEND, on the proposal of Councillor Roberts, seconded by Councillor Adair, that the recommendation be adopted.

14. ARDS AND NORTH DOWN BUSINESS SUPPORT AND ECONOMIC DEVELOPMENT ANNUAL ACTIVITY REPORT 2015- 16 (FILE ED5500454) (Appendices VIII – IX)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching supporting information and participant testimonials. The covering report detailed that the Business Support and Economic Development service of Ards and North Down Borough Council provided a suite of support to encourage enterprise, growth and innovation. Local businesses benefit from 1:1 confidential business advice, business intelligence service, signposting to other support agencies and workshops, advice sessions and mentor based programmes.

Feedback and requests from businesses throughout the year were gathered and a programme was created based on the needs of our client base providing knowledge and skills which impacted the personal development of owner managers and the growth of their business.

The report provided a summary overview of the following elements of the support services provided to local businesses during 2015-2016 including:

1 Signal Business Support 1.1 Business Support Services – Advice & Research 2015-2016 1.2 Business Support Services – Information & Communication 2015-2016 1.3 Business Support Services – Connections Programme 2015-2016 18

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2 Business Assist Programme (BAP 2013-2015) 2.1 Summary Review 2.2 Mentoring Support (Tier 3) 2.3 Tier 3 Workshops

3 Additional Business Support 3.1 Crafts & Visual Arts Programme 3.2 Year of Food Programme 2015-2016 3.3 Rural Business Support 3.4 Connection Voucher Scheme – Superfast Broadband 3.5 Mind Body Business

4 Signal Facility

1.1 Business Support Services – Advice and Research 2015-2016

From April 2015-March 2016 businesses had sought the assistance of the business support team across a wide variety of topics. The assistance varies from signposting through to working on a longer term basis to help clients with marketing and business plans. The services had the following take up:

№ Clients / Projects Service Target Apr 15 - Mar 16

Business Advice 90 80

Market Research 107 100

1.2 Business Support Services – Information & Communication 2015-2016

In addition to the Business Advice and Research Service Signal supported businesses by keeping them updated on a variety of areas including business support programmes, marketing and development opportunities, changes to legislation, and opportunities for grant funding and assistance.

No. Issued Information Service 2015 - 2016

Monthly 10 Business Newsletters

Individual Business Ezines 106

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In March 2016 SIGNAL had 1,719 subscribers to the online newsletter and email service.

1.3 Business Support Services - Connections Programme 2015-16

№ Businesses № № Businesses № Event Type attending Participants attending Participants Apr 14 - Mar 15 Apr 15 - Mar 16

28 Bizcamp / Flagship 70 103 104 (1 event)

Know How 24 30 60 131 Modules (2 events) (5 events)

Breakfast Bite 45 26 Sessions/Advice 53 29 (3 events) (1 event) Sessions

Masterclass 46 56 31 35 Sessions (2 events) (1 event ANDSEP)

Connect@SIGNAL 60 77 70 80 (Networking) (5 events) (5 events)

Practical ICT 16 Sessions N/A N/A 16 (2 events)

1-1 Mentoring 64 Sessions N/A N/A 64 (10 sessions)

377 TOTAL 203 279 459 (25)

(Note: Some companies attended more than one event and figures reflect each time they attended)

Programme Income Generation The Signal Programme of support generated the following income:

Target Actual Target Actual Income Generation 2014-15 2014-15 2015-16 2015-16 BizCamp/Flagship £2,000 £633 £2,000 £1,500* Modules & Programmes £4,000 £5,765 £2,200 £2,041 *BizCamp is a free event, therefore £1,500 generated via corporate sponsorship from Bank of Ireland and Invest NI

BizCamp Over 100 representatives (including speakers) from local companies attended BizCamp on 11 September 2015. The morning session featured over 20 local entrepreneurial and motivational business leaders, speaking on a variety of topics. The Connections Programme of Business Support for 2015-16 was launched in the afternoon session by international corporate speaker, BBC‟s presenter, David Meade.

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The overall level of satisfaction and the impact of the knowledge acquired in the BizCamp Event 2015-16 scored by attendees was as follows:

BizCamp- Overall Level of Satisfaction

Excellent - 67% 33% 67% Very Good - 33% Good - 0% Average - 0% Poor - 0%

Overall 100% reported that the event was Excellent or Very Good.

Know How Modules Five Know How Modules were held on the topics of “Intellectual Property Rights”, “HR Essentials for Small Employers”, “The Fundamentals of Finance”, “Innovative Marketing Techniques”, and “The Art of Professional Networking”.

The overall level of satisfaction and the impact of the knowledge acquired in the workshops 2015-16 scored by attendees was as follows:

Know How Modules - Overall Level of Satisfaction 7% 7% Excellent - 48%

48% Very Good - 38% Good - 7% 38% Average - 7% Poor - 0%

Overall 86% reported that the event was Excellent or Very Good.

Breakfast Bite Advice Sessions One Breakfast Bite Advice session was held on the topic of “Fraud – Know the Risks and Protect Your Business”.

The overall level of satisfaction and the impact of the knowledge acquired in this session 2015-16 scored by attendees was as follows:

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Breakfast Bite Advice Session - Overall Level of Satisfaction

Excellent - 34% 22% 34% Very Good - 44% Good - 22% 44% Average - 0% Poor - 0%

Overall 78% reported that the event was Excellent or Very Good.

Masterclasses A Masterclass session was held on Social Enterprise and the upcoming ANDSEP programme.

The overall level of satisfaction and the impact of the knowledge acquired in the session 2015-16 scored by attendees was as follows:

ANDSEP Masterclass - Overall Level of Satisfaction 4% Excellent - 52% Very Good - 44% 44% 52% Good - 4% Average - 0% Poor - 0%

Overall 96% reported that the event was Excellent or Very Good.

Connect@Signal Five Connect@Signal networking events were held on the topics of “Health & Safety Matters”, “Pensions – Auto Enrolment”, “Shared Parental Leave”, “Saving Tax through R&D”, and “Budget Breakdown”.

The overall level of satisfaction and the impact of the knowledge acquired in the Connect@Signal networking sessions 2015-16 scored by attendees was as follows:

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Connect @Signal- Overall Level of Satisfaction

Excellent - 54% 11% Very Good - 32% 54% 32% Good - 11% Average - 3% Poor - 0%

Overall 86% reported that the event was Excellent or Very Good.

Practical ICT Sessions Two Practical ICT sessions were held on the topics of “Learn to Build Your Own Website” and “Mailchimp – Email Marketing”.

The overall level of satisfaction and the impact of the knowledge acquired in the workshops 2015-16 scored by attendees was as follows:

Practical ICT Sessions- Overall Level of Satisfaction

39.5% Excellent - 39.5% 39.5% Very Good - 39.5% Good - 21% 21% Average - 0% Poor - 0%

Overall 79% reported that the event was Excellent or Very Good.

1-1 Mentoring Sessions Overall, 10 1-1 Mentoring sessions were held on the topics of “Business Development and Marketing” (4 days), “Digital & Social Media” (2 days), “HR Matters” (2 days) and “Finance & Tax” ( 2 days).

The overall level of satisfaction and the impact of the knowledge acquired in the 1-1 mentoring sessions 2015-16 scored by attendees was as follows:

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1-1 Mentoring Sessions - Overall Level of Satisfaction 4% Excellent - 50% 50% Very Good - 47% 47% Good - 4% Average - 0% Poor - 0%

Overall 97% reported that the event was Excellent or Very Good.

Student Enterprise In addition to the above business events programme an entrepreneurial “Dragons Den” event was held for students in the Borough titled “Building an Empire”. The following schools/colleges attended this event:

South Eastern Regional College Bangor Grammar School Bangor Academy & Sixth Form College Priory Integrated College Nendrum College Rockport School

Speakers included Princes Trust, Young Enterprise NI, UnLtd with Key Note Speaker and Entrepreneur Philip Bain, Shredbank. The event was attended by 108 students and feedback results stated that 75% felt that the event was excellent/very good.

The overall level of satisfaction and the impact of the knowledge acquired in “Building an Empire” 2015-16 scored by the students was as follows:

Student Enterprise- Overall Level of Satisfaction

3% Excellent - 40% 19% 40% Very Good - 35% Good - 19% 35% Average - 3% Poor - 3%

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In addition to the above event the Council supported the Exploring Enterprise 3 Programme, and the Prince‟s Trust Development Awards programme full details and outputs were contained in attached to the report.

Summary of the Connections Programme . From April 2015 – 2016 the Connections Programme has engaged and assisted 377 businesses.

. The average satisfaction level, for events, as rated by the businesses, was over 80% Excellent or Very Good.

. From April 2015 – March 2016 the Connections Programme generated over £8,500 on free PR coverage.

. A selection of testimonials provided by participating businesses was contained within the appendix attached to the report.

2. Business Assist Programme (BAP 2013-2015)

The Business Assist Programme was a bespoke mentoring programme.

2.1 Summary Review The main targets of the programme were as follows:  180 Businesses engaged (Tier 1)  80 Businesses completed the Invest NI Business Health Check (Tier 2)  40 Businesses received 1:1 mentoring (Tier 3)

Businesses for Tier 3 were selected on the basis of their ability to meet the targets of the programme and had to be approved by Invest NI.

The cost of the programme to the business was £100 + VAT. The value of the 22hrs mentoring was valued at £1,650 which means the Programme was 95% funded.

The programme was funded 50% under the European Sustainable Competitiveness Programme for Northern Ireland, a further 25% from Invest NI and the remaining 25% by the council which equated to a total fund of £193,608 to deliver the programme. Invest NI was the managing authority for the programme and set the following targets for the programme to be completed by 31 June 2015:

KPI Programme Performance Indicators Target Achieved 1 180 businesses to be engaged 180 184 2 80 business diagnostics 80 56 3 40 Businesses to receive 1-2-1 mentoring 40 40 4 An increase of at least 5% in the cumulative turnover 5% 13% of the participating businesses. 5 At least 10 new jobs to be created in participating 10 23

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businesses 6 4 new export businesses to be identified 4 11

2.2 Mentoring support (Tier 3) The 40 Businesses that each received 22hrs mentoring support were selected from businesses that engaged in the Programme (Tier 1 &2). The programme was divided into two separate cohorts of 20 businesses each. Each company also developed a growth action plan with their mentor.

2.3 Tier 3 Workshops Each of the two cohorts attended the following 6 workshops: 1. Innovation and Collaboration 2. Setting Priorities & Business Direction 3. Implementation & Engagement 4. Operations & Monitoring Performance 5. Site visit to Whale Pumps 6. Final Workshop and Networking event

A selection of testimonials provided by participating businesses was contained in Appendix B attached to the report.

3 Additional Business Support 2015-2016

In addition to the above Connections Programme and Business Assist Programme, the following business support services were provided.

New Events held in 2015/2016 № Businesses attending No. of № Event Type Apr 15 - Mar 16 Events Participants Craft and Visual Arts Programme 28 9 28

Year of Food and Drink 58 6 91

Rural Business Support 58 3 65

Connection Voucher Scheme 27 2 49

Mind Body Business 98 8 113

TOTAL 321 28 346

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3.1 Crafts and Visual Arts Programme

Crafts and Visual Arts Programme - Workshops Five Workshops were held on the topics of “Product Development, Innovation & Design”, “The Price is Right”, “Marketing, Selling & Branding”, “Pitch Perfect”, and “Social/Digital Media”. A total of 28 craft producers participated in the programme, with many of them attending each session and availing of the 1-1 support sessions.

The overall level of satisfaction and the impact of the knowledge acquired in the workshops 2015-16 scored by attendees was as follows:

Craft Workshops- Overall Level of Satisfaction 1% Excellent - 67% 24% 67% Very Good - 24% Good - 8% Average - 1% Poor - 0%

Individual feedback from each session was contained in Appendix A.

3.2 Year of Food Programme 2015-2016

The Economic Development section assisted in hosting three Consultation events in 2015 on:

6th September in the Clandeboye Hotel, Bangor 7th September in the Quays, Portavogie 8th September in the Strangford Arms Hotel, Newtownards

 Year of Food and Drink Website, platform to Post Food Events; www.visitardsandnorthdown.com/food  Engagement sessions held at three locations throughout the Borough, October 2015 sessions, 50 delegates representing 30 businesses, Feb/March sessions 41 delegates representing 28 businesses.

3.3 Rural Business Support

Portaferry Business Support Information Session A workshop held in Market House, Portaferry, a total of 37 businesses/residents attended.

The overall level of satisfaction and the impact of the knowledge acquired in the workshop 2015-16 scored by attendees was as follows:

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Overall Level of Satisfaction

Excellent - 57% 14% Very Good -28% 28% 57% Good - 14% Average - 0% Poor - 0%

Portaferry Engagement Session 20 people including Members, Council Officers and Local businesses attended the Stakeholder Engagement Event. Update on council activity in Portaferry that included Regeneration Projects; Townscape Heritage Initiative, update on Village Plans, development of an Integrated Peninsula Village Plan, Rural Development Programme as a source of funding and plans for redevelopment of Portaferry Market House. Business Support; update on Business Support Clinics, Signal Events/Workshops and Portaferry Hotel Redundancy Clinic and Superfast Broadband, number of Portaferry participants on each.

Portaferry Hotel – Redundancy Clinic Drop-In Redundancy Clinic in conjunction with the Department for Employment and Learning (DEL), Newtownards Job Centre and Ards Citizen‟s Advice Bureau clinic on Wednesday 4th November 2015 – 8 employees attended

In addition a number of 1-1 mentoring sessions had been delivered in rural locations which have been reported above.

3.4 Connection Voucher Scheme – Superfast Broadband

The Connection voucher scheme was rolled out in Northern Ireland and that had allowed local businesses to have superfast broadband installed. A series of awareness events were held in order to ensure that local businesses could receive funding under this scheme. Businesses were encouraged to apply very quickly as it was clear that the fund would be oversubscribed. The following figures highlight the outcome of the scheme for the Ards and North Down area.  175 applications were received  54 received vouchers at a value of £72,205  Unfortunately, 121 applications were unsuccessful. The majority of those were from two business parks. Had those applications been approved, they would have equated to over £225k in grants.

The Department for Culture Media and Sport closed the scheme before all applications could be finalised.

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However, alternative funding was made available by the Department for Agriculture and Rural Development (DARD) as part of their Tackling rural poverty and social Isolation programme. This fund was open to rural businesses who had previously submitted full applications to the CVS, but still missed out on receiving a voucher.

There was a limited amount of money to be allocated before 31st March 2016 and 16 businesses from the Ards and North Down area received funding under that fund.

3.5 Mind Body Business

Mind Body and Business was a joint initiative by the Public Health Agency, in conjunction with Ards and North Down Borough Council that aims to promote health and wellbeing in the workplace.

As part of this initiative a number of resources and services were provided to local business owners and their employees, as follows

First Aid Training

Four First Aid training sessions were held on the topic of “Basic Life Support”. Overall 42 businesses participated in the First Aid Training with an average satisfaction level of excellent/very good for the workshops rated as being 100% First Aid Training- Overall Level of Satisfaction

Excellent - 81% 19% Very Good - 19% Good - 0% 81% Average - 0% Poor - 0%

Health Assessments Local business owners and their employees were offered free health checks from Chest Heath and Stroke, Peninsula Healthy Living and Cancer Focus.

38 delegates representing 29 businesses attended the Cancer Focus two day appointments, 6 delegates representing 3 businesses attended the Peninsula Healthy Living appointments in Kircubbin, and 18 delegates representing 15 businesses attended the Chest Heart & Stroke appointments.

Workplace Grants MBB workplace grants offered financial support to small businesses who were interested in providing a workplace health and well-being initiative for their employees. 9 businesses received grants up to £250 – total number of funds issued £2025.20

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4 Signal Facility

2015 – 2016 saw a decrease in income for the Signal Facility. That decrease equated to a 39.7% reduction compared to the income figures for the year 2014- 2015 however overall the year ended 10% above target.

2014 – 2015 2014 – 2015 2015 – 2016 2015 – 2016 TARGET ACTUAL TARGET ACTUAL OFFICE RENTAL £23,400 £33,819 £7,000 £6,915 (inc Virtual Office) CATERING £20,000 £35,445 £25,000 £26,120 ROOM HIRE & AV £52,000 £69,670 £44,000 £51,450 POSTAGE £600 £1,678 £600 £90

PHOTOCOPYING £900 £901 £900 £640 TOTAL £96,900 £141,513 £77,500 £85,215

The reduction was mainly due to the offices at Signal, which were formerly occupied by private tenants, now being occupied by the Council‟s Development and Regeneration staff and rental income was no longer available. Those new departments based in Signal were utilising the conference rooms complimentary, which otherwise would had been chargeable and had had an impact on the income figures.

Due to the merger of the new Council there was also a delay in promotional material and there were no promotional adverts placed for Signal until July 2015, which impacted on the rental of the conference rooms.

As the year progressed and adverts were placed the business increased again and the year ended with the income 10% above target.

Further details on the marketing activities for the facility was contained in the appendix attached to the report.

RECOMMENDED that this Council notes this report.

Councillor Roberts referred to the KPI – 4 new export businesses to be identified and requested an explanation in that regard. In response the Head of Economic, Development and Tourism advised that through the programmes one to one talks were provided and as part of that development needs were identified. A potential next stage of growth for businesses was to export to markets outside Northern Ireland. In those instances a referral would be made to Invest NI however Signal would provide support for the businesses in preparation of their export journey.

Alderman McDowell thanked the Officer for the preparation of the comprehensive report stating that he was unaware of the some of the areas of support that the Signal Centre provided. He noted at times it was difficult for businesses to send their

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RDC.12.05.16 employees on courses and questioned if there were any new or innovative programmes/methods for example e-learning or the gathering of clusters of businesses.

The Head of Economic, Development and Tourism stated that Officers were currently running a survey to identify the needs of local businesses. The outcome of that survey would help inform the needs whereby a training programme could be built around those needs. Officers were looking at new innovative ways of engaging through the diagnostic tools of the strategy.

In response to a question from Alderman McDowell in respect of investment, the Head of Economic, Development and Tourism advised that the finance support given to businesses was a difficult area and sometimes proved to be onerous given the legislation that existed. A range of grants were on offer through capital grants.

The Chairman suggested such financial support as providing the first month‟s rent free for new business start-ups. In response the Head of Economic, Development and Tourism advised that the Business Researcher identified the funding streams that were available for businesses.

Alderman McDowell highlighted the importance of the strategy in assisting businesses to grow. He stated that he would be disappointed if the Council‟s hands were tied by legislation. He furthermore stated that it was important that the Council did grab the opportunity of economic development and provide support to local businesses.

The Chairman highlighted as an example the success of Donaghadee‟s Big Weekend for the local town and stated that such events indirectly helped local businesses.

AGREED TO RECOMMEND, on the proposal of Councillor Cummings, seconded by Councillor Smart, that the recommendation be adopted.

EXCLUSION OF PUBLIC/PRESS

AGREED, on the proposal of Alderman McDowell, seconded by Councillor Smart, that the public and press be excluded from the meeting for the undernoted items of confidential business.

15. PUBLIC REALM SCHEME – DONAGHADEE (FILE CG11606)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

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16. ARDS AND BANGOR VISITOR CENTRE ANNUAL REPORT 2015-2016 (FILE 171589) Appendix X

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

17. EXPLORIS UPDATE

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

18. NORTHERN IRELAND RURAL DEVELOPMENT PROGRAMME 2014-2020 (FILE CG10187BPTV) (Appendix XI, XII, XIII)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

19. REDEVELOPMENT OF LAND ADJACENT TO HIBERNIA STREET, HOLYWOOD (FILE REG1) Appendices XIV - XV

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

20. INTERCHANGE OPPORTUNITY (FILE 160137)

*** NOT FOR PUBLICATION ***

Schedule 6 – Information relating to the financial or business affairs of any particular person (including the Council holding that information).

RE-ADMITTANCE OF PUBLIC/PRESS

AGREED, on the proposal of Councillor Cummings, seconded by Councillor Roberts, that the public and press be re-admitted to the meeting.

21. ANY OTHER BUSINESS

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The Chairman wished to place on record his thanks to the Officers during his time as Chairman. He referred to the breadth of work that the Committee dealt with and the amount of work that was undertaken by the Officers behind the scenes.

NOTED.

22. TERMINATION OF MEETING

The meeting terminated at 8.10 pm.

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From: Peter Walker [mailto:[email protected]] Sent: 16 May 2016 16:55 To: Reid, Stephen Cc: O'Neill, Ian Subject: Community and Wellbeing Committee 15 June .

Hi Stephen would it be possible for a deputation from the Donaghadee Sports Hub Committee to update and inform the above on the progress being made on the project . Can I ask you to hopefully confirm this request with a time that suits the committee .

Thank You .

Peter Walker . Chairman Donaghadee Sports Hub Committee .

Peter Walker Managing Director

Walker Communications Ltd advertising : design : web : events the north: 43 high st, holywood, co down, bt18 9ab +44 (0)28 9042 5555 http://walkercommunications.co.uk the south: 51-52 fitzwilliam square west, dublin 2, ireland +353 (0)1 665 0400 http://walkercommunications.ie

:: THINK BEFORE YOU PRINT ::

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Unclassified

ITEM 9.1

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 25 May 2016

Responsible Director Director of Finance and Performance

Responsible Head of Service

Date of Report 04 May 2016

File Reference

Legislation

Section 75 Compliant Yes ☒ No ☐ Not Applicable ☐

Subject Proposed amendments to the NILGOSC Funding Strategy Statement - Request for Delegated Powers

Attachments

Under the Local Government Pension Scheme Regulations (Northern Ireland) 2014, NILGOSC is required to prepare, maintain and publish a Funding Strategy Statement (FSS) which sets out the framework for the funding of all pension liabilities. The regulations also require that the FSS and any subsequent changes to it must be agreed following consultation with relevant stakeholders.

The consultation closes on 22 June 2016 so delegated powers are requested for Corporate Services Committee in June 2016 to submit a response.

RECOMMENDATION

It is recommended that delegated powers be granted to Corporate Services Committee in June to respond to the above consultation.

Page 1 of 1

From: Ecclesiastical Exemption [mailto:[email protected]] Sent: 20 April 2016 12:44 Subject: Notification of consultation on Ecclesiastical Exemption

Dear Sir/Madam

FOR INFORMATION ONLY

ECCLESIASTICAL EXEMPTION – PUBLIC CONSULTATION

The Department of the Environment has published a consultation document outlining policy proposals to remove Ecclesiastical Exemption.

Section 85(8) of the Planning Act (Northern Ireland) 2011 states that all listed places of worship are exempt from the requirement to obtain Listed Building Consent for ‘the demolition, alteration or extension of an ecclesiastical building which is at the time being used for ecclesiastical purposes or would be so used but for the works’. This is known as Ecclesiastical Exemption.

In 2014, at the Minister’s request, the Department and the Historic Buildings Council for Northern Ireland undertook a review of the way in which Ecclesiastical Exemption is currently working in Northern Ireland. This review concluded that the exemption is not protecting our ecclesiastical heritage and recommended that it should be removed.

The consequence of removing the exemption is that Listed Building Consent would be required for any works involving the complete or partial demolition of a listed place of worship, or for its alteration or extension in a manner which would affect its character as building of special architectural or historic interest.

The consultation can be accessed on the DOE website at: https://www.doeni.gov.uk/consultations/consultation-ecclesiastical-exemption and will remain open for comment until 13 June 2016.

H E R I T A G E A D V I C E A N D R E G U L A T I O N B R A N C H

Historic Environment Division | Department of the Environment | 6th Floor | Causeway Exchange | 1-7 Bedford Street | Town Parks |Belfast |BT2 7EG. |

Email [email protected]

REALISING THE VALUE OF OUR HISTORIC ENVIRONMENT

A CONSULTATION on ECCLESIASTICAL EXEMPTION

March 2016

Historic Environment Division Consultation Paper

II

Contents

MINISTER’S FOREWORD IV

1 BACKGROUND VI

2 REGULATORY CONSIDERATIONS VII

3 PROPOSALS –

DOE POSITION PAPER ON ECCLESIASTICAL EXEMPTION XI

4 QUESTIONS XII

6 SUBMISSION OF RESPONSES XIII

APPENDIX: SECTION 85 PLANNING ACT (NORTHERN IRELAND) 2011 XIV

III

MINISTER’S FOREWORD

Churches and other places of worship are among our most prominent and important listed buildings. In every village and town, and across the rural area, they stand as a witness to our religious heritage and, in most cases, to a continuing tradition of faith. They are also among our most beautiful places with huge effort often put into their location, design and decoration. This may include buildings of great simplicity and presence.

Such buildings reflect the different approaches to worship followed by our various denominations but also the differences between the practices of past generations and those of the current. Though associated with particular groups, they represent a legacy that we can all be proud of. Together, they make a major contribution to the character of where we live and, as a place where much past community effort was lavished, they form an important repository of the best work of our forefathers.

Since the early 1970s, the Department of the Environment has worked to identify and record this legacy. The best parts, it has formally designated since 1973 as listed buildings. However, the normal controls associated with such a designation do not apply to places of worship in active use. This ‘Ecclesiastical Exemption’ is common across the UK, but the parallel systems of control used elsewhere were never introduced here.

For the last forty years or so we have therefore relied upon the custodians of these buildings do the right thing and protect this important resource. They have largely done this very well, but there have been cases where important parts of our heritage have been lost or more unfortunately degraded by ill informed changes.

The view of the Department is that it is now time for a change. With safeguards to ensure that the particular liturgical requirements of users are taken into account, it is proposed that such places are brought within the standard consent regime for listed buildings. The alternative, of creating a formal parallel consent regime for defined

IV

denominations, as in England, is considered costly and bureaucratic with little added benefit to those involved.

This, however, is an important change and I would value your consideration of this proposal before any final decision is made.

Mark H Durkan

Minister of the Environment

1 March 2016

V

1 BACKGROUND TO CONSULTATION

Introduction

Under Section 85(8) of the Planning (NI) Act 2011 (see Appendix 1), listed ecclesiastical buildings are exempted from the need to apply from listed building consent for changes that may affect their architectural or historic interest. Such buildings are among the most important and iconic listed buildings in Northern Ireland, yet in common with other parts of the UK, they are exempt from the need to apply for such changes. While in other regions there is a parallel system of consents operated by defined church bodies, in Northern Ireland there is no equivalent system. There is therefore no body formally required to consider the impact of proposed changes on the architectural or historic interest of ecclesiastical buildings.

In 2014, the Historic Buildings Council of Northern Ireland wrote to the Minister on this issue. They were concerned by the unnecessary loss of detail on some churches which had led to their delisting and of proposals for significant change to others which would remove much of their architectural and historic interest.

The Minister asked for a subcommittee of DOE officers and HBC members to be set up to review the current situation. Their recommendation that the exemption be removed and replaced with clear guidance forms the body of this consultation.

VI

2 REGULATORY CONSIDERATIONS

Nature of the Consultation In this consultation document the Department of the Environment (“the Department”) sets out proposals for the removal of the exemption from listed building consent for ‘an ecclesiastical building which is for the time being used for ecclesiastical purposes or would be so used but for the works.’ 1The consultation also proposes that detailed guidance on works to churches, which take into account liturgical needs should be published in parallel to any proposed removal of exemption.

The purpose of this consultation is to seek the views of all interested parties on the Department’s proposals. The consultation will run for 12 weeks. The Department will give due consideration to all responses and a synopsis of responses will be published as soon as practicable following the consultation period.

Additional copies of this consultation document may be made without seeking permission. This document is also available in alternative formats; please contact us to discuss your requirements

The document is published on the Department’s website.

If you have any queries regarding this consultation please contact the Heritage Advice and Regulation team by email at by post to the address below or by telephone our enquiries line on 02890 823126/ 02890 823177.

How to Respond

Early responses are encouraged but all responses should arrive no later than 5pm on Monday 13 June 2016. Responses may be sent by email to [email protected] or by post to:

Historic Environment Division 6th Floor Causeway Exchange 1-7 Bedford Street Town Parks, Belfast, BT2 7EG

1 Section 85(8) of the Planning Act (Northern Ireland) 2011

VII

When you are responding please state whether you are responding as an individual or representing the views of an organisation. Before you submit your responses please read the “Freedom of Information Act 2000 - Confidentiality of Consultation Responses” section below, which gives guidance on the legal position.

Equality Screening

Section 75 of the Northern Ireland Act 1998 requires that public authorities have due regard to equality issues in carrying out functions relating to Northern Ireland. We have completed an equality screening of the policy proposals being consulted upon and have concluded that they do not impact on equality of opportunity for any of the 9 categories specified in section 75 (religious belief; political opinion; race; age; marital status; sexual orientation; men and women generally; disability; and dependants).

The Equality Commission will receive copies of this consultation document as part of this consultation exercise. We will take into account any comments that the Commission might have.

Human Rights Act 1998

The Human Rights Act 1998 implements the European Convention on Human Rights. The 1998 Act makes it unlawful for any public authority to act in a way that is incompatible with these rights. We believe that the proposals within this consultation are compatible with the Human Rights Act, but would welcome any views that you may have.

The Human Rights Commission will receive copies of this document as part of this consultation. We will take into account any comments that the Commission might have.

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Rural-Proofing

Rural Proofing is a process to ensure that all relevant Government policies are examined carefully and objectively to determine whether or not they have a different impact in rural areas from that elsewhere, because of the particular characteristics of rural areas. Where necessary the process should also examine what policy adjustments might be made to reflect rural needs and in particular to ensure that, as far as possible, public services are accessible on a fair basis to the rural community.

The Department has considered these policy proposals in relation to the rural community and has found no potential differential impacts.

Freedom of Information Act 2000 – Confidentiality of Consultations

The Department will publish a summary of responses following completion of the consultation process. Your response, and all other responses to the consultation, may be disclosed on request. The Department can refuse to disclose information only in exceptional circumstances. Before you submit your response, please read the paragraphs below on the confidentiality of consultations and they will give you guidance on the legal position about any information given by you in response to this consultation.

The Freedom of Information Act 2000 gives the public a right of access to any information held by a public authority (the Department in this case). This right of access to information includes information provided in response to a consultation. The Department cannot automatically consider as confidential information supplied to it in response to a consultation. However, it does have the responsibility to decide whether any information provided by you in response to this consultation, including information about your identity, should be made public or treated as confidential.

This means that information provided by you in response to the consultation is unlikely to be treated as confidential, except in very particular circumstances.

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The Lord Chancellor’s Code of Practice on the Freedom of information Act provides that:

 the Department should only accept information from third parties in confidence if it is necessary to obtain that information in connection with the exercise of any of the Department’s functions and it would not otherwise be provided;

 the Department should not agree to hold information received from third parties ‘in confidence’ which is not confidential in nature;

 acceptance by the Department of confidentiality provisions must be for good reasons, capable of being justified to the Information Commissioner.

For further information about confidentiality of responses, please contact the Information Commissioner’s Office:

Tel: (028) 9051 1270

Email: [email protected]

Website: www.informationcommissioner.gov.uk

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3 PROPOSALS

DOE POSITION PAPER ON ECCLESIASTICAL EXEMPTION

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Department of the Environment: Historic Environment Division

Listed Places of Worship and the Ecclesiastical Exemption: A position paper 2 Listed Places of Worship and the Ecclesiastical Exemption: A position paper

Introduction In 2014, at the Minister’s request, the Department of the Environment: Historic Environment Division (HED) and the Historic Buildings Council for Northern Ireland undertook a review of the way in which the Ecclesiastical Exemption is currently working in Northern Ireland. This review concluded that the exemption is not protecting our ecclesiastical heritage and recommended that it be removed.

The consequence of removing the exemption is that Listed Building Consent would be required for any works involving the complete or partial demolition of a listed place of worship, or for its alteration or extension in a manner which would affect its character as a building of special architectural or historic interest - as is currently the case for all other types of listed building. HED would then participate in the process of assessing applications for Listed Building Consent as a statutory consultee to the new council planning authorities. It will also be able to offer pre-application advice to congregations to help them develop proposals, based on its experience and expertise in working with historic buildings.

Armagh’s cathedrals at the heart of the community

The review recognised that it is important that Northern Ireland’s historic places of worship retain their role as living buildings at the heart of their communities and that the efforts of congregations to keep their places of worship in use are supported. This may require changes to align with modern worship and liturgical practice. Proposals for additional uses and new facilities such as meeting spaces, kitchens and toilets which will help to sustain and grow these important parts of our heritage may also be necessary. Department of the Environment: Historic Environment Division 3

However, there is also a need to manage these changes, ensuring that the special values of listed places of worship are sustained and enhanced for this and future generations. The review has concluded that, for listed places of worship, control and advice through the Listed Building Consent process, as required for all other listed buildings, is the most appropriate way to do this.

Places of worship are much more than just their architecture

What is the Ecclesiastical Exemption? Section 85(8) of the Planning Act (Northern Ireland) 2011 states that all listed places of worship are exempt from the requirement to obtain Listed Building Consent for ‘the demolition, alteration or extension of an ecclesiastical building which is for the time being used for ecclesiastical purposes or would be so used but for the works’.

What does this mean in practice? The exemption means that Listed Building Consent is not required for: • Works to a listed building whose primary use is as a place of worship and which is currently being used as a place of worship; • Works to an object or structure within such a building; and • Works to an object or structure fixed to the outside of such a building or within its curtilage, except where such an object or structure is itself listed. 4 Listed Places of Worship and the Ecclesiastical Exemption: A position paper

Before After

This listed chapel, built in 1818, was originally a building of significant local interest. Substantially rebuilt in 1982, it now has uPVC windows, fibre cement slates, pebble dash render and an entirely modern interior. The building no longer meets the test, and was delisted in 2010.

Before

After

A listed Gothic Revival church and adjoining church hall. Under the Ecclesiastical Exemption, Listed Building Consent was not required for the demolition of the hall. Department of the Environment: Historic Environment Division 5

Total demolition is not exempt, as the building could not be considered to be in use for ecclesiastical purposes.

Listed places of worship are not exempt from planning permission, building regulations or health and safety legislation.

Why are listed places of worship treated differently from all other listed buildings? The Ecclesiastical Exemption has been in place in Northern Ireland since the introduction of listing in 1972, and parallels legislation elsewhere in the UK. In GB, the exemption is premised on individual denominations having their own system of controlling and managing change which is as rigorous as secular control. This could be described as an ecclesiastical version of Listed Building Consent, and gives listed places of worship in GB what is called ‘parity of protection’. These parallel systems for authorising works are monitored by government and where they are shown to be ineffective, the exemption can be removed.

Key principles of the parallel systems of control are: • assessment of works is undertaken by a body that is independent of the congregation, and that has expert advice available to it; • the decision-making body should take into account the architectural and historic interest of the building, along with other factors; • proposals should be publicised, and notified to the appropriate regulatory body (for example, Historic England) and the local council; • procedures are transparent; and • there is an effective mechanism to prevent breaches of control, and to effect reinstatement where appropriate.

Is this the situation in Northern Ireland? Some ecclesiastical bodies have their own internal systems of control. In the Department’s experience, none of these consistently embody all the key principles set out above. Other denominations operate in isolation with all decisions being taken by the congregation. In some circumstances, the Ecclesiastical Exemption is regarded as a legislative ‘loophole’ which allows consideration of the special architectural and historic interest of the building to be set aside when planning a project. This can have disastrous consequences.

What is the position in the Republic of Ireland? There is no Ecclesiastical Exemption in the Republic of Ireland. Bodies responsible for a place of worship included on the list of protected structures are required to gain agreement from the local authority for any works of alteration – both inside and out. The principal denominations in Northern Ireland are organised on an all Ireland basis – indeed some dioceses straddle the border – and are familiar with the consent regime. 6 Listed Places of Worship and the Ecclesiastical Exemption: A position paper

Most of Northern Ireland’s places of worship are maintained and repaired to a high standard Department of the Environment: Historic Environment Division 7

Why is the Department proposing to remove the Ecclesiastical Exemption at this time? The review highlighted four issues, which when considered together indicate that the current situation is unsustainable and that it is timely to make the change now. • During the Department’s systematic Second Survey of Northern Ireland’s listed buildings (which has covered 60% of the region), 45 places of worship (out of a total of 913) have been delisted due to inappropriate alterations. Many more were found to have lost significant amounts of architectural or historic interest. It is likely that the majority of these alterations would not have happened if Listed Building Consent had been required.

Listed in 1977, this early nineteenth century church was delisted in 2013. Although the church retains its original simplicity of proportion and style, recent refurbishments – including replacing all the windows – have stripped it of most of its historic character and interest. 8 Listed Places of Worship and the Ecclesiastical Exemption: A position paper

• Faith communities throughout Northern Ireland are changing. The last five years have seen some congregations experiencing unprecedented growth. With that growth commonly come proposals for substantial meeting/greeting spaces, extensions and internal reorganisation. Some of these schemes involve such radical alteration, very little of special interest would survive if they were to go ahead. First Antrim Presbyterian Church is one such example, where planning permission was granted in 2014 for the demolition of all historic fabric except the front façade. It was argued on behalf of the congregation that the works were exempt because worship would continue in a room behind the front wall - until the replacement church was built to the rear. Should the scheme proceed, the majority of this grade B+ listed building will be irreplaceably lost.

First Antrim Presbyterian Church – should the works go ahead as proposed, this magnificent interior will be lost

• Other places of worship are struggling to survive and need to find new uses. New uses often bring public benefit, but may result in a wish for major internal alterations and/ or re-ordering. New work in historic places of worship should always be based on an understanding of the cultural and heritage significance of the building; consider the long-term (alterations considered acceptable now may be regretted in the future); and achieve high standards of design, craftsmanship and materials. In these situations, it is particularly important that proposals are discussed and agreed within the framework of the Listed Building Consent process, as would be the case for all other listed buildings. • The transfer of planning powers to councils in April 2015 and the transfer of responsibilities currently held by the Department of the Environment to the Department for Communities in 2016 provide an opportunity to revise the existing system. Department of the Environment: Historic Environment Division 9

Re-ordering need not entail loss of special character

What would be the impact of removing the exemption? DOE would work with ecclesiastical bodies and individual congregations, as it does now on an informal basis when invited, to develop schemes that deliver the needs of the users, being mindful of particular worship or liturgical requirements, whilst ensuring that the special interest of the building is retained and, where possible, enhanced.

Would removing the exemption require a change in legislation? Section 85(9) of the Planning Act (Northern Ireland) 2011 states that the exemption ‘shall cease to have effect on such date as the Department may by order appoint’.

Why does the DOE use the term ‘listed place of worship’ and not simply ‘church’? A wide range of denominations and faiths use listed buildings. Most are Christian churches or chapels, but there are also meeting houses and a synagogue plus an increasing number of originally secular buildings now being used by faith groups. If they are open for public worship six times a year then they are considered as places of worship. The Ecclesiastical Exemption as it currently stands applies to all listed places of worship. 10 Listed Places of Worship and the Ecclesiastical Exemption: A position paper

Working with congregations from the start of a project can result in high quality schemes which preserve the integrity of the building and allow new uses to flourish Department of the Environment: Historic Environment Division 11 12 Listed Places of Worship and the Ecclesiastical Exemption: A position paper

Listed Places of Worship and Planning Permission Planning permission must be obtained for any alteration or extension that materially affects the external appearance of an existing place of worship. When considering whether to grant planning permission, the planning authority must have special regard to the desirability of preserving the building or any features of special interest which it possesses.

It has not been the Department’s custom and practice to require listed places of worship to obtain planning permission for what may be regarded as minor works – for example, replacing windows or doors, removing render or changing the eaves detail. The cumulative impact of a series of minor changes can result in the loss of a listed building’s special character, as seen in the places of worship delisted following the Second Survey. The Department will be issuing revised guidance to local council planning authorities advising that planning permission should be sought for all such works – which materially affect the external appearance of the building (Section 23(3)(a) Planning Act (NI) 2011).

DOE is already consulted on some external alterations requiring planning permission, for example ramps Department of the Environment: Historic Environment Division 13

Interior features, such as these, are particularly vulnerable

The proposed way forward Following consideration of a range of available options, it is the view of the Department of the Environment and the Historic Buildings Council for Northern Ireland that the most effective way to ensure the appropriate management of Northern Ireland’s rich listed ecclesiastical heritage is to: • Develop best practice guidance on the alteration and adaption of Northern Ireland’s listed places of worship; • Clarify within this guidance that listed places of worship do not enjoy permitted development rights and that external changes, such as removing and replacing windows and doors, taking off render or changing roof details are ‘development’ and require planning permission; • Issue an order that the Ecclesiastical Exemption is removed in Northern Ireland; and • Advise councils that styles of worship or liturgical requirements should also be considered when assessing Listed Building Consent applications for places of worship. 14 Listed Places of Worship and the Ecclesiastical Exemption: A position paper

Well designed extensions can enhance a building’s special character Department of the Environment: Historic Environment Division 15 4 QUESTIONS

DOE welcomes comments on any aspect of this paper. However, we are particularly interested in comments in regard to the following questions:

Q1 Do you agree with the Department that the Ecclesiastical Exemption should be removed?

Q2 The Department could have proposed a parallel system of consents based upon the English model. It rejected this because this was likely to require a complex system of control which would be costly to administer without clear benefits to owners/ custodians or to the protection of ecclesiastical heritage assets. Do you agree with this approach?

Q3 The Department is proposing that the liturgical requirements of places of worship become a material concern in determining relevant applications for listed building consent for such buildings. Do you agree?

Q4 Do you agree that best practice guidance on the alteration and adaption of Northern Ireland’s listed places of worship should be developed in parallel to the process of removal of the exemption?

Q5 Do you agree that the guidance should clarify that listed places of worship do not enjoy permitted development rights and that external changes such as removing windows, doors, taking off render, or changing roof details are ‘development’ and require planning permission?

Q6 Do you agree that what is understood by ‘liturgical requirements’ should be clearly defined in the guidance?

If you think the Department might have better achieved its aim of improving the management of change to our listed ecclesiastical heritage please feel free to say so. In responding to this consultation, please highlight any possible unintended consequences of the proposals and any practical difficulties you foresee in implementing them.

XII

5 SUBMISSION OF RESPONSES

The consultation process and how to respond

Topic of this consultation thEcclesiastical Exemption Scope of the consultation The consultation will help to inform the development of proposals to remove Ecclesiastical Exemption To Anyone with an interest in this area is welcome to respond.. Comments would be welcomed in particular from those directly affected i.e. the owners and guardians of places of worship and from District Councils, Body Responsible for the The Historic Environment Division of DoE consultation Duration The consultation will run for twelve weeks. It will begin on Monday 21 March 2016 and will end on Monday 13 June 2016 Enquiries E-Mail [email protected]

Telephone enquiries at 02890 823126/ 02890 823177 How to respond You can respond via email to

[email protected]

Postal responses can be sent to ECCLESIASTICAL EXEMPTION Historic Environment Division Department of the Environment 6th Floor Causeway Exchange 1-7 Bedford Street Town Parks Belfast BT2 7EG. After the consultation The views and advice expressed in responses to this consultation may be placed in the public domain. Each response will inform DOE in its planning of the management of change at listed places of worship.

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APPENDIX LEGISLATION

SECTION 85 OF THE PLANNING [NI] ACT 2011

Control of works for demolition, alteration or extension of listed buildings

85—(1) Subject to this Part, if a person executes or causes to be executed any works for the demolition of a listed building or for its alteration or extension in any manner which would affect its character as a building of special architectural or historic interest, and the works are not authorised under subsection (2), that person shall be guilty of an offence.

(2) Works for the demolition, alteration or extension of a listed building are authorised under this Part if—

(a)written consent for the execution of the works has been granted by a council or the Department and the works are carried out in accordance with the terms of the consent and any conditions which may be attached to the consent; and

(b)in the case of demolition—

(i)a person duly authorised in writing by the Department has been afforded reasonable access to the building for a period of at least one month following the grant of listed building consent and before the commencement of the works, for the purpose of recording it; or

(ii)the Department has stated in writing that it has completed its recording of the building or that it does not wish to record it.

(3) If written consent is granted by a council or the Department for the retention of works for the demolition of a listed building, or for its alteration or extension, which have been executed without consent under subsection (2), the works are authorised under this Part from the grant of the consent under this subsection.

(4) Consent under subsection (2) or (3) is referred to in this Act as “listed building consent”.

(5) Without prejudice to subsection (1), if a person executing or causing to be executed any works in relation to a listed building under a listed building consent fails to comply with any condition attached to the consent that person shall be guilty of an offence.

(6) A person guilty of an offence under subsection (1) or (5) shall be liable—

(a)on summary conviction, to imprisonment for a term not exceeding 6 months or a fine not exceeding £100,000, or both;

(b)on conviction on indictment, to imprisonment for a term not exceeding 2 years or a fine, or both, and in determining the amount of any fine imposed on a person convicted of an offence under subsection (1) or (5) the court shall have particular regard to any financial benefit which has accrued or is likely to accrue to that person in consequence of the offence.

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(7) In proceedings for an offence under this section it shall be a defence to prove the following matters—

(a)that works to the building were urgently necessary in the interests of safety or health or for the preservation of the building;

(b)that it was not practicable to secure safety or health or, as the case may be, the preservation of the building by works of repair or works for affording temporary support or shelter;

(c)that the works carried out were limited to the minimum measures immediately necessary; and

(d)that notice in writing justifying in detail the carrying out of works was given to the council as soon as reasonably practicable.

(8) This section shall not apply to works for the demolition, alteration or extension of—

(a)an ecclesiastical building which is for the time being used for ecclesiastical purposes or would be so used but for the works; or

(b)a building for the time being included in the schedule of monuments compiled and maintained under Article 3 of the Historic Monuments and Archaeological Objects (Northern Ireland) Order 1995 (NI 9); and for the purposes of this subsection, a building used or available for use by a minister of religion wholly or mainly as a residence from which to perform the duties of that office shall be treated as not being an ecclesiastical building.

(9) Subsection (8) shall cease to have effect on such date as the Department may by order appoint.

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Department of the Environment Historic Environment Division 6th Floor Causeway Exchange 1-7 Bedford Street Belfast BT2 7EG

Tel: 028 9082 3177 / 028 9082 3126 Email: [email protected]

XVI

Infrastructure investment Delivering the next generation of infrastructure

Wednesday 22nd June 2016 • Baby Grand, Belfast

www.agendaNi.com/events Delivering future investment

The annual Infrastructure Investment Conference Key issues examined will examine the key elements required to successfully deliver the next generation of ✔ Priorities for investment: infrastructure investment infrastructure. In the short term, investment will programme provide much needed employment and in the ✔ Overcoming the challenges of delivery in a constrained economic environment longer term, investing in strategic infrastructure ✔ Effective procurement to improve the delivery of projects will be key to ensuring Northern Ireland’s projects ability to compete globally, enhance our ✔ The impact of capital investment on the local economy connectivity and give us the potential to transform ✔ Future outlook for the Irish PPP market our economic future and improve quality of life. ✔ The challenge of funding utility infrastructure investment Funding available for infrastructure investment through to ✔ Infrastructure investment: Regenerating cities 2020-21 will rise by 12% in real terms, meaning over £600 ✔ Sectoral updates: health, transport, environment million more than if it had been held at 2015-16 levels – ✔ Future outlook and delivering the next generation of from £1 billion this year to over £1.2 billion in 2020-21. infrastructure

However, as well as the means and a vision for long term investment in infrastructure, we must ensure that it is Sponsorship opportunities actually able to be delivered. What are the challenges that lie ahead? In critical areas such as transport, health There are a limited number of and energy, investment is needed to meet the demands opportunities for interested of a growing population and encourage economic organisations to become involved with this conference prosperity. as sponsors. This is an With the establishment in May of the new Department for excellent way for organisations to raise their Infrastructure, this timely conference will provide an profile with a key audience of excellent opportunity to bring together the key senior decision-makers from stakeholders in developing and delivering Northern across Northern Ireland’s Ireland’s infrastructure, both in the public sector and public, private and voluntary sectors. For further information on those in the private sector working in advisory or service packages available and speaking opportunities at the event call Lynda Millar on 028 9261 9933. delivery roles.

@agendani CONFERENCE PROGRAMME

0900 Registration and morning coffee 1115 Future European funding for infrastructure projects

Funding Michael Smyth, Vice President for Budget Chairman’s welcome and introduction European Economic and Social Committee

Priorities for infrastructure investment Key healthcare infrastructure projects , Chairman Investment Gerry McGinn Health Bill Pauley, Estates Investment Directorate Strategic Investment Board Limited Department of Health, Social Services and Public Safety (invited) Effective procurement to improve the delivery of projects Procurement Investing in the future of our cities Des Armstrong, Chief Executive Urban regeneration Nuala Gallagher, Director of City Centre Central Procurement Directorate Development, Belfast City Council

Future outlook for the PPP market in Ireland Transport investment: A key economc driver PPPs Gerard Cahillane, Deputy Director Roads Pat Doherty, Director of Engineering, TransportNI National Development Finance Agency

Priorities for developing waste infrastructure Funding future utility infrastructure investment Waste Chris Mills, Director of Resource Efficiency Utilities Professor Dieter Helm, Professor of Energy Policy and Official Fellow in Economics Northern Ireland Environment Agency (invited) University of Oxford Questions & answers / Panel discussion Questions & answers / Panel discussion 1315 Chairman’s summary and conference close 1045 Morning coffee / networking break followed by networking lunch

Networking opportunity This event is structured to allow maximum interaction between delegates throughout the morning, both in the networking breaks and the conference sessions. There will be opportunities for questions and answers where delegates can put their questions on the future of Northern Ireland’s infrastructure to our expert panel of local and visiting speakers.

#infrastructureni16 REGISTRATION FORM (please complete in block capitals) Job title: Job Name (Mr/Mrs/Miss/Ms/Dr): Name details Delegate Email: Email: _ _ _ _Telephone: _ _ _ _ Postcode: ______Address: ______Organisation: ______Payment options Payment o diinl hre Atraiey rfn wl b gvn o cancellations for given be will refund a Alternatively charge. additional no fortimeany atsubstitutesent attend,adelegatebe unablethoseto may For Cancellationssubstitutions/ receivedwriting,in faxbyemail,or days14toupprior thetoconference an administration charge of 25%. Regrettably no refunds/cancellations can be Fee includesdocumentation,refreshmentsFeeother theandduring servedlunch madeafter that date. conferenceandis payable inadvance. Feedoes notinclude accomodation. (Pleaseprovide card billing address ifdifferent from company address) Name of card holder card of Name number Card Security code Security date Expiry Signature I wish to: wish I

Please debit my Visa / Mastercard / AMEX / Mastercard / Visa my debit Please me invoice Please I enclose a cheque for £______for cheque a enclose I Payable to ‘bmf Business Services’ Business ‘bmf to Payable atthe conference Receivedetails of sponsorship and exhibition opportunities Delegate fee £195 fee Delegate Reserve____ places at the Infrastructure Investment conference ______+ VAT+ 20% @ ______= £234 = less ,

______• • • • • • • • • • • • • andprivate sectors, including: Northern Ireland’sdevelopment infrastructure, of public the across This conference will be of interest to anyone with a stake in the future attend? should Who your booking or email: or booking your confirm to agendaNi at Davidson Michelle contact please conference, the of date the to prior days registration seven acknowledgement your following received not have delegates, you If all details. to sent be will registration of Confirmation Acknowledgementofregistration 3 3 3 3 Delegatesattending the Infrastructure Investment conference will: Benefitsofattending investment; investment. infrastructure; Other ways to book to ways Other

Examine potential financing options for infrastructure for options financing potential Examine Discussthesocial andeconomic impact ofinfrastructure Hearthefuture plans forinvesting inlocal infrastructure; Receiveanupdate onthe state ofNorthern Ireland’s

Voluntaryand community sector /NGOs Economists Consultants(environmental /technical /project management) Financialand legal advisors Health/ education / transport / energy / waste / housing sectors Procurementprofessionals Electedrepresentatives Thelocal government sector Constructioncompanies Projectdevelopers /planners Policy-makersand decision-takers Governmentdepartments and agencies ChiefExecutives /senior management teams By email By [email protected] Online www.agendaNi.com/events Co.Down, BT67 0LT BT67 Co.Down, Moira Park, Business Road Glenavy House Davidson agendaNi, Bypost 028 9261 9951 9261 028 Byfax [email protected] 028 9261 9933 9261 028 telephone By QR code QR

ITEM 11.3

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 25 May 2016

Responsible Director Chief Executive

Responsible Head of Service

Date of Report 19 May 2016

File Reference

Legislation

Section 75 Compliant Yes ☐ No ☐ Not Applicable ☒

Subject Northern Ireland Local Government Annual Conference & Exhibition – 5 & 6 October 2016

Attachments Conference Information

Please find attached information regarding the Northern Ireland Local Government Annual Conference and Exhibition.

Please note that two free spaces have been allocated to the Mayor and the Chief Executive, or his nominee, for the dinner on the evening of 5 October and the conference on 6 October 2016.

Due to capacity issues however, it is not possible to book additional places for the dinner and therefore nominations are only sought for the conference, taking place on 6 October 2016.

RECOMMENDATION

It is recommended that nominations are made for the conference only, taking place on 6 October 2016.

Unclassified

ITEM 11.6

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 25 May 2016

Responsible Director Chief Executive

Responsible Head of Service

Date of Report 19 May 2016

File Reference CX62

Legislation

Section 75 Compliant Yes ☒ No ☐ Not Applicable ☐

Subject World Towns Leadership Summit 2016

Attachments

The World Towns Leadership Summit will be held in Edinburgh on 15th-16th June 2016 and is organised by the Association of Town Centre Management, Business Improvement District Scotland, the International Downtown Association and Scotland’s Towns Partnerships.

The Summit will discuss the evolving nature of Civic Governance and changing economic drivers for successful placemaking. As the “State shrinks” new alliances and approaches are needed to develop a strong competitive economy combined with a fairer more equal society. Scotland’s First Minister, Nicola Sturgeon MSP, will address the Summit along with international leaders and thinkers including Mayor George Ferguson, Bristol City Council; Bulelwa Makalima-Ngewana, CEO – The Capetown Partnership; Tina Saaby, City Architect, Copenhagen; Michael Schuman, International Economist and Michael Smith, Chair International Downtown Association, Charlotte City Partners USA.

A key result of the Summit will be the creation and signing of the World Towns Agreement: A public private social vision for urban centres. A variety of other speakers will cover papers including Localism and Towns, Urban Connectivity for Growth and Inclusion, New Models of Civic Governance, Harnessing the Private and Social Sector, Sustainable and Low Carbon Economies, Next Generation Leaders, Collaborative Communities, Culture and Heritage. Study Tours are available for

Page 1 of 2

Unclassified delegates to attend one from Falkirk, Grassmarket (Edinburgh), Glasgow, Haddington or Kirkcaldy.

The Summit Programme is particularly relevant to Ards and North Down in considering learning opportunities from towns, districts and neighbourhoods outside of larger or capital cities, including how networks of towns can connect people and infrastructure at scale and can focus on transformation of modern economies, increasing value, and therefore improve the opportunity for learning and collaboration around shared areas of concern. There would be the opportunity to learn from international case studies, consider public/private governance policies and networks and assess the value of joining with the World Towns Agreement

The cost of attendance is £390.00 plus VAT per person, plus travel, subsistence, and two nights’ accommodation.

RECOMMENDATION

It is recommended that the Council approves the nomination of the Chief Executive to attend the World Towns Leadership Summit in Edinburgh on 15th-16th June 2016 and that, as is the policy, a report be brought back to Council thereafter.

Page 2 of 2

ITEM 14

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 25 May 2016

Responsible Director Director of Organisational Development and Administration

Responsible Head of Head of Administration Service

Date of Report 17 May 2016

File Reference CG 12172

Legislation Local Government Act (NI) 2014

Section 75 Compliant Yes ☐ No ☐ Not Applicable ☒

Subject Notice of Motions

Attachments Notice of Motions - Status Report

Please find attached a Status Report in respect of Notice of Motions.

This is a standing item on the Council agenda each month and its aim is to keep members updated on the outcome of motions. Please note that as each motion is dealt with it will be removed from the report.

RECOMMENDATION

It is recommended that the Council notes the report.

NOTICE OF MOTIONS UPDATE – MAY 2016

TO BE POPULATED BY DEMOCRATIC SERVICES TO BE POPULATED BY CLT

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF RESPONSIBLE MONTH IT OTHER NOTES RECEIVED BY MEETING REFERRED COMMITTEE WHERE DIRECTOR WILL BE ACTION DATE TO NOM DEBATED REPORTED TO BE BACK TO TAKEN COMMITTEE 07/11/14 Investigate concept Councillor 04/12/14 Governance Agreed Chief September behind innovation Walker 18.12.14 Executive 2016 lab

07/12/14 Officers to Councillor 08/01/15 Governance Agreed Community Ongoing investigate the Walker 22.01.15 and Wellbeing various models of Youth/Council engagement 10/02/15 Participatory Councillors 5/3/15 Corporate Agreed Finance and June 2016 budgeting Barry and 14.04.15 Performance Roberts 29/03/15 To ask officers to Councillor 29/04/15 Council Agreed Community Ongoing draft a Community Barry 27.05.15 & and Wellbeing Charter for the new 26.08.15 Council 31/05/15 Permanent Councillor 24/06/15 Corporate Agreed Organisational Ongoing recognition of Rory Muir Services Development McIlroy in Holywood 13.10.15 and Administration

TO BE POPULATED BY DEMOCRATIC SERVICES TO BE POPULATED BY CLT

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF RESPONSIBLE MONTH IT OTHER NOTES RECEIVED BY MEETING REFERRED COMMITTEE WHERE DIRECTOR WILL BE ACTION DATE TO NOM DEBATED REPORTED TO BE BACK TO TAKEN COMMITTEE 15/07/15 Report on current Councillor 22/07/15 Community Agreed Community September provision of Muir and and Wellbeing 2016 allotments in new Wellbeing Borough 09.09.15 & 11.11.15

05/09/15 Acknowledgement of Councillor 23/09/15 Community Agreed. Community June 2016 the endeavours of Cummings and and Wellbeing the Edmund De Wellbeing Wind VC Centenary 14.10.15 Committee 10/09/15 Investigate/report the Councillor 23/09/15 Community Agreed Community April 2016 high level of suicides Cooper and and Wellbeing in NI Wellbeing 14.10.15 15/09/15 Investigate feasibility Councillor 23/09/15 Corporate Agreed Community & September of primary school Martin Services Wellbeing 2016 pilot scheme re basic 13.10.15 computer programming

20/11/15 Changing facilities Councillor 17/12/15 Environment Agreed Environment April 2016 for disabled people Cooper 06.1.16

04/12/15 Future of Councillors 17/12/15 Corporate Agreed Organisational June 2016 Newtownards McIlveen Services Development Courthouse and 12.1.16 and Kennedy Administration

TO BE POPULATED BY DEMOCRATIC SERVICES TO BE POPULATED BY CLT

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF RESPONSIBLE MONTH IT OTHER NOTES RECEIVED BY MEETING REFERRED COMMITTEE WHERE DIRECTOR WILL BE ACTION DATE TO NOM DEBATED REPORTED TO BE BACK TO TAKEN COMMITTEE 09/02/16 North Channel Swim Councillor 24/2/16 Regeneration Agreed Regeneration May 2016 – potential tourism Walker and and driver Development Development 3.3.16 8/3/16 Crowd funding Councillors Council Corporate Deferred to Corporate Walker and March 12.4.16 in May Wilson 2016 14/3/16 Support David Councillor Council Corporate Deferred to Corporate Cameron’s efforts to Boyle March 12.4.16 in May remain in Europe 2016 Deferred to Corporate in June 15/3/16 Council engages Councillor Council Community & Agreed Community & with DARD Forest Dunne March Wellbeing Wellbeing Service re Cairn 2016 13.4.16 Wood and Ballysallagh 15/3/16 Development of Park Councillor Council Community & Agreed Community & Run in Ballymenoch Dunne March Wellbeing Wellbeing Park, Holywood 2016 13.4.16 7/4/16 Civic reception for Alderman Council Corporate Agreed Bangor Rugby Club Irvine April Services 2016 10.5.16 8/4/16 Negative publicity Alderman Council Environment Agreed around Easter Smith April 4.5.16 carnival 2016 8/4/16 Closure of 20 GP Alderman Council Corporate Agreed ward in Bangor Smith April Services Community Hospital 2016 10.5.16 14/4/16 Measures to prevent Councillor Council Environment Agreed damage at Shore Cooper April 4.5.16 Road, Ballyhalbert 2016

TO BE POPULATED BY DEMOCRATIC SERVICES TO BE POPULATED BY CLT

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF RESPONSIBLE MONTH IT OTHER NOTES RECEIVED BY MEETING REFERRED COMMITTEE WHERE DIRECTOR WILL BE ACTION DATE TO NOM DEBATED REPORTED TO BE BACK TO TAKEN COMMITTEE 19/4/16 Employment of 2 Councillor Council Environment Agreed extra environmental T Smith April 4.5.16 wardens to address 2016 ongoing issues with dog fouling 19/4/16 Abuse by UN Peace Councillor Council Corporate Agreed subject to Keepers T Smith April Services changes - Those 2016 10.5.16 being to replace ‘British Ambassador’ with ‘UK Permanent Representative to the UN’ and replacing ‘so called UN Peace- Keepers’ with ‘some so called UN Peace- Keepers’. 19/4/16 Maintenance of area Councillor Council Community & around McKee Clock McClean April Wellbeing and Marina 2016 11.5.16

Unclassified

ITEM 16

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 25 May 2016

Responsible Director Director of Environment

Responsible Head of Building Control, Licensing & Neighbourhood Service Environment

Date of Report 03 May 2016

File Reference LR3/90101

Legislation Local Government (Miscellaneous Prov) (NI) Order 1985

Section 75 Compliant Yes ☒ No ☐ Not Applicable ☐

Subject Applications for Entertainment Licence

Attachments

Applications have been received for the grant of an Entertainments Licence as detailed below:

1. Duffy’s Circus, Balloo Road, Bangor

Applicant: David Duffy, c/o 23 Morey Drive, Donaghadee

Type of entertainment: Circus

Hours of use: Monday to Friday 4pm to 10pm,

Saturday and Sunday 2pm -7pm

The first day of use will be the 27 May 2016

The proposed location is on private land and the applicant has advised that there are no wild animals accompanying the circus. It is not considered that proposed activities are liable to contravene the terms of the Council’s Animal Welfare Policy, however as part of our regulation of this event Council officers will assess the

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Unclassified conditions under which dogs, horses and birds are kept, to confirm that ‘the five freedoms’ are being observed.

2. Bangor Grammar School, Gransha Road , Bangor

Applicant: Mr Kevin Stone

Type of licence: occasional (restricted to 14 unspecified days within the next 12 months)

Type of entertainment: Music, singing and dancing or other similar entertainment Theatrical performances

Hours of use: Monday to Sunday, 6pm to 11pm

RECOMMENDATION

The applications are recommended for approval subject to the following:

1 The applications being completed satisfactorily with all the Council’s requirements being met;

2 The PSNI, Northern Ireland Fire and Rescue Service or members of the public not objecting to the issue of the licence;

3 The applicant foregoing his right to appear before and be heard by the Council.

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Unclassified

ITEM 17

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council Meeting

Date of Meeting 25 May 2016

Responsible Director Director of Organisational Development and Administration

Responsible Head of Head of Administration Service

Date of Report 12 May 2016

File Reference CEV 5

Legislation N/A

Section 75 Compliant Yes ☒ No ☐ Not Applicable ☐

Subject Civic Reception for the Mayor and Mayoress of Thiepval

Attachments

The Council recently agreed to support an event being organised by Newtownards District No 4 and Bangor District No 18 Orange Lodges to commemorate the Centenary of the Battle of the Somme. Community Development funding has been secured to cover some cost elements of it.

The Event is scheduled to take place on 11 June 2016 to mark 100 years since the 36th Ulster Division left its training camp at Helen’s Tower, Clandeboye Estate, to fight in Flanders fields and the Battle of the Somme where it suffered more than 5,000 casualties, almost half its strength. The Event includes a Family Day at the Somme Heritage Centre and a Parade from Conlig to Newtownards.

Members will be aware that a replica of Helen’s Tower, known as the Ulster Tower, stands at Thiepval, Picardie as a memorial to the men of the 36th Ulster Division.

The Mayor (who completes his term of office on 2 June 2016) has invited the Mayor and Mayoress of Thiepval, M. and Mme. Potié, as guests to the Borough over the weekend of 10-12 June 2016. They will be received by the incoming Mayor. Their itinerary will include attendance at the above event when they will be accompanied by representatives of the Orange Orders.

It is, however, considered that members may wish to meet with the Mayor and his

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Unclassified wife and welcome them to the Borough on this historic occasion. While M. and Mme. Potié have enjoyed connections with the Borough and the Somme Association over many years, this will be their first visit.

It is therefore proposed that the Council hosts a lunchtime reception on Saturday, 11 June 2016, from approximately 12 noon until 2.00pm at the Town Hall, The Castle, Bangor to welcome the Mayor and Mayoress of Thiepval.

It is estimated that the costs of the reception will be in the region of £1,000, catering for 50 people. It may be possible for these costs to be met through Community Funding sources. Otherwise, they can be met from the Civic events budget.

RECOMMENDATION

It is recommended that a Civic Reception be held as described above.

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ITEM 18

Ards and North Down Borough Council

Council/Committee Council

Date of Meeting 25th May 2016

Responsible Officer Chief Executive

Date of Report 16th May 2016

File Reference -

Legislation -

Section 75 Compliant Yes X No Not Applicable

Subject Notification of Nomination of PCSP Chairman

Attachments -

At the Council meeting held on 27th May 2015, the Council agreed that the PCSP Chair should be appointed in turn from each of the four largest parties on Council immediately after the last local government election. Therefore the order of nominations was agreed as DUP, UUP, Alliance and Green.

The nominating officer for the UUP has advised that the nominee for Chair for this year with effect from 1st June 2016 is Alderman Ian Henry.

RECOMMENDATION

It is recommended that the Council notes the nomination of Alderman Henry as the Chair of the PCSP for one year with effect from 1st June 2016.

Unclassified

ITEM 19

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 25 May 2016

Responsible Director Director of Organisational Development and Administration

Responsible Head of Head of Administration Service

Date of Report 17 May 2016

File Reference DS 15

Legislation Local Government Act (2014) NI

Section 75 Compliant Yes ☒ No ☐ Not Applicable ☐

Subject Amendment to Standing Orders

Attachments

As members may recall, at the meeting of the Planning Committee in May 2016 the issue of quorum was raised. This was due to its omission from both the Council’s Standing Orders and the Protocol for the Operation of the Planning Committee.

In order to address this, it is proposed that the Standing Orders be amended to include the following addition:-

7 – Quorum – 1.1 – No business shall be transacted at a meeting of the Planning Committee unless at least 50% of the whole number of Councillors are present.

The rationale behind this is that 50% allows for absentees and also members declaring interests.

RECOMMENDATION

It is recommended that the Standing Orders be amended to include the following addition:-

7 – Quorum – 1.1 – No business shall be transacted at a meeting of the Planning Committee unless at least 50% of the whole number of Councillors are present.

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Children and Young People with Cerebral Palsy in Northern Ireland (1981 – 2008) A Comprehensive Report from the Northern Ireland Cerebral Palsy Register

The Register team

Oliver Perra Principal Investigator and Data Guardian of the Register, Lecturer in Nursing, Queen’s University of Belfast Guiomar Garcia Jalon Research Fellow of the Register, Queen’s University of Belfast Cliona Cummings Consultant Clinician to the Register, Consultant Paediatrician, Belfast Health and Social Care Trust Mary Jane Platt Consultant Epidemiologist to the Register, Clinical Professor in Medical Education, University of East Anglia Heather Knox Clerical Officer of the Register, Queen’s University of Belfast

The Northern Ireland Cerebral Palsy Register (NICPR) has ethical approval obtained from the Office for Research Ethics Committees Northern Ireland (ORECNI; reference number 13/NI/0159 IRAS project ID 134751; updated with an amendment in December 2013).

The Register team would like to acknowledgement Dr Anna Gavin, Manager of the Northern Ireland Cancer Register, Queen’s University of Belfast for her support and collaboration with the Northern Ireland Cerebral Palsy Register.

Contact the NICPR at

Room 1.36 Mulhouse Building Institute of Clinical Science, Royal Group of Hospitals Grosvenor Road, Belfast, BT12 6BJ Tel: 028 90971616 Email: [email protected] Website: http://www.qub.ac.uk/research-centres/nicpr/

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Contents

3 Introduction 5 Method Case Definition 5 Children’s Assessment 6 Classification of CP 6 Gross Motor Function Classification System (GMFCS) 6 Motor and associated impairments 7 Deaths, immigration and emigration 7 Socio-Economic Deprivation 7

8 Results Participants 8 CP among children born in Northern Ireland: Overall prevalence 10 Sex of child 11 Gestational age and low-birth weight 11 Multiple births 12 Clinical subtypes 13 Functional severity (GMFCS) 14 Association between clinical subtype and functional severity (GMFCS) 15 Survival 16 Acquired CP 17 Other Diagnoses 17 Intellectual impairment 18 Epilepsy 19 Visual impairment 20 Hearing impairments 21 Communication impairments 22 Feeding problems 23

24 Conclusions

Research and collaborations 25

References 37

39 Appendices Appendix 1: Decision tree for Cerebral Palsy 40 Appendix 2: Report card for notifiers 41 Appendix 3: Classification tree for CP subtypes 42 Appendix 4: GMFCS descriptors and illustrations for notifiers 43 Appendix 5: Abstracts of publications from 2005 onwards in which the NICPR has 44 been involved

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Introduction

Cerebral Palsy CP Cerebral Palsy (CP) is an umbrella term which covers conditions affecting a child’s ability to move or control their movement due to problems with development or injury to the immature brain. CP can also be associated with impaired vision, hearing, intellectual ability and seizures (SCPE, 2000). This term encompasses a collection of conditions varying in aetiology, severity and pathology (Mutch et al., 1992). Therefore, it is important to reach an agreement on the common characteristics displayed by these conditions. There are several definitions of CP in the literature (Balf et al., 1955; McKeith et al., 1959; Bax, 1964; Ingram et al., 1984; Mutch et al., 1992). Although these definitions may vary to some extent, they can be broadly summarised as follows:

“Cerebral Palsy is a group of permanent, but not unchanging, disorders of movement and/or posture and of motor function, which are due to a non-progressive interference, lesion, or abnormality of the developing/immature brain. This definition specifically excludes progressive disorders of motor function, defined as loss of previously acquired skills in the first 5 years of life.”

Although CP does not affect a large proportion of the general population, it is regarded as the main cause of physical disability in childhood (Stanley et al., 2000). The overall rate of CP in Europe for the period between 1980 and 1990 is 2.08 per 1,000 live births (SCPE, 2002). The prevalence in NI over a similar period is 2.24 per 1,000 live births (Parkes et al., 2001). Other countries in the world have reported prevalence rates varying between 1 and 4 per 1,000 live births (Maenner et al., 2012). In recent years, there have been increasing rates of preterm births: improved care provided to these infants means that more of them are surviving (Platt et al., 2007). At the same time, there has been an increase in multiple pregnancies and births (Surma et al., 2006). These infants are at greater risk of CP . The overall prevalence of CP in Europe between 1981 and 1996 is 50.6 per 1,000 live births of very low birth weight babies (Platt et al., 2007).

CP determines a great human and financial impact on families and services. Litigation costs might also be added to these costs. The majority of claims for compensation and settlements in the UK relate to adverse events around birth and involve children with CP (Surma et al., 2006).

The probability of survival has increased among children with a severe level of disability, meaning that appropriate services will need to be provided for this population beyond childhood and into adolescence and adulthood (SCPE, 2000). Much of the research in the last 30 years has focused on preterm and very low birth weight babies as well as the care given to mothers and babies around the time of birth (SCPE, 2000). However, improvements in the survival rate of these children and a shift in the focus towards quality of life mean that there is a need to improve the dialogue between families, service commissioners and providers as well as researchers (Surma et al., 2006). Data linkage with other administrative datasets such as Census, death notifications and prescribing data could potentially provide valuable and cost-effective information concerning the relationship between survival and severity of CP (Hemming et al., 2005), CP children’s participation and integration into society, only to mention a few examples.

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Although CP is the commonest cause for disability among children and is particularly common among very small babies, the overall number of children affected by the condition is not large. This has implications for the study of causes and prognosis of these children, as very few individuals can be identified at a given time in a given area. For this reason, it is important to collect specific information on a large number of births. Specialised registers and collaborations (Surma et al., 2006) at national and international level, such as the collaborative network Surveillance of CP in Europe (SCPE) can help meet this goal. As well as providing a valuable resource by pooling data collected across different countries for long periods, the work of the SCPE work has also helped in the harmonisation of descriptions for patterns, levels of severity and function (SCPE, 2000; Surma et al., 2006).

Long term planning is essential for disease specific registers more so in the case of CP. This is due to the need for sufficient time to ascertain cases as inclusion of children with this condition can only be confirmed around the ages of 5 years to allow for a robust diagnosis. Thus, continuity and funding are crucial to ensure the quality of a disease register (SCPE, 2000; Surma et al., 2006).

The Northern Ireland Cerebral Palsy Register

The Northern Ireland Cerebral Palsy Register (NICPR) commenced its work in 1992 and it is one of the longest standing registers in Europe. The two aims of the NICPR are to establish a systematic approach to the surveillance of CP among children in NI. Secondly the Register supports research and audits into the condition, covering aetiology, treatment and assessment as well as health and social care services.

The Register is funded by the Public Health Agency. The Register has been approved by the Queen’s University Ethics Committee and more recently, in October 2013, by the Office for Research Ethics Committee in Northern Ireland (ORECNI). There are two consultants attached to the Register who provide clinical and epidemiological advice. The Register has an Advisory Committee to guide and advise on its management and its future direction. This committee includes a lay member of public and a parent representative. The Register has also a Research Sub-committee which reviews data requests linked to audits and research projects.

The Register has surveyed CP for a 37 birth year span (1977-2014) and currently counts on the support of 110 clinicians reporting cases of CP. We have received 7,551 notifications and completed 2,871 assessment forms identifying over 2,000 children with CP.

The scope of this report This report summarises the work of the NICPR. It presents findings of the cumulative work done by the Register since 1992, which involved collecting data, monitoring and surveillance activities as well as research conducted in collaborations national and internationally. The work of the Research team would not have been possible without the support of the Public Health Agency, to which we are grateful. We also wish to acknowledge the precious ongoing support and collaboration of members in the Advisory Committee, Research Subcommittee, clinicians and families across NI.

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Method

Case Definition The definition of CP used to identify cases included in the Register was that provided by Mutch and colleagues (1992), whereby CP is defined as an “umbrella term covering a group of non-progressive, but often changing, motor impairment syndromes secondary to lesions or anomalies of the brain arising in the early stages of its development” (p. 549).

Capitalising on the work of Surveillance of CP in Europe (SCPE), the NICPR has also used a decision- making tree to help professionals identify children that may be included in or excluded from the NICPR (See Appendix 1).

Children with so-called ‘acquired’ CP have been included in the NICPR. These are participants whose diagnosis of CP is due to lesions or anomalies which occurred 28 days after birth but before their 5th year. Children with acquired CP are, however, excluded in some analyses concerning birth prevalence and aetiology. The number of cases with acquired CP is reported in Figure 1 Case ascertainment.

Data collection was both retrospective and prospective during 1991-94. Since 1994, a mainly prospective notification system has been established for the identification of newly diagnosed and suspected cases, although periodic retrospective searches of hospital and special needs school records as well as the Child Health System also take place. Prospective notifications are encouraged using a report card (Appendix 2) sent monthly to an established network of clinicians including paediatric neurologists, acute and community paediatricians, neonatologists, orthopaedic consultants, paediatric physiotherapists, a voluntary agency and parents. Multiple and overlapping sources of case notification were used to provide confidence on case ascertainment.

Researchers recommend age of ascertainment for CP diagnosis should be 5 years (Stanley, Blair and Alberman, 2000). Nevertheless, this age may vary across registers. In the NICPR we followed the criteria agreed in the framework of the Surveillance of Cerebral Palsy in Europe (SCPE, 2000, NICPR Management Protocol, 2013). Cases reported to NICPR are considered to have a definite diagnosis of CP if they fulfil clinical criteria after their 4th birthday. Children whose diagnosis has not been confirmed until this age, are in the database on a preliminary basis until the diagnosis is confirmed.

Some of the children who are signalled as possible cases with CP in infancy, toddlerhood, or early childhood, pass away before their diagnosis can be confirmed at age four but after the age of two. The SCPE framework has agreed that exclusion of these children might lead to underestimation of CP prevalence. For this reason, the NICPR retains information on these children. Nonetheless, these cases are “flagged” and can be excluded from some analyses.

Furthermore, some cases might be lost to follow up (e.g. if the family moves out of Northern Ireland), which could also prevent from confirming the diagnosis after the child is four. Once again, exclusion of these cases might result in underestimation of prevalence of CP. In accordance with criteria agreed within the SCPE framework, children lost to follow up and for whom a diagnosis cannot be confirmed after age 4 are retained in the NICPR if they have received an unambiguous diagnosis after the age of 3 years, according to the clinical judgment of the consultant paediatrician attached to the NICPR.

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Children’s Assessment Information about children notified to the Register is collected by means of a Standard Assessment Form. This form has been developed over the years based on work by Evans and colleagues (1989), advice from epidemiologists, clinicians and the work of SCPE. Clinicians and health records are consulted to complete the standard assessment forms. The information collected on this form includes name and address, sex, date of birth, motor impairment and functional level, subtype of CP and possible causes, MRI findings, associated impairment (e.g. intellectual impairment or epilepsy), birth details (e.g. gestational age, birth weight) and other relevant information (e.g. whether the child has a sibling with CP).

The consultant paediatrician attached to the Register checks each standardised assessment form for consistency and validates it. Since young children can outgrow early signs of CP (Nelson & Ellenberg, 1982), standardised assessment forms that have been completed before the age 4 are followed up and re-assessed after the 4th birthday to confirm eligibility for inclusion in the NICPR as well as clinical presentation.

Classification of CP The classification of CP into different subtypes has attracted debate over the years. However, the work conducted by the SCPE network has produced a consensus on a classification scheme that can be used primarily for epidemiological purposes. Nonetheless, this classification scheme can also have clinical utility. The decision tree for CP classification is reported in Appendix 3. The main subtypes of CP in this scheme are:

 Spastic Unilateral: one side of the body is affected by velocity-related increase in muscle tone.  Bilateral Spastic: both sides of the body are affected by velocity-related increase in muscle tone, which could in turn involve two, three or four limb dominated forms.  Dyskinesia: this includes dystonia and choreo-athetosis; disorganised patterning with fluctuating tone and slow and writhing movements are observed.  Ataxic: low tone is associated with short and jerky movements.

More information on the prevalence of these subtypes and associated impairments are included in the Results section of this report.

Gross Motor Function Classification System (GMFCS) Functional impairment severity is described using the Gross Motor Function Classification System (GMFCS). This system includes five levels of functional and motor abilities specifically designed to capture the severity of motor functional impairment in children with CP (Palisano et al., 1997). Clinicians that complete the standardised assessment form are asked to score children using the GMFCS. For ease of completion, a description of each of these levels is provided in both text and pictorial form (see Appendix 4). However, information concerning children’s trunk control, leg function (with and without use of aids), and arm function is used to determine a GMFCS score when this information is not provided by clinicians completing the form. Information on the prevalence and factors associated with different functional levels are reported in the Results section.

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Motor and associated impairments Clinicians who completed the standardised assessment form are also requested to provide information on motor impairments such as muscular tone, abnormal unwanted movement and contractures. Furthermore, they are asked to provide details on the presence and severity of oromotor function and feeding problems as well as seizures, intellectual, communication, vision and hearing impairments. Details requested include the presence of the impairment as well as its severity and, in the case of intellectual problems, the method of assessment.

Deaths, immigration and emigration Deaths of participants before the establishment of the NICPR (1992) were ascertained from death certificates. However, this is known to be a potentially incomplete form of information. Deaths since 1991 have been ascertained by flagging all cases with the Business Service Organisation. Further information on survival rates is provided in the Results section.

Socio-Economic Deprivation Information on exposure to socio-economic deprivation was collected by linking each individual’s address of residence to the Northern Ireland Deprivation Measure (NISRA, 2005). This measure provides the basis on which different Super Output Areas (SOAs) are scored in a continuum from the most to the least deprived areas. In data analyses, we considered quintiles of the multiple deprivation score and derived a dichotomous indicator whereby participants living in areas falling into the most deprived quintile were compared to participants living in areas falling in the other, less deprived quintiles of multiple deprivation.

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RESULTS

Participants Overall, 1,870 participants were considered for analyses reported here. These are all the children recorded in the NICPR by December 2014 who are aged 4 or older. Children born between 1977 and 1980 have been excluded from analyses due to incompleteness of ascertainment for those birth years. These children were leaving school and/or reducing contact with health services at the time the NICPR had begun its work in 1992, and it was therefore difficult to collect information on them and complete ascertainment. Participants born after 2009 were also excluded from analyses as this cohort had not been fully ascertained at the time of this report. Additionally, 578 cases who had been initially notified to the NICPR, were excluded from the Register as their medical diagnosis was later confirmed to be inconsistent with CP. Finally, children who had deceased before the age of 2 have been excluded from some of the analyses (see Figure 1).

Figure 1. Flowchart of exclusion from NICPR dataset

Total n= 2889

Not CP n= 578 (Note: DOB is only retained for these cases if no other identifier is available) Born 1977-2008 n= 2311

Refusals n= 18

Born 1977-2008 n= 2293 Born before 1981 or after 2008 n=404 (Note: including n=5 with missing DOB)

Born 1981-2008, with DOB and confirmed CP n= 1889

Acquired CP n=126 Born out n= 172

Died before age 2 n=19

n= 1591

n= 1870

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Of the 1870 cases included in the analysis (Figure 1) 1477 (79%) were multiply notified. Figure 2 reports the percentages of multiple or single notifications by period of birth.

Figure 2. Percentages of participants notified by multiple or single sources by period of birth.

100 80 60 40 percent of frequency 20 0 81/83 84/86 87/89 90/92 93/95 96/98 99/01 02/04 05/08 multiple notification single notification

Overall, considering the n=1,870 children with diagnosis of CP born between 1981 and 2008 who were not deceased before age 2 years, and excluding 127 cases that have moved out of Northern Ireland and 12 that have been lost to follow up, a total of 1,665 out of 1,731 (96%) had been assessed using a standardised assessment form. Percentages of cases with completed standardised assessment by period of birth are reported in Figure 3. In each period of birth considered, completion of standardised assessment is within the target of 92% ascertainment rate.

Figure 3. Percentages of cases with completed standardised assessment form by period of birth. The 92% threshold of cases assessed using the standardised assessment form is indicated by the red line across bars.

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CP among children born in Northern Ireland: Overall prevalence Prevalence of CP has been calculated considering the number of cases diagnosed with congenital CP and the total of live births in NI during the same period. Data on the number of live births in NI are provided by the Northern Ireland Statistics and Research Agency (NISRA, 2015). The total of CP cases born in the period 1981 – 2008, excluding n=126 with acquired CP and n=172 who were born outside NI was 1,591 (see Figure 1). Considering a total of 694,688 live births in the same period, this provides a prevalence of 2.29 CP cases per 1,000 live births (95% CI 2.17 to 2.41). Among these 1,591 cases with CP are also included n=19 cases who died before reaching age 2 years and 78 cases whose diagnosis had not yet being confirmed by age 5. Therefore their inclusion may result in a slight overestimation of CP prevalence.

In Figure 4 we report the prevalence of CP by birth period. Despite small variations across periods, the prevalence of CP over time does not change remarkably. On average, there were approximately 57 cases of congenital CP diagnosed every year during the period considered.

Figure 4. Prevalence of CP per 1,000 live births by birth period. Estimates and 95% CI intervals are reported (Poisson exact estimates).

3.5 3 2.5 2 1.5 1 0.5 0 81/83 84/86 87/89 90/92 93/95 96/98 99/01 02/04 05/08

In Table 1 we also report the prevalence of CP by Health and Social Care Trust (HSCT) at birth. Infants whose affiliation to one HSCT at the time of birth was unknown are excluded from these statistics: Health and Social Care Trust at birth was unknown for 64 out of 1,591children (roughly 4%). Overall prevalence of CP did not vary largely across Trusts.

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Table 1. Prevalence (Pr) of CP per 1,000 live births by Health and Social Care Trust at birth

Health and Social Care Trust Birth BHSCT SEHSCT SHSCT NHSCT WHSCT Total period Pr Freq Pr Freq Pr Freq Pr Freq Pr Freq 81/83 2.43 40 2.33 31 1.63 26 1.97 38 2.74 44 181 84/86 2.17 38 2.18 30 2.16 35 2.16 42 2.13 34 184 87/89 2.44 42 2.28 31 2.97 47 2.66 51 2.18 33 207 90/92 2.29 38 1.84 25 1.72 26 1.91 35 2.22 31 158 93/95 2.15 32 2.43 31 2.33 33 2.1 37 2.05 27 165 96/98 2.44 35 2.46 32 2.14 30 2.22 39 2.81 37 177 99/01 2.45 31 2.06 25 1.8 24 2.45 40 2.6 31 160 02/04 2.89 35 2.72 32 1.55 21 1.82 30 1.83 21 151 05/08* 2.13 37 2.3 40 1.83 38 2.06 49 1.41 23 208 Total 328 277 280 361 281 1,591 Note: BHSCT=Belfast; SEHSCT=South East; SHSCT=South; NHSCT=North; WHSCT=West. * Four years birth period.

Sex of child Overall, among children with congenital CP there was a majority of males (57%). A similar prevalence was also observed among children with acquired CP, whereby males accounted for 61% of the total of children with CP. Increased risk of CP for males is consistent with research conducted by other registers (e.g. Australian CP Register, 2013).

Gestational age and low-birth weight Prematurity is associated with increased risk of CP (Tronnes, Wilcox, Lie, Markestad, Moster, 2014). Gestational age was known for 1,652 (88%) cases out of the 1,870 born between 1981 and 2008 included in analyses. In Table 2 we report the number and percentage of non-premature children (born at 37 weeks or more), moderately premature (born between 32 and 36 weeks) and very to extremely premature (born at less than 32 weeks). Considering that the rate of premature births is approximately 7% in England and Wales in 2005 (ONS, 2007), and assuming a similar rate of premature births would be observed in NI, results reported in Table 2 suggest a higher prevalence of premature children in children with CP compared to the general population.

Table 2. Frequencies and percentages* of children with CP born 1981/2008 by gestational age.

Gestational Age Frequency (%) 37 weeks or more 959 (58.05) 32-36 weeks 278 (16.83) less than 32 weeks 415 (25.12) Total 1,652 *Percentages are calculated based on cases with valid information n= 1,652 (88.34% of the total 1,870). There were n=218 (11.66%) excluded because of unavailable information.

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Low birth weight (birth weight below 2,500 grams) is also a significant risk factor for CP. The proportion of low birth weight new-borns in more developed countries was estimated to be 7% in the year 2000 (UNICEF, 2004). Birth weight was known for 1,546 (82.67%) of the 1,870 included in analyses. The frequency of children in different categories of birth weight is reported in Table 3. Results indicate that approximately 43% of children with CP were born weighting less than 2,500 grams.

Table 3. Frequencies and percentages* of children with CP born 1981/2008 by gestational age.

Gestational Age Frequency (%) 2,500 grams or more 878 (56.79) 1,500 – 2,499 grams 341 (22.06) Less than 1,500 grams 327 (21.15) Total 1,546 *Percentages are calculated based on cases with valid information n= 1, 546 (82.67% of the total 1,870). There were n=324 (17.33%) cases excluded because of unavailable information.

Multiple births Multiple births have a higher risk of CP, although this increased risk may be related to higher risk of birth before term of multiple births (Topp et al., 2004). In the NICPR, information on multiple or single births is available for 1,691 (90.43%) cases out of 1,870 included in analyses. Overall, single births were the majority, with 1,535 (90.77%) out of 1,691 children being singleton while 156 (9.23%) were multiple births. The clustering of risk factors such as prematurity and low birth weight in single and multiple births is illustrated in Figure 5, showing the proportions of children in different categories of birth weight and gestational age by single or multiple births.

Figure 5. Proportions of children in categories of birth weight and preterm birth by single or multiple births. The areas represent respective prevalence of birth weight categories in singletons and multiple births.

Single births Multiple births

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Clinical subtypes Clinicians provided information concerning the CP subtype of 1,745 cases (93.32%) from the 1,870 cases included in analyses. In Table 4 we report the prevalence of CP clinical subtypes. Overall, there was a higher number of children who fitted the definition of Spastic Bilateral CP subtype followed by Spastic Unilateral subtype. These two CP subtypes together represented 91.92% of the 1,745 cases considered in analyses.

Table 4: Frequencies and percentages* of children by CP clinical subtypes

CP subtype Frequency (%) Spastic Bilateral 901 (51.63) Spastic Unilateral 703 (40.29) Dyskinetic 83 (4.76) Ataxic 46 (2.64) Unclassifiable 12 (0.69) Total 1,745 *Percentages are calculated based on cases with valid information n=1,745 (93.32% of the total 1,870). There were n=125 (6.68%) cases excluded because of unavailable information.

In Table 5 we report the prevalence of CP subtypes by Health and Social Care Trust (HSCT) at time of birth. Overall, despite some variations, there are no significant differences in prevalence of CP subtypes across Trusts.

Table 5: Frequencies and percentages* of CP clinical subtypes by Health and Social Care Trust

CP subtype

HSCT Spastic Spastic Dyskinetic Ataxic Unclassifiable Total bilateral unilateral BHSCT 173 (50) 145 (41.91) 17 (4.91 ) 9 (2.6) 2 (0.58) 346 SEHSCT 154 (54.42) 106 (37.46) 16 (5.65) 7 (2.47) 0 (0) 283 SHSCT 132 (45.83) 136 (47.22) 15 (5.21) 5 (1.74) 0 (0) 288 NHSCT 185 (51.25) 146 (40.44) (3.88) 13 (3.6) 3 (0.83) 361 WHSCT 159 (53.36) 115 (38.59) 13 (4.36) 8 (2.68) 3 (1.01) 298 Born out 90 (57.32) 53 (33.76) 8 (5.1) 2 (1.27) 4 (2.55) 157 Total 893 (51.53) 701 (40.45) 83 (4.79) 44 (2.54) 12 (0.69) 1,733 Note: BHSCT=Belfast; SEHSCT=South East; SHSCT=South; NHSCT=North; WHSCT=West. *Percentages are calculated based on cases with valid information n= 1, 733 (92.67% of the total 1,870). There were n=137 (7.33%) cases excluded because of unavailable information.

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Functional severity (GMFCS) Among the 1,870 children with CP born between 1981 and 2008 and who had not passed away before reaching age 2, information concerning the level of functional ability as measured using the GMFCS was available for 1,764 cases (94.34%). In Table 6 we report the frequency and percentage of the five levels of functional severity for children in the NICPR. Most children (61% approximately) were considered to be in the first two GMFCS levels, which indicate less severe forms of impairment. Overall, approximately 29% of children with CP displayed more severe forms of functional impairment (Level IV and Level V).

Table 6: Frequencies and percentages*of children by GMFCS level

GMFCS Freq (%) Level I 330 (18.7) Level II 750 (42.52) Level III 168 (9.52) Level IV 125 (7.09) Level V 391 (22.17) Total 1,764 *Percentages are calculated based on cases with valid information n= 1, 764 (94.34% of the total 1,870). There were n=106 (5.66%) cases excluded because of unavailable information.

In Table 7 we also report GMFCS levels by Health and Social Trust at birth. Despite some variations across Trusts, the results reported do not indicate substantial differences in functional severity across Trusts, χ2 (20) = 23.03, p = .29.

Table 7: Percentages* of GMFCS level by Health and Social Trust of birth

GMFCS

HSCT Level I Level II Level III Level IV Level V Total BHSCT 69 (19.77) 145 (41.55) 25 (7.16) 24 (6.88) 86 (24.64) 349 SEHSCT 57 (20.07) 111 (39.08) 25 (8.80) 17 (5.99) 74 (26.06) 284 SHSCT 51 (17.35) 134 (45.58) 28 (9.52) 15 (5.1) 66 (22.45) 294 NHSCT 68 (18.99) 155 (43.3) 29 (8.10) 28 (7.82) 78 (21.79) 358 WHSCT 52 (17.51) 130 (43.77) 40 (13.47) 25 (8.42) 50 (16.84) 297 Born out 25 (15.82) 67 (42.41) 20 (12.66) 13 (8.23) 33 (20.89) 158 Total 322 (18.51) 742 (42.64) 167 (9.6) 122 (7.01) 387 (22.24) 1,740 Note: BHSCT=Belfast; SEHSCT=South East; SHSCT=South; NHSCT=North; WHSCT=West. * Percentages are calculated based on cases with valid information n= 1, 740 (93.04% of the total 1,870). There were n=130 (6.96%) cases excluded because of unavailable information.

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In the next table (Table 8) we also report the functional severity (GMFCS) by primary informant of the case. There were some noticeable differences. In particular, paediatricians are more likely to report more severe cases of CP (GMFCS Level V).

Table 8. Percentage of GMFCS by notifier.

GMFCS Notifier Level I Level II Level III Level IV Level V Missing TOTAL Paediatrician 102 (15.05) 285 (42.04) 59 (8.7) 42 (6.19) 171(25.22) 19 (2.8) 678 Neonatologist 19 (17.43) 35 (32.11) 6 (5.5) 11 (10.09) 31(28.45) 7 (6.42) 109 Ortho /physio 82 (23.84) 124 (36.04) 27 (7.85) 26 (7.56) 69 (20.06) 16 (4.65) 344 S/CMOs 42 (12) 156 (44.57) 39 (11.14) 25 (7.14) 78 (22.28) 10 (2.86) 350 Other 85 (21.85) 150 (38.56) 37 (9.51) 21 (5.4) 42 (10.8) 54 (13.88) 389 Total 330 (17.65) 750 (40.11) 168 (8.98) 125 (6.6) 391 (20.91) 106 (5.67) 1,870 Note: Ortho= Orthopaedic surgeons; physio= physiotherapists; S/CMOS= senior medical officers

Association between clinical subtype and functional severity (GMFCS) A cross-tabulation of CP subtypes and levels of function (GMFCS) in Table 9 indicates that the Spastic Bilateral subtype is associated with more severe forms of impairment. Conversely, children with Spastic Unilateral CP displayed less severe levels of functional impairment, with most of these children classified in Level I or Level II of the GMFCS. Children with Dyskinesia also displayed high levels of functional impairment, with approximately 63% of children in this clinical category classified at the highest level of GMFCS impairment. Compared to children with a diagnosis of Bilateral Spastic CP sub-type, children with a diagnosis of Spastic Unilateral CP displayed a 40-fold increase in the odds of being classified at the less severe levels of impairment, Level I or Level 2 of the GMFCS (OR=40.7, 95%CI 27.7 to 60.0).

Table 9: Frequencies and percentages* of GMFCS by CP subtype

GMFCS CP Subtype Level I Level II Level III Level IV Level V Total

Spastic Bilateral 67 (7.46) 264 (29.4) 134 (14.92) 107 (11.92) 326 (36.3) 898 Spastic Unilateral 241 (34.48) 434 (62.09) 16 (2.29) 09) 4 (0.57) 4 (0.57) 699 Dyskinetic 1 (1.27) 10 (12.66) 9 (11.39) 9 (11.39) 50 (63.29) 79 Ataxic 12 (26.09) 24 (52.17) 4 (8.70) 3 (6.52) 3 (6.52) 46 Unclassifiable 2 (20.00) 4 (40.00) 2 (20.00) 1 (10.00) 1 (10.00) 10 Total 323 (18.65) 736 (42.49) 165 (9.53) 124 (7.16) 384 (22.17) 1,732 *Percentages are calculated based on cases with valid information n= 1, 732 (92.62% of the total 1,870). There were n=138 (7.38%) cases excluded because of unavailable information.

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Survival Among the 1,889 children with CP born between 1981 and 2008 (including those that passed away before age 2), 184 (9.74%) had been reported to be deceased. In Table 9 we report the percentages of children that have died by Health and Social Care Trust. Overall, the survival rate of children with CP did not vary to a significant degree across Trusts, χ2 (6) = 6.89, p = .33.

Table 10: Frequencies and percentages* of deceased children with CP by Health and Social Care Trust of Birth

HSCT Trust Died (%) Total BHSCT 41 (11.42) 359 SEHSCT 34 (11.49) 296 SHSCT 32 (10.49) 305 NHSCT 37 (9.76) 379 WHSCT 25 (8.22) 304 Born out 11 (6.04) 182 Total 180 (9.86) 1,825 *Percentages are calculated based on cases with valid information n= 1, 825 (96.61% of the total 1,889). There were n=64 (3.39%) cases excluded because of unavailable information.

In Table 11 we report the percentage of children who died by CP subtype. The results indicate that a higher percentage of those children who had deceased had a diagnosis of Spastic Bilateral CP subtype. Overall, approximately 84% of children in the Spastic Bilateral subtype survived by December 2014, compared to approximately 99% of those in the Spastic Unilateral, 89% of those in the Dyskinetic CP subtype and 96% of those in the Ataxic subtype. The difference in frequencies of deceased between the Spastic Bilateral and Spastic Unilateral subtypes was significant, χ2 (1) = 106, p < .001.

Table 11. Percentages* of children who survived and died by CP subtype

CP subtype Alive (%) Died (%) Total Spastic Bilateral 764 (83.5) 151 (16.50) 915 Spastic Unilateral 696 (98.86) 8 (1.14) 704 Dyskinetic 74 (89.16) 9 (10.84) 83 Ataxic 44 (95.65) 2 (4.35) 46 Unclassifiable 12 (92.31) 1 (7.69) 13 Total 1,590 (90.29) 171 (9.71) 1,761 *Percentages are calculated based on cases with valid information n= 1, 761 (93.22% of the total of 1,889). There were n=128 (6.78%) cases excluded because of unavailable information.

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In Table 12 we also report the percentage of children alive and who have died by functional severity level (GMFCS). Overall, children in the most severe level of functional impairment (Level V) displayed a reduced likelihood of surviving compared to children at less severe levels.

Table 12. Percentages* of children who survived and died by GMFCS level

GMFCS Alive (%) Died (%) Total Level I 329 (99.4) 2 (0.6) 331 Level II 742 (98.67) 10 (1.33) 752 Level III 168 (100) 0 (0) 168 Level IV 120 (96) 5 (4) 125 Level V 249 (61.79) 154 (38.21) 403 Total 1.638 (92.07) 141 (7.93) 1,779 *Percentages are calculated based on cases with valid information n= 1, 779 (94.18% of the total of 1,889). There were n= 110 (5.82%) cases excluded because of unavailable information.

Whenever information about the cause of the death cited “Cerebral Palsy”, it was often referred to as the principal cause of death. However, information on the cause of death is missing for most of the cases that had been reported to have deceased (62%).

Acquired CP

Among the 1,870 children with CP born between 1981 and 2008 and who had not passed away before reaching age 2, a total of 126 (6.7%) were reported to have acquired CP. Clinicians and other informants are also requested to provide information about the causes of acquired CP. Informants reported several different causes, but in approximately 12% of cases, the cause of acquired CP is not known or has not been identified. In approximately 17% of the cases with acquired CP, the main cause reported is some form of head injury. In 15% of the cases, the principal cause of acquired CP reported is meningitis, and a further 5% whereby the principal cause of acquired CP reported is herpes infection.

Other Diagnoses Information is also collected on other diagnosis of children with CP. The most commonly reported diagnoses together with CP are listed in Table 13. Information on further diagnoses is qualitative (i.e. open field for practitioners), therefore results reported here need to be considered with caution as they represent a first screening and might need further, more in-depth analyses.

Table 13. Other diagnosis reported (N=1,870). Please note these categories are not mutually exclusive

Diagnosis Frequency (%) Aggression or conduct problems 53 (2.83) General Developmental Delay 17 (0.91) Autism 19 (1.02) Attention deficit and/or hyperactivity 12 (0.64) Kidney problems 9 (0.48) Pneumonia or pulmonary problems 38 (2.03) Asthma 54 (2.89)

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Intellectual impairment Information on intellectual function was available for 1,747 children (93.42%) of the 1,870 children with CP born between 1981 and 2008 and who had not passed away before reaching age 2. Overall, 764 of these children (43.73% of n=1,747) were reported to display some level of intellectual impairment, of whom 493 (64% of those with some intellectual impairment) were reported to display severe intellectual delay.

In Figure 6 we report the proportions of children with moderate and severe intellectual impairment by CP subtype. The results suggest that severe intellectual impairment is more prevalent in the Spastic Bilateral and the Dyskinetic subtypes compared to Spastic Unilateral CP.

Figure 6. Proportion of intellectual impairment level by CP subtype: CP subtype area represents the prevalence of each subtype respectively.

In Table 14 we also report the percentage of children with different levels of intellectual impairment by functional severity (GMFCS). The results indicate a strong association between functional impairment severity and intellectual impairment.

Table 14. Frequencies and percentages* of children with different levels of intellectual impairment by GMFCS level

Intellectual impairment GMFCS No Moderate Severe Total Level I 249 (78.3) 51 (16.04) 18 (5.66) 318 Level II 522 (72) 103 (14.21) 100 (13.79) 725 Level III 101 (60.12) 42 (25) 25 (14.88) 168 Level IV 47 (38.52) 27 (22.13) 48 (39.34) 122 Level V 39 (10.16) 48 (12.5) 297 (77.34) 384 Total 958 (55.77) 271 (15.78) 488 (28.42) 1,717 *Percentages are calculated based on cases with valid information n= 1,717 (91.82% of the total of 1,870). There were n= 153 (8.18%) cases excluded because of unavailable information.

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Epilepsy Information on seizures was reported for 1,592 children (85.13%) of the 1,870 children with CP born between 1981 and 2008 and who had not passed away before reaching age 2. Overall, 681 (42.78% of n= 1,592) were reported to have seizures in the last year or in the past. The presence of seizures was more prevalent in Spastic Bilateral and Dyskinetic subtypes compared to Spastic Unilateral CP, as indicated in Table 15. Reports of seizures were also more common among children in the more severe levels of functional impairment (Level IV and Level V), compared to other levels of the GMFCS.

Table 15. Frequencies and percentages* of children with report of seizures (recent or ever) by CP subtype and GMFCS.

Ever seizures Total CP subtype Yes (%) No (%) Spastic Bilateral 407 (49.76) 411 (50.24) 818 Spastic Unilateral 200 (32.05) 424 (67.95) 624 Dyskinetic 45 (59.21) 31(40.79) 76 Ataxic 16 (38.10) 26 (61.9) 42 Unclassifiable 2 (20) 8 (80) 10 Total 670 (42.68) 488 (28.42) 1,570 *Percentages are calculated based on cases with valid information n= 1, 570 (83.96% of the total of 1,870). There were n=300 (16.04%) cases excluded because of information unavailable.

Ever seizures GMFCS Total Yes (%) No (%) Level I 83 (29.02) 203 (70.98) 286 Level II 199 (30.11) 462 (69.89) 661 Level III 52 (33.99) 101 (66.01) 153 Level IV 51 (45.95) 60 (54.05) 111 Level V 292 (79.13) 77 (20.87) 369 Total 677 (42.680 903 (57.15) 1,580 *Percentages are calculated based on cases with valid information n= 1, 580 (84.49% of the total of 1,870). There were n=290 (15.51%) cases excluded because of unavailable information.

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Visual impairment There was information on visual impairments for 1,849 (98.88%) of the 1,870 children with CP born between 1981 and 2008 and who had not passed away before reaching age 2. In total 513 children (27.74% of n= 1,849) were reported to display some visual impairment. Visual impairments were more prevalent among children with Bilateral and Dyskinetic CP, as indicated in Table 16. Visual impairments were also more prevalent in children with more severe levels of functional impairment (GMFCS), as indicated also in Table 16.

Table 16. Frequencies and percentages* of children with a report of visual impairment by CP subtype and GMFCS.

Visual impairment CP subtype Total Yes (%) No (%) Spastic Bilateral 340 (37.82) 559 (62.18) 899 Spastic Unilateral 126 (17.97) 575 (82.03) 701 Dyskinetic 26 (31.71) 56 (68.29) 82 Ataxic 8 (17.39) 38 (82.61) 46 Unclassifiable 3 (25) 9 (75) 12 Total 503 (28.91) 1,237 (71.09) 1,740 *Percentages are calculated based on cases with valid information n= 1, 740 (93.05% of the total of 1,870). There were n=130 (6.95%) cases excluded because of unavailable information.

Visual impairment GMFCS Total Yes (%) No (%) Level I 47 (14.42) 279 (85.58) 326 Level II 164 (22.07) 579 (77.93) 743 Level III 55 (32.93) 112 (67.07) 167 Level IV 44 (35.2) 81 (64.8) 125 Level V 199 (50.9) 192 (49.1) 391 Total 509 (29.05) 1,243 (70.95) 1,752 *Percentages are calculated based on cases with valid information n= 1, 752 (93.69% of the total of 1,870). There were n=118 (6.31%) cases excluded because of unavailable information.

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Hearing impairments Information on hearing impairments was available for 1,734 (92.73%) of the 1,870 children with CP born between 1981 and 2008 and who had not passed away before reaching age 2. In total, 134 children (7.73% of n= 1,734) were reported to present some hearing impairment. Hearing impairments were reported more frequently among children with Dyskinetic CP, as illustrated in Table 17. Hearing impairments were more frequent for children in the most severe level of GMFCS functional impairment, as also illustrated in Table 16.

Table 17. Frequencies and percentages* of children with hearing impairment by CP subtype and GMFCS.

Hearing Impairment CP subtype Total Yes (%) No (%) Spastic Bilateral 77 (8.7) 808 (91.3) 885 Spastic Unilateral 32 (4.68) 652 (95.32) 684 Dyskinetic 13 (15.85) 69 (84.15) 82 Ataxic 5 (11.63) 38 (88.37) 43 Unclassifiable 2 (16.67) 10 (83.33) 12 Total 129 (7.56) 1,577 (92.44) 1,706 *Percentages are calculated based on cases with valid information n= 1, 706 (91.23% of the total of 1,870). There were n=164 (8.77%) cases excluded because of unavailable information.

Hearing Impairment GMFCS Total Yes (%) No (%) Level I 17 (5.38) 299 (94.62) 316 Level II 48 (6.63) 676 (93.37) 724 Level III 5 (2.98) 163 (97.02) 168 Level IV 9 (7.32) 114 (92.68) 123 Level V 53 (13.77) 332 (86.29) 385 Total 132(7.69) 1,584 (92.31) 1,716 *Percentages are calculated based on cases with valid information n= 1, 716 (91.76% of the total of 1,870). There were n=154 (8.24%) cases excluded because of unavailable information.

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Communication impairments Clinicians provided information on communication impairments of 1,745 (93%) out of 1,870 included in analyses. In total, 783 children (42% of n=1,870) were reported to display some communication impairment. Communication impairments were reported more frequently among children with Dyskinetic CP, as illustrated in Table 17. Similar problems were however more frequent among children with Spastic Bilateral CP compared to children with Spastic Unilateral CP. Problems in communication capacities were more prevalent among children at the most severe level of GMFCS functional impairment, as illustrated also in Table 18.

Table 18. Frequencies and percentages* of children with communication impairments by CP subtype and GMFCS.

Communication impairments CP subtype Total Yes (%) No (%) Spastic Bilateral 513 (57.77) 375 (42.23) 888 Spastic Unilateral 154 (22.32) 536 (77.68) 690 Dyskinetic 72 (88.89) 9 (11.11) 81 Ataxic 22 (50) 22 (50) 44 Unclassifiable 7 (58.33) 5 (41.67) 12 Total 768 (44.78) 947 (55.22) 1,715 *Percentages are calculated based on cases with valid information n= 1,715 (91.71% of the total of 1,870). There were n=155 (8.29%) cases excluded because of information unavailable.

Communication impairments GMFCS Total Yes (%) No (%) Level I 64 (19.88) 258 (80.12) 322 Level II 206 (28.14) 526 (71.86) 732 Level III 67 (40.61) 98 (59.39) 165 Level IV 76 (62.3) 46 (37.7) 122 Level V 364(94.3) 22 (5.7) 386 Total 777 (44.99) 950 (55.01) 1,727 *Percentages are calculated based on cases with valid information n= 1, 727 (92.35% of the total of 1,870). There were n=143 (7.65%) cases excluded because of information unavailable.

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Feeding problems There was information available on feeding problems of 1,629 (87.12%) of the 1,870 children with CP born between 1981 and 2008 and who had not passed away before reaching age 2. In total, 399 children (24.49% of n= 1,629) were reported to display different feeding problems. Feeding problems were reported more frequently among children with Dyskinetic CP, as illustrated in Table 19. However, feeding problems were more frequent among children with Spastic Bilateral CP compared to those with Spastic Unilateral CP. Feeding problems were more frequent for children at the most severe level of GMFCS functional impairment, as also illustrated in Table 19.

Table 19. Frequencies and percentages* of children with feeding problems by CP subtype and GMFCS.

Feeding problems CP subtype Total Yes (%) No (%) Spastic Bilateral 301 (35.83) 539 (64.17) 840 Spastic Unilateral 37 (5.79) 602 (94.21) 639 Dyskinetic 50 (69.44) 22 (30.56) 72 Ataxic 3 (7.14) 39 (92.86) 42 Unclassifiable 2 (18.18) 9(81.82) 11 Total 393 (24.5) 1,211 (75.5) 1,604 *Percentages are calculated based on cases with valid information n= 1, 604 (85.77% of the total of 1,870). There were n=266 (14.23%) cases excluded because of information unavailable.

Feeding problems GMFCS Total Yes (%) No (%) Level I 18 (6) 287 (94) 300 Level II 55 (8.1) 624 (91.9) 679 Level III 20 (12.27) 143 (87.73) 163 Level IV 35 (29.66) 83 (70.34) 118 Level V 268 (75.71) 86 (24.29) 354 Total 396 (24.54) 1,218 (75.46) 1,614 *Percentages are calculated based on cases with valid information n= 1, 614 (86.31% of the total of 1,870). There were n= 256 (13.69%) cases excluded because of information unavailable.

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Conclusions The NICPR provides valuable information on children with CP in Northern Ireland, their impairments and their needs. The NICPR has surveyed the country population for one of the longest periods compared to many other CP registers in Europe. Furthermore, this register is one of the only two CP registers still active in the whole of the UK. For these reasons, the NICPR is in an excellent position to meet the needs of surveillance and public health activities, and to serve as the basis for aetiological, epidemiological and clinical research.

In this report, we have provided evidence concerning the rate of CP children in Northern Ireland. While the overall rate of CP has not changed dramatically over time, the results suggest associations between CP and known risk factors such as gender, pre-term birth and multiple births. These risk factors for CP have been highlighted by previous research using data collected by the NICPR, as well as data collected by other registers.

The results reported in this report also provide an initial picture of the functional impairment of children with CP. Furthermore, they also provide information on other impairments affecting children with CP, such as intellectual, visual, and communication impairments. These impairments seem to be more prevalent and more severe in some types of CP and more severe levels of functional ability impairment (GMFCS).

We hope that the results reported here will help provide an idea of the wealth and depth of data collected by the NICPR and their possible uses for surveillance, public health and social care, and research.

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Research and Collaborations

The NICPR is committed to facilitating high quality research and producing quality outputs (see Appendix 4). In this section, we highlight some of the recent and on-going collaborations and research contributions of the NICPR. These collaborations are expected to lead to high-quality outputs, which have the potential of significant impact. With the help of professionals, parents and end-users in the Advisory Committee, we will also ensure that pathways to dissemination and impact of research outputs are identified.

Surveillance of Cerebral Palsy in Europe (SCPE) SCPE is a collaboration of registers of children with Cerebral Palsy (CP) that formed in 1998 and since then has undertaken successive programmes of work funded by the European Union (EU).The work has brought together paediatricians, paediatric neurologists, epidemiologists and therapists from across Europe.

The aim of the SCPE network is to:

1. Disseminate knowledge about cerebral palsy through epidemiological data;

2. Develop best practice in monitoring trends in cerebral palsy;

3. Raise standards of care for children with cerebral palsy.

CP occurs in about two babies per 1000 live births across Europe. It is important to measure trends in prevalence over time and to understand better the causes of the Cerebral Palsy. Registers of all children born in a region with CP can help with this. They can also help with planning services and allow parents of children with Cerebral Palsy to find more information about research on this condition.

An SCPE common database has now been set up which has more than 15,000 CP children born from 1975 to 2004. The SCPE common database contains information on demographic characteristics (although anonymous), description of the CP type, associated impairments, and also information on associated co-morbidity such as congenital anomalies and perinatal characteristics. Overall 63 variables with an agreed standard definition are regularly collected from participating registers across Europe. In each centre, data have been collected on CP children as well as on denominators (population statistics).

One of the contributions of this network lies in providing a consensus on definitions, classifications and inclusion criteria of CP. Classification systems based on clinical findings are currently the most widely used. Drawing on published work, SCPE has classified CP into three main groups, spastic, ataxic and dyskinetic CP. Agreement has been reached on the clinical findings associated with each classification sub-group as follows:

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Spastic CP is characterised by at least two of:

 Abnormal pattern of posture and/or movement;  Increased tone (not necessarily constantly);  Pathological reflexes (hyper-reflexia or pyramidal signs e.g. Babinski response);  It may be unilateral (hemiplegia) or bilateral.

Ataxic CP is characterised by both of:

 Pattern of posture and/or movement;  Loss of orderly muscular co-ordination so that movements are performed with abnormal force, rhythm and accuracy.

Dyskinetic CP is characterised by both of:

 Abnormal pattern of posture and/or movement;  Involuntary, uncontrolled, recurring, occasionally stereotyped movements of affected body parts;  Dyskinetic CP may be either ;  Dystonic CP, dominated by both hypokinesia and hypertonia;  Choreo-athetotic CP, dominated by both hyperkinesia and hypotonia.

The SCPE network has also contributed to a Reference and Training manual aimed at a vast audience. The aim of the SCPE Reference and Training manual is to promote a shared understanding of the words and phrases used to describe the clinical, functional and neurological features of CP. Text and video material are used to illustrate these features and discuss pitfalls in diagnosis and classification. The Reference and Training manual is for health professionals who are compiling CP registers and those wishing to enter data onto the SCPE database and for training purposes for health professionals interested in children with CP. This can be accessed online at http://www.scpenetwork.eu/en/rtm

Finally, the SCPE network has also contributed to a number of research papers, to which the NICPR and its staff have provided a pivotal contribution (see Appendix 4 for a list of publications).

Study of Participation of Children with Cerebral Palsy Living in Europe (SPARCLE) SPARCLE 1 investigated the influence of the environment on the participation and quality of life of children with CP in seven EU countries. It was funded by the European Commission Research Framework 5 Programme. It started on 1st October 2002 and continued until December 2006.

SPARCLE 1 investigated those aspects of the environment that play a major role in determining the participation and quality of life of children with CP. The information has contributed to inform EU policies.

Building on the success of SPARCLE 1, the research team was able to obtain funding for SPARCLE 2, a study to investigate the factors that promote the quality of life and participation of young people with CP. In particular the study examined whether there are aspects of the lives of the children aged 8-12 years and their families in SPARCLE 1 which influenced quality of life at age 13-17. For example,

26 | P a g e did stress in a family persist and still influence quality of life? Did pain persist and still influence quality of life?

SPARCLE 1 and 2 have been co-ordinated by the study centre at Newcastle University in collaboration with six further European countries (Denmark, France, Ireland, Italy, Germany and Sweden).

The study has produced a number of papers published in high-impact journals. Reports that concern more specifically data collected in Northern Ireland include (see Appendix 4):

 Madden A & Parkes J. Impact of learning disability on the health, participation and quality of life of children with cerebral palsy. Learning Disability Practice, 2010, December, Vol 13, No 10, p28-33.  Parkes J, McCullough N & Madden A. Participation of children with cerebral palsy: a population-based study. Health & Social Care in the Community, 2010, May;18 (3):304-15.  Parkes J, McCullough N, Madden A & McCahey E. The health of children with cerebral palsy and stress in their parents: a population-based survey. Journal of Advanced Nursing, 2009, Nov, 65 (11): 2311-23. Epub 2009 Sep 8.

Ongoing research

Transition Study

Transition is a programme of research that aims to address this question: How can health services contribute most effectively to facilitating successful transition of young people with complex health needs from childhood to adulthood?

Northumbria Healthcare NHS Foundation Trust and Newcastle University have developed a research programme to answer this question. The programme involves further NHS Trusts and the voluntary sector.

The Transition Research Programme is independent research funded by the National Institute for Health Research (NIHR) under its Programme Grants for Applied Research scheme (RP-PG-0610- 10112). NICPR is involved in this study in a collaborator role and by providing a sampling framework for the inclusion of children with CP in the study.

The overall purpose of the Research Programme is to provide evidence to help NHS Commissioners and Trusts allocate resources to facilitate successful transfer of young people with complex health needs from child to adult services. The Programme will identify a small number of key components of transition arrangements for which there is an evidence base, and for which there are outcome measures against which implementation of these components can be judged, using an audit tool, in NHS environments.

‘Transition’ is the purposeful, planned process that addresses the medical, psychosocial and educational/vocational needs of adolescents and young adults with chronic physical and medical conditions as they move from child-centred to adult oriented health care systems.

Young people with “complex health needs” are those with a physical, mental or health impairment that has the potential for a substantial and long-term adverse effect on their ability to carry out

27 | P a g e normal day-to-day activities. Importance of the topic Transition is a challenge and a government priority area.

The National Service Framework recognises that some disabled young people are transferred to adult services with inadequate care plans. Another report shows that transition contributes to poorer health outcomes because young people lose simultaneously the continuity of children’s health services and school support.

The Kennedy Report, September 2010, in Recommendation 32 stated: “Arrangements must be agreed, regarding funding and other matters, to address the changing needs of children and young people as they mature, including greater continuity of care into adulthood. Ensuring a smooth transition between children’s and adults’ services should be a priority for local commissioners.”

The Programme has three objectives:

1) To work with young people with complex health needs to determine what successful transition means to them and what is important in their transitional care;

2) To identify the features of transitional care which are effective and efficient;

3) To determine how transitional care should be organised, provided and commissioned.

Three broad groups of young people are being addressed, those with Neurodevelopmental disorders, such as Autism Spectrum Disorder; Chronic illness such as diabetes; Complex physical problems such as CP.

More information can be found at: http://research.ncl.ac.uk/transition/

Collaborative Cerebral Palsy (CP) and Congenital Anomalies (CAs) project: Europe & Australia This is a spin-off ongoing collaboration from the SCPE (described above). The purpose is to work collaboratively on analyses using data from registers in Europe and Australia to investigate the following research questions:

1. What is the frequency and proportion of non-cerebral CAs found in CP?

2. How accurately can the timing of non-cerebral CAs in CP be identified?

3. Can a relationship between the timing of non-cerebral CAs and the timing of injury responsible for CP be identified?

4. What are the clinical outcomes (type of CP and severity) of CP cases with non-cerebral CAs? Do outcomes vary by type of non-cerebral CA?

5. What is the risk of CP in infants with different types of non-cerebral CAs?

A series of meetings have taken place which have contributed to refining the research questions and methods.

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A comparison of cerebral palsy rate in singleton, twin and multiple births; an internal register-based study This is a collaboration between Oliver Perra (QUB; NICPR), Guiomar Garcia Jalon (QUB; NICPR) and staff from the University of Newcastle (Prof Judith Rankin, Prof Allan Colver, D r Karen Horridge) to conduct analyses on data collected by SCPE. The aims of the proposed study are: (1) to describe changes in CP risk between singleton and multiple births; (b) to investigate the pre- and peri-natal factors that moderate CP risk in singletons and multiple births; (c) to compare CP type and severity between singletons and multiple births and whether these have changed over time.

Exploring the problem of pain in the Cerebral Palsy population: Piloting a big data approach This is a project funded by the Improving Children’s Lives small grant scheme, Queen’s University Belfast. This is a collaboration between Guiomar Garcia Jalon (QUB; NICPR), Oliver Perra (QUB; NICPR), and other QUB staff (Dermot O’Reilly, Centre for Public Health; Allen Thurston, School of Education; Anna Gavin, NI Cancer Registry).

The aim of this case control study is to explore the potential of data linkage between NICPR and Business Service Organisation-Honest Brokers Service (BSO-HBS) to investigate the prevalence and significance of pain in the CP population. Method: a case control study where data will be obtained by linking the NICPR database and information held by BSO-HBS including Enhanced Prescribing database, Index deprivation scores, Settlement bands, the Family Practitioner Services and Health and Care Index. The sample will include cases in the NICPR born. Information for age and sex matched samples in the general population will also be requested for comparison.

Principal research question: Is data linkage a viable and reliable method to assess the prevalence of pain in the CP population using information on prescribed pain medication as a proxy? The principal hypothesis is that people with CP are more affected by pain than the general population. Therefore we want to assess if there are differences in prescription of pain medication between people with CP and others while controlling for potentially confounding factors, for example GP practice.

Secondary research questions: - Can the results obtained from linking data between NICPR and the BSO-HBS be compared to the results of the SPARCLE studies regarding prevalence of pain in the NI sample? - What is the prevalence of pain medication use in the CP population in comparison to age and sex matched controls from the general population? - If data linkage between NICPR and BSO-HBS Enhanced Prescription Database is a viable and reliable method to assess the prevalence of pain in the CP population: a. What is the prevalence of pain in the CP population in comparison to age and sex matched controls from the general population? b. Is there an association between pain and CP clinical presentation, e.g. severity, CP subtype, associated impairments? - Are there differences in prescription of pain medication that can be ascribed to differences across GP practices, geographical areas, settlement band, distance from services, deprivation measure or other.

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Recent Collaborations with local clinicians - Audits

The NICPR also plays a pivotal role in facilitating audits. The NICPR provides the sample frame for audits involving children, young people and adults with Cerebral Palsy (CP) using internationally agreed inclusion criteria and definitions of CP. This facilitates and enables the work of practitioners that require information on persons with a diagnosis of CP by ensuring that cases with CP have been screened and ascertained using robust criteria. The fact that these criteria are internationally recognised also facilitates the task of comparing data and information collected across Trusts in Northern Ireland, and provides information that could be compared with that collected in other countries in the UK and beyond.

Furthermore, the NICPR provides information on the abilities and level of impairment of this population. This also represents an important contribution to the work of practitioners, insofar as information pivotal to assessment and evaluation of functional abilities and quality of life of this population is available in a single repository that updates, monitors and validates it. Information on functional abilities of children with CP is validated using clinical tools that have been designed and developed internationally, and that therefore facilitate comparisons across countries. The NICPR has also contributed to the design and development of these instruments, for example through its established collaboration with the Surveillance of CP in Europe (SCPE) Network.

The NICPR also provides background information on persons with a diagnosis of CP (e.g. gestational age). The fact that this information is collated and validated in a single repository can also facilitate the completion of audits, for example by allowing selection of cases based on criteria.

The NICPR staff provides consultation on different aspects of an audit, such as sampling frame and criteria, revision, provision of clinically-relevant information, and so on. We hope in this way to support one of the key aims of the NICPR, which involves public health activities.

In what follows, we report some information on recent audits.

Audit considering the medical management of spasticity with Cerebral Palsy Chief investigator: Dr Claire Watterson, ST4 Paediatrics Western Health and Social Care Trust

Other investigators: Dr Jenny Fairfield, Consultant Paediatrician Western Health and Social Care Trust

Protocol

Aim: This retrospective audit aims to assess current medical management, specifically oral drugs, of spasticity in a random sample of children with a diagnosis of CP in the Western Health and Social Care Trust

Background: CP is the most common condition associated with spasticity in children. The prevalence in the UK is 186 per 100,000 population, with a total of 110,000 people affected. The impact of spasticity and co-existing motor disorders and their early MSK complications varies.

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Common problems affecting this population are impaired motor function affecting the person’s ability to participate in society; muscle spasms causing pain; motor development delay; complications secondary to spasticity such as contractures leading to difficulties with daily care.

Methods.

Sample: We performed a search of children from Bridgeview House with a diagnosis of CP using the Northern Ireland Cerebral Palsy Register (NICPR). Twenty two children were selected randomly (<18yrs old) and a data collection form was completed for each patient.

Criteria/standards being used: NICE Clinical Guideline CG145; Spasticity in children and young people with non-progressive brain disorders: Management of spasticity and co-existing motor disorders and their early musculoskeletal complications (2012).The NICE clinical audit tool specifically looking at oral drugs was used as a framework.

Results: Within the group affected by spasticity, 40% had documented functional disability only without pain or muscle spasms. It was unclear from the majority of the notes if Baclofen was considered necessary in these cases. Some of the cases had documented GMFCS 1 and therefore not commencing Baclofen was the appropriate decision.

Was oral Diazepam considered? Oral Diazepam was not documented as being considered appropriate first line therapy for any patient with spasticity. If oral Diazepam was used initially, was Baclofen considered for long-term treatment? N/A: Oral Diazepam was never used initially.

Was Baclofen introduced using a step-wise approach? Yes in 100% of cases.

Was review of spasticity agent adequate? The patients taking Benzhexol were reviewed in 100% of cases <6months. One patient’s treatment had started in RBHSC. When stopping Diazepam/Baclofen was the dose reduced in stages? No, patients included in this audit had ever had Baclofen discontinued either in the past or present.

Conclusions: Questions regarding whether the NICPR has a complete record of the patients diagnosed with CP in the Western Trust. It was unclear from the notes whether patients suffered from pain, muscle spasms or functional disability as it was not recorded. These problems should be routinely assessed in OPD. Sleep and posturing behaviours should also be documented. It is also recommended using the paediatric pain profile. Regarding oral medication treatment for spasticity, the advantages and disadvantages of using Diazepam as recommended by NICE should be considered. Finally, patients who started taking Baclofen were not reviewed within the time limit the NICE guidelines recommend.

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Audit on the use of cranial ultrasound and magnetic resonance imaging in children with Cerebral Palsy Chief investigator: Dr Janice Bothwell, Consultant Paediatrician Belfast Health and Social Care Trust

Other investigators: Dr Moira Steward, Dr Steven McIstry, Dr Paul Burns, Dr BenWatson, Belfast Health and Social Care Trust

Protocol

Aim and objective: To assess the use of neuroimaging with a focus on cranial ultrasound (US) cerebral magnetic resonance imaging (MRI) in children with Cerebral Palsy (CP) in the Belfast Trust.

Objectives:

1. Identify children born between 01/01/00 and 31/12/08 inclusive in the Belfast Trust with a diagnosis of CP.

2. Identify which of these children had serial cranial US and cerebral MRI performed.

3. Identify timing/age of cranial US and cerebral MRI performance.

4. Classification of cranial US and cerebral MRI findings.

Background: Neuroimaging has expanded exponentially over the last number of years with magnetic resonance scanning becoming more widely available. The use of MRI to assist in identifying aetiology is recommended as part of the assessment and management of children with CP. (Ashwal et al 2004). The worldwide incidence in CP is 2 – 2.5 per 1000 live births rising to 40 – 100 per 1000 in infants born very early or with very low birth weight. This translates to 52 births of children with CP in Northern Ireland each year. CP is the commonest cause of physical disability in early childhood. Recommendations regarding type and timing of neuroimaging in neonates, to identify those at risk of a poor neuro-developmental outcome, were published in 2002 by Ment et al. More recently the Surveillance of CP in Europe group (SCPE) has suggested a simple classification system which can be used for neuroimaging of both the neonate and the older child with CP (http://www.scpenetwork.eu/).

This audit was undertaken to assess the use of neuroimaging specifically cranial ultrasound (USS) and cerebral magnetic resonance imaging (MRI) in children with CP in Belfast HSCT.

Methods.

Selection criteria: Children born between 01/01/2000 and 31/12/2008 born or who received neonatal care in the Belfast HSCT catchment area with a diagnosis of CP were identified using the Northern Ireland Register Northern Ireland (NICPR).

Data collection: Neonatal records were accessed to identify whether cranial ultrasound had been completed. Cross reference with the Belfast HSCT picture archiving and communication system identified those who had a cerebral MRI scan(s) performed. A proforma was completed which included gestational age, birth weight, type of CP and associated impairment alongside timing and findings of cranial USS and MRI scan. Neonatal care records were reviewed by a junior doctor and a Consultant Paediatrician to collect data regarding cranial US. MRI scans were reviewed

32 | P a g e independently by two neuroradiologists using the SCPE classification system. Current practice was audited against published recommendations. The NICPR provided data on HSC Trust at birth, gestational age, birth weight, whether the birth was multiple or not, subtype of CP, motor impairment and function, including the Gross Motor Functional Scale and associated problems (intellectual impairment, communication, vision and hearing problems, seizures)

Guidelines: The criteria being used has been published by the Surveillance of Cerebral Palsy in Europe network (SCPE-NET, 2013). These recommendations are based on the most up-to-date evidence in the use of neuroimaging techniques. Regarding cranial US authors state that infants born at less than 32 weeks gestational age should undergo cranial US shortly after birth, between the 3rd and 7th day of life and weekly thereafter until discharge or at term age equivalent. For those born at 32 weeks gestation or after and clinically healthy, cranial US should be performed on the 3rd day of life and weekly thereafter until discharged. For those infants born at term but who present adverse clinical signs, congenital malformations or neurological symptoms, cranial US should be conducted shortly after birth. The frequency of cranial US should be increased in case of clinical deterioration, sepsis, necrotising enterocolitis, apneas and bradycardias, decrease in Hb level, neurological symptoms, pre and post major surgery and/or previously detected ventricular dilatation (VD).SCPE recommendations also refer to cerebral MRI. For preterm infants cerebral MRI should be conducted in two situations: when serial cranial US conducted during the 1st week of life of the preterm infant show periventricular leukomalacia (PVL), intraventricular haemorrhage (IVH) and further serial cranial US confirm the findings. MRI should also be conducted when the initial cranial US does not show PVL/IVH but successive low frequency serial cranial US show complications of brain growth and maturation. In both situations MRI should be carried out at term equivalent age. For term infants cerebral MRI should be conducted between 1st and 2nd week of life in cases of perinatal brain injury. Earlier examination should always include diffusion-weighted imaging (DWI). Since some of the cases in the sample of the proposed audit would have been born before the above guidelines were published, the audit will also measure practice against criteria published by the American Academy of Neurology and the Child Neurology Society (Ment et al., 2002). These guidelines recommend that infants born at less than 30 weeks gestation should undergo cranial US between their 7th and 14th day of life and be repeated at 36 to 40 weeks postmenstrual age. Regarding cerebral MRI authors reported that at the time the guidelines were written there was insufficient evidence for routine MRI in all very low birth weight infants with abnormal cranial US. However, cerebral MRI was recommended if CT results were unclear for term infants with a neonatal history of encephalopathy, significant birth trauma and evidence of low hematocrit or coagulation. MRI was also recommended for term infants with acute encephalopathy and it should be done at age 2 to 8 days, it should include magnetic resonance spectroscopy (MRS) single-voxel if available and DWI should also be conducted at the time of MRI if available.

Status: Data regarding MRI has been collected and entered in the database for audit. Collecting final Cranial US data.

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Audit of the current practice of hip surveillance in children aged 5 -18 years with cerebral palsy within the Belfast Health and Social Care Trust Chief investigator: Dr Joseph Clarke, MB BCh BAO MRCPCH; Neurology Department, Royal Belfast Hospital for Sick Children

Other investigators: Dr Claire Lundy, MB BCh BAO MRCPCH; Neurology Department, Royal Belfast Hospital for Sick Children

Protocol

Aims and objectives: This retrospective audit aims to identify surveillance practice and orthopaedic management of the hips of children with cerebral palsy who reside within the Belfast Health and Social Care Trust. Specifically it will identify:

 the number of children who have an identified hip pathology  frequency of use of orthopaedic interventions for the hips (surgery, botulinum toxin A injection)  the extent of use of standard radiological investigations and measurements  the most commonly reported elements of clinical examination of the hip, the clinical use of a standard measure of severity of motor function (GMFCS)

Background: Cerebral palsy (CP) has a prevalence of 2.2 cases per 1,000 live births (Parkes et al, 2005) and it is the commonest form of physical disability. Children with CP are at higher risk of lateral displacement of the femoral head and hip dislocation compared with typically developing children. Population-based studies suggest that the natural risk of hip dislocation for children with CP is 15-20% (Soo et al., 2006; Hägglund et al., 2007a), with younger age, greater severity of the condition, and migration percentage (a radiographical measurement) greater than 30% being identified as risk factors (Hägglund and colleagues 2005, 2007a,b, NICE 2012). In Northern Ireland, children with CP requiring orthopaedic management are reviewed by a Consultant Paediatric Orthopaedic Surgeon (POS), and x-rayed at the surgeon’s request. Local research with children and young people with severe CP (Donnelly et al., 2007) revealed that 67% (82/123 children) had a hip x- ray in the previous year. Of these, 61% (50/82 children) had a migration percentage greater than 30% in one or both hips, thus would be considered ‘at risk’ and should be monitored, however frequency and outcome of the current monitoring system has not been documented.

Hip displacement or dislocation can result in significant morbidity in terms of pain and deformity, inability to sit, functional restrictions and daily living problems, and skin ulceration. Hip surveillance to ensure timely access to orthopaedic surgery and to avoid preventable complications is considered a priority action area internationally due to the recent publication of NICE guidelines (Hägglund et al., 2005, 2007a,b, 2009; Wynter et al., 2008; NICE, 2012). Reported benefits of implementation of hip surveillance programmes include an increased number of preventative treatment measures, earlier age of receipt of these treatments, reduction in overall radiation exposure for patients, and reduction in health costs (Dobson et al., 2002; Hägglund et al., 2005, 2007a, 2009; Soo et al., 2006; Gordon and Simkiss et al 2006; Elkamil et al., 2011).

Previous research in Northern Ireland investigated orthopaedic problems experienced by children with severe CP (Donnelly et al, 2007) however did not audit service arrangements, nor include

34 | P a g e children with less severe impairments. Examination of regional practice using a representative sample of children is warranted as this will determine how service arrangements and clinical outcomes for all children with CP in Northern Ireland compare with other developed countries. Benchmarking regional surveillance practices with published standardised surveillance recommendations will facilitate identification of potential strengths and weaknesses in current practice in Northern Ireland; in doing so it will be possible to ascertain if current orthopaedic management of children with CP in Northern Ireland is optimal. The proposed audit will provide information on current service arrangements for monitoring the hips of children with CP in Northern Ireland (orthopaedic and x-ray review), and will report on the interventions received and outcomes of these children, relating to their hips. This will facilitate robust service evaluation and allow evidence-based recommendations for service improvements to be brought forward, if appropriate.

Sample: The sample will be identified through the children and young people registered with the Northern Ireland Cerebral Palsy Register (NICPR).

Criteria for inclusion in the audit will be: current resident of the Belfast Health and Social Care Trust; diagnosis of CP and aged 5 years to 18 years

A sample exploration in September 2014 by Dr Garcia-Jalon, NICPR Research Fellow, identified 805 children aged between 5 and 18 years in Northern Ireland with CP. Of these, 149 children live within the Belfast Health and Social Care Trust hence will be the subject of this audit.

Criteria/standards being used: This audit will use the NICE Clinical Guideline CG145; Spasticity in children and young people (2012). The NICE Clinical guideline recommends a hip x-ray to assess for hip displacement:

 at 24 months in children with bilateral CP  if there are clinical concerns about possible hip displacement. These include pain arising from the hips, clinically important leg length difference, deterioration in range of hip movement, increased hip muscle tone, deterioration in sitting or standing or increasing difficulty with perineal care or hygiene.  annually in children or young people who are at Gross Motor Function Classification System level III, IV or V  after 6 months in children and young people where the initial hip migration is greater than 30% and then repeated 6 monthly if hip migration is increasing by more than 10 percentage points per year.

Data Collection: Data collection will be performed using case note review and the two electronic databases: Northern Irelands Radiology system (NIPACS) and Northern Ireland Electronic Health Care Record (NIECR).

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Data collected will include:

 Gender  Age  Gestation at birth  CP classification  Use of Gross Motor Function Classification System (GMFCS)  Number of contacts with Orthopaedics  Findings of clinical assessment  Number of hip x-rays  Interval hip x-rays  Intervals of radiographs  Interventions after hip x-ray

Data analysis: Descriptive analysis of adherence of hip surveillance in children aged 5 to 18 years with CP in the Belfast Health and Social Care Trust with National Guidelines.

Data Management: A password protected list of cases with CP who fulfil the audit criteria will be supplied by the NICPR. This list will be transferred to the Belfast Health and Social Care Trust account of Dr Joseph Clarke using an Iron Key and a computer held in the Royal Belfast Hospital for Sick Children. The file with the list of cases will only remain on Dr Joseph Clarke’s staff account and will remain password protected. Only Dr Joseph Clarke will have access to the Electronic Master List and therefore be the custodian of the data. Mr Fintan McErlean from the Audit Department in the Belfast Heath and Social Care Trust has been made aware of this and this is in keeping with the Trust’s Data protection and confidentiality policy.

Once the data are collected the forms as well as the electronic database will be anonymised and each case will be identified by an audit number e.g. BHSCT 001. Mr Fintan McErlean of the Audit Department in the Belfast Health and Social Care states that the Trust’s Audit Department only keeps data collection sheets for up to 6 months after the audit is completed. If storage of the data is required for a longer period by the NICPR, he suggests that both paper and electronic copies of the data may need to be stored by NICPR.

Reporting of results: Local conference presentation

Status: Ongoing; following up with the Standards, Quality and Audit department in the Belfast Health and Social Care Trust.

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References Australian Cerebral Palsy Register (2013). Report of the Australian Cerebral Palsy Register, Birth Years 1993-2006. Retrieved from https://www.cerebralpalsy.org.au/wp- content/uploads/2013/04/ACPR-Report_Web_2013.pdf

Balf, C.L.& Ingram, T.T.S. (1995). Problems in the classification of cerebral palsy in childhood. British Medical Journal 2, 163-1666.

Bax, M.C.O.(1964). Terminology and classification of cerebral palsy. Developmental Medicine and Child Neurology, 6, 295-297.

Evans, P., Johnson, A., Mutch, L., & Alberamn, E. (1989). A standard form for recording clinical findings in children with a motor deficit of central origin. Developmental Medicine and Child Neurology, 31(1), 119-120.

Hemming, K., Hutton, J., Colver, A.J. & Platt, M.J. (2005). Regional variation in survival of people with cerebral palsy in the United Kingdom. Pediatrics, 11(6), 1383 1390.

Hemming, K., Colver, A., Hutton, J.L., Kurinczuk, J.J., & Pharoah, P.O (2008). The influence of gestational age on severity of impairment in spastic cerebral palsy. The Journal of Pediatrics, 153(2), 203-8.

Ingram, T.T.S. (1984). A historical review of the definition and classification of cerebral palsies. In: F. Stanley, & E. Alberman, (Editors). The epidemiology of the cerebral palsies. Clinics in Developmental Medicine No 87. London: Spastics International Medical Publications; 1 – 11.

Maenner, M.J., Benedict, R.E., Arneson, C.L., Yeargin-Allsopp, M., Wingate, M.S., Kirby, M.S., Van Naarden Braun, K. & Durkin, M.S. Children with Cerebral Palsy. Racial Disparities in Funcitonal Limitations. Epidemiology, 23, 35 – 43.

Nelson, K.B., & Ellenberg, J.H. (1982). Children who "outgrew' cerebral palsy. Pediatrics, 69(5), 529 – 536.

Northern Ireland Statistics & Research Agency (2005). Northern Ireland multiple deprivation measure 2005. Belfast: TSO.

Northern Ireland Statistics & Research Agency (2015). Demography. Retrieved from http://www.nisra.gov.uk/demography/default.asp8.htm

McKeith, R.C, MacKenzi,e I.C.K., & Polani, P.E.(1959). Memorandum on terminology and classification of 'Cerebral palsy'. Cerebral Palsy Bulletin, 1, 27-35.

Mutch, L., Alberman, E., Hagberg, B., Kodama, K., Perat, M.V. (1992). Cerebral palsy epidemiology: where have we been and where are we going? Developmental Medicine and Child Neurology, 34, 547–551.

Northern Ireland Cerebral Palsy Register (NICPR). Management Protocol (12/09/2013)

Office for National Statistics (2007). Preterm Births. Retrieved from http://www.ons.gov.uk/ons/publications/re-reference-tables.html?edition=tcm:77-50818

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Parkes, J., Dolk, H., Hill, N. & Pattenden, S. (2001). Cerebral Palsy in Northern Ireland: 1981 – 93. Paediatric and Perinatal Epidemiology, 15, 278 – 286.

Palisano, R., Rosenbaum, P., Walter, S., Russell, D., Wood, E., & Galuppi, B. (1997). Development and reliability of a system to classify gross motor function in children with cerebral palsy. Developmental Medicine and Child Neurology, 39(4), 214 – 223.

Platt, M.J., Cans, C., Johnson, A., Surman, G., Topp, M., Torrioli, M.G., & Krageloh-Mann I. (2007). Trends in cerebral palsy among infants of very low birthweight (<1500 g) or born prematurely (<32 weeks) in 16 European centres: a database study. Lancet, 369, 43 – 50.

Stanley, F., Blair, E., & Alberman, E. (Eds.) (2000). Cerebral palsies: Epidemiology and causal pathways. London: Mac Keith.

Surma, G., Bonellie, S., Chalmers, J., Colver, A., Dolk, H., Hemming, K., King, A., Kurinczuk, J.J., Parkes, J., Platt, M.J. (2006). UKCP: a collaborative network of cerebral palsy registers in the United Kingdom. Journal of Public Health, 28, 148 –156.

Surveillance of Cerebral Palsy in Europe (2000). Surveillance of Cerebral Palsy in Europe: a collaboration of cerebral palsy surveys and registers. Developmental medicine and child neurology, 42 (12), 816 – 824.

Surveillance of Cerebral Palsy in Europe (2002). Prevalence and characteristics of children with cerebral palsy in Europe. Developmental Medicine and Child Neurology, 44, 633-640.

Topp, M., Huusom, L.D., Langhoff-Roos, J., Delhumeau, C., Hutton, J.L., Dolk, H. & SCPE Collaborative Group (2004). Multiple birth and cerebral palsy in europe: A multicenter study. Acta Obstetricia Et Gynecologica Scandinavica, 83(6), 548 – 553.

Tronnes, H., Wilcox, A.J., Lie, R.T., Markestad, T. & Moster, D. (2014). Risk of cerebral palsy in relation to pregnancy disorders and preterm birth: A national cohort study. Developmental Medicine and Child Neurology, 56(8), 779 – 785.

United Nations Children’s Fund and World Health Organization (2004). Low Birthweight: Country, regional and global estimates. UNICEF, New York, 2004. Retrieved from http://www.unicef.org/publications/files/low_birthweight_from_EY.pdf

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Appendices Appendix 1: Decision tree for Cerebral Palsy

Appendix 2: Report card for notifiers

Appendix 3: Classification tree for CP subtypes

Appendix 4: GMFCS descriptors and illustrations for notifiers

Appendix 5: Abstracts of publications from 2005 onwards in which the NICPR has been involved

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Appendix 1: Decision tree for Cerebral Palsy

Does the child have a disorder of movement or posture of central origin?

YES NO EXCLUDE

Does the child have a disorder?

YES NO EXCLUDE

Is the condition progressive ? (loss of previously acquired skills) ? Go back and reassess NO YES EXCLUDE after age 4

Was the child at least 4 years old when Is the child still YES NO assessed? living?

YES NO

Does the child have a Did the syndrome/brain anomaly NO child die YES EXCLUDE or chromosome before the abnormality? age of 2?

YES NO Does the child have generalised hypotonia? YES

*Recheck - does the YES NO Are there signs child meet the criteria of ataxia?

for the definition of CP? YES NO Look at Classification Tree (Appendix 3)

NO EXCLUDE Ataxic CP EXCLUDE

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Appendix 2: Report card for notifiers

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Appendix 3: Classification tree for subtypes of CP

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Appendix 4: GMFCS descriptors and illustrations for notifiers

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Appendix 5: Abstracts of publications from 2005 onwards in which the NICPR has been involved

Validity of a 1 minute walk test for children with cerebral palsy. Brona C McDowell* BSc PhD; Claire Kerr BSc; Jackie Parkes BNurs PhD; Aidan Cosgrove MD FRCS, Gait Analysis Laboratory Developmental Medicine and Child Neurology, 2005, Vol. 47(11), pp.744-748. The concurrent validity of a 1 minute walk test at a child’s maximum walking speed was assessed in children with bilateral spastic cerebral palsy (BSCP). The distance covered during the 1 minute walk test was compared with the children’s gross motor function as assessed by the Gross Motor Function Measure (GMFM). Twenty-four male and 10 female children with CP (mean age 11y, range 4 to 16y) participated in the study. Gross Motor Function Classification System (GMFCS) levels were; level I (n=3), level II (n=17), level III (n=10), and level IV (n=4). Participants had clinical diagnoses of symmetrical diplegia (n=19), asymmetrical diplegia (n=14), and quadriplegia (n=1). Results showed a significant correlation between GMFM score and the distance covered during the 1 minute walk (r=0.92; p<0.001). There was also a significant decrease in the distance walked with increasing GMFCS level (p<0.001). We concluded that the 1 minute walk test is a valid measure for assessing functional ability in children with ambulatory BSCP. Its cost effectiveness and user friendliness make it a potentially useful tool in the clinical setting. Further study needs to address its reliability and ability to detect change over time.

Trends in the prevalence of cerebral palsy in Northern Ireland, 1981–1997. Helen Dolk* Jackie Parkes Nan Hill Developmental Medicine & Child Neurology 2006, 48: 406–412 We describe trends in the prevalence of cerebral palsy (CP) by birth weight group, and in the severity of motor impairments and presence of associated intellectual impairment, in Northern Ireland from 1981 to 1997 (n=909; 510 males, 399 females; total population 415 936 live births) using data from a population based register of CP. Children with suspected CP or who died before 1 year of age and those with CP of post neonatal origin were excluded. Prevalence of CP was 2.2 per 1000 live births without significant change over time. Among very-low birthweight (<1500g) live births, prevalence was 44.5 per 1000 (95% confidence interval 32.3–59.8) from 1994 to 1997, with evidence of a statistically significant decline in prevalence since the mid- to late 1980s accompanied by a decrease in the severity of motor impairment and likelihood of intellectual impairment. Among moderately- low-birthweight (1500–2499g) children there was weaker evidence of a peak prevalence in the late 1980s. Prevalence among normal-birthweight infants did not change significantly, but outcome in terms of severity of motor impairment and intellectual impairment improved in the 1990s. Occurrence of bilateral spasticity from 1994 to 1997 was associated with greater severity and likelihood of intellectual impairment for normal-birthweight individuals than for low- or Study protocol

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UKCP: a collaborative network of cerebral palsy registers in the United Kingdom. Geraldine Surman, Sandra Bonellie, James Chalmers, Allan Colver, Helen Dolk, Karla Hemming, Andy King, Jennifer J. Kurinczuk, Jackie Parkes, Mary Jane Platt Public Health 2006, Vol, 28, pp.148-156. Cerebral palsy (CP) is a relatively rare condition with enormous social and financial impact. Information about CP is not routinely collected in the United Kingdom. We have pooled non- identifiable data from the five currently active UK CP registers to form the UKCP database: birth years 1960–1997. This article describes the rationale behind this collaboration and the creation of the database. Data about 6910 children with CP are currently held. The mean annual prevalence rate was 2.0 per 1000 live births for birth years 1986–1996. Where type is known, 91 per cent have spastic CP. Where data are available, nearly one-third of children have severely impaired lower limb function, and nearly a quarter have severely impaired upper limb function. As well as describing the range and complexity of motor and associated impairments, the pooled data from the UKCP database provide a platform for studies of aetiology, long-term outcomes, participation and service needs. The UKCP database is an important national resource for the surveillance of CP and the study of its epidemiology in the United Kingdom.

Accommodative Dysfunction in Children with Cerebral Palsy: A Population-Based Study. Julie F. McClelland, Jackie Parkes, Nan Hill, A. Jonathan Jackson and Kathryn J. Saunders Investigative Ophthalmology & Visual Science, 2006, Vol. 47(5), pp. 1824-1830. PURPOSE. To determine the prevalence, nature, and degree of accommodative dysfunction among children with different types and severities of cerebral palsy (CP) in Northern Ireland. METHODS. Ninety subjects with CP (aged 4–15 years) were recruited through the Northern Ireland CP Register (NICPR).Modified Nott dynamic retinoscopy was used to measure lag and lead of accommodation at three test distances: 25 cm (4D), 16.7 cm (6 D), and 10 cm (10 D) with the distance correction in place. Accommodative function was also assessed in an age-matched control group (n _ 125) for comparison. Each subject’s neurologic status was derived from the NICPR. RESULTS. Children with CP demonstrate significantly reduced accommodative responses compared with their neurologically normal peers. Of the subjects with CP, 57.6% demonstrated an accommodative lag outside normal limits at one or more distances Reduced accommodative responses were significantly associated with more severe motor and intellectual impairments CONCLUSIONS. Brain injury such as that present in CP has a significant impact on accommodative function. These findings have implications for the optometric care of children with CP and inform our understanding of the impact of early brain injury on visual development. (Invest Ophthalmol Vis Sci. 2006;47:1824–1830) DOI:10.1167/iovs.05-0825

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Assessment of data quality in a multi-centre cross-sectional study of participation and quality of life of children with cerebral palsy. Heather Dickinson, Kathryn Parkinson, Vicki McManus,Catherine Arnaud, Eva Beckung, Jérôme Fauconnier, Susan I Michelsen, Jackie Parkes, Giorgio Schirripa, Ute Thyen and Allan Colver BMC Public Health, 2006, Vol. 6, pp. 273 Background: SPARCLE is a cross-sectional survey in nine European regions, examining the relationship of the environment of children with cerebral palsy to their participation and quality of life. The objective of this report is to assess data quality, in particular heterogeneity between regions, family and item non-response and potential for bias. Methods: 1,174 children aged 8–12 years were selected from eight population-based registers of children with cerebral palsy; one further centre recruited 75 children from multiple sources. Families were visited by trained researchers who administered psychometric questionnaires. Logistic regression was used to assess factors related to family non-response and self-completion of questionnaires by children. Results: 431/1,174 (37%) families identified from registers did not respond: 146 (12%) were not traced; of the 1,028 traced families, 250 (24%) declined to participate and 35 (3%) were not approached. Families whose disabled children could walk unaided were more likely to decline to participate. 818 children entered the study of which 500 (61%) self-reported their quality of life; children with low IQ, seizures or inability to walk were less likely to self-report. There was substantial heterogeneity between regions in response rates and socio-demographic characteristics of families but not in age or gender of children. Item non-response was 2% for children and ranged from 0.4% to 5% for questionnaires completed by parents. Conclusion: While the proportion of untraced families was higher than in similar surveys, the refusal rate was comparable. To reduce bias, all analyses should allow for region, walking ability, age and socio-demographic characteristics. The 75 children in the region without a population based register are unlikely to introduce bias.

Study protocol: SPARCLE – a multi-centre European study of the relationship of environment to participation and quality of life in children with cerebral palsy. Allan Colver* and the SPARCLE* group BMC Public Health 2006 Background: SPARCLE is a nine-centre European epidemiological research study examining the relationship of participation and quality of life to impairment and environment (physical, social and attitudinal) in 8–12 year old children with cerebral palsy. Concepts are adopted from the International Classification of Functioning, Disability and Health which bridges the medical and social models of disability. Methods/Design: A cross sectional study of children with cerebral palsy sampled from total population databases in 9 European regions. Children were visited by research associates in each country who had been trained together. The main instruments used were KIDSCREEN, Life-H, Strength and Difficulties Questionnaire, Parenting Stress Index. A measure of environment was developed within the study. All instruments were translated according to international guidelines. The potential for bias due to non response and missing data will be examined. After initial analysis using multivariate regression of how the data captured by each instrument relate to impairment and socio-economic characteristics, relationships between the latent traits captured by the instruments will then be analysed using structural equation modelling.

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Discussion: This study is original in its methods by directly engaging children themselves, ensuring those with learning or communication difficulty are not excluded, and by studying in quantitative terms the crucial outcomes of participation and quality of life. Specification and publication of this protocol prior to analysis, which is not common in epidemiology but well established for randomised controlled trials and systematic reviews, should avoid the pitfalls of data dredging and post hoc analyses.

Interobserver agreement of the Gross Motor Function Classification System in an ambulant population of children with cerebral palsy. Brona C McDowell* BSc Physio PhD; Claire Kerr BSc Physio PhD, Gait Analysis Laboratory, Musgrave Park Hospital; Jackie Parkes BNurs PhD, School of Nursing and Midwifery, Developmental Medicine and Child Neurology, 2007, Vol. 49 (7), pp. 528-533. Gross Motor Function Classification System (GMFCS) level was reported by three independent assessors in a population of children with cerebral palsy (CP) aged between 4 and 18 years (n=184; 112 males, 72 females; mean age 10y 10mo [SD 3y 7mo]). A software algorithm also provided a computed GMFCS level from a regional CP registry. Participants had clinical diagnoses of unilateral (n=94) and bilateral (n=84) spastic CP, ataxia (n=4), dyskinesia (n=1), and hypotonia (n=1), and could walk independently with or without the use of an aid (GMFCS Levels I–IV). Research physiotherapist (n=184) and parent/guardian data (n=178) were collected in a research environment. Data from the child’s community physiotherapist (n=143) were obtained by postal questionnaire. Results, using the kappa statistic with linear weighting (κlw), showed good agreement between the parent/guardian and research physiotherapist (κlw=0.75) with more moderate levels of agreement between the clinical physiotherapist and researcher (κlw=0.64) and the clinical physiotherapist and parent/guardian (κlw=0.57). Agreement was consistently better for older children (>2y). This study has shown that agreement with parent report increases with therapists’ experience of the GMFCS and knowledge of the child at the time of grading. Substantial agreement between a computed GMFCS and an experienced therapist (κlw=0.74) also demonstrates the potential for extrapolation of GMFCS rating from an existing CP registry, providing the latter has sufficient data on locomotor ability.

Lifestyle limitations of children and young people with severe cerebral palsy: a population study protocol. Collette Donnelly, Jackie Parkes, Brona McDowell & Catherine Duffy Journal of Advanced Nursing 61(5), 557–569 2007 Aim. This paper is a presentation of a study protocol to establish the prevalence of orthopaedic problems (hip dislocation, pelvic obliquity, spinal deformity and contractures) and their impact on pain, function, participation and health in a population of children and young people with severe cerebral palsy. Background. Cerebral palsy is the commonest cause of motor impairment in childhood and is associated with life-long disability. An estimated 30% of people with cerebral palsy have severe forms and are non-ambulant. Although the underlying neurological damage is not amenable to correction, many health services are dedicated to providing therapeutic and adaptive support to help people with the condition reach their potential. Method. A cross-sectional survey of children and young people, aged 4–25 years with severe, non- ambulant cerebral palsy as defined using the Gross Motor Function Classification System (Levels IV

47 | P a g e and V). Study participants will be identified from a pre-existing, geographically defined case register and recruited via a healthcare professional known to them. Two assessments will be undertaken: one involving parents/carers at home and using questionnaires; the other involving the child/young person ideally in one of three settings and including X-rays if clinically indicated. Discussion. This study will contribute to our knowledge of the history and epidemiology of orthopaedic problems in children and young people with cerebral palsy and how these problems accumulate and impact on participation, health and wellbeing. The study will also identify unmet need and make recommendations for good practice in relation to the orthopaedic care and management for people with severe cerebral palsy.

Self-reported quality of life of 8–12-year-old children with cerebral palsy: a cross-sectional European study. Heather O Dickinson, Kathryn N Parkinson, Ulrike Ravens-Sieberer, Giorgio Schirripa,* Ute Thyen, Catherine Arnaud, Eva Beckung, Jérôme Fauconnier, Vicki McManus, Susan I Michelsen, Jackie Parkes, Allan F Colver Lancet 2007; 369: 2171–78 Background Little is known about the quality of life (QoL) of disabled children. We describe self- reported QoL of children with cerebral palsy, factors that influence it, and how it compares with QoL of the general population. Methods 1174 children aged 8–12 years were randomly selected from eight population-based registers of children with cerebral palsy in six European countries and 743 (63%) agreed to participate; one further region recruited 75 children from multiple sources. Researchers visited these 818 children. 318 (39%) with severe intellectual impairment could not self-report; 500 (61%) reported their QoL using KIDSCREEN, an instrument with scores in ten domains, each with SD=10. Multivariable regression was used to relate QoL to impairments, pain, and sociodemographic characteristics. Comparisons were made with QoL data from the general population. Findings Impairments were not significantly associated with six KIDSCREEN domains. Comparison of least and most able groups showed that severely limited self-mobility was significantly associated with reduced mean score for physical wellbeing (7·6, 95% CI 2·7–12·4); intellectual impairment with reduced mean for moods and emotions (3·7, 1·5–5·9) and autonomy (3·3, 0·9–5·7); and speech difficulties with reduced mean for relationships with parents (4·5, 1·9–7·1). Pain was common and associated with lower QoL on all domains. Impairments and pain explained upto 3% and 7%, respectively, of variation in QoL. Children with cerebral palsy had similar QoL to children in the general population in all domains except schooling, in which evidence was equivocal, and physical wellbeing, in which comparison was not possible. Interpretation Parents can be reassured that most children aged 8–12 years with cerebral palsy will have similar QoL to other children. This finding should guide social and educational policy to ensure that disabled children participate fully in society. Because of its association with QoL, children’s pain should be carefully assessed. Determinants of Child-Parent Agreement in Quality-of-Life Reports: A European Study of Children With Cerebral Palsy. Melanie White-Koning, PhDa,b, Catherine Arnaud, MDa,b,c, Heather O. Dickinson, PhDd, Ute Thyen, MDe, Eva Beckung, PhDf, Jerome Fauconnier, MDg, Vicki McManus, BAh, Susan I. Michelsen, PhDi,

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Jackie Parkes, PhDj, Kathryn Parkinson, PhDk, Giorgio Schirripa, MDl†, Allan Colver, MDm Pediatrics, 2007, Vol. 120(4), pp. e804-e814. Objectives: The differences between child self-reports and parent proxy reports of quality of life in a large population of children with cerebral palsy were studied. We examined whether child characteristics, severity of impairment, socioeconomic factors, and parental stress were associated with parent proxy reports being respectively higher or lower than child self-reports of quality of life. Methods: This study was conducted in 2004–2005 and assessed child quality of life (using the Kidscreen questionnaire, 10 domains, each scored 0–100) through self-reports and parent proxy reports of 500 children aged 8 to 12 years who had cerebral palsy and were living in 7 countries in Europe. Results: The mean child-reported scores of quality of life were significantly higher than the parent proxy reports in 8 domains, significantly lower for the finances domain, and similar for the emotions domain. The average frequency of disagreement (child-parent difference greater than half an SD of child scores) over all domains was 64%, with parents rating their child’s quality of life lower than the children themselves in 29% to 57% of child-parent pairs. We found that high levels of stress in parenting negatively influenced parents’ perception of their child’s quality of life, whereas the main factor explaining parents’ ratings of children’s quality of life higher than the children themselves is self-reported severe child pain. Conclusions: This study shows that the factors associated with disagreement are different according to the direction of disagreement. In particular, parental wellbeing and child pain should be taken into account in the interpretation of parent proxy reports, especially when no child self-report of quality of life is available. In the latter cases, it may be advisable to obtain additional proxy reports (from caregivers, teachers, or clinicians) to obtain complementary information on the child’s quality of life.

Use of the Child Health Questionnaire in Children with Cerebral Palsy: A Systematic Review and Evaluation of the Psychometric Properties. Nichola McCullough, BSC, PHD and Jackie Parkes, BNURS, PHD Journal of Paediatric Psychology, 2008, Vol. 33, pp. 80-90 Objective: To review the psychometric performance of the Child Health Questionnaire (CHQ) in samples of children with cerebral palsy (CP). Method Four search terms were applied to five databases in a search for papers published between 1993 and January 2007. Results A total of 13 papers were identified, providing data on 1229 unique children aged 2–18 years old. Three studies reported on the reliability of the CHQ (internal consistency), whilst six studies provided evidence on various dimensions of validity (concurrent; discriminant and item discriminant validity). Conclusions This review identified a number of psychometric issues that need to be addressed. These include the assessment of additional types of reliability; an examination of the factor structure of the CHQ within the CP population; and the development of normative data using substantial representative samples, particularly in Europe. Until these issues are addressed, researchers utilizing the CHQ in children with CP should be cautious about its interpretation Psychological problems in children with cerebral palsy: a cross-sectional European study. Jackie Parkes Melanie White-Koning, Heather O Dickinson, Ute Thyen, Catherine Arnaud, Eva Beckung, Jerome Fauconnier, Marco Marcelli, Vicki McManus, Susan I. Michelsen, Kathryn Parkinson and Allan Colver Journal of Child Psychology and Psychiatry, 2008, Vol. 49, pp. 405-413

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Objectives: To describe psychological symptoms in 8–12-year-old children with cerebral palsy; to investigate predictors of these symptoms and their impact on the child and family. Design: cross sectional multi-centre survey. Participants: Eight hundred and eighteen children with cerebral palsy, aged 8–12 years, identified from population-based registers of cerebral palsy in eight European regions and from multiple sources in one further region. Main outcome measures: The Strengths and Difficulties Questionnaire (SDQ) P4)16 and the Total Difficulties Score (TDS) dichotomised into normal/borderline (TDS £ 16) versus abnormal (TDS > 16). Statistical analysis: Multilevel, multivariable logistic regression to relate the presence of psychological symptoms to child and family characteristics. Results: About a quarter of the children had TDS > 16 indicating significant psychological symptoms, most commonly in the domain Peer Problems. Better gross motor function, poorer intellect, more pain, having a disabled or ill sibling and living in a town were independently associated with TDS > 16. The risk of TDS > 16 was odds ratio (OR) ¼ .2 (95% CI: .1 to .3) comparing children with the most and least severe functional limitations; OR ¼ 3.2 (95%CI: 2.1 to 4.8) comparing children with IQ < 70 and others; OR ¼ 2.7 (95% CI: 1.5 to 4.6) comparing children in severe pain and others; OR ¼ 2.7 (95% CI:1.6 to 4.6) comparing children with another disabled sibling or OR ¼ 1.8 (95%CI: 1.2 to 2.8) no siblings and others; OR ¼ 1.8 (95% CI: 1.1 to 2.8) comparing children resident in a town and others. Among parents who reported their child to have psychological problems, 95% said they had lasted over a year, 37% said they distressed their child and 42% said they burdened the family at least ‘quite a lot’. Conclusions: A significant proportion of children with cerebral palsy have psychological symptoms or social impairment sufficiently severe to warrant referral to specialist services. Care must be taken in the assessment and management of children with cerebral palsy to ensure psychological problems are not overlooked and potentially preventable risk factors like pain are treated effectively. The validity of the SDQ for children with severe disability warrants further assessment.

Energy efficiency in gait, activity, participation, and health status in children with cerebral palsy. Claire Kerr* Jackie Parkes Mike Stevenson BSc (Hons) PGCHET Aidan P Cosgrove MD, FRCS (Orth); Brona C McDowell BSc (Hons) Physio PhD Developmental Medicine & Child Neurology, 2008. Vol. 50(3), pp. 204-210. The aim of the study was to establish if a relationship exists between the energy efficiency of gait, and measures of activity limitation, participation restriction, and health status in a representative sample of children with cerebral palsy (CP). Secondary aims were to investigate potential differences between clinical subtypes and gross motor classification, and to explore other relationships between the measures under investigation. A longitudinal study of a representative sample of 184 children with ambulant CP was conducted (112 males, 72 females; 94 had unilateral spastic CP, 84 had bilateral spastic CP, and six had non-spastic forms; age range 4–17y; Gross Motor Function Classification System Level I, n=57; Level II, n=91; Level III, n=22; and Level IV, n=14); energy efficiency (oxygen cost) during gait, activity limitation, participation restriction, and health status were recorded. Energy efficiency during gait was shown to correlate significantly with activity limitations; no relationship between energy efficiency during gait was found with either participation restriction or health status. With the exception of psychosocial health, all other measures showed significant differences by clinical subtype and gross motor classification. The energy efficiency of walking is not reflective of participation restriction or health status. Thus, therapies leading to improved energy efficiency may not necessarily lead to improved participation or general health.

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Children with cerebral palsy (CP) have an increased energy cost of walking compared with typically- developing peers.1, 2 Within the spectrum of the condition, increasing energy costs are associated with an increase in the severity of functional involvement.3 Functional and community ambulation issues associated with this increased cost of walking may have a direct effect on participation and social integration of the child at home, at school, and in the community setting. These considerations are particularly relevant given the World Health Organization’s International Classification of Functioning, Disability and Health (ICF).4 This classification has provided a useful framework for the comprehensive assessment of the individual: ‘impairments’ are defined as problems in body structures and functions; ‘activity limitations’ as difficulties an individual may have in the execution of a task or action; and ‘participation restrictions’ as the problems an individual may experience in involvement in life situations.4 Although increasing levels of impairment would appear to be associated with increasing levels of activity limitations, there are conflicting reports in the literature with regard to the strength of this relationship.5–8 More recently, the relationship between measures of activity limitations and participation restrictions and/or health status have been explored in an attempt to understand the day-to-day implications of living with functional limitations.9–16 Three studies to date15,17,18 have investigated the relationship between energy efficiency of gait and other aspects of health and lifestyle. Tervo et al.17 reported moderate correlations between energy efficiency and four of the five Pediatric Orthopedic Society of North America subscales: global function and comfort; upper extremity function; transfers and mobility; and physical function and sports. Oeffinger and colleagues, 15 in a retrospective review, also detected moderate correlations between oxygen cost (O2 cost) and dimensions D and E of the Gross Motor Function Measure (GMFM). Recently published prospective work from the same research group18 confirmed these findings; however, no relationship was found between O2 cost and the emotional and social subscales of the Pediatric Quality of Life Inventory. To describe the consequences of CP over time, a longitudinal study investigating the locomotor abilities of children within a representative sample of the population was undertaken. The primary hypothesis at baseline was to establish if a relationship existed between energy efficiency (as defined by the O2 cost of walking) and (1) activity limitations, (2) participation restrictions, and (3) health status. Secondary aims were to establish if the measures used could detect significant differences between children of differing clinical subtypes and Gross Motor Function Classification System (GMFCS) levels;19 and to explore the relationships between the measures used.

Health status of children with cerebral palsy living in Europe: a multi-centre study. E. Beckung, M. White-Koning, M. Marcelli, V. McManus, S. Michelsen, J. Parkes, K. Parkinson, U. Thyen, C. Arnaud, J. Fauconnier and A. Colver Child: Care, Health & Development, 2008, Vol. 34, pp. 806-814 Aim: The aim of this report is to describe the health status of 8–12-year-old children with cerebral palsy (CP) of all severities in Europe using the Child Health Questionnaire (CHQ). Method: A total of 818 children with CP from nine centres in defined geographical areas participated. CP type, gross and fine motor function, additional impairments were classified and family data were obtained. The CHQ was used to measure the parent’s perception of their child’s physical (PHY) and psychosocial (PSY) health. Results: PHY scores were lower than the reference samples with a median of 46.The severity of gross motor function influenced the CHQ scores significantly in the PHY scale with the lowest scores for children with least gross motor function. There were significant differences between the CP types

51 | P a g e in PHY with the higher scores for children with unilateral spastic and the lowest scores for children with bilateral spastic and dyskinetic CP type. Fine motor function severity significantly affected both the PHY and PSY scales.The severity of intellectual impairment was significantly associated with CHQ scores in most dimensions with higher scores for higher IQ level in PHY and PSY. Children with seizures during the last year had a significantly lower health compared with children without seizures. The results of the multivariate regression analyses (forward stepwise regression) of CHQ scores on CP subtype, gross and fine motor function, cognitive function, additional impairments, seizures, parental education and employment revealed gross motor function, cognitive level and type of school attended were significant prognostic factors. Conclusion: This report is based on the largest sample to date of children with CP. Health status as measured using the CHQ was affected in all children and was highly variable. Gross motor function level correlates with health from the PHY well-being perspective but the PSY and emotional aspects do not appear to follow the same pattern.

Frequency of participation of 8–12-year-old children with cerebral palsy: A multi-centre cross- sectional European study. Susan I. Michelsena, Esben M. Flachsa, Peter Uldallb, Eva L. Eriksenc, Vicki McManusd, Jackie Parkese, Kathryn N. Parkinsonf, Ute Thyeng, Catherine Arnaudh, Eva Beckungi,j, Heather O. Dickinsonk, Je´rome Fauconnierl, Marco Marcellim, Allan Colvern European Paediatric Neurology Society 2008 Participation in home, school and community is important for all children; and little is known about the frequency of participation of disabled children. Frequency of participation is a valuable outcome measure for evaluating habilitation programmes for disabled children and for planning social and health services. We investigated how frequency of participation varied between children with cerebral palsy and the general population; and examined variation across countries to understand better how the environmental factors such as legislation, public attitudes and regulation in different countries might influence participation. We undertook a multi-centre, population-based study in children with and without cerebral palsy. Working from the Life-H instrument, we developed a questionnaire to capture frequency of participation in 8–12-year-old children. In nine regions of seven European countries, parents of 813 children with cerebral palsy and 2939 children from the general populations completed the questionnaire. Frequency of participation for each question was dichotomised about the median; multivariable logistic regressions were carried out. In the general population, frequency of participation varied between countries. Children with cerebral palsy participated less frequently in many but not all areas of everyday life, compared with children from the general population. There was regional variation in the domains with reduced participation and in the magnitude of the differences. We discuss how this regional variation might be explained by the different environments in which children live. Attending a special school or class was not associated with further reduction in participation in most areas of everyday life. 2008 European Paediatric Neurology Society. Published by Elsevier Ltd. All rights reserved.

Parent-Reported Quality of Life of Children With Cerebral Palsy in Europe. Catherine Arnaud, MDa,b, Melanie White-Koning, PhDa, Susan Ishoy Michelsen, MD, PhDc, Jackie Parkes, PhD, BNursd, Kathryn Parkinson, PhDe, Ute Thyen, MDf, Eva Beckung, PhDg, Heather O. Dickinson, BSc, PhDh, Jerome Fauconnier, MDi, Marco Marcelli, MDj, Vicki McManus, BA, RGN, RCNk, Allan Colver, MD, FRCPCHl

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Pediatrics, Vol. 121, pp. 54-64 Objective: The goal was to determine whether the type and severity of the child’s impairments and the family’s psychosocial, social, and economic characteristics influence parent-reported child quality of life across the spectrum of severity of cerebral palsy. Methods: Our population-based, cross-sectional survey conducted in 2004 to 2005 involved 818 children with cerebral palsy, 8 to 12 years of age, from 7 countries (9 regions) in Europe. Child quality of life was assessed through parent reports by using the Kidscreen questionnaire, and data were analyzed separately for each of its 10 domains. Results: The parental response rates were _93% for all domains except one. Gross motor function and IQ level were found to be associated independently with quality of life in most domains. However, greater severity of impairment was not always associated with poorer quality of life; in the moods and emotions, self-perception, social acceptance, and school environment domains, less severely impaired children were more likely to have poor quality of life. Pain was associated with poor quality of life in the physical and psychological well-being and self-perception domains. Parents with higher levels of stress were more likely to report poor quality of life in all domains, which suggests that factors other than the severity of the child’s impairment may influence the way in which parents report quality of life. Conclusions: The parent-reported quality of life for children with cerebral palsy is associated strongly with impairment. However, depending on the areas of life, the most severely impaired children (in terms of motor functioning or intellectual ability) do not always have the poorest quality of life.

Frequency of participation of 8–12-year-old children with cerebral palsy: A multi-centre cross- sectional European study. Susan I. Michelsena, Esben M. Flachsa, Peter Uldallb, Eva L. Eriksenc, Vicki McManusd, Jackie Parkese, Kathryn N. Parkinsonf, Ute Thyeng, Catherine Arnaudh, Eva Beckungi,j, Heather O. Dickinsonk, Jerome Fauconnierl, Marco Marcellim, Allan Colvern European Journal of Paediatric Neurology, 2009, Vol. 13, pp. 165-177. Participation in home, school and community is important for all children; and little is known about the frequency of participation of disabled children. Frequency of participation is a valuable outcome measure for evaluating habilitation programmes for disabled children and for planning social and health services. We investigated how frequency of participation varied between children with cerebral palsy and the general population; and examined variation across countries to understand better how the environmental factors such as legislation, public attitudes and regulation in different countries might influence participation. We undertook a multi-centre, population-based study in children with and without cerebral palsy. Working from the Life-H instrument, we developed a questionnaire to capture frequency of participation in 8–12-year-old children. In nine regions of seven European countries, parents of 813 children with cerebral palsy and 2939 children from the general populations completed the questionnaire.

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Reliability and Validity of the Child Health QuestionnairePF-50 for European Children with Cerebral Palsy. Nichola McCullough, PHD, Jackie Parkes, PHD, BNURS, Melanie White-Koning, PHD, Eva Beckung, PT, PHD, and Allan Colver MD, FRCPH Journal of Pediatric Psychology 2009, Vol. 34, pp. 41-50. Objective: to evaluate the psychometric performance of the Child Health Questionnaire (CHQ) in children with cerebral palsy (CP). Method 818 parents of children with CP, aged 8–12 from nine regions of Europe completed the CHQ (parent form 50 items). Functional abilities were classified using the five-level Gross Motor Function Classification Scheme (Levels I–III as ambulant; Level IV–V as non ambulant CP). Results Ceiling effects were observed for a number of subscales and summary scores across all Gross Motor Function Classification System levels, whilst floor effects occurred only in the physical functioning scale (Level V CP). Reliability was satisfactory overall. Confirmatory factor analysis (CFA) revealed a seven-factor structure for the total sample of children with CP but with different factor structures for ambulant and non ambulant children. Conclusion The CHQ has limited applicability in children with CP, although with judicious use of certain domains for ambulant and non ambulant children can provide useful and comparable data about child health status for descriptive purposes.

The health of children with cerebral palsy and stress in their parents. Jackie Parkes, Nichola McCullough, Ann Madden & Elaine McCahey Journal of Advanced Nursing, 2009, Vol. 65, pp. 2311-2323. Title: The health of children with cerebral palsy and stress in their parents. Aim: This paper is a report of a study conducted to describe the health of children with cerebral palsy and investigate predictors of stress in their parents. Background: Children with severe cerebral palsy tend to have poorer health than their able-bodied peers, and their parents are more likely to be stressed and have poorer health. Method: A cross-sectional survey with home visits using standard questionnaires was administered to parents in 2004–05. A total of 102/199 (51%) children and parents participated. The children were compared with a normative sample. Results: Children with cerebral palsy had poorer physical health, and 79% of parents reported that their child had moderate to severe pain. Their poorer health, in comparison with the normal sample and measured by the Child Health Questionnaire, was related to feeding problems and seizures, general health perceptions to intellectual and feeding impairment, and family activities with severe motor, intellectual and feeding impairment. Poorer psychological wellbeing on the hyperactivity domain of the Strengths & Difficulties Questionnaire was related to feeding difficulties, on the pro social domain to more severe forms of all child impairments, and on the social impairment scale to intellectual impairment. Children with psychological problems had statistically significantly increased odds (OR = 7Æ2, 95% CIs 2Æ6–20Æ3) of having parents with high stress. Conclusion: Children with cerebral palsy and associated impairments are at higher risk of poorer health and family well-being. A family-centred approach to the care of children with cerebral palsy and their families is essential to ensure both receive adequate care and support.

Psychological problems in children with hemiplegia: a European multicentre survey. J Parkes, M White-Koning, N McCullough, A Colver Archives of Disease in Childhood, 2009, Vol. 94, pp. 429-433.

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Objective: To describe the prevalence and determinants of psychological problems in European children with hemiplegia. Design: Cross-sectional survey. Setting: Home visits in nine European regions by research associates who administered standard questionnaires to parents. Patients: 279 children with hemiplegia aged 8–12 years were recruited from population- based case registers. Outcome measure: Strengths and Difficulties Questionnaire comprising emotion, conduct, hyperactivity, peer problems and pro social domains. An ‘‘impact score’’ (IS) measures the social and psychological impact of the child’s difficulties. Results: Children with hemiplegia had higher mean scores on the total difficulties score (TDS) compared with a normative sample (p, 0.001). 48% and 57% of children, respectively, had borderline–abnormal TDS and IS. Significant, independent associations were observed between intellectual impairment and an increased risk for hyperactivity (odds ratio; OR 8.4, 95% CI 3.4 to 20.8), peer problems (OR 3.1, 95% CI 1.7 to 5.5), psychological and social impact (OR 3.0, 95% CI 1.6 to 5.6) when children with an intellectual quotient (IQ),50 were compared with those with an IQ .70. Boys had an increased risk for conduct (OR 2.1, 95% CI 1.2 to 3.7) and hyperactivity disorders (OR 2.5, 95% CI 1.4 to 4.6). Poor self-esteem was associated with an increased risk for peer problems (OR 5.8, 95% CI 2.5 to 13.4) and poor pro social skills (OR 7.5, 95% CI 2.4 to 23.2) compared with those with high self-esteem. Other determinants of psychological adjustment were impaired communication, severe pain and living with a single parent. Conclusions: Many of the psychological problems identified are amenable to treatment. Special attention should be given to those at highest risk of developing psychological difficulties.

Children with cerebral palsy: severity and trends over time. Geraldine Surmana, Karla Hemmingb, Mary J. Plattc, Jackie Parkesd, Abbi Greene, Jane Huttonb and Jennifer J. Kurinczuka Paediatric and Perinatal Epidemiology 2009; 23: 513–521 Increasingly, more very-low-birthweight infants in the developed world are now expected to survive the neonatal period than was previously the case. There are concerns that there may be a related increase in the number of infants developing severe sensorimotor impairments. Pooled data from five registers contributing to the UK Network of Cerebral Palsy Registers, Surveys and Databases were used to identify patterns of motor impairment in relation to additional impairments and to birthweight, and to assess whether prevalence of cerebral palsy (CP) by birthweight and by severity of motor impairment had changed over time. Low-birthweight infants are at greater risk of developing CP than larger-birthweight babies. The CP rate amongst children with birthweights <2500 g was significantly higher at 16 per 1000 livebirths [95% confidence interval (CI) 14.9, 16.2] than 1.2 per 1000 livebirths [95% CI 11, 1.2] for normal-birthweight children. Despite being at greater risk of developing CP, smaller-birthweight babies are proportionately less likely to develop the most severe forms of motor impairment. Of those born weighing _2500 g, 23% compared with 15% weighing <1000 g (P < 0.001) were in the most severely motor impaired group. Severe motor impairment is associated with higher levels of additional impairments. CP rates for each motor impairment group in the 1990s were similar to those in the late 1970s. Rates of CP among infants born below normal birthweight are high but have decreased over time. The CP rate for infants weighing 1000–1499 g at birth decreased from around 180 per 1000 livebirths in 1979 to around 50 per 1000 livebirths from the early 1990s onwards.

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Determinants of participation and quality of life of adolescents with cerebral palsy: a longitudinal study (SPARCLE2). Allan F Colver, Heather O Dickinson and SPARCLE group BMC Public Health 2010 Background: Children and adults with impairments such as cerebral palsy have lower participation in life situations than able-bodied people. Less is known about their subjective perception of their lives, called their quality of life. During adolescence, rapid physical and psychological changes occur; although these may be more difficult for disabled than for able-bodied adolescents, little research has examined the lives of disabled adolescents. In 2003-4 a European Union funded project, SPARCLE, visited 818 children aged 8-12 years with cerebral palsy, sampled from population-based registers in nine European regions. The quality of life reported by these disabled children was similar to that of the general population but their participation was lower; levels of participation varied between countries even for children with similar severity of cerebral palsy. We are currently following up these children, now aged 13-17 years, to identify (i) to what extent contemporaneous factors (pain, impairment, psychological health and parental stress) predict their participation and quality of life, (ii) what factors modify how participation and quality of life at age 8-12 years are associated with participation and quality of life in adolescence, and (iii) whether differences between European countries in participation and quality of life can be explained by variations in environmental factors. Methods/Design: Trained researchers will visit families to administer questionnaires to capture the adolescents' type and severity of impairment, socio-demographic characteristics, participation, quality of life, psychological health, pain, environmental access and parental stress. We will use multivariable models (linear, logistic or ordinal) to assess how adolescent participation, quality of life, psychological health, pain, environmental access and parental stress, vary with impairment and socio-demographic characteristics and, where possible, how these outcomes compare with general population data. For participation and quality of life, longitudinal analyses will assess to what extent these are predicted by corresponding levels in childhood and what factors modify this relationship. Structural equation modelling will be used to identify indirect relationships mediated by other factors.

Socio-economic inequalities in cerebral palsy prevalence in the United Kingdom: a register-based study. Helen Dolka, Sam Pattendenc, Sandra Bonellied, Allan Colvere, Andy Kingf, Jennifer J Kurinczukf, Jackie Parkesb, Mary Jane Plattg and Geraldine Surman Paediatric & Perinatal Epidemiology, 2010, Vol. 24, pp. 149-155 Evidence is unclear as to whether there is a socio-economic gradient in cerebral palsy (CP) prevalence beyond what would be expected from the socio-economic gradient for low birthweight, a strong risk factor for CP. We conducted a population-based study in five regions of the UK with CP registers, to investigate the relationship between CP prevalence and socio-economic deprivation, and how it varies by region, by birthweight and by severity and type of CP. The total study population was 1 657 569 live births, born between 1984 and 1997. Wards of residence were classified into five quintiles according to a census-based deprivation index, from Q1 (least deprived) to Q5 (most deprived). Socio-economic gradients were modelled by Poisson regression, and region- specific estimates combined by meta-analysis.

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The prevalence of post neonatally acquired CP was 0.14 per 1000 live births overall. The mean deprivation gradient, expressed as the relative risk in the most deprived vs. the least deprived quintile, was 1.86 (95% confidence interval [95% CI 1.19, 2.88]). The prevalence of non-acquired CP was 2.22 per 1000 live births. For non-acquired CP the gradient was 1.16 [95% CI 1.00, 1.35]. Evidence for a socio-economic gradient was strongest for spastic bilateral cases (1.32 [95% CI 1.09, 1.59]) and cases with severe intellectual impairment (1.59 [95% CI 1.06, 2.39]). There was evidence for differences in gradient between regions. The gradient of risk of CP among normal birthweight births was not statistically significant overall (1.21 [95% CI 0.95, 1.54]), but was significant in two regions. There was non-significant evidence of a reduction in gradients over time. The reduction of the higher rates of post neonatally acquired CP in the more socioeconomically deprived areas is a clear goal for prevention. While we found evidence for a socio-economic gradient for non-acquired CP of antenatal or perinatal origin, the picture was not consistent across regions, and there was some evidence of a decline in inequalities over time. The steeper gradients in some regions for normal birth weight cases and cases with severe intellectual impairment require further investigation

The impact of intellectual impairment on the quality of life of children with cerebral palsy. Ann Madden and Jackie Parkes Learning Disability Practice, 2010, Vol. 13, pp. 28-33 Cerebral palsy is the most common cause of physical disability in childhood and half of these children will have an intellectual impairment. This article reports on the quality of life of children with cerebral palsy and explores the impact of intellectual impairment. Learning disability nurses have a critical role to play in improving the quality of life for this patient group, particularly in relation to their physical health and creating opportunities to promote social skill development and social inclusion.

Nursing babies at risk of cerebral palsy in the neonatal period. Sharon Nurse, Jackie Parkes Journal of Neonatal Nursing, 2010, Vol. 16, pp. 215-220 Abstract Cerebral palsy (CP) is a leading cause of physical disability in childhood with evidence that 90% of children with the condition sustain damage or malformation to their developing brain during the antenatal period. With half of all cases of children with CP being born prematurely many need extra help and support in the neonatal period. The aims of neonatal nursing for this high risk group include prevention of further neurological complications as well as working maintain stable infant physiology and provide information and support to parents. While a diagnosis of CP is seldom welcome there is now evidence that most children with CP are mildly affected, most have a normal life expectancy, most are well adjusted and most are happy, reporting a quality of life similar to children without CP. Neonatal nurses are ideally placed to communicate and prepare parents of children at high risk of developing CP about more positive future likely outcomes than previously thought.

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Oromotor dysfunction and communication impairments in children with cerebral palsy: a register study. Jackie Parkes Nan Hill Mary Jane Platt Caroline Donnelly Developmental Medicine & Child Neurology, 2010, Vol. 52 pp. 1113-1119 Aim: To report the prevalence, clinical associations, and trends over time of oromotor dysfunction and communication impairments in children with cerebral palsy (CP). Method: Multiple sources of ascertainment were used and children followed up with a standardized assessment including motor speech problems, swallowing ⁄ chewing difficulties, excessive drooling, and communication impairments at age 5 years. Results: A total of 1357 children born between 1980 and 2001 were studied (781 males, 576 females; median age 5y 11mo, interquartile range 3–9y; unilateral spastic CP, n=447; bilateral spastic CP, n=496; other, n=112; Gross Motor Function Classification System [GMFCS] level: I, 181; II, 563; III, 123; IV, 82; IV, 276). Of those with ‘early-onset’ CP (n=1268), 36% had motor speech problems, 21% had swallowing ⁄ chewing difficulties, 22% had excessive drooling, and 42% had communication impairments (excluding articulation defects). All impairments were significantly related to poorer gross motor function and intellectual impairment. In addition, motor speech problems were related to clinical subtype; swallowing ⁄ chewing problems and communication impairments to early mortality; and communication impairments to the presence of seizures. Of those with CP in GMFCS levels IV to V, a significant proportion showed a decline in the rate of motor speech impairment (p=0.008) and excessive drooling (p=0.009) over time. Interpretation: These impairments are common in children with CP and are associated with poorer gross motor function and intellectual impairment.

Age-related changes in energy efficiency of gait, activity, and participation in children with cerebral palsy. Kerr, C; McDowell, B; Parkes, JL; Stevenson, M; Cosgrove, A. Developmental Medicine and Child Neurology, 2011, Vol. 53, pp. 61-67. Aim: The aim of this study was to use a prospective longitudinal study to describe age-related trends in energy efficiency during gait, activity, and participation in ambulatory children with cerebral palsy (CP). Method: Gross Motor Function Measure (GMFM), Paediatric Evaluation of Disability Inventory (PEDI), and Lifestyle Assessment Questionnaire-Cerebral Palsy (LAQ-CP) scores, and energy efficiency (oxygen cost) during gait were assessed in representative sample of 184 children (112 male; 72 female; mean age 10y 9mo; range 4–16y) with CP. Ninety-four children had unilateral spastic CP, 84 bilateral spastic CP, and six had other forms of CP. Fifty-seven were classified as Gross Motor Function Classification System(GMFCS) level I, 91 as level II, 22 as level III, and 14 as level IV). Assessments were carried out on two occasions (visit 1 and visit 2) separated by an interval of 2 years and 7 months. A total of 157 participants returned for reassessment. Results: Significant improvements in mean raw scores for GMFM, PEDI, and LAQ-CP were recorded; however, mean raw oxygen cost deteriorated over time. Age-related trends revealed gait to be most inefficient at the age of 12 years, but GMFM scores continued to improve until the age of 13 years, and two PEDI subscales to age 14 years, before deteriorating (p<0.05). Baseline score was consistently the single greatest predictor of visit 2 score. Substantial agreement in GMFCS ratings over time was achieved (jlw =0.74–0.76).

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Interpretation: These findings have implications in terms of optimal provision and delivery of services for young people with CP to maximize physical capabilities and maintain functional skills into adulthood.

The health of children and young people with cerebral palsy: A longitudinal, population-based study. Nichola McCullough, Jackie Parkes a, Claire Kerr, Brona C. McDowell International Journal of Nursing Studies, 2011 Feb 15. Background: Cerebral palsy (CP) is a chronic condition about which little is known in relation to the long term stability of and factors influencing health. Objectives: To describe the health status of 4–17 year olds with ambulant CP, compare with the general population and identify factors predicting change in health over time. Design: A longitudinal, clinical survey. Setting: A regional hospital-based Gait Analysis Laboratory. Participants: Those aged 4–17 years and able to walk at least 10 m independently were identified from a case register of people with CP. A total of 184 subjects took part (38% of all eligibles in the region); 154 (84%) returned for a second assessment on average 2.5 years later. Methods: The Child Health Questionnaire (Parent-form-50) was completed by 184 parentsat time 1, and 156 at time 2. Results: Children and young people with CP have significantly poorer health across a number of domains when compared to children in the general child population. Over time improvements occurred in behaviour (p = 0.01), family activities (p < 0.001) and physical functioning (p = 0.05). Linear regression showed that gross motor function (p < 0.001) and cerebral palsy subtype (p < 0.05) were associated with changes in physical functioning; age was associated with changes in behaviour (p = 0.007) and family activities (p = 0.01); and communication ability was significantly associated with changes in family activities (p = 0.005). Conclusions: Children and young people with CP have poorer health than their able bodied peers but relatively stable health over 2.5 years. Where change occurred, it was for the better.

Parenting stress and children with cerebral palsy: a European cross-sectional survey. Jackie Parke, Barbara Caravale, Marco Marcelli, Francesco Franco, Allan Colver Developmental Medicine & Child Neurology, 2011 Sep; 53(9): 815-21 Aim: The aim of this study was to describe stress in the parents of children with cerebral palsy and investigate associations with very high stress. Method: A cross-sectional survey was conducted of parents of 818 children aged 8 to 12 years from nine regions in Europe. Families were eligible to participate if they were living in one of the specified geographic areas. Parental stress was captured using the Parenting Stress Index Short Form, which has 36 items and takes 10 minutes to complete. Parents rate items on a 5-point Likert scale, with higher scores indicating higher stress. The Short Form yields scores on three subscales and a Total Stress score. A trained research associate administered the questionnaire in the child’s home and visits lasted 90 to 120 minutes. All data collected were reported by parents unless otherwise stated. Results: The Total Stress score on the Parenting Stress Index was dichotomized into scores of less than 99 or 99 or more, the latter indicating ‘very high’ stress. Most respondents were mothers (94%), and 26%reported very high stress levels. The parents of children with communication impairment had higher odds for very high stress (odds ratio [OR] 1.9; 95% confidence interval [CI]

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1.2–3.0) than those whose child had no such impairment; the parents of children with moderate or severe pain had higher odds for very high stress (OR 1.7 [95%CI 1.1–2.4] and 2.5 [95% CI 1.5–4.3] respectively)than those whose child had no pain; and the parents of children with an intellectual impairment had higher odds for very high stress (OR 1.8; 95%CI 1.2–2.9) than those whose child had none. There was no association between very high stress and motor impairment. The subscales ‘parent–child dysfunctional interaction’ and ‘difficult child’ contributed most to the Total Stress score. Interpretation: Parents of children with communication difficulties, intellectual impairment, or pain are at very high risk of stress. The final model explained 12% of the observed variation in very high stress.

Accommodative Dysfunction in Children with Cerebral Palsy: A Population-Based Study. Julie F. McClelland, Jackie Parkes, Nan Hill, A. Jonathan Jackson and Kathryn J. Saunders Archives of Physical Medicine and Rehabilitation, 2012. PURPOSE. To determine the prevalence, nature, and degree of accommodative dysfunction among children with different types and severities of cerebral palsy (CP) in Northern Ireland. METHODS. Ninety subjects with CP (aged 4–15 years) were recruited through the Northern Ireland CP Register (NICPR). Modified Nott dynamic retinoscopy was used to measure lag and lead of accommodation at three test distances: 25 cm (4 D), 16.7 cm (6 D), and 10 cm (10 D) with the distance correction in place. Accommodative function was also assessed in an age-matched control group (n _ 125) for comparison. Each subject’s neurologic status was derived from the NICPR. RESULTS. Children with CP demonstrate significantly reduced accommodative responses compared with their neurologically normal peers. Of the subjects with CP, 57.6% demonstrated an accommodative lag outside normal limits at one or more distances. Reduced accommodative responses were significantly associated with more severe motor and intellectual impairments (ANOVA P _ 0.001, P _ 0.01, respectively). CONCLUSIONS. Brain injury such as that present in CP has a significant impact on accommodative function. These findings have implications for the optometric care of children with CP and inform our understanding of the impact of early brain injury on visual development.

Association Between Participation in Life Situations of Children With Cerebral Palsy and Their Physical, Social, and Attitudinal Environment: A Cross-Sectional Multicenter European Study. Allan Colver, MD, Ute Thyen, MD, Catherine Arnaud, MD, Eva Beckung, PhD, Jerome Fauconnier, MD, Marco Marcelli, MD, Vicki McManus, MSc, Susan I. Michelsen, MD, Jackie Parkes, PhD, Kathryn Parkinson, PhD, Heather O. Dickinson, PhD Archives of Physical Medicine and Rehabilitation, 2012. Abstract. Association between participation in life situations of children with cerebral palsy and their physical, social, and attitudinal environment: a cross-sectional multicenter European study. Objective: To evaluate how participation of children with cerebral palsy (CP) varied with their environment. Design: Home visits to children. Administration of Assessment of Life Habits and European Child Environment Questionnaires. Structural equation modeling of putative associations between specific domains of participation and environment, while allowing for severity of child’s impairments and pain. Setting: European regions with population-based registries of children with CP.

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Participants: Children (n_1174) aged 8 to 12 years were randomly selected from 8 population-based registries of children with CP in 6 European countries. Of these, 743 (63%) agreed to participate; 1 further region recruited 75 children from multiple sources. Thus, there were 818 children in the study. Interventions: Not applicable. Main Outcome Measure: Participation in life situations. Results: For the hypothesized associations, the models confirmed that higher participation was associated with better availability of environmental items. Higher participation in daily activities— mealtimes, health hygiene, personal care, and home life—was significantly associated with a better physical environment at home (P_.01). Mobility was associated with transport and physical environment in the community. Participation in social roles (responsibilities, relationships, recreation) was associated with attitudes of classmates and social support at home. School participation was associated with attitudes of teachers and therapists. Environment explained between 14% and 52% of the variation in participation. Conclusions: The findings confirmed the social model of disability. The physical, social, and attitudinal environment of disabled children influences their participation in everyday activities and social roles.

Predictors of drop-out in a multi-centre longitudinal study of participation and quality of life of children with cerebral palsy. Dickinson H; Rapp M; Arnaud C; Carlsson M; Colver AF; Fauconnier J; Lyons A; Marcelli M; Michelsen SI; Parkes, JL; Parkinson K. BMC research notes, 2012. Background: SPARCLE is a study across nine European regions which examines the predictors of participation and quality of life of children with cerebral palsy. Children and their families were initially interviewed in 2004/2005when the children were aged 8–12 years (SPARCLE1); they were approached again in 2009/2010 at age 13–17 years (SPARCLE2). The objective of this report is to assess potential for bias due to family non-response in SPARCLE2. Logistic regression was used to assess whether socio-demographic factors, parental stress and child impairment were related to non-response, both overall and by category (failure to trace families, death of child, traced families declining to participate). Results: Of the 818 families who participated in SPARCLE1, 224/818 (27%) did not participate in SPARCLE2. 51/818 (6%) were not traced. Among the 767 traced families, 32/767 (4%) children with cerebral palsy had died, seven children had been incorrectly diagnosed as having cerebral palsy, thirteen families had moved out of the region and one family had language problems. Of the remaining 714 families, 120/714 (17%) declined to participate. Drop-out between SPARCLE1 and SPARCLE2 varied significantly between regions; families were more difficult to trace and more likely to decline to participate if the parents’ educational qualifications, as recorded in SPARCLE1, were lower; they were also more likely to decline to participate if SPARCLE1 recorded that they were more stressed or if they had not completed a SPARCLE1 stress questionnaire. Conclusions: To reduce the risk of bias, all SPARCLE2 analyses should allow for factors (region and walking ability) which determined the sampling strategy, either by adjusting for these factors or by using sampling weights. Further analyses should be performed, adjusting for additional factors that were associated with non-response: parents' educational qualifications, family structure and

61 | P a g e parental stress. To allow for differential non-response in studies which sample from population registers, such registers should routinely record socio-demographic information.

Recruitment bias and characteristics of participants with severe cerebral palsy in a cross-sectional survey. Jackie Parkes, Collette Donnelly, Brona McDowell & Catherine Duffy Journal of Advanced Nursing, 2012 Feb; 68(2):368-78. Aim. This article is a report of recruitment bias in a sample of 5–25-year-oldpatients with severe cerebral palsy. Background. The way in which study participants are recruited into research can be a source of bias. Method. A cross-sectional survey of 5–25-year-old patients with severe cerebral palsy using standardized questionnaires with parents/carers was undertaken in 2007/2008. A case register was used as the sampling frame, and 260 families were approached: 178/260 (68%) responded and 82/260 families never replied (non respondents). Among responders: 127/178 (71%) opted in to the study, but only 123/127 were assessed, and 82/178 were opted out (or refused). Multivariable logistic regression giving odds ratios was used to study the association between participant characteristics and study outcomes (responders vs. non- responders; opting in vs. opting out; assessed vs. eligible, but not assessed). Results. Responders (compared with non-responders) were significantly more likely to have a family member with cerebral palsy who was male and resident in more affluent areas. Families who opted in (compared with those opting out and refusing) were more likely to have a family member with cerebral palsy and intellectual impairment and to reside in certain geographical areas. Families who were actually assessed (compared with all eligible, but not assessed) were more likely to have a family member with cerebral palsy and intellectual impairment. Conclusion. Several sources of bias were identified during recruitment for this study. This has implications for the interpretation and conclusions of surveys of people with disabilities and complex needs.

Stability of motor function and associated impairments between childhood and adolescence in young people with cerebral palsy in Europe. Malin Nystrand; Eva Beckung; Heather Dickinson; Allan Colver Developmental Medicine and Child Neurology 2014 AIM The aim of the study was to investigate whether impairments associated with cerebral palsy were stable between childhood and adolescence. METHOD The Study of Participation of Children with Cerebral Palsy Living in Europe (SPARCLE) longitudinal study was conducted in nine European regions. In total, 818 children aged 8 to 12 years were randomly selected from population-based registers; 594 (73%) were followed up at the age of 13 to 17 years (344 males, 250 females; median age 10y 4mo) Research associates visited them in their homes and recorded their motor function and additional impairments. Stability of impairment was assessed using the weighted kappa coefficient. RESULTS The proportion of participants whose level of impairment remained unchanged varied from 63% for fine motor function to 98% for hearing. For gross motor function, communication, and cognitive level, the kappa and the lower bound of its 95% confidence interval (CI) were above 0.75, indicating stability between childhood and adolescence; for fine motor function and feeding, the kappa was above 0.75 but the lower bound of the 95% CI was below 0.75, indicating probable stability; for seizures and vision, the kappa was below 0.75, although the upper

62 | P a g e bound of the 95% CI was above 0.75, indicating possible change; for hearing the kappa and its entire CI were below 0.75, indicating change. Overall, 81% of participants had no seizures in childhood, of whom 93% were seizure-free in adolescence. INTERPRETATION Motor function and additional impairments were generally stable between childhood and adolescence.

Predictors of participation of adolescents with cerebral palsy: A European multi-centre longitudinal study. Van Moˆ Dang , Allan Colver , Heather O. Dickinson , Marco Marcelli , Susan I.Michelsen , Jackie Parkes , Kathryn Parkinson , Marion Rapp ;Catherine Arnaud, Malin Nystrand, Jerome Fauconnier

Research in Developmental Disabilities 36 (2015) 551–564 We investigated whether childhood factors that are amenable to intervention(parenting stress, child psychological problems and pain) predicted participation in daily activities and social roles of adolescents with cerebral; palsy(CP).We randomly selected 1174 children aged 8–12 years from eight population-based registers of children with CP in six European countries;743(63%) agreed to participate. One further region recruited 75 children from multiple sources. These 818 children were visited at home at age 8–12 years, 594(73%) agreed to follow-up at age13–17years. We used the following measures: parent reported stress(Parenting Stress Index Short Form),their child’s psychological difficulties (Strength and Difficulties Questionnaire)and frequency and severity of pain; either child or parent reported the child’s participation (LIFE Habits questionnaire).We fitted a structural equation model to each of the participation domains, regressing participation in childhood and adolescence on parenting stress, child psychological problems and pain, and regressing adolescent factors on the corresponding childhood factors; models were adjusted for impairment, region, age and gender. Pain in childhood predicted restricted adolescent participation in all domains except Mealtimes and Communication (standardized total indirect effects b 0.05 to 0.18, 0.01 < p < 0.05 to p < 0.001, depending on domain). Psychological problems in childhood predicted restricted adolescent participation in all domains of social roles, and in Personal Care and Communication (b 0.07 to 0.17, 0.001 < p < 0.01 to p < 0.001). Parenting stress * in childhood predicted restricted adolescent participation in Health Hygiene, Mobility and Relationships (b 0.07 to 0.18, 0.001 < p < 0.01 to p < 0.001). These childhood factors predicted adolescent participation largely via their effects on childhood participation; though in some domains early psychological problems and parenting stress in childhood predicted adolescent participation largely through their persistence into adolescence. We conclude that participation of adolescents with CP was predicted by early modifiable factors related to the child and family .Interventions for reduction of pain, psychological difficulties and parenting stress in childhood are justified not only for their intrinsic value, but also for probable benefits to childhood and adolescent participation.

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Northern Ireland Cerebral Palsy Register

School of Nursing and Midwifery Room 1.36 - Mulhouse Building The Royal Hospital Grosvenor Road Belfast BT12 6DP

Tel: (44) 028 9097 1616 Email: [email protected] Website: http://www.qub.ac.uk/research-centres/nicpr/ 64 | P a g e

Let’s resolve Mental Health Service Provision... together.

Regress? React? Resolve?

The Final Report - the Voice of the Mental Health Sector in Northern Ireland.

May 2016 ACTION MENTAL HEALTH

On 24th February 2016, 300 people gathered for Northern Ireland’s first Mental Health Summit.

The Summit focused on the future of our Mental Health services and provided delegates with the opportunity to influence the future of Departmental Mental Health Strategy in NI.

Service Users, MLAs, Mental Health Professionals, Commissioners and representatives from the Department of Health, the Department of Justice and the Voluntary and Community Sector discussed 9 key themes resulting from the Queen’s University/Action Mental Health research report, entitled Regress? React? Resolve? (October 2015).

This final document sets out the views of these key stakeholders on how - together - we can resolve Mental Health service provision in Northern Ireland.

The Northern Ireland Executive should ensure that 1 sufficient funding is made available for Mental Health in Northern Ireland, to achieve the service improvements envisaged by the Bamford Review. It is also recommended that Mental Health should be ring-fenced from any budget cuts as a key means of delivering on the goals of the Review in the current financial climate. Who? “Government needs to ensure that funding for Mental Health service provision should be increased and aligned with (contemporary) context issues, especially with the onset of Welfare Reform and the impact on people in receipt of benefits who are living with Mental Health issues.”

What? “Funding from the block grant which has been allocated specifically for Mental Health must be protected and spent accordingly.”

Delegates were concerned that money (intended for Mental Health provision) would not be ring-fenced for the original intended use.

2 THE FINAL REPORT THE VOICE OF THE MENTAL HEALTH SECTOR IN NI

Why? Delegates were vocally demonstrative and angered that spend on Mental Health was 26% less than what was intended (and committed to by Government) between 2009 and 2013.

“The general consensus is that someone needs to make sure that the allocation of funding for provision in the Mental Health sector remains there.”

Delegates were concerned with the potential impact on service users who were already vulnerable, and highlighted how easily they could be destabilised if funding was to be reduced within the coming years.

How? “Money needs to be ring-fenced and increased for Mental Health service provision. Moreover, the money needs to be tracked so that the public are able to identify funding streams from the top down.”

In addition “Better service provision must be delivered for those in rural areas. This can be achieved through proportionate distribution of funding taking into consideration “legacy” issues that are unique to Northern Ireland.”

The DHSSPS, in conjunction with the Health Social Care 2 (HSC) Board and Trusts, should establish a regional working group to examine the extent and impact of Mental Health service fragmentation, including variations in access to Mental Health provision between urban and rural areas of Northern Ireland.

Who? “The DHSSPS, in conjunction with the Health Social Care (HSC) Board and Trusts, should establish a regional working group to address fragmentation for Mental Health service provision in NI.”

What? “The group should examine the extent and impact of Mental Health service fragmentation, including variations in access to Mental Health provision between urban and rural areas of Northern Ireland.”

3 ACTION MENTAL HEALTH

“There should be a focus on the integration of Health with other Government Departments, and resources for this should come from all Departments.” “As the Departments are re-organised, it will be important that Mental Health is kept in focus. Statutory funding streams should be designed to promote collaboration rather than competition. The current practice of ‘hiding our homework’ from each other is dangerous. Work has been done in GB on collaborative commissioning and tendering – we should learn from that. Perhaps there is a role for an independent funder to be the honest broker in this.”

Why? “Rural isolation is a key issue, and whilst it is inevitable that specialist resources can (in some instances) only be provided in Belfast, it is a real challenge for some people to make the journey from isolated rural areas. Resources should be provided to support people’s access to services.” “There is a real need to work on connectedness, with an information campaign among all providers.” “The 17 Health and Social Care Integrated Care Partnerships (ICPs) should be asked to include Mental Health in the next phase of their work. It will not be enough to just establish a working group, and the recommendation should describe specific outcomes for the group, within a clear time frame.”

How? “The DHSSPS in conjunction with key health agencies should create a working group and a ‘Talking Hub’ which would provide information on all services (especially for young people and men) across Northern Ireland. The talking hub would provide a means for the general public to feed ideas on how to combat fragmentation.” “A single point of access to services could be a useful navigator – like an Air Traffic Controller for Mental Health. This will undoubtedly, require leadership.” “Service Users should be made aware of the standards Trusts need to meet in relation to Personal and Public Involvement, so that they can put pressure on the Trusts to achieve those standards. “The working group should provide a platform for critique, praise and debate across all regions in Northern Ireland. The group should enable efficient communication between the public and government.”

4 THE FINAL REPORT THE VOICE OF THE MENTAL HEALTH SECTOR IN NI

The QUB/AMH research report October 2015 supported 3 the establishment of a Champion for Mental Health in Northern Ireland, whose role would be to promote the rights and interests of people with Mental Health problems. The Champion should be authoritative and independent and play a key role in ensuring that Mental Health services continue to be developed in a way that effectively meets the needs of service users and carers. Who? “Northern Ireland needs to appoint a Mental Health Champion who is independent, impartial and not affiliated with any political party.” “The person must be credible, trustworthy and held in high regard publicly.”

What? “The Champion should work across all Government Departments and should have a network of advisors with specialisms in psychology, medicine and politics.” “The person must have excellent knowledge of the Mental Health spectrum and should conduct the role as a means of educating, raising awareness and reducing stigma.” “The Champion should be able to challenge and influence the media, in order to get positive Mental Health stories into the public sphere, whilst being able to challenge negative stereotypes where they arise.”

Why? “The Mental Health sector in Northern Ireland requires strong leadership and collaboration. Now is the time to create a platform for the Mental Health sector to have a voice which can engage meaningfully with government, the media and public.” “We cannot afford to let Mental Health needs suffer any longer through fragmentation and under financing- we believe a Champion can help to deliver outcomes which will improve Northern Ireland as a whole.”

How? “Political agreement is required in order to create the necessary environment for the appointment of a Mental Health Champion. This should be actioned as a matter of urgency and implemented early within the next Assembly term.” 5 ACTION MENTAL HEALTH

It is vital that Mental Health Professionals recognise 4 the central role that carers play in supporting the (cared for) family member and, in lieu of this significant contribution, make continuing efforts to include them as partners in assessment, planning, decision-making and reviewing processes.

Who? ““Mental Health Professionals must recognise and acknowledge the essential contribution which carers make to society and to health services in Northern Ireland.” “This should be reflected in Government policy, particularly throughout the implementation of welfare reform.”

What? “The welfare of carers must be respected throughout all levels of Government. Better systems must be created in order to create greater recognition for carers’ health and wellbeing.” “The dual role (carers and users) that carers play, must to be respected and acknowledged, particularly in family matters where important decisions need to be taken.” “Greater education is required so that carers are more aware of services like respite and financial support.”

Why? “There are too many carers who are not aware of their rights, benefits and entitlements as things stand. As a result many carers feel isolated and under supported.” “A cultural change is needed to support the involvement of carers as equal partners.” “Feelings of isolation are particularly prevalent in rural areas, where carers often feel forgotten about.”

6 THE FINAL REPORT THE VOICE OF THE MENTAL HEALTH SECTOR IN NI

How? “Government outreach and policy must be shaped to show a marked improvement in how carers are valued in society. Information needs to be made readily available to carers regardless of their access to transport or online facilities.” “Information is essential, this must be delivered in a timely and accessible fashion with supporting and appropriate signposting.” “To achieve this, the issue of confidentiality needs to be clarified. Carers have a significant role to play and this needs to be reflected in the issue of confidentiality and involving carers.” “Good models are currently available at home and abroad e.g. Open Dialogue (Finland model) - involving the family, openness and supporting people wherever they are.”

Commissioners of Mental Health services and providers 5 in statutory and voluntary sector organisations should continue to work towards promoting a recovery ethos and further developing service user and carer involvement in the planning and delivery of provision. Funding for the IMROC process should be provided on a more permanent basis in order to sustain developments in this area.

Who? “Commissioners should support sustained recovery for service users in Northern Ireland as a means of tackling social isolation.”

What? “There should be greater education and training for relatives and carers, through training and deployment of resources such as volunteers and peer support educators.” In addition “There needs to be more flexibility in the timing and place of intervention to meet the needs of patients.”

7 ACTION MENTAL HEALTH

Why? “Recovery is a process, not an event. Patients should not be labelled ‘recovered’ and discharged from services and support. They need to be supported to remain in and sustain recovery.” “Currently in Northern Ireland, there is a lot of focus on recovery in the community – Mental Health inpatient services are far behind and need to catch up.

How? In the constrained financial climate there should be an immediate focus on efficiency within Mental Health services. A wide range of stakeholders felt that we need to innovate in services and spend funds differently but that additional funding is still required.

“We need to have a mechanism for collecting feedback from those in recovery about how they got there, what worked well and what didn’t work so well in helping them get into recovery.”

Commissioners of Mental Health services and professional 6 staff in all sectors should continue to strive to promote a person-centred and relationship-based approach to service delivery.

Who? “Professional staff within the Mental Health sector need to improve collaborative working and joining up of services so that patients do not fall between cracks where particular organisations cannot meet their particular needs.”

What? “Services need to be person centred rather than organisation centred.” “A good current example of collaboration for the benefit of patients is the ‘Together For You’ project. However, there needs to be better collaboration and joined up working between inpatient services, outpatient services, primary care, statutory sector and voluntary sector.”

8 THE FINAL REPORT THE VOICE OF THE MENTAL HEALTH SECTOR IN NI

Why? “There is currently a tension between what the Commissioner feels they are delivering and what front line staff and patients feel is available.” “There are many problems the Commissioner feels they have already addressed, but frontline staff and patients do not see significant improvement. The sentiment expressed was ‘the Commissioner’s promises for the future don’t help those suffering today’. This requires immediate action to resolve service provision.” “There was a feeling (reflected) that despite frontline staff going above and beyond to provide the best service they can, they are still falling short; this puts an enormous personal strain on individual staff. It is important that staff are well looked after in order that they can look after service users.”

How? “Service provision improvements (for both Commissioners and front line staff) must be implemented across all areas in Northern Ireland.” “Primary Care Hubs need to be properly resourced to provide direct support or signposting for all patients referred. Referrals should not be bounced back to the GP without signposting appropriate sources of support.” “Patients should be helped to complete a Personal Wellbeing Plan early in their illness. There needs to be an appropriate resource available to enable this. Possibly within the primary care hub.” “In addition, more funding is needed for floating Day Centres and there needs to be innovation around how Day Centres are set up and more creativity in the support they provide.”

Finally, Delegates felt, as far as possible, that services should be structured to facilitate continuity of care and the formation of therapeutic relationships.

9 ACTION MENTAL HEALTH

All agencies involved in commissioning and provision 7 of Mental Health services should continue to prioritise reducing the stigma associated with mental ill-health as a key objective. There should also be a renewed emphasis on promoting positive Mental Health as a key component of the public health agenda. Commissioners of services should invest additional resources in developing Mental Health education in schools and encouraging positive attitudes towards Mental Health in children and young people.

Who? “Key decision makers in Northern Ireland should work positively towards reducing the stigma of Mental Health for service users and associated families across the region.”

What? Delegates felt that a programme focusing on Mental Health in the workplace should be carried out especially around employment.

Many Mental Health service users expressed concern that once they had to make a declaration of any Mental Health illnesses, they were at a disadvantage in the marketplace which only added to pressure of re-engagement in trying to find employment.

“If a programme existed where people were more informed of psychological illnesses, those suffering would not be stigmatised and could be considered valuable members of the work force.” “In a work environment we need to focus on the person, not their illness.” “Educating our children about mental health must be a priority in schools across Northern Ireland.”

Why? Delegates expressed the view that Mental Health is still shrouded in stigma. Thus it was discussed that funding should be made available for innovative programmes which reach out to people and provide the recognition that Mental Health is a growing societal problem which requires sensitivity and empathy.

Delegates highlighted that Mental Health in general (in particular in Child and Adolescent Mental Health), were “Cinderella Services” given this year’s suicide figures (of 57 to date in the Belfast Area *February 2016). It was felt that resilience should be a factor in education as an ongoing process to redress this particular issue as part of the plan to normalise Mental Health issues at an early age.

10 THE FINAL REPORT THE VOICE OF THE MENTAL HEALTH SECTOR IN NI

How?

It was felt that funding should be made available for the de-stigmatisation of Mental Health, and also recognition from decision makers that long term investment needs to be prioritised in order to aid those in the sector who are trying to achieve this. The group consensus was that the goal in an educational capacity should be to “normalise” Mental Health in line with physical health.

“Funding should be made available for proactive rather than reactive work, to educate the general public on service provision available as an early intervention rather than firefighting after the fact.” A real concern was voiced over the increased rates in suicide in mainland Britain after the implementation of welfare reform. “Destigmatising suicide would help those in need of support seeking it out, if they knew who to reach out to (especially in rural areas).”

In conclusion the group as a whole were in support of the recommendations being put forward by Action Mental Health.

11 ACTION MENTAL HEALTH

Commissioners of Mental Health services should review 8 services available to meet the needs of people in Northern Ireland who have experienced transgenerational trauma as a result of the Troubles.

Who? “Health Commissioners must factor our troubled legacy within budgets and must deliver on the commitment of a trauma centre for victims of conflict in NI.” “Service provision for trauma services should be open to people of all ages, and all circumstances from across Northern Ireland.”

What? “Services must be created which are open not only to people who have been affected by troubles, but to people who have been affected by other forms of trauma.” “There must be a recognition that trauma can have a range of negative outcomes, evident in education, health and employment. Contributors felt that a trauma helpline would be helpful and were keen to highlight how trauma impacts on physical and Mental Health.” “A Mental Health Trauma Centre would be a positive step in providing support for people across the region.”

Why? “The imbalance of services (both in terms of funding and attention) means that the issue doesn’t get sufficient attention. In addition, individuals need to be encouraged to express their concerns to medical professionals.” “Moreover, funding for trauma services has been traditionally politicised. Our politicians need to take a mature and inclusive approach to service provision in this area.”

12 THE FINAL REPORT THE VOICE OF THE MENTAL HEALTH SECTOR IN NI

How? Linked to the above, it is important that there is a framework of resources available for people in NI. This can be achieved through promoting greater integration/promotion and access to services and support.

As noted above, service provision for trauma services must be made available for all sufferers of trauma in Northern Ireland. A bespoke specialist centre would be a positive move.

Mental Health commissioning agencies in the statutory sector 9 should continue to work with voluntary sector organisations to improve collaborative working in the planning and delivery of mental health provision. The DHSSPS should convene a working group with Chief Executive Officers in the Voluntary Sector to identify the scope for further developing partnership working and collaboration between voluntary organisations in providing services in Northern Ireland.

Who? “Government should work closely with the Voluntary and Community Sector within the planning and delivery of Mental Health services across Northern Ireland.”

What? “The Public and Voluntary and Community Sector needs to share information, and learn together, while simplifying the landscape, rather than complicating it further. Sectors should collaborate across themes like isolation, rather than just Mental Health. The world of education should use information guided practice.”

“There is a need for resources to be put into community facilities first, before inpatient beds are closed down. There are only 33 beds now for children with Mental Health issues, totally inadequate.”

“Extra funding for Mental Health needs to be accurately tracked through the system, to ensure it gets to the services it’s intended for.”

13 ACTION MENTAL HEALTH

Why? “The imbalance of Services (both in terms of funding and attention) means that the issue doesn’t get sufficient attention. In addition, individuals need to be encouraged to express their concerns to medical professionals.” “Moreover, funding for Trauma Services has been traditionally politicised. Our politicians need to take a mature and inclusive approach to service provision in this area.”

How “Leadership is needed to change the culture, from fear of failure, and blame, towards a learning culture (like the Black Box flight recorder when a mistake is made) that enables us all to tackle this difficult issue.” “Individuals should always be asked what will work best for them, we need to be person-centred, plus we need to raise awareness of the recovery facilities that exist.” “For better collaboration, we need to have agreement to share patient information, with a clear Memorandum of Understanding to ensure the right conversations are happening at the right time. Strong leadership will need to shift the culture towards a ‘Social Prescribing’ model – referring people to trusted organisations from a central Mental Health Hub.”

Thank you to everyone who attended the Mental Health Summit and contributed to this report. Some highlights can be viewed on the AMH website in the corporate information section: http://bit.ly/Tifhwn

This report will be delivered to all the Members of the new Northern Ireland Assembly and the Department of Health, Social Services and Public Safety for consideration during the Programme of Government negotiations. www.amh.org.uk #resolvementalhealth @amhNI

14 Mental Health Summit, Belfast, February 2016 Action Mental Health 27 Jubilee Road Newtownards Co Down BT23 4YH

T 028 9182 8494 www.amh.org.uk

Boundary Commission for Northern Ireland The Bungalow Stormont House

Stormont Estate Mr Stephen Reid Belfast Chief Executive BT4 3SH Ards and North Down Borough Council Town Hall The Castle Bangor BT20 4BT

17 May 2016

Dear Mr Reid

2018 Review of Parliamentary Constituencies

On 24 February 2016, the Boundary Commission for Northern Ireland announced the commencement of the 2018 Review of Parliamentary constituency boundaries in Northern Ireland in accordance with the Parliamentary Constituencies Act 1986, as amended by the Parliamentary Voting System and Constituencies Act 2011. Similar reviews are being undertaken by the three Boundary Commissions in Great Britain.

The Parliamentary Constituencies Act 1986 requires the Commission to make a copy of its proposals open for inspection at a specified place within the proposed constituency. The number of Parliamentary constituencies in Northern Ireland will reduce from 18 to 17 and it is quite likely that the proposals will affect all existing constituencies to one degree or another. The Commission, therefore, intends to publish its provisional proposals for the new Northern Ireland Parliamentary constituency boundaries for public consultation (of 12 weeks) in the early autumn of 2016, most likely September.

During the 2013 (6th Review) Public Display Points were established in a range of public venues including all Local Authority headquarters and public libraries, thus ensuring that there was widespread access for the general public to the Commission’s proposals. The proposals were also made available for perusal on the Commission’s website. The Boundary Commission would like to adopt the same approach for the 2018 Review and I am therefore writing to seek your cooperation in establishing a Public Display Point (PDP) within Ards and North Down Borough Council headquarters during the consultation period. The Commission’s proposals will come in the form of an A4 booklet with an accompanying map of the revised constituencies. The PDP space would allow a member of the public to peruse the booklet and map.

Tel: 028 9052 7821 Email: [email protected] www.boundarycommission.org.uk

I would be grateful if you could consider this request and provide a contact point in the Council to discuss the details of the above arrangements. The Boundary Commission contact is: Michael Harris, Deputy Secretary to the Boundary Commission; Tel: 028 9052 3505; email [email protected].

Yours sincerely

Eamonn McConville Secretary to the Boundary Commission

Tel: 028 9052 7821 Email: [email protected] www.boundarycommission.org.uk