Meeting Pack Derry City and Strabane District Council
Dear Member of Governance and Strategic Planning Committee
You are hereby summoned to attend the Monthly Meeting of the Governance and Strategic Planning Committee to be held in the Council Chamber, Guildhall, Derry, on Tuesday 2 February 2016 at 4.00 pm
Yours faithfully
John Kelpie Chief Executive
AGENDA
1 Notice and Summons of Meeting
2 Apologies
3 Declarations of Members' Interests
Open for Decision
4 Deputations (None)
5 Chairperson's Business
6 Confirmation of the Open Minutes of the Governance and Strategic Planning Committee held on Tuesday 5 January 2016 (Pages 1 - 16)
7 Matters Arising
8 European Youth Capital Bid 2019 (Pages 17 - 24)
9 Friends of the Somme - Yearly Subscription 2015 (Pages 25 - 28) 10 Somme Association - Centenary of the Battle of the Somme (Pages 29 - 36)
11 Grievance Procedure Policy (Pages 37 - 52)
12 Proposed Committee Structure for Progressing Local Development Plan (LDP) (Pages 53 - 58)
13 Member Role Profiles (Pages 59 - 64)
14 Northern Ireland Housing Executive Consultation (Pages 65 - 72)
15 Change of Council and Committee Meeting Dates (Pages 73 - 74)
Open for Information
16 Equality and Diversity Group - Strategy and Action Plan 2015-17 (Pages 75 - 84)
17 Intranet Development (Pages 85 - 90)
18 Beacon Scheme to Mark The Queens 90th Birthday (Pages 91 - 104)
19 ABF The Soldiers' Charity - Somme Commemoration Event (Pages 105 - 108)
20 Syrian Refugees Update (Pages 109 - 112)
27 January 2016 Agenda Item 6
Derry City and Strabane District Council
Governance and Strategic Planning Committee
Open Minutes of Governance and Strategic Planning Committee held in the Council Chamber, Guildhall on Tuesday 5 January 2015 at 4.00pm.
Present:- Councillor Carlin (in the Chair); Aldermen Hussey, Kerrigan, Ramsey and Thompson, Councillors Boyle, Cooper, Dobbins, C Kelly, McGuire, McMahon, O’Reilly, Reilly and Robinson.
Non-Member of Committee:- Councillors Carr, Donnelly, Hastings and P Kelly
In Attendance:- Chief Executive (Mr J Kelpie), Director of Environment and Regeneration (Mrs K Philips), Director of Legacy (Ms O McGillion), Lead Democratic Services and Improvement Officer (Ms E Cavanagh), Lead Finance Officer (Mr A Dallas), Lead Human Resources Officer (Ms P Donnelly), Corporate Health and Safety Officer (Ms O O’Doherty) and Administrative Assistant (Mrs M Doherty). ______
At the outset of the Meeting the Chair of the Committee took the opportunity to welcome Members to the first meeting of the New Year and wished Members, Staff and Press a Happy New Year for 2016.
GSP01/16 Notice and Summons for Meeting
The Chief Executive also on behalf of himself and staff wished Members and those present a Happy New Year. He then read the Notice and Summons for the Meeting.
GSP02/16 Apologies
Apologies were received from Alderman R Hamilton.
GSP03/16 Declarations of Members’ Interests
Alderman Hussey declared an interest in agenda item 11 – Retention and Disposal Schedule.
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Open for Decision
GSP04/16 Deputations (None)
There were no deputations.
GSP05/16 Chairperson’s Business
The Chief Executive advised Members of correspondence received on the 23 December 2015 from the Northern Ireland Assembly, Environment Committee in relation to the Department’s Bill. He outlined that the Bill provides for the establishment of a new nine department structure by renaming seven departments and dissolving three others. He added that the Committee have asked for Members to consider the contents of the letter and to consider if the functions are aligned correctly. Members are asked for their views by the 11 January 2016.
A Member of the Sinn Fein grouping requested that the contents of the letter be forwarded to all Members for consideration.
A Member of the UUP grouping also asked that the letter be forwarded to Members; he highlighted his disappointment on the timeframe allocated by the Environment Committee for response. He requested that the Committee be advised that such a short timeframe is unacceptable practice. Members agreed.
The Committee
Recommended that (i) the letter from the Northern Ireland Assembly be forward to all Members for Consideration and any comments for inclusion in a corporate response to be forwarded by 11 January 2016.
(ii) a letter be sent to the Northern Ireland Office, Environment Committee highlighting Members disappointment at the timeframe permitted for response in relation to the Department’s Bill.
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GSP06/16 Confirmation of the Open Minutes of the Governance and Strategic Planning Committee held on Tuesday 1 December 2015
The open Minutes of Meeting held on 1 December 2015 (GSP165/15 – GSP188/15) were confirmed and signed by the Chairperson subject to the following amendments:
On a matter of Inaccuracy GSP171/15 Rationalisation of the Court Estate (GSP155/15), the Department of Justice be changed to the Justice Committee.
It was agreed that Members would amend their own copies of the Minutes accordingly.
GSP07/16 Matters Arising
Matters Arising (GSP171/15)
A Member of the UUP queried what stage Council was at in relation to DSD officials being asked to come to this Committee to outline their plans during the transition period.
On the same point a Member of the Sinn Fein grouping also sought clarification as to what stage Council was at in presenting a paper to this committee addressing the imbalance of funding between urban and rural areas.
The Chief Executive advised Members that a meeting between the Senior Management Team and Senior DSD Officials is being arranged presently and this meeting will provide a recap and review of plans. He stated that DSD will be asked to attend this Committee to outline their plans during the transition period.
The Chief Executive further advised that the paper in relation to addressing the imbalance of funding between urban and rural areas will be presented for Members consideration at the March meeting of the Governance and Strategic Planning Committee.
Capital Projects Approval GSP173/15
A non-committee Member of the SDLP grouping raised concerns over the New Strabane Pedestrian and Cycle Bridge. He advised that he had received numerous complaints by residents in relation to antisocial
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behaviour and dog fouling currently being experienced by residents. He requested that consideration is given to installing CCTV at the bridge to monitor these issues.
A Member of the UUP grouping added that reports in a local newspaper on the antisocial behaviour at the bridge referred to a commitment from the previous Strabane District Council that the area under the bridge would be blocked off and this has not been followed through by the contractor.
The Chair of the Committee advised Members that the concerns raised were not for consideration at this Committee and that she herself had contacted Senior Officers of Council in relation to this. It was her understanding that the contractor had not handed the bridge over to Council yet.
The Chief Executive advised Members that the Health & Community Committee will provide a report to Members addressing the concerns raised.
A Member of the Sinn Fein grouping advised that he had spoken with Officers in relation to the dog fouling and that he was informed that two dog waste bins are to be erected at the bridge, one at each end.
The Committee
Recommended that official(s) from DSD be asked to outline their plans during the transition period, to this committee.
GSP08/16 Corporate and Improvement Plan
The Lead Democratic Services and Improvement Officer presented the above report, a copy of which had previously been circulated to Members. The report updated Members on the progress in relation to the Corporate and Improvement Plan 2015/16.
A Member of the Sinn Fein grouping welcomed the detailed report and the work done by departments in consistently meeting the targets for Visitor Numbers, Public Health, Waste Management and Parks Development. He stated that he was pleased to see that Council are close to meeting the target of Job Creation and in fact may well exceed
Page 4 5 it. He requested clarification on various point and asked that the relevant officers provide updates at a later stage on the following:
12.1.b In relation to the various bids have they all been submitted to ERDF, LED and RDP. Clarification to be provided from Invest NI on funding for the Regional Start Initiative post 31 March 2016. 12.1.c Has any scoping been done on how the £5million allocated to the North West Gateway Initiative will be spent. 12.1.f Reference to the digital economy; was this not launched at the NWRC event in the summer. 12.1.h clarification to be provided in relation to the work that has been completed reference the Creative Industries and Social Economy initiatives. 12.2.a Is there a date agreed for completion of the Tourism Strategy. 12.2.c Reference to creating a City Marketing proposition based on tourism, festivals and events – can the attractiveness of the city as a business start-up location highlighting the success of NWSP, the Ebrington Creative Hub and low start-up costs be reflected in the proposition.
A Member of the UUP grouping also thanked staff for the detailed report and asked for the following points to be noted 13.2.d With regard to the Brandywell Project that the word ‘professional’ be removed and just read ‘senior football in the city and region. 13.2.t Can clarity around the completion date of the Strabane town centre bridge project be provided. 14.1.f In relation the Affordable Warmth Scheme, has there been liaison with the NIHE regarding cavity wall installation.
A Member of the SDLP grouping also welcomed the report and the work carried out by staff. He stated that it was good to see the vast range of work that this Council has set out and the work that they have completed in meeting these targets. He sought clarification on the following point:
12.1.h reference the creative industries, he felt that information detailing the work that has been completed to date had been omitted for example the establishment of the Fashion Hub.
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Another Member of the Sinn Fein grouping also raised the following points:
13.2.t Completion of Strabane Town Centre Bridge – this seems to have been confused with the Strabane Pedestrian and Cycle Bridge she clarified that the former project that had been agreed with Strabane District Council and DRD and she requested an progress update 13.2.p Welcomed the commitment in relation to the new leisure build in Strabane. 13.3.b In relation to street cleanliness standards, welcomed the fact that Council is meeting and exceeding the agreed targets.
The Chief Executive welcomed the comments from Members and advised that the relevant Directorates will provide updates to Members on the queries that they have raised. He added the following points:
12.2.c He clarified that the scoping exercise will be carried out following the current discussions with the two governments, and that the funding can be used across the three strands and as match funding. 13.2.d The comments raised about the Brandywell project will be taken on board and noted. 13.2.t In relation to completion of Strabane Town Centre Bridge project, a meeting has been scheduled with DRD and an update on this project will be sought. 13.3.b He commended the work of staff having achieved the target set out by Tidy NI Street Cleanliness standards, however he stated that Council can exceed this target as they recognise that more can be done.
In response to Members of the SDLP and UUP groupings relating to street cleansing, the Director of Environment and Regeneration advised that staff are currently looking at equipment needs and have put plans in place to carry out the same pavement cleaning scheme operating in the Strabane District area. She stated that she will update both Members accordingly.
The Committee
Recommended that Members note the contents of this report and clarification is provided on points raised by Members.
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GSP09/16 Community Planning
The Chief Executive presented the above report, a copy of which had previously been circulated to Members. The report updated Members on the progress with preparation of the Community Plan in accordance with Part 10 of the Local Government Act (2014) and Statutory Guidance for the Operation of Community Planning.
In response to a query from a Member of the Sinn Fein grouping the Chief Executive advised Members that there is no template agreed as to what the final Community Plan will look like. He stated that what Members had in front of them was very much a work in progress however work to date has highlighted three main themes which are the Economy, the Environment and Community Wellbeing. He added that through the work carried out as part of the Community Planning process 24 statements/outcomes of vision have been identified.
He stated that flowing from these outcomes will be defined actions that will be very specific and measureable, and Council will be seeking statutory partners buy in for these actions.
Another Member of the Sinn Fein grouping raised concerns over a lack of reference within the plan to telecommunications and any commitment to include broadband within rural areas.
The Chief Executive in response, advised that this issue is very much part of the Community Plan and undertook to review the phrasing of outcomes/actions to ensure that this issue is explicit.
The Committee
Recommended that Members endorse the approach adopted to date as outlined herein.
GSP10/16 Performance Improvement
The Lead Democratic Services and Improvement Officer presented the above report, a copy of which had previously been circulated to Members. The report advised Members of the Department of the Environment consultation on draft guidance for local government performance improvement 2016 onwards, and sought Members endorsement for the proposed consultation response.
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The Committee
Recommended that (i) Members note the contents of the report. (ii) Council responds to the consultation process by 25 February 2016 indicating that the guidance is of assistance.
GSP11/16 Retention and Disposal Schedule
The Lead Democratic Services and Improvement Officer presented the above report, a copy of which had previously been circulated to Members. The report sought Members approval for the submission of the Retention and Disposal Schedule to the Public Records Office for Northern Ireland.
In response to a query from a Member of the Sinn Fein grouping the Lead Democratic Services and Improvement Officer advised that hard copy records are inferior to that of digital and that the retention schedule reflects common practice currently. She added that digital records that are backed-up regularly and use of cloud storage will be more prevalent going forward.
In response to a query from a Member of the UUP grouping in relation to items contained on the retention schedule with regards to Harbours and Marines, the Lead Democratic Services and Improvement Officer advised that she will seek clarification and report back directly to the Member.
The Committee
Recommended that Members approve the Retention and Disposal Schedule and it is submitted to the Public Records Office for Northern Ireland.
GSP12/16 Formation of Equality Group
The Lead Democratic Services and Improvement Officer presented the above report, a copy of which had previously been circulated to Members. The report sought Members endorsement to the proposed
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approach to the development of an Equality Group to support the Community Planning Process.
In response to Members comments, she advised that the Neighbourhood Renewal Areas have been identified on the basis of social need and deprivation levels by DSD. She stated that if Members were aware of areas that fall outside of this category within the urban locations of the Council area that such information will be beneficial in the formation of an equity group for the community planning process forward.
The Committee
Recommended that, (i) an Equality Group is established to inform and quality assure the community plan from an equality perspective and facilitate the equality impact assessment process (ii) this Equality Group comprises members from section 75 communities and those representing the Neighbourhood Renewal Partnership and the Derry and Strabane Rural partnership. (iii) an open call is issued in January to local groups for expressions of interest and to identify which s75, category they wish to represent and that sub-groups are established as necessary (Targeting will be used to encourage participation where there is under- representation) (iv) the Neighbourhood Renewal Partnerships and the Derry and Strabane Rural Partnership are also contacted in January to invite their participation in the equality Group.
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GSP13/16 Equal Opportunities Policy
The Lead Human Resources Officer presented the above report, a copy of which had previously been circulated to Members. The report sought Members approval for the adoption of an Equal Opportunities policy.
The Committee
Recommended that Members consider and approve the Equal Opportunities Policy.
GSP14/16 Living Wage
The Lead Human Resources Officer presented the above report, a copy of which had previously been circulated to Members. The report updated Members on the current position in relation to the National Living Wage and sought approval to progress with implementation. The Lead Human Resources Officer highlighted that item 4.1 of the report refers to the cost associated with the Living Wage foundation rate and item 4.2 related to the cost associated with the Statutory Living Wage rate.
A Member for the Sinn Fein grouping welcomed the report and commended Officers for their work, as outside of Belfast City Council Derry City and Strabane District Council are the only other Council that has adopted a Living Wage to date.
A Member of the SDLP grouping also commended Officers for their work, he asked that as highlighted under item 5.2 a further report be brought back to Council with regard to the cost implications. He indicated that it is essential that this is considered as part of the rates estimates process.
In response to the same SDLP Member, the Lead Human Resources Officer advised that Council has a large number of casual employees but that she was unaware of any zero contracts however she would clarify this and if there were any employees on zero contracts she would report back.
An Independent Member of Council also welcomed the report and the fact that Derry and Strabane District Council are the second Council in Northern Ireland to have adopted a Living Wage.
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The Committee
Recommended that (i) Council consider implementing the Living Wage foundation rate of £7.85 per hour with effect from 1 April 2015 and applying the relevant back pay paid. (ii) that Management review the cost implications associated with implementing the increase in the Living Wage Foundation rate of £8.25 per hour from November 2015 and a further report is brought back to Council for consideration. (iii) that Management continue to consult with the Trade Unions in relation to the implementation of the Living Wage.
GSP15/16 Interreg Application
The Lead Finance Officer presented the above report, a copy of which had previously been circulated to Members. The report updated Members on the funding application under call 2.1 Enhance Innovation Capacity of SMEs through the Interreg VA Programme 2014-2020 and sought Members approval for Council to continue in the role of lead partner for this project.
A Member of the UUP grouping thanked Officers for the report and welcomed the proposed project, however he queried as to why the South West College that impacts on the south end of the Council area was not included as a partner. The Lead Finance Officer advised that Council have been engaging with all potential partners and aims to add new partners in order to further strengthen the application.
A Member of the Sinn Fein grouping also thanked Officers for their report. He praised the funding unit for their work in bringing the project to this stage and he looked forward to the positive outcome of the project.
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The Committee
Recommended that Members note the update on the funding application under call 1.2 Enhance Innovation Capacity of SMEs under the Interreg VA Programme 2014- 2020 and that Members approve Council continuing in the role as lead partner for this project.
GSP16/16 APSE Chair Positions
The Lead Democratic Services and Improvement Officer presented the above report, a copy of which had previously been circulated to Members. The report sought Members nominations to fill the vacancies in relation the National Chair of APSE 2015-16 and the APSE NI region Chair 2015-17.
A Member of the SDLP grouping stated that as the post was currently held by a Member of the SDLP and vacated due to the Member having taken up the role of MLA, if Members were in agreement the SDLP will submit a nomination from their party to fill this vacancy.
A Member of the DUP grouping offered his support for an SDLP nomination. He stated that the SDLP should finish out the term as agreed previously.
A Member of the UUP grouping also offered his support for an SDLP nomination for the agreed term, he said there has always been agreement between Members to honour party rotation and he totally endorsed what was being proposed. He highlighted point 4.3 of the report which stated that failure to retain the positions would represent lost opportunities for the Council in term of profile and economic benefits.
The Committee
Recommended that a nomination from the SDLP grouping be forwarded to fill the
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Association for Public Service Excellence, Regional and National Chair vacancies.
Open for Information
GSP17/16 DSD Regeneration Bill
The above report was presented to Members for information, a copy of which had previously been circulated. The report updated Members on correspondence received from the Minister for Social Development outlining that he will not be transferring DSD functions to Council.
The Committee
Recommended that Members note the contents of the report and the associated correspondence outlining that the Minister has decided not to proceed with the regeneration Bill as currently drafted.
GSP18/16 European Youth Capital
The above report was presented to Members for information, a copy of which had previously been circulated. The report updated Members on the development of the European Youth Capital 2019 bid.
A Member of the Sinn Fein grouping queried if the 16-18 age group from urban and rural areas that are not in the catchment areas listed were being targeted to get their views. The Chief Executive advised that the Director of Legacy will update the Member directly.
The Committee
Recommended that Members note the contents of the report, and the Director of Legacy report back to the Sinn Fein Member on the query raised.
GSP19/16 Achievement of OHSAS 18001 Accreditation
The Corporate Health and Safety Officer presented the above report, a copy of which had previously been circulated to Members. The report advised Members that Derry City and Strabane District Council have
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achieved OHSAS 18001 Health and Safety Management accreditation. Members were further advised that the full audit report will be issued for their consideration once received from the audit company.
The Committee
Recommended that Members note the contents of the report.
GSP20/16 Fisheries Bill
The Lead Democratic Services and Improvement Officer presented the above report, a copy of which had previously been circulated to Members. The report advised Members on correspondence received from the Committee for Culture Arts and Leisure, regarding the Fisheries Bill and sought Members endorsement of the proposed response.
The Committee
Recommended that Members note the contents of the report.
GSP21/16 Consultation List
The Lead Democratic Services and Improvement Officer presented the above report, a copy of which had previously been circulated to Members. The report advised Members of the current consultations: Health, Social Services and Public Safety relating to the Nation Statistics consultation on Proposed Changes to DHSSPS Publications Department of the Environment relating to DIR/2003/20/EC – Use of Seat Belts by Child Passengers aged 3-13 years on Buses and Coaches.
The Committee
Recommended that Members note the above consultations.
The Meeting then went into Confidential Business.
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The Meeting terminated at 5.55 pm
Chairperson: ______
Date: ______
Page 15 This page is intentionally left blank Agenda Item 8
Title of Report: Officer presenting: Director of Legacy European Youth Capital Bid 2019 Author: European Youth Capital Officer
1 Purpose of Report/Recommendations
The purpose of this report is to seek member's approval of the submission of the European Youth Capital 2019 Concept Paper.
2 Background 2.1 In June 2015 members gave approval for Derry City and Strabane District Council to respond to the open call for European Youth Capital 2019. 2.2 The ‘European Youth Capital’ (EYC) is a title granted by the European Youth Forum to a European City for a period of one year, during which it is given the chance to showcase its youth-related cultural, social, political and economic life and development. 2.3 The European Youth Forum (EYF) is an independent, democratic, youth-led platform, representing 99 National Youth Councils and International Youth Organisations from across Europe. The Youth Forum works to empower young people to participate actively in society to improve their own lives, by representing and advocating their needs and interests and those of their organisations towards the European Institutions, the Council of Europe and the United Nations. 2.4 The EYC initiative encourages the implementation of new ideas and innovative projects with regard to the active participation of young people in society, and seeks to present a role model for the future development of other European municipalities. 2.5 It was agreed that the European Youth Capital 2019 Bid would be embedded within Derry City and Strabane Districts Council's Community Planning Process to ensure that Youth within the area had a platform to engage and voice their priorities for the Derry and Strabane Area. 2.6 The European Youth Capital Officers to date have engaged directly with approximately 750 youths within the Derry City and Strabane District Council area and beyond. This figure is made up of consultations with School Councils within Council area engaged, Limavady and Omagh, Training Providers, Colleges and University, local employer. In addition consultations have been completed with youth workers (EA West), multiple youth organisations (CVS), stakeholder / professionals within the youth sector and Diaspora.
Page 17 2.7 Our digital engagement is increasing exponentially which includes: Website, Facebook, Twitter, Instagram and YouTube. Social media is a preferred method of being kept informed / receiving information by youth. Our website includes a 'Toolkit' (Opinions) section where youth directly engage giving their opinions and views to proposed questions. 2.8 All engagement carried out to date is being linked to the Concept Paper for the European Youth Capital bid 2019 due by 28th February 2016. All questions asked through the consultations and the 'Toolkit' link directly to the questions outlined in the concept paper. Questions included: History and past performance in the youth field, Current situation for young people, city's motivation, EYC Programme, Youth participation, human resources and civil society, impact and legacy and financial contribution. 2.9 Engagement to date has highlighted the various priorities for youth within the Derry City and Strabane District Council area. Officers are currently a collating this information and drafting the concept paper around this information to determine what a yearlong programme of events (if successful) would tackle.
3 Key Issues
3.1 Deadline for the concept paper is 28th February 2016 which will highlight the strategic priorities obtained through consultations from youth to date. Members are asked to note that the emerging themes for the Concept Paper are:
- Youth Democracy and Empowerment;
- Access and Participation in Culture;
- Youth Economic Opportunities
- Positive Mental Health and
- Youth focussed Infrastructure
A presentation will be provided at Committee outlining in more detail these emerging themes.
3.2 The Bidding process is lengthy and by default affects the momentum to get involved in the early stages.
3.3 Youth use various methods and channels to obtain information, engage, get involved and voice their opinion. Ensuring the process is open, inclusive and relevant to engage is essential.
Page 18 3.4 Children, Young People and Youth (0-24 years) make up approximately one third of the Council areas population, making it not only essential to engage with as many young people as possible but vital that youth's opinions are represented and importantly tackled and interventions sought where possible.
4 Financial and Other Implications
4.1 All costs are covered under the current European Youth Capital 2019 Bid Budget
5 Recommendations
5.1 Members are asked to approve the submission of the European Youth Capital Concept Paper.
6 Background Papers
Questions from the European Youth Capital 2019 Bid Concept Paper (Appendix I)
Page 19 This page is intentionally left blank Appendix EYC
Concept Note
2019
DEADLINE: 28 February 2016 (23:59 CET) www.europeanyouthcapital.org
Applications to: [email protected] Contact person: Conor O’Neill
Please note that the word limit must be STRICTLY respected. Applications ignoring this requirement or the deadline will not be considered.
Page1 21 0382-15 Appendix EYC EUROPEAN YOUTH CAPITAL (EYC) APPLICATION FORM
1.APPLICANT Municipality Region Country Total population Population under 35 years old
2. MUNICIPAL LEGAL REPRESENTATIVE Surname First Name Position Address Street/Number Postal Code City Country
Phone E-Mail Municipal Service Coordinator Surname First Name Position Address Street/Number Postal Code City Country
Phone E-Mail Webpage of the city Contact person (if different than the two persons above) Surname First Name Position Address Street/Number Postal Code City Country
Phone E-Mail
3. PARTICIPATING YOUTH STRUCTURE(S) Name of Organisation Address of Street/Number Postal Code City Country Organisation Phone E-Mail Web page Contact Person Surname First Name Position Address Street/Number Postal Code City Country
Phone E-Mail
Page2 22 0382-15 Appendix EYC 4. HISTORY & PAST PERFORMANCE The applicant is asked to describe the city’s past performance in the youth field. The applicant should outline the city’s experience and track record regarding the implementation of youth policies, youth participation projects, and the involvement of young people in formal decision-making structures. (max. 500 words)
5. SITUATION FOR YOUNG PEOPLE The applicant is asked to describe the current situation for young people in the city. The applicant should outline the main issues faced and the biggest challenges to be overcome. (max. 500 words)
6. MOTIVATION The applicant is asked to describe the city’s motivation behind the application for European Youth Capital 2019. In this framework, the applicant should build upon the city’s past experience and address the stated challenges, and outline the key goals for the proposed EYC year. (max. 700 words)
7. EUROPEAN YOUTH CAPITAL PROGRAMME The applicant should present the framework of the programme and activities for the EYC year, highlighting in particular the European dimension and the link with European youth policies such as participation, non formal education, youth employment, social inclusion, volunteering, international youth cooperation, multiculturalism and integration. The applicant should make clear the link between the programme and the previously stated challenges and goals. (max. 1500 words)
8. YOUTH PARTICIPATION The applicant is asked to describe the involvement of young people in all stages of the EYC process – before, during and after. This should include the initial decision to apply for the title, the development of the application, concept and programme, and the formal role in the implementation of the EYC year should the application be successful. (max. 500 words)
9. EUROPEAN YOUTH CAPITAL HUMAN RESOURCES AND CIVIL SOCIETY The applicant should describe the human resources and governing, decision- making and implementation structures of the proposed EYC year. The applicant should outline clearly the role for youth civil society within these structures. (max. 500 words)
Page3 23 0382-15 Appendix EYC
10. IMPACT & LEGACY The applicant is asked to describe the desired legacy and long-term effects of the EYC year. The applicant should outline the key results and how they can be developed into an ongoing strategy to involve young people in the development of the city. (max. 700 words)
8. FINANCIAL CONTRIBUTION The applicant is asked to indicate who could be the main financial contributors for the EYC year. The applicant should outline why these contributors would be interested in being involved, and what lasting economic contribution the year would have on young people. (max 500 words)
9. ANNEXES – please include the following: ANNEX I: Written proof of the town or city’s interest in running for EYC 2019 (to be signed by the head of executive of the local authority). ANNEX II: A signed and stamped statement of support by an independent local or regional youth structure. If no local youth council exists, a relevant coalition of local youth NGOs should support the application of the municipality, in written form. ANNEX III: A signed copy of the legal terms and conditions of the competition for EYC 2019 (to be signed by the head of executive of the local authority). The T&Cs are available at: http://www.europeanyouthcapital.org/become-an-eyc/ ANNEX IV: A proof of the bank transfer of the application fee of €300, to the Youth Forum bank account details provided below.
EUROPEAN YOUTH FORUM BANK DETAILS
ING bank Name of Bank Marnix Business Branch 1, rue du Trône Address of bank 1000 BRUXELLES BELGIUM SWIFT or BIC code BBRUBEBB
Account number 310-1321259-11
IBAN BE30 3101 3212 5911
DEADLINE: 28 February 2016 (23:59 CET)
Applications to: [email protected] Contact person: Conor O’Neill www.youthforum.org www.europeanyouthcapital.org
Page4 24 0382-15 Agenda Item 9
Title of Report: Officer presenting: Lead Democratic Services and Improvement Officer Friends of the Somme - Yearly Subscription 2015 Author: As above
1 Purpose of Report/Recommendations 1.1 To seek Members approval of Council Membership of the ‘Friends of the Somme’ and payment of the annual subscription fee.
2 Background 2.1 The Somme Association is a registered charity and was formed in 1990 to co- ordinate research into Ireland’s part in the First World War and to ensure that the sacrifices of all those from Ireland who served in the War – and those of their families – would continue to be honoured and remembered. 2.2 Correspondence (Appendix 1) has been received from the Somme Association seeking payment of a yearly subscription fee for Council Membership. This fee had in previous years been paid by the Heritage and Museum Service (of Derry City Council) as a result of involvement with the Somme Association on a number of projects and by Strabane District Council via the Elected Members cost centre.
3 Key Issues 3.1 Last year the Heritage and Museum Service indicated that their last joint project with the Somme Association was in 2010 and that the membership fee should be a corporate cost.
4 Financial, Equality, Legal, HR and Other Implications 4.1 In the last financial year (January 2015), Derry City Council and Strabane District Council both paid £456 (plus VAT) to the Somme Association. 4.2 The fee for this financial year is £650 (plus VAT) for Derry City and Strabane District Council.
5 Recommendations 5.1 That Members consider approval of Council Membership of the ‘Friends of the Somme’ and payment of the yearly subscription fee.
Background Papers
Page 25 This page is intentionally left blank THE SOMME ASSOCIATION
233 BangorRoad Vice-President Newtownards The Viscount Brookeborough,DL BT23 7P11 Telephone 028 91823202 Chairman Facsimile 028 91823214 Mr Alan McFarland Website: www.sommeassociation.com Email:[email protected] Director Face Book: The Somme Association Mrs Carol Walker Honorary President: H.R.H The Duke of Gloucester, KG, GCVO
CimefExect,uvOffCe Der’Cy ndS:’abane
05 JAN2O 1h 18 December 2015
The Chief Executive Derry City & Strabane Borough Council 47 Derry Road Strabane BT82 8DY
Dear Chief Executive
Re: ‘Friends of the Somme’ yearly subscription 2015
I am writing to inform you that your council’s yearly subscription to the Somme Association is now due. The fee is as follows: £650.00 plus VAT of £130.00 making a total of £780.00. Please find invoice enclosed which contains our bank details for BACS payments.
The Officers of the Somme Association wish me to thank your Council for its support over the last number of years and sincerely hope that it will continue to support our work at the Somme Museum and the Ulster Memorial Tower, France.
If you have any questions you would like answered, please do not hesitate to contact me.
Yours faithfully
Carol Walker (Mrs) Director Enc.
THE SOMME ASSOCIATION. ISA COMPANY LIMITED BY GUARANTEE REG. OFFICE: CRA[GA VON HOUSE, CIRCULAR ROAD, BELFAST, BT4 2NA VAT Reg No G 5174525 49 Reg CharityNo. XR64743 PageReg.NO NI. 2724103 Invoice SOMME ASSOCIATION Somme Heritage Centre, 233 Bangor Road, Newtownards, BT23 7PH Tel: 028 9182 3202 Fax: 028 9182 3214 E.Mail: sommeassociation(btconnect.coni
Bill To: Derry City & Strabane Borough Council 47 Derry Road Strabane Cheques and make payable to: Somme Association BT82 8DY BAC payment details: First Trust Bank
Page 28 Page Sort code: 93-84-91 Account no: 13603367 Account name: Somme Association No 1
Invoice No:MEMO615
YOUR REF. OUR REF. TERMS Carol Walker 30 days
DATE UNITS DESCRPTION OF NET COST VAT GROSS COST GOOD/SERVICES 18/12/15 1 Council Membership £650.00 £130.00 £780.00
Vat Reg. No. 517 4525 49 NET COST £780.00 VAT (20%) £130.00 BALANCE DUE £780.00 Agenda Item 10
Title of Report: Officer Presenting: Lead Democratic Services and Somme Association – Centenary of the Battle of the Improvement Officer Somme Author: As above
1 Purpose of Report/Recommendations 1.1 To seek Elected Members views in regard to the Somme Commemorations 2016.
2 Background 2.1 The attached correspondence (Appendices 1 and 2) has been received from the Somme Association in regard to the Somme Commemorations 2016. 2.2 Four places have been allocated to each council and the Association would particularly welcome representation from each Party to reflect the totality of service from the community. It is noted that there is flexibility to increase the number of places.
3 Key Issues 3.1 Given the security arrangements in France, bookings need to be made as soon as possible (preferably by 31st January 2016) with a non-refundable deposit of £200 per person. 3.2 Names of those nominated to travel must be submitted by 2nd May 2016.
4 Financial, Equality, Legal, HR and Other Implications 4.1 As indicated in the correspondence there are two (estimated) price options, dependent on the accommodation selected i.e. £730 per person (excludes personal insurance) for 2 star hotel accommodation or £900 per person (excludes personal insurance) for 3 star hotel accommodation. A single room supplement of £100 also applies.
5 Recommendations 5.1 That Elected Members consider the number (and price options) of places that should be secured for the Somme Commemorations 2016.
Background Papers
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Thursday th30 June 2016:- Flights arrangements and times will follow TBC. Hotel Campanille in Compiegne.
Friday l’ July 2016:- Depart hotel for Albert, here guests will disembark coach to clear security then onward to the Ulster Memorial Tower. Northern Ireland’s Ceremony will take place at l43Ohrs. Lunch provided. Following the service return to Compiegne for dinner.
Saturday 2’ July 2016:- Depart for half day in the Somnie area, this will include a short “Act of Remembrance” at the th16 (Irish) Division Memorial at Guillemont. Commemoration Lunch. In the afternoon a visit to Compiegne Armistice Museum. In the evening return to the Somme and Ulster Memorial Tower for a “Beat the Retreat” and Reception in the grounds.
Sunday 3rd July 2016:- Depart hotel for journey home.
To reserve a place on this tour, please complete the slip below. A deposit of2O0.0O per person is payable on booking (non- refundable) N.B. No bookings will be accepted without a deposit and completed form. Final payments must be made eight weeks before departure date. The names of those nominated to travel must be submitted by Monday May 2016 as the airline have a policy on group fares and will charge for any amendments after this date.
Please make cheques payable to The Somme Association: and send to Mrs Carol Walker, Director, 233 Bangor Road, Newtownards. BT23 7PH.
Please reserve Place(s) on the 2016 Somme Trip I enclose a cheque for £
Type of room/rooms Name of Contact
Address
PostCode
Telephone Email
Signed Date
Full names of those travelling
Booking Conditions: Insurance: It is a condition of travel that clients are covered by travel insurance. Bookings can only be accepted on this basis.
Name of Insurance Company and policy number
Page 32 SOMME COMMEMORATIONS 2016 th30 June 3rd July 2016 Provisional Itinerary “Subject to change”
Theestimatedpriceis£900.00per person (excludespersonalinsurance) Includes:FlightsTBC, luxurycoachtravelthroughoutwith experiencedcourier.Ferrycrossingsif required.3 Star hotelaccommodationis twin bedrooms withprivatefacilities(there will be a single room supplement of100.00), buffetbreakfastand two eveningmealsincluded. Guaranteedticketsto the UlsterMemorialTowerServiceand “Beatthe Retreat”TBC. Forbookingconditionsseebelow Allflightsarebookedthroughan ABTABondedAgent
Thursday th30 June 2016:- Flights arrangements and times will follow TBC. Hotel is the Best Western in Compiegne.
Friday July 2016:- Depart hotel for Albert, here guests will disembark coach to clear security then onward to the Ulster Memorial Tower. Northern Ireland’s Ceremony will take place at l43Ohrs. Lunch provided. Following the service return to Compiegne for dinner. 16thi Saturday 2’”’July 2016:- Depart for half day in the Somme area, this will include a short “Act of Remembrance” at the (Irish) Division Memorial at Guillemont. Commemoration Lunch. In the afternoon a visit to Compiegne Armistice Museum. In the evening return to the Somme and Ulster Memorial Tower for a “Beat the Retreat” and Reception in therngrounds.
Sunday 3”’ July 2016:- Depart hotel forjourney home.
To reserve a place on this tour, please complete the slip below. A deposit of200.00 per person is payable on booking (non refundable) N.B. No bookings will be accepted without a deposit and completed form. Final payments must be made eight m1 weeks before departure date. The names of those nominated to travel must be submitted by Monday 2 May 2016 as the airline have a policy on group fares and will charge for any amendments after this date.
Please make cheques payable to The Somme Association: and send to Mrs Carol Walker, Director, 233 Bangor Road, Newtownards. BT23 7PH.
Please reserve Place(s) on the 2016 Somme Trip I enclose a cheque for £
Type of room/rooms Name of Contact aoress PostCode
Telephone Email
Signed Date
Full names of those travelling
Booking Conditions: Insurance: It is a condition of travel that clients are covered by travel insurance. Bookings can only be accepted on this basis.
Name of Insurance Company and policy number
Page 33 This page is intentionally left blank 1/4
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Title of Report: Officer presenting:
Grievance Procedure Policy Lead Human Resources Officer
Author:
Lead Human Resources Officer
1 Purpose of Report/Recommendations 1.1 The purpose of the report is to seek Members approval for the adoption of a Grievance Procedure Policy which has been developed for the Council. (Appendix 1).
2 Background 2.1 A HR Policy Working group which comprises HR representatives and Trade Union Representatives has been established to develop relevant HR policies. 2.2 A list of policies and proposed timescale for implementation has been agreed.
3 Key Issues 3.1 The purpose of this procedure is to provide a fair, equitable and consistent framework for handling work related grievances raised by Council employees. 3.2 The policy has been agreed by the local Joint Consultation and Negotiation Committee.
4 Financial, Equality, Legal, HR and Other Implications 4.1 There are no financial implications associated with this report. 4.2 The policy has been screened out for equality purposes.
5 Recommendations 5.1 It is recommended that Members consider and approve the Grievance Procedure Policy.
Background Papers
Appendix 1 Grievance Procedure Policy
Page 37 This page is intentionally left blank Appendix 1
GRIEVANCE PROCEDURE
DERRY CITY & STRABANE DISTRICT COUNCIL (JANUARY 2016)
Page 39 CONTENTS Page No
1. INTRODUCTION 1
2. CONTEXT 1
3. OBJECTIVE 1
4. SCOPE OF THE PROCEDURE 1
5. GENERAL PRINCIPLES 2
6. INFORMAL RESOLUTION 4
7. FORMAL PROCEDURE 5
8. RECORD KEEPING 8
9. REVIEW 9
APPENDIX I: FORMAL GRIEVANCE FORM APPENDIX II: FORMAL APPEAL FORM
Page1 40 1. Introduction
1.1 The purpose of this procedure is to provide a fair, equitable and consistent framework for handling work related grievances raised by Council employees.
2. Context
2.1 This procedure is compliant with current legislation and reflects the provisions of the Labour Relations Agency Code of Practice on Disciplinary and Grievance Procedures.
2.2 Consideration has been given to the provisions of the Disability Discrimination Act 1995 and, in particular, regarding making reasonable adjustments when dealing with grievance issues.
3. Objective
3.1 The main objective of this procedure is to enable the Council to deal with grievances fairly and consistently and without unreasonable delay.
3.2 The procedure identifies to whom an employee should apply for the purpose of seeking redress for any grievance relating to employment and the steps to be followed in raising a grievance.
3.3 The procedure also identifies the type of issues which could result in a grievance and what action may be taken in dealing with it.
4. Scope of the Procedure
4.1 This procedure applies to all Council employees except for the Chief Executive.
4.2 Issues that may give rise to grievances and which are within the scope of this procedure include:
The implementation and application of the Council's terms and conditions of employment New working practices Working environment Organisational change Equal opportunities issues
1 Page 41 4.3 This procedure does not apply to grievances concerning:
4.3.1 Matters where dedicated complaints or appeals procedures exist in alternative Council policies or procedures, including Dignity at Work Policy, Job Evaluation Procedure and decisions regarding Appeals, Public Interest Disclosure Policy; Whistle Blowing Policy.
4.3.2 The outcome of disciplinary procedures, capability procedures or redundancy procedures and recruitment and selection decisions.
4.4 This grievance procedure should not be used to address any disputes which may arise between the Council and any recognised Trade Union, nor may this procedure be used to negotiate changes in collective terms and conditions of employment.
5. General Principles
5.1 Where two or more employees have a collective grievance the HR section will liaise with the recognised trade union in relation to agreeing arrangements.
5.2 Employees and Line Managers have a responsibility to develop effective working relationships where individual needs and expectations are recognised and respected. Employees should be able to discuss problems and misunderstandings with Line Managers and therefore resolve most grievances informally.
5.3 If having raised a grievance informally an employee remains dissatisfied he/she may seek to initiate the Formal Procedure. Alternatively, should the employee believe the grievance is of a sufficiently serious nature they may seek to move directly to the Formal Procedure.
5.4 All employees are entitled to use this grievance procedure and should not be subject to victimisation for having done so. Anyone found to be subjecting a complainant to victimisation may be subject to disciplinary action.
5.5 Where an employee raises a grievance which is related to disciplinary proceedings either:
the disciplinary proceeding may be temporarily suspended in order to deal with the grievance; or
both issues may be dealt with concurrently.
2 Page 42 5.6 Action shall be taken promptly under this procedure and specified timescales adhered to as far as is reasonably practicable. Where it is necessary to extend timescales the reasons should be recorded and all parties notified of those reasons.
5.7 As it is the aim of this procedure to resolve matters at the earliest practicable date and at the earliest stage possible, it is not anticipated that all grievances will need to go through all procedural steps.
5.8 Employees are entitled to be accompanied to a grievance meeting by a trade union representative or work colleague. The Council will be sensitive to the needs of employees and, in certain circumstances, a request to be accompanied by a companion from a support organisation which has a special interest in assisting and supporting employees on specific issues may be considered. Employees do not have the right to be accompanied by a legal representative.
5.9 It is the responsibility of the employee to arrange to have a representative and to inform the Human Resources section prior to any meetings who their representative will be.
5.10 Grievance/appeal meetings will normally be arranged on no more than two occasions. On the third occasion the meeting will normally proceed and a decision made in the individual’s absence based on the information gathered. However, before the meeting proceeds the employee will be given the opportunity to submit any documentation for the grievance panel to consider.
5.11 Mediation may be available at each stage of this procedure, subject to the agreement of all parties to participate in the mediation process. Independent mediation may be accessed from lists of trained mediators held by bodies such as the Labour Relations Agency and the Local Government Staff Commission. The Council reserves the right to make the final decision as to whether mediation is appropriate in the circumstances of a particular case.
5.12 An employee who has a grievance taken against them will be entitled to be informed of the full nature of the grievance and have an opportunity to respond. The employee will also have a right to be accompanied, during any proceedings relating to the grievance, by a trade union representative or work colleague.
3 Page 43 5.13 All matters relating to a grievance will be treated as far as is possible in strictest confidence by all the parties involved. Any breach of this confidence without good reason may be subject to disciplinary action.
5.14 The Council's Human Resource Section will have a role in providing information to employees and managers on mediation processes, in giving advice and assistance to those hearing grievances and appeals, and in ensuring adherence to policies and procedures. Correspondence issued during the formal procedure will be issued by, or through Human Resources, who will also ensure that appropriate records are kept.
5.15 This procedure will be subject to the provisions of Data Protection and Freedom of Information legislation and disclosure for Industrial and Fair Employment Tribunals or other legal proceedings.
5.16 Grievances should normally be raised as close to the issue/event as soon as is practicable and ideally, no later than 3 months, after the event. If there is more than one related incident then the timeframe should relate to the latest incident.
5.17 All parties involved throughout the process are expected to behave in a professional, courteous and respectful manner at all times and have a responsibility to participate fully with the grievance. Failure to do so may result in disciplinary action.
6. Informal Resolution
6.1 The Council is committed to ensuring that differences and difficulties be resolved amicably through open communication and without unreasonable delay. Employees are therefore expected to make reasonable attempts to resolve any grievance informally through their line manager. If the line manager is the subject of the grievance then the matter should be raised with the next most senior level of management or the matter discussed with the Council's Human Resource Section.
6.2 Mediation may be used to resolve a grievance informally. If an employee is considering the use of mediation they should initially discuss the matter with the Council's Human Resource Section.
6.3 If the grievance cannot be resolved informally or if informal discussions are deemed inappropriate because of the nature of the grievance, the employee should follow the formal stages of the grievance procedure below.
4 Page 44 7. Formal Procedure
7.1 Initiating the Formal Procedure
7.1.1 If an employee wishes to raise a formal grievance they should put the grievance in writing using the Formal Grievance Form (see appendix I), making it clear that the formal procedure is being invoked and submit it to their Line Manager, who will inform the Council's Human Resources section. If English is not the employee's first language or if the employee has difficulty with reading and writing they may seek assistance from the Human Resource section, and the form may be made available in alternative formats or suitable support provided.
7.1.2 If the grievance is against another employee, the person who is the subject of the complaint will be informed, in writing or in another appropriate format, of the grievance against them and will be given the opportunity to respond. Both employees should avoid contacting each other directly or indirectly about the matter while the issue is ongoing.
7.1.3 Where the grievance relates to a matter within the responsibility of line management it will be dealt with by the employee's Line Manager. If the grievance relates to the 'conduct’ of the Line Manager then the employee should refer the grievance to the next most senior level of management or to the Council's Human Resource section.
7.1.4 It may be necessary to clarify the subject matter of the grievance in advance of conducting the grievance meeting. Where it is considered appropriate to conduct an investigation into the issues raised in the grievance all parties will be informed of this and of the likely timescale for the investigation. In certain circumstances the investigation may be carried out by an independent person with the necessary expertise.
7.2 The Grievance Meeting
7.2.1 The employee will be invited to attend a grievance meeting as soon as is reasonably practical and, normally within 10 full working days of the formal procedure being invoked (subject to the need for investigation noted above) and will be notified of this in writing. They will also be reminded of their right to be accompanied by a trade union representative or work colleague (who will be given reasonable paid time off for this purpose) and asked to advise the Council of who they wish to accompany them to the meeting.
7.2.2 The grievance panel will normally include the employee’s line manager and a Human Resources representative.
5 Page 45 7.2.3 The grievance meeting will be heard in a private and confidential environment.
7.2.4 The format of the grievance shall provide:
an opportunity for the employee to outline their grievance and for the grievance panel to ask the employee questions about their grievance
an opportunity for discussions around the evidence / documentation supplied that supports the grievance
7.2.5 In some circumstances it may be necessary to seek additional information / clarification around certain issues raised – when this is the case an investigation should be conducted as quickly as possible. The investigation may include:
Interviews with other relevant parties separately to obtain witness statements
An interview with the person whom the grievance is against, where applicable
Obtaining other supporting documentation as evidence
It should be noted that:
The employee’s representative will be allowed to address the hearing to put forward and sum up the employee’s case, respond on behalf of the employee to any views expressed at the meeting and confer with the employee during the hearing.
The employee’s representative does not, however, have the right to answer questions on the employee’s behalf, address the hearing if the employee does not wish it or prevent the employee from explaining their case.
7.2.6 The Grievance Panel will invite the employee whom the grievance has been raised to a meeting as soon as is reasonably practical. They will also be reminded of their right to be accompanied by a trade union representative or work colleague and asked to advise the Council who will be accompanying them to the meeting.
6 Page 46 7.2.7 The employee and the employee's trade union representative or work colleague must take all reasonable steps to attend any grievance meetings arranged under this procedure. If the employee is unable to attend because of circumstances beyond their control the Grievance Panel or Human Resources section should be informed. If an employee fails to attend without explanation, or it appears that insufficient attempts have been made to attend, a decision may be made in the employee's absence. The employee will be offered the opportunity to submit any relevant documentation in advance.
7.2.8 If an employee’s chosen representative is not available at the time proposed for the hearing by the employer, the employer will postpone the hearing to a time proposed by the employee provided that the alternative time is reasonable following the date originally proposed.
7.3 Confirmation of the Outcome of the Grievance
7.3.1 Following the grievance meeting (or final grievance meeting if more than one is held) and the meeting to hear the response to the grievance, a written decision on the outcome of the grievance, and including reasons for the decision, will be prepared by the Grievance Panel and forwarded to the employee within 10 full working days of the meeting. The employee will also be informed of their right of appeal. Where a grievance is upheld all issues raised by the grievance will be dealt with expeditiously.
7.4 Appeal
7.4.1 Employees have the right to appeal if they are not satisfied with the grievance decision. There is one appeal stage and the decision of the panel is final. All appeals must be made in writing on the Formal Appeal Form (see appendix II) 10 working days of being informed of the grievance decision to Human Resources stating the grounds of the appeal. If an appeal is not lodged within 10 working days it is assumed that the employee accepts the grievance decision.
7.4.2 HR will acknowledge the appeal request in writing and will set up the appeal panel. The appeal panel will consist of one manager at a more senior level / or similar standing than previously involved and HR representative.
7 Page 47 7.4.3 Appeal hearings shall normally be held within 10 working days of receipt of the appeal from the employee. The employee will be advised of the date, time and location of the appeal hearing, the name of the Appeals Officer and their right to be accompanied by a trade union representative or work colleague.
7.4.4 Copies of any documents that an employee will rely on during an appeal must be submitted at least 3 days in advance of the hearing to the person(s) hearing the appeal. Where, in exceptional circumstances it is not possible to adhere to these timescales the reasons should be recorded and the employee notified of those reasons.
7.4.5 Appeals against a grievance decision made by the Chief Executive will be heard by an independent panel with external representation such as another Council.
7.4.6 The appeal will not normally take the form of a re-hearing and will usually be limited to the grounds set out by the employee in their written appeal request. The outcome of the appeal process shall be notified to the employee within 10 working days of the appeal hearing. As there is only one appeal stage it will be made clear to the employee that the decision of the Appeals Officer hearing the appeal is final.
8.RECORD KEEPING
8.1 The Council will keep written records at all stages of the grievance process including:
a copy of the written grievance the management response actions taken, with timescales reasons for any action taken whether an appeal was lodged and if so, the outcome reasons for any delay in the process records of meetings subsequent developments
8 Page 48 9. REVIEW
This procedure will be reviewed regularly by the Council and, if necessary, revised in consultation with recognised Trade Unions in light of changing legislation and the LRA Code of Practice.
9 Page 49 APPENDIX I
DERRY CITY AND STRABANE DISTRICT COUNCIL
FORMAL GRIEVANCE FORM
Name of Employee: ______
Date of Meeting: ______
1. Are you being represented by a trade union representative or work colleague:
Yes _____ No _____
If yes, please give name: ______
COMPLAINT DETAILS:
2. The complaint is in relation to: ______
______
______
Please give details of your grievance below: (Describe as fully as you can what took place, giving relevant and important dates, times, names of person involved as witnesses where possible. Please note that as part of the investigation, you will be interviewed to obtain further information and detail about the incidents outlined on this form).
3. Outline attempts, if any, to resolve the matter informally:
Page 50 4. What would be the preferred outcome from this complaint? How would you like this resolved? (Please bear in mind that this may not necessarily be achievable).
Please provide your signature and the date you submitted this form, in order that the time limits outlined within the procedure can be followed.
Signed: ______Date: ______
If this is a group grievance, please provide all signatures of the people who are aggrieved: (Please note, however, that the signature stated above will be the person to which all correspondence with be referred to).
Signed: ______Date: ______
Signed: ______Date: ______
Signed: ______Date: ______
Attach supporting documentation if required. Appendix II
DERRY CITY AND STRABANE DISTRICT COUNCIL
FORMAL APPEAL FORM
Name: ______Date: ______
APPEAL DETAILS: Please give details of the grounds you wish to appeal:
Employee Signature: ______Date: ______
Page 51 This page is intentionally left blank Agenda Item 12
Title of Report: Officer presenting:
Proposed Committee Structure for progressing Head of Planning
Local Development Plan (LDP) (Acting)
1 Purpose of Report/Recommendations 1.1 To provide Members with a proposed structure for taking forward the Local Development Plan (LDP) for Derry City and Strabane District. It is proposed that the LDP preparation process is best served by the Council’s Planning Committee, requiring capacity building, protocols, an additional special meeting each month along with bi-monthly workshops open to all Members on key specific Plan topics.
2 Background 2.1 Members will be aware of the priority that the Council is placing on the early delivery of a new local Development Plan. This paper sets out, for Members’ agreement, the proposed structure as well as outlining the necessary engagement with Members in terms of required LDP protocols, presenting topic papers, and the need for Plan-making workshops over the next two years up to Draft Plan Strategy stage. 2.2 Members will recall that, prior to the set up of the new Council and transfer of Planning in April 2015, it was agreed that the Planning Committee would be responsible for dealing with planning applications (Development Management) and other related operational Planning matters. However, the new Local Development Plan (LDP) and any other Planning policy making were to be the responsibility of the Environment & Regeneration Committee. 2.3 At that time, the thinking was ‘to keep policy-making separate from policy implementation’, as well as to better distribute the workload across the Council’s committees. However, following the experience of the first ten months of Council, it is believed that it would be more practical to operate, more professionally effective and be of sounder governance for the Planning committee to take responsibility for the progression of the LDP, for the following reasons:
It is likely to benefit the creation of more applicable and quality strategic and local policies if they are drafted by the same committee that will eventually have to implement and use them when determining applications.
Page 53 Members of Planning Committee already have a specific planning focus and are gaining specialist knowledge and understanding of issues, having initially benefited from planning training. Planning Ctte Members have already signed up to and operate under a planning (Development Management) Code of Conduct for determining planning applications. Propriety for LDP preparation will be also vital and it is considered beneficial to develop such a LDP protocol with the Committee already operating under a similar code. All except one of the other NI Councils are progressing or intending to progress their LDPs through their Planning Committee for similar reasons. The currently diverse and significant workload covered monthly by the E&R Committee would be put under extreme pressure in attempting to accord the appropriate time necessary for the steady progression of the LDP. To ensure active participation in the LDP process, E&R members will still be encouraged to attend the topic-based Plan-making workshops (open to all Members) that are necessary every second month.
3 Key Issues 3.1 The main initial Plan-making stages and their proposed timeframes are outlined below, in order for Members to appreciate the significant time commitment and technical understanding that will be required of that Committee. 3.2 The Planning Committee will need to take the lead role in co-ordinating the management / progress of the LDP as well as the role of reading / discussing / considering the technical reports on the content of the LDP itself. It will be essential to design and deliver a programme of capacity building for Members, including agreement of an LDP protocol over the next 12 months. This will require consideration by Officials, Members and the Council Solicitor. 3.3 Planning Committee Members would also need to agree to the holding of a separate and additional Planning Committee meeting each month dedicated to LDP matters and progression. 3.4 There will also need to be a Plan-making Workshop, open to all Councillors and expected every second month over next 12 months, on key aspects and topics of the LDP preparation and its associated Assessments. 3.5 It is considered that such an approach will assist in delivering the necessary collective buy-in required to expedite and facilitate LDP preparation. As is the current arrangement, it is proposed that key stages of the plan preparation, leading to the Plan Strategy stage, will be presented to Full Council for ratification.
Page 54 3.6 It is proposed to finalise a draft Timetable for the LDP during Spring 2016, having discussed it with key stakeholder bodies. Following Committee / Full Council approval, the finalised Statement of Community Involvement (SCI) and Timetable will be published; this will be seen as the formal commencement of our LDP process. 3.7 Discussion papers will be presented to the Committee on the following Topics: (approximately 2 per month from April 2016 over the 12 months preceding the publication of the Preferred Options Paper)
Population & Growth Strategy / Housing in Settlements Economic Development & City / Town Centres, incl. Regeneration Built and Natural Environment / Countryside & Landscape Assessment Urban Design & Townscape / Transport & Movement Open Space & Recreation / Public Utilities & Community Infrastructure Coastal Development & Protection / Tourism Renewable Energy / Waste Management Settlement Evaluation / Housing Allocation
3.8 A Baseline study of the current state of the environment (to set the context and framework for the Sustainability Appraisal and provide the basis for the preparation of a Scoping Report) will be presented to the Committee in Spring 2016. 3.9 It is also proposed to undertake a Policy Review of existing policies contained within the Planning Policy Statements (PPSs) and the recent Strategic Planning Policy Statement (SPPS). This will enable the Plan Strategy to be developed within the current NI planning policy landscape and enable Members to bring forward possible draft policies for consideration to strengthen existing policy or to fill identified District relevant gaps. 3.10 The Plan-making Workshops during 2016 and Spring 2017 will allow Members and officials the opportunity to consider and discuss the key LDP topics – leading up to Preferred Options Paper and Draft Plan Strategy. The following Workshops will be held (subject to change) inviting all Councillors (mandatory for Planning Committee) and relevant council officials.
Workshop 1: LDP process / structures & protocols Workshop 2: LDP & SA / HRA + other required assessments Workshop 3: Housing in Settlements Workshop 4: Economic Development
Page 55 Workshop 5: City & Town Centres- Retailing and Regeneration Workshop 6: Environmental Protection & Opportunities Workshop 7: Settlements Workshop 8: LDP / SA development of Options and Alternatives Workshop 9: Leisure, Recreation & Tourism Workshop 10: Rural / Urban Housing Workshop 11: Preferred Options Paper (POP)
3.11 In addition to the above-mentioned input from Councillors, there will need to be a Sustainability Assessment (including SEA), an Appropriate Assessment, an EQIA, Rural Proofing, HIA and PSI assessment – all continued throughout the LDP process. The quality of the SA process could be subject to legal challenge by those unhappy with the LDP content and seeking to have it struck down. Such a process, distinct from the planning specifics of the LDP process, requires the production of significant SA documents at key stages in the LDP process. These documents have to be backed up with extensive baseline surveys and consultation. The production of these will be in addition to the LDP process and its associated stages and document production. This will entail training and a regular diversion of time away from LDP preparation for officers throughout the entire LDP process. 3.12 A LDP Steering Committee will need to be established and will have a pivotal role in decision making and progressing the LDP and its iterative SA / HRA process. Structures and protocols for the operation of this Committee, drawn from Officials, Members & relevant consultees, will also need to be finalised. 3.13 As set out in this paper, LDP preparation involves the production of an extremely significant volume of well evidenced and critically analysed planning documents, twinned with associated legally required assessments / appraisals, against a publically advertised challenging timetable. The task in hand is indeed ‘challenging’ – for officers, Members, key stakeholders and the public. It is essential that the necessary structures are put in place now and resources are directed towards the LDP team to ensure the timetable is met and public confidence in the LDP and its future role is not eroded by slippage or delays. 3.14 At this stage, it is anticipated that the Preferred Options Paper (and associated documents) can aim to be drafted in late 2016 for agreement and publication in Spring 2017. This timescale would then aim to have the Draft Plan Strategy published for 8-week consultation in late 2017.
4 Financial, Equality, Legal, HR and Other Implications
Page 56 4.1 It will be essential to fully resource, retain, train and motivate good quality LDP staff throughout the entire LDP process. The preparation of the LDP is a statutory requirement, subject to scrutiny and sanction from the DOE. There is also potential for legal challenges throughout the LDP process, particularly via the Sustainability Appraisal.
5 Recommendations 5.1 Members are requested to agree that the Local Development Plan (LDP) will be progressed through the Council’s Planning Committee, requiring the appropriate capacity building, protocols put in place, an additional special meeting each month along with two-monthly workshops open to all Members on key specific Plan topics.
Background Papers
None
Page 57 This page is intentionally left blank Agenda Item 13
Title of Report: Officer presenting: Lead Democratic Services & Member Role Profiles Improvement Officer
Author: Business Manager
1 Purpose of Report/Recommendations 1.1 To seek Members approval for the attached Member Role Profiles; namely role profiles for Councillor, Committee Chair and Mayor of Council (copies attached at Appendix 1).
2 Background 2.1 The development of Member Role Profiles for the new Council is a performance indicator of the Elected Member Development Group. 2.2 It is deemed good practice to have Member Role Profiles in place which provide an overview of the roles and responsibilities of Members. 2.3 Additionally, the presence of Member Role Profiles is key evidence for Council's re- accreditation against the Member Development Charter.
3 Key Issues 3.1 The draft Role Profiles were presented to the November 2015 meeting of the Elected Member Development Group. Following which, the profiles were circulated to all Members seeking their input. No feedback was provided by Members. 3.2 At the Meeting of the Elected Member Development Group held on 26 January 2016, the Members endorsed the draft Role Profiles.
4 Financial, Equality, Legal, HR and Other Implications 4.1 There are no implications with approving these Role Profiles.
5 Recommendation 5.1 That Members approve the Member Role Profiles for the position of Councillor, Committee Chair and Mayor.
Background Papers
None.
Page 59 This page is intentionally left blank Appendix 1
Role Profile – Councillor
Accountabilities Councillors are accountable to:
Their electorate and to The Council
The role of Councillor includes the following duties and responsibilities:
Community Representation Represent the interests of the people of the Derry City and Strabane District Council area as a whole and of your District Electoral area, and act as a champion and advocate for community interests. Consult with relevant people, communities and other interested parties and communicate their views. Deal effectively with concerns of local residents on matters relating to the Council and other bodies and bring the views of communities to Council.
Political Leadership The development, setting and monitoring of policy, setting of the strategic direction of the Council and overseeing performance of Council. Determine Council budgets and the allocation of resources by the Council. Participate in the work of Council Committees, working groups etc. ensuring informed and balanced decision making within relevant legislation. Feed back and explain Council decisions and policies to communities and others. Represent the Council on external bodies you are nominated by Council onto. Promote high standards of conduct and ethnics in public life and adhere to the Code of Local Government Conduct.
Participation Work constructively with other Councillors and Council Officers in the work of the Council to achieve the Council’s aims and objectives. Contribute to local activities and bodies. Participate in Council events. Be committed to and engage in learning and development activities.
Meetings To attend Council Meetings; and Committee meetings and Working Groups as required.
Page 61 Appendix 1
Role Profile – Committee Chair
This profile is in addition to the Councillor profile.
Accountabilities A Committee Chair is accountable to:
The Members of the Committee The Council
The role of Committee Chair includes the following duties and responsibilities:
Meetings Work with Officers to plan Committee activities and meetings and receive advice from officers as required. Ensure that the meetings of the Committee are conducted in accordance with appropriate policies and procedures. Encourage participation and debate within meetings of the Committee. Guide meetings of the Committee to ensure that decisions are reached on the basis of consideration of relevant information and within relevant legislation. Present minutes of the Committee to Council for ratification.
Participation Establish and maintain effective working relationships with the relevant Director/Head of Service/Lead Officer associated with the work of the committee.
Representation and Leadership Act as a spokesperson for the Committee and its decisions and activities where required. Take the lead on monitoring the outcomes of meetings and decisions taken to ensure implementation. Encourage and support Members of the Committee in their work as part of the Committee including participating in any learning and development opportunities. Represent the Council and the Committee at events, as required.
Page 62 Appendix 1
Role Profile – Mayor
This profile is in addition to the Councillor profile.
Accountabilities A Mayor is accountable to:
The Council The Public
The role of Mayor includes the following duties and responsibilities:
Representation and Leadership Carry out the roles and duties expected of the First Citizen of the Derry City Council area. Attend functions and events as the First Citizen and represent and promote the Council and the Derry City and Strabane District Council area. Represent and act as political figurehead and ambassador for the Council, ensuring that this role is carried out in a politically neutral way. Act as the political spokesperson for the Council. To witness, sign or seal all required Council documents.
Meetings Chair meetings of the Council and conduct those meetings in an efficient manner, in accordance with Standing Orders (and any other relevant requirements) and with regard to the rights and interests of the community.
Page 63 This page is intentionally left blank Agenda Item 14
Title of Report: Officer presenting: Lead Democratic services and Northern Ireland Housing Executive Consultation improvement officer
Author: As above
1 Purpose of Report/Recommendations 1.1 To advise elected Members of the Northern Ireland Housing Executive (NIHE) review of its Corporate and Business Plans and objectives for the year ahead, the 2016/2017 business year. 1.2 To seek endorsement for the draft corporate response set out at Appendix 2.
2 Background 2.1 Correspondence (Appendix 1) has been received from the Northern Ireland Housing Executive (NIHE) indicating that it is reviewing its Corporate and Business Plans and objectives for the year ahead, the 2016/2017 business year. 2.2 The Corporate Plan sets out the Housing Executive’s vision for Northern Ireland and explains the actions that will be taken to improve the places where people live. The Plan sets out The NIHE's highest level ambitions and its themes of People, Properties and Places. 2.3 The Housing Executive will conduct a second phase of consultation once draft plans has been prepared.
3 Key Issues 3.1 The Northern Ireland Housing Executive has a key role in enhancing the wellbeing of people living within the Council area and have a stated vision of "One in which housing plays part in creating a peaceful, inclusive, prosperous and fair society". 3.2 As such, the Housing Executive will contribute towards the delivery of the Community Plan for the Council area.
4 Financial, Equality, Legal, HR and Other Implications 4.1 There are no direct financial, legal, equality or HR implications associated with this report although it is noted that effective partnership working with the Housing Executive will impact on outcomes for people in the Council area.
5 Recommendations 5.1 That Members approve the draft corporate response set out in Appendix 2.
Background Papers
Page 65 This page is intentionally left blank
20 January 2016
Dear Sir or Madam,
We are reviewing our Corporate and Business Plans and objectives for the year ahead, the 2016/2017 business year.
The Corporate Plan sets out the Housing Executive’s vision for Northern Ireland and explains the actions we are taking to improve the places where people live. The Plan sets out our highest level ambitions.
Delivery of our programmes and services depends on government subsidy, rental income and the sale of our assets. Whilst the Housing Executive continues as a single statutory organisation, for budgetary and accounting classification purposes, there is now a dual reporting arrangement where the Regional Services and Landlord Services are managed as separate entities. This reclassification introduces important changes as to how each business area is funded, with separate budgetary monitoring and reporting requirements.
The Regional Services business is funded almost entirely through government grant and is subject to more stringent budgetary and reporting controls placed on a Non Departmental Public Body (NDPB) within the central government funding structure. Therefore, the well- publicised reduced levels of government funding and the requirement to make efficiency savings is likely to have some impact on the Regional Services business service delivery. We are currently working through details to deliver efficiency savings.
The Landlord Services body, by comparison, is almost entirely funded on the revenue account, through rental income with minimal government funding. This means that the ability of the Landlord business to deliver its services successfully is dependent on the income it generates and collects.
The ambitions stated in the Plan need to be considered in conjunction with resources available to deliver them.
Our proposed Corporate Objectives for the coming year are set out under three themes, set out below, some of which are cross-cutting in nature. Our work under these themes will be underpinned by robust research and intelligence on the need for services. We have a statutory duty under the Community Planning process and our work will help to inform councils on housing matters, along with our Housing Investment Plan updates, for the coming year.
Page 67 OUR THREE THEMES
People – Our activities under this theme include: Tenant engagement, social enterprise opportunities, community safety, and community involvement work; Maximising Landlord Services income to continue to provide great housing services for our tenants; Supporting People and Homelessness Services; grants and adaptations, helping people to remain in their own homes, and housing for Travelers’ needs; Housing Benefit Services.
Properties - This theme encompasses both private and public sector homes. Our activities include: Improving and maintaining NIHE homes; Managing the Social Housing Development Programme (SHDP) to deliver new social and affordable homes; Providing a Grants service for improvements to private sector homes; Our Home Energy Conservation Authority role to improve energy efficiency thus helping to reduce fuel poverty; Helping to return empty homes back into use.
Places – Our activities under this theme will relate to places where people want to live, both in urban and rural areas throughout Northern Ireland and include: Place shaping and large scale regeneration activities in consultation with stakeholders; Community cohesion and anti-social behaviour management; Land assembly to stimulate large mixed use developments and opportunities to address social housing demand; Updating our rural housing policy and implementing the Action Plan; Fulfilling our statutory role under Community Planning.
In the meantime we are asking you to let us know how best we should shape our work to meet the needs which you feel are most important. Do our proposed themes reflect the issues that you (or the people you represent) believe should be the outcomes which we must focus on? Our Summary of the Corporate Plan for 2015/16 can be found in the consultation section of our website www.nihe.gov.uk. It will give you useful information on our current main activities and spending areas.
Can we also ask you to give a list of priorities from 1-6 (or any other number) of the housing services which you think are most important and which should have priority in our spending plans (bearing in mind the likely limitations on resources). You can choose from the list below or include other services not listed.
New house building Better housing opportunities for homeless people Repairs Community safety
Page 68 Improvements Better community relations Adaptations to homes for people Building skills in the community with a disability Grants for privately owned homes Financial guidance and debt counselling Better housing for the Traveller Increasing thermal efficiency of Community homes
You should contact Janet Thomas to comment or discuss by 29th February 2016 (you can phone her on 028 9031 8554 or email to [email protected]). Janet can provide you with copies of the plans or other Housing Executive publications in a variety of formats and languages.
A second phase of consultation will take place when we have drafted the new plans. At that time I will write again to ask if you wish to comment on the content.
The plans will then be submitted for approval to our Board and the Minister for Social Development. We hope this approach will help you, our customers and stakeholders to contribute to our work through plans which properly reflect the needs of our community.
Yours sincerely
Trevor McCartney Director of Corporate Services Northern Ireland Housing Executive
Page 69 This page is intentionally left blank Page 71 This page is intentionally left blank Agenda Item 15
Title of Report: Officer presenting: Lead Democratic Change of Council and Committee Services and Improvement Officer Meeting Dates Author: As above
1 Purpose of Report/Recommendations
1.1 To seek Members’ approval for a potential change in dates for the April Council meeting and the May meeting of the Governance & Strategic Planning, Planning and Assurance, Audit & Risk Committees.
2. Background
2.1 NI Assembly Election are scheduled to take place on Thursday 5 May 2016.
3. Key Issues
3.1 This date coincides with the May meeting of the Assurance, Audit & Risk Committee and falls in the same week as meetings of the Governance and Strategic Planning and Planning Committees. The April Council meeting also falls within a week of the election date.
3.2 In the past Members have requested a rescheduling of Council and/or Committee meetings in order to participate in pre and election related activities.
3.3 Whilst there are a range of options, it is suggested that consideration is given, in respect of the April Council meeting to:
(a) leave unchanged, Council meeting to be held on 28 April (b) move April Council meeting to the week beginning 18 April.
3.4 In relation to the Committee meetings scheduled for the week beginning 2 May, options include:
(a) moving these committees to the week beginning 16 May (b) hold the 3 Committee meetings at 2pm during the week beginning 9 May.
4. Financial, Equality, Legal, HR and Other Implications
4.1 Changes in meeting dates may have implications for the timings of the presentation of minutes to the Council meeting.
Page 73 5. Recommendations
5.1 That Members consider options for a change in Council and committee meeting dates for the April/May period.
Background Papers
Page 74 Agenda Item 16
Title of Report: Officer presenting: Lead Democratic Services and Equality and Diversity Group – Improvement Officer Strategy and Action Plan 2015-17 Author: As above
1 Purpose of Report/Recommendations 1.1 To advise Elected Members of the Strategy and Action Plan for the Equality and Diversity Group for 2015-17
2 Background 2.1 The Equality and Diversity Group was established to prioritise and influence equality and diversity initiatives across local government. The Group has responsibility for:
the development of the overall strategic direction for equality and diversity initiative in local government determining priorities and setting objectives monitoring progress and reporting to the Local Government Staff Commission on a regular basis.
2.2 A key feature of the work of the Equality and Diversity Group is the Diversity Champion’s Network which is made up of the Elected Member and Officer champions in each council. Councillor Kieran Maguire and Kay McIvor (Equality Officer) are this Council’s representatives on the Network.
3 Key Issues 3.1 The work of the Equality and Diversity Group complements that of the Council in respect of the promotion of equality and good relations.
4 Financial, Equality, Legal, HR and Other Implications 4.1 There are no direct implications associated with this action plan. It is noted that the Council’s champions will be supported via this action plan to network and promote diversity issues in the Council and communities.
5 Recommendations 5.1 That Members note the contents of the Equality and Diversity Group Strategy and Action Plan 2015-17.
Background Papers
Page 75 This page is intentionally left blank Equality
Strategy
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Plan Group 1. Background
The purpose of the Equality & Diversity Group is to prioritise and influence equality and diversity initiatives across local government. The Group attempts to bring together the equality and diversity practices across the sector and in so doing, seeks to integrate the priorities of the Group with the ongoing work of individual councils.
The Group has responsibility for: • the development of the overall strategic direction for equality and diversity initiatives in local government • determining priorities and setting objectives • monitoring progress and reporting to the Local Government Staff Commission on a regular basis
The Group was first constituted in 2011 and was re-constituted in 2015 in the light of the reform of local government with a new Chair who is the Chief Executive of one of the 11 councils, and some additional members to include representatives from external and internal stakeholder groups. The Group meets bi-monthly.
A key feature of the work of the Equality and Diversity Group is the Diversity Champions’ Network which is made up of the elected member(s) and officer(s) Champions in each council. The role of the Diversity Champion is to champion equality and diversity in individual councils and to act as first point of contact for enquiries and provide advice, guidance and support on equality and diversity issues within the organisation. The Network provides a forum of support and networking for the Diversity Champions, and meets quarterly to provide training and development opportunities for the Champions.
Sub groups such as the Statutory Duty Network continue to meet, together with specific task and finish groups which willbe established as required for example, to develop a model equality scheme or to prepare draft model employment policies across the local government.
Statutory Duty Network
Equality Task champions and and Network Diversity Finish Group Groups
1 Page 78 Chair
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This willbe done by working in partnership with councils:
• to address equality and diversity issues • to ensure continuity of the ongoing equality and diversity activities • to support cross-sectoral initiatives • to involve and inform external stakeholders • to pilot new equality and diversity initiatives
4. Reporting Mechanisms
Progress on meeting the activities detailed in the action plan willbe: • reported to members of the Equality and Diversity Group at their quarterly meetings • a copy of the minutes of the Equality and Diversity Group meetings willbe included on the Staff Commission meeting agendas for information • periodic reports willbe sent to councils through the Equality and Diversity e-zine • members will report back to the stakeholder group they represent
5. Equality and Diversity Framework This strategy and action plan supports the Equality and Diversity Framework which details a Council’s statement of intent and approach to meeting their equality and diversity obligations and to demonstrate their compliance with them. The Framework covers everyone who uses a council’s services, facilities and accesses information.
6. Outputs
The Strategy and Action Plan will result in the following benefits for the local government sector:
• officers and members will be well informed on equality and diversity issues • councils willbe representative of the communities which they serve • local government will be recognised for best practice in equality and diversity
Page3 80 •
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Establish a Facilitate regular coaching and meetings of the mentoring Diversity programme Champions’ Network
• Pilot the coaching and mentoring programme in 4 councils • Hold 3 meetings per year to assist the Champions • Pilot a network of to promote diversity mentors coaches and issues in their council across the 11 councils J I
5 Page 82 _____
• Establish a working • Provide an annual consultation event for group to evaluate the external stakeholders benefits of central through the Statutory procurement Duty Network • Provide councils with a Assist list of providers by consultees and April 16 stakeholders by facilitating consultation across all councils
Provide support Establish a to elected working group to members ro increase their develop best understanding of practice equality and guidance on good relations monitoring and issues evaluation • Provide an equality and good relations showcasing seminar • Develop guidance on for elected members monitoring and byJunel6 evaluation by June 16 J I 1
• Hold regular equality and diversity seminars and conferences to showcase best ii practice
Develop a Provide a strategy for the development employment of programme for people with a Diversity disability Champions • Prepare guidance on providing work • Promote the development placements for people programme to assist the with a disability Champions to network • Share best practice case and promote diversity studies between councils issues in their councils I and communities
6 Page 83 Page 84 Agenda Item 17
Title of Report: Officer presenting:
Intranet Development Director of Business & Culture
Author:
Marketing & Communications Officer
1 Purpose of Report/Recommendations
1.1 The purpose of this report is to update members on the current internal intranet development project and proposed approach for implementation.
2 Background
2.1.1 Derry City and Strabane District Council are committed to providing all staff with a portal that allows access to all available Council related information in one single platform. This further demonstrates the organisations commitment to meaningful and sustained engagement with all staff.
2.1.2 During shadow period Council made a decision to enhance the digital offering it provides both to the external and internal audience. Now that the external aspect of Council’s digital presence is at an advanced stage it is proposed to progress with the intranet development.
2.1.3 The purpose of an effective intranet is to ensure staff are being communicated with effectively and regularly. This will ensure all staff can be kept up to date with major developments and Council news in an efficient manner.
3 Key Issues 3.1 The intranet will be a portal that is accessible to all staff and as such should include input from all of the relevant stakeholders from the outset. 3.2 An intranet working group has been created to ensure all of the stakeholders of the project are content with the initial approach and implementation. The working group members have been included in background papers for members’ information. 3.3 At present the structure developed for the intranet comprises best practice models and recommendations as well as direct staff input and further input from the intranet working group.
Page 85 3.4 It is recommended that further consultation is carried out throughout the development phase to ensure that the intranet is fit for purpose and relevant to the audience. This will be continuously reviewed and it is proposed the intranet would have a feedback section to allow feedback from its users. 3.5 Recognising that not all Council staff have access to a computer nor do they all have Council affiliated email addresses which would allow them to access the intranet officers are now carrying out an audit on the respective Council outbuildings to furnish the buildings with appropriate equipment to allow staff to access the intranet. 3.6 This will allow staff who are based away from the corporate buildings of Council at Derry Road and Strand Road the opportunity to access the intranet and its associated information. 3.7 It is envisaged the first phase of the intranet will be live by July 2016, given the extensive requirements entailed this is deemed to be a realistic timeline.
4 Financial and Other Implications
4.1 The cost of the software to help develop this platform has already been accounted for within the initial digital budget assigned in Council’s shadow period and had been purchased at the time of the new website development phase.
5 Recommendations
5.1 It is recommended that members note the contents of this report.
Background Papers
Members can find the proposed structure of the intranet as well as the members of the intranet working group in the appendices for information.
Page 86 Intranet Structure
Policies and How To Learning & Employee Contacts Home ICT What's On Documents (Templates) Development Relations Section
Staff Write a Navigation Health & Safety FAQs Announcements Committee Paper Annual Leave Job Opportunities Full Staff Directory Request Form
Image Carousel Council Policies Helpdesk Staff Procure Offers/Discounts Products/Services Contact Numbers Training & HR Policies (Key Council Development Locations) Corporate & Latest Staff Book Improvement Newsletter Events Calender Advertisment Plan Space & other key Marketing Councillor Contact Online Learning Union Info Services Info Page 87 Page Fire Evacuation Polls Council Discussion Procedure Forum Claim Mileage Staff Induction Feedback Form Corporate Popular Pages Headed Paper
Claim Expenses Corporate Meeting Room Brand & Availability Guidelines
The Organisational Structure
Key Chris G Union Reps
Key JW Ellen C Alfie/Denise HR Paul I Paul J This page is intentionally left blank Stephen Union Gillespie
Reps (SRO)
Marketing and Comms Officer
Head
of IT
Page 89 Page Intranet Working Group Web Officer
Lead HR Officer
Corporate Head of Services and Culture Improvement Officer This page is intentionally left blank Agenda Item 18
Title of Report: Officer presenting: Lead Democratic Services and Beacon Scheme to mark The Queen’s 90th birthday Improvement Officer
Author: As above
1 Purpose of Report/Recommendations 1.1 To advise Elected Members of the Beacon Scheme to mark The Queen’s 90th birthday
2 Background 2.1 The official Guide to Taking Part in Beacon Scheme (Appendix 1) has been forwarded via The Northern Ireland Local Government Association (NILGA). 2.2 A number of Local Authorities in Northern Ireland have already joined the project, along with over 250 local community and other organisations around the United Kingdom, Channel Islands, Isle of Man and UK Overseas Territories,.
3 Key Issues 3.1 This Scheme is open to local communities and organisations and can be part of a public or private event.
4 Financial, Equality, Legal, HR and Other Implications 4.1 Subject to the nature of the event there are beacon and operational costs.
5 Recommendations 5.1 That Members note this information.
Background Papers
Guide to Taking Part in Beacon Scheme (Appendix 1)
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The Queen’s 90th Birthday Beacons 21st April 2016 YOUR GUIDE TO TAKING PART Introduction
There is a long and unbroken tradition in our country of beacon of the kind lit for The Queen’s Diamond Jubilee in celebrating Royal jubilees, weddings, coronations and 2012 and VE Day in May 2015. The choice is yours. special birthdays with the lighting of beacons - on top of mountains, churches and castle battlements, on town and However, if you wish to purchase one of the gas-fuelled village greens, farms, country parks and estates, and beacons being specially manufactured for this unique occasion, along the beaches surrounding our shores. The last major please go to page 4. You can order your bottled gas from beacon celebration was on Her Majesty The Queen’s Flogas Britain Ltd, whose details are provided on this page. Diamond Jubilee on 4th June 2012, which many of those receiving this guide successfully took part in. For the first time in history, members of the Army Cadet Force, We all wish representing the youth of our nation, will be taking gas-fuelled There will be a further opportunity to celebrate on Thursday beacons to the top of the four highest peaks in the United 21st April 2016, when beacons will be lit throughout the Kingdom - Ben Nevis, Scotland; Mount Snowdon, Wales; United Kingdom, Channel Islands, Isle of Man and UK Scafell Pike, England, and Slieve Donard, Northern Ireland. Happy Overseas Territories in celebration of Her Majesty The Queen’s 90th Birthday that day. To date, 255 local communities, You may use your beacon lighting and associated events as a including town and parish councils, local authorities, youth way of raising funds for local or national charities. Or you can Page 94 Page groups and organisations such as the Royal Agricultural simply enjoy the occasion with family and friends, one of whom Benevolent Institution, the Crown Estate, Windsor, Historic may even share a 90th birthday with Her Majesty. Birthday Houses Association, English Heritage, National Trust, Country TO Land and Business Association, Trinity House, the Royal Air If you wish to take part, please go to page 3 and follow the Force, National Association of Local Councils, Local instructions to insure that your beacon is correctly listed and that Government Association, Once Voice Wales, National we can liaise with you regarding further information. We wish Association of Civic Officers and the Convention of Scottish you well with your planning and with the event itself. Local Authorities have agreed to take part (see Her Majesty Acknowledgements page). We hope that you too will wish to participate by lighting a beacon, joining us in uniting the nation in common celebration of this important milestone in The Queen’s life. The beacon lighting time will be confirmed at a later date but please plan around lighting it in the early The21ST APRILQueen 2016 evening.
The Beacon Project, by agreement with The Royal Household, will form an important part of The Queen’s 90th birthday 5 celebrations, and Her Majesty The Queen has graciously agreed to light the Principle Beacon on 21st April 2016.
Your event could be large or small. There are three types of beacons that may be used - 1) the traditional bonfire beacon, Bruno Peek LVO OBE OPR 2) a beacon brazier on top of a tall wooden post that has been Pageantmaster previously erected for similar occasions and 3) a gas-fuelled The Queen’s 90th Birthday Beacons
2 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART How to take part and Beacon lighting Ceremony How to take part Beacon Lighting Ceremony - 21st April 2016 Step 1: To confirm your involvement and assist us in easy communication and correct registration of your event, please The Beacon lighting ceremony should be undertaken as follows: be kind enough to undertake the following in FULL as soon as possible, sending it to Bruno Peek LVO OBE OPR, Step 2: Invite your Lord Lieutenant, Deputy Lieutenant, Lord Pageantmaster, The Queen’s 90th Birthday Beacons at - Mayor, Mayor, High Sheriff, High Steward, Lord Provost, [email protected] Chairman or Leader of the Council to light your Beacon, or you may wish to consider running a competition in partnership with If your event is a private occasion and NOT open to the public, your local media, with the winner having the honour of lighting and you do not want your involvement shown on any public or it that night. media listing, it is important that you confirm this when providing information requested below. Your participation will still be Step 3: Please arrange to have professional photographs noted as part of this historic occasion but NOT made public. taken during your event, and immediately after, please send NO more than THREE high quality, copyright-free photographs to However, if your event is open to the public your contact details [email protected] including the name of the photographer, will be shared with the media so that they can contact you direct the Beacon location, including post code, along with the name Page 95 Page to arrange any publicity and/or coverage of your event on 21st of the Council or Organisation. April 2016. Step 4: If appropriate, please use social media channels - Name of Contact/Coordinator Twitter, Facebook etc - to promote your event. On Facebook, Name of Council or Organisation post photographs of your Beacon lighting ceremony on the 21st Job title of Coordinator April 2016. Full postal address including postcode County Step 5: We will be providing Country: England, Wales, Scotland, Northern Ireland, Channel you with an outline Press Islands, Isle of Man, UK Overseas Territory Release for your use, so Telephone number - landline please localise it, providing as Mobile number much or as little information Email Address as you wish regarding your Beacon Location if known when registering, including postcode event, along with your contact details before YOU send it to Please ensure you have undertaken all the safety aspects etc, all areas of your local media outlined on page 6 and before the lighting of your Bonfire to enable them to contact Beacon on page 5 and you have alerted the emergency YOU direct. services, including the Fire Brigade, undertaken any risk assessments required and ensure all are happy with your plans. Step 6: Please arrange to (This is your responsibility as coordinator of your Beacon light your Beacon early
lighting event). evening - exact time will be Gas fuelled Beacon, East Antrim, Bonfire Beacon, Killyleagh, County Down, Wood fuelled Beacon Brazier, Hilton, Derbyshire, confirmed early march 2016. Northern Ireland. Northern Ireland. England.
THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART 3 Gas fuelled Beacon
The Beacon is of lightweight construction and comes assembled and complete with the exception of the gas cylinders that will need to be purchased separately. One 47kg propane cylinder or 2 x 19kg cylinders are recommended to give a full flame for half an hour. These cylinders can be purchased from Flogas Britain Ltd by calling 0800 085 6225 quoting Gas Fuelled Beacons or by going to their website www. flogas.co.uk which allows you to find a local stockist by entering your postcode. You may also download a propane cylinder safety data sheet from the Flogas website (www.flogas.co.uk/product-safety- data-sheets).
The Gas Fuelled Beacon package will contain the following: Page 96 Page • Burner unit • 2m high stand with an anchor for fixing to the ground • 10m hose with the regulator for connecting to the gas cylinders • Gas lighter with propane fuel • Spanner • Leak detecting fluid • Hose assembly and Y manifold to link 2 cylinders Gas fuelled Beacon, St Michael's Mount, Cornwall. • Lighting and safety instructions The price is £299 plus VAT including carriage within the UK The above items are packed into 2 strong cartons Mainland. There will be an extra carriage charge for other areas. The tripod describes a circle area of about 1.32m diameter and the beacon has an extended height of about 2.15m. To order please contact: Bullfinch Gas Equipment, The Beacon is stable in the wind. It is supplied with a ground Kings Road, Tyseley, Birmingham, B11 2AJ. anchor and rope for securing to the ground if this is possible, or Tel: 0121 765 2000 else we would recommend the use of sand bags. Full instructions Fax: 0121 707 0995 are provided for this. The Beacon must be supervised by 2 Email: [email protected] people at all times when lit and a fire extinguisher must be Web: www.bullfinch-gas.co.uk provided. It is important that the supervision should be undertaken those who are competent and it is essential that a Payment by cheque, BACS transfer, or Credit/Debit Card. Last trial be undertaken before the event to ensure that everyone is date to order to guarantee delivery by 14th April is 29th February Gas fuelled Beacon, Berkley Castle, Gloucestershire, England. fully trained and familiar with the operation. 2016. However please enquire after this date for availability.
4 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART Bonfire Beacon
Locate the bonfire at least 30m away from to the middle of the beacon. Keep middle empty outer garment of wool, or other material of buildings, roads, railways and public until required. Always construct the bonfire so it low flammability, and stout boots. They should rights of way, and a safe distance from collapses inwards as it burns. know what to do in the event of a burn injury, dangerous materials and overhead power or a person’s clothing catching fire, and lines. Ensure it has good access for the Use only wood for combustible materials. should have a fire blanket ready in the bonfire transportation of materials for the bonfire 4 Do not burn dangerous items such as area along with a number of fire extinguishers. and sufficient space for spectators to foam-filled furniture, old tyres, aerosols or tins stand upwind. of paint. Build upwards until height of centre Lighting: the safest and recommended pole is reached. Materials around top should 9 approach is to use paper and solid Obtain the landowner’s permission and be loosely packed to allow air flow. Cover firelighters in six places just inside the walls of involvement. bonfire to keep it dry. the beacon to ensure an even burn. Never use flammable liquids such as paraffin or petrol to Liaise with local fire brigade and emergency Fill centre with suitable, dry combustible get it going as this can result in uncontrolled services, presenting them with your plans, and 5 materials. Check construction is stable spread of fire or explosion. seek their advice and support. and remove any unsuitable materials that may have been added. Look specifically for To light the beacon: from poles 2m fireworks, aerosols, highly inflammable in length, prepare hand torches for
Page 97 Page 10 Prepare site by removing top layer of turf materials or containers with such materials. lighting with paraffin-soaked rags wired 1 and stack away from fire area. Obtain around one end. Remember, paraffin is seven poles, 5-6m in length. Attach four guy Construct a safety barrier out of ropes dangerous and great care should be taken. ropes to top of one pole and anchor as 6 and stakes or scaffold poles to ensure Paraffin can be used as directed, but it is still shown. public is kept at a safe distance from the fire. dangerous and should at all times be treated with great care - for example, always ensure Erect remaining poles as shown, In daylight, and just before lighting, all excess paraffin is drained off rags before 2 ensuring tops are secured in place. 7 check that there are no children or use. If spilt on your clothes during the animals playing or hiding in the bonfire. preparation of your beacon lighting you Use either pallets or suitable lengths of Arrange for, and brief sufficient numbers of should replace those items of clothing before 3 timber, spreading them over ground area marshals. approaching any naked flames. In particular, of beacon for a good through draught. Secure always remember to replace the lid on any timber horizontally between poles as shown, The person looking after the fire should container of unused paraffin and store it in a preventing material placed over the framework 8 not wear lightweight clothing that could safe place away from naked flames. Do not from dropping through. Construct access tunnel ignite easily. They should wear a substantial use an accelerant on the fire itself. Bonfire Beacon, Shipston-on-Stour, Warwickshire, England.
▲ After the event, extinguish fire and collect remaining debris. ▲ Dig over site and re-lay turf. ▲ Leave site clean and tidy.
THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART 5 Legal Essentials and Safety
If you are inviting personal guests to your home it is worth financial outlay you incur if the event has to be cancelled for Alcohol checking with your household insurer that you are covered in the reasons beyond your control, or loss of money, particularly if If you want to sell alcohol you will need to secure a unfortunate circumstances that there should be an accident. If you are holding a fund-raising event. licence. From February 2005, licenses are granted by your event includes inviting the public, or it is a third party venue the local authority rather than the Magistrates Court. then, where applicable, the following advice should be heeded, To help you obtain the appropriate insurance, and risk You should therefore contact your local authority licensing to ensure you have a safe and enjoyable event for everyone management advice, we are working closely with Unity Insurance section and seek information from them on how to apply. involved. Services, which is a specialist insurance broker in the voluntary During 2005 all existing licenses have to be renewed and this and non-profit sector. They have developed a range of bespoke will inevitably lead to long lead-in-times. Please apply as early insurance covers specifically for the Beacon/Bonfire events. Unity as possible. Licensing is owned by a charity and donates all its profits back to charity. Generally, all public entertainment has to be licensed by the local authority. The law on this aims to ensure the safety of the To obtain a quote or for more details or advice on the insurance Site Clearance public and performers. Local authorities treat each event cover you may need, please visit Unity’s website, www. The local authority will arrange for clearance and individually, and what one will allow another will not. Do not be unityinsuranceservices.co.uk/queens-90th- disposal of litter after your event if it is on public put off by the length of some of the forms - the licensing officer birthday/ or telephone them on 0345 040 ground (check for possible charges). You can help is there to help you. 7702. this process by arranging litter bins or recycling bins around the Page 98 Page site, and a crew to clear up throughout the event. The licensing officer’s job is to advise the local authority’s licensing Alternatively, the licensing officer may be able to direct you to a committee on the granting of public entertainment licenses. For suitable specialist company or broker, but you should not try to small scale events he or she, in effect, makes the decision. Only if source this kind of insurance from a non-specialist. Hiring or Borrowing Equipment your event is contentious will the licensing committee decide to Your local authorities, or local event organisers may consider the application in detail. Talk to the licensing officer as be able to help you with contacts for supplies such as soon as possible. In Northern Ireland, if you plan to sell alcohol at Emergency Services marquees, portable toilets, barriers and bunting, or an event, you will need to apply for an occasional liquor license Tell the police well in advance about the type of event may in some cases have these for you to hire and borrow. You from the Northern Ireland Court Service. you are planning, and get in touch with your local may also need to consider generators, a public address system, community police officer. Write to the fire brigade and emergency flood lighting. If you need to arrange insurance and ambulance service, particularly if you are planning to have for your hired equipment, Unity Insurance Services can arrange Insurance a Beacon/Bonfire, fireworks, or an event that will attract a large this for you too. Unfortunately accidents can happen at even the best organised crowd. St John’s Ambulance and the British Red Cross will events. Therefore you will need to consider and obtain insurance provide first aid and sometimes a vehicle. In some areas they cover for your event, whether you are holding an event on your are simply happy to receive a donation. In others, expect a fee All Ability Access own premises or someone else’s. Beacon/Bonfire events require to be charged. Access for the disabled is very important. Many specialist public liability cover. If you hire a park or venue or use local authorities run community transport schemes. land owned by a third party for your activity, they are likely to Talk to them about arranging transport. On green require you to have your own suitable insurance to cover your Food and Drink field sites access may be improved by cutting the grass before liability for any injury to the public or damage to other people’s Basic food hygiene guidelines should be followed at the event. land or property. all times if you are providing food and drink. Caterers must have food hygiene certificates. Advice If hiring equipment for the event, you may need to insure these on this subject can be obtained from your local council items; you may also need to consider cover for loss of any environmental officer.
6 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART Acknowledgements
We would like to thank those local authorities, town and parish councils, organisations, companies and others to date listed below, for their generous participation in this event. There are a number of other locations taking part in this event as private occasions, so they are not open to the public and are therefore not listed below. TMS Media Ltd for their generous support in the design and production of this publication.
Avon Cleveland Derbyshire East Midlands Bristol City Council Middlesbrough Borough Council South Derbyshire District Council Rutland County Council Matlock Town Council Bedfordshire Cornwall Calke Abbey, Derby (National Trust) Gloucestershire Luton Borough Council St Michael’s Mount (Far West Beacon Hardwick Hall, Doe Lea (National Trust) Gloucester City Council Bedford Borough Council location in England) Eyam Hall, Eyam (National Trust) Berkeley Castle Looe Town Council Kedleston Estate, Nr Quarndon (National Trust) Icomb Parish Council Royal County of Berkshire Lizard Lighthouse (Trinity House) Peveril Castle (English Heritage) Friends of Pan Tod Slough Borough Council Newark Park, Wotton-under-Edge (National Trust) Wokingham Borough Council County Durham Devon Neptune Hill, Dryham Park (National Trust) Donnington Castle (English Heritage) Hartlepool Borough Council Coldridge Parish Council Durham County Council Plymouth City Council Greater Manchester Buckinghamshire Ferry Hill Town Council Potters Hill, Woolacombe (National Trust) Trafford Council Page 99 Page Wycombe District Council Barnard Castle (English Heritage) Butter Hill, West Exmoor (National Trust) Bolton Metropolitan Borough Council Chalfont St Peter Parish Council Lundy South Lighthouse (Trinity House) Manchester Cathedral Great Brickhill Parish Council Cumbria Tameside Metropolitan Borough Council Olney Town Council Wicham Parish Council Dorset West Wycombe Hill, West Wycombe (National Trust) Millom Without Parish Council Weymouth & Portland Borough Council Hampshire RAF St Mawgan Lulworth Estate Southampton City Council Cambridgeshire Windermere Town Council Bournemouth Borough Council Portsmouth City Council Huntingdon Town Council Brampton Parish Council Bere Regis Parish Council Hound Parish Council Eltisley Parish Council Consiton Parish Council Corfe Castle, Wareham (National Trust) The Lainston Dairy St Neots Town Council Scafell Pike, the highest Peak in England Hurst Castle (English Heritage) Cambridgeshire County Council (Cumbria Army Cadet Force) Essex Wimpole, Arrington, Royston (National Trust) Latterbarrow, Lake District (National Trust) Great Totham Parish Council Herefordshire Lyveden New Bield, Peterborough (National Trust) Catbells, Lake District (National Trust) Thurrock Council Bircher Common, Croft Castle Estate (National Trust) Carlisle Castle (English Heritage) Maldon District Council Cheshire Birdoswald Roman Fort (English Heritage) Wivenhoe Town Council Hertfordshire Stockport Council St Bees Lighthouse (Trinity House) Harwich Pier Lighthouse (Trinity House) Hertfordshire County Council Winsford Town Council Hatfield House Lower Peover St Mary the Virgin, Monken Hadley Northwich Town Council Frodsham Town Council Beeston Castle (English Heritage)
THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART 7 Acknowledgements
Isle of Wight London Northumberland South Yorkshire Isle of Wight Council and The Royal British Legion HM Tower of London Amble Town Council Conisbrough Castle (English Heritage) Osborne House (English Heritage) Barnet Borough Scout District Gibside Chapel, Rowlands Gill (National Trust) St Catherines Lighthouse (trinity House) London Borough of Merton Souter Lighthouse, Whitburn (National Trust) Staffordshire Lindisfarne Priory (English Heritage) Stone Town Council Kent Merseyside Houseteads Roman Fort (English Heritage) Biddulph Grange, Stoke on Trent (National Trust) Folkestone Town Council Liverpool City Council Berwick-upon-Tweed Barracks (English Heritage) Downs Banks, Nr Stone (National Trust) Bidden Parish Council St Helens Council Longstone Lighthouse (Trinity House) Gravesham Borough Council Wirral Council Suffolk Kent County Council Nottinghamshire Waveney District Council Dover Castle (English Heritage) Newcastle-upon-Tyne Nottinghamshire County Council Occold Recreational & Amenities Council North Foreland Lighthouse (Trinity House) Pontend Town Council Sudbury Town Council St Helens Town Council Newcastle Upon Tyne Bures St Mary Parish Council Lancashire Newcastle City Council Pontend Town Council Dukes Head - Somerleyton Earby Town Council Friston Parochial Church Council Page 100 Page Staining Parish Council Norfolk North Yorkshire Southwold Town Council Blackpool Council Potters Leisure Resort Scarborough Castle (English Heritage) Sutton Hoo, Woodbridge (National Trust) Lancaster Castle Cromer Town Council Richmond Castle (English Heritage) Rochdale Borough Council Thorpe St Andrew Town Council Whitby Abbey (English Heritage) Surrey Park Farm - Honing Pickering Castle (English Heritage) Farnham Castle Leicestershire Brackley Town Council Middleham Castle (English Heritage) Shere Manor Estate Leicestershire County Council & Leicestershire Cliff Hotel, Gorleston-on-Sea Sunbury & Walton Sea Cadets - TS Black Swan Lieutenancy Stokesby (2 BEACONS) Oxfordshire Runnymede, Egham (National Trust) Great Yarmouth Borough Council Faringdon Town Council Reigate Hill, Reigate (National Trust) Lincolnshire Lingwood Parish Council Wooton Memorial Field Committee Outwood Common, Harewoods Estate (National RAF Waddington Acle Bridge Inn 3-4-40 BBAC (Hot Air Balloon Club) Trust) North East Lincolnshire Council Oxburgh Hall, Nr Swaffham (National Trust) Horncastle Town Council Felbrigg, Norwich (National Trust) Shropshire Sussex East & West Corby Glen Parish Council Cwm Bydd Farm Hunston Parish Council Metheringham Parish Council Northamptonshire Shropshire Council & Shrewsbury Town Council Burgess Hill Town Council Crowland Parish Council Northamptonshire County Council Northiam Parish Council North Lincolnshire Council Little Addington Parish Council Somerset Uckfield Town Council Belton Estate, Grantham (National Trust) Canon’s Ashby (National Trust) Glastonbury Tor, Nr Glastonbury (National Trust) Winchelsea Corporation Woolsthorpe Manor, Nr Grantham (National Trust) Little Solsbury Hill, Nr Batheaston (National Trust) Bognor Regis Town Council Gunby Estate, Spilsby (National Trust) Littlehampton Town Council Tattershall Castle, Tattershall (National Trust) Crawley Borough Council
8 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART Acknowledgements
Tyne and Wear Yorkshire WALES ORGANISATIONS South Tyneside Council Tan Hill In - (Highest Pub in Great Britain) The Defensible Barracks - Pembrokeshire The Crown Estate, Windsor Sunderland City Council Normanton Town Council Welshpool Town Council Army Cadet Force North Tyneside Council Wakefield Council Craig-y-Dorth Royal Air Force Tynemouth Priory (English Heritage) Blackshaw Parish Council Beaumaris Town Council Trinity House Barnsley Metropolitan Borough Council Blaenau Gwent County Borough Council National Trust Warwickshire Leeds City Council Pembrey & Burry Port Town Council English Heritage Maxstoke Park Golf Club Withernsea Town Council St Anns Head Lighthouse (Trinity House Country Land and Business Association Charlecote Park, Charlecote (National Trust) RAF Fylingdales Bardsey Lighthouse (Trinity House) National Association of Local Councils Baddesley Clinton (National Trust) Thorne Conservation Group South Stack Lighthouse (Trinity House) One Voice Wales Packwood, Lapworth (National Trust) Redcar & Cleveland Borough Council Mount Snowdon, the highest Peak in Wales National Association of Local Authorities Coughton Court, Alcester (National Trust) Maltby Town Council (Clwyd and Gwynedd Army Cadet Force) Local Government Association Upton House, Nr Banbury (National Trust) Sutton Upon Derwent Parish Council National Association of Civic Officers City of Bradford Metropolitan District Council NORTHERN IRELAND Convention of Scottish Local Authorities West Midlands Rawcliffe Parish Council Headhunters Railway Museum - County Fermanagh/ Historic Houses Association Telford & Wrekin Council Malham Tarn, Great Close Hill (National Trust) St Macartin’s Cathedral, Enniskillen (Most Westerly The Royal Agricultural Benevolent Institution St Peter’s Church - Rednal Roseberry Topping, Middlesbrough (National Trust) Beacon in the United Kingdom) Enniskillen Rotary Club Page 101 Page Birmingham City Council Flamborough Lighthouse (Trinity House) Antrim & Newtownabbey Borough Council Royal Borough of Windsor and Maidenhead Armagh City, Banbridge and Craigavon Borough and the Eton Town Partnership. Wiltshire SCOTLAND Council Andrew Scott, Civic Team Manager and Swindon Borough Council Aberdeen City Council Mid & East Antrim Borough Council Paul Roach, Windsor, Eton and Ascot Town Manager Westbury Town Council Unst Community Council (Most Northerly Ards and North Down Borough Council (2 Beacons) on behalf of the Town Partnership. The Manorial Court of the Hundred & Borough of Beacon in the UK) Slieve Donard, the highest Peak in Northern TMS Media Ltd for the design and production of the Cricklade Slains and Collieston Community Council Ireland (2nd NI Battalion Army Cadet Force) Guide To Taking Part. Upper Deverills Village Hall Management Committee Midlothian Council AE Services for the design and manufacture of the Mere Parish Council North Ayrshire Council CHANNEL ISLANDS Fuse Stand for the Principle Beacon. Stirling Council States of Alderney Flogas Britain Ltd for providing the bottled gas for the Worcestershire Ben Nevis, the highest Peak in Scotland (1st States of Guernsey Government Army Cadet Force to take 4 gas fuelled Beacons to Worcestershire County Council Battalion Highlanders Army Cadet Force) Sark the top of the four highest Peaks in the United Croome, Nr High Green (National Trust) Jersey Kingdom on 21st April 2016. Hanbury Hall, Droitwich Spa (National Trust) Bullfinch Gas Equipment Ltd, for the design and ISLE OF MAN manufacture of the torch used to light the Principle Isle of Man Government Beacon.
OVERSEAS UK TERRITORIES Bermuda Ascension Islands Tristan da Cunha South Georgia
THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART 9 Acknowledgements
Channel Islands The Queen’s 90th Birthday Beacons 21st April 2016 Jersey Page 102 Page
States of Guernsey Government
10 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART The Queen’s 90th Birthday Beacons 21st April 2016 5 Page 103 Page
For further information please contact: Bruno Peek LVO OBE OPR Pageantmaster The Queen’s 90th Birthday Beacons Pageantmaster House, 110 Lowestoft Road, Gorleston-on-Sea, Great Yarmouth, Norfolk, NR31 6NB, United Kingdom Telephone: + 44 (0)7737 262 913 Email: [email protected] Website: www.brunopeek.co.uk
Front cover photo: Bonfire Beacon (HM The Queen’s Diamond Jubilee - 4th June 2012). Inveraray Castle, Scotland. © Inveraray Castle. Designed and produced by www.tms-media.co.uk This page is intentionally left blank Agenda Item 19
Title of Report: Officer Presenting: Lead Democratic Services and ABF The Soldiers’ Charity – Somme Commemoration Improvement Officer Event Author: As above
1 Purpose of Report/Recommendations 1.1 To advise Elected Members of an invitation to an event organised by the ABF The Soldiers’ Charity to commemorate the Battle of the Somme.
2 Background 2.1 ABF The Soldiers’ Charity is the National Charity of the British Army. The organisation provides support to soldiers and former soldiers of the British Army, and their immediate families when they are in need. 2.2 Correspondence has been received from ABF The Soldiers’ Charity (Appendix 1) advising of a flagship event to the held in Belfast to commemorate the Battle of the Somme.
3 Key Issues 3.1 This event is hosted in Belfast and an invitation has been extended to local councils.
4 Financial, Equality, Legal, HR and Other Implications 4.1 Tickets to the event cost £38 per person.
5 Recommendations 5.1 That Members note this invitation.
Background Papers
Page 105 This page is intentionally left blank ______
From: David Forsey, Regional Director (NI) — I) ABF The Soldiers’ Charity Northern Ireland Regional Office Building 45 Thiepval Barracks - Lisburn BT2B 3NP Tel: 02892678112 Mob: 07796 692696 e-mail: [email protected]
Regional President: The Viscount Brookeborough DL Regional Director: DavidForsey
John Kelpie Chief Executive Derry City and Strabane District Council 98 Strand Road Derry BT48 7NN 4 January 2016 -r 3_ As you will be aware, this year marks the centenary of The Battle of The Somme. This battle was one of the worst of the whole war; on the first day alone — the 1st July 1916 — the British Army lost 60,000 men, of whom 20,000 were killed. ABF The Soldiers’ Charity intends to commemorate this event by holding a flagship event in Belfast. The ‘Parting Glass’ Concert will take place the Belfast th at Waterfront at 8pm on Saturday 7 May and will be a showcase of home-grown talent. The evening will be hosted by UTV’s Paul Clark MBE and the concert will feature the Band, Bugles, Pipes and Drums of the Royal Irish Regiment, plus a number of other accomplished artistes.
A bespoke VIP package for the evening has been designed specifically for representatives from local councils. The package, which will be hosted by serving personnel, includes seats in the designated VIP area of the auditorium, finger food
and drinks during a pre-concert reception and during the interval. I would like to invite your Council to support this event by sending Councillors and Civil Servants to attend. Tickets cost £38 per person and will be allocated on a ‘first come, first served’ basis. Please come back to me at your earliest convenience, to ensure that your party can be appropriately accommodated.
Acknowledgement of receipt of this invitation would be appreciated.
FORSOLOIERSFORLIFE
ABF The Soldiers Charity is a registered charity in England and Wales (1146420) and registered as a company limited by guarantee in England and Wales (07974609).
Patron President Chairman of Trustees Chief Executive Her Majesty the Queen General Sir Mike Jackson GCBCBS DSODL MajorPageGenerat PJ 107Sheppard CB CBS Major General Martin Rutledge CODOE This page is intentionally left blank Agenda Item 20
Title of Report: Resettlement of Officer presenting:
Syrian Refugees Update Lead Democratic Services &
Improvement Officer
Author: Corporate Policy Officer
1 Purpose of Report/Recommendations
1.1 To inform members of the plans in place for the possible arrival of Syrian Refugees into the District via the Vulnerable Persons Relocation Scheme
2 Background
2.1 On 7 September 2015 the David Cameron announced a significant expansion of the Vulnerable Persons Relocation (VPR) scheme to resettle up to 20,000 Syrian Refugees over the course of the current UK Parliament. The scheme will resettle displaced refugees who are currently living in camps in countries neighbouring Syria, principally Turkey, Jordan and Lebanon. It does not extend to asylum seekers in Europe or in countries such as Libya
This announcement was made on the basis that the majority of Council areas throughout the UK would facilitate resettlement. In addition to this the NI Executive’s Office of the First and deputy First Minister committed Northern Ireland to taking a percentage of the overall 20,000. This first of this group arrived in Northern Ireland in December 2015 and have been resettled in the Greater Belfast area. Further groups will most likely be resettled outside of Greater Belfast area. The next group to arrive may possibly be resettled within the Derry City and Strabane DC area.
The NI Executive has allocated the task of managing the resettlement of the Refugees to the Department of Social Development who have formed an Operational Working Group. This Group puts in place the specific requirements for the resettlement of Syrian Refugees in Northern Ireland. To date the group has organised the planned arrival and facilitation of Syrian refugees into the Greater Belfast area. Derry City and Strabane District Council have an Officer present on this group.
Page 109 3 Key Issues
3.1 Derry City and Strabane District Council’s Role
3.1.1 Mayor, Cllr Elisha McCallion formalized the response to the refugee crisis via a Mayoral Initiative. The initiative facilitates the Derry Strabane Civic Action for Refugees Group. The group brings together members of the relevant local voluntary and statutory organisations. The group works with the DSD Operational Group in order to implement the required processes for refugee resettlement in this District.
3.1.2 Council has developed a Scoping Document in order to identify the main factors in relation to resettlement in the Derry City and Strabane District Council area. However, it cannot be finalized until the plans for the resettlement Syrian Refugees in this District become more definitive e.g. a firm timeframe for their arrival (current estimates suggest they will not arrive until April) and an indication of how many will be arriving is confirmed, that mechanisms can be put in place to communicate with host communities in the City and District. However, within public communications it has to be taken into account that the refugees arriving here are being resettled here as part of vulnerable persons relocation scheme. Therefore their privacy and wellbeing will be taken into account before mass public statements are made regarding any aspect of their resettlement.
3.1.3 The Mayoral Initiative has also included promoting awareness of the refugee crisis. This has been carried out via a well-attended Conference held in the Foyle Arena in November entitled, ‘From Syria to Sanctuary Here?’ A petition to show support for the resettlement of refugees in the Derry City and Strabane District Council area has also been developed as well as fundraising initiatives e.g. a street and door to door collection.
3.2 Where will the refugees be housed?
3.2.1 A Housing Sub Group of the Civic Action for Refugee group has been established; however specific identification of appropriate housing and allocation of housing is being managed centrally by NIHE. Given the lack of social housing, the private rented accommodation will be used to accommodate the arriving refugees.
Page 110 3.3 What are the plans for them once they arrive?
3.3.1 The Department of Social Development (DSD) has funded a consortium of local voluntary sector organisations which have relevant experience in working with refugees and new entrants to Northern Ireland to manage the resettlement in Belfast. The organisations involved include Bryson House, Barnardos, the British Red Cross, Save the Children, Extern, Law Centre NI and South Belfast Roundtable. Bryson House will be the lead organisation and will take the lead on coordinating the other organisations, facilitating the planning for the arrival of each group and reporting to DSD. The other members will concentrate on the direct delivery of services to the refugees. It has not yet been confirmed how this model will work locally, however as consortium leaders Bryson International as being encouraged to engage with local community and voluntary agencies who have the capacity to aid the resettlement of refugees in the North West specifically.
3.3.2 Refugees admitted under the Vulnerable Persons Relocation Scheme are granted five years’ Humanitarian Protection with full access to employment and public funds and rights to family reunion comparable to refugees. There is a caveat that an adult member of the families has to commit to learning English before benefits are allocated. These courses will be provided by Department of Education and Learning and will be Free of Charge.
3.3.3 Locally, a General Health and Wellbeing Sub Group of the Civic Action for Refugee group has also been established. It has been informed that schools will be recommended to the refugee families in the areas of where they are housed. GPs will also be allocated on the basis of where the families are housed. The Civic Action for Refugee Group is currently putting together a model for befriending/sponsorship. The programme aims to support Syrian refugees in various ways such as via mentoring, providing volunteering opportunities, language support etc. The programme will be developed further when more information is provided about the numbers and demographic of the refugees that will be arriving here. Council will also facilitate the collection of specific welcome packs for the families to be provided with on their arrivals. The packs will consist of items such as household items new toys, footballs, school uniform shop vouchers, oil/electric vouchers and Syrian food. Details will be publicised in the coming weeks.
Page 111 4 Financial and Other Implications
4.1 There are no financial implications associated with this report. The Home Office will provide funding for the first year of the refugees stay. Funding for future years is still being negotiated. Additional funding will be made available to cover the education costs for school age children and the Home Office may agree to make additional money available to cover medical costs for any complex need cases.
5 Recommendations
5.1 That Member note the contents of this report.
Background Papers
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