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ARDS AND NORTH BOROUGH COUNCIL

20 March 2019

Dear Sir/Madam

You are hereby invited to attend a meeting of the Ards and North Down Borough Council which will be held in the Council Chamber, Town Hall, The Castle, on Wednesday, 27 March 2019 commencing at 7.00pm.

Yours faithfully

Stephen Reid Chief Executive Ards and North Down Borough Council

A G E N D A

1. Prayer

2. Apologies

3. Declarations of Interest

4. Mayor’s Business

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

6. Minutes of Meeting of Council dated 27 February 2019 (Copy attached)

7. Minutes of Committees (Copies attached)

7.1. Planning Committee dated 5 March 2019 7.2. Environment Committee dated 6 March 2019 7.3. Regeneration and Development Committee dated 7 March 2019

***ITEM 7.3.1 IN CONFIDENCE***

7.3.1 Region City Deal – Updated Heads of Terms (Report to follow) 7.4. Corporate Services Committee dated 12 March 2019 7.4.1. Veterans’ Day 2019 and Proposal to Mark 75th Anniversary of the D-Day Landings (Report attached) 7.5. Community and Wellbeing Committee dated 13 February 2019

8. Request for Deputation

8.1 Congress – Irish Congress of Trade Unions Northern Committee (Correspondence attached)

9. Resolution

9.1 , and Down District Council – Geographical Disposal Facility by Radioactive Waste Management (Correspondence attached)

10. Courses/Invitations etc.

10.1 The Regimental Association UDR – The Defence Regiment Day Event on Sunday 7th April, Palace Barracks, .

11. Consultation Documents

11.1 Consultation Response on Allergen Labelling (Report attached)

12. Sealing Documents

13. Transfer of Rights of Burial

14. Notices of Motion – Status Report (Copy to follow)

15. Notices of Motion

15.1. Notice of Motion submitted by Councillor Boyle, Councillor Thompson, Councillor Adair, Councillor Edmund, Alderman Carson and Councillor McAlpine

That this Council agrees to write to Katrina Godfrey, Permanent Secretary of the Department for Infrastructure requesting an urgent meeting to discuss the provision of a footpath/pedestrian footway in , commencing on the shore side of the road opposite Ballyhalbert Gospel Hall (38 Shore Road) and concluding on the shore side at the mini-roundabout linking Shore Road to Harbour Road. (Opposite Talbot House at 1 High Street, Ballyhalbert).

15.2. Notice of Motion resubmitted by Councillor Cooper and Councillor Boyle

That this Council continually provides two portable toilets for the annual Goldsprings True Flute Band in , to ensure cross community harmonisation and provide adequate public access to toiletry facilities.

16. Street Naming Pirrie Development, Comber (Report attached)

17. Street Naming Village Brow, (Report attached)

18. Place of Marriage Approval (Report attached)

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19. Display Beds Policy Outline (Report attached)

20. Ards and North Down Youth Council (Report attached)

21. Item Moved to Committee

22. Grant of Outdoor Entertainment Licence – MCD Productions – Snow Patrol Concert (Report attached)

23. Grant of Indoor Entertainment Licence – Cloughey Presbyterian Church, Main Road, Cloughey (Report attached)

***IN CONFIDENCE***

24. Tender Report – Bring Site Service Contracts (Report attached)

25. Extension of Main Dog Kennelling Contract (Report attached)

26. Tender for the Provision of Agency Workers (Report attached)

27. Request from Mohan’s Funfair to use Castle Park to operate a funfair over the Easter period (Report attached)

Circulated for Information

a) NI Courts and Tribunals Service – Increase in Court Fees b) International Fund for Ireland – Annual Report and Accounts 2018

MEMBERSHIP OF ARDS AND NORTH DOWN BOROUGH COUNCIL

Alderman Carson Councillor Dunlop Alderman Fletcher Councillor Dunne Alderman Gibson Councillor Edmund Alderman Girvan Councillor Ferguson Alderman Graham Councillor Gilmour Alderman Henry Councillor Kennedy Alderman Irvine Councillor Martin Alderman Keery Councillor McAlpine Alderman McDowell Councillor McClean Alderman Smith Councillor McKee Councillor Adair Councillor McIlveen Councillor Allen Councillor Menagh Councillor Armstrong-Cotter Councillor Muir Councillor Boyle Councillor Robinson Councillor Brooks Councillor Smart (Mayor) Councillor Cathcart Councillor T Smith

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Councillor Chambers Councillor Thompson (Deputy Mayor) Councillor Cooper Councillor Walker Councillor Cummings Councillor Wilson Councillor Douglas Councillor Woods

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ITEM 6

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Ards and North Down Borough Council was held in the Town Hall, The Castle, Bangor on Wednesday, 27 February 2019 commencing at 7.00pm.

PRESENT:

In the Chair: The Mayor (Councillor Smart)

Aldermen: Carson Henry Fletcher Irvine Gibson Keery Girvan McDowell Graham Smith

Councillors: Adair McAlpine Allen McClean Boyle McKee Brooks McIlveen Cathcart Menagh Chambers Muir Cummings Robinson Douglas Smith Dunlop Thompson Dunne Walker Edmund Wilson Gilmour Woods Martin

Officers: Chief Executive (S Reid), Director of Organisational Development and Administration (W Swanston), Director of Community and Wellbeing (G Bannister), Director of Finance and Performance (S Christie), Director of Environment (D Lindsay), Director of Regeneration, Development and Planning (S McCullough), Corporate Communications Manager (C Jackson) and Democratic Services Officers (E Brown and P Foster)

1. PRAYER

The Mayor (Councillor Smart) commenced the meeting by inviting the Chief Executive to read the Council prayer.

2. APOLOGIES

Apologies for inability to attend were received from Councillor Armstrong-Cotter, Councillor Cooper, Councillor Ferguson and Councillor Kennedy.

NOTED.

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3. DECLARATIONS OF INTEREST

The Mayor asked for any Declarations of Interest.

Councillor McAlpine declared an interest in Item 14.8 – Notice of Motion submitted by Councillors Smart, Ferguson, Menagh, McIlveen, Armstrong-Cotter and Kennedy. Councillor Muir declared an interest in Item 14.11 – Notice of Motion submitted by Alderman Smith and Councillor Dunne. Alderman Irvine declared an interest in Item 16 – Request from Northern Community Leisure Trust to use Castle Park for Assault Course (Warrior Assault) and Item 14.14 – Notice of Motion submitted by Councillors Smith and Cooper. Councillor McIlveen declared an interest in Item 14.14 – Notice of Motion submitted by Councillors Smith and Cooper. Councillor Allen declared an interest in Item 16 – Request from Northern Community Leisure Trust to use Castle Park for Assault Course (Warrior Assault) Councillor Chambers declared an interest in Item 16 – Request from Northern Community Leisure Trust to use Castle Park for Assault Course (Warrior Assault) and Item 14.14 – Notice of Motion submitted by Councillors Smith and Cooper. Alderman Gibson declared an interest in Item 14.14 – Notice of Motion submitted by Councillors Smith and Cooper. Councillor Woods declared an interest in Item 14.14 – Notice of Motion submitted by Councillors Smith and Cooper. Councillor Gilmour declared an interest in Item 14.14 – Notice of Motion submitted by Councillors Smith and Cooper. Councillor Cathcart declared an interest in Item 14.14 – Notice of Motion submitted by Councillors Smith and Cooper. Councillor Dunne declared an interest in Item 14.14 - Notice of Motion submitted by Councillors Smith and Cooper.

NOTED.

4. MAYOR’S BUSINESS AND

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

PREVIOUSLY CIRCULATED:- Copy of the Mayor and Deputy Mayor Engagements for the month of February 2019.

The Mayor highlighted to members his upcoming Charity Golf day on 10 April 2019 to raise money for his two charities. He was keen to see the event supported by members and encouraged them to bring their families along too.

RESOLVED, on the proposal of Alderman Graham, seconded by Alderman Carson, that the information be noted.

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6. MINUTES OF MEETING OF COUNCIL DATED 30 JANUARY 2019

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

In respect of Item 13 page 19 – All Party Group on Sustainable Development; Councillor McKee referred to the words ‘Proposed by Councillor Barry’, and advised it should state ‘Proposed by Councillor Boyle.’

RESOLVED, on the proposal of Alderman Gibson, seconded by Councillor Douglas, that the minutes, as amended, be agreed as a correct record.

7. MINUTES OF COMMITTEES

7.1. Planning Committee dated 5 February 2019

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

In respect of Item 4.5 page 25 – LA06/2017/0793; Alderman McDowell referred to the final paragraph and advised the word ‘road’ should be ‘development.’

RESOLVED, on the proposal of Councillor Cathcart, seconded by Alderman Girvan, that the minutes be adopted subject to the above amendment.

7.2. Environment Committee dated 6 February 2019

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

RESOLVED, on the proposal of Councillor Douglas, seconded by Councillor Dunlop, that the minutes be adopted.

7.3. Regeneration and Development Committee dated 7 February 2019

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

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

7.4. Special Council dated 12 February 2019

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

RESOLVED, on the proposal of Alderman Graham, seconded by Alderman Smith, that the minutes be adopted.

7.5. Corporate Services Committee dated 12 February 2019

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

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In respect of Item 29 – Request for a Funfair at Castle Park, Bangor; Councillor Cathcart wished to raise an item in the exclusion of the public/press.

In respect of Item 4 – Ferry Service; Councillor Boyle noted that the meeting was described as positive and the officials had agreed to continue to work on the matters raised to find acceptable solutions to the Department and Councils. He asked the Chief Executive to disclose any further contents of what the positivity of the meeting was.

In response, the Chief Executive explained that could be difficult as Mr Richardson, who was there with a number of his colleagues, said they needed more time as they were sensitive staffing issues with regards to the operation of the ferry. The Chief Executive had made them aware that the Council was considering writing again to the Permanent Secretary asking for a meeting of a cross party delegation and that Mr Richardson fully expected that by the time they got to that point his internal discussions would be at a conclusion.

Councillor Boyle said that was why he had some level of frustration over the process as whilst they sought some time, it had been ongoing for four years. He noted they were talking about someone making a decision about whether the crossing could commence at 7.15am instead of 7.45am and in relation to that was the half hour wage for four crew members and that was what all those years of discussion had been about. He stated that no-one was there at the meeting who could make that decision and they had already had those meetings before with the senior staff in the DfI. He said that the difficulty was they needed to go further and therefore the reason for writing to the Permanent Secretary was that they knew if there was a decision to be made she was the only one who could make a decision at that stage. He continued, that it was disappointing that it had come to this, repeating the same conversations, getting nowhere and going round in circles. Councillor Boyle was getting angry at the way the Department was treating that service and its users who depended on it on a daily basis and yet were not being listened to. He then asked about the timescale about when they might recommend a meeting with the Permanent Secretary.

The Chief Executive advised that they did not give a specific date but they had said they were working hard to get a resolution to come back to the Councils. He further advised that it was his intention, if the minutes were ratified, to write to the Permanent Secretary and hopefully the two things would align so that by the time they got a meeting there would be positive news on the outcome of the request.

Councillor Boyle made the point that they had already written to the Permanent Secretary and yet they had only got a meeting between the Head of the Southern Division and two Council Chief Executives. He stressed that the motion was to meet with the Permanent Secretary as they had already had meetings with Southern Division who had advised they could do no more. He believed it was going to return back to Southern Division which was ludicrous and he stressed that the Council should not accept the run-around from the Department or anyone else.

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Councillor Boyle proposed an amendment, seconded by Councillor McIlveen, that the Peninsula DEA Councillors form the delegation and that the Chairperson of Regeneration Ltd was also invited to attend any future meeting.

Councillor Boyle stated that it was a pity they were at that stage and he advised that he had been involved in the matter for four years and as such there was no report to be made or discussions to be had; it was either yes or no at this stage. He reiterated that it was simply a case of starting the service 30 minutes earlier than currently to try to ease up the already jammed crossings, spread traffic flow from Strangford to and to help people get to work on time amongst other things. He did not like to think that the Department was running the Council around in circles.

Rising in support, Councillor McAlpine concurred that the matter was very frustrating and had been ongoing for a long time and there had been so many approaches but they were not getting anywhere and she believed it was appropriate to raise the matter as suggested and get a solution.

Also rising in support, Councillor Thompson stated the matter was very frustrating and that the service was being held up and particularly caused problems for the early morning passengers. He agreed that the Chair of Portaferry Regeneration should be invited to attend and have the opportunity to speak his mind. He looked forward to getting a meeting and also to seeing an improvement of the service.

Alderman Fletcher was disappointed at the attitude of the Department, particularly as it had to provide a service for the people of Portaferry who needed the service to run from 6.30/7.00am. He added that the Department was responsible for ensuring that the people of Portaferry had a proper transport service across the lough.

Agreeing with Councillor Boyle, Councillor Edmund referred to school children using the service at peak times and workers who needed to travel on to Downpatrick and further afield. He stated that it was essential that the Department got the problem solved and that the Permanent Secretary got involved.

AGREED, on the proposal of Councillor Boyle, seconded by Councillor McIlveen, that the Peninsula DEA Councillors form the delegation and that the Chairperson of Portaferry Regeneration Ltd was also invited to attend any future meeting.

In respect of Item 26 page 32 – Renewal of Lease of Helen’s Bay Tennis Club Pavilion to Helen’s Bay Tennis Club; Councillor Muir wished to raise an item in the exclusion of the public/press.

In respect of Item 13 page 12 – Response to Notice of Motion re: Period Poverty – Provision of Free Sanitary Products at Council Facilities; Councillor Robinson reported that she had approached North Down Community Network who had agreed to be a drop off point for donations for women in need of those products and this was a good news story she wished to share that they were working successfully with the females in the community.

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

7.6. Community and Wellbeing Committee dated 13 February 2019

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

In respect of Item 19 page 28 – Kilcooley 3G Pitch; Councillor Douglas wished to raise an item in the exclusion of the public/press.

(Councillor McKee left the meeting at this stage – 7.25pm)

In respect of Item 3 page 1 – Deputation by Ulster Wildlife; Councillor Robinson stated that she wished to pick up on two of the four points raised by Conor McKinney of Ulster Wildlife. Firstly, he spoke of ‘providing access to Council properties to control grey squirrels’ and he also mentioned ‘measures to control grey squirrels’. She stated that on the evening Councillor Douglas had said that she was ‘less enthusiastic’ and on hearing the speaker Councillor Robinson shared her lack of enthusiasm regarding this.

Continuing, she said she had asked what method was used and what happened to the grey squirrels once they were captured and she was advised by Ulster Wildlife that the skulls of the grey squirrels were crushed. She did not consider this to be ‘the highest standards of animal welfare’ nor a very humane action. Many local people loved grey squirrels and she believed there would be public outcry if they, as a Council, were to adopt that and there may even be risk to the Council’s reputation of being a Council which valued animal welfare. There was another solution to the issue of grey squirrels, which she appreciated were an invasive species, and that was contraception for squirrels. She knew that may cause some mirth amongst members, but she had been researching that seriously and had found a very informative report which highlighted non-lethal methods of mitigation. Councillor Robinson then proposed, seconded by Councillor Smith, that the Council writes to Ulster Wildlife to make them aware of this report and of the other, more preferable, methods for controlling grey squirrels that exist. Councillor McIlveen raised a point of order about whether a proposal could be made on the back of a deputation as really only comments could be made. Whilst he had no objection to the content of the proposal, he pointed out that there was no recommendation made on this matter as it had only been a deputation. He added that if Councillor Robinson wished to make a proposal she should do it through a Notice of Motion.

Councillor Robinson confirmed she would do that.

(Councillor McKee returned to the meeting at this stage – 7.30pm).

In respect of Item 13 page 18 – Inclusive Beaches; Councillor Robinson thanked officers, Sport NI and the Mae Murray Foundation for all the work they had put into this. She advised that work was now well underway at the toilet block in and the disabled facilities they were providing there, including the hoist. She also reported that Sport NI was funding the work 100% and the Mae Murray Foundation C.27.02.19 was giving them £30k worth of beach access equipment, which totalled £98k of external funding that had been secured for the project. She expressed her thanks to them for that and to the officers who had been working in the background. She was delighted to see the progress to date and said that it would be a great asset to the Borough and would bring people to the Borough and would promote inclusivity.

RESOLVED, on the proposal of Councillor Woods, seconded by Councillor Douglas, that the minutes be adopted.

8. REQUEST FOR DEPUTATION

8.1. Youth Council

PREVIOUSLY CIRCULATED:- Copy email from the Youth Forum requesting a delegation to the Council to make Councillors aware of its existence and what it aimed to do.

RESOLVED, on the proposal of Councillor Chambers, seconded by Councillor Walker, that the deputation be heard by the appropriate Committee.

9. RESOLUTION

9.1. Public Enquiry in Relation to Ill Treatment of Patients at Muckamore Abbey

PREVIOUSLY CIRCULATED:- Copy letter dated 29 January 2019 from and City Council about the Public Enquiry in Relation to Ill Treatment of Patients at Muckamore Abbey. The letter detailed that at a meeting of Lisburn and Castlereagh City Council held on 22 January 2019, the following Notice of Motion was unanimously agreed:

‘Following the recent revelations of ill treatment of patients at Muckamore Abbey, this Council calls on the Department of Health to hold a public Enquiry. If a decision cannot be made in the absence of a Minister, this Council calls on the Secretary of State to step in and authorise such an Enquiry.’

The letter advised it was agreed that this Notice of Motion be forwarded to all other Councils in Northern Ireland seeking their support in calling for a Public Enquiry into the treatment of patients in Muckamore Abbey.

Proposed by Alderman Smith, seconded by Alderman Henry, that the Council supports the resolution.

Alderman Smith stated that the resolution was very similar to the Motion that she and Alderman Henry had planned to bring forward that night and they had decided if the Council unanimously supported the Resolution, they would withdraw their Motion. She noted that a lot of work had been done behind the scenes and that she and Alderman Henry had met with the Chair of the Friends of Muckamore who had provided a lot of information and who also lived in the Borough as did a number of patients. She advised she would withdraw her Motion on the understanding that the C.27.02.19

Council would write to the Secretary of State as this had been going on too long and someone had to make a decision. She hoped the Secretary of State would move matters forward and make a decision as there had already been much suffering. She hoped the Council would unanimously support the Resolution.

Rising in support, Alderman Henry concurred with Alderman Smith’s comments and he stated that this was obviously something that was particular to a lot of families in the Borough and throughout Northern Ireland. He continued that if they could support the resolution that would facilitate the Notice of Motion being withdrawn.

RESOLVED, on the proposal of Alderman Smith, seconded by Alderman Henry, that the Council supports the resolution.

10. COURSES/INVITATIONS ETC.

10.1. IMTAC NI – Invitation to meetings to discuss Transport and Travel Issues which affect Older and Disabled People

PREVIOUSLY CIRCULATED:- Copy correspondence in respect of the above invitation.

Proposed by Councillor Smith, seconded by Alderman Henry that the invitation be noted and that the local meetings be publicised via the Council’s social media channels. Further proposed that the Diversity Champions be nominated to attend.

Councillor McIlveen proposed, seconded by Councillor Dunne, that Councillor Adair be nominated to attend.

RESOLVED, on the proposal of Councillor Smith, seconded by Alderman Henry, that the invitation be noted and that local meetings be publicised via the Council’s social media channels.

FURTHER RESOLVED that the Diversity Champions and Councillor Adair be nominated to attend.

11. CONSULTATION DOCUMENTS

11.1. Management of Minors’ and Patients’ Funds

PREVIOUSLY CIRCULATED:- Copy correspondence from the Department of Justice announcing the opening of the consultation on the Management of Minors’ and Patients’ Funds. The closing date for responses was 8 May 2019.

RESOLVED, on the proposal of Councillor Adair, seconded by Councillor Cathcart, that the correspondence be noted.

11.2. DAERA Stakeholder Engagement – Higher Education Tuition Fees at the College of Agriculture, Food and Rural Enterprise (CAFRE)

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PREVIOUSLY CIRCULATED:- Copy correspondence from the Department of Agriculture, Environment and Rural Affairs announcing the commencement of the stakeholder engagement exercise on Higher Education Tuition Fees at the College of Agriculture, Food and Rural Enterprise (CAFRE). The closing date for responses was 12 April 2019.

RESOLVED, on the proposal of Councillor Adair, seconded by Councillor Cathcart, that the correspondence be noted.

11.3. Department of Justice – Review of the Law on Child Sexual Exploitation

PREVIOUSLY CIRCULATED:- Copy correspondence from the Department of Justice announcing the opening of the consultation on the Review of the Law on Child Sexual Exploitation. The closing date for responses was 16 April 2019.

RESOLVED, on the proposal of Councillor Adair, seconded by Councillor Cathcart, that the correspondence be noted.

12. SEALING DOCUMENTS

RESOLVED, on the proposal of Alderman Carson, seconded by Alderman Irvine, that the Seal of the Council be affixed to the following document:-

(a) Grant of Right of Burials Nos 12983-13003

13. TRANSFER OF RIGHTS OF BURIAL

The following transfer applications were received:-

Name Transferred to Cemetery Section No

H I Whittaker E McCutcheon 17 20 J McNee J F Fleming AK 3209 G R Laird A Laird Movilla 58 43

RESOLVED, on the proposal of Councillor Adair, seconded by Councillor Dunlop, that the above Transfers be approved.

14. NOTICES OF MOTION

14.1. Notice of Motion submitted by Councillor Chambers and Alderman Henry

After the recent, and tragic, loss of life of a pedestrian in a road traffic collision at the Windmill Road junction with the Road in Bangor, we call on Ards and North Down Borough Council to write to the Permanent Secretary of the Department of Infrastructure requesting that the Department makes the provision of a controlled crossing at this location an immediate priority.

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

14.2. Notice of Motion submitted by Alderman Smith and Alderman Henry

Following the recent revelations of ill treatment of patient at the Muckamore Abbey Hospital this Council calls on the Department of Health to hold a public enquiry. If a decision cannot be made in the absence of a Minister this Council calls on the Secretary of State to step in and authorise such an enquiry.

Alderman Smith and Alderman Henry withdrew the Motion following the earlier decision by the Council to support the Resolution from Lisburn and Castlereagh City Council.

WITHDRAWN.

14.3. Notice of Motion submitted by Alderman Fletcher and Councillor Smart

That this Council writes to DfC requesting the signage on the approach road to Scrabo Tower to indicate car parking and the path to the Tower be made more obvious for the information of visitors unfamiliar to the area.

RESOLVED, on the proposal of Alderman Fletcher, seconded by Councillor Smart, that the Notice of Motion be referred to the Regeneration and Development Committee.

14.4. Notice of Motion submitted by Councillor Cathcart

That this Council expresses its deep concern regarding pedestrian safety at the Donaghadee Road/Windmill Road junction, Bangor, a concern that has been shared by local residents for many years. The Council accordingly writes to the DfI Roads Southern Divisional Manager and the DfI Permanent Secretary requesting an urgent review of this junction with a view to the installation of a pedestrian crossing.

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

14.5. Notice of Motion submitted by Councillor Cooper

That this Council continually provides two portable toilets for the annual Goldsprings True Defenders Flute Band in Comber, to ensure cross community harmonisation and provide adequate public access to toiletry facilities.

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

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14.6. Notice of Motion submitted by Councillor Woods and Councillor McKee

That this council does not consent, and never will, to the hosting of any geological disposal facility in our council area or in any part of Northern Ireland. It writes to the Minister for Business, Energy and Industrial Strategy stating the above.

Councillor Woods withdrew the Motion and advised that she wished to combine her Motion with the upcoming Motion from Councillor Boyle.

WITHDRAWN.

14.7. Notice of Motion submitted by Councillor Boyle

This council notes with great concern the conclusions made from the National Geological screening for a Geological disposal Facility by Radioactive Waste Management which suggests areas in Northern Ireland might be suitable for a GDF.

Further agrees to write to the Minister for Business, Energy and Industrial Strategy the Rt Hon Greg Clark (or equivalent) stating the position of Ards and North Down Council as not consenting to hosting such a Geological Disposal Facility in our Council area, neighbouring Council area or any part of Northern Ireland.

Councillor Boyle proposed to amend his Motion with the inclusion of Councillor Woods and Councillor McKee’s Motion, to read as below:

This Council notes with great concern the conclusions made from the National Geological screening for a Geological Disposal Facility (GDF) by Radioactive Waste Management which suggests areas in Northern Ireland might be suitable for a GDF. That this Council does not consent, and never will, to the hosting of any geological disposal facility in Ards and North Down Council area or in any part of Northern Ireland. Further, it agrees to write to the Minister for Business, Energy and Industrial Strategy, the Rt Hon Greg Clark (or equivalent) stating the above.

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

14.8. Notice of Motion submitted by Councillor Smart, Councillor Ferguson, Councillor Menagh, Councillor McIlveen, Councillor Armstrong-Cotter and Councillor Kennedy

Notice of Motion submitted by Councillor Smart, Councillor Ferguson, Councillor Menagh, Councillor McIlveen, Councillor Armstrong-Cotter and Councillor Kennedy

That this Council writes to Permanent Secretary for the Department of Education, Mr Derek Baker, confirming our clear demand to see the continuation of non-selective post primary education in . Highlight that the town, despite its large size and projected growth now only has one school with this offering, in the form of Movilla High School, where there is the potential for closure. Further adding that we as a Council and on behalf of the residents of Newtownards will not accept closure C.27.02.19 without alternative non-selective post primary education being secured, within the town and in a timely manner, guaranteeing continuity of provision.

Lastly, confirming that as a Council and community planning partner, we are happy to work with the Department of Education and the Education Authority in any way possible to realise a sustainable non-selective education option for the people of Newtownards.

Proposed by the Mayor (Councillor Smart), seconded by Councillor McIlveen, that the Notice of Motion be referred to the appropriate Committee.

Councillor McIlveen challenged whether the Mayor could propose the motion as he was chairing the meeting.

The Mayor stated he could propose it went to a committee.

Councillor McIlveen said he felt uncomfortable with the person chairing the committee proposing or seconding something - it was not the convention.

The Mayor stated he had been advised that this was allowable as long as he was not taking the matter forward, however he noted the Councillor’s views.

RESOLVED, on the proposal of Councillor Smart, seconded by Councillor McIlveen, that the Notice of Motion be referred to the Corporate Services Committee.

14.9. Notice of Motion submitted by Alderman Keery and Councillor Adair

That this Council gives permission for the original silver-plated Spectator Cup, which was first presented at the Bangor Music Festival in 1954 and which is currently held in the Town Hall, Bangor, to be used for display and photographic purposes at the Bangor International Choral Festival on an annual basis. The cup would be held in the Town Hall, Bangor for 51 weeks of the year but would be removed for the duration of the 4-day Festival and displayed on stage at the event. The Cup would be removed from the venue each evening and brought back the following morning and at the end of the event the Cup would be returned to the Town Hall for safekeeping.

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

14.10. Notice of Motion submitted by Alderman Girvan

That this Council requests that officers bring back a report on erecting a plaque in memory of Mr John Johnston, the designer and builder of the Rollo Gillespie monument, The Square, Comber.

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

14.11. Notice of Motion submitted by Alderman Smith and Councillor Dunne

There is an ever-growing problem of cars being parked around the residential areas of Bangor West, and Helen's Bay railway stations. This cannot be ignored by Translink or the Department for Infrastructure. I propose that this Council writes to Translink and the Department for Infrastructure inviting a senior member of staff from each to attend Council to listen to Councillor's concerns and at least try to provide some answers.

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

14.12. Notice of Motion submitted by Councillor Douglas

That this Council expresses its concern at the implications of the proposed closure of Danske Bank's branch in Main Street Bangor, notes that this compounds an increasingly deteriorating situation in Bangor Town Centre, recognises the central strategic location of this building within the town and the importance of any future use serving as a catalyst for wider regeneration, and therefore requests officers to engage with Danske Bank and other relevant stakeholders to explore possible options without prejudice to any future decisions.

RESOLVED, on the proposal of Councillor Douglas, seconded by Councillor Wilson, that the Notice of Motion be referred to the Regeneration and Development Committee.

14.13. Notice of Motion submitted by Councillor Smith and Councillor Menagh

This Council will reduce the rate paid to Councillors for mileage from 65p per mile to 45p per mile. This will bring Councillor mileage in line with HMRC rates.

It is worth noting that over the course of this council term (including the shadow year) it is estimated Councillors will have cost the ratepayer nearly £90,000 in terms of mileage. Had we operated at 45p per mile rather than 65p we could have saved ratepayers almost £30,000.

We also call on officers to bring back a report looking at how they can reduce staff mileage costs. Staff mileage runs at over £300,000 per year and again we should look to apply HMRC rates rather than the enhanced rates currently paid. Significant savings to the ratepayer could be made if we can achieve such a move but cutting staff mileage cannot be considered until Councillors take the lead and reduce their own first of all.

C.27.02.19

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

(Alderman Gibson and Councillor Dunne left the meeting at this stage – 7.41pm)

14.14. Notice of Motion submitted by Councillor Smith and Councillor Cooper

Given the public frustration and anger at the lack of a devolved government here, this Council writes to the Secretary of State calling for Stormont to be suspended, MLA’s sacked and an immediate return to direct rule.

The last two years of political stalemate have left us with schools that have run out of money, a health service that is under resourced and a benefits system that is clearly failing some of our most vulnerable citizens.

We all deserve better, but it is clear that the current devolved arrangements cannot deliver for the citizens of this country.

It is worth noting that during this time MLA’s have cost ratepayers nearly £10 million in salaries alone. This is money that could have been going into public services.

We need someone, even a direct rule minister, to give direction to our currently rudderless departments and to begin to find solutions to the many serious issues facing our society.

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

(Alderman Gibson and Councillor Dunne returned to the meeting at this stage – 7.42pm)

ORDER OF BUSINESS

At this stage in the meeting, the Mayor referred to Notice of Motion 14.15. and advised that consent for a Freedom of the Borough could only be granted by full Council. He further advised that the Motion would be considered in conjunction with Item 14.15.1 – Report on the Freedom of the Borough Notice of Motion – Eligibility Compliance.

Members then agreed to adopt the recommendation contained in the report at Item 14.15.1.

NOTED.

14.15. Notice of Motion submitted by Councillor Armstrong-Cotter, Councillor McIlveen, Alderman McDowell, Alderman Carson, Councillor Menagh, Councillor Edmund and Councillor Kennedy

C.27.02.19

That this Council recognises with pride the outstanding service, dedication and courage of the Irish Guards. In high appreciation of the long, honourable and close association existing between Ards and North Down and the Regiment and with a great debt of gratitude, resolves that the Freedom of the Borough be conferred upon the Irish Guards.

Proposed by Councillor McIlveen, seconded by Councillor McClean, that the Notice of Motion be heard at Council.

AGREED.

Councillor McIlveen spoke to his Motion stating that it was a great honour for him to propose the conferment of the Freedom of the Borough on the Irish Guards. He acknowledged the work undertaken to date by officers, and Jim Shannon MP and Councillor Armstrong-Cotter. The Irish Guards were one of only two Irish Infantry regiments in the British Army and one of the five regiments of foot guards of the household division of the British Army. Founded in 1900 by Queen Victoria in recognition of the bravery of Irish soldiers during the second World War, the Irish Guards had served with distinction during both World Wars and other conflicts around the world including Iraq, Afghanistan and the Balkans. Over 2300 Irish Guardsmen died in the first World War and more that 800 during the second World War. Six of their number had been the recipient of the Victoria Cross, the highest and most prestigious honour for gallantry in the face of the enemy which could be awarded. The Guards current regimental colonel was Prince William who wore the red tunic of an Irish Guards colonel for his wedding. Despite the Irish Guards being exempt from serving in Northern Ireland during the regiment was still targeted by the provisional IRA who bombed a bus carrying members of the regiment travelling to Chelsea Barracks on October 1981 killing two civilians and injuring 23 soldiers and 16 civilians.

The regiment recruited in Northern Ireland and the Irish neighbourhoods of major British cities – many had volunteered throughout the Borough. People in Newtownards and the surrounding area would often refer to them as the ‘guards from the Ards’ because of that close connection.

Newtownards had the great privilege to host a homecoming parade for the regiment on 8 October 2011. The fantastic turnout and warm reception that day was an indication of the high esteem in which the people of the area held the Irish Guards. A Freedom of the Borough was the highest honour the Council could award – it was a recognition of a valued connection to the Borough and its people, of eminent service and widespread respect. Such conferments were rare and the Council limited itself to a maximum of two per term but in reality history had shown they were given even more sparingly and rightly so – it was an honour to be offered a conferment.

Should the Council pass the motion, the Irish Guards would be invited to accept it and he believed if they accepted it, it would be a great honour for the Council and the people of the Borough. It would be a recognition by the Irish Guards of the close connection that they had with Ards and North Down and the esteem with which they held the Borough. C.27.02.19

The regiment had accepted previous offers from Ladysmith in South Africa, Birmingham and Liverpool. This would be the first in Northern Ireland. Councillor McIlveen was delighted to move the motion and commend it to the chamber.

Councillor McClean seconded and concurred with Councillor McIlveen’s comments. He was also minded that it was currently only 18 days away from St Patrick’s Day and it would be wonderful if they could extend the invitation in advance of that day which was associated with the Guards.

Rising in support, Councillor Menagh concurred that the Irish Guards were always referred to as the Guards from the Ards and had been for a long time. They had two men who were born and bred in Newtownards who were RSM for the regiment. He said that Simon Nicholls who was now a Lieutenant Colonel was the RSM at Sandhurst when the two princes were there and there was a photograph of them at the Legion with the Queen. Councillor Menagh’s son served there and his nephew was a drum major in the band for a long time and there were many people from Bangor and Lower Ards there too. He noted that the homecoming had been outstanding and everyone had come out to support them. He added that Councillor Armstrong-Cotter had done a lot of work on this and had to be commended for it.

Also rising in support, Alderman McDowell stated that he did not have any military background but many of his family did and he recognised the service and sacrifice of soldiers from the Irish Guards and other soldiers for their freedom. He continued it was important they recognised the sacrifice they had made since their establishment. He noted that Guards were drawn from both communities and also drawn a lot wider than that with a number of recruits from all over Ireland who joined and served in the Irish Guards and that was important to remember. People had relied on them to give them the freedoms they had today. He further stated it was a small token of appreciation to give them the Freedom of the Borough and a thank you, particularly for all the different situations they had had to deal with. He concluded that the Irish Guards had worked on without complaint or grumbling and it would be good if the Council could be united in conferring the Freedom of the Borough in recognition of their service.

Councillor Dunlop had been working for 18 months to arrange a concert to be held in the Catholic Hall for Bangor Ladies Choir. Father Gunn had given her permission but only if it was the Irish Guards in concert with Bangor Ladies Choir. She was still waiting for the army to confirm. She hoped it would materialise as it would be a great public relations exercise for the Borough and the Irish Guards.

The Mayor stated that the Freedom of the Borough was the highest honour the Council could bestow and conferred only on those they deemed had delivered outstanding service in their field and the Irish Guards undoubtedly were a very deserving recipient. It was so impressive when they heard how those men and women really were risking life and limb to protect the freedoms and human rights they held dear. He had no doubt that with the regiments close connections to Ards and North Down the news would be welcomed by families across the Borough and he was proud to be speaking in support of the Motion. C.27.02.19

Councillor McIlveen thanked members for their support and he looked forward to hearing the response from the Irish Guards in response to the invitation.

RESOLVED, on the proposal of Councillor McIlveen, seconded by Councillor McClean, that the Notice of Motion be adopted.

14.15.1 REPORT ON THE FREEDOM OF THE BOROUGH NOTICE OF MOTION – ELIGIBILTY COMPLIANCE (FILE CX173)

PREVIOUSLY CIRCULATED:- Report dated 20 February 2019 from the Chief Executive stating that the report should be read in association with the Notice of Motion before the Council at its meeting on 27 February 2019.

The policy of the Council with regard to the conferment of the Freedom of the Borough required firstly the compliance with an eligibility criteria check. The policy stated as follows:

“…To be eligible for the Freedom of the Borough Award, a person, group, or organisation must be either a current or former resident of the Borough or have an established connection to the Borough. Serving Councillors and Officers of Ards and North Down Borough Council are not eligible to be nominated.

Candidates should be persons of distinction, or persons or organisations who had rendered eminent service by way of an exceptional contribution to the Borough, or whose achievements bring additional recognition to the Borough.

The following criteria apply:

• A lifetime of service to the Borough, that being a minimum of 25 years through their work in the community or business and/or • Having achieved sustained international recognition in the Arts, Sport or Business and/or • Working as a civic figure whose unique and outstanding record would act as a role model and command the widespread respect of the Ards and North Down Community.”

The pre-nomination submission process was that it be served on the Chief Executive to ensure compliance with the regulations prior to the formal submission of a Notice of Motion. The Notice of Motion should also bear the signatures of six Elected Members. The eligibility criteria would then be checked prior to the Motion being considered by the Council. If the Freedom of the Borough was approved, then Officers would bring back a report to a future Corporate Services Committee outlining the arrangements and timescales for the event.

It was subsequently agreed that the Council, unless in exceptional circumstances, would confer Freedom of the Borough on two occasions during a Council term. Members would be aware that the Council did confer its first Freedom of the Borough in July 2018.

C.27.02.19

RECOMMENDED that the Council considers the Motion to confer the Freedom of the Borough upon the Irish Guards in that they meet the eligibility criteria and the policy of the Council in this regard.

RESOLVED, that the recommendation be adopted.

15. NOTICES OF MOTION – STATUS REPORT (FILE CG 12172) (Appendix II)

PREVIOUSLY CIRCULATED:- Report dated 20 February 2019 from the Director of Organisational Development and Administration and attaching Notices of Motion – Status Report.

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

RECOMMENDED that the report be noted.

Councillor Thompson stated that the Amy Carmichael Memorial Garden in had now been approved to go ahead and he was very pleased about that. He thanked officers for this progress and looked forward to getting it up and running.

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

(Councillors Allen and Chambers and Alderman Irvine left the meeting at this stage 7.54pm)

16. REQUEST FROM THE NORTHERN COMMUNITY LEISURE TRUST TO USE CASTLE PARK FOR ASSAULT COURSE (WARRIOR ASSAULT) (Appendix III)

PREVIOUSLY CIRCULATED:- Report dated 19 February 2019 from the Director of Organisational Development and Administration and attaching two site maps.

The report detailed that the Council had received a request from Gordon Pennock on behalf of the Northern Community Leisure Trust (The Trust) to use Castle Park for an obstacle course on Saturday 18 May 2019. The Trust would require the land from 9am on Friday 17 May until 12pm on Sunday 19 May (included set up and de- rig). The event would take place from 9am to 4pm on Saturday 18 May 2019. They were aiming to attract 1,000 participants (a combination of adults and children) and would run two separate courses. The course for adults and the course for children were marked on the maps.

The Trust had advised that it would avoid the football pitches and minimise the crossing of major public walkways. It would also keep the course from being too close to the Town Hall and would be sensitive to the trees and shrubbery in the park. C.27.02.19

The course would be marked with tape as late as possible on Friday to avoid disturbance to members of the public using the park. The major paths would be kept free from course tape to allow public access throughout and the tape would be removed the afternoon after the event so that the park was clear before the evening. The key points of the course would be marshalled to ensure both participant and public safety.

The Trust had apologised for the semi-permanent markings which had been used on the trees at the last Warrior Assault event in October 2018. Those had now been removed and the organiser would use temporary signage for this event (if approved) which had to be removed within 48 hours of the event taking place.

Permission would therefore be subject to the following:

1. The organisers meeting with Council officers to agree the course and to confirm further details regarding the directional markings, and

2. Agreeing to the following conditions:

I. Paying no fee as per the Council’s policy II. Provide a risk assessment and event management plan. III. Directional markings must be temporary and were not permitted on any tree stock. They had to be removed within 48 hours of the event taking place. IV. Display public notices for at least two weeks before the event to notify the public that said event was due to take place in the area. Signage to be agreed in advance with appropriate Council officer. V. Public notices had to be removed after the event within seven days. VI. Provide appropriate welfare facilities at own cost. Number to be agreed with appropriate Council officer in advance. VII. Provide evidence of relevant insurances and fully indemnifying Council against all risks associated with the use of land or property. VIII. Make good any damage caused during the to the satisfaction of Council officers. Should the Council have to undertake remedial works the costs would be recovered from the organiser. IX. Put in place protective measures for areas where important natural heritage was present. X. Arrange for the collection and subsequent removal of all litter and other debris from the main event and adjacent areas during the event, as well as once the event had concluded, however, should the Council have to do any additional cleaning the costs would be recovered from the organiser. XI. Arrange for the prompt removal of any items used in connection with the event. XII. Put in place plans to limit any negative impact on the public using the land at the same time as the event. XIII. Obtain and provide evidence of permits/licences/registrations and approvals. C.27.02.19

XIV. Indemnify the Council against all claims which may result from the event or use of the area, and to provide the Council with a copy of the relevant insurance policy. XV. Ensure that only the designated area, or areas specified by Council officers were used for the event. XVI. Ensure that adequate marshals were placed throughout the designated area to ensure that members of the public were not endangered by the event. XVII. Where electrical supplies were being used, this had to be agreed in advance with Council officers. Additional costs may apply depending on the services required. XVIII. No petrol generators were to be used. XIX. Provide the Council with a list of any suppliers/food providers for the event at least six weeks in advance of the event taking place.

RECOMMENDED that the Council accedes to the request, subject to the organisers agreeing to the conditions detailed above.

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

(Councillors Allen and Chambers and Alderman Irvine returned to the meeting at this stage – 7.55pm)

(Councillors Boyle and Martin and Aldermen McDowell, Fletcher and Keery left the meeting at this stage – 7.55pm)

17. EAST BORDER REGION PRESENTATION TO COMMITTEE (FILE 141032 PART 9)

PREVIOUSLY CIRCULATED:- Report dated 13 February 2019 from the Director of Regeneration, Development and Planning stating that Ards and North Down Borough Council had been involved in working with the East Border Region Group (EBR) during the last three rounds of European Structural Funds. Ards Borough Council had joined EBR in 2003 and North Down Borough Council had joined in 2006. Since the opening of the latest round of funding, EBR had applied for, or contributed to the applications of a number of large and small projects on behalf of the region and continued to seek opportunities which would bring benefit to the East Border Region. Representatives of EBR had requested to present to the March Regeneration and Development Committee to support its request for the Council to continue its membership for the year 2019-20.

RECOMMENDED that the Council approves the deputation to the March Regeneration and Development Committee by East Border Region.

RESOLVED, on the proposal of Councillor Dunlop, seconded by Councillor Edmund, that the recommendation be adopted.

C.27.02.19

(Councillors Boyle and Martin and Aldermen McDowell, Fletcher and Keery returned to the meeting at this stage – 7.55pm)

18. SPECIAL PLANNING COMMITTEE FOR LOCAL DEVELOPMENT PLAN)

PREVIOUSLY CIRCULATED:- Report dated 7 February 2019 from the Director of Regeneration, Development and Planning stating that members were aware of the timetabling for the production of the Local Development Plan (LDP) and that the Council had agreed to call special meetings of the Planning Committee to progress this.

In order to review the report on the Employment Land Review with consultants and discuss the Sustainability Appraisal to be published in parallel with the Preferred Options Paper, it was recommended that the following Special Planning Committee be convened:

• 21 March 2019

RECOMMENDED that the Council approves the scheduling of the above Special Planning Committee for the purposes of hearing matters related to the production of the Local Development Plan as outlined.

RESOLVED, on the proposal of Councillor Cathcart, seconded by Councillor McIlveen, that the recommendation be adopted.

19. REQUEST FROM DASH AND SPLASH FOR A LICENCE TO CARRY OUT WORKS AT THE OLD OUTDOOR BATHING POOL

PREVIOUSLY CIRCULATED:- Report dated 20 February 2019 from the Director of Organisational Development and Administration stating that at its meeting in January 2019, the Council had agreed to the request from a non-constituted community group known as “Dash and Splash” to undertake works at the old Bangor outdoor bathing pool. The Council had agreed to grant a Licence for three months to enable to the group to complete the work and the Licence was subject to a number of conditions.

After the report was ratified, Council officers had met with members from the group and they had requested that they were permitted to “gift back” the improvement items to the Council once the work had been completed. The Director of Environment had confirmed that his department would take on the maintenance and upkeep of those items. Additionally, the term of the Licence agreement would be amended to “3 months or on completion of the works, whichever is sooner” to ensure that the group’s liability was limited to the period that the works were being carried out on site.

It was also proposed that the legal fees to draw up the Licence were covered by the Council as this was a community group and also to maximise the ‘Live Here Love Here’ grant investment in the project C.27.02.19

The funding from “Live Here Love Here” had to be drawdown in mid-March to start the work so time was therefore of the essence.

RECOMMENDED that the Council notes the variations to the terms of the Licence for Dash and Splash to enable improvement works at the old Bangor outdoor bathing pool.

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

EXCLUSION OF PUBLIC/PRESS

AGREED, on the proposal of Councillor Cathcart, seconded by Councillor Douglas, that the public/press be excluded during the discussion of the undernoted items of confidential business.

20. QUEEN’S PARADE DEVELOPMENT AGREEMENT (FILE RDP50)

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

7.5 CORPORATE SERVICES COMMITTEE DATED 12 FEBRUARY 2019

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

7.6 COMMUNITY AND WELLBEING COMMITTEE DATED 13 FEBRUARY 2019

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

C.27.02.19

RE-ADMITTANCE OF PUBLIC/PRESS

AGREED TO RECOMMEND, on the proposal of Councillor Douglas, seconded by Councillor Boyle, that the public/press be re-admitted to the meeting.

ADDITIONAL ITEM

At this stage in the meeting the Mayor drew members attention to an Information Evening being held by the Royal Irish Regiment at Crawfordsburn Road Army Reserve Centre on Friday 22 March 2019 commencing at 7pm, to which they were being invited to attend.

Alderman Keery advised that the Royal Irish Regiment wished to invite members and staff on this occasion and anyone interested in attending had to contact them directly as it was by invitation only. He further advised that they were trying to form a new company in Crawfordsburn.

NOTED.

TERMINATION OF MEETING

The meeting terminated at 9.51 pm.

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Planning Committee was held in the Council Chamber, 2 Church Street, Newtownards on Tuesday, 5 March 2019 at 7.00pm.

PRESENT:

In the Chair: Councillor Cathcart

Aldermen: Carson Henry Fletcher Keery Gibson McDowell Graham

Councillors: Dunne Thompson McIlveen Walker McKee

Officers: Director of Regeneration, Development and Planning (S McCullough), Principal Planning and Technical Officer (G Kerr), and Democratic Services Officers (M McElveen and H Loebnau)

Also in Tom Stokes (TSA Planning) Attendance: Brian Speers (CMG Cunningham Dickey Solicitors) David Donaldson (Agent) Mrs Ramsey (25 Ballynichol Road, Comber)

WELCOME

The Chairman welcomed Members and Officers to the meeting and made a special mention of those persons with speaking rights and members of the public seated in the public gallery.

The Director of Regeneration, Development and Planning explained that the meeting would not be audio recorded this evening.

Councillor McIlveen questioned the protocol and the Director advised that the legal arrangements relating to the future recording of meetings were still being considered by the Council.

NOTED.

1. APOLOGIES

Apologies for inability to attend were received from Alderman Girvan, Councillor McClean, and the Head of Planning (A McCullough).

NOTED. PC.05.03.19

2. DECLARATIONS OF INTEREST

Alderman Fletcher declared an interest in Item 4.2 – Planning Application LA06/2017/1168/F.

Councillor Walker declared an interest in Item 5 – Update on Planning Appeals.

NOTED.

3. MATTERS ARISING FROM MINUTES OF PLANNING COMMITTEE MEETING DATED 5 FEBRUARY 2019 (Appendix I)

PREVIOUSLY CIRCULATED:- Copy of the above.

RESOLVED, that the minutes be adopted.

4. PLANNING APPLICATIONS

4.1 LA06/2017/0533/F – Land to the East of 1-11 Old Forge Avenue, 2-8, and 17-19 Old Forge Drive, and 110b, 110c and 110d Movilla Road, South of 110a Movilla Road, West of 112 Movilla Road, Wright Waste Management Ltd and 124a Movilla Road and North of First Street Rivenwood and First Avenue Rivenwood, Newtownards (Appendices II – IV)

PREVIOUSLY CIRCULATED: Case Officer’s Report.

DEA: Committee Interest: Previously considered by Planning Committee at its meeting of 2 October 2018 Proposal: The application seeks full planning permission for 185 (as amended) mixed townhouses, semi-detached and detached houses, with garages, housing roads and an extension to Rivenwood Boulevard, with associated open spaces including an equipped play park, and including 12 apartments in a three storey building. Site Location: Land to the east of 1-11 Old Forge Avenue, 2-8, and 17-19 Old Forge Drive, and 110b, 110c and 110d Movilla Road, south of 110a Movilla Road, west of 112 Movilla Road, Wright Waste Management Ltd., and 124a Movilla Road and north of First Street Rivenwood and First Avenue Rivenwood, Newtownards. Recommendation: Approval with delegated authority to negotiate and execute the planning agreement as a deed prior to the issuance of any planning permission.

The Principal Planning and Technical Officer (G Kerr) outlined the application which was for 185 mixed townhouses, semi-detached and detached houses, housing roads and an extension to Rivenwood Boulevard, with associated open spaces including an equipped play park, and three storey apartment building. The recommendation to approve the proposal was unanimously agreed by the Committee at its meeting of 2 October 2018.

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PC.05.03.19

The reason the application was being re-submitted to the Committee was that it was a major application with revised Concept Master Plan and legal agreement which needed to be approved by the Committee.

She informed Members that they were therefore requested to consider the revised Concept Master Plan (CMP) and to allow delegated powers to negotiate and execute the planning agreement as a deed prior to the issuance of any permission.

A site layout plan was shown along with the location of the site which lay at the eastern edge of Newtownards. Members were shown the Development Plan extract which showed the north-east portion of the site zoned as open space - NS43. The remainder of the site formed part of a much wider area of land zoned for housing as NS20 in the development plan.

Members would recall that the decision to approve the application at the October Committee meeting was subject to the execution of a Planning Agreement to deliver comprehensive development of NS20. It was expected that the developer would secure the agreement of the all other NS20 landowners as part of the agreement. However, the applicant had recently informed the Planning Department that the landowner of Phase 5 lands was not agreeable to entering into the proposed Planning Agreement at the current time.

As a result of that situation, the CMP had been amended to show the incorporation of the required Local Neighbourhood Centre on land within Phase 3 rather than Phase 5 lands as originally proposed. As a result, the delivery of that Development Plan requirement would fall to the applicant.

It was also proposed that the Planning Agreement would be entered into by the Applicant Only to bind phases 1, 2 and 3 which were all within the ownership and control of the applicant and represented almost 80% of the NS20 zoned lands. Such a Planning Agreement would deliver the Key Site Considerations contained in the Development Plan as set out in detail in the addendum to the report. That included:

• The delivery of the distributor road through the applicant’s lands from the Movilla Road to the boundary of Phase 5 • The phasing of roads infrastructure works including the distributor road and roundabout at the Movilla Road related to the number of dwellings occupied • The delivery of the local neighbourhood centre within Phase 3 on an approximately 1.5 hectare site • The phased delivery of the zoned open space • The provision of a 2 hectare site reserved for a local primary school

The revised approach was not considered to represent piecemeal development as the Planning Applicant’s lands comprised almost 80% of the lands within the NS20 zoning and the applicant was willing to deliver the major key elements of the Development Plan in a phased manner. The Planning Department was satisfied that the revised Planning Agreement would facilitate comprehensive development of the zoning and avoid piecemeal development in accordance with the Development Plan and PPS7 QD2.

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PC.05.03.19

The recommendation was that Members should approve the application and provide delegated authority to the Planning Department to negotiate and execute the Planning Agreement prior to the issuance of any planning permission.

The Chairman reminded Members that as Councillors McIlveen, McKee and Thompson were absent when the application first appeared before the Committee in October 2018, they could not take part in the discussion or voting for that application.

In response to a query from Alderman Fletcher, the Officer confirmed that the green space would be maintained by a management company as per the planning condition.

Alderman Fletcher wondered who would be responsible for continuance of that should the contract break down. He had already received two emails from residents in other developments whereby a similar company had gone bankrupt. In those circumstances would the Council be expected to manage that open space.

The Officer stressed that the open space could not be transferred. She reported to Members that the management company in question currently operated similar successful schemes in various locations.

Alderman McDowell brought attention to the proposed distributor road which would undoubtedly help to alleviate the ongoing traffic problems on the Movilla Road and indeed throughout the Ards area. With that borne in mind he asked about the likelihood of that road being completed as soon as possible.

As discussed at the meeting of the Planning Committee in October 2018, the Officer restated that the developer would be undertaking a phased delivery of the road. She reiterated those particular details of the scheme mentioned in her report relating to the number of houses requiring occupation prior to construction of each phase. The distributor road would be built through Phases 2 and 3 to the boundary of Phase 5 lands prior to the occupation of more than 66 dwellings and 150 dwellings within Phase 2 respectively. The Officer added the applicant’s land comprised almost 80% of the lands within the NS20 zoning. It was noted that the landowner for Phase 5 would not execute the planning agreement as he did not wish to develop his land.

At this stage in the meeting, the Chairman, invited Mr Tom Stokes to address the Committee in support of the application.

Mr Stokes thanked Members for the opportunity to speak adding that accompanying him was Mr Brian Speers, Partner of CMG Cunningham Dickey Solicitors.

In respect of the updated position for the proposed development, Mr Stokes recalled that the application was unanimously approved by the Planning Committee in October 2018, with a recommendation that a Section 76 Planning Agreement in respect of all of NS20 zoning be put in place before planning permission for the 185 units was issued.

Since the Planning Committee meeting last October, the applicant had made significant efforts to secure the agreement of all landowners within NS20. However,

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PC.05.03.19 one landowner had not felt able to sign a S76 agreement. They did not believe that anyone would wish to jeopardise ongoing development and the delivery of the wider Development Plan objectives for Newtownards concerning housing growth and the key site considerations for NS20. Therefore, the applicant had proposed an alternative way forward, ie. a revised S76 and the rationale and lawfulness of this approach was presented by the Planning officer.

Mr Stokes commented that the obligations within the Section 76 Agreement would bind all of the Fraser Houses (NI) Ltd land ie. 80% of the zoning. That approach meant that there would be three agreements – one from the Donaghadee Road end landowners for whom his Company was also currently acting (Rosemount Homes), one from the current applicant Fraser Houses, which was before the Committee, and one from the future owners of the Phase 5 lands. He said that Members should not be concerned that the Phase 5 lands would not be developed as the proposed phasing of the infrastructure within NS20 meant that those lands could be sold fully serviced from both the Donaghadee and Movilla Road sides. Ultimately that could be a very attractive proposition to any future owner who wished to develop those lands. The current Phase 5 owners were willing to sell their lands but were currently not willing as private landowners to be subject to S76 planning obligations.

As part of the revised approach Mr Stokes clarified that Planning Officers had been provided with an amended Concept Master Plan (CMP) for NS20 to ensure that all necessary Community Infrastructure and Key Design Considerations contained within NS20 would be delivered on lands under the control of the applicant. The new CMP was advertised and there had been no objections to those new matters raised. The new CMP would safeguard the delivery of:

1. The 1.5 ha local neighbourhood & wellbeing centre which had been re-located from the phase 5 lands to within Phase 3 of the Fraser Houses lands 2. A 2 ha site set aside for the future school 3. 1.2 km of the distributor road before the completion of Phase 2. That would deliver an extensive portion of road well in advance of any housing and would actually maximise the options and flexibility for the owners of Phase 5 lands at a future date 4. The Movilla Road roundabout 5. More new family homes for Newtownards

The applicant was committed to submitting a planning application for approval on its Phase 3 lands which would incorporate the length of road passing through its Phase 3 lands at the earliest possible opportunity.

To conclude, Mr Stokes reminded Members that this application was approved at the Planning Committee meeting in October 2018. The current approach was compliant with policy and with the Development Plan, was comprehensive, ensured delivery of all Key Design Considerations as confirmed and set out at Para 18 of the Addendum to the Planning Officer’s report. The Fraser element of the proposal was a c £150M development, collectively along with the developers of Phase 4 there was likely to be up to 400 construction workers, 90% of the supplies were being sourced locally, and they hoped with the agreement of Members that the successful scheme could continue.

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In finishing, Mr Stokes took the opportunity to thank Planning Officers and their legal advisors for all their efforts in the last few months in negotiating and agreeing the revised approach and he respectfully asked that Members endorsed the recommendation before them.

Alderman McDowell expressed the opinion that the distributor road was one of the most important aspects of the scheme in order to remove traffic from the Movilla Road. He felt there was a degree of vagueness around this issue when discussed in October 2018. Should 50 houses be built per annum would it be the case that the road would not be completed for a number of years. Once again, he asked if there was any possibility that the road could be finished in an earlier timeframe to relieve traffic congestion.

Mr Speers responded by outlining that a phased approach for construction had been adopted and completion of the early phases ensured delivery of the distributor road. He maintained that as there continued to be a steady demand for the scheme, the developer would continue to build as notified and it would allow for commencement of the development of Phase 4 land at the Donaghadee Road end of the site. He was keen to point out that the revision of the scheme would not cause a delay. Phase 1 was completed, and together with two thirds of Phase 2 leading to Phase 3, represented a stretch of 1.2km. Once they were in place that would be a signal for the other zonings.

Although welcoming this update, Alderman McDowell advocated an expedient link up with Phase 4, as he was cognisant that there would be a worsening of traffic problems until that transpired.

On a point of clarity, Alderman Fletcher raised Item 6 of the Planning Agreement and sought an assurance that it would remain in perpetuity and the Council would not be expected to take responsibility should there be a failure with contracts.

Mr Speers was mindful that the Planning Officer had offered Members that assurance earlier during discussion. From a personal perspective, he stated that he did not favour a management company and mentioned the engagement of a Greenbelt Group for other developments. That sustainable company had operated successfully for at least 15 years. Following completion of each phase, they would plant out the area adhering to a detailed landscaping plan. With regard to setbacks arising with a management company, he mentioned how some Councils appeared to be more willing than others to accept that responsibility.

RESOLVED UNANIMOUSLY, on the proposal of Alderman Carson, seconded by Alderman Fletcher, that the recommendation be adopted and that planning permission be granted.

(Alderman Fletcher left the meeting at 7.25 pm)

4.2 LA06/2017/1168/F – Renewal of Planning Permission (X/2014/0643/RM) for New Dwelling and Garage (Appendices V – VI)

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PREVIOUSLY CIRCULATED: Case Officer’s Report.

DEA: Comber Committee Interest: Called in by Alderman Fletcher from delegated list of 4 February 2010 Proposal: Renewal of planning permission (X/2014/0643/RM) Site Location: Site approximately 15m south of 25 Ballynichol Road, Comber Recommendation: Refusal

The Officer explained that the application was for full planning permission for a new dwelling and garage at a site approximately 15m south of 25 Ballynichol Road, Comber.

Members noted from a projected map and pictures that the site was rural in nature and was surrounded and screened by mature vegetation. The main cluster of buildings were located at number 25 Ballynichol Road and from details provided on a farm map the farm holding extended to some 2.19 hectares. The proposal was situated in the Strangford and Area of Outstanding Natural Beauty.

The planning history of the site was a material consideration in the consideration of the case. The site was previously granted outline planning permission for a dwelling and garage on 14 February 2012 by the then Department of the Environment (planning reference X/2011/0319/O) and the subsequent reserved matters application was granted planning permission on the 9 October 2015 (planning reference X/2014/0643/RM).

The application was received on 5 October 2017 – 3 days before the reserved matters permission expired on 8 October 2017 as development had not commenced. Slides showed the site location plan and elevations of the proposed dwelling were the same to that previously approved.

Any proposal for a house in the countryside fell under the policy framework of PPS21: Sustainable Development in the Countryside. Policy CTY1 of PPS 21 stated that there were a range of types of development which in principle were considered to be acceptable in the countryside. The policy directed the reader to CTY10 which dealt with a dwelling on a farm.

Members would see from the slide that when considering such applications certain criteria were listed and it was noted that the opening line on the policy stated that ALL of the criteria had to be met in order to grant planning permission for a dwelling on a farm.

Professional planning opinion was that the application fulfilled 2 of 3 criteria listed. The requirements set out in criteria (b) were met as no dwellings or development opportunities had been sold off from the farm holding within 10 years of the date of the application. It was also considered that the requirements set out in (c) were met. It was accepted that the site had a previous approval for a dwelling and the siting and design of the dwelling was considered acceptable and that was a material consideration. The proposal was well integrated to the site and due to the mature

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PC.05.03.19 vegetation the site would be well screened. The proposed dwelling was set back some 50 metres from the road which would also ensure that views were restricted.

Where the proposal fell was in the ability to meet criterion (a) of Policy CTY 10 which required that the farm business was currently active and had been established for at least 6 years.

For the purposes of Policy CTY10, ‘agricultural activity’ referred to the production, rearing or growing of agricultural products including harvesting, milking, breeding animals and keeping animals for farming purposes, or maintaining the land in good agricultural and environmental condition.’

The applicant had applied for a house on a farm with the farm business ID number and a farm map was submitted with the planning application indicating lands with a total area of 2.19 hectares. It was accepted that while no claims had been made since 2014 (as stated in the DAERA consultation response) there was an existing business number for a farm which had recently transferred into to Mrs Ramsey’s name. The proposal was therefore considered to be established.

Members would see that in order to fulfil criterion (a) in CTY10 it also had to be demonstrated that the farm business was currently active.

The justification and amplification provided in CTY10 of the policy allowed for other evidence to prove active farming over the requisite period.

The Officer explained that the only evidence submitted to date was a statement from Mrs Ramsey providing a brief history of the farm and an explanation of a rental income received and a payment provided to a Mr Prentice. There were letters shown from Mr Prentice whose address was given as 30 The Burn Road, Comber. Mr Prentice wrote that he maintained the three fields and kept them in good agricultural condition. There was no supporting evidence to back up the statements such as receipts or invoices for works carried out or any evidence supporting the letters such as a sworn affidavit to evidence an active business at the farm.

The information had been considered but was not deemed sufficient to demonstrate active farming. The Officer reported that she had contacted the agent acting for the applicant prior to the Planning Committee meeting to advise that any receipts or invoices relating to the farm business that would demonstrate active farming should be submitted for consideration. The agent agreed to contact his client again and on 27 February 2019 stated that, “The applicants have now advised that they are unable to provide any further receipts/information and wish to proceed to committee as originally planned.”

In the assessment of a proposal for a house on a farm, the onus was on the applicant to demonstrate that the farm business was active and established. It had not been demonstrated that the applicant had a farm business that was currently active and as the policy stated that the farm business had to be currently active and established the proposal did not comply with criterion (a) of CTY10.

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Planning officials had to assess each application on its own merits but at the same time ensure that applicants were treated in an equitable manner. In an application such as for a farm dwelling, evidence needed to be submitted to satisfy criterion (a) in CTY10. Similar applications for farm dwellings within the Borough had been assessed with submitted evidence in the form of receipts/invoices etc being received by the Planning Department.

The agent had been approached by planning officials and had been provided the opportunity and time to submit details showing current active farming and the applicants had advised that they were unable to provide any further information.

Refusal of planning permission was therefore respectively recommended.

Councillor McIlveen referred to an earlier case which had been considered by the Planning Committee (Alison Mayne case) and asked how closely the application under discussion was tied to the situation in that application. The Officer explained that in the current application the main distinguishing difference was the low level of evidence submitted with the application. She referred to the previous case where paperwork such as tenancy agreements, invoices for weed control, water bills and other bills provided substantial evidence of an active business taking place.

Alderman Gibson noted the £900 charge for hedge maintenance and how much evidence the planning department would need to make a decision. He was concerned that no receipts had been submitted and felt that the decision hinged on that to a large extent.

Alderman Graham pointed to the images projected showing that the field was maintained in a good condition and it was clear that there had been good stewardship of it. The Officer agreed but stressed that applications for farm dwellings were always backed up with the evidence of receipts.

Mr David Donaldson, the agent, was brought forward who stated that he was speaking on behalf of Mrs Ramsey, the owner of the farm, in support of the application.

Mr Donaldson thanked the Committee and said that he wanted to present the case in relation to the interpretation of planning policy and materiality of the planning history and specific circumstances. He could also answer queries in relation to the proposal. He explained that the applicant had held a Farm Business ID number since 2005 and the business was clearly established for the necessary six years. In terms of being active, the applicant retained responsibility for ensuring the land was kept in good agricultural condition in accordance with the definition in the EC Directive and the most recent appeal decision which found that the SPPS set a very low threshold for active farming. It was also a material consideration that planning permission had been previously granted under PPS21 in 2012 for a dwelling on the site. The application to renew the permission was submitted just before the previous permission had lapsed. He considered that the planning history was also a matter to which weight should be given. He explained that grazing and cultivation were important matters to consider. The Ramsey family had an agreement with a local farmer who managed the land in return for being able to use it to graze his animals.

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Alderman Gibson drew attention to the planning application to renew the permission and noted that it had been submitted just before the previous permission had lapsed. He questioned why that had happened. In response Mrs Ramsey explained that had been due to a series of circumstances and she had expected that renewing the permission would have been a straightforward matter.

Alderman Gibson went on to discuss the lack of receipts and wondered if Mrs Ramsey could further substantiate the expenses she incurred for the farm and the ‘gentleman’s agreement’ that she had with Mr Prentice for land management.

The Officer explained that there had been no change in policy since the previous approval but that to ensure that a consistent approach was taken on all applications for farm dwellings evidence in support of the business such as receipts were always required. A ‘gentleman’s agreement’ was not sufficient evidence for planning purposes and if such agreements were to be accepted in a single case it would set a precedent for further applications going forward.

Councillor Walker asked if the planners would consider affidavit verification in support of showing a business arrangement at the site of the farm. He thought that receipts of some kind could be found such as for tractors or weed killer for example and suggested that a decision should perhaps be deferred to give time for further proof to be found. The Officer stated that affidavit evidence had not been a sufficient form of proof since the transfer of the planning function to local Councils. She explained that any body of evidence would have helped the application but none had been supplied despite being requested on a number of occasions.

Alderman Graham suggested that there may be some misunderstanding of what was required. He considered that visually the land looked well managed and he thought that perhaps the focus should not be stressed on one method of proof alone. As a farmer himself he suggested that a ‘gentleman’s agreement’ was common practice in the countryside and often receipts for work were not issued. In response the Officer reminded Members that all of the criteria which had been already listed needed to be met to approve the application.

In summarising the position Councillor McIlveen said that Members were being asked to make a judgement call and that was a difficult position for them to be in. The vote would be to propose the officers’ recommendation, defer making a decision, or, to overturn the recommendation.

Councillor Walker proposed that a decision on the application should be deferred for one month to give the applicant an opportunity to come forward with new evidence. Councillor McIlveen seconded the proposal adding that bank accounts and a paper trail of evidence of money exchange must exist.

Alderman Carson asked for clarification on how long the applicant had been given to submit the information. It was explained that the Planning Office had made contact with the applicant’s agent on 25 February 2019 stressing that the application was going to the Planning Committee and it was acknowledged then that further evidence

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PC.05.03.19 was needed. However, the applicant had chosen to pursue the application in the absence of the required information.

Alderman Gibson and Alderman Graham were happy to support the recommendation to defer for one month to give the applicant a further opportunity to provide the evidence.

On being put to the meeting, with 8 voting in FAVOUR of deferring a decision, 0 voting AGAINST, 4 ABSTAINING the amendment was declared CARRIED. A recorded vote resulted as follows:

FOR (8) AGAINST (0) ABSTAINING (4) ABSENT (3) Aldermen Councillors Alderman Henry Carson Fletcher Gibson Cathcart Girvan Graham McDowell Councillor Keery McKee McClean Councillors Dunne McIlveen Thompson Walker

RESOLVED, that a decision be deferred for a further month to allow the applicant to provide further information to assist the planning application.

(Alderman Fletcher re-entered the meeting at this stage 8.04 pm)

4.3 LA06/2018/0938/O – No. 1 Three Bedroom Chalet Bungalow. Immediately South of 84 Crawfordsburn Road, Bangor (Appendices VII – VIII)

PREVIOUSLY CIRCULATED: Case Officer’s Report.

DEA: Holywood and Clandeboye Committee Interest: Application made by an elected Member of the Council Proposal: No 1 three-bedroom chalet bungalow Site Location: 84 Crawfordsburn Road, Bangor Recommendation: Approval

The Officer explained that this was an outline application and that it had been made by a Member of Council. Outline planning permission was sought for a dwelling at the Crawfordsburn Road which was located within the development limits of Bangor. There were no designations on the site within either the North Down and Ards Area Plan or Draft BMAP which was a material consideration.

The application site was located to the front garden area of No. 84 Crawfordsburn Road, Bangor. The site was very well screened and consisted of a lawn and landscaped planted areas. The levels of the garden dropped down into the site from the northern boundary and the road frontage was defined by a red-brick wall and

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PC.05.03.19 hedging. A high hedge defined the eastern and western boundaries. The surrounding area was residential in nature, with a mix of housing types within the area. Carnalea Golf Club was located to the rear of the site.

As the proposal was for outline permission Members were making their decision based on the principal of a dwelling at the location. The required details of the dwelling were to be conditioned and would be received at reserved matters stage if approval was granted.

The position of the dwelling on the site was to reflect the position of that at number 84a adjacent to the site granted under planning reference W/2004/0823/F for a split level bungalow. The dwelling would be conditioned to have a ridge height of no more than 6m. That would reduce the impact of any overlooking, loss of light or dominance. The dwelling at No. 84a Crawfordsburn Road was split-level, with the ridge height 5m above ground level at the highest point. There would be room for the parking of in-curtilage vehicles at the site.

There were no objections to the proposal and all consultees were content with the proposal. The recommendation was to grant planning permission.

RESOLVED, on the proposal of Alderman Graham, seconded by Councillor Thompson that the recommendation be adopted.

(Councillor McKee left the meeting at 8.11 pm)

5. UPDATE ON PLANNING APPEALS (Appendices IX – XIII)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that the following appeal was dismissed on 28 January 2019.

Appeal reference: 2018/A0077 Application Reference: LA06/2015/0337/F Appeal by: Mr Richard White Subject of Appeal: Erection of 12m high shortwave amateur radio telescopic mast to rear. Retention of existing antennae and support poles. Removal of three existing antennae and alteration of two existing antennae. Location: 28 Lord Warden’s Parade, Bangor

The Council refused the application on 14 May 2018 for the following reasons:

i. The proposal was contrary to paragraph 3.8 of the Strategic Planning Policy Statement (SPPS), policy TEL1 of Planning Policy Statement 10: Telecommunications and policy EXT1 criterion (a) of the Addendum to Planning Policy Statement 7: Residential Extensions and Alterations, in that the scale and height of the proposed 12m radio telescopic mast was unsympathetic with the built form and appearance of the existing property and would detract from

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the appearance and character of the surrounding area, creating an unacceptable visual impact.

ii. The proposal was contrary to paragraph 3.8 of the Strategic Planning Policy Statement (SPPS), policy TEL1 of Planning Policy Statement 10: Telecommunications and policy EXT1 criterion (b) of the Addendum to Planning Policy Statement 7 Residential Extensions and Alterations, in that the 12m radio telescopic mast would, if permitted, unduly affect the amenity of neighbouring properties at 23 and 25 Lord Warden’s Hollow, by reason of over- dominance as it would appear excessively large and overbearing when viewed from the rear of those properties and would adversely impinge upon their immediate aspect and outlook.

The Commissioner upheld both the Council’s reasons for refusal in dismissing the appeal which took the form of an accompanied site visit followed by an informal hearing.

The following appeal was allowed on 7 February 2019:

Appeal reference: 2018/A0039 Application Reference: LA06/2018/0248/F Appeal by: Mr Leonard Cardwell Subject of Appeal: Erection of double garage, conversion of existing garage, addition of dormer window. Appeal against Condition 2 (Protected trees on site shall not be cut down, uprooted, destroyed, topped or lopped) Location: 24 Ballymullan Road, Crawfordsburn

The Council approved the above application on 14 June 2018 and attached the following condition:

The protected trees on site, located within the area shaded in green on drawing No 08, bearing the Council date stamp 2nd May 2018, shall not be cut down, uprooted or destroyed or have its roots damaged within the crown spread, nor shall arboriculture work or tree surgery take place on any retained tree be topped or lopped other than in accordance with the approved plans and particulars, without written approval of the Council.

Reason – to ensure the continuity of amenity afforded by the existing protected trees.

The Council attached the condition to reflect the fact that the site, outlined in red on the application, fell within an area protected by a Tree Preservation Order, and the applicant refused to submit a plan indicating the protected trees within that red line.

The Council was conscious of Schedule 3(2)(c) of the Planning (Trees) Regulations (NI) 2015 which stated that the Tree Preservation Order should not apply to require the consent of the Council ‘where required for the purpose of carrying out development authorised by a planning permission granted (other than an outline

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PC.05.03.19 planning permission) on an application made under Part 3 of the Planning Act (Northern Ireland) 2011.

In the absence of the annotation of all protected trees within the red line of the application, the condition was included to ensure that the protected trees were afforded continued protection.

The Commissioner considered that the condition did not meet all the legal tests, and the condition duplicated the protection already afforded to the trees by the TPO and was wider in its scope than necessary.

A Costs Award was made against the Council and the Commissioner considered that the imposition of a condition which did not meet the tests for conditions represented unreasonable behaviour and thus awarded costs against the Council to pay the appellant the full costs of the appeal proceedings, limited to those costs incurred in submitting the appeal and in preparing the statement of case and rebuttal.

At the date of writing the appellant had not yet submitted details of costs incurred for review by the Council.

The following appeal was allowed on 13 February 2019:

Appeal reference: 2018/A0098 Application Reference: LA06/2017/0904/F Appeal by: Mr Mark Harding Subject of Appeal: Erection of 1 no. portacabin (to replace existing portacabin) and associated re-siting of 1 no. portacabin with oil tank Location: Workskills, Conlig Presbyterian Church, 4 Main Street, Conlig

The Council refused the above application on 26 July 2018 for the following reason:

• The proposal was contrary to Planning Policy Statement 15, Planning and Flood Risk, Policy FLD 5, in that it would, if permitted, result in development in a reservoir flood inundation area where the Flood Risk Assessment indicated that there was a likelihood of unacceptable combination of depth and velocity. That would pose an unacceptable risk for those vulnerable persons who may not be able to react promptly to flood warning and evacuation procedures.

The main issue in the appeal was whether or not the proposed development would be acceptable in principle given its location within a flood inundation zone for a controlled reservoir.

The Commissioner agreed with the Council that the appeal development did not fully comply with Policy FLD 5 of PPS 15 as it represented bespoke accommodation for a vulnerable group within a Reservoir Flood Inundation Area where the submitted Flood Risk Assessment indicated there would be an unacceptable combination of depth and velocity. However, in dealing with the larger area of floorspace proposed

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PC.05.03.19 compared to that to be replaced, the Commissioner considered that any potential increase in number of service users within the new portacabin could be addressed through the limitation of its use to 10 service users on site, which was accepted at the appeal as being reasonable and enforceable. It was felt that that would facilitate the continuance of the valuable community resource for Conlig, Bangor and Newtownards as well as the wider Ards Peninsula.

The Commissioner did not consider that granting of permission would set a precedent given the particular circumstances of the case, despite the proposal not fully complying with Policy FLD 5 of PPS 15.

The following appeal was dismissed on 13 February 2019:

Appeal reference: 2018/A0094 Application Reference: LA06/2017/1406/F Appeal by: Mr Gordon Duff Subject of Appeal: Change of use of part of an agricultural building to 2no. self catering apartments with creation of two lay- bys along laneway Location: 20m west of 283 Killaughey Road, Donaghadee

The Council refused the above application on 26 July 2018 for the following reasons: • The proposal was contrary to paragraph 6.73 of the Strategic Planning Policy Statement in that the building to be converted was not a locally important building • The proposal was contrary to Policy CTY1 of Planning Policy Statement 21, Sustainable Development in the Countryside in that there were no overriding reasons why the development was essential in that rural location and could not be located within a settlement

The Commissioner, in referring to a previous appeal decision for the same building, reiterated that the building was not considered as a locally important building under Policy CTY 4 of PPS 21. She also agreed with the Council that the proposal for self- catering units found no support within CTY 16: Tourism and that despite the appeal building being in close proximity to the main towns in the Borough and the Ards Peninsula, the argument could be made for any agricultural building within that rural locality.

Both reasons for refusal were sustained and the appeal dismissed.

New Appeals Lodged

The following appeal was lodged on:

Appeal reference: 2018/A0215 Application Reference: LA06/2018/1036/A Appeal by: Mr Chris Mullen Subject of Appeal: Retrospective application for hand painted roof scape sign Location: 278 Seacliff Road, Bangor 15

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Copies of appeal decisions and cost decisions were attached.

Details of appeal decisions, new appeals and scheduled hearings could be viewed at www.pacni.gov.uk.

RECOMMENDED that Members noted the content of the report.

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

6. PLANNING BUDGETARY CONTROL REPORT – JANUARY 2019

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that the Planning Budgetary Control Report covered the 10-month period 1 April 2018 to 31 January 2019 and was set out. The net cost of the service was showing an underspend of £41,982 (4.8%).

Explanation of Variance

A Budgetary Control Report by Income and Expenditure for Planning was, also, shown which analysed the overall favourable variance (£41,982) by expenditure (£95,615 favourable) and income (£53,632 adverse).

PLANNING

Expenditure - £95.6k (5.6%) better than budget to date. The favourable variance was mainly made up of the following: -

a. Payroll £109.1k favourable due to vacancies. Full complement of the Administration team in place from 1 February 2019. One vacant HPTO post had recently been filled but another HPTO vacancy was still to be filled following an unsuccessful recruitment exercise. There had been a knock- on effect regarding staffing due to backfilling required for maternity cover, and resignations. b. Legal costs were £45.5k over budget to date. That had been as the result of ongoing complex enforcement cases which had required specialist legal advice, including counsel representation at appeal hearings and court. c. There were underspends to date on other expenditure lines such as tree services (£3.1k - which expected to be spent by end of financial year) mileage (£11.0k), hired services (£6.2k) and consultancy (£3.4k).

Income - £53.6k (6.3%) worse than budget to date. The adverse variance was mainly made up of the following: -

d. Planning application income was £33.6k lower than budget for the year to date.

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e. Planning property certificate income was £20.0k worse than budget to date. Planning property certificates had not been subject to VAT to date but the Council had recently been informed that that may change. The report assumed that that would happen so the impact was less income accruing to the Council, and so, gave rise to the adverse variance as that was unknown when the 2018/19 budget was set. If the VAT status did not change the Planning Property Certificate income would be £2.5k worse than budget at the end of January.

BUDGETARY CONTROL REPORT By Directorate and Service

Period 10 - January 2019

Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %

Planning

330 Planning 826,118 868,100 (41,982) 1,065,900 4.8

Totals 826,118 868,100 (41,982) 1,065,900 4.8

BUDGETARY CONTROL REPORT By Income and Expenditure

Period 10 - January 2019

Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £

Planning

330 Planning 1,623,485 1,719,100 (95,615) (797,368) (851,000) 53,632

Totals 1,623,485 1,719,100 (95,615) (797,368) (851,000) 53,632

RECOMMENDED that the Committee notes the report.

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

7. REPLACEMENT OF NI PLANNING PORTAL (Appendix XIV & XVIII)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that Members would recall the verbal update given by the Head of Planning to the Planning Committee at its meeting of 5 February 2019, and that a formal paper would be brought to the March Committee.

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Background

The Northern Ireland Planning Portal (NIPP) provided the public website interface which citizens used to find information and comment on planning applications. It also provided back-office software that the Council’s planning service used to process planning applications as well as supporting the administration of regional property certificates.

The NIPP was implemented by the former Department of Environment in 2010 as a central IT solution and was inherited by the 11 councils as a shared system in April 2015 on the transfer of planning powers to local government. The NIPP was provided by a third-party supplier, DXC. The contract for the Planning Portal was managed by the Department for Infrastructure (DfI) and was due to expire at the end of March 2019. DfI was currently negotiating a contract modification to ensure continued technical support for the NIPP beyond March 2019 until the end of 2020. At the same time, it was leading a regional project that was examining the options for its eventual replacement. The need to replace the Planning Portal by 2019/20 was a critical service risk.

The Need to Replace the Northern Ireland Planning Portal

The current NIPP was not fit for purpose and was an impediment to each Council delivering an excellent planning service. The NIPP was introduced in 2010 as a hybrid solution based on a Commercial off the Shelf (COTS) product that had been heavily customised for Northern Ireland purposes. That had meant that the COTS element had not followed the natural upgrade path and was several years behind the latest version.

Deficiencies of the NIPP included:

• inability to receive and process online planning application submissions (England has had this capability since 2002); • limited opportunity for customers to find information and self-serve; • inability for each Council to customise standard customer letter templates or report templates; • substandard functionality including poor case management and GIS; • it drove inefficient processes with limited flexibility for process improvement; • inadequate performance reporting and monitoring; and • poor access to data and inadequate integration with other Council systems.

Regional Project

Since 2016, local government had been participating in the DfI-led regional project that was examining the options to replace the NIPP. The Council agreed to participate and contribute to the cost of the regional project on the proviso that it would not ultimately be bound by its recommendation.

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Written reports had been delivered to Planning Committee on the progress of the ongoing search for a solution in January 2017, June 2017, October 2017, November 2017, and January 2018.

Revised Outline Business Case

DfI published an Outline Business Case (OBC) in January 2019 that recommended that the Planning Portal was replaced by another shared regional system. That OBC was attached.

The proposals were summarised below: • that the NIPP be replaced with a single regional IT system shared between the 11 councils and DfI; • that the IT system would be a “Commercial Off The Shelf” (COTS) product to meet the requirements of the regionally agreed Minimum Viable Product; • the new system would allow some local configuration to meet individual Council needs (e.g. reports, templates, searching etc.); and • that procurement would follow the Competitive Procedure with Negotiation.

Funding Model

The Outline Business Case detailed that the regional IT System would be delivered to an accelerated timescale and as soon as possible. The OBC stated that the estimated cost of the project was £26.7m (undiscounted) over 11 years of ie. from 2019/20. That consisted of £15.1M capital and £11.6M resource. Those costs remained estimates at this stage and actual costs would be determined through a competitive procurement process. Final costs and timescales would be captured in the “Final OBC" following confirmation of the preferred supplier.

DfI's net financial contribution to the project was originally £11M. That would include a contribution of £1 million per year for the maintenance and support of the replacement IT system, consistent with its current budgetary spending on the NIPP. The Department would also contribute £2M towards capital costs, again consistent with historic spending.

The cost to local government would therefore be £15.7M. If divided equally, that would be £1.43M per Council over 11 years (or average of £130k pa). The Department also provided a scenario where the cost was split according to fee income. A breakdown of the proposed funding model, including options of an even split of costs among Councils and a split according to fee income, was provided. Any Council that committed additional staff resources to the project would have those costs off-set with a reduced cash contribution.

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Total Costs (Development and Operating) £k Development Operating Total % Costs Costs Costs Total 15,057 11,671 26,728 DFI Contribution 3,000 8,000 11,000 41.2% Councils Contribution 12,057 3,671 15,728 58.8%

The Chief Executives met on Friday 1 February to discuss the matter with DFI, and it was unanimously agreed that a single system going forward was the solution, however, the issue of division of costs continued to be debated.

Further to the above, the Chair of SOLACE wrote to the Department on 4 February 2019 seeking the Department reconsider its position in terms of its contribution to the replacement system.

The Permanent Secretary of DFI responded on 11 February 2019 (attached) setting out that the Department would be prepared to increase its capital contribution by an additional £1M, bringing its overall contribution to £12M (nearly 45% of total cost), and reiterating that the Department was keen to get on with the job of delivering the agreed solution for the public. That reduced the cost to £1.34M per council over 11 years (or average of £121k pa).

Total Costs (Development and Operating) £k Development Operating Total % Costs Costs Costs Total 15,057 11,671 26,728 Revised DFI Contribution 4,000 8,000 12,000 44.9% Councils Contribution 11,057 3,671 14,728 55.1%

Proposed timetable The estimated timeline for delivery of the regional project was set out below.

Phase Start no later Estimated Complete no than (beginning duration later than (end of) of) Mobilisation January 2019 6 months June 2019 Procurement January 2019 12 months December 2019 Design January 2020 18 months June 2021 Build July 2020 18 months December 2021 Implement January 2022 6 months June 2022

Memorandum of Understanding (MoU)

To meet the above timetable set out in the OBC, the Department was seeking all 11 Councils’ agreement to the proposed shared regional approach by 29 March 2019 (see letter from DFI). The Department had asked each Council to sign a MoU that encapsulated the following principles:

• To promote and support the preferred option agreed in the OBC

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• To support the agreed governance arrangements for delivery of the project • To provide staff, finance and other resources to the project on an equitable basis • To share the benefits from the project on an equitable basis; and • To co-operate with others in the progression of the project

If following consideration there was not unanimous agreement for the proposition, DFI would be unable to proceed with a single regional IT system as proposed. There was obvious risk involved around that particular project if any individual Council proposed to withdraw from the idea of a shared system, and ‘go it alone’, as the resultant cost would be higher per participating Council.

The Finance Director had confirmed that the vast majority of the costs to Council could be capitalised accordingly, with a minor element of operational costs coming from revenue.

RECOMMENDED that Members noted the content of the report and associated attachments and agree in principle to the Outline Business Case and contribution from the Department for Infrastructure and Council, on the basis of all 11 Councils participating in a shared system alongside the Department.

The Director explained the background to the Portal and that the Department had agreed to carry most of the costs with the Councils providing the remainder of the funding. It was considered preferable to have one system covering the whole of Northern Ireland. Ards and North Down was recommending that Members considered the proposal in the first instance and further reports would be brought later.

SOLACE had met the previous Friday and it was noted that two councils had already indicated that they were unsure about making the commitment to the Portal. The Chief Executive of Belfast City Council had written to the leaders of every Council in Northern Ireland asking them to seriously consider the proposal suggested since it considered that there were risks for Councils to ‘go it alone’.

Councillor McIlveen referred to the 11 way split to fund the Portal and considered that to be unfair since Belfast would receive massive fees for planning applications when compared to other areas. In effect, an equal Council split would see Belfast being subsidised by the remaining 10 Councils. He considered that more proportionate options should be considered since the current suggestion was not a fair deal for Ards and North Down and therefore it was with reluctance that he would agree in principle to what was being suggested. He concluded by saying that he would be doubtful that the Council would be in a position to procure its own system.

Alderman Graham agreed and thought that the Chief Executive of Belfast must realise that it had every other Council by the scruff of the neck and that smacked a little of bad form. Ards and North Down should stress that a fairer distribution of funding was necessary.

Alderman Carson concurred with the views of other members remarking that that could be a reason some other Councils had held reservations about committing to it.

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Members further discussed the position and the Director agreed to take the comments back to the decision makers. The Director was of the understanding that the Department had stated its financial commitment but had not made any further recommendation on how the remaining fees would be split. Councils might be able to agree that among themselves.

RESOLVED on the proposal of Councillor Thompson, seconded by Councillor Dunne that the recommendation be adopted.

8. QTR 3 PERFORMANCE UPDATES

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil that requirement Council approved the Performance Management Policy and Handbook. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:

• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2018/19 plan published 30 June 2018) • Service Plan – developed annually (approved April 2018)

The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.

Reporting Approach

The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:

Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June

The report for the third Quarter of 2018/19 was attached, in respect of those items which fell to be updated in Quarter 3.

Key Points to note:

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• Staff attendance had been affected by one member of staff on long term sick leave • Spend against budget could be explained by lag in backfilling of planning posts from knock on of various situations such as cover for maternity and sick leave absence and resignations. Also, it should be noted that not all invoices for ongoing work had yet been submitted for remittance

RECOMMENDED that the Council notes this report.

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

9. PLANNING SERVICE UNIT PLAN 2019-2020 (Appendix IXX)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that since 2017/18 Service Plans were produced by each Service in accordance with the Council’s Performance Management policy.

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities • Motivate and develop staff • Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable us to recognise success and address underperformance

A draft plan for 2019/20 was attached. The plan had been developed to align with objectives of The Big Plan for Ards and North Down 2017-2032; the Corporate Plan 2015-19 and the draft Annual Performance Improvement Plan (PIP) 2019/20. The Plan would also support delivery of the ITRDS. The agreement of the plan would also aid toward achievement of the Council’s performance improvement duties under the Local Government Act (NI) 2014.

The Service Plan highlighted where the service contributed to the Corporate Plan and, where that was the case, set out the objectives of the service for the 2019/20 year. It further identified the key performance indicators used to illustrate the level of achievement of each objective, and the targets that the Service would try to attain along with key actions required to do so.

The plan had been developed in conjunction with staff, officers and management and consultation with key stakeholders where relevant, including consultation for ITRDS.

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The plan was based on the agreed budget. It should be noted that, should there be significant changes in-year (e.g. due to Council decisions, budget revisions or changes to the PIP) the plan may need to be revised.

The Committee would be provided with update reports on performance against the agreed plan.

RECOMMENDED that the attached plan is adopted.

RESOLVED on the proposal of Alderman Graham, seconded by Alderman Fletcher that the recommendation be adopted.

Alderman Fletcher referred to the performance measures and the average length of plans through the system. The Officer explained that the figure had been affected by some of the legacy applications. Of the 577 legacy applications only four remained and it was explained that those were also close to being resolved.

The Chair explained that some of the applications were affected by factors which were outside the Council’s control.

NOTED.

TERMINATION OF MEETING

The meeting terminated at 8.30 pm.

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ITEM 7.2.

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Environment Committee was held in the Council Chamber, 2 Church Street, Newtownards on Wednesday, 6 March 2019 at 7.00pm.

PRESENT:

In the Chair: Councillor Ferguson

Aldermen: Fletcher Henry

Councillors: Boyle McKee Cathcart McAlpine Cummings Martin Douglas Woods Dunlop Smart Edmund

Officers: Director of Environmental Services (D Lindsay), Head of Assets and Property Services (P Caldwell), Head of Waste and Cleansing Services (N Martin), Head of Regulatory Services (S Addy), and Democratic Services Officer (P Foster)

1. APOLOGIES

Apologies were received from Councillors Armstrong-Cotter and Wilson.

NOTED.

2. DECLARATIONS OF INTEREST

The Chairman, Councillor Ferguson, sought Declarations of Interest at this stage and none were declared.

NOTED.

3. ENVIRONMNENT DIRECTORATE BUDGETARY CONTROL REPORT JANUARY 2019 (FILE FIN 45/40012) (Appendix I)

PREVIOUSLY CIRCULATED: - Report dated 21 February 2019 from the Director of Environment stating that the Environment Budgetary Control Report covered the 10-month period 1 April 2018 to 31 January 2019 and was set out on page 4. The net cost of services was showing an over spend of £263,471 (1.7%).

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Explanation of Variance

In addition, a Budgetary Control Report by Income and Expenditure for the Directorate was, also, shown on page 4 which analysed the overall adverse variance (£263,471) by expenditure (£142,787 adverse) and income (£120,683 adverse).

ENVIRONMENT

Expenditure - £142.8k (0.7%) worse than budget to date. This adverse variance was mainly made up of the following: - 1. Waste and Cleansing Services – £7.3k adverse. a. A combined summary of the main waste stream variances was set out in the table below.

£’000 Commentary Landfill 76.6 1,020 tonnes more than budget though that was partially offset by the gate fee being slightly less than budget (£0.75 per tonne less). Brown/Green bin (78.6) 1,544 tonnes less than waste budget but gate fee was slightly higher than budget (£0.62 per tonne more). Blue bin waste 98.5 508 tonnes less than budget but average gate fee was higher than budget (£13.33 per tonne more).

HRC waste (71.4) Lower tonnage than budget Total 25.1

Overall, the main waste stream budgets were over budget by £25.1k. b. Payroll costs were £118.0k favourable to date. There were a significant number of posts being covered by agency staff. c. Spend on refuse bins was £60.0k over budget to date due to a higher demand from residents for new and replacement green/brown bins. d. Buildings maintenance work at the Balloo Transfer Station was £34.0k adverse. Ramps had been built to facilitate new trailers to attach to the compactors at the Transfer Station.

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2. Assets and Property Services - £231.6k adverse. This was explained by: - a. Property Operations were £151.0k over budget to date. This was mainly due to: - i. Contractor costs were £163.2k over budget to date. There had been more property maintenance work carried out to date to try to address a backlog of outstanding jobs. ii. Payroll costs were £14.4k favourable. This was mainly due to reduced overtime costs. b. Technical Services were £114.1k under budget to date. This was mainly due to: - i. Payroll costs were £14.9k favourable. Two Technical Officer posts had been filled from 1 October. A vacant Plant Operative post was to be recruited. ii. Utility costs were £20.4k over budget to date. iii. Contractor costs were £122.0k under budget to date. This covers areas such as statutory compliance work, refurbishments, playgrounds, statutory upgrades, Christmas costs and energy saving initiatives. c. Fleet Management was £201.7k over budget to date. This was mainly due to: - i. Payroll costs were £17.5k. There was a vacant mechanic’s post which was in the process of being filled. ii. Vehicle maintenance, materials, consumables and tyres costs were £121.6k over budget to date. This was partly due to significant price increases for some vehicle parts (up to 30% in some cases). iii. Vehicle fuel, lubricants and oil were £64.4k over budget to date. Higher than expected fuel prices had contributed to this adverse variance. iv. Other vehicle costs were £29.5k over budget to date. Vehicle tracking system costs were higher than budget to date. 3. Regulatory Services - £95.3k favourable. This was explained by: - a. Payroll costs were £76.4k under budget year to date. There had been vacant posts in Building Control. Two had been filled with one still to be recruited. In addition, two vacant posts in Neighbourhood Environment Team were now being covered by agency. Income - £120.7k (3.5%) worse than budget to date. This adverse variance comprised: 4. Waste & Cleansing Services - £100.2k adverse. This was mainly due to trade waste income (£106.9k) being worse than budget to date. Processes within this service were currently being reviewed with the aim of improving performance later in the year.

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5. Assets and Property Services - £36.5k favourable. This was mainly due to wind turbine income being £41.2k better than budget to date. 6. Regulatory Services income - £57.0k adverse. This was mainly due to Building Control income being £37.7k behind budget to date. There had been a slowdown in both site commencements and applications particularly commercial works. In addition, car park income (£3.7k) and licensing income (£9.1k) are £12.8k behind target to date.

BUDGETARY CONTROL REPORT By Directorate and Service

Period 10 - January 2019

Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %

Environment

200 Environment HQ 121,014 121,800 (786) 147,900 0.6 210 Waste and Cleansing Services 10,572,890 10,465,400 107,490 12,608,600 1.0 220 Assets and Property Services 5,418,645 5,223,600 195,045 6,537,400 3.7 230 Regulatory Services 116,622 154,900 (38,278) 344,400 24.7

Totals 16,229,171 15,965,700 263,471 19,638,300 1.7

BUDGETARY CONTROL REPORT By Income and Expenditure

Period 10 - January 2019

Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £

Environment

200 Environment HQ 121,014 121,800 (786) - - - 210 Waste and Cleansing Services 11,848,865 11,841,600 7,265 (1,275,975) (1,376,200) 100,225 220 Assets and Property Services 5,589,058 5,357,500 231,558 (170,413) (133,900) (36,513) 230 Regulatory Services 2,028,950 2,124,200 (95,250) (1,912,328) (1,969,300) 56,972 ------Totals 19,587,887 19,445,100 142,787 (3,358,717) (3,479,400) 120,683

RECOMMENDED that the Committee notes this report.

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

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4. ENVIRONMENT DIRECTORATE ANNUAL SERVICE PLANS 2019-20 (FILE 43600) (Appendix II)

PREVIOUSLY CIRCULATED:- Report dated 14 February 2019 from the Director of Environment Since 2017/18 Service Plans were produced by each Service in accordance with the Council’s Performance Management policy.

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities • Motivate and develop staff • Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable us to recognise success and address underperformance

A draft plan for 2019/20 was attached. This plan had been developed to align with objectives of: The Big Plan for Ards and North Down 2017-2032; the Corporate Plan 2015-19 and the draft Annual Performance Improvement Plan (PIP) 2019/20. The agreement of the plan would also aid toward achievement of the Council’s performance improvement duties under the Local Government Act (NI) 2014.

The Service Plan highlighted where the service contributed to the Corporate Plan and, where that was the case, set out the objectives of the service for the 2019/20 year. It further identified the key performance indicators used to illustrate the level of achievement of each objective, and the targets that the Service would try to attain along with key actions required to do so.

The plan had been developed in conjunction with staff, officers and management and consultation with key stakeholders where relevant.

The plan was based on the agreed budget. It should be noted that, should there be significant changes in-year (for example due to Council decisions, budget revisions or changes to the PIP) the plan may need to be revised.

The Committee would be provided with update reports on performance against the agreed plan.

RECOMMENDED that the attached plan is adopted.

Councillor Douglas proposed, seconded by Councillor Cummings, that the recommendation be adopted.

The proposer, Councillor Douglas, referred to the Waste and Cleansing Services Annual Service Plan and in particular to page 15 which detailed the proposed introduction of Town Centre Wardens. She welcomed this initiative which she was

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aware had been highly anticipated and would provide an element of ownership and leadership on the ground.

Councillor Cummings also referred to Page 19 of the Plan and Section 7 which detailed Risks and sought confirmation there was sufficient funds available in existing budgets.

In response the Director of Environment advised members that the Service Plans detailed proposals in advance of the incoming financial year and noted that any proposed projects or service enhancements not planned for, would be highlighted as a potential risk and reported to Committee accordingly. Any decisions to proceed with unplanned, unbudgeted proposals would therefore be taken in that knowledge/context.

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

5. POLICY FOR USE OF COUNCIL VEHICLES (FILE 79001) (Appendix III)

PREVIOUSLY CIRCULATED: - Report dated 18 February 2019 from the Director of Environment detailing that Ards and North Down Borough Council was committed to providing a safe working environment for all of its employees by ensuring its vehicles were in good condition, appropriately insured and used in an appropriate manner.

In addition, it must comply with the specific requirements of the Goods Vehicle Operator’s License (O licence) in order to keep its fleet on the road. Failure to demonstrate compliance to the Transport Regulation Unit may result in the O license being curtailed, suspended or revoked. A key part in compliance, was demonstrating that the Council had suitable and sufficient processes in place to ensure the roadworthiness of the fleet. To do that required each driver to fulfil basic responsibilities to ensure their vehicle was safe and ready for use on the road.

The attached policy aimed to ensure that employees were aware of:

• The restrictions that were in place in relation to the use of Council vehicles, • The possibility that vehicle tracking devices, cameras and other telematics may be installed into any vehicle provided by the Council, and • The data gathered by those devices and to explain how that data would be used. • Sanctions that may be imposed for non-conformance with specified responsibilities.

RECOMMENDED that the attached policy for the use of council vehicles was agreed, subject to completion of the normal equality screening process.

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

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6. DONATION OF A LIFEBELT TO COUNCIL (FILE 65201)

PREVIOUSLY CIRCULATED: - Report dated 30 January 2019 from the Director of Environment stating that officers had been approached by a lady in Groomsport who wished to donate a lifebelt at Groomsport Harbour in memory of a late friend, Mr John McElroy.

The gentleman had a long-standing service record locally with HM Coastguard and also worked closely with RLNI; his family and friends therefore feel that a lifebelt would be an appropriate and fitting tribute.

The lifebelt and enclosure would be of the standard type used throughout the Borough. A small brass plaque (with dimensions and inscriptions as per the memorial bench policy) would be installed adjacent to it.

The memorial would be on a cost recovery basis (as were memorial benches) with all costs agreed in advance and recovered from the requester. Once donated, the lifebelt would become Council property and be subject to our normal maintenance checks for lifebelts.

The proposed location addressed a legitimate need in that there was risk that someone could conceivably fall off the wall and into the sea, and the nearest lifebelt at present was some 50 metres away.

Whilst there was a policy in place for memorial benches, no such policy existed for the donation of other items such as this. Donations of this nature were rare, and officers did not feel a separate policy was required, however, Council approval to receive such donation may be appropriate.

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RECOMMENDED that Council agree to the donation of a lifebelt and memorial plaque, to be sited within Groomsport Harbour.

Alderman Henry proposed, seconded by Councillor Smart, that the recommendation be adopted.

Alderman Henry indicated that he was happy to propose the recommendation and welcomed the different approach to memorials with a move away from the traditional memorial benches. He noted the Council would be responsible for its maintenance.

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

7. WASTE MANAGEMENT CONSULTATIONS (FILE 72010) (Appendix IV)

PREVIOUSLY CIRCULATED: - Report dated 19 February 2019 from the Director of Environment stating members may recall that this Council recently wrote to the UK Secretary of State for the Environment as part of the campaign for action on packaging waste, in particular single use and difficult to recycle plastics (Appendices 1 and 2). The Council asked that challenging and legally binding new targets be introduced for businesses that supplied packaging to consumers, and specifically

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requested that any new regime should be introduced across the UK (including Northern Ireland in the absence of an Assembly).

It was most pleasing to note that a major consultation exercise had just been launched by DEFRA relating to proposals for a UK wide reform of the packaging producer responsibility system. This set out proposals for:

1. The definition of full net cost recovery and approaches to recovering full net costs from producers. 2. Incentives to encourage producers to design and use packaging that could be recycled 3. The businesses that would be obligated under a packaging extended producer responsibility system. 4. Producer funding was used to pay local authorities for the collection and management of household packaging waste and to support the collection for recycling of household-like packaging arising in the commercial waste. 5. Mandatory labelling on all packaging to indicate if it was recyclable or not. 6. New packaging waste recycling targets for 2025 and 2030, and interim targets for 2021 and 2022. 7. Alternative models for the organisation and governance of a future packaging extended producer responsibility system. 8. Measures to strengthen compliance monitoring and enforcement including for packaging waste that was exported for recycling.

The full consultation document could be accessed using the following link:

https://consult.defra.gov.uk/environmental-quality/consultation-on-reforming-the-uk- packaging-produce/supporting_documents/packagingeprconsultdoc.pdf

Introducing a Deposit Return Scheme (DRS) in England, Wales and Northern Ireland

Again, members would recall that following an agreed Notice of Motion on the subject, the Council wrote to the Permanent Secretary at DAERA in November 2017 calling for the introduction of a Deposit Return Scheme (DRS) here in Northern Ireland. Whilst the matter was not able to be progressed by the NI Assembly, the Permanent Secretary at that time gave an undertaking that the DAERA would be working closely on a wider basis with UK colleagues on this and other related topics (Appendix 3). Council agreed that the matter be further reviewed in due course following assessment of progress in relation to container deposit scheme proposals for the rest of the UK and lobbied in favour of legislation and such a scheme to be implemented should the occasion arise.

It was most pleasing to note that a consultation had just been released in relation to the introduction of a deposit return scheme covering England, Wales and Northern Ireland. The document noted that, “As the Northern Ireland Assembly is not currently sitting, the UK Government, in discussion with DAERA, is consulting on their behalf because of the historic UK-wide approach to packaging producer

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EC.06.03.19 responsibility. Officials in DAERA have informed Defra that they have no evidence that Northern Ireland stakeholders or Ministers would not wish to participate in a consultation on options for a DRS”.

The consultation document set out key principles for a DRS, agreed between the Environment Ministers in England, Scotland and Wales (NI officials had worked with UK colleagues to consider DRS in a UK context, and were content with those principles which maintain the historic direction of Ministerial travel for a UK wide producer responsibility regime).

1. Such schemes should seek to change behaviour of consumers, producers and retailers to deliver both a step change in the capture for recycling of empty drinks containers and reduce litter.

2. DRS should form part of a coherent system for improving recycling and reducing use of virgin materials, alongside producer responsibility obligations, kerbside collection and consideration of other appropriate fiscal measures. Those measures should work effectively together in a way that was understandable and fair for consumers and industry.

3. Schemes should be underpinned by legislation in order to maximise their effectiveness.

4. The system should be clear and understandable for consumers and provide convenient means of returning drinks containers and reclaiming deposits.

5. There should be a clear definition of materials to be included within the schemes.

6. The design of schemes should take into account the need to effectively serve different topographies such as urban and remote and rural communities, and disabled people, and should also address any other access challenges to make it as fair and equitable as possible.

7. Schemes should ensure producers and retailers of products take responsibility for the material they put onto the market, while not creating unfair or unreasonable costs of compliance.

8. Schemes should be underpinned by strong measures to promote compliance and limit the opportunities for fraud.

Other DRS principles which industry stakeholders had suggested and the UK and Welsh Governments and DAERA support:

• Schemes should be transparent in reporting on performance • Schemes should be incentivised to manage costs and efficiencies • The organisation managing the operation of the DRS should be not-for-profit • Schemes should be operationally workable for those running return points

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Options for operating models were set out in the consultation, including the size of containers to be included, materials of manufacture, drinks types, scheme management system, interaction with wider proposed packaging producer responsibility system.

The full consultation document could be accessed using the following link: https://consult.defra.gov.uk/environment/introducing-a-deposit-return- scheme/supporting_documents/depositreturnconsultdoc.pdf

Plastic Packaging Tax

The suite of consultations recently launched as part of the UK governments Resources and Waste Strategy, and which affect Northern Ireland, include proposals for a new tax on plastic packaging. This was again something which underpinned and supported Ards and North Down’s well documented advocacy for sustainability development and was a principle which was to be welcomed.

The consultation document highlighted a number of key points to contextualise the proposal:

• In March 2018, the government launched a call for evidence on using the tax system or charges to tackle single-use plastic waste. This received a record 162,000 responses, highlighting the strong public interest in action in this area. • Plastic packaging was typically only used for a short period of time and then disposed of, and accounts for 44% of plastic used in the UK,1 but 67% of plastic waste. • Over 2 million tonnes of plastic packaging was used in the UK each year. The vast majority of this was made from new, rather than recycled plastic. Using new plastic typically had greater environmental impact: it required unnecessary resource extraction and processing, with higher energy use and emissions than using recycled material. It also resulted in significant amounts of additional plastic waste on the market, which was generally sent to landfill or incinerated. The process of consuming recycled material drove the recycling market and helped to reduce the rate at which plastic was sent for waste treatment/disposal further down the waste hierarchy. • The government’s call for evidence highlighted that using recycled plastic was often more expensive than using new plastic, despite its lower environmental impacts. Significant variations in the price of new plastic over time could also discourage businesses from committing to using recycled plastic instead of new plastic in the long term. The government wished to encourage the sustained use of more recycled plastic in the production of plastic packaging to help tackle plastic waste. This would help to drive the treatment of plastic waste up the waste hierarchy so that more plastic was recycled rather than being sent to landfill or incineration, to improve resource productivity and make more plastic waste a useful and valued resource. • At Budget 2018, this government announced its intention to introduce a new tax on plastic packaging. The tax would apply to businesses that produce

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or import plastic packaging which used insufficient recycled content, taking effect from April 2022. The tax would be set at a rate that provided a clear economic incentive for businesses to use recycled material in the production of plastic packaging, which would create greater demand for recycled plastic, and in turn stimulate increased levels of collection and recycling of plastic waste. • This tax would complement reformed Packaging Producer Responsibility regulations discussed in this parallel consultation. The Packaging Producer Responsibility reformed would encourage businesses to design and use plastic packaging that was easier to recycle and discourage them from creating plastic packaging which was difficult to recycle, which would increase supply of easier-to-recycle plastic. The government believed that the tax and Packaging Producer Responsibility regulations would provide business with the right incentives to recognise the impact of their plastic packaging decisions and drive the development of more sustainable packaging. • Proposals for consistent collection of waste, being consulted on in parallel to this would help households to more easily separate recycling and set minimum standards for local authorities. This would help to increase supply of plastic waste for recycling. The government was also consulting on proposals to introduce a Deposit Return Scheme for drinks containers, which would aim to boost recycling materials and reduce the amount of littering.

This consultation sought views on the initial proposed design of the plastic packaging tax. The government was open to views on the best design options for the tax. It was proposed that the tax would apply to all plastic packaging manufactured in the UK and unfilled plastic packaging imported into the UK. It would only apply to plastic packaging (as defined by the tax) with less than 30% recycled content. The consultation sought views on whether that was the most appropriate scope of the tax in comparison to other options.

The full consultation document could be accessed using the following link:

https://consult.defra.gov.uk/environmental-quality/plastic-packaging- tax/supporting_documents/181213%20Plastic%20packaging%20tax%20condoc%20 template%20final%201.0.pdf

Consultation Responses

In general, this was a long-awaited package of measures to improve the sustainability of the packaging waste management system. The consultation documents were quite lengthy/complex and contained a range of different proposals/options relating to the specifics of how the new measures might be implemented to best achieve the desired aims. It was proposed that this Council should welcome the planned new regimes in principal, particularly as they accord with the now well-established lobbying position with regard to the need for a much more sustainable approach to municipal waste management. Given that the closing dates for response were 12 and 13 May, it was further proposed that officers would complete and submit the online consultation questionnaires on behalf of Council, in

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RECOMMENDED that Council approves the proposals set out in this report.

Councillor Woods proposed, seconded by Councillor Douglas that the recommendation be adopted.

Welcoming the recommendation, Councillor Woods asked if it would be possible to get sight of the Council’s response to the consultation as she would be particularly interested in officers’ preferred models to be considered.

In response the Director of Environment advised that the report content provided a brief summary of the proposals and noted there were no Committee meetings scheduled prior to the consultation closing date. Continuing he informed members that liaison would be undertaken with NILGA and other professional colleagues/groupings to promote a well-reasoned response. He also noted that Northern Ireland had been included in two of the major proposals covered by the current Waste Management reform proposals and recalled this Council’s lobbying in that regard. Because of the timing issues and the absence of meetings in the run up to the election, he advised that permission was being sought for officers to submit responses. A report could be brought back in the future to highlight those.

Councillor Douglas expressed her thanks to officers adding that it was particularly pleasing to see progress being made on this matter and she also welcomed the robust response as the Council had led the way in those issues.

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

8. RECYCLING OF SOFT PLASTICS (FILE 69001)

PREVIOUSLY CIRCULATED: - Report dated 5 February 2019 from the Director of Environment detailing that the Council’s household recycling collection systems did not allow for inclusion of soft plastics as target recyclable materials. Those include a very wide range of plastic packaging products, such as:

• Shopping bags • Confectionary bags • Food/ingredients bags • Frozen food bags • Cereal box liners • Biscuit wrapping • Crisp packets • Bread bags • Film wrap/bubble wrap • Film ‘lids’ (peeled from convenience food trays, yogurt cartons etc.)

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The nature of those types of soft plastic packaging products was such that they were more difficult and expensive to recycle and are not generally accepted by recycling companies. The longstanding and current advice to householders was therefore that those should be placed in the grey bins, destined for landfill with all the associated adverse environmental impacts. The major query the Council had from its constituents in terms of recycling engagement, was why those multiple types of soft plastic products could not be placed in the blue bins; this led to such items featuring as the main ‘contaminants’ of blue bins (for which it was penalised in terms of the ‘value’ of blue bin materials, under the terms of the contract the Council held with its recycling service provider).

1.0 Practice Elsewhere

Materials recycling was obviously a global market and the same challenges around recycling of soft plastics products, exist in countries worldwide. Most standard municipal waste collection and recycling systems did not cater for their inclusion amongst target recyclable materials, due to the relative difficulty and expense involved in reprocessing them and the lack of availability of suitable reprocessing companies. Officers were however aware of a nation-wide scheme in Australia whereby the two largest supermarket chains (Coles and Woolworths) provided free instore collection points for all types of soft plastic packaging.

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In recognition of the consumer demand for action on recycling of such packaging waste and their own environmental protection responsibilities, those supermarkets had partnered with the ‘REDcycle Program’ (https://www.redcycle.net.au/), a recovery initiative for post-consumer soft plastic. A specialist reprocessing company (Replas: www.replas.com.au/) recycled the soft plastic material collected through the program, turning it into products designed for outdoor use within the community. Those include outdoor furniture, play equipment and signage.

The web links below provide access firstly to a short Coles Supermarkets promotional video which comprehensively explained how the scheme worked, and secondly to the web site for Replas, the company that was used by the REDcycle programme to recycle the soft plastics collected: https://sustainability.wesfarmers.com.au/our-stories/coles/soft-plastic-recycling-in-all- coles-supermarkets/ https://www.replas.com.au/about-replas/

Australian householders had now become routinely accustomed to collecting all of the soft plastics that could not go into their equivalent of our blue Council recycling bin and dropping those off at the designated collection bins in supermarkets during their weekly shopping trips.

2.0 Practice in the UK

Whilst many supermarkets now provided a drop off point for waste plastic carrier bags, officers were not aware of a comprehensive collection arrangement for all post-consumer soft plastics such as that described in section two of this report for Coles and Woolworths in Australia. Marks and Spencer very recently announced plans for roll out of a scheme across eight stores in England on a trial basis by the end of 2019, however the ultimate scale or future of this was as yet unknown. https://ciwm-journal.co.uk/ms-take-back-scheme-to-turn-plastic-into-playground- equipment/

3.0 Proposed Petition for Action by Supermarkets on Soft Plastics Recycling

Members would be aware that this Council wrote to large supermarket retailers recently to call for action on single use plastics; this was the subject of a separate follow up report to the Committee last month.

Officers were now proposing that we made a further (associated) petition, for the introduction by those companies (either individually or collectively) of a comprehensive soft plastics recycling service to consumers, similar to that described for Coles and Woolworths Supermarkets in Australia – which was an already designed, tested and tried operating model. The latter scheme had been operational since 2011 in Australia and had apparently proven to be a sustainable, widely

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EC.06.03.19 utilised service that added significantly to the recovery and recycling of consumer waste across the country.

Whilst it was acknowledged that most if not all of supermarkets had committed to action on plastics packaging, it was beyond doubt that the type of soft plastics described in this report would continue to be a feature of the consumer offering for a significant period into the future; it was arguably not unreasonable to expect the companies that profit from their sale, to provide and fund arrangements that facilitated their easy and wide-scale recycling by householders.

Were supermarket retailers to introduce such a scheme, this would significantly complement the existing Council delivered recycling collection services - and utilisation by its residents could then be promoted as an integrated aspect of the household recycling communications programme.

RECOMMENDED that Council agrees to the proposal set out in this report.

Councillor Woods proposed, seconded by Councillor Douglas, that the recommendation be adopted.

The proposer, Councillor Woods, expressed her thanks to officers adding that it was great to see the information received from the other side of the world in Australia. Continuing she informed members that she was aware of a number of private companies which collected cling film in Northern Ireland in the same bin for disposal and suggested that could provide some confusion for consumers.

The Director of Environment indicated that he was not familiar with that scheme and added that the problem of recycling of soft plastics was not unique to Northern Ireland

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

9. NOTICE OF MOTION REPORT – WALKER’S TERRACYCLE CRISP PACKET RECYCLING SCHEME (FILE 69001 )

PREVIOUSLY CIRCULATED: - Report dated 5 February 2019 from the Director of Environment stating that reference was made to a Notice of Motion agreed by Council in January 2019 as follows:

“That this Council signs up to the Walker's and TerraCycle Crisp Packet Recycling Scheme and installs drop off boxes for public use in suitable Council buildings and recycling centres”.

A staggering six billion packets of crisps were consumed in the UK each year; this equated to an average of 100 waste crisp packets generated annually by every person in the country. Whilst crisp bags were technically recyclable, the fused plastic and aluminium that comprised the packaging made it more difficult and expensive to 17

EC.06.03.19 process. Therefore, they were not accepted by most recycling companies and were not permitted in the mix of materials collected through the Council’s recycling collection system. For this reason, the standard advice to consumers had been that crisp packets should be discarded in the grey bins where they typically went off to be disposed of in landfill sites, with all the associated environmental impact. The adverse impact of crisp packets on the environment was also routinely seen when it ended up as litter which entered the marine environment.

1.0 Walkers Crisp Packet Recycling Scheme

Following a public pressure campaign last year relating to the impact of waste crisp packets on the environment, Walkers demonstrated a lead in the issue by partnering with Terracycle, a company that promotes itself as eliminating the idea of ‘waste’ by recycling the ‘non-recyclable’. The Walkers/Terracycle scheme allows anyone to register as a collection point for any brand of waste crisp packets (not just Walkers brand) and to arrange for those to be sent free of charge for recycling. They were cleaned and shredded to turn them into plastic pellets, which were in turn used to manufacture items such as park benches, plant pots, watering cans and cool bags.

2.0 Ards and North Down BC Involvement in Scheme

The Council had already registered with the Walkers/Terracycle scheme, in the first instance identifying our Household Recycling Centre at Balloo as a designated collection point for use by the public. According to the web site for the scheme, the Council appear to be the first and only NI Council to have participated in the scheme. The process of establishing this arrangement was still in progress through the scheme and would be up and running as quickly as could be finalized.

There was a restriction on the minimum distance between designated collection points that could be registered under the scheme (5km), however within this parameter officers proposed to identify a network of collection points located in its publicly accessible buildings. Officers would also work through the Eco schools programme to encourage registration by local schools to enhance the capture and recycling of this waste stream and also to serve as another means of raising the profile of recycling amongst schoolchildren.

Officers would highlight its involvement and promotion of the Walkers/Terracycle scheme to the residents of the Borough as part of Council’s ongoing recycling communications programme, using various media channels.

3.0 Wider Application – Difficult to Recycle Soft Plastics

Members would be aware that it was not just waste crisp packets that were difficult to recycle and not accepted in mainstream household recycling collection systems. Attention was drawn to further separate report on this issue presented at the recent Environment Committee meeting.

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RECOMMENDED that this report be noted.

Councillor Woods proposed, seconded by Councillor Smart, that the recommendation be adopted.

Councillor Woods expressed her thanks to officers for bringing back the report so quickly and added that the more that could be done to raise awareness the better.

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

10. BASELINE STUDY & GAP ANALYSIS OF COASTAL EROSION RISK MANAGEMENT NI (FILE 62704)

PREVIOUSLY CIRCULATED: - Report dated 19 February 2019 from the Director of Environment noting that members would be well aware of the issues around coastal change and the challenge this posed to the Borough. The absence of a coherent, statute-based policy/strategy for proactive management of coastal change and its impacts in Northern Ireland, had long been a subject of significant concern – not least in Ards and North Down, where a very strong community-based lobby group was established on the issue a number of years ago. The Ards Peninsula Coastal Erosion Group (APCEG) was made up of a range of local community representatives along with representatives (officers and elected members) from the Council, other statutory agencies (DAERA and DfI), the National Trust, and local MLAs. This group had been very proactive in lobbying for improvements in the way in which coastal change management was addressed in Northern Ireland and had succeeded in moving the subject up the Departmental agenda. The most recent outworking of the latter was the commissioning of a ‘Baseline Study and Gap Analysis of Coastal Risk Management NI’ jointly by DAERA and DfI.

The Gap Analysis project represented a very encouraging development at Departmental level, with both DAERA and DfI working collaboratively on this initiative. Such an integrated approach at Northern Ireland Civil Service level had long been called for by the APCEG along with others, and there were strong indications at present that this development bodes well for further sustained progress on this very important subject.

2.0 Gap Analysis Report

The Gap Analysis report could be found using the following link: https://www.infrastructure-ni.gov.uk/publications/baseline-study-and-gap-analysis- coastal-erosion-risk-management-ni

As part of the project, a high-level preliminary vulnerability assessment of coastal erosion along the Northern Ireland coast was undertaken utilising the data which

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EC.06.03.19 was currently available. However, the report importantly highlighted a number of key observations and recommendations, including:

• Because of the lack of consistent and comprehensive coastal erosion baseline data in Northern Ireland, the risk ranking of assets was preliminary and by association the veracity and reliability of the vulnerability mapping was low and must be approached with a high degree of caution. • Consideration should be given to the establishment of a coastal erosion baseline for Northern Ireland encompassing the quantification of long-term coastal erosion through review of historic maps and photos. This baseline information could subsequently be utilised to prioritise more detailed, geographically specific data collation and assessment requirements. • There was a need for data on coastal erosion to inform local development planning and development control and allow for informed decisions with regard to the long-term management of coastal assets. • A number of further interconnected areas for consideration had been outlined as part of a Needs & Opportunities discussion. Within the discussion, it was recognised that coastal erosion risk management in Northern Ireland must be considered as a shared responsibility. To this end the Coastal Forum could play a key role in informing the development of policy and strategy in this area including the delivery of a prioritised and coordinated monitoring programme to empower local decision makers.

3.0 Further Steps

Officers of the Council had been actively working through the APCEG, and directly with the National Trust, with a view to facilitating further sustained progress and momentum on this agenda.

The DfI Permanent Secretary had indicated her intention to reconvene the Coastal Forum in the near future; this forum comprised a range of stakeholders (including representatives from relevant coastal Council’s) but had not met in the past couple of years since the suspension of the Stormont Assembly.

In relation to the third of the above recommendations, regarding the need for information to inform local development planning and long-term management of coastal assets, Council officers had recently met with representatives from the National Trust to explore the potential for development of a ‘Shoreline Management Plan’ (SMP) to be piloted in this Borough. SMPs were used in GB as a key instrument to facilitate decision making in coastal zones, on the basis of identified coastal change/erosion risk. Further reports would be brought back to Council on this subject, as and when appropriate. https://www.gov.uk/government/publications/shoreline-management-plans-smps

It was proposed that officers should write to the Permanent Secretaries of both DfI and DAERA:

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• Welcoming the ‘Baseline Study and Gap Analysis of Coastal Erosion Risk Management NI’, and recent publication of the report in relation to this project. • Noting that this report highlighted the significant amount of further work that was now required to move NI into a position of sustainable management of its coastal assets. • Requesting a reconvening of the NI Coastal Forum at the earliest possible opportunity. • Requesting that steps were now taken to develop a firm action plan setting out all of the key pieces of work that must be undertaken (with timelines), to establish a comprehensive framework for sustainable managment of NI’s coastal assets.

RECOMMENDED that the Council notes this report and approves the proposals set out.

Councillor Edmund proposed, seconded by Councillor Douglas, that the recommendation be adopted.

Rising as proposer, Councillor Edmund took the opportunity to pay tribute to the work which had been undertaken by Mr Eric Rainey of the Ards Peninsula Coastal Erosion Group, who had been instrumental in leading the way in this matter. He also paid tribute to Professor Cooper who had also been involved in the Study. Continuing he welcomed the work which had begun to strengthen the rock armour on the sea wall at the Portaferry Road, Newtownards, adding that the Council in conjunction with the Group had been instrumental in leading the way in respect of this matter.

Councillor Douglas sought clarification on whether or not a scoping exercise had been undertaken for the Ards and North Down Borough.

In reply, the Director of Environment confirmed that a scoping exercise had been undertaken across Northern Ireland to assess the limited information currently available. He stated that would form the basis of moving forward on the subject.

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

11. RECYCLING COMMUNITY INVESTMENT FUND (RCIF) – 2018/19 SLIPPAGE/UNDERSPEND PROPOSALS (FILE 92017)

PREVIOUSLY CIRCULATED: - Report dated 19 February 2019 from the Director of Environment detailing that it had been decided that RCIF 2018/19 proposals should involve community across the Borough to include unique projects that captured the imagination. With this brief in mind a diverse range of 15 projects had been approved by Council and were currently being implemented across the Borough. The lead officer for each project reported the progress each month, including budgetary status. Projects were generally on target to deliver on budget but due to

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EC.06.03.19 the fluency of each project (and the fact that they involved ‘innovations’) it was not possible to give a precise projection of the final year end spend figure at this stage.

It was proposed that one of the approved projects, the Gum-Drop Bin scheme should not now proceed due to unforeseen difficulties. It was envisaged the gumdrop bins would complement the cigarette ballot bins and local businesses would engage on the same basis as they had with the cigarette bins. However, as the Gum-Drop Bin scheme involved different suppliers with more complex operating processes and costs, this proposal was much less attractive to local businesses and did not achieve the buy-in expected. The main sticking points were:

• Membership annual cost approx. £1,700 or £169 per location. • Whilst the installation costs would have been covered by the allocation from the RCIF, organisations and businesses would need to find room in their budget annually to facilitate. • Overall, the total financial implications for both initial bin installation and ongoing support through the RCIF, were assessed by officers to unsustainable.

The allocated Gum-Drop Bin project budget was £8.5K and this sum could instead be re-allocated to alternative suitable projects which meet RCIF aims and objectives, details of which are now included in this report.

2.0 Restoration of Redburn House Historic Garden as a Community Asset (£4K).

2.1 Background

Representatives of a community group partnership in Holywood approached officers over recent months regarding this project, and in February Council agreed that potential for its support through RCIF slippage should be reported back for consideration.

This was an environmental project, conducted in partnership with local groups, to restore the historic former gardens at Redburn House in Holywood, as an asset for all the community.

The one and a half acre former Redburn House kitchen Garden (created in two phases, first around 1880 and then c. 1910) had long been abandoned and forgotten within Redburn Country Park – which was managed by the Northern Ireland Environment Agency. Building on two seasons of initial clearance, the Conservation Volunteers, in partnership with the NIEA and support from Holywood Shared Town and Holywood Men’s Shed (whose base is adjacent to the Garden), have applied for a substantial grant from Landfill Communities Fund administered by the Alpha Programme to enable a project in 2019 to complete the clearance and begin recreating the Garden as a community asset. Local volunteers would be engaged in the work, and the wider community would gain ownership through tours and events in the Garden and neighbouring area.

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2.2 Alignment to RCIF Aims and Objectives • A £4,000 grant from the Borough Council (through or RCIF) would leverage a grant of £45,000 from the Alpha Fund. (The local community, through Holywood Shared Town, are committed to contribute £1,000.) • The lead partner was the Conservation Volunteers who had well-established credibility in delivering environmental projects, through engagement with the local community including young people, older volunteers and unemployed people seeking training and support towards employment. • This project built upon the free, environmental activities already facilitated by Holywood Men’s Shed, including Forest schools, foraging days, bug hunts. Those events had already achieved excellent intergenerational attendance, bringing in residents from the neighbouring Loughview/Redburn NIHE estate. • Parts of the garden have been used in previous years for anti-social behaviour such as drinking and littering. The local community was gaining ownership of the area, and there was now widespread support for the project. Local groups such as the Scouts are returning to use the Country Park. • The project would directly benefit the mental and physical well-being of all who participate directly, and the restored Garden would give a sense of pride to the community. • Sustaining the garden would be carried out by the local community, managed by the constituted community groups – there would be no ongoing cost to the Council. • The restored Garden would be a teaching resource available to Holywood schools and youth groups; it would include traditional Irish apple trees and historic roses. • The project would include interpretation features and local history. It would attract new visitors to this part of Holywood and the wider Borough, bringing potential economic advantage to the locality.

3.0 Amy Carmichael Garden, Millisle (£4K)

3.1 Background

Members may recall that previously Council agreed a Notice of Motion in relation to a memorial garden commemorating the life of Amy Carmichael, a native of Millisle who was renowned for her missionary and charitable works with the poor.

Officers had since been exploring ways of delivering on this commitment, including means of financing it. Millisle and Ballycopeland Presbyterian Church applied for and had been allocated a Live Here Love Here Small Grant towards the scheme, to the value of £2K. Their proposal, involving a bench and planters positioned on a paved area to form a memorial seating area with open general public access, had been costed at £4K. This would be located at the front of the Church grounds and

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EC.06.03.19 the local community would assume responsibility for care and maintenance of the memorial feature.

It was proposed that in order to progress the matter, the £2K shortfall in funding to complete the scheme was provided from underspend/slippage from the RCIF 2018/19 budget, subject to a suitable Licence Agreement between the Council and Millisle and Ballycopeland Presbyterian Church.

3.2 Alignment with RCIF Aims and Objectives

• The garden would be open and accessible for enjoyment by the whole community in Millisle and to visitors, including those who purposefully visit the area as the birthplace of Amy Carmichael. • The initiative would help promote the attractiveness of the Borough as place to visit, by providing a specific visitor attraction for those wishing to commemorate Amy Carmichael and her contribution to society. • It would help promote positive engagement in civic society and support community ownership and responsibility for the local area. • Use of £4K from the RCIF would assist in supporting an aspect of local community life in Millisle for which it would otherwise be difficult to source funding.

RECOMMENDED that approval is granted for allocation of £6K of currently identified underspend in the 2018/19 RCIF budget expenditure, to fund the two proposed projects as set out in this report. Further recommended that this allocated budget is carried forward where necessary and earmarked in the new financial year for the purposes outlined.

Councillor Boyle proposed, seconded by Councillor Martin, that the recommendation be adopted.

Councillor Boyle expressed his thanks to officers for the report commenting that he was particularly supportive of it given the level of external funding which was available as a result. He made specific reference to the restoration project of Redburn House Historic Garden which would see a £4,000 grant from the Council secure a grant of £45,000 through Alpha from the Landfill Communities Fund. Continuing he also welcomed the proposed Amy Carmichael Garden at Millisle adding that he was aware this was something his colleagues Councillors Edmund and Thompson had lobbied for. In summing up he congratulated all officers involved and welcomed the recommendation.

Also welcoming the report and concurring with Councillor Boyle’s comments, Councillor Martin noted that while the proposed Gum-Drop Bin scheme would now not be proceeding, that had enabled two further projects to proceed as outlined in the report. He referred to the restoration of Redburn House Historic Garden and commended members of the Conservation Volunteers and others involved for their work and commitment to date in respect of this project. He added that this project

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EC.06.03.19 would bring additional money into the area and he looked forward to seeing the end result.

At this stage the Director of Environment referred to the Gum-Drop Bin scheme commenting that he was aware of a similar scheme which had been introduced by the community in Holywood through a grant received from the Live Here Love Here Small Grants Scheme. He stated that officers would endeavour to keep an eye on its progress in case an opportunity arose to reinvest in such a scheme elsewhere in the Borough in the future.

Councillor Edmund welcomed the proposals for the Amy Carmichael Garden at Millisle particularly as the Amy Carmichael story had attracted many visitors from around the world. He referred to Amy’s work in India and the linen mills of Belfast and the opening of the first ever boys’ home between 1915-1918 commenting that she had been a very dedicated lady and this proposal was therefore a fitting tribute.

At this stage Councillor Woods declared an interest in the matter and indicated that she would not be voting.

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

12. RCIF 19/20 FUNDING ALLOCATION PROPOSAL (FILE 92017) (Appendix V)

PREVIOUSLY CIRCULATED: - Report dated 19 February 2019 from the Director of Environment detailing the RCIF 19/20 Funding Allocation Proposal.

RECOMMENDED that approval is granted for the proposals set out in this report.

Councillor Douglas proposed, seconded by Councillor Boyle, that the recommendation be adopted.

Councillor Douglas expressed her thanks to officers for the report, and particularly welcomed the Forest Schools initiative.

Concurring with those comments the seconder, Councillor Boyle, noted the excellent content of the report and acknowledged the effort which had been put into it to ensure the message went out to all residents of the Borough that ‘recycling pays’.

Councillor McAlpine asked if the projects could be promoted through the Council’s Borough Magazine.

In response the Director of Environment confirmed such promotion would be undertaken to highlight the benefits of the Recycling Community Investment Fund (RCIF).

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

13. LIVE HERE LOVE HERE SMALL GRANTS – PUBLIC LIABILITY INSURANCE ISSUES (FILE 92017)

PREVIOUSLY CIRCULATED: - Report dated 20 February 2019 from the Director of Environment detailing that the Council’s ‘Live Here, Love Here’ (LHLH) Small Grants Scheme for environmental and community development had been well established for several years now. This Council had embraced the scheme and its potential to facilitate community empowerment to take direct control of their own local areas, making them better places in which to live. Through the Council’s Recycling Community Investment Fund (RCIF), it had significantly boosted the total amount of funding available for distribution to local groups in LHLH Small Grants. Currently 23 diverse environmental improvement projects were being delivered by groups in communities across the Borough, an increase from 19 the previous year. The LHLH Small Grants Scheme was growing in popularity and impact and aligned perfectly with the aims and objectives of the RCIF.

1.0 Public Liability Insurance

One of the unique differences between this community grant scheme and others, was that it was open to any group that wants to make a difference to their local environment; as such, it was not limited to formally ‘constituted’ groups. This removed much of the bureaucracy that put many potentially valuable community volunteers off applying for grants. It was that unique difference that was helping to grow the scheme’s popularity each year, as it helped to ‘mobilise the masses’ to community action - beyond the normal reach of the relatively small core of established constituted organisations that traditionally/routinely apply for and receive grant support. Indeed, this widening of accessibility/eligibility was a specific key

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EC.06.03.19 feature that was purposefully incorporated into the LHLH Small Grants scheme right from its inception.

The increasing awareness that public land owners such as the Department for Infrastructure were apprehensive over granting permission to groups to undertake environmental improvement schemes through the LHLH Small Grants scheme, without the necessary public liability insurance (which constituted groups would normally have in place, but non-constituted groups would not).

2.0 Proposed Way Forward

Officers had worked with key stakeholders and in particular with Keep Northern Ireland Beautiful (KNIB), which administered the LHLH Small Grants on the Council’s behalf, to agree a proposed way forward on this issue. This would involve KNIB obtaining group insurance for all those non-constituted groups/individuals who apply for and were successful in obtaining grant funding to carry out local environmental enhancement projects. Public landowners had also been consulted, and they were happy with this development.

The proposal would mean that there would be an increased cost involved in administering the LHLH small grants, however, it was suggested that the proposed allocation from RCIF for 2019/20 would cover this. Consequently, the potential public liability insurance barrier would be overcome, thereby ensuring that any person or group that wanted to improve their local area/environment were fully supported in their endeavours through our RCIF and the LHLH Small Grants scheme that it funded.

RECOMMENDED that approval is granted for the proposal set out in this report.

Councillor Cathcart proposed, seconded by Councillor Dunlop, that the recommendation be adopted.

Rising as proposer, Councillor Cathcart thanked officers for their work in addressing this issue of public liability and added that he was happy to propose the recommendation.

Councillor Dunlop commented that she was delighted to read the report and its recommendation, particularly as paperwork for grants was generally labour intensive and bureaucratic.

Thanking officers for the report Councillor Douglas acknowledged the pragmatic nature of the approach which had been adopted.

Welcoming the report, Alderman Fletcher, noted that some constituted groups would not have their own public liability insurance and asked if they would be able to apply for the grants. Continuing he also noted that several groups had also applied for this funding through the Council’s Community & Wellbeing and Regeneration, Development & Planning Directorates.

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The Head of Regulatory Services advised that a panel was responsible for scoring all funding applications received and where there was an overlap of Council directorates that would be taken into consideration. He added that the recommendation contained within the report would remove any current public liability insurance barriers to constituted or non-constituted groups applying for funding.

Paying tribute to officers the Director of Environment agreed that the matter of public liability insurance had been an issue for some time and had resulted in much dialogue between the Council and Keep Northern Ireland Beautiful. Referring to the potential for overlap between Council directorates, he indicated that he welcomed the appeal of the LHLH Small Grants scheme to a wide diversity of groups which was testament to a more collaborative and cross cutting approach being taken in service delivery by the Council.

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

14. LICENSING AND REGULATORY SERVICES UPDATE (FILE LR/GEN/90100) (Appendix VI)

PREVIOUSLY CIRCULATED: - Report dated 12 February 2019 from the Director of Environment detailing that this report recorded the main activities in the Licensing and Regulatory Service Unit from the 1 November 2018 to 31January 2019.

1. Entertainment / Cinema Licensing

The Service administers applications for the grant, renewal, transfer and variation of licences for places of entertainment and cinemas.

Number of entertainment licence applications received and processed: 46

During Performance Inspections

Licensing Officers had carried out a total of 91 ‘during performance’ inspections to ensure compliance with the licence conditions and in particular fire safety provisions. Those inspections were carried out at night time when the premises were fully operational.

As a result of those inspections further action was taken against the licensee for minor fire safety matters in 4 cases. This took the form of written advice and warning.

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2. Amusement Permits

Those were granted in respect of amusement centres providing gaming machines.

In total 6 premises hold permits in the Borough, of which 3 renewed their permits during this period.

3. Marriage and Civil Partnership Place approvals

Place Approvals were issued for up to 3 years and approved specific places as being suitable to be used for civil marriages or civil partnership registrations.

Number of premises currently holding a 3-year approval: 22

Number of new permits granted in the report period: 2

4. Pavement Café Licensing

Pavement café licences were processed and approved for 4 premises.

It should be noted that whilst licence applications were being processed and officers were consulting with DFI Roads Service, DFI Roads had not formally agreed its guidance as there had been strong objections from IMTAC to the proposal to permit clear pavement widths of less than two metres. Considering this, only pavement cafe licence application proposals which leave at least 2m of free pavement were being granted at this time.

5. Town Centre CCTV

During the period of this report 18 incidents were recorded and reported to the PSNI by the CCTV operator including:

Offence Bangor Holywood Newtownards Total Recorded Assaults 10 1 1 12 Traffic 1 1 0 2 accidents Hate Crime 0 0 1 1

Theft 1 0 0 1 Criminal 2 0 0 2 damage

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6. Off Street Car Parking

The appendix attached provided information regarding the car parks for November 2018 to January 2019.

RECOMMENDED that the report is noted.

Councillor Martin proposed, seconded by Councillor Douglas, that the recommendation be adopted.

Councillor Douglas referred to Page 2 of the report which related to Town Centre CCTV and noted out of a total of 18 incidents, 14 had occurred in Bangor and she sought clarification on whether or not those had been report to the PSNI. Continuing she further noted that those 14 incidents included a number of assaults and questioned what the PSNI was doing to prevent such incidents taking place.

In response the Head of Regulatory Services informed members that the very matter had been discussed at a meeting he had attended the previous day. He confirmed that the Council owned the Town Centre CCTV, provided the software and management of that and the PSNI were able to view it for its own enforcement decisions.

Councillor Cathcart informed members that at a recent meeting of the PCSP this matter had been discussed and it had been inferred there were operational issues within the PSNI. Therefore, he suggested there was a need for improved co- ordination of this information and was something officers needed to give further consideration to.

The Head of Regulatory Services confirmed that officers were always looking at ways of improving the service offered.

Rising in support of Councillor Cathcart’s comments, Alderman Henry reported at a meeting he had attended earlier that day he had noted that CCTV cameras in Lisburn Town Centre were operated within Lisburn PSNI station. He agreed that a more collaborative approach was needed between the Committee and the PCSP, particularly as he was aware the PSNI was keen to obtain information from town centre CCTV cameras.

At this stage the Director of Environment indicated that officers would take members comments back and revisit the matter further in order to maximise the value of the CCTV system currently in place.

Councillor Cummings made reference to an occasion where PSNI officers from the Belfast Regional Control Centre had provided elected members with an insight into their roles. He suggested that they were asked to make a presentation on the matter to Council in due course.

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Concurring with those comments Councillor Edmund expressed concern that the Council was being left with the expense of operating the CCTV cameras and suggested the PSNI needed to either have their own CCTV system or provide some form of financial assistance to the Council.

The Head of Regulatory Services confirmed that a review of current arrangements would be necessary in the context of the need to replace the hardware at significant expense in the not too distant future, and a report would be brought back to the Committee on the subject in due course.

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

15. FURTHER REPORT – NOTICE OF MOTION ON IMPACT OF ROADS CLOSURE LEGISLATION UPON COMMUNITY/VOLUNTARY EVENTS (FILE 90101) (Appendix VII)

PREVIOUSLY CIRCULATED: - Report dated 13 February 2019 from the Director of Environment stating that a Notice of Motion was agreed by Council last year, as follows:

“That this Council requests that officers bring back a report on how the new legislation and arrangements concerning Special Events on Roads – road (Miscellaneous Provision) Act (NI) 2010 has been operating one year after enactment ton 4 September 2017 including costs charged compared to other Councils and with a specific focus concerning impact upon charitable / not for profit organisations and sporting events.”

Subsequent to this, officers brought a report on the subject to Committee in November 2018, see appendix.

At the November meeting, it was further agreed that:

1. Officers should bring back a further report looking at potential for Council financial assistance towards the costs incurred by community/voluntary groups in meeting the requirements of the road closures legislation.

2. DfI should be requested to send a representative to address the Committee and discuss the implications of the legislation.

Update – Impact on Voluntary/Community Groups

In relation to the second of the two actions agreed by the Council in November, officers had issued the request to DfI and would endeavour to arrange for a representative to attend a future Committee meeting.

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In relation to the first action agreed, officers had now reviewed the situation in consultation with colleagues across other departments and services that were also involved in supporting voluntary/community events, which may involve the closure of roads. Licensing officers had ascertained that the situation remained substantially unchanged from that reported last year, and there remained significant potential for aspirations of local voluntary/community groups to be curbed due to the financial burden of complying with the statutory road closures requirements under the legislation introduced by the Assembly. Various grant scheme arrangements that were administered by departments across the Council, including Community, Tourism/Events, Sports Development, and Good Relations were modest in terms of their financial scale. Furthermore, it was understood that within the constraints of the estimates process for 2019/20, relevant Council departments had not been in a position to make extra provision to fund road closure elements of events that may feature as part of proposals brought forward by grant applicants.

Officers’ assessment was that there remained potential for some potentially very worthwhile voluntary/community events to either not take place at all, or be significantly restricted/impaired, due to the financial impact of the road closure legislation upon them.

Proposed Way Forward

Members had very understandably expressed frustration and anger at the imposition of the new roads closure legislation on Councils, and in particular the impact upon local community/voluntary groups seeking to organise events that ultimately serve to enhance and develop the health and wellbeing of our citizens across the Borough. Notwithstanding the fact that Council was unhappy about the current legislative situation, and it had resolved to further lobby the Department in that regard, officers had sought to identify way of militating against the adverse consequences for voluntary/community organised events.

Officers now proposed two key measures to achieve the above objective:

1. The current £100 cost of advertising events proposed by community/voluntary groups would be waived, and Council would bear this cost instead. The ultimate financial impact upon the Council could be minimised by implementing a protocol for advertising a number of proposed voluntary/community events together, where at all possible – which would involve the cost of one rather than a number of advertisements.

2. In planning for the allocation of the 2019/20 Recycling Community Investment Fund (refer to separate report before this month’s Committee), a sum of £5,000 would be identified for the purpose of drawing upon by various Council departments involved in the processing/awarding of grants for eligible events organised by voluntary/community organisations. This would allow ‘enhanced’ grant assistance by the Council towards the cost of complying with a road closure plan where that formed part of the event proposal. In this way, the additional cost of legally complying with that element of a community

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event (where applicable) would not be an impediment to the viability of scale of the proposal. The level of aid available to facilitate a road closure connected with an event would be determined in the same way (scale/proportion) as grant for other eligible expenses was calculated by the sponsoring Council department.

Officers were satisfied that this type of proposed allocation from the RCIF was consistent with the stated aims and objectives of the Fund (as set out in the separate report on 2019/20 RCIF allocations).

It was proposed that where a community/voluntary event received road closure funding support as part of its grant allocation from the Council, a commitment would be required from the organising group/body to recognise and promote the source of this support (for example the RCIF, which was supported solely as a consequence of enhanced engagement by householders in recycling), amongst its members/grant beneficiaries and across the wider community where the event was held. Permission would be required for the Council to erect banners and other RCIF promotional material aimed at further enhancing recognition among those attending the events, of the financial (among other) benefits of recycling.

RECOMMENDED that Council approves the proposals set out in this report.

Councillor Douglas proposed, seconded by Councillor Cummings, that the recommendation be adopted.

Rising as proposer, Councillor Douglas indicated that she was happy to support the recommendation particularly as her colleague Councillor Muir had brought it forward for consideration.

Councillor Cummings sought clarity by way of a percentage breakdown of the potential impact upon voluntary/community groups.

The Head of Regulatory Services commented that those percentages would be influenced by the nature of the event and the roads which would need to be closed. He added that it would be difficult to provide accurate estimates on that basis.

The Director of Environment added that the figure referred to in the report should be £8,000 rather than £5,000. He confirmed that officers had estimated this amount would be sufficient to cover most if not all the road closure requirements of events that the Council had historically been involved in supporting.

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

16. PROVISION OF HOLDING KENNELS (FILE 92012)

PREVIOUSLY CIRCULATED: - Report dated 13 February 2019 from the Director of Environment stating that The Neighbourhood Environment Team (NET) previously 33

EC.06.03.19 submitted a report in relation to a service delivery restructure, which included the proposal to provide a short-term holding kennel at North Road Depot. This proposal outlined the intention to install a facility supplied by G3 systems. The facility was one currently used by both the Ministry of Defence and US Dept of Defence to house dogs on overseas deployments such as Iraq and Afghanistan. As outlined in the previous report this system was chosen due to its “plug in and play” ease of installation and usage. Subsequently a ‘Single Tender Award’ report was agreed by Council.

Since this proposal was approved a number of barriers had led to a proposed change of plan. The main reasons for this change were as follows:

• Cost: Since the original quotation was originally acquired there had been an increase in the proposed cost of the unit in the region of plus £15,000 • Bespoke requirement as a result of DAERA regulations. Even though at no time did the Council intend to use the facility for a dog that may require quarantining, DAERA insisted that such a facility was built into the system. This would lead to, as yet, an undisclosed increase in the cost further to that stated above. • Time: As a result of the above issues around the need for a quarantine facility those changes would lead to considerable delay in delivery of the unit. It had also become apparent that the more the Council had dealt with the supplier, the clearer it had become that due to the fact their core business was providing units in the tens and hundreds to military customers the Council’s request for a single unit understandably appeared to be low on their priority list.

For the reasons outlined above NET would now propose to build our own four block holding kennel to meet both the Council’s own requirements and the unanticipated DAERA specifications. The Council was currently in contact with several different providers in order to advance this proposal and further reports would be brought back to Committee as and when appropriate.

A short-term solution for holding of stray dogs would be implemented in the interim so as to minimise disruption/inconvenience, pending the completion of the above proposal.

RECOMMENDED that Council approves the above revision in the approach to provision of holding kennels.

Councillor Cummings proposed, seconded by Councillor Smart, that the recommendation be adopted.

Councillor Cummings asked if staff would be provided on a twenty-four-hour basis at the proposed kennels.

In response the Head of Regulatory Services advised members that staff would be on hand between the hours of 6.00am and 11.00pm. For those remaining hours overnight, the kennels would be covered by CCTV, which it was noted, would be in operation on a twenty-four hourly basis.

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Expressing his thanks to officers, Councillor Smart noted the proposals were for the Council to build its own kennels and he asked if planning permission would be required and what the associated timeframe would be for completion of the facility.

The Head of Regulatory Services confirmed the proposed kennels would be built at the same location as originally proposed at the North Road Depot, Newtownards and would be built to meet the required DAERA regulations. Continuing he advised members that planning permission would not be required and added that the current contract for interim kennelling arrangements had been cancelled by the operators. As a result, any stray dogs collected by officers had to be driven to Corran Kennels, Downpatrick and in order to improve efficiency and reduce the need for long journeys in the interim, officers were currently in talks with local kennels to establish if an arrangement could be made with them in respect of short stay holding of stray dogs.

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

17. GRANT OF ENTERTAINMENT LICENCE (FILE LR 100/90101)

PREVIOUSLY CIRCULATED: - Report dated 12 February 2019 from the Director of Environment stating that the following application for the grant of licence had been received:

Cloughey Presbyterian Church, Main Road, Cloughey

Applicant: Leonard Brown, Quarry Road, Greyabbey

Day and hours of use: 14 unspecified days within the next 12 months.

Monday to Sunday:

Type of Entertainment:

• Theatrical performance • Dancing, singing or music or any other entertainment of a like kind

No objections had been received to this application.

RECOMMENDED that the license is granted.

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

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18. STREET CAFÉ LICENCE (FILE LR 100/90101)

PREVIOUSLY CIRCULATED: - Report dated 12 February 2019 from the Director of Environment stating that the following application for the grant of a Pavement Café Licence had been received:

Premises: Loganberry, 18 Shore Road, Holywood

Applicant : Suzanne Logan

Hours of use : Monday to Sunday from 8am to 6pm.

The application had been publicly displayed on the relevant premises for 28 days as required in the legislation. No objections had been received.

DFI Roads and the Planning Service had been consulted and were necessary the PSNI. No objections had been raised to those applications.

Under the agreed conditions of license, the pavement cafes would be required to:

• only use the agreed area to be outlined in the licence, • provide only the approved furniture, • completely remove any furniture from the pavement at the end of each day’s trading • keep the area used for the café to be kept clean of litter and liquid spills

RECOMMENDED that the license is granted.

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

19. ATTENDANCE AT PARKEX (FILE LROCP/40001/90303)

PREVIOUSLY CIRCULATED: - Report dated 28 January 2019 from the Director of Environment detailing the annual British Parking Association (BPA) event, Parkex, was to be held in Birmingham from the 2nd to 4rth April 2019.

This was the largest dedicated car parking exhibition in Europe and visitors would be able to draw on the knowledge and experience of over 70 exhibitors and take advantage of an extensive programme of seminars and presentations.

It was proposed that the Licensing and Regulatory Services Manager attend the exhibition. Attendance was free of charge with cost being limited to flights and accommodation.

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RECOMMENDED that permission is granted for the Licensing and Regulatory Services Manager to attend the exhibition and that his travel and subsistence expenses are met.

Alderman Henry proposed, seconded by Councillor Martin, that the recommendation be adopted.

Councillor Smart stated that he was happy to support the recommendation particularly as the Parking Strategy was currently underway and attendance at this conference would therefore assist with consideration of themes for town centres.

The Head of Regulatory Services agreed that car parks throughout the Borough were a huge asset to the Council and therefore it was imperative to ensure they were utilised and efficiently operated for the benefit of the various towns and villages.

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

20. CAPITAL PILOT FOR HRC OPTIMISATION (FILE 47001/47020/47042/80051)

PREVIOUSLY CIRCULATED: - Report dated 18 February 2019 from the Director of Environment stating that in 2018, Waste and Resources Action Programme Northern Ireland (WRAP NI) commissioned a project to conduct a comprehensive review of Northern Ireland’s Household Recycling Centre (HRC) network, in order to identify improvements that could be made to increase recycling performance. A desktop analysis was carried out to identify priority sites for assessment, with 46 sites being chosen in total across Northern Ireland. There were eight sites chosen within Ards and North Down Borough.

A report detailed site specific recommendations, as well as associated costs and projected performance improvements. Recommendations included:

• Improvements to trade waste controls; • Introduction of black bag restrictions; • Tighter restrictions on cross authority border waste; • Improvements to current onsite signage; • Increase of different materials collected for recycling and efficiencies within containerisation of materials; and • Introduction of public awareness raising measures.

Ards and North Down Borough Council had already identified the need for such improvements and officers had been engaged in ongoing implementation of many of the interventions listed. One significant aspect of site improvement detailed in the report for the HRC sites that remained outstanding, was the wider introduction of compaction skips to facilitate collection of larger amounts of waste using fewer skips. This had the effect of freeing up time that would for example be used by staff to bale up bulky cardboard (thus allowing more time for customer interaction/engagement),

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EC.06.03.19 and freed up space for a greater total number of containers that could be used on sites for a wider range of recyclables - especially carpet, mattresses, hard plastics and furniture reuse storage.

Officers were pleased to report that the Council had recently applied for and been awarded a capital grant to the value of £199,500 by the Department for Environment and Rural Affairs. This would be used for deployment at new compactors as well as provision of new signage and containers for the collection and storage of items intended for ‘reuse’. The grant award was a further vote of confidence by the department in its ongoing programme of recycling service improvement and would be of significant assistance in helping to raise HRC recycling rates.

RECOMMENDED that this report be noted.

Councillor Cathcart proposed, seconded by Councillor Douglas, that the recommendation be adopted.

Councillor Cathcart noted the fantastic work which had been undertaken by officers in respect of this and acknowledged that it would form part of the overall review of HRCs.

Concurring with those comments, Councillor Douglas welcomed the additional external funding and savings to be made.

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

20.1. GEOLOGICAL DISPOSAL FRAMEWORK CONSULTATION (Appendix VIII)

PREVIOUSLY CIRCULATED:- Report dated 4 March 2019 from the Director of Environment stating that this report was in connection with a Notice of Motion being considered by the Committee.

Environmental Policy Division (EPD) of DAERA was responsible for devolved policy and legislation in relation to radioactivity in Northern Ireland. EPD co-operated with UK Government Departments in relation to policy on the management of radioactive waste and was represented on several UK-wide radioactivity policy groups.

The Department for Business, Energy and Industrial Strategy (BEIS) and the Department of Agriculture, Environment and Rural Affairs (DAERA) jointly launched a consultation on 25 January 2018 entitled Working with Communities: Implementing Geological Disposal. The purpose of this consultation, led by BEIS, was to seek views on the Government’s proposed process for engaging with communities who may be interested in hosting a geological disposal facility (GDF) for existing high activity radioactive waste and waste from new nuclear power stations. It was not a consultation on whether or not there should be a GDF in Northern Ireland.

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The proposals built on commitments set out in the 2014 White Paper entitled Implementing Geological Disposal. BEIS and DAERA remained committed to an approach based on the willingness of communities to participate. The consultation proposals outlined how communities may be represented, how investment funding could be provided to communities that participated in the siting process, how a right of withdrawal could operate throughout the process and how a test of public support could be carried out before construction and operation of a geological disposal facility.

Attached at Appendix 1 was a letter from our Chief Executive to the Department to raise concern about failure to notify this Council of the consultation exercise which was launched in January last year. The original letter from the Department dated 19 January 2018 which had not been received by the Council at Appendix 2 and the response from the Department dated 27 February 2019 was attached at Appendix 3. For the purpose of clarification, the Council had no record of any previous correspondence having been received from the Department as outlined in this letter.

Irrespective of the above, members would note the unequivocal declaration in DAERA’s letter of 27 February 2019 that “there are no plans to site a GDF in Northern Ireland”.

RECOMMENDED that this report be noted.

Councillor Boyle proposed, seconded by Councillor Woods, that the recommendation be adopted.

Councillor Boyle indicated that he was satisfied with the contents of the report.

Councillor Douglas stated that she had raised the matter with the Chief Executive after being made aware of the proposals via social media and was concerned the letter sent by the Department had never reached the Council. She emphasised the importance of the issue and noted the Department’s statement ‘there are no plans to site a GDF in Northern Ireland’.

Councillor Martin advised that he was aware several members had been contacted about this matter by concerned constituents and was therefore happy to read the contents of the Department’s letter and in particular the statement alluded to by the previous speaker.

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

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21. NOTICES OF MOTION

21.1 Notice of Motion submitted by Councillor Cooper

That this Council continually provides two portable toilets for the annual Goldsprings True Defenders Flute Band in Comber, to ensure cross community harmonisation and provide adequate public access to toiletry facilities.

In the absence of Councillor Cooper, Councillor Boyle suggested that the matter was deferred to the June meeting of the Committee.

Councillor Boyle proposed, seconded by Alderman Fletcher, that the notice of motion was deferred to the June meeting of the Committee.

At this stage, the Chairman, noted that this matter was raised on an annual basis by Councillor Cooper and sought clarification on whether or not there were any time constraints on the request.

Councillor Boyle advised that Councillor Cooper had indicated to him that he may not be in attendance at the meeting and therefore was content for the matter to be deferred.

It was confirmed the event referred to took place every year in July.

AGREED TO RECOMMEND on the proposal of Councillor Boyle, seconded by Alderman Fletcher, that the Notice of Motion was deferred to the June meeting of the Committee.

21.2. Notice of Motion submitted by Councillors Boyle, Woods and McKee

Councillor Boyle proposed, seconded by Councillor Woods, that this Council notes with great concern the conclusions made from the National Geological screening for a Geological Disposal Facility (GDF) by Radioactive Waste Management which suggests areas in Northern Ireland might be suitable for a GDF. That this council does not consent, and never will, to the hosting of any geological disposal facility in Ards and North Down Council area or in any part of Northern Ireland. Further, it agrees to write to the Minister for Business, Energy and Industrial Strategy, the Rt Hon Greg Clark (or equivalent) stating the above.

Councillor Boyle acknowledged the earlier report on this matter which had been considered by the Committee and expressed his disappointment that the Council had only received the letter a year after it had been posted as an incorrect email address had been used. Referring to the correspondence received from the Department of Agriculture, Environment and Rural Affairs (DAERA) he commented that an apology from the Department would have been preferable. He added that he had noted the questioning tone of the letter sent to the Council’s Chief Executive and the subsequent assurance offered by Mr Lyttle. Continuing Councillor Boyle stated

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EC.06.03.19 that the Council needed to be on record as opposing this and send out a message to the Department in writing that it was totally and utterly opposed to this anywhere in Northern Ireland.

Rising as seconder Councillor Woods echoed those comments adding that a recent scoping study had resulted in 45 locations across England, Northern Ireland and Wales as being considered. It was stated that “a community must be willing to host it” as the policy was consent based. She noted that in Northern Ireland a number of areas had been identified, including the Ards and North Down Borough as part of sub-region 2 and she believed the Council needed to take a strong stance against this. Continuing she noted that according to the updated framework for the long- term management of higher activity radioactive waste published in December 2018, the recent ‘Working with Communities’ consultation had been published jointly by the Department for Business, Energy and Industrial Strategy (BEIS) and the Department of Agriculture, Environment and Rural Affairs in Northern Ireland. In 2014 a white paper had also been jointly issued between the UK Government and the NI Executive confirming the government’s support for a GDF along with community consent for hosting.

In January 2018 a wider government consultation had commenced which asked what the process was by which local communities should be consulted, to oppose a GDF in NI. In effect, once a process had been agreed, whatever that may look like, that would be considered agreement for it to take place in the end. She recalled that back in January 2018 she had asked the Chief Executive if the Council had received anything to which he had confirmed that he had not. It was noted that attempts had been made by the Department to contact the Council last year however, wrong email addresses had been used and she was disappointed that it had taken this long for the Department to recognise their mistakes and also disappointed that the Council had not been written to properly, either by post or in a normal fashion asking for a ‘read receipt’ on email given the seriousness of this matter. Therefore, she felt it was important that the Council’s position and voice was strong and was heard in the absence of the Assembly, to advocate strong opposition to a GDF being sited in Northern Ireland. Nuclear waste travelling over the sea was not feasible particularly given the devastation caused by one oil tanker and the environmental and economic devastation caused by it. She added that the idea of shipping nuclear waste across the was plutonium fuelled madness and instead a clear message needed to be sent that the Council did not want nuclear waste dumped into its areas of national beauty, its districts or its communities. Instead nuclear power needed to be rejected and in future policy decisions in relation to geological disposal in Northern Ireland would be a matter for the Northern Ireland Executive, which was currently suspended. Therefore, no decisions could be taken without the Northern Ireland Executive in place, and Northern Ireland plans had been suspended “for the time being”. However, as a Council it had a duty to express its concern and therefore, she urged all members to support this motion.

Rising to support the motion, Councillor Cathcart suggested scare tactics had been adopted in respect of this matter particularly as consultations would need to be undertaken with all those potentially affected.

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Councillor McKee also rose in support of the motion adding that research into the matter had brought to his attention that in 1976 a Royal Commission on Environmental Pollution known as the Flowers Report had raised the alarm about the legacy of nuclear waste. He noted that it stated:

‘It would be morally wrong to commit future generations to the consequences of nuclear power on a massive scale unless it has been demonstrated beyond reasonable doubt that at least one method exists for the safe isolation of these wastes for the indefinite future.’

Despite this report Councillor McKee noted the UK government had spent four decades adding to the nuclear waste and creating no solutions to satisfy its safe containment, disposal or reuse to minimise risk. Therefore, he agreed that it was necessary to put on record that this Borough would not support the use of Northern Ireland as a site to remedy the waste of flawed energy technology and nuclear weapons.

Councillor Martin also rose in support of the motion adding that of major concern to him was the safety of nuclear waste. He referred to a case in Italy a few years ago when it paid a village a nominal amount to dump 18 barrels of hazardous waste and stated that course of action was not acceptable. Continuing he agreed that if consideration was to be given to this in Northern Ireland extensive consultation would need to be undertaken. He reiterated his support for the motion.

Rising to also express her support, Councillor Douglas commented that she was not so sure that such a facility would go ahead without consultation. She added that she would be keen to ensure a stern letter was sent to the Department detailing that the Council would not tolerate this in any shape or form.

By way of summing up, Councillor Boyle thanked members for their comments which he noted while wide and varied were all supportive. He reiterated the importance of putting on record the Council’s opposition to this to ensure this was something which was never considered for the Borough or Northern Ireland in its entirety.

AGREED on the proposal of Councillor Boyle, seconded by Councillor Woods, that this Council notes with great concern the conclusions made from the National Geological screening for a Geological Disposal Facility (GDF) by Radioactive Waste Management which suggests areas in Northern Ireland might be suitable for a GDF. That this council does not consent, and never will, to the hosting of any geological disposal facility in Ards and North Down Council area or in any part of Northern Ireland. Further, it agrees to write to the Minister for Business, Energy and Industrial Strategy, the Rt Hon Greg Clark (or equivalent) stating the above.

EXCLUSION OF PUBLIC/PRESS

AGREED, on the proposal of Councillor Cathcart, seconded by Councillor Dunlop, that the public/press be excluded during the discussion of the undernoted items of confidential business. 42

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22. TENDER FOR THE PROVISION OF PAINTING WORKS & PROVISION OF EXTERNAL CLEANING & TANKAGE SERVICES (FILE 77001)

*** COMMERCIAL IN CONFIDENCE ***

***NOT FOR PUBLICATION***

Schedule 6 of the Local Government Act (Northern Ireland) 2014 – Information relating to the financial or business affairs of any particular person.

(Councillor Cathcart declared an interest in the next item but remained in the Council Chamber)

23. EXTENSION OF WASTE HAULAGE CONTRACT (FILE 72011) (Appendix IX)

*** COMMERCIAL IN CONFIDENCE ***

***NOT FOR PUBLICATION***

Schedule 6 of the Local Government Act (Northern Ireland) 2014 – Information relating to the financial or business affairs of any particular person.

(Councillor Cathcart declared an interest in the following item but remained in the Council Chamber)

24. ARC21 EXTENSION OF CURRENT MRF CONTRACT FOR BLUE BIN MATERIALS (FILE 72011) (Appendix X)

*** COMMERCIAL IN CONFIDENCE ***

***NOT FOR PUBLICATION***

Schedule 6 of the Local Government Act (Northern Ireland) 2014 – Information relating to the financial or business affairs of any particular person.

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25. WITHDRAWN

26. TENDER FOR THE PROVISION OF SERVICES FOR THE TREATMENT, RECYCLING AND DISPOSAL OF STREET SWEEPING WASTE (FILE 77060)

*** COMMERCIAL IN CONFIDENCE ***

***NOT FOR PUBLICATION***

Schedule 6 of the Local Government Act (Northern Ireland) 2014 – Information relating to the financial or business affairs of any particular person.

27. EVENT SUPPORT REVIEW (FILE 43601) (Appendix XI)

*** COMMERCIAL IN CONFIDENCE ***

***NOT FOR PUBLICATION***

Schedule 6 of the Local Government Act (Northern Ireland) 2014 – Information relating to the financial or business affairs of any particular person.

READMITTANCE OF PUBLIC/PRESS

AGREED, on the proposal of Councillor Smart, seconded by Councillor Edmund, that the public/press be readmitted to the meeting.

28. ANY OTHER NOTIFIED BUSINESS

ACKNOWLEDGEMENT OF WORK OF CHAIRMAN

At this stage Alderman Henry offered his congratulations to the Chairman for her hard work throughout the year as Committee Chair.

On behalf of the Green Party, Councillor Woods also expressed her thanks to the Chairman for ably Chairing the Committee throughout the year.

(Councillor Dunlop left the meeting at this stage – 8.58pm)

Rising on behalf of the SDLP Group, Councillor Boyle congratulated the Chairman on her Chairing skills demonstrated throughout the year and also for Chairing the first Committee meeting to be audio recorded.

On behalf of the DUP Councillor Cathcart also congratulated the Chairman for her work throughout the year.

NOTED. 44

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CIRCULATED FOR INFORMATION

(i) NI Water – Litter Traps (Copy correspondence dated 7 and 18 January 2019 attached) (ii) M&S – Single Use Plastic (Copy correspondence dated 5 February 2019 attached) (iii) Sustainable NI (Copy correspondence dated 19 February 2019 attached) (iv) NI Water – Cotton Waste Water Treatment Pumping Station (Copy correspondence dated 26 February 2019)

Councillor Douglas referred to Item i, Letter from NI Water about Litter Traps and while acknowledging the contents of the letter she commented that it was not surprising. Continuing she commended the Northern Ireland Environment Agency (NIEA) who had been very proactive on the matter and also on other areas of concern at Pickie Pool, Bangor.

(Councillor Boyle left the meeting at this stage – 9.01pm)

At this stage Councillor McAlpine congratulated the Chair for her work throughout the year.

(Councillor Smart left the meeting at this stage – 9.02pm)

Councillor Martin referred to Item iv, Letter from NI Water about the Cotton Waste Water Treatment Pumping Station and noted that it advised currently there was no funding available for that. In light of that he suggested the Council sought clarification on whether or not there were any other projects in the Borough which would not be going ahead due to that lack of funding.

(Councillor Smart entered the meeting at this stage – 9.03pm)

NOTED.

CHAIRMAN’S REMARKS

At this stage the Chairman expressed her thanks to members for their support throughout the year and also extended her thanks to the Director, officers and the team at Democratic Services for their hard work.

Continuing, the Chairman then took the opportunity to inform members that she would not be back post May 2019 and stated that was something which may please some members in particular. Continuing she wished all of her colleagues well in the forthcoming elections.

NOTED.

TERMINATION OF MEETING

The meeting terminated at 9.04 pm.

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46

Item 7.3

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Regeneration and Development Committee was held in the Council Chamber, 2 Church Street, Newtownards on Thursday 7 March 2019 at 7.00pm.

PRESENT:

In the Chair: Alderman McDowell

Aldermen: Irvine Smith

Councillors: Adair Menagh Allen Smart Cooper Smith Cummings Walker Dunlop Wilson Gilmour Woods

Also in Attendance: Alderman Fletcher

In Attendance: Director of Regeneration, Development and Planning (S McCullough), Head of Regeneration (B Dorrian), Head of Economic Development (C McGill), Heads of Tourism (S Mahaffy and R Richardson) and Democratic Services Officer (J Glasgow)

1. APOLOGIES

An apology for inability to attend was received from Councillor Armstrong-Cotter. Apologies for lateness were received from the Mayor (Councillor Smart) and Councillor Smith.

NOTED.

2. DECLARATIONS OF INTEREST

The Chairman (Alderman McDowell) declared an interest in Item 6 – East Border Region.

3. DEPUTATIONS

3.1 Retail NI – Regeneration NI, Creating 21st Century Town & City Centres (Appendix I)

PREVIOUSLY CIRCULATED:- Document from Retail NI - Regeneration NI, Creating 21st Century Town & City Centres.

The Chairman welcomed Mr Glyn Roberts, Retail NI and invited him to commence his presentation. RDC.07.03.19 PM

Mr Roberts thanked the Committee for the opportunity to make a presentation and advised that he had engaged with 11 Council’s in recent times. He highlighted that Retail NI had good standing links with the Chamber of Commerce’s in Bangor, Newtownards and Holywood and he was helping with the establishment of a Commerce group in Comber and was keen to work with the Council in respect of Portaferry and Donaghadee.

Mr Roberts outlined the key headline points within the Retail report. He wished to see 2019 as not the year of retail decline but the year of retail re-invention and explained that he never subscribed to the narrative that retail decline was occurring due to the death of the High Street or the retail sector rather the sector and the High Street was going through the biggest period of change in its history and he believed that process of change would accelerate in 2019. The retailers that would survive todays times were smaller more agile retailers, with a greater ability to change and adapt. Modern retailers now embraced on-line shopping.

He referred to Ballyhackamore which was a good example of an area which 7-8 years ago had a 35% vacancy rate and now what could be seen was an almost inverse of that. The area displayed a good model of partnership working providing a good mix of retail and hospitality with the key sectors along with churches and community groups which together had changed that area of East Belfast.

2019 would also bring a number of game changers in particular with the Belfast Region City Deal and the delivery of high profile regeneration projects. Mr Roberts believed those projects would be game changers for the whole of the Northern Ireland economy and Retail NI were supportive of the City Deal.

Mr Roberts referred to the Primark fire which had occurred and although a tragedy and brought the issue of town and city regeneration higher up the political agenda.

Mr Roberts expressed his disappointment that Retail in Northern Ireland did not receive its fair share of the High Street fund, a fund of £20m. Likewise, in relation to rates, independent retailers in England received a third reduction to their rates where as in Northern Ireland a 2% increase in rates was seen. In that regard, Mr Roberts highlighted the need for a fundamental review of the broken and antiquated system of business rates.

The Chairman invited questions from Members.

Councillor Walker highlighted towns such as Holywood, Donaghadee, Comber and Newtownards were doing well in terms of retail whilst Bangor was suffering although on the outskirts of the town centre he noted the success and investment of Bloomfield Shopping Centre. He asked if Retail NI had explored how town centres and out of town centres worked well together and was there a model which the Council could look at. Mr Roberts advised that the fundamentals were present for Bangor town centre to bounce back and the key challenge was to encourage residents to spend locally and the need for a higher form of independent retailer which the town could attract. Bangor had a well-established train link, a reasonably strong night time economy and an opportunity was to build upon the tourism offering. He recognised there was a lot of hard work to be done but was optimistic that

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Bangor could be turned around. In respect of Bloomfields he felt that developing that Shopping Centre at the expense of Bangor town centre was an historic mistake. Big fundamental changes in retailing, in particular grocery retailing, that could be seen was the decline in the weekly trolley shop and the growth of the multiple basket shop. Bangor could build upon that providing a mix of hospitality and retail. Mr Roberts stated that Retail NI would like every Council to have a Retail Strategy with a Retail Champion within each Council area. Retail was the largest part of the NI economy and it would be good to see Councils engage more with retail. He referred to the next generation of independent retailers and those stall holders within Victoria Square, selling high end products and the need to get those stall holders into a shop looking at the provision of incubator units and small start-up facilities for retailers. Within a town centre there needed to be a mix of retail, hospitality, service provision, residential and community use to make a town centre generate footfall and create vibrancy. Newtownards had some fantastic independent retailers, for example Wardens was a long standing retailer providing attraction and Ards Shopping Centre played a complementary role to the town centre. Mr Roberts was confident that Bangor could be turned around.

Councillor Woods referred to page 7 within the document which detailed a policy priority for local Councils and the DfI to freeze the cost of car parking over the next five years and the introduction by DfI of a one-hour free car parking in city centres. Council was currently commissioning a car parking strategy and Councillor Woods asked the reasons for the policy priorities and what could be achieved from them for retail. Mr Roberts stated that it was about achieving a balance of shoppers using their cars, walking, cycling and using public transport. Bloomfields had a major competitive advantage over Bangor town centre as it had free car parking. Whatever strategy needed to work for the traders and if Council was serious about addressing car parking there needed to be a mix of on street and off street parking. The dynamics in every town was different and it was about getting car parking competitive and balanced public transport.

Councillor Woods asked if Retail engaged with Translink and DfI. Mr Roberts confirmed that did occur. Retail NI welcomed the and hopefully BCRD would bring Phase 2 of the glider.

Alderman Irvine referred to the use of smart technology to assist town centres which was mentioned in the report. He highlighted the poor state of Bangor town centre and felt if a town centre was not doing well, the overall impression of the area was poor. Alderman Irvine asked if there were examples of Business improvement district which had taken off.

Mr Roberts referred to the Pulse technology that had been introduced in Belfast and also included advertising space. That technology had taken off fast and he was happy to put Officers in touch with the relevant contact for the great tool which could create a go to guide for a town centre. In terms of business improvement districts, Strabane had a high vacancy rate but an enthusiastic Chamber of Commerce who was keen to get a bid scheme in place and the scheme had worked well in Ballymena. The bids scheme put the traders in the driver seat to form a solution for their town centre.

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Councillor Wilson questioned how important were the bigger retailers for Bangor town centre. Dunnes and Iceland had left the town centre and there were concerns other big nationals would leave to. He also wondered how important bigger retailers were alongside the smaller retailers.

Mr Roberts stated that for a town centre it was about achieving a retail mix with multiple and independent retailers working side by side. The biggest casualties this year would be the multiple retailers as big was no longer beautiful. He referred to Debenhams and House of Fraser were that size of store was no longer required when the bulk of what they were selling could be purchased online. Asda and TK Maxx were two anchor stores within Bangor town centre and there was a need to find space for larger retailers within town centres. It had been interesting to realise that Belfast had relied heavily on Primark and the huge footfall that created. Mr Roberts stated that it was about stabilising what was currenting in existence, building upon that and if the tourism and hospitality side was right he believed the retail sector would follow.

In terms of the Danske bank building on the Main Street in Bangor, Councillor Dunlop noted that was a listed building and questioned if that put retailers off. Mr Roberts stated that did not necessarily put retailers off and it was worth having a conversation with Danske bank. Mr Roberts understood the pressures of the banks with the majority of banking being done online. Banking could become a bigger problem in the rural areas with the theft of the ATMs and the loss the ATM rates relief.

The Chairman thanked Mr Roberts for his attendance and he withdrew from the meeting – 7.26 pm.

4. ECONOMIC DEVELOPMENT Q3 PERFORMANCE REPORT (FILE 160127) (Appendix II)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil that requirement Council approved the Performance Management Policy and Handbook. The Performance Management Handbook outlines the approach to Performance Planning and Management process as:

• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2018/19 plan published 30 June 2018) • Service Plan – developed annually (approved April 2018)

The Corporate Plan 2015-19 sets out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outline how each respective Service would contribute to the achievement of

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RDC.07.03.19 PM the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.

Reporting approach

The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:

Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June

Key points to note:

• One of the reasons for the variation of spend against budget was due to some of the collaborative programmes taking longer to implement than anticipated due to getting collective agreements and Letters of Offer in place. • Bookings of the Signal Facility had generated more income than estimated which had offset spend against budget.

Key achievements:

• All posts within the ED Service Area had now been assimilated and one outstanding post was currently being recruited. • External contracts for our third-party operators continue to perform well, meeting all targets and presenting no issues.

Emerging issues:

• Staff sickness was starting to affect the delivery of some of the business support services as could be seen in the report. • Targets for the Business Start programme have been pulled back that quarter but needed constant monitoring and actions to ensure the performance was maintained.

Action to be taken:

• Regular quarterly meetings had now been agreed to include the enterprise agencies parent organisation, Enterprise NI to ensure the programme targets and any related issued are flagged and appropriate actions taken. • Resources would be redirected to ensure programmes that had been late starting or been affected by staff absence would be supported to enable targets to be met.

RECOMMENDED that the Council notes this report.

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

5. ECONOMIC DEVELOPMENT SERVICE UNIT PLAN 2019 – 2020 (Appendix III)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching ED Service Unit Plan 2019-2020. The report detailed that since 2017/18 Service Plans were produced by each Service in accordance with the Council’s Performance Management policy.

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities • Motivate and develop staff • Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable us to recognise success and address underperformance

The plan had been developed to align with objectives of The Big Plan for Ards and North Down 2017-2032; the Corporate Plan 2015-19 and the draft Annual Performance Improvement Plan (PIP) 2019-20. The Plan would also support delivery of the ITRDS 2018-2030. The agreement of the plan would also aid toward achievement of the Council’s performance improvement duties under the Local Government Act (NI) 2014.

The Service Plan highlighted where the service contributed to the Corporate Plan and, where that was the case, sets out the objectives of the service for the 2019-20 year. It further identified the key performance indicators used to illustrate the level of achievement of each objective, and the targets that the Service will try to attain along with key actions required to do so.

The plan had been developed in conjunction with staff, officers and management and consultation with key stakeholders where relevant, including consultation for ITRDS.

The plan was based on the agreed budget. It should be noted that, should there be significant changes in-year (e.g. due to Council decisions, budget revisions or changes to the PIP) the plan may need to be revised.

The Committee would be provided with update reports on performance against the agreed plan.

RECOMMENDED that the plan is adopted.

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

6. EAST BORDER REGION (Appendix IV)

Having previously declared an interest, the Chairman (Alderman McDowell), withdrew the meeting – 7.27 pm. Councillor Woods took the Chair.

(Councillor Adair withdrew from the meeting – 7.27 pm)

PRESENTATION

The Vice-Chairman welcomed Pamela Arthurs, Chief Executive Officer and Dette Hughes, Programme Manager to the meeting and invited them to make their presentation. Ms Arthurs undertook a PowerPoint Presentation which was attached as appendix IV.

The Vice-Chairman invited questions from Members.

Councillor Cummings referred to post 2022 and the indications from the Republic of Ireland currently was that they were not committable in respect of funding. Also he referred to Interreg third country status which could be very significant and asked how that could be managed in the future. In response Ms Arthurs stated that the future was unclear and assumed that if Northern Ireland had third country status it would be headquartered in Ireland and with the border Councils. The EBR would look at all the options as the uncertainty lifted around Bretix and she noted that the Irish Government had committed to the Peace plus programme. EBR continued to work to maximise funds coming into the region, there was still need there and work to be undertaken.

Councillor Cummings stated that as a Council it was important moving forward that the governance be managed. He referred to Coastal Erosion and the implications of that project for this Council due to the dynamics of the Ards and North Down Borough. Ms Arthurs explained that as the transnational application was not successful, EBR would hope to re-work that project into a future programme.

Alderman Irvine referred to the good work of EBR in maintaining cross border relations with Council which he felt was vital and it was important that trade should go ahead without interference. In terms of the Swim Project, through the BCRD the Council was looking at a project for Bangor marina and asked about the timeline of the project. Ms Arthurs expected that technology would be there in 2021 for its commencement.

Councillor Dunlop questioned the progress made on the St Columban Way project and asked if funding could be achieved for exchange visits. In response Ms Arthurs stated that currently EBR were working on developing their strategy and as part of that consultation engagement would occur with Councils to develop priorities and the project would be one which would come strongly from Ards and North Down

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Borough Council. That also would be dependent on tourism projects being funded in the next round.

The Vice Chairman thanked the representatives and they withdrew from the meeting – 7.55 pm.

(Councillor Menagh withdrew the meeting – 7.55 pm)

REPORT

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that the East Border Region Ltd was a local authority led cross border network comprising 6 Local Authorities: Ards and North Down Borough Council, Newry, Mourne and Down District Council and Armagh City, and Craigavon District Council in Northern Ireland and Louth, and Meath County Councils in the Republic Of Ireland and had a total population of 826,000.

Ards and North Down Borough Council had been involved in working with the East Border Region Group (EBR) during the last three rounds of European Structural Funds. Ards Borough Council joined EBR in 2003 and North Down Borough Council joined in 2006. Under Interreg III and Interreg IV, EBR had managed the funds on behalf of the Council areas involved in the group.

Both Councils like all EBR Member Local Authorities paid an annual contribution of £10,000 to EBR and had therefore paid a total of £150,000 and had been involved in a host of projects across the INTERREG IIIA and current INTERREG IVA Programmes, both at a Lead Council and project partner level.

INTERREG IIIA Programme £ 617,177 INTERREG IVA Programme £2,760,388 Total £3,377,565 Council Contribution £ 150,000

Interreg VA and Transnational Interreg V projects would be managed and delivered differently between now and 2023 and it had been agreed by Central Government that any funds committed under the Interreg V programme would be honoured for the period post Brexit. The East Border Region Group had partnered with Intertrade Ireland, Northern Ireland Water and Irish Water (and other smaller partners) as well as with local authorities to bring the expertise necessary to implement any successful projects under these funds.

Since the opening of the latest programme, EBR had applied for, or contributed to the applications of a number of large and small projects on behalf of the region and the ones listed in the synopsis had been either agreed or are being considered under stage 2 and were relevant to the Council area. The total number of projects which EBR has applied for represents a combined investment of €91.13 million from Interreg V however, several projects have secured a financial management role for EBR and not all the projects were relevant to every Council area across the region. A summary was outlined below:

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INTERREG VA Programme EBR were currently involved in 8 INTERREG VA funded projects involving a range of Partners, each of those projects would have a positive impact on the entire eligible area for the Programme. Local Authority projects: • Greenway €3.4m • Ulster Canal Greenway €4.9m • CANN (Biodiversity) €8.17m • Co-Innovate €16.6m Sub Total €33.07m Commercial Opportunities: • SWELL €35m • Source-to-tap €5.3m Sub Total €40.3m Tender Opportunities • Eastern Corridor Medical Eng Centre €8.36m • Centre for Personalised Medicine €9.4m Sub Total €17.76m

Total INT VA €91.13m

Funding from those 8 projects, combined with contribution from member Councils results in EBR core costs fully covered until Dec 2022

Whilst eligible projects apply across the spectrum of Council Functions, the Regeneration, Development and Planning Directorate was the source of EBR membership funding, consequently Regeneration and Development Committee was the parent Committee to approve continued membership fees to EBR.

Synopsis of EBR projects and opportunities for ANDBC

1. CO INNOVATE PROGRAMME. (Approved for €16.6m) This large “small business support” INTERREG VA project was being led by Intertrade Ireland and EBR was a partner alongside the Enterprise Agencies, LEO’s and Scottish Enterprise.

Key Outputs: • 1,408 SMEs would attend workshops to improve their understanding of the innovation ecosystem on a cross-border basis and their capability to benefit from it business status reviews of 1,408 SMEs to determine progression through the programme • development of a new innovation audit tool designed for SMEs and cross border R&I (research and innovation) • in-company innovation audits for 469 SMEs with tailored feedback to support the identification of R&I opportunities for those firms and appropriate interventions • 94 enterprises would receive an intensive capability development programme to address major internal barriers preventing them from realising their full potential of cross-border innovation

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• 50 enterprises would benefit from research institutions’ input as part of a cross- border innovation internship programme • 70 enterprises would receive a qualified graduate supported by a cross-border research institution from another part of the eligible region to work specifically on a new product/process or service development • the development of at least 4 R&I focussed networks that span the entire eligible region in areas such as Agri Food and 15 cross-border SME partnerships supported by a research institution • at least 5 research institutions would be working with SMEs on a cross-border collaboration and 19 enterprises would work in cross-border collaborative partnerships with grant support

Ards and North Down Borough Council was eligible for all aspects of this project and businesses would be targeted across the area. The local Enterprise Agencies would be responsible for ensuring that companies were selected for the programme.

Co-Innovate Delivery in Ards and North Down The table below provided a progress update into the current status of delivery (first 18 months). The programme commenced in July 2017 and would continue for Strands 1-3 until June 2020, and Strands 4 & 5 to March 2022.

Strand Actual Strand 2 Actual Strand 2 Actual Strand Actual 1 Business Innovation 3/4/5 Target Status Audit Target Review Target Target 32 17 32 11 12 3 2 2

With a remaining 16 months of programme delivery, the programme was on schedule to meet the above targets.

The Council would continue to promote the Co-Innovate programme in close co- operation with the Local Enterprise Agencies and would continue to monitor progress against targets on a regular basis.

2. INTERREG VA SWIM Project (c.€1.2 m)

In addition, EBR and Ards and North Down, Newry Mourne and Down, Louth Co Co are on the Project Advisory Committee for the INTERREG VA SWIM Project:

The SWIM project would enable short-term pollution to be predicted through the development of a bathing water quality prediction model.

The capacity to inform the public through a series of media channels including text alerts and automatic web updates, and real-time communication via alert services delivered through electronic signage installed strategically at beach entrances. This will help to protect public health, significantly improve communication to members of the public, and in doing so contribute to promoting tourism.

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The following beaches would have weather stations installed which would enable the provision of “real-time” information regarding the bathing water quality:

Northern Ireland Beaches: Ballyholme (Ards and North Down Borough Council) Portrush Curran (Causeway Coast & Glens Borough Council) Newcastle (Newry, Mourne and Down District Council) Waterfoot (Causeway Coast & Glens Borough Council) Castlerock (Causeway Coast & Glens Borough Council) (Ards and North Down Borough Council)

Republic of Ireland Beaches: Our Lady’s Bay, Buncrana, Co. Donegal Enniscrone, Co. Sligo Clogherhead, Co. Louth

3. INTERREG VA Electric Vehicle Proposal – “FASTER Project”

EBR had recently submitted a strategic project to SEUPB which seeks to install a necklace of 73 rapid Electric vehicle chargers along the Ireland/NI Border and also to include the Western coast of Scotland. EBR worked closely with officers from Ards and North Down Borough Council in the development of this project to ensure that this proposal fits with the Local Authority strategy in respect of the future development of electric vehicle provision in the Borough. The consortium included the following Partners: • Ulster University • South West College • Sustainable Energy Authority Of Ireland • HiTrans (Scotland) • Institute of Technology • University of Strathclyde • 13 Local Authorities Associate Partners Total Budget €9.016million

The key outputs of the project included: • Installation of 73 rapid chargers in the region by 2023 • Deployment of innovative technology through the establishment of multi charge point hub(s) to charge EV’s using renewable energy • Research into charging infrastructure- specifically more sustainable approaches to charging EV’s including the use of EV chargers on ferries. • Raising of public awareness to facilitate behavioural change to increase use of EV’s, cycling and public transport

INTERREGIONAL AND TRANSNATIONAL PROJECTS EBR continue to work with Council Officials to identify potential EU Funding opportunities both cross border and Transnational: • Bottom up, working with officials in member Councils across thematic areas. • Needs based projects • Genuinely cross border and Transnational (partners across EU) • Regional impact, adding value

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• EBR Enabling and facilitating development of projects • Working with National Contact Points • CURRENT EBR PROJECT PIPELINE

TURAS Columbanus Project • The Columban Way was an ambitious transnational project involving Partners in NI, Ireland, France, Switzerland, Austria and Italy. • To develop a Pilgrimage trail tracing the journey of Columbanus • Creating a “Cultural Route of the Council of Europe” • EBR working with Councils to identify potential funding sources. • Ards & ND, Monaghan, NmandD, Meath & ABC currently in discussions with Partners

Zero Energy Plus Project

The Zero Energy Plus Project was submitted to the Northern Periphery and Arctic Programme in November 2018 to the value of €1.6 million. The project would test and demonstrate new technologies to deal with the challenge of complying with the “Recast Energy Performance of Buildings Directive” which sought to move towards near zero energy buildings. The project would develop and test 3 innovative solutions all with relevance across the NPA Region: 1. Technical support and best practice guides to achieve the above EU Directive 2. Support tools for the construction industry to implement solutions that go beyond the Directive requirements using new technologies and result in savings of up to 50% on building energy consumption 3. An innovative decision support tool designed for the NPA region. A too for evidence based decisions using a “Total lifetime analysis” approach towards building design, construction, renovation and reuse. It would have a ratings and standards system scored across financial and environmental factors.

Partners in Northern Ireland, Ireland, Finland, Norway and Iceland. A decision was expected in mid-March 2019

ELECTED MEMBER ACTIVITY The EBR Board comprised elected representatives from the 6-member councils (3 per Council) and Directors from Council as advisors. The Members Forum included 6 elected members from each council and had support from all political parties North and South. The Elected representatives have established an excellent cross border network, who work collectively to lobby and advocate issues specific to East Border Region.

The EBR Chairman was currently Cllr Aidan Campbell, Monaghan County Council and the Vice-Chair was Alderman Arnold Hatch, Armagh Banbridge and Craigavon Borough Council.

In total three Council Members represented Ards and North Down Borough Council on the EBR board and were therefore involved with the development of any projects

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RDC.07.03.19 PM for the benefit of the Borough; those being Alderman J Fletcher, Alderman B Keery and Alderman A McDowell.

EBR were a member of the Association of European Border Regions and fully participate in the activities of this European Network of Elected representatives sharing experiences and expertise with our counterparts across Europe.

FUTURE EU FUNDING OPPORTUNITIES EBR were playing an active lobbying role to ensure that the East Border Region continues to avail of future EU Funding opportunities such as INTERREG and PEACE, in a Post-Brexit scenario. In addition, the transnational networks which EBR have established with other EU Member stated though AEBR and other EU Projects would provide future funding opportunities.

Over €600 million of funding for the PEACE Plus Programme had been secured from the EU, UK Treasury and the Irish Government and that Programme would be running from 2021-2027. The compared favourably to the value of the current PEACE and INTERREG Programmes. The key themes for the Programme were as follows: • Smart Europe • Carbon Free Europe • Connected Europe • Social Europe • Europe closer to citizens

The money would be available irrespective of whether there was a deal or no deal Brexit. EBR would be lobbying to ensure that Local Authorities play a key role in this Programme, and membership of EBR would represent a mechanism for Ards and North Down Borough Council to continue to access cross border INTERREG Funding in the future.

SUMMARY

EBR, through its Steering Committee had the ability to ensure that its members were informed and involved in the development of project opportunities arising from the Interreg or other streams of funding across all Strands going forward.

Ards and North Down Borough Council continued to be a valuable member of East Border Region both at elected member and officer level and we appreciate their support to date. To date the Council had enjoyed significant economic benefits since becoming a member of EBR in terms of direct intervention from EU Funding streams. The Council had also benefited from the networking aspect of the organisation, particularly in relation to the elected member interaction and the Transnational dimension gained through membership of AEBR. Relationships and friendships had been established which would not have been possible if the Council were not a member of EBR.

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There were still significant opportunities for future EU funding, on a cross border and a Transnational basis, and the advocacy and lobbying role of EBR could potentially become even more important in the future.

EBR had requested that Ards and North Down Borough Council sets aside £20,000 for the financial year 2019-20 in order to support the expertise and coordination work provided by the group to deliver and implement current and future projects.

It was clear from the report that the focus of funds had shifted from enterprise to environment and there were less opportunities for SMEs to benefit under business development programmes. However, there were still opportunities to investigate and pursue opportunities under: ▪ Coastal Erosion and Management ▪ Tourism ▪ Rural Development – Cross Border Co-operation projects ▪ Innovation

RECOMMENDED that Members agree to allocate £20,000 funding to the East Border Region Group for the financial year 2019-20 to support the on-going work under the Interreg V programme, to secure future funds and development of projects to ensure Ards and North Down Borough Council benefits from any future funded opportunities.

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

(Alderman McDowell re-entered and resumed the Chair – 7.57 pm)

(Councillor Menagh re-entered the meeting – 7.57 pm)

7. BRIDGE TO EMPLOYMENT PROGRAMME (Appendix V)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that in order to address the difficulties that some of our local businesses were facing in recruiting within the hospitality industry, the Head of Economic Development met with representatives from the Department of the Economy (DfE), SERC and business in October 2018 to scope out what joint initiatives we could undertake to encourage the training and recruitment of Chefs.

Belfast City Council in conjunction with DfE had previously run a programme to train and provide job opportunities within the industry for those over 18 years of age so it was agreed to take the learning from that and adapt to local needs.

The Ava Wine Bar, Romas Bar and Bistro, Underground Dining, The Boathouse, The Salty Dog and Harbour and Co had come together to develop a training programme to meet their specific needs under the Department’s Bridge to Employment programme which aimed to equip unemployed people with the skills to compete for new job opportunities, of which 12 places would be made available. The programme

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RDC.07.03.19 PM would consist of four weeks intensive training based at SERC in Bangor, with the opportunity to secure job interviews on completion.

The Economic Development Section was supporting the initiative by funding uniforms and equipment the trainees would otherwise not be able to access to complete the training. That would be met from existing budgets.

The programme went live in February 2019 and it was anticipated that trainee Chefs would be ready for employment by mid-April, when most of the participant businesses were anticipating to have the greatest need, in order to be ready for the incoming busy seasons.

The Bridge to Employment Programme had been run as a pilot and was a good example of partnership working to achieve common goals. We would monitor the uptake and outputs with a view that, if successful, we could share the learning and investigate the need/demand for similar business led programmes across other towns in the borough.

RECOMMENDED that the Committee notes this report and supports other such initiatives if demand is demonstrated.

Proposed by Councillor Cooper, seconded by Councillor Woods, that the recommendation be adopted.

Councillor Cooper welcomed the initiative and stated that the employment was welcomed for the Borough. He hoped in the future the rest of Borough could benefit from the initiative.

Councillor Woods echoed those comments, as the hospitality industry was a crucial part of the Borough and an area which needed support.

Councillor Wilson added his support referring to the shortage of staff in the hospitality sector and the lack of freedom of movement that could occur with Bretix.

Councillor Walker questioned where the initiative came from. The Head of Economic Development explained that the training was industry led and the businesses came up with the solution. One of the key businesses in Bangor was instrumental in gathering business partners. The training aspect was delivered by SERC, the companies took the lead with getting businesses on board, the Department had provided funding and Council had supported some of the equipment therefore the initiative was a joint collaboration. That was a pilot project before the training was rolled our further.

Councillor Walker asked if the initiative was transferrable to other industries. The Head of Economic Development stated that the idea of the programme could be replicated however there was a criteria which the Department required to be met and initiative needed to come from the industry therefore collaboration was important.

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The Chairman commended the initiative and hoped it could be expanded upon. He suggested that it be brought to the Skills Forum when exploring ways of addressing skills shortages.

AGREED, that the recommendation be adopted.

8. RESPONSE TO NOTICE OF MOTION CONCERNING THE HIGH STREET FUND (Appendix VI)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching response from the Department for Communities. The report detailed that at the recent meeting of the Council the following Notice of Motion was agreed:

“That this Council welcomes the announcement made by the Chancellor of the Exchequer in the recent budget statement to allocate £675Million towards a future high street fund and that it writes to the Permanent Secretary of the Department for Communities calling on them to set up such a fund in Northern Ireland.”

Correspondence was sent to the Permanent Secretary outlining the Council’s resolution and highlighting the current issues faced by many retailers on the High Street and requesting a specific fund to be available to tackle those issues. Ms Meharg had responded and her reply was attached to the report. It would appear that at this time Department was not minded to create a new separate fund for that purpose, but to continue with its current approach.

RECOMMENDED that the Council notes the response.

Alderman Irvine expressed his disappointment with the response and felt it was matter that needed to be kept in mind.

(Councillor Smith and Councillor Smart entered the meeting – 8.05 pm)

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

9. Q3 REGENERATION UNIT PERFORMANCE REPORT (FILE 160127) (Appendix VII)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching report for the third quarter. The report detailed that Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil the requirement Council approved the Performance Management Policy and Handbook. The Performance Management Handbook outlines the approach to Performance Planning and Management process as:

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• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2018/19 plan published 30 June 2018) • Service Plan – developed annually (approved April 2018)

The Corporate Plan 2015-19 sets out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outline how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.

Reporting approach

The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:

Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June

Key points to note:

• Underspend due to projects both within the Rural and Urban Sections still being finalised, however, some village renewal projects had been finalised. • Two posts remain unfilled. However, the new Urban Designer had been appointed and will start on 1 March 2019. • One member of staff within the Urban Section was still on long term sick. • Extension of the Rural Development programme to December 2019.

Key achievements:

• DfC funding for Urban projects was now available and a number of projects have been agreed. • P24 operating at full capacity. • Village renewal project have been identified and agreed. • One project had been identified for an application for funding under the Coastal Communities Fund. • Portaferry Town Steering Group has been formed and work on the Public Realm Scheme had commenced.

Emerging issues:

• Large number of projects were ongoing concurrently. • Village plan projects taking longer to obtain community buy-in than anticipated and may result in some projects not being undertaken.

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• Competing voices within some villages making the finalising of projects difficult.

Action to be taken:

• Staff absences being managed under the Council’s attendance policy. • Agree a deadline for the adoption of village plan projects with the groups.

RECOMMENDED that the Council notes this report.

Proposed by Alderman Irvine, seconded by Councillor Cummings, that the recommendation be adopted.

Councillor Walker noted that the emerging issues were a replication of the previous report and questioned if those issues were still emerging. The Head of Regeneration explained that the report was in respect of quarter 3 for the period up to December. Progression had been made and some the projects had been finalised.

AGREED, that the recommendation be adopted.

10. REGENERATION SERVICE UNIT PLAN 19/20 (Appendix VIII)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching Service Plan. The report detailed that since 2017/18 Service Plans were produced by each Service in accordance with the Council’s Performance Management policy.

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities • Motivate and develop staff • Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable us to recognise success and address underperformance

The plan had been developed to align with objectives of The Big Plan for Ards and North Down 2017-2032; the Corporate Plan 2015-19 and the draft Annual Performance Improvement Plan (PIP) 2019/20. The Plan would also support delivery of the ITRDS. The agreement of the plan would also aid toward achievement of the Council’s performance improvement duties under the Local Government Act (NI) 2014.

The Service Plan highlighted where the service contributed to the Corporate Plan and, where that was the case, sets out the objectives of the service for the 2019/20 year. It further identified the key performance indicators used to illustrate the level of 18

RDC.07.03.19 PM achievement of each objective, and the targets that the Service would try to attain along with key actions required to do so. The plan had been developed in conjunction with staff, officers and management and consultation with key stakeholders where relevant, including consultation for ITRDS.

The plan was based on the agreed budget. It should be noted that, should there be significant changes in-year (e.g. due to Council decisions, budget revisions or changes to the PIP) the plan may need to be revised.

The Committee would be provided with update reports on performance against the agreed plan.

RECOMMENDED that the Service Plan is adopted.

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

11. CHANGE OF DATE COMBER EARLIES FOOD FESTIVAL (TO/EV44)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that a programme for Tourism Events for 2019 was presented to December 2018 Committee. A date of 22 June had been recommended for Comber Earlies Food Festival however officers had subsequently discovered that the Festival of Flight in Newcastle had been programmed for the same day; in previous years this event was in August.

In consultation with the Comber Event Engagement Group and taking into account the availability of the Comber “Earlies” crop, it was proposed that the date of the event be changed to 29 June 2019. That would avoid a clash with what was a very major event, hopefully ensuring availability of a wider pool of traders and visitors to Comber.

The date of the event had not yet been publicised in marketing materials therefore the date change should have minimal impact.

RECOMMENDED that Committee approves a revised date of 29 June for the Comber Earlies Food Festival this year.

Proposed by Councillor Cummings, seconded by Councillor Cooper, that the recommendation be adopted.

Councillor Cummings expressed his appreciation to Officers for recognising the strategic importance of the event and rescheduling the date.

AGREED, that the recommendation be adopted.

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12. TOURISM PERFORMANCE REPORT Q3 2018/19 (TO/TD 15) (Appendix IX)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching first quarter report of 2018/19. The report detailed that Members would be aware that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil that requirement Council approved the Performance Management Policy and Handbook. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:

• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2018/19 plan published 30 June 2018) • Service Plan – developed annually (approved April 2018)

The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.

Reporting approach

The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:

Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June

Key points to note:

• The process of completing the new Tourism staffing structure continued, with all staff in “Temporary” posts now made permanent. The new Food and Drink Development Officer and Borough Marketing Manager posts would be recruited during Q4. The Marketing Officer resigned in autumn 2018 and this has been a major resource contributing to the failure to hit the target for delivery of ezines.

Key achievements:

• The annual target for events attendance was exceeded by end of Q3 (+6500) • With the 2018 programme of events fully completed, customer satisfaction achieved was 99% against a target of 80%

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• Cost per attendee at events for the completed 2018 programme was on target (against target £3.50 per head) • The Experience Ards and North Down Tours 2018 programme was completed, with 19 tours sold out and 96% of available tickets sold overall. • Annual PR target exceeded by end of Q3 (+£200k). • Beach award applications for Ballywalter, Groomsport and Millisle, and a new addition of Cloughey, were submitted, with award outcome expected to be favourable.

Emerging issues:

• The section continued to be very busy with planning for 2019 events proceeding, work progressing on several strategies including the Borough Marketing Strategy, Borough Events Strategy and Food Destination Development Plan and on an Accommodation Audit and feasibility study for a St Columbanus route. The section was also integrally involved in supporting some major capital projects with partner organisations and in the Bangor Waterfront and Whitespots Country Park project with the Belfast City Deal. • A recruitment process was underway to recruit a new Marketing Officer, following a resignation, and Assistant Tourism Development Officer, following the promotion of the current postholder. • Preparations were underway to reconfigure Ards VIC at 31 Regent Street in line with the approved recommendations of a report to RDC in February 2019.

Action to be taken:

• Completion of remaining posts in staffing structure. • Completion of procurement of consultants for major strategies. • Active contribution to major partnership working initiatives, including City Deal.

RECOMMENDED that the Council notes this report.

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

13. TOURISM SERVICE UNIT PLAN (FILE TO/TD15) (Appendix X)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning attaching Tourism Service Unit Plan 2019-2020. The report detailed that since 2017/18 Service Plans were produced by each Service in accordance with the Council’s Performance Management policy.

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities

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• Motivate and develop staff • Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable us to recognise success and address underperformance

The plan had been developed to align with objectives of The Big Plan for Ards and North Down 2017-2032; the Corporate Plan 2015-19 and the draft Annual Performance Improvement Plan (PIP) 2019-20. The Plan would also support delivery of the ITRDS 2018-2030. The agreement of the plan would also aid toward achievement of the Council’s performance improvement duties under the Local Government Act (NI) 2014.

The Service Plan highlighted where the service contributed to the Corporate Plan and, where that was the case, sets out the objectives of the service for the 2019-20 year. It further identified the key performance indicators used to illustrate the level of achievement of each objective, and the targets that the Service would try to attain along with key actions required to do so.

The plan had been developed in conjunction with staff, officers and management and consultation with key stakeholders where relevant, including consultation for ITRDS.

The plan was based on the agreed budget. It should be noted that, should there be significant changes in-year (e.g. due to Council decisions, budget revisions or changes to the PIP) the plan may need to be revised.

The Committee would be provided with update reports on performance against the agreed plan.

RECOMMENDED that the Service Plan is adopted.

Proposed by Alderman Irvine, seconded by Councillor Cummings, that the recommendation be adopted

(Councillor Adair re-entered the meeting – 8.09 pm)

Councillor Walker asked if there were plans to revise the tourism grant application forms. He was aware of a group that had not applied for the grant due to the length and complexity of the application form and encouraged Officers to revisit the process.

The Head of Tourism stated that the target was to undertake a full review of the application process and to introduce a more simplified process in time for the next grant cycle.

AGREED, that the recommendation be adopted

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14. REGENERATION AND DEVELOPMENT BUDGETARY CONTROL REPORT – JANUARY 2019 (FIN 45)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that the Regeneration and Development Budgetary Control Report covered the 10-month period 1 April 2018 to 31 January 2019 and was set out. The net cost of the services was showing an under spend of £339,758 (9.9%).

Explanation of Variance

In addition, a Budgetary Control Report by Income and Expenditure for Regeneration and Development was shown which analysed the overall favourable variance (£339,758) by expenditure (£32,001 favourable) and income (£307,757 favourable).

REGENERATION & DEVELOPMENT

Expenditure - £32.0k (0.8%) better than budget to date. The favourable variance was mainly made up of the following: -

1. Regeneration - £122.9k adverse. The adverse variance was more than offset by a £253.9k favourable income variance (see 4 below) and was explained by: - a. Payroll £79.6k favourable due to 2 vacancies in Urban Development (£59.9k). One of those would be filled from 1 March and the other was in the process of being filled. There was a vacant post in Craft Development (£35.8k). Council agreed the budget was against new Creative Post next year. b. Donaghadee THI grant payments are £225.8k over budget but that was offset by increased grant income (see 4a below). c. The Village Programme was £21.5k over budget but that was offset by expected increased grant income (see 4b below) d. There were favourable variances in running costs (excluding payroll) for Craft Development (£19.3k), Rural Development (£8.7k), Urban Development (£11.3k) and FLAG project (£8.0k).

2. Economic Development - £76.8k favourable. The favourable variance was explained by: - a. Payroll costs were under budget by £1.8k to date. b. Economic Development projects were £35.5k under budget to date. Invoices were due in February and March for the GAP Programme, Shine Programme and other projects which should reduce that favourable variance. c. There were a number of small underspends to date such as, Signal Centre (£3.1k), Workshops (£2.3k), Economic Development running costs (£7.5k) and Pickie Fun Park (£7.3k). 3. Tourism - £70.8k favourable. The favourable variance was explained by: - a. Tourism and Borough Marketing payroll costs were £45.9k under budget to date. The Borough Marketing and Food and Drink Officer posts were

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in the process of being filled. There were also, small payroll favourable variances for the Council’s VIC’s (£16.3k). b. Events running costs are £22.7k over budget to date. There were a range of overspends and underspends on Council events but the more significant were: - i. Sea Bangor - £16.0k over budget to date. Mainly due to additional staging and production required for the children’s Tiddler’s Tent. ii. Puppet Festival - £12.9k over budget to date. Mainly due to additional security costs, printing costs, hire costs for Big Top and additional craft services required to cover the volume of visitors. c. There were small favourable variances for a range of Tourism services such as Bangor VIC (£2.1k), Portaferry VIC (£1.4k) and Experience Ards (£1.9k). d. Food Destination development was £12.0k under budget to date. e. Tourism Marketing and Destination Marketing were £26.2k under budget to date.

Income - £307.8k (56.4%) better than budget to date. The favourable variance was mainly made up of the following: - 4. Regeneration - £253.9k favourable. That was mainly due to: - a. Donaghadee THI grants were £225.9k favourable. The Council had paid out more grant than budget so had received more grant funding (see 1b above). b. The Village Programme was expected to receive £21.8k grant income which was not budgeted (see 1c above). 5. Economic Development - £39.4k favourable. That was mainly due to Signal Centre income being better than budget to date (£36.7k). 6. Tourism - £13.6k favourable. That was mainly due to the following a. Tourism income was £10.7k favourable – there were small favourable variances for Bangor VIC (£1.7k), Experience Ards (£2.5k) and Cockle Row (£4.5k). b. Events income was £3.0k better than budget to date.

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BUDGETARY CONTROL REPORT By Directorate and Service

Period 10 - January 2019

Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %

Regen & Development

300 Regen, Dev & Planning HQ 259,274 267,500 (8,226) 458,600 3.1 310 Regeneration 529,975 660,900 (130,925) 1,170,900 19.8 320 Economic Development 767,301 883,500 (116,199) 1,148,500 13.2 340 Tourism 1,518,492 1,602,900 (84,408) 2,016,700 5.3

Totals 3,075,042 3,414,800 (339,758) 4,794,700 9.9

BUDGETARY CONTROL REPORT By Income and Expenditure

Period 10 - January 2019

Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £

Regen & Development

300 Regen, Dev & Planning HQ 260,107 267,500 (7,393) (833) - (833) 310 Regeneration 969,638 846,700 122,938 (439,663) (185,800) (253,863) 320 Economic Development 1,112,812 1,189,600 (76,788) (345,511) (306,100) (39,411) 340 Tourism 1,586,041 1,656,800 (70,759) (67,550) (53,900) (13,650)

Totals 3,928,599 3,960,600 (32,001) (853,557) (545,800) (307,757)

RECOMMENDED that the Committee notes this report.

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

15. RESPONSE TO NOM REGARDING DANSKE BANK 2019

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that following the announcement by Danske Bank of the imminent closure of its Bangor Branch, a meeting was convened with officials from Danske Bank on 28 February.

In attendance at the meeting were: Head of Economic Development and Head of Regeneration, Andrew Tough, Regional Portfolio Manager, Simon Little, Head of Communications and Nick Craig, Manager Danske Bank Bloomfield Branch.

The bank officials confirmed that they intended to close the branch on 24 May 2019.

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The Council Officers conveyed the concern at the implications of the closure on businesses and consumers in addition to any potential job losses. In addition, they provided a summary of the plans for Queen’s Parade and Councils plans for the regeneration of Bangor Waterfront as well as the other developments within the town such as the transformation of the Court House by Open House all of which would work towards generating renewed visitors and footfall into the town centre and asked if any intervention would change their decision to close.

Danske Bank official confirmed that the decision would proceed and was only taken following serious review. There would be no job losses as staff would be redeployed within the area branch network. They acknowledged how the closure may affect the perception of Bangor but informed officers that the decision was not taken lightly and was in response to changing nature of how their customers were using the bank’s services which was moving more towards online and phone banking.

In light of that, the Bank was currently refurbishing the branch at Bloomfield Shopping Centre and would introduce more self-service options, an ATM dedicated to Euro withdrawals and more flexible opening hours. That branch would reopen on 8 April.

For town centre customers who could not travel to the Bloomfield branch the bank had an operating agreement with the Post Office and customers in the town would be able to make lodgements or withdrawals there.

Danske Bank officials confirmed that they own the building and with the decision having been made to divest, it would go on the commercial market from the end of June 2019. They confirmed that it was a Grade B 1 listed building and would appoint Osborne King as agent.

It was agreed that Council officers would keep in touch with the Bank and that they would work to address any concerns.

RECOMMENDED that Council notes this report.

Proposed by Alderman Irvine, seconded by Councillor Gilmour, that the recommendation be adopted.

Alderman Irvine stated that the closure had come as a bit of shock and that the building was strategically important within Bangor town centre. It was important that engagement occurred with Danske bank given that it was a listed building and therefore there were restrictions in terms of use. He asked about the discussions that had occurred thus far and stated that it was important that the building did not lie vacant for too long. The building sat quite far back and he wondered about the security of the building and if the ATM attached would remain.

The Head of Economic Development advised that Danske bank had not taken the decision lightly. In respect of the building, they had felt that there may not be too many issues in divesting it. Listed building status mainly applied to the outside, the

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RDC.07.03.19 PM inside would allow flexibility for future use. The site would be secured and the ATM would close.

Councillor Gilmour thanked the Officers for reacting quickly in meeting with representatives of the bank. There were concerns from users of the town centre branch however noted that the branch at Bloomfields was available.

The Mayor thanked the Officers for meeting with Danske, the decision had been taken due to market forces and customer habits. He questioned who Danske bank would see as a fitting buyer and hoped it would not be left as vacant asset. He also hoped if they had a choice that Danske would choose someone who make good use of the building for the benefit of the Main Street.

The Head of Economic Development confirmed that Officers would keep in touch with the bank.

Councillor Wilson questioned if an investment conglomerate purchased the building did the Council have any powers to do anything. The Head of Economic Development was unsure and stated that she would investigate.

AGREED, that the recommendation be adopted.

16. MINUTES OF PORTAFERRY STEERING GROUP 28 JANUARY 2019 (Appendix XI)

PREVIOUSLY CIRCULATED:- Copy of the above minutes.

AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Menagh, that the minutes be adopted.

17. DRAFT REVIEW OF THE COUNCIL’S NORTHERN IRELAND BUSINESS START PROGRAMME JOB TARGETS (FILE 500516)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that the Northern Ireland Business Start Programme (NIBSUP) was recognised as the key strategic business start programme for Northern Ireland (NI), charged with delivering volume, locally focused jobs. Key stakeholders in setting jobs targets were the NI Executive (through the Programme for Government (PfG), Invest NI and the Councils.

Through the “Go for it” Programme, delivered by the Councils since 2015, entrepreneurs could develop their business plan for starting a business with help from their local Council and their delivery agents.

The features of the Programme include a business enquiry service, underpinned by a centralised marketing campaign, one to one support by a Business advisor referral

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RDC.07.03.19 PM to Invest NI of export-focused business start-ups meeting Invest NI’s client company criteria, and the production of a quality assured business plan.

NIBSUP’s key outputs were completed and approved business plans (BPAs). The programme was funded by Invest NI and the European Regional Development Fund (ERDF) as part of the EU Programme for Growth & Jobs 2014-2020, currently with a planned delivery period of three years from 2017 – 2020.

To ensure the programme and targets remain fit for purpose, Lisburn and Castlereagh City Council (LCCC), as lead council for the 11 Councils’ collaboration, appointed Capaxo Ltd to complete an Economic Review of the NIBSUP Job Targets as compared to the Department for the Economy (DfE) Statutory Targets by Council Area set under the Review of Public Administration.

Background

NIBSUP was a joint 11 Council delivered programme, led by LCCC and covering all geographic regions of NI, to provide local business start-up support. The format of the proposed support aligned to the previous local start-up programme – the Regional Start Initiative (RSI), one of Invest NI’s largest volume business support programmes. The RSI was positively evaluated in October 2015. The function of business start transferred to Councils on 1st April 2015, following Local Government Reform.

As a point of clarification: the reconfiguration of the NI Government Departments saw the Department of the Environment (DOE) become the Department for Communities (DfC). The DfC was responsible for legislation while the DfE has overarching responsibility for economic policies and for setting out the next statutory targets.

Historical performance

Historically, the Programme had not recorded the quantum of either businesses or jobs created; this being specifically undertaken through independent evaluations commissioned by Invest NI.

In determining jobs created, a conversion rate formula from approved business plans to jobs created of 0.6147 was used, i.e. for every 100 business plans approved, an estimated 61 jobs were created’.

With the Programme for Government (PfG) job targets being set by DoE (now DfC) at an 11 Council level, (i.e. 1,625 jobs created per annum) and in the absence of Service Level Agreements between DfE and the individual Councils, Invest NI subsequently determined the level of Business Plan Approvals needed per Council area to achieve the PfG job targets at the conversion rate previously used.

Job creation target and performance in ANDBC

Job 2015/16 2016/17 2017/18 2018/19 targets Forecast % pa as % Actual Jobs % Actual Jobs % Actual Jobs Actual jobs per DoE

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(now Conversion Rate Conversion Rate Conversion Rate Conversion DFC) (0.6147) (0.75762) (0.6147/0.75762) Rate (0.6147) ANDBC 85 121% 159% 108% 140%

It was to be noted that the former DoE (now DfC) target of 1,625 was forecast to be exceeded each year. The key issue however was that those targets were currently broken down into individual Councils Area targets. The intention going forward was to agree targets that, collectively, meet the overall DfC goal of 1,625 jobs created per year while being achievable at an individual Council level.

Rationale for target set

With the Transfer of Functions (ToF) in April 2015, the then DoE transferred an annual recurring budget allocation of c£3m to the Councils to support their new responsibilities, based on a Proportional Formula (PF) as calculated by the then DoE. At the same time, job creation targets were set for Councils to meet the PfG target of 1,625 per year.

There was a lack of clarity as to how job creation targets were allocated across Councils by the then DoE. There had been an assumption that these had, or would be linked, to the PF as calculated by DoE. That had not been the case, although DoE did note that the actual targets were agreed and signed off by the Councils.

While consultations had been held with DfE, Invest NI and LCCC as part of this review, none have been able to clarify the source of the data used for job creation targets.

Future targets In considering the basis of allocating Job Creation targets, the Capaxo Review recommends that the Proportional Formula (PF) was considered to be a reasonable basis to set new targets in that:

• It is based on validated data from NISRA; and • The approach has been agreed with the Councils in the allocation of Transfer of Function budgets.

A Revised Proportional Formula (PF) has been prepared on the basis of three indices to provide a range of job creation targets. They include:

• The Proportion of NI Small Businesses within Council Areas (2018) • The Proportion of NI Micro Enterprises within Council Areas (2018) • The Proportion of NI Business Births by Council Area (2017)

The PF for each had then been calculated to determine a range of job creation targets . Proposed range for ANDBC:

Small Micro Birth Range Median Business Enterprise

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ANDBC 119 119 126 119 - 126 123

Current Targets

Current Current NIBSUP Programme Target to Year end Proposed New Statutory Target Target 85 119*

* NIBSUP targets set under the EU/Invest Letter of Offer differ 123 from the Statutory Targets

Assessment:

The Review report was currently in its draft form and the next steps for Councils was to indicate if they were in favour of the proposed review of their individual targets. The ultimate decision to set the new targets would now be made by the DfE. It was unlikely that such a decision would be made in the immediate future as there was currently no Executive. However, agreeing a target in principle would inform the targets to be included in the new programme which was being developed and which would succeed the current NIBSUP post 2021.

In the case of Ards and North Down Borough Council, it was clear that our Council area had exceeded its statutory target year on year. For example, last year, the target was achieved by 108%. However, many interventions and remedial actions by Officers and Enterprise NI had to be taken to strive to achieve the targets. The 2018-19 year had proven even more challenging. Indeed, forecasts for the current programme year end of 119 new starts has required to date 4 recovery plans to be put in place and additional advisers recruited to keep programme targets on track.

One therefore must consider carefully the implications of supporting the proposed target of 123 new business starts per year which, while representing a modest increase over the NIBSUP funded targets, represents a 45% increase over the statutory target. Achievement of any proposed jobs target would be the responsibility of any delivery agent under the management of the 11 joint Council management group.

Challenges/Issues

At present, and as previously mentioned in the report, the NIBSUP was a VOLUME programme part-funded through ERDF and Invest NI. The main target of the ERDF programme was to create jobs without too much thought about the process by which those jobs were created.

In the case of the NIBSUP, the programme was very basic, does not specifically address sector diversity and had no aftercare. The question one must ask is if we wish to replicate that model in the new programme which the 11 Councils were starting to develop. The general consensus of Officers working on the Programme was that it does not provide the necessary support for start-ups and that its only aim

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RDC.07.03.19 PM was to meet an ambitious programme target that suits government at a cost of £723 per new job. (This figure was significantly lower than other Government Department interventions to create and support jobs).

It was felt that the next programme should offer more to companies so that they receive tailored service which would allow them to establish themselves better; to increase their chance of business survival over the first three years of trading and to better assist higher quality jobs. That meant that there would be an increase in service quality, and potentially a better take up of the programme.

It was felt that the target recommended by the Capaxo review for the next programme should be considered carefully by Council in relation to the number of jobs suggested through the Proportional Formula.

On the basis of the Review, it was suggested that Council considers one of three options:

Option 1: No change and retain the statutory target of 85 jobs created from start-ups Option 2: Opt for the lower end of the range with 119 jobs created from start-ups Option 3: Opt for the median with 123 jobs created from start-ups

RECOMMENDED that Council approves Option 3 as presented above to be used as a baseline in the new Business Start Programme to be suggested to DfE when recommending new Statutory targets to DfC for public consultation on the future programme targets.

Councillor Dunlop welcomed the target for the creation of 123 jobs.

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

18. EXPLORIS QUARTER 3 (OCT – DEC 2018) (FILE DEVP3C)

PREVIOUSLY CIRCULATED:- Report from the Director of Regeneration, Development and Planning detailing that the Exploris Quarterly Mutual Liaison Review meeting between Aquarium Exploris Limited (AEL) and Officers from Ards and North Down Borough Council to review Quarter 3, 1 October 2018 to 31 December 2018 was held on 6 February 2019.

Visitor Numbers - Quarter 3 2018-2019 The visitor numbers to Exploris in Quarter 3 were 9,914 compared to 10,660 in the same period last year, with a cumulative figure since opening of 281,426 visitors.

Secondary Spend Café/Restaurant – Sales in the café were down on the same quarter last year by 71.5% One of the reasons for that was due to lower footfall and the milder weather which encouraged visitors to visit outdoor attractions and rather than an indoor attraction such as Exploris. The average spend per visitor for Quarter 3 was £7.43 and secondary spend was £6.17 which was higher than previous quarters.

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Gift Shop – The shop continued to perform as well as can be expected with the current visitor numbers. The free gift which was presently offered on completion of the stamp book was thought to be having a detrimental impact on the gift shop sales so that model was being amended. It was anticipated that sales would increase once refurbishment of the gift shop/reception area had taken place and that was now planned for September 2019.

Annual Memberships continued to grow. Usage during Quarter 3 was 677 compared to 352 on the same quarter last year; an increase of 92% on last quarter. The gift cards still continued to be a useful marketing tool.

Customer Management During Quarter 3, Exploris continued to receive feedback through TripAdvisor with the majority rating it 4 or 5 star. All the comments on Facebook were reviewed as recommended.

AEL was constantly reviewing and benchmarking against comparison attractions.

Customer Feedback In December 2018, AEL introduced a new digital survey system where customers take surveys on an iPad when leaving the facility.

A customer visitor survey questionnaire was undertaken during the month of March 2017 with the results providing an overall positive experience at Exploris and the results are detailed below:

• 97% of respondents stated that the general upkeep and appearance when entering Exploris was Excellent, (76%) Very Good (18%) or Average (3%). • 100% of respondents stated that whilst at reception, was the staff member was wearing a name badge and greeting the visitor on arrival. • 94% of respondents stated that they were provided with a map. • 88% of respondents stated that the map was explained to them, with the next demonstration time provided along with the zone where it was taking place. • 88% of respondents had children with them on their visit. • 97% of respondents received the expedition passport. • 76% of respondents attended talks or demonstration during their visit. o 64% Open Pool Talks o 60% Seal Talks o 48% Otter Feeding o 16% Shark Feeding (Weekend) • 100% of respondents stated that the aquarist was friendly, knowledgeable and was able to answer any questions. • 97% of respondents stated that the general upkeep of the tanks and enclosures was Excellent, (58%) Very Good (30%) or Average (9%). • 55% of respondents availed of the soft play area. • 100% of respondents rated the experience of the soft play area as Excellent (61 %) or Very Good (39%). • 61% of respondents purchased something from the café.

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• 100% of the respondents stated that the café staff were friendly, knowledgeable and able to answer their questions. • 90% of respondents stated that the café was clean and tidy. • 97% of respondents would recommended Exploris to a family member or friend. • 97% of respondents rated their satisfaction of their visit to Exploris as Excellent (73%) or Good (24%).

Unfortunately, some negative responses were made by a staff member testing the system which skewed the results on this occasion.

Exploris was presently graded a 5* attraction by Tourism NI, and a further inspection by the was imminent. The results would be reported on in a future report.

Marketing and Communications The ongoing planned marketing campaign continued in Quarter 3 with the following elements being delivered over the months of October, November and December:

Printed, Radio and Online Advertising have included: o -Weekly slots o Radio – Today FM – Weekly campaign and Facebook competition o Q Radio – 2 week Christmas campaign – 80 spots o TV – NVTV – Exploris Aquarium and Seal releases o Print – Local and Regional Press – Seal Release o Social Media – Gift Cards Competition Exploris Facebook 13,627 Reach 793 Engagement o In your pocket – half page advert October, November, December. o Online – Her.ie Editorial, Competition, Social Media posts o E- shot – seal release o Exploris newsletter – Christmas Offers o Exploris newsletter - Christmas Closure o Facebook advertising for specific events.

Social Media Facebook followers were currently at 25,805, with a total reach of posts 282,417 and 17,819 reactions during Quarter 3 which was a decrease a slight decrease on Quarter 2.

AEL continued to develop a schedule to build their story and visitor relationships on other social media platforms (Instagram/Twitter).

Numerous events where held across Quarter 3 to add value to the visitor experience and to extend their dwell time. All events included themed performers/activities and education/conversation activities and messaging.

• 4 October 2018 - World Animal Day • 8 October 2018 - World Octopus Day • 27 October - Spooky Sea Serpents & Scarium Secrets • 28 October - Seal Release - Loki, Freya & Juno • 2 December - Seal Release - Hercules & Parvarti 33

RDC.07.03.19 PM

• 8 December - Merry Fishmas • 16 December - Seal Release - Marina, Thalia & Selene

Education and Partnerships The ongoing work with the team at Queen’s University Belfast (QUB) Marine Biology Centre in Portaferry had resulted in Exploris assisting a number of PhD students with their studies.

Throughout this quarter Exploris had a number of students visit as part of a schools work experience program. Over the last few months Exploris has had students from Sullivan Upper School, Glenlola Collegiate and St Patricks Academy. They were also currently hosting two students on long term Work Placement Schemes from South East Regional Collage.

The educational program which had been developed at Exploris aims to provide workshops for schools that are tailored for the different key stages. As part of the aquariums enhanced tour program they provide 2 options which specifically target aspects within the respective key stage learning at Key stage 1, 2 and 3.

Exploris take into consideration learning programs for older students as well, producing workshops on nutrient cycling, seaweed identification and adaptation.

AEL’s educational programme was delivered to 323 visitors in this quarter who had enjoyed a range of guided experiences bringing the total so far to date 4,827.

The ongoing partnership and training continued with experts at Oceanworld, Dingle. That would continue throughout 2018/19 to ensure Exploris had continual improvement and to enable them to share best practice where possible.

New arrivals Quarter 3, 2018-19 In Quarter 3, it was agreed that the new crocodile enclosure would be moved to its new location and this work has been completed.

In December, a Juvenile Loggerhead Turtle was rescued from a Donegal beach. It was likely to have been caught in the gulf stream travelling several hundred miles away from its’ home. The turtle had been brought to Exploris where it was being cared for.

The turtle was currently receiving veterinary care and would hopefully soon be able to return back to the warmer climes to which loggerheads were more accustomed. During that critical stage the turtle was not available to be seen by the public as it received around the clock care. Stranding like that were rare for Northern Ireland.

Seal Sanctuary Management All departmental requirements were being fully met and enhanced with implementation of strict bio-security protocols. As Members had already been advised the funding for the seal sanctuary, which came from DAERA, was due to end on 31 March 2019, Officers were in discussion with DAERA to seek further

34

RDC.07.03.19 PM funding for the seal sanctuary and are awaiting a decision in this regard. Members would be kept advised.

A technical summary report from 1 October 2018 – 31 December 2018 had been received as part of the Seal Sanctuary claim and had been processed by DAERA. A claim for Quarter 3 had been received from AEL and submitted to DAERA for processing. A seal tagging License had been obtained by Seal Manager Amy Robinson after training at Seal Rescue Ireland. DAERA had permitted a 2 year license with all data reported inclusive of tag particulars, animal identifiers and rehabilitation records of the animals.

During the 2018 - 2019 season to date, Exploris had rescued 16 Grey Seals and 15 Common Seals. In the Quarter 3 period, 8 seals were released. There were at the time of writing this report 18 rescued seals currently at Exploris.

Quarter 3 Activity Summary Detail

Reports – Quarter 3 Accident report Log No accidents reported Exploris Complaints No formal complaints received through Exploris Complaints procedure

Visitor Breakdown – Quarter 3 2018-19 Adults 2,066 Children 163 Family Groups 3,669 Under 3 (free) 1,305 Concession 344 Carer 56 Complimentary/Competitions 60 Others (groups/functions) 323 Annual Pass Entries 677 Other (Events/Birthday/Cool Plus) 814 Café Visitor 321 Mums and Tots 116 Grand Total 9,914

The next Quarterly meeting would take place in May 2019 to assess the fourth quarter figures for 2018/19 after which a further report would be brought to the Council.

RECOMMENDED that Council notes this report.

Councillor Cooper welcomed the figures and added his appreciation for the care of the seals.

AGREED TO RECOMMEND, on the proposal of Councillor Cooper, seconded by Councillor Menagh, that the recommendation be adopted

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19. NOTICES OF MOTION

19.1 Notice of Motion submitted by Alderman Fletcher and Councillor Smart

That this Council writes to DfC requesting the signage on the approach road to Scrabo Tower to indicate car parking and the path to the Tower be made more obvious for the information of visitors unfamiliar to the area.

Alderman Fletcher referred to the magnificent view that could be achieved from the top of Scrabo. However, Scrabo Tower was poorly signposted and there was no indication or signage showing how to get to get to the Tower. The site got almost 200,000 visitors and unfortunately a number of them got lost, passed the small signage for the car park and ended up in overflow car park of the Golf Club.

(Councillor Wilson withdrew from the meeting – 8.23 pm)

The carpark lead to the fairway of the Golf Club as a walkway and was a hard route to climb to the top.

(Councillor Wilson re-entered the meeting – 8.24 pm)

Alderman Fletcher recognised there were two small signs which were often obscured by grass. He asked for large and appropriate signage up to and at the car park of Scrabo Tower to allow tourists to enjoy the experience.

The Mayor stated that the Scrabo Tower was an iconic feature for the Borough and held a rich heritage. It was important that the Council encouraged as many people to visit to the site and the opportunity was there with little resource to make improvements.

Councillor Menagh stated that he had been in attendance at a site meeting the previous year regarding work that needed to be done surrounding the Tower. There was a need for signs coming into Scrabo in particular from the Comber side. Councillor Menagh believed Scrabo Tower was the most iconic feature within the Borough.

Councillor Adair supported the motion and recognised it was great achievement for it to be opened. Built heritage was important and he wanted as many people as possible to visit this beautiful part of the Borough.

Alderman Fletcher thanked Members for their comments.

AGREED, that the Notice of Motion be adopted.

19.2 Notice of Motion submitted by Councillor Douglas

That this Council expresses its concern at the implications of the proposed closure of Danske Bank's branch in Main Street Bangor, notes that this compounds an increasingly deteriorating situation in Bangor Town Centre, recognises the central strategic location of this building within the town and the importance of any future

36

RDC.07.03.19 PM use serving as a catalyst for wider regeneration, and therefore requests officers to engage with Danske Bank and other relevant stakeholders to explore possible options without prejudice to any future decisions.

The Chairman advised that the Notice of Motion had been withdrawn by Councillor Douglas.

(Councillor Dunlop withdrew from the meeting – 8.32 pm)

AGREED.

EXCLUSION OF PUBLIC/PRESS

AGREED TO RECOMMEND, on the proposal of Councillor Dunlop, seconded by Alderman Irvine, that the public/press be excluded during the discussion of the undernoted items of confidential business.

20. FLAGSHIP CENTRE, BANGOR (Appendix XII)

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

21. BELFAST POWER STATION, LANDS AT KINNEGAR (FILE RDP37) (Appendices XIII)

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

22. WORLD RALLY CHAMPIONSHIP 2020 (FILE RDP105)

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

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RDC.07.03.19 PM

23. UPDATE ON LOCAL FULL FIBRE NETWORK (LFNN) PROJECT (DEVP25)

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

24. PICKIE FUNPARK QUARTER 3 OCTOBER – DECEMBER 2018 (FILE 171006)

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

25. BUSINESS CASE FOR CATHODIC PROTECTION AT BANGOR MARINA AND HARBOUR (DEVP25) (Appendices XIV, XV)

***IN CONFIDENCE***

***NOT FOR PUBLICATION***

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

26. EXPLORIS FUTURE INVESTMENT PLAN (FILE DEVP3H) (Appendices XVI, XVII)

***NOT FOR PUBLICATION***

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

27. BELFAST CITY REGION DEAL UPDATE (FILE RDP22) (Appendices XIX, XX, XXI, XXIII)

***NOT FOR PUBLICATION***

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

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28. ANY OTHER NOTIFIED BUSINESS

RE-ADMITTANCE OF PUBLIC/PRESS

AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Alderman Irvine, that the public/press be re-admitted to the meeting.

TERMINATION OF MEETING

The meeting terminated at 9.53 pm.

39

Item 7.4

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Corporate Services Committee was held in the Council Chamber, 2 Church Street, Newtownards on Tuesday, 12 March 2019 at 7.00 pm.

PRESENT:

In the Chair: Councillor Gilmour

Aldermen: Carson Graham Gibson Keery

Councillors: Brooks Muir Chambers McIlveen McKee Smith

Also in attendance: Alderman Henry, Alderman Smith and Councillor Cooper

Officers: Director of Organisational Development and Administration (W Swanston), Director of Finance and Performance (S Christie), Head of Administration (A Martin), Compliance Manager (M Young) and Democratic Services Officer (E Brown)

1. APOLOGIES

Apologies for inability to attend were received from Councillor Smart (who was on Council business) and Councillor Kennedy.

NOTED.

2. DECLARATIONS OF INTEREST

The Chair sought any declarations of interest.

Councillor Chambers declared an interest in Item 30.6 - Notice of Motion submitted by Councillor Smith and Councillor Cooper.

Alderman Gibson declared an interest in Item 30.6 - Notice of Motion submitted by Councillor Smith and Councillor Cooper.

Alderman Carson declared an interest in Item 30.6 - Notice of Motion submitted by Councillor Smith and Councillor Cooper.

Councillor McIlveen declared an interest in Item 30.6 - Notice of Motion submitted by Councillor Smith and Councillor Cooper.

Councillor Muir declared an interest in Item 11 - Request from Doran Consultants (on behalf of Translink) for permission to carry out a site investigation on the foreshore of Holywood Sea Defences and Item 30.4 - Notice of Motion submitted by Alderman Smith and Councillor Dunne. CS.12.03.19

The Chair (Councillor Gilmour) declared an interest in Item 30.6 - Notice of Motion submitted by Councillor Smith and Councillor Cooper.

NOTED.

3. BUDGETARY CONTROL REPORT – JANUARY 2019 (FIN45)

PREVIOUSLY CIRCULATED:- Report from the Director of Finance and Performance stating that the report covered the 10-month period 1 April 2018 to 31 January 2019 and the Revenue Budgetary Control Report by Directorate was set out below.

The Council had a full surplus at the end of January of £1,225,870 (box A) compared with a budgeted surplus for the same period of £646,000 (box B) resulting in a favourable variance on expected surplus of £579,870 (box E).

This was analysed as:

• Net Cost of Services showing an under spend of £615,052 (1.7%) (box C); and • Non-service income and expenditure showing an adverse variance of £35,182 (box D).

Explanations for the Finance & Performance, Organisational Development & Administration and Chief Executive Directorates and Non-Service Income and Expenditure followed. The detailed Budgetary Control reports for the Environment, Regeneration Development and Planning and Community and Wellbeing Directorates had been reported to the appropriate Committee.

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CS.12.03.19

BUDGETARY CONTROL REPORT By Directorate and Service Period 10 - January 2019 Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ % Community & Wellbeing 100 Community & Wellbeing HQ 130,017 130,900 (883) 160,500 0.7 110 Environmental Health 1,261,669 1,382,600 (120,931) 1,723,700 8.7 120 Community and Culture 1,555,816 1,675,600 (119,784) 1,937,800 7.1 130 Leisure and Amenities 4,822,733 4,673,600 149,133 5,593,100 3.2 Totals 7,770,236 7,862,700 (92,464) 9,415,100 1.2

Environment 200 Environment HQ 121,014 121,800 (786) 147,900 0.6 210 Waste and Cleansing Services 10,572,890 10,465,400 107,490 12,608,600 1.0 220 Assets and Property Services 5,418,645 5,223,600 195,045 6,537,400 3.7 230 Regulatory Services 116,622 154,900 (38,278) 344,400 24.7 Totals 16,229,171 15,965,700 263,471 19,638,300 1.7

Regen, Development & Planning 300 Regen, Dev & Planning HQ 259,274 267,500 (8,226) 458,600 3.1 310 Regeneration 529,975 660,900 (130,925) 1,170,900 19.8 320 Econ Dev & Tourism 767,301 883,500 (116,199) 1,148,500 13.2 330 Planning 826,118 868,100 (41,982) 1,065,900 4.8 340 Tourism 1,518,492 1,602,900 (84,408) 2,016,700 5.3 Totals 3,901,160 4,282,900 (381,740) 5,860,600 8.9

Finance & Performance 400 Finance & Performance HQ 20,181 88,100 (67,919) 105,800 77.1 410 Internal Audit 52,280 52,000 280 62,000 0.5 420 Finance 1,027,262 1,080,900 (53,638) 1,353,500 5.0 430 Performance & Projects 1,798,768 1,805,000 (6,232) 2,350,200 0.3 Totals 2,898,491 3,026,000 (127,509) 3,871,500 4.2

Org Development & Administration 500 OD & Admin HQ 149,538 145,700 3,838 174,300 2.6 510 HR & OD 810,656 821,900 (11,244) 968,400 1.4 520 Administration & Customer Svcs 2,522,823 2,704,900 (182,077) 3,401,000 6.7 Totals 3,483,018 3,672,500 (189,482) 4,543,700 5.2

Chief Executive 600 Chief Executive 347,952 412,900 (64,948) 555,300 15.7 610 Community Planning 139,094 147,000 (7,906) 186,100 5.4 620 Corporate Communications 366,526 381,000 (14,474) 503,400 3.8 Totals 853,572 940,900 (87,328) 1,244,800 9.3

NET COST OF SERVICES 35,135,648 35,750,700 C (615,052) 44,574,000 1.7

Non Service Income and Expenditure 910 Capital Financing 4,452,000 4,585,200 (133,200) (3,879,800) 2.9 920 Bank Interest (74,929) (44,700) (30,229) (54,200) (67.6) 930 Year End Transactions 64,003 58,500 5,503 - 9.4 940 District Rates & Grants (40,802,591) (40,995,700) 193,109 (48,847,900) (0.5) Non Service Income and Expenditure (36,361,518) (36,396,700) D 35,182 (52,781,900) (0.1)

Grand Totals A (1,225,870) B (646,000) E (579,870) (8,207,900) (89.8) 3

CS.12.03.19

BUDGETARY CONTROL REPORT By Income and Expenditure Period 10 - January 2019 Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £

Community & Wellbeing 100 Community & Wellbeing HQ 130,017 130,900 (883) - - - 110 Environmental Health 1,691,146 1,770,300 (79,154) (429,477) (387,700) (41,777) 120 Community and Culture 2,476,151 2,818,800 (342,649) (920,335) (1,143,200) 222,865 130 Leisure and Amenities 7,059,933 7,004,500 55,433 (2,237,200) (2,330,900) 93,700 Totals 11,357,248 11,724,500 (367,252) (3,587,012) (3,861,800) 274,788

Environment 200 Environment HQ 121,014 121,800 (786) - - - 210 Waste and Cleansing Services 11,848,865 11,841,600 7,265 (1,275,975) (1,376,200) 100,225 220 Assets and Property Services 5,589,058 5,357,500 231,558 (170,413) (133,900) (36,513) 230 Regulatory Services 2,028,950 2,124,200 (95,250) (1,912,328) (1,969,300) 56,972 ------Totals 19,587,887 19,445,100 142,787 (3,358,717) (3,479,400) 120,683

Regen, Development & Planning 300 Regen, Dev & Planning HQ 260,107 267,500 (7,393) (833) - (833) 310 Regeneration 969,638 846,700 122,938 (439,663) (185,800) (253,863) 320 Econ Dev 1,112,812 1,189,600 (76,788) (345,511) (306,100) (39,411) 330 Planning 1,623,485 1,719,100 (95,615) (797,368) (851,000) 53,632 340 Tourism 1,586,041 1,656,800 (70,759) (67,550) (53,900) (13,650) Totals 5,552,084 5,679,700 (127,616) (1,650,924) (1,396,800) (254,124)

Finance & Performance 400 Finance & Performance HQ 20,181 88,100 (67,919) - - - 410 Internal Audit 52,280 52,000 280 - - - 420 Finance 1,027,064 1,080,900 (53,836) 198 - 198 430 Performance & Projects 1,800,673 1,805,000 (4,327) (1,905) - (1,905) Totals 2,900,199 3,026,000 (125,801) (1,707) - (1,707)

Org Development & Administration 500 OD & Admin HQ 149,538 145,700 3,838 - - - 510 HR & OD 830,284 821,900 8,384 (19,628) - (19,628) 520 Administration & Customer Svcs 2,856,232 2,985,500 (129,268) (333,408) (280,600) (52,808) Totals 3,836,054 3,953,100 (117,046) (353,036) (280,600) (72,436)

Chief Executive 600 Chief Executive 347,952 412,900 (64,948) - - - 610 Community Planning 139,094 147,000 (7,906) - - - 620 Corporate Communications 366,526 381,000 (14,474) - - - Totals 853,572 940,900 (87,328) - - -

NET COST OF SERVICES 44,087,044 44,769,300 (682,256) (8,951,396) (9,018,600) 67,204

Non Service Income and Expenditure 910 Capital Financing 4,452,000 4,585,200 (133,200) - - - 920 Bank Interest - - - (74,929) (44,700) (30,229) 930 Year End Transactions 64,003 58,500 5,503 - - - 940 District Rates & Grants - - - (40,802,591) (40,995,700) 193,109 Non Service Income and Expenditure 4,516,003 4,643,700 (127,697) (40,877,520) (41,040,400) 162,880

Grand Totals 48,603,047 4 49,413,000 F (809,953) (49,828,916) (50,059,000) G 230,084

CS.12.03.19

Explanation of Variance

A Budgetary Control Report by Income and Expenditure by Directorate was shown below which analysed the overall favourable variance (£579,870 – box E on page 2) as expenditure (£809,953 favourable – box F) and income (£230,084 adverse – box G).

The overall Council favourable variance (£579,870 – box E) could be summarised by the following table: -

Type Variance Comment £’000 This was mainly due to a number of Salary Costs (685.9) vacant posts which either were to be filled or were in the process of being filled. Maintenance costs 162.8 Explained on Environment report Explained on the Community and Leisure running costs (144.9) Wellbeing report Explained on the Community and Leisure income 93.7 Wellbeing report Based on updated Q3 information from Rates Income 172.9 LPS Capital Financing (133.2) Lag in capital expenditure Combined effect of other expenditure & Other Variances (45.3) income

Total (579.9) Box E

FINANCE & PERFORMANCE

Expenditure - £125.8k (4.2%) better than budget to date.

1. Finance & Performance HQ - £67.9k under budget. This was due to a vacant post which had been filled in December. 2. Finance - £53.8k under budget. Payroll costs were £76.5k under budget to date due to a delay in resourcing the software implementation projects. Legal fees were £15.5k adverse due to the Council’s share of costs in respect of the Leisure Services special legal regime VAT Tax Tribunal case. 3. Performance & Projects - £4.3k favourable. Payroll costs were £7.2k under budget to date due to a vacant post which was being covered by agency.

ORGANISATIONAL DEVELOPMENT & ADMINISTRATION

Expenditure - £117.0k (3.0%) better than budget to date. This favourable variance was mainly made up of the following: - 5

CS.12.03.19

4. Human Resources and Organisational Development - £8.4k adverse which mainly consisted of: - a. Payroll was £30.5k favourable. One post was being covered at no cost to Council and 2 administration posts had now been filled. b. Recruitment costs were £23.4k adverse. Two assessment centres had been required so far that year which had not been budgeted for. c. Corporate Training expenditure was £15.8k over budget but this was more than offset by increased income – see 7a below 5. Administration & Customer Services - £129.3k favourable which mainly consisted of: - a. Payroll was £92.8k favourable due to vacancies within Compliance (£56.8k) and Risk Management (£40.5k) some of which were in the process of being filled. b. Customer Services running costs were £28.4k better than budget to date mainly due to stationary, postage and training spend being less than expected to date.

Income - £72.4k (25.8%) better than budget to date. This favourable variance was mainly made up of the following: -

6. Administration income was £52.8k better than budget to date a. Land and Property rent income was £25.4k higher than budget to date. b. Registration income was £11.4k better than budget to date. c. Risk management income was £12.8k better than budget. The Council received £13.9k from its insurers in respect of costs connected with the Regina Caelis boat. 7. HR & OD income was £19.6k better than budget to date a. Corporate Training income was £19.6k better than budget. Non- Council staff attending Council run courses had been rebilled. In addition, there had been internal contributions from two Council services that did not expect to use their own training budgets that year to Corporate Training to help fund additional Corporate Training courses. This was, in effect, additional income to Corporate Training and offset the adverse expenditure variance – see 4c above.

CHIEF EXECUTIVE

Expenditure - £87.3k (9.3%) better than budget to date. This favourable variance was mainly due to payroll costs being £79.5k less than budget to date due to vacant posts in Chief Executive’s Office and Corporate Communications. Most of Corporate Communications vacant posts were being covered by agency staff.

NON-SERVICE INCOME AND EXPENDITURE

Expenditure - £127.7k (2.7%) better than budget to date.

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CS.12.03.19

8. This favourable variance was mainly due to interest payable and MRP being under budget (£133.2k) as a result of a lag in capital expenditure delaying the need to borrow.

Income - £162.9k (0.4%) worse than budget to date.

9. The Council had been advised by LPS that, based on Quarter 3 information, the 2018/19 rates outturn may result in a clawback of £173.0k. As mentioned the previous month this was due to a second significant property revaluation. The graph, below, illustrated the trend of previous years APP forecasts and finalisations.

In addition, the Council’s estimated Quarter 3 2018/19 De-Rating Grant finalisation was indicating a clawback of £20.3k. Bank interest income was £30.2k better than budget to date.

RECOMMENDED that the report be noted.

AGREED TO RECOMMEND, on the proposal of Alderman Carson, seconded by Alderman Gibson, that the recommendation be adopted.

4. SCHEME OF ALLOWANCES FOR 2019/20 (FIN23) (Appendix I)

PREVIOUSLY CIRCULATED:- Report from the Chief Executive providing an update on the above and attaching scheme of allowances (version 7) 2019-20.

7

CS.12.03.19

Background

Regulation 3 of the Payments to Councillors regulations required district councils to prepare and publish a scheme of allowances payable to its Members for each year.

Scheme of Allowances

The Department for Communities had issued updated statutory guidance in respect of Payments to Councillors in Circular 23/2016 and provided updated rates for allowances in Circular 12/2018.

The Scheme was substantially the same as version 6.1 (approved in September 2018), however the following changes had been made:

• Rates and allowances in Section 3 and Schedule 1 had been updated; and • Added the ability to submit expense claims using the new CoreExpense system currently being implemented. This functionality would not be available immediately, but members would be informed when this was available in due course.

The scheme would be reviewed following the Annual Meeting and when the Department for Communities updated the Dependant Carers Allowance rates. The revised scheme would be brought back to Council for approval.

Both the scheme of allowances and the statutory guidance issued by the Department for Communities formed Part 5 of the Council’s constitution and therefore needed updating following approval of the new scheme.

RECOMMENDED that the Council approves version 7 of the Scheme of Allowances to replace the previous version 6.1, with effect from 1 April 2019 and updates its constitution accordingly with the new scheme.

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

Councillor Smith wished to make an alternative proposal, that version 7 be approved with the addition of a new section added to Part 7 – Travel and Subsistence Allowances, to read ‘no mileage will be paid for the first 10 miles of any journey within the Borough’ and under Section 1 ‘special responsibility allowances will be cut by 25% of the amount shown. These will come into effect from April 1 2019 and the Council will update its constitution according to the new scheme.’

As there was no seconder, the amendment FELL.

Councillor Smith stated that he did not support the Scheme and that members needed to take stock of where they were in terms of their basic allowance. He did not believe members should be paid a rate of 65p per mile, as that equated to almost £15k per year on members’ mileage. He preferred that they should not allow

8

CS.12.03.19 mileage payments for any journeys within the Borough and stated that Members should show the public that they were being prudent with ratepayers’ money.

AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Alderman Keery, that the recommendation be adopted.

5. PERFORMANCE REPORTS Q3 2018/19 (Appendix II)

PREVIOUSLY CIRCULATED:- Performance Reports from the following Directorates:

(a) Corporate Communications (b) Community Planning (c) Finance (d) Performance and Projects (e) Administration (f) Human Resources

RECOMMENDED that the reports be noted.

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

6. SERVICE PLANS 2019/20 (Appendix III)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching Draft Service Plans for 2019/20 for the following Service areas:

(a) Corporate Communications (b) Community Planning (c) Finance (d) Performance and Projects (e) Administration (f) Human Resources

The report detailed that Service Plans were produced by each Service in accordance with the Council’s Performance Management policy.

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities • Motivate and develop staff

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• Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable them to recognise success and address underperformance

The plans had been developed to align with objectives of the Corporate Plan 2015-20 and the Annual Performance Improvement Plan (PIP) 2019/20. The agreement of the plan would also aid toward achievement of the Council’s community planning duties under the Local Government Act (NI) 2014.

The Service Plans highlighted where the service contributed to the Corporate Plan and, where this was the case, set out the objectives of the service for the 2019/20 year. It further identified the key performance indicators used to illustrate the level of achievement of each objective, and the targets that the Service would try to attain along with key actions required to do so.

The Service Plans also identified key risks to the services along with analysis of those and necessary actions to mitigate/manage risks. Key risks impacting services would be incorporated into the Corporate Risk Register.

The plans were based on the agreed budget. It was noted that, should there be significant changes in-year (e.g. due to Council decisions, budget revisions or changes to the community planning legislation) the plans may have to be revised.

The Committee would be provided with quarterly update reports on performance against the agreed plans.

RECOMMENDED that the Service Plans be adopted.

AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Alderman Keery, that the recommendation be adopted.

7. SUSTAINABLE NORTHERN IRELAND FUNDING REQUEST (SUS 1) (Appendix IV)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development Administration and attaching letter from Sustainable NI and Sustainable NI Council Work Plan 2018/19.

The report detailed that Sustainable NI assisted all Councils to achieve their Statutory Duty on Sustainable Development under The NI (Miscellaneous Provisions) Act 2006.

The letter detailed the role played by Sustainable NI in the absence of the Assembly.

Officers had recently met with the Director of Sustainable NI and discussed key issues: 10

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• Clean Technology and E-Cars • Circular Economy • Sustainable Food and Biodiversity

Sustainable NI had developed key screening and assessment tools designed specifically for Councils including:

• The Sustainability Assessment Toolkit (SAT) which the Council currently used to screen policies and projects for their impacts on sustainability issues and • The Sustainability Audit Matrix (SAM) which the Council used to assess how well it had integrated sustainability into its culture, policies and practices.

Sustainable NI was also a key link between Local and Central Government and their current Strategy for 2019-2024, titled ‘Time for Change – Creating a more Sustainable Future for Northern Ireland’ includes the following aims:

• Elected Member and Officer Training & Development • Regional Working Groups – including an All Party Group on Sustainable Development • Research, Development, Guidance & Publications • National and Regional policy and lobbying • Regional communications

The Council had funded Sustainable NI with a contribution of £5,000 for the years 2015/16, 2016/17 and 2017/18 and it was proposed that the same contribution of £5,000 be agreed for the next financial year 2019-2020.

RECOMMENDED that the Council agrees to make a financial contribution of £5,000 to Sustainable NI for the financial year 2019/20.

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

8. MULTI DENOMINATIONAL SERVICE OF THANKSGIVING FOR THE EMERGENCY SERVICES AND FIRST RESPONDERS (NOM 63)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration stating that a Notice of Motion had been agreed in June 2018 stating:-

“That this Council requests that officers bring back a report on the possibility of organising with local Churches an Annual Multi Denominational Service of Thanksgiving for the work of the Emergency Services and First Responders.”

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Report and Proposal

In the first instance, officers had met with representatives of both the Ards and Bangor Clergy Groups. They had both confirmed that, following consultation with their respective groups, they would be supportive of and willing to be involved in such a service.

Contact had also been established with the Emergency Services and First Responder Groups, and officers had met with representatives from PSNI, NIFRS and NIAS to discuss the proposal. They expressed enthusiasm for the service and a willingness for their organisations to be actively involved. They were grateful to the Council for recognising their contribution and confirmed that the church service would be supported. It was intended that invitations to attend and participate in the Service would be circulated more widely to all emergency responder groups, including the NI Coastguard, NI Air Ambulance and other charitable and voluntary organisations, e.g. RNLI.

Discussion had also taken place around the most suitable dates and times to hold the service to ensure maximum attendance.

It was therefore proposed that:

1. the Council held a Multi-denominational Service of Thanksgiving for the Emergency Services and First Responders on an annual basis, 2. the first service be held on the afternoon of either Sunday, 1 September or Sunday, 8 September 2019, subject to the availability of the local Clergy; 3. Whilst the design and format of the event had yet to be agreed with all partners, the event be held outdoors (to increase inclusivity), with the location rotating year on year between Bangor and Newtownards. Possible locations may be Conway Square, Newtownards and Ward Park, Bangor. 4. The focus would very much be on the emergency services locally and the families of serving members would also be invited. 5. Members would be robed at the service. 6. The finer arrangements be taken forward by officers, the above representatives of the Emergency Services and the chairs of the local Clergy groups.

RECOMMENDED that the Council proceeds to hold an annual Multi-denominational Service of Thanksgiving for the Emergency Services in line with the above proposals.

Councillor Muir thanked officers for the work done to date. He believed the Service of Thanksgiving would be a positive demonstration of the support of the Council.

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

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9. VETERANS’ DAY (CEV 54)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration providing an update on the above.

Background – Veterans’ Day 2018

In September 2017, the following Notice of Motion was passed by the Council:-

“That this Council proposes reviving the Veterans’ Day event (which was previously hosted by Ards Borough Council) to recognise the invaluable contribution of men and women from this Borough who have served their country at home and abroad and tasks officers to begin conversations with the Royal British Legion, relevant regimental associations and other appropriate bodies with a view to hosting the first event in June 2018.”

On Friday,15 June 2018, the Council held its first event which had been very successful, attracting high participation from veterans and regimental associations, as well as the attendance of about a thousand spectators. The Veterans’ Day parade had been led by the Band of the Royal Marines and the special guest was Mr Eddie Spence, recipient of the Legion d’Honneur.

A range of family fun activities, cooking demonstrations and military displays had been held at South Street car park Newtownards. They had not been well supported, perhaps due to a combination of venue and poor weather on the evening.

2019 Proposal

Council officers had been in talks with the Royal British Legion and Armed Forces colleagues with a view to organising Veterans’ Day 2019. Royal British Legion representatives expressed delight at the success of the previous year’s event which had been greatly appreciated by the veterans involved and their families. It was therefore proposed to deliver the same format for the Parade and Beating Retreat, with the parade being led by the Band of the Royal Irish Regiment, culminating in the band Beating Retreat and speeches being delivered at Conway Square, Newtownards. The Band was only available on Saturday, 15 June 2018.

As 8 June 2019 marked the 75th Anniversary of D-Day, it was proposed to invite the US Consul General as the guest of honour.

Consideration had been given to programming family events in Conway Square on the day of the event. As the Newtownards Market operated in Conway Square on Saturdays, an informal approach had been made to the Secretary of the Ards Saturday Market Traders Co-operative Ltd to gauge his views around not holding the market on Saturday, 15 June 2019, to allow them to host the event in Conway Square. While he accepted that the Council had the ability to do so under the terms of the franchise, he believed that this would be received unfavourably by stallholders (who would lose significant income on a summer’s day) and the wider trading community as the market was seen as an integral part of the Saturday retail 13

CS.12.03.19 experience in Newtownards, as well as regular visitors to the town. Early closure of the market was considered to be a more acceptable, lower impact option, provided it was suitably advertised.

Officers had held discussions with military colleagues from 38th Irish Brigade and other regiments about the possibility of having other military displays and demonstrations in Conway Square to complement the arrangements above. They stated that it would not be feasible to have regular Armed Forces or Reserves in attendance, given that they would be required to give up their time to participate in Armed Forces Day in Lisburn the following week. They further expressed the view that it would be inappropriate to host such events on Veterans’ Day where the focus should firmly be on Veterans.

In light of the above, it was proposed that the Council:

• hosted a Veterans’ Day parade in the early evening of Saturday, 15 June 2019, led by the Band of the Royal Irish Regiment (precise times to be agreed); • asked the Saturday market to close early to enable Conway Square to be vacated by 2.00pm to allow for the area to be cleaned, bins emptied and a security sweep to be carried out.

It was further proposed that:

• the Mayor would deliver a welcome speech and pay tribute to the veterans on parade; • the US Consul General Elizabeth Kennedy Trudeau would be invited as the guest of honour; • Council members (in ceremonial robes) and invited guests would view the proceedings from seats at the front of the Town Hall Arts Centre; • the Band would perform a Beating Retreat Ceremony in the Square. • participants and guests would be invited for refreshments at the Royal British Legion Halls, with the Council covering reasonable catering costs.

RECOMMENDED that the Council agrees to the above proposals and that members save the date in their diaries.

Councillor McIlveen wished to propose the recommendation with an amendment, that officers spoke to the Royal British Legion to confirm the proposal met with its approval. Alderman Carson seconded the proposal.

Councillor Chambers warmly welcomed any event that recognised the contribution of veterans of the armed forces and that also reminded them of those who give their lives in the service of their country. He noted that the report referenced that the 75th anniversary of the D-Day Landings fell on the 6th of June and that the US Consul was to be invited to the Veterans Day event, presumably in acknowledgement of the fact that a huge USN fleet left Bangor Bay to be part of the D-Day offensive. In the days before the fleet sailed for Normandy General Dwight D Eisenhower had visited Bangor to review the fleet. He was the Allied Commander in Chief and later went on 14

CS.12.03.19 to serve two successful terms as President of the USA. He was quoted as saying that he would never send a young man into war without looking him in the eye and explaining why. That was the purpose of his visit to Bangor. He boarded every ship in over a number of days and addressed every soldier and sailor that was going to Normandy.

He continued, that on the occasion of the 60th Anniversary of D-Day North Down Borough Council had invited Mary Jean Eisenhower, a Grand Daughter of the late President Eisenhower, to come over to Bangor to rename the old North Pier "The Eisenhower Pier". Also, on the 50th Anniversary a US Coastguard Cutter anchored off Bangor and a number of US D-Day veterans who sailed in the Fleet that went to Normandy from Bangor paraded through the town. The Council was presented with a replica of the Lone Sailor Statue that stands in Washington DC and that was now on display in the Town Hall Museum.

Continuing he stated that, given the strong connections that Bangor had with the D- Day landings it would be remiss of the Council not to commemorate the 75th Anniversary in Bangor and on the Eisenhower Pier that was so closely associated with this event that changed the course of the second world war. He then suggested an amendment to the report,

“to also include a modest event, possibly on Saturday 8th June 2019, on the Eisenhower Pier with an opportunity to lay poppy wreaths in memory of those who sailed from Bangor but lost their lives in the action to take back Europe from the Nazis. Given the strong and well documented involvement of US armed forces it would also be appropriate to invite the US Consul to be part of this ceremony.”

He was sure that the Bangor Branch of the RBL would be delighted to be part of organising such an event.

Councillor Chambers proposed, seconded by Councillor Smith, that a report be brought back to the Council on the possibility of a 75th anniversary of D-Day event at Eisenhower Pier

The Director of Organisational Development and Administration confirmed that the amendment could be taken if the Committee so wished, but it did seem to be a separate event to that detailed in the original report.

Councillor Chambers acknowledged that a notice of motion should have been brought but it was just a case of timing.

Councillor McIlveen highlighted that this type of event was not organised by a team of events staff, rather it was down to the Head of Administration and Democratic Services Manager. He expressed concern about over-burdening those two members of staff. Whilst in principle he had no problem with the event itself, he was concerned about the extra burden it would place on staff.

The Director confirmed that a report could be brought to Council on the possibility of organising such an event. 15

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At this stage in the meeting, a vote was taken on the amendment and it was unanimously agreed to bring a report back to the next Council meeting.

AGREED TO RECOMMEND, on the proposal of Councillor McIlveen, seconded by Alderman Carson, that the recommendation be adopted subject to speaking to the Royal British Legion to check it meets with their approval.

FURTHER AGREED TO RECOMMEND, to bring a report back to Council on the possibility of a 75th anniversary of D-Day event at Eisenhower Pier, Bangor.

10. REQUEST TO LIGHT UP COUNCIL BUILDINGS BY ALZHEIMER’S FOUNDATION OF AMERICA (FILE LP37)

The Director of Organisational Development and Administration advised that the item had been withdrawn.

NOTED.

(Councillor Muir having declared an interest left the meeting at this stage – 7.15pm)

11. REQUEST FROM DORAN CONSULTANTS (ON BEHALF OF TRANSLINK) FOR PERMISSION TO CARRY OUT A SITE INVESTIGATION ON THE FORESHORE OF HOLYWOOD SEA DEFENCES (FILE LP419) (Appendix V)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration stating that the Council had received a request from Doran Consultants (on behalf of Translink) and attaching site access plan and site investigation outline drawing, to access Council land in order to carry out site investigation works on the foreshore of the Holywood Sea Defence. The works would take approximately 4-5 days.

The investigation works would be carried out by Hanmar Site Investigation Services and the work would facilitate detailed design of the remedial works required to the existing revetment sheet piles at the toe of Translink railway embankment. The works would comprise of trial pits located seaward of the coastal wall and record sheet pile thickness.

During the investigation, Hanmar would liaise and co-operate with any other site users to mitigate unnecessary disruption and inconvenience. The contractor would maintain pedestrian access along the coastal path and along the beach and there would be somebody marshalling the excavator at all times. The existing grass would be protected with mats.

Translink had submitted a risk assessment and it had also obtained approvals from DAERA. 16

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Council officers had been consulted and had commented that residents had previously raised concerns regarding the stability of the pathway along the front between Seapark Road and Seapark Avenue. The contractor should therefore liaise with local residents before commencing the work and try to avoid heavy plant along this path.

Any permission would also be subject to the following:

• Translink/Hanmar to indemnify the Council against all claims which may result from the works and furnish Council with a copy of the relevant insurance policy. • The area to be reinstated to the satisfaction of Council’s officers. • A site meeting to be arranged with Council Officers prior to the work commencing. • The works being planned and undertaken in such a manner as to cause minimal disruption to the surrounding area. • Appropriate safety measures must be in place for the duration of the works.

RECOMMENDED that the Council accedes to the request subject to terms and conditions listed above.

AGREED TO RECOMMEND, on the proposal of Alderman Graham, seconded by Alderman Keery, that the recommendation be adopted.

(Councillor Muir returned to the meeting at this stage – 7.16pm)

12. REQUEST FROM MCAULEY’S AMUSEMENTS FOR 2X CHILDREN’S ATTRACTIONS AT THE SECOND FOUNTAIN AREA NEAR THE CARPARK ALONG THE PROMENADE, BANGOR (FILE LP2MMPT3) (Appendix VI)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching map stating that the Council had received a request from Paul McAuley from McAuley’s Amusements to use the area at the second fountain from the McKee Clock towards Pickie to operate a children’s hobby horse and a children’s paratrooper/skydiver ride on Monday 22 April and Tuesday 23 April (Easter Monday and Tuesday).

Mr McAuley had operated the attractions the previous year on Easter Tuesday with no issues reported. The attractions also formed part of the Council’s events on Easter Saturday.

Council officers had been consulted and had no objections. Any approval would be subject to the following conditions:

I. Paying an appropriate fee. 17

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II. Providing a risk assessment and event management plan. III. Displaying public notices for at least two weeks before the event to notify the public that said event was due to take place in the area. Signage to be agreed in advance with appropriate Council officer. IV. Public notices had to be removed after the event within seven days. V. Providing appropriate welfare facilities at own cost. Number to be agreed with appropriate Council officer in advance. VI. Providing evidence of relevant insurances and health and safety reports and fully indemnifying the Council against all risks associated with the use of land or property. VII. Making good any damage caused during the to the satisfaction of Council officers. Should the Council have to undertake remedial works the costs would be recovered from the organiser. VIII. Putting in place protective measures for areas where important natural heritage was present. IX. Arranging for the collection and subsequent removal of all litter and other debris from the main event and adjacent areas during the event, as well as once the event had concluded, however, should the Council have to do any additional cleaning the costs would be recovered from the organiser. X. Arranging for the prompt removal of any items used in connection with the event. XI. Putting in place plans to limit any negative impact on the public using the land at the same time as the event. XII. Obtaining and providing evidence of permits/licences/registrations and approvals. XIII. Indemnifying the Council against all claims which may result from the event or use of the area, and to providing the Council with a copy of the relevant insurance policy. XIV. Ensuring that only the designated area, or areas specified by Council officers were used for the event. XV. Ensuring that adequate marshals were placed throughout the designated area to ensure that members of the public were not endangered by the event. XVI. Where electrical supplies were being used, this had to be agreed in advance with Council officers. Additional costs may apply depending on the services required. XVII. No petrol generators were to be used.

RECOMMENDED that the Council accedes to the request and grants permission to Mr McAuley to operate the 2 attractions on the dates requested.

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

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13. REQUEST TO USE BALLYMENOCH PARK FOR 12TH JULY CELEBRATIONS (LP2V) (Appendix VII)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching site map stating that the Council had received a request from Mr Manley on behalf of Holywood Orange District Lodge No.14 to use Ballymenoch Park for the 12th of July celebrations. They would require the land from 6am to 8pm and there would be approximately 10,000 attending. They intended to have food vendors, stalls, live recorded music, inflatables and staging.

Council officers had been consulted and had requested a site visit with the organisers to agree the areas of use. It was also noted that the organiser would need to hire portable portaloos and make arrangements to litter pick and remove all waste from the area after the event.

The request conformed with the Use of Council land policy and permission would be subject to the following:

1. The organisers meeting with Council officers to agree the designated areas of use and to confirm further details regarding the inflatables and staging, and

2. Agreeing to the following conditions:

XVIII. Paying the relevant fee for traders as per the Councils current policy. (£30 for up to 3 traders, and £10 per trader after this) XIX. A bond of £500.00 had to be paid prior to the event, which would be refunded following a satisfactory inspection of the area by a Council officer after the event had left the site. XX. Ensuring that all safety regulations regarding the use of inflatables were adhered to. XXI. Providing a risk assessment and event management plan. XXII. Displaying public notices for at least two weeks before the event to notify the public that said event was due to take place in the area. Signage to be agreed in advance with appropriate Council officer. XXIII. Public notices had to be removed after the event within seven days. XXIV. Providing appropriate welfare facilities at own cost. Number to be agreed with appropriate Council officer in advance. XXV. Providing evidence of relevant insurances and fully indemnifying Council against all risks associated with the use of land or property. XXVI. Making good any damage caused during the to the satisfaction of Council officers. Should the Council have to undertake remedial works the costs would be recovered from the organiser. XXVII. Putting in place protective measures for areas where important natural heritage was present. XXVIII. Arranging for the collection and subsequent removal of all litter and other debris from the main event and adjacent areas during the event, as well as once the event had concluded, however, should the Council

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have to do any additional cleaning the costs would be recovered from the organiser. XXIX. Arranging for the prompt removal of any items used in connection with the event. XXX. Putting in place plans to limit any negative impact on the public using the land at the same time as the event. XXXI. Obtaining and providing evidence of permits/licences/registrations and approvals. XXXII. Indemnifying the Council against all claims which may result from the event or use of the area, and to provide the Council with a copy of the relevant insurance policy. XXXIII. Ensuring that only the designated area, or areas specified by Council officers were used for the event. XXXIV. Ensuring that adequate marshals were placed throughout the designated area to ensure that members of the public were not endangered by the event. XXXV. Where electrical supplies were being used, this had to be agreed in advance with Council officers. Additional costs may apply depending on the services required. XXXVI. No petrol generators were to be used. XXXVII. Providing the Council with a list of any suppliers/food providers for the event at least six weeks in advance of the event taking place.

RECOMMENDED that the Council accedes to the request subject to the organisers agreeing to the conditions detailed above.

Councillor McKee stated that the report did not mention any consultation with residents living in the area close to the park and he asked whether any had taken place and if not, when would that take place. Secondly, he asked if any consultations had taken place with the PSNI and DfI in respect of the safety of 10,000 people getting to and from that location and where those attending were going to park considering the limited spaces in that area. Finally, he noted that there was there no mention in the conditions of use that encouraged the organisers of the event to provide segregated waste to minimise the single use plastics and food waste going to landfill and should the Council not be helping to encourage visitors to recycle at all events in the Borough.

In response, the Compliance Manager advised that they did not normally consult with residents for that type of event and that use of land. He continued, that he was not aware of any issues with including recycling conditions.

Councillor McKee replied that other events mentioned recycling materials within the conditions but this one did not.

The Director of Organisational Development and Administration confirmed that there was no difference with this event and that the condition could be added in.

AGREED TO RECOMMEND, on the proposal of Alderman Graham, seconded by Alderman Keery, that the recommendation be adopted. 20

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FURTHER AGREED TO RECOMMEND, to consider consulting with residents if deemed appropriate and to also add to the conditions the importance of recycling relevant materials.

14. REQUEST TO USE BALLYMENOCH PARK ON SATURDAY 31 AUGUST 2019 (LP390) (Appendix VIII)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching site map stating that the Council had received a request from Mr Cunningham on behalf of the City of Belfast Grand Black Chapter to use Ballymenoch Park, Holywood for the annual Last Saturday Demonstration.

The outline plan was as follows:

Arrival from 10.15am Platform Proceedings 11am Outward Parade 11.30am Return Parade 4pm

They intended to place a small platform, toilets and a maximum of 3 trading stalls in the grounds (if permitted).

Council officers had been consulted and had requested a site visit with the organisers to agree the areas of use. It was also noted that the organiser would need to hire portable portaloos and make arrangements to litter pick and remove all waste from the area after the event.

The request conformed with the Council’s Use of Council Land Policy and permission would be subject to the following:

1. The organisers meeting with Council officers to agree the designated areas of use, and

2. Agreeing to the following conditions:

XXXVIII. Paying the relevant fee for traders as per the Councils current policy. (£30 for up to 3 traders, and £10 per trader after this) XXXIX. A bond of £500.00 had to be paid prior to the event, which would be refunded following a satisfactory inspection of the area by a Council officer after the event has left the site. XL. Providing a risk assessment and event management plan. XLI. Displaying public notices for at least two weeks before the event to notify the public that said event was due to take place in the area. Signage to be agreed in advance with appropriate Council officer. XLII. Public notices had to be removed after the event within seven days.

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XLIII. Providing appropriate welfare facilities at own cost. Number to be agreed with appropriate Council officer in advance. XLIV. Providing evidence of relevant insurances and fully indemnifying the Council against all risks associated with the use of land or property. XLV. Making good any damage caused during the to the satisfaction of Council officers. Should the Council have to undertake remedial works the costs would be recovered from the organiser. XLVI. Putting in place protective measures for areas where important natural heritage was present. XLVII. Arranging for the collection and subsequent removal of all litter and other debris from the main event and adjacent areas during the event, as well as once the event had concluded, however, should the Council have to do any additional cleaning the costs would be recovered from the organiser. XLVIII. Arranging for the prompt removal of any items used in connection with the event. XLIX. Putting in place plans to limit any negative impact on the public using the land at the same time as the event. L. Obtaining and providing evidence of permits/licences/registrations and approvals. LI. Indemnifying the Council against all claims which may result from the event or use of the area, and to provide the Council with a copy of the relevant insurance policy. LII. Ensuring that only the designated area, or areas specified by Council officers were used for the event. LIII. Ensuring that adequate marshals were placed throughout the designated area to ensure that members of the public were not endangered by the event. LIV. Where electrical supplies were being used, this had to be agreed in advance with Council officers. Additional costs may apply depending on the services required. LV. No petrol generators were to be used. LVI. Provide the Council with a list of any suppliers/food providers for the event at least six weeks in advance of the event taking place.

RECOMMENDED that the Council accedes to the request subject to the organisers agreeing to the conditions detailed above.

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

15. REQUEST FROM ULSTER BANK TO EXTEND ITS LICENCE AGREEMENT FOR MOBILE BANKING UNIT, THE PARADE, DONAGHADEE (LP392) (Appendix IX)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching map stating that the Council had received a request from GVA NI on behalf of Ulster Bank seeking permission to 22

CS.12.03.19 extend its licence agreement for the Mobile Banking Unit at The Parade, Donaghadee.

The Mobile Banking Unit had been operating successfully at that location every Thursday from 10:30am to 12:30pm, from 1 September 2017. The current licence agreement expired on 28 February 2019. GVA NI had requested a 2-year extension to the existing licence agreement, commencing on 1 March 2019.

Council officers have been consulted and have no objection to the Licence being renewed. The Licence should be subject to the following conditions:

a. Ulster Bank agreeing to indemnify the Council against all claims that may arise from the use of the Council’s land. b. Ulster Bank agreeing to make good any damage that may arise from the use of the site to the satisfaction of Council officers. c. Ulster Bank agreeing to pay a suitable fee for the use of the land, such fee to be determined by Land and Property Services. d. The use of the site shall be undertaken in such a way as to cause minimum disruption to the surrounding area. e. Ulster Bank had not and shall not acquire any security of tenure in respect of the site and no relationship of landlord and tenant shall be created between the Council and the Ulster Bank. f. Legal possession and control of the site shall, at all times remain vested in the Council and the Ulster Bank shall not in any way impede the Council or its Officers in the exercise of the Council’s rights of possession and control of the site. g. Ulster Bank ensuring that a blanking plate was inserted into the ‘bollard hole’ on every occasion of use. h. Ulster Bank agreeing to move the Mobile Banking Unit if requested to facilitate the cleaning of the paddling pool. i. Ulster Bank agreeing to pay Council legal fees in relation to this matter.

RECOMMENDED that the Council accedes to the request and extends the licence agreement for The Mobile Banking Unit with the Ulster Bank for a period of 2 years.

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

16. REQUEST FROM OPEN HOUSE TO USE BANGOR CASTLE WALLED GARDEN AS PART OF THE OPEN HOUSE FESTIVAL 2019 (LP402) (Appendix X)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching map stating that the Council had received a request from Open House to use Bangor Castle Walled Garden as part of the Open House Festival from Friday, 23 August to Monday, 26 August (inclusive).

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Open House wished to use the area for the following purposes:

1. To screen two classic films 2. To stage fully seated concerts 3. To host a pop-up Shakespeare Theatre production.

Council officers had been consulted on the request and had stated that a wedding had been booked for Thursday, 22 August in the same location. The use of the area on Friday, 23 August would require the clearance of the site in advance. It was also noted that the placing and size of the stage had caused issues in the past, particularly if it had been a wet summer, as the grass could get damaged by the vehicles needed to move the large stage. However, Open House had used the stage the previous year and there had been no issues. It was further noted that there had been problems in the past with the electrics and officers had recommended a site visit should took place prior to the event with Parks and Safety and Risk to discuss any issues regarding that and to mitigate any damage to the ground. Officers had also requested that the organiser did not use either plastic or glass for catering purposes, in line with the Council’s Sustainability agenda. It had also been confirmed that the events planned by Open House did not clash with the Bluegrass Picnic Event organised by the Council on 25 August 2019 in Ward Park.

Permission would therefore be subject to the following:

1. The organisers meeting with Council officers to agree the designated areas of use and to confirm further details regarding the electrics and the staging.

2. Agreeing to the following conditions:

LVII. If applicable, paying the relevant fee for traders as per the Council’s current policy. LVIII. Not to use either plastic or glass if there was catering provision LIX. Providing a risk assessment and event management plan. LX. Displaying public notices for at least two weeks before the event to notify the public that said event was due to take place in the area. Signage to be agreed in advance with appropriate Council officer. LXI. Public notices had to be removed after the event within seven days. LXII. Providing appropriate welfare facilities at own cost. Number to be agreed with appropriate Council officer in advance. LXIII. Providing evidence of relevant insurances and fully indemnifying Council against all risks associated with the use of land or property. LXIV. Making good any damage caused during the event to the satisfaction of Council officers. Should the Council have to undertake remedial works the costs would be recovered from the organiser. LXV. Put in place protective measures for areas where important natural heritage was present. LXVI. Arrange for the collection and subsequent removal of all litter and other debris from the main event and adjacent areas during the event, as well as once the event had concluded, however, should the Council 24

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have to do any additional cleaning the costs would be recovered from the organiser. LXVII. Arranging for the prompt removal of any items used in connection with the event. LXVIII. Putting in place plans to limit any negative impact on the public using the land at the same time as the event. LXIX. Obtaining and providing evidence of permits/licences/registrations and approvals. LXX. Indemnifying the Council against all claims which may result from the event or use of the area, and to provide the Council with a copy of the relevant insurance policy. LXXI. Ensuring that only the designated area, or areas specified by Council officers were used for the event. LXXII. Ensuring that adequate marshals were placed throughout the designated area to ensure that members of the public were not endangered by the event. LXXIII. Where electrical supplies were being used, that had to be agreed in advance with Council officers. Additional costs may apply depending on the services required. LXXIV. No petrol generators were to be used. LXXV. If applicable, providing the Council with a list of any suppliers/food providers for the event at least six weeks in advance of the event taking place.

RECOMMENDED that the Council accedes to the request subject to the organisers agreeing to the conditions detailed above.

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

17. REQUEST FROM OPEN HOUSE FOR AN OPEN WATER SWIM AS PART OF THE SEASIDE REVIVAL FESTIVAL (LP402) (Appendix XI)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching plan of the route stating that at its meeting in December 2018, the Council had granted approval for Open House to use various areas around Bangor seafront for the Seaside Revival Festival on 6 July 2019. As part of the Festival, Open House was planning to offer an open water swim from “Pickie to the Pier.”

Council officers had been consulted and had made the following comments:

• The water at that location may be subject to potential contamination as there were a number or combined sewage outfalls which discharged in the vicinity after heavy or prolonged rain. However, recent works to the sewage infrastructure should have mitigated this. It was noted that the water had been tested recently by DAERA at the old Skippingstone Bathing Place and it had been confirmed that the water quality was very good. 25

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• The proposal crossed the navigation channel to the Marina and the Marina operator should also be consulted. • Consideration needed to be given as to how swimmers would enter and exit the water • Open House would need to liaise with The Coastguard • Whether there would be any restrictions on the number of swimmers and how they would be identified to ensure all numbers were accounted for.

Quay Marinas had confirmed that it had been in contact with Open House and that the latter was fully aware of the mandatory protocols and safety requirements for that type of event. Quay Marinas and Open House would have regular meetings to discuss progress.

Open House had also confirmed the following:

• It had made initial contact with Ballyholme Yacht Club and Quay Marinas some months earlier as they would be key to the running of the event. • Ballyholme Yacht Club had been running organised swims in conjunction with Swim Ulster for many years and would be working alongside them and their team to produce the event plan and risk assessment. • To date they had had two meetings with a representative from Ballyholme Yacht Club. They had met with a representative from Quay Marinas on two occasions and were implementing the advice he had given them regarding having the water tested as well as marking out the route. • Quay Marinas had agreed to close the marina as well as the entrance for a period of 1- 1 & 1/2 hours to allow the swimmers to enter and exit. • Initial contact had been made with both the RNLI and the Coastguard, however they were yet to have a meeting. • Entrance to the water will be from Skippingstone beach, exit would be via the slipway beside the lifeboats. • The number of swimmers would be restricted. That was to allow Open House to plan for the correct number of spotters from canoes. • There would be spotters from canoes and ribs in accordance with current guidelines. • Swimmers would all need to register via an online ticket system. • Swimmers would sign a consent form and receive a brightly coloured cap that would identify them in the water on the day of the swim. • Before the swim commences there would be a safety announcement over a PA • Swimmers would be counted entering as well as exiting the water. • They had not confirmed the use of electronic timing tags yet, however as well as accurately timing the swimmers they also marked each swimmer into and out of the water. • The course was approximately 650m long.

The standard conditions that applied to use of land for the Seaside Revival Festival would also cover the open water swim. In addition, any approval for the swim should be subject to the following:

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• Open House was to provide confirmation from DAERA that the water was suitable for open water swimming. • Open House was to provide a specific event management plan and detailed risk assessment in relation to the swim. • Open House was to provide regular updates to Council offices as to progress and the outcome of meetings with Ballyholme Yacht Club, Quay Marinas and the Coastguard • Compliance with all safety requirements in relation to open water swimming.

RECOMMENDED that the Council accedes to the request subject to the Open House agreeing to the conditions detailed above.

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

18. RESPONSE TO NOTICE OF MOTION RE: HUNTING ANIMALS WITH DOGS (NOM 88) (Appendix XII)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching letter from Lord Duncan of Springbank, Parliamentary Under Secretary of State for Northern Ireland. The report detailed that the following Notice of Motion had been agreed by the Corporate Services Committee in December 2018:

“That this Council condemns the recent disgraceful act of "Trophy Hunting" on the island of Islay. The killing of animals for sport has no place in today’s society. This event however reminds us that here in NI, hunting animals with dogs is still permissible. With that in mind, we shall write to the Secretary of State calling on her to extend the ban on hunting with dogs to the province as well as taking action to ensuring that "trophy hunting" is also made illegal here.”

The attached response had been received from Lord Duncan of Springbank, Parliamentary Under Secretary of State for Northern Ireland detailing the current position.

RECOMMENDED that the report be noted.

Councillor Smith proposed, seconded by Councillor McKee, that a letter be sent to DEARA asking what steps it could take at the present time to move the matter forward.

Councillor McIlveen stated that at the time the Notice of Motion was brought he made the point clearly that it was a devolved matter and it would be wasting Council’s time. They knew that DEARA could not do anything as it required legislation and so they knew that it would be wasting Council time.

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Councillor Muir concurred, stating that the Council had already taken a clear stance on the matter, had written to DEARA and no legislation had been progressed. He noted that civil servants did not have any power to pass legislation.

The amendment was put to the vote resulting in 4 voting FOR and 4 voting AGAINST.

The Chair had the casting vote and voting FOR, the amendment was passed.

AGREED TO RECOMMEND, on the proposal of Councillor Smith, seconded by Councillor McKee, that Council writes to DEARA to ask what steps can be taken to take the matter forward.

19. RESPONSE TO NOTICE OF MOTION RE: MENTAL HEALTH SERVICES ACROSS NORTHERN IRELAND (NOM 80) (Appendix XIII)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching letter from John Penrose MP, Minister of State, Northern Ireland Office.

The report detailed that The following Notice of Motion had been agreed by the Corporate Services Committee in October 2018:

“That this Council notes that Northern Ireland has the highest suicide rate of any region of the . In Ards and North Down statistics show that in 10 years 2006 to 2016 there were 200 who were recorded as losing their lives to suicide.

We must remind anyone in distress or despair that support was available 24 hours a day, 7 days a week. Urge anyone with suicidal thought to immediately contact their GP or any of the brilliant Mental Health charities for help.

Council notes also that funding of Mental Health Services across Northern Ireland remains inadequate and expresses outrage that the ongoing political impasse at Stormont has meant that Protect Life 2 – the new strategy and action plan to reduce our suicide rate has still not be published due to the absence of a Local Minister. We agree to write to the Secretary of State to emphasis to her that the current situation was unacceptable and urge her to intervene to secure the immediate publication of this strategy.”

The attached response had been received from John Penrose MP, Minister of State, Northern Ireland Office detailing the current position.

RECOMMENDED that the report be noted.

AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Alderman Keery, that the recommendation be adopted.

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20. RESPONSE TO NOTICE OF MOTION RE: CELEBRATION AND VENERATION OF TERRORISTS (NOM 81) (Appendix XIV)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching letter from Karen Bradley MP, Secretary of State for Northern Ireland.

The report detailed that the following Notice of Motion had been agreed by the Corporate Services Committee in October 2018:

“This Council condemns SF/IRA's ongoing celebration and veneration of terrorists who engaged in a bloody sectarian campaign which saw thousands murdered and many more maimed and injured. This Council believes that such commemoration events are hate crimes and provide nothing more than an opportunity for those who still despise those who are British, Protestant and Unionist to revel in the slaughter of innocent people. We call on the Secretary of State to take act to ban these gruesome and vile events which have no part in any civilised society.”

The attached response had been received from Karen Bradley MP, Secretary of State for Northern Ireland detailing the current position.

RECOMMENDED that the report be noted.

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

21. RESPONSE TO NOTICE OF MOTION RE: CARBON NEUTRALITY – ACTION PLAN

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration providing an update on the above.

Background In November 2018, in response to a Notice of Motion, the Council had agreed that Climate Change was one of the biggest global challenges of their time; affirmed that the Council had an important leadership role in creating a low carbon future; and accordingly requested that officers bring back a report on the possibilities of Ards and North Down Borough Council becoming a Carbon Neutral Council, including possible timescales for achieving carbon neutrality.

Wider context The United Nations (UN) Intergovernmental Panel on Climate Change (IPCC) had reported in 2018 that there were 12 years remaining to act on climate change to prevent a catastrophe. That was in keeping with the same 2030 deadline as the UN Sustainable Development Goals.

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Carbon Neutral Definition Carbon neutrality was a net zero carbon footprint achieved by balancing emissions released with an equivalent amount sequestered, avoided or offset. Carbon offsetting was a great way to reduce the emissions that could not be avoided. That helped to combat global climate change as well as caring for local communities. In many instances carbon neutrality provided needed employment, health improvements, biodiversity and broad social benefits for impoverished communities.

Causes of Carbon Emissions Any use of energy within the Borough would produce carbon, that included (but was not limited to): • Commuting – both public and private as well as other road vehicle uses • Residential/commercial/office electricity usage • Waste – collection and treatment • Events • Construction • Street lighting and other public amenities • Agriculture

Methods to reduce Carbon Emissions Actions already taken within Council: Within the Council’s procurement procedures, the Council ensured that any new contracts with energy providers encouraged the use of green energy.

The servicing of Council buildings was reviewed on a quarterly timetable to ensure all aspects were running as efficiently as possible. That would include anything that contributed to the Council’s carbon footprint including office and plant equipment, boilers, radiators and water taps. In accordance with legislation the Council operated an F-Gas Certificate which ensured it installed, maintained and serviced stationary refrigeration, air conditioning and/or heat pumping equipment that contained F-Gas refrigerants. These were designed to contain fluorinated greenhouse gases, in accordance with Article 5.1 of EC Regulations 842/2006 and contribute to reducing carbon emissions.

New buildings were completed to the Building Research Establishment Environmental Assessment Method (BREEAM) Excellence standard, which meant they were recognised by the world’s leading sustainability assessment. BREEAM rated developments were more sustainable environments that enhanced the well- being of the people who lived and worked in them, whilst helping protect natural resources and generally make for a more attractive property investment. One example of this was the Bangor Aurora Leisure Centre. Ultimately, this would reduce the carbon output and help contribute to a carbon neutral Council.

Sustainable NI had hoped to develop an All Party Group on Sustainable Development and had written to all 11 Councils (Mayors/Chairs and Chief Executives) seeking two Elected Member volunteers from each Council area to sit on that new group to meet quarterly. The Council had recently appointed Councillors Thompson and Woods to fulfil that role. The first meeting was anticipated to be in

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March 2019 and would be a forum for ideas to be shared with other Councils, setting an example for Council staff and community members.

Potential Measures: The promotion and development of other measures would only be feasible with significant financial investment as well as commitment and buy in from Chief Executives, Directors and Councillors as well as business owners and funding bodies within the Borough. At this early stage, the financial cost of that was unknown. Using carbon management consultants such as the Carbon Trust would allow for technical and change management support and guidance. Some ways to reduce/offset carbon production included:

• Building renovation projects – increasing energy efficiency • Renewable energy production and investment – sourcing energy alternatives • Energy export – excess energy selling/sharing • Woodland planting – creating carbon sinks • Investment in clean transport infrastructure – including congestion charges • Carbon Budget – allocating/saving money to fund offsetting projects

Developing and implementing their Energy Policy to monitor the Council’s use of energy and production of Carbon would help realise this aim.

5 key areas highlighted to target for Carbon Neutrality by ‘Carbon CLEVER’ (part of The Highland Council, Scotland):

• Economy • Energy – Policy and Carbon Management Plan • Land use & resources • Transport • Engagement strategy – staff and community awareness/involvement

Bristol City Council Example Bristol City Council was one Council aiming for Carbon Neutrality by 2030. Once its plan was established and published, a similar strategy could be investigated that would suit the Council. A Freedom of Information request to the Bristol City Council had confirmed its Carbon Neutrality plan/policy was still under development and not ready for publishing.

It was however understood that Bristol City Council’s current plan included: • Creating a cross party working group to build political consensus, • Creating a new Environmental Sustainability City Board to sit alongside the others such as Health and Wellbeing to lead the creating of the City Carbon Neutrality Strategy, • Holding a series of stakeholder meetings – Top CEOs, Green Capital Partnership, • Commissioning consultancy support to work out what a Carbon Neutral City might look like.

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Proposed Continued Research The Council’s officers would continue to research and liaise with other Councils and Government Bodies in the United Kingdom with the aim of developing practical and long term solutions to reducing the Council’s carbon foot print, in an effort to achieve carbon neutrality. Officers would report back once additional information had been gathered outlining more practical action points and consideration would be given to the inclusion of suitable sustainability performance indicators in the Administration Service Plan.

RECOMMENDED that the report be noted.

Councillor Muir thanked officers for their work to date and he noted that good research had been done around the issues.

Councillor McKee welcomed the report especially in the context that as a Council, they had declared a climate emergency. He looked forward to that being part of a holistic approach by the Council as they worked towards both carbon neutrality and tackling head on the difficult choices they had to make in the Borough to prevent a climate catastrophe.

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

22. RESPONSE TO NOTICE OF MOTION RE: PHASE 3 OF COMBER BYPASS (NOM 78) (Appendix XV)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching letter from Alan Doherty, Departmental Assembly Liaison Officer.

The report detailed that the following Notice of Motion had been agreed by the Corporate Services Committee in November 2018 :

“Given the significant increase and projected increase of housing developments in Comber, Lisbane, and that this Council writes to the Department of Infrastructure to ask what plans they have to develop Phase 3 of the Comber Bypass ie from the Killinchy Street roundabout to the Ballygowan Road, Comber, to reduce the anticipated increased volume of traffic that will pass through the centre of the town.”

The attached response had been received from Alan Doherty, Departmental Assembly Liaison Officer, Department for Infrastructure detailing the current position.

RECOMMENDED that the report be noted.

AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Alderman Graham, that the recommendation be adopted.

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23. RESPONSE TO NOTICE OF MOTION RE: STRANGFORD FERRY SERVICE (NOM 79) (Appendix XVI)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching letter from Katrina Godfrey, Permanent Secretary, Department for Infrastructure.

The report detailed that the following Notice of Motion had been agreed by the Corporate Services Committee in November 2018:

“That this Council agrees to write to Katrina Godfrey, Permanent Secretary of the Department for Infrastructure (DFI) requesting a meeting to discuss the current timetable and operational concerns of the Strangford Ferry Service with the view to addressing the increasing and noticeable needs and requirements of those who avail of this service.”

The attached response had been received from Katrina Godfrey, Permanent Secretary, Department for Infrastructure detailing the current position.

RECOMMENDED that the report be noted.

AGREED TO RECOMMEND, on the proposal of Alderman Carson, seconded by Alderman Gibson, that the recommendation be adopted.

24. ANNUAL SOMME PILGRIMAGE (CX181)

PREVIOUSLY CIRCULATED:- Report from the Chief Executive stating that members would be aware that 1 July 2019 would be the 103rd anniversary of the Battle of the Somme and the strong connection of that to the Borough.

The Council had annually participated in the commemoration events at the Thiepval Monument, Ulster Memorial Tower and the Memorial at Guillemont. This had usually also included wreath laying at the Menin Gate, Ypres and, in 2018, the dedication of a new memorial to the 36th (Ulster) Division and 16th (Irish) Division at Essigny Le Grand. There was also the opportunity to visit the Island of Ireland Peace Tower at Messines.

The Local Government Elections on 2 May 2019 would mean that any specific nominations for attendance would have to await that outcome but it would be recommended that the Council considered attending so that general arrangements could be made ahead of Members being returned.

RECOMMENDED that the Council approves the attendance at the annual Battle of the Somme Commemorations of the Mayor, or if unable to travel the Deputy Mayor; another Member and an Officer with the nomination of the Member to be agreed at the Annual Meeting

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

25. LEARNING AND DEVELOPMENT STRATEGY (HR 27) (Appendix XVII)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching Learning and Development Strategy. The report detailed that the Learning and Development Strategy outlined how the Council developed employee capabilities, skills and competencies in order to provide an optimum service to ratepayers and end users. The goal was to maximise investment in people potential to effectively deliver on objectives within the Corporate Plan and Service Plans. As the Council moved towards a new term and the development of a new Corporate Plan for 2020-24, ensuring employees had the required skills, knowledge and ability was critical.

The Strategy included a Plan for Training for 2019/2020 and, importantly, how training would be evaluated to assess its qualitative impact and how it would continuously improve learning and development in the future.

RECOMMENDED that the Council adopts the Learning and Development Strategy and Plan for Training 2019/20.

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

26. ORGANISATIONAL DEVELOPMENT STRATEGY (HR27) (Appendix XVIII)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching Organisational Development Strategy, Organisational Development Action Plan 2019/2020 and Our People Plan 2019/2020.

The report provided an update on the above.

The Organisational Development Strategy

The Organisational Development Strategy sought to shape employee engagement within the Council and influence the way staff approached their jobs, their careers and ultimately the communities served. Importantly, the document was based on the Investors in People (IIP) framework and therefore underpinned preparation for the next IIP assessment in December 2019.

The Organisational Development Action Plan

The Organisational Development Action Plan summarised actions to be delivered which were detailed in a number of related Strategies and Action Plans including;

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• Learning and Development Strategy • Our People Plan • Pride in Performance Conversations Scheme • Equality and Disability Action Plans • Recruitment and Selection Policy • Behaviour Charter • Customer Excellence Strategy • Internal Communications Policy • Terms of Reference for the Local Government Forum • Terms of Reference for the Staff Consultative Committee

Our People Plan

Chief Executive led employee engagement events in January 2018 had provided a list of key actions and ideas from the workforce for the first people plan. The People Plan for 2019/20 included any activities not completed in 2018/2019 and targeted and prioritised the remaining key actions not included.

RECOMMENDED that the Council adopts the Organisational Development Strategy, Action Plan and Our People Plan for 2019/2020.

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

27. REVISED PRIDE IN PERFORMANCE CONVERSATIONS SCHEME (HR2) (Appendix XX)

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration and attaching revised pride in performance conversations scheme.

The report detailed that the Pride in Performance Conversation Scheme was the Council’s performance management (appraisal) process for employees. The ultimate aim of the Scheme was the creation of high performing teams in tandem with the Organisational Development Strategy framework.

Within the Scheme the main purpose of the process was as follows;

• Individual performance review reflecting PRIDE Values and Behaviours, helping to achieve service and corporate level objectives; • Employee development and support.

The Scheme had been revised in line with the policy review framework, taking into account employee feedback and audit recommendations. Some key updates included:

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• A greater emphasis on SMART objectives which were comprehensively reviewed during each annual Conversation; • More ‘plain English’ wording with improved guidance documents for both line managers and employees; • Removal of a formal review stage of the annual conversation, with the preference being more regular and meaningful discussions. • A comprehensive communication process, to include Briefing Sessions for line managers, would be deployed to effectively update employees on the revised Scheme.

RECOMMENDED that the Council adopts the Revised Pride in Performance Conversation Scheme effective from 01 April 2019.

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

28. SOLACE SUMMIT 2019 (CX1)

PREVIOUSLY CIRCULATED:- Report from the Chief Executive stating that the annual SOLACE Summit or Conference and Exhibition would be held at the National Exhibition Centre (NEC), Birmingham, between 16 and 18 October 2019.

The Summit was aimed at UK Council Chief Executives and Senior Directors and would focus on leadership and the maximisation of opportunities in the uncertain environment faced by public services. It would include sessions on innovation, financial sustainability, commercialisation, digital transformation and future values. There would be a variety of study tours and an exhibition featuring potential partners and service providers.

The Summit also offered the opportunity to network and discuss approaches to common challenges with Chief Executives from throughout the UK.

The Summit offered an early bird Member’s price of £525.00 per delegate including the Conference Dinner but excluding accommodation. The Summit would offer the Chief Executive the opportunity to participate in the SOLACE UK National Conference, benefitting from the opportunity to learn from the presentations, debate, networking and exhibitions in terms of future leadership and development.

RECOMMENDED that the Council approves the attendance of the Chief Executive at the SOLACE Summit on 16-18 October 2019 at the NEC Birmingham, at a delegate rate of £525.00 plus travel and subsistence.

AGREED TO RECOMMEND, on the proposal of Alderman Gibson, seconded by Alderman Graham, that the recommendation be adopted.

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29. COUNCIL PREPARATION FOR BREXIT

PREVIOUSLY CIRCULATED:- Report from the Director of Organisational Development and Administration stating that it was proposed that this report was discussed in public but that the actual Brexit Risk Register for Ards and North Down Borough Council be presented later in Committee/confidence. The reason for this was that the Risk Register contained information provided by a government department upon terms which forbade the disclosure of the information to the public and also referenced some staffing implications.

It had been reported to the Corporate Services Committee in February 2019 that Brexit was a standing agenda item at the monthly SOLACE meetings and that a detailed Risk Register for Local Government in Northern Ireland was being finalised against the 2 scenarios of Managed “No Deal” Exit and a “Disorderly” Exit (direct quotes from the SOLACE Register).

This regional generic risk register had now been disseminated to all 11 Councils and the Corporate Leadership Team (CLT) and Heads of Service had all contributed to populating the document so it was directly applicable to Ards and North Down Borough Council.

There were 16 main areas of risk to be considered:

• Directly Employed Labour and Contracted Out Functions • Cross Border and EU Trade including Inward Investment • Tourism • General EU Funding and Grant Aid • Food Processing and Agri Business • Environmental Health Implications • Consumer Protection and Cross Border Enforcement • Waste Management • Local Planning Functions • Council owned Harbours and Posts • Procurement • Insurance • Data Management & Sharing • Utilities Disruption • Emergency Planning/Civil Contingencies • Fleet, Fuel and Oil

For each of the identified risks Officers had commented on controls already in place and had also commenced work on identifying other Actions which may mitigate the risks further.

The Corporate Leadership Team had also considered the commentary against each of the risks and had assessed the impact and likelihood of each one in turn – using the Council’s Risk Strategy template to ‘traffic light’ each risk as Red, Amber or Green. 37

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All of the risks identified had some level of human or financial implications which could not yet be fully quantified and the Council resource implications for the NICS Paper “Northern Ireland’s Brexit Command, Control and Co-ordination (C3) Arrangements and the Role of Local Government were still being worked through.

RECOMMENDED that this report outlining the ongoing Council preparations for Brexit is noted and that the Brexit Risk Register for Ards and North Down Borough Council is considered in Committee later in the meeting.

Councillor Muir thanked officers for the report and for separating the two items as it allowed them to discuss those issues which were not related to staffing and other matters. He noted that the end of March was soon approaching and he asked what operational preparations the Council had put in place in the event of there being no deal.

The Director of Organisational Development and Administration advised that she would prefer that to be discussed in relation to the Brexit Risk Register which was later on the agenda in committee because it related to both the Council and Northern Ireland wide arrangements.

Councillor Muir asked whether officers were satisfied that there were sufficient preparations in place for Day 1.

In response, the Director of Organisational Development and Administration advised that the information they received from Government departments changed every day and they were doing everything they could to be ready for Day 1 but obviously there was uncertainty about what the potential repercussions would be.

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

30. NOTICES OF MOTION

30.1 Notice of Motion submitted by Councillor Chambers and Alderman Henry

After the recent, and tragic, loss of life of a pedestrian in a road traffic collision at the Windmill Road junction with the Donaghadee Road in Bangor, we call on Ards and North Down Borough Council to write to the Permanent Secretary of the Department for Infrastructure requesting that the Department makes the provision of a controlled crossing at this location an immediate priority.

Councillor Chambers advised that Councillor Cathcart had agreed to combine his notice of motion with this one and withdraw the one he had submitted. The combined motion would read as above, with the addition of “and the DfI Roads Southern Divisional Manager” after the words “Permanent Secretary.”

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Councillor Chambers spoke to his motion stating that Alderman Henry and he had originally brought this motion forward not just because of the tragic death of a pedestrian but because they also recognised the public demand for a pedestrian crossing long before that tragedy had occurred and their party had long been involved in pushing for one. He was sure that Councillor Cathcart felt exactly the same from his and his party’s perspective hence why he had also submitted a very similar motion.

He continued, that the area being referred to was the junction of the Donaghadee Road where it met both the Windmill Road and Chippendale Avenue. That was probably one of the busiest roads in Bangor as it was the main artery to Bangor Town Centre from the suburbs of Bangor East and beyond. The junction was served by both a popular local convenience store on the corner of Windmill Road and also a petrol station a few metres further down on the opposite side which had a planning application submitted for an extension. It was also very concerning that nearby was Ballyholme Primary School and a retirement home. As such it was easy to imagine young children, elderly people and vulnerable people, crossing there every day and virtually taking their lives in their hands.

Continuing he reported that at the beginning of the year a resident had asked him for a progress report on the possibility of a pedestrian crossing. It had taken the DfI three weeks to reply and stated that the area had been assessed but with limited funds they were not in a position to do anything. They acknowledged that it was on a priority list but not deliverable and would be retained for future consideration. It was only 2 days later that a lady was killed at that very junction. Not surprisingly, this led to widespread public anger and politicians from all parties were being asked what they were doing about it and how were they going to prevent it from happening again. Subsequently they wrote to the Permanent Secretary, Katrina Godfrey and received a fairly generic reply which he believed was sent to other Councillors and MLAs also. It was a really dreadful response that reflected the reply he had received a month previous from DfI. The Permanent Secretary stated that the reality was that whilst the junction had been assessed and had merit, other locations had scored higher and would be progressed first but hopefully DfI could provide something in the future. In light of the tragedy, Councillor Chambers was angry and disappointed with that response.

In concluding, he advised that in the last week they had received some positive and uplifting news from Heather Bradley on behalf of Simon Richardson at DfI. He had been informed that a suitable crossing location had been identified between the junction of Windmill Road and the current bus stop west of the junction. DfI also confirmed that they hoped to deliver a controlled crossing on that road in the coming financial year of 2019/2020 subject to the confirmation of funding levels. Whilst that was fantastic news he was still conscious that it was subject to available funding and that the next financial year could mean they were still a year away from seeing that delivered. Therefore, it was important that the Council continued to apply pressure and encouraged that to be considered an immediate priority.

Councillor Chambers also wished to place on record both his own and UUP colleagues’ condolences to the family of the lady who died. 39

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Councillor Cathcart was happy to second the motion and he also wished to make his condolences to the bereaved family. He noted that the issue had been ongoing in the community for a long time calling for a crossing at this junction. He advised that in 2015 he had received an email response from the DfI, advising that whilst it met the threshold, the unsuitability of the site meant that it would be extremely difficult, if not impossible, to implement a facility. Councillor Cathcart did not want to speculate on the cause of the accident, he said that people were angry and upset because there could have potentially been something put into place that could have prevented it. He noted the more positive response sent by Heather Bradley but unfortunately a further email from the DfI stated that it was not able to install a controlled crossing at that location. He expressed concern that they were getting the second response so shortly after the first response was sent to his colleagues. He thought if they sent a clear message as a Council to DfI and the Permanent Secretary that this was not a knee jerk reaction but this was something that had been of community concern for some time. He concluded that they needed to see a crossing there or this would be ongoing and would not be resolved until that vital piece of infrastructure was put in place to ensure safety at that location. He hoped members would support the motion.

Councillor McIlveen stated that the motion reminded him of an issue he had raised previously in relation to Portaferry Road seeking a crossing there. He had been lobbying DfI in relation to that for some considerable time and sadly a man had also been struck down and injured there and had unfortunately passed away. He continued that the response to that was now they were being told they were getting an uncontrolled crossing, however he saw that as a cost cutting measure. He referred to the number of children coming and going to the Londonderry Park complex. He said it seemed like the response there was the same. He was happy to support the motion and the proposal for a controlled crossing.

Rising in support, Councillor Brooks concurred with the difficulties around the junction and advised that he used the junction on a daily basis both walking, cycling and in the car and he stated that it was particularly difficult when approaching the junction at night as there were three roads to watch. He advised that he had written numerous times to the DfI and had various meetings about Moat Street and Killaughey Road in Donaghadee. He said it appeared unfortunately that it seemed to take a tragic accident in order to make something happen by those that had the power to have prevented it. He also expressed his condolences to the family.

Alderman Graham voiced concern that there seemed to be a certain amount of lack of cooperation between the Department and elected members of the Council. He fully appreciated that the Department had its professionals but there needed to be an improvement in their regard for those that represented the public, as people brought their concerns to councillors. He wanted the Department to pay attention to those who had been elected by the citizens and ratepayers of the Borough.

In summing up, Councillor Chambers thanked members for their support and he noted that other members were experiencing similar issues in their parts of the Borough. In response to Councillor Cathcart’s comment about the correspondence 40

CS.12.03.19 he had received that differed from what Heather Bradley had said, he stated that it only supported the reason the Council writes to the DfI for clarity on this.

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

30.2 Notice of Motion submitted by Councillor Cathcart

Councillor Cathcart withdrew his motion in light of the above.

NOTED.

30.3 Notice of Motion submitted by Councillor Smart, Councillor Ferguson, Councillor Menagh, Councillor McIlveen, Councillor Armstrong-Cotter and Councillor Kennedy

That this Council writes to Permanent Secretary for the Department of Education, Mr Derek Baker, confirming our clear demand to see the continuation of non-selective post primary education in Newtownards. Highlight that the town, despite its large size and projected growth now only has one school with this offering, in the form of Movilla High School, where there is the potential for closure. Further adding that we as a Council and on behalf of the residents of Newtownards will not accept closure without alternative non-selective post primary education being secured, within the town and in a timely manner, guaranteeing continuity of provision. Lastly, confirming that as a Council and community planning partner, we are happy to work with the Department of Education and the Education Authority in any way possible to realise a sustainable non-selective education option for the people of Newtownards.

Following a brief discussion it was agreed to defer the motion to June’s Committee meeting, as Councillor Smart was currently away on Mayoral business and he was taking the lead on this motion.

AGREED TO RECOMMEND, that the Notice of Motion be deferred to the Committee meeting in June 2019.

(Councillor Muir having declared an interest left the meeting at this stage – 7.46pm)

30.4 Notice of Motion submitted by Alderman Smith and Councillor Dunne

There is an ever-growing problem of cars being parked around the residential areas of Bangor West, Carnalea and Helen's Bay railway stations. This cannot be ignored by Translink or the Department for Infrastructure. I propose that this Council writes to Translink and the Department for Infrastructure inviting a senior member of staff from each to attend Council to listen to Councillor's concerns and at least try to provide some answers.

Alderman Smith spoke to her motion, as presented by herself and Councillor Dunne, stating that she hoped she was recognised as a councillor who could work with all Parties and independent members of the Council. She believed that seeking the 41

CS.12.03.19 support and help of her fellow councillors over issues which affected their constituents could only bring a positive result. She continued that it could not be denied that Bangor West, Carnalea and Helen’s Bay railway stations were simply turning the surrounding areas into car parks and the problem was that those areas were residential and it was the residents who were suffering. She stated that a few years previously she had met with officers from Translink, Roads and the PSNI as well as some residents from the Carnalea area and after considerable negotiation a few more car parking spaces had been provided but only a few as there was simply no space for more. As a Member of the Road Safety Committee and along with Terry Malcolm, Chair of the Road Safety Committee, they recently met with representatives from Roads regarding the parking around Springhill, and the Innisfayle area. They highlighted the number of cars parked and asked about double yellow lines at one corner, but it had to be remembered that it was illegal to park 15 meters on any corner whether there were yellow lines there or not. Sadly, that restriction was ignored by some and it had to be recognised that residents may not always want double yellow lines outside their homes as this amounted to a restriction placed on them regarding parking outside their home.

Continuing, she stated that Translink spent a considerable amount of money promoting rail travel and she agreed that to travel that way was beneficial. However, she had received numerous emails and had conversations with residents telling her of their experiences of even trying to get out of their own driveway with very limited vision because of parked cars or turning on to the Springhill Road. She wrote to the Permanent Secretary of the Df I and the Group Chief Executive of Translink in November 2018 stating that the problem was Translink’s and could not be ignored and she highlighted that even the cycle line on the Crawfordsburn Road was now a parking area, which she had been told was legal as the lines marking out the cycle track were dotted. The response from the DfI was “We are aware of the ongoing issues from commuter parking in this area and in surrounding streets in Bangor. Unfortunately, the nearby train station has no designated parking arrangements and there are no remedial solutions readily available to provide car parking…….Drivers parking their vehicles must of course be aware of their surroundings and not park in such a manner to create an obstruction: such offences should be reported to the PSNI on their non-emergency number 101…..while we fully appreciate the concerns of residents the reality is that there is no realistic scope to offer relief through the provision of park and ride facilities in such a dense residential location at this time.” The reply from Translink was “We are aware of ongoing issues for commuter parking in these areas and have raised this with the DfI in the past. Unfortunately, Translink do not have parking facilities at these stations and there was no realistic scope to offer relief through the provision of park and ride facilities in such dense residential areas.”

Alderman Smith stated that at least they both recognised that the areas they were talking about were dense residential areas. She continued to quote Translink’s response that “we do provide 347 spaces for passengers travelling from the main Bangor Bus and Rail Station…..We do encourage our passengers to use sustainable transport such as car sharing, cycling or walking where possible and also to park with consideration to local residents however the PSNI are responsible for enforcement…..I know that this may not be the answer you were hoping for however 42

CS.12.03.19 there are no immediate solutions readily available for Translink to provide car parking in these areas.”

Alderman Smith did not accept their answers and noted that the problem was undeniably growing. She thanked those from the Alliance Party who had recently been carrying out a petition on that subject as everything helped to reinforce their support for residents. She had not gone into detail regarding Helen’s Bay but had received strong complaints from residents for the same reason - the area was being overtaken by cars. She noted that Councillor Dunne had received similar complaints - Station Square could not cope with the number of cars wanting to park near the station. She did not blame those travelling by car to the various stations, but what was happening could not go on and Translink’s response was not acceptable and therefore she was asking that as a Council they wrote to Translink and the DfI that a senior member of staff from each body attend the Council to listen to their and resident’s concerns and provide some answers.

Alderman Graham seconded the motion and stated that anyone who represented residents who lived near a railway halt could understand the concerns raised; the situation impacted on their quality of life. He continued that by their own admission, Translink had admitted it was not the answer that Councillors were looking for but the Alderman stated that theirs was not an adequate response. There needed to be a coordinated effort to alleviate the various hotspots but he appreciated it was not simple. He suggested that a Park and Ride carpark did not need to be right beside the railway station. He understood that Translink owned a substantial amount of land between Abbey Street and the railway line, which could be an ideal place for a Park and Ride to facilitate local train stops. He reiterated that Translink’s response was not good enough and the quality of life for those living adjacent to a halt was being destroyed. He added that they needed the same action seen in Newtownards to happen for the Bangor line.

Councillor McIlveen stated that there had been a continued issue in Newtownards with problem parking. They were campaigning for people to use public transport as it was good for the environment and good for people however, he could see problems of parking around railways halts. He thought the problem with this was that people did not like to take multiple journeys so even if Park and Ride was made available, people would still park near the train halts. He did not see an easy solution to the problem as there was not an identifiable piece of land nearby for a Park and Ride and clearly there was a mindset issue that needed to be overcome. He was happy to support the motion as he thought things could be resolved through discussion and exploring options and it was possible that a solution could arise during discussions with Translink and the Department and highlight options they had not thought of.

Councillor McKee welcomed and supported the proposed motion to invite to hear the views of Translink and the DfI on this issue. While other councillors and he had had dialogue with agencies since the last election to help the residents affected, the Green Party was working with Translink on a possible land purchase, that although not solving the problem would alleviate part of the problem, if successful, at Bangor West. 43

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Councillor Chambers stated that the biggest issue for residents at Bangor West that they faced on a daily basis was residents getting into arguments with commuters, cars being damaged and scratched, people were parking dangerously on corners and people’s driveways were being parked across, all of which was not acceptable. It was hard to see how it could be resolved if, as others had said, park and ride would not work and there was the question of what land would be used. He continued that Translink and the Department could be engaging with the residents and with the Council to try to find some sort of resolution and at least listening to people, hearing what they had to say and the problems they were facing. At the moment he could see no resolution to the problem.

The Chair also wished to add her support to the motion and she stated that she was aware that the issue of parking around train stations and halts had been raised long ago and on the occasions when she had asked Translink what plans they had to improve park and ride along the train line, they had said they did not have any available land or had not identified any land. She did not think members should use that as an excuse to give up because the situation had got worse as the years had progressed particularly around Bangor West, Carnalea and Helen’s Bay stations. She highlighted the impact of that situation on those businesses and other users in the area. She welcomed the motion from Alderman Smith to help keep the pressure on Translink and said that just because there was not an easy solution identifiable, did not mean they should give up.

In summing up, Alderman Smith mentioned the Park and Ride idea and she referred to the large Park and Ride carparks located near Belfast International Airport which were full and therefore the concept worked in other areas. She agreed with Alderman Graham about the area near the railway station which she had also thought of and it was maybe so obvious that Translink had not thought about it. Referring to Translink’s response that there was no immediate solution readily available, she hoped when Translink came they would tell them about the piece of land where they and the Green Party were looking at which would be useful if they all knew about it. She hoped that the representatives from Translink would have answers that would even partly solve the problem as it was getting worse daily. She thanked members for their support.

AGREED TO RECOMMEND, on the proposal of Alderman Smith, seconded by Alderman Graham, that the Notice of Motion be adopted.

(Councillor Muir returned to the meeting at this stage – 8.01pm)

30.5 Notice of Motion submitted by Councillor Smith and Councillor Menagh

This Council will reduce the rate paid to Councillors for mileage from 65p per mile to 45p per mile. This will bring Councillor mileage in line with HMRC rates. It is worth noting that over the course of this council term (including the shadow year) it is estimated Councillors will have cost the ratepayer nearly £90,000 in terms of mileage. Had we operated at 45p per mile rather than 65p we could have saved ratepayers almost £30,000. We also call on officers to bring back a report looking at 44

CS.12.03.19 how they can reduce staff mileage costs. Staff mileage runs at over £300,000 per year and again we should look to apply HMRC rates rather than the enhanced rates currently paid. Significant savings to the ratepayer could be made if we can achieve such a move but cutting staff mileage cannot be considered until Councillors take the lead and reduce their own first of all.

Councillor Smith proposed the motion but having no seconder, the motion FELL.

NOTED.

(At this stage in the meeting the Chair, Aldermen Carson and Gibson and Councillors Chambers and McIlveen having declared an interest, left the meeting at this stage – 8.03pm)

Councillor Smith proposed, seconded by Councillor Muir, that Councillor Brooks chaired the meeting.

Councillor Brooks duly assumed the chair.

30.6 Notice of Motion submitted by Councillor Smith and Councillor Cooper

Given the public frustration and anger at the lack of a devolved government here, this Council writes to the Secretary of State calling for Stormont to be suspended, MLA’s sacked and an immediate return to direct rule. The last two years of political stalemate have left us with schools that have run out of money, a health service that is under resourced and a benefits system that is clearly failing some of our most vulnerable citizens. We all deserve better, but it is clear that the current devolved arrangements cannot deliver for the citizens of this country. It is worth noting that during this time MLA’s have cost ratepayers nearly £10 million in salaries alone. This is money that could have been going into public services. We need someone, even a direct rule minister, to give direction to our currently rudderless departments and to begin to find solutions to the many serious issues facing our society.

Speaking to his motion, Councillor Smith made a minor amendment, which was to add at the end that ‘the Council also writes to other councils in Northern Ireland asking them to support this call for an immediate return to direct rule so we can begin to fix our broken public services.’

Councillor Smith expressed his disappointment at having to bring this motion forward. He believed in devolution and that a local assembly, with local ministers who were addressing local issues was the best way forward for Northern Ireland. However, the fact was they had none of that; there was no functioning assembly, there were no ministers and local issues were sadly going unaddressed. He stated that, if they were all honest, they knew that the public services there were in crisis, that many schools were essentially broke, that parents were being asked for more voluntary contributions in order to help them buy supplies which schools desperately needed. This was intolerable and he was sure they would all agree. Some schools were already operating compressed school days, finishing early in order to save

45

CS.12.03.19 funds. There had been cuts to extracurricular activities and there were real fears that they would also have to start making staff redundant

He continued that the health service was also in a shockingly poor state. There were some 100,000 people waiting more than a year on their first consultant led appointment. There were over 88,000 people waiting for an admission to hospital, 30,000 people who were waiting more than 26 weeks for diagnostic services and recently a patient had had to wait 45 hours in A+E in the Ulster Hospital before being admitted to a ward. The target was that no-one should have to wait more than 12 hours yet during that same two-week period the Ulster Hospital breached that target by 447 times. Without a doubt public services were in crisis and that crisis had deepened over the previous two years.

He noted it was worth remembering that during the previous two years, MLA's had continued to receive around £20 million in salaries and expenses. That was £20 million that could have been going into public services rather than being wasted on politicians who were not doing their job. The Secretary of State had an obligation, not to the political parties of Northern Ireland, but to the people of Northern Ireland. She and the Government had to act to ensure they had public services that were fit for purpose. There could be no more excuses, it had been going on for two years and there had been talks and talks about talks and they were all fed up with it. All they wanted was someone, even a direct rule minister, to take charge and begin to fix the broken public services. They had all heard the cries from the public that they deserved better and they did. It was time that the Council as a democratically elected body raised its voice and spoke up and spoke out; it is time to put party politics to one side and put the needs of ordinary people first.

He concluded that Stormont had failed and it continued to fail the people of Northern Ireland – they could not stay silent and allow that situation to continue. It was time the Secretary of State stopped pandering to politicians and instead did what was in the best interests of the people there. It was time that Stormont was suspended, MLA's sacked and there was an immediate return to direct rule. He hoped members would support the motion.

As seconder, Councillor Cooper thanked Councillor Smith for bringing this motion. He stated that his personal position towards Stormont and that of his party were well known. He stood in 1998 against the Belfast Agreement and he opposed sharing power with the terrorists that wanted to destroy Northern Ireland. Placing the representatives of terrorism into an Executive of the place they wished to destroy was as illogical as it was immoral. His opposition was twofold. Firstly, the structures at present with mandatory coalition had failed and would continue to fail and they would never work because placing people into an Executive and not having any opposition to effectively hold them to account or indeed remove them was anti- democratic. He was proud to stand as a TUV Councillor, the only party that stood on principle against the structures set up under the Belfast Agreement and had consistently opposed terrorism and their founding moment was because of entering into Government with Sinn Fein IRA. He would not waiver or change but would stand steadfast against terrorism from whatever shade. Secondly, the financial 46

CS.12.03.19 aspect, most members would recognise that Stormont was a waste of money, it had squandered tens of millions of pounds on salaries. But it was not just about that, it was about the effect it had on society. How could they justify those frightening statistics about the NHS. The NHS should be and was available to everyone, whatever colour or creed, and that should be their first priority, to look after those who were sick and in ill health and especially the money set aside for mental health, which was something close to his heart. He thought it was an utter disgrace that they were still waiting two years on for that money to be allocated to frontline services when so many were suffering. Northern Ireland’s suicide figures were the worst in the UK, possibly even the worst in western Europe due to probably legacy issues and within his own veteran circle.

Councillor Cooper was delighted to support the motion, he thought it was common sense and that Stormont had outlived its purpose a long time ago and they needed someone in the chair to make decisions, allocate the money and get Northern Ireland back on its feet. With Sinn Fein IRA in office, they did not want Northern Ireland to work and therein lay the problem.

He concluded that he supported Councillor Smith and he hoped that sometime in the future they would get a Secretary of State that had a backbone, that would make a decision and that would defy Sinn Fein IRA, stop appeasing them, bring in direct rule and give the people of Northern Ireland what they deserved which was a stable government for everyone.

Councillor McKee could not support the motion. He shared the frustrations of the people of Northern Ireland, who’s faith in the Institutions had been dented by the stalemate of the current impasse and whose public services were falling apart. He believed that a return to direct rule would be a retrograde step. They were constantly being told they should respect referendum results and therefore they had to respect the 72% who voted in favour of the Good Friday Agreement. They must not pander to those who shouted the loudest, those who had never supported devolution and those who had an axe to grind with their party. They needed a continued genuine engagement with citizens through a citizen's assembly where they could look at ways to review, reform and revitalise the institutions of the Good Friday Agreement. The Green Party had consistently called for the Secretary of State to focus on restoring devolution, installing an independent chair to provide leadership to a structured, timed talks process. Simple solutions would not solve the complex problems that their country faced and the talks had to be reconvened as a matter of urgency.

Alderman Graham agreed with the previous speakers about the frustration of the situation regarding the devolved government. He stated that the issue was that whatever they said that night would not make much difference to the thinking of the Government. He wished the Secretary of State well but she did not instil a great deal of confidence in him and so he was not convinced that writing to her would do any good. The other comment in the motion he did not agree with was the off-hand statement about sacking the MLAs. The problem was that most MLAs elected to Stormont wanted to do their work but there was one party, Sinn Fein which saw that they could forward their cause better by not sitting in the Assembly. He continued 47

CS.12.03.19 that it was totally unfair to talk about sacking all the other MLAs who were quite willing to do their work. They had had a significant reduction in their salaries but they were continuing to run their advice centres, which were doing good work for the communities and helping with problems although it had diminished because there were no local ministers in place to support them and help them make their point on behalf of those coming into the advice centres. He concurred that there needed to be a change and he believed there could be innovative thinking by the British Government and the Secretary of State to get something going at Stormont and have a role for MLAs to scrutinise the Ministers. However, to simply dismiss the work of MLAs because of one rogue party who would do whatever it thought would forward its cause best had put all the other parties in a difficult position. He said the motion was somewhat harsh and he did not think the Government would pay much attention to them.

In summing up, Councillor Smith stated that it was interesting to hear that the Green Party basically wanted more of the same; to continue with what they had and continue to pay MLAs for doing nothing and to allow schools and the health service to run down. He stated this was unacceptable and he had no sympathy for MLAs. He wondered how long it could go on for as it had already been two years. Would it be another two years and what state would schools, hospitals, businesses and roads be in then? He had sympathy for school children, those who were sick and small businesses. He stated that in the last budget, the Chancellor gave money to help small businesses cut their rates by a third and he queried where that money was now; there were no Ministers to make decisions that could help small businesses. He concluded that the current situation was untenable, and that they should get someone in who could make decisions and the only way to do that was to bring back direct rule. If they continued as the Green Party had suggested, things would just get worse and public services would continue to get worse and to fail.

Councillor Smith requested a recorded vote and with 1 voting FOR, 4 AGAINST, 1 ABSTENTION and 8 ABSENT, the motion FELL.

FOR (1) AGAINST (4) ABSTAINED (1) ABSENT (8) Aldermen Aldermen Graham Carson Keery Gibson Girvan Councillor Councillors Councillor Councillors Smith McKee Brooks Chambers Muir Gilmour Kennedy McIlveen Smart

(At this stage in the meeting the Chair, Aldermen Carson and Gibson and Councillors Chambers and McIlveen returned to the meeting at this stage – 8.20 pm)

Councillor Gilmour returned to the Chair.

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EXCLUSION OF PUBLIC/PRESS

AGREED TO RECOMMEND, on the proposal of Alderman Graham, seconded by Councillor McIlveen, that the public/press be excluded during the discussion of the undernoted items of confidential business.

31. REPORT OF THE CORPORATE PROJECT PORTFOLIO BOARD MEETINGS HELD ON 18 DECEMBER 2018 AND 15 JANUARY 2019 (Appendix XXI)

***COMMERCIAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

32. BREXIT RISK REGISTER FOR ARDS AND NORTH DOWN BOROUGH COUNCIL (Appendix XXII)

***IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

33. REQUEST FROM COMBER REGENERATION COMMUNITY PARTNERSHIP TO CONVERT THE OLD CIVIC AMENITY SITE IN COMBER INTO A COMMUNITY GARDEN (LP416) (Appendix XXIII)

***LEGAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

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34. NIHE WORKS AT CIRCULAR ROAD, NEWTOWNARDS AND LAND AT BALLYGOWAN DICKSON PARK (LP381) (Appendix XXIV)

***IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

35. LEASE OF PLAY AREA AT BALLYHAFT ROAD, NEWTOWNARDS (LP382) (Appendix XXV)

***LEGAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

36. REQUEST FROM RNLI FOR A LEASE TO BERTH THE LIFEBOAT AT DONAGHADEE HARBOUR, TO CARRY OUT WORKS AND FOR LICENCE A TEMPORARY WORKING AREA (LP99) (Appendix XXVI)

***LEGAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

37. LEASE OF HELEN’S BAY TENNIS CLUB PAVILLION TO HELEN’S BAY TENNIS CLUB (LP318) (Appendix XXVII)

***COMMERCIAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

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38. REQUEST FROM BELFAST AND RAILWAY COMPANY LTD TO USE THE PREMISES ABOVE THE PUBLIC TOILETS AT THE PARADE, DONAGHADEE (LP380) (Appendix XXIX)

***LEGAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

39. REQUEST FROM ISG FOR A TEMPORARY SITE COMPOUND AT DONAGHADEE HARBOUR CARPARK (LP421) (Appendix XXX)

***LEGAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

40. AWARD OF TENDER FOR PROVISION OF INTERNAL AUDIT (AUD01)

***COMMERCIAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

41. TENDER FOR OFFICE CLEANING SERVICES (PRO 52)

***COMMERCIAL IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

42. CHIEF EXECUTIVE’S PERFORMANCE INCREMENT (LP37)

***STAFF IN CONFIDENCE***

NOT FOR PUBLICATION

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Schedule 6 – Information relating to the financial or business affairs of any particular person.

43. FLEXIBLE RETIREMENT REQUEST (20642)

***STAFF IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

44. FLEXIBLE RETIREMENT REQUEST AND ASSOCIATED STAFF CHANGES (20715)

***STAFF IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

45. TRANSER OF EMPLOYEES TO NEW NJC PAY SPINE (Appendix XXXI)

***STAFF IN CONFIDENCE***

NOT FOR PUBLICATION

Schedule 6 – Information relating to the financial or business affairs of any particular person.

RE-ADMITTANCE OF PUBLIC/PRESS

AGREED TO RECOMMEND, on the proposal of Alderman Graham, seconded by Alderman Gibson, that the public/press be re-admitted to the meeting.

46. ANY OTHER NOTIFIED BUSINESS

There were no items of any other business.

NOTED.

FINAL COMMENTS

Councillor McIlveen congratulated the Chair on her term and how well she had managed what could sometimes be a complicated committee.

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Councillor Chambers followed the sentiments of Councillor McIlveen and thanked the Chair for her chairmanship, stating that she had been fair and balanced throughout the year and he appreciated that.

Councillor McKee also thanked the Chair for her hard work.

The Chair took the opportunity to thank Alderman Carson for deputising for her the previous month and also for Councillor Brooks assuming the Chair earlier in the meeting.

NOTED.

TERMINATION OF MEETING

The meeting terminated at 8.23 pm.

CIRCULATED FOR INFORMATION

(a) Letter from Ancre Somme Association

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

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Unclassified

ITEM 7.4.1

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council Meeting

Date of Meeting 27 March 2019

Responsible Director Director of Organisational Development and Administration

Responsible Head of Head of Administration Service

Date of Report 15 March 2019

File Reference CEV 47 and CEV 58

Legislation

Section 75 Compliant Yes ☐ No ☐ Other ☐ If other, please add comment below:

Subject Veterans Day 2019 and Proposal to Mark 75th Anniversary of D-Day Landings

Attachments

Veterans’ Day 2019 - Update At the meeting of the Corporate Services Committee on 12 March 2019, a report was tabled on proposals for Veterans’ Day 2019.

It was agreed that the recommendation contained in the report be adopted, subject to confirmation from the Royal British Legion that representatives were satisfied with the proposals. The Council has since received confirmation of same from representatives of Newtownards and Bangor branches.

Proposal to Mark 75th Anniversary of D-Day Landings Arising out of the debate on the above, an amendment was agreed to add that a report be brought back to the Council on the possibility of holding a modest 75th anniversary of D-Day event at Eisenhower Pier on Saturday, 8 June 2019.

Some members may recall that, on the 50th Anniversary of D-Day, D-Day veterans paraded in Bangor and a replica of the Lone Sailor statue that stands in Washington DC was presented to the Council. On the 60th Anniversary of D-Day, legacy North

Page 1 of 2

Unclassified

Down Borough Council hosted significant events during which the North Pier was renamed the Eisenhower Pier. This was attended by General Eisenhower’s granddaughter.

However, in 2019 there is no budget for this event, so it is suggested that this “modest” event should take the form of a solemn service of commemoration. Enquiries are currently being made about the possibility and associated costs of adding a small additional panel to the existing Second World War mosaic, or a small plaque adjacent to the existing plaque specifically marking the 75th Anniversary of the D-Day Landings. At the time of writing, these enquiries are ongoing. An additional mosaic or plaque will require planning permission, for which the application would cost £831. The outcome of the application is unlikely to be determined prior to 8 June 2019.

Special Guests It was suggested in the original Veterans’ Day report that the Guest of Honour would be the US Consul General Elizabeth Kennedy Trudeau. Ms Trudeau has since notified officers that she is not available for the Veterans’ Day event on 15 June 2019 but is happy to attend a D-Day Commemoration event on Saturday, 8 June 2019.

RECOMMENDATION

It is recommended that the Council:-

1. proceeds with its plans for Veterans’ Day on Saturday, 15 June 2019 in Newtownards as outlined in the report to the Corporate Services Committee on 12 March 2019 but without the attendance of the US Consul General (all efforts will be made to identify a suitable alternative guest; and 2. holds a modest event to mark the 75th Anniversary of D-Day at Eisenhower Pier, Bangor, on Saturday, 8 June 2019, with the US Consul General in attendance (further details to be reported to the Council at its meeting in April 2019).

Page 2 of 2

ITEM 7.5.

ARDS AND NORTH DOWN BOROUGH COUNCIL

A meeting of the Community and Wellbeing Committee was held in the Council Chamber, 2 Church Street, Newtownards on Wednesday, 13 March 2019 at 7.00pm.

PRESENT:

In the Chair: Councillor Boyle

Aldermen: Irvine Smith

Councillors: Adair McAlpine Brooks Menagh Chambers Muir Dunne Thompson Edmund

Officers: Head of Environmental Health, Protection and Development (M Potts), Head of Community and Culture (J Nixey), Head of Leisure and Amenities (I O’Neill) and Democratic Services Officer (P Foster)

Others: Aldermen Girvan and Keery

CHAIRMAN’S REMARKS

The Chairman referred to the recent death of the Director of Community and Wellbeing’s mother adding that he was aware a number of members had been in attendance at her funeral earlier that day. He suggested that a minute’s silence was held for those members who had been unable to attend the funeral.

A minute’s silence was then held at this stage.

The Chairman then welcomed all those in the public gallery particularly the members of the Northern Ireland Youth Forum.

NOTED.

1. APOLOGIES

Apologies for inability to attend were received from Councillors Cooper, Douglas, Kennedy, Martin and Smart (who was on Mayoral business).

NOTED.

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2. DECLARATIONS OF INTEREST

The Chairman asked for any Declarations of Interest.

Alderman Irvine and Councillor Chambers declared an interest in Item 29 Northern Community Leisure Trust (NCLT) Q3 Report.

NOTED.

3. DEPUTATION

3.1 Northern Ireland Youth Forum

The Chairman welcomed Mr Ian Donald and Ms Chloe Weir from the Northern Ireland Youth Forum to the meeting and invited them to make their presentation.

Mr Donald thanked members for the opportunity to attend the meeting and proceeded to guide members through a PowerPoint presentation detailing the work of the Northern Ireland Youth Forum.

He stated that the Northern Ireland Youth Forum was a Capacity Building and Youth Leadership Programme which provided the following:

• An opportunity to have a meaningful voice within the community • An opportunity to meet other young people from across the Borough • The establishment of eight local Youth Forums across the Borough • An opportunity to participate in discussions, workshops, residentials and educational visits • Assistance provided to establish the Ards and North Down Borough Youth Council • An opportunity to take part in a ‘Youthfest’ organised by young people for young people

Members were informed that currently the Forum had in place a three-year programme to establish eight local Youth Forums as well as a Youth Council, details of which were as below:

• At least 12 members for each Forum • At least 144 young people to take up membership • Aged 12-25 • Forums would be established across the Borough area

Objectives included:

➢ To build ➢ To participate ➢ To have a meaningful voice within the Community ➢ To establish a network with other Youth Forums ➢ Lasting legacy of young leaders 2

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➢ Committed to tackling issues that impact young people’s lives

How those objectives would be achieved

➢ Recruitment ➢ Identify areas for each forum ➢ Training ➢ Roles and responsibilities ➢ Social events ➢ Residential events ➢ Election of Youth Councilors ➢ Representation of Young People at Council meetings

What was the Required Commitment

Take part in training “Making Your Youth Council Work for You” - Training – committee skills, communication, good relations, citizenship, participation, leadership, social and educational events.

Monthly Youth Forum meetings to discuss key issues, and community projects - plan, deliver, monitor and evaluate the programme.

At this stage Mr Donald handed over to Ms Chloe Weir who proceeded to refer to the Youth Council Elections as detailed below:

• WHEN:- Sun 10 February 2019 • WHERE:- Ganaway Activity Centre • WHAT HAD BEEN ACHIEVED:- 21 Young people selected to the Youth Council.

Ms Weir then referred to the Youth Council, who that was and what they had collectively brought to it.

• 21 young people from across the Borough. • A wealth of experience and knowledge on the issues facing young people within communities.

Ms Weir took the opportunity to mention the young people involved in the Youth Council who came from all across the Borough including the Glen Estate, Westwinds, Kilcooley, Whitehill, Rathgill, Donaghadee, Bangor, Millisle, Ballywalter, Cloughy, Comber, Portaferry and Ballygowan. She added that all members of the Council brought a wealth of previous experience to the Council and had been involved in :- youth leadership programmes, shared education, Education Authority youth groups, Queens Youth Academy, human rights training UNCRC, culture and religion, Queens Senior Academy, sexual health awareness training, working with PSNI, alcohol awareness training, Queens social science training, business skills, and cross community.

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Achievements to date included:

• 6 Youth Forums • 76 young people involved • 1 Youth Council • Active involvement in National campaigns

At this stage Ms Weir referred to the positive mental health campaign ‘Elephant in the Room’, Votes at 16 Campaign, and how six young people from Youth Forums were to represent Northern Ireland in a legal test case in the Old Bailey in London in April this year. The Council had also had Borough representation at Translink Youth Summit, that allowed young people to have a say with the Director of Translink on the issue of public transport for young people. The Council also had representation at Northern Ireland Youth Forum’s AGM, where one of its youth forum members was successfully elected to the NIYF Executive committee for a two-year term of office.

Turning to what was next for the Youth Forum, Ms Weir outlined their proposals as set out below:

• Formally request a Sub Working group of Councillors to commit to attending Youth Council meetings. • Develop a working relationship with the Council, in order to have the Youth Council directly involved in the decision making on issues that impacted upon the lives of young people in the Borough area. • Continue to recruit and promote the Youth Council.

At this stage Ms Weir handed back to Mr Donald and he informed members that through the Peace IV Programme the Forum had achieved a lot and in order to continue on with that he would be keen to establish a Sub-Group of the Council which would be invited to come along to the Bi-Monthly meetings of the Forum at which topical issues of concern could be reported back to the Council.

The Chairman thanked Mr Donald and Ms Weir for their presentation and invited questions from members and the following comments were made.

➢ Councillor Chambers thanked Mr Donald and Ms Weir for their enjoyable presentation and noted their achievements to date. He acknowledged the many wonderful projects which had been undertaken to date adding that he would be keen to be involved in future projects and attend future Forum meetings. Continuing he asked how the Council could assist the Forum with further promotion of its proposed projects. In response Mr Donald stated that he hoped the Council in its official capacity could give the Forum a voice to make people aware that it was there. ➢ Councillor McAlpine also expressed her thanks for the presentation adding that her colleague Alderman Girvan had brought forward the initial Notice of Motion in respect of the Forum and it was something she was supportive of. She acknowledged that confidence was very important for young people and she would be keen to offer her support to the Forum in whatever way she could. She offered her congratulations to Ms Weir for coming forward and making her presentation to the Committee.

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➢ Also rising to commend Ms Weir for her presentation to the Committee, Alderman Smith concurred with Councillor Chambers adding that she had always been involved with young people and had a lot of fun. Continuing she acknowledged that the current generation of young people were a lot more confident and added that she too would be keen to provide the Forum with whatever assistance it required. Mr Donald advised members that the Forum had held one formal meeting to date to primarily prepare for the presentation being made to the Committee. At future meetings he stated that it was planned to consider Terms of Reference and how the Forum could pro- actively work with the Council. She added that the Forum would be more than welcome to provide the Council with updates on its work on an adhoc basis. ➢ Councillor Menagh thanked both Mr Donald and Ms Weir for their presentation adding that he worked with young people on a day and daily basis. He too expressed interest in becoming involved with the Forum and suggested that it was brought before the full Council for consideration. ➢ Thanking Mr Donald and Ms Weir Councillor Edmund noted the work currently undertaken with communities at Kilcooley, Rathgill and the WestWinds and asked if young people in the rural Ards Peninsula had had the chance to become involved in the Forum projects. Mr Donald advised that there were Youth Forum groups based not only in Bangor and Newtownards but also Comber, Ballygowan, Millisle, Ballygalget GAC alongside the existing Upper Ards Youth Forum. He added that he would be keen to establish a Forum in North Down particularly Holywood although he was aware of a number of existing groups based in Holywood. ➢ Rising to express his thanks, Councillor Adair commended both Mr Donald and Ms Weir for their presentation adding that he would encourage the Forum to keep progressing forward with their projects. ➢ Rising as Peace IV Chairman Councillor Thompson commended Mr Donald and Ms Weir for their presentation to the Committee. He welcomed the work the Forum had carried out to date and expressed his wish that it would continue to go from strength to strength. He added that he too would be willing to volunteer his assistance to the Forum in any way that he could and would ensure that he was in attendance where possible at future Forum meetings.

The Chairman thanked Mr Donald and Ms Weir for their informative presentation and suggested that future Forum meeting dates were passed on to the Council to keep elected members informed of the Forum’s activities.

Mr Donald thanked members for the opportunity to attend the meeting and added that he looked forward to working with members after the Council elections in May 2019.

(Mr Donald and Ms Weir left the meeting at this stage 7.32pm)

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4. BUDGETARY CONTROL REPORT – JANUARY 2019 (FILE FIN45)

PREVIOUSLY CIRCULATED: - Report dated 22 February 2019 from the Director of Community and Wellbeing stating that this Community & Wellbeing Budgetary Control Report covered the 10-month period 1 April 2018 to 31 January 2019 and was set out on page 4. The net cost of services was showing an under spend of £92,464 (1.2%).

Explanation of Variance

A Budgetary Control Report by Income and Expenditure for the Directorate was, also, shown on page 4 which analysed the overall favourable variance (£92,464) by expenditure (£367,252 favourable) and income (£274,788 adverse). However, if the net nil distorting effect on income and expenditure of Peace IV grants was removed then the variance for expenditure was £117,980 favourable and income £25,516 adverse.

5. COMMUNITY & WELLBEING

Expenditure - £367.3k (3.1%) better than budget to date. This favourable variance was mainly made up of the following: - 1. Environmental Health - £79.2k favourable. This was mainly due to: - a. Payroll was £63.1k favourable mainly due to vacant posts which were being recruited. b. Spend on NI Home Safety Database is £18.7k adverse as it was not budgeted for but that was offset by a similar favourable income variance – see 4a below. c. Home Safety was currently £7.1k under budget but it was expected that this budget would be fully spent by the end of the financial year. d. There were underspends to date on mileage (£12.8k) and training (£5.8k). 2. Community & Culture - £342.6k favourable (£93.3k favourable after allowing for the net nil distorting effect on income and expenditure of Peace IV grants). a. Payroll £66.9k favourable mainly due to underspends in Community Development (£47.0k) and Council Run Clubs (£10.3k). The Manager’s post was filled in September, but the Coordinator post was still vacant. b. Peace IV grant payments were £249.3k under budget to date due to a delay in the project starting (SEUPB delayed approvals) but this was offset by a similar adverse variance on income – see 5a below. Spend was underway now in most projects. c. Community Development Summer Schemes and Council Run Clubs were £19.7k under budget to date.

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d. The Bonfire Programme was £35.7k over budget mainly due to increased site clearance costs. e. There were small underspends to date on Volunteer Support (£7.0k), PR Plan (£8.4k). Start Up Support (£5.1k), Community Training (£5.0k) and Neighbourhood Renewal (£6.6k). 3. Leisure & Amenities - £55.4k adverse. The 2018/19 budget assumed the old Ards LC would operate for 8 months with the new Ards Blair Mayne Wellbeing & Leisure Centre (ABMW&LC) operating for 4 months. The old Centre was actually open for 9 months (with it being closed to the public for the second half of December) and the new Centre opened in January 2019. This has had an adverse impact on financial performance especially income. a. Payroll was £286.6k adverse but this included severance payments and pension costs totalling £123.1k. There were overspends to date on Ards LC (£211.7k – no budget for December) and Comber LC (£41.1k) due to allocation of staff. This was to be addressed by transformation and transition to the new centre. There were, also, overspends to date on Londonderry Park (£35.5k) and Parks & Cemeteries (£22.8k). All of those overspends are partially offset by favourable variances in ABMW&LC (£84.0k – not open in December), Community Halls/Centres (£20.1k), Leisure Admin (£29.9k – 1 vacant post), Countryside Management (£16.8k – 1 vacant post) and Outdoor Recreations (£10.4k – 1 vacant post). b. Ards LC (£58.0k), ABMW&LC (£42.7k), Comber LC (£15.7k), Portaferry SC (£8.5k) and Londonderry Park (£20.0k) running costs (excluding payroll) were £144.9k under budget to date. This helped to offset the adverse payroll and income variances (see 3a above & 6a below). c. Ards Half Marathon was underspent by £24.6k as the event was not held this year. This, also, meant there was no income received – see 6c below. d. Parks & Cemeteries running costs (excluding payroll) are £69.5k over budget to date. This was mainly due to increased spend on equipment and tools and plant and equipment maintenance. e. Community Halls/Centres running costs (excluding payroll) were £41.9k under budget to date. f. There were a number of favourable variances to date for other Leisure services such as Sports Pavilions (£20.7k), Sports & Football Development (£9.7k), Everybody Active programme (£9.5k), Hamilton Hub (£5.7k), Countryside Management (£5.3k) and Leisure consultancy costs (£20.1k). Income - £274.8k (7.1%) worse than budget to date. This adverse variance was mainly made up of the following: - 4. Environmental Health - £41.8k better than budget. a. NI Home Safety Database income was £18.7k favourable as this was budgeted for. This offset the adverse expenditure variance – see 1b above.

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b. Home Safety grant income was £8.6k better than budget to date. c. Food Safety income was £7.6k better than budget to date. 5. Community and Culture - £222.9k adverse (£26.4k favourable after allowing for the net nil distorting effect on income and expenditure of Peace IV grants). a. Peace IV grant income was £249.3k adverse but that was offset by a similar favourable variance on project spend – see 2b above. b. Good Relations grant income (£3.9k) and Bonfire Programme income (£6.1k) were £10.0k better than budget to date. c. Arts Centre income was £6.5k better than budget to date. d. Museum income was £8.2k better than budget to date. 6. Leisure & Amenities - £93.7k adverse. a. Income at ABMW&LC (£138.0k adverse – the budget assumed December 2018 opening but it did not open until January 2019. It should be noted that for the month of January the new Centre’s income was £8k better than budget), Ards LC (£25.4k favourable), Comber LC (£8.1k favourable), Portaferry Sports Centre (£0.6k favourable) and Londonderry Park (£10.9k adverse) was £114.8k behind budget to date. b. Community Halls/Centres income was £32.8k better than budget to date. Most of the Community Centres were showing favourable income variances to date with the largest being Queens Hall (£6.4k) and Hamilton Road Community Centre (£11.4k). c. Ards Half Marathon income was £14.0k adverse – see 3c above.

BUDGETARY CONTROL REPORT By Directorate and Service

Period 10 - January 2019

Note Year to Date Year to Date Variance Annual Variance Actual Budget Budget £ £ £ £ %

Community & Wellbeing

100 Community & Wellbeing HQ 130,017 130,900 (883) 160,500 0.7 110 Environmental Health 1,261,669 1,382,600 (120,931) 1,723,700 8.7 120 Community and Culture 1,555,816 1,675,600 (119,784) 1,937,800 7.1 130 Leisure and Amenities 4,822,733 4,673,600 149,133 5,593,100 3.2

Totals 7,770,236 7,862,700 (92,464) 9,415,100 1.2

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BUDGETARY CONTROL REPORT By Income and Expenditure

Period 10 - January 2019

Expenditure Income Note Actual Budget Variance Actual Budget Variance £ £ £

Community & Wellbeing

100 Community & Wellbeing HQ 130,017 130,900 (883) - - - 110 Environmental Health 1,691,146 1,770,300 (79,154) (429,477) (387,700) (41,777) 120 Community and Culture 2,476,151 2,818,800 (342,649) (920,335) (1,143,200) 222,865 130 Leisure and Amenities 7,059,933 7,004,500 55,433 (2,237,200) (2,330,900) 93,700

Totals 11,357,248 11,724,500 (367,252) (3,587,012) (3,861,800) 274,788

RECOMMENDED that the report be noted.

AGREED, on the proposal of Councillor Edmund, seconded by Alderman Irvine, that the recommendation be adopted.

5. SERVICE PLAN LEISURE AND AMENITIES (FILE CW22) (Appendix I)

PREVIOUSLY CIRCULATED: - Report dated 20 February 2019 from the Director of Community and Wellbeing attaching the Service Plan for Leisure and Amenities in accordance with the Council’s Performance Management policy

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities • Motivate and develop staff • Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable us to recognise success and address underperformance.

This plan had been developed to align with objectives of the Big Plan, Corporate Plan 2015-19 and the draft Annual Performance Improvement Plan (PIP) 2019/20. The agreement of the plan would also assist toward achievement of the Council’s performance improvement duties under the Local Government Act (NI) 2014. The Service Plan highlighted where the service contributed to the Corporate Plan and, where this was the case, set out the objectives of the service for the 2019/20 year. It further identified the key performance indicators used to illustrate the level of achievement of each objective, and the targets that the Service would try to attain along with key actions required to do so.

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The Service Plan also identified key risks to the service along with analysis of those and necessary actions to mitigate/manage risks. Key risks impacting services were incorporated into the Corporate Risk Register. The plan had been developed in conjunction with staff, officers and management and consultation with key stakeholders where relevant.

The plan was based on the agreed budget. It should be noted that, should there be significant changes in-year (for example due to Council decisions, budget revisions or changes to the PIP) the plan may need to be revised.

The Committee would be provided with update reports on performance against the agreed plan.

RECOMMENDED that the Council approve the attached plan.

AGREED, on the proposal of Alderman Irvine, seconded by Councillor Edmund, that the recommendation be adopted.

(Councillor Adair left the meeting at this stage – 7.34pm)

6. SERVICE PLAN ENVIRONMENTAL HEALTH PROTECTION AND DEVELOPMENT (FILE CW22) (Appendix II)

PREVIOUSLY CIRCULATED: - Report dated 28 February 2019 from the Director of Community and Wellbeing, attaching the Service Plan for Environmental Health Protection and Development in accordance with the Council’s Performance Management policy.

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities • Motivate and develop staff • Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable us to recognise success and address underperformance.

This plan had been developed to align with objectives of the Big Plan, Corporate Plan 2015-19 and the draft Annual Performance Improvement Plan (PIP) 2019/20. The agreement of the plan would also assist toward achievement of the Council’s performance improvement duties under the Local Government Act (NI) 2014.

The Service Plan highlighted where the service contributed to the Corporate Plan and, where this was the case, set out the objectives of the service for the 2019/20 year. It further identified the key performance indicators used to illustrate the level of achievement of each objective, and the targets that the Service would try to attain along with key actions required to do so. 10

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The Service Plan also identified key risks to the service along with analysis of those and necessary actions to mitigate/manage risks. Key risks impacting services were incorporated into the Corporate Risk Register. The plan had been developed in conjunction with staff, officers and management and consultation with key stakeholders where relevant.

The plan was based on the agreed budget. It should be noted that, should there be significant changes in-year (for example due to Council decisions, budget revisions or changes to the PIP) the plan may need to be revised.

The Committee would be provided with update reports on performance against the agreed plan.

RECOMMENDED that Council approve the attached plan.

AGREED, on the proposal of Councillor Thompson, seconded by Alderman Smith, that the recommendation be adopted.

7. SERVICE PLAN COMMUNITY AND CULTURE (FILE CW22) (Appendix III)

PREVIOUSLY CIRCULATED: - Report dated 4 March 2019 from the Director of Community and Wellbeing providing the Service Plan for Community and Culture in accordance with the Council’s Performance Management policy.

Plans were intended to:

• Encourage compliance with the new legal, audit and operational context • Provide focus on direction • Facilitate alignment between Corporate, Service and Individual plans and activities • Motivate and develop staff • Promote performance improvement, encourage innovation and share good practice • Encourage transparency of performance outcomes • Better enable us to recognise success and address underperformance.

This plan had been developed to align with objectives of the Corporate Plan 2015-20 and the draft Annual Performance Improvement Plan (PIP) 2019/20. The agreement of the plan would also assist toward achievement of the Council’s performance improvement duties under the Local Government Act (NI) 2014.

The Service Plan highlighted where the service contributed to the Corporate Plan and, where this was the case, set out the objectives of the service for the 2019/20 year. It further identified the key performance indicators used to illustrate the level of achievement of each objective, and the targets that the Service would try to attain along with key actions required to do so.

The Service Plan also identified key risks to the service along with analysis of those and necessary actions to mitigate/manage risks. Key risks impacting services were incorporated into the Corporate Risk Register. The plan had been developed in 11

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conjunction with staff, officers and management and consultation with key stakeholders where relevant.

The plan was based on the agreed budget. It should be noted that, should there be significant changes in-year (for example due to Council decisions, budget revisions or changes to the PIP) the plan may need to be revised.

The Committee would be provided with update reports on performance against the agreed plan.

RECOMMENDED that the Council approve the attached Service Plan.

AGREED, on the proposal of Alderman Irvine, seconded by Councillor Chambers, that the recommendation be adopted.

(Councillor Adair entered the meeting at this stage – 7.36pm)

8. Q3 PERFORMANCE REPORTS

8.1.Q3 PERFORMANCE LEISURE AND AMENITIES (FILE CW22)

PREVIOUSLY CIRCULATED: - Report dated 20 February 2019 from the Director of Community and Wellbeing, detailing that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement Council approved the Performance Management Policy and Handbook. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:

• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2018/19 plan published 30 June 2018) • Service Plan – developed annually (approved April 2018)

The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.

Reporting approach

The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:

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Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June

The report for the third Quarter of 2018/19 was attached.

Key points to note:

• The drop in the number of people reaching week four of the GP referral programme was largely due to the weeks in December following the closure of Ards Leisure Centre disrupting the programme. The programme was now being delivered from the Ards Blair Mayne Wellbeing and Leisure Complex. • Recycling had commenced in the Community Centres and bins were in place in all sites for use by the public. Staff were engaging with the users to encourage them to recycle when they use the facilities.

Key achievements:

• The Sports Development Team continued to grow the Sports Forum and Sports Directory above target, a testament to the hard work that they and the members of the Sports Forum do. • The fitness staff should also be commended for the amount of classes that it ran throughout the Borough exceeding their target substantially.

Emerging issues:

• Community Centres utilisation had dropped slightly; this was detailed further in an accompanying report to this committee.

Action to be taken:

• The service was determined to continue to improve the health and wellbeing of the residents of the Borough through all of its facilities and services.

Quarterly Performance Report - Leisure and Amenities

Generated on: 20 February 2019

Last Update H1 2018/19

Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon No. of clubs listed in the Sports Directory 135 121

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Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon More fitness classes 90 70

% staff completing Pride in Performance conversations 91% 80%

Last Update Q3 2018/19

Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon Number of members of forum 102 100

% increase of people reaching week 4 of the GP referral -17.5% 5% programme % of people who take out a membership package at the end of a 35% 25% referral programme Use XN software to measure the number of visitors to indoor 173,000 169,350 leisure facilities Average utilisation of community centres 27% 28%

% spend against budget 104.61% 100%

% staff attendance 93.37% 95%

Measure all Recycled waste generated from Leisure Centres 42% 65%

Measure all Landfill waste generated from Leisure Centres 58% 20%

Measure all Landfill waste generated from Community Centres 53.8% 20%

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ITEM 7.5.

RECOMMENDED that that the Council notes this report.

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

Councillor Chambers noted the drop in the number of people reaching week four of the GP referral programme with -17.5% recorded against the current target of 5%. In light of that he sought clarification on why there had been such a dramatic drop.

In response, the Head of Leisure and Amenities informed members that the figures incorporated into the report detailed activity for the previous quarter for October to December 2018 which included the closure period of Ards Leisure Centre. He added that the previous quarter had been exceptionally good therefore that would have a negative impact upon the following quarter’s figures.

AGREED, on the proposal of Councillor Dunne, seconded by Councillor Chambers, that the recommendation be adopted.

8.2. Q3 PERFORMANCE ENVIRONMENT HEALTH PROTECTION AND DEVELOPMENT (FILE CW22)

PREVIOUSLY CIRCULATED: - Report dated 13 March 2019 from the Director of Community and Wellbeing, detailing that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement Council approved the Performance Management Policy and Handbook. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:

• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2018/19 plan published 30 June 2018) • Service Plan – developed annually (approved April 2018)

The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.

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Reporting approach

The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:

Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June

The report for the third Quarter of 2018/19 was attached.

Key points to note:

• Due to some staffing issues budget spend had been less than target

Key achievements:

• The department had been given a favourable Food Standards Agency Audit in relation to the Food Functions of the Council.

Emerging issues:

• The Environmental Health officers in the depart may be required to assist DAERA to expedite export health certificates for Food in support of local business in the event of a “No Deal” EU exit.

Action to be taken:

• Training and contingency plans were being put in place in light of the potential scenario above.

Quarterly Performance Report - Environmental Health, Protection and Development

Generated on: 26 February 2019

Last Update H1 2018/19

Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon % of staff reporting annual Pride and Performance conversations 60% 80%

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Last Update Q3 2018/19

Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon % of quarterly targets achieved as determined by Service Level 100% 100% Agreements % spend against budget 91.64% 100%

% staff attendance 96.64% 95%

% service requests responded to within 2 working days 96% 93%

2.5 Per 1000 population sample rate 103 80

% of food businesses with a Food Hygiene Rating <3 improving to 72% 70% a Rating of at least 3 at the time of re-inspection % of comments made within 15 working days 92% 90%

RECOMMENDED that the Council notes this report.

AGREED, on the proposal of Councillor Dunne, seconded by Councillor Chambers, that the recommendation be adopted.

8.3. Q3 PERFORMANCE COMMUNITY AND CULTURE (FILE CW22)

PREVIOUSLY CIRCULATED: - Report dated 5 March 2019 from the Director of Community and Wellbeing, detailing that Council was required, under the Local Government Act 2014, to have in place arrangements to secure continuous improvement in the exercise of its functions. To fulfil this requirement Council approved the Performance Management Policy and Handbook. The Performance Management Handbook outlined the approach to Performance Planning and Management process as:

• Community Plan – published every 10-15 years • Corporate Plan – published every 4 years (2015-2019 plan in operation) • Performance Improvement Plan (PIP) – published annually (2018/19 plan published 30 June 2018) • Service Plan – developed annually (approved April 2018)

The Corporate Plan 2015-19 set out 17 objectives for the plan period based on themes of People, Place, Prosperity and Performance. The Council’s 16 Service Plans outlined how each respective Service would contribute to the achievement of the Corporate objectives including, but not limited to, any relevant actions identified in the PIP.

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Reporting approach

The Service Plans would be reported to relevant Committees on a quarterly basis as undernoted:

Reference Period Reporting Month Quarter 1 (Q1) April – June September Q2 July – September December Q3 October – December March Q4 January - March June

The report for the third Quarter of 2018/19 was attached.

Key points to note:

• The results of the Good Relations attitudinal studies would be collated at year end and reported in Q4 • The PEACE IV attitudinal studies for the Youth Leadership Programme and the Soft Skills Development Programme could only be reported at the end of the programme period in 2020 • The results of the Arts and Heritage satisfaction surveys would be reported in Q4 • The number of summer schemes delivered by the Community Development team are under the target figure owning to the teenage scheme in the West Winds being cancelled due lack of uptake

Key achievements:

• The results of the satisfaction survey for the Council summer schemes exceeded expectations • Confidence in Policing had exceeded set targets for this reporting period • Spend against budget and staff attendance had again exceeded targets in this reporting period

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Quarterly Performance Report - Community and Culture

Generated on: 30 November 2018

Last Update Q2 2018/19

Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon Good Relations Attitudinal Surveys 0% 40%

Youth Leadership Attitudinal Change Survey 0% 10%

Summer Scheme Satisfaction Surveys 83.33% 40%

4 Community hubs established 0 1

Last Update Q2 2018/19

Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon Improved Confidence in Policing 96.09% 70%

No of participants engaged in the capacity building and youth 56 24 leadership prog. No of participants engaged in the soft skills development prog. 282 130

No of Council Summer Schemes delivered 5 6

No of Community Led Summer Schemes delivered 4 2

% spend against budget 96.43% 100%

% staff attendance 99.21% 95%

Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon No of active volunteers 15 12

No of supported programmes delivered by the community 5 3

Increase the number of direct engagements with key influencers 140 50

3 GR Art Programmes Delivered 0 1

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Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon Arts and Heritage Satisfaction Surveys (Wellbeing) 0% 100%

% staff reporting regular Pride in Performance Conversations 100% 80%

Cannot group these rows by Last Update

Perform PI Short Name Performance Performance ance Data Current Data Current Data Value Target Traffic Light Icon Soft Skills Programme Attitudinal Change Survey

RECOMMENDED that the Council notes this report.

AGREED, on the proposal of Councillor Dunne, seconded by Councillor Chambers, that the recommendation be adopted.

9. ARDS AND NORTH DOWN SPORTS FORUM GRANTS (FILE SD109) (Appendix IV)

PREVIOUSLY CIRCULATED: - Report dated 15 January 2019 from the Director of Community and Wellbeing, stating that on the 26 August 2015 Council delegated authority to the Ards and North Down Sports Forum Borough, in order to allow it to administer sports grants funding on behalf of the Council. £25,000 had been allocated within the 2018/2019 revenue budget for this purpose.

The Council further authorised the Forum under delegated powers to award grants of up to £250. Grants above £250 still required Council approval. In addition, the Council requested that regular updates were reported to members.

During February 2019, a total of 25 grant applications were received; four of which were for Travel and Accommodation, five of which were for Equipment, ten of which were for Coaching and five of which were for Gold Cards and one which was for an Event. A summary of the applications was detailed in the attached Appendix.

A total of four of the applications failed to meet the specified criteria. The reasons for the unsuccessful applications were detailed on the attached Appendix Unsuccessful Sports Forum Grants February 2019.

For information, the annual budget and spend to date on grant categories was as followed: 20

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February 2019 Annual Budget Funding Awarded Remaining February 2019 Budget Travel and Accommodation* £12,000 £570 -£1968.37 Coaching* £2,500 £2090 -£1494.50 Equipment* £5,000 £3,977 -£3709.11 Events £3,000 £0 -£942.45 Seeding £500 £0 £250 Anniversary £1,000 £0 £1000 Discretionary £1,000 £0 £880 Gold Cards Issued during the period February 2019 is 4.

* The proposed remaining budget for Travel & Accommodation of -£1968.37 was based on a proposed award of £570 as listed in Appendix 1(A). The proposed remaining budget for Equipment of -£3709.11 was based on a proposed award of £3977.00 as outlined in Appendix 1(B). The proposed remaining budget for Coaching of -£1494.50 was based on an award of £2090.00 as outlined in Appendix 1(C).

Unfortunately, the forum for this month was inquorate and therefore all applications must be approved by default by Council, based on the officer’s recommendations contained in this report.

RECOMMENDED that Council approves the attached applications for financial assistance for sporting purposes.

As agreed by Council any applications which meet the guidelines for the remainder of the year are honoured and that funds are reallocated from the underspend from the Councils Leisure budget

AGREED, on the proposal of Councillor Menagh, seconded by Councillor Thompson, that the recommendation be adopted.

10. Q3 REPORT COMMUNITY CENTRE PERCENTAGE USAGE (FILE CW66) (Appendix V)

PREVIOUSLY CIRCULATED: - Report dated 20 February 2019 from the Director of Community and Wellbeing, advising that it was previously agreed that a report producing percentage utilisation be presented to Council on a quarterly basis. This report covered the period from October to December 2018.

Members would note that percentage usage had decreased from the same quarter in 2017 by 2.11 per cent, equating to 162 fewer hours booked across the nineteen centres.

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In comparison to quarter two, percentage usage had risen by 4.43 percent across all nineteen sites. As the summer holidays ended the amount of bookings increased across all sites.

RECOMMENDED that Council notes the report.

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

Alderman Irvine noted that in comparison to the same period last year the percentage figures were all down and in light of that he asked how the Council was promoting use of the centres.

In response the Head of Leisure and Amenities reported that utilisation figures for Council community centres had increased by 4.43% although it was noted usage had decreased in the same quarter in 2017 by 2.11%. Continuing he informed members that during those quieter periods essential maintenance work had been carried out at many of those community centres. The Head of Leisure and Amenities also took the opportunity to inform members that a Directory of those services had recently been completed and indicated that he had no concerns in respect of current community centre usage levels. He added that those groups who were experiencing funding issues was a matter which was unfortunately out of the Council’s control.

At this stage Councillor Dunne indicated that he too had some concerns with the figures referred to by his colleague Alderman Irvine. He suggested that more needed to be done and asked if consideration had been given to promoting usage of the community centres through the Council’s Borough magazine. Continuing Councillor Dunne then referred to charges for the use of community centres and asked if officers had given thought to the introduction of a discount scheme similar to those offered in the private sector.

The Head of Leisure and Amenities confirmed no consideration had been given to that however he indicated that he would take on board members comments.

Councillor Menagh noted that on occasions Groups had been able to avail of cheaper hire rates for community facilities and he would be keen to ensure those preferential rates were made available across all facilities. He acknowledged that for many Community Groups funding was an issue and he took the opportunity to add that the caretakes of all the Council’s community facilities did a great job.

Councillor Adair advised that community groups within his District Electoral Area (DEA) had been grateful for the recent refurbishment works which had been carried out. He agreed that funding was an issue for many of those Groups and asked if consideration could be given to making the hire rates more competitive.

AGREED, on the proposal of Alderman Irvine, seconded by Councillor Dunne, that the recommendation be adopted.

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11. BEST KEPT AWARDS (FILE PCA3)

PREVIOUSLY CIRCULATED: - Report dated 25 February 2019 from the Director of Community and Wellbeing, advising that the following locations had been submitted to the Northern Ireland Amenity Council for consideration under the Best Kept Awards 2019. Those entries were consistent with previous years entries across the Borough.

Category Location Large Town Bangor Large Town Newtownards Medium Town Comber Medium Town Holywood Medium Town Donaghadee Small Town Portaferry Large Village Crawfordsburn Large Village Helens Bay Large Village Groomsport Large Village Conlig Large Village Cloughy

The cost for entries were as follows :-

Category Member Fee Large Town £30 Medium Town £30 Small Town £25 Large Village £20 Small Village £15

In order to submit the entries, Council must be affiliated to the Northern Ireland Amenity Council at a cost of £2,300 per year.

Entry fees and affiliation could be met from existing budgets.

In addition to the regional entries, the Northern Ireland Amenity Council had selected Bangor to forward to the Ireland Best Kept Town competition for 2019. This was based on Bangor achieving first place in the Large Town category of the 2018 Best Kept Awards. It was pointed out that there was no charge for the entry to Best Kept.

RECOMMENDED that Council agree to the entries as outlined and to the Council renewing the affiliation to the Northern Ireland Amenity Council based on the above costs, and the Bangor goes forward to Irelands Best Kept competition for 2019. 23

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

Welcoming the report, the proposer, Councillor Adair, acknowledged the increase in the number of entries from the Borough adding that he wished them all every success.

AGREED, on the proposal of Councillor Adair, seconded by Councillor Edmund, that the recommendation be adopted.

12. ULSTER IN BLOOM (FILE PCA3)

PREVIOUSLY CIRCULATED: - Report dated 25 February 2019 from the Director of Community and Wellbeing, advising that the following entries were proposed for the Ulster in Bloom competition for 2019.

Large Town/City – Bangor Large Town - Newtownards Medium Town - Holywood Town - Comber Small Town – Donaghadee Small Town - Portaferry Village – Crawfordsburn Village - Helens Bay Village - Groomsport Village - Conlig

All entries were free of charge and were consistent with previous years entries.

The selected entries had been based upon the level of floral display and community involvement in each town, consistent with and appropriate to the judging criteria set out by the competition organisers, Keep Northern Ireland Beautiful.

RECOMMENDED that Council agree to the above towns being entered in this year’s competition

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

Welcoming the report, the proposer Councillor Adair expressed his delight on reading the proposed entries from the Borough which would showcase it at its best and help to promote the Borough as a tourist destination. He also took the opportunity to acknowledge the efforts of the team behind Portaferry in Bloom.

AGREED, on the proposal of Councillor Adair, seconded by Alderman Smith, that the recommendation be adopted. 24

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13. NORTH DOWN PINE MARTIN AND RED SQUIRREL GROUP (FILE PCA 79)

PREVIOUSLY CIRCULATED: - Report dated 25 February 2019 from the Director of Community and Wellbeing, stating that that at the February meeting of the Community and Wellbeing Committee, the North Down Pine Martin and Red Squirrel Group delivered a presentation on the proposals to enhance the populations of Red Squirrel in the Borough while controlling the populations of Grey Squirrel.

The request from the North Down Pine Martin and Red Squirrel Group was that Council agreed to assist in the following:-

• Providing access to Council properties to control grey squirrels • Including red squirrels and Pine Marten in the new local biodiversity action plan • Ensuring management plans for wooded areas under Council control included measures to control grey squirrels for the protection of red squirrels and Pine Marten. • Supporting the erection of red squirrel drey and Pine Marten den boxes by covering them under Council public liability insurance.

In order for Council to consider the above request, officers were currently reviewing the approach outlined in the presentation together with wider research on the subject matter.

Following this review, a detailed report with be brought before members outlining the wider research which would allow officers to then recommend an appropriate approach within the Borough regarding the issue.

RECOMMENDED that Council notes this update report.

AGREED, on the proposal of Councillor Menagh, seconded by Councillor Brooks, that the recommendation be adopted.

14. DISPLAY BEDS POLICY OUTLINE (FILE PCA5)

The Chairman informed members that this item had been withdrawn.

NOTED.

15. TENNIS FACILITIES REFURBISHMENT UPDATE (FILE LS/LA7)

PREVIOUSLY CIRCULATED: - Report dated 26 February 2019 from the Director of Community and Wellbeing, stating that in 2018 two notices of motion were approved asking for reports to be brought back concerning the potential refurbishment and

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upgrading of two tennis facilities within the Borough, namely Seapark Holywood, and Groomsport.

Officers commenced a scoping exercise into the tennis facilities in the Borough and through liaison with the Councils Assets and Property Department had estimated that an investment budget of £1.025M over three years would be appropriate to refurbish facilities as being required. As part of the incoming years rate setting process, Council agreed that £325,000 of this could be invested in tennis facilities during 2019/2020.

The facilities in terms of current quality, demand, club utilisation and overall provision requirements based on bookings and greatest need would be addressed first now that the budget had been agreed, and both Groomsport and Holywood were currently being assessed to see if they would fall into that category. Also related to that was the developing play strategy which would be look at the need for MUGAs as possible facilities instead of standalone tennis courts so this strategic overview would also be used to determine if any facility was to continue as a stand-alone tennis or as a multi-facility.

Once the prioritisation was complete work would begin to scope out the works required and carry out the necessary refurbishment.

RECOMMENDED that Council notes this update.

Councillor Chambers proposed, seconded by Councillor Brooks, that the recommendation be adopted.

Rising as proposer, Councillor Chambers welcomed this investment within the Borough and particularly in Groomsport. He stated that it had been his Notice of Motion which had triggered this, and he firmly believed the demand was there in Groomsport for such a facility. In respect of the need for a MUGA Councillor Chambers commented that he hoped Groomsport would be given some priority particularly given the ongoing works being carried out in the village in respect of the inclusive beach and toilet refurbishment works.

Rising also in support of the recommendation, Councillor Dunne welcomed the proposed sports investment in both Groomsport and Holywood. Referring specifically to Holywood Councillor Dunne acknowledged that it had been waiting a significant length of time for investment of this nature.

Councillor Adair proposed an amendment, seconded by Councillor Edmund, that the Council note the report but further tasks officers to include the potential upgrade of Greyabbey and Ballywalter Tennis Courts including sourcing potential external funding as part of a further report.

The proposer of the amendment, Councillor Adair, welcomed the proposed investment however he referred to two tennis courts in his District Electoral Area

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(DEA) in Greyabbey and Ballywalter both of which were quite old and required some refurbishment works to be undertaken. He added that he would welcome a review of all tennis courts throughout the Borough and encouraged officers to source all opportunities to avail of external funding which may be available.

At this stage the Head of Community and Culture confirmed that all tennis courts through the Borough were being reviewed as alluded to in the report tabled before members.

In light of that Councillor Adair indicated that he would be content to withdraw his amendment at this stage.

Welcoming the proposed investment in those facilities throughout the Borough, Councillor Menagh stated that he hoped it would encourage residents to use them which would be good for their overall health and wellbeing.

Alderman Smith also welcomed the review which was to be undertaken of all tennis facilities throughout the Borough adding that she hoped Helen Bay Tennis Courts would be included as part of that. Continuing she advised that she along with MLA Gordon Dunne had recently visited Helens Bay Tennis Club and noted that it urgently needed resurfacing and fencing works. Alderman Smith suggested that Helens Bay Tennis Courts were one of the most used in the Borough with over 60 young people generally attending each Saturday, adding that the Tennis Club was a very well supported club.

Alderman Irvine sought clarification that a separate report would come back in due course on the proposals for the tennis courts rather than be encompassed within the overall Play Strategy document.

The Chairman confirmed that would be the case.

AGREED, on the proposal of Councillor Chambers, seconded by Councillor Brooks, that the recommendation be adopted.

16. HOUSES IN MULTIPLE OCCUPATION (FILE CW125) (Appendix VI)

PREVIOUSLY CIRCULATED: - Report dated 25 February 2019 from the Director of Community and Wellbeing, stating that the purpose of this report was to make Council aware of its new role relating to the licensing of Houses in Multiple Occupation (HMOs) which came into force on 1 April 2019 and to seek approval for governance recommendations pertaining to decision making processes and the amendment of the Scheme of Delegation. The legislation could be found here: - http://www.legislation.gov.uk/nia/2016/22/contents

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1. Relevant Background Information

The Houses in Multiple Occupation (HMO) Act NI 2016 was due to commence on 1 April 2019. This would transfer the responsibility for the Houses in Multiple Occupation (‘HMO’) registration scheme from Northern Ireland House Executive to local district councils and create a new licensing system which required landlords to demonstrate that they were a fit and proper person to be an HMO landlord.

Two councils (Belfast and Causeway Coast & Glens) would host inspection staff transferring from NIHE who would need to be authorised by individual Councils to work across and on behalf of all 11 councils.

This report aimed to provide detail of the required governance arrangements that each council now needed to put in place to ensure the successful implementation of the new legislation and model post 1 April 2019.

2. Key Issues/Points

The Role of Committee in the Decision-Making Process

As with other licensing matters, a designated Committee had responsibility to recommend to Council in respect of the determination of license applications. Through the Scheme of Delegation some matters could be delegated to named officers within the organisation.

In accordance with the current governance arrangements, it was recommended that the Community and Wellbeing Committee would assume responsibility for making a recommendation to Council to determine those applications for a house in multiple occupation in the following circumstances: -

• where an application is to be refused, • where adverse representations are received (grant, renewal or transfer), • where variation of a licence is required, • in the determination of a fit and proper person check, • in the approval of guidance documents, • in the setting of licence fees, and • in the revocation of licences.

On legal advice there would be one exception to this rule; where in the public interest the Director of Community and Wellbeing or Head Environmental Health Protection and Development, in consultation with the Chief Executive and Council’s Solicitor, considers that there were circumstances which make it necessary to suspend a licence immediately.

The Committee should note the legislative requirement to process a licence application within a reasonable time. Councils should aim to determine applications before the end of the period of three months beginning with the date on which the 28

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Council received a valid application. In certain cases, for example where physical changes to the living accommodation were to be made, an additional time period might be required. A court of summary jurisdiction may extend the period in the case of an application.

Any person on whom the Council was required to serve notice of a decision had the right to appeal against the decision. The requirements to serve notice would vary depending on the nature of the decision. Generally, this included the applicant, and anyone who had made a valid written representation, but it may also in some cases include the occupants of the premises. Any appeal must be made to the Magistrates Court within 28 days of receiving notice.

3. Proposed Amendments to the Scheme of Delegation

To deal with most HMO licence applications in a timely fashion and to minimise administrative cost, it was recommended that the Scheme of Delegation allowed for the Director of Community and Wellbeing to be responsible for exercising all powers in relation to the issue, including authorisation of staff, with the exceptions previously outlined above.

4. Implications for Council

Financial and Resource Implications

The proposed licence fees had been calculated by Councils, the Regional Programme Board and agreed via SOLACE to ensure full cost recovery of this transferring service.

This service was being delivered on a regional basis. Belfast City Council would be the employing authority for all technical and non-technical staff. Causeway Coast and Glens Borough Council would act as a host Council for those staff based in Coleraine. Ards and North Down Borough Council would be primarily served by those officers located in the Coleraine Office.

Workshop for Elected Members.

Plans were in place to hold a training workshop in early summer 2019 for elected members with respect to the operation of the licensing system and related roles and responsibilities. Belfast City Council’s Legal Services would deliver this training.

RECOMMENDED that Council notes the report and gives the Chief Executive authority to bring into effect the necessary governance arrangements for the Houses in Multiple Occupation (HMO) Act NI 2016 to come into operation on 01 April 2019. It is further recommended that the Council adopts the attached guidance and Service Level Agreements, authorises staff employed by the two hosting authorities to exercise the operational powers of the legislation in the Borough, and the aforementioned Council officers to carry out functions as described. 29

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

Alderman Irvine acknowledged the importance of this responsibility transferring from the Northern Ireland Housing Executive to the Council and asked if there would be any benefits to tenants as a result of this. He also asked if there would be any resource issues for Council staff.

In response the Head of Environmental Health, Protection and Development confirmed there would be many benefits for residents as well as a number of technical changes which would require a licence to be applied for. It was noted land lords would also be required to undertake a ‘Fit and Proper Person Test’ and then publicly advertise whenever an HMO had been put into place to enable neighbouring residents to have their say on the proposals. He added that the licence could be withdrawn and amended before it had been in place for five years.

Councillor Thompson noted the proposed workshop for members and welcomed this.

At this stage the Head of Environmental Health, Protection and Development confirmed training for officers would also take place in April 2019.

AGREED, on the proposal of Alderman Irvine, seconded by Councillor Thompson, that the recommendation be adopted.

17. UPDATE ON AFFORDABLE WARMTH SCHEME (FILE CW8)

PREVIOUSLY CIRCULATED: - Report dated 26 February 2019 from the Director of Community and Wellbeing, detailing that the Affordable Warmth Scheme remained challenging to manage, with very little certainty from the Department of Communities (DfC) being forthcoming, despite Officers continually raising concerns and communicating with the Permanent Secretary on behalf of members, who remained extremely supportive of the both the scheme and the officers who delivered it.

As requested by the Council, the most recent communication with DfC expressed the opinion that “six weeks to receive a possible heating grant under the Affordable Warmth Scheme was an unacceptable delay and that must be addressed with urgency”. In reality, the Northern Ireland Housing Executive (NIHE) could take up to six weeks before undertaking a site visit but the administrative process to confirm the grant could take even longer. At the time of writing this report, no response had been received concerning the aforementioned recent communication, but the Head of Environmental Health Protection and Development also tabled the Council’s concerns at Environmental Health Northern Ireland (EHNI) where the heads of Environmental Health for the 11 Councils had agreed to collectively seek clarification from DfC on issues of funding, backlogs and the findings of the review of the

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scheme. This resulted in a representative from DfC attending the EHNI meeting on 21 February 2019.

In relation to the issue of funding, unfortunately there was little clarity given. A letter sent to Councils on 7 February stated: “Unfortunately I am not in a position at this time to be explicit about the size of the budget for 2019/20, however we are assured that it is of a significant enough amount to give you comfort that we can continue with the delivery of the scheme in 2019/20. As soon as I am given confirmation of the budget I will write to you with full details along with referral volumes and profiling” DfC’s representative was still not in a position to provide more information at EHNI therefore the Council continued to plan on the basis of existing allocation but recognise that this may change with short notice, as had been the case historically.

EHNI advised DfC that there were now significant backlogs in the scheme including up to six weeks delay in NIHE visiting “urgent” cases and the backlog, in relation to targeted properties, was now several months. This created two issues for local authorities. The Council was fielding a significant number of queries from disgruntled grant applicants who had applied to the scheme some time ago and had not received a visit to progress the grant. Secondly a scoring matrix had been introduced to “triage” those in most need. This was introduced after a significant backlog of referred cases had already developed. If the scoring matrix was applied to new cases as they arise, then “urgent” ones were forwarded to the NIHE. However, there may many “urgent” cases on the waiting lists that had not been identified as such as they had not been subjected to the scoring system. They were still awaiting triaging whilst the new “urgent” cases were being visited. For adjacent properties in targeted areas this could inadvertently give the impression of an element of unfairness/queue jumping in the process.

The new Permanent Secretary, Tracy Meharg, DfC responded in a letter dated 20 February to EHNIs concerns as follows: “In relation to delays in processing applications to the Scheme, Housing Executive Grant Offices prioritise site assessments for urgent cases within three weeks or less, subject to the eligibility criteria being met, associated documentation being received, and access being given by the householder. A new scoring matrix has been introduced to prioritise urgent cases as Councils had previously been applying different approaches to prioritising referrals. The application of the scoring matrix is to help ensure consistency across the eleven councils and to help apply a fair and consistent approach to triaging lists that have built up for some councils. In addition, the scheme is required to target interventions to those households who are experiencing the worst effects of fuel poverty and are most in need of energy efficiency measures, and the scoring matrix assists in this.”

The new scoring system was to take effect from 1 January 2019 but in Ards and North Down, the Council was concerned about “urgent” cases on the waiting lists not being identified before new cases. The Council therefore allocated additional staff support to the Affordable Warmth team on a short-term basis to assist with triaging the Targeted Referrals waiting list, and this was completed in January. The team

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had now also completed triaging the remainder of the self-referrals themselves, therefore the Council was currently up to date in terms of prioritising waiting lists in line with the new system. This did not however mean that waiting lists were reduced, only that they had been prioritised in line with the DfC scoring system. There were currently 204 awaiting a visit.

In the summer of 2018, Councils took part in a review of the scheme organised by DfC which was to look at processes, possible efficiency savings, possible improvements but no findings were communicated. As a result of the EHNI request, DfC invited Council Officers to a meeting on 8 March with the consultants to share the findings. Of concern however was that it now transpired that this review only covered the Council element of the service which accounted for less than 25% of the delivery budget. The NIHE, who received 75% of the delivery budget and where, in the Council’s opinion, many of the unnecessary delays to the scheme arise, were not included in the review.

The Head of Environmental Health Protection and Development intended to represent the Council at this review meeting and would raise this as well as report back on any recommendations made by the consultants. He would also advise on any progress made with budget setting for 2019/20.

RECOMMENDED that Council notes this report.

Alderman Irvine proposed, seconded Alderman Smith, that the recommendation be adopted.

Alderman Irvine noted with disappointment the backlog of cases which had not yet been dealt with and acknowledged the importance of those cases being dealt with in a timely fashion to ensure necessary home improvements were carried out.

Concurring with those comments Alderman Smith noted with concern that 204 residents currently remained on the waiting list and she looked forward to that reducing in due course.

Councillor Adair proposed an amendment, seconded by Councillor Edmund, that the Council writes to the Department of Communities requesting an urgent meeting to discuss concerns in relation to the funding and delivery of the Affordable Warmth Scheme.

Councillor Adair noted that this matter was regularly raised by the Committee and therefore he felt a meeting would be appropriate at this stage to consider the various concerns with the Affordable Warmth Scheme. He added that this was particularly important as he was aware of many people who were living in fuel poverty and had insufficient heating. Continuing he suggested that it may be necessary to reconsider the allocation of funding particularly as many of those on the waiting list were either elderly or on a low income.

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Rising as seconder Councillor Edmund acknowledged that Council officers worked hard to make an impact on the waiting list however the delay appeared to arise with the Northern Ireland Housing Executive which was not as efficient. Therefore, he agreed it was important to seek a meeting at this stage as the process was currently going nowhere. At this stage the Chairman read out the amendment for members.

AGREED, on the proposal of Councillor Adair, seconded by Councillor Edmund, that the Council writes to the Department of Communities requesting an urgent meeting to discuss concerns in relation to the funding and delivery of the Affordable Warmth Scheme.

18. NICVA FUNDING CLINIC (FILE CDV30A)

PREVIOUSLY CIRCULATED: - Report dated 26 February 2019 from the Director of Community and Wellbeing stating that on 26 February 2019 the Council assisted Northern Ireland Community and Voluntary Agency (NICVA) to host a funding clinic in the Signal Centre, Bangor. This was a one to one service available to groups to get detailed funding advice.

This opportunity was available to all the Community and Voluntary Sector groups in the Ards and North Down Borough. It was advertised through the NICVA website and via e-mail to the Community Database.

There was an opportunity for six groups to avail of this one to one service. There was an influx of groups wanting this assistance and the call had to be closed within 24 hours of going live. This had proven to be very successful.

NICVA’s Funding Officer spoke to each of the groups before their scheduled meeting to establish what the group were looking for funding for and completed the research before meeting with them.

RECOMMENDED that that Council notes the report.

AGREED, on the proposal of Alderman Irvine, seconded by Councillor Edmund, that the recommendation be adopted.

19. PEACE IV PARTNERSHIP MINUTES 31.1.19 (Appendix VII)

PREVIOUSLY CIRCULATED: - Copy of minutes of meeting of Ards and North Down PEACE IV Partnership held on 31 January 2019.

RECOMMENDED that the minutes be noted.

Councillor Thompson proposed, seconded by Alderman Irvine, that the minutes be noted.

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Rising as Chair of the Peace IV Partnership, Councillor Thompson commented on how well the Partnership was working to date adding that the success of that had been reflected in the earlier presentation made by the Northern Ireland Youth Forum to the Committee. He added that funding was frequently ear marked for expenditure prior to it being allocated to the Partnership. AGREED, on the proposal of Councillor Thompson, seconded by Alderman Irvine, that the minutes be adopted.

20. ARTS BURSARIES (FILE ART04/TG/BG/19)

PREVIOUSLY CIRCULATED: - Report dated 26 February 2019 from the Director of Community and Wellbeing detailing in January 2019, the Council offered creative bursaries to artists in the borough: a total of four weeks of bursaries for The Tyrone Guthrie Centre, Co. Monaghan and one two-week bursary for Ballinglen Arts Foundation, Co. Mayo. Those unique bursaries gave an artist a chance to focus on a specific project of development in their work and further their artistic practice.

The bursaries were advertised in the Arts and Heritage Guide available from end December 2018, in an e-bulletin sent to artists on the mailing list and they were also advertised through social media (Council Facebook and Ards Arts) and other online visual artist reference sites for example Visual Artist Ireland. The deadline for applications was Monday 25 February 12noon.

Applicants were asked to clearly demonstrate their experience and how they would use the bursary to further their professional practice.

Members of the Arts and Cultural Advisory Panel met on Tuesday 26 February to assess seven applications received; four applications for the Tyrone Guthrie Bursary and three applications for the Ballinglen Bursary.

The panel comprised the following Elected Members and Arts Panel Members:

• Alderman Robert Gibson • Michael Geddis • Kenneth Irvine

The meeting was facilitated by Arts Officer, Patricia Hamilton and Arts Assistant, Lauren Dawson.

Applications were scored against set criteria and the following highest scoring applications from residents of the Borough are recommended for approval by the assessment panel.

Ballinglen Bursary Two week bursary: Irene McBride

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Tyrone Guthrie Bursary Two week bursary: Hanna Slattne One week bursary: Jan McCullough One week bursary: Anna Smyth

The panel agreed to award one two-week bursary for Tyrone Guthrie to the highest scoring applicant, and one week each to the second and third recipients.

Name of Applicant Discipline Bursary Applied to Score Recommendation Ballinglen Arts Award bursary Irene McBride Glass Art Foundation 85 2 weeks Painting / Ballinglen Arts Sara Brown Printmaking Foundation 74 Unsuccessful

Ballinglen Arts Jenni Robinson Visual Art Foundation 66 Unsuccessful Theatre / Storytelling / Award Bursary Hanna Slattne Sound/Audio Tyrone Guthrie Centre 86 2 weeks Photography/ Sculpture/ Award Bursary Jan McCullough Installation Tyrone Guthrie Centre 84 1 week Award Bursary Anna Smyth Ceramics Tyrone Guthrie Centre 80 1 week

Elaine McGinn Visual Art Tyrone Guthrie Centre 63 Unsuccessful

Appendix I

Bursary for Residency at the Tyrone Guthrie Centre Value: £350 per Bursary week

Ards and North Down Arts was offering four weeks of artist residencies to the Tyrone Guthrie Centre, Annaghmakerrig, County Monaghan to practitioners in all art forms who were currently based in the Ards and North Down Borough.

The Lord Dunleath and Sir James Kilfedder Bursaries, aimed to assist and encourage both established and emerging artists in, any medium, and to give them an opportunity to work intensively on a 'project' alongside others in a very unique environment.

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The practitioners would be selected based upon their previous achievements and the project they intended to undertake during their residency. The selected Artist Residency should take place within 12 months of receipt of their award.

Bursary for Residency at Ballinglen Arts Foundation Value: €400 (£350 approximately)

Ards and North Down Arts was offering a bursary for a two week residency at The Ballinglen Arts Foundation. The Foundation was an Irish non-profit organisation located in the village of Ballycastle on the sea coast of North County Mayo in the Republic of Ireland.

The residency was aimed at visual artists and craft makers providing them the time to develop their artistic practice. Artists were provided with accommodation in a cottage as well as an artist studio to work in.

The practitioners would be selected based upon their previous achievements and the project they intended to undertake during their residency. The selected Artist Residency should take place within 12 months of receipt of their award.

RECOMMENDED that Council approves the recommendations of the scoring panel as detailed in this report.

AGREED, on the proposal of Councillor Chambers, seconded by Councillor Edmund, that the recommendation be adopted.

21. ARTS PROJECT GRANTS (FILE ART05/R1/19) )

PREVIOUSLY CIRCULATED: - Report dated 26 February 2019 from the Director of Community and Wellbeing advising that the first round of Arts Projects Grants for 2019-2020 opened for application in January 2019, with a deadline of the 15 February 2019. The grants were advertised in the press, on the Councils web site and groups had been targeted by email.

An assessment panel had met on Monday 25 February 2019 to assess the six applications received by the closing date. The panel comprised of the following Elected Member and independent members of the Arts and Heritage Advisory Panel:

• Alderman Gibson • Sally Houston • Michael Geddis • Robin Maisfield

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The panel was facilitated by Amy McKelvey, Community Arts Development Officer.

A maximum of £1,000 could be applied for per application and the total budget available for Arts Project Grants for the financial year 2019-2020 was £14,100.

The total amount of money requested by the six applications was £5,995. Table 1 below provided a summary of the applications and the recommended awards.

Table 1. Summary of Applications and Panel Recommendations Requested Project Amount Name of Organisation Amount Project Score Rec Rotary Club of North £1000 Young Musician 78 £1000 Down Competition Portaferry Sailing Club £1000 Art on Sails Project 70 £1000

Valhalla Street Theatre £995 Scrabo Festival 68 £995

Green Woodwork Club £1000 Creative Coppicing 69 £1000 Masterclasses

Action Mental Health £1000 Inclusive Christmas Drama 75 £1000 Promote project

Friends of Portaferry £1000 Choral training for Easter 75 £1000 Presbyterian Church Performance Total £5,995 £5,995

As could be seen in the table above, all six applications were successful. The total amount recommended for award was £5,995 leaving £8,105 available for the next round of funding in 19/20. Further applications would be invited in May 2019 for the remaining balance of funding.

RECOMMENDED that Council approves the six successful applications and awards detailed in table 1 above totaling £5,995 for the Council’s Arts Project Grants 2019- 2020.

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

At this stage Councillor Dunne asked if he could ask a question about the Blair Mayne Bursary.

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The Chairman indicted that as the Bursary did not fall under the remit of the Community and Wellbeing Committee officers would not be in a position to answer any queries.

AGREED, on the proposal of Councillor Chambers, seconded by Councillor Dunne, that the recommendation be adopted.

22. ARTS AND HERITAGE ADVISORY PANEL MINUTES 5 NOVEMBER 2018 (Appendix VIII)

PREVIOUSLY CIRCULATED: Minutes of meeting of Arts and Heritage Advisory Panel held on 5 November 2019.

RECOMMENDED that the minutes be adopted.

AGREED, on the proposal of Alderman Irvine, seconded by Councillor McAlpine, that the recommendation be adopted.

23. HERITAGE PROJECT GRANTS 2019-2020 (FILE HER 01/R1 19)

PREVIOUSLY CIRCULATED: Report dated 26 February 2019 from the Director of Community and Wellbeing stating that the first round of Heritage Projects Grants for 2019-2020 opened for application in January 2019, with a deadline of the 25 February 2019. A public notice was placed in the Chronicle and Spectator newspapers and a press release was disseminated through social media. An information and training workshop for potential applicants took place on January 29, 2019 in North Down Museum.

An assessment panel met on Tuesday 25 February 2019 to score the nine applications received by the closing date. The panel comprised of the following members of the Arts and Heritage Advisory Panel:

• Robin Masefield • Phillipa Martin • Heather McGuicken

The panel was facilitated by Moira O’Rourke, Heritage Officer

A maximum of £500 could be applied for, per application and the total budget available for Heritage Project Grants for the financial year 2019-2020 was £5,000.

The total amount of money applied for by the nine applications was £4,230. Table 1 below provided a summary of the applications and the recommended awards.

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Table 1. Summary of Applications and Panel Recommendations

Name of Organisation Request Project Score Amount Amount Recommen Donaghadee ded Community Promoting our Local 85 £500 Development £500 Heritage BallywalterAssociation & District Historical Society £455 Ballywalter Journal 70 £455 Bangor Rugby Football & Cricket Club £500 50th Anniversary exhibition 66 £500 Not viable. Application Donaghadee Heritage only signed by 1 No £0 Preservation Company £500 representative, not 2 as score required. Bayburn Historical Projector & Amplification Society £480 system 70 £480 The Harrisons of Holywood U3A £300 Holywood Publication 74 £300

Powerpoint Presentation- 70 £495 Ards Historical Society £495 The History of the Ards

Open House Festival £500 Bangor’s Ghost Exhibition 60 £400 A Celebration of Millisle’s Millisle Youth Forum £500 History 85 £500 Total £4,230 £3,630

As could be seen in the table above, one application was not viable because they only supplied application signatures by one representative and not two as required. All others passed the minimum score of 60 to be eligible to receive a grant.

Open House Festival’s award had been reduced by £100 as the marketing materials of posters and flyers that was requested were already supplied by North Down Museum as the exhibition would take place in the museum’s Community Gallery.

The total amount recommended for award was £5,000 leaving £1,370 available for the next round of funding in 19/20. Further applications would be invited in May 2019 for the remaining balance of funding. Unsuccessful applicants above would be provided with feedback on their application.

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RECOMMENDED that Council approves the eight successful applications and awards detailed in table 1 above totaling £3,630 for the Council’s Heritage Project Grants 2019-2020.

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

Alderman Irvine referred to the application submitted by the Donaghadee Heritage Preservation Company and noted that it had been rejected as it only had one signature on it rather than the required two and sought further clarification on that.

In response the Head of Community and Culture confirmed that all applications required two signatures and in this case, she advised that the group would be provided with feedback and encouraged to reapply in due course.

AGREED, on the proposal of Councillor Adair, seconded by Councillor Brooks, that the recommendation be adopted.

(Councillor Menagh left the meeting at this stage – 8.08pm)

24. PCSP STRATEGY 2019-2022 AND ANNUAL ACTION PLAN (FILE PCSP/ANDBC16) (Appendix IX)

PREVIOUSLY CIRCULATED: - Report dated 27 February 2019 from the Director of Community and Wellbeing advising that the PCSP was required to produce a three- year Strategy and Annual Action plan in order to draw down funding from the Joint Committee made up of the Department of Justice and Northern Ireland Policing Board.

Blu Zebra had been awarded the contract to produce the Strategy and Annual Action plan following a quotation process. Blu Zebra began the process in October 2018 and undertook a number of public consultation events, held consultation with AND staff, consultation events with the PCSP and also consulted with PCSP staff prior to the final document being submitted by the closing date of 7 February 2019.

The PCSP approved the attached Strategy and Action Plan prior to its submission to the Joint Committee. Following assessment by the Joint Committee there may be minor adjustments to the Action Plan in respect of performance indicators, for example, to meet the requirements of the Department of Justice and Northern Ireland Policing Board.

A letter of offer for the 2019 – 2020 would be forwarded, once the Action Plan had been approved by the Joint Committee.

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RECOMMENDED that that Council notes this report.

AGREED, on the proposal of Councillor Edmund, seconded by Alderman Irvine, that the recommendation be adopted.

25. GOOD RELATIONS ACTION PLAN 2019-2020 (FILE GREL413) (Appendix X)

PREVIOUSLY CIRCULATED: - Report dated 28 February 2019 from the Director of Community and Wellbeing stating that funding for the Councils Good Relations Programme was provided by The Executive Office (75%) and match funded by the Council (25%). The award was made based upon an assessment of an annual Action Plan which reflected the needs and priorities of the Borough, detailed in the Council’s approved Good Relations Strategy (2018-2021). Attached was the Good Relations Action Plan 2019 – 2020 for approval. As was normal procedure, the Action Plan had been submitted in draft format to the Executive Office which funded the Good Relations Action plan via Together Building a United Community (TBUC). It was at the discretion of TBUC if they wished to amend the performance measures included in the Plan, but no amendments had been confirmed at this stage.

RECOMMENDED that Council approves the attached Good Relations Action Plan (2019-2020).

AGREED, on the proposal of Councillor Edmund, seconded by Councillor Chambers, that the recommendation be adopted.

26. INDEPENDENT MEMBERS TO NORTHERN IRELAND POLICING BOARD (FILE PCSP ANDBC5) (Appendix XI)

The Chairman advised that this item had been withdrawn.

NOTED.

27. UPDATE ON OUTLINE BUSINESS CASES FOR COMMUNITY AND WELLBEING RELATED CAPTIAL PROJECT (FILE PCU34 AND PCU11)

PREVIOUSLY CIRCULATED:- Report dated 7 March 2019 from the Director of Community and Wellbeing stating that this report provided an update on the progress of the following schemes:

▪ Donaghadee Sports Hub ▪ Holywood Sports Hub

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In August 2018, Copius Consulting was commissioned to prepare an Outline Business Case (OBC) and to recommend an Operating Model of the above schemes. This would inform the way forward and would potentially support any subsequent external funding applications.

Donaghadee Sports Hub: Officers had reviewed draft OBCs provided by Copius Consulting on 27 November 2018 and on 6 January 2019 and awaited a revised draft which would include an up- to-date land valuation following a request to modify the design to accommodate a covered seating area. Officers aimed to report to Committee by June 2019.

In the interim, Sport NI Stage Two Funding Application process was re-scheduled from 22 March 2019 to 24 May 2019. However, Copius Consulting who were also carrying out the Sport Development Plan for each facility with each club, were planning to adhere to the original timeframe of 22 March for completion of work. Stakeholders and open public sessions took place at Donaghadee Community Centre on 10, 17 and 22 January to feedback into the Sport NI Stage Two Funding Application.

Holywood Sports Hub: Officers had reviewed draft OBCs provided by Copius Consulting on 27 November 2018 and 9 January 2019. Officers were currently reviewing the final draft of 28 February 2019 and would be able to report to Committee by June 2019.

RECOMMENDED that the Committee notes this report.

Councillor Brooks proposed, seconded by Councillor Muir, that the recommendation be adopted.

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

Councillor Brooks welcomed the report and particularly the update on the proposals for the Donaghadee Sports Hub.

Rising to express his thanks to officers, Councillor Muir expressed some concern in respect of the timescales associated with the Holywood Sports Hub. In light of those concerns he suggested that a meeting was convened, and officers asked to report back to the Committee in due course.

AGREED, on the proposal of Councillor Brooks, seconded by Councillor Muir, that the recommendation be adopted.

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28. NOTICES OF MOTION

28.1 Notice of Motion Submitted by Alderman Keery and Councillor Adair

Alderman Keery proposed, seconded by Councillor Adair, that this Council gives permission for the original silver-plated Spectator Cup, which was first presented at the Bangor music Festival in 1954 and which is currently held in the Town Hall, Bangor, to be used for display and photographic purposes at the Bangor International Choral Festival on an annual basis. The cup would be held in the Town Hall, Bangor for 51 weeks of the year but would be removed for the duration of the 4- day Festival and displayed on stage at the event. The Cup would be removed from the venue each evening and brought back the following morning and at the end of the event the Cup would be returned to the town Hall for safekeeping.

Alderman Keery stated that the Bangor Musical Festival County Down Spectator Perpetual Challenge Cup had been presented by D E. Alexander &Sons Ltd. The first winners of the cup were Whitehead Presbyterian Church in 1947 and the last winners were in 1986 the Marlborough Singers. Alderman Keery referred to a couple of other names of interest who had been recipients of the cup those being the Victoria MVC in 1963, the Strandtown Choir in 1954 and the Bangor Ladies Choir 1979 and 1985.

Continuing Alderman Keery advised that the Cup would be used purely to display on stage and for photographic opportunities. He stated that this year’s Festival had not only local school choirs in attendance from Bangor, Newtownards, Millisle and Holywood but also Dundonald, , Killinchy and Lisburn. He noted that schools would also be travelling from as far away as Armagh and Carrickfergus. Visiting adult choirs would include Male Voice Choirs from Wales and England, a Ladies Voice from Wales, a Community Voice Choir from England, a Barbershop Quartet from England. He added that a Male Voice Choir from Londonderry along with mixed Voice Choir from Monaghan also planned to attend. It was noted a Special Needs Day would also take place during which volunteers would provide lunch for the children.

By way of summing up Alderman Keery noted the Festival was a totally inclusive event and on the Friday evening a free concert would take place which aimed to make choral singing available to everyone throughout the local community . Therefore, he urged members to support his motion.

Rising as seconder Councillor Adair thanked Alderman Keery for his history of the Festival adding that last year in his capacity as Mayor he had attended the Festival and had thoroughly enjoyed it. He added that he had also noted with interest its international participants. Continuing Councillor Adair acknowledged the Spectator Cup was a part of the history of the Festival and the Borough and he encouraged members to support the motion.

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Councillor McAlpine acknowledged the success of the Choral Festival but expressed some concern about who would be responsible for the transportation of the Cup to and from the Festival venue. Continuing she questioned whether there was a need for the Cup to be present at the Festival every day and instead suggested that it was on display for the opening and closing of the event at which stage photographs could be taken.

In summing up Alderman Keery expressed disappointment with the concerns which had been raised by the member in respect of the safe keeping of the Spectator Cup. He stated that the Cup was silver plated and therefore virtually worthless. However, by way of reassurance he confirmed that during the Festival which was run by Council officers and a number of elected members they would be responsible for the safe keeping of the Cup.

At this stage Councillor Adair requested a Recorded Vote.

On being put to the meeting, it was UNAMIOUSLY AGREED on the proposal of Alderman Keery, seconded by Councillor Adair, that this Council gives permission for the original silver-plated Spectator Cup, which was first presented at the Bangor music Festival in 1954 and which is currently held in the Town Hall, Bangor, to be used for display and photographic purposes at the Bangor International Choral Festival on an annual basis. The cup would be held in the Town Hall, Bangor for 51 weeks of the year but would be removed for the duration of the 4-day Festival and displayed on stage at the event. The Cup would be removed from the venue each evening and brought back the following morning and at the end of the event the Cup would be returned to the town Hall for safekeeping.

The recorded vote resulted as follows:

FOR (12) AGAINST (0) ABSTAINED (0) ASBENT (6) Aldermen Councillors Irvine Cooper Smith Douglas Kennedy Councillors Martin Adair Smart Boyle Woods Brooks Chambers Dunne Edmund McAlpine Menagh Muir Thompson

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28.2 Notice of Motion Submitted by Alderman Girvan

Alderman Girvan proposed, seconded by Councillor McAlpine, that this Council requests that officers bring back a report on erecting a plaque in memory of Mr John Johnston, the designer and builder of the Rollo Gillespie monument, the Square, Comber.

Rising as proposer, Alderman Girvan stated that a few months ago, she had been in contact with Mrs Carol Johnston from London, who had researched her family’s history and discovered that she was the great granddaughter of John Johnston, the man who had designed and built the Gillespie monument in the Square, Comber. Mrs Johnston had indicated that she would like to recognise and acknowledge her great grandfather’s achievement and would be prepared to pay for a brass plaque or similar which might be established on or nearby the monument. In addition, if that was possible, that it could be in place by 24 June 2019 which would be the 164th anniversary of when the monument was unveiled.

Alderman Girvan then proceed to provide members with a brief history of Sir Robert Rollo Gillespie and the reasons why such a magnificent memorial had been erected in his honour. Sir Robert Rollo Gillespie was born in a house on Comber Square on the 21 January 1766 and had been brought up at Cherryvalley House, now demolished, outside Comber. When he was 10, his family had left Northern Ireland to live in England. In 1783, Rollo, aged 17, joined the army and had an illustrious army career and fought many battles in the West Indies, India, and Java in Indonesia rising from Captain to Major General. She added that he had been well known for his bravery and leadership of men. Continuing she noted that in 1813 he had taken command of the Meerut Division in India and fought against the Ghurkhas in Nepal, where he was killed, at the age of 48, on 31 October 1814 while attacking the fortress of Kalunga. His last words were reputed to be "One shot more for the honour of Down". In 1815 he had been awarded a posthumous knighthood in the New Year's Honours list and in 1820 a memorial was erected in St Paul's Cathedral by a grateful nation. By the 1840s it had been decided to erect a monument of Gillespie in his native Comber and a Committee was formed to raise funds. A competition had also been held to design the Monument which was subsequently won by Mr John Johnston who was also the contractor for building it.

On 24 June 1844, Alderman Girvan noted that the foundation stone had been laid in the middle of the Square in Comber where a sealed bottle had been deposited underneath the foundation stone, which contained newspapers, coins of the realm, an almanac for 1844, the names of subscribers, the architect and contractor, and a document outlining the circumstances leading to the erection of the monument. The monument took a year to build and on 24 June 1845 it had been unveiled. As Gillespie was a free mason there was a huge Masonic presence at the unveiling with 30,000 people recorded as attending the ceremony in Comber Square.

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At this stage Alderman Girvan stated that Mr John Johnston was born 1810 in Callan Street, Armagh and like his father, he was a master Stone Mason. He was also an Architect, Designer and Inventor of Stone Cutting Machines which he patented while also importing marble and stone from Italy which he used to create some amazing and highly regarded works. Mr Johnston met his wife Janet Hanna in Stranraer and brought her back to Great Patrick Street, Belfast, where he married her and where the family business was located.

By way of summing up Alderman Girvan suggested that her proposal would be a fitting tribute and testament to the skills and craftsmanship of Mr John Johnston who designed, cut the stone, and built such an outstanding memorial to Rollo Gillespie. She noted there was nothing on the monument or on any of the literature in Comber Square to recognise and acknowledge the person who had built the monument. Indeed, the information about Gillespie on the small podium in front to the monument was she noted very dirty, almost illegible, disfigured by vandals and in need of a makeover. She urged members to support her motion which in essence asked officers to bring back a report as to how Mr Johnstone could be given the recognition that he deserved and if any further costs might be involved.

Rising in support as seconder, Councillor McAlpine agreed that Mr Johnston should be recognised in the manner suggested which she noted would incur minimal cost. She added that it was one of the items of interest currently listed on the ‘Discover Northern Ireland’ website under Comber Town.

At this stage the Chairman noted that the report requested may not be back in time for the anniversary date.

Alderman Girvan sought a reason for that.

The Head of Community & Culture confirmed that the report which had been requested would come back to Committee in June 2019 and she noted that as the anniversary would take place on 24 June 2019 that may not provide sufficient time for the plaque to be put into place.

In response Alderman Girvan advised that Mrs Johnston was herself in ill health and was therefore keen to see the plaque erected during her lifetime.

At this stage the Chairman suggested that a report could be brought directly to the Council meeting given the time constraints which had been outlined and recommended that it was left with officers to expediate in due course.

By way of summing up Alderman Girvan thanked members and officers for their comments adding that if the plaque could be positioned to the side of the memorial, Mrs Johnston could then make arrangements for the trip over for its unveiling.

AGREED, on the proposal of Alderman Girvan, seconded by Councillor McAlpine, that this Council requests that officers bring back a report on

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erecting a plaque in memory of Mr John Johnston, the designer and builder of the Rollo Gillespie monument, the Square, Comber.

EXCLUSION OF PUBLIC/PRESS

AGREED TO RECOMMEND, on the proposal of Councillor Adair, seconded by Councillor Chambers, that the public/press be excluded during the discussion of the undernoted items of confidential business.

(Alderman Irvine & Councillor Chambers both declared an interest and left the meeting at this stage – 8.30pm)

29. NORTHERN COMMUNITY LEISURE TRUST (NCLT) Q3 REPORT (FILE CW51) (Appendix XII)

***STAFF IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 of the Local Government Act (Northern Ireland) 2014 – Information relating to the financial or business affairs of any particular person.

(Alderman Irvine & Councillor Chambers entered the meeting at this stage – 8.31pm)

30. APPLICATION TO CARRY OUT WORKS IN DEFAULT AT 22B MAIN STREET, MILLISLE (FILE 108901)

***COMMERCIAL IN CONFIDENCE***

***NOT FOR PUBLICATION***

Schedule 6 of the Local Government Act (Northern Ireland) 2014 – Information relating to the financial or business affairs of any particular person.

RE-ADMITTANCE OF PUBLIC/PRESS

AGREED, on the proposal of Councillor Brooks, seconded by Councillor Edmund, that the public/press be re-admitted to the meeting.

CHAIRMAN’S REMARKS

At this stage the Chairman expressed this thanks to the Director and officers for their support throughout the year. He stated that he had been honoured to be asked to Chair the last meeting of the Committee prior the forthcoming elections and thanked members for their co-operation and respect shown throughout the meeting.

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Continuing he wished members all well during the election adding that he hoped to see them all successfully returned to Council in due course.

At this stage the Chairman took the opportunity to acknowledge local athlete, Ciara Mageean’s recent success at the European Athletics Indoor Championships held in Glasgow where she was successful in obtaining a bronze medal in the Women’s 1500 race.

Councillor Thompson at this stage referred to the recent Sports Awards Ceremony which had been held last week at the Ards Blair Mayne Wellbeing Centre, in Newtownards. He reported that during proceedings, well known compere Mr Denis Nash, had taken unwell and been rushed to hospital and wishing him well he suggested that he should perhaps take it easier in future years.

Councillor Boyle concurred with those comments adding that Mr Nash was a gentleman who had done so much for local sport over the years and took the opportunity to wish him a speedy recovery.

At this stage Alderman Smith expressed her thanks to Councillor Boyle for being such an able Chairman adding that in her opinion the Community & Wellbeing Committee was one of the best Council committees.

Councillor Menagh reported that Mr Nash had been discharged from hospital the previous evening and suggested that the Council wrote him a letter to wish him a speedy recovery.

Councillor Edmund concurred with Councillor Menagh’s comments adding that a letter should be sent on behalf of the Council sending Mr Nash its best wishes.

The Head of Community & Culture indicated that would be done.

TERMINATION OF MEETING

The meeting terminated at 8.35pm.

48

Unclassified

ITEM

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 27 March 2019

Responsible Director Director of Community and Wellbeing

Responsible Head of Head of Environmental Health Protection and Service Development.

Date of Report 15 March 2019

File Reference CW39

Legislation Food Information Regulations (NI) 2014

Section 75 Compliant Yes ☐ No ☐ Other ☐ If other, please add comment below: N/A

Subject Consultation Response on Allergen Labelling

Attachments Appendix 1 Consultation Response

The Department for Environment Food and Rural Affairs (DEFRA) is currently seeking comments on the proposed amendments of the Food Information Regulations (NI) 2014.

These amendments relate to the mandatory information, form of expression and presentation of allergen labelling information for foods that are prepacked for direct sale (PPDS) to the consumer on the same premises from which they are sold.

The Northern Ireland Food Managers Group (NIFMG), which has representation from all 11 Councils, have drafted an agreed response to this consultation and it is recommended that this is submitted as Ards and North Down Borough Council’s response.

The full consultation document can be viewed see Appendix 1.

RECOMMENDATION

It is recommended that Council approve the response to DEFRA’s consultation on the amendments to the Food Information Regulations (NI) 2014.

Page 1 of 1

Unclassified

ITEM

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 27 March 2019

Responsible Director Director of Community and Wellbeing

Responsible Head of Head of Environmental Health Protection and Service Development.

Date of Report 15 March 2019

File Reference CW39

Legislation Food Information Regulations (NI) 2014

Section 75 Compliant Yes ☐ No ☐ Other ☐ If other, please add comment below: N/A

Subject Consultation Response on Allergen Labelling

Attachments Appendix 1 Consultation Response

The Department for Environment Food and Rural Affairs (DEFRA) is currently seeking comments on the proposed amendments of the Food Information Regulations (NI) 2014.

These amendments relate to the mandatory information, form of expression and presentation of allergen labelling information for foods that are prepacked for direct sale (PPDS) to the consumer on the same premises from which they are sold.

The Northern Ireland Food Managers Group (NIFMG), which has representation from all 11 Councils, have drafted an agreed response to this consultation and it is recommended that this is submitted as Ards and North Down Borough Council’s response.

The full consultation document can be viewed see Appendix 1.

RECOMMENDATION

It is recommended that Council approve the response to DEFRA’s consultation on the amendments to the Food Information Regulations (NI) 2014.

Page 1 of 1

ITEM 14

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 27 March 2019

Responsible Director Director of Organisational Development and Administration

Responsible Head of Head of Administration Service

Date of Report 21 March 2019

File Reference CG 12172

Legislation Local Government Act (NI) 2014

Section 75 Compliant Yes ☐ No ☐ Not Applicable ☒

Subject Notices of Motion

Attachments Notices of Motion - Status Report

Please find attached a Status Report in respect of Notices of Motion.

This is a standing item on the Council agenda each month and its aim is to keep members updated on the outcome of motions. Please note that as each motion is dealt with it will be removed from the report.

RECOMMENDATION

It is recommended that the Council notes the report.

NOTICE OF MOTIONS UPDATE – MARCH 2019

TO BE POPULATED BY DEMOCRATIC SERVICES

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 31/05/15 Permanent recognition of Councillor 24/06/15 Corporate Services Agreed Ongoing Rory McIlroy in Holywood Muir 13.10.15 28/2/17 War Memorial – Conlig Councillors Council Corporate Services Agreed in Ongoing Barry and March Committee April principle Woods 2017 2017 pending report 10/1/18 Consultation with Millisle and Councillor Council – Environment Agreed to January 2019 To be ratified Ballycopeland Presbyterian Thompson January Committee – bring back March 2019 Church about memorial to 2018 February 2018 report to missionary Amy Carmichael C&W 15/1/18 ‘Refill Ards and North Down’ Councillor Council – Environment Agreed to June 2019 – reusable water bottles Woods, January Committee – bring back Barry and 2018 February 2018 report Robinson 2/3/18 Online community directory Councillor Council – Community & Agreed to June 2019 Douglas March Wellbeing – April bring back 2018 2018 - deferred report

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TO BE POPULATED BY DEMOCRATIC SERVICES

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 21/3/18 Accessible green space – Councillor Council – Community & TBD Reporting to Town Park in Newtownards Smart & April 2018 Wellbeing – May Corporate Councillor 2018 March 2019 Kennedy regarding Ards FC first 30/5/18 Groomsport tennis courts Councillor Council – Community and Agreed to March 2019 To be ratified improvements Chambers May 2018 Wellbeing bring back March 2019 Committee – June report 2018 30/5/18 Annual Multi Denominational Councillor Council – Corporate Services March 2019 To be ratified Service of Thanksgiving for Muir May 2018 Committee – June March 2019 the work of the Emergency 2018 Services and First Responders 20/6/18 Investment at Seapark Councillor Council – Community & Agreed to March 2019 To be ratified Tennis Courts, Holywood Dunne July 2018 Wellbeing bring back March 2019 Committee – report September 18 19/7/18 Appropriate signage at Councillor Council – Community & Deferred to Referred to Movilla Cemetery McIlveen August Wellbeing - Sept 18 C&WC Corporate 2018 October 2018 Committee 15/8/18 Allotments at Bryansburn Alderman Council – Community & Agreed to C&WC Ratified Road Smith & August Wellbeing - Sept 18 bring back February February Councillor 2018 report 2019 Council McClean

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TO BE POPULATED BY DEMOCRATIC SERVICES

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 21/8/18 Hanging baskets – Alderman M Council – Community & Agreed to February Ratified at roundabout at Main Street, Smith & August Wellbeing- Sept 18 bring back 2019 February Bangor Alderman 2018 report Council W Irvine 21/8/18 Contact Secretary of State re: Councillor T Council – Corporate – October Deferred to hate crimes Smith & August 2018 November Councillor C 2018 2018 Kennedy 21/8/18 Memorial to 8 people killed at Councillor Council – Corporate - Oct 18 Agreed 1936 TT Race Kennedy August Deferred to November 2018 2018

12/10/18 Climate change Councillor Council – Corporate Agreed March 2019 To be ratified Muir October Committee March 2019 2018 November 18 25/10/18 Development of Forest Councillor Council – Community and Referred To Referred To Schools in the Borough Douglas November Wellbeing Environment Environment 2018 Committee Committee Committee December 18 21/11/18 Establishment of a High Alderman Council – Regeneration and To be ratified Street Fund in NI Irvine November Development March 2019 2018 Committee December 18 21/11/18 Social media presence for the Councillor Council – Community and Agreed to February Ratified at PCSP Woods and November Wellbeing bring back 2019 February 2018 report Council

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TO BE POPULATED BY DEMOCRATIC SERVICES

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE Alderman Committee Henry December 18 07/12/18 Council estate not to be used Councillor Council – Corporate June 2019 in any way to compromise Robinson December Committee welfare of animals 2018 07/12/18 SPORTS INITIATIVE (suicide Alderman Council – Community and June 2109 prevention offering recovery Irvine December Wellbeing through sport) 2018 Committee 10/12/18 TerraCycle Crisp Packet Councillor Council – Environment March 2019 To be ratified Recycling Scheme Woods and December Committee March 2019 Councillor 2018 Boyle 12/12/18 NI Water – Community Councillor Council – Community and GB to write houses water charges Cathcart January Wellbeing Letter to NI 2019 Water 10/1/19 Disabled access to Cloughey Councillors Council – Environment June 2019 beach Adair, January Committee Edmund 2019 and Thompson 17/1/19 Usefulness of mobile phone Councillor Council – Environment June 2019 apps Martin and January Committee Councillor 2019 McIlveen

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TO BE POPULATED BY DEMOCRATIC SERVICES

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 21/1/19 Shelter at slipway in Councillor Council – Environment June 2019 Donaghadee Brooks and January Committee Councillor 2019 Smith 22/1/19 Climate breakdown Councillor Council – Environment September Woods and January Committee 2019 Councillor 2019 McKee 28/1/19 Controlled Crossing – Councillor Council – Corporate To be ratified Windmill Road junction with Chambers February Committee Council the Donaghadee Road, and 2019 March 2019 Bangor Alderman Henry and Councillor Cathcart 30/1/19 Signage Scrabo Tower Alderman Council – Regeneration and To be ratified Fletcher February Development Council and 2019 Committee March 2019 Councillor Smart 12/2/18 Portable Toilets – Councillor Council – Environment Deferred to Goldsprings True Defenders Cooper February Committee June 2019 2019 Committee

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TO BE POPULATED BY DEMOCRATIC SERVICES

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 14/2/19 Geological Disposal Facility Councillor Environment To be ratified Boyle, Councillor Committee Council Councillor – February March 2019 Woods and Councillor 2019 McKee 13/2/19 Non-selective post primary Councillors Council – Corporate Deferred to schools in Newtownards Smart, February Committee June 2019 Ferguson, 2019 Committee Menagh, McIlveen, Armstrong- Cotter and Kennedy 13/2/19 Spectator Cup – Bangor Alderman Council – Community and To be ratified Music Festival Keery and February Wellbeing Council Councillor 2019 Committee March 2019 Adair 14/2/19 Plaque in Memory of Mr John Alderman Council – Community and To be ratified Johnston Girvan February Wellbeing Council 2019 Committee March 2019 18/2/19 Parking at Bangor West, Alderman Council – Corporate Services To be ratified Carnalea and Helen’s Bay Smith and February Committee Council railways stations Councillor 2019 March 2019 Dunne

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TO BE POPULATED BY DEMOCRATIC SERVICES

DATE NOTICE SUBMITTED COUNCIL COMMITTEE OUTCOME OF MONTH IT OTHER RECEIVED BY MEETING REFERRED TO COMMITTEE WILL BE ACTION TO BE DATE WHERE NOM REPORTED TAKEN DEBATED BACK TO COMMITTEE 19/2/19 Sacking MLAs and return to Councillor T Council – Corporate Services March 2019 - To be ratified Direct Rule Smith and February Committee fell by Council Councillor 2019 Cooper March 2019

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Unclassified

ITEM 16

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council Meeting

Date of Meeting 27 March 2019

Responsible Director Director of Environment

Responsible Head of Head of Regulatory Services Service

Date of Report 26 February 2019

File Reference FP/2019/0484/MAST/91200

Legislation The Local Government (Miscellaneous Provisions) (Northern Ireland) Order 1995.

Section 75 Compliant Yes ☒ No ☐ Other ☐ If other, please add comment below:

Subject Proposed Street Naming – Pirrie Avenue, Pirrie Lane, Pirrie Wood and Pirrie Walk, Comber

Attachments

A development comprising of 70 dwellings is currently under construction on lands at Clattering Ford, Comber. The developer suggests Pirrie Avenue, Pirrie Lane, Pirrie Walk and Pirrie Wood, Comber.

Pirrie is an old family name relating to the founding family of the development at Clattering Ford, Comber. The lands have long been farmed by the Andrews and Pirrie family, tracing back to Agnes Pirrie, 19th Century. The Pirrie name has a strong resonance in the area through the Andrews connection and the contributions of both families to the ship yard and building of Titanic.

RECOMMENDATION

It is recommended that Pirrie Avenue, Pirrie Lane, Pirrie Wood and Pirrie Walk, be adopted.

That Council accept the general name and delegate acceptance of suffixes to the Building Control department.

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Unclassified

ITEM 17

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council Meeting

Date of Meeting 27 March 2019

Responsible Director Director of Environment

Responsible Head of Head of Regulatory Services Service

Date of Report 27 February 2019

File Reference FP/2018/1056/MAST/91200

Legislation The Local Government (Miscellaneous Provisions) (Northern Ireland) Order 1995.

Section 75 Compliant Yes ☒ No ☐ Other ☐ If other, please add comment below:

Subject Proposed Street Naming – Village Brow, Crawfordsburn

Attachments

A development comprising of 40 dwellings is currently under construction on lands to the rear of 6 & 8 Main Street, Crawfordsburn. The developer suggests the name Village Brow, since the site climbs up from Main Street and the houses will sit on the brow of the hill in the village of Crawfordsburn.

RECOMMENDATION

It is recommended that Village Brow be adopted.

That Council accept the general name and delegate acceptance of suffixes to the Building Control department.

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ITEM 18

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council Meeting

Date of Meeting 27 March 2019

Responsible Director Director of Environment

Responsible Head of Head of Regulatory Services Service

Date of Report 06 March 2019

File Reference APM 142/90101

Legislation Marriage (NI) Regulations 2003

Section 75 Compliant Yes ☒ No ☐ Other ☐

Subject Place Approval for Marriage – Newtownards Sailing Club

Attachments None

The following application for the grant of an approval for a Place of Marriage has been received:

Newtownards Sailing Club

Applicant: David Corkhill, 37 The Oaks, Newtownards

Day and hours of use: Monday to Sunday at times deemed suitable by officiator.

No objections have been received to any of these applications.

RECOMMENDATION

It is recommended that the approval is granted. Unclassified

ITEM 19

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 27 March 2019

Responsible Director Director of Community and Wellbeing

Responsible Head of Head of Leisure and Amenities Service

Date of Report 20 March 2019

File Reference PCA5

Legislation Not Applicable

Section 75 Compliant Yes ☐ No ☐ Other ☒ If other, please add comment below: Not Applicable

Subject Display Beds Policy Outline

Attachments Appendix 1 Display Beds Policy Criteria

In February, Council were advised of its provision for display beds that are created at the following locations across the Borough: -

• Post Office, Bangor • Ballymenoch Park, Holywood • Court Square, Newtownards • East Street, Donaghadee • Comber Square, Comber

Historically, the displays have been installed on an ad hoc basis as a result of written request from interested organisations/groups.

Currently there is no charge for the use of the display beds and Council install the display and bears the full cost of installation. Dependent upon the nature of detail in the display, the cost can vary from £600 - £700 to cover labour and materials.

The display beds provide an opportunity for local organisations and groups to highlight key dates and significant anniversaries. In addition, Council have created

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Unclassified displays to commemorate significant anniversaries such as the World War One Centenary and the Royal Air Force Centenary.

There is currently no policy regarding the allocation of the display beds. Council agreed that a policy on making determinations should be developed.

Officers have discussed and proposed a framework of criteria which could be incorporated into a policy. The criteria have also been considered by the Corporate Leadership Team and is attached for members’ consideration.

The Policy Criteria will also be considered by the internal and external screening groups on 26th March 2019 and a verbal update will be provided at the Council meeting.

RECOMMENDATION

It is recommended that Council approve the attached Policy Criteria as the basis for considering applications for the continued provision of display beds in the Borough, and that the policy will be implemented from the 1st April 2019 subject to screening by the equality working groups.

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Ards and North Down Borough Council Policy on Requests for the Utilisation of a Council Display Bed March 2019.

Purpose of Policy This policy aims to provide a consistent and fair approach to the decision- making process on whether or not to approve any request to create a display bed. Context The Council currently creates display beds in the following locations in the Borough 1. Adjacent to Bangor Post and Sorting Office 2. At the Bangor Road entrance to Ballymenoch Park, Holywood 3. Court Square, Newtownards 4. East Street, Donaghadee 5. Comber Square, Comber. Historically displays have been installed on an ad hoc basis as a result of a written request from interested organisations or other groups. A policy on when and how to approve such requests is required, in order to ensure fairness, equity of treatment, ensure compliance with any statutory obligations, and provide satisfaction that approved requests are within the context of any other approved policies and plans. For example, display beds are open spaces which are accessible and visible to all, and so should reflect the area’s community plan with regard to respectful and shared communities, and therefore be a shared or neutral display. (Community Plan Outcome 3, p27) Principles on which approvals will be considered. 1. A request will be deemed eligible if it meets all of the following essential criteria a. The request is being made by a properly constituted organisation. b. The request is submitted in writing in the approved form at least 8 weeks in advance of the requested display dates.

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c. The display period requested will be no less than 6 weeks and no more than 9 weeks. d. The display bed is available for all of the dates requested. Applications will be considered on a date received priority should there be a conflict in dates requested. (Officers will liaise with those making a request to accommodate where required). e. The request is satisfactorily equality screened f. The request is for only one of the Council’s display beds g. An applicant will not make an request in two subsequent years

2. A request will be deemed ineligible if it falls into either of the following categories a. A display which is only promoting a commercial interest b. The promotion of an ethos, activity or organisation which is not deemed in the context of communities to be shared or neutral or promoting good relations.

3. Eligible requests will be considered for approval if they also meet at least one of the following criteria a. To raise awareness of charities nominated by the Mayor b. To highlight events directly organised by the Council c. To highlight events financially supported by the Council by means of a grant d. To promote events which are deemed to be significant to tourism e. To mark a significant sporting event in the Borough. f. To commemorate a significant anniversary of, or an event organised by a charity or community organisation which has a significant connection to the Borough. g. To commemorate a major national event or anniversary.

It is the responsibility of the applicant to demonstrate why their request is eligible in accordance with the above criteria. All requests made by external organisations will be reported to Council for approval.

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Unclassified

ITEM 20

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 27 March 2019

Responsible Director Director of Community and Wellbeing

Responsible Head of Head of Community and Culture Service

Date of Report 14 March 2019

File Reference CYP1

Legislation Recreation and Youth Service Order (NI) 1986

Section 75 Compliant Yes ☒ No ☐ Other ☐ If other, please add comment below:

Subject Ards and North Down Youth Council

Attachments None

Members will be aware that an Ards and North Down Youth Council has been established within the borough. The Youth Council is a product of a Capacity Building and Youth Leadership Programme for peace building, which is supported by the Special EU Programmes Body and managed by the Ards and North Down PEACE IV Partnership.

The project is being delivered by the Northern Ireland Youth Forum and it commenced in September 2017. It aims to work with young people aged 12-24 years to enable them to become more active citizens to develop a more shared and cohesive society through a targeted programme with two elements. Firstly, a cross community and cross border youth voice programme linked to the creation of 8 cross community youth forums which will connect to the emerging Youth Council for the area. The second element is a mentoring and peer leadership programme working with youth mentors and champions recruited from areas where the visible manifestations of conflict are more pronounced aimed at building greater awareness of cultural diversity and cohesion among young people.

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Unclassified

The Northern Ireland Youth Forum are contracted to achieve a number of SMART objectives, including:

• The engagement of a minimum of 96 young people aged 12-24 years from targeted areas across the borough.

• The establishment of a minimum of 8 local youth forums within the borough. a minimum of 12 young people participating in each forum.

• Support and training for the young people

• The establishment of an Ards and North Down Youth Council drawn from the membership of the Youth Forums

The Youth Council was formally established on 10 February 2019 at a meeting at Ganaway Activity Centre, attended by a number of Councillors, Members of the Peace IV Partnership, SEUPB and Council Officers.

The Youth Council also gave a deputation to the Community and Wellbeing Committee on 13 March 2019. At the meeting they requested that a number of Councillors be appointed to work with the Youth Council, attend their bi-monthly meetings and further explore issues and topics of importance to the young people. In addition, the Youth Council are also interested in acting in a consultative capacity for the Council for projects, plans and policies.

Based on the above request it is recommended that Council established a cross party working group to work with the Youth Council at the Council Annual General Meeting on 22 May 2019.

RECOMMENDATION

It is recommended that Council approves the establishment of a cross party working group to work with the Youth Council at the Council Annual Meeting on 22 May 2019.

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Unclassified

ITEM 22

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 27 March 2019

Responsible Director Director of Environment

Responsible Head of Head of Regulatory Services Service

Date of Report 19 March 2019

File Reference LR 100

Legislation The Local Governmnet (Miscellaneous Provisions) (NI) Order 1985

Section 75 Compliant Yes ☒ No ☐ Other ☐ If other, please add comment below:

Subject Grant of Outdoor Entertainment Licence

Attachments

An application has been received for the grant of an outdoor Entertainment Licence:

MCD PRODUCTIONS – Snow Patrol Concert

Applicant address: 7 Park Road, Dun Laoghaire, Co.

Day and hours of use: Saturday the 25 May 2019 between the hours of 11am and 11pm

Type of Entertainment: Outdoor musical entertainment

Location: Ward Park, Gransha Road, Bangor

No objections have been received to this application following its public advertisement.

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Unclassified

It is proposed that the following additional conditions be applied to the licence:

1. That the applicant provides an Event Management plan to the satisfaction of the PSNI, NIFRS and the Council;

2. The Licensee shall undertake independent noise monitoring of the Event to the Council’s specification, provide a contact for any public complaints and shall comply with all requirements of the Licensor for abatement of noise.

3. The licence shall be issued following the agreement of the PSNI, NIFRS and the Council.

RECOMMENDATION

That the Council grants the licence subject to the additional licence conditions detailed in this report.

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Unclassified

ITEM 23

Ards and North Down Borough Council

Report Classification Unclassified

Council/Committee Council

Date of Meeting 27 March 2019

Responsible Director Director of Environment

Responsible Head of Head of Regulatory Services Service

Date of Report 19 March 2019

File Reference LR 100

Legislation The Local Governmnet (Miscellaneous Provisions) (NI) Order 1985

Section 75 Compliant Yes ☒ No ☐ Other ☐ If other, please add comment below:

Subject Grant of Entertainment Licence

Attachments

The following application for the grant of licence has been received:

Cloughey Presbyterian Church, Main Road, Cloughey

Applicant: Leonard Brown, Quarry Road, Greyabbey

Day and hours of use: 14 unspecified days within the next 12 months.

Monday to Sunday:

Type of Entertainment:

• Theatrical performance • Dancing, singing or music or any other entertainment of a like kind

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Unclassified

No objections have been received to this application.

RECOMMENDATION

That the license is granted.

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