4th February 2015 Chairman: Alderman J Tinsley Vice-Chairman: Councillor A Grehan Aldermen: W J Dillon MBE, M Henderson MBE, T Jeffers, W A Leathem, S Martin and G Rice MBE Councillors: S Carson, O Gawith, B Hanvey, V Kamble, B Mallon, J McCarthy and John Palmer Ex Officio The Right Worshipful The Mayor, Councillor R T Beckett Deputy Mayor, Councillor A Redpath The Monthly Meeting of the Corporate Services Committee will be held in the Cherry Room, Island Civic Centre, The Island, Lisburn on Tuesday 9th February 2016 at 7.00 pm for the transaction of business on the undernoted Agenda. Tea/coffee shall be available in the Members’ Suite after the meeting. You are requested to attend. DR THERESA DONALDSON Chief Executive Lisburn and Castlereagh City Council Agenda 1 Apologies 2 Declarations of Interest 3 Minutes – Special Meeting of Committee held on 15th December 2015 (Copy attached) Meeting of Committee held on the 12th January 2016 (Copy attached) 4 Report from Director of Corporate Services Report of Head of Central Support Services DHSSPSNI Consultation – “Health & Social Care Reform and Transformation – Getting The Structures Right” (Closing Date: 12th February 2016) Purple Day – International Day of Epilepsy Awareness Saturday 26th March 2016 – LVI Ulster University & Positive Futures Conference – “Providing Supports to People with Learning Disabilities transitioning into Older Age” Workshops – Seagoe Hotel, Portadown (15th February 2016), Hilton Hotel Templepatrick (16th February) and City Hotel, Londonderry (17th February 2016) Policy Forum For Northern Ireland Keynote Seminar – “Improving Care for Older People in NI” Tuesday 1st March 2016 (8.30 am – 1.30 pm) Central Belfast Friends’ School Lisburn Request for Financial Assistance for participation in finals of Competition – Birmingham – 16th & 17th March 2016 Health and Social Care: Evaluation of Integrated Care Pilots Presentation – 25th February 2016 Lisburn & Castlereagh Policing & Community Safety Partnership - Schedule Of Meetings Report of Head of Finance & I.T. Financial Statement Report of Head of Human Resources & Organisation Development The Organisation Design Business Case Report Revised Lisburn & Castlereagh City Council Protocol for Filling of Posts Public Sector Exit Payment Cap Public Sector Exit Payment Recovery Regulations Tax Exemption on Councillors’ Travel Expenses HR & OD Workforce Data Queen Elizabeth II – 90th Birthday Beacons ABF The Soldiers’ Charity “The ‘Parting Glass’ Concert Saturday 7th May 2016 - Belfast Waterfront Hall Request for use of the entrance to the Island Civic Centre – 19th March 2016 Royal British Legion (Lisburn Branch) Festival of Remembrance – Friday 11th November 2016 Request for Use of Island Hall Royal Irish Rangers Old Comrades Association (Lisburn Branch) Request for Financial Assistance Seymour Hill Post Office, 18 Rowan Drive, Dunmurry, Belfast, BT17 9PX Consultation on Change to New Style Local Branch (Closing Date of Consultation: 12th February 2016) Dromara Post Office – Relocation Northern Ireland Local Government Association Summary Product & Work Plan for 2016/2017 Subscription 2016/2017 27th Colmcille Winter School Colmcille Heritage Centre, Gartan, Church Hill, Donegal 26th & 27th February 2016 Section 75 Consultation on Northern Ireland Fire & Rescue Service Corporate Communications Strategy 2015-2020 Disposal of Land adjacent to 42 Main Street, Moira Declared surplus to requirements by the Department for Regional Development Corporate Risk Register Northern Ireland Commissioner for Complaints Contributions from Transfer Function Grant Contribution for 2015/2016 Northern Ireland Commissioner for Complaints Contributions from Transfer Function Grant Estimated Contribution for 2016/2017 Whanganui District Council – Name Change 5. Confidential Report from Director of Corporate Services Confidential Business Report – Members are requested to go to the Confidential Section of the Corporate Services Committee folder on SharePoint to access information 1. Report of Head of Human Resources & Organisation Development (Confidential for reason of information relating to individuals) 6 Any other Business --OoOOoo— To: Members of Lisburn & Castlereagh City Council (S) CSC 15.12.2015 LISBURN & CASTLEREAGH CITY COUNCIL Minutes of Special Meeting of the Corporate Services Committee with the Chairmen and Vice-Chairmen of the other Standing Committees held in the Council Chamber, Island Civic Centre, The Island, Lisburn on Tuesday 15th December 2015 at 4.00 pm. PRESENT: Alderman J Tinsley (Chairman) The Right Worshipful The Mayor Councillor R T Beckett Aldermen W J Dillon MBE, M Henderson MBE and T Jeffers Councillors S Carson, O Gawith, B Hanvey, B Mallon and John Palmer Alderman A G Ewart Chairman – Development Committee Alderman S P Porter Chairman – Leisure & Community Development Committee OTHER MEMBERS: Councillors N Anderson and P Catney IN ATTENDANCE: Chief Executive Director of Corporate Services Director of Development & Planning Director of Leisure & Community Services Head of Finance & I.T. Head of Human Resources & Organisation Development Head of Operational Services Transition Manager (Mr I Wilson) Project Manager - Finance Accountant Committee Secretary The Chairman asked that any Member entering or leaving the meeting alert him accordingly so that the Committee Secretary might accurately reflect arrival and departure times in the minutes. 1. Apologies Apologies for non-attendance at the meeting were accepted and recorded on behalf of the Deputy Mayor, Councillor A Redpath; Alderman W A Leathem; and Councillors A Grehan and J McCarthy. Councillor J Gray – a non-member of the Committee, had also presented an apology for non-attendance. 681 (S) CSC 15.12.2015 2. Declarations of Interest The Chairman invited Members to declare any Interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the meeting. No declarations were made. 3. Purpose of Meeting The Special Meeting of the Corporate Services Committee, along with the Chairmen and Vice-Chairmen of the Standing Committees, had been summoned to consider the draft Estimates of Income & Expenditure for the financial year 2016/2017 in respect of the several Departments of the Council. 4. Confidential Report of Director of Corporate Services It was proposed by Alderman M Henderson, seconded by Alderman T Jeffers and agreed that the confidential report of the Director of Corporate Services be discussed “in Committee”. It was agreed that the confidential report and recommendations of the Director of Corporate Services be adopted, subject to any decisions recorded below and other items noted:- 4.1 Draft Estimates of Income & Expenditure for 2016/2017 The report of the Director was confidential due to information which revealed that the Council proposed to make an order or direction under any statutory provision. 4.1.1 Discussion & Presentation During the Director’s PowerPoint presentation, Councillor N Anderson entered the meeting. (4.12 pm) The Director of Corporate Services advised Members that the Special Meeting had been convened to give initial consideration to the first draft of the Council’s Estimates of Income & Expenditure for 2016/2017. The Director stressed that the work on the Estimates was very much work in progress and that Officers were working hard to find further savings. The Director emphasised that the various Standing Committees of the Council had not yet had an opportunity to consider any documentation in relation to the draft Estimates. The Director advised that the draft Estimates in respect of each Department would be reported to the meeting of the relevant Standing Committee in January 2016. 682 (S) CSC 15.12.2015 4.1 Draft Estimates of Income & Expenditure for 2016/2017 (Continued) 4.1.1 Discussion & Presentation (Continued) Copy of an explanatory report and the summary draft Estimates of Income & Expenditure for the financial year 2016/2017 had been made available prior to the Meeting. In addition to his written report on the Draft Estimates, the Director made a PowerPoint presentation. During discussion, the Director and other Officers clarified questions raised and took note of comments made by Members. The Chairman expressed his thanks to all Officers, particularly the Director of Corporate Services, the Head of Finance & I.T., the Accountant and the entire Finance team, for their work on the Draft Estimates 4.1.2 Decision It was proposed by Alderman A G Ewart, seconded by Alderman S P Porter and agreed to recommend that:- • the report of the Director of Corporate Services be noted and that Officers make every effort to achieve a further reduction in respect of the proposed Rates; • the proposal to transfer from Reserves the sum of £600,000 be noted; • staffing levels and associated payroll expenditure be provided for Lisburn & Castlereagh City Council and also each of the extant councils; in the draft Estimates that are to be provided to the Standing Committees, those items for which there had been a large deviation between estimated and actual expenditure be highlighted; any comments/queries that Members might have in relation to the draft Estimates be conveyed to their Party Leader who would raise them at the Party Leaders Forum; details of the draft Estimates be referred to the various Standing Committees for consideration; the Director’s PowerPoint presentation be placed