8th September 2016 Chairman: Councillor O Gawith Vice-Chairman: Councillor B Mallon Aldermen: W J Dillon MBE, D Drysdale, A G Ewart, T Jeffers, W A Leathem, Councillors: R T Beckett, S Carson, J Craig, A P Ewing, A Grehan, B Hanvey, V Kamble and A McIntyre Ex Officio The Right Worshipful The Mayor, Councillor R B Bloomfield MBE Deputy Mayor, Alderman S Martin The Monthly Meeting of the Corporate Services Committee will be held in the Cherry Room, Island Civic Centre, The Island, Lisburn on Tuesday 13th September 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 – Meeting of Corporate Services Committee held on 21st June 2016 (Copy Attached) 4 To receive Mr Graham Shields, Chief Electoral Officer for Northern Ireland, to present on the Closure of Regional Electoral Offices from the Electoral Office perspective. (Item 1 of the report of the Director of Corporate Services refers) (7.45 pm) 5 Report from Director of Corporate Services 1. Closure of Regional Electoral Offices Attendance of Chief Electoral Officer for Northern Ireland 2. Council EU-Funded Projects 3. Report of Head of Central Support Services • Ceremonial Insignia for Former Mayors • Mayoral & Chief Executive portraits and Council Chamber at Bradford Court • Hydroease Flotation Centre, C3 Inspire Business Park, Dundonald - Visit on 12th August 2016 • World Mental Health Day – 10th October 2016 Lighting up of Council Buildings in Purple • Pancreatic Cancer Awareness Lighting up of Council Buildings in Purple 17th November 2016 • Christ Church Lisburn – 175th Anniversary Request for Financial Assistance • Department of Justice for Northern Ireland Consultation – “Witness Charter - A Charter for Witnesses of Crime” (Closing date: 27th September 2016) • Health Working Group - Membership 2016/2017 • Health Working Group – Minutes of meeting held on 14th April 2016 • South Eastern Health & Social Care Trust - No-Smoking Policy • National Malaya & Borneo Veterans' Association (NI Branch) Service at Pantridge Memorial, LVI – 1st October 2016 • Libraries NI Lisburn City Library – Opening hours • Lisburn & Castlereagh Policing & Community Safety Partnership Vice-Chairman • Lisburn & Castlereagh Policing & Community Safety Partnership Minutes of Meetings • Lisburn & Castlereagh Policing & Community Safety Partnership Schedule of Meetings • Lisburn Commerce Against Crime CCTV Scheme Transfer to Corporate Services Department for Management through Lisburn Policing & Community Safety Partnership 4. Report of Head of Finance & I.T. • Estimates 2017/2018 – Programme of Meetings • Financial Statement – Period ended 31st July 2016 • Capital Programme • Forecast First Quarter Actual Penny Product (APP) 2016/2017 5. Report of Head of Human Resources & Organisation Development (Acting) • Occupational Health Tender • Elected Member Development Steering Group • Workplan for implementation of filling posts in new council structures • Local Government Staff Commission People & Organisation Development Conference “Transformation in Practice” La Mon House Hotel & Country Club, Belfast 8th & 9th December 2016 • Local Government Staff Commission Code of Procedures on Recruitment & Selection – Consultation feedback • Local Government Training Group Elected Member Development Steering Group Meeting – 18th May 2016 6. Report of Head of Marketing & Communications • Christmas Lights Switch-On 2016 • Citywide • Projects undertaken by Marketing & Communications • Ulster Grand Prix • Reusable Nappy Scheme • “Go For It” Initiative • Half Marathon, 10K & Fun Run • Recycle Week Promotions (12th – 18th September 2016) • Waste Management Communications • Planning Portal • Media Coverage 7.1 Scheme of Allowances payable to Councillors 1st April 2016 – 31st March 2017 and 1st April 2017 – 31st March 2018 7.2 Dependants’ Carers’ Allowance – Proposal to widen definition (Extended closing date: 14th September 2016) 8. Department for Communities Consultation re provision of broadband, telephone calls and mobile data costs for Elected Members (Closing date: 14th September 2016) 9. Provision of Council/Committee Reports, Minutes etc by electronic means 10.1 Somme Pilgrimage 2016 – Report of Attendance 10.2 Somme Pilgrimage 2017 – Attendees & Arrangements 11. Armed Forces Day 12.1 Northern Ireland Fire & Rescue Service Consultation - “Section 75 Consultation Exercise on NIFRS Volunteering Policy” (Closing date: 30th September 2016) 12.2 Northern Ireland Fire & Rescue Service Consultation – “NIFRS Corporate Procurement Strategy & Procurement Policy” (Closing date: 28th October 2016) 12.3 Northern Ireland Fire & Rescue Service Consultation - “NIFRS Equality & Inclusion Statement and Equal Opportunities Policy” (Closing date: 11th November 2016) 13. Probation Board for Northern Ireland Corporate Plan Consultation 2017-20 (Closing date: 14th October 2016) 14. Northern Ireland Courts & Tribunals Service Single Jurisdiction in Northern Ireland Consultation – “Lord Chief Justice Direction: Single Jurisdiction” (Closing date: 14th September 2016) 15. Department for Communities Consultation on Proposed change to the frequency of DFC Statistical Publication (Extended closing date: 16th September 2016) 16. Department for the Economy Consultation on Statement of Insolvency Practice 15 (Extended closing date: 14th September 2016) 17. Moira Train Station – Proposed Park & Ride Facility (Closing Date: 30th November 2016) and Public Information Meeting – 22 September 2016 (3.00 pm – 6.30 pm) 18. Off-Street Car Parking 19. NI Local Government Officers’ Superannuation Committee Funding Strategy Statement 20. Pond Park Post Office, 1 Pond Park Road, Lisburn, BT28 3LH Change to Main-Style Branch 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 Finance & IT (Confidential for reason of information which is likely to reveal the identity of individuals) • Voluntary Severance – IT Manager • Insurance Report 2. Report of Head of Marketing & Communications (Confidential for reason of information relating to individuals) • Freedom of Information 3. Report of Head of Human Resources & Organisation Development (Acting) (Confidential for reason of information which is likely to reveal the identity of individuals and also labour relations matters) • Payment of Overtime in Holiday Pay • Request to undertake Development Programme • Draft Local Government Reorganisation (Compensation for Diminution of Emoluments) Regulations (NI) 2015 • Single Status Update: Appeals • HR & OD Workforce Data • Review of NJC “Green Book” Pay Spine • Appointment to Chief Executive’s Office 6 Any other Business --OoOOoo-- To: Members of Lisburn & Castlereagh City Council CSC 21.06.2016 LISBURN & CASTLEREAGH CITY COUNCIL Minutes of Meeting of the Corporate Services Committee held in the Cherry Room, Island Civic Centre, The Island, Lisburn on Tuesday 21st June 2016 at 7.00 pm. PRESENT: Councillor O Gawith (Chairman) The Right Worshipful The Mayor Councillor R B Bloomfield, MBE Deputy Mayor Alderman S Martin Aldermen W J Dillon MBE, D Drysdale, A G Ewart, T Jeffers and W A Leathem Councillors R T Beckett, S Carson, A P Ewing, A Grehan, B Hanvey, V Kamble, B Mallon and A McIntyre OTHER MEMBER: Councillor John Palmer IN ATTENDANCE: Director of Corporate Services Director of Environmental Services Head of Central Support Services Head of Finance & IT Head of Human Resources & Organisation Development Head of Marketing & Communications (Mrs C Bethel) Head of Operation Services Committee Secretary The Chairman, Councillor O Gawith, welcomed Members to this the first meeting of the new Committee membership following the Annual Meeting of Council on the 14th June 2016. 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. On behalf of the Officers of the Corporate Services Department, the Director congratulated Councillors O Gawith and B Mallon on their appointment as Chairman and Vice-Chairman respectively of the Committee. The Director also congratulated those Members who were newly appointed to the Committee. The Director offered to provide a tour of and introduction to the Department for any Member who might wish to avail of this. Finally, the Director congratulated Councillor B Bloomfield and Alderman S Martin on their election as Mayor and Deputy Mayor respectively. 548 CSC 21.06.2016 1. Apologies There were no apologies Councillor A McIntyre entered the meeting. (7.02 pm) 2. Declarations of Interest The Chairman invited Members to declare any Interests they might have in relation to the business of the meeting and reminded them of the requirement that they complete Declaration of Interest forms in this regard which had been provided at the meeting. The following Declarations of Interest were made:- • Alderman S Martin – Item 6.2 of Report of Head of Central Support Services – “Libraries NI: Lisburn City Library – Consultation about Reduction in Opening Hours” (Member of Board of Libraries NI) • Councillor S Carson – Item 7 of Report of Director of Corporate Services – “Boys’ Brigade (NI