Agenda and minutes

            Apologies for inability to attend were reported from Councillors Kennedy and McAllister.

            The minutes of the meeting of 18th August were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 1st September.

            Councillor Reynolds declared an interest in respect of Item 3e - Transfer of Assets/Liabilities to Belfast City Council and left the meeting whilst this item was under consideration

            The Committee was advised that Mr D Harte, representing NIPSA, was in attendance to provide the members with a presentation of the proposed closure of the regional electoral offices.

            Mr Harte outlined the background to the proposals and indicated that NIPSA had been advised in January that the preferred option was centralisation but had been denied the financial information it had sought to justify the closure of regional electoral offices.  He referred to the industrial action which had been taken by NIPSA members and the political engagement with the First and Deputy First Ministers, MPs, MLAs and Councillors.  In addition, it had sought meetings with the NI Affairs Committee and the Secretary of State.

            He then referred to the work undertaken by the regional Electoral Offices which included the running of Assembly, Westminster and European Elections and Referendums, electoral identification, voter registration and the promotion of voter participation.

            Mr Harte explained that plans were at an early stage in relation to which services would be undertaken by local councils.  He stated that the Chief Electoral Officer had spoken with all 11 local council chief executives and there were proposals for councils to take over the running of all elections, provide electoral identification and voter registration services.

            He urged the Council to become more proactive, to bring in the Chief Electoral Officer and challenge him as part of the public consultation process, engage as a Council in the public consultation and to support the retention of the service which was currently provided.  In conclusion, he requested the Council not to sign up to anything until it had received a fully costed business plan about which services were going to transfer and how they would be paid for.

            Mr Harte then answered a number of question from the Members and retired from the meeting.

            After discussion, the Committee agreed that the Chief Electoral Officer be invited to a special meeting, to which all Members would be invited to attend, to discuss proposals to close regional electoral offices and the future plans for electoral services; and that a meeting be sought with the Secretary of State with an All-Party Deputation from the Council to discuss the same.

            The Information contained in the following five reports is restricted in accordance with Part 1 of Schedule 6 of the Local Government Acts (Northern Ireland) 2014

            The Committee was reminded that the Council had established a Belfast Investment Fund (BIF) which was designed to support partnership projects across the city.  There was originally £22million available under BIF.  In January 2016, the Committee had agreed to ring fence an additional £5million for projects in the areas which had been transferred in from Lisburn and Castlereagh under Local Government Reform as those areas had not had an opportunity to have any BIF projects considered.

            The Director of Property and Projects advised that, excluding the projects from areas which had transferred in, there were 23 BIF proposals of which four projects were currently at Stage 3 – Committed.  He reminded the Members that, since the previous year, a lot of hard work had been undertaken by project promoters and officers in terms of progressing BIF projects and that a number of those were now at the point of an investment decision.  He submitted a report which outlined:

·        The current status of the BIF projects including those in the transferring areas;

·        Projects recommended to be moved through the Stage Approval process/added to the BIF list on the basis of discussions with the Area Working Groups, Party Briefings and the ongoing work by project promoters; and

·        Specific updates in relation to additional ring fenced allocation for the Court District Electoral Area (former Shankill Area Working Group area) and ring fenced allocations for projects within North and South Belfast.

            Accordingly it was recommended that the Committee agree to the following recommendations and those as set out in Table 1 below.

·        Note that, if projects were recommended to be moved to Stage 3 – Committed, that a maximum BIF allocation was recommended;

·        Agree an additional allocation of £1.2million to  be ring fenced for projects within the Shankill area of the Court District Electoral Area; and

·        Note that it would be mean a total BIF allocation of £23,200,000.  The total of the projects proposed to move to stage 3 was £10,560,000 with a further £4,800,000 ring fenced to specific projects.

   Table 1 – BIF recommendations

The Committee considered a report in relation to a new organisational structure for the Markets Unit and revised working arrangements to improve operations and customer services.

            After discussion, the Committee agreed to:

·        Create a new job designation of Markets and Customer Services Attendant (Scale 3) to replace the current Market Attendant (Scale 3) and increase the number of those to 7.67 Full Time Equivalent from 5.5 Full Time Equivalent;

·        Re-designate the 3 substantive Markets Assistant posts to Markets and Customer Services Attendants;

·        Create a new job designation of Duty Manager (PO1) to replace the current Senior Markets Supervisor (SO2) to recognise the additional duties and responsibilities and create 2 additional posts to bring the establishment up to 3 Full Time Equivalent;

·        Re-designate the one substantive Senior Markets Supervisor post to Duty Manager;

·        Delete the Markets Development Officer (PO3) post and offer the post holder voluntary redundancy;

·        Delete the Markets Supervisor (Scale 5) and offer the post holder flexible retirement into one of the newly created Markets and Customer Services Attendant Post (Scale 3);

·        Introduce a local arrangement detailing a flexibility payment, similar to the one in place in the Waterfront and Ulster Halls, to replace weekend enhancement payments and help facilitate the introduction of new markets opportunities ; and

·        Create an “additional hours” local arrangement to allow other council staff to work within the markets providing cover or during busy period which will provide training and development opportunities and reduce future overtime payments.

            The committee considered a report on the future of the City Hall Big Screen and:

·        Agreed that the equipment be placed on the Council’s Asset Disposal Register and an Expressions of Interest process be instigated; and

·        Noted that this would mean that the screen would remain in situ until such time as it was acquired by a third party or it became obsolete.  It would not remain after 2019.

            The Committee agreed to defer consideration of the request from Allstate to contribute towards the cost of removing and disposal of the contaminated silt at the Maysfield water inlet.

            The Committee, while noting its support for the capital investment proposed, agreed to defer consideration of the matter to enable the Director of Property and Projects to hold further discussions with the Department for Communities and the Executive Office on the ongoing revenue implications and the conditions under which the Council would accept the transfer of assets.

            The Committee was advised that the following Notice of Motion, which had been proposed by Councillor Attwood and seconded by Councillor Lyons, had been referred to the Committee by the Council at its meeting on 1st September:

      “This Council notes that there is high social housing need in Belfast, with over 10,000 households on the waiting list and 6,000 households in housing stress, and that the Northern Ireland Housing Executive (NIHE) is developing a City centre waiting list for site specific developments.

      The Council believes that, together with the NIHE and other partners, there exists a unique opportunity in the City centre, to create social, affordable and private housing schemes and mixed income communities to increase the residential population and build shared, balanced and sustainable communities.

      The Council agrees, as part of the Local Development Plan process and City Centre Regeneration Scheme, to develop with the NIHE and other key partners a City Centre Liveability Plan, which will set out plans to grow the City centre population through an expansion of the housing offer. This plan will include the development of social, affordable and private housing and seek to encourage more families living in the City centre. The plan will also look at the quality of the places and buildings, the need for private and communal open spaces/parks and access to schools essential for family living in the City centre.”

            After discussion the Committee agreed to the proposal as set out in the Motion.

            The Committee considered the following report:

“1.0  Purpose of Report or Summary of main Issues

1.1    This report follows a request for further information regarding a response made by Belfast City Council in respect of the removal of the seats for sale restriction at Belfast City Airport to the then DoE relating to recommendations made by the Planning Appeals Commission (PAC) following a public inquiry.

2.0    Recommendations

2.1    The Committee is asked to;

·        Note the report.

3.0    Main report

         Background

3.1    The PAC conducted a public inquiry at the request of the Department of the Environment in respect of the City Airport’s application for the removal of the seats for sale restriction. A number of reports were taken to the Council prior to the conduct of the inquiry and the Council endorsed an approach that balanced the potential for economic benefits and growth at the City Airport with measures that would protect communities and the environment.

3.2    Members at the meeting of the Strategic Policy & Resources Committee on the 19th December 2014 delegated the presentation of the Council’s case to the public inquiry to the Town Solicitor within the context of this balanced approach.

3.3    The Council’s position at the Public Inquiry was to support the removal of the ‘seats for sale’ limit and for this to be replaced by the introduction of a noise control contour supported by a series of noise management control measures including fines for late flights; a prohibition on night flights;  a system for departure noise control limits with fines; the adoption of a continuous descent approach for all aircraft landing at airport; the potential for noise insulation schemes and the possibility of adopting a quota count system. Noise control contours limit noise exposure levels created by airport operations by defining the extent of an area within which aircraft can operate at certain noise levels. The use of a noise contour is generally accepted as a means of striking a balance between the interests of residents and the benefits that accrue from an airport. The smaller the contour the more restrictions need to be placed on aircraft flights etc. At London City Airport, which operates in similar conditions to Belfast, in terms of proximity to residential areas and communities, the contour is fixed at 9.1km² (with a quota count system). Essentially the additional control measures endorsed by the PAC are those that were promoted by the Council to protect communities.

3.4    The Council supported the opportunity for growth at the airport in the context of attracting foreign direct investment, connectivity between the city and European destinations, particularly those that would open up the potential for commercial and tourism opportunities. The Council’s case for growth was supported by evidence from an aviation economic forecasting expert. Based on growth scenarios, taking account of destinations and the type of aircraft likely to be required to service those destinations, it was determined that the likely noise contour would be between 5.2km² and 6.1km². The actual  ...  view the full minutes text for item 4b

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       Purpose of Report:

            To highlight to Members the work currently under way by the Department for Communities, Belfast City Council and other organisations to prepare for the changes to the Welfare system in Northern Ireland.

1.2       Summary of main issues:

            The most significant changes to the Welfare system in Northern Ireland in seventy years commenced in May 2016 in a process that will continue over the coming months including the introduction of Universal Credit in 2017.

1.3       Given the high levels of benefit uptake in Belfast (almost 29% of our working age population are in receipt of some form of benefit^[1]) these changes are likely to have a significant effect in the city. Council officers have been engaging with the Department for Communities to consider mitigating these plans  including enhancing the delivery of our advice services; the city wide tribunal services; and examining the implications on the concessionary rates for Council services that are currently available to those in receipt of ‘passported’ benefits.

1.4       The role of Members is likely to prove particularly important over the coming months in terms of signposting residents to information and advice and in helping to identify unforeseen emerging problems during the roll-out of welfare reform changes.

2.0       Recommendations

2.1       The Committee is asked to;

·        Note the contents of the leaflet entitled ‘Elected Representatives Guide to Welfare Changes’ prepared by NILGA and the initiatives that are currently under way across the Council.

3.0       Main report

3.1       Key Issues

            The Welfare Reform Act is introducing a range of changes to the benefits system in Northern Ireland. This process has already begun with a number of changes being introduced this year. Over the coming months many current benefits are going to be abolished and replaced by a new benefits system. For example:

-       Since May there has been a cap on the total amount of benefit a person can receive. This may have a particular impact on those people receiving Housing Benefit and could mean they will get less money towards rent.

-       From 2017 Universal Credit will gradually replace most other means-tested benefits such as income-based Jobseeker's Allowance, income-related Employment and Support Allowance, tax credits and Housing Benefit.

-       Personal Independence Payment (PIP) will gradually replace Disability Living Allowance (DLA) for people of working age with daily care needs or difficulty getting about. 

3.2       In addressing the challenges, the NI Executive has allocated £501 million over the next four years to ‘top-up’ the UK welfare arrangements with a review planned for 2018-19.

3.3       The recent ‘Evason’ report produced by the Welfare Reform Mitigations working group recommended several strands of mitigation that the Executive should seek to adopt to help protect the most vulnerable people in Northern Ireland.

3.4       The Department for Communities is putting in place measures in support of these recommendations. Local councils have an important role to play in supporting the implementation  ...  view the full minutes text for item 5a

            The Chief Executive submitted for the Committee’s consideration the following report:

“1.0     Purpose of Report

1.1       The purpose of this report is to propose a special meeting of the SP&R Committee, to which all members are invited, in October to allow Members to agree the content of the more detailed Belfast Agenda for consultation and shape the content of the next Belfast City Council Corporate Plan.

1.2       The meeting will reflect on how the Council will lead and shape implementation of the priorities within the Belfast Agenda, consider how the Council can make its own direct contribution and discuss further opportunities to build on the work that it has undertaken to date with partners.

1.3       This report also sets out the key strategic planning work-streams that Members will lead in the coming months.

2.0       Recommendations

2.1       The Committee is asked to:

·        Agree that a special meeting of the SP&R committee to which all members will be invited is held in October to consider the Belfast Agenda, consolidate the strategic direction of the council and shape the new Corporate Plan;

·        Note the proposed process and timeline for producing the new Corporate Plan;

·        Note the upcoming strategic planning activities which Members will lead in the coming months.

·        Agree to repeat the Belfast Residents’ Survey to inform the development of the Corporate Plan, baseline information for the Belfast Agenda and, obtain priorities for the Council’s improvement objectives.

3.0       Key Issues

3.1       The Strategic Policy and Resources Committee is responsible for setting the strategic direction of the Council through the development of its Corporate Plan and other key corporate and cross cutting strategies and policies. 

3.2       The Corporate Plan is a key governance and leadership document. It sets out what the council wants to achieve for the city and the key priority actions to make this happen.  It is an important part of the process of strategic planning and city advocacy which Members lead and which includes the development of the Belfast Agenda, the Local Development Plan and strategic engagement on key policy issues such as inclusive growth, city resilience and city-region growth.  It is important that the Corporate Plan captures this ambition, as well as Members’ on-going commitment to performance improvement, excellent service delivery and significant investment in the physical and social infrastructure of the city.

3.3       The Council is now entering a key phase of the strategic planning calendar when plans are reviewed and refreshed in order to inform priorities and decisions about resource allocation in the year ahead.  Therefore it is recommended that the Committee holds a special meeting during October in order to inform the development of a new Corporate Plan which would include the Council’s contribution to the Belfast Agenda and articulate how the Council will drive inclusive economic growth, both directly through its own services and investments and in partnership with others.    

3.4       In the months ahead, specific engagement with Members is being planned to help Members articulate how the Council will oversee the implementation of  ...  view the full minutes text for item 5b

            The Committee considered a report which outlined the impact of the “Transparency in Supply Chains” clause in the Modern Slavery Act 2015 which was designed to prevent organisations entering into contractual relationships with others engaged in or who had engaged in human trafficking or exploitation type offences.

            The Town Solicitor advised that the Modern Slavery Act (MSA) was described by the Home Office as aiming to “address slavery and trafficking in the 21st century by enhancing support and protection for victims, giving law enforcement the tools needed to target today’s slave drivers, ensuring perpetrators can be severely punished and also include a provision to encourage businesses to take action to ensure their supply chains are slavery-free”.

            Section 54 of the Act, which was introduced by the Government following a campaign by a coalition of interested groups and businesses, included provisions which required commercial organisations with a turnover of more that £36m to produce a slavery and human trafficking statement for each financial year setting out what they had done to ensure there was no modern slavery in its supply chains or any part of its business.

            The Town solicitor advised that the Modern Slavery Act applied to organisations if they:

·        Were a body corporate (under section 1(2) of the Local Government Act (Northern Ireland) 1972 the Council was deemed to be a “body corporate”);

·        Carried on a business, or part of a business, in the United Kingdom;

·        Supply goods or services, and

·        Had a total turnover of £36m or more.

Therefore the Act applied to Belfast City Council.

            He explained that, if an organisation failed to produce a slavery and human trafficking statement for a particular financial year, the Secretary of State might seek an injunction through the High Court.  If the organisation failed to comply with the injunction, it would be in contempt of a court order which was punishable by an unlimited fine.  However, failure to comply with the provision, or a statement that an organisation had taken no steps, might damage the reputation of the organisation.

            He explained further that the Council must publish a modern slavery transparency statement on a prominent place on its website homepage when publishing its annual accounts from the end of the 2015-16 financial year onwards.  The statement must be approved and signed by a director, member or a partner of the organisation.  The Act also created a duty to report any incidents of modern slavery which applied in England and Wales only.  That duty was expected to come into effect in Northern Ireland before the end of 2016 on the commencement of the Human Trafficking and Exploitation (Criminal Justice and Support for Victims) Act (Northern Ireland) 2015.  The Department of Justice planned to issue guidance to accompany that Act. 

            Accordingly, he submitted for the Committee’s consideration the following modern slavery transparency statement:

Appendix 1

Modern Slavery Act Transparency Statement 2015-6

This statement is made pursuant to section 54(1) of the Modern Slavery Act 2015 and constitutes Belfast City Council’s slavery  ...  view the full minutes text for item 5c

            The Committee was advised that, following the city’s successful application to the Rockefeller Foundation’s 100 Resilient Cities (100RC) programme, officers had begun engaging with the Foundation to prepare for a stakeholder conference provisionally booked for 15th November, 2016 at the Waterfront Hall.  Following that event, work would begin on the recruitment of the Belfast ‘Commissioner for Resilience’ and planning for the Belfast resilience strategy that would be funded by the programme.

            The November conference would aim to bring together stakeholders to set out the broad resilience issues that would form the basis of a Belfast Resilience Strategy.  It would also help determine the likely role for a new Belfast ‘Commissioner for Resilience’.  The approach would seek to ensure the early engagement of elected Members in order to align the emerging resilience strategy with the priorities of the Belfast Agenda, particularly around the priorities for inclusive growth.  The conference logistics, strategy development facilitation and the position of the Commissioner for Resilience (for two years) would all be funded by 100RC.

            The Chief Executive explained that the Rockefeller Foundation’s 100 Resilience Cities programme provided grant and expert support to cities across the world to help them understand and prepare for future social, economic and environmental shocks and stresses.  One hundred cities were now part of the programme, including the final tranche of thirty cities that joined in May 2016.  (Belfast and Greater Manchester had now joined Glasgow, Bristol and London to form a regional group which 100RC would like to see working together to share learning and practice.)

            100RC was providing Belfast with the following:

     (i)          100% funding for strategic consultancy support (from Arup) for the initial ‘agenda setting’ process;

    (ii)          100% funding for logistical support for the conference (excluding venue hire);

  (iii)          100% grant funding to the Council to support the salary of a new ‘Commissioner for Resilience’ for an initial two years;

  (iv)          Strategic communications support from global communications consultants, Apco;

   (v)          Support from a number of ‘platform partners’ offering specific expertise to support delivery of the final resilience strategy; and

  (vi)          Ongoing access to the learning and practice of the other 100RC cities.

            The Belfast programme would begin with an ‘agenda setting’ conference which would be a facilitated all-day stakeholder event that would aim to identify the major shocks and stresses that a Belfast resilience strategy would need to address.  The conference would include a mix of workshop modules (tailored to suit the needs of Belfast).  They would include: Introduction to 100RC; What is resilience?; Prioritising Belfast’s shocks and stresses; Diagnostics; and identifying resilience building opportunities.  100RC was keen that the process included engagement with political representatives at the city and regional level.  It was therefore proposed that all Members would be invited to a scoping workshop at the City Hall the day before the conference in order to engage directly with 100RC officials and Arup on issues of specific importance to the Council.  100RC would also seek to invite political representatives from a comparable city to Belfast  ...  view the full minutes text for item 5d

Avoniel

            The Committee was reminded that in April, 2016 Members had agreed to the citywide USP leisure map which had been developed through consultation with the Area Working Groups, the outcomes of the consultation to date with residents and local communities, the best practice site visits and through liaison internally with the Council’s leisure operating partner GLL and other industry experts.  The USP for Avoniel had been agreed as an Outdoor Centre of Excellence, with the facilities mix also having been agreed. 

            The Committee agreed that the Stage 2 – Concept Designs be worked up for Avoniel and that these would be brought back to the Committee for consideration in due course.  The Committee noted that discussions were continuing with the Education Authority in relation to the relocation of Avoniel Play Centre and that a report on the outcome would be submitted to the Committee at a later date.

            Consultation on the Concept Designs for Andersonstown,

            Brook and Robinson

            The Committee noted that consultations were continuing on the concept designs for the Brook, Robinson and Andersonstown centres and that an update would be submitted to the Committee in due course.

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       The Council’s Capital Programme is a rolling programme of investment which either improves existing Council facilities or provides new Council facilities. This report outlines highlights of current status of projects under the Programme; projects recommended to be moved/added to the Capital Programme and a number of project updates.

2.0       Recommendations

2.1       The Committee is asked to;

            General

·        Note the update in relation to the Capital Programme (section 3.1)

            Proposed additions to the Capital Programme

·        Agree that the following project City Hall – Provision of additional Public Toilets (including consideration of a Changing Places facility) and a Family Room is added to the Capital Programme as a Stage 1 – Emerging Project with an SOC to be worked up and brought back to Committee for further consideration (section 3.3)

            Capital Programme Project Updates

·        North Foreshore – approve the reallocation of the remaining monies previously ringfenced under the Landfill Closure Provision to be ringfenced to the North Foreshore Development sites works project under the Capital Programme.  This will enable the Council to reimburse developers who have provided appropriate capping systems on demised sites, in lieu of the Council undertaking such works and that approval is given to take forward these works as necessary within this budget.  Members are asked to note that there are no financial implications to note as this money was already ringfenced under the Landfill Closure Provision 

·        Old Golf Course Road – note that this project is being taken forward in place of the agreed playground re-development at Areema Drive out of the £2m which was ringfenced to projects in the transferring areas under LGR. Members are asked to note that there are no financial implications to note as this money was already ringfenced

3.0      Main report

            Key Issues

3.1       The Council’s rolling Capital Programme is a significant programme with over £185m of projects recently completed or currently underway. Members are asked to note the updates under the Capital Programme since the last update report in August.  Photographs of the Capital Programme projects are attached at Appendix 1.

            Projects recently completed/in final stages of completion

·        the infrastructure at the North Foreshore

            Projects currently on the ground

·        new pitch and pavilion at Musgrave (due for completion end of the year) and new pavilion at Victoria under the Pitches Strategy

·        Phase 2 of the £40million Connswater Community Greenway 

·        the new £21.7m leisure facility at Olympia which is due to open in January 2017

·        the £3.7million upgrade of the Tropical Ravine

·        new Council accommodation which will be complete in early 2017

·        a new MUGA at Springfield Avenue and Phase 1 - Whiterock Community Corridor

            Projects at tender preparation stage 

·        Preparatory work is continuing on a wide range of projects including the remaining sites under the pitches strategy (Cherryvale and Falls) and the boxer sculpture in Woodvale Park which will be unveiled in the Autumn time

            Proposed movements on/additions to the Capital Programme 

3.2       Members have previously  ...  view the full minutes text for item 6b

            The Director of Property and Projects submitted for the Committee’s consideration the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1To update Members on a number of area related issues for Members’ consideration.

2.0Recommendations

2.1The Committee is asked to:

      AWG minutes

·        Approve the most recent round AWG Minutes from the North/South/East and West AWGs as circulated.

      Local Investment Fund

·        Agree the recommendations from the West AWG in relation to LIF funding (Section 3.2) and note the LIF allocations as recommended by the East AWGs following the update to Committee in August (Section 3.3)

·        Note that an additional project (ELIF2-16) has been scored (Section 3.5) and has met the minimum threshold and agree that this is progressed to due-diligence.

      Belfast Investment Fund

·        Note that there is a separate report on the agenda for discussion today in relation to BIF.

3.0Main report

      KEY ISSUES

3.1AREA WORKING GROUP UPDATES

      Members agreed in June that the Area Working Group minutes would be taken into the SP&R Committee for approval going forward in line with the Council’s commitment to openness and transparency and to ensure a consistency in approach to the other Member-led Working Groups (e.g. Diversity Working Group, Shared City Partnership). Members are asked to approve the most recent round of AWG Minutes (North – 24th August; West – 25th August and East – 15th September) which are attached at Appendix 1.

3.2WEST AWG

      The West AWG at its meeting on 25th August, made the following recommendations for the consideration of the SP&R Committee in relation to their LIF. These amounts are from a re-allocation of WLIF2-09 Highfield Soft Play which Committee was previously advised was no longer being taken forward.

      EAST AWG

3.3LIF2 Recommendations - The East AWG at its meeting on 4th August (minutes approved 19th August) were updated that they had a remaining balance of £330,700 in their LIF2 Budget and that six projects were still under review - the total costs of which slightly exceeded the budget remaining.  It was highlighted to the officers had identified a number of options to facilitate the Members in reaching a decision regarding the allocation of the remaining LIF2 budget

-       Option A: To fund all projects except Dock Cafe (due to a security of tenure issue)

-       Option B: To fund all projects at (an equal) reduced level

      The East AWG requested that the Director of Property and Projects seek legal advice on whether it would be possible for the Council to provide funding for the Dock Cafe proposal and investigate whether it was likely to pass due diligence and that in the event that the legal opinion indicates that the Dock Cafe proposal does pass the requirements of due diligence, to go with Option B (i.e. to fund all projects at an equal reduced  ...  view the full minutes text for item 6c

            The Committee was reminded that, at its meeting on 20th February, 2015, it had noted the Council’s decision of 5th January, 2015 to dispose of lands at Slievegallion Drive to the Department of Education.  The land was to be redeveloped by De La Salle College to provide a school/community facility comprising a 3G sports pitch and associated changing pavilion.  Planning approval for the development had been granted in 2015 and, as a condition of the Planning Permission, the development required a new car park to be constructed to replace the on-street car parking being lost at Slievegallion Drive as a consequence of the redevelopment.  The new off street car park would serve local residents and shops rather than De La Salle College. 

            Subsequently, at its meeting on 18th December, the Committee had approved a request from the Department of Education that the Council adopt the off street car park at Slievegallion Drive.  Following the extinguishment of the on-street car parking by the Northern Ireland Housing Executive (NIHE), the land will be surplus to NIHE requirements.  The Council required the land in order to secure access to the new off street car parking and the NIHE had agreed to transfer the land to the Council.  The land to be acquired comprises 0.025 hectares.

            The Committee approved the purchase of the land from the NIHE on the basis of a long lease and nominal rent, with use restricted to open space, subject to appropriate legal documentation to be drawn up by Legal Services.

            The Director of Finance and Resources submitted for the Committees consideration the undernoted report:

“1.0     Purpose of Report or Summary of Main Issues

1.1       The purpose of this report is to present to the Strategic Policy and Resources Committee, the Financial Statements of the Council, including the Annual Governance Statement, for the period ending 31 March 2016.

1.2       The Financial Accounts are an important element of the Council’s overall corporate governance framework as they provide assurance to Members and ratepayers on the stewardship of the Council’s finances and its financial position.

1.3       The Financial Report and accounts for the year ended 31 March 2016, as attached, have been prepared in line with the Code of Practice on Local Authority Accounting in the United Kingdom 2015/15 based on International Financial Reporting Standards and the Department for Communities (formerly Department of the Environment) Accounts Direction, Circular LG 04/16 dated 4 April 2016.

1.4       I can confirm that the Statement of Accounts for the year ended 31 March 2016 has been prepared in the form directed by the Department of the Environment and in my opinion the Statement of Accounts give a true and fair view of the income and expenditure and cash flows for the financial year and the financial position as at the end of the financial year.

2.0       Recommendations

2.1       The Committee is asked to;

·        Approve the Council’s Financial Statements and incorporated Annual Governance Statement for the year ended 31 March 2016.

3.0       Main Report

3.1       Key Issues

3.1       Audit Opinion

            It is the Local Government Auditor’s opinion that:

·        the financial statements give a true and fair view, in accordance with relevant legal and statutory requirements and the Code of Practice on Local Authority Accounting in the United Kingdom 2015-16 , of the financial position of Belfast City Council as at 31 March 2016 and its income and expenditure for the year then ended; and

·        the financial statements have been properly prepared in accordance with the Local Government (Accounts and Audit) Regulations (Northern Ireland) 2015 and the Department for Communities (formerly Department of the Environment) directions issued there under.

·        the part of the Remuneration Report to be audited has been properly prepared in accordance with the Department for Communities directions made under the Local Government (Accounts and Audit Regulations (Northern Ireland) 2015; and

·        the information given in the Narrative Report for the financial year ended 31 March 2016 is consistent with the financial statements.

            Reserves

            General Fund

            The credit balance on the General Fund has decreased to £19,181,234 (of which £6,317,810 relates to specified reserves, ie committed to be spent on specific areas).  The movement on the reserves balance is summarised in Table 1 below:

            Table 1: Summary of Reserves Position

3.3       Capital Fund            £25,475,756

            The Capital Fund is made up of the Belfast Investment Fund (£4,919).  The fund has been created to support key  ...  view the full minutes text for item 7a

            The Committee:

·        Approved the public advertisement and acceptance of tenders as listed in Appendix 1, Table 1, (below), through the Council’s electronic procurement system;

·        Granted delegated authority to the appropriate Director, using pre-agreed criteria, to accept the most economically advantageous tender, and allow extensions where contracts are under review as per Table 2; and

·        Agreed to apply Standing Order 55 (a) exceptions in relation to contracts by direction of the Council acting on a recommendation of a Chief Officer that the exception is justified in special circumstances for:

(a)   Appointment of a contractor to support the development of a Circular Economy strategy.

(b)   Appointment of a contractor to provide professional commercial expertise and support for the Innovation Factory.

(c)   A direct award contract to take forward the agreed interpretation and quality assurance of the memorabilia project for the City Hall east wing.

Appendix 1 - Schedule of tenders for consideration

Table 1 - New tenders

Table 2 - Contracts for extension of contract period

Table 3 – Tenders justified by special circumstances

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 12th September.

            The Committee approved and adopted the minutes of the meeting of the Diversity Group of 8th September.

            (Mr. N. Grimshaw, Director of City and Neighbourhood Services attended in connection with this item).

            The Committee agreed to defer consideration of the report to enable party briefings to be held.

            The Committee was reminded that, at its meeting of 19th August, it had been informed that a request had been received from Marketplace Europe (MPE) to start a section of the pre-build of the Christmas market on the East Lawn prior to the Remembrance Sunday commemoration service.  The reason for that request was that the market would expand to the area in front of the City Hall for the first time this year.  The operator would erect a number of new “chalet” units along the perimeter railings.  It had also invested in new chalets for some of the internal layout.  The additional build requirements meant that their set-up time would be extended.

            Accordingly MPE had requested access to the site on Monday, 7th November to start the pre-build work focusing on the construction of the chalets on the East lawn.  Work would continue until 11th November and, at that point, the East Lawn would be screened off with panels.  Work would be carried out with minimum level of disruption and no work would be carried out during the observance of Armistice Day on 11th November or during the cross-laying ceremony on 7th November morning.  There would be a security presence on-site at all times during the pre-build.  MPE had offered to screen off the area by erecting a 10 feet high panel, that work would take place on Thursday 10th November.  The panel would be dressed with an appropriate design and Council officers had confirmed that the proposal for early access did not present any significant facilities management challenges.

            The Committee:

·        Approved the pre-build of the Belfast Christmas market chalets on the East Lawn of the City Hall from 7th November; and

·        Approved the screening off of the East lawn to cover the works in advance of the 13th November Remembrance Sunday service, in line with the design proposals.

            The Committee considered the undernoted report:

“1.0     Purpose of Report or Summary of main Issues

1.1       Members will be aware that the ILLUMINATE LED lighting system installed in 2013 on the north, east and west facades of the City Hall has been very successful thus far, both in securing a sustained 70% reduction in energy consumption and also in allowing the council to mark significant dates, occasions or achievements using bespoke lighting scenes.

1.2       Members are asked to approve a definitive set of criteria governing access to the system and to then allow these criteria to be applied consistently to all requests. Where exceptions are made for requests not meeting the agreed criteria problems can unintentionally be caused in terms of equality of access and also in terms of generating even more similar requests, which can then be difficult to refuse once precedents have been set.

2.0       Recommendations

2.1       The Committee is asked to;

·        re-affirm the existing criteria set out at 3.4 below;

·        approve the inclusion of an additional criterion which provides that no applications in respect of medical or other support groups will be accepted and nor will requests to observe UN-recognised days where this is the sole reason for the request (i.e. where there is no local, Belfast-specific component);

·        endorse the approach to internal requests as set out at 3.9 below.

3.0       Main report

            Background

3.1       It is clear from social media and tourist feedback that the system has demonstrably enhanced the City Hall’s image as a notable landmark, and has also been markedly successful in terms of allowing the council to expand its outreach activities to specific groups and also to provide a platform for worthy causes and organizations etc.

3.2       However, as set out in a number of previous reports the system is increasingly attracting a wide range of additional requests which clearly cannot all be accommodated, and definitive governance arrangements are therefore needed.

3.3       These governance arrangements will need to allow for the updating of a list of standard days which are recognised each year together with requests from charities and other organizations made under the auspices of serving civic dignitaries, and also be flexible enough to allow requests arising as the result of external factors (natural disasters, terrorist atrocities, notable sporting achievements etc) on a one-off basis when this is appropriate. The current criteria governing access to the system are as follows:-

a)     on the 10 agreed annual days (attached at Appendix 1), plus any council-run events or on foot of requests made by any of the charities nominated by the council’s three civic dignitaries;

b)     where a charitable, community or other non profit-making organisation based in or having a strong connection to Belfast is celebrating a significant anniversary;

c)     where a sporting team or organisation with a connection to Belfast has achieved a significant accolade;

d)     where an event not itself organised by Belfast City Council but which can legitimately be regarded as being of significant benefit to the city from a  ...  view the full minutes text for item 9c

            The Committee agreed to defer consideration of the report to enable Party Briefings to be held.

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

1.1  The purpose of this report is to provide a management update to the Committee on the progress being made to manage ‘Health and Safety’, one of the key corporate risks relating to the Committee’s sphere of work.

2.0       Recommendation

2.1       The Committee is asked to:

·        Note the arrangements in place to manage this risk and the progress being made to implement additional controls / measures to reduce the level of risk further. 

3.0       Main report

3.1       Description of risk

            The health and safety risk, as captured in the Council’s Corporate risk register is phrased as follows:

3.2       ‘Failure to protect the Health and Safety of employees and others and ensure compliance with Health and Safety legislation.’

3.3       Risk assessment

            Following detailed review of the corporate risks, this risk was assessed in terms of ‘impact’ and ‘likelihood’ (using the Council’s risk scoring system, as follows:

            Impact – 5 (severe)

            Likelihood – 3 (possible)

3.4       This assessment reflects the fact only one failure (i.e. a serious accident / incident) can have a catastrophic impact on individuals and the organisation.  It also reflects the priority senior management attach to this area in recognising this as a fundamental (and constant) corporate risk that we need to be continuously managing.

3.5       While it is difficult to envisage how we can significantly reduce the potential impact from ‘severe’ if the risk materialises, we are committed to doing all we can to reduce the likelihood of the risk occurring.

3.6       Current measures in place to manage the risk

            The Council has an established framework, policies and procedures to manage health and safety risks.  These include, but are not limited to, the following:

·        a dedicated, qualified Corporate Health and Safety Unit (CHSU), providing policy advice, training / support throughout the Council

·        a Corporate Health & Safety Policy and Codes of Practice and a review, approval and communication process for all new policies

·        a Corporate Health and Safety Business Plan, setting out corporate health and safety objectives, priorities and deployment of CHSU resources

·        quarterly reporting on health and safety compliance to a dedicated Health and Safety Assurance Board (chaired by the Deputy Chief Executive and Director of Finance and Resources), the Audit Assurance Board (chaired by the Chief Executive), the Audit and Risk Panel (Members) and Corporate and Departmental Health and Safety Committees attended by management and trade union representatives

·        annual scheduled staff training on health and safety matters, incorporating client feedback

·        annual health and safety (WIRES) and fire risk assessment inspection programme (risk based, undertaken by the CHSU across Council premises), with actions captured, monitored and reported using a specific IT system (MKInsight)

·        four operational services continue to maintain independently certified OHSAS 18001 health and safety management systems which are subject to annual review

·        a process of health and safety risk assessment at corporate, departmental and operational task specific risk assessments.

3.7       Council performance

            The above measures have supported the Council  ...  view the full minutes text for item 9e

            The Committee was advised that Women in Business was the largest and fastest growing business network for female entrepreneurs and business leaders in Northern Ireland and aimed to increase significantly women’s contribution to the success of the economy.  The Women in Business Awards celebrated the hard work and achievements of many business women who made a valuable contribution to the economic life of Northern Ireland.  Now, in its 6th year, the awards allowed all sectors and industries throughout Northern Ireland to come together for an evening of celebration to recognise the best of home grown talent and women at the cutting edge of the economy. 

            Support of the event through sponsorship of an award would clearly demonstrate the Council’s commitment to developing the economy through inclusive growth and would link directly to the objectives set out in the Council’s Gender Action Plan under Women in the Economy.  It was therefore proposed that the Council attends the event and sponsors the award category for “Outstanding Management and Leadership”.  The cost of the sponsorship and attendance package was £3,000, which would cover the sponsorship of an award and ten places at the awards ceremony.

The Committee:

·        Agreed to the Council’s involvement in this year’s Women in Business NI Awards 2016 through sponsorship of the award category of “Outstanding Management and Leadership”; and

·        Approved the allocation of ten guest invitations to the Chair of the Women’s Steering Group (WSG) Councillor Deirdre Hargey, the Deputy Chair of the WSG, Councillor Aileen Graham and representatives of both WSG and the Women’s Network Group.

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 16th September.

            The Committee approved and adopted the minutes of the meeting of the Audit and Risk Panel of 13th September.

            The Committee noted the minutes of the meeting of the Active Belfast Limited Board of 31st August.

            The Committee adopted the recommendations for the requests for the use of the City Hall and the provision of hospitality as set out below as set out below:

Appendix