Agenda and minutes

            No apologies were reported.

            The minutes of the meeting of 18th November 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 December, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee.

            Councillors Garrett, Groogan and Spratt declared an interest in respect of agenda item 2c – Update on North Foreshore, on the basis that they were on the Planning Committee and left the meeting whilst it was under consideration.

            Councillor Groogan declared an interest in relation to agenda item 2d – Fuel Poverty Hardship Fund, in that she was employed by one of the Strategic Partners named in the appendix to the report and left the meeting whilst it was under consideration.

            The information contained in the reports associated with the following four items is restricted in accordance with Part 1 of Schedule 6 of the Local Government Act (Northern Ireland) 2014.

      Resolved – That the Committee agrees to exclude the members of the Press and public from the meeting during discussion of the following four items as, due to the nature of the items, there would be a disclosure of exempt information as described in Section 42(4) and Section 6 of the Local Government Act (Northern Ireland) 2014.

            The Director of Finance submitted for the Committee’s consideration a report providing an update on the development of the revenue estimates for 2023/24 and outlining the next steps in the rate setting process.

            After discussion, the Committee:

                           i.      noted the update on the development of the revenue estimates and the setting of the District Rate;

                          ii.      agreed that further Party briefings be held to enable the issues which had been raised by Members to be addressed in greater detail;

                         iii.      approved the following next steps in the process:

a.     that a special meeting of the Strategic Policy and Resources Committee be convened on 13th January, to receive an update report on how an indicative rate could be achieved;

b.     that further consideration be given to the increase in fees and charges being proposed within the report;

c.      that a Finance Strategy be developed to ensure the affordability and financial sustainability of Council finances over the medium term;

d.     that the Strategic Policy and Resources Committee, at its meeting on 13th January, agree the cash limits for Committees and the level of the District Rate to be set for 2023/24;

e.     that special meetings of the City Growth and Regeneration, People and Communities and Planning Committees be arranged for week commencing 16th January to approve their respective cash limits; and

f.       that the district rate increase for 2023/24 be agreed at the meeting of the Strategic Policy and Resources Committee on 20th January, after final consideration of the Chief Finance Officer’s statements on the adequacy of the Council’s reserve position and the robustness of the revenue estimates, as required by the Local Government Finance Act (Northern Ireland) 2011.

                        iv.      noted that the setting of the District Rate was a decision which must be made at a meeting of the Council and that, legally, this must occur by 15th February, 2023;

                          v.          noted that information on external consultancy costs incurred over the course of the current Council term, which had been requested at the Committee meeting on 21st October, would be circulated in advance of the Party briefings, with a more detailed report to be submitted to the monthly meeting in January;

                        vi.          granted approval for officers to write to Central Government Departments to call for the transfer of certain powers to the Council, to enable it to review those charges which were currently set by statute; and

                       vii.          noted the information which had been provided by the Chief Executive in relation to the Pay and Grading Review and:

a.     authorised him to continue with the negotiations, on the basis of that information; and

b.     noted that the implications of the Review would be considered as part of the revenue estimates/rate setting process, with further discussion to take place at the Party briefings and the special meeting of the Committee on 13th January.

            The Committee:

·        approved the public advertisement of tenders, as per Standing Order 37a, as detailed in Table 1 below;

·        approved the award of Single Tender Actions, in line with Standing Order 55 exceptions, as detailed in Table 2 below; and

·        approved the modification of the contracts, as per Standing Order 37a, as detailed in Table 3 below;

Table 1: Competitive Tenders

This minute has been restricted on the basis of Commercial Sensitivity. The restriction will be removed in due course.

            The Director of Neighbourhood Services submitted for the Committee’s consideration a report providing an update on the work being undertaken around the implementation of the Fuel Poverty Hardship Scheme.

            After a lengthy discussion, the Committee agreed that the restriction which had been placed on the report be removed to enable it to be included in the minute of the meeting.

            Accordingly, the Committee considered the following report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       The purpose of this report is to update the Committee on the ongoing work to implement the Fuel Hardship scheme, as discussed previously at Committee and as agreed by the Council on 1st December, 2022.

2.0       Recommendations

2.1       In line with the Council decision of 1st December, the Committee is asked to:

                                          i.          note the proposed phased commencement of the scheme pre and post-Christmas implementation dependent upon partners’ capacity (as agreed by Full Council);

                                         ii.          note the proposed flexibility to support those who pay utilities via direct debit;

                                       iii.          note that the initial proposal to establish a Cost-of-Living Task Force has now been superseded by the decision taken by the Council on 1st December 2022, in relation to confirming eligibility criteria and design principles;  and

                                       iv.          provide direction on the potential for the Council to support full cost recovery for strategic partners in relation to essential costs/expenses incurred in delivering the Fuel Hardship Scheme. NB. it is anticipated that, in total, this would amount to no more than £100,000 and would be awarded outside of the £1m allocated to the Fuel Hardship Fund.

3.0       Main Report

3.1       Members will recall the discussion at last month’s Committee meeting and subsequent decisions taken by the Council on 1st December, in relation to the design and delivery of the £1million Fuel Hardship Voucher Scheme.  As instructed by Members, officers have continued to work up the practicalities on how the scheme would be implemented.

            Key Considerations

3.2       Taking into account the decision register for the Council meeting, officers have continued to work on the design and delivery framework for the scheme, incorporating the following planning assumptions:

·        an increase in the value of the Fuel Hardship Fund to £1m;

·        100% of the £1m funding would be for the issue of one-off vouchers to eligible households;

·        no allowance has been made in relation to ‘full cost recovery’ for delivery partners;

·        strategic partners will receive 100% of their funding allocation upfront in order to get the vouchers on the ground as quickly as possible;

·        the scheme would commence before Christmas where the delivery partners have capacity;

·        the one-off vouchers would be for fuel (e.g. oil/gas/electricity or mixture of these); and

·        there would be sufficient flexibility in the scheme to support those who pay for their utilities via direct debit.

3.3       Detailed work continues by officers and Strategic Partners to bring this scheme into effect.  Based on discussions with delivery partners, a number of areas are set out below for the Committee’s consideration.

                                            i          Commencement - confirmed with strategic partners the ability to  ...  view the full minutes text for item 8.

            The Committee considered the following report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       To update the Committee on SONI’s consultation on Energising Belfast Project and present an officer submission for approval.

2.0       Recommendations

2.1       The Committee is requested to review the following officer submission to the SONI Energising Belfast Project, which has been forwarded to SONI on the understanding that Committee approval and Council ratification is required:

2.2       ‘Belfast City Council broadly welcomes the approach being taken by SONI within the Energising Belfast Project. The Council appreciates the efforts to minimise disruption to residents and businesses in Belfast.

2.3       In relation to the benefits of the project, as set out in SONI plans, these align with both the Council’s and the city ambitions to enhance resilience, to become net zero, while supporting economic development, as set out in the Belfast Agenda, the Belfast Resilience Strategy, the Belfast Net Zero Carbon Roadmap, Belfast Region City Deal and the Draft Belfast Economic Strategy.

2.4       The Council will develop a Belfast Local Area Energy Plan (LAEP) by the end of 2023. It would welcome SONI involvement in the LAEP process and alignment between SONI plans and those of the Council and city partners. The Council would welcome regular updates and meetings with SONI in relation to the Energising Belfast project so that officers and Elected Members can support local engagement and enhanced communication around this initiative and others.’

3.0       Main Report

3.1       SONI is the electricity transmission system operator for Northern Ireland. SONI plans for the future of the electricity grid and operate it. This includes interconnecting to neighbouring grids and running the wholesale electricity market. The grid brings power from generators and sends it to NIE Networks. NIE then supplies electricity to every home, farm, community and business in Northern Ireland via its distribution network.

3.2       The Energising Belfast Project documentation describes the ambition to ensure that Belfast City Centre, its people and its businesses have the clean energy needed to grow.  SONI states that ‘a thriving City centre is vital to the prosperity of the entire city and region and this project will deliver a grid ready to power the clean energy transition. This scheme will support the aspirations of the Council’s ‘Belfast Agenda’ to increase the employment and residential population in the city.’

3.3       The project aims to future proof the transmission system in Belfast to ensure businesses have capacity and the power they need to expand in the near-term and into the future, supporting the economic and societal vision of the Belfast Region City Deal and all partner councils in the Greater Belfast area. SONI is responsible for the design and securing planning consent and NIE Networks will lead on the construction phase of the project.

3.4       The project will deliver a new high-capacity underground cable in Belfast City Centre, as well as a new transformer at Castlereagh Main substation. SONI is also assessing the potential to build new substations at or next to existing sites in the  ...  view the full minutes text for item 10.

            The Committee considered the following report:

“1.0     Purpose of Report/Summary of Main Issues

1.1       The purpose of this report is to provide an outline in relation to funding received in-year across partners to support the scaling up of the Complex Lives (CL) approach, to highlight the limited timeframe in relation to being able to fully allocate/spend and, therefore, to seek Committee approval to create a reserve to assist with the recruitment and retention of required posts and maximise spend in-year and on in 2023/24 whilst partners are confirming budgets for next year.

2.0       Recommendations

2.1       The Committee is asked to:

                                            i.   approve the creation of a dedicated Complex Lives reserve, to be held and administered within City and Neighbourhood Services Department; and

                                           ii.   note that work is ongoing with statutory and community and voluntary partners via the relevant structures (i.e. Strategic Leadership Group – meets quarterly, and the CL Steering Group – meets monthly) to identify and agree in-year spend priorities, progress with recruitment in-year, and to seek budget allocation for 2023/24.

3.0       Main Report

            Background

3.1       The Committee will be aware that the Council is leading, alongside a range of partners, in developing the Complex Lives whole system approach to better support individuals impacted by chronic homelessness in the City.  The design of the model has been informed by proven approaches developed in Doncaster and aims to help a core group of vulnerable people who are locked in a cycle of rough sleeping with repeated accommodation breakdowns, who have poor physical and mental health, drug misuse issues, offending behaviour, often impacted by past and ongoing trauma.

3.2       The Belfast Complex Lives model commenced its prototyping phase in October 2021, following a period of collective agreement and joint development work. The agreed timeline was for the prototyping to run for six months, to the end of March 2022, and then to roll out/mainstream the model from April 2022 onwards, making any necessary tweaks or adaptations based on learning from the trial and test period.

3.3       Whilst much has been achieved in relation to improved relationships and processes across partners and in relation to outcomes for individuals, the ability to scale up the model from early 2022 as planned has been impacted upon the ability of partners to leverage in additional funding. 

3.4       Negotiations and follow up across partners took place between April and September, 2022 to secure the £350k annual budget required to scale up the approach (this includes recruitment of up to 6 Intensive Support Workers, a Coordinator and a Project Support post alongside case management and outcomes monitoring systems and ongoing strategic advisory support via Marsh Public Service Solutions who were instrumental in developing the Doncaster model and who have been assisting throughout).

3.5       In-year funding was confirmed at the October 2022 meeting of the Strategic Leadership Group (SLG), with a total of £277k committed from a number of core/key partners including DfC PCSP, PBNI, PHA, PSNI, NIHE, PHA – as well as the Council.  ...  view the full minutes text for item 11.

Kent Street Car Park

            The Committee approved the renewal of a three-year licence agreement with the Department for Communities for the Council operated off-street car park at Kent Street, until 30th June, 2025. The Council would continue to retain all revenue generated from the operation of the car park and would, in line with a Land and Property Services valuation, pay the Department a fee of £23,474 for the initial year. The fee for the subsequent two years would be agreed on an annual basis.

            Areema Play Park

            The Committee approved the transfer of 370m² of land from Apex Housing Association to the Council, to facilitate the extension of Areema Play Park, and of 13.5m² of land from the Council to Apex Housing Association, to form part of a new public path and road network. The transaction would, subject to the relevant approvals, incur no disposal costs by either party for the land transactions.

            The Committee granted also retrospective approval to put a 6-metre-wide wayleave in place between the Council and Apex Housing Association to regularise a storm drain serving Areeva Grove, the Association’s new housing development. 

West Belfast Area Working Group

            The Committee approved and adopted the minutes of the meeting of the West Belfast Area Working Group of 24th November, including the recommendations:

                            i.          to move the Greater Shankill Community Council project (BIF29) to Stage 3 – Committed;

                          ii.          to allocate £507k and £80k from the Social Outcomes Fund to the Greater Shankill Community Council and the Woodvale Park project respectively; and

                         iii.          to note that the final locations for the next phase of the Belfast Bike scheme had been deferred for further consideration and consultation.

            South Belfast Area Working Group

            The Committee approved and adopted the minutes of the meeting of the South Belfast Area Working Group of 28th November, including the recommendations:

                              i.        to move the Coffee Culture (BIF46) and Arts and Digital Hub (BIF48) projects to Stage 2- Uncommitted; and

                             ii.        that Drumglass Park and the Elms Village be selected for the next phase of the Belfast Bikes Scheme in South Belfast.

            North Belfast Area Working Group

             The Committee approved and adopted the minutes of the meeting of the North Belfast Area Working Group of 29th November, including the recommendations:

                            i.          to move the Midland Boxing Club project (BIF45) to Stage 3 – Committed; and

                          ii.          that the following locations be selected for the next phase of the Belfast Bikes scheme in North Belfast:

·     the Grove Wellbeing Centre; and

·     a permanent station, close to the new station entrance, to be initially located at the Council car park adjacent to Yorkgate Station, with the final location to be confirmed by Translink, following the refurbishment of the station.

            The Director of Physical Programmes submitted for the Committee’s consideration the following report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       The Council’s Physical Programme currently includes 170 capital projects with investment of £150m+ via a range of internal and external funding streams, together with projects which the Council delivers on behalf of external agencies. The Council’s Capital Programme forms part of the Physical Programme and is a rolling programme of investment which either improves existing Council facilities or provides new facilities. One of the projects currently underway is Forth Meadow Community Greenway, a Peace IV funded project.  In addition to the 12km of greenway, there are a number of pieces of public art, one main art piece and five smaller floor art pieces.  The Committee is asked to give consideration to the installation of a plaque to accompany the main art piece ‘Carry Each Other’ which will be located at the roundabout at the entrance to the Innovation Factory.

2.0       Recommendation

2.1       The Committee is asked to:

§  Installation of Plaque ‘Carry Each Other’ Sculpture – note the update on the wording for the plaque to accompany the ‘Carry Each Other’ sculpture, as part of the Forth Meadow Community Greenway and note that the proposal is for the wording on the plaque to be in both English and Irish.

3.0       Main Report

3.1       The Committee will be aware that Forth Meadow Community Greenway is an ambitious and transformational Peace IV funded scheme.  It will see the development of a new 12km urban greenway in West Belfast with work underway.

            Section 1 – Glencairn, works complete with the exception of

                                the signage package

            Section 2 – Springvale Park works underway due for 

                                completion May 2023

            Section 3 – Falls Parks, works complete with the exception of

                                the signage package

            Section 4 – Bog Meadows, works complete with the exception

                                of the signage package

            Section 5 – Westlink to Transport Hub, planning application

                                submitted for the erection of signage and

                                directional markers along the route.

3.2       In addition to the greenway, the scheme also includes a number of pieces of public art.  These include five pieces of floor art, located in each section of the greenway.  The Chair of the Shared City Partnership and some local school children recently unveiled the floor art piece in Glencairn Park.  The main art piece entitled ‘Carry Each Other’ will be located to the left of the roundabout at the entrance to the Innovation Factory.  The artist Sara Cunningham-Bell’s piece is a 7-metre-high figure carrying a child.  As part of the commission, there were numerous public engagement events which included draw, walk, share sessions with local Councillors, the volunteer walking and cycling groups involved in the greenway and many local schools. The drawings prepared by these groups have been incorporated into the floor art pieces and to the child’s jacket. The main sculpture will be installed early 2023, therefore, the plaque must be designed, ordered, manufactured and installed to accompany the piece and  ...  view the full minutes text for item 15.

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 5th December, including the recommendations:

PEACE IV

Secretariat

·        to note the update on the Secretariat activity associated with the implementation of the PEACE IV Local Action Plan.

CYP3: On the Right Track

·        to note that this contract remained at risk and that all measures were being pursued to address the under-delivery and current status of project.

CYP5 NIHE

·        to note the revised budgets indicating delivery to February, 2023 and to extend the Finance Officer and Programme Manager roles and the salary increase to March, 2023.

BPR THEME

·        to note the update on the Building Positive Relations theme of the PEACE IV Local Action Plan and agree:

BPR 1 – NIHE

·        in principle, to extend the Finance Officer and Programme Manager roles to early March 2023 to ensure that all documentation could be submitted and verified to allow achievement of a successful closure process within the timeframe of the Council’s Letter of Offer; and

·        to note the decision of the delivery partner not to continue with the East Belfast Network for the reasons set out in the report.

BPR 3 - Local Action Plan Projects

·        to note that all projects had been completed in November; and

·        to note the two remaining study visits which the Council was tasked to deliver would not be achieved.

BPR 5 - LINCS

·        to note that this project would complete at the end of November, with a small, localised event planned to capture completion of the leadership programme and overall completion of the project.

BPR 5 - Traveller

·        to note that the final event had been cancelled due to low commitment to attend and that the collective exhibition artworks would be showcased in the new year at a central location.

BPR 6 St. Comgall’s

·        to agree that the extension approved in November to 31st January 2023, to allow for changes to materials to be implemented, be instead processed through to 28th February 2023 for prudence (this was within the original contract terms (a contract renewal));

BPR Cinematography Project

·        to approve an extension to 28th February to allow all filming to be captured for projects which had been extended (SSS, NIHE projects).

·        to note that the Peace IV Programme Officer would liaise with the Northern Ireland Housing Executive in respect of a specific Building Positive Relations programme date.

SSS THEME

·        to note the update on the Shared Spaces and Services theme of the PEACE IV Local Action Plan, including:

Narratives/Interpretative Panel – Mediation NI

·      to note that the contact hours achievement level was to be discussed and agreed with the Special EU Programmes Body;

       Youth Civic Education – Youth Link NI

·        to note an extension of the Youth Civic Education project to 28th February 2023;

·        to note the additional/alternative activity for schools (Crumlin Road Gaol) and day trips;

·        to agree a possible contract uplift of no more than 10% (£16,000) subject to the submission of a budget breakdown and availability  ...  view the full minutes text for item 17.

            The Committee approved and adopted the minutes of the meeting of the Party Group Leaders’ Consultative Forum of 8th December.

            The Committee noted the key issues which had been discussed at the meeting of the Audit and Risk Panel on 6th December and approved and adopted the minutes of the meeting, including the updated Raising Concerns Policy here

            The Committee adopted the recommendations in respect of those applications received up to 2nd December, as set out below:

            The Committee approved and adopted the minutes of the meeting of the Disability Working Group of 22nd November.

            The Committee approved and adopted the minutes of the meeting of the City Hall/City Hall Grounds Installations Working Group of 14th December.

           The Committee approved and adopted the minutes of the meeting of the Social Policy Working Group of 13th December.

            The Committee approved and adopted the minutes of the meeting of the All-Party Working Group on the City Centre of 2nd December.

The Committee was reminded that, at its meeting on 23rd September, it had approved a revised structure and implementation plan for the Corporate Management Tier and had noted that it would receive further reports for agreement at key stages in the process.

Accordingly, the Committee:

                           i.      approved the recruitment of a post of Deputy Chief Executive/Director of Corporate Services on a permanent basis; and

                          ii.      agreed that the shortlisting and selection panel comprise the Chairperson and Deputy Chairperson of the Committee (or their nominees), an Elected Member from the Sinn Féin Party, the Chief Executive (or his nominee) and a Director.

            The Director of City and Organisational Strategy informed the Committee that the Northern Ireland Local Government Association would, on 23rd February, be holding its Local Government Conference in Omagh. The theme for the event would be “Responding to Future Challenges”, with a focus on how local government should innovate and collaborate across all sectors to achieve its ambitions.

            He pointed out that it was normal practice for the Committee to grant authority for any of the ten Members appointed by the Council to the Northern Ireland Local Government Association to attend the conference.  The fee per delegate would be £99, which would be met from existing budgets.

            The Committee granted approval for any of the ten Members appointed by the Council to the Northern Ireland Local Government Association and one officer to attend the conference. 

            The Interim City Solicitor/Director of Legal and Civic Services reminded the Committee that the Council had been one of three parties which had, earlier in the year, taken legal action against Mr. Edwin Poots MLA, in respect of his decision, as Minister for the Department of Agriculture, Environment and Rural Affairs, to instruct his officials to halt checks on goods entering Northern Ireland from Great Britain.  The Council had issued proceedings separately from the other two parties, as that had been considered to be more appropriate.

            She reported that the Judgement had been issued the previous day and that the Court found that the then Minister had acted unlawfully in ordering the removal of the checks. She added that the draft Judgement would, upon being received by the Council, be presented to the Committee for consideration.

            The Committee noted the information which had been provided.