Agenda and minutes

No apologies were reported.

            The minutes of the meeting of 22nd March were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council, at its meeting on 8th April, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee.

            Councillors Beattie and M. Donnelly declared an interest in item 5(b) Social Supermarket Fund, in so far as they were employed by organisations which were recommended for funding and left the meeting whilst this item was being considered.

            The information contained in the reports associated with the following three 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 three items as, due to the nature of the items, there would be a disclosure of exempt information as described in Section 42(4) and Schedule 6 of the Local Government Act (Northern Ireland) 2014.

            The Members were also reminded that the content of ‘restricted’ reports and any discussion which took place during closed session must be treated as ‘confidential information’ and that no such information should be disclosed to the public as per Paragraph 4.15 of the Code of Conduct.  

            The Director of Human Resources submitted for the Committee’s consideration a report providing an update on the number of employees on temporary contacts and agency assignees engaged by the Council and outlining the steps being taken to reduce the Council’s reliance on those two categories.

            She reported that, as at 31stMarch, 2024, 211 staff had been filling posts on a temporary basis, 120 of whom had substantive Council posts to return to when no longer required. The other 91 were fixed term contract employees who did not have a substantive post to return to. Between 1st January and 31st March, 14 staff had joined the Council on a temporary contract, with 6 having a substantive post and 8 being on fixed term contracts.

            She reported further that 261 agency assignees had been engaged by the Council as at 31st March, 34 of whom were seasonal workers. She outlined the cost of employing agency assignees for the three-month period ending on 31st March and pointed out that this did not represent a financial burden, as it was met through departmental underspends.

            Following the General Operative recruitment, 51 appointments were in progress. Of those, 21 candidates had been appointed, two further candidates would be appointed this week and the remaining candidates were completing pre-employment checks. Of the 51 appointments, 23 were agency workers, 20 from General Operative roles and three from other agency roles. There were 152 candidates on the reserve list. Of those, 57 were agency workers, 51 from General Operative roles and six from other agency roles.

            The Director then stated that the Corporate Contract Manager, who had been in post since February, had established regular compliance and challenge meetings across Departments, with a view to driving down long-term agency usage and that data was being reviewed to assess the potential for creating some permanent flexible roles.

            The Committee noted the information which had been provided.

            The Committee considered a report on discussions which had been held at a national level with regard to agreeing proposals across the four UK nations in respect of proposals/draft regulations for Extended Producer Responsibility (EPR) for packaging scheme.

            The Committee granted approval for SIB to recruit a shared waste specialist to deal with the implications of EPR, representing and assisting District Councils and NILGA on national forums with regard to policy development for EPR, a Deposit Return Scheme (DRS) and Common Collections Guidance in consideration of meeting waste, circular economy and climate goals.

            It agreed also to provided £5K per annum for 2-year period as the Council’s contribution and noted that all other councils had been asked to make the same financial commitment, subject to further information being provided on why the post was being recruited by SIB and not the Councils.

            (On the advice of the Chief Executive, Members of the Planning Committee, that is, Councillors Groogan, Hanvey, Ferguson, Garrett, Maskey and Whyte, left the meeting whilst this item was under discussion.)

            The Committee considered a report which provided an update in relation to various matters associated with the Tribeca scheme, including the Assembly Rooms, following various Council decisions.

            The Committee:

i)            noted the update in relation to various matters associated with the Tribeca Scheme;

ii)           noted that a further report will be brought back to Members in respect of the Assembly Rooms following the pending LPS inspection and valuation;

iii)          noted that further work is ongoing in respect of the previous Council decision on the possibility of vesting and/or acquisition of the Tribeca site by agreement, with a report to be brought back to Members;

iv)         agreed that a further invite be extended to Castlebrooke seeking a meeting with Members; and

v)           agreed to the establishment of a Members’ Working Group to provide focus and progress these issues.

            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 update Committee on the progress of all Notices of Motion for which SP&R Committee is responsible for.

2.0       Recommendations

2.1       It is recommended that the Committee:

·        Note the updates to all Notices of Motion that SP&R Committee is responsible for and

·        Agree to the closure of Notice of Motion 138 as referenced in Appendix 1 and paragraph 3.4 below.

3.0       Main report

            Background

3.1       At SP&R Committee on 25th October 2019, the following Notice of Motion was agreed:

            ‘That this Council notes that other Councils produce a monthly status report in relation to Notices of Motion; and agrees Belfast City Council adopts a similar practice and produces a monthly Notice of Motion Update which will be brought to each full Council Meeting, detailing the following:

1.     Date received

2.     Notice of motion title

3.     Submitted by which Councillor

4.     Council meeting date

5.     Committee motion is referred to

6.     Outcome of committee where Notice of Motion will be debated

7.     Month it will be reported back to committee

8.     Other action to be taken.’

3.2       Following a review exercise, a new database containing all Notices of Motion and Issues Raised in Advance at Committee was created and quarterly reporting to Committee commenced in March 2021.  Appendix 1 is the latest quarterly update showing all active Notices of Motion and Issues Raised in Advance which SP&R Committee is responsible for.

            Closure of Notices of Motion and Issues Raised in Advance

3.3       At Strategic Policy and Resources Committee on 20th November 2020, it was agreed that Notices of Motion could be closed for one of two reasons:

1.     Notices of Motion which contained an action(s) that has been completed; and

2.     Notices of Motion have become Council policy.

3.4       SP&R Committee are asked to agree that the following Notice of Motion is now closed:

            Category 2 Recommended Closure:

·        World Environment Day (138) – This NOM called on the Council to support biodiversity and take positive actions towards tackling the climate emergency by working with partners in range of areas, including marking World Environment Day on June 5th and through the development of awareness raising content and development of a programme of digital or physical events to support our citizens in challenging climate change. The Climate Team is developing a calendar of key dates with Corporate Communications, ensuring appropriate messaging is developed in advance. The Communication Plan will be delivered through the BCC Climate Action Plan. Therefore it is recommended that this NOM is now closed.

3.5       Financial and Resource Implications

            There are no additional financial implications required to implement these recommendations.

3.6       Equality or Good Relations Implications/

            Rural Needs Assessment

            There are no equality, good relations or rural needs implications contained in this report.”

            The Committee:

·        noted the updates to all Notices of Motion that the Committee was responsible for;

·        agreed to the  ...  view the full minutes text for item 3a

            The Committee was reminded that, at the Council meeting held on 4th March, 2024, it was agreed to write to the Minister for Communities, Mr Gordon Lyons, advising him of the Motion in relation to Anti-Poverty Strategy.

            The Committee was advised that a response has been received from Mr Carl Savage, Deputy Director Central Policy Division, Department for Communities.

            In his response he advises that addressing poverty in all its forms was a key priority for Minister Lyons and he was committed to delivering long-term sustainable solutions to poverty in all its forms for our communities right across Northern Ireland.

            He continues that poverty was a complex and multi-faceted issue, and the Minister was considering work to date and the next steps to be taken in relation to the development of the Executive’s Anti-Poverty Strategy.  He would be engaging with his Executive colleagues over the coming weeks and months to ensure that the Anti-Poverty Strategy was taken forward in the most effective way possible and that the actions in the Strategy are deliverable and can make a lasting difference.

            As this was an Executive Strategy, they would be seeking input from all Ministers and their Departments.

            The Committee noted receipt of the correspondence and agreed that letters be forwarded to the Minister for Communities, the First Minister and Deputy First Minister requesting that the Strategy be brought forward as soon as possible.

            The Interim City Solicitor/Director of Legal and Civic Services reminded the Committee that, at its meeting held on 19th January, 2024, it was agreed to write to Dr. Denis McMahon, Permanent Secretary, Department for Infrastructure, inviting him to a future meeting of the Committee to discuss the review of the Strategic Drainage Infrastructure Plan for Belfast.

            The Committee was advised that a response has been received from the Permanent Secretary.

            In his response he advises that Department officials were continuing to engage with stakeholders to gather views and comments which would inform the recommendations within the review report, and he understands Simon Richardson, Director of the Living with Water Programme, would be providing further presentations to a number of other Belfast City Council Committees.  A major contributing factor to the review recommendations would be the outcome of the Utility Regulator’s Mid-Term Review of NI Water’s PC21 Business Plan.  The publication of that had been delayed and was expected in June, so the LWW review would conclude after that.

            At this stage there was no significant update that could be provided over and above the information provided at the January Committee meeting.  Any further comments, to be considered as part of the LWW review, could be provided through the Belfast City Council representative on the LWW Board, and would be greatly welcomed.

            He concluded by stating that, since the presentation at the Committee meeting on 19th January, Ministers had returned to the NI Executive and Mr John O’Dowd MLA had taken up the post of Minister for Infrastructure.  The Minister would consider the recommendations within the LWW Review Report and decide on the most appropriate way forward.

Noted.

            The Committee was advised that, at the Council meeting held on 1st February, 2024, it was agreed to write to the Minister of Finance to ask the Department to consider adopting the same model used by the Scottish Government of setting its own business rates to help pay for local services.

            The Committee was informed that a response has been received from the Minister of Finance, Dr Caoimhe Archibald.

            In her response she advises that her Department is currently engaging with the Ulster University on the potential for new research on the issue of rate poundage differentials across Council areas here, how this operates within the wider non-domestic rating system and any economic effects.

            She points out though that any structural changes to the rate striking process for non-domestic rates would be a complex one.  District Council rate setting sits outside her Ministerial portfolio, local government finance falls within the Minister for Communities’ policy and legislative competency.

            The Committee noted the response.

            The Strategic Director of City and Neighbourhood Services submitted the undernoted report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       The Committee is asked to note that this event was approved at the People and Communities committee held on Tuesday 05th March however was deferred at the meeting of full Council on Monday 08th April pending exploration by Council officers into whether the event has been delivered in previous years without issue.

2.0       Recommendation

2.1       The Committee is asked to grant authority to the applicant for the proposed event on the dates noted and to delegate authority to the Director of Neighbourhood Services to ensure satisfactory terms and conditions of use via an appropriate legal agreement prepared by the City Solicitor, including managing final booking confirmation dates and flexibility around ‘set up’ & take down’ periods, and booking amendments, subject to:

-       The organizers resolving any operational issues to the Council’s satisfaction.

-       The organizers carrying out appropriate resident & community engagement.

-       The organizers meeting all the statutory requirements of the Planning and Building Control Service including the terms and conditions of the Park’s Entertainment Licence.

2.2       Please note that the above recommendations are taken as a pre-policy position in advance of the Council agreeing a more structured framework and policy for ‘Events’, which is currently being taken forward in conjunction with the Councils Commercial team.

3.0       Main Report

3.1       Key Issues

            The event organisers are Finaghy Community Association. The group formed in 2020 in response to COVID and successfully operated a foodbank in the area supporting elderly and vulnerable people during difficult times. The group then started volunteering and organising events for the community delivering their first festival event in 2021 and again in 2022. 

3.2       Since forming back in 2020 the group have been building capacity to deliver a range of community-based support.

3.3       Council received this year’s event booking form from the organisers in January 2024. Since receipt of the booking form the organisers have further submitted their event management plan.

3.4       The festival will take place over 3 days from Friday 16th August to Sunday 18th August. The event involves family fun entertainment during the day and live music at night. Other activity includes a history exhibition and walk, a seniors tea dance and a food tasting session.

3.5       The live music element will be serviced with a bar serving alcohol so a drinks license will be in place.

3.6       The group have applied to the Police Property Fund to help fund the event.

3.7       The entertainment license for the park will be transferred to the organisers via an appropriate site legal agreement.

3.8       Colleagues in building control are aware of the application made to City and Neighbourhood services and will be engaging with the event organiser to ensure the terms of the entertainment license are adhered to.

3.9       Building control have checked their previous files on this event for issues and have noted some noise disturbance at the 2021 event that was addressed and rectified for  ...  view the full minutes text for item 3e

            The Committee was reminded that, at its meeting held on 15th December, 2023, it was agreed to write to the Linen Quarter BID to outline the Council’s support in regard to Trademarket Belfast’s request to take over the short-term lease of a portion of land on Bankmore Square. 

            The Committee was advised that a response has been received from Mr Christopher McCracken, Managing Director, Linen Quarter Bid.

            In his response he advises that he was delighted that the City Council had approved planning permission the previous night for two major developments on the Dublin Road, the Kainos Headquarters and the Queen’s University Belfast student accommodation. Those flagship developments were a vote of confidence in Belfast City Centre and will help kickstart wider regeneration on Dublin Road and southern Great Victoria Street. LQ BID are delighted to support both major anchor institutions as they develop those exciting schemes.

            He continued that, unfortunately, that meant that the lease for Trade Market would expire as planned on 31 July 2024. LQ BID had actively supported Trade Market since inception, including providing a grant of £5,000 for a new mural, lending its professional PR support to secure positive press coverage, and running successful events within their space to boost footfall. However, he recognised the facility was always designated as a meanwhile use and stated that he was grateful to Kainos for generously enabling the use of their land in the first place.

            He added “As you are aware LQ BID has a short-term lease to operate the adjacent Bankmore Square as a public green space until March 2025.  However, it was not permitted to transfer this lease, so any requests from third parties would initially be a matter between the landowner (the Department for Infrastructure) and the potential applicant. LQ BID would fully consider any request from the Department to surrender or modify our lease prior to its expiry, but to date no such request has been received.”

            With the consent of the Chairperson, Councillor Murray addressed the Committee and asked the it consider agreeing to write to the Minister for Infrastructure to communicate the Council’s support for Trademarket moving to Bankmore Square as an important catalyst for local business activity and as a unique offering to tourists, and ask that the Department ask LQ BID to surrender their lease and award Trademarket the lease of Bankmore Square, with all the due diligence required, from July 2024 in order to protect jobs and reduce any disruption to their business and the dozens of small independent businesses which rely on Trademarket.

            The Committee noted the receipt of the correspondence and acceded to the request.

            The Interim City Solicitor/Director of Legal and Civic Services advised the Members thatthe Department for Communities had written to Council Chief Executives) advising that Minister Lyons was committed to giving councils the flexibility to hold meetings by remote/hybrid means and would be bringing forward regulations, as soon as possible, using the powers in the Local Government (Meetings and Performance) Act (NI) 2021.  The Minister considered this to be more appropriate than continuing to use powers under the Coronavirus Act 2020, which was intended as emergency legislation, and would ensure that councils would have powers for remote/hybrid meetings but based upon more regularised legislation. 

            The Council had previously responded to a Call for Evidence from the Department for Communities back in early 2022 indicating that it supported proposals to have legislation put in place which would allow remote/hybrid meetings to be held on a permanent basis.

            Accordingly she had responded to this most recent letter to indicate the Council support for the draft regulations.  

            She explained that it was officers’ understanding that the Minister intended to bring the regulations in as soon as possible so as to allow councils to reinstate remote meetings as soon as possible.  The legislation was intended to be permissive, in other words it empowers councils to establish their own rule in relation to how and when meetings can be held remotely or in hybrid version.  It was anticipated that the legislation would be in place in the coming months.

            The Committee noted the information which had been provided and agreed that the Minister be requested to bring forward the Regulations as quickly as possible.

The Committee considered the undernoted report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       To consider the process to be used to identify between 10 and 12 elected Members to be considered under a public appointment’s process to fill 4 places on the Board of the Belfast Harbour Commissioners.

2.0       Recommendation

2.1       The Committee is recommended to employ a one-off proportionality exercise, using the Sainte Lague method, for the purpose of identifying the political nomination of between 10 and 12 members for consideration for appointment to the Board of the Belfast Harbour Commissioners.

3.0       Main Report

3.1       The Committee will recall that, at its meeting on 23 February, it had considered correspondence dated 30 January from the Public Appointments Unit regarding the submission of Council nominees to be considered by the Permanent Secretary for the Department for appointment to the Board of the Belfast Harbor Commissioners.

3.2       The letter had indicated that there were currently three Councillors in post with one vacancy.  One Councillor had served two terms of appointment and cannot be reappointed after 31 March 2024.  The remaining two Councillors were due to complete their first term on 31 March 2024 and the DfI Permanent Secretary had decided that he was minded reappointing them for a further term to ensure continuity on the Board.  If both eligible Councillors accepted the reappointments, then the DfI would be recruiting for two vacancies with the terms due to commence from 1 April 2024.

3.3       Accordingly, the Council has been asked to nominate at least six Councillors for appointment for the remaining two places.

3.4       In discussing the matter, the Committee was of the view that this was a step change from previous years when Councillors currently serving on the Board had to submit an application and be subject to an open and transparent recruitment process.

3.5       Accordingly, the Committee agreed to defer consideration of the matter on the appointment of Members to the Board of the Belfast Harbour Commissioners and requested that a letter be forwarded to the Minister stating that it was the Council’s view that all 4 positions on the Board should be subject to an open recruitment/selection process as in previous years.

3.6       Further correspondence has now been received from the Public Appointments Unit which states the following: ‘When I first wrote to the Council on 30 January 2024, it was on the basis that, in the absence of Ministers, the Department had taken decisions under powers provided by the Northern Ireland (Executive Formation etc) Act 2022 to temporarily set aside the previous Ministerial decision that required all public appointments made by DfI to be via open competition (as opposed to renewing appointments for second terms without a competition). This was in the context of the Department facing an unprecedented resource budget position with difficult decisions required on how best to prioritise available funding.

3.7       However, since then, we have seen the return of Ministers and John O’Dowd MLA, Minister for Infrastructure, has recently reviewed this decision  ...  view the full minutes text for item 4b

            The Interim City Solicitor/Director Civic and Legal Services advised the Members that the Council routinely entered into planning agreements (“Section 76 Agreements”) with landowners pursuant to Section 76 of the Planning Act (Northern Ireland) 2011 (the “2011 Act”). Those Section 76 Agreements were used where it was considered that a development would have a significant impact on the local area that cannot be moderated by a condition contained in the planning permission.

            Whilst most of the Section 76 Agreements were subject to Committee scrutiny and were sealed by the Chief Executive and the Lord Mayor with the corporate seal when complete, there were occasions when such agreements were entered into on foot of planning decisions which were delegated to officers pursuant to the Council’s Scheme of Delegation. She explained that, pursuant to Section 31 of the 2011 Act, the Council operated a planning scheme of delegation.

            In those instances where, pursuant to the scheme of delegation, Section 76 Agreements were not brought through the Committee scrutiny process, it was therefore recommended that formal authority be delegated to the Planning Committee to authorise the Director of Planning and Building Control to present agreements to the Lord Mayor and Chief Executive to affix the corporate seal.

            The relevant pieces of legislation relating to the corporate seal were as follows:

·        Section 100 of the Local Government (Northern Ireland) Act 1972 (the “1972 Act) provides that a seal must be attached to any document which is a deed or a contract that has a value of over £30,000.

·        Section 120 of the 1972 Act provides that instruments executed by a council under its seal if otherwise valid shall have full force and effect notwithstanding that Council authority has not been given or that the use of the seal is not in accordance with standing orders.

·        Section 76(10) of the 2011 Act provides that planning agreements may not be entered into except by an instrument under seal.

            In addition, the Council’s Standing Order 52(b) states in summary that anything requires the corporate seal has to be subject to Council approval by way of a resolution.

            The Committee agreed to delegate authority to the Director of Planning and Building Control to affix the corporate seal to Section 76 Planning Agreements that are entered into under delegated authority by the Planning Service.

            It was agreed also the monthly report to Planning Committee providing an update on Section 76 Agreements also be submitted to the Strategic Policy and Resources Committee for information.

            The Committee considered the following report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       To provide Members with an update on the Belfast City Centre Regeneration and Development Tracker, capturing regeneration and development activity which took place in the City Centre during 2023, as aligned to the eight core policies of the Belfast City Centre Regeneration and Investment Strategy (BCCRIS).  The detail of this report will be provided by way of a presentation at Committee. This also follows the agreement at the Strategic Policy & Resources Committee in February 2024 that a regular update on city centre developments be included on the SPR agenda.

2.0       Recommendation

2.1       Members are asked to:

i)       Note the overview of city centre development and regeneration activity during 2023 as provided within the attached Regeneration Tracker (Appendix 1).   The tracker is aligned to the eight core principles set out in the Belfast City Centre Regeneration and Investment Strategy - the regeneration policy for the city centre.  This follows a presentation of the Regeneration Tracker made to the City Growth & Regeneration Committee in April and the agreement at the Strategic Policy & Resources Committee in February 2024 that a regular update on city centre developments be included on the SPR agenda. A brief overview of the Regeneration Tracker presentation will be provided at SPR Committee.  

ii)     Note that this presentation provides a high-level overview of some of the challenges and proposed next steps to help unlock the next stage of the delivery of the Regeneration & Investment Strategy priorities.  Further reports will be brought back on a number of these issues including proposals for a reframed City Centre Investment Fund, the Place Based Growth Proposition, the Regeneration Framework, A Bolder Vision and updates on the outworking’s of the All-Party Roundtable on housing led regeneration.

iii)    Note that, as agreed at the February meeting of the SP&R Committee, a special meeting will be held to consider the Regeneration Framework, city centre development and heritage assets.

3.0       Main Report

3.1       At the February meeting of the SP&R Committee it was agreed that a regular update on city centre developments would be included on the SPR agenda.  Regular reports are brought to the CGR Committee on the Future City Centre Programme, the Regeneration & Development Tracker and other workstreams including the Housing Led Regeneration Programme, Bolder Vision and the Place Based Growth Proposition.  However, given the role that the City Centre plays at a regional and local level in terms of job creation, economic impact opportunity and rates income, regular updates on these issues will also be brought to the SP&R Committee which will help inform the Council’s position in terms of policy, corporate priorities and investment decisions. This is particularly relevant as the Council moves towards agreeing a new Corporate Plan and Medium-Term Financial Plan and in light of the Belfast Agenda Refresh.

3.2       The city centre provides an important role for Belfast, the Council and the wider region given Belfast’s role as the regional driver and the critical  ...  view the full minutes text for item 5a

            The Strategic Director of City and Neighbourhood Services submitted the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1             The purpose of this report is to advise members on the following matters;

·        the outcome of the recent open call for applications to the Social Supermarket Fund 24/25.

·        the current finance available to support successful applicants to the Social Supermarket fund

·        the finance available to support delivery of a Hardship Programme in 24/25

and; to ask members to;

·        consider options for funding successful applicants to the Social Supermarket Fund 24/25 and recommend an option to Council.

·        grant delegated authority for the Operational Director of Neighbourhood Services to make further allocations to agreed organisations, based on the agreed option, if further funding becomes available.

·        agree that a meeting of the Cost of Living Working Group will be scheduled for May 24 and that a further update on delivery of the 23/24 Hardship programme will be provided at that point when monitoring returns have been collated.

2.0       Recommendations

2.1       That members consider the following report and note the following;

•        the outcome of the recent open call for applications to the Social Supermarket Fund 24/25.

•        the current finance available to support successful applicants to the Social Supermarket fund

•        the finance available to support delivery of a Hardship Programme in 24/25

            Members are also asked to;

•        consider the identified options for funding successful applicants to the Social Supermarket Fund 24/25 and recommend an option to Council.

•        grant delegated authority for the Operational Director of Neighbourhood Services to make further allocations to agreed organisations, based on the agreed option, if further funding becomes available.

•        agree that a meeting of the Cost of Living Working Group will be scheduled for May 24 and that a further update on delivery of the 23/24 Hardship programme will be provided at that point when monitoring returns have been collated. 

3.0       Main report

            Background

3.1       In response to recommendations in the Welfare Reform Mitigations report, the Department for Communities (DfC) has operated a Social Supermarket Pilot programme since October 2017. Following positive evaluation of the Social Supermarket Pilot Programme, funding was made available through the CSP in 20/21 to expand the concept to all council areas.

            The aim of a social supermarket is to offer a sustainable response to food insecurity by seeking to help address the root causes of poverty rather than simply provide food. This is achieved by providing, in addition to food support, a referral network for wraparound support. 

            Key Issues

3.2       Previously, Council has worked with identified partners to develop models for delivery. The People and Communities Committee granted approval on 9 November 2023 to operate an open call for grant applications to the Social Supermarket Fund in 2024/25. Members were advised at this point that because activity is 100% funded by DfC, there was a risk that funding to support successful applications might not be in place from April 24.

3.3       However, on balance, it was  ...  view the full minutes text for item 5b

            The Committee considered the following report:

“1.0     Purpose of Report or Summary of main Issues

            At the meeting of the Strategic Policy and resources Committee on 20th October 2023, ratified at Council on 1st November 2023, it was agreed to proceed with the proposal for the erection of dual language street signs in the Gaeltacht Quarter, in line with the process set out in the report.

1.2       This report is to update members on the results of the work undertaken to consult with the occupiers of the streets within boundary agreed by the Committee on the 20th October. It also updates members on the progress made in considering the proposal for the erection of new signage.

2.0       Recommendations

2.1       Members are asked to consider the contents of the report and to:

2.2

a.     Agree to the erection of dual language street nameplates, with the second language being Irish, in the list of 301 streets contained in Appendix A which were included in the consultation and where any level of objections raised did not meet the agreed 15% threshold, including the following 10 streets in the list, for which there are no occupiers:

2.3       Ardmonagh Way, Ballymurphy Street, Dairy Street, Divismore Way, Monagh By Pass, Mulhouse Road, Springview Street, Stanley Street, Theodore Street, Turin Street

2.4

b.     Agree that a full survey be carried out for Clovelly Street for which the level of objections to the proposed approach met the 15% threshold.

3.0       Background

3.1       At the meeting of the Strategic Policy and resources Committee on 20th October 2023 it was agreed:

i.       to proceed with the erection of Dual language Street signs in the Gaeltacht Quarter, in line with the process outlined within the report;

ii.     that the threshold for objections to this process which would trigger the requirement for an application and engagement of the current full process for a specific street within the Gaeltacht Quarter be set at 15% of residents;

iii.    that applications which are deemed subject to the full process due to the threshold of objections being met be dealt with alongside existing applications;

iv.    that the project be added to the Capital Programme as a capital project and prioritised; and

v.     that those streets which form the boundary of the Gaeltacht Quarter also be included as part of the area, with only that portion of the Donegall Road within the boundary of the Gaeltacht Quarter, as set out in the appendix to the report, to be included.   

            This was ratified by full council on 1st November 2023.

            Consultation

3.2       Significant work was undertaken to identify and review the streets within the boundary agreed for the Gaeltacht Quarter project which did not already have dual language street signs in place, and also to identify the individual addresses within each of these streets, for consultation. Particular attention was taken along the agreed boundary, where streets continued through the boundary and on either side of the peace line wall and gates, to ensure letters were only delivered  ...  view the full minutes text for item 5c

            The Committee agreed to defer consideration of the matter to enable a further report to be submitted on the cost to fund each of the three options.

            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

1.1       The Council’s Physical Programme currently includes over 200 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. This report presents requests for a stage movement approval under the Capital Programme, along with updates on capital letters of offer and contracts awarded.

2.0       Recommendations

2.1       The Committee is asked to:

·        Capital Programme - Dual Language Street Signs - Gaeltacht Quarter project - Agree that this project is moved to Stage 3 – Committed with a maximum budget of up to £170,000.

·        Leisure Transformation Phase 4 – note that an update on this will be part of the Party Group briefings being scheduled to inform work on future capital priorities.

·        Capital Letters of Offer – to note the update in relation to capital letters of offer.

·        Contracts awarded in Q2 2023/24 – to note the update in relation to contracts awarded.

3.0       Main report

            Key Issues

            Capital Programme - Proposed Movement

3.1       Members will be aware that the Council runs a substantial Physical Programme. This includes the rolling Capital Programme – a multimillion regeneration programme of investment across the city which improves existing Council assets or provides new council facilities. Members are advised that the Property and Projects Department is happy to arrange a site visit to any projects that have been completed or are underway.

3.2       Members have agreed that all capital projects must go through a three-stage process where decisions on which capital projects progress are taken by the Committee. This provides assurance as to the level of financial control and will allow Members to properly consider the opportunity costs of approving one capital project over another capital project. Members are asked to note the following activity on the Capital Programme:           

3.3       Dual Language Street Signs - Gaeltacht Quarter

            In March, SP&R Committee agreed to move the Gaeltacht Quarter Dual Language Street signs project to Stage 2 – Uncommitted. As per the three stage approvals process, an Outline Business Case has been completed and the team can now progress to delivery stage.

            Members are asked to agree that this project is moved to Stage 3 – Committed with a budget of up to £170,000. The Director of Finance has confirmed that this is within the affordability limits of the Council.

3.4       Leisure Transformation – Phase 4

            Members will recall that last month it was agreed to hold a series of party briefings to inform the future proposed workshop  ...  view the full minutes text for item 6a

            The Committee:

i)       Station Street car park – Licence Renewal

approved the renewal of a Licence agreement from the Department for Communities to the Council in relation to the Council operated off-street car park at Station Street.

ii)     Cherryvale Park – Licence for the siting of a container

approved the grant of a licence to Bredagh Gaelic Athletic Club for the siting of a container at Cherryvale Park.

iii)    Conacre / Grazing Agreements

approved conacre licences for a 1-year term for grazing and grass cutting of agricultural Council lands at Glencairn, Lagan Meadows, Ballygomartin Road North, Clement Wilson Park, and Roselawn.

            The Committee:

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

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

Table 1: Competitive Tenders

Table 2: Single Tender Actions

STA/ Direct Award Reasons

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 advise members the Notice of Motion referred back to Strategic Policy and Resources Committee (SP&R) from March’s Council.

2.0       Recommendations

2.1       The Committee is asked to:

·        note the report and agree on whether the request should be dealt with via the discretionary payments process or via the end of year finance report.

3.0       Main report

3.1       A Notice of Motion was brought to the Standards and Business Committee on 29th August 2023 to explore all options to fund the West Well Being Suicide Prevention Centre, including using reserve funds, if necessary, to source up to £50,000 so the organisation can continue to deliver its full range of services for the remainder of 2023.  It was proposed by Councillor Collins and seconded by Councillor McCusker.  The Standards and Business Committee agreed that, in the first instance, the motion be referred to SP&R.

3.2       At the SP&R committee meeting of 22nd September 2023, the Committee considered the motion and agreed that the request be considered as part of the Quarter 2 Financial Report.

3.3       The Quarter 2 Financial Report as presented to members at SP&R on 24th November 2023 highlighted the Q2 financial position and the forecast position of the council.  Members agreed that reallocation of forecast underspends be considered as part of the year-end finance report. 

3.4       The Committee’s attention was drawn to the motion calling for emergency funding of £50K to be allocated to West Wellbeing Suicide Prevention Centre which the Committee, at its meeting on 22nd September 2023, had agreed to consider as part of the Quarter 2 Financial Report.  It was noted that requests of this nature were dependent upon funding being available for reallocation and the Director of Finance pointed out that the Quarter 2 finance report, which had been considered earlier in the meeting, had indicated that none was available. The request would, therefore, be dealt with as part of the year-end financial report.

3.5       Subsequently information was provided to the Chair of West Well Being advising of the Discretionary Payments Fund that was being reviewed, and in January 2024 the application pack was sent directly to the Chair.  No application, or further correspondence, was received.

3.6       On this basis it was then recommend that the Notice of Motion was closed.  Subsequently, at the Council meeting of 4th March 2024, it was agreed that the Motion would not be closed and referred to SP&R committee for further discussion.

3.7       Members are therefore asked on how they wish this motion to proceed, either:

1.      Via the year-end reallocation process, which would be dependent on monies being available; or

2.      Via the Discretionary Payment Process which will open in June but will again be capped at £20k.

            As per any funding, either option would require due diligence to be carried out prior to funding being provided.

            Financial and Resource Implications  ...  view the full minutes text for item 7b

            The Committee agreed to defer the report to enable the Interim City Solicitor/Director of Legal and Civic Services to ascertain the possible cost implications of those additional actions which were raised at the meeting by Members.

The Interim City Solicitor/Director of Legal and Civic Services submitted the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       To provide an update on the progress on the development of a Draft Irish Language Policy.

2.0       Recommendations

2.1       It is recommended that Members:

1.      Note the progress on the development of a Draft Irish Language Policy;

2.      Provide approval for the Draft Irish Language Policy to go out to public consultation;

3.      Agree the recommended next steps as set out at paragraph 4.0 and in particular to the development of an implementation plan aligned to budgetary considerations.

3.0       Main report

3.1       Work initially started on a draft Irish Language Policy in 2022. However following initial consultation it was considered more appropriate to focus on the work which had already begun on the Language Strategy Action Plan.

            The draft Policy was discussed at the Irish Language Stakeholders Forum on 1st February 2024. An updated version of the draft Policy was brought to the Language Strategy Working Group on 9th February 2024 and then Strategic Policy & Resources Committee on 23rd February 2024.

3.2       Following feedback from stakeholders and CMT, the draft Policy was presented to SP&R on 23rd February 2024.  At that meeting a number of amendments were proposed to the Policy. In addition, parties requested briefings on the draft policy in advance of it being brought back to SP&R for approval in advance of a formal public consultation. 

            A copy of the minutes of that meeting are attached at Appendix One.

3.3       The following issues were raised at the Party briefings:

·        Potential cost implications, particularly in relation to the proposed amendment to the Policy proposed at SP&R Committee (the adoption of a new bilingual logo);

·        The impact of any bilingual rebrand on staff; and

·        The impact on equality and good relations (including community relations).

3.4       The amendments proposed at the Committee’s meeting on 23rd February 2024 and subsequently adopted at Council, are as follows:

            ‘Belfast City Council will adopt a new bilingual (Irish/English) corporate identity and the bilingual logo will become the new, proactive, de-facto council logo to be used comprehensively across all corporate branding. The English-only version of the logo will be available upon request. The same typeface and font-size will be used for both languages and the Irish text will be as visible and legible as the English text.

            Appendix 1:

            To be added into Category 1(a): City Centre Public Realm Signage (street signposts)

            To be added into Category 1(b) and 2(b): Dumps, Recycling Centres / stations

            To be added into Category 3 (as being upgraded): Bins

            Point 14 (page 3):

            The Council will develop a list of key strategic Council documents and publications to proactively be made available in Irish. The 10 most common front-facing forms (online and hard copy) will be identified and translated into Irish for immediate use. The Council commits to publishing information leaflets, marketing and promotional materials bilingually in printed form and online. In instances where consultations  ...  view the full minutes text for item 8b

The Committee:

i.       approved the proposed programme of events to be organised by the Council over the 80th Anniversary period, on Wednesday 5th and Thursday 6th June 2024; and

ii.      approved costs in the region of £10,000 to deliver this programme.

            The Committee approved and adopted the minutes of the meeting of the Party Group Leaders’ Consultative Forum of 11th April.

            The Committee:

·        Approved the use of the Banqueting Hall by Lord Mayor on 31st May 2024;    and

·        Approved the recommendations as set out in Appendix 1 below.

·        Approved an additional request in relation to an organ donation organisation.

            The Committee agreed to mark Baby Loss Awareness Week, with the Interim City Solicitor/Director of Legal Services to submit a report on the arrangements for the event, to include display of clay tiles and the illumination of the City Hall, to a future meeting of the Committee.

            The Committee acceded to a request from the Belfast County Grand Lodge for the use of the City Hall for the launch of Orangefest.