Agenda and minutes

No apologies were reported.

            The minutes of the meeting of 20th and 27th January 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 February, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee.

Councillor Groogan declared an interest in item 2 (f) Fuel Poverty Hardship Funding that she was employed by an organisation which distributed funding; and 7 (b) Shared City Partnership as the same organisation was a funding sector partner.

            Councillor Beattie declared an interest in item 2 (f) Fuel Poverty Hardship Funding that he was employed by an organisation which operated a social supermarket;

            Councillor Verner declared an interest in item 2 (f) Fuel Poverty Hardship Funding that she was associated with an organisation which operated a social supermarket; and

            Councillor Bradley declared an interest in item 2 (f) Fuel Poverty Hardship Funding that she was employed by an organisation which distributed funding.

            The above-mentioned Members left the meeting whilst these items were under discussion.

            The information contained in the reports associated with the following ten 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 ten 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 which provided information on the financial position for Quarter 2 2022/23, based upon the five step Finance Strategy which had been formulated to protect the financial sustainability of the Council.

            He reported that he Quarter 3 financial position for the Council was an underspend of £31k which included funding Covid expenditure and income losses of £2.9m from reserves.  The key drivers to this continued to include underspends in employee budgets and additional expenditure controls which had helped offset unbudgeted costs such as the Hardship fund and Cost of Living payments.  Delays to programmes, now anticipated to take place in quarter 4, had also contributed to this underspend.

            The Quarter 3 Departmental forecast was an overspend of £1.6m, representing 1.0% of the net expenditure budget.  This forecast position included absorbing unbudgeted losses, including the Hardship Fund, Cost of Living Payments and the 2022/23 Pay settlement.

            The Council had ratified the 2023/24 district rate increase and the associated budgetary gap of £12.5m at its meeting on 1st February.  The recommended strategy to fund the gap in 2023/24 would require departmental underspends to balance the shortfall.  Should the forecast year end overspend not materialise, consideration would be given to setting aside underspends from 2022/23 to help fund the gap.  This would be reported to Members in the year-end financial report in June.

            The Committee:

·        noted the Quarter 3 financial report; and

·        agreed that reallocations of forecast Departmental underspends would be considered as part of year end reporting taking into consideration the 2023/24 budgetary gap.

            The Committee considered a report which provided an update on the progress being made on joint working between councils in relation to Waste Management through an update on the SOLACE NI sponsored Strategic Investment Board (SIB) review of current arrangements and their recommendations and which sought permission to move to the next stage of the process.

            After discussion, the Committee:

                             i          adopted, in principle, the recommendations of the SIB Project Business Case report;

                            ii          approved a funding application with DfC and DAERA in relation to the Subvention Funding required as detailed in the report; and

                           iii          endorsed the actions of officers to date and to receive future reports in due course.

            The Committee considered a report the purpose of which was to bring forward recommendations to the Committee to support:

·        the stabilisation of driver resources in waste collection; and

·        the administration support requirements for Bereavement Services

            The Committee was advised that there was a wider piece of work to stabilise driver resources in Waste Collection and plan for the future. A cross Departmental group had been established to work on issues impacting the short, medium and long-term driver requirements. This included, for example, establishment numbers, recruitment, managing planned and unplanned absence, standby driver pools, CNS driver academies, and longer-term workforce planning and models. Further reports would be brought back to the Committee in due course.

            In relation to the Bereavement Administration Office, the Committee was informed that it processed almost 4,000 cremations and 1,500 burials per year as well as other Bereavement service requests with an income of approximately £3 million per annum.

            The Committee noted the content of the report and agreed to increase the Establishment as follows:

                             i          4 Fixed Term Contract HGV driver posts to permanent posts;

                            ii          9 current temporary HGV driver posts to permanent posts in the Waste Collection Service; and

                           iii          3 administrator posts in Bereavement Administration Support team as permanent.

            The Senior Manager, Economy, submitted a report which updated the Committee on the decision taken by the Department for Levelling Up, Housing and Communities (DLUHC) to support an 11-council Entrepreneurship Support Service, valued at up to £17million over 2 years, from April 2023.  This represented a significant scaling up in ambition of the councils’ statutory remit around business start-up and targeted entrepreneurship support. 

            As a condition of the support, DLUHC had confirmed that it wished to work with a “lead council”, rather than operate through 11 different contracts. Belfast City Council had been playing a lead role in the research, review and programme development to date.  Whilst there was significant risk associated with mobilising a new intervention with a limited funding window, there were also opportunities for the Council to reposition its role in supporting local businesses and to maximise the impact of other investments, including City Deal. It was proposed that the Council takes on the lead role in the commissioning and delivery of the service, subject to all relevant due diligence and risk management being undertaken.

The Committee:

a.      agreed that Belfast City Council should lead on the submission of the application to UK Government’s Shared Prosperity Fund for the 11-council Entrepreneurship Support Service model; and

b.      agreed that Belfast City Council should lead on the future development and delivery of the services as outlined in the report, subject to additional due diligence and risk management work being undertaken.

            The Committee noted the contents of a report which provided details on the progress on the work programme for the Organisational and Change Portfolio projects.

            The Director Neighbourhood Services submitted a report providing an update to the Committee on recent discussions with the Department for Communities around the possibility of hardship funding being made available to the Council in-year and to present initial options on how this might be administered.

            The Committee:

·        noted that funding might be made available in-year from the Department for Communities to address hardship within the City;

·        agreed to adopt Option 2 as the delivery model, that is, to bolster existing hardship interventions such as social supermarkets and Fareshare;

·        agreed that officers initiate preliminary discussions with potential service providers pending confirmation by DFC on funding allocation;

·        agreed, in principle, that the Director of Neighbourhood Services would have delegated authority to realign any underspends in the funding made available to bolster existing hardship interventions; and 

·        agree, in principle, that any further in-year funding which might be made available to the Council, through partners, is also utilised to enhance the approach being recommended within this report.

The Committee approved:

i)       Gasworks Northern Fringe Masterplan Site – Disposal of land to Radius Housing Association

-       the disposal of c.1.628 acres of land on Site A Gasworks Northern Fringe for a premium of £1,200,000 and the disposal of c. 0.685 acres on Site D Gasworks Northern Fringe for a premium of £440,000 to Radius Housing Association to facilitate the development of 94 housing units on the Gasworks site.

The Committee noted that the disposal and the proposed development of social housing on the site by Radius Housing Association was contingent on the following and accordingly the Committee approved:

ii)     Gasworks Northern Fringe Masterplan Site A – Acquisition of Freehold Title from Northern Ireland Housing Executive

-       the acquisition of the freehold title of land within Site A Gasworks Northern Fringe from the NIHE for a premium of £150,000.

iii)   Gasworks Northern Fringe Masterplan Site A – Payment of Premium to Northern Ireland Housing Executive for Release of Long Leasehold Restrictions

-       the payment of a premium of £6,000 to NIHE for release of restrictive use covenants on land within Site A Gasworks Northern Fringe.

The Committee agreed further that a report on the possibility that the income from the sale of any land from this Council to either the NIHE or housing associations could be ring fenced for the development of public homes within the city.

Other

iv)   Percy Street Community Centre - Licence to The Lower Shankill Community Association (LSCA)

-       approved a short-term Licence to LSCA, with terms to be agreed by the Director of Neighbourhood Services and Director of Physical Programmes.

            The Committee considered a report which provided an update on the Council’s approach to Levelling Up Funding. The report s set out the lessons learned through the Council’s engagement in the process and both the successful (that is, the Strand Arts Centre) and unsuccessful (that is, 2 Royal Avenue) funding submissions under Levelling Up Round 2.

            The Committee noted:

                       i.     the update provided in respect of the approach taken to Levelling Up Funding, including the securing of significant funding investment for the Strand Arts Centre;

                     ii.     that, when feedback was received from the Department for Levelling Up, Housing and Communities (DLUHC) in respect of the 2 Royal Avenue application, this feedback would be shared with the Committee highlighting any relevant learning points for future applications for external funding;

                    iii.     the challenging timescales for funding calls, lack of timely and clear guidance which had been a feature of the previous 2 Rounds of Levelling Up Funding;

                    iv.     concerns raised by a range of interested parties regarding the decision-making process associated with the Levelling Up Agenda and the formula used by the UK Government in awarding funding to successful applications across the UK; and

                     v.     the proposed next steps in learning from this Funding Round and also in the development of a corporate process that would ensure that this Committee could make decisions on applications for funding opportunities based on priorities and projects agreed by Members.

            The Committee:

-       noted a report which provided information on the external consultancy cost incurred over the course of the current term;

-       agreed that a report on consultancy services in relation to capital works be submitted to a future meeting; and

-       agreed that review be undertaken on how decisions on consultancy spending are taken, Committee involvement, how these could be made more transparent and how these costs might be reduced.

            The Interim City Solicitor submitted a report seeking approval for the holding of a special meeting of the Committee to award funding through the Summer Community Diversionary Festival Programme.

            During discussion, a Member expressed the need to establish a working group to look at issues such as costs associated with individual bonfire sites, clean-up costs, sectarian imagery at bonfires and whether the diversionary fund offered value for money.

            In response, the Chief Executive indicated that there were already existing governance arrangements in place and that those issues could be addressed through that forum and the Committee agreed with that course of action.

            After further discussion, the Committee agreed that a special meeting of the Committee, if required, be held on 14th April to award funding through the Summer Community Diversionary Festival Programme.

Schedule of Meetings

            Arising out of discussion, the Committee noted that, due to the Local Government Elections being moved from 4th till 18th May, the following meetings had been rearranged:

            The Committee was advised the Standards and Business Committee, at its meeting on 24th January, had referred the following motion, which had been proposed by Councillor McMullan and Seconded by Councillor Long, to the Committee for consideration:

“This Council:

                             i          notes that the recent spate of icy cold weather in December 2022, which left streets frozen over for days, exposed how poorly prepared the Council is to ensure safe walking, wheeling and cycling across the City; and

                            ii          notes that other councils have certain measures in place which this Council currently does not, including gritting town centres and high streets and working in conjunction with the Department for Infrastructure to provide additional grit and white salt for use by the council, residents and local businesses.

The Council will work with key stakeholders to put together a funded winter outdoor preparedness strategy and action plan, including a gritting policy, for the City, to be operational by Quarter 3 of the 2023/2024 financial year.”

The motion had been proposed by Councillor McMullan and seconded by Councillor Long.

            The Committee agreed to adopt the motion on a Winter Outdoor Preparedness Strategy and that a further report on the possible financial implications, measures which were already being undertaken, details of any Memorandums of Understanding which were already in place and details of the Antrim and Newtownabbey Borough Model be submitted to a future meeting.

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 motions for which this Committee is responsible for.

2.0       Recommendations

2.1       The Committee is asked to:

                                            i     note the updates on all motion for which the Strategic Policy and Resources Committee is responsible for; and

                                          ii     agree to the closure of motions 1, 2, 3, 16, 34, 56, 67, 83, 114, 130, 148, 149, 156, 157,176, 178, 179, 181, 192, 194, 200, 201, 204, 206, 212, 214, 219, 222, 229, 233, 233, 234, 268, 271, 272, 281 as referenced in the attached appendix and paragraph 3.4 below.

3.0       Main Report

            Background

3.1       At the Committee meeting on 25th October 2019, the following motion was agreed:

            ‘That this Council notes that other councils produce a monthly status report in relation to motions and agrees that Belfast City Council adopts a similar practice and produces a monthly update on motions which will be brought to each full Council Meeting, detailing the following:

1.      Date received

2.      Motion title

3.      Submitted by which Councillor

4.      Council meeting date

5.      Committee the motion is referred to

6.      Outcome of Committee where the 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 motions and Issues Raised in Advance at Committee was created and quarterly reporting to Committee commenced in March, 2021.  Attached is the latest quarterly update showing all active motions and Issues Raised in Advance which the SP and R Committee is responsible for.

            Closure of Motions and Issues Raised in Advance

3.3       At the Committee meeting on 20th November 2020, it was agreed that motions could be closed for one of two reasons:

·        motions which contained an action(s) that has been completed; and

·        motions which have become Council policy. 

3.4       The Committee are asked to agree that the following 36 motions are now closed:

            Category 1 Recommended Closures:

·        Stained Glass Window – Health Service (Ref no 1) – This motion called for the Council to agree to the installation of a stained-glass window in the City Hall to commemorate and celebrate the contribution that those working in the Health Service have made to the lives of the citizens of our city. It has been agreed that this will be progressed by the Installations Working Group. Therefore, it is recommended that this motion is now closed.

·        Stained Glass Window – Explosives Ordnance Disposal Company (Ref no 2) – This motion called for the Council to agree to the installation of a stained-glass window in the City Hall to acknowledge the work of the Explosives Ordnance Disposal Company, Royal Army Ordnance Corps. It has been agreed that this will be progressed by the Installations Working Group. Therefore, it is recommended that this motion is now closed.

·        Fire Brigade Union (Ref no 3) – This  ...  view the full minutes text for item 3b

            The Director of City and Organisational Strategy submitted the following report:

“1.0     Purpose of Report

1.1       To present to the Committee the draft corporate improvement objectives for 2023-24 and to seek approval for these to be issued for public consultation, in line with our statutory performance duty obligations. 

2.0       Recommendation

2.1       The Committee is asked to agree the draft improvement objectives for 2023-24 and, subject to any amendments, approve their issue for public consultation in line with statutory guidance. The proposed improvement objectives for 2023-24 are as follows:   

3.0       Key Issues

3.1       We have a statutory duty to agree improvement objectives and produce an annual improvement plan, which must be published by 30th June each year.  The Improvement plan does not represent everything that council plans to do, but instead focuses on a smaller set of key improvement priorities, as informed by resident priorities and evidenced by need.  

3.2       Since 2021-22, we have grouped our improvements objectives under the headings of: Our Services, Our Communities, Our Economy, Our Environment, and Our City. This framework provides a balanced approach to selecting improvements that resonates with our residents. We have therefore retained this format for the year ahead. However, this year, we have also sought to make the improvement plan more user-friendly, streamlining the language and focusing on outward facing council activity to create a clearer alignment between our improvement aims, actions and indicators.  Members should note that our longer term strategic or partnership improvement work will continue to be monitored through the corporate plan or Belfast Agenda. 

3.3       During the public consultation, we will work with departments to develop detailed actions, milestones and performance indicators and factor in public feedback. Indicative areas of activity have been included for illustration and are attached.

            Next Steps

3.4       Councils are legally required to consult on their improvement objectives and to publish an Improvement Plan by 30th June each year. Subject to approval, we will issue the improvement objectives for public consultation via our on-line engagement platform for a period of 8 weeks. During this time, we will work with departments to develop detailed actions, milestones and performance indicators and update as needed based on public feedback.  This improvement activity will be reflected within the Corporate Plan, committee plans or other strategic programmes, thereby ensuring that improvement is embedded within our planning and delivery processes.  A final report and draft improvement plan will  ...  view the full minutes text for item 4a

            The Committee considered in relation to the It Equipment package which would be refreshed for Members following the Local Government Elections in May, 2023.

            The Committee:

                   i          noted that the new IT Equipment package will consist of:

·     a Windows Hybrid device: Dell Latitude 5330 2 in 1 (or equivalent), 1 Bluetooth touch pen (if required), and laptop case; and

·     a Smartphone: Either an Apple iPhone 11 64GB or a Samsung Galaxy A53

                  ii          noted that the current devices and smart phones used by Members would be redistributed and reused by Council officers where possible; and

                iii          endorsed the recommendation that personal printers are no longer provided for home use.

            The Committee considered the following report:

“1.0     Purpose of Report/Summary of main Issues

1.1       At the Committee meeting on 20th January, it was agreed that a report would be brought to the meeting in February providing an update on dual language street signs applications.

1.2       The report:

·        provides an overview of applications and current status;

·        outlines the stages in the process; and

·        outlines the ongoing work in relation to applications within the City centre.

2.0       Recommendations

2.1       The Committee is asked to:

                                         i           note the contents of the report; and

                                       ii           agree the process to be applied to City centre applications. 

3.0       Main Report

            Key Issues

Applicants and Current Status

3.1       Following approval by the Council of the revised Dual Language Streets Signs Policy on 4th July 2022, the Building Control Service received over 500 requests for dual language street signs.

3.2       These emailed requests had to be responded to individually, many of which did not contain the required information to validate and process the application. For example, requests which did not include the name of the street or the applicant’s full address.

3.3       Further emails were sent to applicants requesting the required information. While many responded and provided the information, some did not, and the applications were closed. In writing to confirm the closing of these applications, a further period of time was given to provide the information.  All the action above took some time to complete and proved to be much more resource intensive than envisaged. It also involved contacting a limited number of applicants more than once.

3.4       The Council’s application form went live on 9th September, available on the website through an online form, or via email, by post or in person.  Any requests received after that date must be through that formal application form and applicants are advised of this where they have made requests by other means. The reason for this is that the form sets out the required information for a valid application and ensures that all relevant information is provided at the outset.  This is in line with other application processes, and with GDPR requirements for the collection and use of data.

3.5       As of 6th February 2023, the Service has received 611 requests under the new policy. Some streets have had multiple applications made. Following the aforementioned validation exercise to obtain the requisite missing information, 162 applications proved to be invalid leaving 449 applications to be taken through the process currently. Applications are being processed in batches, in the order received. In relation to the 449 live applications the validity of the applicant is being determined as each batch is processed so it may be the case that the Service discover further invalid applications as processing proceeds.  In addition, it can be confirmed the 449 applications involves 352 unique streets.

Stages of the Application Process

Validation

3.6       Once an application is being processed, checks are carried out to ensure the applicant is an occupier of the street. This must be done  ...  view the full minutes text for item 4c

            The Committee approved and adopted the minutes of the meetings of the South Belfast Area Working Group of 30th January and the East Belfast Area Working Group of 31st January and adopted the following recommendations:

·        Linfield FC/ Boys Brigade and Belvoir FC - that the BIF proposal which includes Phase 1 - replacement of Belvoir FC’s grass football pitch, including car parking resurfacing and widening access lane is decoupled from the wider masterplan and to note that any future phases will be taken forward separately by Linfield FC and Boys Brigade.

East Belfast AWG

·        Expansion of Belfast Bikes Scheme 2022/23 - in the first instance, that the new docking station be located at Upper Newtownards Road/ Astoria Gardens (option 2), subject to agreement with landowners and local businesses, and that the Upper Newtownards Road/Sandown Road Carpark (option 3) be the reserve option for the area if the approval for option 2 is not forthcoming.

            The Committee:

i)        Carrick Hill Community Centre – Lease with Carrick Hill Residents Association

          - approved the surrender of the current ground Lease at Carrick Hill Community Centre, subsequent transfer of ownership of the asset to Belfast City Council and a new lease back to Carrick Hill Residents Association.

ii)       Sally Gardens Community Centre – Lease to Poleglass Community Association

          - approved a new lease with Poleglass Community Association

iii)      Sally Gardens Community Centre – Licence with Celtic Boys Football Club

          - approved the grant of a licence to Celtic Boys Football Club for a secure storage container at the Sally Gardens sports complex.

iv)      Falls Park – Licence with Belfast Celtic Football Club

          - approved the grant of a licence to Belfast Celtic Football Club for a secure storage container in Falls Park.

v)       Forth Meadow Community Greenway – Lease with Northern Ireland Housing Executive

          - approve entering into a lease with Northern Ireland Housing Executive for c. 4 sq. m of land situated at the junction of Ballgomartin Road and Cairnmartin Road to install an illuminated sign as part of the Forth Meadow Community Greenway project.

vi)      Forth Meadow Community Greenway – Lease with Invest NI

          - approved entering into a lease with Invest NI of c. 16 sq m of land situated at Forthriver Business Park to install a public art sculpture as part of the Forth Meadow Community Greenway project.

vii)     Forth Meadow Community Greenway – Licence with Braidwater Homes/Coredale

          - approved entering into a licence with Braidwater Homes / Coredale to use part of their land at West Circular Road for the construction of part of the Forth Meadow Community Greenway project.

viii)    Brook Playing Fields – Agreement with Phoenix Natural Gas Limited

          - approved of a Gas Connection Application Agreement with Phoenix Natural Gas Limited

ix)      Reverend Robert Bradford Memorial Park - Licence with Bluehouse

          Development Ltd.

          - approved the grant of a Licence Agreement to Bluehouse Development Ltd.

x)       Botanic Gardens (Lower Section) – Licence Agreement with QUB

          - approved the grant of a Licence Agreement to Queen’s University Belfast (QUB)

xi)      City of Belfast Playing Fields – Licence to Antrim and Newtownabbey BC

          - approved the licence of two small plots of land of c. 3 sq m situated at the entrance gates to City of Belfast Playing Fields to Antrim and Newtownabbey Borough Council to enable the placing of 2no. sandbag bins.

xii)     Cromac Street Car Park – Licence with Northern Ireland Housing Executive

          - approved the renewal of a Licence agreement from the Northern Ireland Housing

xiii)    Smithfield Market – Update on Letting of Units

          - noted the recent lettings at Smithfield Market approved under delegated authority to Director of Physical Programmes.

            The Committee:

·        approved the public advertisement of tenders, as per Standing Order 37a detailed in Table1 of the Appendix;

·        approved the award of STAs, in line with Standing Order 55 exceptions as detailed in Table 2 of the Appendix, with the exception of those related to advertising at bus stops and for bus internal and external advertising which are deferred to enable information to be provided on the previous expenditure for those contracts;

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

·        noted the award of retrospective STAs, in line with Standing Order 55 exceptions as detailed in Table 4 of the Appendix; and

·        approved the extension of the contract with the Now Group for the Bobbin restaurant for a period of 3 months.

Table 1: Competitive Tenders

            The Committee considered the undernoted report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       The purpose of the report is to update The Committee on:

·        the implementation for the waiving of Building Regulation inspection fees for those applications involving loft insulation which are not part of funded schemes or maintenance contracts; and

·        the timeline of the exercise.

2.0       Recommendations

2.1       The Committee is asked to:

·        note the implementation process which has been discussed and agreed with Legal Services and Audit and Risk Services; and

·        note the timeline commencing from 1st December 2022 and to be reviewed after a period of 6 months.

3.0       Main Report

            Key Issues

3.1       The Committee agreed, at its meeting on 8th November, to waive Building Regulation inspection fees for those applications involving installation of insulation which were not part of funded schemes or maintenance contracts.

3.2       The waiving of fees will be implemented from the date of Council ratification on 1st December, 2022 until 31st May, 2023 subject to review. 

3.3       The Building Control Service will identify qualifying applications from 1st December, 2022 and will engage with applicants if their application is considered eligible. The applicant will be required to complete and return a declaration confirming they are personally paying for the insulation work and their application is not part of a funded scheme which includes the payment of the fee.

3.4       On receipt of the signed declaration, the refund will be processed, following the normal process.

3.5       This process has been discussed with Audit Governance and Risk Services and Legal Service, both of which are satisfied with the approach being taken.

3.6       An update report will be presented to the Committee in June.

            Financial and Resource Implications

3.7       Based upon the analysis carried out for the four-year period that was presented to the Committee on 8th November, it is estimated that, on average, £81,000 of fees have been paid per year in relation to insulation.  If fees were to be waived for a determined period, the loss in fee income could be assumed to be a pro rata value of this annual estimate.

            Equality or Good Relations Implications/

            Rural Needs Assessment

3.8       There are no direct Equality, Good Relations or Rural Needs implications.”

            The Committee noted:

·        the implementation process which has been discussed and agreed with Legal Services and Audit and Risk Services; and

·        the timeline commencing from 1st December 2022 and to be reviewed after a period of 6 months.

            The Committee was advised that the Council was subject to a several different duties in relation to disability. As both a service provider and employer it must be compliant with the Disability Discrimination Act (DDA) 1995, which outlines measures aimed at ending the discrimination faced by many disabled people. It gives disabled people rights in:

•        employment;

•        access to goods, facilities and services, including transport;

•        the management, buying or renting of property; and

•        education.

            The Council, as a designated public authority, was also subject to two further inter-related duties under Sections 49A and 49B of the Disability Discrimination Act 1995.

            Section 49A placed a duty on designated public authorities to have due regard to the need to:

·        Promote positive attitudes towards disabled persons; and

·        Encourage participation by disabled persons in public life.  

            Section 49B placed a duty on each designated public authority to prepare a Disability Action Plan outlining how it proposes to fulfil the Section 49A duty.

            Following a disability mapping exercise carried out last year across the organisation, the Equality and Diversity Unit developed a new draft Disability Action Plan 2022-25 which was brought to the Strategic Policy and Resources Committee last year and issued for a 12-week public consultation.

            The final Disability Action Plan document had no subsequent amendments from feedback received from the public consultation. It had been planned to bring this to the Disability Working Group before bringing for final approval to Committee, however, the last meeting of the Disability Working Group was cancelled due to it being inquorate.

            The Committee approved the Disability Action Plan 2022-25.

            The Committee approved and adopted the minutes of the meeting of the Shared City Partnership of 6th February, including the following:

PEACEPLUS

·        To note the high-level feedback from the Phase 1 Engagement stage, provide feedback and agree to issue the final report to stakeholders (PEACEPLUS – Phase 1 Engagement Report) in advance of a public meeting on 27th February at 2.00 p.m. in the City Hall

·        Note the key milestones for Stage 2 development of the local action plan; and the updated timelines for Stage 2 which included an updated position from SEUPB that applications for the programme will open in April 2023.

PEACE IV

            CYP Theme

·        To note the key project updates relating to:

CYP1 Tech Connects – Afterschool’s and Tech Camps (Giga) project closure is being progressed based on achievement of 119% of Lot 1 and 90% of Lot 2. 

CYP5 NIHE - the anticipated level of achievement, the additional mitigations proposed and the next steps of discussions with SEUPB.

            SSS Theme

·        To note the approved project extension to 28th February 2023 with a 10% budget uplift for the Youth Civic Education contract with Youth Link.

            BPR Theme

·        To note key project updates relating to:

BPR 1 - NIHE- Cross Community Area Networks level of achievement as outlined in the positional paper and the mitigations proposed to address under delivery.

BPR6 - St Comgall’s -  following further cross-community consultation, the amended Education Resources have been submitted. The resources will be considered by the Programme Board via previously agreed delegated authority.

GOOD RELATIONS  

            Segregation and the Environment Research

·        To note the report and the actions being taken to implement the recommendations in the research, including the provision already made within the previously agreed Good Relations Action Plan.

·        To agree to publish and disseminate the report, Segregation and the Environment, after further internal and external engagement has taken place.

            The Interim City Solicitor advised the Committee that Seachtain na Gaeilge/Irish Language Week was marked every year from 1st till 17thMarch. Prior to COVID-19, the Council marked this by hosting events for schools in the City Hall. COVID-19 necessitated online events and content in 2021 and 2022. Those events were always well attended and the feedback from participants was always excellent.

            The Committee would also be aware that the Council’s Culture and Tourism team was currently engaged in the development of a programme to celebrate language and develop a series of events to mark Seachtain na Gaeilge, as part of its Extended Cultural Programme which was initially agreed in February 2022 and more recently by the City Growth and Regeneration Committee on 8th February 2023.

            Officers from the Council’s Legal and Civic Services Department were responsible for developing the Council’s Language Strategy Action Plan, in consultation with other Departments and were supporting the work being undertaken by colleagues in the Culture and Tourism team. As part of that support, it was proposed to hold at least two events in the City Hall to mark Seachtain na Gaeilge. One of those would incorporate the inaugural meeting of the Council’s Irish Language Stakeholders Forum. Officers were currently engaging with stakeholders about this event and a precise date will be confirmed in due course.

            The details of other potential events were still being considered but, in line with the Council’s Language Strategy Action Plan, would be aimed at bringing the Irish language community into the City Hall, particularly school children. Members will recall the recent successful Ulster Scots events which took place in November 2022.

            The Committee approved the planned events in the City Hall to mark Seachtain na Gaeilge in 2023.

            The Committee considered the following report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       The Committee is asked to note that the Council has received a late request from the Shankill Old Boys Flute Band to host its ‘Bring Saint Patrick’s Day Back to the Shankill’ cultural event in Woodvale Park on Saturday 18th March 2023, from 11 a. m. to 3 p.m.

1.2       The Shankill Old Boys Flute Band, along with an additional 30 flute bands, will assemble in Woodvale Park and parade to Lower Shankill Road before returning to Woodvale Park for dispersing.  The event will result in some disruption of certain sections of the Park.

1.3       The Committee is also asked to note a request for the use of Botanic Gardens as the location for the ‘It is different for Mummies’ exhibition.  The exhibition marks the 25th Anniversary of the Good Friday Agreement and is described as anact of reparation for future legacy through acknowledgment. This request has had some back and forth to be able to accommodate the exhibition at the site on suitable dates and is the reason for this late request to this Committee.

2.0       Recommendations

2.1       The Committee is asked to:

·        approve the ‘Bring St. Patrick’s Day Back to the Shankill’ demonstration in Woodvale Park and the ‘It is different for Mummies’ exhibition in Botanic Gardens, subject to the completion of the appropriate Event Management Plans and satisfactory terms being agreed by the Director of Neighbourhood Services and on the condition that the Event Organisers:

o   resolve all operational issues to the Council’s satisfaction.

o   meet all statutory requirements including Public Liability Insurance cover, Health and Safety, and licensing responsibilities; and

o   consult with adjoining public bodies and local communities as necessary.

2.2       The Committee is asked to 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 a cross Council officer team.

3.0       Main Report

            Key Issues

            Bring St Patrick’s Day back to the Shankill

3.1       The Shankill Old Boys Flute Band is a cultural and historical band which has been operating for 4 years. The Shankill Old Boys Flute Band event will be attended by an additional 30 bands and up to 2,000 – 3,000 supporters including the ‘West Belfast Orange Order’ which is supporting the event. The attendees will assemble in Woodvale Park and parade to Lower Shankill Road before returning to Woodvale Park for dispersing. This event is a pilot scheme, with the ambition to deliver a vibrant cultural family Saint Patricks Day event for the local community the following year. 

3.2       Organisers estimate that up to 3,000 people could be in attendance. Organisers will provide toilets, first aid cover and stewards for the event. Set up and assembly of bands will commence at 11 a.m., with the main parade leaving at 1.00 p.m.  The event will be dismantled, and the site will be  ...  view the full minutes text for item 8a

            The Committee approved and adopted the minutes of the meeting of the Party Group Leaders’ Consultative Forum of 9th February.

            The Committee approved and adopted the minutes of the meeting of the Castle, Cavehill, Zoo and North Foreshore Steering Group of 6th February.

            The Committee adopted the recommendations in respect of those applications received up to 3rd February, as set out below:

            The Interim City Solicitor submitted for the Committee’s consideration the undernoted report:

“1.0      Purpose of Report/Summary of Main Issues

1.1       To present to the Committee the following requests from various clients for the use of City Hall Grounds:

·        Action Cancer Breast Foot Forward Walk – 9th June, 2023

·        Belfast One Film Screening – 15th and 16th July, 2023

·        Pride Picnic – 22nd July, 2023

·        Belfast Mela Carnival Parade Party – 19th August, 2023

·        Shine – October 2023

2.0       Recommendations

2.1       The Committee is asked to:

                                            i     authorise the use of the City Hall grounds on dates listed above; and

                                          ii     authorise the events to take place on the basis of the submission of an event management plan and risk assessment to ensure delivery of a safe public events.

3.0       Main Report

            Background Information

3.1       Members will be aware that requests for the use of City Hall are normally dealt with under the authority delegated by the Committee to the Director of Legal and Civic Services using criteria agreed for this purpose. Occasionally however, it is necessary to place such requests directly before the Committee and those in this report fall into this category.

            Key Issues

3.2       Several requests have been received for events over the spring and summer period and this report seeks to update the Committee on larger events using the City Hall grounds, due to the larger scale of activities involved it is deemed necessary to seek Committee approval.

            The Proposed Events

3.3       The proposed events would take place on the front lawns only and areas such as the Titanic Garden and Cenotaph will remain open to the public. Access to the City Hall building will not be affected.

3.4       The event would be free to enter. In each case, the organisers would be providing all stewarding/marshalling staff and first aiders and would of course have to comply with the usual conditions including indemnities for damage and submission of a formal event-management plan.

            9th June 2023 - Action Cancer Breast Foot Forward Walk

3.5       The Breast Foot Forward walk has taken place at the City Hall since 2014. It is Action Cancer’s flagship fundraising event and raises circa £60,000 each year. The City Hall is the starting point for the event, with entertainment and warm up activities, before 800 participants take part in 5k or 10k walk around Belfast returning to the City Hall as the end point. This is an annual event in the City Hall calendar and has been delivered without incident.

            15th and 16th July 2023 - Belfast One Cinema Screenings

3.6       This event aims to encourage people to experience the city centre shops and hospitality while they are in town.  Organisers will be offering attendees information about potential offers provided our business members.  Belfast One plan to show 4 films per day.  Films early in the day will be aimed at young children and families and later films at a slightly older audience.  All films will be rated appropriately. The event will be ticketed  ...  view the full minutes text for item 8e

            The Committee was reminded that requests for the use of the City Hall were normally dealt with under the authority delegated by the Committee to the Director of Legal and Civic Services, using criteria agreed for this purpose. Occasionally, however, it was necessary to place such requests directly before the Committee and the request set out below falls into this category.

            A request has recently received from the organiser of the Belfast Photo Festival (BPF) to hold a photographic exhibition in the grounds of the City Hall from 13th to 30th June, 2023.  The BPF was the visual arts festival of Northern Ireland and one of the leading photography festivals in the UK. Launched in 2011, the festival attracted 85,000 visitors across 24 city centre venues and was one of the city’s major art events.

            The Interim City Solicitor stated that, each year, the City-wide festival included the grounds of the City Hall as a primary location for both photographic exhibitions and other events and she provided details of previous events.

            The theme for 2023 was ‘Journey’, focusing on photography’s ability to capture and reflect the world around us, from journeys of self-discovery, migration and spiritual journeys. This exhibition would focus on Vasantha Yogananthan’s most renowned body of work, A Myth of Two Souls, which charted an epic 7-year journey across India, Nepal and Sri Lanka, charting a spiritual and personal journey. It would be its debut in Northern Ireland. There will be 24 images in all in the exhibition.

            The exhibition would be installed on the West and East Lawn of City Hall grounds on 10th June and dismantled on 29th June, 2023. It would be free for members of the public to view daily, in line with the opening times of the grounds.

            The Good Relations and Corporate Communications Units would review the exhibition images included in the proposal but presently no negative good relations implications have been identified which should stop the exhibition being hosted at the City Hall.

            The Committee:

                    i.        approved the request for Belfast Photo Festival to use the City Hall grounds from 13th to 30th June 2023 to display a photographic exhibition as part of the Belfast Photo Festival; and

                   ii.        authorised the exhibition in line with similar events previously approved by the Council.

            The Committee approved and adopted the minutes of the meeting of the All-Party Working Group on the City Centre of 26th January.

            The Committee was advised that a request had been received from a Member for the Council to consider putting in place plans to mark the Coronation weekend.  Members would be aware that arrangements had already been made to provide an early May Bank Holiday on Monday 1st May, followed by a Bank Holiday to mark the Coronation on Monday 8th May.

            Buckingham Palace had announced details of ceremonial, celebratory and community events which would take place between Saturday 6th and Monday 8th May.

            The Coronation Service would take place at Westminster Abbey on Saturday 6th May.  This is one of the designated days for flying the Union Flag by DCMS.

            On Sunday, 7th May, the Coronation Big Lunch would take place and would be overseen and organised by the Eden Project, funded by The National Lottery.  Its aim was to bring people together to boost community spirit, reduce loneliness and support charities and good causes.  A special Coronation Concert would be held on the same date.

            On Monday 8th May, members of the public would be invited to take part in The Big Help Out, which would encourage people to try volunteering for themselves and join the work being undertaken to support their local areas.  This was being organised by The Together Coalition and a wide range of partners such as The Scouts, the Royal Voluntary Service and faith groups. The Big Help Out would highlight the positive impact volunteering has across communities.

            A Coronation Emblem, specially designed for this occasion, represents the rose of England, the thistle of Scotland, the daffodil of Wales and the shamrock of Northern Ireland.

Proposed Programme of Events

Saturday 6th May – Coronation Service

            It was proposed to erect a large screen on the west lawn in the grounds of the City Hall to provide a public space for those who wish to view the Coronation Service and ceremonial processions.  In keeping with the community theme of bringing people together, a marquee would be placed on the east lawn to provide family activities through a programme of animation such as craft making and a photo-booth.

Sunday 7th May – The Coronation Big Lunch

            It was proposed to host a Coronation Big Lunch at the City Hall, to primarily acknowledge the role of volunteering across Belfast which would also reflect other themes of community and diversity. This community lunch would be informal in nature to provide a platform for local people to come together whilst encouraging communities in the city who wished to join in by holding events across Belfast.

Monday 8th May – The Big Help Out

            Given the theme of this day, to highlight the positive impact volunteering had across communities, it was not proposed to hold any events at City Hall.  Rather, it would provide the opportunity for Civic Dignitaries and councillors more generally to visit local areas to volunteer or see volunteering in action.

            The Committee was asked to note that local organisations could apply to the National Lottery ‘Awards for  ...  view the full minutes text for item 8h

            The Committee approved and adopted the minutes of the meeting of the Social Policy Working Group of 14th February.