Agenda and draft minutes

            An apology for inability to attend was reported from the Chairperson (Councillor Murphy).

            The minutes of the meeting of 21st February were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council, at its meeting on 3rd March, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee.

            Councillors Groogan, R-M Donnelly and Duffy declared an interest in item 7(a) Minutes of the Shared City Partnership in so far as it related to PEACEPLUS in that they worked for organisations which had applied for funding.  As the item did not become the subject of debate, they were not required to leave the meeting.

            Councillor Groogan declared an interest in item 2(c) Update on Hardship Fund, in that she worked for or was associated with an organisation which had applied for funding and left the meeting while this item was under consideration.

            Councillor Long declared an interest in item 2(b) Support for businesses affected by the August riots, in that his wife was Justice Minister, and he left the meeting while these items were under discussion.

            Councillor Brennan declared an interest in items 2(c) Update on Hardship Fund, 4(a) Summer Community Diversionary Programme Assessments 5(b) Neighbourhood Regeneration Fund and 9(a) LORAG - Youth Club Development - Council Land, in that she worked for or was associated with organisation which had applied for funding and left the meeting while these items were under consideration.

            Councillors Beattie and Councillor Duffy declared an interest in item 2(d) Social Supermarket Fund in that they were associated with organisations which applied for funding and left the meeting while this item was under discussion.

            Councillor McDonough-Brown declared an interest in item 2(c) – Update on Hardship Fund in that his partner was employed by Save the Children, and he left the meeting during discussion of the matter.

            The information contained in the reports associated with the following five 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 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 Committee was reminded that, at its meeting on 25th October 2024, it had rejected a request to proceed with a tender of up to 5 years for Security Guarding Services at a maximum value of £5,000,000. The Committee had instead requested a report into the introduction/delivery of an in-house model.  Accordingly, the City Solicitor/Director of Legal and Civic Services submitted a report which provided an update on analysis undertaken to date in respect of the request and which set out the proposed next steps.

            The Committee agreed the following:

·         A review of the level of manned guarding generally across the Council estate to ensure that it remained appropriate, necessary and fit for purpose;

·         An update on the planned review of security arrangements for the City Hall to be provided to Committee in the coming months; and

·         As the current contract ends in July 2025, to proceed with a tender for an interim short- term contract (for 1 year plus the possibility of a further extension, subject to a review being undertaken after six months) for external security support for the four areas outlined in paragraph 3.1 of the report.

The Committee deferred consideration of the report until its next monthly meeting.

            The Committee considered a report which provided an update on the implementation of the 2024-25 Hardship Programme, which sought to help alleviate the impact of poverty and to support those vulnerable people impacted by the cost-of-living crisis across the city. The report also provided an update on the establishment of a Belfast Anti-Poverty Network.

            The Committee:

i.      noted the update on the implementation and impact to date of the 2024/25 Hardship Programme;

ii.     agreed to the recommendation of the Cost-of-Living Working Group to realign £12,500 from the South Belfast Food Bank to the Schools Hardship Programme as set out in paragraph 3.6 of the report; and

iii.    noted the summary report from the Anti-Poverty Networking event held in October 2024 and agreed that officers work with partners to establish an Anti-Poverty Network for Belfast.

            The Committee agreed to defer to a special meeting consideration of a report on the Social Supermarket Fund 2025/26.

            The Committee:

·         approved the public advertisement of tenders as per Standing Order 37a detailed in Appendix 1 of the report (Table 1);

·         approved the award of STAs in line with Standing Order 55 exceptions as detailed in Appendix 1 (Table 2);

·         approved the modification of the contract as per Standing Order 37a detailed in Appendix 1 (Table 3); and

·         noted the award of retrospective Single Tender Actions in line with Standing Order 55 exceptions as detailed in Appendix 1 (Table 4).

            The Committee was reminded that in, June 2024, it had agreed that a review of the allocations of the Council’s Neighbourhood Regeneration Fund (NRF) would be carried out in March 2025, a year after the first round of in principle allocations under the programme were confirmed. The programme was in progress, with 20 projects receiving in principle allocations. Accordingly, the Committee considered a report which provided a review of those allocations to date.

            The Committee noted:

·         the update provided on projects under the Neighbourhood Regeneration Fund;

·         agreed that a review of the process be undertaken, with a report to be submitted to a future meeting; and

·         that further detailed updates be taken to the next round of meetings of the Area Working Groups for Members’ consideration, with updates on the Local Investment Fund (LIF) and the Belfast Investment Fund (BIF) projects also to be included.

            The Committee was advised that the Standards and Business Committee, at its meeting on 20th February, had referred the following motion to the Strategic Policy and Resources Committee for consideration:

“This Council notes with concern the growing number of households (48,000) on the housing waiting list.

The Council also notes with concern that despite the huge demand for public housing: there remains a substantial number of homes in Belfast which are empty. According to Land and Property this figure sits at 3,694 for the Belfast area.

As a local authority, the Council commits to working with the relevant departments to try to bring empty homes back into use as affordable and social housing. Council notes that the DFC Empty Homes strategy, which aimed to do this, ended in 2018.

The Council therefore commits to developing a strategy alongside DFC, the Housing Executive and other statutory bodies to ensure there is a coordinated action plan to bring disused homes into public use. This action plan will be funded and appropriate measures such as an empty homes rates premium, strengthened compulsory purchase powers and financing support for converting empty homes into social housing are brought forward to ensure it is able to be delivered.

The Council will seek to establish an Empty Homes Partnership, similar to the Scottish model, which will coordinate these efforts with the relevant bodies. 

The Council will also seek funding from DFC to appoint an Empty Homes Officer in order to liaise directly with the owners of empty homes, to understand why the home is empty, and to offer tailored solutions to turn it into a home again.”

            The motion had been proposed by Councillor Collins and seconded by Councillor Groogan.

            The motion calls upon the Council to undertake a number of actions in relation to empty homes, including developing a strategy, establishing a partnership and appointing an empty homes officer - the Strategic Policy and Resources Committee was responsible for strategic policy, working with partners to lead on the Belfast Agenda and also agreeing the Local Development Plan and accordingly the motion was referred to this Committee.

            The Committee noted that the Motion had been received and agreed that a subsequent report be brought to the Committee outlining a detailed consideration of the Motion and the potential costs implications.

            The Committee was informed that the Standards and Business Committee, at its meeting on 20th February, referred the following motion, which had been proposed by Councillor Long and seconded by Councillor McAteer to the Strategic Policy and Resources Committee for consideration:

'This Council agrees to take on a lead role in developing a sponsorship and philanthropy network in the city, in order to understand how we can align and strengthen the corporate responsibility commitments of organisations and institutions to practically deliver city and community priorities.

This would encourage businesses and individuals to contribute their skills, time and financial support to building a better Belfast.'

            The City Solicitor/Director of Civic and Legal Services advised that the motion calls upon the Council to develop a sponsorship and philanthropy network in the city - the Strategic Policy and Resources Committee is responsible for strategic policy and working with partners to lead on the Belfast Agenda and also agreeing the Local Development Plan and therefore the motion was referred to this Committee. However, this Notice of Motion aligned with ongoing work by the Social Value Policy Working Group, which considered a report on Corporate Social Responsibility and Tackling City Challenges and Maximising Social Impact at its most recent meeting on 11th February, 2025.  The Committee might therefore wish to refer this Notice of Motion to the Social Value Policy Working Group to be taken forward.

            The Committee noted that the Motion had been received and agreed that a subsequent report be brought, in the first instance, to this Committee outlining a detailed consideration of the Motion and the potential costs implications.

            The Committee agreed to defer to a special meeting consideration of a report on the Summer Community Diversionary Programme Assessments.

            The Committee agreed to defer to a special meeting consideration of a report on the Summer Community Diversionary Programme Assessments.

            The Committee considered the undernote report:

“1.0      Purpose of Report/Summary of Main Issues

1.1        To update members on the Community Support Plan and associated timeframe to develop the funding programme contained within the Plan which was deferred by P&C Committee on 4thMarch 2025.

1.2        This report will outline a suggested way forward to undertake engagement with current funded groups and a public consultation on the overall Community Support Plan. 

2.0        Recommendation

2.1        Members are asked to:

i.      Note the contents of the report.

ii.     Note the March P&C committee report and appendices (appendices i, ii, iii).

iii.   Note the specific questions that are suggested as part of Stage 1 Engagement that was agreed at March P&C committee.

iv.   Advise if members are content that the proposal for one large funding programme as outlined in the draft CSP that will replace the current Capacity and Revenue grants and that this is consulted on in the coming weeks as Stage 2 of the process.

v.     Consider the options for what officers include in the public consultation process with regards to possible funding amounts and maximum limits for the Community Support Large Grants Programme. 

vi.   Agree that a detailed update on the 2 stage engagement process findings is brought back to SP&R Committee in June.

vii.  Agree that the June report should also include information on the programming, footfall and activity in our community centres, as well as the total cost for running each council and independently managed community centre.

3.0        Main Report

3.1        Background

            The background to the development of the new Community Support Plan is included in the following appendices;

                                    I.    March P&C Committee report

                                   II.    Community Support Grant options

                                 III.    Draft community support plan

3.2        The decision register from People and Communities March Committee states:

1.     Members did not agree a financial budget for 2025/26 year and requested that officers engage with 30 community organisations, already funded through CSP, to ascertain their current revenue costs.

2.     Members proposed to change the application assessment to complete by December 2025, and to change the timeline for Committee approval to January 2026;

            Following further political engagement officers are requesting that we complete the above two processes in tandem.

3.3        Stage 1 Engagement with Current Groups

3.4        Questions for Funded Groups

            During this Engagement with 30 Community organisations who are currently receiving either capacity or revenue grants we are seeking approval to ask the following 4 questions:

1.     How much were your running costs for 24/25?

2.     How much did you receive from Council for these costs in 24/25?

3.     How much did you receive from other sources for these costs in 24/25?

4.     What was the deficit you  ...  view the full minutes text for item 4b

            The Committee noted the contents of a report which provided an update on major planning applications and applications which had been determined by the Planning Committee.

            The Committee considered the following report:

“1.0      Purpose of Report or Summary of Main Issues

1.1        The Council has completed consultation on its Draft Planning Application Validation Checklist. The checklist has been amended to take account of consultation responses, where appropriate, and is proposed for adoption by the Council.

1.2        This report provides a summary of the consultation responses and sets out the proposed changes to the checklist, with the proposed Planning Application Validation Checklist appended (Appendix 3).  The proposed checklist is to be considered by the Planning Committee on 18th March 2025 for notation and comment, the Strategic Policy and Resources Committee for agreement and Full Council for ratification and adoption.

2.0        Recommendation

2.1        The Committee is asked to:

·         approve the proposed Planning Application Validation Checklist at Appendix 3 for adoption.

3.0        Main Report

            Background

3.1        The Council has completed consultation on its Draft Planning Application Validation Checklist. The Validation Checklist, once adopted, will set out additional statutory information requirements for applications for full planning permission, outline planning permission and approval of reserved matters over and above the current minimum statutory requirements (which remain unchanged).

3.2        The Committee agreed the preparation of and consultation on the draft Planning Application Validation Checklist at its meeting on 25th October 2024. The report to that Committee sets out the reasons for the Validation Checklist and background to the consultation, and can be viewed here (item 5f).

3.3        The purpose of the Validation Checklist is to ensure that all the information that the Council needs to fully consider an application is provided at the beginning of the process when it is submitted. The checklist will provide certainty and clarity to applicants as to the information that is required and improve the quality of applications on submission, resulting in quicker decisions against statutory KPIs and more efficient consultation responses.

3.4        The Department for Infrastructure (DfI) has recently published Development Management Practice Note 8: Planning Application Validation Checklists, which provides guidance to councils on their preparation and implementation of validation checklists. The proposed checklist is consistent with this guidance.

            Format of Public Consultation

3.5        The public consultation ran from 03 December 2024 to 10 February 2025 (10 weeks). It included the following:

·         Online survey on the Council’s website (promoted directly to customers, in staff email banners and through the Council’s various multimedia channels).

·         Engagement workshops with non-statutory consultees on 22nd January 2025 and statutory consultees on 23rd January 2025 (both online).

·         Customer workshop with planning agents, architects and applicants on 31st January 2025 (in person in City Hall).

·         One-to-one meetings with Shared Environmental Services (SES), DfI Rivers and NI Water on 10th February 2025 (online).

·         Discussion at the Planning Committee meeting on 11th February 2025.

3.6        A copy of the Draft Planning Application Checklist that was subject to the public consultation is provided at Appendix 1.

            Consultation Responses

3.7        There were 31 responses to the online survey and eight responses received outside the online survey. A consultation report is provided at Appendix 2, which  ...  view the full minutes text for item 4d

            The Portfolio Manager presented 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 approvals under the Capital Programme.

2.0        Recommendations

2.1        The Committee is asked to:

·         Capital Programme:

o   IT Programme – Electronic Document Management System (EDRMS) – Agree that the project is added to the Capital Programme and moved to Stage 3 – Committed and held at Tier 0 – Scheme at Risk pending further development of the project and a satisfactory tender return; and that necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) be initiated with contract to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver.

o    Fleet Programme – Small Vehicles Service– agree to move the project to Stage 2 – Uncommitted to allow the options to be fully worked up, with further detail to be brought back to Committee in due course.

o    Duncrue Masterplan - Agree that the Duncrue Masterplan is added to the Capital Programme at Stage 1 – Emerging to allow a business case to be developed.

o    Leisure Programme - Agree that the Leisure Programme is added to the Capital Programme at Stage 1 – Emerging as a programme of works to allow business cases to be developed.

o    City Hall Preservation - Agree that the City Hall Preservation is added to the Capital Programme at Stage 1 – Emerging as a programme of works to allow business cases to be developed.

o    Bridges Improvement Programme - Agree that the Bridges Improvement Programme is added to the Capital Programme at Stage 1 – Emerging as a programme of works to allow business cases to be developed.

o    Beacon Programme - Agree that the Beacon Programme is added to the Capital Programme at Stage 1 – Emerging to allow a business case to be developed.

o    Girdwood H&S Works - Agree that Girdwood H&S Works is added to the Capital Programme at Stage 1 – Emerging as a programme of health and safety works and that any necessary procurement processes (including the invitation of tenders and/or the use of appropriate ‘framework’ arrangements) be initiated with contract to be awarded on the basis of most economically advantageous tenders received and full commitment to deliver; and,

o    Fleet Replacement Programme 2026/27 – Note the Fleet Programme for 2026/27.

3.0        Main Report

            Key Issues

            Physical Programme

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  ...  view the full minutes text for item 5a

            The Committee approved and adopted the minutes of the meetings of the South Area Working Group of 24th February, the North Area Working Group of 25th February, the West Area Working Group of 27th February and the East Area Working Group of 6th March 2025.

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

“1.0      Purpose of Report

1.1        The Local Government Finance Act (NI) 2011 and the supporting Prudential and Treasury Codes produced by the Chartered Institute of Public Finance and Accountancy (CIPFA), require the Council to consider the affordability and sustainability of capital expenditure decisions through the reporting of prudential and treasury management indicators.

1.2        The Prudential Code requires the Council to produce a Capital Strategy for 2025/26. This report provides information for Members on the Capital Strategy, incorporating the prudential indicators for Belfast City Council for the period 2025/26 to 2027/28, and the Council’s Treasury Management Strategy for 2025/26.

2.0        Recommendations

2.1        The Committee is asked to:

·         note the contents of this report and the prudential and treasury management indicators included within the appendices to the report.

            And agree:

·         The Authorised Borrowing Limit for the Council of £119m for 2025/26.

·         The Treasury Management Strategy for 2025/26, which has been included as Appendix B to this report.

3.0        Main report

3.1        The Local Government Finance Act (NI) 2011 requires the Council to adopt the CIPFA Prudential Code for Capital Finance in Local Authorities.  In doing so, the Council is required to agree a minimum revenue provision policy annually and to set and monitor a series of Prudential Indicators, the key objectives of which are to ensure that, within a clear framework, the capital investment plans of the council are affordable, prudent and sustainable.

3.2        At the Strategic Policy and Resources Committee on the 9 December 2011, Members approved the Council’s Treasury Management Policy which is based on the CIPFA Treasury Management Code of Practice.  The Treasury Management Policy requires that a Treasury Management Strategy be presented to the Strategic Policy and Resources Committee on an annual basis and that it is supported by a mid-year and year end treasury management reports. Recent changes in the CIPFA Prudential Code recommends best practice that treasury management reports are submitted on a quarterly basis.

3.3        The Capital Strategy, incorporating the prudential indicators, is included as Appendix A, while the Treasury Management Strategy and treasury management indicators have been included as Appendix B.

3.4        The comparison of ‘Gross Debt’ to ‘Capital Financing Requirement (CFR) is the main indicator of prudence when considering the proposed capital investment plans of the Council.  Estimated gross debt should not exceed the CFR for the current year plus two years.  The Council’s estimated gross debt position, illustrated in Table 6, Appendix A, is comfortably within the CFR in the medium term.  The Director of Finance therefore considers the estimated levels of gross debt as being prudent.

3.5        Table 10 (Appendix A) shows the estimated financing costs for capital expenditure as a percentage of the estimated net revenue stream for the Council, based on the medium term.  These illustrate that in the medium term, capital financing costs will represent an average of 4.8% of the Council’s net running costs.  On this basis the Director of Finance is satisfied that the  ...  view the full minutes text for item 6a

            That Committee noted the key issues arising at the meeting and approved and adopted the minutes of the Audit and Risk Panel of 4th March, 2025.

The Committee approved and adopted the minutes and recommendations from the Shared City Partnership Meeting held on 10th March, 2025 including:

Segregation and Environment Report - Update

            The Partnership recommends to the Strategic Policy and Resources Committee that it notes the contents of the report, including the activity that has taken place across Council and externally to progress the Actions contained in the report.

Refresh Good Relations Strategy and Development of a 3-year Action Plan in 2025/26

            The Partnership recommends to the Strategic Policy and Resources Committee that it notes the contents of the report.

PEACE IV – Secretariat Update 

            The Partnership noted the contents of the report and recommends to the Strategic Policy and Resources Committee that it notes the contents of the report.

PEACEPLUS Belfast City Council  Local Community Action Plan – Update

• The Partnership noted the contents of the report and agreed: -

o    Option i data collection approach whereby Council retains Participant IDs only,

o    the M&E Framework in principle subject to approval by SEUPB. 

• The Partnership recommends that the Strategic Policy and Resources Committee note the contents of the report and agree recommendations above.

Update from Partnership Members

• Jim Donnelly – Active Community Network presented the Trauma of Inequality

·         Wasif Naeem – Belfast Islamic Centre, Belfast Multicultural Association and Ramadan Tent Project, provided information regarding the Open Iftar event on the  23rd March.

            The Committee approved and adopted the minutes of the Party Group Leaders Consultative Forum of 13th March, 2025.

            The Committee considered a request from the County Grand Orange Lodge of Belfast for the use of Barnetts Demesneto host its annual Twelfth of July celebrations; and the City Hall Garden of Remembrance and Cenotaph to hold a service of remembrance on 12th July 2025.

            The Committee:

·         granted authority to the applicant for the proposed events on 12th July, 2025;

·         authorised the event to take place based on the submission of appropriate event management plans and satisfactory terms being agreed by the Directors of the relevant departments and on the condition that the Event Organisers:

o   resolves all operational issues to the Council’s satisfaction;

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

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

            The Committee noted that the above decisions were taken as a pre-policy position in advance of the Council agreeing a more structured framework and policy for ‘Events’, which was currently being taken forward in conjunction with the Council’s Commercial team.

            The Committee approved and adopted the minutes of the Cost-of-Living Working Group of 6th March, 2025.

            The Committee approved and adopted the minutes of the City Centre Working Group of 7th March, 2025.

            The Committee approved and adopted the minutes of the Belfast Stories Working Group of 11th March, 2025.

            The Committee agreed that officers investigate the lease and administrative fees being paid by LORAG for Council-owned land and the possibility of a waiver and that a report thereon report be submitted to the Committee.

            It was agreed that a special meeting of the Committee be held to consider an initial report on efficiency savings/consultancy fees and fees and charges.