Agenda and minutes

            Apologies were reported from Councillors de Faoite, M. Donnelly, McDonough-Brown and I. McLaughlin.

            The minutes of the meeting of 3rd, 24th and 31st May 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 June, subject to the omission of those matters in respect of which the Council had delegated its powers to the Committee.

            Councillors Beattie, Bunting, Duffy, Groogan and Garrett declared an interest in item 5c – Update on Hardship Programme in that they worked for or were associated with organisations which received Social Supermarket Funding and left the meeting whilst the item was under discussion.

            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 Finance submitted for the Committee’s consideration a report on the year-end financial position for 2023/24, together with the Quarter 4 finance report and year-end treasury position.

            The Committee:

·        noted the report and agreed the year end position;

·        agreed the creation of a specified reserve for the Leisure VAT claims repayment;

·        agreed to a facilitated workshop on financial context setting; and

·        noted the Year-End Treasury Management Report 2023/24.

            The Committee approved and adopted the minutes of the special meeting of the East AWG of 28th May, including the recommendations of the AWG which were:

                         i.             To note the update on the Neighbourhood Regeneration Fund;

                       ii.             To note the information on the Stage 2 projects;

                      iii.             To recommend to the Strategic Policy and Resources Committee that the following projects be progressed to Stage 3 - Delivery in East, with the allocations as outlined:

·             EastSide Property Belfast Ltd. - Eastside Container Hotel, £950,000

·             Belfast Unemployed Resource Centre - Portview Exchange, £600,000

·             East Belfast Mission – Hosford Community Homes, 335 Newtownards Road, £300,000

·             Dundela FC – Development of Sporting Hub at Wilgar Park, £500,000

                        iv.          To note the Stage 3 process; and,

                          v.          To note the approach regarding feedback and support to those groups that are not progressing to Stage 3 – Delivery.

            It was agreed also that a report on a review of the funding allocations be submitted to the Committee in March, 2025.

            The Committee considered a report which sought approval for the targeted acquisition of a strategic property in Belfast city centre and provided an update on the Assembly Rooms.

            The Committee:

                            i.          Agreed that a conditional offer be made to acquire the city centre property referenced in the report on the basis as outlined and, subject to the offer being accepted by the vendor, to acquire the property on terms to be agreed by the City Solicitor and the Director City Regeneration and Development; and noted that completion of any acquisition would be subject to title/legal due diligence.  

                          ii.          Noted that, if the Council acquired the property, a further detailed report would be brought back on the future use proposals for the property.

                         iii.          Noted the update in relation to the Assembly Rooms and that a without prejudice /conditional offer for acquisition is being made to the owners based on a valuation undertaken by LPS.

            The Committee was reminded that, at its meeting held on 19th April, 2024, it had agreed to write to the Minister for Communities requesting that the Local Government (Remote Meetings) Regulations (NI) 2024 be brought forward as quickly as possible.

            The Committee was advised that a response had been received from Mr. Anthony Carleton, Director Local Government and Housing Regulation, Department for Communities.

            In his response he advises “the Minister is committed to bringing forward these regulations, within as short a timeframe as possible, using enabling powers in the Local Government (Meetings and Performance) Act (NI) 2021.

            These regulations will be subject to the draft affirmative procedure in the Assembly which means that, once they are finalised and laid in the Assembly, a motion to approve them must be tabled, and considered in plenary session of the Assembly.

            It is the intention of the Minister to have these regulations made, subject to Assembly approval, before the Assembly summer recess.”

Noted.

            The Committee noted the Local Government Commissioner for Standards Annual Report for 2022/23.

            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 present and seek approval of the proposed changes to the current approach to elected member development.

2.0       Recommendations

2.1       The committee is requested to:

·        Approve the implementation of the proposed changes as set out below at 3.4.

3.0       Main report

3.1       The current approach to elected member development was developed by a ‘task and finish’ Elected Member Development Working Group and was agreed by the SP&R committee on 24 March 2017.

3.2       At its meeting on 22 September 2023, the committee agreed that the current approach should be reviewed via engagement with party group leaders. The Corporate HR team carried out a desk top review of the framework documents and presented the following proposed changes to Party Group Leaders Consultative Forum for further engagement and consideration within their parties. 

3.3       In addition, all members were invited to attend a briefing on the changes on 24 April 2024.

3.4       Summary of proposed changes

            The proposed changes to the Member Development process are summarised as follows:-

1.      A new Elected Member Development Strategic Framework document bringing together all the processes involved.

2.      Reformatted Members Role Profiles (content remains unchanged)

3.      Reformatted Members Knowledge & Skills Framework now including a contents page and two new additional political skills to align with LGA/NILGA frameworks: Digital Technology and Resilience & Wellbeing

4.      The revised Personal Development Planning (PDP) process proposes that carrying out a self-assessment against the Knowledge and Skills Framework and Role Profiles becomes a recommended element of the process, rather than mandatory element.

·        All members will now automatically be invited to a PDP meeting with Corporate HR to help encourage take up of the PDP process, with review meetings also scheduled on a regular basis once the PDP has been completed.  Assistance from an external facilitator remains optional.

5.      New PDP Template

·        Personal reflection section has been removed.

·        Now includes a summary of learning and development received to date (Corporate HR will pre-populate with any previous BCC learning and development activity)

·        Self-assessment is aligned directly to Knowledge & Skills Framework, descriptors have been removed to shorten document (asking members to refer to full Framework and Role Profiles for full descriptor detail.)

6.      Change to the Personal Member Development Budget

·        Annual amount  for the PDP budget to remain at £730 however going forward members will be able to  access the full four  years of PDP budget (£2920) at any time over the four year Council term - or part thereof.  Members should note that if a member leaves the council and has used all or part of their 4 year budget, any co-opted member will only have access to the remaining allocation of the leaving member.

·        It is proposed that degree type qualifications now be included as an option given that the full four-year budget allocation can be used at any time during the council term.

3.5       Further detail on the proposed changes  ...  view the full minutes text for item 4b

            The Director of Dity and Organisational Strategy submitted for the Committee’s consideration the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The purpose of this report is to update members on the findings of the public consultation on the draft performance improvement objectives and to present the draft Performance Improvement Plan (PIP) 2024-25 for Committee approval and publication.   

2.0       Recommendations

2.1         The Committee is asked to:

i.       approve the draft Performance Improvement Plan (PIP) 2024-25 attached in Appendix 1 and authorise its publication on the council’s website by the statutory deadline of 30 June 2024, subject to formal ratification by council on the 1 July 2024.

3.0       Main report

            Background

3.1       Members will be aware that the council has a statutory duty to consult residents on proposed improvement objectives and to develop an annual PIP, which must be published by the 30 June each year. The PIP identifies the agreed improvement objectives for the year ahead and the actions to be undertaken to achieve them. The PIP doesn’t represent everything that the council plans to do, but focuses on a set of key improvement objectives, as informed by the evidence base and consultation and engagement feedback.

3.2       The performance improvement objectives are aligned to the key themes and priorities identified within the new refresh of the Belfast Agenda and the emerging draft Corporate Plan.  This provides a balanced approach to identifying improvement objectives that contribute to improving services, council functions and the quality of life for residents and communities. Members should also note that the council’s strategic and collective partnership commitments to deliver shared city outcomes for the citizens of Belfast and the continuous improvement of internal organisational priorities will continue to be delivered and enhanced as part of the Corporate Plan and the Belfast Agenda.

            Consultation exercise and findings

3.3       In March, Members approved six draft improvement objectives, which were issued for public consultation. In April 2024, we commenced a public consultation process over an 8 - week period and received 92 responses, more than double the responses from last year.  In assessing the findings of the consultation, it should be noted that:

·        broad consensus across a majority of respondents supporting the improvement objectives.

·        the highest level of 89% was received from respondents who strongly agreed or agreed with ‘Our people and communities’ improvement objective based on supporting our residents to become healthier and engaged.

·        the lowest of level of 76% was received from respondents who strong agreed or agreed with ‘Our economy’ improvement objective based on helping business start-ups and growth and creating opportunities for more and better jobs and employment and encouraging inclusive growth. 

3.4       In seeking feedback on other improvement suggestions for the consideration of council, 55 qualitative comments were received. Appendix 2 sets out a high-level assessment of the consultation findings including a recommended council response and action on how the proposed changes will be taken forward. 

3.5       In response to feedback received in relation to the need to provide more  ...  view the full minutes text for item 5a

The Committee considered the following report which had been submitted by the Deputy Chief Executive/Director of Corporate Services:

“1.0      Purpose of Report

1.1       To update Members on City Innovation initiatives and to seek approval on a number of key projects developing over the next few months.

2.0       Recommendations

2.1       The Committee is asked to:

1.      Note Belfast City Council’s participation in the Ulster University’s ‘Digital Healthcare Technology Accelerator’ bid to EPSRC, and to approve officer involvement in the design phase, (subject to a successful bid). And note that a further update on a successful bid would be presented in September.

2.      To note the success of the Lord Mayor’s Innovation Twins mission to South Korea and to approve the issuing of an invitation to the mayor of Sejong to visit Belfast in May 2025.

3.      Members are asked to approve acceptance of a further £50,000 from Connected Places Catapult to support work on the Innovation Twins programme including preparation for the Mayor’s visit through to March 2026.

4.      To note Innovation City Belfast’s participation at the Smart Cities World Congress in November 2024. Members are asked to approve attendance by a small number of officers to support work on the Sejong Innovation Twins, ICB, engagement on City Deal opportunities, and the current Belfast 5G Innovation regions programme.

3.0       Main report

3.1       The Smart Belfast urban innovation programme encourages collaboration on digital innovation projects between government, industry, SMEs, academia and communities. The aim is to harness innovation to address public policy challenges, while at the same time encouraging greater investment in innovation to stimulate economic growth. The following initiatives seek to contribute to both these aims:

3.2       (1) Belfast Digital Healthcare Technology Accelerator

            Ulster University and University College London have submitted a £2 million bid to the Engineering and Physical Sciences Research Council (EPSRC) to establish a Belfast-based ‘Digital Healthcare Technology Accelerator’ that will build capacity amongst the city’s digital health tech companies by encouraging more collaboration with university researchers, clinicians and industry. The accelerator is also committed to a place-based approach that seeks to have positive health outcomes for local communities.

3.3       The Life and Health Science sector is important to the local economy, contributing 25% to the region’s entire economic output. The sector grew by 75% between 2019 and 2022 and now has 170 companies employing over 20,000 people. It’s a sector dominated by Innovation Driven Enterprises (IDEs) and is responsible for 75% of all of the region’s university spin-out companies. The Accelerator aims to build on this success by meeting the innovation needs of these IDEs and spin-outs.

3.4       Members had previously approved an in-principle Council commitment to the programme in the form of in-kind staff time to the value of £100,000 over four years. There is also potential for Belfast Region City Deal partners to develop a complementary funding proposal to encourage the wider participation of start-ups and IDEs.

3.5       The Ulster University bid has now been shortlisted by EPSRC for final consideration, with a decision on  ...  view the full minutes text for item 5b

            The Committee considered the following report which provided an update on the Hardship Programme 2023/24:

“1.0      Purpose of Report

1.1       The purpose of this report is to update Members on the implementation of the 2023/24 Hardship Programme, which seeks to help alleviate the impact of poverty and the cost-of-living on vulnerable people across the city, and to provide an update on the budget position for a 2024/25 programme.

2.0       Recommendations

2.1       The Committee is asked to:

i.       note the contents of this report including the update on the implementation and impact of the 2023/24 Hardship Programme;

ii.      consider the current budget position in relation to the development and delivery of a Hardship Programme in 2024/25, which seeks to support those most impacted by poverty and the cost-of-living crisis; and

iii.    consider and agree the proposed funding framework to be adopted to support the implementation of a Hardship Programme in 2024/25 (subject to the availability of funding).

3.0       Main Report

3.1       Members will be aware that the Council agreed, at its meeting in December 2023, the implementation of a £1,018,790 hardship scheme for the 2023/2024 financial year. The programme was funded through £724,600 provided by the Department for Communities, and £294,190 from Covid Support Grant underspends.

3.2       Members agreed that the hardship scheme would provide support and assistance to a range of cohorts including children and families, vulnerable individuals and families in emergency need and to enhancing the capacity of existing and high-impact support programmes. The design of the programme was based on the lessons learnt from previous schemes as well as discussions with the Members’ Cost of Living Working Group and service providers in relation to potential areas of greatest need and impact from any such funding.

            Implementing 2023/24 Hardship Programme

3.3       The delivery of the hardship programme ended on 31 March 2024. Appendix 1 provides a high-level progress update and what has been achieved through the intensive work by our delivery partners.  It should be noted that the delivery partners attended and presented to a recent meeting of the Members’ Cost-of-Living Working Group to provide members with an insight into the demand for and impact of the funding. A copy of the slide-deck is attached at Appendix 2 for information. In summary, key delivery highlights include:  

·        121 schools supported across the city have designed projects to support children through food projects, help with uniform/stationary costs or period poverty initiatives, with over 21,000 children supported (28 schools still to provide returns – so this number will increase)

·        23 community day care providers delivered 16,042 hot nutritious meals to 1,187 children

·        Save the Children provided support to 913 individuals through their early years grants programme

·        Family support hubs have supported 1,271 families

·        St. Vincent de Paul have supported 3,398 people in emergency need

·        Trussell Trust have supported 4,514 people through 3 food banks

·        Fareshare have distributed over 37 tonnes of food to their network of community food banks

·        NEA have supported 625 households through the Warm & Well programme

·        Age NI  ...  view the full minutes text for item 5c

            The Committee was reminded that initial proposals on an apprenticeship programme had been presented for its consideration in February and it was agreed agreed that a further report be submitted detailing how the proposals could be financed. Subsequently, at its meeting in March 2024, the Committee approved funding for two apprentices 2024/25 from realignment of specified reserves, with the costs for future years to be incorporated into the medium-term financial plan.

            Two apprenticeship opportunities had been approved: one in Fleet Services and one in Digital Services. The report detailed approximate salary and training costs for the two posts of £77,000 per full year (around £45,000 for 24/25 by the time the posts are recruited).

            The proposed costings were based on a higher-level Digital Services apprenticeship (level 4 – 7).  Having had detailed engagement with Belfast Met, the Head of Digital Services has determined that a Level 3 apprenticeship better meets the needs of the service. Accordingly, the revised indicative salary costs are set out below, which shows the reduction in annual salary costs of around £10,000.

            Following further discussion with City and Neighbourhood Services, the department had advised that, based on previous experience, recruiting 2 apprentices to work alongside each other, increases learning and the support provided by a “buddy” to each other, and can also increase the chances of an apprentice completing the training programme. Peer support for the Digital Services apprenticeship will be provided by the service’s two industrial placement students.

            The revised annual cost of 2 Fleet Technician and one Digital Service’s apprentice was approximately £99,000, that was around £61,000 for the 2024/25 financial year. The Director of Finance had confirmed that an additional cost of £16,000 could be funded from, firstly, in year underspends, if available, or re-alignment of specified reserves.  As proposed previously, costs for future years would be incorporated into the medium-term financial plan.  Therefore, the Committee was being asked to approve the recruitment of an additional Fleet Technician apprentice.

            The Committee noted the update provided and approved a third apprenticeship opportunity.

            The Committee considered a report which sought approval to sponsor the Diversity Mark Summit 2024 which was taking place at Titanic Belfast on 8th October, 2024.

            The Council was one of the founding signatory organisations to the Gender Diversity Charter in 2017.  Now known as “Diversity Mark”, this membership organisation provides support to employers to make and demonstrate progressive improvement in creating an inclusive and diverse workplace. The Council currently holds Silver Accreditation and works closely with Diversity Mark on a number of initiatives and forums aimed at sharing and promoting equality, diversity and inclusion best practice.

            The Committee agreed to provide sponsorship in the sum of £2000 which would be met from the existing Organisational Development budget.

            The Committee considered the undernoted 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 includes a review of recently completed and underway physical projects, along with requests for approvals relating to the Capital Programme.

2.0       Recommendations

2.1       The Committee is asked to:

·        Physical Programme Half Year Update - note the overall update on projects that have been completed recently and projects currently under construction at 3.1 to 3.5 below and in Appendix 1; and that the Property & Projects Department is happy to arrange a site visit to any projects that have been completed or are underway.

·        RICS Awards – note that two Council projects recently won prestigious NI RICS Awards  in the Heritage category for Templemore Baths and also for St. Comgall’s in the Refurbishment category and will now go on to compete in the National Finals in London in October.  Approval is sought for the Chair of the SP&R Committee or their nominee along with a senior officer to attend the awards in October.

·        Capital Programme –

o   HWRCs & Civic Amenity Sites – Containers (Skips and Compactors) – Note that a satisfactory tender return has been received and that the Director of Finance has confirmed that this project is within the affordability limits of the Council and agree that a maximum of £675,000 be allocated.

o   IT Programme – C&NS Case Management Solution – Agree that the project is 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.

3.0       Main report

            Key Issues

3.1       Physical Programme Half Year Update

            Members are aware of the scale of the Council’s Physical Programme via a range of internal and external funding streams. Members are advised that the Property & Projects Department is happy to arrange a site visit to any projects that have been completed or are underway. Below is a brief summary of projects completed since February, as well as a sample of projects currently underway.

3.2       Awards and recognition

            Two of the Council’s recently completed capital projects have been successful at the prestigious Royal Institution of Chartered Surveyors (RICS) Awards held on 21 May – winning in the Heritage category for Templemore Baths and also for St. Comgall’s in the Refurbishment category. The awards recognise and celebrate the most inspirational initiatives and developments across the UK and  ...  view the full minutes text for item 6a

The Committee:

i)                 Land at Orchardville Crescent – Disposal

            approved the disposal of lands at the rear of houses 20 to 56 Orchardville Crescent to the adjoining homeowners.

ii)               Land at Ladybrook Park – Disposal

            approved the disposal of lands at the rear of houses 26 to 40 Ladybrook Park to the adjoining homeowners.

iii)             Retail Unit at Belfast Castle – New Lease

            approved a new 6-year lease of the vacant basement level retail unit.

iv)             Benview Community Centre – New Licence

            approved a new 1-year licence agreement for the use of a portion of Benview Community Centre as a play centre and for use of storage container.  

v)               Cregagh Youth and Community Centre – New Licence

            approved a new licence to Irish Rugby Football Union (Ulster Branch) for their occasional use of the overflow parking area adjacent to Cregagh Youth and Community Centre.

vi)             Cliftonville Playing Fields – Disposal of land to rear of 13 Glenard Brook

            approved the assignment of BCC’s long leasehold interest in a portion of land that has been encroached on to the rear of 13 Glenard Brook.

vii)            North Foreshore – Financial Provisions

            noted that the Council would enter into a performance deed with the Northern Ireland Environment Agency to document revised financial provisions required under North Foreshore Waste Management Licence.

viii)          North Foreshore – Licence to Occupy

            approved the Council entering into a licence to occupy with Renewable Power Systems and Dargan Road Biogas Limited.

ix)             Brook Leisure Centre – Licence Agreement

            approved a licence agreement with Colin Gaels Gaelic Athletic Club to install and position a storage container at Brook Leisure Centre.

            The Committee approved and adopted the minutes of the meetings of the West AWG - 22 May, North AWG - 28 May, West AWG (special) - 5 June, East AWG of 6 June and South AWG (special) - 10 June 2024, including the following:

Members of the West AWG agreed to recommend the following allocations for the additional £93,878 for West Belfast under NRF:

-        £37,058 to Michael Davitt's GAC - Michael Davitt's Community Heritage Centre

-        £37,058 to Glór na Móna - Croí na Carraige - 'The Heart of the Rock' Phase 1; and;

-        £19,762 (Shankill) to be retained as a contingency for the Shankill projects.

            #In considering the minutes of the South Area Working Group of 20th May, it was

            Moved by Councillor Beattie,

            Seconded by Councillor RM Donnelly,

            That the minutes be approved and adopted, subject to the amendment of the minute under the heading Physical Programme Update to provide that the additional Neighbourhood Regeneration Funding of £53,893 be allocated to the Solas New Build Project.

            On a recorded vote, ten Members voted for the proposal and four against and it was declared carried:

            The Strategic Director of City and Neighbourhood Services reminded the Members that work was ongoing to progress the Belfast Pitches Strategy. A report outlining the background to the need for development of the Strategy, an indicative timeline for commissioning and an overview of the Terms of Reference had been presented to People and Communities Committee in August 2023.  It was expected that a draft strategy would be presented to Committee in March 2025.

            As part of that work and in the interim period of producing the Pitches Strategy, officers were committed to continuing to work on an area-by-area basis to identify, agree and secure quick wins at our existing sites.

            Following confirmation of a recurring budget of £500,000 for pitch improvements, officers had identified the following facilities and associated works for immediate progression in the 24/25 financial year:

·        North - Mallusk Playing Fields

      The creation of an additional two full-size GAA pitches to include all relevant GAA posts, ball stops, nets and including the conversion of a shale area to grass.  This would create a total of four full size GAA pitches at that site.  A planning application had been submitted and it was expected that this work would be completed by February 2025;

·        East - Henry Jones Playing Fields

      Work was underway to install ball stops and spectator fencing at this GAA pitch.  A planning application had been submitted and work was expected to be completed by February 2025;

·        West - Falls Park

      Installation of ball stop netting for the GAA pitch. Recommended for approval by planning on 18th June with work expected to be completed by September 2024;

·        South - Strangford Ave Playing Fields

      Work was underway to convert one full-size soccer pitch into three small-sized soccer pitches and to reinstate a second disused full-size soccer pitch. This would maximise soccer provision at this site and cater for the displacement of SBYL soccer from Mallusk Playing Fields. This work would be completed by September 2024.

            Further scoping work was underway at all existing sites to create a stand-by list of ready to go projects as and when budget becomes available. Further details would be brought to committee in due course.

            In addition to these infrastructure improvements at Council facilities, officers were also working to identify partnership opportunities to secure community access to facilities owned by the Education Authority or by other sporting clubs. Work was ongoing in this regard, with a number of exploratory conversations and site visits underway.

            As part of that work, an opportunity to secure the continued use of Ashfield Boys’ High School as an intermediate soccer pitch for St Matthew’s FC had arisen at a cost of £30,000 per annum.  The Committee was therefore asked to consider this funding request which would be met from the pitches budget.

            The Committee noted the update on improvements to pitches across the city, granted approval of £30,000 to be met from the pitches budget to secure the use of Ashfield Boys’ High School as an intermediate soccer  ...  view the full minutes text for item 6d

            The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The Audit and Risk Panel is constituted as a working group of the Strategic Policy and Resources Committee.  The purpose of the Panel is to provide an independent assurance on the adequacy of the Council’s risk management framework and associated control environment.  The Panel also oversees the Council’s financial reporting process. 

1.2       The purpose of this report is twofold:

·        To provide a summary to Committee of the key issues that have been considered and discussed by the Panel during the 2023/24 financial year, the assurances received and the areas requiring attention. 

·        To present the Annual Governance Statement for 23/24 for consideration and inclusion in the unaudited statement of accounts which will be certified by the Chief Finance Officer by 30th June 2024 and then subject to NIAO audit.  The Statement has been considered by the Audit and Risk Panel and must be approved by the Chair of Strategic Policy and Resources Committee and the Chief Executive.

2.0       Recommendations

2.1       The Committee is asked to:

·        Note the summary of the work of the Panel during 2023/24 as set out at Section 3.

·        Review and approve the draft Annual Governance Statement for 2023/24 at Appendix A and, in particular, the disclosure of the significant governance issues contained in the statement.

·        Note the minutes of the meeting of the Audit and Risk Panel on 4 June 2024 at Appendix B.

3.0       Main report

            Key Issues

            Summary of the work of the Audit and Risk Panel in 2023/24

3.1       In March 2023 the Panel approved the internal audit strategy and plan for the 2023/24 year.  The plan was designed to allow AGRS to provide independent assurance over the following areas:

·        Key financial systems / income generating activity

·        Key programmes / projects

·        Corporate priorities

·        Management of key corporate risks

·        Meeting external grant funding requirements

·        Governance arrangements

3.2       During 2023/24, the Panel met four times on a hybrid basis.  At these meetings the Panel  considered progress reports on delivery of audit plan and issues arising from audit activity, including the findings, assurance levels and recommendations arising from audit work and the progress being made to implement audit recommendations.  It also received regular updates on:

·        the Council’s financial position, as set out in its financial statements

·        reports from the Council’s external auditors

·        risk management

·        business continuity

·        fraud, financial irregularity and whistleblowing / raising concerns investigations

·        governance related matters

·        financial control

·        health and safety

·        performance management

·        staff attendance.

3.3       The key assurances that the Panel received are as follows:

·        the Council’s financial statements and annual governance statement, as prepared by the Director of Finance and their team; this provided a management assurance on the Council’s financial position

·        the audited accounts and the associated external audit annual letters for 2022/23 (providing an opinion on the accounts) and report to those charged with governance (setting out control issues arising from the annual external audit), as prepared and presented by the Northern Ireland Audit  ...  view the full minutes text for item 7a

            The Committee was advised that the Council had, since 2002, participated in the Tri-Cities Golf Event between Belfast, Dublin and Edinburgh.   The event rotated around each of the three cities on an annual basis, with the 2024 event set to take place in Belfast.

            The Tri-Cities Golf Event originated from a city network named “Cities of the Isles”.  The Golf Event was developed to establish strong social capital networks across the cities alongside opportunities for networking, collaboration and engagement on a range of shared challenges.

            The golf competition was between representatives of each Council’s Senior Management Teams, or their deputies, and elected members from each of the city councils.  The teams all travel at their own expense and meet their own accommodation costs.  No subsequent allowance or expenses of any kind are paid to any of the participants.  Each year the host city meets the costs of the green fees for the visitors and a meal in the clubhouse after the match.  The anticipated costs of hosting the event were approximately £4,500 provided from existing revenue budgets.

            The event dates are 5th – 6th September, with the first day of the tournament taking place at Belvoir Park Golf Club and the second at Dunmurry Golf Club.

            The Committee agreed to host the event to include Hospitality by the Lord Mayor.

            The Committee:

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

·        approved the award of Single Tender Actions 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

·        approved Contracts awarded by Arc 21 on behalf of the Council (Table 3):

Table 1: Competitive Tenders

Table 2: Single Tender Actions

Table 3: Modification to Contract

Table 4: Contracts awarded by Arc 21 on behalf of the Council  

            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 Committee of two requests for support as follows:

1.      A request from the Belfast Hills Partnership for an increase in the level of funding support from Council

2.      A request for support for the provision of toilet facilities at Fullerton Park on 12th July from the County Antrim Grand Orange Lodge  

2.0       Recommendations

2.1       Committee is asked to consider the requests as detailed below.

3.0       Main report

3.1       Belfast Hills Partnership

            Members may be aware that a report was presented to the June 2024 meeting of People and Communities Committee outlining a request for additional funding support from Belfast Hills Partnership (attached at Appendix 1). Given the associated financial implications, it was agreed that the request would be presented to Strategic Policy and Resources Committee for decision.

3.2       Since its inception in 2005, Belfast City Council has been a key partner within the Belfast Hills Partnership.  This funding has enabled the organisation to grow and develop from a small team of three individuals to today’s team which consists of 6 full time members of staff and 9 part time staff bodies which allows the partnership to deliver a wide range of programmes within the Belfast City Council area including:

·        Habitat & species surveys & improvements

·        Environment education for young people

·        Volunteering opportunities

·        Addressing anti-social behaviour including fly tipping and wildfires

·        Tree propagation & planting

·        Community support & engagement

·        Information provision

·        Health walks

3.3       The April 2011 meeting of the former Parks and Leisure Committee approved an annual funding allocation to the Belfast Hills Partnership of £36,900 which has since been included in revenue budgets.

3.4       The Belfast Hills Partnership have highlighted consistent rising costs, which they advise they have tried to absorb internally by seeking to cut costs where possible – however, they are now in a position of seeking support from funding partners to continue delivering their services.  Whilst NIEA have confirmed that they will increase their funding to BHP by 37%, the Partnership is approaching their Council partners to seek additional funding.

3.5       Antrim and Newtownabbey Borough Council and Lisburn and Castlereagh City Council have confirmed that they have agreed an increase of 30% on current funding.  It should be noted that each council provides funding in proportion to the land area owned by each Council within the Belfast Hill’s Area and this arrangement will continue with these latest funding revisions.

3.6       The Belfast Hills Partnership currently receives £36,900 from Belfast City Council and have requested an increase of 30% (£11,070) to £47,970.

            Request from Co Antrim Grand Orange Lodge

3.7       A request has been received from the County Antrim Grand Orange Lodge for support in providing portable toilets at Fullerton Park at the annual Twelfth of July event. Following discussion at the Party Leaders’ Consultative Forum meeting held on 13 June 2024, it was agreed that the request would be presented to Strategic Policy and Resources Committee  ...  view the full minutes text for item 7d

            The Committee approved and adopted the minutes and recommendations from the Shared City Partnership Meeting held on 10th June 2024, including:

Presentation from Forward South Partnership –

Roma Hub and Feasibility Study - for notation

·        Copy of the presentation is included in Appendix 2 for members information.

Good Relations Verbal Update

·        The Good Relations Manager advised that officers were still not in receipt of a Letter of Offer from The Executive Office, also the Good Relations Manager informed members that Mears and the Home Office would not agree to present to SCP.  The Good Relation Manager suggested a meeting be convened with himself, the Director and relevant Senior Officials in The Executive Office.  Members agreed this approach.

Shared City Partnership – Terms of Reference

·        The Partnership agreed to recommend to the Strategic Policy and Resources Committee the updated Terms of Reference for the Shared City Partnership. 

PEACEPLUS – Theme 1.1 - Local Action Plan Update

·        The Partnership agreed to recommend to the Strategic Policy and Resources Committee that they note the contents of the report.

            The Committee noted that a draft response would be submitted to the August meeting.

            The Committee approved and adopted the minutes of the meeting of the Party Group Leaders’ Consultative Forum of 13th June.

            The Committee approved the recommendations as set out below:

            The Committee approved and adopted the minutes of the meeting of the City Hall/City Hall Grounds Installations Working Group of 22nd May.

            The Committee approved and adopted the minutes of the meeting of the Cost-of-Living Working Group of 6th June.

            The Committee approved and adopted the minutes of the meeting of the All-Party Working Group on the City Centre of 7th June.