Agenda and minutes

            Apologies for inability to attend were recorded on behalf of Councillors Michael Collins and Michelle Kelly.

            The minutes of the meeting of 9th March were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 1st April.

            Councillor Black declared an interest in respect of item 2 (c) in relation to the Update on the Community Provision Grant Funding Approach 2021/22, on the basis that she managed the Grosvenor Community Centre.  Councillor Verner also declared and interest in that she was an employee of the Greater Shankill Partnership.  Both Members left the meeting whilst the items was under consideration. 

            Councillor McAteer declared an interest in item 5 (b) Lagan Gateway Update in that she was the Belfast City Council representative on the Lagan Navigation Trust.

The Committee considered a number of requests from promoters seeking permission to use the Boucher Road Playing Fields and the Botanic Gardens to hold various events during specific dates throughout 2022, 2023 and 2024.

            Following consideration, the Committee:

(i)     granted authority for UP Productions to use the Boucher Road Playing Fields for the AVA Music Festival during September 2022, 2023 and 2024;

(ii)    granted authority for Aiken Promotions to use the Boucher Road Playing Fields for a number of agreed events during July 2022 and 2023 and for events during May, June and July 2024 and 2025;

(iii)  granted authority for Aiken to use the Botanic Gardens for a number of agreed events during May and June 2023 and 2024, 2025; 

(iv)  delegated authority to the Director of Neighbourhood Services to negotiate:

·     an appropriate fee which would take into consideration the costs to Council, aim to minimise any negative impact on the immediate area and take account of the potential wider benefit to the City economy, in conjunction with the Council’s Commercial Manager;

·     satisfactory terms and conditions of use via an appropriate legal agreement to be prepared by the City Solicitor, including managing final booking confirmation dates and flexibility around ‘set up’ and take down’ periods, and booking amendments, subject to;

o   the promoter resolving any operational issues to the Council’s satisfaction;

o   the promoter meeting all the statutory requirements of the Planning and Building Control Service, including the terms and conditions of the Park’s Entertainment Licence; and

o   a review clause, which would allow for consideration of any issues during the previous events, prior to any authorisation for future years.

(v)   noted that the above recommendations 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 progressed in conjunction with the Council’s Commercial Team.

            The Committee considered a request seeking permission to film using a SUA (Small Unmanned Aircraft/Drone) at the Mary Peters Track.

            The Committee was advised that, in the absence of the Council having an agreed Drone Policy, this request required Committee approval.

            The Committee approved the request from Greg Campbell, Civil Engineering LtdSkytask Aerial Imaging to film the Belfast Milers Meet (Athletics Event) using a SUA at the Mary Peters Track on 29th May, 2021 from 8.00 am to 6.00 pm, subject to the completion of the appropriate Event Management Plans and satisfactory terms being agreed by the Director of City and Neighbourhood Services and on the condition that the event organisers:

·        resolve all operational issues to the Council’s satisfaction;

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

·        adhere to Government Covid19 Regulations in place at the time of the event.

            The Committee considered a detailed report which provided an update in regard to the proposed Community Grant Funding Approach for 2021/22.  The Director of Neighbourhood Services provided a comprehensive update in respect of each of the following areas of funding, along with proposed funding approach and key objectives of each of the specific community funds:

·        Community Capacity and Community Buildings Revenue Grants;

·        Advice Grants;

·        Project/Activity Grants - COVID-19 Community Support Funding Stream (Micro and Medium Grants);

·        Independently Managed Community Centres and Service Level Agreements;

·        Strategic Area Based and Strategic Thematic Grant Funding; and

·        Department for Communities Food and Essential Supplies Transition Fund.

            Several Members expressed concern at the lack of capacity within certain communities which were deemed to have a weak community infrastructure and sought an assurance that assistance would be provided to these communities.  The Director advised that a further report would be submitted to a future meeting which would give consideration in regard to future capacity building within communities.

            Following consideration, the Committee:

(i)     agreed that six month Letters of Offer for 2021/22 be issued to all existing recipients of the Council’s Community Capacity and Community Buildings Revenue Grants at an approximate value of 50% of their 2020/21 grant allocation; 

(ii)    agreed that six month Letters of Offer for 2021/22 be issued to each of the five Advice Consortia at an approximate value of 50% of their 2020/21 grant allocation;

(iii)  approved the Micro and Medium Grant Scheme 2021/22 grant approach, initially at the budgets specified;

(iv)  agreed that six month Letters of Offer for 2021/22 be issued to each of the Independently Managed Centres and SLA’s at an approximate value of 50% of their 2020/21 grant allocation; and

(v)   delegated authority to the Director (Operational) City and Neighbourhood Services to:

·        accept additional funding and, subject to demand and criteria of external funders, extend the indicative budgets/list of grant priorities;

·        pause and re-open the micro grant programme as needed, based on demand and available budget; and

·        issue Letters of Offer for all micro/medium grants under the existing scheme of delegation.

            The Committee was reminded that, at its meeting on 9th February, it had been agreed that the Council would write to the Communities Minister to highlight the Committee’s concern in relation to the future funding for advice services. She drew the Members’ attention to the response that had been received on behalf of Minister Hargey.

            The response advised that the Department allocated more than £6.4m annually to support Advice Services, including debt advice and help with benefit appeals. Most of this funding was allocated to Councils through the Community Support Fund.  It went on to state that the draft 2021/22 budget presented very significant challenges for the Executive and across all departments.  That said the Minister had a very clear public commitment to the work of the independent advice sector and the need to continue these services, particularly for those who were going through welfare changes.

            It concluded by stating that the Minister had advised the Assembly that she would find the required funding in the budget in the new financial year.

            The Committee noted the response and agreed to write a further letter to the Department for Communities to seek an update on the Council’s allocation under the Community Support Programme for the current financial year. 

            The Democratic Services Officer reminded the Members that, at its meeting on 9th March, it had agreed that it would write to the Department for Communities and Department of Finance regarding the motion passed by the Council to outline concerns in regard to application fees in the private rented sector and to pledge the Council’s support for regulation of the sector which had been proposed by Councillor Flynn and seconded by Councillor Kyle.  She drew the Members’ attention to the responses that had been received.

            The Department for Communities (DfC) had advised that the court ruling referred to was based on Department of Finance legislation - The Commission on Disposals of Land (Northern Ireland) Order 1986. This legislation prohibited letting agents from charging a tenant any fee for a service that should be paid by the landlord. It stated that the Department welcomes the protection this provides to private tenants, and advises that steps had been taken to advise those living in the sector of their rights under the Department of Finance legislation.

            The correspondence also referred to the 2017 Review of the Role and Regulation of the Private Rented Sector which had examined the broader issue of introducing a regulatory framework for all letting agents. It stated that the Minister had recently recommitted to this work and that the Department would pursue this objective in the longer term.

            The Finance Minister had advised that his Department had responsibility for substantive land law matters and in the absence of specific legislation relating to letting agent fees, tenants had been able to rely on the provisions of the Commission on Disposals of Land (NI) Order 1986. He detailed that those provisions highlighted a general rule of land law that the buyer (or tenant) was not liable to fees that should be paid for by the seller (or landlord). With this in my mind, he advised that he, along with the Communities Minister, had issued correspondence to remind such agents of the law in relation to such fees. He stated that he was disappointed that there was evidence of continuing practice by agents in charging fees that have been ruled unlawful by the courts.

            He noted that further targeted action might be required, including steps to regulate letting agents, and advised that Department of Finance officials would liaise further with officials in the Communities Department in the context of that Department’s remit over the

private rented sector.

            Councillor Flynn asked for his disappointment in the responses to be noted.

                                                                                                                                           Noted.

            The Committee was reminded that, at its meeting on 9th March, it had agreed that the Council write to the Communities Minister to request that any underspend in funding for the Affordable Warmth Scheme (AWS) in 2020-2021 be ring-fenced for the use of the scheme and carried over into the next financial year.

            The Democratic Services Officer drew the Members’ attention to a response that had been received on behalf of Minister Hargey.

            The correspondence advised that, under current budgeting rules, the Department did not have year-end flexibility and therefore any funding not used before the end of March 2020 would be lost to the Department. It went on to state that the Department would, however, aim to minimise any reduced requirements and seek to use these elsewhere within the Department, where budget rules permitted.

            The Committee was also advised that Mr. David Polley, Director Housing Supply Policy, had agreed to attend a future meeting of the People and Committees Committee to further discuss the AWS, following an invitation extended to him after the February meeting of the Committee.

            The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1             To update Committee on the agreement at the Strategic Policy and Resources Committee that all Standing Committees will receive a quarterly update on the Notices of Motion they are responsible for and to provide the first quarterly update for People and Communities Committee.

2.0       Recommendations

2.1       It is recommended that the People and Communities Committee:

·        Notes the process for reporting Notices of Motion through Standing Committees agreed by the Strategic Policy and Resources Committee and outlined in paragraphs 3.1 to 3.3;

·        Notes the updates to all Notices of Motion that P&C Committee is responsible for as referenced in the Appendix 1 which is attached to the report; and

·        Agree to the closure of 24 Notices of Motion, noted in paragraph 3.7 below.

3.0       Main report

3.0       Background

3.1       At the Strategic Policy and Resources Committee on 25th October 2019, the following Notice of Motion was agreed:

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

1. Date received

2. Notice of motion title

3. Submitted by which Councillor

4. Council meeting date

5. Committee motion is referred to

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

7. Month it will be reported back to committee

8. Other action to be taken.’

3.2       As a first step, officers undertook a review of existing Notices of Motion to ensure any that had been completed could be reported to Committee as closed before commencing the live database.  This review was undertaken in 2020 and recommendations were brought to the November Strategic Policy and Resources Committee Committee to close 69 Notices of Motion. 

3.3       The remaining Notices of motion were added to a new database alongside all subsequent Notices of Motion to enable quarterly reporting to the relevant Standing Committee.  This is the first of the quarterly updates for People and Communities Committee showing 52 currently active Notices of Motion and Issues Raised in Advance which this Committee is responsible for.

            Notice of Motion Updates

3.4       People and Communities Committee is asked to note that, given the current pressures in responding to the pandemic, it has been difficult to afford the usual time towards progressing Notices of Motion.  Nevertheless, there has been progress on a number of Notices of Motion. 

3.5       Likewise, given the nature of remote working at present, it has proven more difficult than usual to coordinate the updates across all departments.  Members will note that estimated completion dates and Next Steps require further updates – these will be progressed and reported back at the next quarterly update.

            Closure of Notices of Motion and Issues Raised in Advance

3.6       At the Strategic Policy and Resources Committee Committee on 20th November, it was agreed that  ...  view the full minutes text for item 12.

The Committee was advised that Department of Agriculture, Environment and Rural Affairs (DAERA) was currently undertaking a consultation exercise on the ‘Provision of access for outdoor recreation in Northern Ireland’. The closing date for responses was 29th March, but the Council had obtained an extension from DAERA to enable the draft response to be considered by the Committee.

            He advised that the consultation provided an opportunity for the Council to highlight its position on the following three pieces of legislation:

·        The Access to the Countryside Order (Northern Ireland) 1983;

·        The Nature Conservation and Amenity Lands (Northern Ireland) Order 1985; and

·        The Recreation and Youth Services (Northern Ireland) Order 1986

            The Director advised that the input on the draft response had been sought from relevant officers who had considered current provision, current legislation along with future potential opportunities and he drew the Members’ attention to the final document which was available here 

            Following a query from a Member, the Director confirmed that the consultation was not considering the overall ‘Right to Roam’.

            The Committee endorsed the draft consultation response in relation to the Provision of access for outdoor recreation in Northern Ireland to DAERA.

The Committee considered the following report:

“1.0      Purpose of Report or Summary of main Issues

1.1             To update Members about the Lagan Gateway project and particularly about future management arrangements of the navigation lock and artwork on the bridge piers combined with UK Youth for Nature campaign.

2.0       Recommendations

2.1       The Committee is asked to:

·        agree to explore the option of entering a Service Level Agreement or similar with the Lagan Navigation Trust to operate and manage the navigation lock and associated areas after completion of the project

·        agree to develop an art piece on the bridge piers as part of the UK Youth for Nature high-profile national campaign (involving more than 10 UK cities)

3.0       Main Report

3.1       Background

            The Lagan Gateway project proposes a number of structural improvements and development works at Stranmillis including the development of a navigation lock, an iconic foot and cycle bridge, the refurbishment of the existing weir and high quality landscaping with associated path connections. The project will create a connection both on the water and on land by building a navigation lock and a pedestrian/cycle bridge.

            The key objectives identified for the Lagan Gateway are:

·        improve the navigation of the Lagan and create a gateway to Lagan Valley Regional Park and beyond

·        improve the access, safety and quality of green and open space around the Lagan

·        increase the pedestrian and cycle facilities and links into Belvoir Forest Park

·        improve health and well-being through providing a better living environment and enhanced exercise and recreation opportunities, accessible by all

·        realise the potential of the Lagan and its surroundings as an asset for current and future generations

            The project will result in improving connectivity and linkages in the area and improve biodiversity and natural habitats (removal of contaminated soil and invasive species etc). The area is partly a heritage site and the project will aim to educate and inform visitors of its significant economic and environmental history. The proposed Greenway connection will ease the pressure on the existing towpath on the Stranmillis side; the new Greenway connection will take a high number of users from the towpath and bring them onto the other side of the Lagan and into Belvoir Forest Park, which is underused.

            The total investment in the project is £5.2m, with £2.15m coming from the Council’s Belfast Investment Fund. Other partners are Ulster Garden Villages, Department for Communities, Department for Infrastructure Rivers, the Department for Infrastructure and the Lagan Navigation Trust. Other partners are Ulster Garden Villages, Department for Communities, Department for Infrastructure Rivers, the Department for Infrastructure and the Lagan Navigation Trust.

            Phase 1 of the project is nearing its completion; the first section of the bridge has been lifted into place in February and the installation of the last bridge sections are planned for April 2021. The navigation lock will be completed in summer this year.

3.2       Operation/maintenance of the navigation lock

            Once the navigation lock is completed it will become a Council asset and need  ...  view the full minutes text for item 15.

            The Committee considered the undernoted report:

“1.0      Purpose of Report

1.1       The purpose of the report is for Members to consider the naming process for the new park in Colin, being developed under the Urban Villages Programme and a naming process for the new bridge installed at Springfield Dam as part of the Forth Meadow Community Greenway, developed under the Peace IV Shared Spaces theme and the new bridge currently being installed as part of the Lagan Gateway Project.

2.0       Recommendations

2.1       The Committee is asked to:

·        Approve the naming process, in line with current Council policy, for

a.      New Park in Colin

b.     New bridge - Springfield Dam

c.      New bridge - Lagan Gateway Project

3.0       Main Report

3.1       Members are advised that the former Parks & Leisure Committee, at its meeting in August 2008 agreed a policy framework for managing requests to name parks.  

3.2       The policy has also previously been used to (re)name a bridge on the Connswater Community Greenway, and follows a 4 stage process;

1.      Engagement with key stakeholders to develop a long list of new park names, which reflect;

v  a sense of place, reflecting the geographic location, community, neighbourhood or street where the park, facility or amenity is located.

v  the historical significance of the area or reflects unique characteristics of the site (unique flora / fauna).

2.      Shortlisted names based on stakeholder feedback and assessed against the policy criteria as outlined above;

3.      Community consultation on the agreed shortlisted names;

4.      Recommendation to People & Communities Committee to reflect preferred name identified via the community consultation.

3.3       Names will not be considered which:

·        Cause confusion due to duplication or names sounding similar to existing named facilities/locations within the City.

·        Unlawfully discriminate within the meaning and scope of the provisions of

·        Section 75, the Good Relations Plan (2007) and the Shared Future agenda.

·        Are party-political in intention or use.

3.4       Members will be aware that a number of new facilities / structures are due to be operationalised over the next number of months, which required to be named or were we have received representation that naming should be considered, these sites / structures are;

·        New Park in Colin

·        New Bridge at Springfield Dam

·        New Bridge – Lagan Gateway Project

3.5       As each project is at different stages in their development and operate under different governance arrangements, mainly as a result of how the projects are funded, the consideration of naming are at different stages.

3.6       Below for Members consideration is the proposed approach, in line with the agreed policy, for the 3 sites / structures detailed above;

            New Park in Colin

            Background

3.7       The Council are currently working in partnership with the Urban Villages Initiative to develop a large scale ‘destination’ park in the Colin area of the city. The new park, which represents an investment of over £4m in the area, will include a new play park, pump track, education zone and extensive new pathways.

3.8       Work on the park is currently well  ...  view the full minutes text for item 16.

The Committee considered the undernoted report:

“1.0      Purpose of Report or Summary of main Issues

1.1       The Committee will be aware that Council Air Quality staff have been working with Competent Authorities and other partner organisations within the city to develop a new 5-year Air Quality Action Plan for Belfast covering the period 2021-2026.

1.2       A paper was presented to the remote Committee meeting of 9th February 2021 detailing a list of proposed actions that the Council and our partner organisations are proposing to implement throughout the duration of the new Action Plan in order to address the few remaining nitrogen dioxide (NO₂) hotspots within our Air Quality Management Areas and to improve ambient air quality generally for the city.

1.3       Since that remote Committee meeting, Air Quality staff and our partners have continued development of the new Air Quality Action Plan, including arrangements for consultation and engagement on the requirements of the new plan.

1.4       Members may recall that following a previous air quality update report, presented to the Committee meeting on Tuesday 8th September 2020 (agenda item 7a), the Committee agreed consultation and engagement in respect of the new Belfast City Air Quality Action Plan and noted the comments to include engagement with communities and business interests and specifically the West Belfast Taxi Consortium.

1.5       This report serves therefore to present final proposals for consultation and engagement on the new Belfast City Air Quality Action Plan 2021-2026 for Members consideration and approval.

1.6       This report additionally serves to provide, from paragraph 3.1 onwards, a brief update to Committee on progress with the Detailed Assessment for Fine Particulate Matter (PM_2.5) and Nitrogen Dioxide (NO₂) and concerning the ambient monitoring component of this project.

2.0       Recommendations

2.1       The Committee are invited to;

·        Consider and approve the proposals for consultation and engagement on the new Belfast City Air Quality Action Plan 2021-2026.

·        Identify any additional specific groups to be included within the proposed consultation and engagement process.

·        Agree that a report will be provided to the 11th May 2021 remote meeting of the Committee concerning ambient monitoring aspects of the Detailed Assessment project and that Council Air Quality staff and representatives from AECOM, the appointed consultant, will attend that meeting in order to answer Member questions or queries concerning the ambient monitoring proposals.

3.0       Main report

            Key Issues.

3.1       Proposals for consultation and engagement on the new Belfast City Air Quality Action Plan 2021-2026.

            Part III of the Environment Order (Northern Ireland) 2002 establishes statutory requirements for Northern Ireland district councils to periodically review and assess ambient air quality within their districts, for the designation of Air Quality Management Areas when health based air quality objectives are not being achieved, and for the development and consultation on Air Quality Action Plans.

3.2       ‘Schedule 2 Air Quality: Supplemental Provisions’ of the Order advises in relation to consultation requirements that a district council, in carrying out its functions in relation to the preparation of  ...  view the full minutes text for item 17.