Agenda and minutes

            Apologies for inability to attend were reported from Councillors Adamson, M. Browne and Long.

            The minutes of the meetings of 12th and 16th December were taken as read and signed as correct.  It was reported that those minutes had been adopted by the Council at its meeting on 5th January, subject to the omission of the minute under the heading “Royal Maternity Hospital Liaison Group” which, at the request of Councillor Rodgers, had been taken back to the Committee for further consideration.

To consider further the minute of the meeting of 12^th December under the heading “Royal Maternity Hospital Liaison Group” which, at the request of Councillor Rodgers, was taken back at the meeting of the Council on 5^th January (extract of minutes herewith)

            The Committee considered further the minute of the meeting of 12th December under the heading “Royal Maternity Hospital Liaison Group”.  A copy of the minute in this regard is set out hereunder:

“Royal Maternity Hospital Liaison Group

      The Committee considered the undernoted report:

‘Purpose of the Report

      To provide supplemental advice to the Committee in relation to how the Council might undertake a campaign in support of the provision of a new regional hospital for children and women on the site of the Royal Group of Hospitals.

Relevant Background Information

      The Committee, at its meeting of 21 November, considered a report submitted by the Director of Legal Services in relation to the question of support for the proposed new regional hospital for children and women.  Following a suggestion by a Member that the Council should incur expenditure of an appropriate amount in relation to mounting its own campaign in support of the proposed hospital, and following the contribution of a number of other Members to the discussion, the Director of Legal Services pointed out that any proposal of such a nature could lawfully be implemented by the Council pursuant to the special expenditure powers set out in Section 115 of the Local Government Act (NI) 1972.  However, he also pointed out that this would be in the context of cross party support for the proposal and he noted that the advice from Counsel had referred to the restriction in the 1972 Act which precludes the use of Section 115 for “party political publicity campaigns”.

Key Issues

      It would appear from the general thrust of the discussion at the meeting of the Committee on 21 November, and from a number of subsequent discussions with various individual Members, that a certain amount of support exists across the parties for the proposal to mount some form of campaign in support of the proposed hospital.  However, that support does appear to be qualified to the extent that any expenditure to be incurred should be of a reasonably modest nature and on the basis that any resolution by the Council in support of the proposal should attract support on a cross party basis.

      If Members are minded to support a cross party resolution that the Council should incur expenditure of a reasonably modest nature in pursuance of a campaign to support the provision of a new regional hospital for women and children on the site of the Royal Group of Hospitals, then such a proposal is legally tenable subject to the following

1.   the resolution attracts cross party support

2.   the Council agrees the level of expenditure to be incurred, which it is suggested might be in the region of £15-20,000

3.   the resolution to incur that expenditure be on the basis that, in accordance with the provisions of Section 115 of the Local Government Act (NI) 1972, the Council considers that the expenditure shall be in the interests of, and will bring direct benefit to the Council, its district, and the inhabitants  ...  view the full minutes text for item 2.

            The Committee was reminded that, at its meeting on 9th January, it had been advised that a District Rate increase of approximately 8.59% for 2009/10 would be required to meet the Council’s Estimated Expenditure.  The Committee had agreed that further work on the Estimates of Expenditure for the 2009/10 financial year was necessary and directed that:

(i)      the Chief Executive and the Director of Corporate Services examine the overall Council estimates and discuss with Department Heads the need to identify further cost savings with a view to submitting a report to the next meeting of the Committee scheduled to be held on 23rd January;

(ii)     briefings be held for each of the Party Groupings on the Council in relation to the Revenue Estimates 2009/2010;

(iii)    a revised efficiency programme be developed in the context of a three-year financial planning cycle and that a report thereon be submitted to a future meeting of the Strategic Policy and Resources Committee;

(iv)    Council officers continue to work with the Land and Property Services agency and the Minister of Finance and Personnel to seek to improve the position in relation to the Estimated Penny Product and the development of a Service Level Agreement between the Council and the Agency;

(v)     a report on measures which could be introduced in order to support local businesses and ratepayers be submitted to the Committee in due course; and

(vi)    a report be prepared on the key communication issues.

            The Director of Corporate Services reported that following an examination of the Departmental Budgets an overall reduction in the Revenue Estimates of £1,042,560 had been identified.  The reductions for each Committee were as follows:

            Committee                                                            £

·         Strategic Policy and Resources               362,560

·         Development                                             310,000

·         Parks and Leisure                                    200,000

·         Health and Environmental Services         170,000

            The impact of the aforementioned reductions in expenditure would reduce the District Rate increase to 7.63% which, when merged with the Regional Rate, would result in an overall increase of 3.15% to the domestic ratepayer.

            The Director reported further that on 19th January, 2009 the Minister of Finance and Personnel had announced a package of measures worth up to £8 million to assist Local Authorities in dealing with the impact of the current economic situation.  For the Council, the package totalled £1.44 million, of which £419,000 impacted directly on the Estimated Penny Product 2009/10.  In addition, the Council would no longer have to pay a 3% contribution towards the cost of administering Housing Benefit, which would benefit the Estimated Penny Product by £226,658.  Further, the impact on the Council payments from landlords had been reduced by £192,749.

            The overall effect of those measures on the rates position for 2009/10 was that the required increase in the District Rate would be 7.16%, which was the equivalent of a 2.96% increase to the domestic ratepayer when the Regional Rate element had been included.  For the average household in Belfast this would result in a rates rise of £24.06 per annum or 46 pence per week.  The proposed  ...  view the full minutes text for item 3a

            The Committee granted authority for the commencement of tendering exercises and delegated authority to the Director of Corporate Services, in accordance with the Scheme of Delegation, to accept the most advantageous tenders in respect of the following I.T. security measures:

(i)      a combined Data Encryption/Device Control Solution at a cost of approximately £65,000;

(ii)     a Security Log Analyser tool, the cost of which was £30,000; and

(iii)    a Single Sign On solution, for the sum of approximately £70,000.

            The Committee noted that the tenders would be evaluated using pre?determined criteria.

            The Committee considered the undernoted report which provided an undate in relation to the Review of Public Administration:

“1.0       Relevant Background Information

1.1       The Review of Public Administration (RPA) process is now entering into the critical stage of implementation whereby primary legislation is being drafted, implementation structures established and active consideration being given to the transitional arrangements to be put in place to support local government reform within Northern Ireland together with ongoing transfer of functions issues.

2.0       Key Issues

2.1       The size of the challenge ahead cannot be underestimated and ensuring appropriate structures are put in place to manage the RPA change process is crucial.  At this stage, some of the potential risks which could result from the Council not effectively managing the RPA transition process could include:

i)     Misalignment between outworking of the legislative and policy changes emerging from the RPA and the Council’s own improvement agenda

ii)    Lack of coherence to our engagement with transferring departments leading to a loss of impact and creditability

iii)   Transferring functions are under-resourced and inefficient at stage of transfer

iv)   Lack of a cohesive political and executive engagement and commitment to the transition and change process

2.2       Inevitably, the level of RPA related activity will grow in intensity and scope throughout the transitional period and its management and delivery must be adequately resourced and co-ordinated. A balance must be maintained between ensuring the effective management of the change process and delivering business as usual.

2.3       The level of resources committed to managing the RPA change process must be proportionate to the task in hand. The resources required will be two-fold.  The Council will need to take forward its internal preparation and changes required to support an effective RPA transition as well as ensuring that it engages within the delivery structures established to take forward the RPA.

2.4       AN ORGANISATION FIT TO LEAD AND SERVE

2.4.1    If the Council is to demonstrate that it is an organisation ‘fit to lead and serve’; it needs to get its own house in order and clearly define its desired outcomes from the RPA. Consideration must be given to the necessary changes to existing Council structures and processes to ensure that the transition and integration of new functions is managed and the implications and opportunities arising from the published RPA proposals align with the emerging corporate priorities.

2.4.2    The Council needs now to focus its consideration on implementation related matters and in dissecting and examining those issues of greatest impact, chunking and prioritising activity as appropriate. Examples of key areas of significance include:

1)   Policy and legislation development: effectively engaging within the policy development structures established and ensuring that the best interests of Belfast and the wider local government sector is taken into consideration.

2)   Transitional Process: ensuring that appropriate internal and external mechanisms are put in place to support the effective and efficient transition to the new Council arrangements post RPA.

3)   Transfer of Functions: process of active discussion  ...  view the full minutes text for item 4a

            The Head of Committee and Members’ Services submitted the undernoted report in relation to the appointments procedures resulting from the extension of the current Council Term:

“Purpose of Report

      To consider the impact of the two year extension of the current Council term on the arrangements for the nomination of Members to outside bodies, the appointment of Committee membership and the appointment of Chairmen/Deputy Chairmen posts and to agree appropriate protocols for these appointments during the additional two years of the Council term.

Relevant Background Information

      The Minister with responsibility for Local Government has agreed, in order to accommodate the Review of Public Administration process and the transfer of additional powers to Local Councils, to extend the current Council term until 2011 at which time elections will be held to the eleven new Local Authorities.  Accordingly, it will be necessary to consider the impact of the additional two years on the Council’s arrangements for appointments to outside bodies and the protocols relating to the appointment of Chairmen and Deputy Chairmen of Committees.

Decisions Required

      Nominations and Appointments to Outside Bodies

      The Council, at its Annual Meeting held on 26th May, 2005, in accordance with its policy in this regard, nominated Members to represent the Council on a number of outside bodies.  These nominations were made for the period to end on the date of the Local Government Elections to be held in 2009.  These appointments were made on the basis of proportionality using the d’Hondt system to generate a hierarchy of choices based on Party Group strengths at that time.

      There were more than ninety appointments made by the Party Groups and agreed by the Council in 2005.  I would suggest that to review these appointments for the additional two years of the Council term would have little benefit and would merely cause unnecessary disruption and confusion for the outside bodies concerned.  Accordingly, I would recommend that the Committee amend the decision of the Council of 26th May, 2005 to reflect that the period of appointment of Members will be until the date of the next Local Government Elections, anticipated to be held in May, 2011.

      Committee Appointments to Outside Bodies

      From time to time Committees have made appointments of Members to outside bodies and these are also often stipulated to be for the period to end on the date of the Local Government Elections to be held in June, 2009.  It seems reasonable that any decisions of Committee couched in these terms should also be accepted now as extending to the revised date of the Elections in 2011.

      Appointment of Committees and Chairmen/Deputy Chairmen

      In accordance with the requirements of the Local Government (Northern Ireland) Act 1972 and the provisions made in Standing Orders, the Council agrees Committee membership and appoints Chairmen and Deputy Chairmen of Committees at the annual meeting each year.  These appointments are made on the basis of proportionality and are reviewed annually.

      There is no need, during the two additional years,  ...  view the full minutes text for item 5a

            The Committee was advised that correspondence had been received from the Somme Association enquiring if the Council would wish to be represented on the 2009 Pilgrimage to the Somme, France from 28th June till 2nd July, 2009.  The Pilgrimage, to mark the 93rd Anniversary of the Battle, would follow the route taken by the 36th (Ulster) and 16th (Irish) Divisions during their service in the First World War.  Services of Commemoration would be held at both Thiepval and Guillemont, in addition to attendance at the Last Post Ceremony at the Menin Gate, Ypres. 

            In addition, an invitation to attend “A Journey of Remembering” to Flanders from 6th till 8th March to hold a ceremony to honour Irish people who had lost their lives in the War had been received from the Project Director of that organisation.  The visit would include a Remembrance Ceremony at the Menin Gate, Ypres, based on the Last Post Ceremony which had been held at the Monument every evening at 8.00 p.m. since 1927, but would involve only people from both the North and South of Ireland.  The following day an Inter-denominational Service would take place in the local Cathedral and Irish Clergy from all the main churches would officiate.

            In previous years on the Anniversary of the Battle, the Committee had authorised the attendance on the Somme tour of a representative of each of the Party Groupings on the Council.  Members who had attended had found the event informative and worthwhile in that several of the ceremonial occasions had been attended by many other dignitaries and officials, which afforded an opportunity for contacts to be made and relations to be developed on a range of topics and for the profile and image of Belfast to be promoted.

            In October, 2007, the Committee had approved the attendance of an All-Party Deputation at a Pathfinding Conference in Ypres, which had been organised by the Journey of Remembering organisation and, whilst those who had attended had found the event worthwhile, it had been felt that it had duplicated the event which had been held by the Somme Association.

            It was pointed out that the Somme Pilgrimage Tour coincided with the Council’s own Somme Remembrance Ceremony as well as the monthly meeting of the Council on 1st July and, accordingly, Members who attended the Pilgrimage would be unable to be in attendance at those events.

            The Committee agreed, given the fact that the Council held its own Somme Remembrance Service, that Services are held nationwide on Remembrance Sunday to remember all those who had suffered and died in conflict in the service of their country, that Members normally attended the Somme Pilgrimage to recognise the sacrifice of the 36th (Ulster) and 16th (Irish) Divisions and in view of the current economic downturn and the associated financial implications, to approve attendance on the Somme Tour only of a representative of each of the Party Groupings on the Council and the  ...  view the full minutes text for item 5b

            The Committee was advised that the undernoted requests for the Provision of Hospitality had been received:

            The Committee adopted the recommendations.

            The Committee was reminded that prior to the introduction of the Council’s revised governance arrangements in 2007 the decision regarding the design of the Christmas card provided for use by Members had been taken by the former Policy and Resources (Members) Sub-Committee.  Following the abolition of the Sub?Committees new arrangements were implemented to allow a suitable Christmas card to be chosen.  In 2007, the Party Group Leaders had been consulted on the design of the Christmas card and agreement had been reached on a choice of card.  In 2008, the Council had produced a Corporate Christmas card and again, following consultation with the Party Group Leaders and taking account of the savings to be achieved by the Council in adopting that Corporate approach, it had been decided that the Corporate Christmas card would be provided for use by the Members.

            At the Council meetings on 1st December and 5th January, a Member had expressed disappointment at the greetings message contained in the Corporate card and it had been agreed that the greetings message on future cards should read “Happy Christmas”.  It had been agreed further that a report be submitted to the Strategic Policy and Resources Committee seeking the Committee’s view on how the form of the Christmas card should be determined in future.

            The Committee noted the information which had been provided, noted the decision of the Council in respect of the greetings message to be included in future cards and agreed that the present procedure for the approval of the design of the card, which involved the Head of Committee and Members’ Services consulting with the Group Leaders, be continued for the selection of the Christmas card for 2009.

            (Ms J. Minne, Acting Head of Human Resources, attended in connection with this item.)

            It was reported that, in accordance with Standing Order 55 and the authority delegated to him, the Director of Corporate Services had authorised the appointment of a number of members of staff who were related to existing officers of the Council.

            The Committee noted the appointments.

            (Ms. J. Minne, Acting Head of Human Resources, attended in connection with this item.)

            The Committee was advised that absenteeism for the period from October till December, 2008 was showing an average of 3.09 days lost per employee, which represented a decrease of 0.67 days per employee for the same period in the previous year, when the figure had been 3.76 days.  This meant that the Council was on target to meet its 2 day target reduction by 2010/11 as it had achieved a reduction of 2.5 days for the year to date.  It was pointed out that 68.05% of staff had had no absence during quarter 3, with the number of staff with long-term sickness absence having reduced from 7.63% at the same time last year to 5.01%.

            The Committee noted the information which had been provided.

            The Committee was reminded that the post of Head of Human Resources was being filled currently on a temporary basis pending a Review of the Centre of the organisation.  A report on the aforementioned Review would be submitted to the Committee in February.  The report would not be making any recommendation which would change the nature of the post of Head of Human Resources or its present position within the Corporate Services Department.  However, it might have a number of Human Resource implications and would require effective implementation.  In addition, the Council needed to ensure that the significant Human Resources issues associated with the Review of Public Administration were managed effectively.  Therefore, it was considered prudent to proceed to fill permanently the post of Head of Human Resources at this stage. 

            The Director of Corporate Services explained that it had been agreed previously by the former Policy and Resources (Personnel) Sub-Committee that the selection panel for such a post should comprise the Chair, two other Elected Members, the Chief Executive and one Director, with Community balance being provided across the Elected Members and gender balance being provided across the Panel.  A non-voting Local Government Staff Commission professional assessor/observer should also be in attendance.

            After discussion, the Committee agreed that:

(i)      the process to fill the post of Head of Human Resources on a permanent basis be initiated;

(ii)     the Chairman (Councillor D. Dodds), the Deputy Chairman (Councillor McCann) and Councillor Long, subject to confirmation of their availability, be appointed to act as the selection panel; and

(iii)    the Chairman be authorised, in consultation with the Director of Corporate Services, to approve the recruitment plan and associated documentation.

            (Mr. W. Francey, Director of Health and Environmental Services, attended in connection with this item.)

            The Committee considered the undernoted report:

“Purpose of the Report

      To present for consideration recommended final draft documentation for use in the consultation with the Council’s ratepayers on the possible transfer of lands at the North Foreshore for an arc21 residual waste treatment facility. 

Relevant Background Information

      At its meeting in 19 September, 2008 the SP&R Committee considered options for consulting the local community on the possible transfer of land at the North Foreshore to arc21 for the purposes of building and operating a Mechanical Biological Treatment (MBT) facility or an Energy from Waste (EFW) facility. 

      Following discussion, the Committee agreed to defer consideration of the matter to enable the proposed consultation process to be validated by a professional consultancy service and recommended that the proposals for the community consultation be considered at a Special Meeting of the Council.  In accordance with this decision, the Consultation Institute was commissioned to review the proposed consultation process and Northern Ireland Environment Link was commissioned to review the content and balance of the information leaflet.

      At the Special Meeting on 30 October, the Council considered reports from the Consultation Institute and Northern Ireland Environment Link, together with revised information material and a revised draft questionnaire and cover letter.  The following recommendations to consult and engage the Council’s ratepayers were also considered and adopted:

‘1.  A postal survey to be sent to all household and business addresses in Belfast.  A copy of the proposed questionnaire and cover letter has been circulated (subject to possible changes highlighted through testing of the form as part of a focus group)

2.   Results to be segmented by area and other geo?demographic data as appropriate

3.   The postal survey to include the information sheet as amended to explain the proposal and the issues and terms used.  A copy of the information sheet has been circulated (subject to possible changes highlighted through testing of the form as part of a pre-consultation focus group)

4.   A series of appropriately segmented Focus Groups to identify and explore in detail local perceptions, views and concerns.

5.   A dedicated information webpage be set up on the Council website where people can provide their views by email and get more information

6.   A series of informal information roadshows (staffed by Council employees) to be held at various times and locations across the city to enable local people to drop in and get more information, ask questions and provide more detailed comment about the proposals.  The range of locations will reflect the input of elected Members and other stakeholders.’

      The Council also approved the commencement of a tender process for the appointment of consultants to undertake the consultation process and granted delegated authority to the Director of Health & Environmental Services to appoint an appropriate consultant subject to a maximum cost of £100,000.  Following discussion, the Council also recommended that a further report in relation to any proposed  ...  view the full minutes text for item 7a

            The Committee considered the undernoted report in relation to the holding of Council meetings in the City Hall and the re-opening arrangements:

“Relevant Background Information

      Council agreed that the refurbishment work to City Hall would take place in two phases initially to accommodate a proposed 2009 election.  Phase 1 was to include the availability of the main civic rooms ie the Council Chamber, Reception Room, Banqueting Hall, Great Hall, Rotunda and associated access and amenity in the form of stairway lift and restrooms.  That target has now been achieved although access to the building will only be available from the front. 

      Phase 1 was completed on 19 November 2008 meaning the Council Chamber was available for the Council meeting from December 2008, although the Committee rooms and Party rooms will not be available until phase 2 in the Summer.

      As phase 2 of the construction programme will be ongoing until Summer 2009 a number of temporary arrangements will need to be put in place for Members to hold Council meetings in City Hall from February onwards.  Restrictions that will necessarily apply were presented to Members at the October meeting.

      At that meeting the Committee agreed to forego a December return due to the Continental Market and to instead organise a site visit with a view to making a decision in January.

Key Information

      The site visit duly took place on 11 December and those Members who attended, it is fair to say, where favourably impressed both in terms of the quality of the work and the progress that has been made.  A separate visit was also arranged for the High Sheriff in December who was also happy with the project. 

      The restrictions on using the Council Chamber remain as presented in October and are outlined below:

      The Civic Rooms – as stated the main rooms and access to them will be available from 19 November 2008.  There will be heating and lighting, toilets available in the East entrance and lift and stair access.

      What will not be available are any phone or data links and there will be no arts or artefacts displayed in the rooms.

      Catering – Facilities Management can provide a cold buffet service as they do presently with the Reception Room made available for dining or if required hot food can made available.  Alternatively, if Members wish, catering could be provided in CWB although that would mean Members having to walk around to the front of City Hall to access the building.

      Car Parking – Car parking at City Hall will be limited with although the spaces can be made available at the East and Front entrances or by opening the front gates and parking on the driveway.  The main alternative is to park in Adelaide Exchange and walk to City Hall although there is free on street parking in Linenhall Street etc from 6.00pm. 

      Please note the courtyard is the contractors compound and will be the last part of the contract to be  ...  view the full minutes text for item 7b

            (Mr. G. Wright, Head of Facilities Management, attended in connection with this item.)

            The Committee considered the undernoted report in relation to the Coffee Shop facility in the City Hall:

“Relevant background information

      Members will recall that, at its meeting of 12th December 2008, the Committee approved the provision of a coffee-shop facility in the City Hall located on the ground floor south-east corner of the building, together with an exhibition area and an enhanced merchandising space. However a number of Members expressed reservations about the proposed theming of the coffee-shop area.

      This concern largely centred around the proposed theme – a close replica of one of the first-class cafeterias on the Titanic – and the principal reason given for this concern was that the theme did not adequately reflect the broaderindustrial, working-class history and culture of the city, and may consequently be of limited significance to the majority of local people. The Committee therefore instructed the relevant Officers to review the proposed theme and to report back with any viable alternatives.

      Having reviewed the matter and consulted with a range of interested parties including Consarc, Good Relations, Councillor Conor Maskey (who had expressed particular concerns) and relevant BCC staff, it is proposed that the Titanic theme be replaced by a ‘Belfast Works’ theme which would highlight the city’s nineteenth and early twentieth century role in ship-building, linen & textile manufacture, engineering, tobacco production, rope-making and other heavy industries.  Such a period theme also fits in well with the historic nature of the City Hall itself.

      The coffee-shop area would be fitted out using period materials and fittings so far as possible, and these could be supplemented by additional items of art and artefacts on public display in the area. Some aspects of the Titanic story could also be addressed via the shipbuilding elements of the theme, and it is obviously important to retain this link if at all possible given the high degree of international recognition and interest in this topic.

      The exhibition area adjacent to the coffee-shop can be used to cater for the many requests for exhibition space which the Council receives each year and which are currently accommodated in the Rotunda, marble, East entrance or other areas of the building, however in addition it is proposed that two or three standing exhibitions linked to the ‘Belfast Works’ theme would be developed and rotated periodically at times when no external exhibitions are being hosted.

      It will also be necessary to review the stock of merchandising goods sold by the Council in the light of these proposed changes before the merchandising franchise comes into effect.

Key Issues

      The key issue is whether or not the Committee regards the ‘Belfast Works’ theme as preferable to the Titanic theme and is happy to proceed on that basis, or would wish further work to be done on alternative themes (or does not wish to have a theme at all). In this context it should also be noted that time  ...  view the full minutes text for item 7c

            New Lease at Duncrue Industrial Estate

            The Committee was informed that Action Mental Health held from the Council a 99 year lease from 1st January, 1975 for a site measuring approximately 0.8 acres at Duncrue Industrial Estate, subject to a current rent of £10,000 per annum.  The lease contained a seven-year rent review clause and the rent was due for review on 1st January, 2010.  The lease contained also a clause restricting use of the premises to light or general industrial purposes.  As part of the negotiations for the installation of a Northern Ireland Electricity cable to serve the North Foreshore, officers had agreed to grant Action Mental Health a new 125 year lease at a rent of £15,000 per annum reviewable every five years.  The lease would allow for any reasonable commercial or industrial use.

            The Committee granted approval for the new 125 year lease to Action Mental Health at Plot 30, Duncrue Industrial Estate on the terms outlined.

            Land at Sliabh Dubh

            In accordance with Standing Order 60, the Committee was notified that the Parks and Leisure Committee, at its meeting on 9th October, had agreed to the acquisition of a portion of land at Sliabh Dubh, off the Springfield Road, Belfast at nil capital cost and rent free for the purpose of providing a children’s playground.  The Committee noted also that the estimated cost of the playground would be £200,000 and the acquisition would be subject to the Council’s Capital Projects Gateway process.

            Land at Barnett Demesne

            In accordance with Standing Order 60, the Committee was informed that the Parks and Leisure Committee, at its meeting on 15th January, had agreed to transfer to the Belfast Activity Centre a portion of land at Barnett Demesne close to Shaw’s Bridge for the purposes of developing a Boat House.

            It was reported that, since that meeting, further discussions had been held with representatives of Belfast Activity Centre and it had been proposed:

(i)      to enter into a Licence Agreement with the Belfast Activity Centre to allow the work on site to progress.  The Licence would seek to protect the Council’s interests in terms of any claims, reinstatement of the lands, duration of the construction works and the expected quality of the finished building, as per the submitted plans.  The Licence would run from the date the works commenced on site until the date of completion of the works, which was anticipated to be in March, 2009; and

(ii)     since the Department for Culture, Arts and Leisure, which also owned a portion of the land on which the Boat House would be built, intended to grant to the Belfast Activity Centre a 21-year lease from the date the Boat House construction was completed, that the Council grant a 21-year lease to that Department which would run concurrently with its lease to the Centre.  The Council’s lease to the Department for Culture, Arts and Leisure would define the extent of the land to be leased, would  ...  view the full minutes text for item 7d

            (Mr. G. Copeland, Events Manager, attended in connection with this item.)

            The Committee considered the undernoted report:

“Relevant Background Information

      In May and August 2008 Belfast City Council’s Development Committee received details of plans for the Cultural Olympiad to be staged leading up to and during the 2012 London Olympic and Paralympic games.  As part of the original ethos, Pierre de Coubertin, the founder of the modern Olympic Movement, mirrored the classical Greeks in maintaining that the purpose of the Olympic Games was to celebrate mind, body and spirit.

      From this a Cultural Olympiad was established to include all cultural events of the Olympic Movement.  This Olympiad is a period when artists from around the world showcase their work in the lead up to the Olympic and Paralympic Games.  Up until 1948 medals were awarded for sculpture, music, literature and art.  The modern Cultural Olympiad will focus on the following themes:

-     Bringing together culture and sport

-     Encouraging audiences to take part

-     Animating public spaces – through street theatre, public art, circus skills, live big screen sites

-     Using culture and sport to raise issues of environmental sustainability, health and wellbeing

-     Honouring and sharing the values of the Olympic and Paralympic Games

-     Encouraging collaborations and innovation between communities and cultural sectors

-     Enhancing the learning, skills and personal development of young people by linking with education programmes

      The key to this process has been the development of a series of ‘live sites’ which involve large LED screens being installed within public performance space across the United Kingdom.  Belfast City Council’s Development Committee received formal details on the costs for such a project in December 2008.  This Committee agreed that this information should be referred to Strategic Policy and Resources Committee for formal consideration.

Key Issues

      London 2012 Cultural Olympiad - ‘Live Sites’ Public Screen

      In August the Council received details on the ‘Live Sites’ public screens from LOCOG 2012.  The proposal would see a permanent 25sq m screen, valued by the BBC and LOCOG 2012 at £500,000, positioned in the heart of the city centre.  The initial proposal was for the screen to be located in Donegall Place, but this has been rejected by LOCOG on the basis that the screen would not be in position until after 2012 Olympics have been staged.  Therefore LOCOG, along with DSD, are proposing that the screen be located within the grounds of City Hall – facing into the lawn on Donegall Square East.  The concept would mean that the BBC, LOCOG 2012 and BCC would share broadcasting time on the screen which would operate approximately twelve hours a day, 365 days a year.  The screen could also be utilised for major events including a number of London 2012 events.  The key indicative costs of the proposal that BCC are asked to address are as follows.

-     Planning permission and process as one off payment estimated at £6,000

-     Operating costs (annually) including electricity and maintenance  ...  view the full minutes text for item 7e

            The Committee considered a report regarding the participation of the Council in the 2009 World Wildlife Fund Earth Hour, a global awareness campaign which had taken place over the previous two years whereby individuals, businesses, companies, schools and iconic buildings had been invited to turn off their lights for a period of one hour on a designated day as a means of demonstrating support for tackling climate change.  It was recommended that the Council extinguish the lights at the City Hall on 28th March, 2009 commencing at 8.30 p.m. for a period of one hour in order to provide support for the campaign.

            The Committee adopted the recommendation.

            (Ms. H. Francey, Good Relations Manager, attended in connection with this item.)

            The Committee approved the minutes of the Good Relations Partnership of 16th December, adopted the recommendation in relation to the funding for the Peace III Small Grants Scheme and approved also the decision in relation to the proposals for the exhibition space under the Shared Cultural Space Theme.

            (Ms. S. Wylie, Head of Environmental Health, attended in connection with these items.)

            The Committee considered the undernoted report in relation to the flooding which had occurred in Belfast during August, 2008:

“Relevant Background Information

      The flooding emergency which took place in Belfast on 16 August 2008 has now been extensively reviewed using information obtained from the main responding organisations and from Belfast City Council elected members and staff who took part in the response to the event and recovery from it. The information was obtained using a series of structured focus group meetings and the main observations and recommendations have been summarised in the report which had been circulated.

      The report sets out background information and a series of recommendations to provide information for both the Strategic Policy and Resources Committee and the Health & Environmental Services Committee as well as other Members.  The actions arising from the recommendations will be taken forward through the internal Belfast City Council Emergency Plan Working Group (and a specific flood sub-group) and also through the multi?agency Belfast Resilience Forum.

Key Issues

      One of the main recommendations for the Council is to set up a Member group, representative of all party groupings to oversee implementation of the recommendations and engagement with other agencies over a defined period of time to ensure preventative measures are put in place to minimise the risk of future flooding in the City.

      The Emergency Coordination Officer has initiated work to analyse flooding data from recent emergencies with a view to:

·         mapping the main hotspots in the City;

·         establishing likely causes and;

·         identifying preventative measures that can be put in place

      This work should be completed within the next 3 months.

      A key issue arising from the August event was the availability and distribution of sandbags. With this in mind Rivers Agency has put forward a proposal to supply Belfast City Council and other councils with sandbags for storage at council depots near to communities at risk from flooding. This is a welcome proposal and the Emergency Coordination Officer is considering the implications for the Council on how storage and distribution can be facilitated.

      Communities who are at risk from flooding in Belfast must be assured that BelfastCity Council and other agencies have reviewed the findings from previous flooding events and have taken all possible action to prevent or reduce the impact of further flooding. The Environmental Health Service is also to produce information for householders on flooding prevention and recovery.

      Communities must also be assured that Belfast City Council and other agencies have adequate arrangements in place to provide an efficient and effective response for any future flooding emergencies.

Resource Implications

      Financial

      Work can be accommodated within current budgets.

      Human Resources

      Demands on member’s time to resource a multi agency flood group.  Officer time can be accommodated within current workloads.

      Asset and Other Implications

      None

Recommendations

      The Committee is asked to:

·         Note and endorse the findings of the attached Flooding Report: and

·         Endorse the proposal to  ...  view the full minutes text for item 9a

            The Head of Environmental Health submitted for the Committee’s consideration the undernoted report in relation to the future partnership working with the new health structures:

“1.   Relevant Background Information

      BelfastCity Council’s overall purpose is to improve quality of life now and for future generations.  One of the greatest quality of life issues in the city is health and wellbeing in that there continues to be a significant difference between the health and life expectancy of those living in deprived areas and those living in more affluent areas.  This ‘health gap’ and indeed the general health of the population in the City is worse than many other UK Cities. It is not something which can be addressed by the Health Service alone as its causes relate to many other social, economic and environmental factors such as employment, education, housing, social inclusion, safe, clean and attractive neighbourhoods, access to leisure and recreation etc, as well as people’s lifestyles.

      The City Council has a key role to play in leading the City to address these issues and has included the development of a healthier City as one of its key priorities under the Supporting People and Communities theme of the corporate Plan.  Its role can be divided into three aspects:

·         Service delivery;

·         Civic leadership; and

·         Advocacy.

      In terms of delivery, the Council currently provides a wide range of services within communities which impact or have the capacity to impact on people’s health and wellbeing. These include leisure services, community services, environmental health, good relations, community safety, city development, parks and open spaces, services for children and young people and older people, economic development, regeneration, culture and arts, etc. 

      In terms of civic leadership, the Council has the democratic legitimacy to play a role in ensuring that health improvement is addressed in a co-ordinated way across the City by the many service providers involved.   There is currently a significant opportunity for the Council to make an even greater contribution in this regard with the prospect of community planning under RPA and with the current reorganisation of health and social care structures in Northern Ireland.   The new health structures will also see a greater role for local government through participation in the new Regional Agency for Public Health and Social Wellbeing (RAPHSW) and in local commissioning.  For example, four local elected representatives will sit on the Belfast Local Commissioning Group for health from April 2009, making decisions about budgets, contracts and service finance.  It is also planned that at a local level, the new RAPHSW will work in a joint team with local Councils and there is currently a proposal for Belfast to pilot such an initiative during the next financial year along with a number of other Councils. 

      The Council also has an increasing role in liaising with Government in relation to the health and wellbeing of communities. This role can involve giving advice, lobbying in relation to policy and responding to consultations. Recent examples have included debates on suicide, alcohol abuse, poverty  ...  view the full minutes text for item 9b