Agenda and minutes

            An apology for inability to attend was reported from Councillor Newton.

            The minutes of the meeting of 20th 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, subject to the omission of that portion of the minute under the heading “Capital Programme Loan Sanctions” in so far as it related to a loan sanction for the fit-out of the Adelaide Exchange which, at the request of Councillor McCarthy, had been taken back to the Committee for further consideration.

To consider further the minute of the meeting of 20^th March under the heading “Capital Programme Loan Sanctions” which, at the request of Councillor McCarthy, was referred back to the Committee by the Council at its meeting on 1^st April

            The Committee considered further the minute of the meeting of 20th March in relation to the Adelaide Exchange Fit-out.  An extract in that regard is set out hereunder:

      “The Committee was reminded that it had agreed previously to advance a number of capital projects as “committed”.  While some of those schemes were fully or significantly grant-aided, many were financed from the Council’s own funds.  The principal sources of funds to finance such net capital expenditure were revenue contributions, loans and capital receipts.  At its meeting on 21st November, the Committee had been advised that the forecast for net capital expenditure during 2008/09 which was to be financed by loan had amounted to £21.9 million.  Accordingly, approval was sought for the submission of applications to the Department of the Environment for sanction to the raising of loans associated with the expenditure for the following schemes:

      The Committee approved the submission of the applications for the loans sanctions as outlined.”

            The Director of Corporate Services advised the Committee that he had discussed with Councillor McCarthy, at whose request the matter had been taken back to the Committee, the reasons why a loan sanction was required for the fit-out of Adelaide Exchange and Councillor McCarthy had indicated that he was satisfied that the loan was required.

            Accordingly, the Committee affirmed its decision of 20th March and approved the submission of an application for a loan sanction of £2.54 million for the Adelaide Exchange Fit-out.

            The Committee considered the undernoted report which provided an update in relation to the transfer of functions which were being considered as part of the Review of Public Administration:

“1.0         Relevant Background Information

1.1           Members will be aware that a Transfer of Functions Working Group was established, under the auspices of Review of Public Administration (RPA) Policy Development Panel C, to examine the package of functions proposed to transfer from central to local government resulting from the RPA and provide greater clarity in terms of the scope of the transferring functions; the resources (or otherwise) attached to the functions; and to identify those issues which needed to be addressed or required further clarification prior to transfer. The Transfer of Functions Working Group was chaired by the Chief Executive of BelfastCity Council, with several other local government Chief Executives as members of the Group.

1.2           It was recognised from the outset that there was an urgent need for engagement between central and local government officials to ensure that there was greater clarity around the functions transferring and appropriate consideration given to the potential consequences for councils of the transfer proposals in relation to issues such as efficiency, resources and liabilities.

1.3           To support this process a series of Technical Sub-Groups (e.g DoE Planning; DRD Roads; DETI; DARD; DCAL) was established comprising of senior officials from both transferring Departments and local government.  Constructive engagement and dialogue between central and local government officials has taken place over the last number of weeks to work through the operational, technical and managerial issues associated with the transfer of functions.  Members will note that senior officers from within Belfast City Council had been directly involved in this process.

1.4           As part of these discussions consideration was given to potential proposals in regard to marginal changes to the transferring functions where this was justified on a service delivery basis and taking into account the principles of strong local government; the role of local government in supporting place shaping; the need for single point accountability at the local level; ensuring improved customer centric services; and value for money considerations.

2.0           Key Issues

2.1           This work has culmulated in the development of a suite of initial detailed draft reports from each of the Transferring Functions Sub Groups and an over-arching covering paper setting out the high level issues which needs to be addressed in moving forward.  The papers were presented to Policy Development Panel C at its meeting on 26^th March and the Strategic Leadership Board at its meeting on the 10^th April 2009 for initial consideration.

2.2           I would refer Members to the recent presentation delivered to SLB on 10^th April 2009 which sets out the high level cross-cutting issues which need to be taken into consideration and contains initial proposals emerging from the Technical Sub Groups in regards to marginal changes to the transfer of functions including the  NON TRANSFER of potential functions (e.g. particular roads functions including salting footways, grass cutting,  ...  view the full minutes text for item 2a

            The Committee agreed to defer consideration of a report in relation to the Department of the Environment’s Consultation Paper on Severance Arrangements for Councillors to enable the Party Groupings on the Council to consider the matter.

            (Ms. S. Wylie, Head of Environmental Health, attended in connection with this item.)

            The Committee considered the undernoted report:

“Relevant Background Information

      Community safety is one of the main concerns of the people of Belfast and hence is a key element of the Supporting People and Communities theme of the Council’s Corporate Plan.

      Members will be aware that the Council’s contribution to a SaferCity is achieved through its leadership role in both the Community Safety Partnership (CSP) and District Policing Partnership (DPP) as well as through the delivery of services by a number of departments.  At various Committee and full Council meetings, Members have expressed the view that there is too much duplication of effort and confusion created by the way we currently deliver the safer city agenda and have called for a much more integrated approach.  

      A report outlining the issues of concern was presented to the Strategic Policy and Resources Committee on 20^th March.  At this meeting, the Committee agreed to an invitation being sent to all Members to participate in a safer city workshop, which was held on 6^th April 2009. 

      Since the previous report on 20^th March, the Minister for Policing and Criminal Justice has issued a consultation document on the future of CSPs and DPPs - ‘Local Partnership Working on Policing and Community Safety: a way forward’, and has asked for initial comments on the general principles detailed in the paper by the end of April, with an extended timeframe to the end of May for more detailed comments.  This approach was confirmed as appropriate by the NIO official at the safer city workshop, in response to members’ concerns over the short timeframe.  The consultation document which has been circulated.

Key Issues

      Safer City Workshop

      The safer city workshop was attended by Members from all Parties and by chief and senior officers from across a number of departments.   Notes from the workshop are attached in Appendix 1.  In summary, the key actions that need to be taken forward at this stage are:

·         CSP/DPP staff to be brought together under one Service and management structure;

·         A proposal paper to be developed and agreed though the political system with actions to outline how to better align the work and outcomes of both partnerships; 

·         The feasibility of organising joint CSP/DPP meetings around a number of key issues to be pursued;

·         The Northern Ireland Policing Board to be approached to review the Code of Practice that governs the DPP administrative and delivery functions;

·         A single point of contact to be put in place within the Council on safer city;

·         The Transition Committee to be engaged in discussions around rationalising community engagement structures in preparation for community planning.

      As firmer proposals around these actions are developed they will be brought back to this Committee for agreement.  

Consultation on CSPs and DPPs

      In terms of the consultation document, the paper proposes that the NIO aims to have integrated partnerships combining all of the  ...  view the full minutes text for item 3a

            The Committee was reminded that the Council, at its meeting on 2nd February, had passed the following Notice of Motion:

        “This Council calls upon the Prime Minister, Gordon Brown MP, to take immediate steps to ensure that members of and investors in the Presbyterian Mutual Society are covered by the same financial guarantee scheme as those savers with deposits in UK banks.”

            The Head of Committee and Members’ Services reported that correspondence had been received from Ian Pearson M.P., Economic Secretary to the Treasury, outlining the Government’s position and indicating that the Department of Enterprise, Trade and Investment was carrying out a review of the regulatory framework applicable to credit unions and industrial and provident societies in Northern Ireland and stating that it would be premature for the Government to comment until those enquiries had been completed.  He had indicated also that the Society’s Members had voted on the Administrator’s proposals to run down the business and that a further report on that matter would be issued in May.

            The Committee noted receipt of the correspondence.

            The Committee was reminded that, at its meeting on 20th February, it had considered a request from the Mayor of Dungannon and South Tyrone Borough Council seeking support for conductive education for children with cerebral palsy and, in particular, the ongoing funding crisis experienced by the Buddy Bear Trust School, located in Dungannon, which was the only educational establishment in Northern Ireland currently delivering that type of education.  The Committee had expressed its support for conductive education in general and had called on the Office of the First Minister and Deputy First Minister to bring forward as a matter of urgency recommendations for the delivery of conductive education, including financial and physical resources.

            The Head of Committee and Members’ Services advised the Members that a response had been received from the Minister with Responsibility for Education.  The Minister had outlined the Department’s Policy in relation to the funding of Independent Schools and the provision of funding for children with special educational needs.  In addition, she had indicated that she had met with representatives of the Buddy Bear Trust to discuss funding proposals but, at that stage, none of the options which had been presented had proved viable.

            The Committee noted the information which had been provided.

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

            The Committee agreed to recommend to the Council that the matter of the transfer of the North Foreshore 17 acre site to arc21 be referred to a special meeting of the Council to be held at 5.00 p.m. on 9th June, 2009 for final decision and that representatives of Social Market Research be requested to present the consultation findings at the meeting.  The Committee noted that a full report on the consultation would be issued in advance of the Special Meeting.

            The Director of Health and Environmental Services emphasised the importance of the Council taking a final decision in the matter at the Special Meeting in order to limit the Council’s vulnerability to substantial non-compliance costs.  In addition, he requested the Members to consider whether there was any additional information required before the Special Meeting in order to help inform the process and facilitate decision making and it was agreed that Party Group briefings be held if required.

            The Committee was reminded that the existing fuel station at the Duncrue Complex had been in place for approximately 30 years and had reached the end of its operational life.  A proposal had been included in the Capital Programme for the replacement of the fuel station, including the storage tanks, infrastructure for the fuel pumps and canopy.  At its meeting on 22nd February, 2008 the Committee had requested that the possibility of the capital cost of the proposal being met by a private sector operator under a franchise agreement be investigated.

            The Director of Improvement reported that, following public advertisement, only one expression of interest in providing and operating a refuelling facility had been received.  However, the submission had been incomplete and there had been no response to requests for further information.  Therefore, an economic appraisal had been commissioned to consider various options, including a shared facility and potential alternative locations.  The recommendation of the appraisal was that the Council should proceed with the provision and operation of the replacement refuelling facility on an “in?house” basis.

            Accordingly, the Committee agreed that tenders be sought for the replacement of the fuel storage facilities and associated infrastructure works, with the award of the contract being made on the basis of the most economically advantageous offer received in terms of cost and quality and in accordance with the Council’s Procurement Procedures.  The Committee noted that the cost of the replacement of the refuelling facility was £630,000 and agreed to an application being made to the Department of the Environment for the sanction to the raising of a loan for the cost of the project.

            The Committee noted the contents of a report which provided information in relation to the level of rents payable by community and other organisations and authorised the carrying out on a cross-Departmental basis of further investigations into options which might be available to reduce the level of rents payable under some or all of the current 36 leases to community/charitable/sporting organisations with a further report thereon being submitted to the Committee in due course.  The Committee agreed also that the aforementioned report should identify clearly the organisations involved.

            (Ms. R. Crozier, Head of Information Services Belfast, and Mr. T. Martin, Head of Building Control, attended in connection with this item.)

            The Committee considered the undernoted report:

“Background

      The Council is in the process of developing a number of initiatives to improve services and information for its customers.  These include strategies for customer focus, consultation and engagement, IT and communications and are all interlinked with reviewing the corporate centre of the organisation.

      Citizens want news and information and, in particular, access to services 24 hours a day.  The 9-5 culture of service delivery is a thing of the past.  They also want more focused and improved services that are transparently delivered, adaptable and good value.  This means we need to re-examine how we do things at every level. There are also increasing pressures from Westminster and Europe to provide on-line public services.  New technology is the key to achieving accessible services and information.  

      The majority of local authorities have invested most of their time and energy on the traditional communications and service methods. Some of the more forward thinking authorities are adopting the business principles and practices of the best private sector organisations.   This means fully innovative customer consultation and service delivery mechanisms, of which the key strategy is the commitment to providing the full range of services and information on-line and using modern technology. 

      Belfast City Council needs to urgently move in this direction and is playing catch-up at this time. The RPA will bring more services and responsibilities and the implementation of an ambitious corporate plan underway. Now is the time for the organisation to commit to changing business practices, back office procedures and investing in new technology to provide our ratepayers with the opportunities to utilise our services, receive information and be consulted with in ways and at times that are convenient to them.

      New technology can also assist elected representatives to perform their functions even more effectively.  It can enable the organisation to help them become more accessible to the electorate and can ensure they receive information, updates on Council business and information and news alerts in a timely and effective way. 

      It remains vital that BelfastCity Council continues to develop its progressive approach to the traditional forms of service and communications. Additionally now is the time for the Council to consider investing more time and resources in the new channels of communications, particularly in its efforts to reach younger and older audiences, ethnic minorities and other Section 75 groupings which are regarded as harder to reach.

      This approach ties in with the ‘Organisation fit to lead and serve’ theme of the Corporate Plan which aims to improve the Council’s capacity to deliver excellent services. The customer and IT strategies and the review of communications evaluation all highlight the need to focus during the next few years on adopting new technology as a means of delivering better services and information for citizens and to deliver services more efficiently.  The strategies emphasise the  ...  view the full minutes text for item 4d

            (Ms. R. Crozier, Head of Information Services Belfast, attended in connection with this item.)

            The Committee was advised that during April, 2008 the Northern Ireland Local Government Association had commissioned Deloitte to assist with the development of a draft IS Strategy for Local Authorities in Northern Ireland.  Funding for the project had been provided by the Delivery and Innovation Division of the Department of Finance and Personnel.  A project board had been formed to oversee the development of the project, which had resulted in the issuing by the Association of a draft Strategy for consultation.

            The Head of Information Services Belfast explained that the main aim of the project had been to define key priorities for Local Authorities in view of the Review of Public Administration and to highlight the main business and technological challenges and constraints which they would be facing.  Accordingly, it was recommended that the Committee support, in principle, the development of a common IS Strategy for Local Government within Northern Ireland.  Such a Strategy would:

·         enable service delivery benefits to be linked directly to citizens priorities;

·         emphasise the importance of the IT function in the strategic delivery of services;

·         enable operational efficiencies to be realised as well as ensuring reliable delivery of IT services;

·         enable greater integration between systems to avoid duplication of effort;

·         consider how secure, reliable and trusted relationships could be maintained between citizens and local government irrespective of how interactions take place;

·         increase the accessibility of relevant and appropriate information to partner organisations;

·         promote the need for cleansing and unifying the data structures held across Councils at both local and regional level to promote information sharing, storage and general data availability;

·         promote the use of geo-spatial data and information for appropriate business areas;

·         endorse the requirement for enhanced performance management, business intelligence and reporting tools which increase the quality and ease of reporting while also allowing greater customer insight;

·         recognise the benefits to be gained by implementation of mobile technology in a range of Council environments; and

·         provide the ability to work more flexibly, including home working.

            The Head of Information Services Belfast pointed out that, within the current draft Strategy, there remained uncertainties in relation to how it would be implemented given the current absence of any funding and a lack of clarity around the necessary governance arrangements and capacity to deliver.  In addition, the Strategy did not take account of the functions which would transfer from Central Government following the Review of Public Administration in terms of information assets, infrastructure and service delivery.

            The Committee agreed to endorse, in principle, the development of a common IS Strategy for Local Government in Northern Ireland, subject to further clarification being provided in terms of the resources, governance and capacity to be put in place to support its implementation and the Northern Ireland Local Government Association being advised formally of the Council’s position.

            The Committee was reminded that the Council, at its meeting on 3rd September, 2007, had passed the following resolution:

      “This Council acknowledges the tremendous support and sacrifice made by Her Majesties Forces during thirty-five years of conflict in Northern Ireland.  Operation Banner was the longest running campaign in military history, a campaign which saw the loss of many lives.  Peace in Northern Ireland came at a heavy price but without the selfless dedication and commitment of the British Army, Ulster Defence Regiment, Royal Irish Regiment and the Royal Ulster Constabulary/Police Service of Northern Ireland this great City and, indeed, the entire Province would have found itself in a state of civil war.  The Council welcomes the ending of Operation Banner but must be ever mindful of the ultimate sacrifice many had to pay for peace.  The Council agrees to construct a fitting memorial to the Servicemen and women who helped to maintain peace and law and order during the duration of Operation Banner.”

            The Head of Committee and Members’ Services explained that since the final part of the resolution agreed to construct a “fitting memorial” to Servicemen and women and the return to the City Hall would take place by September, 2009, it would now be appropriate to give consideration to the form that the memorial should take.  He pointed out that the Committee, at its meeting on 14th November, 2008, had agreed that the six elected Members on the Good Relations Steering Panel should act as a cross-party reference group to discuss the display of City Hall memorabilia in the longer term and to agree a programme of work and the acquisition of materials to ensure that the items on display in the City Hall were representatives of all communities in the City.

            The Committee agreed that the matter be referred to the cross-party reference group so that it could be considered as part of the overall review of memorabilia with a suggestion that the memorial should take the form of a stained-glass window and that a report, detailing the options as to the form which the memorial to Servicemen and women should take, be submitted for the Committee’s attention within six months.

            The Committee was advised that the first Armed Forces Day was being held on Saturday, 27th June, 2009.  The aim of the Day was to raise public awareness of the contribution which had been made to society by the Armed Forces, including veterans and cadets, and it was understood that the intention was that the event should be held on an annual basis.  The Head of Committee and Members’ Services advised the Members that correspondence had been received from the Deputy Chief of the Defence Staff of the Ministry of Defence seeking the co-operation of Local Authorities to organise events to mark the day, with a National Event being hosted in a chosen location.  In Northern Ireland, the focal point for the celebrations would be Carrickfergus Borough Council and steps were being taken to identify the most appropriate and inclusive approach to the event, which would be organised by that Council and the Army in Northern Ireland.

            One of the official activities which the Ministry of Defence was requesting Local Authorities to organise was the raising of a unique Armed Forces Day flag.  They had requested that the flag be raised at 10.30 a.m. on Monday, 22nd June and flown during the following week.  The flag would be provided free of charge by the Ministry of Defence.  The Council policy on the flying of flags allowed for flags other than the Union Flag to be flown on specific occasions.  For example, the Cross of Saint Patrick’s was flown on 17th March, the European Union flag was flown on Europe Day on 9th May and the Red Ensign was flown on National Merchant Navy Day on 3rd September each year.

Moved by Councillor M. Browne,

Seconded by Councillor P. Maskey,

      That the Committee agrees not to accede to the request and that approval for the Armed Forces Day flag to be flown at the City Hall for the period from 22nd till 29th June, 2009be not granted.

            On a vote by show of hands nine Members voted for the proposal and eight against and it was accordingly declared carried.

            The Committee was informed that the undernoted requests for the provision of hospitality had been received:

            The Committee adopted the recommendations.

Oral report of Director of Corporate Services

            The Director of Corporate Services provided an update on revenue outturn for the previous financial year and reported that this had resulted in a small surplus being achieved on estimated expenditure.

            In response to a Member’s question, he explained that the Council’s budgetary control, including the overspend and underspend of each Department, would be considered in detail by the new Budget and Transformation Panel.

            After discussion, the Committee requested that more detailed information in relation to the Council’s budget, including the overspend and underspend of each Department, be included in future financial outturn reports and that the minutes of the Budget and Transformation Panel be submitted to the Committee for consideration as and when it met.

            The Committee was advised that a request for financial assistance in the sum of £4,000 had been received from Common Purpose Belfast in connection with its 2009 Navigator programme.  The request concerned bursaries for course applicants who were unable to meet the participation costs.  The Committee was advised that the Common Purpose programmes were designed to draw together leaders, emerging leaders and senior managers from all walks of life who could potentially play a role in shaping the future of Belfast.  The Council had supported the organisation since its inception in 1996 through hosting elements of the programme, funding the participation of one Member and one officer on an annual basis and providing bursaries annually for local communities/voluntary sector applicants.

            The Director of Corporate Services reported that, until the previous year, the Council had funded two bursaries.  However, at its meeting on 22nd February, 2008, the Committee had declined to make available an amount of £8,450 to Common Purpose to support two full-fee and one part-fee place on its Navigator Programme.  That decision had reflected pressures on the Council’s resources and the fact that Common Purpose had benefited from Council support for some considerable time.

            The Programme evaluation amongst Councillors and staff who had attended the Common Purpose course had concluded that they were generally highly regarded and deemed beneficial to the Council.  Against this, the Committee was aware of pressures on Council resources and might wish to curtail expenditure on Common Purpose courses to Members/staff only.

            In light of the above information, it was recommended that the Committee consider the following options:

(1)     accede to the request for £4,000 in respect of two part-funded places for emerging leaders in Belfast;

(2)     agree to a lesser amount of £2,000 to enable one part fee bursary to be funded; or

(3)     maintain the position which had been adopted last year whereby the Council had not supported the bursaries in view of the current budget restrictions and its existing commitments.

Moved by Councillor Kirkpatrick,

Seconded by Councillor Smyth,

      That the Committee agrees to adopt Option (3).

            On a vote by show of hands five Members voted for the proposal and five against.  There being an equality of votes, the Chairman exercised her second and casting vote for the proposal and it was accordingly declared carried.

            The Committee agreed to defer, to enable further information to be obtained, consideration of a report in relation to the joint development of a staff travel smartcard.

                The Committee considered the undernoted report in relation to the Northern Ireland Local Government Association’s Annual Subscription and Annual Plan:

“1.0     Relevant background information

1.1       Members will be aware of the ongoing discussions over the past year in regards to the Council’s relationship and engagement with the Northern Ireland Local Government Association (NILGA) and the concerns of Members in terms of the level of capacity within the Association, the subscription contributions sought from the Council, the value for money received and the lack of representation on NILGA’s Executive.

1.2       Members will recall that the Council’s Strategic Policy and Resources Committee, at its meeting on 23rd May 2008, agreed to write to NILGA indicating that it would be willing to pay a reduced annual subscription of 76,230 (excluding VAT) for the period 2008/2009 which would be proportionate to the percentage of the Northern Ireland population rather than the £104,328 subscription charge requested by NILGA which was calculated on the basis of the penny rate product for each council.

1.3       At its meeting on 19th September 2008, the Committee had been informed that NILGA had written to the Council, dated 17th July 2008, to report that its Executive had agreed in principle to the reduced subscription fee and had set out proposals to further strengthen the Councils relationship with the Association including additional places for Belfast City Council on its Executive, the designation of a NILGA liaison officer and the provision of in-kind officer support (e.g. Legal advice, policy and research support, professional support in terms of business planning and performance management) from the Council to NILGA.  The Council had provided such support to NILGA on an ad?hoc basis within the context of both sharing best practice and the Council’s continued engagement within the Review of Public Administration process.

2.0       Key Issues

2.1       Correspondence has been received from NILGA, dated 10th March and 2nd April 2009, setting out the annual subscription proposals for the period 2009/2010, an update on NILGA’s progress over the past year and an outlining the proposed Annual Business Plan for the 2009/2010 period copies of which have been circulated.

2.2       NILGA Annual Subscription for the period 2009/2010

2.2.1    On the 12th December 2008, the NILGA Executive Committee had agreed that an overall annual increase of 2.5% was required for the 2009/2010 period.  However, given the current financial pressures facing local government, NILGA had agreed to waiver this 2.5% increase for a one year period and therefore, it is proposed that the overall total subscription base remains the same as the 2008/2009 period.  Notwithstanding this decision, the proposed annual subscription fee for Belfast City Council for the period 2009/2010 is £106,627 (exc. VAT) which is based on the penny rate product figures for each District Council area.

2.2.2    In keeping with the previous decision taken by the Committee in regards to its subscription fee for the 2008/2009 period, correspondence has been sent to NILGA indicating that the Council’s annual subscription fee should not be based on the penny  ...  view the full minutes text for item 6d

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

            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:

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

            (Ms. R. Crozier, Head of Information systems Belfast, attended in connection with this item.)

            The Committee considered the undernoted report:

“Relevant Background Information

      The Council owns a large quantity of information both in the form of electronic documents and computer databases.

      The Council’s documents are held within a central data repository (called a SAN) in ISB which is replicated in a backup facility at Duncrue. The SAN also holds the databases used by the Council’s email and core financial systems. The council’s SAN is now over 5 years old and is nearing end of life.

      All other databases are held in a large number of data disks that are connected to or are part of the council’s collection of over 130 servers delivering all of the other information systems that the Council requires.

      Most of the Council’s servers reside at ISB with a small number located at Duncrue providing backup for the email system. Additional servers are currently being installed at Duncrue to provide backup for the core finance and payroll systems.

      Modern technology enables the provision of the information systems used by the Council using a significantly smaller number of servers. This technology is called server virtualisation and it delivers:

(i)      Savings arising from less power and cooling required for a smaller number of servers, and efficiencies arising from easier administration.

(ii)     Greater flexibility – computer resources can be adjusted to the required workload immediately. New or extra computer resources required can be created in minutes as opposed to the current situation where new computing devices must be procured and prepared in advance.

(iii)    Greater resilience – the Council’s systems can continue to deliver information even while experiencing certain levels of hardware failure.

      A pre-requisite of implementing server virtualisation is that all of the Council’s documents and databases must be held in a single central data repository (or SAN); therefore a new SAN with the capacity to hold all of the Council’s data held in ISB and replicated at the backup site in Duncrue is required. This storage solution would manage the availability of information and the backup and restoration of information in as efficient a manner as possible.

Key Issues

      Due to the complexity and intimate relationship between the storage and virtual server technologies, it is vital that the Council engages with a single partner who can provide a single point of contact on all matters pertaining to this work and can engage with the Council in order to plan and implement all aspects of this technology in line with the Council’s business requirements.

Resource Implications

      Financial

      There is a capital budget in place to ensure the procurement of both the equipment and services required.

      Centralised Storage

The cost of the current storage equipment if kept and maintained is £100,000 over the next 4 years. This would include the council taking on the risk of relying on an aging storage facility which will be more prone to failure with resulting service provision  ...  view the full minutes text for item 6f

            The Committee was advised that a pilot allegating exercise, which had taken place over the pervious two years in five areas of the City, that is, The Mount/Willowfield, Lower Windsor, Little Americas, Woodvale and Beechmont, had been completed successfully.  The existing gates occasionally needed maintenance work to be undertaken.  In addition, a capital programme proposal had been submitted for potential additional gates in other areas.  Accordingly, it had been deemed appropriate to seek tenders from contractors who could undertake both schemes.

            The establishment of a 3 (extendable to 4) year term agreement with a contractor would enable alleygates to be erected promptly as and when funding became available and could facilitate also the carrying out of maintenance on existing alleygates.

            It was reported that the tender process had been undertaken and the submissions had been evaluated in accordance with the Council’s Procurement Procedures.  The evaluation had identified the most economically advantageous submission, on the basis of price and quality, as that submitted by the Red Sky Group.

            The Director of Improvement reminded the Committee that, at its meeting on 20th March, it had deferred consideration of the matter to enable further information to be obtained.  He reported that the Legal Services Department had advised that third?party opinion should not be taken into consideration in the award of the contract by the Council as:

·         the tender submissions had been evaluated in accordance with the Council’s Procurement Procedures;

·         the Red Sky Group had completed satisfactorily the installation of the existing pilot exercise alleygates and had previously satisfactorily undertaken other streetscape contracts for the Council; and

·         failure to award the contract to Red Sky in accordance with the conditions of the tender might lead to a legal challenge.

            Although a proposal for the erection of the further alleygates had been submitted for inclusion in the capital programme, no capital funding had been forthcoming and the proposal had not been approved as a “committed” project.  The establishment of a term-contract would not commit the Council to any expenditure relating to the submitted proposal, but would establish a framework for advancing the necessary work as and when capital funding became available.  It would provide also a mechanism for any necessary maintenance carried out on the existing alleygates, the expenditure for which would be met from revenue budgets.

            Accordingly, it was recommended that the Committee approve the establishment of a term agreement with The Red Sky Group for the maintenance and erection of alleygates, subject to the completion of form of contract.

            After a lengthy discussion, it was

Moved by Councillor Stoker,

Seconded by Councillor Rodway,

      That the Committee agrees to adopt the recommendation.

            On a vote by show of hands four Members voted for the proposal and eight against and it was accordingly declared lost.

Further Proposal

            Moved by Councillor Attwood,

            Seconded by Councillor C. Maskey,

                        That consideration of the  ...  view the full minutes text for item 6g

            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 members of staff who were related to existing officers of the Council.

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

            The Committee approved the minutes of the Good Relations Partnership of 17th April and adopted the recommendations contained therein and in particular in relation to the following:

            Peace III Small Grants: Issue of Letters of Offer

            (Councillors C. Maskey, P. Maskey and Stoker declared an interest in this issue in that they were either employed by or members of the boards of one of the applicants.)

            The Committee adopted the recommendation of the Partnership and granted approval to issue letters of offer for funding under the first call of the Small Grants Programme within the Belfast Peace and Reconciliation Action Plan.

            Specifications for the Procurement of Services

            under the Peace and Reconciliation Action Plan

            The Committee adopted the recommendation of the Good Relations Partnership to approve the invitation of tenders for the following key actions:

The Committee adopted also the Partnership’s decision to:

·         approve in principal the specifications relating to key actions within the Plan;

·         note the invitations for independent members of the Partnership to observe the Tender Assessment Panel; and

·         invite the Special European Union Programmes Body to send a representative to observe the Tender Assessment Panel.

            The Committee noted that the contracts would be awarded on the basis of the most economically advantageous tender received based on pre-agree evaluation criteria and that the eligible project expenditure under the four themes of the Peace Plan had been included within the approved allocation of £6.3 million and could be reclaimed at 100% from the Special European Union Programmes Body.

            The Committee considered the undernoted report:

“Relevant Background Information

      Purpose

      To bring to the attention of the Strategic Policy & Resources Committee details of a consultation by the Department of Enterprise, Trade & Investment (DETI) on a proposed Debt Relief Scheme for Northern Ireland and to present a draft response to this consultation for approval.

      Background

      The Department of Enterprise, Trade and Investment has published a consultation document about a proposal to set up a Debt Relief Scheme in Northern Ireland.  The scheme is intended to help individuals with moderate levels of unsecured debt which they cannot pay and who are unable to afford the cost of petitioning for bankruptcy. Further information, including the consultation document, is available on the Northern Ireland Insolvency Service website at – www.insolvencyservice.detini.gov.uk.

The closing date for responses to the consultation is 6th May 2009.

      Members are aware that we are experiencing the toughest economic climate for over a generation and that this is a very difficult time for our ratepayers as the current economic climate is having an impact on business and households across the city. In recent weeks a substantial number of job cuts have been announced across a range of sectors with the manufacturing industry in Belfast being hit particularly hard.  This will have a real impact on people across the city.

      The Council has already highlighted its commitment to providing responsible leadership during these tough times and to doing what it can to help everyone in the city cope with the effects of the ‘credit crunch’.  Members will recall that the Council has agreed to continue to invest in our city to help provide jobs and support the economy and maintain the services that are even more important to local people now and has highlighted its commitment to supporting local communities and businesses during these uncertain times. This consultation document is therefore very timely given the current economic climate and the impact that this is having on our ratepayers.

Key Issues

      Summary of the Proposed Debt Relief Scheme –

      Overview and key features

      The scheme is intended to help individuals with moderate levels of unsecured debt which they cannot pay and who are unable to afford the cost of petitioning for bankruptcy. It will enable them to obtain an order from the Official Receiver similar to a Bankruptcy Order made by the court, but at lower cost. Important features of the scheme are –

§         The individual would be protected against legal proceedings by creditors in respect of the debts listed in the Order for a one year period;

§         At the end of that year their liability to repay those debts would be cancelled;

§         Application to the scheme would only be possible through approved debt advice organisations;

§         The individual would be subject to restrictions on taking credit or trading other than in his/her own name during the year following the making of the order. It would be possible to place those found to be  ...  view the full minutes text for item 9a