Agenda and minutes

            Apologies for inability to attend were reported from Councillors Hendron, Maskey and Reynolds.

            The Committee considered the undernoted report:

“1.0     Relevant Background Information

            Members will recall that a first cut of a draft ‘investment package’ was presented to Committee at its meeting on 23rd September. At this stage it was highlighted that this was a work in progress and would be further refined over the coming months following feedback from Members.  At the meeting, Members asked that the following issues be addressed in a future iteration of the package:

·         balance between investment in the city through financial support for big construction projects and support for individuals struggling to cope with the recession;

·         investigate how we could do more to address the issue of employability by working with relevant government bodies such as the Department for Employment and Learning and by introducing a city-wide bursary scheme;

•       explore how we can identify more focused advice, support and signposting services to those in debt and examine how we can offer opportunities for internships, mentoring schemes and apprenticeships;

•       more work required on the contribution that procurement and social clauses might make to providing opportunities to local firms and those not in employment;

•       reduction in the levels of poverty and inequality need to be more central in the document;

•       the Council needs to drive the agenda for reducing health inequalities;

•       explore the social economy and the potential to work with other bodies in that area;

•       a commitment to ensure that the good relations and equality strategy is considered in relation to all the projects across the City in which the Council was involved;

•       a greater civic leadership role - Council as the voice of the city in relation to advocating for the needs of its citizens and marketing the city for investment and tourism;

•       develop an international and external relations strategy, and form key relationships with bodies such as Invest NI and government departments to ensure that investment efforts are aligned and focused; and

•       ensure that the identification of place shaping projects is spread fairly across the city and that key projects in the city centre, such as a civic square around the City Hall and the development of St George’s Market, are considered.

            This report sets out progress in responding to the issues raised by Members at the Committee and at subsequent sessions, including the Economy Workshop on the 28th September and the place shaping area based sessions (North, South, East, West and Shankill) which commenced on 10th October and concluded on 17th October. 

            In order to take forward the next iteration of the investment package Members are asked to consider the information set out at appendix 1 for inclusion within the stimulus package.  The appendix addresses each of the issues raised by Members in turn, providing an update on what the Council currently does in relation to each, and the proposed text for inclusion in the package. 

            Members should note that in some cases, for example with respect to the good relations and equality theme,  ...  view the full minutes text for item 2a

            The Committee was advised that the undernoted requests for the use of the City Hall and the provision of hospitality had been received:

            The Committee was reminded that, at its meeting on 22nd October, 2010, it had agreed to invite tenders for a system which would facilitate the live streaming and archiving of all Council meetings on the internet.  Furthermore, the matter had been discussed briefly at the Committee’s most recent meeting on 7th October.

            The Democratic Services Manager reported that the tender process had now been completed and, as agreed by the Committee, the Assistant Chief Executive/Town Solicitor had exercised his delegated authority to approve the successful tender.  That would result in the installation and operation of a web streaming solution which would live stream and archive Council meetings.  The system would be installed in the Council Chamber over the coming week and would be fully tested at the Council meeting on 1st November.  That meeting would not be shown live on the internet and the footage would only be used to help with the operation of the equipment and the training of staff and to feedback to the Political Parties.

            He pointed out that it was important that all Members not only had an understanding of how the system would operate but that they were also both confident and comfortable with any implications that the system might have on the conduct of meetings.  In order to ensure that that was the case, the footage recorded on 1st November would be used as a tool to assist with the briefing of Members during November.  A further report would be submitted to the Committee on 18th November setting out a more detailed protocol.  It was intended that the Council meeting on 1st December would be the first meeting to be broadcast live and archived.

            The Democratic Services Manager explained that, during the last meeting of the Committee, a number of Members had indicated that thought should be given as to how the conduct of the Council meetings might be impacted upon when the live broadcast commenced.  In particular, Members were concerned to ensure that the reputation of the Council would not be adversely affected.  It was intended that those matters would be discussed with the Parties during the briefings in November and any issues arising would be dealt with in the report to the Committee on 18th November.  The maintenance of order and the impact that the increased usage of social media during meetings might have would also be discussed at those meetings.

            The Committee noted the information which had been provided and agreed that briefings take place during November.

            The Committee was advised that the National Association of Councillors was holding its Annual General Meeting and Conference in Lytham St. Anne’s from 25th till 27th November.  This year’s Conference was concerned with how Local Government could work effectively with both the Westminster and European Parliaments to address the major problems being faced by all citizens in the current economic climate.  A number of prominent Members of Parliament and Members of the European Parliament would address the Conference and take part in a “Question Time” session.  The approximate cost of attending would be £669 per delegate.

            The Committee authorised the attendance at the National Association of Councillors Conference and Annual General Meeting of the Chairman, the Deputy Chairman, the Council’s representatives on the National Association of Councillors (Northern Ireland Region) and a representative of each of the Parties on the Council not represented by the aforementioned Members.

            The Committee noted the contents of a report in relation to the arrangements for Monthly Political Party Briefings and agreed:

·         to the establishment of the monthly party briefings with effect from January, 2012;

·         to note the date and time of the monthly briefings and that these be included in the annual schedule and monthly remembrancer; and

·         that from January, 2012 all requests for individual Party Briefings be made through the Party Leader or Deputy Leader.

            The Committee was advised that the Environment Minister, Alex Attwood, had, on 9th October launched a consultation on whether to reduce by two-thirds the allowance paid to Councillors who were also Members of Parliament, Members of the Legislative Assembly or Members of the House of Lords.

            After discussion, the Committee agreed that the matter be referred to the Political Parties for individual response and comment.

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 18 October.

            The Committee considered the undernoted report:

“1.0Relevant Background Information

1.1The purpose of this paper is to present to Members a summary of the response made by the council to the consultation on Rating of Commercial Properties: small business, large retail properties and empty shops.

      Consultation Proposals

·         General expansion of the small business rate relief scheme. 20% relief to be provided to eligible premises with an NAV of £5,001 - £10,000. It is estimated that an eligible small business will benefit from £730 p.a.

·         No additional relief would be provided to those currently receiving small business rate relief (NAV of £5,000 or below).

·         An average levy on rate bills of around 20% to be applied to those retail premises with a rateable value of £500,000 or more, in the form of a regional rate supplement. The costs facing large retailers are estimated at £85,000 p.a. on average. The average rates bill will increase from £430,000 to £515,000.

·         Allowing the use of shop fronts or shop window displays for (non-political) community, artistic or other non-commercial purposes so that the full occupied rate is not charged on otherwise empty properties. Entitlement to 50% empty property relief (or exclusion if applicable) would be preserved.

·         The above changes would apply for three years from 1 April 2012 until 31 March 2015.

·         Clarifying the legislation relating to the valuation assumptions used at non-domestic revaluation, by being more specific about the state and circumstances to be taken into account in compiling a new valuation list. This would take effect at the next general revaluation in 2015.

2.0Key Issues

2.1Stores affected

      Twenty-nine of the 77 large retail stores are in Belfast and 19 of these are located in the city centre. The geographical description above gives a misleading impression.  The 77 comprise mainly multiple chain stores such as Tesco, but also a substantial number of ‘High Street’ stores, located in almost all cases in Belfast city centre.  The stores listed below:

      Retail Levy

2.2It is reasonable to assume that most of the affected stores would continue to operate under the levy and would suffer a detriment only in the sense that their profitability would be reduced by the amount of the levy. 

2.3It is only a slight simplification to  ...  view the full minutes text for item 5b

            The Director of Finance and Resources submitted for the Committee’s consideration the undernoted report:

“1    Relevant Background Information

1.1Members will recall that at the Strategic Policy and Resources Committee meeting in April the process for the setting of the rate was agreed as outlined in the chart below.

1.2The purpose of this briefing is to outline progress made against the agreed timetable and to discuss the key issues which will need to be addressed as part of the rate setting process.

2    Key Issues

      Progress to date

2.1At the Strategic Policy and Resources Committee in April 2011 Members agreed that the department estimates should be compiled using the planning assumption that any required growth should be within the level of inflation as measured by the Consumer Price Index. Departments have now completed the first draft of the estimates and all budgets are well within the current CPI rate of 4.5%. The proposed budgets are currently being checked for completeness and accuracy. The next stage, in terms of the

      revenue estimates is to ensure that the budgets are aligned to the corporate priorities of the organisation. The outcomes from the Member planning workshops and the development of the stimulus package will be integrated with the financial plans in October and November. The first cut of the department estimates at a high level will be presented to the second Strategic Policy and Resources Committee in November.

      Members also agreed at the Strategic Policy and Resources Committee in April 2011 an efficiency target of £2m cash savings for 2012/13. I am pleased to report that officers have been able to identify and capture efficiencies which will meet the £2m target. A detailed report on the efficiency programme will be brought to the Strategic Policy and Resources Committee on 4 November.

      Key Issues for the Setting of the Rate 2012/13

2.2As in previous years, Members will be faced with the challenge of balancing the conflicting priorities of keeping the rate at an acceptable level and at the same time providing sufficient finance to deliver their ambitions. The key factors which will need to be considered are outlined below.

2.3Net Department Expenditure

      The key challenge will be to keep the revenue estimates as low as possible in the context of inflation and any growth proposals emanating from the corporate planning process. The efficiency programme will serve to reduce the estimates by the £2m target set by members.

      City Investment Fund

2.4This fund is used to finance city projects where the asset is not owned by the council. It is currently financed through a £3m annual contribution from the rate and proceeds from the sale of council owned land or assets. At present, it is forecast that by 2014/15 the fund will have a balance of £11m. Members are currently prioritising a suite of potential projects which, by their nature, will require funding in part from the city investment fund. The delivery of these projects must be tested against affordability.  ...  view the full minutes text for item 5c

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

            The Committee considered a report in relation to a review of the Project and Corporate Systems Unit within the Finance and Resources Department and agreed to remove the Unit from the Council’s organisation structure through the deletion of the post of Head of Projects and Corporate Systems and to make the necessary redundancy payments in accordance with the Council’s agreed scheme on Redundancy and Discretionary Payments.  It was further agreed that all other posts in the Unit be realigned within the Finance and Resources Department.

            The Committee was reminded that, at its meeting on 19th August, it had agreed that, in the interest of making an early appointment to the post of Head of Finance and Resources, authority be delegated to the Chief Executive, in consultation with the selection panel, to offer the post to the recommended candidate, with the outcome of the process being reported back to the Committee for noting.

            It was reported that the process had now been completed and the panel had recommended the appointment of Mr. Mark McBride.

            The Director of Property and Projects reminded the Committee that, at its meeting on 23rd September, it had approved the creation of and recruitment process for a new post of Head of Procurement and Projects.  Accordingly, he sought the Committee’s authority to have the post re-titled as Head of Contacts, which was a more appropriate title.

            The Committee granted the authority sought.

            The Head of Human Resources reported that, on 14th September, the Trade Union Congress had voted unanimously in favour of industrial action over the Government’s proposals to increase employee pension contributions in the public sector pension scheme.  She pointed out that currently 70% of the Council’s workforce was a member of a Trade Union.  Thirty-three percent were members of NIPSA, 30% were members of GMB, 27% were members of UNITE and 10% were members of SIPTU.  The Human Resources Unit had indentified the make-up of each of those Unions at a service level in order to establish those services which would be potentially most affected by any industrial action.  In this regard she made the following points:

·         During October the local government Trade Unions would ballot their members on industrial action, with a result being known by mid-November;

·         It was anticipated that that would result in strike action by UNITE, NIPSA, GMB and SIPTU members on 30th November, 2011;

·         As with previous national industrial action, for example, strike action in July, 2008 as a result of the national pay offer, the Council would initiate its Industrial Action Contingency Group, which was chaired by the Head of Human Resources, to establish contingency planning arrangements in the event of industrial action;

·         That group would manage all the issues arising from the strike through a planned and co-ordinated approach to ensure that essential services were maintained where possible and that communication was ongoing with Elected Members, the media and the workforce;

·         The group would determine exemption requirements, that is, those individuals or groups of staff who should remain in work during industrial action to minimise disruption to service provision, meet health and safety obligations and provide business continuity in so far as was practicable, for example, Registrars, Malone House and Belfast Castle staff for weddings and civil partnerships, cemetery operatives and health and safety staff.  The group would discuss and seek to agree those exempt staff with the Council’s Trade Union Co-ordinators; and

·         The Chief Executive and Head of Human Resources would meet with Party Groups Leaders to discuss the contingencies to be put in place for the strike to ensure that disruption to the public was minimised.

            The Committee noted the information which was provided.

            The Committee considered the undernoted report:

“1.0Relevant Background Information

1.1The issue of the former Grove Leisure Centre was raised at the September Committee and an update report was requested.

1.2The former Grove Leisure Centre currently sits within the Councils Corporate Landbank, held by the Strategic Policy & Resources Committee & managed by the Property & Projects Department, pending future use options being considered by Committee.  The site extends to approximately 1.27 acres; a location map is enclosed at Appendix 1.

1.3Demolition of the building had previously been proposed for inclusion in the Capital Programme with a budget estimate of £500k but it is currently sitting as an uncommitted proposal, pending a decision on funding availability.  Demolition had not therefore progressed due to there being no identified funding and also on the basis of previous planning advice which had indicated that from a highway perspective there could be advantages in the building remaining in place prior to submission of a planning application.  This was because the associated traffic with the previous use could potentially be factored into a planning application, whereas a cleared site might mean that ‘nil-use’ could be deemed for the site and no discount could be applied for ‘committed/previous’ trip in any Transport Assessment.   This has been the position taken in respect of Maysfield for example, which has additional planning issues in relation to the adjacent apartment block, based on the advice of planning consultants.  However, more recent advice from the planning consultants has indicated that this is not as relevant in the case of the former Grove Leisure Centre site which will entail a much smaller scale of development

1.4It is expected that the demolition and associated works could be undertaken within the provisional budget estimate of £500,000, although this is subject to a detailed invasive (in that the fabric of the building will need to be opened up) survey of the building to identify issues, such as asbestos, which would need to be removed by specialist contractors.

1.5The Director of Finance & Resources has confirmed that funding could now be made available for demolition of the building should Members wish to proceed from revenue contributions to non loan funded capital schemes on the Committed Capital Programme.  It is worth noting that the cost of demolition would inevitably have to be borne by the Council either as a direct cost now or by way of a reduced financial return for the site in the event of it being disposed as any purchaser or developer would factor the cost of demolition into any offer they would make.

1.6Members way wish to note that the total initial cost of securing the building, blocking of doors, windows and skylights and fencing off pool areas etc; retaining essential services (electricity, intruder and fire alarms); removal of contaminated water, chemicals, heating oil, de-gassing of fuel tank & cleaning contaminated areas was £34,000. The costs from November 2008 to date of insuring the building; keeping it alarmed; key holding and  ...  view the full minutes text for item 7a

            In accordance with the authority delegated to him, it was reported that the Director of Property and Projects had let the following units at Smithfield Market:

·         Unit 5/6 – Paul Livingston, 162 Longstone Street, Lisburn, at a cost of £800 per month for the purpose of rental, sale and repair of computers, computer parts and accessories;

·         Unit 13/14 – Brendan and Ann McClarnon, 18 Glenwell Park, Newtownabbey, at a cost of £750 per month for the sale of carpets and rugs; and

·         Unit 39 – Charles Brown, 26 Sprinkbank Drive, Dunmurry, in the sum of £460 per month for the sale of boxing and fitness equipment and associated products.

                                                                                                                                    Noted.

            The Committee was advised that a request had been received from the North Belfast Paranormal Research Group to undertake a paranormal investigation in the City Hall.

            The Committee agreed not to accede to the request.

            The Director of Property and Projects reminded the Committee that an intruder had gained access to the City Hall on 11th July and had removed the Union flag from the building and caused criminal damage in the process.  Following that inciden,t a review of security arrangements had been initiated and the proposed enhancements were independently validated by officers from the Crime Prevention Unit of the Police Service of Northern Ireland following an on-site inspection of the building.  The Director of Property and Projects submitted a report which apprised Members of the proposed enhancements to the Closed Circuit Television and related systems and services arising from the review and details of a further unauthorised intrusion into the building on Friday, 7th October, 2011.

            The Committee noted the contents of the report and endorsed the proposed improvements to systems and services and the associated expenditure as outlined in the report.

            The Committee acceded to a request which had been received from the Leader, Deputy Leader and Officers of the Democratic Unionist Party to borrow the Covenant Table, which was currently displayed in the Council Chamber, for the Democratic Unionist Party’s Annual Conference which was taking place at the La Mon House Hotel during the weekend 25th till 27th November, subject to the necessary loan agreements and insurance arrangements being put in place.

            (Mrs. H. Francey, Good Relations Manager, attended in connection with these items.)

            The Committee approved and adopted the minutes of the meeting of the Good Relations Partnership of 10th October.

            The Committee approved and adopted the minutes of the meeting of the Historic Centenaries Working Group of 17th October.