Agenda and minutes

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

            The minutes of the meeting of 25th April 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 May, subject to:

(i)    the rejection of the decision under the heading “Request to Use the City Hall: Ulster Centenary Committee – To Mark the Centenary of the Signing of the Ulster Covenant”, the Council accordingly agreed to grant the use of the City Hall and the Covenant Table for the event; and

(ii)    the submission of a report on the live site screen at the front of the City Hall to the next meeting of the Committee.

The following declarations of interest were reported:

(i)    in respect of item 4(e) Belfast Chamber of Trade and Commerce/Orangefest – Request for the Use of the City Hall, Councillor Haire indicated that he was Chairman of Orangefest; and

(ii)    with regard to item 8(a) the minutes of the meeting of the Good Relations Partnership, Councillor Reynolds indicated that he had declared an interest at that meeting in so far as he had worked for an organisation which had submitted an application for funding under the “Peace III – Strategic Grants Programme”.

            The Committee was reminded that the Council, at its meeting on 2nd April, had approved the establishment of the five Area Working Groups, on an advisory basis, in order to inform the implementation of the Belfast Investment Programme.  It was reported that the five Groups had all held their initial meeting and a copy of the minutes of the meetings in that regard have been circulated for the information of the Members.  It was pointed out that discussions were continuing in order to develop the long list of Local Investment priorities in each of the five areas and officers would meet with local groups over the next three weeks in order to ascertain further details on the projects which had been listed.  An overview of the projects on the long list which had been provided to date and which was a work in progress had been circulated for the information of the Members.

            The Director of Property and Projects indicated that, as of 11th May, the position of each of the Groups was as follows:

·      West – projects fairly well identified with further to follow;

·      East – ongoing engagement with community/voluntary representatives;

·      Greater Shankill – comprehensive list;

·      South – some additional projects identified with further to follow; and

·      North – further work needed on the long list.

            He encouraged the Members to provide, over the coming days, details of any additional projects to the Democratic Services Section so that the long lists could be finalised.  He pointed out that work had commenced to prepare proposals for the next meetings of the Area Working Groups.

            The Committee noted the information which had been provided, approved the minutes of the meetings of the Area Working Groups and agreed that a report on area profiles and other funding sources/projects relating to each of the five areas be provided to the August meetings of the Working Groups.

            (Mr. J. McGrillen, Director of Development, attended in connection with this item.)

            The Committee considered the undernoted report:

“1          Relevant Background Information

1.1       Belfast City Council’s Investment Programme was launched on 2 February 2012.  It commits the Council to an ambitious programme of investment, including an investment of £150M in capital projects.  One of the key projects highlighted in the Programme is a proposal to invest £20M to extend Belfast Waterfront to provide dedicated conference and exhibition facilities which will help strengthen Belfast’s offer to the market.

1.2       The Belfast Waterfront (the Waterfront) is a large purpose-built arts and entertainment centre which opened for business in 1997. It was constructed at a total cost of £37M.

1.3       The facilities offered within the existing building include:

·         Auditorium of seating capacity in excess of 2,200;

·         Studio with a seating capacity of 380;

·         20 small meeting rooms;

·         Two bars;

·         A Fully Licensed Restaurant;

·         A Gift Shop; and

·         A Box Office.

1.4       In addition to the above public space, the venue includes office space for staff; dressing rooms for performers; technical areas; and 2 small kitchens.

1.5       The Waterfront is located on the banks of the River Lagan and adjacent to the Belfast Courts Complex, Hilton Hotel, and BT Tower in an area which is now considered a business hub within Belfast.

1.6       In 2008, Belfast City Council commissioned a Feasibility Study for the development of a Convention Centre in Belfast. The key driver behind this Feasibility Study was that despite experiencing considerable success as a conference destination, the Waterfront was unable to attract a significant number of events from within its key target market i.e. the Association Conference Market. This study concluded that the provision of a larger conferencing facility in the City could attract additional conferences, resulting in significant economic benefits being realised.

1.7       In February 2011, the Development Committee agreed to commission a Business Case to explore the feasibility of creating a link between the Waterfront and the vacant Level 0 and Level 1 at the Lanyon Quay Building.

1.8       The Business Case concluded that the development of a link bridge and the conversion of Level 0 and Level 1 would provide the venue with significant additional space, thereby providing the potential to attract large scale international conferences.

1.9       Following the completion of the Business Case, the Committee subsequently agreed to commission a Full “Green Book” Economic Appraisal to consider the most appropriate option for the development of integrated conferencing facilities in Belfast. An Executive Summary of the Economic Appraisal has been circulated.

1.10     Since 2008 there has been a significant decline in the number of conferences hosted in Belfast. The number of conferences hosted at the Waterfront over the last 3 years has decreased by circa 36%. The corporate market has stayed largely consistent during this period, with the largest decline in the GB and International Association market, which has seen a 59% decrease.

1.11     Stakeholder consultation has indicated that the key reason for this decline is the lack  ...  view the full minutes text for item 4b

            (Mr. E. Deeny, Head of Corporate Communications, attended in connection with this item.)

            The Committee considered the undernoted report:

            “1        Relevant Background Information

1.1       The investment programme was launched in February 2012 in Belfast Waterfront and also at a number of smaller events throughout the community. It was warmly received by most of the media and also by the Northern Ireland Executive, business leaders, trade unions and local communities.

            The main challenge thrown down following the launch was that people wanted to see projects on the ground and being delivered. It is vital that we not only plan and start to deliver the package but that we are seen to be achieving our aims. That is where communications is vital across the board – we need to keep politicians, staff, communities up to date with progress – and by the same token no amount of communications or ‘spin’ will provide cover for failure to deliver on the programme.

            To retain the good will built up at the launch and our credibility, we need to develop a clear plan of action as soon as possible and publicise it with as much detail as we can – when projects will start, finish, where the money is coming from, where they will be and what difference they will make in the local communities, to the business sectors and the city as a whole.

            Our politicians have been at the forefront of developing and launching the package and it is their credibility that is most on the line in relation to delivery – so we need to ensure that ownership of the package is closely identified with them.

            The communications plan, a copy of which has been circulated, outlines the suggested communications approach, which will be delivered by Corporate Communications.

2          Key Issues

2.1       The main messages we need to deliver are summarised in the plan, a copy of which has been circulated, but centre around this being a joint initiative supported by all the political parties. Underneath that, the main information we will need to disseminate will be the level of investment and the projects it is supporting, the number of jobs and placement opportunities being created, value for money, city-wide benefits and underlining the fact that the council is a delivery organisation.

            The main activities highlighted in the plan are:

·         Timetable of projects - when projects will be on the ground, key milestones in terms of progress, expected completion date, cost, financial source – regularly updated.

·         Branding - All l activity branded ‘as part of the Investment Programme’ or ‘an Investment Programme project’. Brand to appear on hoardings and signs, publications, on-line etc. It is suggested that major projects should carry the strapline juxtapositioned with the council logo of ‘at the heart of the city’ for major projects and ‘at the heart of the community’ for local projects. Proposed designs and strapline are attached.

·         Media activity press releases, platform pieces, one-to-one briefings with journalist, six monthly updates on progress.

·         Other Communications activity  ...  view the full minutes text for item 5.

            The Chief Executive submitted for the Committee’s consideration the undernoted report:

“1.0       Relevant Background Information 

1.1       Since the last update provided to the Committee in April 2012, there has been a number of further developments in regards to the Local Government Reform process, as outlined below, which Members should be made aware of.

2.0       Key Issues

2.1       Local Government Boundaries  

2.1.1    Members will recall that an independent Boundaries Commissioner had been appointed in 2009 to consider and make recommendations as to the proposed boundaries for the 11 new councils.  The Boundaries Commissioner published his Final Recommendations Report on 26 June 2009. In terms of the Boundaries Commissioners’ report recommended:

(i)           the new Belfast boundary would incorporate parts of the adjoining Castlereagh Borough, Lisburn City and a small part of North Down District Council areas i.e.

-       Castlereagh –Tullycarnet, Gilnahirk, Braniel, Hillfoot, Merok, Cregagh, Wynchurch, Glencregagh, Belvoir

-       Lisburn – Colin Glen, Poleglass, Lagmore, Twinbrook, Kilwee & Dunmurry

-       North Down -  inclusion of part of Cedar Grove, Knocknagoney

(ii)         the number of electoral wards, and therefore councillors, would increase from 51 to 60, with an average of 40 electoral wards for the other 10 new council areas

(iii)       as a result, the new Belfast City Council would increase its population base from 277,000 to 315,000 (approximately).  

2.1.2    On 24 April 2012, the Environment Minister submitted for the consideration of the NI Assembly, a draft Local Government (Boundaries) Order (Northern Ireland) 2012.   This legislation will confirm the boundaries of the eleven new local government Districts (including Belfast) as well as the number, boundaries and names of the wards into which each district will be divided. A copy of the draft Order has been circulated.

2.1.3    Members should note that with NI Executive agreement, there are two modifications set out within the draft Order in respects to the boundary between the new Belfast district and Lisburn and Castlereagh district.  The proposed modifications are detailed in a ‘Statement of Reasons for Modifications of the Recommendations of the Local Government Boundaries Commissioner’ which has been submitted to the Assembly alongwith the draft Order.  The modifications relate primarily to  the non-transfer of Forestside and Castlereagh Civic Headquarters into the new Belfast boundary.

2.1.4    Now that the draft Boundary Order has been laid in the NI Assembly, work will commence with Land and Property Services to undertake a detailed analysis of the impact of the boundary change on the Belfast rates base. This analysis will facilitate early modelling of EPP scenarios and enable the Council to start to plan for any financial implications resulting from the extension to the Belfast boundary. There are a number of rating issues which need to be addressed as part of the RPA transition process as outlined below.

(i)    Rates Convergence - One of the key issues that needs to be addressed is how the convergence of District Rates within each new Council area will be  ...  view the full minutes text for item 6a

            The Committee considered the undernoted report:

“1.0       Relevant Background Information

1.1       The transfer of planning related functions to local government as part of the wider RPA reform process presents both its challenges and opportunities.  Working in partnership with the planning service and Environment Minister, the Council must ensure that planning is fit-for-purpose and adequately resourced at point of transfer. It is equally as important that adequate capacity exists to support the effective delivery of planning when transferred to councils.

1.2       The integration of planning with other key place-shaping functions such as regeneration, local economic development and community planning will significantly enhance the ability of the Council and members to support sustainable development locally and improve the quality of people’s lives. 

2.0       Key Issues

2.1       Members will note that the Planning Act (Northern Ireland) 2011 is now enacted and   represents the most significant changes to the planning system in the last 30 years. The Act in addition to reforming the operation of the current system will, when brought in force, also transfer the majority of planning functions and decision making responsibilities to local government.

2.2       The proposed transfer will encompass the three main areas of planning - local development plans, development management and enforcement. At the point of formal transfer, the Council will no longer be a consultee in the planning process; but become the regulatory planning authority, responsible for drawing up its own development plans and making the vast majority of planning decisions.  The transfer of planning  will also require the introduction of new governance arrangements for councils, including a new ethical standards regime and a system of checks and balances to underpin the planning decision-making process

2.3       The Environment Minister has stated that the formal transfer of planning related functions to councils will take place in 2015 when the new 11 Councils become operational.  The extent of the required preparatory work for transfer alongwith the relatively short lead in time to Shadow Authority status (i.e 2014) emphasises the need for the process to be effectively managed. The cultural, structural and procedural changes required by the Council to support this transition cannot be underestimated and need to be addressed as a matter of priority.

            Moving Forward

2.4       In anticipation of the Act being brought into effect the Council needs to prepare for the transition from a consultative body within the planning process to taking on responsibility for the professional delivery of statutory planning and enforcement. It is therefore suggested that  a number of interim actions require consideration:

A.        Organisational Change within the Council

            Significant organisation change will be required to support a move from the reactive consultative role to a proactive decision-making role in planning.   Consideration will therefore need to be given to how the statutory planning function will be integrated within the Council along with the associated governance and operational arrangements required to support the enhanced role. Consideration will also need to be given to the future role of the Town Planning Committee within this context.

            To begin  ...  view the full minutes text for item 6b

            The Committee was advised that correspondence had been received from the Northern Ireland Local Government Association requesting that the Council consider a proposed amendment to the Association’s constitution.

            The Assistant Chief Executive/Town Solicitor indicated that the Association acted as a voice and representation body for Elected Members from Local Government, provided a forum for collective discussion on regionally significant policy issues and assisted with the formation of collective policy positions as necessary.  The Association was supported by all the main Political Parties, with twenty-five of the twenty-six Local Councils being current members.  The Northern Ireland Local Government Association was comprised of 147 elected representatives and a 27 (plus 5 observers) Executive Committee, including a President and four Vice-Presidents.  The Council had seventeen Elected Members nominated onto the Association, with one Member designated as an Office Bearer and three Members on the Executive Committee.

            He explained that, as part of the current Association constitution, nominations to the Executive Committee were through a political nomination process and not by Councils themselves.  Each Political Party was given a designated number of seats on the Executive which was based on Party strengths and it was a matter for the Party to designate which Members were nominated.  That had resulted in some Councils not being represented on the Executive, albeit they were invited to attend as observers with no voting rights.  In the spirit of seeking to be inclusive of all Councils, the Association was proposing to make a minor amendment to its Constitution to provide those Councils with observer status with the ability to vote at Executive meetings.  In terms of governance, any such amendment to the Association’s Constitution must be consulted upon with all Member Councils.  The Association had stated its intention to undertake a more detailed review of its Constitution in parallel with the creation of a new eleven Council model within Northern Ireland and the proposed Elections to Shadow Councils in 2014 and the Council would be consulted on any such review.

            The Committee agreed to the proposed amendment to the Northern Ireland Local Government Association Constitution, subject to a more detailed review being undertaken in due course with consultation to be undertaken with the Council as part of that process.

            The Committee considered the undernoted requests which had been received for the Use of the City Hall and the Provision of Hospitality:

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       Members will recall that, at the meeting on 19th August, 2011 the Committee agreed to employ a one-off d’Hondt process for the nomination of eight Members to fill the four places on the Belfast Education and Library Board.  This resulted in three Sinn Fein nominations, three DUP nominations and one nomination each from the SDLP and Alliance.

1.2       The Committee agreed also to advise the Department of Education that the application of the Council’s system of proportionality would provide for the first four of those eight choices being two Sinn Fein representatives (choices 1 and 3), one DUP representative (choice 2) and one SDLP representative (choice 4).

1.3       The names of the Members to be nominated were sought through the Party Leaders on the Council and only six names were received.  The Democratic Unionist Party, which was entitled to nominate three of its Members, indicated that it was prepared to nominate only one Member as it maintained that the Minister should appoint that Member in line with the Council’s system of proportionality on the appointment of Members to Outside Bodies.  Accordingly, the remaining two choices fell to Sinn Fein (choice 9) and SDLP (choice 10).

2          Key Issues

2.1       Correspondence has been received from the Department of Education indicating that, following the selection process, which involved the completion of application forms by the nominees, an eligibility sift of applications against the criteria and, for those who met the eligibility criteria, a conversation with a purpose, the outcome was that three of the nominees did not progress beyond the eligibility sift stage and one candidate withdrew from the process.

2.2       This has resulted in only four eligible candidates remaining in the process and the Minister for Education has asked for the current pool of candidates to be augmented before he makes his choice of candidates to be appointed.  The Department is therefore requesting the Council to submit an additional four nominations, who will be required to undergo the same selection process as that set out above.  It should be noted that those Councillors who were previously nominated and who did not progress beyond the eligibility sift would not be eligible for re-nomination.

2.3       If the Council follows the same process as that established in October, 2012 then the additional four nominations will be as follows:

2.4       Choice 11 – Democratic Unionist

            Choice 12 – Sinn Fein

            Choice 13 – Democratic Unionist

            Choice 14 – Alliance

2.5       However, if the Democratic Unionist Party maintains its previous position of only submitting one candidate (which it has already done as part of the process in October, 2011), then the nominations from the Parties willing to supply names would fall to:

2.6       Choice 12 – Sinn Fein

            Choice 14 – Alliance

            Choice 15 – Ulster Unionist

            Choice 16 – Sinn Fein

3          Resource Implications

3.1       None.

4          Equality and Good Relations Implications

4.1       None.  The identification of those Parties entitled to nominate Members for  ...  view the full minutes text for item 7b

            The Committee considered the undernoted report:

“1         Relevant Background Information

1.1       Members will recall that the Strategic Policy and Resources Committee, at its meeting on 17th February 2012, agreed to adopt the recommendations of the Joint Group of the Party Leaders’ Forum and the Historic Centenaries Working Group in relation to a programme to celebrate the Queen’s Diamond Jubilee.  At that time, the programme of events was at a planning stage.  

1.2       This report seeks to update Members on the final programme of events.

2          Key Issues

2.1       Sunday 3rd June

            A Service of Thanksgiving to mark the Queen’s Diamond Jubilee will be held in St Anne’s Cathedral Belfast at 11 00 a.m. on Sunday 3rd June.  All Members of Council will be invited to attend this Service.

2.2       Sunday 3rd June

            The theme throughout the UK on Sunday 3rd June will be the ‘Big Sunday Lunch’ where local communities will be encouraged to celebrate through street parties and other activities.  A small grants scheme with a budget of £30,000 has been successfully administered whereby groups registered with the Council applied for funding to organise Jubilee events over the Jubilee weekend.  A total of 122 groups across all areas of the city will receive funding through this small grants scheme.  The Lord Mayor will attend a street party in the North, South, East and West of the city and these occasions, organised at a local level, should also provide elected Members with the opportunity to attend events in their constituencies.

2.3       Sunday 3rd June

            The Lord Mayor will host a Diamond Tea Party in the Banqueting Hall at City Hall from 3.00 p.m.– 4.30 p.m. for couples currently living in Belfast and celebrating a 60th wedding anniversary in 2012.  This event is by invitation only and will take the form of an afternoon tea culminating in a short concert by a pianist and singer performing music from the 1950’s.

2.4       Sunday 3rd June

            A special screening of the film ‘The Queen’ will be held in the Group Space, Ulster Hall on Sunday evening.  Archive footage of the Queen’s visits to Northern Ireland over the last 60 years will also be shown at this event.

            Tickets are free for this film and a small number of tickets are still available.

2.5       Monday 4th June

            A ‘Coronation Carnival’ will take place at City Hall.  This is a free event, open to the public from 11.00 a.m. to 5.00 p.m. and tickets are not required.

            All function rooms throughout the building will accommodate a full programme of activity for all ages and will include archive film footage, craft sessions, novelty photo booth, photographic exhibition, balloon modelling, face painting, story-telling, children’s games from 1950’s, ‘nearly true tours’, music, dancing demonstrations and mini fashion shows from the era.

            The Bobbin will be open for refreshments and the Continental Market will be in the grounds of City Hall from Friday 1st to Monday 4th June.

2.6       Monday 4th June

            Themed tea dances will be held  ...  view the full minutes text for item 7c

            The Democratic Services Manager submitted for the Committee’s consideration the undernoted report:

“1          Relevant Background Information

1.1       The Committee, at its meeting on 20th January, 2012, agreed that any applications for the use of the City Hall by outside organisations in relation to events connected with the Decade of Centenaries should be dealt with in the normal way by the submission of an application form.

1.2       The organisation applying for the use would be required to demonstrate how the event would contribute substantially to the achievement of one or more of the Council’s key themes as outlined in its Corporate Plan.  In addition, given that the event was connected to the Decade of Centenaries, the organisers would be required to also demonstrate on the application form how the event met the principles which had been agreed by the Historic Centenaries Working Group in relation to all centenary events.

1.3       Since that time, four applications for the use of the City Hall for such events have been received.  Three of these, from the Presbyterian Church in Ireland, from Co-Operation Ireland and from the Ulster Centenary Committee, have been approved by the Council.  However, the other application, from the 36th (Ulster) Division Memorial Association, was referred to the Joint Group of the Party Leaders’ Forum and the Historic Centenaries Working Group for further consideration in order to assess if the application was entirely consistent with the principles established by that Working Group.

2          Key Issues

2.1       The Joint Group of the Party Leaders’ Forum and the Historic Centenaries Working Group met to discuss this application on 10th May.

2.2       There was a constructive debate at the Working Group on the specific application from the 36th (Ulster) Division.  There was also considerable discussion about developing some general diversity guidelines to ensure an improved and consistent approach to such applications for the use of the City Hall by outside organisations in the future.

2.3       The Working Group agreed that the principles which had been established by the Historic Centenaries Working Group had been intended primarily to be applied to centenary events which were being organised directly by the Council.  It was acknowledged that to strictly apply these principles to events which were being organised by outside organisations might not also be appropriate.  It was considered that an alternative set of principles for such events should be prepared for discussion by the Strategic Policy and Resources Committee to determine whether they might be more appropriate.

2.4       The Working Group agreed that these principles should seek to ensure that any events to be held in the City Hall but organised by another agency should, in so far as was practicable, be inclusive, include different perspectives and be historically accurate.  It was agreed also that, in the spirit of supporting diversity, the principles should allow for the holding of events which could be perceived as being single identity so long as they were not triumphalist in nature and did not seek to exclude sections of the community.  ...  view the full minutes text for item 7d

(Councillor Haire left the meeting while this item was under consideration.)

            The Committee was advised that a request had been received from the Belfast Chamber of Trade and Commerce, in Partnership with Orangefest, Belfast City Centre Management and Taste of Ulster, seeking permission to use the grounds of the City Hall from 9.00 a.m. until 7.00 p.m. on 12th July, 2012 for an event designated to be complementary to the traditional Twelfth celebrations.  The Director of Property and Projects reminded the Committee that, for a number of years, the Orange Order had been permitted to use the grounds of the City Hall, specifically the Cenotaph area, for a short commemorative ceremony, following which the participants re-joined the main procession. 

            The request from the Belfast Chamber of Trade and Commerce envisaged a significantly larger event, which would be funded through Peace III.  This would be family-focused and involve the creation of a family food and regional produce event organised by Taste of Ulster and would take place alongside a range of craft activities, children’s dance groups, face painting and balloon modelling.  As part of the same event, the Festival of Fools street theatre group would be on the streets of the City centre and would be staging a range of performances by artists of different cultures who would reflect the diversity of the emerging Belfast in a post-conflict environment.

            The Belfast Chamber of Trade and Commerce had confirmed that Belfast City Centre Management would be facilitating the opening of a large number of shops in the City centre, with a view to creating a City which was open for business and which maximised the commercial potential arising from the Orangefest celebrations. The overall aim of the project was to generate at least 1,000 additional visitors to the City centre in 2012 (over and above the estimated 12,000 who normally attended to watch the procession) rising to 1,500 in 2013, which could potentially benefit local businesses and improve the image of the City.

            The Committee approved the use of the City Hall grounds for the event as outlined.

            The Town Solicitor/Assistant Chief Executive submitted for the Committee’s consideration a report which provided an update in relation to the unauthorised disclosure of personal information relating to Members.

            After discussion, the Committee noted the contents of the report.

            The Committee approved and adopted the minutes of the meeting of the Budget and Transformation Panel of 10th May.

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

            The Head of Human Resources reminded the Committee that in May, 2010 the Council’s Dog Warden Service had seized a “pit-bull type” dog from premises.  Following extensive investigations and Court proceedings, Belfast County Court had ruled that the dog should be destroyed.  Subsequently, a media campaign had been launched by the defendant and supporters in which the Council and the Court were heavily criticised for their respective roles in the case.  In the course of the campaign, or contemporaneous with it, abuse, harassment and intimidation was directed towards Council staff, including on-line harassment and physical attacks on property and people.  Both matters had been referred to and are being investigated by the Attorney General.  As a result of the inappropriate conduct experienced in this case, the Human Resources Section had been asked to review the Council’s Policy and Procedures to protect staff from abuse by members of the public.

            She reported that the review had highlighted that, while a procedure was in place for staff to report such attacks, a Council policy needed to be developed and procedures updated to take account of, for example, changes in new media.  Accordingly, she submitted for the information of the Members a draft policy which had been written with significant contribution from the Corporate Health and Safety Team, Legal Services and the Trades Union Co-ordinators.  It had been equality screened and agreed by the full Joint Consultative Committee.  In line with best practice, it recommends that a zero tolerance approach to workplace violence and abuse from the public. 

            The Committee approved the policy on the protection of staff from workplace violence and abuse from the public.

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

            The Committee considered the undernoted report:

“1         Relevant Background Information

1.1       The purpose of this report is to:

-   Seek permission from Members for the planned programme of activities and broadcasts connected to the Live Site Screen at City Hall. 

-   Seek approval from Members for the Live Site Screen to be left in situ until a permanent site can be created.  This would be connected to plans for the Donegall Square public realm, which the Department of Social Development are currently undertaking.

1.2       In April 2010 the Strategic Policy & Resources Committee agreed that a Live Sites Screen should be positioned in the grounds of City Hall for a three year period.  The Screen is part of 22 ‘live site’ LED screens locations across regional capitals and key cities in including Derry~Londonderry, which is part of its preparations for the City of Culture in 2013. 

            The Council has agreed to allocate £20,000 per year connected to the screens maintenance and security.  For Members’ information the screen is operated in partnership with: BCC; LOCOG; BBC; DCAL and associated London 2012 commercial sponsors – BT; Lloyds TSB and Cisco. With events animation funded via DCAL and LOCOG at the cost of £25,000 per year.

1.3       Members are now being asked to approve the outline programme of activities (See Appendix 1) inclusive of the use of the City Hall grounds connected to broadcasting on the Live Site events. And to consider whether the Live Site Screen should stay in situ beyond its existing planning consent which will expire at the end of April 2014.  Such a decision would be subject to NI Planning Service approval.

2          Key Issues

2.1       Process for the Use of the Grounds of City Hall

            As Members will be aware, the Strategic Policy and Resources Committee have delegated authority for routine requests for use of the City Hall grounds to the Director of Property & Projects on the basis of an agreed set of criteria.  This process is based on a clear criteria which was agreed by Council August 2006 and would apply to the Live Site activity.  This criteria is as follows:

-   be primarily for non commercial purposes

-   if the event is operated by an external group no funding or other significant resources from the Council will be required

-   be non-offensive and comply with the Council’s equality and good relations obligations  

-   have the potential to help promote Belfast City Council and/or the city of Belfast

-   not unduly affect the day-to-day operation of the building, or involve significant risk of damage to buildings infrastructure and/or fabric

-   broadly be considered to contribute to one or more of the Council’s corporate strategic objectives

-   provide the Council with appropriate insurance cover and/or indemnities etc. where appropriate

            Although the vast majority events would fit within this criterion Officers would seek approval from Members for the attached programme alongside finances to enable these events to be staged.  ...  view the full minutes text for item 10a

            The Committee was advised that the Council leased premises at the Andersonstown Leisure Centre to the Ulster Bank Limited for a term of 99 years by lease dated 2nd November, 1983.  Under the terms of the lease, the rent was due for review every seven years.  The current rent of £38,000 per annum had been due for review from 1st April, 2009. 

            The Director of Property and Projects reported that, following protracted negotiations between the Estates Management Unit and the Ulster Bank’s valuer, the bank had made a referral to the Lands Tribunal to determine the rent at review.  However, despite referral to the Lands Tribunal, negotiations had continued and prior to any formal proceedings a revised rental of £46,350 per annum had been agreed provisionally from the review date, subject to the Committee’s approval. As part of the agreement to settle the rent review, the Ulster Bank had requested a Deed of Variation to formalise the basis on which the agreement had been reached.

            The Committee agreed to a revised rent of £46,350 per annum for a seven year period from 1st April, 2009 until 31st March, 2016 and that a Deed of Variation be entered into with the Ulster Bank Limited, the terms of which would be subject to approval by Legal Services.

            The Committee was advised that Seymour House in Gloucester Street had until recently provided accommodation for a number of Council services.  However, those services have now relocated to other premises and subsequently the building was empty.  Consequently, the premises were now surplus to the operational requirements of ISB and it was proposed to transfer Seymour House from the Management of ISB to the Corporate Landbank to be managed by the Estate Management Unit pending any further decision to be taken by the Strategic Policy and Resources Committee.

            The Committee agreed that Seymour House be transferred to the Council’s Corporate Landbank. 

            The Committee was advised that the Council held approximately 0.23 acres of land at Torrens Crescent from the Northern Ireland Housing Executive by way of a twenty-five year lease dated 8th October, 1998 at an annual rent of five pence (if demanded).

            The Director of Property and Projects reported that, following a request from the Housing Executive, the Parks and Leisure Committee, at its meeting on 13th January, 2011, was presented with options in relation to the future use of the site and had agreed that, in view of the potential development costs and limited remaining term of the lease, surrender of the lands to the Housing Executive represented the best option, subject to the approval of the Strategic Policy and Resources Committee in accordance with Standing Orders.

            He pointed out that, following the decision of the Parks and Leisure Committee, the District Valuer had been requested to provide a valuation which would form the basis of the surrender.  That was duly provided in December, 2011 and the Housing Executive Board had now approved the acquisition of the Council’s interest at the District Valuer’s valuation of £22,500.  In accordance with Standing Orders, the Committee was now being requested to approve of the disposal.

            After discussion, it was

            Moved by Councillor Reynolds,

            Seconded by Councillor A. Newton,

      That the Committee agrees to reject the decision of the Parks and Leisure Committee to dispose of approximately 0.23 acres of lands at Torrens Crescent and agrees that the site revert to its previous use as a playground.

            On a vote by a show of hands seven members voted for the proposal and ten against and it was accordingly declared lost.

            Accordingly, the Committee approved the disposal of the land at Torrens Crescent to the Northern Ireland Housing Executive, in the sum of £22,500, by way of a Surrender of Lease, subject to an appropriate legal agreement to be drawn up by Legal Services.

            The Committee considered the undernoted report:

“Relevant Background Information

      Members will be aware that the Property & Projects Department was created in April 2010, and that it involved the merging of a number of existing services including Estates Management, Procurement, Project Management and Facilities Management. The Facilities Management Section is the largest of these sections, spending approx. £15m per annum and employing nearly 260 staff across 6 distinct business units.

      Since the creation of the new Department, as well as delivering ongoing business to satisfactory levels, most of the business units within the Department have been the subject of efficiency reviews of one sort or another, as illustrated by the table below.

      All of this illustrates that one of the few sections in the Department which has not undergone any form of review since the creation of the new Department is the Security Unit.

      However, as some members may be aware, the Security Unit underwent an internal review several years ago. A new structure was approved in October 2006 however the full implementation of this was deferred in light of the closure of the City hall for refurbishment from 2007-2009, and interim arrangements were agreed with the trades unions.

      Immediately prior to the re-opening of the City Hall in 2009 a package of changes was developed in consultation with the trades unions, approved by the Committee and subsequently put to staff in workplace ballots. This package was eventually accepted by both groups of staff (i.e. the Security Officers and the Control Room Operatives) and was implemented in late 2009. This package of changes achieved the following outputs:-

·         staff numbers needed  ...  view the full minutes text for item 10e

            The Committee considered the undernoted report in relation to an update on the Girdwood Community Hub:

“1.0       Relevant background information

1.1       Members were informed at the Strategic Policy & Resources Committee meeting in 18th November that the SEUPB Priority 2.1 Steering Committee has recommended the Girdwood Community Hub project for funding and that it had been forwarded it to the two governments’ accountable departments for approval. 

1.2       In correspondence (03 Feb 12), SEUPB highlighted that the Priority 2.1 Steering Committee and the accountable departments need further assurance by 31 May 2012 on the risks identified, that is:

a)   An implementation plan for the Hub and masterplan for the wider site; and

b)   Updated business plan and programme for the Hub with the strategic partners.

c)   Public support for the project.

            They noted there are other projects pending if the Hub is deemed unrealistic in June 2012.

2.         Key issues to be addressed

2.1       Since January, in the context of the Belfast Investment Programme, officers have met with the Member of Parliament and the Members of the Legislative Assembly for North Belfast.  In discussions with them, the need for an updated and agreed concept plan for the Girdwood site was raised, to satisfy the requirements from SEUPB.

            In line with the vision of original Girdwood masterplan, and in the context of wider regeneration in North Belfast, the group of elected representatives are committed to a place for learning, living, working and playing.  They agree that the site must be safe and accessible for all, and support the Community Hub as an important catalyst for the entire site’s development as a shared space.

2.2       At a workshop with the interim Community Hub Forum in January, they indicated that their preferred location for the Hub was in the centre of the site as it was the least contentious position. They emphasised the success of the Hub depended on the entire site being vibrant, shared, safe and accessible for all.

2.3       In light of these discussions and the new economic environment, DSD has updated the concept plan, and offered the Council a central location for the Hub.  The emerging outline plan has been circulated for information.  There is still work to be completed in finalising the concept plan and its implementation but it is unlikely that the location of the Hub will change significantly.

2.4       At a recent meeting with Pat Colgan, Chief Executive of SEUPB, he stated that it has been agreed that the Council is granted permission to work outside the normal requirement to use the Central Procurement Directorate (CPD).  This will allow the Council to maximise community input to the build as well as expedite the construction process.  He emphasised that the Council will therefore carry the risks associated with the procurement process.

2.5       In terms of strategic partners, Belfast Metropolitan College (BMC) and the Prince’s Trust are considering the relocation of some of their programmes for essential skills and job training schemes in the Hub.   Both partners believe that  ...  view the full minutes text for item 10f

            The Committee was reminded that, at its meeting on 25th April, it had considered a report in relation to the current position regarding the contract for the Connswater Community Greenway/Flood Alleviation Scheme.

            After considering the report, the Committee had authorised the Director of Property and Projects and the Town Solicitor to:

(i)    accept the Conciliator’s outcome (that is, the independent recommendation of the external Conciliator as to how the Council and Connswater Joint Venture should proceed in relation to the contract);

(ii)    pursue mutual termination in the best interests of the Council in the event that the contractor, Connswater Joint Venture, should reject the outcome;

(iii)   seek unilateral termination on the advice of the Council’s Senior Counsel; and

(iv)  commence re-procurement of the scheme.

            The Director of Property and Projects provided the Members with an update in relation to the negotiations and the settlement agreement.  He pointed out that representatives from the Council had met with the representatives of Connswater Joint Venture on 3rd May, 2012 and had reached an agreement substantially on the basis of the Conciliator’s recommendation but with the additional undertaking that the contractor would not (in any form) attempt to tender for future work on the project.  The agreement included that the sum agreed would be paid to Connswater Joint Venture Company promptly and that the agreement would be covered by a comprehensive confidentiality clause.

            He stated that the terms of the agreement were settled by Quigg Golden on the Council’s behalf having taken advice from Senior Counsel.  The agreement had been reviewed by the Conciliator who had identified that it represented a fair and appropriate settlement and her recommendation was adjusted to include it.  The agreement had subsequently been executed on Friday, 11th May, 2012.

            The Director of Property and Projects explained that the option now existed to re-tender the design and construction of the project, subject to the agreement with all the funders who had so far responded positively to the recent agreement and were supportive of the Council delivering the project.  Discussions were ongoing with the funders and the Department of Finance and Personnel, Northern Ireland’s Capital Central Procurement Directorate as to the best option in regard to a re-procurement exercise.  He pointed out that it was expected to have a contractor on site by the end of 2012/2013, with a start date of mid-2013 and completion in 2015.

            The Committee noted the information which had been provided and agreed that a report on the lessons learned from the matter be submitted to the Committee in due course.  The Committee agreed further that representatives of the East Belfast area be provided with an update in relation to the Flood Alleviation Scheme.

            The Committee approved and adopted the minutes of the meeting of the Good Relations Partnership of 8th May.

            The Committee was reminded that, at its meeting on 17th June, it had granted approval to:

·      the carrying out of a formal Equality Impact Assessment on the City Hall Memorabilia by an independent external consultant;

·      the refreshing/updating of the Equality Impact Assessment on the Council’s Policy of Flying the Union Flag by an independent external consultant; and

·      the updating of both legal advice and advice from the Equality Commission on the matter by the Town Solicitor.

            The Chief Executive stated that, subsequently, the Joint Group of the Party Leaders’ Forum and Historic Centenaries Working Group had received two presentations on the draft Equality Impact Assessment reports entitled: Policy on the Flying of the Union Flag; and Belfast City Hall: Promoting a Good and Harmonious Environment.  Party briefings had also been provided by consultants on both reports.  Subsequently, the Committee, at its meeting on 25th April, had agreed to proceed with the consultation process on the Equality Impact Assessment draft reports, based upon the best advice available from the Equality Commission.

            The Chief Executive explained that when undertaking an Equality Impact Assessment, the Council followed closely the guidance issued by the Equality Commission for Northern Ireland in 2004 which recommended that there should be seven steps in the process:

Step 1:     Definition of the aims of the policy – completed

Step 2:     Consideration of available data and research – completed

Step 3:     Assessment of potential and actual impacts – completed

Step 4:     Consideration of measures – completed

Step 5:     Formal consultation

Step 6:     Decision and publication of the results of the EQIA

Step 7:     Monitoring for adverse impact.

            The two separate reports set out the findings of the first four steps of the process. 

            The Chief Executive stated that both reports set out the available data, relevant policies and research, including a survey of visitors to the City Hall which had been carried out by special consultants over a two week period in September, 2011.  There was an assessment of the potential and actual impacts.  In addition, the reports also contained updated legal advice in relation to both matters.  The final reports included a number of issues raised by the Political Parties, including an analysis of the trends regarding employment by community background at senior levels in the Council.

            He explained that the Equality Impact Assessment process required that, if it was decided that the policy had an adverse impact on one or more of the nine equality categories, then a series of alternatives should be put forward for consideration and an assessment of the possible impact of those alternatives be undertaken.  The Council must consider measures which might mitigate the adverse impact and alternative ways of delivering policy aims which would have a less adverse impact on the relevant equality category or which better promoted the opportunity and good relations.  Both reports presented a series of policy options for the purpose of formal consultation.  The Chief Executive explained that, in line with advice which had been received from the Equality  ...  view the full minutes text for item 11b

            (Mrs, S, Wylie, Director of Health and Environmental Services, attended in connection with this item.)

            The Director of Health and Environmental Services submitted for the Committee’s consideration the undernoted report:

“1          Relevant Background Information

1.1       BCC became one of the first employers in Northern Ireland to introduce a Cycle-to-Work scheme in July 2007. The Council’s scheme was adopted by other Councils and employers including the Belfast Health and Social Care Trust, Queen’s University, Translink and Bombardier and was published as a case study by Arena Network as a demonstration of how organisations can embrace Corporate Social Responsibility as part of their business operations.  Well over 300 staff participated in the Council’s cycle to work initiative

1.2       The Council scheme was suspended in August 2010 following an HMRC determination regarding discounts offered and changes to VAT rules governing the scheme.  Since then, cycle retailers have taken tax and legal advice to revise Cycle-to-Work schemes to secure optimum benefit for participants.  In summary, the means by which staff can enjoy maximum financial benefit within the revised HMRC guidelines is to defer taking ownership of cycles for 4 or 5 years.  Employers continue to recover the cost of cycles through deductions (payments) made by staff over a 12 month ‘salary sacrifice’ period.  Cycles, technically, remain in the ownership of the employer/administrator and are leased, free of charge, thereafter, usually for a period of 36 months. 

1.3       The revised scheme remains attractive. As well as permitting participants to spread interest free repayments over 12 months, it is deemed to provide savings of up to 32% for basic rate taxpayers and up to 42% for those taxed at a 40% rate.

2          Key Issues

            Demand

2.1       The BCC initiative was popular and staff continue to enquire if we intend to re-introduce a Cycle-to-Work scheme. It is accepted, however, that revisions necessary to optimise the tax benefits are less straightforward than the procedure employed previously where individuals took ownership of bicycles when repayments concluded.  The level of uptake for a revised scheme, where ownership of cycles could remain with BCC for up to five years, may decline.

            Administration and Cost to Council

2.2       The costs of running the previous Council scheme almost exclusively related to administration with the loans made by the Council to purchase equipment being repaid in full by participants.  Costs are offset by two factors

(i)    Reduced Employer National Insurance contributions during period of salary sacrifice.

        (Estimated notional savings to Council for previous scheme = £22,356)

(ii)   Retention of final payments made by participants on completion of salary sacrifice.

        (Estimated notional income to Council = £5,670)

            The combined total estimate of savings/income realised during the 3 years in which the scheme operated was, therefore, approximately £28k.  However, this needs to be offset against the cost for administration.

            Outsourcing

2.3       In view of the operational changes required for a revised scheme and to seek further efficiencies, investigations have taken place regarding out-sourcing elements of the scheme administration.  Many individual cycle retailers  ...  view the full minutes text for item 12a

            The Committee was reminded that, in January, 2011, the Department for Regional Development had issued a consultation document on “Bi-lingual Traffic Signs and Draft Policy and Draft Equality Impact Assessment”.  The aim of the draft policy was to facilitate the introduction of a limited number of certain bi-lingual traffic signs in English and either Irish or Ulster-Scots for the specific purpose of promoting minority languages.  A report on the consultation exercise had been submitted to the Committee and the following response had been agreed:

“This Council does not support the Draft Bi-lingual Traffic Signs Policy, and, as a nominating body, would not wish to finance the erection of such signs in the City.”

            The Department had been advised of the Committee’s response.

            The Chief Executive reported that the Department for Regional Development had now issued a further letter advising that the Minister had decided not to pursue the provision of bi-lingual traffic signs.

Noted.

            (Mrs. S. Wylie, Director of Health and Environmental Services, attended in connection with this item.)

            The Committee considered the undernoted report:

“1         Relevant Background Information

1.1       Members will be aware that the District Policing Partnership and Community Safety Partnership ceased operating on 31st March 2012.  In their place the Council is required, under Part 3 of the Justice Act (Northern Ireland) 2011, to establish the Belfast Policing and Community Safety Partnership (PCSP) and four District PCSPs (North, South, East & West).  These will be constituted as statutory bodies under the Act.

1.2       Guidance on the operation of the partnerships is to be agreed by a Joint Committee of the DOJ and the NIPB.  The Joint Committee will also have an overseeing role.

2          Key Issues

2.1       PCSP/DPCSPs Membership

            The Political Member appointments to the PCSP/DPCSPs were agreed by Strategic Policy and Resources Committee at its meeting held on 17th February.  However, due to delays in recruitment by the NI Policing Board, the Independent Members offer of appointments were only recently announced by the Minister.  A list of the 58 Political and proposed Independent Members of the PCSP/DPCSPs has been circulated.

            As the process of appointment of the Independent Members has taken longer than expected the inaugural meetings of the new PCSP and DPCSPs are now scheduled for late-May and early June respectively. 

·      PCSP - Thursday, 31st May at 5.45pm in the Conor Room

·      West Belfast DPCSP – Monday, 11th June at 5.45pm in the Conor Room

·      East Belfast DPCSP – Monday, 11th June at 5.45pm in the Lavery Room

·      South Belfast DPCSP – Wednesday, 13th June at 5.45pm in the Conor Room

·      North Belfast DPCSP – Wednesday, 13th June at 5.45pm in the Lavery Room

            There will also be an opportunity for Members to attend one of two induction sessions on

·      Wednesday, 23rd May from 6.30-9.00 pm in City Hall

·      Saturday, 26th May from 10.30 am-1.00 pm in Clifton House

            Formally Designated and Locally Designated Organisations

            The legislation requires that each PCSP/DPCSP must designate at least 4 organisations to the Partnership structures.  These designated organisations can be made up of both DOJ designated (formally) and locally designated organisations.

            The Department of Justice intends to conduct a formal consultation in the forthcoming weeks in relation to the potential DOJ designated organisations.  As such the initial PCSP/DPCSP meetings will be attended by the Political and Independent Members only; after which it has been suggested that an invitation to attend future meetings will be extended to a list of agreed organisations as an interim measure.

            Furthermore, in addition to the statutory organisations that are likely to be designated by the DOJ, the PCSP and DPCSPs will consider which organisations should also be locally designated.   Guidance on this process is yet to be issued by the Joint Committee but it is hoped that a proposal paper will be tabled at one of the early meetings of the Partnerships.

2.3       Roles of the PCSP/DPCSPs

            The role of the new structures are clearly outlined in the legislation  ...  view the full minutes text for item 12c