Agenda and minutes

Apologies for inability to attend were reported from Councillors Reynolds

The minutes of the meetings of 9th and 23rd of November were taken as read and signed as correct.  It was reported that those minutes were adopted by the Council at its meeting on 3rd December, subject to:

      (i) the decision of 23rd November under the heading “Flying of the Union Flag at Belfast City Hall”  be amended to provide that this Council should adopt the practise of flying the Union Flag on designated days, as applied at Parliament Buildings.  This reflects the agreed sovereignty of Northern Ireland confirmed in the Good Friday Agreement and accepted by all its signatories.  By doing it regularly and with dignity, we recognise that we live in a society and City made up of people who are British, Irish and both. 

      The designated days’ solution does justice to these principles; the agreement by all on British sovereignty; the fact of a shared society; the need for respect and avoiding all triumphalism and the arrangements currently operating at Stormont.  It also reflects the preferred determination of the Equality Commission; and     

(ii)  the amendment of the decision of the 23rd of November under the heading “Flying of the Union Flag at the Belfast City Hall” to provide that the Council’s Joint Group of the Party Leaders’ Forum and the Historic Centenaries Working Group be requested to consider a proposal that the Union Flag be flown 365 days a year in the civic space in the Garden of Remembrance in the grounds of the City Hall with a view that a report thereon be submitted for consideration by the Strategic Policy and Resources Committee on its meeting of 14th December.

No declarations of interest were reported.

The Committee considered the undernoted report:

“1.0     Relevant Background Information 

1.1      At the Council meeting on 3 December 2012, it was agreed that a report be submitted for consideration by the Strategic Policy and Resources (SP&R) Committee at its meeting on 14 December to provide assurances regarding the governance and expenditure procedures overseeing the work of the Area Working Groups.

2.0    Key Issues

2.1    Investment Programme governance

         At its meeting on March 23 2012, SP&R Committee agreed that it had full responsibility for the delivery of the Investment Programme, including the allocation of resources, in line with Council’s current Standing Orders and Scheme of Delegation.  In this context, it agreed to establish Member-led Area Working Groups to assist in the identification and prioritisation of projects, and to make recommendations to SP&R on the allocation of resources at a local level.

2.2    Area Working Groups (AWGs) – terms of reference

         At its meeting in April 2012, the SP&R Committee agreed the terms of reference for the Area Working Groups to:

i.    Act as community advocates to identify local priorities and support effective ‘place-shaping’;

 ii.     Make recommendations to SP&R Committee on investment decisions for the local area;

iii.   To offer advice and guidance to SP&R Committee and officers in the development and implementation of local projects;

iv.    Participate in and facilitate community engagement and communications activities with a wide range of groups on investment in local areas;

 v.     Consider other area-based issues as referred by SP&R Committee;

vi.   To monitor progress and produce an annual report on performance.

            Members should note that although the AWGs have no delegated decision-making powers, they are still subject to the Council’s governance arrangements including its corporate declaration of interests policy.

2.3        Development of the AWGs

            As anticipated, the operations and issues for consideration by the individual AWGs continue to evolve.  Three key issues have resulted from this early work.  Firstly, the role of the AWGs in the identification of emerging Council Capital Programme projects.  Secondly, the governance arrangements supporting the allocation of monies through the Local Investment Fund (LIF) and Belfast Investment Fund (BIF).  Finally, the equality obligations in of the Council in relation to the implementation of the LIF.  These issues are examined below.

2.4        Council Capital Programme

         As agreed in the terms of reference, AWGs are able to make recommendations to SP&R Committee on investment decisions, not limited to LIF or BIF.  In the case where an AWG identifies the need for potential investment in a Council-owned asset, the AWG must make a recommendation to SP&R to include the proposal as an emerging project under the Council’s Capital Programme.  These proposals will then be subject to the governance arrangements in place to support the allocation of capital programme resources, like any other proposal.

         This will include the development of an outline business case for the consideration by the relevant Service Committee and subsequently SP&R.

2.5    Local Investment Fund

         The Local Investment Fund (LIF)  ...  view the full minutes text for item 2a

            The Committee considered the undernoted report:

1.0       Purpose

“1.0  Purpose

1. 1   To review and agree the approach to the proposed conference on city development.  The proposed date for the conference is end March 2013. 

2.0    The Background

2.0       Background

2.1    As part of the Investment programme, Members set out their intention to have a conference to promote the city to potential investors.  Subsequently, Members met with Ministers from the Northern Ireland Executive to discuss a series of strategic issues, including the review of the draft Masterplan for Belfast, which had been commissioned by the Council to inform the city development debate.

2.2    During these Ministerial meetings it was suggested that the launch of the draft Masterplan for consultation would provide a useful introduction to the broader debate on the city development, economic growth, competitiveness, regeneration and the potential for attracting future investment. This report, therefore, sets out a proposed approach to a city conference, building on the State of the City Development Debates, to attract a wide range of stakeholders to discuss ways in which to improve the competitiveness and success of Belfast. 

3.0       Key I

3.0    Key Issues

         Proposed Objectives of the Conference

3.1    The following are suggested as objectives for the conference:

·     To provide a mechanism for engagement with key stakeholders about the priorities for city development in the context of the return of regeneration and place-shaping powers to the Council;

·     To begin a wider conversation with stakeholders about the key value drivers within the city (city centre, new economic sectors, core infrastructure, transportation, access and connectivity) and to align activity with an over-arching vision;

·     To communicate progress in delivering the Investment Programme to date and engage with stakeholders in relation to the potential for a sustained focus on delivery on a cross organisational basis (guiding coalition or similar mechanism linked to delivery boards or thematic operational frameworks).

·     Opportunity to take stock of the city development during the 400^th anniversary year.

3.2       The final workshop session would address the:

         Engagement of stakeholders in focussed delivery discussion with the emphasis on specific lobbying positions being created and processes for taking forward the key projects or initiatives being identified.   The workshops would address specific projects or initiatives based on recent experience around examples such as Titanic Belfast or UU Campus relocation. The areas of focus could include:

·     A integrated regeneration strategy for the city centre;

·     Maximising the strategic opportunities from development proposals such as the stadia;

·     Development of the leisure estate and tackling health inequality;

·     The essential infrastructure to support accessibility, investment, competitiveness and quality of life (including flood prevention);

·     Connectivity digital infrastructure and new economic sectors ;

        Sustainability, energy efficiency and environmental assets.

3.3    This aspect of the conference would seek to ensure commitment from key stakeholders and recognition of the need to establish shared delivery mechanisms to support a shared vision. The key outcomes will be shared ownership of the initiatives and a pathway to driving them forward through such mechanisms as ISNI/ and the Programme for  ...  view the full minutes text for item 2b

            The Committee was reminded that, at its meeting on 22nd June, a report regarding the proposed bursary scheme had been submitted.   At that meeting, the Members had been appraised of a range of similar schemes and a proposed pilot approach for year one of the Belfast Scheme had been presented as a means of commencing the scheme in the current academic year.  The proposal involved channelling support through the Belfast Metropolitan College for Further and Higher Education and the Prince’s Trust for other support to access education, training and employment.   An indicative split of £30,000 to the Prince’s Trust and £70,000 to the Metropolitan College had been proposed.

            The Director of Development explained that both organisations had been proposed due to their respective commitments to cover the administrative overheads attached to the scheme, as well as their ability to provide the required levels of financial accountability.   A commitment to monitor the impact of the intervention and to review the scheme before year two had been given.  He advised the Committee that the Development Committee, at its meeting on 20th November, had received an update on the progress of the Bursary Scheme as part of the overall Development Department update.  Some Members had raised concerns regarding the need to brand and to raise the profile of the Council’s investment in the scheme and had requested that a further update on the progress be submitted to the meeting of the Development Committee on 4th December.

            The Director of Development reported that, to date, a letter of offer had been signed and agreed with the Prince’s Trust for their activity.  Around £10,000 had already been allocated to 57 young people from disadvantaged areas of Belfast, with an average age of the recipient being twenty-one years.  Seventy-nine percent of those awards had been provided to young people living in the top 25% of deprived wards in Belfast and 96% (55 Awards) have been provided to young people who had been unemployed.  In terms of outcomes, 87% of young people who had received an award had achieved a positive outcome either moving into education, training or employment.  However, now that the programme was fully operational, it was expected that there would be an increased level of activity over the remainder of the financial year, with over 42 Awards currently in the pipeline over the next few months.

            With regard to the Belfast Metropolitan College’s work, eligibility criteria had been established: individuals must be resident in the Belfast City Council area; aged 16-24 at the date of the application; must meet the criteria set out by the College for the Higher Education bursary fund; and must be preparing to study or currently studying on a full-time further/higher/vocational education training course at levels 2-5 of one of the 20 priority courses which had been identified.  It was anticipated that the awards would be to a value of £500 and would be allocated only if it could be confirmed that the student completed at least 80% attendance at  ...  view the full minutes text for item 2c

            The Committee considered the undernoted report:

“1.0  Relevant Background Information

1.1    Members will be aware of the range of employment opportunities and employability obligations set out in the Investment Programme. One very effective way of helping to meet these obligations is through the creation of craft apprenticeships, which provide opportunities for young people to learn valuable and marketable skills working alongside qualified craftspeople, often with the possibility of guaranteed employment at the end.

1.2    Members will also be aware that the Facilities Management Section has, on 3 separate occasions in the relatively recent past, taken on craft apprentices in a number of disciplines in both the Property Maintenance and Fleet Management units, with a total of 21 apprentices having successfully completed their training in the period 2000-2009. Opportunities to provide such apprenticeships are, however, often problematic because of the quite significant costs involved.

1.3    Members will also be aware that one of the likely implications of the Review of Public Administration will be the transfer of property assets from other councils (and potentially also from central government departments). In addition, the council’s own Investment Programme and Pitches Strategy etc will itself generate significant new maintenance obligations, so that the recruitment of craft apprentices at this time could potentially align well with the significant increases in maintenance obligations which will come on-stream from 2015 onwards, thus raising the possibility of permanent employment for at least some of the successful apprentices.

1.4    In the light of the above, the Director of Finance & Resources has confirmed that it will be possible, on a non-recurring basis, to make provision to fund a number of craft apprenticeships to commence in the 2013/14 financial year. In the light of this the Section is proposing to create 7 craft apprenticeships (3 x Electrician, 2 x Painter and 2 x Fleet fitter).

1.5    These apprenticeships will be full apprenticeships of 3 years duration (4 years for Electricians), and will involve 3½-days per week of on-the-job training plus 1½-days of academic study. Apprentices will also have the opportunity to acquire the ECDL basic ICT course and will be supported in terms of sitting the standard driving test.

1.6    The direct cost of providing these opportunities for 7 apprentices on the basis described (incl. on-costs) is set out below:-

1.7     NB: these apprentices would be recruited on the basis that if vacant posts exist in the relevant disciplines at the time of successful completion these will be offered to the apprentices first; where there are more apprentices than posts a ring-fenced selection procedure would be necessary. This would mean that, if RPA etc proceeds as anticipated, the structure would be increased at the appropriate time and this would create vacancies to be offered to the apprentices; if not we can simply certify the apprenticeships as complete and make no offer of employment in the normal way.

1.8    The recruitment of apprentices involves a long lead-time and consequently the process would need to start in February 2013 if we are to  ...  view the full minutes text for item 2d

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

“1.0  Relevant Background Information

1.1    In recognition of the evolving role of the council and elected Members within the city and to take account of known emerging drivers for change, as set out below, Members have indicated that it would be timely to review the political management and operational governance arrangements within the council to ensure that they remain fit-for-purpose in this new context as set out below:

(i)     Local government reform and associated legislative and governance changes.

(ii)   Transfer & delivery of new statutory functions e.g. planning and regeneration and a duty to lead and facilitate community planning within the city.

(iii)Shift towards thematic and area-based working.

(iv)Enhanced  relationships with external delivery agencies; with a growing focus on co-design and co-delivery.

1.2    On 5 October the council’s Strategic Policy and Resources Committee (SP&R) agreed that Jonathan Huish prepare, in liaison with Members and taking into account good practice elsewhere, an initial discussion paper regarding potential future political management options which may be available.

            2.0       Key Issues

         What is the changing role of Members?

2.1    It is important to recognise the evolving roles undertaken by the council and councillors in terms of:

·     delivering key statutory and discretionary functions and services within the city;

·     acting as civic leader and working in partnership for the betterment of the city and its citizens;

·     investing in the city and its infrastructure; and

·     working at an area level to address identified local priorities and to improve the wellbeing and quality of lives of citizens across the city. 

2.2    It is therefore important that regardless of any future political management arrangements considered, they must embrace and enable the following four broad roles to be undertaken by Members.

         What is good governance?

2.3    Governance in local government is currently defined by CIPFA/SOLACE and the Audit Commission as follows:

         ‘Governance is about how local government bodies ensure that they are doing the right things, in the right way, for the right people in  ...  view the full minutes text for item 3a

The Committee noted the contents of a report which provided details of the dates and times of the meetings of the Strategic Policy and Resources Committee for 2013.

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 adopted the recommendations.

The Committee was advised that correspondence had been received from the Post 19 Lobby Group requesting an opportunity to make a presentation the Committee to highlight its work.  The Group was made up of parents and carers of children and young people with severe learning disabilities and 21 special schools across Northern Ireland.  The group would like to raise awareness of some of the issues surrounding the transition from childhood for those children with severe learning difficulties.

            The Committee agreed to accede to the request.

The Committee noted the minutes of the meeting of the Party Leaders’ Forum on 21st November.

            The Committee was advised that the National Association of Councillors was holding a ‘Localism Act and Neighbourhood Planning’ conference in Carlisle from 11th till 13th January, 2013.  The conference would focus on the concept of neighbourhood planning and how it was to be implemented to ensure communities became involved at a local level in shaping and influencing plans for their areas.  The conference would be particularly relevant to Members given the central role Elected Representatives would have in community planning.  The approximate cost per delegate of attending would be £610.

            The Committee authorised the attendance at the conference 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 considered the undernoted report:

“1.0  Relevant Background Information

1.1    This report provides an update for Members and considers final options for the 2013/14 revenue estimates, in line with the summary of the rate setting process for 2013/14 outlined in figure 1 below.

2.0    Key Issues

2.1    At the meeting of the Strategic Policy and Resources Committee on the 23 November 2012, Members considered two scenarios for the setting of the 2013/14 District Rate. These were:-

            Scenario 1 - District Rate increase of 0.86%

         A net increase of £1.1m in the revenue estimates based on the estimates prepared by departments and the removal of £2.1m of efficiencies from departmental budgets.

         Scenario 2 - District Rate increase of 0%

         This report details how this scenario can be achieved.

2.2    Scenario 2: Zero District Rate

         Revenue Estimates

         Since the report to Committee in November 2012, the following adjustments to the Revenue Estimates have been made:

1.   The council has been advised by the Department of Finance and Personnel on the 5 December 2012 of an increase in the de-rating grant for Belfast amounting to £317,000.

2.   The decision of the Strategic Policy and Resources Committee to allocate the waste fund balance to specified reserves has enabled department estimates for 2013/14 to be reduced by £394,000.

3.      Further detailed work on future waste costs has also been completed which indicates that the stepped increase in the waste fund contribution could be reduced further by £400,000.

         Investment Programme Commitments

2.3    Capital Programme

         This is used to pay for enhancements to existing council assets or for the provision of new assets owned by the council. The capital programme is financed through an annual budget of £10.14m and this budget is sufficient to meet the £75m spending commitment included in the council’s investment programme.

2.4    Belfast Investment Fund

         This is used to finance investment package schemes for non-council assets. As part of the rate setting process in 2012/13, the annual contribution to the fund was increased from £3m to £6m to ensure that £20m of Belfast Investment Programme funding is available by 2014/15. There is therefore no requirement to increase the current level of contribution to the Belfast City Investment Fund during 2013/14.

2.5    Local Investment Fund

         This is used to fund neighbourhood capital projects for non-council assets. The £5m fund has been fully financed and there is therefore no requirement to make additional contributions through the District Rate during 2013/14.

2.6    Reserves

         The council’s general reserves position at the year end is forecast to be at least £13.6m by the end of 2012/13. As this is above the minimum requirement of £10m, as set out in the council’s reserve strategy, there is no requirement to include an additional contribution to general reserves in the District Rate for 2013/14.

2.7    Rate Base

         As advised to the Committee in November 2012, there is ongoing work with LPS to determine the risks and trends associated with the rate base for the city in advance of confirmation of  ...  view the full minutes text for item 4a

The Committee was reminded that the Council, at its meeting on 1st  November, had considered the undernoted Notice of Motion which had been proposed by Councillor Hussey and seconded by Alderman Stalford:

“‘This Council is committed to transparency in how it spends Rate Payers’ money.  Every Rate Payer has the right to know what we spend their money on. This Council believes that the principle of transparency is meaningless unless we present our published financial information in a way that is accessible and relevant to rate payers.

      To this end; we will provide an online service to every rate payer which will show them, in a comprehensible way, the services and capital projects on which their money is spent. This breakdown will include the pro-rata monetary share of their own rates bill spent on these items alongside the total amount spent by this Council. A comprehensive breakdown of the costs of delivering those services and capital projects will be contained within that breakdown.’”

            The Committee had been advised that, in accordance with Standing Order 11(e), the motion had been referred without discussion to the Committee.

            Councillor Hussey, who was in attendance regarding this item, requested that a report be submitted to a future meeting outlining possible options in relation to how an online rates receipt could be implemented.

            The Committee agreed to this course of action.

The Committee noted the minutes of the meeting of the Budget and Transformation Panel of 6th December.

The Committee approved and adopted the minutes of the meeting of the Audit Panel of 11th December.

The Committee noted that this item had been withdrawn from the agenda.

The Committee was reminded that the Parks and Leisure Committee, at its meeting on 15^th November, had considered a report outlining proposals from the Suffolk Football Club and recommending that the Strategic Policy and Resources Committee include on the Capital Programme list of uncommitted projects the provision of a two room changing pavilion and meeting area at the Suffolk Playing Fields.  That Committee had agreed to defer consideration of the matter to enable clarification to be obtained on the process for referring projects between Area Working Groups and Standing Committees.

            The Director of Property and Projects reported that, subsequently, the Council, at its meeting on 3^rd December, had amended the decision to provide that the Strategic Policy and Resources Committee include the abovementioned project within its list of uncommitted programmes.

            The Committee agreed to the advancement of the proposal for a two room changing pavilion and meeting room at the Suffolk Playing Fields through the Gates governance process as an uncommitted proposal, with further reports being presented at relevant stages for further consideration for inclusion in the Capital Programme against financial resource availability and prioritisation against other emerging proposals.

The Committee granted the authority for the commencement of a tendering exercise for a shuttle bus service operating between the City Centre and the Gasworks site.  The Committee noted that there would be no cost to the Council as it would be recovered from the tenants through the annual service charge.  The Committee noted further that the Director of Property and Projects, in accordance with the authority delegated to him, would be awarding a contract, after evaluation, to the most advantageous tender received.

The Committee approved the commencement of tendering exercises and delegated authorities to the Director of Property and Projects, in accordance with the Scheme of Delegation, to accept the most advantageous tenders received in respect of the following:

The Director of Development tabled, for the information of the Members, the undernoted report:

“1.0  Relevant Background Information

1.1    Members will be fully aware that since 3^rd December, there has been significant protests and civil unrest across Northern Ireland, but in Belfast in particular.

1.2    As a result of the ongoing protests, the blocking of arterial routes into the City at peak times and the high levels of negative media coverage there has been a substantial downturn in visitor numbers to the City Centre and other retail and entertainment areas of the City.  This has had a major impact upon businesses within the City and the Council has been contacted by members of the business community, who are asking the Council to consider giving whatever support it can to ensure the message gets across that the Belfast is open for business, the City is operating as normal and continues to offer Northern Ireland’s best shopping experience.

2.0    Key Issues

2.1    2012 has been a very difficult year for retail businesses in Belfast.  Rising unemployment, reduced levels of real disposable income and the continuing trend towards internet shopping has resulted in businesses continuing to close within the City, both in the City Centre and on the arterial routes and many of those which survive struggle to make a profit.

2.2    For many retail stores up to 70% of their annual sales occur in the month of December.  Given the ongoing difficult trading environment, the 2012 Christmas shopping period is critical to the survival of many city traders.

2.3    The ongoing protests taking place across the City are having a profound effect on businesses.  On Saturday, 8^th December, the day of the protest outside City Hall, City Centre trade was down between 25% and 35% in comparison with the same day last year.  On Saturday alone this amounted to a loss of around £3.8m.  This trend has continued during the course of the week as people have avoided travelling into the City due of the ongoing blocking of arterial routes by protesters.

2.4    At the request of a number of traders, including the managers of both Castle Court and Victoria Square, officers have engaged with BCCM and BVCB to see how the Council might help businesses encourage people to come into the city and promote the fact that the City Centre continues to operate as normal.  We have also been asked to discourage major employers, including the public sector, from advising their staff to leave the City early to avoid disruption.

2.5    In response to these requests, Members are being asked to consider a programme of activity to support the promotion of the retail and hospitality sectors in the City.  This consists of 3 areas of work:

·         Supplementing BVCB’s current promotional campaign;

·         Animating the City Centre with a programme of activities.

·         Associated Public Relations Activity

·          

2.6    Promotional Activity

2.6.1    It is recommended that a marketing and PR campaign is urgently activated, with a concentration on those media channels which can  ...  view the full minutes text for item 5.

It was reported that, in accordance with Standing Order 55 and the authority delegated to him, the Director of Finance and Resources had authorised the appointment of a member of staff who was related to an existing officer of the Council. 

            The Committee noted the appointment.

(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:

-          Gain approval from Members to enable Officers to appoint, via publicly advertised expressions of interest process, a new content and screen management provider for the Belfast Live Site Screen.  Officers would seek Members approval that the decision ‘to appoint’ is delegated to either BCC’s Chief Executive or Director of Development.

-          Approval from Members to enable the Belfast Live Site Screen team to join a consortium with up to twenty-one other Local Authorities within the Live Site Network

-          Subject to the above approval to seek permission from Members to allow the screening of away games featuring Northern Ireland (including 2014 FIFA World Cup Qualifiers) and agree costs associated with screening these games.

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. In May 2012 Members also agreed that the screen should stay in situ and be considered as part of DSD’s Streets Ahead (phase 2) programme.

1.3    Members are reminded that the Council has agreed to allocate £20,000 per year connected to the screens maintenance and security.  For Members’ information the screen is operated, up to December 2012, in partnership with: BCC; LOCOG; BBC; DCAL and associated London 2012 commercial sponsors – BT; LlyodsTSB and Cisco. Events animation at the Belfast screen was funded via DCAL and LOCOG at the cost of £25,000 for the 2012 year.From January 2012 to September 2012 over 200,000 attended a variety of events at the Belfast screen, which were delivered with the above partners.In the summer of this year over 35,000 people watched the Olympic and Paralympics Games on the Live Screen. This covered events around Belfast Olympian and Paralympic athletes at the London Games. In addition the screen was used for the screening of the Euro 2012 championships, Ulster teams in the All-Ireland GAA competitions and events connected to the Titanic Centenary programme.

1.4    Currently the BBC is the content provider for the Live Screens network.  Unfortunately this position will change and the BBC will now only run the screen management and content process until March 2013.  This recent piece of communication, from the BBC, is due to budgetary constraints within broadcaster.  Unfortunately this is a significant change of position from the original project concept presented by the BBC and LOCOG back prior to April 2010. Therefore, Members are now being asked to review options and provide guidance on this matter. 

1.5    Subject to the above approval that Committee endorse the screening of away games featuring Northern Ireland (including 2014 FIFA World Cup Qualifiers) and agree  ...  view the full minutes text for item 7a

The Director of Properties and Projects submitted for the Committee’s consideration the undernoted report:

“1     Relevant Background Information

1.1    At its meeting on 15 September 2011 the Parks and Leisure Committee noted the potential external funding available for proposed paths and related works at Cavehill Country Park and Ligoniel Park.  At that time funding had been confirmed from the Lagan Rural Partnership in respect of one of the conservation paths on Cavehill and a decision on a second tranche of funding was expected.  Committee was also recommended to agree the Council enter into a 10 year Deed of Dedication in respect of the proposed works, subject to the approval of the Strategic Policy and Resources Committee as necessary to meet the anticipated funding requirements.  Finally Committee was recommended to approve the works should be put forward to the Strategic Policy and Resources Committee as part of the Capital Programme.

1.2    As things transpired it became clear that the funding was not available to Councils and needed to be routed via a voluntary group in this instance Belfast Hills Partnership (BHP).  BHP have been successful in  drawing down £107,000 to undertake works to the Council’s asset. 

1.3    As part of the above funding BHP require the Council to enter into a Development Agreement (their name for the relevant Deed of Dedication referred to in the 15 September 2011 Committee minute).  The Development Agreement is for a period of 10 years from completion of the proposed works and requires the Council to manage and maintain the funded assets and public access to them for 10 years following their satisfactory completion.  The scope of the works is outlined later in this report.

1.4    Capital Programme:  Project Management Unit have advised that as no Council capital funds are involved and the proposed works are to be carried out by a third party, then the scheme would sit outside the Capital Programme.

1.5    Licence Agreement(s):  As the schemes are not to be placed on the Council’s Capital Programme and are instead to be carried out by a contractor employed by BHP, then in order to allow the works to commence, BHP will require a Licence Agreement from the Council which would set out the location, timing and nature of works to be undertaken, plus access arrangements and the respective liabilities and responsibilities of the parties.  Indeed if the works are to be split up into constituent parts with potentially several different contracts running at different times, then a series of Licence Agreements will be required.

2       Key Issues

2.1    The total funding package available to Belfast Hills Partnership, in respect of capital works on Council owned land may be broken down as follow:

2.2    Under Letter of Offer from Lagan Rural Partnership Joint Council Committee, to BHP, dated 14 March 2011 - £34,000.

            2.3       This covers the following works:

i)        Installation of approx. 470 metres of new path at McArt’s Fort.

ii)      Installation of Interpretation Panels (1No. at Carr’s Glen and 1No. at Ballyaghagan  ...  view the full minutes text for item 7b

The Committee noted the contents of a report which provided an update in relation to the Windsor Park Stadium, redevelopment and the ongoing discussions between the Council, the Irish Football Association, the Department of Culture, Arts and Leisure and Linfield Football Club regarding the feasibility study which was being undertaken to consider potential options for a more integrated approach to the overall development of the combined sites at the Olympia Leisure Centre, Midgley Park and Windsor Park and that a further report would be submitted to the Committee following the completion of the initial feasibility study. 

            The Director of Property and Projects provided also a verbal update in relation to discussions which had been held that morning with the GAA in respect of Casement Park and the potential to work with the stadium development in regard to the Andersonstown Leisure Centre site.  Accordingly, the Committee agreed that:

(i)   a further report and timetable would be submitted to the Committee in line with the leisure review report which was due in January and that representatives of the GAA be invited to make a presentation on Casement Park to a future meeting of the Committee, to which all Councillors would be invited: and

(ii)  officers continue working a strategy with the Department of Culture, Arts and Leisure, the Irish Football Association and the Gaelic Athletic Association to ensure the greatest mutual benefit in terms of community gain from these projects and to report back also in January as part of the leisure review.

The Committee was reminded that, at its meeting on 21st September, it had approved the disposal of the former traveller lands at the Glen Road (adjoining Glen Road Heights) to the Oaklee/Fold Housing Associations for the development of social housing at a premium of £1,575,000 and subject to the terms being agreed with the Council’s Legal Services and the Estates Manager.  The transfer was to be progressed by Oaklee as an Advance Land Purchase under the Department for Social Development’s Social Housing Development Programme.

            The Director of Property and Projects reported that, following subsequent discussions with representatives of Oaklee, the leading housing association, they had advised that the proposed acquisition of the Glen Road land had been conditioned by the Oaklee Homes Group Board which had indicated that it now preferred to have full planning permission for the proposed social housing scheme as a condition of completing an agreement to purchase.  Given that condition, Oaklee would seek Northern Ireland Housing Executive Full Project Approval for the scheme rather than progress it as an Advance Land Purchase as previously indicted.  That, in effect, meant that Oaklee would now be required to have its scheme fully approved by the Housing Executive by achieving key milestone events prior to concluding the land transfer from the Council.

            The Director explained that, whilst the provision of social housing in areas of high need was generally politically supportive, the negotiation for disposal of those sites could be protracted and difficult, particularly given the current property market where there was limited demand, which housing associations often sought to exploit in terms of their proposals for acquisition through their conditions of sale, representing site development costs as abnormals.  Oaklee had indicated that a conditional contract to purchase could be entered into immediately which would be completed at the previously agreed purchase premium which would become payable to the Council upon the grant of satisfactory planning consent.

            The Director indicated that, given the nature of the social housing scheme and the draft Belfast Metropolitan Area Plan Key Site Requirements for the land, Oaklee representatives had indicated that their Board would seek to progress the required land transfer from the Council following receipt of full planning permission and full Northern Ireland Housing Executive Project Approval rather than completing the purchase by way of an Advance Land Purchase.  The Association had indicated also that it would need to allow up to 18 months to secure full planning permission for the development.  Within that 18 month period, Oaklee should have sufficient time to complete the milestone requirements for full Northern Ireland Housing Executive Project Approval of the scheme proposals.

            In addition, Oaklee representatives had advised that the Board had approved a proposed social housing scheme and a full planning application for 92 social residential units had been prepared by its design team, which was ready for submission to the Planning Service.  The planning application would be made as soon as a contract to purchase had been agreed and community  ...  view the full minutes text for item 7d

The Committee noted that this item had been withdrawn from the agenda.

Oral Report of Chief Executive

The Chief Executive provided the Members with an update in relation to the work which had been undertaken to the City Hall following the breach which had occurred during the demonstration at the Council meeting on the 3rd of December.

 Noted. 

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

In considering the minutes of the meeting of the Good Relations Partnership of 10th December, a Member drew the Committee’s attention to the decision under the heading “Bonfire Management Programme- Participant Criteria 2013” not to impose sanctions on participants on the programme who permitted the burning of flags and emblems on their bonfires.  He indicated that his Party had some concerns in relation to the decision and requested that the matter be referred back to the Partnership for further consideration at its meeting in January.

After further discussion, the Committee agreed that the matter be referred back to the Good Relationship Partnership for further consideration.

Adoption of Minutes

Subject to the foregoing omission, the Committee approved and adopted the minutes of the meeting of the Good Relations Partnership of 10th December and adopted the recommendations in respect of the following:

Peace III Implementation Update

            To approve the attendance at a Peace Event in Brussels on 31st January of the Chairman of the Good Relations Partnership (Councillor Hendron) and the Good Relations Manager (or their nominees) and to approve the associated costs.

The Committee was reminded that the Council, at its meeting on 3rd December had agreed the following:

            “That the decision of the Strategic Policy and Resources Committee of 23rd November under the heading ‘Flying of the Union Flag at the Belfast City Hall’ be further amended to provide that the Council’s Joint Group of the Party Leaders’ Forum and the Historic Centenary Working Group be requested to consider a proposal that the Union Flag be flown 365 days a year in the civic space in the Garden of Remembrance in the grounds of the City Hall with a view that a report thereon be submitted for consideration by the Strategic Policy and Resources Committee on its meeting of 14th December.”

            The Good Relations Manager reported that the aforementioned group had met on 10th December and considered a supplementary legal opinion from Senior Council on the proposed new policy, the advice of the Equality Commission on the issue and the view of the consultant who had undertaken the associated Equality Impact Assessment.  Following discussion, the Joint Group had agreed and recommended that, since the proposed new policy had not formed part of the Equality Impact Assessment, the Council should undertake an equality screening process of the proposed policy.  The screening process would include scoping the policy to ensure that the policy aims and objectives were fully developed and undertaking appropriate consultations with those organisations and individuals who might be affected by the new proposal.  A report outlining the proposed screening process would be submitted to the Joint Diversity Group at its meeting in January, 2013. 

            The Committee endorsed the recommendation of the Joint Diversity Group as set out.  

(Mrs S Toland, Head of Environmental Health, attended into connection with this item.)

            The Head of Environmental Health reminded Members that, in 2001, the Northern Ireland Executive had endorsed a Better Regulation Strategy which aimed to reduce the regulatory burdens on businesses, and, in so doing, to encourage and assist the competiveness and growth of Northern Ireland businesses.  To date the Strategy had focused only on the central Northern Ireland Government Departments and had not included the work of local authorities.

            She pointed out that, despite not being included, the Council had recognised the potential for the “Better Regulation Strategy” to help improve public protection in a way that was fair and encouraged economic progress.  Council Officers had met regularly with representatives from the Department of Energy, Trade and Investment and other Government Departments to discuss Better Regulation and the Council had been working to ensure the principles of Better Regulation were applied to all its enforcement and regulatory approaches.  

            The Head of Environmental Health explained that key decisions taken to date by the Council in support of Better Regulation included:

·         Formally adopting “The Enforcement Concordat” in 2003 and subsequently using its principles of good enforcement as the blue print for all the Council’s enforcement policies thereafter;

·         In February, 2009 agreeing, in principle, to the adoption of the “Statement of Intent” between Northern Ireland Councils, the Department of Energy, Trade and Investment and the Local Better Regulation Office.  The agreement established the Council’s intentions to have regard to the principles of better regulation, Local Better Regulation Office guidance and to comply with the standards of the Regulators Compliance Code; and

·         In December, 2011 the Council agreed its Regulation and Enforcement Policy formally adopting the principles of Better Regulation and aiming to ensure all its regulatory actions are proportionate, accountable, consistent, transparent and targeted.

Following a review of the Northern Ireland Executive’s “Better Regulation Strategy” in 2009/2010 it was proposed that the strategy should be extended to cover the regulatory and enforcement work of local authorities.  That reflected the significant regulatory responsibilities of councils, particularly in the areas of environmental health, building control and business licensing.  Subsequently, earlier in the year, Arlene Foster, MLA, Minister of Enterprise, Trade and Investment, had written to each Council in Northern Ireland to seek formal agreement to extend the scope of the Northern Ireland Better Regulation Strategy to include all of Northern Ireland’s local authorities. 

            As the Council had consistently worked to ensure the principles of Better Regulation were applied to all its regulatory activities, that was not seen as something new but rather a formalisation of its existing approach.  It was, therefore, not envisaged that including local authorities within the strategy would impose an additional resource demand on the Council or its services.

            The Head of Environmental Health explained that specifically including the work of local authorities within the strategy was seen as an important step in recognising the important work Councils did in protecting citizens and supporting businesses.  It was hoped that  ...  view the full minutes text for item 9a

The Committee was reminded that the Council, at its meeting on 1st November, had passed the following Notice of Motion:

            “This Council calls on the Minister for Health, Social Services and Public Safety to assure parents that the future service model for paediatric congenital cardiac services would prioritise the needs of their children; and further calls on the Minister to explore fully an all-island solution with his counterpart, Dr.  James Riley.”

            The Committee was advised that correspondence had been received from the Minister indicating that no decision had yet been reached on the provision of paediatric cardiac surgical services for the population of Northern Ireland and the consultation was still ongoing.  The Minister had also stated that in parallel with the consultation process, the Health and Social Care Board would continue to complete a robust analysis of the current arrangements for children including those with congenital cardiac disease to determine the best way to deliver those the services.

            The Committee noted the receipt of the correspondence.