Agenda and minutes

            Apologies for inability to attend where reported from Councillors Attwood, Carson, Clarke, Haire and McVeigh.

            The minutes of the meeting of 19th June 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 July.

            Alderman Robinson declared an interest in relation to Item 2a Social Investment Fund Update insofar as he was employed as a Special Advisor to the First Minister.

            The Committee was reminded that the Council, at its meeting on 1st July, had, in accordance with Standing Order 11(e), referred the undernoted Notice of Motion, which had been moved by Councillor McCarthy and seconded by Councillor Corr, to the Strategic Policy and Resources Committee for consideration:

“This Council recognises the good work of the voluntary and community sectors across Belfast and agrees, in recognition of the valuable contribution made to the well-being of the City, to seek to formulate a policy which would enable such groups to avail of the use of Council facilities by establishing a preferential pricing rate for both sectors.”

            The Committee agreed that a report be submitted to the next meeting of the Committee.

            The Committee was advised that the Council, at its meeting on 1st July, had referred to the Committee, in accordance with Standing Order 11(e), the undernoted Notice of Motion, which had been moved by Alderman R. Patterson and seconded by Alderman Robinson:

“This Council recognises that the first ever event in Northern Ireland and Belfast to celebrate International Men's Day will take place on 19th November and that the theme will be ‘Working Together for Men and Boys’;

It welcomes the fact that the day will highlight some serious issues such as domestic abuse/violence, poor educational attainment for some young boys and men, equality, a focus on men's health and well-being, a celebration of men's contribution in the work place, family life and society, discrimination against men, the bullying of men in the work place, the promotion of men as role models and improving gender relations and gender equality; and

It notes that other organisations and individuals from the private sector, the public sector, charities, local celebrities, men, women and children are all taking part to promote this worthy and important event.

Accordingly, the Council agrees to consider setting aside funding in order to hold an event at the City Hall in November to celebrate International Men’s Day in a similar way in which it has supported International Women’s Day in previous years.”

            The Committee agreed that a report on the support which could be provided and associated costs be submitted to the next meeting of the Strategic Policy and Resources Committee.

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

“1.0     Purpose of Report

1.1       To provide Members with an update on the Social Investment Fund and the implications and resource requirements for the Council in terms of delivery of capital projects and an emerging proposal regarding delivering a revenue based project in the Belfast North Zone. 

2.0       Relevant Background Information

2.1       Members will be aware that Belfast had been allocated £37m out of the £80m overall for SIF. The first announcements in relation to approved SIF projects were made at the start of February and letters of offer for these projects are now in place.  This included 9 projects in the Belfast area (4 capital and 5 revenue projects).

            Update on current position

2.2       Members will know that it was proposed that the Council would be the delivery agent for a number of the capital projects in Belfast in recognition of its role as a civic leader and successful delivery agent of physical projects. Members received an update on these projects at Committee in February and at this stage agreed an ‘in-principle’ commitment for the Council to deliver these projects given the increasing role of the Council in the city in terms of regeneration and the emerging community planning and area planning roles. The Council is also already working closely with OFMDFM on a number of other key strategic city initiatives including TBUC and the Interface Strategy.

2.3       Since this time Council officers have continued to work closely with OFMDFM officials in relation to the capital projects where the Council has been proposed as the lead delivery agent.  The current status of these projects is outlined below.  Members are asked to note that this is still an evolving process and the projects below will be subject to further refinement as they go through the economic appraisal process   

2.4       BELFAST ZONES – CAPTIAL PROJECTS – COUNCIL PROPOSED DELIVERY AGENT

The Committee considered the undernoted report:

“1.0     Purpose of report

1.1       The Council’s Capital Programme is a rolling programme of investment which either improves existing Council facilities or provides new facilities. This report provides -

·         key highlights since the last Committee report in June

·         proposed recommendations for movement between the Capital Programme stages

·         proposal for the reconfiguration of the ‘Stage 1 – Emerging Projects’ tier   

·         specific project updates

·         an update on the communications and engagement activities for capital projects planned for the coming months

2.0       Relevant Background Information

            Capital Programme – Key highlights – June-August 2014

2.1       Significant progress has been made in the delivery of the capital programme since it was agreed by SP&R Committee. Update photos of projects have been circulated. The Property & Projects department is happy to arrange site visits for Members/ Party Groups to any capital project. 

2.2       Key highlights since the last update report in June include -  

·         construction work has begun on the new £1.7m 3G pitch at Cliftonville as part of the overall £4million BunscoilBheann Mhadagáin development – this is the first pitch to go on ground as part of the £15m Pitches Strategy and is due to complete by January 2016

·         work is well underway on the new £430,000 Adventurers Learning Centre at Belfast Zoo – this project has secured match funding from ERDF.  Work began in July and is due to complete by November. Members are asked to note that this project had to begin in July due to profiling commitments and that the ERDF monies would have been decommitted from this project if work had not begun at this time

·         work is continuing on the £11.7m Girdwood Hub together with DSD infrastructure works and a new housing development

·         the tender for the main works for the Belfast Waterfront Exhibition and Conference facility has been awarded  and enabling works for the project were completed in August

·         tenders for two major projects – Phase 2 of the Connswater Community Greenway and the Innovation Centre have been returned and are currently being assessed. An update on these will be brought to Committee next month

·         Phase 1 works on Drumglass Park were completed and the Park reopened in July – Phase 2 of the works (Wall, lighting and art) will commence in September

·         Work on Phase 1 of the Half Moon Lake project is underway (new signage, paths and painting).  Main phases of work will commence later in the year

·         Dunville and Woodvale Parks, which underwent £4million refurbishment programmes during last year, were awarded ‘Green Flag’ status in July

·         Work commenced in June on the new pavilion at Suffolk Playing Fields – this is due to complete in the late summer

·         Over 650 applications have received to date under the Super-Connected voucher scheme.  

3.0       KEY ISSUES

3.1       Members have agreed that all capital projects must go through a three Stage process where decisions on which projects progress are taken by SP&R. This provides assurance as to the level of  ...  view the full minutes text for item 6a

Minutes of meeting of the Voluntary Transition Committee of 5th October, 2012

            The Director of Development submitted for the Committees consideration the undernoted report:

“1        Relevant Background Information

1.1       In June 2012 Members agreed to deliver a Belfast Investment Programme with the largest single project within the programme being the development of a World Class Conference and Exhibition Centre at the Belfast Waterfront Hall.

            The Programme also commits the Council to the Development of a £9.1m Innovation Centre at the Forth River Industrial Estate.

            Waterfront Hall

1.2       The purpose of this project is to redress Belfast’s declining market share in the lucrative international business tourism market which has come about due to a lack of sufficient exhibition space, inadequate provision of break out rooms and insufficient banqueting facilities at the Waterfront Hall.  

            The Strategic Policy and Resources Committee subsequently agreed to commit £11m towards a £29.5m extension to the Waterfront Hall in order  to provide:-

·         3000 sq m of additional flexible exhibition space

·         14 additional breakout rooms

·         Banqueting facilities for 1000 delegates

1.3                            The remaining capital finance of £18.5m is being provided by the Northern Ireland Tourist Board and the European Regional Development Fund (ERDF).

1.4       This funding is conditional on the Council achieving the following business objectives once the new facility has been completed;

·                 Attract 50,000 conference delegates by 2020 (Baseline 25,000)

·                 Attract 35,000 “out of state” visitors by 2020 (Baseline 10,000)

·                 Host an average of 6 Large National Association Conferences per annum by 2020 (Baseline 1 Annually)

·                 Host an average of 6 International conferences per annum( Baseline 1 every two years)

1.5       The NITB and ERDF funding is also conditional on Belfast City Council putting in place an Operating Model which is to the satisfaction of NITB and  will deliver the project objectives set out above. The Council is also required to demonstrate that it has put in place an experienced management team capable of delivering the project and that the necessary marketing and sales personnel are in place.

1.6       In addition to the objectives set out in the NITB Letter of Offer, the revised Business Plan seeks to reduce the operating deficit at the Waterfront Hall by £1m by the end of 2018 and to reach a breakeven point in 2020.

1.7       As reported in the Capital Programme Update, the enabling works for the project are nearing completion and the construction contract is due to be let on 22 September 2014 to allow completion in December 2015 in line with ERDF funding deadlines. The new exhibition and conference centre is due to open on 8 May 2016.

            Forth River Innovation Centre

1.8       The Council has also submitted an ERDF Application to Invest NI for the development of a 50,000 sq ft Innovation Centre at the Forth River Industrial Estate on the Springfield Road. The purpose of the project is to address the chronic levels of worklessness in the neighbouring wards and kick start the development of the Springvale Industrial Estate which has been vacant since its development over a decade ago.

1.9       The Business Case has been approved by  ...  view the full minutes text for item 6b

The Committee considered the undernoted report:

“1.0     Relevant background information

1.1       In January 2013 to inform future decisions SP&R adopted the following principles regarding leisure provision in the city:  Quality; Focus on health and well-being outcomes; Value for money; Balanced investment and accessibility; Partnership; and Affordability.

1.2       Subsequently, at its meeting in June 2013, SP&R set a £105m capital expenditure affordability limit for the LTP and agreed an indicative phasing of capital transformation:

·       Phase 1: Investment Programme (Windsor/Olympia; Andersonstown; Girdwood)

·       Phase 2: LGR (e.g. Avoniel; Castlereagh; Lagmore/ Poleglass/ Colin)

·       Phase 3: One Public Estate (e.g. Ballysillan; Ozone; Shankill; Loughside; Whiterock)

1.3       This paper provides an update on the current status of the capital projects under Phase 1, an update on Phases 2 and 3 and also an update on the community benefits proposition. 

2.         Key issues

             Phase 1 Update – Olympia, Andersonstown and Girdwood

2.1       Olympia - Phase 1 of the LTP includes a regeneration project to reconfigure and develop the site at Olympia. This is aimed at maximising opportunities arising from the re-development of Windsor Park which has been part funded by DCAL. There is a very tight timescale for the delivery of Olympia given the construction programme for the new stadium. The first phase is integral to this development because the project design involves sharing a new roof structure.

2.2       Members will recall that in October 2013, approval was given to progress the Olympia project from Stage 2 to Stage 3 – Committed on the Capital Programme and subject to the resolution of outstanding issues, to award contracts. In April 2014, all outstanding issues in relation to Olympia were agreed at full Council, subject to further information on a mutually beneficial community benefits partnership between the Council, IFA and DCAL being brought back.  An update on community benefits is included at 3.0.

2.3       Planning approval for the new facility was received in April 2014 following public consultation on the entire scheme in 2013. This phase is now at tender stage. A planning application for the wider site was submitted in May with a decision anticipated by October. Detailed design for the wider site is underway and an additional consultation session on the new play space proposals is now scheduled for 17 September in Olympia Community Centre.

2.4       Andersonstown - The project at Andersonstown will provide new leisure facilities at the site of the existing Leisure Centre.  It will also include regeneration of the wider site for potential uses including recreation and commerce.  A number of options have now been developed for consideration in the draft OBC following public consultation and ongoing engagement with various project stakeholders.

2.5       These options were presented to the West AWG in June who requested that further design work was done on a number of the options including design work.  These options are currently being thoroughly tested in terms of their deliverability and sustainability. There has also been ongoing engagement with external stakeholders including the Ulster Bank (who hold  ...  view the full minutes text for item 7.

            The Committee considered the undernoted report:

“1.0     Relevant background information

1.1       At its meeting in February, the Committee agreed that its preferred business model was the Non Profit Distributing Organisation (constituted as a leisure trust called Active Belfast Limited). 

            In April, Committee agreed the strategic principles for the Leisure Transformation Programme and, on this basis, authorised officers to take preparatory steps to transfer the service, as set out in the legal advice, including authority to enter into a contractual relationship with the Active Belfast Limited to ensure the effective delivery of the leisure services by developing a draft business plan and the necessary agreements with Active Belfast Limited. 

2.         Key issues

2.1       General progress update

            There is an intensive programme of work now underway to draft the contractual documents as well as undertake detailed due diligence of the assets, condition of buildings and existing contracts that are to transfer to Active Belfast Limited.  The contractual arrangements between the Council, Active Belfast Trust and its Strategic Operating Partner will be multi-tiered and will include a Funding and Management Agreement, Services Agreement, leases, Admission Agreement and parent company guarantees.  These contracts will capture (amongst others) the funding arrangements, maintenance obligations and an agreed risk profile on pensions – all of which are being agreed and progressed in appropriate work streams. 

            All of this is in line with the strategic principles and work plan agreed by Committee in April 2014. 

            There continues to be ongoing positive engagement and consultation with staff and trade unions on the transfer arrangements for employees, in accordance with the appropriate legislative requirements, notably the Transfer of Undertakings (Protection of Employment) Regulations 2006.

            Recent Party Group briefings have also highlighted the importance of preparation work for capital investment planning and delivery for Phases II and III.  The agreement with Active Belfast Limited and the Strategic Operating Partner will guarantee the £2m efficiency which will fund the next phase of developments.

            As part of the ‘check and challenge’ review, Deloitte has been re-engaged to give an expert view that the operation of leisure services through a leisure trust and its Strategic Operating Partner, is in the interests of the public and value for money.

            The ‘check and challenge’ review and any final pieces of legal/financial due diligence, including pension arrangements, will be presented to Committee in September.

2.2       Scope of contract

            Committee agreed in April 2014, that the services for inclusion in the transfer would include the operations of 10 leisure centres and facilities within their immediate curtilage e.g. adjacent 3G pitches. 

            Following discussions, it is now proposed that the following are also included in the scope:

-        3 centres transferring as part of Local Government Reform, namely, Robinson Leisure Centre, Belvoir  Activity Centre and Brook Activity Centre + changing block;

-        Customer booking functions of playing pitches including 3-G pitches

            The inclusion of the customer booking functions of outdoor pitches will improve the customer experience, providing a single point of contact for all Council pitches.  The income derived from  ...  view the full minutes text for item 8.

            The Committee considered a report which was seeking agreement to implement a Voluntary Redundancy programme as part of the Leisure Transformation Programme and generation of £2million savings and a potential contribution to the District Rate.

            The voluntary redundancy process had been initiated at the request of Belfast City Council Trade Union Group at the very start of the considerations relating to Leisure Transformation.  The Trade Unions had asked for a voluntary redundancy process to allow those staff who did not wish to work in a new regime which would involve significant and far-reaching change for individuals given they had worked historically in a particular way for a considerable time.  All of the staff who had applied to be released from the Council under the scheme had done so on an individual and voluntary basis.  The release of staff under the process should not be confused with the proposed Transfer of Undertaking (Protection of Employment) Regulations transfer as the two matters were not interrelated.  Even without the proposed service transfer to the Trust model, there was recognition of the need for modernisation of the staffing arrangements at the leisure centres which would have involved an overall reduction in staff numbers.

            It was pointed out that the requirement to reduce staff levels and introduce modern and more flexible staffing had been identified in the Deloitte Report which had been presented to the Committee in December, 2013 and more recently in the report which had been commissioned by the Trade Unions.  Following Council approval in October, 2013, the Parks and Leisure Department had initiated an exercise inviting all staff working within Leisure Operations, excluding Business Support Clerks, to express an interest in voluntary redundancy as part of the ongoing transformation programme.  Any staff released through a voluntary redundancy process would not be replaced by new staff carrying out the same job functions.  There would need to be a range of new jobs created which fitted within the structure of the target operating model, which would be developed over the coming months.  Those new jobs would be substantially different and would require flexible working and would be more aligned to the needs of the service.  It was reported that, following completion of the expression of interests, a total of sixty-one applications had been received requesting voluntary redundancy.  Each individual request had been evaluated against the agreed voluntary redundancy criteria.  In the past, the Council had worked on the basis that the cost of voluntary redundancy should be recovered by savings over a period of 3.2 years.  Sixty-one requests had been received and sixty had met the agreed criteria, including meeting the payback period, whilst one request was still under consideration.  The cost of the release of the employees who had requested voluntary redundancy would be approximately £1.6million.  In crude numbers that would suggest that a saving on staffing costs equivalent to £500k per annum would achieve the target return on investment.

            The Committee was advised that it was generally acknowledged that there was a  ...  view the full minutes text for item 9.

            The Director of Development submitted for the Committees consideration the undernoted report:

“1        Relevant Background Information

1.1       The development of a Public Bike Share scheme is identified as a partnership project in Belfast City Council’s Investment Programme 2012-2015.

            The Invitation to Tender for the Belfast Public Bike Share Scheme was advertised on the 4^th November 2013 and the procurement was divided into two Lots:

·         Lot 1 - Design, Supply, Maintain and Operate the Public Bike Share scheme; and

·         Lot 2 - Sponsorship of the Public Bike Share scheme.

1.2       The tender return for the two lots was the 16^th December 2013 and 3 returns were received for Lot 1 and 1 return for Lot 2

1.3       The SP&R Committee on the 21^st March 2014 agreed to adopt the following recommendations:

·         agree to proceed to awarding the contract for Lot 1 of the Public Bike Share scheme, subject to the additional resources required for the capital construction being secured from DRD to allow the project to be implemented by March 2015 (NB additional resources were secured);

·         note the continuation of negotiations for the sponsorship with interested parties with a view to securing the optimal outcome and further approve the award of a sponsorship to the party(ies) who offer(s) the most economically advantageous sponsorship proposals; and

·         support the provision of revenue funding from corporate budgets to meet the initial running cost deficits associated with the operation and maintenance of the Bike Share Scheme on the basis there would be no resultant burden on the rate.

1.4       The Council secured £1.1 million funding from DRD Active Travel fund, which is estimated to cover the capital cost of Phase 1 of the scheme of up to 300 bikes and 30 docking stations. The contract for LOT 1 (Design, Build, Operate and maintain) was awarded to NSL in April 2015.

1.5       Sponsorship

            Communication activity has been carried out over the last number of months with interested parties for the sponsorship / branding of the Public Bike Share scheme. No further substantive offer has yet been received although two companies have requested additional time to consider the proposal.

1.6       It should be noted that the finalisation of the design for the bikes and docking stations for the scheme is scheduled for September 2014, after this point there could be increased costs arising from delays to the contract. A decision is therefore required on the way forward in relation to the sponsorship/ branding of the scheme

1.7       The purpose of this report is to suggest a recommended approach to be considered by elected members for the award of sponsorship for the Public Bike Share scheme. 

1.8       Income through Subscription and Usage charges

            Income will be generated through subscription and usage charges and the scale of income generated will depend on the level of fee charged and the number of users who subscribe or use the service. The contract has stated that the Council will set the level of charges however it  ...  view the full minutes text for item 10.

The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       The Committee will recall that, at its meeting on 4th April, it had considered a report on the future governance arrangements for the Council.

1.2       The Committee had agreed to continue with the existing committee structures for the current Council until March, 2015 and to a traditional Committee system, with four Standing Committees, as the governance structure for the Shadow Council from June, 2014 – March, 2015.

1.3       It was agreed also to review the number and role of the existing working groups to take account of the dual governance systems which will operate during the shadow period and particularly to prioritise the time commitment required of those Members holding office on both Councils.

1.4       At its meeting on 25th April, the Committee had agreed to reappoint the membership of the Audit Panel and the Good Relations Partnership in order that they might hold essential meetings in June, with the reappointment of all other working groups to be considered as part of an overall report to the Committee in August.

1.5       In approving the new Governance Arrangements in 2007, the Council agreed it would be likely that the Standing Committees would wish to appoint short-term Working Groups to focus on issues of particular concern.  In addition, the Council had agreed previously the following principles associated with appointment of Working Groups:

·         Working Groups should be established only if they are considered to be essential for the achievement of effective and efficient decision-making;

·         such Working Groups should be appointed for a fixed-term and for a specific purpose;

·         the Groups would not have decision-making powers but rather would produce a report with recommendations for consideration by the appointing Committee;

·         after the Working Group has concluded the business for which it was established, it would cease to exist; and

·         Working Groups should be formed on the basis of All-Party representation with nominees sought from the Party Group Leaders.

2          Key Issues

2.1       The Council currently has the following 15 Working/Steering Groups/Panels together with five Area Based Working Groups:

2.2       The Committee will now need to consider which of the above-mentioned Working Group it wishes to reconstitute.  Details of the Terms of Reference, the current membership and the number of meetings held from June, 2013 until June, 2014, together with a recommendation on the future of the Group, are provided for Members’ information at Appendix 1.  A summary  ...  view the full minutes text for item 12.

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

Appendix 1

            The Committee approved the dates of the Committee and Council meetings from August till November, 2014 and agreed that a further report on the schedule of meetings for the remainder of the shadow council term be submitted to the Committee in October.

            The Committee was advised that the National Association of Councillors (Northern Ireland Region) was holding its Annual General Meeting (AGM) on Friday, 3rd October, 2014 at the Clandeboye Lodge Hotel, Bangor.  The Annual General Meeting, at which new office bearers would be elected by the membership, was being addressed by Mark H. Durkan, the Minister for the Environment.  It was intended that the Minister, in his address, would provide an update on the progress of the Local Government Reorganisation and answer any questions from Councillors.  The total cost per delegate of attendance was £56.

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

            The Committee noted the contents of a report which provided costs for employee travel for the financial year 2013/14 and agreed that, in line with previous years, the figures would be published on the Council’s website.

            The Committee considered the undernoted report:

“1.0  Relevant Background Information

1.1    The Strategic Policy and Resources Committee agreed on 18 June 2010 that:

·         The Council would produce financial reporting packs for the Strategic Policy and Resources Committee and each Standing Committee on a quarterly basis.

·         The Budget and Transformation Panel would also receive monthly financial updates if there were any significant issues to report.

1.2    The reporting pack contains a summary dashboard of the financial indicators and an executive summary explaining the financial performance.  It also provides a more detailed explanation of each of the relevant indicators for the quarter including payment of creditors, recovery of debt and procurement compliance.

2.0    Key Issues

2.1    Current and Forecast financial Position 2014/15

         The financial position for Quarter 1 is a net departmental under-spend of £462k (1.5%). The forecast year end departmental position is an under-spend of £824k (0.7%) which is well within the acceptable variance limit of 3%. The major reason for the variance in the year end forecast relates to the provision of £500k of expenditure for planned changes to the local government pension scheme for which the effective date was deferred until 1 April 2015.  

2.2    Capital Financing

         The capital financing budget is £13.37m. This budget is forecast to break even and will be used to finance the capital programme and feasibility work to support the Investment Programme. A detailed Quarter 1 half year capital programme report is included on the agenda.

2.3    Rate Income

         The quarter 1 forecast by LPS is a positive rate settlement of £2.3m. The assumptions around this forecast will be analysed by Financial Services and considered as part of the half year financial report.

2.4    Investment Programme

         Committed expenditure approved by the Strategic Policy and Resources Committee for the 3 year Capital Programme stands at £30,503m, leaving £44,497m of schemes within the 3 year programme at the uncommitted or emerging project stage.

2.5    Committed expenditure on LIF projects currently stands at £4.75m, with 50 projects worth £3.45m having been through the Council’s due diligence process. Actual payments of worth £936k have been made to date.

2.6    The amount of levered external funding for the Investment Programme which has been agreed in principal is £69.415m, with £50,290m of these funds confirmed through letters of offer.

2.7    Actual capital expenditure for the period was £898k, while non-recurring expenditure was £33k.

2.8    Other Financial Indicators

         The percentage of average for debt under 90 days old increased during the quarter to 63.6% which was slightly below the target of 65%. The percentage of debt collected in 30 days was 46.7% against a target of 60%, however overall debt reduced from £3.7m to £3.6m at the end of quarter 1.

2.9    The average number of creditors paid within 28 days for quarter 1 was 90.6%, compared to a target of 85%

3.0    Resource Implications

3.1    The forecast year end departmental position is an under-spend of £824k (0.7%) which includes £500k of planned expenditure arising from changes to pension regulations which  ...  view the full minutes text for item 18.

            The Committee was reminded that the Belfast Boxer Carl Frampton was due to fight Kiko Martinez in Belfast on 6th September, 2014, with the event being promoted by Barry McGuigan’s company, Cyclone Promotions.  The Members were reminded further that the Development Committee, at its meeting on 17th June, 2014, had agreed to provide funding of £7,500 to support a series of boxing-related events to allow the general public to have some involvement with such a world class event taking place in the City.  That included a public weigh-in in the Ulster Hall on Friday 5th September and a preview interview with Barry McGuigan along with other prominent boxers. 

            The Committee was advised that Cyclone Promotions had hoped to utilise one of Belfast’s sporting venues to stage the fight, a stadium being required due to the demand for tickets and a need to maximise ticket sales to minimise the cost of staging the event in the city.  Unfortunately, the Kingspan stadium at Ravenhill was unavailable and Windsor Park was undergoing reconstruction, with neither Casement Park nor the Oval being suitable for that type of event.  As a result, the promoter had had to build a temporary stadium, along with associated infrastructure, on the Titanic Slipways that had come at a considerable additional cost, well in excess of £300,000.  The venue did, however, provide the opportunity to provide iconic television footage of Belfast to a worldwide audience, promote the city as a venue for further world class events and reach key target segments for Belfast’s Tourism sector. 

            Given the considerable additional costs which the promoter now had to bear, Cyclone Promotions had requested Belfast City Council to commit £50,000 in sponsorship towards the event.  It was understood that a similar approach had been made to a number of other organisations.

            After discussion, the Committee acceded to the request and agreed that the £50,000 be met from in-year reallocations.

            The Committee noted the minutes of the meeting of the Budget and Transformation Panel held on 15th August, 2014.

            The Committee approved the commencement of a tendering exercise for the supply of fresh, chilled, frozen and ambient goods and noted that, in accordance with the Scheme of Delegation, the Director of Property and Projects was authorised to accept the most advantageous tender received.

            The Committee was advised that the NI Street League was a charity working with homeless people and marginalised groups in Northern Ireland through the medium of football.  Their activities were principally focused in Belfast and their aim was to use football to reach some of the most marginalised people in society.  Using the football as a hook, they then provided education, training and volunteer opportunities.  In October, 2014, the charity was bringing the NI Homeless Football team to the Homeless World Cup in Santiago, Chile and 10 teams from Belfast were attending.   In order to do so they have acquired a range of support from several organisations and via fundraising, for example the Irish Football Association, the Northern Ireland Housing Executive, Extern and Comic Relief.  The Parks and Leisure Committee, at its meeting on 14th August, had considered the matter and agreed to commend to the Strategic Policy and Resources Committee that it provide funding in the sum of £4,400 for the event.

            The Committee was advised by the Legal Services Manager that, as a general rule, District Councils did not have any legal power to contribute to the funds of charitable organisations.  The only exception to that general rule being where an application for financial assistance was made under the criteria which the Council had in place in relation to the occurring of expenditure for special purposes under the provisions of Section 37 of the Local Government Finance Act (Northern Ireland) 2011. 

            After discussion, it was

            Resolved - That the Committee agrees that expenditure of £4,400 in respect of the aforementioned event be approved under Section 37 of the Local Government Finance Act (Northern Ireland) 2011, it being the opinion of the Committee that the expenditure would be in the interest of, and would bring direct benefit to the District, and the inhabitants of the District, with the Committee being satisfied that the direct benefits so accruing would be commensurate with the payment to be made.

            The Committee was reminded that, at its meeting on 22nd November, 2013, it had received an update regarding the Walkway Community Association LIF Project and had agreed that officers progress discussions with the Roads Service with a view to acquiring, by way of long lease, land at Bloomfield Walkway and to progress discussions with the Walkway Community Association with a view to subletting the aforementioned land. 

            The land formed part of the Comber Greenway and was currently zoned within the draft BMAP as EWAY and it was also within the protection line for the Comber Route E14 road scheme.  The current proposals for the Belfast Rapid Transit were that it would run along the Upper Newtownards Road rather than the Comber Greenway, therefore the land would not now be required for the EWAY.  In addition, the Department for Regional Development Minister, Danny Kennedy, had confirmed the Department’s intention to abandon the E14 road scheme on the adoption of BMAP and thereafter the land could be subject to the normal land disposal process, should that be deemed appropriate.

            The Estates Management Unit had had discussions with Roads Service to clarify the way forward, however, the Department for Regional Development could not sell nor lease the land until it was declared surplus and that could not be done until BMAP had been published, which was at the discretion of the Planning Service.  The Department were, however, willing to grant the Council a 5 year licence which would include rights for the Walkway Community Association to enter onto the land to construct the Multi-Use Games Area and play park using the Local Investment Fund (LIF).

            In the guidance issued to Members, it was stated that the Local Investment Fund was to ‘only fund capital projects which were not owned by the Council’.  In general terms, the view had been taken to date that projects which fell within that category were likely to be funded through the Council’s own Capital Development Scheme and should therefore be ineligible for funding through the Local Investment Fund.  At its meeting on 14th December, 2012, the Committee had clarified that a proposal in respect of a council asset could be eligible if it was subject to a lease of reasonable duration from the Council ‘or the most appropriate alternative arrangement between the Council and the third party depending on the circumstances’.  In this case the most appropriate alternative arrangement was for the Council to take a licence from the Department for Regional Development and then agree terms with the Walkway Community Association to allow the construction of the Multi-Use Games Area and play park. 

            After discussion, the Committee approved:

(1)  the taking out of a licence from the Department for Regional Development on terms agreed between that Department, the Estates Management Unit and Legal Services; and

(2)  the grant of a suitable legal agreement to the Walkway Community Association to allow them to construct and occupy the Multi-Use Games Area and play park on  ...  view the full minutes text for item 24.

            The Committee considered a report outlining a request for the proposed change of use at Plot 4 Cromac Quay, Gasworks, Belfast and agreed to approve the revoking of the current Deed of Variation and enter into a new Deed of Variation to vary the permitted user in the lease for Plot 4 to allow for office, car parking and/or hotel development.

            The Committee agreed also that a report on vacant sites at the Gasworks be submitted for its consideration in due course.

            The Committee noted the contents of a report in relation to the disposal of land at Maysfield and agreed:

(1) to approve the preparation of a further Development Brief for the remainder of the Council’s landholding at Maysfield and, subject to the Northern Ireland Transport Holding Company completing their own internal approval processes, to incorporate additional Northern Ireland Transport Holding Company adjoining land and for the Council to market the site for the development on the open market;

(2) to agree to enter into an agreement in respect of adjoining Northern Ireland Transport Holding Company land in order to permit assembly of a larger development, subject to terms and conditions as agreed by the Estates Management Unit and Legal Services;

(3) to approve facilitating alternative temporary parking arrangements for Translink, should it be necessary, subject to agreement of terms by Legal Services and the Estates Management Unit to enable the assembly of a larger development site; and

(4) to approve the grant of any licence or indemnity agreements, if required, by prospective purchasers, for the purposes of undertaking site investigations.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       At its meeting of 19^th June 2014 the Strategic Policy & Resources Committee Members were updated on a need for the Council to address the need for short-term office accommodation due to additional staff requirements transferring under Local Government Reform (LGR) until new permanent offices are provided under the Council’s longer-term Accommodation Strategy by the end of 2016. Members were advised that a further report would be brought back to Committee in this regard.

1.2       The need to align the additional functions transferring from Central Government and to integrate new staff into the existing Council structure come April 2015 will require a sufficient lead-in time to allow for any reorganisation within existing Council services, complete the leasing-in of any additional office accommodation, undertake fit-outs, prepare desk layouts, install necessary IT etc necessitating the immediate need to secure an appropriate interim accommodation solution.

1.3       Based on what information we have in terms of staff complements involved under LGR it is estimated that there could be a requirement to accommodate in the region of a further 130 staff from April 2015. However, following the previous decision of the Strategic Policy & Resources Committee on 19^th June 2014 to approve the commencement of a tendering exercise to procure new build city centre office premises, it will be approximately 1¾ years before these new Council offices are ready for occupation.

1.4       In addition to considering the co-location of transferring staff within the Council’s existing office estate there is potential for some Central Government staff to continue occupation in their existing accommodation. However there remains an identified need to procure additional office space within the city centre close to existing Council offices.

2          Key Issues

2.1       Details provided for those property assets transferring from Lisburn and Castlereagh together with comparatively accurate identification of associated staff complements both within these assets and serving the extended boundary (community centres, parks, refuse collectors etc) has enabled a fairly precise assessment of accommodation needs for staff transferring from these two Councils – many of these staff have no office accommodation requirement as they will remain within transferring assets such as community centres. However, there remains uncertainty around staff numbers and assets associated with the functions transferring from Central Government.

2.2       Detail on the number of Central Government transferring staff, or equivalent staff recruitment, is not clear at this stage but it is estimated, together with staff transferring from Lisburn and Castlereagh councils, that the total number of staff requiring office space in the city centre will be in the region of 130. Based on this assessment of additional staff numbers there is a latent requirement for a minimum of 17,000 sq ft of office accommodation. This estimation of office space does not take account of any specific space requirements such as storage capacity and public meeting rooms for Planning Service.

2.3       Currently there is no capacity within the Council’s existing city centre office estate to accommodate the numbers  ...  view the full minutes text for item 26a

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

·         Unit 7 – Revision to Tenancy Agreement – the formal transfer from Enrique Benasa to Veronica and Kristine Benasa;

·         Unit 15 – Niall McAteer, 31 Squireshill Crescent, Belfast, at a cost of £400 per month for bicycle sales, maintenance and servicing;

·         Unit 16 – Brendan and Anne McLarnon, 18 Glenwell Park, Belfast, at a cost of £400 per month for the sale of rugs; and

·         Unit 26/27 – Gregory Brown, 1 Mornington Avenue, Lisburn, at a cost of £810 for use as a coffee shop.

Noted.

            The Committee was reminded that the Council, as part of the City Investment Strategy, had agreed to co-ordinate the acquisition of lands to enable the Connswater Community Greenway programme to proceed.  As part of the Project, the Council wished to landscape an area of land at Ballymacarrett Walkway.  The Northern Ireland Library Authority had agreed to grant the Council a licence to enter onto the land to landscape it in line with the plan for the adjoining Council-owned land.

            The Committee granted approval for the Council to acquire a licence from the Northern Ireland Library Authority for an area of land at Ballymacarrett Walkway on terms to be agreed by the Authority, the Estates Management Unit and Legal Services.

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       The purpose of this report is to gauge if Members would like to go on a study visit to the former landfill site – Metabolon and research centres in Tournai and /or Mol, Belgium as part of the ReNew (Resource Innovation Network for European Waste) project that the Council is a founding partner in.

1.2       This project is EU Interreg North West Europe funded and is being led by Queen’s University, Questor Centre. The project is scheduled to run for 36 months and is now in its second year.  The visit will be of particular interest to Members interested in the development of the North Foreshore and also in regard to Waste Management. 

1.3       The aim of ReNEW is to create a network of organisations which work together to deliver innovations for the recovery of valuable materials from waste, in emerging terms to support the development of “the circular economy”.  Further details on this EU funded project are available at http://www.renew-network.eu

2          Key Issues

2.1       Metabolon is one of the partners in the project. :metabolon - waste-to-energy & waste-to-resource.

2.2       Metabolon was the central landfill site North Rhine-Westphalia, Germany.  It has been transformed to a centre of research and expertise - a facility of the Cologne University of Applied Sciences (CUAS).  The main focus of this new research centre is material conversion, sustainable resource efficiency as well as the development of site-related environmental technologies and techniques.

The central landfill has many uses and is well situated in the metropolitan area of Cologne-Bonn.

2.3       There are four sections to the site:

·         Innovation support; technology facilities with state-of-the-art pilot plants and laboratory equipment for pre commercial use. There is also participation in a broad international network of research partners collaborating on innovative technical and structural solutions.

·         Bergisch Energy Competence Centre:

Knowledge and information sharing were the key players from the competence fields of energy, energy efficiency and climate protection have joined forces.

·         Demonstration sites.

·         Hands-on learning supporting schools’ curriculum - pupils can spend a morning working on the topics waste prevention, recycling and energy.

2.4       VITO research institute focuses on climate change, food security, the scarcity of raw materials, a sustainable energy supply and an ageing population.

CTP research institute has the aim of meeting the needs of its clients and partners and in particular of helping them to resolve problems and challenges linked with the treatment and recovery of solid materials (ore, industrial minerals, sludge, by-products, and waste). 

In 2009, CTP committed itself to setting up a close partnership with other Walloon Research Centres and to creating EMRA - Environment and Materials Research Association

2.5       The Council has been involved in the ReNew Project to develop potential resource management projects.  An emerging project being developed by QUESTOR – CASE, ReNew’s lead partner in a cleantech renewable energy innovation centre.

2.6       The reason for the visit is to see how the Metabolon site has been redeveloped to incorporate a  ...  view the full minutes text for item 29.

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

“1        Relevant Background Information

1.1       On 18 February 2013 a report to SP&R provided information on the ‘Illuminate’ project and outlined governance arrangements. The Committee agreed to review the management and control arrangements after 12 months in order to permit any changes to be made.

1.2       Since being installed the City Hall LED floodlighting has received numerous favourable comments and has proved an attraction for both local people and visitors from further afield.

1.3       For the majority of the time the City Hall is illuminated in a soft white light which is in keeping with the historic listed status of the building and which best highlights the many architectural features on the building’s facades.

1.4       Members will be aware that the current governance arrangements limits access to the lighting facilities to (a) the 12 charities nominated by our civic office-bearers, (b) events organized or supported by the council and (c) 10 approved additional days. Any request not falling into these categories currently requires the approval of the Committee.

1.5       Over the last year there have been a number of requests from charity, sporting and other organisations to have the City Hall illuminated in specific colour/s to help promote their particular event. To date 21 additional dates have either taken place or have been approved to take place in the future.

1.6       In recent months the number of requests has increased substantially as more people see permission being granted to other organisations. Processing these requests involves significant officer time and costs are also incurred for the programming and testing of the lighting when permission has been granted.

1.7       Increasingly it is proving difficult for officers to turn down requests especially when similar requests have been looked on favourably in the past, and the time of the Committee is increasingly being taken up dealing with these requests. In order to try to enhance consistency in terms of the granting of permission for special illuminates and also to allow some additional flexibility in dealing with such requests, somechanges are proposed to the current criteria.

1.8       It is proposed that, in addition to the criteria outlined in 1.4 above, the following changes are introduced:-

·         where a charitable, community or other non profit-making organisation based in or having a strong connection to Belfast is celebrating a significant anniversary (e.g. 50^th, 75^th or 100^th etc) it may be permitted to have the City Hall illuminated in appropriate colours;

·         where a sporting team or organisation with a connection to Belfast has achieved a significant accolade (e.g. winning a notable national or international competition) permission may also be granted to have the City Hall illuminated in appropriate colours;

·         it is also proposed that any event, not itself organised by Belfast City Council, but which can legitimately be regarded as being of significant benefit to the city from a promotional or tourism perspective may also be permitted to have the  ...  view the full minutes text for item 30.

            The Committee was advised that a request had been received from Kabosh, a local theatre company, to perform a short 20 minute piece of orchestrated music in the grounds of the City Hall on 1st September, 2014.  The piece of music entitled “20” had

been composed by award winning Lurgan composer, Conor Mitchell and marked the 20th anniversary of the 1994 IRA Ceasefire.

            Kabosh have been undertaking a body of work consisting of a number of projects over the past seven years under the theme of peace-building through the arts, both at a local level and internationally.  The musical piece “20”, which would be performed by 20 local musicians, aged 20, was part of that overall theme.  The project had been supported by the Arts Council, Atlantic Philanthropies and the Council’s Good Relations and Culture and Arts Units.

            The Committee was advised also that, in addition to the proposed live performance at the City Hall, invitations had been extended to community groups from the Shankill, the Short Strand, the Falls Road and the Antrim Road which Kabosh had worked with and that invitations had also been issued to the wider public.  It was intended that it would be a one-off piece, although the music was to be recorded and used as a soundscape for a 3D installation at Victoria Square as part of the Belfast Festival at Queens in October.  The details of the performance set up had been discussed with the Civic Headquarters staff and there were no particular difficulties in hosting the event.

            Kabosh saw this as an important event in their peace-building activities and a timely reminder as to how far society had moved on since 1994 despite some current unresolved issues.  In that respect, it was particularly important for Kabosh that the performance take place on the actual anniversary.  If Members were content that the performance went ahead on 1st September, agreement would also be required that it preceded formal Council ratification on the evening of 1st September.

            During discussion, a Member indicated that further information was needed in relation to the proposal and that that required some discussion to be undertaken with the organisers before granting authority for the use of the grounds.

            After further discussion, the Committee agreed that the request for the use of the City Hall grounds by Kabosh be referred to the Party Group Leaders for consideration. 

            The Committee considered the undernoted report:

“1        Relevant Background Information

1.1       (i)   Beechvale Farm – Letting to the Agri-Food and Biosciences Institute

            At its meeting on 11 February 2010 the Parks and Leisure Committee agreed to provide the Agri-Food and Biosciences Institute with a 5 year Lease from 1 December 2009 for 45.81 acres of Council lands at Beechvale Farm, Gransha. The Lease is subject to an annual rent of £8,000.  AFBI use the land for growing various grass, cereal and potato varieties for research and trial purposes. The current Lease is due to expire on 30 November 2014 and AFBI have requested a further lease under the existing terms for a further 5 years.

1.2       (ii) Grampian Avenue Playground – Licence Renewals

            On 11 January 2000 the Client Services (Parks and Amenities) Sub-Committee agreed to acquire land at Grampian Avenue for the development of a small park with associated play facilities. Grampian Ground Force, a local group located in the Grampian Avenue area of East Belfast had identified the site and obtained funding from Making Belfast Work to develop the Play Area. The Sub-Committee agreed to accept responsibility for the maintenance and insurance of the play area.

1.3       DRD and Helm Housing Association own separate portions of the land, with unknown ownership of the remaining portion. Separate Licence Agreements were entered into with DRD and Helm Housing, both for 4 year terms from 1 May 2002 with provision to continue on a month to month basis thereafter. Following advice from Legal Services it was agreed the Council could include the area of unknown ownership within the scheme at minimal risk to the Council.

1.4       The initial term of these Licence Agreements expired on 30 April 2006 and the Council since then have continued to hold over on a month to month basis. A map highlighting Grampian Avenue Playground outlined red, the area licensed from DRD shaded blue and the area licensed from Helm Housing shaded green is attached has been circulated for the information of Members.

1.5       (iii) Ormeau Park Playgroup Building – Lease Renewal

            At its meeting on 10 December 2009 the Parks & Leisure Committee agreed to renew a previous Lease to Marion Hunter for the former elderly men’s building, situated at Park Road within Ormeau Park. The building is used for a playgroup facility know as Parkside Playgroup. The lease was for 5 years from 1 July 2009 subject to a rent of £2,940 per annum. This Lease has now expired and the tenant, Marion Hunter, has sought renewal of the Lease for a further 5 year term from 1July 2014.

1.6       (iv) Land at Orchardville Crescent

            At its meeting on 14 January 1993 the former Parks Committee agreed to the disposal of land at the rear of houses at 8 to 54 Orchardville Crescent, to the adjoining householders.  Disposals were to take place at a figure of £4000 per acre with each side bearing its own legal costs and subject to Agreements to be prepared  ...  view the full minutes text for item 31.

            The Committee considered a report in relation to the Council Chamber seating arrangements and agreed that no alterations take place and that the existing seating be used.

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

Noted.

            The Committee noted the contents of a report which provided an update on the national industrial action that had taken place on 10th July, 2014 and which provided information on further industrial action involving Belfast City Council employees which was proposed for 14th October, 2014. 

            In considering the minutes of the meeting of the Good Relations Partnership of 11th August, a Member drew the Committee’s attention to the decision of the Partnership in relation to the Bonfire Management Programme 2014, a copy of which is set out hereunder:

“(i).  where there was clear evidence of a group’s adherence to the conditions set out within the Council’s Bonfire Management Programme, that that group be allocated the remaining 30% of its funding entitlement;

(ii).  a report be submitted to its next meeting providing information on groups which had clearly breached the conditions set out within the Bonfire Management Programme, with a view to deciding if penalties should be imposed; and

(iii).  a report be submitted, in due course, to the Partnership setting out potential options for the future delivery of the Bonfire Management Programme and, in terms of this year’s bonfires, to include statistics, where available, from the relevant agencies on the number of reported assaults, incidences of hate crime, theft of materials for use on bonfires, damage to roads and properties, their impact upon service delivery, including healthcare, and on air quality.”

            During discussion, a Member pointed out that the decision as set out in point (ii) did not take into account all the steps which organisers had taken to rectify any problems which had arose and requested that the minute be amended accordingly. 

            The Committee agreed that the following be appended to point (ii) after the word imposed ‘subject to any breaches being properly assessed and taking account all of the steps which had been taken by organisers to rectify any problems which had arose and any actions to ameliorate those breaches.

            Subject to the foregoing amendment, the minutes of the meeting of the Good Relations Partnership were approved and adopted.