Agenda and minutes

            Apologies for inability to attend where reported from Councillors Jones and Mullan.

            The minutes of the meeting of 20th August 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 September.

            No declarations of interest were reported.

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1   At the September 2014 Council meeting a Motion was brought by Councillor Curran and seconded by Councillor Kyle that ‘this Council agrees to become a Charter for Compassion Partner which seeks to endorse the following principles of the Charter for Compassion:

1.2   The principle of compassion lies at the heart of all religious, ethical and spiritual traditions, calling us always to treat all others as we wish to be treated ourselves. Compassion impels us to work tirelessly to alleviate the suffering of our fellow creatures, to dethrone ourselves from the centre of our world and put another there, and to honor the inviolable sanctity of every single human being, treating everybody, without exception, with absolute justice, equity and respect.

         It is also necessary in both public and private life to refrain consistently and empathically from inflicting pain. To act or speak violently out of spite, chauvinism, or self-interest, to impoverish, exploit or deny basic rights to anybody, and to incite hatred by denigrating others—even our enemies—is a denial of our common humanity. We acknowledge that we have failed to live compassionately and that some have even increased the sum of human misery in the name of religion.

         We therefore call upon all men and women ~ to restore compassion to the centre of morality and religion ~ to return to the ancient principle that any interpretation of scripture that breeds violence, hatred or disdain is illegitimate ~ to ensure that youth are given accurate and respectful information about other traditions, religions and cultures ~ to encourage a positive appreciation of cultural and religious diversity ~ to cultivate an informed empathy with the suffering of all human beings—even those regarded as enemies.

         We urgently need to make compassion a clear, luminous and dynamic force in our polarized world. Rooted in a principled determination to transcend selfishness, compassion can break down political, dogmatic, ideological and religious boundaries. Born of our deep interdependence, compassion is essential to human relationships and to a fulfilled humanity. It is the path to enlightenment, and indispensable to the creation of a just economy and a peaceful global community.

         The council will commit to exploring how the charter will translate into a tangible plan for compassionate action among our citizens and communities, and how it can be best used to promote understanding our unique city context."

1.3   In accordance with Standing Order 11(e), the Motion was referred to the Strategic Policy & Resources Committee.

1.4   This global campaign is to raise awareness of the benefits of compassionate actions. 

1.5   Its purpose is to encourage city leadership from around the world to create and bring together efforts towards increasing compassion through local initiatives, policy and projects.

1.6   As of July 2014 organising campaigns are taking place in over 240 communities worldwide.

2       Key Issues

2.1   The Belfast Compassionate City Charter is an established charity and the Board members are: Frank Liddy, Chair; Mary McManus, Treasurer - East Belfast  ...  view the full minutes text for item 3.

            The Committee was reminded that the Council and the Shadow Council at their meetings in September had referred the following Notice of Motion to the Strategic Policy and Resources Committee and the Transition Committee respectively:

      “This Council, mindful of the need to create a more family friendly City, will make provision within all car parks that it controls for family designated parking spaces.”

            The Director of Property and Projects reported that, in order to adopt an agreed position, arrangements would be made to paint a parent/child logo in appropriate car parking spaces as had recently been the trend in some supermarket car parks.  The exercise would be undertaken in two parts, firstly on the Council’s existing car parks and later on any car parks transferring post 2015 following Local Government Reform.  He pointed out that there were no specific family friendly space standards for bay size or the number of such spaces required.  Discussions would, therefore, be held with the managers of leisure centres and other facilities to determine numbers and sizes appropriate to the clientele of the various facilities.

            He explained that, as a guide, the Department of the Environment guidance, “Access for All” required a minimum normal size bay size of 2.4 x 4.8 metres and 3.8 x 6.6 metres for disabled badge holders.  Even then allowances were made for differing parking layouts, that is, parallel, herringbone or in line and tended to be site specific on the details of layouts.  The first step was then to obtain details of the car parks, agree on the number and size of family friendly car park bays per site, agree budgets and then undertake the work.  This would be added to the current asset and maintenance management plans which were ongoing as part of the Local Government Reform and the most cost effective solution would be implemented.

            The Committee approved the suggested actions in relation to family friendly car parking.

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

“1.      Relevant Background Information

1.1      The Super-connected Belfast programme of work comprises three strands:

1.     Belfast Connection Voucher scheme

2.     Public Sector Wi-Fi Hotspots

3.     Metro-Wireless project

1.2      This report provides updates on the first two strands of the programme and outlines recent significant developments relating to the Metro-Wireless project.

2.         Key Issues

2.1      Belfast Connection Voucher Scheme

            The Belfast Connection Voucher Scheme (BCVS) allows small businesses and social enterprises within the new Belfast City Council boundary area to apply for grants of up to £3,000, to obtain high-speed broadband connections. 

2.1      The Belfast Connection Voucher team is well established in Digital Services and supports the administration of the Voucher scheme for both Belfast and Derry City councils. An update of the current project status is outlined in the table below.

2.3      

2.4      Voucher recipients have indicated that they expect to create 600 jobs and grow their businesses by over £30million in the next 3 years. Examples of two major applications in progress include:

·        Townsend Business Park – 39 applications at a

value of £115,000

·        Conway Mill – 15-20 businesses

2.5      Following a comprehensive review of the Voucher scheme across all participating cities, the Department of Culture Media & Sport (DCMS) are now projecting that whilst there is strong evidence to show the vouchers concept is gaining momentum, voucher take-up will not reach initial predictions.

2.6      To ensure maximum take-up DCMS is now undertaking further work to streamline the scheme to enable suppliers and SMEs in all 22 cities to maximise the number of businesses benefitting, with changes expected to be put in place in September. DCMS are also launching a marketing campaign across all cities which will support our own demand stimulation activities.

2.7      The experience of the Voucher team suggests that direct engagement with businesses is the most successful way of driving up voucher applications. Feedback from early engagement with local companies also suggests that businesses require support to help them maximise the potential of the infrastructure. To this end 15 demand stimulation seminars are to take place across the city. The  schedule is  as follows:

2.8

2          The schedule of seminars has been carefully planned with telecoms suppliers to ensure they correspond with, supplier roll out plans, areas of current demand and  ...  view the full minutes text for item 5a

            The Committee considered the undernoted report:

“1.0  Purpose of report

1.1   The purpose of this report is to:

·        Update members on progress to date with the inclusion of social clauses in council contracts using the interim policy position of CIFNI criterion

·        Seek members feedback and direction on a draft council policy

·        Agree to the extent of data capture for compliance verification

·        Agree a partnership approach to the development of a third party delivery model for social clauses associated with employment

2.0   Relevant Background Information

2.1   As part of the £150 million Investment Programme (IP), members asked for the introduction, where appropriate, of social clauses and community benefit clauses into council tenders.  On 4 July 2012, the Northern Ireland Assembly passed legislation that enables Councils to take account of certain non-commercial matters in the award of public works contracts. Such criteria were previously considered as ineligible. 

2.2   The legislation introduced in July 2012 now enables councils to consider the use of social clauses as contractual conditions, requiring contractors, for example, to provide employment opportunities for the unemployed. These conditions must be incorporated in such a way that they do not infringe the general principles of EU law and also ensure that they remain compliant equality obligations.

2.3   The adoption of social clauses within the Northern Ireland public sector has primarily focused on delivering employability-related benefits. These are through the provision of apprenticeships and employment/work placements for students and the long-term unemployed.  Whilst social clauses with an employability focus have been most high profile to date, a wider range of commercial, environmental and community-focused clauses exist.

2.4   Minimum standards for social clauses within construction works contracts have been agreed by CIFNI (Construction Industry Forum for Northern Ireland) and CPD. (Central Procurement Directorate) Similar standards are being developed for construction services as well as for goods and services contracts. To be legally admissible these clauses must be relevant  to the subject matter of the contract 

2.5   Whilst these standards are a useful benchmark, they don’t necessarily maximise the economic return, nor do they allow for local economic and social conditions to be taken into account.

2.6   Members will also be aware that two motions in Council were adopted which impact on the development of the Councils policy formation. These were the inclusion of the living wage as a contract condition and a motion targeting the long term unemployed (‘Real Jobs’ motion). . Appendix A contains the wording of these motions.

3.0   Progress To Date

3.1   At the 23 October 2013 meeting of the Strategic Policy & Resources Committee, members were advised that this work had commenced.  As an interim measure, they agreed that all council contracts with minimum labour values of £250,000 and contract duration of 6 months would be screened for the inclusion of social clauses.  In the absence of a social clause policy, members also agreed to adopt the minimum social clause standards as agreed by CPD and CIFNI.

3.2   All internally administered council tenders are now screened against the agreed criteria  ...  view the full minutes text for item 6.

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

            The Committee was reminded that, at its meeting on 21st September, 2012, it had considered a report which had outlined a business case for the introduction of iPads for Members.  At that meeting the Committee had agreed:

·        to the provision of iPads and associated software to Members;

·        to the “Terms of Use” for the allocation of iPads;

·        that Digital Services schedule a procurement programme, training and distribution of iPads to Members and a demonstration of the technology; and

·        to continue with a dual system of paper reports and iPads from November, 2012 till the end of March, 2013.

            The Democratic Services Manager reported that, during that period, the programme had been successfully rolled out, with Members being provided with iPads and appropriate training.  At that time, a number of Members had indicated that they would be content to rely on the iPad for the provision of electronic papers and to cease to receive paper copies of reports from 1st April, 2013.  However, due to a number of technical difficulties, it had been decided to continue with the dual issue of papers to ensure that the iPad “modern.gov” app had been fully tested for resilience and robustness.  During the intervening period, the app had proved to be effective and the Council was now in a position to cease the printing and issuing of paper copies of Committee reports.  Further training would be provided on the operation of the iPad generally and on the app specifically for any Member who requested that.  That might include:

(1)     ensuring that the most up-to-date version of the Modern.Gov app is installed;

(2)     demonstrating good practice so that minutes and reports were downloaded in advance of meetings to ensure that papers could be accessed in situations where Wi-Fi  was unavailable;

(3)     showing how documents could be bookmarked, annotated and searched; and

(4)     in addition, a guidance note on the use of the iPad app would be issued to all Members.

            The Committee agreed that, for those Members who had received an iPad from the Council, the printing of paper copies of Committee and Working Group reports would cease with effect from 1st November, 2014; and for the Council minute book with effect from 1st January, 2015.

            The Committee approved and adopted the minutes of the meeting of the Audit Panel of 16th September.

            The Committee noted the minutes of the meeting of the Budget and Transformation Panel of 11th September.

            The Committee was reminded that, at its meeting on 22nd August, it had agreed that a report be submitted to its next meeting in relation to the undernoted Notice of Motion which had been referred to it by the Council on 1st July, 2014:

      “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 Director of Finance and Resources reported that, as part of the Service Convergence work being undertaken by the Council in preparation for Local Government Reform, the current pricing schedules, including discount arrangements for charities, community and voluntary organisations were being captured for facilities in the new boundary area.  As part of the transition plan proposals, a pricing policy, including discounts, would be presented to the Shadow Council for consideration.

            The Committee noted that the consideration of a preferential policy which recognised the good work of the voluntary and community sectors across Belfast would be undertaken as part of the Pricing Policy Service Convergence work which must be completed and agreed by the Shadow Council before 1st April, 2015.

            The Director of Organisational Development reported that the Council had been requested to participate and part fund a Cinemagic initiative aimed at addressing the under representation of women in politics.  The project, to which the Northern Ireland Assembly had already agreed to be a partner, would involve twenty-four young women, aged between 16 and 24 years, being given the opportunity to attend a week long intensive filming course with industry experts to create a short film.  The aim of the film would be to:

·        inspire a new generation of young women to become leaders in the political arena;

·        educate other young women on the political decision making process in Northern Ireland; and

·        highlight the current barriers to young women in politics and suggested solutions.

            The initiative would be launched by Cinemagic as part of its acclaimed festival in November, 2014.  Filming would take place in February, 2015 and the films would be screened on International Women’s Day in March, 2015 in the City Hall.

            The Director explained that this year’s theme for International Women’s Day “Equality for Women is Progress for All” stressed the vital role of women as agents of development.  One of the most effective ways to do that was to put women at the heart of the political process.  The young women would be challenged to make a short film to inspire a new generation of young women to step up and become leaders in the most influential arena in the world – the political arena, covering one of the following issues affecting young women today:

·        Domestic Violence

·        Mental Health and Wellbeing

·        Drug/Alcohol Abuse

·        Equal Pay

·        Single parent families/child care

·        Negative effect of social media

·        Employment opportunities (STEM).

            The under representation of women in politics was a key theme in the Council’s Gender Action Plan, therefore, the proposed project linked directly to the aims of the Plan.  Cinemagic would manage the media and communications issues and that would be carried out in association with both partners.  The total budget required for the delivery of the initiative was £13,000 to be jointly funded by the Council and the Northern Ireland Assembly.  Participation in the project had been considered by the Women’s Steering Group and that Group had recommended that the Committee agreed to the funding request of £6,500.  The funding proposal would meet the Council’s criteria for special expenditure under Section 37 of the Local Government Finance (Northern Ireland) Act, 2011. 

            It was

      Resolved – That the Committee agrees to approve expenditure of £6,500 for the aforementioned event 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 the Forthriver Innovation Centre was a 55,000 square feet capital build project, with 35,000 square feet nett lettable space located off the Springfield Road.  The capital build cost of the Innovation Centre was estimated at £9.1 million, with up to 75% of eligible costs to be provided by Invest NI and the European Regional Development Fund (ERDF) programme funding.  A letter of offer from Invest NI for its contribution was expected imminently.

            The quantifiable outputs for the project (in line with the indicative funding letter of offer) included the support of approximately 221 jobs in the ongoing operation of the Centre; the delivery of a suite of collaborative, specific, exemplar business support within the Centre; and five collaborative networks to be supported from 2016 onwards.  The Director of Development reported that, in parallel with the capital programme and planning application, officers were preparing documents to commence a competitive dialogue procurement process for the centre operator.  The operator’s roles would include the following:

·        to proactively manage the day-to-day and strategic activities of the centre;

·        to support the creation of employment opportunities and act as a catalyst for the further economic development and regeneration of the area;

·        to support more business starts to help existing businesses grow and become more productive;

·        to achieve the maximum occupancy levels;

·        to maintain an attractive and innovative environment to encourage businesses to establish at the Centre;

·        to maximise potential tenancy income, while fixing rates which were attractive to the target market; and

·        to provide appropriate levels of assurances to the Council regarding the financial performance of the Centre, in line with Council requirements and those set out in the letter of offer.

            It was proposed that the tendering exercise for the operator contract would be carried out using the competitive dialogue method of procurement.  That would allow the Council to engage with potential operators to maximise the benefits that could be derived from the contract.  The competitive dialogue process would inform a contract for services, through which a list of services would be established and the operator would provide costs for the delivery of each.  The process would allow, in particular, a discussion with potential operators regarding the potential regeneration impact of their service delivery, taking account of the need to support economic and social regeneration in the area.  The process was likely to take from nine till twelve months to complete, depending on the number of interested operators.

            He pointed out that no expenditure would be incurred on either the operator contract or the build contract until the letter of offer was in place from Invest NI.

            Accordingly, the Committee agreed to:

·        approve the procurement of the operator contract for the Innovation Centre using the competitive dialogue process, subject to the receipt of the letter of offer from Invest NI; and

·        to grant delegated authority to the Director of Development to approve the most economically advantageous tender for the contract, subject to a form of contract being drawn up by  ...  view the full minutes text for item 15.

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

“1     Relevant Background Information

         (i)   Entrances to City Cemetery/Falls Park and Cavehill Country Park – Environmental Improvements

1.1   At its meetings on 14 August 2014 and 11 September 2014 the Parks and Leisure Committee approved the carrying out of Environmental Improvement works by the Department of Social Development (DSD) at all three Falls Road entrances to the City Cemetery/Falls Park and at the Carr’s Glen entrance to Cavehill Country Park.  DSD are 100% funding the capital works with the Council to carry out any future maintenance which the Council considers appropriate.  The combined estimated capital cost of the schemes is £337,000 (split £273K at City Cemetery/Falls Park and £64K at Cavehill Country Park). 

         (ii)   Contractor’s Licence at Clifton Street Graveyard

1.2   Clifton Street Graveyard dates from the late 18^th century and is of historic significance.  Boundary walls at the cemetery are Listed by NIEA.  Portions of the Listed walls immediately adjoin the gable wall of private commercial premises at 13/15 Antrim Road.  The owner of the commercial premises wishes to carry out repair works to the gable of her property and, to facilitate this, is seeking approval to erect scaffolding on the Council’s land within Clifton Street Graveyard.

1.3   A building contractor has been engaged by the owner of 13/15 Antrim Road to carry out repairs to the gable and other elements of her property.  The works are planned to last approximately 2 to 3 weeks and the contractor has sought a facility to allow the installation and retention of scaffolding for the duration of the works.

1.4   The contractor plans to construct scaffolding from the Antrim Road side of the boundary and bring scaffolding elements on to the Council’s land from there.  No materials or vehicles will be brought along the access paths/roads within the Graveyard.

1.5   This scaffolding will be erected independently of the boundary and other Listed walls and will not bear upon these walls.  The contractor will also be required to satisfy the Council he has complied with any NIEA requirements in relation to carrying out works in the vicinity of Listed structures. 

      (iii) Cherryvale Gate Lodge – Proposed Change of Use and Grant of Rights to Services

1.6   The Gate Lodge at Cherryvale Playing Fields was sold by the Council in 1998 by way of a 999 year lease which, among other things, restricted use of the property to residential purposes.  The current owner of the property has sought a lifting of this restriction to allow use of the property for office and/or residential purposes.  To accommodate the change of use a Deed of Variation is proposed and the Deed will also sweep up some detailed issues related to the installation of utility services which cross the Council’s adjoining land. 

1.7   A report, a copy of which has been circulated, was received by the Parks and Leisure Committee on 11 September 2014.  The report sets out  ...  view the full minutes text for item 16a

            The Director of Property and Projects advised the Committee that the Duncrue Industrial Estate contained 46 sites which were leased from the Council by way of long leases, usually 125 years, subject to the payment of reviewable ground rents.  The rents receivable from that Estate represented a valuable income stream for the Council, with an estimated rental income of circa £1,329,000 in 2014/15.  There were also a large number of people employed within the estate across a variety of sectors and the various businesses located there provided a valuable source of rates income.  The leases within the Estate were proactively managed by the Estates Management Unit to ensure rent reviews and lease terms were adhered to and optimised for the benefit of the Council.

            The Director explained that, whilst the majority of the Council’s land within the Duncrue Industrial Estate had been let and developed, there remained one area of land that was undeveloped.  That comprised a site adjacent to the Council’s operational depot at Duncrue Complex which was previously used as a car compound as part of a joint Council and Driver and Vehicle Agency “Operation Clean Up” initiative.  In addition, it joined another area of land fronting onto the Dargan Road which was previously held under an option as part of a lease of a larger site.  That option had expired and the site had reverted to the Council.  The option site was not currently used for any purpose.

            He pointed out that the former car compound had subsequently been occupied on a temporary basis by the Community Safety and by Waste Management for project related bin storage and the assembly and storage of salt/grit and more recently a stockpile of sand bags in relation to the recent flooding in East Belfast.  The combined site, which had frontage onto the Dargan Road, extended to 2.73 acres.

            At its meeting on 20th March, 2009 the committee had noted the appropriation of the former car compound site from the Health and Environmental Services Committee for inclusion within the Corporate Landbank.  The former option site lands were also held by the Committee.  Subsequently, at its meeting on 21st May, the Committee had agreed to bring forward various sites, including the above-mentioned site to a “market ready” stage, in order to progress disposal when the market improved or if any advantageous proposals were presented.

            Accordingly, it was recommended that the Committee agrees that the land at the former car compound and the option site on the Dargan Road be advertised to let on the open market on the basis of a 125 year lease, subject to five-yearly rent reviews and subject to a further report being submitted to the Committee in due course for approval to the terms of any proposed letting.

            The Committee adopted the recommendation.

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1   Members will be aware that sites within the Gasworks Business Park are leased out by the Council to developers by way of long leases and subject to payment of equity rents to the Council.  In turn the developers have sublet the completed developments to a wide range of occupiers and the Council benefits from these sub lettings by virtue of receipt of an agreed % of the occupational rents. The Gasworks provides a significant income stream to the Council (£988,227 estimated income for 2014/15) and employs a large number of people across a range of business sectors.  The completed developments also provide a valuable source of rates income.

1.2   By way of lease agreements between the Council and the various developer Landlords, the Council are legally obliged to provide services aimed at maintaining the quality environment created within the Estate. Council recover costs from individual developers through the annual service charge on a ‘not for profit not for loss’ basis. Estate occupiers pay a building service charge (payable to their developer/landlord) in addition to the Estate service charge payable to Council. For a variety of reasons the annual service charge costs in the Gasworks Estate have increased significantly over the past few years.

1.3   Whilst occupation levels of buildings located within the Gasworks are fairly high, there nevertheless remain vacancies across the Estate. Landlords and lettings agents have highlighted the high services charges as having a negative impact on the ability to secure sub tenants to the vacant units.  There is therefore a need to remain competitive in the market place in terms of the level of service charge as compared against other properties. Any reduction in the service charge costs should help attract and secure tenants. This in turn will benefit the Council whose equity rent could potentially increase as a result of new lettings. 

1.4   Various developers have recently approached the Council requesting a review of the services provided to the Gasworks Estate with the aim of identifying cost saving measures. The two services specifically identified and which add a considerable proportion (73%) of the overall service charge budget of £176,000 per annum are external security (£73,000 pa) and the shuttle bus service (£56,000 pa).

2       Key Issues

         Shuttle Bus

2.1   At its meeting on 15th February 2006 the Strategic Policy & Resources Committee approved the introduction of a shuttle bus service from the Gasworks to the city centre. It was intended as a one year pilot scheme. The Committee agreed that the shuttle bus service would operate for a period of one year between the city centre and the Gasworks site at a cost of £40,000 per annum. The service was initially operated by Translink and the cost for the pilot period was split on the basis of 50% via the annual service charge paid by the tenants with the remaining 50% payable by the Council.  However the full cost of the service has subsequently been paid  ...  view the full minutes text for item 17.

            The Committee was reminded that, at its meeting on 24th January, 2008, it had declared the former Civic Amenity Site at Seapark Drive surplus to Council requirements and had granted approval to placing the property on the open market.  Subsequently, it had been placed on the market in June, 2008 by estate agents acting on the instructions of Belfast City Council.  The property was situated adjacent to the Northwood Linear Park in North Belfast and comprised small storage units and a service yard on a site area of 0.061 acres.  It had remained on the market ever since and despite a continuous market strategy, it had attracted little interest.

            The Director of Property and Projects reported that a recent cash offer of £32,000 had been received from the Managing Director of Fairco McIlhagga Limited, a local glass and glazing company, based on the Ravenhill Road, Belfast.  The proposed use was in connection with his business, that is, the storage and fabrication of windows, doors and conservatories.  The agent had recommended acceptance of the offer as in the current economic climate it compared favourably with similar premises which had recently been sold.

            The Committee granted approval to the sale of the property for £32,000 as outlined, with the detailed terms and conditions to be agreed with the Estates Manager and Legal Services.

            The Committee considered the undernoted report:

“1     Relevant Background Information

1.1   Members may recall that a decision was taken by the Committee in December 2013 and ratified at Council in January 2014 to begin the process of obtaining a replacement for the Lord Mayor’s official vehicle.

1.2   It was also agreed at that time to modify and enhance the traditional procurement approach to be used in respect of this procurement exercise as follows:-

1.3    tenders to be sought on the basis of both outright    purchase and leasing; and

         tenders to be sought for the supply of both a traditional prestigious saloon car and also an SUV-type vehicle.

1.4   This approach will ensure that the Council has a wider choice of vehicle and more pricing options available, and will thus ensure a value-for-money outcome. Vehicle specifications have been prepared by the Fleet Manager for both vehicle types, and the procurement documentation is being finalised at present.

1.5   During consultative discussions it has been suggested that this asset should also have additional features, including a mobile wi-fi capability and in-car entertainment facilities to assist the Lord Mayor in carrying out the functions of the role while in transit.

1.6   The Fleet Manager has therefore developed the necessary specifications in liaison with the Procurement Unit, but it is proposed that these additional features be sought only as optional extras and priced separately, rather than be included as part of the basic specification. The Council would not therefore be committed to incurring the costs associated with these additional features if these are felt to be prohibitive or inappropriate.

1.7   In the context of this procurement exercise it would also be the intention to dispose of the existing Peugeot car currently used as a back-up vehicle, and to retain the existing BMW in service as the back-up car for such further period as is deemed feasible and appropriate by the Fleet Manager before disposing of it.

2       Key Issues

2.1   It is the intention to proceed with the relevant procurement exercise as soon as possible, subject to the Committee noting and endorsing the proposed approach as set out above.

3       Resource Implications

3.1   The acquisition of a high-specification car for the Lord Mayor’s official use will normally involve a significant capital outlay in the order of £70,000 for outright purchase (depending on the specification adopted). The costs associated with leasing have not yet been assessed, but the tender submissions will be evaluated on a whole-life cost basis in order to ensure that the most economically advantageous financial option is chosen.

3.2   Provision has been made in the capital expenditure budgets for this procurement.

4       Equality and Good Relations Screening

4.1   There are no direct equality or good relations implications arising from this report.

5       Recommendations

5.1   It is recommended that the Committee:-

a)  notes and endorses the replacement of the Lord Mayor’s official vehicle on the basis set out above; and

b)  grants approval under the subsisting Scheme of Delegation for the evaluation and acceptance  ...  view the full minutes text for item 19.

            The Committee considered the undernoted report:

“1.0  Purpose

1.1   To update Members on the progress of the Fleet Improvement Programme and make key recommendations as part of the improvement programme.

2.0   Background

2.1   The Fleet Improvement Programme is a key element of the Council’s Efficiency Programme generating significant capital and revenue savings for the Council in relation to fleet procurement and operations.

3.0   Key Issues 

3.1   Fleet Reduction: Following a review of fleet categories a fleet reduction model has been developed which will reduce the size of the Council fleet by 10%. This position will be reviewed post the implementation of the Route Optimisation (RO) and GPS technologies as these systems will provide a clear evidence base to identify further fleet reductions which can be realised.

3.2   Fleet Procurement: A 4 year fleet replacement programme has now developed that will prioritise the most business critical fleet assets whilst ensuring that a robust and VFM fleet remains in operation and the Year 1 procurement exercise is already underway. The replacement programme agreed with departments will be fully aligned to the £6.4million budget available within the Capital Programme.

         On the 13th Dec 2013 SP&R Committee approved the commencement of a tendering exercise, on both an outright purchase option and on a lease basis, for the replacement of the official vehicle for the Lord Mayor and delegated authority to the Director of Property & Projects, in accordance with the Scheme of Delegation, to accept the most advantageous tender. A separate report on this issue is being presented to Committee today.

3.3   Global Positioning System (GPS) Implementation: A key recommendation of the VFM Review was the implementation of a GPS fleet tracking system in order to improve utilisation, planning and efficiency of the Council’s fleet assets. System research (including high level supplier demonstrations) has been undertaken by the Steering Group to determine the specification and requirement by BCC and a specification produced and agreed by all user departments and provision of £250k has been made in the Capital Programme. A procurement exercise for this technology is currently underway.

         In terms of staff and trade union consultation several papers have already been presented to JNCC on GPS. The views of the Trade Union Co-ordinators were initially sought and their broad assessment was that the implementation of the system would present no real difficulties in terms of the general principles involved. An external independent Privacy Impact Assessment was also commissioned and it concluded that there were no significant privacy-related issues arising from the use of such a system. A management side draft protocol has been developed by Corporate HR and trade union consultation is currently ongoing.

3.4   Review of Route Optimisation and Vehicle Utilisation: Cleansing Services are currently progressing the RO and Vehicle Utilisation project with support from Digital Services. A draft specification has been developed for the procurement of a Route Optimisation System and associated consultancy support and provision has been made within the current capital programme. Once implemented the GPS and RO  ...  view the full minutes text for item 20.

            The Committee considered the undernoted report and agreed with the proposed approach, but that the response should be strengthened:

“1.0  Relevant Background Information

1.1The Department of Employment and Learning (DEL) has published a public consultation paper relating to zero hours contracts, with a particular emphasis on their use by small and medium-sized enterprises (SMEs).

1.2The Minister for Employment and Learning made a statement in the Assembly on 23 June 2014 to announce the launch of the consultation which will seek evidence on the use of zero hours contracts and invite views on a range of potential actions that the Department could take to ensure that zero hours contracts occupy a positive space in the NI labour market.

1.3The closing date for responses to the consultation is 29 September 2014.  Any draft response approved by Strategic Policy and Resources Committee will be submitted by this date as a draft response to be ratified by Council on 1 October 2014.

2.0Key issues

2.1The Council  does not engage anyone on a zero hours contract but does, engage ‘casual’ workers to cover short-term, ad-hoc or unplanned work; to help during busy times; or to cover short-term sickness, leave or specialist assignments in its front-line, customer facing job roles.  The Council’s casual workers are formally recruited in line with the LGSC’s Code of Procedures on Recruitment and Selection Procedures on the basis of merit.  In addition, there is no obligation either on the Council to offer work or on the ‘casual’ worker to accept such work.  The ‘casual’ worker is not subject to any detriment should she or he be unable to accept the work and there is provision for our casual workers to indicate the days and times when they will be available for work. 

2.2In essence, the Council’s proposed view expressed within the response to the DEL consultation documentation is that:

·        where used responsibly, zero hours contracts can support business flexibility to create employment opportunities, particularly in SMEs

·        zero hours contracts, may be  open to abuse by employers therefore any changes to legislation regarding their use should provide sufficient protection to individuals 

·        zero hours contracts in which employees are subject to detriment if they decline work, are not reasonable and should not be used 

·        exclusivity clauses, (clauses prohibiting workers from taking up other employment) if used in zero hours contracts,  must be justified by en employer by a legitimate business reason

·        the use of exclusivity clauses should be restricted

·        the Council would  welcome a legal definition of a zero hours contract, as well as more detailed guidance for employers and individuals, including  model clauses for zero hours contracts to support employers and in particular SMEs

3.0Resource Implications

3.1Financial

      There are no financial implications contained in this report.

3.2Human Resources

      There are no HR implications contained in this report. 

3.3Asset and Other Implications

      There are no Asset or Other implications contained in this report.

4.0Recommendations

4.1Members are asked to agree the  ...  view the full minutes text for item 22.

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

            The Committee considered the undernoted report:

“1  Relevant Background Information

1.1At its meeting on 1 July the Council passed the undernoted notice of motion, which was moved by Alderman R Patterson and seconded by Alderman Robinson.

“International Men’s Day

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 violence /abuse, 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 workplace, family life and society, discrimination against men, the bullying of men in the workplace, 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.”

1.3This motion was referred to Strategic Policy and Resources for consideration at its meeting on 22 August 2014.  The Committee requested that a report including details and costs be provided to its meeting on 19 September 2014.

1.4Men’s Rights N Ireland has requested that the Council provides £10,000 to organise a one day conference on the theme of “Working together for boys and Men “ to take place on International Men’s Day, 19 November 2014, in City Hall. (The Great Hall l is currently available for the morning only on this day).  The intention is to heighten awareness around the extent that domestic violence and abuse is an issue for men, the lack of support that is available for men and the consequences that stem from this lack of support, for example, mental health issues and increasing numbers of suicides.

1.5Alderman Patterson has requested that consideration of this request is given parity with the funding that was previously agreed to support the International Women’s Day public rally every year. 

1.6Annual funding of £6,000 for the International Women’s Day public rally was approved by Strategic Policy and Resources Committee at its meeting on 24 January 2014.  Alderman Patterson also asked that this request is considered under Section 37 of the Local Government Act.   

1.7Council officers met with Alderman Ruth Patterson and a representative of Men’s Right’s Northern Ireland, on 5 September 2014 to discuss how the motion could be taken forward.  

2    Key Issues

2.1Addressing gender inequality has been a council goal for many years and in 2006 the Women’s Steering Group was established to oversee the development and implementation of the Gender Action Plan,  ...  view the full minutes text for item 25.

            The Committee was reminded that the Council’s Good Relations Action Plan contained a section on the Decade of Centenaries.  In order to provide awareness and information to the Members to increase their knowledge of issues relating to the Decade of Centenaries in advance of planning for events surrounding the commemorations of 1916 and beyond, it was proposed that a study visit be undertaken to the south of Ireland.

            The Committee was advised that there was a wealth of history within the south, and particularly Dublin, which had had an influence and impact on the way that the history of the island had evolved and developed over the past 100 years.  The state visit by Her Majesty, Queen Elizabeth, in 2011 had brought her to a number of the sites associated with the two main divisions on the island.  Her visit had included the Garden of Remembrance, Croke Park, Trinity College and the War Memorial at Islandbridge.  In addition, the Secretary of State had recently visited the newly installed memorial at Glasnevin Cemetery.  As part of the ongoing programme of development around the Decade of Centenaries, it had been suggested that the Council could run an event to bring Members to some of the sites that were visited by Her Majesty in 2011 by way of awareness raising and education.  Accordingly, the Committee was requested to consider nominating up to three Members from each party to participate in the visit, which could be undertaken as a day-long excursion or an overnight stay.

            After discussion, the Committee recommended that a day-long study visit be undertaken to Dublin and up to three Members from each of the political parties on the Council be authorised to attend.

            The Committee agreed to defer consideration of a report on an update to the Council’s Smoking Policy to enable further information to be obtained.