Agenda and minutes

            An apology for inability to attend was reported from Councillors D. Browne and Smyth.

            The minutes of the meeting of 14th March 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 April.

            The Committee considered the undernoted report which provided an update in relation to the Review of Public Administration:

“1.0     Relevant Background Information

1.1       On 31st March, 2008 the Environment Minister made a statement to the Northern Ireland Assembly on the RPA and the future shape of Local Government within Northern Ireland.

2.0       Key Issues

2.1       New Councils

                        In the Ministers’ speech she stated that the current 26 Councils will be rationalised to create 11 new Council areas and will be based on the 11b model put forward as part of the original RPA proposals.  This would result in a reconfiguration and grouping of Councils on the following basis:

§         Belfast CC

§         North Down BC and ArdsBC

§         Down DC and Newry & Mourne DC

§         CraigavonBC, Armagh C&DC and Banbridge DC

§         Lisburn CC and Castlereagh BC

§         Antrim BC and Newtownabbey BC

§         Ballymena BC, Larne BC and Carrickfergus BC

§         Moyle DC, Ballymoney BC, Coleraine BC, Limavady BC

§         MagherafeltDC, CookstownDC, Dungannon & South Tyrone BC

§         OmaghDC and Fermanagh DC

§         Derry CC and StrabaneDC

2.2       Functions and Budget

                        In terms of new functions transferring to Local Government, the Minister has stated that the following range of functions will transfer: -

§         planning - local development plan functions; development control; and enforcement

§         local roads public realm – streetscaping; town and city centre environmental improvements; grass cutting and weed spraying; gully emptying; street lighting; of-street parking; pedestrian permits; maintenance of amenity areas; alley-gating; permitting local events to be held on roads; and salting of footways; enhanced accountability framework within which the Roads Service relationship with local government will operate

§         urban regeneration and community development – physical development; area-based regeneration; some community development programmes; and support for the voluntary and community sectors

§         housing – registration of houses in multiple occupation; housing unfitness responsibilities including repair and demolition notices; energy conservation at a local level; and travellers’ transit sites

§         economic development – Start a Business Programme and Enterprise Shows; Youth Entrepreneurship; Social Entrepreneurship Programme; Investing in Women; and Neighbourhood Renewal funding relating to enterprise initiatives

§         tourism – small scale tourism accommodation development; local tourism marketing and product development; visitor servicing; providing business support; and providing advice to developers on tourism policies

§         others – local arts, sports and leisure; EU Rural Development Programme; Spot Listing of buildings; local listing of buildings of architectural/historic interest; Armagh County Museum; local water recreational facilities; local sports; functions of the NI Museum Council; local arts; local festivals; and Donaghadee Harbour

The scale of those functions that will transfer to Local Government currently accounts for an annual expenditure of some £116 million and involves some 1,070 staff.  It constitutes a 25% increase in the budget of Local Government and an increase of almost 12% of staff.

2.3       Community Planning

2.3.1    The Minister has stated that a new statute-based community planning process would be introduced and lead  ...  view the full minutes text for item 2a

            The Committee noted the contents of a report which provided details in relation to ongoing discussions with representatives of the Northern Ireland Local Government Association regarding its relationship with the Council and noted that a further report would be submitted to its meeting scheduled to be held on 23rd May.

            The Committee noted the contents of a report providing an update in respect of the work which had been undertaken by the Northern Ireland Assembly.

(The Deputy Chairman, Councillor Hartley, in the Chair.)

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

            The Committee noted a report which provided details in relation to the progress achieved arising from the review of communications for the period April, 2007 – March, 2008 and agreed that an independent assessment of the review be undertaken to ascertain how further efficiency savings could be achieved and to develop proposals for a communication framework to support the delivery of the new Corporate Plan.

            Data Network and Internet Service Provision

            Arising out of discussion in the previous matter, several Members referred to the unacceptably high number of occasions on which difficulties were being experienced with the Council’s data network and internet service provision and requested that a detailed report in the matter be submitted to the next scheduled meeting of the Committee.

            The Director of Corporate Services undertook to arrange to have the issue addressed as a matter of urgency.

            The Committee considered the undernoted report in relation to the Forward Work Plan for the period April till June, 2008:

“Purpose

      The purpose of this report is to present a forward work plan for the Strategic Policy and Resources Committee for the period April ? June 2008.

Relevant Background Information

      Appendix One provides a detailed work plan for the committee for the period April – June 2008. The key issues section below summarises the key areas of committee activity over this period.

Key Issues

      The key work areas for the committee are outlined below. It is recognised that this represents a heavy workload for the committee but at the end of this period the following key outcomes will have been achieved:

·         An agreed corporate plan.

·         An agreed capital programme.

·         An agreed process for the development of the city investment strategy.

·         An agreed asset management strategy.

·         An agreed strategic finance framework.

·         An agreed strategic human resources management framework.

·         An agreed code of governance and associated assurance framework.

·         An agreed efficiency and value for money programme for 2009/10.

·         An agreed performance management framework

·         An agreed communications plan

·         An agreed programme of work for RPA.

·         An agreed early indicative district rate for 2009/10.

April 2008

RPA – An initial response to the Environment Minister’s statement (31 March 2008) on RPA.

NILGA – Report on the Council’s relationship with NILGA.

Human Resources Strategy Framework – the Chief Executive has started to provide Members with an outline framework for each of the key elements of the Strategic Policy and Resources Committee’s work. This month the Acting Head of Human Resources will present on the Human Resources Strategy framework.

Financial Planning Cycle – The committee agreed in March to receive a report on a revised financial planning cycle for the Council in April. This report will outline a revised cycle with a more detailed report being provided in May.

May 2008

RPA – a detailed report will be brought to committee which will examine the possible implications and key issues emerging from the outworking of the RPA recommendations. Members will be provided with a detailed programme of work which will enable the Council to effectively manage the change process which lies ahead.

Corporate Governance/Assurance Framework – this report will recommend a code of governance for the Council along with an overall assurance framework which will allow Members to satisfy themselves that the code is being complied with.

Financial Planning Cycle – detailed reported on a revised financial planning cycle which links to corporate and business planning in order to ensure Council priorities are properly resourced.

Titanic Signature Project – Special meeting to discuss the economic appraisal prepared by Deloitte.

Rates – Members have agreed to hold a special meeting on the issue of rates with the Chief Executive of Land and Property Services in attendance. At this meeting Members will be provided with a reference guide to the rating system and how it impacts on the Council.

June 2008

Special Meeting to agree Corporate  ...  view the full minutes text for item 2e

            The Committee was reminded that the development of the Corporate Plan 2008?2011 was ongoing and that the five strategic themes which had been identified by the Members for the new Plan were as follows:

·         strong leadership;

·         economic growth and wealth creation;

·         community cohesion and well-being;

·         environmental sensitivity and sustainability; and

·         an organisation fit to lead and serve.

            In line with a request by Elected Members to see enhanced corporate and cross-Departmental working, these issues were being taken forward by five thematic teams comprising of senior officers from across all the Council’s Departments.

            The Director of Improvement reminded the Committee that the Council’s Value Creation Map provided the template for planning in the organisation and the aforementioned teams had been working to develop each of the strategic themes in line with the template.  This meant that, in effect, Members would have a complete overview of the proposed plans for the next three years against which affordability limits and performance standards could be agreed and accountability allocated.  The Members had already agreed to be briefed on the proposed content of the themes and the dates of the briefings, which would be facilitated by Mr. Jon Huish, would be held between 21st and 23rd, May.

            The effective implementation of the Corporate Plan would be dependent upon the productive strategic management of resources in the organisation, including staff finance and other assets.  Reports on the strategic human resources framework and the financial planning cycle would be considered by the Committee later in the meeting.  In addition, the means by which these documents would assist the Council to achieve its objectives would form part of a proposed corporate plan workshop to be held in June.

            The Party Group briefings in relation to the Capital Programme were underway currently.  A comprehensive report integrating recommendations with respect to the city investment strategy, the capital programme and the development of an asset management strategy would be submitted to the Committee for consideration in June.  Accordingly, by the summer break, the Members would have a complete set of documents comprising the Corporate Plan, which would set out the actions for 2008?2011, the Financial Plan to support those actions and a City Investment Strategy.  Performance management would be based on these plans, with on-going, active, political direction being sought as necessary and the plans tested against every day realities.

            The Committee noted the information which had been provided and agreed that a special meeting of the Committee, to which all Members of the Council would be invited, be held in June to consider the draft Corporate Plan 2008-2011.

            The Director of Corporate Services advised the Members that the Council’s financial plans were a monetary expression of what it wanted to deliver and, therefore, needed to reflect the Council’s key priorities and objectives.  The best organisations ensured that their business and financial planning were very closely aligned and integrated and, accordingly, a key action for the Council this year was to further align and integrate financial and business planning.

            He reported that officers were working currently to develop the financial planning cycle, details of which would be submitted to the Committee at its meeting scheduled to be held on 23rd May.  However, the work which had been completed to date had highlighted an issue which required to be brought to the attention of the Members before that meeting.  He explained that, in previous years, the financial planning cycle had commenced in September, with the Director of Corporate Services issuing budget guidance to Departments.  However, for the new Corporate Plan the Council would have to find ways of financing new priorities and still deliver core services.  This would be a significant challenge since the Council would be required to undertake more services whilst utilising the same amount of money.  It was likely, therefore, that many conflicts would arise regarding the allocation of resources and these could take a significant period of time to resolve.  In order to allow sufficient time to identify the budget needs of both the core services and the new priorities and to develop options for resolving conflicts between them, he recommended that the financial planning cycle should commence in June, 2008.

            The Director indicated that this would require the Members to provide in June an indication of what their ambition for the District Rate would be for 2009/10.  Accordingly, in order to facilitate this, he would provide the Committee with the rates finalisation figures for 2007/08 and an analysis of the Council’s financial performance for the same period.  The Members would be provided with more details in this regard at the Corporate Plan briefings which were scheduled to be held during May.

            The Committee noted that a detailed report on the integrated financial and business planning would be submitted for consideration at the meeting scheduled to be held on 23rd May and agreed that the Council’s financial planning cycle commence in June, 2008.

            The Committee considered the undernoted report in relation to the Strategic Human Resources Management Framework:

“Relevant Background Information

      Strategic human resource (HR) management is central to the council’s improvement agenda because:

·         The people who work for the council are at the heart of delivering high quality services to Belfast’s citizens, visitors and stakeholders.

·         Sustaining and developing our capacity to secure the success of the council to meet the challenges ahead depends on the quality, motivation and commitment of our staff to make our ambitions a reality. We need the right number of people with the right skills in the right place at the right time.

·         Over the next few years, especially because of RPA, it is likely that the council’s workforce will change in size and nature. Clearer alignment of the planning and development of our workforce with corporate strategic, financial asset and business planning will better optimise our workforce capacity and people management practices.

      Like strategic financial planning, strategic HR management is an essential element of good corporate governance; it forms part of the foundations of the organisation, underpinning the delivery of agreed priorities; and provides the basis of accountability to members and the citizens of Belfast for the stewardship and use of resources.

      The improvement agenda update report discussed by committee last month included some of the key improvement actions undertaken during 2007/08 in relation to strategic HR management.

      The purpose of this report is:

·         To outline for members the overall strategic HR management framework of the organisation

·         To agree HR reports for the committee for May and June 2008/09.

Key Issues

      The strategic HR framework of the council is set out below.

      The key outputs of the HR planning processes in the council are the HR strategy and Workforce Development Plan. These plans set out what we will do to support the delivery of members’ key priorities and objectives.

HR Strategy

      The overall purpose of the HR Strategy is to ensure that the HR function underpins both the day to day activities of the council and the achievement of its medium to longer term objectives in meeting members’ vision and ambition for the future.

      Key HR goals relate to achieving enhanced performance in areas such as leadership of place, customer focus, performance management etc. They were identified through an analysis of members’ emerging priorities; relevant external factors; the council’s value creation map (VCM); and the internal factors that will enable or hinder the achievement of the Corporate Plan.

Workforce Development Plan

      The Workforce Development Plan is essentially the delivery mechanism for the HR strategy and sets out how the council will recruit, support, develop and retain employees to support its corporate strategy; it focuses on improving current and developing new processes around the key themes of:

1.      Pay and reward  ...  view the full minutes text for item 3c

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

            The Committee adopted the recommendations.

            The Committee was advised that SOLACE (United Kingdom) was organising in London on 11th June a conference which would explore the issues of providing leadership within a political environment and aligning public service management to the world of politics.  One of the key themes which had been identified to prepare for the post-Review of Public Administration environment was improving the capacity of both Members and senior managers.  Accordingly, it would be advantageous for the Council to be represented at the conference by both Members and officers.  In addition, improving gender quality through capacity building was another issue which could be addressed through the Council’s involvement in the conference.  This could be achieved by requesting the Council’s Member/officer Women’s Steering Group to nominate one Member and one officer as part of the delegation.

            After discussion, the Committee agreed, given the value which the conference would provide to the commitment by the Council to develop the capacity of Members and officers, to authorise the attendance at the conference of the Chairman (Councillor D. Dodds), the Party Group Leaders and the Chief Executive (or their nominees), together with a Member and an officer representative of the Council’s Women’s Steering Group and approved the payment of the conference fees and the travel and subsistence allowances in connection therewith.

            The minutes of the meeting of the Audit Panel held on 2nd April were approved and adopted.

            The Committee was advised that one of the key implications of the Local Government (Accounts and Audit) (Amendment) Regulations (Northern Ireland) 2006 was a requirement for the Council to prepare an Annual Governance Statement which would form part of the annual accounts.  The Director of Corporate Services explained that the Department of the Environment’s guidance to the regulations made it clear that either the Chair of the Local Government Body or a Committee of the Body could sign the statement of accounts.  In the case of the Council, this would be either the Lord Mayor or the Chairman of the Strategic Policy and Resources Committee.

            Accordingly, given that financial matters were the responsibility of the Strategic Policy and Resources Committee, he recommended that the Chairman of the Committee be authorised to act as the signatory to the Annual Statement of Accounts, which would include the Annual Governance Statement.

            The Committee adopted the recommendation.

            The Committee noted a report which provided an update in relation to the Titanic Signature Project and agreed that a special meeting, to which all Members of the Council would be invited, be held during May in order to discuss the findings of the due diligence exercise which was being undertaken currently by consultants on behalf of the Council.

            It was reported that, in accordance with Standing Order 55 and the authority delegated to him, the Director of Corporate Services had authorised the appointment of a number of Members of staff who were related to existing officers of the Council.

            The Committee noted the appointments.

            The Director of Legal Services advised the Members that the Council was the owner of 6.5 acres of lands at Hannahstown Hill which were the subject of a judicial review application by a former owner.  Following a failed attempt to vest the lands, the then owner had entered into an agreement for the sale of the lands to the Council in 1994.  The land had not been used for the purpose for which it had been acquired originally and on 30th June, 2004 had been re-appropriated to be held for the improvement, development or future development of the Council’s district.  The former owner had contended that, under certain legal provisions applying to the acquisition and disposal of land, the site at Hannahstown was and had been surplus and that, as such, the Council was under an obligation to offer it back to him given that it had been acquired under threat of a vesting order.

            The Director of Legal Services explained that legal advice had been sought from Senior Counsel and, in light of that advice, he was of the opinion that the Council should agree to settlement terms on the basis that these were reasonable in all circumstances and gave due protection to the Council’s legal and commercial interests.

            After discussion, the Committee agreed to accept the recommendation of the Director of Legal Services to enter into suitable terms of settlement for the lands at Hannahstown Hill.

            The Committee considered the undernoted report:

“Relevant Background Information

      Purpose of Paper

      The purpose of this paper is to gain agreement from Members to request meetings between the Environment Minister (Arlene Foster), the Social Development Minister (Margaret Ritchie) and the Finance Minister (Peter Robinson) and a cross party delegation from the Council to lobby the case for tall buildings in Belfast to help achieve the Council’s aim of growing the city’s rates base and to act as a catalyst for further city investment.

      Background

      There are a number of proposals for mixed use (commercial/residential) tall buildings in and around the centre of Belfast.  The developers involved are becoming increasingly frustrated that the major infrastructure opportunity for Belfast is not getting sufficient support from the Planning Service and a number of them have approached the Council for assistance.

      The key argument for Council assistance is that developers increasingly see the Council as the custodian of the city’s well?being.  They cite the Council’s position in regard to –

§         welcoming investment particularly in the light of the forthcoming US conference and our own City Investment Strategy;

§         our arguments about increasing the city’s population;

§         our ambition to be a leading European city with cutting edge architecture

§         the need to consolidate the city centre as Titanic Quarter grows and creates displacement i.e. the proposed Belfast MetropolitanCollege and the associated reduction of student spend in the city

§         the stated need for gateway projects in the Council’s Masterplan e.g. Shaftesbury Square/Great Victoria Street

      There are many aesthetic pros and cons for tall buildings but it is generally agreed that they work best in clusters.

      Officers have explained that the Council cannot be expected to lobby Ministers on individual proposals but that the Committee might consider making a broader argument in regard to the overall impact on city investment and the city rate base.

      Current position

      Cities and their skylines evolve.  The great cities of the world have internationally recognisable tall buildings which dominate their skylines and are instant landmarks – e.g. Tower 42 and Canary Wharf in London, the Empire State Building and the Chrysler Building in New York, the Sears Tower in Chicago, the Burj Al Arab Hotel in Dubai and the Petronas Towers in Kuala Lumpur.

      As Members are aware land is a scarce resource, particularly in city centres.  This necessitates greater density of development which often leads to the building of tall buildings. In cities across the world there is a growing trend towards multi-use tall buildings which house residential, office, commercial, shopping and even educational facilities under one roof. Tall buildings are seeing an unprecedented resurgence in the UK and across the world with 40% of the world’s tallest buildings having been completed since 2000[1].

      The issue of tall buildings often sparks much heated debate with advocates both for and against them. There is much research to evidence that in the right place, tall buildings can make positive contributions to city life.  ...  view the full minutes text for item 7b

            The Committee considered the undernoted report in relation to the Gasworks Estate:

“Relevant Background Information

      (a) additional floor for Ormeau Gasworks Ltd Plot 4

      Members are reminded that Council entered into a Master Development Agreement with Ormeau Gasworks Ltd dated 21st May 1999 for development of six plots with the Gasworks Estate.

      At its meeting on 15th June 2005 the Development Committee approved an initial revision of the specified floor space in respect of Plot 4 to construct an office building with a total floor area of approximately 25,500 sq feet over four floors.

      Upon completion of the building Council granted Ormeau Gasworks Ltd a 250 year Lease from 6th April 2006 who immediately in turn effectively sold the completed development to Tullyraine Ltd. This sale reserved a reviewable ground rent payable to Council which reflects the lettable floor space of the building. Currently Council receive an annual rent of £26,000 per annum.

      It is believed that Tullyraine Ltd have agreed terms with DFP (Industrial Tribunals Office - ITO) for a 15 year term for the entire building as it stands. DFP have requested the provision of additional space, through the addition of a further floor, in order to fully meet the operational needs of the ITO.

      Ormeau Gasworks Ltd submitted a planning application for construction of an additional and fifth floor on Plot 4 and formally sought Council’s consent for this variation to the originally approved development. The addition of a fifth floor will add a further 5,670 sq feet of office space to Plot 4.

      (b) road safety measures

      At its meeting of 15th June 2005 the Development Committee were advised that a report had been commissioned from Kirk McClure & Morton (now RPS Consulting Engineers) to assess disabled access within the Estate and examine the need for additional road safety measures resulting from increased volume of pedestrian and vehicular traffic.

      Some recommendations have already been addressed such as a right turn filter on the traffic signals from Ormeau Avenue (Roads Service), an additional exit lane and pedestrian crossing at the main entrance of the Estate (£3,700) In addition the developer of the Klondyke Building provided an enhanced turning head at his cost under instruction from the Estate Management Unit.

      In order to complete the DDA compliance work identified within the RPS Report it has been agreed that Ormeau Gasworks Ltd carry out installation of the ‘wheelchair friendly’ access on Council land as part of their contract to provide the required access road on adjacent land at Plot 3.

Key Issues

      (a) additional floor for Ormeau Gasworks Ltd Plot 4

-     Clause 5.5.1.2 of the Superior Lease contains an outright prohibition against any alterations to the premises without prior consent from the Council. A premium of £30,000 has been agreed for a specific variation of the Clause.

-     Planning permission has now been secured for the addition of a further floor providing approximately 5,670 sq feet of additional office accommodation. In addition to the statutory neighbourhood notification Council  ...  view the full minutes text for item 7c

            The Director of Improvement reported that, whilst the Council’s Capital Programme had not as yet been endorsed politically, there were a number of Capital projects which were required to be advanced urgently.  One such proposal was the construction of the changing accommodation and a multi-use games area at the Blythefield Open Space, a project which had been initiated in 2005 by the former Community and Recreation (Parks and Cemeteries) Sub-Committee.

            The Director explained that, in November, 2006, that Sub-Committee had granted authority to proceed with the project, subject to the cost being funded 100% by the Belfast Regeneration Office.  The design had since been developed and tender documentation had been prepared as part of the application for grant funding which was being considered currently by the Belfast Regeneration Office.  The proposal was urgent in so far as the work had been programmed to commence in the early summer, subject to a positive outcome on the funding application and, accordingly, the funding might be lost if the project were not in a position to be implemented on schedule.

            The Committee approved the commencement of a tendering exercise for the construction of the changing accommodation and a multi-use games area at the Blythefield Open Space site.

            The Committee deferred consideration of a report in relation to the City Hall grounds tours pilot scheme to enable further information to be provided in relation to the appropriateness of the proposal - including the imposition of charges - whether such a scheme could be suitably managed and indeed its whole viability, the proposed script, staffing issues and the impact on private tour operators.

            The Committee approved the minutes of the meeting of the Good Relations Steering Panel held on 4th April.

            The Committee was advised that the Post Office Limited was undertaking a consultation exercise on its Network Change Programme – Area Plan Proposal Northern Ireland.  The programme was designed to implement measures proposed by the Government to modernise and reshape the network of Post Office branches.  The Director of Improvement outlined the minimum access criteria, the rationale for change and types of outreach services which had been suggested.  He explained that, out of the 54 current Post Office branches to be replaced by Outreach services, none were located within the Belfast City Council area.  With regard to closures, 10 out of the 42 branches proposed for closure were located within the Council area.  These were:

·         Belmont, 1 Campbell Park Avenue, Belfast BT4 3FH, Victoria Electoral Area.

·         Blacks Road, 120 Blacks Road, Belfast BT10 0NF, Upper Falls Electoral Area.

·         Carlisle Circus, 14 Antrim Road, Belfast BT15 2AA, Oldpark Electoral Area.

·         Cave Hill, 634 Antrim Road, Belfast BT15 5GP, Castle Electoral Area.

·         Grosvenor Street, 263 Grosvenor Road, Belfast BT12 4LL, Lower Falls Electoral Area.

·         Lisburn Road, 217 Lisburn Road, Belfast BT9 7EJ, Balmoral Electoral Area.

·         Orangefield, 276 Castlereagh Road, Belfast BT5 6AD, Pottinger Electoral Area.

·         Ormeau Road, 160 Ormeau Road, Belfast BT7 2ED, Laganbank Electoral Area.

·         Summerhill, 3 Summerhill Avenue, Belfast BT5 7HD, Victoria Electoral Area.

·         The Throne, The Throne Centre, Whitewell Road, Belfast BT36 7EX, Castle Electoral Area.

            Accordingly, he recommended that the Council submit the following response:

“Re: Post Office Ltd Network Change Programme – Area Plan

Proposal Northern Ireland

      Thank you for your letter of March 31^st regarding the Regional Plan Proposal for Northern Ireland that is part of the Network Change Programme to reshape and modernise the Post Office Network.

      With respect to the proposed closures in the Belfast area, the Council is concerned that a number of the closures are in constituencies with a high concentration of areas of deprivation. Care should be taken that closures do not impact adversely on those most in need in our city.

      Much of the media focus has been on rural communities and the associated impact of closures; however Belfast City Council would suggest that the Post Office would be mindful of the fact that urban communities are equally affected by access, particularly groups such as the elderly, those with mobility issues and residents in deprived areas.  In addition taking into account the divided nature of parts of the city, this can have amplified implications on the socially excluded groups already mentioned.

      Belfast City Council acknowledges the economic considerations behind the proposed closures to support and reshape the Network for the future and ensure the Network’s continued viability, however Belfast City Council seeks assurances that residents requirements will continue to be met by the Post Office Network, especially the most vulnerable and socially excluded sections of the community so that these groups are not adversely affected.  ...  view the full minutes text for item 10a